R - Receivable (Customer) Invoice

<FILE Help . . .> New record <Ctrl N> save record <F9> delete record <Shift F9> Print Invoice/W.O. <Ctrl P> open lookup <F6> alterate lookup <Shift F6> exit ABC <Alt-F4> <Load Help . . .> next record <F8> prev record <F7> In Line Item Entry... Prev inventory item <Alt P> Next inventory item <Alt N> customer for this zip<Alt G> prev customer for zip<Alt A> next customer for Zip<Alt Z> End must be on last line before to get global 5 to stop sending to WINTERM.

ACCOUNTS RECEIVABLE INVOICE/ORDER EDIT HELP
<Ctrl A> Add a blank line at the cursor, pushing down any lines that are below. This only works in repeating fields.

<Ctrl E> Erase the line where the cursor is and move up any lines that are below. This only works in the repeating fields.

<Ctrl Z> Undo present changes to line cursor is on.

<Shift F2> Mark or unmark line for clipboard function. An asterisk (*) in Taxable indicates marked line. To mark or unmark a block of items, hold down Shift F2.

<Ctrl C> Copy marked lines to clipboard. Invoice and order files have separate clipboards. Clipboard is retained until the next copy/cut function to that clipboard.

<Ctrl X> Cut marked items to clipboard (same as Copy, but erases items after copying). Does not save record, so the erasure is not finalized until you save the record.

<Ctrl V> Paste items from clipboard to the cursor location. Does not clear clipboard, so you can paste repeatedly. Does not save record.

<Ctrl Home> Moves the cursor to the beginning field on the screen from any location.

<Ctrl End> Moves the cursor to the ending (non-repeating) field on the screen from any location. Use Shift Up arrow and Shift Down arrow to go to the first and last repeating field, such as in an inventory item list.

<Alt D> Place cursor in date field. WARNING: The date should not be changed to a different accounting period or DISCREPANCY may occur between periods.

<Alt I> Jump the cursor to the Order# or Quote# field from any place on the screen.

<Alt M> Go to Slip # field from anywhere on the invoice, order or quote.

<Alt U> Go to Serial Number screen. (Cursor must be on the line with the serial number item). On a serial number line it displays the serial number entry screen or a line with BL in unit will display entry lookup for associated items. <BL information>

<Shift Right-Arrow> This moves the cursor from anywhere on the screen to the Due Date field.

<Shift Left-Arrow> This moves the cursor from anywhere on the screen to the Reference Number.

<Shift Up-Arrow> This moves the cursor to the first item and description line.

<Shift Down-Arrow> This moves the cursor to the line just below the last line used on the invoice, order or quote. If the invoice is blank, it places the cursor on the top line.

ACCOUNTS RECEIVABLE INVOICE/ORDER FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the current record, and set the reference number to the next available number.

<Ctrl P> Print (type) an Invoice or Work Order (M Screen).

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

<F6> open lookup <Shift F6> alterate lookup

<F9> save record <Shift F9> delete record

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

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

EXPLANATION OF HOW TO USE HELP
The<Shift F1> screen, the screen you have just come from, contains a summary of functions used in the section of the ABC program that you are currently in. For more detailed information and more options, hit the first letter of the highlighted catagory headings. Such letters have been termed hot keys.

Generally throughout the help screens a highlighted letter or the 1st letter of a high-lighted phrase is a hot key: however, on the screen, the highlighted ALT, CTRL, and SHIFT keys will perform the function described. Mouse users may left click on these keys to perform the function described. Non-mouse users should simply press the keys listed.

Some fields have more than one page of explanation. will scroll forward a page at a time. will scroll back a page at a time. Use the to move up one line at a time, and the to move down one line at a time. To jump back to the menu page where the different options are listed, hit the . The will return you to the page you were at before hitting the left arrow key. will jump you out of help and display the screen you were working in. From the screen will usually take you back to the previous screen. -(Escape) will move back one menu page at a time.

shows help for the field the cursor is on. shows functions used in the screen you are currently in. or right mouse click will exit help and take you back to the selection screen.

FIELD HELP EXPLANATION
shows help for the field (or entry location) the cursor is on. When is pressed, a message box with information on the current field appears. For example, if the cursor is on Name in the Customer File (C Screen) and is pressed, information on how to enter a customer's name will appear in a message box.

ACCOUNTS RECEIVABLE INVOICE/ORDER LOAD HELP
<Ctrl D> This is used to make a copy of an invoice, order or quote. An invoice can be copied to a new invoice or to a new order or quote. An order or a quote can be copied to a new order or quote or to an invoice. You need to know the reference # of the invoice, order, or quote that you want to copy. Go to the mode that you want to copy to an invoice, order, or quote. On a blank screen, press . You are given the message "Enter Order Ref#, or Invoice Ref# & 'R' or to cancel". If you are copying an order or quote, simply type its reference # and press . If you are copying an invoice, type its reference # and the letter R, then press .

At this point the computer may give you additional choices. Up to 3 options will be available if applicable. A "C" will clear ship quantities on the new record, along with serial#s if there are any. A "D" will delete the original record (after confirmation). The delete option is not available if the original record is an invoice outside the current period. The third option, no special action, is selected by pressing "Enter," or automatically if the other options are not applicable. Under this option, the computer will still clear any serial#s, with their corresponding ship quantities, and notify you when this happens.

After the computer makes the copy, you may make any changes you wish, then save the record. (The new record is already saved should you chose to delete the old one.)

                             Additional Options:

        <Alt A> load previous customer indexed by zip code

        <Alt G> search for customer by zip code

        <Alt Z> load next customer indexed by Zip code

<F7> open/load previous record <Shift F7> index previous

<F8> open/load next record <Shift F8> index next

<Ctrl L> Loads the last customer loaded on the Customer screen (C),Deposit screen (D), Quote screen (Q), or Accounts Receivable Invoice screen (R).

<Shift F7> Search back for previous invoice for currently loaded customer. Cursor must be on the customer Code Field

<Shift F8> With cursor on customer Code, Search forward for the next invoice for the currently loaded customer.

<Alt G> Search for customer by zip code. This command asks for the zip code then searches till it finds a matching code. If it cannot find the exact code, it finds the closest match.

<Alt N> Load the next customer or the next inventory item, in alphabetical code order. The location of the cursor determines the operation. If it is on an item line, the next item is loaded; otherwise the next customer is loaded.

<Alt P>Load the previous customer or inventory item, in alphabetical code order. The location of the cursor determines the operation. If it is on an item line, the previous item is loaded; otherwise the previous customer is loaded.

