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TAKIN' CARE OF BUSINESS! tm POINT OF SALE/INVOICING USER'S MANUAL Version 1.0 Hooper International, Inc. P.O. Box 50200 Colorado Springs, CO 80949 Copyright (c) 1986-1991 by Hooper International, Inc. All rights reserved. Takin Care of Business is a trademark of Hooper International, Inc. TAKIN' CARE OF BUSINESS! COPYRIGHT NOTICE TAKIN' CARE OF BUSINESS is not a public domain program. It is Copyright (c) 1986-1991 by Hooper International, Inc. No part of this manual may be reproduced or translated, in any form or by any means, without the prior written permission of Hooper International, Inc. Copyright (c) 1986-1991 Hooper International, Inc. WARRANTY INFORMATION Hooper International, Inc. licenses this software and manual "as is" without warranty of any kind, either expressed or implied; including, but not limited to, the particular purpose. Hooper International, Inc. does not warrant that the TAKIN' CARE OF BUSINESS software will meet your requirements, or that the operation of TAKIN' CARE OF BUSINESS will be uninterrupted or error free. In no event will Hooper International, Inc. be liable for incidental, consequential, indirect or other damages including any lost profits or lost savings, arising from the use of, or inability to use, these programs; even if Hooper International, Inc. has been advised of the possibility of such damages, or for any claim by any other party. Please keep in mind, we do not accept returns or give refunds on registered copies. We will, for a period of up to 90 days from initial shipping date, replace defective disks for a minimal shipping and handling charge of $7.50. Defective disks must be returned prepaid and insured by sender. In this way, we are assured of complete customer satisfaction. As you can see, we value your business. Information in this manual is subject to change without notice and does not represent a commitment on the part of Hooper International, Inc. This product could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein. These changes may be incorporated in new additions of this publication. TAKIN' CARE OF BUSINESS! TABLE OF CONTENTS COPYRIGHT NOTICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 WARRANTY INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . 2 SECTION ONE - INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . 4 1a - The POS/Invoicing Module . . . . . . . . . . . . . . . . . . . . 4 1b - Integration/Operation. . . . . . . . . . . . . . . . . . . . . . 5 1c - POS/Invoicing Setup. . . . . . . . . . . . . . . . . . . . . . . 5 SECTION TWO - TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . 7 2a - Transaction Data Fields. . . . . . . . . . . . . . . . . . . . . 7 2b - Entering Product Invoices. . . . . . . . . . . . . . . . . . . 9 2c - Entering Service Invoices. . . . . . . . . . . . . . . . . . . 11 2d - Points To Remember . . . . . . . . . . . . . . . . . . . . . . 14 SECTION THREE - REPORTS. . . . . . . . . . . . . . . . . . . . . . . . 15 3a - Explanation of Reports . . . . . . . . . . . . . . . . . . . . 15 3b - General Instructions for Generating Reports. . . . . . . . . . 15 3c - POS/Invoicing Journal Report . . . . . . . . . . . . . . . . . 16 3d - Product Invoices . . . . . . . . . . . . . . . . . . . . . . . 17 3e - Service Invoices . . . . . . . . . . . . . . . . . . . . . . . 17 3f - Non-Posted Transaction Journal Report. . . . . . . . . . . . . 18 3g - G/L Distribution Report. . . . . . . . . . . . . . . . . . . . 18 SECTION FOUR - UTILITIES . . . . . . . . . . . . . . . . . . . . . . . 20 4a - Sort Transactions. . . . . . . . . . . . . . . . . . . . . . . 20 4b - End-of-Period Posting. . . . . . . . . . . . . . . . . . . . . 21 4c - Configuration Settings . . . . . . . . . . . . . . . . . . . . 22 SECTION FIVE - HINTS AND SUGGESTIONS . . . . . . . . . . . . . . . . . 24 LIST OF FIGURES. . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 APPENDIX A - SAMPLE REPORTS. . . . . . . . . . . . . . . . . . . . . . 26 APPENDIX B - DISK FILENAMES. . . . . . . . . . . . . . . . . . . . . . 27 INDEX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 TAKIN' CARE OF BUSINESS! SECTION ONE - INTRODUCTION 1a - The POS/Invoicing Module This module allows you to create and print either product or service invoices while at the same time creating the appropriate transactions for interface with Inventory, Accounts Payable and General Ledger modules. With this module you can create invoices on-the-fly or enter data now and print the invoices later. The greatest benefit of this module is that you can print invoices on- the-fly, while the system automatically creates ALL transactions necessary to: reduce your on-hand inventory levels; add credit customer purchases to Accounts Receivable balances; and create General Ledger journal entries to record the sale (income). Many pop-up windows for inventory items, customers, specific costing and price levels make this module very easy to use with minimal effort. When using this module with Inventory and/or