MILK MAN ***** EZ-TO-USE SOFTWARE FOR MILK HOME DELIVERY (We know there are a "MILK WOMEN" working out there too.) Table of Contents 1. General Warranty, License Information and Agreement.......... 1 Install information.......................................... 3 A quick summary of Milk Man.................................. 5 Features of each module...................................... 7 Main Menu Options............................................ 10 Income - (Free with registration)............................ 28 Expenses - (Free with Registration).......................... 31 Accounts Payable - (Free with registration).................. 36 Wages and Deductions - (Free with registration).............. 40 Information on low cost custom changes....................... 45 Operational tips and assistance.............................. 45 Disclaimer................................................... 54 WARRANTY AND USE AGREEMENT: This software and informational materials are provided "AS IS" without warranty or recourse for any and all results. If you use the software or informational materials, you agree to accept without warranty or recourse any and all results. If you do not agree to this, do not use the software. Also, see the disclaimer at the end of this file. 2. LICENSE INFORMATION: This software is owned by EZ Software and protected by United States Copyright Law. You are free to make one copy of the original disk and keep it for backup purposes. You also are free to use the software on one or more computers at your place of business. LICENSE AGREEMENT: You agree to take reasonable steps to prevent its unauthorized distribution or duplication. You may transfer the software to another party only if, all written materials and copies of the software are transferred to the other party, the party agrees to terms of this license and agreement, and you no longer retain or use the software. INSTALLATION INFORMATION: TO INSTALL: 1. Move to where the files are. 2. Type and enter: install 3. TO USE the system: At the DOS \ prompt, type and enter: ez You will get a three choice menu, and a prompt to type and enter 1, 2, 3, to start one of the three separate modules that make up the system. The modules are: EZROUTE : The Accounts, Price List, Delivery, and A/R module. EZX : The Income and Expenses module. (Free with Registration) EZPAY : The Payables and Wages module. (Free with registration) At installation, one Directory: C:\EZROUTE will be made, and 1 small .bat file (EZ.BAT), will be added to the C:\DIR. The system is designed for a 386/486 computer with hard disk. Your CONFIG.SYS file in the C:\ Directory, should have these 2 lines: FILES=20, and BUFFERS=20. The numbers can be bigger. 4. To look at that file, type and enter: type c:\config.sys To avoid conflicts with other software, run the system from DOS. A pin feed (dot matrix), printer is needed for labels or cards. The system can be used with a dot matrix printer or HP laser jet. A QUICK SUMMARY OF EZ ROUTE: The purpose of all modules is to save you time, increase your productivity, and improve your accuracy. Here's how EZ Route works: You add your accounts, delivery days, and route number to an accounts file. You add your current products and prices to a price list. To add charges to accounts, you select a delivery day and route number. 5. You also choose to add the charges for a month, for each week in the month, or for a day. Your computer brings up the accounts in route and stop order. You enter the price list item numbers of the products and the amounts delivered. You can enter payments and extra charges at that time. Your computer gets the product descriptions and prices, computes the totals, and posts the data to the Accounts Receivable (A/R), file for reports and bills. You enter the dates of a billing period. Your computer selects records from the A/R file, prepares the the bills, and prints them. 6. Charge, payment, and credit data is kept in the A/R file. It is used for reports, bills, aging reports, etc.. Account adjustments and payments and service charges also can be added separately. The system prints price lists, route book pages with price list items and blanks for entering deliveries, account lists, etc.. The other modules give you additional business tools. FEATURES OF EACH MODULE: The EZROUTE module contains the Accounts, Price List, Posting, Billing, and Reports programs. It features EZ to: - add, view, change account information. - fill