<Shift F7> When the cursor is on an indexed field, press to scroll through information in reverse.

<Shift F8> When the cursor is on an indexed field, press to scroll through information going forward.

Sales tax Setup & use <S>

END Must be on last line before to get global 5 to stop sending to WINTERM

ACCOUNTS RECEIVABLE INVOICE/ORDER REPORTS HELP

                       <K> print pacKing list

                       <P> Print (type) invoice

                       <F> Fax invoice or order

<Y> view paYment information for invoice.

<K> Print packing list. This resembles an invoice on plain paper except there are no prices listed and Location is specified if it was specified on the Inventory file (I) for the item.

<P> Print (types) the invoice. This command can be used for any saved invoice, paid or unpaid, from any time period.

<F> Fax Invoice or Order (CAS fax modem required)

ACCOUNTS RECEIVABLE INVOICE/ORDER TOOLS HELP

                              Additional Options:

             <Alt B>  copy order amounts into ship

            <Ctrl G> show Go-to location

            <Ctrl J> <Ctrl K> go to Journals

            <Ctrl O> put item on (W) Order list

            <Ctrl T> dial Telephone

            <Ctrl W> save ref# to Word processor list

             <Alt 0> combine order/quote

             <Alt 1> go to inventory file

             <Alt 3> display invoice payment information

             <Alt 4> open cash drawer

             <Alt 9> bill contract job

Additioanal Options: (continued)

             <Alt => change line cost

             <Alt E> change to Estimate

             <Alt H> calculate qty by amount and price

             <Alt K> change job class

             <Alt O> Order qty to ship qty

             <Alt Q> load all Quote prices

             <Alt C> Calculate price for all items

             <Alt X> parts importing from eXteral lookup

< Alt B> Invoice mode only. When an order # is entered in the Order # field, the order is copied to the invoice. Use to copy the amounts in the Order qty column into the Ship qty column. It does not check to see if the items are in stock.

<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> This gives you a notepad to keep on file anything that you want to remember about a SAVED invoice, order or quote. files it with the date and time.To see what is on file,press .When you are done,press .

<Ctrl O> When you press it will take the item from the (R) screen to the ORDERLIST record on the (W) screen. Cursor must be on item line. If item is a remark it will create an item with open bracket, incremented numerically in the Inventory file and then place it on the ORDERLIST. The ORDERLIST may be changed as desired with the following macro:{Ctrl-K}pointer3=1023+1049-1023/"6"=1070&"'"&0=0&"O" =1003&"OO111"gotoP18{Enter} normally programmed as an order on the (O) purchase order screen can be created from the ORDERLIST With the cursor on a chosen line items with that vendor and below without an asterisk will be placed on the Purchase ORDERLIST.It uses report 1-11.

<Ctrl T> Dial Telephone. For detailed help, press <T>.
<Ctrl W> Saves the reference # to a Word processor list. To see the list, press F10, W, Ctrl N (to clear screen) and then type RLIST. To learn more, press <W>.

<Alt 0> Combine two orders or quotes into one order or quote.

When you have a saved order on the screen, press to combine another existing order to the order on the screen. The message "Enter order # to combine with this order.", appears at the bottom of the screen. Type the order # that you want to combine with the current order and press .

Both orders MUST be for the same customer and there must be enough room on the order for the items from both orders. If you enter the order # of the currently loaded order, the computer will duplicate all existing lines, making the order twice as long. NOTE: deletes the copied order but does not save the combined order.

<Alt 1>If you press , when the cursor is on an inventory item line, you are taken to the Inventory file (I), with the item loaded on the screen. This is useful for changing price or description if you want to. Pressing on the Inventory file, returns you to the invoice, quote or order. NOTE: If you run a screen report such as , Sales History, or , Purchase History, while you are on the Inventory screen (I), will not return you to the invoice. You must press and R and then reload your invoice, order or quote. Anything that had not been saved on the invoice, order or quote will be lost. Another NOTE: If you changed a price on the inventory file, and you want that price to take effect on the current invoice, order or quote, you should either press to reprice all the invoice items, or reload the item that has a new price. One way to reload an item is to press and then .

<Alt 3> Display payment information for a particular invoice. (3-23 report)

<Alt 4> This opens the cash drawer if your computer has been setup for this.

<Alt 9> ABC JOB COSTING MODULE - This is one way to bill a contract Job. Put the Job Code in the Job # field and press . You will be asked to enter the contract amount to be billed on this invoice. When you type the amount and press , the computer lists the original contract amount, the total amount of change orders and the new contract amount. If there were any previous billings for the job, it lists the invoice number, date and amount, the previous balance, the current billing and the remaining balance.

<Alt => Change cost of the item on the line where the cursor is. This will not change the Book Price on the Inventory file(I) but is does effect the posted Sell Cost on the Inventory file.

<Alt E> Change an Order or Quote to an Estimate. This command enters an E in the Bill Code.

<Alt H>Calculates quantity based on entered Amount and the selling price. This only works in the Quantity or Ship field. For example, if the selling price is $50.00 and you know the total bill is $780.00 but don't know what the quantity is. Type 780 in the Quantity or Ship field and press before you press . The computer puts $780.00 into the Amount field and changes the Quantity to 15.60.

<Alt K> ABC JOB COSTING MODULE - This command allows you to change the Job Class for the line the cursor is on.

<Alt O> Override automatic backordering. If the cursor is on or after the Ship Quantity you want to override, and before the Ship Quantity of the next line, will place the quantity in the Order Quantity field into Ship Quantity. If the cursor is on the Order Quantity field, will ship the entered number unless it is zero.

<Alt Q> Create an invoice with all Quoted Prices for this customer. WARNING: This will erase any lines already entered on this invoice.

<Alt C> Reprice all items. This command recalculates the prices based on the List price in the Inventory file and

<Alt X> Imports parts from other window look up programs. ABC and the other program must be loaded on the same computer so you can from the (R) screen to other window lookup screen. From the other program you select the parts you want and post or export them to a list on a DOS file. back to ABC use to automatically enter the parts into an invoice or order screen.If cursor is any where other than on the line item it appends,(adds it to the bottom of the list). If cursor is on a line you can insert or append. must be setup for each lookup program.

         Setup for Partsmart importing on 0   file

                          Field 0             Field 1

          Transfer file:  PARTS               c:\parts\parts.out

          Mnf Translate:  Partsmart Mnf       ABC Mnf prefix

                Example:  KOH                 KH

<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.

M/R Screen--Customer Invoice #
This is a number from 1 to 999999. The computer automatically sets it to the next available number. To view or edit a previous invoice, order or quote, enter the reference number for that invoice, order or quote.

