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ROSEWOOD JOURNAL Version 5.04 O P E R A T I N G M A N U A L ROSEWOOD SOFTWARE 135-10 Livonia Place Scarborough, Ontario Canada M1E 4W6 (416) 284-6119 CompuServe 70461,2507 Internet 70461.2507@compuserve.com _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER (C) Copyright 1988, 1996 by Rosewood Software and Bert Christensen ROSEWOOD JOURNAL INDEX OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . 4 WARRANTY DISCLAIMER . . . . . . . . . . . . . . . . . . . . . 4 ASSOCIATION OF SHAREWARE PROFESSIONALS OMBUDSPERSON . . . . . 5 LICENSE . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 REGISTRATION INFORMATION . . . . . . . . . . . . . . . . . . 6 THIS MANUAL . . . . . . . . . . . . . . . . . . . . . . . . . 7 TYPOGRAPHICAL CONVENTIONS . . . . . . . . . . . . . . . . . . 7 SPECIAL KEYS . . . . . . . . . . . . . . . . . . . . . . . . 7 SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . 7 INSTALLATION . . . . . . . . . . . . . . . . . . . . . . . . 8 CONFIG.SYS . . . . . . . . . . . . . . . . . . . . 8 FILES . . . . . . . . . . . . . . . . . . . . . . . 8 BUFFERS . . . . . . . . . . . . . . . . . . . . . . 8 MINIMUM REQUIREMENTS . . . . . . . . . . . . . . . 8 ONE DISK SYSTEM . . . . . . . . . . . . . . . . . . 8 TWO DISK SYSTEM . . . . . . . . . . . . . . . . . . 8 360K DISKS . . . . . . . . . . . . . . . . . . 8 720K OR HIGHER . . . . . . . . . . . . . . . . 9 HARD DRIVE SYSTEM . . . . . . . . . . . . . . . . . 9 AFTER ROSEWOOD JOURNAL IS INSTALLED . . . . . . . . . 10 USING THE SAMPLE DATA . . . . . . . . . . . . . . . . . . . 10 USING THE PROGRAM WITH YOUR OWN DATA . . . . . . . . . . . 11 COMMAND LINE SWITCHES . . . . . . . . . . . . . . . . . . . 11 LISTING OF FILES . . . . . . . . . . . . . . . . . . . . . 11 NOTE ON NUMERICAL ENTRIES . . . . . . . . . . . . . . . . . 13 Credit notes . . . . . . . . . . . . . . . . . . . . . 13 NOTE ON CUSTOMER ACCOUNT NUMBERS . . . . . . . . . . . . . 13 USING YOUR PRINTER . . . . . . . . . . . . . . . . . . . . 13 MAIN MENU . . . . . . . . . . . . . . . . . . . . . . . . . 15 Enter Invoice Data . . . . . . . . . . . . . . . . . . 15 Indexing . . . . . . . . . . . . . . . . . . . . 17 2 ROSEWOOD JOURNAL Search Options . . . . . . . . . . . . . . . . . 18 Change Invoice Data . . . . . . . . . . . . . . . . . 18 Enter Payments on Account . . . . . . . . . . . . . . 18 Change Payments on Account . . . . . . . . . . . . . . 19 Accounts Receivable Menu . . . . . . . . . . . . . . . 19 Reports Menu . . . . . . . . . . . . . . . . . . . . . 19 Utilities Menu . . . . . . . . . . . . . . . . . . . . 19 Exit Program . . . . . . . . . . . . . . . . . . . . . 19 ACCOUNTS RECEIVABLE MENU . . . . . . . . . . . . . . . . . 20 View or Print Individual Accounts . . . . . . . . . . 20 Print All Statements for Month . . . . . . . . . . . . 20 Establish New Customer Accounts . . . . . . . . . . . 20 Modify Customer Data . . . . . . . . . . . . . . . . . 21 List Customer Accounts . . . . . . . . . . . . . . . . 21 Exit to Main Menu . . . . . . . . . . . . . . . . . . 21 REPORTS MENU . . . . . . . . . . . . . . . . . . . . . . . 22 Monthly Report . . . . . . . . . . . . . . . . . . . . 22 Yearly Report . . . . . . . . . . . . . . . . . . . . 22 Accounts Receivable List . . . . . . . . . . . . . . . 22 Payments on Account List . . . . . . . . . . . . . . . 22 General Ledger Report . . . . . . . . . . . . . . . . 22 Exit to Main Menu . . . . . . . . . . . . . . . . . . 23 UTILITIES MENU . . . . . . . . . . . . . . . . . . . . . . 24 Change Company Details . . . . . . . . . . . . . . . . 24 DOS Functions . . . . . . . . . . . . . . . . . . . . 25 Housekeeping . . . . . . . . . . . . . . . . . . . . . 25 Change Screen Colours . . . . . . . . . . . . . . . . 26 Change Tax Names . . . . . . . . . . . . . . . . . . . 26 Change Softkey Settings . . . . . . . . . . . . . . . 27 Print Labels . . . . . . . . . . . . . . . . . . . . . 27 Exit to Main Menu . . . . . . . . . . . . . . . . . . 27 FILE LENGTHS AND NAMES IN ROSEWOOD JOURNAL . . . . . . . . 27 CONVERTING FILES FROM PREVIOUS VERSIONS OF ROSEWOOD JOURNAL 28 INTEGRATING YOUR PREVIOUS RECEIVABLE FILES . . . . . . . . 28 PROGRAMMING DETAILS . . . . . . . . . . . . . . . . . . . . 29 CHANGES AND ENHANCEMENTS . . . . . . . . . . . . . . . . . 29 SHAREWARE . . . . . . . . . . . . . . . . . . . . . . . . . 30 3 ROSEWOOD JOURNAL OVERVIEW Rosewood Journal is a sales journal and accounts receivable program suitable for small to medium sized businesses. It is especially suitable for businesses which record sales on serially numbered invoices. The program offers a much easier and more convenient method of entering invoices and keeping accounts receivable than entering invoices directly into a general ledger program. In fact, Rosewood Journal can be thought of as a "front end" for any general ledger whether that ledger be kept by hand or by computer. A variety of reports can be viewed or printed, including monthly and yearly sales, accounts receivable lists, and aged customer statements and mailing labels. Rosewood Journal is an easy-to-use adjunct to your general ledger program, not a replacement for it. Rosewood Journal generates a special report which tells you the amounts and to which accounts your sales, receipts, accounts receivable, and sales taxes should be entered. Rosewood Journal is menu driven and designed to minimize keystrokes. It is a friendly program. It will complain, nicely, via beeps and a refusal to continue if you enter inappropriate data by mistake. In some cases, it will even correct your spelling (try entering "Febuary" when you are asked to enter the name of a month). This is a fully functioning program. It is not a demo and not crippled and all features are documented in this manual. If you have trouble using the program or believe you did not receive all the files, please contact us with the name and address of the vendor or BBS, date received, and version number. WARRANTY DISCLAIMER Rosewood Software makes no warranty of any kind, express or implied, including without limitation, any warranties of merchantability and/or fitness for a particular purpose. Rosewood Software shall not be liable for any damages, whether direct, indirect, special, or consequential, arising from a failure of this program to operate in the manner desired by the user. Rosewood Software shall not be liable for any damage to data or property which may be caused directly or indirectly by use of the program. IN NO EVENT WILL ROSEWOOD SOFTWARE BE LIABLE FOR ANY DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. 