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Text File | 1992-01-21 | 17KB | 327 lines

PCINV Version 1.1 Copyright 1991 by Jerry Medlin PROGRAM DESCRIPTION PCINV is an invoice writing program for small and medium size businesses which 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. If you like the program and find it useful, please contribute $25 to: Jerry Medlin 1461 Sproul Ave. Napa, Ca. 94559 To order using Master Card or Visa, call (707) 255-4475. Your contribution entitles you to a copy of the latest version of the program and limited telephone assistance, should you require it. To run the program, simply type "PCINV". If you want to specify a drive and path for your data, add the drive and path description after the program name. i.e. type "PCINV B:" to use the B drive for data files. A menu is then displayed for operator selection: Enter or Change Sales Codes Enter or Change Customers Enter or Change Charges & Payments Enter & Print Invoices Configure Program Save Data and End 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 first three items on the menu are essentially identical to the first three choices 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 fourth 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 An additional field has been added to the sales codes used by PC-AR to designate each sales code as either taxable or non- taxable. Sales tax will be calculated for all taxable items and the total posted to a sales code for sales tax. Use this selection to add to the sales codes entered with PC-AR and to mark all sales codes as taxable or non-taxable. Just scroll up and down through the sales codes and use the * key to mark or unmark taxable items. If your sales are subject to sales tax, and you do not already have a sales code for sales tax, enter one now. Then, use the Configure Program selection to enter the same three digit code into the program. You may add new sales descriptions, codes and amounts 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 identical to the same selection in the PC- AR program. Details of each invoice printed are immediately available here for 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 Configure Program 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 - The month, day and year should be entered separated by slashes "/" or dashes "-". ie 3/28/90 for March 28th, 1990. 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 is also entered as a month, day and year separated by slashes or dashes. Pressing <Enter> enters a date one month after the due date for the first invoice or the prior due date for all subsequent invoices. 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 Configure Program 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 marked as taxable using the Enter or Change Sales Codes selection of PCINV. 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 <Ins> Insert <C> Change <> Scroll down <Del> Delete <+> Resume adding <Home> Goto Top <S> Sort Items <P> Print Invoice <End> Goto Bottom <Esc> Return to Menu 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. OBTAINING FORMS Using the configure program 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 800-338-3810. The mail code number is 95111. In addition, you may use the configure program to make the program print invoices on plain paper. The paper could be either 7 inches or 11 inches long, but 11 inches is the obvious choice -- I have yet to find a source for paper stock perforated at 7 inches. CONFIGURE PROGRAM 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 change the colors for screen borders, program prompts, data, and background. Allowable colors are from 0 to 15 (except for background color which can only be from 0 to 7). The display is instantly updated as you enter the new colors. Laser 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. This also works on most other printers, but requires you to set the top of form, before you start printing. 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 Rate (Percent) - Enter the sales tax rate for your business as a percentage. If your sales tax multiplier is .0625, then enter 6.25 as the sales tax rate. This number will be multiplied by the amount for each taxable sales code to obtain the sales tax total for the invoice. Sales Tax Sales Code - Sales tax for each invoice will be posted to this three digit sales code. 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. Disk Drive and Path - 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 ARCONFIG. 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. When you have finished making your changes, press the escape key to exit this selection. The new information will be saved. 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 the ARCONFIG program 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.