CHAPTER 1

Welcome to Account2000!

Congratulations! You are one of the many users to experience the ease-of-use and sophistication of Account2000. Account2000 is a Client Write-Up package designed for use by CPA's, Accountants, and bookkeepers. Written through collaboration with CPA's, Account2000 handles important accounting and payroll functions with a minimum of operator training.

Features

Account2000 offers the accounting professional feature after feature, for fast production as well as customized service.

Add-ons

Account2000 allows for the addition of word processors, report generators, spreadsheets and database managers. This gives you the power to create a variety of analyses and presentations for use on a client-by-client basis.

Report Flexibility

Account2000 produces a great number of reports, all of which a CPA/Accountant can provide directly to a client without need for re-formatting or re-typing. This is because Account2000 allows for a great deal of flexibility as to how an individual report will be produced.

And, with its interface to VUE and SuperVUE, or other word processors, Account2000 gives you even more power.

Prior Period Options

Account2000 also allows prior year adjustments. You can make entries to prior years and Account2000 will allow you to reprint financial statements and make adjusting entries to the current fiscal year for you.

Menus

Account2000 is completely menu-driven. This means that all functions are under program control and no knowledge of the computer is required to operate the system. This important feature reduces the time needed to train new operators and reduces the probability of operator error.

Error-trapping

Account2000's error-trapping routines catch many common errors which operators may commit during normal processing. Errors such as accidentally skipping a field, entering data for the wrong client, entering duplicate employees or account numbers, etc., are usually flagged through immediate program detection or via a special Account2000 procedure called Data verification.

Error Reporting

Any system errors, in the unlikely event they should occur, are automatically trapped and printed in a form designed for effective support. Just mail or FAX us the report and we'll resolve the problem right away.

Entering Data

All operator input is made onto specially formatted Account2000 screens that are designed to reduce operator fatigue and increase efficiency. Numbers are automatically repeated or incremented until changed.

This input routine allows Account2000 users to edit default data, enter new data, get help for the data field, go to previous field, or abort entry or program. Date entry can be 1 to 6 characters. Questions that require a Yes or No answer always accept 1 for Yes and a 2 for No, and account number entries have a listing available.

This enables faster input when the operator is working from a numeric keypad. All input is made onto non-scrolling screens; thus each field is always in the same position regardless of the number of entries made.

Sorting

Account2000 makes use of an important time-saving feature: SRT. SRT stands for Sort Reduction Technique and it works like this: Whenever an operator needs to run a program that requires a sort, Account2000 checks to see if the data is already in the correct order. If the data is already in the correct sort sequence, no sort is performed. This feature alone can reduce processing time by over 25% for larger clients!

Cover Letters

With Account2000 you can design your own letters for salutations, covers, or for whatever you want. Since these letters can be designed as boilerplates, you can use the same letter for all your clients.

Multi-user Operation

Account2000 was originally designed on the AMOS multi-user operating system. AMOS is a multi-user, multi-tasking operating system capable of over 250 users. Account2000 was ported to MS-DOS and SCO/UNIX with capabilities of using Novel and Lantastic and AlphaLan networks. This means that 2, 3, or even several operators can run Account2000 at the same time. So Account2000 expands as your practice grows, and you can move data to whatever operating system you choose.

Payroll

Account2000 can also process your own office's payroll with Payroll2000, the plug-in payroll pre-processor (available separately). This option is also multi-user so you can have you own in-house payroll service.

Billing

Account2000 even produces invoices that contain various computer usage figures automatically calculated by Account2000. (If you need a complete Accounts Receivable and/or Time & Billing System, ask your dealer or Wagner Software about Time2000.) In short, Account2000 provides you with all the tools to do the professional write-ups you and your clients expect.

Service

Your Account2000 is backed by courteous and prompt service in case a question or a problem should occur. Wagner Software LTD also provides a user update subscription that includes regular updates, Account2000 User Bulletins, and more. The Account2000 Subscription Service is available to all Account2000 users.

Who Should Read This Guide

The guide you are reading was designed to train the 1st-time Account2000 user. If you've never used Account2000 before, this guide is for you! But if you are an experienced user and need more information, please refer to the appropriate manual below:

The Account2000 Program Description Guide

The Account2000 Special Features Guide

The Account2000 Technical Documentation Manual

CHAPTER 2

How to Use this Manual

Introduction

The one major purpose of this guide is to provide the necessary background and knowledge for the first-time user successfully to use Account2000 the very first day of operation.

To install Account2000 onto your system, read Chapter 3: Installation. Follow Chapter 3's instructions the first time you load Account2000.

You are probably anxious to give Account2000 your best shot. You will be pleased to know that this moment is not far away! Chapter 4: New User Run Through, was written just for you. It contains, in a simple step-by-step procedure, exactly the things you need to do to operate Account2000 from square one.

It's important to know that Account2000 is a "friendly interface" to the computer and will always provide you with easily understood, English instructions. Nevertheless, Chapter 4 will explain in great detail how to run nearly every Account2000 program. This is no small task: Account2000 has over 150 programs!

You should therefore follow Chapter 4 with your computer every step of the way using the sample input of this manual (more on this in a minute). If you do, you will be rewarded with confidence and a new-found ability.

Enter Client Number (1-999):Appendix A consists of input forms for use with Chapter 4. You'll use these input forms for your first run-through of Account2000.

Chapter 4 and Appendix A were designed to teach you how to use Account2000, and to see the many data entry features that are part of the system. So take a moment now to remove Appendix A from the back of the manual and place it next to this portion of the manual as you continue reading.

Incidentally, these input forms are probably similar to those you will be using in your office for at least some functions, and you are welcome to copy the format of these forms for your own use.

Notice the form number at the top right corner of each form. This form number will be referenced in Chapter 4's discussion in order for you to know which input form to use for each program.

Later, when you have completed Chapter 4 using the forms from Appendix A, you'll want to prepare your own input for one of your office's clients.

For your second run-through of Account2000, use this new data and follow through Chapter 4 again. (You won't need to remove or replace any data you've already entered; just start with a different client number at the beginning.)

Account2000 is awaiting! So let's get started...

CHAPTER 3

Installation

Introduction

This chapter describes how to install Account2000 onto your system. It was written for new users only. If you want to install an update from Wagner Software please follow the instructions you received with that update.

System Requirements

Account2000 may be installed if you have the following:

Any computer which runs the following operating systems:

AMOS

MS-DOS

SCO UNIX

XENIX

AMOS Operating System requirements:

a) at least 150K of memory for each job running Account2000

b) 1 fixed disk drive with at least 5 Megabytes free storage (10 suggested)

c) VCR Backup capability, and a VHS Video Cassette Recorder

(Note: SYSTAT program provides the answer to requirement "a" & "b" and the DEVTBL program provides the answer to requirement "c")

MS-DOS / UNIX / XENIX Operating System requirements:

a) at least 640K of memory for each job running Account2000

b) 1 Fixed disk drive with at least 5 Megabytes free storage (10 suggested)

c) 1 floppy drive

d) 1 parallel port

f) a math co-processor is highly suggested

If any of this is unclear (or missing), please call Wagner Software LTD.

AMOS .INI Recommendations

Changes to AMOS .INI are recommended (but not required) to run Account2000. You should add the following statements anywhere before the final SYSTEM command to your AMOS .INI file (the final SYSTEM command is the line with just the word SYSTEM on it):

SYSTEM SYS:AMSORT.SYS

SYSTEM BAS:PES01

SYSTEM BAS:PES02

SYSTEM BAS:PES03

SYSTEM BAS:PES07

SYSTEM BAS:PES14

SYSTEM BAS:PES15

SYSTEM BAS:PES20

SYSTEM BAS:PES21

SYSTEM BAS:PES30

SYSTEM BAS:PES44

SYSTEM BAS:PES58

SYSTEM BAS:PES68

SYSTEM BAS:PES69

These statements add approximately 10K to your monitor size. The system performance increase is dramatic.

A disk caching program is also recommended. Dcache is available from Alpha Micro on AMOS revision AMOS/L 1.3 or AMOS/32 1.0a or later.

DANGER: DO NOT EDIT YOUR AMOSL.INI FILE DIRECTLY!

Instead, create a backup copy of AMOSL.INI and make your changes to the backup copy.

AMOS Installation Procedure

1) Log into the operator account by typing:

LOG OPR:

2) Optional - do this only if you have problems restoring files: put the enclosed cassette in your VCR. Do a certification to make sure that the cassette was not damaged in transit. Certification is performed by typing:

CRT610/C

3) Following the instructions supplied by the CRT610 program until completed. If you have no "hard errors", chances are good that the cassette is okay, although the tape should have a reliability ratio of at least 200:1.

4) Type: VCRRES DSK0:[]=ALL:[]

and follow instructions until the restore is complete.

5) Type IN2000

This is the Account2000 Installation program. Select #1 "Install Account2000 Update"

Normally, Account2000 uses DSK1: for its data files. If you are happy with this, just accept default data provided. On the other hand, if you would like to use a disk other than DSK1: for your data, replace the destination drive with the device you wish to use. For example, to put your data on WIN3: instead of DSK1:, type "WIN3:".

Account2000 will allow you to choose an alternate name for the command file to activate Account2000. Also, you may want to have a password on the PPn where Account2000 is located (note that each client has its own password protection). If you do not want to password protect the area that your data resides enter "N". Follow instructions until the restore is complete.

MS-DOS Installation Procedure

1) Remove printer cable from parallel port. Install software security device in parallel port and secure. Reinstall printer cable in security device.

2) Insert diskette #1 into floppy drive bay.

3) Type: X:INSTALL (Where X is the floppy disk drive.)

4) Answer questions concerning which disk you would like Account2000 programs and data installed.

5) Insert floppy disks as requested in installation program.

6) Follow instructions until the restore is complete.

7) Reboot the system if changes were required to your CONFIG.SYS or the AUTOEXEC.BAT file.

Account2000 is installed.

How Do I Run Account2000?

Good! So Account2000 is now installed! Now what???

To run Account2000, just type A2000. Client #1 has already been set up, so you can print reports and inspect and modify data right away.

I know this is tough, but before you go trouncing through the system, please read Chapter 4: New User Run-Through to familiarize yourself with Account2000 first. Chapter 4 will run you through most of Account2000's programs and it's painless. It's also coming up real soon!

What's Demo Mode?

