Table Of Contents

             PR O B O O K S  

Welcome to PC Accountant’s ProBooks

“Read Me Now or Read Me Later “    A-1

Quick Start    A-1

What kind of computer do you need to run ProBooks    A-1

Installation    A-2

For More Detailed Information on Setup and Installation...    A-2

To See How ProBooks Works...    A-2

Using the ProBooks Model    A-2

Setting Up Your Own Set of Books...    A-2

ProBooks Interface Basics    A-3

ProBooks Screens    A-3

Buttons and Hot-Keys    A-3

Using the Right Mouse Button    A-4

ProBooks Menus (System, Ledger, Reports, Utilities, etc.)    A-5

ProBooks Group Menus    A-6

ProBooks Card Files (Customers, Vendors, Items, etc.)    A-7

Lookup Mode and Edit Mode    A-7

Locating the Card You Want    A-8

Memo    A-9

Keeping Notes on Your Customers, Vendors, Items, etc.    A-9

Info    A-10

Using the Info Button    A-10

Contact    A-12

Keeping Track of Contacts or Sending a Message    A-12

Preparing a Quick (or Long) Message to Your Customer    A-13

Report    A-14

Printing the Information in a Card    A-14

Copying a Card    A-15

Deleting a Card    A-16

ProBooks Lookup Lists (Customers, Vendors, Items, etc.)    A-17

Finding Something in a List    A-17

Using the Keypad    A-19

Selecting the Index Key or Sort Order    A-19

Using Filters    A-21

Looking For Something    A-22

Selecting From the Filters List    A-23

Using the Expression Builder    A-24

Controlling the Size and Position of Lookup Lists    A-25

ProBooks Entry Forms (Invoice, Order, etc.).    A-26

Invoice Header         A-27

Invoice Item    A-28

Invoice Detail    A-28

ProBooks Reports & Forms    A-29

ProBooks Customizable Reporting    A-30

User Defined Reports and Forms    A-30

ProBooks Reports & Forms Customization    A-31

ProBooks Report Form Designer    A-32

ProBooks Help    A-33

Using ProBooks Help and Accessories    A-33

C alculator        A-34

Using the calculator while working in a Form or Card    A-34

Calendar    A-35

Using the Calendar While Working in a Form or Card    A-36

Macros    A-36

Help Notepad         A-38

Adding Notes to a Help Topic    A-38

Whatsnew        A-39

Using ProBooks Windows    A-39

Formatting Lookup List and Browse Windows    A-40

Edit Preferences    A-42

Formatting Editor and Display/Log Windows    A-42

Printing in ProBooks    A-44

    A-44

Printing a ‘Standard Report’    A-44

Printing a ‘Report Form’ Report    A-45

Comments and Suggestions    A-47

GETTING STARTED

What Do I Do First?    B-1

A Quick Tour    B-1

Adding a New Set of Books    B-5

Setting Up a New Set of Books for Your Company    B-5

Customizing Your Chart of Accounts.    B-7

Setting Up Your Company    B-8

Entering Your Beginning Balances and Existing Records    B-10

    B-10

Before you begin    B-10

What You Need    B-10

Entering Your Beginning General Ledger Balances    B-11

Entering Your Existing Receivables    B-11

Entering Your Existing Payables    B-12

Entering Your Existing Inventory    B-13

Enter Your Existing Fixed Assets    B-13

Entering Your Existing Jobs    B-13

Entering Your Year To Date Payroll    B-13

Ready To Go?    B-14

Don’t Leave Me Here All Alone!    B-14

SETUP & ADMINISTRATION

Overview

What you need to run ProBooks

Operating System, Disk and RAM Memory Requirements    C-1

Installation

Single User Installation    C-2

Updating From Prior Versions    C-2

Running Setup    C-2

Network Installation    C-3

Windows NT/2000/XP    C-4