Since Customer Invoice/Order/Quote # is used to sequence the invoices, orders or quotes on the customer statements and other reports, it should be in chronological order by date of entry. Invoice numbers from a later financial period must all have a larger number than those from a previous period.

<Ctrl-N> will clear the screen and set it to the next reference number.

M/R Screen--Customer #
This code references the Customer file (C). The computer will load the customer, display the name and address, and set Customer Type, Salesman, Tax Status, Terms, Ship Via, and Ship-To. If terms are specified, it will calculate Due Date and Discount Date.

M/R Screen--Slip #
This is an information field. It may be used to record the manual invoice numbers when entering manual invoices. This number appears on the Customer Statement.

M/R Screen--Salesman
This is carried across from the Customer file (C), but may be changed here.

By entering a salesman code here, the total of the sale will be posted to the Salesman file (S) when the invoice is saved.

M/R Screen--Entry Date
This is the invoice date. It is automatically set to the system date at the time the invoice is entered. Customer aging and finance charge calculations are based on this date, as well as some sales reports. If you post sales to General Ledger with Report # 3-27, A/R SALES BY G/L#, the Entry Date determines to which G/L period the invoice is posted.

M/R Screen--Tax
This is automatically set from the<Tax>field on the Customer file (C) but may be changed on the invoice or order. If it ends with "/", there will be no sales tax on the invoice/order. If it contains a tax code without a "/", the computer will access the Inventory file (I) to get the tax rate and description.

(The old "E" option for exempt will still work if you have an "E" tax code set up for 0% tax.)

If you collect tax or track sales for more than one tax jurisdiction, you can enter multiple codes in this field. Press M for more on<Multiple Tax Codes.>

Shortcut: if this field already has one or more tax codes, you can make the order/invoice tax-exempt by just entering a "/". This will attach a "/" to each tax code.

M/R Screen--Ship VIA
This is set from the Customer file (C) but may be changed here. Enter the shipping method for this invoice.

M/R Screen--Customer PO#
This is an information field. It will appear on the printed invoice/order.

M/R Screen--Order #
This field is used in the Invoice mode.

If an Order was entered for this customer, the Order number may be entered here and the items will be carried across with quantities in the Order field. Then you only need to enter the Ship quantities and save the invoice. Use <Ctrl B> to copy the Order quantity to Ship quantity for all the lines on the invoice at once.

If you are in Order Check mode, enter the Order# here for the order you are checking. The computer will automatically load the order. Enter the Item#'s and Ship Quantites.

M/R Screen--Terms
This is set from the Terms field on the Customer file (C) but may be changed on the invoice/order. It is used to calculate Due Date, Discount Date, and Discount Amount, and will appear on the printed invoice/order.

M/R Screen--Due Date
This date is printed on the invoice and on some A/R reports. It may be calculated from Terms, or entered manually. Finance charges are calculated from the Due Date.

The Due Date affects finance charge calculation. It can be used to increase the Days Till Charge, or to decrease the Free Days.

M/R Screen--Discount Date
This field prints on the invoice and on some A/R reports. It may be calculated from Terms, or entered manually.

This field is used to set Discount Earned on the Deposit screen (D) when the invoice is paid.

M/R Screen--Discount Amount
This field prints on the invoice and on some A/R reports. It may be calculated from Terms, or entered manually.

This field is used to set Discount Earned on the Deposit screen (D) when the invoice is paid.

Notice that Due Date and Discount Date are set as soon as Terms are entered, but Discount Amount is not set until the invoice is saved. For this reason, you can enter the discount amount manually only if the terms do not specify it.

M/R Screen--Ship-To
This code references the Names file (N). Ship-To names and addresses should be set up in the Names file (N) and the Ship-To code should be entered on the Customer file (C). It is automatically carried across from the Customer file (C) but may be changed here.

M/R Screen--Remark
Enter any information you want printed on the invoice/order, and on the customer's statement where this invoice is listed.

M/R Screen--Delivery Date
Enter the date the items will be delivered to the customer.

ABC SCHEDULING MODULE - Entering or clearing this date can trigger or suspend automatic scheduling. See<Scheduling>

M/R Screen--Job #
ABC JOB COSTING MODULE--This code references the Job file (J). If you are using Job Costing, enter the Job # to which this invoice applies. The computer will load the job and display the job name.

M/R Screen--Interest Code
Enter "N" if you do NOT want finance charges to apply to this invoice. If Late Charge in the Customer file (C) already contains an N, or if you don't use Report # 3-20, GENERATE FINANCE CHARGES, you don't need to enter anything here.

M/R Screen--Type
This is carried across from the Customer file (C), but may be changed here. It may restrict or allow access to restricted Inventory items.

M/R Screen--Bill Code
H Hold Order till all items are in stock.

Q Quoted prices remain when ship quantities are entered (on order or invoice).

B The function of both H and Q above.

E Estimate. Quantities do not post to (C) or (I) file. JOB COSTING: If order has a Job Number, it posts into Estimated Information on the ('D) file.

C Quantities won't post to Inventory or item costs to Job Costing.

+ Retains order when generated to an invoice with report 3-32.

<Reports> 1-16, 3-32, and 5-36 are used with the bill code option.

H Hold this order till all Inventory items on it are in stock.

Q The quoted prices on this order remain the same. Prices will not change when ship quantities are filled in, such as when the order is changed to an invoice. (This does not apply to items with order quantity blank.)

B Performs the functions of both H and Q.

E This is an estimate. Quantities will not be posted to the Customer file (C) or the Customer Order field on the Inventory screen (I). JOB COSTING: If the order contains a Job Number, it posts into the Estimated Information field on the Job Detail file ('D)

C Prevents posting quantites to Inventory or item costs to Job Costing. This keeps sold items that are put on a contract and on Job Costing from being posted twice.

+ You MUST have a "+" in the Bill code field if you want the computer to retain the order when it generates an invoice.

Any other codes or combination of codes can be used to identify orders and perform multiple functions. Here are a few rules on combinations: (1) If you use C or E, put it first, as in EQ. (2) If you use B, H, or Q, put it last. (3) You can put a "+" anywhere, as long as you observe the previous rules. Examples: +1, 1+, E+, +Q, E+Q.

REPORT # 1-16: Bill codes B, H, and Q are used on regular Orders that are invoiced with this report, INVOICE ORDERS FROM STOCK.

REPORT # 5-36: JOB ESTIMATES Use this report to print job estimates.

