The Pier Shareware 6/The_Pier_Shareware_Number_6_(The_Pier_Exchange)_(1995).iso/017/projtime.zip/PROJTIME.MAN

Text File | 1994-11-15 | 37KB | 822 lines

ProjTime.MAN    User manual for ProjTime Version 4.00  11/15/94

                THE DISCLAIMER
Saroff Design offers ProjTime "AS IS", and Saroff Design
makes no warranty, expressed or implied, with regard to the
software. All implied warranties, including the warranties of
merchantablitiy and fitness for a particular use, are hereby
excluded. In no event shall Saroff Design be liable for any lost
profits, lost savings; or other consequential, special, or indirect
damages, even if Saroff Design has been advised of the
possibility of such losses or damages. In any event, Saroff
Design liability arising out of any kind of legal claim (whether
in tort, contract, or otherwise) in connection with the software
will not exceed the fee paid for the software license.

ProjTime is copyrighted software. Copyright 1993 By Saroff Design.

                THE DESCRIPTION
ProjTime is a full-featured, multi-user, time tracking system
which allows engineering and constructions firms, professionals
who charge for their services, and consultants, to easily keep
detailed records of when and what they did. Include features:
unlimited number of work slips; multiple data areas; reports;
unlimited number of clients, activities, projects and users.
Fuzzy logic text search of all work slips. Bill charges by
time, flat rate, or not at all. Similar to expensive commercial
package, but much easier to use. It is not necessary to read the
user manual to begin using ProjTime_all relevant menu choices
and hot-keys are shown at all times on the entry screens. Data
entry fields are automatically checked against automatic look-up
lists.  Free-form notes can be added to any work slip, and the
entire slip contents can be searched quickly and easily.

Registration fee: $49.00     Make checks payable to
Steve Saroff,  Saroff Design  1901 Missoula Ave, Missoula MT  59802

What you get if you do pay the registration fee:
An incentive package, which contains the complete ProjTime program PLUS
the ability to print invoices to the printer or a file; detail reports
which include the free-from text fields, a network licence, and access to
tech-support with E-mail and custom programming (for a fee).
How hard is it to start using ProjTime: not hard at all. In fact, I
suggest that once you have ProjTime installed on your computer
that you go ahead and start  using it, then, if you have any
questions, read the rest of this document.

              INSTALLATION INSTRUCTIONS
ProjTime only needs two files to function: ProjTime.exe  and
ProjTime.ovl. If these files are copied to a directory called
C:\ProjTime  and then run (by typing  `ProjTime') all the data files
will be created.

An install program is provided on the distribution diskette which
will copy these files (as well as several other optional files  --
the manual txt file and some information files) to your hard disk,
and will allow you to designanate any drive and any directory
for your ProjTime system.

To use the install system, place the distribution diskette in either
drive A or drive B and then type        A:install


        UPDATING FROM AN EARLIER VERSION OF ProjTime
This Version of ProjTime is fully back-compatible with data files
from all earlier versions of ProjTime.

HOWEVER ----  when installing ANY update of ANY
database system, it is a safe practice to make a backup of
your current data files and current program files BEFORE
installing the update. This is to protect from installing files
that have been damaged by the shipping process (ie, being
X-rayed by the post office). The critical files which should
be backed up (by copying to floppy disk(s) or by using any
backup system that you are familiar with, or by copying to
another directory on your hard disk) are: ProjTime.exe,
ProjTime.ovl   and ALL the files ending with  .DBF   and .DBT extensions.


If you are currently using an earlier version of ProjTime, or the
shareware version,  you should replace ProjTime.exe and
ProjTime.ovl with the new ProjTime.exe and ProjTime.ovl files.
When you run ProjTime, the program will then modify several of
your data files. None of your current data will be changed, and
all of your current menu and program items will be the same.
What will be different is the addition of several more program
features as well as improved data features.
To use the install system, place the distribution diskette in either
drive A or drive B and then type        A:install

You can also use the install program, provided on the
distribution diskette, to install the new version of ProjTime.


