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1. Notice that the first column for this window is Invoice number and the invoices displaying are in Invoice sort order If we had selected one of the other sort by options then the displayed columns would likely be a little different and the sort order would be according to what was selected in the Invoice history Sort by selection menu To view detailed data about the invoice use the PageUp Page Down and Arrow keys or mouse to highlight the invoice and use the mouse or Enter key to select it Select the Enter key or double click on the choice You will then see a screen similar to the following ZLompany uu xyz Company AR Hist Haadar AR Hist Misc AR Hist Inv Tti AR Hst Line Ttm vrill down AK invoice History Header r Optiunrs fustoamer Fllint Foternrises Ship date Ina nn 99 Invoice 1Ub6 Invoice date Jur 28 UU Next tah Prevtab Rill raf Rill typa INYNINE pant racord Bill qroup Apply to z Ortler amp f 81 Order date 01 02 00 ef bill to fi ship to OT EMul Erler ur isses 123 Rrnadway fuite suu suite suU 123 Rrnadway Gierle CA 94994 Ghernlak CA 94994 Shrep f iTinsneey 2 Fanti Ship via Moo feko o ooo Pow RMA Job sub Uneltems Use F1 keys lu strull ENTER fur next Lob SFB fur fires itens 4 ri The above window displays details about the invoice in history In the case of the Invoice history Drill down there are several tabs assessable t
2. A process is any function of the package which requires batch controls Each package has its own repertoire of processes and each process is the name of a selection which supports posting Each process maintains a count of items in the batch and usually one or more hash totals 167 Passport s Business Solutions fzz Select the desired process ID by using lt Up gt or lt Down gt to highlight a selection then press lt Enter gt The bottom half of the screen will appear The exact appearance of this screen is different for each process FULL CONTROLS o o 0 00 0 00 0 00 0 00 lt F1 gt next batch lt SF1 gt previous batch lt F2 gt In this example Cash receipts was selected as the Process ID This selection can be used for both new and existing batches whether posted or not Deleted and purged batches cannot be accessed 1 Package ID Displays the name of the package you selected from the pop up window 2 Process ID Displays the name of the process you selected from the pop up window 3 Batch number Each batch is uniquely identified by a batch number Batch numbers are not unique merely in one process or even one package but throughout all packages in a company A batch number cannot be reused until that batch has been purged or deleted Options Enter a batch number or use one of the options lt F1 gt For the next existing batch in this process lt SF1 gt For the previous bat
3. C HARACTER ee DESCRIPTION CODE N No controls No batch control functions are used P Partal conois Transactions are grouped into batches but control totals are not required Control totals must be entered and must F Full control match the actual value before a batch is allowed to post 165 Passport Business Solutions Even if you specify No controls this package may interface to another package which does use batch controls If so while running this package you may be asked for or told about a batch number in the other package Exactly what control value is checked for each transaction type being posted will vary See above For example the total cash receipts and number of checks transactions may be necessary for a cash receipts batch The totals to be entered are printed on the edit lists or journals You can assign menus to control which users are authorized to do so Some users expect the same operator to run an edit list fix the totals and then post the batches Other users restrict this power to a supervisor Refer to the PBS Users and PBS Menus chapters in the PBS Administration documentation for more information Do not change this field from N to Y or vice versa unless all transactions in this package are posted If you do pending unposted transactions may not get posted or may be posted prematurely Enter the desired level of control Format One letter from the list above Select Full contro
4. When the cursor is in this column a scrollable box appears showing all Passport forms currently available The current form number and description is highlighted Form number may only be entered by selection from this box that is you may not key it in directly Options Use one of the options lt Up gt To move the highlighted bar up or down The forms will lt Down gt scroll when the top or bottom boundary is reached lt PgUp gt lt PgDn gt To scroll forwards or backwards a screen at a time 87 Passport Business Solutions lt Enter gt To select the highlighted form lt Esc gt To close this box Format Eight characters Start date Enter the past or future date corresponding to the quantity on hand which you intend to enter in the next column The program will use this and the remaining information on this line to calculate a reminder date If you prefer to enter a reminder date explicitly rather than have the system calculate it for you you may leave this field blank If you are entering an insertion and choose to cancel the insertion you may also use the option lt Up gt To cancel the insertion Format MMDDYY Start stock Enter the number of forms that you have on hand as of the start date leave this blank if you intend to enter an explicit reminder date The unit of measure pages cases or whatever is up to you but should be consistent for any one form Format 99999 Weekly usage Ente
