S Y ST E M
System Overview
The System menu options provide selections for:
|
System 1-1 |
SELECT COMPANY
Selecting the set of ProBooks to work on
If you have more than one set of books set up, select the set of books to work on by selecting [Select Company] from the System menu.
To set up a new set of books select [Setup System] from the System menu,
then [Companies/Clients] from the System Setup & Utilities menu.
To select the set of books you want to work on, from the list use the arrow keys to highlight a company name and press [Enter]. Or double-click on the desired item in the list.
If Access Control has been activated for the selected set of books you will be asked for a User Name and Password.
|
1-2 System |
Logging In
If the correct password is entered, ProBooks will locate the selected set of books and load settings from the company setup file for the selected company.
If you don’t enter a valid password you will be returned to the set of books you were working on.
Access Control
Access Control, User Names and Passwords are setup by the system administrator. For information on access control refer to the the ProBooks Setup & Administration guide.
SELECT DIVISION
What are Divisions?
Each set of ProBooks can have ten optional unique divisions.
If you have more than one active division you can select the division to work on. Each division can have a different name, accounts and form numbers which will appear by default when that division is selected. When you select a division, ProBooks will load settings from the company setup file for this division.
To select the default division select [Select Division] from the System menu. Select the desired division from the list by highlighting the desired division using the arrow keys and pressing [Enter], or double-clicking on an item with the mouse.
Setting up Divisions
There are two steps to setting up divisions within a set of books:
SETUP COMPANY
Setting up your Company
Division 0
There are ten cards for each Company. If you don’t use ProBooks’ multiple divisions capabilities, you only need to be concerned with Division 0.
|
System 1-3 |
If you use ProBooks multiple divisions capability, some of the setup fields for each division can be different.
To access the cards for divisions 1-9 press the up or down arrow keys, or click on the up or down arrow keys on the control panel with your mouse.
What are Divisions?
Each set of ProBooks can have ten unique divisions. You can run financial statements and reports for a single division or consolidated reports combining all divisions. When you run consolidated reports, ProBooks will use the information in the company setup card for division 0 to control formatting of the reports.
If you have more than one active division you can select the division to work on. Each division can have a different name, accounts and form numbers which will appear by default when that division is selected. When you select a division, ProBooks will load settings from the company setup file for this division.
To select the default division select [Select Division] from the System menu. Select the desired division from the list by highlighting the division using the arrow keys and pressing [Enter], or double-clicking on the division with the mouse.
Setting up Divisions
There are two steps to setting up divisions within a set of books:
|
1-4 System |
Company Setup Screen 1
Field Definitions
Company Name
Company Name will appear on reports and main menus.
Dialout Prefix
The dialout prefix is used by the Dialer which is available in your Customer, Vendor and Employee cards. If you need to dial 9 or another number to get an outside line, enter this number here.
LD Dial Prefix
The LD dial prefix is used by the Dialer which is available in your Customer, Vendor and Employee cards. Enter the long distance dialing prefix you use before the area code and phone number when dialing long distance.
Periods per year
Select 1, 4, 12, or 13 periods per fiscal year.
Current Period
The current fiscal period.
Next Close Date
The last day in the current fiscal period.
Job Costing
If Std (standard) is selected, when you enter job numbers, only a job number will be requested.
If Ext (extended) is selected, when you enter job numbers, after selecting a job, you will also select an item from the list of phases, subphases and items you have set up for the job.
|
System 1-5 |
Restock %
The Return Authorization system allows you to apply a restocking charge to each item returned. This is a percentage of the original sale price and can be modified or waived for each item returned.
Fin. Charges
Fin. Charge %
Finance charges can be charged to customers whose invoices are overdue. This is the default percentage to be used when calculating Finance charges. 1-1/2% is entered as 1.5.
Min. Fin. Charge
The minimum finance charge amount. The amount will be used if the amount computed using the finance charge rate is less than the specified amount.
Cash Flow
Five 2-character fields are the percentages you estimate that you will likely receive from your receivables during the coming weeks, depending upon the age of the receivables..
The first is for your current receivables, the second for 1-30 days overdue, the third for 30-60, the fourth for 60-90, and the fifth for over 90. From your experience, you may know that you will receive 95% of your current receivables. In that case enter 95 in the first ‘box’.
You may only collect 80% of everything 1-30 days overdue, so enter 80 in the second box, etc. These percentages are used to calculate the amounts you are likely to receive during the next 30 days at the bottom of the Receivables Aging Report.
Message Delay
Informational messages provide useful confirmation that the intended action is being performed.