             RUNNING ProjTime FOR THE FIRST TIME
When ProjTime is run for the first time it will create a working
database in the C:\ProjTime directory. The database consists
of empty data files and their indexes. ProjTime will display a
message asking you to confirm the creation of this database.
Type the letter `Y' (at the end of this document is a specific list
of all the files created by ProjTime).
After the empty database is  created, the following MAIN
MENU will appear:

ProVersion --- ProjTime Time Track System --- ProVersion
       ** MAIN MENU - MAKE CHOICE OR PRESS ESC **
        1) CREATE A WORK SLIP
        2) SEARCH FOR SLIPS
        3) USER LIST
        4) CLIENT LIST
        5) ACTIVITY LIST
        6) PROJECT LIST
        7) REPORTS
        8) CHANGE DATA AREA
        9) MAINTENANCE UTILITIES
        T) TRANSACTIONS AND INVOICES
        V) VERSION HISTORY
        R) REGISTRATION AND ORDER FORM
        F) FREEMAIL INFORMATION
        Q) QUIT
        Data Directory: C:\ProjTime\

Work slips are where you will enter what work you have done
and all the information about the work. None of the information
is mandatory, however for you to get practical use from
ProjTime you should enter as much information as possible.
When entering information on slips, the User, Client, Activity
and Project data fields are cross checked against look-up lists.
Look-up tables will automatically be displayed when ever an
entry is made which is not found in the existing lists, and, if the
entry should be on the list, it can be added.
Here is what a slip entry screen looks like:
 F10=Save Changes       Esc=Exit with OUT save   F5=Mark as
Completed
 F9=Add/Edit Notes                        F1=Look-up Tables
    >> TIME RECORD SLIP <<
  Slip Num:  00000001
  User:
  Client:
  Activity:
  Date:
  Time Spent:     0.00
  Start Time:  14:41     Stop Time:   :     Completed:
   Project:
   SubProj:

  Charge at:  C Client's charge rate      Hourly rate:    0.00
  charge For this Work:
F9=View/Edit Notes

Here is what should be entered in the appropriate fields:
User: name, or code, of the person doing the work.
Client: name, or code, for who the work was done.
Activity: name, or code, for what was done.
Time spent: hours and decimal of time done for this slip.
Start time: time work was begun
Stop time: time work was done
Completed: a date and time field of when slip was closed
(completed) used for creating invoices. Can be filled in
manually or by pressing F5.
Project: the project which this slip should be included with.
Projects contain multiple slips.
Category: for use with the Project Tracking part of the system.
Each project can contain up to ten categories. Reports can show
summary information for projects and categories.
Charge at: Hourly charges can be set for the user, client or
activity. The slip can also be billed at a flat rate or not at all.
Hourly rate: a dollar per hour rate can be entered in instead of
using the set rate for the client, user, or activity.
FreeForm notes: can be added/edited by pressing the F9 key.
There is no limit to the length of the notes that can be added to a slip,
and any information entered in the notes can be searched and located.
The time spent on a slip can be entered as an hour number, or
you can just enter the start time or the stop time of the work. In
the DEFAULT CONFIGURATION section of the program you may chose to have
the start time, or the end time automatically entered on the slip (using
your system's clock), or you may chose to not have anything automatically
entered. Each work slip can be assigned to a PROJECT. Projects are convenient
ways to keep track of time spent which may involve work with a variety of
clients.Once again, it is not necessary to enter any information on a
slip. There are two ways to create new work slips. The first is to
chose the very first menu selection, CREATE A WORK SLIP,
which will create a new slip, with the next sequential slip
number automatically assigned. Or, from the SEARCH FOR
SLIPS lists, you can create a new slip by pressing the F2 key.

