Operator Orientation



User Reference Manual

AN IMPORTANT NOTE ABOUT THE HELP SYSTEM

All the help you need to operate your MyBooks software is available to you on-line. Whenever you need further understanding of a particular data field, simply press function key one (F1), or click on the help icon (blue question mark) on the Tool Bar while your cursor is positioned in that data field. A window containing that specific help will appear. On Windows® systems, you may also use the 'Auto Help' function that automatically brings up the appropriate help message as you move from field to feild. You may turn the Auto Help feature on and off in the View pull-down menu of the menu bar.




TABLE OF CONTENTS


CHAPTER 1: MOVING AROUND THE APPLICATIONS
CHAPTER 2: ENTERING DATA
CHAPTER 3: ACCESSING INFORMATION
CHAPTER 4: SETTING UP A NEW COMPANY
CHAPTER 5: RESTRICTING ACCESS TO FUNCTIONS


For information on the latest products, please feel free to visit us at www.appgen.com, email us at techsupport@appgen.com or simply give us a call at 1.866.206.1781.




CHAPTER 1: MOVING AROUND THE APPLICATIONS

Navigating through the MyBooks applications is a matter of simple keystrokes or mouse clicks. The applications share a common and consistent interface that conforms to de facto standards wherever and whenever appropriate. This interface begins with the Application Window as described in the following text.


1.1 The Application Window






1.2 The Menu Bar

The menu bar contains selections which are always present and are used for non application-specific task-oriented functions (tasks are specific functions such as invoice entry, print checks, etc). These are described here:





1.3 The Tool Bar

The Tool Bar gives you quick access to frequently used options by way of icons upon which you click your mouse. Also, a 'company selection' box on this Tool Bar provides you with the ability to change processing to a different company. In MyBooks Professional, the tool bar icons for Help, Quick Menu, Cancel, and Print Screen, are included in the task window itself for added convenience (see below).

The Tool Bar icons are:


  • Help


    (application tool bar)


    (task window tool bar)

    Click on this icon whenever your cursor is in an entry field (in a     Task Window) for which you need help. This is equivalent to pressing function key one (F1).


  • Application Quick Menu


    (application tool bar)


    (task window tool bar)

    The Application Quick Menu includes selections that are available to you for quick inquiry, entry, and other operations, while you are currently involved in another task. These selections represent what are generally known to be the most used functions of the application that you may need to quickly access at any point in your work. Another task-specific Quick Menu is also available, and is described in Chapter 1.6.


  • Cancel


    (application tool bar)


    (task window tool bar)

    Use Cancel when you want to clear the screen of a transaction or record (and any updates you have made to it) so that you may start over again.


  • Print Screen


    (application tool bar)


    (task window tool bar)

    Clicking on this icon will cause the current Task Window to be printed.


  • Calendar



    This icon simply gives you access to a monthly calendar for your own reference.



1.4 The Application Workspace & Task Window

This area of the Application Window is in fact your MyBooks desktop. It is the area in which all of your Task Windows are displayed. A Task Window is the screen that appears whenever you select any particular function to work on (e.g., set up customers, enter invoices, print checks, etc.). There is no practical limit to how many tasks may be running in this area simultaneously. Task Windows may also be minimized or maximized within this area.


1.5 The Buttons

There are two panels in the Task Window in which you find two different kinds of buttons, as shown here:




Generally speaking, the Application Buttons are data oriented, while the Navigation Buttons are process oriented.


Application Buttons

The buttons on the right side of the Task Window are there to give you access to additional information related to the current task. Tool Tips are provided for these buttons and can be important as many of the descriptions do not fit onto the buttons themselves. The Tool Tip also shows which function key you may use as a substitute for clicking on the button. As you pass your mouse pointer over the buttons, the Tool Tips appear automatically.


