The Company Setup (#) screen is usually prepared with the help of your ABC Accounting representative. It contains settings used by the various modules in your ABC Accounting software. Once these settings are entered, they typically shouldn’t need to be changed.
This screen has been divided into 4 main parts.
1. The first one is called “Financial Overview.” It shows your business name, address, and phone number. It also has a window for viewing your current cash flow. You can click on the Show Predicted Cash Flow link to view month to date cash flow and predicted future cash flow based on the accounts that are still open.
2. The second main section is “Global Setup.” In this section, you indicate whether your business is cash or accrual, which ledger accounts will be used for specific categories, and how your record codes will be generated.
3. The third main section is specific to “Accounts Receivable.” Setup in this section includes such information as when statements will be generated and how finance charges will be figured.
4. The last section is “Accounts Payable” setup. The information entered here drives such things as how much will be paid to employees for overtime and how prices should be updated.
If for any reason you need to change these settings, consider contacting your ABC Accounting representative first. However, for your information, there are some onscreen helps that give pointers for filling things out correctly.
A message bar at the bottom of the screen gives quick helps. F1 gives help for each field. The Menu bar at the top of the screen gives a listing of useful options with their corresponding hot keys.
Helps Accessed From the Company Setup (#) Screen
File Help (#)
Ctrl+N—Opens a New record.
F5—exits lookup.
F6—opens lookup.
F9—saves record.
F10—goes to the Selection Screen.
Shift+F10—goes to the Menu Bar.
Esc—exits one level (such as a lookup window).
Alt+F4—exits ABC.
Tools Help (#)
Ctrl+G—Gets or jumps to the address of a certain field. When you press Ctrl+G, a message box appears telling you the address of the field your cursor is on. You are also given opportunity to jump to another address. Enter the location number of the field you want to jump to, or enter F and the field number of the field you want to jump to.
Shift+F3—brings up an accountant's* calculator when your press it the first time. The second time you press it, the final calculations showing are entered into the field the cursor was on.
+ adds or totals - subtracts / divides
* multiplies ) clears ( exits calculator
= totals or equals
*If you are not familiar with an accountant’s calculator, you may want to take a little time to familiarize yourself with the differences in usage here. Figures are entered as positive or negative: i.e. 100+50-75= would be entered as 100+; 50+; 75- The answer calculates each time you press the positive or negative sign. The = sign or Enter key seldom need be used unless you are multiplying or dividing.
Edit Help (#)
Ctrl+C—Copies text. Place your cursor on the field that contains the text you wish to copy and press Ctrl+C. Then move your cursor to the field you want your information copied to and use the paste (Ctrl+V) function.
Ctrl+V—pastes text. Any text that has been copied (with Ctrl+C) or cut (with Ctrl+X) may be pasted into any other field by using the Ctrl+V function. Simply place your cursor in the field you want to copy the information to and press Ctrl+V.
Ctrl+X—cuts text. Place your cursor on the field you want the text removed from and press Ctrl+X. The text will disappear. If you want to replace this text in another
Ctrl+Z—Zap! Undoes latest changes to the line the cursor is on.
Part 1—Financial Overview
Enter your company name. The name will appear on the Title Bar of your ABC Accounting software. It will also be printed at the top of each page on most reports.
Company Name—Second Line (#.2)
This line is for additional company information. It will appear on your printed invoices and statements as part of the heading.
Enter your company's street address. It will appear on your printed invoices and statements
Enter the first five digits of your company's zip code. A separate field is provided for the extension. As mentioned before, the address will print on plain paper invoices and statements.
Enter the four-digit zip code extension., if you know it.
Employer Identification Number (#.72)
Enter here the company's Employer Identification Number if you have one.
Enter your primary phone number. Seven or ten digits format automatically.
Show Predicted Cash Flow
You can click on the Show Predicted Cash Flow link to view month to date cash flow and predicted future cash flow based on the accounts that are still open.
Part 2—Global Setup
Automatic Deposit Posting (#.87)
Enter a C if you use Cash basis accounting and you want to automatically update your bank balance every time you save a deposit with a Y in the Deposit Total field.
Enter an A if you use Accrual basis accounting and you want to automatically update your bank balance every time you save a deposit with a Y in the Deposit Total field.
Enter an N if you do Not want to update your bank balance automatically. Using this option, you must update your bank balance manually by making an entry on the Ledger Entry (L) screen, or by running Report # 3-14, CUSTOMER PAYMENT LEDGER (accrual basis), or Report # 3-37, CASH DEPOSITS BY G/L (cash basis).
