Category : Databases and related files
Archive   : PC-ACC1.ZIP
Filename : MAN

PC ACCOUNTING II
Copyright 1986 PPE Inc.

Table of Contents

Introduction.........................2
List of Files........................3
Program Summary......................3
How To Start the Programs............4
Accounts.............................5
Account File.........................5
Basics of Accounting.................6
Account Design.......................8
Disk Management......................8
Products.............................8
Accounts Receivable
Accounts Payable...................10
Transaction Format...................11
Entering Transactions................12
Entry Options........................14
Exit.................................15
Options..............................15
Change Options.......................16
Posting Totals.......................17
Print Journal........................18
Summary Program......................19
Print Accounts, Ledger...............19
Statements...........................19
Transferring to New Year.............20
End of Year Inventory................21
End of Year Transactions.............23
End of Year Accounts.................23
Clear All Transactions and Repost....24
Comparing Bank Statement.............25
1099 Forms...........................26
Multipurpose Forms...................26
Numbering of Forms...................28
Credit and Debit Memos...............28
Printing the Forms...................28
Condensed Format for Products........29
Condensed Format for Account
Receivable and Payable.............29
Backup Copies........................30
Printing Checks......................30
Program Accuracies...................31
Double Checking Sums.................32
Starting Your Own Files..............32
Errors ..............................34
How to Stop Printing ................35
Prompts .............................35
Printing AR/AP Labels................36
Directory of AR/AP...................36
Computer Crashes.....................36
Miscellaneous Notes..................37
Checking For Low Inventory...........37
Inventory Check Sheets...............37
Balance Sheet and Income Statement...39
Monitoring Accounts Receivables......39
Finance Charges......................40
Returns..............................40
Payments Received....................40
Payments Made........................41
Inventory Shipped....................41
Inventory Received...................41
License Agreement....................41
Disclaimer of Warranties.............42
Update and Service Policy............42
User Supported Software..............44
Registration Order Form..............45
Other Software form PPE..............46
Business Forms ......................47

Introduction

PC Accounting II is an integrated General Ledger, Inventory,
Accounts Receivable, Accounts Payable, and Payroll Program. PC
Accounting II is an extension of our previous program PC
Accounting (now Renamed PC Accounting I). Yes, there really is
a PC Accounting I. We did not just start at number II as some
companies do.
You do not have to use every option of the program. For
example, you can use Accounts Receivable without using the
Accounting Journal. You do not have to use the Inventory if you
do not keep an Inventory. You do not have to use the Payroll if
you have an outside service processing your payroll.
You can use PC Accounting II with PC Accounting I. For
example, if you are a dentist and have a lot of accounts receivables
but do not need to keep a double entry accounting system you can
use PC Accounting II for your receivables and keep your accounting
records on PC Accounting I.
PC Accounting I is a single entry accounting system suitable
for very small business that do not need a double entry
accounting system. PC Accounting I and its manual should be on
the first disk of the two you received. The Payroll Program and
the Secondary Program are the same for both PC Accounting I and
PC Accounting II. Information on how to use the Secondary
Program and Payroll Program is in the manual for PC Accounting I.
If you are using PC Accounting II, you also need to print the
manual for PC Accounting I.

PC Accounting II is a very simple Accounting Program. There
are other programs that have a lot more features. Our program
was designed for small companies that need an easy to use
accounting program.

You can purchase more complicated accounting programs that
will do everything from forecasting to showing your data for the
past seven years. But do you really need all the information
these programs provide? Are you willing to spend hours required
each week to run the programs? If you have an intelligent full
time bookkeeper who can handle the full time task of running one
of the other, more complicated programs maybe you should consider
them. However if you or a secretary are keeping your books, then
our program is clearly the easiest program. If this program
does everything you need, why bother with a much more complicated
program?

List of Files

You should have received two disks. The first disk is the
PC Accounting I disk. The Secondary Program and The Payroll
Program are on the first disk and are used by both PC Accounting
I and II.

The Second Disk is the PC Accounting II disk. The following
files should be on the PC Accounting II Disk:

INITIAL.EXE - The Initial Program
START.EXE - The Start Program
SUMMARY.EXE - The Summary Program
ENTRY.EXE - The Entry Program
TRANS - Sample Transactions
ARAP - Accounts Receivable Accounts Payable file
ACCOUNTS - Contains the Accounting Accounts (Assets,
Liabilities, Equity, Revenue, Expense)
PRODUCTS - All your products for inventory.
COMPANY - Contains information about your company.
INVENT - Inventory, Entry for each inventory change
DBCR - DeBits CRedits, Entry for each account change
EMPLOYEE - All your employees
TAXTBL - Tax Table for Payroll Program
CONTRACT - All your Contractors
CLASS - Only used in PC Accounting I
BANK - Only used in PC Accounting I
SCREEN - Only used in PC Accounting I
BASRUN.EXE - Basic Runtime module
MAN - Manual
PRINTMAN.BAS - Short Basic Program that prints the manual
OF - Order Forms for Multipurpose Forms

The Programs

The Start Program is a very simple program that provides a
menu and description of the other programs you can use. You can
run all of the programs directly from DOS. Using the START
program is not necessary to run any of the other programs. The
start program also has an option that prints the Journal out on
paper.
The Initial program is used to enter the names of your
accounts, products, and accounts receivables. The initial
program is also used to check the current balance of the
accounts, the current number and value of products in stock, and
the current and late accounts payable and accounts due. The
initial program also prints inventory check sheets, balance
sheet, and income statement.
The Secondary Program is used to enter company information,
your employees, tax tables, and contractors. The secondary
program has a depreciation calculation subroutine and a
simple end of year inventory you can use if you are not using the
inventory in PC Accounting II. Information on the Secondary
program is in the manual for PC Accounting I which is on the
first disk. The secondary program is used to change the sales
tax, your ship to address, printed forms option, terms, and
shipping.
The entry program is used to enter each transaction. The
entry program is used to view and change transactions already
entered. The entry program prints purchase orders, invoices,
debit memos, credit memos, packing lists and checks for each
transaction.
The Summary program is used to summarize and report the the
transactions. The summary program also has the end of year
transactions and prints statements.
The Payroll program is used to calculate the deductions for
your employees and prints the paychecks. Information on the
Payroll program is in the PC Accounting I Manual which is on
the first disk.

How To Start The Programs

The programs are menu driven and relatively easy to use.
You should jump right in and try running the programs. All files
must be on the default disk drive. It will only take about a
hour to try every option of all the programs. This is not a
large printed manual with hundreds of printed screens. We had to
limit the length of this manual so that it would fit on disk.
If you are using a hard disk, just copy all of the files to
your hard disk. If you are running the program from the floppy
disk, make a working copy by deleting the manual file (after
you made a backup copy) and copy the PAY.EXE, SECOND.EXE,
GROSSPAY, EMPLOYEE and TAXTBL from the first disk to the
working disk.

Before you can start using this program, you need to know
how to use your computer and disk operating system.
You should know :
1. How to turn on your computer and load DOS
2. How to backup a disk or file using DISKCOPY or COPY
3. How to see what is on your diskettes using DIR
4. How to delete a file using DEL
5. Which disk drive is drive A, which disk drive is drive B,
and which one is the default disk drive at any time (the letter
before the > prompt).
6. How to use your hard disk, make directories, change
directories and copy files between directories.
If you do not know how to do any of the above, read your Disk
Operating System manual. IBM also encloses with some of its
computers a manual titled Guide to Operations which explains in
simple terms how to use DOS. You could also get a friend to show
you how to use your computer.

Accounts

This program is set up so you can have up to 255 accounts.
The number of the account determines whether it is an asset,
liability, stockholders equity, revenue or expense. Stockholders
equity is also known in accounting terminology as net worth,
equity, or capital.

Account # Type of Account

1 - 49 Assets
50 - 99 Liabilities
100- 124 Stockholders Equity
125- 149 Revenue
150- 255 Expense

As you can see from the above table, you can have up to 49
assets accounts, 50 liability accounts, 25 stockholders equity
accounts, 25 Revenue accounts, and 105 Expense accounts.
Each individual accounts payable and accounts receivable is
kept separately in the ARAP file, so you only need one account for
accounts payable and one account for accounts receivable.
Other programs allow you to have thousands of accounts, but
for most businesses 255 is more then sufficient.
If you want to keep data for two departments, you can set up a
different account for each department. For example, you can have
account 125 as Sales Dept A and account 126 as Sales Dept B. You
can have a similar breakdown for expenses, assets, and
liabilities. However, adding a separate account for each
department may push the number of accounts you need over the 255
limit. If your company is large and has several departments you
may want to consider using a more advanced multiuser accounting
system.

A basic knowledge of bookkeeping is required to use the
accounting features of this program. Any double entry accounting
program requires that you have a basic knowledge of bookkeeping.
A single entry accounting system such as PC Accounting I does not
require any knowledge of accounting.

Account File

For each account from 1 to 255, the following information is
stored in the fields:

Account Name - Enter
Debit Total - Computer adds all transactions involving this
account with a debit entry
Credit Total - Computer adds all transactions involving this
account with a credit entry
Start Of Year Balance - Enter the starting balance
First Transaction Number - Not currently used; for future use

The account Name is a 12 character or less name of the
account. We had to limit the account name to twelve characters
in order to fit it on the screen. The debit total is the total
debits for this account in the current year. The credit total is
the total dollar credits for the account this year. The start
of the year balance is the balance of that account at the start
of the year. The start of the year balance is positive if it has
a debit balance. The start of the year balance is negative if it
has a credit balance.
The current balance is also calculated and shown.

Current Balance = Start of Year Balance + Debits - Credits

Because our program posts each entry right after it is entered
the balance is always up to date. This is especially useful for
accounts such as checking and bank accounts.
Do not change accounts in the middle of the year. You can
add new accounts in the middle of the year. For example, do
not change account #1 from Citizens Bank Account to Hanover Bank
Account. Make the Hanover Bank account account number 22 or
another UNUSED asset account. At the start of the year, you can
change account numbers IF the balance is ZERO; this is standard
accounting practice. You should not change account numbers in the
middle of the year with any accounting system.

Basics of Accounting

Each account must be either an asset, liability, stockholders
equity, revenue, or expense account.

Assets = Liabilities + Stockholders Equity + Revenue - Expenses

Each transaction must affect at least two accounts (that is why
they call it double entry), and each transaction must be balanced
(the total debits and total credits must be equal).

For example, the following transaction affects two accounts and
is balanced:

Account Debits Credits
Cash in Bank $335.00
Sales $335.00

Debits are normally entered in the left of the two columns
and Credits are entered in the right column. However, in our
program to save screen space we have used the alternative method
of using one column for both debits and credits with debits being
positive and credits being negative.

For example, the above transaction is shown as :

Account
Cash in Bank $335.00
Sales -$335.00
0.00

The 0.00 is the transaction balance which should be zero for
all transactions.

Debits and Credits either increase or decrease the account
depending on whether it is an asset, liability, stockholders
equity, revenue, or expense.

