Contents of the WYS-AR.DOC file
This accounts receivable program is based on a very simple
concept, What You See in the data record windows is what you will
get in your statements and reports. Being able to see the account
records in scrolling record windows makes the program very easy to
use. The program also uses many lookup tables to further enhance
it's ease of use.
The concepts used in the program does away with many extra
steps needed in programs of this type. No journals to post.
No periods to close. No loss of your existing charges by month
end closeouts. No 30, 60, or 90 day aged totals only. No need
to keep from continuing to enter daily charges either. You
decide the closing dates to print on your statements.
This program is designed to keep all outstanding charges for
visibility in record tables and for report purposes. The program
offers virtually unlimited record capacities for maintaining large
files if needed.
Two types of statements are provided for...a small and fairly
standard (6-1/2 x 7) and letter size. Should you decide to use the
program, simply print out a few samples and take them to your local
printer. The program is designed to print continuous forms. Your
local printer should be able to help you design your own unique
company letter head with logos and credit terms. If you have many
charges per customer, you will probably want to use the larger
size. Five blank lines are available at the bottom of both formats
for additional company information. The larger format could be used
right away with a simple company name and address rubber stamp.
Requirements for this program are 512k ram, hard disk or two
drives. A proper CONFIG.SYS file must also be in the root directory
for the added files and buffers needed by the program. If you have
problems running the program, see CONFIG.SYS below.
Please read the following instructions for using the program.
Once you are familiar with the use of the various keyboard keys used
in the program, you should be well on your way.
If you like this program, send 35.00 and you will be sent the
registered version. It has added report options such as single
account listing, optional beginning and ending dates for the summary
and detailed reports in this version. This will allow you to print
aged or past due amounts as far back as your accounts allow, or use
them for monthly reports if needed...any period you wish.
I. J. Smith
9795 Rustling Oaks
Baton Rouge, La. 70818
FUNCTION KEY USAGE
The following keyboard keys are used in the multiple record
table windows. A popup window will appear from these keystrokes.
A description of the action will appear in this window such as
'This record will be added' or 'Press ENTER to delete'. You can
press the ESC key to cancel or in the case of the deletion, press
ENTER and the record is then removed. You may find it easier to
add records by being situated where you want to add the record...
thus the use of the INSert key.
INSert Used for adding new records. Record will
automatically be inserted in proper position.
DELete Used for deleting highlighted records.
ENTER Used for changing highlighted record.
ESC Cancel or exit.
ARROWS These keys are used to scroll thru the records
one at a time.
PgUp Displays previous window of records.
PgDn Displays next window of records.
CTRL PgUp Displays records from beginning of file.
CTRL PgDn Displays records from end of file.
LOCATOR Locator fields are used to locate records more
quickly. As you enter the number desired, the
program will try to highlight the record or the
nearest one found.
The data entry windows are fairly straight forward. You simply
add or change data as needed with the ENTER key. Use of the ESC key
can also restore data if you wish. The ARROW keys can also be used to
step thru the data fields. If your data is correct, you can also
press CTRL ENTER and not have to step thru the fields.
Lookup fields are also used thru-out the program. If prompted
for an estimate number for example, you can enter the estimate number
desired or if blank simply press ENTER. Choices will then be displayed
in a table. Some field choices such as DESCRIPTIONS are shown with
the acceptable choices. Use the arrow keys to highlight your choice.
New records will not always display when inserting new ones. Use
the combination CTRL-PgUp keys to refresh the display as needed.
FIRST THINGS FIRST
The first thing you will need to do is establish a customer file.
A five position numbering system is used to identify the customer
records. You can use letters and numbers for this purpose. You will
find that using one or two letters from your customer's last name
along with numbers helpful in the use of the program. When prompted
for an account number in the charge or payment entry window for
example, you could enter SM and the program may highlight the
first SMiths in your file. This could save considerable time from
scrolling or paging thru the records to find accounts. Only upper
case letters are allowed along with no duplicates of course.
A twenty five character field is allowed for customer names.
Due to the nature of this program, no duplicates are allowed. It
would be very easy otherwise to enter charges or payments to the
wrong account. You will need to make slight changes in the names if
you have duplicate name accounts.
Other information such as mailing address, phone number and
contacts should be entered in the customer records also. You will
also notice a label field in the customer records. This allows you
to tag the accounts you wish to print labels with...Yes or No.
