ProfitPress Mega CDROM2 Shareware Freeware (MSDOS)(1992)(Eng)

home *** CD-ROM | disk | FTP | other *** search

/ ProfitPress Mega CDROM2 …eeware (MSDOS)(1992)(Eng) / ProfitPress-MegaCDROM2.B6I / APPS / BUSINESS / ROSEJ402.ZIP / JOURNAL.DOC < prev next >

Wrap

Text File | 1991-04-15 | 63.5 KB | 1,516 lines

ROSEWOOD JOURNAL Version 4.02 O P E R A T I N G M A N U A L ROSEWOOD SOFTWARE 135-10 Livonia Place Scarborough, Ontario M1E 4W6 (416) 284-6119 CompuServe 70461,2507 _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER (C) Copyright 1988, 1991 by Rosewood Software and Bert Christensen ROSEWOOD JOURNAL TABLE OF CONTENTS ACKNOWLEDGEMENTS . . . . . . . . . . . . . . . . . . . . . . 4 WARRANTY DISCLAIMER . . . . . . . . . . . . . . . . . . . . . 4 ASSOCIATION OF SHAREWARE PROFESSIONALS OMBUDSPERSON . . . . . 4 LICENSE . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 REGISTRATION INFORMATION . . . . . . . . . . . . . . . . . . 6 THIS MANUAL . . . . . . . . . . . . . . . . . . . . . . . . . 6 TYPOGRAPHICAL CONVENTIONS . . . . . . . . . . . . . . . . . . 7 DECISION LINES . . . . . . . . . . . . . . . . . . . . . . . 7 OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . 7 SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . 7 DEFINITIONS . . . . . . . . . . . . . . . . . . . . . . . . . 8 Journal . . . . . . . . . . . . . . . . . . . . . . . . 8 Invoice . . . . . . . . . . . . . . . . . . . . . . . . 8 Ledger . . . . . . . . . . . . . . . . . . . . . . . . . 8 Statement . . . . . . . . . . . . . . . . . . . . . . . 8 GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . 8 CONFIG.SYS . . . . . . . . . . . . . . . . . . . . . . . . . 8 USING THE PROGRAM WITH YOUR OWN DATA . . . . . . . . . . . . 9 INSTALLATION ON A TWO FLOPPY DISK SYSTEM . . . . . . . . 9 INSTALLATION ON A HARD DISK . . . . . . . . . . . . . 10 AFTER ROSEWOOD JOURNAL IS INSTALLED . . . . . . . . . 10 LISTING OF FILES . . . . . . . . . . . . . . . . . . . . . 10 NOTE ON NUMERICAL ENTRIES . . . . . . . . . . . . . . . . . 12 Credit notes . . . . . . . . . . . . . . . . . . . . . 12 NOTE ON CUSTOMER ACCOUNT NUMBERS . . . . . . . . . . . . . 12 USING YOUR PRINTER . . . . . . . . . . . . . . . . . . . . 12 DETAILED PROGRAM INSTRUCTIONS . . . . . . . . . . . . . . . 13 MAIN MENU . . . . . . . . . . . . . . . . . . . . . . . . . 13 2 ROSEWOOD JOURNAL Enter Invoice Data . . . . . . . . . . . . . . . . . . 13 Change Invoice Data . . . . . . . . . . . . . . . . . 15 Enter Payments on Account . . . . . . . . . . . . . . 15 Change Payments on Account . . . . . . . . . . . . . . 16 Accounts Receivable Menu . . . . . . . . . . . . . . . 16 Reports Menu . . . . . . . . . . . . . . . . . . . . . 16 Utilities Menu . . . . . . . . . . . . . . . . . . . . 16 Exit Program . . . . . . . . . . . . . . . . . . . . . 16 ACCOUNTS RECEIVABLE MENU . . . . . . . . . . . . . . . . . 16 View or Print Individual Accounts . . . . . . . . . . 17 Print All Statements for Month . . . . . . . . . . . . 17 Establish New Customer Accounts . . . . . . . . . . . 17 Modify Customer Data . . . . . . . . . . . . . . . . . 17 List Customer Accounts . . . . . . . . . . . . . . . . 17 Reports Menu . . . . . . . . . . . . . . . . . . . . . 18 Exit to Main Menu . . . . . . . . . . . . . . . . . . 18 REPORTS MENU . . . . . . . . . . . . . . . . . . . . . . . 18 Monthly Report . . . . . . . . . . . . . . . . . . . . 18 Yearly Report . . . . . . . . . . . . . . . . . . . . 18 Accounts Receivable List . . . . . . . . . . . . . . . 18 Payments on Account List . . . . . . . . . . . . . . . 18 General Ledger Report . . . . . . . . . . . . . . . . 18 Accounts Receivable Menu . . . . . . . . . . . . . . . 19 Exit to Main Menu . . . . . . . . . . . . . . . . . . 19 UTILITIES MENU . . . . . . . . . . . . . . . . . . . . . . 19 Change Company Details . . . . . . . . . . . . . . . . 19 DOS Functions . . . . . . . . . . . . . . . . . . . . 20 End of Period Housekeeping . . . . . . . . . . . . . . 20 Change Screen Colours . . . . . . . . . . . . . . . . 21 Change Tax Names . . . . . . . . . . . . . . . . . . . 22 Change Softkey Settings . . . . . . . . . . . . . . . 22 Print Labels . . . . . . . . . . . . . . . . . . . . . 22 Exit to Main Menu . . . . . . . . . . . . . . . . . . 23 FILE LENGTHS AND NAMES IN ROSEWOOD JOURNAL . . . . . . . . 23 CONVERTING FILES FROM PREVIOUS VERSIONS OF ROSEWOOD JOURNAL 23 INTEGRATING YOUR PREVIOUS RECEIVABLE FILES . . . . . . . . 24 PROGRAMMING DETAILS . . . . . . . . . . . . . . . . . . . . 24 CHANGES AND ENHANCEMENTS . . . . . . . . . . . . . . . . . 