Debits Credits
Increase Assets Decrease Assets
Decrease Liabilities Increase Liabilities
Decrease Stockholders Equity Increase Stockholders Equity
Decrease Revenue Increase Revenue
Increase Expenses Decreases Expenses

When you enter an account number, the computer will tell you
whether the account is an asset, liability, stockholders equity,
revenues or expense. The computer will also tell whether a debit
will increase or decrease the account and whether a credit will
increase or decrease the account.

Ninety Eight per cent of your transactions are routine. The
most common transactions are :

Sale of Merchandise for Cash
Sale of Merchandise on Credit
Received Payment for Sale of Merchandise on Credit
Pay for Expenses in Cash
Purchase Inventory in Cash
Purchase Inventory on Credit
Pay for Inventory Purchased on Credit
Employee Expenses and Payroll Tax Liability
Sales Tax Collected
Petty Cash Expenses

Note: "Cash" refers to a checking account or cash.

Once you have decided how to handle these routine transactions,
98% of your transactions are taken care of. If you are already
in business, just use your current books as a guide on how to
handle these routine transactions. If you are just starting
in business, you need to decide how to handle these routine
transactions.
You may want to make a short list of which account number to
debit and which to credit for your routine transactions until you
have used them so often you have them memorized.
The remaining 2% of the transactions will become more
complicated and might have tax implications. For example,
purchasing expensive equipment involves depreciation and other
tax considerations. Your accountant can help you with tax and
end of year closing transactions.
There are hundreds of books on accounting you can read if
you need to learn more about accounting. This manual is not
intended to be a book on accounting.


Account Design And Journal

Traditional accounting systems use both journals and
ledgers. In traditional accounting systems, transactions are
first entered into a Journal then posted to the General Ledger.
A Journal is a sequential entry of all the transactions. A
Ledger contains the same information as the journal except that
it is stored under each account rater then sequentially.

PC Accounting II is not a traditional accounting system. PC
Accounting II was designed to take advantage of the hard disk
technology and the fast speeds of today's personal computers to
eliminate the need for both a journal and ledger. PC Accounting
II keeps only a journal of all the transactions. PC Accounting
II does not store transactions in a general ledger. Only the
total debits and credits for each account are kept.
PC Accounting II can print a Ledger for each account or all the
accounts, but the entries are still stored sequentially in the
Journal. This set up eliminates the possibility of posting errors,
the problems of keeping two redundant files, and makes the program
easier to understand and more reliable then the traditional
design.
This program does not use any special Journals such as a
Cash Disbursements Journal. This program only has a General
Journal. Special journal are useful in handwritten accounting
systems. However, they would have no advantage in this system.

Disk Management

All of the programs in PC Accounting II require all of the
data to be in the default disk drive. This program will run
with a single disk drive. However,a hard disk is required for data
storage for more then a few thousand entries. Since this program
uses a lot of disk reads and writes, using a floppy disk slows down
this program. You can try this program out on a floppy disk-based
system, but a hard disk is virtually required to run this program
effectively. This program was designed to take advantage of the
hard disk technology. Using a hard disk is a lot easier then
wasting hours swapping floppy disks.

Products

The product file contains your products you want to keep
track of. Your products must be numbered sequentially. You can
have up to 7,000 different products.

Products one to five are used for :

Product#
1 General Merchandise
2 Individually Tracked Items
3 Sales Tax
4 Shipping
5 Trade Discounts

General Merchandise are small items you do not want to keep
track of. For example, you may not want to keep track of disk
mailers because they are so inexpensive.
Individually tracked items are large, expensive items you
want to keep individual track of. For example, if you are an
automobile dealer you would keep track of each car you purchase,
not just a running total of the cars you have in stock.
Sales Tax is sales tax you collect or pay. Sales tax you
pay on purchases will be posted to the total dollar cost field.
Sales tax you collect on sales will be posted to the total dollar
sales field.
Shipping is the shipping you charge your customers or the
shipping amount you pay your suppliers. Shipping you pay on
purchases will be posted to the total dollar cost field. Shipping
you charge customers will be posted to the total dollar sales field.
Trade Discounts are either the trade discounts you give your
customers or the trade discounts you get from your suppliers.
Trade discount you earn on purchases will be posted to the total
dollar cost field. Trade discounts you give on sales will be
posted to the total dollar sales field.

Each Record in the Product File contains :

Description of the Product - Description and suppliers product#
Measure - How the product is counted (units, box, dozen, Hundred)
Reorder Amount - Reorder point
Standard Cost of the Product - How much it should cost you to
purchase or make this product
Product Location - Where the product is stored
Total Quantity Ordered -
Total Quantity Received -
Total Quantity Sold -
Total Dollar Cost - How much it cost you to buy all the products
Total Dollar Sold -
Price One - Price at lowest quantity
Minimum order quantity -
Price Two -
Price Break Two - The quantity at which the customer get price
two
Price Three -
Price Break Three - The quantity at which the customer gets
price three.

Three different prices can be used when you have reduced prices
for customers who purchase items at higher quantities. You do
not have to use prices two and three if you only have a single
price. In fact, you don't even have to use price one if you don't
want to, but then you would have to enter the price manually
every time someone orders the product.
If you have four or more prices for a product, you can enter
three prices and enter the fourth or fifth price whenever the
product is sold at the fourth of fifth price.

The Quantity Ordered, Received, Sold, Dollar Cost and Dollar
Sold are the sums of all the transactions involving the product;
the computer automatically calculates them. When you are first
entering the products, just enter zero for these fields.
The description of the product is 25 characters long. The
first 15 characters are a short description of the product. The
last 10 characters are your suppliers' product number. You do
not have to use the last 10 characters for your suppliers'
product number; you can leave the last 10 characters blank.
The last 10 characters containing your suppliers product number
are only printed on purchase orders.

For each product the following are calculated:
Number in Stock = Total Quantity Received - Total Quantity Sold
Average Cost = Total Dollar Cost / Total Quantity Ordered
Average Price = Total Dollar Sold / Total Quantity Sold
Average Margin = Average Price - Average Cost
Total Margin = Average Margin * Total Quantity Sold

The Total Margin is the gross amount of money you made
selling the product. For the first five "products" such as sales
tax, the costs and margins are meaningless. If sales for a
product are zero, the margin may be negative which is meaningless
because you did not actually sell any of the product. If you did
sell some products and the margin is negative, you lost money on
every one you sold (something you don't want to do!).
You can use the margin and total margin to determine which
products are the most profitable. If the margin and total margin
are low, you may want to discontinue the product.

Products Can Be Services

Products do not have to be physical products. You can
enter services as products. We defined shipping, tax and
discounts as products. Of course, the quantity in stock and
costs for services is meaningless.

Accounts Receivables Accounts Payable File (ARAP)

The ARAP (Accounts Receivable Accounts Payable) File is used
for both accounts receivable and accounts payable. From now on,
we will use the abbreviation AR for accounts receivable and AP
for accounts payable.
We have used the same file for both Accounts Receivable and
Accounts Payable because the information needed for them is the
same. The AR/AP Flag is used to determine if the entry is an AP
or an AR account. You can have up to 7,000 Accounts Receivables/
Payables.

Each record in the ARAP file contains the following:

AR/AP Flag - Whether this record contains AR or AP
Bill To Name -
Street Number -
Street Name -
City State Zip Code -
Ship To Name -
Ship To Address -
Ship To City State Zip Code -
Phone Number -
Credit Limit -
Total Borrowed -
Total Paid -
Contact Person -
Current 0-30 days -
Invoices 31-60 days -
Invoices 61-90 days -
Invoices over 90 days -
Trade Discount -
Sales Person Number - Informational Only

Balance = Current 0-30 days + Invoices 31-60 +
Invoices 61-90 + Invoices over 90 days

The computer calculates the invoices, the amount paid and
the amount borrowed from the transactions. When you are first
entering a company in the ARAP file, just enter zero for the
amount paid, amount borrowed, and all the invoices outstanding.

The street number is entered separately from the street name
because this program uses the street number to search for the
correct ARAP record. A different name and address is used for
billing and shipping because many firms use a Post Office box or
have a different address for billing and shipping. The total
borrowed and total paid are provided so that you can see who
your best customers are. The balance due is calculated using
the above formula, not from total borrowed and total paid.
The total borrowed and total paid also serve as a check for
the balance due.

You must assign your Accounts Receivables and Accounts
Payable numbers sequentially from one up.
Accounts number one and two are used for General Accounts
Receivable and General Accounts Payable. These are used for
firms that you don't want to enter into your ARAP file.
For example, you can use the general Accounts Payable for
all the companies you purchase from only once. Every time you
print an invoice or purchase order for general account #1 or #2
you will have to enter the customer's/supplier's name and address.
You should only use the general accounts Receivables and Accounts
Payables for companies you think you will have only one or two
transactions with.

Transaction Formant

Each Transaction Contains :

Day - Important for aging AR and AP
Month - "" "" "" ""
Description of Transaction
AR/AP Number
Contractor Number
Who The Transaction is With -
Date Shipped -
Transaction Total - Used for AR/AP
Amount Paid - "" ""
Paid Flag - 0-Not Paid 1-Paid 2-Write Off etc.

For Each Inventory Item in the transaction:

Product Number -
Cost or Price of the Item -
Quantity Ordered or Sold - Positive Purchases Ordered
Quantity Shipped or Received - Negative Sales Sold
Total Cost for this item is Cost or Price times Quantity

For each Account in the Transaction:
Account Number - The account name is displayed on screen
Dollar Amount - Positive for a debit, negative for a credit

Entering Transactions

Use the entry program to enter transactions. Each
transaction is entered in the following steps:

1. The computer assumes the date is today's date.
2. The computer asks you for a description of the transaction.
You should include the buyer's purchase order number or the
supplier's invoice number if there is one for this transaction.
3. The computer will ask you for the number of the AR or AP
account. Enter Zero if no AR or AP is involved. The computer
will show the current Invoices Receivable at the bottom of
the screen. The bottom line shows, invoices 0-30 days,
31-60 days, 61-90 days, over 90 days, and the Amount of
Credit Still Available. The last figure, amount of credit,
is the Credit Limit minis Outstanding Invoices. If the credit
available for the customer is negative, he has gone over his
Credit Limit. Make sure the customer has enough Credit
Available for this purchase and does not have many late
payments.
This program only provides the information on the customer's
credit status. You make the decision if you want to continue to
extend credit to late payers or extend credit beyond their credit
limit.
4. The computer will ask you for the Contractor Number. Most
transactions do not involve contractors. Enter 0 if no contractor
is involved. The contractor number is used for the 1099 forms.
5. The computer will ask you who the transaction is with. If an
AR or AP account is involved, the computer will assume that the
transaction is with that account.
6. The computer will ask you for the date shipped. This is
informational only; it does not affect any of the quantities
shipped.
7. The computer will ask you for the Product Number. Enter zero
if there are no inventory products for this transaction. If you
enter 0, the computer will advance to the accounts.
8. The computer will ask you for a description of the product.
The default value is the name of the product, but you can change
it.
9. The computer will ask you for the Price or Cost of the
product. The computer will display the three prices and the
standard cost of the item. The computer will give
you the options of Price One, Price Two, Price Three, Manually
enter the Price, Standard Cost, Tax and Trade discount. See the
section on sales tax and trade discount for information on sales
tax and trade discount.
10. The computer will ask you for the Quantity Ordered. Use one
for Sales Tax or Trade Discounts, otherwise enter the Quantity
Ordered.

