& - A/P & A/R Setup

<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> put on Word processor <Ctrl W> open lookup <F6> run macro <F4> alternate lookup <Shift F6> make new macro <Shift F4> save record <F9> enter calculator <Shift F3> delete record <Shift F9> jump to last field <Shift Dn> selection screen <F10> go to menu bar <Shift F10> Field Help (Information) <I> Exit one level <Esc>

A/P & A/R 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 is a screen for setting up Accounts Recievable Defaults, Finance Charge Information, some details on Receivable Invoices, Accounts Payable Defaults, Accounts Receivable Statement Limits, Time Entry Defaults, Job Defaults and Printer Selection. For additional help on any field, press when the cursor is in that field.

A/P & A/R SETUPUP 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 Customer code on a Word Processor list. To see the list, press F10, W, Ctrl N (to clear screen), and then type &LIST. 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.

Customer Type (&)
This is the Type the computer defaults to when an invoice is entered for a customer who does not have a specified Type. Customer Types are setup in the Customer Type screen (Y).

With Customer Type, you have the option to sell certain inventory items to certain customers, for example, poison to farmers that have license to use it.

Inventory Markup (&)
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 Book Price on the Inventory file (I). 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.

Tax Default (&)
Enter the code for Sales Tax, as set up on the Inventory screen (I). Usually the 2-letter code for the state is used. For example, PA for Pennsylvania or KS for Kansas. The use of this field is optional.

Free Days (&)
Enter the number of days after the invoice date the customers will have "free" credit on an invoice. Finance charges will be applied for each day after this day. Example: 0.

Message (&)
You may enter a brief message to appear on your statements, identifying your finance charges.

Monthly Interest Rate (&)
Enter the monthly interest rate which you wish to charge on overdue accounts. For 2 %, simply enter 2 as a whole number without the percent sign.

The monthly and annual interest rates are displayed on Receivable Invoices.

Minimum Charge (&)
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.

Days Till Charge (&)
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.

For information on Finance Charges, press < F >.

When this field added to the date of the first open invoice, or the invoice due date, is before the system date, a warning is displayed on the (R) screen when the customer is entered.

G/L Account Number (&)
Enter the G/L account number for finance charges.

ABC's standard G/L account number for finance charges is # 9840.

Compound Interest (&)
Enter "N" if you do NOT want compound interest; in other words, finance charges on overdue finance charges.

Last Finance Charge Date (&)
Enter the date finance charges were last calculated. This must be set for finance charges to work. Once this is set up initially, the computer will maintain it by updating it whenever finance charges are run.

If finance charges were never run, enter a starting date. The computer will start calculating finance charges from that date. Usually this is set at least one month prior to the current date.

Low Balance Limit, High Balance Limit (&)
The computer will NOT issue statements to customers whose balance due is within these two limits, inclusive. For example, if you would enter -.50 for the Low Balance Limit and 1.00 for the High Balance Limit, the computer would print only statements with a balance due of more than $1.00 or a credit balance of more than $.50.

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 -10000000.00.

Default Ledger Number (&)
Enter a number from 3 to 7 to indicate out of which bank ledger A/P checks are normally written. This will set the default Ledger # (3-7) in the Check Writing screen (/) and Deposit posting to Gl.

ABC's standard Default Ledger number is # 3.

Discount Account Number (&)
Enter the G/L account number for A/P discounts. The checkwriting program will use this account for any automatic discounts that it takes.

ABC's standard Discount Account # is 8830.

Suspense Account Number (&)
Enter the G/L account number for the suspense account. The checkwriting 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.

Stock Error Message (&) on workorder & invoice screen

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" if you do NOT want either of these warnings. A "Y" was used to disable the out of stock error message prior to version 9. This functions like the "D".

Price Update Code (&)
This is used with Report # 2-10, INVENTORY PRICE UPDATE. This field is overridden by Update Code on the Inventory file (I), and by the Update Code (UC) on the A/P Bill screen (B).

The pricing code may be any one of the following:

No price update.

Update the cost if it increased.

Update the cost if it increased. Update the list price if it increased.

Always update the cost.

Always update the cost and the list price.

Always update the cost. Update the list price if it increased.

