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Text File | 1991-09-10 | 412.1 KB | 5,338 lines

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TJS LAB does not support users of unregistered DAYO products with the exception of installation questions. 2. Support (included with registration) remains in effect for 1 year after date of registration or purchase. 3. Support is available through the following methods: - Phone: (407) 292-4708 - U.S. Mail: TJS LAB, Inc., PO Box 585366, Orlando, FL 32858-5366 - Compuserve Easyplex: 76367,1401 4. Any errors ("bugs or features') in the program will be corrected and the 'fix' sent promptly (via modem if possible). DAYO AR, TJS LAB Orlando, Florida Table of Contents Page Subject ──── ────────────────────────────────────────────────────────── 1......INTRODUCTION 2......COPYRIGHT/LICENSE 2......DISCLAIMER 2......REQUIREMENTS *** 2......SETUP 3......MAIN MENU 3...... PASSWORD/NAME 4......CUSTOMERS 5...... FULL SCREEN EDIT 5...... ADD CUSTOMER 5...... DELETE CUSTOMER 6...... CUSTOMER SUMMARY 8...... READ CUSTOMER NOTES/MEMOS 8...... RESET CUSTOMER BALANCE DUE 9...... FIND - F5,F6,F7,F8 10......CASH RECEIPTS 10...... CASH RECEIPTS SCREEN 11...... CASH RECEIPTS PROMPTS 12...... APPLYING THE CASH RECEIPT 12...... EXITING CASH RECEIPTS 13......DAYO MAINTENANCE 13...... MAINTENANCE BROWSE 14...... EXAMPLE, MAINTENANCE BROWSE SCREEN 15......REPORTS 15...... REPORTS LISTING 16...... DAYO AR REPORTS MAIN MENU 17...... STATEMENTS 18...... SELECT/FIND CUSTOMER/CLIENT 19...... DIRECT OUTPUT TO PRINTER OR FILE 20...... EXAMPLE - STANDARD STATEMENT - STANDARD FORMAT 21...... EXAMPLE - DETAIL STATEMENT - STANDARD FORMAT 22...... STATEMENT LETTERS 23...... EDIT STATEMENT LETTER - FORM LETTER 23...... SPECIAL FORM LETTER CODES 25...... AGEING REPORT 25...... AGEING SUMMARY REPORT 26...... CUSTOMER CREDIT STATUS REPORT 26...... CUSTOMER CREDIT HISTORY REPORT 27...... TOP CUSTOMER REPORT 28...... CUSTOMER EXPANDED REPORT 28...... CUSTOMER DUMP REPORT 29...... CUSTOMER MEMO/NOTES REPORT 29...... CUSTOMER BILL TO ADDRESS LABELS 30...... CUSTOMER SHIP TO ADDRESS LABELS 30...... CASH RECEIPTS REPORT DAYO AR, TJS LAB Orlando, Florida Table of Contents Page Subject ──── ────────────────────────────────────────────────────────── 31...... TYPE REPORT 31...... SHIPPERS REPORT 31...... TERMS REPORT 31...... TAXCODE REPORT 31...... SALES PERSON REPORT 32...... CREATE A NON-STANDARD INVOICE 33...... CREDIT MESSAGE 33...... INVOICE DETAIL DATA ENTRY 34...... EXIT THE ADDING OF INVOICE DETAIL LINES 35...... INVOICE HEADER 36...... TYPE, TERMS, SHIPPER, TAXCODE 36...... AMOUNT RECEIVED FROM CUSTOMER 37...... FINAL INVOICE OPTION BOX 37...... INVOICE POSTING 38...... PRINT/REPRINT AN INVOICE 39...... DATABASE STATUS REPORT 39...... CONFIGURATION STATUS REPORT 40...... EXAMPLE, CONFIGURATION REPORT (DEFAULT SETTINGS) 41...... PRINTER DRIVER (SETUP) 41...... PRINTER DRIVER OPTIONS 42...... CHANGE DEFAULT PRINTER 43...... FULL SCREEN EDIT - F2 43...... PRINTER DRIVER DATABASE FIELD DEFINITIONS 44...... VIEW REPORTS ON SCREEN 45...... REPORT VIEWING SCREEN 46......DAYO ACCOUNTS RECEIVABLE POST & BALANCE DUE RESET/RECALCULATE 46...... DAYO ACCOUNTS RECEIVABLE POST 47...... AR POSTING FLOWCHART 48...... BALANCE DUE RESET/RECALCULATE 49......CONFIGURATION 49...... CONFIGURATION LISTING 50...... COMPANY NAME, ADDRESS & TELEPHONE 50...... LAST CUSTOMER ACCOUNT NUMBER 50...... LAST INVOICE NUMBER 51...... INVOICE PRINTER TYPE 51...... INVOICE PRINTER PORT 51...... INVOICE COPIES 51...... AUTOMATICALLY PRINT THE INVOICE 52...... STATEMENT PRINTER TYPE 52...... STATEMENT PRINTER PORT 52...... STATEMENT COPIES 52...... INVENTORY DATABASE LOCATION 53...... CUSTOMER DATABASE LOCATION 53...... BACKORDERS DATABASE LOCATION 53...... POS DATABASE LOCATION DAYO AR, TJS LAB Orlando, Florida Table of Contents Page Subject ──── ────────────────────────────────────────────────────────── 53...... GENERAL LEDGER (GL) DATABASE LOCATION/DIRECTORY 54...... DEFAULT TAX CODE 54...... DEFAULT INVOICE TYPE 55...... DEFAULT SHIPPER/METHOD OF SHIPMENT 55...... DEFAULT TERMS 55...... USE CREDIT LIMIT 56...... DEFAULT CREDIT LIMIT 56...... CASH DRAWER 56...... CASH DRAWER SERIAL PORT 56...... REPORT PRINTER TYPE 56...... REPORT PRINTER PORT 57...... 1ST DAY OF FISCAL YEAR 57...... USE POSTDATE 57...... PRINT CONTROL NUMBER ONTO INVOICE 58...... AUTOMATIC GL POSTING 59...... EDIT CLASS CODE RECORD 59...... ADD NEW CLASS CODE RECORD 60...... FIND CLASS CODE 61...... VISUAL INDEXING 61...... AUTOMATIC DAILY INDEXING 61...... COLOR MONITOR 62...... COLOR INTENSITY 63......MISCELLANEOUS ROUTINES 63...... MISC Routines Menu: 64...... APPEND FROM 66...... BROWSE DATABASES 68...... COPY (.DBF) TO 70...... CREATE DATABASE 72...... DELETE RECORDS 73...... ERASE FILE 73...... EXIT TO DOS 74...... INDEX A DATABASE 75...... LIST FIELDS 78...... MODIFY DATABASE 79...... PACK DATABASE 80...... RECALL RECORDS 80...... RETURN TO MENU 80...... RUN (DOS COMMAND) 81...... SIMPLE EDITOR 82...... SORT DATABASE 83...... TYPE (PRINT) FILE 84...... ZAP DATABASE 86......HELP SCREENS 87...... EXPANDED HELP 88...... USER DEFINED & INPUTTED HELP SCREENS/MESSAGES 89...... VIEW DOCUMENTATION ONSCREEN DAYO AR, TJS LAB Orlando, Florida Table of Contents Page Subject ──── ────────────────────────────────────────────────────────── 90......DATABASE STRUCTURE 97......DATA DICTIONARY 101......DAYO AR MAINTENANCE & QUIRKS 103......TJS 'Computer' LAB DAYO AR, TJS LAB Page: 1 ■ INTRODUCTION DAYO AR (Accounts Receivable) is the 'final chapter' to the processing and maintenance of all your Receivables. DAYO AR includes routines to handle cash receipts, customers, invoice types, terms, taxcodes, sales persons, and more. Many reports are included (ie: Ageing, Customer, Sales...). There is a routine to print Statements (ie: SMART, 90, 60, 30 days), and another one to create and print 'non' standard invoices (not applicable to DAYO POS). HP Laser forms are provided as an option for Statements and Invoices. It is by default a multiuser system, allowing almost unlimited numbers of users to have the ability to process AR data simultaneously using this one program while on a PC based LAN/Network. It can, however be run (like all DAYO products), as a 'standalone' application. Some of the DAYO AR highlights are: Multiuser (ie: Novell) Data Entry Validation Cash Drawers (Serial Port Connections) Databases are dBase (tm) compatible HP Laser Special Statements Preprinted Statements Standard Statements HP Laser Special Non-Standard Invoices Preprinted Non-Standard Invoices Standard Non-Standard Invoices Customer Bill To/Mailing Address Labels Customer Ship To/Mailing Address Labels 39+ Configuration Settings Sales Tax Codes Terms Codes Invoice Type Codes Shippers/Method of Shipment Codes Credit Limits Passwords (with DAYO Passwords) Reports Other DAYO Products: DAYO Inventory Inventory Control, Vendors, Purchasing, Receiving DAYO POS Point of Sales Billing & Invoicing DAYO Quotes Sales Quoting System DAYO Price Books Special pricing for your customers as well as a wide range of product catalogs/reports DAYO AP Accounts Payable DAYO BO Back Orders DAYO EOP End Of Period Posting DAYO Passwords Password protect your DAYO system DAYOX Network/LAN Index Maintenance Utility DAYO Smart Reports A variety of reports pertaining to the above modules DAYO AR, TJS LAB Page: 2 ■ COPYRIGHT/LICENSE This manual and software is copyrighted with all rights reserved by TJS LAB. No copying of this manual or software is authorized without the prior written consent of TJS LAB. An exception to this rule is the making of backup copies of registered software disks. No RESALE of any part of the source codes is authorized without the prior written consent of TJS LAB. TJS LAB retains all rights to DAYO AR software, documentation, and source codes. Read the Order Form (last page), for more information on Source Codes... Authorization to distribute the Shareware Version (unregistered) is granted. ■ DISCLAIMER No warrant is made that this software will work in all environments, or with all resident programs and hardware configurations. TJS LAB has tested this software in many environments and found it to perform as expected, however, this software is licensed "AS IS". TJS LAB will not be liable for any damage done to your data, hardware and/or software systems as a result of using DAYO AR. ■ REQUIREMENTS *** IBM or Compatible CPU 640K memory * DOS 3.3 or above Hard Disk ■ SETUP To setup DAYO AR, copy the contents of the DAYO AR floppy disk into a directory on your hard disk (ie: \DAYOAR). If this is the Shareware Version, you need to UnZip/UnArc the files here. When you run DAYO AR for the first time, it will create all the database, index, and configuration files it requires for operation. If you are using other DAYO modules, be sure to enter the location of these databases into the DAYO AR configuration. Type and enter 'DAYOA' at the DOS prompt to run the program (ie: C:\DAYOA ). DAYO AR, TJS LAB Page: 3 ■ MAIN MENU After a few moments and possibly a reindex, the main menu will appear: DAYO AR Version 3.0 TJS LAB ┌───[February 1991]──┐ ╓────────────────────╖ │S M T W T F S │ ║ 1 CUSTOMERS ║ ████▄ ▄█▄ █░ █░ ▄███▄ ├────────────────────┤ ╟────────────────────╢ █░ █░ █░█░ █░ █░ █░ █░ │ 1 2│ ║ 2 RECEIPTS ║ █░ █░ █░█░ ▀█░██░ █░ █░ │ 3 4 5 6 7 8 9│ ╟────────────────────╢ █░ █░ █▀▀▀█░ ▀█▀ █░ █░ │10 11 12 13 14 15 16│ ║ 3 MAINTENANCE ║ █░ █░ █░ █░ █░ █░ █░ │17 18 19 20 21 22 23│ ╟────────────────────╢ ████▀ █░ █░ █░ ▀███▀ │24 25 26 27 28 │ ║ 4 REPORTS ║ │ │ ╟────────────────────╢ Copyright (c) 1989-1991 └────────────────────┘ ║ 5 POSTING ║ ╓────────────────────────────────────────────────╖ ╟────────────────────╢ ║ DAYO AR STATISTICS ║ ║ 6 CONFIGURATION ║ ╟────────────────────────────────────────────────╢ ╟────────────────────╢ ║ DATABASE NAME RECORDS SIZE ║ ║ 7 MISC ROUTINES ║ ╟────────────────────────────────────────────────╢ ╟────────────────────╢ ║ CUSTOMER.DBF Customers 309 154K ║ ║ 8 EXIT ║ ║ INV.DBF Inventory 1 1K ║ ╚════════════════════╝ ║ INVOICE.DBF Invoice Header 51 24K ║ █░ ▀█▄███▄ ║ DETAIL.DBF Invoice Detail 237 33K ║ ███░ █░ █░ ║ BO.DBF BackOrders 0 0K ║ █▀ ▀█░ █░ ▄█▀ ║ ARH.DBF AR Header Hist 58 28K ║ ▄█▄▄▄█▄ ████▄ ║ ARD.DBF AR Detail Hist 106 17K ║ █▀ ▀█░ █░ █▄ ║ RECEIPTS.DBF Cash Receipts 2 1K ║ █░ █░ █░ █░ ╚════════════════════════════════════════════════╝ Browse-Edit-Maintenance Your Customers, Statements The left side of the screen is the actual main menu. The calendar and logos are just 'art'. The DAYO AR STATISTICS box (bottom right) contains the number of records and size (in kilo bytes) of the main databases (there are many others!). ■ PASSWORD/NAME From the main menu you can enter any of the routines/options, but not until you enter your name (or password if using DAYO Passwords): ┌────────────────────────────────────────────────────────────────────────────┐ │┌──────────────────────────────────────────────────────────────────────────┐│ ││ Enter Your Name: George Moonilal ││ │└──────────────────────────────────────────────────────────────────────────┘│ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 4 ■ CUSTOMERS The first main menu option is the customer maintenance routine. This option centers around a 'browse' of the entire customer database (CUSTOMER.DBF). For more information about the customer database, read the descriptions for each of the fields in the DATA DICTIONARY section... DAYO AR Version 3.0 TJS LAB CUSTOMER ╔════════════════════════════════════════════════════════════════════════════╗ ║ BILL TO: SHIP TO: ║ ║ Jane Buck Bucking Bows, Inc. ║ ║ 7800 West Marble Road 8900 East Mootal ║ ║ PO BOX 383933 Harley, FL 39303 ║ ║ Harley, FL 32858-5366 ║ ║ CUSTOMER # TYPE SALESPER TERMS SHIPPER ║ ║ 234333 REG UUL CASH PICKUP ║ ║ PHONE ATTN CREDIT LASTDATE ║ ║ (305) 222-3445 Harry 69037.93 01/04/90 ║ ╚══════════════════════[ Browse the Customer Database ]══════════════════════╝ CUSTOMER NAME ATTN ───────────╥────────────────────────────────╥───────────────────────────────── 234333 ║ Jane Buck ║ Harry 245461 ║ Marley Morgan ║ 245462 ║ Jose George ║ 245467 ║ Yankee Trader ║ 345622 ║ Ernest's Beauty Bar ║ Jasper 360009 ║ Ernest's Beauty Bathing Shop ║ Bobo 378991 ║ Ernest's Fine Foods ║ Esc (Exit) F1 (Help) F2 (Edit) Ctrl N (Add) Ctrl U (Delete/Recall) Ctrl F1 (Summary) Ctrl F2 (Reset Balance Due) Ctrl F3 (Read Notes) Find: F5 (Customer) F6 (Name) F7 (Ship To) F8 (Phone) F9 (Zip Code) 1/18 DAYO AR, TJS LAB Page: 5 ■ FULL SCREEN EDIT Press F2 to bring up the Full Screen Edit screen. Note, no data entry validation takes place in this routine... DAYO AR Version 3.0 TJS LAB CUSTOMER ┌─────────────────────────────[ FULL SCREEN EDIT ]───────────────────────────┐ │ CUSTOMER: 123453 TYPE: REG │ │ NAME: Close Encounters, Inc CLASS: │ │ ATTN: Tim Siegler PBM: 10.000 │ │ ADDR1: 8900 West Semoran Blvd PBL: 0.000 │ │ ADDR2: SALESPTD: 8007.13 │ │ CITY: Maraboro SALESYTD: 8007.13 │ │ STATE: NC DUE: 109.00 │ │ ZIP: 32809 PAID_PURC: 181.71 │ │ SHIPNAME: Close Encounters, Inc LIMIT: 12000.00 │ │ SHIPADDR1: Dock #34 ACTIVE: T │ │ SHIPADDR2: 123 International Center │ │ SHIPCITY: Altamonte Springs │ │ SHIPSTATE: FL │ │ SHIPZIP: 45645 │ │ PHONE: 407 850-9999 │ │ SALESPER: jj │ │ TAXRATE: 0.060 │ │ TERMS: NET 7 │ │ SHIPPER: UPS │ │ DATE: 08/17/86 │ │ LASTDATE: 02/01/90 │ └────────────────────────────────────────────────────────────────────────────┘ Press Esc to Abort, PgUp/PgDn to Save and Exit ■ ADD CUSTOMER To add a new customer, just press Ctrl N, and you will be presented with an almost blank customer record to complete. The Full Screen Edit routine is used. Note, the customer number will be the next available one, and the default fields (ie: TYPE, TERMS, SHIPPER, TAXCODE), will contain the default values assigned to them from the Configurations routine. ■ DELETE CUSTOMER To mark a customer record for deletion, highlight the desired customer record, then press Ctrl U. To permanently remove deleted records, you need to use the PACK option from the Misc Routines. BE SURE TO REINDEX afterwards! Note, do not delete and remove any customer record if any open invoices for that customer exists. DAYO AR, TJS LAB Page: 6 ■ CUSTOMER SUMMARY Press Ctrl F1 to bring up a summary of the currently highlighted customer. The summary exists of 2 screens of data, plus any notes/memos (if they exist). DAYO AR Version 3.0 TJS LAB CUSTOMER ╔════════════════════════════════════════════════════════════════════════════╗ ║ Customer SnapShot Summary for Customer Number: 900003 Page 1 ║ ║ ║ ║ Bill To Ship To ║ ║ Joe Morgan Joe Morgan ║ ║ PO Box 66 4409 Beaumont Drive ║ ║ ║ ║ Morganville, ST Orlando, FL ║ ║ 55555 32808 ║ ║ 407 850-9999 Attn: Tom ║ ║ ║ ║ ║ ║ Sales Person: pp - Paul Johnson ║ ║ ║ ║ Default Terms: NET 7 ║ ║ Default Shipper: UPS ║ ║ Default Taxrate: 0.060 ║ ║ Default Invoice Type: REG ║ ║ Date of Last Transaction: 02/01/90 ║ ║ Date of Entry: 08/17/89 ║ ║ Class: A ║ ║ Customer is Currently Active ║ ╚════════════════════════════════════════════════════════════════════════════╝ Press any key for NEXT PAGE... DAYO AR, TJS LAB Page: 7 Next page of customer summary: DAYO AR Version 3.0 TJS LAB CUSTOMER ╔════════════════════════════════════════════════════════════════════════════╗ ║ Customer SnapShot Summary for Customer Number: 900003 Page 2 ║ ║ Price Book Margin Value: 10.000 ║ ║ Price Book List Value: 0.000 ║ ║ ║ ║ Sales Period to Date: 8007.13 ║ ║ Sales Year to Date: 8007.13 ║ ║ ║ ║ Open Invoice Paid Amount: 181.71 ║ ║ Balance Due: 109.00 ║ ║ Credit Limit: 0.00 ║ ║ Available Credit: -109.00 ║ ║ ║ ║ Date of Last Payment: 01/27/90 ║ ║ Amount of Last Payment: 96.00 ║ ║ ║ ║ Open Invoices (Header Records): 3 ║ ║ Open Invoice Detail: 0 ║ ║ BackOrder Detail Records: 0 ║ ║ ║ ║ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Press any key to continue... DAYO AR, TJS LAB Page: 8 ■ READ CUSTOMER NOTES/MEMOS To view/edit the customer notes/memos, press Ctrl F3. The notes for the customers are kept as a 'MEMO' type record in the database CUSTMEMO.DBF. If you have any questions about the function keys, just press F1 for help. * Be sure to press Ctrl W on exiting if you want to SAVE your work! DAYO AR Version 3.0 TJS LAB CUSTOMER ╔════════════════════════════════════════════════════════════════════════════╗ ║ BILL TO: SHIP TO: ║ ║ Yankee Trader Yankee Trader ║ ║ PO Box 3939 8903 Winter Park Drive ║ ║ 3930 Beaumont Drive ║ ║ Lake Ad, FL 33248-5446 Winter Park, FL 39303-3334 ║ ║ CUSTOMER # TYPE SALESPER TERMS SHIPPER ║ ║ 900003 REG Tim COD UPS GROUND ║ ║ PHONE ATTN CREDIT LASTDATE ║ ║ (407) 341-5555 Tod 69037.93 12/11/89 ║ ╚════════════════════════[ EDIT/VIEW Customer Notes ]════════════════════════╝ Notes - Customer: 900003 Date: 02/07/90 - Type in anything about your customers here! (64K Limit!) The width is limited to 254 characters///// The entire customer note will scroll within the boundaries of this screen... ────────────────────────────────────────────────────────────────────────────── Esc (Exit) Ctrl W (SAVE & Exit) F1 (Help) 4/74 ■ RESET CUSTOMER BALANCE DUE If ever there exists a doubt about the current status of a customers balance due total, you can reset it by highlighting the selected customer, then pressing Ctrl F2. All open invoices will be summed to determine the amount due (subtracting any unapplied cash receipts or payments). DAYO AR, TJS LAB Page: 9 ■ FIND - F5,F6,F7,F8 Press F5 to find a customer based on the customer number (CUSTOMER): ┌─────────────────────────────────────────────────────────────┐ │ Enter CUSTOMER: 192933 │ └───────────────────────────────────────────────────TJS LAB───┘ Press F6 to find a customer based on the customers name (NAME): ┌─────────────────────────────────────────────────────────────┐ │ Enter NAME: JOE MORGAN │ └───────────────────────────────────────────────────TJS LAB───┘ Press F7 to find a customer based on the customers ship to name (SHIPNAME): ┌─────────────────────────────────────────────────────────────┐ │ Enter SHIPNAME: HARRY'S FLOWERS │ └───────────────────────────────────────────────────TJS LAB───┘ Press F5 to find a customer based on the customers telephone number (PHONE): ┌─────────────────────────────────────────────────────────────┐ │ Enter PHONE: 407 │ └───────────────────────────────────────────────────TJS LAB───┘ DAYO AR, TJS LAB Page: 10 ■ CASH RECEIPTS In many organizations, customers owe the organization for products purchased under some form of TERMS. The 'debt' incurred on their part is your open receivables and payment for this 'debt' is called your CASH RECEIPTS. Cash Receipt payments come in the form of checks, money orders, credit cards, cash, and others. Whenever a customer makes a payment, some form of record for the receipt is made, as well as a record made of what the payment was for/applied to. DAYO AR's Cash Receipts provides you with the ability to log the receipt of payments (into database RECEIPTS.DBF), as well as a means of applying that 'cash' to open/unpaid invoices (into database APPLIED.DBF). ■ CASH RECEIPTS SCREEN At the prompt for the customer that is making the payment, you have the option to enter the customers number (CUSTOMER), or to press enter/return to bring up all the customers to select from: ╔═════════════════[ DAYO ACCOUNTS RECEIVABLE - RECEIPTS ]══════════════════╗ ║ ║ ║ ▄███░ ▄█▄ ▄███░ █░ █░ █▄██▄ ███░ ▄███░ ███░ ███░ █▄██▄ █████░▄███░ ║ ║ █░ █░█░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ ║ ║ █░ █░█░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ █░ ║ ║ █░ █▄█░ ▀███▄ ████░ ████▀ ██░ █░ ██░ █░ ████▀ █░ ▀███▄ ║ ║ █░ █▀ ▀█░ █░ █░ █░ █░ █▄ █░ █░ █░ █░ █░ █░ █░ ║ ║ █░ █░ █░ █░ █░ █░ █░ ▀█░ █░ █░ █░ █░ █░ █░ █░ ║ ║ ▀███░ █░ █░ ███▀ █░ █░ █░ █░ ███░ ▀███░ ███░ ███░ █░ █░ ███▀ ║ ║ ║ ╠════════════════════════════════════════════════════════════════════════════╣ ║ ║ ║ ║ ║ ║ ║ ║ ║ Enter Customer Number: 456734 ║ ║ [ Press Enter (Zero Customer Number) to FIND Customer... ] ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) DAYO AR, TJS LAB Page: 11 Press enter/return on an empty prompt (CUSTOMER=0), to bring up all customers to select from: ╔═══════════════════════[ Select/Find Your Customer ]════════════════════════╗ ║ CUSTOMER NAME ATTN ║ ║──────────╥────────────────────────────────╥────────────────────────────────║ ║ 234341 ║ Abel Buller ║ Abel ║ ║ 256241 ║ Dutch Srectan ║ ║ ║ 267577 ║ Joe Morris ║ Joe ║ ║ 317834 ║ Sam Dops ║ Sara ║ ║ 317835 ║ Sinlton Enterprises, Inc ║ Sam ║ ║ 317893 ║ Underwood Flower Shop & Co. ║ Daisey ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) Enter/Return (Select Customer) Find: F5 (Customer) F6 (Name) F7 (Ship To) F8 (Phone) F9 (Zip Code) ■ CASH RECEIPTS PROMPTS After selecting the customer, you will be prompted to enter the check or cash amount. An amount of zero (0) is accepted only if any unapplied checks exist for that customer (implying that you are going to be applying that 'unapplied' amount only). At the prompt for check number and type, something (anything), must be entered to be able to continue. Valid TYPE entry values are determined by you... The prompt for invoice number will be, by default, the oldest open invoice on record (in INVOICE.DBF). You can change this invoice number though. If you wish to scroll all open invoices for this customer onto the screen, press F2. ╔═════════════════[ DAYO ACCOUNTS RECEIVABLE - RECEIPTS ]══════════════════╗ ║INVOICE CUSTOMER PO AMT. PAID AMT. DUE TERMS TYPE DATE ║ ║ 10051 48000 0.00 655.27 NET 30 REG 05/08/89 ║ ║ 10060 47000 0.00 838.36 NET 30 REG 06/11/89 ║ ║ 10079 46000 0.00 279.46 NET 30 REG 07/14/89 ║ ║ 10102 45000 0.00 327.64 NET 30 REG 08/17/89 ║ ║ 10403 44000 0.00 2972.00 NET 60 REG 09/20/89 ║ ║ 10804 43000 0.00 2434.55 NET 30 REG 11/23/89 ║ ║ 11103 40000 329.25 816.21 NET 30 REG 01/02/90 ║ ╠════════════════════════════════════════════════════════════════════════════╣ ║ ║ ║ Unapplied Credit: 1502.00 Posted to Receipts Journal #40 ║ ║ ║ ║ ║ ║ Enter Customer Number: 23514 ║ ║ Enter Check/Cash Amount: 1502.00 ║ ║ Enter Check Number: 9394-43 ║ ║ Enter Type: A ║ ║ Apply to Invoice: 11103 ║ ║ [ Press F2 or Enter (on Empty Prompt) to Scroll ALL OPEN Invoices ] ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) DAYO AR, TJS LAB Page: 12 ■ APPLYING THE CASH RECEIPT After selecting the invoice to apply the check/cash amount to, key information about the invoice and customer will appear onto the screen. Be sure that the right customer has been selected before continuing. The amount that will be prompted (default), will equal the amount due (or the amount of the check/cash payment if it is less). ╔═════════════════[ DAYO ACCOUNTS RECEIVABLE - RECEIPTS ]══════════════════╗ ║INVOICE CUSTOMER PO AMT. PAID AMT. DUE TERMS TYPE DATE ║ ║ 11103 ╔═══════════════════════════════════════════════════════════════════╗ ║ 10600 ║ Customer: 23514 ║ ║ 10889 ║ Invoice: 11103 ╔════════════════════════════════╗ ║ ║ 11008 ║ Customer PO: 40000 ║ HARLEY MOTORS, INC ║ ║ ║ 11605 ║ Type: REG ║ PO BOX 3944 ║ ║ ║ 11975 ║ Terms: NET 30 ║ LINCOLN HEIGHTS ║ ║ ║ 11101 ║ Shipper: PICKUP ║ JACKSON, AL ║ ║ ║ 11103 ║ Date: 01/02/90 ║ 84000 ║ ║ ╠════════║ Taxrate: 0.060 ╚════════════════════════════════╝ ║ ║ ║ Taxes: 0.00 ║ ║ Unapp║ Adjustment: 0.00 Amount Due: 25685.71 ║ ║ ║ Freight: 0.00 ║ ║ ║ Subtotal: 1145.46 ║ ║ ║ Paid: 329.25 ║ ║ ║ Comment: Thank You! Unapplied Total: 1502.00 ║ ║ ║ Amount Due This Invoice: 816.21 ║ ║ ║ ║ ║ ║ Enter Amount to be Applied to this Invoice: 816.21 ║ ║ [ Pre║ ║ ╚════════╚═══════════════════════════════════════════════════════════════════╝ Esc (Exit) ■ EXITING CASH RECEIPTS You will automatically be exited from the applying of the Cash Receipts routine after the check/cash amount has been exhausted, or you press Esc. If you do not apply the entire check/cash amount, you can do so later, or combine it with a later payment. DAYO AR, TJS LAB Page: 13 ■ DAYO MAINTENANCE The maintenance of all AR databases (with the exception of the customer database), is performed in this menu routine. From this menu you can 'browse' and edit databases that contains data like your receivables, term codes, tax codes & rates, shippers, record of cash receipts, and more... The most frequently maintained database is the AR Headers (ARH.DBF). This database is actually the Accounts Receivable Ledger of all invoices or receivables owed by your customers. All receivable reports (ie: AGEING) work from data in this database. All invoices (ie: from POS, Billing & Invoicing, or the Non-Standard Invoices in AR Reports), are 'posted' into this database. Another very important 'accounting' database is the Cash Receipts database (RECEIPTS.DBF). This database contains a record of all checks or Credit Memos applied to a customer. Note, the Applied database (APPLIED.DBF) contains the record of what invoices the cash receipts were applied to... ╔════════════════════╗ ╟ DAYO MAINTENANCE ╢ ║ AR HEADERS ║ ║ AR DETAIL ║ ║ RECEIPTS ║ ║ TERMS ║ ║ SHIPPERS ║ ║ TAXCODES ║ ║ TYPE ║ ║ SALESPER ║ ║ APPLIED ║ ║ NOTES/MEMO ║ ║ INVOICES ║ ║ DETAIL ║ ║ BACKORDERS ║ ║ SERIALNO ║ ╚════════════════════╝ ■ MAINTENANCE BROWSE Press enter/return on the highlighted menu option you wish to maintenance, and a browse screen will appear allowing you to edit any of the fields in the selected database. You can edit, add and delete records. Note, this option should not be made available to everyone; only to those with the need! Use DAYO Passwords to exclude certain users from this menu option. DAYO AR, TJS LAB Page: 14 ■ EXAMPLE, MAINTENANCE BROWSE SCREEN DAYO AR Version 3.0 TJS LAB MAINT ┌───[February 1991]──┐ ╔════════════════════╗ │S M T W T F S │ ║ DAYO MAINTENANCE ║ ████▄ ▄█▄ █░ █░ ▄███▄ ├────────────────────┤ ║ TERMS ║ █░ █░ █░█░ █░ █░ █░ █░ │ 1 2 3│ ║ SHIPPERS ║ █░ █░ █░█░ ▀█░██░ █░ █░ │ 4 5 6 7 8 9 10│ ║ TAXCODES ║ █░ █░ █▀▀▀█░ ▀█▀ █░ █░ │11 12 13 14 15 16 17│ ║ TYPE ║ █░ █░ █░ █░ █░ █░ █░ │18 19 20 21 22 23 24│ ║ SALESPER ║ ████▀ █░ █░ █░ ▀███▀ │25 26 27 28 │ ║ RECEIPTS ║ │ │ ║ APPLIED ║ └────────────────────┘ ╔═════════════════[ Maintenance/Browse the TERMS Database ]══════════════════╗ ║ TERMS ║ ║────────────────────────────────────────────────────────────────────────────║ ║ AMERICAN EXPRESS ║ ║ CASH ║ ║ CASHIER CHECK ║ ║ CHECK ║ ║ COD ║ ║ DISCOVER ║ ║ MASTERCARD ║ ║ MONEY ORDER ║ ║ NET 10 ║ Esc (Exit) F1 (Help) F2 (Edit) Ctrl N (Add) Ctrl U (Delete) Find: F5 (TERMS) DAYO AR Version 3.0 TJS LAB MAINT ┌───[February 1991]──┐ ╔════════════════════╗ │S M T W T F S │ ║ DAYO MAINTENANCE ║ ████▄ ▄█▄ █░ █░ ▄███▄ ├────────────────────┤ ║ SHIPPERS ║ █░ █░ █░█░ █░ █░ █░ █░ │ 1 2 3│ ║ TAXCODES ║ █░ █░ █░█░ ▀█░██░ █░ █░ │ 4 5 6 7 8 9 10│ ║ TYPE ║ █░ █░ █▀▀▀█░ ▀█▀ █░ █░ │11 12 13 14 15 16 17│ ║ SALESPER ║ █░ █░ █░ █░ █░ █░ █░ │18 19 20 21 22 23 24│ ║ RECEIPTS ║ ████▀ █░ █░ █░ ▀███▀ │25 26 27 28 │ ║ APPLIED ║ │ │ ║ AR HEADERS ║ └────────────────────┘ ╔════════════════[ Maintenance/Browse the RECEIPTS Database ]════════════════╗ ║ JOURNAL INVOICE CUSTOMER AMOUNT CHECKNO TYPE DATE ║ ║─────────╥─────────╥──────────╥────────────╥──────────────╥──────╥──────────║ ║ 101 ║ 2301 ║ 2004 ║ 43.00 ║ 24332-423 ║ A ║ 01/20/90 ║ ║ 102 ║ 2302 ║ 2003 ║ 4.00 ║ 234423244 ║ A ║ 01/20/90 ║ ║ 103 ║ 2305 ║ 2004 ║ 234.00 ║ 23344-233 ║ A ║ 01/20/90 ║ ║ 104 ║ 2401 ║ 2004 ║ 3.00 ║ 41233-202 ║ A ║ 01/21/90 ║ ║ 105 ║ 2432 ║ 2004 ║ 1000.00 ║ 23444-029 ║ A ║ 01/21/90 ║ ║ 106 ║ 2435 ║ 2004 ║ 100.00 ║ 23233-234 ║ A ║ 01/22/90 ║ ║ 107 ║ 2548 ║ 2004 ║ 100.00 ║ 04940-200 ║ A1 ║ 01/22/90 ║ ║ 108 ║ 2580 ║ 2004 ║ 45.00 ║ 00093-090 ║ RT ║ 01/22/90 ║ ║ 109 ║ 2634 ║ 2209 ║ 12000.00 ║ 345-ABC ║ XXX ║ 01/25/90 ║ Esc (Exit) F1 (Help) F2 (Edit) Ctrl N (Add) Ctrl U (Delete) Find: F5 (JOURNAL) F6 (CUSTOMER) F7 (INVOICE) DAYO AR, TJS LAB Page: 15 ■ REPORTS Many of the report routines in this section are not true reports. For example, you can print statements, create and print non-standard invoices, and print Bill To or Ship To address labels. Some of the reports are created with dBase (tm) compatible report forms (files with the extension of .FRM), while the remaining are 'hard coded' into the program. Remember you can use the LIST option in the MISC ROUTINES as a simple report writer... ■ REPORTS LISTING Statements Customer Ship To Address Labels AR Ageing Cash Receipts AR Ageing Summary List TYPES Customer Credit Status List SHIPPERS Customer Credit History List TERMS Top Customers - Sales List TAXCODES Top Customers - Gross List SALESPER Top Customers - Margin Create Non-Standard Invoice Customer Expanded Print/Reprint an Invoice Customer Dump Database Status Customer Notes Config Status Customer Bill To ADDRESS Labels Printer Setup/Drivers Statement Letters - Form Letters View Reports Onscreen DAYO AR, TJS LAB Page: 16 ■ DAYO AR REPORTS MAIN MENU From this menu, you can select from the many AR reports and routines: DAYO AR Version 3.13 TJS LAB, Inc. REPORTS ┌──[September 1991]──┐ ╔════════════════════════════════╗ │S M T W T F S │ ║ ACCOUNTS RECEIVABLE REPORTS ║ ▄█▄ █░ █░ ▄███▄ ├────────────────────┤ ║Standard Statements ║ █░█░ █░ █░ █░ █░ │ 1 2 3 4 5 6 7│ ║Detail Statements ║ █░█░ ▀█░██░ █░ █░ │ 8 9 10 11 12 13 14│ ║Statement Letters ║█▀▀▀█░ ▀█▀ █░ █░ │15 16 17 18 19 20 21│ ║AR Ageing ║█░ █░ █░ █░ █░ │22 23 24 25 26 27 28│ ║AR Ageing Summary ║█░ █░ █░ ▀███▀ │29 30 │ ║Customer Credit Status ║ │ │ ║Customer Credit History ║ght (c) 1989-1991 └────────────────────┘ ║Top Customers - Sales ║──────────────────────────────────────────╖ ║Top Customers - Gross ║AR STATISTICS ║ ║Top Customers - Margin ║──────────────────────────────────────────╢ ║Customer Expanded ║ASE NAME RECORDS SIZE ║ ║Customer Dump ║──────────────────────────────────────────╢ ║Customer Notes ║MER.DBF Customers 137 74K ║ ║Customer Bill To Address Labels ║BF Inventory 1424 547K ║ ║Customer Ship To Address Labels ║CE.DBF Invoice Header 139 73K ║ ║Cash Receipts ║L.DBF Invoice Detail 398 74K ║ ║List TYPES ║F BackOrders 33 5K ║ ║List SHIPPERS ║BF AR Header Hist 673 333K ║ ║List TERMS ║BF AR Detail Hist 984 156K ║ ║ SELECT REPORT ║PTS.DBF Cash Receipts 31 3K ║ ╚════════════════════════════════╝════[ Press Alt F9 To Reindex ]═══════════╝ Esc (Exit) Enter/Return (Select Report Option) DAYO AR, TJS LAB Page: 17 ■ STATEMENTS Statements are forms you send to your customers/clients informing them of how much they owe you and optionally how much they will be owing you if you utilize the NET terms type. Statement types can be printed in a standard form, data only (pre- printed forms), or as a special laser form. Statements can also include detail (Item) information (Detail Statement). You have the option to print statements for all customers/clients, or to print a statement for a single customer/client. ╔════════════════════════════════════════════════════════════════════════════╗ ║ ▄██▄ █▄ ▄█░ ▄█▄ █▄██░ ███░ ║ ║ █░ █████░ █░█░ █░ █░ █░ ║ ║ ▀██▄ █░█░█░ █▄█░ █▄▄█░ █░ ║ ║ █░ █░ █░ █▀ ▀█░ █░█░ █░ ║ ║ ▀██▀ █░ █░ █░ █░ █░▀█░ █░ ║ ║ ║ ║ ▄██▄ ███░ ▄█▄ ███░ ██░ █░ █░ ██░ █░ █░ ███░ ▄██▄ ║ ║ █░ █░ █░█░ █░ █░ ██▄██░ █░ ██░█░ █░ █░ ║ ║ ▀██▄ █░ █▄█░ █░ ██░ █░█░█░ ██░ █▀██░ █░ ▀██▄ ║ ║ █░ █░ █▀ ▀█░ █░ █░ █░█░█░ █░ █░██░ █░ █░ ║ ║ ▀██▀ █░ █░ █░ █░ ██░ █░▀ █░ ██░ █░ █░ █░ ▀██▀ ║ ║ Statement Printer Format: STANDARD Port: 1 Copies: 1 ║ ║ ┌──────────┬──────────┬──────────┬──────────┬──────────┬──────────┐ ║ ║ │ Scheduled│ 30 Days│ 60 Days│ 90+ Days│ Unapplied│ Total │ ║ ║ │ Due│ Past Due│ Past Due│ Past Due│ Receipts│ Due │ ║ ║ │ │ │ │ │ │ │ ║ ║ ╘══════════╧══════════╧══════════╧══════════╧══════════╧══════════╛ ║ ║ Print Statements for All Customer? (Y/N) ║ ║ Enter Customer Number: 0 ║ ║ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit/Abort) F1 (Help) DAYO AR, TJS LAB Page: 18 ■ SELECT/FIND CUSTOMER/CLIENT If you press Enter/Return on an empty prompt for Customer Number, a browse selection screen will be presented to you so that you can find the desired customer/client. Use the arrow, page up/down, or Find keys (F5, F6, F7, F8, F9) to locate the customer/client, then press Enter/Return... DAYO AR Version 3.0 TJS LAB RECEIVABLES ┌───[February 1991]──┐ ╔════════════════════════════════════════════════════════════════════════════╗ ║ ▄██▄ █▄ ▄█░ ▄█▄ █▄██░ ███░ ║ ║ █░ █████░ █░█░ █░ █░ █░ ║ ║ ▀██▄ █░█░█░ █▄█░ █▄▄█░ █░ ║ ║ █░ █░ █░ █▀ ▀█░ █░█░ █░ ║ ║ ▀██▀ █░ █░ █░ █░ █░▀█░ █░ ║ ║ ║ ║ ▄██▄ ███░ ▄█▄ ███░ ██░ █░ █░ ██░ █░ █░ ███░ ▄██▄ ║ ║ █░ █░ █░█░ █░ █░ ██▄██░ █░ ██░█░ █░ █░ ║ ║ ▀██▄ █░ █▄█░ █░ ██░ █░█░█░ ██░ █▀██░ █░ ▀██▄ ║ ╔═══════════════════════[ Select/Find Your Customer ]════════════════════════╗ ║ CUSTOMER NAME ATTN ║ ║──────────╥────────────────────────────────╥────────────────────────────────║ ║ 30005 ║ HARPER BOOKS ║ ║ ║ 30006 ║ RON ENTERPRISES ║ RON ║ ║ 30007 ║ MARK JONES ║ MARK ║ ║ 30008 ║ JOE MARTINEZ ║ JOE ║ ║ 30009 ║ SLOAN'S ║ SAL ║ ║ 77777 ║ JOE MOLLEN ║ ║ ║ 999999 ║ CLIENT/CUSTOMER COMPANY, INC. ║ STACY MORGAN ║ ╚════════════════════════════════════════════════════════════════════════════╝ Find: F5 (Customer) F6 (Name) F7 (Ship To) F8 (Phone) F9 (Zip Code) 1/9 DAYO AR, TJS LAB Page: 19 ■ DIRECT OUTPUT TO PRINTER OR FILE For whatever purpose (ie: EDI), you can direct the output of the printing to the printer or to a file. The default file name will contain the customer/client number. At the conclusion of the printing process for each customer/client, the amounts due by period is displayed onto the screen. ╔════════════════════════════════════════════════════════════════════════════╗ ║ ▄██▄ █▄ ▄█░ ▄█▄ █▄██░ ███░ ║ ║ █░ █████░ █░█░ █░ █░ █░ ║ ║ ▀██▄ █░█░█░ █▄█░ █▄▄█░ █░ ║ ║ █░ █░ █░ █▀ ▀█░ █░█░ █░ ║ ║ ▀██▀ █░ █░ █░ █░ █░▀█░ █░ ║ ║ ║ ║ ▄██▄ ███░ ▄█▄ ███░ ██░ █░ █░ ██░ █░ █░ ███░ ▄██▄ ║ ║ █░ █░ █░█░ █░ █░ ██▄██░ █░ ██░█░ █░ █░ ║ ║ ▀██▄ █░ █▄█░ █░ ██░ █░█░█░ ██░ █▀██░ █░ ▀██▄ ║ ║ █░ █░ █▀ ▀█░ █░ █░ █░█░█░ █░ █░██░ █░ █░ ║ ║ ▀██▀ █░ █░ █░ █░ ██░ █░▀ █░ ██░ █░ █░ █░ ▀██▀ ║ ║ Statement Printer Format: STANDARD Port: 1 Copies: 1 ║ ║ ┌──────────┬──────────┬──────────┬──────────┬──────────┬──────────┐ ║ ║ │Amount Due│ Within│ Between│ After│ Unapplied│ Total │ ║ ║ │ Current│ 30 Days│30-60 Days│ 60 Days│ Receipts│ Due │ ║ ║ │ 9000.00│ 66.36│ 0.00│ 4999.97│ 0.00│ 14066.33│ ║ ║ ╘══════════╧══════════╧══════════╧══════════╧══════════╧══════════╛ ║ ║ Print Statements for All Customer? (Y/N) ║ ║ Enter Customer Number: 999999 CLIENT/CUSTOMER COMPANY, INC. ║ ║ Send Output to Printer? (Y/N) ( No -> To File) ║ ║ Enter File Name: S_999999.TXT ║ ╚════════════════════════════════════════════════════════════════════════════╝ Press any key to continue... DAYO AR, TJS LAB Page: 20 ■ EXAMPLE - STANDARD STATEMENT - STANDARD FORMAT - STATEMENT - YOUR COMPANY, INC Page 1 Attn: Accounts Receivable P.O. BOX 5555 Printed: 09/09/90 Anycity, ST 555555-5555 Time: 21:28:48 800-555-5555 Bill To: CLIENT/CUSTOMER COMPANY, INC. Customer: 999999 P.O. Box 5555 ANYCITY, XX 55555-5555 Terms: CASH Amount Enclosed: $_______________ ------------------------------------------------------------------------------- # Date Description of Charges/Credits Amount Credit Balance ------------------------------------------------------------------------------- 1 09/01/90 Project: 555555 Invoice: 22 45.51 45.51 0.00 GRASS CUTTING & YARD GROOMING 2 08/25/90 Project: 555555 Invoice: 1001 500.00 0.00 500.00 GRASS CUTTING & YARD GROOMING ---------- Please Pay This Amount -> 500.00 Current Within In After Unapplied & Past Due 30 Days 30-60 Days 60+ Days Credits Total Due ---------- ---------- ---------- ---------- ---------- ---------- 500.00 0.00 0.00 900.01 0.00 1400.01 Comment: Thank You! _________________________________________________________ TJSLAB FORM STDST DAYO AR, TJS LAB Page: 21 ■ EXAMPLE - DETAIL STATEMENT - STANDARD FORMAT - STATEMENT - YOUR COMPANY, INC Page 1 Attn: Account Receivable P.O. BOX 5555 Printed: 09/01/91 Anycity, ST 555555-5555 Time: 13:27:25 800-555-5555 Bill To: GEORGE MOONILAL Customer: 100 13 WEST COLONIAL ORLANDO, FL 32802 Terms: CASH Amount Enclosed: $_______________ ------------------------------------------------------------------------------ Date Description of Services Time/Qty Charge ------------------------------------------------------------------------------ 03/20/91 Invoice: 3474 Total: 1,230.28 Cust PO: Verbal: John Smith 23444-3333# TURKEY BASE (BROTH) <6BT @ 100.00> 010-0800/20 CHICKEN BASE (BROTH) <3BT @ 100.00> 1IT4M-T234# CHICKEN BASE (BROTH BRN) <4BT @ 50.00> 010-0800/20 CHICKEN BASE (BROTH) <4BT @ 25.00> 03/21/91 Invoice: 4475 Total: 4,000.00 Payments:- 1,000.00 10-14344 EAGLE LEGS <2EA @ 2000.00> Tax Total This Statement: 30.28 --------------- Please Pay This Amount -> $4,230.28 Scheduled 30 Days 60 Days 90+ Days Unapplied Due Past Due Past Due Past Due Credits Total Due ---------- ---------- ---------- ---------- ---------- ---------- 0.00 4230.28 0.00 0.00 0.00 4230.28 Comment: Thank You! _________________________________________________________ DAYO AR, TJS LAB Page: 22 ■ STATEMENT LETTERS This is a Form Letter routine that prints 1 of 10 user defined letters to printer or file with information about customers with currently due or past due AR balances. The first screen prompts for the Form Letter to be used or editted. There are 10 of them to select from. They are all identical except that the first 5 use the extended ASCII characters to border the PAST DUE CHART. ╔════════════════════════════════════════════════════════════════════════════╗ ║ ████░ █████░ ▄█▄ █████░ ████░ █░ █░ ████░ █░ █░ █████░ ║ ║ █░ █░ █░█░ █░ █░ ███ ███░ █░ ██░ █░ █░ ║ ║ ████░ █░ ███░ █░ ███░ █░███░█░ ███░ ███▄█░ █░ ║ ║ █░ █░ █▀ ▀█░ █░ █░ █░ █░ █░ █░ █░▀██░ █░ ║ ║ ████░ █░ █░ █░ █░ ████░ █░ ▀ █░ ████░ █░ ▀█░ █░ ║ ║ <<DATE>> <<NAME>> <<PHONE>> <<TERMS>> <<CUSTOMER>> <<ADDRESS>> <<PASTDUE>> ║ ║ <<DUENOW>> █░ ████░ █████░ █████░ ████░ █▄███░ ████░ <<CHART1>> ║ ║ █░ █░ █░ █░ █░ █░ █░ █░ <<CHART2>> ║ ║ █░ ███░ █░ █░ ███░ █████░ ████░ ║ ║ █░ █░ █░ █░ █░ █░▀█░ █░ ║ ║ █████░ ████░ █░ █░ ████░ █░ ▀█░ ████░ ║ ║ This routine prints out a 'Past Due' letter for a specific or all ║ ║ customers that are past due in payment for their AR balances. ║ ║ Select Option ->Edit/Select Letter #1 ║ ║ Edit/Select Letter #2 ║ ║ Edit/Select Letter #3 ║ ║ Edit/Select Letter #4 ║ ║ Edit/Select Letter #5 ║ ║ Edit/Select Letter #6 ║ ║ Edit/Select Letter #7 ║ ║ Edit/Select Letter #8 ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit/Abort) F1 (Help) DAYO AR, TJS LAB Page: 23 ■ EDIT STATEMENT LETTER - FORM LETTER After selecting the desired letter option (1-10) it will be presented to you for editting. The following is an example of the default letter: <<DATE>> To: <<NAME>> Account: <<CUSTOMER>> <<ADDRESS>> <<PHONE>> From: YOUR COMPANY, INC Attn: Account Receivable P.O. BOX 5555 Anycity, ST 555555-5555 Dear Valued Customer, Our records show that you are past due in the amount listed below. Please make every attempt to correct this situation. Call us if you have ANY question about the total. Our phone number is 800-555-5555. Your Terms: <<TERMS>> Total Currently Due: <<DUENOW>> *** Amount Past Due: <<PASTDUE>> <<CHART1>> Sincerely, TJ Accounts Receivables ■ SPECIAL FORM LETTER CODES Special Form Letter Codes consist of the following: <<DATE>> - Date letter was printed <<CUSTOMER>> - Customer number, ie: 100010 <<NAME>> - Customer name <<ADDRESS>> - Customer's address, ie: 1080 East Liberty Street East Side Building North Augusta, SC 29841 <<PHONE>> - Customer's telephone number <<TERMS>> - Invoice & Billing Terms, ie: NET 30 <<PASTDUE>> - Amount past due <<DUENOW>> - Amount currently due (includes past due amount) <<CHART1>> - Chart containing currently due, 30+, 60+, 90+, unapplied receipts and total due <<CHART2>> - Same as CHART1 except no extended ASCII characters are used to border the CHART DAYO AR, TJS LAB Page: 24 You can print Statement Letters for a specific customer or all: ╔════════════════════════════════════════════════════════════════════════════╗ ║ ████░ █████░ ▄█▄ █████░ ████░ █░ █░ ████░ █░ █░ █████░ ║ ║ █░ █░ █░█░ █░ █░ ███ ███░ █░ ██░ █░ █░ ║ ║ ████░ █░ ███░ █░ ███░ █░███░█░ ███░ ███▄█░ █░ ║ ║ █░ █░ █▀ ▀█░ █░ █░ █░ █░ █░ █░ █░▀██░ █░ ║ ║ ████░ █░ █░ █░ █░ ████░ █░ ▀ █░ ████░ █░ ▀█░ █░ ║ ║ <<DATE>> <<NAME>> <<PHONE>> <<TERMS>> <<CUSTOMER>> <<ADDRESS>> <<PASTDUE>> ║ ║ <<DUENOW>> █░ ████░ █████░ █████░ ████░ █▄███░ ████░ <<CHART1>> ║ ║ █░ █░ █░ █░ █░ █░ █░ █░ <<CHART2>> ║ ║ █░ ███░ █░ █░ ███░ █████░ ████░ ║ ║ █░ █░ █░ █░ █░ █░▀█░ █░ ║ ║ █████░ ████░ █░ █░ ████░ █░ ▀█░ ████░ ║ ║ This routine prints out a 'Past Due' letter for a specific or all ║ ║ customers that are past due in payment for their AR balances. ║ ║ Select Option ->Edit/Select Letter #4 ║ ║ Select Option ->Letter For All Customers ║ ║ Letter For A Specific Customer ║ ║ Exit/Abort ║ ║ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit/Abort) F1 (Help) If you select a specific customer, you will be prompted to enter his number, or to select from a 'browse': ╔═══════════════════════[ Select/Find Your Customer ]════════════════════════╗ ║ CUSTOMER NAME ATTN ║ ║──────────╥────────────────────────────────╥────────────────────────────────║ ║ 2001 ║ Ebon Research Systems/B.B.B. ║ Joe Morgan ║ ║ 2002 ║ Fischer International Systems ║ Mr. J. Kaplan ║ ║ 2003 ║ Metropolitan Life Insurance Co ║ Attn: Personnel Manager ║ ║ 2004 ║ Commissioner of Patents & Trad ║ (Trademark Applications) ║ ║ 2005 ║ G.F. Stores Ltd. ║ Attn: Joe P. Kiene ║ ║ 2006 ║ Roger Gay ║ ║ ║ 2007 ║ James J. Spinelli ║ Jim ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) Enter/Return (Select Customer) F1 (Help) Find: F5 (Customer) F6 (Name) F7 (Ship To) F8 (Phone) F9 (Zip Code) <INSERT ON> 2002/30934 If you decide to print all customers, you will be able to narrow the printing down to 5 conditions: 1. All Currently Due 2. All Past Due 3. All Past Due 30+ Days 4. All Past Due 60+ Days 5. All Past Due 90+ Days DAYO AR, TJS LAB Page: 25 ■ AGEING REPORT ╔═══════════════════════════════════════════════════════╗ ║The Ageing Report is a printout of all outstanding ║ ║Receivables. ║ ║ ║ ║The report includes the AGE of the Receivable, and its ║ ║Past Due Status (Yes/No), based on the invoice TERMS. ║ ║ ║ ║Part 2 of this report is the Cash Receipts Listing. ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: AGEING.TXT ║ ║ ║ ║Enter Report Title: TJS LAB ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ ■ AGEING SUMMARY REPORT ╔═══════════════════════════════════════════════════════╗ ║The Ageing Summary Report prints all customers with ║ ║an Outstanding Receivables Balance (DUE<>0). ║ ║Includes sum of invoices (INVOICE.DBF), and Unapplied ║ ║Cash Receipts (RECEIPTS.DBF). ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: AGESUM.TXT ║ ║ ║ ║Print Only Non-Zero Balance Customers? (Y/N) ║ ║ ║ ║Print Only Past Due Accounts? (Y/N) ║ ║ ║ ║Enter Report Title: TJS LAB ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 26 ■ CUSTOMER CREDIT STATUS REPORT ╔═══════════════════════════════════════════════════════╗ ║The Customer Credit Status Report is a listing of ║ ║selected customers available credit & credit limit. ║ ║ ║ ║ ║ ║Print for ALL? (Y/N) ║ ║(Press N for CREDIT customers ONLY...) ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: CREDSTAT.TXT ║ ║ ║ ║Enter Report Title: TJS LAB ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ ■ CUSTOMER CREDIT HISTORY REPORT ╔═══════════════════════════════════════════════════════╗ ║The Customer Credit History Report is a listing of ║ ║all invoices and receipts for a specific customer. ║ ║ ║ ║There are 3 parts to this report: ║ ║ 1st, All Open Invoices/Orders/Receivables ║ ║ 2nd, History of Closed/Filled/Posted Invoices ║ ║ 3rd, All Receipts ║ ║ ║ ║This is not a Report Form... ║ ║ ║ ║Enter the Customers Account Number: 4 ║ ║ ║ ║Start Date: 01/01/90 Ending Date: 02/07/90 ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: CH4.TXT ║ ║ ║ ║Enter Report Title: TJS LAB ║ ╚═══════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 27 You have the option to select from ALL customers with this report by just pressing enter/return at the prompt for the customer number. The following browse screen will appear. Use the Find Keys (F5, F6, F7, F8), to find the customer you desire to print the Credit History report for. ╔═══════════════════════[ Select/Find Your Customer ]════════════════════════╗ ║ CUSTOMER NAME ATTN ║ ║──────────╥────────────────────────────────╥────────────────────────────────║ ║ 2331 ║ Harvey Morgan ║ Harv ║ ║ 2334 ║ Dufus Manatee ║ Cow ║ ║ 2335 ║ Hal Monteque ║ ║ ║ 2336 ║ Joe's Flowers and Auto Parts ║ Salley ║ ║ 2445 ║ Martins Nuts and Bolts ║ Tracy ║ ║ 2505 ║ Arlie Monuments ║ Sal ║ ║ 3094 ║ Johnson Burials ║ ║ ║ 3095 ║ Big Green Chewing Gum Company ║ Mogal Martin ║ ╚════════════════════════════════════════════════════════════════════════════╝ Find: F5 (Customer) F6 (Name) F7 (Ship To) F8 (Phone) F9 (Zip Code) 1/19 ■ TOP CUSTOMER REPORT The Top Customer Report will list your customers in order of Sales, Gross Profit, or Margin. You can print all customers, or enter in the number of customers to print (ie: the top 25). This report can take quite a while to run, depending on the number of records in the databases DETAIL.DBF & ARD.DBF. Note, because this routine is creating a database, it is not multiuser! ╔═══════════════════════════════════════════════════════╗ ║The Top Customer Report will list your customers ║ ║in order of Sales, Gross Profit, or Margin. ║ ║The Totals are computed by summing the PRICE and ║ ║the COST fields from the databases: DETAIL.DBF and ║ ║ARD.DBF. ║ ║The Margin is computed as: ((Sales-Cost)/Sales)*100 ║ ║This Report will create a database (TOPCUS.DBF), that ║ ║contains a record for each customer with their sales ║ ║totals for the period of this report. ║ ║ ║ ║Report Form Name: TOPCUS.FRM. ║ ║ ║ ║Print All Customer? (Y/N) ( No -> # ) ║ ║Enter Number of Top Customers: 25 ║ ║Start Date: 01/01/90 Ending Date: 02/07/90 ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║Enter File Name: TCMargin.TXT ║ ║ ║ ║Enter Report Title: TJS LAB ║ ╚═══[ Building TOPCUS.DBF ]═════════════════════════════╝ DAYO AR, TJS LAB Page: 28 The following graph is displayed while the Top Customers Report is creating the database TOPCUS.DBF. Another one is displayed while it ranks the records in this database. ╞███████████████████████████══════════╪══════════════════╪══════════════════╡ 0 Acct# 14 25% 50% 75% 100% ■ CUSTOMER EXPANDED REPORT ╔═══════════════════════════════════════════════════════╗ ║The Customer Expanded Report contains as much data ║ ║for each customer that can fit onto a 132 character ║ ║wide printout. ║ ║ ║ ║Report Form Name: CUSXPAND.FRM. ║ ║ ║ ║ ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: CUSXPAND.TXT ║ ║ ║ ║Enter Report Title: TJS LAB ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ ■ CUSTOMER DUMP REPORT ╔═══════════════════════════════════════════════════════╗ ║The Customer Dump Report will print ALL DATA for a ║ ║selected customer. Page breaks - chr(12), will be ║ ║inserted between each unique Customer Number. ║ ║ ║ ║Customer Dump for ALL Customers ║ ║ ║ ║Print Customer Notes/Memos (Y/N) ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: DUMP.TXT ║ ║ ║ ║Enter Report Title: ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 29 ■ CUSTOMER MEMO/NOTES REPORT ╔═══════════════════════════════════════════════════════╗ ║The Customer Memo/Notes Report prints out all (if any) ║ ║memos/notes for all or a specific customer. The notes ║ ║are maintained in the database: CUSTMEMO.DBF & DBT. ║ ║ ║ ║Uses Report Form: CUSTMEMO.FRM. ║ ║ ║ ║Print All Customer Memos/Notes! ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: ARNOTES.TXT ║ ║ ║ ║Enter Report Title: TJS LAB ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ ■ CUSTOMER BILL TO ADDRESS LABELS ╔═══════════════════════════════════════════════════════╗ ║Use this option to print the Customer BILL TO address ║ ║Labels. The Address Label is the standard size of ║ ║ 3.5x15/16, 6LPI, and contains the following fields: ║ ║ NAME ADDR1 ADDR2 ║ ║ CITY STATE ZIP ║ ║ ║ ║ ╒══════════════════════════════╕ ║ ║ │Simpson Supplies and Stuff │ ║ ║ │PO Box 234 │ ║ ║ │8090 Lane │ ║ ║ │Mickey, GA │ ║ ║ │34458-5332 │ ║ ║ ╘══════════════════════════════╛ ║ ║ CUSTOMER ║ ║Select Customer -> 124241 ║ ║ 124245 ║ ║ 124247 ║ ║ 124248 ║ ║ 124267 ║ ║Esc (Exit) Enter/Return (Print) F5/F6/F7/F8 (Find) ║ ╚═══════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 30 ■ CUSTOMER SHIP TO ADDRESS LABELS ╔═══════════════════════════════════════════════════════╗ ║Use this option to print the Customer SHIP TO address ║ ║Labels. The Address Label is the standard size of ║ ║ 3.5x15/16, 6LPI, and contains the following fields: ║ ║ SHIPNAME SHIPADDR1 SHIPADDR2 ║ ║ SHIPCITY SHIPSTATE SHIPZIP ║ ║ ║ ║ ╒══════════════════════════════╕ ║ ║ │Simpson Supplies and Stuff │ ║ ║ │PO Box 234 │ ║ ║ │8090 Lane │ ║ ║ │Pluto, GA │ ║ ║ │34458-5332 │ ║ ║ ╘══════════════════════════════╛ ║ ║ CUSTOMER ║ ║Select Customer -> 124241 ║ ║ 124245 ║ ║ 124247 ║ ║ 124248 ║ ║ 124267 ║ ║Esc (Exit) Enter/Return (Print) F5/F6/F7/F8 (Find) ║ ╚═══════════════════════════════════════════════════════╝ ■ CASH RECEIPTS REPORT ╔═══════════════════════════════════════════════════════╗ ║The Cash Receipts Report is a printout of all Cash ║ ║Receipts records in the database RECEIPTS.DBF. ║ ║ ║ ║Option to select from 3 indexes; Journal #, ║ ║Customer #, or Invoice #. ║ ║ ║ ║Report Form RECEIPTS.FRM. ║ ║ ║ ║Select Index -> JOURNAL ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: RECEIPTS.TXT ║ ║ ║ ║Enter Report Title: TJS LAB ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 31 ■ TYPE REPORT & ■ SHIPPERS REPORT & ■ TERMS REPORT & ■ TAXCODE REPORT & ■ SALES PERSON REPORT The TYPE, SHIPPERS, TERMS, TAXCODE, and SALES PERSON reports are all printed using the same routine. ╔═══════════════════════════════════════════════════════╗ ║The TYPE Report will list all records found in its ║ ║respective database: TYPE.DBF ║ ║ SHIPPERS.DBF ║ ║ TERMS.DBF ║ ║ TAXCODE.DBF ║ ║ SALESPER.DBF ║ ║Report Forms Used: TYPE.FRM ║ ║ SHIPPERS.FRM ║ ║ TERMS.FRM ║ ║ TAXCODE.FRM ║ ║ SALESPER.FRM ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: TYPE.TXT ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 32 ■ CREATE A NON-STANDARD INVOICE Use this report option to create, then print a non-standard invoice. A non-standard invoice is one in which the contents (detail lines), are not found in the inventory database (INV.DBF). Like the DAYO POS invoices, DAYO AR invoices can be printed in a HP Laser format, Standard, or as Preprinted forms (Data Only). ╔════════════════[ Create a NON STANDARD Invoice/Receivable! ]═══════════════╗ ║ Standard invoices are created with DAYO POS (Point of Sale). ║ ║ Use this routine to create an invoice for anything NOT FOUND in the ║ ║ inventory database (INV.DBF). ║ ║ Note, NO inventory update will take place since it is implied that this ║ ║ invoice will be for NON INVENTORY ITEMS... Also note that the sales totals║ ║ will NOT appear on any DAYO POS REGISTER Reports (REG='NNN'). ║ ║ It is, however, required that a valid customer number be selected. ║ ║ ║ ║ Enter the Customers Account Number: 0 ║ ║ ║ ║ (Press Enter on an empty prompt to select from ALL...) ║ ║ ║ ║ ──────────────────────────────────────────────────────────── ║ ║ ║ ║ ████░ ███░ ██░ ██░ ██░ ▄████▄ ████░ ▄████▄ █████░ ║ ║ ██░ ████░ ██░ ██▄ ▄██░ ██░ ██░ ██░ ██░ ██░ ║ ║ ██░ █████░██░ ██░ ██░ ██░ ██░ ██░ ██░ ██░ ║ ║ ██░ ██░█████░ ██░ ██░ ██░ ██░ ██░ ██░ ████░ ║ ║ ██░ ██░ ████░ ▀████▀ ██░ ██░ ██░ ██░ ██░ ║ ║ ██░ ██░ ███░ ████░ ██░ ██░ ██░ ██░ ██░ ║ ║ ████░ ██░ ██░ ██░ ▀████▀ ████░ ▀████▀ █████░ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) The first step in creating an invoice is to select the customer. You have the option of typing in the customer number, or if not known, pressing the enter/return key to select from all customers. DAYO AR, TJS LAB Page: 33 DAYO AR Version 3.0 TJS LAB ╔════════════════[ Create a NON STANDARD Invoice/Receivable! ]═══════════════╗ ║ Standard invoices are created with DAYO POS (Point of Sale). ║ ║ Use this routine to create an invoice for anything NOT FOUND in the ║ ║ inventory database (INV.DBF). ║ ║ Note, NO inventory update will take place since it is implied that this ║ ║ invoice will be for NON INVENTORY ITEMS... Also note that the sales totals║ ║ will NOT appear on any DAYO POS REGISTER Reports (REG='NNN'). ║ ║ It is, however, required that a valid customer number be selected. ║ ║ ║ ║ Enter the Customers Account Number: 0 ║ ╔════════════════════════[ Select/Find Your Customer ]═══════════════════════╗ ║ CUSTOMER NAME ATTN ║ ║───────────╥────────────────────────────────╥───────────────────────────────║ ║ 343221 ║ Sams Meat Market, Inc ║ Beef ║ ║ 124421 ║ Porter House ║ ║ ║ 452457 ║ Western Steer ║ Herman ║ ║ 547475 ║ Eastern Steer ║ Oscar Johnson ║ ║ 245004 ║ Hinds Steak ║ Kit ║ ║ 345355 ║ Porkers Bar ║ ║ ║ 522514 ║ Sirloin Cow Company ║ ║ ║ 555390 ║ Jones Rawhide & Glue, Inc ║ Cowman Smith ║ ╚════════════════════════════════════════════════════════════════════════════╝ Find: F5 (Customer) F6 (Name) F7 (Ship To) F8 (Phone) F9 (Zip Code) ■ CREDIT MESSAGE After selecting the customer, a window will appear onto the screen alerting you to the credit status of this customer. Make sure you take heed since DAYO AR will not prevent the creation of an invoice that will 'violate' or exceed the credit limit set for this customer. ╔═══════════════════════════════════════╗ ║ Credit Limit: 100000.00 ║ ║ Amount Due: 25685.71 ║ ║ Available Credit: 74314.29 ║ ║ Press any key to continue... ║ ╚═══════════════════════════════════════╝ ■ INVOICE DETAIL DATA ENTRY The entry of the invoice detail items follows next. There are only 5 fields used in a non-standard invoice: ITEM, DESC, QUANTITY, COST & PRICE. While the adding of detail lines takes place, the customers key data fields are printed onto the top half of the screen. If you desire to edit any of the other fields in the database DETAIL.DBF, you will have to use the DAYO MAINTENANCE menu option AFTER the invoice is created. DAYO AR, TJS LAB Page: 34 When entering the detail lines, you must enter something in the ITEM, DESCRIPTION, and QUANTITY fields. DAYO AR Version 3.0 TJS LAB ╔════════════════════════════════════════════════════════════════════════════╗ ║ BILL TO: SHIP TO: ║ ║ Whiskey Makers of Florida Fidel ║ ║ PO BOX 39000 8900 Castile Road ║ ║ ║ ║ New York, NY 23440 HAVANA, CUBA ║ ║ CUSTOMER # TYPE SALESPER TERMS SHIPPER ║ ║ 10049 XXX Jan NET 7 Special Delivery ║ ║ PHONE ATTN CREDIT LASTDATE ║ ║ (315) 940-2422 Heisterman 43314.29 02/01/90 ║ ╚════════════════════════════════════════════════════════════════════════════╝ ╒═══╤═══════════╤═════════════════════════════╤════════╤══════════╤══════════╕ │# │ITEM │DESCRIPTION │QUANTITY│ COST│ PRICE│ ╞═══╪═══════════╪═════════════════════════════╪════════╪══════════╪══════════╡ │ 2│Advice │Personal Recommendation │ 1 │ 0.00│99 . │ │ 1│Service │Phone Support │ 3 │ 0.00│ 50.00│ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ │ ╘═══╧═══════════╧═════════════════════════════╧════════╧══════════╧══════════╛ Esc (Exit) Extended Cost: 0.00 Price: 150.00 ■ EXIT THE ADDING OF INVOICE DETAIL LINES Press Esc to abort and/or exit the adding of invoice detail lines. A window will appear onto the top of the screen prompting you to continue with the adding of invoice detail lines, or to exit/continue. Press Y to continue on with the invoicing procedure. You can abort the invoice at the next step if you so desire... ╔════════════════════════════════════════════════════════════════════════════╗ ║ ║ ║ You have entered 2 invoice detail lines... ║ ║ ║ ║ Extended Cost: 23.21 Extended Price: 249.00 ║ ║ ║ ║ Do you wish to continue to add detail items? (Y/N) ( N -> Exit ) ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ ╒═══╤═══════════╤═════════════════════════════╤════════╤══════════╤══════════╕ │# │ITEM │DESCRIPTION │QUANTITY│ COST│ PRICE│ ╞═══╪═══════════╪═════════════════════════════╪════════╪══════════╪══════════╡ │ 3│ │ │ 0 │ 0.00│ 0.00│ │ 2│Advice │Personal Recommendation │ 1 │ 0.00│ 99.00│ │ 1│Service │Phone Support │ 3 │ 0.00│ 50.00│ │ │ │ │ │ │ │ │ │ │ │ │ │ │ ╘═══╧═══════════╧═════════════════════════════╧════════╧══════════╧══════════╛ Esc (Exit) Extended Cost: 0.00 Price: 249.00 DAYO AR, TJS LAB Page: 35 ■ INVOICE HEADER The next screen is comprised of your invoice header record. It contains key information about the customer and should be scrutinized thoroughly before continuing with the invoicing process! Customer Number 23004 Bill To Name Salley Morgan Edit/Alter Invoice Header Ship To Name Salley Morgan Address 1 34440 Lancaster Road Address 2 City Killeen State TX Zip 32253 Phone (804) 261-8233 Type XXX Terms NET 30 Shipper UPS BLUE Sales Person YT Tax Rate 0.065 Customer PO Adjustment 0.00 Freight 0.00 Amount Paid 0.00 Taxes 14.94 Detail Subtotal 249.00 Comment Thank You! Esc (Exit) Enter/Return (Edit/Alter) DAYO AR, TJS LAB Page: 36 ■ TYPE, TERMS, SHIPPER, TAXCODE Editing any of the header fields is accomplished by highlighting the desired item, and then pressing Enter/Return. Editing some of the fields is done with the use of a selection window (ie: TYPE, TERMS, SHIPPER, TAXCODE). ┌─────────────────────────────────────┐ ┌────────────────────┐ │ Select Type │ │ Select Shipper │ │REG - REGULAR SALE │ │PICKUP │ │Ret - RETURN of item (and refund) │ │DELIVER │ │Ref - REFUND │ │UPS GROUND │ │SPC - SPECIAL *** │ │UPS BLUE │ │LON - LOANED │ │UPS RED │ │EXC - EXCHANGE │ │AIRBORNE │ │TRN - TRANSFER │ │FEDERAL EXPRESS │ │VOD - VOIDED │ │TRUCK │ │ │ │SPECIAL DELIVERY │ │ │ │MODEM │ └─────────────────────────────────────┘ └────────────────────┘ ┌────────────────────┐ │ Select Terms │ │DISCOVER │ ┌──────────────────┐ │NET 7 │ │ Select Tax Rate │ │NET 10 │ │0 - 0.000 │ │NET 15 │ │1 - 0.060 │ │NET 30 │ │2 - 0.065 │ │NET 60 │ └──────────────────┘ │NET 90 │ │MONEY ORDER │ │CASHIER CHECK │ │SPECIAL CREDIT │ └────────────────────┘ ■ AMOUNT RECEIVED FROM CUSTOMER A 'Cash' Sale (cash, check or credit card), requires you to enter the amount of the payment. Highlight and press Enter/Return on the 'Amount Paid' prompt, then enter in the amount of payment received. Do this before exiting and/or continuing... ╔═══════════════════════════════════╗ ║ Receive From Customer: 34.39 ║ ╚═══════════════════════════════════╝ DAYO AR, TJS LAB Page: 37 ■ FINAL INVOICE OPTION BOX Press Esc to exit and continue with the invoicing process. A window will appear prompting you to post the invoice (continue, save, print invoice, and exit), to return to editing the invoice header record (select N ), or to Quit (abort the process completely). ╔══════════════════════════════════════╗ ║ Order Total: 249.00 ║ ║ ║ ║ Total Due: 0.00 ║ ║ ║ ║ Post This Invoice? (Y/N/Q) ║ ║ ─────────────────────────── ║ ║ Y (OK) N (Redo) Q (Quit/Abort) ║ ╚══════════════════════════════════════╝ ■ INVOICE POSTING The DAYO AR non-standard invoice posting process involves the updating of the invoice header database (INVOICE.DBF), the invoice detail database (DETAIL.DBF), the customer database (CUSTOMER.DBF), and the sales person database (SALESPER.DBF). Note no update of the inventory database (INV.DBF) is performed since it is implied that the invoices will not include inventory items. If any inventory item is included, a 'manual' adjustment will need to be to done to the inventory database (INV.DBF). While posting is running, make every attempt NOT TO DISTURB the process! The progress of the posting process (usually very quick), is displayed in a window on the upper right of the screen. ╔═[ Posting Progress ]════╗ ║ Invoice Header ║ ║ Invoice Detail ║ ║ ║ ║ Customer Database ║ ║ Salesper Database ║ ║ ║ ║ ║ ╚═════════════════════════╝ DAYO AR, TJS LAB Page: 38 ■ PRINT/REPRINT AN INVOICE Before you print/reprint an invoice, you must first find it... DAYO Invoice records are found in 2 sets of databases, the active file, and the inactive/history file. The active set is comprised of the databases INVOICE.DBF & DETAIL.DBF. These databases are maintained primarily with DAYO POS or with the DAYO AR non-standard invoice routine. The inactive/history file is comprised of the databases ARH.DBF & ARD.DBF (Accounts Receivable History & Accounts Receivable Detail). These databases are maintained by the DAYO AR POST routine. Closed (payment received), invoice records are 'moved' from the databases INVOICE.DBF & DETAIL.DBF into ARH.DBF & ARD.DBF. ╔═══════════════════════════════════════════════════════╗ ║This routine will allow you to Print/Reprint an ║ ║Open and/or Closed/Posted Invoice. ║ ║Open Invoices are located in the INVOICE.DBF and ║ ║DETAIL.DBF databases. Closed/Posted Invoices are ║ ║located in the ARH.DBF and ARD.DBF databases. ║ ║ ║ ║Is this Invoice Open? (Y/N) ( N->Closed/Posted ) ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════╝ You must first find/highlight the invoice header record you want to reprint by using the arrow keys, PgUp/PgDn, or any of the FIND keys (F5, F6, or F7). DAYO AR Version 3.0 TJS LAB REPORTS ╔════════════════════════════════════════════════════════════════════════════╗ ║ BILL TO: SHIP TO: ║ ║ Stacy Harbour Harbour Marine ║ ║ Dock 567 Dock 567 ║ ║ Pier 78 Pier 78 ║ ║ Miami, FL 39393-4333 Miami, FL 39393-3030 ║ ║ CUSTOMER # TYPE SALESPER TERMS SHIPPER ║ ║ 43001 REG jj CASH UPS GROUND ║ ║ PHONE ATTN CREDIT LASTDATE ║ ║ (437) 431-4461 69037.93 02/04/90 ║ ╚═══════════════════════════[ Reprint An Invoice ]═══════════════════════════╝ INVOICE CUSTOMER SHIPNAME ─────────────────────╥──────────╥───────────────────────────────────────────── 10001 ║ 29204 ║ Harley Motors 10002 ║ 43001 ║ Harbour Marine 10003 ║ 76543 ║ Jungle Joes 10004 ║ 87453 ║ Jade Crossing 10005 ║ 60001 ║ Stehens Cloth Shop 10006 ║ 90671 ║ Tetter Supplies 10007 ║ 86033 ║ Eastside Printers 10008 ║ 37004 ║ Mark Jones Esc (Exit/Abort) Enter/Return (Select Invoice For Reprint) Find: F5 (Invoice) F6 (Ship To Name) F7 (Customer) DAYO AR, TJS LAB Page: 39 ■ DATABASE STATUS REPORT ╔═══════════════════════════════════════════════════════╗ ║The Database Status Report lists the DAYO AR ║ ║databases with their current fields, sizes and number ║ ║of records. Index files included. Not a Report Form. ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: DATABASE.TXT ║ ╚═══════════════════════════════════════════════════════╝ ■ CONFIGURATION STATUS REPORT ╔═══════════════════════════════════════════════════════╗ ║The Configuration Status Settings Report lists all of ║ ║configuration settings (found in file DAYOAR.CFG). ║ ║This is Not a Report Form. ║ ║ ║ ║Send Output to Printer? (Y/N) ( No -> To File) ║ ║ ║ ║Enter File Name: CONFIG.TXT ║ ╚═══════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 40 ■ EXAMPLE, CONFIGURATION REPORT (DEFAULT SETTINGS) +++++++++++++++++++++++++++++++++++++++++++++++++ + DAYO ACCOUNTS RECEIVABLE CONFIGURATION REPORT + +++++++++++++++++++++++++++++++++++++++++++++++++ 02/11/90 19:56:47 Company Name: Salley Morgan Address Line 1: Attn: Accounts Receivable Address Line 2: P.O. BOX 5555 City, State Zip: Anycity, ST 55555-5555 Telephone: 800-555-5555 Last Customer Number: 0 Last Invoice Number: 0 Invoice Printer Type: STANDARD Invoice Printer Port: LPT1 Number of Invoice Copies: 1 Auto Print Invoice: Yes Statement Printer Type: STANDARD Statement Printer Port: LPT1 Number of Statement Copies: 1 Inventory Database Location: \DAYOINV\ Customer Database Location: \DAYOAR\ BackOrder Database Location: \DAYOBO\ POS Database Location: \DAYOPOS\ GL Database Location: \DAYOGL\ Default Tax Code: 1 Default Invoice Type: REG Default Shipper/Shipment: PICKUP Default Terms: CASH Use Credit Limits: Yes Default Credit Limit: 0.00 Cash Drawer Attached: No Cash Drawer Com Port: COM1 Report Printer Type: STANDARD Report Printer Port: LPT1 1st Day of Fiscal Year: 01/01/90 Automatic GL Posting: No Visual Indexing: Yes Automatically Reindex Daily: Yes Color: Yes High Intensity: Yes DAYO AR, TJS LAB Page: 41 ■ PRINTER DRIVER (SETUP) This routine was added to preclude you from having to get out of your seat to change (mess with) the printer to get it to print correctly. The most important printer selections (ie: font size, lines per inch, orientation, ...) are made easy to evoke. ╔════════════════════════════════════════════════════════════════════════════╗ ║ █▄██░█▄██░███░█░ █░█████░███░█▄██░ █▄██▄ █▄██░███░█░ █░███░█▄██░ ║ ║ █░ █░█░ █░ █░ ██░ █░ █░ █░ █░ █░ █░ █░█░ █░ █░ █░ █░█░ █░ █░ ║ ║ █▀██░████░ █░ ███░█░ █░ ██░ ████░ █░ █░████░ █░ █▄ ▄█░██ ████░ ║ ║ █░ █░█░ █░ █░███░ █░ █░ █░█░ █░ █░█░█░ █░ █░█░ █░ █░█░ ║ ║ █░ █░▀█░ █░ █░ ██░ █░ █░ █░▀█░ █░ █░█░▀█░ █░ █▄█░ █░ █░▀█░ ║ ║ █░ █░ █░███░█░ █░ █░ ███░█░ █░ █▀██▀ █░ █░███░ █░ ███░█░ █░ ║ ║ ║ ║ Select Option -> Eject ║ ║ Line feed ║ ║ Normal Size ║ ║ Use this routine to set your Small/Condensed ║ ║ printer up with one or more Bold On ║ ║ of the setup strings and Bold Off ║ ║ commands listed to the right. 6 Lines per Inch ║ ║ 8 Lines per Inch ║ ║ Select the 'Change Printer Print Landscape (Laser Only) ║ ║ Default' option to change Print Portrait (Laser Only) ║ ║ printer types. Reset Printer ║ ║ Current printer is set to: Print Special String 1 ║ ║ Okidata Print Special String 2 ║ ║ Print Special String 3 ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) ■ PRINTER DRIVER OPTIONS There are 18 printer driver options to select from. The last option is to set the default printer, and the next to last is a 'SHELL' function that runs a DOS command or program. The remainder are strings/codes that are sent to the printer. Eject Print Portrait (Laser Only) Line feed Reset Printer Normal Size Print Special String 1 Small/Condensed Print Special String 2 Bold On Print Special String 3 Bold Off Print Special String 4 6 Lines per Inch Print Special String 5 8 Lines per Inch Run DOS Command/Program Print Landscape (Laser Only) Change Default Printer DAYO AR, TJS LAB Page: 42 ■ CHANGE DEFAULT PRINTER The last option is to change/set the default printer. This printer driver routine comes with 4 default printer types, Epson, HP Laser, Star, and Okidata. You can add (Ctrl N) as many as you want. ╔════════════════════════════════════════════════════════════════════════════╗ ║ █▄██░█▄██░███░█░ █░█████░███░█▄██░ █▄██▄ █▄██░███░█░ █░███░█▄██░ ║ ║ █░ █░█░ █░ █░ ██░ █░ █░ █░ █░ █░ █░ █░█░ █░ █░ █░ █░█░ █░ █░ ║ ║ █▀██░████░ █░ ███░█░ █░ ██░ ████░ █░ █░████░ █░ █▄ ▄█░██ ████░ ║ ║ █░ █░█░ █░ █░███░ █░ █░ █░█░ █░ █░█░█░ █░ █░█░ █░ █░█░ ║ ║ █░ █░▀█░ █░ █░ ██░ █░ █░ █░▀█░ █░ █░█░▀█░ █░ █▄█░ █░ █░▀█░ ║ ║ █░ █░ █░███░█░ █░ █░ ███░█░ █░ █▀██▀ █░ █░███░ █░ ███░█░ █░ ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ Current Default Printer is set to: Okidata ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ NAME LINEFEED ║ ║─────────────────────────────────────╥──────────────────────────────────────║ ║ Epson & Compatibles ║ CHR(10) ║ ║ HP Laser & Compatibles ║ CHR(10) ║ ║ Star Micro Gemini ║ CHR(10) ║ ║ Okidata ║ CHR(10) ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) Enter/Return (Make Default) F2 (Edit) Ctrl N (Add) 1/4 DAYO AR, TJS LAB Page: 43 ■ FULL SCREEN EDIT - F2 When entering the printer codes, the string must be in the valid format or it will not be printed later when requested... ┌───────────[ EDIT PRINTER DRIVER SETUP CODES - FULL SCREEN EDIT ]───────────┐ │ NAME: Epson & Compatibles │ │ LINEFEED: CHR(10) │ │ NORMAL: CHR(27)+CHR(18) │ │ SMALL: CHR(27)+CHR(15) │ │ BOLDON: CHR(27)+CHR(69) │ │ BOLDOFF: CHR(27)+CHR(70) │ │ _6LPI: CHR(27)+CHR(50) │ │ _8LPI: CHR(27)+CHR(48) │ │ PORTRAIT: │ │ LANDSCAPE: │ │ RESET: CHR(27)+CHR(64) │ │ SPEC_STR1: │ │ SPEC_STR2: │ │ SPEC_STR3: │ │ SPEC_STR4: │ │ SPEC_STR5: │ │ RUN_CMD: │ │ │ │ │ └────────────────────────────────────────────────────────────────────────────┘ Press Esc to Abort, PgUp/PgDn to Save and Exit ■ PRINTER DRIVER DATABASE FIELD DEFINITIONS NAME - Name of printer. Type in anything you wish here LINEFEED - Code to advance printer one line NORMAL - Normal font/character size SMALL - Small font/character size BOLDON - Bold/Emphasized BOLDOFF - Bold/Emphasized off _6LPI - Code to set printer to print 6 lines per inch _8LPI - Code to set printer to print 8 lines per inch PORTRAIT - Code to set laser printer to print upright (normal) LANDSCAPE - Code to set laser printer to print sideways RESET - Reset printer code SPEC_STR1 - Any special printer string, ie: print double, skip perforation, SPEC_STR2 - print very tiny, ... SPEC_STR3 - " SPEC_STR4 - " SPEC_STR5 - " RUN_CMD - DOS command or program, ie: CAPTURE p0 nff,SPOOL ON, ... DAYO AR, TJS LAB Page: 44 ■ VIEW REPORTS ON SCREEN This routine was provided to aid the 'fight to stop the cutting down of trees in the world' by offering you the option to view your reports on your screen. The only limitation is on the size of the report. No reports can be viewed if they are over 32,000 bytes. (Just kidding about those trees...) Due to compiler problems (handling of memory), this routine tends to 'hang' your computer. It is not recommended you use this option if your machine is performing multitasking programs. At the first prompt, type and enter the name of the report you wish to view. ╔═════════════════════════▌ View Reports Onscreen ▐══════════════════════════╗ ║██ ██░ ████░ ████░ ██░ ██░ ██▄██░ █████░ ██▄██░ ▄███▄ ██▄██░ ██████║ ║ ██ ██░ ██░ ██░ ██░ █░ ██░ ██░██░ ██░ ██░██░ ██░██░ ██░██░ ██░ ║ ║ ██ ██░ ██░ ███░ ██░███░██░ █████░ ████░ █████░ ██░██░ █████░ ██░ ║ ║ ████░ ██░ ██░ ███░███░ ██▀█░ ██░ ██░ ██░██░ ██▀█░ ██░ ║ ║ ██░ ████░ ████░ ██░██░ ██░██░ █████░ ██░ ▀███▀ ██░██░ ██░ ║ ║ ║ ║ Use this option to view (and optionally print) any report written to disk. ║ ║ Press Enter/Return on an empty prompt to display all files with the ║ ║ extension of '.TXT'. ║ ║ No limit on file size, but a large file/report takes longer to 'load'... ║ ║ ║ ║ Enter Report File Name to View On Screen: ║ ╚════════════════════════════════════════════════════════════════════════════╝ If the file does not exist, or you press enter on an empty prompt, a window will appear showing all reports in the current directory. It is assumed that all reports will have the extension of '.TXT', which is the DAYO standard. All reports are displayed in the window, even if they are too large... ╔═══════════════════════════════════════╗ ║ File Name Size Date Used ║ ╟──────────────┬────────────┬───────────╢ ║DAYOERR.TXT │ 1090 │ 06/15/90 ║ ║BALANCE.TXT │ 3555 │ 06/15/90 ║ ║GL900615.TXT │ 79 │ 06/15/90 ║ ║CONFIG.TXT │ 1209 │ 06/15/90 ║ ║BUDGETSC.TXT │ 4129 │ 06/15/90 ║ ║CLASSRPT.TXT │ 1058 │ 06/02/90 ║ ║COA.TXT │ 1158 │ 06/02/90 ║ ┌────────────────────────┐ ║GL900602.TXT │ 1759 │ 06/02/90 ║ │ Highlight the Report │ ║PERIODS.TXT │ 968 │ 06/15/90 ║ │ using the Up or Down │ ║TRANS3.TXT │ 659 │ 06/02/90 ║ │ arrow keys, then press │ ║TRIAL.TXT │ 6712 │ 06/15/90 ║ │ Enter/Return. │ ║INC_EXP.TXT │ 3291 │ 06/15/90 ║ └────────────────────────┘ ║TRANS1.TXT │ 659 │ 06/15/90 ║ ║ASSETS.TXT │ 1300 │ 06/15/90 ║ ║EQUITY.TXT │ 714 │ 06/15/90 ║ ╚══════════════╧════════════╧═══════════╝ DAYO AR, TJS LAB Page: 45 ■ REPORT VIEWING SCREEN The report viewing screen uses the complete screen. The top line displays the report name. The bottom lines show you the function keys, all 2 of them. Also displayed at the bottom of the screen is the current row/column of the cursor position. DAYORPT View Reports │ File Name: COA.TXT Page No. 1 07/27/90 INVENTORY ITEM LISTING Vendor or Item Mfg Item Description ------------ ------------ ------------------------------ 2" GUTTER 2" GUTTER SYSTEM _____________ 2ALM518 2" ALMOND COIL _____________ 2ALM519 2" ALMOND COIL _____________ 2ALM527 2" ALMOND COIL _____________ 2ALM533 2" ALMOND COIL _____________ 2ANT123 2" ANT IVORY COIL _____________ Esc (Exit) F1 (Help) DAYO AR, TJS LAB Page: 46 ■ DAYO ACCOUNTS RECEIVABLE POST & BALANCE DUE RESET/RECALCULATE This menu option consists of 2 important processes; one to post invoices from POS or Billing & Invoicing into the AR databases, and another process that recalculates the customer's balance DUE based on open receivables (records in the database ARH.DBF). DAYO AR Version 3.13 TJS LAB, Inc. AR POST ┌──[September 1991]──┐ ╔════════════════════════════════════════════════════════════════════════════╗ ║ DAYO ACCOUNTS RECEIVABLE POST & BALANCE DUE RESET/RECALCULATE ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ 1 - POST TO AR FILES ║ ║ This job will close all printed invoices, and create new records/entries ║ ║ in the databases: ARH.DBF and ARD.DBF. ║ ║ The field: OPEN will be set to .F. if no backorders exist. ║ ║ The Posted Invoice Header record will be deleted if no backorder exists. ║ ║ Posted Detail records will be deleted. ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ 2 - RESET BALANCE DUE ON ALL CUSTOMERS ║ ║ This job will reset/recalculate the 'Balance Due' for each customer. ║ ║ It will reset the PAID_PURC and DUE fields in the database: CUSTOMER.DBF. ║ ║ The PAID_PURC field is computed as the sum of the PAID fields in all open ║ ║ AR header records. This sum is then added to the sum of all cash receipt ║ ║ records in the database: RECEIPTS.DBF. ║ ║ The DUE field is computed as the sum of the SUBTOTAL+ADJUST+FREIGHT+TAXES ║ ║ fields in all open invoice header records. This sum, minus any unapplied ║ ║ cash receipts, make up the balance due (DUE). ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) Enter/Return (Select Option) ■ DAYO ACCOUNTS RECEIVABLE POST The method of 'moving' completed and closed invoices (those which payment has been received), out of the active files (INVOICE.DBF & DETAIL.DBF), is called the DAYO AR POST. The process is generally accomplished at the end of the period which could mean each day, week or month (as you determine...). Invoices can be found in more than one location. The following prompt is made for you to select which invoices are to be posted. Note, the default is \DAYOPOS\'... ╔═════════[ POST FROM MULTIPLE INVOICE DATABASES ]════════════╗ ║ Select Invoice Database ║ ║ Location/Directory -> \DAYOPOS\ ║ ║ \DAYOTB\ ║ ║ \DAYOPOS1\ ║ ║ \DAYOPOS2\ ║ ║ \DAYOPOS3\ ║ ║ Edit These Invoice Locations * ║ ║ Exit/Abort ║ ╚═════════════════════════════════════════════════════════════╝ Esc (Exit) Enter/Return (Select Option) DAYO AR, TJS LAB Page: 47 Invoices must be open (OPEN=.T.), printed (PRINTED=.T.), and not deleted before they will post into AR. They optionally must have a valid TYPE code (ie: 'REG,Ret,Ref'), and a value in one of the following fields: SUBTOTAL, ADJUST, FREIGHT, TAXES, PAID, COST, and/or QTY. A prompt to override this last option is presented as shown: ╔══════[ POST PRINTED VOIDS AND ZERO TOTAL INVOICES ]═════════╗ ║ If you want to post invoices that have been printed ║ ║ (PRINTED='.T.'), and are either voided (TYPE='VOD'), ║ ║ or have a total value of zero, then select Y (Yes) to ║ ║ this option. The default is not to post invoices ║ ║ that have no value... ║ ║ ║ ║ Post Voided & Zero Total Invoices? (Y/N) ║ ║ ║ ╚═════════════════════════════════════════════════════════════╝ ■ AR POSTING FLOWCHART ┌─────────────────┐ │ Create Invoice │ ┌────────────────────────┐ │ in DAYO POS ├───>>>──────┤ Print Invoice │ │ (INVOICE.DBF ├───┐ │ (Field: PRINTED = .T.) │ │ & DETAIL.DBF) │ │ └──┬─────────────────────┘ └─────────────────┘ │ │ └─>>>─┐ └───>>>───┐ │ ┌───────────┴──────────────────┐ └───┤ AR Post (in DAYO AR) │ │ Copy Invoice Header & Detail │ │ information into the AR │ │ Databases: ARH.DBF & ARD.DBF │ └──┬───────────────────────────┘ │ └─────>>>────┐ ┌─────────────────────────────────┐ ┌───────────┴──────────────────┐ │ Reports: ├─<<─┤ AR Records (Receivables) │ │ ■ AR Ageing (DAYO AR) │ │ (Maintained by the AR Browse │ │ ■ AR Header List (DAYO AR) │ │ Routines) │ │ ■ AR Detail List (DAYO AR) │ └──┬───────────────────────────┘ │ ■ Profit Report (Smart Reports) │ │ └─────────────────────────────────┘ │ └───>>>──────┐ │ ┌───────────────────┴──────────────────┐ │ Close AR records (in DAYO AR) │ │ (Set OPEN=.F.) │ │ ■ Cash Receipts │ │ ■ Manually Close (AR Browse: ARH.DBF)│ └──────────────────────────────────────┘ DAYO AR, TJS LAB Page: 48 Allow time for this process to run, and insure it is not interrupted. A progress graph is displayed in case you decide to 'watch' the computer work... AR POST ╔════════════════════════════════════════════════════════════════════════════╗ ║ DAYO ACCOUNTS RECEIVABLE POST & BALANCE DUE RESET/RECALCULATE ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ 1 - POST TO AR FILES ║ ║ This job will close all printed invoices, and create new records/entries ║ ║ in the databases: ARH.DBF and ARD.DBF. ║ ║ The field: OPEN will be set to .F. if no backorders exist. ║ ║ The Posted Invoice Header record will be deleted if no backorder exists. ║ ║ Posted Detail records will be deleted. ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ ║ ║ 0 Records 38 76 ║ ║ ╔════════════════╦══════════════════╦═════════════════╦════════════════╗ ║ ║ ╠███████████████████████████████████╬═════════════════╬════════════════╣ ║ ║ ╠════════════════╩══════════════════╬═════════════════╩════════════════╣ ║ ║ 0% Completed 50% Done!║ ║ Invoice: 103 Record: 40 ║ ║ ■* ║ ║ Standby while I do the AR POST! ║ ╚════════════════════════════════════════════════════════════════════════════╝ ■ BALANCE DUE RESET/RECALCULATE The option to recalculate and reset the balance due for each customer is provided as part of the DAYO AR Posting process. This option is not required, but was added in case there is ever any problem/question with the customers current balance due status. A progress graph is displayed in case you decide to 'watch' the computer work... AR POST ╔════════════════════════════════════════════════════════════════════════════╗ ║ DAYO ACCOUNTS RECEIVABLE POST & BALANCE DUE RESET/RECALCULATE ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ 0 Records 10 19 ║ ║ ╔════════════════╦══════════════════╦═════════════════╦════════════════╗ ║ ║ ╠██████████████████═════════════════╬═════════════════╬════════════════╣ ║ ║ ╠════════════════╩══════════════════╬═════════════════╩════════════════╣ ║ ║ 0% Completed 50% Done!