You're in "Demo Mode" when you can't work on large clients. This is a feature of Account2000 which lets you try out the system before you purchase it. When in demo mode, Account2000 limits the number of transactions you can keep for each client.

Figures 3-1

In demo mode, you can use just about every feature Account2000 has to offer except you can't store a lot of data. Then, when you like what you see and decide that Account2000 is for you, you'll need to get out of demo mode so you can store data to your heart's content!

To get out of demo mode and turn Account2000 into a full package, you need to get your "system code" from Wagner Software. This section tells you how to do that.

First, from the Main Menu Enter 6 for System Functions followed by #21 Install/Verify Options. The screen in Figure 3-1 will appear.

Now you need to enter the name you provided Wagner Software and you want to appear at the bottom of each Account2000 screen, and any reports that include accountant's name. You can use up to 50 characters. Then you need to check the WSL SUM to see if it matches the one provided by Wagner Software. If it does not, reenter the accountant's name. Enter the WSL CODE and Account2000 should show you that it is in NON-DEMO mode with all options purchased.

Once you enter your system code into the screen in Figure 3-1 you'll be up and running! From now on all you need to do to run Account2000 is to type A2000.

If you have a problem call or FAX Wagner Software with the information on the screen and we will help you with your installation.

Common Questions and Problems

Q) I have a demo system. What exactly makes a demo different from an update or full package?

A) The demo system limits the number of transactions, chart of accounts entries, and employees you can store on disk. If you have more than 8 employees or a combination of more than 175 checks, journals and chart of account entries, you will exceed the demo limits. These limits don't exist for updates and full packages.

Q) What happens when I exceed the demo limits?

A) If you exceed the demo limits for transactions, a message will tell you which file is too large and how to make it smaller. Basically, this involves editing the file (say, MASTER.123 for client #123) and deleting a few lines from the end of the file until there are 7 pages or fewer in the file.

Account2000 will not let you exceed the demo limits for employees. If I'm wrong and you do exceed this limit, Account2000 will force you into the Expand/Reduce Employees program.

Under no circumstances will Account2000 destroy data when demo limits are exceeded.

Q) I paid for a full package, and I followed your installation procedure, but I still get error messages saying that I've exceeded the demo limits. What do I do now?

A) Chances are excellent that running through the installation procedure will correct the problem. Call Wagner Software LTD. and we'll solve your problem for you over the phone.

Q) What do I do if I have a problem or question with Account2000?

A) New users have a 90-day warranty which covers free phone support and any updates in that time frame. After your warranty expires, you need to purchase the annual Account2000 Service Subscription. This insures answers to your future questions are just a phone call away.

Q) How do I get regular updates?

A) You need to get the Account2000 Update Subscription. New versions of Account2000 are released throughout the year to subscribers of this valuable service, and nearly all of our users subscribe. The coverage begins with expiration of your 90-day warranty. (You must be a subscriber to the Account2000 Service Subscription to be eligible for the Account2000 Update Subscription.)

Q) My clients have been asking me to do their payroll for them. Also, I need a list manager/database manager type of product. Can you help?

A) We've got good news for you! There are many add-ons for Account2000, including a payroll pre-processor, a spreadsheet interface, a database manager interface, and more. In addition, Wagner Software is a dealer for the finest software and hardware available. If you have a need for more computing power, call us first - chances are we can help. And Account2000 Update Subscribers get significant discounts, too.

Q) My question wasn't answered here. What do I do now?

A) If it's a hardware problem, call your dealer. If it's an Account2000 problem, call us. If you don't know what type of problem it is, you can still call us; we'll do what's humanly possible to help you.

CHAPTER 4

New User Run-Through

Introduction

This chapter was written for those users with no prior experience with Account2000. Updates to Account2000 may make certain procedures obsolete or enhance their function. We will attempt to keep this manual as current as possible but there is no guarantee that the screens will appear as shown in this manual.

This chapter will lead you through every Account2000 menu and each selection you can make from each menu. If you're an experienced user of Account2000, you may also find this chapter useful as a guide to the order of processing (although this may vary from office to office).

The order in which the menu selections are made in this chapter is not accidental; it is in fact the actual order used by a survey of CPA/Accountants who regularly use Account2000. However, the menu selections will NOT be in numerical order, so follow each menu selection carefully. If this is your first time reading this chapter, it is important that you read Chapter 2: How to Use this Manual. If you haven't read this chapter, do so now (don't worry, it's easy reading!).

OK, now that you have read Chapter 2, you should have at your work station the sample input forms from Appendix A. These are the forms from which you will be working during the remainder of this chapter. The order of the forms in Appendix A exactly matches the order in which they will be used here. Before you get started, you need to know a few of the conventions used by Account2000 throughout the system:

Answering Account2000 Questions

At various points throughout the Account2000 system, you are asked for data input. After every screen of data input you will have the opportunity to accept or make changes to the data on the screen. Following is a description of these questions and your expected response:

Data Entry

Account2000's customized input routine that allows you to edit default data, enter new data, get help for the data field, go to previous field, or abort entry. If the FIRST character is a Control character (listed below) you will edit the default, otherwise a new description is assumed.

There are 4 types of entries. Only characters listed for that data type are acceptable:

1. Anything = Any printable character

2. Numbers = 1 - 9 and "." or "-" as first character

3. Yes No = Y or 1, N or 2

4. Date = Use MMDDYY format (numbers only, no /)

0 characters assumes use default

1 or 2 characters assumes day only

3 or 4 characters assumes month and day only

5 or 6 characters assumes month day and year

The following AlphaVUE compatible control commands are supported:

^A = Previous word ^B = Help BOX (same as TAB or F1) ^C = Abort program ^D = Delete Character ^F = Insert blank character ^H = Left 1 character (same as left arrow) ^J = Next Field ^K = Previous field (same as up arrow) ^L = Right 1 character (same as right arrow) ^M = Same as RETURN key

^N = End of field ^Q = Insert mode ^U = Beginning of field ^V = Delete Word ^W = Next word ^Y = Delete to end of line ^Z = Delete entry ESC = Abort entry (except in multiple entries, = END)

The help box will give information on the current data field. If the current data field is an account number, Account2000 help box will display the Chart of Accounts.

Commands for Chart of Account searches:

? = Help on how to use COA listing

1-9 = Search for first entry with Class #

F = First account (same as ^^ or HOME)

L = Last account (same as ^E or Shift HOME)

N = Next page (same as ^T or Nxt Page)

P = Previous page (same as ^R or Prev Page)

S = Search Account Names for string

ESC = Exit list and prompt for account #

For an example, let's assume you are entering a check. The first data field is a check number so you enter 123. Account2000 will redisplay this entry with leading zeros so you will see "000123"

Next you will be asked to enter the date. A default date is displayed for instance 02/01/93 and let's say you need to change just the day of the month. So you enter 12 for the 12th day of the month and hit RETURN. Account2000 will redisplay the date as 02/12/93.

The next data field is the description. A default description (the last description entered) will be displayed. You can edit this description using the control keys described above or just start typing a new description.

CHANGES: Enter 1 to # or Return to accept:

This Account2000 question appears whenever you need to enter data. If you wish to accept the data as you've entered it, simply hit the RETURN key. If you wish not to accept the data as you've entered it, enter number of item you wish to change or an ESC and the entry will be aborted for data entry programs or changes will be aborted for Inspect/Modify programs.

Making Changes

While entering your data an UP and DOWN arrow will allow you to change your input or ESC to abort the entry or program (depending on the program). After you've entered in information on the screen, you also have the opportunity to change it. For example, when printing the chart of accounts, you'll see the following screen:

Figure 4-1

Note the line at the bottom that says: "Changes: Enter 1 to 2 or RETURN to accept:". This Account2000 prompt appears often, and from now on you'll see it referred to as "Changes".

This "Changes" prompt usually appears when printing, entering data or inspecting/modifying data. When you see it, you have the chance to make changes in the data on the screen.

If the data is correct as it appears on the screen, just hit RETURN and the data will be accepted by the system. If, however, some data is wrong, you will want to correct it.

Each data item which can be changed will have a number associated with it. So to change a data item, just enter the number which corresponds to it and hit RETURN. Then enter the new value for the data item.

Refer to Figure 4-1. Let's say you wanted 3 copies, not 1. The number of copies is data item #2. So enter 2 (for the second data item) and hit RETURN.

Now you can enter the correct value of the data followed by the RETURN key. Enter 3 (for three copies) and hit RETURN.

You will also notice in the upper right hand corner that Spool is highlighted. this means that your printout will be sent directly to the printer. You may type "V" for VUE, "S" for SV or "L" to LOOK if you want to use the word processor to edit the printout before printing. Note that LOOK does just that; you can look at the document, but you can't make any changes.

Entering Dollar Amounts

You'll need to know how to enter amounts for checks, journals, balances, etc. You'll be pleased to know that Account2000 gives you a choice as to how you enter your dollar amounts:

You can either enter in the decimal point (e.g., 12.34) or not enter in the decimal point (e.g., 1234). (You'll see later how to tell Account2000 which technique you want to use.)

However, regardless of which method you use, do not enter in commas or the dollar sign ("$")! Just use the numbers 0-9 and, if appropriate, the decimal point. Here are some examples:

$ Amount to be Entered Using Decimal Points Not Using Dec. Points

$150.11	150.11	15011
$23,523.60	23523.60 or 23523.6	2352360
$1.00	1 or 1. or 1.0 or 1.00	100
$0.05	0.05 or .05	5
$-0.05	-0.05 or -.05	-5

As you can see, if you are entering negative dollar amounts, you should put the minus sign in front of the number you are entering. For example, to enter: -462.20 you should enter: -462.20 (or -462.2 is OK, too).

Input Termination

All input must be followed by hitting the RETURN key (or the ENTER key) on your terminal. Account2000 only recognizes your response after you have hit this key. Sometimes, in response to a question, you won't want to type anything. In these situations, just hit the RETURN key. Account2000 will understand that no input was desired.

Avoid hitting the TAB key unless help is desired. Account2000 will view the TAB key as ^B for help box, not as an input terminator. The RETURN key is the only valid input terminator Account2000 recognizes.

Aborting

There may be times when you have changed your mind about printing a report or running a routine. Account2000 always gives you the opportunity to "abort" what you're doing by typing ESC which will return you to the Main Menu.

There are two ways to tell Account2000 to abort the current operation, depending on the Account2000's status:

ESCAPE

If Account2000 is waiting for an answer to a question, such as: "Enter a number from 1 to 9 or RETURN to exit", you may hit the ESC key. This is never a dangerous action on your part, and Account2000 is programmed to return you to the Main Menu when you hit ESC.

