Getting Started Using The System/Application

We appreciate your business and hope this purchase greatly reduces your Estimating, Quoting, Order Entry, Invoicing & other record keeping function times for your business. The System can also provide reports and labels to enhance your MARKETING efforts for your business.

1.	At some time before beginning to use the system PLEASE read the entire contents of this file carefully before proceeding with using the System. Also review any other files in the subdirectory that end in ".REF", ".DOC" or ".TXT".

This RECORDKEEPING System is a tightly integrated POS, Accounting, Check Writing, Payroll, SALES FORM Entry, and Inventory System. In practical use, these Recordkeeping functions are very closely associated. For this reason, we decided to provide the ultimate in functionality for our clients by combining all these record keeping activities in one COMPLETE SYSTEM.

3.	These documents contain the conceptual and technical information to get you started with the System. Please note that most of our Customers find many "creative" ways to use the many "features" included in this easy to use System in their business.

Also, be aware that individual end user docs are available for ALL modules of the Multi-Module System. They have a file extension of .ref and are MS Word documents. However, the "Help Screens" have been carefully designed to provide all the "documentation" some, if not most Customers will ever need.

NOTE: In the following text, the SALES FORM Entry System is referred as the "KwikOFFICE(tm)" System.

The program may come to you on an INSTALL CD or as files to UNZIP into a subdirectory (usually C:\KwikSALES(tm) xxxxxxx) from a download.

When program code is on your diskette/CD in a compressed (.ZIP) format, copy all files on the distribution diskette/CD to a new hard disk subdirectory C:KwikSALES(tm)AUTO (OR WHATEVER) and run the (InstallFileName).EXE file. Your source files will be de-compressed into the .EXE, .TPS, DAT, .K01 etc... files. (FileName) indicates whatever name is used for the compressed or download install file.

There may also be some "shareware utility" programs included to use to perform some of the necessary regular backup and maintenance you will need to do. Please register with the developer as the info to do so is also supplied. One of these may be PKZ204g.EXE for backing up and saving various files. PKZ204g.EXE is a "self extracting" ZIP FILE.

1.	Use the demo files found as the .TPS, or .DAT files to experiment with the System. They are in the self-extracting compressed files mentioned at the beginning of this documentation OR are automatically installed from an INSTALL CD.

2.	Keep the demonstration files .TPS, .DAT & KEYS in a "virgin" state and setup (install) a copy the System and demo files to another "practice" subdirectory to practice with the System. You can then extract the data files to "start over" anytime you wish to practice or try out the System.

5.	This System is full of great features, but we know from experience some Customers may want to change some of the System functionality to fit their unique situation.

If you write or FAX, please include a complete description of your requirements. Also include your daytime and if possible, evening contact telephone numbers. A complete proposal will be furnished with firm terms and conditions.

First of all, let's define what "initial support" is. For our definition it is ONLY the "help" you need to "use the programs". That is, "only" the help needed to get from screen to screen so you can enter the appropriate data to make transactions into the System and print reports. This is ALSO what the HELP SCREENS and this DOCUMENTATION are for.

Now let's define what "initial support" support it IS NOT. It is not how to organize the data so it can be entered into the System. Nor, is it how to use the data to manage your business. That is a management function by your accountant.... and/or your business and/or your CPA and/or your Business Consultant and/or your Systems Integrator. In some rare cases it will include them all.

If you need further help beyond "initial support" please give us a call and we can let you know if we can do it and also give you an estimate of the cost. When you REALLY NEED this service, it is ALWAYS less expensive to go ahead and hire it done, rather than try to do it yourself. As an indication of the truth of the last statement, it's the very same reason why you purchased this System in the first place. You purchased the work of a more knowledgeable person in the specialty of System Programming.

Updates may become available during the support period following the release of this System. You will be notified when any update is available. PLEASE notify us of any address change so we may contact you as they become available!

