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SBAS
ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
Version 4.11
Copyright (c) 1989-92 Millrose Corporation
All rights reserved
Calculator = 'ClipCalc' portions Copyright(c) 1987 Data Based Solutions, Inc
Used with permission from the May 1987 Data Based Advisor Magazine
THIS PROGRAM REQUIRES 512k RAM
A HARD DISK IS REQUIRED
DISCLAIMER
Millrose Corporation has taken due care in the
preparation of this program and the related
documentation, including but not limited to development
and testing. Millrose makes no expressed or implied
warranty of any kind in regard o the programs or the
documentation. In no event shall Millrose be liable for
incidental or consequential damages in connection with
or arising from furnishing, performance or use of any of
these programs. Further Millrose reserve the right to
revise the programs and/or the related documentation
from time to time without any obligation to notify any
persons or organizations of such revisions or changes.
Millrose Corporation
7210 Jordan Ave., B-22
Canoga Park, Calif., 91303
(818) 594-5908
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 1
OVERVIEW:
The program is designed to provide the Small
Business with a easy to use program which will:
1. Enter Customer Orders
2. Check orders against inventory
3. Adjust price on individual items
4. Print "picking slips"
(showing ship & back orders)
5. Allow you to edit sales orders
(for price and/or quantity)
6. Print Customer invoices
7. Maintain accounts receivable
8. Print Customer statements
9. Print Accounts receivable aging
10. Maintain product inventory
11. Print inventory on hand
12. Print inventory list at cost
13. Print list for taking physical inventory
14. Compare book and physical inventory
15. Update book inventory for physical
16. Print inventory with back orders
17. Print inventory below minimum stock
At first glance it may appear that the program may
be complicated to operate. On the contrary, we have
attempted to make the overall operation as simple as
possible. Of course, it is helpful if you have a basic
knowledge of bookkeeping and maintaining a perpetual
inventory and an accounts receivable operation.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 2
INSTALLATION OF THE PROGRAM
Place the original disk in Drive A, type INSTALL and
press return.
This disk contains INVR.EXE a self-extracting compressed
program. This program may be installed on your hard disk
drive C by using the INSTALL program supplied with the
disk. The install program will create a new sub-
directory (INVR), copy INVR.EXE to the new sub
directory, extract the files and then erase INVR.EXE.
If you are doing a first time installation, in addition
the file DATA.EXE will be copied to the sub directory
and the additional files required for a new installation
will be extracted and the file DATA.EXE deleted from the
hard disk.
If you do not wish to use the INSTALL program you must
do the following: Make a new sub directory on your hard
disk. Copy the file INVR.EXE to the new sub directory.
Change to the new sub directory. At the prompt type
INVR and press return. This will start the extraction
routine. To reduce files on your hard disk you may then
erase the file INVR. EXE
If you are doing a first time installation, in addition
the file DATA.EXE must be copied to the sub directory
and the additional files required for a new installation
will be extracted by typing DATA and pressing return key
Then the file DATA.EXE may be erased from your hard disk
The return to the C> and change directory to C:\invr
To start the program at the C:\invr>
Type OE then press the return(enter)key.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 3
GETTING STARTED
The first screen you will see when you first start the
program is: (This screen is also accessed from the Main
Menu - Your Company Information)
ENTER YOUR COMPANY INFORMATION
--------------------------------------------------------------------
GENERAL INFORMATION
1. NAME:
2. ADDRESS:
3. CITY: 4. STATE: 5. ZIP:
6. FISCAL YEAR END: 7. CURRENT MONTH END:
8. LAST INVOICE NUMBER: 9. LAST SALES ORDER NUMBER:
10. LAST CREDIT MEMO NUMBER:
--------------------------------------------------------------------
SALES TAX RATES (ENTER AS 3.250 6.00 4.750 ETC)
--------------------------------------------------------------------
11. RATE 1 12. RATE 2 13. RATE 3
14. RATE 4 15. RATE 5 16. RATE 6
17. RATE 7 18. RATE 8
---------------------------------------------------------------------
ENTER ITEM NUMBER TO CHANGE, 0 (zero) NEXT PAGE, F10 TO EXIT
Items 1-7 should be self evident as to the information.
Item 8 will be the last invoice number you have used.
Should you wish to start numbering invoices with this
system the number will be 0 (zero). Items 9 and 10 will
be the last sales order number(picking slip) and the
last credit memo number. As with the invoices, should
you wish to start numbering with this system the number
will be 0 (zero). Items 11 thru 18 allow you to enter
eight different sales tax rates. When ever you are
entering an order and indicate it is taxable you will be
allowed to select one of the various sales tax rates.
You do not have to use all of the possible tax rates.