Windows 95/98/ME    C-4

SETUP WORKSTATION    C-5

Properties for ProBooks Shortcut    C-5

CONFIG.SYS    C-6

Installing Fonts    C-6

Setting up a Windows Printer to print 8-1/2 x 7" Tractor feed Checks    C-8

Running ProBooks    C-10

    C-10

ProBooks Files    C-10

Temporary Files    C-13

Warnings    C-15

Disk Space    C-15

Interrupt Program    C-16

Unexpected Conditions    C-17

Common Unexpected Conditions    C-18

Database is not ordered    C-18

Index Damaged Re-create index    C-19

Index Tag Not Found    C-19

File Not Found    C-19

Index Does Not Match Database File    C-19

Insufficient Memory    C-20

Not a Table    C-20

Not a Database file    C-20

Out of Disk    C-23

Run Command Failed    C-23

Sharing Violation    C-23

Unable to Create Program Workspace    C-24

Variable not found    C-24

Multi-User Network Messages    C-25

Attempting to obtain Exclusive Use of a file    C-25

Attempting to access file locked by another user.    C-26

Attempting to Lock a File    C-27

Attempting to Lock a Record    C-28

Interrupt Program    C-29

Menus    C-31

Setting Up Menus Options    C-32

Access Control

Backing Up Control Files    C-33

Access/Passwords    C-34

Setting Up Users, Passwords, and Access Control    C-35

Users    C-36

Setting Up Users and Passwords    C-36

S Y ST E M

System Overview

SELECT COMPANY    1-2

Selecting the set of ProBooks to work on    1-2

SELECT DIVISION    1-3

SETUP COMPANY    1-4

Setting up your Company    1-4

Company Setup Screen 1    1-6

Company Setup Screen 2    1-9

Account Ranges and Default Accounts    1-9

Company Setup Screen 3    1-12

Payroll Setup & Default Accounts    1-12

Company Setup Screen 4    1-14

Payroll Liability & Deduction Accounts    1-15

Forms & Numbers    1-17

Standard Forms - Preprinted or Plain Paper    1-18

Modifiable Forms - Default Names    1-18

Ordering Checks and Preprinted Forms    1-20

Ordering Checks and Forms    1-21

10% off on your first order with Deluxe    1-21

Company Setup Screen 6    1-22

Financial Statement Comments and Greetings    1-22

BACKUP/RESTORE DATA FILES    1-23

Backing up your data files    1-24

Restoring from a backup    1-25

PERIOD CLOSING    1-26

Preparing for Period Closing    1-27

CLOSING THE FISCAL PERIOD    1-28

Discrepancies Report    1-28

Running End of Period Reports    1-28

Reconciling Accounts    1-28

What Happens During Period Closing    1-30

DEFAULT DATE    1-32

ABOUT PROBOOKS    1-33

REPORT WRITER    1-35

 DATA COMMANDS    1-36

SYSTEM REPORTS    1-36

File Structure List    1-37

System Bulletin    1-37

Company Bulletin    1-38

    1-39

File Status Check    1-39

Files Status List    1-39

SETUP SYSTEM    1-40

COMPANIES/CLIENTS    1-41

Setting up different Sets of Books    1-41

Printing a list of ProBooks Companies/Clients    1-42

Adding A New Set of Books    1-42

Deleting a Set of Books    1-43

Sales Taxes    1-45

Using Card Files    1-46

Finding the card you want    1-46

Adding New Sales Tax cards    1-47

Changing Tax Card Information    1-47

Deleting a Sales Tax Card    1-47

Payment Terms    1-48

Adding Payment Terms Codes    1-48

Index Keys    1-49

User Defined Index Keys    1-49

Standard Keys    1-52

Using Card Files    1-52

Finding the card you want    1-53

Adding New Index Keys    1-53

Changing Index Key Information    1-54

Deleting Index Key Cards    1-54

MENUS    1-55

ACCESS/PASSWORDS    1-55

Update Structures    1-55

Re-Index/Pack Files    1-57

