# - Setup Screen

<#> SCREEN INFORMATION <File Help . . .> <Tools Help . . .> New record <Ctrl N> show Go-to location <Ctrl G> close lookup <F5> enter Journals <Ctrl J><Ctrl K> close all lookups<Shift F5> dial Telephone <Ctrl T> open lookup <F6> put on Word processor <Ctrl W> alternate lookup <Shift F6> run macro <F4> save record <F9> make new macro <Shift F4> delete record <Shift F9> enter calculator <Shift F3> selection screen <F10> go to menu bar <Shift F10> Exit one level <Esc> <QUESTIONS about . . .> exit ABC <Alt-F4> Account struc. requirements <A>

Field Help (Information) <I>

SETUP SCREEN FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the current record, and set the reference number to the next available number.

<F5> exit lookup <Shift F5> close all lookups

<F6> open lookup <Shift F6> alterate lookup

<F9> save recrod <Shift F9> delete record

<F10> selection screen <Shift F10> go to menu bar

<Esc> Exit one level <Alt-F4> exit ABC

INFORMATION ON (#) SCREEN
This screen is used for entering Setup information such as, Company Name, Address, and Phone Number, Bank Accounts, and the Code Generator, and General Ledger Numbers.

SETUP SCREEN TOOLS HELP <Ctrl G> You will receive a message telling you what entry location and field number your cursor is at. Type in the number of the entry location you want your cursor to be moved to and press enter, and your cursor will be moved to that location.

<Ctrl J> or <Ctrl K> This gives you two notepads to keep on file anything that you want to remember about this purchase order. files it with the date and time, only with the date. To see what is on file, press or . When you are done, press .

<Ctrl W> Put the currently loaded company's code on a Word Processor list. To see the list, press F10, W, Ctrl N (to clear screen), and then type #LABELS. To learn more, press <W>.

<Ctrl Z> Undo present changes to the line the cursor is on.
<F4> Start macro from the line the cursor is on. Press and the macro name.

<Shift F4> Record Macro. Press to begin recording. Then enter the macro keystrokes. Press to end the macro. Press <M> for more information.

<Shift F3> calculator. Use + to add and total and - to subtract. Use / to divide and * to multiply. Use ) to clear and ( for off. Use = or for equals.

Company Name (#)
Enter your company name. The name will appear on most screens and will be printed at the top of each page on most reports.

Company Name - Second Line (#)
This line is for additional company information. It prints on plain paper statements and invoices as part of the heading.

Street Address (#)
Enter your company's street address. The address will print on plain paper invoices and statements.

Zip Code (#)
Enter your company's zip code without the extension. A separate field is provided for the extension. The address will print on plain paper invoices and statements.

Zip Extension (#)
Enter your company's zip extension. The address will print on plain paper invoices and statements.

Phone Number(#)
Enter your company's phone number. The phone number will print on plain paper invoices and statements. Seven or ten digits format automatically.

There is room to put additional phone or fax numbers.

System Date (#)
This is the date that has been set on the Startup screen (*).

Year End Month Number (#)
Enter the month number in which your financial year ends. It may be left blank for Calendar year. The annual totals on the customer and inventory file are rolled based on the fiscal year.

A/R Account Number (#)
Enter the G/L account number for accounts receivable. This is used by Report # 3-14, CUSTOMER PAYMENT LEDGER, and Report # 3-27, A/R SALES BY G/L# when posting.

ABC's standard A/R account number is 500.

A/P Account Number (#)
Enter the G/L account number for accounts payable. This is used by Report # 2-11, PAYABLES BY G/L#, when posting.

ABC's standard A/P Account number is 3040.

Payroll Cash Account Number (#)
Enter the G/L account number for the payroll cash account. This is used by Report # 4-39, PAYROLL CATEGORY REPORT, when posting. Use the number of the account that the payments are made from. In many cases, that is the same account that other bills are paid from, the business account.

ABC's standard Business and Payroll Account # is 303.