When the information is entered and accepted you will
proceed to Page 2.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 4
PAGE TWO will be similar to the following:
--------------------------------------------------------
CUSTOMER SALES TYPES
--------------------------------------------------------
1. SALES TYPE ONE:
2. SALES TYPE TWO:
3. SALES TYPE THREE:
4. SALES TYPE FOUR:
5. SALES TYPE FIVE:
6. SALES TYPE SIX:
7. SALES TYPE SEVEN:
8. SALES TYPE EIGHT:
9. SALES TYPE NINE:
10. SALES TYPE TEN:
11. SALES TYPE ELEVEN:
12. SALES TYPE TWELVE:
13. SALES TYPE THIRTEEN:
14. SALES TYPE FOURTEEN:
15. SALES TYPE FIFTEEN:
-----------------------------------------------------------
ENTER ITEM NUMBER TO CHANGE (0 TO EXIT) 0
You may enter up to fifteen different types of sales.
We believe that most of you will not require the full
fifteen different classifications. The description you
enter will appear on your report of sales and the sales
will be summarized by each type of sale. If you do not
enter any sales types the program will operate OK,
however your sales report will indicate all sales as
'Unclassified'. Examples of sales types are: RETAIL -
IN STATE, WHLSE - IN STATE, RETAIL - OTHER, WHLSE -
OTHER, RETAIL - SPEC. ORDER, WHLSE - SPEC. ORDER etc.
When you have finished this screen, you will return to
page 1 of your company information. You then exit the
Company information by pressing F10.
The next screen will allow you to change transaction
dates is similar to the following:
-------------------------------------------------------
ORDER ENTRY, INVOICING,INVENTORY, ACCOUNTS RECEIVABLE
Ver 4.0 Copyright (c) 1988-1992 MILLROSE CORPORATION
--------------------------------------------------------
THE DATE YOU ENTER BELOW WILL BE USED ON TRANSACTIONS
or ENTER NEW DATE or PRESS RETURN TO ACCEPT: 01/01/80
--------------------------------------------------------
DATE FORMAT IS : AMERICAN
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 5
The date which will first appear will be the date
indicated on your computer clock. If you are entering
transactions of another date you may change the date.
Also note that the date format indicated is AMERICAN.
From the Main Menu - Utility Programs you may change the
date format to EUROPEAN.
For DECEMBER 31, 1991 the date formats are:
AMERICAN 12/31/91 EUROPEAN 31/12/91
The first step in setting up the program is to enter all
of your customers. Each customer will be assigned a
sequential number by the computer. You will enter the
basic information about your customer, such as Bill To:
Name, Address, Phone Number, Buyer, Credit Limit and the
Ship To: Name, address, and phone number.
When you have finished entering all of your customers
use SELECTION 2 ACCOUNTS RECEIVABLE of the main menu to
access a sub menu. From the Sub menu use SELECTION 6
LIST CUSTOMER NAME/ADDRESS to prepare a listing of your
customers. The listing may be prepare either in
Customer number sequence or alphabetically.
Then you must enter all of your products with
descriptions, make, model, inventory on hand, minimum
stock, regular price and two discount prices. In
addition you may enter two comments lines (45 characters
each) with special information about the product. You
may wish to enter comments regarding the lead time to
purchase and/or manufacture the product.
There are two screen you will be seeing very frequently
in the operation of the program. One of the screens is
the information about your customer. The screen will
be similar to the following:
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 6
--------------------------------------------------------
| CUSTOMER MASTER FILE |
--------------------------------------------------------
| BILL TO SHIP TO |
| 1. NAME: 9. NAME: |
| |
| 2. ADDR: 10. ADDR: |
| |
| 3. CITY: 11. CITY: |
| |
| 4. STATE 5. ZIP 12. STATE: 13.ZIP: |
| |
| 6. PHONE: 14. PHONE: |
| |
| 7. BUYER: 15. CONTACT: |
| |
| 8. CREDIT LIMIT: 16. UPS ZONE: |
| |
| BALANCE DUE: DATE OF BALANCE PURCH: |
--------------------------------------------------------
In most instance items 1-16 may be changed on certain
Customer Screens. In addition if the customer does not
have a balance due the file may be deleted from the
records. The balance due will be the current balance
owed by the customer, in the case of an advance and/or
overpayment the balance will be a minus amount. The
Date of Balance will be the date of the last transaction
for the customer's accounts receivable. The Purch: will
indicate the amount the customer has purchased in the
current fiscal year.