How to locate a work slip:
The second Main Menu choice is SEARCH FOR A SLIP. You
will be able to search for slips in the following four ways:
****      WORK SLIP SEARCH      ****
1) LIST OF ALL WORK SLIPS BY SLIP NUMBER
2) LIST OF ALL WORK SLIPS BY CLIENT
3) LIST OF ALL WORK SLIPS BY USER
4) LIST OF ALL WORK SLIPS BY PROJECT
5) BY SLIP COMPLETION DATE
6) FUZZY TEXT SEARCH OF ALL SLIPS
7) RETURN TO MAIN MENU

1) Chronologically by slip number. A list of all slips will be shown and
by entering in the slip number (or an approximation) you can locate slips.
2) Alphabetically by CLIENT. A list will show all slips sorted by clients,
and you can locate slips by typing a client Code/Name (or an approximation).
3)  Alphabetically by USER. A list will show all slips sorted by USER, and
you can locate slips by typing a user Code/Name (or an approximation).
4) Alphabetically by PROJECT. A list will show all slips sorted by projects,
and you can locate slips by typing a client Code/Name (or an approximation).
5) By slip completion date, with UN completed slips at top of list.
6) By fuzzy logic, which is really neat. You can enter ANY text and the
entire slip database will be search quickly (even text in the free-form
text notes), and a list of all direct text matches will be displayed.

Once a slip is located, by pressing the enter key the entire slip
will be displayed. You can edit any part of the slip except the
parts that are automatically filled in (the sequential slip number,
and the totals for project information).
Slips can also be deleted, one-at-a-time from the lists by
pressing the F3 key. Slips can also be mass-deleted, many-at-a-
time, from the PURGE utility, discussed bellow.

                Lists
All the lists in the slip database are dynamically updated while
entering information from the mail slip entry screen. However,
the lists can also be edited and added to from Main Menu
selections. There are lists for the following:
    USERS  You can add any user who will you need to track time
for, and their hourly rate. There is no limit to the number of
users (just as there is no limit to any part of the ProjTime
system), and each user can have a different default hourly
billing rate. This makes it possible to create entries with
different billing rates for the same person.
   CLIENTS You enter client information in this list, and you can
add a different hourly charge for each client if you want. For
example, in my copy of ProjTime (which I use for all my billing
for my business), I have several non profit clients whom I
charge less then the rest of my clients.
   ACTIVITIES  You enter activities here, such as
PROGRAMMING, PHONE CALLS, MEETINGS, DIGGING
DITCHES, PREPARING BRIEFS, COURT TIME, TAKING
PHOTOS, etc. Each activity can have a set hourly billing rate.
For example, I charge one rate for Windows programming,
another for DOS programming, and another for Unix
programming. I even have rates for time I spend on the phone,
and for lunch meetings. This gives my clients a very nice picture
of what I do for them and why the totals on my bills are what
they are (If I have spent the last 100 hours doing kernel level
Unix programming it will be more expensive then if I had been
having a lot of lunch meetings and phone conversations). I also
use this field to enter direct expenses (which I charge back to
my clients at flat rates), such as PHOTOCOPIES, OFFICE
SUPPLIES, FAX CHARGES, GASOLINE, etc.

                   PROJECTS.
Any work slip can be assigned to any project, thus making it
possible for several people to work for several different clients
but all for the same project. You can enter estimated start and
stop dates, estimated completion times, as well as actual start
and completion dates and times. This information can be looked
up easily, and is also automatically displayed on the work slips.
Each PROJECT can have up to 10 sub-Categories. Sub-Categories will
be tallied and shown on reports for projects.

You do not have to assign a slip to a project.
Projects to not have to have any sub-category.

When you create a slip, if you assign the slip to an existing project,
you will be able to assign the slip as well to a sub-category of that
project. Hours for sub-categories are maintained and can be found in
the Project Lists. When project reports are printed (any report that
includes a specific project), the times for the sub-categories are shown.



                  REPORTS
The main menu choice REPORTS is where you go to create
summary information about all, or some, of the work slips in the
slips database. Reports can be printed, displayed, sent to a file,
or written as SDF ASC files. Reports show summary
information (and detailed for the Pro version) between any two
dates, and for a variety of conditions and sort options. For
example,you can use this system to create summary reports for
any client showing the total number of hours worked between
any two dates.  Reports can (optionally) show sub-totals for
either or both of the sort methods of the report.

