Dec 122017
 
Small business accounting package.
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Small business accounting package.
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Contents of the PC-AP.DOC file



PC-AP MANUAL
Version 1.1



PROGRAM DESCRIPTION

PC-AP is an accounts payable program for small and medium
size businesses. The program runs on a IBM PC or compatible
computer with one disk drive and at least 256k memory.

PC-AP is a user supported program. Your are encouraged to
give copies to anyone who might use it. If you like the program
and find it useful, please contribute $35 to:

Jerry Medlin
310 S. Jefferson St.
Napa, Ca. 94559

Your contribution will entitle you to a copy of the latest
version of the program and a telephone number for limited
telephone assistance should you require it. You will also
receive a program which will allow you to customize some features
of PC-AP. A complete description of the customizing program is
contained at the end of this manual.

The system consist of two files.

PC-AP.COM - The compiled program written in Turbo Pascal.

PC-AP.DOC - This documentation in ASCII form.

The program makes liberal use of the PC's numeric key pad
both for numbers and commands. You can have the Num Lock on all
the time. PC-AP is designed to work hand in hand with PC-GL, a
General Ledger Accounting Program. Each invoice entry must be
assigned an expense code or account number and those account
numbers must correspond to the account numbers in the PC-GL chart
of accounts. You must have the chart of accounts file from PC-GL
on the data disk at all times in order for PC-AP to function.
The file name of the PC-GL chart of accounts file is PC-GL.COA.

To run the program, simply type "PC-AP". If you want to
specify a drive and path for your data just add the drive and
path description after the program name. i.e. type "PC-AP B:" to
use the B drive for data files.

A menu is then displayed for operator selection:

Enter or Change Vendors
Enter, Change or Select Invoices
Print Checks For Invoices Selected
Print Check Listing
Print Invoice Listing
Print Vendor Activity Report
Print Mailing Labels
Print Vendor Listing
Post Invoices to PC-GL
Start a New Accounting Period
Export Vendor Data to ASCII File
Save Data and End





When inputting information, the plus <+> key has the same
effect as the return or enter key. Numerical information is
entered "calculator style". The decimal point is placed
automatically. The minus <-> key enters a negative number. This
makes using the numeric key pad even easier.

PC-AP is fast because it works with data in random access
memory, but the capacity is limited by available memory.
Available memory is shared by the data. With more vendors on
file, fewer invoices can be entered and vice-versa. PC-AP allows
a maximum of 1500 vendors and 1500 invoices per accounting period
with 512k of memory. With 256k the capacity is reduced to about
300 vendors and 300 invoices.

Each time the menu is displayed, the number of invoices that
can be added with the available memory (limited to a maximum of
1500) is printed at the bottom of the screen.

Since a power interruption will result in loosing all the
data currently entered into the program, you should occasionally
save your data back to the disk. This is done by selecting End
Processing from the menu. The current data will be saved to the
disk then you will be asked "Do you want to end ?". Just answer
with an "N" and you may resume processing.


THE PROCESSING CYCLE

As you receive invoices or statements to pay during the
month, enter them into the program. When you receive an invoice
from from a vendor not on file, you must go to "Enter or Change
Vendors" and enter that vendor's information before you can enter
the invoice.

When you are ready to pay bills, select the invoices to pay,
then print the checks. The invoices selected for each vendor
will be combined and a single check printed for each vendor. The
check number and check date will added to the invoice, indicating
that it has been paid.

At the end of the processing period (usually a month) you
should print reports to retain a permanent record of the month's
activity. Reports may be printed in any order and as often as
desired. If you discover an error in any of the reports you may
correct the problem and reprint the report. At any time you can
stop processing by choosing the End Processing selection from the
menu.

Once you are satisfied that the monthly information is
correct, you should start a new accounting period and post the
invoices to the PC-GL General Ledger program by using the START A
NEW ACCOUNTING PERIOD selection from the menu. The invoices will
be posted assuming a cash basis for accounting. If you need
accrual accounting, the program can be modified to post on an
accrual basis. To complete the posting process, you must make an
offsetting entry in PC-GL for the total amount of checks or
invoices posted.

All of the paid invoices will be saved in a file for later
review and the unpaid invoices will be carried over into the next
accounting period.





ENTER OR CHANGE VENDORS

Vendor information is entered and changed using this
selection from the menu. The following information is entered
for each vendor:

Vendor name - Two lines of 31 characters each are available.
If you only want a single line for the name, leave line two
blank. The blank second line will be omitted from mailing
labels and checks. When checks or invoices are posted from
PC-AP to PC-GL, the first line of the vendor name is used
for the description. Since descriptions for the PC-GL
General Ledger program are limited to a length of 21
characters, only the first 21 characters of the vendor name
will be posted to PC-GL. The small down arrow indicates
the position of the 21st character so may choose to keep
the first line of the vendor name short and use the second
line for the remainder of the vendor name.