The second screen you will see frequently is the
inventory screen. It will be similar to the following:
-------------------------------------------------------
| INVENTORY RECORD |
-------------------------------------------------------
| 1. STOCK NUMBER |
-------------------------------------------------------
| 2. DESCRIPTION: |
| |
| 3. MAKE 4. MODEL |
| |
| 5. OUR COST 6. REG. PRICE |
| |
| 7. PRICE 1 8. PRICE 2 |
| |
| 9. STOCK ON HAND 10. ON ORDER |
| |
| 11. SOLD THIS MO. 12. SOLD THIS YR. |
| |
| 13. MIN.STOCK 14. BACK ORDERS |
| |
| 15. COMMENTS: |
| 16. COMMENTS: |
-------------------------------------------------------
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 7
On certain inventory screens items 1-16 may be changed
to reflect the current situation. The stock number,
description, make and model describe your product. Item
5 is your total cost of the product. This cost includes
the cost of material, labor,special packaging and/or any
other cost incurred to make the product ready for
market. If this is accurately updated you will be able
to print a cost of goods sold for the current month
and/or year-to-date. The retail price is the price you
normally charge for the product. Price 1 and Price 2
may be used for two different discount prices. When you
enter an order the computer will default to the retail
price, however, you have the option to adjust the
selling price of each item. Stock on hand is the
computer calculation of your inventory available for
shipment. As each order is entered the amount will be
decreased. The on order is the quantity of the product
YOU have on order to replenish you inventory. Sold this
month and Sold this year are maintained by the computer
as information as to the amount of movement of the given
stock item. The minimum stock is the quantity you
designate as the minimum stock to be on hand when you
order replacements. The back order is the quantity of
customer orders that could not be filled when the
original order was entered into the system.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 8
EXPLANATION OF MENU ITEMS
The Main Menu of the program will be similar to the
following:
ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
=======================================================
Current date: Transaction date:
MAIN MENU
=======================================================
1. ORDER ENTRY, INVOICES, CREDITS
2. ACCOUNTS RECEIVABLE
3. INVENTORY
4. YOUR COMPANY INFORMATION
5. VIEW HISTORICAL SALES
6. UTILITY PROGRAMS
7. END OF PERIOD PROCESSING
8. EXIT PROGRAM
=======================================================
ENTER CHOICE:
Near the top of the screen are two date: Current Date
and Transaction Date.
The purpose of the transaction date is to give the
proper date to the date you enter orders (suppose you
are three days late in processing orders and wish to
date them according to the date they were received).
The transaction date is also used in giving a date to
the date of sales orders, invoices, inventory updates,
customer statements, accounts receivable aging, etc.
Should you wish to change this date you may access the
program from item 6 UTILITY PROGRAMS.
If you have not yet set up your customers and your
inventory you may set up customers by accessing
Selection 2 ACCOUNTS RECEIVABLE, and the inventory may
be set up by accessing SELECTION 3 INVENTORY.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 9
ORDER ENTRY, INVOICES, CREDITS
Once you have made the initial set ups ORDER ENTRY
probably will be the first program you use. To do so
use SELECTION 1 ORDER ENTRY, INVOICES, CREDITS. This
will take you to a sub menu which will look like:
=============================================
TRANSACTION DATE: XX/XX/XX
=============================================
ORDER ENTRY - INVOICING MENU
1. ENTER NEW ORDERS
2. ENTER BACK ORDERS
3. INVOICE EXISTING ORDERS
4. PREPARE CREDIT MEMOS
5. EDIT/VIEW SALES ORDERS
6. CHANGE TRANSACTION DATE
7. RETURN TO PRIOR MENU
=============================================
ENTER SELECTION X
SELECTION 1 - ENTER NEW ORDERS
To enter New Orders a screen similar to the following
will be displayed:
ORIGINAL ORDER ORDER ENTRY PAGE 1
Account # Type:
Sales Order # Date:
SOLD TO: SHIP TO:
P.O. Number P.O. Date Taxable (Y/N):
A/R Balance: Past Due: Last Trans:
================================================================
Stock # Description Qty B/O Ship Total
ENTER CUSTOMER NAME OR NUMBER
PARTIAL NAME OK
=================================================================
Sub-Total
Sales Tax
Shipping
F1 Help Total
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 10
You will start by entering you customer's name or number.
A partial name is OK. For example if your Customer is:
SAM JONES AND ASSOCIATES You may enter only Sam Jones
The program will display the full sold to and ship to
name, address for the first SAM JONES found in the file,
plus the Accounts Receivable Information for the
Customer. In addition in the area you will enter stock
items the following will be displayed:
(N)ext Record (P)rior Record (A)ccept this record
(E)xit this procedure
If the correct customer is displayed you must press 'A'
then the cursor will move to Type of Customer (Top
center of the screen) and an overlay screen will display
all of your sales types. You verify or enter the
correct sales type then the cursor will move to the P.O.
Number. You will then enter the P.O. Number, Date of
the P.O. and indicate whether the sale is Taxable of Not
Taxable.
The cursor will then move to the first line of the body
for you to enter the stock # of the first item. As soon
as you have entered the stock # the program will search
the inventory file and display the description of the
item. You will be asked to verify it is the correct
item. Then you will be asked to verify or change the
each price of the item. When you have verified the
price, you will enter the quantity ordered. The program
will automatically calculate the quantity to be shipped,
back ordered (if any) and the total for the quantity
being ordered. At the same time the sub total of the
merchandise will be displayed near the bottom of the
screen and the amount of sales tax (if any)
The cursor will then move to the next line for you to
enter the next item being ordered. The above procedure
of verifying the item, and price will be repeated, and
when the quantity is entered the sub total and sales tax
will be cumulative for all items entered so far.
