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.pl 66 APPENDIX F General File Information Perhap≤á thσ mos⌠ importan⌠ aspec⌠ oµ an∙ busines≤ systeφá i≤ ì thσá genera∞á DAT┴á filσ structurσ anΣ thσá wa∙á datßá file≤á arσ ì handled«á Iεá thi≤á system¼á al∞ acces≤ t∩ genera∞ DAT┴ file≤á i≤ ì RANDO═ o≥ DIRECT« Thi≤ mean≤ tha⌠ wσ cal∞ eacΦ DAT┴ filσ entr∙ b∙ ì ß relativσ recorΣ number. Thσá record≤á arσá establisheΣ viß thσ ??ENTR┘á anΣá ????TRA╬ ì programs«á Iµá ß prograφ tha⌠ require≤ DAT┴ file≤ i≤ entereΣá anΣ ì thσá filσá i≤ NO╘ founΣ oε thσ disδ iεá drivσá "B"¼á thσá prograφ ì "defaultsó t∩ thσ creatσ ne≈ filσ part« I⌠ wil∞ asδ yo⌡ t∩ eithe≥ ì inser⌠ ß diskettσ witΦ thσ appropriatσ filσ iε thσ drivσ anΣ typσ ì "có t∩ continuσ or¼á iµ yo⌡ wan⌠ t∩ creatσ thσ filσ fo≥ thσ firs⌠ ì time¼á typinτá aεá "nó wil∞ causσ thσ systeφ t∩ asδ yo⌡ ho≈á man∙ ì record≤ yo⌡ want. Yo⌡á shoulΣá havσá somσá notioεá oµá thσá numbe≥á oµá record≤ ì required«á Iεá payrol∞ fo≥ examplσ iµ yo⌡ havσ 1░á employees¼á i⌠ ì woulΣ bσ reasonablσ t∩ creatσ betweeε 1╡ anΣ 2╡ records«á Iε thi≤ ì wa∙á you≥ datß file≤ caε bσ establisheΣ withou⌠ samplσ file≤á bu⌠ ì fo≥ tes⌠ purposes¼á runninτ thσ samplσ file≤ includeΣ caε bσ ver∙ ì educational. Iεá thσ filσ layout≤ tha⌠ follow¼á thσ content≤ oµ eacΦá DAT┴ ì recorΣá arσ shown«á ┴ grou≡ oµ DAT┴ record≤ make≤ u≡ ßá file«á Iε ì eacΦá oµ thσ layout≤ tha⌠ follo≈ thσ generiπ namσ oµ thσ filσá i≤ ì indicateΣ first¼á followeΣ b∙ thσ namσ useΣ oε thσ filσ diskette« ì COMPAN┘ NAM┼ ENTR┘ FIL┼ i≤ ß generiπ name¼á N═ i≤ thσ actua∞ filσ ì namσá oεá thσá diskette«á EacΦá recorΣá i≤á 17░á tota∞á byte≤á o≥ ì character≤ lonτ anΣ contain≤ thσ entrie≤ showε a≤ Item≤ ▒ througΦ ì 11. Thσ Iteφ i≤ followeΣ b∙ ß descriptioε anΣ ß bytσ o≥ characte≥ ì lengtΦ fo≥ eacΦ item« Thσ variablσ namσ mos⌠ commonl∙ useΣ i≤ thσ ì las⌠ entry. è NAME ENTRY FILE NA (170 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Ref Number 10 N(2,2) 3 Name 24 K$(3,3) 4 Company 24 K$(3,4) 5 Address 24 K$(3,5) 6 City 17 K$(3,6) 7 State 2 K$(3,7) 8 Zip Code 5 K$(3,8) 9 Telephone 14 K$(3,9) 10 Federal Tax ID # 20 K$(3,10) 11 State Tax ID # 20 K$(3,11) DATE INFORMATION DATE Item # Description Bytes Expression 1 Current date 8 D$(1) 2 Period ending 8 D$(2) 3 Prev period ending 8 D$(3) 4 Month ending 8 D$(4) 5 Quarter ending 8 D$(5) 6 Year ending 8 D$(6) 7 Reserved 8 D$(7) 8 Fiscal ending 8 D$(8) è GENERAL LEDGER REPORT TABS GLT Item # Description Bytes Expression 1 Page width 3 T%(1) 2 Tag tab 3 T%(2) 3 Account number tab 3 T%(3) 4 Major heading tab 3 T%(4) 5 Subheading tab 3 T%(5) 6 Partial total tab 3 T%(6) 7 Partial