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ROSEWOOD JOURNAL
Version 4.02
O P E R A T I N G M A N U A L
ROSEWOOD SOFTWARE
135-10 Livonia Place
Scarborough, Ontario M1E 4W6
(416) 284-6119 CompuServe 70461,2507
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
(C) Copyright 1988, 1991
by
Rosewood Software and Bert Christensen
ROSEWOOD JOURNAL
TABLE OF CONTENTS
ACKNOWLEDGEMENTS . . . . . . . . . . . . . . . . . . . . . . 4
WARRANTY DISCLAIMER . . . . . . . . . . . . . . . . . . . . . 4
ASSOCIATION OF SHAREWARE PROFESSIONALS OMBUDSPERSON . . . . . 4
LICENSE . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
REGISTRATION INFORMATION . . . . . . . . . . . . . . . . . . 6
THIS MANUAL . . . . . . . . . . . . . . . . . . . . . . . . . 6
TYPOGRAPHICAL CONVENTIONS . . . . . . . . . . . . . . . . . . 7
DECISION LINES . . . . . . . . . . . . . . . . . . . . . . . 7
OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . 7
SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . 7
DEFINITIONS . . . . . . . . . . . . . . . . . . . . . . . . . 8
Journal . . . . . . . . . . . . . . . . . . . . . . . . 8
Invoice . . . . . . . . . . . . . . . . . . . . . . . . 8
Ledger . . . . . . . . . . . . . . . . . . . . . . . . . 8
Statement . . . . . . . . . . . . . . . . . . . . . . . 8
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . 8
CONFIG.SYS . . . . . . . . . . . . . . . . . . . . . . . . . 8
USING THE PROGRAM WITH YOUR OWN DATA . . . . . . . . . . . . 9
INSTALLATION ON A TWO FLOPPY DISK SYSTEM . . . . . . . . 9
INSTALLATION ON A HARD DISK . . . . . . . . . . . . . 10
AFTER ROSEWOOD JOURNAL IS INSTALLED . . . . . . . . . 10
LISTING OF FILES . . . . . . . . . . . . . . . . . . . . . 10
NOTE ON NUMERICAL ENTRIES . . . . . . . . . . . . . . . . . 12
Credit notes . . . . . . . . . . . . . . . . . . . . . 12
NOTE ON CUSTOMER ACCOUNT NUMBERS . . . . . . . . . . . . . 12
USING YOUR PRINTER . . . . . . . . . . . . . . . . . . . . 12
DETAILED PROGRAM INSTRUCTIONS . . . . . . . . . . . . . . . 13
MAIN MENU . . . . . . . . . . . . . . . . . . . . . . . . . 13
2
ROSEWOOD JOURNAL
Enter Invoice Data . . . . . . . . . . . . . . . . . . 13
Change Invoice Data . . . . . . . . . . . . . . . . . 15
Enter Payments on Account . . . . . . . . . . . . . . 15
Change Payments on Account . . . . . . . . . . . . . . 16
Accounts Receivable Menu . . . . . . . . . . . . . . . 16
Reports Menu . . . . . . . . . . . . . . . . . . . . . 16
Utilities Menu . . . . . . . . . . . . . . . . . . . . 16
Exit Program . . . . . . . . . . . . . . . . . . . . . 16
ACCOUNTS RECEIVABLE MENU . . . . . . . . . . . . . . . . . 16
View or Print Individual Accounts . . . . . . . . . . 17
Print All Statements for Month . . . . . . . . . . . . 17
Establish New Customer Accounts . . . . . . . . . . . 17
Modify Customer Data . . . . . . . . . . . . . . . . . 17
List Customer Accounts . . . . . . . . . . . . . . . . 17
Reports Menu . . . . . . . . . . . . . . . . . . . . . 18
Exit to Main Menu . . . . . . . . . . . . . . . . . . 18
REPORTS MENU . . . . . . . . . . . . . . . . . . . . . . . 18
Monthly Report . . . . . . . . . . . . . . . . . . . . 18
Yearly Report . . . . . . . . . . . . . . . . . . . . 18
Accounts Receivable List . . . . . . . . . . . . . . . 18
Payments on Account List . . . . . . . . . . . . . . . 18
General Ledger Report . . . . . . . . . . . . . . . . 18
Accounts Receivable Menu . . . . . . . . . . . . . . . 19
Exit to Main Menu . . . . . . . . . . . . . . . . . . 19
UTILITIES MENU . . . . . . . . . . . . . . . . . . . . . . 19
Change Company Details . . . . . . . . . . . . . . . . 19
DOS Functions . . . . . . . . . . . . . . . . . . . . 20
End of Period Housekeeping . . . . . . . . . . . . . . 20
Change Screen Colours . . . . . . . . . . . . . . . . 21
Change Tax Names . . . . . . . . . . . . . . . . . . . 22
Change Softkey Settings . . . . . . . . . . . . . . . 22
Print Labels . . . . . . . . . . . . . . . . . . . . . 22
Exit to Main Menu . . . . . . . . . . . . . . . . . . 23
FILE LENGTHS AND NAMES IN ROSEWOOD JOURNAL . . . . . . . . 23
CONVERTING FILES FROM PREVIOUS VERSIONS OF ROSEWOOD JOURNAL 23
INTEGRATING YOUR PREVIOUS RECEIVABLE FILES . . . . . . . . 24
PROGRAMMING DETAILS . . . . . . . . . . . . . . . . . . . . 24
CHANGES AND ENHANCEMENTS . . . . . . . . . . . . . . . . . 25
SHAREWARE . . . . . . . . . . . . . . . . . . . . . . . . . 25
3
ROSEWOOD JOURNAL
ACKNOWLEDGEMENTS
I would like to thank Ed Somervell from Santa Clara, California
for his many suggestions and help in debugging, those users who
took the time to write to me with suggestions for improvements,
and finally my wife, Louise, who saw me through the programming
of "Journal" as I saw her through her doctoral thesis.