After you have entered seven (7) item the body of the
order form will move up one line to allow you to enter
the next item. This will be repeated for as may items
as you have to enter to complete the order.
When you have completed the entry of all item you will
leave the stock number blank and press return to close
out the order.
The above may appear difficult to follow, however as you
work thru the process we believe the procedures will be
easy to use.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 11
In the event any portion of the ordered quantity is back
ordered, the back orders (Inventory Screen item 14) will
be increased to reflect the new back order. The Stock
on Hand (item 9) will be reduced by the quantity
available for shipment.
When you have completed entering all of the new orders,
TURN ON your printer, as the program will then print the
Sales Orders (picking slips) for all the orders you
entered. The program will assign a Sales Order number
to each order. This is used later in Edit/ View Sales
orders or to Invoice Existing Orders.
SELECTION 2 - ENTER BACK ORDERS
It is necessary you manually re enter any back orders.
The procedures are exactly the same as explained above
for ENTERING NEW ORDERS. The only difference is when
you enter a back order Item 14 (Inventory screen) Back
Orders will be reduced by the amount of the back order
now available for shipment.
The program will assign a new Sales Order number to each
back order you enter. This will be used later in
Edit/View Sales order or to Invoice Existing Orders.
SELECTION 3 - EDIT/VIEW SALES ORDERS
The purpose of the selection is to allow you to either
view or edit a sales order before the customer invoice
is prepared. When a Sales Order (picking slip) is
returned for invoicing you should review the document
for any changes in quantity shipped and/or back ordered
as well as any change in price. To edit a sales order
you will be asked for the sales order number, then one
item of the order at a time will be displayed on the
screen. At this point you may change the quantity
shipped, quantity back ordered or the selling price.
Please note that when you change either the shipped or
back order quantity the original order quantity is
changed. Therefore should the Sales order document
indicate:
Orig order 5 Shipped 3 Back order 2
Should you change the shipped to 5 the screen would then
display:
Orig order 7 Shipped 5 Back order 2
This means you must then change the back order to 0
(zero). Then you screen will display:
Orig order 5 Shipped 5 Back order 0
Whenever you make any changed in the quantity shipped
and/or the quantity back ordered the book inventory for
the item will be updated.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 12
SELECTION 4 - INVOICE EXISTING ORDERS
This selection is used to prepare your customer's
invoices. When you enter this selection you will be
requested to enter the sales order you wish to invoice.
If the computer cannot locate an open sales order for
the requested number there will be a screen display
"CANNOT LOCATE SALES ORDER.."
When the sales order is located as an open order there
will be a screen display indicating the BILL TO and SHIP
TO information of the customer. You will be asked to
confirm this is the correct customer. If you indicate
it is not the correct customer you will be returned to
the screen to enter a new sales order number. If you
indicate it is the correct customer, you will again be
asked if the order is subject to Sales Tax (This was
asked when you originally entered the order). When you
have answered the tax question, each item of the sales
order will be displayed on the screen. Each line item
will indicate the quantity shipped, back ordered and the
prices. If the sales is taxable the Sales Tax will be
calculated according to the tax rate you entered under
your Company Information. Next you will be allowed to
entered the amount of shipping charges, if any, for this
given sales order. The total amount of the sale will be
calculated, displayed, then you will be returned to the
screen to enter the next sales order to be invoiced.
After you have finished entering all of the sales orders
to be invoiced, the program will do some housekeeping in
preparation for printing the Customer invoices. At such
time all of the Customer Invoices will be printed.
During the processing procedures the Customer Accounts
Receivable will have been updated to reflect the charges
incurred by these invoices.
SELECTION 6 - CHANGE TRANSACTION DATE
This may be listed as the last item on this sub menu,
but it is important that you be sure the transaction
date is the date you wish to appear on your Customer
Invoices.
SELECTION 7 - RETURN TO PRIOR MENU
This selection will return you to the MAIN MENU of the
program.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 13
ACCOUNTS RECEIVABLE
This is the second selection of the SBAS ORDER ENTRY,
INVOICING, INVENTORY, ACCOUNTS RECEIVABLE program. When
selection Accounts receivable you will be taken to a sub
menu similar to the following:
-------------------------------------------------------
ACCOUNTS RECEIVABLE MENU
--------------------------------------------------------
1. ENTER CASH RECEIPTS
2. ENTER NEW CUSTOMERS
3. VIEW/EDIT ACCT. REC DETAIL
4. VIEW/EDIT SALES ORDERS
5. VIEW/EDIT CUSTOMER FILE
6. REPORTS
7. RETURN TO PRIOR MENU
--------------------------------------------------------
TRANSACTION DATE : XX/XX/XX
-------------------------------------------------------
ENTER CHOICE _____
PLEASE NOTE: THE TRANSACTION DATE IS DISPLAYED ON THE
BOTTOM OF THIS MENU. The date indicated will be the
date used to ENTER CASH RECEIPTS and will be the date
appearing on the reports available on the REPORT sub
menu. Should you wish to use a date different than the
date indicated you must return to the MAIN MENU to
change the Transaction date.