tot dollar tab 3 T%(7) 8 Final total tab 3 T%(8) 9 Final tot dollar tab 3 T%(9) 10 Date tab 3 T%(10) 11 Page number tab 3 T%(11) 12 Comp Name in Use Tag 3 T%(12) 13 Lowest Bal Sht Acct # 10 T(13) 14 Highest Bal Sht Acct # 10 T(14) 15 Low Cost of Gds Acct # 10 T(15) 16 Hi Cost of Gds Acct # 10 T(16) GENERAL LEDGER FORMATS GLF Item # Description Bytes Expression 1 Dollar formats 20 L$ 2 Percentage formats 20 P$ è GENERAL LEDGER HEADING FILE GLH (150 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Ledger Acct Number 10 N(2,2) 3 Description 30 K$(3,3) 4 First Acct Number 10 N(2,4) 5 Last Acct Number 10 N(2,5) 6 M-T-D Amount 12 N(2,6) 7 Q-T-D Amount 12 N(2,7) 8 Y-T-D Amount 12 N(2,8) 9 M-T-D Percent 12 N(2,9) 10 Q-T-D Percent 12 N(2,10) 11 Y-T-D Percent 12 N(2,11) GENERAL LEDGER SUBHEADING FILE GLS (150 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Ledger Acct Number 10 N(2,2) 3 Description 30 K$(3,3) 4 First Acct Number 10 N(2,4) 5 Last Acct Number 10 N(2,5) 6 M-T-D Amount 12 N(2,6) 7 Q-T-D Amount 12 N(2,7) 8 Y-T-D Amount 12 N(2,8) 9 M-T-D Percent 12 N(2,9) 10 Q-T-D Percent 12 N(2,10) 11 Y-T-D Percent 12 N(2,11) è PAYROLL CUTOFF AMOUNTS EPC Item # Description Bytes Expression 1 FICA Cutoff 12 C(1) 2 FICA Percent 12 C(2) 3 SDI Cutoff 12 C(3) 4 SDI Percent 12 C(4) 5 FUTA Cutoff 12 C(5) 6 FUTA Percent 12 C(6) 7 SUTA Cutoff 12 C(7) 8 SUTA Percent 12 C(8) Settings FICA 29,700 .0665 SDI 11,400 .01 FUTA 6,000 .007 SUTA 6,000 ? .paèGENERAL LEDGER FILE GL (138 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Ledger Acct Number 10 N(2,2) 3 Description 30 K$(3,3) 4 Month to date amt 12 N(2,4) 5 Quarter to date amt 12 N(2,5) 6 Year to date amt 12 N(2,6) 7 Prev m to date 12 N(2,7) 8 Prev q to date 12 N(2,8) 9 Prev y to date 12 N(2,9) 10 Budgeted amt 12 N(2,10) GENERAL JOURNAL GLJO (250 bytes) Item # Description Bytes Expression 1 Tag 8 N(2,1) 2 Major Acct # 10 N(2,2) 3 Date 8 K$(3,3) 4 To record 24 K$(3,4) 5 Remarks 24 K$(3,5) 6 Not used 1 K$(3,6) 7 Major Amt 12 N(2,7) 8 #1 Acct # 10 N(2,8) 9 #1 Amount 12 N(2,9) 10 #2 Acct # 10 N(2,10) 11 #2 Amount 12 N(2,11) 12 #3 Acct # 10 N(2,12) 13 #3 Amount 12 N(2,13) 14 #4 Acct # 10 N(2,14) 15 #4 Amount 12 N(2,15) 16 #5 Acct # 10 N(2,16) 17 #5 Amount 12 N(2,17) 18 #6 Acct # 10 N(2,18) 19 #6 Amount 12 N(2,19)èCHECK DISBURSEMENTS GLCD (250 bytes) Item # Description Bytes Expression 1 Check # 8 N(2,1) 2 Bank Acct # 10 N(2,2) 3 Date 8 K$(3,3) 4 In favor of 24 K$(3,4) 5 Remarks 24 K$(3,5) 6 Print Check(Y/N) 1 K$(3,6) 7 Amount of check 12 N(2,7) 8 #1 Acct # 10 N(2,8) 9 #1 Amount 12 N(2,9) 10 #2 Acct # 10 N(2,10) 11 #2 Amount 12 N(2,11) 12 #3 Acct # 10 N(2,12) 13 #3 Amount 12 N(2,13) 14 #4 Acct # 10 N(2,14) 15 #4 Amount 12 N(2,15) 16 #5 Acct # 10 N(2,16) 17 #5 Amount 12 N(2,17) 18 #6 Acct # 10 N(2,18) 19 #6 Amount 12 N(2,19) CHECK RECEIPTS GLCK (250 bytes) Item # Description Bytes Expression 1 Cust Tag # 8 N(2,1) 2 Deposit Acct # 10 N(2,2) 3 Date 8 K$(3,3) 4 From 24 K$(3,4) 5 For(remarks) 24 K$(3,5) 6 Deposit Slip(Y/N) 1 K$(3,6) 7 Amount of check 12 N(2,7) 8 #1 Acct # 10 N(2,8) 9 #1 Amount 12 N(2,9) 10 #2 Acct # 10 N(2,10) 11 #2 Amount 12 N(2,11)è12 #3 Acct # 10 N(2,12) 13 #3 Amount 12 N(2,13) 14 #4 Acct # 10 N(2,14) 15 #4 Amount 12 N(2,15) 16 #5 Acct # 10 N(2,16) 17 #5 Amount 12 N(2,17) 18 #6 Acct # 10 N(2,18) 19 #6 Amount 12 N(2,19) CONSOLIDATED EMPLOYEE PAYROLL EP (512 bytes) Item # Description Bytes Expression 1 Employee # 8 N(2,1) 2 Acct Number 10 N(2,2) 3 Name 24 K$(3,3) 4 Company 24 K$(3,4) 5 Address 24 K$(3,5) 6 City 17 K$(3,6) 7 State 2 K$(3,7) 8 Zip Code 5 K$(3,8) 9 Telephone 14 K$(3,9) 10 Soc Sec # 11 K$(3,10) 11 Emp Date 8 K$(3,11) 12 Term Date 8 K$(3,12) 13 Marital Stat 2 K$(3,13) 14 Hourly of salaried 1 K$(3,14) 15 Pay periods - W/B/S/M 1 K$(3,15) 16 Num of Exemptions 4 N(2,16) 17 Hourly Rate 6 N(2,17) 18 Hours this period 6 N(2,18) 19 Quar to date hrs 6 N(2,19) 20 Year to date hrs 6 N(2,20) Record X+1 1 Gross Pay 12 N(0,1) 2 Q-T-D Gross Pay 12 N(0,2) 3 Y-T-D Gross Pay 12 N(0,3)è4 FICA 12 N(0,4) 5 Q-T-D FICA 12 N(0,5) 6 Y-T-D FICA 12 N(0,6) 7 Federal Tax 12 N(0,7) 8 Q-T-D Federal Tax 12 N(0,8) 9 Y-T-D Federal Tax 12 N(0,9) 10 State Tax 12 N(0,10) 11 Q-T-D State Tax 12 N(0,11) 12 Y-T-D State Tax 12 N(0,12) 13 State Disability 12 N(0,13) 14 Q-T-D SDI 12 N(0,14) 15 Y-T-D SDI 12 N(0,15) 16 Misc Deductions 12 N(0,16) 17 Q-T-D Misc Ded 12 N(0,17) 18 Y-T-D Misc Ded 12 N(0,18) TIME CARD RECORD TM (128 bytes) Item # Description Bytes Expression 1 Employee # 8 N(2,1) 2 Acct Number 10 N(2,2) 3 Name 24 K$(3,3) 4 Pay period # 4 N(2,4) 5 Reportable tips 12 N(2,5) 6 Misc deductions 12 N(2,6) 7 Regular hours 4 N(2,7) 8 Time & 1/2 hours 4 N(2,8) 9 Double time hours 4 N(2,9) 10 Sick time hours 4 N(2,10) 11 Holiday time hours 4 N(2,11) 12 Vacation hours 4 N(2,12) .paèCONSOLIDATED EMPLOYEE PAYROLL CEP Item # Description Bytes Expression 16 Num of Exemptions 4 N 17 Hourly Rate 6 R 18 Hours this period 6 H1 19 Quar to date hrs 6 H2 20 Year to date hrs 6 H3 Record X+1 1 Gross pay 12 E0 2 Q-T-D Gross pay 12 E1 3 Y-T-D Gross pay 12 E2 4 FICA 12 F1 5 Q-T-D FICA 12 F2 6 Y-T-D FICA 12 F3 7 Federal Tax 12 E3 8 Q-T-D Federal Tax 12 E4 9 Y-T-D Federal Tax 12 E5 10 State Tax 12 E6 11 Q-T-D State Tax 12 E7 12 Y-T-D State Tax 12 E8 13 State