in, modify, print a 50 or 100 item price list. - print route book pages with price list items. - add daily, weekly, monthly delivery charges to accounts. - add payments, other charges, credits to the A/R file. 7. - print bills (one to a page or two to a page). - get income, aging, and other reports. - print account listings and address labels. The EZX module contains Income and Expenses programs. (This module is free with the registered version.) The INCOME portion of the module features EZ to: - set up seven different income categories. - add-scan-fix income data. - get income reports for any time span. The EXPENSES portion of the module features EZ to: - add, scan, and fix and expense data. - add or modify 28 expense category names and numbers. - see screen-display of up to 28 expense categories in alphabetical order to help posting accuracy. - scan data as entered or by category for review and edit. - print lists of expenses for any or all categories for one or more months. 8. - print totals of expenses for any or all categories for one or more months. The EZPAY module contains Accounts Payable and Wage programs. (This module is free with the registered version.) The ACCOUNTS PAYABLE portion of the module features EZ to: - add accounts. - SCAN account information and balances. - add-fix-SCAN payable items with constant balance updating. - print reports of accounts and amounts payable. The WAGES AND DEDUCTIONS portion of the module features EZ to: - set up wage and deduction categories. - add-scan-fix Employee information. - add-scan-fix wage and deduction data. - total wage and deduction reports for one or more months. - print Employee wage and deduction reports. - print Employee data to help in W-2 preparation. - print Rolodex cards or 3 x 5 cards, and labels. 9. MENUS, SCREENS AND OPERATIONAL INFORMATION ON THE EZ ROUTE MODULE The following describes most of the menus and screens in the module. Depending upon the menu option selected, additional sub menus and screens may be presented. Also, the menus and screens shown here may not be exact replicas of the system's menus/screens. The objective is to show the basic menus and screens in general form, and provide operational tips and information. MAIN MENU OPTIONS 1 - Customer Accounts 2 - Customer Charges 3 - Invoicing & Bills 4 - Other Postings 5 - The Price List 10. 6 - Reports & Lists 7 - Set Up, Misc. 8 - E x i t Let's begin with option 7. With it you can set the computer's system date to a date of your choice. That allows you to add items when it is convenient for you. You can set the tax rate to be applied to taxable items. You can select to print one or two bills per page. You can select to use the words: invoice, statement, or bill, on bills. You also can select to use a 50 or a 100 item price list. There are blocks for entering your company name, address, phone, and fax numbers. There is enough space for entering additional information as well. The information will print on bills. You also can enter information on a "message line" that will print on the bottom of bills. It can be changed as you wish. If you use paper with your company name and logo pre printed on 11. the top of each page, you can leave the blocks for your name and address information empty. In most cases that should work OK. The system is desinged to work with a dot matrix printer or HP laser jet. Use option 1 to set up accounts. When adding accounts, you first get a screen that shows current accounts in list form. You can check it to see if the account you are going to enter is on file. The new account screen details are shown below. New Account # 1000 MON = 1 Deliver 1234567 RT ___ St ___ on days _______ Note_________ Taxable Account y/n _ Business Account y/n _ 12. Ph ___-___-____ Fax ____________ Name: _____________________________________ _____________________________________ _____________________________________ _____________________________________ Each delivery run, or route, must have a route number. The route number can be an existing one, or you can select one. When entering stop numbers, you may wish to number stops 3, 6, 9, and so forth rather than 1, 2, 3 and so forth. That will give you some open number to use as you gain more customers. The system brings up accounts in route and stop order. You can have stop numbers that are the same. In that case, the first one entered would always come up before the later one. You can enter one or more numbers, in any