The message delay timer controls how long informational messages are displayed on the screen.
‘Invoice ... Saved’
... is an example of an informational message that is displayed when you [Save] an invoice.
If the message delay timer is set to 1, the message will remain on the screen for one second. If the message delay time is set to 0, the message will not appear.
Mouse Delay
The mouse delay timer controls how long ProBooks waits for a ‘double-click’ before resetting the mouse timer.
If the mouse delay timer is set to one, ProBooks will consider another mouse click within one second after the first mouse-click a ‘double-click’.
List Delay
The list delay timer controls how long ProBooks waits for a keystroke before resetting the search string.
When a lookup list is displayed and you press a key, ProBooks looks for the first entry in the lookup list that starts with that key.
If you press another key before the lookup list timer expires, ProBooks will add the key pressed to the original key and search for records that start with a combination of the two keys.
If the lookup list timer expires before you press another key, ProBooks will reset the search string, and search for a record that starts with the last key pressed.
|
1-6 System |
Confirm Entry
If confirm entry is [True], you must press [Enter] when you’ve filled an entry field before the program proceeds.
If confirm entry is [False], when you have filled an entry field, the program proceeds automatically.
Prompt for Backup
If Prompt Backup is [True], a backup reminder will be displayed every time you Change Companies or Exit ProBooks.
Tax In State Shipping
If Tax in State Shipping is [True], ProBooks will calculate sales tax on shipping to in state addresses when the invoice is to a taxable customer.
Tax Out of State Shipping
If Tax Out of State Shipping is [True], ProBooks will calculate sales tax out of state shipping when the invoice is to a taxable customer.
Allow Hold Invoices
If Allow Hold Invoices is [True], Sales Invoices can be Held. If [False], Sales Invoices must be posted or canceled before the invoicing session is completed.
Allow Hold Purchases
If Allow Hold Purchases is [True], Purchase Invoices can be Held. If [False], Purchase Invoices must be posted or canceled before the invoicing session is completed.
Don’t Auto-flush
NoFlush should always be False. If changed to True, changes stored in memory buffers will be written to disk less frequently, increasing the risk of data loss or corruption due to power outage or computer failure.
Show Status Bar
If Show Status Bar is [True], a status bar will be displayed at the bottom of a ProBooks DOS screen showing the name of the currently selected data file and other information of FoxPro settings.
|
System 1-7 |
Company Setup Screen 2
Account Ranges and Default Accounts
The account numbers in screen 2 are used in the preparation of financial statements and for validation of account numbers during some entry procedures.
If these account numbers do not properly correspond with your chart of accounts, inaccurate financial statements could result.
If you make changes to your chart of accounts, you must also make corresponding
changes to these setup accounts.
Beginning Account Number for...
The chart of accounts is designed to begin with account number 1000000 being the first Assets account and account 9999000 reserved for Net Income.
The beginning account numbers for each account category after Assets should be set to correspond with your chart of accounts.
Range of accounts for...
Enter the beginning and ending account numbers for Inventory, Work in Progress,
and Fixed Assets.
|
1-8 System |
Default Account for...
Ret_earn
The Retained Current Earnings account.
Current Earnings
The Current Earnings account.
Current Earnings MUST be the LAST working account (type 2) in the Capital/Owners
Equity Group for Financial statements to be calculated correctly.
Accounts Payable
The default purchase discounts taken account. You may keep separate accounts for discounts allowed and discounts taken. Some companies use the same account number for both.
Vendor Discount
The default discounts taken from vendors account.
Cash
The default cash account for check writing, sales and invoicing and cash receipts.
Accounts Receivable
The default Accounts Receivable Account.
Customer Discount
The default discounts allowed to customers account.
Sales
The default Sales account.
Each inventory item can have a default sales account number assigned. When a new item is added, this will be the default sales account number, unless you change it.
Shipping
The default sales invoice shipping account.
Sales Tax
The default state sales tax account.
Inventory
The default Inventory account.
Each inventory item can have a default inventory account number assigned. When a new item is added this will be the default inventory account number, unless you change it.
Cost of Goods
The default Cost of Goods Sold account.
Each inventory item can have a default inventory account number assigned. When a new item is added this will be the default cost account number, unless you change it.
|
System 1-9 |
Payroll Setup & Default Accounts
Payroll Setup...
ID and Account numbers for payroll accounts can also be entered in the
Payroll Tables.
If account and ID numbers are entered in the payroll tables,
the account and ID numbers in the payroll tables will override account
numbers in the payroll setup screens.
Federal ID
Your Federal Employer Identification Number.
State ID
Your State Employer Identification Number.