Accounts Receivable, most of your data input chores are eliminated because data is automatically transferred from these other modules. Integrated data includes price levels, inventory items, bill to/ship to addresses, due days, terms and sales tax. These interfaces make invoice creation very fast and efficient. Benefits of using this module are: * On-the-fly invoice printing. * Provides either product or service invoices. * Automatic sales tax calculations. * Ties to Inventory, Accounts Receivable and General Ledger. * Up to 10 pre-defined pop-up service descriptions. * Automatically reduces inventory levels. * Adds credit customers to Accounts Receivable balances. * Records both income and inventory reduction transactions. * Allows for partial payments for credit customers. Some of the great features of this module include: * Unlimited transactions. * Automatic invoice number incrementing. * Ship to/bill to addresses. * Reprint invoices at any time. * Pop-up item number look-up. * Add inventory item numbers on-the-fly. * Add customers on-the-fly. * Three pop-up pricing levels from inventory. * Uses blank paper or preprinted invoices. * Service invoice is the same format as Accounts Receivable invoice. * Up to 50 character description for service invoices. * Retains complete invoice detail. * Supports miscellaneous charges. * Sort transactions in input, date or invoice order. Page 4 TAKIN' CARE OF BUSINESS! Reports Include: * POS/Invoicing Journal * Product Invoices * Service Invoices * Non-Posted Transaction Journal * G/L Distribution Report 1b - Integration/Operation The TAKIN' CARE OF BUSINESS Point of Sale/Invoicing module fully integrates with the Inventory, Accounts Receivable and General Ledger modules. This module's function is to print invoices with on-the-fly option, while generating all appropriate accounting transactions for the three module's above. It will generate transactions which account for income, cash received, accounts receivable, inventory and cost of goods sold. The following describes, from an accounting point of view, what transactions this module performs. GENERAL LEDGER ACCOUNTS DESCRIPTION DEBIT ACCOUNT CREDIT ACCOUNT PRODUCT INVOICE: Cash Sale Cash Income w/Inventory Cost of Goods Sold Inventory Asset Credit Sale (A/R) Accounts Receivable Income w/Inventory Cost of Goods Sold Inventory Asset SERVICE INVOICE: (No Inventory interface) Cash Sale Cash Income Credit Sale (A/R) Accounts Receivable Income Typically (with Inventory), when goods are sold, there are two transactions to be made. The first records the sale (debit cash and credit income) and the second reduces inventory and records cost of goods sold (debit COGS and credit inventory). This module will create both of these transactions. In fact, if you are using the Accounts Receivable module, it will also create the transaction necessary for that module. 1c - POS/Invoicing Setup The following steps are to help you in setting up your new Point of Sale/Invoicing module. They are only a guide and are not intended to replace reading the appropriate sections in this manual. It is assumed that you have already installed TAKIN' CARE OF BUSINESS on your hard disk and have started the program. If this is not the case, refer to the Getting Started User's Manual before reading any further. Page 5 TAKIN' CARE OF BUSINESS! 1. If you are using the Accounts Receivable or Inventory modules, you MUST set up these modules before you can set up this module. If you have not done so, please set up these modules now. If you have already set up these modules, or are not using them with this module, continue with step 2. 2. Go to the POS/Invoicing Utility Menu. From this menu, select Configuration Settings and set your configuration options. This process sets up your interface with other modules, invoice forms, service descriptions, printer port and other options. It is mandatory that this process be performed before continuing. See section 4c - "Configuration Settings" for further details. 3. You are now ready to use POS/Invoicing and enter/print your invoices. From the POS/Invoicing Main Menu, select "Transactions Menu". From that menu select either "Input Product Invoices" or "Input Service Invoices". See Section Two - "Transactions" for further instructions. NOTE: If, in the above configuration settings, you have selected "N" to the "Interface To Inventory" prompt, only the "Input Service Invoices" transaction is allowed. 