4 ROSEWOOD JOURNAL ASSOCIATION OF SHAREWARE PROFESSIONALS OMBUDSPERSON Rosewood Software is a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsperson can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsperson at 545 Grover Road, Muskegon, MI 49442-9427 or send a CompuServe message via CompuServe Mail to ASP Ombudsperson 70007,3536. The Ombudsperson may be contacted by FAX by sending to the ASP FAX number:(616) 788-2765. In communication with the Ombudsperson, please include a telephone number and/or FAX if available. LICENSE Rosewood Journal is Copyright (C) 1996 by Rosewood Software and Bert Christensen. Rosewood Journal is distributed under the user-supported Shareware concept. Non-registered users of Rosewood Journal are granted a limited license to use Rosewood Journal for a trial period not to exceed 90 days in order to determine its suitability for their purposes. Any use of non-registered copies of Rosewood Journal beyond this trial period is forbidden. Registering a copy of Rosewood Journal allows a user to make as many copies of Rosewood Journal as desired, and to use it on various machines, but the same registered copy of Rosewood Journal may not be in use on more than one machine at the same time. No user may modify Rosewood Journal in any way, including but not limited to decompiling, disassembling, or otherwise reverse engineering the program. All users are granted a license to copy Rosewood Journal for the trial use of others, subject to the above restrictions and also the following: Rosewood Journal must be copied in absolutely un- modified form, including all program files and complete documentation; 5 ROSEWOOD JOURNAL No licensee may accept or request a charge or other payment for Rosewood Journal except for a disk handling charge of up to $12. Operators of electronic bulletin board systems may post Rosewood Journal for downloading by their users only as long as the above conditions are met. Distributors of public domain or user-supported software may distribute copies of Rosewood Journal subject to the above conditions only after obtaining written permission from Rosewood Software. All not-for-profit organizations or vendor members of the Association of Shareware Professionals are exempt from this restriction. In any case, no charge may be made for a disk containing Rosewood Journal except for a disk handling charge of up to $12. REGISTRATION INFORMATION Rosewood Journal is not in any way free software. If you have tried Rosewood Journal and have decided that it suits your purposes, please register. Continued use of Rosewood Journal beyond a trial period of up to 90 days is an infringement of copyright laws. Registered users will receive notices of major updates and of any new products which may be introduced by Rosewood Software. Registered users will receive preference when requesting support. Registration costs $38 US or $45 Canadian or the equivalent in other currency. Upon receipt of your registration fee, a disk containing the latest version of the program and the documentation will be mailed to you. This disk will also have a Conversion program which will convert Rosewood Journal versions 2.xx and 3.xx files to version 4.xx and 5.xx and a code which will remove the exhortations to register. Canadian GST is included. Write for information on quantity purchases. When ordering, please print and use the file "ORDER.FRM", which was included on your distribution disk, or simply include your name, address, company name, your telephone number, and the version number of the program, along with a cheque or money order to: Rosewood Software 135-10 Livonia Place Scarborough, Ontario Canada M1E 4W6 6 ROSEWOOD JOURNAL Cheques must be drawn in the currency and on banks in the country of origin. That is, cheques in US dollars must be drawn on US banks, cheques in Canadian dollars must be drawn on Canadian banks, cheques in French francs must be drawn on French Banks etc. Thank you for supporting Rosewood Software and Shareware. THIS MANUAL This manual is designed to be succinct. This means that not every little, obvious command such as "Send Output to Screen <S>, or Printer <P>" will be described in detail. This keeps the manual shorter and easier to read. TYPOGRAPHICAL CONVENTIONS Keyboard commands such as "Enter", "Esc", etc. are enclosed in angle brackets <>. When instructed to enter "Esc" for example, the manual and the program show the command as <Esc>. Do not enter the angle brackets. They are there simply to tell you that a keyboard entry is expected. The program itself is case insensitive. You can enter any combination of upper or lower case characters. If the command letter surrounded by angle brackets is blinking, it means that the command can be selected by pressing <Enter> as well as the command letter. SPECIAL KEYS <Esc> is used to back out of most areas of the program. It is also equal to <X> in menu choices. The function keys are used to store macros to make data entry easier during invoice entry and while setting up new customer accounts. When using a menu the function keys are equal to the numeric keys, F2 = 2 etc. SYSTEM REQUIREMENTS Rosewood Journal requires the following minimum configuration: IBM or compatible computer MS/PC-DOS 2.00 or later 1 720K or 2 360K floppy drives, (hard drive recommended) 320K RAM Printer 7 ROSEWOOD JOURNAL Some maximums: Maximum individual invoice amount is $99,999.99 Maximum yearly sales amount is $9,999,999.99 Maximum number of entries per year is dependent on disk storage and memory. INSTALLATION IMPORTANT: When installing this program in any mode, floppy disks or hard drive, your "CONFIG.SYS" file must have a line, "FILES=15" and, optionally, a line "BUFFERS=12". If your "CONFIG.SYS" file does not have the "FILES=15" line the program will, at some point terminate with a "too many files open" message. See your dos manual for details about "CONFIG.SYS" files. These numbers are the minimum required. The program will run with more but not fewer files. MINIMUM REQUIREMENTS Rosewood Journal needs a minimum of three 360K disks or one 720K disk. ONE DISK SYSTEM Copy the file "RJ.EXE" to a floppy disk which has a capacity of at least 720K and which has been formatted with the /S (system) option. Be sure that your "CONFIG.SYS" file is as described above. Place this "Program Disk" in the disk drive. Reboot the computer and at the "A>" prompt type <RJ> (no brackets) and press <ENTER>. You will be asked whether your monitor is mono or colour. After the title screen you will be asked to enter details about your company and to what drive/directory the data will be kept (for one disk this is A:\). After completing the configuration you will be at the Main Menu. TWO DISK SYSTEM 360K DISKS In order for Rosewood Journal to run on a two disk 360K system, three disks will be required. The first must be a "boot disk", that is formatted with the /S (system) option. You must add a "CONFIG.SYS" file with the values described above. This disk will be used to "boot" or start your computer. The second disk must be formatted without the /S option and have the file "RJ.EXE" copied onto it. The third disk must also be formatted without the /S 8 ROSEWOOD JOURNAL option. This disk will store your data. To run the program, put the first disk into A: and the third disk into B:.Turn on the computer. When you see the A: prompt, remove the first disk and replace it with the second. Type <RJ> (no angle brackets) a n d press <Enter>. After telling the program whether you have a mono or colour monitor, you will be presented with the Company Configuration Screen. Enter the details about your company and the month your fiscal year begins. The question about the drive and directory for the data must have <B:> (no angles) entered in it. From there on the program will run normally. 