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Text File | 1993-11-10 | 16.4 KB | 336 lines

Documentation for the ShareWare Program ACTP155 Version 1.55 To Run the Program Type ACTP155 and Hit Enter About the program This Program is designed for the Accountant to track his Clients and Employees. You will have to your Default Information in the DataBase Before you will be able to use the Program. The Clients will have to be in their file and the Employees will have to be entered. You will have to enter your work codes in the work codes file. That is you can have 8 different work codes in this version and you can have a different pay rate for each work code per Employee.You can generate Invoices for your Clients and bill them out of this program. I will explain each function below. Installation of this Program Use the Install program Go to Drive A: Type Install The Program will Prompt You for the Drive and Directory. If you put this program into another directory than ACTP15 you will have to edit the BUA.BAT file and enter the directory where you have your files and also the REA.BAT file will need the same thing. If you Register the program I have a Install program that will put everything in the right place. You will need to have the files statement in your config.sys file set to files=20 File Maintance Menu ************************************************************* NOTE FOR DOS 6.0 USERS Dos 6.0 Has MSBackup which has change from prior versions you will have to use the MSBackup.exe file When you Type MsBackup from the Dos Prompt You will get the Backup Screen and choose Which Files you want to back up ************************************************************* 1. Backup Data Files This feature will Backup your Data Files in the ACTP15 Directory. Just Highlight this Item and Press Enter. The program will Start the Backup and when Completed it will Return to the Program. You will have to have your Dos Directory in the Path Statement in your Autoexec.bat file so the program can find the Backup Com File. 2. Restore Data Files This feature will Restore your data files in the ACTP15 directory from a Backup Disk of this Directory. You will have had to first made a Backup of this directory before you will be able to Restore it. You will have to have your dos directory and or the Restore Com in your path statement in order for the program to find the restore.com. To restore your program just highlight Restore Data Files and hit enter the program will do the rest. 3. Shell to Dos This feature will shell out to dos. You will just have c:\actp15 prompt. Just type Exit to go back to the program. Although you will be shelled out of this program this program is still in memory so you will not be able to start another program. 4. Quit Program This will quit the program and return to Dos or if you went to this program from a Menu it will return to the Menu. Although on this ShareWare Version 1.55 when you highlight quit program and hit Enter you will get a Screen letting you know that this is ShareWare and would you like to print out a Registeration Form now. You can hit enter on yes and the program will print out the registeration form. If you tab to no the program will end. When you register you will not get this screen or the first opening screen reminding you this is shareware try before you buy. Default Information 1. Company Information This is the file you will enter your company information and the program will use this information to print out on the invoices and show the company information on the screen. 2. Invoice Terms Codes File This file is for a message of terms that you want to print out on the Invoice such as Net Due Upon Receipt of Invoice. You will enter a code for the terms and then a Description of what you want to print out. In the Invoice file you will have a field there to enter a terms code and then it will go to this file and get the appropiate terms description to go with the code you entered. The function keys in this file are F2-Clear F3-Save F4-Retrieve Esc-Quit You can either hit the function keys on the top of your keyboard or you can use a mouse if you have on Just put your mouse cursor on the function button and hit your 1 mouse button. 3. Status Codes File The Return file has a field in it called the Status Code This is to track which clients are done or if you need more information on them. This file is where you will enter the Status Codes Such as C = Complete I = More Information Needed W = Waiting on Information and so on. You will have to have the Status Codes in this file before you will be able to use them in the program. 4. Return Type File The Return Type File is a File where you will have a code for Personal or Business or Partnership Etc. It will be for tracking your returns on your clients. 5. Work Codes File You will enter your Work Codes in this file There is at the present time support for Eight Different work codes and they have to be 01,02,03,04,05,06,07,08 The code will have to be Zero1 thru Zero8. In the next release there will be room for more than Eight Work Codes. You will enter a description for each work code. Invoices Menu 1. Enter Invoices Menu This is the Invoicing Screen. You will enter the date and then enter the return number of the client you are wanting to Invoice. If you don't know the return number Hit F5 and you will get a lookup window that will have a list of all the Names of the Clients with return numbers. Just highlight the one you want and hit enter it will get the rest or the Information the program needs. This program will then go into the time file and get every record with this return number on it that is not marked billed and it will figure the bill based on the employees that done the work on this client and the amount of pay their rate is per work code. It will figure a proposed bill based on what it computes. You will then enter that amount or if you want to charge more or less it is up to you. This proposed price does not print out on the Invoice. Only the price you entered will print out.If you decide to print the invoice now you can hit F10 and the Invoice will print out and then the program will go into the time file and every record it accepted for this invoice it will mark them billed in the billed field so next time you generate an invoice for this client it will not pick up any of these times records. It will also mark the invoiced in the invoice file and printed. So it will not reprint them if you do batch printing at the end of the month. You will have to have the clients in the clients file and the employees in the employee file and have the client entered in the return file and have entered time in the time file for this client. 2. Print Invoices This selection is for batch printing of the Invoices at the end of the month. This will only print those invoices that have not been printed already. Emtry Menu 1. Employees Menu This is the file where you will enter the information for each Employee. Fill out the information as complete as possible. This is where you will also enter the different pay rates for different work codes. 