The Business Master (3rd Edition)

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AGED ACCOUNTS RECEIVABLE: ========================== Your AGED ACCOUNTS RECEIVABLE listing provides a breakdown of the current status of your Accounts Receivables. (NOTE: You should always run (A)ged accounts before you run statements.) This report can be ran at any time in either of two sequences: by sitter ACCOUNT number, or by sitter last name. When you request this report you are prompted to enter two dates: date #1 = the date you last selected statements, date #2 = the current period ending date to be used. All transactions after the entered period ending date will be ignored and not considered in this report. All transactions prior to, and including, last statement date are used only to calculate the aged balance of each account. All transactions between these dates are considered as current postings form which all receipts will be listed in detail. This receipts listing will aid you in monitoring your sitters willingness to pay. You should find this a valuable feature for those sitters having a balance over 60 days old. The optional listing of zero and credit balance sitter's will allow you to control the size of your Aged Receivables report. We recommend that you run a complete report at the end of the year so that you have a listing of all accounts you have performed services for. STATEMENTS: =========== STATEMENTS can be printed at any time. Transactions posted after the current statement period ending date are not considered for processing. You have the option of using either custom statement forms, or they can be printed on standard 8 1/4" by 11" paper. (Custom forms are available from Micro Data Assist.) You are also given the following options: 1.) of printing statements for a limited sitter account number range. If you only need a statement for a single, specific, sitter account then enter that sitter account number for both the starting, and ending, sitter account number range parameters. (NOTE: Statements are always printed in sitter account sequence.) 2). of printing debit balance sitter accounts. Within this option you can limit the printing of statements to only those sitter accounts having a debit balance above a given minimum dollar value. With this option you can save the cost of handling statements that will cost you more than you will receive. 3.) of printing zero balance sitter accounts. 4.) and, of printing credit balance sitter accounts. (Note - If you answer 'N' to all of these options then the request to print statements will be canceled.) You identify the transactions to be printed on each statement by identifying the last statement date and the current period ending statement date. All transactions prior to, and including, the last statement date will be considered as balance forward only and will not be listed on the statement. Only those transactions after the last statement date to, and including, the current period ending date are listed in detail on the statement. All transactions are listed in date order. SITTER'S does not create any balance forward record nor does it have a rigid closing cycle for your Accounts Receivables. All transactions for each sitter account are read in date sequence to determine the sitter account current balance. No transactions are considered in this calculation that are past the current period ending date. Using this concept you can rerun statements at any time for any period and see the same results. GENERAL LEDGER JOURNALS: ======================== The GENERAL LEDGER JOURNAL request performs the function of extracting all transactions for the requested period and provides you with a listing in a sequence that will allow you to create your Journal entries for any ledger system you use. (L)ETTERS: ========== You can setup up to 99 different letter formats. WORD PROCESSOR: --------------- SITTER'S has built into it a limited word processor. The following keys are used to control the editing of your letters. KEY PURPOSE --------------------------------------------------------- Uparrow or Ctrl-E Move up one line Dnarrow or Ctrl-X Move down one line Leftarrow or Ctrl-S Move left one character Rightarrow or Ctrl-D Move right one character Ctrl-Leftarrow or Move left one word Ctrl-A Ctrl-Rightarrow or Move right one word Crtl-F Home Beginning of current line End End of current line Ctrl-Home Beginning of current window Ctrl-End End of current window PgUp Previous edit window PgDn Next edit window Ctrl-PgUp Beginning of letter Ctrl-PgDn End of letter Return Move to beginning of next line Delete Delete character at cursor Backspace Delete character left of cursor Ctrl-Y Delete current line Ctrl-T Delete word right Tab Insert tab character or spaces Printable character Insert character Ctrl-B Reform paragraph Ctrl-V or Ins Toggle insert mode Ctrl-W Finish editing and save Esc Abort edit, return original SELECT ADDRESSES FOR LETTERS: ============================= One special feature of the 'SITTER' system is the ability to print letters to a selected range of PATRON'S and SITTER'S. With these letters you can keep in touch, provide special notices, and other information. You can limit this letter selection to a single PATRON or SITTER if necessary. The letters you print are first setup in your letter format file which can contain up to 99 unique letter formats. After you identify the selection of either PATRON or SITTER to receive letters you then select the sequence and range of addresses to select. ACCOUNT NUMBER: With this selection addresses of both PATRON'S and SITTER'S are selected in account number sequence. LAST NAME: With this selection addresses of both PATRON'S and SITTER'S are selected in last name sequence. CURRENT UPDATES: With this selection addresses of both PATRON'S and SITTER'S are selected in last name sequence for the maintenance date range requested. DATE LAST WORKED: With this selection only SITTER'S are selected in last name sequence for the last worked date range requested. STARTING WITH/ENDING WITH: Enter the range starting/ending values to limit your selection with. If no values are entered then the entire file is selected. LETTER FORMAT: -------------- After you have made your selection