Accurate Accounting Time Sheet Plus Program instructions (C) Copyright 1995 Summary of Main Menu Note: When the Menu is on the screen many of the Function Keys have Reserved/Expan., written after them. These are for future files to help manage work. Two functions (C) & (E) are programmable to access your word processor and/or your utility. A word processor is not supplied with this program, but a utility is if you to wish use it. Note: The Utility Program is for 5.0 DOS or higher but will function fine in 3.3 DOS, except for two functions that will not work, (T) and (L). You are welcome to use it if you like there is no charge for it. Note: only the UTILITY PROGRAM needs 5.0 DOS or higher. The name of the utility is PUSH BUTTON DOS To program (C) or (E) type (@) and follow instructions. The (E) Function must be programmed to use the utility supplied with the program. Example: (c subdir u) will start the utility supplied with the program. IMPORTANT: Help is always the LETTER (H) The proper sequence to follow when starting to use this program for the first time is as follows: (1) and (2) How to enter data one time only. (3) thru (6) Commands for other file operations. (1) -------------------- (B) Employees Name --------------------- From the main menu select (B) Employee Name List, type the names of your employees press enter, type five characters or less to represent their job description or craft. Note: It is important that you place the supervisors name at the top of the list of employees they supervise, as the time sheet places a copy of the first name on the list at the bottom right corner of the sheet as the supervisor in charge. If you wish to select a different employee as foreman, press Function (S) you will then be prompted for a line number, (they are numbered 1 thru 10) type one to select a foreman then press enter. You need not worry about saving this file when you finish it is automatically saved. (2) -------------------- (L) Data Entry ---------------------- IMPORTANT: Master Charge number is five characters or less assigned by you, for the purpose controlling man hours charged to a project. Subordinate Charge is five characters or less. It's to control smaller jobs within the overall project. Here is an example. Master Charge is assigned SM100. To you SM100 can represent all Man hour costs for all Safety Related items. Now you assign SM101 to represent the biweekly safety meeting required by OSHA. The next line Assign Master Charge as SM100 and Subordinate Charge as SM102 to you it equals man hours used for new employee orientation. Example: Mastr Subor Description SM100 SM101 Safety Meeting Weekly SM100 SM102 New Employee Orientation. This method will yield the best results, when viewing in the database file. Note: This file saves data when you exit using (X). But it is a good practice to use the save Function when you write data. Save = (S). Remember, if you use the ESC Key to exit all data written but not saved will be lost. Also you MUST enter .001 Hrs. for N/S or the time sheet will not save that line in the export file. (3)--------------------- (A) Time Sheet ------------------------ From the main menu select (A) Function Time Sheet (H) Function Help. The commands for the header area are the first thing you will want to address. They are (L), (N), (D) and (K). Here is a Tip, when you write location of job using the (L) Function, type job location <--SPACE--> Shift (Days, Swing or Night). (D) Function Use to enter day and date. If you are filling in Date and Day always write it in the same format. Examples, 06-23-94 Thursday or 06-24-94 Friday. (N) Function, Name of Company. (K) Function, if header is complete USE (K). It KEEPS header data. If you write data the same each time, the View Function and Sort Function will perform perfectly. Note: Case is NOT important. PgDn selects the next list of Employee names, when you see the list you want Press (S) Function Key. (S) Function saves selected employees. There are only two commands that are not straight forward and may require some explaining. (C) Choose Specific (A) Add in a name an option under (C). (S) Save selected names in time sheet. The (C) function is used if you do not wish to save a list as shown. Example: Press (C) then select Line 1,2,5 and 8 to save. Now select (A) to add another name to the list you are asked, (what line to add) it to when you answer, select a line not previously selected. If you do not the line number chosen with the (A) Function will overwrite lines selected with the (C) Function. (S) Function Saves name chosen and/or added. Now you see (Command Menu Help Menu) at the bottom of screen. (H) Function Help Now is a good time to mention that any file that has help available will respond to the (H) Key. (X) or (ESC) to exit all help. If you exit help, the commands available (help bar) to assist you in making a time sheet is displayed at the top of the screen. Arrow up to see the commands bar at the bottom. The number at the top left hand side of this file is the file number. There are fifty files in the Data List. These are the files you accessed with the (L) Function from the main menu. If you recall each