Vendor Code - A ten character code that will be used to sort
vendors and also to post invoices and checks to the vendors
account. In most cases you will want to enter the vendor's
last name, followed by as much of the first name as will fit
in the remaining characters. For instance, if the vendors
name is Jerry Medlin, the vendor code would be MEDLINJERR.
Notice that all capital letters are used. If you enter
lower case letters they will be changed to upper case
automatically. Also, notice that no spaces are included.
The program will prevent you from entering a previously used
vendor code.

Street Address - Up to 31 characters for the street address.

City State & Zip - Up to 31 characters for the city, state
and zip code.

Auto Invoice Amt - An amount entered here can be entered
each month as an amount due from this vendor. This is
where you would enter fixed monthly payments such as loan
payments. If the amount is different each month just enter
a zero.

Default Acct No. - This is the account number from PC-GL
that payments to this vendor are generally posted. It is
also the account number used for automatic posting. If you
use a number of different account numbers for this vendor,
leave the default account number blank.

Auto Invoice Date - The day of the month the Auto Invoice
Amount is due. This can be a number between 1 and 31 and
will be used as both the invoice date and due date for the
invoice generated by the "auto invoice" feature.

YTD Invoices & YTD Checks Written - These numbers are
maintained by the program and are printed here for your
information. You can change them using the Change
option if you desire. At the beginning of the year, you
should set these numbers to zero using the Zero YTD
Balances.







Pressing the Escape key during entry takes you back to the
previous field. Pressing the Escape key at the first name entry
takes you to the command mode. The command mode allows you to
scroll up and down through the vendor names, delete vendors,
change vendor information and do a quick check on the balances
for a vendor. Pressing the Escape key from command mode takes
you back to the menu. The available commands are listed at the
bottom of the screen.


ENTER, CHANGE OR SELECT INVOICES

This selection allows you to enter invoices and select them
for payment. Each invoice entry also includes the check number
and date of the check used to pay the invoice. If the invoice is
unpaid, the check number and date are blank. Since a single
check can be used to pay more than one invoice, the same check
number may appear with several invoices. The check amount is the
total of all of the invoices with that check number.

Invoice amounts are entered as positive numbers using the
plus <+> or enter key and discounts and adjustments are entered
as negative numbers using the minus <-> key (enter the number
then press then minus key).

The following information is entered for each invoice:

Vendor Code - The 10 character code previously entered for
each vendor is used to post an invoice. You need enter only
as much of the vendor code necessary to distinguish it from
any other code. In other words, if only one vendor has a
vendor code beginning with MEDL then you need only enter
MEDL to post to this vendor. The vendors name will be
printed at the bottom of the screen so you can be sure you
are posting to the correct vendor account. If all you know
is that the vendors code begins with ME then just enter ME
and the program will print all of the vendor codes beginning
with ME at the bottom of the screen.

Invoice Date - Enter the date on the invoice as MODA form.
The date of June fourth would be entered 0604 with no dash
or slash.

Due Date - Enter the date payment is due.

Invoice number - Up to 14 characters for the invoice number.
Alphabetic characters are allowed, so you can use this field
for a short description is you like.

Account Number - Enter the account number that this invoice
will be charged to. The account description will be printed
at the bottom of the screen. Account numbers come from the
PC-GL program. If you don't remember the account number,
enter the number 999. The program will then allow you to
use the arrow keys to search through the possible sales
codes. When the desired sales code appears just press
return to enter it.









Amount - Enter the amount of the invoice. The number is
entered "calculator style" with the decimal point being
placed at two decimal places.

Pressing the return key on any entry except the amount,
defaults to the previous value. This allows you to make multiple
entries for an invoice with the same vendor, date and invoice
number.

To enter a discount, make an entry with the same invoice
number and date with the discount amount entered as a negative
number. Negative numbers are entered by first entering the
number and then pressing the minus <-> key.

To partially pay an invoice, you must break the invoice into
two invoices. Enter one invoice for the amount you want to pay,
and another invoice with the same invoice number and date for the
remainder of the total invoice amount. Then mark the first
invoice for payment.

Pressing the Escape key during entry takes you back to the
previous field. Pressing the Escape key at first entry position
takes you to the command mode. The command mode allows you to
scroll up and down through the entries, delete entries and change
entries.

From the command mode you may press the Auto Invoice key
to automatically post the amount entered for each vendor as an
auto invoice amount. You will be asked to enter a single date
and invoice number for the automatic postings.

The Sort by Due Date command will quickly sort all of
the invoices by due date. This makes it easier to choose which
invoices to pay. You can then start at the top of the invoice
listing and pay bills until you run out of money. Pressing the
key again returns the invoices to their original order. When
you return to the main menu, the invoices are also returned to
their original order.

