RECEIVABLES
THE ACCOUNTS RECEIVABLE SYSTEM IS A SERIES OF PROGRAMS USED TO TRACK WHO
OWES, HOW MUCH THEY OWE, HOW LATE THEY ARE IN PAYING, AND HOW MUCH THEY HAVE
ALREADY PAID. THE SYSTEM PRODUCES AGING REPORTS, BOTH SUMMARY AND DETAIL.
THE SYSTEM ALSO PRODUCES STATEMENTS AND MAILING LISTS.
WHILE THE ACCOUNTS RECEIVABLE SYSTEM MAY BE USED STAND-ALONE, IT IS DESIGNED
TO AUTOMATICALLY INTEGRATE WITH OTHER MDS PROGRAMS.
ACCOUNTS RECEIVABLE SUPPORTS BOTH APPLIED AND UNAPPLIED CREDITS. CREDITS CAN
BE PAYMENTS OR CREDIT MEMOS. MULTIPLE CREDITS MAY BE APPLIED TO AN INVOICE.
(THERE IS A LIMIT OF MAXIMUM ACTIVE TRANSACTIONS PER ACCOUNT).
THE RECEIVABLES SYSTEM IS AN OPEN ITEM ACCOUNTING SYSTEM.
**SCREEN DISPLAY**
4.1 ADD/EDIT ACCOUNT
THIS PROGRAM IS USED TO CREATE ACCOUNTS AND TO UPDATE INFORMATION ABOUT
ACCOUNTS. THE PERSON ENTERING A NEW CUSTOMER SHOULD ALWAYS ENTER THE "NEXT
ACCOUNT #" DISPLAYED ON THEIR SCREEN. IF MORE THAN ONE PERSON IS ENTERING
NEW ACCOUNTS, THE NUMBER SHOWN ON THE SCREEN MAY HAVE BEEN USED BY ANOTHER
OPERATOR. ANYTIME THIS OCCURS, THE ACCOUNT NUMBER IS UPDATED BY THE SYSTEM
TO SHOW THE NEXT FREE ACCOUNT NUMBER.
YOU MUST PRESS {ENTER} AFTER EVERY FIELD THAT YOU ADD, OR EDIT, FOR THE
SYSTEM TO ACCEPT THE INFORMATION.
TO EDIT AN ACCOUNT THAT ALREADY EXISTS, TYPE THE ACCOUNT NUMBER TO BE EDITED
IN THE "ACCOUNT #" FIELD AND PRESS {ENTER}. IF YOU DO NOT KNOW THE
CUSTOMER'S NUMBER, PRESS {ENTER} TO ACCESS THE "NAME SEARCH" PROGRAM. IF YOU
ARE ADDING A NEW CUSTOMER, TYPE IN THE "NEXT ACCOUNT #" DISPLAYED AT THE TOP
RIGHT OF THE SCREEN.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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ACCOUNT# THE ACCOUNT NUMBER OF THE CUSTOMER TO BE ADDED OR EDITED.
NAME THE NAME OF THE CUSTOMER TO BE ADDED OR EDITED. THIS IS
A 30 CHARACTER FIELD.
ADDRESS THE FIRST LINE OF THE CUSTOMERS ADDRESS. THIS IS A 30
CHARACTER FIELD AND ACCEPTS ALPHA OR NUMERIC INFORMATION.
SECOND ADDRESS A SECOND LINE FOR ENTERING CUSTOMERS ADDRESS. THE FIELD
IS 30 CHARACTERS LONG AND ACCEPTS ALPHA OR NUMERIC
INFORMATION.
CITY ST ZIP THE CITY STATE AND ZIP CODE OF THE CUSTOMER. TYPED WITH
A SPACE SEPARATING EACH FIELD. NO COMMAS ARE NECESSARY.
THE FIELD IS 30 CHARACTERS LONG AND ACCEPTS ALPHA OR
NUMERIC INFORMATION.
TELEPHONE 1 THE PRIMARY TELEPHONE NUMBER OF AN INDIVIDUAL CUSTOMER OR
BUSINESS. USUALLY THE HOME NUMBER FOR INDIVIDUALS. THE
FIELD ACCEPTS 12 NUMERIC CHARACTERS. EX: 555-555-5555
TELEPHONE 2 THE SECONDARY PHONE NUMBER OF AN INDIVIDUAL CUSTOMER OR
BUSINESS. USUALLY THE WORK NUMBER FOR AN INDIVIDUAL.
THE FIELD ACCEPTS 12 NUMERIC CHARACTERS. EX: 555-555-
5555
CONTACT THE NAME OF THE PERSON TO BE CONTACTED REGARDING THE
ACCOUNT. NORMALLY ONLY BUSINESSES NEED A CONTACT NAME.
THE FIELD IS 15 CHARACTERS LONG.
PRICE LEVEL THE PRICE LEVEL FIELD IS USED WITH THE INVENTORY AND
INVOICING SYSTEMS. THERE ARE 5 POSSIBLE PRICE LEVELS
DEFINED BY PRODUCT IN THE INVENTORY SYSTEM(5.1). TYPE IN
THE NUMBER 1-5 OF THE PRICE LEVEL THAT APPLIES TO THIS
CUSTOMER.
CREDIT LIMIT CREDIT LIMIT IS USED BY THE INVOICING SYSTEM TO WARN WHEN
SOMEONE IS EXCEEDING THEIR CREDIT LINE LIMIT. THIS IS A
NUMERIC FIELD.
TERMS NO THE TERMS NO. LINE IS USED FOR PAYMENT TERMS FOR THE
CUSTOMER. TERMS ARE DEFINED IN THE "ADD/EDIT TERMS"
PROGRAM.(SEE SECTION 1.B.2).
TAX NUMBER THE TAX NUMBER FIELD IS USED TO STORE THE SALES TAX
NUMBER OF AN EXEMPT CUSTOMER. IF YOU DO NOT HAVE THE
CUSTOMERS TAX NUMBER, YOU SHOULD TYPE IN THE WORD
"EXEMPT". IF THE CUSTOMER IS NOT TAX EXEMPT, LEAVE THE
LINE BLANK. ANY ENTRY IN THIS LINE(EXCEPT THE WORD
"ALL")TELLS THE COMPUTER THAT THE CUSTOMER IS NOT
TAXABLE.
PRIMARY SALESMAN THE SALESMAN NUMBER OF THE PRIMARY SALESPERSON. THE NAME
IS SHOWN IN INVERSE VIDEO NEXT TO THE NUMBER. THIS CAN BE
THE PERSON WHO SOLD THE ACCOUNT, OR THE PERSON DELIVERING
TO THE ACCOUNT.
SECONDARY SALESMAN THE SECONDARY SALESMAN FIELD IS USED FOR THE SALESMAN
NUMBER OF AN ADDITIONAL PERSON WHO HAS CONTACT WITH THE
CUSTOMER. THE NAME OF THE SALESPERSON IS SHOWN IN
INVERSE VIDEO NEXT TO THE NUMBER.
MASTER ACCOUNT FOR MOST ACCOUNTS, THIS LINE IS BLANK OR CONTAINS A ZERO.
THE USE OF A MASTER ACCOUNT ALLOWS YOU TO TELL THE
COMPUTER TO BILL ALL INVOICES FOR VARIOUS LOCATIONS TO
ONE ACCOUNT, BUT STILL PRINT OUT TICKETS AND RETAIN
INFORMATION FOR EACH SEPARATE LOCATION. TO SET UP MASTER
ACCOUNTS, TYPE IN THE ACCOUNT NUMBER OF THE CUSTOMER
ACCOUNT THAT ALL BILLS SHOULD BE POSTED TO. THE COMPUTER
POSTS INVOICES FOR ANY OF THE "SUB" ACCOUNTS TO THE
"MASTER" ACCOUNT. NOTE: ANY PAYMENT RECEIVED OR CREDIT
MUST BE APPLIED TO THE "MASTER" ACCOUNT.
SALES TAX RATE THE SALES TAX RATE IS NOT THE PERCENTAGE OF THE SALES TAX
BUT INSTEAD THE NUMBER 1-99 OF THE TAX RATE WHICH
DESCRIBES THE TAX RATE CHARGED TO A CUSTOMER(DEFINE SALES
TAX 4.B.5). THE ACTUAL TAX RATE INDICATED BY THE NUMBER
IS DISPLAYED IN INVERSE VIDEO.
COMMENT THE TWO LINES ARE FOR COMMENTS THAT ARE PRINTED ON
DELIVERY INSTRUCTIONS DELIVERY INVOICES. INFORMATION SUCH AS DIRECTIONS TO THE
LOCATION, WARNINGS ABOUT HAZARDS, OR SPECIFIC
INSTRUCTIONS FOR DELIVERY CAN BE INPUT ON THESE LINES AND
CHANGED AS OFTEN AS DESIRED. BOTH LINES ARE 40
CHARACTERS LONG AND ACCEPT ALPHA/NUMERIC INFORMATION.
SPECIAL COMMENT THIS COMMENT IS PRINTED ON THE FIRST LINE OF THE TELSEL INVOICE IN DOUBLE HIGH AND DOUBLE WIDE FORMAT IT IS USED TO HIGHLIGHT A SERVICE TO THE DRIVER OR FEATURE A COMMENT FOR THE CUSTOMER.
STATEMENT (Y/N/F/E) THIS IS A YES/NO FLAG FOR THE "STATEMENT" PROGRAM. IF
YOU WISH TO SEND THE CUSTOMER A STATEMENT, TYPE A "Y" IN
THE FIELD. IF YOU DO NOT WISH A STATEMENT SENT TO THIS
CUSTOMER, TYPE AN "N". TO FAX THE CUSTOMERS STATEMENT TYPE A "F", TO E-MAIL THE STATEMENT USE THE "E".
STATUS THIS FIELD IS USED TO INDICATE THE CURRENT STATUS OF A
CUSTOMER. THE 3 POSSIBLE STATUSES ARE: UNKNOWN DEFAULT
AS ACTIVE
A ACTIVE CUSTOMER CURRENTLY DOING BUSINESS
WITH YOUR COMPANY.
I INACTIVE CUSTOMER NOT CURRENTLY DOING
BUSINESS WITH YOUR COMPANY. IF
CUSTOMERS ARE INACTIVE, RENT IS NOT
CHARGED BY THE RENTAL PROGRAM EVEN
IF CUSTOMER HAS EQUIPMENT RENTED TO
THEM.
X DELETED CUSTOMERS WHO ARE DELETED ARE NOT
CURRENTLY DOING BUSINESS WITH YOUR
COMPANY AND/OR IN COLLECTIONS.
WHEN FINISHED WITH THE FIRST SCREEN OF "ADD/EDIT ACCOUNTS RECEIVABLE", PRESS
{PF2}. THE SECOND SCREEN APPEARS.
THE CUSTOMERS NAME DISPLAYS ACROSS THE TOP OF THE SCREEN.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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SALES MTD THE SALES MONTH-TO-DATE TO THE CUSTOMER. THIS FIGURE IS
UPDATED EACH TIME AN INVOICE IS POSTED TO THE CUSTOMERS
ACCOUNT. THIS FIELD SHOULD NOT BE EDITED UNLESS ENTERING
INITIAL INFORMATION AT SETUP OF THE SYSTEM. ASK YOUR
SUPPORT PERSON ABOUT EXCLUDING FIELDS FROM EDIT.
SALES YTD THE SALES YEAR-TO-DATE TO THE CUSTOMER. THIS FIGURE IS
ALSO UPDATED EACH TIME AN INVOICE IS POSTED TO THE
CUSTOMERS ACCOUNT. THIS FIELD SHOULD NOT BE EDITED
UNLESS ENTERING INITIAL INFORMATION AT SETUP OF THE
SYSTEM.
CUMULATIVE SALES CUMULATIVE SALES IS THE TOTAL OF SALES FOR PREVIOUS
YEARS, PLUS SALES FOR THE CURRENT YEAR. THIS FIELD
SHOULD NOT BE EDITED UNLESS ENTERING INITIAL INFORMATION
AT SETUP OF THE SYSTEM.
RETURN DATE THE NEXT DELIVERY DAY, OR NEXT DAY THE CUSTOMER SHOULD BE
CONTACTED. DATE THE COMPUTER SHOWS THE CUSTOMER IS TO BE
DELIVERED OR CONTACTED. THE COMPUTER AUTOMATICALLY
UPDATES THE FIELD TO EACH NEW CONTACT PERIOD. USING THE
INFORMATION FROM THE RETURN PERIOD AND RETURN TIME
FIELDS. THIS DATE CAN BE CHANGED AT ANY TIME.
RETURN PERIOD THE RETURN PERIOD MAY BE D - DAILY, W - WEEKLY, OR M -
MONTHLY. IT IS USED ALONG WITH THE RETURN TIME TO
DETERMINE HOW OFTEN THE COMPUTER GENERATES A DELIVERY
INVOICE FOR THE CUSTOMER. FOR EXAMPLE, IF THE DELIVERY
CYCLE FOR THIS CUSTOMER IS EVERY 21 DAYS, SET "RETURN
PERIOD" TO "D" AND "RETURN TIME" TO "21". IF YOU WISH
THE CUSTOMER TO BE CALLED ON ONCE A MONTH, SET THE
"RETURN PERIOD" TO "M" AND THE "RETURN TIME" TO "1".
RETURN TIME SEE EXPLANATION OF "RETURN PERIOD" ABOVE. FREQUENCY OF
RETURN PERIODS.
ROUTE NUMBER THIS FIELD IS SET BY THE "ROUTING" SYSTEM (SEE SECTION
7.0 FOR EXPLANATION OF ROUTING SYSTEM). IT IDENTIFIES
THE ROUTE THE CUSTOMER IS ON IF THE ROUTING SYSTEM IS
USED.
NEXT RT. ACCT THIS FIELD TELLS WHAT CUSTOMER THE DELIVERY PERSON STOPS
AT AFTER THIS CUSTOMER ON ROUTE. ALL CHANGES IN ROUTE
SEQUENCING ARE DONE IN THE "ADD/EDIT ROUTE" PROGRAM. (SEE
SECTION 7.4)
PRECEDING ACCT. THIS FIELD TELLS WHICH CUSTOMER THE DELIVERY PERSON STOPS
AT BEFORE THIS CUSTOMER. ALL CHANGES IN ROUTE SEQUENCING
ARE DONE IN THE "ADD/EDIT ROUTE" PROGRAM. (SEE SECTION
7.4)
PRINT ALL PRICES TYPING A "Y" ON THIS LINE TELLS THE COMPUTER TO PRINT THE
PRICE OF EVERY PRODUCT IN THE SYSTEM ON THE DELIVERY
INVOICE.
PRINT QUOTED PRICES THIS LINE IS USED IF THE "PRINT ALL PRICES" LINE IS "N".
IF YOU WANT THE "QUOTED PRODUCT" (4.9.1) PRICES FOR THE
CUSTOMER TO BE DISPLAYED, BUT NOT THE PRICE OF ANY
PRODUCT THAT IS NOT "QUOTED", MAKE SURE "PRINT ALL
PRICES" IS SET TO "N" AND SET THIS LINE TO "Y". IF YOU
DO NOT WANT THE QUOTED PRODUCTS TO PRINT, SET THE LINE TO
"N".
LAST DELIVERY MONTH THE LAST MONTH IN WHICH A DELIVERY WAS MADE TO THIS
CUSTOMER. CALCULATED BY THE SYSTEM USING INVOICES
ENTERED INTO THE SYSTEM FOR THE CUSTOMER.
TRUCK # THIS FIELD IS USED IF A TRUCK IS ATTACHED TO A ROUTE AND
IS ALWAYS USED TO RUN THAT ROUTE.
CONTRACT START THIS IS FOR A DATE WHEN THE CONTRACT WITH THIS CUSTOMER IS TO START.
CONTRACT END THIS IS A DATE FIELD TO BE USED TO INDICATE WHEN THE CONTRACT WITH THIS CUSTOMER ENDS. IT IS ALSO UPDATED WHEN THE ACCOUNT IS MADE INTO AN X STATIS.
CONTRACT MONTHS THE TOTAL LENGTH OF TIME THE CONTRACT IS FOR.
TAX AREA NUMBER THIS IS A SPECIAL FIELD FOR TRACKING SALES TAX IN MULITIPAL TAX AREAS THE DEFINITION FILES IS IN TELSEL EXTENTION MENU. (D.B.1). IT CAN ALSO BE USED FOR OTHER TYPES OF ACCOUNT ACTIVITY.
SORT NAME THIS FIELD IS USED BY ALPHA SORT PROGRAMS TO FIND
CUSTOMERS. BUSINESS NAMES REMAIN THE SAME BUT INDIVIDUAL
CUSTOMERS ARE ENTERED LAST NAME FIRST FOLLOWED BY A SPACE
AND THEN THE FIRST NAME. EX: JONES DAVID
FAX ORDERING(Y/N/P) IF YOU PLAN TO FAX YOUR CUSTOMER A ORDER FORM OR SEND THEM A PAPER COPY OF THE ORDER FORM YOU MUST SET THE CUSTOMER
FLAG TO A "Y" TO FAX. AN "N" TO NOT FAX OR A "P" TO PRINT A PAPER ORDER FORM.
PRESS {PF2} TO DISPLAY THE NEXT SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
INSTALL DATE THE DATE THE CUSTOMER WAS SET UP AND STARTED BUSINESS
WITH YOUR COMPANY.
PURCHASE ORDER # THE PURCHASE ORDER NUMBER FIELD ACCEPTS UP TO 12
CHARACTERS. THE PURCHASE ORDER NUMBER PRINTS ON DELIVERY
INVOICES AND STATEMENTS. IT IS USED IF CUSTOMER'S
ACCOUNTING REQUIRES A PURCHASE ORDER NUMBER ON INVOICES.
IF IT REQUIRED BY THE CUSTOMER THAT ALL INVOICES HAVE A
PO NUMBER YOU MAY TYPE "MUST GET PO" IN THE PO FIELD AND
THE INVOICE WILL NOT STORE WITHOUT A PO NUMBER.
CUSTOMER TYPE TYPE OF CUSTOMER AS SET UP IN THE "ADD/EDIT CUSTOMER
TYPE" PROGRAM.(SECTION 4.B.C)
LAST PURCHASE DATE LAST DATE THAT A PRODUCT WAS PURCHASED BY THE CUSTOMER,
USUALLY THEIR LAST DELIVERY DATE. THE SYSTEM USES THE
MOST CURRENT DATE OF INVOICES ENTERED INTO THE SYSTEM.
LAST PAYMENT DATE LAST DATE THAT A PAYMENT WAS POSTED TO THE CUSTOMER'S
ACCOUNT.
DIVISION NUMBER OF THE DIVISION YOU WISH THE CUSTOMER TO BE IN.
(1-5) SEE "DEFINE DIVISION" (8.C) FOR AN EXPLANATION OF
DIVISIONS.
SEPARATE BILLING (Y/N) FLAG TO TELL THE SYSTEM IF MAIL TO THE CUSTOMER
NEEDS TO BE SENT TO A DIFFERENT ADDRESS THAN THE DELIVERY
ADDRESS.
MAPSCO LOCATION FIELD FOR ENTERING THE MAPSCO COORDINATES OF THE
CUSTOMER'S DELIVERY LOCATION.
CANCEL DATE DATE THE CUSTOMER DISCONTINUED SERVICE WITH YOUR COMPANY.
CANCEL CODE REASON THE CUSTOMER DISCONTINUED SERVICE. (SEE 4.B.J
"ADD/EDIT CANCEL CODES")
ACCOUNT REFERRAL THIS IS THE SOURCE OF THE ACCOUNT AS SETUP IN ACCOUNT
REFERRAL IN (4.B.9) ALLOW YOU TO TRACK ACCOUNTS BY WHERE
THEY CAME FROM.
BILLING CYCLE IF THE COMPANY IS LARGE ENOUGH YOU MAY NEED TO SPREAD THE BILLING CYCLE OUT OVER 4 CYCLES ENDING EACH WEEK. THIS SPREADS OUT THE WORK LOAD AS WELL AS CASH FLOW.
BOTTLE DEPOSIT IF THE BOTTLE DEPOSIT FLAG IS TURNED ON IN ADD/EDIT COMPANY (9.6) AND THE PRODUCT FOR BOTTLE DEPOSITS IS UPDATED IN ADD/EDIT PRODUCT (5.1) THE SYSTEM WILL ACCUMULATE THE TOTAL NET NUMBER OF BOTTLES CURRENTLY ON THE CUSTOMER LOCATION.
RENTAL PRINT FLAG THE RENTAL PRINT FLAG CAN BE SET AS (Y/N/F/E) "Y"=TO PRINT A HARD COPY RENTAL INVOICE, "N"=NO PRINTING, FAXING OR E-MAILING OF A HARD COPY WILL BE DONE. F= TO FAX ONLY E= TO E-MAIL ONLY.
CHAIN # IF THIS ACCOUNT IS PART OF A CHAIN THEN THE APPROPRIATE CHAIN NUMBER SHOULD BE IN THIS FIELD.SEE ADD/EDIT CHAIN (D.5.1)
CREDIT ID #
IF THE SEPARATE BILLING ADDRESS FLAG IS SET TO "Y", THE FOLLOWING SCREEN
APPEARS.
**SCREEN DISPLAY**
THE ACCOUNT NUMBER AND THE DELIVERY ADDRESS OF THE CUSTOMER APPEARS AT THE
TOP OF THE SCREEN. FILL IN OR CHANGE THE BILLING ADDRESS INFORMATION. WHEN
YOU COMPLETE THE INFORMATION, PRESS {PF2} TO EXIT TO THE FIRST SCREEN OF THE
"ADD/EDIT CUSTOMER" PROGRAM. IF YOU DO NOT WISH TO ADD OR EDIT ANOTHER
CUSTOMER, PRESS {PF2} AGAIN TO EXIT TO THE "RECEIVABLES MENU".
4.2 A/R COMMENTS
THIS PROGRAM IS USED TO ATTACH EXPLANATORY NOTES TO A CUSTOMERS ACCOUNTS
RECEIVABLE FILE.
THE COMMENTS CAN BE DATED OR UNDATED. A DATED COMMENT APPEARS ON THE TELSEL
SCREEN ANYTIME THE CUSTOMER IS ACCESSED AFTER THE DATE IS REACHED. AN
UNDATED COMMENT CAN BE ACCESSED THROUGH "A/R COMMENT" OR "VIEW
ACCOUNTS"(4.6)AND "ENTER PAYMENTS"(4.4) PROGRAMS BY USING SELECTION X. A
LISTING OF COMMENTS CAN BE PRINTED USING THE "ACTIVITY REPORT"
IN RECEIVABLES.(4.A.E). THERE IS ALSO AN OPTION TO PRINT COMMENTS ON THE
"AGED ROUTE LIST"(SECTION 7.B).
THE FIRST SCREEN SAYS:
ENTER ACCOUNT NUMBER
IF YOU DO NOT KNOW THE CUSTOMER'S NUMBER, PRESS {{PF4} TO ACCESS THE "NAME
SEARCH" PROGRAM.
TYPE IN THE ACCOUNT NUMBER AND THE A/R COMMENTS SCREEN DISPLAYS.
THE ACCOUNT NUMBER, NAME, ADDRESS, TELEPHONE NUMBER,A/R BALANCE, SALESMAN,
AND ROUTE DISPLAYS AT THE TOP OF THE SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
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ACTIVITY DATE TYPE IN A DATE HERE IF YOU WANT TO BE REMINDED TO CHECK
THE ACCOUNT AGAIN IN THE FUTURE. ON OR AFTER THE DATE,
THE MESSAGE DISPLAYS EVERY TIME YOU CALL UP THE CUSTOMER.
MOST COMMENTS ARE NOT DATED.
COMMENT FIFTEEN COMMENT LINES ARE PROVIDED TO ENTER INFORMATION
ABOUT THE CUSTOMER. THE LINES MAY BE CLEARED AND USED
AGAIN.
LAST EDIT THE LAST DATE THAT INFORMATION WAS ENTERED ON THE
CUSTOMER'S ACCOUNT IN "A/R COMMENTS" AND THE LOGIN NAME
THAT ENTERED THE CHANGE.
LAST ACTIVITY THE LAST TIME ACTIVITY WAS ENTERED FOR THIS CUSTOMER.
4.3 ENTER INVOICE
THE ENTER INVOICE PROGRAM IS USED TO ENTER "SIMPLE" INVOICES OR "DEBIT
MEMOS". NO PRODUCT CODES ARE REQUIRED TO ENTER THE INVOICE. ADJUSTMENT
CODES ARE USED AND ARE LISTED AT THE BOTTOM OF THE ENTRY SCREEN.(SEE SECTION
4.B.H FOR INFORMATION ON ADJ. CODES.)
THE FIRST SCREEN SAYS:
ENTER ACCOUNT NO: ?