SELECTION 1 - ENTER CASH RECEIPTS
This selection does exactly what the title indicated.
Enter Customer Cash Receipts. These receipts may be
either a pre payment or a payment on an open account.
If the customer has an open balance the monies will
first be applied to the oldest amount due (90 days +)
then applied the each more current aging classification.
If the monies exceed the amount due from the customer
the amount will be reflected as a negative balance on
the customer accounts receivable. When the computer
locates the customer whose number matches the customer
number you entered you will be given the opportunity to
confirm it is the correct customer. Should the computer
be unable to locate the requested customer number there
will be a screen display "CANNOT LOCATE CUSTOMER".
In entering the Cash you will be requested to enter four
items of information. Amount received, check number,
date of check, and bank ABA number. These may be an
arbitrary choice of information, but the location which
did the beta test of the program found this most helpful
for their operation.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 14
SELECTION 2 - ENTER NEW CUSTOMER
Upon entering this selection you will have a full screen
display for all of the information necessary to put a
new customer on your files. You simply fill in the
blanks as the cursor moves down the screen. In the
event, the 'Ship To' information is the same as the sold
to you simply press the return (enter) key and the sold
to name, address, etc will be transferred to the Ship To
information.
SELECTION 3 - VIEW/EDIT ACCT. REC DETAIL
This selection will allow you to view and/or edit cash
receipts information in the current month accounts
receivable file. Any item except the amount of cash may
be corrected at this point. In the event the amount of
cash is incorrect you must correct this on you cash
receipts. An understatement of cash received will be
entered as a positive number, and an overstatement of
cash must be entered as a negative amount.
SELECTION 4 - VIEW/EDIT SALES ORDERS
This selection allows you to view and/or edit open sales
orders. This program is also accessible from Selection
1 of the MAIN MENU - Order Entry, Invoices, Credits.
For a complete discussion of the selection please refer
to page 7.
SELECTION 5 - VIEW/EDIT CUSTOMER FILE
This selection allows you to view and/or edit
information in the customer master file. Any item,
except those relative to Accounts Receivable balance,
date of balance and year-to-date purchases may be
changed with this procedure.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 15
SELECTION 6 - REPORTS
This selection takes you to a sub menu which lists the
various Accounts Receivable Reports available with this
program. The menu will be similar to the following:
--------------------------------------------------------
ACCOUNTS RECEIVABLE REPORTS
--------------------------------------------------------
1. CUSTOMER STATEMENTS
2. RECEIVABLE AGING REPORT
3. CASH RECEIPTS REPORT
4. SALES REPORT
5. CUSTOMER LABLES
6. LIST CUSTOMER NAME/ADDRESS
7. RETURN TO PRIOR MENU
--------------------------------------------------------
ENTER CHOICE ___
ACCOUNTS RECEIVABLE REPORTS
SELECTION 1 - CUSTOMER STATEMENTS
This selection allows you to prepare the end of month
statements to all of your customers. In the event the
customer had a zero balance at the beginning of the
period and at the end of the period a statement will not
be prepared. If the customer had or has a balance at
either the beginning or end of the period a customer
statement will be printed. The statement will show the
balance at the beginning of the period and all detail
activity for the month, and ending balance. In
addition, at the bottom of the statement will be an
aging of the customer's receivable indicating the
balances due for current period and certain past due
periods.
SELECTION 2 - RECEIVABLE AGING REPORT
This selection will list any customer with an open
balance and indicating the current period balance, 30
day balance, 60 day balance and 90+ day balance, as well
as the total amount due from the customer. In addition
to the aging information the report will indicate the
date of the last transaction with this customer.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 16
SELECTION 3 - CASH RECEIPTS REPORT
This selection will list in date order all of the cash
receipts you have entered into this system during the
current month.
SELECTION 4 - SALES REPORT
This selection will list in invoice sequence all of the
sales you have invoiced during the current period.
SELECTION 5 - CUSTOMER LABELS
This selection allows you to prepare mailing labels for
you customers. The program allows to you to prepare
labels:
1. For the entire customer file
2. For selected zip codes
3. For selected states
The zip code selection allows you to prepare labels for
a given zip code or for continuous zip codes. To print
labels for a given zip code the beginning and ending zip
code will be the same number. The state selection
allows you to select one state at a time for label
preparation. The state is entered by its two character
designation.
SELECTION 6 - LIST CUSTOMER NAME/ADDRESS
This selection allows you to view on the screen or to
print a listing of all of you customers. The listing
may be prepared either in alphabetical order or in
customer number sequence.
