Special Features Guide

CHAPTER 1 How to Use this Guide

Is this The Right Guide?

This guide discusses the driving concepts behind Account2000. Use it when you want to know the theory behind Account2000's operation.

If you need to install Account2000 onto your system, or if you're a new user and you want the necessary background and knowledge to start using Account2000, please refer to the Account2000 New Users Guide.

If you want specific subject matter information about a specific program and the data it requires, please refer to the Account2000 Program Description Guide. If you want technical information about file layouts, data formats, operating system interfaces, terminal driver requirements, etc., please refer to the Account2000 Technical Guide.

How To Read This Guide

Where possible, screen instructions give you all the help you need to use each Account2000 feature. For example, most people find the "Copy Chart of Accounts" feature straight forward enough to understand and use.

But try as we might, not every program is self-explanatory. That's what this guide is for - to give you the necessary background to understand what the feature is, how it works and how you use it. Each chapter, from Chapter 2 on, covers a different topic in depth.

What if you can't find the information you want? Refer to the Account2000 Program Description Guide for details on the specific program's operation.

CHAPTER 2 Consolidate Client

Purpose

The purpose of the Consolidate Client program is to merge any number of divisions to create a new general ledger.

This gives you the capability to get overall financial reports for a company with two or more divisions. You may also use the Consolidate Client program to store YTD (Year-To-Date) general ledgers, if you don't have the Smart Date Mode option.

Setting Up Multi-Division Companies

To set up a company with two or more divisions, create one client number for each division and create one additional client number for the company as a whole. For example, a company with 5 divisions could have client numbers 101 thru 105 for the divisions and client number 106 for the consolidated company.

Note: The numbers you assign need not be in any order; you can use any number from 1 to 999 for the divisions as well as for the consolidated company. Then follow this procedure:

1) Enter the basic client data for each of the divisions as well as for the consolidated company.

2) Enter the chart of accounts for the first division and run Data Verification to insure its accuracy. Depending on whether or not the divisions all have the same chart of accounts, do one of two things:

A) If all divisions have the same chart of accounts, you should copy over the chart of accounts to all the other divisions and the consolidated company. Do this by running Copy over Chart of Accounts once for the consolidated company and once for each of the remaining divisions. The "From" client number will in all cases be the number of the first division. The "To" client numbers consist of the number for the second, third, etc. divisions and the number of the consolidated company.

B) If the divisions have different charts of accounts, enter them separately. Do not enter the chart of accounts for the consolidated company; create the consolidated company's chart of accounts by running Copy over Chart of Accounts once for each division. The "From" client number will be the number of the division.

3) Next, post transactions to each division as if it were a separate company. It is not necessary to double-post transactions to the consolidated company; the program Consolidate Client will do this for you. However, if there are transactions that you want to see in the consolidated company which do not appear in any of the company's divisions, you may put these in.

4) Now run the program Consolidate Client (Main Menu Selection #6 followed by System Functions Menu Selection #11). If you are in Smart Dates, Account2000 will only consolidate the transactions of the current period. This will allow you to keep all transactions in divisional companies for a YTD General Ledger. The Consolidate Client program first asks you for the number of the consolidated client:

Enter # of Consolidated Client:

Enter the number you've assigned to the consolidated company. If the number entered is not the number of an existing client, the error message:

Client doesn't exist. Create it first.

will appear at the bottom of the screen. This is because the consolidated company must be created as a separate client.

5) Next you're asked to enter up to 10 client numbers. These numbers should correspond to the numbers assigned to this company's divisions. After entering all client numbers corresponding to the divisions, type 'E' or '0" (zero) signifying end of input. At this point, Account2000 will copy every transaction from each division and post it to the consolidated company's general ledger. You'll see this process taking place on the screen.

When the copying is completed, the message:

About to run Data Verification...

appears at the bottom of the screen. After you hit RETURN, Data Verification is run automatically to make sure no errors exist in the consolidated company's general ledger. You'll then be returned to the Account2000 Main Menu for work on the consolidated company.

If you need to consolidate more than 10 client numbers, simply repeat steps 4 and 5 above as many times as required.

6) At this point, the consolidated company contains all of the transactions from each of its divisions. If there were any errors detected by Data Verification, correct these by running Inspect/Modify Chart of Accounts. Then, update the YTD balances and comparison amounts and print the chart of accounts. This completes the process.

Setting Up YTD General Ledgers

Normally, when you use Account2000, you roll the balances forward after you have created the reports for each period. As you know, this process updates the beginning balances in the chart of accounts and erases all the current transactions.

As a normal mode of operation, the regular procedure of rolling balances forward each month (or quarter or whatever the client's period is) saves disk space and makes for fast and efficient processing of a client's write-up.

However, because the previous period's transactions are deleted during the rolling forward process, it may seem impossible to retrieve them at the end of the year for a Year-to-Date General Ledger. Nevertheless, with just a few simple steps, you can create a YTD General Ledger. Here's how:

1) Let's say that you want to keep year-to-date information for client #1, which is already on your system. To do this, you need to create another client which will warehouse the YTD information. One good system for this is to add 500 to the client number to get the YTD client number. Let's assume you choose 501 for the YTD client number. Logon to Account2000 by typing CPA. Enter 501 for the client number. This client shouldn't exist, but you do want to create it.

2) Enter in the appropriate report date and periods. Remember that this client (#501) is going to store all transactions for the year.

3) Now enter the same basic client data for client #501 as you did for client #1.

4) Copy over the chart of accounts from client #1 to client #501. To do this, just run the program Copy over Chart of Accounts. Do not choose the verify option since client #501 is a new client and doesn't have a chart of accounts.

5) Now enter the beginning balances into #501's chart of accounts using the Inspect/Modify Chart of Accounts program. At this point, clients #1 and #501 should look exactly the same.

6) Now begin regular processing on client #1. That is, log off of client #501 and log back on to client #1. Enter client #1's checks and journals as required. After you're in balance and you've run all the reports, you would normally run the program Roll Balances Forward - Current into YTD. Don't yet! First run Consolidate Client, consolidating client #1's transactions into client #501's general ledger. Then run Roll Balances Forward - Current into YTD on client #1.

Notes of interest:

Rolling Balances Forward

At the end of each fiscal year, you need to run Roll Balances Forward - Current into YTD separately for each division and once for the consolidated company. Doing this allows you to maintain accurate YTD balances for both the divisions and the consolidated company.

Payroll Processing

Payroll is still handled separately for each division. You do not need to set up Payroll for the consolidated company unless all payroll is handled exclusively by the consolidated company. Payroll posted to a division, therefore, remains with that division and does not affect the payroll (if any) of the consolidated company.

Other Processing

Billing is also maintained separately for each division as well as for the consolidated company. Therefore, print invoices for not just the divisions but for the consolidated company as well. All other Account2000 functions are handled normally.

CHAPTER 3 Sub-Accounts

Purpose

The purpose of this capability is to give the Account2000 user additional flexibility in setting up and printing accounts.

Sub-accounts are useful for breaking down major accounts into several categories which can then be printed on sub-schedules. They are also used to create profit centers on the income statement.