REPORT # 3-32: With this report, GENERATE INVOICES FROM ORDERS, you may use any letter other than B, H, Q, E, or C. You MUST have a "+" in the Bill Code field if you want the computer to retain the order when it generates an invoice. This allows monthly or other periodic billings of rentals, services, etc. When you run the 3-32 report, it will ask you to enter the auto-invoice code for orders to bill. Enter the code exactly as you entered it in this field. If you wish to enter a different "Special description" on the invoice each billing, enter a remark on the order, with a dash "-" at the point you want the message to be attached. You must also have a dash "-" in the Unit field on the same line. For example, the remark could be "THIS IS YOUR RENT BILL FOR -" and the "Special Description" one month, could be "October, 1997". The invoice would print "THIS IS YOUR RENT BILL FOR - October, 1997". This feature is normally used for stating the time period of the bill and is entered every time Report # 3-32, GENERATE INVOICES FROM ORDERS, is run.

M/R Screen--Material Reference
ABC JOB COSTING MODULE--You may enter the Reference # here from the Material Entry screen (M) that you want to invoice, and the items from the Material Entry screen (M) will be carried across with all the quantities and prices. You will then only need to enter the Customer Code to whom the invoice is being made, and all this information will be carried across from the Customer file (C).

When the invoice is saved, the Invoice # is automatically placed back on the Material Entry screen (M). If a C is entered in the B)ill or C)ontract field on the Material screen (M), the posting to the Inventory file (I) is not changed. Otherwise a B is entered if there is not a C in B)ill or C)ontract on the Material screen, and cleared when there is a C in Bill Code on the Receivable Invoice screen (R).

M/R Screen--Operator
The operator may enter his intials here. This will identify the one who prepared the invoice, workorder or order.

M/R Screen--Item Code & Description
Enter an inventory item code, or a remark ending with a period (.). If you enter an item code, the computer will load the item, display the description, and set the following defaults: Unit, List Price, Sell Price, Taxable, G/L#, and Cost. Cost is not on the invoice screen, but is used by background posting to determine the sell cost.

The Sell Price is set to the List Price unless a Discount Level is specified in the Customer file (C), or Quoted Prices file (Q), or Discount- Special on the Inventory file (I). A message will appear if the sell price is below the minimum markup, calculated from Cost in the Inventory file (I) plus the Inventory Markup percentage from the System Setup screen 2 (&). If this message occurs, press to accept the computer's suggested minimum price, or press "C" to force entry of the original price.

If the item code is not found on the Inventory file (I), the computer will display a Look-Up screen with the Inventory codes & items that immediately follow (in alphabetical order) the item code which you entered. If you want to setup a new item with the code you entered, type and press enter. You will be taken to the Inventory file where you should enter the description, G/L code and whatever other information that you want to. When you press to save the record, you will be taken back to the Invoice and the information will have been entered on the Invoice for you.

Or you may use the or Keys and the or Keys to find the right code on the "Look-Up" screen. When the right code is found, highlight that item and press to load that item instead of the code which you had entered first.

If you don't wish to setup an item on the Inventory file, simply press Enter after the "Look-Up" screen is displayed and the computer inserts a period after the item code. The cursor moves to the next field.

If you press while the "Look-Up" screen is displayed, it disappears and the cursor is back at item code ready to try again.

If you are in Order Checking, enter the Item # and Ship Quantity, and the computer will make sure it matches those on the Order.

M/R Screen--Ship Quantity
Enter the quantity to ship to the customer.

If you enter a ship quantity that is larger than the stock quantity of this item, and Automatic Ordering on the System Setup screen 2 (&) is set to "A", the computer will automatically enter the Stock Quantity in Ship, and the remaining quantity in Order. Then when you save the invoice, you will be asked if you want to back-order unshipped items.

When Automatic Ordering on the System Setup screen 2 (&) is set to "O" for Optional, the Order quantities must be entered manually. If it is set to "N" it will not allow backorders from invoices.

If Automatic Ordering is enabled, a special case occurs when you sell a superseded item (item having New Item# filled on on Inventory file). If only a partial quantity of the old item is in stock, the computer will split the quantity between the old and new item(s) to fill out the order.

Here's how to use this feature. On the R screen, follow the normal procedures for selling a superseded item: Enter the item#; press "O" to indicate you want to sell the old item; enter the ship quantity. If the ship quantity exceeds the stock quantity, the computer will automatically add replacement item(s), if available, to fill the total quantity. Any quantity left over will be backordered on the last replacement item used.

ABC SCHEDULING MODULE - Press F6 to view the schedule for this item. See<Scheduling>

M/R Screen--Order Quantity
The quantity the customer ordered may be entered here.

ABC SCHEDULING MODULE - Enter load to allocate for this item. Press F6 to view the schedule for this item. See<Scheduling>

                <PRICING UNITS:>              <UNIT OPTIONS:>

         C Priced per 100               W Price & amount hidden

         D Egg: # of dozen/case + D     Q Quantity & price hidden

         G Priced per 100 gallons.      N Line hidden: not printed

         M Priced per 1000              ^ Line hidden: not printed

         O Price/ton:line won't print   H Print hidden amount total

         T Price / ton: line prints     J Jobtotal since last total

         # Price/each in case lots(x#)  * Subtotal all above items

         % List price is a percent      > Major Component w/Service

         - Square footage (ll-ww)       # Item# hidden

         / Prints N/C                   S0-S9 Schedule item

         U Underline amount column             <MESSAGES:>

         = Weight in order and ship      H0-H9 for one invoice

            <DISCOUNTS & SALES TAX:>     HW    for any invoice

         F Freight: no cash discount     - Report 3-32 description

         & Mix & Match discounts (&x)     <INVOICE ASSEMBLIES LIST:>

         $ Line discount: not Terms ($x)  B  With price on items

         < Line item discount level ($x)  BK without price on items

         @ Non-taxed items below tax      BN Items not listed

             <JOB COSTING UNITS:>     <AUTO UNIT ENTRY, INFORMATION>

M/R Screen--Unit
The Unit is set from the Inventory file (I), but may be changed manually. It is normally used to determine the unit upon which the list price is based. This field can be used to label your quantity field with any 2 or 3 letter code such as; yd, in, ton, bu, ft, lb. EXCEPT for the codes which have a specially programmed function.

There are 3 ways to enter a Unit Code. 1. You can set up a special inventory item with the unit you want to use. 2. You can enter a remark on the invoice, order or quote, instead of an item code, and enter the unit directly. 3. You can enter a unit directly with an existing item.

