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┌───────────────────────────────────────────────────────┐ │ ┌───────────────────────────────────────────────────┐ │▒ │ │ │ │▒ │ │ Interstellar Systems, Inc. │ │▒ │ │ │ │▒ │ │ Business Accounting System Rev. 1.0 │ │▒ │ │ │ │▒ │ │ Copyright (c) 1992 │ │▒ │ │ │ │▒ │ │ All Rights Reserved │ │▒ │ │ │ │▒ │ │ Software and Documentation by: │ │▒ │ │ │ │▒ │ │ Richard O. Duke │ │▒ │ │ │ │▒ │ │ │ │▒ │ └───────────────────────────────────────────────────┘ │▒ └───────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 i TABLE OF CONTENTS ┌──────────────────────────────────────────────────────────────┐ │ │ │ I. INTRODUCTION ................................. 1 │ │ System Features .............................. 3 │ │ Backing Up the System Files .................. 8 │ │ │ │ II. INSTALLATION ................................. 8 │ │ Installation Screen .......................... 10,91 │ │ Invoice Print Customization .................. 13 │ │ System Main Menu ............................. 15 │ │ Exiting the System ........................... 15 │ │ │ │ III. ITEM FILE MAINTENANCE ........................ 17 │ │ Create Item Codes ............................ 18,43 │ │ Retrieve Item Codes .......................... 20 │ │ Modify Item Codes ............................ 21 │ │ │ │ IV. CLIENT FILE MAINTENANCE ...................... 24 │ │ Create Clients ............................... 24 │ │ Retrieve Clients ............................. 27 │ │ Modify Clients ............................... 28 │ │ Client Print Menu ............................ 30 │ │ Print Client Work Orders ..................... 31 │ │ Print Client Profile Sheet ................... 33 │ │ Print Client Mailing Label(s) ................ 33,79 │ │ Print Client Activity Reports ................ 34 │ │ Print Client Statement(s) .................... 36,74 │ │ │ │ V. CLIENT ACCOUNTING MENU ....................... 39 │ │ Create Client Invoices ....................... 39 │ │ Print Client Invoice(s) ...................... 47,77 │ │ Review Client Invoices and Reprint ........... 47 │ │ Enter Accounts Receivable Payments ........... 51 │ │ Post Prepayment Deposits ..................... 54 │ │ Post Payment Reversing Entries ............... 54 │ │ Apply Credits ................................ 56 │ │ Post Write-off Adjustments ................... 58 │ │ │ │ VI. BUSINESS EXPENSES ............................ 62 │ │ Expense Category Maintenance ................. 62 │ │ Create Expense Distributions ................. 64 │ │ Review Expense Distributions ................. 68 │ │ │ │ VII. MISCELLANEOUS FUNCTIONS │ │ Assess Client Finance Charges ................ 71 │ │ Print Client Statements ...................... 74,36 │ │ Period and Year-end Closing .................. 76 │ │ Print Client Invoices ........................ 77,47 │ │ Print Client Mailing Labels .................. 79,33 │ │ │ │ │ └──────────────────────────────────────────────────────────────┘ Business Accounting System Rev. 1.0 ii TABLE OF CONTENTS - Continued ┌─────────────────────────────────────────────────────────────┐ │ │ │ VIII.SYSTEM REPORTS ............................... 80 │ │ File Listings ................................ 81 │ │ Client File Listing .......................... 81 │ │ Item Code Listing ............................ 82 │ │ Expense Category Listing ..................... 83 │ │ Report Registers ............................. 83 │ │ Invoice Sales Register ....................... 84 │ │ Payments Register ............................ 84 │ │ Sales Tax Liability Register ................. 85 │ │ Report Analyses .............................. 86 │ │ Open Receivables Analysis .................... 87 │ │ Client Sales Analysis ........................ 88 │ │ Items Sales Analysis ......................... 89 │ │ │ │ IX. SYSTEM UTILITIES ............................. 90 │ │ Reindex Files ................................ 90 │ │ Change System Date ........................... 90 │ │ System Installation Screen ................... 91,10 │ │ Recalculate File Balances .................... 91 │ │ │ │ X. Appendices ................................... 92 │ │ Networking on a Local Area Network ........... 92 │ │ Networking Considerations .................... 92 │ │ System Reset Utility (BASYSRES.EXE) .......... 92 │ │ Thank You .................................... 94 │ │ User Registration Form ....................... 95 │ │ │ │ │ └─────────────────────────────────────────────────────────────┘ Business Accounting System Rev. 1.0 Page 1 LICENSE The Business Accounting System is not public domain or free software, but is being distributed as shareware. Non-registered users, who have obtained a copy of this software directly or indirectly via an electronic bulletin board service, are granted a limited 30-day license to make an evaluation copy for trial use for the purpose of determining whether the BA System is suitable for their needs. At the end of this evaluation period, you must register the software in order to continue using it, otherwise, you must discontinue use of it. Current registration fees are as follows: Single-user license: $ 50.00 Multi-user license: $ 95.00 A form for registering the BA System can be found in the appendix section of this manual. These fees are subject to change without prior notice from Interstellar Systems, Inc.. This software is not crippled in any way. If you continue to use it without registering it, it will continue to function. Remember, the shareware concept depends upon the honesty and integrity of each of you. Without obtaining the source code directly from Interstellar Systems, Inc., you may not modify this software for any reason, in any way, including but not limited to decompiling-compiling, patching, disassembling, or reverse engineering the program. You are free to distribute this software to others subject to the above stated conditions and the following: * The BA System must be copied in unmodified form, including the file containing this license information. * Complete documentation must be included. * No fee or remittance, of any type, for distribution of this software, may be assessed or accepted by any person or organization without the expressed written consent of Interstellar Systems, Inc.. * This software may not be distributed with any other software or hardware product(s) without the expressed written consent of Interstellar Systems, Inc.. DISCLAIMER Interstellar Systems, Inc. makes no representations or warranties with respect to the fitness or merchantable usefulness of this software for any particular purpose, expressed or implied. Further, Interstellar Systems, Inc. reserves the right to revise this documentation and programs without obligation to notify any person or organization of such revisions. Business Accounting System Rev. 1.0 Page 2 TRADEMARK NOTICE The Business Accounting System is a trademark of Interstellar Systems, Inc.. IBM PC, XT, AT, PS/2 and PC-DOS are trademarks of International Business Machines Inc.. MS-DOS is a trademark of Microsoft Corporation. All other trademarks belong to their respective owners. FOREWORD This software was originally developed for use by my own software consulting company because I felt too many of the other accounting software packages were written for all types of businesses, big and small, retail and service oriented. I didn't want to pay for features I wouldn't be using, I didn't want these features cluttering up my screens, I wanted a software written specifically for a small service type of business, and I wanted a package that I had confidence in. If you also have a small consulting of business, this accounting software package may be just what you've been looking for. It's not intended to replace your accountant, only to make his/her job easier at tax time and save you money in professional fees, while at the same time, make your job of bookkeeping easier, less prone to error, and provide you with information concerning the financial status of your company at the touch of a key. So, have as much fun and satisfaction using it as I've had developing it! PREFACE The purpose of this System is to track and report revenues and billings, accounts receivables, and business expenses for a small service/consulting type of business, for both the current and previous tax years. Client billings are recorded and maintained via an Accounting Menu option available from within each client screen. The invoicing mechanism includes the ability to perform point-of- entry editing thereby allowing you to make corrections up to the point you instruct the software to save the invoice to the live system files. Once saved, the invoice may then be immediately printed, or you may defer printing to a batch mode if you so desire. Invoices may also be reviewed and edited if necessary from the Accounting Menu. You may review, edit, void, or reprint any invoice so long as it was created within the current year. Also from the Accounting Menu, payments and credits can be posted or applied toward any open invoices, or they can be set up as prepayment deposits for future application to invoices. Business Accounting System Rev. 1.0 Page 3 For expense tracking, you first need to define and create all applicable expense categories (accounts), such as Office Supplies, Professional Journals, Purchases, Cost of Goods Sold, etc.. Then as you incur any business expenses, you should post these in the form of Expense Distributions. The distribution mechanism allows you to distribute a single expense amount across multiple expense categories. Once expense distributions are posted, you can generate an Expense Register for any period of time subtotaled by expense category, or by reporting period. In order to keep the data files properly configured, you must perform a period closing (monthly or quarterly) on a regular basis. When you close-out the last period of the current year, the previous year's revenue and expense data (assuming any exists) will be purged. The current year's revenue and expense data will then be appended (added) to the history files, then the current year files will be purged in preparation for the new tax year. If you wish to maintain information prior to the previous year's history, you must do so in the form of archival system backups. This would be a backup which you create prior to closing the current period and year. You should label it as such, and put it in a safe (fire-proof and water-proof) place such as a safe deposit box. FEATURES In accomplishing the tasks of revenue and expense tracking, the following features are provided: * Unlimited number of clients, billing items, and expense categories (accounts) [limited only by hard disk storage]. * Advanced menu-driven light-bar menus and look-up windows which make using the software a breeze. * Supports up to 12 reporting periods for revenues and expenses and allows posting of each to any period within the current year. * User-definable expense categories for expense distribution. * Generates finance charges for past due accounts and ages accounts receivables within user-defined aging windows. * Prints accounts receivable statements for preprinted forms available from Rapid Forms and Harland Printing. * Utilizes variable length, supplemental invoice line item descriptions allowing you to detail exactly what you're billing for, word for word. * Supports user-configurable sales tax rates and generates monthly Sales Tax Liability Listing for cash or accrual basis of accounting. Business Accounting System Rev. 1.0 Page 4 * Provides a user-configurable invoice print format especially suited for plain paper printing. * Supports point-of-entry invoice editing and printing in addition to batch printing of invoices. * Allows edit, review, and reprint of any invoice generated within the current year. * Supports deposits, prepayments, and overpayments, and allows application of any of these towards any open invoice. * Maintains previous year's history of billings and expenses for report generation. * Provides Client Notepad for posting of notes, reminders, etc.. * Prints client mailing labels. * Provides file listings of clients, billing items, and expense categories; report registers of invoice billings,payments received, and business expenses; and sales analyses by client and billing items. SYSTEM REQUIREMENTS IBM or Compatible PC,XT,AT,PS/2 Microcomputer 640K or more of RAM Hard Disk and Floppy Disk Drive 80 Column printer (IBM or Epson compatible) PC-DOS/MS-DOS version 2.11 or later THE CONFIG.SYS FILE It is extremely important that the root directory of your boot (start-up) drive always contain the file, CONFIG.SYS. This is a special system file that allocates system memory and drivers for use with different software. It must contain a line to set the number of files which can be open to 30 or more (DOS versions prior to 3.0 can utilize no more than 20 files). The following line must always be present in the CONFIG.SYS file: FILES = 30 (or more than 30) If this line is not present, this software may not function properly. Be careful when installing other commercial software packages on to your machine as they sometimes provide a CONFIG.SYS file with their distribution diskette(s). This will present a problem only if the above line is not present in their CONFIG.SYS file. For optimal efficiency, you might also want to include the following line in the CONFIG.SYS file: BUFFERS = 8 (or up to 15)) Business Accounting System Rev. 1.0 Page 5 You may have other software on your computer which requires a buffer setting greater than 8. This is only a recommended setting for this particular software, however, performance may become sluggish or "out of memory" errors may occur if you use a setting that is too high a number. THE MENU SYSTEM This software is a menu-driven system utilizing several distinct types of menus. In order to accomplish the tasks involved in maintenance of this system, you select alpha-numeric choices from pull-down or pop-up menu screens and/or windows. MENU SAMPLE ONE: ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────────────────┐ ▓▓ ▓▓ │ │ ▓▓ ▓▓ │ 1. Add Records │ ▓▓ ▓▓ │ 2. Edit Records │ ▓▓ ▓▓ │ 3. Print Report │ ▓▓ ▓▓ │ Q. Quit (Exit) │ ▓▓ ▓▓ │ │ ▓▓ ▓▓ │ │ ▓▓ ▓▓ │ Enter your selection ==> __ │ ▓▓ ▓▓ └──────────────────────────────────┘ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ When this menu type appears, the first option would be contained in a light-bar (the text "1. Add Records" would be highlighted). You may select either 1, 2, 3, or Q depending on the task you wish to perform. The system will only allow one these four choices. You may also select a choice from the menu by positioning the light-bar which highlights the particular choice. The light-bar is easily moved by pressing the UP and DOWN arrow keys located on the right side of keyboard. Once you have the light-bar positioned over the appropriate choice, you need only press the [Enter] key to select that option. Whichever option is highlighted by the light-bar will be the option executed. MENU SAMPLE TWO: ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌───────────────────────────────────────────────┐ ▓▓ ▓▓ │ │ ▓▓ ▓▓ │ Select action: A)dd E)dit Q)uit ==> _ │ ▓▓ ▓▓ │ │ ▓▓ ▓▓ └───────────────────────────────────────────────┘ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Business Accounting System Rev. 1.0 Page 6 In this example, known as a horizontal menu, you select an appropriate action based upon the "highlighted" letter of each word, usually the first letter. Entering an "A" will allow you to add, "E" will allow you to edit, and "Q" will allow you to quit or exit. Note also there is no need to press the [Enter] key after entering your selection unless the available space for input (the number of characters available for you to enter) exceeds the number of characters you have provided. ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌───────────────────────────────────────────────┐ ▓▓ ▓▓ │ │ ▓▓ ▓▓ │ Display or Print report? (D/P) ==> __ │ ▓▓ ▓▓ │ │ ▓▓ ▓▓ └───────────────────────────────────────────────┘ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ In the above example, only one (1) character is provided for user input. Thus, once a character is entered, there is no need to press the [Enter] key. Note also the choices made available for this prompt, "D" or "P". MENU SAMPLE THREE: ┌──────────────────────── Interstellar Systems, Inc. ──────────────────────┐ │ 11/22/91 Friday │ │ Per. 11 Durham Software Services, Inc. │ │ Business Accounting System │ │ Copyright (c) 1992 Revision 1.0 │ └───────────────────────────────> Main Menu <──────────────────────────────┘ File Updates Printing Reports Utilities ┌────────────────────────────┐ │ ┌─────────────────────────────────────────────────────────────────┐ │ 1. Cli│ Client ID Client Name Department │▒ │ 2. Ite├─────────────────────────────────────────────────────────────────┤▒ │ 3. Exp│ AIFS ACME Insurance & Financial Services Accounting │▒ │ 4. Dis│ BCSD Better Cleaning Service of Durham │▒ │ 5. Fin│ CFCPA Caldwell & Franklin, CPA │▒ │ 6. Per│ DPTS Durham Public Transportation Serv. Reservations │▒ │ │ NEPA Natl. Endowment for Performing Arts │▒ └───────│ TCOA Triangle Council on Aging Administration │▒ │ TIC1 Triangle Insurance Company Accounting │▒ │ TIC2 Triangle Insurance Company Claims │▒ │ TIC3 Triangle Insurance Company Underwriting │▒ └─────────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 7 This final type of menu is actually a window and is quite similar in nature to the light-bar menu. Some windows are activated by the "hot-key" look-up, specifically the F10 key. "Hot-key" availability is always indicated with an instruction line to the effect of "Press F10 to Look-up". The "hot-key" look-up is available for use throughout the BA System so look for its availability. Windowing mechanisms, like the one displayed above, allow you to view and retrieve existing file information such as clients, and billing items. The windowed area in the above example is the middle portion of the screen. This particular window contains a list of clients which may be selected or retrieved. Within the look-up windows, you may press the [Enter] key to select the highlighted line, the [Esc] key to abort the lookup, the UP and DOWN arrow keys to position the light-bar over the appropriate line, or you may press the PageUP and PageDown keys to scroll or jump through several lines of the window at a time. DATA ENTRY You will enter data into the highlighted data fields that are positioned to the right or below the corresponding data labels. Unless an entry completely fills a data field, you will have to press the [Enter] key to move to the next data field. Should your entry fill the data area, the cursor will automatically skip to the next field. ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ┌───────────────────────────────────────────────┐ ▓▓ ▓▓ │ │ ▓▓ ▓▓ │ Enter Client ID Number =========> ABC1 │ ▓▓ ▓▓ │ ------ │ ▓▓ ▓▓ └───────────────────────────────────────────────┘ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ In the above example, six (6) characters are provided for a client number. You have entered the Client ID number "ABC1" which is only four characters in length. Therefore, you will have to press the [Enter] key to continue if you are not going to fill in the remaining two spaces. THE ESCAPE KEY Exiting from most of the procedures and menus in this system can be accomplished by pressing the [Esc] key. Almost always, the [Esc] key will return you to the previous level, even if it is not shown as an available choice. Often times too, pressing the [Enter] key without entering any characters at system prompts, will return you to the previous system level. Business Accounting System Rev. 1.0 Page 8 THE PAGEDOWN KEY During full screen edits and updates which require you to make several entries, you may find the PageDown key of some use. Rather than having to press [Enter] through each data field to get past the last entry, you may instead press PageDown. Pressing this key will act as a "big Return" and automatically move you past the last entry on the screen. SYSTEM BACKUP It is of the utmost importance that you routinely backup the system files, particularly the files with the extensions DBF and DBT. You may of course if you wish, backup all of the files which reside on the Business Accounting drive/directory. Program files can be recreated by the programmer, but data files (DBF and DBT files) can be recreated by no one except you and/or a handy Backup set! When you backup, use a rotating set of backup media (tapes or diskettes); the more the better, but at least two sets. Backups are not of much use if you consistently copy "trashed" files on to the same backup set. By keeping a rotating set of backups, you are not confined to restoring the most recent backup in the event the most recent backup contains "trashed" files. Utilize the following guidelines to assist you in determining how often you should perform a backup. ┌───────────────────────────────────────────────────────┐ │ │▒ │ │▒ │ * Backup each day you perform updates to the │▒ │ system. Whether you do so at the end of the day or │▒ │ the beginning of the next day makes no difference. │▒ │ │▒ │ * Backup before closing the current Period and/or │▒ │ the current Year. The year-end backup should never │▒ │ be utilized again for backup purposes. Put it in a │▒ │ safe place in case it is ever needed for a future │▒ │ restoration. │▒ │ │▒ │ * Backup before generating client finance charges. │▒ │ │▒ │ │▒ └───────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ INSTALLING THE BUSINESS ACCOUNTING SYSTEM To install the BA system, first create a target directory for placement of the system files. Once you have created the directory, you should then move to that directory. Next insert each of the BA system diskettes into your floppy drive, and copy all files to the new directory. If this is unclear, from the DOS prompt enter the following: Business Accounting System Rev. 1.0 Page 9 ┌─────────────────────────────────────────────────────────────┐ │ │▒ │ C: (change to the C: drive) │▒ │ MD \BA (Makes a directory called BA) │▒ │ CD \BA (Moves to the BA directory) │▒ │ COPY A:*.* (Copy all files from the disk(s) in) │▒ │ (the floppy disk drive. Repeat this) │▒ │ (last step for each BA System disk.) │▒ │ │▒ └─────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ STARTING THE BUSINESS ACCOUNTING SYSTEM You may start the BA System in a couple of different ways. First you may move to the drive/directory which contains the BA System via DOS commands. For instance, if this system is contained on the drive/directory C:\BA, you would change to this drive/directory by issuing the following commands from the DOS prompt (be sure to press the [Enter] key after each line entry). ┌────────────────────────────────────────────────────────┐ │ │▒ │ C: (changes to the C: drive) │▒ │ CD \BA (move to the ACCNTING directory) │▒ │ BA (start the BA system) │▒ │ │▒ └────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ You may of course create a batch file to start the BA System to eliminate having to type the above command lines from the DOS prompt. Please consult your DOS manual for more information on creating batch files. For those of you with a monochrome (one color) monitor and a VGA or EGA adapter card, you may wish to include the "/BW" switch on the "BA" command line. Utilizing the "/BW" (black & white) switch will force the software into a monochrome mode which will help avoid unreadable shades of a single color. For example, to start the BA System in the monochrome mode, change the last line in the preceding example to the following: BA /BW NOTE: If you get an error message indicating that some of the files are not present, please try installing the software again. INSTALLATION SCREEN If the BA System has not yet been previously installed for use, then the first screen to appear will be the System Installation screen. From this screen, you must provide various information about your company along with certain system wide parameters needed for proper configuration. Business Accounting System Rev. 1.0 Page 10 If the Installation Screen does not appear when you start the BA system for the first time, it is because the BA System has already been installed and configured. However, this same screen can also be accessed from option 3 of the Utilities submenu, System Installation. If this is the case, from the Main Menu screen, move to the Utilities submenu with the cursor movement keys. Once positioned on this submenu, select option 3, System Installation. ┌───────────────────────────── System Installation ────────────────────────────┐ │ │ │ Company Name ──────> Durham Software Services, Inc. │ │ 1st Address Line ──> 3700 Woodcoft Ave │ │ 2nd Address Line ──> Suite 201 Telephone │ │ City/State/Zip ────> Durham, NC 27713 (919)493-3299 │ │ Tax I.D. Number ───> 56-1234567 │ │ │ │ Invoice printing (Standard/Custom) ──> C Sales Tax Rate ──> 6.000 % │ │ Print name block on Statements (Y/N) > Y │ │ │ │ Default Payment Terms ──> Net 10 Days Net Days ──> 10 │ │ Default Inv. Reference ─> W/O │ │ │ │ Entry Level Password ─> GOUSER │ │ Super User Password ──> GOSUPER │ │ │ │ Next Client ID Number to utilize ──────> 10 │ │ Next Invoice Number to utilize ────────> 1 │ │ Next Work Order Number to utilize ─────> 1 │ │ Next Expense Trans. Number to utilize ─> 1 │ └──────────────────────────────────────────────────────────────────────────────┘ First on this screen, you must provide the name, mailing address, and the telephone number for your company. The company name you provide is the name which will appear on the Main Menu screen, and system reports. Two lines are then provided for mailing address, a single line is provided for the city, state, and zipcode, and one entry is provided for telephone number. The address lines and telephone number, along with the company name, are likewise utilized and printed on client invoices and client statements. The Tax ID Number is not currently utilized by the BA System, but you may record it here for future reference if you wish. Next, you are asked to select an Invoice Printing format, either Standard or Custom. While both formats are ideally suited for plain paper printing, the Custom format allows you to suppress printing of certain information on the invoice, and allows you to boldface print certain elements of the invoice. Business Accounting System Rev. 1.0 Page 11 To utilize every feature of the Custom option, your dot matrix printer must support either an IBM Proprinter emulation or an Epson emulation. Laser printers must utilize the Hewlett Packard emulation or one of the aforementioned dot matrix emulations. The Custom type of configuration will be discussed in more detail a little later. The Standard format in essence does not permit any special features to be incorporated into invoice printing, nor does it allow you to suppress printing of any invoice information as does the Custom format. Enter an "S" to select the Standard format or "C" to select the Custom format. If you select Custom, an additional screen will appear once you have completed entry for the present screen. The next prompt asks if you wish to print your company name block on the Accounts Receivable statements. The name block refers to your company name, address lines, and telephone number. The BA system provides accounts receivable statements which will match preprinted forms supplied by both Rapid Forms (Tel. 800-257-8354; form # Economy 7Y2919) and Harland Printing (Tel. 800-443-5521; form # S-CS23). The form dimensions are 9 1/2" x 7" (8 1/2" x 7" detached). With either supplier, you should be able to specify whether or not you wish your company name block to be preprinted on the forms. It is perfectly acceptable if you do not wish to utilize the client statement feature of the BA System. Next you should indicate your state sales tax rate. The tax rate you enter here is utilized as a default rate when you later create client invoices. Note also that this is a percentage rate and not a decimal rate, i.e. 6% is expressed as 6.000. The next three prompts are likewise utilized as defaults when you create client invoices. Here you can provide the default Payment Terms you wish to utilize, i.e. Net 10 Days. You may also provide a default invoice reference to utilize. Adjacent to the terms description, you should then provide the default Net Due Days used in calculating a corresponding invoice due date. None of these defaults has to be utilized. Their only purpose is to make the process of creating invoices a bit easier. Two distinct password levels are defined by the BA System. The Entry Level password, if one exists, utilizes password protection when users attempt to gain entry into the BA System. When a password is present here, and a user attempts to gain entry into the BA System, the user will be prompted to enter an Entry Password. Business Accounting System Rev. 1.0 Page 12 ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ┌───────────────────────────────────────────┐ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Password Entry Required │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Enter Entry Level Password: ____________ │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ └───────────────────────────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ The person attempting access into the BA System will have three (3) attempts to provide the correct password. If he/she is unsuccessful after three attempts, the start-up will be aborted. If you do not wish to utilize an entry level password, then leave this entry blank. The Super-user password provides internal protection with regard to certain system functions, such as closing the period, generating finance charges, voiding invoices, voiding expense transactions, and accessing the Installation screen. If such a password is defined here, a super-user password prompt will appear on the screen. ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ┌───────────────────────────────────────────┐ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Super-user Access Required │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Enter Super-User Password: ____________ │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ └───────────────────────────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ As with the entry level password, the user will have three attempts to enter the super-user password. If unsuccessful after three attempts, access to the update being attempted will be denied. If you do not wish to utilize this password, leave this blank. You may also provide the super-user password anytime you are prompted to provide the entry level password. Business Accounting System Rev. 1.0 Page 13 The remaining lines are purely informational and refer to unique sequential numbers which the BA System generates and assigns to clients, invoices, work orders, and expense transactions. They are for display only, therefore you may not alter any of them. CUSTOMIZE INVOICE PRINTING Once you have completed entry of the first Installation Screen and you indicated the Custom Invoice Printing format, you will then be presented with a second screen to allow you to configure certain invoice printing features. These features will be presented in the form of an option grid. The option grid operates only as visual aid in responding to system prompts and is utilized throughout the BA System. First within the grid, you are asked if you wish to print your company name/address block on the invoice. If you are utilizing some type of preprinted form with your company name, address, and logo preprinted, answer "N" for no, otherwise answer "Y" for yes. Next you are asked if you wish to print document headings on the invoice. The headings are the text labels "Client Invoice", "Invoice Number:", "Invoice Date:", "Client Number:", "Bill To:", "Reference:", "Client Rep:", "Payment Terms:", each of the line item column headings labeled as "Items", "Description of Charges", "Units", "Charges", and the text on the lower left portion of the form indicated as "Payment is due on or before:". This gives you the option to preprint this information if you wish to. Answer "Y" for yes if you wish these heading labels to print, otherwise answer "N" for no. 11/22/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ───────────────────── System Installation Update * Option Grid: Customize Invoice Printing ┌─────────────────────────────────────────────┬─────────────────────┐ │ Print Company name/address block (Yes/No) │ Y Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Print document headings (Yes/No) │ Y Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Printer port to utilize (LPT1/LPT2) │ 1 1 or 2 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Printer type (Dot matrix/Laser) │ D D or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Printer Emulation (Proprinter/Epson/HP) │ P P/E/H │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ NLQ printing mode (Yes/No) │ N Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Boldface print for (Headings/Data/Neither) │ H H/D/N │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 14 Next you are asked to indicate the printer port you always wish to utilize for invoice printing. If you have more than one printer attached to your computer without the use of a switch box, you should indicate that printer port here. For most all configurations, this is port LPT1. Enter "1" for LPT1 or "2" for port LPT2. Next you must indicate the type of printer you intend to utilize for invoice printing, either a Dot Matrix or Laser. If you have a printer which is not either one of these types, indicate a Dot Matrix. This prompt only serves to help error check with the next grid prompt. Enter "D" for Dot matrix or "L" for Laser. You are then asked to indicate the printer emulation which your printer utilizes. Most every dot matrix printer utilizes either the IBM Proprinter emulation or the Epson emulation. If you have a laser printer, it utilizes the Hewlett Packard emulation or one of the aforementioned dot matrix emulations in all probability. Enter "P" for Proprinter, "E" for Epson, or "H" for HP emulation. Next you are asked if you wish to utilize the NLQ mode (near- letter-quality) of your printer when printing invoices. Note that if you are utilizing a laser printer, it always prints NLQ. If your dot matrix printer supports NLQ and it has Proprinter or Epson emulation, you may utilize NLQ mode by answering "Y" for yes to this prompt. Answer "N" if you do not wish to utilize NLQ mode during invoice printing. Note also that utilizing NLQ mode on your dot matrix printer will result in a sizable decrease in printing speed. Lastly, you are asked if you wish boldface printing for the invoice Headings, the Data areas, or Neither one. The data areas are essentially everything else which prints which is not a Heading such as the actual invoice number, date, client number, client address, line items, due date, and the recap area. Enter "H" for Headings, "D" for Data, or "N" for neither. Once you have created an invoice, you might try altering these configurations and reprinting an invoice to see which method you most prefer. If you are prompted to re-enter any grid information during entry, you must do so in order to proceed further. Once you have completed grid entry, you will then be asked if the grid information is correct. If you wish to change information in the grid, answer "N" for no. If the grid information is correct answer "Y" for yes. If you wish to abort any updates you may have performed in the grid press [Esc]. Once you have finished the grid update, the first installation screen will reappear. If you are installing the BA System for the first time, you will be asked if the screen information is correct. Answer "Y" for yes if correct, otherwise answer "N" for no. If you answer yes, the information will be saved and the initial installation completed. The Main Menu screen will then appear. Business Accounting System Rev. 1.0 Page 15 If you accessed the installation screen from the Utilities submenu, you will asked for an action. Press "S" to save the information, "E" to edit the screen again, or "Q" to quit without saving any changes you may have made. Once you have chosen to save or quit, you will then be returned to the Utilities submenu area of the Main Menu screen. THE MAIN MENU Once the BA System has been loaded or installed, the Main Menu will appear. Study this menu carefully as all system functions that are performed begin from this area. Four distinct additional submenus are available from the Main Menu screen. From left to right the submenus are File Updates, Printing, Reports, and Utilities. When the BA System is loaded, the File Updates submenu always appears first. The available menu choices for each submenu will be displayed directly below the submenu heading. To move between submenus, utilize the LEFT and RIGHT arrow keys for directing cursor movement. Pressing the RIGHT arrow key will move to the adjacent submenu to the right of the current submenu selection. Pressing the LEFT arrow key will move to the adjacent submenu to the left of the current submenu selection. You may also jump directly to each of the submenus by pressing either the F1, F2, F3, or F4 keys. F1 corresponds to the File Updates submenu, F2 to the Printing submenu, F3 to the Reports submenu, and F4 to the Utilities submenu. Within each submenu, utilize the UP and DOWN arrow keys to scroll the light-bar between the available submenu choices. Press the [Enter] key when the option you wish to select is highlighted. Notice also a corresponding numeric choice is available for each submenu selection. This allows you to quickly select one of the available submenu choices directly without utilizing the cursor movement keys. Note also the bottom line of the screen as you scroll through the available submenu choices. This bottom line contains a bit more information about the selection which is currently highlighted by the light-bar. EXITING THE SYSTEM The ONLY safe way to exit the BA System is to press the [Esc] key while positioned on any of the available submenus. When you press [Esc], a window will appear and you will be asked to press the [Esc] key once more to confirm your exit selection, or you may press any other key to resume. If you press [Esc] once again, you will be exited from the BA System and returned to DOS. NEVER EVER turn-off the power of the computer without exiting from the system via the [Esc] key. Files may be physically distorted or damaged if you shut down without exiting properly. Business Accounting System Rev. 1.0 Page 16 Below is a graphic representation of the Main Menu. The submenus have been vertically spaced for visual readability. In actuality, each submenu appears directly below its corresponding submenu heading. ┌──────────────────────── Interstellar Systems, Inc. ──────────────────────┐ │ 11/18/91 Monday │ │ Per. 11 Durham Software Services, Inc. │ │ Business Accounting System │ │ Copyright (c) 1992 Revision 1.0 │ └─────────────────────────────── Main Menu ──────────────────────────────┘ File Updates Printing Reports Utilities | | | | | | | | \ / | | | ┌────────────────────────────┐ | | | │ │ | | | │ 1. Client Accounting │ | | | │ 2. Item File Maintenance │ | | | │ 3. Expense Categories │ | | | │ 4. Distribute Expenses │ | | | │ 5. Finance Charges │ | | | │ 6. Period Closing │ | | | │ │ | | | └────────────────────────────┘ \ / | | ┌─────────────────────────┐ | | │ │ | | │ 1. Client Invoices │ | | │ 2. Mailing Labels │ | | │ 3. Client Statements │ | | │ │ | | └─────────────────────────┘ | | \ / | ┌─────────────────────────┐ | │ │ | │ 1. File Listings │ | │ 2. Report Registers │ | │ 3. Report Analyses │ | │ │ | └─────────────────────────┘ | \ / ┌─────────────────────────┐ │ │ │ 1. Reindex Files │ │ 2. Change System Date │ │ 3. System Installation │ │ 4. Recalculate Balances │ │ │ └─────────────────────────┘ It is strongly recommended that anytime you are not utilizing the BA System for an extended period of time, that you exit the system, and return to the DOS level. If the power of the computer is ever interrupted, the safest place to be is at the operating system level, DOS. ________________________________________ Business Accounting System Rev. 1.0 Page 17 The remaining portion of this user's manual will now be devoted to configuring, circumnavigating, and utilizing the menu options available. To enable a better understanding of the BA System functions, the submenu selections will be presented and explained in a logical sequence of functionality rather than chronologically. Below is a schematic representation of the logical sequence of topics to be examined and discussed. ┌───────────────────────────────────────────────┐ │ │▒ │ * Item File Maintenance │▒ │ │▒ │ * Client File Maintenance │▒ │ │▒ │ * Invoicing and Accounts Receivables │▒ │ │▒ │ * Expense Tracking │▒ │ │▒ │ * Finance Charges and Client Statements │▒ │ │▒ │ * Period Closing │▒ │ │▒ │ * Batch Invoice Printing and Labels │▒ │ │▒ │ * System Reports │▒ │ │▒ │ * As-Needed Utilities │▒ │ │▒ └───────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ITEM FILE MAINTENANCE Before you begin invoicing with the BA System, you should first determine exactly what your billable items are. What types of services does your business provide? What types of products do you sale or resale? Once you have determined what your billable items are, you should then create them with option 2 of the File Updates submenu, Item File Maintenance. When you begin creating client invoices, the line items you post will be pulled from this library of billable items. Once you have selected this option, you will be prompted to enter an Item Code that you wish to create or edit. The Item Code is a unique 12 character alpha-numeric identifier which you must assign to each of your billable items. When assigning Item Codes, you do not need to utilize all 12 characters, and you may find it helpful to mimic the item's description as much as you can. ┌──────────────────────────────────────────────────────────────────────────────┐ │ │ │Enter Item Code to create or edit, F10 to lookup, or Esc to exit =>___________│ │ │ └──────────────────────────────────────────────────────────────────────────────┘ Business Accounting System Rev. 1.0 Page 18 From this prompt, you may do one of several things. You can enter the Item Code you wish to create, you can enter an Item Code you wish to retrieve, you can press the F10 "hot-key" to look-up existing Item Codes on file (more on this later), or you can press [Esc] or [Enter] to exit. If you press [Esc], you will be returned to the File Updates submenu. CREATE AN ITEM CODE If you are creating a new Item Code, first enter the code you wish to create at the Item Code prompt. Once you have entered an Item Code, the BA System will then check for its existence on file. If it fails to locate the Item Code you entered, it will inform you of this, and ask you if you wish to create the Item Code. ┌──────────────────────────────────────────────────────────────────────────────┐ │ │ │Enter Item Code to create or edit, F10 to lookup, or Esc to exit =>PROGSUPP___│ │Item Code not on file. Add to file? (Y/N) ==> │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ Answer "Y" for yes at this prompt if you wish to create this Item Code, otherwise answer "N" for no and you will again be prompted to enter an Item Code. If you answered yes, you will be presented with a new screen for creating an Item Code. From here, you must complete the remaining information fields for this item. If you wish to abort the process, simply press [Esc] and you will be exited and again asked to provide an Item Code to create or edit. ┌──────────────────────────── Item File Maintenance ───────────────────────────┐ │ │ │ │ │ Item Code ─────> PROGSUPP │ │ Description ───> Programming Support │ │ │ │ Taxable (Y/N) ─> N Type (Prod/Serv) ───> S │ │ Category ──────> PRO Unit of Measure ────> HR │ │ │ │ Unit Cost ────> 0.000 YTD Qty Billed ──> 0.0 │ │ Unit Price ───> 40.00 YTD Revenue ─────> 0.00 │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ Business Accounting System Rev. 1.0 Page 19 From this screen you must provide a brief description of this Item Code. Do not be overly concerned if you cannot say all you wish to within the 35 character limit. As you are creating invoice line items, you will be allowed to enter a supplemental description of any length for each of your invoice line items. This will be discussed in greater depth further into this documentation. Next you should indicate if this item is normally taxable. If you normally should collect sales tax when you sale this item, indicate this with a "Y" for yes adjacent to the taxable label. Enter "N" for no if you do not normally charge sales tax on this item. As you are invoicing, you will be allowed to change the taxable status of the item on the invoice if you so desire. Consult your accountant if you are unsure of the taxable status of any billable items. Next you may indicate a user-definable Category code for this item if you wish, or you may leave this entry blank. Utilize any scheme for grouping items that is meaningful to you. Presently, it serves no other purpose than allowing you to generate an Item File Listing for a particular category code. Next you should indicate if this Item Code is a product you sale/resale or a service you provide. Enter "P" for product or "S" for service type of item. Presently, it serves no other purpose that allowing you to generate an Item File Listing for products only or services only. Next you should indicate the Unit of Measure for the Item Code. If the Item Code pertains to labor, you might wish to enter "HR" for hour. If it pertains to a product, you might wish to enter "EA" for each or "BX" for box, etc.. The Unit of Measure you enter here will also be printed on the client invoice adjacent to the number of units you billed. Next you should indicate the normal Unit Cost of the item, if applicable. The Cost is what your business pays for the item. If no cost is applicable to the Item Code, leave this a 0.00. As you are posting line items to an invoice, you will be allowed to modify the unit cost of the Item Code for each invoice line item. Next enter the normal Unit Price of the item. This is what you normally sale or bill the item for. If it is a no-charge item, simply leave this 0.00. As you are posting line items to an invoice, you will be allowed to modify the unit price of the Item Code for each invoice line item. Once you have completed screen entry, you will be prompted for an action. Press "S" if you wish to save the Item Code to file, "E" if you wish to edit the screen again, or "Q" if you wish to abort creation of this Item Code. Once you have selected to save or quit, you will be returned to the previous screen and again be prompted to provide an Item Code to create or edit. If you wish to exit at this point, press [Esc]. Business Accounting System Rev. 1.0 Page 20 RETRIEVE AN ITEM CODE As mentioned previously, once you provide an Item Code at the aforementioned prompt, the BA System will check for its existence. If if finds a matching Item Code, it will be retrieved and its corresponding screen displayed. If you are uncertain of the Item Code you wish to retrieve, or if you wish to view some existing Item Codes, you may do so by pressing the F10 "hot-key" for Item Code look-up. The "hot-key" will allow you to retrieve a pre-existing Item Code by either partial Item Code or partial Description. After you press F10, you will then be asked if you wish to look-up by partial Item Code or partial Description. ┌─────────────────────────────────────────────────────────────────┐ │ │ │ Look-up by partial Item Code or partial Description? ───> D │ │ │ └─────────────────────────────────────────────────────────────────┘ Press "C" for Code if you wish to search for the Item Code by a partial code entry. You will then be asked to provide a code to search for. You should enter that code (whole or partial) or you may press [Esc] to abort the look-up. Press "D" if you wish to search for the Item Code by a partial description entry. You will then be asked to provide a partial description to search for. You should enter that description (whole or partial) or you may press [Esc] to abort the look-up. Once you have made an entry, the system will then try to find the closest match currently on file to what you have entered. It will shorten your entry one character at a time until it finds a match for your entry. For instance, if you chose to search by description, and you entered a partial description of "PROGRA", the system will first try to find a description that begins with your entry. If it fails to find a match, it will shorten your entry by one character ("PROGR") and repeat the search. This same method applies to a partial search by code. If no match is found, it will inform you of this and the look-up will begin with the first record on file. If a match is found, the look-up window will display that first record which most closely resembled your entry. Business Accounting System Rev. 1.0 Page 21 ┌──────────────────────── Interstellar Systems, Inc. ──────────────────────┐ │ 11/22/91 Friday │ │ Per. 11 Durham Software Services, Inc. │ │ Business Accounting System │ │ Copyright (c) 1992 Revision 1.0 │ └───────────────────────────────> Main Menu <──────────────────────────────┘ File Updates Printing Reports Utilities ┌────────────────────────────┐ │ ┌────────────────────────────────────────────────────────────────┐ │ 1. Clie│ Item Code Description Type Categ │▒ │ 2. Item├────────────────────────────────────────────────────────────────┤▒ │ 3. Expe│ COMPINST Compile/Install Software Support S SUP │▒ │ 4. Dist│ CONSULT Systems Consulting S SUP │▒ │ 5. Fina│ MISC Misc Item S │▒ │ 6. Peri│ PROGSUPP Programming Support S PRO │▒ │ │ PROJPROG Project Programming S PRO │▒ └────────│ SAP-MSRC Superior AP, 2.2 Multiuser Source P SUP │▒ │ SAR-MSRC Superior AR, 2.2 Multiuser Source P SUP │▒ │ SGL-MSRC Superior GL, 2.5 Multiuser Source P SUP │▒ │ SPR-MSRC Superior PR, 2.5 Multiuser Source P SUP │▒ └────────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Above is a sample of the look-up window utilizing a partial description search. The order of records within the window will be in description order if you chose to search that way. If you chose to search by Item code, the records will appear in order by Item code. You may navigate the window by utilizing the cursor movement keys or the PageUp and PageDown keys. Position the light-bar over the Item Code you wish to retrieve and press [Enter]. Press the [Esc] key if you wish to abort the look-up, and you will again be prompted to enter an Item Code to create or edit. MODIFY EXISTING ITEM CODES Once you have entered a valid Item Code, or have selected from the look-up window, the Item Code screen will be displayed. A horizontal type of menu will also be displayed on the bottom line of the screen. Business Accounting System Rev. 1.0 Page 22 ┌──────────────────────────── Item File Maintenance ───────────────────────────┐ │ │ │ │ │ Item Code ─────> SAP-MSRC │ │ Description ───> Superior AP, 2.2 Multiuser Source │ │ │ │ Taxable (Y/N) ─> Y Type (Prod/Serv) ───> P │ │ Category ──────> SUP Unit of Measure ────> EA │ │ │ │ Unit Cost ────> 275.000 YTD Qty Billed ──> 0.0 │ │ Unit Price ───> 375.00 YTD Revenue ─────> 0.00 │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ Select: Forward Backward Edit Delete Recall Activity Quit ───> _ Press "F" to skip forward to the next Item Code on file (similar to turning pages in a book). Press "B" to skip backwards to the previous Item Code on file. From this screen, the records are arranged by order of Item Code. Press "E" to edit the Item screen. Refer to the previous explanation of the various data fields. If you wish to abort the edit at any time, simply press [Esc]. Once you have completed all entries, you will be asked if you wish to save any changes you may have made. Answer "Y" for yes if you wish any changes saved, otherwise answer "N" for no. Press "D" to delete the Item Code. Deleting a record from this option basically marks the Item Code for purging at some point in the future (see future discussion of Reindexing Files). Press "R" to recall (or undelete) a previously deleted Item Code. If you wish to view sales activity of the Item for the current or previous year, press "A" for activity. Once you select this option, you will then be asked if you wish to display the report to the screen, or print to a printing device. ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌─────────────────────────────────┐ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Display or Print? (D/P) ──> D │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ └─────────────────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Business Accounting System Rev. 1.0 Page 23 Press "D" to display the report, "P" to print, or press [Esc] to abort the selection. Once you have selected to display or print, you will presented with an option grid screen. The option grids allow you to curtail and customize certain reporting features, and are utilized throughout the BA System. 