4. After you have entered transactions (invoices), you can print reports on-the-fly or from the POS/Invoicing Main Menu. Select "Reports Menu" to print reports. See Section Three - "Reports" for information on different reports. Page 6 TAKIN' CARE OF BUSINESS! SECTION TWO - TRANSACTIONS Transactions are the input of information needed to create an invoice. Any time you need to create an invoice, you would proceed to the "Transactions Menu" from the POS/Invoicing Main Menu. All transactions (invoices) entered will affect sales (income) and cash amounts. If you are interfacing this module with Inventory and/or Accounts Receivable modules, the appropriate transactions for these modules is also made. This module supports both product and service invoices. If you are using this module with the Inventory module, you will be able to create both types of invoices. When entering product invoices, integration with Inventory allows you to select inventory items to be included in this invoice. These items can be both product and service type items. If you only sell services, then service invoices will be better suited for your needs. Service invoices allow you to enter a 50 character description for each line of the invoice. Both purchase and return transactions may be entered here. Purchases have positive quantity figures, while returns have negative quantity figures. The system will automatically adjust transactions accordingly. This section describes how to enter product invoice transactions, as well as service invoice transactions. 2a - Transaction Data Fields The following describes each of the data fields in invoice transactions: INVOICE: (Required) This field allows you to enter the invoice number for this transaction. The default for this field will be automatically incremented from your last entered invoice number. To override this default, simply enter the new invoice number. DATE: (Required) Enter here the date for this transaction. The default for this date will be your computer's current date. REP: (Optional) Enter a four digit abbreviation for the name of the sales person (representative) selling this item. This information prints on the invoice. SHIP VIA: (Optional) Enter the shipping method for this invoice. This information will print only on service invoices. Examples of SHIP VIA might be "UPS Blue" or "Take". FOB: (Optional) Enter the FOB point for this invoice. Again, this information will print on service invoices only. The default for this field will be the FOB setting in the configuration settings. See section 4c - "Configuration Settings" for default setting information. PO NUMBER: (Optional) Enter the customer's purchase order number here. This data will print on both product and service invoices. Page 7 TAKIN' CARE OF BUSINESS! CUSTOMER: (Optional) If this is a cash transaction or you are not using the Accounts Receivable module, leave this field blank. If you are using the Accounts Receivable module, this field, when used, interfaces this invoice with Accounts Receivable. Enter the customer's Accounts Receivable account number in this field. For a pop-up Accounts Receivable customer accounts list, press the <F2> key. Upon selecting an Accounts Receivable customer number, the customer's bill to/ship to addresses, terms and tax rate are loaded into this invoice. ADDRESS: (Optional) At this prompt, press <Enter> and a pop-up ship to/bill to address window will appear. Enter the customer's addresses in these fields. To skip the address fields, press the <Tab> key. If you entered a customer number (above), this information will be picked up from the Accounts Receivable module. SHIP DATE: (Optional) Enter the ship date for this invoice. This date will print on the service invoices only. The default for this date will be your computer's current date. TERMS: (Optional) Enter the terms for this invoice. For cash transactions, you may leave this field blank or enter "Cash". This field will print on the invoice. If you have selected a customer number (above), the default for this field will be loaded from the Accounts Receivable module. MISC CHARGE: (Optional) This field allows you to enter any miscellaneous charge, such as shipping or handling, which will be added as a non-taxable item to the invoice total. QUANTITY: (Required) Enter the quantity of the goods or services to be sold. This number may be negative for customer returns. Any invoice lines with a zero quantity will not be printed on the invoice. NOTE: When a customer returns goods, a new transaction (with a new invoice number) must be created to reflect the return. ITEM NUMBER: (Required) This field is used for product invoices ONLY. Enter the inventory item number being sold. For a pop-up item number listing, press the <F2> key. DESCRIPTION/REFERENCE: (Required) This field has a dual purpose. SERVICE INVOICES: At this prompt, enter the description for this service. To use one of the 10 pre- defined service descriptions (see section 4c - "Configuration Settings"), press the <F2> key and a pop-up window of pre-defined service descriptions will be shown for you to choose from. Page 8 TAKIN' CARE OF BUSINESS! PRODUCT INVOICES: This prompt will default to the description of the item selected above. If this item uses specific unit costing, you must enter the reference (serial) number for the item being sold. For a pop-up window of specific units available for sale, press the <F2> key. T: (Required) This field determines whether this item is taxable or not. Enter "Y" for taxable or "N" for non-taxable. For product invoices, the default for this field is set by the inventory item taxable flag. ACCT #: (Required) This