Unit Pricing (R)
Following is a list of special codes and an explanation of their functions:

C - Priced per 100 M - Priced per 1000 G - Priced per 100 gal. T - Priced per ton

You may also combine a number and a letter, for example, 5C means priced per 500. You may also use a number only, such as 3.

D - Used for egg pricing. Enter the number of dozen per case, followed by D. Enter list price per dozen in cents not dollars. Sell Quantity is number of cases.

O - Priced per ton and doesn't print this line on invoices or orders but includes the amount in the invoice total. NOTE: Ton pricing (T or O) assumes Book Price in I file is cost per ton, unlike other units, which assume cost each.

# - For items priced per each but stocked and sold by case, enter the case quantity followed by a #. Book price is cost per case. S, SF, SY works similar for pricing, but prints the product of Quantity and Unit on the Invoice.

% - Means the List Price is a percent. An item with % in Unit can be used to put a percentage charge or discount on an invoice. Example: For a discount of 25%, enter % in Unit and -25.00 in List Price.

/ - Print N/C (No Charge) instead of the Sell Price on the Invoice or Order.

U - Underline the amount by printing hyphens in the amount column.

= - Places weight in order and ship fields.

- (minus) If the minus sign is used between 2 numbers in the unit field, the computer multiplies the 2 numbers as inches, calculating square footage. For example, with 2 as quantity, 24-24 in Unit field and a price of 4.50, the total would be $36.00 because 24" x 24" is 4 sq.ft.and 2 x 4 x 4.50 = 36.

Unit Discounts & Sales Tax (R)
F - Specify this line as a freight or other adjustment. It won't figure this amount in when calculating a cash discount.

$ - For special cash discounts, $1=discount of 1%. This overrides the cash discount set in the Terms field that applies to the rest of the invoice. The special discount is only for the item(s) on the same invoice line as the special discount. $0 in this field means no discount on this item. NOTE: This ONLY works if there is a cash discount set in the Terms field. For example, it will NOT work if the terms are Net 30 with NO cash discount.

& - Means mix and match discounts, &A means that this item will be totaled with any other &A item on the invoice for a discount based on quantity. Other letters or numbers may be used in place of the A, such as &1 or &D. Discounts calculate when the invoice is saved.

< - Line item discount level, overrides any discount level from other files, such as customer. For example, @ - When @ is used, instead of % for Sales Tax calculation, you may have some non-taxable items or remarks below the sales tax line on an invoice. When you resave the invoice, the sales tax line won't move down to the bottom.

Unit Option (R)
J - Print a job total; that is, a subtotal of all items printed since the previous subtotal or job total.

N - Do not print this line, but include the amount in a total which will be printed by an "H" command (below).

Q - Do not print quantity or price on this line.

W - Do not print the price or amount on this line, but include the amount in the total which will be printed by an "H" command (below).

H - Print a total of hidden amounts. This command must follow any item or sequence of items in which printing amounts is suppressed.

* - Print a subtotal of all items above this point.

^ - Skip printing, include amount in total to be printed with an "H" command.

' - Skip printing, add amount to previous line.

SUBTOTALS ARE CALCULATED WHEN THE TRANSACTION IS SAVED.

> - indicates a Major Component with Service Tracking. You must also have a "Y" in the Track Serial# field on the I screen. (See "Serial Number Sales".)

# - Do not print item# on this line. (A "#" by itself has this function; a number followed by "#" is used for case pricing.)

S0-S9 - ABC SCHEDULING MODULE - Identifies a schedule item, and may be followed by number of working days to allow in schedule. See<Scheduling>

Unit Messages (R)
H0 to H9 - When you put "H" and a single digit in the Unit field of a SAVED invoice, you are taken to the Word Processor where you can enter a message which will be printed on the invoice when the invoice is printed. One limitation; this may not be on the last line of the invoice unless there is an inventory item or remark also on the last line. (The message is not displayed on the screen invoice.)

- (Dash) This allows you to enter a special description when you run Report # 3-32, GENERATE INVOICES FROM ORDERS. The description must include a dash (-) also.

HW - HW in the Unit code means a message from the Wordprocessor will print on invoices, workorders or quotes. Here are the steps for using this feature.

1. Enter a code on the Inventory file (I), using a description that indicates what the message is about. Put an HW in the Unit field. Save with .

2. Enter the same code on the Wordprocessor file (W). Starting on the third line, enter the message that you want to print. You may need to use margins so that it looks right on the printed invoice. Save with .

3. On an Invoice (or workorder or quote), where you want the message to print, enter the code that was setup in steps # 1 & 2. The message will not appear on the screen, but it will be on the printed invoice. The item code, description and the "HW" in the Unit field show on the screen but will not print on the invoice.

4. You may setup as many message as you want to, using steps # 1 & 2. We suggest using similar codes so that they are listed together on the Inventory screen and on the Lookup screen.

Unit Assemblies (R)
B - indicates an Assembly with each item listed (Broken down) on the Invoice. Price is determined by totaling each item. Each item is listed with its price.

BK - indicates an Assembly. The price is manually set on the I screen. Each item lists without a price on the Invoice.

BN - indicates Assembly. Price set manually. Items are Not listed on Invoice.

BL - Displays a lookup for entry of associated Items when entered on the (R). A (W) record with a code '}Item#' defines the display.

Unit (R)
ABC JOB COSTING MODULE - L,L1,L2,L3 - These codes are used with Estimating and Job Costing. They specify whether Quantity on this line is posted to the Hours 1, Hours 2, or Hours 3 field on the Job Detail File ('D). Cost Extension (Cost x Quantity = Cost Extension) posts to the Labor Cost field. This is calculated but not shown on the screen. You can look at or change this by pressing =. L is the same as L1. If these codes are used on an Estimate Order, this line posts into Estimated in the Labor Cost and Hours fields. If this is an invoice, Quantity and Amount posts into the other Labor Cost and Hours fields. NOTE: This will NOT work if this invoice is a Contract.

K - Post this line into Subcontract on the Job Detail File ('D). If this is used on an Estimate Order it posts into Estimated. If it is used on an Invoice it posts into the other Subcontract fields. NOTE: This will NOT work if this invoice is a Contract.

X - Post cost for this line from the Assembly file (A) to the Estimated Material Cost field on Job Detail file ('D). This only works with an Estimate Order.

: - This is used by job Report # 5-30, and Report # 5-31.

M/R Screen--Price The Inventory List Price appears here unless Sell Price is equal or greater. The Price must always be positive unless Item# ends with * or Unit is %.

Sell Price (R)
This is set from the List Price on the Inventory file (I) unless there are discounts specified on the Quoted Prices file (Q), Inventory file (I), or Customer file (C).