720K OR HIGHER Copy the file "RJ.EXE" to a floppy disk which has been formatted with the /S (system) option. Be sure that your "CONFIG.SYS" file is as described above. Place this "Program Disk" in Drive "A" and a formatted disk in Drive "B" and, at the "A>" prompt type <RJ> (no brackets) and press <ENTER>. You will be asked whether your monitor is mono or colour. After the title screen you will be asked to enter details about your company and to what drive/directory the data will be kept (for a two disk installation this is B:\). After completing the configuration you will be at the Main Menu. HARD DRIVE SYSTEM To install Journal on a hard disk, create a new directory (we suggest ROSEJOUR) and copy the file "RJ.EXE" into it. If you wish to keep your data in a separate sub-directory, create a sub- directory from "ROSEJOUR" directory called "DATA". The program, INSTHARD.BAT which is included on the disk will do this automatically for you. It is most important that you know the complete path to the data directory because you will be asked for it when configuring the program. If you have followed the instructions above or used the file INSTHARD.BAT, the data directory is C:\ROSEJOUR\DATA. Change the logged drive/directory to C:\ROSEJOUR and type <RJ> (no brackets) and Press <Return>. Answer the various configuration questions until you reach the Main Menu. There are other ways to install Rosewood Journal. For example you could put RJ.EXE in your "path" and call up the program from a data directory. The most important requirements are that Journal must know where the data files are located and that the computer knows where to find the DOS file, "COMMAND.COM". Consult your DOS manual if you should require assistance. 9 ROSEWOOD JOURNAL AFTER ROSEWOOD JOURNAL IS INSTALLED Put the Rosewood Journal Distribution Disk in a safe place in case your working copies get damaged in some way. This is probably a good time to issue the usual warning. BACK UP YOUR DATA DISKS OFTEN, PREFERABLY AFTER EACH USE. The DOS file "XCOPY" which is included with all versions of DOS from 3.1 to the current 6.0 can be used to make backups of your data. XCOPY will copy only those files which have been changed since the last back up. If you have used the suggested installation for a hard drive the procedure for backing up is as follows: exit Journal and while still in the C:\ROSEJOUR directory enter, "XCOPY *.* A:\ /M/S". If you wish to back up to drive B, then change the "A" to "B". Be certain that the back up disk has sufficient capacity to hold the program and the data. Without a back-up, all your data will have to be re-entered should the original be lost or corrupted. There, you've been warned! USING THE SAMPLE DATA The best way to learn the program is to use the sample files provided with it. The sample files concern a small fictitious business called "Ripley's Fine Catering". Only two months of data are supplied, January and February 1996. On a single floppy disk system copy all files with the extensions, ".DAT", ".CNF" and ".IDX" to the disk and then enter <RJ> and press <Enter>. On a two floppy drive system, copy all files with the extension, ".CNF" to the disk which goes into the "A" drive and copy all files with the extensions, ".DAT" and ".IDX" to the disk which goes into the "B" drive. Put the two disks into the drives and from the "A:>" prompt enter <RJ> and press <Enter>. On a hard drive installed as suggested above, copy all files with the extension, ".CNF" to C:\ROSEJOUR and all files with the extensions ".DAT" and ".IDX" to C:\ROSEJOUR\DATA. From the C:\ROSEJOUR> prompt, enter <RJ> and press <Enter>. After an opening screen and a brief initialization, you will come to a "Main Menu". From there, explore the menus and the reports. Try entering some data of your own to the sample months or to other months. If you get confused (unlikely), consult the manual. Note, however, that Rosewood Journal does not write invoices; it only reports invoices and handles accounts receivable. Also, "Gross Invoice Amount" means the total amount of the invoice INCLUDING sales tax(es). When you are ready to start entering real data from your own company, erase all files with the extensions ".DAT", ".CNF" and ".IDX". 10 ROSEWOOD JOURNAL USING THE PROGRAM WITH YOUR OWN DATA Do not start to use your own data by modifying the sample data. Journal creates all the files necessary by itself. ONLY COPY "RJ.EXE" TO YOUR DISK OR DIRECTORY AS OUTLINED UNDER "INSTALLATION" ABOVE. No other files are necessary to begin using the program. COMMAND LINE SWITCHES A command line switch is a parameter added on the command line after the program name. Rosewood Journal is started by entering <RJ> and pressing <Enter>. A parameter is added after the program name so that the command line might look like this, <RJ ZZ>. Journal has four possible command line switches: "ND" will add a prompt so that an exact date such as "As of January 30 1996" can be put on customer statements rather than the default, "As of the end of January 1996"; "DR" will automatically enter "R" for receivable on the invoice entry screen. This option saves keystrokes if most of your entries are receivables; "NS" will turn off the search function. See page 17 for more details on this; Another switch is provided for registered users so that the exhortations to register are turned off. These switches can all be used at once if desired. Simply leave a space between each switch as follows: <RJ DR NS ND>. LISTING OF FILES "RJ.EXE" is the main program. "JOURNAL.DOC" is this manual. "README" a brief overview and instruction. "ORDER.FRM" an order form for registering Rosewood Journal. Please use it. "FILES.DOC" is a listing of files similar to this one. Rosewood Journal generates its own data file names. After running the program, you will find several files on your data disk (or the program disk if you are using the sample data). They are: 11 ROSEWOOD JOURNAL "COMPANY.CNF" is a file containing details of the company for