SELECTION 7 - RETURN TO PRIOR MENU
This selection will return you to the ACCOUNTS
RECEIVABLE MAIN MENU.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 17
INVENTORY
This is the third selection on the MAIN MENU. This
selection will display a sub menu similar to the
following:
----------------
| INVENTORY MENU |
-------------------------------------
1. ENTER RECEIPT OF INVENTORY
2. ENTER NEW INVENTORY ITEM
3. ADJUST INVENTORY
4. REPORTS
5. PHYSICAL INVENTORY
6. RETURN TO PRIOR MENU
-------------------------------------
-----------------------------------------------------
| TRANSACTION DATE: XX/XX/XX |
-----------------------------------------------------
ENTER CHOICE 6
SELECTION 1 Enter Receipt of Inventory
This selection is used to record to receipt of
additional inventory. This selection will record the
additions to you inventory either from purchases of from
in house manufacture.
SELECTION 2 Enter New Inventory Item
When you are establishing your inventory for the first
time all items will be entered with this selection.
Receipt of Inventory and/or Adjust inventory cannot be
used until you have established an inventory item
SELECTION 3 Adjust inventory
This selection will allow you to adjust most of the
information regarding an inventory item. It may be used
to correct inventory information and/or any of the other
items on the screen.
SELECTION 4 Reports
This selection will take you to a sub menu which
lists the various reports which may be displayed or
printed with this program. Each item on this sub menu
will be discussed later
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 18
SELECTION 5 Physical Inventory
This selection will take you to a sub menu which
lists the various reports and/or procedures connected
with the physical inventory of you materials. Each item
on this sub menu will be discussed later
SELECTION 6 Return to prior menu
This selection will return you to the main menu of
the program
INVENTORY REPORTS
The sub menu for Inventory reports will be similar to
the following:
-------------------------------------------------------
INVENTORY REPORTS
-------------------------------------------------------
1. INVENTORY ON HAND
2. BACK ORDERS
3. INVENTORY BELOW MINIMUM
4. COST OF SALES
5. PRICE LIST
6. PHYSICAL INVENTORY LIST
7. RETURN TO PRIOR MENU
-------------------------------------------------------
MAKE SELECTION -
SELECTION 1 Inventory on hand
This selection will allow you to either display on
the screen or print a list of the Inventory you have on
hand. The quantities will be as of the exact time that
you display or print the list.
SELECTION 2. BACK ORDERS
This selection will allow you to view and or print
a list of inventory items which are on back order. This
list is by Product number. A listing of back orders by
customer is not available.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 19
SELECTION 3 INVENTORY BELOW MINIMUM
This selection will allow you to view and/or print a
list of inventory items which are below the minimum
quantities you have entered for each inventory item.
SELECTION 4 Cost of Sales
If you have accurately entered you cost of each item on
the inventory input this selection will give you a list
by item of your Cost of Goods Sold for the Current
Period and for Year-to-date. In the event you change
your costs during the fiscal year, only those items sold
after the change in costs will be calculated at the new
cost. Cost for prior periods will remain at the cost
you had entered at the time of the sale.
SELECTION 5 Price List
This selection will print a listing of all of the resale
prices you have entered for each of your inventory
items. It may be used for monitoring you costs and/or
updating your cost information
SELECTION 6 Physical Inventory List
This selection will print a list which may be used to
take your periodic physical inventory. In addition to
this selection being on this menu you will also find it
on the PHYSICAL INVENTORY menu.
SELECTION 7 Return to prior menu
This selection will return you to the Inventory menu.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 20
PHYSICAL INVENTORY
The Physical Inventory sub menu will be similar to the
following:
-------------------------------------------------------
PHYSICAL INVENTORY
--------------------------------------------------------
1. PHYSICAL INVENTORY LIST
2. SAVE BOOK INVENTORY
3. ENTER PHYSICAL INVENTORY
4. EDIT PHYSICAL INVENTORY
5. COMPARE BOOK/PHYSICAL
6. INVENTORY AT COST
7. POST PHYSICAL INVENTORY
8. RETURN TO PRIOR MENU
-------------------------------------------------------
ENTER CHOICE 8
SELECTION 1 Physical Inventory List
This selection will print a list of all of your items.
The list may be used to take your periodic physical
inventory.
SELECTION 2 Save Book Inventory
This selection will save to a new data base the book
inventory of all of your items as of the time that you
run this procedure. It is absolutely critical that you
watch the timing on doing this procedure. If you are
using it for an annual inventory the procedure must be
run after you have processed all of your orders for the
current physical year and before you enter any orders
for the new year. The data saved by this procedure will
later be used to provide a report which will reflect the
difference between your book inventory and your actual
physical inventory.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 21
SELECTION 3 Enter Physical Inventory
This selection will create a new data file for your
actual Physical Inventory. By using the next selection
(4) you may edit the physical counts after you have
completed this procedure.