5. Example Enter 1999555333 5 ACH generate offset If your bank requires a debit offset amount written to the ACH file select Y otherwise select N This amount is auto calculated Format One letter either Y or N Example Type N 6 ACH file format This field applies to both Accounts Payable and Payroll There are differences between Windows DOS and UNIX Linux in how the end of a text line is terminated A line in a DOS file will end with a carriage return and line feed CR LF A line in a UNIX Linux file will end with a line feed only LF For more information see the definition for Carriage return in appendix C This field determines if the ACH file has line feeds only LF or both carriage returns and line feeds CR LF at the end of each line The choices are different depending on the operating system where PBS is installed The choices on a Windows system are 0 Operating system default CR LF DOS file or 1 Line feed only UNIX Linux file In UNIX and Linux the choices are 0 Operating system default line feed only UNIX Linux file and 1 CR LF DOS file If you are unsure which file format to use ask someone from your bank the format they prefer If you are still unsure select the operating system default and send a test ACH file to your bank using that choice A representative from the bank will let you know if you need to try the other option For the system default For a system installed on Win dows this is
6. Passport Business Solutions Ezz PRINTING STACKED REPORTS This function prints those reports which have been placed in a stack Stacking has been described in the previous section Select Print a stack from the Print reports from disk menu If you elected to save registers in Company information and there is one or more reports that are beyond the number of days before a warning a screen will display that has the following message Register s are on disk which should be purged using Purged saved reg isters In order to not see this message you will have to purge saved registers In Company information increasing the maximum number of days you wish to retain saved registers may also remove the message Select Enter to continue A screen similar to the following displays If you have more than one printer select which one to send the stack to You can also select the Windows printer Stacked reports are printed in the order in which they appear on the screen not the order in which they were stacked While printing the screen displays a running count of its progress 141 Passport Business Solutions maA m As each report on the stack finishes printing it is removed from the stack When all reports have completed the stack is empty The reports remain on your hard disk however To remove the reports use the Delete reports selection 142 Passport Business Solutions DELETING R
7. arranged subtraction from pay that is connected to specific employees Example Mr Smith has a 20 per week deduction for health insurance See Payroll Default The value or action taken by a computer program in the absence of any specific choice entered by the person using the program PBS restricts this term to a value that appears in a field when the screen is presented to you and that may be selected by pressing lt Enter gt In many other cases a preselected or precalculated value for a field is offered as an option and may be entered by pressing lt F2 gt Some fields have both 272 Passport Business Solutions Demonstration Data Files Data files that come with the demonstration versions of the software modules and that contain data to be used in sample runs of the software Depreciation A decrease or loss in value because of wear and tear caused by use over time In accounting an allowance made for such a loss Directory A list of files contained on a disk Disbursement An amount paid The journal recording payments made is often called the Disbursements Journal Discount To deduct or subtract an amount from a cost or price To deduct interest from a loan before making it The amount or percent deducted from the price See Discount Date Discount Date The last day upon that payment may be made with a discount after that the full price must be paid A discount is often offered by a vendor for prompt p
8. pass port com to view Passport s web site Create HTML This features is only available in Windows and Thin client Create HTML provides two functions It is another way to view the report on the screen and it also asks you to save the report to a file name and location of your choice To print a report using this feature select Create HTML First the Report file Save As window like this will display Save Webpage Save in Administrator s Documents B s Ea Administrator s Pictures My Recent IOPOF files Documents My Documents g My Computer P File name PBS REPORTS My Network Save as type Web Archive single file mht Encoding Western European 150 In this window you have the following options In the File name field enter the name of the report The report can be any name you choose but it should be something you will recognize later if you want to select and view the report again File name 34 Passport s Business Solutions A default location for saving the report is provided Save as Optionally you can choose another location in the Save in field S ve in Once you have given the report a name you can click on the Save button or select the lt Enter gt key Cancel You can select the Cancel button or click on the x if you do not want to Create and View an HTML file Once you have selected Save then the PBS Web Report Browser will launch with