Inventory Start Account Number (#)
Enter the first G/L account number for inventory. This account is used by Report # 1-7, Inventory Value, when the Posting option is chosen.

ABC's standard Inventory Start Account # is 1000.

Inventory End Account Number (#)
Enter the last G/L account number for inventory.

ABC's standard Inventory End Account # is 2799.

Inventory Reversal Account Number (#)
Enter the G/L account number for inventory reversal. This account is used by Report # 1-7, Inventory Value, when the Posting option is chosen.

ABC's standard Inventory Reversal Account # is 8895.

Retained Earnings Account Number (#)
Enter the G/L account number for retained earnings. The Retained Earnings Account is the account in which the cumulative profits are stored. It is sometimes called the Proprietor's Capital Account. It is a different account from the Year-to-date Earnings Account. After the end of the year, the Year-to-date Earnings Account is usually closed out to the Retained Earnings Account. Therefore, the Retained Earnings Account shows the cumulative profits for every year except the current year. Presently the end- of-year adjustment is a manual adjustment.

ABC's standard Retained Earnings Account # is 4010.

Sales Start Account Number (#)
Enter the first G/L account number for sales. This marks the break between the Balance Sheet and the Income Statement when a Financial Statement is printed.

ABC's standard Sales Start Account # is 5000.

Purchase Start Account Number (#)
Enter the first G/L account number for purchases. The purchase accounts are where all costs of purchases are tracked. You may use only one count, (we suggest Account number 8810), or you could have your sales split up among a number of accounts.

ABC's standard Purchase Start Account # is 7000.

Purchase End Account Number (#)
Enter the last G/L account number for purchases.

ABC's standard Purchase End Account # is 8799.

Bank Account Number and Name (#)
Up to five different bank accounts can be setup using Ledgers 3 to 7. In the Account # column enter the G/L # of the bank account. If the G/L # account has already been setup on the G screen, the Name of the account will be displayed in the Name field. If the G/L account has not been setup on the G screen, it can be setup here by entering the G/L # in the Account # field and entering the account Name in the Name field. Save the record with .

ABC's standard G/L # for the Business Bank Account is 303.

Company Number (#)
Enter a number from one to nine to indicate for which company this accounting system is being used. Used in multi-company situations. The company number is appended to computer entries reference numbers.

Floor Plan Account Number (#)
A floor plan is an agreement with a supplier who displays his product at your place of business (on your floor). When it is sold you collect the money and pay the supplier. This account is for tracking the value of his product which you have on hand. Enter that account number here. ABC's standard floor plan account # is 3240.

Department Multiplier (#)
This is used in conjunction with deparmentalized financial statements. This is the number of accounts for each department, and may be 100, 1000 or 10000. It is the account number where the consolidated statement stops, and the first department begins. The accounts between Department Start # and Department Multiplier # are reserved for the consolidated accounts, and may not have data directly entered into them.

For example, if the number of accounts in each department was 10000, the Department Start # would possibly be 5000. The numbers from 5000 to 10000 would be reserved for the consolidated accounts which would be a summary of the accounts 15000 to 20000, 25000 to 30000, 35000 to 40000 and so on. In this case the DEPARTMENT MULTIPLIER would be 10000. That's where the first Department would start. The second Department would start with 20000, the third Department with 30000 and so on.

A/R Discount Account Number (#)
Enter the G/L Account number for Accounts Receivable Discounts. The computer will use this account when posting Deposits (D) that have cash discounts. ABC's standard number is 6830.

Employer Identification Number (#)
Enter here the company's Employer Identification Number if you have one.

Automatic Deposit Posting (#)
Enter a C if you are on the Cash Basis of Accounting and you want the computer to automatically update your bank balance when you save a deposit on the D screen that has a Y in Deposit Total.

Enter an A if you are on the Accrual Basis of Accounting and you want the computer to automatically update your bank balance when you save a deposit on the D screen that has a Y in Deposit Total.