which the books are being kept as well as the disk drive/directory where the data files are kept and the starting month of the business's fiscal year. "COLORSCN.CNF" is the file which stores the screen colours used in the program. "TAXTYPES.CNF" stores the number of sales taxes which you must account for and their names. Files with the extension ".CNF" are ALWAYS on the LOGGED drive. "SOFTKEY.DAT" is the file which contains the user- configured softkey data for the invoice entry and customer accounts modules. "RECEIVE.DAT" stores accounts receivable data. "CUSTACCT.DAT" stores names, addresses, account numbers, etc. for persons and businesses which owe or have owed you money. "CUSTOMER.IDX" is an alphabetical index of the file above. "monyr.DAT" e.g. JAN96.DAT stores details of each invoice entered in any particular month. There is a separate file for each month. "TOTALSyr.DAT" e.g. TOTALS96.DAT stores the summary data for each month of any fiscal year. There may be other files on the disk such as WHATSNEW.DOC. Any executable files which have an .EXE extension will have a corresponding .DOC file. In addition to the above files, three other files are produced after using the "Housekeeping" option from the "Utilities" Menu. They are"RECEIVE.OLD", "CUSTACCT.OLD" which are generated to preserve old data before the files are purged of unused data during housekeeping and "DATEKEEP.DAT" which stores the date of the last housekeeping for use by the program. 12 ROSEWOOD JOURNAL WARNING!! As with most programs using disk files, it is of the utmost importance that data disks not be exchanged while the program is running or data may be lost. Also, the program must be ended by the "Exit program" command from the Main Menu. NOTE ON NUMERICAL ENTRIES Rosewood Journal expects a decimal point when one is required. That is, an amount such as 149.95 must be entered <149.95> and not <14995>. However, if you have an amount to enter such as 149.00, it may be entered as <149>. Credit notes (reverse entries) are preceded by a "-" (minus sign). Rosewood Journal will complain with beeps and will refuse to go forward if you try to enter alphabetical characters where numerical characters are expected. NOTE ON CUSTOMER ACCOUNT NUMBERS Rosewood Journal assigns its own account numbers to customer accounts. When asked to "enter an account number or press zero for a new account", you must use either an existing account number as shown, or press zero for a new account. After performing "Housekeeping" (see Utilities), account numbers which you have decided to delete will be re-used for new accounts in order to keep the "CUSTACCT.DAT" file as small and fast as possible. Any attempt to assign arbitrary account numbers of your own will make Rosewood Journal complain or will cause erroneous results. USING YOUR PRINTER Rosewood Journal should work with most printers since it doesn't use any special codes. The only code used is a formfeed, "FF" (ASCII 12) which is used to move the paper to the top of the next page. This is almost a universal code and should cause no 13 ROSEWOOD JOURNAL problems. If your printer has a DIP switch to turn on and off the "skip over perforations" feature, this switch should be turned off. If the switch is on the printer may feed an extra, blank sheet of paper between printed pages. If you get printing errors, such as condensed print, try turning off your printer and turning it on again to clear any codes remaining from a previous program. Since the program does not automatically clear codes to the printer you can use printer programs for double strike, italics etc. You can run these programs either before starting Journal or from the DOS Functions selection from the Utilities Menu. Most Shareware distributors and BBS's carry many such printer programs for almost any printer. If your printer has front panel switches, you may use these to change the appearance of statements or printed reports. 14 ROSEWOOD JOURNAL MAIN MENU 1. Enter Invoice Data 2. Change Invoice Data 3. Enter Payments on Account 4. Change Payments on Account 5. Accounts Receivable Menu 6. Reports Menu 7. Utilities Menu 8. Exit Program 1. Enter Invoice Data To begin entering new invoices, press <1>, F1, <e> or <E> (Rosewood Journal is not case sensitive). You then will be presented with a screen which will ask you the month and the year in which you want the invoices entered. The default is the current month and year if you are just starting the program, or the month that you have been working on in another part of the program. If the current date, for example, is October 1992, these are the defaults, and if that is the month and year you wish, you only need press <Enter> to accept them. If it is not the month that you wish, you can (a) type the name of the month in full (upper case or lower case or a combination of both), (b) type the first three letters of the month, or (c) type the number of the month (1 for January, 3 for March etc.). If the default year is wrong, type the year that you wish in full (1991 for example).The screen will then clear and the "Enter Invoices" screen will appear. First, you will be asked to "Enter Invoice Number or <Esc> to quit". There will be a default invoice number shown. If you have stumbled onto this screen by mistake, you only have to press <Esc> to go back to the Main Menu. If it is the first time that invoices have been entered for this month, the default number will be "1". If invoices already have been entered for the month, the default number will be the last invoice number entered plus one. If the default number is not the same as the invoice number you intend to enter, you should enter the proper number (up to six digits, numerical only). If the default number is correct, you only need to press <Enter>. Subsequent invoice numbers will be increased by one each time, thus saving keystrokes. PLEASE NOTE that Rosewood Journal will not complain if you enter identical invoice numbers in any given month, but the report results may be inaccurate. You may have identical invoice numbers in different months without incurring any problems. You next will be asked to "Enter the Invoice Date (e.g. 15)". This means the day of the month. The default is "1" or the date 15 ROSEWOOD JOURNAL of the last invoice entered in the current session. Again, press <Enter> if the date is correct. Rosewood Journal will not accept invalid dates such as February 30. Next, you will be asked to "Enter Customer's Name". Enter the customer's name (please see the section on "Indexing" for information on how best to enter names), or you may use one of the softkeys displayed at the bottom of the screen. See the section under "Utilities" to learn how to set up these keys so that frequently used customers' names can be entered with one keystroke. Maximum length is 35 