Disability 12 S1 14 Q-T-D SDI 12 S2 15 Y-T-D SDI 12 S3 16 Misc Deductions 12 M1 17 Q-T-D Misc Ded 12 M2 18 Y-T-D Misc Ded 12 M3 .paèHourly payroll is calculated on full hours worked. For salaried employees, actual hours worked is carried but payroll is calculated on number of hours in the payroll period. WEEKLY=W 52 periods/year 7 days 40 hours BIWEEKLY=B 26 periods/year 14 days 80 hours SEMIMON=S 24 periods/year 15.2 days 86.66667 hours MONTHLY=M 12 periods/year 30.4 days 173.33333 hours FEDERAL DEPOSIT RECORD EDEP (64 bytes) Item # Description Bytes Expression 1 Quarter(1,2,3 or 4) 1 N(2,1) 2 Month(1,2,3) 1 N(2,2) 3 Period(1,2,3 or 4) 1 N(2,3) 4 Tax liability 12 N(2,4) 5 Amt of deposit 12 N(2,5) 6 Check # 8 K$(2,6) 7 Date of deposit 8 K$(2,7) .paèCUSTOMER RECEIVABLES FILE CR (384 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Acct Number 10 N(2,2) 3 Name (attention) 24 K$(3,3) 4 Company 24 K$(3,4) 5 Address 24 K$(3,5) 6 City 17 K$(3,6) 7 State 2 K$(3,7) 8 Zip Code 5 K$(3,8) 9 Phone 14 K$(3,9) Shipping 10 Name (attention) 24 K$(3,10) 11 Company 24 K$(3,11) 12 Address 24 K$(3,12) 13 City 17 K$(3,13) 14 State 2 K$(3,14) 15 Zip Code 5 K$(3,15) 16 Phone 14 K$(3,16) 17 Date of last pmnt 8 K$(3,17) Record X+1 1 Amt of last pmnt 12 N(2,3) 2 Total y to date 12 N(2,4) 3 Current charges 12 N(2,5) 4 30-60 days 12 N(2,6) 5 61-90 days 12 N(2,7) 6 Over 90 days 12 N(2,8) .paèINVOICE REGISTER IR (384 bytes) Item # Description Bytes Expression 1 Tag 8 N(2,1) 2 A/R Acct # 10 N(2,2) 3 Invoice # 10 N(2,3) 4 Salesman 24 K$(3,4) 5 Cust. Order # 24 K$(3,5) 6 Shipping date 8 K$(3,6) 7 Carrier (via) 8 K$(3,7) 8 FOB Point 10 K$(3,8) 9 Terms 10 K$(3,9) 10 Tax Code 1 K$(3,10) 11 Post,invoice,register 4 K$(3,11) 12 Customer Tag # 4 N(2,12) 13 Shipping Chgs 12 N(2,13) Record X+1 1 - 10 Finished Goods Tag 4 G(1) - G(10) 1 - 10 Quantity 10 Q(1) - Q(10) Calculate total invoice amount Calculate sales tax Questions: 1. Do you want a picture of finished invoice 2. Do you want order pick slips 3. Shall we backorder low of out-of-stock items .paèVENDOR PAYABLES FILE VP (384 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Acct Number 10 N(2,2) 3 Name (attention) 24 K$(3,3) 4 Company 24 K$(3,4) 5 Address 24 K$(3,5) 6 City 17 K$(3,6) 7 State 2 K$(3,7) 8 Zip Code 5 K$(3,8) 9 Phone 14 K$(3,9) Shipping 10 Name (attention) 24 K$(3,10) 11 Company 24 K$(3,11) 12 Address 24 K$(3,12) 13 City 17 K$(3,13) 14 State 2 K$(3,14) 15 Zip Code 5 K$(3,15) 16 Phone 14 K$(3,16) 17 Date of last pmnt 8 K$(3,17) Record X+1 1 Amt of last pmnt 12 N(2,3) 2 Total y to date 12 N(2,4) 3 Current charges 12 N(2,5) 4 30-60 days 12 N(2,6) 