              CHANGING DATA AREAS
The main menu choice CHANGE DATA AREA lets you
completely change the working directory for ProjTime. You can
have any number of completely separated work areas. When
you change data areas, a completely new and empty database
will be created in the newly chosen directory. This makes it
possible for two separate business who are sharing the same
office and computer, or who are on the same network, to keep
their information separate from each other.

If you have several data areas, and want ProjTime to
automatically start in an area other than C:\ProjTime, you can
create a configuration file which contains the name of the new,
default data area. To do this you must create an ASC file called
ProjTime.CFG   which has the following line in it:
mDatapath=C:\xxxxx    where the xxxx's are the name of the
other data area. For example, if you have a data area called
C:\BIGPLANS    you would create a file called
ProjTime.CFG and put the following line in it:
mDatapath=C:\BIGPLANS          [the case doesn't matter] The
ProjTime.cfg file must be in your working directory; ie, wherever
it is you type `ProjTime' from. This makes it possible to put
the ProjTime.exe file in a search path area (such as C:\dos) and
have your data areas in places besides c:\ProjTime.
However, don't go creating new databases recklessly, as they will
confuse you and take up disk space. Most businesses have been able to
operate just fine_with several employees, many clients and
activities and projects_from the single, default data area of C:\ProjTime.

                  MAINTENANCE UTILITIES
The MAINTENANCE UTILITIES consist of the following menu choices:

    DOWNLOAD DATA  -- which is the same as going to reports
and choosing to output the report in SDF format.
    REBUILD ALL INDEXES   -- if, and whenever things do not
seem to be working correctly, chose this menu option. All
database systems are subject to data index corruption from disk
problems, power interrupts, and, mostly, program bugs which
can leave indexes out of order.  Rebuilding indexes is a way to  fix problems.
     EDIT DEFAULT CONFIGURATION  -- you can enter default
values for user, activity, client and project here, so if you find
yourself typing too much of the same exact thing over and over,
please set the default values to who you are. You can also have
the program automatically enter the stop time instead of the start
time (or you can turn the automatic fill in features off), set the
pkzip flag to Y (for using pkzip to create backup files when
indexes are rebuilt), and if you do not have a tractor-feed printer
you can set a flag which will then have the program pause for
you when it prints reports.
    PURGE SLIPS  -- be careful purging slips. When you purge
slips they are gone forever. You purge by entering a
combination of data ranges, users, clients, activities and
projects. The more you enter, the more restrictive the purge is.
For example, if you just enter the user JOE, then all slips for
JOE will be gone. But, if you enter JOE and a date range, then
only slips in that date range will be gone, and if you further
restrict the purge criteria by entering an activity such as
GOOFING OFF, then only JOE's slips, for GOOFING OFF in
the entered date range will be purged.(The exception to this is a safety
feature: If you leave everything blank, then the purge will NOT be done.)
MARK ALL SLIPS AS COMPLETED_You can mark all
slips, or just slips for a single client, as completed. You can set
a date range of what slips you want to mark as completed. Slips
that have already been completed will not be changed. When
invoices are generated you can select to only include slips that
have been marked as completed.  Slips can be individually
marked as completed from the main slip entry/edit screen. This
utility is a way to mark an entire range at once.
    SET NEXT INVOICE NUMBER TO HIGHER NUMBER  --
You can set what the next invoice number ProjTime will use, as
long as it is GREATER than any previous number. (Be
CAREFUL!  You can NOT set the number to a smaller number).


              TRANSACTIONS AND INVOICES
****      TRANSACTIONS AND INVOICES      ****
1) ENTER A MONEY TRANSACTION
2) GENERATE INVOICES
3) ENTER/EDIT BILLING CO'S INFORMATION FOR INVOICE PRINTING
4) RE-PRINT AND INVOICE
5) CLIENT TRANSACTION AND INVOICE REPORT
5) RETURN TO MAIN MENU