Continuous "Ongoing Support" is available for Customers on a quote basis. As businesses go through the normal "cycles" of growth and maturity, their bookkeeping and record keeping needs change. We can supply this service very economically. Please phone with your needs. "Automatic" updates on CD, diskette or by internet download of a "general nature" are included with "Ongoing Support."

Please read the license agreement found in the Help Section after de-compressing the executable files. The programs are Copyrighted and you are only licensed to "use" them in accordance with the "License Agreement".

NOTE: The end user documentation that is available for the accounting modules has basically the same license agreement.

We are always open for discussion concerning the customization of the SALES FORM and Bookkeeping Systems for your use. Call us and we will discuss it. Please refer to the note in the beginning section of this doc.

End user docs are available for all System modules for the KwikSALESTM PLATINUM Version in MS Word document format format for you to print out yourself. They are located in the same subdirectory as the applications and have a .txt, .REF or .DOC file extension. They are the perfect compliment to their respective modules.

Getting the printer to "work right" can sometimes be a very frustrating experience. It may take the help of a local printer expert to help you if someone in your business is not able to do it.

IT IS HIGHLY RECOMMENDED YOU USE A LaserJet or an Ink Jet printer because of the MUCH LOWER COST OF OPERATION, MUCH HIGHER PRINTING SPEED AND THE MUCH MORE "PRESENTABLE" PRINTING OF SALES FORMS.

The SALES FORMS are designed to be printed on plain paper. The INVOICES set up in the KwikSALESTM Module are of a custom format that works well with our "INTERACTIVE SALES FORM" work habits format. Please see the FORMS and REPORTS you can print out with your System for an idea of how it looks. They are designed to be printed on a Laser Jet or inkjet printer but a Dot Matrix (IBM Proprinter or Epson or "compatable") can also be used. However using a dot matrix printer is definitely NOT recommended.

Other SALES FORMS can also be used if you let us know which one you wish to use. There will be a charge for changing the System reports. Please call to find out.

We can readily use our Development System to arrange the INVOICES and statements into most any format that you wish. Please phone for a Quote.

The following information is a description of the procedures to follow during KwikSALESTM use and what will happen when you use them.

You may want to set up your KwikSALESTM in a test subdirectory and practice before actually using the System for "Real Time" transactions. (STRONGLY RECOMMENDED!) If you are going to do this, set it up in a subdirectory and extract the System and sample data files. Start the System, and when you are at the main menu (there is an initial set of passwords which will be given to you) and look around. Use the [F1]Key or the buttons for help when not sure. If using "STATUS CHANGEABLE" OR "CONVERTIBLE SALES FORMS (ESTIMATES/QUOTES/PICK-LISTS/WORK-ORDERS/ORDERS/INVOICES) is new to you, you may need to experiment with using it to see how everything works together.

WE ALWAYS STRONGLY SUGGEST THAT YOU RUN ANY NEW SYSTEM PARALLEL WITH AN EXISTING SYSTEM (MANUAL OR COMPUTER) BEFORE TRANSFERRING COMPLETE CONTROL TO THE NEW SYSTEM. This is a "standard procedure" when using a new system of any kind, paper or electronic. Take heed.

Your KwikSALESTM system has been shipped with the ability to have THREE basic types of SALES (INVENTORY) ITEMS; ACTIVE, INACTIVE and NON-STOCKED. One is a traditional INVENTORY ITEM with quantities on hand, cost calculations, and reorder points, etc. The other is a NON-STOCKED item that allows you to sell items that are NOT TRACKED as inventoried items or that you do not wish to track quantities & cost information.

All sales occur from one of the inventory record types. If you do not need inventory, JUST COMPLETELY IGNORE THE INVENTORY TRACKING FUNCTIONS, AND MAKE ALL ITEMS TO SELL NON-STOCK. The sample data has all both types of sales data to see how it is done. If you have not already done so, run the System with demo data in a separate directory to experience the different types of sales transactions.

PLEASE NOTE.... Using the KwikSALES(tm) system is NOT just an accounting function. It IS a complete business management system that includes RECORD KEEPING and BOOKKEEPING functions and provides the data to post to the Accounting Functions.

