Period Sequences During System Use

Period Sequences During System Use

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IT'S AN INTEGRATED SYSTEM

The following information is for our Retail and Repair Shop Business Management and Integrated Accounting System. PLEASE read the entire contents of this file carefully before beginning to use the System. Also read any other files in the system's subdirectory that end in ".REF", ".DOC" ".PDF" or ".TXT".

NOTE: Most of these files can be read directly from the main Window Screen from an Icon or from a selection under the [Help] Menu.

IT'S PRIMARILY A RECORDKEEPING AND REPORTING SYSTEM

This RECORDKEEPING System is a tightly integrated Retail and/or Repair Shop Management, Accounts Receivable, Sales Form Entry, and Inventory System. In practical use, these Recordkeeping functions are very closely associated that make up a Business Management System.

PERIODIC ACCOUNTING OPERATIONS BY USER

FIRST TIME (START UP) - IN CHRONOLOGICAL ORDER...

(FROM THE [SETUP - MAINTENANCE] MENU CHOICE IN THE MAIN WINDOW)

1. ENTER THE:

a. COMPANY CHART OF ACCOUNTS INTO A CAREFULLY

CRAFTED CHART OF ACCOUNTS FOR THE BUSINESS IN

THE CHART OF ACCOUNTS CONTROL FILE.

b. BEGINNING BALANCES INTO EACH OF THE ACCOUNTS.

c. COMPANY INFORMATION INTO THE COMPANY DEFAULT

INFORMATION AND DEFAULT ACCOUNT SETUP FILE.

d. SYSTEM DEFAULT INFORMATION INTO THE SYSTEM FILE.

e. REGULAR CUSTOMERS INTO THE CUSTOMER FILE AND

THEREAFTER "ON-THE-FLY" AS NEEDED.

f. INVENTORY INTO THE INVENTORY FILE (SEE BELOW).

g. VENDORS INTO THE VENDOR FILE.

h. SET UP ALL OTHER CONTROL FILE DATA FOR

EACH CONTROL FILE TO FIT THE NEEDS OF THE

COMPANY.

2. AUDIT THE ENTRIES FROM THE PREVIOUS STEPS

TO ENSURE ACCURACY. e.g. PRINT AND READ THEM.

3. PRINT ANY DESIRED STARTUP BOOKKEEPING AND

ACCOUNTING REPORTS AS NEEDED.

4. BEGIN RECORDKEEPING, BOOKKEEPING AND SALES

MANAGEMENT FUNCTIONS FOR THE CURRENT PERIOD.

ONGOING AND END-OF-PERIOD/MONTH/YEAR

IN CHRONOLOGICAL ORDER...

1. MAINTAIN THE ONGOING RECORDKEEPING AND

BOOKKEEPING FUNCTIONS FOR THE SYSTEM.

a. Sales Forms, Purchase Orders, Bills, Checks,

Inventory, Vendors, etc...

2. PRINT DEMAND (ONGOING) REPORTS AS NECESSARY

ACCORDING TO COMPANY NEEDS.

3. MAINTAIN THE BUSINESS ACTIVITIES FOR THE SYSTEM.

a. Appointments, Reminders, ToDo List, Backup of Data, etc...

4. DO THE END-OF-PERIOD (MONTH END OR YEAR END):

a. INVENTORY MAINTENANCE AND BOOKKEEPING

OPERATIONS (SEE BELOW).

b. MAKE ACCOUNTING END OF PERIOD ENTRIES.

c. PRINT ACCOUNTING REPORTS.

d. PRINT BOOKKEEPING REPORTS.

PERIODIC INVENTORY OPERATIONS BY USER

(A BOOKKEEPING-RECORDKEEPING FUNCTION)

FIRST TIME (BEGINNING OR START UP) - IN CHRONOLOGICAL ORDER...

1. TAKE A WRITTEN PHYSICAL INVENTORY.

2. ENTER PHYSICAL INVENTORY INFORMATION AND

DATA INTO THE SYSTEM.

NOTE: ENTER VENDOR INFORMATION INTO THE

VENDOR FILE EITHER ALL AT ONCE OR AS YOU

NEED THEM FOR INVENTORY ITEMS.

NOTE: THE [INVENTORY] > [ADJUST QUANTITIES ONHAND]

CAN BE USED TO PERFORM THIS OPERATION.

3. AUDIT THE ENTRIES FROM THE PREVIOUS STEP

TO INSURE ACCURACY.

4. FROM THE MAIN SCREEN MENU DO AN

[BUSINESS FUNCTIONS] >

[INVENTORY] >

[MAINTENANCE] >

[RESET (VOLUME) ACCUMULATORS]

OPERATION.

NOTE: THIS OPERATION WILL RESET THE INVENTORY

"ACCUMULATORS" FOR REPORTING PURPOSES.

7. AUDIT ALL OF THE PREVIOUS OPERATIONS FROM THE

APPROPRIATE REPORTS AND SCREENS WITHIN THE

APPLICATION TO ENSURE ACCURACY.

ONGOING MONTH-TO-MONTH - IN CHRONOLOGICAL ORDER...

1. MAINTAIN AND/OR ADJUST THE EXISTING PHYSICAL

INVENTORY DATA.

2. ENTER NEW PHYSICAL INVENTORY INFORMATION

AND DATA INTO THE SYSTEM FOR EACH VENDOR.

3. AUDIT THE ENTRIES FROM THE PREVIOUS STEP

TO INSURE ACCURACY.

4. PRINT ALL NECESSARY PERIODIC REPORTS DURING

EACH PERIOD/MONTH.

5. FROM THE MAIN SCREEN MENU DO AN

[BUSINESS FUNCTIONS] > [MAINTENANCE] >

[RESET VOLUME ACCUMULATORS] OPERATION.

THIS OPERATION WILL RESET THE PERIOD VOLUME

"ACCUMULATORS" FOR REPORTING PURPOSES.

NOTE: THIS OPERATION M-U-S-T BE DONE B-E-T-W-E-E-N

OPERATION PERIODS IN CHRONOLOGICAL ORDER TO

ALLOW THE SYSTEM TO WORK PROPERLY. IN OTHER

WORDS, IT MUST BE DONE AFTER A PREVIOUS

PERIOD/MONTH/YEAR AND BEFORE THE NEXT

PERIOD/MONTH/YEAR.

6. AUDIT ALL OF THE PREVIOUS OPERATIONS FROM EACH

OF THE APPROPRIATE REPORTS AND QUERY SCREENS

PROVIDED IN THE APPLICATION TO ENSURE ACCURACY.