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-
-
- PCINV
- Version 1.2
- Copyright 1992 by Jerry Medlin
-
-
- PROGRAM DESCRIPTION
-
- PCINV is an invoice writing program for small and medium size
- businesses which works directly with PC-AR Accounts Receivable.
- The program runs on a IBM PC or compatible computer, with one disk
- drive and at least 256k memory.
-
- PCINV is a Shareware program. You are encouraged to give
- copies to anyone who might use it. If you like the program and
- find it useful, please contribute $25 to:
-
- Jerry Medlin
- 1461 Sproul Ave.
- Napa, Ca. 94559
-
- To order using Master Card or Visa, call (707) 255-4475.
-
- Your contribution entitles you to a copy of the latest
- version of the program and limited telephone assistance, should
- you require it.
-
- To run the program, simply type "PCINV". If you want to
- specify a drive and path for your data, add the drive and path
- description after the program name. i.e. type "PCINV B:" to use
- the B drive for data files.
-
- A menu is then displayed for operator selection:
-
- Enter or Change Sales Codes
- Enter or Change Customers
- Enter or Change Charges & Payments
- Enter & Print Invoices
- Configure Program
- Save Data and End
-
- Because PCINV works directly with PC-AR accounts receivable,
- you should be familiar with PC-AR before attempting to use PCINV.
- PCINV uses the same data files created by PC-AR. The first three
- items on the menu are essentially identical to the first three
- choices in the PC-AR program. You may enter or change customers,
- sales codes and charges and payments entries just as you would
- with PC-AR. Anything entered using PCINV will also show up when
- you run PC-AR, and anything entered using PC-AR will be available
- to PCINV.
-
- The fourth menu choice, Enter & Print Invoices, allows you to
- enter and print invoices one at a time. When the invoice is
- printed, the details of the invoice are immediately posted to PC-
- AR to be included in the next statement.
-
- ENTER OR CHANGE SALES CODES
-
- An additional field has been added to the sales codes used by
- PC-AR to designate each sales code as either taxable or non-
- taxable. Sales tax will be calculated for all taxable items and
- the total posted to a sales code for sales tax. Use this
- selection to add to the sales codes entered with PC-AR and to mark
- all sales codes as taxable or non-taxable. Just scroll up and
- down through the sales codes and use the * key to mark or unmark
- taxable items.
-
- If your sales are subject to sales tax, and you do not
- already have a sales code for sales tax, enter one now. Then, use
- the Configure Program selection to enter the same three digit code
- into the program.
-
- You may add new sales descriptions, codes and amounts at any
- time.
-
-
- ENTER OR CHANGE CUSTOMERS
-
- You may enter, change or delete customers exactly as you
- would with PC-AR. In fact, you are working with the same data
- file, so any additions, changes or deletions made with PCINV will
- immediately be reflected in PC-AR.
-
-
- ENTER OR CHANGE CHARGES AND PAYMENTS
-
- This selection is identical to the same selection in the PC-
- AR program.
-
- Details of each invoice printed are immediately available
- here for editing.
-
-
- ENTER & PRINT INVOICES
-
- This selection is the heart of the PCINV program. It allows
- you to enter all of the information for an invoice and then print
- that invoice using one of four different print formats. The
- invoice format is determined by the Configure Program menu. Only
- one invoice may be entered at a time. PCINV does not allow for
- batch printing of invoices.
-
- The following information is entered for each invoice:
-
- Customer Code - The 10 digit customer code. Each customer
- has a unique customer code. It is preferable to use the last
- name and part of the first name for a customer code, although
- numbers may be used. Read the PC-AR manual for more
- information on the customer code.
-
- Invoice Date - The month, day and year should be entered
- separated by slashes "/" or dashes "-". ie 3/28/90 for March
- 28th, 1990. Most of the time, just press <Enter> and the
- computer's "system date" will be entered for the first
- invoice or the prior invoice date for all subsequent
- invoices.
-
- Due Date - The due date is also entered as a month, day and
- year separated by slashes or dashes. Pressing <Enter> enters
- a date one month after the due date for the first invoice or
- the prior due date for all subsequent invoices. You may also
- enter an alphabetic entry such as "Upon Receipt".