IF YOU DO NOT KNOW THE CUSTOMER'S NUMBER, PRESS {{PF4} TO ACCESS THE "NAME
SEARCH" PROGRAM. TYPE IN THE NUMBER OF THE ACCOUNT YOU WANT THE INVOICE TO
BE POSTED TO AND PRESS {ENTER}.
TO EXIT THE PROGRAM, PRESS {PF2}. ENTRY OF AN INVALID ACCOUNT NUMBER RETURNS
YOU TO THE FIRST SCREEN.
THE ACCOUNT NAME IS DISPLAYED AT THE TOP OF THE SCREEN. IF YOU HAVE ENTERED
THE WRONG ACCOUNT NUMBER, PRESS {PF2} TO EXIT TO THE "ENTER ACCOUNT NO."
SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
INV # THE SYSTEM ASSIGNS THE NEXT AVAILABLE INVOICE NUMBER IF
YOU PRESS {ENTER} AT THIS FIELD. THIS IS RECOMMENDED TO
AVOID DUPLICATE INVOICE NUMBERS.
INV DATE TYPE IN THE DATE OF THE INVOICE AND PRESS {ENTER}.
INVOICE AMOUNT TYPE IN THE TOTAL AMOUNT OF THE INVOICE INCLUDING SALES
TAX AND PRESS {ENTER}.
TAX THE AMOUNT OF SALES TAX CHARGED ON THE INVOICE. IF THERE
IS NO SALES TAX, LEAVE THE LINE BLANK BY PRESSING
{ENTER}.
P.O. NO. THIS FIELD IS FOR THE CUSTOMER'S PURCHASE ORDER NUMBER IF
THEY REQUIRE ONE. THIS FIELD MAY BE LEFT BLANK OR USED
FOR A SHORT DESCRIPTION OF THE INVOICE.
ADJ. CODE TYPE IN THE CODE BEST DESCRIBING THE REASON
FOR THE ADJUSTMENT AND PRESS {ENTER}. ADJUSTMENT CODES
ARE LISTED AT THE BOTTOM OF THE SCREEN.
AFTER ENTERING THE INVOICE, PRESS {PF2} TO STORE THE INVOICE. A BLANK
INVOICE ENTRY SCREEN IS DISPLAYED. ENTER ANOTHER INVOICE FOR THE CUSTOMER OR
PRESS {PF2} AGAIN TO EXIT TO THE "ENTER ACCOUNT NUMBER" SCREEN. PRESS {PF2}
TO EXIT THE PROGRAM.
4.4 ENTER PAYMENTS
THE ENTER PAYMENTS PROGRAM IS A BATCH ENTRY PROGRAM. TOTALS OF BATCHES ARE
ENTERED INTO THE SYSTEM AND THEN TRANSACTIONS ARE ENTERED UNTIL THEY EQUAL
THE BATCH TOTAL. THIS PROGRAM ALLOWS PAYMENTS TO BE ENTERED AGAINST INVOICES
THAT HAVE NOT BEEN ENTERED INTO THE SYSTEM. ONCE THE BATCH HAS BEEN ENTERED
AND BALANCES IT MAY BE POSTED AT ANY TIME YOU DESIRE. A REPORT OF THE BATCH
PRINTS AND ANY TRANSACTIONS THAT COULD NOT BE POSTED BECAUSE OF BAD
INFORMATION IS NOTED FOR CORRECTIONS. ALL OTHER TRANSACTIONS ARE POSTED.
THE BATCH CAN NOT BE CLEARED UNTIL ALL TRANSACTIONS ARE POSTED AND THE BATCH
BALANCES. CORRECTIONS CAN BE MADE TO A BATCH AND THE BATCH TOLD TO POST
AGAIN. ONLY THOSE TRANSACTIONS THAT DID NOT POST THE FIRST TIME IS POSTED.
WHEN A BATCH POSTS SUCCESSFULLY IT DISAPPEARS FROM THE SCREEN.
THIS PROGRAM IS MUCH SIMPLER TO USE THAN THE EXPLANATION THAT FOLLOWS
INDICATES.
THE FIRST SCREEN OF "ENTER PAYMENTS" DISPLAYS ANY BATCHES THAT ARE UNPOSTED.
THE STATUS OF THE BATCH DISPLAYS TO THE RIGHT OF THE BATCH.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
BATCH ID THE BATCH ID NUMBER OF A PAYMENT BATCH.
DATE THE DATE OF THE PAYMENT BATCH. THE BATCH ENTRY DATE.
SOURCE WHETHER THE BATCH IS A MAIL BATCH OR A ROUTE BATCH.
CONTROL AMT THE TOTAL OF THE BATCH THAT TRANSACTIONS MUST MATCH.
ENTERED AMT THE TOTAL OF THE TRANSACTIONS THAT HAVE BEEN ENTERED
AGAINST THE BATCH.
TRANS THE NUMBER OF TRANSACTIONS THAT HAVE BEEN ENTERED AGAINST
THE BATCH.
BALANCE THE DIFFERENCE BETWEEN THE CONTROL AMOUNT AND THE ENTERED
AMOUNT.
COMMAND KEYS PF1 REPORTS ACCESSES A REPORT OPTIONS SCREEN.
PF2 EXIT
PF3 TRANSACTIONS ALLOWS YOU TO ACCESS ANY BATCH
ENTERED AND ADD OR EDIT TRANSACTIONS
FOR THAT BATCH.
PF4 BATCH CONTROL THIS OPTION IS WHERE YOU ENTER
CONTROL TOTALS FOR NEW BATCHES,
DELETE BATCHES, AND EDIT BATCHES.
ADD BATCH
PRESS {{PF4}. THE OPTIONS FOR MANIPULATING BATCHES DISPLAY AT THE BOTTOM OF
THE SCREEN.
**SCREEN DISPLAY**
PRESS {PF1} TO ADD A BATCH. A SCREEN WITH THE "BATCH ID" AND THE NEXT
AVAILABLE BATCH ID NUMBER DISPLAYS. TO ACCEPT THE ID NUMBER DISPLAYED PRESS
{ENTER} OR PRESS {PF2} TO EXIT THE PROGRAM. THE BATCH CONTROL RECORD SCREEN
DISPLAYS. THE BATCH ID NUMBER, NUMBER OF TRANSACTIONS(0 FOR A NEW BATCH),
TOTAL OF PAYMENTS ENTERED(0) DISPLAYS ACROSS THE TOP OF THE SCREEN.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
CONTROL DATE TYPE IN THE DATE THE PAYMENTS WERE RECEIVED AND PRESS
{ENTER}.
CONTROL AMOUNT TYPE IN THE CONTROL TOTAL FOR THE BATCH AND PRESS
{ENTER}.
DEPOSIT SOURCE TYPE IN "M" FOR PAYMENTS RECEIVED IN THE MAIL" OR R" FOR
PAYMENTS COLLECTED ON THE ROUTE AND PRESS {ENTER}.
DEPOSIT BANK DEFAULT IS "1". PRESS {ENTER} TO ACCEPT OR TYPE IN THE
NUMBER OF THE BANK THE PAYMENTS WERE DEPOSITED TO AND
PRESS {ENTER}.
OPERATOR COMPUTER DISPLAYS THE LOGIN NAME.
BATCH STATUS NEW BATCHES DISPLAY AN "OPEN BATCH" STATUS.
YOU MAY NOW PRESS {PF2} OR {{PF3}. PRESS {PF2} IF YOU WISH TO ADD ANOTHER
BATCH. PRESS {{PF3} IF YOU WISH TO ENTER THE INDIVIDUAL PAYMENTS THAT MAKE
UP THE BATCH.
DELETE BATCH
AT THE FIRST SCREEN OF THE "ENTER PAYMENTS" PROGRAM PRESS {{PF4}. THE
OPTIONS FOR MANIPULATING BATCHES DISPLAYS AT THE BOTTOM OF THE SCREEN.
**SCREEN DISPLAY**
USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE(HIGHLIGHTED) ON THE
BATCH THAT YOU WISH TO DELETE AND PRESS {{PF3}. PRESS {PF1} AND THE BATCH IS
DELETED. THE FIRST SCREEN RE-DISPLAYS. "DELETED" DISPLAYS IN THE STATUS
FIELD NEXT TO THE BATCH.
EDIT BATCH
IT MAY SOMETIMES BE NECESSARY TO EDIT THE BATCH CONTROL TOTALS. AT THE FIRST
SCREEN OF THE "ENTER PAYMENTS" PROGRAM PRESS {{PF4}. THE OPTIONS FOR
MANIPULATING BATCHES DISPLAY AT THE BOTTOM OF THE SCREEN.
**SCREEN DISPLAY**
USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE(HIGHLIGHTED) ON THE
BATCH THAT YOU WISH TO EDIT AND PRESS {{PF3}. YOU MAY NOW CHANGE THE
CONTROL DATE, CONTROL AMOUNT, DEPOSIT SOURCE, OR DEPOSIT BANK. ONCE ALL
CHANGES HAVE BEEN MADE, PRESS {PF2} TO EXIT AND SAVE THE CHANGES. YOU ALSO
HAVE THE OPTION OF ENTERING THE "ADD TRANSACTION" PROGRAM BY PRESSING {{PF3}.
ADD TRANSACTIONS
AT THE FIRST SCREEN OF THE "ENTER PAYMENTS" PROGRAM, USE THE UP/DOWN ARROW
KEY TO POSITION THE CURSOR LINE ON THE BATCH AND PRESS {{PF3} . THIS
ACCESSES THE "TRANSACTIONS" SCREEN FOR THAT BATCH WHICH ALLOWS YOU TO ADD
TRANSACTIONS TO A BATCH SET UP IN THE SYSTEM. THERE IS ALSO AN ADD
TRANSACTION OPTION AT THE "BATCH CONTROL ENTRY" SCREEN. IF ANY TRANSACTIONS
ARE ENTERED FOR THE BATCH THEY DISPLAY.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
ACCT NAME THE NAME OF THE CUSTOMER THE PAYMENT WAS ENTERED TO.
CHECK THE NUMBER OF THE CHECK IF THE PAYMENT WAS BY CHECK.
DATE THE DATE OF THE PAYMENT.
AMOUNT THE AMOUNT OF THE PAYMENT.
TRANS STAT THE STATUS OF THE TRANSACTION. POSTED, UNPOSTED, DELETED.
PRESS {PF1} TO ADD A TRANSACTION TO A BATCH. THE BATCH ID NUMBER, CONTROL
AMOUNT, NUMBER OF TRANSACTIONS ENTERED, BATCH DATE, ENTERED AMOUNT, AND
BALANCE DISPLAY AT THE TOP OF THE SCREEN. IN THE MIDDLE:
ENTER CUSTOMER NO.
NOTICE THE OPTIONS AT THE BOTTOM OF THE SCREEN.
{PF1} ALLOWS YOU TO APPLY ONE CHECK TO MULTIPLE ACCOUNTS.
{{PF3} INVOICE SEARCH ALLOWS YOU TO PUT IN THE NUMBER OF THE INVOICE YOU
WANT TO PAY. THIS LETS YOU FIND AN INVOICE IF YOU DO NOT HAVE THE
ACCOUNT NUMBER.
{{PF4} ACCOUNT NAME SEARCH ACCESSES THE "NAME SEARCH" PROGRAM THAT LETS
YOU LOOK UP THE ACCOUNT NUMBER BY ENTERING PART OR ALL OF THE NAME.
TYPE IN THE NUMBER OF THE CUSTOMER WHO'S PAYMENT YOU WISH TO ENTER. THE
CUSTOMERS ACCOUNTS RECEIVABLE APPEARS SIMILAR TO THE DISPLAY IN "VIEW
ACCOUNTS".(SEE SECTION 4.6)
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
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CK# PRESS {ENTER} IF THE PAYMENT IS CASH. THE SYSTEM DISPLAYS
"CASH" IN THIS FIELD. IF THE PAYMENT IS BY CHECK, TYPE
IN THE NUMBER OF THE CHECK(NUMERIC CHARACTERS ONLY) AND
PRESS {ENTER}.
DATE THE COMPUTER DISPLAYS THE BATCH DATE. PRESS {ENTER} TO
ACCEPT.
AMOUNT TYPE IN THE AMOUNT OF THE PAYMENT WITH DECIMAL
POINT.(ZERO'S AFTER THE DECIMAL NEED NOT BE ENTERED)
AMT LEFT WHEN YOU BEGIN APPLYING THE PAYMENT TO INVOICES THE
SYSTEM TELLS YOU IN THIS FIELD HOW MUCH YOU HAVE LEFT TO
APPLY.
SESSION TOTAL WHEN YOU ENTER A BATCH AND ADD TRANSACTIONS THE SYSTEM
STARTS TOTALING EACH PAYMENT ENTERED. IF YOU DO NOT EXIT
THE PROGRAM UNTIL YOU ARE FINISHED ENTERING A BATCH OF
PAYMENTS, THIS TOTAL MATCHES THE BATCH TOTAL.
BALANCE THE TOTAL LEFT TO APPLY BEFORE THE BATCH TOTAL IS
REACHED.
ONCE YOU HAVE ENTERED THE CK#, DATE, AND AMOUNT, THE "ENTER COMMAND" LINE
DISPLAYS. THIS GIVES ACCESS TO THE COMMANDS AT THE BOTTOM OF THE SCREEN.
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COMMAND OPTIONS DESCRIPTION
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P - PAY INVOICE THIS IS THE MOST COMMONLY USED COMMAND. PRESS {P} IF YOU
WISH TO APPLY ALL OR PART OR THE PAYMENT TO AN INVOICE ON
THE ACCOUNT. IF THE AMOUNT OF THE PAYMENT IS
INSUFFICIENT TO PAY THE INVOICE, A MESSAGE DISPLAYS THAT
SAYS THE AMOUNT IS INSUFFICIENT AND YOU ARE ASKED IF YOU
WISH TO A = APPLY REMAINDER, M = ISSUE CREDIT. YOU MAY
ISSUE CREDIT FOR AMOUNTS UP TO NINETY NINE CENTS(.99).
R - PART PAY PRESS {R} IF YOU WANT TO PARTIALLY PAY AN INVOICE ON THE
ACCOUNT. THE COMPUTER ASKS WHICH INVOICE YOU WISH TO
PAY AND HOW MUCH.
U - UNAPPL CR PRESS {U} IF YOU DO NOT WANT TO APPLY THE PAYMENT TO ANY
INVOICE AT THIS TIME. THE ONLY TIME THIS SHOULD BE USED
IS IF YOU ARE UNSURE OF THE INVOICE THE CUSTOMER IS
PAYING AND NEED TO DO FURTHER RESEARCH. YOU HAVE TO GO
INTO "VIEW ACCOUNTS"(SECTION 4.6) SOME TIME BEFORE THE
END OF THE MONTH AND CLEAN UP THE UNAPPLIED CREDIT(UCK).
UCK'S STAYS ON A CUSTOMERS ACCOUNT UNTIL APPLIED EVEN IF
THE MONTH IS CLOSED.
C - INV CR YOU HAVE THE OPTION OF MAKING CREDIT ADJUSTMENTS IN FAVOR
OF THE CUSTOMER WHILE IN THE PAYMENTS PROGRAM.(CREDITS
MAY ALSO BE DONE USING "ENTER CREDIT MEMO"(4.5)) PRESS
{C}, TYPE IN THE NUMBER OF THE INVOICE YOU WISH TO MAKE
THE CREDIT ADJUSTMENT TO AND PRESS {ENTER}. TYPE IN THE
ADJUSTMENT AMOUNT AND PRESS {ENTER}. TYPE IN THE GENERAL
LEDGER CODE NUMBER YOU WISH THE ADJUSTMENT CHARGED TO AND
PRESS {ENTER}. A CREDIT MEMO IS POSTED TO THE INVOICE
FOR THE AMOUNT ENTERED.
D - INV DB YOU HAVE THE OPTION OF MAKING DEBIT ADJUSTMENTS TO AN
INVOICE IN YOU COMPANIES FAVOR.(DEBITS MAY ALSO BE DONE
USING ""ENTER INVOICE"(4.3)) FOR EXAMPLE: YOU MAY NEED
TO ADD A SPECIAL CHARGE TO AN INVOICE AFTER THE INVOICE
IS GENERATED. PRESS {D}, TYPE IN THE INVOICE NUMBER YOU
WISH TO ADD CHARGES TO AND PRESS {ENTER}. TYPE IN THE
ADJUSTMENT AMOUNT AND PRESS {ENTER}. TYPE IN THE GENERAL
LEDGER CODE NUMBER AND PRESS {ENTER}. A DEBIT MEMO IS
POSTED TO THE ACCOUNT FOR THE AMOUNT ENTERED.
E - EDIT THIS OPTION ALLOWS YOU TO CHANGE THE CHECK NUMBER, THE
DATE, OR THE PAYMENT AMOUNT !IF YOU HAVE NOT APPLIED ANY
OF THE PAYMENT TO AN INVOICE!
I - INV DETAIL PRESSING {I} LETS YOU LOOK AT THE DETAIL OF INVOICES ON
THE CUSTOMERS ACCOUNT. THIS OPTION IS THE SAME AS THAT
IN "VIEW ACCOUNTS"(SECTION 4.6).
X - COMMENTS PRESSING {X} SENDS YOU TO THE "A/R COMMENTS" SCREEN WHERE
YOU MAY ENTER OR VIEW NOTES ON THE CUSTOMERS ACCOUNT.(SEE
SECTION 4.2)
F - FORWARD PRESSING {F} DISPLAYS THE NEXT SCREEN OF INVOICES. IF
THERE IS AN **END** AT THE BOTTOM OF THE DATE COLUMN,
THERE ARE NO MORE SCREENS OF INVOICES.
B - BACKWARD PRESSING {B} RETURNS YOU TO THE PREVIOUS SCREEN OF
ACCOUNTS RECEIVABLE.
PF2 - EXIT PRESSING {PF2} TAKES YOU OUT OF COMMAND OPTION ACCESS.
DELETE TRANSACTION
THE SYSTEM DOES NOT ALLOW A TRANSACTION TO BE EDITED ONCE IT IS ENTERED. YOU
CAN HOWEVER DELETE AN INCORRECT TRANSACTION AND ENTER IT AGAIN.
IF NO ATTEMPT HAS BEEN MADE TO POST THE PAYMENT BATCH, AT THE FIRST SCREEN OF
THE "ENTER PAYMENTS" PROGRAM, USE THE UP/DOWN ARROW KEY TO POSITION THE
CURSOR LINE ON THE BATCH YOU WISH TO DELETE A TRANSACTION FROM AND PRESS
PF1}. THE "TRANSACTIONS" SCREEN DISPLAYS.
**SCREEN DISPLAY**
ALL TRANSACTIONS ENTERED FOR THE BATCH DISPLAY. USE THE UP/DOWN ARROW KEY TO
POSITION THE CURSOR LINE ON THE TRANSACTION YOU WISH TO DELETE AND PRESS
{{PF4}. THE TRANSACTION IS DELETED.
WARNING! THIS OPTION IS USED FOR CORRECTIONS TO A BATCH IF NO ATTEMPT
HAS BEEN MADE TO POST THE BATCH. IF YOU USE THIS OPTION AFTER A POST
ATTEMPT HAS BEEN MADE THE BATCH NEVER BALANCES.
IF AN ATTEMPT TO POST A BATCH HAS BEEN MADE OR YOU WISH TO DELETE ONLY ONE
LINE OF A TRANSACTION USE THE DELETE OPTION IN THE VIEW TRANSACTION SCREEN.
VIEW TRANSACTIONS
AT THE FIRST SCREEN, USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE
ON THE BATCH THAT CONTAINS THE TRANSACTIONS YOU WISH TO VIEW. PRESS {{PF3}
TO ACCESS THE TRANSACTIONS. POSITION THE CURSOR LINE ON THE TRANSACTION YOU
WISH TO VIEW AND PRESS {{PF3}. THE DETAIL OF THE TRANSACTION DISPLAYS.
**SCREEN DISPLAY**
IF YOU HAVE ENTERED THE VIEW TRANSACTION SCREEN IN ORDER TO DELETE A
TRANSACTION AFTER A POST OR THE DELETE ONLY ONE LINE OF A TRANSACTION, USE
THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE ON THE LINE YOU WISH TO
DELETE AND PRESS {PF3}. PRESS {PF2} TO EXIT THE SCREEN.
ENTER PAYMENTS REPORTS
EXITING THE "TRANSACTIONS" SCREEN AUTOMATICALLY SENDS YOU TO A "REPORT
SELECTIONS MENU". THE REPORT THAT THE PROGRAM GENERATES IS A DETAILED
LISTING OF THE TRANSACTIONS ENTERED. THERE IS ALSO A REPORT OPTION AVAILABLE
BY PRESSING {PF1} AT THE FIRST SCREEN OF THE "ENTER PAYMENTS" PROGRAM.
**SCREEN DISPLAY**
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REPORT OPTIONS DESCRIPTION
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1 TRANSACTION DATE DEFAULT IS "ALL". TO SELECT A RANGE OF DATES OR A SINGLE
RANGE DATE PRESS {1} THEN {ENTER}. TYPE IN THE BEGINNING DATE
AND PRESS {ENTER}. TYPE IN THE ENDING DATE AND PRESS
{ENTER}. IF YOU WISH THE REPORT TO PRINT FOR A SINGLE
DATE, THE BEGINNING AND ENDING DATE MUST BE THE SAME.
2 BATCH ID RANGE DEFAULT IS THE ID NUMBER OF THE BATCH THE CURSOR LINE IS
ON WHEN YOU SELECT {PF1}. TO SELECT A RANGE OF BATCHES
OR A SINGLE BATCH PRESS {2} THEN {ENTER}. TYPE IN THE
BEGINNING ID NUMBER AND PRESS {ENTER}. TYPE IN THE
ENDING ID NUMBER AND PRESS {ENTER}. IF YOU WISH TO PRINT
THE REPORT FOR A SINGLE BATCH, THE BEGINNING AND ENDING
ID NUMBERS MUST BE THE SAME.
3 OPERATOR DEFAULT IS "ALL". TO SELECT A REPORT FOR SINGLE
OPERATOR, PRESS {3} THEN {ENTER}. TYPE IN THE OPERATOR'S
LOGIN NAME AND PRESS {ENTER}.
4 ACCOUNT RANGE DEFAULT IS "ALL". TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT, PRESS {4} THEN {ENTER}. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS {ENTER}. TYPE IN THE
ENDING ACCOUNT NUMBER AND PRESS {ENTER}. IF YOU WISH THE
REPORT TO PRINT FOR A SINGLE ACCOUNT, THE BEGINNING AND
ENDING ACCOUNT NUMBER MUST BE THE SAME.
5 PRINT CASH DEFAULT IS "YES". IF YOU DO NOT WISH CASH TRANSACTIONS
TRANSACTIONS TO PRINT ON THE REPORT, PRESS {5}. THE DISPLAY CHANGES
TO "NO".
6 PRINT CHECK DEFAULT IS "YES". IF YOU DO NOT WISH CHECK TRANSACTIONS
TRANSACTIONS TO PRINT ON THE REPORT, PRESS {6}. THE DISPLAY CHANGES
TO "NO".
7 PRINT TRANS- DEFAULT IS "SUMMARY". IF YOU WISH THE DETAIL OF THE
ACTIONS TRANSACTIONS TO PRINT ON THE REPORT, PRESS {7}. THE
DISPLAY CHANGES TO "DETAIL".
8 BEGIN PRINTING WITH OPTIONS SHOWN.
A PRINT MAIL/ROUTE DEFAULT IS "BOTH". TO SELECT A REPORT WITH ONLY MAIL
SOURCE BATCHES OR ONLY ROUTE BATCHES, PRESS {A} THEN {ENTER}.
PRESS {M} IF YOU WANT THE REPORT FOR MAIL BATCHES OR {R}
IF YOU WANT THE REPORT FOR ROUTE BATCHES AND PRESS
{ENTER}.
B PRINT BATCH DEFAULT IS "NO". TO SELECT SUMMARY ONLY, PRESS {B} THEN
SUMMARY SOURCE {ENTER}. THE DISPLAY CHANGES TO "YES". OPTIONS 5
THROUGH 7 ARE IGNORED.
PF2 EXIT WITHOUT PRINTING
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU" APPEARS.
POST BATCH
THE FIRST SCREEN OF "ENTER PAYMENTS" DISPLAYS ANY BATCHES THAT ARE UNPOSTED.
THE STATUS OF THE BATCH DISPLAYS TO THE LEFT OF THE BATCH.
**SCREEN DISPLAY**
USE THE UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE ON THE BATCH YOU WISH
TO POST AND PRESS {PF4}.
**SCREEN DISPLAY**
YOU MAY NOW PRESS {PF4} TO POST THE BATCH OR PRESS {PF2} TO EXIT WITHOUT
POSTING.