11/22/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ───────────────────────── Item Activity Report * Option Grid: Display PROGSUPP Activity Report ┌─────────────────────────────────────────────┬─────────────────────┐ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting periods (blank omits a range) │ thru │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ End Invoice date (blank to omit) │ / / │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ From with the grid, you must first indicate if you wish to report activity from the Current year sales file or the Last year's. Enter "C" for current or "L" for last year. Next you may specify a reporting period range. You may utilize either one of the two, both of them, or you may leave each blank to omit reporting period from the search criteria. If you wish to report only a single period, enter the same period into both entries. Next you may specify an invoice date range to print. As with the reporting period range, you may utilize either one of the two, both of them, or you may leave each entry blank to omit invoice date from the search criteria. If you wish to report only a single date, enter the same date for both entries. If at any point within the grid you wish to abort the report, simply press [Esc]. Once you have completed grid entry, you will then be asked if the grid information is correct. Press "N" for no if you wish to edit the grid information once again, "Y" for yes if correct, or "Q" to quit and abort this report. Once you have indicated the grid information is correct, and you selected to print the report, you will then be reminded to prepare your printing device. You should then check to make sure that paper has been loaded and aligned, and the printer is on- line and ready. If the printer is not ready, you may receive a message to this effect. If you selected to display the report, you will be allowed to abort the report by pressing [Esc] during a screen pause. Business Accounting System Rev. 1.0 Page 24 The Activity Report for a given Item Code is a detailed sales listing by invoice number and is subtotaled by reporting period. In addition to reporting period and invoice number, it also lists the invoice date, the client billed, the units billed, the extended cost, sales tax, and price, and the net profit. Once the report has been completed, you will be returned to the Item Code screen. From here you may then select another menu option. Press "Q" to quit and exit the Item Code screen. Once you select to quit, the original Main Menu screen will be restored, and you will again be prompted to provide an Item Code to create or edit. To return to the File Updates submenu, press [Esc]. CLIENT FILE MAINTENANCE Once you have created most all of your Item Codes, you should then begin the tasks of creating your client file. Once you have set up a client on the BA System, you may then begin the process of billing and accounts receivable maintenance. To create a new client, modify an existing one, or to post billing revenue and payment transactions, select option 1, "Client Accounting", from the File Updates submenu. Once you select this option, you are presented with the following prompt: ┌──────────────────────────────────────────────────────────────────────────────┐ │ │ │Enter Client ID to edit, F2 to create, F10 to Lookup, or Esc to exit ──> _____│ │ │ └──────────────────────────────────────────────────────────────────────────────┘ For every client you intend to create, you must assign a unique Client ID code. This Client ID is a six character alpha-numeric entry which may not be shared by any other client. From this prompt, you may do one of several things. You may provide a Client ID to edit or retrieve, press the F2 key to create a new client record, press the F10 "hot-key" to perform a look-up of existing clients, or you may press [Esc] to exit. First we will examine the process of creating a new client record. CREATE A NEW CLIENT At the prompt for a Client ID, if you provide one which does not yet exist on the client file, you will be informed of this, and again prompted to enter an ID. To create a new client, simply press the F2 key at the aforementioned prompt. Once you press F2, you will be presented with a client screen for which you must provide client information. If you wish to abort the addition of a new client at any point on the screen, press the [Esc] key. Business Accounting System Rev. 1.0 Page 25 ┌────────────────────────────── Create a Client ───────────────────────────────┐ │ │ │ Client ID ───> AIFS │ │ Client Name ─> ACME Insurance & Financial Services │ │ Department ──> Accounting │ │ Address1 ────> 122 E. Franklin St. │ │ Address2 ────> Suite 105 │ │ City ────────> Chapel Hill St NC Zipcode 27611-1234 │ │ │ │ Status (Act/Inact) ─> A Fin.Charge (Y/N) ─> Y Type ─> INS Code ─> MCL │ │ │ │ Contact1 > Jeanne Lee Contact2 > Winston Jefferson │ │ Phone1 ──> (800)555-1234 Ext. 1201 Phone2 ──> ( ) - Ext. 1205 │ │ Fax ─────> (919)926-1277 │ │ │ │ Other Information ──> Multiuser accounting with Novell │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ First you must provide the Client ID. In assigning ID's, you may find it helpful to mimic the client's name. Remember, it is six characters wide and may contain alpha-numeric characters. If the Client ID you enter is currently in use by another client currently on file, you will be informed of this, and forced to re-enter the Client ID. Next you must provide the actual name of the client. After you have provided a name, you may if you wish, indicate a specific Department, or leave this field blank if not applicable to the client. ┌───────────────────────────────────────────────────┐ │ NOTE: │▒ │ │▒ │ If you regularly conduct business with more │▒ │ than one department at a given client location, │▒ │ you may wish to create a separate client record │▒ │ for each department. You might also wish to │▒ │ assign a similar Client ID to each department. │▒ │ │▒ │ For instance, if you serve three separate │▒ │ departments within the company, Triangle │▒ │ Insurance Company, you might create three │▒ │ separate client records with the Client ID's │▒ │ TIC1, TIC2, and TIC3. Then you could utilize │▒ │ the Department field to specifically identify │▒ │ each distinct area you serve within the client. │▒ │ │▒ └───────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 26 Two mailing address lines are provided as well as city, state, and zip code. Next, below the name and address block, you must indicate the current status of the client, either Active or Inactive. Inactive clients may be omitted from the Client Report Listing, and the printing of accounts receivable statements and Open Receivables Analysis. Enter "A for active or "I" for inactive. Should any invoice activity occur against an inactive client, the BA System will automatically change their status to active. If you intend to utilize the finance charge mechanism provided by the BA System, you may indicate which clients are and are not to be assessed finance charges. If the client is never to be assessed finance charges, indicate this by entering "N" for no. If you wish the client to be included in the finance charge calculation, enter a "Y" for yes. Note that indicating finance charges here does not automatically generate such charges. A separate File Updates submenu option exists for this purpose and will be discussed in greater detail later. The next two information fields labeled "Type" and "Code" are user-definable. Within these two fields, you may enter anything you wish (anything meaningful to you), or you may leave them blank. Presently, they only serve to allow you to generate a client listing or mailing labels for a specific "type" or a specific "code". Next, you may provide two client contact names, phone numbers and extensions, and a fax number. You may leave any of these blank if you wish. Adjacent to the data label, "Other Information", you may enter anything you wish. It is for screen reference only and is not currently utilized anywhere else within the BA System. Please note also that a Client Notepad, for freehand entry of notes or reminders is also available. The Notepad will be discussed a little later. Once you have completed entry of all information fields, the system will then ask if you wish to save your entry, edit the screen again, or quit without saving. Press "S" to save and the client record will be saved to the system files. Press "E" and you will be allowed to edit the client screen again. If you wish to abort entry of this client at this time, press "Q" to quit. What happens next is dependent upon your response to the previous prompt. If you selected to abort client entry, the Main Menu screen will then be restored, and you will again be prompted to enter a Client ID. From here, you may provide a Client ID to edit, press F2 to add a client, F10 to look-up an existing client, or you may press [Esc] to exit. When you press [Esc], you will be returned to the File Updates submenu. Business Accounting System Rev. 1.0 Page 27 If you chose to save the client record, you will automatically be placed into the edit mode just as if you had provided a valid Client ID at the original prompt for one. A horizontal type menu will then be displayed on the bottom line of the screen. For a further explanation of these menu options, please refer to the documentation area entitled "Modify an Existing Client". For now however, our discussion will return to retrieving an existing client. RETRIEVE AN EXISTING CLIENT As with Item Codes, you may retrieve an existing client in one of several ways. First, you may provide a Client ID at the prompt for one. Once you have provided a Client ID, the BA System will then check for the existence of that ID. Note that in order for the BA System to retrieve the client, the ID you provide must be an exact match to that of the client, otherwise it will be unable to retrieve the client. If the system is unable to locate a matching entry, it will inform you of this and again prompt you to enter a Client ID. If an exact match is found, the client's screen will then be retrieved. You may also utilize the F10 "hot-key" to retrieve an existing client. Utilizing the "hot-key", you may retrieve a client by either partial Client ID, or partial Client Name. When you press the F10 key, you will see the following prompt: ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▒▒ ▒▒ ▒▒ ▒▒ ▒▒ Look-up by partial Name or Client ID ───> _ ▒▒ ▒▒ ▒▒ ▒▒ ▒▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Press "C" for Client if you wish to search for the client by a partial Client ID entry. You will then be asked to provide an ID to search for. You should enter that ID code (whole or partial) or you may press [Esc] to abort the look-up. Press "N" if you wish to search for the client by a partial name entry. You will then be asked to provide a partial client name to search for. You should enter that name (whole or partial) or you may press [Esc] to abort the look-up. Once you have made an entry, the system will then try to find the closest match currently on file to what you have entered. It will shorten your entry one character at a time until it finds a match for your entry. For instance, if you chose to search by name, and you entered a partial name of "JEFFERS", the system will first try to find a name that begins with your entry. If it fails to find a match, it will shorten your entry by one character ("JEFFER") and repeat the search. This same method applies to a partial search by ID code. Business Accounting System Rev. 1.0 Page 28 If no match if found, it will inform you of this and the look-up will begin with the first record on file. If a match is found, the look-up window will display that first record which most closely resembled your entry. ┌──────────────────────── Interstellar Systems, Inc. ──────────────────────┐ │ 11/22/91 Friday │ │ Per. 11 Durham Software Services, Inc. │ │ Business Accounting System │ │ Copyright (c) 1992 Revision 1.0 │ └───────────────────────────────> Main Menu <──────────────────────────────┘ File Updates Printing Reports Utilities ┌────────────────────────────┐ │ ┌─────────────────────────────────────────────────────────────────┐ │ 1. Cli│ Client ID Client Name Department │▒ │ 2. Ite├─────────────────────────────────────────────────────────────────┤▒ │ 3. Exp│ AIFS ACME Insurance & Financial Services Accounting │▒ │ 4. Dis│ BCSD Better Cleaning Service of Durham │▒ │ 5. Fin│ CFCPA Caldwell & Franklin, CPA │▒ │ 6. Per│ DPTS Durham Public Transportation Serv. Reservations │▒ │ │ NEPA Natl. Endowment for Performing Arts │▒ └───────│ TCOA Triangle Council on Aging Administration │▒ │ TIC1 Triangle Insurance Company Accounting │▒ │ TIC2 Triangle Insurance Company Claims │▒ │ TIC3 Triangle Insurance Company Underwriting │▒ └─────────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Above is a sample of the look-up window utilizing a partial name search. The order of records within the window will be in the order in which you chose to search. If you chose to search by name, the records will appear in order by name, or by ID number if you chose to search that way. You may navigate the window by utilizing the cursor movement keys or the PageUp and PageDown keys. Position the light-bar over the Client you wish to retrieve and press [Enter]. Press the [Esc] key if you wish to abort the look-up, and you will again be prompted to enter a Client ID. MODIFY AN EXISTING CLIENT Once a client is retrieved, it's corresponding screen will then be displayed and a horizontal menu will appear on the bottom line of the screen. Press "F" to skip forward to the next client on file or "B" to skip backwards to the previous one. Note, the screens will appear in order by Client ID. Business Accounting System Rev. 1.0 Page 29 Press "E" to edit the client screen. Note that you are allowed to change the Client ID should you have a need to. Perhaps the client's name has changed and you wish to modify the ID to reflect this, or perhaps you just were not satisfied with your original choice for a Client ID. If you change the Client ID and the ID is in use by another client, you will be informed of this and forced to re-enter the Client ID. Press [Esc] at any time in the edit mode to abort the edit. Once you have completed all entries you will be asked if you wish to save any changes you may have made. Answer "Y" for yes to save changes, otherwise answer "N" for no. ┌─────────────────────────── Client File Maintenance ──────────────────────────┐ │ │ │ Client ID ───> AIFS │ │ Client Name ─> ACME Insurance & Financial Services │ │ Department ──> Accounting │ │ Address1 ────> 122 E. Franklin St. │ │ Address2 ────> Suite 105 │ │ City ────────> Chapel Hill St NC Zipcode 27611-1234 │ │ │ │ Status (Act/Inact) ─> A Fin.Charge (Y/N) ─> Y Type ─> INS Code ─> MCL │ │ │ │ Contact1 > Jeanne Lee Contact2 > Winston Jefferson │ │ Phone1 ──> (800)555-1234 Ext. 1201 Phone2 ──> ( ) - Ext. 1205 │ │ Fax ─────> (919)926-1277 │ │ │ │ Other Information ──> Multiuser accounting with Novell │ │ │ │ YTD Billing YTD Paid AR Balance Unappl.Credit │ │ $ 0.00 $ 0.00 $ 0.00 $ 0.00 │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ Select: Frwd Bkwd Edit Delete Recall Notes Print Accounting Quit ──> _ Press "D" to delete the client. You will not be allowed to delete a client if any active invoices are on file for the client within the current year. Note also that deleting the client does not purge them from the file at this time, rather this only marks them for future purging when the files are reindexed (refer to later discussion on Reindexing Files). Press "R" to recall (or undelete) a previously deleted client. A notepad for entering of client notes is also provided and may be accessed by pressing "N" for notepad. Here you may enter notes and/or reminders to yourself concerning the client. The notepad is very similar in nature to a word processor and includes a "word-wrapping" capability. Be careful not to press the [Enter] key at the end of a line unless you intend to start a new paragraph. A legend is also provided to assist you with certain editing and cursor movement functions. Business Accounting System Rev. 1.0 Page 30 ┌─────────────────────────── Client File Maintenance ──────────────────────────┐ │ │ │ Client ID ───> AIFS * NOTES * │ │ Client Name ─> ACME Insurance & Financial Services │ │ D┌─────────── Notepad for ACME Insurance & Financial Services ─────────┐ │ │ A│ │ │ │ A│ Esc <abort> ||-- <move> F4 <delete word> │ │ │ C│ Ins <insert on/off> PgUp <up page> F5 <top> │ │ │ │ Del <delete char> PgDn <down page> F6 <bottom> │ │ │ S│ Home <begin line> F2 <date stamp> F7 <reformat> │L │ │ │ End <end line> F3 <delete line> F10 <save & exit> │ │ │ C│ │ │ │ P│ 11/21/91 ROD Jeanne called and asked if I could stop by next week │5 │ │ F│ and demo the Accounts Payable and Payroll software modules. │ │ │ │ Scheduled tentative meeting for Tues., 11/26 at 9:30 am. │ │ │ O│ 11/26/91 ROD Demo'd the modules today and all went well. She will │ │ │ │ call next week once she works this into the budget. │ │ │ │ 11/26/91 ROD Received call today and everything's a go. Called │ │ │ │ Superior Software and ordered modules to be shipped UPS Blue. Blue │ │ │ └─────────────────────────────────────────────────────────────────────┘ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ Of particular interest should be the F2 key which will enter the current system date into the notepad each time it is pressed. Note also the technique utilized for each separate grouping of notes. The first part of the note line is date stamped (with the F2 key). Next follows the initials of the person who entered the note. Lastly are the contents of the note. Press the F10 key to save any notes entered and exit the notepad, or press [Esc] to exit without saving any changes made to the notepad. The contents of the notepad are printed on the Client Profile Sheet (to be discussed later). If any notes exist for a client, the text "* NOTES *" will appear in the upper right corner of the screen. PRINT MENU A print menu is also available from the client screen and is accessed by pressing the letter "P" from the horizontal menu. Once you make this selection, a Print Menu will then appear. From the menu, you may select to print (or display is some cases) a client work order, a profile sheet which includes any notes entered into the notepad, billing and payment activity reports, an accounts receivable statement, or a mailing label. Select the appropriate report from the available choices or use the cursor movement keys to position the light-bar over your selection. If you wish to exit the Print Menu, press [Esc]. Most of the selections are supplied with an option grid allowing you to specify certain parameters. Once you have completed all grid entries, you will be asked if the grid information is correct. If you wish to edit the grid information, answer "N" for no. If the information is correct, answer "Y" for yes. If you wish to quit and abort the print selection, press "Q" to quit. Business Accounting System Rev. 1.0 Page 31 ┌─────────────────────────── Client File Maintenance ──────────────────────────┐ │ │ │ Client ID ───> AIFS * NOTES * │ │ Client Name ─> ACME Insurance & Financial Services │ │ Department ──> Accounting │ │ Address1 ────> 122 E. Franklin St. │ │ Address2 ────> Suite 105 │ │ City ────────> Chapel Hill St NC Zipcode 27611-1234 │ │ ┌──────────────────────┐ │ │ Status │ Print Menu │▒arge (Y/N) M> Y Type M> INS Code M> MCL │ │ ├──────────────────────┤▒ │ │ Contact│ Work Order │▒ Contact2 > Winston Jefferson │ │ Phone1 │ Client Profile │▒201 Phone2 MM> ( ) - Ext. 1205 │ │ Fax MMM│ Mailing Label │▒ │ │ │ Activity Reports │▒ │ │ Other I│ Statement │▒accounting with Novell │ │ │ │▒ │ │ YT│ Press Esc to exit │▒d AR Balance Unappl.Credit │ │ $ └──────────────────────┘▒0 $ 150.00 $ 0.00 │ │ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ CLIENT WORK ORDER ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Print Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │>> Work Order <<│▒ ▓▓ ▓▓ │ Client Profile │▒ ▓▓ ▓▓ │ Mailing Label │▒ ▓▓ ▓▓ │ Activity Reports │▒ ▓▓ ▓▓ │ Statement │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ The Work Order is a worksheet which you may generate at any time. It has been designed to serve as a tool for use in billing during on-site visits to a client, particularly when you don't know what you are billing for in advance. Its format is very similar to that of an invoice except you will manually write in the work performed and charges. You also have the flexibility to designate the work order as the client invoice if you wish. This feature comes in handy if you do not wish to mail a client invoice at a later date. It is print only and may not be displayed. Business Accounting System Rev. 1.0 Page 32 Once you select this option, you will be presented with an option grid which will allow you to specify the format of the work order. First within the grid, you should indicate the date of the work order. This will default to the system date, however you may change it. Next you are asked if you wish to print underlines (as in notebook paper underlines) to aide manual written entry. Answer "Y" for yes if you wish to print the underlines, otherwise answer "N" for no. Next you are asked if you wish to utilize the custom invoice printing feature. This refers to the custom invoice print feature described on the Installation screen. If you are utilizing the custom print feature for invoice printing, and you wish to utilize the same features for work order printing, then indicate this by entering "Y" for yes. If you don't wish to utilize any custom print features, answer "N" for no. 12/13/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ───────────────────────── Print Client Work-Order * Option Grid: Work-Order Print ┌─────────────────────────────────────────────┬─────────────────────┐ │ Date to utilize for Work-Order │ 12/13/91 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Print underlines to aide written entry │ Y Yes/No │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Utilize Custom Invoice printing feature │ Y Yes/No │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number of copies to generate │ 1 1 to 99 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Utilize Work-Order as Client's Invoice │ Y Yes/No │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Payment Terms to utilize │ Net 10 Days │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Net Due Days from Terms to utilize │ 10 │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next you are asked how many copies of the work order you wish to generate. The default is one (1) copy, but you may change this if you wish. If you enter the number two (2), then two copies of the work order will be printed, and so on. The next prompt is quite important. It ask if you intend to utilize the work order as the client invoice as well. If you indicate that you do, a line will print on the header portion of the work order to the effect of "THIS WORK ORDER IS ALSO YOUR INVOICE". In addition, a due date will be calculated and printed on the bottom portion of the work order. If you do not wish the work order to double as an invoice (you probably intend to create and mail the invoice at a later date), a line will print on the header portion of the work order to the effect of "YOU WILL BE INVOICED AT A LATER DATE". Enter "Y" for yes or "N" for no. Business Accounting System Rev. 1.0 Page 33 If you answered yes to the aforementioned prompt, you are then asked to provide the payment terms and the net due days for the work order/invoice. The terms will print on the header portion of the work order, and the net due days are utilized in conjunction with the work order date to calculate and print a due date. As work orders are generated and printed, the BA system will generate and print a unique work order number. The number generated will be between 1 and 999999. Its primary purpose is to serve as a reference number for both you and your client. At a later point, when you actually create the client invoice, you may wish to reference the original Work Order number. CLIENT PROFILE SHEET ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Print Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Work Order │▒ ▓▓ ▓▓ │>> Client Profile <<│▒ ▓▓ ▓▓ │ Mailing Label │▒ ▓▓ ▓▓ │ Activity Reports │▒ ▓▓ ▓▓ │ Statement │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ The Client Profile is basically a printed format of the existing client screen and includes any notes which have been entered into the notepad. It is a print only report. CLIENT MAILING LABEL Select this option to print a single mailing label for this client. You may also batch print mailing labels for clients by selecting the Mailing Labels option available on the Printing submenu of the Main Menu screen. Labels supported by the BA system are the standard one-up, one inch deep labels available at most every office/computer supply store. Business Accounting System Rev. 1.0 Page 34 ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Print Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Work Order │▒ ▓▓ ▓▓ │ Client Profile │▒ ▓▓ ▓▓ │>> Mailing Label <<│▒ ▓▓ ▓▓ │ Activity Reports │▒ ▓▓ ▓▓ │ Statement │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Once you select this option, you will be asked to prepare the printing device with labels, and asked if you wish to print an alignment test. You will continue to be prompted for an alignment test until you answer no. Once the labels are aligned, you will be asked if you are ready to print. Answer yes or no appropriately. When printing has been completed, you will be returned to the Print menu. ACTIVITY REPORTS ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Print Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Work Order │▒ ▓▓ ▓▓ │ Client Profile │▒ ▓▓ ▓▓ │ Mailing Label │▒ ▓▓ ▓▓ │>> Activity Reports <<│▒ ▓▓ ▓▓ │ Statement │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Two types of activity reports are available, and each may be displayed to the screen, or printed on a printing device. You have the choice of selecting billing history or payment history. Once you have selected this option, you are then asked if you wish to display or print the listing. Answer "D" for display or "P" to print. Press [Esc] if you wish to abort your selection. Business Accounting System Rev. 1.0 Page 35 Next you will be presented with an option grid. First, you must select the type of activity report, either billing or payment activity. Enter "B" for billing or "P" for payment. The remainder of the grid prompts will vary depending upon your selection. If you select billing activity, you are then asked to specify the type of billing invoices, either debit invoices only, credit invoices only, or all invoices. Debit invoices are designated with invoice type "I" for invoice, or "F" for finance charge invoices. Credit invoices are designated with invoice type "C" for credit memo, or "R" for receipt invoice. Enter "A" for all invoices, "I" for debit invoices, or "C" for credit invoices. Next you should indicate the scope of invoices to print. Enter "A" for all, "O" for open balance only, or "C" for closed balance only. Next indicate the invoice file you wish to utilize, either the current year file, or last year's file. Enter "C" for current year or "L" for last year. 12/13/91 Interstellar Systems, Inc. Friday ────────────────────────── Business Accounting System ───────────────────────── Client Activity Report * Option Grid: Display AIFS Activity Reports ┌─────────────────────────────────────────────┬─────────────────────┐ │ Report Type: Billing or Payment │ B B or P │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Billing type: All/Invoices/Credits │ A A/I/C │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Report scope: All/Open only/Closed only │ A │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting periods (blank omits a range) │ thru │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ End Invoice date (blank to omit) │ / / │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ The next three lines of grid entries are optional. You may indicate a reporting period range to print and/or an invoice date range to print. Each one has both a begin and end range. You may enter either one of the two, both of them, or leave both blank to omit this feature. If you selected payment activity report, its grid prompts are slightly different. You must then select a payment type to generate. Each of these are discussed in detail in the accounting section of this documentation. Enter "A" for all types, "R" for payment receipt types, "C" for credits applied, or "W" for write- off adjustments. Business Accounting System Rev. 1.0 Page 36 Next indicate the file you wish to utilize. Enter "C" for the current year file, or "L" for last year's file. 12/13/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ───────────────────────── Client Activity Report * Option Grid: Display AIFS Activity Reports ┌─────────────────────────────────────────────┬─────────────────────┐ │ Report Type: Billing or Payment │ P B or P │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Payment type: All/Receipt/Cr.apply/Wroff │ A A/R/C/W │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting periods (blank omits a range) │ thru │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Transaction date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ End Transaction date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ │ │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ The next three lines of grid entries are optional. You may indicate a reporting period range to print and/or a transaction date range to print. Each one has both a begin and end range. You may enter either one of the two, both of them, or leave both blank to omit this feature. If you chose to print the report, you will be reminded to prepare your printing device. If you chose to display the report, you will be allowed to abort the report between screens. Once reporting has been completed, you will be returned to the print menu. CLIENT STATEMENT The accounts receivable statements may be generated from within one of two places within the BA system. If you wish to print a statement for just one select client at at time, you may do so from this print menu. If you wish to batch print client statements, you may do so from the Printing submenu of the Main Menu screen. The BA system accounts receivable statements have been specially designed to print on preprinted statements available from different suppliers. A Rapidforms (Tel. 800-257-8354) format is available as the stock unit number 7Y2919. A more expensive Harland Printing (Tel. 800-443-5521) format is available as the stock unit number S-CS23. Check with your local printer also as they may already have these forms in stock at an even lower price. Business Accounting System Rev. 1.0 Page 37 ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Print Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Work Order │▒ ▓▓ ▓▓ │ Client Profile │▒ ▓▓ ▓▓ │ Mailing Label │▒ ▓▓ ▓▓ │ Activity Reports │▒ ▓▓ ▓▓ │>> Statement <<│▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ The current format of BA system statements is often referred to as an invoice balance format. With this format only open invoices are listed, each with its corresponding date, invoice number, reference, total, and balance due. It also includes a perforated right portion on which the client is instructed to tear off and return it with their remittance. Once you select this option, a grid will then be made available to you. First you must indicate the method you wish to utilize in aging the invoices. You may select to age invoices from either the invoice date, or age the invoices from the due date. Either method is an accepted accounting practice. Enter "I" for invoice date or "D" for due date. Next you are asked if you wish to age any credits which may exist within the Current aging window. Answer "Y" for yes or "N" for no if you wish credits to be aged in the same manner as debit balances. Once again, either method is an accepted accounting practice. From the next four grid lines, you will define the aging windows to be utilized by the statement. Enter the number of days for each of the respective windows. The Current window will be defined as the number of days up to the first window you specify as default. Utilize any combination you wish such as 10, 20, 30, 45 or 30, 60, 90, 120. Any parameters you enter in the grid are saved into the BA system for future retrieval. This way you don't have to change the grid parameters each time you utilize the grid. Batch printing of statements and the Open Receivables Aging Analysis both utilize these identical grid parameters. Business Accounting System Rev. 1.0 Page 38 12/13/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ──────────────────────── Print Client Statements * Option Grid: AR Statement for AIFS ┌─────────────────────────────────────────────┬─────────────────────┐ │ Age from: Invoice date or Due date │ I I or D │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Age Credits within Current window │ Y Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 1st aging window │ 10 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 2nd aging window │ 20 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 3rd aging window │ 30 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 4th aging window │ 45 │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Once grid entry has been completed, you will be asked if you wish to print an alignment test. Such a test allows you to line up the printed data with the preprinted format. Answer yes or no appropriately. Note also that the printing of your company name and address block can be suppressed from printing, and is done so from the Installation screen which has already been described. Once statement printing has been completed, you will be returned to the print menu. Business Accounting System Rev. 1.0 Page 39 THE ACCOUNTING MENU Once a client has been set up on the BA System, you may then begin the process billing and accounts receivable maintenance. This is accomplished by selecting option "A" , Accounting, from the client screen horizontal menu. From this menu, you will be able to create invoices, modify or review existing invoices, print or reprint invoices, enter invoice payments or payment corrections, post client deposits, apply credits to invoices,and post write-offs adjustments to invoices. ┌─────────────────────────── Client File Maintenance ──────────────────────────┐ │ │ │ Client ID ───> AIFS * NOTES * │ │ Client Name ─> ACME Insurance & Financial Services │ │ Department ──> Accounting │ │ Address1 ────> 122 E. Franklin St. │ │ Address2 ────> Suite 105 │ │ City ────────> Chapel Hill St NC Zipcode 27611-1234 │ │ │ │ Status ┌──────────────────────┐harge (Y/N) ─> Y Type ─> INS Code ─> MCL │ │ │ Accounting Menu │▒ │ │ Contact├──────────────────────┤▒ Contact2 > Winston Jefferson │ │ Phone1 │ Create Invoices │▒201 Phone2 ──> ( ) - Ext. 1205 │ │ Fax ───│ Review Invoices │▒ │ │ │ Enter Payments │▒ │ │ Other I│ Apply Credits │▒accounting with Novell │ │ │ Post Write-offs │▒ │ │ YT│ │▒d AR Balance Unappl.Credit │ │ $ │ Press Esc to exit │▒0 $ 0.00 $ 0.00 │ │ └──────────────────────┘▒ │ │ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │ └──────────────────────────────────────────────────────────────────────────────┘ From the Accounting Menu, utilize the UP and DOWN arrow keys to position the light-bar over the appropriate choice, or press the first letter of the choice you wish to select. First let's examine the process of creating an invoice. CREATE A CLIENT INVOICE ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Accounting Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │>> Create Invoices <<│▒ ▓▓ ▓▓ │ Review Invoices │▒ ▓▓ ▓▓ │ Enter Payments │▒ ▓▓ ▓▓ │ Apply Credits │▒ ▓▓ ▓▓ │ Post Write-offs │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Business Accounting System Rev. 1.0 Page 40 Once you select the "Create Invoices" option, you will be presented with a new screen. Two separate screens can be utilized in creating an invoice. This first screen is known as the invoice header screen, so called because it represents the header portion of the printed invoice. On the header screen, the client's name, department, and mailing address is displayed on the upper left portion of the screen. Below this boxed area is the invoice header information which you must complete. Press [Esc] at any time during header entry if you wish to abort the process. When you press [Esc], you will be returned to the Accounting Menu of the client screen. The Invoice Number is a system generated number which increments by one each time you create a new invoice. The maximum invoice number which can be assigned is '999999'. When this maximum is reached, the invoice numbering will restart with number '1'. First within the header, you must identify the Type of invoice you are creating. From this area, you may only choose from two types of invoices, although there are a few additional types supported by the BA System. The other invoice types will be discussed in greater detail later. For now, you must enter the letter "I" for invoice (a debit invoice), or the letter "C" for a credit invoice (a credit memo). A credit memo obviously implies a credit balance will be created for the client. Next you must select the type of Entry, either Detail or Manual. Detail entry essentially means you intend to create detailed line items on the invoice. These line items are represented by the Item Codes which you have already set up. Manual entry on the other hand means that you do not intend to create any invoice line items; you only intend to enter an invoice total. For the most part, you will probably always select Detail entry. If you are setting up this software and trying to input beginning client balances, and you don't wish to create detail invoices, then you might wish to set up the beginning balances as a Manual entry to save time. Next you must specify the Reporting Period for the invoice. Most all the report registers are sorted and subtotaled by reporting period. The BA System provides you with the ability to post any invoice within any reporting period of the current year. The reporting period you enter must be between 01 and 12. Any period you enter less than 10 must be preceded by a zero (02,03,04,etc.). Next you must enter the invoice date. It will have a default entry corresponding to the present System Date. The date you enter here must be in the MM/DD/YR format and must be a valid calendar date in order to be accepted. Business Accounting System Rev. 1.0 Page 41 11/27/91 Interstellar Systems, Inc. Wednesday ─────────────────────────── Business Accounting System ──────────────────────── Create Invoices ┌─ Bill To ────────────────────────────┐ │ │▒ │ ACME Insurance & Financial Services │▒ │ Accounting │▒ │ 122 E. Franklin St. │▒ │ Suite 105 │▒ │ Chapel Hill, NC 27611-1234 │▒ │ ┌────────────────────────────────────────────────────────────────┐ │ │ Invoice Number ────> 1 │▒ └───│ Rept.Period ───> 11 │▒ ▓▓│ Type (Invoice/Credit) ──> I Invoice Date ──> 11/27/91 │▒ │ Entry (Detail/Manual) ──> D Sales Tax Rate > 6.000 │▒ │ │▒ │ Inv. Reference ──> W/O 101 Client Rep. ───> ROD │▒ │ Payment Terms ───> Net 10 Days Net Due Days ──> 10 │▒ └────────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next you must indicate your state sales tax rate, if applicable to this invoice. The default Sales Tax Rate is supplied from the Installation screen which was discussed earlier. This is a percentage rate and not a decimal rate. If you do not intend to post any taxable line items on the invoice, you might want to change this rate to 0.00, but this is not a requirement. Only those line items you indicate as taxable will have a sales tax amount calculated. Next you will supply an Invoice Reference. As with the Sales Tax Rate, this is likewise a default from the Installation screen. Enter anything you wish here but be aware that whatever you enter will be printed on the client invoice. Next enter the textual Payment Terms for the invoice. It is likewise a default from the Installation screen. If you wish, you may also indicate a Client Representative assigned for this particular invoice. Presently, the Representative is printed on the invoice register. Lastly, you must supply the Net Due Days for the invoice in a numeric format. This is essentially a repeat of the Payment Terms you have entered. The number you enter here is used in calculating the Due Date for the invoice, which in turn, is utilized by the Open Receivables Aging Report and Client Statements. It is also a default from the Installation screen. Once you have completed all header entries, you are then prompted for an action. You may press "C" to continue with invoice entry, "E" to edit the header information once again, or "Q" to quit and abort invoice entry. If you choose to quit, you will be returned to the Accounting Menu of the client screen. When you select to continue with invoice entry, different things will happen depending upon the type of Entry you indicated, either Detailed or Manual. Business Accounting System Rev. 1.0 Page 42 CREATE A MANUAL INVOICE If you selected Manual entry, a window will then appear in the upper right portion of the screen. You will then be asked to enter the Subtotal Amount of the Invoice. If you are creating an Invoice, you must enter an amount greater than zero. If creating a Credit, you must enter an amount less than zero. The Amount of Sales Tax will then be calculated according the Sales Tax Rate you provided. You cannot modify the Sales Tax Amount. If not all of the Invoice Subtotal is taxable, then you will have to utilize Detail entry, or create multiple Manual Invoices. From the Subtotal and Sales Tax amounts, the Total Invoice amount will then be displayed. If creating an invoice, you are then prompted to enter the Amount Paid, if any. If you have a payment to apply against this Manual Invoice, you may enter that amount now. If you entered a payment amount greater than zero, you will then be asked to provide a Payment Reference, Payment Date, and Reporting Period to post the payment within. Once you have completed these entries, you will be asked if the payment information is correct. Press "Y" for yes if correct, otherwise press "N" for no and you will be allowed to re-enter the payment information. Once you indicate the information is correct, you will then be asked if you wish to post this invoice to the live system files. This is your last chance to abort entry, so answer carefully. Press "Y" for yes if you wish to post the Manual Invoice. If you answer "N", the invoice will be discarded and the process of creating an invoice will begin again. If you wish to exit from here, press [Esc]. CREATE A DETAILED INVOICE Once you have completed the header screen, and you selected Detail entry, you will then be presented with a new screen for detailed invoice entry. From this screen, you will post invoice line items from your library of Item Codes. All detail posting takes place in temporary files and is not posted to the live system files until you indicate so at a final prompt. While you are posting line items, you will also be allowed to edit or modify any line item you may have already posted for the current invoice. The detailed screen can accommodate three invoice line items at a time. Once the third line item has been posted, the last line you entered will occupy the first line item area, and the remaining two line item screen areas will be blanked out. Within the detailed screen, you are first asked to provide an Item Code for billing. When you are finished making line item entries, press [Esc] when prompted for an Item Code. Once you have entered an Item Code, the system will then check for its existence on file. If if fails to locate the item, it will inform you of this. The BA System also provides the ability to create the Item Code while invoicing. If you are told that the Item Code does not currently exist on file, and you wish to create it, press the F2 key. Business Accounting System Rev. 1.0 Page 43 ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌───────────────────────────────────┐ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Item Code not presently on file. │▒ ▓▓ ▓▓ │ Press F2 key to create or │▒ ▓▓ ▓▓ │ any other key to re-enter... │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ └───────────────────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Once you press F2, the screen will change and you must then enter the necessary information needed for the Item Code. Refer to the previous discussion in creating Item Codes for additional information. You may if you wish press the F10 key to perform a "hot-key" look-up of Item Codes. The "hot-key" will allow you to retrieve an Item Code by either partial entry of Item Code or Item Description. It is utilized throughout the BA System, so always look for its availability. When you press F10, follow the aforementioned directions for performing a look-up of Item Codes. The below screen is representative of the "hot-key" look-up during detail line item entry. Once a valid Item Code has been provided, its corresponding information will also be retrieved on to the detail screen. The cursor will then be placed within the description field. If you need to revise the description, you may do so, or press [Enter] to skip to the next field. Next you must indicate the Taxable status of the line item. If taxable, enter the letter "Y" for yes, otherwise enter "N" for no. If you enter a "Y", sales tax for this line item will be calculated based upon the sales tax rate you entered on the header screen and the extended price of the line item. Business Accounting System Rev. 1.0 Page 44 ┌──────────────────────────── Create Detail Invoice ───────────────────────────┐ │ AIFS / ACME Insurance & Financial Services - Accounting │ │Subtotal > $ 0.00 Sales Tax > $ 0.00 Total Invoice > $ 0.00 │ ├──────────────────────────────────────────────────────────────────────────────┤ │ Seq Item Code Type Description Tax Disc% Units │ │ Notes UnitCost UnitPrice Ext.Price │ ├──────────────────────────────────────────────────────────────────────────────┤ │ 1 │ │ │ │ ┌────────────────────────────────────────────────────────────────┐ │ │ │ Item Code Description Type Categ │▒ │ ├─────────├────────────────────────────────────────────────────────────────┤▒──┤ │ │ COMPINST Compile/Install Software Support S SUP │▒ │ │ │ CONSULT Systems Consulting S SUP │▒ │ │ │ MISC Misc Item S │▒ │ │ │ PROGSUPP Programming Support S PRO │▒ │ ├─────────│ PROJPROG Project Programming S PRO │▒──┤ │ │ SAP-MSRC Superior AP, 2.2 Multiuser Source P SUP │▒ │ │ │ SAR-MSRC Superior AR, 2.2 Multiuser Source P SUP │▒ │ │ │ SGL-MSRC Superior GL, 2.5 Multiuse Source P SUP │▒ │ │ │ SPR-MSRC Superior PR, 2.5 Multiuser Source P SUP │▒ │ └─────────└────────────────────────────────────────────────────────────────┘▒──┘ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ You may also indicate a Discount Percentage for this line item if you wish. The default is zero percent, but you may change this if you wish. This is a percentage rate and not a decimal rate (10.0 % would be entered as 10.0). Next you must indicate the number of units being billed. The default entry is 1.0 but you may change this. One decimal place is also provided in the units field. If you are creating a Credit Memo, you must enter the Units as a negative number. Next you must enter the Unit Cost, if applicable, and the Unit Price of the line item. Once you have completed the Cost and Price, the Extended price will then be calculated and displayed. One of the outstanding features of the BA System is the ability to create and attach a supplemental description or notes to each line item on the invoice. The cursor should now be positioned within the Notes area directly under the Item Code. Here you may enter anything you wish about this item. The mechanism also has a "word-wrapping" capability. There is no practical limit to the amount of additional information you may enter. Whatever information you enter here will also print on the client invoice. The main two keys you will find useful during note entry are the F10 key and [Esc], and they are the only two keys which will allow you to exit the note area. The difference between the two keys is that [Esc] will not save any changes you made to the note area, and F10 will. Again, be creative here and enter anything you wish. Business Accounting System Rev. 1.0 Page 45 Once you have completed note entry, you will then be asked if you wish to post this line item to the temporary invoice file. Answer "Y" for yes and the entry will be saved. Answer "N" for no and the entry will be aborted. Answer "E" to edit the line item again. ┌──────────────────────────── Create Detail Invoice ───────────────────────────┐ │ AIFS / ACME Insurance & Financial Services - Accounting │ │Subtotal > $ 845.00 Sales Tax > $ 21.30 Total Invoice > $ 866.30 │ ├──────────────────────────────────────────────────────────────────────────────┤ │ Seq Item Code Type Description Tax Disc% Units │ │ Notes UnitCost UnitPrice Ext.Price │ ├──────────────────────────────────────────────────────────────────────────────┤ │ 1 SPR-MSRC P Superior PR, 2.5 Multiuser Source Y 0.0 % 1.0 │ │ Serial No. PR100-1234 │ │ 275.000 355.00 │ │ 355.00 │ ├──────────────────────────────────────────────────────────────────────────────┤ │ 2 PROGSUPP S Programming Support N 0.0 % 10.0 │ │ Revise Payroll Check Register to │ │ print and sort by Agency Office; 0.000 40.00 │ │ create new Payroll Summary Report 400.00 │ ├──────────────────────────────────────────────────────────────────────────────┤ │ 3 COMPINST S Compile/Install Software Support N 0.0 % 1.0 │ │ Compile software with Clipper and │ │ install 0.000 90.00 │ │ 90.00 │ └──────────────────────────────────────────────────────────────────────────────┘ Once you have saved an entry, repeat these steps for each line item you wish to create. Note also the recap information on the top area of the screen. This area indicates the current Subtotal amount, the Sales Tax amount, and the Total Invoice amount. Once you have finished, press [Esc] when prompted for an Item code. Once you have pressed [Esc] you must then select an action from the horizontal menu which will appear on the bottom line of the screen. From this menu, you may edit or delete any line item you have posted (in this instance, delete actually performs a purge), add additional line items to the invoice, skip forward to the next screen of line items (if any), skip backwards to the previous screen of line items (if any), post all invoice line items, or cancel and abort all entries. Press "F" to skip forward to the next screen of line items, if any exists. This will not be an available choice if none exists beyond the current screen. Press "B" to to backward to the previous screen of line items, if any exists. This will not be an available choice if none exists prior to the current screen. If you wish to add additional line items press "A" and repeat the aforementioned steps for creating a line item. Business Accounting System Rev. 1.0 Page 46 If you wish to post these line items, press "P", or if you wish to abort all entries, press "C" to cancel. Both selections will exit you from the detail entry screen. If you wish to edit or delete any line item you have entered for this invoice, press "M" to modify. When you select to modify, another menu will appear on the bottom line of the screen. Here again, you may select to post, cancel, or add additional line items. If you wish to edit a line item on the current screen, press "E". When you select to edit, you are then asked to enter the Sequence Number of the line item you wish to edit. This Sequence Number resides on the leftmost column of the screen and will always be a number between 1 and 3. Enter the line number you wish to edit or press [Esc] to abort the edit. Once you have provided a valid sequence number, you may then edit the line. From here make any changes you need to make to the line item. When you are inside the Notes area, remember to press [Esc] to abort any changes or F10 to save any changes to the notes. When you have finished, you will be asked if you wish to save any changes you may have made. Answer yes or no appropriately. If you wish to delete (or remove) any line item on the current screen, press "D". As with editing, you are then asked to provide a Sequence Number of the line you wish to delete. You should then enter that number or press [Esc] to abort the deletion. Once you have provided a valid sequence number, the line you selected will then be highlighted. You will then be asked if you are sure you wish to delete this line. Answer yes or no appropriately. If you inadvertently delete a line item you did not intend to, you cannot recall it, and you must recreate it by selecting to add an another line item. If you selected to cancel the invoice, no information will be saved and you will be returned to the header screen. From here you may create another invoice, or you may exit by pressing [Esc]. If you selected to post the invoice, the header screen will then be restored and the Invoice totals will be displayed within a window in the upper right portion of the screen. You are then asked to enter an Amount Paid for this invoice. If no payment entry is needed, then enter 0.00. If you enter a payment amount here, you are then asked to enter a payment reference, payment date, and a reporting period for the payment. If the payment amount you enter exceeds the invoice total, you will be issued a warning to this effect, and asked if you wish to re-enter the amount. Any over-payment portion will be posted to a Receipt Invoice by the BA System. The Receipt Invoice represents another Invoice Type. Business Accounting System Rev. 1.0 Page 47 11/27/91 Interstellar Systems, Inc. Wednesday ─────────────────────────── Business Accounting System ───────────────────────── Create Inv┌───────── Recap Summary ─────────┐ │ Invoice Subt. ──> 845.00 │▒ ┌─ Bill To ────────────────────────────┐ │ Sales Tax ──────> 21.30 │▒ │ │▒ │ Total Invoice ──> 866.30 │▒ │ ACME Insurance & Financial Services │▒ │ │▒ │ Accounting │▒ │ Amount Paid ────> 0.00 │▒ │ 122 E. Franklin St. │▒ │ │▒ │ Suite 105 │▒ │ │▒ │ Chapel Hill, NC 27611-1234 │▒ │ │▒ │ ┌─────────────────────────────────────│ Balance Due ────> 866.30 │▒ │ │ Invoice Number ────> 1 └─────────────────────────────────┘▒ └───│ Rep▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▒▒│ Type (Invoice/Credit) ──> I Invoice Date ──> 11/27/91 │▒ │ Entry (Detail/Manual) ──> D Sales Tax Rate > 6.000 │▒ │ │▒ │ Inv. Reference ──> W/O 101 Client Rep. ───> ROD │▒ │ Payment Terms ───> Net 10 Days Net Due Days ──> 10 │▒ └────────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Once you have entered all payment information, you will be asked if it is correct. If you answer no, you will be allowed to re- edit the information. Finally, you will be asked if you wish to post this invoice or credit memo to the live BA System files. This is your last chance to abort the invoice so answer carefully. Answer yes or no appropriately. If you answer no, all information you have posted will be discarded. If you answer yes, the information will be saved to the live files. Once you have saved the information, the system will immediately enter the invoice printing mode. You will then be asked to provide an action. You may provide one of three responses at this prompt. You may print an invoice alignment test (you might utilize this if you are utilizing preprinted forms), print the actual invoice, or quit. Press "A" to print an alignment invoice or "I" to print the client invoice. Please note also that a batch mode for invoice printing is also provided by the BA System, so you may defer printing to a later time if you wish. You will continue to receive this prompt until you answer "Q" to quit. Once you have quit, the system will prepare for an additional invoice entry for this client. If you wish to create another invoice for this client, follow the aforementioned steps. If you wish to exit now, press [Esc] and you will be returned to the Accounting Menu. REVIEW INVOICES Once you have created one or more invoices for a given client, you may find in necessary to revise or review an invoice. This can be accomplished by selecting the "Review Invoices" option from the Accounting Menu. Business Accounting System Rev. 1.0 Page 48 ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Accounting Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Create Invoices │▒ ▓▓ ▓▓ │>> Review Invoices <<│▒ ▓▓ ▓▓ │ Enter Payments │▒ ▓▓ ▓▓ │ Apply Credits │▒ ▓▓ ▓▓ │ Post Write-offs │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ From this option, you may edit, view, void, or reprint any invoice for this client so long as the invoice was created within the current year or currently open. Closed invoices older than the current year exist only in history files from which only reporting can take place. When you select this option, the system will first check to see if any invoices currently exist for this client. If no invoices are found, you will be informed of this. If invoices are found, a window of those invoices will then appear. Within the window, you may utilize the cursor movement keys, or the PageUp and PageDown keys to position the light-bar over the specific invoice you wish to retrieve. You may then press [Enter] to select that invoice, or press [Esc] to abort and return to the Accounting Menu. ┌─────────────────────────── Client File Maintenance ──────────────────────────┐ │ │ │ Client ID ───> AIFS * NOTES * │ │ Client Name ─> ACME Insurance & Financial Services │ │ Department ──> Accounting │ │ Address1 ────> 122 E. Franklin St. │ │ Address2 ────> Suite 105 │ │ City ────────> Chapel Hill St NC Zipcode 27611-1234 │ │ ┌────────────────────────────────────────────────────┐ │ │┌───────────────────┐──│ Inv.No. Inv.Date Type Stat Amount Balance │▒│ ││ │▒g├────────────────────────────────────────────────────┤▒│ ││ <--| to select │▒─│ 1 11/27/91 I 866.30 866.30 │▒│ ││ Esc to abort │▒v│ 2 11/28/91 I 160.00 160.00 │▒│ ││ || to move │▒v└────────────────────────────────────────────────────┘▒│ ││ PgUp PgDn to jump │▒men▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒│ ││ │▒dits │▒accounting with Novell │ │└───────────────────┘▒e-offs │▒ │ │ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │▒d AR Balance Unappl.Credit │ │ $ │ Press Esc to exit │▒0 $ 1026.30 $ 0.00 │ │ └──────────────────────┘▒ │ │ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │ └──────────────────────────────────────────────────────────────────────────────┘ Business Accounting System Rev. 1.0 Page 49 Once you have selected an invoice, that invoice will be retrieved into a header screen. Within this new screen, you may select an action from the horizontal menu located on the bottom line of the screen. From the horizontal menu, you may select to edit the invoice header portion, edit or view the detail line items screen, void the invoice, reprint the invoice, skip forward to the next invoice on file for this client (if one exists), skip backwards to the previous invoice on file for this client (if one exists), or you may exit and return to the Accounting Menu. Press "F" to skip forward to the next invoice on file for this client. This will not be an available option if there are not any invoices past the current invoice. Press "B" to skip backwards to the previous invoice on file for this client. This will not be an available option if there are not any invoices which precede the current invoice. If you wish to void the invoice, press "V". Exercise extreme care when voiding an invoice, particularly if you have posted payments or applied credits against the invoice. If any payments have been posted against the invoice, you will be issued a warning to this effect, and you will be asked if you wish the system to automatically post reversing entries for these payment(s). In other words, you must decide if the payments, which were previously posted, are to be reversed. You can if you wish reverse out the payments manually via the Enter Payments option from the Accounting Menu, or you can choose not to reverse any payments applied. You will then be asked if you are sure you wish to void the invoice. Answer yes or no appropriately. 