5. GETTING STARTED WITH DAC EASY PURCHASE ORDER TRANSACTIONS SCREEN 5-1: DAC EASY ACCOUNTING /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING M A I N M E N U 1. FILE UTILITIES 2. GENERAL LEDGER 3. ACCOUNTS RECEIVABLE 4. ACCOUNTS PAYABLE 5. PURCHASE ORDERS 6. BILLING 7. INVENTORY 8. REPORTS 9. FORECASTING 10. END PERIOD ROUTINES 11. FILE CREATION AND MAINTENANCE 99. EXIT TO DOS ENTER YOUR SELECTION: \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION:". To me, it shows that the computer expects me to choose an option. This is the main menu or the screen from which we enter, exit and proceed through the program. We will always return to this screen to proceed to another option. Next, I want to choose option number 5, "PURCHASE ORDERS". TYPE: 5 PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: Return with the purchase order menu. Comments / Questions: 5.1. PURCHASE ORDERS OPERATION Although not apparent at first glance, "PURCHASE ORDERS" is an important operation. This operation controls accounts payable and inventory through the "ENTER MERCHANDISE RECEIVED" operation. This may not seem so important but remember, inventory and accounts payable cannot be keyed in directly through the GL transaction file as they are part of the GL/Interface files and are controlled exclusively through their own program routines. 5.1.1. GL PROGRAM FEATURE TROUBLESOME AT TIMES I find that the GL Interface program feature is troublesome at times. Although the program feature is designed to control the important functions of inventory, accounts receivable and accounts payable and not allow unbalanced journal entries to unrelated accounts, it may become troublesome when there are errors requiring adjusting entries. When adjusting entries are required they cannot simply be entered and posted through the GL, they must be entered trough their individual programs, and if the correcting journal entries are not to accounts within the program, posting sometimes results in errors due to program quirks. There should be some type of feature allowing adjusting entries to these accounts to be entered directly through the GL. SCREEN 5-2: Return with the purchase order menu /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING PURCHASE ORDER MENU 1. ENTER PURCHASE ORDERS 2. ENTER MERCHANDISE RECEIVED 3. ENTER RETURNS 4. PRINT PURCHASE ORDERS 5. PRINT MERCHANDISE RECEIVED 6. PRINT RETURNS 7. PRINT PURCHASE JOURNAL 8. POST PROCESS 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the "PURCHASE ORDER MENU". To me, it shows that the purchase order options are, and that we have entered the purchase order menu. Next, I want to choose option number 1, "ENTER PURCHASE ORDERS". TYPE: 1 PRESS: [<-'] Enter/Return key Comments / Questions: 5.2. ROUTINE FOR ENTERING PURCHASE ORDERS You will be able to enter purchase orders through this routine. You can also prepare purchase orders for non-inventory items. 5.2.1. PURCHASE ORDER PROGRAM CONTROL The purchase order program will control all merchandise purchased with the first three routines. Vendors must have been set up previously in routine 11.4 "SET UP VENDOR FILE" and inventory must have been set up in routine 11.5 "SET UP PRODUCT FILE" or the system will not accept the information. SCREEN 5-3: PURCHASE ORDER # /-----------------------------------------------------------------------------\ PURCHASE ORDER # VENDOR CODE REMARKS NAME ADDRESS CITY VIA FOB DISC.DAYS DISC.% DUE DAYS YOUR REFERENCE # OUR REFERENCE # ======================================================================== INVENTORY # DESC. ORDERED PRICE DISC. EXTENDED ======================================================================= ======================================================================== SUB-TOTAL SALES TAX TOTAL ADV.REF. ADVANCE $ NET TO PAY \-----------------------------------------------------------------------------/ Look at the screen, and find the "PURCHASE ORDER #". To me, it shows that the computer expects me to either enter a number to edit an existing purchase order or strike the return to have the next available number entered automatically. Next, I want to have the number entered automatically by striking the return. Since this is our first purchase order the number 1 will be entered automatically if the purchase order starting number is set in routine 7.11 (see comment 1 below for further details). PRESS: [<-'] Enter/Return key Comments / Questions: 5.3. PURCHASE ORDER # Notice the screen heading "PURCHASE ORDER #". The number will be entered automatically by striking return. The only time you would enter a purchase order number is if you wished to cancel or edit a previously entered purchase order. To edit a purchase order you need to enter the number of the purchase order that you wish to edit. After entering the number and pressing the return you will receive a message "DO YOU WANT TO EDIT(Y/N)?", answer Y, in capitals, and proceed to make the desired changes, to cancel, answer N, in capitals, and the program will return with "DO YOU WANT TO CANCEL?