The Business Master (3rd Edition)/The Business Master (3rd Edition).iso/files/business/fis/fis.hlp

Clarion Help | 1992-06-05 | 20.9 KB | 349 lines

THIS SCREEN IS USED TO ADD, CHANGE OR DELETE CUSTOMER RECORDS
 !NAME/ADDRESS
 Enter BILL TO and SHIP TO name/address as it is to appear on the invoice.
 If you enter the word SAME in the SHIP TO line 1 field, the BILL TO name/
 address information will be copied to the SHIP TO fields.
 $REMARK
 Enter the note or remark that is to print at the bottom of this customer's
 invoice.  If this field is supplied, it will print in addition to the remark
 specified in the user control record.  Ex: "Thank you John."
 %TERMS
 Enter the normal payment terms for this customer.  Ex: "Net 30 Days".
  SALES TAX RATE
 Enter the sales tax rate (expressed as a percent- xx.xx%) for this customer.
 If an item is coded as taxable, the extended item price will be multiplied
 by this value to obtain the sales tax amount for the item.  If this value is
 zero, the system will use the default sales tax rate.  If both customer and
 default tax rates are zero, no tax will be computed.  Example: 05.00 = 5%.
  AFTER ENTERING THE CUSTOMER DATA, PRESS THE <F10-KEY> TO UPDATE THE FILE.
 9Press Enter to EXIT
s DISPCTL2
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COMPANY NAME/ADDRESS
 Enter company name, address, phone no., etc. to which payment is to be made.
 Invoices may be printed on letterhead paper, providing the letterhead does
 not extend down more than 2 inches from the top of the page.  To use 8.5" x
 11" letterhead forms for printing invoices, clear all six (6) lines of the
 COMPANY NAME/ADDRESS field on the SYSTEM SETUP screen to spaces.  This will
 stop the print program from printing a name and address, and allows the
 letterhead to provide this information.  The document title, "INVOICE" or
 "CREDIT", will be shifted down the page to allow room for the letterhead.
# OF PACKING SLIPS
 Enter the number of copies of the packing slip to be printed (0,1,2).
 The first copy will be identified as "COPY-1" and the second as "COPY-2".
 Packing slips will print ahead of the invoice.  If set to zero, no packing
 slip will be printed.  Default = 0.
LATE CHARGE ANNUAL %
 Enter interest rate to be charged on late payments, expressed as an Annual
 Percentage Rate (APR).  If zero, no late charge message prints on invoice.
Press <ESC> to Exit
Press Enter to Continue
 DISPCTL3
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PRINT INVOICE REGISTER
 Indicates whether or not an invoice register is to be provided (Y=yes,N=no).
 If set to Y, you will be prompted at program termination (EXIT) if you would
 like to print the invoice register.  If you respond to the prompt with NO,
 the invoice data will be kept in the disk file until you desire to print the
 register.  If you respond with YES, and after the register has printed, you
 will be prompted whether to keep or delete the invoice register records.
 If this field is set to N, you will not be prompted to print the register.
 NOTE: CHANGING THIS FIELD FROM Y TO N WHILE THERE ARE RECORDS IN THE INVOICE
 REGISTER FILE WILL RESULT IN THE LOSS OF ALL UNPRINTED REGISTER RECORDS.
DEFAULT SALES TAX %
 Enter the default sales tax rate (expressed as a percent- xx.xx%) to be used
 for computing tax on taxable items when the customer tax rate is zero.  If
 the default tax rate and customer tax rate are both zero, no tax will be
 computed, regardless of the item tax code.  Example: 05.00 represents 5%.
 Default = zero.
 $REMARK
 Enter any note or remark that is to print at the bottom of every invoice.
 This field may be blank.  Example: "We appreciate your business".
Press <ESC> to EXIT
<PgUp> for previous screen
Enter to Continue
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NEXT INVOICE NUMBER
 Contains the next system assigned invoice number.  Startup default = 1
INVOICE MULTI-COPY TITLES
 Enter a copy name to print at the bottom of each invoice copy.  Example:
 CUSTOMER, FILE COPY, etc.  If no name is provided for a copy, that copy will
 not print.  COPY-1 title must be provided.  Default = ORIGINAL.
 !PRINTER PORT
 Enter the printer port number to which the printer to be used for printing
 invoices is connected (1,2,3).  The FIS system supports only the parallel
 printer ports known to the system as LPT1, LPT2 or LPT3.  (No serial ports
 are supported.)  Most of the time when a computer has only 1 printer, it is
 attached to port 1 (LPT1).  In the unlikely event that you experience a
 problem printing invoices, try setting the port to 2 or 3.  Default = 1.
