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TAKIN' CARE OF BUSINESS! tm
POINT OF SALE/INVOICING
USER'S MANUAL
Version 1.0
Hooper International, Inc.
P.O. Box 50200
Colorado Springs, CO 80949
Copyright (c) 1986-1991 by Hooper International, Inc.
All rights reserved.
Takin Care of Business is a trademark
of Hooper International, Inc.
TAKIN' CARE OF BUSINESS!
COPYRIGHT NOTICE
TAKIN' CARE OF BUSINESS is not a public domain program. It is Copyright
(c) 1986-1991 by Hooper International, Inc.
No part of this manual may be reproduced or translated, in any form or
by any means, without the prior written permission of Hooper
International, Inc.
Copyright (c) 1986-1991 Hooper International, Inc.
WARRANTY INFORMATION
Hooper International, Inc. licenses this software and manual "as is"
without warranty of any kind, either expressed or implied; including,
but not limited to, the particular purpose. Hooper International, Inc.
does not warrant that the TAKIN' CARE OF BUSINESS software will meet
your requirements, or that the operation of TAKIN' CARE OF BUSINESS will
be uninterrupted or error free. In no event will Hooper International,
Inc. be liable for incidental, consequential, indirect or other damages
including any lost profits or lost savings, arising from the use of, or
inability to use, these programs; even if Hooper International, Inc. has
been advised of the possibility of such damages, or for any claim by any
other party.
Please keep in mind, we do not accept returns or give refunds on
registered copies. We will, for a period of up to 90 days from initial
shipping date, replace defective disks for a minimal shipping and
handling charge of $7.50. Defective disks must be returned prepaid and
insured by sender. In this way, we are assured of complete customer
satisfaction. As you can see, we value your business.
Information in this manual is subject to change without notice and does
not represent a commitment on the part of Hooper International, Inc.
This product could include technical inaccuracies or typographical
errors. Changes are periodically made to the information herein. These
changes may be incorporated in new additions of this publication.
TAKIN' CARE OF BUSINESS!
TABLE OF CONTENTS
COPYRIGHT NOTICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
WARRANTY INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . 2
SECTION ONE - INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . 4
1a - The POS/Invoicing Module . . . . . . . . . . . . . . . . . . . . 4
1b - Integration/Operation. . . . . . . . . . . . . . . . . . . . . . 5
1c - POS/Invoicing Setup. . . . . . . . . . . . . . . . . . . . . . . 5
SECTION TWO - TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . 7
2a - Transaction Data Fields. . . . . . . . . . . . . . . . . . . . . 7
2b - Entering Product Invoices. . . . . . . . . . . . . . . . . . . 9
2c - Entering Service Invoices. . . . . . . . . . . . . . . . . . . 11
2d - Points To Remember . . . . . . . . . . . . . . . . . . . . . . 14
SECTION THREE - REPORTS. . . . . . . . . . . . . . . . . . . . . . . . 15
3a - Explanation of Reports . . . . . . . . . . . . . . . . . . . . 15
3b - General Instructions for Generating Reports. . . . . . . . . . 15
3c - POS/Invoicing Journal Report . . . . . . . . . . . . . . . . . 16
3d - Product Invoices . . . . . . . . . . . . . . . . . . . . . . . 17
3e - Service Invoices . . . . . . . . . . . . . . . . . . . . . . . 17
3f - Non-Posted Transaction Journal Report. . . . . . . . . . . . . 18
3g - G/L Distribution Report. . . . . . . . . . . . . . . . . . . . 18
SECTION FOUR - UTILITIES . . . . . . . . . . . . . . . . . . . . . . . 20
4a - Sort Transactions. . . . . . . . . . . . . . . . . . . . . . . 20
4b - Configuration Settings . . . . . . . . . . . . . . . . . . . . 21
SECTION FIVE - HINTS AND SUGGESTIONS . . . . . . . . . . . . . . . . . 23
LIST OF FIGURES. . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
APPENDIX A - SAMPLE REPORTS. . . . . . . . . . . . . . . . . . . . . . 25
APPENDIX B - DISK FILENAMES. . . . . . . . . . . . . . . . . . . . . . 26
INDEX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
TAKIN' CARE OF BUSINESS!