(Y/N)", answer Y, and the purchase order will be canceled. The starting number is set by adding one to the last purchase order issued, which is entered in routine 7.11. If this is not done the default is one. This is useful feature for an established company, since our example is a new company we will press the return and use the default of one. SCREEN 5-4: PURCHASE ORDER # 00001 /-----------------------------------------------------------------------------\ PURCHASE ORDER # 00001 VENDOR CODE 01 REMARKS NAME RODRIGUEZ CO. ADDRESS 16 W.52ND STREET CITY MIAMI FL 33135 VIA FOB DISC.DAYS 10 DISC.% 2.00 DUE DAYS 30 YOUR REFERENCE # OUR REFERENCE # ======================================================================== INVENTORY # DESC. ORDERED PRICE DISC. EXTENDED ======================================================================== ======================================================================== SUB-TOTAL SALES TAX TOTAL ADV.REF. ADVANCE $ NET TO PAY \-----------------------------------------------------------------------------/ Look at the screen, and find the "00001" after the "PURCHASE ORDER #". To me, it shows that the purchase order number was automatically entered by the program. Notice the "VENDOR CODE", when we type in the vendor's number the vendor's name, address, and payment terms will be entered automatically if the vendor file exists, if not the code number will be rejected. Next, I want to complete the purchase order by typing in the remaining information. TYPE: (Type in the remaining information,and strike the return after each entry) PRESS: [<-'] Enter/Return key Comments / Questions: 5.4. VENDOR'S INFORMATION After striking the return after the "PURCHASE ORDER #", type in the vendor code and strike the return again. The program will return with the vendor's name, address, and payment terms. It is necessary that the vendor's name be in the file, to do this you should have previously coded in the vendor in option 11.4. 5.4.1. NEXT ITEM IS REMARKS The next item we will type in is "REMARKS", if we have any. We are allowed three lines and each line can have as many as 25 alphanumeric characters. 5.4.1.1. SHIPPING INFORMATION LINE Next, there is the shipping information line. In "SHIP VIA" you can enter up to 10 alphanumeric characters for the desired method of shipment. In "FOB" you can enter up to 10 alphanumeric characters for the city where the freight originates. 5.4.1.2. DISC. DAYS, DISC %, AND DUE DAYS The "DISC. DAYS, DISC.%, and DUE DAYS" information is automatically entered form the data set up in the accounts in the vendor files. These fields may be edited if the terms of are different from those in the vendor file, if you do not wish to edit simply strike the return. SCREEN 5-5: PURCHASE ORDER # 00001 /-----------------------------------------------------------------------------\ PURCHASE ORDER # 00001 VENDOR CODE 01 REMARKS NAME RODRIGUEZ CO. LAST SHIPMENT DID ADDRESS 16 W.52ND STREET ARRIVE ON TIME. CITY MIAMI FL 33135 VIA THEIR TRUCK FOB MIAMI DISC.DAYS 10 DISC.% 2.00 DUE DAYS 30 YOUR REFERENCE # OUR REFERENCE # 00001 ======================================================================== INVENTORY # DESC. ORDERED PRICE DISC. EXTENDED ======================================================================== 100 GIZMOS 2500.000 10.000 0.00 25000.000 T ======================================================================== SUB-TOTAL SALES TAX TOTAL ADV.REF. ADVANCE $ NET TO PAY 25000.00 0.00 25000.00 0.00 25000.00 \-----------------------------------------------------------------------------/ Look at the screen, and find the "25000.00" under the "NET TO PAY". To me, it shows that the amount to pay has been calculated automatically, and the purchase order has been completed. Next, I want to return to the purchase order menu, to do so, I will press return to end the screen, then press escape to return to the purchase order menu. PRESS: [<-'] Enter/Return key,then [Esc] Escape key Comments / Questions: 5.5. INVENTORY NUMBER After the information was entered as described in the preceding screens, the next information that must be entered is the inventory number, which must be on file also, (it must have been keyed in using routine 11.5). After the inventory number has been entered