JCSM Shareware Collection 1996 September/JCSM Shareware Collection (JCS Distribution) (September 1996).ISO/billacct/medlin95.zip/MEDLIN.ARC/PC-AP.DOC

Text File | 1995-01-05 | 35KB | 772 lines

                              PC-AP
                           Version 5.0
                   Copyright 1994, Jerry Medlin





PROGRAM DESCRIPTION

     PC-AP is an accounts payable program for small and medium
size businesses.  The program runs on a IBM PC or compatible
computer with one disk drive and at least 256k memory.

     PC-AP is a Shareware program.  You are encouraged to give
copies to anyone who might use it.  To register as a user, send
$35 to:

                    Jerry Medlin
                    Medlin Accounting Shareware
                    1461 Sproul Ave.
                    Napa, Ca.  94559 U.S.A

     You may use the order form printed with the VIEWDOC program
to register by mail.  U.S. Checks, Mastercard, Visa, Discover and
American Express are accepted.  For phone orders with a charge
card, call [phone].  To order by FAX, send the order form
with charge card information to [phone].

     Your registration fee entitles you to a copy of the latest
version of the program and telephone assistance should you require
it.  The opening screen will include your company name instead of
the shareware registration request and the registration reminders
on printed reports will be eliminated.

     PC-AP is designed to work hand in hand with PC-GL, a General
Ledger Accounting Program.  Each invoice entry must be assigned an
expense code or account number and those account numbers must
correspond to the account numbers in the PC-GL chart of accounts.
You must have the chart of accounts file from PC-GL on the data
disk at all times in order for PC-AP to function.  The file name
of the PC-GL chart of accounts file is PC-GL.COA.  PC-AP can also
read payroll checks written by PC-PR.

     To run the program, simply type "PC-AP" at the DOS prompt.  A
menu is then displayed:

          Program Configuration
          Enter or Change Vendors
          Enter, Change or Select Invoices
          Print Checks For Invoices Selected
          Print Check Listing
          Print Invoice Listing
          Print Vendor Listing
          Print Vendor Activity Report
          Print Account Summary
          Print Mailing Labels
          Print 1099 Forms
          Export Vendor Data
          Start a New Period or Go Back
          End Processing and Save Data

     When inputting information, the plus <+> key has the same
effect as the return or enter key.  Numerical information is
entered "calculator style".  The decimal point is placed
automatically.  The minus <-> key enters a negative number.  This
makes using the numeric key pad even easier.

     PC-AP is fast because it works with data in random access
memory, but the capacity is limited by available memory.
Available memory is shared by the data.  With more vendors on
file, fewer invoices can be entered and vice-versa.  PC-AP allows
a maximum of 2000 vendors and 4000 invoices per accounting period,
with 512k of memory.  With 256k, the capacity is reduced to about
400 vendors and 1000 invoices.

     Each time the menu is displayed, the number of invoices that
can be added is printed at the bottom of the screen.  This number
may be limited by either memory size, available disk space, or
limited to an absolute maximum of 4000.

     Since a power interruption will result in loosing all the
data currently entered into the program, occasionally save your
data back to the disk.  This is done by selecting <Q> Quick Save
from the Enter, Change or Select Invoices selection.


THE PROCESSING CYCLE

     As you receive invoices or statements to pay during the
month, enter them into the program using the "Enter, Change or
Select Invoices" selection.  If you receive an invoice from a
vendor not on file, you must go to "Enter or Change Vendors" and
enter that vendor's information before entering the invoice.

     When you are ready to pay bills, select the invoices to pay,
then print the checks.  The invoices selected for each vendor will
automatically be combined and a single check printed for each
vendor.  The check number and check date will be added to the
invoice, indicating that it has been paid.

     If the printer jams and you wish to reprint a check, use the
<U> Undo Check command to change the check number to blank and
mark it for payment again.

     If you are using the same bank account to write payroll
checks with PC-PR, you can read the net payroll checks into PC-AP
after each payroll.  Choose <R> from the command mode of Enter
Change or Select Invoices.

