Table Of Contents

•              PR O B O O K S  

• Welcome to PC Accountant’s ProBooks

• “Read Me Now or Read Me Later “

• Quick Start

• What kind of computer do you need to run ProBooks

• Installation

• For More Detailed Information on Setup and Installation...

• To See How ProBooks Works...

• Using the ProBooks Model

• Setting Up Your Own Set of Books...

• ProBooks Interface Basics

• ProBooks Screens

• Buttons and Hot-Keys

• Using the Right Mouse Button

• ProBooks Menus (System, Ledger, Reports, Utilities, etc.)

• ProBooks Group Menus

• ProBooks Card Files (Customers, Vendors, Items, etc.)

• Lookup Mode and Edit Mode

• Locating the Card You Want

• Memo

• Keeping Notes on Your Customers, Vendors, Items, etc.

• Info

• Using the Info Button

• Contact

• Keeping Track of Contacts or Sending a Message

• Preparing a Quick (or Long) Message to Your Customer

• Report

• Printing the Information in a Card

• Copying a Card

• Deleting a Card

• ProBooks Lookup Lists (Customers, Vendors, Items, etc.)

• Finding Something in a List

• Using the Keypad

• Selecting the Index Key or Sort Order

• Using Filters

• Looking For Something

• Selecting From the Filters List

• Using the Expression Builder

• Controlling the Size and Position of Lookup Lists

• ProBooks Entry Forms (Invoice, Order, etc.).

• Invoice Header

• Invoice Item

• Invoice Detail

• ProBooks Reports & Forms

• ProBooks Customizable Reporting

• User Defined Reports and Forms

• ProBooks Reports & Forms Customization

• ProBooks Report Form Designer

• ProBooks Help

• Using ProBooks Help and Accessories

• C alculator

• Using the calculator while working in a Form or Card

• Calendar

• Using the Calendar While Working in a Form or Card

• Macros

• Help Notepad

• Adding Notes to a Help Topic

• Whatsnew

• Using ProBooks Windows

• Formatting Lookup List and Browse Windows

• Edit Preferences

• Formatting Editor and Display/Log Windows

• Printing in ProBooks

• Printing a ‘Standard Report’

• Printing a ‘Report Form’ Report

• Comments and Suggestions

• GETTING STARTED

• What Do I Do First?

• A Quick Tour

• Adding a New Set of Books

• Setting Up a New Set of Books for Your Company

• Customizing Your Chart of Accounts.

• Setting Up Your Company

• Entering Your Beginning Balances and Existing Records

• Before you begin

• What You Need

• Entering Your Beginning General Ledger Balances

• Entering Your Existing Receivables

• Entering Your Existing Payables

• Entering Your Existing Inventory

• Enter Your Existing Fixed Assets

• Entering Your Existing Jobs

• Entering Your Year To Date Payroll

• Ready To Go?

• SETUP & ADMINISTRATION

• Overview

• What you need to run ProBooks

• Operating System, Disk and RAM Memory Requirements

• Installation

• Single User Installation

• Updating From Prior Versions

• Running Setup

• Network Installation

• Windows NT/2000/XP

• Windows 95/98/ME

• SETUP WORKSTATION

• Properties for ProBooks Shortcut

• CONFIG.SYS

• Installing Fonts

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

• Running ProBooks

• ProBooks Files

• Temporary Files

• Warnings

• Disk Space

• Interrupt Program

• Unexpected Conditions

• Common Unexpected Conditions

• Database is not ordered

• Index Damaged Re-create index

• Index Tag Not Found

• File Not Found

• Index Does Not Match Database File

• Insufficient Memory

• Not a Table

• Not a Database file

• Out of Disk

• Run Command Failed

• Sharing Violation

• Unable to Create Program Workspace

• Variable not found

• Multi-User Network Messages

• Attempting to obtain Exclusive Use of a file

• Attempting to access file locked by another user.