the product name and price will be listed. (The price can be edited if different from the price in the product file). You may enter comments by entering 0 instead of an inventory number and type in the special comments. You can also enter up to 20 special codes created in the GL Interface Table in routine 11.7. The codes can be numbered 1-20, according to routine 11.7, and can be for special charges such as freight, insurance and similar items. To enter these items type the word "CODE", all in capitals, in the "INVENTORY #" field, press return and enter the desired code. If the code has not been created previously, it will be rejected. Once the amount ordered is entered the remaining operations are calculated auto- matically by the program. To end the entries in the inventory field type in a capital "T". If an advance payment is required, it is entered by the user under "ADVANCE", and the remaining calculations are made by the program. SCREEN 5-6: DAC EASY ACCOUNTING /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING PURCHASE ORDER MENU 1. ENTER PURCHASE ORDERS 2. ENTER MERCHANDISE RECEIVED 3. ENTER RETURNS 4. PRINT PURCHASE ORDERS 5. PRINT MERCHANDISE RECEIVED 6. PRINT RETURNS 7. PRINT PURCHASE JOURNAL 8. POST PROCESS 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION :". To me, it shows that the computer expects me to choose an option. Next, I want to choose the "ENTER MERCHANDISE RECEIVED" option, which is option 2. TYPE: 2 PRESS: [<-'] Enter/Return key Comments / Questions: 5.6. ROUTINE FOR RECEIVING MERCHANDISE ORDERED This routine is used for receiving merchandise ordered in the purchase order routine, 5.1, and it can also be used to record merchandise received that was not ordered through the purchase order system. This is the way an existing company would record it's inventory. 5.6.1. ENTER MERCHANDISE RECEIVED The "ENTER MERCHANDISE RECEIVED" option is one of the most important routines in the program. When merchandise is received the amount received less returns (explained in screen 9 to 11) is debited to inventory and credited to accounts payable. This is the main routine for both of these GL Interface transactions. These amounts cannot be entered directly in the GL as the program only allows journal entries through their own special routines. SCREEN 5-7: MERCHANDISE RECEIVED FROM PURCHASE ORDER # /-----------------------------------------------------------------------------\ MERCHANDISE RECEIVED FROM PURCHASE ORDER # VENDOR CODE REMARKS NAME ADDRESS CITY VIA FOB DISC.DAYS DISC.% DUE DAYS YOUR REFERENCE # OUR REFERENCE # ======================================================================== INVENTORY # DESC. ORDERED RECEIVED BACK-ORD. PRICE DISC. EXTENDED ======================================================================== ======================================================================== SUB-TOTAL SALES TAX TOTAL ADV.REF. ADVANCE $ NET TO PAY \-----------------------------------------------------------------------------/ Look at the screen, and find the "MERCHANDISE RECEIVED FROM PURCHASE ORDER #". To me, it shows that the computer expects me to enter the purchase order number from which we received the merchandise. Next, I want to tell the computer that we received merchandise from purchase order #1, and complete the rest of the routine. TYPE: 1 PRESS: [<-'] Enter/Return key Comments / Questions: 5.7. PURCHASE ORDER NUMBER WE RECEIVED MERCHANDISE FROM The routine follows the same procedures outlined previously except that we enter the purchase order number that we received merchandise from. If the purchase order is not on file it will be rejected. If we press return the system will automatically assign a purchase order number. We would do this to enter the inventory for an established company. 5.7.1. ENTER THE VENDOR CODE The next step is to enter the vendor code and the system will respond with the vendor's name, address, and discount information. This follows the same procedures as the purchase orders. After entering the related information, the next step is to enter inventory, inventory #, etc. Again if the inventory is not in the system the program will reject it. SCREEN 5-8: MERCHANDISE RECEIVED FROM PURCHASE ORDER # 00001 /-----------------------------------------------------------------------------\ MERCHANDISE RECEIVED FROM PURCHASE ORDER # 00001 VENDOR CODE 01 REMARKS NAME RODRIGUEZ CO. LAST SHIPMENT DID ADDRESS 16 W.52ND STREET ARRIVE ON TIME. CITY MIAMI FL 33135 VIA THEIR TRUCK FOB MIAMI DISC.DAYS 10 DISC.