FICA Base
The upper limit on wages from which Social Security (FICA) taxes are to be deducted.
The percentage of FICA taxable earnings paid by the employee.
|
1-10 System |
Company Rate
The percentage of FICA taxable earnings paid by the employer.
The upper limit on wages from which the medicare tax is deducted.
Employee Rate
The percentage of Medicare taxable earnings paid by the employee.
Company Rate
The percentage of Medicare taxable earnings paid by the employer.
This is the credit which the Federal government allows against state unemployment taxes paid for FUTA tax, reported on form 940. Normally this is the same percentage as your state unemployment rate.
Overtime Factor
The default rate used to calculate overtime pay for employees. Time and one half would be entered as 1.5
Payroll Accounts...
The default general ledger account numbers to be used when posting payroll transactions.
NetPayroll
The default cash account for payroll.
Salaries & Wages
The default account number for employee salaries and wages.
Fica Expense
The expense account for company paid FICA insurance.
Medicare Expense
The expense account for company paid medicare insurance.
Healthcare Expense
The expense account for company paid healthcare insurance.
Futa Expense
The expense account for company paid FUTA (federal unemployment) insurance.
SDI Expense
The expense account for company paid SDI (state disability) insurance.
SUT Expense
The expense account for company paid SUT (state unemployment) insurance.
Union Expense
The expense account for company paid Union expenses.
Employee Expenses
The expense account for employee expense account expenses.
Employee Allowances
The expense account for company paid employee allowances.
Dependent Care Expense
The expense account for company paid employee dependent care expense.
|
System 1-11 |
Deferred Compensation Plan 1 Expense
The expense account for company paid deferred compensation plan 1 (401k, 123c plans, etc.) expenses.
Deferred Compensation Plan 2 Expense
The expense account for company paid deferred compensation plan 2 (401k, 123c plans, etc.) expenses.
Company Setup Screen 4
Payroll Liability & Deduction Accounts
Payroll Liabilities Accounts...
Accrued Payroll
The default accrued payroll account.
FICA
The default account for FICA withholding liability.
Medicare
The default account for Medicare withholding liability.
Healthcare
The default account for Healthcare withholding liability.
|
1-12 System |
Adv EIC Credit
The default account for Advanced EIC Credit payments.
FIT Withholding
The default account for Federal Income Tax withholding liability.
SIT Withholding
The default account for State Income Tax withholding liability.
LIT Withholding
The default account for Local Income Tax withholding liability.
Insurance
The default account for the payroll insurance deduction field.
Garnish
The default account for garnishment deductions.
DC Plan1
The default account for Deferred Compensation Plan1 (401k, 123c, etc.) deductions.
DC Plan2
The default account for Deferred Compensation Plan2 (401k, 123c, etc.) deductions.
Sick Plan
The default account for Sickness Plan deductions.
Union Dues
The default account for Union Dues deductions.
M1
The default account for the payroll Misc1 deduction field.
M2
The default account for the payroll Misc2 deduction field.
M3
The default account for the payroll Misc3 deduction field.
M4
The default account for the payroll Misc4 deduction field.
M5
The default account for the payroll Misc5 deduction field.
M6
The default account for the payroll Misc6 deduction field.
Advance
The default account number for employee advances.
Miscellaneous Deduction Names...
These names will appear on checks and payroll reports, and in some screens instead of Misc1, Misc2, etc. if these optional fields are filled in.
Misc1
The optional name for the Misc1 account.
Misc2
The optional name for the Misc2 account.
|
System 1-13 |
Misc3
The optional name for the Misc3 account.
Misc4
The optional name for the Misc4 account.
Misc5
The optional name for the Misc5 account.
Misc6
The optional name for the Misc6 account.
Forms & Numbers
Next Form Number for...
Sales Quote
The next Sales Quote number.
Sales Order
The next Sales Order number.
Sales Invoice
The next Sales Invoice number.
BOM
The next Bill of Materials (BOM) number.
FinChg
The next Finance Charge invoice number.
|
1-14 System |
RMA
The next RMA (Sales Return) number.
Purchase Order
The next Purchase Order number.
Purchase Quote
The next Purchase Quote number.
Inventory Receipt
Then next Inventory Receipt number.
Standard Forms - Preprinted or Plain Paper
To print using the Standard Forms, leave the Modifiable Form Name fields
(described in the next section) blank.
These settings do not apply if you
are using the Modifiable Forms option.
PrePrinted [T]rue or Plain Paper [F]alse
Invoice
If using the standard invoice form preprinted with your name and address enter [T]rue, otherwise enter [F]alse.
