BUYERS ACCOUNTING Software Package

                                  User's Manual

                                   (ver. 2.50)

                                       by

                           BEIER SOFTWARE DEVELOPMENT

                           (For IBM & IBM Compatibles)

 


                               FOREWORD

 

                       BUYERS ACCOUNTING PROGRAM

                       BEIER SOFTWARE DEVELOPMENT

 

 

     Thank you for selecting the Buyers Accounting Program; and Welcome

     to the world of Accounting Made Easy!

 

     Beier Software Development has developed Buyers Accounting

     with YOU in mind. We are confident you will find it easy to

     learn and use. Buyers Accounting is designed to provide

     quick, hassle-free accounting information and can be

     maintained by anyone, regardless of previous computer experience.

 

     Buyers Accounting is designed as a general accounting package to

     meet the general needs of its customers. However, we will also

     customize the package for you if you have very specific needs you

     do not feel the program can meet, talk to your Beier Software

     Development representative - You'll be pleasantly surprised by

     the results. (Please note that this manual is written for the

     standard version and will not contain any customized information.

 

     We listen to our customers - and they have alot to say about

     Buyers Accounting. As a result, we are constantly improving

     the program based on the feedback we receive.

 

     We value your comments, complaints, and suggestions. After

     all we wrote this program for YOU. So, if you are not happy

     with any aspect of Buyers Accounting, or would like to see

     something changed, added, or removed, please let us know;

     write to us at:

 

                 BEIER SOFTWARE DEVELOPMENT

                 Langley, B.C. Canada

 

 


                            HOW TO GET STARTED

 

 

     INSTALATION

 

     Beier Software Development believes that service, and

     customers, come first. Your Beier's representative will

     personally install the Buyers Accounting Program in your

     office/home and will provide an overview of how the program

     works.

 

 

     UPDATES

     If you are utilizing the Payroll section of Buyers

     Accounting, you will be provided with regular updates each

     January and July to allow for changes in government tax

     regulations.  If you do not use the Payroll information and

     would still like to receive updates, they are free for the

     first year and available at 10% of the then current retail

     price for a second year.  Please contact Beier Software

     directly for more information.

 

 

     STARTING BUYERS ACCOUNTING

 

     Starting the program is as easy as using it!

          - Change to the Buyers directory

            for example "CD \ACCT"

          - Type "ACCT" at the DOS prompt and press "ENTER"

          - Enter your ID and Password as prompted.

          - Confirm that the current company is the one you

            wish to use by pressing "ENTER" or enter the

             appropriate company code and press "ENTER".

 

 


                              USING THE MENUS

 

     The Buyers Accounting Program is an integrated, menu-driven

     accounting package. The menu options you select may require

     you to enter information, make choices, search for the

     correct code or account or let the system do the work for

     you (for example calculations).

 

     The following is a guide to using the menu system. Once you start

     using Buyers Accounting, you will find that the commands and

     choices are very logical and straight forward.

 

 

     MOVING THROUGH THE MENUS

 

     All functions of Buyers Accounting are based from the Main Menu.

     When you select a menu option from the main or any other menu,

     you will be directed to one of the following:

          - Another menu ("...Menu").

          - A print selection ("Print...").

          - An input/edit screen.

 

     Menu options may be selected by two methods. The "Esc" key will

     bring you back to the previous level of the menu system from any

     of these options. (Be careful not to press "Esc" at the Main Menu

     or you will exit the program.)

 

     Standard Access

     Use the cursor arrow keys to highlight the menu option and then

     press "Enter".

 

     Quick Access

     Type the letter prefacing the menu option (For C) Customer Sales

     Menu - Type "C"). The access keys may be strung together as well

     ("C","C","E" leads to the Edit Customer input screen); however,

     you must always begin at the main menu. "QUICK ACCESS" keys

     are identified for each menu in this manual.

 

     As you move through the menus, you will notice that the outline

     of the boxes changes from level to level. The double line box

     indicates the active menu.

 

     PRINTING FROM MENUS

 

     When you select a print option from a menu, a smaller menu box

     will appear asking for your output choice. You may select an

     option by using the up/down arrow keys and pressing enter or

     by pressing one of the following.

                      "S" for Screen

                      "1" for Printer1

                      "2" for Printer2

                      "3" for Printer3

                      "P" for Active Printer

 

     Printing to the screen will temporarily remove the main screen

     from view and display the report for viewing only; no editing can

     be done at this point. When you are finished reviewing the

     report, press "Esc" to return to the menus.


 

 

 

 

     If you choose to print to a printer, please note that Printer1 is

     the default. If you are not sure whether your printer(s) is/are

     set up correctly in the program, select Print Options from

     the System Menu (see page -- for more explanation).

 

     Once you have selected your printer and pressed "Enter", a new

     box will appear prompting you for information specific to the

     report; ie dates, ranges of identifying codes. Note that the "F3"

     search key CAN NOT be used in print option boxes.

 

     Some reports are too wide for the printer and the screen.

     For screen reports you can read the missing information by

     pressing the "Left Cursor Arrow" or "End" key until the column

     appears.  The printer option causes the report to print in

     compressed type, therefore allowing the entire width to fit

     on the paper.

 

       EDIT SCREENS

 

     An edit screen is any screen which prompts you to provide

     information to the system. It consists of headings and blank

     boxes or fields to be completed. Some fields are optional -

     if the information is not applicable or available, the field

     may be left blank. Other entries, however are mandatory

     (identifying codes, account numbers, etc.) and the system will

     display a red error box reminding you to supply the information.

 

     Samples of Buyers Accounting's edit screens include:

 

       The Company Code selection on the main screen and in the System

       Menu (Change Company option).

 

       All main input boxes such as Edit Company, Pay Employee, Vendor

       Payment, etc.

 

       Pop-up boxes on print requests.


 

 

 

       SEARCHING FIELDS

 

     Fields which may be searched include Customer Codes, Vendor Codes,

     Employee Codes, Inventory Codes and Account Numbers. These fields

     will be outlined in detail under their appropriate menu items.

 

     You may search applicable entry fields as follows:

 

       Press "F3" while the cursor is in the appropriate field. The

       first selection will appear with all relevant information.

       Use the "Page Up" and "Page Down" keys to locate the desired

       entry.

 

     When the search is complete, press "Enter" to accept and move to

     the next field.

                                     OR

 

     Type the desired code in the Code field and press "F3" or "Enter"

     to accept. The information relating to this code will be

     displayed. This option may be used to locate a specific code or to

     narrow the information being searched.

 

 

       POP-UP OPTION MENUS

 

     In some circumstances, you will need to make a choice from preset

     options. This will occur when setting the following:

 

                 Date and Printer types under Menu Options.

                 Pay Period under Edit Employee.

                 PST and GST under Edit Inventory

                 GST under Enter Sales and Enter Purchase.

 

     To activate the menu, press the "Space Bar" while the cursor is

     in the appropriate field. Use the "Up" and "Down" Arrow keys to

     make your choice, or type the first letter of the option, and

     press "Enter" to accept.

 

     If you are familiar with the menu choices, you may type the first

     letter of the option directly into the edit field without

     activating the menu.