• Attempting to Lock a File

• Attempting to Lock a Record

• Interrupt Program

• Menus

• Setting Up Menus Options

• Access Control

• Backing Up Control Files

• Access/Passwords

• Setting Up Users, Passwords, and Access Control

• Users

• Setting Up Users and Passwords

• S Y ST E M

• System Overview

• SELECT COMPANY

• Selecting the set of ProBooks to work on

• SELECT DIVISION

• SETUP COMPANY

• Setting up your Company

• Company Setup Screen 1

• Company Setup Screen 2

• Account Ranges and Default Accounts

• Company Setup Screen 3

• Payroll Setup & Default Accounts

• Company Setup Screen 4

• Payroll Liability & Deduction Accounts

• Forms & Numbers

• Standard Forms - Preprinted or Plain Paper

• Modifiable Forms - Default Names

• Ordering Checks and Preprinted Forms

• Ordering Checks and Forms

• 10% off on your first order with Deluxe

• Company Setup Screen 6

• Financial Statement Comments and Greetings

• BACKUP/RESTORE DATA FILES

• Backing up your data files

• Restoring from a backup

• PERIOD CLOSING

• Preparing for Period Closing

• CLOSING THE FISCAL PERIOD

• Discrepancies Report

• Running End of Period Reports

• Reconciling Accounts

• What Happens During Period Closing

• DEFAULT DATE

• ABOUT PROBOOKS

• REPORT WRITER

•  DATA COMMANDS

• SYSTEM REPORTS

• File Structure List

• System Bulletin

• Company Bulletin

• File Status Check

• Files Status List

• SETUP SYSTEM

• COMPANIES/CLIENTS

• Setting up different Sets of Books

• Printing a list of ProBooks Companies/Clients

• Adding A New Set of Books

• Deleting a Set of Books

• Sales Taxes

• Using Card Files

• Finding the card you want

• Adding New Sales Tax cards

• Changing Tax Card Information

• Deleting a Sales Tax Card

• Payment Terms

• Adding Payment Terms Codes

• Index Keys

• User Defined Index Keys

• Standard Keys

• Using Card Files

• Finding the card you want

• Adding New Index Keys

• Changing Index Key Information

• Deleting Index Key Cards

• MENUS

• ACCESS/PASSWORDS

• Update Structures

• Re-Index/Pack Files

• Re-Create Indexes

• Pack Data Files

• Sort Data Files

• Reduce Data Files

• Reducing the size of your transactions files

• Reset Data Files

• Import Data

• Update Tools

• Importing Data to a ProBooks file

• Viewer

• Export Data

• Exporting Data from a ProBooks File

• Preferences

• Setting User Preferences

• R E P O R T   W R I T E R

• Overview

• Reports and Forms

• Standard and Modifiable Forms and Reports

• ProBooks Report & Label Forms Files

• [ForM]- Running a Report Writer Setup

• Report Options

• Advanced Report Options

• Export

• Exporting Data to Another File Format

• Using Report Filters

• Expression Builder

• Using the Expression Builder

• Databases and Tables

• String Functions and Operators

• Commonly Used String Functions and Operators

• Logical Functions and Operators

• Commonly Used Logical Functions and Operators

• Date Functions

• Math Functions

• ProBooks and Visual FoxPro Memory Variables

• ProBooks Forms Functions

• Report Writer - Report Setups

• Report Setup Cards

• Printing a Listing of Report Setups

• Printing a Listing of the Expressions in a Report Form

• [Modify] - Using The Visual FoxPro Report Form Designer

• Creating & Modifying Report & Label Forms

• ProBooks Report & Labels Forms Files

• BLACK OBJECTS in a report form

• Report Options Menu

• Positioning Objects

• Adding Objects

• Deleting Objects

• Page Layout -Windows

• Page Preview

• Quick Report

• Adding a Data Grouping

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

• Formatting the way fields are printed

• Formatting Character Expressions

• Formatting Numeric Expressions

• Formatting Calculated Fields

• Creating Label Forms -Windows

• Label Menu Options

• Label Layout -

• Label Preview

• Forms Which Have Special Requirements

• Special Requirements for Sales/Order/Quote Forms

• Special Requirements P.O. forms

• Special Requirements for Payables checks

• Special Requirements for Payroll checks

• Testing your customized forms

• Examples

