PUBLIC DOMAIN SOFTWARE GPO BOX 2245 ADELAIDE, S.A. 5000 AUSTRALIA Ph (08) 211 7575 VOLUME 1 ISSUE 1 January 1985 IN THIS ISSUE: A WORD FROM THE EDITOR 3 COPYRIGHT PROTECTION 3 THE ROLE OF THE PUBLIC DOMAIN SOFTWARE 3 SUPPORT FOR THE PUBLIC DOMAIN SOFTWARE 4 REPORTING BUGS TO US 4 WHAT PROGRAMS WOULD YOU LIKE TO SEE IN PDS 5 WHY NOT PLACE SOME OF YOUR OWN SOFTWARE IN THE PUBLIC DOMAIN 5 LAST MINUTE ALTERATIONS (READ.ME FILES) 5 THE DATAFLOW ACCOUNTING SYSTEM - PART A - INTRODUCTION 1. OVERVIEW 7 2. SETTING UP THE SYSTEM 8 2.1 RUNNING THE SYSTEM FOR THE FIRST TIME 9 2.2 DAILY STARTUP 9 THE DATAFLOW ACCOUNTING SYSTEM - PART B - OPERATING INSTRUCTIONS 1. ENTER ORDERS 11 2. PRINT ORDERS 14 3. BACKORDERS AND FREIGHT 14 3.1 ENTER AND BACKORDERS 15 3.2 ADD FREIGHT CHARGES TO INVOICE 16 4. PRINT INVOICES 16 5. PRINT STATEMENTS 17 6. FILE MAINTENANCE 17 6.1 TO CHECK THE LAST FEW ENTRIES 18 6.2 END OF MONTH PROCEDURES 19 6.3 EDIT MENU 19 6.4 RECOVER DISK SPACE 24 7. CREDITS 24 7.1 PAYMENTS RECEIVED 25 7.2 GOODS RETURNED FOR CREDIT 25 8. GENERAL LEDGER 26 8.1 ENTER DEBITS 27 8.2 CHECK-OFF PRESENTED CHEQUES 28 8.3 GENERAL LEDGER REPORTS 28 9. BACKORDER MAINTENANCE 28 9.1 MENU FOR DISPLAY OF BACKORDER MENU 29 9.2 CANCEL ANY BACKORDERS SHIPPED OR NOT REQUIRED 31 9.3 WRITE ORDERS FROM THE BACKORDERS 31 10. ENTER STOCK RECEIVED 34 11. REPORTS 35 11.1 AGED TRIAL BALANCE 35 11.2 CUSTOMER LIST 36 11.3 CUSTOMER MAILING LABELS 36 11.4 OVERDUE LETTERS 36 11.5 SALES TAX REPORT 37 11.6 TRADING REPORT 38 11.7 PRODUCT SALES HISTORY 38 11.8 STOCK REPORTS 39 11.9 SUNDRY LABELS 40 12. INSTALLATION MENU 40 12.1 INSTALL COMPANY NAME 41 12.2 INSTALL PRINTER ROUTINES 41 12.3 RE-INIALISE MEMORY FILES 43 12.4 RESET FORM NUMBERS 43 12.5 CLEAR OUT ALL DATA FILES 43 13. HELP 44 14. EXIT PROGRAM 44 15. PRICING CALAULATIONS 44 16. SALES TAX 45 THE DATAFLOW ACCOUNTING SYSTEM - PART C - TECHNICAL NOTES 1. FILE STRUCTURE 47 2. INDEX FILES 50 3. MEMORY FILES 51 4. REPRINTING ORDERS, INVOICES & STATEMENTS 51 A WORD FROM THE EDITOR Welcome to the first issue of P.D.S. Our purpose is to publish good quality software for the most popular business computers at a nominal cost to our subscribers. We do this by publishing software which has been placed in the public domain by its authors. Each month , you receive a disk in the format of your choice containing a number of programs plus printed documentation in magazine form. the programs are biased towards business applications and include accounting systems , data base applications, administration systems, spreadsheet applications, mathematical and scientific applications, utilities and games. We believe that each subscriber will, in the course of 12 months, obtain software relevant to his or her computer application which will repay the cost of the subscription many times over. COPYRIGHT PROTECTION Just because software has been placed in the public domain does not mean that it is free of copyright protection. true, some programs have been around so long and modified by so many people that there is no clear copyright holder but the majority of public domain software is as securely protected by the copyright laws as a commercial program you may pay hundreds of dollars for. The difference being that the authors of public domain software encourage people to freely copy and distribute their programs whilst the authors of commercial software do not. It is the firm policy of P.D.S. to honour the copyright restrictions placed on software by its authors. We will not be participating in the pirating of software in any way.The cost of a subscription to P.D.S. covers the costs of the diskettes, preparing and printing the documentation, support and of course administration, packing and postage. No charge is made for the software itself, in keeping with the copyright restrictions placed on most public domain software. In fact, at $10 per issue, public domain software supplied through P.D.S. is cheaper than from most Australian distributors who generally charge $10 per disk plus postage without any documentation or support! THE ROLE OF PUBLIC DOMAIN SOFTWARE Public Domain software will never be a complete substitute for commercially produced software. Software such as dBaseII, Lotus 1-2-3, Framework etc. could never originate in the public domain. These and many other programs represent milestones of developement which need the potential of high rewards from commercial sales to justify the high cost and risk of developement. However, using these and other developement tools, programmers have developed a great variety of applications software. A proportion of these applications find their way into the public domain where they may be freely used by anyone. You may be wondering why programmers would give away the results of their labours when they might otherwise sell them many times over. The major reason is usually that the programmer has developed the program for a specific set of circumstances and that he or she is not interested in the additional work that is required in converting such a programme into a package with no guarantee that it will be a commercial success. Many programmers are not particularly attracted to the marketing and PR work that goes with selling commercial software or in the great deal of support that is necessary if the package does sell well. On the other hand, by placing the program in the public domain the author bears no responsibility for its performance but does have the satisfaction of seeing his programs used widely and his fame spread. In general, therefore, there is no formal support for programs which are in the public domain. At least, that was the case before PDS. SUPPORT FOR PUBLIC DOMAIN SOFTWARE It is our policy to support the public domain software which we publish. This support takes the form of correcting "bugs" reported to us by our subscribers and if the demand warrents it, adding enhancements and additional features to programs. For example, whilst the dataflow accounting system published in this issue has been in use in several businesses for about 2 years, we have no doubts that some bugs will crop up as hundreds more start using it. These bugs should be reported to us, in writing. Extremely serious bugs (hopefully non-existent) will be attended to urgently and the fixes published in the next available issue. Less serious bugs will be "stored up" for a little while then tackled en masse and the fixes published in a later issue, quite possibly with some enhancements. REPORTING BUGS TO US If you thing you have found a bug in one of the programs published, please do the following:- a) Double check that the problem is in the program and not the data or the method of operation. For example, when we were testing dataflow we found that some program modules which had operated satisfactorily for months, suddenly seemed to be throwing up syntax errors. Closer investigation showed that we had been using dummy data which had a vital field blank thus causing the problem. this would never occur in a real life, of course. So, do check what you have been doing, thoroughly. Also, please check the program's documentation to ensure that you are using the correct version of any commercial software necessary to run it. For example, if you try to run dataflow under a version of dBASEII which is earlier than 2.4 you will encounter "bugs" galore! b) If the program creates data disks, use a copy of the backup disks and try to repeat the problem. If you cannot repeat it with these disks, it is likely that your current data has been corrupted somehow and you should restore the backup files and reenter any subsequent data. c) If all the indications are that you have come across a real bug, write a letter clearly describing the problem and the sequence of commands etc. which will enable us to reproduce it. If we can't recreate it here, we can't fix it. Do make sure that you tell you tell us what sort of computer you are using and the operating system. d) If the bug is serious, you may prefer to send a set of disks to us as well as the letter. They will be returned when we have finished with them. If you do send disks please make sure the label on each disk carries your name and address, the name of the program, the type of computer, the operating system and the disk format. It's not much good if we can't read the disks! e) PLEASE DO NOT TELEPHONE US TO DISCUSS BUGS Our telephone is staffed by administrative personnel not programmers so the result will be unsatisfactory. If, in the future, there is sufficient demand for a telephone hot-line service we will consider establishing one but an additional charge would certainly be necessary. f) When we have fixed the bug,we will publish it for all to see as explained above. As a general rule we will not write directly to you apart from sending a standard card acknowledging receipt of your letter. WHAT PROGRAMS WOULD YOU LIKE TO SEE IN PDS Microprogramming is highly interactive and that is just how we want PDS to be. In future issues there will be a Reader's Letters column. We urge you to write in with your suggestions for programs you would like to see published - who knows, another reader might have developed just the program you need and will be encouraged by your interest to place it in the public domain. This column will also be usefull to seek help and advice, not only from us but also from other readers about anything to do with public domain software. WHY NOT PLACE SOME OF YOUR OWN SOFTWARE IN THE PUBLIC DOMAIN? It is our aim that aproximately 50% of the software we publish should be newly released to the public domain. If we are to achieve that aim, we must find suitable software which is already in use. If you have written programs for your own or someone else and are the clear copyright owner, why not offer it to us for publication? The rewards will mainly be the kudos of seeing your work widely circulated although we do pay a small publication fee. If you are interested in becoming a "public domain" author, write to us outlining the programs involved and we will take it up from there. LAST MINUTE ALTERATIONS They do happen. Maybe we find a bug after the documentation has gone to the printer's or put in a last minute enhancement which we were not sure we would have time for. Whatever the reason, some issues will need some eleventh hour amendments to the documentation. What better to do it than to put a text file on the disk? And that's exactly what we will do. It will usually be called " READ ME" although sometimes there may need to be more than one such file so they could be called README. XXX where XXX will be different for each file and will refer to programs on the disk. In any event, always look for any READ.ME files before running the programs. You may use the TYPE command under either MSDOS or CP/M to read the file on the screen and, of course, you may use that command in conjunction with CTRL P to make a hard copy on your printer. = OOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOO = .HE THE DATAFLOW ACCOUNTING SYSTEM PART A - INTRODUCTION 1. OVERVIEW The dataflow accounting system is in daily use in a number of successful small businesses in Australia. It is intended for an Importer/Wholesaler selling to account customers and provides the functions of:- - Debtor's Ledger - Stock Control - Order Entry - Preparation of Packing Slips - Invoicing - Back Order Management _ Expense register (simple General Ledger) In writing the software, the author aimed to keep it as simple to use as possible and took the existing manual system as a model. The work organisation for which this software is intended, is as follows: 1. All customers must have an account opened for them before transactions can be entered. The single exception would be the establishment of a Cash Sales account to cater for casual customers. The prime means of finding a customer is via its name. 2. Each product for sale must have a stock account opened for it containing basic information such as product code, description, cost, Base wholesale price, quantity in stock etc. The prime means of finding a product is via its product code but products can also be located through a "Brand" facility which, in effect, is the first word of the description. 3. When an order is recieved from a customer, it is "written up" or recorded in the system. Stock is allocated and a packing slip/cartnote printed showing the quantities of each item required and the price 4. The printing of packing slips/cartnotes can be suppressed for orders where the goods have already been collected or for cash sale customers. 5. The packing slip/cartnote is sent to the warehouse where the goods for the order are picked from stock, packed and prepared for dispatch. 