It is highly recommended that unless there is a trained Accountant to perform the ACCOUNTING type setup and periodic "accounting type" entries into the system, the business ONLY USE THE SALES FORM features and hire the Accounting functions done by an Accountant using the reports provided by the KwikSALES(tm) Program or set up the Chart Of Accounts to be used for Inventory Items and allow the system to do the AUTOMATIC POSTING INTO OUR INTEGRATED ACCOUNTING MODULES which are program modules that provide the basic Accounting Functions needed by most small to medium sized businesses.

1.	The following information is a description of the procedures to follow during SALES FORM Entry. Additional information is available "online" (context sensitive help) by pressing the [F1] "HELP" key.

2.	If you start the System with empty data files, (or just converted or imported data files), your first screens will be for you to set up your company specific geographic and control data information.

Use this screen and its various tabbs to supply your company name and address, your printer control information, and account receivable setup information. Your LICENSEE NAME AND ADDRESS DATA MAY BE HARD CODED INTO THE PROGRAM. IF SO YOU WILL NOT NEED TO PERFORM THAT PORTION OF THE COMPANY INFORMATION AND YOU WILL ALSO NOT BE ABLE TO CHANGE IT.

2.	YOU WILL NEED TO HAVE GENERAL LEDGER ACCOUNTS FOR EACH OF THE SALES FORM Entry's REQUESTED ITEMS FIRST BEFORE GOING ANY FURTHER WITH THE SYSTEM.

3.	If you do NOT,have them all setup already, stop and add them to your GENERAL LEDGER CHART OF ACCOUNTS at this time. Even if you will not use finance charges or freight, you need to have an account. It will simply keep a zero balance.

After setting up your company and default information, there are several steps to be followed before you can start adding transactions to your system. If you proceed without following all of these steps, you may get "stuck" while entering an SALES FORM or PAYMENT.

NOTE..... IF YOU DO GET "STUCK" ANYWHERE IN ANY PROGRAM, JUST KEEP PRESSING [Esc] UNTIL YOU HAVE BACKED OUT OF THE SCREEN, ENTER THE DATA NEEDED BY THE SYSTEM, AND GO BACK AND PERFORM THE ORIGINAL STEPS. IF YOU HAVE ALL OF THE CONTROL DATA SETUP IN THE SYSTEM THIS WILL NEVER HAPPEN. HOWEVER, MOST CONTROL DATA CAN BE ENTERED "ON THE FLY" AT ANY TIME SO THE CHANCES OF GETTING STUCK ARE SLIM TO NONE.

The following data files need to be setup FIRST. You should try and follow the order shown below. If you do not need inventory, then skip inventory. OR, if you do not need the non-stocked items, then skip those steps. YOU WILL NEED TO SETUP ONE OR THE OTHER HOWEVER. Note: THE OTHER SETUP STEPS ARE REQUIRED.

SETUP YOUR SALES REPRESENTATIVES. If you do not have sales people, set up one "rep" with a name like 'HOUSE' for House Account. You need at least one rep on file. If you don't pay commissions or do not use a percentage of sale system and are interfacing to the GENERAL LEDGER, you will have to supply the G/L codes for the accounts requested.

SETUP YOUR SALES TAX CODES. If you do not collect tax you should set up one "account" with a code of 'EXE' with a description of 'EXEMPT' and a tax rate of zero. If you collect one sales tax, you should have the exempt code and a code for your one area. If you collect multiple taxes, this System makes it easy to report the tax by collection area, if you set up a separate code here for each.

SETUP YOUR CUSTOMERS. You may want to set up a "cash" "Customer" for cash sales. You may assign each customer a unique ten character identifier. It can include letters and numbers. Try and "design" a logical system before you start. When you add a customer, the system automatically fills in this customer code field with a number. If you do not want to over-type this number, you can continue through this field and the number will become the customer code. You are asked for a sales rep for this customer. If you do not use reps, use the HOUSE account you created above. If you do not pay sales reps commissions or if you do not use a percentage of sale commission system, set the default customer commission rate to zero.