SELECTION 4 Edit Physical Inventory
This selection allows you to edit the physical counts
you may have entered by Selection 3 (above).
SELECTION 5 Compare Book/physical
This selection will display and/or print a report which
will indicate the differences between your book
inventory and your physical inventory. The book and
physical inventories will be priced at the costs you
currently reflect for each item in your inventory.
SELECTION 6 Inventory at Cost
This selection will provide a report of your physical
inventory priced at the cost for each item in your
inventory.
SELECTION 7 Post Physical to Books
This selection will adjust your book inventory for the
differences between the book inventory you saved by
Selection 2 (above) and the Physical Inventory you
entered and/or adjusted by Selections 3 and 4 (above).
This procedure may be run at any time after you are
satisfied you end of period physical inventory is
accurate. Remember the adjustment to your books will be
only for the difference, however, it will not reduce any
item to a negative amount. For example, suppose your
saved book inventory was 25 and your physical inventory
was 10. However, between the time of the saved book and
physical you sold 20 items your current book inventory
would reflect a count of 5. The difference between the
end of period saved book (25) and physical inventory(10)
would be 15. If the computer were to reduce the current
book by 15 your records would reflect a negative balance
of 10. A safety check in this procedure prevents your
book inventory being reduced to a negative amount.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 22
SELECTION 8 Return to prior menu
This selection will return you to the Inventory Menu.
UTILITY PROGRAMS.
The menu for this selection is similar to the following:
-------------------------------------------------------
UTILITY PROGRAMS
-------------------------------------------------------
1. REINDEX DATA FILES
2. CHANGE TRANSACTION DATE
3. CHANGE DATE FORMAT
4. ENTER A/R OPENING BALANCES
5. ENTER HISTORICAL SALES
6. RETURN TO PRIOR MENU
-------------------------------------------------------
ENTER CHOICE 6
SELECTION 1 Reindex Data Files
It may not be necessary that you ever use this
selection. However, sometimes in the course of computer
operations some index files may become corrupted. You
will know this if you know you have certain information
in your files, but you cannot either get the screen
display and/or a printed report. Should this happen try
to correct the problem by running this procedure. If
this does not correct the problem it will be necessary
that you restore your files from your last back-up and
the reinput any data since the time of the Back-up. It
is therefore absolutely necessary that you make a back
up of your files at the end of each day that you use
this program. Refer to you DOS manual for the proper
procedure to back-up and/or restore files.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 23
SELECTION 2 Change transaction date
The transaction date is the date recorded during order
entry process, printing invoices and various other
operations. Therefore in order to have the correct
transaction date appear on you order, invoices, etc you
may change the date. This option is offered on various
other menus.
SELECTION 3 Change Date Format
This allows you to change to American or European date
formats. The American format is mm/dd/yy. The European
format is dd/mm/yy.
SELECTION 4 Enter A/R Opening balances
This allows you to enter your customers accounts
receivable balances when you start using this program.
You are required to enter you opening balances by aging
class, therefore it is necessary you have a accurate
listing of your aged accounts receivable from you
present system. After you have entered all of your
opening balances you MUST run an aging report to be sure
that you have properly entered the correct balances for
all of your customers.
SELECTION 5 Enter Historical Sales
When you complete the End of Period processing for the
current period (Selection 7 Main Menu) the current
period sales information is transferred to a History
file. You can view this file by Selection 5 of the Main
Menu. Should you wish to include sales prior to the
time you start using this program, you may enter such
sales through this procedure. The information entered
will only go into the History file.
SELECTION 4 Return to prior menu
This selection will return you to the Main Menu.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 24
END OF PERIOD PROCESSING
This is selection 7 on the Main Menu. This selection
will display a sub menu similar to the following:
--------------------------------------------------------
END OF PERIOD PROCESSING
--------------------------------------------------------
1. END OF ACCOUNTING MONTH
2. END OF PHYSICAL YEAR
3. RETURN TO PRIOR MENU
--------------------------------------------------------
ENTER SELECTION 3
SELECTION 1 End of Accounting Month.
This procedure will update you books at the end of each
account period. There are several procedures which will
be completed. They are:
a. Ask you to verify certain reports have been
run. If you have not run all of the reports
listed you must exit this procedure and complete
the necessary reports. These reports can not
be run after you do the End of Month process.
b. END OF MONTH PROCESS CONSISTS OF:
1. Update Inventory files - transfer
current month sales quantity to
current year and reset current month
to zero.
2. Update Customer Master file
This updates the summary aging carried
in this record and adjusts the end of
month accounts receivable balance
3. Transfer all current period accounts
receivable detail (sales & payments)
to the history file and clears the
current month detail file
AS INDICATED ABOVE IT IS ABSOLUTELY NECESSARY THAT
YOU COMPLETE THE REPORTS REFERRED TO IN ITEM A (ABOVE)
BEFORE YOU COMPLETE THIS PROCEDURE.