If you do not wish to use sub-accounts, then you may continue to use Account2000 as you have in the past without changing the way you use the system.

What Makes a Sub-Account?

Account2000 allows for 6-digit account numbers (plus an optional 3 digit client number suffix). Each 6-digit account number is broken down into two parts:

1) Part 1 consists of the first two digits of the account number. Normally, for a regular account, these are zero. But if either of the first two digits are non-zero, this account is treated as a sub-account.

2) Part 2 consists of the last four digits of the account number. An account number is in the format:

SSAAAA (where SS stands for the sub-account of account AAAA.)

For example, say that account #000511 is Payroll, and you wish to set up two accounts: one for Officer Payroll and one for Employee Payroll.

One way to do this would be to keep account #000511 for the Payroll major account, to set up account #010511 for the Officer Payroll account, and to set up account #020511 for the Employee Payroll account. (Note: bold are for emphasis only.)

Of course, another way to do this would be to set up account #000511 for Officer Payroll and account #000512 for Employee Payroll.

In this example, you would not be using the sub-account capability of Account2000. In the prior example, you would be using sub-accounts.

Why Use Sub-Accounts

You do not need to use sub-accounts, but there are two situations when you would want to:

1) On the Income Statement and Balance Sheet, sub-accounts are used to avoid clutter by showing major categories of accounts while suppressing detailed minor accounts.

2) It's possible to print a separate Income Statement for each set of sub-accounts.

Sub-Account Data Entry

When entering account numbers, whether they be for the chart of accounts, checks, journals, or whatever, use the following procedure:

1) To enter an account number which is not a sub-account, simply enter the number with or without leading zeroes (it doesn't matter). Account2000 will strip all leading zeroes, and if the resulting account number is 4 digits or fewer, Account2000 will know that it is not a sub-account.

2) To enter an account number which is a sub-account, you must enter the sub-account followed by the account number. For example, 120354 refers to sub-account 12 of account 354.

You may enter 5 digits if the first digit of the sub-account is zero. For example, 020354, which refers to sub-account 02 of account 354, may be entered as "020354" or "20354".

The following table illustrates some examples of the use of account numbers:

+========================================================+

| Your Entry | As Stored by Account2000 | Sub-Account? |

|=============|==========================|===============|

| 512 | 000512 | No |

|-------------|--------------------------|---------------|

| 0255 | 000255 | No |

|-------------|--------------------------|---------------|

| 01105 | 001105 | No |

|-------------|--------------------------|---------------|

| 320751 | 320751 | Yes - 32 |

|-------------|--------------------------|---------------|

| 10573 | 010573 | Yes - 1 |

|-------------|--------------------------|---------------|

| 010573 | 010573 | Yes - 1 |

|-------------|--------------------------|---------------|

Figure 3-1

You may be curious as to why the sub-account number consists of the first two digits and not the last two.

There is a good reason for this: Account2000 data entry of account numbers is faster when you don't need to put in leading zeros. With this technique, Account2000 can continue to put in the leading zeroes for you. In fact, this is the AICPA recommended technique.

Master Account Numbers

When you use sub-accounts, you need to create a master account number. For example, if you used 010511 for Officer Payroll and 020511 for Employee Payroll, you must have an account number 000511.

If you do not have the master account number, you will not be able to print the financials. The reason for this is that on the financials, sub-accounts are not printed separately but they are accumulated into one master account. (After all, this is one of the purposes of sub-accounts.) Account2000 has to know what to call this master account.

This doesn't mean that you should post anything to 000511 (or whatever the master account number is). Postings should be made to the appropriate sub-account. However, Account2000 will allow you to post to a master account number and any such amounts will be reflected in the financials.

Printing Sub-Schedules

When you print a financial, Account2000 automatically accumulates a set of sub-accounts into the appropriate master account and prints only the master account line. When we say financial, we mean the following reports:

Balance Sheet

Income Statement

Comparative Balance Sheet

Current Period Comparison

Year-to-Date Comparison

Statement of Retained Earnings

Statement of Cash Flows

Comparative Statement of Cash Flows

In each of the above reports, you have the option of either printing or not printing the sub-schedules. Here's how to tell Account2000 whether or not you want to print sub-schedules:

First, run the program Set System Parameters. This is run by selecting 6 from the Main Menu followed by 15 from the System Functions Menu.

Item #20 is Print Sub-Schedules? (Y/N). If you want sub-schedules to print after each financial, enter Y for item #20. If you want to suppress the printing of sub-schedules, enter N for item #20. The sub-schedule flag may be different for each client on the system and may be changed at any time.

Next, you must change your chart of accounts to include sub-accounts. (The sample client (#001) includes sub-accounts and you should look at it.) Again, the sub-account designation is the first two digits of the account number.

If an account number has sub-accounts, you must have a "master" account number for these sub-accounts. For example, if you have an account #010678 (which is sub-account #1 for account #678), then you need account #000678 (which is the master account for account #678). Sub-accounts without master accounts will show as an error on Data Verification. Do not post any transactions to the master account; only post transactions to sub-accounts. You can use any 2-digit numbers for your sub-accounts, and you don't even need to start with "01".

Profit Centers

It is possible to use sub-accounts to create profit centers. These are printed by choosing the "Print by sub-account?" option when printing the income statement (or any of the comparisons).

Since each profit center consists of all like sub-accounts, all the 01 sub-accounts will print on one income statement, all the 02 sub-accounts will print on another income statement, and so on.

Sub-accounts do not have to be in numeric order for this feature to work. Follow the rules in the last section for creating sub-accounts.

CHAPTER 4 Cover Letters

Introduction

This section describes how to create and use your own letters for printout using Account2000.

Account2000 cover letters give you ultimate flexibility in designing your client correspondence, which includes standard cover letters.

Cover letters are a special kind of "mail-merge", whereby you can take the information Account2000 stores for your firm and your clients and place it, formatted if desired, into your client correspondence.

The Standard Cover Letter

Account2000 comes with a standard language cover letter. This letter is stored in a file called COVER1.TXT. When you run the program Print Cover Letter, the file COVER1.TXT is the default file used to print the cover letter.

You may want to use a cover letter of your own choosing. You can do this. Details follow in Section 4.5, but basically all you do is:

1) VUE a new file with an extension of .TXT,

2) Enter your cover letter, and

3) Go out of VUE. (Alternatively, you may VUE and change the COVER1.TXT file.)

There is no limit on the number of letters or files you can set up. New cover letters may be used by all Account2000 users.

Printing the Cover Letter

Choose 2 from the Main Menu followed by 13 from the Print Menu. The following screen in figure 4-1 will appear.

Account2000 assumes a file extension of .TXT when printing cover letters. A list of files from the current directory with the extension of .TXT will appear. You may edit the cover letter template by highlighting the file and hitting ^P (control+P). After editing the the template, enter Finish in command mode of VUE to return to this program.

Figure 4-1

Assuming COVER1.TXT (or your custom cover letter file) was selected, Account2000 will print it. Here's how:

How Account2000 Prints the Cover Letter

Account2000 reads your cover letter and replaces each keyword it finds with the appropriate text. (More on keywords in a moment.)