                               MENU  OPTIONS

 

     Buyers Accounting works on a pop-up menu system with up to four

     levels. The Main Menu appears in the upper left-hand corner of

     the main screen after the Company information has been confirmed.

 

       THE MAIN MENU

 

     The Main Menu appears in the upper left corner of the screen and

     remains present until you exit the program.

 

     You have seven options to choose from on the Main Menu with each

     option leading to a second level menu. Each second level menu

     option is described in detail in future sections, with all

     successive menu choices. Below is a summary of each Main Menu

     option.

 

       CUSTOMER SALES MENU

 

     Maintains all Accounts Receivable transactions and reports, as

     well as information on individual customers.

 

       VENDOR PURCHASES MENU

 

     Handles Accounts Payable information and contains a third level

     menu for vendor information.

 

       INVENTORY MENU

 

     Inventory and non-inventory services/items are added, changed,

     deleted and adjusted; reports include a summary of inventory

     items and the Inventory Journal.

 

       PAYROLL MENU

 

     All employee information is maintained by a third level menu.

     Payroll transactions, the journal and summary reports are also

     generated.

 

       GENERAL MENU

 

     Handles General Journal entries, printing of the General and

     Account Journals, and preparation of financial statements.

 

       SYSTEM MENU

 

     This menu handles several different functions such as

     entering/editing accounts; creating account interfaces with

     accounting functions; maintaining information on the company

     being maintained; adding messages to costumer invoices;

     maintaining login information; posting balances and performing

     cutoff functions.

 

       OPTIONS MENU

 

     Date Options allows you to toggle between no date, current date

     and last date. It also contains fields to adjust credit terms.

     Printer Setup allows you to choose your printer(s).


       THE CUSTOMER SALES MENU

 

       The Customer Sales Menu handles three types of information:

 

                 Customer Information (third level menu)

                 Accounts Receivable/Payments

                 Sales Information and Reports

 

       The individual menu options are described below.

 

       ENTER SALES

 

       Selecting this option will invoke the Inventory Sale input

       screen, record customer payment information and produce a

       customer invoice. All information pertaining to a sales

       transaction for a customer is included on this form.

 

     Duplicate invoices may be printed by specifying a previous

     invoice number in this field. The invoice will appear on screen

     and a Question Box will appear asking "Print Invoice Y/N (Yes)".

     The duplicate invoice may not be edited or viewed in full on

     screen; the output must be sent to the printer.

 

     The fields contained in the Inventory Sale form are described in

     detail below. Please see the "Edit Customer" and "Edit Inventory"

     sections of this manual for more information on the codes and

     background information utilized by this screen.

 

       DATE

     The date field will contain the date type chosen under Date

     Options located in the Options Menu. The date may, however, be

     modified while the edit box is on the screen.

 

       REF#

     The Reference field contains the customer's Purchase Order

     number. While the field is optional, it is useful as an

     identifier for follow-up with the customer.

 

       INVOICE#

     The Invoice Number field is your reference of the trans-action.

     Once you have established your number format with the first

     invoice, each successive invoice will show the next available

     number.

 

       CUSTOMER CODE

     The customer code identifies an individual customer who has been

     entered into the system, as well as all information pertaining to

     that customer. This is a required field - if a code is not

     entered, the system will not allow you to continue. If you enter

     a code which the system does not recognize, you will be prompted

     to add it (typing "N" will allow you to re-enter the code).  You

     may search for a specific code by using the "F3" key and "Page-

     Up/Down" keys (see Searching in Edit Screens). Information on

     creating codes is listed under "Customer Menu" later in this

     chapter.

 

       NAME

     When you enter the Customer Code, the Name field will be

     automatically completed with the corresponding customer name. If

     this is not the correct customer, you must edit by entering a new

     code; the Name field can not be edited.


 

 

 

       TAX#

     The tax number will appear automatically with the Customer Code;

     however, the field may be edited to enter or remove the number.

     If the Tax # field equals 0, the system will calculate the PST

     for products listed on the invoice. If a number exists for the

     customer, no Provincial tax will be added.

 

       GST ("Y/N")

     This field specifies whether the Goods and Services Tax is

     applicable for the customer. If a GST Number has been recorded on

     the Customer Edit Screen, this field will contain "Yes" when the

     Customer Code is entered and GST will be charged. If the field is

     "No", the Goods and Services tax will not be charged to the

     customer. The field may be edited by typing "Y" or "N", or, by

     pressing the spacebar to initiate a pop-up window.

 

       QTY (QUANTITY)

     Enter the amount of the product to be sold in the Quantity field.

     Press "Enter" or "Tab" to confirm the amount and move to the

     Inventory field. You may revise the amount at any time while in

     the edit screen by using the cursor keys to move to the field.

     All applicable fields (price, taxes, etc.) will automatically be

     adjusted.

 

       INVENTORY

     The Inventory field contains a maximum 10 digit code which

     identifies an individual inventory item. These codes are assigned

     when a product or service item is entered under the Inventory

     menu. You may search for a code by pressing "F3" and using the

     "Page Up/Down" keys. The code provides all pricing and tax

     information for the product or service.

 

       DESCRIPTION

     The Description identifies the name of the product specified by

     the Inventory Code. The description may only edited by changing

     the code.

 

       PRICE, AMOUNT

     The Quantity and Inventory fields determine these two entries.

     Both the Price of each unit of product or service and the total

     Amount for that item may be edited; a change in either field will

     update the other automatically.

 

       SUBTOTAL

     The SubTotal field represents the total of all inventory items

     before taxes. This field can not be edited.

 

       PST, GST

     The Customer and Inventory codes determine what taxes are

     required for the invoice. These amounts are added automatically

     by the system; however, the fields may be manually edited if

     necessary.

 

       TOTAL

     This field calculates the total amount of the invoice, based on

     the SubTotal, PST and GST fields. The Total can not be edited

     itself, however adjustments made to other amount fields will

     update the Total.


 

 

 

     When you have completed the form, Press "F2" (or "Enter" at the

     last input field) to save. The Customer Payment screen will

     automatically appear. Please see the next section for more

     details.

 

 

       CUSTOMER PAYMENT

 

     This input screen is included as part of a sale and is also

     required as a separate menu pick for payments on credit.

 

     When completing a sales record, you will notice that the

     amount of the sale is automatically located in the Cheque

     field. The Cash, Visa and M/C fields may be filled in with

     the correct accounts and Cheque will be adjusted

     accordingly. However, if payment is to be on credit, remove

     or adjust the amount from the Cheque field; the system will

     automatically place the correct amount in the Credit field.

 

     To record a payment on credit, choose the Customer Payment

     option from the menu. The form will appear blank until you

     begin adding information. The Code field refers to the

     Customer Code and may be searched with the "F3" and Page

     Up/Page Down keys.

 

     If the Customer Code is "CASH" (See "Edit Customer" later in

     this section), the Enter Payment screen will not allow you

     to enter a credit balance and places the amount in the Cash

     field not Cheque as noted above.

 

     When you have finished entering payment information, press

     "F2" (or "Enter" in the Balance field) to save.

 

     At this point the system will complete all related

     accounting information and prompt you to "Print Invoice

     Y/N". See "Enter Sales" above for information on printing

     duplicate invoices.

