The Business Master (3rd Edition)/The Business Master (3rd Edition).iso/files/busition/sitter/manuals.exe/MANUAL.PT2

Text File | 1991-08-05 | 21KB | 494 lines

AGED ACCOUNTS  RECEIVABLE:
==========================
Your AGED ACCOUNTS RECEIVABLE listing provides a breakdown of the
current  status of your Accounts Receivables. (NOTE:  You  should
always  run  (A)ged  accounts before you  run  statements.)  This
report  can  be ran at any time in either of  two  sequences:  by
sitter  ACCOUNT number, or by sitter last name. When you  request
this  report you are prompted to enter two dates: date #1  =  the
date  you last selected statements, date #2 = the current  period
ending date to be used. All transactions after the entered period
ending  date will be ignored and not considered in  this  report.
All transactions prior to, and including, last statement date are
used  only  to calculate the aged balance of  each  account.  All
transactions  between  these  dates  are  considered  as  current
postings form which all receipts  will be listed in detail.  This
receipts  listing  will  aid  you  in  monitoring  your   sitters
willingness  to pay. You should find this a valuable feature  for
those sitters having a balance over 60 days old.

The  optional  listing of zero and credit balance  sitter's  will
allow you to control the size of your Aged Receivables report. We
recommend  that you run a complete report at the end of the  year
so  that  you have a listing of all accounts you  have  performed
services for.


STATEMENTS:
===========
     STATEMENTS  can be printed at any time. Transactions  posted
after the current statement period ending date are not considered
for  processing.  You  have the option  of  using  either  custom
statement forms, or they can be printed on standard 8 1/4" by 11"
paper.  (Custom forms are available from Micro Data Assist.)

You are  also  given  the following options:
1.)  of printing statements for a limited sitter  account  number
range.  If  you  only need a statement for  a  single,  specific,
sitter account then enter that sitter account number for both the
starting,  and  ending, sitter account number  range  parameters.
(NOTE: Statements are always printed in sitter account sequence.)

2). of printing debit balance sitter accounts. Within this option
you  can  limit the printing of statements to only  those  sitter
accounts  having  a debit balance above a  given  minimum  dollar
value.   With  this  option you can save  the  cost  of  handling
statements that will cost you more than you will receive.

3.) of  printing  zero balance sitter accounts.

4.) and, of printing credit balance sitter accounts.

(Note  -  If  you answer 'N' to all of  these  options  then  the
request to print statements will be canceled.)


You identify the transactions to be printed on each statement  by
identifying the last statement date and the current period ending
statement  date.  All transactions prior to, and  including,  the
last  statement date will be considered as balance  forward  only
and will not be listed on the statement. Only those  transactions
after  the  last statement date to, and  including,  the  current
period  ending  date are listed in detail on the  statement.  All
transactions are listed in date order.

     SITTER'S does not create any balance forward record nor does
it have a rigid closing cycle for your Accounts Receivables.  All
transactions for each sitter account are read in date sequence to
determine the sitter account current balance. No transactions are
considered  in this calculation that are past the current  period
ending  date. Using this concept you can rerun statements at  any
time for any period and see the same results.


GENERAL LEDGER JOURNALS:
========================
     The GENERAL LEDGER JOURNAL request performs the function  of
extracting all transactions for the requested period and provides
you  with a listing in a sequence that will allow you  to  create
your Journal entries for any ledger system you use.


(L)ETTERS:
==========
You  can  setup up to 99 different  letter  formats.

WORD PROCESSOR:
---------------
SITTER'S  has  built  into  it  a  limited  word  processor.  The
following keys are used to control the editing of your letters.

KEY                   PURPOSE
---------------------------------------------------------
Uparrow or Ctrl-E     Move up one line
Dnarrow or Ctrl-X     Move down one line
Leftarrow or Ctrl-S   Move left one character
Rightarrow or Ctrl-D  Move right one character

Ctrl-Leftarrow or     Move left one word
  Ctrl-A
Ctrl-Rightarrow or    Move right one word
  Crtl-F

Home                  Beginning of current line
End                   End of current line

Ctrl-Home             Beginning of current window
Ctrl-End              End of current window

PgUp                  Previous edit window
PgDn                  Next edit window

Ctrl-PgUp             Beginning of letter
Ctrl-PgDn             End of letter

Return                Move to beginning of next line

Delete                Delete character at cursor
Backspace             Delete character left of cursor