     At the end of the processing period (usually a month), print
reports to retain a permanent record of the month's activity.
Reports can be printed in any order and as often as desired.  If
you discover an error in any of the reports, correct the problem
and reprint the report.

     Once you are satisfied the monthly information is correct,
start a new accounting period and send the invoices to the PC-GL
General Ledger program by using the START A NEW ACCOUNTING PERIOD
selection from the menu.

     Paid invoices (checks) are added to a file on the data disk
named AP_TO_GL.TRN. This file is read into the PC-GL General
Ledger program from the command mode of the ENTER OR CHANGE
TRANSACTIONS selection by choosing the <R> Read PC-AP Transactions
command.

     All of the paid invoices (checks) are saved in a file to be
reviewed by the PRINT VENDOR ACTIVITY REPORT.  The unpaid invoices
are carried over into the next accounting period.  If the program
has been configured for accrual accounting, accrual adjustments
are also posted to PC-GL.


ENTER OR CHANGE VENDORS

     Vendor information is entered and changed using this
selection from the menu.  Enter the following information for each
vendor:

     Vendor Name - Two lines of 31 characters each are available.
     If you only want a single line for the name, leave line two
     blank.  The blank second line is omitted from mailing labels
     and checks.  When checks or invoices are posted from PC-AP to
     PC-GL, the first line of the vendor name is used for the
     description.  Since descriptions for the PC-GL General
     Ledger program are limited to a length of 21 characters, only
     the first 21 characters of the vendor names are posted to PC-
     GL.  The small down arrow indicates the position of the 21st
     character, so you may choose to keep the first line of the
     vendor name short and use the second line for the remainder
     of the vendor name.

     Vendor Code - A ten character code is used to sort vendors
     and also to post invoices and checks to the vendor's
     account.  In most cases, you will want to enter the vendor's
     last name, followed by as much of the first name as will fit
     in the remaining characters.  For instance, if the vendor's
     name is Jerry Medlin, the vendor code would be MEDLINJERR.
     Notice that all capital letters are used.  If you enter lower
     case letters, they are changed to upper case  automatically.
     Also, notice no spaces are included in the vendor code.  The
     program prevents you from entering a previously used vendor
     code.

     If a vendor code includes a tilde character (~), the customer
     will be deleted when the account is paid.  This allows you to
     enter one time customers and have the program automatically
     delete them when they are no longer active.

     Street Address - Up to 31 characters for the street address.

     City State & Zip - Up to 31 characters for the city, state
     and  zip code.

     Federal ID Number - Enter the vendor's nine digit Federal ID
     number or a Social Security Number for individuals.  Include
     the dashes, so the program can tell the difference between
     Federal ID numbers and SS numbers.  This number is only used
     annually on the 1099 reports.  If you don't know the number
     or don't expect to be printing 1099's for this vendor, omit
     the number.

     1099 Type <0,R,N> - What type of 1099 Misc form to be printed
     for this vendor. 0 = No 1099 printed, R = Rent and N = Non
     employee compensation.  At this time, you only need to send
     1099's to non corporate vendors receiving over $600 per year,
     so most vendors get a zero <0>.  You can change this anytime
     as conditions (or laws) change.

     Default Acct No. - This is the PC-GL account number to which
     payments to this vendor are usually posted.  You must enter a
     default account number, although you may enter a different
     account number when posting.  The default account number is
     also used for automatic entries.

     Auto Invoice Amt - Here you can enter fixed monthly payments
     such as a loan payment.  Each month, the amount is entered as
     an invoice, when you select <A> Auto Bill from the Enter,
     Change or Select Invoices selection.  If the amount is
     different each month, just enter a zero.


     Auto Invoice Date - The day of the month the Auto Invoice
     Amount is due.  This can be a number between 1 and 31 and
     will be used as both the invoice date and due date for the
     invoice generated by the "auto invoice" feature.

     YTD Checks Written - This number is maintained by the program
     and printed here for your information.  You can change it
     using the <C> Change option, if you desire, or recalculate it
     from historical information using the <R> option.