 

 

       PRINT SALES LIST

 

     When you choose this option and select the Destination

     (Screen/Printer), you will be prompted with the following

     input screen. The default settings show the first applicable

     invoice to the last invoice generated. You may choose these

     settings or indicate specific invoice(s). To choose one

     invoice, type the applicable invoice number in the Start

     Invoice and End Invoice fields. The "F3" search key is not

     available here.

 

     When you accept the information by pressing "F2" (or "Enter"

     at the last input field), a brief report containing invoice

     information will be processed.


 

 

 

       PRINT SALES SUMMARY

 

     This report shows account balances and arrears to 90+ days.

     Once you have selected the destination of the output

     (Screen/Printer), you will be prompted for the End Date. The

     system will default to the current date (or whichever date

     has been select under the Options Menu); however, you may

     enter a previous date. Once the correct date is chosen,

     press "F2" or "Enter" to confirm.

 

     When printing to the screen, you will find this report is

     not completely in view; however, the printer will be able to

     capture the complete report (see "Printing from the Menu"

     for more information). You may view the right hand side of a

     screen print by using the "right cursor arrow" or "end" key.

 

       PRINT SALES REPORT

 

     The Sales Report contains individual Customer Statements. A

     summary with grand totals of all sales, taxes, totals and

     payments appears at the end of the report.

 

     As previously described under "Print Customer Summary"

     above, a range of customers from one to all may be selected.

     Also, the "Left Cursor Arrow" or "End" key will be required

     to view the complete report on a screen print.

 

     The statements are printed on separate pages, allowing for

     distribution to applicable customers. The Customer Menu

     described below contains an option for printing labels.

 

 

       CUSTOMER MENU

 

     The Customer Menu supports all information relating to the

     individual customer as follows:

 

       EDIT CUSTOMERS

 

     The Customer Edit screen allows you to add new customers

     delete former ones, or edit existing entries. Fields for tax

     numbers, discounts and credit starting amount are included

     and must be completed to properly process the customer's

     sales.

 

     If you are adding a new Customer record, you must begin by

     entering a new Customer Code. A common method for creating

     codes is to take the first three to five letters in the

     company name. If the customer is an individual, you may also

     use the first three letters of the last name following by

     the first initial. The code may be a maximum of 10

     characters.


 

 

 

     The Name field may contain a company name or an individual.

     The name must appear in the format you wish for labels,

     invoices, etc; this includes case, spacing and

     abbreviations. The Province field contains only four

     characters, which requires you to use abbreviations (B.C.,

     Alta) or the two-digit postal province codes (BC, AB). For

     Phone, you may include the area code (604-555-9001, (604)

     555-9001 or 555-9001).

 

     The GST # and PST # fields contain the registered tax

     numbers which allow the customer to be exempt from paying

     the tax. If the value of either field is zero, tax will be

     deducted from all purchases automatically. Start refers to

     any opening balance the customer may have at the time they

     are entered as a new customer.

 

     The final field, Discount, allows you to assign a discount

     to the customer for a large purchase. The terms of discount

     are described in detail under "Edit Inventory". The single

     digit field allows you to enter the type of discount (1 or 2

     as set for the product) not a percentage.

 

     To revise an existing customer file, type the Customer Code

     or search for the code by pressing "F3" and using the "Page

     Up/Page Down" keys. The current information will appear on

     screen for edit. When you have completed all necessary

     revisions, save by pressing "F2" or ("Enter" in the last

     field).

 

     To delete a customer, locate the appropriate Customer Code

     and press "F10" for deletion. You will be prompted to

     "Delete code XXX Y/N" where XXX equals the identified

     customer.

 

     When you have input all relevant information, save by

     pressing "F2" or ("Enter" in the last field). If the system

     has account information recorded for this code, you will not

     be able to delete it.

 

       PRINT CUSTOMERS

 

     The Customer List consists of basic information - code,

     name, address and phone number for all, one or a range of

     customers. You may specify only one customer by entering the

     desired code in both the Start Customer and End Customer

     fields. The "F3" search key is not available here;

 

     If you send the report to the screen you will need to use

     the "Right Cursor Arrow" or "End" key as the output is too

     wide for one screen. There is no problem with sending output

     to the printer.


 

 

 

       IMPORT CUSTOMERS

 

     Selecting this option will allow you to import customer

     information, in an ASCII file, from other programs. The data

     may include some or all of the fields outlined in the

     Customer Edit Screen and the fields must be comma delimited

     in the same order and format as Buyers Accounting.

 

     The system will prompt you for the name of the file which is

     to be imported from another source. The extension of this

     file will probably be .ASC or TXT. If the file is not

     located in another directory, you must include the

     appropriate Directory and Drive.

 

       EXPORT CUSTOMERS

 

     You may export customer information produced in Buyers

     Accounting to create mail merges and form letters with other

     programs. All fields contained in the Customer Edit screen

     are converted to a comma delimited file for all customers in

     the system.

 

     When you select this option, you will be prompted for a file

     name for the converted information. The Drive and Directory

     should be included if you wish the file to be located in

     directory other than the default (\ACCT\company code). The

     three digit file extension should be .ASC or .TXT.

 

       PRINT LABELS

 

     When you chose this menu option you will not be prompted for

     a destination, as the output is automatically set for the

     printer. You will be asked to specify a range of customers

     you require labels for, with the default being the complete

     list. If you only require one label, enter the applicable

     code in both the Start Customer and End Customer fields. The

     "F3" search key is not available here.

 

     The label format is set for standard 3 by 15/16 inch labels

     for dot matrix tractor-feed printers.

 


       VENDOR PURCHASES MENU

 

     Similar to the Customer Sales Menu, the Vendor Purchases

     Menu contains three types of information:

                 Vendor Information (third level menu)

                 Accounts Payable/Payments

                 Purchase Information and Reports

 

       Each menu option is described below.

 

 

       ENTER PURCHASE

 

     Selecting this option will invoke the Inventory Purchase

     input screen, record payment information. All information

     pertaining to a purchase transaction for a vendor is

     included on this form.

 

     The fields contained in the Inventory Purchase form are

     described in detail below. Please see the "Edit Vendor" and

     "Edit Inventory" sections of this manual for more

     information on the codes and background information utilized

     by this screen.

 

       DATE

     The date field will contain the date type chosen under Date

     Options located in the Options Menu. The date may, however,

     be modified while the edit box is on the screen.

 

       REF#

     The Reference field contains the vendor's Purchase Order

     number. While the field is optional, it is useful as an

     identifier for follow-up with the vendor.

 

       P.O.#

     The P.O.# field is your reference of the transaction in the

     form of a purchase order. Once you have established your

     P.O. number format with the first purchase order, each

     successive form will show the next available number.

 

       VENDOR CODE

     The vendor code identifies an individual vendor who has been

     entered into the system, as well as all information

     pertaining to that vendor. This is a required field - if a

     code is not entered, the system will not allow you to

     continue. If you enter a code which the system does not

     recognize, you will be prompted to add it (typing "N" will

     allow you to re-enter the code). You may search for a

     specific code by using the "F3" key and "Page-Up/Down" keys

     (see "Searching in Edit Screens"). Information on creating

     codes is listed under "Vendor Menu" later in this chapter.

