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The PC-SIG Library 9
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DISK0821
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ARPARTB.DOC
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1987-11-14
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TABLE OF CONTENTS SECTION.PAGE
-------- SHAREWARE VERSION 1.1 ---------------------------
THE MAIN MENU ----------------------------------- 0 .
<1> ADD OR UPDATE CUSTOMER INFORMATION----------- 1 .
<1> ADD A CUSTOMER --------------------------- 1.1
<2> CORRECT A CUSTOMER ----------------------- 1.2
<3> DELETE A CUSTOMER ------------------------ 1.3
<4> LIST CUSTOMERS --------------------------- 1.4
<5> SET SYSTEM LIMITS ------------------------ 1.5
<6> UPDATE TRANSACTION CODES ----------------- 1.6
<7> LIST TRANSACTION CODES & SYSTEM LIMITS --- 1.7
<2> ENTER/POST TRANSACTIONS OR INVOICES --------- 2 .
<1> ADD OR CHANGE TRANSACTIONS --------------- 2.1
<2> LIST TRANSACTIONS ------------------------ 2.2
<3> COMPUTE CHECK TOTALS --------------------- 2.3
<4> POST TRANSACTIONS ------------------------ 2.4
<3> REPORT OPTIONS MENU ------------------------- 3 .
<1> SCREEN CHECK OF CUSTOMER STATUS ---------- 3.1
<2> PRINT & COMPUTE FINANCE CHARGES ---------- 3.2
<3> PRINT AGEING REPORTS --------------------- 3.3
<4> PRINT STATEMENTS ------------------------- 3.4
<5> PROCESS END-OF-MONTH --------------------- 3.5
<6> PRINT MAILING LABELS --------------------- 3.6
<4> SYSTEM UTILITIES MENU ----------------------- 4 .
<1> FORCE HOUSEKEEPING FUNCTIONS TO BE DONE -- 4.1
<2> CLEARING ALL TRANSACTIONS OFF ACCOUNTS --- 4.2
<3> RESET COMPANY RETURN ADDRESS ------------- 4.3
<4> SELECTIVE DELETE TRANSACTION ON 1 ACCOUNT- 4.4
<5> INITIALIZE A NEW CUSTOMER FILE (ARCUSTx)-- 4.5
<5> SET DATA FILE ID CODE ----------------------- 5 .
<6> SET HARDWARE CONFIGURATION ------------------ 6 .
<7> EXIT TO HOUSEKEEPING PROGRAM ---------------- 7 .
<8> PRINT AN INVOICE ---------------------------- 8 .
<9> QUIT ALL PROCESSING ------------------------ 9 .
INTRODUCTION --------------------------- APPENDIX A .
COPYRIGHT NOTICE ------------------------------ A.1
SYSTEM PROGRAMS & DATA FILE NAMES ------------- A.2
ORDERING STATEMENTS --------------------------- A.3
RUNNING THE SAMPLE DATA FILES ----------------- A.4
CONVERTING FLOPPY TO HARD DISK AND BACK ------- A.5
INSTALLING PROGRAM ---------------------------- A.6
The M A I N M E N U PAGE 0
OVERVIEW: To get the MAIN MENU when your computer has
been OFF you must 1st TURN it ON, insert the
the proper disks (if running floppy disks) and
wait for a DOS prompt.
Step 1. At the DOS prompt type: ARINDX
NOTE 1 If you know how to use COPY CON and make a batch
====== batch file loading can be made easier.
********************************************************
* ACCOUNTS RECEIVABLE (c) by HDP PAGE 0 *
* SHAREWARE VERSION 1.1 *
* OPTION M A I N M E N U MANUAL *
* ---------------------------------------------------- *
* <1> ADD OR UPDATE CUSTOMER INFORMATION PG 1. *
* <2> ENTER & POST TRANSACTIONS PG 2. *
* <3> REPORTS MENU PG 3. *
* <4> SYSTEM UTILITIES MENU PG 4. *
* <5> SET DATA FILE ID CODE PG 5. *
* <6> SET HARDWARE CONFIGURATION PG 6. *
* <7> EXIT TO HOUSEKEEPING PROGRAM PG 7. *
* <8> PRINT AN INVOICE PG 8. *
* <9> QUIT ALL PROCESSING PG 9. *
* =================================================== *
* 8-26-86 CONFIGURATION: HARDDISK ID CODE= HDP *
* =================================================== *
* ENTER OPTION NUMBER ? *
********************************************************
Step 2 Choose what you wish to do and enter the number,
then turn to the corresponding page number.