Next, Account2000 formats your file to make it look nice and neat. Depending upon the status of the Spool Print File flag, Account2000 will either print or display the cover letter.

How to Create a Cover Letter

You only need to create a cover letter if you don't like the one that came with Account2000. There are 4 steps to creating a cover letter:

1) Name your cover letter

2) VUE it

3) Enter the cover letter

4) Assign keywords

Naming Your Cover Letter

First, log into the PPN (account) of your choice. A good choice for a PPN is the one you're already logged into when you exit from Account2000. This is usually DSK1:[77,77]. Then, name your cover letter file. For example, you might call this file:

COVER2.TXT

Not terribly creative, but you'll probably remember the name! You can call your cover letter file anything you like, as long as you use from 1 to 6 characters (0-9, A-Z).

You can also keep your cover letter file in any disk account. However, we suggest that you use the PPN on DSK1: where Account2000 data is usually stored; this obviates the need to put in the device specification (e.g., DSK1:) and the PPN (e.g., [77,77]) when you are asked for the cover letter file name.

VUE'ing the Cover Letter

Once you have named your cover letter, you need to edit it. For example, using the COVER2.TXT name we came up with earlier, this would be done by typing from AMOS or MS-DOS command mode:

VUE COVER2.TXT

VUE is a word processor used on the Alpha Micro ported to MS-DOS for your convience. For more information on VUE, please refer to your Alpha Micro documentation or call us for workshops in your area. VUE uses the same control codes for editing that Account2000 uses. A list of these control sequences are listed in the Introduction to Account2000 manual. If you would rather use another word processor like DOS 5.0 EDIT, that is fine. The only restriction is that the output must be ASCII. Once you're in the editor, you can enter your cover letter.

Entering the Cover Letter

/UNFORMAT

/MARGIN 7

/LINESIZE 65

/LINE 3

/CENTER <ACCT NAME>

/CENTER <ACCT ADDR1>

/CENTER <ACCT ADDR2>

/LINE 2

<TODAY>

/LINE 1

/LINE 1

/FORMAT

It is our pleasure to welcome you as a new customer. We want you to know that your business is valuable to us. Please call us at <ACCT PHONE> when you have a question or problem. Your solution is just a phone call away!

/LINE 1

Sincerely,

/LINE 3

John Jones,

President

Type in your cover letter text along with the appropriate TXTFMT commands (such as /MARGIN, /LINESIZE, /F, /J, etc.). Again, for more information on TXTFMT, please refer to your Alpha Micro documentation or type help txtfmt from command mode of VUE, or call us to arrange for a workshop in your area. This is because VUE and TXTFMT are Alpha Micro programs not written by WSL.

Assigning Keywords

It is likely that you will want to send this letter to more than one client, and that you would like each client's information to appear on each letter. Also, you may want your company's data to appear on each letter.

You'll be pleased to know that you can accomplish all of these objectives. Account2000 has assigned keywords to various variables such as client name, address, etc. Once you learn these keywords, you can put them in your letter and Account2000 will automatically insert the proper information for you.

The best way for you to see this is with an example. The following text file is called HELLO.TXT and it's a file that contains the letter sent out to new clients (note: lines that begin with the slash ("/") are TXTFMT commands):

Figure 4-2

As you can see, there are several occurrences of angle bracket pairs (i.e., "<" and ">" with some text between them). Each set of angle bracket pairs defines a keyword to Account2000. The keywords used in HELLO.TXT are:

ACCT NAME

ACCT ADDR1

ACCT ADDR2

TODAY

CLIENT NAME1

CLIENT ADDR1

CLIENT ADDR2

ACCT PHONE

(There are more keywords available for your use; a complete list appears later.)

Whenever Account2000 sees a pair of angle rackets, it knows that you want to use data from Account2000 files. Here's what this letter will look like when it's printed using Account2000:

AMERICAN CPA'S

1111 N. WILSON

MIAMI, FL 33333

April 30, 1987

MY COMPANY

123 SW TORY RD

MIAMI, FL 33333

It is our pleasure to welcome you as a new customer. We want you to know that your business is valuable to us. Please call us at (305) 555-1234 when you have a question or problem. Your solution is just a phone call away!

Sincerely,

John Jones,

President

Figure 4-3

Account2000 inserted the proper data from both the client and accountant files into the text where the angle bracket pairs (keywords) were found.

List of Keywords

Following is a list of keywords recognized by Account2000:

<ACCT NAME>	The accountant name.
<ACCT ADDR1>	The first of two lines for the accountant's address.
<ACCT ADDR2>	The second of two lines for the accountant's address.
<ACCT ADDR2>	The footer that appears at the bottom of all reports.
<ACCT PHONE>	The accountant's phone number.
<CLIENT NAME1>	The first of two lines for the client's name.
<CLIENT NAME2>	The second of two lines for the client's name.
<CLIENT ADDR1>	The first of two lines for the client's address.
<CLIENT ADDR2>	The second of two lines for the client's address.
<CLIENT PHONE1>	The first of two phone #'s for the client.
<CLIENT PHONE2>	The second of two phone #'s for the client.
<CLIENT STATE>	The client's state (this field is normally used for W2's).
<CLIENT LOCALITY>	The client's locality (this field is normally used for W2's and usually represents the client's county).
<CLIENT FEDNO>	The client's Federal ID number.
<CLIENT STATENO>	The client's State ID number.
<CLIENT NUMBER>	The client's number according to Account2000.
<REPORT DATE>	The report date for this client. This date usually defines the end of the reporting period.
<TODAY>	Today's date (as defined on your computer) in long format. For example, "June 30, 1987" will be displayed as opposed to 06/30/87. You may also use <DATE>.
<PERIOD>	The period in months of this client's reporting period. That is, the current period in months. Usually you will want to follow this keyword with the word "month" or "months".
<YTD PERIOD>	The period in months since the beginning of the client's fiscal year. That is, the YTD period in months. Usually you will want to follow this keyword with the word "month" or "months".
<CURRENT END>	The end of the current period in MM/DD/YY format.
<CURRENT START>	The start of the current period in MM/DD/YY format.
<FISCAL START>	The start of the fiscal year in MM/DD/YY format.
<PERIODTXT>	Current period in text. For example, if the current period is 3, this will print as "Three".
<YTD PERIODTXT>	YTD period in text. For example, if the year-to-date period is 6, this will print as "Six".
<CURRENT ENDTXT>	Current period end date in text. For example, if the current period ends on 01/31/88, this will print as: "January 31, 1988".
<CURRENT STARTTXT>	Current period start date in text. For example, if the current period ends on 12/01/87, this will print as: "December 1, 1987".
<FISCAL STARTTXT>	Fiscal year start date in text. For example, if the fiscal year starts on 02/01/87, this will print as: "February 1, 1987".
<PAGE>	- The page number.
<TIME>	The time of day in HH:MM:SS format. For example, 10:30:12 AM.

