SNACKMAN ***** THE EZ-TO-USE PACKAGE FOR INVOICES AND BILLING Here's how it works: 1. You set up a product price list, and add your accounts to an accounts file. 3. Invoices can then be brought to the screen in route and stop order, or individually. Product quantities from the last invoice, if there is one, are added to the new invoice. The quantities are shown in boxes that are numbered to match the numbers on the product price list. A short product description 1. is displayed below each box. You enter only product quantities. General disclaimer.............................................1 Installation information.......................................3 Summaries of the features of each module.......................5 Setting up Accounts............................................7 Invoicing Operations...........................................9 Inventory and Other Invoicing Information.....................15 The AR module.................................................19 Reports module................................................22 Tip on speeding up operations.................................26 Installing and running from WINDOWS...........................31 Disclaimer....................................................36 GENERAL DISCLAIMER: The SNACKMAN software and informational materials are provided "AS IS" without warranty or recourse for any and all results. If you use the SNACKMAN software or informational materials, you agree to accept without warranty or recourse any and all results. 2. If you do not agree to that, please do not use the software. Also see the disclaimer information at the end of this file. LICENSE INFORMATION: This software is owned by EZ Software and protected by United States Copyright Law. Under this license, you can make one copy of the original disk and keep it for backup purposes. You also can use the software on one or more computers at your place of business. LICENSE AGREEMENT: You agree to take reasonable steps to prevent unauthorized distribution or duplication of the software. You may transfer the software to another party 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. TO INSTALL: 3. To INSTALL from the A: drive, type and enter: a:installa To INSTALL at the DOS prompt, move to where the files are on the hard disk, and type and enter: installx To RUN, type and enter: ez1 To INSTALL from WINDOWS, use RUN and the command: ...\...\install To set up start buttons to run from WINDOWS, see the file WINDOWS. There are 3 modules: INVOICES : The Invoicing, and A/R module. : EZMONEY.EXE REPORTS : The Reports module. : REPORTS.EXE SETUP : The Setup module. : EZSETUP.EXE At installation, the directory: \EZSNACKS will be made, and the file EZ1.BAT will be added to the \DIR. SNACKMAN will run on a 286/386/486/...P computer with hard disk. Your CONFIG.SYS file in the C:\ Directory, should have these two 4. lines: FILES=20, and BUFFERS=20. The numbers can be bigger. If the buffers number is much larger, you may run out of required memory as each buffer can take up to 2K of required memory. To look at the config.sys file, type and enter: type c:\config.sys To avoid conflicts with other software, its best to run the system from DOS. A DOT MATRIX printer is needed for labels. SUMMARY OF FEATURES: INVOICE and AR module: - add or update accounts. - set up, make, or print invoices. - scan account information and balances. - add-fix-scan accounts receivable items. - print the price list and order forms. REPORTS module: - get reports of sales, payments, and credits. - print bills/statements for any period of time. 5. - get AR file totals and totals by account. - get account and AR file listings. - print labels. SETUP module: - add company name and address information. - indicate if you will use an inkjet/laser type printer. - adjust the top print line for invoices/bills. - chose to use a 100 item or 200 item price list. - set up or update the price list. MENUS, SCREENS AND OPERATIONAL INFORMATION The following describes most of the menus and screens you will see. Depending upon the menu option selected, additional sub menus and screens may be presented. Also, the menus and screens shown here may not exactly match the system's menus & screens. The objective is to show the basic menus and screens in general form, and provide operational tips and information. 6. MAIN MENU 1 = Prepare Invoices 2 = Accounts Receivable 3 = Add or Update Accounts 4 = Dump Old Invoices 5 = Set Date 6 = Reindex If you select Menu option 3, you will be asked if you want to add, modify, or delete accounts. The new account screen detail is shown below. 