25 SHAREWARE . . . . . . . . . . . . . . . . . . . . . . . . . 25 3 ROSEWOOD JOURNAL ACKNOWLEDGEMENTS I would like to thank Ed Somervell from Santa Clara, California for his many suggestions and help in debugging, those users who took the time to write to me with suggestions for improvements, and finally my wife, Louise, who saw me through the programming of "Journal" as I saw her through her doctoral thesis. 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. 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. 4 ROSEWOOD JOURNAL LICENSE Rosewood Journal is Copyright (C) 1991 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; 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. 5 ROSEWOOD JOURNAL 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 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. 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 a program which will remove the exhortations to register. Eval- uation disks which do not include registration may be ordered for $10 US or $12 Canadian. Ontario residents please add 8% sales tax. 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, and your telephone number, along with a cheque or money order to: Rosewood Software 135-10 Livonia Place Scarborough, Ontario M1E 4W6 Cheques in US dollars must be drawn on US banks. Cheques in Canadian dollars must be drawn on Canadian banks. C.O.D. orders are not accepted. 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 short and easier to read. 6 ROSEWOOD JOURNAL 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. DECISION LINES A "decision line" is a line (or more) of text, generally at or near the bottom of the screen, which prompts you for a decision. For example, you may see a line which says, "<Esc> to abort. <Enter> to continue". In Rosewood Journal, this is called a "decision line". 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. 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 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 tax should be entered. Rosewood Journal is menu driven and designed to minimize keystrokes. Rosewood Journal 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). SYSTEM REQUIREMENTS Rosewood Journal requires the following minimum configuration: IBM or compatible computer MS/PC-DOS 2.00 or later 1 360K floppy drive, at the very minimum 320K RAM Printer if you wish printed reports and statements. Rosewood Journal will make good use of: 7 ROSEWOOD JOURNAL Another drive (360K, 1.2M, 5", 3.5", hard drive, ram disk) Laser printer (for nicer customer statements). In short, Rosewood Journal should work on most MS-DOS based computers. 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. DEFINITIONS During the testing phase of this program, some people were confused by some of the terms used in Rosewood Journal and in bookkeeping generally. Therefore, some dictionary definitions are included from Webster's New Twentieth Century Dictionary (unabridged)1978 Journal, n, in bookkeeping, (a) a daybook; (b) a book of original entry, used, in the double-entry system, for recording all transactions with an indication of the special accounts to which they belong. Invoice, n, an itemized list of goods shipped to a buyer, stating quantities, prices, shipping charges, etc. Ledger, n, in bookkeeping, the book of final entry in which a record of debits, credits, and all money transactions is kept. Statement, n, an abstract of a financial account, especially of money due. GETTING STARTED 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" 8 ROSEWOOD JOURNAL FILES. THESE NUMBERS ARE THE MINIMUM REQUIRED. THE PROGRAM WILL RUN WITH MORE BUT NOT FEWER FILES. 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 1990. Here is how to start, using the sample files: Copy "RJ.EXE" and all files with the extension ".DAT" from the Rosewood Journal Distribution Disk or from the archived file to a disk formatted with the "format/s" option. In other words, copy it to a formatted disk with system. Then place this disk in drive "A" and reboot your computer. At the "A>" prompt, type "RJ" (no quotation marks) 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). USING THE PROGRAM WITH YOUR OWN DATA INSTALLATION ON A TWO FLOPPY DISK SYSTEM 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 quotation marks) 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. After completing the configuration you will be at the Main Menu. The above is only a suggested installation. If you have a high density disk drive you could have the program and the data on the same drive or in another directory. You can also use the data drive/directory as the logged drive. This is done as follows: B: (makes "B" the logged drive) A:RJ (starts RJ.EXE in drive "A" while "B" is the logged drive) It is beyond the scope of this manual to describe the many possibilities for installing the program. Please consult your DOS 9 ROSEWOOD JOURNAL manual or a person familiar with DOS if you should need more help. INSTALLATION ON A HARD DISK 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 either a sub from "ROSEJOUR" or another directory from the root directory. 