~~Skip Quantity & Price and go to Amount when entering A/P bills.~~

~~Bring price from Inventory file.~~

~~Omit Order posting. (Don't post this line to purchase orders.) ABC P.O. MODULE~~

~~Use zero amount on Inventory Value Report.~~

Accounts Payable General Ledger Adder (&)
Enter the number to add to sales G/L account numbers on the Inventory file (I) to determine purchase account numbers. The computer uses this number to set the G/L# in the A/P Bill Entry screen (B). For example, if Sales accounts begin at 5000 and Purchase accounts begin at 7000, enter 2000 here.

Overtime Base (&)
ABC PAYROLL MODULE - Enter the normal number of hours worked per week before you begin paying overtime. This defaults the entry on the Time Card Entry screen (T). The computer uses this figure to determine the overtime hours. The standard amount is 40.

Overtime Factor (&)
ABC PAYROLL MODULE - Enter the additional percentage over regular time that is paid to the employee and costed to the job. This is also carried across to the Time Card Entry screen (T). Example: For 50% enter .50.

Accounts Payable Closeout (&)
When checks are written, the computer puts totals into the ledger which appear on the Trial Balance Detail for the Bank Account. An "M" in this field makes one entry per month. A "D" in this field makes one entry for each day checks are written. Normal setting for this option is "M" for month.

Automatic or Optional Back-orders (&)
You may enter one of the following three options in this field. The computer uses "N" if there is nothing entered.

"A" enables automatic back-ordering on the Receivable Invoice screen (R). When you enter a Ship Quantity that is greater than the inventory stock, the computer puts the quantity in Order when the order Qty is Zeero and Ships the available stock on hand. Pressing O will ship the amount you entered in the Ship field and will not back-order any. This works when the cursor is to the right of the Ship field on the line you want it to affect, or to

"I" places the quantity entered in shipped in the Order if it is greater then the prevoius order quantity and ships the available stock on hand on both the Make Workorder screen (M) and Receivable Invoice screen (R).

~~"O" enables optional back-ordering on the Receivable Invoice screen (R). If you want to put an item on back-order, you will need to enter the quantity in the Order field manually.~~

~~"N" means (N)o back-ordering.~~

Message (&)
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.

Number of Customer Messages (&)
You may specify here how many of the message fields on the Customer screen (C) you want to print on A/R invoices. If you enter "1" here, Message 1 will print. If you enter "2" here, Message 1 and 2 will print. If you enter "3", Message 1, 2 and 3 will print. If you enter "4", all 4 Message lines will print.

Default Sales Account Number (&)
This is the G/L account number the computer uses when an item is entered on the Receivable Invoice screen (R) that has no G/L account # specified.

~~ABC's standard Default Sales Account # is 6810.~~

Default Purchase Account Number (&)
This is the G/L account number the computer uses when an item is entered on the A/P Bill screen (B) that has no G/L account number specified.

~~ABC's standard Default Purchase Account Number is 8810.~~

Omit Company Heading (&)
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.

Subcontract Purchase Account Number (&)
If you have an "S" for subcontract in the M)aterial,D)irect,S)ub field on the A/P Bill screen (B), the computer 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 (&)
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 A/P Bill is a subcontract.

~~ABC's standard Subcontract Adder is 5.~~

A/R Invoices Report Number (&)
Specify the report number you want the computer to use when you print a receivable invoice from the Receivable Invoice screen (R). 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 +T on the Receivable Invoice screen (R), or when you save a receivable invoice and press "P" to print it.

~~If there is nothing specified here, the computer will use Report # 3-13, CUSTOMER INVOICES ON PLAIN PAPER.~~

~~Note: Report # 3-38 is often custom programmed and is titled CUSTOM INVOICE or some other similar title.~~

Labor Sales Account Number (&)
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.~~

Material Sales Account Number (&)
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 (&)
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.~~

A/P Material Markup % (&)
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. The computer will use this percentage with 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, the computer bills at cost.

A/P Subcontract Markup Percent (&)
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. The computer will use this percentage with 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, the computer bills at cost.

List Price Multiplier (&)
This is the default multiplier which is used by Report # 2-10, INVENTORY PRICE UPDATE, whenever no Multiplier is specified on the Inventory file (I).