 AFTER ENTERING THE APPROPRIATE DATA, PRESS THE <F10-KEY> TO UPDATE THE FILE.
Press <PGUP> for previous screen
Press Enter to EXIT
THIS SCREEN DISPLAYS CUSTOMER RECORDS IN CUSTOMER NAME SEQUENCE
It is used by the PREPARE INVOICES and CUSTOMER MAINTENANCE procedure.
 To SELECT a customer, use the Up & Down arrows, Page Up & Page Down keys, or
 the Ctrl/Page Up & Ctrl/Page Down keys to HIGHLIGHT the customer, and then
 press the appropriate key from the menu at the bottom of the screen.  If
 this screen was displayed from the PREPARE INVOICES procedure, pressing the
 Enter key will put the customer information on the invoice and return to the
 PREPARE INVOICES procedure.  If this screen was displayed from the CUSTOMER
 MAINTENANCE menu procedure, pressing the Enter key will display the customer
 on the customer maintenance screen to allow you to make changes.
 To ADD a customer, press the INSert key. The maintenance screen will appear.
 To CHANGE a customer, SELECT the customer and then press the Enter key. The
 customer will be displayed on the maintenance screen for changes.  Changes
 in the customer file cannot be made from the PREPARE INVOICES procedure.
 Customer changes may be made on the invoice screen, but they are not saved.
 To DELETE a customer, SELECT the customer and press the DELete key.  The
 record will be displayed and a delete confirmation will be requested.
 9Press Enter to EXIT
THIS SCREEN DISPLAYS ITEMS FROM THE ITEM FILE IN DESCRIPTION SEQUENCE
It is used by the PREPARE INVOICES and ITEM MAINTENANCE procedure.
 To SELECT an item, use the Up & Down arrows, Page Up & Page Down keys, or
 the Ctrl/Page Up & Ctrl/Page Down keys to HIGHLIGHT the item, and then press
 the appropriate key from the menu at the bottom of the screen.  If this
 screen was displayed from the PREPARE INVOICES procedure, pressing the Enter
 key will put the item information on the invoice item line and return to the
 PREPARE INVOICES procedure.  If this screen was displayed from the menu ITEM
 MAINTENANCE procedure, pressing the Enter key will display the item on the
 item maintenance screen to allow you to make changes.
 To ADD an item, press the INSert key.  The maintenance screen will appear.
 To CHANGE an item, SELECT the item and then press the Enter key.  The item
 will be displayed on the maintenance screen for changes.  NOTE: Changes in
 the item file cannot be made from the PREPARE INVOICES procedure.  Changes
 may be made on the invoice screen, but they are not saved in the item file.
 To DELETE an item, SELECT the item and press the DELete key.  The item will
 be displayed and a delete confirmation will be requested.
 9Press Enter to EXIT
edINVOICE3
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INVOICE SCREEN FIELD DEFINITIONS
  INVOICE NUMBER
 The system will assign consecutive invoice numbers, starting with Number
.  You may enter another invoice number if desired.
 %DATE
 This is the invoice date.  The system will supply the current date stored
 in the computer.  You may change the date to any valid date.
 $BILL TO
 Enter the customer's name and address to which this invoice is to be sent.
 The bottom line is reserved for an ATTENTION name.  If you press the Enter
 key before keying anything on the first line, the system will display the
 customer records in customer name sequence, and you may select the desired
 customer for the invoice.
 When the customer data is selected from the customer record display, the
 BILL TO name/address, SHIP TO name/address and TERMS fields are placed on
 the invoice screen and the cursor is positioned on the TERMS field.  You
 may position the cursor to any of the completed fields and make desired
 changes.  However, the changes will not be saved in the customer file.
Press <ESC> to EXIT
<PgUp> for previous screen
Enter to Continue
mINVOICE4
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SHIP TO NAME/ADDRESS
 Enter the name/address to which the invoice items were shipped or delivered.
 These fields may be key entered or supplied from the customer file.  If you
 enter the word SAME in the SHIP TO line 1 field, the BILL TO name/address
 information will be copied to the SHIP TO fields.  Fields not required.
 %TERMS
 Enter the normal payment terms for the customer.  (Ex: Net 30 days, C.O.D.)
 This field may be supplied from the customer file.  Field not required.
 #SHIP VIA
 Enter the method of product shipment or delivery.  (Ex: Fed Express, U.P.S.,
 etc.)  Field not required.