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. Change the logged drive/directory to the one which has RJ.EXE in it and type "RJ" (no quotation marks) and Press <Return>. Answer the various configuration questions until you reach the Main Menu. There are other ways to install Rosewood Journal. The most important requirements are that Journal must know where the data files are located and that the computer knows where to find "COMMAND.COM". Consult your DOS manual if you should require assistance. 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. 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! LISTING OF FILES "RJ.EXE" is the main program. "JOURNAL.DOC" is this manual. "README.DOC" 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. 10 ROSEWOOD JOURNAL 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: "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 contain 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. "monyr.DAT" e.g. JAN90.DAT stores details of each invoice entered in any particular month. There is a separate file for each month. "TOTALSyr.DAT" e.g. TOTALS90.DAT stores the summary data for each month of any fiscal year. In addition to the above files, two other files are produced after using the "End of period housekeeping" option from the "Utilities" Menu. They are "RECEIVE.OLD" and "CUSTACCT.OLD". These files are generated to preserve old data before the files are purged of unused data at year-end. WARNING!! As with most programs using disk files, it is of the utmost importance that data disks not be exchanged while the program is 11 ROSEWOOD JOURNAL 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 "End of period 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 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 it 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. 12 ROSEWOOD JOURNAL DETAILED PROGRAM INSTRUCTIONS 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>, <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 1990, 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 (1990 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 also 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, 13 ROSEWOOD JOURNAL 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 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 (last name first, please), 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 customer's names can be entered with one keystroke. Maximum length is 35 characters if entered manually or 13 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>. If you should, by mistake, press any other key than <R>, <C> or <Enter>, Rosewood Journal will complain. While in the "Enter Data" function <Enter> has the same effect as <C> so it is easier to use <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: "<Esc> to stop entering invoices. <Enter> to continue". If you 14 ROSEWOOD JOURNAL have finished entering invoices for now, press <Esc>; if you have more invoices to enter, press <Enter>. When you have finished entering invoices and have pressed <Esc>, each invoice for which you have pressed <R> for "receivable" will be presented in turn along with a list of existing accounts.Use <PgUp>, <PgDn>, <Home> & <End> to scroll through the list of names. A decision line will be displayed near the bottom of the screen: Press <Enter> when ready to enter account number". When ready to enter the account number (even if the name is not on the list), press <Enter>. You will then be asked, "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). If the invoice is charged to an existing account, the next "R" invoice will come up on the screen and the process is repeated until there are no more "R" invoices, at which time you will be returned to the Main Menu. If you have pressed <0> for a new account, 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, the next "R" invoice will come up, or, if there are no more, you will be returned to the Main Menu. 