Dec 132017
 
A very complete and easy to use accouting package. Includes general ledger, budget, checkbook, etc.
File PAIN-ACC.ZIP from The Programmer’s Corner in
Category Financial and Statistics
A very complete and easy to use accouting package. Includes general ledger, budget, checkbook, etc.
File Name File Size Zip Size Zip Type
ACCOUNT.DBF 17315 958 deflated
ACCOUNT.NTX 2048 437 deflated
ACCT-YTD.NTX 2048 146 deflated
ACCTNUM.NTX 2048 146 deflated
AROPEN.DBF 419 135 deflated
AROPEN.NTX 2048 159 deflated
CHECKS.DBF 195 71 deflated
CHECKS.NTX 2048 146 deflated
CK-YTD.DBF 195 71 deflated
CK-YTD.NTX 2048 146 deflated
DOCGEN.DBF 3889 571 deflated
DOCGEN.NTX 74 52 deflated
GL-YTD.DBF 323 113 deflated
GL-YTD.NTX 2048 164 deflated
GLTRAN.DBF 323 113 deflated
GLTRAN.NTX 2048 164 deflated
HELP-H.HP1 69693 13815 deflated
INVLINE.DBF 259 88 deflated
INVLINE.NTX 2048 147 deflated
INVOICE.DBF 291 104 deflated
INVOICE.NTX 2048 147 deflated
MANUAL-H.TXT 51457 14034 deflated
PAH-D.EXE 379760 133238 deflated
PAH.ACC 2210 604 deflated
PATIENT.DBF 803 194 deflated
PATIENT.NTX 2048 147 deflated
PAYABLE.DBF 547 131 deflated
PAYABLE.NTX 2048 145 deflated
RECEIV.DBF 291 100 deflated
RECEIV.NTX 2048 145 deflated
REGISTER.TXT 1644 480 deflated
SERVICE.DBF 163 63 deflated
SERVICE.NTX 2048 147 deflated
SETPA.BAT 105 102 deflated

Download File PAIN-ACC.ZIP Here

Contents of the MANUAL-H.TXT file


I. LEDGER
A. Enter/Edit Transactions
B. Account Activity Report
C. Journal Report
D. Posting Process

II. CHECKS
A. Enter/Edit Checks
B. Print Unposted Checks
C. Print Checks
D. Check Reconciliation
E. Print Check Register
F. Post Checks

III. INVOICES
A. Enter/Edit Invoices
B. Enter/Edit Cash Receipts
C. Invoices - Print
D. Revenue Journal
E. Receipts Journal
F. Posting Process

IV. REPORTS
A. Financial Statements
1. Trial Balance
2. Income Statement
3. Balance Sheet
B. Client Reports
1. Client Aging Report
2. Client Statements
3. Client Labels
4. Client Listing
C. Listings
1. Service Report
2. Message Report
3. Chart of Accounts

V. FILES
A. Accounts File
B. Client File
C. Service File
D. Message File
E. General/ID File

VI. BUDGET
A. Enter/Edit Budget
B. Print Budget Report
C. Print Actual Report
D. Print Variance Report

VII. UTILITIES
A. Color Parameters
B. Reindex Files
C. File Sizes
D. Backup/Restore Files
E. Notepad
F. Calculator
G. Check Alignment
H. Statement Text

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VIII. CLOSING
A. General Ledger-End of Month
B. Invoices-End of Month
C. General Ledger-End of Year


I. LEDGER

A. Ledger-Enter/Edit Transactions

When making entries in the Ledger you first have to enter in
a Journal code. There is one protected journal. The journal
is BI. After posting the invoices and cash receipts, a
summary transaction is sent to the Ledger with this journal
code. This summary transaction may be looked at through the
Ledger, but may not be edited. When posting the checks, a
summary is sent to the ledger with a CK journal, but this
transaction may be edited.

To view the summary transactions in the Ledger, enter in the
journal code and the date as the transaction number. For
example, if you posted the invoice module on March 14, the
journal would be BI and the transaction number would be
03/14.

You may use whatever journal codes you like when entering
Ledger transactions. For example, you may use GJ for General
Journal. Once a journal code is entered you can enter the
Transaction Number, which may be any alphanumeric character.
If a transaction has already been entered with the Journal
Code and Transaction Number, it will be displayed on the
screen and you may edit or delete the line items, providing
it has not been posted. Posted transactions may be viewed
but not edited. The Date field defaults to the DOS date.

Next, you must enter the Chart of Account number which you
are going to debit or credit. If you do not know the number,
press F2 and the Chart of Accounts will be displayed on the
screen.

If the account number is not found on file it will ask if you
want to add the account at this time. After the number is
entered the Account Name will be displayed. Then enter in a
description in the description field. Next, enter in the
amount in the proper debit or credit column. The total of
the debits and credits will be totaled at the bottom.