If you wish to exit the A/R system choose
OPTION 9.
UPDATE CUSTOMER FILE PAGE 1.
OVERVIEW: This is where you add, change, delete, & list
customers, define LIMITS and STATUS codes.
NOTE 1 It is important to note accounts only print in
====== ACCOUNT NUMBER sequence. If you need alpha-
betical order then follow these instructions.
A. Take a piece of paper and write numbers on it
starting with 1000 and add 1 (IE. 1001, 1002,
& so on). Now assign these numbers to accounts
& cross them off this list. Each account will
have a UNIQUE 4 digit account number.
B. Use numbers 1 to 26 to represent the letters
A to Z (A=1, B=2, C=3, etc.) & put this number
IN FRONT of the 4 digit number to make the FULL
account number 5 or 6 digits long. Accounts
will now list in BLOCK alphabetical order.
C. System handles SUB-ACCOUNTS (or JOB #) to a
MASTER account. The MASTER account number is
followed by a decimal & a number 1 to 99.
Example. Bailey #1005 would be 21005
Bailey Sub 1 would be 21005.1
Bailey Sub 10 would be 21005.10
Zinn #1234 would be 261234
********************************************************
* UPDATE CUSTOMER FILE *
* OPTIONS ARE......... PAGE 1. *
* *
* <1> ADD A CUSTOMER PG 1.1 *
* <2> CORRECT A CUSTOMER PG 1.2 *
* <3> DELETE A CUSTOMER PG 1.3 *
* <4> LIST CUSTOMERS PG 1.4 *
* *
* <5> SET SYSTEM LIMITS PG 1.5 *
* <6> CHANGE TRANSACTION CODES PG 1.6 *
* <7> LIST TRANSACTION CODES & LIMITS PG 1.7 *
* <8> RETURN TO MAIN MENU PG 0. *
* ENTER OPTION NUMBER ? *
********************************************************
Step 1 Decide what you wish to do and type the number.
ADD A CUSTOMER PAGE 1.1
Step 1 Enter the account number and press <enter>.
25001.1 is sub-account #1 of master account
25001. See Page 1.5 item 3 for details.
If you got here by mistake press <enter>.
Step 2 Data file is opened. If file can't be found,
Exit and check files on disk.
If account number exists system tells you.
*********************************************************
* ADD CUSTOMER ...... PAGE 1.1 *
* ACCOUNT # . - *
*=======================================================*
* 1-NAME:_________________________ 10-ACCT.ESTABL.:____ *
* 2-ADDR:__________________ 11-INTEREST:__ % MO *
* 3-ADDR:__________________ 5-ZIP: 12-FUTURE USE N/A *
* 4-ADDR:__________________ _____ 13-LAST PYMT:______ *
*--------------------------------- CREDIT IN USE 0% *
* 6-TELEPHONE NUMBER:(___)________ 14-LIMIT: 0.00 *
* 7-CUSTOMER STATUS: 0 = ......... BALANCE 0.00 *
*=======================================================*
* CURRENT OVER 30 OVER 60 OVER 90 OVER 120 *
* 0.00 0.00 0.00 0.00 0.00 *
*=======================================================*
* ENTER NAME: ::: *
*********************************************************
NOTE 1 a. NAME and address can have punctuation.
====== b. TELEPHONE number is entered without ( ) or -
c. See page 1.5 for STATUS CODE definition.
d. DATES are entered without slashes
e. AMOUNTS may not be accessable, see page 1.5
Step 3 Input the information. When done, you see;
<1>CORRECT ENTRY, <2>KEEP AND ADD ANOTHER OR <3>EXIT
Step 4 Type: 1 to correct any mistakes. See page 1.2
2 to Add this account & continue adding.
3 to add this account & exit.
Note. While adding the housekeeping program may run to
sort the data file index when needed.
CORRECT A CUSTOMER RECORD PAGE 1.2
Step 1 Enter the account number and press <enter>.
If you got here by mistake just press <enter>.
Step 2 Data file is accessed. If file is not on-line
& you are using floppies then mount new disk.
If account does not exist you return to menu.
