Getting Started Using The System/Application

Getting Started Using The System/Application

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SALES FORM ENTRY With Receivables - Inventory

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

SPECIAL NOTE !!!

The following information is about our Recordkeeping and Accounting System.

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 Recordkeeping activities in one COMPLETE SYSTEM.

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 "flexibility features" included in this easy to use System in their business.

Also, be aware that end user docs are available for ALL modules of a Multi-Module System if that is the type of system you have. 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" most, if not if not all Customers will ever need.

Regards,

KwikSYSTEMS(tm) ASSOCIATES

2326 W 45th Street

Davenport IA 52806-5001

1-563-388-9483 Voice

1-563-388-9172 Fax (Phone First)

120 MINUTE START-UP - PRACTICING - TECHNICAL, ETC.

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

THE FILES ON A DISTRIBUTION CD

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

If you get an INSTALL CD follow the directions on the CD label to install the programs.

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:\OP5xAUTO (OR WHATEVER) and run the (FileName).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 file.

Please also refer to Installing or Starting The System.

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.

GETTING FAMILIAR WITH THIS PROGRAM

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.

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.

Use the System in "as a DEMO program" in your practice subdirectory until you are familiar with making entries & ready for "REAL-TIME".

Use the posting and printing routines to see how the reports are printed.

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 need changes made to the System, you can obtain an estimate for us to make custom changes to the System by contacting:

Earl R. Coker

KwikSystems(tm) Associates

2326 W 45th Street

Davenport, IA 52806-5001

eMail: ksasales@machlink.com

Web Site: www.kwiksystems.net

1-563-388-9483 Voice Phone 9am-5pm CDT

1-563-388-9172 Fax (Phone Voice first so we can turn it on so you can use it.)

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.

SUPPORT

First of all, let's define what "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 apporpriate data to make transactions into the System. This is ALSO what the HELP SCREENS and the DOCUMENTATION are for.

PLEASE READ THE HELP SCREENS AND THE DOCUMENTATION BEFORE CALLING.

Now let's define what 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 you.... 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 all of them.

If you need further help beyond "Normal 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

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!

ONGOING SUPPORT AND UPDATES

Ongoing continuous "support" is available for Customers on a quote basis. As businesses go through the normal "cycles" of growth and maturity, their bookkeeping and recordkeeping needs change. We can supply this service very economically. Please call with your needs. "Automatic" updates on diskette of a "general nature" are included with "Ongoing Support."

THE LICENSE AGREEMENT

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.

CUSTOMIZATION BY US

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

End user docs are available for all System modules for the 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.

PRINTING

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 InkJet printer because of the MUCH LOWER COST OF OPERATION, MUCH HIGHER PRINTING SPEED AND THE MUCH MORE "PRESENTABLE" PRINTING OF SALES FORMS THEY PROVIDE.

PRINTING SALES FORMS (ESTIMATE/QUOTE/PICK-LIST/WORK-ORDER/ORDER/INVOICE)

The SALES FORMS are designed to be printed on plain paper. The INVOICES set up in the KwikSALES(tm) Module are of a custom format that matches our "INTERACTIVE SALES FORM" 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 phone us to find out.

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

USING KwikSALES(tm) AUTO REPAIR

(Conceptual Overview Information)

The following information is a description of the procedures to follow during KwikSALES(tm) use and what will happen when you do them.

IMPORTANT FIRST NOTE:

You may want to set up your KwikSALES(tm) 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 that includes the System and sample data files. Start the System, and when you are at the main menu (there is a password which is master) look around and use the [F1]Key for help when not sure. When using "STATUS CHANGEABLE" or "CONVERTABLE' SALES FORMS (ESTIMATE/QUOTE/PICK-LIST/WORK-ORDER/ORDER/INVOICE) is new to you, you will need to experiment here to see how everything works together.

DO NOT IMMEDIATELY SWITCH FROM YOUR OLD SYSTEM!

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

SALES ITEMS IN THE SYSTEM (INVENTORY)

Your KwikSALES(tm) system has been shipped with the ability to have THREE types of SALES (INVENTORY) ITEMS. They are; 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 quantites & cost information.

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

USING KwikSALES(tm) - BRIEF

PLEASE NOTE.... Using the KwikSALES(tm) system is NOT just an accounting system. It is a tightly integrated SALES MANAGEMENT, RECORDKEEPING, BOOKKEEPING, and ACCOUNTING system and provides the provides 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 bookkeeping and accounting entries into the system, the business should 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 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.