6. The packing slip/cartnote is returned to the accounts department marked up to show any items for which full quantities were not available also freight charges are noted. 7. The order can be recalled on the computer, and items which are out of stock placed on back order and freight charges added. 8. At the end of the month,invoices are printed. Statements are also printed for mailing to customers. 9. Various reports may also be produced including Debtor's Aged Trial Balance, Sales Tax detailes, Sales Analysis etc. 10. Orders are archived so that a "new" order file is commenced each month. 11. As stock becomes available, new orders can be written automatically for goods on back order or backorders may be adjusted or cancelled. 12. Business operating expenses can be recorded and analysed into a large number of seperate accounts. 13. There is a facility to recover space from the files to prevent floppy disks filling up. 2. SETTING UP THE SYSTEM The Dataflow Accounting System is written in the dBASEII command language. To run it, you will need a copy of dBASEII version 2.4 correctly installed for your computer. dBASEII is available from the Australian Distributer, Arcom Pacific Pty. Ltd., PO Box 13, Clayfield Qld. 4011 or most computer stores. Dataflow takes advantage of some of the new features introduced in version 2.4. and will not run correctly on earlier releases such as version 2.3. An upgrade from earlier versions to 2.4 is available from Arcom Pacific for $45.00 disk only or $110 disk and manual. We recommend that you take advantage of this offer since not only does version 2.4 offer additional features it also cures a number of bugs which were present in earlier releases, particularly in the 16 bit versions. To create a working system, you will need two empty, formatted diskettes one of which should contain your operating system so you can "boot up" from it. This disk will be referred to as disk A since it will normally reside in drive A: whilst the second disk will be referred to as disk B since it will become the data disk and will normally reside in drive B:. Using the operating system utilities place the dBASEII program files on disk A. The distribution disk contains about 90 files. There are five different groups of files distinguished by the three letter file extensions. Use your operating system's utilities to copy these groups of files onto the two working disks as shown in the table below. FILE EXT. PURPOSE PLACE APP. SIZE ON DISK KB CMD Actual dBASE command files A 140k MEM Memory variable files A 18k DBF Data Base Files B 24k NDX Index files for Data Base files B 54k FRM Report Format files B 30k If you have a system which uses PCDOS or MSDOS, the command files will have the extension PRG. If your system uses CP/M-80 then the command files will have the extension CMD. Once the files have been transferred to the working disks you should have a working system. If there is insufficient space on disk A you may erase the DBASEMSG.TXT file without impairing system operation. 2.1 RUNNING THE SYSTEM FOR THE FIRST TIME Place Disk A in drive A: and disk B in drive B:. Reset the system and, when the A> prompt appears, type: DBASE INITMEM Press The disk drives will operate for a few seconds and then you will be requested to enter the date. Enter this in the usual Australian format dd/mm/yy. Type in the figures only, the "/"'s are already positioned on the screen. A message will then be displayed warning that the program destroys existing data and requesting a password. This is to prevent accidentiaL or unauthorised usage of this program segment. The password required here and at several other points in the program is the date just entered. This time it is also necessary to enter the "/"'s between the numbers. If an incorrect password is entered, the program will terminate. If the correct password is entered the disk drives will operate for several seconds initialising the memory files and then the actual Dataflow system will commence operating - See Daily Starting below. Once you have used INITMEM it should not be necessary to use it again unless you are starting up a new system or changing from 8 bit to 16 bit, say. If your printer is not an EPSON ( or IBM) or if you wish to commence operating with form numbers other than 1 (i.e. the next invoice number etc) then the first thing you must do on running the system is to select item C on the Main Menu to make these adjustments. In any event, you will need to use item C to enter your business name and address for printing on the invoices, statements etc. 2.2 DAILY STARTUP Each time you use the system, place disk A in drive A: and disk B in drive B:, reset the computer if necessary then, when the A> prompt appears, type: DBASE START Press The disk drives will operate for a few seconds then you will be asked to insert the data disk in drive B:. If you have not already done this, do so now then press any key. You will now be asked to enter the date. Type in the numbers only (the "/"'s are already there) in the normal Australian format dd/mm/yy. As soon as you type in the last figure in the date, the disks will operate and a copyright message will be displayed for about 20 seconds. Note that it is a condition of the publisher in placing this program in the public domain that the copyright message should always be displayed on startup for at least 20 seconds. When the copyright message has been displayed, the system will proceed to display the Main Menu. The function and operating instructions for each Main Menu items are described in Part B - Operating Instructions = OOOOOOOOOOOOOOOOOOOOOOO = PART B - OPERATING INSTRUCTIONS On starting the system, the Main Menu is displayed. MAIN MENU FOR DATAFLOW SMALL BUSINESS SYSTEM FOR P D S PTY LTD DATE :10/12/84: PRESS THE KEY REQUIRED TO START THE PROCESSES LISTED ---------------------------------------------------------------- 1 ENTER ORDERS 2 PRINT ORDERS 3 ENTER BACKORDERS AND FREIGHT 4 PRINT INVOICES 5 PRINT STATEMENTS 6 FILE MAINTENANCE 7 CREDITS 8 GENERAL LEDGER 9 BACK ORDER MAINTENANCE A ENTER STOCK RECEIVED B REPORTS C INSTALLATION H HELP E EXIT PROGRAM **************************************************************** WAITING 1. ENTER ORDERS - Main Menu Selection 1 To register a sale and raise an invoice, it is first necessary to enter an order into the system. Main Menu Selection 1 allows orders to be entered. On selecting this item the following menu is displayed. WRITING ORDERS PROGRAM DATE 10/12/85 **************************************************************** WRITE ORDERS AS RECIEVED FOR PACKING PRESS 1 WRITE UP GOODS COLLECTED PRESS 2 WRITE UP CASH SALES PRESS 3 RETURN TO MAIN MENU PRESS R **************************************************************** WAITING This menu caters for three different types of sales: - Those where a Packing Slip/Cartnote is required as an instruction to the warehouse and later to inform the accounts department which goods have been packed and which have not so that invoicing may be done accurately - Those where the goods have already been collected by the customer so that no Cartnote is required. - Cash sales either to account customers or to a general Cash Sales Account. In this case, only an invoice is required. The procedures for entering each of these three types of order are virtually identical. Select the option you require; e.g. 1. You will be asked the name of the customer. This is NOT the customer number, it is the first part of the name. You need enter only enough characters to uniquely identify one customer e.g. if the customer is P.D.S. Pty. Ltd. simply entering P.D.S. is probably quite sufficient to find that customer. If it were the only customer starting with P then just entering P would find it. The system will find the nearest name to that which you have entered and display it for verification. If it is the customer you wanted, press ; if it is not enter N when you will have another opportunity to enter the name. This time enter a few more letters so that they are unique. Having found and accepted the correct customer, the following screen will be displayed: WHAT IS THE NAME OF THE CUSTOMER FIRST PART ONLY ZERO (0) TO EXIT THEN PRESS RETURN OR ENTER P.D.S. PTY LTD ADELAIDE SA 5000 IS THIS CORRECT OR (N)OT WAITING PRESS RETURN OR ENTER AFTER ANSWERING EACH QUESTION CUSTOMER ORDER NUMBER IF ANY : : SPECIFIC FREIGHT INSTRUCTIONS : : SALES TAX EXEMPT "T"=TRUE IF NOT : : The responses are fairly self evident. Either letters or numbers may be entered into the first two fields. Be careful in completing the third field. If you inadvertently place a "t" in this field (most unlikely) you will fail to charge Sales Tax to your customers and be liable to pay it yourself! On completing the third field, the machine will work for a few seconds and then ask you to enter the Product Code exactly as it has been entered in the Price List. This time you should enter the Code, not the description. Again the system locates the product description and asks you to verify that it is correct. On verification, the following screen is shown: PRODUCT CODE EXACTLY AS IN THE PRICELIST OR 0 TO EXIT:PROGRAM01: THIS IS ITEM NUMBER 1 PROGRAM01 PDS DATAFLOW SYSTEM QUANTITY LEFT IN STOCK 20 PRESS RETURN OR ENTER AFTER INSERTING REQUIRED DETAILS **************************************************************** QUANTITY ORDERED : 1: COMMENTS ON ORDERED ITEM : : TO CHANGE PRESS (C)& RETURN, ELSE : : TO ABORT THIS ENTRY PRESS "A" **************************************************************** Fill the appropriate information into each of the three fields. Enter the quantity ordered into the first field and any comments you wish to make concerning this line item - these comments print on the Cartnote but not on the invoice. If you wish the standard price to be charged to the customer (that is the retail price less the discount held on this customer's file) then answer the third field with a . However, if you have negotiated a special price, type a "C" (change) into field 3 and press . If instead you have made a mistake and do not want this line on the order at all, enter an "A" (abort) into the third field and press . If you enter C into the third field you are now given the opportunity to change the data relating to this line item via the screen below. ***********************CHANGE DATA****************************** CODE:PROGRAM01: QUANTITY ORDERED: 1: ITEM :PDS DATAFLOW SYSTEM : COMM: : BASE PRICE 100.00 CUSTOMERS PRICE 120.00:DISCOUNT 40 TAX PAYABLE (T=TRUE) :T: TAX RATE : 20.00: QUANTITY BACK ORDERED: 0: IS THIS A SPECIAL PRICE T=TRUE :F: **************************************************************** THE ABOVE DATA CAN NOW BE CHANGED MANUALLY AND ENTERED WITH A You may change the Item Code but this is not recommended since you would then need to change several other fields in sympathy. If you have made a mistake and accepted the wrong product code, better to change field 2 - Quantity Ordered to a 0 and add another line to the order with the correct product. The price shown on the screen is that calculated from the discount stored with the customer's account details. You may change this to any figure you like. To assist you in assessing any price changes you may contemplate, Base Price (i.e. 50% of the Retail price) and the percentage discount off retail for this customer are also shown. These are for information only, you may not change them from this screen. You may also change the taxable status and the tax rate itself. Unless you really know what you are doing Sales Tax wise, leave these fields well alone. It would also be safer to key through the Quantity Back-ordered field since there is a Main Menu item dedicated to handling Back-orders. Once you have completed all fields, press and you will have the opportunity to add another line to the order. When all items have been recorded, enter a Zero instead of the Product Code and press . The system will then return to the Main Menu. Options 2 and 3 on the Write Order Program behave in the same manner as item 1 described above. 2. PRINT ORDERS - Main Menu Selection 2 Before any invoicing can be done, Packing Slips must be "Printed". Use Main Menu Selection 2 for this. On selecting this item, the following screen will be displayed. **********************DATE*********:10/12/84: **************************************************************** PREPARE PACKING LISTS FOR NORMAL PRESS "1" PREPARE ORDERS WRITTEN UP FOR INVOICING WITHOUT PACKING LIST "2" PREPARE CASH SALE ENTRIES FOR INVOICING PRESS "3" RETURN TO MAIN MENU PRESS **************************************************************** WAITING Only item 1 in this menu actually prints a Packing Slip on paper. Items 2 and 3 print the Packing Slip to the screen so that paper is not wasted. If you select item 1 a message reminding you to make sure that the printer has correct stationery installed and is On-Line is displayed and a response is requested. Acknowledge by pressing any key. Packing Slips will then be printed for all type 1 orders. When the Packing Slips are printed, the system automatically returns to the Main Menu. If items 2 or 3 on the Print Orders Menu are selected then the printer message is displayed but all the printing is to the screen. As noted above, this is a necessary pre- requisite before invoicing can proceed. 