Navigation Buttons

The buttons on the bottom are there to guide you through the task at hand by way of mouse clicking. These buttons change as you move from field to field and screen to screen. You may avoid using the mouse for navigation, however, by using special keystrokes instead. These buttons and keystrokes are described here:




1.6 The Task-Specific Quick Menu

While busy in any Task Window, you may easily access the Application Quick Menu as described above (Chapter 1.3). At the same time, many Task Windows include their own specific Quick Menu to give you instant access to other functions and utilities that are directly related to the task on hand.

To access this Task-Specific Quick Menu, simply click on the Quick Menu icon above the Application Buttons on the top righthand side of your Task Window, or right-click when your mouse pointer is anywhere in the Task Window work area.




CHAPTER 2: ENTERING DATA

The main tasks of the MyBooks applications are to organize your data into useful information and make it all available to you the moment you need it. Before this can happen, though, you must enter your data into the computer.


2.1 The Different Types of Data Entry

There are basically two different types of data in MyBooks. They are different in their nature and in the way they are entered into the applications. These two categories of data are classified as Master File data and Transactional data.


2.2 Master File Data

This is the first data that you set up in any application. It is the basis for all other processing. This kind of information does not usually change very frequently. Some examples of this type of data would be: customer records, vendors, inventory items, and employees.

Entering and changing master data is a simple one-step process. Using the file maintenance functions found on the menus (i.e., Set Up Customers, Set Up Vendors, Set Up Banks, Set Up Inventory Items, etc.), simply enter new records, or call up existing records and change them. When you click on the 'Save Record' button at the end of the operation, the record is saved as you entered or changed it.


2.3 Transaction Entry & Posting

This is the data that is entered on a daily basis and provides you with the ability to track the activity and changes in your business on an ongoing basis. Some examples of this type of data would be: customer invoices, purchase orders, vendor invoices, merchandise receipts, journal entries, and time cards.

Unlike Master File data (see above), transaction data is entered into a transient batch file which eventually updates the master files as necessary. You do not update the master files directly with this type of information. (See The Batch Entry Process for an overview of this process).

Entering this data is at least a two-step process of entering and posting. Typically, there is usually at least one additional step before the posting. That step would be to check the accuracy of the data entered before posting.

Whenever you select a transaction-based process on your menu, you typically then see another menu with several different steps, as in the example here for cash transaction data on the Sales & Customers tab:





You would use these selections primarily in the order shown. First, you enter your transactions and then you print an edit list. The edit list reflects all the data you just entered. Use it to check for accuracy. If any changes, additions, or deletions are necessary, simply go back to the first selection and make the changes, additions, and/or deletions. Repeat these steps until you feel the data is correct and complete.

Finally, you need to post this data in order to update all the appropriate master files. Use the last selection to do so. This function will first produce a Journal for your hard-copy audit trail. The posting process itself, in which the transactions are copied to history files and all master data is updated accordingly, is protected by an internal audit trail. If for any reason the posting process is interrupted, whether it is a power failure, or locked or missing records, when you remedy the situation you can just start up the Journal & Post process all over again. The internal audit trail ensures that nothing is double posted, and no transaction data is lost. This eliminates the need for pre-posting backups and other safety mechanisms such as roll-backs.


Voiding Transactions

In some transaction-based processes, the program automatically generates a number that is assigned to the transaction as its key. This transaction number is generated in a sequential order. The program will not allow the deletion of any transactions in order to maintain the integrity of the sequential number. (Transactions are viewed in sequential number order on the Registers found in the 'Reports' menus.)

Rather than allowing deletion of transactions, which would effectively create 'holes' in the Register prompting a controller to question and investigate the situation (using valuable resources such as time), a 'Void Transaction' option if provided in the transaction menu, as in the case of entering vendor invoices:





The 'Void' option stamps the transaction as void and nullifies any effect it could have on any master files. The transaction itself is preserved in a format suitable for presentation on the Register. This method ensures that gaps in the sequential number order and Register are avoided completely.