9. 0 CR LF DOS format For a system install on UNIX Linux LF only in UNIX or Linux 121 Passport Business Solutions For a system installed on Windows the choice will dis play as Line feed only UNIX Linux file On a UNIX or Linux installed system this will display as CR LF DOS file Format One number either 0 or 1 Example Type lt Enter gt for the default 7 A P ACH path file name There are two files created during the direct deposit ACH process in Accounts Payable There is the primary ACH file and the backup ACH file Enter the path and file name of the primary ACH file that will be submitted to your bank or use the default option For APACH ACHFIL This option will add the com pany number and the extension TXT to the end of the file If your company is 00 then the file name becomes ACHFILO0B0001 TXT lt F2 gt The backup ACH files are also created by default in the same directory defined in this field however the backup name is auto generated In Windows you may enter a path to another drive letter For instance you can enter a path such as the following C APACHOO ACHFILAA TXT In the above example the files are stored locally In thin client you will be prompted to save the file to a file location on your local workstation Note Each time an ACH file is generated if the previous ACH file is still there it will be overwritten This only applies to the primary ACH file and no
10. 202 Passport Business Solutions Suppose you want to enter control codes to set a smaller font for a HP LaserJet printer This is the control code that would be entered to set the printer to print 12 characters per inch E 8UE sOpi2hi2v0s0b0T Explaining how this code works is beyond the scope of this manual Printer manufacturers will publish these codes You need to review their documentation to determine what you need to enter The Hexidecimal Value Window makes entry of these codes simple You type ES lt Enter gt lt Enter gt lt Enter gt lt Enter gt ES lt Enter gt lt Enter gt Notice that you must press lt Enter gt after each character or special code that is entered Each code or character is immediately converted to hex and displays beneath your entry ES is converted to 1B is converted to 28 8 to 38 etc Press lt Enter gt to end entry of codes Options Options available to you when entering hexidecimal codes are When you have finished entering the complete control code leave the current hex code blank and press lt Enter gt lt Enter gt If there are additional hex codes to the right of the cursor they will be removed the code will be trun cated lt U Press the Up arrow key to highlight the previous hex p gt code entry Sans Press the Down arrow key to highlight the next hex code entry Insert a blank hex code at the cursor
11. 3 Label page control codes Enter the label page control code Options Enter a page control code or use one of the options lt F1 gt For the next printer code on file lt Enter gt For no code Format 10 characters Example Select lt Enter gt 4 Standard label font code Enter the label font code Options Enter a font code or use one of the options lt F1 gt For the next printer code on file lt Enter gt For no code Format 10 characters Example Select lt Enter gt 5 Printer reset code Enter the printer reset code Options Enter a reset code or use one of the options lt F1 gt For the next printer code on file lt Enter For no code Format 10 characters Example Select lt Enter gt Would you like to print a full page location grid Select Y to make print a location grid or enter N to continue entering the label information 206 Passport Business Solutions Format One character Y or N the default is Y Example Select lt Enter gt If you select Y then you will see a screen like the following Laser Labels Location grid XYZ Company FULL PAGE LOCATION GRID This Location grid will be printed using the page control codes and standard label font you have selected for this label It will help you to determine the general characteristics of your label width height left margin etc Module Label ID We ff WEI es Items Label page control codes lt none gt Standard label
12. A R main menu appears A R main menu selection cursor moves to aa a customers Reports submenu appears submenu appears 248 AE Bifeiniess Solutions 58 Press lt Enter gt All menus clear and the monitor returns to the owner screen Owner screen clears hot key menu dis appears the block on the menu bar disappears 59 Press lt Esc gt and is replaced with word PBS Access Group has ended CTL menu appears E Access Manager appears and shows no selec tions There are no selections in Access Manager Press lt Enter gt 8 ae ee it clears a Press R Main menu selection cursor moves to Main menu selection cursor moves to Reports Reports submenu appears submenu selection lt gt Main menu clears Reports Cash accounts 64 Press lt Enter gt activates Note that this selection was the member in the earlier Access Group CTL main menu appears selection cursor is lt F11 gt Press V Main menu selection cursor moves to Valid G L accounts The Access Manager appears briefly in the center of the screen the line 25 hot key menu appears the word PBS on the menu bar is replaced by a solid block to indicate an oio Pommi ree one is now active the CTL menu selection cursor is on Reports Note that this selection was the owner in the earlier Access Group CTL menu disappears member screen Press lt F11 gt lt 2 gt appears hot key selection cursor goes to member name Access appears on menu ba