********************************************************
* CORRECT A CUSTOMER RECORD.... PAGE 1.2 *
* ACCOUNT # 81005. - HOLMAN DATA PROCESSING *
*======================================================*
* 1-NAME: HOLMAN DATA PROCESSING 10-ACCT.ESTABL.: 1/82 *
* 2-ADDR: ATTN: BILL HOLMAN 11-INTEREST: 1.5 % MO *
* 3-ADDR: 2059 W. LINCOLN 5-ZIP: 12-FUTURE USE N/A *
* 4-ADDR: OROVILLE, CA. 95965 13-LAST PYMT: 1/19/82 *
*------------------------------- CREDIT IN USE 200% *
* 6-TELEPHONE NUM:(916)533-5992 14-LIMIT: $500.00 *
* 7-CUSTOMER STATUS: 0 = ........BALANCE $1000.00 *
*======================================================*
* CURRENT OVER 30 OVER 60 OVER 90 OVER 120 *
* 700.00 100.00 75.00 25.00 100.00 *
*======================================================*
* ENTER ITEM NUMBER OR <E>XIT *
********************************************************
Step 3 Type the item number to correct then <enter>.
Step 4 Type in the new information.
Step 5 When done correcting press <enter> to exit.
NOTE 1 Amounts may or may not be accessible, see pg 1.5
DELETE A CUSTOMER PAGE 1.3
Step 1 Enter the account number and press <enter>.
If you got here by mistake just press <enter>
Step 2 Data file is accessed. If file is not on-line
& you are using floppies, mount new disk.
If account does not exist you return to menu.
********************************************************
* DELETE A CUSTOMER.... PAGE 1.3 *
* ACCOUNT # 81005. - HOLMAN DATA PROCESSING *
*======================================================*
* 1-NAME: HOLMAN DATA PROCESSING 10-ACCT.ESTABL.: 1/82 *
* 2-ADDR: ATTN: BILL HOLMAN 11-INTEREST: 1.5 % MO *
* 3-ADDR: 2059 W. LINCOLN 5-ZIP 12-FUTURE USE N/A *
* 4-ADDR: OROVILLE, CA. 95965 13-LAST PYMT: 1/19/82 *
*------------------------------- CREDIT IN USE 0% *
* 6-TELEPHONE NUMBER: 533-5992 14-LIMIT: $500.00 *
* 7-CUSTOMER STATUS: 0 = ....... BALANCE 0.00 *
*======================================================*
* CURRENT OVER 30 OVER 60 OVER 90 OVER 120 *
* 0.00 0.00 0.00 0.00 0.00 *
*======================================================*
* DELETE THIS CUSTOMER (*Y/N) *
********************************************************
Step 3 Type: Y or N for Yes Or No. A YES default was
made to speed up multiple deletions.
Note 1 If customer has a balance or an active
transaction you can not delete. Wait till you
run end of month & check for zero balance then.
LIST CUSTOMERS PAGE 1.4
OVERVIEW: There are 2 types of customer listings
available from this section. You must decide
how you will use each report. You can print
them at anytime.
The <S>hort report was designed for counter
sales people. It contains detailed information
to identify customers. It does not contain
sensitive dollar figures for wandering eyes.
The <L>ong report has everything shown on the
screen display as seen on page 1.2
Reports print in account # sequence ONLY.
NOTE 1 The amounts shown on the LONG report do not
====== reflect any active transactions. The amounts
represent the starting balances for the next
period. BEST to print this report after MONTH-
END processing & before posting transactions.
********************************************************
* UPDATE CUSTOMER FILE *
* LIST CUSTOMERS PAGE 1.4 *
* *
* ENTER FIRST ACCOUNT # TO LIST (PRESS <ENTER> FOR ALL)*
* <1>=LONG LIST *
* *<2>=SHORT LIST *
* ENTER OPTION NUMBER ? _2_ *
* *
* ENTER TODAY'S DATE (MM/DD/YY) ? _1/15/84_ *
********************************************************
Step 1 Press <enter> if you wish to print a list of all
your accounts. If you do not, enter the FIRST
account number and the system will then ask you
for the LAST account number. Numbers do not have
to exist but should be close to what you want.
Step 2 Decide <1> or <2> for LONG or SHORT listing.
Enter the date for the report.
Note 1. To abort printout press the <E> key one time.
SET SYSTEM LIMITS PAGE 1.5
OVERVIEW: For input checking you must define certain
limits. The maximums are shown below;
********************************************************
* ACCOUNTS RECEIVABLE SYSTEM - UPDATE CUSTOMER RECORDS *
* PARAMETER SPECIFICATIONS ARE..... PAGE 1.5 *
* <1> LOWEST ACCOUNT NUMBER: 1 *
* <2> HIGHEST ACCOUNT NUMBER: 999999 *
* <3> HIGHEST JOB NUMBER 99 *
* <4> MAXIMUM MONTHLY INTEREST RATE: 10% *
* (ANNUAL INTEREST RATE: 120%) *
* <5> FUTURE USE (N/A) *
* <6> MAXIMUM CREDIT LIMIT: $99,000.00 *
* <7> UPDATE CUSTOMER BALANCES NO or YES *
* <8> CUSTOMER STATUS CODES *
* ENTER ITEM # TO CHANGE OR <E>XIT ? *
********************************************************
Item 1 After set, Account # must be equal or greater.