SECTION ONE - INTRODUCTION
1a - The POS/Invoicing Module
This module allows you to create and print either product or service
invoices while at the same time creating the appropriate transactions
for interface with Inventory, Accounts Payable and General Ledger
modules. With this module you can create invoices on-the-fly or enter
data now and print the invoices later.
The greatest benefit of this module is that you can print invoices on-
the-fly, while the system automatically creates ALL transactions
necessary to: reduce your on-hand inventory levels; add credit customer
purchases to Accounts Receivable balances; and create General Ledger
journal entries to record the sale (income). Many pop-up windows for
inventory items, customers, specific costing and price levels make this
module very easy to use with minimal effort.
When using this module with Inventory and/or Accounts Receivable, most
of your data input chores are eliminated because data is automatically
transferred from these other modules. Integrated data includes price
levels, inventory items, bill to/ship to addresses, due days, terms and
sales tax. These interfaces make invoice creation very fast and
efficient.
Benefits of using this module are:
* On-the-fly invoice printing.
* Provides either product or service invoices.
* Automatic sales tax calculations.
* Ties to Inventory, Accounts Receivable and General Ledger.
* Up to 10 pre-defined pop-up service descriptions.
* Automatically reduces inventory levels.
* Adds credit customers to Accounts Receivable balances.
* Records both income and inventory reduction transactions.
* Allows for partial payments for credit customers.
Some of the great features of this module include:
* Unlimited transactions.
* Automatic invoice number incrementing.
* Ship to/bill to addresses.
* Reprint invoices at any time.
* Pop-up item number look-up.
* Add inventory item numbers on-the-fly.
* Add customers on-the-fly.
* Three pop-up pricing levels from inventory.
* Uses blank paper or preprinted invoices.
* Service invoice is the same format as Accounts Receivable
invoice.
* Up to 50 character description for service invoices.
* Retains complete invoice detail.
* Supports miscellaneous charges.
* Sort transactions in input, date or invoice order.
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Reports Include:
* POS/Invoicing Journal
* Product Invoices
* Service Invoices
* Non-Posted Transaction Journal
* G/L Distribution Report
1b - Integration/Operation
The TAKIN' CARE OF BUSINESS Point of Sale/Invoicing module fully
integrates with the Inventory, Accounts Receivable and General Ledger
modules. This module's function is to print invoices with on-the-fly
option, while generating all appropriate accounting transactions for the
three module's above. It will generate transactions which account for
income, cash received, accounts receivable, inventory and cost of goods
sold.
The following describes, from an accounting point of view, what
transactions this module performs.
GENERAL LEDGER ACCOUNTS
DESCRIPTION DEBIT ACCOUNT CREDIT ACCOUNT
PRODUCT INVOICE:
Cash Sale Cash Income
w/Inventory Cost of Goods Sold Inventory Asset
Credit Sale (A/R) Accounts Receivable Income
w/Inventory Cost of Goods Sold Inventory Asset
SERVICE INVOICE: (No Inventory interface)
Cash Sale Cash Income
Credit Sale (A/R) Accounts Receivable Income
Typically (with Inventory), when goods are sold, there are two
transactions to be made. The first records the sale (debit cash and
credit income) and the second reduces inventory and records cost of
goods sold (debit COGS and credit inventory). This module will create
both of these transactions. In fact, if you are using the Accounts
Receivable module, it will also create the transaction necessary for
that module.
1c - POS/Invoicing Setup
The following steps are to help you in setting up your new Point of
Sale/Invoicing module. They are only a guide and are not intended to
replace reading the appropriate sections in this manual. It is assumed
that you have already installed TAKIN' CARE OF BUSINESS on your hard
disk and have started the program. If this is not the case, refer to
the Getting Started User's Manual before reading any further.
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TAKIN' CARE OF BUSINESS!
1. If you are using the Accounts Receivable or Inventory modules,
you MUST set up these modules before you can set up this module.
If you have not done so, please set up these modules now. If
you have already set up these modules, or are not using them
with this module, continue with step 2.
2. Go to the POS/Invoicing Utility Menu. From this menu, select
Configuration Settings and set your configuration options. This
process sets up your interface with other modules, invoice
forms, service descriptions, printer port and other options. It
is mandatory that this process be performed before continuing.
See section 4c - "Configuration Settings" for further details.