• Expressions Used In Form INVOICE

• Header Lines

• Detail Lines

• Footer Lines

• Trouble Shooting User Defined Report & Label Form Errors

• Reporting Using Other Programs

• Creating Reports Using Other Programs

• Additional Information on Visual FoxPro

• L E D G E R

• JOURNAL ENTRIES

• Journal Entries

• General Journal Entries

• Adding a Journal Entry

• Cash Disbursements Journal

• Adding a Cash Disbursements Journal Entry

• Cash Receipts Journal Entries

• Adding a Cash Receipts Journal Entry

• Repeating Journal Entries

• Adding a Repeating Journal Entry

• Creating Payables

• Reversing Journal Entries

• Adding a Reversing Journal Entry

• Editing Journal Entries

• Posting Journal Entries

• Posting Journal Entries

• What Happens when Journal Entries are posted

• TRIAL BALANCE

• Discrepancies in the General Ledger

• FINANCIAL STATEMENTS

• Balance Sheet

• Income Statement

• Job Income Statement

• Income Detail

• LEDGER REPORTS

• Account Activity

• Account Listing

• Printing the Chart of Accounts

• CHART OF ACCOUNTS

• Chart of Accounts Basics

• Adding New Accounts

• Editing an Account

• Deleting an Account

• Printing the Chart of Accounts

• Load Model Chart of Accounts

• Adding/Deleting Departmental Accounts

• Setting Default Accounts

• BUDGET

• Editing Budget Amounts

• SETUP/UTILITIES

• Discrepancy Report

• General Ledger Discrepancies

• Re-Calculate

• What Happens when Chart of Accounts Balances

• are Re-Calculated

• Add/Delete Dept. Accounts

• Delete Accounts For A Division/Department

• Fiscal Periods

• Setting Up the Fiscal Periods File

• Unpost Entries

• What Happens When Journal Batches Are Unposted

• BANK ACCOUNTS

• Checks/Payments

• Deposits/Receipts

• Check Register

• Reconcile Accounts

• Reconciling a Bank Account

• Bank Account Adjustments

• Adding a Bank Account Adjustments Journal Entry

• Reconciliation  Report

• Posting Adjustments

• What Happens When You Post Bank Account Adjustments

• Check Detail

• Checks

• Finding the card you want

• Adding New Checks

• Changing check Information

• Deleting Checks

• Changing the Status of a single check

• Changing the Status of a group of checks

• Check Status

• Changing the Status of a group of checks

• P U R C H A S E S

• VENDORS

• PURCHASE QUOTES

• Using Purchase Quotes

• Deleting a Quote

• Purchase Quote Header

• Adding and Editing Purchase Quotes

• Copying Items

• Purchase Quote Detail

• Inserting or Deleting an Item

• Purchase Quote Item

• Converting a Purchase Quote to an Invoice

• Posting Invoices Converted from Quotes

• What Happens When Purchase Invoices Are Posted

• PURCHASE ORDERS

• Using Purchase Orders

• Deleting an Order

• Purchase Order Header

• Adding and Editing Purchase Orders

• Copying Items

• Purchase Order Detail

• Inserting or Deleting an Item

• Purchase Order Item

• Converting a Purchase Order to an Invoice

• Posting Invoices Converted from Orders

• What Happens When Purchase Invoices Are Posted

• PURCHASES

• Entering Purchase Invoices

• Deleting an Invoice

• Purchase Invoice Header

• Adding and Editing Purchase Invoices

• Copying Items

• Purchase Invoice Detail

• Inserting or Deleting an Item

• Purchase Invoice Item

• Posting Purchase Invoices

• What Happens When Purchase Invoices Are Posted

• AUTO BILLING

• PURCHASE FORMS

• Printing Purchase Forms

• PURCHASES REGISTER

• PURCHASE REPORTS

• PURCHASES SETUP & UTILITIES

• P A Y A B L E S

• Payablesl Overview

• VENDORS

• Finding the card you want

• Changing Vendor Information

• Deleting Vendors

• PAYABLES CHECKS

• Printing Payables Checks

• Select Invoices To Be Paid

• Editing Individual Payment Items

• Printing Checks

• What Happens When Payables Checks are Posted

• MANUAL CHECKS

• Entering Manual Payables Checks

• Entering Payments for a Group of Invoices

• Entering Manual Payment Information

• Printing Payments

• What Happens When Payables Checks are Posted

• CHECK REGISTER

• PAYABLES AGING

• CASH REQUIREMENTS

• Select which invoices you want to include in your report.