     Pressing the <Escape> key during entry takes you back to the
previous field.  Pressing the <Escape> key at the first name entry
takes you to the command mode.  The command mode allows you to
scroll up and down through the vendor names, delete vendors,
change vendor information and do a quick check on the balances for
a vendor or an invoice.  Pressing the <Escape> key from command
mode takes you back to the menu.  The available commands are
listed at the bottom of the screen.

     The <T> Total command will give you the total invoices
entered and checks written for the period and for the year.  Of
course, if you haven't saved an entire years data, you won't be
able to calculate the year total.  Make sure the Periods to Save
selection under Program Configuration has been set to at least 12
months.

ENTER, CHANGE OR SELECT INVOICES

     This selection allows you to enter invoices and select them
for payment.  Each invoice entry includes the check number and
date of the check used to pay the invoice.  When an invoice is
first entered, the check number and date are blank.  The check
number and date are filled in when the invoice is paid.  Since a
single check can be used to pay more than one invoice, the same
check number may appear with several invoices.  The check amount
is the total of all of the invoice entries with the same check
number.

     Invoice amounts are entered as positive numbers using the
plus <+> or enter key.  Discounts and adjustments are entered as
negative numbers using the minus <-> key (enter the number then
press the minus key).

     Enter the following information for each invoice:

     Vendor Code - The 10 character code for  each vendor is used
     to post an invoice.  If you want to enter the same vendor
     code as the previous invoice, just press <Enter>.  You need
     enter only as much of the vendor code as necessary to
     distinguish it from any other code.  As you enter the vendor
     code, a list of the possible matches appears at the bottom of
     the screen.  Pressing <Enter> accepts the vendor code at the
     beginning of the list.  The vendor's name will then be
     printed at the bottom of the screen, so you can be sure you
     are posting to the correct vendor account.

     Invoice Date - Use the up and down arrow keys to change the
     default invoice due date, and the left and right arrow keys
     to move to the month or year to make changes, then press
     <Enter>.  You may also enter a specific date by pressing the
     period key and then the number.

     Due Date -  Enter the number of days from the invoice date
     the payment is due.  The program will enter the month, day
     and year for you.  If you prefer to enter an actual due date
     you may press escape after entering the days due and enter
     the actual date.  You can also use Program Configuration to
     change the due date entry to take the actual date instead of
     the number of days until due.  Invoices can be sorted by due
     date, if desired.

     Invoice Number - Enter up to 14 characters for the invoice
     number.  Alphabetic characters are allowed, so you can use
     this field  for a short description, if you like.

     Account Number - Enter the account number this invoice will
     be charged to.  As you enter the account number, a list of
     possible account numbers and descriptions is printed at the
     bottom of the screen.  Pressing <Enter> accepts the account
     number at the beginning of the list.  Account numbers come
     from the PC-GL program.

     Amount - Enter the amount of the invoice.  The number is
     entered "calculator style" with the decimal point
     automatically placed at two decimal places.  Pressing the
     <F10> key calls up a 4 function calculator and the calculated
     result may be inserted by pressing <Enter> twice.

     Pressing the <Enter> key on any entry except the amount,
defaults to the previous value.  This allows you to make multiple
entries for an invoice with the same vendor, date or invoice
number by just pressing <Enter>.

     To enter a discount, make an entry with the same invoice
number and date, with the discount amount entered as a negative
number.  Negative numbers are entered by first entering the number
and then pressing the minus <-> key.

     To partially pay an invoice, you must break the invoice into
two entries.  Enter one line for the amount you want to pay, and
another line - with the same invoice number and date - for the
remainder of the total invoice amount.  Then pay the first item.

     Pressing <Escape> during entry takes you back to the previous
field.  Pressing <Escape> at the first entry position takes you to
the command mode.  The command mode allows you to scroll up and
down through the entries and delete and change entries.

     From the command mode, press the <A> Auto Invoice key to
automatically post the amount entered for each vendor as an auto
invoice amount.

     The <R> Read Payroll Cks command will read net payroll checks
written with the PC-PR program.  A payroll check can only be read
into PC-AP once.  This is useful if you are using the same bank
account for payroll and non payroll checks and want to keep your
bank account current.