Sales Order
If using the standard sales order form preprinted with your name and address enter [T]rue, otherwise enter [F]alse.
Statement
If using the standard statement form preprinted with your name and address enter [T]rue, otherwise enter [F]alse.
P.O.
If using the standard purchase order form preprinted with your name and address enter [T]rue, otherwise enter [F]alse.
Modifiable Forms - Default Names
Modifiable forms make it possible for you to modify your form layout to
print on just about any popular pre-printed form, or simply to print a
customized form on plain paper.
See the Report Writer chapter of your manual
for more information on using the report form designer to customize your
modifiable forms, reports and labels.
|
System 1-15 |
If a user defined form name is specified in these fields, this form will become the default form (instead of the ‘standard’ form).
You can still pick a different form name each time you print, so ...
...you can have as many versions as you like of any form!
Quote Form
Used when printing Quotes.
Order Form
Sales Order form.
Pack List
Packing List printed from Invoicing, Print/Reprint Invoice/Packing List menu.
Picking List Form
Order Entry Picking List.
Invoice Form
Sales Invoice form.
Packing List Form
Packing list printed from Order Entry, Print/Reprint Sales Order/Packing List menu.
P.O. Form
Used when printing P.O.’s.
InvTag Form
Used when printing Inventory price tags/labels.
AP Check
The default form name for payables checks.
PR Check
The default form name for payroll checks.
DO NOT CHANGE FORM NAMES IN THESE FIELDS UNLESS YOU HAVE FIRST FULLY TESTED
THE NEW FORM.
TO TEST NEW FORMS, PRINT USING YOUR MODIFIED FORM IN THE
PROBOOKS MODEL SET OF BOOKS, OR ANOTHER TEST SET OF BOOKS.
For example: an invoice may be printed from several different screens;
|
1-16 System |
IF A FORM HAS NOT BEEN TESTED AND ‘DE-BUGGED’, PROGRAM ERRORS, AND POSSIBLY
CORRUPTED DATA FILES CAN RESULT.
Ordering Checks and Preprinted Forms
All ProBooks forms can be printed on plain paper, but many users will want to print all, or some of their invoices, purchases orders, etc., on preprinted forms.
Standard and User Defined Forms
ProBooks includes options for printing forms on ‘standard’ forms or on ‘user defined’ forms. You cannot make changes to the standard forms. You can modify user defined forms in unlimited ways, and have as many different versions of any form as you want.
Using ProBooks ‘user defined forms’ features, you can set up a user defined form layout that will work with just about any pre-printed form available.
If you prefer, PC Accountant Customer Support can customize a ProBooks form layout to print on your pre-printed forms. Contact PC Accountant Customer Support for details.
The following are preprinted forms designed to work with ProBooks ‘standard’ forms feature.
ProBooks and PC Accountant use the same compatible forms available from Deluxe Business Forms. Form numbers are listed below.
Ordering Checks and Forms
10% off on your first order with Deluxe
Call PC Accountant Customer Support at 800 827 1303 before you order, to learn how you can get a 10% discount on your first check or forms order with Deluxe!
Deluxe Computer Forms
800-328-0304
1275 Red Fox Road
P.O. Box 64046
St. Paul, MN 55164-0046
Tractor Laser
Multi-purpose Check 091013 081013
Invoice 091315 081315
|
System 1-17 |
Sales Order 091307 081307
Customer Statement 091308 081308
Company Setup Screen 6
Financial Statement Comments and Greetings
Financial Statement Comments
Comment line 1 is printed on the line below the financial statement title.
Comment lines 2 and 3 are printed as footer lines on the financial statements.
Comment lines are automatically centered on the page when printed.
Greetings
Greetings are displayed briefly in the ProBooks welcome screen after Good Morning, Good Afternoon, etc.
There are ten different greetings which are displayed randomly for variety. If you prefer you can leave the greetings blank.
|
1-18 System |
BACKUP/RESTORE DATA FILES
BACKUP YOUR PROBOOKS FILES AT LEAST EVERY DAY.
FOR DAILY BACKUPS, USE A ROTATING SET OF AT LEAST FIVE TAPE OR DISK SETS.
ALWAYS BACKUP UP TO FLOPPY DISK(S) BEFORE PERIOD CLOSING AND SAVE THE FLOPPY
DISK(S) OR TAPE WITH YOUR BANK STATEMENTS AND OTHER RECORDS.