3. You are now ready to use POS/Invoicing and enter/print your
invoices. From the POS/Invoicing Main Menu, select
"Transactions Menu". From that menu select either "Input
Product Invoices" or "Input Service Invoices". See Section Two
- "Transactions" for further instructions.
NOTE: If, in the above configuration settings, you have selected
"N" to the "Interface To Inventory" prompt, only the "Input
Service Invoices" transaction is allowed.
4. After you have entered transactions (invoices), you can print
reports on-the-fly or from the POS/Invoicing Main Menu. Select
"Reports Menu" to print reports. See Section Three - "Reports"
for information on different reports.
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TAKIN' CARE OF BUSINESS!
SECTION TWO - TRANSACTIONS
Transactions are the input of information needed to create an invoice.
Any time you need to create an invoice, you would proceed to the
"Transactions Menu" from the POS/Invoicing Main Menu. All transactions
(invoices) entered will affect sales (income) and cash amounts. If you
are interfacing this module with Inventory and/or Accounts Receivable
modules, the appropriate transactions for these modules is also made.
This module supports both product and service invoices. If you are
using this module with the Inventory module, you will be able to create
both types of invoices. When entering product invoices, integration
with Inventory allows you to select inventory items to be included in
this invoice. These items can be both product and service type items.
If you only sell services, then service invoices will be better suited
for your needs. Service invoices allow you to enter a 50 character
description for each line of the invoice.
Both purchase and return transactions may be entered here. Purchases
have positive quantity figures, while returns have negative quantity
figures. The system will automatically adjust transactions accordingly.
This section describes how to enter product invoice transactions, as
well as service invoice transactions.
2a - Transaction Data Fields
The following describes each of the data fields in invoice transactions:
INVOICE: (Required) This field allows you to enter the invoice number
for this transaction. The default for this field will be
automatically incremented from your last entered invoice number.
To override this default, simply enter the new invoice number.
DATE: (Required) Enter here the date for this transaction. The
default for this date will be your computer's current date.
REP: (Optional) Enter a four digit abbreviation for the name of the
sales person (representative) selling this item. This information
prints on the invoice.
SHIP VIA: (Optional) Enter the shipping method for this invoice. This
information will print only on service invoices. Examples of SHIP
VIA might be "UPS Blue" or "Take".
FOB: (Optional) Enter the FOB point for this invoice. Again, this
information will print on service invoices only. The default for
this field will be the FOB setting in the configuration settings.
See section 4c - "Configuration Settings" for default setting
information.
PO NUMBER: (Optional) Enter the customer's purchase order number here.
This data will print on both product and service invoices.
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TAKIN' CARE OF BUSINESS!
CUSTOMER: (Optional) If this is a cash transaction or you are not
using the Accounts Receivable module, leave this field blank. If
you are using the Accounts Receivable module, this field, when
used, interfaces this invoice with Accounts Receivable. Enter the
customer's Accounts Receivable account number in this field. For
a pop-up Accounts Receivable customer accounts list, press the <F2>
key. Upon selecting an Accounts Receivable customer number, the
customer's bill to/ship to addresses, terms and tax rate are loaded
into this invoice.
ADDRESS: (Optional) At this prompt, press <Enter> and a pop-up ship
to/bill to address window will appear. Enter the customer's
addresses in these fields. To skip the address fields, press the
<Tab> key. If you entered a customer number (above), this
information will be picked up from the Accounts Receivable module.
SHIP DATE: (Optional) Enter the ship date for this invoice. This date
will print on the service invoices only. The default for this date
will be your computer's current date.
TERMS: (Optional) Enter the terms for this invoice. For cash
transactions, you may leave this field blank or enter "Cash". This
field will print on the invoice. If you have selected a customer
number (above), the default for this field will be loaded from the
Accounts Receivable module.
MISC CHARGE: (Optional) This field allows you to enter any
miscellaneous charge, such as shipping or handling, which will be
added as a non-taxable item to the invoice total.
QUANTITY: (Required) Enter the quantity of the goods or services to
be sold. This number may be negative for customer returns. Any
invoice lines with a zero quantity will not be printed on the
invoice.
NOTE: When a customer returns goods, a new transaction (with a
new invoice number) must be created to reflect the return.
ITEM NUMBER: (Required) This field is used for product invoices ONLY.
Enter the inventory item number being sold. For a pop-up item
number listing, press the <F2> key.