position, in the "Deliver on days" block. Monday is normally the first delivery 13. day of a week. As such, Monday = 1, Tuesday = 2 and so on. A name, address, and phone entry are required to set up an account. That data is needed for bills and making accounts receivable contacts on outstanding balances. The note block can be used to enter any note you wish to use to identify your customers in a special way. The note will show up on the computer screen when you enter delivered products, and it also will print on route book pages. For example, a customer gets a special price for a product. That product is item 10 on the price list at the regular price. The same product is item 51 at the special price. If you enter a 51 in the code block, that note will show up on computer screen when deliveries are input to alert you to a special price situation. Items are posted to the A/R file by item, amounts, description, 14. charge totals, and taxes if any. That data goes on bills. The name and address lines print single spaced on bills and well in from the left margin for use with window envelopes. The name entered on the Name line will print as entered on invoices and bills. For looking up account names, names will appear in alphabetical order if you enter y in the "Business y/n" block. The name EZ SOFTWARE will appear with the E's. Non business names will appear last-name-first. The name JOHN SMITH will appear with the S's and be shown as: SMITH, JOHN. You do not need to make a last-name-first entry for those account names. If you do not enter a y in the Business y/n block, the system will find the last name, and enter it last- name-first in the data field that is used in displaying account names. However, when printed, names will print as entered. 15. For example, John Smith will print as John Smith. MENU FOR POSTING DELIVERY AMOUNTS AND CHARGES 1=MON 2=TUE 3=WED 4=THU 5=FRI 6=SAT 7=SUN To set up a working file to use for posting delivery data to the A/R file for one MONTH or a day, enter a day __ & a Route # ___ to use. To set up a working file to use for posting one week's delivery data to the A/R file by WEEK enter a day __ & a route # ___ to use. To work on a working file that has been set up for posting, enter a day __ & Route ___ To dump a work file, enter a day __ & Rt ___ 16. To post payments and service charges to the A/R file, enter a day __ and a Route # ___ The delivery days and route numbers are used in setting up "working" files which are used for posting charges to accounts. When a "working" file is set up, it should be worked until all accounts in the file have been processed. However, you can stop working on a file, and then continue later if you wish. The computer will keep track of the accounts that have had any charges posted to them, and which are left to be processed. When you process the accounts in a "working" file, the Account number, name, deliver day, route, and stop will be shown on the screen. Price list items also will be displayed on the screen to assist in making accurate entries. 17. Blocks will be available for entering price list item numbers and the amounts of products delivered. The number of blocks made available for entering data varies with the type of "working" file you set up. if you will be adding data on a monthly basis, only one set of item number blocks and quantity blocks will be available. If you will be adding data for each week, blocks for each week will become available. The computer will get the description information of the products, and post it and the charge totals for the products to accounts. If you will be adding data for each week during a month, each week's posting will carry the delivery date for that week. When setting up a "working" file, you will be asked for the date of the first occurrence in the month of the delivery day of the week you entered. That date will be used as the basis for adding delivery dates to the A/R file entries. 18. Be very careful when entering data. Once you have entered data in blocks on the screen, check them carefully. Once, you save that data, you will not be able to reinput it as it and any charge is posted to the A/R file when you save the data. Mistakes can be adjusted by making an adjustment in the A/R file using Main Menu option 4, Other Payments. You can change or blank out individual entries, or add new items and mark them as corrections. See page 25 below. MONTHLY BILLING SCREEN Enter dates & PgDn for bills for all accounts. Select postings for: __/__/__ thru __/__/__ mo dy yr mo dy yr To restart print run, enter an Account # ____ 19. To print one bill, enter dates above and also enter the Account # here............ ____ To print labels for billed accounts, enter p _ The print file will be in Route and Stop order. Only accounts with a bal. or activity get a bill. PARTIAL SCREEN OF THE PRICE LIST Enter data, then press PgDn / PgUp. To update the price list, press u and PgUp. Press x and PgUp to abort. Item Product Price Tax (y if) 1 - _______________________________ ____.___ _ 2 - _______________________________ ____.___ _ 20. 3 - _______________________________ ____.___ _ You can set up a 50 or 100 item price list. High volume items should be near the front of the list. Also, you should consider grouping similar items together. Leave some spaces between items or groups as you can expect products to be added from time to time that will be similar to existing ones. It is important that you spend considering time on the placement of products on the list. You may wish to group items with discounted prices with other items with like discounts. They can be placed in the 40's, 50's etc.. That will help identify special priced items when recording orders and posting them to the accounts. Price list changes should be made at the start of a month or after all daily order data has been added to the A/R file for use in preparing bills. 21. MENU FOR ADDING PAYMENTS/CHARGES/CREDITS a = Add or Update Line Items b = Scan Line Items as Entered c = Age Open Items 15/30/60/90 d = Scan/Print Aged Item Totals e = Dump Old AR File Records If you select option "c", you are given the option of which date to use to determine what outstanding amounts are over 15/30/60/90 days. You can then use option "d" to view or print the aged amounts. That data can be used to identify those accounts that may need to be looked at more closely. If you select option "a", you will first be presented with a list of account names and numbers for use in identifying the account you want. The accounts will be in alphabetical order as stated above. Selection is made by account number or phone number. 22. Once an account is selected, you can: 1. add one or more new line items, or 2. change or update individual line items, If you wish to add new items, you get the following: SCREEN FOR ADDING LINE ITEM PAYMENTS, CHARGES, AND CREDITS Payments-Charges-Credits on Account # _____ Name................. Item Payment Notes that print on bill. Charge Credits Tax 4001 _____.__ _________________________ _____.__ ____.__ _ 4002 _____.__ _________________________ _____.__ ____.__ _ 4003 _____.__ _________________________ _____.__ ____.__ _ 4004 _____.__ _________________________ _____.__ ____.__ _ 4005 _____.__ _________________________ _____.__ ____.__ _ Additional lines for entries are shown on the real time screen. Each item entered is numbered and dated by the system for tracking. 23. Also, items are added in fixed order to the file and the account balance is updated. If a Charge or Credit is taxable, enter a description of the item in the description block. Enter the total charge or credit amount without tax in the charge or credit block. Enter a y in the tax block. The computer will compute the tax on any taxable items, and add it to the total for the individual items and post it. For example, if you are charging some taxable $1.00 Widgets to an account, enter as a description 5 Widgets. Enter 5.00 in the charge block and y in the tax block. The account will be charged for the $5.00 plus tax. The charge, tax, and total will be identified when added to the A/R file for billing. Enter only one kind of entry (charges, payments, credits) at a time. Also, be sure all items for one billing period are added within the time limits of the billing period. If an item is missed, and new items have been added using a date 24. later than the ending date of the last billing period date, enter the item using a current date. Also add a remark such as: made on __/__/__ to the description. For billing purposes, items are selected based on the posting date. As such, items should be added in date order to make sure that the statement entries and balances agree. Transactions with no tax can be changed, but one or more changes may be needed. Charges and credits have at least two line entries, one or more for the items, and one line entry for the total. If tax is involved, a tax total is computed