WARRANTY DISCLAIMER
Rosewood Software makes no warranty of any kind, express or
implied, including without limitation, any warranties of
merchantability and/or fitness for a particular purpose. Rosewood
Software shall not be liable for any damages, whether direct,
indirect, special, or consequential, arising from a failure of
this program to operate in the manner desired by the user.
Rosewood Software shall not be liable for any damage to data or
property which may be caused directly or indirectly by use of the
program.
IN NO EVENT WILL ROSEWOOD SOFTWARE BE LIABLE FOR ANY DAMAGES,
INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR
CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE
THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY.
ASSOCIATION OF SHAREWARE PROFESSIONALS OMBUDSPERSON
Rosewood Software is a member of the Association of Shareware
Professionals (ASP). ASP wants to make sure that the shareware
principle works for you. If you are unable to resolve a
shareware-related problem with an ASP member by contacting the
member directly, ASP may be able to help. The ASP Ombudsperson
can help you resolve a dispute or problem with an ASP member, but
does not provide technical support for members' products. Please
write to the ASP Ombudsperson at 545 Grover Road, Muskegon, MI
49442-9427 or send a CompuServe message via CompuServe Mail to
ASP Ombudsperson 70007,3536.
4
ROSEWOOD JOURNAL
LICENSE
Rosewood Journal is Copyright (C) 1991 by Rosewood Software and
Bert Christensen.
Rosewood Journal is distributed under the user-supported
Shareware concept. Non-registered users of Rosewood Journal are
granted a limited license to use Rosewood Journal for a trial
period not to exceed 90 days in order to determine its
suitability for their purposes. Any use of non-registered copies
of Rosewood Journal beyond this trial period is forbidden.
Registering a copy of Rosewood Journal allows a user to make as
many copies of Rosewood Journal as desired, and to use it on
various machines, but the same registered copy of Rosewood
Journal may not be in use on more than one machine at the same
time.
No user may modify Rosewood Journal in any way, including but not
limited to decompiling, disassembling, or otherwise reverse
engineering the program.
All users are granted a license to copy Rosewood Journal for the
trial use of others, subject to the above restrictions and also
the following:
Rosewood Journal must be copied in absolutely un-
modified form, including all program files and complete
documentation;
No licensee may accept or request a charge or other
payment for Rosewood Journal except for a disk handling
charge of up to $12.
Operators of electronic bulletin board systems may post Rosewood
Journal for downloading by their users only as long as the above
conditions are met.
Distributors of public domain or user-supported software may
distribute copies of Rosewood Journal subject to the above
conditions only after obtaining written permission from Rosewood
Software. All not-for-profit organizations or vendor members of
the Association of Shareware Professionals are exempt from this
restriction. In any case, no charge may be made for a disk
containing Rosewood Journal except for a disk handling charge of
up to $12.
5
ROSEWOOD JOURNAL
REGISTRATION INFORMATION
Rosewood Journal is not in any way free software. If you have
tried Rosewood Journal and have decided that it suits your
purposes, please register. Continued use of Rosewood Journal
beyond a trial period is an infringement of copyright laws.
Registered users will receive notices of major updates and of any
new products which may be introduced by Rosewood Software.
Registered users will receive preference when requesting support.
Registration costs $38 US or $45 Canadian. Upon receipt of your
registration fee, a disk containing the latest version of the
program and the documentation will be mailed to you. This disk
will also have a Conversion program which will convert Rosewood
Journal versions 2.xx and 3.xx files to version 4.xx and a
program which will remove the exhortations to register. Eval-
uation disks which do not include registration may be ordered for
$10 US or $12 Canadian. Ontario residents please add 8% sales
tax. Write for information on quantity purchases.
When ordering, please print and use the file "ORDER.FRM", which
was included on your distribution disk, or simply include your
name, address, company name, and your telephone number, along
with a cheque or money order to:
Rosewood Software
135-10 Livonia Place
Scarborough, Ontario M1E 4W6
Cheques in US dollars must be drawn on US banks. Cheques in
Canadian dollars must be drawn on Canadian banks.
C.O.D. orders are not accepted.
Thank you for supporting Rosewood Software and Shareware.
THIS MANUAL
This manual is designed to be succinct. This means that not every
little, obvious command such as "Send Output to Screen <S>, or
Printer <P>" will be described in detail. This keeps the manual
short and easier to read.
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ROSEWOOD JOURNAL
TYPOGRAPHICAL CONVENTIONS
Keyboard commands such as "Enter", "Esc", etc. are enclosed in
angle brackets <>. When instructed to enter "Esc" for example,
the manual and the program show the command as <Esc>. Do not
enter the angle brackets. They are there simply to tell you that
a keyboard entry is expected. The program itself is case
insensitive. You can enter any combination of upper or lower case
characters.
DECISION LINES
A "decision line" is a line (or more) of text, generally at or
near the bottom of the screen, which prompts you for a decision.
For example, you may see a line which says, "<Esc> to abort.