A transaction has to be in balance, debits equal credits,
before you are able to process the transaction. Once debits
equal credits, leave the Account Number field blank and press
enter and the transaction will be saved. You may enter as
many lines items as needed, consisting of debits and credits.
If you fill up the screen, the screen will clear and you will
be at the top of the next screen. Page Up and Page Down will
allow you to move through all line items entered.

To edit a transaction, put in the proper Journal and
Transaction number and the transaction will be displayed on
the screen. To delete a line press CTRL+W in the Account
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Number field, and the line item will be deleted.

When editing, Page Down takes you to the next line item and
Page Up takes you to the previous line item. Pressing ESCape
while in the Journal Code takes you back to the Ledger Menu.

B. Account Activity Report

This report will print out either current or historical
activity for one account, all accounts, or a range of
accounts in the ledger. Just specify the account range in
the FROM and TO fields. You will be prompted for a current
activity report or a historical activity report. The current
report will print the current months entries that have not
been closed out by the General Ledger end of month routine.

If you specify to update the Ledger historical file when
doing the end of month routine, the historical report will
print these entries. Thus, you may get an activity report for
the whole year. You have the option to print to the printer
or display to the screen.

The column heading 'P' tells if the transactions were posted
in the Ledger. A 'Y' indicates it has been posted and a 'N'
indicates it has not been posted. Only posted transactions
will be reflected in the trial balance and financial
statements. Remember all posted information will be cleared
out when the end of month is run.

C. Journal Report

This report will print out the current or historical
transactions for one Journal, all Journals, or a range of
Journals in the general ledger. Just specify the Journal
range in the FROM and TO fields. You will be prompted for a
current activity report or a historical activity report. The
current report will print the current months entries that
have not been closed out by the General Ledger end of month
routine.

If you specify to update the Ledger historical file when
doing the end of month routine, the historical report will
print these entries. Thus, you may get a journal report for
the whole year. You may also display the report on the
screen or print it out to the printer.

The column heading 'P' tells if the transactions were posted
in the General Ledger. A 'Y' indicates it has been posted,
and a 'N' indicates it has not been posted. Only posted
transactions will be reflected in the trial balance and
financial statements.

Remember all posted information will be cleared out when the
end of month is run. The TOTALS of debits and credits should
always be equal.


E. Ledger-Posting Process

PAGE 3



The posting process updates the general ledger account
balances. Once this process is run, you will not be able to
edit the transactions entered. If an error in input was
made, you will have to make a reversing entry to correct it.

Account balances will not be updated on the financial
statements or trial balance until the posting process is run.
Always be sure and make backups before doing any posting
process. The 'N' in the column heading 'P' in the account
activity journal report will now be set to 'Y', indicating
the transactions have been posted.

After answering 'Y', to start posting, you will be prompted
to enter in the month to post. If you enter in month 3, it
will only post transactions that have a March date. Any
entries entered for another month will not be posted.

After the posting process is complete, a screen will appear
indicating the process is complete. If any errors occurred
during the process they will be indicated on the screen. The
total debits and credits posted will also be displayed. The
total debits should always equal the total credits.

II. CHECKS

A. Enter/Edit Checks

This option will allow you to enter in manual or computer
printed checks. The first check number used will be the
check number entered in the check alignment option in the
last check number used field. This number will increment by
one automatically. You may override this number by entering
in a different check number. If the check number entered is
greater than the number displayed, it will be stored as the
last check number used. To edit a previous check, type in
the proper check number and it will be displayed for editing
purposes. If you need to void a check, after entering the
check number press CTRL+W and the check will be voided.

After the check number you will enter in the date of the
check. This date will default to your current DOS date but
may be changed if necessary. Next type in who the check is
being written out to. Below this you have two lines to enter
in an address if necessary. Then you must enter in the amount
of the check. The typed out amount will then be displayed.
There is also a place to enter in a memo description.

Next a window will appear to enter the disbursement of the
check. You may disburse the check to four different chart
of accounts. Enter the proper account number of the
disbursement and the proper amount. The disbursement amounts
must equal the amount of the check before you can exit. If
you do not know the proper account number press F2 for a
listing of your chart of accounts.

For example, if you were paying the phone bill for $50, you
would enter in the account number 5202, which is the phone
expense account using the sample chart of accounts. If you
need to delete a disbursement press CTRL+W and that line item
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will be deleted. After the disbursements equal the check
amount press Page Down to continue. It will then prompt you
to indicate if the check is a manual or a computer printed
check. Computer checks will be printed out on your own
personal checks. Use the check alignment option under
Utilities to customize the check printing for your checks.