% 2.00 DUE DAYS 30 YOUR REFERENCE # 91749P OUR REFERENCE # 1000 ======================================================================== INVENTORY # DESC. ORDERED RECEIVED BACK-ORD. PRICE DISC. EXTENDED ======================================================================== 100 GIZMOS 2500.000 2500.000 00.000 10.000 0.00 25000.00 ======================================================================== SUB-TOTAL SALES TAX TOTAL ADV.REF. ADVANCE $ NET TO PAY 25000.00 0.00 25000.00 0.00 25000.00 \-----------------------------------------------------------------------------/ Look at the screen, and find the "NET TO PAY". To me, it shows that the operation has been completed and the program has automatically calculated the amount. Next, I want to return to the purchase order menu, to do so, I will press return to end the screen, then press escape to return to the purchase order menu. PRESS: [<-'] Enter/Return key,then [Esc] Escape key Comments / Questions: 5.8. DEBIT INVENTORY AND CREDIT ACCOUNTS PAYABLE This is a very important process because through this operation the related entries to inventory and to accounts payable are made. When this process is completed and posted the system will debit inventory and credit accounts payable. SCREEN 5-9: DAC EASY ACCOUNTING /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING DAC EASY ACCOUNTING PURCHASE ORDER MENU 1. ENTER PURCHASE ORDERS 2. ENTER MERCHANDISE RECEIVED 3. ENTER RETURNS 4. PRINT PURCHASE ORDERS 5. PRINT MERCHANDISE RECEIVED 6. PRINT RETURNS 7. PRINT PURCHASE JOURNAL 8. POST PROCESS 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION :". To me, it shows that the computer expects me to choose an option. Next, I want to choose "ENTER RETURNS", which is option 3. TYPE: 3 PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: Return with the "ENTER RETURNS" routine. Comments / Questions: 5.9. RETURN MERCHANDISE NOT WISH TO KEEP This routine is used to return merchandise that we do not wish to keep, such as damaged merchandise, goods sent by mistake, or goods which are sent with the wrong price. 5.9.1. AFFECTS ACCOUNTS PAYABLE This is an important process, because this is one of the operations from where inventory reads its reductions, and also affects accounts payable. SCREEN 5-10: Return with the "ENTER RETURNS" routine /-----------------------------------------------------------------------------\ PURCHASE RETURN # VENDOR CODE REMARKS NAME ADDRESS CITY VIA FOB DISC.DAYS DISC.% DUE DAYS YOUR REFERENCE # OUR REFERENCE # ======================================================================== INVENTORY # DESC. RETURNED PRICE DISC. EXTENDED ======================================================================== ======================================================================== SUB-TOTAL SALES TAX TOTAL \-----------------------------------------------------------------------------/ Look at the screen, and find the "PURCHASE RETURN #". To me, it shows that the computer expects me to enter a number or strike return for the next available number. Next, I want to complete the rest of the purchase return. TYPE: (Type in the remaining information, and strike the return after each entry) PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: Enter the next available purchase return number. Comments / Questions: 5.10. MERCHANDISE TO DEDUCT FROM INVENTORY The operation of this routine is the same as the one outlined previously. We will strike the return for the next available purchase return number, or type in the number of the purchase return that we wish to edit or cancel. The merchandise is entered in the same manner, however the program will read it as merchandise to deduct from inventory and also reduce the accounts payable. 5.10.1. NO ADVANCES AND REF. Notice also that there is no "ADVANCES" and "REF.", these items, as mentioned previously, relate to advance payments, since these are returns, there are no advance payments. Using the same procedure for these operations makes this part of the program easy to learn. SCREEN 5-11: Enter the next available purchase return number /-----------------------------------------------------------------------------\ PURCHASE RETURN # 00001 VENDOR CODE 01 REMARKS NAME RODRIGUEZ CO. CARTONS ARRIVED OPEN ADDRESS 16 W.52ND STREET AND BROKEN. CITY MIAMI FL 33135 VIA FOB MIAMI DISC.DAYS 0 DISC.