After you have entered the products, the computer moves to the
accounts:

11. The computer will ask you for the Account Number. Enter 0 if
there are no accounts or if you have already entered all the
accounts.
12. Enter the Dollar Amount for the account. The computer
estimates what it thinks the amount should be. You can press
return if the amount is correct or change the amount.

After the accounts are entered, the program will advance to the
Change Options. The program will tell you if it is a sale or
purchase. Remember: a sale has negative quantities for the products
ordered. You can change the transaction to a sale using the "R"
Sale option. If you have already shipped or received all the
items, the you can use the change option "S" Received to change
the Quantities Shipped to All Shipped/Received.

If an AR/AP account is used, the computer will initially set
the transaction total to the Total of the Inventory Items and the
Amount Paid to 0. If the order was prepaid or partially paid,
change the Amount Paid.
The computer will tell you if the accounts for the transaction
are balanced. Once in a while, the computer will tell your
accounts are not balance when they are because of the round off
error. Just ignore the warning if the transaction is balanced.
You can have up to 30 products and 15 accounts in each
transaction. If you have more then 30 items on a purchase
order, you will have to enter two transactions, the first
containing the first 30 products, the second containing the rest.

Discounts, Sales Tax, and Shipping

Discounts, sales tax and shipping are entered as products.
In entering a transaction you:
1. Enter all products or services you are selling or purchasing.
2. Enter the Trade Discount if any
3. Enter Sales Tax, if any
4. Enter Shipping, if any

It is important to enter the Trade Discount before Sales Tax
and Shipping because you don't give a Trade Discount on Shipping
and you pay Sales Tax on the Price After Discount.
It is important to enter Sales Tax before Shipping because
you don't pay Sales Tax on Shipping.
You enter Trade Discounts just like a regular product but
when asked for the Price use option "F" -Dsct (Discount). The
computer will calculate the Trade Discount as the Total Cost of
all the items entered times the Trade Discount percentage in the
ARAP file. The Trade Discount will be negative.
You enter Sales Taxes just like a regular product, but when
asked for the Price use option "E" - Tax. The computer will
calculate the tax using the tax rate. The tax rate may be
changed using the Company Option of the secondary program.

Entry Options

The "<" is used to back up to the last item entered. If you
notice that you made a mistake in the last entry pressing "<"
will move you back to last entry. You can backup as many
times as you want. However, if you made a mistake several items
back it is easier to correct it using the change option when you
are done with the entry.
If you do not know the Contractor Number or an Account Number
you can enter a negative number. The computer will then display
several contractors or accounts starting with the positive value
of the number you entered.
For example, suppose you want the Payroll Expense Account but
are not sure which account number it is. You know payroll is an
expense so you enter -150 which show accounts 150 to 162. The
payroll expense is not shown. You type -163 which shows accounts
162-175. The payroll expense is 170, so you type in 170.
If you do not know the AR/AP number for a company, you can
search the AR/AP file. Enter -1 to use the search option. The
computer will then ask you for the Street Number to search for.
For example, if you are looking for the Johnson and Sons Company
whose address is 3684 Pine Street, you enter 3684 for the street
number. The computer will show you every firm that has the street
number 3684 and ask you if it is the correct firm. There may be
another company that has the same street number, but it is unlikely
that more the a few companies have the same street number.

Adding Once Extra Account and Product

The Entry program adds an extra account and inventory entry
in case you decide to change the transaction and add an extra
account or inventory items.
For example, if you enter a transaction with 5 inventory
items and 2 accounts, items the program will store the transaction
with 6 inventory items (the sixth one empty) and 3 accounts (the
last one account 0). If you made a mistake and forgot to enter a
inventory item or account, you can go back and change the empty
inventory item or the empty account.
If you forgot to enter 2 inventory items or 2 accounts, you
you cannot add two more inventory items or two accounts because
only one extra space was added. If you forgot to enter two or
more accounts or inventory items, you have to enter a new
transaction correcting the old transaction.
When using the summary program's view/change the product file,
you will notice that there is an empty Inventory entry between
each transaction. This is caused by the extra inventory space
saved as described in the above paragraph.

Exit

If you have made many mistakes entering a transaction, it may
be easier to reenter the entire transaction rather then
correcting each wrong item. You can use the "X" option to exit.
The transaction will not be saved on disk if you are entering it
at the time. If you have previously entered the transaction and
are now just viewing it, the transaction is already saved on
disk so the Exit option just returns you to the Main Menu.
For example, if you are entering a Transaction and you
mistakenly entered part of one customers transactions on another
customer's transaction, advance to the change options then exit,
then correctly reenter the transaction.

Be Careful About Being Done with the Accounts

Once you enter 0 for no more accounts you can no longer
back up to add more accounts. For example, if you press 0 for no
more accounts when you had 3 more accounts, you cannot add any
more accounts. You have to exit the transaction and reenter the
entire transaction. If you pressed 0 for no more accounts and
you have just one account left, you can change the empty account
to the account you forgot to enter.

Options

The following options are given after entering a transaction
or viewing an already entered transaction:

0 - Main Menu - This returns you to the main menu.
A - Next Record - Show you the next transaction
B - Back Last Record - Shows you the last transaction
C - Changes - Gives you the Change Menu
D - P.O. - Prints Purchase Order
E - Invoice - Prints Invoice
F - Check - Prints Check
G - Credit Memo - Prints Credit Memo
H - Debit Memo - Prints Debit Memo
I - Packing List - Prints Packing List
J - P.O. and Invoices to end of File -
K - Enter new record
L - Show - Shows inventory items 16-30 if there are over 15
inventory items. Does nothing if there are less then 16
items.

Option A-Next Record and B-Back are used when scanning the
transactions looking for a certain transaction. Option K is used
to enter a new record. If you are entering several transactions,
use the K option to enter the next transaction.
The print P.O. and Invoices to end of file option will print
invoices and purchase orders from the transaction you are on to
the end of the file. You can type in all your Purchase Orders
and Invoices then, print them all at once. The computer prints
a Purchase Order for Transactions with your Accounts Payables
suppliers and an Invoice for Transactions with your Accounts
Receivables customers. The computer will not print anything for
transactions with the General Accounts Receivable and payable #1
and #2 or for transactions that do not involve Accounts Payables
or Receivables.
Because we used negative quantities for sales, the quantities
on the invoice will be negative. For example a line on the
invoice looks like:

Product# Description Price Ordered Shipped BkOrder Cost
24 Diskettes $1.25 -20 -20 0 $25.00

Note the negative sign in front of the quantities. We could
have changed them to their positive values but did not to help
you catch entry mistakes (Sales entered as Purchases). The
quantities on invoices (sales) should be negative. The quantities
on purchase orders should be positive (purchases). In real life,
quantities sold are always positive (or zero) so chances are none
of your customers will ask what the dash (negative sign) is doing
on the invoice. If anyone asks, just tell him you are using an
accounting system that uses negative numbers for sales.

Change Options

0-None - Use when you are done makings changes or if you
don't want to make any changes
A-Description - Changes Transaction Description
B-Pay To - Who the transaction is with
C-AR/AP - Used to change the AR/AP Number
D-Total - Used to change the Transaction Total
E-Paid - Used to change the Amount Paid
F-Paid Flag - Used to change paid flag.
Changing the paid flag to Paid in Full will change the
Amount Paid to the total.
G-Contractor - Used to change the Contractor Number
H-Date Shipped
I-Transaction Date - Used to change the Date of the transaction.
J-Product Number -
K-Product Name -
L-Cost - Used to change Cost/Price of the Product
M-Ordered - Used to change the Quantity Ordered
N-Shipped - Used to change the Quantity Shipped/Received
O-Account - Used to change the Accounts
P-Amount - Used to change the debits or credits
Q-Purchase - Changes all Quantity Ordered to their positive
value. Purchases are positive.
R-Sale - Changes all Quantities Ordered to their negative value .
Sales are negative.
S-Received - Changes all Quantities Shipped/Received to the Quantity
Ordered
T-Not Received - Changes all quantities shipped/received to 0
U-Show - Show Inventory Items 16-30 if there are more then 15
inventory items.
V-New Product - Used to enter a New Product or reenter an already
entered product
W-Void - Used to Void the transaction. Should only be used
in the case of damaged transactions.
X-Exit - Returns you to main menu without saving the transaction.
If a new transaction was just entered, the transaction will
not be saved. (It will be lost). If you were making changes
to an old transaction, only the changes will be lost.

Changing Transactions

Unlike most accounting programs and systems, any of the
information including dollar amounts can be changed. This is not
the best accounting practice. An entry on a computer disk is like
keeping records in pencil. Anyone could erase it. Some computer
programs do not let you change the data using the program. We
could have easily eliminated the change options for the accounts.
However, because anyone with some intelligence can change any
file on a PC using any file editor, we are not going to provide
you with a false sense of security and limit your ability to
change data.

Posting

Right after each transaction, the Entry program:

1. Updates the AR/AP file to update for the company the
transaction was with:

Total Amount Borrowed
Total Amount Paid
Current 0-30 days
Invoices 31-60 days
Invoices 61-90 days
Invoices over 90 days

2. Updates the inventory file for each Inventory item to update:

Amount Purchased
Amount Sold
Total Dollar Cost
Total Dollar Sold

3. Updates the accounting accounts to update:

Total Debits
Total Credits

This instant posting of totals means that all your accounts,
inventory items, and receivables are always instantly up to date.

If you make changes to a transaction the computer will
correct the update to reflect the changes.
The computer will make the update and save the information
on disk right after the transaction is finished being entered.
This causes a slight delay after each transaction. We have forced
the computer to save the information on disk after each transaction
to avoid incorrect data if your computer crashed due to a power
failure. We could have saved the information in memory but the
changes would be lost if your computer was turned off.

Print Journal

The Print Journal option on the Start program sequentially
prints all the transactions on paper. The options for the
printing the journal are:

Print Accounts Receivables/Payable? Y/N
Print Contractors? Y/N
Print Inventory Items? Y/N
Print Accounts? Y/N
0- All Transactions 1-Accounts Receivables Only 2-Accounts
Payable Only 3-Accounts Only 4-Backorders 5-Purchases Not
Received 6-Contractor 7-Transactions Out of Balance 8-AR Not
Received 9-A/P Not Paid 10 Only One AR/AP
>__<

By pressing either "Y" for yes or "N" for no, you can print
or not print the accounts receivables, contractors, inventory
items, or accounts. The date, description of transaction, and who
the transaction is with are always printed.
For example, to print a pure accounting journal you would not
print the accounts receivables, contractors or inventory.
The computer will print "???" for the accounts receivable/
payable company if none is used in the transaction.