Item 2 After set, Account # must be equal or less
Item 3 A 0 allows no SUB-ACCOUNTS to a master account.
JOB ACCOUNT (sub-accounts) are created just like
any other account. If value set to 4 then up to
4 sub-accounts are allowed to any one master
account. Example: Account 21005 could have sub-
accounts 21005.1, 21005.2, 21005.3, & 21005.4 .
Each account is unique, the master account 21005
will get a summary statement & JOB accounts get
individual statement.
Item 4 After set, rate can not be exceeded.
Item 5 Reserved for future use. NOT AVAILABLE.
Item 6 After set, you can not exceed this limit.
Item 7 Set to NO & you can not access the amounts shown
on the display on page 1.2. If set to YES the
amounts will be given access numbers 15 to 19.
Item 8 Status codes are simply category codes. This is
how you can give 90 day time-payment credit to
customers who can't pay entire balance. Assigning
an ODD number code to an account will allow part
payment ( 1/3 of balance) to be requested on the
statements. EVEN numbers mean total balance due
on statements. Some uses may be as follows;
1 - RETAIL pp To = Retail With part payment
2 - COMMERCIAL To = Commercial type account
3 - A1 RATEDpp To = Excellent credit & part pay
Define them to what you want.
UPDATE TRANSACTION CODES PAGE 1.6
OVERVIEW System has transaction codes numbered 1 to 99.
All 99 are defined to something now.
Note 1. EVEN or ODD codes determine what balances to
apply credits towards. EVEN numbers credit
the OLDEST amounts first. ODD numbers credit
current balances first. Normally payment codes
are EVEN and any returns could be ODD. Use
either odd or even for charge sales (debits).
These code numbers have a 23 character
description associated to each code #. Code
number is used for faster keyboard entry while
posting transactions & preserve disk space.
The description, not the code number shows
on the statement to make transactions clearer
to your customers. System print totals by each
code at end of the aging status reports.
********************************************************
* UPDATE CUSTOMER FILE *
* ENTER TRANSACTION CODE # (1-99) TO UPDATE OR <E>XIT *
********************************************************
********************************************************
* UPDATE CUSTOMER FILE *
* *
* UPDATE TRANSACTION CODE # 1 *
* :------------------------------------------------: *
* : 1- DESCRIPTION: INVOICE (CHARGE SALE) : *
* : 2- UPDATE LAST PAYMENT DATE: NO : *
* :------------------------------------------------: *
* *
* ENTER ITEM # (1 or 2) TO CHANGE, <D>ELETE OR <E>XIT *
********************************************************
Step 1 Type the code number to edit then press <enter>
Step 2 Type: 1 to EDIT the description.
Type: 2 then Y or N. A Yes will force the date
of last payment to be update whenever
this transaction code is used.
LIST TRANSACTION CODES & SYSTEM LIMITS PAGE 1.7
OVERVIEW: The system has many settings that can be
changed to suit your needs. Whenever you make
changes you should print a new listing of the
system settings and codes. This report should
be kept handy at each posting session or when
adding new accounts into the system.
Step 1 Press <7> to list.
Enter date for the report and press <enter>
ENTER/POST TRANSACTIONS PAGE 2.
OVERVIEW This section is where you enter transactions
stored in the data file "ARTRANS". This file
holds ACCOUNT #, DATE, INVOICE #, TRANSACTION
CODE, & AMOUNT for each line you enter. If you
EXIT (option <4>), the ARTRANS file is posted
to accounts & ARTRANS erased for next session.
Note 1 RESTRICT the input session to about 150
====== MAXIMUM line items because you can fill a disk
file and the HOUSEKEEPING program will need
to be run to see if any files need to be split
into 2 smaller files.
********************************************************
* *
* ENTER TRANSACTIONS *
* OPTIONS ARE............ PAGE 2. *
* *
* <1> ADD OR CHANGE TRANSACTIONS PG 2.1 *
* <2> LIST TRANSACTIONS PG 2.2 *
* <3> COMPUTE CHECK TOTALS PG 2.3 *
* <4> POST TRANSACTIONS PG 2.4 *
* <5> EXIT TO MAIN MENU PG 0 *
* *
* ENTER OPTION NUMBER? *
* *
********************************************************
Step 1 Decide what you want to do and enter the number.