The computer tries to load the Quoted Price record for this inventory item and customer. If not found, it then tries to load a Quoted Price record for this inventory item group code and customer. If neither is found, then the Quoted Price fields are cleared. The computer then checks the Discount field on the Quoted Prices (Q) file for any discounts or special prices. If it finds nothing there, it checks the Discount Level field on the Quoted Prices file (Q). If there is nothing entered there, it uses the Discount Level field on the Customer file (C) to specify the Inventory Discount field A - D. When there is no Discount Level it uses Discount A on the Inventory file (I). One Price is then calculated by applying the

discounts to the List Price, or if the Discount Level is E, it calculates up from Book Price on the Inventory file (I). Another price is calculted using the Special Discount field on the Inventory file (I). The lower of the two prices is the Sell Price.

A message will appear if the calculated Sell Price is below the minimum markup, calculated from Book Price on the Inventory file (I) plus the Inventory Markup percentage from the System Setup Screen 2 (&). If this message occurs, press to accept the computer's suggested minimum price, or press "C" to force entry of the original price.

Do not enter a negative price unless the Item # ends with an asterisk (*) or Unit is %. If you want a negative amount, you should negate the quantity. The computer will then add it back into Stock Quantity in the Inventory file (I).

G/L # (R)
When an inventory item is entered, the G/L number from the Inventory file (I) is automatically carried across to this field.

If the invoice has a customer type entered and there is a G/L Adder set up for this type on the Customer Type file (Y) it is added to the G/L number. If the G/L number on the Inventory file (I) is not set up, the G/L number from the Customer Type file (Y) is used. If neither is set up, then the G/L number from the Default Sales Account # in the System Setup Screen 2 (&) is used.

If none of the above is set up, the G/L number field will remain blank, and you will need to enter it manually.

You may change a G/L number on an invoice, but the computer will ask for verification.

M/R Screen--Tax Enter "E" if you want to mark this line tax-exempt. Tax will be calculated on all lines not marked with an "E" if a Tax Code is specified in the top of the screen.

An "X" is used to specify that this line is used to calculate and add sales tax to the invoice.

An "M" may be entered when the sales tax is entered and calculated manually.

Digitizer Pad (R)
This is used only with specialized programming.

Applying a Credit from the Invoice Screen (R)
When an invoice is entered for a customer with a negative balance, the computer will ask if you want to apply the credit to that invoice. If you respond with a Y, the computer will switch to the Deposit screen (D).

If it is an NIA that you are applying to the invoice, simply enter the amount of credit as a payment on the invoice.

If it is a previous credit invoice that you are applying to the current invoice, enter the credit invoice amount as a payment on the invoice. You will also need to apply the payment to the credit invoice. When you save the entry, the computer will return to the Receivable Invoice screen (R).

If the customer has any deposit entered in the same month as the invoice that was just entered, the computer will load and display this deposit. To apply the credit in this case, simply use the Pmd Apd (Payment Applied) field to pay the invoice. Do not change the Check Amount. When you save the entry, the computer will return to the Receivable Invoice screen (R).

Customer Returns (R)
Customer returns are entered on the invoice screen(R) much like an invoice.

1. Enter the customer return just like an invoice but use negative quantities.

2. If the item was taxed when you sold it, it should also have tax applied on the customer return. The proper tax code shoild be entered in the tax field. Pressing will calculate the tax to refund.

3. Save as normal.

(continued)

4. On the deposit (D) screen you have several options.

4A. Refund Cash to the customer. If this is chosen you may need to bring cash back from the bank instead of depositing cash with this deposit. Enter Cash in pay type and enter a negative amount in both pay amount and payment applied fields for the customer return invoice.

4B. Refund by credit card. This will require you to get an authorization number from your credit card clearing company. Enter credit card type in pay type and enter a negative amount in both pay amount and payment applied fields for the customer return invoice.

(continued)

4C. Refund by check. This requires a G/L # for customer transfers. (ABC's standard is 10-customer transfers) Let pay type and pay amount both blank. Enter the customer transfer G/L # in apply to G/L field. Enter amount of return in G/L Amount field. Enter a negative amount in payment applied field for the customer return invoice. You will then need to issue a G/L check to the customer in the amount of the return. Use the customer transfer G/L # used on the deposit (D) screen. After the deposit is made and all entries are finished the customer transfer account should be zero. (Hint use to transfer a customer to the vendor file)

Charges & Discounts Setup (R)
Charges and discounts that are a percentage of the invoice need to be set up in the Inventory file (I), following the steps below.

1. Enter a Code to reference the discount or charge.

2. Enter the Description the way you want it to appear on the invoice.

3. Enter % for Unit.

4. Enter an N in Minimum to disable stock error messages and to prevent auto-ordering.

5. If the item is to be tax-exempt, enter E in the Tax field.

6. For the List Price, enter the percentage of the invoice subtotal that the charge or discount should be. Use a positive number for a charge, or a negative number for a discount.

7. For the Book Price, enter the percentage of the charge that is allocated for Cost.

8. Before you save the record, you must have a Sale G/L # specified. This can be your sales account, (ABC's standard sales account is 501) or it can be a special account set up for the discount or charge. Normally, it should be a number within in the sales part of your General Ledger.

9. Press to save.

To apply a charge or discount on the invoice screen, simply enter the appropriate code under Item #. The percentage will be based on the invoice subtotal at that point. In other words, it will apply to all the lines above, but not to the lines below that point.

The amount will not be calculated until the invoice is saved.

If the charge or discount is tax-exempt, the amount is excluded from the taxable subtotal, as with any other tax-exempt item. However, if it is taxable, the amount is pro-rated by applying the charge or discount percentage to the taxable subtotal at that point.

Error Messages (R)
Sometimes when you press a key to do something, the computer beeps and displays a message. Following is a list of messages and what to do. To get rid of the displayed message, hit any key.

"Invoice without Ref# may not be used" Press and start your invoice again.

"Paid invoices may NOT be deleted" Payment must be deleted on the D screen before invoice can be deleted.

"Amount may not be changed on a paid invoice" Payment must be deleted on the D screen before invoice can be edited.

"Invoice out of current period may not be deleted" You may not delete an invoice from a prior month. Make a credit invoice in the current month.

"Invoice out of current period will not be saved" You may not make a change to an invoice from a prior month and save it. Enter a new invoice in the current month with the desired changes.

"Change Customer Code to " " on Existing Invoice? (Yes/No)" Do you want a different customer on this invoice? Type Y or N.

"T)ax or E)xempt" Type T if the item is taxable or E if it is exempt.