The number option is used to print selectively only certain
types of transactions:

Option Zero is used to print all transactions.
Option One is used to print transactions that have an Accounts
Receivable involved.
Option Two is used to print transactions that have an
Accounts Payable involved.
Option Three is used to print only transactions that have an
accounting account involved. This option can be used to produce
a pure accounting journal. This option does not print
transactions that have only Inventory entries.
Option Four is used to print backorders you have not yet
shipped. This is useful in making sure you have not forgotten
about a customer's order.
Option Five is used to print only the transactions that have
shipments you have not yet received. This is useful in making
sure you receive everything you ordered.
Option Six is used to print out only the transactions
involving a single Contractor.
Option Seven is used to print only transactions out of
Balance. This is used if your accounts are out of balance and
you what to check and see what transaction(s) is causing it.
Option Eight is used to print out only the transactions
involving Accounts Receivables not received. This can be used to
determine who has not paid you. This option is useful for the
general Accounts Receivables for whom you cannot print a
statement.
Option Nine is used to print out only transactions involving
Accounts Payable you have not yet paid.
Option Ten is used to print out only a single accounts
receivable or accounts payable account. This is useful if a
customer has a dispute about his billing or if you have a dispute
with one of your accounts payables over your payments.

Summary Program

The Summary Program has the following options:

A - Print Out Checks Not Cashed to Reconcile Bank Statement
B - Print Inventory On Paper
C - Inventory View Change
D - Contractor End Of Year Summary
E - Set all Inventory Still In Stock to 0
F - Clear All Transactions and Repost
G - End Of Year Accounts
H - End of Year Transactions
I - Pre Statement
J - Statements
K - Print Accounts
L - Standard Cost or Average Cost End of Year Inventory Update
M - LIFO or FIFO End of Year Inventory
N - Move End of Year Inventory. Use Before Standard or Average
Cost

Be Careful in the Summary Program

Some of the options in the Summary Program take a long time
and cannot be stopped in the middle of the process. The computer
will ask you if you want to use the option before starting these
long options. Read what the computer is asking before you
answer yes.

Print Accounts

This option is used to print your accounts to produce a
General Ledger on paper. You can either print all the accounts
on paper or just a single account.

Statements

It is suggested that you mail statements to your customers
once a month. You do not have to use the statement option on a
monthly basis. You could mail statements twice a month or
only every other month, but once a month is what most businesses
use.
You do not have to mail statements out every month. If you
are busy with your Christmas rush in December and don't have time
to print statements in December you can just skip printing
statements for the month. Of course, it may take you an extra
month to get some of the money owed to you.
You do not have to use the Statement option. If most of
your customers pay when they get your invoice, you may decide to
not to use statements. If you do not mail statements, you will
have to make sure all Invoices are paid by using the Print
Journal Option of the Start program to print all AR transactions
not yet received. You could then mail a second Invoice to late
payers.

To produce statements for your Accounts Receivables you
need to follow 3 steps.

1. Use Option F Clear all Transactions and Repost
2. Use Option I Pre Statement
3. Print the Statements Using Option J

The Clear all Transactions and Repost is required to age the
accounts. When the accounts are originally posted by the entry
program, they are posted to the Current 0 - 30 day invoices.
Reposting will post the amount to the current aging period.
The Pre Statement Option reads the entire transaction file
and marks all transactions that are not yet paid or are in the
statement month. All transactions in the statement month are
shown on the statement even if they are paid; the paid
transactions are shown as paid. The paid transactions are shown
so that your customer knows that his payment was received. If
the payment due is zero, the computer will still print a statement
if there was a transaction in the current month.
If a customer has no current outstanding invoices and had no
transactions in the current month, no statement will be printed.
The print statement option J prints the statement. The
computer will ask you what AR Number you want to start printing
at. You can press any key to stop printing. If you only want to
print a statement for one customer, enter his number, then press any
key to stop after the statement starts printing.

A statement should not be printed for the General Accounts
Receivable ARAP #1 because it is used for more then one company.
If you use General Accounts Receivables, you should use the Print
Journal Option to print out transactions for the general ARAP #1
and then print another Invoice to mail to late payers.

Transferring to New Year

At the end of your fiscal year, you use the End of the Year
Options to create files for the new year. The new files should be
moved to a different subdirectory on your hard disk. After a
few months when you are confident you no longer need last year's
records on disk, you can just delete them. You should make a
backup copy and print both the journal and general ledger on
paper for the last year before you delete the files.

At the end of the year, you need to do the following:

1. Update the Inventory (if you are using the inventory)
2. Update the Transactions which takes care of the Accounts
Payable and Receivable (if you are using AR/AP)
3. Update the Accounts. (if you are using the accounts)
4. Transfer the New Files to a different Subdirectory
(Including the Program Files)
5. Run the Clear All Transactions and Repost Option

You still need to keep the old files on disk for a few more
months to keep track of checks not cashed and inventory items not
shipped/received.
The checks not cleared are not transferred to the new year so
in January you may need run the checks cleared option for both
the new year and the old year.
When transferring inventory to the new year, the program
assumes all inventory items have been received and all orders
have been shipped. In January (or the start of the fiscal year),
you need to use last year's records to make sure you eventually
receive and ship everything you are supposed to.
If you ordered inventory last year and transferred the inventory
to the new year but never received the inventory, you can change
the inventory using the View Change Inventory Option in the
Summary Program. You would decrease the starting number in stock
of the product not received.
If you sold inventory last year and transferred the inventory
to the new year but were unable to deliver or the order was
canceled, you can change the inventory using the View Change
Inventory Option in the Summary Program. You would increase
the number of the starting product in stock.

End Of Year Inventory

This Program will support First In First Out (FIFO), Last In
First Out (LIFO), Average Cost, and Standard Cost. You can
manually change the Cost of Items to the lower of cost or market.
If you are a retailer, you can manually calculate your Cost of
Goods Sold using the gross margin method.

The inventory file contains the following fields:
Description -
Cost or Price -
Quantity Ordered - Positive if a purchase, Negative if a Sale
Positive adds to your stock; negative decreases
your stock
Quantity Shipped or Received - Positive if a purchase
Negative if a sale
Number Still In Stock -
Transaction Number - The transaction number the entry is from

$Value = Cost or Price times Number Still in Stock


The Number Still in Stock is not the total Number of this
Product Still In Stock. The Number Still in Stock is the
quantity of THIS ORDER still in stock. This is only significant
if you are using FIFO or LIFO and for Individually Tracked Items.

General merchandise and individually tracked items require
manual calculations at the end of the year. General Merchandise
are small items you do not want to keep track of so at the end of
the year, you have to inventory and somehow determine the value
of the general merchandise you have in stock. Retailers usually
use the Gross Margin to determine the value of the General
Merchandise. Retailers add up the retail price of all the General
Merchandise, then reduce it by their markup to get the value of
their inventory.

If you are using FIFO or LIFO, run option M - LIFO or FIFO
End of Year Inventory.
You should make sure the number of Trade Discount, Sales Tax,
Shipping are zero using the Initial program before running the LIFO
or FIFO option.

If you have individually tracked items in stock at the end
of the year, you have to change their Number in Stock to the
Number Still in Stock. You do this using the C, Inventory View
Change Option. For example, if you are a computer dealer and at
the end of the year you have 12 computers still in stock, make
sure the 12 computers each have one for the Number Still in
stock. All the other computers that were already sold should
have zero for the Number Still in Stock.

You should then run the N option Move End of Year Inventory.
This option moves all inventory items still in stock to a new
file NINVENT (New INVENTory).

If you are using the Standard Cost or Average Cost Option,
then run this option. This will add a record to the NINVET file
for all the products with a cost of the standard cost (or average
cost depending on the option used) and a quantity of the total
number still in stock.

You can then copy the NINVENT to a different subdirectory
where you are setting up your files for the new year. Rename the
NINVENT to INVENT. You can then printout the inventory for the
new year which will show its value.

Reviewing the steps for the end of the year inventory:

1. Make Sure Sales Tax, General Merchandise and Discounts have 0
units in stock using the Initial Program.

2. Run Set all inventory Still in stock to 0.
(Not Necessary if you are using LIFO or FIFO)

3. Run Lifo or FIFO Option, if you are using LIFO or FIFO

4. Make sure all individually tracked items Number Still in Stock
are correct.

5. Use option M - Move Inventory.

6. If you are using Standard or Average Cost use Standard or
Average Cost Option.

7. Copy NINVENT File to the subdirectory for the new year.

8. Rename the NIVENT File INVENT

9. Check the INVENT file on the new directory.

Printing out the files will show the current total
dollar value of inventory in stock. This is only a valid
total if the number in stock for each product is correct.
In the middle of the year, you can get a printout of the
average or standard value of the inventory in stock using
the Print Products option of the Initial program.

End of Year Transactions

The end of year transaction option transaction is used to
transfer transactions that have outstanding Accounts Receivables
or outstanding Accounts Payable to the new year. This option
transfers all transactions that are NOT flagged "PAID IF FULL" or
"WRITE OFF." None of the inventory items or accounting accounts
are transferred with the transaction.
At the end of the year, you should print out all of your
Accounts Receivables Due and Accounts Payable Due. You can write
off the transactions you decide are uncollectible by changing the
paid flag to "write off" using the entry program. You write off
all Accounts Payable you are not going to pay (if the supplier
did not deliver) in the same way by changing the paid flag to
"write off".
Then use the end of year transaction option of the summary
program. This option creates a new file named "NEWTRANS"
containing only the outstanding AR/AP transactions. Copy the
NEWTRANS file to the subdirectory for the new year. Rename the
NEWTRANS file to TRANS. Check out the new TRANS file with the
entry program or print the new file using the Print Journal
option.
End of Year Accounts

This option transfers the current balance for each account to
the starting balance.
Before you use this option, you have to take care of all the
closing and end of year accounting entries. You have to close
all the Expense and Revenue accounts with Closing Entries. You
have to enter Depreciation, Loan Amortization, and other end of
year accounting transactions.
Your accountant or an accounting textbook will help you with
the closing accounting entries.
Once you have completed all the end of year transactions, use
the End of Year Transaction option in the Summary program. This
transfers the Current Balance to the Starting Balance. You
should print the Balance Sheet before and after using this option
to check the option. Make a backup copy of the Account File
before using this option.
Do not use this option twice on the same file or the starting
balance will be added to itself the second time. Copy the
Account File to the subdirectory containing the files for the new
year.
Using the Clear and Post All Transactions option will set the
Debit Totals and Credit Totals to zero since there are no accounting
entries at the start of the year.
Be careful about using this option. If you use it in the middle
of the year, you will have to reenter manually the Starting Balance
for each account.

Clear All Transactions and Repost

The Entry program automatically posts the totals to the
accounts, AR/AP, and products. The Clear All Transactions
and Repost Option does the following:

Clears everything already posted.
Sets the Total Debits and Total Credits for each account in
the accounts file to zero
Sets the Total Quantity Ordered, Received, Sold, Dollar Cost,
Dollar Sold for each product in the Product file to zero
Sets the Total Borrowed, Total Paid, and all Invoices Due
for each AR and AP to zero

Reposts the totals for all the Transactions
Updates the Accounts
Updates the Products
Updates the Account Receivables and Accounts Payables.