ADD OR CHANGE TRANSACTIONS PAGE 2.1
OVERVIEW Transactions are displayed 10 lines per
screen. Each line represents 1 line on your
customer's statements.
********************************************************
* ENTER TRANSACTIONS: 1 TO 10 *
* *
* ACCOUNT # DATE INV # T.C. AMOUNT *
* 21005 1/04/84 1255 5 61.48 *
* 21005.1 1/06/84 12.5 5 10.00 *
* 11234 1/01/84 1205 2 <200.00> *
* ==> *
* *
*SELECT OPTION USE ARROWS, <A>DD, <C>HANGE, OR <D>ELETE*
* TRAMS. <L>OCATE TRANS. <F>ORWARD, <B>ACKWORD <E>XIT *
********************************************************
OPTION A ADD, screen pointer ==> must be located at
first empty line & first column. The account
number is not verified now but is verified at
posting time. Posting report shows which ones
are not posted.
DATE input requires MONTH, DAY, & YEAR on 1st line.
After 1st date, enter day as 2 digits or month
and day as 3 or 4 digits. 01, 02 or 501 0501
INVOICE # must be NUMERICAL up to 6 digits. A
decimal point is ok. Use (.) for NO invoice #.
TRANSACTION code is any number 1 to 99.
See page 1.7 if you need a copy of the codes.
AMOUNT can be a CREDIT or DEBIT (minus or +)
entry. The system assumes 2 decimal places.
Credit entries can be entered with a MINUS (-)
sign in front of, or behind the amount. If you
find a (.) period easier then a (.) period
in front of the amount is the same as (-).
some examples; 125. = 125.00 125 = 1.25
.125. = <125.00> .25 = <.25> 25 = .25
Credit entries are always bracketed <>.
REPEAT Acct#, Date, Inv.#, Trans code with <enter> key.
--- continued next page ---
ADD OR CHANGE TRANSACTIONS (CONT.) PAGE 2.1.C
Note 1. The pointer ==> is moved around the screen by
using the four cursor keys. Don't forget to
toggle them on/off with the NUM-LOCK key.
OPTION A ADD (cont.) To terminate the add mode, press
the <-> key & press <enter>. This will display
the options menu at the bottom of the screen.
OPTION C CHANGE. To make a change to any line item, move
screen pointer using the ARROW keys to the
desired entry and press the <C> key. Now type
in the desired change.
OPTION D DELETE. Move screen pointer ==> with ARROW keys
to the desired line to delete, then press the
<D> key. Then answer Y for yes or N for NO to
delete the line. After a line is deleted, you
can add a transaction in the empty spot.
OPTION L LOCATE. Press <L> key and system will ask you
what transaction line number you wish to find.
If you have 147 transactions entered and type
200 the system will go to the last page that
has entries.
OPTION F FORWARD. To move forward a page of transactions
press the <F> key and the system will display
next page. It will not go forward if the next
page of transactions is blank.
OPTION B BACKWARDS. To move back to a prior page press
the <B> key. The system will display the
previous page of entries. If on page 1, the
system will not go anywhere.
OPTION E EXIT. To exit the input screen, press <E> key
and the system returns to the transaction menu.
LIST TRANSACTIONS PAGE 2.2
OVERVIEW The transactions entered by the posting program
are held in a temporary file called "ARTRANS"
This file can be printed prior to the actual
posting of the transactions. It is not required
that you print them since the system
will automatically produce an audit report when
the transactions are posted to your accounts.
The two reports do have different formats. The
listing does not look at the customer disk
where the posting report does.
The transaction list report will summarize the
DEBITS and CREDIT entries for you.
You can print ALL transactions in "ARTRANS"
file or you can print a RANGE of entries. The
report will print in the same order that the
transactions were entered.
When you enter <2> from the Transaction menu
you will be asked;
********************************************************
* *
* FIRST TRANSACTION # TO LIST PRESS <ENTER> FOR ALL *
* *
********************************************************
Step 1 If you wish to list ALL transactions, simply
press <enter>. If you wish to list a RANGE of
transactions, enter the FIRST transaction #. The
system will then prompt you for the last
transaction number.
Step 2 When the report is finished the transaction menu
is displayed.