entries you then define the parameters the control the format of you letters. The default values entered are good for a standard letter format. If you are not using continuous form and a cut sheet feeder you may wish to pause between pages in order to load the next form into your printer. If you are using preprinted stationary you will not wish to print your return address. Upon completion of setting up your form parameters you are then requested to select the letter format to print. Use the up/down arrow keys to highlight the desired letter and then press the <ENTER> key. (D)isplay letters: ------------------ With this request you will be displayed a listing of all letter titles you currently have on file. From this display list you can highlight and select the specific letter format you wish to perform maintenance on, or inquire into. Upon selecting the desired letter format you are automatically taken into the (M)aintenance function in the (I)nquire mode and the selected letter is displayed to you. (M)aintenance: -------------- The letter maintenance functions allow you to fully maintain your letter formats, and to add new formats to your letter file. The following maintenance functions are provided: (I)nquire - With this option you can request the display of a specific letter format. Once displayed you can then select any of the other maintenance options. (A)dd new - Use this option to setup new letter formats in you letter file. Each letter must be assigned a unique ID. code between the values of '01' to '99'. In addition to this code you should assign a brief descriptive title to the letter that will provide you will enough information that you can determine the contents of the letter format to follow. (Note - When you do search displays of the letter formats you have on file the only information displayed to you will be the letter code and this brief description.) Finally you are provided a window through which you can setup your letter body. When you setup a letter keep in mind that SITTER'S will perform all of the addressing functions for you - only setup that portion of the letter body that is common to what you want all patients to receive. In the LETTER BODY 'field', the system works like a word processor with most of the features one would expect. You can rework the body of the letter without affecting the other parameters of your letter format. Correcting mistakes can be done by moving the cursor to the mistake and typing over it. If you need to 'insert' a word or space pressing <CTRL-V> will activate an INSERT capability. Press <CTRL-V> again when you're finished with the INSERT. When you're finished with the letter, press <CTRL-W> to 'save'. You will receive a 'prompt' in the message line at the bottom of your screen: INFORMATION CORRECT (Y/N) Y Press <ENTER> if your answer is yes. The system will then add that letter to your file. (C)hange - The (C)hange function works in the identical fashion as the (A)dd new function except the letter must already be in existence. Once you have selected a letter to be changed you can modify any displayed information other than the letter ID. code. (D)elete) - To delete a letter, move to the (D)elete function and press <ENTER>. The cursor will automatically position itself at the CODE # 'field. If this is the letter you want to delete, press <ENTER>. You will then receive a 'prompt' in the message line on the bottom of your screen: DELETE THIS RECORD (Y/N) N This gives you the opportunity to reconsider deleting this letter record. If you're sure, press 'Y' and <ENTER>. (+/-)skip - The (+)skip & (-)skip functions are there to allow you to move quickly through your LETTER file. (+)skip moves you forward to the next letter format on file. (-)skip moves you backward a to the previous letter format on file. (C)opy - With this feature you can copy the format of one letter and make a new letter. After the copy operation is completed just call up the new letter and make the necessary changes. (I)mport - ** TAKE CARE WHEN USING THIS FEATURE ** The letter formats required by this 'SITTER' system must consist of the standard ASCII characters. Some word processors generate special characters for control of letter format. These special characters CANNOT be used in any letters within the 'SITTER' system. Be sure to only import letters that are composed of only the standard ASCII character set. LIST LETTERS: ------------ When you're ready to print letters choose the (L)ist to printer option from the RECALL LETTERS SUB - MENU. A question will appear in the message line at the bottom of your screen: LIST ALL LETTERS (Y/N): N If you enter a 'N' and press <ENTER> and you will receive a display of the letters you have on file. They will be listed by code and title. Move to the specific letters you want to print and press <ENTER>. If you enter a 'Y' and press <ENTER> you will immediately start printing a proof listing of all letter formats you have on file. Upon termination of the letter proof listing you are returned to the (L)etter sub-menu. (U)TILITIES: ============ This section of the system is designed to assist you in modifying and maintaining the overall SITTER'S system to meet the unique needs of your business. SYSTEM UTILITIES: ----------------- (F)orce color to monographics: N - provides the option of using a color screen or black and white. If you are testing SITTER'S on a laptop computer you may wish to force the color to monochrome display. Currently most laptops only display in shades of gray and use of the color display option will make reading your screens difficult. (R)eindex data files - will 1. physically remove all records flagged as deleted and return the space to your system, 2. rebuild all file pointers. (NOTE: If you restore your data files from a backup, you must run the 're-indexing' function before you use them. Failure to do this will corrupt the restore data files, requiring you to reload them from the same backup and start over.) (S)et date format - With this option you can have the SITTER'S program display and accept dates in any of the various national formats. (D)elete old invoicing and contracts - will clear information no longer needed to give you room for new information. Again, you can enter by