If you type anything else inside the angle bracket pairs, Account2000 will do nothing.

User Notes

To use the cover letter capability of Account2000, you need to have a working knowledge of the following Alpha Micro programs:

1) AlphaVUE(TM) Full Screen Editor or equivalent.

2) TXTFMT(TM) Text-Formatter

However, since each Account2000 package comes with a sample cover letter called COVER1.TXT, your job in creating a new cover letter is that much easier. Look at COVER1.TXT and see how it was written. Then pattern your first original cover letter after it.

To create a new cover letter, exit from Account2000 and type the following command from

AMOS:

COPY/NOD NEWCOV=COVER1.TXT

MS-DOS:

COPY COVER1.TXT NEWCOV.TXT

This command creates a new file called NEWCOV.TXT that you can now edit using VUE. All lines that begin with a slash are TXTFMT commands; the rest is text. Refer to your VUE and TXTFMT manuals for editing details.

CHAPTER 5 Backing Up Data

Purpose

This section describes how to backup the files used by Account2000. This capability should be used on a regular basis to insure quick recovery in the event data is lost.

Definition of Terms

You should be familiar with certain technical terms before reading this chapter:

Work Device

The work device is the logical disk drive on which all Account2000 data files are stored. It is also the logical disk drive to which a client's data files are restored to using the program Restore Client. Finally, this is also the device on which the user is logged into after typing A2000.

Therefore, any changes to the work device specification MUST be reflected in the file: DSK0:A2000.CMD[2,2] on AMOS systems and A2000.BAT on MS-DOS systems. If you change the work device specification, change it in this file in the place marked using your text editor.

Backup Device

The backup device is the logical device onto which a client's data files are backed up using the program Backup Client. Changing the backup device does not require you to make any other change. In this respect, it is different from changing the work. However, if you change the backup device, you must make sure that:

1) it exists,

2) it is mounted, and

3) (AMOS only) the PPN, usually [77,77] exist on it

AMOS PPN's

Since the PPN's (Project-Programmer Numbers) for all Account2000 devices are the same, the backup device cannot be the same as the work device.

If these devices were the same, and you attempted to backup data, Account2000 would in effect copy the data files onto themselves. Therefore, the work and backup devices must be different.

Also, the Account2000 PPN must be on both the work and backup devices. If you are using DSK0: (backup device) and DSK1: (work device) as in the earlier example, and your data PPN is [77,77], then you will need to set up PPN [77,77] on DSK0:.

You can do this using the Alpha Micro SYSACT program. If you need help on system operator functions, both on-site and regularly scheduled workshops are available. Contact WSL Software for information.

Two Techniques for Backup

There are two ways to backup your computer's data:

1) Every night, your system operator should make a complete backup of all data which has changed during the day's operations. This backup is made onto a different media (usually VCR tape, Magnetic tape or diskette) and is stored outside your office.

2) Each time you work on an Account2000 client, you have the ability to save the work you did on another disk drive. In the event of a disk crash or office fire, this backup will not be as efficient. In the event of a logical disk error or software malfunction, this backup probably will help.

This chapter deals with backup technique #2 above. Backup technique #1 is a system operator function independent of Account2000 operation and is not covered here. Please contact WSL Software for training information if this function is not covered.

When to Backup Client Data Files

Most offices perform complete system backups at least once each week. You may, however, wish to backup each individual client's files immediately after you have entered a large amount of data. Such a backup can be made onto another disk or a floppy using Account2000 Menu Selections.

How to Backup Client Data Files (AMOS Systems)

First, you need to define the backup device to Account2000. The example we will use here is for a computer with devices DSK0: and DSK1:, where the client files are on DSK1: and the backup files are on DSK0:. This is how Account2000 is set up when you receive it. The very first thing you should do is to check that the proper PPN exists on your backup device.

What this means is that Account2000 backs up from a PPN (usually [77,77]) on one disk onto the same PPN (in this example also [77,77]) on another disk. Account2000 will not allocate the backup device PPN for you! Therefore, you need to see if the PPN is there, and if not, to create it. Let's do this:

OK, first, type:

PPN DSK0: RETURN

Is [77,77] there? If it is, you're OK - the backup device has the proper PPN. If it is, it also means you should skip the next paragraph. If you're reading this, it means that [77,77] was not on

DSK0:. Good! Let's add it. Type:

LOG OPR: RETURN

This logs you into the operator account. If there is a password and you don't know it, the person or persons who know the password should be doing this, not you! Let's assume you logged into OPR: successfully. Next, type:

COPY DSK0:=DSK1:ACCT.DAT[77,77] RETURN

You may get a message on the screen that no files were copied. If so, you have one of three problems:

1) You didn't type the command properly. Type it in exactly as you see it above. (RETURN means hit the RETURN key.)

2) Your data files are not in [77,77]. See your dealer or whoever switched PPN's.

3) You do not have a DSK1:. This means that unless you have a floppy, you probably can't do client backups anyway. Tell your dealer your problem - a solution probably exists.

At this point, let's assume that you have successfully created PPN [77,77] on your backup device.

Now choose 3 from the Main Menu followed by 5 from the Inspect/Modify Data Menu to run the program Inspect/Modify Accountant Info.

Item #7 on your screen corresponds to Backup Device. It should be DSK0:. This may be changed if you are using a different device for backup (for example, MIN0:). NOTE: VCR0: is not a legitimate device for backup! VCR backup should only be done with the Alpha Micro VCRSAV utility.

CAUTION: Account2000 does not verify that the devices you enter are legal devices. It also does not check to see if the backup device is mounted. Changing devices to non-mounted or non-existing ones will result in no backup taking place!

Now your backup device has been defined and you are ready to backup a client's data files. Choose 6 from the Main Menu followed by 6 from the System Functions Menu to run the program Backup Client.

The following screen appears:

Figure 5-1

Type Y RETURN and enter the backup device and Y RETURN again. The message:

Processing Occurring -

Please Wait...

will appear for at least 10 seconds, after which the Account2000 Main Menu will appear. If this message doesn't stay on the screen for more than a second or two, chances are that the backup didn't take place, so make sure that:

1) The backup device exists,

2) The backup device is mounted (or inserted), and

3) The PPN you are working in also exists on the backup device (AMOS only).

CHAPTER 6 Restoring Client Data Files

Purpose

This section describes how to restore a client's data files that have been previously backed up using the Account2000 backup facility (see Chapter 5).

When to Restore a Client's Data Files

Under normal Account2000 operation, you never need to restore data files. Even when you are entering data and the power fails, Account2000 crash recovery routines will restore all of your data up to the last item entered.

There are circumstances, however, such as accidental erasure, software malfunction, head crashes or other unpleasantries which will necessitate a restoration of data.

An important note to remember is that WHEN YOU RESTORE A CLIENT'S DATA FILES, THE CLIENT'S REGULAR WORK FILES ARE ERASED! This means that after a restore, you'll lose all data entered for this client since the last backup was made. So use this program with care!

How to Restore Client Data Files

First, you need to define the restore device to Account2000.