• VENDOR LEDGER

• PAYABLES REPORTS

• Vendor Lists

•  Vendor Labels

• Vendor Inserts

• Vendor Payments

• Discounts Lost

• Vendor 1099’s

• Printing Form 1099’s for Payments to Vendors

• 1099 Accounts Setup

• Prepare Vendor Payments File

• Change Vendor Payments File

• SETUP & UTILITIES

• Forms & Numbers

• Modify Checks Forms

• Modifying Payables Checks

• Change Vendor Number

• What Happens When You Change a Vendor Number

• Global Updating

• Recalculate YTD Purchases

• Void Purchase

• What happens when Purchase Invoices are voided

• Void Payables Check

• What happens when Payables Checks are voided

• Setup Payables

• S A L E S

• CUSTOMERS

• SALES QUOTES

• Using Sales Quotes

• Inventory, Service, and Non-stock Items

• Assemblies and Kits.

• Add/Edit Quotes

• Deleting a Quote

• Sales Quote Header

• Adding and Editing Sales Quotes

• Copying Items

• Sales Quote Detail

• Inserting or Deleting an Item

• Sales Quote Item

• Sales Invoice Payment

• Credit Card Info

• Check Info

• Converting a Sales Quote to an Invoice

• Posting Invoices Converted from Quotes

• What Happens When Sales Invoices Are Posted

• When Sales Invoices with Kit Items are Posted

• SALES ORDERS

• Using Sales Orders

• Inventory, Service and Non-stock Items

• Assemblies and Kits.

• Add\Edit Sales Order

• Deleting a Order

• Sales Order Header

• Adding Sales Orders

• Copying Items

• Sales Order Detail

• Adding and Editing Order Items

• Inserting or Deleting an Item

• Sales Order Item

• Sales Invoice Payment

• Credit Card Info

• Check Info

• Converting a Sales Order to an Invoice

• Posting Invoices Converted from Orders

• What Happens When Sales Invoices Are Posted

• What Happens Sales Invoices with Kit Items are Posted

• SALES INVOICES

• Using Sales Invoices

• Basic and Inventory Items

• Inventory, Service and Non-stock Items

• Assemblies and Kits.

• Add/Edit Sales Invoices

• Deleting a Invoice

• Sales Invoice Header

• Adding and Editing Sales Invoices

• Copying Items

• Sales Invoice Detail

• Adding and Editing Invoice Items

• Inserting or Deleting an Item

• Sales Invoice Item

• Sales Invoice Payment

• Credit Card Info

• Check Info

• Posting Invoices

• What Happens When Sales Invoices Are Posted

• When Invoices with Unshipped Items are Posted

• When Sales Invoices with Kit Items are Posted

• POS INVOICING

• RETURNS

• Using Sales Returns

• Deleting a Return

• Sales Return Header

• Adding and Editing Sales Returns

• Sales Return Detail

• Adding and Editing Return Items

• Sales Return Payment

• Sales Return Item

• Converting a Sales Return to a Credit Invoice

• Posting Receipts Converted from Returns

• What Happens When Sales Returns Are Posted

• When Sales Returns with Kit Items are Posted

• AUTO-BILLING

• Preparing Auto-Billing Invoices

• Billing Multiple Amounts per Customer

• What Happens When Auto Billings Are Posted?