B. Print Unposted Checks

This option will allow you to print or display a journal
showing all the unposted checks. It will display the check
number, who the check was made out to, and the type of check,
either manual or computer. It will then show how the check
was disbursed. The account number and the amount disbursed
to that account will be displayed for all the disbursements
for the check. Then a total of the check will be displayed.
There is also a total of all the checks.

C. Print Checks

This option will allow you to print out your computer checks.
It will first ask if you want to reprint checks. If you
answer 'N' it will print the checks that have not been
printed. It will first ask if the printer is on-line and if
the checks are aligned. Then it will prompt you for the
starting check number. This will default to one more than
the last check number in the Check Alignment option, but may
be changed.

If you answer 'Y' to reprint checks it will reprint any
checks that have already been printed out. First it will ask
if your printer is on-line and if the checks are aligned.
Then it will ask which checks to reprint. Enter in the check
numbers to reprint in the From and To fields. Then it will
prompt you for the starting check number. This will default
to one more than the last check number in the Check Alignment
option, but may be changed.

Remember to customize the print out to fit on your checks use
the check alignment option in F9(Utilities) on the main menu.

D. Check Reconciliation

Through this option you can reconcile your check book. This
has no affect on your actual checking account balance. First
you will be prompted to enter in the bank balance. This will
be the balance from your statement you receive from the bank.
The checkbook balance displayed on the screen will be taken
from your checking account balance in the general ledger.
This will only include transactions that have been posted to
this checking account in the general ledger.

Any checks written through the checks option and posted will
be displayed on the screen. It will also display any receipts
you have received through the cash receipts and invoice
options. Remember these checks and deposits are only
displayed if they have been posted. Any unposted checks or
deposits will not be displayed. You must then indicate if
they have cleared with your bank. If they appear on your
PAGE 5



bank statement, enter a 'Y' to indicate they have cleared.
Otherwise, enter a 'N' if they have not cleared.

Next a screen will appear to enter any other transactions
that have affected your checking account. The PREV. CHKS is
the total of all outstanding checks. These were indicated by
putting a 'N' for outstanding. You need to enter any checks
not entered through the check module, if you have any.

The PREV. DEPS is the total of any outstanding deposits that
were entered through the cash receipts and invoice options.
You need to enter any deposits that were not entered through
these two options.

Next enter any miscellaneous charges, this might be, for
example, a service charge. If this was entered through the
ledger and posted, then you do not enter it here. Otherwise,
go ahead and enter it. You will still have to enter it
through the ledger later. Remember this has no affect on
your actual checking account balance. The miscellaneous
amount will be subtracted out, so if you earned any interest
it will have to be entered as a negative number.

You will then be given a reconciliation report. It will show
your bank balance plus any outstanding deposits and minus any
outstanding checks. The total of your checking account in
the general ledger will be displayed minus any miscellaneous
charges. The totals will be given, and it will show you the
difference between the totals. You then have the option to
print this report out on paper.

You will then be prompted to purge the check file. Answering
'Y' will delete all checks that were marked as cleared.
Otherwise, the checks will be left in the posted check file.
Be sure and print out a check register before purging the
check file. Any checks entered, that were not entered
through the cash recipts and invoice option will stay in the
check file. These checks will now show up on the checks and
deposits screen and you will not have to reenter them the
next time you reconcile. If they have cleared you will have
to go through and mark them as cleared.

E. Print Check Register

This option will print out a current or historical check
register journal. It will display the check number, vendor,
amount of the check, and if the check has cleared. It will
also give you a total of all the outstanding checks. This
report may be displayed on the screen or printed out on
paper.

F. Post Checks

Be sure and make a backup of your data files before running
the posting process. This process will erase all the check
detail information and put it in the posted check file. It
will stay in the posted check file until you reconcile your
checkbook and purge the check file. You may then store the
checks in the historical check file. This process can only
PAGE 6



be run if all computer checks are printed. If there are any
unprinted checks it will notify you of this.

A summary of all debits and credits will be sent to the
general ledger. The total of all the checks posted will be
credited to the checking account in the general file. The
debit entries will consist of all the disbursements entered.

The summary sent to the ledger will have a journal code of CK
and the transaction number will be the date. To view the
transaction in the ledger enter in CK as the journal and the
date as the transaction number. For example, if you posted
the checks on March 3, enter CK as the journal and 03/03 as
the transaction number. This entry may also be edited.

III. INVOICES

A. Enter/Edit Invoices

This module is used to enter client invoices that can be
printed out showing each service rendered and message. The
next invoice number will be displayed in the invoice number
field. If you need to edit a previous invoice just key in
that invoice number, and it will be displayed on the screen,
providing it has not been posted. Pressing ESCape while in
the invoice number field will take you back to the invoice
menu.