Ctrl-Y                Delete current line

Ctrl-T                Delete word right

Tab                   Insert tab character or spaces

Printable character   Insert character

Ctrl-B                Reform paragraph

Ctrl-V or Ins         Toggle insert mode

Ctrl-W                Finish editing and save

Esc                   Abort edit, return original


SELECT ADDRESSES FOR LETTERS:
=============================
One  special  feature of the 'SITTER' system is  the  ability  to
print letters to a selected range of PATRON'S and SITTER'S.  With
these letters you can keep in touch, provide special notices, and
other  information.  You  can limit this letter  selection  to  a
single  PATRON or SITTER if necessary. The letters you print  are
first setup in your letter format file which can contain up to 99
unique letter formats.

After  you identify the selection of either PATRON or  SITTER  to
receive  letters  you  then  select the  sequence  and  range  of
addresses to select.

ACCOUNT  NUMBER: With this selection addresses of  both  PATRON'S
and SITTER'S are selected in account number sequence.

LAST  NAME:  With this selection addresses of both  PATRON'S  and
SITTER'S are selected in last name sequence.

CURRENT  UPDATES: With this selection addresses of both  PATRON'S
and  SITTER'S  are  selected  in  last  name  sequence  for   the
maintenance date range requested.

DATE LAST WORKED: With this selection only SITTER'S are  selected
in last name sequence for the last worked date range requested.

STARTING WITH/ENDING WITH: Enter the range starting/ending values
to  limit your selection with. If no values are entered then  the
entire file is selected.

LETTER FORMAT:
--------------
After  you have made your selection entries you then  define  the
parameters  the control the format of you letters.   The  default
values entered are good for a standard letter format.  If you are
not using continuous form and a cut sheet feeder you may wish  to
pause  between  pages in order to load the next  form  into  your
printer. If you are using preprinted stationary you will not wish
to print your return address.

Upon  completion of setting up your form parameters you are  then
requested  to select the letter format to print. Use the  up/down
arrow  keys  to highlight the desired letter and then  press  the
<ENTER> key.


(D)isplay letters:
------------------
     With  this  request you will be displayed a listing  of  all
letter titles you currently have on file. From this display  list
you can highlight and select the specific letter format you  wish
to  perform maintenance on, or inquire into. Upon  selecting  the
desired  letter  format  you are  automatically  taken  into  the
(M)aintenance  function  in the (I)nquire mode and  the  selected
letter is displayed to you.


(M)aintenance:
--------------
     The letter maintenance functions allow you to fully maintain
your letter formats, and to add new formats to your letter  file.
The following maintenance functions are provided:

(I)nquire  -  With this option you can request the display  of  a
specific letter format. Once displayed you can then select any of
the other maintenance options.

(A)dd  new - Use this option to setup new letter formats  in  you
letter  file.  Each  letter must be assigned a  unique  ID.  code
between the values of '01' to '99'. In addition to this code  you
should  assign a brief descriptive title to the letter that  will
provide  you will enough information that you can  determine  the
contents  of  the letter format to follow. (Note -  When  you  do
search  displays of the letter formats you have on file the  only
information  displayed  to you will be the letter code  and  this
brief  description.)  Finally you are provided a  window  through
which  you  can setup your letter body. When you setup  a  letter
keep  in  mind that SITTER'S will perform all of  the  addressing
functions  for you - only setup that portion of the  letter  body
that is common to what you want all patients to receive.

     In  the  LETTER BODY 'field', the system works like  a  word
processor  with most of the features one would expect.   You  can
rework  the  body  of  the letter  without  affecting  the  other
parameters of your letter format.

     Correcting mistakes can be done by moving the cursor to  the
mistake  and typing over it.  If you need to 'insert' a  word  or
space  pressing  <CTRL-V>  will activate  an  INSERT  capability.
Press <CTRL-V>  again when you're finished with the INSERT.

     When  you're  finished with the letter,  press  <CTRL-W>  to
'save'.   You will receive a 'prompt' in the message line at  the
bottom of your screen:

                   INFORMATION CORRECT (Y/N) Y

Press <ENTER> if your answer is yes.

     The system will then add that letter to your file.

(C)hange  - The (C)hange function works in the identical  fashion
as  the (A)dd new function except the letter must already  be  in
existence. Once you have selected a letter to be changed you  can
modify any displayed information other than the letter ID. code.