DESCRIPTION/REFERENCE: (Required) This field has a dual purpose.
SERVICE INVOICES: At this prompt, enter the description for
this service. To use one of the 10 pre-
defined service descriptions (see section 4c
- "Configuration Settings"), press the <F2>
key and a pop-up window of pre-defined
service descriptions will be shown for you
to choose from.
Page 8
TAKIN' CARE OF BUSINESS!
PRODUCT INVOICES: This prompt will default to the description of
the item selected above. If this item uses
specific unit costing, you must enter the
reference (serial) number for the item being
sold. For a pop-up window of specific units
available for sale, press the <F2> key.
T: (Required) This field determines whether this item is taxable or
not. Enter "Y" for taxable or "N" for non-taxable. For product
invoices, the default for this field is set by the inventory item
taxable flag.
ACCT #: (Required) This field determines to which income account this
item will be posted to. If you have entered a "Sales Income"
account in the configuration settings this field is automatically
completed and skipped. If your "Sales Income" configuration
account is zero you MUST enter an income account number here. For
a pop-up chart of accounts list, press the <F2> key.
UNIT PRICE: (Required) Enter the per-unit price for the item being
sold. For product invoices, this field will default to the
selected items "Price A" price. Also for product invoices, you may
press the <F2> key for a pop-up list of prices A through C for this
item. On service invoices, you may enter a unit price of zero
(must have at least 1 in quantity) for a description only line.
AMOUNT: This field is automatically calculated and not an input field.
This field is the extension of unit price times quantity.
2b - Entering Product Invoices
Product invoices are used to record sales of inventory items. This type
of invoice is only allowed if this module is interfaced with the
Inventory module. All other invoices must be entered using the service
invoices as described in section 2c - "Entering Service Invoices".
To enter product invoice transactions, select "Transaction Menu from the
POS/Invoicing Main Menu. The following screen will appear:
Figure 2-1 POS/Invoicing Transactions Menu
Then, from the POS/Invoicing Transactions Menu, select "Input Product
Invoices" and the following screen will appear:
Page 9
TAKIN' CARE OF BUSINESS!
Figure 2-2 Add Product Invoice
The following transaction will simulate the sale of software:
1. INVOICE: Press <Enter> to accept the default invoice number.
2. DATE: Enter the date of this transaction.
3. REP: Enter an abbreviation for this sales person.
4. SHIP VIA: Enter the shipping method for this sale.
5. FOB: Enter the FOB location or press <Enter> for default.
6. PO NUMBER: Enter the customer's purchase order number.
7. CUSTOMER: If this customer has an Accounts Receivable Account,
enter the account number here. For a pop-up customer accounts
list, press the <F2> key. For cash sales leave this field
blank.
8. ADDRESS: Press <Enter> for a pop-up ship to/bill to address
input window. To skip the address, press the <Tab> key.
9. SHIP DATE: Enter the shipping date.
10. TERMS: Enter the terms for this sale. For Accounts Receivable
customers, this field will default to their customer
configuration.
11. MISC CHARGE: Enter any other charges (Shipping, handling, etc.).
12. QUANTITY: Enter the quantity of items being purchased.
13. ITEM NUMBER: Enter the inventory item number being sold. For a
pop-up inventory item number list, press the <F2> key.
14. DESCRIPTION/REFERENCE: If the item number entered above uses
specific unit costing, enter the reference (serial) number of
the item being sold. If not, press the <Enter> key to continue
to the next field.
15. T: Enter "Y" if this item is taxable, or "N", if not.
Page 10
TAKIN' CARE OF BUSINESS!
16. ACCT #: Enter the General Ledger income account number for this
item being sold. For a pop-up chart of accounts window, press
the <F2> key.
17. UNIT PRICE: The default unit price will be "Price A" for this
item. For a pop-up listing of prices A through C, press the
<F2> key.
18. Continue entering items to be sold on the next line, repeating
steps 12 through 16. You may enter up to 19 items per invoice.
19. After all items are entered, press the <F10> key and a window
will appear showing the invoice total as shown below:
Figure 2-3 Invoice Total Window
20. Enter the amount of payment made at the "Received" prompt. The
system will then calculate and display the change owed to the
customer. If this is a credit purchase (customer number entered
above) you may enter zero or any partial payment amount and the
balance due will automatically be added to the customer's
Accounts Receivable balance.