<Enter> to continue". In Rosewood Journal, this is called a
"decision line".
OVERVIEW
Rosewood Journal is a sales journal and accounts receivable
program suitable for small to medium sized businesses. It is
especially suitable for businesses which record sales on serially
numbered invoices. A variety of reports can be viewed or printed,
including monthly and yearly sales, accounts receivable lists,
and aged customer statements and mailing labels. Rosewood Journal
is an adjunct to your general ledger program, not a replacement
for it. Rosewood Journal generates a special report which tells
you the amounts and to which accounts your sales, receipts,
accounts receivable and sales tax should be entered. Rosewood
Journal is menu driven and designed to minimize keystrokes.
Rosewood Journal is a friendly program. It will complain, nicely,
via beeps and a refusal to continue if you enter inappropriate
data by mistake. In some cases, it will even correct your
spelling (try entering "Febuary" when you are asked to enter the
name of a month).
SYSTEM REQUIREMENTS
Rosewood Journal requires the following minimum configuration:
IBM or compatible computer
MS/PC-DOS 2.00 or later
1 360K floppy drive, at the very minimum
320K RAM
Printer if you wish printed reports and statements.
Rosewood Journal will make good use of:
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ROSEWOOD JOURNAL
Another drive (360K, 1.2M, 5", 3.5", hard drive, ram disk)
Laser printer (for nicer customer statements).
In short, Rosewood Journal should work on most MS-DOS based
computers.
Some maximums:
Maximum individual invoice amount is $99,999.99
Maximum yearly sales amount is $9,999,999.99
Maximum number of entries per year is dependent on disk
storage.
DEFINITIONS
During the testing phase of this program, some people were
confused by some of the terms used in Rosewood Journal and in
bookkeeping generally. Therefore, some dictionary definitions are
included from Webster's New Twentieth Century Dictionary
(unabridged)1978
Journal, n, in bookkeeping, (a) a daybook; (b) a book
of original entry, used, in the double-entry system,
for recording all transactions with an indication of
the special accounts to which they belong.
Invoice, n, an itemized list of goods shipped to a
buyer, stating quantities, prices, shipping charges,
etc.
Ledger, n, in bookkeeping, the book of final entry in
which a record of debits, credits, and all money
transactions is kept.
Statement, n, an abstract of a financial account,
especially of money due.
GETTING STARTED
IMPORTANT: WHEN INSTALLING THIS PROGRAM IN ANY MODE, FLOPPY DISKS
OR HARD DRIVE, YOUR "CONFIG.SYS" FILE MUST HAVE A LINE,
"FILES=15" AND, OPTIONALLY, A LINE "BUFFERS=12". IF YOUR
"CONFIG.SYS" FILE DOES NOT HAVE THE "FILES=15" LINE THE PROGRAM
WILL, AT SOME POINT TERMINATE WITH A "TOO MANY FILES OPEN"
MESSAGE. SEE YOUR DOS MANUAL FOR DETAILS ABOUT "CONFIG.SYS"
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ROSEWOOD JOURNAL
FILES. THESE NUMBERS ARE THE MINIMUM REQUIRED. THE PROGRAM WILL
RUN WITH MORE BUT NOT FEWER FILES.
The best way to learn the program is to use the sample files
provided with it. The sample files concern a small fictitious
business called "Ripley's Fine Catering". Only two months of data
are supplied, January and February 1990. Here is how to start,
using the sample files:
Copy "RJ.EXE" and all files with the extension ".DAT" from the
Rosewood Journal Distribution Disk or from the archived file to a
disk formatted with the "format/s" option. In other words, copy
it to a formatted disk with system. Then place this disk in drive
"A" and reboot your computer. At the "A>" prompt, type "RJ" (no
quotation marks) and press <ENTER>. After an opening screen and a
brief initialization, you will come to a "Main Menu". From there,
explore the menus and the reports. Try entering some data of your
own to the sample months or to other months. If you get confused
(unlikely), consult the manual. Note, however, that Rosewood
Journal does not write invoices; it only reports invoices and
handles accounts receivable. Also, "Gross Invoice Amount" means
the total amount of the invoice INCLUDING sales tax(es).
USING THE PROGRAM WITH YOUR OWN DATA
INSTALLATION ON A TWO FLOPPY DISK SYSTEM
Copy the file "RJ.EXE" to a floppy disk which has been formatted
with the /S (system) option. Be sure that your "CONFIG.SYS" file
is as described above. Place this "Program Disk" in Drive "A" and
a formatted disk in Drive "B" and, at the "A>" prompt type "RJ"
(no quotation marks) and press <ENTER>. You will be asked whether
your monitor is mono or colour. After the title screen you will
be asked to enter details about your company and to what
drive/directory the data will be kept. After completing the
configuration you will be at the Main Menu.
The above is only a suggested installation. If you have a high
density disk drive you could have the program and the data on the
same drive or in another directory. You can also use the data
drive/directory as the logged drive. This is done as follows:
B: (makes "B" the logged drive)
A:RJ (starts RJ.EXE in drive "A" while "B" is the
logged drive)
It is beyond the scope of this manual to describe the many
possibilities for installing the program. Please consult your DOS
9
ROSEWOOD JOURNAL
manual or a person familiar with DOS if you should need more
help.