4.5 ENTER CREDIT MEMO
THE ENTER CREDIT MEMO PROGRAM IS USED TO ENTER CREDIT ADJUSTMENTS TO A
CUSTOMER'S ACCOUNT. VALID THREE DIGIT ADJUSTMENT CODES ARE DISPLAYED AT THE
BOTTOM OF THE SCREEN.(FOR MORE ON ADJUSTMENT CODES SEE SECTION 4.B.H) PRESS
{PF2} TO EXIT THE PROGRAM.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
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ACCOUNT # TYPE IN THE ACCOUNT NUMBER OF THE CUSTOMER YOU WISH TO
MAKE A CREDIT ADJUSTMENT TO AND PRESS {ENTER}. IF YOU
TYPE IN THE WRONG ACCOUNT NUMBER, USE THE UP ARROW KEY TO
MOVE BACK TO THE "ACCOUNT #" FIELD AND RE-ENTER THE
ACCOUNT NUMBER.
AMOUNT TYPE IN THE AMOUNT OF THE CREDIT ADJUSTMENT AND PRESS
{ENTER}. UNLIKE THE "ENTER INVOICE PROGRAM(SECTION 4.2)
THERE IS NO SEPARATE FIELD FOR TAX. IF TAX IS PART OF
THE AMOUNT TO BE CREDITED, YOU HAVE TO MAKE ONE CREDIT
ADJUSTMENT FOR THE TAX AND ANOTHER FOR THE AMOUNT TAXED.
DATE TYPE IN THE DATE OF THE CREDIT ADJUSTMENT AND PRESS
{ENTER}.
INV # IF THE CREDIT ADJUSTMENT IS TO BE APPLIED TO A SINGLE
INVOICE AND YOU KNOW THE COMPLETE NUMBER OF THAT INVOICE,
TYPE IN THE INVOICE NUMBER AND THE CREDIT IS APPLIED TO
THAT INVOICE. LEAVE THIS FIELD BLANK IF YOU DO NOT KNOW
THE INVOICE NUMBER OR THE CREDIT IS NOT FOR A SINGLE
INVOICE.
MEMO # THIS FIELD MAY BE USED FOR A CREDIT MEMO NUMBER OR A
SHORT DESCRIPTION OF THE CREDIT.
ADJ CODE TYPE IN THE APPROPRIATE THREE LETTER CODE FROM THE BOTTOM
OF THE SCREEN THAT BEST DESCRIBES THE REASON FOR THE
CREDIT MEMO.(SEE SECTION 4.B.H FOR DETAILED INFORMATION
ON ADJUSTMENT CODES.)
AFTER ENTERING THE CREDIT MEMO, PRESS {PF2} TO STORE. A BLANK CREDIT MEMO
ENTRY SCREEN APPEARS. ENTER ANOTHER CREDIT MEMO OR PRESS {PF2} TO ACCESS THE
POST PORTION OF THE CREDIT MEMO PROGRAM.
A SCREEN WITH THE OPEN INVOICES OF THE CUSTOMER YOU ENTERED THE CREDIT MEMO
FOR DISPLAYS. THE CUSTOMER NUMBER, NAME, ADDRESS, SALESMAN NUMBER, ROUTE
NUMBER AND TELEPHONE DISPLAYS ACROSS THE TOP OF THE SCREEN. THE AMOUNT OF
THE CREDIT MEMO DISPLAYS NEAR THE BOTTOM.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
#############################################################################
P - POST TELLS THE SYSTEM YOU WISH TO POST THE CREDIT MEMO TO THE
CUSTOMER. PRESS {P} TO DISPLAY THE POST ACTIONS.
P - APPLY TO INVOICE PRESS {P} THEN {ENTER}. THE SYSTEM
DISPLAYS:
ENTER INVOICE NO. - ?
TYPE IN THE INVOICE NUMBER YOU WANT THE CREDIT APPLIED TO
AND PRESS {ENTER}. THE SYSTEM DISPLAYS:
ENTER CREDIT AMOUNT - ?
TYPE IN THE AMOUNT YOU WANT APPLIED TO THE INVOICE AND
PRESS {ENTER}. IF THERE IS AN AMOUNT LEFT, YOU MAY POST
IT TO ANOTHER INVOICE FOLLOWING THE SAME STEPS OR SHOW IT
AS UNAPPLIED.
D - DELETE THE CREDIT MEMO IS DELETED AS IF IT HAD NEVER
BEEN ENTERED.
U - UNAPPLIED PRESS {U} THEN {ENTER} IF YOU DO NOT WANT
THE CREDIT APPLIED AGAINST AN INVOICE. THE UNAPPLIED
CREDIT REMAINS ON THE CUSTOMER'S ACCOUNT UNTIL IT IS
APPLIED TO AN INVOICE.
D - BYPASS THIS LETS YOU ABORT A CREDIT MEMO YOU HAVE ENTERED. IF
THE CREDIT MEMO IS INCORRECT OR WAS ENTERED TO THE WRONG
CUSTOMER, PRESS {D}. THE SYSTEM DELETES THE CREDIT MEMO
AS IF IT HAD NOT BEEN ENTERED.
F/B FORWARD/ THE "F" AND "B" KEYS LET YOU MANIPULATE THE CUSTOMERS
BACKWARD OPEN INVOICE DISPLAY. THE "F" MOVES THE DISPLAY FORWARD
ONE SCREEN. THE "B" MOVES THE DISPLAY BACKWARD ONE
SCREEN. THIS ALLOWS YOU TO VIEW ALL OF A CUSTOMERS OPEN
INVOICES.
UP/DOWN THE UP/DOWN ARROW KEYS MOVE THE DISPLAY UP ONE LINE OR
DOWN ONE LINE.
IF YOU ENTERED MORE THAN ONE CREDIT MEMO, THE SYSTEM DISPLAYS THE NEXT CREDIT
ENTERED UNTIL ALL HAVE BEEN POSTED OR DELETED. ONCE THE POSTING PROCESS IS
COMPLETED THE "REPORT SELECTIONS MENU" APPEARS. IT IS RECOMMENDED THAT A
PRINT BE DONE EACH TIME CREDITS ARE ENTERED.
4.6 VIEW ACCOUNTS
THE VIEW ACCOUNTS PROGRAM IS A MULTIPLE FUNCTION PROGRAM. YOU CAN USE THE
PROGRAM TO:
1) VIEW THE CURRENT TRANSACTIONS OF AN ACCOUNT ON THE SCREEN.
2) EDIT ANY MISTAKE ON THE ACCOUNT, SUCH AS A WRONG INVOICE NUMBER
ENTERED.
3) DELETE(ZAP) A TRANSACTION ENTERED ON AN ACCOUNT BY MISTAKE.
NOTE: EDITING AN INVOICE AMOUNT OR DELETING A TRANSACTION DOES NOT CHANGE
THE JOURNAL. YOU MUST MAKE MANUAL CORRECTING JOURNAL ENTRIES IF
YOU ARE USING THE GENERAL LEDGER SYSTEM. THIS IS DONE USING "EDIT
JOURNAL"(8.4)
4) APPLY UNAPPLIED PAYMENTS AND CREDIT MEMOS.
5) VIEW THE CUSTOMERS HISTORY INCLUDING DETAIL OF SPECIFIC INVOICES.
6) VIEW PAST SALES HISTORY.
7) VIEW DELIVERY INVOICE NUMBERS THAT HAVE BEEN GENERATED FOR THE
CUSTOMER.
8) EDIT THE ACCOUNTS RECEIVABLE COMMENTS FOR THIS CUSTOMER.
THE FIRST SCREEN OF THIS PROGRAM ASKS YOU TO:
ENTER ACCOUNT NO. : ?
NOTICE THE OPTIONS AT THE BOTTOM OF THE SCREEN.
{PF3} ALLOWS YOU TO ACCESS A CUSTOMER'S ACCOUNT BY INVOICE NUMBER. IF
YOU ARE TRYING TO FIND OUT WHAT CUSTOMER A PARTICULAR INVOICE IS POSTED
TO, SELECT THIS OPTION, TYPE IN THE INVOICE NUMBER AND PRESS {ENTER}.
THE SYSTEM SEARCHES FOR THE INVOICE AND DISPLAYS THE CUSTOMERS ACCOUNT
ON THE SCREEN WHEN FOUND. IF THE INVOICE NUMBER IS NOT FOUND THE SYSTEM
DISPLAYS AN "INVOICE NOT FOUND" MESSAGE. A NEW LINE IS ADDED.
DO YOU WANT TO SORT? (Y/N)
ANSWER THIS QUESTION "N". YOU ARE RETURNED TO THE "ENTER ACCOUNT NO"
FIELD. SORTING OF INVOICES IS DONE AT NIGHT AS THE PROCESS TIES UP THE
TERMINAL AND CAN TAKE A LONG TIME.
{PF4} ACCESSES THE "NAME SEARCH" PROGRAM. IT LETS YOU LOOK UP THE
ACCOUNT NUMBER BY ENTERING PART OR ALL OF THE NAME.
TYPE IN THE ACCOUNT NUMBER OF THE CUSTOMER YOU WISH TO VIEW AND PRESS
{ENTER}. THE CUSTOMERS ACCOUNT NUMBER, CONTACT NAME, TELEPHONE NUMBER, THE
PRIMARY SALESMAN NUMBER, THE ROUTE, AND THE CUSTOMERS NAME AND ADDRESS
APPEARS AT THE TOP OF THE SCREEN. ONE LINE OF INFORMATION APPEARS FOR EACH
TRANSACTION POSTED TO THE CUSTOMERS ACCOUNT.
**SCREEN DISPLAY**
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SCREEN DISPLAY DESCRIPTION
#############################################################################
DATE THE DATES OF INVOICES POSTED TO THE CUSTOMERS ACCOUNT.
NOTE: IF "**END**" DISPLAYS AT THE BOTTOM OF THIS
COLUMN YOU ARE SEEING ALL OF THE INVOICES FOR THE
CUSTOMER.
INV# THE INVOICE NUMBERS POSTED TO THE CUSTOMERS ACCOUNT.
DEBIT INVOICES WITH DEBIT BALANCES ARE DISPLAYED IN THIS FIELD.
CREDIT INVOICES WITH CREDIT BALANCES ARE DISPLAYED IN THIS
FIELD, ALSO PAYMENTS AND CREDIT MEMOS.
PO/CK/CM PURCHASE ORDER NUMBER, CHECK NUMBER OR CREDIT MEMO NUMBER
DISPLAYS IN THIS FIELD.(IF THE OPERATOR USED THE PO#
FIELD IN THE "INVOICE ENTRY" PROGRAM OR THE MEMO# FIELD
IN THE "CREDIT MEMO" PROGRAM TO ENTER AN EXPLANATION IT
DISPLAYS HERE)
CODE THREE DIGIT DESCRIPTION OF THE TYPE OF THE TRANSACTION
SHOWN ON LINE. INV = INVOICE, CHK = CHECK, UAM =
UNAPPLIED MEMO, UCK = UNAPPLIED CHECK, CM = CREDIT MEMO,
ADJ = ADJUSTMENT
TOTALS TOTAL OF THE DEBITS AND CREDITS ON THE CUSTOMERS ACCOUNT.
DUE TOTAL ACCOUNTS RECEIVABLE FOR CUSTOMER AT TIME OF
VIEWING. INCLUDES ALL TRANSACTIONS POSTED.
AN AGING OF INDIVIDUAL TRANSACTIONS APPEARS TO THE LEFT OF THE DATE FIELD.
THIS TELLS YOU HOW OLD THE TRANSACTION IS. A TOTALS AGING OF ALL
TRANSACTIONS APPEARS AT THE BOTTOM OF THE SCREEN.
IF YOU ARE NOT FAMILIAR WITH THE OPTIONS AVAILABLE IN "VIEW ACCOUNTS", PRESS
{H} TO ACCESS A HELP WINDOW THAT LISTS VALID COMMANDS. REMEMBER, THESE
OPTIONS MAY ONLY BE USED WHILE AT THE VIEW SCREEN. YOU MUST EXIT THE HELP
WINDOW TO USE THE COMMANDS.
**SCREEN DISPLAY**
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SCREEN FIELDS DESCRIPTION
#############################################################################
E - EDIT INVOICE PRESS {E}, TO ENTER "EDIT" MODE. POSITION THE CURSOR
LINE ON THE INVOICE YOU WISH TO EDIT USING THE UP/DOWN
ARROW KEYS, AND PRESS {PF1}(THIS CONFIRMS THE SELECTION).
THE COMPUTER DISPLAYS THE EDIT SCREEN.(NOTE: IF THE
INVOICE YOU WISH TO EDIT IS ON ANOTHER SCREEN, YOU MUST
GO TO THAT SCREEN BEFORE PRESSING {E}.)
**SCREEN DISPLAY**
YOU MAY EDIT ANY FIELD YOU WISH. HOWEVER, CHANGING AN AMOUNT DOES NOT
CORRECT THE JOURNAL ENTRY. THIS MUST BE DONE WITH "EDIT JOURNAL"(8.4) OR
WITH A CORRECTING JOURNAL ENTRY(8.1). A CORRECTING JOURNAL ENTRY IS THE
PREFERRED METHOD. YOU SHOULD ALSO NOTE THAT CHANGING THE LEDGER CODE DURING
EDIT DOES NOT CAUSE THE JOURNAL ENTRY TO BE CHANGED. YOU MUST EDIT THE
JOURNAL ENTRY OR MAKE A CORRECTING ENTRY. IF THE LEDGER CODE IS
INADVERTENTLY LEFT OFF OF THE INVOICE, USE EDIT JOURNAL.(8.4) IF THE INVOICE
IS INADVERTENTLY PLACED IN AN INCORRECT GENERAL LEDGER ACCOUNT MAKE A
CORRECTING ENTRY(ASSUMING THAT THE LEDGER CODE THE TRANSACTION IS POSTED TO
IS VALID.) ONE MORE POINT, RECEIVABLES INVOICES CREATED BY THE MDS INVOICING
SYSTEM DO NOT SHOW A LEDGER CODE. THIS IS BECAUSE THE INVOICE COULD INCLUDE
UP TO FIFTEEN SEPARATE LEDGER CODES.
THE EDIT COMMAND WORKS ONLY WITH INVOICES. YOU ARE NOT ABLE TO EDIT A CHECK
OR A CREDIT MEMO. AFTER COMPLETING THE EDIT, PRESS THE {PF2} KEY TO RETURN
TO THE VIEWING SCREEN.
Z - ZAP/DELETE THE "ZAP" COMMAND WORKS THE SAME AS THE "EDIT" COMMAND.
ENTRY TO DELETE ONE OR MORE ENTRIES PRESS {Z}. THE FIRST
INVOICE IS DISPLAYED IN INVERSE VIDEO. POSITION THE
CURSOR LINE ON THE INVOICE YOU WISH TO DELETE USING THE
UP/DOWN ARROW KEYS AND PRESS {PF1}. THE INVOICE REMAINS
IN INVERSE VIDEO AND THE CURSOR LINE MOVES TO THE NEXT
INVOICE. WHILE YOU ARE IN ZAP MODE A WARNING DISPLAYS AT
THE BOTTOM OF THE SCREEN TELLING YOU THAT YOU ARE IN ZAP
MODE. ONCE YOU HAVE DELETED ALL INVOICES DESIRED, PRESS
{PF2} AND THE ENTRIES ARE DELETED. ONLY INVOICES THAT
ARE HIGHLIGHTED AND THEN CONFIRMED WITH THE {PF1} KEY ARE
DELETED.
IF DURING THE CONFIRMING OF INVOICES TO BE DELETED, YOU
DECIDE NOT TO "ZAP" AN INVOICE, YOU MAY PRESS THE "SPACE
BAR" AND THE SCREEN EXITS THE "ZAP" MODE AND RETURNS TO
NORMAL VIEWING. IF AN INVOICE IS SELECTED FOR DELETION
BY MISTAKE, USE THE UP/DOWN ARROW KEYS TO POSITION THE
CURSOR LINE OVER THE ENTRY SELECTED BY MISTAKE(THE
HIGHLIGHTED LINE IS RETURNED TO NORMAL COLOR), AND PRESS
THE {PF1} KEY AGAIN. THE CURSOR MOVES TO THE NEXT LINE
AND THE ENTRY REMAINS IN NORMAL COLOR. THE ENTRY IS NOT
DELETED WHEN THE {PF2} KEY IS PRESSED.
F - ROLL DISPLAY PRESS {F} TO ROLL THE DISPLAY FORWARD ONE SCREEN.
FORWARD 10
UP - MOVE DISPLAY PRESS THE UP ARROW KEY TO MOVE DISPLAY UP ONE LINE AT A
UP 1 TIME.
H - DISPLAY COMMAND PRESS {H}. TO ACCESS THE HELP SCREEN THAT DISPLAYS VALID
COMMANDS.
S - SELECT UNAP- PRESS {S} TO SELECT AN UNAPPLIED PAYMENT (UCK) OR CREDIT
PLIED CREDIT MEMO FOR APPLICATION TO AN INVOICE. THIS IS USED WITH
THE {PF1} CONFIRM KEY AND THE "A" TO APPLY CREDITS TO AN
INVOICE.(SEE "UNAPPLIED CREDIT" BELOW)
D - SHOW DELIVERY PRESS {D} TO SHOW THE DELIVERY TICKETS PRINTED FOR THIS
TICKETS ACCOUNT. IF DELIVERY TICKETS DO NOT DISPLAY, YOU DID NOT
SELECT "DELIVERY TICKET HISTORY" IN THE "ADD/EDIT
COMPANY" PROGRAM.(9.6)
**SCREEN DISPLAY**
THE MOST RECENT DELIVERY TICKETS ARE AT THE TOP OF THE DISPLAY. BY
INTEGRATING THE ROUTING AND INVOICING SYSTEMS, THIS PROGRAM SHOWS WHEN AND IF
DELIVERY TICKETS ARE USED. PRESS {PF2} TO EXIT THE SCREEN.
P - SHOW PAST PRESS {P} TO DISPLAY THE SALES FOR THE PAST MONTH. IF
MONTHLY SALES PAST MONTHLY SALES SCREEN DOES NOT APPEAR, YOU DID NOT
SELECT "SALES HISTORY" IN THE "ADD/EDIT COMPANY"
PROGRAM.(9.6.0
**SCREEN DISPLAY**
THE MONTHLY ENTRIES ARE FROM THE MOST RECENT CLOSE TO THE OLDEST CLOSE
STARTING AT THE TOP OF THE SCREEN. THIS SCREEN LETS YOU SEE AT A GLANCE THE
PURCHASING TREND OF A CUSTOMER ALONG WITH THE GROSS PROFIT PERCENTAGE FOR THE
CUSTOMER. PRESS {PF2} TO EXIT THE SCREEN.
X - EDIT A/R PRESS {R} TO ACCESS THE A/R COMMENTS SCREEN.(SEE SECTION
COMMENTS 4.2)
F2 - TERMINATE/ PRESS {PF2} TO TERMINATE(EXIT) A PROCESS OR PROGRAM.
ABORT ALSO USED IN THE "ZAP" AND "EDIT" MODES.
F1 - CONFIRM CHANGE PRESS {PF1} TO CONFIRM THAT THE LINE HIGHLIGHTED (CURSOR
LINE) IS THE ONE YOU WISH TO SELECT. USED WITH E, S,
A,AND Z COMMANDS.
B - ROLL DISPLAY PRESS {B} TO ROLL THE DISPLAY BACK ONE SCREEN.
BACKWARD 10
DOWN - MOVE DISPLAY PRESS THE DOWN ARROW KEY TO MOVE THE DISPLAY DOWN ONE
DOWN 1 LINE.
A - APPLY UNAPPLIED PRESS {A} TO APPLY CREDITS TO INVOICES. USED WITH THE
CREDIT {S} AND {PF1} KEYS. (SEE "UNAPPLIED CREDIT"BELOW)
I - SHOW POSTED PRESS {I} TO SHOW A LISTING OF ALL INVOICES POSTED TO THE
INVOICES ACCOUNT FOR AS LONG AS HISTORY IS KEPT.
**SCREEN DISPLAY**
THE CURSOR LINE IS ON THE FIRST INVOICE. YOU MAY EXIT THE PROGRAM BY
PRESSING {PF2} OR SELECT AN INVOICE FOR VIEWING. IF THE INVOICE YOU WISH TO
VIEW IS NOT ON THE FIRST SCREEN, PRESS {F} TO MOVE FORWARD A SCREEN. USE THE
UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE ON THE INVOICE YOU WISH TO
VIEW IN DETAIL AND PRESS {PF1}.
**SCREEN DISPLAY**
THE SCREEN DISPLAYS DETAILED INFORMATION ON THE PRODUCTS SOLD TO THE
CUSTOMER ON THE INVOICE SELECTED. PRESS {F}ORWARD OR {B}ACK TO SCROLL IF THE
NUMBER OF ITEMS EXCEEDS ONE SCREENFUL. PRESS {N}EXT OR {P}REVIOUS TO GO TO
THE NEXT OR PREVIOUS INVOICE FOR THE CUSTOMER IN INVOICE HISTORY. {F3} WILL
FAX THE INVOICE IF YOU HAVE THAT CAPABILITY. {F4} WILL PRINT THE HISTORY
INVOICE. PRESS {PF2} TO EXIT THE SCREEN. SELECT ANOTHER INVOICE FOR VIEWING
OR PRESS {PF2} TO EXIT THE INVOICE WINDOW.
**PRINTING INVOICE FROM HISTORY**
REPRINTING FROM HISTORY IS A SIMPLE MATTER IF YOU USE MDS PRODUCTION FORMS.
IF THIS IS THE CASE, THEN ALL PRINT SHOULD FALL IN THE SAME PLACES AS THE
ORIGINAL PRINTED INVOICE FROM TELSEL.
IF YOU HAVE A CUSTOM FORM, THEN YOU SHOULD HAVE A FILE CALLED invoice.fmt EITHER
IN YOUR WORKING DIRECTORY OR IN YOUR COMPANY DATA PATH. THE LATTER HELPS WHEN
YOU ARE WORKING WITH MORE THAN ONE COMPANY AND EACH USES A DIFFERENT INVOICE
FORM. THIS FILE IS A FORM TEMPLATE FOR INVOICES. IT SHOULD CONTAIN AS MANY
LINES, BLANK OR NOT, AS THE LENGTH OF YOUR INVOICE. FOR EXAMPLE, THE MOST
COMMON INVOICE FORM, IF 8.5" X 11", IS 66 LINES LONG, ASSUMING 6 LINES PER
INCH. THEREFORE, YOUR invoice.fmt FILE SHOULD HAVE NO MORE NOR NO LESS THAN
66 LINES.
LINES THAT CONTAIN INFORMATION NEED TO BE TEMPLATED WITH A CODE SURROUNDED BY
{}'S. ANYTHING THAT IS NOT SURROUNDED BY {}'S ARE LITERALS, I.E., IT WILL
PRINT THE WAY IT LOOKS. FOR EXAMPLE, YOU MAY HAVE THIS EMBEDDED IN THE
FORMAT FILE: "INVOICE DATE: {IDT }". IN THIS CASE, "INVOICE DATE: " WILL
PRINT EXACTLY AS FOUND IN THE FORMAT FILE. HOWEVER, THE {}'S TELL THE PROGRAM
THAT THERE IS A CODE TO BE INTERPRETED. IN THIS CASE, "INDT" IS THE CODE FOR
THE INVOICE DATE, AND THAT POSITION IS WHERE IT WILL BE PRINTED.
A WORD ABOUT TEMPLATE FIELD LENGTH: THE POSITIONS OF THE {}'S DICTATES HOW
LONG THE FIELD WILL BE. IN THE EXAMPLE ABOVE, {INDT } IS EIGHT CHARACHTERS
LONG AND SHOULD PRINT OUT A FULL DATE IN MM/DD/YY FORMAT. IF THE TERMINATING
} IS LONGER THAN THE ACTUAL FIELD, IT PADS WITH SPACES. IF THE } IS SHORTER
THAN THE ACTUAL FIELD, IT TRUNCATES THE FIELD TO THE POSITON OF THE TERMINATING
}. FOR EXAMPLE, YOU COULD USE THE FORMAT "{IDT}" AND IT WILL PRINT ONLY THE
FIRST FIVE CHARACTERS OF THE INVOICE DATE: MM/DD.
THE CODE DOES NOT HAVE TO BE FLUSH AGAINST THE FIRST {. "{ IDT }" AND
"{ IDT}" ARE THE EQUIVALENT OF "{IDT }". NUMERIC FIELDS WILL TRUNCATE OFF
THE LEFT IF BIGGER THAN FIELDED.
THE FOLLOWING IS A LISTING OF THE CURRENT VALID CODES YOU CAN USE TO CUSTOMIZE
YOUR OWN INVOICE PRINT FROM HISTORY:
ACCT - CUSTOMER ACCOUNT NUMBER. IF THERE IS NO ACCOUNT NUMBER, PRINTS
"CASH".
BILLNAME- CUSTOMER'S BILLING NAME.