The only problem is, there are times when Account2000 will not recognize the ESC key. This means that Account2000 does not want to be disturbed while it's doing its thing (for instance a data sort).

However, if you wish to abort and ESC doesn't work, there is still a solution.

Control-C

You may hit ^C (this is called "control-C" and is pressed by holding down the CTRL and C keys simultaneously). You should not press ^C unless you are absolutely positive you cannot allow Account2000 to finish what it is doing. Otherwise, it is remotely possible that data will be lost. If you press ^C and you find yourself "out of" Account2000 (that is, back into the operating system), quickly type: RE2000 This will get you back to the Main Menu. RE2000 will only work when you have aborted out of Account2000.

Defaults

For many data entry items, Account2000 uses what are called "defaults". A default is the value assigned to a piece of data when you don't explicitly give that data a value.

For example, when entering checks, if you hit RETURN when asked for a date, the date becomes the date of the last check entered. Defaults are very handy and save you a lot of time. Account2000 let's you know when a default will be accepted by displaying the default under the cursor. Here's an example:

The screen displays: Date: 06/30/87

If you hit RETURN without typing anything, the date will take on the value 06/30/87, which is the default. But if you type something in and then hit RETURN, the default value will be overridden by what you typed in.

Account2000 will allow you to edit default data. If you type 1 or 2 characters, Account2000 will assume that you are only changing the day of the month. If you type 3 to 4 characters, Account2000 will assume that you are only changing the day and the month. If you type 5 or 6 characters, Account2000 will assume that you are changing the day, month and year.

Using the Keyboard

Be careful when you hit a key from the keyboard. You should think of typing like this: "strike" the key you want to hit, but don't hold it down.

Why not? Keys repeat when they're held down for more than an instant. While "key-repeat" is a time-saving feature for an experienced computer keyboard typist, it is usually just the opposite for the beginner!

For Second-Time Users

If you are a first-time user skip to 4.8. If you have already gone through this chapter using the input forms of Appendix A, then you should have the same kind of data available for one of your office's clients. Go through this chapter just like you did the first time: only now you will be using your own input data instead of the input forms provided in Appendix A.

Figure 4-2

Client #1 has been set up by Wagner Software as a demonstration client, so play safe and enter a number from 2 to 999. (Try 2.) Again, don't forget to hit RETURN.

If this is the second time around for you, just be sure to enter a different client number from the one you entered the first time, or you'll be working on the sample client you just set up.

Since this client doesn't exist yet, Account2000 will recognize this fact and display this question:

Client #nnn does not exist. Create it? (Y/N)

You do wish to create this client, so type: Y RETURN.

Account2000 will prepare this client's data files for your use. There are two steps Account2000 goes through:

1) Creating this client's files

2) Zeroing out the data files. Account2000 does this each time you create a new client.

Don't fret, however, as this happens so quickly you may not even realize what's happening!

At this point a new client has been created on the Account2000 system and work can begin shortly.

Next, Account2000 needs to know what reporting periods you'll be using, so the next screen you see asks for changes to the Report Date and Periods. "Enter Report Date/Periods", is always run after you enter in a client number.

You'll find that Account2000 starts out with default periods based on the date you are running. But for your first run-through, let's use the following information:

Figure 4-3

Here's an opportunity to show you how Account2000 makes sense out of your input. Instead of entering lines 1 through 6, just enter the information for lines 2, 3 and 4. Account2000 will figure out what should go in lines 1, 5 and 6.

To enter lines 2 through 4, type "2" RETURN followed by "100192" RETURN, "3" RETURN followed by "010193" RETURN, "4" RETURN followed by "033193" RETURN.

The report date text is not today's date; it is the date which appears on your reports. This date is usually the last day of the month you are working on. For example, say you'll be putting in 3 months of data for the period ending 03/31/93...

Then Current Period Start Date should be 01/01/93, and Current Period End Date should be 03/31/93.

Account2000 will calculate the Current Period in Months as 3 (January 1st thru March 31st).

The Report Date is a "free-form" text field of up to 20 characters and Account2000 does no editing on it. You may use whatever format you feel looks best - the Account2000 default or your own.

Account2000 Procedures

Normally, the Account2000 Main Menu (see Figure 4-5) would appear next. However, since this is a new client, Account2000 wants to know more about this client - specifically its name, address, etc. So the next screen you see is "Inspect/Modify Client Info", which is what you use to enter client data:

Figure 4-4

The cursor is positioned at Name 1 of 2. Enter a "?" TAB or HELP in any field and Account2000 will display a help box for this data field. Using Form EBC from Appendix A (this is the first form in Appendix A), enter the requested information onto the screen. Incidentally, if any field is blank on Form EBC (or on any other Appendix A form), this means you should just hit RETURN.

When you're done entering the first 13 pieces of data, Account2000 will wait for changes. If the data is correct, simply hit RETURN. Otherwise, enter in the number corresponding to the incorrect data item and make the necessary corrections.

After making all the changes you needed to make, hit RETURN when asked for changes. The Account2000 Main Menu will now appear:

Figure 4-5

This menu screen is one you'll see more often than any other, since when a selection finishes executing, it usually returns here. Now that you have reached the Main Menu, you are ready to do the required work for this client.

The following procedure is designed to step you through the Account2000. Be sure to follow this procedure in order as the forms in Appendix A are in the order they are needed below. And be sure to follow each entry by hitting the RETURN key.

Selecting a Menu

Let's verify the data you entered for this client. (Refer to Form EBC from Appendix A so you can check the data you've entered against this form.) Enter 1 or use arrow keys to select 1 from the Account2000 Main Menu for the Enter Data Menu:

Figure 4-6

This menu shows the selections for entering data such as chart of accounts, checks, journals, etc. It's called a "sub-menu" because while it's a menu, it's not the "main menu".

There are other "sub-menus": for printing reports, changing existing information, payroll, billing, and special functions which don't fit neatly into any of the prior areas. With each update to Account2000, new programs will be added but we try to keep the same basic flow for menu selections.

For example, this is why there's no selection for entering employees on this Enter Data Menu. This and other selections dealing specifically with payroll are on a set of payroll menus and will be shown later.

Basic Client Information

OK, you want to enter 5 from the Enter Data Menu to run the "Client Info". Take a look at the screen and the data on it. Note: This is the same screen you saw earlier in Figure 4-4.

Look at your CRT. You'll notice that the actual data on the right-hand side is more pronounced than the corresponding data descriptions on the left-hand side. We say that the data is in "high intensity" and the data descriptions are in "low intensity". This helps you quickly to distinguish what's what on the CRT screen.

Saving Changes

Is the data on the screen the same as on Form EBC? If not, make the required changes. When you're done, hit RETURN to Changes. Account2000 saves your changes and takes you back to the soon-to-be familiar Account2000 Main Menu. If you make changes and you do not want to save them, enter an ESC and the changes will be aborted.

Using Appendix A Forms

Just a short note about those forms in Appendix A: You will of course be using Appendix A forms throughout this chapter, so the data requested by Account2000 will always be on the form being used.

The format of the Appendix A forms may be slightly different from the screens so that more than one entry or transaction could be placed onto one page. However, the exact same data items will be on the forms as are on the screens, and they will be in exactly the same order.

Classification Descriptions

Now let's modify one of the Account Headers (also known as Classification Descriptions). Enter 3 from the Main Menu to Inspect/Modify Data. The Inspect/Modify Data Menu will appear. Enter 7 from the Inspect/Modify Data Menu to run Inspect/Modify Account Headers:

Figure 4-7

There are 12 major classifications stored on the Account2000 system. Classification 9 may be further broken down into 5 additional classes (9a through 9e). The default descriptions for all classifications is displayed on the input screen.

Let's change classification 7 from INCOME to REVENUE. Do this by entering 7 to Changes. The cursor will be positioned at line #7, INCOME.

Type in REVENUE RETURN and you will once more be prompted with Changes. Hit RETURN, and the Account2000 Main Menu will re-appear.

Classifications

This is a good time to talk about what we mean by a classification and how Account2000 treats them.

A classification (commonly referred to in this manual as class) tells Account2000 what type of account a balance forward is. Certain classifications always mean certain things, regardless of what they're called. Classes 1 through 6 are used to print the Balance Sheet, where classes 1 thru 3 are assets, classes 4 and 5 are liabilities, and class 6 is stockholder's, partners' or owner's equity. If you're in balance, the old equation:

.. Assets = Liabilities + Stockholder's Equity

will be true. In Account2000, this equation would read:

(Class 1 + Class 2 + Class 3) = (Class 4 + Class 5) + Class 6 + Net Profit

Net Profit is calculated by Account2000 in such a way as to make this equation correct. However, Net Profit does not have it's own account number.

So much for the balance sheet. You might have guessed (correctly!) that classes 7 through 12 are used for the Income Statement. Classes 7 and 10 are always income. All other classes are always expenses. Usually, classes 10 through 12 are used for Other Income, Other Expense, and Income Tax Provision, respectively. The following formula is used for the Income Statement:

(Class 7 + Class 10) = (Class 8 + Class 9 + Class 11 + Class 12) + Net Profit

Class 9 may be divided up into 5 sub-classes called 9a, 9b, 9c, 9d and 9e. In this case, class 9 would be the sum of 9a thru 9e.

Also, through the use of sub-accounts, you can expand each class into many "sub-classes". See the Account2000 Special Features Guide for more information.

As with the balance sheet, Net Profit is calculated by Account2000 in such a way as to make this equation correct.

So if the Net Profit on your balance sheet doesn't match the Net Profit on your income statement, you're not in balance! Later in this chapter you'll see how to correct this problem when it occurs.

Chart of Accounts

In this step you will set up a chart of accounts using Form ECA in appendix A. If we had a client already set up, you could have copied that client's chart of accounts into this client's chart of accounts - and you'll get to do this a little later.

But for now, enter 1 from the Account2000 Main Menu and the Enter Data Menu will appear. Next, enter 1 from the Enter Data Menu to run "Chart of Accounts Entry".

Entering Chart of Accounts

Enter the data as required onto the input screen using Form ECA. Be sure to hit the RETURN key after entering each field (that is, column). For example, hit RETURN after entering 105, hit RETURN after entering Royal Trust, etc.

Be sure to enter every single line onto the input screen. At the end of each line you'll need to accept or reject the information you just entered.