11/27/91 Interstellar Systems, Inc. Wednesday ─────────────────────────── Business Accounting System ───────────────────────── Review Invoices ┌───────── Recap Summary ─────────┐ ┌─ Bill To ────────────────────────────┐ │ │▒ │ │▒ │ Invoice Subt. ──> 845.00 │▒ │ ACME Insurance & Financial Services │▒ │ Sales Tax ──────> 21.30 │▒ │ Accounting │▒ │ Total Invoice ──> 866.30 │▒ │ 122 E. Franklin St. │▒ │ │▒ │ Suite 105 │▒ │ Balance Due ────> 866.30 │▒ │ Chapel Hill, NC 27611-1234 │▒ │ │▒ │ ┌─────────────────────────────────────└─────────────────────────────────┘▒ │ │ Invoice Number ────> 1 ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ └───│ Rept.Period ───> C11 │▒ ▒▒│ Type (Inv/Fn/CM/Rcpt) ──> I Invoice Date ──> 11/27/91 │▒ │ Level (Detail/Manual) ──> D Sales Tax Rate > 6.000 │▒ │ │▒ │ Inv. Reference ──> W/O 101 Client Rep. ───> ROD │▒ │ Payment Terms ───> Net 10 Days Net Due Days ──> 10 │▒ └────────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Select: Forward Edit Void Reprint Quit ──> _ Business Accounting System Rev. 1.0 Page 50 To edit either the header screen or the detail screen, press "E". Once you select to edit, you will then be asked if you wish to edit the Header or Detail screen (this prompt only occurs if this is a detailed invoice). Press "H" to edit the header, or "D" to edit or view the detail screen. When editing the header, you will not be able to modify certain fields such as the type of invoice, the entry level, or the sales tax rate. Once you have finished all entries, you will be asked if you wish to save any changes you may have made. Answer yes or no appropriately. If you selected to edit the detail, the screen will change and the invoice line items will be displayed. Only three line items can be displayed on the screen at a time. You may select an action from the horizontal menu located on the bottom line of the screen. The options here are very similar to the invoice point- of-entry editing options with a couple of minor differences. Please note that all editing, additions, and deletions are taking place inside temporary files. The live files will not be updated with your changes unless you select the "Post" option. Conversely you may abort any and all changes you have made to the invoice detail by selecting the "Cancel" option. Press "F' to skip forward to the next screen of line items. This will not be an available choice if there are no line items past the current screen. Press "B" to skip backward to the previous screen of line items. This will not be an available choice if there are no line items previous to the current screen. Press "E" to edit any line item on the current screen. Once you select to edit, you are then asked to enter the Sequence Number of the line item you wish to edit. Once you have provided a valid sequence number, you may then edit the line. From here make any changes you need to make to the line item. When you are inside the Notes area, remember to press [Esc] to abort any changes or F10 to save any changes to the notes. Please note that if any payments or adjustments have been posted against the invoice, you will only be allowed to edit the Notes area of the line item. When you have finished, you will be asked if you wish to save any changes you may have made. Answer yes or no appropriately. Press "A" if you wish to add another line item to the invoice. This option is only available if no payments or adjustments have been posted against the invoice. When adding additional line items, please follow the same directions provided when creating invoice line items. Also, note the availability of the F10 "hot- key" for look-up of Item Codes when adding invoice line items. Press "D" if you wish to delete (or remove) an invoice line item on the current screen. This option is only available if no payments or adjustments have been posted against the invoice. As with editing, you are first asked to provide the Sequence Number of the line you wish to delete. Once you have entered a valid sequence number, the line you selected will be highlighted. You will then be asked if you are sure you wish to delete this line. Answer yes or no appropriately. Business Accounting System Rev. 1.0 Page 51 Once you have completed editing, deletions, or additions, there are only two methods to exit. You may press either "P" to post any and all changes to the live files, or you may press "C" to cancel any and all changes you may have made to the invoice detail. If your only intention was to view the line item detail, you should always select the "Cancel" option just to be on the safe side. When you select to post or cancel, you will then be returned to the header screen. If you made any changes to the invoice, you might wish to reprint the invoice. This can be accomplished by selecting the "Reprint" menu option from the header screen menu. When you select this option, you will have a choice of printing an invoice alignment, printing the live invoice, or you may quit printing. You will continue to receive this prompt until you press "Q" to quit. If you made certain changes to the invoice, you may notice a letter printed adjacent to the invoice number. This letter will indicate approximately how many times the invoice has been revised. For instance, the first time you revise the invoice, the invoice number may print out as "100 - A". The next time you edit the invoice and make revisions, the number may print out as "100 - B". The lettering scheme will not go beyond the letter "Z". A message will also print on the invoice to the effect of "THIS IS A REVISED INVOICE". The last option from header menu is the option to quit, letter "Q". When you select this option, you will be returned to the Accounting Menu. ENTER PAYMENTS To post accounts receivable payments, prepayment deposits, or reversing entry payments, select the "Enter Payments" option from the Accounting Menu. ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Accounting Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Create Invoices │▒ ▓▓ ▓▓ │ Review Invoices │▒ ▓▓ ▓▓ │>> Enter Payments << │▒ ▓▓ ▓▓ │ Apply Credits │▒ ▓▓ ▓▓ │ Post Write-offs │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Business Accounting System Rev. 1.0 Page 52 Once you have selected this option, you will be presented with a new screen from which you must first provide payment information. Within this first screen, you must first provide the amount of payment, a reference (i.e. check number), a payment date, and the reporting period you wish to post the payment to. When you enter a payment amount, bare in mind that the BA System will allow you to split the amount across multiple invoices. If the payment you are entering pertains to accounts receivable, the payment you enter must be greater than zero. Reversing payments to debit invoices, which will be discussed later, would entail entering a payment amount less than zero. If you wish to abort payment entry and exit, press [Esc] and you will be returned to the client screen. Once you have completed these entries, you will then be presented with a small menu of selections. Within this menu, you must select what you wish to do with the payment you have just entered. The first menu option allows you to apply payment towards any open debit invoices. The second option allows you to make reversing entries against any credit invoices which you may have utilized in applying as payment towards debit invoices (more on this later). The third option allows you to post the payment as unapplied credit or prepayment deposit. With this option, you are deferring payment to debit invoices until a later date. When you have created debit invoices at some future date, you will then use the Apply Credits option of the Accounting Menu and apply these unapplied credits to any debit invoices. To abort payment entry, press [Esc]. 11/25/91 Interstellar Systems, Inc. Monday ─────────────────────────── Business Accounting System ───────────────────────── Enter Invoice Payments ┌─────────────────────────────────────────┐ │ AIFS │▒ │ ACME Insurance & Financial Services┌──────────────────────────────────┐ │ Accounting │ Select Payment Application │▒ │ ├──────────────────────────────────┤▒ │ AR Balance ──────> 1026.30 │ 1. Open Debit Invoices only │▒ │ Unapplied Credit > 0.00 │ 2. Reversing Entry for Credits │▒ │ │ 3. Post as Unapplied Credit │▒ │ Payment Amount ──> 1026.30 │ │▒ │ Pay Reference ───> CK1234 │ Press Esc to abort │▒ │ Payment Date ────> 11/25/91 └──────────────────────────────────┘▒ │ Rept.Period ─────> 11 ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │ │▒ └─────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 53 APPLY PAYMENT TO OPEN DEBIT INVOICES Once you have selected this option, you will be presented with a new screen from which you will apply payment towards specific open debit invoices. The oldest invoices will be displayed first and you will then be asked to enter a payment amount for the first invoice on the screen. A default entry will be provided, but you may change this if you wish. If you do not wish to enter any payment for the invoice, then enter zero (0.00) for the apply amount. Note that the BA System will not allow you to enter a payment which exceeds the current invoice balance. Once you have entered a payment amount, you will then be presented with a horizontal menu on the bottom line of the screen from which you must provide an action. From the menu, you may press "P" to post the payment, "E" to edit the invoice payment line again, or "S" to skip forward to the next invoice without applying any payment. If you have yet to post any payment entries, you may also press [Esc] to abort all payment entry. You will continue to be prompted for payment entries until the "Remaining Balance to Apply", located in the upper portion of the screen, has been fully depleted, or until no more open invoices remain. If no more open invoices remain, but a "Remaining Balance to Apply" remains (.i.e. an overpayment), you will be asked if you wish to post the remaining amount as an unapplied credit. If this is a true overpayment and you wish to post the remaining amount, answer "Y" for yes, otherwise answer "N" for no. If you answer yes, a credit Receipt Invoice will be created for the client. You may apply the credit to a debit at some later point in the future with the "Apply Credits" option of the Accounting Menu. If you answer no, the remaining portion will be discarded from the payment update. ┌──────────────────────────────────────────────────────────────────────────────┐ │ AIFS / ACME Insurance & Financial Services - Accounting │ │ Pay Amount > $ 1026.30 Pay Reference > CK1234 Pay Date > 11/25/91 │ │ │ │ Remaining Balance to Apply ────> $ 160.00 Reporting Period > 11 │ └──────────────────────────────────────────────────────────────────────────────┘ ┌───────┬────────┬────────────────────┬────────────┬────────────┬────────────┐ │Inv.No.│Inv.Date│Invoice Reference │ Inv.Total │ Balance Due│Apply Amount│ ├───────┼────────┼────────────────────┼────────────┼────────────┼────────────┤ │ 1 │11/27/91│W/O 101 │ 866.30 │ 0.00 │ 866.30 │ │ 2 │11/28/91│W/O Onsite │ 160.00 │ 160.00 │ 160.00 │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ └───────┴────────┴────────────────────┴────────────┴────────────┴────────────┘ Select action: Post Edit Skip ──> P Business Accounting System Rev. 1.0 Page 54 Once you have completed entry, you will be returned to the previous screen for entering of payment information. If you have no more payments to enter and wish to exit, press [Esc] and you will be returned to the Accounting Menu of the client screen. POST PREPAYMENT DEPOSITS The BA System also allows you to post prepayment deposits for any client for those instances when you receive compensation prior to generating an invoice. Once you have provided the payment amount, payment reference, payment date, and reporting period, select option three, "Post Unapplied Credit" from the Payment Selection menu. Once you select this option, you will be asked if you wish to post this payment as an unapplied credit. Press "Y" for yes if you wish to. Press "N" for no if you wish to abort this selection. Once you select to post payment in this manner, a Receipt type of invoice will be created with a credit balance. The Receipt invoice represents another invoice type in addition to type "I" for debit invoice, and type "C" for credit memo. At some point in the future, when you create the client invoice(s), you may apply this receipt invoice as payment towards any open debit invoice via the "Apply Credits" option of the Accounting Menu. REVERSING ENTRIES FOR PAYMENTS Once you have posted payments to the BA System, you are not allowed to make corrections or modifications to the actual payment record. Instead, you must post what is known as a reversing entry. Such an entry, as the name implies, allows you to offset some previous payment transaction you have entered. To make a reversing entry to any debit invoice which is either still open or was created within the current year, enter the Payment Amount as a negative number when prompted for payment information. All debit invoices for the current year, open or closed will then be displayed. You will then be prompted to enter the Apply Amount for the first invoice displayed. Enter a zero (0.00) if you wish to skip to the invoice below it. Once you are positioned on the proper invoice, enter the Apply Amount again as a negative number. Whereas entering the amount as a positive number will decrease the invoice balance, in this instance entering it as a negative number will increase the invoice balance. At the horizontal menu prompt which will follow, press "P" to post the entry, "S" to skip to the next invoice without posting, or "E" to edit the line again. Once you have depleted the "Remaining Balance to Apply" or no additional debit invoices exist, you will automatically be exited, and again prompted to enter payment information. To exit at this point, press [Esc] and you will be returned to the Accounting Menu. Business Accounting System Rev. 1.0 Page 55 REVERSING ENTRIES FOR APPLIED CREDITS A similar mechanism exists for posting reversing entries to credit invoices which have previously been applied as payment towards one or more debit invoices. Before reading further on this subject, you may wish to review the documentation section for applying credits. To make such a reversing entry, enter the payment amount as a positive number. From the Payment Selection menu, select option 2, Reversing Entry for Credits. Once you select this option, a warning message will then be displayed informing you that you should also post offsetting reversing entries against any debit invoices for which the credit was previously applied as payment. In essence, this is telling you that there are actually two sets of transactions involved with entries of this type. It's up to you to determine which debit invoices also need to be adjusted. Next all credit memo and receipt invoices will then be displayed one screen at a time. You are then asked to provide an amount to apply for the first invoice on the screen. To omit this line and skip to the invoice below, enter zero (0.00) as the Apply Amount. Once you are positioned on the proper credit/receipt invoice, enter the Apply Amount again as a positive amount. Entering an amount in this manner will increase the credit balance of the invoice. At the horizontal menu prompt which will follow, press "P" to post the entry, "S" to skip to the next invoice without posting, or "E" to edit the line again. Once payment has been fully applied, or no other credit/receipt invoices remain, you will automatically be exited from this routine and again prompted to enter payment information. To exit at this point, press [Esc] and you will be returned to the Accounting Menu. ┌───────────────────────────────────────────┐ │ │▒ │ Once again, when performing a reversing │▒ │ entry to a credit/receipt invoice, you │▒ │ should also perform a reversing entry │▒ │ to any debit invoices to which this │▒ │ credit was applied. │▒ │ │▒ │ │▒ └───────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 56 APPLY CREDITS Essentially, there are two types of credit invoices that can be created within the BA System. One is a Credit Memo invoice which can be created from the "Enter Invoices" option of the Accounting Menu. The other is a Receipt invoice which can be created as a result of overpayment, or posted as an unapplied credit (such as a prepayment deposit). You may utilize the credit balance of any of these credit/receipt invoices to apply as payment towards any open debit invoice. This is accomplished via the "Apply Credits" option of the Accounting Menu. ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Accounting Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Create Invoices │▒ ▓▓ ▓▓ │ Review Invoices │▒ ▓▓ ▓▓ │ Enter Payments │▒ ▓▓ ▓▓ │>> Apply Credits << │▒ ▓▓ ▓▓ │ Post Write-offs │▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Once you select this option, the BA System will then check for the existence of any credit/receipt invoices. If no such invoices are found, it will inform you of this, and abort your selection. If credits are found for this client, you will be presented with a new screen from which you should supply a reference, apply date, and reporting period. 11/12/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── Apply Credit Invoices ┌─────────────────────────────────────────┐ │ BCSD │▒ │ Better Cleaning Service of Durham │▒ │ │▒ │ │▒ │ AR Balance ──────> 0.00 │▒ │ Unapplied Credit > 1500.00 │▒ │ │▒ │ Apply Reference ─> INV 4 │▒ │ Apply Date ──────> 11/25/91 │▒ │ Rept.Period ─────> 11 │▒ │ │▒ └─────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 57 Once you have completed entries for reference, apply date, and reporting period, you must then select an open credit/receipt invoice to apply payment from. A window of all such invoices will then be displayed. 11/25/91 Interstellar Systems, Inc. Monday ─────────────────────────── Business Accounting System ───────────────────────── Apply Credit Invoices ┌─────────────────────────────────────────┐ │ BCSD ┌────────────────────────────────────┐ │ Better Cleaning Service of Durham │ │▒ │ │ <--| to select || to move │▒ │ │ Esc to abort PgUp PgDn to jump │▒ │ AR Balance ──────> 0.00 │ │▒ │ Unapplied Credit > 1500.00 └────────────────────────────────────┘▒ │ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │ Apply Refere┌─────────────────────────────────────────────────────────────┐ │ Apply Date ─│ Inv.No Inv.Date Type Reference Balance │▒ │ Rept.Period ├─────────────────────────────────────────────────────────────┤▒ │ │ 3 11/12/91 R CK145 -1500.00 │▒ └─────────────└─────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Within the window, utilize the cursor movement keys or the PageUp and PageDown keys to position the light-bar over the credit invoice you wish to select. If you wish to abort selection, simply press [Esc]. Once you have selected a credit/receipt invoice, you will then be presented with a new screen which will display all open debit invoices for this client, starting with the oldest invoice. You are then asked to provide an amount to apply for the first invoice. If you wish omit entry and skip to the next invoice, enter the Apply Amount as zero (0.00). You of course may not apply any payment which exceeds the balance of the credit/receipt invoice you selected. If you wish to exit, press [Esc]. Between each entry, you will be asked to provide an action. Enter "P" to post the entry, "S" to skip to the next invoice without posting, or "E" to edit the line again. Business Accounting System Rev. 1.0 Page 58 Once you have exhausted the "Remaining Balance to Apply" , or no additional debits invoices remain, you will automatically be exited from this routine, and again prompted to enter apply information. If you have additional credits to apply, repeat the aforementioned steps in selecting a credit invoice, and apply the credit to debit invoices. When you have finished, press [Esc] and you will be returned to the Accounting Menu. ┌──────────────────────────────────────────────────────────────────────────────┐ │ BCSD / Better Cleaning Service of Durham │ │ Applying Credit No. > 3 Reference > INV 4 Apply Date > 11/25/91 │ │ │ │ Remaining Balance to Apply ────> $ 1500.00 Reporting Period > 11 │ └──────────────────────────────────────────────────────────────────────────────┘ ┌───────┬────────┬────────────────────┬────────────┬────────────┬────────────┐ │Inv.No.│Inv.Date│Invoice Reference │ Inv.Total │ Balance Due│Apply Amount│ ├───────┼────────┼────────────────────┼────────────┼────────────┼────────────┤ │ 4 │11/25/91│W/O │ 1500.00 │ 1500.00 │ 1500.00 │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ └───────┴────────┴────────────────────┴────────────┴────────────┴────────────┘ Enter credit amount to apply towards Invoice or Esc to exit POST INVOICE WRITE-OFFS In the course of doing business, you may find it necessary from time to time to perform adjustments to invoice balances (debit or credit) which don't involve accounts receivable payments. Perhaps you need to write-off or adjust all or a portion of an invoice balance. A true write-off might pertain to a client debt which you do not anticipate collecting, while an adjustment might pertain to billing error on your part. Transactions such as these can be posted with the "Post Write-offs" option of the Accounting Menu. Such write-offs or adjustments are very similar to accounts receivable payments except they are flagged differently and may be reported separately from accounts receivable payments (or together if you wish). Business Accounting System Rev. 1.0 Page 59 ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ ▓▓ ▓▓ ▓▓ ┌──────────────────────┐ ▓▓ ▓▓ │ Accounting Menu │▒ ▓▓ ▓▓ ├──────────────────────┤▒ ▓▓ ▓▓ │ Create Invoices │▒ ▓▓ ▓▓ │ Review Invoices │▒ ▓▓ ▓▓ │ Enter Payments │▒ ▓▓ ▓▓ │ Apply Credits │▒ ▓▓ ▓▓ │>> Post Write-offs <<│▒ ▓▓ ▓▓ │ │▒ ▓▓ ▓▓ │ Press Esc to exit │▒ ▓▓ ▓▓ └──────────────────────┘▒ ▓▓ ▓▓ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ▓▓ ▓▓ ▓▓ ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ As with applying credits, once you select this option, you will be presented with a new screen from which you should supply reference information, an adjustment date, and reporting period. You should utilize the reference field to differentiate the type of transaction you are posting by using some coding scheme that is meaningful to you. For bad debts, you might enter "BAD", or for a billing adjustment, you might enter "ADJ". Whatever you enter here is up to you. If you wish to abort, simply press [Esc] and you will be returned to the Accounting Menu. Once you have completed these entries, another selection menu will then appear. From the menu, you may select to perform a write-off adjustment to open debit invoices or open credit/receipt invoices, or you may select to enter reversing entries for each type of invoices. Reversing entries here are again quite similar in nature to reversing entries in accounts receivable payments, and allow you to make correcting entries to offset prior postings. 