21. Lastly, at the "(P)rint Invoice or Inputs Correct" prompt do one
or more of the following:
A. Press "P" to print an invoice now. You may, however, print
it later by going to the reports menu. See Section Three -
"Reports" for more information. Please note that
selecting "P" does not save the invoice and must be
preceded with a "Y" to save the transaction (see below).
B. Press "Y" to save the invoice and create all related
transactions for inventory reduction, accounts receivable
balances, etc.
C. Press "N" if the transaction in incorrect. You will then
be allowed to make necessary corrections. Press <F10> when
done.
2c - Entering Service Invoices
Service invoices are used to record sales of services. To enter service
invoice transactions, select "Transaction Menu from the POS/Invoicing
Main Menu. The following screen will appear:
Page 11
TAKIN' CARE OF BUSINESS!
Figure 2-4 POS/Invoicing Transactions Menu
Then from the POS/Invoicing Transactions Menu, select "Input Service
Invoices" and the following screen will appear:
Figure 2-5 Add Service Invoice
The following transaction will simulate the sale of a service:
1. INVOICE: Press <Enter> to accept the default invoice number.
2. DATE: Enter the date of this transaction.
3. REP: Enter an abbreviation for this sales person.
4. SHIP VIA: Enter the shipping method for this sale.
5. FOB: Enter the FOB location or press <Enter> for default.
6. PO NUMBER: Enter the customer's purchase order number.
7. CUSTOMER: If this customer has an Accounts Receivable Account,
enter the account number here. For a pop-up customer accounts
list, press the <F2> key. For cash sales, leave this field
blank.
8. ADDRESS: Press <Enter> for a pop-up ship to/bill to address
input window. To skip the address, press the <Tab> key.
9. SHIP DATE: Enter the shipping date.
10. TERMS: Enter the terms for this sale. For Accounts Receivable
customers, this field will default to their customer
configuration.
Page 12
TAKIN' CARE OF BUSINESS!
11. MISC CHARGE: Enter any other charges (Shipping, handling, etc.).
12. QUANTITY: Enter the quantity of items being purchased.
13. DESCRIPTION: Enter the description of the service being sold.
For a pop-up window of your 10 preset descriptions, press the
<F2> key.
14. T: Enter "Y" if this item is taxable, or "N", if it is not.
15. ACCT #: Enter the General Ledger income account number for this
item being sold. For a pop-up chart of accounts window, press
the <F2> key.
16. UNIT PRICE: Enter the per unit cost of the item being sold.
17. Continue entering items to be sold on the next line, repeating
steps 12 through 15. You may enter up to 15 items per invoice.
18. After all items are entered, press the <F10> key and a window
will appear showing the invoice total as shown below:
Figure 2-6 Invoice Total Window
19. Enter the amount of payment made at the "Received" prompt. The
system will then calculate and display the change owed to the
customer. If this is a credit purchase (customer number entered
above), you may enter zero or any partial payment amount and the
balance due will automatically be added to the customer's
Accounts Receivable balance.
20. Lastly, at the "(P)rint Invoice or Inputs Correct" prompt, do
one or more of the following:
A. Press "P" to print an invoice now. You may, however, print
it later by going to the reports menu, see Section Three -
"Reports" for more information. Please note that selecting
"P" does not save the invoice and must be preceded with a
"Y" to save the transaction (see below).
B. Press "Y" to save the invoice and create all related
transactions for inventory reduction, accounts receivable
balances, etc.
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TAKIN' CARE OF BUSINESS!
C. Press "N" if the transaction in incorrect. You will then
be allowed to make necessary corrections. Press <F10> when
done.
2d - Points To Remember
1. The following describes, from an accounting point of view, what
transactions this module creates when adding transactions.
GENERAL LEDGER ACCOUNTS
DESCRIPTION DEBIT ACCOUNT CREDIT ACCOUNT
PRODUCT INVOICE:
Cash Sale Cash Income
w/Inventory Cost of Goods Sold Inventory Asset
Credit Sale (A/R) Accounts Receivable Income
w/Inventory Cost of Goods Sold Inventory Asset
SERVICE INVOICE: (No Inventory interface)
Cash Sale Cash Income
Credit Sale (A/R) Accounts Receivable Income
2. When using this module with the General Ledger module
(required), transactions will be generated which must be posted
to the General Ledger via the General Ledger Utilities Menu.