and added to the line that gives the transaction total. It can't be changed. So don't change transactions involving tax. You can however, blank out the descriptions for all the items and change the total amount to zero. If that is done, the records and any tax amount will be excluded from reports and bills. New items can be entered if the billing period is still open. If it is no 25. longer open, add one or more items to make the account adjustment. SCREEN FOR REPORTS-LISTS-LABELS 1 = Total Sales/Credits/Payments 2 = A/R totals for each account 3 = Print Name/Phone/Rt/St/Bal 4 = Print 3 1/2" or 4" Labels 5 = Copy address info to ASCII file ADDRESS.TXT for WP use TOTAL SALES/CREDITS/PAYMENTS SCREEN Total Sales, Credits & Payments for: 11/11/11 Thru 11/11/99 mo dy yr mo dy yr ACCOUNT SALES 26. Non taxable items..... 0000.00 Taxable items......... 0000.00 Tax on tax items...... 0000.00 Total Sales........... 0000.00 ACCOUNT CREDITS Non taxable credits... 0000.00 Taxable Items......... 0000.00 Tax on tax items...... 0000.00 Total Credits......... 0000.00 ACCOUNT PAYMENTS...... 0000.00 Current A/R file entries are summed for totals Using the Print-Screen key you can get a print of the screen. MENUS, SCREENS, AND OPERATIONAL INFO ON THE EZ INCOME PROGRAM 27. EZ INCOME features: EZ to set up 7 different income categories. EZ to add-scan-fix income data. EZ to Total income data for specified days, or one or more months. MAIN MENU OPTIONS 1 - Add Income Data 2 - Scan and Fix Income Data 3 - Get Income Reports 4 - Reset Files or Dump Data 5 - Set Income Categories/Date 6 - Copy Data To - From Disk x - E x i t SCREEN FOR ADDING INCOME DATA Mo Dy FOOD BEER WINE LIQUOR ........ ........ ........ 28. __ __ 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 __ __ 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 __ __ 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 00000.00 Each screen has 7 data input lines. SCREEN FOR ADDING INCOME CATAGORIES The computer's system date is 07/07/94 To change it, enter a new date here -> __/__/__ Enter the names of Income catagories that will be used. The names will be used as headings for inputs and reports. ........ ........ ........ ........ ........ ........ ........ C1 C2 C3 C4 C5 C6 C7 29. R E P O R T S S C R E E N Total Income Categories For: a. Month: __ thru Month: __ b. List All Data Inputs ---> y __ c. Show Sales Tax at .000 & Net .___ d. Mo __ Dy __ thru MO __ Dy __ ............................................ a Gives you totals only. a+b Gives you a listing of data inputs plus totals. a+b+c Gives you a listing, totals, sales tax amounts, and net totals. 30. d Gives you totals only for partial month/months. MENUS, SCREENS AND OPERATIONAL INFO ON THE EZ EXPENSES PROGRAM EZ Expenses features: EZ to add, scan, and fix expense data. EZ to add or modify 28 expense category names and numbers. EZ on-screen-display of up to 28 expense categories in alpha order to help posting accuracy. EZ to scan all data, or data by category for review and edit. EZ to print LISTINGS of expenses for one or up to 28 categories for one or more months. EZ to print TOTALS of expense for one or up to 28 categories for one or more months. MAIN MENU OPTIONS 1 - Add, Scan-Fix, List Expenses 31. 2 - Get Reports, Dump Old Data 3 - Set Expense Categories/Codes 4 - Set Date, Reindex, Copy x - Exit ADD - SCAN - FIX ITEMS SCREEN a = Add Expense Items b = Scan-Fix Items for All Cat's c = Scan-Fix Items for One Cat d = Scan-Fix Items in Entry Order x = Exit R E P O R T S -- S C R E E N 1 = Total Items: All __ or Category __ For Mo __ thru Mo __ 32. 2 = Total Items: All __ or Category __ for Mo __ Dy __ thru Mo __ Dy __ 3 = Print Items: All __ or Category __ for Mo __ thru Mo __ 4 = Dump Items: for Mo __ thru Mo __ Screen For Setting Category Names And #'s Once Category NUMBERS are set and data is entered, don't change them here, or Category totaling which is done by Category # will get messed up. Name changes are OK. New names and C#'s are ok. Leave a blank or two between groups of like items (lights, water, disposal). Also use easy-to-press #'s like 11,12,12,22,23,24,etc. Print and save this screen (Shift-Print Screen) for reference. Category C# Category C# Category C# Category C# 33. ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ ____________ __ The following examples show first: how items can be added and then, how they are put in alpha order by the system for screen prompting. Entries were made based on volume, importance, and/or preference. SHOWN AS ENTERED: Category C# Category C# Category C# Category C# FOOD........ 44 TAXES....... 