                    INVOICES
ProjTime contains a complete invoice and transaction system.
To use the invoice system, you must first enter in some
information for your business or company. You do this from the
3rd menu option in the invoice and transaction main menu. You
must chose a company code, for example, my business'
company code is "SAROFF DESIGN". You must also enter a
company description. For example, my business description is
"Saroff Design, Software".  This information is only used for
printing invoices. You should also enter your address
information. There are other information fields which you can
enter, and which if entered will appear on all the printed
invoices. These fields are TERMS_which will appear after the
summary of current and past charges. For example, for my
company in the terms field I have entered: "TERMS: net due in
30 days." for the second TERMS field, I have entered: "    %12
on all charges over 30 days." The two HEADER fields, if
information is entered, will be printed after the client's billing
address is printed, and the two TRAILER fields will be printed
after all other information is printed. For example, I have the
following in the first header fields: "Details follow summary",
and nothing in the second header field. In the TRAILER field I
have entered "Thank you for your business."

NOTE:  If you create a plain ASC text file in your default
ProjTime directory  (C:\ProjTime) and call it
SPECIAL.TXT  it will be included on ALL of your invoices
AFTER the Terms area (immediately before the summary
listings of the invoice).  This  text file can be any length, up
to about 10,000 characters long, but must be plain ASC text.
special.txt can contain detailed information or special notes
that can not easily be fit into the terms, headers, or trailers
fields. Instead of the default "SPECIAL.TXT", you can enter the name
of specific text files (which must be inyour default or start-up directory)
for individual clients. Enter the file name for the client-specific text file
from the "Client List" screen, in the 'Text File' field.


Here is an example (short) invoice:
*******************************************************
**********   INVOICE    For PATS ENGINEERING
Printed:10/03/93  Page: 1
------------------------------------------------------------------------------
Saroff Design, Software
Steve Saroff
1901 Missoula Ave.
Missoula, MT, 59802

Pats Engineering
Attention: Joe Schmoe
1234 This street
Your City, MT, 54321
[phone]


(details follow summary)
Invoice Number: 0000004043              Invoice Date: 10/03/93
This invoice is for work done from 10/03/93 15:15  Through
10/03/93  23:14
          The current due amount is:     $100.00
           The total amount now due is:     $100.00

Your last invoice was invoice number: 0000002345  dated:
09/03/93
Your last payment was received on 10/02/93
That payment amount was $3,000.00, credited to invoice
number 0000002345
TERMS: net due in 30 days
%12 on all unpaid charges over 30 days.

Notes:
This is where the file 'special.txt' will be printed on all invoices'
or, if you have entered the name of a text file for this client (in
the Client List, Text File field, this is where the text file will be
printed.


This invoice has 1  current work Slips
Work Slip#  Date    Hrs           Activity              Project
Done By       Charge
-----------------------------------------------------------------
00000049  10/03/93   1.00 PROGRAMMING C
TRANSITION    SAROFF         $100.00
=============================================
Total Slips:     1    Total Hours:      1.00   Work Charge:
$100.00
**********  Detailed Work Slip Information  *********
Work Slip #: 00000049 10/03/93  Hours:  1.00
PROGRAMMING   Charge:   $100.00
From 22:00  To  23:00
Billed at rate of     $40.00  per hour  Project: TRANSITION
 Adding trigger based e-mail capability to the sendEM module.
Now system will    automatically send e-mail to network's cc
mail system whenever a program or a  system error is detected.
Linked with Borland's C++ system, and fully tested   the
Windows interface. System is now complete.
------------------------------------------------------------------------------
End of invoice
Thank you for your business
*****************************************************************


ProjTime can send invoices to a file, as well as to the printer (registered)
To generate invoices, chose the generate invoice menu choice from the
transaction and invoice main menu. The screen which appears has detailed
information on how to start the generation process. Invoices can be
generated at any time and for all or just one client(s). All un-invoiced
work slips will be included in the invoice, up to the current date and
time, or up to an arbitrary date and time which you can enter. You can
include only slips that have charges on them. You can also include only
slips that have a completion date.

You should generate TEST invoices by pressing the F5 key.  Do this
BEFORE generating the real invoices.Test invoices can be used to see if
all of the amounts and times on the slips are correct.  Test invoices
should NOT be sent to clients, since information on the test invoices
is not stored.