List Price on the Inventory file (I) is set to the A/P Bill Price divided by Multiplier, multiplied by 100, multiplied by the Unit quantity. For example, if the A/P 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 A/P Bill Price is $1.50, the multiplier is 60, and the unit is 12, then the list price per dozen would be $30.00.

Job Class for Billing (&)
ABC JOB COSTING MODULE - Enter the job class for the computer to use when the total billed amount is posted.

~~ABC's standard Billing Job Class is 00.~~

Price P.O.'s (&)
Enter "Y" here if you want the Book Price to carry over to purchase orders from the Inventory file (I). Enter "N" if you do NOT want the Book Price to carry across from the Inventory file (I). If this field is left blank, the computer will automatically carry the Book Price across. This field may be overidden by the Vendor file (V) or the purchase order itself.

Bank Deposit Number (&)
Enter your bank account number to print on Report # 3-18, DEPOSIT TICKET.

Create Quote Record (&)
This field is for businesses who use the Quoted Prices file (Q) 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 (R) that was not previously purchased by the customer.

~~If you are not using this feature, put an N in this field.~~

Book Increase % (&)
This works with Report # 2-10, INVENTORY PRICE UPDATE. Enter the percent over cost on the A/P Bill screen (B) that you want to appear as Book Price on the Inventory file (I). For example, if you want Book Price on the Inventory file to include sales tax, enter 6.00 here. When you run Report # 2-10, the computer will add 6% to the cost on the A/P Bill screen (B) and update Book Price on the Inventory file (I). This works for any inventory item with a Price Update Code that updates cost. Report # 2-10 only updates items that have been saved on an A/P Bill since the last time the report was run.

Point Of Sale Invoice Report Number (&)
Enter a three-digit number to specify which report you want the computer to use when you save a Receivable Invoice (R) 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 PrtDev must be set up for each terminal on 'T screen or else a Plain Paper Invoice will be printed on the system default printer.

Special Deposit Account Number (&)
This field allows the tracking of customer prepayments for a special purpose. Entering this account number in the G/L# field on the Deposit screen (D) will post the G/L amount to the Special Deposit field on the Customer screen (C).

~~ABC's standard Special Deposit Account number is 3220.~~

Backup Device (&)
Enter the device to which you normally back up. This may be any of the following:

~~A - floppy Disk B - floppy Disk D to Q - hard Disk or Disk partition~~

~~If nothing is entered here, it will automatically default to device A.~~

Auto Save User (&)
This field is used only when there is more than one computer hooked together in a network. It specifies which other computer will automatically save any information saved to disk by this computer.

Prepayment Account #
the G/L account # for prepayments to vendors. this is used by the (/) checkwriting when making NBA Non-Bill Amount payments.

# of Copies of Invoice (&)
Enter the number of copies of invoice you want to print when saved on the (R)eceivable Invoice and the P or Print option is chosen. This option is often used when printing invoices on laser printers.

Omit Purchase Order Heading (&)
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.

Tax on Order (&)
Putting a Y here means that Sales Tax will be calculated on Orders or Quotes if a Sales Tax Code has been setup on the I screen and the Customer has been setup as taxable. (Use the Tax Status field on the C screen to show if a Customer needs to pay Sales Tax or not.)

Multiple Check Stubs (&)
A "Y" means that if the invoices paid by one check do not fit on the stub of the check, the next check(s) will be canceled and all paid invoices will be listed on succeeding check stubs.

~~If you use an "N", only the invoices that fit on one stub will be displayed and the message, "Plus other invoices not shown" will print at the end of the stub.~~

Allow Negative Discounts
N in this field does not calculate the A/P Bill cash discount on lines that have a negative amount. Press <$> for help on not calculating discounts on line amounts.

AUTO Add Inventory Items
List the inventory items, separated by commas, that you want included on every invoice.

~~Exp: IC05T,DIS10,CDRT~~

Each of these items will be added to every order/invoice when 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.

~~Programming information: See RLB18 for variables to use or avoid~~

            1. On save, check if items are on order/invoice

a. If it is not on it will be appended.

b. if it is on it is left where it exists.

2. During save totalling a call to >a218 (x90)

is made for each line on the invoice. Check for these

items and do any logic desired.

3. Condition flag must be true on return from subroutine or