INSTALLATION ON A HARD DISK
To install Journal on a hard disk, create a new directory (we
suggest ROSEJOUR) and copy the file "RJ.EXE" into it. If you wish
to keep your data in a separate sub-directory create either a sub
from "ROSEJOUR" or another directory from the root directory. It
is most important that you know the complete path to the data
directory because you will be asked for it when configuring the
program. Change the logged drive/directory to the one which has
RJ.EXE in it and type "RJ" (no quotation marks) and Press
<Return>. Answer the various configuration questions until you
reach the Main Menu.
There are other ways to install Rosewood Journal. The most
important requirements are that Journal must know where the data
files are located and that the computer knows where to find
"COMMAND.COM". Consult your DOS manual if you should require
assistance.
AFTER ROSEWOOD JOURNAL IS INSTALLED
Put the Rosewood Journal Distribution Disk in a safe place in
case your working copies get damaged in some way. This is
probably a good time to issue the usual warning. BACK UP YOUR
DATA DISKS OFTEN, PREFERABLY AFTER EACH USE. Without a back-up,
all your data will have to be re-entered should the original be
lost or corrupted. There, you've been warned!
LISTING OF FILES
"RJ.EXE" is the main program.
"JOURNAL.DOC" is this manual.
"README.DOC" a brief overview and instruction.
"ORDER.FRM" an order form for registering Rosewood
Journal. Please use it.
"FILES.DOC" is a listing of files similar to this one.
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ROSEWOOD JOURNAL
Rosewood Journal generates its own data file names. After running
the program, you will find several files on your data disk (or
the program disk if you are using the sample data). They are:
"COMPANY.CNF" is a file containing details of the
company for which the books are being kept as well as
the disk drive/directory where the data files are kept
and the starting month of the business's fiscal year.
"COLORSCN.CNF" is the file which stores the screen colours
used in the program.
"TAXTYPES.CNF" stores the number of sales taxes which you
must account for and their names.
Files with the extension ".CNF" are ALWAYS on the LOGGED
drive.
"SOFTKEY.DAT" is the file which contain the user-
configured softkey data for the invoice entry and
customer accounts modules.
"RECEIVE.DAT" stores accounts receivable data.
"CUSTACCT.DAT" stores names, addresses, account
numbers, etc. for persons and businesses which owe or
have owed you money.
"monyr.DAT" e.g. JAN90.DAT stores details of each
invoice entered in any particular month. There is a
separate file for each month.
"TOTALSyr.DAT" e.g. TOTALS90.DAT stores the summary
data for each month of any fiscal year.
In addition to the above files, two other files are
produced after using the "End of period housekeeping"
option from the "Utilities" Menu. They are
"RECEIVE.OLD" and "CUSTACCT.OLD". These files are
generated to preserve old data before the files are
purged of unused data at year-end.
WARNING!!
As with most programs using disk files, it is of the utmost
importance that data disks not be exchanged while the program is
11
ROSEWOOD JOURNAL
running or data may be lost. Also, the program must be ended by
the "Exit program" command from the Main Menu.
NOTE ON NUMERICAL ENTRIES
Rosewood Journal expects a decimal point when one is required.
That is, an amount such as 149.95 must be entered <149.95> and
not <14995>. However, if you have an amount to enter such as
149.00, it may be entered as <149>. Credit notes (reverse
entries) are preceded by a "-" (minus sign). Rosewood Journal
will complain with beeps and will refuse to go forward if you try
to enter alphabetical characters where numerical characters are
expected.
NOTE ON CUSTOMER ACCOUNT NUMBERS
Rosewood Journal assigns its own account numbers to customer
accounts. When asked to "enter an account number or press zero
for a new account", you must use either an existing account
number as shown, or press zero for a new account. After
performing "End of period housekeeping" (see Utilities), account
numbers which you have decided to delete will be re-used for new
accounts in order to keep the "CUSTACCT.DAT" file as small and
fast as possible. Any attempt to assign arbitrary account numbers
of your own will make Rosewood Journal complain or will cause
erroneous results.
USING YOUR PRINTER
Rosewood Journal should work with most printers since it doesn't
use any special codes. The only code used is a formfeed, "FF"
(ASCII 12) which is used to move the paper to the top of the next
page. This is almost a universal code and should cause no
problems. If your printer has a DIP switch to turn on and off the
"skip over perforations" feature, this switch should be turned
off. If it is on the printer may feed an extra, blank sheet of
paper between printed pages. If you get printing errors, such as
condensed print, try turning off your printer and turning it on
again to clear any codes remaining from a previous program.
12
ROSEWOOD JOURNAL
DETAILED PROGRAM INSTRUCTIONS
MAIN MENU
1. Enter Invoice Data
2. Change Invoice Data
3. Enter Payments on Account
4. Change Payments on Account
5. Accounts Receivable Menu
6. Reports Menu
7. Utilities Menu
8. Exit Program
1. Enter Invoice Data
To begin entering new invoices, press <1>, <e> or <E> (Rosewood
Journal is not case sensitive). You then will be presented with a
screen which will ask you the month and the year in which you
want the invoices entered. The default is the current month and
year if you are just starting the program, or the month that you
have been working on in another part of the program. If the
current date, for example, is October 1990, these are the
defaults, and if that is the month and year you wish, you only
need press <Enter> to accept them. If it is not the month that
you wish, you can (a) type the name of the month in full (upper
case or lower case or a combination of both), (b) type the first
three letters of the month, or (c) type the number of the month
(1 for January, 3 for March etc.). If the default year is wrong,
type the year that you wish in full (1990 for example).The screen
will then clear and the "Enter Invoices" screen will appear.