Re-Create Indexes    1-58

Pack Data Files    1-58

Sort Data Files    1-59

Reduce Data Files    1-60

Reducing the size of your transactions files    1-60

Reset Data Files    1-62

Import Data    1-63

Update Tools    1-64

Importing Data to a ProBooks file    1-65

Viewer    1-66

Export Data    1-67

Exporting Data from a ProBooks File    1-68

Preferences    1-68

Setting User Preferences    1-69

R E P O R T   W R I T E R

Overview

Reports and Forms    2-1

Standard and Modifiable Forms and Reports    2-2

ProBooks Report & Label Forms Files    2-2

[ForM]- Running a Report Writer Setup    2-4

Report Options    2-4

Advanced Report Options    2-6

Export    2-9

Exporting Data to Another File Format    2-9

Using Report Filters    2-9

Expression Builder    2-10

Using the Expression Builder    2-10

Databases and Tables    2-11

String Functions and Operators    2-13

Commonly Used String Functions and Operators    2-13

Logical Functions and Operators    2-16

Commonly Used Logical Functions and Operators    2-16

Date Functions
    2-18

Math Functions    2-19

ProBooks and Visual FoxPro Memory Variables    2-20

ProBooks Forms Functions    2-21

Report Writer - Report Setups    2-23

Report Setup Cards    2-23

Printing a Listing of Report Setups    2-24

Printing a Listing of the Expressions in a Report Form    2-24

[Modify] - Using The Visual FoxPro Report Form Designer    2-27

Creating & Modifying Report & Label Forms    2-27

ProBooks Report & Labels Forms Files    2-29

BLACK OBJECTS in a report form    2-29

Report Options Menu    2-30

Positioning Objects    2-31

Adding Objects    2-32

Deleting Objects    2-33

Page Layout -Windows    2-34

Page Preview    2-36

Quick Report    2-37

Adding a Data Grouping    2-38

Printing Totals on the Last Page Only of a Multi-Page Form    2-40

Formatting the way fields are printed    2-42

Formatting Character Expressions    2-43

Formatting Numeric Expressions    2-44

Formatting Calculated Fields    2-45

Creating Label Forms -Windows    2-46

Label Menu Options    2-46

Label Layout -     2-48

Label Preview    2-50

Forms Which Have Special Requirements    2-51

Special Requirements for Sales/Order/Quote Forms    2-51

Special Requirements P.O. forms    2-53

Special Requirements for Payables checks    2-54

Special Requirements for Payroll checks    2-55

Testing your customized forms    2-55

Examples

Expressions Used In Form INVOICE    2-57

Header Lines    2-58

Detail Lines    2-60

Footer Lines    2-62

Trouble Shooting User Defined Report & Label Form Errors    2-65

Reporting Using Other Programs    2-66

Creating Reports Using Other Programs    2-67

Additional Information on Visual FoxPro    2-68

L E D G E R

JOURNAL ENTRIES    3-1

Journal Entries    3-2

General Journal Entries    3-3

Adding a Journal Entry    3-3

Cash Disbursements Journal    3-6

Adding a Cash Disbursements Journal Entry    3-7

Cash Receipts Journal Entries    3-10

Adding a Cash Receipts Journal Entry    3-11

Repeating Journal Entries    3-15

Adding a Repeating Journal Entry    3-16

Creating Payables    3-17

Reversing Journal Entries    3-22

Adding a Reversing Journal Entry    3-23

Editing Journal Entries    3-26

    3-27

Posting Journal Entries    3-27

Posting Journal Entries    3-27

What Happens when Journal Entries are posted    3-28

TRIAL BALANCE    3-29

Discrepancies in the General Ledger    3-31

FINANCIAL STATEMENTS    3-31