Bank Deposit Number (#.84)
Enter your banking account number. It is used for printing out your deposit ticket from Report # 3-18, DEPOSIT TICKET.
Logo File Name (#.165)
This field contains a link, pointing to the folder where the logo file is kept. Click on the magnifying glass icon to browse for the logo file. Once you have found it, click on it and choose OK. A link will be created in this field. When you click on the link, you can view the logo. Logos print on invoices and statements.
Another way to enter the link into this field is to click on the file and drag it to this field and drop it. A link is created pointing to this file for your statements and invoices.
The little, curved arrow beside this field simply designates it as an extended field, which may contain more data than can be viewed within the field. Click on the arrow to view the entire string. Press F5 to close.
Signature File Name (#.168)
This field contains a link, pointing to the folder where the signature file is kept. Click on the magnifying glass icon to browse for the signature file. Once you have found it, click on it and choose OK. A link will be created in this field. When you click on the link, you can view the signature. Signatures print on checks.
Another way to enter the link into this field is to click on the file and drag it to this field and drop it. A link is created pointing to this file for check writing purposes.
The little, curved arrow beside this field simply designates it as an extended field, which may contain more data than can be viewed within the field. Click on the arrow to view the entire string. Press F5 to close.
Bank Account Number and Name (#.21)
Up to five different bank accounts can be set up using Ledgers 3 to 7. In the Account # column, enter the G/L # of the bank account. If the G/L account number has already been set up on the G screen, the name of the account will be displayed in the name field. If the G/L account has not been set up on the G screen, it can be set up here by entering the G/L # in the Account # field and entering the account name in the Name field. Save the record with F9.
ABC's standard G/L # for the Business Bank Account is 303.
Enter the month number in which your financial year ends. It may be left blank if it matches the calendar year. The annual totals on the Customer and Inventory screens are rolled based on the fiscal year.
G/L Lock Date (#.157)
To prevent changing a prior General Ledger period, enter the last date of the period you want locked. The program prevents entering, editing, deleting or posting General Ledger transactions dated on or before the lock date.
This affects entries on the Ledgers (L) and Ledger Select (-) screens, the Paycheck Entry (P) screen, the Deposit (D) screen and the Check Writing (/) screen. It also affects reports that post to the general ledger and editing or deleting paid bills on the Bill Entry (B) screen, depending on the oldest payment date.
A/P Lock Date (#.180)
To prevent changing prior Accounts Payable transactions, enter the last date of the period to lock. The program prevents entering, editing or deleting Accounts Payable transactions dated on or before the lock date.
This affects entries on the Bill Entry (B), Check Writing (/), Ledgers (L) and Ledger Select (-) screens.
To prevent changing prior A/R transactions, enter the last date of the period you want locked. Entering, editing, or deleting Accounts Receivable transactions dated on or before the lock date is disallowed.
This affects entries on the Deposit (D) and Receivable Invoice (R) screens.
Company Number (#.28)
This field is used for multi-company situations. Enter a number from one to nine to indicate which company this is. The company number is appended to reference numbers.
Department Start Number (#.95)
This is the account number that starts the consolidated financial statements. Do not put any number here if you have a single department situation.
Department Multiplier (#.35)
This is used with departmentalized financial statements. This is the number of accounts for each department, and may be 100, 1000, 10000, or 100000. 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 number 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. The first department would start here. The second department would start with 20000, the third Department with 30000 and so on.
Maximum Proposal Number (#.47)
This affects the numbering of records entered on the Work Order (M) screen. By default, proposals (estimates) and work orders share the same reference number sequence. If you want to number proposals and work orders separately, enter the Maximum Proposal # here. This reserves reference numbers from there down for proposals, and higher numbers for work orders (and sales orders).
Entering a new work order will use the high range by default. To change to a proposal, you must press F9 and select option 2. This changes the reference # accordingly and deletes the work order. Going the other way, saving a proposal within range will give options to copy to a work order or sales order, which will assign the correct reference # and leave the original proposal intact. The original proposal # will be stored in the Slip # field on the new work order.
Multiple Location Parameters (#.94)
Multiple Location Parameters is used with systems that have the multiple location software installed. Enter the Location # (any number from 1 to 9) followed by a comma, the Start Reference # followed by a -, and the Ending Reference # that is valid for that location on the Bill, Deposit and Receivable Invoice screens.