These transactions include debiting cash and crediting income.
3. When also interfaced with the Inventory module (optional),
transactions will be generated in the Inventory module which
reflect debits to cost of goods sold and credits to the
inventory asset account, as if the transaction was actually
created in that module (no posting required).
4. When also interfaced with the Accounts Receivable module
(optional), transactions will also be generated in the Accounts
Receivable module which reflect debits to the accounts
receivable account and credits to the income account, as if the
transaction was actually created in that module (no posting
required). Credit purchases would obviously override the cash
transaction in point 2, above.
Page 14
TAKIN' CARE OF BUSINESS!
SECTION THREE - REPORTS
The POS/Invoicing Reports Menu allows you to generate reports from your
POS/Invoicing database. This section will explain how these reports can
be created.
3a - Explanation of Reports
Each of the POS/Invoicing reports can be sent to your monitor's screen
for immediate viewing, to your printer for hard copy or to a disk file
for later retrieval. Various parameters can be specified to give you
the specific report you want.
Each of the five available reports are described below. All reports can
be printed at any time and as many times as necessary. Samples of these
reports are shown in Appendix A and can be printed while using the
"SAMPLE" accounts.
POS/Invoicing Journal - This report lists all of the transactions
which took place during a specific date range.
Product Invoices - This report will print product invoices. You may
print one or a range of invoice numbers. Only those invoices which
were entered as product type invoices will be printed.
Service Invoices - This report will print service invoices. You may
print one or a range of invoice numbers. Only those invoices which
were entered as service type invoices will be printed.
Non-Posted Transaction Journal - This report lists all of the
transactions which have not yet been posted to the General Ledger
module.
G/L Distribution Report - This report shows all the debits and credits
which will be posted to the General Ledger module within a
specified date range. The report provides account numbers, account
names and debit and credit amounts in General Ledger account number
order.
3b - General Instructions for Generating Reports
To generate any report, do the following:
1. From the POS/Invoicing Main Menu, select "Reports Menu". The
following screen appears:
Figure 3-1 POS/Invoicing Reports Menu
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TAKIN' CARE OF BUSINESS!
2. From the POS/Invoicing Reports Menu, select the report you want
to generate (e.g: POS/Invoicing Journal). This example will
print the POS/Invoicing Journal report. Other reports are
covered later in this section.
3c - POS/Invoicing Journal Report
Figure 3-2 POS/Invoicing Journal Input Screen
1. As stated earlier, you can send any of the reports to your
monitor's screen (S), to a printer (P) or to a disk drive (D)
where the report will be stored as a disk file with its own
filename.
NOTE: If you try to send a report to a printer and do not have a
printer, you will receive an error message.
The first prompt on all of the report input screens is the
destination prompt. It appears as follows:
Screen,Printer,Disk(S,P,D):
Entering an "S" for screen or a "P" for printer will send the
report to the screen or printer, respectively. If you enter a "D"
for disk, the system will prompt you for a disk filename. You can
enter any name you wish, following the DOS naming conventions. The
report will then be saved on the default disk drive with the
filename you entered, followed by a filename extension of ".RPT".
If you enter a filename that already exists, the system will ask if
you want to delete the old file. Answering "Y" will replace the
existing report with the new report. Answering "N" will append
(add on) the new report to the already existing report.
The disk file is created in ASCII format, thereby allowing it to be
imported into a word processor, spreadsheet or database for
customized reports.
At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for
the destination of your report. (For this example, enter the letter
"S".)
2. For some reports, you will need to specify a date range. The
date-prompt format will be the format specified in the System
Configuration Settings. Refer to section 4d - "Setting the
System Configuration" in the Getting Started User's Manual. The
date prompt appears as follows:
Page 16
TAKIN' CARE OF BUSINESS!
Starting Date: 05-01-90
Ending Date: 05-31-90
These dates determine the starting and ending date for the report
and are included in the heading of the report. The date range can
be as short as one day.
NOTE: The ending date can never be more than one year after the
starting date (e.g: starting date as 05-01-90 and ending
date as 04-30-91).
3. After entering the date, the report will be sent to the
screen.
The following discusses the other report selection input screens. Any
prompts already discussed will not be covered in detail.