file has nine lines. Arrow down to read all nine lines. Now PgDn the file number at the (top left) changes. When the charge line you wish to use is on screen then press function (O). (O) Function Hours press (O) + enter for regular hours, press enter. If the employee worked overtime, press (O) again other wise press enter a second time. Prompts will appear on screen type appropriate line to write, then press enter. If you are going to assign the same hours to more than one employee do it now. This is accomplished most efficiently with the (A) Function. (A) Function Automatic. Type line number and press enter. If you are assigning the same hours to more than one employee, use the automatic function. (F) Function Fix an error. IMPORTANT: If you slip and use a charge that is incorrect then (before you do anything else), Press Function (F). (M) Function Move a data line to a different employee. If you wrote to an incorrect location use (M) Function to Move Line. Remember when moving you MUST select the smaller number first. Note: To answer a question you will ask sooner or later. Yes you can select any one of the three lines within the blocked area of each employee name. This allows you to charge against three different charge numbers. (D) Function This is used to write a new description, if an employee performed work different than the current description. (X) Function Exit and save the time sheet. Exiting the time sheet you are forced to save. Here is an example name to show you how easy you can make it for yourself. Please use the following suggested method. The date is 06-23-94 the name of the foreman is Smith J P. The name to save to is 0623SJ Press Enter. If you wish to retrieve the time sheet you do not have to search the entire list. Type the name and press enter. Also if John P. Smith has a second time sheet with more employees. Save the second to 0624S1. If you wish to retrieve it later you already know the name. Note: as a little incentive to encourage you to follow this procedure you have been restricted to six characters. These saved files are saved with a .PRN ending but you never need to type the ending when saving or retrieving. This is the best method. (4) -------------------- (O) Export File ----------------------- This file can perform many tasks, but the primary one is to store time sheet data. The data is automatically inserted when a time sheet is saved. (~) Function to save data to database file. Function Key (~) type a name press enter then page down to end of file. (S)(O)(S) Function Save export file data in a new file. This gives the export file a fresh sheet. This file can become very large therefore it should be saved occasionally. Files that are not kept small tend to become unmanageable. Try to keep the export file under one thousand lines. Tip: Use this file to export data to the Database File. When you export, SEND ALL DATA. Note: If you export to a name already being used the data is appended to that file. IMPORTANT: The files in the export file cannot be altered, for this reason it is important to save them and back them up occasionally. The files all end with (.HLD) after (S)(O)(S) is used to save them. These files are always an exact copy of the time sheets and cannot be altered. The export file can retrieve these files. (R) Function Use to retrieve all files ending with (.HLD). (R) Function Retrieve saved file. (.HLD) these endings only. (K) Kill Erase a file in the database (.DBS) endings only. To retrieve these, (.HLD) files use Function (R) when in the export file. If you wish to export a file that is an updated. You can use Function (K) to kill the file in the database. Now export to the same name and you will then have a current, up to date file. If you wish to add to a file do not kill it, just send new data to the old file it will be appended. Warning append will give duplicate lines of data if the same data is exported more then once. (5) -------------------- (D) Database File --------------------- From the main menu select (D) for Database File, the most useful file in this program. When you save a time sheet a copy of the data is placed in the export file. From there you can export it to the database file. This file manages the data for all the charges written in the time sheets. You can view by selecting numerous combinations. Overtime hours a specific charge, view all hours for a single employee, by date, name, craft, description, master charge or subordinate charge. You can factor man hours to show the additional costs incurred because of the factor rate. Data in this file will give you documentation to meet OSHA requirements. You automatically have available information to show where funds were spent and documentation for cost overruns. As an estimating tool it can give you accurate cost accounting of similar work performed in the past for estimating purposes. Load a file, then use Command Key for required task. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴 Command Key Task they perform. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴 컴컴컴컴컴컴컴컴컴 H Com/Key + Enter File related help 컴컴컴컴컴컴컴컴컴 ~ Com/Key + Enter Creates a temporary file. Useful if you wish 컴컴컴컴컴컴컴컴컴 to sort a file. If sort does not give desired results, you can press S Com/Key + X + Enter. Or if results are desirable then S Com/Key type a name + Enter to save. 컴컴컴컴컴컴컴컴컴 S Com/Key Type a name press enter to save file. 컴컴컴컴컴컴컴컴컴 A Com/Key + Enter + Creates a temporary file totaling all Hours. ~ Com/Key + Enter 컴컴컴컴컴컴컴컴컴 V Com/Key Allows selection of lines that meet Selected 컴컴컴컴컴컴컴컴컴 criteria. Now use ~ Com/Key + Enter to create a new file containing only selected criteria. Or A Com/Key + Enter then ~ Com/Key to add totals in new file. 컴컴컴컴컴컴컴컴컴 V Com/Key + C Note: only viewing by craft selects unique 컴컴컴컴컴컴컴컴컴 this is to allow better control when separating crafts from crafts foremen. 컴컴컴컴컴컴컴컴컴 Z Com/Key Z Allows operator to enter Hourly Rate for 컴컴컴컴컴컴컴컴컴 a particular craft. Format example 13.44 컴컴컴컴컴컴컴컴� + Com/Key Use to activate addition and factoring of 컴컴컴컴컴컴컴컴컴 overtime hours. Then ~ N to make sub total or Y to total. Note: To make total or sub total and not factor overtime in Press A twice then Enter after + is used. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� IMPORTANT NEVER USE + Com/Key if Sub totals TAKE NOTE: exist in file. If you do the Total will be incorrect. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� I Com/Key Import a file into another. The view Com/Keys allow selection of specific information. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� TAKE NOTE: Never import a file which has been TOTALED Sub Totals are ok. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� 컴컴컴컴컴컴컴컴컴 $ Com/Key Menu appears select Com/Key from menu. Sorting 컴컴컴컴컴컴컴컴컴 saves result to disk, therefore it is best to make a temporary file before sorting. 컴컴컴컴컴컴컴컴컴 P Com/Key P Com/Key + Enter starts printing, you should 컴컴컴컴컴컴컴컴컴 be certain you have formatted the file. This is accomplished by using the Highlighted Com/Keys at the top of screen to suppress columns you do not wish to print. 컴컴컴컴컴컴컴컴컴 G Com/Key A quick way to access data in large files. 컴컴컴컴컴컴컴컴컴 Press G type any number Press Enter. 컴컴컴컴컴컴컴컴컴 L Com/Key Load a new file. Only files with (.DBS) 컴컴컴컴컴컴컴컴컴 endings. 컴컴컴컴컴컴컴컴컴 K Com/Key Kill or Erase a file (.DBS) endings only. 컴컴컴컴컴컴컴컴컴 X or ESC Com/Key If a file is on screen and not saved it 컴컴컴컴컴컴컴컴컴 will be reloaded on return. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� For tips and pass words: H from Main Menu then press Space Bar. 컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� (6) -------------------- (P) Print/View Menu ------------------- When (P) is pressed you are given four Function Options to pick from (P), (R), (D) and (S). If you select (P) again, you can print the data stored in one of the data files. The Data Files are the (L) Function main menu. (P) Function from the print menu. If you are managing several hundred files then this can be very useful, the person making time sheets can look at the data print out and find the file number containing the DATA line they wish to use. Try printing some of these files to have a better understanding of how it might work. The next Function Key from the print menu is (R). It allows you to retrieve previously saved time sheets. You can print view the description or comments you may have made regarding that employee, example employee was late because car broke down etc. Two Function Keys remain (D) and (S). (D) Function Displays on screen the names of all files containing employee names and charge numbers. (S) Function Allows you to view data files 1 thru 50 containing DATA, charge numbers you wrote. The data files also have Identical files with (.BAK) endings. Note: These files are always write protected to protect your data. Files 100 thru 125 contain Employee names. They are not write protected. Setup: no setup is required by this program. If you wish to modify the color of various screens, there is a simple way for it to be accomplished. F8 = Default colors. F9 & F10 = Toggle colors. The following files can be modified. Main Menu, Time sheet, Employee's Name List, Database File, Program Help and New Job Data Entry. The following flow chart graphically demonstrates, the flow of data through your program. Note: this flow chart shows only the connection between the most important files. Note: after the box marked Operator Input, data is entered automatically by the program. While the operator may modify a job description in the time sheet it is only an option not a necessity. Flow of Information 컴컴커 Main Menu � 旼컴컴컴컴좔컴컴컴컴� � Operator Input � � 컴컴컴컴컴컴컴 � Employee Names Data Entry, New Jobs � � 읕컴컴컴컴쩡컴컴컴컴� � Time Sheet � 旼컴컴컴컴좔컴컴컴컴� � Program Output � � 컴컴컴컴컴컴컴 � Save Files Export File 컴커 Up-date Data Entry, New Jobs � � � � � 읕컴컴컴컴컴컴컴컴컴� � Database File � 旼컴컴컴컴좔컴컴컴컴� Statistical data is created � Program Output � Totals added Ot Hrs factored � 컴컴컴컴컴컴컴 � and cash expenditures 쿎reate Statistical Data Files 컴� calculated automatically. � � � 읕컴컴컴컴컴컴컴컴컴� � � � 旼컴컴컴컴컴컴컴컴컴컴컴컴컴켸 旼컴컴컴컴좔컴컴컴컴� � Program Output � � 컴컴컴컴컴컴� � � Sorted Files � � 컴컴컴컴컴컴� � � Merged Files � � 컴컴컴컴컴컴� � � Print Reports � � 컴컴컴컴컴컴� � � Unlimited � � Management � � 컴컴컴컴컴컴� � 읕컴컴컴컴컴컴컴컴컴� To print this file Press the letter P