                   TRANSACTIONS
When you receive payments for your invoices, you need to
enter the money amounts in the transactions section of the
program. The transaction menu choice will 1st prompt you for
the client's company code. If you are not sure of what it is,
press the F1 key for the full list. You will then see all the most
recent invoice and transaction records, and you will prompted to
enter the amount you are currently receiving. If you do not enter
transactions, your invoices will show past due amounts, thus it
is very, very important to enter each  received payment, and
make sure that the payments are entered for the correct client.

           CLIENT TRANSACTION AND INVOICE REPORT
This report, from the transaction and invoice main menu, will
show for any entered client, all transaction amounts and dates,
as well as all invoice amounts and dates. This report can be sent
to the printer or to a file.

                  ORDERING INFORMATION
If you like this program, and use it, I would like you to register
it.  The registration fee isn't much and you get a lot back for it.
There is a main menu choice called PRO FEATURES & REGISTRATION INFORMATION
which will print an order form for you. For registering your copy of this
program will receive the following bonus:
PRINTED USER MANUAL
    laser printed, detailed, easy to read.
INVOICES CAN BE SENT TO FILES
NETWORK LICENSE
    allows unlimited use on networks.
TECH NOTES
   information on how to export/import dbf data to/from other programs.
MOST RECENT VERSION
TECH-SUPPORT VIA E-MAIL
   internet address used only for support of this program.
CUSTOM PROGRAMMING FROM SAROFF DESIGN
   At our standard rate of $100/hour in 2 hour increments. e-mail us for details.

To register and receive these bonus features, send $39 (check or money order)
        To: Steve Saroff 1901 Missoula Ave, Missoula MT 59802



             NETWORK INFORMATION
ProjTime is a true multi-user database system. It uses record
locking and allows for many people to be using it simultaneously.
If you use ProjTime on a Novell network, make sure to flag the
ProjTime.exe, ProjTime.ovl and all *.dbf, *.dbt and *.ntx files as Sharable.

  Additional  ProjTime Products and Services From Saroff Design
             11/94 pricing.  Prices will not increase before 3/1/95

ProjTime Security system   -- We now sell a version of ProjTime which includes
password protection and user-specific rights. The supervisor of  ProjTime can
grant or revoke rights to users limiting what individual users can view, edit
or add to work slips. Users can be restricted from other user's work slips,
and can be kept from editing or deleting entered information. Users can also
be kept out of the transaction and report areas of ProjTime. And, the
supervisor can grant supervisor permissions to other users.
ProjTime  Secure, is available for an additional  $99.00

ProjTime Remote Merge -- With Remote Merge, ProjTime data files from other
user's computers (either off site or portables), can be merged into one,
complete database at a central computer. This makes it possible for an
office or business to generate accurate and complete invoices even when
employees of the business are entering their work slips at remote locations.
The Remote Merge works in the following way:  The central computer creates
a diskette (by choosing a menu option) which will be given to a user to
install on their own computer. The diskette will contain the ProjTime
program as well as the current list databases. The list databases include
all the activity, client, project and user information. When ProjTime
Remote diskettes are created, the person creating the diskettes will
enter a "Site ID" for the remote ProjTime site. This site id will be
used to uniquely identify each work slip.   Remote sites download data
to a transfer diskette (by selecting a menu choice), which then can be
imported at the central computer. At any time, the master database at
the central computer can update its database  by choosing a menu option
and then inserting a remote site's transfer disk.
ProjTime  Remote is available for an additional $99   per 10 remote users.

Custom Programming -- We have made customizations of ProjTime for many
businesses of all sizes. If you think that you may need custom work please
contact us. Our standard rate is $100/hour in 4 hour increments.
e-mail us  at  [e-mail] or call us at [phone]
during business hours.