11/12/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── Post Invoice Write-off Adjustments ┌─────────────────────────────────────────┐ │ TIC3 │▒ │ Triangle Insurance Company │▒ │ Underwriting │▒ │ ┌──────────────────────────────────┐ │ AR Balance ──────> 120.00 │ Select Adjustment Application │▒ │ Unapplied Credit > 0.00 ├──────────────────────────────────┤▒ │ │ 1. Open Debit Invoices only │▒ │ Adj. Reference ──> BADDEBT │ 2. Open Credit Invoices only │▒ │ Adj. Date ───────> 11/12/91 │ 3. Reversing Entry to Debits │▒ │ Rept.Period ─────> 11 │ 4. Reversing Entry to Credits │▒ │ │ │▒ └────────────────────────────────────│ Press Esc to abort │▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒└──────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 60 Select choice "1" if you wish to select from open debit invoices, "2" if you wish to select from open credit invoices, "3" if you wish to perform a reversing entry to debit invoices, or "4" if you wish to perform a reversing entry to credit invoices. The first two selections will only allow you to update invoices with open balances while the latter two will allow you to select from all client invoices, open or closed. Press [Esc] if you wish to abort this selection. If no invoices are found which match your selection, you will be informed of this, and again prompted for reference, date, and reporting period. Press [Esc] at this prompt to exit. If invoices are located, you will then be presented with a new screen of those invoices with the oldest invoices displayed first. As with applying credits, you should then enter an adjustment amount for each applicable invoice. If you wish to skip over an invoice, enter an amount of zero (0.00). If you wish to exit this routine, press [Esc]. Once you have made an entry, you will be prompted for an action. Press "P" to post the entry, "S" to skip to the next invoice without posting, or "E" to edit the line again. Once you select to post, the "Session Adjustment Total", in the upper portion of the screen will be updated to reflect your entry. If no additional invoices exist for the client, you will automatically be exited from this routine. ┌─────────────────────────────────────────────────────────────────────────────┐ │ TIC3 / Triangle Insurance Company - Underwriting │ │ Open Debit Invoices Reference > BADDEBT Adj. Date > 11/12/91 │ │ │ │ Session Adjustment Total ────> $ 0.00 Reporting Period > 11 │ └─────────────────────────────────────────────────────────────────────────────┘ ┌───────┬────────┬────────────────────┬────────────┬────────────┬────────────┐ │Inv.No.│Inv.Date│Invoice Reference │ Inv.Total │ Balance Due│Apply Amount│ ├───────┼────────┼────────────────────┼────────────┼────────────┼────────────┤ │ 5 │11/12/91│W/O Onsite │ 120.00 │ 120.00 │ 120.00 │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ └───────┴────────┴────────────────────┴────────────┴────────────┴────────────┘ Business Accounting System Rev. 1.0 Page 61 If you have a credit/receipt invoice you wish to adjust, select open credit invoices from the Adjustment Selection menu. As you are applying adjustment amounts to credit invoices, be sure to enter the amount as a negative number. As with payment entries, you may also enter reversing entries for the write-off adjustments. Again, select appropriately from the Adjustment Selection menu, either reversing entries for debit invoices, or reversing entries for credit invoices. When you select debit invoices, you must enter the adjustment amount as a negative number. Conversely, when you select reversing entries for credit invoices, you should enter the adjustment amount as a positive amount. All write-off adjustments you post can be printed on the Payments Register, located on the Reports submenu. When you select this report, you may specify a receipt type of "W" (for Write-off) if you only wish to print these type of transactions. Business Accounting System Rev. 1.0 Page 62 BUSINESS EXPENSES The BA System also provides you with the ability to track and report business expense distributions. To utilize this mechanism, you should first define your expense categories in the form of a chart accounts for expenses. Consult your accountant if you are unsure as to what types of expense categories you need to track and report. For instance, you may need to track expenses in the form of cost of goods sold, certain capital purchases, professional journals, office supplies, rent, utilities, etc.. In short, you need to track anything you write a check for. For each expense category (or account), you will define a category code, which is a six character alphanumeric code, and a corresponding description. Once you have defined these categories, then you will post expense distributions to these categories on an ongoing basis, for any reporting period within the current year. At any time, you may generate a report register of these expense distributions subtotaled by expense category or reporting period. Your accountant will be able to utilize this report register in preparing your tax return. EXPENSE CATEGORY MAINTENANCE To create or modify expense categories, select option "3", Expense Categories, from the File Updates submenu of the Main Menu screen. Within this area, you will define and maintain each of your expense category codes and descriptions. Before selecting this option, you should define all your expense categories on paper and assign each one an alphanumeric code and description. This will facilitate the process of creating new categories. Upon selecting this option, the BA system will first check to see if any category codes are currently on file. If none have yet to be defined, you will be informed of this. The BA system will then ask if you wish to create additional expense categories. Press "Y" for yes to begin creating them, otherwise "N" for no. Once you select to begin creating expense categories, you will then be prompted to enter the category code you wish to create. This code is six characters wide and may contain alpha or numeric characters, or a mixture of the two. The codes you wish to use are completely up to you, however, you cannot assign the exact same code to two or more expense categories. If you don't wish to utilize a numbering scheme (1001, 1002, 1003, etc.), you may find it helpful to mimic the description you intend to utilize as closely as possible. Once you have provided a new category code, the system will then check to see that no other code like the one you entered has already been created. If one is found, you will be informed of this and again asked to provide a category code. Business Accounting System Rev. 1.0 Page 63 Once a valid code has been entered, you must then provide a description for this expense category code. The description you enter should describe in more full detail what the expense category is for. For instance, let's say you wish to create a category for professional journals you have purchased or will purchase. You might enter something like PROJ for the category code, and "Professional Journals" as the description. Once you have completed your entry for this line, you will then be asked if you wish to save the entry. Press "Y" for yes to save, "E" to edit the line again, or "N" to abort this entry. If you answer no, you are then asked to provide a category code once again. Press [Esc] at any prompt for a category code if you wish to stop adding codes. Once you select to save the entry, the category information will be saved and you will again be asked to provide a category code for your next entry. Repeat this process for each category code you wish to create. When you have finished, press [Esc] when prompted for a category code. Once you have stopped adding codes, or you had preexisting codes defined, the codes will be displayed on the screen twelve at a time. They will appear in order of category code no matter what sequence you entered them in. You will then be provided with a horizontal type menu on the bottom line of the screen. 11/16/91 Interstellar Systems, Inc. Monday ─────────────────────────── Business Accounting System ───────────────────────── Update Expense Categories ┌────┬────────────┬──────────────────────────────────────┐ │Seq.│ Categ Code │ Category Description │▒ ├────┼────────────┼──────────────────────────────────────┤▒ │ 1 │ MISA │ Miscellaneous Advances │▒ │ 2 │ OFSU │ Office Supplies │▒ │ 3 │ ORGF │ Organizational Fees │▒ │ 4 │ PROJ │ Professional Journals │▒ │ 5 │ PROS │ Professional Services │▒ │ 6 │ PUR1 │ Purchases - Software │▒ │ 7 │ PUR2 │ Purchases - Hardware │▒ │ 8 │ PUR3 │ Purchases - Other │▒ │ 9 │ RENT │ Office Rent │▒ │ 10 │ REPM │ Repairs and Maintenance │▒ │ 11 │ SHIP │ Shipping Charges │▒ │ 12 │ SLWG │ Salaries and Wages Paid │▒ └────┴────────────┴──────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Select: Edit Delete Backward Forward Add Quit ──> Press "F" to skip forward to the next screen of expense categories, if any exists. This will not be an available option if no additional records exists beyond the current screen. Business Accounting System Rev. 1.0 Page 64 Press "B" to skip backward to the previous screen of expense categories, if any exists. This will not be an available option if no records exist prior to the present screen. Press "E" to edit the description of any of the expense categories on the current screen. You will then be asked to enter the sequence number of the line you wish to edit. This sequence number is for screen reference purposes only and resides on the left-most column of the screen. Enter the sequence number of the line you wish to edit, or press [Esc] if you wish to abort the edit. Once you have entered a valid sequence number, you will then be allowed to edit the description area. Note, you are not allowed to change the category code. Press "D" to delete (or purge) one of the categories on the present screen. You will then be asked to provide the sequence number of the line you wish to delete. Please note that delete in this area means an actual purge. Press [Esc] if you wish to abort the deletion. Once you have entered a valid sequence number, the system will then check for any activity you may have entered for this expense category. You will not be allowed to delete any expense category which has activity posted to it within the current year. Once your entry has been validated, the line you selected will then be highlighted. You will then be asked if you are sure you wish to delete the entry. Press "Y" for yes if you wish to delete it, otherwise press "N" for no. Once you delete an entry, it will be purged, and the screen will be refreshed. Press "A" to add an additional expense category. As when you first began setting up the categories, you are asked to provide a category code. Once you have provided a valid code, you must then supply a description. Press [Esc] at any time if you wish to abort the addition. Once you have saved your entry, you are again prompted to enter a code. Repeat these steps for each additional category expense code you wish to create. When you have finished, press [Esc] when prompted for a category code. Press "Q" to quit and exit. Once you select to quit, you will be returned to the Main Menu screen. While you are distributing expenses, you may create an expense category from within the distribution area if the expense category you are trying to distribute to does not currently exist. CREATE EXPENSE DISTRIBUTIONS Once you have created the majority of your expense categories, you may then distribute expenses to these categories at any time you wish. To distribute expenses, select option "4", Expense Distributions from the File Updates submenu of the Main Menu screen. Once you have selected this option, you will then be asked if you wish to create expense distributions, or modify existing ones. Modification of expense distributions will be discussed in detail later. Press "C" to create expense distributions or [Esc] to abort. Business Accounting System Rev. 1.0 Page 65 Once you have selected to create expense distributions, you will then be presented with a new screen. A windowed area will then be provided for you to enter expense header information. The BA system will automatically generate and assign a unique sequential transaction number for each expense transaction you post. The transaction number is mainly for reference purposes and also allows you to retrieve and modify a preexisting expense record. First within the header area, you must provide the amount of the expense. This is the total expense amount. You will be able to distribute this amount across any number of expense categories. Most of the time, the amount you enter should be greater than zero (0.00). The only instance in which you might wish to enter an amount less than zero is to offset some prior expense distribution you had posted in the past. Next you are asked to provide a reference to this expense record. Normally, you will want to enter the payee name in the reference, but you are free to enter whatever you wish. Next enter the date of the expense transaction and the reporting period for the transaction. Both will default to the current system date, but you may change them if you wish. Last within the header area, you should indicate the check or voucher number you used to pay this expense. This area will only accept numeric characters and will not accept alpha characters. If a check number was not involved, then you may leave this entry blank, or enter some other number which may be meaningful to you such as all nines (9999). Once you have completed the header area, a session balance will be displayed on the middle to right portion of the screen. This represents the total remaining balance from the original expense amount that you are going to distribute to your expense categories. You will not be allowed to post and save your entries unless and until this session balance amount is a zero (0.00). A new expense detail work area will also be displayed directly under the header window area. Within this area, you will begin distributing the expense among the expense categories you should have already created. Once again, if you try to distribute to an expense category that does not currently exists, you will be allowed to create that category while in the distribution area. You may distribute to as many or as few expense categories as you wish, but you must distribute to at least one category. As stated before, you will not be allowed to post and save your entries until the session balance is a zero (0.00). The process of distributing to the different expense categories is similar in nature to creating invoice line items. You are first prompted to provide an expense category code to distribute to. Once you enter a code, the BA system will then check for its existence on file. Note also the availability of the F10 "hot key" which you may utilize to perform a look-up of existing expense categories. Business Accounting System Rev. 1.0 Page 66 If unable to locate the category code you entered, it will inform you of this. You may, if you wish, add the expense category code at this point by pressing the F2 key. If you wish to add the code to the expense category file, then press F2. You will then be asked to provide a description for this category code. Once you have entered a description, you will be asked if you wish to save this entry. Answer yes or no appropriately. For the most part, you should never have to complete entries in this manner as most all of your expense categories should have already been created. Once a valid expense category code has been entered, its corresponding description will then be retrieved and displayed adjacent to the code. Next you asked to provide a Distribution Amount for this expense category code. A default amount equaling the current session balance will be provided, although you may change this amount. Press [Esc] if you wish to abort entry for this category code. Once you have entered an amount, you will be asked if your entry is correct. Press "Y" for yes if correct, "E" to edit the line again, or "N" for no if you wish to abort this entry. Once you have indicated it as correct, the session balance amount will be updated from the distribution amount you entered. All distributions you enter are held in temporary files, and are not updated to the live system files until you indicate you wish to do so. 11/16/91 Interstellar Systems, Inc. Monday ─────────────────────────── Business Accounting System ───────────────────────── Create Expense Distributions ┌─────────────────────────────────────────────────┐ │ Trans No. ────> 1 │▒ │ │▒ ┌────────────────────────┐ │ Exp. Amount ──> 350.00 │▒ │ │ │ Expense Ref. ─> Visa - First Nat'l Bank │▒ │ Balance > $ 0.00 │ │ Rept.Period ──> 11 │▒ │ │ │ Trans Date ───> 11/16/91 Check No. ──> 123 │▒ └────────────────────────┘ │ ┌────┬────────┬──────────────────────────────────────┬────────────┐ │ │Seq.│ Categ. │ Category Description │Dist.Amount │▒ │ ├────┼────────┼──────────────────────────────────────┼────────────┤▒ │ │ 1 │ CGS1 │ Cost of Goods Sold - Software │ 175.00 │▒ └──────│ 2 │ PUR1 │ Purchases - Software │ 100.00 │▒ ▒▒▒▒▒│ 3 │ SHIP │ Shipping Charges │ 15.00 │▒ │ 4 │ PROJ │ Professional Journals │ 45.00 │▒ │ 5 │ OFSU │ Office Supplies │ 15.00 │▒ └────┴────────┴──────────────────────────────────────┴────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Select: Edit Delete Add Post Cancel ──> Business Accounting System Rev. 1.0 Page 67 Once you have completed your line entry, you will again be prompted for a category code to distribute to. If you wish to distribute to additional expense categories, repeat the aforementioned steps until you have distributed the expense amount fully. You will know you have distributed fully when the session balance amount is a zero (0.00). Press [Esc] at the prompt for a category code when you are finished. You will then be presented with a horizontal menu on the bottom line of the screen. From the menu, you may select one of several actions. Press "F" to skip forward to the next screen of distribution lines, if any exits for this transaction. This will not be an available option if no distribution lines exist past the present screen. Press "B" to skip backward to the previous screen of distribution lines, if any exists for this transaction. This will not be an available option if no distribution lines exist prior to the current screen. Press "E" to edit any one of the distribution line amounts on the current screen. Once you select to edit, you are then asked to provide a sequence number of the line you wish to edit. The sequence number is for screen reference only and is the left-most column displayed. Press [Esc] if you wish to abort the edit. Once you have provided a valid sequence number to edit, you will then be allowed to modify the distribution amount of the line you selected. Note that any changes you make to the distribution amount will have a direct effect on the session balance amount. Once you have completed your entry, you will be asked if you wish to save your change. Answer yes or no appropriately. Press "D" to delete any one of the distribution lines on the current screen. Once you select to delete, you are then asked to indicate the sequence number of the line you wish to delete. Enter that sequence number or press [Esc] to abort. Once you have provided a valid sequence number, the line you selected will then be highlighted. You will then be asked if you are sure you wish to delete that line. If you are sure you wish to delete (purge) that line, answer "Y" for yes, otherwise answer "N" for no. Once deleted the session balance amount will be updated, and the screen will be refreshed. Press "A" to add additional distribution lines. The process here is identical to that in which you were originally creating distribution lines. You must provide a category code for each line. Once a valid code has been entered, its corresponding description will be retrieved and displayed. You then must provide a distribution amount. Once you have saved your entry, the session balance amount will be updated. Press [Esc] at the prompt for a category code when you are finished adding. Business Accounting System Rev. 1.0 Page 68 Press "C" to cancel all entries you have entered for this expense transaction. This is a total transaction abort. Once you select this option, you will be asked if you are sure you wish to cancel this transaction. Answer yes or no appropriately here. If you answer yes, all expense distributions for this transaction will be discarded and you will re-enter the header area. Press [Esc] if you wish to exit at this point. Once the session balance amount is a zero (0.00), you may press "P" to post the distributions and header information to the live system files. This is not an available option unless the session balance amount is a zero (0.00). Once the transaction has been posted, you will be returned to the header area so that you may begin another expense transaction. If you have another transaction to post, repeat the aforementioned steps. If you are finished, press [Esc] and you will be returned to the Main Menu screen. All expense transactions you have entered can be displayed or printed via the Expense Register option located on the Reports submenu. REVIEW EXPENSE DISTRIBUTIONS A mechanism also exists to allow you to review, and if necessary, modify any expense distributions you have posted within the current year. To review existing expense distributions, select the Distribute Expenses option from the File Updates submenu of the Main Menu screen. Once you have selected this option, you will be asked if you wish to create or review expense distributions. Press "R" to review distributions. Next you will be asked if you wish to retrieve an expense posting by transaction number or by reporting period. As stated previously, the transaction number is a unique sequential number, system generated and assigned to each expense posting. These numbers are also disclosed on the Expense Register available from the reports menu. Press "N" to retrieve a posting by transaction number, or "R" to retrieve by reporting period. Press [Esc] if you wish to abort your selection. After your selection, you will then be presented with a new screen, and asked to provide a transaction number or a reporting period, or you may press [Esc] to exit and return to the Main Menu screen. Once you have made an entry, the BA system will then try to locate your entry. If unable to find such an entry, it will inform you of this and again prompt you to enter a number or a reporting period. If a matching entry was found, you will then be presented with a window of expense transactions. If you chose to retrieve by number, the transactions will appear in order by transaction number. If you chose to retrieve by reporting period, the transactions will appear in order of reporting period. Business Accounting System Rev. 1.0 Page 69 11/18/91 Interstellar Systems, Inc. Wednesday ─────────────────────────── Business Accounting System ───────────────────────── Review Expense Distributions Enter Transaction Number to retrieve or Esc to exit ──> 1 ┌─────────────────────────────────────────────────────────────────────────────┐ │ Trn.No. Trn.Date Per Stat ChkNo. Expense Reference Exp.Amount │▒ ├─────────────────────────────────────────────────────────────────────────────┤▒ │ 1 11/16/91 C11 123 Visa - First Nat'l Bank 350.00 │▒ │ 2 11/17/91 C11 124 Richard Duke - Dec. 91 Rent 155.00 │▒ │ 3 11/17/91 C11 125 NC Dept Revenue - Sales Tax 53.70 │▒ │ 4 11/17/91 C11 0 Central Carolina Bank - DM 3.50 │▒ │ 5 11/17/91 C11 126 R.Duke - Empl Expense Reimb. 110.00 │▒ │ │▒ │ │▒ │ │▒ │ │▒ │ │▒ │ │▒ │ │▒ └─────────────────────────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ From within the window, utilize the cursor movement keys or the PageUp and PageDown keys to position the light-bar over the expense transaction you wish to retrieve. Press [Enter] to then retrieve the transaction or press [Esc] to abort. Once you have selected a transaction, its corresponding screen will be retrieved. Both the expense header and the detail distribution lines will be displayed. A horizontal type menu will also be displayed on the bottom line of the screen from which you can enter an action. Press "V" if you wish to void the expense transaction. When you select this, you will be asked if you are sure you wish to void the transaction. Answer yes or no appropriately. Once voided, the text "Voided" will appear in a boxed area on the screen. You will then be told to "Press any key to exit" . Press "E" to edit either the expense header portion, or the distribution detail. Once you select to edit, you will then be asked if you wish to edit the header or the detail. Press "H" for header or "D" to detail. Business Accounting System Rev. 1.0 Page 70 11/18/91 Interstellar Systems, Inc. Wednesday ─────────────────────────── Business Accounting System ───────────────────────── Review Expense Distributions ┌─────────────────────────────────────────────────┐ │ Trans No. ────> 1 │▒ │ │▒ │ Exp. Amount ──> 350.00 │▒ │ Expense Ref. ─> Visa - First Nat'l Bank │▒ │ Rept.Period ──> 11 │▒ │ Trans Date ───> 11/16/91 Check No. ──> 123 │▒ │ ┌────┬────────┬──────────────────────────────────────┬────────────┐ │ │Seq.