3. BACK-ORDERS AND FREIGHT - Main Menu Selection 3 Packing Slips are given to the warehouse for packing. In due course a copy is returned to the Accounts Department marked up to show any items which could not be supplied. At this time too, the cost of freighting the goods to be delivered is known and could be noted on the Packing Slip. Any goods which cannot be delivered, should be placed on Back-order via this menu selection ***************************************************************** THIS PROGRAM WILL ALLOW YOU TO ENTER THE BACKORDERS OR ADD FREIGHT TO THE INVOICE FILE. PRESS THE CODE TO ENTER THE FOLLOWING MODES 1 ENTER THE BACKORDERS 2 ADD FREIGHT CHARGES TO THE INVOICE R RETURN TO MAIN MENU +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ WAITING 3.1 ENTER THE BACKORDERS - Backorder/freight Menu Selection 1 Select item 1 from the above menu to enter any back-ordered items. You will be asked for the invoice number on which the back-order occurred. Invoice numbers correspond exactly with Packing Slip numbers therefore, enter the relevant Packing Slip number and press . You will then be asked for a line number, on the cartnote (N.B - The same document is referred to at different times as a Packing Slip or Cartnote) for which a back-order applies. This is the number shown at the end of each line in the body of the Cartnote. Enter the appropriate line number and press . The cartnote and line number selected will be displayed and you will be asked to verify that this is the information requested. If it is not enter N otherwise press . You will then be asked to enter the Quantity Back-ordered and press . INVOICE NUMBER ON WHICH BACK ORDER OCCURED, ZERO TO EXIT : 1: LINE NUMBER: 1: ACCOUNT NUMBER PDS DATE ORDERED 10/12/84 CODE ITEM QUANTITY ORDERED ----------------------------------------------------- PROGRAM01 PDS DATAFLOW SYSTEM 1 ----------------------------------------------------- IF NOT LINE REQUIRED PRESS (N) ELSE WAITING ----------------------------------------------------- QUANTITY BACK ORDERED: 0: ----------------------------------------------------- The Back-order is recorded and you may then enter another invoice and/or line number for which a Back-order applies until all Back-orders have been dealt with. At this point enter a zero against the invoice number, press twice and you will be returned to the menu shown above. 3.2 ADD FREIGHT CHARGE TO THE INVOICE - Back-order/Freight Menu Selection 2 To add freight to the invoice select item 2 on this menu when you will be requested to enter the invoice number on which freight is to be charged. Enter the number and press when the invoice details will be displayed for your acknowledgement. If correct, acknowledge by pressing and then enter the freight charge in dollars and cents (See screen display below). INVOICE NUMBER ON WHICH FREIGHT CHARGE OCCURED ZERO TO QUIT: : INVOICE NUMBER 0 PDS SHIPPED BY COST OF FREIGHT 0.00 ----------------------------------------------------------------- IF NOT LINE REQUIRED PRESS (N) ELSE WAITING ----------------------------------------------------------------- FREIGHT CHARGE: 0: ----------------------------------------------------------------- The details will be recorded and you will be given the opportunity to enter freight charges on another invoice. When all charges have been entered enter invoice number Zero and press to obtain the above menu. You may now return to the Main Menu by pressing R. 4. PRINT INVOICES - Main Menu Selection 4 Once orders have been entered and printed and adjustments made for back-orders and freight, customer invoices may be printed. Select this Main Menu item when the following screen will be displayed: ***************************************************************** INVOICES FOR NORMAL ORDERS PRESS "1" INVOICES FOR GOODS COLLECTED PRESS "2" INVOICES FOR CASH SALES PRESS "3" ***************************************************************** WAITING Make sure that you have the correct paper in the printer( no warning is given this time) then select the type of orders for which you wish to print invoices. Your company name, invoice number and date will be printed then you will be given the opportunity to adjust the paper slightly before proceeding. When you are happy that the paper is correctly adjusted press any key to continue. If there is a significant number of invoices to be printed it could take some time but you may safely leave the system to print unattended. The invoice is quite straight-forward however, some explanation of the Price column are the Tax Free selling price cost whilst those shown in the +Tax column are the Tax Paid unit selling price. The figure shown in the total column is the extension of the quantity supplied multiplied by the price if not taxable or by the figure from the Tax column if taxable. The total amount of tax paid is printed on the left hand side of the invoice, near the bottom. 5. PRINT STATEMENTS - Main Menu Selection 5 This selection will print Statements and is normally run at the end of each month. On selecting this item you will be given the opportunity to continue or return to the Main Menu. If you chose to continue make sure that you have the correct stationary in the printer, that it is properly aligned and that the printer is On-Line as you are given no opportunity to make adjustments. The Statement print run can take a considerable period of time and may proceed unattended. Please note that when statements are produced the End of Month Ageing is carried out automatically i.e. current balances are moved to 30 days, 30 day balances to 60 days and so on. The layout of the Statement is quite self explanatory. 6. FILE MAINTENANCE - Main Menu Selection 6 This item allows you to add new customers, change the details of existing customers, add new products to the stock list, change the details of existing products, review the last 15 entries in each of the data base files carry out the end of month procedures and recover space if the disks are becoming full. On selecting File Maintenance the following menu will be displayed: ***************************************************************** FILE MAINTENANCE MENU PRESS..............................TO DO 1 TO CHECK LAST FEW ENTRIES 2 END OF MONTH PROCEDURES 3 EDIT MENU 4 RECOVER DISK SPACE 5 CLEAR OUT ALL DATA R RETURN TO MAIN MENU ***************************************************************** 6.1 TO CHECK LAST FEW ENTRIES - File Maintenance Program Item 1 On selecting this item the following sub-menu will be displayed: ***************************************************************** THIS PROGRAM WILL LIST THE LAST 15 ENTRIES IN THE NOMINATED DATAFILE PRESS TO VIEW THIS FILE 1 CASH SALE 2 COLLECTED SALE 3 STANDARD ORDER 4 RETURN FOR CREDIT 5 LEDGER 6 PRICELIST 7 NAMELIST R RETURN TO FILE MAINTENANCE MENU ***************************************************************** TO VIEW EARLIER RECORDS ....PRESS CTRL R TO VIEW LATER RECORDS ....PRESS CTRL C TO VIEW FIELDS TO THE RIGHT PRESS CTRL B TO VIEW FIELDS TO THE LEFT PRESS CTRL Z WHEN FINISHED VIEWING, .....PRESS CTRL W WAITING Selecting any item from this menu will show up the last 15 entries in that data base. In fact, use is made of the BROWSE command from dBASE and you may move around these and other records using the Control keys described in the dBASE manual. It is also possible for you to edit information in these records. We strongly advise against doing this as it could have unpredictable results on the integrity of your accounting system. Note that the screen is able to display only 80 columns and most records exceed this width. You may examine records which are off the screen to the right by holding down the Control Key and pressing the B key as many times as necessary. You may return to the left by holding down the Control key and pressing the Z key as often as required. You may move to the next record up the list by holding down the Control key and pressing the R key whilst you may move to the next record down the list by holding the Control key and pressing C. You may move to the next field to the right by holding down the Control key and pressing the J key or to the left by holding down the Control key and pressing the H key. When you have finished examining the records you may return to the menu by holding down the Control key and pressing the W key. You may then return to the previous menu by entering an R. 6.2 END OF MONTH PROCEDURES - File Maintenance Program Selection 2 This facility should be used at the end of this month after statements are run to clear out the data base files in preparation for the next month's entries. It performs the important task of transferring all orders and backorders into the DATARCH file. Until back-orders have been transferred into this file it is not possible to modify them or write orders from them. On selecting this item you are presented with the following menu ***************************************************************** END OF MONTH PROCEDURES THIS PROGRAM ARCHIVES THE DATA FROM THE MONTH JUST ENDED PRESS TO DO 1 START 2 TO ABORT AND RETURN ***************************************************************** WAITING If you proceed by selecting item 1 from the menu a warning message that data will be destroyed is displayed and you are required to enter a security code before proceeding. Entering the wrong code returns you to the previous menu. The correct code is the current system date in dd/mm/yy format including the "/'s" followed by . If you do not want to proceed at this point simply press when you will be returned to the File Maintenance Menu. 6.3 EDIT MENU - File Maintenance Program Selection 3 This is an extremely important item which is used to add new customers and products to the data base files or to edit details of existing products or customers. On selecting this item the following menu is displayed: ***************************************************************** A PROGRAM TO ALTER DATA BASE FILES PRESS THE KEY REQUIRED TO ENTER THE APPROPRIATE ACTION 1 = TO ADD A NEW RECORD TO A FILE 2 = TO EDIT, OR UPDATE A FILE R = RETURN TO MAIN MENU ***************************************************************** If item 1 is selected then the following menu is displayed: +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ THIS PROGRAM ALLOWS A NEW RECORD TO BE ADDED TO THE FILE KEY..........................MODE 1 TO ADD TO THE PRICELIST 2 TO ADD TO THE NAME LIST R TO RETURN TO THE MAIN MENU CONTROL "W" TO SAVE THE ADDITION, "Q" TO QUIT +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ WAITING 6.3.1 ADD A NEW RECORD TO A FILE - Alter data base files Selection 1 On making this selection you are offered the alternative of adding to the Price List (the list of products) or adding to the Name List (list of customers). 