55 WATER....... 68 EQUIPMENT... 88 BEER........ 45 LICENSES.... 56 DISPOSAL.... 69 REPAIRS..... 89 WINE........ 46 INSURANCE... 57 ............ .. SERVICES.... 90 34. LIQUOR...... 47 LOAN........ 58 GAS......... 77 ............ .. ............ .. ............ .. PARKING..... 78 ............ .. ............ .. RENT........ 66 ............ .. MISC........ 99 ............ .. LIGHTS...... 67 ............ .. ............ .. SHOWN AS SCREEN PROMPTS: BEER--------- 45 LIGHTS------ 67 SERVICES---- 90 DISPOSAL----- 69 LIQUOR------ 47 TAXES------- 55 EQUIPMENT---- 88 LOAN-------- 58 WATER------- 68 FOOD--------- 44 MISC-------- 99 WINE-------- 46 GAS---------- 77 PARKING----- 78 INSURANCE---- 57 RENT-------- 66 LICENSES----- 56 REPAIRS----- 89 Mo Dy EXPENSE ITEM C# CATEGORY AMOUNT __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 35. __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 __ __ _____________________ __ ............ ......0.00 Mo Dy EXPENSE ITEM C# CATEGORY AMOUNT Enter Dy if needed. Make entries and PgDn, or PgDn to exit MENUS, SCREENS, AND OPERATION INFO ON THE EZ PAYABLES PROGRAM EZ Payables features: EZ to add or modify accounts. EZ to SCAN account information with current balances. EZ to add-fix-SCAN items, plus constant balance updating. EZ to age items - Over 15/30/60/90 - for any date set. EZ to SCAN aged amounts for all accounts with grand totals. EZ to print listing of accounts and amounts payable. 36. MAIN MENU OPTIONS 1 - Add-Scan-Modify-Age PAYABLE ITEMS 2 - Add-Fix-Scan ACCOUNT NAMES & INFO. 3 - Reports, Listings, and Labels 4 - Set Date 5 - Copy, Dump Old Data Items, Reindex 6 - E x i t NEW ACCOUNT SCREEN Acct # 123 Attn Line: _____________________________________ Name: _____________________________________ Address: _____________________________________ Location: _____________________________________ Extra: _____________________________________ Phone: ___-___-____ FAX _____________ 37. SCREEN FOR ADDING CHARGES, PAYMENTS, AND CREDITS Last Entry: Acct 1004 Name: Bob's Office Supply 1300.00 Inv # 246799 Charges/Credits on Acct # 1019 Donna's Accurate Bookkeeping c if Charges Inv/Date Invoice # and/or Description Pay/Cred Cred Item 220.00 04/15/94 1019 Tax Return Preparation _____.__ __ 1200 45.00 05/09/94 1030 Payroll Processing _____.__ __ 1201 _____.__ / / _____________________________ _____.__ __ 1202 _____.__ / / _____________________________ _____.__ __ 1203 _____.__ / / _____________________________ _____.__ __ 1204 _____.__ / / _____________________________ _____.__ __ 1205 _____.__ / / _____________________________ _____.__ __ 1206 _____.__ / / _____________________________ _____.__ __ 1207 _____.__ / / _____________________________ _____.__ __ 1208 _____.__ / / _____________________________ _____.__ __ 1209 (The computer adds the Item #'s on the right for reference and updating.) 38. SCREEN FOR SETTING DATE The computer's system date of --/--/-- will be used as the Posting Date. It's added automatically to all new file items. To change it, enter a new date here -> __/__/__ SCREEN FOR REPORTS - LABELS - LISTS 1 = Print Account balances and/or account entries. 2 = Print Account Charge Totals for a time span. 3 = What are charge-pay-credit totals for a time span ? 4 = Print 3 1/2" or 4" labels. x = Exit 39. COPY - DUMP - REINDEX SCREEN a = Reindex & put files in name order. c = Copy data files TO - FROM disk. d = Dump old file records. w = Copy address info to ASCII type file for word processing use. MENUS, SCREENS AND OPERATIONAL INFO ON EZ WAGES AND DEDUCTIONS EZ Wages and Deductions features: EZ to set up wage and deduction categories. EZ to add-scan-fix Employee information. EZ to add-scan-fix wage and deduction data. EZ to Total wage and deduction data for one or more months. EZ to print Employee data to help in W-2 preparation. EZ to print Rolodex cards or 3 x 5 cards, and labels. 