SALES FORM PROCEDURES

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.

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.

3. PRINT AND READ THE USER REFERENCE MANUALS AHEAD OF TIME FOR EACH MODULE SO THEY WILL BE READILY AVAILABLE AS YOU NEED THEM.

SETUP-MAINTENANCE - GENERAL (COMPANY INFORMATION)

Use this screen and its various tabs to supply your company name and address, your printer control information, and accounts 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.

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.

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.

There is an evaluation chart of accounts included in each version you can use to modify to setup your unique chart of accounts.

If you do not understand accounting then get an accounting professional to assist in doing this setup.

GETTING STARTED

After setting up your company and the default information, there are several steps to follow 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, 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 because they are used as "control" files by the system. You should try and follow the order shown below. If you do not need stocked (tracked)inventory, then skip that type of 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 overtype 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 assigned for each item you add. This allows you to report your sales by groups of items. If you do not group, use the same revenue account for all the items you add.

You can also set up several "dummy" accounts as a way to track "bulk items" such as:

_____________________________Parts and another one could be

_____________________________Service, Labor etc...

These "items" are used as "phantom" inventory, non-stocked items or for unique or one-time entries.

SETUP YOUR STOCKED INVENTORY ITEMS. This is done in the inventory 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 assigned 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.

READY TO ENTER SALES FORMS (TRANSACTIONS)

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

At this point, your options fall into Six groups:

Add SALES FORMS (ESTIMATE/QUOTE/PICK-LIST/WORK-ORDER/ORDER/INVOICE)

Convert ESTIMATE OR QUOTE FORMS to PICK-LISTS, WORK-ORDERS or INVOICES or ORDERS to INVOICES.

Enter Payments on SALES FORMS, Deposits on ORDERS

Print KwikSALES(tm) SALES FORMS (Reports).

Post to General Ledger (If you have G/L)

Perform File Maintenance (Add/Change File Setup Above)

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 EVEN ON-THE-FLY DURING SALES FORM TRANSACTIONS.

SALES FORM (ESTIMATE/QUOTE/PICK-LIST/WORK-ORDER/ORDER/INVOICE) MAINTENANCE

While you can learn best by using the sample data, a quick overview of making line item 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 before they are posted to Accounting:

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.

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.

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.

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.

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.

INVOICES - Have immediate financial impact.

Payments are made to ALL OTHER TYPES OF SALES FORMS AND ARE POSTED WHEN "INVOICED". Shipped quantites 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 GENERATED WHEN POSTING A SALES FORM TO THE ACCOUNTING FILES.

Unlike many inflexible systems, you can make changes to any of the above ransactions 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.

10.

Before "posting" to the G/L file, users can change SALES FORMS as required to correct mistakes and add or remove items.

11.

All reports are time and status sensitive so you can correct "bad" INVOICES and reprint orrected 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.

Note: this is powerful so you can not change old INVOICES that have had financial data generated for them.

13.

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

14.

Use the online help for "screen specific" or "field specific" help information.

PAYMENT - DEPOSIT MAINTENANCE

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 "INVOICING" it, at which time it is posted and the deposit is "applied to accounting files" and is transferred from a liability to the income/sales account.

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, credits, adjustments and partial payments.

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

REPORTS

There are several types of reports available in the system with several reports

of each type. Some of them are:

File Listings - available from Master File maintenance options.

A/R Reports - examples are sales reports, aging, etc.

A/P Reports - bills due

Inventory Reports - examples are quantity, reorder, price list etc.

Customer Reports - customer listings, labels.

SALES FORMS (ESTIMATES/QUOTES/PICK-LISTS/WORK-ORDERS/ORDERS/INVOICES) These are SALES/BOOKKEEPING reports of Sales OrderTransactions.

Checking Account Reports.

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.

POSTING TO THE GENERAL LEDGER (If you use it.)

Use this "INVOICING BUTTON" option to post your SALES FORM transactions to the GENERAL LEDGER module's file. This option should be used once per SALES FORM. Once you post the SALES FORM to the G/L, the SALES FORM line item transactions entered into the SALES FORM 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.

SETUP AND FILE MAINTENANCE

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.

1099's and you...

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.

NOTE to our foreign users:

This 1099 record keeping is required by the US government. Companies are required to report payments to individuals who are not incorporated that exceed a certain amount of income from you. This helps you report the income taxes due the government.

EXISTING CUSTOMER BALANCES WHEN USING THE GL MODULE