7. NEW ACCOUNT SCREEN # 1000 Attn: _____________________________________ 1=Cash Name: _____________________________________ 2=Charge Address: _____________________________________ _ Location: _____________________________________ Extra: _____________________________________ Phone: ___-___-____ Fax/ID_____________ Route ___ Stop ___ Regular/Special _ Deliver on 1=M 2=T 3=W 4=T 5=F 6=S 7=S 8=H Enter #'s _ _ _ _ _ _ _ _ 12345678 Accounts are designated 1 for Cash and 2 for Charge. Cash account charge and credit amounts are added to the AR file 8. for report purposes. Cash accounts carry no balance and they are excluded from the billing routine. A name, and phone entry is needed to set up an account. That info is needed for bills and account contacts. The Name, Address, and Location line are the main address lines. They print on invoices. All five lines will print on bills and the will print for use with window envelopes. Accounts can be marked R for regular or S for special. Regular accounts are those that pay from the delivery invoice. Special accounts are those that place an order in advance, and then at delivery, they may change it. In those cases, an updated invoice needs to be prepared and sent to the account for payment. Label those accounts S for Special. After deliveries have been made and before you start setting up for the next delivery, Special account invoices must be updated, 9. posted, and printed for mailing. INVOICING - CAUTION: The system is designed for: 1. making, posting, and printing invoices, or: 2. setting up invoices for posting and printing at a later time. Do not mix the two operations or the system will not work correctly. INVOICING OPERATIONS: MAKE/POST/PRINT INVOICES ON A ROUTE OR AT YOUR HOME BASE: If you select main menu option 1, you will be asked if you want to make, post, and print invoices, or whether you want to set up invoices for posting and printing at a later time. If you chose to make/post/print invoices, invoices will be made and posted to the AR file for use in preparing reports. You can make/post/print invoices using a laptop and portable printer, or you can make/post/print at your home base. 10. You will be asked for a route number and for the delivery day the week. The Accounts for that route and delivery day will be brought up in stop order. The Account's last invoice, if any, is brought to the screen for updating and making the new invoice. As each invoice is posted, it will be added to the invoice data file and marked posted. If you get interupted and have to stop making invoices, you can start again and select a specific stop number to begin with. You also can make one invoice for one account. You can use option d below to scan the invoice data file to see the invoices that have been made. As the invoices are posted and printed, the product totals and any credit amounts will be added to the AR file for your cash and charge accounts. Charge account balances will be updated. Cash account balances are kept at zero. The AR file data is used to produce reports. 11. SCREEN FOR MAKE/POST/PRINT INVOICES a = Make/post/print invoices for a Route b = Make post/print an invoice for 1 Acct c = Print posted invoices for a Route d = Scan invoice file data and print SET UP INVOICES FOR POSTING AND PRINTING AT A LATER TIME: SCREEN FOR SETTING UP INVOICES a = Set up invoices for regular and special accounts for posting and printing later 12. b = Set up an invoice for 1 account c = Post set up invoices for regualr accounts d = Print posted invoices for regular accounts e = Print set up invoices for special accounts f = Post set up invoices for special accounts g = Print posted invoices for special accounts h = Scan invoice file data and print Setting up, posting, and printing invoices is a more complex, but not much. You set up invoices, then you post and print them. You set up more invoices, and then post and print them, and so on. If you select option a, you will be asked for a route number and a delivery day of the week. 13. The Accounts for that route and delivery day will be brought up in stop order. The Account's current invoice if any, will be brought to the screen for updating and saving. As each invoice is set up and then saved, it will replace the current invoice, and it will be marked set up. When the invoices are posted, they will be marked posted. The posted invoices will be used as the basis for the next group of of invoices set up for that route and delivery day. Because the current invoices for a route and delivery day are replaced as you set up invoices, be sure to post and print the invoices for one delivery before you start to set up a new group for the next delivery for the same route and delivery day. When you are ready to post and print, the system checks to see if an invoice has been set up for each account with the route and delivery day you provided. If so, you can go on and post and print. If not, you will be told that, and you can then set up the needed invoices. 