List of files created and maintained by ProjTime:
Directory of C:\ProjTime
ProjTime.EXE  == the executable file
ProjTime.OVL  == overlay for the executable

All the DBF and DBT files are the data files (in dBase III  format)
ACTILIST.DBF
DBF_DIC.DBF
CLIELIST.DBF
CONFIGURE.DBF
NTX_DIC.DBF
ERRORLST.DBF
ERRORLST.DBT
FIELDCON.DBF
LASTNUM.DBF
PASSWORD.DBF
PROJECT.DBF
SLIP.DBF
SLIP.DBT
USAGE.DBF
USER.DBF
USERLIST.DBF

All the NTX and IA files are index files in Clipper Summer'87 format
DBF_DIC.NTX
NTX_DIC.NTX
SLIPCLIE.NTX
SLIPPROJ.NTX
SLIPSYS.NTX
USERLIST.NTX
CLIELIST.NTX
ACTILIST.NTX
PROJECT.NTX
SLIP.IA
TIME.LST      === a marker file used to record the current time
ProjTime.MAN  === this document
ProjTime.ZIP  === the distribution zip file

           Tech Notes on Data File structures.
To import and export to and from other files, use the following
information. All data files are dBaseIII compatable. Indexes are
created in Clipper (.NTX) files, as well as with a Text Search
algorithim (.IA) files. Files are opened in shared mode (set
exclusive OFF) and thus can be read over a network with ohter
xBase system. If you import (add) data to any of the dbf files,
you MUST rebuild all the indexes (from the maintenance
utilities). The following is a complete list of all the data files.
After each data file name, the file's structure is shown with the
following conventions:   FIELD_NAME  FIELD_TYPE  FIELD_SIZE
where the field type is one of the following:
C  for character
D for date
N for numeric
M for memo

ACTILIST.DBF  Activity List
used for billable activities
CODE C 20          ---- activity
DESC C 20          ---- description
RATE N 5,2         ---- rate per hour for charges

BILLINGC.DBF   Billing Company Information
Has information for creating invoices with different looks to them
CODE C 20                       ---- Billing Company Code
DESC C 30                       ---- description
---- the following fields will only be displayed if they are present  --
CONTROLER C 54
ADD1  C  54
ADD2  C  54
CITY  C  54
STATE  C  2
ZIP  C  10
PHONE1  C  20
PHONE2  C 20
TERMS  C  54
TERMS2  C  54
HEADER  C  54      --- shown at the start of the invoice
HEADER2  C  54
TRAILER  C  54     --- shown at end of invoice
TRAILER2  C  54

CLIELIST.DBF   Client List
Has client address and default billing rate
CODE    C  20
DESC    C  30
RATE    N  5
CONTACT C  54
ADD1    C  54
ADD2    C  54
CITY    C  54
STATE   C  2
ZIP     C  10
PHONE1  C  20
PHONE2  C  20
MORE1   C  54   -- descriptive use only
MORE2   C  54   -- descriptive use only
SPECTXT C  40   -- name of a text file for printing on invoices


CLIENTIN.DBF    Client Invoice Records
Has single record for each invoiced client and the current invoice status
LASTINV C  10     -- invoice number
CLIENT  C  20
CURRENT N  8,2    -- current due for invoice period
PAST    N  9,2    -- past due from all previous invoices
LASTINVDAT      D  8  -- date of invoice
LASTINVTIM      C  8  -- time
LASTINVSLI      C  8  -- greates slip number
TOTALDUE        N  10,2  -- current +  past
LASTRECEIV      N  8,2
LASTRECDAT      D  8
LASTRECTIM      C  8
LASTCREDIN      C  10
TOTALRECEI      N  10,2   -- total amount from all transactions recieved
OVERPAID        N  10,2   -- over paid amount

CONFIGUR.DBF  Configuration file.
Has user definable fields
    DATAPATH        C  30
    DRIVE   C  1
    DEFUSER C  10
    DEFCLIE C  20
    DEFACTI C  20
    FILLDATE        C  1
    FILLTIME        C  1
    TIMEDEF C  1
    DEFCHARGE       C  1
    DEFRATE N  6
    USEZIP  C  1
    USESUPERS       C  1
    TRACTOR C  1        -- tractor feed or single page
    DEFPROJN        C  20   -- default project
    BILLINGCO       C  20   -- default billing Company
    LINESPER        N  3    -- printed lines per page