BILLADD1- CUSTOMER'S FIRST BILLING ADDRESS.
BILLADD2- CUSTOMER'S SECOND BILLING ADDRESS.
BILLCSZ - CUSTOMER'S BILLING CITY/STATE/ZIP.
CN - CUSTOMER'S CONTACT.
CONAME - YOUR COMPANY NAME AS ENTERED IN ADD/EDIT COMPANY.
COADDR - YOUR COMPANY ADDRESS AS ENTERED IN ADD/EDIT COMPANY.
COCSZ - YOUR COMPANY CITY/STATE/ZIP AS ENTERED IN ADD/EDIT COMPANY.
COPH - YOUR COMPANY PHONE NUMBER AS ENTERED IN ADD/EDIT COMPANY.
COFAX - YOUR COMPANY FAX NUMBER AS ENTERED IN ADD/EDIT COMPANY.
COMMENT - PRINTS CUSTOMER COMMENT IN ADD/EDIT CUSTOMER IF "PRINT CUSTOMER
INVOICE COMMENT #2" IS "Y" IN DEFINE TELSEL PARAMETERS.
CONT - PRINTS "CONTINUED ON NEXT PAGE" IF REQUIRED.
DELINSTR- PRINTS DELIVERY INSTRUCTIONS IN ADD/EDIT CUSTOMER IF "PRINT
CUSTOMER INVOICE COMMENT #2" IS "Y" IN DEFINE TELSEL PARAMETERS.
DELLOC - SPECIAL COMMENT ON THIRD SCREEN OF ADD/EDIT ACCOUNT.
DEPAMT - INVOICE DEPOSIT AMOUNT.
IDT - INVOICE DATE.
INV - INVOICE NUMBER.
ITOT - INVOICE TOTAL AMOUNT.
IVSTYPE - PRINTS "BACKORDER" OR "CREDIT MEMO" IF THE CONDITION IS MET.
MAP - CUSTOMER'S MAPSCO CODE.
PG - PAGE NUMBER.
PH1 - CUSTOMER'S PHONE NUMBER.
PH2 - CUSTOMER'S FAX NUMBER.
PT... - CODES THAT BEGIN WITH PT ARE DESIGNED TO DISPLAY THE PRODUCT (OR
PART) DETAILS THAT MAKE UP THE INVOICE:
PTDESC - PRODUCT DESCRIPTION.
PTEXT - PRODUCT EXTENDED PRICE (PRICE MULTIPLIED BY QUANTITY ORDERED).
THIS PRINTS ONLY IF PERPETUAL FLAG IS "Y".
PTF - THIS DISPLAYS FLAGS ASSOCIATED WITH THE PRODUCT. DISPLAYS
ONLY TWO CHARACTERS AND IS AN EXCEPTION TO THE LENGTH RULE
REGARDING THE POSITIONING OF THE {}'S. IT SHOWS:
" " IF NOT TAXABLE AND NOT A DEPOSIT.
"* " IF TAXABLE.
" #" IF IT IS A DEPOSIT.
"*#" IF BOTH TAXABLE AND A DEPOSIT.
PTNO - PRODUCT NUMBER AS DEFINED IN ADD/EDIT PRODUCT.
PTO - QUANTITY ORDERED. THIS PRINTS ONLY IF PERPETUAL FLAG IS "Y".
PTPRC - PRODUCT PRICE. THIS PRINTS ONLY IF PERPETUAL FLAG IS "Y".
PTS - QUANTITY SHIPPED. THIS PRINTS ONLY IF PERPETUAL FLAG IS "Y".
PTU# - THIS DISPLAYS THE TYPE OF UNIT FOR THE ITEM, "EACH" OR "CASE".
THIS CODE IS AN EXCEPTION TO THE LENGTH RULE REGARDING THE
POSITIONING OF THE {}'S. IF ONLY "PTU" IS DESIGNATED, IT
PRINTS THE FULL WORDS "EACH" OR "CASE". IF A NUMBER FROM 1 TO
4 IS DESIGNATED AFTER "PTU", IT PRINTS THAT MANY CHARACTERS OF
OF "EACH" OR "CASE". FOR EXAMPLE, "{PTU2}" WILL PRINT "EA" OR
"CA". THIS PRINTS ONLY IF PERPETUAL FLAG IS "Y".
PURORD - PURCHASE ORDER DEFINED IN ADD/EDIT ACCOUNT.
RDT - CUSTOMER'S NEXT RETURN DATE.
RTNAME - NAME OF ROUTE ASSIGNED TO THE ACCOUNT.
RTNO - ROUTE NUMBER ASSIGNED TO THE ACCOUNT.
SHIPNAME- CUSTOMER'S SHIPING NAME.
SHIPADD1- CUSTOMER'S FIRST SHIPPING ADDRESS.
SHIPADD2- CUSTOMER'S SECOND SHIPPING ADDRESS.
SHIPCSZ - CUSTOMER'S SHIPPING CITY/STATE/ZIP.
SHPVIA - SAME AS RTNAME - THE NAME OF THE ROUTE ASSIGNED TO THE ACCOUNT.
SLSMAN - NAME OF THE SALESMAN ASSIGNED TO THE ACCOUNT.
STAX - INVOICE SALES TAX AMOUNT.
SUBT - INVOICE SUBTOTAL.
TAXID - PRINTS ACCOUNT'S TAX ID NUMBER, IF PROVIDED.
TAXIDWD - PRINTS ACCOUNT'S TAX ID NUMBER PRECEDED BY "TAX ID # : ".
TCOMMT1 - CUSTOMER TYPE COMMENT 1.
TCOMMT2 - CUSTOMER TYPE COMMENT 2.
TCOMMT3 - CUSTOMER TYPE COMMENT 3.
TCOMMT4 - CUSTOMER TYPE COMMENT 4.
TCOMMT5 - CUSTOMER TYPE COMMENT 5.
TERMDESC- A/R TERMS DEFINED FOR THE ACCOUNT.
TXRT - CUSTOMER'S SALES TAX RATE.
THE FOLLOWING IS AN EXAMPLE OF HOW TO USE THE FORMATTING CODES. THIS EXAMPLE
IS SHORTER THAN AN AVERAGE SIZES INVOICE:
{IVSTYPE }
{ACCT}
Acct# {ACCT} {INV }
{BILLNAME } {SHIPNAME }
{BILLADD1 } {SHIPADD1 }
{BILLADD2 } {SHIPADD2 }
{BILLCSZ } {SHIPCSZ }
{DELIVINSTR }
* * REPRINT * *
{ IDT } {SHPVIA } {TERMDESC }
{PURORD } {SLSMAN }
{DELLOC }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
{PTNO }{PTU1}{PTS}{PTF}{PTDESC } {PTPRC } {PTEXT }
----------
{CONT } Sub Total : {SUBT }
{TAXIDWD }* Sales Tax : {STAX }
{TCOMMT1 } & Deposit : {DEPAMT }
{TCOMMT2 } ==========
{TCOMMT3 } Total Due : {ITOT }
{TCOMMT4 }
{TCOMMT5 }
C - EDIT DEL.TKT/ ALLOWS YOU TO EDIT THE MESSAGE PRINTED ON THE DELIVERY
INV. MESSAGE INVOICE OF A CUSTOMER. PRESS {C} AND THE DELIVERY
TICKET COMMENT WINDOW DISPLAYS. THERE ARE TWO COMMENT
LINES. TYPE IN THE MESSAGE DESIRED THEN PRESS {PF2} TO
EXIT THE WINDOW.
K - SHOW PAYMENTS SHOWS A LISTING OF ALL PAYMENTS POSTED TO THE ACCOUNT FOR
AS LONG AS HISTORY IS KEPT.
**SCREEN DISPLAY**
THE CURSOR LINE IS ON THE FIRST PAYMENT. YOU MAY EXIT THE PROGRAM BY
PRESSING {PF2} OR SELECT A PAYMENT FOR VIEWING. IF THE PAYMENT YOU WISH TO
VIEW IS NOT ON THE FIRST SCREEN, PRESS {F} TO MOVE FORWARD A SCREEN. USE THE
UP/DOWN ARROW KEYS TO POSITION THE CURSOR LINE ON THE PAYMENT YOU WISH TO
VIEW IN DETAIL AND PRESS {PF1}.
**SCREEN DISPLAY**
C -THE SCREEN DISPLAYS DETAILED INFORMATION FOR THE PAYMENT SELECTED
INCLUDING THE TOTAL AMOUNT OF THE PAYMENT AND WHAT INVOICES THE PAYMENT IS
APPLIED TO. PRESS {PF2} TO EXIT THE SCREEN. SELECT ANOTHER PAYMENT FOR
VIEWING OR PRESS {PF2} TO EXIT THE PAYMENT WINDOW.
BEFORE YOU CAN USE ANY OF THE COMMANDS SHOWN IN THE HELP WINDOW, YOU MUST
EXIT THE WINDOW BY PRESSING ANY KEY.
UNAPPLIED CREDIT
APPLICATION OF UNAPPLIED CREDITS CAN ONLY BE DONE THROUGH "VIEW ACCOUNTS".
THERE ARE ALWAYS TWO STEPS INVOLVED IN APPLYING AN UNAPPLIED CREDIT OR CHECK.
FIRST THE CHECK OR CREDIT MEMO IS SELECTED AND SECOND THE SELECTED CREDIT OR
CHECK IS APPLIED TO A SPECIFIED INVOICE.
TO APPLY A CREDIT TO AN INVOICE, PRESS {S} TO ENTER "SELECT" MODE. THE FIRST
TRANSACTION ON THE SCREEN IS DISPLAYED IN INVERSE VIDEO. FIND THE SCREEN
CONTAINING THE CREDIT TO BE APPLIED USING THE {F} AND {B} KEYS. USE THE
UP/DOWN ARROW KEYS TO MOVE THE CURSOR LINE TO THE CHECK OR CREDIT MEMO TO BE
SELECTED. PRESS {PF1} TO CONFIRM. NOTE: IF THE CREDIT SELECTED IS A
TCM(TELSEL CREDIT MEMO) THE SELECT PROCESS MUST BE DONE TWICE TO SELECT THE
CREDIT. THE FIRST SELECTION ZEROES OUT THE TELSEL CREDIT INVOICE SO IT
BEHAVES THE SAME AS A REGULAR CREDIT MEMO OR CHECK WHEN SELECTED. THE AMOUNT
OF THE CHECK OR CREDIT MEMO SELECTED DISPLAYS AT THE COMMAND LINE IN INVERSE
VIDEO AS AN UNAPPLIED AMOUNT. FIND THE SCREEN CONTAINING THE INVOICE THE
CREDIT IS TO BE APPLIED TO USING THE {F} AND {B} KEYS AND PRESS {A}. USE THE
UP/DOWN ARROW KEYS POSITION THE CURSOR LINE ON THE INVOICE YOU WISH THE
CREDIT APPLIED TO AND PRESS {PF1} TO CONFIRM. IF THE CREDIT IS TO BE APPLIED
TO MORE THAN ONE INVOICE, CONTINUE PRESSING {A} AND SELECTING AN INVOICE
UNTIL ALL OF THE CREDIT IS APPLIED. THE UNAPPLIED AMOUNT DISPLAYS IN INVERSE
VIDEO UNDER THE "ENTER COMMAND" LINE UNTIL ALL OF THE CREDIT IS APPLIED. IF
THERE IS MORE CREDIT THAN INVOICES A {PF2} EXITS THE CUSTOMER WITHOUT
APPLYING THE REST OF THE CREDIT.
PRESS {PF2} TO EXIT THE SCREEN. TYPE IN ANOTHER CUSTOMER NUMBER TO VIEW OR
PRESS {PF2} TO EXIT THE PROGRAM.
4.7 GENERATE INTEREST INVOICES
THE GENERATE INTEREST INVOICES PROGRAM IS USED TO PRODUCE INVOICES CHARGING
CUSTOMERS INTEREST ON PAST DUE INVOICES.
THE SCREEN DISPLAYS:
ENTER MINIMUM CHARGE REQUIREMENT ?
TYPE IN THE MINIMUM INTEREST CHARGE THAT YOU WANT INVOICED. ONLY
CUSTOMERS WITH CHARGES ABOVE THIS AMOUNT WILL BE INVOICED.
THE SCREEN DISPLAY ADDS A LINE:
WHAT IS THE CUSTOMER NUMBER ( 'ENTER FOR ALL')?
IF YOU WISH TO CHARGE INTEREST ON ONLY ONE OR A LIMITED AMOUNT OF CUSTOMERS
AND NOT ALL CUSTOMERS, ENTER THE CUSTOMER NUMBER AND PRESS {ENTER}. THE
CUSTOMER IS CHARGED AND THE SCREEN DISPLAY RETURNS TO THE " ENTER MINIMUM
CHARGE REQUIREMENT" SCREEN. YOU MAY REPEAT THE PROCEDURE TO CHARGE ANOTHER
CUSTOMER OR PRESS {PF2} TO EXIT THE PROGRAM. IF YOU WISH TO CHARGE ALL
CUSTOMERS WITH A CHARGE ABOVE YOUR CHOSEN MINIMUM, PRESS {ENTER} AT THE
"WHAT IS THE CUSTOMER" SCREEN.
WITH THE OPTIONS OF THIS PROGRAM YOU COULD CHARGE INTEREST TO ALL CUSTOMERS
ABOVE A MINIMUM CHARGE AND THEN GO BACK AND CHARGE SELECTED CUSTOMERS THAT
HAVE A CHARGE BELOW THE MINIMUM BY RESETTING THE MINIMUM.
4.8 VIEW CUSTOMER G/P
THIS PROGRAM ALLOWS YOU TO VIEW GROSS PROFIT FOR A SPECIFIC CUSTOMER OR ALL
CUSTOMERS ON A ROUTE.
**SCREEN DISPLAY**
PRESS {1} THEN {ENTER} TO VIEW ALL CUSTOMERS. PRESS {1} IF YOU WANT THE LIST
IN ALPHABETICAL ORDER, {2} IF NUMERIC ORDER. PRESS {ENTER}. WHEN THE
COMPUTER FINISHES PROCESSING THE FIRST SCREEN OF CUSTOMERS IS DISPLAYED.
PRESS {2} THEN {ENTER} TO VIEW ONE CUSTOMER. TYPE IN THE CUSTOMER NUMBER AND
PRESS {ENTER}. THE SCREEN DISPLAYS THE GROSS PROFIT FOR THE CUSTOMER YOU
ENTER. WHEN FINISHED VIEWING THE CUSTOMER PRESS {PF2} TO EXIT. YOU MAY
ENTER ANOTHER ACCOUNT NUMBER TO VIEW OR PRESS {PF2} TO EXIT TO THE FIRST
SCREEN.
PRESS {3} THEN {ENTER} TO VIEW BY ROUTE. TYPE IN THE ROUTE NUMBER AND PRESS
{ENTER}. THE SCREEN DISPLAYS THE GROSS PROFIT OF ALL CUSTOMERS ON THE ROUTE
YOU SELECTED.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
ACC # CUSTOMERS ACCOUNT NUMBER.
NAME CUSTOMERS NAME.
P-SALES TOTAL PRODUCT SALES FOR THE BILLING CYCLE.
P-COST TOTAL COST OF PRODUCT SOLD FOR THE BILLING CYCLE.
GP GROSS PROFIT FOR THE CUSTOMER.
% PERCENT OF GROSS PROFIT TO TOTAL PRODUCT SALES.
TOTALS TOTALS OF ALL CUSTOMERS ON THE REPORT FOR EACH FIELD.
PERCENT PERCENT OF EACH COLUMN TO THE TOTAL PERCENT.
THE GROSS PROFIT INFORMATION DOES NOT ALL FIT ON THE DISPLAY SCREEN. TO VIEW
THE REST OF A CUSTOMERS INFORMATION PRESS THE RIGHT ARROW KEY.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
SALE TAX SALES TAX CHARGED TO THE CUSTOMER FOR THE BILLING CYCLE.
OTHER FIELD FOR ADJUSTMENTS TO THE CUSTOMERS ACCOUNTS
RECEIVABLE FOR THE BILLING CYCLE.
RENTAL RENTAL CHARGED TO CUSTOMER(WITHOUT TAX) FOR THE BILLING
CYCLE.
TOTALS TOTAL OF ALL ACCUMULATED CHARGES FOR THE CUSTOMER FOR THE
BILLING CYCLE.
PRESS THE LEFT ARROW KEY TO MOVE THE SCREEN BACK TO THE LEFT. PRESS THE UP
AND DOWN ARROW KEYS TO MOVE FORWARD OR BACKWARD ONE SCREEN. PRESS {PF2} TO
EXIT THE SCREEN.
4.9 QUOTED PRICES MENU
THIS SELECTION ACCESSES A MENU CONTAINING ALL THE OPTIONS NEEDED TO MAINTAIN
THE QUOTED PRICES FILES.
**SCREEN DISPLAY**
4.9.1 ADD/EDIT QUOTED PRICES
THE ADD/EDIT QUOTED PRICES PROGRAM YOU TO CUSTOMIZE PRICING OF PRODUCT SOLD
TO A CUSTOMER. REMEMBER: YOU MUST HAVE CREATED YOUR INVENTORY DATABASE
BEFORE YOU CAN QUOTE PRICES. THIS SCREEN IS USED IN CONJUNCTION WITH THE
PRICE LEVEL DEFINED FOR THE CUSTOMER IN "ADD/EDIT ACCOUNT"(4.1) THE FIRST
SCREEN OF THE PROGRAM ASKS FOR THE ACCOUNT NUMBER OF THE CUSTOMER.
**SCREEN DISPLAY**
{PF4} ACCESSES THE "NAME SEARCH" PROGRAM.
TYPE IN THE ACCOUNT NUMBER AND PRESS {ENTER}.
**SCREEN DISPLAY**
THIS PAGE OF INFORMATION IS USED TO DEFINE PRICING FOR THIS CUSTOMER. THERE
ARE 20 DATA FIELDS FOR THE 20 CATEGORIES(5.B.3) AND THEY ARE USED AS
"CATEGORY MULTIPLIERS. THIS IS A NUMBER THAT IS MULTIPLIED WITH THE PRICE OF
A PRODUCT WHEN AN INVOICE IS BUILT. IF, FOR EXAMPLE, YOU WISH TO GIVE A
CUSTOMER A "10%" DISCOUNT ON ALL COFFEE YOU CAN SIMPLY REPLACE THE "1" ON THE
"COFFEE" LINE WITH A ".9". THIS WORKS WITH ALL PRICE LEVELS(5.1). YOU MAY
ALSO SEE ONE THING OTHER THAN CATEGORY MULTIPLIERS. THIS IS THE WORD
"QUOTED". THIS TELLS YOU PRODUCTS IN THAT CATEGORY ARE QUOTED ON THE
CUSTOMERS FILE. THIS DOES NOT NECESSARILY MEAN THAT THE CUSTOMER HAS A
SPECIAL PRICE. QUOTED PRICE FILES MAY BE USED TO MAINTAIN SPECIAL PRICES AND
A RECORD OF SUGGESTED PURCHASES.
USE THE UP/DOWN ARROW KEYS TO MOVE TO THE CATEGORY CONTAINING THE PRODUCT YOU
WANT TO EDIT OR QUOTE. PRESS {PF3}.
**SCREEN DISPLAY**
QUOTED PRODUCTS OVERRIDE ALL OTHER PRICING INFORMATION. IF YOU QUOTE
PRODUCTS IN A CATEGORY, CATEGORY MULTIPLIERS CANNOT BE USED FOR THAT
CATEGORY. IF YOU QUOTE PRODUCTS AND THE QUOTED PRICE IS "LIST" THE LIST
PRICE FOR THAT CUSTOMER IS THE PRICE LEVEL DEFINED FOR THAT CUSTOMER IN
"ADD/EDIT ACCOUNT"(4.1). IF THE PRICE LEVEL DEFINED FOR THE CUSTOMER IS NOT
DEFINED FOR THE PRODUCT, THE PRICE DISPLAYS AS 0(ZERO).
QUOTED PRODUCTS CAN ALSO BE ENTERED THROUGH "TELSEL".
EDIT QUOTED PRODUCT
IF PRODUCTS ARE QUOTED IN THE CATEGORY, WHEN YOU PRESS {PF3} AT THE CATEGORY
THE FIRST PRODUCT QUOTED IN THE CATEGORY DISPLAYS. THE CURSOR IS AT THE
"PRODUCT NUMBER" FIELD. ALL FIELDS EXCEPT THE PRODUCT NUMBER, DESCRIPTION
AND LIST PRICE FIELDS CAN BE EDITED.
TO SET UP A SPECIAL PRICE FOR A CUSTOMER, TYPE IN THE SPECIAL PRICE AT THE
"QUOTED PRICE" FIELD AND THE DATE THE SPECIAL PRICE EXPIRES AT THE "QUOTE
VALID THROUGH" FIELD. IF YOUR ARE PUTTING IN PREVIOUSLY QUOTED PRICES YOU
NEED TO CHANGE THE "DATE QUOTED" FROM THE SYSTEM DATE DISPLAYED TO THE DATE
DESIRED.
IF YOU CHANGE A PRODUCT FORM UNIT PRICING "N" TO UNIT PRICING "C" OR "U" IN
INVENTORY, YOU MUST MANUALLY MODIFY EACH QUOTE OF THIS PRODUCT TO REFLECT
QUOTED PRICES. THIS IS ESPECIALLY TRUE IF A PRODUCT IS SET TO TYPE "C". IF
YOU DO NOT CHANGE THE QUOTE AFTER YOU CHANGE INVENTORY TO "C". ALL COST OF
SALES AND QUANTITIES PULLED ARE BASED ON UNIT PRICE RATHER THAN CASE PRICE.
PRESS {PF2} TO MOVE TO THE NEXT PRODUCT. IF YOU ARE REVIEWING OLD QUOTES YOU
ARE SHOWN THE NEXT QUOTED PRODUCT IF MORE QUOTES EXIST. IF NO MORE QUOTES
EXIST YOU ARE PLACED AT AN EMPTY INPUT SCREEN TO ENTER NEW QUOTED PRICES.
ADD QUOTED PRODUCT
TO QUOTE A NEW PRODUCT IN A CATEGORY, TYPE IN THE PRODUCT NUMBER AT THE EMPTY
INPUT SCREEN. THE SYSTEM DISPLAYS THE DESCRIPTION OF THE PRODUCT AND THE
PRICE, AS RECORDED IN THE INVENTORY, AND POSITIONS THE CURSOR ADJACENT TO THE
"QUOTED PRICE" LINE. THE "LIST PRICE" DISPLAYED IS THE PRICE LEVEL(5.1)
SELECTED FOR THE CUSTOMER IN "ADD/EDIT ACCOUNT"(4.1) UNLESS "BRACKET
PRICING"(5.1) IS ENABLED FOR THE PRODUCT IN WHICH CASE THE LIST PRICE IS
ALWAYS THE FIRST LIST PRICE DEFINED FOR THE PRODUCT.
NOW TYPE IN THE QUOTED PRICE FOR THE CUSTOMER(IF DIFFERENT FROM LIST PRICE
DISPLAYED) AND PRESS {ENTER}. PRESS {ENTER} AT THE "DATE QUOTED" FIELD TO
ACCEPT THE SYSTEM DATE OR TYPE IN A DATE AND PRESS {ENTER}. TYPE IN THE DATE
THE QUOTED EXPIRES IN THE "QUOTE VALID THROUGH" FIELD AND PRESS {ENTER}. IF
THE QUOTED PRICE IS FOR AN INDETERMINATE PERIOD, THE FIELD SHOULD BE LEFT
BLANK. IF A "QUOTE VALID THROUGH" IS GIVEN FOR A PRODUCT, THE ACCOUNTS
RECEIVABLES "UPDATE QUOTED PRICES" PROGRAM(4.9.3) LEAVES THE PRODUCT ALONE
UNTIL AFTER THE "QUOTE VALID THROUGH" DATE IS PASSED. IF THE FIELD IS LEFT
BLANK, THE "UPDATE QUOTED PRICES" PROGRAM INCREASES THE PRICE IF THE PRODUCT
IS SELECTED USING THE PROGRAM.
NEXT IS THE "SUGGESTED GROSS PROFIT" FIELD. THIS FIELD DEFAULTS TO "50", AN
IS THE PERCENTAGE OF THE PRICE THAT THE ((PRICE-COST)/PRICE)*100, SHOULD
NEVER FALL BELOW. THE ACTUAL GROSS PROFIT PERCENTAGE IS SHOWN ADJACENT TO
THE "SUGGESTED GROSS PROFIT" IN INVERSE VIDEO. IF THE ACTUAL IS LOWER THAN
THE SUGGESTED, THE WORDS "LOW GROSS PROFIT" APPEAR IN INVERSE VIDEO. THIS
NUMBER IS USED BY THE INVOICE SYSTEM TO WARN YOU IF YOU PROFIT LEVEL BECOMES
TOO LOW.