• SALES FORMS

• Print/ Reprint Invoices/Orders/Print Packing Lists

• Print Shipping Labels

• SALES REGISTER

• SALES REPORTS

• Sales Analysis

• Profitability Reports

• User Defined Sales Analysis Reports

• Commissions

• Commission reporting options

• Commissions based on receipts

• Commissions Based on Payments

• SalesTax Reports

• State Sales Tax Report

• Tax Invoiced/ Tax Collected

• SALES SETUP & UTILITIES

• Forms & Numbers

• Commission Formulas

• Sales Tax Table

• Payment Terms

• Screen Style

• Invoice/POS Options

• Void Invoices

• What Happens When Sales Invoices Are Voided

• R E C E I V A B L E S        

• Receivables Overview

• CUSTOMERS

• Adding New Customers

• Changing Customer Information

• Deleting Customers

• Field Definitions

• Relations

• CASH RECEIPTS

• Adding a new receipt

• Cash Receipt Header

• Apply Cash Receipt

• Cash Receipt Detail

• Customer Deposits

• Posting Cash Receipts

• What Happens When Cash Receipts Are Posted

• APPLY CREDITS

• Posting Applied Receivables Credits

• What Happens When Receivables Credits Are Applied

• RECEIPTS REGISTER

• RECEIVABLES AGING

• CASH PROJECTION

• STATEMENTS

• User Defined Statements

• COLLECTION LETTERS

• E. Edit Letters

• Collection Letters

• User Defined Collection  Letters

• FINANCE CHARGES

• What Happens When Finance Charges Are Posted?

• CUSTOMER LEDGER

• Receivables Reports

• Customer Lists

• Customer Labels

• Address Inserts

• User Defined Receivables Reports and Labels

• Setup & Utilities

• Change Customer Number

• What Happens When You Change a Customer Number

• Global Updating

• Recalculate YTD Sales

• Payment Terms

• Sales Taxes

• Void Cash Receipt

• What happens when Cash Receipts are voided

• Setup Receivables

• I N V E N T O R Y

• ITEMS

• Items, Assemblies and Kits

• Items Screen 1

• Items

• Finding the card you want

• Adding New Items

• Changing Item Information

• Deleting Items

• Field Definitions

• Which costing method should be used

• Items Screen 2

• Items Screen 3

• Items Screen 4

• Using Multiple Inventory, Cost, Sales Accounts

• Setting upNon-stock and Labor/ Service Items

• Assemblies

• Kits

• Setting up an Assembly

• Components

• Assembly Detail

• Assembly Item

• Adding or Editing Items in the Components List

• What happens when invoices with Kits are posted

• PURCHASE ORDERS

• REORDER

• Selecting Items for Reorder

• Reorder Item

• Adding and Editing Reorder Items

• Creating P.O.’s from the Reorder List

• RECEIVING

• Adding and Editing Inventory Receipts

• Deleting a Receipt

• Adding and Editing Inventory Receipts

• Copying Items

• Inventory Receipt Detail

• Inserting or Deleting an Item

• Inventory Receipt Item

• Posting Inventory Receipts

• What Happens When Inventory Receipts Are Posted

• BILL OF MATERIALS

• Bill of Materials Header

• Adding a Bill of Materials

• Bill of Materials Detail

• Editing the Bill of Materials

• Bill of Materials Item

• Posting Bills of Materials

• What Happens When Bills of Materials are Posted

• PRODUCTION ORDERS

• Production Order Header

• Adding a Production Order

• Production Order Detail

• Editing a Production Order

• Production Order Item

• Converting a Production Order to a Bill of Materials

• Posting Bills of Materials

• What Happens When Bills of Materials are Posted

• Physical Inventory

• Taking Physical Inventory

• Entering Physical Inventory Counts

• Reading Inventory Counts from Another File

• Posting Physical Inventory Adjusments

• What Happens When You Post Physical Inventory Adjustments

• INVENTORY REGISTER

• INVENTORY REPORTS

• Item Lists

• Preparing Inventory Reports

• Item Labels

• Preparing Item Labels

• Price Lists

• Preparing Price Lists

• Customer Price List

• Stock Movement

• FIFO/LIFO Valuation Report

• PRODUCTION REPORTS

• Assembly Lists

• Components Usage

• Assembly Component Requirements Report

• INVENTORY SETUP & UTILITIES

• Change Item Number

• What Happens When You Change an Item Number

• Quantity Decimals

• Global Updating

• Recalculate Quantities

• How ProBooks Re-calculates Quantities

• Update Promo Prices

• Entering Promo Prices

• Void Bill of Materials

• P A Y R O L L

• Payroll Overview

• Before running the first payroll of the new calendar year.