Balance Sheet    3-32

Income Statement    3-34

Job Income Statement    3-36

Income Detail    3-37

LEDGER REPORTS    3-38

Account Activity    3-39

Account Listing    3-40

Printing the Chart of Accounts    3-40

CHART OF ACCOUNTS    3-41

Chart of Accounts Basics    3-41

Adding New Accounts    3-42

Editing an Account    3-46

Deleting an Account    3-47

Printing the Chart of Accounts    3-48

Load Model Chart of Accounts    3-48

Adding/Deleting Departmental Accounts    3-49

Setting Default Accounts    3-50

BUDGET    3-51

Editing Budget Amounts    3-51

SETUP/UTILITIES    3-52

Discrepancy Report    3-53

General Ledger Discrepancies    3-53

Re-Calculate    3-54

What Happens when Chart of Accounts Balances    3-55

are Re-Calculated    3-55

Add/Delete Dept. Accounts    3-56

Delete Accounts For A Division/Department    3-56

Fiscal Periods    3-57

Setting Up the Fiscal Periods File    3-57

Unpost Entries    3-58

What Happens When Journal Batches Are Unposted    3-58

BANK ACCOUNTS    3-59

Checks/Payments    3-59

Deposits/Receipts    3-60

Check Register    3-60

Reconcile Accounts    3-61

Reconciling a Bank Account    3-61

Bank Account Adjustments    3-63

Adding a Bank Account Adjustments Journal Entry    3-63

Reconciliation  Report    3-66

Posting Adjustments    3-66

What Happens When You Post Bank Account Adjustments    3-66

Check Detail    3-67

Checks    3-68

Finding the card you want    3-69

Adding New Checks    3-69

Changing check Information    3-70

Deleting Checks    3-70

Changing the Status of a single check    3-71

Changing the Status of a group of checks    3-71

Check Status    3-72

Changing the Status of a group of checks    3-72

P U R C H A S E S

VENDORS    4-1

PURCHASE QUOTES    4-2

Using Purchase Quotes    4-2

Deleting a Quote    4-3

Purchase Quote Header    4-5

Adding and Editing Purchase Quotes    4-5

Copying Items    4-7

Purchase Quote Detail    4-8

Inserting or Deleting an Item    4-9

Purchase Quote Item    4-10

Converting a Purchase Quote to an Invoice    4-11

Posting Invoices Converted from Quotes    4-12

What Happens When Purchase Invoices Are Posted    4-14

PURCHASE ORDERS    4-15

Using Purchase Orders    4-15

Deleting an Order    4-16

Purchase Order Header    4-18

Adding and Editing Purchase Orders    4-18

Copying Items    4-20

Purchase Order Detail    4-21

Inserting or Deleting an Item    4-22

Purchase Order Item    4-22

Converting a Purchase Order to an Invoice    4-24

Posting Invoices Converted from Orders    4-25

What Happens When Purchase Invoices Are Posted    4-26

PURCHASES    4-27

Entering Purchase Invoices    4-28

Deleting an Invoice    4-29

Purchase Invoice Header    4-30

Adding and Editing Purchase Invoices    4-30

Copying Items    4-32

Purchase Invoice Detail    4-34

Inserting or Deleting an Item    4-35

Purchase Invoice Item    4-35

Posting Purchase Invoices    4-38

What Happens When Purchase Invoices Are Posted    4-40

AUTO BILLING    4-41

PURCHASE FORMS    4-42

Printing Purchase Forms    4-42

PURCHASES REGISTER    4-44

PURCHASE REPORTS    4-46

PURCHASES SETUP & UTILITIES        4-47

P A Y A B L E S

Payablesl Overview

VENDORS    5-2

Finding the card you want    5-3

Changing Vendor Information    5-4

Deleting Vendors    5-4

PAYABLES CHECKS    5-7

Printing Payables Checks    5-7

Select Invoices To Be Paid    5-8

Editing Individual Payment Items    5-9

Printing Checks    5-10

What Happens When Payables Checks are Posted    5-12