Next enter in the client code. Pressing F3 will allow you to
display the clients on the screen, by code or allow you to
search by company name or client name. If the client code
entered is not found, you may add it at this time.

Date of visit and due date will be entered in automatically,
but it may be changed. Due date is calculated by the due
days entered in the client file. The client balance and last
payment fields are updated when any invoices or receipts are
made for the client and posted.

Next you will be prompted to enter in all services performed
and any messages. You may press F5 for a listing of services
and F6 for a message listing.

If you enter in a service or message not on file, you can add
it at this time. If you add it at this time it will prompt
you to indicate if it is a service or message. Then it will
bring up the proper screen to enter the service or message.
You may add as many as necessary at this time.

After a service is entered, the description will be displayed
but may be modified. The amount of the service will be also
be displayed, but you may change the amount if necessary. If
a message is entered the description will be displayed, but
you can modify it if necessary.

Leaving the service field blank and pressing return or just
pressing ESCape will take you to the amount paid field at the
bottom of the screen. Any cash payment made at this time can
be entered. The invoice generated will only be for the
PAGE 7



remaining amount due, if any. The Total is the total of
services rendered minus the amount paid.

If you enter an amount in the amount paid field, this
amount will be posted to your default checking account, that
is setup in the General ID File. This amount will also be
posted to the check reconcilation under the default checking
account.

Pressing Page Up while in the amount paid field will take you
back to the line items. Pressing Page Up while in the
service/message field will move you up to the previous line
item. Pressing Page Down takes you to the next line item.

Next you will be able to make this a hold invoice. A hold
invoice will not be posted when going through the posting
process. Also when printing out invoices through the
invoice-print option, a hold invoice will not be printed.
This way you will be able to edit this invoice later. It
will no longer be a hold invoice once a payment is entered
and posted.

A description of the invoice to be printed on statements and
the aging report will be entered in next. You have the
option to print the invoice now if you wish, or you may print
it out later.

To edit a previous invoice just enter in that invoice number,
and it will be displayed, providing it has not been posted.
Pressing Ctrl+W while in the client code will delete the
invoice. You will be prompted to verify your actions before
the invoice is deleted. If you need to delete a line item
just press Ctrl+W in the service code. This will delete that
line item only. When editing Page Down takes you to the next
line item and Page Up takes you to the previous line item.
Also Page Up will take you from the amount paid field to the
last line item entered.

B. Enter/Edit Cash Receipts

When a client makes a payment, you enter it through this
option. The next transaction number will come up for you.
Pressing ESCape while in the transaction number will take you
back to the receivables menu. Enter in the client code or
press F3 to search for the client.

Enter in the proper transaction date next. It defaults to
the DOS date. Next you must enter in the invoice number the
client is paying. If you do not know the invoice number
press F7, and all invoices for that client will be displayed
on the screen.

When listing the invoices an 'I' is an invoice entered
through this module. A 'C' is a miscellaneous credit. A 'P'
is a payment. A 'B' is for an invoice entered through the
invoice module. Enter in the proper invoice number and the
amount they are paying. Only existing invoices may be
entered. You will then be prompted to enter in a description
which will be displayed on the statement and aging report.
PAGE 8




When editing the transaction you will not have access to the
invoice number to change it. If the incorrect invoice number
was entered and saved, you will have to delete the
transaction and reenter it with the correct invoice number.

To delete a cash receipt, press Ctrl+W while in the client
code field. You will be prompted to verify your actions
before the entry is deleted.

C. Invoices-Print

This option allows you to print or display invoices entered.
If you answer 'Y' to reprint invoices, it will print out all
invoices that have already been printed. If you answer 'N',
it will only print invoices that have not been printed. Any
hold invoice will not be printed through this option. You
also have a range of which invoice numbers to print out.

Also you do not have to print invoices with a zero balance.
It will prompt you for this option.

D. Revenue Journal

This option will print out a sales journal which may be
displayed on the screen or printed out on paper. This report
will display the invoice number, client code and name, and
the date of the invoice. The total of the invoice will be
displayed and any amount that was paid at the time of the
invoice. Also the net due on the invoice will be displayed.
It will also give totals for each of these columns.

E. Receipts Journal

This report will print out all of the cash receipts. It will
display the transaction number, client code and name, the
invoice number they paid, and the amount the client paid.

The type will be 'P' for a payment. This report may be
displayed on the screen or printed out on paper. This
journal should be printed out on paper before posting. After
the posting process is run, you will not be able to edit the
transactions.

F. Invoice-Posting Process

Be sure and print out all invoices and the journals and make
a backup before running this process. This process will
update all client balances and put all invoices in the open
invoice file. This will NOT post any any hold invoices. You
will no longer be able to edit any invoices that were not
hold invoices after this process is run.