CHAPTER 3: ACCESSING INFORMATION

You access information in the MyBooks applications in three basic ways. First, you access an individual record, whether a customer account, or an inventory item, or a job, etc. Second, while viewing a record on the screen you may drill down to get to additional and more detailed information related to the record. Finally, information is accessed en masse through the printing of reports.

This chapter describes the specific ways to access records and additional information, and print pre-formatted reports.


3.1 Record Keys

Record Keys are a peculiarity of data kept in computers. They are required by database systems and programs so that they can efficiently store and retrieve the data. Before a program can provide you with information that you need, you must provide the program with the key(s) to the information record(s). At the beginning (top) of each data entry and inquiry screen in all the applications is a prompt for the record key. Besides being the first prompt(s) on the screen, you can recognize the key field prompts by the blue background of the prompt itself. Simply enter the record key at this prompt and the program will immediately retrieve the requested record from the database.

Record Keys, however, may be difficult to always remember. In MyBooks applications, you never need to know any record keys to access your own data. The two following alternatives are provided to eliminate the need to memorize, guess, or look up keys.


3.2 Cross-reference - The Natural Interface to Your Own Data

The Appgen ‘Cross-Reference’ feature is one of the most powerful tools at your disposal while using the MyBooks applications. All users should become familiar with it.

In order to access records in a master file, the user would normally have to memorize, or reference elsewhere, the appropriate computer codes that were assigned as their keys. By using the 'cross-reference' feature, however, the computer codes themselves become irrelevant. In the case of the Inventory Item file, for example, all the user needs to know is what the item is. Access to information is gained quickly and in a natural and direct way.

In the Inventory Control/Sales Order Processing systems you would use the ‘cross-reference’ feature to identify inventory items and customer accounts in all file maintenance, data entry, and inquiry screens.

The method is very simple:

Whenever you are prompted for the inventory item in any file maintenance, data entry, or inquiry screen, just type the first three letters of the description of the item.

Example:

The item description is: PAPER - WHITE BOND LEGAL #20

In response to the item code prompt, you enter: PAP

The ‘cross-reference’ feature immediately locates all items that have the letters ‘PAP’ beginning any one of the words in their descriptions. These item descriptions are then presented to you in a pop-up window in order for you to choose the one that you need:


Item Code: PAP





In our example, you would double click on the second line to choose the correct item, and you’re done. The window would disappear, the code '310-02' would appear in the Item code prompt, and you would continue processing.

As an alternative to selecting your choice by line number, you may use the cursor up and down arrow keys to highlight the desired line. When your choice is highlighted, just press the return key on your keyboard.

Note: When the cross-reference window appears, the first line is highlighted. Pressing the return key before any other action would cause you to select the first choice. If you do not want to make any selection, you can just click on the Cancel button, or press the tab key twice and then the return key once (to highlight the Cancel button and then select it).

If the ‘cross-reference’ only finds one match, the window will not pop open, but the code will fill in automatically.

Sometimes the program will find so many matches that they will not all fit into the pop-up window. At that point you can scroll the window by dragging on the scroll bar with your mouse, or by pressing the up and down arrow keys, or by pressing the page up and page down keys on your keyboard.

In the above example you typed in the first three letters of the first word in the item description. However, you may also enter the first three letters of any other word in the item’s description and still find the one you need.

Example:

In response to the item code prompt, you enter: WHI


Item Code: WHI





Not only did this entry work for our purposes, but it also narrowed down the selection somewhat. To expand on this idea, try entering a few more letters from a word in the item description.

Example:

In response to the item code prompt, you enter: WHITE


Item Code: WHITE





The last choice from the previous example is dropped because of a mismatch in the fourth letter.

Now we can narrow it down even more by typing letters from more than one word in the description.

Example:

In response to the item code prompt, you enter: WHI #20 BON


Item Code: WHI #20 BON





Notice how the actual words in the description may be ordered differently from how you typed the entry. The ‘cross-reference’ feature will select all items which contain those words or portions of words you entered, regardless of their order.

The 'cross-reference' feature is available in each of the applications for each of the master files within them.