Enter an N if you do not want the computer to automatically update your bank balance. This means, to update your bank balance you will need to do it manually by making an entry on the Ledger screen (L), or by running Report # 3-14 Customer Payment Ledger (accrual basis) or Report # 3-37 Cash Deposits by G/L# (cash basis).

Payroll and Accounts Payable Ledger Number (#)
ABC PAYROLL MODULE If your Payroll checks come from the same ledger as your Accounts Payable checks, enter that ledger number here.

ABC's standard Ledger number is 3.

Let this field blank if the Payroll checks are not written from the same Bank Account as your Accounts Payable checks.

Multi-Loc Pars (#)
Multiple Location Parameters is used wuth systems that have the multiple Location Software installed. Enter the Location number (1-9) followed by a comma the start reference# followed by a - and the Ending Reference # that is valid for that location on the (B)ill, (D)eposit, (R)eceivable Invoice screens.

Example 1,10000-199999

Department Start Number (#)
This is the account number that starts the consolidated financial statements. Do not put any number here if you have a single department situation.

Prepayment Account Number (#)
Enter the G/L Account number where Customer Prepayments will be entered. The computer will automatically track this. ABC's standard number is 3200.

Vendor Shipping Ticket Account (#)
Vendor shipping tickets can be entered on the Bill screen (B) to add items you have received to stock, even before you receive a bill. If you want to include these shipping tickets in inventory value (report 1-7) and purchases (report 2-11), enter an account number here. This will cause both reports to include shipping tickets, whether posting to G/L or not. When you post report 2-11, Open Payables by G/L#, the shipping tickets total will post to this account. If you leave this field blank, shipping tickets will not be included on these reports.

Vendor Code Generator - Individual (#)
The computer will suggest a Code for any new Vendor when you set them up, if you specify in this field how you want the code to be generated.

LFM means Last name, First name, Middle name. If you put the numbers 220 below the letters LFM, the computer will use the first 2 letters of the Last name, the first 2 letters of the First name and will not use any of the Middle name to generate the Code.

The person's Name must be entered in this order: Last Name, First Name, Middle Name with a comma between the last name and the first name.

(The computer will attach a 0 to the Code unless that Code has been used already. In that case it would attach a 1 unless that was used before and so on. Brown, John would have the Code BRJO0 and Brubacher, Jonas would have BRJO1, if the Code Generator had the numbers 220 in this field.)

Vendor Code Generator - Company (#)
The computer will suggest a Code for any new Vendor when you set them up, if you specify in this field how you want the code to be generated. Do not include a comma in a Vendor Company Name.

123 means First word, Second word, Third word. If you put the numbers 221 below the numbers 123, the computer will use the first 2 letters of the First Word, the first 2 letters of the Second Word and the first letter of the Third Word to generate the Code.

(The computer will attach a 0 to the Code unless that Code has been used already. In that case it would attach a 1 unless that was used before and so on. For example, Smith Auto Parts would use the code SMAUP0 and Smiff's Auto Place would use the code SMAUP1, if the Code Generator had the numbers 221 in this field.)

If you put an S (for State) as the 4th character of the code, the computer will add the 2-letter State code to the Vendor code when you save the record. This is used in situations where there are many vendors with the same name. For example, First National Bank with a PA address would be FINABPA0.

Customer Code Generator - Individual (#)
The computer will suggest a Code for any new Customer when you set them up, if you specify in this field how you want the code to be generated.

LFM means Last name, First name, Middle name. If you put the numbers 221 below the letters LFM, the computer will use the first 2 letters of the Last name, the first 2 letters of the First name and the first letter of the Middle name to generate the Code.

The person's Name must be entered in this order: Last Name, First Name, Middle Name with a comma between the last name and the first name.

(The computer will attach a 0 to the Code unless that Code has been used already. In that case it would attach a 1 unless that was used before and so on. Brown, John D would have the Code BRJOD0 and Brubacher, Jonas D would have BRJOD1, if the Code Generator had the numbers 221 in this field.)