║ ║ Standby while I do the Customer Balance Due Reset! ║ ╟────────────────────────────────────────────────────────────────────────────╢ ║ 2 - RESET BALANCE DUE ON ALL CUSTOMERS ║ ║ This job will reset/recalculate the 'Balance Due' for each customer. ║ ║ It will reset the PAID_PURC and DUE fields in the database: CUSTOMER.DBF. ║ ║ The PAID_PURC field is computed as the sum of the PAID fields in all open ║ ║ invoice header records. This sum is then added to the sum of any UNAPPLIED ║ ║ cash receipts records in the database: RECEIPTS.DBF. ║ ║ The DUE field is computed as the sum of the SUBTOTAL+ADJUST+FREIGHT+TAXES ║ ║ fields in all open invoice header records. This sum, minus any negative ║ ║ and/or UNAPPLIED cash receipts records, make up the balance due (DUE). ║ ╚════════════════════════════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 49 ■ CONFIGURATION The configurations settings (31 of them), are all accessed from within the CONFIGURATION menu (option 4 from the main menu). ╔════════════════════════╗ ║ CONFIGURATION ║ ╟────────────────────────╢ ║ Company Name ║ ║ Company Address ║ ║ Company Telephone ║ ║ Last Customer Number ║ ║ Last Invoice Number ║ ║ Invoice Printer Type ║ ║ Invoice Printer Port ║ ║ Invoice Copies ║ ║ Auto Print Invoice ║ ║ Statement Printer Type ║ ║ Statement Printer Port ║ ║ Statement Copies ║ ║ Inventory Location ║ ║ Customer Location ║ ║ Back Orders Location ║ ║ POS Location ║ ║ Default Tax Code ║ ║ Default Invoice Type ║ ╟────────────────────────╢ ║ Select Option ║ ╚════════════════════════╝ ■ CONFIGURATION LISTING Company Name Default Tax Code Company Address Default Invoice Type Company Telephone Default Shipper Last Customer Number Default Terms Last Invoice Number Use Credit Limit Invoice Printer Type Default Credit Limit Invoice Printer Port Cash Drawer Invoice Copies Cash Drawer Port Auto Print Invoice Report Printer Type Statement Printer Type Report Printer Port Statement Printer Port 1st Day of Fiscal Year Statement Copies Use Post Date Inventory Location Print Control Number onto Invoice Customer Location Automatic GL Posting Back Orders Location Visual Indexing POS Location Auto Daily Indexing GL Location Color High Intensity DAYO AR, TJS LAB Page: 50 ■ COMPANY NAME, ADDRESS & TELEPHONE Each field for this option is limited to 30 characters, 14 for the telephone... ┌──────────────────────────────[ COMPANY NAME ]─────────────────────────────┐ │ Enter Your Company Name: YOUR COMPANY, INC │ └───────────────────────────────────────────────────────────────────────────┘ ┌─────────────────────────────[ COMPANY ADDRESS ]───────────────────────────┐ │ Address Line 1: Attn: Accounts Receivable │ │ Address Line 2: P.O. BOX 5555 │ │ City, State ZIP: ANYCITY, ST 55555-5555 │ └───────────────────────────────────────────────────────────────────────────┘ ┌────────────────────────────[ COMPANY TELEPHONE ]──────────────────────────┐ │ Enter Your Company Telephone: 800-555-5555 │ └───────────────────────────────────────────────────────────────────────────┘ ■ LAST CUSTOMER ACCOUNT NUMBER ┌──────────────────────[ LAST CUSTOMER ACCOUNT NUMBER ]──────────────────────┐ │ Note, this option is overridden by DAYO AR... │ │ │ │ Enter Last Customer Account Number: 1 │ └────────────────────────────────────────────────────────────────────────────┘ ■ LAST INVOICE NUMBER ┌──────────────────────────[ LAST INVOICE NUMBER ]───────────────────────────┐ │ Enter Last Invoice Number: 4999 │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 51 ■ INVOICE PRINTER TYPE ┌──────────────────────────[ INVOICE PRINTER TYPE ]──────────────────────────┐ │ There are 3 types of DAYO AR printed invoices: STANDARD, LASER, and │ │ the DATA ONLY invoice. │ │ The STANDARD invoice prints standard characters with headings. │ │ The LASER invoice prints a special invoice onto a Hewlett Packard │ │ compatible laser printer. │ │ The DATA ONLY invoice is the same as the STANDARD with the exception │ │ of the headings (for use with pre-printed forms). │ │ │ │ Enter Your Invoice Printer Type -> STANDARD │ │ LASER │ │ DATA ONLY │ └────────────────────────────────────────────────────────────────────────────┘ ■ INVOICE PRINTER PORT ┌──────────────────────────[ INVOICE PRINTER PORT ]──────────────────────────┐ │ Enter Your Invoice Printer Port (1,2,3): 1 │ └────────────────────────────────────────────────────────────────────────────┘ ■ INVOICE COPIES ┌───────────────────[ Number of Invoice Copies To Print ]────────────────────┐ │ This option determines the number of invoice copies to print at the │ │ time of invoicing. Default is to print one copy of the invoice. │ │ │ │ Enter Number of Invoice Copies: 1 │ └────────────────────────────────────────────────────────────────────────────┘ ■ AUTOMATICALLY PRINT THE INVOICE ┌──────────────[ AUTOMATICALLY PRINT INVOICES AFTER INVOICING ]──────────────┐ │ If you want your invoices to automatically print after invoicing, then │ │ change this option to Y (YES). │ │ Default is to automatically print the invoices. │ │ │ │ Automatically Print Invoices? (Y/N) │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 52 ■ STATEMENT PRINTER TYPE ┌─────────────────────────[ STATEMENT PRINTER TYPE ]─────────────────────────┐ │ There are 3 types of DAYO AR printed Statements: STANDARD, LASER, and │ │ the DATA ONLY Statement. │ │ The STANDARD Statement prints standard characters with headings. │ │ The LASER Statement prints a special Statement onto a Hewlett Packard │ │ compatible laser printer. │ │ The DATA ONLY Statement is the same as the STANDARD with the exception │ │ of the headings (for use with pre-printed forms). │ │ │ │ Enter Your Statement Printer Type -STANDARD │ │ LASER │ │ DATA ONLY │ └────────────────────────────────────────────────────────────────────────────┘ ■ STATEMENT PRINTER PORT ┌─────────────────────────[ STATEMENT PRINTER PORT ]─────────────────────────┐ │ Enter Your Statement Printer Port (1,2,3): 1 │ └────────────────────────────────────────────────────────────────────────────┘ ■ STATEMENT COPIES ┌─────────────────[ Number of Statement Copies To Print ]────────────────────┐ │ This option determines the number of Statements to print. │ │ Default is to print one copy of the Statement. │ │ │ │ Enter Number of Statement Copies: 1 │ └────────────────────────────────────────────────────────────────────────────┘ ■ INVENTORY DATABASE LOCATION ┌──────────────────────[ INVENTORY LOCATION/DIRECTORY ]──────────────────────┐ │ The location of the DAYO Inventory (INV.DBF) does not have to be in │ │ the same drive/directory as DAYO AR. If you have installed DAYO Inventory │ │ into a different directory, you need to tell DAYO AR where to find the │ │ inventory database (INV.DBF). Default is nil (current directory). │ │ Be sure to include the rightmost slash, ie: \DAYO\ │ │ The drive designation is optional (if same as DAYO AR). │ │ │ │ Enter Location: \DAYOINV\ │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 53 ■ CUSTOMER DATABASE LOCATION ┌──────────────────[ CUSTOMER DATABASE LOCATION/DIRECTORY ]──────────────────┐ │ The location of the DAYO Customer file (CUSTOMER.DBF) does not have to be │ │ in the same drive/directory as DAYO AR. If you have installed the DAYO │ │ Customer Database (CUSTOMER.DBF), into a different directory, you need │ │ to tell DAYO AR where to find it. Default is nil (current directory). │ │ Be sure to include the rightmost slash, ie: \DAYOAR\ │ │ The drive designation is optional (if same as DAYO AR). │ │ │ │ Enter Location: \DAYOAR\ │ └────────────────────────────────────────────────────────────────────────────┘ ■ BACKORDERS DATABASE LOCATION ┌─────────────────[ BACKORDERS DATABASE LOCATION/DIRECTORY ]─────────────────┐ │ The location of the DAYO BackOrder Database (BO.DBF) does not have to │ │ be in the same drive/directory as DAYO AR. If you have installed DAYO BO │ │ into a different directory, you need to tell DAYO AR where to find the │ │ BackOrder database (BO.DBF). Default is nil (current directory). │ │ Be sure to include the rightmost slash, ie: \DAYOBO\ │ │ The drive designation is optional (if same as DAYO AR). │ │ │ │ Enter Location: \DAYOBO\ │ └────────────────────────────────────────────────────────────────────────────┘ ■ POS DATABASE LOCATION ┌────────────[ POS - POINT OF SALE DATABASE LOCATION/DIRECTORY ]─────────────┐ │ The location of the DAYO POS Databases, does not have to be │ │ in the same drive/directory as DAYO AR. If you have installed DAYO POS │ │ into a different directory, you need to tell DAYO AR where to find the │ │ DAYO POS databases. Default is nil (current directory). │ │ Be sure to include the rightmost slash, ie: \DAYOPOS\ │ │ The drive designation is optional (if same as DAYO AR). │ │ │ │ Enter Location: \DAYOPOS\ │ └────────────────────────────────────────────────────────────────────────────┘ ■ GENERAL LEDGER (GL) DATABASE LOCATION/DIRECTORY ┌────────────[ GENERAL LEDGER (GL) DATABASE LOCATION/DIRECTORY ]─────────────┐ │ The location of DAYO General Ledger Databases does not have to be │ │ in the same drive/directory as this module. If you have installed DAYO GL │ │ into a different directory, you need to tell this module where to find │ │ the GL databases. Default is nil (current directory). │ │ Be sure to include the rightmost slash, ie: \DAYOGL\ │ │ The drive designation is optional (if same as this module). │ │ │ │ Enter Location: \DAYOGL\ │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 54 ■ DEFAULT TAX CODE ┌────────────────────────────[ DEFAULT TAX CODE ]────────────────────────────┐ │ This Tax Code/Rate will be the percentage of tax withheld on all │ │ taxable customer invoices. These Tax Codes/Rates are maintained in │ │ the tax code database (TAXCODE.DBF). Use the MAINTENANCE menu option to │ │ add/change/delete the records in this database. │ │ │ │ Select The Default Tax Code/Rate -> 0 - 0.000 │ │ 1 - 0.060 │ │ 2 - 0.065 │ └────────────────────────────────────────────────────────────────────────────┘ *** If you need additional decimals, read about the 'fix' in the QUIRKS section near the end of this document... ■ DEFAULT INVOICE TYPE ┌──────────────────────────[ DEFAULT INVOICE TYPE ]──────────────────────────┐ │ The Invoice Type is used to differentiate between types of invoices. │ │ For example, type REG would be for regular sales, Ret for returns, │ │ and type VOD for voided invoices. The Invoice Types are maintained in │ │ the invoice types database (TYPE.DBF). Use the MAINTENANCE menu option │ │ to add/change/delete the records in this database. │ │ │ │ Select The Default Invoice Type -> REG - REGULAR SALE │ │ Ret - RETURN │ │ Ref - REFUND │ │ LON - LOANED │ │ TRN - TRANSFER │ │ VOD - VOIDED │ └────────────────────────────────────────────────────────────────────────────┘ The TYPE field is one of the most important invoice fields. It is this field that determines how the invoiced data will be posted to many databases. DAYO AR & POS comes with 8 default invoice types, but more can be added. It is imperative that these TYPE entries NOT be altered. Any additional TYPE entries will be handled (posted), just like the REG (Regular Sale) type. * Note, the posting of a Non-standard invoice (this option is found in the DAYO AR Reports routine), does not include an inventory database update. Type Meanings: REG - REGULAR SALE Regular sale, posted to all databases Ret - RETURN Return of items, creates a refund invoice, does NOT put items back into the inventory. Use the DAYO Inventory adjustments option to readjust the inventory Ref - REFUND Refund. Treated just like a return SPC - SPECIAL Special invoice LON - LOANED Loaned out. NOT posted to inventory EXC - EXCHANGE Exchange of items. NOT posted to inventory TRN - TRANSFER Transfer of items VOD - VOIDED Voided invoice. NOT posted to inventory DAYO AR, TJS LAB Page: 55 ■ DEFAULT SHIPPER/METHOD OF SHIPMENT ┌───────────────────[ DEFAULT SHIPPER/METHOD OF SHIPMENT ]───────────────────┐ │ This selection is placed on new invoices if the Customers SHIPPER/ │ │ METHOD OF SHIPMENT can not be determined. SHIPPERS/METHOD OF SHIPMENT │ │ selections are maintained in the shipper database (SHIPPER.DBF). │ │ Use the MAINTENANCE menu option to add/change/delete the records in this │ │ database. │ │ │ │ │ │ Select The Default Shipper -> PICKUP │ │ DELIVER │ │ UPS GROUND │ │ UPS BLUE │ │ UPS RED │ │ AIRBORNE │ │ FEDERAL EXPRESS │ │ TRUCK │ └────────────────────────────────────────────────────────────────────────────┘ ■ DEFAULT TERMS ┌─────────────────────────────[ DEFAULT TERMS ]──────────────────────────────┐ │ This selection is placed on new invoices if the Customers TERMS │ │ can not be determined. TERMS are maintained in the terms database │ │ (TERMS.DBF). Use the MAINTENANCE menu option to add/change/delete the │ │ records in this database. │ │ │ │ Select The Default Terms -> CASH │ │ CHECK │ │ COD │ │ AMERICAN EXPRESS │ │ MASTERCARD │ │ VISA │ │ NET 10 │ │ NET 15 │ └────────────────────────────────────────────────────────────────────────────┘ ■ USE CREDIT LIMIT ┌────────────────────────────[ USE CREDIT LIMIT ]────────────────────────────┐ │ If you wish to place credit limits on your customers, then set this │ │ option to Y (YES). Default is N (NO). If set to Y, then no 'Net' │ │ sales/invoice can be made if that invoice amount plus the amount due │ │ on other sales is greater than the customers credit limit. The credit │ │ limit is the value of the LIMIT field in the customer database │ │ (CUSTOMER.DBF). │ │ │ │ Limit Credit? (Y/N) │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 56 ■ DEFAULT CREDIT LIMIT ┌──────────────────────────[ DEFAULT CREDIT LIMIT ]──────────────────────────┐ │ Set a value here to become the default credit limit (LIMIT), for new │ │ customers. Default is zero (0). The LIMIT field is in the customers │ │ record in the database: CUSTOMER.DBF. │ │ │ │ Enter Default Credit Limit: 5000 │ └────────────────────────────────────────────────────────────────────────────┘ ■ CASH DRAWER ┌──────────────────────────────[ CASH DRAWER ]───────────────────────────────┐ │ The default for DAYO AR is that a cash drawer is NOT attached. │ │ The type of cash drawer that works with DAYO AR connects via the │ │ serial port. It will open when a signal is sent to it via the │ │ communications port (COM1:, COM2:, or COM3:). │ │ Note, an error will occur if you set this to Y (Yes), and you │ │ do not have a cash drawer attached. │ │ │ │ Do you have a cash drawer attached? (Y/N) │ └────────────────────────────────────────────────────────────────────────────┘ ■ CASH DRAWER SERIAL PORT ┌────────────────────────[ CASH DRAWER SERIAL PORT ]─────────────────────────┐ │ Enter Your Cash Drawer Serial Port (1,2,3): 1 │ └────────────────────────────────────────────────────────────────────────────┘ ■ REPORT PRINTER TYPE ┌──────────────────────────[ REPORT PRINTER TYPE ]───────────────────────────┐ │ Routine reports are printed according to this selection. │ │ The STANDARD printer type is a Epson/IBM Proprinter compatible printer. │ │ The LASER printer type is a Hewlett Packard Laser compatible printer. │ │ Special Laser codes are sent to the LASER option. │ │ │ │ Enter Your Report Printer Type -> STANDARD │ │ LASER │ └────────────────────────────────────────────────────────────────────────────┘ ■ REPORT PRINTER PORT ┌──────────────────────────[ REPORT PRINTER PORT ]───────────────────────────┐ │ Enter Your Report Printer Port (1,2,3): 1 │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 57 ■ 1ST DAY OF FISCAL YEAR ┌─────────────────────────[ 1ST DAY OF FISCAL YEAR ]─────────────────────────┐ │ Enter the 1st day of this Fiscal Year. This entry is used in various │ │ posting routines. The default is 1 Jan of current year... │ │ │ │ Enter 1st Day of Fiscal Year: 01/01/90 │ └────────────────────────────────────────────────────────────────────────────┘ ■ USE POSTDATE ┌───────────────────────────────[ USE POSTDATE ]─────────────────────────────── │ If you want sales reporting to use the date invoices were posted │ (POSTDATE) instead of the date (DATE) they were created, then select Y │ (YES). The default is to use the date they were created. │ │ Do you wish to use the POSTDATE? (Y/N) └────────────────────────────────────────────────────────────────────────────── ■ PRINT CONTROL NUMBER ONTO INVOICE ┌────────────────────[ PRINT CONTROL NUMBER ONTO INVOICE ]───────────────────── │ Use this option to generate and print a sequential CONTROL number for │ your invoices. This option is often necessary when Work Orders are used, │ and not printed daily. IRS 'requires' your invoices to be sequentially │ filed without breaks in sequence. This CONTROL number is incremented │ each time any invoice is printed. │ │ Do you want to print a CONTROL number onto your invoices? (Y/N) └────────────────────────────────────────────────────────────────────────────── DAYO AR, TJS LAB Page: 58 ■ AUTOMATIC GL POSTING This Configuration routine was added to allow you to post your transactions (ie: Invoice Posting, Cash Receipts, and Credit Memos), automatically into General Ledger (GL). If this option is set to 'Y' (Yes), each time you adjust or edit key accounting fields (ie: COST, AMOUNT, SUBTOTAL, FREIGHT, ADJUST, QTY...), a GL transaction records will be created. This routine includes an option to browse, edit, add, and/or delete records in the General Ledger Class Code Table/Database (GLCLASS.DBF). ╔══════════════════════════[ AUTOMATIC GL POSTING ]══════════════════════════╗ ║ If you are using General Ledger (GL), you can automatically update ║ ║ or create GL transactions every time you make an accounting adjustment. ║ ║ ║ ║ Do you want Automatic GL Posting? (Y/N) ║ ║ ║ ║ Default CLASS Code: AR Name: RECEIPTS ║ ║ Debit Account: 10000-000000 Credit Account: 20000-000000 ║ ║ Database: RECEIPTS.DBF Field: AMOUNT ║ ╟─────────────[ SELECT DEFAULT ACCOUNTS RECEIVABLE CLASS CODE ]──────────────╢ ║ CLASS NAME DEBIT CREDIT ║ ║──────────╥────────────────────────────────╥──────────────╥─────────────────║ ║ AR ║ Invoice Freight *** ║ 10000-000000 ║ 40000-000000 ║ ║ AR ║ 1st Invoice Tax *** ║ 10000-000000 ║ 40000-000000 ║ ║ AR ║ 2nd Invoice Tax *** ║ 10000-000000 ║ 40000-000000 ║ ║ AR ║ Invoice Adjustments *** ║ 10000-000000 ║ 40000-000000 ║ ║ AR ║ Invoice Paid/Collected *** ║ 10000-000000 ║ 40000-000000 ║ ║ REC ║ RECIPTS INTO INVENTORY ║ 91000-000000 ║ 20000-000000 ║ ║ INV ║ RECEIPTS INTO THE INVENTORY ║ 91000-000000 ║ 11000-000000 ║ ║ AR ║ RECEIPTS ║ 10000-000000 ║ 20000-000000 ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) F1 (Help) F2 (Edit) Ctrl N (Add) Ctrl U (Delete) Find: F5 (CLASS) F6 (DEBIT) F7 (CREDIT) F8 (NAME) F9 (DATABASE) 20/20 DAYO AR, TJS LAB Page: 59 ■ EDIT CLASS CODE RECORD Press 'F2' to edit a Class Code record. Note, valid entries are crucial to making this posting process work correctly... ╔═════════════════════════[ EDIT CLASS CODE RECORD ]═════════════════════════╗ ║ CLASS Code: AR ║ ║ Name: AR FREIGHT ║ ║ Debit Account: 11000-000000 ║ ║ Credit Account: 10000-000000 ║ ║ Database (.DBF): ARH.DBF ║ ║ Field: FREIGHT ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) F1 (Help) PgUp/PgDn (Save & Exit) ■ ADD NEW CLASS CODE RECORD Press 'Ctrl N' to add a new CLASS code record. ╔═══════════════════════[ ADD NEW CLASS CODE RECORD ]════════════════════════╗ ║ CLASS Code: ║ ║ Name: ║ ║ Debit Account: 00000-000000 ║ ║ Credit Account: 00000-000000 ║ ║ Database (.DBF): INVADJ.DBF ║ ║ Field: ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ Esc (Exit) F1 (Help) PgUp/PgDn (Save & Exit) DAYO AR, TJS LAB Page: 60 ■ FIND CLASS CODE Use the F5 through F9 keys to locate a desired CLASS code record Press F5 to locate a CLASS code record based on the CLASS field, ie: ┌─────────────────────────────────────────────────────────────┐ │ Enter CLASS+DATABASE: │ └───────────────────────────────────────────────────TJS LAB───┘ Press F6 to locate a CLASS code record based on the DEBIT field, ie: ┌─────────────────────────────────────────────────────────────┐ │ Enter DEBIT: 30000-200000 │ └───────────────────────────────────────────────────TJS LAB───┘ Press F7 to locate a CLASS code record based on the CREDIT field, ie: ┌─────────────────────────────────────────────────────────────┐ │ Enter CREDIT: 10000-200000 │ └───────────────────────────────────────────────────TJS LAB───┘ Press F8 to locate a CLASS code record based on the NAME field, ie: ┌─────────────────────────────────────────────────────────────┐ │ Enter NAME: │ └───────────────────────────────────────────────────TJS LAB───┘ Press F9 to locate a CLASS code record based on the DATABASE field, ie: ┌─────────────────────────────────────────────────────────────┐ │ Enter DATABASE: │ └───────────────────────────────────────────────────TJS LAB───┘ DAYO AR, TJS LAB Page: 61 ■ VISUAL INDEXING ┌────────────────────────────[ VISUAL INDEXING ]─────────────────────────────┐ │ If you desire to see a progress graph each time your indexes are │ │ created, then select Y (YES). Note, the process can slow the indexing │ │ routine down; especially with larger databases. │ │ │ │ Do you wish to have Visual Indexing? (Y/N) │ └────────────────────────────────────────────────────────────────────────────┘ ┌──────────────────────────────────────────────────────────┐ │ Database Name: DETAIL.DBF │ │ Index Name: DETITEM.NTX │ │ Number of Records: 394 │ │ ┌──────────────────────────────────────────────────┐ │ │ │████████████████████████████████████████ │ │ │ └──────────────────────────────────────────────────┘ │ │ 0 ─ 10 ─ 20 ─ 30 ─ 40 ─ 50 ─ 60 ─ 70 ─ 80 ─ 90 ─ 100 % │ └──────────────────────────────────────────────────────────┘ ■ AUTOMATIC DAILY INDEXING ┌────────────────────────[ AUTOMATIC DAILY INDEXING ]────────────────────────┐ │ If this option is set to Y (YES), then all DAYO Indexes accessed by │ │ DAYO AR will be recreated once daily. This will occur when the first │ │ DAYO AR program is run. The default is to recreate all the indexes. │ │ │ │ Recreate all DAYO AR Indexes? (Y/N) │ └────────────────────────────────────────────────────────────────────────────┘ Note, the DAYO Indexing program (DAYOX) was created for this purpose. ■ COLOR MONITOR To activate a color change, you must completely exit DAYO AR, then reenter. ┌─────────────────────────────[ COLOR MONITOR ]──────────────────────────────┐ │ If you have a color monitor and wish to display colors, then select Y, │ │ (YES), else select N (NO) for monochrome and others. │ │ The default is color, low intensity │ │ │ │ Do you have a color monitor? (Y/N) │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 62 ■ COLOR INTENSITY ┌────────────────────────────[ COLOR INTENSITY ]─────────────────────────────┐ │ Intensity is only applicable with color set to Y. │ │ It will make your colors brighter... │ │ │ │ Set Color Intensity On? (Y/N) │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 63 ■ MISCELLANEOUS ROUTINES - The MISC routines is a collection of 17 very useful Database Management Routines. These routines provide you with the 'ability to do whatever was left out of the rest of the program...'