3d - Product Invoices
1. From the POS/Invoicing Reports Menu, select "Product Invoices".
The following screen appears:
Figure 3-3 Product Invoices Input Screen
2. At the destination prompt, select the destination for your
report.
3. At the "Invoice Starting" prompt, enter the first invoice number
you wish to print.
4. At the "Invoice Ending" prompt, enter the last invoice number
you wish to print. All product invoices within this invoice
number range will then be printed.
3e - Service Invoices
1. From the POS/Invoicing Reports Menu, select "Service Invoices".
The following screen appears:
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Figure 3-4 Service Invoices Input Screen
2. At the destination prompt, select the destination for your report.
3. At the "Invoice Starting" prompt, enter the first invoice number
you wish to print.
4. At the "Invoice Ending" prompt, enter the last invoice number
you wish to print. All product invoices within this invoice
number range will then be printed.
3f - Non-Posted Transaction Journal Report
1. From the Reports Menu, select "Non-Posted Transaction Journal".
The following screen appears:
Figure 3-5 Non-Posted Transaction Journal Input Screen
2. At the destination prompt, select the destination for your
report.
3g - G/L Distribution Report
1. From the Reports Menu, select "G/L Distribution Report". The
following screen appears:
Figure 3-6 G/L Distribution Report Input Screen
2. At the destination prompt, select the destination for your
report.
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3. At the Date prompts, enter the date range (as described above)
for this report. The report will then be printed.
In conclusion, if you are unfamiliar with any of these reports, try
printing reports using the "SAMPLE" accounts, as well as referencing
Appendix A for samples of these reports. Doing so will give you an idea
of how the reports look and how they might be used.
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SECTION FOUR - UTILITIES
The POS/Invoicing Utility Menu contains three important menu items, each
of which are covered in detail below. To access the POS/Invoicing
Utility Menu, select "POS/Invoicing Utility Menu" from the POS/Invoicing
Main Menu. The following Menu will appear:
Figure 4-1 POS/Invoicing Utility Menu
4a - Sort Transactions
TAKIN' CARE OF BUSINESS stores your transactions in the order in which
they are entered. This Sort Transactions function allows the user to
choose the manner in which transactions are sorted. You can sort as
often or as little as you want, as the sort order does not affect the
operation of TAKIN' CARE OF BUSINESS.
To sort your transactions, do the following:
1. From the POS/Invoicing Utilities Menu, select "Sort
Transactions". The following menu appears:
Figure 4-2 Sort Transactions
2. From the "Select Sort Order" menu, select one of the three sort
options, as shown above. Your transactions will then be sorted
automatically.
If you have more transactions than the memory can hold, the default
disk drive will be used to store a temporary file while sorting
transactions. It is important to remember that the default disk drive
must have adequate free disk space. If there is not, the sort will
be aborted and the transaction file will remain unchanged.
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4b - Configuration Settings
Configuration settings are very important as it defines your interface
with other modules, information about your invoices, printer ports,
service descriptions, tax percentages and other information.
To set up the configuration settings, select "Configuration Settings"
from the POS/Invoicing Utility Menu. The following screen will appear:
Figure 4-3 Configuration Settings
1. At the "Interface to A/R" prompt, enter "Y" to interface this
module with Accounts Receivable. This will allow access to your
entire customer base.
2. At the interface to "Inventory" prompt, enter "Y" if you are
using the Inventory module. If not, enter "N".
3. The next four prompts interface this module with the General
Ledger module. At the "Cash Account" prompt, enter your General
Ledger cash account number. You may press <F2> for a pop-up
chart of accounts listing.
4. At the next "Sales Income" account prompt, enter your General
Ledger income account number. Again, you may press <F2> for a
pop-up chart of accounts listing. This field is optional. If
you want the ability to select different income account numbers
when entering invoices, enter "0" (zero) here. If you only have
one income account, enter that account number here and you will
not have to enter an account number when entering invoices.
5. At the "Misc. Income" prompt, select the income account which
you are using for your "Misc Charge" when entering invoices. If
you only have one income account, enter that number here. This
field is mainly for those who need to track their miscellaneous
income separately. Press <F2> for a pop-up chart of accounts
listing.
6. The last interface account is "Tax Liability". At this prompt,
enter your tax liability account number. All taxes collected
will be posted to this account for easy calculation of tax
payment amounts. For a pop-up chart of accounts listing, press
the <F2> key.