The Clear and Repost option can be used for 3 reasons:

1. To correct errors (after damaged files)
2 At the start of the New Year to reset the Products, AR/AP
and the Accounts for the new year.
3. If you are using statements, before printing
the statements to age the AR/AP file.

Depending on how may records you have, this option will take
a long time. This option cannot be stopped because doing so would
leave you with incorrect unposted data. So make sure you have
sufficient time where you don't need to use your computer before
you use this option. If your computer crashes in the middle of
this option just start the option over again.
The time required for this option grows throughout the year
as you add more records. For example in January when you only
have 1,000 transactions to post, the program might take 15 minutes
to post all the transactions. By December when you have 12,000
transactions, it may take 3 hours to repost. The exact amount of
time required to post the records will vary depending on your
computer's speed, the hard disk's speed, the hard disk controller,
and the number of Inventory items and Accounts you have in each
transaction.
This option does not require any entries, so you could run
this option right before you leave work and leave your computer
on overnight. If leave your computer on overnight, turn the
brightness or contrast on your monitor down as low as it will go
to save wear and tear on your screen.

Comparing Your Bank Statement

Your Bank Balances could be off for several reasons:

1. You could have written a check, then forgotten to enter it into
the computer.

2. You could have entered the wrong amount into the computer.

3. You could have entered a check as paid on bank one instead of
bank two or vice versa.

4. This program could have made a mistake. If you think this
program made a mistake, see the section Double-Checking Sums.

5. The bank's program could have made a mistake. This is very
unlikely because when banks make a mistake in the customer's favor
the customer may or may not give the money back so, banks have a
very strong incentive to make sure their programs work.

6. A bank clerk could have entered the wrong amount of the check.
The bank clerks who type in the dollar amounts of each check are
only human and they make a mistakes on one of every several
thousand checks.

When your bank makes adjustments to your account such as
when a customer's check bounces, it is important to enter the
transaction right away as a transaction so that your bank
balances are up to date. Your bank will usually send you a
computer generated "debit charge" and the bad check the same day.

You must have your printer turned on to balance your
checkbook. The computer will run through all the checks, that
have not cleared in the previous months. For each check the
computer will ask you if the check has cleared. If the check has
not cleared, the computer will print the check description on
paper. If the bank account is used for payroll, the program will
do the same for the payroll checks.

If you get your checks back from your bank, you can put the
checks in one pile. When the computer asks you if the check has
cleared physically, move the cleared check to a second cleared
pile. When the computer is done asking you if each check has
cleared, all the checks should be in the cleared pile. If you
have a check that the computer did not ask you about, you probably
forgot to enter that check in the computer system.
If you have a check the computer did not ask you about go
back and look at the Account Ledger to see if you entered the
check in the computer or if you entered it as a debit not
a credit.
Checks must be credits since they decrease an Asset Account.
Remember credits are negative.
You should also make sure that the dollar amount of the
check and the dollar amount on the computer are the same.
If you enter Y for "yes the check has cleared," the computer
will change the check cleared flag in the transaction file; or if
the check is a payroll check, it will change its check number to
the negative of the check number.

Bank Statement Balance
+ Deposits Made after Statement Date
- All Uncashed checks, Payroll and Transactions
---------------------------------------------------
Correct Bank Balance (Should equal current balance on computer.)

1099 TAX FORMS

The 1099 tax forms are printed using the Summary Program
Contractors Option. First you must use option A - Total the
Contractors. This reads each record in the transaction file,
and if a contractor is stated it adds it up and stores the
result in the Contractor File. Then use option B - Print
1099 forms.

Multipurpose Forms

In running any accounting system, you may need to use:

1. Purchase Orders
2. Invoices
3. Debit Memos
4. Credit Memos
5. Packing Lists
6. Statements

In order to save you money and a lot of trouble, we have used
a multipurpose form that can be used for all of the above forms.
The computer will print "PURCHASE ORDER", "INVOICE", "DEBIT
MEMO", "CREDIT MEMO", "PACKING LIST" or "STATEMENT" on the top of
the form.

The advantages to using a multipurpose form are:

1. You only have to purchase one type of forms enabling you to
purchase a larger quantity at a lower unit price. Five
thousand multipurpose forms cost about two hundred dollars less
then purchasing 1,000 Purchase Orders, 1,000 Invoices, 1,000
Packing Lists, 1,000 statements, 500 debit memo and 500 credit
memos.

2. You do not have to worry about running out of one type of
form. If you use different forms for purchase orders and
invoices and ran out of purchase order forms, you could not use
your excess invoices for purchase orders. If you purchase
multipurpose forms, you can use them for anything.

3. Multipurpose are easier to use and do not waste forms
because you are not constantly swapping different forms in and
out of your printer. If you use separate forms you have to put
the invoice forms in your printer, align the forms, print the
invoices, put the purchase order forms in you printer, align the
purchase order forms, print the purchase, and do the same with
packing lists, statements, etc. This takes a lot of time, one or
two forms are wasted in aligning the forms, and the first form is
wasted because it has to go through the printer's tractor.
Even worse, the trouble of separate forms usually makes your
bookkeeper start processing forms in batch process, slowing down
your business. You know how it is in big organizations, "Sorry
we are doing invoices today we cannot do your purchase order
until Wednesday, which is the day we do purchase orders. You
don't expect us to stop printing invoices put the purchase order
forms in and run the purchase order program just for you."
By using multipurpose forms, even if your bookkeeper is printing
invoices, the form is the same, so he could stop printing the
invoices, print you a purchase order then go back to printing
invoices without changing the forms and realigning them.

4. The multipurpose forms can be used for other forms and
correspondence as well. You can use the forms for estimates,
requests for quotation, memos, or any other form you may need.
You can use a word processor to type anything you want on the
forms.

We were tempted to write the program so that it would
require separate invoices, purchase orders, statements, etc. and
use the larger 8 1/2 by 11 inch forms. We could make more money
selling more costly forms. We suspect this is what other
software companies do. But this is not the way we do business.

Using Printed Forms

You can either purchase printed forms with your name printed
on them or you can use blank forms and have the computer print
your name on them. You can change the using printed forms flag
using the company option in the secondary program.
We strongly recommend using preprinted forms with your name
printed on them. Using blank forms is bad for your business
image. It is as bad as writing your letters on plain paper.
Without a letterhead or printed business forms, people wonder if
you really are a business and what kind of business you are.
The possibility of fraud or embezzlement is increased if you
you use blank forms. Someone could change the return address to
his own Post Office Box and collect the payments on the
invoices. Someone could order merchandise with a purchase order
and have it shipped to a friend's house. If you received a
purchase order on a blank form with the name of the company typed
in, you might think twice about selling to them on credit. Quite
a few large companies will not pay invoices sent on blank forms
because some people send phony invoices.

Numbering of Forms

Purchase Order Number = Transaction Number
Invoice Number = Transaction Number
Credit Memo = Transaction Number
Debit Memo = Transaction Number
Packing List Number = Transaction Number
Statement Number = AR/AP Number

Credit and Debit Memos

Debit Memos and Credit Memos are the same as the Invoice
except that you have two lines to print the reason for the
change. The Debit memos and Credit Memos are really adjusted
invoices, not separate transactions. Because this program allows
you to change previous transactions, there is no reason for a
separate debit or credit memo.
For example, suppose a customer returns part of his order.
You would change the original transaction to reflect the returns.
You would then send him a credit memo for the corrected amount.
If he already paid, the credit memo will show a balance of zero
due. You may want to mail credit memos even when nothing is due
just to show the customer that you have updated his account.
For example, if you billed a customer for 10 items which he
paid for but later discover you sold him 12 items you would send
a Debit Memo. Adjust the old transaction to 12 items sold, then
print a debit memo giving a reason of "Incorrect Original
Invoice, 12 items sold not 10".
You want to use Debit Memos and Credit Memos instead of
printing a second invoice to avoid have a customer think you are
invoicing him twice.

Printing the Forms

For multipurpose forms, you need a good printer to print several
copies of the forms. Some of the "toy" printers designed mostly for
kids do not strike the paper hard enough to make the third or forth
copy readable.
You can use a letter quality printer or a dot matrix printer.
Today, most businesses use a dot matrix printer for their forms
because they are a lot faster then letter quality printers. You
cannot use a laser printer because they cannot print multipart
forms, nor can they handle continuous forms.
To align the forms, put the forms in the printer. The
printhead should be on the perforation for the form. ( The exact
position of the printhead depends on your printer). Print a form
and see how it looks. You can then advance the paper up or down
to adjust the vertical alignment. You can move the forms and
your tractors to the left or right to adjust the horizontal
alignment. The vertical alignment is more critical then the
horizontal alignment. You have to get the vertical alignment
just right or some of the printing will overlap the form lines.

Condensed Format for Products

First Line:
Record Number - Product Number
Description of Product - Includes Suppliers Product Number
Unit of Measure
Reorder Point
Location
Number in Stock

Second Line:
Quantity Ordered
Quantity Received
Quantity Sold
Total Dollar Cost
Total Dollar Sold

Third Line:
Price One
Minimum Order Quantity
Price Two
Quantity Price Break Two
Price Three
Quantity Price Break Three

Fourth Line :
Standard Cost
Average Cost
Average Price
Average Margin
Total Margin

When printing the Product file, the computer will display on the
screen :
Value of this product in stock at standard cost
Value of this product in stock at average cost
Total value of all products printed at standard cost
Total value of all products printed at average cost
This gives you the value of your inventory at standard and
average cost. You can use this if your state requires monthly
estimates of your inventory for its tax assessments.

Condensed Format Accounts Receivable Printout

First Line:
Account Number - Record Number
AR/AP Flag - for accounts receivable or accounts payable
Bill To Name
Street Number
Street Road



Second Line:
City State Zip
Phone Number
Contact Person

Third Line :
Ship To Address

Fourth Line:
Credit Limit
Amount Borrowed
Amount Paid
Trade Discount
Salesman


Fifth Line: amount due
Current 0-30
31-60 days
61-90 days
Over 90 days
Total due

MAKE BACK-UP COPIES EVERY WEEK

You should make back-up copies of your data at least once a
week or whenever you spend a large amount of time entering data.
If you spend 5 hours a week entering data, you have invested
260 hours by the end of the year. If you lose the information,
it will take you a long time to reenter the data. So make
plenty of backup copies. Don't reuse the same disks every
week for the backup. Disks are so cheap now that you should
use different disks for backup. If you lose one week's data,
you can get the backup from last week and reenter the one week
only.
You may want to purchase a hard disk backup system such
as tape or cartridge system. This will make backing up your
files easier, and you could back them up every day to minimize
the amount of data you would have to reenter if you hard disk
crashes.