. These routines were modeled after dBase (tm) III+/IV functions. Familiarity with dBase will help with the understanding and execution of these routines. USE WITH CAUTION! YOU CAN ENHANCE AND CUSTOMIZE YOUR PROGRAM WITH THESE ROUTINES YOU CAN ALSO MESS THINGS UP PERMANENTLY! ■ MISC Routines Menu: DAYO AR Version 3.0 TJS LAB ┌───[February 1991]──┐ ╔════════════════════╗ │S M T W T F S │ ║ MISC ROUTINES ║ ████▄ ▄█▄ █░ █░ ▄███▄ ├────────────────────┤ ╟────────────────────╢ █░ █░ █░█░ █░ █░ █░ █░ │ 1 2 3│ ║ APPEND FROM ║ █░ █░ █░█░ ▀█░██░ █░ █░ │ 4 5 6 7 8 9 10│ ║ BROWSE DATABASES ║ █░ █░ █▀▀▀█░ ▀█▀ █░ █░ │11 12 13 14 15 16 17│ ║ COPY (.DBF) TO ║ █░ █░ █░ █░ █░ █░ █░ │18 19 20 21 22 23 24│ ║ CREATE DATABASE ║ ████▀ █░ █░ █░ ▀███▀ │25 26 27 28 │ ║ DELETE RECORDS ║ │ │ ║ ERASE FILE ║ └────────────────────┘ ║ EXIT TO DOS ║ ╓────────────────────────────────────────────────╖ ║ INDEX A DATABASE ║ ║ DAYO AR STATISTICS ║ ║ LIST FIELDS ║ ╟────────────────────────────────────────────────╢ ║ PACK DATABASE ║ ║ DATABASE NAME RECORDS SIZE ║ ║ MODIFY DATABASE ║ ╟────────────────────────────────────────────────╢ ║ RECALL RECORDS ║ ║ CUSTOMER.DBF Customers 19 9K ║ ║ RETURN TO MENU ║ ║ INV.DBF Inventory 2 1K ║ ║ RUN (DOS COMMAND) ║ ║ INVOICE.DBF Invoice Header 76 29K ║ ║ SIMPLE EDITOR ║ ║ DETAIL.DBF Invoice Detail 528 45K ║ ║ SORT DATABASE ║ ║ BO.DBF BackOrders 0 0K ║ ║ TYPE (PRINT) FILE ║ ║ ARH.DBF AR Header Hist 58 23K ║ ║ ZAP DATABASE ║ ║ ARD.DBF AR Detail Hist 284 24K ║ ╟────────────────────╢ ║ RECEIPTS.DBF Cash Receipts 39 3K ║ ║ Select Option ║ ╚════════════════════════════════════════════════╝ ╚════════════════════╝ DAYO AR, TJS LAB Page: 64 ■ APPEND FROM - Used to copy records from one database into another database, or to create records from ASCII files (SDF or DELIMITED). - The Initial Screen will prompt you to enter the file name of the database you are to append/copy the data into. At this point, you can either type in the name of the target database, or ... ┌──────────────────────────────[ APPEND FROM ]───────────────────────────────┐ │ Enter Database Name To Append Data Into: │ │ Enter Nothing For Listing Of Current Directory... │ └────────────────────────────────────────────────────────────────────────────┘ - If it exists in the current directory, press enter on an empty prompt to display all databases to select from. ┌──────────────────────────────[ APPEND FROM ]──────────────────────────────┐ │ │ │ Enter Database Name To Append Data Into: │ │ Enter┌────────[ PICK A DATABASE ]───────────┐y... │ │ │ FILE NAME SIZE DATE USED│ │ │ ├──────────────┬────────────┬──────────┤ │ │ │INVENT.DBF │ 375 │ 09/16/89 │ │ │ │AR.DBF │ 7219 │ 09/16/89 │ │ │ │HISTORY.DBF │ 103 │ 09/16/89 │ │ │ │PERSONS.DBF │ 24271 │ 09/16/89 │ │ │ │CUSTOMER.DBF │ 289 │ 09/16/89 │ │ │ └──────────────┴────────────┴──────────┘ │ │ ┌───────────────────────┐│ │ │ Highlight a database ││ │ │ using the ││ │ │ arrow keys, then press││ │ │ Enter/Return. ││ │ └───────────────────────┘│ │ │ └───────────────────────────────────────────────────────────────────────────┘ - The next prompt will be to select the type of Append: ┌──────────────────────────────[ APPEND FROM ]─────────────────────────────┐ │ │ │ Enter Database Name To Append Data Into: │ │ Enter Nothing For Listing Of Current Directory... │ │ │ │ Append Data Into INVENT.DBF │ │ │ │ Type of Append: Standard SDF DELIMITED │ │ │ └──────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 65 - If you are appending from another database (.DBF) then select 'Standard'. - Select the SDF option if you are appending from a 'flat' ASCII file. - Select the DELIMITED option if you are appending from a delimited ASCII file. Delimited files contain records in which the fields are separated by commas, and its character fields contained in double quotes... - If you select a Standard Append, you will then be prompted to enter the name of the database you wish to get the data from. If you selected the SDF or DELIMITED options, then enter the file name containing the data to be appended into your target database. ┌──────────────────────────────[ APPEND FROM ]─────────────────────────────┐ │ │ │ Enter Database Name To Append Data Into: │ │ Enter Nothing For Listing Of Current Directory... │ │ │ │ Append Data Into PERSONS.DBF │ │ │ │ Type of Append: Standard SDF DELIMITED │ │ │ │ Enter Database Name To Append Data FROM: PERSON1.TXT │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────┘ - The number of records appended into the target database will be displayed upon completion of the task... ┌──────────────────────────────[ APPEND FROM ]───────────────────────────────┐ │ │ │ Enter Database Name To Append Data Into: │ │ Enter Nothing For Listing Of Current Directory... │ │ │ │ Append Data Into INVENT.DBF From INVENTY.DBF │ │ │ │ Type of Append: Standard SDF DELIMITED │ │ │ │ Enter Database Name To Append Data FROM: INVENTY.DBF │ │ │ │ │ │ │ │ There Were 1 Records Appended Into INVENT.DBF │ │ │ │ │ │ │ │ Press Any Key To Continue... │ │ │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 66 ■ BROWSE DATABASES - Used to edit/view records in a database. Enter the database name you wish to edit/browse, or if it exists in the current directory, press enter on an empty prompt to bring up a window box to select from. ┌───────────────────────────────────────────────────────────────┐ │ Enter Database Name: INVENT.DBF │ │ │ └───────────────────────────────────────────────────────────────┘ - If there exists an index (.NDX or .NTX), with the same name as the database, it will be utilized... The DAYO Inventory indexes are the exception. They are automatically set/used. - An example of a browse screen: TJS LAB, PO BOX 585366 ┌────────────────────────────────[ BROWSE SDF ]──────────────────────────────┐ │ MFG_PART DESC PRICE LIST │ │──────────────────╥────────────────────────────────╥────────────╥───────────│ │ 19730 ║ DAYO CONFIGURATION SETTINGS ║ 896.16 ║ 1792.32 │ │ 23429 ║ DAYO CUSTOMER ║ 1064.19 ║ 2128.38 │ │ 14797 ║ DAYO END OF PERIOD/DAY ║ 672.12 ║ 1344.24 │ │ 38227 ║ DAYO FINANCE,PERSONNEL,PAYROLL ║ 1736.31 ║ 3472.62 │ │ 11098 ║ DAYO INVENTORY ║ 504.09 ║ 1008.18 │ │ 17264 ║ DAYO MISC ROUTINES ║ 784.14 ║ 1568.28 │ │ 30828 ║ DAYO PICK, INVOICING ║ 1400.25 ║ 2800.50 │ │ 35760 ║ DAYO PURCHASE ORDERS ║ 1624.29 ║ 3248.58 │ │ 25896 ║ DAYO QUOTES ║ 1176.21 ║ 2352.42 │ │ 62889 ║ DAYO ROPA ║ 2856.51 ║ 5713.02 │ │ 64122 ║ DAYO ROPA/ROPC SOURCE ║ 2912.52 ║ 5825.04 │ │ 28362 ║ DAYO SALES ORDERS, P.O.S. ║ 1288.23 ║ 2576.46 │ │ 33294 ║ DAYO VENDORS ║ 1512.27 ║ 3024.54 │ │ 66588 ║ DBASE TRAINING (PER HOUR) ║ 3024.54 ║ 6049.08 │ │ 16031 ║ EOP SOURCE ║ 728.13 ║ 1456.26 │ │ 49325 ║ EXPENSES SOURCE ║ 2240.40 ║ 4480.80 │ │ 39460 ║ FINANCE SOURCE ║ 1792.32 ║ 3584.64 │ ├──────────────────╨────────────────────────────────╨────────────╨───────────┤ │ Esc(EXIT) Ctrl N(ADD) Ctrl U(DELETE) F5(Find) │ └────────────────────────────────────────────────────────────────────────────┘ 51/60 DAYO AR, TJS LAB Page: 67 - To edit a memo field, just highlight the field, and start typing. * * * To save your work, once finished, YOU MUST PRESS Ctrl W UPON EXITING! ┌────────────────────────────────[ BROWSE SDF ]──────────────────────────────┐ │ PRICE LIST YOURPART NOTES │ │───────────────────────╥────────────╥─────────────────╥─────────────────────│ │ 896.16 ║ 1792.32 ║ ║ <Memo> │ │ 1064.19 ║ 2128.38 ║ ║ <Memo> │ │ 672.12 ║ 1344.24 ║ ║ <Memo> │ │ 1736.31 ║ 3472.62 ║ ║ <Memo> │ │ 504.09 ║ 1008.18 ║ ║ <Memo> │ │ 784.14 ║ 1568.28 ║ ║ <Memo> │ │ 1400.25 ║ 2800.50 ║ ║ <Memo> │ ┌────────────────────────────[ Edit Field: NOTES ] ──────────────────────────┐ │You can edit memo fields too... │ │ │ │ │ │ │ │ │ │ │ │ │ └───────────────────────[ Esc (ABORT) Ctrl W (SAVE) ]─────────────────────┘ │ Esc(EXIT) Ctrl N(ADD) Ctrl U(DELETE) F5(Find) │ └────────────────────────────────────────────────────────────────────────────┘ - Special keys for 'moving around' the BROWSE screen are: Left Arrow Key - Move to next field to your left Right Arrow Key - Move to next field to your right Ctrl Home - Go to the leftmost field Ctrl End - Go to the rightmost field (on the end of the record) Up Arrow - Move highlight to the previous record Down Arrow - Move highlight to the next record PgUp - Page up a full screen of records PgDn - Page down a full screen of records Ctrl PgUp - Go to the beginning of the file Ctrl PgDn - Go to the end or last record of the file Ctrl N - Add a record (where applicable) Ctrl U - Delete a record (where applicable) F5 - To seek/find a record based upon the active index Esc - Exit the current operation - Remember that there are many more fields to the right of the screen. Press the right arrow key to view them... DAYO AR, TJS LAB Page: 68 ■ COPY (.DBF) TO - Copy records to another (new) database. Use this option to copy select records into a new database or ASCII (SDF and DELIMITED) file. COPY TO can also be used to create backups of data (EG: copy to floppy). ┌─────────────────────────────[ COPY (.DBF) TO ]─────────────────────────────┐ │ │ │ Enter Database Name To COPY FROM: │ │ Enter┌────────[ PICK A DATABASE ]───────────┐y... │ │ │ FILE NAME SIZE DATE USED│ │ │ ├──────────────┬────────────┬──────────┤ │ │ │HARPS.DBF │ 375 │ 09/16/89 │ │ │ │INVENT.DBF │ 7335 │ 09/16/89 │ │ │ │SDFSTUF.DBF │ 103 │ 09/16/89 │ │ │ │MORETRAH.DBF │ 24387 │ 09/16/89 │ │ │ │AP.DBF │ 289 │ 09/16/89 │ │ │ └──────────────┴────────────┴──────────┘ │ │ ┌───────────────────────┐│ │ │ Highlight a database ││ │ │ using the ││ │ │ arrow keys, then press││ │ │ Enter/Return. ││ │ └───────────────────────┘│ └────────────────────────────────────────────────────────────────────────────┘ - The next prompt will be to select the type of COPY TO option you want: ┌──────────────────────────────[ COPY (.DBF) TO ]────────────────────────────┐ │ │ │ Enter Database Name To COPY FROM: INVENT.DBF │ │ Enter Nothing For Listing Of Current Directory... │ │ │ │ │ │ Type of Copy To: Standard SDF DELIMITED STRUCTURE │ │ │ │ │ │ Copy Records From INVENT.DBF │ └────────────────────────────────────────────────────────────────────────────┘ - The Standard option is simply creating another database (.DBF). The SDF and DELIMITED options will create ASCII files. The STRUCTURE option creates a new database with the same file structure as the initial database (no records copied). DAYO AR, TJS LAB Page: 69 - The next prompt (optional), requires some knowledge of dBase (tm). This prompt is requesting the user to enter a condition or filter. If all records are to be copied, just press Enter on an empty prompt. ┌╔═══════════════════════════[ FIELD NAMES & TYPE ]═════════════════════════╗┐ │║ ║│ │║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║│ │║NOTES{M} ■ ║│ │╚══════════════════════════════════════════════════════════════════════════╝│ │ │ │ │ │ Type of Copy To: Standard SDF DELIMITED STRUCTURE │ │ │ │ Enter SDF File Name To Copy Data TO: NEW.DBF │ │ │ │ Enter Condition: │ │ Sample condition: COST > 100 │ │ │ │ │ │ Copy Records From NEW │ └────────────────────────────────────────────────────────────────────────────┘ - This 'Condition' option is useful for coping only specific records into a new location. Any valid dBase/Clipper statement (as shown next) is fine... ┌╔═══════════════════════════[ FIELD NAMES & TYPE ]═════════════════════════╗┐ │║ ║│ │║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║│ │║NOTES{M} ■ ║│ │╚══════════════════════════════════════════════════════════════════════════╝│ │ │ │ Type of Copy To: Standard SDF DELIMITED STRUCTURE │ │ │ │ Enter SDF File Name To Copy Data TO: NEW DBF │ │ │ │ Enter Condition: PRICE>0 │ │ Sample condition: COST > 100 │ │ │ │ Copy Records From NEW │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 70 - The following window message will appear while the COPY TO routine does its task: ┌╔═══════════════════════════[ FIELD NAMES & TYPE ]═════════════════════════╗┐ │║ ║│ │║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║│ │║NOTES{M} ■ ║│ │╚══════════════════════════════════════════════════════════════════════════╝│ │ │ │ Type of Copy To: Standard SDF DELIMITED STRUCTURE │ │ │ │ Enter SDF File Name To Copy Data TO: NEW10 │ │ │ │ Enter Condition: PRICE>0 │ │ Sample cond┌───────────────────────────────────────────────┐ │ │ │┌─────────────────────────────────────────────┐│ │ │ CONDITION: ││┌───────────────────────────────────────────┐││ │ │ │││┌─────────────────────────────────────────┐│││ │ │ ││││Hold those camels while I do this COPY TO││││ │ │ │││└─────────────────────────────────────────┘│││ │ │ ││└───────────────────────────────────────────┘││ │ │ │└─────────────────────────────────────────────┘│ │ │ └───────────────────────────────────────────────┘ │ │ Copy Records From SDF To NEW10 │ └────────────────────────────────────────────────────────────────────────────┘ ■ CREATE DATABASE - Create a new database. This routine lets you create entirely new database structures. At the FIELD_NAME field, enter a unique field name. At the FIELD_TYPE field, enter a 'C' for character, 'N' for numeric, 'D' for Date, 'L' for logical or 'M' for memofield. At the FIELD_LEN field, enter the size/length of the character and/or numeric field. At the FIELD_DEC field, enter the number of decimals for the numeric field. ┌───────[ CREATE A NEW DATABASE: NEW.DBF ]────────┐ │ FIELD_NAME FIELD_TYPE FIELD_LEN FIELD_DEC │ │────────────╥────────────╥───────────╥───────────│ │ ║ ║ 0 ║ 0 │ │ ║ ║ ║ │ │ ║ ║ ║ │ ┌─────────────│ ║ ║ ║ │────────────┐ │ │ ║ ║ ║ │ │ │ ENTER TH│ ║ ║ ║ │ │ │ │ ║ ║ ║ │ │ └─────────────│ ║ ║ ║ │────────────┘ │────────────╨────────────╨───────────╨───────────│ │ Press Enter to edit any field... │ └──────[ PRESS Ctrl W TO SAVE AND EXIT ]────────┘ DAYO AR, TJS LAB Page: 71 * * * TO EDIT ANY FIELD, YOU MUST PRESS Enter FIRST * * * IT IS SLIGHTLY BOTHERSOME SORRY! WANT YOU TO THINK ABOUT WHAT YOU ARE DOING... *** If any error is made in this routine, you will experience an error, either immediately, or when you start to edit the new database. This error may even cause your computer to hang! *** Be sure to Press: Ctrl W when you are finished and satisfied. Pressing Esc will just negate your efforts.. ┌───────[ CREATE A NEW DATABASE: NEW.DBF ]────────┐ │ FIELD_NAME FIELD_TYPE FIELD_LEN FIELD_DEC │ │────────────╥────────────╥───────────╥───────────│ │ NAME ║ C ║ 30 ║ 0 │ │ AGE ║ N ║ 5 ║ 1 │ │ DEAD ║ L ║ 1 ║ 0 │ │ BIRTHDATE ║ D ║ 8 ║ 0 │ ┌─────────────│ REMARKS ║ M ║ 10 ║ 0 │────────────┐ │ │ ║ ║ 0 ║ 0 │ │ │ ENTER TH│ ║ ║ ║ │ │ │ │ ║ ║ ║ │ │ │ │ ║ ║ ║ │ │ └─────────────│ ║ ║ ║ │────────────┘ │ ║ ║ ║ │ │────────────╨────────────╨───────────╨───────────│ │ Press Enter to edit any field... │ └──────[ PRESS Ctrl W TO SAVE AND EXIT ]────────┘ DAYO AR, TJS LAB Page: 72 ■ DELETE RECORDS - Delete selected records from databases. The first prompt is for the name of the database you wish to mark records for deletion. Like many of the other routines, you can press enter on an empty prompt to bring up all databases that exist in the current directory: ┌────────[ PICK A DATABASE ]───────────┐ │ FILE NAME SIZE DATE USED│ ├──────────────┬────────────┬──────────┤ │D.DBF │ 259 │ 09/16/89 │ │DDD.DBF │ 375 │ 09/16/89 │ │NEW.DBF │ 195 │ 09/17/89 │ │SDF.DBF │ 7335 │ 09/16/89 │ │TRASH.DBF │ 24387 │ 09/16/89 │ │XXX.DBF │ 289 │ 09/16/89 │ ┌────────────────────────┐ └──────────────┴────────────┴──────────┘ │ Highlight a database │ │ using the │ ┌────────────────────────[ DELETE SELECTED RECORDS ]│ arrow keys, then press │ │ Enter Database Name: │ Enter/Return. │ │ └────────────────────────┘ │ │ └────────────────────────────────────────────────────────────────────────────┘ - After selecting the database, all its fields will be presented atop the screen so as to aid the user in entering a condition/filter. The use of the condition prompt is NOT optional, so some knowledge of dBase/Clipper syntax is required. Note the use of the Clipper Function: EMPTY(). ╒╔═══════════════════════════[ FIELD NAMES & TYPE ]══════════════════════════╗ │║ ║ ╘║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║ ║NOTES{M} ■ ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ┌────────────────────────[ DELETE SELECTED RECORDS ]─────────────────────────┐ │ Enter Database Name: TRASH │ │ Delete Records For Condition: EMPTY(PART) │ │ Sample condition: COST > 100 │ │ CONDITION: EMPTY(PART) │ │ Number of Records Deleted: 208 │ │ Press any key to continue... │ └────────────────────────────────────────────────────────────────────────────┘ - The number of records deleted will be displayed upon the screen as depicted just above... DAYO AR, TJS LAB Page: 73 ■ ERASE FILE - Erase a file (forever!). Use this option with extreme care! Again, be careful! ANY FILE SELECTED WITH THIS OPTION WILL BE PERMANENTLY REMOVED FROM EXISTENCE NO SECOND CHANCES HERE... - The first prompt is for the file name. You can press enter on an empty prompt to bring up a window selection of all files in the current directory. ┌────────────────────────┐ ┌────────[ ERASE THE FILE ]────────────┐ │ Highlight a file │ │ FILE NAME SIZE DATE USED│ │ using the │ ├──────────────┬────────────┬──────────┤ │ arrow keys, then press │ │B.BAT │ 222 │ 09/16/89 │ │ Enter/Return. │ │BKDOOR.