│ Categ. │ Category Description │Dist.Amount │▒ │ ├────┼────────┼──────────────────────────────────────┼────────────┤▒ │ │ 1 │ CGS1 │ Cost of Goods Sold - Software │ 175.00 │▒ └──────│ 2 │ PUR1 │ Purchases - Software │ 100.00 │▒ ▒▒▒▒▒│ 3 │ SHIP │ Shipping Charges │ 15.00 │▒ │ 4 │ PROJ │ Professional Journals │ 45.00 │▒ │ 5 │ OFSU │ Office Supplies │ 15.00 │▒ └────┴────────┴──────────────────────────────────────┴────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Select: Edit Void Quit ──> If you select to edit the header portion, you will then be allowed to modify every field within the header except the expense amount. Once you have made your changes, you will be asked if you wish to save any changes you may have made. Answer yes or no appropriately. If you select to edit the detail distribution, you will be presented with another horizontal menu on the bottom line of the screen. Please note that editing of the distribution detail takes place within temporary files. Any changes you make to the detail will not be updated to the live system files until you select the post option of the menu. Likewise, the post option will not be available unless the session balance, located to the right of the header area, is zero (0.00). Please note that, prior to adding or editing, the session balance should always a zero (0.00). Once you make an addition or edit, the session balance will be updated to reflect your entry. In other words, if you add additional detail lines, you will in all probability have to either edit or delete some other lines, otherwise the session balance will never be zero (0.00). Press "F" to skip forward to the next screen of distribution lines, if any exists. This will not be an available option if no additional detail exists beyond the present screen. Press "B" to skip backward to the previous screen of distribution detail, if any exists. This will not be an available option if no detail exists prior to the present screen. Business Accounting System Rev. 1.0 Page 71 Press "A" if you wish to add an additional distribution line. When you select to add, you are then asked to provide an expense category code. Enter that category code or press F10 to perform a "hot key" look-up of codes. Once you have made a valid entry, the code's corresponding description will be retrieved. You must then provide a distribution amount. Once you have completed this entry, you will be asked if you wish to save this line to the temporary file. Answer yes or no appropriately. Once you answer yes, the temporary file will be updated. Repeat these steps for each additional line you wish to add. Press "E" to edit the distribution amount for any detail line displayed on the current screen. Upon selecting this option, you will then be asked to provide the sequence number of the line you wish to edit. The sequence number is the left-most column on the detail screen area and is solely for screen reference. Once you have entered a valid sequence number, you may then edit the distribution amount. Once you have completed your entry, you will be asked if you wish to save your changes to the temporary file. Answer yes or no appropriately. If you answer yes, the change will be written to the temporary file and the session balance amount will be updated to reflect your change. Press "D" to delete any distribution line displayed on the current screen. You will then be asked to provide the sequence number of the line you wish to delete. Once you have indicated a valid sequence number, the line you selected will be high-lighted and you will be asked if you are sure you wish to delete this line. Answer yes or no appropriately. If you delete the line, the screen will be refreshed and the session balance amount will be updated to reflect your deletion. Press "C" to cancel any and all updates you may have performed to the detail lines, whether additions or modifications. Canceling will discard all modifications you may have made. If you were only viewing the detail, you should select the cancel option to exit. Press "P" to post any and all changes you may have made to the live system files. This will not be available option unless the session balance amount is a zero (0.00). Once you select to post, your updates will be transferred to the live system files. When you have completed you review of the expense record, press "Q" to quit and return to the Main Menu screen. ASSESS CLIENT FINANCE CHARGES A mechanism exists within the BA system allowing you to generate and assess finance charges to select clients with a past due accounts receivable balance. Only those clients with a "Y" in the Finance Charge Status (located on the client screen) will be assessed late charges for past due balances. Any client with an "N" as the Finance Charge Status will be omitted. Business Accounting System Rev. 1.0 Page 72 When you assess finance charges, you should do so monthly, after you process all accounts receivable payments, but before you generate client accounts receivable statements. Note, you are not required to utilize either the finance charge area or the client statements area if you do not wish to. If you do wish to generate finance charges on an ongoing basis, you will probably want to generate client statements as well. ┌────────────────────────────────────────────┐ │ │▒ │ Note: It is strongly recommended that you │▒ │ create a system backup prior to generating │▒ │ finance charges, particularly the files │▒ │ with the .DBF and .DBT file extensions. │▒ │ Since this routine is potentially a global │▒ │ update, most all the BA System files will │▒ │ be affected by it. │▒ │ │▒ │ A System Backup may come in quite handy │▒ │ should (for whatever reason) you need to │▒ │ restore the files as they were prior to │▒ │ running this option. │▒ │ │▒ └────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ To begin assessing finance charges, select the Finance Charges option from the File Updates submenu of the Main Menu screen. Once you select this option, you will be presented with an option grid in which you must specify certain parameters needed for the routine. First within the grid, you must specify the cut-off invoice due date for inclusion. It will default to the last day of the month as indicated by the present setting of the System Date. Only past due invoices with a due date on or before this date will be included in the late charges calculation. Next, you may specify a minimum number of past due days for invoices to be included. This actually serves to permit an additional grace period for clients with past due invoices. For example, if you were to enter the number three (3), then any invoice past due less than three days from the cut-off date would be omitted. Enter a zero (0) if you wish to omit this feature. Business Accounting System Rev. 1.0 Page 73 11/29/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ───────────────────────── Assess Client Finance Charges * Option Grid: Finance Charges ┌─────────────────────────────────────────────┬─────────────────────┐ │ Invoice Due Date cut-off for inclusion │ 11/30/91 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Minimum number days past due for inclusion │ 0 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Minimum finance charge amount to assess │ $ 0.00 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Net Due Days for F/C invoices created │ 30 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Periodic finance charge percentage rate │ 1.500 % │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Include existing finance charges │ Y Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client ID (whole, partial, or blank) │ │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next, you may specify a minimum finance charge amount to assess. If you enter an amount here, and a finance charge for a particular client is calculated as being less than this amount, then the client will be assessed the minimum amount you specified. Please note the amount you specify (if any), may be subject to local regulations. Next you should indicate the number of Net Due Days to utilize on any finance charge invoice generated. This net due days will be utilized along with the invoice date assigned to calculate a due date for the finance charge invoice generated. Next you must indicate the periodic finance charge percentage to utilize in calculating finance charges. For most states in the U.S., this is a monthly rate of 1.5 % (18% annually). Note, this is an a percentage rate and not a decimal rate. Next you may indicate if you wish to include existing finance charges in the past due calculation. Enter "Y" for yes or "N" for no. Lastly, you may indicate a whole or partial client id number to include in the calculation, or leave this entry blank if you wish to omit this feature. Once you have completed grid entry, you will be asked if the grid information is correct. Press "N" for no and you will be allowed to edit the grid again. Press "Q" to quit if you wish to abort this operation. If you wish to continue, press "Y" for yes. Once you have begun the calculation, do not interrupt it. Its length of duration is solely dependent upon the volume of your data, but will probably take only several minutes. Once completed, the system will inform you as to the number of clients which had finance charges generated, and the total amount of charges generated. Business Accounting System Rev. 1.0 Page 74 Please note that all invoices generated from this mechanism will be designated with an invoice type "F" for finance charge. Other types previously discussed are type "I" for invoice, type "C" for Credit Memo, and type "R" for credit receipt. You may obtain a listing of invoices generated by printing an invoice register and specifying type "F", and an invoice date range corresponding to the date you generated the charges. PRINT CLIENT STATEMENTS You may select to generate client accounts receivable statements in batch fashion if you wish. Printing statements is not a requirement however. If you wish to utilize this feature, select the Client Statements option from the Printing submenu of the Main Menu screen. You should not generate client statements until you have posted all payment receipts and have generated finance charges. As mentioned previously, generating finance charges is not a requirement with the BA system. Statements printed for a single client may be generated from the Print option available from within each client screen. The Statements option from the Printing submenu allows you to generate statements for all clients with an open accounts receivable balance. The BA system accounts receivable statements have been specially designed to print on preprinted statements available different suppliers. A Rapidforms (Tel. 800-257-8354) format is available as the stock unit number 7Y2919. A more expensive Harland Printing (Tel. 800-443-5521) format is available as the stock unit number S-CS23. Check with your local printer also as they may already have these forms in stock at an even lower price. The current format of BA system statements is often referred to as an invoice balance format. With this format only open invoices are listed, each with it's corresponding date, invoice number, reference, total, and balance due. It also includes a perforated right portion on which the client is instructed to tear off and return it with their remittance. Once you select this option, you will be presented with an option grid from which you must supply parameters needed for the statement run. First within the grid, you must specify the scope of clients you wish to print. Enter "A" for active clients only, "I" for inactive clients only, or "B" for both. The active/inactive status may be updated from within each client screen. Business Accounting System Rev. 1.0 Page 75 11/29/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ───────────────────────── Print Client Statements * Option Grid: AR Statements ┌─────────────────────────────────────────────┬─────────────────────┐ │ Client status: Active/Inactive/Both │ A A/I/B │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Age from: Invoice date or Due date │ I I or D │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Age Credits within Current window │ Y Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 1st aging window │ 10 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 2nd aging window │ 20 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 3rd aging window │ 30 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 4th aging window │ 45 │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next you must indicate the method you wish to utilize in aging the invoices. You may select to age invoices from either the invoice date, or age the invoices from the due date. Either method is an accepted accounting practice. Enter "I" for invoice date or "D" for due date. Next you are asked if you wish to age any credits which may exist within the current aging window. Answer "Y" for yes or "N" for no if you wish credits to be aged in the same manner as debit balances. Once again, either method is an accepted accounting practice. From the next four grid lines, you will define the aging windows to be utilized by the statement. Enter the number of days for each of the respective windows. The Current window will be defined as the number of days up to the first window you specify as default. Utilize any combination you wish such as 10, 20, 30, 45 or 30, 60, 90, 120. Any parameters you enter in the grid are saved into the BA system for future retrieval. This way you don't have to change the grid parameters each time you utilize the grid. Individual printing of statements and the Open Receivables Aging Analysis both utilize these identical grid parameters. Once grid entry has been completed, you will be asked if you wish to print an alignment test. Such a test allows you to line up the printed data with the preprinted format. Answer yes or no appropriately. Note also that the printing of your company name and address block can be suppressed from printing, and is done so from the Installation screen which has already been described. Once statement printing has been completed, you will be returned to the Printing submenu of the Main Menu screen. Business Accounting System Rev. 1.0 Page 76 PERIOD CLOSING As mentioned previously, the BA System supports up to twelve (12) reporting periods for billings, payments, and expenses. Standard accounting practice is to utilize a monthly or quarterly convention for closing and opening a new reporting period. Once you have generated finance charges and printed client statements (both of these are optional of course), you should then print report registers of invoices, payments, and expenses, and an open receivables listing. You should then be ready to perform a period closing on or about the last day of the current accounting period. When you are closing the last period of your fiscal year (usually a calendar year), you should select to close the year instead of the period. The period closing performs several functions. First and foremost, it increments the system period. The current system period is always displayed in the upper left corner of the Main Menu screen. It also removes any invoices and expense transactions marked as voided from the files. If available disk space is becoming tight, it allows you to selectively purge your history files (last year's information) from the system. If you are closing the year, a different update takes place. In this instance, the history files will be purged in entirety. All data in the current year files when then be appended (added) to the history files, and then the current year files will be purged in preparation for a new year. ┌────────────────────────────────────────────────┐ │ IMPORTANT: │▒ │ │▒ │ Never ever perform a period or yearly closing │▒ │ without first creating a backup of the BA │▒ │ System files, particularly the files with the │▒ │ extensions .DBF and .DBT. These are the data │▒ │ files and they cannot be recreated by anyone │▒ │ or anything except you and a handy backup. │▒ │ │▒ │ You should archive each backup set you create │▒ │ prior to the period or year-end closing and │▒ │ label it as such. Archiving implies that you │▒ │ never intend to reuse the backup set again │▒ │ except for restoration purposes. │▒ │ │▒ │ Consult your DOS manual for more information │▒ │ on the BACKUP and RESTORE commands, or if you │▒ │ are utilizing some other type of backup system │▒ │ such as tape cartridge, consult its software │▒ │ documentation. │▒ │ │▒ └────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 77 To perform a period or yearly closing, select the Period Closing option from the File Updates submenu of the main menu screen. You will then be asked if you wish to close the period or the year. If you are presently in the last accounting period of your fiscal year, you should close the year, otherwise you should close the period. Press "P" for period or "Y" for year. Press [Esc] if you wish to abort the closing. If you select a period closing, you will then be asked if you wish to selectively purge any historical transaction history. You should not purge any history unless limited available disk space makes this imperative. Press "Y" for yes or "N" for no. If you answer yes, you are then prompted to provide a cut-off date for purging of historical billing and expense transactions. Any closed invoices and corresponding payments, and expense transactions contained in history, dated on or before the cut-off date you specify, will be purged from the BA system files. If you indicated you are closing the year in addition to the current period, you will receive warning message explaining that the historical files will be purged automatically, and the current year information will be passed to the historical files, and then the current year files purged. You will then receive one last prompt asking if you wish to continue with the period or year-end closing. Answer yes or no appropriately. The length of duration of the closing is solely dependent upon the volume of data in the files but will probably take in the area of few minutes to a half hour. BATCH PRINT CLIENT INVOICES Once you have created a client invoice from the Accounting Menu within each client screen, you may print the invoice immediately, or you may defer printing to a batch mode. When batch printing invoices, you have the ability to print all new invoices only, revised invoices only, or all invoices on file. You may also further curtail batch printing by specifying the invoice type, and an invoice date range. Please note also that you may select to customize certain features of the printed invoice. For more information on invoice printing customization, refer to the previous discussion of the System Installation screen. The installation screen can be accessed from the Utilities submenu of the Main Menu screen. To batch print invoices, select the Client Invoices option from the Printing submenu of the Main Menu screen. Upon selecting this option, you will be presented with an option grid. From within the grid, you may specify certain parameters needed for batch printing of invoices. Business Accounting System Rev. 1.0 Page 78 First within the grid, you need to specify the scope for invoice printing. You may press "N" for new invoices only. These are invoices which have been created but have yet to be printed. You may press "R" for revised invoices only. These are invoices which have been printed at least once, and modified in some way since printing. Press "B" for both if you wish to print both new and revised invoices. Lastly, you may press "A" if you wish to print all invoices on file for the current year. 11/29/91 Interstellar Systems, Inc. Friday ─────────────────────────── Business Accounting System ───────────────────────── Invoice Print * Option Grid: Batch Print Client Invoices ┌─────────────────────────────────────────────┬─────────────────────┐ │ Print Scope: New/Revised/Both/All │ N N/R/B/A │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Invoice Type: Invoices/Credits/All │ A I/C/A │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Posting Level: Detailed/Manual/All │ D D/M/A │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number Copies each document │ 1 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice Date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ End Invoice Date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client ID Number (whole, partial, or blank) │ │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next, you may specify the Types of invoices to print. To select all debit type of invoices, press "I". For all credit type of invoices, press "C". Press "A" for all to print debit and credit invoices. Next you indicate the posting level to print. Enter "D" for detail level invoices only, "M" for manual invoices only (manual also includes finance charge and receipt invoices), or "A" for all. Next indicate the number of copies to print of each invoice. The default entry is one (1), but you may change this if you wish. You may then specify an invoice date range to print. You may provide a begin date only, an end date only, both dates, or leave these entries blank to omit this feature. Note, if you wish invoices for only one given date, enter the same date for both the begin and end entries. Lastly, you may specify a whole or a portion of a client id number to print. Leave this entry blank if you wish to omit this entry. Business Accounting System Rev. 1.0 Page 79 Once you have completed grid entry, you will be asked if the grid information is correct. Press "N" for no and you will be allowed to edit the grid information again. Press "Q" to quit and exit. To continue with printing, press "Y" for yes. Once you have selected to continue, you will be asked if you wish to print an alignment test. This is useful if you are using preprinted forms. If you are using plain paper for printing, answer no to this prompt. Once printing has been completed, you will be returned to the Main Menu screen. Remember, you may also reprint invoices individually from the Review Invoices option of the Accounting Menu available from within each client screen, or you may print the invoices immediately after creating each one. PRINT CLIENT MAILING LABELS The BA system also gives you the ability to print mailing labels for all or select clients. Labels currently supported are the standard one-up, one inch deep labels, available from most any office/computer supply store. A single label for a select client may be printed from the Print menu option available from within each client screen. Upon selecting this option, you will be presented with an option grid. Within the grid, you will be able to specify what types of clients you wish to generate labels for. First, you are asked if you wish to print labels for clients with open accounts receivable balances only. You might find this useful to generate envelope labels for use with client statements if you don't wish to utilize windowed envelopes. Enter "Y" for yes or "N" for no. Next you may specify the sort (or order) of the labels. Enter "N" for a labels sort by client name, "I" for a sort by client id number, or "Z" for a sort by zip code. 12/18/91 Interstellar Systems, Inc. Wednesday ─────────────────────────── Business Accounting System ───────────────────────── Generate Client Mailing Labels * Option Grid: Mailing Labels ┌─────────────────────────────────────────────┬─────────────────────┐ │ Generate for Clients with AR Balance only │ N Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Labels Sort: Name/Id/Zip │ N N/I/Z │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client Status: Active/Inactive/Both │ A A/I/B │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client Type: (whole, portion, blank to omit)│ │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client Code: (whole, portion, blank to omit)│ │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Print from beginning of file │ Y Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ │ │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 80 Next indicate the status of the clients you wish to print. The status can be updated from within each client screen. Enter "A" for active clients only, "I" for inactive only, or "B" for both active and inactive clients. Next you may specify a client Type and/or client Code to print. Both of these are user-definable two character fields available on each client screen. You may make a whole entry, a portion, or leave these entries blank to omit this feature. Lastly, you are asked if you wish to start printing from the beginning of the file. This can be quite useful if you were printing labels and experienced a printer jam which messed up your label run. You could use this feature to specify a client to begin printing with. Press "Y" for yes for "N" for no. If you answer yes, a client look-up will automatically be initiated. You will first be asked if you wish to look-up the client by partial name or partial id. Once you have made your selection and entry, a window of clients will then appear. From within the window, utilize the cursor movement and PageUp and PageDown keys to position the light-bar over the appropriate client. Press the [Enter] to select a client, and the client's name will be inserted into the grid. Press [Esc] if you wish to abort the look-up. Once you have completed grid entry, you will be asked if the grid information is correct. Press "N" for no and you will be allowed to edit the grid information again. Press "Q" to quit and exit. To continue with printing, press "Y" for yes. Once you have selected to continue, you will be asked if you wish to print an alignment test. You will continue to be prompted for an alignment test until you answer no. You will then be asked if you are ready to begin printing. Answer yes or no appropriately. Once printing has been completed, you will be returned to the Main Menu screen. SYSTEM REPORTS A number of report listings, registers, and sales analyses can be generated by the BA system. All reports are designed to print on 80 column paper, and all may be displayed to the screen as well. Each report is generated from the Reports submenu of the Main Menu screen. The reports are divided into three groups composed of file listings, report registers, and report analyses. Each report is supplied with an option grid allowing you customize the contents of the report. After you have completed grid entries, you will be asked if the grid information is correct. Press "N" for no to edit the grid information once again. Press "Q" to quit and return to the Main Menu screen, or press "Y" or yes to continue with report generation. Business Accounting System Rev. 1.0 Page 81 FILE LISTINGS ┌──────────────────────── Interstellar Systems, Inc. ──────────────────────┐ │ 11/19/91 Tuesday │ │ Per. 11 Durham Software Services, Inc. │ │ Business Accounting System │ │ Copyright (c) 1992 Revision 1.0 │ └───────────────────────────────> Main Menu <──────────────────────────────┘ File Updates Printing Reports Utilities ┌────────────────────────┐ │ │ │ 1. File Listings <<< │ ┌─────────────────────┐Registers │ │ │Analyses │ │ Client Listing │ │ │ Item Code Listing │─────────────┘ │ Expense Categories │ │ │ │ Esc to exit │ └─────────────────────┘ Once you select the File Listings option from the reports menu, you will be presented with another menu of available file listings, namely a Client Listing, an Item Code Listing, and an Expense Category Listing. Utilize the cursor movement keys to position the light-bar over the report you wish to generate and press [Enter]. To return to Reports submenu, press [Esc]. For each report, once you have made your selection, you will be asked if you wish to display the report or print the report. Press "D" to display to the screen console, or "P" to print to a printing device. Press [Esc] if you wish to abort your selection. CLIENT LISTING To obtain a listing of your client file, select this option. The listing contains most all the information fields appearing on the client screen. Once you have selected, you will be presented with an option grid. First within the grid, you must specify the report sort (or order). Press "I" to sort by client id number or "N" to sort by client name. Next, indicate the status of those clients you wish. Enter "A" for active clients only, "I" for inactive only, or "B" for both active and inactive. The remaining grid entries are optional. You may indicate a whole or partial client type, client code, or id number to print. The type and code are user-definable fields. Make your entries or leave the entries blank to omit this feature. Business Accounting System Rev. 1.0 Page 82 11/19/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Client Listing ┌─────────────────────────────────────────────┬─────────────────────┐ │ Report sort: client Id or client Name │ I I or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client status: Active/Inactive/Both │ A A/I/B │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client type: (whole, partial, or blank) │ │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client code: (whole, partial, or blank) │ │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Client ID: (whole, partial, or blank) │ │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ ITEM CODE LISTING Select this report to obtain a listing of your item codes you utilize for billing. It contains most all information fields appearing on the item code screen. Once you have made this selection, you will be presented with a grid. First within the grid, you must specify the report sort. Press "I" for a sort by item code or "D" for a sort by item description. Next, indicate what types of item codes you wish. Enter "A" for all items, "P" for those items you have designated as products, or "S" for only those items you have designated as services. 