You still need to keep your checks and receipts in case you
are audited. Just because you entered in a payment in this
program does no constitute proof that you did actually make the
payment. The IRS may want to see a cancelled check or receipt.
You also need to keep paper copies of your statements,
purchase orders, and all your records to reenter the information
in case your hard disk crashes.

PRINTING CHECKS

You can either continue writing your checks by hand or you
can let the computer print your checks. You can print some of
your checks using the computer and some of them by hand if you
are in a rush. Printing a check does not change any of the
information in any of the files. Just make sure you remember
to enter your handwritten checks in the computer. (Don't write
checks and forget about them.)
If you want to use the computer to print your checks, this
program uses Multi-Purpose top blank checks, one of the most
popular computer checks. The check should measure 9 1/2 by
7 inches overall, 8 1/2 by 7 detached (when the paper strips
with the holes on the side are taken off). The actual check is
1/2 the size or 8 1/2 by 3 1/2. The top part is blank with the
company name on top. You can print a "check" on regular paper to
see how it should look. You should be able to obtain computer
checks from your bank which will probably charge you about 5 to
7 cents per check. The check number is MPC 302 if your bank
orders its checks from RUDCO Check Company.
When printing checks, you have the option of changing the
check number.
When printing transaction checks, the computer will ask you
for an address. You can print the address of the recipient
below his name. You can use window envelopes so you don't
have to type their name and address on the envelope. If you
don't want to print their address, just press return.
The computer uses the same multipurpose check for payroll.
We have not used one of those specialized payroll checks so you
can use the same checking account for both payroll and other
expenses. Also, it is easier to align the top blank checks then
specialized payroll checks with small boxes for each deduction.

PROGRAM ACCURACIES

Because this is an accounting program, we have designed this
program using a very conservative, safe program design to minimize
errors. No running totals are kept. The main danger of running
totals is that if the computer crashes due to a power failure or
program failure the running total may not be correct. No indexing
is used. All the files are flat files which cannot be mixed up
due to bad indexing.
However, the disadvantage to using these safe programming
techniques is that the program may not be as fast as it could be.
However, we feel that the advantage of having a safe design
outweighs a few seconds of added speed.
If your computer crashes due to a power outage, the entry
you were working on will be lost. We have forced the program to
save every transaction on disk right away.
Almost the worst thing that could happen is that data on
a disk could become damaged and not readable due to DOS Error or
disk head crash. Then you will have to reenter all the data you
entered that day. So always make back up copies!
You may also wonder why we did use the "fill in the blank"
method of entering data where all the information is displaced on
the screen and you just move the cursor to the spot to type over
and change the information. The problem with the fill in the
blank method is that if you hit the wrong key and fail to notice
it you will change your entry. In word processing if you
accidentally delete a letter by hitting the delete key instead of
the down arrow your word is spelled wrong. In accounting if
you accidentally delete a number, a $200.00 check becomes $20.00, or
employee 15 becomes employee 5, or an expense may become a
revenue. Thus the fill in the blank method is not safe enough for
accounting.

DOUBLE-CHECKING SUMS

The double entry accounting system intrinsically provides its
own checking since the books must balance. If your books are not
balanced a mistake has happened somewhere. You can use the
journal option to print out transactions not balanced.
The 1099 form total payments can be checked by printing the
transactions for the one contractor.
The Clear all Transactions and Repost Option can be used to
check the posting of the Entry Program since they both do the
same thing.
You can also check any of the sums by printing the transactions
or paychecks on paper and add them up with a calculator.

STARTING YOUR OWN FILES

You should first try running the programs with the sample
data we have provided. This gives you the opportunity to experiment
with the programs before entering your own data. Once you are
familiar with the programs, you should then start entering your
own information. You can delete the following files using the
DOS command DEL. (Make sure you have a backup copy first.)

PRODUCTS
TRANS
INVENT
DBCR
ARAP
CONTRACT

Then you can start your own files from scratch. You should
not delete the CLASS, BANK, COMPANY, TAXTBL, GROSS, LASTGROSS, or
ACCOUNT files. You can change the COMPANY and TAXTBL files
using the Secondary Program. You can change the GROSS and
LASTGROSS files using the pay program.
You need to:
1. Enter your tax tables using the Secondary Program.
Tax Tables must be entered before Employees, because the
Employees are assigned to the Tax Tables.
2. Enter your Employee information using the secondary program.
3. Enter Contractor information.
4. Enter your Company Name and other information using the
Secondary program.
5. Set Grosspay and Tax Liabilities to zero using the Pay Program.
6. Set the Last Gross pay file to zero using the Pay Program.
Use the -2 Quarter Option.
7. Enter your Products using the Initial Program.
Remember products 1-5 are reserved for general merchandise
individual tracked items, tax, shipping, and discounts.
8. Enter your Accounts Receivables and Accounts Payable using
the Initial Program. Remember #1 and #2 are reserved for
general accounts receivable and general account payable.
9. Enter your chart of accounts using the initial program.
Change the names of our sample accounts to the names you
want to use. Remember names cannot have leading blanks.
Enter the starting balance for each account. Make sure the
Starting Balances add up to zero (are balanced).
10.Enter your current inventory and current accounts receivable
and payables as described in the section below.

You do not have to do the above in any specific order. If
you are not using the payroll program, or do not expect to have
any Contractors, you do not have to initialize their files. If
you are not using the Inventory, AR/AP, or Accounts you do not
have to initialize their files.

Entering ARAP and Inventory When Starting The System

For both the Accounts Receivable/Accounts Payable, and
Inventory, you need to enter the current Receivables and Inventory
in stock as transactions using the Entry Program.
For example, if you have a receivable from Johnson and Sons
for $350 dated November 25 and one for $500 dated December 23,
enter two transactions for Johnson and Sons. The transactions
should not have any Products or Accounts. The first transaction
should have a total of $350, amount paid of $0, a date of November
25, and a description of what ever you sold them for the $350.
You cannot just enter the Receivable using the initial
program because the Clear and Repost Option will eliminate them
if there is no transaction. This program also needs them entered
as a transaction to print statements.
To enter your starting inventory, enter transactions using the
Entry program containing the Cost and Initial Number in Stock for
all your products.
If you have less then 30 inventory items, you can enter
them in one transaction. If you have more then 30 inventory items,
use as many transactions as are necessary to enter them. You can
use the transaction description "Initializing Inventory." Enter
them the same way you would if you were purchasing them.
If you are using LIFO or FIFO, you may have different costs
for the same product. For example, you may have purchased some
floppy disks at $1.25 and others at $1.00. If you have 100
$1.25 disks in stock and 200 $1.00 disks in stock when starting
to use the system, enter a transaction just as if you were
purchasing 100 at $1.25 and 200 at $1.00. Make sure you enter
the same products in the order that you purchased them. If you
purchased the $1.25 disks before the $1.00 disks, make sure they
are entered first, that they are entered in a lower line number
or transaction. This is important because FIFO or LIFO determines
which purchases are still in stock by which was entered first.





ERRORS

If there are any errors in the program the computer will
print an error message looking like :

ERROR DISK FULL on line 21400
***** Press any key to continue ******

Some errors are correctable. For example, replace the full
disk with an empty disk, then press "any key to continue". The
computer will take you back to the main menu where you can try
the operation again.
If you run into any problems that you think are errors in
the program, please call or write to us at once. We learn from
and value customer's suggestions.
A "device not available" error means either that your printer
is not on line or that your disk drive is not closed.
If your printer is not turned on or a disk drive is not
closed, the program will wait for about 20 seconds before giving
you the error message. If the program appears to stop just
before it should be printing on paper, make sure your printer is
turned on AND on line.
The error numbers are the same as the IBM Basic Language error
numbers.
This is Version 1.0 of this Program. Like everything in life
this program is not perfect. There are probably a few small bugs
in the program. Newer versions should be better. Please call or
write to us about any bug or suggestions you have about the
program.

Precision of Numbers

This program uses double precision numbers to store dollar
amounts. Double precision numbers are accurate to 16 decimal
spaces. In other words $999,999,999.00 is accurate to one
thousandth of a cent. This program displays numbers only to the
cent. If you have an item like gasoline that always sells at
something and 9/10 ths of a cent, this program will display the
prince rounded off to the nearest cent. For example $1.059
is shown as $1.06. The number is stored accurately in memory.
If you purchase 10 gallons at $1.059 the computer will calculate
the correct price of $10.59.
Quantities ordered and sold can be fractions but are shown
as whole numbers only and are only accurate to 6 figures (999,999)
This program does not use binary arithmetic. This may
cause some round off errors of a ten thousandth of a cent.
One ten thousandth of a cent only causes trouble because
accounting accounts should be perfectly balanced. However, the
error is so trivial that it can be ignored.
The display space on the screen for the numbers was limited.
If you enter a large number such as $999,000,000.00 the number
may overrun to the next line. The number is stored fine in
memory. There is just not enough space on screen to show it
properly. A percentage sign is shown if front of numbers which
exceed their screen space.( %$999,000,000.00)

How to Stop Printing

For almost all the the print options, pressing any key will
stop the printing. The computer will stop printing after it is
finished printing the form or transaction it is currently
printing. The computer will then print :

Y - Quit Printing N - Continue Printing

If you want to stop printing, press "Y" to quit printing. If
you pressed a key by mistake, press "N" to continue printing.

PROMPTS

Y/N - The Y/N prompt stands for Yes or No. Press either
capital Y or small y for yes. Press either capital N or small n
for no.
The "PRESS ANY KEY TO CONTINUE" prompt occurs after an
instruction for you do to do something such as turn your printer
on. Obviously, all you have to do is press any key to continue.
It is not advisable to randomly tap on the keyboard while
the program is running.
The letter prompts give you a series of letters to chose
from. Just press the letter of the option you want to use. The
default value is 0 if just return is pressed.
The data entry prompts look like :
>__< or
>_______< or
>_________________________<
If a number is requested, the computer will not accept any
letters. For numbers you may enter 1,2,3,4,5,6,7,8,9,0,-,+,$,.,
,,, or %. If an integer number is requested, the computer will
not accept the decimal point entry. If a number is outside its
range, the computer will ask for another number by repeating its
prompt. For example if you ask to see employee number 25 and
there are only 20 employee the computer will ask again for the
employee number.
Entry Controls
RETURN : Press return when you are done with the entry
CONTROL-Q OR BACKSPACE : Moves the cursor back and erases the
last character
CONTROL-D OR RIGHT ARROW: Moves the cursor right
CONTROL-S OR LEFT ARROW : Moves the cursor left
CONTROL-F OR INSERT : Inserts a space where the cursor is
CONTROL-A OR DELETE : Deletes a character or space where the
cursor is
This is one of the areas of incompatibility between computers,
so not all of the above entry controls may work on different
computers.
Some of the menus may give you use a negative number for an
option. For example :
Enter the Employe Number or 0 to return or -1 to print on paper

Enter -1 if you want to print on paper.