SBAS - ORDER ENTRY, INVOICING, INVENTORY, ACCOUNTS RECEIVABLE
PAGE 25
SELECTION 2 End of Year
This selection will first ask you to verify that you
have completed the End of Month processing. Then it
will ask you a second time to verify the first answer.
This procedure will update the Inventory records by
transferring all current year sales quantities to prior
year and reset current year sales quantities to zero.
It also will update the Customer Master file to reflect
the purchases for the prior year.
SELECTION 3 Return to prior menu
This selection will return you to the Main Menu of the
program.
END OF DOCUMENTATION
PROGRAMS DISTRIBUTED BY MILLROSE
Millrose Corporation distributes several different
programs which are used in various accounting
functions. The programs are:
SBAS GENERAL LEDGER
SBAS WRITE UP GENERAL LEDGER
SBAS ORDER ENTRY, INVENTORY, ACCOUNTS RECEIVABLE
SBAS INVOICER
SBAS ACCOUNTS RECEIVABLE
SBAS GENERAL LEDGER, Ver 2.0+ is an after the fact
general ledger system which will provide you with input
screens and output reports for : Cash Receipts, Cash
Disbursements and Journal Entries. Further it provides
various financial statements: Trial Balance, Income
Statement (current period & YTD), Balance Sheet,
General Ledger-Current Period and General Ledger-YTD.
The Journal reports, Trial Balance, Income Statement
and Balance sheet may be either viewed on the screen or
printed. The system allows you to design your own
chart of accounts and design the layout of the Balance
Sheet and Income Statements. The system will handle
the accounting for several different companies.
SBAS WRITE UP GENERAL LEDGER
The Write Up General Ledger is an expansion of the
above system and was designed for the accountant who
must maintain the accounting for several companies. In
addition to the features of the SBAS GENERAL LEDGER
this system provides for a Sales Journal and after-the-fact
entry of Payroll check (on Disbursement Journal).
Various employee earning reports may be printed to
allow easy preparation of the federal/state quarterly
and annual payroll reports.
Allows for cost of goods sold and gross profit on sales.
SBAS ORDER ENTRY, INVENTORY, ACCOUNTS RECEIVABLE
This system is designed for the small business and
allows for the following:
1. Enter Customer Orders
2. Check orders against inventory
3. Adjust price on individual items
4. Print "picking slips"
(showing ship & back orders)
5. Allow you to edit sales orders
(for price and/or quantity)
6. Print Customer invoices
7. Maintain accounts receivable
8. Print Customer statements
9. Print Accounts receivable aging
10. Maintain product inventory
11. Print inventory on hand
12. Print inventory list at cost
13. Print list for taking physical inventory
14. Compare book and physical inventory
15. Update book inventory for physical
Registered version supports over 240 printers.
Shareware version supports Epson FX,RX & Epson compatible
SBAS INVOICER
This is a small program which will allow you to create
your customer invoices. The invoices may contain items
which are subject to sales tax and items which are not
subject to sales tax. The program will automatically
calculate and add to the Invoice the appropriate tax
for taxable items. The information is retained by the
program so that at a future date you may make
additional copies of the Invoice. Invoice numbers are
assigned by the program, however you have the option of
selecting your starting number.
SBAS ACCOUNTS RECEIVABLE
A stand alone accounts receivable program designed for
the small business organization which requires control
of their accounts without using a cumbersome totally
integrated accounting system. Allows for the entry of
Invoices, Credit Memos, Cash Receipts (with or without
discount). Provides Customer statements, Receivable
aging report, cash receipts report, sales report,
customer labels, customer lists. Supports over 60
different printers. Pop-up calculator.
Registered copies of the programs, which will be the
latest update, may be obtained by completing the form
on the next page. Registered copies will not include
any opening and/or closing solicitation screens.
REGISTRATION/ORDER FORM
DATE _____________
TO: MILLROSE CORPORATION
7210 Jordan Ave., B-22
Canoga Park, Ca., 91303
Please ship the registered version of the following:
___ SBAS GENERAL LEDGER,Ver 2.0+ 49.95 ________
(Printed Manual)
_____SBAS WRITE UP GENERAL LEDGER 64.95 _________
(Printed manual)
_____SBAS ORDER ENTRY, ACCOUNTS REC.
INVENTORY, 69.95 _________
(Printed manual)
Sub total __________
Calif residents (add 8.25 % Sales Tax) _________
Shipping/handling (US & Canada) $3.00
Other 6.00 _________
TOTAL (U.S.FUNDS ONLY PAYABLE AT US BANK) __________
____ 5 1/4" DISK _____ 3 1/2" DISK
SHIP TO:
COMPANY ________________________________________
NAME ____________________________________________
ADDRESS__________________________________________
CITY,STATE,ZIP __________________________________
BBS0792