 

       NAME

     When you enter the Vendor Code, the Name field will be

     automatically completed with the corresponding vendor name.

     If this is not the correct vendor, you must edit by entering

     a new code; the Name field can not be edited.


 

 

 

       TAX#

     Your tax number will appear automatically with the Vendor

     Code; however, the field may be edited to enter or remove

     the number. If the Tax # field equals 0, the system will

     calculate the PST for products listed on the P.O. If a

     number exists in the system for you, no Provincial tax will

     be added.

 

       GST ("Y/N")

     This field specifies whether the Goods and Services Tax is

     applicable for you. If a GST Number has been recorded on the

     Company Edit Screen, this field will contain "Yes" when the

     Vendor Code is entered and GST will be charged. If the field

     is "No", the Goods and Services tax will not be added to the

     P.O. The field may be edited by typing "Y" or "N", or, by

     pressing the spacebar to initiate a pop-up window.

 

       QTY (QUANTITY)

     Enter the amount of the product to be purchased in the

     Quantity field. Press "Enter" or "Tab" to confirm the amount

     and move to the Inventory field. You may revise the amount

     at any time while in the edit screen by using the cursor

     keys to move to the field. All applicable fields (price,

     taxes, etc.) will automatically be adjusted.

 

       INVENTORY

     The Inventory field contains a maximum 10 digit code which

     identifies an individual inventory item. These codes are

     assigned when a product or service item is entered under the

     Inventory menu. You may search for a code by pressing "F3"

     and using the "Page Up/Down" keys. The code provides all

     pricing and tax information for the product or service.

 

       DESCRIPTION

     The Description identifies the name of the product specified

     by the Inventory Code. The description may only edited by

     changing the code.

 

       PRICE, AMOUNT

     The Quantity and Inventory fields determine these two

     entries. Both the Price of each unit of product or service

     and the total Amount for that item may be edited; a change

     in either field will update the other automatically.

 

       SUBTOTAL

     The SubTotal field represents the total of all inventory

     items before taxes. This field can not be edited.

 

       PST, GST

     The Vendor and Inventory codes determine what taxes are

     required for the purchase order. These amounts are added

     automatically by the system; however, the fields may be

     manually edited if necessary.


 

 

 

       TOTAL

     This field calculates the total amount of the purchase

     order, based on the SubTotal, PST and GST fields. The Total

     can not be edited itself, however adjustments made to other

     amount fields will update the Total.

 

 

     When you have completed the form, Press "F2" (or "Enter" at

     the last input field) to save. The Vendor Payment screen

     will automatically appear. Please see the next section for

     more details.

 

 

       VENDOR PAYMENT

 

     This input screen is included as part of a purchase and is

     also required as a separate menu pick for payments on credit

     to the vendor.

 

     When completing a purchase record, you will notice that the

     amount of the sale is automatically located in the Cheque

     field. The Cash, Visa and M/C fields may be filled in with

     the correct accounts and Cheque will be adjusted

     accordingly. However, if payment is to be on credit, remove

     or adjust the amount from the Cheque field; the system will

     automatically place the correct amount in the Credit field.

 

     To record a payment on credit, choose the Vendor Payment

     option from the menu. The form will appear blank until you

     begin adding information. The Code field refers to the

     Vendor Code and may be searched with the "F3" and Page

     Up/Page Down keys.

 

     If the Vendor Code is "CASH" (See "Edit Vendor" later in

     this section), the Enter Payment screen will not allow you

     to enter a credit balance and places the amount in the Cash

     field not Cheque as noted above.

 

     When you have finished entering payment information, press

     "F2" (or "Enter" in the Balance field) to save.

 

     At this point the system will complete all related

     accounting information and prompt you with a new Inventory

     Purchase Screen. To exit at this point, press "ESC" and

     return to the menu.

 

 

       PRINT PURCHASE LIST

 

     When you choose this option and select the Destination

     (Screen/Printer), you will be prompted with the following

     input screen. The default settings show the first applicable

     purchase order to the last purchase order generated. You may

     choose these settings or indicate specific purchase

     order(s). To choose one purchase order, type the applicable

     purchase order number in the Start purchase order and End

     Purchase order fields. The "F3" search key is not available

     here.

 

     When you accept the information by pressing "F2" (or "Enter"

     at the last input field), a brief report containing purchase

     order information will be processed.


 

 

 

       PRINT VENDOR SUMMARY

 

     This report shows account balances and arrears to 90+ days.

     Once you have selected the destination of the output

     (Screen/Printer), you will be prompted for the End Date. The

     system will default to the current date (or whichever date

     has been select under the Options Menu); however, you may

     enter a previous date. Once the correct date is chosen,

     press "F2" or "Enter" to confirm.

 

     When printing to the screen, you will find this report is

     not completely in view; however, the printer will be able to

     capture the complete report (see "Printing from the Menu"

     for more information). You may view the right hand side of a

     screen print by using the "right cursor arrow" or "end" key.

 

 

       PRINT PURCHASE REPORT

 

     The Purchase Report contains individual Vendor Statements. A

     summary with grand totals of all sales, taxes, totals and

     payments appears at the end of the report.

 

     As previously described under "Print Vendor Summary" above,

     a range of vendors from one to all may be selected. Also,

     the "Left Cursor Arrow" or "End" key will be required to

     view the complete report on a screen print.

 

     The statements are printed on separate pages, allowing for

     distribution to applicable vendors. The Vendor Menu

     described below contains an option for printing labels.

 

 

       Vendor Menu

 

     The Vendor Menu supports all information relating to the

     individual vendor as follows:

 

       Edit Vendors

     The Vendor Edit screen allows you to add new vendors delete

     former ones, or edit existing entries. Fields for tax

     numbers, discounts and credit starting amount are included

     and must be completed to properly process the vendor's

     sales.

 

     If you are adding a new Vendor record, you must begin by

     entering a new Vendor code. A common method for creating

     codes is to take the first three to five letters in the

     company name. If the vendor is an individual, you may also

     use the first three letters of the last name following by

     the first initial. The code may be a maximum of 10

     characters.


 

 

 

     The Name field may contain a company name or an individual.

     The name must appear in the format you wish for labels,

     purchase orders, etc; this includes case, spacing and

     abbreviations. The Province field contains only four

     characters, which requires you to use abbreviations (B.C.,

     Alta) or the two-digit postal province codes (BC, AB). For

     Phone, you may include the area code (604-555-9001, (604)

     555-9001 or 555-9001).

 

     The GST # and PST # fields contain the registered tax

     numbers which allow the vendor to be exempt from paying the

     tax. If the value of either field is zero, tax will be

     deducted from all purchases automatically. Start refers to

     any opening balance the vendor may have at the time they are

     entered as a new vendor.

 

     The final field, Discount, allows you to assign a discount

     to the vendor for a large purchase. The terms of discount

     are described in detail under "Edit Inventory". The single

     digit field allows you to enter the type of discount (1 or 2

     as set for the product) not a percentage.