"Serial # not valid, F6 for lookup" The serial # which you entered was not found. Press to get a list of existing serial numbers (if there are any) which can be used. If you want to use the serial number that was not found, press C to override the message and then press .

"Model/Serial# " " not found. Continue" The serial # which you entered was not found. Press to get a list of existing serial numbers (if there are any) which can be used. If you want to use the serial number that was not found, press C to override the message and then press .

"Quantity Entered ' ' and Number of Serial #s not equal" The quantity of serial numbers must match the number entered on the invoice before you can use to return to the invoice.

"Item is restricted for the customer" On the Y screen this item has been setup to NOT be sold to this customer.

"No room on invoice for tax" Invoice contains too many items for computer to add a tax item at the end. You must remove an item or mark mark the invoice tax-exempt before you can save it.

"Enter a line with 'H' in unit to total hidden items" There's a line with N or W in Unit, you must have a line with H in Unit immeditately after the line or group of lines that have N or W in Unit.

"Do you want to backorder unshipped items? (Yes/No)" If you type Y, the computer will automatically enter a Backorder with the unshipped items listed. Press to save the Backorder.

"Customer Requires Purchase order #" Type in the Customer's Purchase Order # and press .

"'Customer' has invoice(s) ' ' days old. Change terms to COD? (Yes / No)" This customer has open invoice(s) that exceed the terms on the <&> Setup screen in the Days Till Charge field. Press Y and the computer will print COD on the invoice. N will use whatever terms are specified for the customer.

"Price discounted below desired markup" On the <&> Setup screen you can specify minimum Inventory Markup percentage. If that is left blank, the minimum price is the cost. If you don't want this message to appear, enter -100 as Inventory Markup. If you press ENTER, the computer will reprice the item. To disregard the message and keep the price that was entered, press C.

"Invoice must first be saved" (to make it into an order)
"Want to apply credit to this invoice?" (Yes / No) The customer has credit. If you type Y, the computer takes you to the D screen where you can apply credit to this invoice. N means No credit applied to the invoice.

"Assembly breakdown will overwrite invoice items. Is this OK?" (Yes/No)" When you put a quantity on an assembly item, a number of lines are printed at once on the computer. This message appears if there are items below that would be overwritten. Press Y or N.

"For a credit negate the ship quantity, not the price" To show a credit, use a negative quantity instead of a negative price.

"Is sell price to be higher than list" This message appears if you set selling price higher than list price.

"No item entered" You must have item code or remark on every line that has a quantity.

"Save changes before proceeding?" You have not saved with since you made a change on this screen.

"Entered date, ' / /199 ', is after System Date: ' / /199 '" Press ENTER and reenter date correctly.

"Customer must be specified" An invoice cannot be saved without having a customer specified.

"Stock=" ". Is the entered quantity still desired" The stock quantity according to the computer is less than the amount specified. If you do not want this message to appear, put a Y in the Disable Stock Error field on the <&> screen.

[Material # ' ' is already billed] You cannot bill from the same M screen record # twice. Press Enter.

[Material # ' ' is for customer ' '] The M screen record with this # has a different customer than what you have entered on this invoice. It must be for the same customer.

         "Tax code '  ' not set up in inventory file"

         " 'C' not allowed on order"

         "Amount must be clear where Unit is 'U'"

         "B- Both quoted and held order."

         "C- Contract - no inventory posting."

         "Cost for '     ' is '    ', enter new cost or ENTER"

         "Date out of range"

         "Digitizer entry not allowed"

         "Do you want to auto-order (A)ll, (S)ome, or (N)o revision

         changes"

         "Do you want to auto-order item # '    '?"

         "Do you want to backorder unshipped items?"  Type Y or N.

         "H- Order held until complete."

         "Invalid cost, no change"

         "Item not on order. Do you want to add it"

         "NOTE:  Ship  Qty's  for serial#  items  must  be  entered

         manually"

         "Only one '[&' allowed in the unit on an invoice"

         "Order Qty.="    ".  Is Ship Qty. correct"

         "Order is full"

         "Over quoted quantity"

         "Q- Quoted order - billing will not reprice."

         "Quote will not apply"

         "Shipping module not installed"

         "Use this function in INVOICE mode"     (repricing?)

         "You  are now  in Order  Entry.  This order  has  not been

         saved"

         " to save and show Back Order"

         "Do you want to auto-order item # "    "?"

         "$ "     " Over credit"

         "Reference # changed from '     ' to '     '"

         "Enter auto-invoice code for orders to bill"

         "Enter special description"

         " to continue,  to quit, W)ord List."

         "ILABELS on Word File not Found. Press Enter"

         "Job "     " "     " is terminated "

         "    " is the Job Class. /-Clear, or ENTER-Keep, or "=1005

         "Enter Job Class "

Invoice - How to Make (R)
1. To make a Receivable Invoice, press R when you are at the screen. (If you are asked to enter your selection, type I for Invoice.)

2. Enter the Customer Code of the person who the Invoice is for. (If you are not sure what their code is, press the key and you'll see a Lookup Screen of Customers that have been entered into the computer. Use the or arrows to place the cursor on the Customer that you want and press to load him on the screen. If the Customer has not been entered into the computer yet, press on the Lookup Screen. This takes you to the Customer File. Press the to blank out the code and press . Use the steps in Setting up a New Customer. (These are found on the "C" screen by pressing Shift F1 and selecting Questions and then option S. After

you have saved the new customer, return to the Invoice screen by pressing and then R. You are ready for Step # 2 again.

3. Press to take you through the fields that you want to fill such as Order #, Slip # or Salesman.

4. When you are ready to enter the invoice items, hold down the Key while you press the arrow to take you to the first item line.

5. Type the Code of the first invoice item and press .

6. If you typed a Code that wasn't in the computer, a Lookup Screen of Items appears. Use the or Arrows and press on the right code.

A. If you do not find the right code: and you wish to set up a new code, press on the Lookup Screen. This takes you to the Inventory File with the new Code already entered. Use the steps in How to Setup Inventory Items. These are found on the "I" screen by pressing Shift F1 and selecting Questions and then option H. When you save the new Inventory item by pressing , it takes you back to the screen that you were working on with the Item entered. You're ready for Step # 7.

B. If you do not find the right code: and you do NOT wish to set up a new code, press . The Lookup Screen disappears and the computer puts a period after the code you typed. You're ready for Step # 7.

C. If you do not find the right code: and you want to start over, press . The Lookup Screen and the typed code disappear. You're ready for Step # 6 again.