% 0.00 DUE DAYS 30 YOUR REFERENCE # OUR REFERENCE # 1000 ======================================================================== INVENTORY # DESC. RETURNED PRICE DISC. EXTENDED ======================================================================== 100 GIZMOS 100.000 10.000 0.00 1000.00 T ======================================================================== SUB-TOTAL SALES TAX TOTAL 1000.00 0.00 1000.00 \-----------------------------------------------------------------------------/ Look at the screen, and find the "TOTAL". To me, it shows that the computer has automatically calculated the amount, and the routine is completed. Next, I want to return to the purchase order menu. PRESS: [<-'] Enter/Return key,then [Esc] Escape key Comments / Questions: 5.11. BLANK PURCHASE ORDER We will press return and another blank purchase order screen will appear, then we will press escape to return to the purchase order menu. 5.11.1. CONTROL FEATURE Only being able to use these routines to enter inventory and accounts payable is a control feature, but, in the case of an adjusting entry we would have to use these routines to make the entry. This I find to be troublesome, there is no way to enter adjusting entries through the GL. Adjustments must be entered through this routine which is time consuming as compared to making a simple adjusting entry. SCREEN 5-12: DAC EASY ACCOUNTING /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING PURCHASE ORDER MENU 1. ENTER PURCHASE ORDERS 2. ENTER MERCHANDISE RECEIVED 3. ENTER RETURNS 4. PRINT PURCHASE ORDERS 5. PRINT MERCHANDISE RECEIVED 6. PRINT RETURNS 7. PRINT PURCHASE JOURNAL 8. POST PROCESS 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the " ENTER YOUR SELECTION :". To me, it shows that the computer expects me to choose an option. Next, I want to do routines 4, 5, 6 and 7 which are " PRINT PURCHASE ORDERS, PRINT MERCHANDISE RECEIVED, PRINT RETURNS, and PRINT PURCHASE JOURNAL", respectively. I will print these individually since each has their own separate routine, although the print routines are basically the same. TYPE: 5 PRESS:[<-'] Enter/Return key AND THE SYSTEM WILL: Return with option 5, "PRINT MERCHANDISE RECEIVED". Comments / Questions: 5.12. POST PROCESS I will go through one routine, 5. 5, as all print routines are similar. Routines 5.4., 5.5, 5.6, and 5.7 must all be done before routine 5.8, "POST PROCESS", or the system will not accept the post information. SCREEN 5-13: Return with option 5 /-----------------------------------------------------------------------------\ PRINT MERCHANDISE RECEIVED DO YOU WANT TO REPRINT? (Y/N): NUMBERS FROM : TO : PRE-PRINTED FORMS ? : DATE TO BE PRINTED? (YYMMDD) : \-----------------------------------------------------------------------------/ Look at the screen, and find the "DO YOU WANT TO REPRINT? (Y/N) :". To me, it shows that the computer is asking me several questions that I must answer before I can print. To answer the questions I can answer them individually by typing in a response or I can strike the return for each question and the computer will read the default values. Next, I want to enter the default values by striking the return. PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: Return with the default values. Comments / Questions: 5.13. PRINT MORE THAN ONCE The first question refers to whether I want to print more than once. By striking the return the program will read the default of no. The second question refers to which purchase orders I wish to print, if I only wished to print certain numbers. The default is all of the purchase orders. The third question refers to whether we are using preprinted forms, the program gives us two choices, we can print on seven inch forms or on eleven inch forms, we will answer either "7" or "11". The default is eleven inches. The fourth question refers to the date to be printed, notice the format YYMMDD, this refers to year-month-day. If no date is specified it will print the default date which is the date that the user typed in at the original DOS prompt when the computer was booted. This is why it is important to enter the date properly and not strike the return at the date prompt, which will give the default date of DOS. These same questions are followed for the other options, 5.4, 5.5, and 5.7. SCREEN 5-14: Return with the default values /-----------------------------------------------------------------------------\ PRINT MERCHANDISE RECEIVED DO YOU WANT TO REPRINT? (Y/N): NUMBERS FROM : TO : PRE-PRINTED FORMS ? : DATE TO BE PRINTED? (YYMMDD) : 860401 Processing... PRESS + TO PAUSE PRINTING \-----------------------------------------------------------------------------/ Look at the screen, and find the "Processing...". To me, it shows that the computer is processing the information and this is also the message that appears when it is printing. Notice also the message on how to pause printing, and the default values assigned particularly the date which is the date that was typed in at the DOS prompt. Next, I want to return to the purchase order menu, after printing out the forms