6.3.1.1 To Add a New Product select 1 to add to Price List when the following screen will be displayed: ***************************************************************** PRODUCT CODE : : PRODUCT DESCRIPTION : : PRODUCT BASE PRICE : 0.00: COST : 0.00: QUANTITY IN STOCK : 0: DATE LAST AMENDED SALES TAX RATE PAYABLE: 0.00: ***************************************************************** ENTER DATA NOW AND PRESS RETURN TO ADD TO PRICELIST ^G TO DELETE CHAR, ^V TO ENTER INSERT MODE You may now in the space provided the new Product code; Description; the Product Base Price which is the lowest level wholesale price and will be used by the system to calculate the retail price (see section below); the actual cost into store, the quantity of product in stock and the sales tax rate payable. The "Date Last Ammended" field is automatically maintained by the system and the cursor does not stop for entry into this field. You may move the cursor backwards and forwards through the record using the Up and Down arrow keys or within a field using the Left and Right arrow keys. If you wish to delete a character, hold down the Control key and then press the G key. To insert a character between two others place the cursor beneath the second character, hold down the Control key and press the V key when the word INSERT will appear at the top of the screen. You are now in the Insert mode and any characters you type will be inserted before the character under which the cursor is located. You may leave Insert mode by typing Control V a second time. When the information is entered satisfactorily move to the last field on the screen (Sales Tax Rate Payable) and press the Enter key. You will now be given the option to add another record to this file by pressing or to re-index the file and Exit by using the E key. When you have finished adding new records select the E option at which point the disk drives will operate for several seconds depending upon the size of the data base and the number of records you have added and then return you to the "Alter Data Base Files" menu. 6.3.1.2 To Add a New Account select item 2 on this menu when the following input screen will be displayed. ***************************************************************** NAME OF ACCOUNT ALPHA FIRST: : ACCOUNT NUMBER : : STREET : : CITY POSTCODE : : CONTACT : : DATE LAST AMENDED DISCOUNT ALLOWED ON TRANSACTIONS : 0: SALES TAX NUMBER IF APPLICABLE : : ARE THE GOODS TO BE PURCHASED FOR RESALE T=TRUE:F: ***************************************************************** INSERT NAME OF ALTERNATIVE DELIVERY POINT : : INSERT DELIVERY ADDRESS FROM ABOVE : : CITY POST CODE : : ^G TO DELETE CHAR ^V TO ENTER INSERT MODE LIST : ***************************************************************** Enter the required data into each field as described above. When entering the Account Name ensure that the first character in the name is a letter. It must not be a number. The Account Number may include both letters and numbers, it is used internally by the system not by the operator. The Cash Sales Account must have an Account Number of "C/S" and account name starting with the word CASH. Again, the "Date Last Ammended" field is maintained by the system and will be passed over by the cursor. The "Discount Allowed on Transactions" field represents the percentage discount off retail which the customer would normally receive. Only whole numbers may be entered in this field. Note the maximum discount allowed would be 50% at which time the customer would be paying the base wholesale price. In most cases discounts will range from 30 to 45%. When printing Price Lists (see section 11.8.3. below) the system categorises customers discounts in the following manner: Wholesale 45% - 50% Discount Trade 30% - 44% Discount Retail <29% Discount If the customer is able to claim sales tax exemption either by quoting a sales tax number or by virtue of being a Government Department then an entry must be made in the "Sales Tax Number" field. Unless there is an entry in this field the customer will automatically be charged sales tax. This field MUST be left blank if sales tax is to be charged. If the customer is a Government Department and you do not have the number of the section in the act or a certificate number then enter the word exempt in this field. The last field in the top section of the Entry screen is a Logical field used to indicate whether this customer is an end user or if the goods are being purchased for re-sale. This affects the wholesale price on which sales tax is calculated - see section number on sales tax below. In the lower section of the entry screen you have the option to insert the name and address of an alternative delivery point to which the goods will be sent. This would be useful for a company whose head office and accounts branch is separate from the warehouse. The cursor may be moved from field to field and insertions and deletions made as described for adding an item to the price list. When you have correctly entered all the data required move the cursor to the last field and press . You will then be offered the option of adding another record to the file by pressing . When you have added all the records required press E at that point to re-index the file and to return you to the "Alter Data Base Files" Menu. 6.2.3. TO EDIT OR UPDATE A FILE - Alter Data Base Files Selection 2 The second option in this Menu is to edit or update a file. On selecting this option the following menu is displayed. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ THIS PROGRAM ALLOWS FOR THE EDITING OF DATA IN EXISTING FILES PRESS THE KEY FOR THE REQUIRED MODE KEY..................MODE 1 TO EDIT THE PRICELIST 2 TO EDIT THE NAME LIST 3 TO EDIT THE LEDGER 4 TO EDIT THE DATA FILE R TO RETURN TO THE MAIN MENU +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ 6.3.2.1 To Edit the Price List select item 1 from the menu when you will be asked to enter the Product Code exactly as in the Price List. Enter the required code and press when the same entry screen as presented for adding an item to the Price List is displayed. This time the data relating to the Product Code you have selected will also be displayed in the relevant fields. You may now edit this information using the arrow keys to move around the screen, Control G to delete characters and Control V to insert characters. When you have completed editing move to the last field and press . You will be offered the option of returning to this previous menu and editing another record by pressing or of re-indexing the file by entering E. It is only necessary to chose the E option when you have finished editing all records, if you have changed a Product Code. If you re-index the records the disks will operate for several seconds, depending on the size of data base, then the EDIT menu will be displayed again. 6.3.2.2. To Edit Customer details,select item 2 Edit Namelist when you will be asked to enter the first part of the Customer's name. Enter enough characters to uniquely identify the customer. The customers record is then displayed for you to edit as described above. When you have finished editing the information move the cursor to the last field and press . Alternatively, you may enter Control W with the cursor in any field position to finish editing. You will then be offered the option of returning to the previous menu and editing another record by pressing or of re-indexing the file by entering E. Re-indexing is only required if the Account Number or the Customer's name are altered. When you have finished editing all records, return to the previous menu or, if necessary, select the E option to reindex the file. The disks will operate for several seconds, depending on the size of the data base then the EDIT menu will be displayed again. It is also possible from this menu to edit the ledger file which contains details of each invoice and the DATAFILE which contains transaction details. It is not recommended that you use these facilities however, as you may compromise the integrity of the accounting system. 6.4 RECOVER DISK SPACE This facility is provided to enable you to reduce the size of data files which would otherwise build up indefinitely until the floppy disk (or even a hard disk!) is full. The frequency with which you will need to use it depends upon the capacity of your system and the number of transactions. Check the available space on your data disk every two weeks or so using the utilities provided with your operating system. When the disk has only 10 - 15% of its capacity left, it would be wise to use this function. Since all active data is retained, You may run it at any time. The only disadvantage is that past sales history is lost so that it could be worth printing the Stock on Order/Backorder report before running it (see section 11.8.2). On selecting this function, the following menu is displayed: ***************************************************************** RECOVER PROGRAM .. THIS PROGRAM SAVES DISK SPACE PRESS TO DO 1 START R TO ABORT AND RETURN ***************************************************************** WAITING If you select item 1 to start,you will be warned that the data is destroyed and a "code" will be requested. As elsewhere in the system, this code is the current system date in dd/mm/yy format, including the "/'s". When you have entered the date, press the disk drives will operate for a minute or so, depending on the amount of data being transferred then the File Maintenance Menu will be displayed again. 7. CREDITS - Main Menu Selection 7 This menu selection is used for entering payments from customers or accepting returned goods for credit. On making this selection, the following menu is displayed: +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ MENU FOR CREDITS AFFECTING SALES 1 TO ENTER RECEIPTS 2 TO ENTER RETURNS FOR CREDIT R TO RETURN +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ WAITING 7.1 PAYMENTS RECEIVED To enter a payment (RECEIPT) into the system, choose item 1 on this menu when the following screen will be displayed: ----------------------------------------------------------------- RECEIPT ENTRY PROGRAM RECEIPT NUMBER: 0: RECEIVED FROM: : (0 WILL EXIT) AMOUNT : 0.00: ----------------------------------------------------------------- The next available receipt number is displayed. Unless you wish to change to a new sequence or jump some numbers, accept this number by pressing . You will then be asked "Received From". Enter enough characters of the name to identify the customer from whom the payment has been received and press . Next, you will be asked for the amount of the receipt. Enter this figure and press when the customers name,, account number, last statement balance and 30, 60, and 90+ days outstandings will be displayed, together with the new balance taking into account the payment being processed. You will be asked if this is the correct customer.If not, enter N when the cursor will return to the receipt number field, allowing you to re-enter all details. If it is the correct customer, press . The payment will be accepted into the system, the receipt number will be incremented by 1 and the original entry screen displayed ready for another receipt to be entered. When all receipts have been entered, leave the receipt amount at Zero (0), press three times and the "Credits Affecting Sales" menu will be displayed again. 7.2 GOODS RETURNED FOR CREDIT To credit a customer for returned goods, select item 2 on this menu. You will then be asked for the name of the customers to credit. enter as many characters as are required to uniquely identify the customers and press . A customer's name and account number will be displayed at the bottom of the screen and you will be asked if this is the correct customer. If not, type N when the cursor will be returned to the Customer's Name field and you may re-enter the name correctly. If it is correct, press when the following screen will be displayed: ----------------------------------------------------------------- NAME :P D S PTY LTD : ACCOUNT NUMBER :PDS : WHAT IS THE REASON FOR THE RETURN: : ----------------------------------------------------------------- First, enter the actual amount to be credited. This is the figure which will affect the balance owing on the next statement. Next, enter the amount of this credit which was sales taxable. You may need to make some calculations from the original invoice to obtain the correct figures for this and the next field. he figure you enter here will affect the total sales of taxable goods shown on your monthly Sales Tax return. Next, enter the amount of Sales Tax included in this credit. This will credit the Sales Tax you owe to the Taxation Department. Finally, the next available credit note number is shown. Unless you wish to change the credit note sequence or jump some numbers accept this number by pressing . The credit will then be recorded in the Ledger and files. These credits will appear on the next statement but no credit note is printed. You will then be given the opportunity to enter the name of another customer for credit. When you have finished crediting returned goods, enter Zero (0) into the customer's name field when the Credits Affecting Sales menu will be displayed once more. Note that returned goods are not automatically placed back into stock. If you wish to do this you must use Main Menu item A - Enter Stock Received. 