3.3 Lookup Windows

The Appgen Lookup Window is an alternate to the 'cross-reference' way of accessing records in the system. Generally speaking, this method is most useful when dealing with relatively small files (100 records or less). Examples of these types of files are Payment Terms, Ship Via Codes, Warehouses, etc.

You do not need to know anything about the record you are looking for when using the Lookup Window. This feature produces a window that lists all the records in the requested file, allowing you to peruse the list and select the desired record.

The following example is from the Sales Rep Peripheral Data File maintenance program in the Maintenance Toolbox.



Whenever a prompt field has the capability to provide you with a Lookup Window, the top Application Button's description begins with the word 'Select'.




When you click on the 'Select' button, the Lookup Window appears. Now just double-click on the record of your choice.



3.4 Information Central

Instant access to useful and comprehensive information is perhaps the most important aspect of a successful computer implementation. In this information age, information equals power, and power leads to greater success. Personnel that utilize real information in their decision-making processes generally produce higher quality decisions than when relying solely only on their own experience, knowledge, memory, and intuition.

The MyBooks applications each have one place from which you can derive all the information that was ever entered into the system, assuming that no data has been purged, of course. This place is generically referred to as the main on-line information center of the application. These inquiry functions are found in "Information Central" at the bottom of your MyBooks menu.

The main functions in Information Central (i.e., Customers, Vendors, Items, Banks) always begins with a basic record, such as a customer account, vendor account, inventory item, general ledger account, job, employee, etc. This record can be accessed with either the Cross-Reference or Lookup Window feature. From there it is a simple process of clicking on Application Buttons, or clicking on lines of data, to access, or drill down to further information and details.



3.5 Printing Reports

Printing reports is a simple and straightforward process. Simply choose any report from the 'Reports' menu, fill in the criteria to select the records you want included in the report, and click on the 'Next' button.

All reports are first displayed on the screen, as in the following sample of the Customer Detail List:




The buttons at the top of this window allow you to change the font of the detail lines on the report, make alignment adjustments (forms only), select the printer on which to print this report and print it, and move up and down through the report on a page-by-page basis.




CHAPTER 4: SETTING UP A NEW COMPANY

To start using MyBooks for the first time, you first need to set up a new set of accounting books for your company. You may even be using MyBooks to operate two or more companies. In this case you need to set up books for each of the companies.



4.1 Creating a New Company

MyBooks knows the first time you need to do this and automatically starts up the process that sets up a new company for you. This is a quick start method in that the process asks a minimal set of questions and creates a new set of data files and sets the basic configuration for your company. To create an additional company, simply select "Set Up a New Company" on the File menu. This will lead you through the same quick start process.



4.2 Entering Starting Data

After the new company configuration is set up, and before you can get to your daily work, you must enter master information, and transaction information that will bring your system to agree with the current state of your accounting. The following describes the steps to achieve this if you will be manually entering your information. Alternatively, if you are currently using another software system that contains this information, you may contact Appgen Professional Services to automatically convert your current data into the MyBooks database.


Sales & Customers

Enter each of your active customers by selecting Set Up Customers on the Sales & Customers (Service-based Business interface) or Sales Orders (Inventory-based Business interface) tab. The more information you enter for each customer, the better the system will serve you. However, to get started you only have to enter the information that the program requires.

Next, you need to bring each customer’s account to the current state by entering their opening balances. It is recommended that you enter each open invoice with the amount that is currently due. If the volume of invoices is large and you feel that such detail is not necessary to get started, you can simply enter one invoice (or credit memo), for each customer, that reflects their entire current balance. To enter these records, select Enter Invoices on the Sales & Customers (Service-based Business interface) or Sales Orders (Inventory-based Business interface) tab, and then post them (Journal & Post) after verifying the correctness of the data you entered by printing the edit list, and making corrections as necessary.