The example we will use here is for a computer with devices DSK0: and DSK1:, where the client files are on DSK1: and the backup files are on DSK0:. This is how Account2000 is set up when you receive it. You wouldn't be restoring a client's data files unless you had previously backed them up, so refer to Chapter 5: Backing Up Data for information on how to back up a client's data files.

Now choose 3 from the Main Menu followed by 5 from the Inspect/Modify Data Menu to run the program Inspect/Modify Accountant Info. Item #6 corresponds to Work Device. It should be DSK1:.

Now your work device has been defined and you are ready to restore a client's data files. Choose 6 from the Main Menu followed by 7 from the System Functions Menu to run the program Restore Client.

The first question you are asked is:

Restore Client? (Y/N)

Enter Y RETURN. The next question is:

Enter Backup Device:

If you enter the device you are currently working on, Account2000 will assume that you want to copy an existing client to this number. You will then be asked

The final question is:

Enter Y to Confirm...

Type Y RETURN. The message:

Processing Occurring

Please Wait...

will appear for at least 10 seconds, after which the Account2000 Main Menu will appear. If the file names don't display across the side of the screen, the restore didn't take place. Account2000 will check the backup, so be sure:

1) The backup device exists,

2) The backup device is mounted, and

3) The PPN you are working in also exists on the backup device.

If this client wasn't previously backed up, the message:

Client #nnn not backed up. Hit RETURN to continue...

will appear at the bottom of the screen.

CHAPTER 7 Print File Management

Purpose

Account2000 lets you print reports at any time, to the printer of your choice, to delete or save them, and to change them as desired using alternate word processors.

To fully utilize the capabilities of the Account2000 print file management system, you should be familiar with the Alpha Micro utility, AlphaVUE(tm). See the Alpha Micro Manual DSS-10000-03 for more information on VUE. Or, alternatively, if you have the product, you should be familiar with SuperVUE(tm). Contact Wagner Software for more information on SuperVUE(tm).

How Account2000 Prints Reports

When you run a program that prints a report, Account2000 creates a file on the work disk that contains the report. Depending on several factors, Account2000 will print this file, change it, delete it, convert it to SuperVUE(tm), or do nothing with it. Following are the factors which determine Account2000's decision-making process:

1) If the 3rd line of the CRT screen on the right says "SPOOL", Account2000 will print the report it stored on disk immediately after running the requested print program.

2) But, if the 3rd line of the CRT screen on the right says "VUE" or "SV", Account2000 will leave the report on the disk, and will not print it. Instead, Account2000 will bring the report up in VUE or SuperVUE(tm).

You can change SPOOL VUE or to SV for SuperVUE(tm) or vice versa by typing in the word "SPOOL" or "VUE" or "SV" from any menu (or when asked for changes). These words are really displaying the value of the Spool Print Files flag. The Spool Print Files flag can also be changed by running Set System Parameters or Inspect/Modify Accountant Info.

Note: If you type SV instead of VUE, Account2000 will bring the report to the screen in SuperVUE(tm) format. If you have dot commands in your header file, Account2000 will include them in SuperVUE(tm) files only.

3) The Delete Print Files flag is a system parameter and may be changed by running Set System Parameters or Inspect/Modify Accountant Info. If the Delete Print Files flag is "N", Account2000 will always keep the report file stored on disk, regardless of whether you print, VUE or SuperVUE(tm) the report. If the Delete Print Files flag is "Y", Account2000 will delete the report file only if the Spool Print Files flag value is "Y".

Therefore, even if you wish to delete print files, they will be deleted by Account2000 only after they have been printed. The Delete Print Files flag can be changed by running Set System Parameters or Inspect/Modify Accountant Info.

4) Reports may be sent to specific printers. Run the program "Define Printer Names" (Main Menu selection #6 followed by System Functions Menu selection #12). See your system operator for a list of printer names you can use. If no printer name is specified, the report will be spooled to the default printer.

Account2000 Procedure

The process of printing reports may be summarized as follows:

1 Account2000 opens a new file that is to contain the requested report. Account2000 automatically names this file according to its own set of rules (see below).

2 As the print program is run, Account2000 writes the report into this file.

3 When the print program finishes, Account2000 closes the file and, depending upon the status of the print file flag, does one of the following:

a) Prints the report and deletes it after printing (most common)

b) Prints the report and keeps it on disk

c) Displays the report by invoking AlphaVUE(tm)

d) Displays the report by invoking SuperVUE(tm)

e) Displays the report by invoking LOOK or LIST

Why Account2000 Deletes Report Files

It is important to note that all Account2000 reports are simply a re-hashing of data on the system. Therefore, when a report file is printed and then deleted, no general ledger or payroll data is deleted; only the report is deleted.

After a report file has been printed and deleted, it may be re-created again by running the program that originally created the report.

Why are reports normally deleted after they have been printed? Because to store all the reports printed by Account2000 would require an impractical amount of disk storage.

File Names for Report Files

Since Account2000 creates a file for every printout it produces, it uses a simple file naming convention to keep track of all these different reports.

To understand the Account2000 conventions, you first need to understand how the Alpha Micro Operating System (AMOS) names files:

AMOS has very definite rules for what a file name can be:

A file name must have a prefix of from 1 to 6 characters,

A file name must have a period (".") which comes after the prefix but before the extension, and

Finally, a file name must have an extension of from 0 to 3 characters. Legal characters for the prefix and extension include A-Z and 0-9 only. (That is, only RAD50 characters are permitted.) Account2000 file names are more restrictive than AMOS file names since all Account2000 file names have a prefix exactly 6 numbers and an extension of exactly 3 numbers.

The prefix of an Account2000 file name is actually the number of the report being printed; this number automatically increments by 1 each time a report is printed from that client, regardless of the number of users on the system.

The extension of an Account2000 file name is the client number, right-justified and zero-filled. Thus the file name 001483.002 means that:

This file contains the 1,483rd report printed on the system for this client, and

The client for which this report was created is client #002. Account2000 assigns these numbers automatically.

When you are using SuperVUE(tm) Account2000 uses another technique. Since SuperVUE(tm) files usually have an extension of .T, it is possible to overwrite an existing file.

If Account2000 converted 001483.002 to 001483.T and client #003 converted 001483.003, it would end up deleting the other printout.

When you print a report for client #002 in SuperVUE(tm) format Account2000 uses the client number for the first three digits and three digits of the print number the print number Thus the file names:

002483.T for client # 002

003483.T for client # 003

This way Account2000 can store 999 SuperVue(tm) prints before deleting a file.

Erasing Print Files

After several months of using Account2000, chances are you'll have stored many old print reports on disk. This is because when you VUE or SuperVUE(tm) a report, Account2000 leaves it on disk.

These reports serve no purpose except you may want to back them up to reprint them in case of fire or other catastrophe. You might want to have a quarterly or annual "purge" of these files by selecting #23 from the System Functions Menu. "Delete Print Files"

This program gets rid of all files that start with zero, have 6 digits in the filename prefix and this client number extension and files that start with this client number with the extension of T. The only Account2000 files that meet these criteria are print files.