Although Form ECA is only one page long, like other forms you'll be using, Form ECA's pages are numbered and you should enter its information in order.

The last entry on the last page of Form ECA has the word ESC for the A/C number. Account2000 will recognize this 0 as a request to exit Chart of Accounts entry. The Account2000 Main Menu will then re-appear.

Making Mistakes

Don't worry if you made mistakes during this data entry session; you'll have an opportunity to correct this data shortly. In fact, you always have the chance to correct data which you've entered, so mistakes are never fatal!

Printing the Chart of Accounts

In this step you will print the chart of accounts that you just created. To run "Print Chart of Accounts", enter 2 from the Account2000 Main Menu followed by 1 from the Print Menu.

Say, what's this header file name question? The header file tells Account2000 what to put at the top of the report. In this case, CHART.HDR is the name of the header file. You can use a different header file for each report (and this is a good idea since the report name is part of the header file!).

You'll be pleased to know that Account2000 comes with all the header files pre-defined, so you should always use the default header file name for this run-through (which means you should hit RETURN whenever you're asked for Header File Name). Further discussion of the header file is beyond the scope of the Account2000 New Users Guide. For more information, refer to the Account2000 Special Features Guide.

So hit RETURN for header file name, enter 1 RETURN for copies, and hit RETURN again for Changes.

Account2000 will now display:

Processing Occurring

Please Wait...

Your printer will now type out the report.

The reason that you are now printing the chart of accounts immediately after entering it is that you will want to check the report for errors in account numbers, spelling and amounts.

When the report has been printed, go over it and mark clearly on the report any errors you might have found. These will be corrected shortly.

If you forgot to enter in one or more accounts, enter them in now as you did earlier. (Note: you will not be allowed to enter in more than one account with the same number - try it!)

Data Verification

Before correcting any input errors, however, first let's see if any "logic" errors have occurred. "Logic" errors are detected by Data Verification. In this step you will verify that the chart of accounts has been constructed properly. No form is needed for this step.

Enter 6 from the Account2000 Main Menu followed by 1 from the System Menu to run Data Verification. This is a selection that you will choose often to make sure that your chart of accounts is accurate and your transactions are in order.

It should be run each time you set up the chart of accounts for a new client. It should also be run after each data entry session. Here's what you'll see:

Figure 4-8

Notice that one balance forward (i.e., one of the accounts) was determined by Account2000 to have an illegal classification. What this means is that the classification number assigned to this account is lower than it should be.

In this case, an account (which should really have a classification of 8) was wrongly classified as a Current Asset (which has a classification of 1). So you will have to change the classification of account 030801 from 1 to 8. This means that the data on Form ECA had an error on it. Well, it won't be the last time that you'll find an error in a report, but you will be pleased to know that Form ECA is the only form with a deliberate error on it.

In the next step, you will correct this error as well as any which you might have made when entering the chart of accounts. Meanwhile, Data Verification is waiting for you to hit RETURN. Do this.

Now Data Verification will check to see that no transactions (i.e., checks and journals) have illegal account numbers. None will, since you haven't entered any yet. OK, again hit RETURN as directed on the screen after the following message is displayed at the bottom of the screen:

No records need correction.

Figure 4-9

The third and final Data Verification screen now appears without delay. This screen tells you whether or not you're in balance:

If you're out of balance, chances are there is an incorrect YTD balance in the chart of accounts. This is the screen you'll use to verify that all balances are zero before you print any financial statements. OK, Data Verification is waiting for you to digest the third screen and to hit RETURN.

In summary, Data Verification makes two initial passes looking for errors; one pass per type of error. Then, in the third pass, Data Verification displays general ledger balances.

Correcting the Chart of Accounts

In this step you'll correct errors in the chart of accounts. Enter 3 from the Main Menu followed by 1 from the Inspect/Modify Data Menu to run Inspect/Modify Chart of Accounts.

Figure 4-10

Let's first correct the error that was on Form ECA and found by Data Verification. In order to correct this error, you will need to find the proper account (030801).

Account2000 makes it easy for you to find and change information in the chart of accounts, and, for that matter, in checks, journals, and any other information you've entered.

You probably know the answer if you read the instructions at the bottom of the screen, but what you need to do to correct account #030801 is as follows:

a) Type "S" to activate the search menu and select "Account#"

b) Enter 030801 after Account2000 prompts you for an account number.

Account 030801 now appears at the top of the page (and pretty quickly, too!).

You want to change some of the information in this account, so type C for change. Account2000 now prompts you for the row number. Enter the row number which corresponds to account 030801. (You could've also just typed in the row number and Account2000 would've figured out that you wanted to change that row.)

The selected row will appear near the bottom of the screen, with the cursor over the account number. You can now change any or all of the information for this account! You need to change the classification number, so hit RETURN until you get to the class.

Now enter the correct value for the classification (8). At this point, the error originally on Form ECA has been corrected. Step through the rest of this account by hitting RETURN until the cursor goes back to the command line at the bottom of the screen.

Using the same technique, correct any additional errors you might have made when you entered the chart of accounts.

If you have passed over an account number that requires change, just type F for the first page and you can search for it.

To exit, follow instructions at the bottom of the screen.

The next few sections all deal with after-the-fact payroll processing, so if your office will not be using Account2000 payroll capabilities, you can skip this section. You do not have to have the payroll pre-processor to use the after-the fact payroll.

Payroll

This is the first of several steps which take advantage of after-the-fact payroll processing capabilities of Account2000. The same setup procedure is used for the Payroll2000 preprocessor. The main difference being the after fact payroll is for payroll checks already written and calculated and the payroll preprocessor will calculate and print the checks for you.

The Payroll2000 option is available separately for a nominal fee from Wagner Software and can save countless hours and numerous mistakes of calculating payroll manually. Payroll2000 also saves detailed information very useful in analyzing payroll data for many purposes. Payroll2000 is so fast and easy to use its actually a pleasure to do payroll.

Setting Up Payroll

First, we need to set up payroll files for this client. No form is required since all necessary input is given in the following text.

Enter 4 from the Account2000 Main Menu. Since payroll files have not yet been created for this client (some clients don't require payroll - this is why Account2000 waits for Payroll Processing to be selected before creating the required payroll files), Account2000 displays the following message:

Payroll files don't exist. Create them? (Y/N)

Enter Y. Account2000 will display the following message and questions:

Enter max no. of employees anticipated:

For the first run-through of Account2000, there are 2 employees. Since we want to make sure that we will always have enough space for additional employees of all types, (employees are also set up for dividends, interest, and miscellaneous 1099s) let's set up enough space for 6 employees (just in case this client ever needs them).

This doesn't mean that you can't change the space requirements later, it's just thinking ahead. Please note that you cannot expand the number of employees in the middle of a input session. This is why we are leaving room for new employees. So enter 6 for the question Enter maximum no. of employees anticipated. From now on, this means that employees will have numbers from 1-6. You may assign any type to any employee. Account2000 will now display the message:

Clearing files: Count=6

and will count up to 6 on the same line (you will see this counting often; this lets you know that the system is working properly). When the system has counted to 6, Account2000 will display the Define Payroll A/C's & Categories.

Payroll Account Numbers

Now let's enter the account numbers used for payroll processing. Find Form MPAC in Appendix A and input the required data in the following screen.

Figure 4-12

Before entering the data on Form MPAC, you might be wondering just what this form is for! When you enter payroll checks into Account2000, there are 15 possible categories you can use. 99% of the time, every employee is going to have the same income and deduction categories, which means that the amounts for every employee are going to go to exactly the same account numbers.

So far, so good. If Account2000 could somehow know ahead of time what these account numbers were, you wouldn't have to enter them each time you enter a payroll check.

Inspect/Modify Payroll A/C's lets you enter, change, or delete the account numbers to be used for payroll checks, thus making it unnecessary for you to enter them on payroll checks!

Incidentally, it is possible for you to change the account numbers during payroll check entry. Also, each employee entered has a default Gross Pay Account Number - this is because many companies have at least 2 gross pay accounts; one for employees and one for officers.

These payroll account numbers are stored separately for each client on the system. In summary, when you enter in a payroll check, the account numbers entered in this step will automatically appear and you only need to enter the corresponding amount. This is an appreciable time-saver. As you will find out later, each employee can be setup with default salary wage so that all you will have to enter is the net pay and the deductions will appear for you.

Now return to Form MPAC and enter the 2 changed account numbers. Note that many of the account #'s on your screen are blank. This is because this client doesn't utilize all the payroll income/deductions categories. When you later enter payroll checks, you will only be prompt to enter in amounts for those categories with account numbers.

Also defined in this area are the wages included in net pay. Certain wages are collected or received and not taxed at that time (like tips or group insurance). It is possible to include them in taxable wages yet not include them in the net amount of the check.

Suspense Accounts

You may be curious whether or not Account2000 checks the account numbers to see if they're in the chart of accounts. Actually, this decision is up to you! You can tell Account2000 to warn you if an account number doesn't exist, or, conversely, you can tell Account2000 not to tell you. You'll learn later how to do this using Set System Parameters. But for now, Account2000 "defaults" not to warning you.

So the danger is, you may enter non-existing account numbers. If you do, suspense accounts will be created when you enter payroll checks. However, this is acceptable, since you will be advised of this via Data Verification and the problem can be corrected by adding to the chart of accounts.

.

Deleting Payroll Accounts

At some point, you may wish to delete an account number from those which appear for each payroll entry. To do this, type the word DELETE over the account number. This will not delete the account number from the chart of accounts; but when you enter in the payroll checks you will not be prompted to enter an amount for this category.

Defining Taxable Income

Account2000 allows you to define taxable wages for FICA, Medicare, Federal, State, Local and unemployment. All payroll reports will use this information to calculate liabilities. Certain types of wages or compensation may be taxable for FICA, but not taxable for Federal and State (etc. 401k plan). The Payroll Master File Report is a prime example of how Account2000 uses this information.

After you have entered the account numbers, exit by entering RETURN to Changes.

Employee Information

In this step, you'll enter all the employees for this client from Form EE. Enter 1 from the Payroll Menu followed by 1 from the Enter Payroll Data Menu to run Enter Employees:

Figure 4-13

Enter the data from Form EE onto the input screen. There is a second input screen (not shown) which you also need to enter data onto.

Enter ESC for Employee Number and Account2000 will display the Payroll Menu.