If you chose to use the Service-based Business interface because your business is based primarily on the sales of services, you can set up all the different types of services, and even products, now. While this is not really a step required before you can start invoicing, it would be more efficient and convenient to have the services and products set up first. You enter one record for each type of service and product by selecting Set Up Products & Services on the Sales & Customers tab.


Vendors & Purchases

Enter each of your active vendors by selecting Set Up Vendor on the Vendors & Purchases (Service-based Business interface) or Pay Bills (Inventory-based Business interface) tab. The more information you enter for each vendor, the better the system will serve you. However, to get started you only have to enter the information that the program requires.

Next, you need to bring each vendor’s account to the current state by entering their opening balances. Enter each open invoice with the amount that is currently due. To enter these records, select Enter Vendor Invoices on the Vendors & Purchases (Service-based Business interface) or Pay Bills (Wholesales Distribution interface) tab, and then post them (Journal & Post) after verifying the correctness of the data you entered by printing the edit list, and making corrections as necessary.


Employees & Payroll

To use the Payroll system, you must use the Set Up Employees function on the Payroll tab to set up one record for each of your employees. You must also set up any considerations for state and local taxes (the federal tables have been created for you). It is highly recommended that you thouroughly read the Payroll Help document and carefully address all issues of employee withholdings, deductions, and earnings before attempting to use the Payroll system.


Bank Accounts

You have already entered your bank accounts (in the company setup stage). Now you need to enter their opening balances. Select Enter Miscellaneous Transactions on the Bank Accounts tab. Then enter all currently uncleared transactions for each account, using the types CR (Credit Adjustment) and DR (Debit Adjustment) as appropriate. The total of the transactions in each account should equal the account’s current balance.


Inventory

If you are using the Inventory-based Business interface because your business is based primarily on the sales of items that you stock in inventory, you need to initialize your inventory system now. Enter all your active inventory items by selecting Set Up Inventory Items on the Inventory tab. Initialize the current stock levels of your inventory by selecting Receive Inventory Items on the Inventory tab and entering one record for each item that reflects its current quantity on hand.


Trial Balance

The final step is to initialize your general ledger trial balance. This is a step you may prefer to have your accountant do since it may be necessary to make certain esoteric decisions about the balance sheet portion. To enter the beginning balances in your Trial Balance, select Make Journal Entries on the Accountant menu. If you have a current Trial Balance from a system in use, just use that to make one journal entry for the entire Trial Balance. Then, after reviewing the edit list and making necessary corrections, run the Journal & Post function on the same menu.

Important Note: Sales, purchase, payroll, inventory, and bank transactions are pulled into the Trial Balance by selecting the Integrate Distribution options on the Accountant menu, and then posting them as normal journal entries. Since you have entered transactions into your sales and purchases to initialize your customer and vendor accounts, you must ensure that you don’t post them into your Trial Balance. That would change and invalidate the opening balances you just set up. To do so, simply run the Integrate Distribution options on the Accountant’s Page and then void the resulting journal transactions using the Void Transaction option of the Make Journal Entries function.



4.3 Changing the Current Company for Processing

Whenever you start up MyBooks, you will automatically be addressing the same set of accounting books (or company) as you were the last time you were using MyBooks. To change this and work on another company, simply pull down the list of existing companies on your Tool Bar and select the desired one.





CHAPTER 5: RESTRICTING ACCESS TO FUNCTIONS

If you are the authorized administrator, you can restrict users' access to the different selections on the MyBooks interface. To do so, use the Security Administration option on the File menu of the Menu Bar.

By default, there are no restrictions applied. Once you assign a password in the administration program you can set up any restrictions you require. You may also add, change, and delete restrictions later on, but you will need to enter the password before you can gain access to the administration program again. Restrictions can be applied to individual users, individual functions on the tabs (e.g., Enter Invoices, Stop Payments, etc.), and/or whole companies.

Important Note: Once a company is assigned in the Security Administration program, all users that require any access to MyBooks must be entered there as well, otherwise they will be restricted from all areas of MyBooks for that company.