A summary of all debits and credits will be sent to the
ledger. Total debits and credits posted will be displayed on
the screen and they should always be equal.

This summary may be looked at in the ledger, but it cannot be
edited. To look at this summary, enter in BI for the journal
PAGE 9



and the date as the transaction number. For example, if you
posted on March 14, enter in 03/14 as the transaction number
and BI as the journal. This will display the summary on the
screen.

IV. REPORTS

A. Financial Statements

1. Trial Balance
This report will give a listing of all accounts in the
general ledger and their balances. These balances are
updated when the posting process, is run in the General
Ledger. It will display the accounts beginning balance, this
month's balance, and the current balance. The current
balance is the beginning balance plus this month's balance.

After the end of the month is run, this month balance resets
to zero and is added to the beginning balance. The totals of
all debits and credits are shown at the end of the report and
should always be equal. This report can be displayed on the
screen or printed out to keep for your records.

2. Income Statement
This report displays all Revenue and Expense accounts in the
general ledger and their balances. The balances of these
accounts will be updated when the posting process is run in
the General Ledger. Like the Trial Balance it shows the
beginning balance, this month's balance, and the current
balance. It will give you a total of all your revenues and
the total of all your expenses. The net income displayed is
the total revenues minus the total expenses.

After the end of the month is run, this month balance resets
to zero and is added to the beginning balance. This report
can be displayed or printed out for your records.

3. Balance Sheet
This report displays all Assets, Liabilities, and Equity
accounts in the General Ledger and their balances. The
balances of these accounts will be updated when the posting
process is run in the General Ledger. Like the Trial Balance
it shows the beginning balance, this month's balance, and the
current balance. It will give you a total of all your Assets
and the total of all Liabilities plus Equity. Liabilities
plus Equity should equal the total Assets.

After the end of the month is run, this month's balance
resets to zero and is added to the beginning balance. This
report can be displayed on the screen or printed out to keep
for your records.

B. Client Reports

1. Aging Report-Clients
This report is designed to print out all invoices and
payments made for all clients. It will display the client
code, and client name and phone number. Then it will list
all invoices, the date of the invoice, and when it is due.
PAGE 10



The column heading 'C' will tell where each invoice or
payment was made. An 'I' stands for an invoice made through
the invoices option. The letter 'P' is for any payment made
through the cash receipts option. A 'B' is for an invoice
made through the enter/edit invoice option.

If a payment was recorded for the invoice at the time the
invoice was made, only the remaining amount will be displayed
on this report. If the invoice has not yet come due, it will
fall under the column heading 'Future Due'. Invoices that are
zero to thirty days past due will be displayed under the
column '0/-30'. Payments are recorded with a negative sign
in front of the amount paid.

The client totals give a total of how much the client owes
for each column heading. This way you will know how much the
client owes and if any of that amount is past due. You also
have the option to display this report on the screen to look
at the clients billing information.

This report would be printed out once a month before the end
of the month is run. When the end of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice and payments will be deleted from the
file. This means they will not appear on next month's aging
report.

2. Statements-Clients
This option prints out the statements for each client. You
are able to print statements for one client, all clients, or
a range of clients. You may display the statements to the
screen or print them out on plain paper. The statements
contain any invoices or payments made for a client. This
reminder can be sent to a client to show how much the client
was charged and show all the payments the client has made on
the invoices. Then it will display the amount that the
client currently owes. It will also print out a line of text
reminding the client that their invoice is past due or any
message you have set up in the statement text in the
Utilities menu.

This report would be printed out once a month before the end
of the month is run. When the end of the month is run, all
invoices are matched up with payments, and if the net balance
is zero, the invoice and payments will be deleted from the
file. This means they will not appear on next month's
statement.

3. Client Labels
This option will print out labels for any range of clients.
The client's name, company, and client's address will be
printed on the label. Enter the range desired to print out
in the From and To option. These may be used for mailing
purposes.

4. Client Listing
This report will print out all information entered for each
client in the client file. You may print out a directory for
any range of clients by entering the range in the From and To
PAGE 11



option when printing this report. This report may be
displayed on the screen before actually printing.

D. Listings

1. Service Report
Through this option you can print a listing of your services
file. These may be printed out on paper or displayed on the
screen. You also have the option of printing any range of
services. Enter in the range to be printed in the From and
To option. This listing may be used for quick reference. It
will show the code, description, and cost for each service.

2. Message Report
Through this option you can print a listing of your message
file. These may be printed out on paper or displayed on the
screen. You also have the option of printing any range of
messages. Enter in the range to be printed in the From and
To option. This listing may be used for quick reference.

3. Chart of Accounts Listing
This report will print a listing of all your Chart of
Accounts. It will print Account Number, Account Name, and
the type of Account. This report can be displayed on the
screen or printed out to keep for your records.