13. Cost Center A part of a business that generates its own income and incurs its own expenses that you choose to break out separately for accounting purposes Example One store in a chain of stores generates its own income through sales to its customers and incurs its own expenses such as its employees wages and telephone and utility bills A conceptual rather than physical part of a company could also be a cost center Example In a company one cost center could be Industrial Product Sales and another could be Home Product Sales When setting up the system a cost center is a part of the full General Ledger account number See General Ledger Account Number Sub account Cost Item A cost category assigned to a specific job The difference between a cost item and a cost category is that a cost item is connected to a specific job and assigned a dollar amount A full list of the cost items in a job is equivalent to a complete description of the work and costs that make up the job Example The cost category Finish carpentry labor is budgeted for the Smiths house to be 3500 Therefore Finish carpentry labor 3500 is listed as a cost item under the job for the Smiths house See Cost Category Cost Types Cost Item Records Records in the Job Master file that contain data about the exact types of work and costs that make up the job Every job in the Job Master file will usually have several or many Cost Item Records for it These come af
14. Product Definition Product Purchasing Sales Analysis Shop Floor Control Professional Time amp Billing TYPE OF USE Accounting Accounting and Invoicing Accounting Manufacturing Control Accounting Distribution and Retail Inventory for Manufacturing Ties into Accounting Job Tracking for Manufacturing Manufacturing Job Scheduling Distribution Distribution Accounting Retail and Distribution Manufacturing Manufacturing Item and Parts Purchasing Accounting and Distribution Manufacturing Professional Services Billing 10 Passport Business Solutions Each selection corresponds to a single PBS product documented by a separate documentation except that the System Manager CTL is not itself a module but is required for any other module Based on what is selected in Company information these modules will appear on the menu It is not necessary for a module to be installed or purchased in order for its menu to appear on the menu Conversely a module may not show on the menu even if it is installed if you have been assigned a custom menu There are some features that are common to all menu types such as the use of the keyboard for navigating around the menu or to select the menu item With the Tree view or Windows menu you can also use the mouse to access a module or menu selection Menu Organization The menu uses a verb subject structure The type of transaction is the main selection and th
15. STEP ACTIVITY RESULT Main menu selection cursor does not go to Press V Valid G L accounts because that it is not avail able Press any combination of lt Up gt arrow lt Down gt arrow or a letter Main menu selection cursor does not move because no other selections are available Press any combination of lt up gt lt down gt arrow or letter Press lt Enter gt CTL main menu disappears you are returned to aoa Cash accounts a Press and release lt F11 gt CTL main menu appears main menu appears The C R main menu appears all selections Press lt Left gt arrow are black low intensity on monochrome mon itors there is no main menu selection cursor submenu selection cursor does not move because no other selections are available Press any combination of Briefly hold one of the keys down Nothing lt Up gt arrow key lt Down gt happens because there is no main menu selec arrow key or letter tion cursor 30 Press lt Enter gt Nothing happens because there is no main i menu selection cursor Press the lt Left gt arrow until the menu bar selection cur sor reaches A R With the menu bar selection cumorat A R press lt P 10 gt You are returned to Reports Cash accounts The Valid G L accounts screen returns the word PBS appears on the left end of the menu 33 Press lt Esc gt bar Note There is no longer an active group Instead Valid G L accounts is an active selec tion CTL m