You should also enter a couple of descriptions that will be used
when entering charges and payments. Use the Description option of
the main menu for this purpose. For now, try entering Invoice and
Payment. You can always add or change any as needed. Using a few
simple uniform descriptions will make it easier to see differences
in the record tables. You may also want to enter Returns to use for
credit memos if used.
To start off with, you will have to enter beginning balances of
your accounts. You have the choice of simply entering the total
balance amounts or outstanding invoices with their dates. Your
choice. Keep in mind that the statements will print What You See.
As explained above, use the INSert key for adding new records.
If no records exist, the data entry window will automatically pop up
for your first entry. Lookup tables are provided for the customer
number and description fields. Simply press ENTER at the prompt for
choices if desired.
Use the date prompts properly as you may want to print reports
based on only certain dates. If your charges are entered daily,
this becomes important to print reports on that day's activity only.
An optional reference field is provided for invoice numbers or
or other needs.
If you need to enter credit memos or in some cases payments,
enter the amount and press the minus key. It acts like the enter
key and will display the amount with a trailing minus sign.
Depending on your particular situation, you could always simply
delete the individual charges to an account to apply payments. You
may even have to in order to remove only selected paid amounts.
The Payments option of the main menu allows you to enter payments
and let the program process them for you. You can also print a report
of the payments for your records prior to processing them. Payment
records are deleted as they are applied so make sure you print a
report first if desired. The program will apply payments to the
oldest charges first. The charges will be deleted until the amount
of the payment is satisfied. If overpaid, the overpayment will be
reflected in the charges table as a minus amount. If underpaid, the
program will apply the balance of payment to the next oldest charge.
While applying the payment, the program will pick up any credits and
continue to remove charges until exhausted.
Note: Underpayments will change the last charge amount to reflect
the balance of the outstanding amount only.
As described above, mailing labels of your customers can be
printed if desired. Only accounts whose Labels field read "Y" will
be printed. Program will print standard roll labels, 6 lines and
As described earlier, What You See in the charges data table
will be printed on the chosen size statements. You will have the
option of entering a more descriptive date to be printed on the
statements. You will also be allowed to enter the last date you
want printed on the statements. You could thus enter charges beyond
the date you want to use for your statements.
The Daily report option will prompt for the date you wish to
print a report of your charges.
The full reports should be self explanatory. They will print
all records in the charges file either in full detail or by total
amounts only. See registered version info above for more available
The single account option of the main menu allows you to view
a single customer account and print a report of the account. You
do not want to use this procedure for normal data entry since it
may be too slow for that purpose. As displayed above the table,
you can press the F5 function key to print the report.
Note: The above report is only available with the registered
version, see above.
The program has a built in feature that will blank the monitor
screen after 10 minutes of inactivity. This feature is to help
protect your screen from burn in. Simply press one of the arrow
keys to refresh the screen display.
TWO FLOPPY DRIVES
Those wanting to use the program with dual floppy drives can
place the program disk on drive B and the data disk in drive A.
Simply enter B:WYS-AR at the A drive prompt.
As stated above, the program will not work without a proper
CONFIG.SYS file in your root directory. It should contain lines of
code such as:
You can use your editor to check for these lines of code. The
numbers are not critical and can be less. What's important is that
you have this file. You can check for it's existence by simply
entering TYPE CONFIG.SYS at the prompt of your root directory. If
DOS returns a file not found message, you can copy the CONFIG.DTA
file included with this application. After it has been copied into
your root directory, rename it CONFIG.SYS. You must restart your
system for this file to take effect.
I hope you like the program. Thank you for your support.
I. J. Smith
USER ASSUMES ALL LIABILITIES IN THE USE OF THIS APPLICATION. DUE
TO THE NATURE OF THIS PROGRAM AND THE MANY VARIOUS COMPUTERS AND
OPERATING SYSTEMS BEING USED, IT IS THE USER'S RESPONSIBILITY TO
INSURE THE FITNESS OF THE PROGRAM FOR IT'S INTENDED PURPOSE. THE
APPLICATION HAS BEEN TESTED. HOWEVER, IT IS STILL THE USER'S
RESPONSIBILITY TO UNDERSTAND AND USE IT PROPERLY. NO WARRANTIES
ARE EXPRESSED OR IMPLIED. AS WITH ALL COMPUTERS, BACKUPS OF ALL
IMPORTANT DATA FILES SHOULD BE MADE PERIODICALLY.
Other programs by this author you may wish to look into:
SPC-INVENTORY PLUS Inventory, Purchases and Sales.
Many features and reports.
SALES-BIZ Sales tracking program for
products, customers, contacts,
logs, etc. Program features as
found in this program.