field determines to which income account this item will be posted to. If you have entered a "Sales Income" account in the configuration settings this field is automatically completed and skipped. If your "Sales Income" configuration account is zero you MUST enter an income account number here. For a pop-up chart of accounts list, press the <F2> key. UNIT PRICE: (Required) Enter the per-unit price for the item being sold. For product invoices, this field will default to the selected items "Price A" price. Also for product invoices, you may press the <F2> key for a pop-up list of prices A through C for this item. On service invoices, you may enter a unit price of zero (must have at least 1 in quantity) for a description only line. AMOUNT: This field is automatically calculated and not an input field. This field is the extension of unit price times quantity. 2b - Entering Product Invoices Product invoices are used to record sales of inventory items. This type of invoice is only allowed if this module is interfaced with the Inventory module. All other invoices must be entered using the service invoices as described in section 2c - "Entering Service Invoices". To enter product invoice transactions, select "Transaction Menu from the POS/Invoicing Main Menu. The following screen will appear: Figure 2-1 POS/Invoicing Transactions Menu Then, from the POS/Invoicing Transactions Menu, select "Input Product Invoices" and the following screen will appear: Page 9 TAKIN' CARE OF BUSINESS! Figure 2-2 Add Product Invoice The following transaction will simulate the sale of software: 1. INVOICE: Press <Enter> to accept the default invoice number. 2. DATE: Enter the date of this transaction. 3. REP: Enter an abbreviation for this sales person. 4. SHIP VIA: Enter the shipping method for this sale. 5. FOB: Enter the FOB location or press <Enter> for default. 6. PO NUMBER: Enter the customer's purchase order number. 7. CUSTOMER: If this customer has an Accounts Receivable Account, enter the account number here. For a pop-up customer accounts list, press the <F2> key. For cash sales leave this field blank. 8. ADDRESS: Press <Enter> for a pop-up ship to/bill to address input window. To skip the address, press the <Tab> key. 9. SHIP DATE: Enter the shipping date. 10. TERMS: Enter the terms for this sale. For Accounts Receivable customers, this field will default to their customer configuration. 11. MISC CHARGE: Enter any other charges (Shipping, handling, etc.). 12. QUANTITY: Enter the quantity of items being purchased. 13. ITEM NUMBER: Enter the inventory item number being sold. For a pop-up inventory item number list, press the <F2> key. 14. DESCRIPTION/REFERENCE: If the item number entered above uses specific unit costing, enter the reference (serial) number of the item being sold. If not, press the <Enter> key to continue to the next field. 15. T: Enter "Y" if this item is taxable, or "N", if not. Page 10 TAKIN' CARE OF BUSINESS! 16. ACCT #: Enter the General Ledger income account number for this item being sold. For a pop-up chart of accounts window, press the <F2> key. 17. UNIT PRICE: The default unit price will be "Price A" for this item. For a pop-up listing of prices A through C, press the <F2> key. 18. Continue entering items to be sold on the next line, repeating steps 12 through 16. You may enter up to 19 items per invoice. 19. After all items are entered, press the <F10> key and a window will appear showing the invoice total as shown below: Figure 2-3 Invoice Total Window 20. Enter the amount of payment made at the "Received" prompt. The system will then calculate and display the change owed to the customer. If this is a credit purchase (customer number entered above) you may enter zero or any partial payment amount and the balance due will automatically be added to the customer's Accounts Receivable balance. 21. Lastly, at the "(P)rint Invoice or Inputs Correct" prompt do one or more of the following: A. Press "P" to print an invoice now. You may, however, print it later by going to the reports menu. See Section Three - "Reports" for more information. Please note that selecting "P" does not save the invoice and must be preceded with a "Y" to save the transaction (see below). B. Press "Y" to save the invoice and create all related transactions for inventory reduction, accounts receivable balances, etc. C. Press "N" if the transaction in incorrect. You will then be allowed to make necessary corrections. Press <F10> when done. 2c - Entering Service Invoices Service invoices are used to record sales of services. To enter service invoice transactions, select "Transaction Menu from the POS/Invoicing Main Menu. The following screen will appear: Page 11 TAKIN' CARE OF BUSINESS! Figure 2-4 POS/Invoicing Transactions Menu Then from the POS/Invoicing Transactions Menu, select "Input Service Invoices" and the following screen will appear: Figure 2-5 Add Service Invoice The following transaction will simulate the sale of a service: 1. INVOICE: Press <Enter> to accept the default invoice number. 