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, press <Enter> and then enter the invoice number. 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 list using the cursor keys. Press <Enter> when you have located 15 ROSEWOOD JOURNAL the account number to which you wish to credit a payment or if you wish to open a new account. 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. 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. Reports Menu 7. Exit to Main Menu 16 ROSEWOOD JOURNAL 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 <Enter> to view active accounts or <X> 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: "Press <Enter> when ready to enter account number". After locating, by scrolling if necessary, the account you wish to view or print, press <Enter> and type in the account number that you wish. 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. 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 Invoice Data" 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 17 ROSEWOOD JOURNAL 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. Reports Menu Selecting this option transfers you to the Reports Menu. 7. Exit to Main Menu This returns you to the Main Menu. REPORTS MENU 1. Monthly Report 2. Yearly Report 3. Accounts Receivable List 4. Payments on Account List 5. General Ledger Report 6. Accounts Receivable Menu 7. 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 18 ROSEWOOD JOURNAL 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 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. 6. Accounts Receivable Menu This option transfers you to the Accounts Receivable Menu. 7. Exit to Main Menu This option returns you to the Main Menu. UTILITIES MENU 1. Change Company Details 2. Dos Functions 3. End of Period 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 19 ROSEWOOD JOURNAL added if you do not do it yourself. See your DOS manual for details on drives, directories and paths. In addition, you can 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 "TOTALS88.DAT" if the year is 1988; "TOTALS89.DAT" if the year is 1989, 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 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" you 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 "COMMAND.COM" must be installed where DOS can find it. 3. End of Period Housekeeping This option "cleans up" the accounts receivable files. Clean up is needed from time to time because all receivable data remains 20 ROSEWOOD JOURNAL 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 1990, 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 1990 will be left as they were entered with no changes. All "R" invoices for Able Cleaners for November 1990 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 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. After the housekeeping process is complete, the original data will be saved in files named, "RECEIVE.OLD" and "CUSTACCT.OLD". 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. 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 21 ROSEWOOD JOURNAL 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. 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 <X> 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 13 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 <X> option to return to the Utilities Menu. 7. Print Labels This option allows you to print mailing labels for your customer accounts on standard 6 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. 22 ROSEWOOD JOURNAL 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. JAN90.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. 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 23 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. 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 Quick Basic 4.00 and 4.50, in three modules and an "Include" file. It is compiled with Quick Basic 4.50 compiler using the "/o" (standalone), "/x" (on error),"/ah" (arrays larger than 64K) options. The resulting object files are linked with Microsoft Overlay Linker version 3.69 using the "/e" (exepack) option. 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?", 24 ROSEWOOD JOURNAL 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 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 2.00 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. 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 M1E 4W6 (416) 284-6119 CompuServe 70461,2507 Member of The Association of Shareware Professionals (ASP) THANK YOU!! 25