Example: 1,10000-199999
Vendor Code Generator—Individual (#.141)
Every new individual or company you choose to do business with is entered into the ABC Accounting software under the heading Customer, Employee, etc. When these people are entered, your ABC Accounting software automatically generates a code as an account number for the person you just entered.
This code/account number is generated according to the specifications that are entered here.
LFM means Last name, First name, Middle name. If you enter the numbers 221 below the letters LFM, the code is generated using the first 2 letters of the last name, the first 2 letters of the first name and only the first letter of the middle name to generate the code.
In order for this code generator to work properly, you must enter names in the name field of any screen using the last, first, middle name format. Make sure there is a comma between the last name and the first name.
A numerical digit is automatically attached to the end of each code. This is because names such as Brown, John S. and Brubacher, Jonas Seth would both be coded as BRJOS. A zero is attached to the end of the first usage of any code. If another name is entered which would generate the same code, a one is attached. And so on.
Vendor Code Generator—Company (#.142)
Reference codes for Vendors can be automatically generated if you specify the formula in this field.
Notice the Comp 123 heading for this field. This means the code will be generated according to the 1st word, 2nd word, 3rd word format. If you enter the numbers 221 below the numbers 123, the code is generated using 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. Do not include a comma in a vendor's company name.
You also have the option of entering an S after the 3 digits you enter in this field. This adds the two-digit state code to the end of the code that is generated.
A numeric digit is automatically attached to the end of the code. This is because names such as Smith's Auto Parts and Smiley's Australian Pets would generate the same code if you are using the 221 format for generating vendor's company codes. A zero is attached to the end of the first usage of any code. A one to the second usage. And so on.
Customer Code Generator—Individual (#.143)
Every new individual or company you choose to do business with is entered into the ABC Accounting software under the heading Customer, Employee, etc. When these people are entered, your ABC Accounting software automatically generates a code as an account number for the person you just entered.
This code/account number is generated according to the specifications that are entered here.
LFM means Last name, First name, Middle name. If you enter the numbers 221 below the letters LFM, the code is generated using 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.
In order for this code generator to work properly, you must enter names in the name field of any screen using the last, first, middle name format. Make sure there is a comma between the last name and the first name.
A numeric digit is automatically attached to the end of the code. This is because names such as Brown, John S. and Brubacher, Jonas Seth would both be coded as BRJOS. A zero is attached to the end of the first usage of any code. If another name is entered that generates the same code, a one is attached. And so on.
Customer Code Generator—Company (#.144)
Customer reference codes will be automatically generated if you specify a formula in this field.
Do not include a comma in a customer's company name.
123 means 1st word, 2nd word, 3rd word. If you enter the numbers 221 in this field, the code is generated using 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.
You also have the option of entering an S after the 3 digits you enter in this field. This adds the two-digit state code to the end of the code that is generated.
A numeric digit is automatically attached to the end of the code. This is because names such as Smith's Auto Parts and Smiley's Australian Pets would generate the same code if you are using the 221 format for generating vendor's company codes. A zero is attached to the end of the first usage of any code. A one to the second usage. And so on.
Name Code Generator—Individual (#.145)
Every new individual or company you choose to do business with is entered into the ABC Accounting software under the heading Customer, Employee, etc. When these people are entered, your ABC Accounting software automatically generates a code as an account number for the person you just entered.
This code/account number is generated according to the specifications that are entered here.
LFM means Last name, First name, Middle name. If you put the numbers 221 below the letters LFM, the code is generated using 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.
In order for this code generator to work properly, you must enter names in the name field of any screen using the last, first, middle name format. Make sure there is a comma between the last name and the first name.
A numeric digit is automatically attached to the end of the code. This is because names such as Brown, John S. and Brubacher, Jonas Seth would both be coded as BRJOS. A zero is attached to the end of the first usage of any code. If another name is entered which would generate the same code, a one is attached. And so on.
Name Code Generator—Company (#.146)
A reference code for each Name can be automatically generated if you specify the formula in this field.
Do not include a comma in a company name.
123 means 1st word, 2nd word, 3rd word. If you put the numbers 221 in this field, the code is generated using 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.
You also have the option of entering an S after the 3 digits you enter in this field. This adds the two-digit state code to the end of the code that is generated.