7. Type the quantity. Press .

8. If necessary, type the Selling price and press .

9. When the cursor is at the beginning of the second line, you are ready for the second invoice item.

10. If you do not want to use a code from the Inventory File, simply type a description of the item you are selling, using a period at the end of each line of description. The period prevents the Lookup Screen from appearing.

11. When you are fininshed entering Invoice items, press to save the invoice. The computer beeps and gives the following options: P, D, B, R and C. (If the computer gives you some other message, see NOTE: below.)

Press "P" to print and save the invoice.

Press "D" and the Deposit screen will appear and you can enter a payment to pay the invoice. When you save the deposit with , the computer also saves the invoice without printing it.

Press "B" and the Deposit screen will appear and you can enter a payment to pay the invoice. When you save the deposit with , the computer will print the invoice.

Press "R" and the Deposit screen will appear and you can enter a payment to pay the invoice. When you save the deposit with , the computer will print an invoice or a receipt, depending on your printer setup.

Press "C" if you have a cash drawer connected to the computer. This will give you another screen with different steps depending on mode of payment.

Press to save the Invoice without printing it.

If you press or P, the computer will first check if the customer has a credit balance or a credit non-invoice amount (NIA). If so, the computer will ask if you want to apply credit to this invoice. Press Y or N. If you press Y, the Deposit screen (D) will appear showing his credit. The credit can then be applied to this invoice. For help to apply a credit, from the Shift F1 screen, select Questions and then option A.

NOTE: Sometimes when you press , a message appears before you are given the above options. Notice the following:

When you press , the computer will calculate any percentage discounts or charges, any subtotals, the sales tax and the invoice total. An "over credit" message appears if this invoice places the open balance over the credit limit set up on the Customer file (C). Pressing simply moves the cursor back up without saving the invoice. Pressing C overrides the message. Then the computer gives you the options in step # 11. If you are trying to edit a paid invoice or an invoice

from a previous month, an error message will appear when you press . In the case of a paid invoice, the only way to change it is by first unpaying it on the Deposit screen (D). Change the invoice and then repay it on the Deposit screen (D). In the case of a prior invoice, you can enter C to override the error message, but do this ONLY if you are changing some detail on the invoice which does not change the invoice total. If you change the invoice total, your end-of-month balancing will not hold out. (If you want to change the invoice amount, the correct way is to make an invoice in the current month for the adjustment amount. This can be a credit invoice if necessary.) When you press C, the computer gives you the options in step # 11.

12. When an invoice is saved, the computer sets the screen to the next invoice number. Now you are ready to enter another invoice.

Printing Subtotals & Hiding Information (R)
You can change the printing of an invoice by entering a "command line" which contains a special code in the Unit field. These codes are listed below.

         / - Print N/C (for no charge) instead of the Sell Price.

         Q - Do not print quantity or price on this line.

         U - Underline the amount by printing hyphens in the amount

             column.

         O - Priced per ton and hide print,  but include  the total

             at the end.

         N - Do not  print this line,  but include the  amount in a

             total which will be printed by an "H" command (below).

         W - Do not  print the  price or  amount on this line,  but

             include the amount in the total which  will be printed

             by an "H" command (below).

         H - Print a  total of  hidden amounts.  This  command must

             follow any item # or sequence of items in which print-

             ing amounts is suppressed.

         * - Print a subtotal of all items above this point.

         J - Print a job total;  that is,  a subtotal  of all items

             listed since the previous  subtotal or job total.  Sub

             totals are calculated whenever the invoice is saved.

There are two ways to enter a command. You can set up a special inventory Item with the Unit you want to use, or you can enter a remark instead of an item code on the invoice and enter the Unit directly.

Revision Maintenance and AUto-Ordering (R)
Revision and auto-ordering information is set up in the Inventory file (I). The computer can maintain revisions on up to 5100 items on a per customer basis. To do this, it uses a revision cross-reference file. This file consists of a matrix with rows lettered from A to T, and columns from 1 to 255. To track revisions for a certain item, you need to assign it a position in this matrix. This position may be anything from A1 to T255. This is called the activity location.

On the Inventory screen (I) in the *Core/Revision field, enter a single character to specify the current revision of that item. In the Activity Location field, enter the matrix location described above.

Below the Activity Location on the Inventory screen is a field labeled Code. This is the auto-order item number. Use this field if you want the purchase of this item to trigger the automatic ordering of the latest revision of another item.

For example, if you're selling textbooks and answer keys, you could set up your system so that when the customer orders a textbook, the computer will automatically order the latest version of the corresponding answer key if that customer does not already have one.

To set this up, load the inventory record for the textbook, go to the Code field below Activity Location, and enter the item number for the answer key. Save this, then load the record for the answer key. Go to the *Core/Revision field and enter the revision of the answer

Notice that the revisions are tracked on the auto-ordered item rather than the item that triggered the auto-order. In this case, the computer tracks the revision of the answer key rather than the revision of the textbook.

The first time the computer encounter an auto-order condition on a particular order or invoice, it asks you, "Do you want to auto-order all, some or no revision changes?". Respond with A, S or N. If you respond with an S for some, the computer will ask you each time it encounters an auto-order condition whether or not you want to auto-order this particular item, and you will need to respond with a Y or N. When you save an order or an invoice, the computer will automatically display all the item it has auto-ordered.

Changing Orders to Invoices (R)
To change orders to invoices, go to the % screen and select either I or C. Select C if you want to check the invoice to be sure the item numbers and quantities match the order, or if you want to generate automatic back-orders of the items that do not match. In either case, the computer will automatically generate the invoice number, and all you need to enter is the order number. Use the or to get down to the order number field and enter the number of the order you want to invoice. The information from the order will automatically be transferred to the invoice screen.

If you are in Invoice mode, all you need to do now is go down and fill in the ship quantities. If ship quantities shall be exactly the same as order quantities, press and the order quantities will be copied to ship quantities.

If you are in Check Order mode, the computer will automatically insert a blank line at the beginning of the invoice. Use to get to this blank line. Enter all the item numbers and ship quantities on the invoice. The computer will alert you to any mismatches. When you are done checking the invoice, any items left over below the cursor will appear on the optional back-order, as well as any items having a ship quantity lower than the order quantity. If you wish, you may enter additional items at the bottom of the invoice. When you save the invoice, the original order will automatically be deleted unless you are generating a back-order, or unless the order had a Bill Code other than B, C, E, H or Q.

For more information on Bill Codes, press on the Bill Code field.

Changing Quotes to Invoices (R)
To change a quote to an invoice, go to a blank invoice and type the reference number of the quote in the Quote # field. Press . The information from the quote will automatically be transferred to the invoice screen.