ROTATE A SET OF BACKUP DISKS TO AN OFFSITE LOCATION TO PROTECT AGAINST
THEFT OR FIRE.
|
System 1-19 |
While you can back up to a hard drive on your computer , or another hard drive on your network, backups to a hard disk cannot always protect against loss of your data in the case of:
To backup your ProBooks data files select [Back Up/Restore Data] from the System menu.
Backing up your data files
If you are backing up to floppy disks, you will need to have enough formatted floppy disks to hold your data.
You can check the size of your data files by selecting [File Status Check] from the System, Setup & Utilities menu. ProBooks uses PKZIP{tm} to compress files. PKZIP will compress your ProBooks data files by about 10 to 1, so you can get about 14 megabytes (14,000,000 bytes) as reported by DOS or Windows, on a single 1.44 megabyte 3-1/2 removable diskette.
Backups will consist of two files, both beginning with the same prefix, the company/client code for your ProBooks set of books.. One file will have the extension .ZIP and one file will have the extension .DBF The .ZIP file will contain the compressed data files from the data directory. The .DBF will contain information on the client code, backup date, etc.
Backup Type
Select Books to backup your company data. Select System Files and Reports to backup your ProBooks system data and report form files.
Company
The company name for the active set of books will be displayed by default. You can select another set of books to back up by selecting [Company] and selecting a different company/client from the list.
Last Backup
The date the last backup for this set of books was made from within ProBooks will be displayed.
Source
The drive and directory for the selected set of books will appear by default in the Source field.
Target
Select [Target] and select the drive you want to backup to. If you’re backing up to a hard drive you must also select the name of the directory to backup to.
Date and number your backup disk(s) and keep them in a safe place. Rotate a set of backup disk(s) offsite periodically to protect against fire or theft.
Restoring from a backup
Backup Type
Select Books to restore your company data. Select System Files and Reports to restore your ProBooks system data and report form files.
Backup System and Reports files periodically, for example at the end of
each period, or whenever you have made changes to any of these files.
|
1-20 System |
Company
The company name for the active set of books will be displayed by default. You can select another set of books to restore by selecting [Company] and selecting a different company/client from the list.
Last Backup
The date of the last backup for this set of books was made from within ProBooks will be displayed.
Source
The drive and directory of your most current backup up for this set of books will appear by default in the Source field.
Target
The drive and directory from which you last backed up the selected set of books will be displayed by default.
Date and number your backup disk(s) and keep them in a safe place. Rotate
a set of backup disk(s) offsite periodically to protect against fire or
theft.
PERIOD CLOSING
Period Closing is run at the end of each fiscal period.
During period closing some of the processes that occur are:
|
System 1-21 |
When the number of accounting periods per fiscal year equals the current period, Period Closing will become Year-end Closing.
During year-end closing some additional processing occurs, including:
Preparing for Period Closing
Before You Close A Period
Each period you should run various reports, reconcile accounts, backup your data for the period and run Period Closing to close your fiscal period.
ProBooks allows you to enter transactions for the ‘next’ period before the current period is closed, so it’s not necessary to close the current period any time before the last day of the ‘next’ period. But it’s recommended to close the current period as soon as possible after the current period closing date.
ProBooks also allows you to post transactions to prior periods in the current fiscal year. You might also choose to close the fiscal period at the end of the fiscal period and post adjustments to the prior period.
Prior to period closing various procedures need to be performed. The procedures you do may vary depending upon how you are using ProBooks.
Among these are reconciling your bank accounts, reconciling receivables, payables, inventory, and other registers with the general ledger, and preparing customer statements.
CLOSING THE FISCAL PERIOD
Discrepancies Report
Run a discrepancies report to check for discrepancies in the general ledger. It is recommended that general ledger discrepancies be corrected before closing each period.
You can run the discrepancies report by selecting [Period Closing] from the System menu, or by selecting [Discrepancies Report] from the Ledger, Setup & Utilities menu.
|
1-22 System |
Running End of Period Reports
Additional Reports
Most of these reports can be run at any time, but it’s a good idea to print reports for the current period at the end of each period.
Sales Register
Purchases Register
Inventory Transactions Register
Job Status
Report
Sales Analysis Reports
Reconciling Accounts
Reconciling Bank Accounts
Reconcile your bank accounts with your bank statements. For details on reconciling bank accounts please refer to the topic Bank Account Reconciliation in the Ledger chapter of your manual.
Reconciling General Ledger with subsidiary ledgers
Run the End of Periods report option, and also run the following reports every month BEFORE closing:
Summary Trial Balance
Detail Trial Balance
Income Statement
Balance Sheet
Accounts Receivable Aging
Check the balance against the total shown in the Trial Balance and make corrections if necessary.