8. GENERAL LEDGER - Main Menu Selection 8 To utilise the General Ledger, select item 8 from the Main Menu when the following General Ledger Menu will be displayed. ************************ GENERAL LEDGER ************************* PRESS TO DO 1 ENTER DEBITS FROM BUTTS & BANK FEES 2 CHECK-OFF PRESENTED CHEQUES 3 PRINT GENERAL LEDGER REPORTS R RETURN TO MAIN MENU ***************************************************************** WAITING 8.1 ENTER DEBITS - General Ledger Menu Selection 1 To enter debits from the cheque stubs or for bank charges, select item 1 from this menu when the following screen will be displayed. CHEQUE ENTRY, 10/12/84 DATE OF CHEQUE: / / :CHEQUE NUMBER(SET TO 999 FOR BANK CHARGES) CHEQUE PAID TO: : REASON FOR CHEQUE: : CATEGORY OF CHEQUE: : AMOUNT OF CHEQUE (ZERO TO EXIT) : 0.00: IF BANK CHARGES OR PAYMENT DIRECT FROM ACCOUNT INSERT T:F: ***************************************************************** CATEGORY NUMBER CATEGORY NUMBER CATEGORY NUMBER ADVERTISING 5010 BANK CHARGES 5070 DONATIONS 5630 ENTERTAIN 5830 INSURANCE 6280 LEGAL EXP 6600 LIGHT & POWER 6640 PETTYCASH EXP 7290 POSTAGE 7320 PRINT & STAT 7360 RATES & TAXES 7500 REGISTRATION 7510 RENT 7590 REPAIRS &MAINT 7630 REPAIR CAR 7700 REPLACEMENTS 7750 SALARIES & WAGES 8250 SUBSCRIPTION 8560 SUPERANNUATION 8600 TELECOM 8680 SALES TAX 700 FREIGHT 1600 STOCK 2000 MISCELLANEOUS * CAPITAL ITEM 62100 LEASE PAYMENTS LEASE LOAN REPAYMENT REP TOOLS 7770 PACKAGING 9040 ***************************************************************** The account categories and numbers shown in the lower portion of the screen follow one of the standard accountants schedules for Expenditure. If these are unsuitable they may be altered by editing the "GENLED" command file. This is on disk A and called GENLED.CMD on 8 bit systems. Use dBASEII's MODIFY COMMAND facility or preferably a word processor such as WORDSTAR in non-document mode, to modify the account categories and numbers. In any event, there is no restriction on the Account codes actually accepted by the system. Any 5 characters may be used, irrespective of those shown on the screen. First enter the date of the cheque, then the cheque number which can be up to six digits long. If you are entering a bank cheque or standing payment for which no cheque has been raised, enter 999 as cheque number. In this case, make sure you also enter a T into the last field on the screen. Next, enter the name of the person to whom the cheque was paid then the reason, e.g. Rent, Rates & Taxes etc. Next, enter the category of the cheque. This is the number of the General Ledger Account to which the cheque will be posted and may be selected from those accounts shown on the lower part of the screen (see discussion above). then, enter the amount of the cheque. Finally, type a T into the last field if this entry is for a bank charge or a payment direct from the account. If not press . The transaction will be recorded and the screen redisplayed so that you may enter the cheque. The date field will remain as before whilst the cheque number will be incremented by 1. If these are satisfactory simply press twice to accept them. When all cheques, bank charges etc have been recorded, enter a Zero into the cheque number field and press for each field when the General Ledger Menu will be displayed again. 8.2 CHECK-OFF PRESENTED CHEQUES - General Ledger Menu Selection 2 This selection allows you to mark cheques when they have been presented to the bank for payment to assist you in reconciling bank statements. on making this selection, you will be asked to enter the cheque number to check-off. after entering the cheque number, press when the details of that cheque will be displayed with an instruction to "Set Flag to True" if cheque has been presented. If the cheque has not been presented for payment, press when you will be given the opportunity to enter the number of another cheque. If it has type the letter T. You will then be asked to enter the next cheque number. If you enter a number which cannot be found the message "Cheque not found probably not entered yet try Again, press any key" WAITING will be displayed. Press any key when you will once again be able to enter a cheque number. When you have finished entering all cheques, simply type instead of a cheque number and the General Ledger Menu will be redisplayed. 8.3 GENERAL LEDGER REPORTS - General Ledger Menu Selection 3 A set of reports is provided to show the expenditure under each General Ledger Classification also a list of unpresented cheques. On selecting this item you will be asked to enter F for a full report, M for a monthly report S for a summary of the full period report. Before proceeding, make sure that the printer is switched on, is on-line and has plain stationery set up correctly. A full report lists, in Expense Type Order, each cheque entered together with a sub total for each Expense type and a grand total. In addition, a second report is produced listing the unpresented cheques and their total. A Monthly Report is identical to the full report but lists only those cheques dated in the relevant month. On entering "M" you will be asked to enter the month for which the report is required as a digit between 1 and 12. On entering the appropriate figure, the report will be printed. The Summary Full Period prints the total expenditure in each Expense type without any cheque details. 9. BACKORDER MAINTENANCE - Main Menu Selection 9 This menu selection enables back orders to be listed or displayed, cancelled and new orders to be written for back orders. On selecting this item the following menu is displayed. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ BACK ORDER MAINTENANCE MENU 10/12/84 PRESS THE KEY REQUIRED TO ENTER THE DESIRED MODE KEY.............................MODE 1 MENU FOR DISPLAY OF BACK ORDERS 2 CANCEL ANY BACK ORDERS SHIPPED OR NOT REQUIRED 3 WRITE ORDERS FROM THE BACK ORDERS R RETURN TO THE MAIN MENU +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ WAITING 9.1 MENU FOR DISPLAY OF BACKORDERS MENU - Backorder Menu Selection 1 This item displays the following menu. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ MENU TO DISPLAY BACKORDERS 10/12/85 PRESS THE KEY REQUIRED TO ENTER THE DESIRED MODE KEY........................MODE 1 TO DISPLAY BACK ORDERS FOR A CUSTOMER 2 TO DISPLAY BACK ORDERS FOR A PRODUCT 3 TO DISPLAY BACK ORDERS FOR A BRAND 4 TO DISPLAY ALL BACK ORDERS R TO RETURN TO THE MAIN BACKORDER MENU +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ WAITING 9.1.1 DISPLAY BACKORDERS BY CUSTOMER - Menu Selection 1 This selection will display or print backorders for a particular customer. The operator is first asked if "output is to printer or screen". Enter Y and press to print the report or simply press if screen display only is required. The next question is "This month or (P)revious, for this month. Enter P and press if you wish to see backorders from any months prior to the current month. If you require the current month simply press . You will then be asked for the first part of the name of the customer to whom the backorders apply. Enter enough characters from the customer's name to uniquely identify it and press . The customer whose name most nearly matches the characters you have entered is displayed. If this is the correct customer press . If not, press N when you will be given the opportunity to enter the name again. Having selected the correct customer, a list of the current month's back-orders will be displayed on the screen or printed. For each item on backorder the Product Code, item description, quantity back ordered, date ordered and any comments placed on the order are displayed. When you have finished printing, pressing any key will return the system to the Display Backorders menu. 9.1.2. DISPLAY BACK ORDERS BY HAND - Selection 3 To list all back orders for a particular product, select item 2 on this menu. Again, you will be asked if output should go to the printer or the screen then if you want to view this month's or Previous months back orders. Answer these questions appropriately. You will then be asked to enter the full code of the product required. Complete the entry with a when the products code and the description will be displayed and you will be asked to acknowledge that this is the correct product by pressing or entering N if it is not. On acknowledging the correct product a report listing all back orders for that product, will be displayed. The Account Number, quantity on back order, date ordered and any comments placed on the original order, are displayed, together with the total quantity of the product on backorder. 9.1.3 DISPLAY BACK ORDERS BY BRAND - Selection 3 This menu selection enables you to examine backorders for any brand of product. The brand of a product is the first few characters of the item description. If you wish to make use of this facility you should arrange your item descriptions so that the first word or two represent the supplier's brand name. Again, you will be asked if output should go to the printer or the screen, then, if you want to view back orders for this month or previous months. Answer these questions appropriately. You will then be asked the enter the brand required for the search. Type in the brand name then press . No error checking is carried out on brand so that the report is immediately displayed or printed. The report shows the product code, item description, quantity backordered, and date ordered for each backorder. 9.1.4 DISPLAY ALL BACKORDERS - Selection 4 Use this menu selection to display all backorders for all customers. Select the printer or screen for output then the current month or the previous month's backorders. On making these choices, the report will be produced automatically, listing for each backorder the quantity on backorder, the product code and item description, any comments placed on the original order, the date ordered and the customer's account number. When you have finished with the display or when the report has finished printing, pressing any key will return the system to the display backorders menu. 9.2 CANCEL ANY BACKORDERS SHIPPED OR NOT REQUIRED - Selection 2 Use this selection to cancel all backorders for a particular customer. Since important data will be modified by this program you are required to verify that you want to proceed by pressing . You are then asked to enter the name of the customer for which you want to cancel ALL back orders. Enter enough letters to uniquely identify the customer and press . The customers name which most nearly matches the letters entered is displayed. If this is the wrong customer, reject it by entering N and pressing twice when you will be given the opportunity to enter the name again. When you have selected the correct customer, press to accept it. You will then be asked whether to use the current month's back orders or those from previous months. Make your selection by entering C and for the current month's back orders or simply for previous month's. The disk drives will then operate whilst the back order records are cancelled then you will be given the opportunity to enter another customer's name. When all customers have been dealt with, enter Zero instead of the customers name so that the main Backorder menu is redisplayed. 9.3 WRITE ORDERS FROM THE BACKORDERS - Selection 3 Use this menu selection to cancel individual backorders or write new orders from backorders. When an order is written, the source backorder is automatically cancelled. Note that, whilst it is possible to write an order for a quantity which is different from the quantity on backorder, this action still results in the whole backorder being cancelled. For example, suppose a customer has a quantity of 5 items on backorder and three become available for delivery - If the quantity on backorder is reduced to three so that the order may be produced for just the quantity available, the backorder will be cancelled so that the remaining two will no longer be on backorder. The correct procedures in this case is to write an order for the full quantity shown backordered and, in due course, print a packing slip/cartnote. When the cartnote is returned to accounts, showing that only three items were packed, the remaining two should be backordered in the normal course of events and an invoice produced etc. The original date ordered will be retained so there is no danger of the backorder going to the "end of the queue". On selecting this menu item you are required to acknowledge that you wish to proceed by pressing . You are then offered five different sets of search criteria to assist you in selecting the backorders required, see screen display below: SEARCH FOR SPECIFIC CUSTOMER PRESS 1 SEARCH FOR CUSTOMER & BRAND PRESS 2 SEARCH FOR BRAND ONLY PRESS 3 SEARCH FOR ITEM ONLY PRESS 4 SEARCH FOR ALL BACK ORDERS PRESS 5 :0: WHICH DATABASE TO SEARCH (C)URRENT OR (P)REVIOUS:?: To use one of the search criterion, type its number then type a "C" if you wish to work with the current month's backorders or "P" for backorders from previous months. 