 

     To revise an existing vendor file, type the Vendor Code or

     search for the code by pressing "F3" and using the "Page

     Up/Page Down" keys. The current information will appear on

     screen for edit. When you have completed all necessary

     revisions, save by pressing "F2" or ("Enter" in the last

     field).

 

     To delete a vendor, locate the appropriate Vendor Code and

     press "F10" for deletion. You will be prompted to "Delete

     code XXX Y/N" where XXX equals the identified vendor.

 

     When you have input all relevant information, save by

     pressing "F2" or ("Enter" in the last field). If the system

     has account information recorded for this code, you will not

     be able to delete it.

 

 

       PRINT VENDORS

 

     The Vendor List consists of basic information - code, name,

     address and phone number for all, one or a range of vendors.

     You may specify only one vendor by entering the desired code

     in both the Start Vendor and End Vendor fields. The "F3"

     search key is not available here;

 

     If you send the report to the screen you will need to use

     the "Right Cursor Arrow" or "End" key as the output is too

     wide for one screen. There is no problem with sending output

     to the printer.


 

 

 

       IMPORT VENDORS

 

     Selecting this option will allow you to import vendor

     information, in an ASCII file, from other programs. The data

     may include some or all of the fields outlined in the Vendor

     Edit Screen and the fields must be comma delimited

     ("Mr.","John","Smith","123, 6724 - 95th Avenue") in the same

     order and format as Buyers Accounting.

 

     The system will prompt you for the name of the file which is

     to be imported from another source. The extension of this

     file will probably be .ASC or TXT. If the file is not

     located in another directory, you must include the

     appropriate Directory and Drive.

 

       EXPORT VENDORS

     You may export vendor information produced in Buyers

     Accounting to create mail merges and form letters with other

     programs. All fields contained in the Vendor Edit screen are

     converted to a comma delimited file for all vendors in the

     system.

 

     When you select this option, you will be prompted for a file

     name for the converted information. The Drive and Directory

     should be included if you wish the file to be located in

     directory other than the default (\ACCT\company code). The

     three digit file extension should be .ASC or .TXT.

 

       PRINT LABELS

     When you chose this menu option you will not be prompted for

     a destination, as the output is automatically set for the

     printer. You will be asked to specify a range of vendors you

     require labels for, with the default being the complete

     list. If you only require one label, enter the applicable

     code in both the Start Vendor and End Vendor fields. The

     "F3" search key is not available here.

 

     The label format is set for standard 3 by 15/16 inch labels

     for dot matrix tractor-feed printers.

 

 


         THE INVENTORY MENU

 

     The Inventory Menu maintains all information regarding the

     inventory itself. From this Menu you can manage the following:

            - Enter new inventory items.

            - Edit or delete existing inventory items.

            - Obtain a detailed list of all items currently in

              inventory, or of those items below the minimum quantity.

            - Print a summary of the inventory in stock, including

              Purchase and Sale amounts and total value of current

              inventory.

            - Print the Inventory Journal.

            - Make adjustments for inventory loss.

 

 

       Edit Inventory

 

     The format for entering new inventory or editing previous

     entries is similar to editing customer and vendor

     information described in previous sections of this manual.

     The following briefly describes the fields required to enter

     new inventory into the system.

 

       CODE

     The inventory code identifies an individual item in stock.

     Use up to the first ten letters of the inventory name for

     the code or, use an abbreviation with various designators

     for like codes (WIDG-W and WIDG-B for wooden and brass

     widgets). A slash (/) as the first character of the code

     identifies the item as an expense or non-inventory purchase.

     A dot (.) as the first character signifies a service for

     sale.

 

       NAME

     The name is the product/service description. It should be

     both concise and thorough.

 

       VENDOR'S PROD#

     This refers to the product code assigned by the vendor. It

     is an optional field; however, the number is useful (and

     often required) for reordering.

 

       VENDOR

     The first field under Vendor is for the system's Vendor

     Code. The code may be searched by using "F3" and the "Page

     Up/Down" keys. The longer second field will automatically be

     filled with the Vendor name when the correct code is

     selected.

 

       ASSET ACCOUNT

     Asset accounts are usually numbered from 100 to 199 and have

     a debit balance. They contain items such as cash,

     receivables, inventory, equipment, land and buildings. An

     example of an asset account to be used in this field is "152

     - Inventory Item 1".

 

       REVENUE ACCOUNT

     Revenue accounts represent sales, such as "402 - Sales 1".

     They are numbered from 400 to 499 and have a credit balance.


 

 

 

       EXPENSE ACCOUNT

     Expense accounts, numbered from 500-599, record purchases

     and expenses incurred as part of doing business. These

     accounts usually have a credit balance. The primary account

     for inventory purposes is "502 - Purchases".

 

       PST, GST

     These fields indicate whether the product or service is

     subject to each tax or if the tax is included in the price

     (for example gas). The defaults for both are No. To change

     the response type "Y" for Yes, "I" for included or press the

     spacebar to initiate a pop-up menu.

 

       OTHER TAX/RATE/ACCT

     An example of another tax being charged on a product is

     liquor, which subject to 10% PST. In this case, the PST

     field would state "No", the first box under other tax would

     say "Yes" and the Rate would be 10. The two fields on the

     second line will contain the applicable account No. and Name

     (example 226 - PST collected on sales).

 

       SALE PRICE

     The sale price refers to the amount to be charged to vendors

     for each unit of stock.

 

       DISCOUNT 1/2

     A discount may be awarded to a vendor for purchases over a

     specified amount. The amount of discount allowed for the

     product is specified in this section, while the Edit

     Customer screen determines whether the individual customer

     is entitled to available discounts. The first field under

     each discount (1 & 2) contains the minimum units of the

     product the customer must purchase for the discount (example

     "25" or "200" depending on the price and nature of the

     item). The second field indicates the sale price minus the

     discount of each item for the specified quantity. Buyers

     Accounting allows for two discounts to be set per product.

 

       MINIMUM

     This refers to the minimum amount of inventory required in

     stock. If the quantity drops below this point, it will

     appear on the Inventory Summary Report (See the section

     listed below) when you select the "Low Inventory Only"

     option.

 

       START QUANTITY/VALUE

     This refers to the amount of product in stock at the

     beginning of an accounting period. The value is based on the

     total purchase price of the inventory at that time.


 

 

 

     To edit an existing inventory item, you enter the Inventory

     Code and press "Enter", or use "F3" and the "Page Up/Page

     Down" keys. The entry will then appear on the screen for

     editing. You may use "Tab" or "Enter" to move through the

     entries until all changes are made, at which point press

     "F2" or "Enter" at the last field to save changes.

 

     To add a new inventory item, enter the new inventory code

     and press "Tab" or "Enter" through the screen to input all

     other information. Save by pressing "Enter" or "F2".

 

     To delete an inventory item, locate the appropriate

     Inventory Code and press "F10" for deletion. You will be

     prompted to "Delete code XXX Y/N" where XXX equals the

     identified item. If the system has inventory recorded for

     this code, you will not be able to delete it.

 

 

       PRINT INVENTORY

     The Inventory List contains the following information for

     each item. You may select all items or a range for the

     report.