A numeric digit is automatically attached to the end of the code. This is because names such as Smith's Auto Parts and Smiley's Australian Pets would generate the same code if you are using the 221 format for generating vendor's company codes. A zero is attached to the end of the first usage of any code. A one to the second usage. And so on.
Employee Code Generator—Individual (#.147)
ABC PAYROLL MODULE—A reference code for each employee is automatically generated if you specify the formula in this field.
LFM means Last name, First name, Middle name. If you put the numbers 221 below the letters LFM, the code is generated using 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.
In order for this code generator to work properly, you must enter names in the name field of any screen using the last, first, middle name format. Make sure there is a comma between the last name and the first name.
A numeric digit is automatically attached to the end of the code. This is because names such as Brown, John S. and Brubacher, Jonas Seth would both be coded as BRJOS. A zero is attached to the end of the first usage of any code. If another name is entered which would generate the same code, a one is attached. And so on.
A/R Account Number (#.10)
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.
A/R Discount Account Number (#.65)
Enter the G/L account number for Accounts Receivable Discounts. Deposits that have cash discounts will be posted to this account number.
ABC's standard A/R Discount account # is 6830.
Prepayment Account Number (#.132)
Enter the G/L Account number where Customer Prepayments will be recorded.
ABC's standard Customer Prepayments # is 3200.
Credit Card Deposit Account (#.160)
When you use Automatic Deposit Posting, credit card sales are posted 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 the bank credits your account with credit card income, you need to make a manual deposit on the Ledger (L) screen using a negative figure, just 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 Card Charges account number.
Here is an example of entering a Credit Card Deposit on the Ledger (L) screen:
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.
Floor Plan Account Number (#.34)
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.
ABC's standard floor plan account # is 3240.
Vendor Shipping Ticket Account (#.136)
Vendor Shipping Tickets can be entered on the Bill Entry (B) screen to add items you have received to your stock quantities, 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, 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.
Payroll Cash Account Number (#.12)
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.
Payroll and Accounts Payable Ledger Number (#.92)
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.
Leave this field blank if the Payroll checks are not written from the same bank account as your Accounts Payable checks.
Retained Earnings Account Number (#.16)
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. At this point, the end-of-year adjustment must be adjusted manually.
ABC's standard Retained Earnings account # is 4010.
Inventory Start Account Number (#.13)
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 (#.14)
Enter the last G/L account number for Inventory.
ABC's standard Inventory End account # is 2799.
Inventory Reversal Account Number (#.15)
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.
Sales Start Account Number (#.17)
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 (#.18)
Enter the first G/L account number for Purchases. All costs of purchases are tracked in the purchase accounts. If you want this all to be tracked in one account, we suggest you use account number 8810.
You could also have your sales split up among a number of accounts. If you do this, you may want to use ABC's standard Purchase Start account #, which is 7000.
Purchase End Account Number (#.19)
Enter the last G/L account number for Purchases.
ABC's standard Purchase End account # is 8799.
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 which requires 2 things:
1. Sales and purchases 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 end at 6799, and purchase accounts could start at 7000 and end at 8799.
Part 3—Accounts Receivable Setup
Tax on Order (#.158)
Putting a Y here means that Sales Tax will be calculated on Orders or Quotes if a Sales Tax Code has been set up on the I screen and the customer has been set up as taxable. (Use the Tax Status field on the C screen to show if a Customer needs to pay sales tax or not.)
Stock Error Message (#.54)
Enter an S here if you want the system to warn your operators when ship quantity exceeds Stock quantity. Enter an A to warn when ship quantity exceeds Available quantity. Enter a D to Disable these warnings.
Warnings show on the Work Order (M) and Receivable Invoice (R) screens.
Stock Icons on Work Orders (#.139)
Enter a Y here if you want the system to warn you with a red icon when ship quantity exceeds stock quantity. Also, with a Y option, a green checkmark icon is displayed when there are enough items in stock to send out the orders with this item. A yellow warning icon is displayed if you have enough stock to fill this particular order but not to fill other orders that call for this item. Enter an N to turn off these notification icons for the Work Order screen.
Point of Sale Invoice Report Number (#.89)
Enter a three-digit number to specify which report you want to use when you save a Receivable Invoice and press R to print it. Enter one digit for the screen the report is found on, followed by two digits for the Report number. The POS Printer Device field must be set up correctly for each terminal on the 'T screen or else a Plain Paper Invoice will be printed on the system default printer.