-
- Invoice Number - You may enter numbers or alphabetic
- characters. Pressing the plus key adds one to the previous
- invoice number. If you use invoices with pre-printed invoice
- numbers, be sure the number entered is the same as the next
- blank invoice in the printer.
-
- Next, the invoice details are entered. You may enter either
- 14 or 50 lines for each invoice depending on which form you have
- chosen using the Configure Program selection.
-
- Reference Number - The 8 characters or numbers you enter here
- will be printed under the "Reference #" column on the
- invoice. You may enter P.O. numbers, additional descriptive
- information or leave it blank.
-
- Sales Code - Enter one of the sales codes. Each time you
- enter and additional number of the three digit sales code,
- all of the possible matches are shown at the bottom of the
- screen.
-
- Description - The description may be up to 42 characters
- long. If you enter the @ symbol anywhere in the description,
- the number immediately following the @ symbol will be
- multiplied by the first number in the description and
- automatically entered as the amount for this line. So, if
- you enter a description of:
-
- 125 No. 201101 Left Handed Widget Adjusters @ $1.22 each
-
- the amount will be entered as $152.50.
-
- If you have entered a price for a sales code under Enter or
- Change Sales Codes, you may enter only a quantity for the
- description. The quantity will be multiplied by the price to
- obtain the amount.
-
- If you need more than 42 characters for a description, enter
- additional lines with a zero for the amount. The zero will
- not be printed on the invoice.
-
- Pressing <Enter> for the description will enter the
- description entered with the sales code.
-
- Amount - Enter the amount, calculator style. If you included
- a price and quantity in the description, the amount will be
- automatically calculated and entered.
-
- For each line, sales tax will be calculated, entered at the
- bottom of the screen and added to the invoice total. Sales tax is
- only calculated for those sales codes marked as taxable using the
- Enter or Change Sales Codes selection of PCINV. When you have
- entered all of the individual lines for the invoice, press escape
- at the Reference Number prompt and you will be presented with the
- following choices:
-
- <> Scroll up <Ins> Insert <C> Change
- <> Scroll down <Del> Delete <+> Resume adding
- <Home> Goto Top <S> Sort Items <P> Print Invoice
- <End> Goto Bottom <Esc> Return to Menu
-
- Press P to print the invoice. The other keys allow you to
- scroll up and down through the invoice detail and to change and
- sort the items. The <> Scroll up key will also allow you to
- scroll up to the invoice heading information and change the
- Customer Code, Invoice Date, Due Date and Invoice Number. Press
- Escape to return to the main menu.
-
- When the invoice has printed to your satisfaction, press the
- plus key <+> to enter another invoice or press escape to return to
- the main menu.
-
- If, for some reason, the invoice does not print correctly,
- realign your printer and press <P> again. You may print the
- invoice as often as you like, and it will only be posted to PC-AR
- one time.
-
- If you wish to cancel an invoice, use the delete <Del> key to
- delete all of the lines for that invoice and then press plus <+>
- to reenter or <Esc> to return to the main menu.
-
- If it becomes necessary to void an invoice that is no longer
- displayed on the Enter and Print Invoices screen, you must go to
- the Enter or Change Charges and Payments selection and delete all
- of the entries for the voided invoice.
-
-
- OBTAINING FORMS
-
- Using the configure program options described below you may
- print invoices on one of two preprinted forms available from New
- England Business Services (NEBS). The short invoice form, number
- 9296, is seven inches long and can print up to 14 lines of
- information plus the tax and total. The long form, 9292, is
- eleven inches long and can include up to 50 lines plus the tax and
- total. Both forms are 7.5 inches wide. The forms can be ordered
- pre printed with your company name and address, by calling NEBS at
- 800-338-3810. The mail code number is 95111.
-
- In addition, you may use the configure program to make the
- program print invoices on plain paper. The paper could be either
- 7 inches or 11 inches long, but 11 inches is the obvious choice --
- I have yet to find a source for paper stock perforated at 7
- inches.