 

            - Revenue and Expense accounts related to the item.

            - Applicable taxes (GST, PST, Other).

            - Sale Price and Discounts.

            - Current quantity in stock and minimum inventory

              required.

 

 

     Unlike other print options, there are no prompts for

     information. The list is printed automatically when you

     choose to print to screen or printer.

 

 

       PRINT SUMMARY

 

     This report provides you with purchase and sale prices,

     amount of product in stock and the minimum inventory

     allowed. The total value of the inventory listed is also

     included.

 

     When you select the Inventory Summary, you will be prompted

     to enter the starting and ending inventory - the default

     settings include the full range of inventory items ("F3" can

     not be used here to search the available codes). As well,

     you will be asked whether you want only low inventory items.

     By selecting "Yes" at this prompt, you will be given only

     the items within the selected range which are below the

     inventory and may require reordering.

 

     When you have completed the above information, press "F2",

     or "Enter" in the last field, to confirm and initiate the

     report.


 

 

 

       PRINT ITEM JOURNAL

 

     The Inventory Item Journal allows you to print Journal

     Entries for each specified inventory item during a selected

     time period. The system will prompt you for a range of

     inventory items as well as start and end dates for the

     journal. The default for the Start Inventory and End

     Inventory fields shows the full range of items, including

     service (.) and expense (/) items ("F3" is not available on

     this screen for searching). The default Start Date is 0-0-0,

     which allows you to view the entire Journal (entries with 0-

     0-0 as the transaction date represent the opening entries).

     Insert the desired Start/End dates and press "F2", or

     "Enter" to confirm and process the information.

 

     The journal shows all inventory transactions for the period

     and includes a summary of entries, purchases and sales.

 

       TYPE

     Type indicates the type of transaction - the starting

     inventory balances (Strt), a vendor sale (Sale), the

     purchase of new stock (Pur.) and an adjusting entry (Adj.)

 

       PURCHASE ORDER #

     Purchase Order # refers to the purchase order number of each

     transaction. You will notice that starting and adjusting

     entries have system generated numbers.

 

       CODE/NAME

     The Code and Name fields related to individual inventory

     items.

 

       QUANTITY

     Quantity relates to the type of transaction. Starting

     balances will show the amount of items in stock, Sale and

     purchase transactions will show the quantity bought/sold,

     and adjusting entries reflect the number of items in the

     physical inventory above or below the recorded amount.

 

       UNIT PRICE

     Unit Price refers to the price of one item bought or sold

     and reflects applicable quantity discounts.

 

       COGS

     COGS refers to Cost of Goods Sold, which is the total cost

     of a single unit of product. It applies only to sales

     transactions.

 

       AVERAGE

     The Average is shown anytime the balance is greater than

     zero.takes the total quantity and decides by quantity in

     stock.

 

       STOCK/TOTAL

     Finally, Stock and Total refer to the amount and value of

     inventory after each transaction.


 

 

 

     The two lines at the bottom of the report show a summary of

     journal transactions during the specified period - the

     number of entries in the report, starting balance, dollar

     amount any adjustments made, total purchases and total

     sales.

 

     Remember, if you send the report to the screen you will need

     to use the "Right Cursor Arrow" or "End" key as the output

     is too wide for one screen. There is no problem with sending

     output to the printer.

 

 

       PRINT GENERAL JOURNAL

 

     The Inventory General Journal lists all inventory

     transactions in date order for a specified period of time.

     All information contained in this journal is the same as the

     Inventory Item Journal described above; however, all items

     are listed and totalled together, not by inventory code.

 

 

       ADJUST ENTRY

 

     Adjustments may be required after a physical inventory is

     taken (an actual count of all individual inventory items).

     If the results show the physical inventory is higher or

     lower than the systems count, the difference is recorded in

     an Adjustment Entry.

 

     To record an adjustment you be prompted for the Date and

     Inventory Code fields. Remember to use "F3" and the "Page

     Up/Page Down" keys to search for the code.

 

     Next, you will be asked to specify the applicable Expense

     Account to be debited (you may also use "F3" to search this

     field). The credit will be applied to the Asset account

     already specified for the inventory item. This allows you to

     debit an inventory lost account.

 

     Finally you must provide the quantity lost/gained. If the

     adjustment is due to a loss, enter a positive amount in the

     Quantity Lost field; however, if you have a greater physical

     inventory, enter a negative quantity; ie -125.

 

 


       PAYROLL MENU

 

     The Payroll Menu handles all details regarding employees,

     from personal information to payment to preparing T4 forms.

 

 

       PAY EMPLOYEE

 

     When you select this option, the Employee Transaction screen

     will appear.

 

     The first step in completing a transaction is to identify

     the employee. You do this by entering the "Employee Code" in

     the first available field. If an invalid code is entered,

     you will receive an error message. Entering the code will

     call up all information on the employee which will assist in

     calculating net pay.

 

            - Enter the regular and overtime hours (if applicable)

              and the system will display the total.

            - Salary will be automatically displayed if applicable.

            - Enter commissions earned during the pay period.

            - Vacation is calculated by the system. If vacation

              pay is not paid in the specified pay period and is

              to be accumulated, you then enter "0" in the field.

              The value will be added to the next pay period and

              will accumulate until it is to be paid.

            - If any advances are to be deducted, the amount

              will be displayed.

            - Canada Pension, Unemployment Insurance and Worker's

              Compensation and income tax deductions are automatically

              calculated on the above information.

            - The next available cheque number should be entered.

            - The Net Salary is calculated and displayed and journal

              entries posted.

 

 

       PRINT JOURNAL

 

     The Employee Journal may be printed to the screen or

     designated printer. You will be prompted for the start and

     end Employee Codes as well as start and end dates. You will

     note this is a large printout and, therefore, the

     information on each transaction appears on two lines. Please

     see "Printing from Menus" for more information on printing.

 

 

       PRINT T4's

 

     Buyers Accounting allows you to print T4's directly from the

     system.  The only information you need to supply is the

     calendar year to be used.  The system processes data for all

     employees of the company during the year and prints directly

     on the T4 forms.

 

     To use this option you must obtain a supply of tractor feed

     forms from Revenue Canada for the current year.


 

 

 

       EMPLOYEE MENU

 

     The Employee Menu controls all information which pertains to

     each employee - personal data, position, type/rate of pay,

     deductions, vacation pay, advances and salary rate/duration.

     Labels and employee lists may be printed out from the menu,

     based on the above information. The lists contain Code,

     Name, Address, Phone Number and SIN. The labels are designed

     for standard tractorfeed labels.

 

       EDIT EMPLOYEE

 

     This option allows you to add, delete or edit employees as

     required. You will be prompted with the New Employee Screen,

     which manages all three functions.

 

     To add a new employee to the system, you enter the new

     "Employee Code" in the first field and complete all other

     fields as prompted. If you are editing or deleting (F10) an

     existing employee, you simply enter the appropriate code and

     all other information will appear. Remember to save by

     pressing "F2" or "Enter".

 

     The information contained in the New Employee screen

     includes the following:

 

            - The code acts as an identifier for each employee.

              A common coding method is to use the first the letters

              of the last name and first initial ie BROJ for Joe Brown.