TYPE IN THE SUGGESTED QUANTITY OF PRODUCT FOR THE CUSTOMER AND PRESS {ENTER}.
THIS FIELD IS USED IN "BUILD TO" INVENTORY. WITH "BUILD TO" ROUTE INVENTORY,
YOU MUST QUOTED THE PRICE OF ALL PRODUCTS THAT A CUSTOMER NORMALLY PURCHASES.
THIS DOES NOT MEAN THAT A CUSTOMER CAN ONLY BUY WHAT IS QUOTED, BUT THAT ONLY
QUOTED PRODUCT HAS A SUGGESTED QUANTITY ON THE DELIVERY TICKETS.
THE UNIT IS THE SALES UNIT. IT INDICATES WHETHER THE PRODUCT IS SOLD TO THE
CUSTOMER PRIMARILY BY THE CASE(C) UNIT(U) OR PRODUCT SOLD ONLY AS UNITS(N).
IF UNIT PRICING(5.1)IS ENABLED FOR THE PRODUCT AND THE CUSTOMER WISHES TO
PURCHASE THE PRODUCT IN CASES, YOU SET UNIT TO "C". IF THE CUSTOMER WISHES
TO PURCHASED THE PRODUCT INDIVIDUALLY YOU SET THE UNIT TO "U". IF UNIT
PRICING IS NOT ENABLED ON A PRODUCT SET THE UNIT TO "N".(PRODUCT ONLY SOLD
ONE WAY) WHEN QUOTING A NEW PRODUCT THE COMPUTER SETS THE UNIT BASED ON WHAT
THE UNIT PRICING LINE IS SET TO FOR THE PRODUCT IN INVENTORY.
AFTER YOU REVIEW ALL PRODUCTS, OR INPUT ALL NEW QUOTES YOU REQUIRE, PRESS
{PF2} ON A BLANK PAGE AND YOU ARE RETURNED TO THE FIRST SCREEN. PRESS {PF2}
AGAIN IF YOU WISH TO EXIT THE PROGRAM OR SELECT ANOTHER CATEGORY.
ASSUMES ZERO FOR PRODUCT IF PRICE LEVEL NOT DEFINED FOR PRODUCT
4.9.2 PRINT QUOTED PRICES
THE PRINT QUOTED PRICES PROGRAM PRINTS VARIOUS LISTINGS OF CUSTOMERS WITH
QUOTED PRICES.
THE SYSTEM ASKS:
ENTER A CATEGORY NUMBER OR PRESS (ENTER) FOR ALL
TYPE IN A CATEGORY NUMBER AND PRESS {ENTER} OR PRESS {ENTER} FOR ALL
CATEGORIES.
**SCREEN DISPLAY**
TO PRINT A LISTING OF ALL ACCOUNTS IN THE SYSTEM PRESS {1} THEN {ENTER}.
TO PRINT A LISTING OF ONE ACCOUNT, PRESS {2} THEN {ENTER}. TYPE IN THE
ACCOUNT NUMBER YOU WISH PRINTED AND PRESS {ENTER}.
TO PRINT A LIST BY SALESMAN NUMBER, PRESS {3} THEN {ENTER}. TYPE IN THE
SALESMAN NUMBER AND PRESS {ENTER}.
SELECTIONS "1" AND "3" ADD LINES TO THE DISPLAY GIVING YOU THE OPTION OF A
LISTING BY ACCOUNT NUMBER(OPTION 1) OR BY ACCOUNT NAME(OPTION 2). TYPE IN
"1" OR "2" AND PRESS {ENTER}. THE REPORT PRINTS AS SOON AS IT IS FINISHED
GENERATING.
TO EXIT THE PROGRAM PRESS {PF2}.
4.9.3 UPDATE QUOTED PRICES
THE UPDATE QUOTED PRICES PROGRAM IS USED TO PERFORM A GENERAL PRICE CHANGE OF
QUOTED PRODUCTS. THE PROGRAM RECOGNIZES QUOTE VALID THROUGH DATES AND DOES
NOT MODIFY QUOTED PRICES FOR ANY QUOTE THAT HAS A NON EXPIRED QUOTE VALID
THROUGH DATE. ONCE A VALID THROUGH DATE IS PASSED THE PROGRAM INCREASES THE
QUOTED PRICE. THIS PROGRAM DOES NOT PERMIT A RESTRICTED ACCOUNT RANGE. ONCE
SELECTED ALL CUSTOMERS QUOTED PRICES ARE LOOKED AT. PRICES MAY BE CHANGED BY
A PERCENTAGE, A DOLLAR AMOUNT, OR A GROSS PROFIT PERCENT. ACCESS TO THIS
PROGRAM SHOULD BE STRICTLY LIMITED.
THE MOST COMMON TYPE OF PRICE CHANGE IS A PRICE INCREASE OR DECREASE FOR A
PRODUCT. PRICE CHANGES CAN BE FOR ONE PRODUCT, A RANGE OF PRODUCTS, A RANGE
OF PRODUCTS IN A CATEGORY, ALL PRODUCTS, OR ALL PRODUCTS IN A CATEGORY.
PRESS {PF2} TO EXIT THE PROGRAM.
**SCREEN DISPLAY**
#############################################################################
SCREEN FIELDS DESCRIPTION
#############################################################################
PART NUMBER TYPE IN A PART NUMBER OR "ALL" IF YOU WISH TO CHANGE THE
PRICE OF ALL PRODUCTS OR ALL PRODUCTS IN A CATEGORY.
PRESS {ENTER}.
CHANGE TYPE TYPE IN THE LETTER OF THE TYPE OF PRICE CHANGE YOU WANT
TO MAKE.
P = PERCENT CHANGES QUOTED PRICES BY A PERCENTAGE
D = DOLLAR CHANGES QUOTED PRICES BY A DOLLAR AMOUNT
G = GROSS PROFIT PERCENT CHANGES QUOTED PRICES TO MATCH
A GROSS PROFIT PERCENTAGE.
PRESS {ENTER}.
CATEGORY NUMBER IF YOU ARE CHANGING THE PRICE OF A RANGE OF PRODUCTS
WITHIN A CATEGORY OR ALL PRODUCTS IN A CATEGORY, TYPE IN
THE NUMBER OF THE CATEGORY AND PRESS {ENTER}. OTHERWISE
JUST PRESS {ENTER}.
STARTING PART NO. TO CHANGE THE PRICE OF A RANGE OF PRODUCTS OR A RANGE OF
A PRODUCTS WITHIN A CATEGORY, ENTER THE FIRST PRODUCT
NUMBER IN THE RANGE AND PRESS {ENTER}. OTHERWISE JUST
PRESS {ENTER}.
ENDING PART NO. TYPE IN THE ENDING PART NUMBER IF YOU HAVE ELECTED TO
CHANGE THE PRICE OF PRODUCTS IN A RANGE AND PRESS
{ENTER}. OTHERWISE JUST PRESS {ENTER}.
LIST PRICE CHANGE TYPE IN THE AMOUNT OF THE CHANGE. IF YOU SELECTED A
PERCENTAGE CHANGE THE PERCENT WITHOUT A PERCENT SIGN. IF
YOU SELECTED A DOLLAR AMOUNT, TYPE IN THE DOLLAR AMOUNT.
IF GROSS PROFIT PERCENTAGE, TYPE IN THE AMOUNT OF GROSS
PROFIT YOU WANT AGAIN WITHOUT PERCENT SIGNS.
CASE PRICE CHANGE IF THE PRODUCT OR PRODUCTS IS SOLD BY A CASE, TYPE IN THE
AMOUNT YOU WANT THE CASE PRICE TO CHANGE BY. EXCEPT FOR
A DOLLAR AMOUNT CHANGE THIS IS USUALLY THE SAME AS THE
LIST PRICE CHANGE. PRESS {ENTER}.
ROUND TO DOLLAR IF YOU WANT ROUNDING TO THE NEAREST CENTS, TYPE "Y".
(Y/N) OTHERWISE TYPE "N" AND PRESS {ENTER} OR PRESS {ENTER} TO
LEAVE THE FIELD BLANK.
4.9.4 PRINT CHANGED QUOTES
THIS PROGRAM LISTS ALL QUOTED PRICES THAT WERE CHANGED BY THE "ADD/EDIT
QUOTED PRICES" PROGRAM(4.9.1) OR THE "UPDATE QUOTED PRICES PROGRAM"(4.9.3).
EACH CHANGED PRICE LISTED SHOWS THE CUSTOMER NUMBER, CUSTOMER NAME, PRODUCT
NUMBER, PRODUCT DESCRIPTION, PRODUCT CATEGORY, OLD QUOTED PRICE, AND THE NEW
QUOTED PRICE.
THE COMPUTER DISPLAYS A WORKING MESSAGE WHILE IT PROCESSES TO REPORT. WHEN
IT IS FINISHED IT ASKS:
DO YOU WANT TO KILL OLD REPLACEMENT COST FILE(Y/N)?
IF YOU ANSWER "Y", THE INFORMATION USED TO PRINT THE REPORT IS DELETED FROM
THE SYSTEM. IF YOU ANSWER "N", THE INFORMATION IS KEPT IN A FILE AND PRINTS
EACH TIME YOU REQUEST THE REPORT UNTIL YOU ANSWER "Y". IF YOU ARE DOING
MULTIPLE CHANGES OF PRODUCT QUOTES, THIS ALLOWS YOU TO PRINT OUT ALL THE
CHANGES MADE FOR A PERIOD. IT IS SUGGESTED THAT IF YOU KEEP THE INFORMATION,
YOU PRINT OUT THE INFORMATION AS PART OF THE END OF MONTH CLOSING PROCESS AND
DELETE THE FILE.
4.9.5 PRINT LOW PROFIT QUOTES
THIS PROGRAMS PRINTS A LISTING OF CUSTOMERS WHO HAVE A QUOTED PRICE THAT
FALLS BELOW A GROSS PROFIT LEVEL THAT YOU SPECIFY. IT ALLOWS YOU TO LOOK AT
CUSTOMERS WHO HAVE SPECIAL PRICES BASED ON A PROFIT MARGIN. RUN TIME ON THIS
REPORT IS 20 TO 30 MINUTES PER THOUSAND ACCOUNTS.
THE COMPUTER DISPLAYS:
ENTER GROSS PROFIT RATE LOW BOUND (O.01 -- 99.99) ?
ANY QUOTED PRICE FOR ANY PRODUCT THAT PRODUCES A GROSS PROFIT PERCENTAGES
BELOW THIS NUMBER IS PRINTED. TYPE IN THE PERCENTAGE RATE THAT YOU WANT THE
SYSTEM TO USE AS THE CUT OFF POINT AND PRESS {ENTER}.
**SCREEN DISPLAY**
TO GENERATE A REPORT LISTING ALL ACCOUNTS WITH LOW PROFIT QUOTES, PRESS {1}
THEN {ENTER}.
TO GENERATE A REPORT LISTING A SINGLE ACCOUNT WITH LOW PROFIT QUOTES, PRESS
{2} THEN {ENTER}. TYPE IN THE ACCOUNT NUMBER AND PRESS {ENTER}.
TO GENERATE A REPORT LISTING ALL ACCOUNTS WITH LOW PROFIT QUOTES SPLIT INTO
SALESMAN GROUPS PRESS {3} THEN {ENTER}.
IF YOU WISH TO EXIT THE PROGRAM PRESS {PF2}.
4.9.6 UPDATE SUGGESTED QUANTITIES
THIS PROGRAM BEGINS PROCESSING AS SOON AS YOU SELECT THE OPTION. THE PROGRAM
UPDATES QUOTED SUGGESTED QUANTITIES FOR CUSTOMERS ACCOUNTS BASED ON AN
AVERAGE OF THEIR LAST 6 DELIVERIES.
TO SEE IF THE VALUES ESTABLISHED IN THE SUGGESTED QUANTITIES FOR A
PARTICULAR ACCOUNT IS CORRECT, LOOK AT THE ACTIVITY REPORT (4.A.D) BY SETTING
THE QUOTED QUANTITIES OR SELECTION "I" TO "YES" AND CHANGE ACCOUNT RANGE
TO THE ACCOUNTS TO BE REVEIWED AND PRINT THE REPORT.
THE REPORT WILL SHOW YEAR-TO-DATE AND CURRENT AND AVERAGE OF YEAR-TO-DATE
AND CURRENT, THEN "PREV" WILL FOLLOW. IN ORDER TO SEE IF TELSEL IS SHOWING
THE CORRECT QUANTITY ADD CURRENT (NOT AVERAGE CURRENT) AND PREVIOUS TOGETHER
AND DIVIDE BY TWO. THIS SHOULD BE THE CORRECT NUMBER UNDER TELSEL FOR THE
UPDATED SUGGESTED QUANTITY.
4.9.7 QUOTE MAINTENANCE
THE QUOTE MAINTENANCE PROGRAM WILL ALLOW THE USER TO COMPLETELY UPDATE AND
4.A REPORT MENU
THE "RECEIVABLES REPORT MENU" CONTAINS PROGRAMS USED TO GENERATE
RECEIVABLES REPORTS AND OTHER PRINTOUTS. MANY OF THE REPORTS GIVE YOU
THE OPPORTUNITY TO SELECT EITHER A NUMERICALLY SORTED LISTING OR AN
ALPHABETICALLY SORTED LISTING.
4.A.1 PRINT AGED SUMMARY
THE PRINT AGED SUMMARY PROGRAM IS USED TO GENERATE A REPORT OF ALL
ACCOUNTS WHICH CURRENTLY OWE MONEY AND THE AMOUNTS THEY OWE. THE
PROGRAM LISTS EACH ACCOUNT'S TOTAL BALANCE, THE AMOUNT THAT IS CURRENT,
AND THE AMOUNT PAST DUE BY AGING RANGES. THIS REPORT MAY NEED WIDE
PAPER TO PRINT.
AFTER EVERY ACCOUNT THAT OWES MONEY IS PRINTED, THE PROGRAM PRINTS THE
RECEIVABLES AGED TOTALS. JUST BELOW THE TOTALS THE PERCENTAGE OF THE
TOTAL RECEIVABLES THAT FALL IN TO EACH OF THE CATEGORIES (CURRENT, PAST
DUE, ETC.) IS SHOWN.
REPORT OPTIONS DESCRIPTION
1 AGING DATED DEFAULT IS SYSTEM DATE. TO SELECT A DIFFERENT DATE
PRESS 1 THEN ENTER. TYPE IN THE NEW DATE AND PRESS
ENTER.
2 ACCT TYPE DEFAULT IS ALL. TO SELECT A SINGLE ACCOUNT TYPE OR
A RANGE OF ACCOUNT TYPES, PRESS 2 THEN ENTER.
TYPE IN THE BEGINNING ACCOUNT TYPE AND PRESS ENTER.
TYPE IN THE ENDING ACCOUNT TYPE AND PRESS ENTER.
IF YOU WANT THE REPORT TO PRINT FOR A SINGLE
ACCOUNT TYPE, THE BEGINNING AND ENDING ACCOUNT TYPE
MUST BE THE SAME
3 ROUTE DEFAULT IS ALL. TO SELECT A SINGLE ROUTE OR A RANGE OF
ROUTES, PRESS 3 THEN ENTER. TYPE IN THE BEGINNING ROUTE
NUMBER AND PRESS ENTER. TYPE IN THE ENDING ROUTE NUMBER
AND PRESS ENTER. IF YOU WANT THE REPORT TO PRINT FOR A
SINGLE ROUTE, THE BEGINNING AND ENDING ROUTE NUMBER MUST
BE THE SAME.
4 PRIMARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN OR A
SINGLE SALESMAN PRESS 4 THEN ENTER. TYPE IN THE
BEGINNING SALESMAN NUMBER AND PRESS ENTER. TYPE IN
THE ENDING SALESMAN NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE SALESMAN, THE
BEGINNING AND ENDING SALESMAN NUMBER MUST BE THE
SAME.
5 SECONDARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN
OR A SINGLE SALESMAN PRESS 5 THEN ENTER. TYPE
IN THE BEGINNING SALESMAN NUMBER AND PRESS
ENTER. TYPE IN THE ENDING SALESMAN NUMBER AND
PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE SALESMAN, THE BEGINNING AND
ENDING SALESMAN NUMBER MUST BE THE SAME.
6 ACCT RANGE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT PRESS 6 THEN ENTER. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS ENTER. TYPE IN
THE ENDING ACCOUNT NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE ACCOUNT, THE
BEGINNING AND ENDING ACCOUNT NUMBER MUST BE THE
SAME.
7 ALPHA / NUMERIC DEFAULT IS NUMERIC. TO HAVE THE REPORT SORTED
ALPHABETICALLY, PRESS 7 THEN ENTER. THE DISPLAY
CHANGES TO ALPHA.
8 BEGIN PRINTING WITH OPTIONS SET
A MIN. BALANCE DEFAULT IS 0.00 ON TOTAL. TO CHANGE THE
MINIMUM BALANCE, PRESS A THEN ENTER. TYPE IN
THE MINIMUM DOLLAR AMOUNT BALANCE TO PRINT AND
PRESS ENTER. A WINDOW APPEARS WITH FIVE
OPTIONS.
1 TOTAL ONLY ACCOUNTS WITH A TOTAL BALANCE
GREATER THAN THE MINIMUM AMOUNT ARE
PRINTED.
2 CURRENT ONLY ACCOUNTS WITH A CURRENT BALANCE
GREATER THAN THE MINIMUM ARE
PRINTED.
3 OVER 30 ONLY ACCOUNTS WITH A 30 DAY PAST DUE
BALANCE GREATER THAN THE MINIMUM ARE
PRINTED.
4 OVER 60 ONLY ACCOUNTS WITH A 60 DAY PAST DUE
BALANCE GREATER THAN THE MINIMUM
AMOUNT ARE PRINTED.
PRESS THE NUMBER OF THE BALANCE YOU WANT AND PRESS PF2 TO
ACCEPT.
B AGING RANGES DEFAULT IS 30-60. PRESS B THEN ENTER IF YOU
WISH TO CHANGE THE AGING RANGES. A WINDOW
APPEARS WITH 3 AGING RANGES. TO CHANGE A
RANGE, TYPE IN THE RANGE NUMBER AND PRESS
ENTER. NEXT TYPE IN THE DAYS FOR THE RANGE
AND PRESS ENTER. ANY OR ALL OF THE RANGES MAY
BE CHANGED. IF RANGE 3 IS CHANGED FROM 0
THEN WIDE REPORT OPTION IS ACTIVATED. WHEN
YOU ARE FINISHED, PRESS PF2 TO EXIT.
C INCLUDE TERMS DAYS DEFAULT IS NO. IF YOU DO WISH TO INCLUDE THE
TERMS DAYS IN THE AGING,(IF THERE ARE DAYS BEFORE IN AGING BALANCE DUE
IN THE TERMS FOR A CUSTOMER, THIS OPTION ADDS THOSE DAYS IN AND THE
CUSTOMER IS NOT CONSIDERED PAST DUE UNLESS BALANCE IS OLDER) PRESS C
THEN ENTER. THE DISPLAY CHANGES TO YES.
D OUTPUT W/P MERGE DEFAULT IS NO. TO CREATE A WORD PROCESSING MERGE
FILE, PRESS D THEN ENTER. THE DISPLAY FILE CHANGES TO YES.
E DETAIL OR SUMMARY DEFAULT IS DETAIL. TO PRINT ONLY A SUMMARY OF
THE ACCOUNTS PRESS E THEN ENTER. THE DISPLAY
CHANGES TO SUMMARY.
F PRINT A/R COMMENTS DEFAULT IS NO. TO PRINT ACCOUNT RECEIVABLE
COMMENTS ON THE REPORT, PRESS F THEN ENTER.
THE DISPLAY CHANGES TO YES.
G PRINT FORM LETTER DEFAULT IS NO. TO PRINT A FORM LETTER TO EACH
CUSTOMER THAT IS PAST DUE, PRESS G THEN ENTER.
TYPE IN THE NAME OF THE LETTER YOU WISH TO
PRINT AND PRESS ENTER. THE DISPLAY YES.
THIS IS A LIST OF THE VARIABLES
{date} = Date MDS
{1} = Name
{2} = Add1
{3} = Add2
{4} = CSZ City State Zip
{5} = Contact Name
{6} = Second Aging Column
{7} = Total Balance A/R
{8} = Description of age range
{9} = Route
{10} = Account Number
{11} = Total Desc
{12} = Total $
{13} = Current Desc
{14} = Current $
{15} = Range 1 Desc
{16} = Range 1 $
{17} = Range 2 Desc
{18} = Range 2 $
{19} = Range 3 Desc
{20} = Range 3 $
{21} = last payment date
{22} = last payment amount
{23} = Next Delivery or Return Date
THERE IS ALSO THE ABILITY TO PRINT A LIST OF OPEN INVOICES ON THE LETTER.
BY USING THE FOLLOWING CODES IN THIS EXAMPLE FORMAT, A LIST CONTAINING AS MUCH
AS THE INVOICE DATE, NUMBER, AND AMOUNT CAN BE LISTED:
{INVD } {INVNO } {INVAM 7sp }
{INVD } {INVNO } {INVAM }
{INVD } {INVNO } {INVAM }
. . .
. . .
. . .
INVD = Invoice Date
INVNO = Invoice Number
INVAM = Invoice Amount
YOU CAN SET AS MANY AS 50 LINES OF DETAIL. ANY UNUSED LINES WILL BE IGNORED
AND YOUR NEXT LINE OF TEXT IN YOUR LETTER WILL COME UP TO MEET YOUR LAST
INVOICE LINE. THE POSITIONS OF THE PARENTHESES LETS YOU PROGRAM THE POSITIONING
AND WIDTH OF EACH FIELD.
THE TEXT PROCESSING SYSTEM WORKS ONLY IF A LETTER IS IN THE SYSTEM.
LETTERS ARE ENTERED BY PROGRAMMERS THROUGH THE VI EDITOR. THE VI EDITOR IS
EXPLAINED IN CHAPTER 2 OF YOUR USER MANUAL.
4.A.2 PAID INVOICE REPORT
THE PAID INVOICE REPORT GENERATES A LISTING, BY ACCOUNT, OF EACH INVOICE
THAT HAS BEEN PAID DURING THIS ACCOUNTING PERIOD. ONLY INVOICES THAT
HAVE BEEN FULLY PAID ARE PRINTED BY THIS REPORT.
THE SYSTEM ASKS:
ENTER MONTH FOR REPORT (1-12)
TYPE IN THE MONTH YOU WANT THE REPORT GENERATED FOR AND PRESS ENTER.
THE REPORT BEGINS PROCESSING IMMEDIATELY.
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.A.3 PRINT DETAIL
THE PRINT DETAIL PROGRAM IS USED TO PRINT A DETAIL OF THE ACCOUNT
TRANSACTIONS INFORMATION. THIS PROGRAM PRINTS ACCOUNT INFORMATION
FOLLOWED BY ALL ACCOUNT TRANSACTIONS (INVOICES, CHECKS, AND MEMOS)
FOLLOWED BY AN AGING ANALYSIS OF THE ACCOUNT. THE INFORMATION IS VERY
SIMILAR TO THAT DISPLAYED IN "VIEW ACCOUNTS". WHEN YOU ENTER THE
PROGRAM YOU ARE GIVEN THE CHOICE OF ASKING FOR A SINGLE ACCOUNT OR A
DETAILED REPORT OF ALL ACCOUNTS. PRESS PF2 IF YOU WISH TO EXIT THE
PROGRAM.
PRESS ENTER TO SELECT A DETAILED ACCOUNT TRANSACTION LISTING OF ALL
ACCOUNTS OR ALL ACCOUNTS STARTING WITH A GIVEN NUMBER. TYPE IN 1 AND
PRESS ENTER IF YOU WANT THE LISTING IN ALPHABETIC ORDER OR TYPE IN 2
THEN PRESS ENTER IF YOU WANT THE LISTING IN NUMERICAL ACCOUNT NUMBER
ORDER. THE SYSTEM ADDS A LINE TO THE DISPLAY.
DO YOU WANT TO START AT A PARTICULAR ACCOUNT # ?
IF YOU DO NOT, PRESS N THEN ENTER. IF YOU DO, PRESS Y THEN ENTER AND
TYPE IN THE ACCOUNT NUMBER YOU WISH TO BEGIN PRINTING WITH. PRESS
ENTER. THE SYSTEM BEGINS PROCESSING YOUR REQUEST. WHEN THE REPORT
FINISHES PROCESSING THE "REPORT SELECTIONS MENU" APPEARS.
IF YOU WANT LISTINGS FOR A SINGLE ACCOUNT OR SEVERAL NON SEQUENTIAL
ACCOUNTS, TYPE IN AN ACCOUNT NUMBER AND PRESS ENTER. CONTINUE TYPING IN
ACCOUNT NUMBERS AND PRESSING ENTER UNTIL ALL ACCOUNTS YOU WANT HAVE BEEN
REQUESTED. PRESS PF2 AND THE "REPORT SELECTIONS MENU" APPEARS.