16. With a menu displayed press the first letter of the selection you want The selection cursor moves to the next selection beginning with that letter If more than one selection begins with the same letter and if your cursor moves to a selection other than the one you want press the same letter again Repeat this action until the selection cursor is on the desired selection When using the Tree view menu you have some additional shortcuts You can use the page up and page down keys to move within the Tree view menu window Also you can then use the home and end keys to go to the beginning or end of the menu respectively Windows Menu The Windows menu has many of the same features as the Tree view menu Here is an example of the Windows menu fd PBS Company 00 File AP AR GIR CTL GL YC YC OJE BO PIR PJS S A T B Help 13 Passport Business Solutions Like the Tree view menu you can access the Windows menu and PBS programs with the mouse Clicking on module letter opens the module menu Selections that contain sub menus are indicated by an arrow Moving the mouse over the main menu line causes the sub menu selection to display Clicking on the main menu selection or sub menu selection opens the program You can access the menu with the keyboard using the lt F10 gt key Then use the right and left arrow keys to move to the module Once at the module you can use the first letter of the menu name or the up and down arrow keys t
17. but not beyond Your choices now become lt Esc gt To return to the choices just described lt Home gt To display the first page of the report lt End gt To display the last page of the report reached so far lt PgUp gt lt PgDn gt To move up and down a page at a time Up T d down a line at a ti Downs o move up and down a line at a time lt Left gt To view the left or right 80 columns of a 132 column lt Right gt report Format Only option key input is accepted here Example After displaying the report press lt Esc gt to return to the selection menu Type 1 to re select the same report Then type 2 to print it rather than display it Printer selection If you have more than one printer you will be offered a choice of printers at this point If you are using PBS in Windows or Thin client you will have additional printer choices such as Windows printer and possibly PDF if it is set up on your system A PDF printer will allow you to display the report in Acrobat Reader or Adobe Acrobat When you select a PDF printer the Last printed date does not change Print pages through Enter a range of pages to print At the ending page field you may also press lt F2 gt for the last page Format 999999 at each field The default for the starting page is 1 Example Press lt Enter gt and then lt F2 gt to print the entire report 133 Passport Business Solutions If an ending page number is specified t
18. lt F8 gt this function will return a Data Lookup window or context sensitive Help If a Data Lookup window is Note returned pressing lt F8 gt a second time will display Help for the field if available You can also access lt F8 gt function by clicking the mouse on the Question mark in the menu bar You can also scroll through lines of text by using the arrow keys Scroll through pages by using the lt PgUp gt or lt PgDn gt keys Notice that the scroll bar indicator moves in a vertical fashion along the right side of the Help display To go directly to the beginning or end of the Help text for this field use the lt Home gt or lt End gt key Press lt Esc gt lt Alt F4 gt or click on the x at any time to exit from Help and return to the field where you requested on line help No data on the screen will be affected by this process The same Help information appears for each company 75 Passport Business Solutions USING DRILL DOWNS Drill downs provide a means of moving from summary information such as a field or a general category to detailed data by focusing in on a data field such as a customer or a vendor The Drill down screens allow you to view additional data like history information related to the data field Drill downs are available from various locations throughout the system For example if you have selected a customer while entering an invoice you may want to see the most recent invoice i
19. much as the employee would have made working at the minimum wage In this case the amount of the employee s tips needed to bring his actual wage up to the minimum wage is called tip credit It is the credit toward the minimum wage of the employee s tips In the PBS Payroll module tip credit is used in various tax calculations as well as for producing the Quarterly Payroll Report Transaction A business event A single exchange between two businesses two financial entities or two parts of one business or financial entity Often abbreviated to trans or trx Transaction File In PBS software a data file in that records are kept temporarily A transaction file is used to store the results of data entry so that this data can be reviewed and edited before posting There is one exception the PBS General Ledger Transaction file is a master file its data is permanent See Posting Edit Edit List Compare with Master File Trial Balance A report showing the debit and credit sides of a double entry accounting system The sum of the debits should equal balance with the sum of the credits or there is an error See Debit Credit Two Step Billing The ordering billing procedure in that an invoice is prepared after the items ordered have been verified to be in stock and have been gathered for shipment The first step is entering the order the second step is preparing the invoice for that order Compare with One Step Billing Unearned Discount