            - The Name field should include the full proper name of

              the employee as it should appear on the T4.

            - The correct address, and home phone number of the employee

              should be kept up to date

            - The Social Insurance Number (SIN) and birth date are

              required for identification regarding benefits and

              deductions.

            - The employee's job title should be entered

            - The estimated income tax net claim (T1) and the WBC rate

              are required for deductions

            - The employee's rate (%) for vacation pay is required for

              paying this benefit

            - Regular and Overtime Pay rates are required for those

              employees who receive an hourly wage.

            - The Salary Pay and Pay Period fields (space bar for

              options) should be completed when the employee receives

              a predetermined salary.

 

       PRINT EMPLOYEE

 

     The Employee List provides information on each employee

     including Code, name, full address and phone number. You may

     select one, all or a range of employees by specifying the

     relevant Employee Code(s). To choose one vendor for the

     report, type the Code in both the Start Employee and End

     Employee fields. The "F3" search key is not available here.


 

 

 

     When printing to the screen, you will find this report is

     not completely in view; however, the printer will be able to

     capture the complete report (see "Printing from the Menu"

     for more information). To view the right side of the report

     on screen, press the "right cursor arrow" or "end" key.

 

       PRINT LABELS

     When you chose this menu option you will not be prompted for

     a destination, as the output is automatically set for the

     active printer. You will be asked to specify a range of

     employees you require labels for, with the default being the

     complete list. If you only require one label, enter the

     applicable code in both the Start Employee and End Employee

     fields. The "F3" search key is not available here.

 

 


         GENERAL MENU

 

     The General Menu option of the Main Menu refers to the

     General Journal. Selections from the Menu include new

     entries into the journal, printing Accounts and General

     journals. There is also a a third level menu for printing

     financial statements.

 

 

       NEW JOURNAL ENTRIES

 

     All posting to the General Journal is done under this

     option. You enter accounts by the account number or by

     searching with "F3" and the "Page Up/Down" keys.

 

     Each journal entry is input on a separate screen. Once you

     have input a debit entry, the system will enter the

     corresponding credit amount. If more than debit or credit is

     required for the transaction, the credit amount will adjust

     accordingly. You must include a description/explanation on

     the last line of the entry screen to complete the

     transaction. When the entry is complete, press "F2" (or

     "Enter" in the description box) to save and confirm.

 

 

       PRINT ACCOUNT JOURNAL

 

     The Account Journal may be printed to the screen or to a

     designated printer. You will be prompted for the Start and

     End Account Numbers as well as Start and End Dates. The "F3"

     search key is not available here; however "F2" or pressing

     "Enter" in the final input box will accept the information

     and initiate the report. Each account will print on a

     separate page and will show all transactions recorded to

     that account during the specified period.

 

 

       PRINT GENERAL JOURNAL

 

     Procedures for printing the General Journal are similar to

     the Account Journal with one exception - you will only be

     prompted to provide the Start and End Dates, not account

     numbers. The report will show all transactions during the

     specified dates in date order and including debits, credits

     and explanations.

 

 

       STATEMENTS MENU

 

     The Statements Menu maintains the basic accounting reports -

     Trial Balance, Balance Sheet and Income Statement. All

     reports may be printed or displayed on the screen and you

     may specify any time period for each statement. The

     statements CAN NOT be edited.


 

 

 

       PRINT TRIAL BALANCE

 

     The Trial Balance shows all debit and credit account

     balances as at a specified date. The statement shows any

     discrepancies in totals and balances, and allows you to go

     back and make adjustments before running the formal

     statements.

 

     The Trial Balance also displays accounts in number order and

     shows debit and credit balances side by side. Trial Balance

     should always balance unless power failure or starting

     balances are incorrect or do not balance.

 

       PRINT BALANCE SHEET

 

     The Balance Sheet is the formal statement run after the

     Trial Balance has been adjusted and balanced. Debits and

     Credits are separated and categorized (for example, current

     assets, inventory assets and fixed assets).

 

     As stated above, you will only be able to print the report.

     Once you have selected the desired output (screen/printer),

     you will be prompted for two more choices.

 

     First, the system requires an End Date for the accounting

     period. The current date will be displayed and may be edited

     as required.

 

     The Balance Sheet box will also ask you whether you prefer a

     full or compressed statement. The Compressed statement lists

     only the main headings of the Balance Sheet rather than

     showing all sub headings.

 

     The compressed format will usually fit on one page, while

     the full statement will be presented on two pages - one for

     Assets and a second for Liabilities and Equity.

 

       PRINT INCOME STATEMENT

 

     The Income Statement displays revenues, expenses and total

     income/loss for a period of time (month, year).

 

     After selecting the output (screen/printer), you will be

     prompted to give a range of dates (From...To) to determine

     the income period. You will also be asked to choose

     Compressed mode (Y/N).

 

     As with the Balance Sheet above, the Income Statement may be

     printed in compressed form or normal form. The normal form

     will appear on two pages - one for revenue and one for

     expenses. The compressed format shows total amounts without

     breakdowns (for example Total Wages Expenses is shown, while

     on the normal form Wages Expense, CPP Expense, UIC Expense

     and WCB Expense appear).


 

 

 

       SYSTEM MENU

 

     The System Menu covers a wide variety of functions. There

     are two submenus covering account information and a third

     for password and user management. As well, the menu also

     manages your company information and messages to appear on

     invoices.

 

     Each of the six sections of the System Menu are described in

     detail below.

 

 

       ACCOUNT MENU

 

     The Account Menu handles the maintenance and printing of all

     accounts. There are just two options to this menu:

 

       EDIT ACCOUNTS

 

     By selecting this option, you will be taken to the New

     Accounts edit screen. The screen consists of a single two-

     line box with five columns. Account Titles and basic

     information may be added or edited from this box.

 

     A standard set of accounts is included in the program;

     however, you may want to adapt them to suit your company's

     needs. When adding an account, it is important that the

     number is within Buyers Accounting Practises as follows. You

     may use F3 and the Page Up/Down keys to select existing

     account numbers for edit.

 

            Assets         100-199

            Liabilities    200-299

            Owner's Equity 300-399

            Revenue        400-499

            Expenses       500-599

 

     The Type column refers to where the account will appear in

     statements. Buyers Accounting includes all accounts and

     statement headings in the chart of accounts. It is

     important, therefore, that you assign the proper type to

     each account. The basic account types are described as

     follows.

 

       HEADER

     This refers to accounts which head a specific section

     (CURRENT ASSETS, REVENUE). They do not usually contain data.

 

       REGULAR

     These are accounts which appear on all statements

     (compressed or normal) and are not grouped with other

     accounts. An example of a regular account would be Mortgage

     Payable or Owner, Capital.


 

 

 

       LIST

     List accounts generally fall within a like group such as

     Cash, Cheques and Bank Accounts which all refer to cash.

     Lists are always followed by Subtotal accounts.

 

       SUBTOTAL

     As stated under List, Subtotals follow a group of List

     accounts and the Account Names usually contain the word

     "Net" as in Cash: Net. No items are posted to Subtotals;

     however, they are used to create statements.

