Cream of the Crop 1

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Text File | 1991-11-24 | 14KB | 312 lines

Overview: You can summarize all revenue/expenses you have incurred for any period of ì time, for any category of Clients, or for any individual Client. This screen summarizes the revenue/expenses, but the Activity file is the ì original source of entry for the individual revenue/expenses. Original entry into the activity file: Whenever you make an entry into the Activity file, you will see this item ì on the screen: "REVENUE/EXPENSE FROM THIS ACTIVITY:" If you have any revenue/expense associated with an activity, then enter the ì amount on the screen for that activity while you are in the Activity file. ì Later on, you can summarize all of the revenue/expenses per Client by going ì to the REVENUE/EXPENSE SUMMARY MENU, the screen where you presently are. ============== | OPTION 1: | ============== Option 1 is to change the start or stop date of the summary. It defaults to ì these dates: START DATE :'01/01/1901' STOP DATE :'12/12/2999' This means that any summaries that you generate will be for a 2,098 year ì period. Let's say that you would like to examine revenue/expenses for a two ì week period, during which you were on the road visiting a Client. In that ì case, go to option 1 and enter the date on which the two week period began ì as the START date, and the date on which the two week period ended as the ì END date. Now your reports and summarized revenue/expense data will ì reflect just that two week period. ============== | OPTION 2: | ============== Option 2 allows you to choose the name on whom the report is summarized. ì This option defaults to ALL, which means that all Clients who have ì revenue/expense items represented in the Activity file will be summarized. ì Let's say, though, that you wish to summarize those revenue/expenses for ì just one Client over some period of time. By invoking this option, you can ì select one specific Client on whom you wish to summarize data. ==============è | OPTION 3: | ============== Option 3 summarizes those activity records that meet the criteria you ì entered in options 1 and 2. Then the program takes the summarized ì revenue/expenses per Client and posts it permanently into these fields in ì the Client file: 'Date revenue/expenses last summarized :' 'Summary of revenue/expenses for this Client, all activities :' This means that any time you summarize revenue/expenses from this menu, you ì can go back to the Client file and examine the totals for each Client. Of ì course, you can print out the SUMMARY REPORT, option 4, and see what those ì summaries were. In this selection, you have these choices of records from the activity file ì to include: 1 = all records with either a positive or negative entry 2 = include only records with a positive entry 3 = include only records with a negative entry The intent of these 3 choices is to allow you to segregate either revenue ì or expense items, if desired, from the rest of the records. After selecting from those choices, you can then invoke the Selection ì Criteria Menu. Observe these options: --------------------------------------------------------------------------- At this menu you can invoke the Selection Criteria Menu. | [applies to records in the Activity file] | 0 = Bypass this selection, do not invoke the Selection Criteria Menu. [default] 1 = Invoke the Selection Criteria Menu. | | --------------------------------------------------------------------------- è After having made any selections at the Selection Criteria Menu, if any, ì you can then observe this logic: --------------------------------------------------------------------------- Calculation