9.3.1. SEARCH FOR SPECIFIC CUSTOMER - Selection 1 If you elected to search by customer, you will then be asked to enter the name of the customer. Type in enough letters from the customer's name to uniquely identify it then press . The customer's name which most nearly matches the letters typed in will be displayed together with the City and postcode from its address. If this is incorrect, press N when you will be given the opportunity to re-enter the name. If correct, press when the Backorder Edit screen shown below will be displayed with the data from the first back order on file for this customer. NAME OF CUSTOMER P D S PTY LTD ADDRESS ADELAIDE SA 5000 +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ DATE ORDERED 10/12/84 INVOICE # 0 ----------------------------------------------------------------- QUANTITY BACK ORDERED : 1: ITEM :PDS DATAFLOW SYSTEM : ORDERED COMMENTS : : SHIPPED BY : : CHANGE THE ABOVE IF NECESSARY PRESS (?) TO: (C)ANCEL, (N)EXT (W)RITE (E)ND:?: IF W IS SELECTED, ORDER WILL BE WRITTEN FOR QUANTITY SHOWN AS BACKORDERED AND THE BACKORDER CANCELLED. ================================================================= You may now alter any details shown on the screen such as quantity backordered, Item description, Comments and Shipped by - using the Editing controls - see below. Normally, there would be no need to change any of these details. Finally you have the choice of entering a "C" to cancel the backorder completely, "N" to display the next backorder for that customer, W to write a new order from the backorder or E to end this part of the program. Make the appropiate entry. Entering E will cause the main Back order menu to be displayed. Entering N will cause the next backorder for that client to be displayed. Entering C or W will cause the relevant modification to be made and then the next backorder for that client will be displayed. EDITING DATA ON SCREEN You may change the information in a field by typing the new information over the top of the old. You may move the cursor within a field by holding down the Control key and pressing the "D" key to move one space to the right or the "S" key to move one space to the left. To move to the next field either press or hold down the Control key and press "X". To move to the previous field, hold down the Control key and press the "E" key. You may insert new characters between existing ones by holding down the Control key, pressing the "V" key, releasing the V key then releasing the Control key. he word INSERT will be displayed at the top of the screen. Whilst in INSERT mode, any letter typed will be inserted at the cursor position. To return to OVERTYPE mode, repeat the Control "V" procedure when the word INSERT will be erased from the top of the screen. To delete a character at any time, position the cursor on that character, hold down the Control key, press the "G" key when the character will be deleted and all characters in that field to the right of the cursor, will be moved one space to the left; release the G key then release the Control key. When all backorders have been processed, the Main Backorder menu will be displayed again. 9.3.2. SEARCH FOR CUSTOMER AND BRAND - Selection 2 On electing to search for customer and Brand, the same procedure as described in Searching for a customer is followed until the correct customer is found. You are then asked to enter the Brand. Type in the first word or two from the item description which may be used as a brand identifier and press. The Backorder Edit screen shown above will be displayed with the data from the first backorder which matches your criteria. You may now Edit, Cancel, Write an order, proceed to the next matching backorder or return to the main Backorder Menu, as described in section 9.1.3. above. 9.3.3. SEARCH FOR BRAND ONLY - Selection 3 Select this choice to search for backorders for a particular brand of product. Having selected the current or previous months backorders you will be asked to enter the Brand name. Type in the brand which would be the first word or two from the item description of a group of products and press . The Backorder Edit screen above will be displayed with the data from the first backorder for that brand of product. You may now Edit, Cancel, Write an order, proceed to the Next back order for that brand or Exit to the main Back order menu. 9.3.4. SEARCH FOR ITEM ONLY - Selection 4 To search for individual backorders for a particular product, enter 4 and C for the current month or P for the previous month's backorders. You will be asked for the Code Number of the required item. Type this in, the item is found and its description displayed for verification. If this is the correct item simply press . If not, type N when you will have the opportunity to enter the product code again. On accepting the product code as being correct, the Backorder Edit screen will be displayed containing the data from the first backorder for the product requested. You may now Edit, Cancel, Write an order, proceed to the nect backorder for that product or Exit to the main Backorder menu as described in the section above. 9.3.5. SEARCH FOR ALL BACKORDERS - Selection 5 This option will find all the backorders recorded in the system irrespective of the customer, brand or product concerned. After typing 5 enter a C to search the Current months backorders or a P to search through previous backorders. The Backorder Edit Screen will then be displayed. You may now Edit, Cancel, Write an order, proceed to the next backorder or Exit to the Main Backorder menu as described in the section above. Note: When all the backorders for a particular set of selection entries have been displayed, the system automatically returns to the main Backorder menu. It follows therefor, that if there are no backorders which meet your selection criteria, the Backorder Edit screen will not be displayed and the Main Backorder Menu will be redisplayed immediately. 10. ENTER STOCK RECEIVED - Main Menu Selection A This menu selection allows stock received to be recorded in the system. On selecting this item you will be requested to enter the stock code for the item concerned. On entering the stock code the following screen is displayed, containing the data to the stock item selected. CODE OF STOCK RECEIVED:PROGRAM01: INSERT CODE OF (0) ZERO TO EXIT PRESS RETURN IF NO CHANGE AMOUNT IN STOCK AT PRESENT 35 PRODUCT PDS DATAFLOW SYSTEM NEW LANDED COST : 250.00: NEW MINIMUN SALE PRICE : 300.00: QUANTITY RECEIVED : 0: Using the data base Edit facility (see section on backorders) you may now adjust the landed cost, set a minimum selling price and enter the Quantity received. On completion, you are given the opportunity to select another stock item. When all entries are complete, enter Zero where stock code is requested and the main menu will be displayed again. 11. REPORTS - Main Menu Selection B This selection allows you to produce the following reports. ***************************************************************** STOCK CONTROL 8. STOCK REPORTS REPORTS MENU DEBTORS: 1. AGED TRIAL BALANCE 2. CUSTOMER LIST 3. CUSTOMER MAILING LABELS 4. OVERDUE LETTER SALES REPORT 5. SALES TAX REPORT 6. TRADING REPORT 7. PRODUCT SALES HISTORY 11.1 AGED TRIAL BALANCE - Report Menu Selection 1 This report lists each Account in alphabetical order of names showing the last statement balance plus 30, 60 and 90+ days balances. Note that the use of ageing categories differs somewhat from other accounting systems. It is intended that the report will be printed only once per month, after the statements are run. The balance, 30, 60 and 90 day fields are updated automatically when statements are printed. They do not change in value until the next statement run. The balance is the total balance shown oweing on the last statement printed. The 30 day figure is the trading for the month just completed and is not due for payment for another 30 days. The 60 day figure is that which has just become overdue whilst the 90 day figure shows all money which has been overdue for 30 days or more. For example, the statement run 30th november, 1984 the 60 day figure is due and payable, the 90 day figure was due and payable on the 31st October (or even earlier) but the 30 day figure will not be due and payable until 31st December, 1984. Accounts with zero or credit balances are not included in this report. On selecting this report you are offered the option of printing thereport or of displaying it on the screen. To print, type "P"; to display, press . The report will be generated. If you has elected to display the report you may freeze it at any time as it moves up the screen by holding down the Control key and pressing the S key, releasing the S key then releasing the Control key. After examining the display you may view more accounts by typing any key. This proceedure may be repeated as often as you like. On completion the REPORT MENU is displayed again. 11.2 CUSTOMER LIST - Report Menu Selection 2 This report lists customers names and addresses in either name order or account number order. Select item 2 from the Reports Menu when you will be asked to enter "A" to produce the list in Account Number order or for Name Order. Make sure that the printer contains plain, contiuous stationary and is ready to print them either enter "N" and press or press . The report chosen will print then the Reports Menu will be displayed once more. 11.3 CUSTOMER MAILING LABELS - Report Menu Selection 3 This function prints name and address labels for mailing to customers. It can be used to address the monthly statements (window envelopes are cheaper) or for promotional mailings. The labels are printed two abreast in alphabetical name order. Use self adhesive labels mounted "two-up" on continuous stationary. The distance from the top of one label to the top of the label immediately below it should be 9 lines of 1/2 inch spacing. On selecting this function you are requested to press any key to print sticky labels for all customers. Make sure that the labels are properly aligned and the printer is ready then press a key. When the labels are finished, the reports menu will be displayed again. 11.4 OVERDUE LETTER - Report Menu Selection 4 This letter is provided to assist cash flow by demanding payment from customers who have an overdue account and have not made a payment during the month. You would normally expect to print these letters immediately after printing statements. The program checks for any payments received and for 60 or 90+ day balance. If there is a 60 or 90+ day balance and no payment at all has been received in the last month, a letter is printed. The letter shows the total owing, the account number, name and address at the top then prints the same message to each customer. If you wish to change the text of the letter use MOD1COM or preferrably a wordprocessor such as WORDSTAR in non-document mode, to edit the program file A:OVERDUE.CMD. When all letters have been printed, the main menu is displayed again. 11.5 SALES TAX REPORT - Report Menu Selection 5 This item produces a set of five sales tax reports: - Sales of Quoted Goods - Trade Sales plus Tax - Retail Sales - Claims for Sales Tax on Returned Goods - Summary Sales Tax Report The information in these reports may be transferred directly onto your monthly Sales Tax return. On selecting the Sales Tax Reports, the following menu is displayed: +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ SALES TAX REPORT GENERATOR PRESS THE REQUIRED KEY TO ENTER THE DESIRED MODE KEY MODE 1 SALESTAX TO PRINT 2 SALESTAX TO SCREEN R RETURN TO MAIN MENU +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ WAITING You may produce the reports on a printer by selecting item 1 or display them on the screen only, by selecting item 2. In either case, the following screen is displayed: JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER 1 2 3 4 5 6 7 8 9 OCTOBER NOVEMBER DECEMBER 10 11 12 WHAT MONTH IS THE REPORT REQUIRED FOR : 0: Type in the appropiate selections and the Sales Tax Reports will be produced automatically. On completion, the Sales Tax Report Generator Menu will be displayed once more. 11.6 TRADING REPORT - Report Menu Selection 6 On selecting this item, the report shown is displayed on the screen. ***************************************************************** ENTRIES FROM THE :12/18/84: TOTAL DEBITS : 8017.40: TOTAL CASH SALES ENTERED : 0.00: TOTAL CREDITS TO DATE: 1875.00: TOTAL CREDIT DUE TO CASH SALES : 0.00: ***************************************************************** PRESS ANY KEY TO CONTINUE WAITING When you have read this report press any key when the message "RECALCULATING" appears followed after a short interval by the message "WAITING". Press any key when the report shown below will be displayed. ***************************************************************** ENTRIES FROM THE :10/12/85: MONTHLY AVERAGES TOTAL DEBITS : 9846.10: AVERAGE TRADING 9846.10 TOTAL CASH SALES ENTERED: 0.00: AVERAGE 0.00 TOTAL CREDITS TO DATE: 6005.00: AVERAGE 6005.00 TOTAL CREDIT DUE TO CASH SALES:0.00: AVERAGE 0.00 FORECASTED YEARLY SALES BASED ON AVERAGE 118153.20 FORECASTED YEARLY RECEIPTS BASED ON AVERAGE 72060.00 FORECASTED YEARLY CASH SALES AT WHOLESALE VALUE 0.00 FORECASTED RECEIPTS DUE TO CASH SALES BASE ON AVE 0.00 ***************************************************************** PRESS ANY KEY TO CONTINUE WAITING When you have finished with the display press any key. You will then be given the option of printing the report you have just seen or returning to the report menu. 11.7 PRODUCT SALES HISTORY - Report Menu Selection 7 This report lists all orders written for a specified product in past months. It does not include orders from the current month. It can be useful in determining reordering levels. On selecting this item you are requested to enter the stock code. The item description is then displayed and you are offered the option of printing the report or displaying it on the screen. On choosing this option the report is produced and you are given the opportunity to report on another product. When you are finished, press at this point instead of entering a product code and the report menu will be displayed again. 