Employee List

Now let's print a list of all employees. No form is required. Actually, there are two reports that print employee lists: Print Employee List and Print Payroll Master Report. In this step, you will be printing both of these.

First, let's print the Employee List. Enter 2 from the Payroll Menu followed by 1 from the Payroll Print Menu.

For Employee Type, just hit the RETURN key. Your selection will default to E for employees. If you wanted to get a listing of, for example, those employees set up for interest, you would've entered I. If you wanted to get a listing of all types of employees, you would've entered A.

For Employee Division, just hit the RETURN key. Your selection will default to ALL for all employees. If you wanted to get a listing of, for example, those employees set up for Division 1, you would have entered 1.

It is possible that an employee is set up more than once. This would be true if you need a W2 and one or more 1099's for the same person.

Next, enter however many copies you want to get. Your report will now be printed by Account2000. Now let's print the Payroll Master Report so you can compare the two reports.

Enter 2 from the Payroll Menu followed by 6 from the Payroll Print Menu.

Master Payroll Information

This time, enter A for employee type. Print 1 copy. Look at the printout. Because of the volume of data stored for each employee, only one employee is printed per page. That is why the Employee List is a faster alternative if you don't need all that additional data. The Payroll Master Report also contains important quarterly calculations and totals on the last page.

Changing Employee Data

In this step, you'll modify the employee data. Inspect the Payroll Master Report. Did you make any input errors when you entered the employees earlier? If not, let's assume that Employee #2's last name is not Franklin, but Smith. (We'll make this correction first.)

OK, first let's run Modify Employee Data. Enter 3 from the Payroll Menu followed by 1 from the Inspect/Modify Payroll Data Menu. Now enter 2 for employee number. The basic information for employee #2 appears on the screen. You want to change the name from Franklin to Smith, so enter 2 for Changes and type in the new name.

Make any additional corrections that may be required.

As you've seen, the way to do this is to enter the appropriate employee number followed by the number of the item needing change (for type enter 1, for name enter 2, etc.). Enter the new value for this item and hit RETURN.

Repeat this procedure until all changes have been made. To exit from this employee, enter RETURN for Changes followed by END for Employee No., and Account2000 will return back to the Payroll Menu.

It's always a good idea after making corrections to print a new report, so go ahead and reprint the Employee List before going on.

Returning Back to the General Ledger

In this step, you'll simply return back to the Account2000 Main Menu. This is because we are temporarily finished with payroll processing. After you have entered some payroll checks, we'll go back and print the rest of the reports.

Cash Disbursements

In this step you'll enter several checks into the General Ledger. Since there are three types of checks in the Account2000 system (these are: regular checks, multiple-entry checks, and payroll checks), there are three forms required for this step: Forms ERCK, EMCK and EPCK, all in Appendix A.

Note that Account2000 won't let you enter payroll checks unless you have set up payroll for that client, which is why we entered payroll processing prior to this step.

Incidentally, the item on Form ERCK marked with a "P" simply denotes the bank account on which the payroll checks were drawn; if no payroll checks were written, then you do not want to credit the bank account.

To run Enter Checks, enter 1 from the Main Menu followed by 2 from the Enter Data Menu.

You need to know one other piece of information before entering data from the forms: when Enter Checks is first run, and also after you have accepted a previous check entry, you will be asked to describe the type of check you wish to enter.

Account2000 asks you to describe the type of check via figure 4-14.

Be sure to enter 1 for all the checks on Form ERCK, 2 for all the checks on Form EMCK, and 3 for all checks on Form EPCK. (Note: If you hit RETURN in response to this screen, Account2000 will use the same response you made for the previous check. If you exit and run it again, however, you will need to select a check type.

Figure 4-14

Now enter the checks as described on Forms ERCK, EMCK and EPCK. Here is one question which you are asked by Account2000 on payroll checks which is listed on your form. The question is: "Post to payroll files only?". Account2000 stores the default based upon the last payroll check entered. For now use "N".

When you are done with all the checks, enter 4 and Account2000 should exit. Why only: "should"? Because if you entered any amounts incorrectly, Account2000 will know that your check register is out of balance and it will tell you this when you try to exit. (The checks on the forms should balance out to zero.) The out-of-balance message refers only to the checks you have entered in this session. If this happens to you, exit despite this warning. The reason is you can find the input error when you print the check register (see next step) and compare it to your input. You can then fix the error when you run the Inspect/Modify Checks.

When you exit from Enter Checks, the following message will be displayed:

Payroll checks were entered during this run.

About to print payroll check register...

Since payroll checks were entered, Account2000 will need to update the employee file. But Account2000 wants to make sure you have had ample opportunity to make corrections to the payroll check file. Here's a detailed explanation of what happens when you enter a payroll check:

Immediately after a check-entry session which included payroll checks, Account2000 automatically prints a payroll check register. Then, Account2000 asks if you wish to make any changes or input more payroll checks.

If you do, Account2000 will prompt for changes and will print another payroll check register after you accept the changes. When you're satisfied that the payroll checks are correct, Account2000 will then update both the General Ledger and Payroll files at the same time.

Incidentally, the non-payroll checks that were entered during the check-entry session were posted immediately to the general ledger when they were originally entered.

At this point let's assume that the above procedure was followed smoothly. You should have a copy of the payroll check register and the employee file should be properly updated (the employee file is automatically updated by Account2000).

Note: If you enter more payroll checks after accepting and posting checks, the current payroll check register will only show entries from last input session.

Later you will print various payroll reports and forms to verify that all the payroll check data was transferred into the employee file correctly. For now, however, let's continue with general ledger processing.

Cash Disbursements Printout

In this step you will print a copy of the check register.

Print Check Register prints all 3 types of checks together. When you run it, the check register will contain the checks you have just entered as well as any prior checks not rolled forward.

As with the Chart of Accounts setup, we will follow a three-step procedure to insure correct entry of checks:

a) Printing of checks

b) Running Data Verification to check for "logic" errors (i.e., checks entered with non-existent account numbers)

c) Correction of checks (if necessary) and repeating these steps until the checks and the General Ledger are error free.

To print the check register, enter 2 from the Account2000 Main Menu and 2 from the Print Reports Menu. The Print Check Register input screen has only one item: How Many Copies?. Enter 1 for number of copies. Now, as with the chart of accounts, inspect this report carefully for any errors and mark each correction required.

You'll have the opportunity to correct any errors you have made, but first let's run Data Verification to make sure that there are no "logic" errors in the General Ledger. Then you can make all of the corrections at one time. (The step following Data Verification covers modifying checks.)

Data Verification for Checks

In this step you will run Data Verification to make sure that there are no checks with non-existent account numbers.

Before running Data Verification, however, let's discuss for a moment what the possibilities are for this step:

a) All account numbers on the checks just entered are already in the general ledger chart of accounts (as they should be), or

b) One or more account numbers that were on the checks just entered were not found in the general ledger chart of accounts.

If the first situation occurs, then you entered all the account numbers correctly when you entered the checks. (Although it is still possible that input errors were made in other fields.) The first situation will occur if Data Verification says that no records need correction during both passes of the General Ledger file.

If the second situation occurs, then you probably made an input error when you entered the account numbers for one or more of the checks. If this happens after you run Data Verification, look for this type of error.

You'll know that this second situation occurred if Data Verification advises you that a transaction has an illegal account number. You will need to correct this (these) check(s) to reflect existing account numbers (see next step). In other words, a situation exists whereby suspense accounts were created, and these need to be handled right away.

OK, now that you know what to look for, let's run Data Verification. Enter 6 from the Account2000 Main Menu followed by 1 from the System Menu. The now familiar Account2000 file sort in progress... will appear in the upper left-hand corner of your screen.

You've run this before for the chart of accounts, so there shouldn't be any accounts with illegal classifications.

Now, if there are no checks with illegal account numbers and if you inspected the check register and found no errors, you will not need to modify the check register. However, if there are checks with illegal account numbers or if you inspected the check register and found some errors, you will need to modify the check register.

Modifying the check register is covered in the next step. Even if you didn't make any errors, it would be a good idea to just glance over the next step since sooner or later you will need to use it.

Modifying Checks

In this step you will modify the check register with Inspect/Modify Checks. This will correct errors for all types of checks.

Since no errors were on Forms ERCK, EMCK, or EPCK, any errors you will be correcting will be your own. To run this, enter 3 from the Account2000 Main Menu followed by 2 from the Inspect/Modify Data Menu:

Figure 4-16

Enter the numbers of the row and column corresponding to the change required. Account2000 will display the field to be changed in different intensity. Make the required corrections using the same techniques you did in Inspect/Modify Chart of Accounts. Following the screen instructions, exit. Repeat steps 4.9.26 thru 4.9.28 until these two conditions have been met:

a) The check register balances (the numbers at the bottom of the check register match), and

b) No "logic" errors are found by Data Verification.

When these two conditions have been met, it means that so far your General Ledger file is in tip-top shape for this client and there are no suspense accounts.

Also, whenever you are prompt to enter an account number, you may get a help box which contains a listing of the current chart of accounts. This help box also allows you to add an account on the fly. This is available whenever you enter or inspect / modify checks or journals.

Journals

Now let's enter journals with Enter Journals using Form EJ in Appendix A. Enter 1 from Account2000 Main Menu followed by 3 from the Enter Data Menu:

Figure 4-17

You will notice that the screen is divided into 2 parts; the first part asks for the journal type, number, date and description, while the second part asks for the account numbers and debit or credit entries. Form EJ will look similarly divided.

For each journal, enter the information on the top part of the screen with the first four columns on the form. Then enter in the A/C No's and amounts. (If an amount is a credit, you will have to bypass the debit field with a RETURN.)

When you are done, verify that the hash total on the screen matches the one on the form. (The hash total is the sum of all account numbers and is used to verify that you've entered these correctly.) When you've entered all the journals, enter END to get back to the Account2000 Main Menu.

You can use up and down arrows to edit the data you have input. Next Page and Prev Page keys can be used to jump 6 lines forward or backward. The help box again will show a listing for the chart of accounts for account number input.

Journal Printout

Just like you did after you entered the chart of accounts and the checks, it's time now to print the journal registers.

Enter 2 from the Account2000 Main Menu followed by 3 from the Print Reports Menu to run Print Journal Register. You can enter "ALL" for all journal register or you'll need to go through this step twice in a row; once to print the Income Journals and once to print the Adjustment Journals.

You'll be pleased to know that no file sort will be done the second time since the file will already have been sorted! That's the SRT or Sort Reduction Technique you read about in Chapter 1.