14. You can set up an invoice for just one account, or you can set up invoices begining with any stop number. You also can use option h above to scan the invoice data file to see which invoices are marked posted and which are marked set up. When you post set up invoices, you will be asked for a date to add to each invoice as it is posted. As set up invoices are posted, they will be marked posted and replace any current set up invoice. Also, the total product amount and any credit amount is added to the AR file as invoices are posted. Charge account balances will be updated. Cash account balances are kept at zero. The AR file data is used for preparing reports. It is saved to the AR file because if you set up and then post invoices, your old posted invoices will be replaced and their data lost for report purposes. OTHER INVOICING INFORMATION: House Accounts and Inventory Amounts: 15. You can get reports of products needed for a route and delivery day based on invoices you have SET UP. You also can get reports of products sold for a route and delivery day based on invoices you have MADE and POSTED. If you want the amounts of products needed subtracted from your current inventory amounts, or if you want the amounts of products sold subtracted from your opening inventory, you will need to set up one or more house accounts to capture inventory amounts. You must use the letters: HOUSE for the first 5 letters of the name of each HOUSE account, and give each a dummy phone number. If you SET UP invoices, your HOUSE accounts will be brought to the screen just like other accounts. Inventory quantities on hand should be entered as minus numbers. Then, when all invoice quantities are totaled, the minus amounts will be subtracted from the amounts of products needed. 16. A plus quantity on the report will equal the amount of additional product needed to make the delivery. Negative amounts will equal the product amounts you will still have on hand. If you MAKE/POST/PRINT invoices, you can use a house account to show your opening inventory. HOUSE account inventory amounts should be entered as minus numbers. Then any plus amounts on reports will indicate a shortage, and negative amounts should equal product amounts on hand at closing. As you can get reports of posted invoice quantities for more than one day, you must make/post only one invoice for each HOUSE account for the report period. Otherwise, inventory amounts could be entered more than once. Also, HOUSE invoices are not posted to the AR and they won't print along with the other invoices for the same route and delivery day. 17. The best way to learn the operations is to set up a dummy account and make some test invoices. Then delete the invoices and the dummy account. You also can copy the \EZSNACKS files to another directory, and move there and type and enter: ezmoney for training. You can use multiple copies of the system on one or more computers at your place of business, including laptops, without violating your License Agreement for using the software as detailed above. Invoice numbers run from 1000 to 9980. When 9980 is reached, the numbering will start again at 1000 and go on up to 9980. If a credit is made on an invoice, the sale total shown on the invoice will be reduced by the credit amount. As the invoices are posted, the true total sale amount and the credit amount are added as separate entries to the AR file for use in preparing reports of sales, payments, and credits. The invoice input screen has blocks on it that are numbered to match the price list item number. The first few letters of the 18. price list descriptions appear below the boxes to help in entering product quantities the boxes. Fifty boxes will appear on each screen. Negative entries will be accepted. As invoices are made, posted, and printed, the current price list will be accessed and the price list data will be used to compute invoice totals, post the AR file for use in preparing reports and/or bills, and print the invoices. If you will set up invoices for later recording, posting, and printing, price list changes should not be made between the time the invoices are set up, recorded/posted, and printed. The price list data that is current at the time of posting and printing is used for posting and printing. When invoices are re-printed the current price list prices and descriptions will be used to prepare the "re-print" file. As such, if a price list change has been made, the re-print invoice information may not match the original. Only account information and product quantity amounts are saved 19. in the computer invoice data file. MENU FOR ADDING, UPDATING, AND AGING RECEIVABLES a = Add or Update Line Items b = Scan Line Items as Entered c = Dump Old AR File Records If you select option "a", you will be presented with a list of account names and numbers for use in selecting the one you want. Once an account is selected, you can: 1. change or update individual account items, 2. add one or more new items. 