$$$ │ 8192 │ 09/16/89 │ └────────────────────────┘ │BKDOOR.DOC │ 37029 │ 09/17/89 │ │BKDOOR.ZIP │ 19415 │ 09/16/89 │ │D.DBF │ 259 │ 09/16/89 │ │D.DBT │ 512 │ 09/16/89 │ │DAYOBK.BAK │ 36879 │ 09/16/89 │ │DAYOBK.LIB │ 36879 │ 09/16/89 │ │DAYOBK.LST │ 2056 │ 09/16/89 │ │DAYOBK.OBJ │ 35585 │ 09/16/89 │ │DAYOCAL.MAP │ 35 │ 09/16/89 │ │DDD.DBF │ 375 │ 09/16/89 │ │DDD.DBT │ 512 │ 09/16/89 │ │DDD.NTX │ 2048 │ 09/16/89 │ │DEMO.EXE │ 245404 │ 09/16/89 │ └──────────────┴────────────┴──────────┘ More - To ERASE a file, just highlight it, then press Enter... ■ EXIT TO DOS - This option will close all open files and databases and exit to DOS without having to return to the main menu exit routine. DAYO AR, TJS LAB Page: 74 ■ INDEX A DATABASE - You will be prompted to select the database you wish to index. After selecting the database, by typing in the name or pressing Enter on an empty prompt (then selecting from the window), you will be given a listing of all fields in that database atop the screen. ┌────────[ PICK A DATABASE ]───────────┐. │ FILE NAME SIZE DATE USED│ ├──────────────┬────────────┬──────────┤ │DAD.DBF │ 259 │ 09/16/89 │ │NEW.DBF │ 195 │ 09/17/89 │ │SPW.DBF │ 7335 │ 09/16/89 │ │SOW.DBF │ 103 │ 09/16/89 │ │BOY.DBF │ 24387 │ 09/17/89 │ │SHI.DBF │ 289 │ 09/16/89 │ ┌────────────────────────┐ └──────────────┴────────────┴──────────┘ │ Highlight a database │ │ using the │ ┌───────────────────[ INDEX A DATABASE ]───│ arrow keys, then press │ │ Enter Database Name: │ Enter/Return. │ │ └────────────────────────┘ └───────────────────────────────────────────────────────────────┘ - You will now be prompted to enter the name of the Index File. It will be (by default), named exactly the same as the selected database, with the exception of the extension. This will default to .NDX or .NTX depending on whether you linked NDX.OBJ with your application. *** Remember that the BROWSE routine only looks at indexes with the same name as the database. ╒╔═══════════════════════════[ FIELD NAMES & TYPE ]══════════════════════════╗ │║ ║ ╘║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║ ║NOTES{M} ■ ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ┌───────────────────[ INDEX A DATABASE ]────────────────────────┐ │ Enter Name of Index File: TRASH.NTX │ └───────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 75 - At the prompt for the index key, enter a field name, or a valid dBase/Clipper expression. ╒╔══════════════════════════[ FIELD NAMES & TYPE ]═══════════════════════════╗ │║ ║ ╘║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║ ║NOTES{M} ■ ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ┌───────────────────[ INDEX A DATABASE ]────────────────────────┐ │ Enter Name of Index File: TRASH.NTX │ │ Enter the Key Expression: PART+MFG_PART │ └───────────────────────────────────────────────────────────────┘ ■ LIST FIELDS - List fields to screen or printer. This routine is a great tool for providing simple reports and lists. The first prompt will be for the database you wish to work with. Type the name of the file, or press Enter on an empty prompt to bring up a window of all databases in the current directory for selection. ┌────────[ PICK A DATABASE ]───────────┐ │ FILE NAME SIZE DATE USED│ ├──────────────┬────────────┬──────────┤ │INVEND.DBF │ 259 │ 09/16/89 │ │INVENT.DBF │ 375 │ 09/16/89 │ │NEW.DBF │ 195 │ 09/17/89 │ │SOMEDAY.DBF │ 7335 │ 09/16/89 │ │TANGO.DBF │ 103 │ 09/16/89 │ │AP.DBF │ 24387 │ 09/17/89 │ │BACKUP.DBF │ 289 │ 09/16/89 │ ┌────────────────────────┐ └──────────────┴────────────┴──────────┘ │ Highlight a database │ │ using the │ ┌──────────────────────────────────────────│ arrow keys, then press │ │ Enter Database Name: │ Enter/Return. │ │ └────────────────────────┘ └───────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 76 - The next prompt is for a condition or filter. This makes it possible to list only specific records that meet that condition you enter. The condition must be a valid dBase/Clipper expression, or none (to list all). ╒╔══════════════════════════[ FIELD NAMES & TYPE ]═══════════════════════════╗ │║ ║ ╘║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║ ║NOTES{M} ■ ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ┌─────────────────────────────────────────────────────┐ │ Enter Filter: │ │ EG: ID = "SAM0909" .AND. RETAIL > 10000 │ └─────────────────────────────────────────────────────┘ ┌───────────────────────────────────────────────────────────────┐ │ Enter Database Name: │ │ │ └───────────────────────────────────────────────────────────────┘ - A window box appears next displaying all the fields in the selected database and an option to list all fields. Highlight any combination of fields ( or ALL) that you want listed. ╒╔═┌─────────────────┐═══════[ FIELD NAMES & TYPE ]══════════════════════════╗ │║ │ PICK THE FIELDS │ ║ ╘║P│ YOU WANT LISTED │} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║ ║ ├─────────────────┤ ║ ╚═│■■ ALL ■■ │═══════════════════════════════════════════════════════╝ │RECNO() │ │MFG_PART │ │PRICE │ │YOURPART │ ┌────────────────────────────────────────────────────┐ │NOTES │ │ Enter Filter: │ ├─────────────────┤ │ EG: ID = "SAM0909" .AND. RETAIL > 10000 │ │PRESS Esc TO EXIT│ └────────────────────────────────────────────────────┘ └─────────────────┘────────────────────────────────────────────────────┐ │ Enter Database Name: │ └───────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 77 - The fields you select will be displayed at center top of screen. Press Esc to exit the "PICK THE FIELDS YOU WANT LISTED" window. ╒╔═┌─────────────────┐═══════[ FIELD NAMES & TYPE ]══════════════════════════╗ │║ │ PICK THE FIELDS │ ║ ╘║P│ YOU WANT LISTED │} ■ DES┌────────────────────┐{N} ■ YOURPART{C} ■ ║ ║N├─────────────────┤ │PART │ ║ ╚═│■■ ALL ■■ │═══════│MFG_PART │══════════════════════════╝ │RECNO() │ │PRICE │ │PART │ └────────────────────┘ │PRICE │ │YOURPART │ ┌────────────────────────────────────────────────────┐ │NOTES │ │ Enter Filter: │ ├─────────────────┤ │ EG: ID = "SAM0909" .AND. RETAIL > 10000 │ │PRESS Esc TO EXIT│ └────────────────────────────────────────────────────┘ └─────────────────┘────────────────────────────────────────────────────┐ │ Enter Database Name: │ └───────────────────────────────────────────────────────────────┘ - At the next prompt, you can send the list to the SCREEN, PRINTER OR FILE. ╒╔═┌─────────────────┐═══════[ FIELD NAMES & TYPE ]══════════════════════════╗ │║ │ PICK THE FIELDS │ ║ ╘║P│ YOU WANT LISTED │} ■ DES┌────────────────────┐{N} ■ YOURPART{C} ■ ║ ║N├─────────────────┤ │PART │ ║ ╚═│■■ ALL ■■ │═══════│MFG_PART │══════════════════════════╝ │RECNO() │ │PRICE │ │PART │ └────────────────────┘ │DESC┌──────────────────────────────────────────────────────────────────┐ │PRIC│ Do you want to print the list to the SCREEN or PAPER or FILE ? │ │LIST│ │ │YOUR└──────────────────────────────────────────────────────────────────┘─┐ │NOTES │ │ Enter Filter: │ ├─────────────────┤ │ EG: ID = "SAM0909" .AND. RETAIL > 10000 │ │PRESS Esc TO EXIT│ └────────────────────────────────────────────────────┘ └─────────────────┘────────────────────────────────────────────────────┐ │ Enter Database Name: │ └───────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 78 - The list is very simple, and if displayed onto the screen, may look like the following: PART MFG_PART PRICE 4523 0.00 DAYO9S 41926 1904.34 DAYO10S 13564 616.11 DAYOCOMP 45625 2072.37 DAYOALLS 43159 1960.35 INDEXER 50558 2296.41 INDEXERS 51791 2352.42 5 DEMO 4932 224.04 DAYO13S 20963 952.17 MENUS 53024 2408.43 OFFSITEP 56724 2576.46 ONSITEP 57957 2632.47 DAYO2S 24662 1120.20 DAYO9 40693 1848.33 DAYO10 12331 560.10 DAYOCAL$ 44392 2016.36 DAYO13 19730 896.16 DAYO2 23429 1064.19 DAYO11 14797 672.12 DAYO8 38227 1736.31 DAYO1 11098 504.09 DAYO12 17264 784.14 DAYO5 30828 1400.25 ......PRESS ANY KEY TO CONTINUE...... ■ MODIFY DATABASE - Change the fields/structure of a database. You can add new fields, delete fields, change the length and type of field in any of the databases. At the FIELD_NAME field, enter a unique field name. At the FIELD_TYPE field, enter a 'C' for character, 'N' for numeric, 'D' for Date, 'L' for logical or 'M' for memofield. At the FIELD_LEN field, enter the size/length of the character and/or numeric field. At the FIELD_DEC field, enter the number of decimals for the numeric field. ******************************************************** *** TO EDIT ANY FIELD, YOU MUST PRESS Enter FIRST *** *** IT IS SLIGHTLY BOTHERSOME SORRY! *** ******************************************************** *** If any error is made in this routine, you will experience an error, either immediately, or when you start to access the database. This error may even cause your computer to hang! DAYO AR, TJS LAB Page: 79 *** Be sure to Press: Ctrl W when you are finished and satisfied. Pressing Esc will just negate your efforts.. ■ PACK DATABASE - Pack a database (removed deleted records). This option will permanently remove any records marked for deletion. This is another routine you should use with great care! As in many of the other of the routines, you will be prompted to enter the name of the database you wish to pack. Enter the name or press Enter on an empty prompt to view the window. ┌─────┐ │PACK!│ └─────┘ ┌────────[ PICK A DATABASE ]───────────┐ │ FILE NAME SIZE DATE USED│ ├──────────────┬────────────┬──────────┤ │GOODDATA.DBF │ 259 │ 09/16/89 │ │HAP.DBF │ 375 │ 09/16/89 │ │NEW.DBF │ 195 │ 09/17/89 │ │SDF.DBF │ 7335 │ 09/16/89 │ │LOIN.DBF │ 103 │ 09/16/89 │ │TRASH.DBF │ 24387 │ 09/17/89 │ │FIX.DBF │ 289 │ 09/16/89 │ ┌────────────────────────┐ └──────────────┴────────────┴──────────┘ │ Highlight a database │ │ using the │ ┌──────────────────────────────────────────│ arrow keys, then press │ │ Enter Database Name: │ Enter/Return. │ └──────────────────────────────────────────└────────────────────────┘ - After selecting the database, you will be prompted to respond with a Yes or No (to Pack or not to Pack...). This is the last chance you have to change your mind... ┌──────────────────────────────────────────────────────────────────────────┐ │ PACK TOM3 │ │ Are you sure you want to PACK (remove deleted records) ? N │ └──────────────────────────────────────────────────────────────────────────┘ │ Enter Database Name: │ └───────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 80 ■ RECALL RECORDS - Recalls records previously marked for deletion. This option is identical to the DELETE RECORDS option discussed earlier... ■ RETURN TO MENU - Returns to the procedure that called MISC Routines. ■ RUN (DOS COMMAND) - Run a DOS command (EG: dir/w). This option is helpful in that it allows you to run programs at the DOS level (within memory constraints). ┌───────────────────────────────────────────────────────────────────────────┐ │ RUN CD\DOS │ └───────────────────────────────────────────────────────────────────────────┘ - One useful option is to type and Enter: COMMAND at this prompt. You will be running another DOS Shell totally out of the program (it still is in memory though). ┌───────────────────────────────────────────────────────────────────────────┐ │ RUN COMMAND │ └───────────────────────────────────────────────────────────────────────────┘ - Press and Enter: EXIT to return to your Clipper Application. EG: The COMPAQ Personal Computer MS-DOS Version 3.31 (C) Copyright Compaq Computer Corp. 1982, 1987 (C) Copyright Microsoft Corp. 1981, 1987 C:\KISBBS>EXIT DAYO AR, TJS LAB Page: 81 ■ SIMPLE EDITOR - A simple editor and word processor. Use this option to create and read simple TEXT files. File size is limited to your machines capabilities or 32,000k. The first prompt is for the name of the file you wish to edit. Type in the name, or press Enter on an empty prompt to bring up a window option box containing all files in the current directory. ┌────────────────────────┐ ┌──────────[ EDIT THE FILE ]───────────┐ │ Highlight a file │ │ FILE NAME SIZE DATE USED│ │ using the │ ├──────────────┬────────────┬──────────┤ │ arrow keys, then press │ │B.BAT │ 222 │ 09/16/89 │ │ Enter/Return. │ │BKDOOR.DOC │ 56356 │ 09/17/89 │ └────────────────────────┘ │BKDOOR.ZIP │ 19415 │ 09/16/89 │ │DAYOBK.LIB │ 36879 │ 09/16/89 │ │DAYOBK.LST │ 2056 │ 09/16/89 │ ┌────────│DAYOBK.OBJ │ 35585 │ 09/16/89 │────────────────────────────┐ │ Enter t│DAYOCAL.MAP │ 35 │ 09/16/89 │ │ │ Press E│DDD.DBF │ 375 │ 09/16/89 │urrent directory listing. │ └────────│DDD.DBT │ 512 │ 09/16/89 │────────────────────────────┘ │DDD.NTX │ 2048 │ 09/16/89 │ │DEMO.EXE │ 245404 │ 09/16/89 │ │DEMO.MAP │ 7780 │ 09/16/89 │ └──────────────┴────────────┴──────────┘ More - *** Note, this routine will try to load binary files (.EXE, .OBJ, .etc...), so be careful at what you select for viewing/editing. - If you make ANY changes to the file, You MUST PRESS Ctrl W to SAVE those changes. If you exit with an Esc, all changes will be lost! ┌──────────────────────────────[ SIMPLE EDITOR ]─────────────────────────────┐ │CLIPPER demo │ │CLIPPER MISC │ │KWAIT 10 │ │LIB MISC-+MISC,MISC.LST,MISC │ │KWAIT 10 │ │TLINK DEMO,,,MISC \CLIPPER\CLIPPER \CLIPPER\EXTEND │ │KWAIT 10 │ │DEMO │ └────────────────────────────────────────────────────────────────────────────┘ Esc (ABORT) Ctrl W (SAVE) Initial Size: 222 1/0 DAYO AR, TJS LAB Page: 82 - Special keys for 'moving around' the SIMPLE EDITOR screen are: Left Arrow Key - Move to your left Right Arrow Key - Move to your right Ctrl Home - Go to the top, leftmost corner of window Ctrl End - Go to the bottom, rightmost corner of window Up Arrow - Move up one line Down Arrow - Move down one line PgUp - Page up a full screen PgDn - Page down a full screen Ctrl PgUp - Go to the beginning of the file Ctrl PgDn - Go to the end of the file * F2 - Import text from a text file * Ctrl W - Save Changes and Exit * Esc - ABORT Changes and Exit The margin may exceed the boundaries on the right side of the screen, but the text is easily accessed using the special keys above... ■ SORT DATABASE - This option takes a database, sorts it, and copies the result into a new database. The first prompt is for the name of the database you want to sort. Enter the name, or press Enter on an empty prompt to bring up a window box containing all databases in the current directory. ┌────────[ PICK A DATABASE ]───────────┐ │ FILE NAME SIZE DATE USED│ ├──────────────┬────────────┬──────────┤ │DOG.DBF │ 259 │ 09/16/89 │ │CAT.DBF │ 375 │ 09/16/89 │ │CAR.DBF │ 195 │ 09/17/89 │ │BAM.DBF │ 7335 │ 09/16/89 │ │HARP.DBF │ 103 │ 09/17/89 │ │TRAIN.DBF │ 24387 │ 09/17/89 │ │HIPPY.DBF │ 289 │ 09/16/89 │ ┌────────────────────────┐ └──────────────┴────────────┴──────────┘ │ Highlight a database │ │ using the │ ┌───────────────────[ SORT A DATABASE ]────│ arrow keys, then press │ │ Enter Database Name: │ Enter/Return. │ │ └────────────────────────┘ │ │ └───────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 83 - The next prompt is for the name of the database you will be creating with the sorted data. ╒╔═══════════════════════════[ FIELD NAMES & TYPE ]══════════════════════════╗ │║ ║ ╘║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║ ║NOTES{M} ■ ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ┌───────────────────[ SORT A DATABASE ]─────────────────────────┐ │ Enter Database Name: INVNET.DBF │ │ Enter Name of Sorted File: INVNET1.DBF │ │ │ └───────────────────────────────────────────────────────────────┘ - The next prompt is for the sort field (limited to 1 field)... ╒╔═════════════════════════[ FIELD NAMES & TYPE ]═══════════════════════════╗ ╘║PART{C} ■ MFG_PART{C} ■ DESC{C} ■ PRICE{N} ■ LIST{N} ■ YOURPART{C} ■ ║ ║NOTES{M} ■ ║ ╚══════════════════════════════════════════════════════════════════════════╝ ┌───────────────────[ SORT A DATABASE ]─────────────────────────┐ │ Enter Database Name: TOM.DBF │ │ Enter Name of Sorted File: TOM1.DBF │ │ Enter the Key Expression: PART │ └───────────────────────────────────────────────────────────────┘ ■ TYPE (PRINT) FILE - Prints an ASCII/text file to screen or printer. The first prompt is for the file name. ┌───────────────────────[ TYPE TO SCREEN OR PRINTER ]────────────────────────┐ │ Enter the ASCII/TEXT file to TYPE: KISBBS.DOC │ │ Press Enter/Return on an empty field to get a current directory listing. │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 84 - The display of the file (any type), is continuous, but can be paused by any key (except the Enter & Esc keys). Pressing the Enter key will slow the printing of the file onto the screen. Press Esc to Abort the display... A sample display: FUNCKEY...........MISC FUNIQUE...........MISC FZAP..............MISC GET_PIC1..........MISC ISDATA............MISC ISDBF.............MISC MENU_KEY..........MISC MISC..............MISC OKFILE............MISC PACKIT............MISC PICKDBF...........MISC PROCLIST..........MISC SHOW_INS2.........MISC STATLINE2.........MISC TOG_INS2..........MISC XKEY_CLEAR........MISC XKEY_NORM.........MISC XMEMO.............MISC MISC BKDOOR BROWSEIT CENTER1 COLORSET DBFUNCT DBFUNCT6 EDITOR FACHOICE FAPPEND FCOPY2 FDBF1 FDELETE FERASE FILESZ FILE_UDF FILT FINDER FINDEX FMAKEDB FMODYDB FNEW FRECALL FRUN FSCROLL1 FSORT FTYPEIT FUNCKEY FUNIQUE FZAP GET_PIC1 ISDATA ISDBF MENU_KEY MISC OKFILE PACKIT PICKDBF PROCLIST SHOW_INS2 STATLINE2 TOG_INS2 XKEY_CLEAR XKEY_NORM XMEMO PRESS ANY KEY TO CONTINUE... ■ ZAP DATABASE - Totally erase all records in database (forever!). When you want to remove every record from a database, then use this option. Use with EXTREME CAUTION! The first prompt is for the file name. Enter the name of the database you are to 'clean out', or press Enter to select the database from a window containing all databases in the current directory. DAYO AR, TJS LAB Page: 85 ┌────┐ │ZAP!│ └────┘ ┌────────[ PICK A DATABASE ]───────────┐ │ FILE NAME SIZE DATE USED│ ├──────────────┬────────────┬──────────┤ │DENVER.DBF │ 259 │ 09/16/89 │ │OHIO.DBF │ 375 │ 09/16/89 │ │NEWYORK.DBF │ 195 │ 09/17/89 │ │MONTANA.DBF │ 7335 │ 09/16/89 │ │SC.DBF │ 259 │ 09/17/89 │ │EARS.DBF │ 103 │ 09/17/89 │ │FRUIT.DBF │ 24387 │ 09/17/89 │ ┌────────────────────────┐ │MATH.DBF │ 259 │ 09/17/89 │ │ Highlight a database │ │CARROTS.DBF │ 289 │ 09/16/89 │ │ using the │ └──────────────┴────────────┴──────────┘───│ arrow keys, then press │ │ Enter Database Name: │ Enter/Return. │ └──────────────────────────────────────────└────────────────────────┘ - You will be prompted one last time as to whether you still want to ZAP the selected database. Press Y for Yes, N for No... ┌────┐ │ZAP!│ └────┘ ┌──────────────────────────────────────────────────────────────────────────┐ │ ZAP TRASH │ │ Are you sure you want to ZAP (remove all records permanently) ? N │ │ │ └──────────────────────────────────────────────────────────────────────────┘ │ Enter Database Name: │ └───────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 86 ■ HELP SCREENS - While in the browse screens, some of the option windows, and in the SIMPLE EDITOR, pressing the F1 key, will display a help screen. - BROWSE help: ┌──────────────────────[ DAYOAR HELP: DBEDIT, 0, ]──────────────────────────┐ │ │ │- Special keys for 'moving around' the BROWSE screen are: │ │ │ │ Left Arrow Key - Move to next field to your left │ │ Right Arrow Key - Move to next field to your right │ │ Ctrl Home - Go to the leftmost field │ │ Ctrl End - Go to the rightmost field (on the end of the record)│ │ Up Arrow - Move highlight to the previous record │ │ Down Arrow - Move highlight to the next record │ │ PgUp - Page up a full screen of records │ │ PgDn - Page down a full screen of records │ │ Ctrl PgUp - Go to the beginning of the file │ │ Ctrl PgDn - Go to the end or last record of the file │ │ Ctrl N - Add a record (where applicable) │ │ Ctrl U - Delete a record (where applicable) │ │ F5,F6,F7 - To seek/find a record based upon the active index │ │ Esc - Exit the current operation │ │ │ │ Remember that there are many more fields to the right of the screen. │ │ Press the right arrow key to view them... │ └────────────────────────────────────────────────────────────────────────────┘ - Option Box Help: ┌───────────────────────[ DAYOAR HELP: ACHOICE, 0, ]────────────────────────┐ │ │ │ │ │ │ │ │ │ - Special keys for 'moving around' the Option Box are: │ │ │ │ Up Arrow - Move up one option │ │ Down Arrow - Move down one option │ │ PgUp - Page up multiple records │ │ PgDn - Page down multiple records │ │ Esc - ABORT and Exit │ │ │ │ │ │ After highlighting the option you desire, press Enter... │ │ │ │ │ │ │ └────────────────────────────────────────────────────────────────────────────┘ DAYO AR, TJS LAB Page: 87 - Editor help: ┌──────────────────────[ DAYOAR HELP: MEMOEDIT, 0, ]────────────────────────┐ │ │ │ - Special keys for 'moving around' the EDITOR screen are: │ │ │ │ Left Arrow Key - Move to your left │ │ Right Arrow Key - Move to your right │ │ Ctrl Home - Go to the top, leftmost corner of window │ │ Ctrl End - Go to the bottom, rightmost corner of window │ │ Up Arrow - Move up one line │ │ Down Arrow - Move down one line │ │ PgUp - Page up a full screen │ │ PgDn - Page down a full screen │ │ Ctrl PgUp - Go to the beginning of the file │ │ Ctrl PgDn - Go to the end of the file │ │ Ctrl W - SAVE Changes and Exit │ │ Esc - ABORT Changes and Exit │ │ F2 - Import another text file into your document │ │ │ │ The margin may exceed the boundaries on the right side of the screen, │ │ but the text is easily accessed using the special keys above... │ │ │ │ │ └────────────────────────────────────────────────────────────────────────────┘ ■ EXPANDED HELP After Version 1.3, expanded help routines were added to all DAYO modules. At almost all prompts and menus you can press F1 for help. Help can be a function key message as displayed on previous page, a message that you have created (user defined & inputted), or the ability to read the documentation on the screen (saves paper). DAYO AR, TJS LAB Page: 88 ■ USER DEFINED & INPUTTED HELP SCREENS/MESSAGES If you press F1 and no user defined & inputted message exists for that section of the program you are currently in you will receive a message to this effect, and then a blank/empty screen. The editing keys for this option are the same as for the Simple Editor (previous page). DAYO AR Version 3.0 TJS LAB ┌───[February 1991]──┐ ┌──────[ DAYO HELP Called by Program: DAYOAR Variable: OPT ]───────┐ │ │ │ │ │ │ │ │ │ │ │ │ │ ╔════════════════════════════════════════════════════════╗ │ │ ║ No Online Help Messages Exist for this prompt... ║ │ │ ║ ║ │ │ ║ You can type in any help message you wish, or ║ │ │ ║ press F1 to view the document for DAYOAR. ║ │ │ ║ ║ │ │ ║ ║ │ │ ║ Press any key to continue... ║ │ │ ╚════════════════════════════════════════════════════════╝ │ │ │ │ │ ├───────────────────────────────────────────────────────────────────────────┤ │ Esc (Exit) Ctrl W (Save Changes) F1 (Read Manual) │ └───────────────────────────────────────────────────────────────────────────┘ If you wish to input anything at this point, just type whatever you wish, remembering to press Ctrl W to save all changes. Pressing Esc will not save ANY changes ( all effort you put into writing a help message will be lost! ). DAYO AR, TJS LAB Page: 89 DAYO AR Version 3.0 TJS LAB ┌───[February 1991]──┐ ┌───────[ DAYO HELP Called by Program: DAYOAR Variable: OPT ]───────┐ │ │ │ │ │ │ │ │ │ Type in anything you wish about this portion of the program! │ │ │ │ The length of this file can be many pages... │ │ │ │ Be sure to press Ctrl W to save any changes/additions you make to this │ │ screen. │ │ │ │ │ │ │ │ │ │ │ │ │ ├────────────────────────────────────────────────────────────────────────────┤ │ Esc (Exit) Ctrl W (Save Changes) F1 (Read Manual) 13/4 │ └────────────────────────────────────────────────────────────────────────────┘ ■ VIEW DOCUMENTATION ONSCREEN To view the documentation for the module you are in, it must first exist in the current directory. Document files are named the same as the module, and have the extension of '.DOC', ie: DAYOINV.DOC, DAYOPOS.DOC, DAYOPAY.DOC. Press F1 in the User Defined & Inputted Help Message screen to display the document (user manual). The special keys in this option are displayed in the Help Screen (press F1 again) for this option: ╔══════════════════════════════════════════════════════════════════════════╗ ║ While viewing the document for DAYOPAY the keyboard is configured ║ ║ as followed: ║ ║ ║ ║ Esc Exit ║ ║ F5 Find a string. This search is not case sensitive ║ ║ Examples: PAGE: 50 ║ ║ INTRODUCTION ║ ║ REPORTS ║ ║ Home Return to the beginning of the document ║ ║ End Go to the bottom of the document ║ ║ PgUp Page up ║ ║ ║ ║ Any other key moves acts like PgDn (page down) ║ ║ ║ ║ Press any key to continue... ║ ╚══════════════════════════════════════════════════════════════════════════╝ DAYO AR, TJS LAB Page: 90 ■ DATABASE STRUCTURE Database: CUSTOMER.