First, you will be asked to "Enter Invoice Number or <Esc> to
quit". There also will be a default invoice number shown. If you
have stumbled onto this screen by mistake, you only have to press
<Esc> to go back to the Main Menu. If it is the first time that
invoices have been entered for this month, the default number
will be "1". If invoices already have been entered for the month,
the default number will be the last invoice number entered plus
one. If the default number is not the same as the invoice number
you intend to enter, you should enter the proper number (up to
six digits, numerical only). If the default number is correct,
13
ROSEWOOD JOURNAL
you only need to press <Enter>. Subsequent invoice numbers will
be increased by one each time, thus saving keystrokes. PLEASE
NOTE that Rosewood Journal will not complain if you enter
identical invoice numbers in any given month, but the report
results may be inaccurate. You may have identical invoice numbers
in different months without incurring any problems.
You next will be asked to "Enter the Invoice Date (e.g. 15)".
This means the day of the month. The default is "1" or the date
of the last invoice entered in the current session. Again, press
<Enter> if the date is correct. Rosewood Journal will not accept
invalid dates such as February 30.
Next, you will be asked to "Enter Customer's Name". Enter the
customer's name (last name first, please), or you may use one of
the softkeys displayed at the bottom of the screen. See the
section under "Utilities" to learn how to set up these keys so
that frequently used customer's names can be entered with one
keystroke. Maximum length is 35 characters if entered manually or
13 if entered by softkey.
The next invoice entry item is "Enter "R" if this Invoice is to
be Added to Accounts Receivable". IF ANY PORTION OF THE INVOICE
BEING ENTERED HAS NOT BEEN PAID IN FULL PRESS <R> (upper or lower
case) and <Enter>. See the section on "Enter Payments on Account"
if a partial payment has been made. If, however, the invoice has
been paid in full, then press <C> (for "cash") or <ENTER>. If you
should, by mistake, press any other key than <R>, <C> or <Enter>,
Rosewood Journal will complain. While in the "Enter Data"
function <Enter> has the same effect as <C> so it is easier to
use <Enter>.
Next you will be asked to "Enter Gross Invoice Amount". Gross
invoice amount is the "bottom line", that is, the amount of the
sale INCLUDING sales tax(es). After entering the gross invoice
amount, you will be asked to "Enter Sales Tax #1 amount". Enter
the amount of the sales tax or, if it is zero, simply press
<Enter>. Do the same for "Enter Sales Tax #2 amount". Please note
that you can change the number of taxes (0, 1 or 2) and the names
of the taxes from the "Utilities Menu". If you have made an error
use the cursor keys to move around the screen to correct it.
Running totals for the month are listed near the bottom of the
screen for your information.
You will then be presented with a decision line as follows:
"<Esc> to stop entering invoices. <Enter> to continue". If you
14
ROSEWOOD JOURNAL
have finished entering invoices for now, press <Esc>; if you have
more invoices to enter, press <Enter>.
When you have finished entering invoices and have pressed <Esc>,
each invoice for which you have pressed <R> for "receivable" will
be presented in turn along with a list of existing accounts.Use
<PgUp>, <PgDn>, <Home> & <End> to scroll through the list of
names. A decision line will be displayed near the bottom of the
screen: Press <Enter> when ready to enter account number". When
ready to enter the account number (even if the name is not on the
list), press <Enter>. You will then be asked, "To which account
do you wish to put invoice number xxxxx or press <0> (zero) to
open a new account". If the invoice is to be charged to an
existing account, enter the number of the account. If it is to be
charged to a new account, press <0> (zero). If the invoice is
charged to an existing account, the next "R" invoice will come up
on the screen and the process is repeated until there are no more
"R" invoices, at which time you will be returned to the Main
Menu. If you have pressed <0> for a new account, another screen
will come up and you will be asked to enter the name, address and
phone number of the customer. After entering this information,
the next "R" invoice will come up, or, if there are no more, you
will be returned to the Main Menu.
2. Change Invoice Data
If you discover that you have made an error entering invoice data
which was not corrected at the time of entry, you may correct the
error by using the "Change Invoice Data" option. You will be
asked the month and year for the invoice. After entering these,
you will be shown the list of invoices for that month. When you
have found the invoice that you wish to change, press <Enter> and
then enter the invoice number. You will be shown a screen
containing the invoice as originally entered. Make any changes
required and the data will be updated. You may press <Enter> to
accept any line as is. If the invoice as changed is an "R"
invoice, you will be asked to assign it to an account as was done
in the "Enter Invoice Data" option above.
3. Enter Payments on Account
This option serves two purposes. The first is to enter any
deposits or down-payments entered on invoices so that the
accounts receivable will show the proper amount. The second
purpose is to enter payments made to accounts, typically recorded
in a receipt book. In either case, you will be asked to enter the
month and year in which to enter the payment. The screen will
then show a list of customer accounts. You can move through the
list using the cursor keys. Press <Enter> when you have located
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ROSEWOOD JOURNAL
the account number to which you wish to credit a payment or if
you wish to open a new account. You will then be asked to enter
the day of the month on which the payment was made and the amount
of the payment. After you have done this you will be asked
whether you wish to credit another payment on account or not. If
you press "Y" the above process repeats, if "N" you are returned
to the Main Menu.
4. Change Payments on Account
This option works much like number 3 above and will give you the
opportunity to change any "On Account" entry.
5. Accounts Receivable Menu
This option transfers you to the Accounts Receivable Menu which
is described later.
6. Reports Menu
This option transfers you to the Reports Menu which is described
later.