5 61-90 days 12 N(2,7) 6 Over 90 days 12 N(2,8) .paèPURCHASE ORDER REGISTER PO (384 bytes) Item # Description Bytes Expression 1 Tag 8 N(2,1) 2 A/P Acct # 10 N(2,2) 3 Purchase order # 10 N(2,3) 4 Buyer 24 K$(3,4) 5 Our Order # 24 K$(3,5) 6 Required date 8 K$(3,6) 7 Carrier (via) 8 K$(3,7) 8 FOB Point 10 K$(3,8) 9 Terms 10 K$(3,9) 10 Tax Code 1 K$(3,10) 11 Post,invoice,register 4 K$(3,11) 12 Vendor Tag # 4 N(2,12) 13 Shipping chgs 12 N(2,13) Record X+1 1 - 10 Finished Goods Tag 4 G(1) - G(10) 1 - 10 Quantity 10 Q(1) - Q(10) .paèFINISHED GOODS INVENTORY FG (256 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Acct Number 10 N(2,2) 3 Item # 7 K$(3,3) 4 Part # 12 K$(3,4) 5 Description 24 K$(3,5) 6 Location(shelf,bin) 24 K$(3,6) 7 Date of last issue 8 K$(3,7) 8 Date of last receipt 8 K$(3,8) 9 Vendor Code 10 K$(3,9) 10 Vendor Tag # 4 N(2,10) 11 Unit Cost 12 N(2,11) 12 Selling Price 12 N(2,12) 13 Quan on hand 8 N(2,13) 14 Quan on order 8 N(2,14) 15 Quan issued m-t-d 10 N(2,15) 16 Quan issued q-t-d 10 N(2,16) 17 Quan issued y-t-d 10 N(2,17) 18 Min quan (stock) 10 N(2,18) 19 Max quan (stock) 10 N(2,19) Calculate average cost Calculate reorder quantity .paèRAW GOODS INVENTORY RG (256 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Acct Number 10 N(2,2) 3 Item # 7 K$(3,3) 4 Part # 12 K$(3,4) 5 Description 24 K$(3,5) 6 Location(shelf,bin) 24 K$(3,6) 7 Date of last issue 8 K$(3,7) 8 Date of last receipt 8 K$(3,8) 9 Vendor Code 10 K$(3,9) 10 Vendor Tag # 4 N(2,10) 11 Unit Cost 12 N(2,11) 12 Selling Price 12 N(2,12) 13 Quan on hand 8 N(2,13) 14 Quan on order 8 N(2,14) 15 Quan issued m-t-d 10 N(2,15) 16 Quan issued q-t-d 10 N(2,16) 17 Quan issued y-t-d 10 N(2,17) 18 Min quan (stock) 10 N(2,18) 19 Max quan (stock) 10 N(2,19) Calculate average cost Calculate reorder quantity .paèMAILING LIST FILE MA (150 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Ref Number 10 N(2,2) 3 Name 24 K$(3,3) 4 Company 24 K$(3,4) 5 Address 24 K$(3,5) 6 City 17 K$(3,6) 7 State 2 K$(3,7) 8 Zip Code 5 K$(3,8) 9 Telephone 14 K$(3,9) .paèCAPITAL GOODS INVENTORY CG (256 bytes) Item # Description Bytes Expression 1 Tag 4 N(2,1) 2 Fixed Asset Acct # 10 N(2,2) 3 Depreciation Acct # 10 N(2,3) 4 Description 24 K$(3,4) 5 Location 24 K$(3,5) 6 New or Used 1 K$(3,6) 7 Date acquired 8 K$(3,7) 8 Depreciation method 2 K$(3,8) 9 Cost or Basis 12 N(2,9) D1 10 Depreciable basis 12 N(2,10) D2 11 Prior years dep. 12 N(2,11) D3 12 Useful life 4 N(2,12) D4 13 Remaining life 4 N(2,13) D5 14 Month to date dep. 12 N(2,14) D6 15 Quarter to date dep. 12 N(2,15) D7 16 Year to date dep. 12 N(2,16) D8 17 Salvage value 12 N(2,17) D9