40. MAIN MENU OPTIONS 1 - Add - Fix - Scan Wage Data 2 - Get Reports, Dump Old Data 3 - Add-Modify Employee Data 4 - Cards, Labels, EE Listings 5 - Set Pay Codes, Date 6 - Copy To/From Disk, Reindex x - E x i t NEW EMPLOYEE SCREEN EE # 1234 Attn Line: _____________________________________ Name: _____________________________________ Address: _____________________________________ Location _____________________________________ Extra: _____________________________________ Soc/Sec #: ___ __ ____ 41. Phone: ___-___-____ ID _____________ SCREEN FOR ADDING, FIXING, OR VIEWING WAGES & DEDUCTIONS a = Add-Fix-Dump a Set of Data b = Add-Fix-Dump One Entry c = Scan/Fix All or 1 EE's Data x = Exit Note: Ten different pay days are available. Five "regular' pay days, and five Special or Supplemental pay days. SCREEN FOR ADDING WAGES AND DEDUCTIONS For viewing here, only seven different categories are shown. Nine different categories are available. 42. Wage And Deduction Data For: 6/94 PD # 1 NET PAY GROSS FICA FEDERAL STATE HOURS MISC. DONNA A. WILLIAMS----EE # 1001 Soc/Sec # (Last 4) 2345 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 LINDA M. ANDREWS-----EE # 1002 Soc/Sec # (Last 4) 5678 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 LORI ANN SMITH-------EE # 1003 Soc/Sec # (Last 4) 9176 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 0000.00 Each screen shows up to 5 EE's with 9 different blocks for data entry. SCREEN FOR SETTING DATE AND WAGE DEDUCTION CATAGORIES The computer's system date is 06/06/94 To change it, enter a new date here -> __/__/__ 43. Enter the names of Wage and Deduction catagories that will be input. The names will be used as headings for inputs and in making reports. The different data catagories and the data in them does NOT change when you change a name heading here. ....... ....... ....... ....... ....... ....... ....... C1 C2 C3 C4 C5 C6 C7 Note: For display only seven categories are shown. There are nine. R E P O R T S S C R E E N Total Wages for Mo __ Yr __ thru Mo __ Yr __ For just the Grand Total enter: y and PgDn _ Total for EE # ____ Total for each EE = y _ 44. List all EEs wages for one Pay Day 12345: _ Dump Data for: Mo __ Yr thru Mo __ Yr __ SCREEN FOR LISTS-CARDS-LABELS 1 = EE Roster For Entering Wages 2 = EE Names And Data for W2's 2 = 3 1/2" Labels or 4" Labels 3 = 3 x 5 Cards or Rolodex Cards x = Exit COPY - DUMP - REINDEX SCREEN a = Reindex & put files in name order. Try this if you've had a problem. b = Copy address info to ASCII type file: ADDRESS.TXT for WP use. 45. c = Copy data files TO - FROM disk. x = Exit OPERATIONAL TIPS AND ASSISTANCE LOW COST CUSTOM MODIFICATIONS Low cost custom modifications can be made on a time available basis. Contact EZ Software at the number listed on page 52 to discuss your needs and wishes. TRAINING: To set up a duplicate system for training purposes, make a directory to house the files ( md \train ), and then copy the EZ Route files there ( copy \ezroute\. \train ). Move to that directory ( cd \train ), and type and enter: ezroute. 46. RUNNING EZROUTE FROM WINDOWS USING WINDOWS ICONS: If you want to try to start the system from windows by clicking on an icon, read the file named windows that is in the \EZROUTE directory. It tells how to add the necessary info. to Windows. DUMPING OLD RECORDS: At the start of each year: 1. Print data for use in preparing tax forms and reports. 2. Make a copy of the EZ Income, EZ Expense, and EZ Wages records. 3. Dump the Income, Expense, and Wage "old" data records. You should keep other data items for more than the current year. SPEEDING UP OPERATIONS Microsoft's WINDOWS comes with two files that may speed up operations. They are HIMEM.SYS and SMARTDRV.SYS. They assist in memory and hard drive management and are described in the 47. WINDOWS User's Guide. Consult it for more information. If you have WINDOWS, check your CONFIG.SYS file in the C:\ Directory and the AUTOEXEC.BAT FILE IN THE C:\ DIRECTORY to be sure they contain lines that deal with HIMEM.SYS and SMARTDRV.SYS files. ALL THE DOS COMMANDS THAT MOST OF US NEED TO KNOW DOS COMMANDS TYPE AND ENTER: Look at Directory dir a page at a time dir/p Make a Directory md (name) md c:\extra Change Directory cd (name) cd \extra 48. or cd c:\extra cd \ Remove a Directory rd (name) rd c:\extra Clear the Screen cls Print the Screen press both: Shift & Print Screen Set Printer on/off press both: Ctrl & p Change Drive a: c: Look at a File type (name) type \config.sys Copy a File copy (name) (to name) copy config.sys config.old 49. copy (name) (to where) copy c:\config.sys c:\extra Copy All DIR Files copy *.* (to where) (Directory) copy *.* c:\extra or copy . c:\extra Rename a File rename (name) (name) rename config.sys config.bak Delete a File del (name) del config.old Delete All DIR Files del *.