Pressing the Escape key from command mode takes you back to
the menu. All the available commands are printed at the bottom
of the screen and may be chosen by a single keystroke.


SELECTING CHECKS FOR PAYMENT

Before a check can be written to pay an invoice, it must be
marked for payment. This is done by using the up and down arrows
to find the invoice and then pressing the asterisk <*> key. The
word" pay " will appear in the check number field for that
invoice indicating that it has been marked for payment.

The Total command will print the total of all invoices
paid, unpaid and marked for payment. You should check this total
before printing checks to see that you haven't selected more
invoices for payment than you have money in the bank. You can
also print the invoice listing to get a printed listing of
invoices selected for payment. The Vendor Total command will
total invoices for only one vendor.







PRINT CHECKS FOR INVOICES SELECTED

This menu selection a check for each vendor with unpaid
invoices that have been marked for payment. All of the invoices
for each vendor will be combined and payed with a single check.
Before printing begins, you will be asked for a beginning check
number. That number will be used on the first check written, and
subsequent checks will be numbered sequentially. The check date
will be the system date. That is the date you enter when your
computer starts up. If you want post date checks, you must exit
the program and change the system date.

Checks are printed on standard pre printed accounts payable
checks. Set the printer to begin printing just under "DATE" on
the first page of the check form. The checks may be ordered from
a number of suppliers including NEBS (New England Business
Services). The NEBS form number is 9020. The APCONFIG program
allows you to choose an alternate check form with the check stub
on the bottom of the check. This is the same check form used by
the PC-PR payroll writing program. (NEBS form number 9022).


PRINTING REPORTS

The first time you choose a printed report from the menu you
will be asked to enter a report date. This date will be used on
all reports. If you want to change the report date you must end
processing and start over, otherwise the same report date is used
on all reports printed during a posting session.

On some reports you will be asked to enter a vendor code.
This is the starting vendor for printing. Press return to start
at the first vendor. You will then be asked how many to print.
Enter the number of vendors you want, starting at the selected
vendor, or press return to print from the starting vendor to the
end of the list. This feature allows you to print partial
reports or to print a report for only a single vendor. If you
want to print reports for all vendors starting at the first
vendor just press return twice.

Next, you will be asked to choose if you want to print the
report to the printer

, to the screen or to a file .
If you choose to print to a file you will be asked for a file
name. The report will then be saved as an ASCII file. These
files are not readable by PC-AP, but can be viewed and changed
with a text editor and used by other programs that can read ASCII
files. Since the report is printed to a file exactly as it would
be printed to a printer, if you use LPT2 for a file name, the
report would be printed to your second line printer.

PRINT CHECK LISTING

To provide an adequate audit trail, this report should be
printed and retained before closing out the month. It will list
all the checks written by the program or entered manually for the
accounting period. The checks will be printed in numerical
order.









PRINT INVOICE LISTING

You may print all of the invoices or just unpaid invoices.
This report should also be printed and retained at the end of the
processing period. You can print the invoice listing before
printing checks to get a summary of how many checks are to be
printed. This helps avoid the embarrassment of printing more
checks than you have money in the bank.

PRINT VENDOR ACTIVITY REPORT

This report is a summary of activity for a vendor for the
last 6 accounting periods. If you choose to print the report for
all vendors, you can expect the report to take a considerable
amount of time to print. A more practical way to use this report
is to print it for a single vendor as needed to resolve problems.
The number of accounting periods saved can be changed using the
APCONFIG program. The maximum is 16 months.

PRINT MAILING LABELS

As long as you have all of this vendor information on your
computer, you might as well use it to print mailing labels. You
can print labels for all the vendors or only one vendor. Labels
are printed on standard 15/16ths peel off labels with one inch
spacing between labels. To align the printer, use the selection
process to print a single label.

PRINT VENDOR LISTING

Occasionally, you will want to print a listing of all of the
vendors on file. The report includes all of the vendor
information on the "Enter or Change Vendors" input screen.

START A NEW ACCOUNTING PERIOD

When you have printed all the reports you need and all is in
order you can complete the accounting period. All of the paid
invoices will be saved to a file for later review with the Print
Vendor Activity Report. Paid invoices for the last 8 accounting
periods will be saved on the data disk in a series of files. The
most current paid invoices will be saved in the file named 1.TRN
and the next most current in 2.TRN. Eventually, the oldest paid
invoices will be saved in the file named 8.TRN.

All unpaid invoices will be carried over to the new month.

All paid invoices will be posted to the PC-GL program. If
you have already posted transactions to PC-GL for the month the
data disk must also include the transaction file PC-GL.TRN so
that the checks can be added to any other PC-GL transactions for
the period.

Remember that only the checks are posted to PC-GL. For
double entry accounting, you must complete the operation by
entering a credit <-> to the CASH IN BANK account for an amount
equal to the total of all checks posted from PC-AP to PC-GL. If
you don't, the PC-GL ledger will be out of balance by that
amount.