COMPUTE CHECK TOTALS PAGE 2.3
OVERVIEW The system can give you a screen summary of all
transactions entered into the TRANS file. The
transactions are not posted to the accounts
but simply held in a temporary file. The
COMPUTE check total is another way to verify
that you have entered all the transactions
correctly. If you were to run an adding
machine tape of all your transactions prior
to computer entry, you should end up with the
same figure the computer would give you under
this option.
Step 1 Press <3> at the transaction menu. Compare the
totals with your adding machine tape. They
should agree. Fix any errors using option 1.
POST TRANSACTIONS PAGE 2.4
OVERVIEW This option should be done after option 3.
You may have to run this option because you
have entered 150 transactions and should post
them to make room for more entries. The posting
process will erase the ARTRANS file when done.
The actual posting process is done by program
ARPOSTAR. The system EXITS the posting entry
program and runs ARPOSTAR. After the posting
process, the system returns to the Main Menu.
Transactions are sorted by account number prior
to posting. This reduces the number of data
file changes to a minimum.
Report prints in account number sequence. Any
transactions for accounts that CAN NOT BE
FOUND will be flagged on the report.
Find the error and Re-Enter them.
*******************************************************
Step 1 Press <4> at the Transaction menu to POST.
The system will ask for the date.
Step 2 You should enter the date you wish to have on
the posting report.
To exit without posting, Type: <E>
Step 3 System will access each CUSTOMER file. If a
file is not on-line you will be prompted to
put it on-line or exit.
NOTE 1 If you have a hardware or power failure, the
ARTRANS file will still be there. If you re-
post you will get duplicate postings up where
the error occurred. To prevent this you should
backup you data files FROM you last set of
backup files and then re-post.
R E P O R T S M E N U PAGE 3
********************************************************
* ACCOUNTS RECEIVABLE (c) by HDP PAGE 0 *
* *
* OPTION R E P O R T S M E N U MANUAL *
* ---------------------------------------------------- *
* <1> SCREEN CHECK OF CUSTOMER ACCOUNT PG 3.1 *
* <2> COMPUTE FINANCE CHARGES PG 3.2 *
* <3> PRINT AGEING REPORTS PG 3.3 *
* <4> PRINT STATEMENTS PG 3.4 *
* <5> PROCESS END OF MONTH PG 3.5 *
* <6> PRINT MAILING LABELS PG 3.6 *
* <7> EXIT TO SYSTEM UTILITIES MENU PG 4. *
* <8> EXIT TO MAIN MENU PG 0. *
* <9> QUIT ALL PROCESSING PG 9. *
* =================================================== *
* 8-26-86 CONFIGURATION: HARDDISK ID CODE= HDP *
* =================================================== *
* ENTER OPTION NUMBER ? *
********************************************************
Step 1 Choose what you wish to do and enter the number,
then turn to the corresponding page number.
If you wish to exit the A/R system
choose OPTION 9.
SCREEN CHECK OF CUSTOMER STATUS PAGE 3.1
OVERVIEW This option allows you to quickly obtain the
balance due on a customer. Only the screen is
used to show the information.
Step 1 Type <1> at Reports Menu.
Step 2 Enter the Account Number and press <enter>
System will access the data file.
********************************************************
* SCREEN CHECK PAGE 3.1 *
* *
*...........81005 - HOLMAN DATA PROCESSING ...........*
* OLD BALANCE: 146.00 : CUSTOMER STATUS: RETAIL *
* CURRENT BALANCE: 258.53 : TELEPHONE # (916)533-5992 *
* CREDIT LIMIT: 500.00 : ESTABLISHED: 1/82 *
* OVER LIMIT BY: 0.00 : LAST PAYMENT: 1/19/82 *
* : *
* 7 TRANSACTION THIS MONTH : INTEREST RATE: 1.5% / MO. *
*------------------------------------------------------*
* CURRENT - 30 DAYS - 60 DAYS - 90 DAYS - 120 DAYS *
* LAST BILLING.........................................*
* 86.86 59.14 ----- ----- ----- *
* CURRENTLY............................................*
* 212.78 45.75 ----- ----- ----- *
* ENTER ACCOUNT NUMBER OR <E>XIT *
********************************************************
If the account can not be found the system will
display a message and ask for another account #.
Step 3 The account will be displayed as shown above.
Review the information. Type in a new account number
or press <E> to exit.
PRINT & COMPUTE FINANCE CHARGES Page 3.2
OVERVIEW Late charges are automatically calculated and
posted to accounts as long as they have a
PERCENTAGE put in their account data. See page
1.1 item # 11 and have a past due amount.