* - be very careful! or del . - be very careful! Format a Disk format a: - be very careful! Set the Prompt prompt $P$G = C:\ 50. you get the current Drive & DIR Set a Path path C:\;C:\dir;C:\dir ..... path C:\;C:\dos;C:\extra;C:\windows Repeat Last Entry press the F3 key TROUBLE SHOOTING: If a situation comes up when things don't work as they should, stay calm. You most likely are not at fault. ALL MODULES HAVE A RE-INDEX OPTION. USE IT. THAT MAY RESOLVE THE SITUATION. You should back up the data files (.dbf) regularly. The EZX and EZPAY modules contain back up routines. The EZ ROUTE module does not, as the data (.dbf) files in the \EZROUTE DIR may become very large with time. To save them to disk for a time, place an empty disk in Drive A:. 51. Then, move to the \EZROUTE Dir (cd \ezroute), and type and enter: copy *.dbf a: If there is room on the disk for all the files, you will be OK. If you wish to access the data base files (.dbf) or import them them into some other software system, copy them to some other place first, and then DO NOT COPY THEM BACK. If the files are changed in any way, they may not work in the EZ ROUTE system. Also, the files in the \EZROUTE DIR and the \EZPAY DIR must be kept separate. Do not copy them to the same disk or DIR. The system "works as is" on most computers. Keep your system's set up simple. It is best to run EZ ROUTE from the C:\ prompt. However, you should be able to run it from Microsoft Windows. The system is designed to run from DOS 2 - 6 on a 286-386-486. If you have memory resident programs that load when you start your computer, or if you operate from a menu system or other 52. software, you may have system or memory conflicts. If one of the modules will not "run" and you see the message: Error 43, you may need to free up some memory. This situation can occur if "memory resident" software utilities or device drivers for use in running sound cards and similar devices are installed on your computer. They use up working memory and can prevent the system from operating. WARNING! If you are using disk compression software like MS DOS DBLSPACE or STACKER, DO NOT make any changes unless you know just what you are doing, or you may mess up and/or destroy your files. You can re-install the system at any time. The data that is in the files in the \EZROUTE DIR and the \EZPAY DIR, will be brought into the re-installed system automatically if space is available. Because of the very low cost of this product, support is limited. Questions on how the system works usually can be resolved by reading this short manual, making up a "test" account or person, and then 53. making some entries. We sincerely hope that you will find the system to be EZ-to-use and a time and money saver for you. EZ SOFTWARE Phone: 9:00 am to 1:00 pm Pacific Time 1222 144TH ST SE Monday thru Friday MILL CREEK, WA 98012 206/338-5935 DISCLAIMER OF WARRANTY AND LIMITED WARRANTY THIS SOFTWARE AND ACCOMPANYING WRITTEN MATERIALS (INCLUDING INSTRUCTIONS FOR USE) ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. FURTHER, EZ SOFTWARE DOES NOT WARRANT, GUARANTEE, OR MAKE ANY REPRESENTATIONS REGARDING THE USE, OR THE RESULTS OF THE USE, OF THE SOFTWARE OR WRITTEN MATERIALS IN TERMS OF CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS, OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. IF THE SOFTWARE OR WRITTEN MATERIALS ARE DEFECTIVE YOU, AND NOT EZ SOFTWARE OR ITS DEALERS, DISTRIBUTORS, 54 AGENTS, OR EMPLOYEES, ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING, REPAIR, OR CORRECTION. THE ABOVE ARE THE ONLY WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THAT ARE MADE BY EZ SOFTWARE ON THIS EZ SOFTWARE PRODUCT. NO ORAL OR WRITTEN ADVICE GIVEN BY EZ SOFTWARE, ITS DEALERS, DISTRIBUTORS, AGENTS, OR EMPLOYEES SHALL CREATE A WARRANTY OR IN ANYWAY INCREASE THE SCOPE OF THIS WARRANTY, AND YOU MAY NOT RELY ON ANY SUCH INFORMATION OR ADVICE. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE. **** LIMITATIONS OF REMEDIES **** NEITHER EZ SOFTWARE NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR DELIVERY OF THIS PRODUCT SHALL BE LIABLE FOR ANY DIRECT, INDIRECT, CONSEQUENTIAL, OR INCIDENTAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFIT, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OF OR INABILITY TO USE SUCH PRODUCT EVEN IF EZ SOFTWARE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 55 BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY NOT APPLY TO YOU. This Disclaimer of Warranty and Limited Warranty are governed by the laws **** of the State of Washington. ****