20. using notes file options number segments of account numeric defined O object program defined ODBC defined one character code defined one step billing defined on line help using on line defined open invoice defined open item defined Open topic with navigation operating system defined 58 57 58 71 285 285 38 48 83 84 99 285 285 285 286 286 71 286 286 286 71 286 operating under batch controls access groups operational data files defined options for notes file options window document selection other account files out of stock defined output CSV spreadsheet file output defined overhead burden defined overhead defined overtime defined 18 286 84 153 100 286 35 287 287 287 287 owner and members switching between 18 access manager owner defined owner s equity defined P P O distribution information defined header information defined line item information defined packing slip defined paragraph reformat command reformatting copy and parentheses control code defined Passport Update Program defined 287 287 289 289 289 287 221 228 287 291 xii password defined protection for patch defined payable defined payment defined payroll defined PBS application menu sequences batch processing running starting starting menus and reports windows in PBS data entry PBS for UNIX Linux starting pbs shut down PBS Sy
21. EXDISTcc ASC exit using using K exit command expenses defined external cross reference account first account second chapter topics external cross references features of F IF O defined Fl F2 F3 F5 F6 F7 64 43 274 275 47 275 191 191 228 228 228 275 187 187 181 183 275 59 59 59 59 60 60 F8 F11 F12 features external cross references federal withholding tax FWT defined field entries entering existing field entries entering new field number defined field sizes maximum field defined fields with asterisks file defined file key defined file maintenance function defined file options for notes file output CSV spreadsheet file processing introduction to PDF form file protection defined files access to PDF finance charge defined finance defined financial statement defined first and last values entering first external cross reference account fiscal year defined 60 60 60 183 275 38 38 275 49 275 37 276 276 276 84 35 148 276 151 276 276 276 48 187 277 vii fiscal defined fixed assets defined fixed fee job defined form feed defined form file processing introduction to PDF format defined forms alignment printing forms ordering information introduction to forms usage special forms printing forms windows printer special freight defined FUI defined function and program control keys keys general functio
22. Electronic Payments Association out of Herndon VA that develops electronic solutions to improve the payment system For more information on NACHA go to their web site at www nacha org See Processing Bank and Receiving Bank Adjustment In accounting the updating of the general ledger account balances usually at the end of the accounting period For example the apportionment of previously unrecorded income and liabilities Example Before XYZ Company s accountant closed the books for June some previously unrecorded income was entered as an adjustment A correction to an error in an account Accounting rules do not allow general ledger entries to be erased If an entry is found to be wrong an adjustment must be made to cancel the incorrect entry and record the correct entry Age The number of days that have passed since the date associated with a document For example the age of an invoice is simply how many days old it is using the invoice date or the due date as the base beginning date Allocate To distribute according to plan For example to allocate space on a disk or diskette so that a certain file or program can be put into that space later Another example to distribute costs to specific accounts Alphanumeric Computer or written characters that are either numbers letters or symbols Example An alphanumeric keyboard has letters numbers and special symbols such as and See Numeric Analysis The breakdown o
23. Enter Y to test a printer or N to return to the menu Format One character Y or N the default is Y Example Select lt Enter gt You will be asked to select a printer After selecting a printer then a screen similar to the following will display 223 Passport Business Solutions A Test complete window will also display Select the lt Enter gt key to close the window and the test printer screen Review the report to determine the capabilities of your printer 224 Passport Business Solutions Notes and Comments Text Editing This appendix contains the following topics Introduction to Notes and Comments Text Editing Insert Mode Overstrike Mode 2 22 2 eee eee eee eeeee Cursor Movement ce os otc geese case EE TA SG concent ances ee cee sei estan AE places 225 Passport Business Solutions INTRODUCTION TO NOTES AND COMMENTS TEXT EDITING This Appendix applies to Windows and Windows Networks only If you are a UNIX user you may skip this chapter Word processing commands are provided to edit text within notes and comments The size of the window or box into which you enter a note varies from one application to another but the commands themselves are generally the same because the same software is used The User Manuals do not give details of these commands but refer you to this appendix A few applications are exceptional in using their own software f
