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

Text File | 1995-01-05 | 16KB | 362 lines

                              PCINV
                           Version 5.0
                  Copyright 1994 by Jerry Medlin


PROGRAM DESCRIPTION

     PCINV is an invoice writing program for small and medium size
businesses and 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.  To become a registered user,
send $25 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.

     To run the program, simply type "PCINV".  A menu is then
displayed:

          Program Configuration
          Enter or Change Sales Codes
          Enter or Change Customers
          Enter or Change Charges & Payments
          Enter & Print Invoices
          End Processing and Save Data

     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 second,
third and fourth items on the menu are the same as 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 fifth 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

     In addition to sales codes and descriptions, you may enter a
default price and sales tax percent for each sales code.  The
default price will be used for the invoice amount.  The sales tax
percent will be used to calculate sales tax on each item.  If the
item is not taxable, enter zero for the sales tax percent.  See
the PC-AR manual for hints on setting up codes for multiple tax
rates.

     If any of your sales are subject to sales tax, you should
have a sales code for sales tax collected.  The same three digit
code should be entered under Program Configuration so that sales
tax may be automatically posted to the proper sales code.

     You may add new sales codes and descriptions or change old
ones 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 similar to the same selection in the PC-AR
program except you cannot do Auto Billing or Sales Tax
calculations from PCINV.

     Details of each invoice printed are immediately available
here for editing.

     You can recall and edit or recall and duplicate any invoice
written by PCINV during the current month.  Just use the arrow
keys to scroll to any line of the invoice and press <R>
Recall/View/Edit this Invoice or <D> Recall and Duplicate this
Invoice.  The revised detail will be here when you return from
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 Program Configuration 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 - Use the up and down arrow keys to change the
     default day, and the left and right arrow keys to move to the
     month or year for changes, then press <Enter>.  You may also
     enter a specific date by pressing the period key and then the
     number.  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 defaults to a fixed number of days
     after the invoice date.  You may change the number of days
     using Program Configuration.  You may also change the default
     due date using the arrow keys.  Or, you may enter an
     alphabetic entry such as "Upon Receipt" in Program
     Configuration and that statement will replace the due date.

     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 Program Configuration 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 with a non zero sales tax
amount.  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       <Home> Goto Top      <Ins> Insert
<> Scroll down     <End> Goto Bottom    <Del> Delete
<Esc> To Menu       <C> Change           <Q> Quick save
<P> Print Invoice   <+> Resume adding    <S> Sort Items
<E> Enter or Change Customer

     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 with the <Del> key, or use
the <R> Recall/View/Edit this Invoice command and delete the
detail.


OBTAINING FORMS

     Using the Program Configuration 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
800-388-3810.  The mail code number is 95111.

     In addition, you may use the Program Configuration to make
the program print invoices on plain paper.  The paper could be
either 7 inches or 11 inches long.

PROGRAM CONFIGURATION

     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 use the arrow keys to change the colors for screen
     borders, program prompts, data, and background.  Allowable
     colors are from 0 to 15.  The display is instantly updated as
     you enter the new colors.

     Laser or sheet feeder 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.

     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 sales code -  Sales code for posting sales tax.
     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 PCINV 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 Program Configuration.

     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.

     Default days until due date - This number will be used to
     calculate the default due date based on the invoice date.

     Statement to replace due date - A statement like "Upon
     Receipt" can be entered to replace the due date on invoices.
     You will not be asked to enter a due date on invoices if this
     statement is filled in.  If you want to enter an actual due
     date, change this statement to blank.

     When you have finished making your changes, press the
<Escape> key to exit this selection.  The new information will be
saved.

DATA FILES

     In addition to the data files are shared with PC-AR, the
following files are used by the <R> Recall or <D> Duplicate
command:
INVLINES.DTA   The current period invoice detail file.
OLDLINES.DTA   The previous period's invoice detail.
PRLINES.DTA    The current month's invoice detail, saved when
using the "Go Back" feature in PC-AR.


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 PC-AR Program Configuration 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.