V. FILES

A. Accounts File

All chart of accounts will be entered through this routine.
To enter in the budget amounts select closing from the main
menu and then select budget. First enter in an account
number. If an account is on file it will be displayed for
editing purposes. If you are unsure of an account number,
press F2 and the chart of accounts will be listed on the
screen.

If adding a new account, after the account number is entered,
you can enter in a description of the account. Next, the
account type must be entered. The different types of
accounts available will be displayed on the screen. Enter in
the type of account you are entering and then save it.

By choosing Quit the account just entered, or any changes
made to an existing account, will not be saved and you will
be taken back to the Files Menu. If you select Delete the
account will be deleted, only if it has a zero balance.

Remember account balances are only updated when the posting
process is done in the Ledger. Pressing ESCape while in the
account number field will take you back to the Files Menu.

B. Client File

All client information will be entered through this routine.
First, you must assign each client a Code. This code can be
numeric, alphabetic, or both. If a client exists for the
code entered, it will be displayed on the screen for editing
PAGE 12



purposes.

Pressing F3 will allow you to display clients on the screen
by code, or search by name or company name. If you search by
company name enter in the company name or any part of the
company name. For example, if you entered in 'Tar' for the
company name, any company name found that starts with 'Tar'
will be displayed. The same goes when searching by name.

The company field is the client's company name. You also
have a field for the name of your contact. Enter in the
address, city, state, and zip. Then you can enter in two
phone numbers and the client's Tax number.

The balance field will be updated when any invoices or
payments for the client are posted. Last payment and last
purchase will be updated after the posting process is run.
Last payment is updated when any payments are made and
posted. Last purchase is updated when any invoices are
posted. Due days are the amount of days they have to pay the
invoice.

There is also a field for a license number and a reminder
date field. There are also fields for additional information
on the client. For instance, their main office information
could be put here.

After all this information is entered a screen will appear to
put in a comment about the client. This comment will be
printed out on the client directory.

C. Service File

All Services will be entered through this option. First
enter in the service code. If the service already exists it
will be displayed for editing purposes.

Otherwise, you will enter in the service description and then
the charge of the service. When making an invoice for the
service, the price may be edited at that time if necessary.

If you need to edit a service and do not know the service
code, just press F5 and a list of all the services will be
displayed on the screen. Pressing ESCape will take you back
to the Files Menu.

D. Message File

All messages will be entered through this routine. First
enter in the message code. If the message already exists it
will be displayed for editing purposes. Otherwise, you will
enter in the message description.

If you need to edit a message and do not know the message
code, just press F6 and a list of all the messages will be
displayed on the screen. Pressing the ESCape key will take
you back to the Files Menu.

E. General/ID File
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This is where your company name and address will be entered.
There are also fields for a phone number and an emergency
phone number. You may also enter a social security number
and your tax number.

General Information: The general information contains eight
chart of accounts. These fields may not be left blank.
These accounts are what control the integration of the
different modules of this package when posting to the ledger.

If you enter in an account number not found in the chart of
account file, you can add it at this time. It will notify
you that the account you entered is not in the file and ask
if you want to add the account at this time. If you answer
'Y', it will take you to the Account Files where you can add
the information for this account. If you are unsure of the
account number, press F2 and all your chart of accounts will
be displayed on the screen.

For example, the cash account or CHECKING account entered
will receive all receipts entered in the cash receipts option
of the invoice module. When the receipts are posted the
total will be added to the cash or checking account in the
Ledger. It will also receive any payment made at the time an
invoice is entered.

The RECEIVABLE account will receive information of any
invoice entered for clients. The total of this account in
the Ledger will be all the outstanding balances due to you.

The SALES account is used for the default account when
entering in Services. The total of all services rendered,
when making out an invoice, will be sent to the sales account
entered for each particular service.

Remember transactions for these accounts are only created in
the general ledger after posting the Checks and Invoices. The
chart of accounts balances are only updated after posting the
general ledger.

Printer Parameters: The printer parameters are decimal codes
the program sends to your printer when printing out reports.
These control the condensed and normal printing of reports.
Most printers use the standard IBM mode, which is 18 for
normal and 15 for condensed. Consult your printer manual or
computer dealer if you have difficulty with your parameters.

Last Invoice Number: The invoice number entered in this
field will be the last invoice number used. When making out
an invoice the next number in sequence will appear as the
invoice number used. Once an invoice is issued you will NOT
be able to change the last invoice number used to a smaller
number. So be sure the next number is the number of the
invoice with which you wish to start.