MANUAL CHECKS    5-13

Entering Manual Payables Checks    5-13

Entering Payments for a Group of Invoices    5-14

Entering Manual Payment Information    5-15

Printing Payments    5-16

What Happens When Payables Checks are Posted    5-17

CHECK REGISTER    5-17

PAYABLES AGING    5-18

CASH REQUIREMENTS    5-21

Select which invoices you want to include in your report.    5-21

VENDOR LEDGER    5-22

PAYABLES REPORTS    5-24

Vendor Lists    5-25

 Vendor Labels    5-26

Vendor Inserts    5-27

Vendor Payments    5-28

Discounts Lost    5-29

Vendor 1099’s    5-31

Printing Form 1099’s for Payments to Vendors    5-31

1099 Accounts Setup    5-32

Prepare Vendor Payments File    5-32

Change Vendor Payments File    5-32

SETUP & UTILITIES    5-33

Forms & Numbers    5-34

Modify Checks Forms    5-35

Modifying Payables Checks    5-36

Change Vendor Number    5-39

What Happens When You Change a Vendor Number    5-39

Global Updating    5-40

Recalculate YTD Purchases    5-41

Void Purchase    5-42

What happens when Purchase Invoices are voided    5-42

Void Payables Check    5-43

What happens when Payables Checks are voided    5-43

Setup Payables    5-44

S A L E S

CUSTOMERS    6-2

SALES QUOTES    6-3

Using Sales Quotes    6-3

Inventory, Service, and Non-stock Items    6-4

Assemblies and Kits.    6-4

Add/Edit Quotes    6-4

Deleting a Quote    6-5

Sales Quote Header    6-6

Adding and Editing Sales Quotes    6-6

Copying Items    6-10

Sales Quote Detail    6-11

Inserting or Deleting an Item    6-13

Sales Quote Item    6-14

Sales Invoice Payment    6-18

Credit Card Info    6-19

Check Info    6-20

Converting a Sales Quote to an Invoice    6-21

Posting Invoices Converted from Quotes    6-22

What Happens When Sales Invoices Are Posted    6-24

When Sales Invoices with Kit Items are Posted    6-24

SALES ORDERS    6-25

Using Sales Orders    6-25

Inventory, Service and Non-stock Items    6-26

Assemblies and Kits.    6-26

Add\Edit Sales Order    6-26

Deleting a Order    6-27

Sales Order Header    6-28

Adding Sales Orders    6-29

Copying Items    6-33

Sales Order Detail    6-34

Adding and Editing Order Items    6-34

Inserting or Deleting an Item    6-36

Sales Order Item    6-37

Sales Invoice Payment    6-41

Credit Card Info    6-42

Check Info    6-43

Converting a Sales Order to an Invoice    6-44

Posting Invoices Converted from Orders    6-46

What Happens When Sales Invoices Are Posted    6-48

What Happens Sales Invoices with Kit Items are Posted    6-48

SALES INVOICES    6-49

Using Sales Invoices    6-49

Basic and Inventory Items    6-49

Inventory, Service and Non-stock Items    6-50

Assemblies and Kits.    6-50

Add/Edit Sales Invoices    6-50

Deleting a Invoice    6-51

Sales Invoice Header    6-52

Adding and Editing Sales Invoices    6-52

Copying Items    6-56

Sales Invoice Detail    6-57

Adding and Editing Invoice Items    6-57

Inserting or Deleting an Item    6-59

Sales Invoice Item    6-60

Sales Invoice Payment    6-64

Credit Card Info    6-65

Check Info    6-66

Posting Invoices    6-67

What Happens When Sales Invoices Are Posted    6-68

When Invoices with Unshipped Items are Posted    6-69

When Sales Invoices with Kit Items are Posted    6-69

POS INVOICING    6-70

RETURNS    6-72

Using Sales Returns    6-72

Deleting a Return    6-73

Sales Return Header    6-75

Adding and Editing Sales Returns    6-75

Sales Return Detail    6-79