2. DATE: Enter the date of this transaction. 3. REP: Enter an abbreviation for this sales person. 4. SHIP VIA: Enter the shipping method for this sale. 5. FOB: Enter the FOB location or press <Enter> for default. 6. PO NUMBER: Enter the customer's purchase order number. 7. CUSTOMER: If this customer has an Accounts Receivable Account, enter the account number here. For a pop-up customer accounts list, press the <F2> key. For cash sales, leave this field blank. 8. ADDRESS: Press <Enter> for a pop-up ship to/bill to address input window. To skip the address, press the <Tab> key. 9. SHIP DATE: Enter the shipping date. 10. TERMS: Enter the terms for this sale. For Accounts Receivable customers, this field will default to their customer configuration. Page 12 TAKIN' CARE OF BUSINESS! 11. MISC CHARGE: Enter any other charges (Shipping, handling, etc.). 12. QUANTITY: Enter the quantity of items being purchased. 13. DESCRIPTION: Enter the description of the service being sold. For a pop-up window of your 10 preset descriptions, press the <F2> key. 14. T: Enter "Y" if this item is taxable, or "N", if it is not. 15. ACCT #: Enter the General Ledger income account number for this item being sold. For a pop-up chart of accounts window, press the <F2> key. 16. UNIT PRICE: Enter the per unit cost of the item being sold. 17. Continue entering items to be sold on the next line, repeating steps 12 through 15. You may enter up to 15 items per invoice. 18. After all items are entered, press the <F10> key and a window will appear showing the invoice total as shown below: Figure 2-6 Invoice Total Window 19. Enter the amount of payment made at the "Received" prompt. The system will then calculate and display the change owed to the customer. If this is a credit purchase (customer number entered above), you may enter zero or any partial payment amount and the balance due will automatically be added to the customer's Accounts Receivable balance. 20. Lastly, at the "(P)rint Invoice or Inputs Correct" prompt, do one or more of the following: A. Press "P" to print an invoice now. You may, however, print it later by going to the reports menu, see Section Three - "Reports" for more information. Please note that selecting "P" does not save the invoice and must be preceded with a "Y" to save the transaction (see below). B. Press "Y" to save the invoice and create all related transactions for inventory reduction, accounts receivable balances, etc. Page 13 TAKIN' CARE OF BUSINESS! C. Press "N" if the transaction in incorrect. You will then be allowed to make necessary corrections. Press <F10> when done. 2d - Points To Remember 1. The following describes, from an accounting point of view, what transactions this module creates when adding transactions. GENERAL LEDGER ACCOUNTS DESCRIPTION DEBIT ACCOUNT CREDIT ACCOUNT PRODUCT INVOICE: Cash Sale Cash Income w/Inventory Cost of Goods Sold Inventory Asset Credit Sale (A/R) Accounts Receivable Income w/Inventory Cost of Goods Sold Inventory Asset SERVICE INVOICE: (No Inventory interface) Cash Sale Cash Income Credit Sale (A/R) Accounts Receivable Income 2. When using this module with the General Ledger module (required), transactions will be generated which must be posted to the General Ledger via the General Ledger Utilities Menu. These transactions include debiting cash and crediting income. 3. When also interfaced with the Inventory module (optional), transactions will be generated in the Inventory module which reflect debits to cost of goods sold and credits to the inventory asset account, as if the transaction was actually created in that module (no posting required). 4. When also interfaced with the Accounts Receivable module (optional), transactions will also be generated in the Accounts Receivable module which reflect debits to the accounts receivable account and credits to the income account, as if the transaction was actually created in that module (no posting required). Credit purchases would obviously override the cash transaction in point 2, above. Page 14 TAKIN' CARE OF BUSINESS! SECTION THREE - REPORTS The POS/Invoicing Reports Menu allows you to generate reports from your POS/Invoicing database. This section will explain how these reports can be created. 3a - Explanation of Reports Each of the POS/Invoicing reports can be sent to your monitor's screen for immediate viewing, to your printer for hard copy or to a disk file for later retrieval. Various parameters can be specified to give you the specific report you want. Each of the five available reports are described below. All reports can be printed at any time and as many times as necessary. Samples of these reports are shown in Appendix A and can be printed while using the "SAMPLE" accounts. POS/Invoicing Journal - This report lists all of the transactions which took place during a specific date range. Product Invoices - This report will print product invoices. You may print one or a range of invoice numbers. Only those invoices which were entered as product type invoices will be printed. Service Invoices - This report will print service invoices. You may print one or a range of invoice numbers. Only those invoices which were entered as service type invoices will be printed. Non-Posted Transaction Journal - This report lists all of the transactions which have not yet been posted to the General Ledger module. G/L Distribution Report - This report shows all the debits and credits which will be posted to the General Ledger module within a specified date range. The report provides account numbers, account names and debit and credit amounts in General Ledger account number order. 