VI. BUDGET

A. Enter/Edit Budget
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This option allows you to enter in your budget for all your
expense and revenue accounts. The arrow keys allow you to
move up, down, and across the screen. You can also Page Up
and Page Down through the accounts. Home will take you to
the first field on the screen of the line you are on and End
will take you to the last field on the screen of the current
line. CTRL+Home will take you to the Account number of the
current line and CTRL+End will take you to the December
budget field of the current line. CTRL+Page Up will take you
to the first Revenue account and CTRL+Page Down will take you
to the last Expense account and keep you in the same field.

When you are on the field you want to enter in the budget
figure for, you must press Enter before you can enter an
amount. After you enter the amount you must press enter
again to save the entry. Then arrow to the next entry and
press enter and then enter in the budget amount and then
press enter to save it and so on. Press Escape to exit the
budget.

B. Print Budget Report
This report will print out all the budget figures for your
expense and revenue accounts. It may be displayed on the
screen or printed out to your printer. It will show each
account name with the budget figures for each month along
with totals for each type of account and total Revenue and
Expense and your Net Income.

C. Print Actual Report
This report will print out all the actual balances for your
expense and revenue accounts. It may be displayed on the
screen or printed out to your printer. It will show each
account name with the actual balances for each month along
with totals for each type of account and total Revenue and
Expense and your Net Income.

D. Print Variance Report
This report will print out all the actual balances and your
budget figures for your expense and revenue accounts. It may
be displayed on the screen or printed out to your printer.
It will show each account name with the actual balances and
the budget amount along with the difference between the two
figures and totals for each type of account. Also totals for
revenue and expense actual, budgeted, and the difference
amounts will be displayed. The final total will show the
Actual Net Income and Budgeted Net Income and the difference.

VII. UTILITIES

A. Color Parameters

This option allows you to customize your screen color
attributes. All possible color combinations will be
displayed with a corresponding number. Just enter this
number in the option you wish to change.

Following is a brief description of each option available for
change.

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Standard: This is the color of all menus and data entry
routines.
Enhanced: This will be the color of the fields currently
available for input.
Active: This is the color to the current field, i.e.,
where the cursor is located.
Calc/Npad: This is the color of the pop-up calculator and
notepad.
Status: This will be the color of the status line
displayed at the top of the screen at all times.
Window: This is the windows that pop up for various input
options.
View: This will be the color of the screen when
displaying lists of clients, vendors, etc. on the
screen.
Help: This is the color of all help panels.

It will then ask if you want to set the intensity off. If
you set the intensity off, the blocked cursor will no longer
be in a blocked form. It will display the colors you chose
and ask if these are the colors you wish to use. If you
answer yes it will save these as your colors. If you do not
like the colors you have chosen answer no and it will take
you back to the color options and you may change them.

B. Reindex Files

This will go through all your files and reindex them and give
you more disk space. For example, when you delete out
information or post, this information is actually still in
the file but it is marked as deleted. The program will not
access this information but it is still there. Reindexing
will get rid of all records marked as deleted and pack the
other records together giving you more disk space.

C. File Sizes

This option will display how many records are used for each
file. The Accounts file contains your chart of accounts.
The Client file contains your clients. Service and Message
file is one file that contains all the services and
messages.

The invoice file contains the invoice information entered
through the Billing module. The invoice lines are each line
item entered for each invoice.

The AR Open Invoice file contains all the open invoices
entered. The Receivable file contains all receivable invoice
information. The Receivable Lines are each line item
entered. This will reset to zero after posting.

The GL transactions file is the number of transaction lines.
This file takes up one space for each line item entered in
the Ledger and for each summary transaction sent to the
Ledger.

The check file contains any check made to a vendor through
the Payables. The Purchase file contains the Purchase orders
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and Received Purchase Orders header information. The
purchase lines contain the line items for each Purchase Order
and Received Purchase Order.

The Historical checks contains all the checks that were saved
when you purge the check file by answering yes to update the
historical file. Historical Ledger contains all the ledger
transactions that were saved when you answer yes to update
the historical ledger during the closing out of the ledger.

D. Backup/Restore Files

1. Backup Files
This option allows you to backup your data(dbf) files without
leaving the program. It will copy your files into another
subdirectory or you can specify the A:drive. It will prompt
you to enter in the Backup Drive and Directory. If you enter
A:\ as the backup directory it will copy the data files to
the the A:drive. It will only use one disk, so if the disk
fills up you should backup them up to the Hard Disk. If an
invalid drive\directory is entered no action will be taken.

2. Restore Files
This option will allow you to restore your data(dbf) files
without leaving the program. It will prompt you to enter in
the drive and directory to restore from. Once the files are
restored it will ask if you want to reindex the files. You
should always reindex the files once they have been restored.
If you do not reindex the files the data may not be processed
properly. If an invalid drive\directory is entered no action
will be taken.