Accounts Payable Aging
Check the balance against the total shown in the Trial Balance and make corrections if necessary.
Inventory Active Items Report
Check the balance against the total shown in the Trial Balance and make corrections if necessary.
Preparing Customer Statements and Collection Letters
Before running period closing you should run Customer Statements and Collection Letters. Current period receivables cash receipts are cleared to the cash receipts history file during period closing. If you run statements before period closing, current period payments will appear on your customers statements.
|
System 1-23 |
Preparing Finance Charge Invoices
If you have not yet run Finance Charge invoices for the current period, run Finance Charges before running Period Closing.
Preparing AutoBilling Invoices
If you have not yet run Auto-Billing invoices for the current period you’ll want to run them now.
Backup
Select [Backup/Restore Data] from the System menu to backup your data files before closing.
Backup up your ProBooks data files BEFORE closing each period. Save the
backup disks or tape with your permanent records.
If you’ve made any corrections or adjustments during your end of period
reconciliation process, don’t forget to make a new backup and print adjusted
reports before proceeding with Period Closing.
|
1-24 System |
What Happens During Period Closing
Period Closing
Year End Closing
In addition, if it is a Year End Closing...
|
System 1-25 |
DEFAULT DATE
The default system date is the date that will appear by default when you enter transactions.
When you start ProBooks the default system date will be the date on your computers system clock.
If you will be entering transactions for a different date select [Default Date] and select the appropriate date from the calendar.
To select a date press [Tab] until the desired date is highlighted, then press [Enter]. Then select [Done], or double click on a date with the mouse.
|
1-26 System |
Default Date
The default posting date. This date will be displayed as the default date when entering transactions and posting.
Program Path
The drive and directory the ProBooks program files are installed on.
Data Path
The drive and directory for the active ‘set of books’. The ‘books’ consist of a set of .DBF, FPT (data) and .CDX (index) files.
User Path
The drive and directory where this workstation’s FoxPro temporary files are located. This directory is setup by selecting [Setup Workstation] from the System, Workstation Setup menu.
This is also the drive and directory where user temporary files are written. If printing is re-directed to PCA.LOG (when [Print/Display] is selected) this file (PCA.LOG) will be created in the user directory.
Resource File
The resource file is a file named FOXUSER.DBF/FPT located in the User directory. The resource file stores settings unique to each workstation for:
|
System 1-27 |
Network ID
Information from your computer and network operating system used to identify your workstation on the network.
Processor
Your computer’s processor type. Note: most Pentium(tm) computers will show 80486.
Total Memory
Total memory available to FoxPro. If FoxPro(X) for DOS or FoxPro for Windows is running this will include extended memory.
Available Memory
Total memory available to run DOS or external programs from within ProBooks.
Video Adapter
The video display adapter type reported by your computer.
Color Set
The colorset in effect.
Printer
The DOS Printers number of the selected default DOS printer.
Port
The port for the selected printer. Port can be a printer port, serial port, filename, or network queue name.
Status
The status (READY/OFFLINE) of the selected printer.
Driver App
The program FoxPro DOS uses to generate DOS printer drivers.
Driver
The DOS printer driver program in use.
Setup
The DOS printer setup (if any) for the selected printer.
The version of ProBooks in use.
FoxPro Version
The version of FoxPro or the FoxPro Support Library in use.
Program Date
Select [Program Date] to display the dates of ProBooks program and related files.
License
Information on your ProBooks license.
When you first install ProBooks, or if you update or change your license (for example to add additional users) you will be asked to enter you license number and company name.
The number of users you are licensed for will also be displayed.
This information may be required when requesting Customer Support.
|
1-28 System |
REPORT WRITER
The Report Writer is covered in a separate Report Writer chapter of this manual.
DATA COMMANDS
You can run most FoxPro/Xbase commands from the Data Commands prompt. Some
Visual FoxPro commands are not available in the ‘runtime’ version of Visual
FoxPro which comes with ProBooks. These include:
COMPILE
CREATE/MODIFY SCREEN
CREATE?MODIFY
QUERY
CREATE/MODIFY MENU
BUILD APPLICATION
To use these FoxPro features requires Visual FoxPro. ProBooks uses Visual FoxPro version 6.0 or higher.
|
System 1-29 |
SYSTEM REPORTS
File Structure List
The File Structure list is a complete structure listing of the data files used by ProBooks. It’s useful to print the Structure list for use in creating or modifying reports using ProBooks’s report writer. The structure of a data file includes the fields, their type and size, and the amount of disk space used per record.
|
1-30 System |
System Bulletin
.