(D)elete) - To delete a letter, move to the (D)elete function and
press <ENTER>.  The cursor will automatically position itself  at
the  CODE  # 'field. If this is the letter you  want  to  delete,
press  <ENTER>.  You will then receive a 'prompt' in the  message
line on the bottom of your screen:

                   DELETE THIS RECORD (Y/N) N


     This gives you the opportunity to reconsider  deleting  this
letter record.  If you're sure, press 'Y' and <ENTER>.

(+/-)skip  - The (+)skip & (-)skip functions are there  to  allow
you to move quickly through your LETTER file.  (+)skip moves  you
forward  to  the next letter format on file.  (-)skip  moves  you
backward a to the previous letter format on file.

(C)opy -  With this feature you can copy the format of one letter
and make a new letter. After the copy operation is completed just
call up the new letter and make the necessary changes.

(I)mport - ** TAKE CARE WHEN USING THIS FEATURE **    The  letter
formats  required  by this 'SITTER' system must  consist  of  the
standard ASCII characters. Some word processors generate  special
characters for control of letter format. These special characters
CANNOT be used in any letters within the 'SITTER' system. Be sure
to  only  import letters that are composed of only  the  standard
ASCII character set.


LIST LETTERS:
------------
     When  you're  ready to print letters choose  the  (L)ist  to
printer  option  from the RECALL LETTERS SUB - MENU.  A  question
will appear in the message line at the bottom of your screen:

                    LIST ALL LETTERS (Y/N): N

     If you enter a 'N' and press <ENTER> and you will receive  a
display of the letters you have on file.  They will be listed  by
code  and title.  Move to the specific letters you want to  print
and press <ENTER>.

     If  you  enter a 'Y' and press <ENTER> you will  immediately
start printing a proof listing of all letter formats you have  on
file.

     Upon  termination  of  the  letter  proof  listing  you  are
returned to the (L)etter sub-menu.


(U)TILITIES:
============
     This  section  of the system is designed to  assist  you  in
modifying and maintaining the overall SITTER'S system to meet the
unique needs of your business.

SYSTEM UTILITIES:
-----------------
     (F)orce  color to monographics: N - provides the  option  of
using  a  color  screen or black and white. If  you  are  testing
SITTER'S on a laptop computer you may wish to force the color  to
monochrome display. Currently most laptops only display in shades
of  gray  and use of the color display option will  make  reading
your screens difficult.

     (R)eindex data files - will 1. physically remove all records
flagged  as  deleted  and return the space  to  your  system,  2.
rebuild all file pointers.

(NOTE:    If you restore your data files from a backup, you  must
run  the 're-indexing' function before you use them.  Failure  to
do  this  will corrupt the restore data files, requiring  you  to
reload them from the same backup and start over.)

     (S)et  date  format  - With this option  you  can  have  the
SITTER'S  program display and accept dates in any of the  various
national formats.

     (D)elete   old   invoicing  and  contracts  -   will   clear
information   no  longer  needed  to  give  you  room   for   new
information.   Again, you can enter by highlighting and  pressing
<ENTER>, or by pressing 'D'.  (Note  - Only invoicing that has  a
zero  balance as of the requested purge date will be flagged  for
deletion. In this manner active accounts that have open  balances
as of the requested date will retain all of their  transactions.)

     (U)pdating  registration  information - allows you  to  make
informational   changes  when  necessary  to  keep  your   system
personalization  current.  To enter this area, highlight  it  on-
screen  and press <ENTER>, or press 'U'.

     (P)rint registration form - is the function you use to print
the registration form you must send in to register you as a  user
of  Micro  Data Assist add remove you from the 10 sitter  and  50
patron limit.


GLOSSARY:
=========
BUFFER         The space in the computer's memory where
               text is temporarily stored while the
               computer is on.

CONFIG.SYS     A file used to modify the parameters of
               machine operation.

DBF            Data base files.

DEFAULT        Word used to designate 'standard', most
               common.  In MED#1, 'default' is 00 unless
               specified otherwise.

DOS            Disk operating system.

FIELDS         Specific areas for receiving information.

FLAG           An instruction put in one function that
               cross references with another function
               requesting an activity.

FREEFORM FIELD A field that doesn't require information
               every time the function is used.

INITIALIZATION Bringing up the system and customizing it
               to  create DBF.