7. Utilities Menu
This option transfers you to the Utilities Menu which is
described later.
8. Exit Program
Use this option when you are finished using Rosewood Journal.
This is the ONLY acceptable way to quit the program. Data may be
lost if you reboot or turn off the computer without exiting
through "Exit Program". If you stumble into the exit screen, you
will be given an opportunity to go back to the program.
ACCOUNTS RECEIVABLE MENU
1. View or Print Individual Accounts
2. Print All Statements for Month
3. Establish New Customer Accounts
4. Modify Customer Accounts
5. List Customer Accounts
6. Reports Menu
7. Exit to Main Menu
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1. View or Print Individual Accounts
This option allows you to view (on the screen) or print (on
paper) an individual customer's account as of the end of any
month that you choose. After entering the month and the year, you
will be presented with the following decision line: "Enter the
number that you wish to view or <Enter> to view active accounts
or <X> to exit". If you know the account number which you wish to
view, simply enter that number, and the customer's statement for
that month will be printed on the screen, or on paper as you
choose. If you do not know the account number for the customer,
press <Enter> and you will be presented with a list of existing
accounts. Another decision line will appear as follows: "Press
<Enter> when ready to enter account number". After locating, by
scrolling if necessary, the account you wish to view or print,
press <Enter> and type in the account number that you wish. As
above, that account will be processed for viewing or printing.
2. Print All Statements for Month
This option allows you to print or view statements for all
accounts as of the end of any specified month. Accounts with zero
balances but with activity during the specified month will be
printed. Other accounts with zero balances will not be printed.
These statements are designed to fit properly into a standard
business size window envelope. After the printing starts, you may
press <Esc> to stop the printing after the end of the current
statement. You will be given the option to continue at the next
statement or to exit to the Accounts Receivable menu.
3. Establish New Customer Accounts
This option is provided for those people who may wish to
establish new customer accounts before entering invoices. It is
only necessary to enter the customer's name, address, etc. The
same process is entered into automatically from the "Enter
Invoice Data" option on the Main Menu.
4. Modify Customer Data
You may make any changes in a customer's name, address, tele-
phone, etc. from this option. You will be presented with a list
of existing accounts from which to choose.
5. List Customer Accounts
This option allows you to list, on the screen or on paper, a
complete list of all existing customer accounts along with
addresses and telephone numbers. This list can make it simpler to
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ROSEWOOD JOURNAL
view individual statements because you will not have to wait
while all accounts are printed on the screen before selecting the
one account that you wish.
6. Reports Menu
Selecting this option transfers you to the Reports Menu.
7. Exit to Main Menu
This returns you to the Main Menu.
REPORTS MENU
1. Monthly Report
2. Yearly Report
3. Accounts Receivable List
4. Payments on Account List
5. General Ledger Report
6. Accounts Receivable Menu
7. Exit to Main Menu
1. Monthly Report
This option produces a summary for any particular month of all
invoices for that month. It may be printed on the screen or on
paper.
2. Yearly Report
This produces a report showing the individual monthly totals of
invoices for any fiscal year in which invoices have been entered.
The report can be printed on screen or on paper.
3. Accounts Receivable List
This option produces a list of all customer accounts with non-
zero balances as of the end of any month requested. The accounts
are "aged"; that is, the amounts for any customer account will be
listed as "current", "30 days", "60 days", or "90+ days".
Negative balances will always be shown as current.
4. Payments on Account List
This produces a list of payments to customer accounts for any
selected month.
5. General Ledger Report
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ROSEWOOD JOURNAL
This report gives you a summary of amounts to be entered into
your general ledger (whether it be a manual or computer system)
and tells you the accounts to which the totals are to be entered.
The general ledger accounts to which information from Rosewood
Journal is to be entered are: 1) Sales Account, 2) Sales Tax #1
Payable Account, 3) Sales Tax #2 Account, 4) Bank Account, 5)
Accounts Receivable Account. Your system may use somewhat
different names for these accounts but they will be in your
bookkeeping system. Ask your accountant for help with these
account names, if necessary. If your business has no accounts
receivable (none of your customers ever owes you money), the
entries for accounts receivable will be zero and can be ignored.
This report also lists an "Audit Trail". This lists all accounts
receivable activity for the selected month as it was actually
entered into the computer. It will help you to find entry errors
(e.g. entering an invoice to account 12 instead of 11). You can
compare the "Monthly Report", the "Payment on Account" list and
the "Audit Trail" to insure that data was entered correctly.
Accountants and auditors love audit trails and this report may
please and calm them.
6. Accounts Receivable Menu
This option transfers you to the Accounts Receivable Menu.
7. Exit to Main Menu
This option returns you to the Main Menu.
UTILITIES MENU
1. Change Company Details
2. Dos Functions
3. End of Period Housekeeping
4. Change Screen Colours
5. Change Tax Names
6. Change Softkey Settings
7. Print Mailing Labels
8. Exit to Main Menu
1. Change Company Details
This option allows you to change details of YOUR company (name,
address etc.) and the drive and/or directory where the program
data can be found. The directory and sub-directory name can be up
to 29 characters long. The program actually allocates 30 spaces
but reserves 1 space for a trailing "\" which is automatically
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ROSEWOOD JOURNAL
added if you do not do it yourself. See your DOS manual for
details on drives, directories and paths. In addition, you can
choose the month in which your fiscal year begins.
WARNING!!