The A/R system looks at each account, gets the
percent needed for the calculation, checks old
balances for payments, & computes the finance
charge amount.
Note 1. Program prints an audit trail and can be re-run
if needed. Only 1 late charge is posted no
matter how many times it is run.
Note 2. A minimum amount is entered for the late
charge. If the calculated late charge is less,
the late charge will be the minimum amount.
********************************************************
* FINANCE CHARGE COMPUTATION & REPORT PAGE 3.2 *
* *
* THIS PROGRAM COMPUTES THE FINANCE CHARGES FOR ALL *
* ACCOUNTS WITH OVERDUE BALANCES AND SHOULD BE RUN ONLY*
* AFTER ALL TRANSACTIONS FOR THE MONTH HAVE BEEN POSTED*
* IF NECESSARY, THE PROGRAM CAN BE RE-RUN *
* *
* DO YOU WANT TO CONTINUE (Y/*N)? _Y_ *
* *
* ENTER FINANCE CHARGE TRANSACTION CODE # ? _15_ *
* ENTER MINIMUM FINANCE CHARGE AMOUNT (X.XX)? _0.50_ *
* ENTER BILLING DATE (MMDDYY) ? __123183__ *
* *
* IS EVERYTHING OK (Y/*N)? _Y_ *
********************************************************
Step 1 Type: Y to continue or N to exit.
Remember the * signifies default for <enter>.
Step 2 Type the number of the transaction code you have
setup for late charges. (sample data used 15)
Step 3. Type in the minimum finance charge amount.
Step 4. Type in the date for the report.
Step 5. Type a Y if everything looks OK.
AGEING REPORTS Page 3.3
OVERVIEW This section is where the aging reports are
printed. You may print these reports for
<E>very account, <R>ange of accounts, or
<T>otals only. The menu is shown below.
The option <2> prints in a format similar
to the statements. All other reports DO NOT
show the detail of each transactions.
********************************************************
* AGEING REPORTS PAGE 3.3 *
* *
* REPORT OPTIONS: *
* <1> LIST ALL CUSTOMERS <5> OVER CREDIT LIMIT *
* <2> ACTIVE (WITH TRANSACT.) <6> PAST DUE ACCOUNTS *
* <3> ZERO BALANCE ONLY <7> BOTH 5 & 6 *
* <4> CREDIT BALANCE ONLY <8> (EXIT PROGRAM) *
* *
* ENTER OPTION NUMBER: _1_ *
* <1> = EVERY CUSTOMER *
* <2> = RANGE OF CUSTOMERS *
* <3> = TOTALS ONLY *
* *
* ENTER REPORT DATE (MMDDYY) ? _123183_ *
* ANY CHANGES (Y/*N)? _N_ *
********************************************************
Step 1 Make choice and type the number.
Choose <2> & you will be asked if you want to
list each account on a seperate page (Y/N).
Step 2 Enter 1, 2, or 3 for Every customer, Range of
customers or Totals only.
Step 3 Enter report date.
Step 4 If you made a mistake answer Y for "ANY CHANGES"
and go back to step 1.
Step 5 System will access the appropriate customer
data file. If using floppy drives and the
data file is not on-line you will get a screen
prompt. Mount the correct file or exit.
PRINT STATEMENTS PAGE 3.4
OVERVIEW Program prints on plain paper or forms. If you
choose forms, you will be allowed to print an allignment
test.
********************************************************
* A/R BILLING PROGRAM PAGE 3.4 *
* OPTIONS ARE: *
* <1> FULL PRINTOUT (ALL ACCNTS) <3> SELECTED ACCOUNTS *
* <2> RESTART FULL PRINTOUT <4> (EXIT PROGRAM) *
* ENTER OPTION # ? _1_ *
* ARE YOU PRINTING ON PLAIN PAPER (Y/N) _N_ *
* PRINT BY AGEING OPTIONS ARE: *
* <1> = 30 DAYS & OVER *
* <2> = 60 DAYS & OVER *
* <3> = 90 DAYS & OVER *
* <ENTER> = ALL ACCOUNTS ? _1_ *
* *
* PRINT ZERO & CREDIT BALANCE CUST.(W/INVOICES) Y/N _N_*
* PRINT BILL FOR ACCNTS WITH CREDIT BALANCES (Y/)? _Y_ *
* PRINT BY STATUS CODE (1-18) OR <ENTER> FOR ALL _4_ *
* BILLING DATE (MMDDYY)? _123183_ *
* IS EVERYTHING OK (Y/N) ? _Y_ *
********************************************************
OPTION 1 FULL PRINTOUT. This will print statements for
all accounts. Check sum printed on last page.