 !CUSTOMER P/O
 Enter customer's purchase order number, if applicable.  Field not required.
 &FOB
Enter the FOB point for the shipment.  Field not required.
Press <ESC> to EXIT
<PgUp> for previous screen
Enter to continue
INVOICE5
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ITM (ITEM NUMBER)
 Each item line is numbered consecutively on the screen (maximum 99).  Only
 those items having an extended price are numbered on the printed invoice.
 This allows you to insert notes on invoice item lines, if desired.
  QTY (QUANTITY)
 Enter the item quantity.  Maximum quantity =
.99.  Field not required.
 "DESCRIPTION
 Enter the item description.  If you press the Enter key before keying any-
 thing in the description field, the system will display the item records in
 description sequence, and you may select the desired item for the invoice.
 When the item is selected from the item display, the price and tax code are
 also placed on the invoice screen.  You may make changes to the item data
 on the invoice.  However, the changes will not be saved in the item file.
 %PRICE
 Enter item price.  Maximum value =
.99.  This field may be supplied
 from the item file.  The price is multiplied by the entered quantity to
 obtain the extended item price.  If quantity is 0, the system will use a
 quantity of 1 for computing extended price.  The price may be entered as a
 negative amount by pressing the minus(-) key in lieu of the Enter key.
Press <ESC> to EXIT
<PgUp> for previous screen
Enter to continue
lINVOICE6
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 %TAX
 Enter Y if the item is to be taxed or N if item is not to be taxed.  If this
 field is Y, the sales tax amount will be computed by multplying the item
 extended price by the tax percent in the customer record or by the system
 default tax percent.  The computed tax amount is not displayed, but it is
 accumulated and the total is shown at the bottom of the screen.  Taxed items
 are identified with an '*' on the printed invoice.  Tax cannot be computed
 if customer is not in the customer file, and the default tax rate is zero.
 #EXT PRICE
 This field is normally provided by the system.  It is computed by extending
 quantity times price.  However, you may change the computed value.  May be
 negative (press minus(-) key in lieu of Enter key). Max. value =
.99.
 #SUB TOTAL
 This field is provided by the system.  It is the accumulated total extended
 price of all items on the invoice.  This amount does not include sales tax.
 #SALES TAX
 This field is provided by the system.  It contains the total accumulated
 sales tax for the invoice items.
Press <ESC> to EXIT
<PgUp> for previous screen
Enter to continue
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 %TOTAL
 This field is provided by the system.  It contains the total invoice amount.
 Max. value = 9,
MISCELLANEOUS NOTES
 1) The HIGHLIGHTED Function key fields may be used to immediately position
the cursor on the desired field in lieu of using the cursor control keys.
(Ex: Pressing the F4-key will position cursor on the SHIP TO: field.)
 2) Press the <F7-key> to enter a special note to be printed on the current
invoice only.  A window will display to allow the note to be entered.
The note can consist of two lines, up to 60 characters each.
 3) A CREDIT invoice may be printed by pressing the F8-key.  Pressing the
F8-key again returns to the INVOICE screen.
 4) After printing an invoice with more than 9 line items, the system will
display a PRINT COMPLETE window and ask if you want to continue, or if
you would like to reprint the invoice.  If you select reprint, the
invoice register file is not updated with the invoice just printed.
 5) WHEN ALL DATA HAS BEEN ENTERED, PRESS THE <F10-KEY> TO PRINT THE INVOICE.
Press <PgUp> for previous screen
Press Enter to EXIT
crINVOICE2
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TIPS For Using First Invoice System
 1) Always press the Enter key after keying data into a field, to ensure that
the program accepts the screen data.
 2) It is a good idea to issue the print command <F10-key> with the cursor
below the last invoice item line.  Eliminates the possibility of printing
an invoice with an incomplete last line.
 3) Use the CTRL-END keys to clear a non-numeric field. (Faster than delete)
 4) Use the Backspace key (or enter zero) to clear numeric fields.
 5) When printing longer invoices (more than 9 items), review the printed
invoice before clearing the screen.  Saves reentering the entire invoice
if an error is detected on the invoice.
 6) When invoices are printed on stock 8.5" x 11" paper, they can be folded
and used with a standard business window envelope.
 7) New customers and items can be added to the disk files while in the in-
voicing procedure.  Press INSert from the Customer/Item scroll screen.
 8) Screen saver feature is included in the system.  If the screen suddenly
goes blank (after 10 minutes of non use), press any key to restore.
 9) The invoice heading captions (SHIP TO, FOB, etc.) do not print if there
are no associated data.