INSTALLATION   Physically putting the software on disks
               by copying.

MESSAGE LINE   Space at the bottom of the screen for
               'prompts' and 'help'.

PROMPT         A question or request that appears on
               screen which has to be answered before
               continuing with the function.

PURGE          Remove outdated information and create
               space for new information.


SERVICE / SUPPORT:
==================
Micro  Data Assist provides service and support to the user on  a
"Pay As You Go" type arrangement. Under this method you pay  only
for  the time and services needed to answer your  questions.  The
rate  is  $60.00  per hour, billed in 15  minute  units,  with  a
minimum  billing of $15.00. All service and support  is  provided
over the phone, Monday - Friday, 9:00 am to 4:00 pm cst.

                  Phone:[phone]

(Note:  Micro  Data Assist does not, and will  not,  provide  any
assistance  with  hardware, and operating  system,  problems.  We
recommend that you establish support for these items from  within
your local area.)

Micro  Data  Assist also encourages local VAR's  and  DEALERS  to
promote  and  service  SITTER'S.  Authorized  VAR'S  and  DEALERS
provide a more personal level of support and in many cases may be
in your area. Their rates for their support are not controlled by
Micro Data Assist and in most cases will be less.

For  the name and phone number of an authorized VAR or DEALER  in
your area call:

     Phone:[phone] (no charge for this call)

Micro  Data  Assist is always looking for VAR's  and  DEALERS  to
support  the SITTER'S family of products we offer to the  medical
practitioner.  We  offer an interesting, if  not  unique,  market
participation plan to all VAR's and DEALER's that wish to  become
authorized support centers for our products. If you know of a VAR
or  DEALER in your area that would be interested in  becoming  an
authorized support center for our products have them call us at:

                  Phone: [phone]


UPGRADES:
=========
There are two types of UPGRADES to be considered:

1.  Upgrades  due to errors detected in prior releases  of  Micro
Data Assist products.

     During the first year of use following registration, when we
are  notified of a problem we will make all effort  necessary  to
correct it in the shortest time possible. When the correction  is
made  we  will provide all registered users with a  copy  of  the
corrected program at no cost.

If  you encounter an error in your program please do  the
following:

A.  Write  down  the  error  message  -  exactly  as displayed.
B.  Call  Micro Data Assist immediately at  (214)  736-3668   and
    describe   the   problem   and  read  to   use   the    error
    message.
C.  If possible capture to the printer a copy of  the screen that
    is  displaying  the  error  message.  This  can  be  done  by
    turning on your printer and  pressing (at the same time)  the
    Shift and the 'PrtSc' keys on your printer keyboard.

2.  Upgrades due to improvements and new  features  being
incorporated into Micro Data Assist products.  Micro Data  Assist
is  constantly  in the process of evaluating  and  improving  the
SITTER'S  and  related software products provided to  our  users.
While we cannot give any hard dates for releasing new versions of
our programs we hope to have one major release per year. Some  of
these releases will be new programs and not upgrades to  existing
programs. All new programs will be offered to registered users at
a  special price. If you are not a current registered  user  your
price will be considerably higher.

Registered  users:  All  upgrades will be provided  free  to  all
current  registered  users.  We  encourage  you  to  install  all
upgrades when received. Some upgrades may require the creation of
new  fields  within  your database. If you fail  to  install  all
upgrades these fields will not be available for the next  upgrade
that we send you. The cost of each upgrade will be determined  by
the new features it incorporates and will vary. Please request  a
price  listing  of all upgrades. You will need  to  purchase  all
upgrades  released  that have a higher version  number  than  the
current version you are using (if you wish to carry your  current
data  up  into the new formats). Some upgrades  may  require  the
creation  of  new  fields within your database. If  you  fail  to
install  all upgrades these fields will not be available for  the
next upgrade that we send you.

      (Sorry but we can only support our registered users.)


NEW RELEASES:
=============
New  releases are not to be confused with upgrades. Upgrades  are
improvements in a specific product. New releases are new products
and may have a new name.

Micro  Data Assist is dedicated to providing small business  with
the  best  programs at a competative price. We realize  that  one
program  cannot address all needs. As we grow Micro  Data  Assist
will  be creating new programs for various small business  needs.
As  these  programs  become available we will  be  notifying  all
current  users  of our products of  their  availability.  Current
registered  users  will be offered the  opportunity  to  purchase
these products at a reduced rate.