The System Bulletin is displayed each time ProBooks is started. The system bulletin is a text file named BULLETIN.TXT located in the ProBooks system directory. If you ‘deactivate’ the system bulletin, this file is deleted.
|
System 1-31 |
Company Bulletin
The Company Bulletin is displayed each time a particular Company/Client is activated. The company bulletin is a text file named BULLETIN.TXT located in the data directory for the selected company. If you ‘deactivate’ the company bulletin, this file is deleted.
|
1-32 System |
File Status Check
The file status list displays a listing of your data files showing the size, number of records, and date last updated.
File status list can be used when a ‘not a database file’ error is encountered to determine which file(s) are damaged. If there are corrupted data files, the Program Error window will display as the file is listed.
Make a notation of the complete name of the file. Use a .DBF file repair utility to try to repair the file. If that’s not possible it will be necessary to restore the file from a backup.
|
System 1-33 |
SETUP SYSTEM
|
1-34 System |
COMPANIES/CLIENTS
Using the ProBooks Model
Keep the ProBooks Model to use for training and testing purposes, and to use when you’re not quite sure about how something is going to work.
You can try something out on the ProBooks model without worrying about messing up your working files. You can reload the ProBooks model from the ProBooks program diskettes using INSTALL if you need to.
Setting up different Sets of Books
ProBooks allows you to keep any number of company/client sets of books.
The Companies/Clients file stores basic information on each set of books in your ProBooks system... Company name, company code, and location of this companies ‘books’ or data files.
When you add a new set of books to your system you’ll enter the company name and location for the new set of books in a company/client card.
If you change the location of a set of books on your computer or network,
you will need to enter these changes in the company/client card so that
ProBooks will know where to locate the set of books.
|
System 1-35 |
Printing a list of ProBooks Companies/Clients
Select [Rep] to print a list of the sets of books in your ProBooks Companies/Clients file. The list shows all companies/clients, company/client code, and drive and the unique directory where each set of books is located.
Adding A New Set of Books
Company Code
An eight character (or less) code name for your company, usually the same as the directory the company files will be kept in.
Select as default company
If this box is checked, this company will be the default company active upon startup of ProBooks.
Company Name
The name of the company you are adding.
Drive:\Directory
The drive and directory where the new set of books will be located. The default directory name will be the same company code.
While you can set up books in sub directories of your ProBooks system directory...
Each set of books must be kept in a unique directory.
It is recommended
you keep your ProBooks company/client data files in a DIFFERENT directory
on your hard drive, NOT in a subdirectory of the ProBooks system directory.
ProBooks company/client data files (‘set of books’) do not have to be on
the same hard drive as the ProBooks system directory.
If the directory you specify does not exist, it will be created automatically.
Create a New Set of Books for this Company
Select [Create a New Set of Books for this Company] when you’re ready to proceed.
Use this company as the Model
When you add a new set of books, an existing company is used as the model. The new set of books will initially have the same chart of accounts as the selected model, and the same default account numbers in the Company Setup file.
|
1-36 System |
Select [Model] and then select the company to use as the model from the list of companies/clients.
Create a New Set of Books for this Company
When you’ve selected a model and you’re ready to proceed, select [Create a New Set of Books for this Company].
A new set of books (data files) will be created and indexed in the selected directory.
Deleting a Set of Books
Remove the Books for this Company
Always back up to floppy disk before deleting a set of books.
Select [Remove the Books for this Company] to delete a set of books (all of the .DBF, .FPT and .CDX files in the data directory for this set of books) from the hard drive.
If you select [Yes], all files for the selected client will be deleted from your drive.
|
System 1-37 |
Sales Taxes
The Sales Tax cards store sales tax codes and rates.
You can have as many different codes as necessary for each state. Each
tax code may have three separate components of the combined sales tax rate;
State, County and Local. Some states may not use all of the components.
In these cases use only those that are needed.
For example: Washington,
Code 1716 is set up as follows:
State Code Statetax Countytax LocalTax
WA 1716 0.065 0.000 0.017
The combined total of these rates is 0.082 or
8.2%
Once you’ve set up tax codes and the related rates, enter the proper tax
code for each customer in the TaxCode field in the Customer file. This
tax code and it’s related rate(s) will be the defaults when you enter an
invoice for any customer. You’ll have the option of overriding the default
tax code when filling in the Invoice Header.
A Sales Tax Report can be
produced which will give you totals of Sales Tax collected by State and
code, broken down by State, County and Local portions as well as Total
Sale, Taxable, and Total Tax collected for each code.
|
1-38 System |
The State Sales Tax report is found in the Sales, Sales Reports menu.