OK, the first time through this step, you'll print the Income Journal Register. After the file sort, enter I to the question Journal Type: (I/A/Y/R) and then enter in the number of copies desired. Soon the report will be printed and the Account2000 Main Menu will be back on your screen.

Now enter 2 from this menu followed by 3 from the Print Reports Menu to run Print Journal Register one more time. This time, enter A to the question Journal Type: (I/A/Y/R). Enter the number of copies desired and the Adjustment Journal will soon be printed.

You may be wondering why you didn't print the Year-To-Date Journal Register. Well, you didn't enter any YTD Journals. (These are also called source-9 journals and not all CPA/Accountants use them.) If you had tried to run this register, an error message would have told you this (try it!).

Now inspect your journal registers and mark clearly any errors you might have made on input.

Data Verification for Journals

Now run Data Verification one last time. Enter 6 from the Account2000 Main Menu followed by 1 from the System Menu. A file sort will be required. Since you know that the chart of accounts is in good shape, your main interest will be in the second half (the transaction half) of this selection's display. Make a note of any errors found for the next step.

In keeping with our tradition of entering, printing, verifying and modifying data in that order, the next step is to modify any journals in error. (No form is required for this step.) You'll know that you have entered all the journal data correctly if the following two conditions have been met:

a) The journal registers each individually have equal amounts for total debits and total credits, and

b) No errors were found by Data Verification.

Of course you will want to check further to see that you didn't make any errors in the dates or descriptions. If your journal entries are perfect, you can skip the rest of this step but as with the checks, eventually you'll be reading what immediately follows!

I/M Journals

Now let's go and run Inspect/Modify Journals, which lets you modify all journal types. Enter 3 from the Account2000 Main Menu and 3 from the Inspect/Modify Data Menu.

This program functions just like Inspect/Modify Checks. To exit, enter E or END.

Debits will be shown as positive numbers, and credits will be shown as negative numbers. Although when you entered credits in the Enter Journals program you did so without entering a minus sign (this is because Account2000 was designed to interpret numbers entered in the credit field as negative), you will need to enter in the minus sign when changing the value of a credit in this program (i.e., Inspect/Modify Journals).

When you are finished modifying all the journals requiring change, exit from this program.

The next several sections steps all deal with printing reports.

Therefore, it is crucial that you now go over all your printouts and verify that all information you've entered so far has been fully corrected. This means that all totals at the bottom of each report either match or are zero, and running Data Verification results in no errors for both passes of this file.

Working Trial Balance

First let's print the Working Trial Balance. Enter 2 from the Account2000 Main Menu followed by 4 from the Print Reports Menu. Print 1 copy. After the report has finished printing, inspect the control total at the bottom. If it is not zero, there is still an error. Go back over the chart of accounts and verify all beginning balances.

Go back over the check register and verify all amounts and account numbers. Go back over the journal registers and verify all journal amounts and account numbers. Then make any corrections needed and re-run this step.

General Ledger

No form is required to print the General Ledger, which you will do in this step. Enter 2 from the Account2000 Main Menu followed by 5 from the Print Reports Menu. A file sort will be required. Hit RETURN when asked for Starting A/C # and enter 1 for number of copies. Incidentally, the 1st two questions for this program (i.e., Starting and Ending A/C #'s) allow you to print specific accounts. For now, we want the whole shebang.

After the GL prints, look at the last page - you will see three control totals. If these are not all zero, you will need to go back and make some more changes. Or, see your supervisor; he or she will know which transactions or A/C's are in error. (This won't happen if the control total at the end of Data Verification or the Working Trial Balance is zero.)

Balance Sheet

To print the Balance Sheet, enter 2 from the Account2000 Main Menu followed by 6 from the Print Reports Menu. Print 1 copy.

You might be wondering how you can format the Balance Sheet and other financial statements. Let's take a look at this. Below in figure 4-18 is what the first part of the Balance Sheet you just printed will look like.

Now let's say you wanted to change various things on this report. Choose 3 from the Account2000 Main Menu followed by 10 from the Inspect/Modify data Menu. On your screen is another menu for Inspect/Modify Report Formats. Choose 4 for Balance Sheet and figure 4-19

MY COMPANY

MIAMI, FL

BALANCE SHEET

AS OF JUNE 30, 1987

ASSETS

CURRENT ASSETS

ROYAL TRUST 2,086.57

OFFICER LOAN 3,576.32

INVENTORY 14,853.30

DEPOSITS 565.00

ACCOUNTS RECEIVABLE 1,756.65

------------

TOTAL CURRENT ASSETS 22,837.84

Figure 4-18

All the data you see can be changed and stored for each client you have on the system. Let's change a couple of things right now just to see how the report will change.

Figure 4-19

First, change the Class Underline Char (item #16) from a dash to a period ("."). Next, change the column definition for Class Total Amount and Grand Total Amount from 65 to 40. Finally, change the class header text column definition from 8 to 12.

Now mark this paragraph because later you're going to want to put these items back to where they were!

Good! Now hit RETURN to exit the Inspect/Modify Balance Sheet Format. You should now have the Inspect/Modify Report Formats screen in front of you. As you can see, there are 9 reports you can format:

OK, now hit RETURN again to get back to the Account2000 Main Menu. Let's print another Balance Sheet to see what it looks like now. Choose 2 from the Account2000 Main Menu followed by 6 from the Print Reports Menu. Print 1 copy.

Here's what the new balance sheet looks like:

MY COMPANY

MIAMI, FL

BALANCE SHEET

AS OF JUNE 30, 1987

ASSETS

CURRENT ASSETS

ROYAL TRUST 2,086.57

OFFICER LOAN 3,576.32

INVENTORY 14,853.30

DEPOSITS 565.00

ACCOUNTS RECEIVABLE 1,756.65

............

TOTAL CURRENT ASSETS 22,837.84

Figure 4-21

There's not much of a change, but that's because we only changed 3 items in the formatter. If you had changed several items, the report could look completely different. Other things, such as the account headers, company name, and report date also influence the final appearance of each report.

Upper/Lower Case Conversion

Now let's do one other thing: make the report upper and lower case. Enter 6 from the Account2000 Main Menu followed by 13 from the System Functions Menu. This selection corresponds to Upper/Lower Case Conversion. Choose option #2: "Capitalize 1st Letter Of Each Word". The next screen will allow you to convert only specific data. Enter RETURN to convert all of the data. In a few seconds, the Account2000 Main Menu will appear.

Re-print the balance sheet. Not bad! Just so the reports you'll print from now on will be consistent with the manual, go back and change the Upper/Lower Case Conversion back to upper case. Also, go back to the paragraph you marked earlier and change the balance sheet items so they are how they were originally.

Now that you've seen how to print a report, let's print a whole bunch of them!

Print Income Statement

To print the Profit & Loss Statement (also called an Income Statement among other things), enter 2 from the Account2000 Main Menu followed by 7 from the Print Reports Menu. Print 1 copy.

Comparative Balance Sheet

To print the Comparative Balance Sheet, enter 2 from the Account2000 Main Menu followed by 8 from the Print Reports Menu.

Current Period Comparison

To print the Current Period Comparison Report, enter 2 from the Account2000 Main Menu followed by 9 from the Print Reports Menu.

YTD Comparison

To print the program Print YTD Comparison Report, enter 2 from the Account2000 Main Menu followed by 10 from the Print Reports Menu.

Statement of Retained. Earnings

To print the Statement of Retained Earnings, enter 2 from the Account2000 Main Menu followed by 11 from the Print Reports Menu. Use the Account2000 defaults for everything but the period (use 7 months for the period).

Statement of Changes

Now print the Statement of Changes in Cash Flows. Enter 2 from the Account2000 Main Menu followed by 12 from the Print Reports Menu.

System Functions

At this point you have printed the major General Ledger reports. You should have amassed quite a stack of paper! The next report you will print is a cover letter, but before you do, you're going to learn about one of Account2000's "System Functions".

Printing onto the CRT Screen

What you're going to do is to tell Account2000 not to print the report directly onto the printer, but instead, you'd like to review it (and possibly change it) right on your CRT screen. Then, when you've finished looking and/or changing the report, you want to print it. Sounds handy? It is because sometimes you may want to look at a printout without needing the hard copy.

OK, here's how you do all of this (it's very simple)! First, get to the Account2000 Main Menu. Look at the upper right-hand part of the screen, the 3rd line to be exact. It should highlight "PRINT".

Now type the letter "V"

"VUE" has replaced "PRINT" on the 3rd line. Until you type "P", Account2000 will display your printouts on the screen.

Now you might be asking, "What good is a printout if it's somewhere on the disk and not on paper?". And, "How do I look at this printout - and how do I print it?".

The answer to both questions is that after you request a printout, Account2000 automatically brings the report onto your screen for immediate review whenever the 3rd line highlights "VUE" and not "PRINT". Furthermore, after you review the printout, you always have the opportunity to print it.

Also note "SV" and "LOOK" on the same line. These are for SuperVUE advanced word processor for the Alpha Micro and Micro Concepts LOOK for Review without edits.

SuperVUE word processor is available separately from Wagner Software Ltd. SuperVUE has advanced features for laser printer support and more...

MS-DOS users must create a batch file to use one of the multitude of word processors available. Please call Wagner Software LTD. for further information.

Cover Letter

Let's see how this works with the cover letter, which is usually sent along to your clients with your Account2000 reports.

Enter 2 from the Account2000 Main Menu followed by 14 from the Print Reports Menu. Use the Account2000 default file name that appears on the screen (just hit RETURN when asked for file name). In the future, you may want to define your own text that will appear in the cover letter; for now, you will be using the text provided by Wagner & Associates Software. Print 1 copy.

VUE Last Printout

What happened?! Nothing came out on the printer. But, what's this??? The cover letter is on the CRT screen in front of you! Yes, Account2000 invoked AlphaVUE (or CVue for MS-DOS) on your print file and you are now "in VUE".

If you are not familiar with AlphaVUE(TM) at this time, you very likely will be soon, but for now, we'll assume that you are not the least bit knowledgeable about AlphaVUE, so after you have looked the screen over, hit the ESC key. Most of the screen should go blank, except for the top 5 lines.

Now type the letter Q and hit RETURN. At this point, you have just "Quit" out of your printout file. Now Account2000 wants to know if you really want to print it this time! Enter 1 for number of copies, and the cover letter will be printing out in no time.