-
- CONFIGURE PROGRAM
-
- Use this selection to configure the PCINV program. Any
- changes are saved immediately and remain in effect even after
- terminating the program. Use the up and down arrows to move the
- pointer, and then press <C> to change an item. You are allowed to
- change the following information:
-
- Display Colors - If you have a color adapter and monitor, you
- can change the colors for screen borders, program prompts,
- data, and background. Allowable colors are from 0 to 15
- (except for background color which can only be from 0 to 7).
- The display is instantly updated as you enter the new colors.
-
- Laser Printer? - You may also change the way PCINV starts a
- new page. Usually, PCINV starts a new page by counting
- lines, until the page total equals 66 lines. If you enter a
- "Y" for the laser printer question, PCINV starts a new page
- by issuing a form feed command. This also works on most
- other printers, but requires you to set the top of form,
- before you start printing.
-
- Plain Paper Invoice? - If you change this to a "Y", invoices
- can be printed on plain paper. The program will print the
- required headings and horizontal lines and will print the
- word "INVOICE" at the top of the page. A "N" answer prints
- the invoice information only on pre printed forms. The forms
- can be either 7 inches or 11 inches long as determined by the
- Long or Short Invoice Form selection.
-
- Long or Short Invoice Form? - Choose L for a full page
- invoice with up to 50 lines of detail. Choosing S, limits
- the invoice to 14 lines of detail on a 7 inch long invoice.
- The forms available are discussed in the previous section.
-
- Sales Tax Rate (Percent) - Enter the sales tax rate for your
- business as a percentage. If your sales tax multiplier is
- .0625, then enter 6.250 as the sales tax rate. This number
- will be multiplied by the amount for each taxable sales code
- to obtain the sales tax total for the invoice.
-
- Sales Tax Sales Code - Sales tax for each invoice will be
- posted to this three digit sales code. This should
- correspond with the sales code entered under Enter and Change
- Sales Codes for Sales Tax.
-
- Printer Number (1 or 2) - If you have a second printer
- installed and want to print invoices on it, change this
- number from 1 to 2.
-
- Path for Data Files - Enter a drive and path designation for
- PCINV data. If you want the program to read data from the B
- drive, enter B:.
-
- Invoice Heading - If your company name and address is not pre
- printed on the invoice forms, you may enter up to 5 lines for
- a invoice heading. This name and address would normally be
- the same as the statement heading you entered into the PC-AR
- program using ARCONFIG.
-
- Customer Heading - The program normally prints "Sold to:"
- immediately before the customer's name and address on the
- invoice. You may change this to any other heading that might
- be more appropriate to your business. To change it to a
- blank, press the space bar and then press enter.
-
- Footer Statement on Invoice - Enter up to 30 characters that
- will print as a footer statement on each invoice. The footer
- statement will be printed to the left of the Total at the
- bottom of the invoice.
-
- Phone/Memo Printed on Invoice - The phone number or memo
- entered for each customer can be printed on the invoice to
- the right of the customer's address if "Y" is selected. The
- Phone/Memo field can be up to 48 characters long.
-
-
- When you have finished making your changes, press the escape
- key to exit this selection. The new information will be saved.
-
- HELPFUL HINTS
-
- The escape key is always used to go back to the previous
- operation. From anywhere in the program, if you continue to press
- the escape key, you will eventually return to the main menu.
-
- PCINV transfers every detail of every invoice to PC-AR. If
- you don't want that much detail on the PC-AR statements, you may
- want to use the ARCONFIG program set "Invoice Detail on Statement"
- to "N". That way, only the invoice number and invoice total show
- up on the statement.
-
- Each customer must have a unique customer code for posting.
- If you use numbers, the program won't object, if the numbers are
- all the same length. Customer number 1 should be entered as
- 00001, for instance. But, you should at least try the method
- suggested earlier in the manual. Use a customer code made up of
- the customers last name plus as much of the first name as the 10
- character limit allows. Jane Smith would then have a code of
- SMITHJANE (Notice there are no spaces). This method allows rapid
- posting of invoices, without looking up customer numbers. The
- searching method allows you to quickly examine the codes for all
- of the Smiths, by typing SMITH when asked for a code.
-
- PCINV is written in Turbo Pascal. The source code is
- available for $95.
-