characters if entered manually or 15 if entered by softkey. The next invoice entry item is "Enter "R" if this Invoice is to be Added to Accounts Receivable". IF ANY PORTION OF THE INVOICE BEING ENTERED HAS NOT BEEN PAID IN FULL PRESS <R> (upper or lower case) and <Enter>. See the section on "Enter Payments on Account" if a partial payment has been made. If, however, the invoice has been paid in full, then press <C> (for "cash") or <ENTER>. Next you will be asked to "Enter Gross Invoice Amount." Gross invoice amount is the "bottom line," that is, the amount of the sale INCLUDING sales tax(es). After entering the gross invoice amount, you will be asked to "Enter Sales Tax #1 amount". Enter the amount of the sales tax or, if it is zero, simply press <Enter>. Do the same for "Enter Sales Tax #2 amount". Please note that you can change the number of taxes (0, 1 or 2) and the names of the taxes from the "Utilities Menu". If you have made an error, use the cursor keys to move around the screen to correct it. Running totals for the month are listed near the bottom of the screen for your information. You will then be presented with a decision line as follows: "<Q> to quit entering invoices. <R> to Re-do. <Enter> to continue. <Esc> to abort entry of this invoice". If you have finished entering invoices for now, press <Q>; if you want to re-do the invoice to correct a mistake, press <R>, if you have more invoices to enter, press <Enter>, Press <Esc> if you do not want to enter this invoice after all. If the invoice just entered was NOT an "R" (receivable) invoice and you pressed <Q>, the invoice will be added to the invoice file for the current month and you will be returned to the Main Menu. If you pressed <Enter> you will be returned to the Enter Invoice Screen and the invoice number will be increased by one. If you pressed <Esc> the invoice will not be entered into the file for the current month. 16 ROSEWOOD JOURNAL If the invoice just entered was a "R" (receivable) invoice and you pressed <Q> or <Enter>, the program will search the list of your current customer accounts for a possible match. Please see the sections on "Indexing" and "Search Options" for ways to make this feature work best. For example, if the customer's name entered for the current invoice is "Bagnasty", and you have already set up customer accounts for one or more persons with the name "Bagnasty," the program will show a screen with the first occurrence of the name. If this is the account to which you wish to apply this invoice, press <Enter>. If the customer account shown is not the one to which you wish to apply the invoice, continue the search by pressing <N> for "next". If no other match is found or if you pressed <Esc> in order to go directly to the list of accounts, you will be presented with a complete list of all existing customer accounts. Use <PgUp>, <PgDn>, <Home> & <End> to scroll through the list of names. A decision line will ask, "To which account do you wish to put invoice number xxxxx or press <0> (zero) to open a new account". If the invoice is to be charged to an existing account, enter the number of the account. If it is to be charged to a new account, press <0> (zero) and another screen will come up and you will be asked to enter the name, address and phone number of the customer. After entering this information, you will be returned either to the Main Menu or to the Enter Invoice Screen depending on whether you pressed <Q> or <Enter>. Indexing Customer Accounts are sorted alphabetically by name. Normally, the sort is carried out from left to right; Mr. Theodore L. Bagnasty would be indexed on the letter "M". Bagnasty, Mr. Theodore L. would be indexed on the "B" but the look of statements sent to customers is not good if the last name comes first. To correct this, Rosewood Journal allows you to enter an indexing character directly before the part of the name on which you wish to index. The character is the circumflex, <^> which is sometimes called the control character or caret. In any case the character is <SHIFT F6> on the keyboard. Entering "Mr. Theodore L.^Bagnasty" will cause the program to index on the "B" but print the name properly on customer statements. the <^> will not be seen on the statements because the program changes the character to a space before printing. It will be seen in certain parts of the program such as the list of customer accounts so that you will know that this entry is indexed using <^>. 17 ROSEWOOD JOURNAL Search Options If the current invoice being entered is an "R" (receivable) invoice, Rosewood Journal first searches the list of customer accounts to find if an account is already set up for the name entered for the current invoice. If the program finds a match, the name, address and account number is displayed as outlined above. Actually the search is done using the first 5 characters of the customer's name as entered on the Invoice Entry Screen. For example, if you have an invoice for Mr. Theodore L. Bagnasty, the program will search for "Mr. T". For this reason it is better to enter "Bagnasty" on the Invoice Entry Screen. The program will search the entire customer account file for "BAGNA" (Journal is not case sensitive). This search feature is more suited to businesses which do business with clients on a continuing basis such as wholesalers. A company which installs new furnaces for residential clients is not likely to be able to use the same customer account for several years at least. In this case the search feature might be a hindrance. The search feature can be turned off by a "command line switch." When you start Rosewood Journal, instead of typing <RJ>, type <RJ NS>. The "NS", for "no search" will disable the search feature. 2. Change Invoice Data If you discover that you have made an error entering invoice data which was not corrected at the time of entry, you may correct the error by using the "Change Invoice Data" option. You will be asked the month and year for the invoice. After entering these, you will be shown the list of invoices for that month. When you have found the invoice that you wish to change, enter the invoice number and press <Enter>. You will be shown a screen containing the invoice as originally entered. Make any changes required and the data will be updated. You may press <Enter> to accept any line as is. If the invoice as changed is an "R" invoice, you will be asked to assign it to an account as was done in the "Enter Invoice Data" option above. 