E. Notepad

Enter the desired text and press enter to save the line. The
notepad text is automatically saved to disk.

F. Calculator

First enter the beginning number and press enter, followed by
the math operation and enter, then the second number and
enter. Repeat this process as many times as needed. The
total number will be saved, while in Painless Accounting.

G. Check Alignment

This is where you enter in the proper coordinates to
customize computer printed checks to print on your own
checks. We have supplied some defaults, so the best way to
figure out the proper information for your checks would be to
print out an alignment test on a plain piece of paper, then
hold it up to your check and go from there. We suggest you
do this on paper until you have your checks properly aligned
and nothing overlaps. That way you will save some checks.

First you will enter in the number of lines on your check
stub. This number should be the number of lines from the top
of the stub to the bottom of the stub. Next enter in the
number of lines on the bottom portion of the check. This
PAGE 17



number should be the number of lines, starting one line below
the perforation between the stub and check, to the bottom of
the check.

Now you must enter the first row and the proper column for
the information that is contained on the stub. The row will
be the same for each bit of information. If you change the
row, don't worry that the row did not change for the other
fields. We know it has been changed the next time you edit
this information it will display the proper row. This
information if just for the first line item on the stub and
we allow up to ten line items per stub. See the Cash Payments
help to see how to get up to ten line items on each stub.

Next you will enter the information that goes on the check
portion. The number for each row must be the same or in
Ascending order. If any row entered in the check information
fields is in Descending order your checks will not print out
properly. That means the check date row must be the same as,
or greater than the check number row. The text amount row
must be the same as, or greater than the check date row and
so on.

First you will enter the row and column for the Check number
and date. Then the row and column for the text amount. The
text amount is the amount of the check spelled out. Then you
will enter in the row and column for the dollar amount and
vendor name. Lastly, you will enter in the last check
number. This means when you print your first check it will
start with the next number in sequence. From then on we will
update this number for you as you print out your checks, but
you may change it if necessary.

H. Statement Text

This is where you can enter in messages that will show up on
client statements depending on their status. When printing
out a client statement, one of the messages will appear at
the bottom of the statement depending on if they have past
due invoices or not. If they do not have any past due
invoices the message associated with Current Due will be
printed on the statement. If they have an invoice that is
one to thirty days over due the message associated with 1-30
Days Over Due will appear on the statement and so on.

VIII. CLOSING

A. General Ledger-End of the Month

Before running any of the end of the period routines, be sure
and make a backup of your data files. This routine will
remove all POSTED transactions in the General Ledger file.
This month's balance will be added to the beginning balance,
and then this month's balance will reset to zero. Be sure
and print out all General Ledger reports before this process
is run. If a report was not printed, you can always restore
your backup and print out the report and rerun the process.

You will be prompted to Update the General Ledger Historical
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File, if you answer 'Y' all entries will be saved to the
historical file. This will allow you to print out historical
journal and account activity reports throughout the year. If
you answer 'N' the entries will just be cleared out and not
saved for historical reports.

After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.

B. Invoices-End of the Month

Before running any of the end of the period routines, be sure
and make a backup of your data files. This routine will
match up all POSTED cash receipts and invoices. If they have
a net balance of zero, they will be deleted from the file,
unless it is a hold invoice. Be sure and print out all
reports before this process is run. You must POST the invoice
module before you can run this process. It will notify you
if there are any unposted transactions in the invoice module.

After the closing process is complete, a screen will appear
indicating that the process is complete. If any errors
occurred during the process, they will be indicated on the
screen.

Any invoices which have a balance of zero will no longer
appear on the aging report or the client statements. The
cash receipts will also be deleted from the file. You can
restore your backup if you need to print any reports not
printed out and rerun this process.

C. End of Year-General Ledger

Before running any of the end of the period routines, be sure
and make a backup of your data files. It will clear out all
revenue and expenses to your profit-and-loss account. The
balance of all the revenues minus the expenses will now be
contained in the profit/loss account. The expense and
revenue accounts will now have balances of zero.

At this time it will prompt you to Purge the General Ledger
Historical file. If you answer 'Y' all previous historical
information for the Ledger will be deleted. If you answer
'N' the information will remain on file. It will also ask if
you want to Purge the Check Historical File. If you answer
'Y' all previous historical information in the check file
will be deleted. If you answer 'N' the information will
remain on file. Also it will prompt you to Zero your Budget
Balances. If you answer 'Y' all your budget amounts will be
set to zero. If you answer 'N' your budget balances will
remain in the account file.

It will prompt you to verify that you have entered in your
proper profit/loss account. If you are unsure of your
profit-and-loss account, just press F2 and a listing of all
your chart of accounts will be displayed on the screen. Then
it will prompt you to verify that you want to run this
process.
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