     The <S> Sort Invoices command quickly sorts all of the
invoices.  You may choose to sort by vendor code, invoice date,
due date, invoice number, account number, check number, check date
or invoice amount.  Or, of course, you can do no sorting at all.
The program doesn't require any sorting and doesn't care which
order the invoices are in.  But, if you want to sort by due date,
for instance, it  would make it easier to choose which invoices to
pay.  You can start at the top of the invoice listing and pay
bills starting with the oldest, until you run out of money.
Sorting by check date will place all unpaid invoices at the bottom
of the list.  Once invoices are sorted, they stay in that order
until you sort them again.

     You may jump directly to Enter or Change Vendors by selecting
<V> Enter Vendors.  After the new vendor is entered, you will
return to Enter, Change or Select Invoices.

     Pressing the <Escape> key from command mode takes you back to
the menu.  All the available commands are at the bottom of the
screen, and are chosen by a single keystroke.

     <Q> Quick Save will save all of your invoice and vendor data
to the disk.  It is a good idea to use Quick Save occasionally if
your electric power is subject to interruption.

THE BANK BALANCE

     A bank balance is always displayed at the upper right of your
screen whenever you are in "Enter, Change or Select Invoices".
For this bank balance to be correct you must have: 1) The correct
ending balance for the previous period in the CASH IN BANK account
in the PC-GL chart of accounts.  2) The correct account number in
Program Configuration for CASH IN BANK  3) Any deposits or
adjustments for the current month entered as paid invoices
(checks).

     Since checks are entered as positive <+> numbers, bank
deposits must be entered as negative <-> numbers.  The deposits
should be posted to one or more "vendors".  For example, deposits
could be posted to a vendor named "Deposits" with a vendor code of
"DEPOSITS".  The account number should be either a sales account
number such as 511 or, CASH ON HAND, account 102.  When you start
a new month, the deposits are posted along with the checks to the
PC-GL General Ledger program.  In addition, the difference between
checks and deposits is posted to account 103, Cash in Bank.

     An alternate way to enter bank deposits is to enter them
directly into PC-GL as credit <-> entries to sales or accounts
receivable or cash on hand with a corresponding debit <+> entry to
account 103, Cash in Bank.

     If you wish to use some account number other than 103 for the
bank account, you may use Program Configuration to change the bank
account number.

SELECTING CHECKS FOR PAYMENT

     Before a check is written to pay an invoice, it must be
marked for payment.  This is done by using the up and down arrows
to find the invoice and then pressing the asterisk <*> key or the
<P> key.  The word "pay" will then appear in the check number
field for the invoice, indicating it has been marked for payment.

     The <T> Total command prints the total of all invoices paid,
unpaid and marked for payment.  Check this total before printing
checks, to make sure you haven't selected more invoices for
payment than you have money in the bank.  You can also print the
invoice listing to get a printed listing of invoices selected for
payment.  The <V> Vendor Total command totals invoices for only
one vendor.


PRINT CHECKS FOR INVOICES SELECTED

     This menu selection prints a check for each vendor with
unpaid invoices marked for payment.  Multiple entries with the
same invoice number are combined on the check stub.  If more than
13 lines are required to print the check stub for a vendor,
multiple checks are written.

     Before printing begins, you are asked for a beginning check
number.  This number is used on the first check written.
Subsequent checks are numbered sequentially.  The check date is
the same as the system date entered when your computer starts up.
If you want to postdate checks, you must exit the program and
change the system date.

     Checks are printed on a common pre printed checks from New
England Business Services (NEBS).  Program Configuration allows
you to choose several check styles, including the same check form
used by the PC-PR payroll writing program.  See the chart on
Checks Supported later in this manual for more information.

     To print checks, set the printer to begin printing just under
"DATE" on the first page of the check form.


PRINTING REPORTS

     Each time you choose to print a report you will be asked to
enter a report date.  On some reports, you will be asked to enter
a beginning and ending vendor code for the report.  This feature
allows you to print partial reports or to print a report for only
a single vendor.  If you want to print reports for all vendors
starting at the first vendor, just press <Enter> twice.