10) Invoice lines can be double spaced by repeatedly pressing the down arrow.
11) Notes can be entered in the invoice item description field.
Press <ESC> to Exit
Press Enter to Continue
THIS SCREEN IS USED TO ADD, CHANGE OR DELETE ITEMS
 "DESCRIPTION
 Enter item description as it is to appear on the invoice.  Cannot be blank.
 "UNIT PRICE
 Enter the item's normal selling price, hourly rate, etc.  It can be changed
 when preparing an invoice.  This value is multiplied by the quantity in the
 PREPARE INVOICES procedure to obtain the invoice item extended price.
 Default = zero.
SALES TAX? (Y/N)
 Enter whether or not the item is normally taxed (Y=yes, N=no).  If Y, the
 system will use either the sales tax rate stored in the customer record or
 the default sales tax rate for computing the tax amount on the item.  May
 be changed when preparing an invoice.  Default = N.
  AFTER ENTERING THE ITEM DATA, PRESS THE <F10-KEY> TO UPDATE THE ITEM FILE.
 9Press Enter to EXIT
- MENU2
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  Options may be selected with the cursor control keys or by typing the First
  letter of a menu item to HIGHLIGHT the item and then press the Enter key.
PREPARE INVOICES
Allows the user to enter invoice data and then prints the invoice.
CUSTOMER MAINTENANCE
Procedure for maintaining customer records (Add, Change and Delete).
ITEM MAINTENANCE
Procedure for maintaining item records (Add, Change and Delete).
 !SYSTEM SETUP
 Procedure for maintaining system control information: Company Name/Address,
 Default Sales Tax Rate, Late Charge Annual %, Register Flag, # of Packing
 Slips, Remark, Next Invoice #, Invoice Copy Titles (Max-4) and Printer Port.
 !REGISTRATION
Explains user registration and prints a registration form.
 %EXIT
Optionally print invoice register and terminate First Invoice System.
Press <ESC> to Exit
Press Enter to Continue
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  KEYBOARD USAGE
  The cursor control keys are used for positioning the cursor on the various
  screen fields.  Other keys are used for clearing fields and entering data.
  Check each screen display for key usage unique to that particular screen.
ENTER - Used to input data keyed into a field.
UP ARROW - Positions cursor back (or up) 1 field.
  DOWN ARROW - Positions cursor forward (or down) 1 field.
  LEFT ARROW - Moves cursor 1 position to the left within the current field.
 RIGHT ARROW - Moves cursor 1 position to the right within the current field.
PAGE UP - Displays the previous page on a scrolling screen.
PAGE DOWN - Displays the next page on a scrolling screen.
HOME - Positions cursor at the first input position of a field.
     END - Positions cursor at the last position entered for a field.
INSERT - Toggles insert and overwrite input mode.
DELETE - Deletes character at the cursor and shifts remainder to left.
BACKSPACE - Moves cursor 1 position to the left and deletes the character
at that position. GOOD FOR CLEARING DIGITS IN A NUMERIC FIELD.
CTRL/END - Clears current field from the cursor to the end of the field.
CTRL/PGUP - Positions a scrolling screen to the first page.
CTRL/PGDN - Positions a scrolling screen to the last page.
     ESC - Exits the current screen or procedure without update.
Press <PgUp> for previous screen
Press Enter to EXIT
INVOICE REGISTER
Each time an invoice (or credit) is printed, a summary record is written
to an invoice register file.  At FIS termination (EXIT), you are asked if
you would like to print the invoice register.  If you respond NO, the
summary records are kept in the file until you are to ready to print the
register.  If you respond YES, the register is printed, and then you are
given an opportunity to delete or keep the register records.
The invoice register contains one line per invoice, showing: Invoice No.,
Date, Customer name, Sub total, Sales tax, and Total amount.  Totals for
all invoices and credits on the register are printed at the end of the
report.  A sales tax recap is also printed showing the total amount of
sales tax by the various tax rates (up to 12 diff. rates).  The register
includes all the summary records in the file at the time of printing.
By keeping the records until the end of a period (week or month), you can
get a period report containing all your invoices and a sales tax recap
for the period.
Once the records have been deleted, there is no way to retrieve them.
 9Press Enter to EXIT
CUSTMAIN
DISPCTL
DISPCTL2,
DISPCTL3
DISPCUSTh
DISPITEM$
INVOICE2
INVOICE3
INVOICE4
INVOICE5
INVOICE6
INVOICES
ITEMMNT 4?
MENU
MENU2   EG
WRAPUP  vM