3. Enter Payments on Account This option serves two purposes. The first is to enter any deposits or down-payments entered on invoices so that the accounts receivable will show the proper amount. The second purpose is to enter payments made to accounts, typically recorded in a receipt book. In either case, you will be asked to enter the month and year in which to enter the payment. The screen will then show a list of customer accounts. You can move through the 18 ROSEWOOD JOURNAL list using the cursor keys. Locate the proper account and type the account number to which you wish to credit a payment. If you wish to open a new account, press <0> (zero) and enter the customer account data as requested. You will then be asked to enter the day of the month on which the payment was made and the amount of the payment. After you have done this you will be asked whether you wish to credit another payment on account or not. If you press "Y" the above process repeats, if "N" you are returned to the Main Menu. 4. Change Payments on Account This option works much like number 3 above and will give you the opportunity to change any "On Account" entry. 5. Accounts Receivable Menu This option transfers you to the Accounts Receivable Menu which is described later. 6. Reports Menu This option transfers you to the Reports Menu which is described later. 7. Utilities Menu This option transfers you to the Utilities Menu which is described later. 8. Exit Program Use this option when you are finished using Rosewood Journal. This is the ONLY acceptable way to quit the program. Data may be lost if you reboot or turn off the computer without exiting through "Exit Program". If you stumble into the exit screen, you will be given an opportunity to go back to the program. 19 ROSEWOOD JOURNAL ACCOUNTS RECEIVABLE MENU 1. View or Print Individual Accounts 2. Print All Statements for Month 3. Establish New Customer Accounts 4. Modify Customer Accounts 5. List Customer Accounts 6. Exit to Main Menu 1. View or Print Individual Accounts This option allows you to view (on the screen) or print (on paper) an individual customer's account as of the end of any month that you choose. After entering the month and the year, you will be presented with the following decision line: "Enter the number that you wish to view, or Press <Enter> to view active accounts, or <Esc> to exit". If you know the account number which you wish to view, simply enter that number, and the customer's statement for that month will be printed on the screen, or on paper as you choose. If you do not know the account number for the customer, press <Enter> and you will be presented with a list of existing accounts. Another decision line will appear as follows: "Type Account Number and press <Enter>. <Esc> to abort". After locating, by scrolling if necessary, the account you wish to view or print, type in the account number that you wish and press <Enter>. As above, that account will be processed for viewing or printing. 2. Print All Statements for Month This option allows you to print or view statements for all accounts as of the end of any specified month. Accounts with zero balances but with activity during the specified month will be printed. Other accounts with zero balances will not be printed. These statements are designed to fit properly into a standard business size window envelope. You can start printing at the first customer or at any account number. After the printing starts, you may press <Esc> to stop the printing after the end of the current statement. You will be given the option to continue at the next statement or to exit to the Accounts Receivable menu. 3. Establish New Customer Accounts This option is provided for those people who may wish to establish new customer accounts before entering invoices. It is only necessary to enter the customer's name, address, etc. The same process is entered into automatically from the "Enter 20 ROSEWOOD JOURNAL Invoice Data" option, and from the "Enter Payments on Account" option on the Main Menu. 4. Modify Customer Data You may make any changes in a customer's name, address, tele- phone, etc. from this option. You will be presented with a list of existing accounts from which to choose. 5. List Customer Accounts This option allows you to list, on the screen or on paper, a complete list of all existing customer accounts along with addresses and telephone numbers. This list can make it simpler to view individual statements because you will not have to wait while all accounts are printed on the screen before selecting the one account that you wish. 6. Exit to Main Menu This returns you to the Main Menu. 21 ROSEWOOD JOURNAL REPORTS MENU 1. Monthly Report 2. Yearly Report 3. Accounts Receivable List 4. Payments on Account List 5. General Ledger Report 6. Exit to Main Menu 1. Monthly Report This option produces a summary for any particular month of all invoices for that month. It may be printed on the screen or on paper. 2. Yearly Report This produces a report showing the individual monthly totals of invoices for any fiscal year in which invoices have been entered. The report can be printed on screen or on paper. 3. Accounts Receivable List This option produces a list of all customer accounts with non- zero balances as of the end of any month requested. The accounts are "aged"; that is, the amounts for any customer account will be listed as "current", "30 days", "60 days", or "90+ days". Negative balances will always be shown as current. 4. Payments on Account List This produces a list of payments to customer accounts for any selected month. 5. General Ledger Report This report gives you a summary of amounts to be entered into your general ledger (whether it be a manual or computer system) and tells you the accounts to which the totals are to be entered. The general ledger accounts to which information from Rosewood Journal is to be entered are: 1) Sales Account, 2) Sales Tax #1 Payable Account, 3) Sales Tax #2 Account, 4) Bank Account, 5) Accounts Receivable Account. Your system may use somewhat different names for these accounts but they will be in your bookkeeping system. Ask your accountant for help with these account names, if necessary. If your business has no accounts receivable (none of your customers ever owes you money), the entries for accounts receivable will be zero and can be ignored. This report also lists an "Audit Trail". This lists all accounts 22 ROSEWOOD JOURNAL receivable activity for the selected month as it was actually entered into the computer. It will help you to find entry errors (e.g. entering an invoice to account 12 instead of 11). You can compare the "Monthly Report", the "Payment on Account" list and the "Audit Trail" to insure that data was entered correctly. Accountants and auditors love audit trails and this report may please and calm them. 7. Exit to Main Menu This option returns you to the Main Menu. 23 ROSEWOOD JOURNAL UTILITIES MENU 1. Change Company Details 2. Dos Functions 3. Housekeeping 4. Change Screen Colours 5. Change Tax Names 6. Change Softkey Settings 7. Print Mailing Labels 8. Exit to Main Menu 1. Change Company Details This option