Adding and Editing Return Items    6-79

Sales Return Payment    6-81

Sales Return Item    6-81

Converting a Sales Return to a Credit Invoice    6-82

Posting Receipts Converted from Returns    6-83

What Happens When Sales Returns Are Posted    6-85

When Sales Returns with Kit Items are Posted    6-85

AUTO-BILLING    6-86

Preparing Auto-Billing Invoices    6-87

Billing Multiple Amounts per Customer    6-87

What Happens When Auto Billings Are Posted?    6-88

SALES FORMS    6-88

Print/ Reprint Invoices/Orders/Print Packing Lists    6-89

Print Shipping Labels    6-89

SALES REGISTER    6-91

SALES REPORTS    6-92

Sales Analysis    6-93

Profitability Reports    6-93

User Defined Sales Analysis Reports    6-94

Commissions    6-95

Commission reporting options    6-95

Commissions based on receipts    6-96

Commissions Based on Payments    6-96

SalesTax Reports    6-97

State Sales Tax Report    6-97

Tax Invoiced/ Tax Collected    6-97

SALES SETUP & UTILITIES    6-98

Forms & Numbers    6-99

Commission Formulas    6-100

Sales Tax Table    6-102

Payment Terms    6-103

Screen Style    6-104

Invoice/POS Options    6-105

Void Invoices    6-108

What Happens When Sales Invoices Are Voided    6-108

R E C E I V A B L E S        

Receivables Overview

CUSTOMERS    7-2

Adding New Customers    7-4

Changing Customer Information    7-5

Deleting Customers    7-5

Field Definitions    7-6

Relations    7-7

CASH RECEIPTS    7-14

Adding a new receipt    7-14

Cash Receipt Header    7-15

Apply Cash Receipt    7-16

Cash Receipt Detail    7-17

Customer Deposits    7-17

Posting Cash Receipts    7-18

What Happens When Cash Receipts Are Posted    7-19

APPLY CREDITS    7-20

Posting Applied Receivables Credits    7-22

What Happens When Receivables Credits Are Applied    7-23

RECEIPTS REGISTER    7-24

RECEIVABLES AGING    7-25

CASH PROJECTION    7-28

STATEMENTS    7-28

User Defined Statements    7-30

COLLECTION LETTERS    7-32

E. Edit Letters    7-32

Collection Letters    7-33

User Defined Collection  Letters    7-34

FINANCE CHARGES    7-36

What Happens When Finance Charges Are Posted?    7-38

CUSTOMER LEDGER    7-38

Receivables Reports    7-40

Customer Lists    7-40

Customer Labels    7-42

Address Inserts    7-44

User Defined Receivables Reports and Labels    7-44

Setup & Utilities    7-45

Change Customer Number    7-46

What Happens When You Change a Customer Number    7-46

Global Updating    7-47

Recalculate YTD Sales    7-48

Payment Terms    7-49

Sales Taxes    7-50

Void Cash Receipt    7-50

What happens when Cash Receipts are voided    7-51

Setup Receivables    7-51

I N V E N T O R Y

ITEMS    8-1

Items, Assemblies and Kits    8-1

Items Screen 1    8-2

Items    8-3

Finding the card you want    8-3

Adding New Items    8-4

Changing Item Information    8-4

Deleting Items    8-4

Field Definitions    8-5

Which costing method should be used    8-8

Items Screen 2    8-10

Items Screen 3    8-13

Items Screen 4    8-15

Using Multiple Inventory, Cost, Sales Accounts    8-15

Setting upNon-stock and Labor/ Service Items    8-16

Assemblies    8-17

Kits    8-18

Setting up an Assembly    8-18

Components    8-18

Assembly Detail    8-19

Assembly Item    8-20

Adding or Editing Items in the Components List    8-20

What happens when invoices with Kits are posted    8-22

PURCHASE ORDERS    8-23

REORDER    8-24

Selecting Items for Reorder    8-25

Reorder Item    8-27