Printing AR/AP Labels

This program uses 3 1/2 by 15/16 inch labels. There is
about 1/16 of an inch between each label. The labels must be
spaced one inch apart. You can use slightly wider labels as long
as the spacing is one inch between labels. This program uses one-
wide labels. You can purchase address labels at most computer
stores.
Use the tractor feed when printing. Do not use the friction
feed because it tends to cause the labels to peel off from the wax
paper carrier and get stuck in your printer.
Most printers have either a mechanical or an electric eye
sensor that tells the printer if it is out of paper. The labels
are only 4 inches wide, so you have to make sure they "trip" the
paper sensor. When putting your labels into the printer, make sure
the "Out Of Paper" indicator is off.
The options for printing the labels are the same as the
options for printing all the AR/AP files. You can print labels
for :
Both Accounts Receivable and Accounts Payable
Accounts Receivable Only
Accounts Payable Only
Only One Salesman.

Directory of Accounts Receivable

Using the initial program, you can print a directory of your
Accounts Receivables (customers) and/or your Account Payable
(your suppliers). Your salesmen may find these useful.

Computer Crashes

Your computer will "crash" or turn off when the power goes
off for even a fraction of a second.
When the power comes right back on, restart the computer.
If you were in the Entry part of the program, once the computer
lets you advance to the next option, all information for the
last entry is saved on disk. If you are in the middle of
entering a transaction, the information on screen is lost, but
not damaged. Just reenter the transaction.
There are about two seconds when the information is being
written to the disk where a power failure could cause problems.
The problem occurs if only half of the transaction is saved on
disk.
This will probably never happen to you. When you restart
up your computer check and see if:
1. The transaction is saved on disk. If the transaction was
saved on disk, everything is probably ok. The crash could have
occurred when the total were being posted, but this is not a major
problem since the next time you run the Clear and Post all option
everything will be corrected.
2. If none of the transaction is saved, then all you have to do
is enter the transaction over again.
3. If only part of the transaction is saved you should void the
transaction.

If a power failure occurs while you are using other options
of the program, you may have lost the last few entries you made.
For example, if you are entering New Accounts and a power failure
occurs, then the last four accounts you entered may be lost.
Restart your computer and look at the last entries you made, then
reenter any lost entries.

Security

This program does not have any passwords. We have not used
passwords because keeping passwords secret in a small business is
almost impossible, and they cause more trouble then they are worth.

Miscellaneous Notes

This program sometimes prints the sequential day number. The
sequential day number is the number of the day in the year. January
1 is day one. December 31 is day 365 (except in a leap year).
The sequential day number is used in aging the accounts.

You may want to copy the program on to a "system" diskette
that contains your Disk Operation System. This will let you start
the computer and the program without switching disks. See your
Disk Operation System's manual for information on how to format a
"system" disk. If you are using a hard disk, you can copy the
system files to the subdirectory the program files are on.

Checking For Low Inventory

The print products option on the initial program has the
option to print only products that are low in stock. If you
chose to print low products option, the computer will print only
the products that are either:

Quantity ordered minus Quantity Sold is below reorder point
OR
There are backorders for the product
quantity sold > quantity received

Products that have a reorder point of zero will not be printed
in the check for low inventory.

Inventory Check Sheets

There is an option on the initial program that prints
inventory check sheets. You or your employees can then
physically check the inventory on the computer against the
inventory in stock.
The number in stock for the inventory check sheets is the
number received minus number sold. The product's location and
units of measure are printed on the inventory check sheets.
If the number in stock is negative it means you have
sold more of the product then you received (You have back
orders for the product).
For the number in stock the program assumes that if you
have a product in stock and have an order for it you have
shipped it. If you have a product in stock that you have
sold but for some reason you have not shipped or delivered
it do not include it in your physical inventory count.


The count of some of your products may differ from the computer
records for one of the following reasons:

1. A purchase was incorrectly entered in the computer
2. A sale was incorrectly entered in the computer
3. Your inventory was lost or stolen

For products that you have less in your physical count then
on the computer you can either:

Enter a sale with a price of zero and a quantity of the
difference.

OR

Enter a sale with a price of the price of the product and a
quantity of the difference.

The first method assumes the item was lost or stolen.
Entering it as a sale affects the average price and average
margin. Your average margin for the product is obviously
reduced if you lose a lot of the product.
The second method assumes that the item was sold and just
not entered as in the computer.
The inventory check sheets should be kept because they are your
only record of inventory shrinkage or entry mistakes.

If your physical inventory is greater then the count in the
computer, you probability forgot or incorrectly entered a purchase.
You can just enter a purchase with the standard cost and a
quantity of the excess stock.

Remember that at the beginning of the year the quantity received
is transferred to the new year as the quantity ordered. Therefore,
you should print your inventory check sheets and adjust the
inventory for shrinkage or gains before transferring to the new
year.

Disk Space Requirements

Transactions: 100 bytes +
22 bytes for each account entry +
41 bytes for each inventory entry

Accounts Receivables and Accounts Payable 253 bytes
Products 119 bytes

All 256 account accounts take up about 10,000 bytes

Suppose you expect to enter 5,000 transactions with an average of
3 Inventory entries and 2 Account entries. Remember: not all
transactions have Inventory or Accounts. Your average transaction
would take up 100 + (22 * 2) + (41 * 3) bytes. Adding and
multiplying out it comes to 267 bytes per average transaction.
Five thousand transactions times 267 bytes equals 1.33 Million
bytes. The number of transactions you can enter is limited by
the size of your hard disk.

Two hundred products would take 200 * 119 bytes = 23,800 bytes

Four hundred accounts receivables would take 400 * 253 bytes =
101,200 bytes.

You can have up to 7,000 products and 7,000 accounts receivable/
payable.

Balance Sheet and Income Statement

This program prints a simple Balance Sheet and Income Statement.
The Income statement is just the Expense and Revenue Accounts
printed out. The subtotals for Expense and Revenue and the totals
are printed.
The Balance Sheet is all the Accounts, Assets, Liabilities,
Stockholders Equity, Expense and Revenue printed on paper. Some
of you may prefer not to include the Expense and Revenue accounts
in the Balance Sheet. As with all printing options, you can stop
the printing after the Stockholders Equity by pressing any key to
stop printing.
If you do not like the format of our Balance Sheet or Income
Statement, you can always take the accounting information, use a
word processor, and type your Balance Sheet or Income Statement
any way you want. You probably only want to do this if you are
applying for a bank loan or publicly releasing your accounting
data to investors.

The Balance Sheet is also used to make sure your accounts
balance. With any double entry accounting system, your books
should be balanced. If your books are not balanced, a mistake
happened somewhere. Also, the starting balances for all the
accounts as printed in the Balance Sheet should balance (add up
to 0). Total Debits should equal total Credits.

Monitoring Your Accounts Receivables

You can monitor your Accounts Receivables for late payments
by either:

1. Using the Initial Program to print out all AR accounts that
are either:
over 30 days
over 60 days
over 90 days

2. Use the Journal Option in the start program to print out all
transactions that have not been paid

3. Using the Statements.

If you are using General Accounts Receivables for people you
have not entered in your AR/AP file you need to use the print
Journal option to print out the late payments for the General
Accounts Receivables firms.

If there is a dispute over a bill, you can print out all the
transactions for one AR account and see if a mistake was made.

Finance Charges

This program does not automatically calculate finance
charges. You can enter finance charges manually by entering a
transaction for real late paying customers. Individuals will
usually pay whatever charges their credit card companies put on
their credit card to save their credit rating. On the other hand,
business will usually pay their bills near the last day possible and
resent it (and not pay) if you bill them for a month's interest.

Your accounting accounts receivable account should equal the
total sum of all the balances due in the AR/AP file.

Returns

If you return inventory to your supplier or a customer
returns inventory to you, just change the original transaction to
reflect the new correct transaction. This program does not keep
track of how many returns each product has. You can keep track
of total returns with an accounting entry. For example:

Returns and Allowances $125.00
Cash Bank 1 -$125.00

This would obviously take an extra transaction rather then
just changing the original transaction.

Payments Received

When a payment is received, you go back to the transaction
the invoice was paid on and change the paid flag to paid. If a
partial payment was made, change the amount paid to the partial
payment. You do not have to change the paid flag to partial
payment if you don't want to. The partial paid flag is just
informational; it is treated the same way as not paid.
If you receive payment on a statement for several invoices,
you have to go to all the transactions (same number as invoice
number) and change the paid flags to paid in full.



After you have changed the original transactions, if you are
using the accounting accounts, you need to enter a new
transactions reflecting the revenue received:

Cash in Bank $3,500
Accounts Receivable -$3,500

You can enter several payments received with one
transactions or you can enter a transaction for each payment.

Payments Made

When you make a payment on an accounts payable, go back to
the transaction the invoice was paid on and change the paid flag
to paid. If you are making a partial payment, change the amount
paid to the amount you paid.
If you are using the accounting accounts you need to enter a
new transaction to record the payment and print the check. For
example:

Accounts Payable $500
Checking Account -$500

Inventory Shipped

If you are going to ship an order the same day or have
already shipped an order, just change the quantity shipped
for each product to the quantity ordered when you enter the
transaction. You can use the "S" change option to change all of
the items to Shipped/Received. If only some of the items were
shipped, use the "N" option to change the amount shipped for each
individual item.
Note that the same field is used for both Inventory Shipped
or Received. If you are making a purchase, the quantity in the
Shipped/Received field is the quantity you received (should be
positive). If you are making a sale, the quantity in the
shipped/received field is the quantity you shipped (should be
negative for outgoing inventory).

Inventory Received

When you receive inventory that you ordered, change the
Quantity Received to the Quantity Ordered. You can use the "S"
change option to change all of the items to shipped/received. If
only some of the items were received, then use the "N" option to
change only the quantity received for each individual item.


LICENSE AGREEMENT

The programs and manual are copyrighted by PPE Inc. The
program is not sold it is licensed under the following
conditions :
1. You may make as many backup copies of the program as you
want.
2. The $75 license fee entitles you to use the program on
multiple computers.
3. You can use the program for free for a short period of
time to evaluate its usefulness.
4. You can give away copies of the program to other people
to evaluate for their own use.
5. Computer dealers can sell copies of the program or give
it away to their customers as long as they sell it for not over
$14 for two disks. (We don't want people paying $50 or $75 for a
copy of the program.)
6. This software may be placed on bulletin boards.

DISCLAIMER OF WARRANTIES

Before ordering, read this disclaimer of warranties
and license agreement. If you do not agree with all of the
conditions, then because of potential liability problems we
cannot license you to use this program.

Note: This is almost the same agreement you get with any program
you purchase from IBM, Microsoft, or any other software firm.

PPE Inc. licenses this program solely on an "as is" basis.

PPE Inc. shall have no liability or responsibility to Licensee or
any other person or entity with respect to any liability, loss or
damage caused or alleged to be caused directly or indirectly by
this product, including but not limited to interruption of
services, loss of business or anticipatory profits or consequential
damages resulting from the use or operation of this program.

PPE Inc. makes no warranties, either express or implied, regarding
this program, its merchantability and/or its fitness for a
particular purpose. Licensee agrees that PPE shall not be held
liable for any consequential damages, even if PPE has been
advised of the possibility of such damages.