OPTION 2 RESTART FULL PRINTOUT. This option lets you
start printing statements at a selected account.
OPTION 3 PRINT SELECTED ACCOUNTS. If you want to print
any one account use this option. System will
ask for each account number you wish to bill.
OPTION 4 EXIT PROGRAM. Returns to REPORTS MENU.
Step 1 CHOOSE options 1 to 4, and type of paper.
Step 2 CHOOSE the ageing category you wish to print.
Step 3 If you want accounts that have ACTIVE POSTED
transactions and ZERO balance then type; Y
Step 4 If you want statements for accounts with CREDIT
balances to print, type: Y for Yes.
Step 5 CHOOSE status code (1-18) or <enter> for all.
(see page 1.5 for status code detail).
Step 6 Enter a 2 line message or <enter> for none.
Step 7 Enter the date for the statements.
Step 8 If OK type Y or <enter> or N to start over.
END OF MONTH UPDATE Page 3.5
OVERVIEW Program will update balances & erase all posted
transactions on every account.
It is recommended that you do this AFTER backups
are made of your data files.
An audit report is generated for each account.
********************************************************
* A/R END-OF-MONTH UPDATE PAGE 3.5 *
* *
* THE PROGRAM ERASES ALL TRANSACTIONS POSTED THIS MONTH*
* AND UPDATES THE BALANCE FORWARD ACCORDINGLY. *
* *
* YOU CANNOT RUN ANY REPORTS FOR THIS MONTH *
* AFTER THIS PROGRAM IS RUN! *
* *
* DO YOU WANT TO CONTINUE (Y/*N) ? _Y_ *
* *
* DO YOU HAVE A CURRENT SET OF BACKUP DISKS (Y/*N)? _Y_*
* *
* ENTER REPORT DATE ? _123183_ *
* *
********************************************************
Step 1 Type: Y for yes to "CONTINUE" or N to exit.
Step 2 Type: Y if you have a set of "backup disks". If
you LIE to the system it will not know it. YOU
will be sorry IF you have a power failure or a
hardware failure.
Step 3 Enter the report date.
Program will print an audit trail of the update.
Check the ending balance with your statements.
PRINT MAILING LABELS PAGE 3.6
OVERVIEW System prints mailing labels on 1 across labels.
The normal label is 3 1/2 by 15/16 of an inch.
TOP to TOP of each label is 6 printed lines.
You can print 1 or more labels.
You can have phone number print on labels.
********************************************************
* SET MAILING LABEL PARAMETERS PAGE 3.6 *
* -----------------------------------------------------*
* -- PRINT THE FOLLOWING CUSTOMER STATUS CODES -- *
* 1-STATUS YES : 8-HHHHHHHH YES : 15-OOOOOOOO YES *
* 2-CODES YES : 9-IIIIIIII YES : 16-PPPPPPPP YES *
* 3-CCCCCCCC YES : 10-JJJJJJJJ YES : 17-QQQQQQQQ YES *
* 4-DDDDDDDD YES : 11-KKKKKKKK YES : 18-RRRRRRRR YES *
* 5-EEEEEEEE YES : 12-LLLLLLLL YES : *
* 6-FFFFFFFF YES : 13-MMMMMMMM YES : 0-(NOT SET) YES *
* 7-GGGGGGGG YES : 14-NNNNNNNN YES : *
*------------------------------------------------------*
* 19-ACCT #'S: 0 TO 999999 20-ZIP CODES:0 TO 99999 *
*------------------------------------------------------*
* ENTER ITEM #, SET 0-18 YES, RESET 0-18 NO, OR EXIT? *
********************************************************
OPTION S. SET. Press <S> and codes 0-18 are set to YES
OPTION R. RESET Press <R> and codes 0-18 are set to NO
OPTION # NUMBER. Enter number 0 to 18 then Y or N for
YES or NO to print labels by status code.
OPTION 19 ACCOUNT #. System asks for FIRST and LAST
account number to print labels for.
OPTION 20 ZIP CODES. System asks for FIRST and LAST
zip codes to print labels for.
Step 1 Answer if your want 1 or more labels and if you
want the phone number on labels. If you want
more than 1 label then you get the above screen
and options.
Step 2 OPTION E EXIT. Press <E> system will ask for
the number of lines per label. (usually 6).
Step 3 If everything is set the way you want it then
type Y for Yes.
Step 4. You can print an alignment box to check printer.