The program assumes you are on a cash basis of accounting,
so only the invoices actually paid during the month are posted.
If your accounting is on an accrual basis you may modify the
program using the APCONFIG program so that all of the invoices
ENTERED for the month are posted to PC-GL.

In that case, the offsetting credit must be made to the
ACCOUNTS PAYABLE account for the total of all invoices posted
from PC-AP to PC-GL. In addition, you must make two more entries
in PC-GL to reflect the payment of invoices during the month: A
debit <+> to ACCOUNTS PAYABLE and a credit <-> to CASH IN BANK.
The amount for that entry should be obtained from the PC-AP Check
Listing report.


EXPORT VENDOR DATA

This selection will create a file on the logged disk drive
and subdirectory called PC-PR.PRN which can be read by programs
like Lotus 123 and Reflex. Textual data in the vendor file will
be surrounded by quotation marks. You can then read the data
into Lotus 123 by using the /File/Import/Numbers command. Be
sure that no names or addresses in your vendor file contain
quotation marks before trying to export vendor data.

SAVE DATA AND END

When processing is completed you must exit the program using
this selection. Do not end processing by just turning off the
computer, you will lose any data entered since the last save
operation. If you just want to save the current data to the disk
without ending, you may answer "N" to the question "Do you want
to end processing?" and you will be returned to the menu.


USING THE CONFIGURATION PROGRAM

The configuration program (APCONFIG.COM) is provided to all
registered users. It allows you to change certain features of
PC-AP. The APCONFIG.COM program and the main program (PC-AP.COM)
should both be on the same disk drive when you configure your
copy of PC-AP. Just run the program by typing APCONFIG at the
Dos prompt. Use the up and down arrows to move the pointer and
then press to change an item. You will be allowed to change
the following information:

Display Colors - If you have a color adapter and monitor,
you can change the colors for screen borders, program
prompts, data, and background. Allowable colors are from 0
to 15 except for background color which can only be from 0
to 7. The display will be instantly updated as you enter
the new colors.

Laser Printer? - You will also be able to change the way PC-
AP starts a new page. Usually, PC-AP starts a new page by
counting lines until the page total equals 66 lines. If you
enter a "Y" for the laser printer question, PC-AP will start
a new page by issuing a form feed command. This would work
just fine on most other printers too, but requires that you
set the top of form before you start printing.






Disk Drive and Path - Enter a drive and path designation for
PC-AP data. If you want the program to read data from the B
drive just enter B:.

Accounting Method - This determines how invoices are posted
to PC-GL. The allowable answers are "C" for cash basis
accounting and "A" for accrual basis accounting. A "C"
answer means that any invoices paid during the month will be
posted to PC-GL. An "A" answer means that all invoices
actually entered during the month will be posted to PC-GL.

Months to Save - The PC-AP program saves paid invoices on
your data disk for later review with the Vendor Activity
Report. Normally the paid invoices for the previous six
months are saved. You may modify this number to be
anywhere from zero to 16 months. Remember, the more months
data you save, the more room you need on the data disk and
the more time it will take to review a vendor's activity.

Top or Bottom Stub Check - PC-AP normally prints on a check
form with the stub on the top. (NEBS form number 9020 or
equivalent). You may choose to use a check form with the
stub on the bottom. (NEBS form 9022 or equivalent). Enter a
"T" for top stub or a "B" for bottom stub.

When you have finished making your changes, press the escape
key to exit the program. You will then be asked if you want to
save the changes. If you answer with a Y, both the configuration
program and PC-AP will be changed until you run the configuration
program again.


HELPFUL HINTS

The escape key is always used to go back to the previous
operation. From anywhere in the program if you continue to press
the escape key you will eventually return to the main menu.

When printing reports you may pause the printing by pressing
any key. To resume printing press any key again. To quit
printing press the escape key after pausing.

Each vendor must have a unique vendor code for posting. If
you insist on using numbers, the program won't object. You
should at least try the method suggested earlier in the manual.
Use a vendor code made up of the vendor's last name plus as much
of the first name as the 10 character limit will allow. Jane
Smith would then have a code of SMITHJANE (Notice that there are
no spaces). This method allows rapid posting of invoices without
looking up vendor numbers. The searching method allows you to
quickly examine the codes for all of the Smiths by just typing
SMITH when asked for a code.

The first 6 times you start a new accounting period more
disk space is required for historical files. If you have a large
business and you are using floppy disks for data storage, you
could run out of disk space. Check available disk space with
Dos's DIR command occasionally.








PC-AP is written in Turbo Pascal. The source code is
available for $95.

To print this manual:

Turn on your printer and set it to the top of the page.
Enter COPY PC-AP.DOC PRN:



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