2. Clients Menu This is the Clients file fill out the information as complete as possible for each Client. When you print a Invoice the program will come to this file to get the address information. 3. Returns Menu This is the file where you will enter a new return when it comes in. The program will assign it a number so no two numbers will be the same. You will have to have the client in the client file before you can assign the client a return number. 4. Time Sheet File This file is where you will enter the time spent on each client and the work code that you worked on. You will first have to have the client entered in the client file and also have the client entered in the return file. This is the file that the Invoice file comes to to get the amount charged to each client based on the work done for the client. You will have to have the employees entered in the employee file and the different pay rates for the different work codes. You will also have to have the work codes in the work codes file. 5. Change Status This file will allow you to go in and change the status code on a client. Just go to the file and type in the client code and the status code you want to change to. You will have to have the client entered in the client file and you will have to have the status code in the status code file. 6. Next Return Numbers This file will let you go and change the next return number say the number is 1001 and you want to start out at 2002 you would go to this file and enter 2002 and hit F3-Save and the next return number the program would generate would be 2003 the only thing the program will not let you enter a number smaller than the largest number in the return file. Lets say that 2002 is already being used in the file. The program would not accept another 2002. It will not give any two returns the same number. Reports Menu 1. Employee Report (1) Employee Information List This Report will report on the employee information in the employee file such as name address etc. (2) Employee Billing Rates This Report will report on each Employee and list their different pay rates per work code. (3) Employee Production Report This report you will have to enter a starting date and a ending date for report to run. It will list all the work for each employee between the two dates and it will subtotal the amount for each employee and give a grand total at the end of the report. 2. Client Report (1) Client List IRS Purposes This report will generate a list of the clients with name address phone number soc sec number. (2) Client Address List This report will generate a list of the clients name address and phone number. 3. Returns Reports (1) Active Return List This Report will list all clients that have a return for the current year. (2) Urgent Returns You will enter the dates you want to pick out and the program will get every return that is not complete that fall between them dates. (3) Returns By Status This report will report on the returns based upon the dates you enter and run time and the status code you enter what you want to report on. (4) Returns That need more information This report will report on the returns between the dates you enter and according to the status code you enter. 4. Invoices Report (1) List of Invoices pending This report will report on the Invoices in the Invoice file that have just been saved and not printed out yet. You will have to go to the batch printing to print them. (2) List of Invoices by dates This report will list the Invoices out from the starting and stopping dates that you enter at run time. Function Keys This program supports using a mouse. When you are in a screen you can move your mouse cursor to the Function Key Buttons and hit mouse button 1 and the program will execute that command. F2 - Clear the Form This will clear the current form and get ready for input of a record. F3 - Save the Record This will save the current record to the disk file. F4 - Retrieve a Record This will let you retrieve any record from the disk file. F5 - Lookup This key is not in all the screens. For example in the time file if you don't know the employee number when the cursor is on the employee code field hit F5 and a lookup window will pop up and you can arrow down to the name you want and hit enter and the program will get the record and erase the lookup window. Likewise when you are in the return number field hit F5 will again pop up a lookup window but with the names of the clients in the return file. F10 - Print This key is in the Invoice file only and it will print the Invoice and the time it is generated. Esc-Quit Will Back you out of any screen and back to the main menu. Error Handling This program has extensive error handling routines. It is designed to trap the error before it will kick you out of the program. If it encounters a error that it cannot recover from it will go back to the main menu and let you try again. I have also put in a error code file that when a error occures it will open this error code file and write the date and time and the number of the error that occured. That will help me to determine the exact cause of the error. I have not encountered any problem errors. But I would like it if you run across any error problems and let me know. To register just print out the registration form when you quit program. Fill out and send in check or money order. Price of Registeration is 99.00 + 4.00 shipping and handling. >>>>>>>>> What You Will Receive When You Register <<<<<<<<< You will receive the latest Version of the Program. You will receive free updates for one year from date of Purchase. You will receive a printed manual that explains the working of the program and what to do if you encounter problems with the program. You will receive telephone support during our office hours of 9:00 AM to 4:00 PM Monday - Friday Central Standard Time. All you will have to pay for is the Phone Call. You will receive a personal ID number for your program which you will have to give to the support staff to get your program support. It is just to verify that you are a registered user of the program. New updates are released about every three months. We can also add features in the program that you would like if you let us know. We also will customize the reports to fit each ones need. >>>>>>>>>> DISCLAIMER WARRANTY <<<<<<<<<< BAYOUSOFT AND THE AUTHOR WILL NOT BE LIABLY FOR ANY DAMAGE THAT MIGHT RESULT FROM THE USE OF THIS SOFTWARE. WE ARE FREE FROM ANY LOST PROFITS OR LOST TIME OR ANY OTHER LOSS THAT MIGHT ACCURE FROM USING THIS PRODUCT. WE WILL REPLACE ANY DAMAGED PROGRAM FILES OR DAMAGED DISKETTE. THIS PROGRAM MAY NOT FIT YOUR NEED OR THE COMPUTOR SETUP YOU ARE USING. YOU WILL HAVE TO TRY IT OUT AND SEE IF YOU CAN USE IT.