allows you to change details of YOUR company (name, address etc.) and the drive and/or directory where the program data can be found. The directory and sub-directory name can be up to 29 characters long. The program actually allocates 30 spaces but reserves 1 space for a trailing "\" which is automatically added if you do not do it yourself. See your DOS manual for details on drives, directories and paths. The entry for the data directory MUST be the directory where the DATA is kept. If you keep RJ.EXE in the same directory as the data, and that directory is the logged directory, you can leave the section blank. You must choose the month in which your fiscal year begins. WARNING!! The fiscal year should be chosen BEFORE invoices are entered because the file which holds the yearly totals is initialized with this option. If you are going to change your fiscal year, it is best to start a new data disk so that the data can be entered properly. If, through some mishap (we all make them), you have entered or changed to a wrong fiscal year after you have entered invoices, you must follow these instruc- tions to rectify the problem: 1. From DOS, erase the current yearly total file. This will be called "TOTALS94.DAT" if the year is 1994; "TOTALS96.DAT" if the year is 1996, etc. 2. From Rosewood Journal, enter the "Change Invoice Data" option from the Main Menu. Make a "null" change in one invoice in each month in the year for which you have data. That is, call up one invoice for changing in each month, but simply press <Enter> for each item such as name, gross invoice amount, etc. This 24 ROSEWOOD JOURNAL will "fool" the program into writing a new and correct year total file. If this seems complex, please remember that this procedure probably never will need to be done. Also, you are most likely to make this error when experi- menting with the program rather than when you are using it. 2. DOS Functions This option will "shell" to DOS. You may run a directory, erase a file, or even run another program. When you are ready to return to Rosewood Journal, type "Exit" and press <Enter>. A copy of the DOS file, "COMMAND.COM" must be installed where DOS can find it. Do not erase or change files belonging to Rosewood Journal. 3. Housekeeping This option "cleans up" the accounts receivable files. Clean up is needed from time to time because all receivable data remains in the files, "RECEIVE.DAT" and "CUSTACCT.DAT", even if some accounts have been paid and therefore have zero balances. This data is kept because you may wish to find the status of an account as of several months ago. Eventually, the receivable files will become so large that the speed of the program will become unacceptably slow. When this will happen depends on how many accounts receivable entries you have and your patience when waiting for a listing of accounts receivable. The most natural time to invoke this option is at the end of your fiscal year. You will be asked for the month to start the housekeeping. For example, if you choose December 1996, the program will examine each customer account in turn. Let us say that your first account is for "Able Cleaners". Any "R" invoices or payments on account for Able Cleaners in December 1996 will be left as they were entered with no changes. All "R" invoices for Able Cleaners for November 1991 will be combined into one entry which will have an "invoice" number beginning with "A". All payments made by Able in November will likewise be combined into one entry beginning with "Q". Another set of entries will be made for invoices and payments made in October (60 days). Invoices and payments from September and older (90+ days) will similarly be combined except if the net amount (invoices minus payments) for that period equals zero, no new entries will be made. By combining recent invoices and payments and deleting old ones which have been paid, the size of the "RECEIVE.DAT" file is reduced and speed is increased. After this stage of the housekeeping has been completed you will be shown the name and number of each customer 25 ROSEWOOD JOURNAL account which has a zero balance. You will be given a choice of keeping or deleting it. If you will be using this account again within a reasonable time, keep it. If not, it is best to delete it. Please note that deletions do not reduce the actual size of the "CUSTACCT.DAT" file but the file will "work" faster because the deletions will be by-passed. Deleted account numbers will be re-used as you add new accounts. Users who have large volumes of invoices and receivables may wish to perform housekeeping more frequently than yearly. It is recommended that you keep 3 full months of raw data. That is, if it is now June 30, do the housekeeping as of March 31. After the housekeeping process is complete, the original data will be saved in files named, "RECEIVE.OLD" and "CUSTACCT.OLD". A new "CUSTOMER.IDX" file will automatically be generated. You will be prevented from making any changes in invoices or payments on account in those months prior to the housekeeping. If any changes are absolutely necessary they will have to be done by either a credit note or a debit note. IT IS STRONGLY URGED THAT YOU MAKE A COPY OF YOUR DATA DISK BEFORE BEGINNING THE HOUSEKEEPING PROCESS. If you have made a disk back-up of your data files, the ".OLD" files can be deleted. If you have not made a back-up, the ".OLD" can always be renamed to ".OLD" files from DOS. If you do more than one housekeeping the old ".OLD" files will be written over. 4. Change Screen Colours If you have colour monitor, you can change the screen colours to your own liking. Simply follow the prompts on the screen and when the selection is complete your new colour scheme will be in effect. If you wish you can return to the default settings by pressing <D> for "Default" when prompted. 5. Change Tax Names As shipped, Rosewood Journal is set to account for two levels of sales tax, "Sales Tax #1" and "Sales Tax #2". You can change this to one sales tax or none depending on the needs of your business. In addition, you can change the name(s) of the tax(es) to whatever you choose. The only restriction is that the length of the names must not exceed 12 characters and spaces. 