A/R Invoices Report Number (#.75)
Specify the report number you want to use when you print an invoice from the Invoices (R) screen. This must be three digits. For example, if you wish to use Report # 3-38, CUSTOMER INVOICES ON NEBS 9040, you would enter 338 in this field. This specifies which report to use when you press Alt+T on the Invoices (R) screen, or when you save an invoice and press P to Print it.
If there is nothing specified here, the program will default to Report # 3-13, CUSTOMER INVOICES ON PLAIN PAPER.
Note: Report # 3-38 is often custom programmed and is titled CUSTOMER INVOICE or some other similar title.
Number of Copies of Invoice (#.135)
Enter the number of copies of invoice you want to print when saved on the Receivable Invoice screen and the Print option is chosen. This option is often used when printing invoices on laser printers.
Number of Customer Messages (#.64)
You may specify here how many of the message fields on the Customer (C) screen you want to print on invoices.
If you enter 1 here, message one will print. If you enter 2 here, messages one and two will print. If you enter 3, messages one through three will print. If you enter 4, all four message lines will print.
Omit Company Heading (#.68)
Enter Y here if you wish to omit the company heading on Report # 3-13, CUSTOMER INVOICES ON PLAIN PAPER. This option allows you to print invoices on your company letterhead paper.
Accounts Receivable Invoice Message (#.63)
You may enter a message here that will print on all invoices. This option is for purposes such as special announcements or reminders that you want to appear on all customer invoices. This prints near the bottom of the invoice.
Automatically Add Inventory Items (#.162)
List the inventory items, separated by commas, that you want included on every invoice.
Example: IC05T,DIS10,CDRT
Each of these items will be added to every order/invoice when F9 is pressed if they are not already on the order/invoice. If they are on the invoice already they will remain where they are. Items in this list which are not found on the order/invoice will be appended. Zone and superseded items do not operate with auto add inventory.
Low Balance Limit, High Balance Limit (#.49, 50)
The program does NOT issue statements to customers whose balance due is within these two limits, inclusive. For example, if you enter -.50 for the Low Balance Limit and 1.00 for the High Balance Limit, only statements with a balance due of more than $1.00 or a credit of more than 50 cents will be printed.
If these fields are left blank, statements will be printed for all customers with nonzero balances. To print all statements, including those with a zero balance, enter a Low Balance Limit that is higher than the High Balance Limit.
To skip all statements with credit balances, enter a large negative amount for the Low Balance Limit, such as -100000.00.
Create Quote Record (#.85)
This field is for businesses who use the Quoted Prices (Q) screen for pricing individual items per customer. A Y in this field will create a new Quote record when an item is entered on the Receivable Invoice screen that was not previously purchased by the customer.
If you are not using this feature, put an N in this field.
Automatic or Optional Back Orders (#.62)
You may enter one of the following three options in this field. The program defaults to N if there is nothing entered here.
1. A enables Automatic back ordering on the Receivable Invoice (R) screen.
When you enter a Ship Quantity that is greater than the inventory stock, a message says, “Stock=xx. Ship N)one, S)tock xx, or E)ntered xx.”
a. If you press N, nothing will be entered in Ship quantity. The quantity will be entered in the Order field if you had not already filled that in manually.
b. If you press S, the quantity currently on stock is entered in the Ship field and the quantity you had entered is put into the Order field.
c. If you press E, the quantity you entered is entered into the Ship and Order fields.
2. I places the quantity entered in the Ship field into the Order field if it is greater than the previous order quantity and ships the available stock on hand on both the Make Work Order (M) screen and Receivable Invoice (R) screen.
3. O enables Optional back ordering on the Receivable Invoice (R) screen. If you want to put an item on back-order, you will need to enter the quantity in the Order field manually.
4. N means No back ordering.
Monthly Interest Rate (#.41)
Enter the monthly interest rate you wish to charge on overdue accounts. For 2%, simply enter a 2 without the percent sign.
The monthly and annual interest rates are displayed on receivable invoices.
Minimum Charge (#.42)
Enter the minimum charge for an overdue account. Do not use a dollar sign. This charge will apply whenever it is larger than the calculated charge, if there is one.
Enter the number of days an invoice may be open before a finance charge is applied. Often this is set for 5 days more than the number of Free Days to allow for mail time.
When the figure in this field added to the invoice due date is before the system date, a warning is displayed on the R screen when the customer is entered.