11.8 STOCK REPORTS - Reports Menu Selection 8 On selecting this function, the following menu is displayed. ***************************************************************** STOCK REPORTS MENU PRESS NUMBER TO DO:- 1 PRINT A STOCK LIST 2 PRINT STOCK ON ORDER/BACKORDER 3 PRINT A PRICELIST R RETURN TO MAIN MENU ***************************************************************** WAITING 11.8.1 PRINT A STOCK LIST - Stock Reports Menu Selection 1 THis selection prints a list of all items in stock in stock code order showing the item description, the landed cost, the quantity in stock, the valuation at cost of each product (landed cost x quantity in stock) and the total stock valuation at cost. On selecting this item a heading is requested. Type in the heading you wish to appear on the report and press . The report will then be printed and the REPORTS Menu displayed again. 11.8.2 PRINT STOCK ON ORDER/BACKORDER -Stock Report Menu Selection 2 This report lists in product code order, all items either ordered or backordered. It also shows the value at landed cost of orders and backorders. It is intended to assist in planning stocking policy. Before selecting this item make sure that the printer contains plain continuous stationery and is ready. Printing commences immediately the function is selected. On completion the Stock Reports Menu is displayed again. 11.8.3 PRICE LIST - Stock Report Menu Selection 3 The system will produce a price list for all products at any desired discount off RRP. These prices do not include Sales Tax. On selecting this option the following screen is displayed. PRICE LIST TO PRINT (P) DISK FOR EDIT (D) OR SCREEN: : WHAT IS THE RATE OF DISCOUNT FOR THE PRICELIST: 0: Enter your selections and the price list will be printed, displayed or sent to disk for editing by a word processor; as required. The REPORT Menu will then be displayed again. 11.9 SUNDRY LABELS - Report Menu Selection 7 This facility is included to enable you to print address labels for people who do not have an account. On selecting this item you are first asked wether you wish to print on single or double height labels. Single labels allow five lines of printing whilst double (height) labels allow 8 lines of printing. In both cases two identical labels are printed side by side. Single labels use the same stationery as the Customer address labels - see Section 11.3 On making your selection, the following screen is displayed: LINE 1: : LINE 2: : LINE 3: : LINE 4: : LINE 5: : LINE 6: : LINE 7: : LINE 8: : NUMBER OF LABELS REQUIRED: 0: Note this display is for double height labels. If you had chosen single height labels there would be only 5 lines for information. Type in the information you require in each line, choose the number of identical labels you wish to print (remember, selecting 1 will print two identical labels side by side). Press and the labels will be printed. When complete, the Reports Menu will be displayed again. 12. INSTALLATION MENU - Main Menu Selection C This selection allows you to install a new company name for print on stationery, change printer routines, initialize memory files or reset form numbers. On entering Selection C, the following menu is displayed: ***************************************************************** INSTALLATION MENU PRESS TO DO 1 INSTALL COMPANY NAME 2 INSTALL PRINTER ROUTINES 3 RE-INITIALISE MEMORY FILES 4 RESET FORM NUMBERS 5 CLEAR OUT ALL DATA FILES R RETURN ***************************************************************** WAITING 12.1 INSTALL COMPANY NAME Use selection 1, to ammend the company name or even change it altogether. This item should be carried out at least once while setting the system up. The following screen will be displayed: FILL IN THE BLANK LINES, THESE WILL BE SAVED AND PRINTED ON THE PACKING LISTS, INVOICES AND STATEMENTS. ***************************************************************** LINE 1:P D S PTY LTD : LINE 2:(INCORPORATED IN SOUTH AUSTRALIAN) : LINE 3:433 MORPHETT STREET, : LINE 4:ADELAIDE, SOUTH AUSTRALIA, 5000 : LINE 5:(08) 211 7575 : SHORT LINE 1:P D S PTY LTD : SHORT LINE 2:(INC IN S.AUST) : SHORT LINE 3:433 MORPHETT ST. : SHORT LINE 4:ADELAIDE S.A. 5000: SHORT LINE 5:(08) 211 7575 : Use the left and right arrow keys to move within fields and the up and down arrow keys to move between fields. If you wish to delete a chatacter, position the cursor on that character, hold down the Control key and press the "G" key. To insert new characters, enter the "INSERT" mode by holding down the Control key and pressing the "V" key. The word "INSERT" will be displayed at the top of the screen. Repeating this process switches the INSERT mode off. When you have made all the desired changes, move the cursor to the last field and press . The Installation Menu will be displayed once again. 12.2 INSTALL PRINTER ROUTINES. The default printer set up when you initialised the program was an EPSON (IBM). If you use a different printer, you will need to use selection 1 to install it correctly. The program is designed to operate with an 80 column printer having a software selectable compressed print mode of about 17 pitch. You will need to consult your printer manual to determing the control codes required to produce compressed print and to restore the system to normal printing. On selecting this option, the screen shown will be displayed. Enter the symbols CHR(D1) + CHR(D2) into the "COMPRESSED PRINT FIELD" at the bottom of the screen where D1 is the decimal equivalent of the first control character and D2 is the decimal equivalent of the second control character. The example on the screen shows how you would enter the sequence required for the ITOH 8510 printer. Now, in a similar manner, enter the control code(s) required to return the printer to NORMAL mode. If any of the control are normal printable letters, numbers or punctuation these may be included inside single quotation marks. E.G. If the sequence for compressed print is ESC[7 this could be entered as CHR(27)+'[7w'. ***************************************************************** TO INSTALL THE PRINTER CODES FOR COMPRESSED PRINT ON AND OFF IT WILL BE NECESSARY FOR YOU TO KNOW THE APPROPRIATE CODES, THESE CAN BE OBTAINED FROM THE PRINTER MANUAL, FOR THE CITOH AND NEC 8023 PRINTERS THE CODES ARE ENTERED AS FOLLOWS COMPRESSED:CHR(27)+CHR(81) NORMAL :CHR(27)+CHR(78) WHICH IS ESC 1, AND ESC N FOR THE EPSON (IBM) PRINTERS :COMPRESSED:CHR(15) :NORMAL :CHR(18) WHICH IS SHIFT IN (SI) [DECIMAL 15], DC2 [DECIMAL 18] (THE DEFAULT PRINTER IS AN EPSON) ***************************************************************** COMPRESSED PRINT:CHR(15) : NORMAL PRINT :CHR(18) : The program carries out a print test to check the validity of the control codes you have entered. Make sure that the printer is ready then press any key as instructed on the screen. If the print pattern is satisfactory, you have successfully installed the printer. If not, re-examine your printer manual and repeat the installation. 12.3 RE-INITIALISE MEMORY FILES - Installation Menu Selection 3 This menu selection runs the INITMEM program which you should have used during the original installation of the system. It should not be necessary to make use of it unless you are changing from an 8 bit to a 16 bit computer, say. The instructions concerning initial installation apply to this menu selection. Note that you will need to change the company name and possibly the printer routines after using this item 12.4 RESET FORM NUMBERS - Installation Menu Selection 4 This selection allows you to reset the next available form numbers which are stored in the system. It would normally only be used at initial set up or if you made a change in the numbering system being used. On selection of this item, the following menu is displayed: +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ THIS PROGRAM WILL RESET FORM NUMBERS PRESS THE KEY INDICATED TO SELECT THE FORM REQUIRED KEY.......................SYSTEM 1 INVOICE 2 RECEIPTS 3 CREDITS 4 CHEQUE R RETURN +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ WAITING Selecting any item from this menu results in the next available number used for that form being displayed. You are given the opportunity to enter a different number. When you have done so, press twice, the new number will be stored and the "RESET FORM NUMBERS" screen displayed. 12.5 CLEAR OUT ALL DATA FILES - Installation Menu Selection 5 The distribution disk contains some sample data in the various files so that you may make use of the system immediately. Indeed, you will probably want to enter some sample data of your own and practice with it before entering "LIVE" data. When you are ready to put the system to serious use, you will need to use this menu to clear out all the files so that you may enter the real data. On selecting this item, you are warned of the consequences and requested to enter the correct password to continue. The password is the current system date in dd/mm/yy format, including the "/'s". Press when the program will check the password and, if correct, proceed to zero out all the files and reindex as necessary. After a minute or so, the Installation Menu will be displayed again. Note that only the data files are cleared out. The company details, Form numbers, and printer routines are untouched. 13. HELP - Main Menu Selection H On selecting HELP, several screens of information are displayed to assist you in understanding the operation of the system and the necessity for making backups of your disks. It is recommended that this selection be made before you use the system for the first time. 14. EXIT PROGRAM - MAIN MENU - Selection E When you have finished the processing session, select option E from the main menu when operation will terminate, all files will be closed and the operating system prompt will be displayed. IMPORTANT: DO NOT REMOVE THE DISKETTES OR SWITCH OFF THE COMPUTER WITHOUT USING THE E OPTION FROM THE MAIN MENU TO RETURN TO THE OPERATING SYSTEM. FAILURE TO OBSERVE THIS INSTRUCTION WILL ALMOST CERTAINLY RESULT IN CORRUPTED FILES AND LOST DATA! It is good practice to make backup copies of both disks after each processing session, using the utilities supplied with your operating system. 15. PRICING CALCULATIONS The method of calculating prices is one which is quite commonly used in a wide range of industries. For each product, a Base Wholesale price is set. From this figure the computer calculates a Recommended Retail Price (RPP) which is exactly twice the Base Wholesale Price. Individual customers are assigned a discount level off the RPP - generally in the range of 25%-40% depending on their volume of business etc. Note that the RRP does not contain Sales Tax, see discussion on Sales Tax Section 16. When an order is raised for a particular customer, the price (ex Sales Tax) to be charged is calculated as ( 2x Base Wholesale Prices) x (100-Discount %)/100 This pricing formula has been coded directly into the command files and could not be easily changed. nevertheless, by manipulating the base wholesale price and the discount levels to customers, most situations could be accomodated although care might need to be taken in the sales tax content of Retail sales (see discussion on Sales Tax Section 16) You will note that Statements carry a message offering a 10% Early Settlement Discount (ESD). The author of this program was having problems with slow paying customers so he adjusted his prices and discount structure to allow the very high ESD. It worked extremely well and improved cash flow considerably. If you prefer a lower level of ESD or do not want this feature at all, it is possible for a dBASE programmer to modify it - see Technical Note section. There is a facility to produce printed price lists at any desired level of discount off RRP. Note that these price lists are exclusive of Sales Tax. it would be a simple matter to modify these price lists to include sales tax and, for that matter, the RRP with and without Sales Tax. - see Technical Notes. 