CHAPTER 8 Handling System Errors

Introduction

Account2000 is designed to give you smooth, error-free service. However, there are several factors which may cause a program to end abnormally.

Error List

Following is a list of the most common error messages along with their probable cause and suggested action:

Disk full. If you don't have enough disk space, Account2000 can't perform its functions properly. See your system operator to free up disk blocks. You might also read Chapter 7: Print File Management. There might be some print files you could erase which will give you more room on the disk.

Bitmap kaput. (AMOS only) See your system operator! This is a serious error message and no more work should take place until it's resolved. Your system operator will get all users off the system and then do a disk analysis. Hopefully, no data will be lost, but be prepared to use your backup data. This is an example when the Account2000 backup/restore facility will work for you, since this facility backs up data onto a different logical device.

Address error. This error occurs when an assembly language program attempts to access data on an odd boundary. It may mean that a program or the operating system is faulty, but it could also be a sign of memory corruption.

Usually, no serious repercussions result from this error. However, you should stop work and contact your system operator. Programs that are running should be checked for possible error and the system should then be rebooted.

File not found. This error rarely occurs. You may need to restore this client's data from a backup disk or tape. But before restoring client call Wagner Software, you may be able to recover from this error. If not you will need to restore with the Account2000 backup/restore facility or through the Alpha Micro utilities, there are utilities available that let you "unerase" a file without having to be an operating system guru. WSL Software has such a utility.

Have your system operator check the memory on the job where this error occurred. If possible, bring the memory up to 100K on AMOS or 550K for MS-DOS.

Illegal record number. This error is an indication of an error in a program. Information about this error will help Wagner Sofware diagnose and fix the problem.

Device error. Uh-oh! Could be a head crash. Contact your system operator at once. It is also possible that your power supply is malfunctioning. (This is more likely on AM-1000 models.) If this is the case, you may not have lost any data. But do not assume this. On a PC based network it is more likely you’ve lost your connection to the server. Just rebooting may solve the problem.

System Error Reporting Procedure

Should an error occur on your system while running Account2000, all pertinent information is automatically recorded by Account2000, and you are notified of the error on line 24 of your CRT.

After you acknowledge the error by hitting RETURN, Account2000 attempts to print a System Error Listing. You should print one copy of this report and send it to the address on the bottom of the report.

Wagner Software reviews all System Error Listings to determine the cause of system errors. In addition to software enhancements, bug fixes are included as part of the next release which Account2000 Annual Service Subscribers automatically receive.

Getting Rid Of Old Errors

Each time you print and send a system error list, you should get rid of the system error history. This frees up disk space and keeps your error reporting current.

After printing the system error listing, you have the option to erase the system error history. You should choose this option unless the latest error was serious (as in bitmap kaput or device error). You may erase the system error history at any time by choosing Account2000 Main Menu selection #6 followed by System Functions selection #22.

CHAPTER 9 Printing the Statement of Retained Earnings

Introduction

This section describes how to set up the chart of accounts in order to properly prepare and print the Statement of Retained Earnings.

Account2000 has provided for a simple method to print this report. The Account2000 user needs to do one thing: change the accumulator numbers where appropriate in the chart of accounts. Techniques for accomplishing this are discussed here.

Defining the Report

The Statement of Retained Earnings consists of current and YTD values for:

1) Beginning Retained Earnings/Accumulated Losses

2) Profit/Loss for the Period

3) Dividends

4) Other deductions

5) Ending Retained Earnings/Accumulated Losses

Setting Up the Accumulator Numbers

Account2000 needs to know which accounts are used for Retained Earnings and which accounts are used for Dividends. (You may use more than one account number for each of these.) With this information, Account2000 can complete the report.

You should identify these accounts to Account2000 as follows:

1) Put an accumulator number of 90 for all Retained Earnings accounts, and

2) Put an accumulator number of 91 thru 94 for all Dividends or distribution accounts.

3) Use an accumulator number 95 for Non-Dedutable Items,

To do this, run the program Inspect/Modify Chart of Accounts by entering 3 from the Main Menu followed by 1 from the Inspect/Modify Data Menu.

For each account that is a Retained Earnings account, change the accumulator number (Accum) to 90. For each account that is a Dividends and other retained earnings related accounts, change the accumulator number (Accum) to 91 to 95.

All other accounts should have an accumulator number of 0 (zero) unless used by Statement of Cash Flows (discussed in Chapter 11).

CHAPTER 10 Printing the Statement of Cash Flows

Introduction

This chapter describes how to set up the chart of accounts and accumulator headers in order to properly prepare and print the Statement of Cash Flows using the indirect method. It is assumed that you are familiar with the regulations outlined in FASB 95. It is conceivably possible to balance the Statement of Cash Flows and still not be correct in its presentation. If the guidelines defined below are followed, incorrect presentation is highly unlikely.

Account2000's Statement of Cash Flows was designed to make the transition from the Statement of Change in Financial Position an easy and very flexible one.

I suggest that you log into client #1 and print the Chart of Accounts and an Adjustment Journal Register. You may need to refer back to these printouts later.

Account2000 has provided a simple method to print this normally complex report.

1) Add sub-accounts for:

a) New borrowing on Notes

b) Retirement of Equipment

c) Phantom accounts (explained later)

2) Change the accumulator numbers where appropriate in the chart of accounts.

3) Enter Accumulator headers as you want them to appear on the report.

Techniques for accomplishing this are discussed below.

Defining the Report

The Statement of Cash Flows is automatically printed twice; once for current amounts and once for year-to-date amounts (an option to print YTD only exists). Each printout consists of three main sections: Cash provided by Operating activities, Investing activities and Financing activities.

The amounts that appear on the statement are calculated by comparing prior and current year balances. Most of the items that affected this statement are from the balance sheet. The exceptions being non-cash items added back to net income, and gains or losses on the sale of assets.

Operating Activities

The operating activities are actually broken down into three parts:

Non-cash Items added back from income statements

Increases or decreases in current and other assets

Increases or decreases in current liabilities

There is no need to set up the accumulator headers in any specific order. Account2000 will determine by the account class where in the statement these items will post.

Operating Activities will be accumulators 1 thru 15.

Investing Activities

To determine actual amounts, you will need to set up sub-accounts for any new acquisitions or dispositions of assets. For example:

Accumulator 16 was set up as "Purchase of Equipment". 18 was set up as "Retirement of Equipment".

AC# Description Class Accum Current Comp.

000250 Equipment 2 16 15,000.00 15,000.00

010250 Equipment - Purchases 2 16 500.00 0.00

020250 Equipment - Retirement 2 18 -10,000.00 0.00

By setting up these sub-accounts, Account2000 can determine the actual amount of purchases and retirement of equipment not the net of the two amounts.

If you post all items in entry above to the same account, Account2000 would calculate a retirement of $9,500.00.

You can apply new acquisitions to the main account (AC# 250) as long as you separate increases and decreases. In My Company, I used the main account to post new acquisitions (see Chart of Accounts #001). For more information on retirement of assets see section below "Retirement of Assets."

Investing activities will be accumulator numbers 16 thru 30.