This is quite a powerful feature of Account2000 since it interfaces with and takes advantage of other software programs already written for your computer. What this means is that you have a fully integratable word processor for use with your Account2000 package!

Set System Parameters

Now change VUE back to PRINT. Of course, you could do this by typing "P". Here's another way:

Enter 6 from the Main Menu followed by 15 from the Systems Functions Menu. This is actually Inspect/Modify Client Info. Then change item #19 from "V" to "P" for print. Hit RETURN to get back to the Main Menu.

Normally you would just type "P". Account2000 often gives you more than one way to accomplish your goal.

Client List

One report useful for "housekeeping" purposes is the Client List. This report will list all clients currently on the computer. Please note that only two clients, the demonstration client (#1) and the client you have just been working on (#2), will be listed on this report.

Enter 2 from the Account2000 Main Menu followed by 15 from the Print Reports Menu. Print 1 copy. The Client List will be printed shortly.

Payroll Reports & Forms

In this step you will be printing 3 different payroll reports. Since some payroll printouts require changing forms, Account2000 will advise that a special form is required and will wait until the new form has been set up on the printer. Account2000 does this via the statement:

Set up form on printer. Hit RETURN to continue...

When you have put the form (W2, 1099, whatever) in the printer, hit RETURN.

Account2000 will ask if you want to print out one of the forms as a sample to allow you to check that the form is aligned properly. Account2000 does this via the following question:

Print Sample or Actual? (S/A)

If you just put these forms on the printer, you will want to print a sample, so enter S for sample. Account2000 will print a sample form for you to make sure you have the form properly aligned. However, if you are running a batch of forms, say W2's, you only need to align them once.

Therefore, if the last group of W2's was aligned, you know the next one will be, too. So in this case, enter A for Actual and Account2000 will print all the actual forms. (If you do not have these special forms, your office will need to order them. Contact Deluxe Business Forms to get the proper Account2000 forms.)

Be sure at the end of each printout you change back to whatever paper you were using before (or to the next special form). After Account2000 has finished printing a special form, the following message will be displayed:

Printout complete. Replace forms. Press any key to continue...

Now you should change the paper. When you're done, enter RETURN and Payroll Processing Menu will appear. This procedure will be followed for every program that prints special forms.

Now let's print payroll reports. (No Appendix A forms are required.) Two of these reports (the Payroll Master Report and the Employee Quarterly Earnings Report) use regular paper, so we'll print these first.

Enter 4 from the Account2000 Main Menu to see the Payroll Menu. Enter 2 for the Print Reports Menu, and enter 6 to print the Payroll Master Report. When this has been printed, the Payroll Menu will re-appear.

Look at this printout -- and in particular the first quarter amounts for each of the employees. These amounts are the totals of the paychecks you entered earlier.

Now let's print the Employee Quarterly Earnings Report. Enter 2 from the Payroll Menu and 4 from the Print Reports Menu. After this has been printed, the Payroll Processing Menu will return to your screen.

Now let's print the W2's. Enter 2 from the Payroll Processing Menu and 3 from the Print Reports Menu. After a few seconds, you will be asked to set up the form as described earlier in this step.

Do this. After telling Account2000 how many W2 forms there are across, print sample W2's until the form is properly aligned and then print the actual W2's. After these have been printed, you will be advised to change the paper in the printer. So put the regular paper back in the printer and hit RETURN.

Quarterly Totals

Now that you've printed out the payroll reports, you can verify that the payroll checks entered under the General Ledger were properly posted by Account2000 to the Employee file.

In this step you will clean out these checks and print the Payroll Master Report again to verify that check data is no longer in the Employee file.

Enter 4 from the Payroll Menu followed by 3 from the Payroll System Menu to run the Year-End Payroll Check Cleanout program. This program only clears out the Employee file checks; the checks still remain on the General Ledger if they haven't yet been rolled forward.

The Year-End Payroll Check Cleanout program will advise you that Account2000 is about to delete all check amounts in the Employee file and will ask if you're sure you want to do this. You do, so enter Y. (You would normally do this only at the end of each calendar year. We are only doing this now so that you can see what is involved in this step.)

When this program is finished, print the Payroll Master Report again. All amounts should be zero for every employee.

Deleting Employees

Now let's get rid of all the employee data. The program that performs this function is the Employee File Cleanout.

Run it by entering 4 from the Payroll Processing Menu followed by 2 from the Payroll System Menu. Be very careful! This program destroys all employee data!!! Again you will be asked to confirm your intentions. Enter Y. (You may never need to run this program during regular processing. But if you ever need to erase all current employees, this is the program that will do it a lot faster than deleting each employee individually.)

When this program finishes, space for employees will still be allocated; but there will no longer be any employee data in this area. You may wish to try to print a copy of the Payroll Master Report; if you do, a message will advise you that no employee data is on the system.

This concludes Payroll Processing for this run-through. Congratulations! Now enter 5 from the Payroll Menu to see the Account2000 Main Menu. You will be pleased to know that no forms are required for the remainder of this run-through.

Roll Forward - Current-into-YTD

Let's assume for the sake of this run-through that it is the end of this client's current processing period. (This could be 1 month, 3 months or whatever the CPA/Accountant and client have agreed upon.) When the end of a client's processing period occurs and you have printed all the necessary reports, it is time to run the program Roll Balances Forward - Current-into-YTD.

To run the program Roll Balances Forward - Current-into-YTD, enter 6 from the Account2000 Main Menu followed by 2 from the System Menu. Before you confirm your desire to roll the balances forward, let's discuss for a moment what this program does:

When you entered the checks and journals, you always supplied account numbers to which the amounts were posted. But every check and journal was retained as a transaction. This program sums up the amounts for all the checks and journals for each account number for each monthly period and add the sum to that account number's YTD balance. Then, the checks and journals (i.e., the transactions) are deleted from the file.

Thus all transaction detail is lost, but the balance forward for each monthly period and the YTD balance reflects these transactions. Each months transactions will be stored for each account for comparison statements.

It's possible that you wish to roll the balances forward up to a particular date and you can do this as well. For example, let's say you've entered transactions from April thru July and you want to retain all transactions from July 1 and on. You can do this by specifying June 30th as the last day to roll forward the transactions.

Another thing you may want to do is to retain these transactions somewhere for a YTD general ledger for this client. You can do this as well. All you need to do is to set up another client number that will hold all of this client's transactions for the year (or for whatever period you desire).

Then, just before you roll balances forward, consolidate this client's transactions into your YTD client. (See the Account2000 Special Features Guide for more information on the use of this program.) The same consolidation program may be used for profit center analysis.

OK, back to your screen. Account2000 asks if you would like to force all entries into current fiscal year. This is one of the advanced features of Account2000.

If you have made a check or journal entry dated for the prior fiscal year, Account2000 will post that entry to last years balances and will create a YTD journal entry (dated the first day of the fiscal year) to update the current year. It is possible for you to make an error in data entry so we allow you to override this feature. If you enter Y to force all entries to the current fiscal year, Account2000 will assume you just entered the incorrect year and post the same month in the current fiscal year. (This error can be caught by checking the earliest CK/JL date in data verification.)

When the program finishes, you might want to reprint the General Ledger reports, just to see the changes. The reports will look different than when you ran them the first time; some will be shorter, and all current amounts will now be zero (if the report shows current amounts).

Roll Forward - Year-End Cleanout

In this step you will perform a function similar to what you did when you rolled balances forward - current into Year-to-Date. Now you will roll balances forward - Year-End Cleanout.

What this means is that the Year-to-Date amount stored for each account will become the new comparison amount for that account, and the Year-to-Date balances in the Profit & Loss portion (classes 7 through 12) of the General Ledger will become zero. Any transactions that are on the file will also be added to this new comparison amount and then deleted. Generally you will want to do this only at the end of each client's fiscal year. But for the purpose of this chapter's run-through, let's do this now.

The program to be run is: Roll Balances Forward - Year-End Cleanout. Enter 6 from the Account2000 Main Menu followed by 3 from the System Menu. As with the other Roll Balances Forward program, you will be asked to confirm your intentions (just in case the wrong menu selection was made). Do this by typing Y.

Since this is the end of the client's fiscal year, Account2000 needs to know the Retained Earnings account number. This is so it can post the year's profit (or loss) to this account. That's why the next screen prompt you see is:

Enter Retained Earnings A/C #:

Enter 562 for this account number. After the program finishes execution, Account2000 will setup comparative files for the next fiscal year. You will be prompted to change current year start date before rolling over Retained Earnings entry. Enter RETURN and you will run Report Date & Period Entry. Change #'s 2, 3, and 4 to the new dates and you will return to the Main Menu.

Print the retained earning journal entry thru the procedure discussed earlier and Roll over Current into YTD to post entry to retained earnings.

At this point, print a chart of accounts. When you compare this to the chart of accounts you printed earlier, you will see that the new comparison amounts are now stored for this client.

New Clients

At this point you have covered a great deal of material. What remains is to look at some additional Account2000 special features that you will find useful in the future.

In this step you will be creating a new client with the same chart of accounts as the sample client you have been working on. This procedure is one that will save you a great deal of time if you use the same or a similar chart of accounts for more than one client, which many offices do.

First, enter 7 from the Account2000 Main Menu. This selection corresponds to End Work on Client # xxx. The time used today and the total time used to date will appear on the CRT. You will be asked to hit RETURN to continue. This is so you have a chance to look at the amount of time used so far.

After hitting RETURN the next screen that appears is the first one that you saw after entering A2000:

Enter Client Number (1-999):

Enter a number from 2 to 999. This is so you enter a number for a client which hasn't been set up yet.

Naturally, Account2000 will advise you that this client does not exist (only two clients exist - the test client (#1) and the sample client you just entered) and Account2000 will ask you if you want to create it:

Client #nnn doesn't exist. Create it? (Y/N)

You do want to create it, so enter Y. (If you had entered N, you would have been asked to enter another client number.) Now Account2000 will create the necessary files and do the necessary "paperwork" to create this client. After this, you will be asked for a report date. Since this is a new client, you will need to enter the Basic Client Data. It doesn't really matter what you type in, as long as you put something in for the name. When you're done, the Account2000 Main Menu will appear.

Good! At this point when you're setting up a new client, the next logical step is to set up this client's chart of accounts. Let's assume in this case that the chart of accounts for client #1 is very close to the one you want for this client.