20. SCREEN FOR ADDING LINE ITEM CHARGES, PAYMENTS, AND CREDITS If an account is a cash account, the payments space will be blank. Charges-Payments-Credits on Account # ______ Name............. Item Charges Notes that print on bill. Payments Credits 4001 _____.__ ___________________________ _____.__ ____.__ 4002 _____.__ ___________________________ _____.__ ____.__ 4003 _____.__ ___________________________ _____.__ ____.__ 4004 _____.__ ___________________________ _____.__ ____.__ 4005 _____.__ ___________________________ _____.__ ____.__ Each item is numbered and dated by the system for tracking and updating. The system date is used as the date. That date is used for billing and reporting purposes. If you wish, a prior day's entries can be made the next day. Use option "f" to change the computer's system date that is added to all new records. After the entries are made, reset the date to the current date. 21. New items are added in fixed order to the file and the account balance is updated at that time. For billing purposes, items are selected based on the posting date. As such, items must be added in chronological or date order to make sure that statement entries and balances agree. If an item is not posted timely (within a billing period), it should be added later using the later date with a remark giving the actual transaction date. REPORTS SCREEN FOR THE REPORTS MODULE 1 = Sales Totals 2 = Products Needed/Sold 3 = Bills/statements 22. 4 = Account & AR File Lists 5 = Labels If you then select the Sales Totals option, you will be asked to provide dates for selecting the report data. The following represents what you get when you select option 1 for Sales Totals. You can ask for a report by route or account. The reports list Cash and Charge data separately and combined. REPORT FOR : 11/11/11 THRU 11/11/99 ROUTE: CHARGES PAYMENTS CREDITS 1 ..........Cash Totals: 750.00 1 ........Charge Totals: 100.00 50.00 2 ..........Cash Totals: 600.00 23. Cash Totals: 1350.00 Charge Totals: 100.00 50.00 ROUTE TOTALS: 1450.00 50.00 PRODUCTS NEEDED/SOLD If you select the Products Needed/Sold option, you can get the total quantities of product needed for any delivery day that you chose. The report form is in the same form as the product order form and can be used to order product from your supplier. You can choose to have the report based on invoices that you have set up. In that case, the report will show the product quantites needed for set up invoices less and products entered as on hand inventory in HOUSE accounts. 24. If you chose to have the report based on posted invoices, it will show you the products "sold" based on posted invoices. You can get the report for just 1 route, or you can get reports for each route. You also can get a report for the grand total of product needed for all routes. BILLS/STATEMENTS Here is the Screen for making Bills/Statements: Enter date & PgDn for bills for All Accounts Select posting for: __/__/__ thru __/__/__ mo dy yr mo dy yr To restart print run, enter an Account # ____ For one bill for one Account, enter dates 25. above, and then enter the Account # here ____ To print bills in Account # order, enter a __ To suppress Fax/ID info. on bills, enter s __ To print Labels for billed accounts, enter p _ You can print bills for any period of time. Bills are printed in alphabetical order unless you specify in account number order. The print file can be used to reprint one or more bills until the next print run. Accounts with no balance or activity get no bill. SCREEN FOR ACCOUNT & AR FILE LISTS 1 - Print Name, Phone, Fax, Balance 2 - Print AR File Items After __/__/__ 3 - Print All Account Info. + Balance 26. TIPS ON 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 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 have lines that deal with HIMEM.SYS & SMARTDRV.SYS. 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 27. Change Directory cd (name) cd \extra 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 copy (name) (to where) copy c:\config.sys c:\extra Copy All DIR Files copy a:\*.* (to where) (Directory) copy a:\*.* c:\ezpay or copy a:. c:\extra 28. 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:\ 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. USE THE RE-INDEX OPTION. THAT MAY RESOLVE THE SITUATION. 29. 