4.A.4 SALES TAX REPORT
THIS REPORT SHOWS THE TOTAL AMOUNT OF SALES TAX COLLECTED AND AT WHICH
OF THE TAX RATES. THE REPORT DISPLAYS TOTAL SALES, NON-TAXABLE SALES,
TAX RATE, AND TAX AMOUNT.
ALWAYS RUN THIS REPORT BEFORE CLOSING THE PERIOD. THE CLOSING PROCESS
RESETS THE REPORT FIELDS TO ZERO.
YOU MAY EXIT THIS REPORT BY PRESSING 3.
THERE ARE TWO OPTIONS FOR PRINTING THE SALES TAX REPORT. THE SALES TAX
REPORT MAY BE PRINTED AS A SUMMARY BY PRESSING 1 OR THE SALES TAX REPORT
MAY BE PRINTED WITH ONE PAGE FOR EACH SALES TAX RATE BY PRESSING 2.
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.A.5 PRINT STATEMENTS
THE PRINT STATEMENTS PROGRAM IS USED TO PRINT MONTHLY STATEMENTS. ONLY
ACCOUNTS WITH A "Y" IN THE "STATEMENT (Y/N)" FIELD OF THEIR MASTER
FILE("ADD/EDIT ACCOUNT" SECTION 4.1) ARE PRINTED. THE STATEMENT PROGRAM
GIVES YOU THE OPPORTUNITY TO PRINT A STATEMENT FOR AN INDIVIDUAL ACCOUNT
OR FOR ALL ACCOUNTS. YOU ARE ALSO GIVEN AN OPTION OF PRINTING
STATEMENTS ONLY IF THEY HAVE AN ACCOUNT BALANCE OVER AN AMOUNT THAT YOU
SELECT.
THERE IS NO LIMIT ON THE NUMBER OF TIMES THAT A STATEMENT MAY BE PRINTED
FOR AN ACCOUNT.
PRESS PF2 TO EXIT THE PROGRAM.
IF YOU WANT A STATEMENT FOR A SINGLE ACCOUNT, TYPE IN THE ACCOUNT NUMBER
AND PRESS ENTER.
THE SYSTEM NOW ASKS:
ENTER SALESMAN NUMBER OR PRESS <ENTER> FOR ALL
PRESS ENTER TO PRINT ALL SALESMEN. THE DISPLAY RETURNS TO THE FIRST
SCREEN.
TO PRINT STATEMENTS FOR ALL ACCOUNTS IN THE SYSTEM, PRESS ENTER. THE
NEXT SCREEN IS THE ALPHA/NUMERIC SCREEN.
TYPE IN 1 AND PRESS ENTER IF YOU WANT THE LISTING IN ALPHABETIC ORDER.
TYPE IN 2 THEN PRESS ENTER IF YOU WANT THE LISTING IN NUMERICAL ACCOUNT
NUMBER ORDER.
THE SYSTEM ADDS A LINE:
ENTER ROUTE TO PRINT, OR <ENTER> FOR ALL
TYPE IN THE ROUTE NUMBER YOU WISH TO PRINT AND PRESS ENTER OR PRESS
ENTER TO PRINT ALL ROUTES. THE SYSTEM ADDS ANOTHER LINE TO THE DISPLAY.
DO YOU WANT TO START AT A PARTICULAR ACCOUNT # ?
IF YOU DO NOT, PRESS N THEN ENTER. IF YOU DO, PRESS Y THEN ENTER AND
TYPE IN THE ACCOUNT NUMBER YOU WISH TO BEGIN PRINTING WITH(USED WHEN
PRINTER HAS JAMMED PART WAY THROUGH PRINT). PRESS ENTER. NEXT PRESS
ENTER TO ACCEPT THE END ACCOUNT NUMBER ON THE SYSTEM OR TYPE IN THE
ENDING ACCOUNT NUMBER YOU WANT AND PRESS ENTER.
THE SYSTEM ADDS ANOTHER LINE:
ENTER SALESMAN NUMBER OR PRESS <ENTER> FOR ALL
TYPE IN THE SALESMAN NUMBER AND PRESS ENTER OR PRESS ENTER TO PRINT
STATEMENTS FOR ALL SALESMEN.
THE SYSTEM BEGINS PROCESSING
ONCE PROCESSING IS COMPLETED A REPORT SELECTIONS MENU APPEARS.
YOU MAY EITHER PRINT THE STATEMENTS BY PRESSING 1 OR EXIT THE PROGRAM BY
PRESSING 2. YOU ARE RETURNED TO THE "RECEIVABLES PROGRAM MENU".
4.A.6 MAILING LABELS
THIS PROGRAM IS USED TO PRINT STICK ON MAILING LABELS FOR EACH ACCOUNT.
YOU ARE GIVEN THE OPPORTUNITY TO SELECT WHETHER THE ACCOUNT NUMBER IS
PRINTED AND ASKED HOW MANY LABELS WIDE THE ACCOUNT LABELS FORMS ARE.
DO NOT PLACE MAILING LABELS IN THE PRINTER UNTIL THE PROGRAM INSTRUCTS
YOU TO DO SO. IF YOU PLACE MAILING LABELS IN THE PRINTER BEFORE THIS
POINT, ANOTHER TERMINAL MAY ACCESS THE PRINTER AND ATTEMPT TO PRINT A
REPORT ON THE MAILING LABELS.
PLEASE BE SURE TO REPLACE THE DESIRED PAPER IN THE PRINTER BEFORE
EXITING THE MAILING LABELS PROGRAM
REPORT OPTIONS DESCRIPTION
1 INSTALL DATE DEFAULT IS ALL. TO SELECT A SINGLE DATE OR A
RANGE OF INSTALL DATES, PRESS 1 THEN ENTER.
TYPE IN THE BEGINNING INSTALL DATE AND PRESS
ENTER. NEXT TYPE IN THE ENDING INSTALL DATE
AND PRESS ENTER. TO SELECT A SINGLE INSTALL
DATE, THE BEGINNING AND ENDING DATES MUST BE
THE SAME.
2 ACCT TYPE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNT TYPES
OR A SINGLE ACCOUNT TYPE PRESS 2 THEN ENTER. TYPE
IN THE BEGINNING ACCOUNT TYPE AND PRESS ENTER.
TYPE IN THE ENDING ACCOUNT TYPE AND PRESS ENTER.
IF YOU WANT THE REPORT TO PRINT FOR A SINGLE
ACCOUNT TYPE, THE BEGINNING AND ENDING ACCOUNT TYPE
MUST BE THE SAME.
3 ROUTE DEFAULT IS ALL. TO SELECT A RANGE OF ROUTES OR A SINGLE
ROUTE, TYPE PRESS 3 THEN ENTER. TYPE IN THE BEGINNING
ROUTE NUMBER AND PRESS ENTER. TYPE IN THE ENDING ROUTE
NUMBER AND PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE ROUTE, THE BEGINNING AND ENDING ROUTE NUMBER
MUST BE THE SAME.
4 PRIMARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN OR A
SINGLE SALESMAN PRESS 4 THEN ENTER. TYPE IN THE
BEGINNING SALESMAN NUMBER AND PRESS ENTER. TYPE IN
THE ENDING SALESMAN NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE SALESMAN, THE
BEGINNING AND ENDING SALESMAN NUMBER MUST BE THE
SAME.
5 SECONDARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN
OR A SINGLE SALESMAN PRESS 5 THEN ENTER. TYPE
IN THE BEGINNING SALESMAN NUMBER AND PRESS
ENTER. TYPE IN THE ENDING SALESMAN NUMBER AND
PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE SALESMAN, THE BEGINNING AND
ENDING SALESMAN NUMBER MUST BE THE SAME.
6 ACCT RANGE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT PRESS 6 THEN ENTER. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS ENTER. TYPE IN
THE ENDING ACCOUNT NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE ACCOUNT, THE
BEGINNING AND ENDING ACCOUNT NUMBER MUST BE THE
SAME.
7 ALPHA / NUMERIC DEFAULT IS NUMERIC. TO HAVE THE REPORT SORTED
ALPHABETICALLY, PRESS 7 THEN ENTER. THE DISPLAY
CHANGES TO ALPHA.
8 INCLUDE MASTER SUB DEFAULT IS YES. IF YOU DO NOT WISH TO PRINT
MAILING LABELS FOR MASTER SUB ACCOUNTS, PRESS 8 ACCTS THEN ENTER. THE
DISPLAY CHANGES TO NO.
9 BEGIN PRINTING WITH OPTIONS SHOWN
A PRINT ACCT NUMBERS DEFAULT IS YES. IF YOU DO NOT WANT ACCOUNT
NUMBERS TO PRINT ON THE MAILING LABELS, PRESS A ON LABELSTHEN ENTER.
THE DISPLAY CHANGES TO NO.
B NUMBER OF LABELS DEFAULT IS 1. IF THE CONTINUOUS LABELS YOU ARE
USING ARE MORE THAN 1 ACROSS, PRESS B THEN ACROSS ENTER. TYPE IN
THENUMBER OF LABELS AND PRESS ENTER.
C OUTPUT W/P FILE DEFAULT IS NO. TO OUTPUT THE LISTING OF LABELS TO
A WORD PROCESSING FILE(FOR USE WITH FORM LETTERS)
PRESS C THEN ENTER. THE DISPLAY CHANGES TO YES.
D PRINT SAMPLE LABEL DEFAULT IS NO. IF YOU WISH TO PRINT A SAMPLE
LABEL FIRST TO CHECK IF YOUR LABELS ARE IN FIRST ALIGNMENT, PRESS D THEN
ENTER. THE DISPLAY CHANGES TO YES. WHEN YOU SELECT 9 YOU ARE GIVEN THE
OPTION OF ENTERING THE LETTER S TO PRINT A SAMPLE OR PRESSING ANY OTHER
KEY TO BEGIN PRINTING LABELS.
E USE BILLING ADDRESSES DEFAULT IS YES. IF YOU WISH DELIVERY
ADDRESSES TO PRINT ON THE LABEL INSTEAD, PRESS
E THEN ENTER. THE DISPLAY CHANGES TO NO.
PF2 EXIT WITHOUT PRINTING
4.A.7 ACCOUNT MASTER LIST
THE ACCOUNT MASTER LIST PROGRAM IS USED TO PRINT A CUSTOMER LIST. THIS
PROGRAM SHOWS THE ACCOUNT NUMBER AND NAME, FOLLOWED BY THE PHONE NUMBER
AND CUSTOMER CONTACT.
IN ADDITION, A USER SELECTED FIELD CAN PRINTED. THE FIELD CAN BE SELECTED
THRU SELECTION 'N'.
ACCOUNTS CAN BE SORTED BY ALPHA/NUMERIC OR BY ANY OF THE FIELDS PROVIDED
THRU SELECTION 'O'.
REPORT OPTIONS DESCRIPTION
1 INSTALL DATE DEFAULT IS ALL. TO SELECT A SINGLE DATE OR A
RANGE OF INSTALL DATES, PRESS 1 THEN ENTER.
TYPE IN THE BEGINNING INSTALL DATE AND PRESS
ENTER. NEXT TYPE IN THE ENDING INSTALL DATE
AND PRESS ENTER. TO SELECT A SINGLE INSTALL
DATE, THE BEGINNING AND ENDING DATES MUST BE
THE SAME.
2 ACCT TYPE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNT TYPES
OR A SINGLE ACCOUNT TYPE PRESS 2 THEN ENTER. TYPE
IN THE BEGINNING ACCOUNT TYPE AND PRESS ENTER.
TYPE IN THE ENDING ACCOUNT TYPE AND PRESS ENTER.
IF YOU WANT THE REPORT TO PRINT FOR A SINGLE
ACCOUNT TYPE, THE BEGINNING AND ENDING ACCOUNT TYPE
MUST BE THE SAME.
3 ROUTE DEFAULT IS ALL. TO SELECT A RANGE OF ROUTES OR A SINGLE
ROUTE, TYPE PRESS 3 THEN ENTER. TYPE IN THE BEGINNING
ROUTE NUMBER AND PRESS ENTER. TYPE IN THE ENDING ROUTE
NUMBER AND PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE ROUTE, THE BEGINNING AND ENDING ROUTE NUMBER
MUST BE THE SAME.
4 PRIMARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN OR A
SINGLE SALESMAN PRESS 4 THEN ENTER. TYPE IN THE
BEGINNING SALESMAN NUMBER AND PRESS ENTER. TYPE IN
THE ENDING SALESMAN NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE SALESMAN, THE
BEGINNING AND ENDING SALESMAN NUMBER MUST BE THE
SAME.
5 SECONDARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN
OR A SINGLE SALESMAN PRESS 5 THEN ENTER. TYPE
IN THE BEGINNING SALESMAN NUMBER AND PRESS
ENTER. TYPE IN THE ENDING SALESMAN NUMBER AND
PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE SALESMAN, THE BEGINNING AND
ENDING SALESMAN NUMBER MUST BE THE SAME.
6 ACCT RANGE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT PRESS 6 THEN ENTER. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS ENTER. TYPE IN
THE ENDING ACCOUNT NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE ACCOUNT, THE
BEGINNING AND ENDING ACCOUNT NUMBER MUST BE THE
SAME.
7 ALPHA / NUMERIC DEFAULT IS NUMERIC. TO HAVE THE REPORT SORTED
ALPHABETICALLY, PRESS 7 THEN ENTER. THE DISPLAY
CHANGES TO ALPHA.
8 CANCEL RANGE DEFAULT IS ALL. TO SELECT A SINGLE DATE OR A
RANGE OF DATES AND A SINGLE CANCELLATION CODE
OR A RANGE OF CANCELLATION CODES, PRESS 8 THEN
ENTER. TYPE IN THE STARTING DATE AND PRESS
ENTER. TYPE IN THE ENDING DATE AND PRESS
ENTER. TYPE IN THE FIRST CANCELLATION CODE
AND PRESS ENTER. TYPE IN THE ENDING
CANCELLATION CODE AND PRESS ENTER. IF YOU
WISH THE REPORT TO PRINT FOR A SINGLE DATE THE
STARTING AND ENDING DATE MUST BE THE SAME. IF
YOU WISH THE REPORT TO PRINT FOR A SINGLE
CANCELLATION CODE THE FIRST AND LAST CODE MUST
BE THE SAME.
9 BEGIN PRINTING WITH OPTIONS SHOWN
A PRINT ACCOUNT DEFAULT IS NO. IF YOU WANT THE ADDRESSES OF THE
CUSTOMERS TO PRINT ON THE REPORT PRESS A THEN ADDRESSES ENTER. THE
DISPLAY CHANGES TO YES.
B PRINT ACCOUNT 2-LINE DEFAULT IS NO. IF YOU WHAT THE TWO LINES OF
COMMENT IN THE CUSTOMERS MASTER FILE TO PRINT ON COMMENTS THE REPORT,
PRESS B THEN ENTER. THE DISPLAY CHANGES TO YES.
C PRINT SECOND TELE- DEFAULT IS NO. IF YOU WANT THE SECOND
TELEPHONE NUMBER FIELD OF THE CUSTOMERS MASTER FILE TO PHONE NUMBER
PRINT, PRESS C THEN ENTER. THE DISPLAY CHANGES TO YES.
D 1 LINE FORMAT DEFAULT IS NO. TO SELECT A ONE LINE FORMAT FOR THE
CONTACT LIST, PRESS D THEN ENTER. THE DISPLAY
CHANGES TO YES.
E INCLUDE ONLY IN- DEFAULT IS NO. TO SELECT ONLY INACTIVE OR DELETED
CUSTOMERS FOR THE CONTACT LIST PRINTOUT, ACTIVE/DELETED PRESS E THEN
ENTER. THE DISPLAY CHANGES TO YES.
SORT OPTIONS ONLY ONE OF THESE OPTIONS MAY BE SELECTED.
F ZIP CODE DEFAULT IS NO. TO HAVE THE CONTACT LIST SORTED BY
THE CUSTOMER'S ZIP CODE, PRESS F THEN ENTER. THE
DISPLAY CHANGES TO YES.
G ADDRESS LINE 1 DEFAULT IS NO. TO HAVE THE CONTACT LIST SORTED BY
THE INFORMATION ON THE FIRST ADDRESS LINE, PRESS G
THEN ENTER. THE DISPLAY CHANGES TO YES.
H ADDRESS LINE 2 DEFAULT IS NO. TO HAVE THE CONTACT LIST SORTED BY
THE INFORMATION ON THE SECOND ADDRESS LINE, PRESS H
THEN ENTER. THE DISPLAY CHANGES TO YES.
I PHONE NUMBER DEFAULT IS NO. TO HAVE THE CONTACT LIST
SORTED BY THE CUSTOMERS PHONE NUMBER, PRESS I
THEN ENTER. THE DISPLAY CHANGES TO YES.
ONCE THE CONTACT LIST FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.A.8 LIST ACCOUNTS
THE LIST ACCOUNTS PROGRAM PRINTS EITHER A DETAILED OR SUMMARY LISTING OF
ACCOUNTS IN THE SYSTEM. A DETAILED LISTING FOR ALL ACCOUNTS IS HUNDREDS
OF PAGES LONG. IF NEEDED THE REPORT SHOULD BE PRINTED AT NIGHT.
REPORT OPTIONS DESCRIPTION
TOGGLE DETAIL/SUMMARY DEFAULT IS SUMMARY. TO SELECT A DETAILED
REPORT, PRESS 1 THEN ENTER. THE DISPLAY
CHANGES TO DETAIL.(THIS MUST BE SET BEFORE
SELECTING OPTION 2,3 OR 4)
LIST ALL ACCOUNTS PRINTS A LISTING OF ALL CUSTOMERS IN THE SYSTEM.
PRESS 2 THEN ENTER.
LIST ONE ACCOUNT PRINTS A LISTING OF ONE ACCOUNT IN THE SYSTEM.
PRESS 3, TYPE IN THE ACCOUNT NUMBER TO PRINT AND
PRESS ENTER. TYPE IN Y.
LIST BY SALESMAN PRINTS A LISTING OF ALL CUSTOMERS IN THE SYSTEM
SERVICED BY A SALESMAN. PRESS 4, TYPE IN THE
SALESMAN NUMBER AND PRESS ENTER. TYPE IN Y.
TOGGLE ALPHA/NUMERIC DEFAULT IS NUMERIC. TO SELECT AN
ALPHABETICALLY SORTED REPORT, PRESS 5 THEN ENTER. THE DISPLAY
LISTING CHANGES TO ALPHABETIC.(THIS MUST BE SET BEFORE
SELECTING OPTION 2,3 OR 4)
END PRESSING PF2 EXITS THE PROGRAM.
4.A.9 BILLING ADDRESS REPORT
THIS REPORT PRODUCES A LISTING OF ALL CUSTOMERS WHO HAVE A SEPARATE
BILLING ADDRESS. THE REPORT PRINTS OUT IN ACCOUNT NUMBER ORDER WITH THE
NAME AND BILLING ADDRESS OF CUSTOMERS WITH SEPARATE BILLING ADDRESSES.
THE TOTAL NUMBER OF BILLING ADDRESS ACCOUNTS PRINTS ON THE LAST PAGE OF
THE REPORT.
YOU MAY EITHER LIST ALL ACCOUNTS BY PRESSING 1 OR EXIT THE PROGRAM BY
PRESSING PF2.
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.A.B PRINT PAYMENT RECEIPTS
THE PRINT PAYMENT RECEIPTS REPORT PRODUCES A LIST OF PAYMENTS THAT ARE
ENTERED IN THE SYSTEM FOR CUSTOMERS. THE REPORT MANY OPTIONS TAILOR THE
REPORT TO THE INFORMATION YOU WISH TO REVIEW. THE REPORT IS VERY
SIMILAR TO THE REPORT IN "ENTER PAYMENTS"(4.4).
REPORT OPTIONS DESCRIPTION
1 TRANSACTION DATE DEFAULT IS ALL. TO OBTAIN A LISTING FOR A RANGE OF
DATES OR A SPECIFIC DATE, PRESS 1 THEN RANGE ENTER. TYPE IN THE
BEGINNING DATE AND PRESS ENTER. TYPE IN THE ENDING DATE AND PRESS
ENTER. TO GET A LISTING FOR A SINGLE DAY, THE BEGINNING AND ENDING DATE
MUST BE THE SAME.
2 BATCH NUMBER RANGE DEFAULT IS ALL. TO SELECT A RANGE OF BATCHES
OR A SPECIFIC BATCH, PRESS 2 THEN ENTER. TYPE
IN THE BEGINNING BATCH NUMBER AND PRESS ENTER.
TYPE IN THE ENDING BATCH NUMBER AND PRESS
ENTER. TO GET A LISTING FOR A SINGLE BATCH,
THE BEGINNING AND ENDING BATCH NUMBERS MUST BE
THE SAME.
3 OPERATOR DEFAULT IS ALL. TO OBTAIN A LISTING FOR A SINGLE
OPERATOR, PRESS 3 THEN ENTER. TYPE IN THE
OPERATOR'S LOGIN NAME EXACTLY AS IT APPEARS WITH
UPPER AND LOWER CAPS AND PRESS ENTER.
4 ACCOUNT RANGE DEFAULT IS ALL. FOR A LISTING OF A RANGE OF
ACCOUNTS OR A SPECIFIC ACCOUNT, PRESS 4 THEN ENTER.
TYPE IN THE BEGINNING ACCOUNT NUMBER AND PRESS
ENTER. TYPE IN THE ENDING ACCOUNT NUMBER AND PRESS
ENTER. TO OBTAIN A LISTING FOR A SINGLE ACCOUNT
THE BEGINNING AND ENDING ACCOUNT NUMBER ARE THE
SAME.
5 PRINT CASH TRANS DEFAULT IS YES. FOR A LISTING THAT DOES NOT
INCLUDE CASH TRANSACTIONS, PRESS 5 THEN ENTER.
ACTIONS THE DISPLAY CHANGES FROM YES TO NO.
6 PRINT CHECK TRANS- DEFAULT IS YES. FOR A LISTING THAT DOES NOT
INCLUDE CHECK TRANSACTIONS, PRESS 6 THEN
ENTER. ACTIONS THE DISPLAY CHANGES FROM YES
TO NO.
7 PRINT TRANSACTION DEFAULT IS DETAIL. IF YOU DO NOT WANT THE
DETAIL OF TRANSACTIONS ON THE REPORT, PRESS 7
THEN ENTER. THE DISPLAY CHANGES FROM DETAIL
TO SUMMARY.
8 BEGIN PRINTING WITH OPTIONS SHOWN
A PRINT MAIL/ROUTE DEFAULT IS BOTH. TO SELECT A LISTING OF ONLY MAIL
PAYMENT OR ONLY ROUTE PAYMENTS, PRESS A THEN SOURCE
ENTER. PRESS M FOR MAIL OR R FOR ROUTE AND THEN
PRESS ENTER.
B PRINT BATCH SUMMARY DEFAULT IS NO. TO SELECT BATCH SUMMARY ONLY,
PRESS B THE DISPLAY CHANGES TO YES. ONLY
C ROUTE RANGE DEFAULT IS ALL. TO OBTAIN A LISTING FOR A RANGE OF
ROUTES OR A SPECIFIC ROUTE PRESS 2 THEN ENTER.
TYPE IN THE BEGINNING ROUTE NUMBER AND PRESS ENTER.
TYPE IN THE ENDING ROUTE NUMBER AND PRESS ENTER.
FOR A SINGLE ROUTE LISTING THE BEGINNING AND ENDING
ROUTES ARE THE SAME.
D POSTED/UNPOSTED DEFAULT IS POSTED. TO SELECT A LISTING OF UNPOSTED
PAYMENTS, PRESS D. THE DISPLAY CHANGES TO
UNPOSTED.
E DELETE OR ACTIVE/IN- THE DEFAULT IS ACTIVE. TO SELECT PAYMENTS TO
INACTIVE ACCOUNTS, PRESS E. THE DISPLAY
CHANGES ACTIVETO INACTIVE.
F SORT BY ACCOUNT DEFAULT IS NO. IF YOU WANT THE LISTING TO BE
SORTED IN ACCOUNT NUMBER ORDER, PRESS A THEN ENTER.
THE DISPLAY CHANGES FROM NO TO YES.
A DISPLAY IN INVERSE VIDEO AT THE BOTTOM RIGHT OF THE SCREEN KEEPS TRACK
OF THE PERCENT OF RECORDS PROCESSED FOR THE REPORT. ONCE THE REPORT
FINISHES PROCESSING THE REPORT SELECTION MENU APPEARS.
4.A.E SIMPLE INVOICE REPORT
THIS REPORTS PRODUCES A LIST OF DEBIT AND CREDIT ADJUSTMENTS THAT HAVE
BEEN ENTERED FOR A PERIOD THAT YOU SELECT.