3b - General Instructions for Generating Reports To generate any report, do the following: 1. From the POS/Invoicing Main Menu, select "Reports Menu". The following screen appears: Figure 3-1 POS/Invoicing Reports Menu Page 15 TAKIN' CARE OF BUSINESS! 2. From the POS/Invoicing Reports Menu, select the report you want to generate (e.g: POS/Invoicing Journal). This example will print the POS/Invoicing Journal report. Other reports are covered later in this section. 3c - POS/Invoicing Journal Report Figure 3-2 POS/Invoicing Journal Input Screen 1. As stated earlier, you can send any of the reports to your monitor's screen (S), to a printer (P) or to a disk drive (D) where the report will be stored as a disk file with its own filename. NOTE: If you try to send a report to a printer and do not have a printer, you will receive an error message. The first prompt on all of the report input screens is the destination prompt. It appears as follows: Screen,Printer,Disk(S,P,D): Entering an "S" for screen or a "P" for printer will send the report to the screen or printer, respectively. If you enter a "D" for disk, the system will prompt you for a disk filename. You can enter any name you wish, following the DOS naming conventions. The report will then be saved on the default disk drive with the filename you entered, followed by a filename extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering "Y" will replace the existing report with the new report. Answering "N" will append (add on) the new report to the already existing report. The disk file is created in ASCII format, thereby allowing it to be imported into a word processor, spreadsheet or database for customized reports. At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the destination of your report. (For this example, enter the letter "S".) 2. For some reports, you will need to specify a date range. The date-prompt format will be the format specified in the System Configuration Settings. Refer to section 4d - "Setting the System Configuration" in the Getting Started User's Manual. The date prompt appears as follows: Page 16 TAKIN' CARE OF BUSINESS! Starting Date: 05-01-90 Ending Date: 05-31-90 These dates determine the starting and ending date for the report and are included in the heading of the report. The date range can be as short as one day. NOTE: The ending date can never be more than one year after the starting date (e.g: starting date as 05-01-90 and ending date as 04-30-91). 3. After entering the date, the report will be sent to the screen. The following discusses the other report selection input screens. Any prompts already discussed will not be covered in detail. 3d - Product Invoices 1. From the POS/Invoicing Reports Menu, select "Product Invoices". The following screen appears: Figure 3-3 Product Invoices Input Screen 2. At the destination prompt, select the destination for your report. 3. At the "Invoice Starting" prompt, enter the first invoice number you wish to print. 4. At the "Invoice Ending" prompt, enter the last invoice number you wish to print. All product invoices within this invoice number range will then be printed. 3e - Service Invoices 1. From the POS/Invoicing Reports Menu, select "Service Invoices". The following screen appears: Page 17 TAKIN' CARE OF BUSINESS! Figure 3-4 Service Invoices Input Screen 2. At the destination prompt, select the destination for your report. 3. At the "Invoice Starting" prompt, enter the first invoice number you wish to print. 4. At the "Invoice Ending" prompt, enter the last invoice number you wish to print. All product invoices within this invoice number range will then be printed. 3f - Non-Posted Transaction Journal Report 1. From the Reports Menu, select "Non-Posted Transaction Journal". The following screen appears: Figure 3-5 Non-Posted Transaction Journal Input Screen 2. At the destination prompt, select the destination for your report. 3g - G/L Distribution Report 1. From the Reports Menu, select "G/L Distribution Report". The following screen appears: Figure 3-6 G/L Distribution Report Input Screen 2. At the destination prompt, select the destination for your report. Page 18 TAKIN' CARE OF BUSINESS! 