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 system. This systen "works as is" on most computers. Keep your system's set up simple. It is best to run the system from the C:\ prompt. However, you should be able to run it from Microsoft Windows. This system will run from DOS 2-6 on a 286/386/486/P.... If you have memory resident programs that load when you start your computer, or if you operate from a menu system or other 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 30. 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 in the files in the \EZSNACKS DIR will be brought into the re-installed system automatically if space is available. Questions on how the system works should be resolved by reading this file, making up a test account, and making some entries. EZ Software can be contacted at the following address. EZ SOFTWARE 1222 144TH ST SE MILL CREEK, WA 98012 31. WINDOWS INSTALL AND RUN INFORMATION To INSTALL from WINDOWS 95 - Click on start - Click on Run - Type and enter: ...\...\installx or: a:install To INSTALL from WINDOWS 3.1 - Click on Program Manager - Click on File - Click on Run - Type and enter: ...\...\installx or: a:install To RUN from a WINDOWS 95 Icon 1. Click on Start 2. Point the arrow to Settings 32. 3. Click on Taskbar 4 Click on the folder tab: Start Menu Programs 5. Click on Add 6. Type in the command: c:\ez1 7. Click on Next 8. Double Click on the program name: Start Menu 9. Type in a name for the shortcut: EZ SNACKS 10. Click on Next 11. Click on Finish 12. Click on OK To RUN, Click on Start, then on EZ SNACKS. To add individual start buttons for the modules, use these steps and the title names and commands listed below. To RUN from WINDOWS 3.1 You can add a start button to an existing Program Group, or 33. you can set up a new Program Group. It is suggested that you set up a new Program Group. Here's how. 1. Click on the FILE option of Program Manager 2. Click on NEW 3 Click on PROGRAM GROUP 4. Type in a Program Group title (description): "EZ SNACKS" 5. Press Enter, or click on OK. WINDOWS will automatically set up a new Program Group icon for use. It also will present you with a new and blank Program Group window named EZ SNACKS. To add a start button to that window: 1. Click on the FILE option of Program Manager 2. Click on NEW 3 Click on PROGRAM ITEM 4. Type in a title for the first start-button: EZ SNACKS 5. To move to the Command Line, press the tab key 6. Type in the run or start command: c:\ez1 34. 7. Press Enter or click on OK. You will get a start button with the title you typed in. Double click on it to start EZ SNACKS. If you are running a version of DOS less than DOS 6, you may get DOS error 14. If so, you will need to set up individual module start buttons using the name and commands set out below. To add individual start buttons for the modules, click on the EZ INVOICES Program Group icon to highlight it. Then use the second set of steps above, and these title names and commands: Title: INVOICES Command: c:\ezsnacks\ezmoney Title: REPORTS Command: c:\ezsnacks\reports Title: SETUP Command: c:\ezsnacks\ezsetup To change a Program Group or start-button, click on its icon to highlight it. Then click on the FILE and PROPERTIES options of of Program Manager to modify it. 35. To delete a start-button or a whole Program Group, click on its icon. Then click on the FILE option of Program Manager. Then click on DELETE. Then respond yes or no. Be careful. For more information, read your WINDOW's manual or help file. DISCLAIMER OF WARRANTY AND LIMITED WARRANTY THIS SOFTWARE AND WRITTEN MATERIALS (INCLUDING INSTRUCTIONS FOR USE), ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. 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 ACCURACY, RELIABILITY, CORRECTNESS, CURRENTNESS, OR OTHERWISE. YOU ASSUME ANY AND ALL RISKS AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE. IF YOU DO NOT AGREE TO THIS, PLEASE DO NOT USE THE SOFTWARE. THE ABOVE IS THE ONLY WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY 36 AND FITNESS FOR A PARTICULAR PURPOSE, MADE BY EZ SOFTWARE. NO ORAL OR WRITTEN ADVICE GIVEN BY EZ SOFTWARE, ITS DEALERS, DISTRIBUTORS, AGENTS, OR EMPLOYEES SHALL IN ANYWAY INCREASE THE SCOPE OF THIS WARRANTY. YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE. **** LIMITATIONS OF REMEDIES **** IF A SOFTWARE DISK IS DEFECTIVE, YOUR REMEDY IS REPLACEMENT OF THE DISK OBTAINABLE BY RETURNING THE DISK WITHIN 30 DAYS OF PURCHASE WITH A COPY OF YOUR RECEIPT TO THE PLACE OF PURCHASE. YOU ASSUME ANY AND ALL OTHER RISKS ARISING FROM THE USE OF THIS PRODUCT. IF YOU DO NOT AGREE TO THIS, PLEASE DO NOT USE THE SOFTWARE. This Disclaimer of Warranty and Limited Warranty are governed by the lawS **** of the State of Washington. ****