and examining them. PRESS: [Esc] Escape key AND THE SYSTEM WILL: Return to the purchase order menu. Comments / Questions: 5.14. SAMPLE FORMS Follow the same procedure for each routine 5.4, 5.5, 5.7. On the following pages are sample forms. Purchase orders print out in the same format as they appear in the program. These following examples are facsimiles of the way the real ones print out since they print out on condensed print and are too large to be viewed on the CRT screen. Possibly for this reason they are not visible to the user, however help messages do appear to inform the user, particularly error messages warning the user to make a back up of the files and try again. Following are the facsimiles print outs of routine 5.5, "PRINT MERCHANDISE RECEIVED", and routine 5.6 "PRINT PURCHASE JOURNAL". SCREEN 5-15: Return to the purchase order menu /-----------------------------------------------------------------------------\ JUAN, BOMB & FERUT INC. 6405 SANTONA STREET MIAMI FL 33146-3147 (305) 665-7882 P. ORDER RECEIVED PURCHASE TO:O1 REMARKS RODRIGUEZ CO. LAST SHIPMENT DID JR ARRIVE ON TIME. 16 W. 52ND STREET MIAMI FL 33135 DATE ; 04/01/86 No. 00001 DUE DATE:5/01/86 ======================================================================== SHIP VIA THEIR TRUCK F.O.B. MIAMI DISC.DAYS 10 DISC.%2 NET DAYS 30 ======================================================================== INVENTORY# DESCRIP. ORDERED RECEIVED BACK ORDER UNIT PRICE DISC.% EXT. ======================================================================== 100 GIZMOS 2500.00 2500.00 10.00 25000.00 TOTAL 25000.00 NET TO PAY 25000.00 ======== \-----------------------------------------------------------------------------/ Look at the screen, and find the "PURCHASE TO:". To me, it shows that the computer has printed out the total of purchase orders received. Notice the "01" following the "PURCHASE TO:", this refers to the vendor code, or to which vendor the merchandise was returned to. Notice the "NET TO PAY", this is the total amount that must be paid from purchase orders received, this routine does not take returns into consideration. Next, I want to view the "PURCHASE JOURNAL REPORT", which is the total of all transactions through the purchase order system. Comments / Questions: 5.15. TITLE OF THE COMPANY MUST BEEN DEFINED Notice the title of the company,this will automatically print out but must have been defined in routine 11.6. SCREEN 5-16: JUAN, BOMB & FERUT INC. /-----------------------------------------------------------------------------\ JUAN, BOMB & FERUT INC. DATE : 4-01-86 PAGE : 1 TIME : 09:55 PURCHASE JOURNAL REPORT P.O. RET. TYPE NO. V.C. NAME DATE GROSS TAX TOTAL ------------------------------------------------------------------------ PURCHASE 00001 01 RODRIGUEZ CO. 04/01/86 25000.00 0.0 25000.00 RETURN 00001 01 RODRIGUEZ CO. 04/01/86 1000.00 0.0 1000.00 TOTALS : 24000.00 0.0 24000.00 \-----------------------------------------------------------------------------/ Look at the screen, and find the "DATE". To me, it shows that the computer has printed the totals of the transactions for this date, which is the date that was entered at the date prompt. This is another reason why it is important to enter the date correctly. Next, I want to view page two of the "PURCHASE JOURNAL REPORT". Comments / Questions: 5.16. TOTAL OF EACH PURCHASE RECEIVED AND RETURNED This report prints the total of each purchase received and returned. The next report is a summary of each miscellaneous code and product included in the purchase order received and returns. Purchase orders are not included in these reports because they do not represent an accounting value. 5.16.1. DATE AND TIME Notice the date and time. This is the date and time we entered at the DOS prompt* when we started the program. If we had typed in a specific date to print, it would have appeared, and the program would have printed out the transactions for that date. The time, however, would still be the time we typed in at the DOS prompt. *(The time progressed from the time we typed in at the DOS prompt. When we typed in the time, we started the computer's "clock". As we progressed through the program the time also progressed. This would be the time that we actually made the print out). The program uses the total amount to make a balancing journal entry to accounts payable and to inventory. SCREEN 5-17: JUAN,BOMB, & FERUT INC. /-----------------------------------------------------------------------------\ DATE : 4-01-86 JUAN,BOMB, & FERUT INC. PAGE : 2 TIME : 09:55 PURCHASE JOURNAL REPORT SUMMARY BY INVENTORY AND CODE INVENTORY# DESCRIPTION UNITS AMOUNT AVG. P/UNIT ------------------------------------------------------------------------ 100 GIZMOS 2400.00 24000.00 10.000 TOTALS :24000.00 \-----------------------------------------------------------------------------/ Look at the screen, and find the "SUMMARY BY INVENTORY AND CODE". To me, it shows that this report is a summary of each miscellaneous code and product included in the purchase order received and returns, and is a summary of the purchase process. Next, I want to return to the purchase order menu to view the "POST PROCESS" option. Comments / Questions: 5.17. THREE INFORMATIONAL SCREENS These past three screens have simply been informational screens, we will return to the purchase order menu from the escape command in screen 14. SCREEN 5-18: DAC EASY ACCOUNTING /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING PURCHASE ORDER MENU 1. ENTER PURCHASE ORDERS 2. ENTER MERCHANDISE RECEIVED 3. ENTER RETURNS 4. PRINT PURCHASE ORDERS 5. PRINT MERCHANDISE RECEIVED 6. PRINT RETURNS 7. PRINT PURCHASE JOURNAL 8. POST PROCESS 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION :". To me, it shows that the computer expects me to choose an option. Next, I want choose option 8, "POST PROCESS". TYPE: 8 PRESS: [<-'] Enter/Return key Comments / Questions: 5.18. POSTING PROCESS We have returned to this screen from screen 14, the preceding screens were informational. Before proceeding with the posting process the routines from 5.4 to 5.7 must have been printed, otherwise the information will be excluded from the posting process. Also make sure to make back-up copies of the files before posting, to prevent loss of files due to power or hardware failure. SCREEN 5-19: POST PROCESS /-----------------------------------------------------------------------------\ POST PROCESS WARNING: BEFORE YOU RUN THIS ROUTINE BE SURE YOU HAVE: - ENTERED ORDERS AND/OR RETURNS - PRINTED ORDERS AND/OR RETURNS - PRINTED THE JOURNAL - BACKUP OF ALL FILES TO PREVENT ANY POWER OR HARDWARE FAILURE DO YOU WANT TO POST NOW? (Y/N) \-----------------------------------------------------------------------------/ Look at the screen, and find the "DO YOU WANT TO POST NOW? (Y/N)". To me, it shows that the computer expects me to answer the question as to whether I want to post or not. Before posting make sure that routines 5.4 through 5.7 have been printed or the process will not accept the information, also make sure to make a back-up copy of the files before posting because due to several factors such as a power surge or a power loss the information may be lost, or errors in the posting process may cause the program to lose information. Next, I want to enter Y, after I have followed the preceding steps, and return to the purchase order menu. TYPE: Y PRESS: [<-'] Enter/Return key,then [Esc] Escape key AND THE SYSTEM WILL: Post, and when it is finished it will return to the purchase order menu. Comments / Questions: 5.19. STEPS IN POSTING Press return after typing "Y", and the system will post. When the process is finished press return and the system will return to the purchase order menu. 5.19.1. JOURNAL ENTRY TO THE GENERAL LEDGER The preceding routines will result in journal entry to the General Ledger of an inventory debit of $24,000 and an accounts payable debit of $24,000. SCREEN 5-20: Post /-----------------------------------------------------------------------------\ DAC EASY ACCOUNTING PURCHASE ORDER MENU 1. ENTER PURCHASE ORDERS 2. ENTER MERCHANDISE RECEIVED 3. ENTER RETURNS 4. PRINT PURCHASE ORDERS 5. PRINT MERCHANDISE RECEIVED 6. PRINT RETURNS 7. PRINT PURCHASE JOURNAL 8. POST PROCESS 99. RETURN TO MAIN MENU ENTER YOUR SELECTION : \-----------------------------------------------------------------------------/ Look at the screen, and find the "ENTER YOUR SELECTION :". To me, it shows that the computer expects me to choose an option. Next, I want to choose option 99, "RETURN TO MAIN MENU ". TYPE: 99 PRESS: [<-'] Enter/Return key AND THE SYSTEM WILL: Return to the main menu. Comments / Questions: 5.20. ROUTINES THAT AFFECT INVENTORY AND ACCOUNTS PAYABLE This is a very important routine, these are the main entries to inventory and accounts payable. Other routines that affect inventory and accounts payable are billing, 6.1 and 6.2, and inventory, 7.7 to 7.9. 5.20.1. DRAWBACKS TO CONTROL We have reviewed several routines which follow basically the same procedures, making them easy to learn for the user. However, a drawback is that any adjustments must go through these routines, and although designed as a control feature can be troublesome and time consuming. A feature that would be helpful would be allowing adjusting entries directly to the GL.