Adding and Editing Reorder Items    8-27

Creating P.O.’s from the Reorder List    8-28

RECEIVING    8-29

Adding and Editing Inventory Receipts    8-29

Deleting a Receipt    8-30

Adding and Editing Inventory Receipts    8-32

Copying Items    8-34

Inventory Receipt Detail    8-35

Inserting or Deleting an Item    8-36

Inventory Receipt Item    8-37

Posting Inventory Receipts    8-39

What Happens When Inventory Receipts Are Posted    8-40

BILL OF MATERIALS    8-41

Bill of Materials Header    8-42

Adding a Bill of Materials    8-42

Bill of Materials Detail    8-43

Editing the Bill of Materials    8-43

Bill of Materials Item    8-44

Posting Bills of Materials    8-45

What Happens When Bills of Materials are Posted    8-46

PRODUCTION ORDERS    8-46

Production Order Header    8-48

Adding a Production Order    8-48

Production Order Detail    8-49

Editing a Production Order    8-50

Production Order Item    8-51

Converting a Production Order to a Bill of Materials    8-52

Posting Bills of Materials    8-53

What Happens When Bills of Materials are Posted
    8-54

Physical Inventory    8-55

Taking Physical Inventory    8-55

Entering Physical Inventory Counts    8-56

Reading Inventory Counts from Another File    8-58

Posting Physical Inventory Adjusments    8-59

What Happens When You Post Physical Inventory Adjustments    8-60

INVENTORY REGISTER    8-60

INVENTORY REPORTS    8-62

Item Lists    8-63

Preparing Inventory Reports    8-63

Item Labels    8-65

Preparing Item Labels    8-65

Price Lists    8-66

Preparing Price Lists    8-67

Customer Price List    8-68

Stock Movement    8-69

FIFO/LIFO Valuation Report    8-70

PRODUCTION REPORTS    8-71

Assembly Lists    8-72

Components Usage    8-73

Assembly Component Requirements Report    8-74

INVENTORY SETUP & UTILITIES    8-76

Change Item Number    8-77

What Happens When You Change an Item Number    8-77

Quantity Decimals    8-78

Global Updating    8-79

Recalculate Quantities    8-80

How ProBooks Re-calculates Quantities    8-81

Update Promo Prices    8-82

Entering Promo Prices    8-82

Void Bill of Materials    8-83

P A Y R O L L

Payroll Overview

Before running the first payroll of the new calendar year.    9-2

EMPLOYEES    9-4

Entering Employee Information    9-4

Finding the card you want    9-5

Adding New Employees    9-6

Changing Employee Information    9-6

Deleting Employee Records    9-6

Employees Screen 2    9-8

Earnings    9-8

Other Payments    9-9

Taxes    9-10

Employees Screen 3    9-13

Vacation/Sick Time    9-13

Employees Screen 4    9-14

HOURS    9-15

Entering Payroll Hours    9-15

Editing Hours Entries    9-17

Loading Hours for a Group of Employees    9-18

PAY CHECKS    9-19

Preparing to Print Pay Checks    9-20

Calculating Payroll Checks    9-20

Pay Check    9-22

Editing Pay Check Entries    9-22

Printing Payroll    9-23

Printing Pay Checks    9-25

What happens when payroll checks are printed    9-27

Voiding a Payroll Check    9-27

MANUAL CHECKS    9-27

Entering a Manual Pay Check    9-28

Earnings & Payments    9-29

Other Payments    9-30

Taxes    9-30

Deductions    9-31

Pay Check Tax Calculations    9-32

Calculating Manual Checks    9-32

Editing Manual Pay Check Entries    9-32

Posting Manual Pay Check Entries    9-33

What happens when payroll checks are posted    9-33

Voiding a Payroll Check    9-34

PAYROLL REGISTER    9-34

PAYROLL REPORTS    9-35

Employee     Lists    9-36