11/19/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Item Code Listing ┌─────────────────────────────────────────────┬─────────────────────┐ │ Report sort: Item code or Description │ I I or D │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Item type: All/Products/Services │ A A/P/S │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Category: (whole, partial, or blank) │ │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Item Code: (whole, partial, blank for all) │ │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ The remaining grid entries are optional. You may indicate a whole, partial, or blank category code to generate, and a whole, partial, or blank item code to generate. The category is a user- defined field. Make your entries or leave these blank to omit this feature. Business Accounting System Rev. 1.0 Page 83 7 EXPENSE CATEGORY LISTING Select this report to obtain a listing of all your expense categories. It lists the category code, description, and if you wish, year-to-date expense totals and percent of total expense amount for the current year. 11/19/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Expense Category Listing ┌─────────────────────────────────────────────┬─────────────────────┐ │ Report sort: Category or Description │ C C or D │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Include Year-to-Date Totals │ Y Y or N │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ First indicate the report sort for this listing, either "C" for expense category, or "D" for expense description. Next you are asked if you wish to include year-to-date distribution totals on the report. Enter "Y" for yes, or "N" for no. If you answer yes, a report column indicating percent of total expense for the current year will also be generated. REPORT REGISTERS ┌──────────────────────── Interstellar Systems, Inc. ──────────────────────┐ │ 11/19/91 Tuesday │ │ Per. 11 Durham Software Services, Inc. │ │ Business Accounting System │ │ Copyright (c) 1992 Revision 1.0 │ └───────────────────────────────> Main Menu <──────────────────────────────┘ File Updates Printing Reports Utilities ┌────────────────────────┐ │ │ │ 1. File Listings │ │ 2. Report Registers <<<│ ┌─────────────────────┐Analyses │ │ │ │ │ Invoice Register │─────────────┘ │ Payment Register │ │ Expense Register │ │ Sales Tax Liability │ │ │ │ Esc to exit │ └─────────────────────┘ Once you select the Report Registers option from the reports menu, you will be presented with another menu of available registers, namely an Invoice Register, a Payments Register, an Expense Register, and a Sales Tax Liability register. Utilize the cursor movement keys to position the light-bar over the report you wish to generate and press [Enter]. To return to the Reports submenu, press [Esc]. Business Accounting System Rev. 1.0 Page 84 INVOICE REGISTER This report is a register of accrued billings for all types of invoices, debit and credit, and is sorted and subtotaled by reporting period. You may generate it for any time span within the current year or the previous year. It lists the reporting period, invoice number, invoice date, invoice type, invoice reference, client id, sales tax total, and invoice total. First within the grid, you must specify the file to use, either the current year file, or last year's file. Press "C" for current or "L" for last year. Next indicate the invoice types you wish to generate. Enter "A" for all types, "I" for invoices only, "F" for finance charge invoices only, "C" for credit memos only, or "R" for credit receipt invoices only. Next you may specify a reporting period range to print. It contains a beginning reporting period and an ending reporting period. Both entries will default to the present reporting period. You my utilize either one of the reporting periods, both of them, or leave these entries blank to include all reporting periods on file. 11/19/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Invoice Register ┌─────────────────────────────────────────────┬─────────────────────┐ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Invoice Type: All/Inv/Fn/CM/Rcpt │ A A/I/F/C/R │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting periods (blank omits a range) │ 11 thru 11 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Lastly, you may specify both a beginning and ending invoice date range to generate. You may enter either one of the two, both, or leave these entries blank for all invoice dates. PAYMENTS REGISTER This register is a listing of accounts receivable and invoice payments, applied credit payments, and write-off adjustments. It is sorted and subtotaled by reporting period and may be generated from the current year file or last year's. It lists reporting period, invoice number, payment/transaction date, payment type, and the payment/transaction amount. Business Accounting System Rev. 1.0 Page 85 12/19/91 Interstellar Systems, Inc. Thursday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Payment Register ┌─────────────────────────────────────────────┬─────────────────────┐ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Payment Type: Receipt/Cr.apply/Wroff/All │ R R/C/W/A │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting periods (blank omits a range) │ 11 thru 11 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Payment date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Payment date (blank to omit) │ / / │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ First within the grid, you must specify the file to use, either the current year file, or last year's file. Press "C" for current or "L" for last year. Next, indicate the payment type(s) to be included on the register. Enter "R" for payment receipts only, "C" for applied credits only, "W" for write-off adjustments only, or "A" for all payment types. Next you may specify a reporting period range to print. It contains a beginning reporting period and an ending reporting period. Both entries will default to the present reporting period. You my utilize either one of the reporting periods, both of them, or leave these entries blank to include all reporting periods on file. Lastly, you may specify both a beginning and ending payment date range to generate. You may enter either one of the two, both, or leave these entries blank for all payment dates. SALES TAX LIABILITY REGISTER This report discloses your sales tax liability for any given month within the current year or last year. In generating the report, you may specify either a cash or accrual basis of accounting. The cash basis reports only invoices paid in full. This report lists invoice number, invoice type, date closed for cash basis or invoice date for accrual basis, taxable revenue, and total sales tax payable. First within the grid, you must specify the file to use, either the current year file, or last year's file. Press "C" for current or "L" for last year. Next, indicate your basis of accounting, either "C" for cash basis, or "A" for accrual basis. Business Accounting System Rev. 1.0 Page 86 11/19/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Sales Tax Liability ┌─────────────────────────────────────────────┬─────────────────────┐ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting basis: Cash or Accrual │ C C or A │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting Month/Year (mm/yy) │ 11/91 │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Lastly, indicate the month and year you wish to report in the format, MM/YY. It will default to the present month and year. REPORT ANALYSES ┌──────────────────────── Interstellar Systems, Inc. ──────────────────────┐ │ 11/19/91 Tuesday │ │ Per. 11 Durham Software Services, Inc. │ │ Business Accounting System │ │ Copyright (c) 1992 Revision 1.0 │ └───────────────────────────────> Main Menu <──────────────────────────────┘ File Updates Printing Reports Utilities ┌────────────────────────┐ │ │ │ 1. File Listings │ │ 2. Report Registers │ │ 3. Report Analyses <<<│ ┌─────────────────────┐ │ │ │─────────────┘ │ Open Receivables │ │ Client Sales │ │ Item Sales │ │ │ │ Esc to exit │ └─────────────────────┘ Once you select the Report Analyses option from the Reports submenu, you will be presented with another menu of available analyses, namely an Open Receivables Analysis for aging, a Client Sales Analysis, and an Item Sales Analysis. Utilize the cursor movement keys to position the light-bar over the report you wish to generate and press [Enter]. To return to the Reports submenu, press [Esc]. Business Accounting System Rev. 1.0 Page 87 OPEN RECEIVABLES ANALYSIS This listing is basically a report format of your client statements. It discloses all open invoices by client, and ages each invoice within user-defined aging windows with subtotals. It discloses the client id, client name, contact name and phone number, invoice number, invoice date, and open invoice amount. First within the grid, you must specify the scope of clients you wish to print. Enter "A" for active clients only, "I" for inactive clients only, or "B" for both. The active/inactive status may be updated from within each client screen. Next you must indicate the method you wish to utilize in aging the invoices. You may select to age invoices from either the invoice date, or age the invoices from the due date. Either method is an accepted accounting practice. Enter "I" for invoice date or "D" for due date. 12/19/91 Interstellar Systems, Inc. Thursday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Open Receivables Listing ┌─────────────────────────────────────────────┬─────────────────────┐ │ Client status: Active/Inactive/Both │ A A/I/B │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Age from: Invoice date or Due date │ I I or D │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Age Credits within Current window │ Y Y or N │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 1st aging window │ 10 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 2nd aging window │ 20 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 3rd aging window │ 30 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Number days: 4th aging window │ 45 │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next you are asked if you wish to age any credits which may exist within the current aging window. Answer "Y" for yes or "N" for no if you wish credits to be aged in the same manner as debit balances. Once again, either method is an accepted accounting practice. From the next four grid lines, you will define the aging windows to be utilized by the report. Enter the number of days for each of the respective windows. The Current window will be defined as the number of days up to the first window you specify as default. Utilize any combination you wish such as 10, 20, 30, 45 or 30, 60, 90, 120. Business Accounting System Rev. 1.0 Page 88 CLIENT SALES ANALYSIS This report discloses sales on a client basis and is available in both a detail or summary format. The detail format lists reporting period, invoice number, invoice date, invoice type, invoice reference, and invoice amount within each client grouping. The summary report lists client id, client name and department, and total sales amount. First within the grid, you must specify the file to use, either the current year file, or last year's file. Press "C" for current or "L" for last year. Next you may specify a reporting period range to print. It contains a beginning reporting period and an ending reporting period. Both entries will default to the present reporting period. You my utilize either one of the reporting periods, both of them, or leave these entries blank to include all reporting periods on file. 11/19/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Client Sales Analysis ┌─────────────────────────────────────────────┬─────────────────────┐ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting periods (blank omits a range) │ 11 thru 11 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting level: Summary or Detail │ S S or D │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Report sort: Id number or Sales volume │ I I or S │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next you may specify an invoice date range to generate. You may utilize either one of the two dates, both, or leave these entries blank to report all invoice dates. Next indicate the reporting level or format you wish to generate, either detail or summary. Enter "D" for detail or "S" for summary. If you indicate a summary report, you are then asked to provide a report sort. Enter "I" to sort the report by client id or "S" to sort by dollar sales volume (most to least). Business Accounting System Rev. 1.0 Page 89 ITEM SALES ANALYSIS This report discloses sales on an item code basis and is available in both a detail or summary format. The detail format lists reporting period, client id, invoice number, invoice date, quantity sold, extended cost (asset), extended price (revenue), and extend margin (price less cost). The summary report lists the item code, item description, quantity sold, extended cost, extended price, and extended margin. First within the grid, you must specify the file to use, either the current year file, or last year's file. Press "C" for current or "L" for last year. Next you may specify a reporting period range to print. It contains a beginning reporting period and an ending reporting period. Both entries will default to the present reporting period. You my utilize either one of the reporting periods, both of them, or leave these entries blank to include all reporting periods on file. 11/19/91 Interstellar Systems, Inc. Tuesday ─────────────────────────── Business Accounting System ───────────────────────── System Reports * Option Grid: Display Item Sales Analysis ┌─────────────────────────────────────────────┬─────────────────────┐ │ File to utilize: Current year or Last year │ C C or L │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting periods (blank omits a range) │ 11 thru 11 │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Begin Invoice date (blank to omit) │ / / │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Reporting level: Summary or Detail │ S S or D │▒ ├─────────────────────────────────────────────┼─────────────────────┤▒ │ Report sort: Item code or Sales volume │ I I or S │▒ └─────────────────────────────────────────────┴─────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Next you may specify an invoice date range to generate. You may utilize either one of the two dates, both, or leave these entries blank to report all invoice dates. Next indicate the reporting level or format you wish to generate, either detail or summary. Enter "D" for detail or "S" for summary. If you indicate a summary report, you are then asked to provide a report sort. Enter "I" to sort the report by item code or "S" to sort by dollar sales volume (most to least). Business Accounting System Rev. 1.0 Page 90 SYSTEM UTILITIES Several utilities may be accessed from the Utilities submenu of the Main Menu screen. From this submenu, you may select to reindex the files, change the current system date, access the system installation screen to reconfigure certain operating parameters, and recalculate the file balances. Each of these utilities may be run on an as-needed basis. REINDEX FILES File reindexing is a system utility that may need to be performed on occasion. Index files are those files which have the file extension .NTX, and each one has an association with some data file. Index files allow data to be retrieved very quickly, similar to an index in a textbook, and they also are utilized to make reports and data screens, such as a client screen, appear in a particular order or sequence. Another function of the reindexing option is to actually perform a physical purge of any records in the system marked as deleted. This is a process known as "packing". Once the files are packed and reindexed, deleted records are gone forever and may not be recalled. Index files are also more prone to occasional physical distortion and corruption than are data files. You might possibly encounter index file corruption if you experience a power outage while using the system, or if you turn the computer off without exiting properly. Signs of index file corruption include not being able to retrieve a record (such as a client record or item code) that you are certain is on file. Another symptom of corruption may be a report which appears out of sequence. A good rule of thumb is, when in doubt, try reindexing the files and see if this fixes the problem you are experiencing. Once you select this option, you will be asked if you wish to purge deleted records while reindexing. Press "Y" for yes or "N" for no, or press [Esc] to abort. You will then be asked if you wish to proceed with the file reindexing. Answer yes or no appropriately. Once reindexing has begun, do not interrupt it for any reason. Its length of duration is solely dependent upon the size of your data files. CHANGE SYSTEM DATE This option will allow you to modify the present system date. The system date is the date the BA system thinks it is running under. It is displayed on the upper portion of the Main Menu screen and on various other screens, and is often used in providing default entries for dates. When you enter the BA system, the system date usually will default to the current operating system date. This is the date that DOS thinks it is running under. If your operating system date is incorrect, more than likely the system date will likewise be incorrect. If you find that DOS is consistently losing the current date, you may have a weak or dead battery which needs to be replaced. Business Accounting System Rev. 1.0 Page 91 Anytime you change the system date to some date in the past, and you later exit the BA system, the system date will revert back to the operating system date automatically. Conversely, if you change the system date to some date in the future, and later exit the BA system, the modified system date will be retained when you re-enter the BA system. An example of the need to modify the system date may be a situation in which you are behind in your paperwork by several days. Rather than having to change default dates all the time, you might want to change the system date to correspond with the date of your invoices, payments, and expenses. If you change the system date to some date in the future, remember you will have change it back to the actual date yourself. If you change it to some date in the past (the past actually means some date prior to the operating system date), it will automatically reset to the operating system date when you exit and re-enter the BA system. Once you select this option, you are simply asked to enter the revised system date. It will default to the current system date setting. Enter that date, or press [Esc] to abort the update. SYSTEM INSTALLATION This option of the Utilities submenu allows you access to the system installation area where you may modify certain configuration parameters utilized by the BA system. For a detailed explanation of this area, please refer to the installation guide area of this documentation. RECALCULATE FILE BALANCES This selection will force a recalculation of all open client invoices, debit and credit, and update the client screen totals displayed for "AR Balance" and "Unapplied Credit". If you ever notice a discrepancy between these client screen totals, and the client totals on the Open Receivables Analysis and/or client statement, running this utility should rectify the problem. The client totals on the Open Receivables Analysis should always be the correct figures for open invoice balances. When you select this option, you will be asked if you wish to proceed with recalculation. Answer yes or no appropriately. Once the recalculation has begun, please do not interrupt it. Business Accounting System Rev. 1.0 Page 92 NETWORKING ON A LAN The Multi-user version of the Business Accounting System is only available directly from Interstellar Systems, Inc., or a bona- fide ISI sales representative. The BA Multi-user version should be compatible with most any NetBios compatible networking software such as Novell or Lantastic. Please contact ISI directly to place an order for the Multi-user version of the BA System. NETWORK CONSIDERATIONS For the most part, the multi-user version of the BA System works identically as the single-user version with several exceptions. In general, these exceptions will not affect you unless you happen to be doing the same thing as another user on the network, such as adding clients or item codes, or creating and maintaining client invoices. Below is a listing of those things most likely to affect you. 1. Certain functions cannot be run at all unless you are the only workstation using the BA System. This is includes Reindexing the files, performing a Recalculation (both available within the Utilities submenu), and performing a period or year-end closing. If you attempt to access one of these areas while other workstations (or users) are on-line, you will be presented with a message denying you access to that area. Conversely, once you have started one of these functions, no other workstations will be allowed entry into the BA System until you have completed the function. 2. The BA System tracks workstation traffic by setting flags in particular system files. Occasionally for various reasons such a power outages, improper sign-off, or whatever else, these flags are not reset properly. If the BA System denies you access because of other users, or because of a System Maintenance operation (those functions listed above), and you are absolutely certain that the message is inaccurate, you may reset the system flags by running the utility program provided, BASYSRES.EXE. Since this is a separate EXE file, you will need to run it directly from the DOS level. Follow the on-screen instructions provided when utilizing this utility. ┌───────────────────────────────────────────────────────────┐ │ W A R N I N G ! ! ! │▒ │ │▒ │ It is of the utmost importance that you run the utility, │▒ │ BASYSRES.EXE only when you are CERTAIN that no other │▒ │ workstations are utilize the BA System. A physical │▒ │ inspection of each workstation is strongly recommended │▒ │ in order to be absolutely certain, otherwise you are │▒ │ very likely to corrupt and destroy any work being per- │▒ │ formed by other users. Ideally, this process should be │▒ │ considered a network supervisory function, and only one │▒ │ user should have authority to perform it. │▒ └───────────────────────────────────────────────────────────┘▒ ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ Business Accounting System Rev. 1.0 Page 93 To run BASYSRES.EXE, you must first move to the drive/directory which contains the BA System files using the DOS change directory commands. Next from the DOS prompt, enter "BASYSRES" (not the quotes) and press [Enter]. A screen will then appear explaining the purpose of the reset utility, and you will be asked if you wish to continue with the system reset. ONLY IF YOU ARE CERTAIN YOU ARE THE ONLY USER should you continue, otherwise you should abort the utility. If you continue, the program will then reset any applicable networking flags. Any temporary files residing on the BA drive/directory will also be deleted automatically. These temporary files are utilized throughout the BA System. Ideally, there shouldn't be any hanging around, but for whatever reasons, you may notice their presence. The first three characters of these temporary files always start with "BA0" (the third character is a zero), and will have file extensions as DBF, DBT, or NTX. Once the reset has been completed, you will be returned to the DOS level. 3. While routinely utilizing the system, you may, from time to time, see windowed messages on your screen to the effect of "Attempting to Lock File" or "Attempting to Lock Record". This is the system's attempt to gain the exclusive access of a data file or record, while another workstation is preventing this from taking place. Once the other workstation releases the file or record lock, your attempt at gaining exclusive use should succeed. At other times, you may receive an additional prompt within this window to the effect of "Press Esc to abort or any other key to retry". In this situation, you are given the option to abort your current update, or abort your attempt at gaining exclusive access over a group of data files. 4. Another network consideration is an instance where two or more workstations are trying to perform an update to an identical record, such as trying to edit the exact same client screen. Another situation might be the addition of a client in which two or more workstations are attempting to assign the exact same client id number to a given client, even though they may be two totally separate client entities. In both of these situations, the workstation which saves (or writes) the update first will succeed. Any other workstations will be informed that the record has been altered by another workstation, or the id you attempted to use has already been assigned. In these scenarios, the subsequent workstation updates will be discarded. Just remember that he/she who saves first will succeed. Those who don't will have to rekey their updates. Business Accounting System Rev. 1.0 Page 94 THANK YOU This concludes the User's Documentation Manual of the Business Accounting System. Interstellar Systems hopes you have found it both informative and useful, and we hope this software meets most all of your expectations. If you have questions or problems, please contact our office between the hours of 9:00 am and 6:00 pm Monday through Friday. If you are a shareware user of this software, and you wish to continue using it, please register it, as this is the only way you will received support and/or updates. Registered users are also entitled to discounted updates as they are released. ABOUT THE AUTHOR Richard Duke received his bachelors degree in History from Appalachian State University in 1980. Somehow, he got involved with PC's shortly thereafter and the rest is history. In the Spring of 1991, he got bitten by the recession bug (Thanks George) and became one of the unemployed. Shortly thereafter, he created his own software company, Interstellar Systems, Inc., from which he writes and supports a variety of accounting and information systems for a local client base, in addition to his work with the Business Accounting System. He is married to a wonderful girl, and they have three cats, PC, Magic, and Mrs. Peele. Richard Duke Interstellar Systems, Inc. 3704-003 Chimney Ridge Pl. Durham, NC 27713 Tel. (919)493-0435 Fax. (919)489-6187 Fidonet Address 1:151/223 Business Accounting System Rev. 1.0 Page 95 USER REGISTRATION FORM FOR THE BUSINESS ACCOUNTING SYSTEM QTY DESCRIPTION AMOUNT ____ Single-User Registration (Disks only).. $ 50.00 ea __________ ____ Single-User with Disks/User's Manual .. $ 75.00 ea __________ (Specify Disk format: ____5.25" ____3.5") ____ Multi-User Registration (Disks only)... $ 95.00 ea __________ ____ Multi-User with Disks/User's Manual ... $120.00 ea __________ (Specify Disk format: ____5.25" ____3.5") (NC residents add 6.5% Sales Tax).................. $ __________ Shipping Charge inside US: add $ 5.00 Shipping Charge outside US: add $ 8.00 (All orders Sent UPS Ground or 1st Class Mail)..... $ __________ Order Total ....................................... $ ========== Your Name: __________________________________ Company Name: __________________________________ Address1: __________________________________ Address2: __________________________________ City/St/Zip: __________________________________ Telephone: __________________________________ Payment Method: ___Check or Money Order ____ MC ____Visa Card #: _________________________ Expr.Date: ___/___ In Name of: ____________________________________________ Remit To: Interstellar Systems, Inc. 3704-003 Chimney Ridge Pl. Durham, NC 27713 Tel. (919)493-0435 Fax. (919)489-6187 Fidonet Address 1:3641/1 - Psychotronic BBS - (919) 286-4542