16. SALES TAX Sales Tax is applied automatically to sales in accordance with the rate specified for each product in the "PRICE LIST" file. If a customer has a tax exemption or quotes a certificate, this must be recorded in the NAME LIST file when no sales tax will be charged and the sales affected will be recorded as exempt sales. In accordance with regulations, Sales Tax is calculated as a percentage on the wholesale price. When a sale is made to a customer who will in turn resell the goods, this is entirely straightforward so that Sales Tax on a product which is taxable at 20% would be calculated as 20% of the price for which the product is sold to that customer. This means that the greater the discount, the less the actual amount of Sales Tax collected. i.e.a customer who has a discount level of 30% will pay 14% of RRP as Sales Tax but a customer who has a discount level of 40% will pay only 12% of RRP as Sales Tax. This is perfectly in order. The situation is less clear when the customer is an end user i.e. when the transaction is actually a retail sale. The regulations still require that Sales Tax be collected on the wholesale price but, in this case, there is no wholesale price sale. The program therefore uses the base wholesale price (50% RRP) on which to calculate Sales Tax. This approach has been fairly widely accepted by the Sales Tax Department but we can give no guarantee that it will be acceptable in any given situation. You may need to discuss this aspect with your Accountant and/or your local Sales Tax office if you do not already have a clear ruling. Should you wish to change the basis of Sales Tax calculation it would be necessary to modify the WORDERS and INVOICE command files. =OOOOOOOOOOOOOOOOOOOOOOOO= COMING ATTRACTIONS We have a wide variety of exciting programs already lined up for future issues including: - Sales Management system to assist sales persons maximise their effectiveness in a repeat call selling enviroment. - Comprehensive General Ledger Accounting System - Club Membership System - sales prospects generator for easily creating mailing lists from the TELECOM Yellow Pages (try it manually, its a lot of work). - Registered publication mailing list with regulation post code bundling - Comprehensive set of disk utilities for repairing damaged files, directories etc. - Communications programs including TTY emulator plus ASCII and binary file transfer between computers. - A wide variety of spreadsheet applications for commerce, farmers and engineers - A comprehensive school administration system - Statistical analysis programs - Utilities for file compression and expansion - Utilities for print spooling and Ramdisk If you are not already a subscriber to PDS, use the order form in this issue so that you don't miss out on these and other great programs. PART C - TECHNICAL NOTES These notes are intended for the use of programmers and experienced dBASE users who may want to modify the DATAFLOW Accounting System to suit their own purposes. Whilst not exhaustive, the information here should assist the experienced reader to understand how the system operates. Information is given about file structures, the way in which various fields are used and the memory variables used. 1. FILE STRUCTURE The following is a list of the Data Base Files used, their purpose, the field names and the data stored in each field. STRUCTURE FOR FILE: DATAFILE.DBF TRANSACTION FILE FOR TYPE 1 ORDERS FLD NAME TYPE WIDTH DEC PURPOSE 001 DATE:ORD C 008 Date order was placed 002 ACCNUM C 004 Customer account number 003 CODE C 009 Product code 004 ITEM C 030 Product description 005 COST N 009 002 Base selling price 006 TAX L 001 Taxable (T) or not (F) 007 S:TAX N 005 002 Sales tax % 008 INVNUM N 005 Invoice/cartnote number 009 ORD:NUM N 008 Customer's order number 010 ITEM:NUM N 002 Line number on order 011 INV:DATE C 008 Date invoice printed 012 ORD:COM C 030 Comments entered on order 013 QTY:ORD N 004 Quantity ordered 014 QTY:BACKO N 004 Quantity placed on backorder 015 METH:SHIP C 010 Method for shipping 016 COST:SHIP N 006 002 Freight charges 017 DISCOUNT N 005 002 Discount allowed ($) 018 PACKED L 001 (T)rue if packing slip printed 019 INVOICED L 001 (T)rue if invoice has been printed 020 SPECIAL L 001 (T)rue if Special price or backorder exists. If T and QTY:BACKO<>0 indicates a Backorder exists, If T and QTY:BACKO=0 indicates a special price. (Note: A Backorder and a Special price cannot co-exist.) ** TOTAL ** 00152 The following files have the same structure as the DATAFILE. FILE PURPOSE HOLDATA Transaction file for collected goods DATATEMP Transaction file for Cash sales DATARCH Archives file to hold Backorders and Freight charges from DATAFILE, HOLDATA and DATATEMP.CP26 STRUCTURE FOR FILE: LEDGER.DBF TRANSACTION FILE FOR STATEMENTS AND RECEIPTS AFFECTING SALES (Each statement line is a record. Cleared to LEDARCH each month) FLD NAME TYPE WIDTH DEC PURPOSE 001 ACCNUM C 004 Customer account number 002 NUM N 005 Invoice/cartnote number 003 DATE C 008 Date on invoice 004 CREDIT N 008 002 Amount of credit, if credit transaction 005 DEBIT N 008 002 Amount of debit, if debit transaction 006 TYPE:TRAN C 004 Whether "INV" or "REC" or "ESD" or "RFC" 007 USEDSTMT L 001 (T)rue if this record has been printed on a statement 008 ACCBAL N 008 002 Last statement balance 009 SALESTAX N 008 002 Amount of Sales Tax on this transaction 010 TAX:TYPE C 001 2 if Sales Tax No. quoted 3 if Sales Tax payable but retail sale 4 if Sales Tax payable but not a retail sale ** TOTAL 00056 STRUCTURE FOR FILE:LEDARCH.DBF ARCHIVE FILE FOR DEBTORS TRANSACTIONS FLD NAME TYPE WIDTH DEC PURPOSE 001 ACCNUM C 004 Customer account number 002 NUM N 005 Invoice/cartnote number 003 DATE C 008 Date on invoice 004 CREDIT N 008 002 Amount of credit, if credit transaction 005 DEBIT N 008 002 Amount of debit, if debit transaction 006 TYPE:TRAN C 004 Whether "INV" or "REC" or "ESD" or "RCF" 007 USEDSTMT L 001 (T)rue if this record has been printed on a statement 008 ACCBAL N 008 002 Last statement balance 009 SALESTAX N 008 002 Amount of Salestax on this transaction 010 TAX:TYPE C 001 2 If Sales Tax No. quoted 3 If Sales Tax payable but retail sale 4 If Sales Tax payable but not retail sale ** TOTAL ** 00056 STRUCTURE FOR FILE: NAMELIST.DBF CUSTOMER ACCOUNT DETAILS FLD NAME TYPE WIDTH DEC PURPOSE 001 ACCNUM C 004 Customer account number 002 NAME C 030 Customer's name 003 STREET C 030 First line of address 004 CITYPC C 003 Second line of address 005 ALTNAME C 030 Alternate name for delivery 006 ALTSTREET C 030 First line - alternate address 007 ALTSTREET C 030 Second line - alternate address 008 DISCOUNT N 002 Customer's discount, whole number % 009 TAXNUM C 010 Customers Sales Tax number if applicable. If present no tax is charged. 010 CONTACT C 015 Name of contact person at customer's 011 RESALE L 001 (T)rue if buying for resale, (F)alse if not. Affects Sales Tax rate 012 DATENTER C 008 Date of last update, system assigned 013 LAST:BAL N 008 002 *Last statement balance 014 THIRTY N 008 002 *Thirty day balance 015 SIXTY N 008 002 *Sixty day balance 016 NINETY N 008 002 *Ninety day and over balance 017 STATDATE C 008 Date of last statement 018 NASTY L 001 (T)rue if overdue letter is to be sent ** TOTAL ** 00263 * SEE DISCUSSION IN PART B - SECTION 11.8.3 STRUCTURE FOR FILE : PRICELIS.DBF PRODUCT MASTER FILE FLD NAME TYPE WIDTH DEC PURPOSE 001 CODE C 009 Product code 002 ITEM C 030 Product description 003 COST N 009 002 Base Wholesale selling price 004 TAX N 005 002 Sales Tax rate for this product 005 DATE C 008 Date last update, system maintained 006 STOCKED N 004 Quantity in stock 007 ORDERED N 004 Cumulative quantity sold 008 B:ORDERED N 004 Quantity placed on backorder 009 DATE:ORD C 008 Date of last customer order 010 DATE:BO C 008 Date of last backorder 011 LAND:COST N 009 002 In-store cost ** TOTAL ** 00099 STRUCTURE FOR FILE : RFC.DBF TRANSACTION FILE FOR GOODS RETURNED FOR CREDIT FLD NAME TYPE WIDTH DEC PURPOSE 001 ACCNUM C 004 Customer account number 002 CODE C 009 Product code 003 ITEM C 030 Product description 004 REASON:RCFC 030 Reason given for return 005 DATE:RCF C 008 Date returned for credit raised 006 CRED:NUM N 004 Credit reference number 007 QTY:RET N 004 Quantity returned 008 TAX:P L 001 (T)rue if original sale was taxable 009 S:TAX N 007 002 Amount of sales tax to be reclaimed 010 VALU:RFC N 008 002 Actual amount to be credited to customer 011 TAXABLE N 008 002 Amount of credit which was taxable 012 INV:NUM N 005 Original invoice number 013 TAX:TYPE C 001 2 if Sales Tax No. quoted 3 if Sales Tax payable but retail sale 4 if Sales Tax payable but not a retail sale ** TOTAL ** 00120 STRUCTURE FOR FILE : STOCK .DBF STOCKTAKE FILE, USED FOR RAPID UPDATING OF MAIN PRICELIST FILE FLD NAME TYPE DEC PURPOSE 001 COD C 009 Stock code 002 QUANITY N 007 Quantity in stock ** TOTAL ** 00017 STRUCTURE FOR FILE: GENLED .DBF RECORD OF GENERAL LEDGER ACCOUNTS AND EXPENDITURE FLD NAME TYPE WIDTH DEC PURPOSE 001 DATECHQ C 008 Date of cheque 002 TYPE C 005 General Ledger account category 003 AMTCHQ N 008 002 Amount of cheque or charge 004 COMM C 030 Comments 005 DATE C 008 Date entered 006 PAYEE C 030 Cheque Payee 007 CHQNUM N 010 Cheque number 008 PRESENTED L 001 (T)rue if cheque has been presented ** TOTAL ** 00101 2. INDEX FILES The following index files are used: FILE DATABASE FILE INDEXED FIELD CHQNUM.NDX GENLED CHQNUM GENTYPE.NDX GENLED TYPE NAME NAMELIST NAME NAMENUM NAMELIST ACCNUM PRICECOD PRICELIS CODE 3. MEMORY FILES The following Memory files are used: FILE FIELDS CONTENTS CONSTANT.MEM PINVNUM Next available Invoice number POINTER1 File pointer used in some programs POINTER2 File pointer used in some programs POINTER3 File pointer used in some programs (Note: POINTER variables in some programs, the stored values are not changed by the programs.) CREDIT.MEM CREDIT.NUM Next available Credit note number GENLED.MEM CHQNUM Next available cheque number NAME.MEM LINE1 ( LINE2 (Company name and address LINE3 (for Invoices, Statements LINE4 (etc. SLINE1 (Short version of company SLINE2 (name and address for SLINE3 (Statements. SLINE4 ( SLINE5 ( COMPRESS Printer control code for compressed print. NORMAL Printer control code for normal print. RECEIPT.MEM CRED:NUM Next available Receipt number All Memory Variables are initialised by the INITMEM program when first starting the system. They may be altered through the INSTALL program which calls the INITMEM1 program. 4. REPRINTING ORDERS, INVOICES AND STATEMENTS No facility has been provided in the program to reprint orders, invoices or statements. Whilst this maintains the accounting integrity of the system, it can be a nuisance if you have a paper jam or spill coffee on the order, for example. You may use dBASE's own facilities to reprint any of these documents. First, place the two working disks in their respective drives then, type DBASE press . When the dot prompt appears, set the default drive to B and use the appropriate database. For example:- To reprint an order, use the DATAFILE database and the REPLACE function as below:- REPLACE PACKED WITH F FOR INVNUM=X Where X is the number of the Packing slip/Invoice which you wish to reprint. To reprint an Invoice, USE the DATAFILE database and REPLACE the INVOICED field with F. To reprint a Statement, USE the LEDGER database and REPLACE the USEDSTMT field with F. =OOOOOOOOOOOOOOOOOOOOOOOOOO= .HE PUBLIC DOMAIN SOFTWARE ORDER FORM To: PDS Pty Ltd GPO Box 2245 ADELAIDE 5001 S.A. Ph (08) 211 7575 I would like a subscription [] @ $120.00 One month trial offer [] @ $12.00 Name............................................................. Address.......................................................... City..........................State..........Postcode............ My Cheque/Money Order/Official Order is enclosed: Subscription - $120.00..[] One month trial offer - $12.00 [] or charge my Bankcard/Visa/Mastercard |_|_|_|_|_|_|_|_|_|_|_|_|_|_| Expiry Date................... Signature:.............................. DISK FORMAT REQUIRED - Tick one only IBM-PC [] APPLE-DOS [] APPLE-CPM [] KAYPRO 2 [] STD 8" SS/SD CPM-80 [] OSBORNE D/D [] NEC APC MSDOS []