REPORT OPTIONS DESCRIPTION
1 DATE DEFAULT IS THE FOR THE CURRENT MONTH FROM THE FIRST
OF THE MONTH TO THE END OF THE MONTH. TO PRINT THE
REPORT FOR A RANGE OF DATES OR A SINGLE DATE, PRESS
1 THEN ENTER. TYPE IN THE BEGINNING DATE AND PRESS
ENTER. TYPE IN THE ENDING DATE AND PRESS ENTER.
IF YOU WANT THE REPORT TO PRINT FOR A SINGLE DATE,
THE BEGINNING DATE AND THE ENDING DATE MUST BE THE
SAME.
2 GL CODE DEFAULT IS ALL. YOU MAY SELECT A LISTING FOR A
SPECIFIC GENERAL LEDGER CODE BY PRESSING 2 THEN
ENTER. TYPE IN THE GENERAL LEDGER CODE THAT YOU
WANT THE REPORT FOR THEN PRESS ENTER.
3 INVOICE/CREDIT DEFAULT IS ALL. A REPORT LISTING ONLY INVOICES
ENTERED THROUGH THE "ENTER INVOICE"(SECTION 4.3) OR
CREDIT MEMOS ENTERED THROUGH "ENTER CREDIT
MEMO"(SECTION 4.5) PRESS 3 THEN ENTER. TYPE IN
EITHER I FOR INVOICE OR C FOR CREDIT DEPENDING ON
WHICH YOU WISH TO PRINT THE REPORT FOR.
4 ADJUSTMENT CODE SUM- DEFAULT IS NO. IF YOU WANT A SUMMARY OF
ADJUSTMENTS BY THE THREE LETTER ADJUSTMENT
CODE(SECTION 4.B.H) TO PRINT AT THE END OF
THE REPORT PRESS 4 THEN ENTER. THE DISPLAY
CHANGES TO YES.
5 INVOICE # DEFAULT IS ALL. TO SELECT A RANGE OF INVOICES OR A
SINGLE INVOICE, PRESS 5 THEN ENTER. TYPE IN THE
BEGINNING INVOICE NUMBER AND PRESS ENTER. TYPE IN
THE ENDING INVOICE NUMBER AND PRESS ENTER. IF YOU
WISH THE REPORT TO PRINT FOR A SINGLE INVOICE, THE
BEGINNING AND ENDING INVOICE NUMBER MUST BE THE
SAME.
6 BEGIN PRINTING WITH OPTION SHOWN
PF2 EXIT WITHOUT PRINTING
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.A.C PRINT CUSTOMER G/P
THE PRINT CUSTOMER GROSS PROFIT PROGRAM IS DESIGNED TO PRINT A REPORT
TELLING WHAT THE GROSS PROFIT MARGIN IS FOR CUSTOMERS. THE REPORT
OPTIONS ALLOW YOU A VARIETY OF WAYS TO PRINT THE REPORT AND LIMIT THE
CUSTOMERS THAT YOU SEE ON THE REPORT. THERE IS NO VIEW OPTION ON THIS
REPORT.
REPORT OPTIONS DESCRIPTION
1 INSTALL DATE DEFAULT IS 00/00/00 - 12/31/99. TO SELECT A SINGLE
INSTALL DATE OR A RANGE OF INSTALL DATES, PRESS 1
THEN ENTER. TYPE IN THE BEGINNING INSTALL DATE AND
PRESS ENTER. TYPE IN THE ENDING INSTALL DATE AND
PRESS ENTER. FOR A SINGLE INSTALL DATE, THE
BEGINNING AND ENDING DATES MUST BE THE SAME.
2 ACCT TYPE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNT TYPES
OR A SINGLE ACCOUNT TYPE PRESS 2 THEN ENTER. TYPE
IN THE BEGINNING ACCOUNT TYPE AND PRESS ENTER.
TYPE IN THE ENDING ACCOUNT TYPE AND PRESS ENTER.
IF YOU WANT THE REPORT TO PRINT FOR A SINGLE
ACCOUNT TYPE, THE BEGINNING AND ENDING ACCOUNT TYPE
MUST BE THE SAME.
3 ROUTE DEFAULT IS ALL. TO SELECT A RANGE OF ROUTES OR A SINGLE
ROUTE, PRESS 3 THEN ENTER. TYPE IN THE BEGINNING ROUTE
NUMBER AND PRESS ENTER. TYPE IN THE ENDING ROUTE NUMBER
AND PRESS ENTER. IF YOU WANT THE REPORT TO PRINT FOR A
SINGLE ROUTE, THE BEGINNING AND ENDING ROUTE NUMBER MUST
BE THE SAME.
4 PRIMARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN OR A
SINGLE SALESMAN PRESS 4 THEN ENTER. TYPE IN THE
BEGINNING SALESMAN NUMBER AND PRESS ENTER. TYPE IN
THE ENDING SALESMAN NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE SALESMAN, THE
BEGINNING AND ENDING SALESMAN NUMBER MUST BE THE
SAME.
5 SECONDARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN
OR A SINGLE SALESMAN PRESS 5 THEN ENTER. TYPE
IN THE BEGINNING SALESMAN NUMBER AND PRESS
ENTER. TYPE IN THE ENDING SALESMAN NUMBER AND
PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE SALESMAN, THE BEGINNING AND
ENDING SALESMAN NUMBER MUST BE THE SAME.
6 ACCT RANGE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT PRESS 6 THEN ENTER. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS ENTER. TYPE IN
THE ENDING ACCOUNT NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE ACCOUNT, THE
BEGINNING AND ENDING ACCOUNT NUMBER MUST BE THE
SAME.
7 ALPHA / NUMERIC DEFAULT IS NUMERIC. TO HAVE THE REPORT SORTED
ALPHABETICALLY, PRESS 7 THEN ENTER. THE DISPLAY
CHANGES TO ALPHA.
8 BEGIN PRINTING WITH OPTIONS SHOWN
A PRINT ACCOUNT DEFAULT IS NO. IF YOU WANT THE ADDRESSES OF THE
CUSTOMERS TO PRINT ON THE REPORT PRESS A THEN
ADDRESSES ENTER. THE DISPLAY CHANGES TO YES.
B PRINT ACCOUNT 2-LINE DEFAULT IS NO. IF YOU WHAT THE TWO LINES OF
COMMENT IN THE CUSTOMERS MASTER FILE TO PRINT
ON COMMENTS THE REPORT, PRESS B THEN ENTER.
THE DISPLAY CHANGES TO YES.
C PRINT SECOND TELE- DEFAULT IS NO. IF YOU WANT THE SECOND
TELEPHONE NUMBER FIELD OF THE CUSTOMERS MASTER
FILE TO PHONE NUMBER PRINT, PRESS C THEN
ENTER. THE DISPLAY CHANGES TO YES.
PF2 EXIT WITHOUT PRINTING
4.A.D ACTIVITY REPORT
THIS REPORT PRODUCES A LISTING OF ACTIVITY ON CUSTOMERS' ACCOUNTS. THE
AMOUNT OF DETAIL AND INFORMATION IS CONTROLLED BY SELECTING VARIOUS
OPTIONS.
REPORT OPTIONS DESCRIPTION
1 DETAIL / SUMMARY DEFAULT IS DETAIL. PRESSING 1 THEN ENTER CHANGES
THE DISPLAY TO SUMMARY. A SUMMARY LISTING ONLY
SHOWS TOTALS FOR A CUSTOMERS ACTIVITY. DETAIL
SHOWS WHAT THAT ACTIVITY WAS.
2 ACCOUNT RANGE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT PRESS 2 THEN ENTER. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS ENTER. TYPE IN
THE ENDING ACCOUNT NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE ACCOUNT, THE
BEGINNING AND ENDING ACCOUNT NUMBER MUST BE THE
SAME.
3 PRIMARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN OR A
SINGLE SALESMAN PRESS 3 THEN ENTER. TYPE RANGE IN
THE BEGINNING SALESMAN NUMBER AND PRESS ENTER.
TYPE IN THE ENDING SALESMAN NUMBER AND PRESS ENTER.
IF YOU WANT THE REPORT TO PRINT FOR A SINGLE
SALESMAN, THE BEGINNING AND ENDING SALESMAN NUMBER
MUST BE THE SAME.
4 SHOW EQUIPMENT LIST DEFAULT IS YES. PRESS 4 THEN ENTER TO CHANGE
THE DISPLAY TO NO. THIS OPTIONS TELLS THE
SYSTEM IF YOU WANT A LIST OF EQUIPMENT THAT
THE CUSTOMER HAS TO PRINT ON THE REPORT.
5 SHOW G.P% DEFAULT IS G.P. SHOWN. IF YOU DO NOT WANT THE
GROSS PROFIT PERCENTAGE OF CUSTOMERS TO PRINT ON
THE REPORT PRESS 5 THEN ENTER. THE DISPLAY CHANGES
TO NO G.P. SHOWN.
6 PRODUCT DESCRIPTION DEFAULT IS SHOW PRODUCT DESCRIPTION. THIS
OPTIONS PRINTS A DESCRIPTION OF THE PRODUCT
THAT OR SALES HISTORY MAKES UP THE ACTIVITY.
IF YOU PREFER THE REPORT TO SHOW SALES
HISTORY, PRESS 6 THEN ENTER. THE DISPLAY
CHANGES TO SHOW SALES HISTORY.
7 ALPHA OR NUMERIC DEFAULT IS NUMERIC. TO HAVE THE REPORT SORTED
ALPHABETICALLY BY CUSTOMER NAME INSTEAD OF
ACCT LIST NUMERICALLY BY CUSTOMER NUMBER, PRESS 7
THEN ENTER.
8 CLEAR ACTIVITY DATES DEFAULT IS DON'T CLEAR DATES. IF YOU WANT
ACTIVITY DATES CLEARED, PRESS 8 THEN ENTER.
THE DISPLAY CHANGES TO CLEAR DATES. THE
ACTIVITY DATES REFERRED TO ARE THE DATE
ENTERED IN "A/R COMMENTS"(4.2).
9 BEGIN PRINTING WITH OPTIONS SHOWN
A ACTIVITY DATE DEFAULT IS ALL. TO SELECT A RANGE OF ACTIVITY
DATES OR A SINGLE DATE PRESS A THEN ENTER. TYPE IN
THE STARTING ACTIVITY DATE AND PRESS ENTER. TYPE
IN THE ENDING ACTIVITY DATE AND PRESS ENTER. IF
YOU WANT THE REPORT TO PRINT FOR A SINGLE DATE, THE
STARTING AND ENDING DATE MUST BE THE SAME.
PF2 EXIT WITHOUT PRINTING
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.A.F MASTER/SUB LIST
THE MASTER/SUB LIST IS A LIST OF ACCOUNTS THAT ARE IN THE SYSTEM AS
MASTER/SUB ACCOUNTS. IT LISTS THE MASTER ACCOUNT AND THE SUB ACCOUNTS
THAT ARE REPORTED TO THE MASTER ACCOUNT.
REPORT OPTIONS DESCRIPTION
1 INSTALL DATE DEFAULT IS ALL. IF YOU WANT THE REPORT
PRINTED FOR A SPECIFIC DATE, PRESS 1 THEN
ENTER. TYPE IN THE NEW DATE AND PRESS ENTER.
2 ACCT TYPE DEFAULT IS ALL. IF YOU WANT THE REPORT PRINTED FOR
A SPECIFIC ACCOUNT TYPE, PRESS 2 THEN ENTER. TYPE
IN THE ACCOUNT TYPE AND PRESS ENTER.
3 ROUTE DEFAULT IS ALL. TO SELECT A RANGE OF ROUTES OR A SINGLE
ROUTE, TYPE PRESS 3 THEN ENTER. TYPE IN THE BEGINNING
ROUTE NUMBER AND PRESS ENTER. TYPE IN THE ENDING ROUTE
NUMBER AND PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE ROUTE, THE BEGINNING AND ENDING ROUTE NUMBER
MUST BE THE SAME.
4 PRIMARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN OR A
SINGLE SALESMAN PRESS 4 THEN ENTER. TYPE IN THE
BEGINNING SALESMAN NUMBER AND PRESS ENTER. TYPE IN
THE ENDING SALESMAN NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE SALESMAN, THE
BEGINNING AND ENDING SALESMAN NUMBER MUST BE THE
SAME.
5 SECONDARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN
OR A SINGLE SALESMAN PRESS 5 THEN ENTER. TYPE
IN THE BEGINNING SALESMAN NUMBER AND PRESS
ENTER. TYPE IN THE ENDING SALESMAN NUMBER AND
PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE SALESMAN, THE BEGINNING AND
ENDING SALESMAN NUMBER MUST BE THE SAME.
6 ACCT RANGE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT PRESS 6 THEN ENTER. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS ENTER. TYPE IN
THE ENDING ACCOUNT NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE ACCOUNT, THE
BEGINNING AND ENDING ACCOUNT NUMBER MUST BE THE
SAME.
7 ALPHA / NUMERIC DEFAULT IS NUMERIC. TO HAVE THE REPORT SORTED
ALPHABETICALLY, PRESS 7 THEN ENTER. THE DISPLAY
CHANGES TO ALPHA.
8 BEGIN PRINTING WITH OPTIONS SHOWN
PF2 EXIT WITHOUT PRINTING
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.A.G LIST A/R RANKING
THE PROGRAMS GENERATES A LISTING OF CUSTOMERS WITH THEIR ACCOUNTS
RECEIVABLE RANKING.(SEE "DEFINE A/R RANKS"(4.B.I) FOR INFORMATION ON HOW
TO SET UP RANKINGS)
REPORT OPTIONS DESCRIPTION
1 INSTALL DATE DEFAULT IS ALL. TO SELECT A RANGE OF INSTALL
DATES OR A SINGLE INSTALLATION DATE, PRESS 1
THEN ENTER. TYPE IN THE BEGINNING INSTALL
DATE AND PRESS ENTER. TYPE IN THE ENDING
INSTALL DATE AND PRESS ENTER. TO PRINT A
REPORT FOR A SINGLE INSTALL DATE, THE
BEGINNING AND ENDING DATES MUST BE THE SAME.
2 ACCT TYPE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNT TYPES
OR A SINGLE ACCOUNT TYPE PRESS 2 THEN ENTER. TYPE
IN THE BEGINNING ACCOUNT TYPE AND PRESS ENTER.
TYPE IN THE ENDING ACCOUNT TYPE AND PRESS ENTER.
IF YOU WANT THE REPORT TO PRINT FOR A SINGLE
ACCOUNT TYPE, THE BEGINNING AND ENDING ACCOUNT TYPE
MUST BE THE SAME.
3 ROUTE DEFAULT IS ALL. TO SELECT A RANGE OF ROUTES OR A SINGLE
ROUTE, TYPE PRESS 3 THEN ENTER. TYPE IN THE BEGINNING
ROUTE NUMBER AND PRESS ENTER. TYPE IN THE ENDING ROUTE
NUMBER AND PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE ROUTE, THE BEGINNING AND ENDING ROUTE NUMBER
MUST BE THE SAME.
4 PRIMARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN OR A
SINGLE SALESMAN PRESS 4 THEN ENTER. TYPE IN THE
BEGINNING SALESMAN NUMBER AND PRESS ENTER. TYPE IN
THE ENDING SALESMAN NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE SALESMAN, THE
BEGINNING AND ENDING SALESMAN NUMBER MUST BE THE
SAME.
5 SECONDARY SALESMAN DEFAULT IS ALL. TO SELECT A RANGE OF SALESMEN
OR A SINGLE SALESMAN PRESS 5 THEN ENTER. TYPE
IN THE BEGINNING SALESMAN NUMBER AND PRESS
ENTER. TYPE IN THE ENDING SALESMAN NUMBER AND
PRESS ENTER. IF YOU WANT THE REPORT TO PRINT
FOR A SINGLE SALESMAN, THE BEGINNING AND
ENDING SALESMAN NUMBER MUST BE THE SAME.
6 ACCT RANGE DEFAULT IS ALL. TO SELECT A RANGE OF ACCOUNTS OR A
SINGLE ACCOUNT PRESS 6 THEN ENTER. TYPE IN THE
BEGINNING ACCOUNT NUMBER AND PRESS ENTER. TYPE IN
THE ENDING ACCOUNT NUMBER AND PRESS ENTER. IF YOU
WANT THE REPORT TO PRINT FOR A SINGLE ACCOUNT, THE
BEGINNING AND ENDING ACCOUNT NUMBER MUST BE THE
SAME.
7 ALPHA / NUMERIC DEFAULT IS NUMERIC. TO HAVE THE REPORT SORTED
ALPHABETICALLY, PRESS 7 THEN ENTER. THE DISPLAY
CHANGES TO ALPHA.
8 BEGIN PRINTING WITH OPTIONS SET
A PRINT ACCOUNT DEFAULT IS NO. IF YOU WANT THE ADDRESSES OF THE
CUSTOMERS TO PRINT ON THE REPORT PRESS A THEN
ADDRESSES ENTER. THE DISPLAY CHANGES TO YES.
B PRINT ACCOUNT 2-LINE DEFAULT IS NO. IF YOU WHAT THE TWO LINES OF
COMMENT IN THE CUSTOMERS MASTER FILE TO PRINT
ON COMMENTS THE REPORT, PRESS B THEN ENTER.
THE DISPLAY CHANGES TO YES.
C PRINT SECONDARY DEFAULT IS NO. IF YOU WANT THE SECOND TELEPHONE
NUMBER FIELD OF THE CUSTOMERS MASTER NUMBER
TELEPHONE NUMBER FILE TO PRINT, PRESS C THEN ENTER.
THE DISPLAY CHANGES TO YES.
E UP IN RANK DEFAULT IS NO. IF YOU WANT A LISTING OF ACCOUNTS
THAT HAVE GONE UP IN RANK AT THE CLOSE OF
RECEIVABLES, PRESS E THEN ENTER.
F DOWN IN RANK DEFAULT IS NO. IF YOU WANT A LISTING OF ACCOUNTS
THAT HAVE GONE DOWN IN RANK AT THE CLOSE OF
RECEIVABLES, PRESS F THEN ENTER.
G RANGE OF RANKS DEFAULT IS ALL. TO SELECT A RANGE OF RANKS OR A
SINGLE RANK, PRESS G THEN ENTER. TYPE IN THE
HIGHEST RANK YOU WISH TO PRINT ON THE REPORT AND
PRESS ENTER. TYPE IN THE LOWEST RANK YOU WISH TO
PRINT ON THE REPORT AND PRESS ENTER. IF YOU WANT
THE REPORT TO PRINT FOR A SINGLE RANK, THE HIGHEST
AND THE LOWEST RANK MUST BE THE SAME.
PF2 EXIT WITHOUT PRINTING
ONCE THE REPORT FINISHES PROCESSING THE "REPORT SELECTIONS MENU"
APPEARS.
4.B EXTENSION MENU
THE ACCOUNTS RECEIVABLE EXTENSION MENU IS USED TO MAINTAIN PROGRAMS
WHICH ARE AUXILIARY TO THE NORMAL OPERATION OF THE ACCOUNTS RECEIVABLE
SYSTEM. IT CONTAINS PROGRAMS THAT ARE USED ONLY FOR DATABASE
MAINTENANCE OR THAT ARE REQUIRED ONLY FOR OCCASIONAL USE.
4.B.1 ADD/EDIT CATEGORY
THE ADD/EDIT CATEGORY PROGRAM IS USED TO DEFINE THE NAMES OF THE PRODUCT
CATEGORIES AND TO CREATE A MAP TO THE GENERAL LEDGER SALES AND COST OF
SALES CODES THAT ARE TO BE USED FOR EACH PRODUCT CATEGORY. YOU MAY ADD
A CATEGORY OF PRODUCTS OR EDIT AN EXISTING CATEGORY OF PRODUCTS.
ADD/EDIT CATEGORY IS ALSO AVAILABLE IN THE INVENTORY MENU(5.B.3) WHEN
YOU SELECT THIS OPTION THE COMPUTER DISPLAYS A SCREEN SHOWING THE
CATEGORIES SET UP IN THE SYSTEM.
PRESS PF2 IF YOU WISH TO EXIT TO THE "RECEIVABLES EXTENSION MENU".
PRESS PF3 IF YOU WISH TO VIEW OR PRINT THE CATEGORIES THAT ARE SET UP.
THE "REPORT SELECTION MENU" SCREEN APPEARS.
THE REPORT SHOWS THE CATEGORY NUMBER, DESCRIPTION, GENERAL LEDGER SALE
ACCOUNT, AND GENERAL LEDGER COST ACCOUNT FOR EACH CATEGORY SET UP.
TO ADD A CATEGORY, AT THE FIRST SCREEN PRESS ENTER OR USE THE DOWN ARROW
KEY TO MOVE TO THE NEXT CATEGORY WITHOUT A DESCRIPTION. TYPE IN THE
DESCRIPTION OF THE CATEGORY YOU WISH TO ADD AND PRESS ENTER.
TO EDIT AN EXISTING CATEGORY, PRESS ENTER OR USE THE DOWN ARROW KEY TO
MOVE TO THE CATEGORY YOU WISH TO EDIT. TYPE OVER THE EXISTING
DESCRIPTION WITH THE NEW DESCRIPTION AND PRESS ENTER. PRESS PF2 AND THE
SALES CODE SCREEN DISPLAYS.
THIS SCREEN SHOWS THE NUMBER OF THE GENERAL LEDGER ACCOUNT WERE THE
SALES OF A PRODUCT IN A CATEGORY ARE COLLECTED.
YOU MUST ENTER THE GENERAL LEDGER ACCOUNT NUMBER WERE SALES ARE
COLLECTED FOR CATEGORIES THAT YOU ADD.(GENERAL LEDGER NUMBERS ARE
OBTAINED FROM THE CORPORATE ACCOUNTING OFFICE) USE THE UP/DOWN ARROW
KEYS OR THE ENTER KEY TO MOVE TO THE ADDED CATEGORY. TYPE IN THE SALES
CODE NUMBER AND PRESS ENTER.
PRESS PF2 AND THE COST OF SALES CODE SCREEN DISPLAYS.
THIS SCREEN SHOWS THE NUMBER OF THE GENERAL LEDGER ACCOUNT WERE THE
COST OF SALES OF A PRODUCT IN A CATEGORY ARE COLLECTED.
YOU MUST ENTER THE GENERAL LEDGER ACCOUNT NUMBER WERE COST OF SALES ARE
COLLECTED FOR CATEGORIES THAT YOU ADD.(GENERAL LEDGER NUMBERS ARE
OBTAINED FROM THE CORPORATE ACCOUNTING OFFICE) USE THE UP/DOWN ARROW
KEYS OR THE ENTER KEY TO MOVE TO THE ADDED CATEGORY. TYPE IN THE SALES
CODE NUMBER AND PRESS ENTER.
PRESS PF2 TO RETURN TO THE "RECEIVABLES EXTENSION MENU" OR PRESS PF3 TO
PRINT A LISTING OF CATEGORIES.
4.B.2 ADD/EDIT TERMS
THE TERMS REFERRED TO BY THIS PROGRAM IS A FEATURE OF THE "ACCOUNTS
RECEIVABLE" SYSTEM. THIS ALLOWS YOU TO DEFINE THE TERMS YOU WISH TO
ALLOW ANY CUSTOMER. SUCH TERMS MIGHT INCLUDE "NET 30", "2% 10 NET 30",
"C.O.D.", "PAYABLE UPON RECEIPT", ETC. YOU MAY ADD OR EDIT TERMS
THROUGH THIS PROGRAM. THE FIRST TERMS DESCRIPTION SET IS THE DEFAULT
FOR NEW ACCOUNTS.
PRESS PF2 TO EXIT TO THE "RECEIVABLES EXTENSION MENU"
PRESS PF3 TO VIEW OR PRINT THE TERMS THAT ARE IN THE SYSTEM. A "REPORT
SELECTIONS MENU" APPEARS.
PRESS ENTER AT THE FIRST SCREEN TO ADD ANOTHER TERM OR TYPE IN THE
NUMBER OF A TERM YOU WISH TO EDIT AND PRESS ENTER. THE "TERMS" SCREEN
DISPLAYS. YOU MAY EDIT ALL FIELDS OF THIS SCREEN OR ADD THE INFORMATION
FOR A NEW TERM.
SCREEN FIELDS DESCRIPTION
TERMS DESCRIPTION THE TERMS DESCRIPTION THAT IS DISPLAYED ON INVOICES
AND CREDIT MEMOS.
FIRST TERMS% THIS FIELD IS THE DISCOUNT TYPE. IF THIS FIELD
CONTAINS THE WORD "NET", THERE IS NO DISCOUNT
INDICATED. IF YOU DO GIVE A DISCOUNT, PLACE THE
DISCOUNT AMOUNT HERE. EX: "2" FOR A "2%" DISCOUNT.