 

       TOTAL

     Totals act the same as Subtotals, except they calculate all

     accounts under a Header (for example TOTAL CURRENT ASSETS).

 

     The Balance column refers to whether an account normally has

     a Debit Balance or a Credit Balance.

 

     Start indicates the starting balance for the account. After

     entering starting balances it is recommended that you run a

     Trial Balance to ensure the accounts involved balance.

 

       PRINT ACCOUNTS

 

     The Chart of Accounts is printed under this option. The only

     choice you need to make for this option is output

     (screen/printer). The accounts are listed in number order

     with Act#, Name, Type and Balance for each account.

 

 

       CHANGE COMPANY

 

     If you are using Buyers Accounting to manage more than one

     company, you will find this option very useful. Once you

     have set up the companies (see Edit Company below for more

     information), you can toggle between them by inserting the

     appropriate code in the Change Company edit box. This will

     update the information on the main screen if the Company

     Code is correct.

 

       COMPANY EDIT

 

     This option allows you to edit your company information or

     that of any other companies whose accounts are in the

     system. The information includes Name, Address, Phone, GST &

     PST Numbers and Payroll# for the company. You can only edit

     the company which is current. To edit another company, you

     must first go to Change Company and insert the new Company

     Code.

 

     Please note that this only refers to companies which you are

     maintaining accounts for. This section does not relate to

     companies listed under Customers or Vendors.


 

 

 

       EDIT CUSTOMER MESSAGE

 

     This option allows you to add a two line message to Customer

     Invoices. The message will appear on all invoices printed

     until the message box is edited or blanked. Care should be

     taken when inserting a message for a single invoice - you

     should remove it immediately so it does not appear

     accidently an a new invoice.

 

 

       ACCOUNT INTERFACE MENU

 

     The Account Interface Menu leads to four options which allow

     you to link the appropriate accounts required for specific

     transactions. These interfaces are set up for you when you

     receive Buyers Accounting; however, if you make changes to

     your Chart of Accounts, you may need to adjust the

     interfaces as well.

 

     If the Account Numbers for these entries are no longer

     correct, you may use the Page Up/Down keys to locate the

     correct account(s) or enter the Account Number by hand.

 

       GENERAL JOURNAL

 

     This interface contains three pieces of information:

            - The Last Date an entry was made to the General

              Journal.

            - An entry for the Retained Earnings account name

              and number.

            - An entry for the Current Earnings account name

              and number.

 

       VENDOR PURCHASES

 

     There are seven headings for the Purchase Interface

     accounts. These include Cash, Cheque, Visa Payable, MC

     Payable, Accounts Payable, GST Receivable and PST

     Receivable. When you complete a Purchase Order and Vendor

     Payment, the information is automatically posted to these

     accounts.

 

       CUSTOMER SALES

 

     As with the Purchase Interface above, the Sales Interface

     links all accounts related to the sale of items to a

     customer (Invoice and Customer Payment).

 

     The accounts are divided into three groups. The first group

     is made up of the Cash, Cheque, Accounts Receivable, GST

     Payable and PST Payable. The other two groups refer to sales

     charged to Visa and MasterCard (MC). Each set consists of an

     expense account, a receivable account and a charge rate (%).


 

 

 

       EMPLOYEE PAYROLL

 

     The Employee Interface consists of all accounts required to

     process a payroll transaction. This includes Cash, Advance

     Receivable, Vacation Receivable, CPP Payable, UIC Payable,

     WCB Payable, Income Tax Payable, Wages Expense, CPP Expense,

     UIC Expense and WCB Expense.

 

 

       ADMINISTRATION MENU

 

     The Administration Sub-Menu handles logon and user data,

     posting balances (fourth level menu) and Cut-off information.

 

       EDIT USER IDENTIFICATION

 

     This section allows you to set up new users with ID and

     Password and also control what parts of the system the user

     may access.

 

     The Date Entries option has a pop-down menu ("Spacebar")

     with the choices available. If a user is restricted to the

     Current Date privileges they will only be able to access and

     work with information on the current date. Other choices

     include Current Month, Back Date and Post Date. At least one

     person should have administration access.

 

     The system also lets you decide whether the individual user

     may have access to the Sales, Purchases, Payroll, General

     and Administration Menus. For example if the user does not

     have access to the Administration Menu, they will not be

     able to access this section.

 

       USER LOG ON

 

     This allows a user to log on to Buyers Accounting without

     exiting the program. This may be necessary when a higher

     access is required for a specific task, or if someone with a

     different access is taking over the computer.

 

       POST BALANCES MENU

 

     This is the only fourth level menu in the system. The Post

     Balances Menu has five options.

 

          - Post Account Balances    Posts by Account Number

          - Post Employee Balances   Posts by Employee Code

          - Post Inventory Balances  Posts by Inventory Code

          - Post Customer Balances   Posts by Customer Code

          - Post Vendor Balances     Posts by Vendor Code

 

     Posting under this menu should only be required after a

     power failure. Automatic Posting is described under Date

     Options of the Options Menu. Also, if automatic posting is

     turned off, posting will occur when any of the financial

     statements or journals are selected.


 

 

 

       COMPANY CUT-OFF

 

     This option allows for the normal month-end or year-end cut-

     off to complete an accounting cycle. The two pieces of

     information required for Cut-Off are a new Company Code to

     store the information for the next period and the date the

     Cut-Off occurs.

 

     To assist in creating Company Codes, you may want to end

     each code with the year/month. For Example, the Code for ABC

     Company would become ABCCO91, with the next code being

     ABCCO92. The date should be the LAST date of the period as

     in December 31, 1991.

 

 


         OPTIONS MENU

 

     The final menu in Buyers Accounting contains two options.

     These control four functions which assist in the overall

     running of the system. They are described in detail below.

 

       DATE OPTIONS

     There are three options listed in this screen.

 

       USE DATE

     This option contains a pop-up menu, activated by the

     "spacebar", which contains three items - No Date, Last Date

     and Current Date. These refer to the status of the date

     fields in areas such as Vendor Purchases/Payment, Customer

     Sales/Payment, Pay Employees and General Journal. No Date

     will leave the field blank, Last Date will insert the last

     date items were posted and Current Date will use always use

     the current day's date. Dates may be edited on screen;

     however, you may receive warnings or error messages.

 

       CREDIT TERMS

     This option sets the criteria for arrears on Accounts

     Receivable for Customer Sales. The standard terms are 30, 60

     and 90 days; however, these may be altered in this section

     and will be corrected throughout the system.

 

       POST JOURNAL ACCOUNTS

     If this toggle is switched to Yes, accounts will be

     automatically posted as you work in the system. This can

     slow processing time and may become annoying. This option

     allows you turn the posting off or on as required. If

     posting does not occur automatically, it will happen when

     you select a journal or financial statement. Also, you may

     manually post to all sections of the system by choosing the

     Posting Balances Menu described above.

 

 

       Printer Setup

 

     There are three options listed for printers attached to the

     system. Each selection has a Pop-Up Menu (use "Spacebar" to

     access) containing the options No Printer, IBM Graphics and

     HP Laserjet IIP. If your printer will not work under one of

     these options, please contact BEIER SOFTWARE DEVELOPMENT.