To copy over the first client's chart of accounts, enter 6 from the Account2000 Main Menu followed by 5 from the System Menu. These menu selections will result in the execution of the program Copy over Chart of Accounts. When this program is run, you are given a description of what it does on the screen and with the verify option it is impossible to have duplicate account numbers.

Incidentally, under no circumstances will Account2000 copy transactions. This program only copies entries in the chart of accounts.

Now back to the first input required from the screen, which is the number of the client who has the chart of accounts you want to use for this client. Enter the number of the first client you were working on (i.e., 1). Then, enter N for Verify?. After a short while, the chart of accounts will be copied over and the Account2000 Main Menu will appear. Again, this program only copies accounts; not transactions.

New Chart of Accounts Printout

Good! Your new client now has a brand new chart of accounts - without you having to enter it! Is it really there? Run Print Chart of Accounts just to make sure. Note that the comparison amounts as well as the current balances are all zero. This is because you only wanted to copy the accounts, not the amounts.

Deleting Clients

This new client was only created to demonstrate the ability to copy over a chart of accounts from another client. Now that we've done it, we don't need this client anymore. A logical thing to do at this point, therefore, is to delete this client.

Here's how to do this: First, enter 6 from the Account2000 Main Menu followed by 8 from the System Functions Menu. You are now running the Delete Client program. Next, confirm your intentions to delete this client by typing Y. Account2000 wants to make very sure that you really want to take this drastic action, so you will need to repeat your intentions. Enter Y again.

After this client is erased from the Account2000 system, the next screen you see will be the one that asks for the client number. Let's make sure that the first client you entered is still there. Enter this client's number. If you're not asked to create this client (and you will be if you entered the right number), the first client will still be there. (Whew!)

Billing Your Clients

One menu that you have not utilized yet is the Billing Menu. This menu controls the utilization of your computer by Account2000. Account2000 automatically keeps track of several items such as: terminal sessions (i.e., the number of logons to Account2000), A/C's entered, pages printed, etc.

You have the power to: 1) define a unit charge for each of these items, by client, 2) change unit charges, 3) change utilization (also called usage), and 4) print an invoice for one client or all of them. This menu is useful for accountants to provide a complete accounting to their clients and/or to measure an operator's work over a long period of time.

Note: This billing section of Account2000 is not meant and should not be used as an accounts receivable system. Although invoices are printed and may be stored, we recommend that you use another accounts receivable system to handle all your A/R as well as software for your work, time, and employee management functions.

Time2000 is a billing package available for the Alpha Micro from Wagner Software LTD. Please call or write for more information.

Unusual Problems

One final note: Selections 9 and 10 from the System Menu will never be necessary under normal processing. These selections have been provided for use after a system crash or loss of power. When your system goes down for whatever reason during Account2000 processing, run selection #9.

At worst, this does no harm and at best will recover your data. You may run selection #10 as long as you don't alter the client numbers. Selection #10 is to be used by experienced Account2000 programmers only!

Completing The Session

Let's now finish work for this terminal session (at last!). After you have entered the new report date, enter 7 from the Account2000 Main Menu. Soon the time used today and to date will be displayed on the screen:

Figure 4-23

Logoff

Normally you would log off by hitting RETURN or typing END to the prompt:

Enter Client Number (1-999):

Before you do this, type DIR and hit RETURN. It's a client directory! This is handy for many purposes, including when you forget someone's client number. You may also type in any word beginning with a D (for directory), H (for help), or L (for list) to get the same result.

Another option available to Account2000 subscribers, the On-line release notes. Type "N" to find out the changes that were made since last update or even prior updates.

After acknowledging the end of Update listing, hit RETURN when asked for client number. Account2000 will then log you off. It's that simple.

Congratulations!

Well, congratulations are in order! You have successfully completed your first run-through of the Account2000 Client Write-Up Package.

For now, gather up all your materials and reports and place them in a folder. And don't forget to replace the forms from Appendix A back into the manual so that someone else will be able to enjoy the experience you have just had!

A

Account2000 Main Menu, 36

AlphaVUE, 52

Assets, 39

C

Class, 39

Client Directory, 55

Comparison Statements, 53

Consolidate Client, 53

Copy over Chart of Accounts, 54

Create\\Chart of Accounts, 40, 54

Create\\Clients, 43, 54

Create\\New Clients, 35

Create\\Payroll Files, 43

Create\\Payroll Files, 43

Create\\Suspense Accounts, 44

Creating Chart of Accounts, 40, 54

Creating Clients, 43, 54

Creating Payroll Files, 43

Creating Reports, 51

Creating Suspense Accounts, 44

D

Data Entry, 32

Data Verification, 48

Data Verification, 41, 46

Decimal Points, 34

Delete\\Accounts, 44

Delete\\Clients, 54

Delete\\Employee File, 53

Delete\\Quarterly Totals, 52

Delete\\Transactions, 53

Delete\\Transactios, 53

Deleting Accounts, 44

Deleting Clients, 54

Deleting Employee File, 53

Deleting Quarterly Totals, 52

Deleting Transactions, 53

Deleting Transactions, 53

Delux Business Forms, 52

Directory of Clients, 55

E

Employee File Cleanout, 53

Enter Chart of Accounts, 40

Enter Checks, 45

Enter Client Data, 37

Enter Employees, 44

Enter Journals, 47

Enter Report Date/Periods, 36

Enter Retained Earnings A/C #\:, 53

Entering Chart of Accounts, 40

Expanding Employee File, 43

F

Figure 4-12, 44

Figure 4-13, 45

Figure 4-19, 50

Figure 4-21, 50

Figure 4-3, 36

Figure 4-5, 37

Figure 4-6, 37

Figure 4-8, 41

Figure 4-9, 42

Figures\\3-1, 30

Figures\\4-16, 47

Figures\\4-17, 48

Figures\\4-18, 50

Figures\\4-23, 55

File Management, 51

Fix A/C Bitmap File, 54

Fix Client Number File, 54

Flags\\Spool Print Files, 52

Form ECA, 40

Forms\\EBC, 37

Forms\\EE, 44

Forms\\EJ, 47

Forms\\EMCK, 45, 46, 47

Forms\\EPCK, 45, 46, 47

Forms\\ERCK, 45, 46, 47

Forms\\MPAC, 44

Forms\\MPAC, 44

Forms\\MPAC, 43

H

Hard Copy, 51

I

I/M Account Headers, 39

I/M Checks, 47

I/M Employee Data, 45

I/M Journals, 48

I/M Payroll A/C's, 43

I/M Report Formats, 50

Income Statement, 39

Inspect/Modify Chart of Accounts, 42

L

Liabilities, 39

Logoff, 55

logon, 54

M

Max Employees, 43

menus, 1

Menus\\I/M Report Formats, 50

Menus\\Main Menu, 36

N

Net Profit, 39

P

Payroll\\1099's, 52

Payroll\\A/C's, 44

Payroll\\Check Register, 46

Payroll\\Checks, 44

Payroll\\Deleting Employees, 53

Payroll\\Employee File Cleanout, 53

Payroll\\Enter Employees, 44

Payroll\\Expanding Employee File, 43

Payroll\\I/M Employee Data, 45

Payroll\\Max Employees, 43

Payroll\\Payroll A/C's, 43

Payroll\\Print Employee List, 45

Payroll\\Print Employee Qtrly Earnings, 52

Payroll\\Print Payroll Check Register, 46

Payroll\\Print Payroll Master Report, 45, 52

Payroll\\Print W2's, 52

Payroll\\Quarterly Totals, 52

Payroll\\W2's, 52

Power Loss, 54

Print, 52

Print 1099's, 52

Print Balance Sheet, 49

Print Chart of Accounts, 40, 54

Print Check Register, 46

Print Client List, 52

Print Comp Balance Sheet, 51

Print Cover Letter, 51

Print Cur Per Comp Report, 51

Print Employee List, 45

Print Employee Qtrly Earnings, 52

Print General Ledger, 49

Print Income Statement, 51

Print Journals, 48

Print Payroll Check Register, 46

Print Payroll Master Report, 45, 52

Print Statement of Changes, 51

Print W2's, 52

Print Working Trial Balance, 48

Print YTD Comp Report, 51

Profit Centers, 53

Programs

Data Verification, 41

Programs\\Consolidate Client, 53

Programs\\Copy over Chart of Accounts, 54

Programs\\Data Verification, 46, 48

Programs\\Delete Clients, 54

Programs\\Employee File Cleanout, 53

Programs\\Enter Checks, 45

Programs\\Enter Client Data, 37

Programs\\Enter Employees, 44

Programs\\Enter Journals, 47

Programs\\Fix A/C Bitmap File, 54

Programs\\Fix Client Number File, 54

Programs\\I/M Account Headers, 39

Programs\\I/M Checks, 47

Programs\\I/M Employee Data, 45

Programs\\I/M Journals, 48

Programs\\I/M Payroll A/C's, 43

Programs\\Inspect/Modify Chart of Accounts, 42

Programs\\Print 1099's, 52

Programs\\Print Balance Sheet, 49

Programs\\Print Chart of Accounts, 40, 54

Programs\\Print Check Register, 46

Programs\\Print Client List, 52

Programs\\Print Comp Balance Sheet, 51

Programs\\Print Cover Letter, 51

Programs\\Print Cur Per Comp Report, 51

Programs\\Print Employee List, 45

Programs\\Print Employee Qtrly Earnings, 52

Programs\\Print General Ledger, 49

Programs\\Print Income Statement, 51

Programs\\Print Journals, 48

Programs\\Print Payroll Check Register, 46

Programs\\Print Payroll Master, 52

Programs\\Print Payroll Master Report, 45

Programs\\Print Statement of Ret. Earnings, 51

Programs\\Print W2's, 52

Programs\\Print Working Trial Balance, 48

Programs\\Print YTD Comp Report, 51

Programs\\Roll Forward - Current-into-YTD, 53

Programs\\Roll Forward - Year-End Cleanout, 53

Programs\\Set System Parameters, 52

Programs\\VUE Last Printout, 52

R

Release notes, 55

Report Generation, 1

Roll Forward - Current-into-YTD, 53

Roll Forward - Year-End Cleanout, 53

S

Set System Parameters, 52

Source-9 Journals, 48

SRT, 48

Stockholder's Equity, 39

Suspense Accounts, 44, 46, 47

sx Programs\\Print Statement of Changes, 51

T

Time used, 55

V

VUE Last Printout, 52

W

W2's, 52

Y

YTD General Ledgers, 53

YTD Journals, 48