of hourly rates, if any. | | By default, the program assumes that any values it pulls from each activity ì record are complete and do not require any further processing. Any ì calculations, for example, of hourly rate by elapsed time have already been ì executed by the Billings module, if invoked. If the Billing option is not ì invoked on the Install menu, then any value that you have entered into the ì bottom of an activity record is assumed to be in its final form. If, however, the value you have entered is a preliminary one, such as ì hours, and requires further calculations, then enter 'T' or 'Y' here. Once ì so selected, this option will assume that you have been entering hourly ì values and will then multiply those numbers times an hourly rate. | | --------------------------------------------------------------------------- ============== | OPTION 4: | ============== Option 4 prints the SUMMARY REPORT for all these activities summarized in ì Option 3. At this option, you have four choices: 0 = No report, return to prior menu [default] 1 = Report by company name 2 = Report sorted by summarized value, in ascending order 3 = Report sorted by summarized value, in descending order ============== | OPTION 5: | ============== Statements: The Statements selection has it own menu, the Statements Menu. Some of the selections contained within this function are interrelated, ìèsuch as choosing the start/stop date of the summary in Revenue/Expense also ì selects the same range in the Statements. This Menu is a true accounting module, unlike the Proposal/Invoice sections ì in the program that are word processing in nature. Options 1 and 2 within the Statements Menu will create the statements for ì you after you have defined some default values in option 3. They draw ì their financial data from the activity records. They will both print out ì the same values on each statement, but the Detail Statement will show you ì the activities that were summarized to the statement. Remember that the statements module will take all positive values, add them ì together, then subtract any negative ones it finds in activity records. ì This is important to know if you want to reflect payments made against an ì account, as with a CPA, or if you want to show payoff history associated ì with a debtor in a collections system. ============== | OPTION 6: | ============== "6) Add-on interest" Thi≤á featurσá wil∞ calculatσ add-oε interes⌠ anΣ wil∞á theεá placσá thosσ ì charge≤ int∩ ß newl∙ createΣ activit∙ record« Oncσ selected¼ optioε ╢ wil∞ ì theεá upgradσá thσ summarizeΣ valuσ durinτ thσ postinτ proces≤á t∩á reflec⌠ ì thesσ additiona∞ charges« Utmos⌠á cautioεá mus⌠ bσ useΣ witΦ thi≤ functioε sincσ i⌠ doe≤á creatσá ne≈ ì activit∙á records¼á eacΦ witΦ ne≈ value≤ iε thσ Revenue/Expensσ field«á T∩ ì understanΣ thσ logiπ oµ thi≤ feature¼á creatσ aε administrativσ recorΣá fo≥ ì yourselµá iε thσ Clien⌠ file«á Froφ thi≤ recorΣ oε thσ Clien⌠ Ge⌠á screen¼ ì pres≤á [F6▌á repeatedl∙ t∩ invokσ thσ Ac⌠ No≈ [TM▌ feature«á Ac⌠ No≈á [TM▌ ì mean≤ 'activit∙ now'¼ anΣ wil∞ presen⌠ ß blanδ activit∙ recorΣ t∩ you« Iε ì eacΦ oµ thesσ blanδ records¼á ente≥ somσ valuσ iε thσ Revenue/Expensσ fielΣ ì t∩ reflec⌠ amoun⌠ owed¼á let'≤ say«á Afte≥ yo⌡ havσ createΣ ß numbe≥á oµ ì sucΦá records¼á comσá bacδá t∩ thi≤á 'REVENUE/EXPENS┼á SUMMAR┘á MENU'¼á anΣ ì experimen⌠ witΦ selectioε ╢ fo≥ jus⌠ thosσ activit∙ record≤ associateΣ witΦ ì you≥ singlσ administrativσ recorΣ iε thσ Clien⌠ File. Option 6 displays these four items: ------------------------------------------------------------------------- Add-on interest calculation: | Turn feature On or Off | [ 