24. Enter gt key The BreakOut program should select the lt F2 gt key for the first two fields and stop on the Print comments field where the default is Y If this is correct then you are completed with the setup 258 Passport Business Solutions ADVANCED FEATURES EXERCISE 7 This exercise assumes that you have read the chapter on the BreakOut features This exercise involves the setup of BreakOut on the Cash accounts report screen Objectives e To setup BreakOut to default to account number 1000 for the Starting account number and all you have to do is select the lt Enter gt key Also it default to the sub account field to 000 and skip this field e To setup BreakOut to default to account number 2000 for the Ending account but not skip the field Also to default to 100 for the sub account number and skipping the sub account e To setup BreakOut so that the default for Print comments is N and to skip the field In this exercise it is assumed that BreakOut is on It is also assumed that you have your account structure set up with a length of 4 for main and 3 for sub account If BreakOut was set up previously for this screen first go to each field press the lt F12 gt key and then the lt F3 gt key to clear the settings You can do this by first turning off BreakOut by selecting the lt F12 gt key twice Make sure you turn BreakOut back on when you are finished clearing the settings by again selecting the lt F12 gt key
25. F11 gt CTL menu appears main menu selection cur sor is on aioe G L accounts ft __ Main menu selection cursor goes to Main menu selection cursor goes to Reports Press lt Enter gt Reports submenu appears submenu selection cursor is on Cash accounts Reports Cash accounts appears the word 11 Press lt F1 gt Access appears on the left side of the menu bar The owner s screen returns for reference 12 Press Refer appears on the left side of the menu bar and the account number appears Press any key The member screen returns 14 Press lt Esc gt The Valid G L accounts screen reappears and you are returned to the Description field CTL menu appears main menu selection cur Press lt F11 gt He pest Main menu selection cursor goes to Main menu selection cursor goes to reports Press Paes Reports submenu appears submenu selection cursor is on Cash accounts Reports Cash accounts appears The word 18 Press lt F1 gt Access appears on the left end of the menu bar CTL menu appears main menu selection cur sor is on Reports indicating something on the 19 Press lt F11 gt Reports submenu is active The remainder of the CTL selections turn black low intensity on monochrome monitors ecause the selections are not available Main menu selection cursor does not move Press lt Down gt arrow down because the lower selection is not avail able 241 AE Bifeiniess Solutions mma
26. Graphical Mode screens in version 12 and above you must set your computer to a Windows display property higher than 800x600 The Note property of 1024x768 is the minimum size you should be using However when starting PBS you may use any of the installed shortcuts Only the character mode screens will be effected The shortcut name comprises the font name and optimum Windows Display Properties Screen area for which the shortcut would work Within each shortcut there is a setting for the font and the font size You can choose from three fonts and two font sizes for each The font sizes provided are the optimal for running PBS on a desktop that has been set to Display properties Screen areas of either 800x600 or 1024x768 and larger You should select the shortcut screen area size that best suites your workstation setup Running character mode PBS screens on a screen size smaller than 800x600 is not recommended Before you can run Passport Business Solutions the Client must be installed on your workstation The Client install provides the start menu selections If that has not been done you will need to see your PBS administrator The information provided is for an out of the box installation of the PBS Client The shortcuts are modifiable If any of the shortcuts have been modified or new ones added then the following information may not be completely valid See your administrator for further instructions if what you read in this chapter does not
27. ID window displays the packages for you to select If only one package is enabled for the batch processing this pop up window does not display and the default package is listed Otherwise select the desired package by using lt Up gt or lt Down gt to highlight a selection then press lt Enter gt Your selection displays automatically in Field 1 The screen now displays as follows In this example A R has been selected 173 Passport 3 Business Solutions maA 2 Process ID This pop up Process ID selection window enables you to select the process for the chosen package Use the arrow keys to highlight the desired process then press lt Enter gt Your selection displays automatically in Field 2 In this example Cash receipts has been selected 3 Starting batch number Enter the batch number of where the purge should begin The description displays automatically Options You may also use one of the options lt F1 gt For the next batch number lt SF1 gt For the previous batch number lt F2 gt For the First batch number that is the lowest numbered batch number on file Format 999999 Example Type 101 4 Ending batch number Enter the batch number where the purge should end The description displays automatically Options You may also use one of the options lt Fl gt For the next batch number lt SF1 gt For the previous batch number lt F2 gt For the lt Last gt batch number 174 Passport Bu
