Horizon Software L.L.C. PO Box 549 Helena, AL 35080 CompuServe 73501,1305 (205) 525-5333 User's Guide Registered Version DISCLAIMER OF WARRANTY THIS SOFTWARE AND MANUAL ARE SOLD "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE THOROUGHLY TESTED WITH NON-CRITICAL DATA BEFORE RELYING ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF USING THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF PURCHASE PRICE. Table Of Contents Overview ............................................ 3 Create Invoice ....................................... 4 Print Invoice ....................................... 5 Products & Services .................................. 6 Clients Records ...................................... 7 Address Book ......................................... 7 Edit Report Header ................................... 8 Set Date ............................................. 8 About ................................................ 8 Setting Default Printer............................... 9 LATE Breaking NEWS ................................... 10 OVERVIEW Because Bob's Invoice Program is a relational database, Invoices can be created and printed in more than one way. You go to each menu item and setup your client database and product and service data. Then go to Create Invoice and add data directly to your invoice from both the Client Database and Product & Service Database. Or you can simply select Create Invoice and add records to both the Client Database and Service Database as you create your invoice. You also have two choices when it comes to printing your in- voices. You can select Print Invoice from the MAIN MENU, Or you can press [F8] from the Invoice Form. Some printers can not print out graphics. For this reason both a graphic invoice or plain invoice may be selected at print time. Multiple printers are supported. If you have more than printer connected to your computer - at print time you can send your invoice to any printer you would like by selecting the port your printer is connected to. Invoices may be displayed on screen. Use the arrow keys to move about displayed invoice. Invoices may also be sent to a DOS file. CREATE INVOICE Selecting this item from the MAIN MENU will display a blank invoice form. Press [enter] on the CUS# field and a list of all your Customers will be displayed. Select a Customer from the list by placing the highlight bar over the Customers name and pressing [enter]. Your Customers ID, Name , Address and Tax information will be displayed on screen. Next enter an Invoice number, press [enter] and the curser movers down to the SHIPPING field. If your charge for shipping enter the cost here. The curser is now on the main body of the invoice. Press [enter] to display a list of Products and Services. To enter a product or service to your invoice - place the highlight bar over a product or service and press [enter]. **If no product or service listings have been added to your Product and Service database - they may be entered from here as you go along.** You will now be prompted for the number of this item your custom- er is buying or the amount of time you are billing for. **Time should be entered as a decimal** As you enter each item to your invoice the total will update and be displayed on screen. When you are done adding items to the invoice form, press [F8] to print out your invoice. PRINT INVOICE Select this item from the MAIN MENU to print out a previously created invoice. After press [enter] on PRINT INVOICE, you will be prompted for your Customers id and invoice number. Press [enter] on the first field for a list of Customers. Enter an invoice number into the next field and press [enter] If no matching invoices are found and error message will be displayed. ==================================================================== ***The following works the same when pressing [F8] from the invoice form.*** A choice box will offer both the graphic invoice and the plain invoice. Select one then press [enter]. As the invoice is being formatted and created a status box will be displayed showing the number of lines and pages of the in- voice. On most short invoices the numbers will remain at zero. After the invoice has been formatted a menu will offer the choice of sending your invoice to a DOS file. To your printer. Or dis- played on screen. DOS FILE: If you select this item you will be prompted for a file name. **You may also include a path** PRINTER: If you select this item a form will ask you how many copies you need printed and what printer you would like to use. (if you have more than one connected to your system) Select the LPT or COM port your printer is connected to. Press [enter]. **On some computers selecting PRN will create a DOS file called PRN in the current directory** PRODUCTS & SERVICES It is here you setup your database of billing items to be placed in your invoice. Selecting this item from the MAIN MENU will display a scroll table of all the product and services entered to date. If none have been added a blank entry form will be displayed over the table. Enter an ID for your product or service. The cost per unit. And a description. Press [enter] and the item will appear on the scroll table. [INSERT] or [INS] Adds new items. [ENTER] Lets you edit the highlighted item. [DELETE] Erases the highlighted item. **If you would like to a note to your invoice, ie: PAID IN FULL , THANK YOU FOR YOUR BUSINESS, 30 DAYS PAST DUE etc. You can do so by adding items to your Product and Service Database with the above in the description field. However you must assign them an ID** CLIENT RECORDS Select this item from the MAIN MENU to add, edit and delete clients and Customers from your database. Pressing [enter] on this item will display a scroll table listing all your Customers. If none have been added a blank customer form will be displayed. After filling out the customer form press [enter] to save, and the Customers name will then be displayed in the scroll table. [INSERT] or [INS] to add new Customers to the list. [ENTER] to edit the highlighted Customers file. [DELETE] to erase the highlighted Customers file. ADDRESS BOOK Selecting this item from the MAIN MENU will display Customers name and telephone number in an address book fashion. Press [enter] on this item will display a scroll table listing all your Customers and their telephone numbers. [ENTER] to display the highlighted Customers file. [DELETE] to erase the highlighted Customers file [INSERT] to add a new customer to database. EDIT REPORT HEADER Select this item from the MAIN MENU to change the information printed on the invoice header. And the name and company name displayed on your screen. SET DATE This item can be found under Options. Select this item to change the computer date. Please note that on some of the older XT class computers this function might not work. Press [enter] on this item to change the systems date. Enter a new date in the blank space under the current date and press [enter]. The systems date will now reflect the date you just entered. ABOUT This item displays the current version and copyright notice. Also Tech Support Email - Telephone numbers and mailing address. SETTING UP DEFAULT PRINTER This item is found under OPTIONS. By selecting a default printer you can print out near letter quality invoices. Select Set Up Printer from the OPTIONS Menu and press [enter] A menu will offer a list of Dot Matrix or Laser Printers. Select Dot Matrix is you are using a Dot Matrix Printer. Select Laser if you are using a Laser Printer. Which ever item you select a list of printers will be displayed. To find your printer type the first letter of your printers name. The highlight bar will move to the closest match. Or you can scroll the list using your arrow keys. Once you find your printer, place the highlight bar over it and press [enter] . This is now your default printer. If you printer is not listed - select a "work a like" . This would be the printer your printer emulates. (See your printer manual) Or select GENERIC PRINTER from the list. When you select a default printer you are telling the program you want top quality printed invoices. NLQ always prints slower than DRAFT. To print in DRAFT mode select GENERIC from the list of Dot Matrix Printers. If your printer is not listed and you can't find your printers owner manual - try either IBM or Epson if your printer is a Dot Matrix. Or one of the HP's if your printer is a Laser. LATE BREAKING NEWS: Multi Tax Rates: Each Customer can be assigned two tax. If you only Need one - don't worry about the other. Only fill in the one you need. Customer Discounts: A discount can now be added to each invoice on the fly. Both taxes will will be applied to the subtotal after the discount is taken. Full Page Invoices: Full page invoices use a standard 8.5x11 sheet of printer paper to print out your invoice. This is the most common. Flexi Invoices: Flexi invoices adjust to the number of items you list on your invoice. Flexis are used for short invoices and multi page invoices.