Using Card Files
You can find a more detailed description of how ProBooks Card Files work, and the various features available in all card files, in the Using ProBooks chapter of your manual.
Lookup mode and Edit Mode
Card files have two modes, lookup mode and edit mode.
When the first sales tax card is displayed you will initially be in lookup mode.
When you want to add a new card or change an existing card, activate Add or Edit mode by select [Add], [Edit], or clicking on one of the fields in the card screen.
Finding the card you want
Think of your ProBooks card files as rotating card files.
UpArrow/DownArrow
You can flip through the cards by using the [UpArrow]/[DownArrow] keys on your keyboard, or selecting one of the arrow buttons on the control panel, much like turning the wheel on a rotating card file.
You can also lookup up a particular Sales Tax card in several other ways:
Lookup Buttons
Select [TaxCode] to lookup a Tax Code from the lookup list.
Home/End
You quickly skip to the first or last card by pressing [Home] or [End] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down until the first or last record is found.
PgUp/PgDn
You can skip through several cards at a time by pressing [PgUp] or [PgDn] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down.
Find
Select [Find] to locate Sales Tax cards on additional fields in the Sales Tax Code record.
Filter
Select [=Filter] to select a Sales Tax card using an expression or search string.
Adding New Sales Tax cards
Select [Add] to create a blank Sales Tax card to add a new Sales Tax card.
|
System 1-39 |
Changing Tax Card Information
Select [E]dit or click on one of the fields in the card screen to activate Edit mode.
When you’re in edit mode pressing [Tab]/[Shift]+[Tab] will move the cursor through the various fields and buttons in the card screen.
Enter the appropriate changes in the desired field or fields.
To save the changes you’ve made, and return to lookup mode select [Edit] again, or press [PgDn] or [Ctrl]+[W]. To cancel the changes, press [Esc] or [PgDn] and answer no to ‘save changes’ prompt.
Deleting a Sales Tax Card
Select [Delete] to delete a Sales Tax card.
When you confirm deletion of the card, the card will still appear but ‘Deleted’ will appear at the bottom of the control panel.
Cards are removed from the file when the file is ‘Packed’, after you have selected [Done].
FIELD DESCRIPTIONS
State
The State for this tax code.
Code
The tax code within this state.
Statetax
The state component of the combined tax rate.
Countytax
The county component of the combined tax rate.
LocalTax
The local component of the combined tax rate.
|
1-40 System |
Payment Terms
The Add/Change Terms option, when selected, will display the following screen:
Field Definitions
Code
This is the number to be used to select these terms from within Sales or Purchases. The terms code can also be placed in each Customer or Vendor record as defaults.
Terms
The description of the terms to be applied for this code, used to indicate payment terms such as; cash, COD, pre-payment, etc.
Discount
Enter the percentage discount to be applied to purchases in this field. All numbers should be entered as whole numbers (i.e., 1 1/2% =1.5, 1 3/4% = 1.75, 2% =2, Etc.).
Disc. Days
This is used to establish a time period in which discounts may be applied for early payment.
From
If this field is left blank the discount days will be calculated from the invoice date.
If you enter ‘P’ (for Prox), the discount days will be calculated from the beginning of the next calendar month following the invoice date.
|
System 1-41 |
Net Days
This field is used to establish payment terms based on net number of days from purchase (i.e., Net 10).
From
If this field is left blank the net days will be calculated from the invoice date.
If you enter ‘P’ (for Prox), the net days will be calculated from the beginning of the next calendar month following the invoice date.
User Defined Index Keys
User defined index keys are an advanced feature that most users will never need to use.
Advanced users can use user defined index keys to speed up special reports or add-on features. User defined index keys can also be added to provide for fast lookups on optional index keys in lookup lists.
Most ProBooks data files are indexed on one or more keys. All indexes are maintained in FoxPro compact-compound index files (.CDX extensions).
Index keys have an index expression and a tag name. In ProBooks, the primary key tag name is usually the same as the file name. Secondary key tag names are usually the same as the key field name.
For example, the customer files (ARCUSTO) primary key is CUSTNO and the tag name is ARCUSTO. The secondary key is COMPANY and the tag name is COMPANY.
Standard keys are contained in the program and are not modifiable.
Additional user defined keys can be maintained by ProBooks by adding them to the User Defined Index Keys file.
When you add User Defined Keys...
User defined index keys can be useful in creating specialized user defined reports. For example, a user defined index key can make it possible for a specialized report to run from 2 to 100 times faster
|
1-42 System |