Employee Labels    9-37

Employee Inserts    9-38

Vacation Status    9-39

Sick Status    9-40

Payroll Tables    9-41

Paycodes    9-42

PAYROLL TAX FORMS    9-43

941 FWH/FICA/Medi    9-44

940 FUTA    9-45

W-2    9-46

SUT Unemployment    9-47

SDI Disability    9-48

State Taxes    9-49

State Taxes CA    9-50

PAYROLL TABLES    9-51

Tax Table Update    9-53

Updating Payroll Tax Tables    9-53

Importing Payroll Tables from another Set of Books    9-54

Payroll Table Header    9-55

Payroll Table Detail    9-58

Payroll Table Item    9-59

Paycode Tables    9-60

Paycode Table Detail    9-60

Adding a new Paycode Table    9-62

Adding a new Payroll Table    9-63

Adding a Federal Income Tax Table    9-64

Adding a State Income Tax Table    9-65

Adding a Local Income Tax Table    9-66

Adding a State SUT Table    9-67

Adding a State SDI Table    9-69

Adding a Deferred Compensation Plan Table    9-72

Federal Income Tax Withholding    9-73

FICA    9-73

Medicare    9-74

Healthcare    9-74

FUTA    9-74

State Income Tax Withholding    9-75

State Income Withholding Tax Formulas    9-76

Local Income Withholding Tax Tables    9-82

SETUP & UTILITIES    9-83

Forms & Numbers    9-84

Modify Checks Form    9-85

Modifying Payroll Checks    9-86

Change Employee Number    9-88

What Happens When You Change an Employee Number    9-88

Global Updating    9-89

Prepare Payroll Database For A New Year    9-90

Closing Payroll at the End of a Calendar Year    9-90

Void Pay Check    9-91

Voiding a Pay Check    9-91

 What happens when payroll checks are voided    9-91

Setup Payroll    9-92

Posting Prior Payroll Records    9-93

Prepare Payroll Database For A New Year    9-94

Closing Payroll at the End of a Calendar Year    9-94

J O B S

Job Cost Overview

Basic Job Costing or Multi-Level Job Costing + Estimating    10-2

JOBS    10-3

Using Card Files    10-3

Finding the card you want    10-4

Adding New Jobs    10-5

Changing Job Information    10-5

Deleting Jobs    10-5

Adding a new Job    10-7

Job Estimates    10-8

Using Jobs Estimates    10-8

What are Phases, Subphases, Items?    10-9

Phases    10-9

Subphases    10-10

Items    10-11

Model Estimates    10-11

Job Estimate    10-13

Creating and Changing the Job Estimate    10-13

Modeling a New Job after an Existing or ‘Model’ Job    10-14

Job Item    10-15

INVOICE REGISTER    10-16

JOB SUMMARY    10-18

JOB REPORTS    10-19

Jobs Lists    10-20

Job Labels    10-21

 Job Purchases    10-21

Job Labor    10-23

Combined Costs    10-24

Job Estimate    10-26

Job Progress    10-27

JOB COST SETUP & UTILITIES    10-28

Re-calc Job Totals    10-29

Change Job Number    10-30

What Happens When You Change a Job Number    10-30

Global Updating    10-31

Job Cost Detail    10-32

Job Invoice Detail    10-33

[  ] Jobs + Estimating    10-33

F I X E D   A S S E T S

ASSETS    11-2

Finding the card you want    11-3

Adding New Assets    11-3

Changing Asset Information    11-4

Deleting Assets    11-4

Depreciation Schedule    11-8

ASSETS REPORTS    11-9

Asset Report Types    11-9

One Year Depreciation Schedule    11-9

Six Year Depreciation Projection    11-9

ITC Recapture Report    11-10

Asset Detail    11-10

Accounts    11-10

Asset Cost    11-10

Asset Report Options    11-11

ASSET SETUP & UTILITIES    11-12

Change Asset Number    11-13

What Happens When You Change an Asset Number    11-13

Global Updating    11-14

Asset Accounts    11-15