     Next, you will be asked to choose whether you want to print
the report to the printer <Enter>, to the screen <S> or to a file
<F>.  If you choose to print to a file, you will be asked for a
file name.  The report is then saved as an ASCII file.  (These
files are not readable by PC-AP, but can be viewed and changed
with a text editor and used by other programs that can read ASCII
files.)  The report is printed to a file exactly as it would be
printed to a printer.  If you print to the screen, you will be
able to scroll up and down through the report using the arrow
keys.

PRINT CHECK LISTING

     To provide an adequate audit trail, this report should be
printed and retained before closing out the month.  It lists all
the checks written for the accounting period sorted by check
number.  You will be asked if you wish to have account numbers
included.  Checks broken down into more than one account number
will be printed on multiple lines if account numbers are included.
If no account numbers are included, only one line per check will
be required.

PRINT INVOICE LISTING

     You may print all of the invoices or just unpaid invoices.
Print this report at the end of the processing period.  You can
also print the invoice listing before printing checks, to get a
summary of how many checks are to be printed.  This helps avoid
the embarrassment of printing more checks than you have money in
the bank.  Before printing, you can sort the invoices if you wish.

PRINT VENDOR LISTING

     Occasionally, you will want to print a listing of all of the
vendors on file.  This report includes all of the vendor
information on the "Enter or Change Vendors" input screen.

PRINT VENDOR ACTIVITY REPORT

     This report is a summary of activity for a vendor for the
last 16 accounting periods.  If you choose to print the report for
all vendors, you can expect the report to take a considerable
amount of time to print.  A more practical way to use this report
is to print it for a single vendor to resolve problems.  The
number of accounting periods saved for review can be changed using
Program Configuration.

PRINT ACCOUNT SUMMARY

     This report tells you how much you owe or how much you paid,
broken down by general ledger account number.

PRINT MAILING LABELS

     As long as you have all of this vendor information on your
computer, you might as well use it to print mailing labels.  You
can print labels for all the vendors or only one vendor.  Labels
are printed on standard 15/16ths peel off labels with one inch
spacing between labels.  To align the printer, use the selection
process to print a single label.


PRINT 1099 FORMS

     1099's are required by the IRS and many states for each
vendor receiving over $600 a year.  The IRS rules for which
vendors require 1099 forms are confusing, so you may need to ask
your accountant or the IRS (good luck!) about which vendors need
1099's.  This selection will print to standard sprocket feed forms
or (if you checked Laser Printer under program configuration) to
cut sheet 1099 forms.  Vendors with a zero <0> under 1099 Type
will be skipped.

     To provide the payor's information to be printed on each
1099, you must enter a vendor with the vendor code "1099NAME" and
your company name, address and ID number.

     1099 Forms may be purchased from New England Business
Services at 1-800-388-3810.  The "mail code" is 95111.  For
sprocket feed printers, the form number is 9857 and the envelope
is 9854, or use the 9858 mailer.  For sheet feeder or laser
printers use form number 12437.

START A NEW PERIOD OR GO BACK

     When you have printed all the reports you need, and all is in
order, you can complete the accounting period.  All of the paid
invoices and deposits are then saved to a file for use with the
Print Vendor Activity Report.  Paid invoices and deposits for past
accounting periods are saved on the data disk in a series of
files.  The most current entries are saved in the file named
AP1.INV and the next most current in AP2.INV  The oldest entries
are eventually saved in the file named AP16.INV.

     All unpaid invoices are carried over to the new month.

     All paid invoices (checks written) and deposits entered are
saved to a file named AP_TO_GL.TRN along with a balancing entry to
the bank account.  To read this file into PC-GL, you must go to
the command mode of the ENTER OR CHANGE TRANSACTIONS selection of
PC-GL and press <R> for Read PC-AP Transactions.  This will
transfer all of the transactions into the PC-GL program as if they
had been typed from the keyboard.  This can be done at any time.

     So, to post PC-AP transactions to PC-GL you must:

     1) Read any payroll checks (if desired)
     2) Start a new period with PC-AP.
     3) Run PC-GL and select ENTER OR CHANGE TRANSACTIONS.
     4) Press <Escape> to get to the Command Mode.
     5) Select <R> for Read PC-AP Transactions.