3. At the Date prompts, enter the date range (as described above) for this report. The report will then be printed. In conclusion, if you are unfamiliar with any of these reports, try printing reports using the "SAMPLE" accounts, as well as referencing Appendix A for samples of these reports. Doing so will give you an idea of how the reports look and how they might be used. Page 19 TAKIN' CARE OF BUSINESS! SECTION FOUR - UTILITIES The POS/Invoicing Utility Menu contains three important menu items, each of which are covered in detail below. To access the POS/Invoicing Utility Menu, select "POS/Invoicing Utility Menu" from the POS/Invoicing Main Menu. The following Menu will appear: Figure 4-1 POS/Invoicing Utility Menu 4a - Sort Transactions TAKIN' CARE OF BUSINESS stores your transactions in the order in which they are entered. This Sort Transactions function allows the user to choose the manner in which transactions are sorted. You can sort as often or as little as you want, as the sort order does not affect the operation of TAKIN' CARE OF BUSINESS. To sort your transactions, do the following: 1. From the POS/Invoicing Utilities Menu, select "Sort Transactions". The following menu appears: Figure 4-2 Sort Transactions 2. From the "Select Sort Order" menu, select one of the three sort options, as shown above. Your transactions will then be sorted automatically. If you have more transactions than the memory can hold, the default disk drive will be used to store a temporary file while sorting transactions. It is important to remember that the default disk drive must have adequate free disk space. If there is not, the sort will be aborted and the transaction file will remain unchanged. Page 20 TAKIN' CARE OF BUSINESS! 4b - End-of-Period Posting The end-of-period posting is performed only at the end of an accounting cycle (usually at the end of the year). This process will close out all of the transactions. All transactions are read (through date selected) and all old transactions removed. The best time to actually run the end-of-period posting is on January 1 or on the first day of the new accounting period. This procedure should be run only after you are certain that there are no more transactions to be posted in the old accounting period and after you have made a usable backup copy of your data files. Note: It is very important to make a usable backup copy of your data files before you run the end-of-period posting. If you need to get a listing of your last accounting period's transactions, your backup data disk is your only way to recreate the last accounting period. Furthermore, once you have run this process, you cannot generate reports for the time period covered by the end-of-period posting. Please refer to section 4g - "Backing Up Data Files" in the Getting Started User's Manual for instructions on how to back up your data files. The only requirement for running an end-of-period posting is if you are running out of disk space. You can keep your transaction files active for as long as you want, provided you have enough disk space. To run the end-of-year posting, select "End of Period Posting" from the POS/Invoicing Utility Menu. 1. The first screen that appears contains several notices and warnings regarding the end-of-period posting process. TAKE HEED OF ALL NOTICES AND WARNINGS ON THIS SCREEN! Press any key to continue. 2. Again, be sure you have made a useable backup data disk. 3. A small window in the middle of the screen says "Do you want to continue:". If you answer "N", you will be returned to the POS/Invoicing Utilities Menu. If you answer "Y", you will be prompted for a post through date as shown below: Figure 4-3 End-of-Year Posting Page 21 TAKIN' CARE OF BUSINESS! 4. At this prompt, enter the ending date of the posting period. For example, if you want to post through the end of the 1991 calendar year, you would enter 12-31-91. To keep the entire last year on-line for historical "look-ups", we recommend that you only post transactions which are two years old (e.g: on 01-01-92, enter a post through date of 12-31-90). 4c - Configuration Settings Configuration settings are very important as it defines your interface with other modules, information about your invoices, printer ports, service descriptions, tax percentages and other information. To set up the configuration settings, select "Configuration Settings" from the POS/Invoicing Utility Menu. The following screen will appear: Figure 4-4 Configuration Settings 1. At the "Interface to A/R" prompt, enter "Y" to interface this module with Accounts Receivable. This will allow access to your entire customer base. 2. At the interface to "Inventory" prompt, enter "Y" if you are using the Inventory module. If not, enter "N". 3. The next four prompts interface this module with the General Ledger module. At the "Cash Account" prompt, enter your General Ledger cash account number. You may press <F2> for a pop-up chart of accounts listing. 4. At the next "Sales Income" account prompt, enter your General Ledger income account number. Again, you may press <F2> for a pop-up chart of accounts listing. This field is optional. If you want the ability to select different income account numbers when entering invoices, enter "0" (zero) here. If you only have one income account, enter that account number here and you will not have to enter an account number when entering invoices. 