UPDATE AND SERVICE POLICY

Accounting programs are different from other programs in
that due to changes in tax rates and tax laws you need a new
program almost every year, especially if you are using it for
payroll. You can keep using the same word processor for the rest
of your life. Next year the IRS will probably change the W2
Forms or the 1099 Forms, or a change in the tax law will make all
1986 accounting programs obsolete in 1987.
Unfortunately, many people have spent hundreds of dollars on
accounting software only to discover that they have to spend one
or two hundred dollars more every year for updates and/or
support. Even with DAC-ACCOUNTING and DAC-PAYROLL, the most
reasonable accounting package available, they want you to pay $50
per year per package for support plus $22.50 for each payroll
update and $7.50 for each accounting update. You have to pay $50
per package just to have the right to call for support and
receive notice of the updates. You have to spend $100 for
support even if you may not use it, but like most people you are
probably going to spend the hundred dollars just in case a problem
comes up and you need help. So, even though their original cost
is $69 for DAC-ACCOUNTING and $49 for DAC-PAYROLL, you could end up
paying over $150 each year for support and updates.
We charge only $22 for updates. If you pay the $75 registration
fee, you will receive notices of major updates. If you purchase
business forms from us, you get the updates for free and you don't
have to pay the registration fee. See the Business Forms
section for more details.
If we find a major bug, we send the update to registered users
for free. We also charge $5.00 per phone call of less then ten
minutes and $5.00 for every ten minutes thereafter. You have to
be a registered user to call for support unless you just received
the program and are still evaluating it. There is no charge for
support if you are calling concerning a bug in the program.
We are not Certified Public Accountants nor tax layers and are
not qualified to answer questions concerning tax laws.
The new updates each year might contain the W2 tax forms,
1099 tax forms, and a new payroll calculation if the tax laws
change. Updates may be sent to correct a bug or error in the
program. If you have used any other software, you know that
bugs in software are a fact of life. Lotus 123, dBase II and
even IBM's DOS are infamous for their bugs. While it is
theoretically possible to design a perfect bugless program, it is
also theoretically possible to design a car to last a lifetime or
have a completely fair government, but don't expect to see one.
Most of the bugs are relatively minor and rarely happen. You should
become a registered user so you can get the most debuged program
we have. Bugs in accounting software can cause greater problems
the bugs in other kinds of software.

We may be adding new features to make the program easier to
use and more powerful.






















USER SUPPORTED SOFTWARE

This software is distributed as a "user-supported program"
also know as "Freeware". User-supported programs are copyrighted,
and the author requests a registration fee or donation for the
program. The authors of user-supported programs allow users
to make copies and share them with others with the request that
satisfied users send them a donation.

The advantages to user-supported software are:

1. You can try the program before you pay for it.
No program can please everyone.

2. You can't get stuck with an expensive program you can't use.

3. The cost is lower because you are not paying for advertising,
distributor markup, and retailer markup.

If you decide to use this program, please send us the $75
registration fee. If you use this program you are legally
and morally obligated to pay for it.

If you send us the registration fee you will receive:

1. The source code for the programs in basic.

2. The latest version of this program. You may have an old
version.

3. Notice of all updates.
























PC ACCOUNTING II
Includes PC Accounting I
REGISTRATION ORDER FORM

If you order business forms from us, you do not have to pay the
registration fee, and you receive free updates for one year.

Please add me to your list of registered users. Send me the
source code and the latest version of the program. Enclosed
is a check for $75. I have read and agree to the license
agreement and disclaimer of warranties.

Your Name __________________________________

Your Address _______________________________

_______________________________

_______________________________

The programs are only available on 360K DSDD disks.

Optional: Send the 10 disk package mentioned below $32 Yes / No

All programs require an IBM PC or Compatible with 192K

Mail To : PPE Inc.
Box 2027
Gaithersburg, MD 20879


Phone (301) 977-1489























OTHER SOFTWARE FROM PPE
If you liked our accounting program try some of our other
programs. You can receive all of the below programs on 10
diskettes for only $32. No other "donation" or registration
fee is required for the below programs.

Database Management System
* Report Generator * Sorts on 3 fields
* Global Field Changes * Relational
* Written in Basic for easy Modification
* 3 Files Open Simultaneously * Transfer Data between Files
* 14 Ways to calculate fields * Global Field Changes
* Customizable Screens * Retrieve on Conditions
* Not recommended for computer novices
* Requires IBM or Microsoft Basic

Spreadsheet
* 21 ways to calculate numbers or write your own subroutine
* Source Code given * Full cursor control
* Automatic Recalculation
* Numbers and Text may be placed anywhere on the screen

Expert System Inference Engine
* Design your own expert system * Diagnoses Multiple Solutions
* Assign probability with rules * Detects Contradictory Evidence
* Explanation of Reasoning * Accepts unknown input
* Intelligent Search Pattern with Manual Override
* Logic Path through subcategories shown

Decision Support
* Helps you make better decisions faster
* Your decisions look and are well thought out
* Makes decision making easier like word processing make typing
easier * Brainstorming Techniques * 96 page printed manual

Near Typeset Quality Printing
* Requires a letter quality printer with Diablo 630 escape codes
and Wordstar * Variable letter spacing
* Individual letter spacing with 8,000 combination look up table
* Right justification * Micro Centering
* See the insert that tells how to print the manual for a sample
of the typesetting program's type.

Plus 7500 word Vocabulary Builder, Typing Teacher,and Math
Teacher
* Most of the Manuals are on Diskette

Trademarks : The following names contained in the manual are
trademarks of their manufacturers: PC Accounting, IBM, Microsoft
DAC, Dome Accounting, Lotus, dBase





Why You Should Purchase Business Forms From Us

Your local instant printer does not have the printing equipment
necessary to print multipart continuous forms. It requires a special
printing press to print continuous computer forms and special
equipment to merge the parts together.
There is probably a local business forms printer in your area
who specializes in custom jobs. He can print business forms for you,
but the cost will be two or three times our cost because they
purchase paper in smaller quantities, use outside typesetting, use
smaller, less efficient presses, and are setting up and running a
custom job just for you.
Our forms are printed by a large business form printer who
purchases paper and ink by the truckload, uses the most efficient
printing press, does his own typesetting, and prints your forms
along with dozens of other orders for the same form. These
economics of mass production let us pass the cost savings along
to you.
Unfortunately, you have to take the disadvantages of mass
production along with the cost savings. The main disadvantage is
that you have to wait two or three weeks for your order. Our
printer waits a few days until he has enough orders for the
same form before he sets up and runs the press. It takes a few
days to print and merge the forms. Then you have to wait for
UPS Delivery.
If you are in a big rush, you can order blank forms. These can
be shipped out the same day or next day because they require no
printing. You can also have your orders shipped by Second Day UPS
at a small additional charge.
Our prices are competitive with the prices offered by the
other major business form printers. We make sure our prince are
competitive with the prices offered by Moore Business Forms and
Nebs Business Forms. If our prices seem slightly higher,
remember that our prices include free shipping, three color
printing on the multipurpose form, and free typesetting. Also
there is no "Cut Charge" if you send camera ready material.

You also get free program updates and do not have to pay the
registration fee if you order business forms from us.
















Prices June 1986
Prices are usually good for 6 months.

All prices include FREE UPS Shipping and FREE Typesetting

Multipurpose Forms

Carbonless with your Name, Address and Phone Number Imprinted on
each form. The forms have blue and silver printing on the first
copy. Your name is crash imprinted in black ink. The second,
third and forth copy are printed in blue ink (Half tones would
make the copies difficult to read). Paper sequence is white,
canary, pink, and goldenrod. Size: 8 1/2 by 7 inches.

Call or write to us for a free sample form and the typefaces
available for free typesetting. Only two typefaces are available
for the multipurpose forms. The multipurpose forms are crash printed
and fancy typefaces are not recommend for them. The two typefaces
look the best. Over 20 typefaces are available for the envelopes.

Number of Parts
2 part 3 part 4 part
Quantity Ordered
500 $54.91 $68.00 $79.65
1,000 $78.88 $100.30 $119.00
2,000 $136.00 $176.00 $213.52
3,000 $189.72 $248.88 $301.92
5,000 $290.27 $383.35 $467.07
10,000 $539.75 $716.55 $875.50

Deduct 15% for blank forms (no imprinting).

Envelopes #9 Window Your Name and Address printed.
For mailing the forms.
24 lb paper.
Black and White Printing

Quantity Ordered Price
1,000 $50.00
2,500 $96.25
3,000 $115.50
5,000 $162.50
10,000 $290.00

Start up Package: Can be shipped next day because of no imprint
By 2nd day UPS you can have the start up package
in two or three days
500 3 part Forms NO IMPRINT and
500 double window envelope NO IMPRINT $85.00

Information on 1099 and W2 tax forms will be sent to
our customers in November or December.


ORDER FORM

Multipurpose Forms for Invoice, Statements and Purchase Orders.
Number of Forms you Want (500,1M,2M,3M,5M,10M) _______
Number of Parts per forms You want (2,3,or 4) _______
Cost of Multipurpose Forms (See Previous Page) _______
Number 9 Single Window Envelopes for Mailing the Forms.
Number of Envelopes you Want (500,1M,2.5M,3M,5M,10M) ______
Cost of Envelopes (See Previous Page) _______
500 Multipurpose Forms (No Imprint) and 500 double window
envelopes. $85 (Start Up Kit) _______

2nd Day UPS is 7% extra FREE Surface UPS Shipping _______
MD. Residents add 6% Sales Tax Tax MD Residents Only _______
Total _______

Typesetting is free OR send us camera ready material. Camera ready
material for the forms must fit in a 1 1/4 inch by 3 1/2 inch area.
Halftones and fine line artwork is not recommend for the multipurpose
forms because your name is crash printed on the copies. The envelopes
have a window in the lower left quarter. You obviously cannot have
printing over the envelope's window. Send 2 copies of the camera ready
material if you are having both forms and envelopes printed. Two of
your current envelopes may be acceptable.

Information You Want Printed on Forms and Envelopes:
Name :___________________________________________
Address :___________________________________________
City, State,Zip:___________________________________________
Phone Number :________________
Phone Numbers are NOT printed on envelopes unless requested.

Address You want us to Ship to. NO P.O. Boxes for UPS Shipment.
Your Name :________________________________________
Company :________________________________________
Address :________________________________________
City,State,Zip:________________________________________

Due to problems in getting the correct spelling, punctuation,
spacing and capitalization over the phone we cannot accept
telephone orders for items imprinted. Orders for the Start Up
Kit which has no imprinting can be ordered over the phone.
In order to keep our prices low, we require payment with order.
Our profit margin is only a few percent, so we cannot afford the
cost of extending credit. Allow 3 Weeks For Delivery

Mail To: PPE. Inc. For Federal Express Use:
P.O. Box 2027 19137 Brooke Grove Court
Gaithersburg, MD 20879
(301) 977-1489

The file OF (Order Form) on disk two contains a duplicate of the
above order form. If you want to, use your word processor to
enter your order by editing the OF file. Then print the
OF file on paper.