Free Days (#.39)
Enter the number of days after the invoice date that the customers will have free credit on an invoice. Finance charges will be applied for each day after this day. Example: 10.
G/L Account Number (#.44)
Enter the G/L account number for finance charges.
ABC's standard G/L account number for finance charges is # 9840.
Enter an N if you do Not want compound interest (or finance charges on overdue finance charges).
Last Finance Charge Date (#.46)
Enter the date finance charges were last calculated. This must be set for finance charges to work. Once this is set up initially, it is automatically updated whenever finance charges are run.
Finance Charge Information Message (#.40)
You may enter a brief message that you want to appear on your statements, identifying your finance charges.
Customer Type (#.36)
If there is no Type specified in the Customer Type field on the Customer (C) screen, the program defaults to the Type entered in this field.
The Customer Type field can be used for a variety of purposes. You may use it to show which inventory items may be sold to which customers.
For example, a P may imply that this is a farmer who is licensed to use poison.
If you have various sales persons that relate to various customers, you might use the Customer Type field to show which sales person that customer is under.
This is a safety guard that triggers an error message when you try to sell an item at a price that is less than a certain percentage above Cost on the Inventory (I) screen. Enter that percentage here. For example, to set the minimum price to 10% above cost, enter 10.
If you leave this field blank, the minimum price will be the cost of the item. To disable this feature, enter -100, which will allow any price down to zero.
Default Sales Account Number (#.66)
This is the G/L account number used when an item is entered on the Invoices (R) screen that has no account # specified.
ABC's standard Default Sales Account # is 6810.
Special Deposit Account Number (#.93)
This field allows the tracking of customer prepayments for a special purpose. Entering this account number in the G/L # field on the Deposit (D) screen will post the G/L amount to the Special Deposit field on the Customer (C) screen.
ABC's standard Special Deposit Account number is 3220.
Part 4—Accounts Payable Setup
Overtime Base (#.57)
ABC PAYROLL MODULE—Enter the normal number of hours worked per week before you begin paying overtime. When using the Time Card Entry (T) screen, the program calculates all hours above this amount as overtime hours.
The standard amount is 40.
ABC PAYROLL MODULE—Enter the additional percentage over regular time that is paid to the employee and costed to the job. This is carried across to the Time Card Entry (T) screen. Example: For 50% enter .50.
Labor Sales Account Number (#.76)
ABC JOB COSTING MODULE—Enter the G/L account number for Labor Sales.
ABC's standard Labor Sales Account # is 6850.
This field must be set up before using Report # 5-31, GENERATE INVOICES FOR JOBS.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
Material Sales Account Number (#.77)
ABC JOB COSTING MODULE—Enter the G/L account number for Material Sales.
ABC's standard Material Sales Account # is 6810.
This field must be set up before using Report # 5-31, GENERATE INVOICES FOR JOBS.
Subcontract Sales Account Number (#.78)
ABC JOB COSTING MODULE—Enter the G/L account number for Subcontract Sales. ABC's standard Subcontract Sales Account # is 6815.
This field must be set up before using Report # 5-31, GENERATE INVOICES FOR JOBS.
ABC JOB COSTING MODULE—This field allows you to specify how much you will charge for material purchased for a job. Enter the percentage of markup over cost. This percentage is referenced by Report 5-31, GENERATE INVOICES FOR JOBS, if there is no list price entered for the billed items. If this field is left blank and no list price exists on the Inventory screen, materials are billed at cost.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
A/P Subcontract Markup Percent (#.80)
ABC JOB COSTING MODULE—This field allows you to specify how much you will charge for Job Subcontract costs. Enter the percentage of markup over cost. This percentage is referenced by Report 5-31, GENERATE INVOICES FOR JOBS, if there is no list price entered for the billed items. If this field is left blank and no list price exists on the Inventory screen, subcontracting is billed at cost.
Job Class for Billing (#.82)
ABC JOB COSTING MODULE—Enter the job class for the program to use when the total billed amount is posted.
ABC's standard Billing Job Class is 00.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
Price Update Code (#.55)
This is used with Report # 2-10, INVENTORY PRICE UPDATE. This field is overridden by the Update Code (Updt) field on the Inventory (I) screen and by the Update Code (UC) on the Bill Entry (B) screen.
The pricing code may be any one of the following:
N—No price update.
B—Update the cost if it increased.
L—Update the cost if it increased. Update the list price if it increased.
D—Always update the cost.
A—Always update the cost and the list price.