The fiscal year should be chosen BEFORE invoices are
entered because the file which holds the yearly totals
is initialized with this option. If you are going to
change your fiscal year, it is best to start a new data
disk so that the data can be entered properly. If,
through some mishap (we all make them), you have
entered or changed to a wrong fiscal year after you
have entered invoices, you must follow these instruc-
tions to rectify the problem:
1. From DOS, erase the current yearly total
file. This will be called "TOTALS88.DAT" if
the year is 1988; "TOTALS89.DAT" if the year
is 1989, etc.
2. From Rosewood Journal, enter the "Change
Invoice Data" option from the Main Menu. Make
a "null" change in one invoice in each month
in the year for which you have data. That is,
call up one invoice for changing in each
month, but simply press <Enter> for each item
such as name, gross invoice amount, etc. This
will "fool" the program into writing a new
and correct year total file.
If this seems complex, please remember that this
procedure probably never will need to be done. Also,
you are most likely to make this error when experi-
menting with the program rather than when you are using
it.
2. DOS Functions
This option will "shell" you to DOS. You may run a directory,
erase a file, or even run another program. When you are ready to
return to Rosewood Journal, type "Exit" and press <Enter>. A copy
of "COMMAND.COM" must be installed where DOS can find it.
3. End of Period Housekeeping
This option "cleans up" the accounts receivable files. Clean up
is needed from time to time because all receivable data remains
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ROSEWOOD JOURNAL
in the files, "RECEIVE.DAT" and "CUSTACCT.DAT", even if some
accounts have been paid and therefore have zero balances. This
data is kept because you may wish to find the status of an
account as of several months ago. Eventually, the receivable
files will become so large that the speed of the program will
become unacceptably slow. When this will happen depends on how
many accounts receivable entries you have and your patience when
waiting for a listing of accounts receivable. The most natural
time to invoke this option is at the end of your fiscal year. You
will be asked for the month to start the housekeeping. For
example, if you choose December 1990, the program will examine
each customer account in turn. Let us say that your first account
is for "Able Cleaners". Any "R" invoices or payments on account
for Able Cleaners in December 1990 will be left as they were
entered with no changes. All "R" invoices for Able Cleaners for
November 1990 will be combined into one entry which will have an
"invoice" number beginning with "A". All payments made by Able in
November will likewise be combined into one entry beginning with
"Q". Another set of entries will be made for invoices and
payments made in October (60 days). Invoices and payments from
September and older (90+ days) will similarly be combined except
if the net amount (invoices minus payments) for that period
equals zero, no new entries will be made. By combining recent
invoices and payments and deleting old ones which have been paid,
the size of the "RECEIVE.DAT" file is reduced and speed is
increased. After this stage of the housekeeping has been
completed you will be shown the name and number of each customer
account which has a zero balance. You will be given a choice of
keeping or deleting it. If you will be using this account again
within a reasonable time, keep it. If not, it is best to delete
it. Please note that deletions do not reduce the actual size of
the "CUSTACCT.DAT" file but the file will "work" faster because
the deletions will be by-passed. Deleted account numbers will be
re-used as you add new accounts.
After the housekeeping process is complete, the original data
will be saved in files named, "RECEIVE.OLD" and "CUSTACCT.OLD".
IT IS STRONGLY URGED THAT YOU MAKE A COPY OF YOUR DATA DISK
BEFORE BEGINNING THE HOUSEKEEPING PROCESS.
If you have made a disk back-up of your data files, the ".OLD"
files can be deleted. If you have not made a back-up, the ".OLD"
can always be renamed to ".OLD" files from DOS.
4. Change Screen Colours
If you have colour monitor, you can change the screen colours to
your own liking. Simply follow the prompts on the screen and when
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ROSEWOOD JOURNAL
the selection is complete your new colour scheme will be in
effect. If you wish you can return to the default settings by
pressing <D> for "Default" when prompted.
5. Change Tax Names
As shipped, Rosewood Journal is set to account for two levels of
sales tax, "Sales Tax #1" and "Sales Tax #2". You can change this
to one sales tax or none depending on the needs of your business.
In addition, you can change the name(s) of the tax(es) to
whatever you choose. The only restriction is that the length of
the names must not exceed 12 characters and spaces.
6. Change Softkey Settings
Rosewood Journal uses two separate "softkey lines". The first is
displayed at the bottom of the "Enter Invoice" screen, the second
at the bottom of the "Add Customer Accounts" screen. Both are
there to save you keystrokes. The "Enter Invoice" softkeys
generally are used to enter the names of customers who frequently
do business with you (e.g. National Tar), or for a standard
amount of an invoice (your widgets are all sold for 498.64), or
for entries such as "Cash Sale". The "Add Customer Accounts"
softkeys are used for frequently used names of towns, cities,
states or provinces. If you do most of your business in Sas-
katchewan, it is nice to be able to enter it with one keystroke.
After choosing the "Change Softkey Settings" option, you will be
asked which of the two softkey lines you wish to enter or change.
After making your choice, you will be asked, "Which Softkey would
you like to change or <X> to exit". If, for example, you wish to
change F6, press <6> (not F6). You can then type the text or
numbers that you want to have typed when you press <F6>. The
maximum length of the entry is 13 characters. Rosewood Journal
will display the first 5 characters in the appropriate spot on
the softkey line. You may continue adding or changing softkey
definitions until you choose the exit <X> option to return to the
Utilities Menu.