Financing Activities

This is where most mistakes are made. Any new borrowings must be shown separately from existing loans. Any payment on new loan must have its own sub-account also. Let's assume the following:

The ABC Carpet Company has $1M floor plan. During the current fiscal year they have borrowed $4.5M and paid $3.75M in principal. Balance on floor plan: $750,000

If you were to post all of the entries to one account, Account2000 would have no way to determine the amount borrowed. By posting the payments to a sub-account of the loan, Account2000 can show financing amount and reduction of the short term debt.

Payments for any loans, existing as of the beginning of the year, may be posted to same account number as the original loan. Account2000 will determine the amount of principal payments by comparing balances of prior year to current balances. But new loans (current fiscal year), must have a sub-account for payments on such loans!

The Financing Activities will be accumulators 31 thru 45.

Setting Up Accumulator Headers

On your first session on the client it will copy default accumulators stored by Account2000 for you. Each client has their own set accumulators, so you can customize your statements on a client-by-client basis. You can set up your own default in client #999. Every time you set up a client, Account2000 will check to see if you have set up a customized file in client #999, you can then customize for each clients' needs.

Figure 10-1

Run the program Inspect/Modify Accumulator Headers by entering 3 from the Main Menu followed by 8 from the Inspect/Modify Data Menu.

On the screen you may choose between Operating, Investing, Financing and Exit. Enter 1 thru 4, the first letter of the word, or the arrow keys to choose desired section.

After selecting Operating, You will see the following screen.

Figure 10-2

There is only one restriction; #1 must remain cash and cash equivalents! You may change the wording but it must remain the CASH accumulator. No other restrictions apply.

You will get a chance to print your accumulators before you exit the program so there is no need to try to remember what number you set each item up. You do not need to use all 15 and you can skip a slot if you like. If you use an accumulator in an account and there is no description, the amount will be printed with no description.

Setting Up Accumulator Numbers

First run the program Inspect/modify Chart of Accounts by entering 3 from the Main Menu followed by 1 from the Inspect/Modify Data Menu.

Now you want to set cash account accumulators to #1. Cash and cash equivalence must be #1 for the statement to work correctly.

Let's say you have depreciation and amortization to appear as the items to reconcile net income to cash provided by operating activities. Now look carefully at the chart of accounts. On add back items you will need to find the income statement accounts, not the contra asset accounts. These are the non-cash items in the income statement that need to be added back to income.

The rest of the items that appear on this statement should be in the balance sheet accounts. Almost all of the Balance Sheet accounts should have an accumulator number.

Retirement of Assets (Phantom Accounts)

This example and entries can be examined in client #001.

Let's say you have a Gadget in the equipment account that your client has sold (see journal entry #000001 in client #001). Assume the following:

Gadget 10,000.00

Accumulated depreciation -8,500.00

=========

Book Value 1,500.00

Sold Gadget for 3,100.00

=========

Gain on Sale of Asset 1,600.00

This transaction should show up in two places in the statement. The gain on the sale of the asset must be removed from operating activities, and the cash received must appear in investing activities.

In the chart of accounts you will notice "Gain on the sale of Assets" has an accumulator of "12". This is the amount used to reconcile income to cash provided.

We also have to pick up the $3,100.00 cash received for this item by finding book value and adding the gain or loss of sale.

Ref Description A/C Debit Credit

=== =========== === ===== ======

000001 Cash received 10100 3,100.00

000001 Remove Gadget 10210 10,000.00

000001 Reverse Depreciation 20280 6,500.00

000001 Gain on Sale 1010 1,600.00

OK, we posted the journal showing the removal of the asset to a sub-account of Equipment. In the accumulated depreciation account there are entries for other assets, so we can not extract the information we need to complete the statement.

To get this information you need to enter the amount backed out of accumulated depreciation and the amount of gain or loss and plug the difference to a reversal account.

This problem will be handled by setting up Phantom Accounts (see account #699 thru #40699). You will need to make a journal entry to post the accumulated depreciation and any gain or loss to these accounts. (See journal entry #000002). The account balance of the phantom account will always be 0, that way it will never print on any statement (as long as you do not print 0 balance accounts).

Ref Description A/C Debit Credit

=== =========== === ===== ======

000002 Reverse Depreciation 10699 8,500.00

000002 Gain on Sale 20699 1,600.00

000002 Plug to balance 40699 6,900.00

As you will notice Accumulator number 18 was set up for "Proceeds From Sale of Equipment". The following account numbers have accumulator #18:

10210 Equipment - Retired

10699 Reversed Accum. Depr.

20699 Loss on Sale - Equipment

30699 Gain on Sale - Equipment

This will seem a little confusing at first, but once you set one up, you will realize it is pretty easy. You can use any legal account number (and sub-accounts) for the Phantom account. We used account #699 because it is the last account available on the balance sheet. If we requested sub-schedules on the balance sheet, Account2000 would still print a sub-schedule for Phantom Account, but it would be the last one for the balance sheet and you may just discard it.

Menu Selections

To print the Statement of Cash Flows, choose 2 from the Main Menu followed by 12 from the Print Reports Menu.

Account2000 will check to see if your statement balances back to cash. If it does not balance, Account2000 will still print the report, but warn you that it did not balance and show you the difference at the end of the statement.

CHAPTER 11 Income Statement Expense Categories

Introduction

Often there's a need to have several categories for expenses. Account2000 comes with two categories for expenses.

Class 8 (usually Cost of Sales) and Class 9 (usually Operating Expenses). However, with expense category expansion, you have five class-9 totals instead of one class 9 section as before. This feature may be used in conjunction with both departmental P & L's, sub-accounts. If the existing classes are sufficient for your needs, no changes need to be made. Only those clients requiring additional classes need change; the rest of the clients can be processed as they are.

Setting Up the Expense Categories

The five classes you can add are: 9A, 9B, 9C, 9D, and 9E.

Each of these is an additional expense category which "fits" into the existing class 9 expense category. To use more than one expense 9 category or you just want to print operating expenses on a sub-schedule, here's what to do:

A) Inspect/Modify the Chart of Accounts and change each class-9 account classification from 09 to 9A, 9B, 9C, 9D,and/or 9E. You can use one, two, or up to all 5 of the 9x classes. Be sure not to leave any class 09's around.

B) Inspect/Modify the Account Headers and enter the headers descriptioons for each of these new classes (9A through 9E).

That's it! Now when you run your P & L and any comparison report, you'll see the following (this example assumes you use classes 9A and 9B):

Class 9 Header (as before)

Class 9A Header

See Attached Schedule A Totals

Class 9B Header

See Attached Schedule B Totals

Class 9 Totals (as before)

Your class 9A accounts will be printed on sub-schedule A and so on. This will allow you to print the statement on one page. If you have a problem with a client having too many accounts to print on one page, you can change all of the operating expenses to class 9A and they will print on a sub-schedule. You don't need to add a description, Account2000 will use the class 9 description on the sub-schedule.

Put another way, what you now can get is a further "tier" or breakdown of your class-9 data. When using this feature, you use any of the classes 9A through 9E. Be sure not to have any class 09's hanging around in your chart of accounts.