7. The next six fields allow you to customize where your printer
will start printing the invoices. If you are unsure of these
settings, use the defaults as shown above. Changing these
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numbers will only affect the alignment of your forms and are
mainly used for single sheet laserjet printers.
8. At the "Service Descriptions" prompt, press <Enter> and a "Pop-
up Service Descriptions" window will appear. Here you may enter
up to 10 default descriptions and unit prices, which you can
pop-up and paste into your service invoices. These default
descriptions can save many keystrokes for companies which use
the same descriptions over and over. When finished entering
your default descriptions and unit prices, press the <F10> key.
9. The next prompt allows you to select which "Forms Printer Port:"
to use for invoices. This is a multiple choice field. To
change the port selection, press the space bar or click the left
button on your mouse. When your choice is shown, press <Enter>.
10. At the "FOB Point" prompt, enter your most common FOB point.
This will then become the default when entering invoices. This
can save time and keystrokes when entering your invoices.
11. Next, if you are using pre-printed invoices, enter "Y" at the
"Pre-printed Invoices:" prompt. If not, enter "N".
12. Lastly, enter the sales tax percent to be used on taxable items
at the "Sales Tax" prompt. This tax percentage will be used on
taxable items when entering invoices. If you are using the
Accounts Receivable module and select a customer number for this
invoice, this tax percent will be overridden with that
customer's preset tax percentage.
13. After entering the tax percentage, you will be prompted with
"Save Changes". Answer this prompt with "Y" to save this
configuration or "N" to discard all changes.
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SECTION FIVE - HINTS AND SUGGESTIONS
* Using POS/Invoicing with the Inventory module allows you to not only
track your sales, but to keep your inventory on-line and accurate
every day. No more end-of-month inventory adjustments/calculations
to make.
* Using POS/Invoicing with the Accounts Receivable module provides easy
one step data input for sales to credit customers as all credit
transactions will automatically be posted to the Accounts Receivable
module and customer balances updated accordingly.
* Keep a current backup copy of your data disk each time you update your
data. This will safeguard against loss of data due to a power failure
or other problem.
* Use the Shift-Print Screen keys to make a hard copy of your current
screen display.
* To pause the printer while printing reports, press any key.
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LIST OF FIGURES
Figure 2-1 POS/Invoicing Transactions Menu . . . . . . . . . . . . . . 9
Figure 2-2 Add Product Invoice . . . . . . . . . . . . . . . . . . . . 10
Figure 2-3 Invoice Total Window. . . . . . . . . . . . . . . . . . . . 11
Figure 2-4 POS/Invoicing Transactions Menu . . . . . . . . . . . . . . 12
Figure 2-5 Add Service Invoice . . . . . . . . . . . . . . . . . . . . 12
Figure 2-6 Invoice Total Window. . . . . . . . . . . . . . . . . . . . 13
Figure 3-1 POS/Invoicing Reports Menu . . . . . . . . . . . . . . . . 15
Figure 3-2 POS/Invoicing Journal Input Screen . . . . . . . . . . . . 16
Figure 3-3 Product Invoices Input Screen . . . . . . . . . . . . . . . 17
Figure 3-4 Service Invoices Input Screen . . . . . . . . . . . . . . . 18
Figure 3-5 Non-Posted Transaction Journal Input Screen . . . . . . . . 18
Figure 3-6 G/L Distribution Report Input Screen. . . . . . . . . . . . 18
Figure 4-1 POS/Invoicing Utility Menu. . . . . . . . . . . . . . . . . 20
Figure 4-2 Sort Transactions . . . . . . . . . . . . . . . . . . . . . 20
Figure 4-3 Configuration Settings. . . . . . . . . . . . . . . . . . . 21
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APPENDIX A - SAMPLE REPORTS
DISK VERSION OF MANUAL DOES NOT INCLUDE SAMPLE REPORTS
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APPENDIX B - DISK FILENAMES
TAKIN' CARE OF BUSINESS POS/Invoicing Program Disk
Filename Description
PS.EXE POS/Invoicing Program file
PS.OVR POS/Invoicing Overlay file
PS.HLP POS/Invoicing Help file
Datafile Names
*.PST POS/Invoicing transactions
*.PSF POS/Invoicing Configuration
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INDEX
INDEX IS NOT INCLUDED ON DISK VERSION OF MANUAL
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