5. At the "Misc. Income" prompt, select the income account which you are using for your "Misc Charge" when entering invoices. If you only have one income account, enter that number here. This field is mainly for those who need to track their miscellaneous income separately. Press <F2> for a pop-up chart of accounts listing. Page 22 TAKIN' CARE OF BUSINESS! 6. The last interface account is "Tax Liability". At this prompt, enter your tax liability account number. All taxes collected will be posted to this account for easy calculation of tax payment amounts. For a pop-up chart of accounts listing, press the <F2> key. 7. The next six fields allow you to customize where your printer will start printing the invoices. If you are unsure of these settings, use the defaults as shown above. Changing these numbers will only affect the alignment of your forms and are mainly used for single sheet laserjet printers. 8. At the "Service Descriptions" prompt, press <Enter> and a "Pop- up Service Descriptions" window will appear. Here you may enter up to 10 default descriptions and unit prices, which you can pop-up and paste into your service invoices. These default descriptions can save many keystrokes for companies which use the same descriptions over and over. When finished entering your default descriptions and unit prices, press the <F10> key. 9. The next prompt allows you to select which "Forms Printer Port:" to use for invoices. This is a multiple choice field. To change the port selection, press the space bar or click the left button on your mouse. When your choice is shown, press <Enter>. 10. At the "FOB Point" prompt, enter your most common FOB point. This will then become the default when entering invoices. This can save time and keystrokes when entering your invoices. 11. Next, if you are using pre-printed invoices, enter "Y" at the "Pre-printed Invoices:" prompt. If not, enter "N". 12. Lastly, enter the sales tax percent to be used on taxable items at the "Sales Tax" prompt. This tax percentage will be used on taxable items when entering invoices. If you are using the Accounts Receivable module and select a customer number for this invoice, this tax percent will be overridden with that customer's preset tax percentage. 13. After entering the tax percentage, you will be prompted with "Save Changes". Answer this prompt with "Y" to save this configuration or "N" to discard all changes. Page 23 TAKIN' CARE OF BUSINESS! SECTION FIVE - HINTS AND SUGGESTIONS * Using POS/Invoicing with the Inventory module allows you to not only track your sales, but to keep your inventory on-line and accurate every day. No more end-of-month inventory adjustments/calculations to make. * Using POS/Invoicing with the Accounts Receivable module provides easy one step data input for sales to credit customers as all credit transactions will automatically be posted to the Accounts Receivable module and customer balances updated accordingly. * Keep a current backup copy of your data disk each time you update your data. This will safeguard against loss of data due to a power failure or other problem. * Use the Shift-Print Screen keys to make a hard copy of your current screen display. * To pause the printer while printing reports, press any key. Page 24 TAKIN' CARE OF BUSINESS! LIST OF FIGURES Figure 2-1 POS/Invoicing Transactions Menu . . . . . . . . . . . . . . 9 Figure 2-2 Add Product Invoice . . . . . . . . . . . . . . . . . . . . 10 Figure 2-3 Invoice Total Window. . . . . . . . . . . . . . . . . . . . 11 Figure 2-4 POS/Invoicing Transactions Menu . . . . . . . . . . . . . . 12 Figure 2-5 Add Service Invoice . . . . . . . . . . . . . . . . . . . . 12 Figure 2-6 Invoice Total Window. . . . . . . . . . . . . . . . . . . . 13 Figure 3-1 POS/Invoicing Reports Menu . . . . . . . . . . . . . . . . 15 Figure 3-2 POS/Invoicing Journal Input Screen . . . . . . . . . . . . 16 Figure 3-3 Product Invoices Input Screen . . . . . . . . . . . . . . . 17 Figure 3-4 Service Invoices Input Screen . . . . . . . . . . . . . . . 18 Figure 3-5 Non-Posted Transaction Journal Input Screen . . . . . . . . 18 Figure 3-6 G/L Distribution Report Input Screen. . . . . . . . . . . . 18 Figure 4-1 POS/Invoicing Utility Menu. . . . . . . . . . . . . . . . . 20 Figure 4-2 Sort Transactions . . . . . . . . . . . . . . . . . . . . . 20 Figure 4-3 End-of-Year Posting. . . . . . . . . . . . . . . . . . . . 21 Figure 4-4 Configuration Settings. . . . . . . . . . . . . . . . . . . 22 Page 25 TAKIN' CARE OF BUSINESS! APPENDIX A - SAMPLE REPORTS DISK VERSION OF MANUAL DOES NOT INCLUDE SAMPLE REPORTS Page 26 TAKIN' CARE OF BUSINESS! APPENDIX B - DISK FILENAMES TAKIN' CARE OF BUSINESS POS/Invoicing Program Disk Filename Description PS.EXE POS/Invoicing Program file PS.OVR POS/Invoicing Overlay file PS.HLP POS/Invoicing Help file Datafile Names *.PST POS/Invoicing transactions *.PSF POS/Invoicing Configuration Page 27 TAKIN' CARE OF BUSINESS! INDEX INDEX IS NOT INCLUDED ON DISK VERSION OF MANUAL Page 28