FIRST TERMS DAYS THIS FIELD IS FOR THE DISCOUNT DAY. THIS CAN BE
EVALUATED IN TWO WAYS DEPENDING ON THE LAST FIELD
OF INPUT. IF THE LAST FIELD IS A "D", THEN THE
DISCOUNT IS AVAILABLE IF THE INVOICE IS PAID WITHIN
THE NUMBER OF DAYS SHOWN ON THIS LINE AFTER THE
DATE OF THE INVOICE. IF THE LAST FIELD CONTAINS A
"M" THEN THE DISCOUNT IS AVAILABLE FOR THE NUMBER
OF DAYS SHOWN HERE AFTER THE END OF THE CURRENT
MONTH. THIS FIELD BECOMES THE DUE DAY IF THE TERMS
ARE "NET".
SECOND TERMS DAYS THIS FIELD IS USED TO INDICATE THE DAY THAT AN
INVOICE BECOMES PAST DUE. FOR EXAMPLE, IF THIS
FIELD CONTAINS A 30 AND THE LAST FIELD CONTAINS A
"D" THAN AN INVOICE DATED 01/01/90 BECOMES PAST DUE
ON 01/31/90. IF THIS FIELD CONTAINS A 30 AND THE
LAST FIELD CONTAINS AN "M" THEN A 01/01/90 INVOICE
BECOMES PAST DUE ON 03/02/90.(END OF MONTH PLUS 30
DAYS WITH 29 DAYS IN FEBRUARY DURING A LEAP YEAR.)
TERMS TYPE (D/M/B) FIELD FOR DAY, MONTH OR BILL TO BILL. THIS FIELD
IS USED WITH THE "FIRST TERMS DAYS" AND "SECOND TERMS DAYS"
FIELD TO DETERMINE LENGTH OF AVAILABILITY OF
DISCOUNTS AND TIME UNTIL INVOICES ARE PAST DUE.
PRESS PF2 TO EXIT TO THE "RECEIVABLES EXTENSION MENU".
4.B.3 ADD/EDIT SALESMEN
SELECT THIS OPTION IF YOU WISH TO ADD A NEW SALESMAN TO THE SYSTEM OR
EDIT A SALESMAN ALREADY IN THE SYSTEM.
THE NEXT AVAILABLE SALESMAN NUMBER IS DISPLAYED AT THE TOP OF THE
SCREEN. TO VIEW/PRINT A LISTING OF THE SALESMAN IN THE SYSTEM PRESS
PF3. THE "REPORT SELECTIONS MENU" APPEARS.
TO ENTER A NEW SALESMAN PRESS ENTER.
TO EDIT AND EXISTING SALESMAN, TYPE IN THE SALESMAN'S NUMBER AND PRESS
ENTER.
SCREEN FIELDS DESCRIPTION
SALESMAN THE SALESMAN'S NAME OR DESCRIPTION TO IDENTIFY A
SALESMAN.
TRUCK # THE NUMBER OF THE TRUCK IF THE SALESMAN USES ONE
AND ALWAYS HAS THE SAME TRUCK.
MTD-SALES THE MONTH-TO-DATE SALES FOR THE SALESMAN. THIS
INFORMATION IS CALCULATED BY THE SYSTEM WHEN INVOICES ARE
ENTERED THROUGH "TELSEL".
YTD-SALES THE YEAR-TO-DATE SALES FOR THE SALESMAN. THIS
INFORMATION IS CALCULATED BY THE SYSTEM WHEN INVOICES ARE
ENTERED THROUGH "TELSEL".
PRESS PF2 WHEN FINISHED TO EXIT TO THE FIRST SCREEN. YOU MAY NOW
ADD/EDIT ANOTHER SALESMAN OR PRESS PF2 TO EXIT TO THE "RECEIVABLES
EXTENSION" MENU.
4.B.4 FILE MAINTENANCE
THE FILE MAINTENANCE PROGRAM IS USED TO REMOVE DATA FILES. THE ONLY
DATA FILES CURRENTLY AVAILABLE FOR REMOVAL USING THIS PROGRAM ARE THE
JOURNAL AND THE CHECK REGISTER. THESE FILES CAN BE REMOVED TO OBTAIN
MORE DISC SPACE IF YOU ARE NOT USING THEM AS PART OF YOUR SYSTEM. THE
FILE MAINTENANCE PROGRAM IS ALSO AVAILABLE IN THE "EQUIPMENT"
SYSTEM.(1.B.C)
SCREEN OPTIONS DESCRIPTION
JOURNAL PRESS 1 THEN ENTER TO REMOVE JOURNAL DATA FILES.
CHECK REGISTER PRESS 2 THEN ENTER TO REMOVE CHECK REGISTER DATA
FILES.
END PRESS PF2 TO EXIT THE PROGRAM.
4.B.5 DEFINE SALES TAX
THIS PROGRAM IS USED TO SET UP SALES TAX RATES IN THE SYSTEM. A PROBLEM
FACED BY MANY BUSINESS'S IS THAT OF DOING BUSINESS IN AREAS WITH VARYING
SALES TAX. IF YOU DO BUSINESS IN TWO DIFFERENT CITIES, YOU NEED TO KNOW
WHICH CITY SHOULD GET HOW MUCH OF THE COLLECTED TAX.
ANOTHER PROBLEM FACED BY BUSINESS IS THAT SOME PRODUCTS OR SERVICES MAY
BE TAXED AT DIFFERENT RATES THAN OTHERS. THEREFORE THE PROGRAM GIVES
THE OPTIONS OF DEFINING TAX RATES FOR A CATEGORY OR A PRODUCT WITHIN A
CATEGORY.
PRESS PF2 IF YOU HAVE ENTERED THE PROGRAM IN ERROR. YOU ARE RETURNED TO
THE "RECEIVABLES EXTENSION" MENU.
PRESS 1 IF YOU ARE SETTING UP A PRIMARY TAX RATE.
PRESS 2 IF YOU WISH TO DEFINE A TAX RATE FOR A CATEGORY OR A PRODUCT
WITHIN A CATEGORY.
PRIMARY TAX RATES
PRIMARY TAX RATES ARE THE TAX RATE PERCENTAGES CHARGED IN THE AREAS THAT
YOUR BUSINESS OPERATES.
TO ALLOW UP TO 99 DIFFERENT SALES TAX RATES TO BE CALCULATED AND TRACKED
THE SALES TAX RATE CANNOT BE DIRECTLY STATED IN A CUSTOMER'S ACCOUNT. IN
"ADD/EDIT ACCOUNT"(4.1) YOU GIVE THE SYSTEM A REFERENCE NUMBER(1-99) FOR
THE TAX RATE YOU WISH TO USE. THE DEFINE SALES TAX PROGRAM IS USED TO
DESCRIBE TO THE COMPUTER WHICH OF THE SIXTEEN DIFFERENT RATES ARE TO BE
USED.
TO ENTER A TAX RATE, TYPE IN THE TAX PERCENTAGES AND PRESS ENTER.
CONTINUE UNTIL ALL TAX PERCENTAGES FOR YOUR BUSINESS AREA ARE
ENTERED.(UP TO 99)
PRESS PF2 TO DISPLAY THE SECOND SCREEN.
THIS SCREEN IS PROVIDED TO ENTER A DESCRIPTION OF THE 16 POSSIBLE TAX
RATES. THE DESCRIPTION DISPLAYS(USUALLY IN INVERSE VIDEO) TO THE SIDE
OF THE TAX RATE NUMBER FIELD IN "ADD/EDIT ACCOUNT" AND IN THE VARIOUS
INVOICE PROGRAMS. IF YOU DO NOT ENTER A DESCRIPTION, NOTHING IS
DISPLAYED EXCEPT THE TAX RATE NUMBER 1-16.
TO ENTER A DESCRIPTION, TYPE IN THE DESCRIPTION AT THE APPROPRIATE TAX
RATE NUMBER FIELD AND PRESS ENTER.
TO EXIT THE PROGRAM, PRESS PF2. YOU ARE RETURNED TO THE "RECEIVABLES
EXTENSION MENU".
CATEGORY TAX RATES
CATEGORY TAX RATES ARE USED WHEN A TAXING ENTITY REQUIRES DIFFERENT TAX
RATES FOR SERVICES OR PRODUCTS OFFERED. AN EXAMPLE IS RENTALS CHARGED
AT A DIFFERENT TAX RATE THAN COFFEE. IF THE SERVICES OR PRODUCTS ARE
SET UP AS SEPARATE CATEGORIES(5.B.3) THIS PROGRAM ALLOWS YOU TO DEFINE
THEM WITH DIFFERENT TAX RATES AND THE DIFFERENT TAX RATES ARE CHARGED
AUTOMATICALLY BY THE SYSTEM WHEN THE PRODUCT OR SERVICE IS ADDED TO A
CUSTOMERS INVOICE.
DISPLAY ADDS LINE
ENTER PRIMARY TAX RATE NUMBER ?
THIS IS THE NUMBER 1-16 OF THE TAX RATE YOU WISH TO DEFINE AS THE
PRIMARY RATE FOR THE SYSTEM. TYPE IN THE NUMBER AND PRESS ENTER.
THE CURSOR IS ON THE FIRST LINE OF THE DISPLAY. THE SYSTEM SHOWS ALL
CATEGORIES DEFINED IN THE SYSTEM(5.B.3) WITH THE PRIMARY TAX RATE
ENTERED ON THE PREVIOUS SCREEN. IF YOU WISH TO CHANGE THE TAX RATE FOR
A CATEGORY, USE THE UP/DOWN ARROW KEYS OR THE ENTER KEY TO MOVE THE
CURSOR TO THE CATEGORY LINE. TYPE IN THE TAX RATE YOU WISH USED FOR THE
CATEGORY(THIS IS THE ACTUAL PERCENTAGE RATE) AND PRESS ENTER. WHEN ALL
CATEGORIES DISPLAY THE CORRECT TAX RATE, PRESS PF2 TO EXIT. YOU ARE
RETURNED TO THE FIRST SCREEN OF THE "DEFINE SALES TAX" PROGRAM. SELECT
AN OPTION OR PRESS PF2 TO RETURN TO THE "RECEIVABLES EXTENSION MENU".
4.B.6 CLOSE RECEIVABLES
THIS PROGRAM IS PART OF THE END OF MONTH CLOSING ROUTINE. THERE ARE
FOUR QUESTIONS ASKED IN THIS PROGRAM.
CLOSE OUT WHICH MONTH(1-JAN -- 12-DEC)
TYPE IN THE MONTH AND PRESS ENTER.
HAVE YOU MADE A BACKUP (Y/N) ?
IF YOU HAVEN'T, ANSWER N AND THE PROGRAM IS ABORTED. YOU MUST DO A
BACKUP BEFORE CLOSING RECEIVABLES. ANSWER THE QUESTION Y IF YOU HAVE
MADE A BACKUP.
IS THIS A YEARLY CLOSE (Y/N) ?
ANSWER WITH A Y IF IT IS A YEARLY CLOSE AND N IF IT IS NOT.
HAVE YOU UPDATED EQUIPMENT VALUE INORDER TO VALIDATE ROI?
ANSWER WITH A Y IF YOU HAVE UPDATED ROI OR ASSET TRACKING IS NOT USED.
A NO ANSWER WILL EXIT FROM THE PROGRAM.
4.B.7 PRINT JOURNAL
THIS PROGRAM IS SELECTED TO PRINT JOURNALS. IN MOST CASES JOURNALS ARE
RUN BY SUMMARY. THE ONLY REASON FOR RUNNING A DETAILED LISTING IS FOR
ARCHIVE OR BALANCING. A DETAIL LISTING IS HUNDREDS OF PAGES LONG.
THE SCREEN DISPLAYS ALL THE QUESTIONS TO BE ANSWERED. THE QUESTIONS ARE
SELF EXPLANATORY.
WHEN ALL QUESTIONS ARE ANSWERED THE SYSTEM PROCESSES THE JOURNAL
REQUESTED. ONCE THE PROCESS IS COMPLETE THE "REPORT SELECTIONS MENU"
APPEARS.
ALL THE PRINT JOURNAL PROGRAMS FOUND ON VARIOUS MENUS ARE EXACTLY THE
SAME.
4.B.8 CLOSE HISTORY FILES
THIS PROGRAM IS USED TO REMOVE AGED INFORMATION FROM A SERIES OF HISTORY
FILES THAT ARE ASSOCIATED WITH THE ACCOUNTS RECEIVABLES SYSTEM. THESE
HISTORY FILES CONTAIN INFORMATION ON PAST MONTHLY SALES, RECEIVABLES
INVOICES, POSTED DELIVERY INVOICES, AND PAST MONTHLY SUMMARY GROSS
PROFIT. THE PROGRAM HAS THE CAPABILITY OF CLOSING FOUR DIFFERENT
HISTORY FILES. IF YOU DO NOT WANT TO CLOSE A HISTORY FILES PRESS PF2 TO
BYPASS THE CLOSE SELECTION. THIS PROGRAM RUNS EACH CLOSE BEFORE
CONTINUING ON TO THE NEXT. EACH CLOSE CAN TAKE SEVERAL HOURS.
CLOSE SALES HISTORY THIS CLOSES SELECTION P OF VIEW ACCOUNT. TYPE
IN THE CUTOFF YEAR AND PRESS ENTER. TYPE IN
THE CUTOFF MONTH AND PRESS ENTER.
CLOSE INVOICE HISTORY THIS CLOSES SELECTION I ON VIEW ACCOUNTS.
TYPE IN THE CUTOFF DATE AND PRESS ENTER.
THE PROGRAM REMOVES ALL FILES PRIOR TO
THAT DATE.
CLOSE DELIVERY TICKET HISTORY THIS CLOSES SELECTION D OF VIEW ACCOUNTS.
TYPE IN THE CUTOFF DATE AND PRESS ENTER.
THE PROGRAM REMOVES ALL FILES PRIOR TO
THAT DATE. ONLY 3 MONTHS OF TICKET
HISTORY SHOULD BE KEPT.
CLOSE GROSS PROFIT SUMMARY THIS FILE SHOULD BE KEPT FOR A MINIMUM OF
3 YEARS. TO CLOSE, TYPE IN THE CUTOFF
YEAR AND PRESS ENTER. TYPE IN THE CUTOFF
MONTH AND PRESS ENTER.
CLOSE ACCOUNT PAYMENT HISTORY
IT REMOVES ALL PAYMENTS RECORDS DATED PRIOR TO THE CUT-OFF DATE ENTERED
FROM THE PAYMENT HISTORY FILE.
TYPE IN THE DATE DESIRED AND PRESS ENTER.
4.B.B RESET SALES TAX
ACCESS TO THIS PROGRAM SHOULD BE STRICTLY LIMITED. THIS OPTION REMOVES
ALL ACCUMULATED SALES TAX DOLLARS FROM THE SYSTEM. THE PROGRAM IS RUN
AFTER CLOSE AND BEFORE ANY ACTIVITY FOR THE NEW PERIOD(SETS TO 0). THIS
SHOULD BE PART OF THE CLOSING PROCEDURE. SALES TAX REPORTS MUST BE
PRINTED BEFORE THIS IS RUN.
THE ONLY QUESTION YOU ARE ASKED IS:
ARE YOU SURE THAT YOU WANT TO DO THIS (Y/N)
PRESS N IF YOU DO NOT WANT TO RUN THIS PROGRAM AND YOU ARE RETURNED TO
THE MENU. PRESSING Y STARTS THE PROGRAM. WHEN THE PROGRAM IS FINISHED
YOU ARE RETURNED TO THE "RECEIVABLES EXTENSION MENU".
4.B.C ADD/EDIT CUSTOMER TYPE
SELECT THIS OPTION IF YOU WISH TO ADD A NEW CUSTOMER TYPE TO THE SYSTEM
OR EDIT INFORMATION ON A CUSTOMER TYPE ALREADY IN THE SYSTEM.
THE NEXT AVAILABLE CUSTOMER TYPE NUMBER IS DISPLAYED AT THE TOP OF THE
SCREEN.
TO VIEW/PRINT A LISTING OF THE CUSTOMER TYPES IN THE SYSTEM PRESS PF3.
THE "REPORT SELECTIONS" MENU APPEARS.
TO ENTER A NEW CUSTOMER TYPE PRESS ENTER.
TO EDIT AND EXISTING CUSTOMER TYPE, TYPE IN THE NUMBER OF THE CUSTOMER
TYPE AND PRESS ENTER.
SCREEN FIELDS DESCRIPTION
DESCRIPTION FIELD FOR BRIEF DESCRIPTION OF CUSTOMER TYPE. THIS
EXPLANATION DISPLAYS IN INVERSE VIDEO WHEN THE
CUSTOMER TYPE NUMBER IS ENTERED IN THE MASTER FILE.
COMMENT #1-5 FIVE LINES AVAILABLE TO TYPE IN A MESSAGE THAT
PRINTS ON "TELSEL" INVOICES OR NEW CUSTOMER
INVOICES.
PRESS PF2 TO RETURN TO THE FIRST SCREEN. YOU MAY NOW ADD/EDIT ANOTHER
CUSTOMER TYPE OR PRESS PF2 TO EXIT TO THE "RECEIVABLES EXTENSION" MENU.
4.B.D ADD/EDIT BANK
ACCESS TO THIS PROGRAM SHOULD BE STRICTLY LIMITED. YOU MUST PRESS ENTER
AFTER EACH FIELD ENTERED FOR THE SYSTEM TO ACCEPT THE INFORMATION.
THE COMPUTER DISPLAYS THE NEXT AVAILABLE BANK NUMBER AT THE TOP OF THE
SCREEN. YOU MAY EXIT THIS PROGRAM AT ANY TIME BY PRESSING PF2.
TO VIEW/PRINT A BANK REPORT PRESS PF3. THE "REPORT SELECTIONS" MENU
APPEARS.
TO ENTER A NEW BANK OR EDIT AN EXISTING BANK, TYPE IN THE NUMBER OF THE
BANK AND PRESS ENTER.
SCREEN FIELDS DESCRIPTION
NAME THE NAME OF THE BANK.
ADDRESS THE BANK ADDRESS.
CITY ST & ZIP THE CITY, STATE, AND ZIP CODE OF THE BANK.
ACCOUNT # THE BANK ACCOUNT NUMBER
NEXT CHECK # THE NEXT CHECK NUMBER TO BE USED FOR THE ACCOUNT IF
YOU ARE USING THE SYSTEM TO PROCESS CHECKS.(8.A)
BEGINNING BAL THE BALANCE IN THE BANK WHEN ADDED TO THE
SYSTEM.(USUALLY 0)
ENDING BAL THIS BALANCE CALCULATED BY THE SYSTEM AS PAYMENTS
ARE ENTERED THROUGH THE "ENTER PAYMENT"
PROGRAM.(4.4)
LEDGER CODE GENERAL LEDGER NUMBER FOR CASH. THIS IS OBTAINED
FROM THE CORPORATE OFFICE.
PRESS PF2 TO EXIT THE SCREEN.
4.B.E CREATE INV SEARCH INDEX
THIS PROGRAM SORTS INVOICES AND CREATES A FILE THAT ALLOWS INVOICES TO
BE LOOKED UP BY INVOICE NUMBER. IT IS NORMALLY DONE EVERY NIGHT AS PART
OF THE NIGHT ROUTINE. THIS PROGRAM TAKES TIME TO RUN AND TIES UP THE
TERMINAL. IT BEGINS TO RUN AS SOON AS YOU SELECT THIS OPTION.
4.B.F ADD/EDIT ADJ CODES
SELECT THIS OPTION IF YOU WISH TO ADD AN ADJUSTMENT CODE TO THE SYSTEM
OR EDIT AN ADJUSTMENT CODE ALREADY IN THE SYSTEM.
THE NEXT AVAILABLE ADJUSTMENT CODE NUMBER IS DISPLAYED AT THE TOP OF THE
SCREEN. YOU MAY EXIT THIS PROGRAM AT ANY TIME BY PRESSING PF2.
TO VIEW/PRINT A LISTING OF THE ADJUSTMENT CODES IN THE SYSTEM PRESS PF3.
THE "REPORT SELECTIONS" MENU APPEARS.
TO ENTER A NEW ADJUSTMENT CODE PRESS ENTER.
TO EDIT AND EXISTING ADJUSTMENT CODE, TYPE IN THE NUMBER OF THE
ADJUSTMENT CODE AND PRESS ENTER.
SCREEN FIELDS DESCRIPTION
ADJUST CODE THREE ALPHA DIGITS FOR A SHORT DESCRIPTION OF THE
ADJUSTMENT.
GL CODE THE GENERAL LEDGER CODE THAT THE ADJUSTMENT SHOULD
BE CHARGED TO. OBTAINED FROM THE CORPORATE OFFICE.
DESCRIPTION LONGER DESCRIPTION OF THE ADJUSTMENT.
PRESS PF2 WHEN FINISHED TO EXIT TO THE FIRST SCREEN. YOU MAY NOW
ADD/EDIT ANOTHER SALESMAN OR PRESS PF2 TO EXIT TO THE "RECEIVABLES
EXTENSION" MENU.
4.B.G RE-LINK BILLING ADDRESS
THIS IS A UTILITY PROGRAM THAT CHECKS FOR ERRORS IN THE LINK BETWEEN A
CUSTOMER AND THE CUSTOMERS BILLING ADDRESS. ONLY CUSTOMERS WITH
SEPARATE BILLING ADDRESSES ARE CHECKED.(SEPARATE BILLING ADDRESSES
ENTERED IN "ADD/EDIT ACCOUNT"(4.1)) THE REPORTS STARTS PROCESSING WHEN
SELECTED. A DISPLAY AT THE BOTTOM OF THE SCREEN LETS YOU KNOW HOW MANY
TOTAL RECORDS THERE ARE TO CHECK AND KEEPS TRACK OF HOW MANY GOOD
BILLING LINK RECORDS HAVE BEEN CHECKED DURING PROCESSING.
THE PROGRAM EXITS BACK TO THE EXTENSION MENU WHEN FINISHED.
4.B.H CLOSE SIMPLE INVOICE DB
THIS PROGRAM REMOVES CREDIT MEMO'S AND SIMPLE INVOICES FROM HISTORY.
ALL RECORDS PRIOR TO DATE ENTERED AS THE CLOSING DATE ARE DELETED.
THE FIRST QUESTION ASKED IS
WHAT IS THE CLOSING DATE ?
WHEN FINISHES GOES BACK TO MENU
4.B.I DEFINE A/R RANKS
THE DEFINE A/R RANKS ALLOWS YOU TO SET UP A RANKING SYSTEM FOR YOUR
CUSTOMERS BASED ON A GROSS PROFIT LEVEL. THE RANKING DISPLAYS ANYTIME
YOU VIEW A CUSTOMERS ACCOUNT BUT DOES NOT PRINT ON ANY INFORMATION SENT
TO THE CUSTOMER.
SCREEN FIELDS DESCRIPTION
RANK LETTER LETTER OF THE ALPHABET USED TO DESIGNATE A RANK FOR
CUSTOMERS.
DESCRIPTION FIELD FOR BRIEF DESCRIPTION OF THE RANKING. THIS
DESCRIPTION DISPLAYS WHEN A CUSTOMERS FILE IS
ACCESSED. EX: EXCELLENT, FAIR , POOR. IT DOES
NOT PRINT ON ANY INFORMATION SEEN BY THE CUSTOMER.
G/P LEVEL TO CHANGE OR SET UP THIS FIELD YOU MUST PRESS PF2. THIS
IS THE LEVEL OF GROSS PROFIT THAT CAUSES A CUSTOMER TO
QUALIFY FOR THE RANKING.
IF YOU WANT TO PRINT A LISTING OF RANKINGS PRESS PF3 TO PRINT THE
SCREEN.
4.C
4.D CREDIT CARD BILLING
DATA IS EXTRACTED FROM EITHER UNPOSTED INVOICES (TELSEL) OR POSTED
INVOICES AND CREATES A FILE IN THE mds/amex DIRECTORY (amexbatch.d#).
THIS FILE CAN BE THEN IMPORTED TO THE AMERICAN EXPRESS PURCHASE EXPRESS
PROGRAM.
FOLLOWING IS AN IMPORT MAP THAT NEEDS TO BE CREATED IN THE AMERICAN
EXPRESS PURCAHSE EXPRESS PROGRAM.
ORDER IMPORT MAP
----------------
1. CUSTOMER NUMBER
2. CARDMEMBER NAME
3. CARD NUMBER
4. EXPIRATION DATE
5. ORDER NUMBER
6. TRANSACTION DATE
7. BASE AMOUNT
8. ADDRESS
9. SHIP TO ZIPCODE
10. PO NUMBER
11. TAX EXEMPT
12. TAX EXEMPT NUMBER
13. TRANS TYPE CODE
14. TAX AMOUNT 1
FOR SPECIFIC DETAIL ON SETTING UP AMERICAN EXPRESS SYSTEM GO TO
CREDIT CARD MENU SELECTION D.4