'T' = true or yes; 'F' = false or no ] | Default name for calculation: è Annual rate, as a percentage: | | | Enter period of calculation: yearly, monthly, weekly, daily | [1 = yearly, 2 = monthly, 3 = weekly, 4 = daily] | ------------------------------------------------------------------------- Thσá defaul⌠ namσ useΣ iε thi≤ calculatioε i≤ 'interest'¼á thougΦ yo⌡ coulΣ ì placσ anythinτ yo⌡ wisΦ there¼á sucΦ a≤ 'othe≥ charges'«á Thσ annua∞á ratσ ì mus⌠ bσ entereΣ a≤ ß percentage¼á sucΦ a≤ '12.00'¼á no⌠ a≤ ß decima∞ value« ì Thσ perioΣ oµ calculatioε give≤ yo⌡ thesσ options: ▒ ╜ yearly¼ ▓ ╜ monthly¼ │ ╜ weekly¼ ┤ ╜ daily Let'≤á sa∙ tha⌠ yo⌡ haΣ selecteΣ '12.00º a≤ you≥ percentagσ anΣ numbe≥á onσ ì fo≥á thσ period¼á signifyinτ ß yearl∙ calculation«á Iµ thσ ne⌠á summarizeΣ ì valuσá oµá thσá relevan⌠ activit∙ record≤ i≤ $100¼á theε thσá prograφá wil∞ ì calculatσ yearl∙ interes⌠ oµ $12«á Iµ yo⌡ selec⌠ thσ monthl∙ timσá period¼ ì thσá calculateΣá interes⌠ wil∞ bσ 1/1▓ oµ that¼á o≥ $1.00«á Iµ yo⌡á selec⌠ ì weekly¼á theε i⌠ use≤ 1/5▓ oµ thσ yearl∙ interes⌠ fo≥ thσ calculateΣ value« Iµ yo⌡ selec⌠ daily¼á theε thσ prograφ wil∞ promp⌠ yo⌡ fo≥ thi≤á additiona∞ ì information: ------------------------------------------------------------------------- Since you selected daily interest, | please establish leap year preference, if any. | Use leap year [ 'T' = true or yes; 'F' = false or no ] | | ------------------------------------------------------------------------- Iµ yo⌡ elec⌠ t∩ establisΦ lea≡ yea≥ preference¼ theε thσ prograφ wil∞ firs⌠ ì determinσ iµ thσ curren⌠ calenda≥ fall≤ oε ß lea≡ year«á Iµ so¼ i⌠ divide≤ ì yearl∙ interes⌠ b∙ 36╢ t∩ arrivσ a⌠ dail∙ interest« Otherwise¼ thσ prograφ ì use≤ 36╡ a≤ thσ divisor. Iµ yo⌡ ente≥ 'Fº t∩ establisΦ lea≡ yea≥ preference¼ theε thi≤ prograφ wil∞ ì alway≤ usσ 36╡ a≤ thσ divisor¼ regardles≤ oµ thσ statu≤ oµ lea≡ year. Showεá belo≈á i≤ aε examplσ oµ ho≈ thi≤ logiπ work≤ wheε useΣá agains⌠á thσ ì tes⌠á datßá tha⌠ come≤ witΦ thσ program¼á wheε thσ interes⌠ ratσ i≤ se⌠á t∩ ì 12%¼ calculateΣ monthly: ------------------------------------------------------------------------- All detail Revenue/Expense records from the Activity File | | Fourcolor Data Systems, Category is : 1 | $ 33.50, occurred on 03/17/1986 Total Revenue/Expense= $ 33.50 Calculated add-on interest: $ 0.34è Lolir Lectronics, Category is : 1 $ 18.50, occurred on 05/03/1986 $ 22.50, occurred on 04/22/1986 $ 40.00, occurred on 04/18/1986 Total Revenue/Expense= $ 81.00 Calculated add-on interest: $ 0.81 Texas Commerce Plumbing, Category is : 1 $ 40.00, occurred on 04/22/1986 $ 21.50, occurred on 03/17/1986 $ 27.50, occurred on 03/17/1986 Total Revenue/Expense= $ 89.00 Calculated add-on interest: $ 0.89 Grand total = $ 203.50 [before interest calculation] | Add-on interest: $ 2.04 | Grand total after interest: $ 205.54 | ------------------------------------------------------------------------- T∩ givσ yo⌡ aε audi⌠ trai∞ oµ thi≤ informatioε iε thσ future¼á thσá prograφ ì theεá place≤ thi≤ int∩ thσ Comment≤ fielΣ oµ thσ ne≈ activit∙ recorΣ i⌠ ha≤ ì created: ------------------------------------------------------------------------- | Fourcolor Data Systems | | ááááAdd-oε interes⌠ calculated¼á 11/24/1991¼ Sunday¼ Novembe≥ 24¼ ì áááá1991«áá Annua∞á rate║á 12.00%¼á calculateΣá monthly«á [Sum╜ |ì áááá$33.50/Add-oε ñ 0.34] | | ------------------------------------------------------------------------- Thσá phrasσ 'Sum╜ $33.50º identifie≤ thσ summarizeΣ valuσ oµ al∞ respectivσ ì activit∙á record≤á beforσ thσ interes⌠ wa≤ calculated«á 'Add-oεá ñá 0.34º ì show≤á thσá add-oεá interes⌠á placeΣá int∩á thi≤á activit∙á recorΣá iεá thσ ì Revenue/Expensσ field.