highlighting and pressing <ENTER>, or by pressing 'D'. (Note - Only invoicing that has a zero balance as of the requested purge date will be flagged for deletion. In this manner active accounts that have open balances as of the requested date will retain all of their transactions.) (U)pdating registration information - allows you to make informational changes when necessary to keep your system personalization current. To enter this area, highlight it on- screen and press <ENTER>, or press 'U'. (P)rint registration form - is the function you use to print the registration form you must send in to register you as a user of Micro Data Assist add remove you from the 10 sitter and 50 patron limit. GLOSSARY: ========= BUFFER The space in the computer's memory where text is temporarily stored while the computer is on. CONFIG.SYS A file used to modify the parameters of machine operation. DBF Data base files. DEFAULT Word used to designate 'standard', most common. In MED#1, 'default' is 00 unless specified otherwise. DOS Disk operating system. FIELDS Specific areas for receiving information. FLAG An instruction put in one function that cross references with another function requesting an activity. FREEFORM FIELD A field that doesn't require information every time the function is used. INITIALIZATION Bringing up the system and customizing it to create DBF. INSTALLATION Physically putting the software on disks by copying. MESSAGE LINE Space at the bottom of the screen for 'prompts' and 'help'. PROMPT A question or request that appears on screen which has to be answered before continuing with the function. PURGE Remove outdated information and create space for new information. SERVICE / SUPPORT: ================== Micro Data Assist provides service and support to the user on a "Pay As You Go" type arrangement. Under this method you pay only for the time and services needed to answer your questions. The rate is $60.00 per hour, billed in 15 minute units, with a minimum billing of $15.00. All service and support is provided over the phone, Monday - Friday, 9:00 am to 4:00 pm cst. Phone:(214) 736-3668 (Note: Micro Data Assist does not, and will not, provide any assistance with hardware, and operating system, problems. We recommend that you establish support for these items from within your local area.) Micro Data Assist also encourages local VAR's and DEALERS to promote and service SITTER'S. Authorized VAR'S and DEALERS provide a more personal level of support and in many cases may be in your area. Their rates for their support are not controlled by Micro Data Assist and in most cases will be less. For the name and phone number of an authorized VAR or DEALER in your area call: Phone:(214) 736-3668 (no charge for this call) Micro Data Assist is always looking for VAR's and DEALERS to support the SITTER'S family of products we offer to the medical practitioner. We offer an interesting, if not unique, market participation plan to all VAR's and DEALER's that wish to become authorized support centers for our products. If you know of a VAR or DEALER in your area that would be interested in becoming an authorized support center for our products have them call us at: Phone: (214) 736-3668 UPGRADES: ========= There are two types of UPGRADES to be considered: 1. Upgrades due to errors detected in prior releases of Micro Data Assist products. During the first year of use following registration, when we are notified of a problem we will make all effort necessary to correct it in the shortest time possible. When the correction is made we will provide all registered users with a copy of the corrected program at no cost. If you encounter an error in your program please do the following: A. Write down the error message - exactly as displayed. B. Call Micro Data Assist immediately at (214) 736-3668 and describe the problem and read to use the error message. C. If possible capture to the printer a copy of the screen that is displaying the error message. This can be done by turning on your printer and pressing (at the same time) the Shift and the 'PrtSc' keys on your printer keyboard. 2. Upgrades due to improvements and new features being incorporated into Micro Data Assist products. Micro Data Assist is constantly in the process of evaluating and improving the SITTER'S and related software products provided to our users. While we cannot give any hard dates for releasing new versions of our programs we hope to have one major release per year. Some of these releases will be new programs and not upgrades to existing programs. All new programs will be offered to registered users at a special price. If you are not a current registered user your price will be considerably higher. Registered users: All upgrades will be provided free to all current registered users. We encourage you to install all upgrades when received. Some upgrades may require the creation of new fields within your database. If you fail to install all upgrades these fields will not be available for the next upgrade that we send you. The cost of each upgrade will be determined by the new features it incorporates and will vary. Please request a price listing of all upgrades. You will need to purchase all upgrades released that have a higher version number than the current version you are using (if you wish to carry your current data up into the new formats). Some upgrades may require the creation of new fields within your database. If you fail to install all upgrades these fields will not be available for the next upgrade that we send you. (Sorry but we can only support our registered users.) NEW RELEASES: ============= New releases are not to be confused with upgrades. Upgrades are improvements in a specific product. New releases are new products and may have a new name. Micro Data Assist is dedicated to providing small business with the best programs at a competative price. We realize that one program cannot address all needs. As we grow Micro Data Assist will be creating new programs for various small business needs. As these programs become available we will be notifying all current users of our products of their availability. Current registered users will be offered the opportunity to purchase these products at a reduced rate.