I—Always update the cost. Update the list price if it increased.
S—Skip to the Amount field when entering item on the Bill Entry (B) screen.
P—Bring price from the Inventory screen.
O—Omit Order posting. (Don't post this line to purchase orders.)
Z—Use Zero amount on Report # 1-8, INVENTORY VALUE.
List Price Multiplier (#.81)
This is the default multiplier which is used by Report # 2-10, INVENTORY PRICE UPDATE, whenever no Multiplier is specified on the Inventory screen.
List Price on the Inventory screen is set to the bill price divided by Multiplier, multiplied by 100, multiplied by the Unit quantity. For example, if the bill price is $3.00, the multiplier is 80, and the unit field is blank, then the list price would be $3.75. Or, if the bill price is $1.50, the multiplier is 60, and the unit is 12, then the list price per dozen would be $30.00.
Price Purchase Orders (#.83)
Enter Y here if you want the cost to carry over to purchase orders from the Inventory (I) screen. Enter N if you do Not want the cost to carry across from the Inventory (I) screen. If this field is left blank, the cost will automatically be carried across. This field may be overridden by the Vendor (V) screen or the purchase order itself.
Omit Purchase Order Heading (#.152)
Entering Y in this field means that your company's heading will not be printed at the top of a printed Purchase Order. This option is used when you are using letterhead paper.
Automatically Add Inventory Items (#.162)
List the inventory items, separated by commas, that you want included on every invoice.
Example: IC05T,DIS10,CDRT
Each of these items will be added to every order/invoice when F9 is pressed if they are not already on the order/invoice. If they are on the invoice already they will remain where they are. Items in this list which are not found on the order/invoice will be appended. Zone and superseded items do not operate with auto add inventory.
Default Ledger Number (#.51)
Enter a number from 3 to 7 to indicate which bank ledger you normally use for check writing. This ledger will be set by default in the Check Writing (/) screen.
ABC's standard Default Ledger number is 3.
Discount Account Number (#.52)
Enter the G/L account number for A/P discounts. The check writing program will use this account for any automatic discounts that it takes.
ABC's standard Discount account number is 8830.
Suspense Account Number (#.53)
Enter the G/L account number for the suspense account. The check writing program will use this account where no account number has been specified on an A/P invoice, or when the A/P invoices paid by one check contain more than 150 different G/L account numbers. This is also used for those amounts you don't know where to put till you ask your accountant.
ABC's standard Suspense account # is 1.
Prepayment Account # (#.134)
The G/L account # for prepayments to vendors. This is used by the Check Writing screen when making NBA (Non-Bill Amount) payments.
Default Purchase Account Number (#.67)
This is the G/L’s default account number, used when an item is entered on the Bill Entry (B) screen with no account number specified.
ABC's standard Default Purchase Account Number is 8810.
Accounts Payable General Ledger Adder (#.56)
Enter the number to add to sales G/L account numbers on the Inventory (I) screen to determine purchase account numbers. The program uses this number to set the G/L # in the Bill Entry (B) screen. For example, if sales accounts begin at 5000 and purchase accounts begin at 7000, enter 2000 here. All your purchase account numbers will automatically be the same as the sales account for that item, plus 2000.
Subcontract Purchase Account Number (#.73)
If you have an S for Subcontract in the M)aterial, D)irect, S)ub field on the Bill Entry (B) screen, the program will override the Inventory G/L number and use this number instead, providing there is no adder entered in the Subcontract Adder field.
ABC's Standard Subcontract Purchase Account # is 8815.
Subcontract Adder (#.74)
This field overrides the Subcontract Purchase Account number, and adds the amount entered here plus the A/P G/L Adder to the G/L number on the Inventory screen if the bill is a subcontract.
ABC's standard Subcontract Adder is 5.
Check Format (#.169)
You may enter a Q here for printing on QuickBooks style checks. Or leave the field blank for default style checks.
Printer Selections (#.163ff)
You may select various printers for printing Sales Orders, A/R Invoices, A/P Checks, G/L Checks, Labels, and Envelopes. This allows you to have different printers loaded with different sorts of paper stock. Each type of print job is sent to the specified printer.
Printer selections have been simplified in the latest Windows Terminal. Simply click on Settings (on the Menu Bar) and choose Printer Settings. Select from the list of printers found there for each type of print job. Printers listed are found on your terminal’s Printers and Faxes menu found under the Start Menu.