ERRORLST.DBF   Error List file
Store any traped error messages
DATE    D  8
TIME    C  8
PROC_NAME       C  19
PROC_LINE       N  4
DESCRIPTN       C  50
COMMENTS        M  10
LOGIN   C  10

FIELDCON.DBF      ---- not presently used

INVOICE.DBF    Invoice file
A record is created for each generated invoice for each client.
Records are never deleted.
    INVNUM  C  10     -- all invoice numbers are left padded with zeros
    CLIENT  C  20
    INVDATE D  8
    INVTIME C  8
    FROMDATE        D  8
    FROMTIME        C  8
    FROMSLIP        C  8
    TOSLIP  C  8
    SLIPCOUNT       N  5
    CURRENTDUE      N  8,2
    PASTDUE N  8,2
    TOTALDUE        N  8,2
    PRINTED L  1
    LASTINVNUM      C  10
    LASTINVDAT      D  8
    LASTINVTIM      C  8
    LASTINVCUR      N  8,2
    LASTINVPAS      N  8,2

LASTNUM.DBF  last Number file.
Contains the next slip, invoice and transaction numbers in triplicate for crc.
Warning: do not modify this file without changing values in ALL the records.
    SLIPNO    C  8    -- all work slips are left padded with zeros
    INVNUM    C  10   -- all invoice numbers are left padded with zeros
    TRANSNUM  C  10   -- all transaction numbers are left padded with zeros

PASSWORD.DBF    not currently used

PROJECT.DBF   Project file
Contains a list of all current projects
    CODE    C  20
    DESC    C  40
    ESTSTARTD       D  8
    ESTSTARTT       C  8
    ESTENDDATE      D  8
    ESTENDTIME      C  8
    ESTHOURS        N  9,2
    STARTDATE       D  8
    STARTTIME       C  8
    COMPDATE        D  8
    COMPTIME        C  8
    HOURSTODAT      N  9,2
    CHARGTODAT      N  11,2
    COMPLETED       L  1
    SLIPCOUNT       N  5

SLIP.DBF   Slip file
The master Work Slip File.
SLIPNO  C  8      -- slip numbers are left padded with zeros
USER    C  10
CLIENT  C  20
ACTIVITY        C  20
STARTDATE       D  8
STARTTIME       C  8
STOPTIME        C  8
BILLBY  C  1     -- N=no charge, F=Flat Rate, U=user, A=activity C=client
BILLRATE        N  6,2  -- dollars per hour
TIMESPENT       N  8,2
CHARGE          N  9,2
PROJNAME        C  20
ONINVNUM        C  10   -- when ivoiced, this has the invoice number
INVDATE D  8        -- invoice date
NOTE    M  10       -- memo field. Indexed with Fuzzly logic.
SCOMPDATE D  8   -- Date slip was marked as completed. User can modify or erase
SCOMPTIME C  8   -- time slip was marked as completed.
INVOICED  L  1   -- True if invoiced
COMPLETED L  1   -- True if completed date if filled in or slip was invoiced
SUBNAME   C  15  -- category of project

TRANSACT.DBF   Transaction file.
Has a record for each money transaction entered.
TRANSNUM        C  10
TRANSDATE       D  8
TRANSTIME       C  8
CLIENT  C  20
AMTREC  N  8,2    -- dollar amount entered.
RECFORM C  20     -- what form the payment is in, check or cash, etc.
CHECKNUM        C  10  -- check number
INVNUMCRED      C  10   -- credited to this invoice number
NOTES   C  70     -- not a memo field. just chars.

USAGE.DBF   Usage file.
Keeps record of when the program was used. Only keeps 50 most recent records.
    LOGIN   C  20   -- if on a network, the users name
    INUSE   L  1
    USEDATE D  8
    USETIME C  8
    QUITDATE        D  8
    QUITTIME        C  8
    USECOUNT        N  5   -- what usage time this is

USER.DBF   not used.
USERLIST.DBF   User List file.
Has a record for each user and thier billing rate.
    CODE    C  10
    DESC    C  20
    RATE    N  5    -- hourly bill rate


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ProjTime.man