SETUP YOUR NON-STOCKED SALES ITEMS, in the Inventory file maintenance menu. Use this option if you will have transactions that do not use inventory fields, or have cost information. Examples would be services that are not 'stocked' and any items that you do not wish to keep quantity and cost information tracked. G/L sales accounts can be set for each item you add. This allows you to report your sales by groups of items. If you do not group, use the same sales account for all the items you add.

SETUP YOUR INVENTORY FILE. This is in the Inventory menu choice under the Setup-Maintenance menu. Use this option only if you have items that you wish to track by quantity along with the cost information for each purchase of the item. G/L accounts are setup the same as for the non-stocked items. It is a good idea to set up some "dummy" accounts here like was suggested in the non-stocked Inventory Items.

10.	The System will print a blank inventory taking form for you to use to take inventory and it is arranged in a "format" for easy entry of the data into the System. MAKE COPIES AND USE IT.

Prior to entering transactions, you need to have followed the getting started instructions above. Assuming you have entered the initial file setup (control) data, you are now ready to enter transactions into SALES FORMS.

Note that you can not enter payments or generate reports about transactions that have not been entered, so needless to say, option one comes before two or three. Option six, file maintenance, can occur at any time.

While you can learn best by using the sample data, a quick overview of making entries into SALES FORMS is in order. You can create SIX types of SALES FORMS (business transactions) and convert them (change their "Status" any time to fit your current needs before they are "converted" to Invoices and posted to Accounting:

2.	ESTIMATES - Have no financial/inventory impact. Can be viewed, printed, and items added or deleted. Can be turned into QUOTES, PICK-LISTS, WORK-ORDERS, ORDERS, or INVOICES.

3.	QUOTES - Have no financial/inventory impact. Can be viewed, printed, or items added or deleted. Can be turned into ESTIMATES, PICK-LISTS, WORK-ORDERS, ORDERS or INVOICES.

4.	PICK-LISTS - Have no financial impact (unless you accept a deposit on the SALES FORM.) Can be viewed, printed, and items added or deleted. Can be turned into ESTIMATES, WORK-ORDERS, ORDERS OR INVOICES WITHOUT RE-ENTERING.

5.	WORK-ORDERS - Have no financial impact (unless you accept a deposit on the SALES FORM.) Can be viewed, printed, and items added or deleted. Can be turned into ORDERS OR INVOICES WITHOUT RE-ENTERING.

6.	ORDERS - Have no financial impact (unless you accept a deposit or partial payment on the SALES FORM.) Can be viewed, printed, or items added or deleted. Can be converted into INVOICES WITHOUT RE-ENTERING.

8.	OTHER TYPES OF SALES FORMS AND ARE POSTED WHEN "INVOICED". Shipped quantities are taken from inventory. Detail data is journaled to the hold file. Can be viewed and printed BUT NOT EDITED/CHANGED BECAUSE INVOICES ARE ONLY CREATED WHEN POSTING A SALES FORM TO THE ACCOUNTING FILES.

Unlike many inflexible systems, you can make changes to any of the above transactions as long as you have not "posted" them to the G/L file and turned (changed the Status of) the SALES FORM into an INVOICE. Before "posting" to the G/L file, users can change SALES FORMS as required to correct mistakes and add or remove items.

10.	All reports are time sensitive so you can correct "bad" INVOICES and reprint corrected reports or SALES FORMS without making another "adjustment" or "offsetting" SALES FORM if it is done BEFORE posting the SALES FORM to ACCOUNTING FILES.

12.	REMEMBER! You can also "Convert" (CHANGE THE STATUS) OF SALES FORMS BETWEEN (ESTIMATE/QUOTE/PICK-LIST/WORK-ORDER/ORDER) ANY TIME . IT'S A VERY POWERFUL FEATURE THAT CAN BE USED IN MANY UNIQUE WAYS.