     In addition to the checks written and deposits entered, a
single debit or credit entry to account 103, Cash in Bank is
created to complete the posting process.  You may use Program
Configuration to change this account number if you wish.  Of
course, any of these automatically posted items can be edited and
changed in PC-GL after posting.

     The program initially assumes you are on a cash basis of
accounting.  Only the invoices actually paid during the month are
posted.  If your accounting is on an accrual basis, use Program
Configuration to change Accounting method to <A> and accrual
adjustments will be posted automatically each month.

     If you do not use PC-GL and never read the PC-AP checks, the
transfer file will continue to grow each month.  You should
occasionally erase the file to save disk space by typing ERASE
AP_TO_GL.TRN from the DOS prompt.

     You may select to go back to the previous period to make any
adjustments and reprint reports as long as you have not read the
previous month's transactions into PC-GL.  All invoices for the
current period are saved in the file APFUTURE.INV and will be
recalled when you start a new period again.

EXPORT VENDOR DATA

     This selection creates a file on the logged disk drive and
subdirectory called PC-AP.PRN which can be read by programs like
Lotus 123 and DBase.  The file format is called "comma delimited
ASCII" and can be read into Lotus 123 by using the
/File/Import/Numbers command.


END PROCESSING AND SAVE DATA

     When processing is completed, you must exit the program using
this selection.  Do not end processing by just turning off the
computer.  You will lose any data entered since the last save
operation.

PROGRAM CONFIGURATION

     Program configuration allows you to change certain features
of PC-AP.  Use the up and down arrows to move the pointer and then
press <C> to change an item.  You can then change the following
information:

     Display Colors - If you have a color adapter and monitor, you
     can change the colors for borders, program prompts,  data,
     and background.  Allowable colors are from 0 to 15.   The
     display will be instantly updated as you use the arrow keys
     to change the colors.

     Laser or sheet feeder printer? - You can change the way PC-AP
     starts a new page.  Usually, PC-AP starts a new page by
     counting lines until the page total equals 66 lines.  If you
     enter a "Y" for the laser printer question, PC-AP will start
     a new page by issuing a form feed command.  This works on
     most other printers too, but requires you to set the top of
     form before you start printing.

     Path for PC-AP data files? - Enter a drive and path
     designation for PC-AP data.  If you want the program to read
     data from the B drive, enter B:.

     Accounting method - This determines how invoices are posted
     to  PC-GL.  The allowable answers are "C" for cash basis
     accounting and "A" for accrual basis accounting.  If you
     select A, accrual adjustments will be automatically posted to
     PC-GL each month in addition to the checks written.

     Months of data to save - The PC-AP program saves paid
     invoices on your data disk for later review with the Vendor
     Activity Report.  Normally, the paid invoices for the
     previous 16 months are saved.  You may modify this number to
     be anywhere from 1 to 99 months.  Remember, the more months
     of data you save, the more room you need on the data disk and
     the more time it will take to review a vendor's activity.

     GL bank account number - Enter the PC-GL account number you
     are writing checks from.  The default value is 103.

     GL accounts payable number - If you have selected the accrual
     basis, enter the PC-GL account number for accounts payable.
     The default value is 310.  For cash accounting, it doesn't
     matter what you have here.

     Top or bottom stub check - PC-AP normally prints on a check
     form with the stub on the top.  Enter a "T" for top stub or a
     "B" for bottom stub.

     Print check number on Check? - Enter "Y" for yes or "N" for
     no.  You should always order your checks with the check
     number pre printed on the check.  This selection determines
     if the number will be printed a second time on the body of
     the check.  See the next page for the check forms supported.

     Long laser check? - If you have a laser printer you can
     choose the new 11 inch long laser checks.  You will not be
     asked this question unless you answer "Y" for laser printer.

     Printer for reports (1 or 2) - For printing reports to LPT2
     change this number.

     Printer for checks (1 or 2) - For printing checks to LPT2
     change this number.

     Extra lines before check printing - Enter the number of blank
     lines to print at the top of each check.  Normally, you
     should set this selection to zero and line the check so the
     first line prints in the proper location.  However, if you
     have a printer that feeds a single check at a time and the
     printer doesn't start printing in the correct position, add
     some blank lines.