26 ROSEWOOD JOURNAL 6. Change Softkey Settings Rosewood Journal uses two separate "softkey lines". The first is displayed at the bottom of the "Enter Invoice" screen, the second at the bottom of the "Add Customer Accounts" screen. Both are there to save you keystrokes. The "Enter Invoice" softkeys generally are used to enter the names of customers who frequently do business with you (e.g. National Tar), or for a standard amount of an invoice (your widgets are all sold for 498.64), or for entries such as "Cash Sale". The "Add Customer Accounts" softkeys are used for frequently used names of towns, cities, states or provinces. If you do most of your business in Sas- katchewan, it is nice to be able to enter it with one keystroke. After choosing the "Change Softkey Settings" option, you will be asked which of the two softkey lines you wish to enter or change. After making your choice, you will be asked, "Which Softkey would you like to change or <Esc> to exit". If, for example, you wish to change F6, press <6> (not F6). You can then type the text or numbers that you want to have typed when you press <F6>. The maximum length of the entry is 15 characters. Rosewood Journal will display the first 5 characters in the appropriate spot on the softkey line. You may continue adding or changing softkey definitions until you choose the exit <Esc> option to return to the Utilities Menu. 7. Print Labels This option allows you to print mailing labels for your customer accounts on standard 5 line, continuous form, continuous feed, 3 1/2 inch by 15/16 size labels. You have the option of printing labels for all or selected customer accounts. You will be given an opportunity to print one or more test labels so that you can align your printer's print head before actually printing labels. You can also print any number of labels for your own business. These are handy as return address labels. 8. Exit to Main Menu This option will transfer you to the Main Menu. FILE LENGTHS AND NAMES IN ROSEWOOD JOURNAL All files written by Rosewood Journal are random access, fixed length with no delimiters between fields and no carriage returns or line feeds at the end of records. The data in the monthly files (e.g. JAN91.DAT) are all stored as strings. The same is true for the customer account file (CUSTACCT.DAT) except that the customer account number is stored as an integer. 27 ROSEWOOD JOURNAL The details of the fields for the monthly files are: Invoice Number: length 6 bytes Invoice Date: length 2 bytes Customer Name: length 35 bytes Gross Invoice Amount: length 9 bytes Sales tax #1 Amount: length 8 bytes Sales tax #2 Amount: length 8 bytes Receivable: length 1 byte "R" identifies the invoice as receivable Each record then is 69 bytes long whether or not some of the fields are empty. The details of the customer account file (CUSTACCT.DAT) are: Account number (integer):length 2 bytes Customer Name: length 35 bytes Contact: length 35 bytes Street: length 35 bytes City: length 25 bytes Province or State: length 20 bytes Postal Code or ZIP: length 12 bytes Phone: length 15 bytes Remarks: length 35 bytes The total length of each record in the CUSTACCT.DAT file is 214 bytes. The above should give sufficient information to export your data to most programs. CONVERTING FILES FROM PREVIOUS VERSIONS OF ROSEWOOD JOURNAL Versions 2.xx and 3.xx of Rosewood Journal used different file structures than version 4.xx. Older files will have to be converted to the new format. A conversion program which will quickly and easily effect the change is supplied to every registered user. INTEGRATING YOUR PREVIOUS RECEIVABLE FILES Unless you are starting a new business, it is likely that you will have accounts receivable "on the books" when you begin using Rosewood Journal. These can be integrated into Rosewood Journal. Let us assume that you are starting to use Rosewood Journal on the first day of your fiscal year which begins January 1, 1990. 28 ROSEWOOD JOURNAL Using the "Enter Invoice Data" option for December 1989 (or for whatever month the previous receivable was incurred), enter all your previous receivables as invoices, being sure to press the <R> (receivable) option. After you have entered all your previous receivables and, in the process, set up accounts for them, you may, if you wish, delete the "DEC89.DAT" (or the other previous months which you may have used) and the "TOTALS89.DAT" file. Your previous accounts receivable will now be integrated with the records that you will be entering for 1990. PROGRAMMING DETAILS Rosewood Journal is programmed in Microsoft QuickBasic 4.50 in five modules and an "Include" file. It is compiled with Microsoft VisualBasic Professional Edition Version 1 Compiler. The resulting object files are linked with Microsoft Segmented Executable Linker version 5.31. The program is extensively error protected, both by "on error" routines and by "protecting inputs". Every effort has been made to prevent the user from entering inappropriate data such as invalid dates, alphabetical data where numerical data is expected, inputs longer than allowed and even spelling mistakes. In many cases the program will give a message telling you what the error is. In other cases, the program will beep and return you to the input line expecting that you will realize your error. Messages for every single error would unnecessarily bloat the program. The error routines are designed to save your data wherever possible. If, however, you have placed the wrong disk in the drive which holds the data (perhaps after shelling to DOS), you may lose some data. If you get a message, "Data Disk problem: is the proper disk in place?", please use the "Reports" option to check whether any data which you have entered after such an error has in fact been written to the file. The program was written on a Hyperion (more or less IBM compatible, now defunct) computer with 640K ram and two 360k floppy drives and, more recently a Genix (IBM clone) 80386 with one 40mb hard disk, a 120mb hard disk and a VGA monitor. All documentation has been written using WordPerfect 5.1. There are no machine specific routines, so that the program should run on any computer using MS/PC DOS 2.10 or higher. CHANGES AND ENHANCEMENTS Rosewood Software is vitally interested in your comments and suggestions, or your ideas for new programs. If you like Rosewood Journal but would like customized changes for your specific business, please contact us. Hearing from you, the user, helps us to provide you with a better product. 29 ROSEWOOD JOURNAL SHAREWARE The only way that you can be assured of a continuing supply of low-cost, quality software for almost any purpose, is to support Shareware. Shareware is non-shrink-wrapped, low cost software that you try at your own convenience. Shareware is used by everyone from individuals to the largest multi-national corpora- tions. Shareware, as a marketing concept, trusts you, the user, to buy it if you like it. If you like Rosewood Journal, and if you use it, please send your registration fee today. For your convenience, there is an order form (ORDER.FRM) which you can print from your Rosewood Journal distribution disk. Send your registration fee to: ROSEWOOD SOFTWARE 135-10 LIVONIA PLACE SCARBOROUGH, ONTARIO CANADA M1E 4W6 (416) 284-6119 CompuServe 70461,2507 Internet 70461.2507@compuserve.com Member of The Association of Shareware Professionals (ASP) THANK YOU!! 30