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 CUSTOMER Numeric 6 1 6 2 NAME Character 30 7 36 3 ATTN Character 30 37 66 4 ADDR1 Character 30 67 96 5 ADDR2 Character 30 97 126 6 CITY Character 22 127 148 7 STATE Character 2 149 150 8 ZIP Character 10 151 160 9 PHONE Character 14 161 174 10 SHIPNAME Character 30 175 204 11 SHIPADDR1 Character 30 205 234 12 SHIPADDR2 Character 30 235 264 13 SHIPCITY Character 22 265 286 14 SHIPSTATE Character 2 287 288 15 SHIPZIP Character 10 289 298 16 SHIPPHONE Character 14 299 312 17 SALESPER Character 3 313 315 18 TAXRATE Numeric 7 5 316 322 19 TAXRATE2 Numeric 7 5 323 329 20 TERMS Character 20 330 349 21 SHIPPER Character 20 350 369 22 FOB Character 20 370 389 23 DATE Date 8 390 397 24 LASTDATE Date 8 398 405 25 TYPE Character 3 406 408 26 CLASS Character 3 409 411 27 PBM Numeric 6 3 412 417 28 PBL Numeric 6 3 418 423 29 SALESPTD Numeric 10 2 424 433 30 SALESYTD Numeric 10 2 434 443 31 DUE Numeric 10 2 444 453 32 PAID_PURC Numeric 10 2 454 463 33 LIMIT Numeric 10 2 464 473 34 FAX Character 14 474 487 35 PRICEX Numeric 1 488 488 36 ACTIVE Logical 1 489 489 37 CREDCARD Character 20 490 509 38 TAXCODE Character 3 510 512 ───── Total 513 Database: CUSTMEMO.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 CUSTOMER Numeric 6 1 6 2 NOTES Memo 10 7 16 ───── Total 17 DAYO AR, TJS LAB Page: 91 Database: INVOICE.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 INVOICE Numeric 6 1 6 2 CUSTOMER Numeric 6 7 12 3 SHIPNAME Character 30 13 42 4 SHIPADDR1 Character 30 43 72 5 SHIPADDR2 Character 30 73 102 6 SHIPCITY Character 17 103 119 7 SHIPSTATE Character 2 120 121 8 SHIPZIP Character 10 122 131 9 PHONE Character 14 132 145 10 TYPE Character 3 146 148 11 TERMS Character 20 149 168 12 SHIPPER Character 20 169 188 13 DATE Date 8 189 196 14 TIME Character 8 197 204 15 REG Character 3 205 207 16 BY Character 30 208 237 17 SALESPER Character 3 238 240 18 CUST_PO Character 15 241 255 19 SC Logical 1 256 256 20 BO Numeric 6 257 262 21 TAXRATE Numeric 5 3 263 267 22 TAXES Numeric 10 2 268 277 23 ADJUST Numeric 10 2 278 287 24 FREIGHT Numeric 10 2 288 297 25 SUBTOTAL Numeric 10 2 298 307 26 OPEN Logical 1 308 308 27 PRINTED Logical 1 309 309 28 PAID Numeric 10 2 310 319 29 COMMENT Character 50 320 369 ───── Total 370 Database: DETAIL.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 INVOICE Numeric 6 1 6 2 ITEM Character 12 7 18 3 DESC Character 30 19 48 4 QTY Numeric 7 49 55 5 PRICE Numeric 10 2 56 65 6 COST Numeric 10 2 66 75 7 TAXABLE Logical 1 76 76 8 DATE Date 8 77 84 9 CLASS Character 3 85 87 ───── Total 88 DAYO AR, TJS LAB Page: 92 Database: ARH.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 INVOICE Numeric 6 1 6 2 CUSTOMER Numeric 6 7 12 3 SHIPNAME Character 30 13 42 4 SHIPADDR1 Character 30 43 72 5 SHIPADDR2 Character 30 73 102 6 SHIPCITY Character 17 103 119 7 SHIPSTATE Character 2 120 121 8 SHIPZIP Character 10 122 131 9 PHONE Character 14 132 145 10 TYPE Character 3 146 148 11 TERMS Character 20 149 168 12 TERMS2 Character 20 169 188 13 AMOUNT2 Numeric 10 2 189 198 14 SHIPPER Character 20 199 218 15 FOB Character 20 219 238 16 DATE Date 8 239 246 17 TIME Character 8 247 254 18 REG Character 3 255 257 19 BY Character 30 258 287 20 SALESPER Character 3 288 290 21 CUST_PO Character 15 291 305 22 SC Logical 1 306 306 23 BO Numeric 6 307 312 24 TAXRATE Numeric 6 4 313 318 25 TAXCODE Character 3 319 321 26 TAXES Numeric 10 2 322 331 27 ADJUST Numeric 10 2 332 341 28 FREIGHT Numeric 10 2 342 351 29 SUBTOTAL Numeric 10 2 352 361 30 OPEN Logical 1 362 362 31 PRINTED Logical 1 363 363 32 CLASS Character 3 364 366 33 PAID Numeric 10 2 367 376 34 DISCOUNT Numeric 10 2 377 386 35 PROJECT Numeric 6 387 392 36 WHSE Numeric 3 393 395 37 COMMENT Character 50 396 445 38 POSTDATE Date 8 446 453 39 TRANSACT Character 12 454 465 ───── Total 466 DAYO AR, TJS LAB Page: 93 Database: ARD.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 INVOICE Numeric 6 1 6 2 ITEM Character 12 7 18 3 DESC Character 30 19 48 4 DESC2 Character 30 49 78 5 QTY Numeric 7 79 85 6 PRICE Numeric 10 2 86 95 7 COST Numeric 10 2 96 105 8 TAXABLE Logical 1 106 106 9 DATE Date 8 107 114 10 CLASS Character 3 115 117 11 PROJECT Numeric 6 118 123 12 CUSTOMER Numeric 6 124 129 13 POSTDATE Date 8 130 137 14 DESC2 Character 30 138 167 15 TRANSACT Character 12 168 179 ───── Total 180 DAYO AR, TJS LAB Page: 94 Database: TAXCODE.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 TAXCODE Character 1 1 1 2 TAXRATE Numeric 5 3 2 6 ───── Total 7 Database: TYPE.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 TYPE Character 3 1 3 2 DESC Character 30 4 33 ───── Total 34 Database: TERMS.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 TERMS Character 20 1 20 ───── Total 21 Database: SHIPPER.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 SHIPPER Character 20 1 20 ───── Total 21 Database: SERIALNO.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 ITEM Character 12 1 12 2 INVOICE Numeric 6 13 18 3 SERIALNO Character 30 19 48 4 CUSTOMER Numeric 6 49 54 5 DATE Date 8 55 62 ───── Total 63 DAYO AR, TJS LAB Page: 95 Database: RECEIPTS.DBF ───── Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 JOURNAL Numeric 6 1 6 2 INVOICE Numeric 6 7 12 3 CUSTOMER Numeric 6 13 18 4 AMOUNT Numeric 10 2 19 28 5 CHECKNO Character 12 29 40 6 TYPE Character 3 41 43 7 DATE Date 8 44 51 8 BY Character 5 52 56 9 APPLIED Numeric 10 2 57 66 ───── Total 67 Database: APPLIED.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 JOURNAL Numeric 6 1 6 2 INVOICE Numeric 6 7 12 3 AMOUNT Numeric 10 2 13 22 4 DATE Date 8 23 30 ───── Total 31 Database: ARJ.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 JOURNAL Numeric 6 1 6 ───── Total 7 Database: SERIALNO.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 ITEM Character 12 1 12 2 INVOICE Numeric 6 13 18 3 SERIALNO Character 30 19 48 4 CUSTOMER Numeric 6 49 54 5 DATE Date 8 55 62 ───── Total 63 DAYO AR, TJS LAB Page: 96 Database: SHIPTOS.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 CUSTOMER Numeric 6 1 6 2 SHIPNAME Character 30 7 36 3 SHIPADDR1 Character 30 37 66 4 SHIPADDR2 Character 30 67 96 5 SHIPCITY Character 22 97 118 6 SHIPSTATE Character 2 119 120 7 SHIPZIP Character 10 121 130 8 PHONE Character 14 131 144 9 SALESPER Character 3 145 147 10 TAXRATE Numeric 6 4 148 153 11 TERMS Character 20 154 173 12 SHIPPER Character 20 174 193 13 FOB Character 20 194 213 14 TYPE Character 3 214 216 15 CLASS Character 3 217 219 16 DATE Date 8 220 227 ───── Total 228 DAYO AR, TJS LAB Page: 97 Database: TOPCUS.DBF Field Field name Type Width Dec Start End ───── ────────── ───────── ───── ─── ───── ─── 1 CUSTOMER Numeric 6 1 6 2 NAME Character 30 7 36 3 SALESPER Character 3 37 39 4 REPNAME Character 30 40 69 5 DATE Date 8 70 77 6 SALES Numeric 10 2 78 87 7 COST Numeric 10 2 88 97 8 MARGIN Numeric 7 3 98 104 9 RANKING Numeric 7 105 111 ───── Total 112 ■ DATA DICTIONARY Field Name Type Len Dec Database Description/Comments ────────── ──── ─── ─── ──────────── ────────────────────────────────── ACTIVE L 1 0 CUSTOMER.DBF Not used by DAYO AR ADDR1 C 30 0 CUSTOMER.DBF 1st line of the customers bill to address SALESPER.DBF 1st line of the sales persons address ADDR2 C 30 0 CUSTOMER.DBF 2nd line of the customers bill to address SALESPER.DBF 2nd line of the sales persons address ADJUST N 10 2 INVOICE.DBF Amount of adjustment/miscellaneous ARH.DBF invoice charges AMOUNT N 10 2 RECEIPTS.DBF Total amount of money received (payment) APPLIED.DBF Total amount applied to a specific invoice AMOUNT2 N 10 2 ARH.DBF 2nd terms amount APPLIED N 10 2 RECEIPTS.DBF Sum applied to 1 or more invoices ATTN C 30 0 CUSTOMER.DBF Point of contact BO N 6 0 INVOICE.DBF Back Ordered quantity BY C 30 0 INVOICE.DBF Operator that made the invoice ARH.DBF BY C 5 0 RECEIPTS.DBF Operator that made the receipt, (uses only the 1st 5 characters) CHECKNO C 12 0 RECEIPTS.DBF Check, money order, or credit card number CITY C 22 0 CUSTOMER.DBF Customers address city SALESPER.DBF Sales Persons residence city CLASS C 3 0 CUSTOMER.DBF Class of customer. User defined COMMENT C 50 0 INVOICE.DBF Invoice comment ARH.DBF DAYO AR, TJS LAB Page: 98 Field Name Type Len Dec Database Description/Comments ────────── ──── ─── ─── ──────────── ────────────────────────────────── COST N 10 2 TOPCUS.DBF Total value of goods purchased ARD.DBF Cost per item DETAIL.DBF CUSTOMER N 6 0 CUSTMEMO.DBF Customer number TOPCUS.DBF SERIALNO.DBF ARH.DBF CUSTOMER.DBF RECEIPTS.DBF INVOICE.DBF CUST_PO C 15 0 INVOICE.DBF Customers Purchase Order number ARH.DBF DATE D 8 0 ARH.DBF Date of transaction DETAIL.DBF INVOICE.DBF TOPCUS.DBF SERIALNO.DBF SALESPER.DBF APPLIED.DBF CUSTOMER.DBF RECEIPTS.DBF ARD.DBF DESC C 30 0 DETAIL.DBF Item description ARD.DBF TYPE.DBF Type description DESC2 C 30 0 ARD.DBF 2nd Item description DISCOUNT N 10 2 ARH.DBF Not used DUE N 10 2 CUSTOMER.DBF Balance due FAX C 14 0 CUSTOMER.DBF FAX phone number FOB C 20 0 ARH.DBF Freight on board SHIPTOS.DBF CUSTOMER.DBF FREIGHT N 10 2 INVOICE.DBF Amount of freight charged on an ARH.DBF invoice INVOICE N 6 0 DETAIL.DBF Invoice number SERIALNO.DBF APPLIED.DBF ARD.DBF ARH.DBF RECEIPTS.DBF INVOICE.DBF ITEM C 12 0 SERIALNO.DBF Item/product/part number ARD.DBF DETAIL.DBF JOURNAL N 6 0 APPLIED.DBF Cash Receipts Journal control RECEIPTS.DBF number ARJ.DBF LASTDATE D 8 0 CUSTOMER.DBF Date of last transaction SALESPER.DBF LIMIT N 10 2 CUSTOMER.DBF Credit limit MARGIN N 7 3 TOPCUS.DBF Average margin for goods purchased DAYO AR, TJS LAB Page: 99 Field Name Type Len Dec Database Description/Comments ────────── ──── ─── ─── ──────────── ────────────────────────────────── NAME C 30 0 TOPCUS.DBF Name of the customer CUSTOMER.DBF SALESPER.DBF Name of the sales person NOTES M 10 0 CUSTMEMO.DBF Notes/memo about the customers OPEN L 1 0 ARH.DBF Flag to denote that payment has INVOICE.DBF yet to be received for an invoice PAID N 10 2 ARH.DBF Amount of payments received for INVOICE.DBF an invoice PAID_PURC N 10 2 CUSTOMER.DBF Amount paid on open invoices PBL N 6 3 CUSTOMER.DBF Price Book value to determine discount off list/retail price PBM N 6 3 CUSTOMER.DBF Price Book value to determine a margin/'cost plus' value for the price of an item PHONE C 14 0 INVOICE.DBF Customers telephone number CUSTOMER.DBF ARH.DBF SALESPER.DBF Sales persons telephone number POSTDATE D 8 0 ARH.DBF Date posted into the history/ DAYO AR files (ARH.DBF & ARD.DBF) PRICE N 10 2 DETAIL.DBF Price per item ARD.DBF PRICEX N 1 0 CUSTOMER.DBF Used with multiple prices PRINTED L 1 0 INVOICE.DBF Flag to denote whether the invoice ARH.DBF has been printed yet PROJECT N 6 0 ARD.DBF Used with Time & Billing ARH.DBF QTY N 7 0 DETAIL.DBF Quantity of items invoiced ARD.DBF RANKING N 7 0 TOPCUS.DBF Ranking value based on sales, gross profit, or margin REG C 3 0 ARH.DBF Register that made the invoice INVOICE.DBF REPNAME C 30 0 TOPCUS.DBF Sales Persons name SALES N 10 2 TOPCUS.DBF Total value goods were sold at (for a specific customer) SALESPER C 3 0 INVOICE.DBF Sales persons code TOPCUS.DBF CUSTOMER.DBF ARH.DBF SALESPER.DBF SALESPTD N 10 2 SALESPER.DBF Sales Period to Date CUSTOMER.DBF SALESYTD N 10 2 SALESPER.DBF Sales Year to Date CUSTOMER.DBF SC L 1 0 ARH.DBF Ship Complete flag INVOICE.DBF SERIALNO C 30 0 SERIALNO.DBF Serial number for 1 each item SHIPADDR1 C 30 0 INVOICE.DBF Customers 1st line of their ship CUSTOMER.DBF to address ARH.DBF DAYO AR, TJS LAB Page: 100 Field Name Type Len Dec Database Description/Comments ────────── ──── ─── ─── ──────────── ────────────────────────────────── SHIPADDR2 C 30 0 INVOICE.DBF Customers 2nd line of their ship ARH.DBF to address CUSTOMER.DBF SHIPCITY C 22 0 CUSTOMER.DBF Ship to city 17 0 INVOICE.DBF ARH.DBF SHIPNAME C 30 0 INVOICE.DBF Ship to name ARH.DBF CUSTOMER.DBF SHIPPER C 20 0 INVOICE.DBF Shipper/method of shipment SHIPPER.DBF CUSTOMER.DBF ARH.DBF SHIPPHONE C 14 0 CUSTOMER.DBF Shipper phone SHIPSTATE C 2 0 ARH.DBF Ship to state INVOICE.DBF CUSTOMER.DBF SHIPZIP C 10 0 ARH.DBF Ship to zip code INVOICE.DBF CUSTOMER.DBF STATE C 2 0 SALESPER.DBF Customers bill to state CUSTOMER.DBF SUBTOTAL N 10 2 INVOICE.DBF Total of price of invoice detail ARH.DBF lines TAXABLE L 1 0 ARD.DBF Flag to denote if invoice detail DETAIL.DBF line item is taxable or not TAXCODE C 1 0 TAXCODE.DBF Tax code that corresponds to a unique tax rate TAXES N 10 2 INVOICE.DBF Total amount of taxes charged on ARH.DBF an invoice TAXRATE N 5 3 INVOICE.DBF Tax rate CUSTOMER.DBF TAXCODE.DBF ARH.DBF TERMS C 20 0 TERMS.DBF Customers purchase terms ARH.DBF ie: CASH, NET 30 ... CUSTOMER.DBF INVOICE.DBF TERMS2 C 20 0 ARH.DBF 2nd terms code TIME C 8 0 ARH.DBF Time of transaction INVOICE.DBF TRANSACT C 12 0 ARD.DBF GL transaction posting number ARH.DBF TYPE C 3 0 CUSTOMER.DBF Default invoice type SALESPER.DBF Type of sales person RECEIPTS.DBF Type of Cash Receipt ARH.DBF Invoice type TYPE.DBF INVOICE.DBF WHSE N 3 0 ARH.DBF Warehouse item sold from ZIP C 10 0 CUSTOMER.DBF Bill to zip code SALESPER.DBF Sales persons zip code DAYO AR, TJS LAB Page: 101 ■ DAYO AR MAINTENANCE & QUIRKS - After using DAYO AR for any period of time, you will need to 'clean out' deleted and applied cash receipts (RECEIPTS.DBF & APPLIED.DBF) entries. This task can be accomplished with the DAYO End of Period program (DAYO EOP), but if you are not using it, then you will have to use the MISC ROUTINES to DELETE, then PACK the databases. This task is often called the 'End of Month' (EOM), or 'End of Period' (EOP) purge. The period may be daily, weekly, monthly, quarterly, or yearly. Deleted records should remain in their respected databases until this time to allow for organized record keeping. At this time, reports covering the period could be printed as well as backups of the databases being made. The backup is especially important since you will be permanently removing the records with the PACK option in the MISC routines. - On occasion (maybe an under-statement), index files will get corrupted, especially on networks. To 'fix' a corrupted index requires that everyone 'get out of' the DAYO databases, and then perform a reindexing (actually a recreation of the indexes). The reindex is accomplished by running the DAYO AR program with a parameter of 'INDEX' (or using DAYOX). ie: C:\>DAYOA INDEX - If you are on a multiuser network, you must 'flag' (change file attributes) of all files to make them sharable, readable and writable. Note that the command/program 'flag' may be called by a different name on your network. ie: E:\>FLAG *.NTX SRW or just to be safe, go ahead and flag all files in the DAYO directory: E:\>FLAG *.* SRW - Indexes are recreated once every day. This is automatically performed by the first user to run DAYO AR. This process will take more time as your files get larger. This process should take place daily, but you can run it at night with a batch file that waits until after midnight (ie: DAYO Clock), or with most scheduling programs. All other users and computers must be out of the databases, or the procedure will not occur properly. Remember to 'flag' the files sharable, readable and writable. DAYO AR, TJS LAB Page: 102 - Backups of your data and configuration files should take place daily! You have no doubt heard many 'scare' stories about losing data. They are all true! The key files that need to be backed up all have the extension of .DBF, .DBT, and .CFG. The .DBF files are your databases. The .DBT files are notes/memos. The .CFG file(s) contain your configuration information (as seen in the Configuration module). - If you are on a network, it is NOT recommended that you use dBase III+ with the databases. It may write an end of file marker not always recognized by DAYO. Appending additional records to the database after this point often leads/creates a 'bad record' in the database. - If you must use dBase (tm) with DAYO AR, and you are on a PC based network/LAN, be sure to SET EXCLUSIVE OFF before you open ANY databases. This will allow the opened databases to be shared, and more importantly, prevent a user (or all users!) from 'crashing'! - If the SIMPLE EDITOR tends to 'hang' your CPU, even on small files, then do not use it... Hope to fix this 'feature' with the next upgrade... - If you require an additional decimal for your taxrate (ie: 0.0625), then you will have to modify the TAXRATE field in the databases TAXCODES.DBF, INVOICE.DBF, QUOTES.DBF, CUSTOMER.DBF, ARH.DBF. Use the MODIFY DATABASE option in the MISC ROUTINES to change the length from 5 to 6, and the number of decimals from 3 to 4. ┌───────[ MODIFY STRUCTURE: TAXCODE.DBF ]─────────┐ │ FIELD_NAME FIELD_TYPE FIELD_LEN FIELD_DEC │ │════════════╦════════════╦═══════════╦═══════════│ │ TAXCODE ║ C ║ 1 ║ 0 │ │ TAXRATE ║ N ║ 6 ║ 4 │ │ ║ ║ ║ │ │ ║ ║ ║ │ │ ║ ║ ║ │ │ ║ ║ ║ │ │ ║ ║ ║ │ │ ║ ║ ║ │ │════════════╩════════════╩═══════════╩═══════════│ │ Press Enter to edit any field... │ └───────[PRESS Ctrl W TO SAVE AND EXIT]─────────┘ DAYO AR, TJS LAB Page: 103 ■ TJS 'Computer' LAB TJS LAB is an association of programmers and technicians that produce customized, multiuser software for the PC based network (ie: Novell and others). Our specialties include Inventory Control, PC Communications/EDI, Management, Reports (standard and graphic), Data Conversions, and Accounting (A/R, A/P). A unique feature of TJS LAB is that our software is by default, multiuser. 'Standalone' applications are the exception! All our applications are written in Clipper, Basic, or C (preferably Basic or Clipper). We will license all our application source codes. We produce applications that work, are easy to use, and are inexpensive! Want a change? Want an enhancement! Want a completely new product/application? Want to make your idea a reality? Custom/contract programming, by TJS LAB, and our associates is available. Standard rate is $35.00 per hour (our sites). Guaranteed quality and timely work is our number one policy. We make program enhancements/changes/fixes at our location(s), but can/do make 'house calls' via special software and a modem. Write us at: TJS LAB PO Box 585366 Orlando, Florida 32858-5366 Or call us (8:00 am - 11:00 pm): (407) 291-3960 * Note that TJS LAB, nor any of the associates accept/take any support calls for unregistered Shareware products. TJS LAB, Computer Division In an effort to provide the 'total solution', TJS LAB now offers personal computer systems, printers, software and accessories at a much discounted price. All equipment is warranted by the manufacturer for at least one year. Call or write us for more information...