• EMPLOYEES

• Entering Employee Information

• Finding the card you want

• Adding New Employees

• Changing Employee Information

• Deleting Employee Records

• Employees Screen 2

• Earnings

• Other Payments

• Taxes

• Employees Screen 3

• Vacation/Sick Time

• Employees Screen 4

• HOURS

• Entering Payroll Hours

• Editing Hours Entries

• Loading Hours for a Group of Employees

• PAY CHECKS

• Preparing to Print Pay Checks

• Calculating Payroll Checks

• Pay Check

• Editing Pay Check Entries

• Printing Payroll

• Printing Pay Checks

• What happens when payroll checks are printed

• Voiding a Payroll Check

• MANUAL CHECKS

• Entering a Manual Pay Check

• Earnings & Payments

• Other Payments

• Taxes

• Deductions

• Pay Check Tax Calculations

• Calculating Manual Checks

• Editing Manual Pay Check Entries

• Posting Manual Pay Check Entries

• What happens when payroll checks are posted

• Voiding a Payroll Check

• PAYROLL REGISTER

• PAYROLL REPORTS

• Employee Lists

• Employee Labels

• Employee Inserts

• Vacation Status

• Sick Status

• Payroll Tables

• Paycodes

• PAYROLL TAX FORMS

• 941 FWH/FICA/Medi

• 940 FUTA

• W-2

• SUT Unemployment

• SDI Disability

• State Taxes

• State Taxes CA

• PAYROLL TABLES

• Tax Table Update

• Updating Payroll Tax Tables

• Importing Payroll Tables from another Set of Books

• Payroll Table Header

• Payroll Table Detail

• Payroll Table Item

• Paycode Tables

• Paycode Table Detail

• Adding a new Paycode Table

• Adding a new Payroll Table

• Adding a Federal Income Tax Table

• Adding a State Income Tax Table

• Adding a Local Income Tax Table

• Adding a State SUT Table

• Adding a State SDI Table

• Adding a Deferred Compensation Plan Table

• Federal Income Tax Withholding

• FICA

• Medicare

• Healthcare

• FUTA

• State Income Tax Withholding

• State Income Withholding Tax Formulas

• Local Income Withholding Tax Tables

• SETUP & UTILITIES

• Forms & Numbers

• Modify Checks Form

• Modifying Payroll Checks

• Change Employee Number

• What Happens When You Change an Employee Number

• Global Updating

• Prepare Payroll Database For A New Year

• Closing Payroll at the End of a Calendar Year

• Void Pay Check

• Voiding a Pay Check

•  What happens when payroll checks are voided

• Setup Payroll

• Posting Prior Payroll Records

• Prepare Payroll Database For A New Year

• Closing Payroll at the End of a Calendar Year

• J O B S

• Job Cost Overview

• Basic Job Costing or Multi-Level Job Costing + Estimating

• JOBS

• Using Card Files

• Finding the card you want

• Adding New Jobs

• Changing Job Information

• Deleting Jobs

• Adding a new Job

• Job Estimates

• Using Jobs Estimates

• What are Phases, Subphases, Items?

• Phases

• Subphases

• Items

• Model Estimates

• Job Estimate

• Creating and Changing the Job Estimate

• Modeling a New Job after an Existing or ‘Model’ Job

• Job Item

• INVOICE REGISTER

• JOB SUMMARY

• JOB REPORTS

• Jobs Lists

• Job Labels

•  Job Purchases

• Job Labor

• Combined Costs

• Job Estimate

• Job Progress

• JOB COST SETUP & UTILITIES

• Re-calc Job Totals

• Change Job Number

• What Happens When You Change a Job Number

• Global Updating

• Job Cost Detail

• Job Invoice Detail

• [  ] Jobs + Estimating

• F I X E D   A S S E T S

• ASSETS

• Finding the card you want

• Adding New Assets

• Changing Asset Information

• Deleting Assets

• Depreciation Schedule

• ASSETS REPORTS

• Asset Report Types

• One Year Depreciation Schedule

• Six Year Depreciation Projection

• ITC Recapture Report

• Asset Detail

• Accounts

• Asset Cost

• Asset Report Options

• ASSET SETUP & UTILITIES

• Change Asset Number

• What Happens When You Change an Asset Number

• Global Updating

• Asset Accounts