Payment maintenance is used to record customer payments on SALES FORMS. Payments on SALES FORMS are called deposits and are considered a liability until you change the SALES FORM into an INVOICE by "PRINTING/INVOICING" it, at which time it is posted to the General Ledger and the deposit is "applied to accounting files" and is transferred from a liability to the income/sales account.

2.	Regular payments allow you to specify the G/L cash account (if you are using the G/L). Multiple payments on a single SALES FORM can be entered in case of adjustments and partial payments.

3.	Payments can be edited on SALES FORMS until you "print/post" the SALES FORM to your "G/L file" which also changes it's "Status" to "Invoice" and prints the form.

Try each report on the system to get an idea of how each option works. It is not necessary to waste ink and paper just looking around because there is a "preview" feature to allow the previewing of any report before it is actually printed.

Use this "PRINT/INVOICE BUTTON" option to post your SALES FORM transactions to the GENERAL LEDGER module's file. This option can only be used once per each SALES FORM. Once you post the SALES FORM to the G/L, the SALES FORM transactions that were posted can not be edited or deleted. Use this option only after you are sure that your SALES FORMS (ESTIMATES/QUOTES/PICK-LISTS/WORK-ORDERS/ORDERS) do NOT need to be changed or corrected BEFORE they are printed.

See the getting started section for a brief discussion of each of the maintenance options. Note that QUOTES, ORDERS, and INVOICES are kept forever, or until you use the remove old transactions option to remove them. See the SALES FORM section above.

SPECIAL NOTE.... OLD TRANSACTIONS CANNOT BE REMOVED UNLESS THEY HAVE A ZERO BALANCE OR A BALANCE EQUAL TO OR LESS THAN THE SYSTEM'S "SMALL BALANCE" AMOUNT. AT THE END OF EACH DAY (OR OTHER CASH DRAWER BALANCING PERIOD SUCH AS SHIFT, WEEK ETC....) MAKE SURE THE BALANCES ARE ZERO OR EQUAL TO OR LESS THAN THE SMALL BALANCE AMOUNT AND THERE ARE NOT ANY OVER'S OR UNDER'S OUTSIDE THE SYSTEM SETUP OR THE FORMS THAT HAVE THEM CANNOT BE REMOVED FROM THE SYSTEM. HOWEVER, MANY SMALL BUSINESSES WILL NOT EVER WANT TO REMOVE OLD TRANSACTIONS AT ALL.

Before the discussion about the payables module, you need to know something about the IRS form 1099. It is also a good idea to talk to your CPA or whom-ever does your taxes about it and we are recommending that you talk to one first.

Normally, the Accounts Receivable balances will be entered into the G/L with a journal entry when all of the chart of accounts are entered into the GL. This means that the total for GL Accounts Receivable and the total that is printed by the KwikOFFICE(tm) statments as customer balances will not balance.

2.	To enter new transactions into the KwikOFFICE(tm) system, you may enter a non-stocked item (not inventory) NAMED AS BAL FWD that uses a G/L Sales Account of the same account as the Accounts Receivable account in the G/L. Use this "fake" non-stocked item to enter the customer balances.

The KwikOFFICE(tm) will create a debit and credit for the G/L post file to the same A/R account. Since the two transactions have exactly the same offsetting amounts, the posting will have no effect on the G/L account balance for Accounts Receivable, but WILL add an INVOICE for the customer that is equal to the balance the customer owed when the system was set up.

4.	This process is continued until previous balances for all customers have been entered. Again the net effect to the GL accounts receivable will be zero, but each customer will have a customer balance in the KwikOFFICE(tm) system to be used for receiving payments.

5.	After you balance the total of the KwikOFFICE(tm) Accounts Receivable customer balances with the ACCOUNTING A/R account, remember to delete the dummy non-stocked item you used so it will not accidentally be used during normal transaction entry.

1.	Set up your non-stocked items and enter EXISTING BALANCES using ANY non-stocked item of your choice. When you are using only the KwikOFFICE(tm) system (and are NOT using the GL with KwikOFFICE(tm)) all you care about is having the correct customer balance.