     Left margin on reports - If you use an Epson printer or a
     Hewlett Packard laser printer, you may add a left margin to
     your reports.  The necessary codes to change to a slightly
     smaller printing and add a small left margin will
     automatically be sent each time you print a report.  Choose
     <E> for an Epson compatible printer or <H> for a HP
     compatible printer or <0> for None.  Statement printing will
     not be affected.

     Addresses included in vendor listing - If you want vendor
     addresses included in the vendor listing, change this from N
     to Y.

     Account numbers in check listing - If you want account number
     included in the Check Listing report, change this from N to
     Y.

     Due date entered as days until due - Normally, the due date
     is entered initially as the number of days after the invoice
     date.  Change this to an N if you prefer to enter the due
     date as an actual month, day and year - like the invoice
     date.

     When you have finished making your changes, press the
<Escape> to return to the menu.  The data will be saved in a file
named PC-AP.CFG.

CHECKS SUPPORTED

     Normally, PC-AP prints on NEBS check form 9020: a top stub
check with the check number printed on the check.  By combining
the Top/Bottom choice with the Yes/No choice for "Check Number
Printed on Check", you can choose from a variety of different
check styles.  Use this chart to configure the PC-AP program for
the proper check.

NEBS Form Number    Stub Location  Num on Check?  Long Check?
=============================================================
9020 & 12520        Top            Yes               *
9025 & 12525        Bottom         No                *
9024 & 12524        Top            No                *
9027                Top            No                No
9215                Bottom         Yes               *
9039                Top            No                Yes
          * Not normally used on laser printers

NEBS 1099 FORMS SUPPORTED
=============================================================
9847 Sprocket Feed 1099 Forms
9858 Sprocket Feed "Mailer" Forms
12437 Laser or Sheet Feeder Forms
9854 Envelope for 1099 Forms


DATA FILES

     Data files are created automatically by PC-AP.  The backup
command in the Medlin Menu Program can copy only these files to
the backup disk.

PC-AP.VND      Vendor data files with balances.
PC-AP.INV      Current period invoices and checks.
PC-AP.CFG      Data created by Program Configuration.
AP_TO_GL.TRN   Data being transferred from PC-AP to PC-GL.
PRIOR_AP.TRN   Accrual method data.
APFUTURE.INV   Current invoices if you go back to the previous
period.
AP1.INV, AP2.INV, AP3.INV, etc. contain the previous period
invoices and checks with AP1.INV the most recent.
PC-AP requires that PC-GL.COA be on the same data disk or
subdirectory as the other data files.

HELPFUL HINTS

     Transactions from PC-AP are not immediately posted to PC-GL
each month.  You must transfer the transactions into PC-GL by
going to the ENTER OR CHANGE TRANSACTIONS section of PC-GL and
selecting the <R> Read PC-AP transactions selection appearing at
the bottom of the screen.

     The only difference between an unpaid invoice and a paid
invoice is the presence of a check number.  So, if you want to
reprint a check, just use the <C> change key to change the check
number back to blank spaces or use the <U> Undo Check command to
change the check number to blank and mark it for payment again.

     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.

     When printing reports, you may pause the printing by pressing
any key.  To resume printing, press any key again.  To quit
printing, press the <Escape> key after pausing.

     Each vendor must have a unique vendor code for posting.  If
you use numbers, the program won't object, but you should at least
try the method suggested earlier in the manual.  Use a vendor code
made up of the vendor's last name plus as much of the first name
as the 10 character limit will allow.  Jane Smith would then have
a code of SMITHJANE (Notice there are no spaces).  This method
allows rapid posting of invoices without looking up vendor
numbers.  The searching method allows you to quickly examine the
codes for all of the Smiths by just typing SMITH, when asked for a
code.

     An invoice can be immediately marked for payment as it is
entered by pressing the <*> key instead of the <enter> or <+> key
when entering the amount.  This is ideal for paying a COD bill.

     PC-AP is written in Turbo Pascal.  The source code is
available for $95.