7. Print Labels
This option allows you to print mailing labels for your customer
accounts on standard 6 line, continuous form, continuous feed, 3
1/2 inch by 15/16 size labels. You have the option of printing
labels for all or selected customer accounts. You will be given
an opportunity to print one or more test labels so that you can
align your printer's print head before actually printing labels.
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ROSEWOOD JOURNAL
You can also print any number of labels for your own business.
These are handy as return address labels.
8. Exit to Main Menu
This option will transfer you to the Main Menu.
FILE LENGTHS AND NAMES IN ROSEWOOD JOURNAL
All files written by Rosewood Journal are random access, fixed
length with no delimiters between fields and no carriage returns
or line feeds at the end of records. The data in the monthly
files (e.g. JAN90.DAT) are all stored as strings. The same is
true for the customer account file (CUSTACCT.DAT) except that the
customer account number is stored as an integer.
The details of the fields for the monthly files are:
Invoice Number: length 6 bytes
Invoice Date: length 2 bytes
Customer Name: length 35 bytes
Gross Invoice Amount: length 9 bytes
Sales tax #1 Amount: length 8 bytes
Sales tax #2 Amount: length 8 bytes
Receivable: length 1 byte
"R" identifies the invoice as receivable
Each record then is 69 bytes long whether or not some of the
fields are empty.
The details of the customer account file (CUSTACCT.DAT) are:
Account number (integer):length 2 bytes
Customer Name: length 35 bytes
Contact: length 35 bytes
Street: length 35 bytes
City: length 25 bytes
Province or State: length 20 bytes
Postal Code or ZIP: length 12 bytes
Phone: length 15 bytes
Remarks: length 35 bytes
The total length of each record in the CUSTACCT.DAT file is 214
bytes.
The above should give sufficient information to export your data
to most programs.
CONVERTING FILES FROM PREVIOUS VERSIONS OF ROSEWOOD JOURNAL
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ROSEWOOD JOURNAL
Versions 2.xx and 3.xx of Rosewood Journal used different file
structures than version 4.xx. Older files will have to be
converted to the new format. A conversion program which will
quickly and easily effect the change is supplied to every
registered user.
INTEGRATING YOUR PREVIOUS RECEIVABLE FILES
Unless you are starting a new business, it is likely that you
will have accounts receivable "on the books" when you begin using
Rosewood Journal. These can be integrated into Rosewood Journal.
Let us assume that you are starting to use Rosewood Journal on
the first day of your fiscal year which begins January 1, 1990.
Using the "Enter Invoice Data" option for December 1989 (or for
whatever month the previous receivable was incurred), enter all
your previous receivables as invoices, being sure to press the
<R> (receivable) option. After you have entered all your previous
receivables and, in the process, set up accounts for them, you
may, if you wish, delete the "DEC89.DAT" (or the other previous
months which you may have used) and the "TOTALS89.DAT" file. Your
previous accounts receivable will now be integrated with the
records that you will be entering for 1990.
PROGRAMMING DETAILS
Rosewood Journal is programmed in Microsoft Quick Basic 4.00 and
4.50, in three modules and an "Include" file. It is compiled with
Quick Basic 4.50 compiler using the "/o" (standalone), "/x" (on
error),"/ah" (arrays larger than 64K) options. The resulting
object files are linked with Microsoft Overlay Linker version
3.69 using the "/e" (exepack) option. The program is extensively
error protected, both by "on error" routines and by "protecting
inputs". Every effort has been made to prevent the user from
entering inappropriate data such as invalid dates, alphabetical
data where numerical data is expected, inputs longer than allowed
and even spelling mistakes. In many cases the program will give a
message telling you what the error is. In other cases, the
program will beep and return you to the input line expecting that
you will realize your error. Messages for every single error
would unnecessarily bloat the program. The error routines are
designed to save your data wherever possible. If, however, you
have placed the wrong disk in the drive which holds the data
(perhaps after shelling to DOS), you may lose some data. If you
get a message, "Data Disk problem: is the proper disk in place?",
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ROSEWOOD JOURNAL
please use the "Reports" option to check whether any data which
you have entered after such an error has in fact been written to
the file. The program was written on a Hyperion (more or less IBM
compatible, now defunct) computer with 640K ram and two 360k
floppy drives and a Genix (IBM clone) 80386 with one 40mb hard
disk, a 120mb hard disk and a VGA monitor. All documentation has
been written using WordPerfect 5.1. There are no machine specific
routines, so that the program should run on any computer using
MS/PC DOS 2.00 or higher.
CHANGES AND ENHANCEMENTS
Rosewood Software is vitally interested in your comments and
suggestions, or your ideas for new programs. If you like Rosewood
Journal but would like customized changes for your specific
business, please contact us. Hearing from you, the user helps us
to provide you with a better product.
SHAREWARE
The only way that you can be assured of a continuing supply of
low-cost, quality software for almost any purpose, is to support
Shareware. Shareware is non-shrink-wrapped, low cost software
that you try at your own convenience. Shareware is used by
everyone from individuals to the largest multi-national corpora-
tions. Shareware, as a marketing concept, trusts you, the user,
to buy it if you like it. If you like Rosewood Journal, and if
you use it, please send your registration fee today. For your
convenience, there is an order form (ORDER.FRM) which you can
print from your Rosewood Journal distribution disk.
Send your registration fee to:
ROSEWOOD SOFTWARE
135-10 LIVONIA PLACE
SCARBOROUGH ONTARIO
M1E 4W6
(416) 284-6119
CompuServe 70461,2507
Member of The Association of Shareware Professionals (ASP)
THANK YOU!!
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