You can change the chart of accounts for one client without having to change anyone else's chart of accounts. This feature is implemented on a client-by-client basis, not on a system-wide basis.

Again, if you do not need this enhancement, do not do anything and your Account2000 system will function as before.

CHAPTER 12 Smart Dates Mode Operation

Introduction

This documentation describes how to use Account2000's Smart Date Mode or SDM. The user must have the following products in order to properly create and use SDM:

A) Account2000

B) The Smart Date Mode option

What Does Smart Mode Do For Me?

With Smart Date Mode you can store and retrieve data for any period you define. No longer do you have to setup different client numbers to get a YTD general ledger. No longer do you have to pre-define periods for your reports and no longer do you have to roll balances forward if you want to store a longer detailed history.

Of course, proper use of Smart Date Mode can use more disk space, since you may want to store more data. But Account2000's frugal use of this precious commodity means you'll store more data (and retrieve it faster). (Incidentally, if you're concerned about disk space, call Wagner Software and we'll be happy to make a recommendation based on your personal situation.)

With Smart Date Mode, you can retrieve any period you like, without losing data. You see, Account2000 uses the concept of a session work file in which beginning balances in the chart of accounts are calculated automatically by SDM. Because you're able to store more data and retrieve it flexibly, your statements take on greater meaning and your services are worth more to your clients. YTD general ledgers are simple to produce. Changes to last year's work are downright trivial, even after you've "closed" the books. And in conjunction with Rev.4.0 historical files, SDM lets you produce creative comparison reports to your heart's content. The kicker is, as with the rest of Account2000, SDM is a cinch to learn and use.

What's Involved?

Here's how to use Account2000's Smart Date Mode:

1. From the Main Menu, select #6 "System Functions", then #19 "Enter Smart Dates Mode or enter an "S" after the client number during logon. For example, to work on client #12 in smart date mode, you'd type: 12S.

2. As before, you tell Account2000 the report dates you want to see for this terminal session. If you are selecting a period in a prior year to make adjustments, DO NOT change the Fiscal Start Date. Account2000 knows when you are processing a prior year. The chart of accounts will be created from the prior years historical file.

3. Account2000 then reads data from this client's existing general ledger files, and builds a new work file for you to use in this terminal session. Account2000 calculates beginning balances from the historical file and adding each beginning balance to that account's corresponding transactions. Of course, only those transactions with dates prior to the start date defined in Enter Report Date/Period are used in this new beginning balance calculation.

Account2000 discards all transactions after the end date for this terminal session (but these still remain on disk for later use). Transactions falling into the reporting period are included in the work file for this terminal session.

If transactions for the selected period have been rolled over "Current into YTD", Account2000 will create temporary journal entry (# SmDATE) containing the net totals of the transactions of each account number.

4. Now enter transactions, change/delete entries, print the required reports for this client. Account2000 will operate normally except for a few exceptions:

5. Modification of the Chart of Accounts or Historical files is not allowed.

6. Roll Over Current into YTD or Year End Roll-over is not allowed.

7. Client Consolidations will only consolidate data from current period. This is extremely useful for keeping a detailed GL for consolidated companies.

8. Comparison Adjustment Journal Entries will be considered temporary journal entries. Upon logoff these entries will be deleted.

Upon logoff, Account2000 re-creates the master file by merging records from the work file with the records from the original master file and temporary records are deleted. No data is lost unless you specifically deleted it! This means that you no longer need to run the Roll Balances Forward program since SDM automatically calculates beginning balances for you. Even if you Roll Balances Forward, Account2000 will create entries from the Historical file.

Next, let's cover a sample session in which you actually work on a client in Smart Date Mode.

A Sample Session

OK, let's put all of this into practice.

Client #222 has just called you with a $100,000 sale previously ignored due to a clerical error. Normally this wouldn't be a problem, except that you closed this client's books last week and you've already started work on their next fiscal year. Now your client wants a new set of financial statements for each month and for the whole year. To make matters worse, the sale took place in the first month of the fiscal year, making all 12 P & L's wrong. What now?!

First type A2000. Enter 222 for the client number and accept the Enter Report Date/Period screen as is.

The Account2000 Main Menu will appear shortly. Now enter the income journal for the missing $100,000 dated for the correct period last year. Then, select #6 "System Functions" then #19, "Enter Smart Dates Mode". Now, the Enter Report Date/Period screen appears next. Enter the appropriate dates as if you were working on the first month of last year's work. You need to change the beginning date and the ending date. DO NOT CHANGE THE FISCAL START DATE!!

After you do this and accept the data by typing "N" to Any changes, work files for this terminal session will be created. You'll see counting on the screen as this takes place. Now print whatever reports you like: Balance Sheet, General Ledger, Income Statement, etc. It's as if the only data around was that for this period from last year!

When you're done printing, select #19 from System Functions Menu, "Exit Smart Dates Mode", client #222 will be rebuilt from the work file and the original master file. In a few seconds, you'll be ready to work on another period of your choice.

We didn't stop here! When you roll-over Current into YTD Account2000 will create a journal entry to update the current years beginning balances for Retained Earnings and Accounts Receivable.

Why Use "Normal" Mode?

You may wonder why anyone would want to use Account2000 "normal" mode (that is, why would anyone not use smart dates all the time). Smart dates take longer to process when doing the following:

- Creating Work Files

- Logging off

- Changing or deleting the chart of accounts entries (since modification of the chart of accounts is not allowed in smart dates)

- Changing report dates

So our suggestion is, use Account2000 with normal dates when setting up new clients, making changes to the chart of accounts, and entering checks and journals. Then, use Smart Dates to make adjustments and print reports.

Useful Notes, Limitations

You can enter "S" one session and not the next; Account2000 will always handle your data accordingly. Of course, if you didn't enter an "S" after the client number, Account2000 will function as before and all transactions will be included in this session's work.

So you can use Smart Date Mode for some of the clients some of the time or all of the clients all of the time - the choice is yours!

While the system may not look too different visually other than the bottom line, you should know that Smart Date Mode operates on (and requires a change to) every one of Account2000's programs! This was a major design and implementation effort for us. However, this option opens up some new exciting areas.

Smart dates requires the creation of Comparison files for each fiscal year modified before operation. Prior year Comparison file may need to be created before using prior year option. Smart Dates stores information in monthly modules during Roll-over. After roll-over only monthly totals will be accessible for prior periods.

Smart Dates Mode may only span one Fiscal year. Maximum of 12 months during same fiscal year, Minimum 1 day.

Finally, our design team made sure that no data conversion is required for smart date recognition. Smart Date Mode is designed to work with your existing data files, with no modification required.

I Don't have Smart Dates

The Smart Date Mode Option is now available from Wagner Software and Account2000 Update Service subscribers are entitled to this option at significant savings. Smart Date Mode gives your Account2000 package new flexibility and power.

If you're a current Account2000 user, Smart Date Mode is totally compatible with your existing Account2000 files. Smart Date Mode requires Account2000 for operation.