Customer Code Generator - Company (#)
The computer will suggest a Code for any new Customer when you set them up, if you specify in this field how you want the code to be generated. Do not include a comma in a Customer Company Name.

Name Code Generator - Individual (#)
The computer will suggest a Code for any new Name when you set them up, if you specify in this field how you want the code to be generated.

The person's Name must be entered in this order: Last Name, First Name, Middle Name with a comma between the last name and the first name.

Name Code Generator - Company (#)
The computer will suggest a Code for any new Name when you set them up in the Names File (N) if you specify in this field how you want the code to be generated. Do not include a comma in a Company Name.

Employee Code Generator - Individual (#)
ABC PAYROLL MODULE The computer will suggest a Code for any new Employee when you set them up, if you specify in this field how you want the code to be generated.

The person's Name must be entered in this order: Last Name, First Name, Middle Name with a comma between the last name and the first name.

G/L Lock Date (#)
To prevent changing a prior General Ledger period, enter the last date of the period to lock. The computer will prevent entering, editing, deleting, or posting G/L transactions dated on or before the lock date.

This affects Ledger entry (L,-), Paycheck entry (P), Deposit entry (D), A/P Checkwriting (/), and reports that post to G/L. It also affects editing or deleting a paid Bill (B), depending on the oldest payment date.

Credit Card Deposit Account (#)
When you use Automatic Deposit Posting, the computer posts the credit card sales to the Account specified in this field. This is done because banks handle credit card income in a variety of ways and normally credit card sales are not included on your deposit tickets. ABC's standard Credit Card Deposit Account # is 310.

When your bank credits your account with credit card income, you need to make a manual deposit on the Ledger screen (L), using a negative figure, like any other deposit. Use the Credit Card Deposit Account number.

If there is a credit card service charge or credit card discount withheld from the credit card income, you should enter that as a positive amount using the Credit Charges Account #.

Here is an example of entering a Credit Card Deposit on the Ledger screen (L):

         ----------------------------------------------------------

         |Check# Date    Vendor Code & Name   Amount  Distribution|

         |1277.1 2/28/97 DEPOSIT             -436.00              |

         |                                                        |

         | _ _Acct_#_ _ _ Description_ _ _ _ _Amount_ _ _ _Remark_|

               310  Credit Card Deposits     -445.00

              9600  Credit Card Charges         9.00

A/P Lock Date (#)
To prevent changing prior A/P transactions, enter the last date of the period to lock. The computer will prevent entering, editing, or deleting A/P transactions dated on or before the lock date.

This affects Bill entry (B) and A/P Checkwriting (/). It also affects deleting an A/P check on the Ledger screen (L,-).

A/R Lock Date (#)
To prevent changing prior A/R transactions, enter the last date of the period to lock. The computer will prevent entering, editing, or deleting A/R transactions dated on or before the lock date.

This affects Deposit entry (D) and Invoice entry (R).

Account Structure Requirements
There are certain requirements for numbering G/L accounts. If these requirements are not met, an error message may appear when you attempt to save the setup data.

Balance sheet accounts, including inventory, must come before sales accounts and sales accounts must come before purchase accounts. The sales accounts are assumed to end where the purchase accounts start. This is why there is no Sales End Account # field.

Inventory categories must have corresponding sales and purchases categories. This involves two requirements:

1. Sales and purchaes must cover a wide enough range to include all the inventory categories.

2. The ranges for sales and purchases must contain account numbers with the last digit or digits corresponding to those of the inventory account numbers. The number of digits that must correspond is determined by the number of inventory accounts. For example, inventory accounts could start at 1000 and end at 2799, sales accounts could start at 5000 and purchase accounts could start at 7000 and end at 8799. In this case, sales accounts 5000 to 6799 and purchase accounts 7000 to 8799 would correspond to inventory accounts 1000 to 2799. The last THREE digits must correspond, in this case, because there are more than 100 inventory accounts.