28. In PBS some of these tags and attributes are used when generating HTML reports 279 Passport Business Solutions Income The total money that a company or business receives from all sources as a result of business transactions What a person receives such as money or a useful exchange as a result of services rendered a job done interest on investments profit from the buying and selling of something etc See Profit and Loss Statement Income Statement See Profit and Loss Statement Financial Statement Increment To increase A small increase in quantity In mathematics a small increase or decrease In computers to increase a number usually by 1 Indebtedness The state of being morally socially or legally obligated to another to repay something Something owed to another Input The data or instructions that are entered into the computer for processing To enter data or instructions Information or data transferred or to be transferred from an external storage medium into the internal storage of the computer Examples A diskette with information on it or a stack of paper with information to be keypunched Installation The act of setting up connecting or adjusting for use Integrity Completeness or wholeness In PBS applications the word is used in the context of the data integrity report This report is used to check the integrity of data files to see if any data has been lost Interest The amount of
29. KEY Reformat paragraph Removes excess blank lt F5 gt space in paragraphs Letters and Form letters only Marks paragraph so that it is not reformatted by the lt F5 gt key A second lt F6 gt removes this protection so that lt F5 gt will reformat a paragraph The paragraph is also unaffected if an entire letter is reformatted For letters this key may be used only on the lines in the message part body of a letter It lt F6 gt is not valid in the header top part or closing end part of a letter Copy Command Listed below is the copy command PRESS THIS TO DO THIS KEY Mark a line for copy lt Ctrl gt L If you move to another line on the screen and press lt Ctrl gt L again the marked line is copied and placed just above the line on which you are currently positioned 227 Passport Business Solutions Copy and Paragraph Reformatting If a line is copied to a paragraph protected from reformatting this line is also protected whether this line was protected in its original location or not Similarly if a line is copied to an unprotected paragraph the line is unprotected whether this line was protected in its original location or not Undo Listed below is the undo command To DO THIS PRESS THIS Undo changes on a line lt Ctrl gt U The Undo can be done only if the cursor has not moved off the line Does not Undo paragraph reformatting Exit Listed below is the Exit command PRESS THIS TO DO THIS
30. Limited Warranty and Disclaimers Passport warrants that the CD ROM and or other media on which the Software and User Documentation is recorded are readable by a compatible hardware system For a period of 90 days the Warranty Period after the initial date of this license if Licensee discovers any defects in the readability of the original CD ROM and or other media Licensee may return it to Licensee s Passport Partner your Pass port Software supplier or Passport for a free replacement which is Licensee s sole and exclusive remedy in the event of such defect s EXCEPT AS SPECIFICALLY PROVIDED HEREIN THE SOFTWARE IS NOT ERROR FREE AND IS BEING PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND PASSPORT SOFTWARE INC ITS PROGRAM LANGUAGE SUPPLIERS AND OTHER VENDORS HEREBY DISCLAIM ALL WARRANTIES WHETHER EXPRESS ORIMPLIED ORAL OR WRITTEN WITH RESPECT TO THE SOFTWARE INCLUDING WITHOUT LIMITATION ALL IMPLIED WARRANTIES OF TITLE NON INFRINGEMENT MERCHANTABILITY FITNESS FOR ANY PARTICULAR PURPOSE COURSE OF DEALING OR TRADE USAGE NO WARRANTY IS MADE REGARDING THE RESULTS OF ANY SOFTWARE OR SERVICES OR THAT ALL ERRORS IN THE SOFTWARE WILL BE COR RECTED REGARDLESS OF THE FORM OR NATURE OF ANY CLAIM SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES AND DO NOT ALLOW A LIMITATION ON HOW LONG ANY IMPLIED WARRANTY LASTS SO THE ABOVE LIMITATIONS MAY NOT APPLY NO PASSPORT EMPLOYEE SUPPLIER OR AGENT IS AUTHORIZED TO MAKE A
31. Lookup will display For some Lookups there is only one Lookup format and this button will be grayed out If there are more records than can be viewed on the screen at one time the user can select the lt Page Down gt key or view more records If you are at the beginning of the file list then the Page Up key will not work If you are in the middle or end of the file list use the lt Page Up gt key to view more records To select a specific record with the keyboard use the lt Arrow Down gt and lt Arrow Up gt keys to move the cur sor bar to that record When there are more records than can be viewed on the screen at one time you can use these keys to view them To select a specific record with the 68 Passport s Business Solutions KEY OR ACTION FUNCTION DESCRIPTION Tab ke Use the tab key to move between records as a group and y the Sort by Search by and Next Lookup fields Enter The lt Enter gt key is used to select the record to fill in the data fields on the screen that pertain to that record Press lt F7 gt to access Lookup Maintenance Only PBS lt F7 gt Administrative users can access Lookup maintenance Read the PBS Administration documentation for details on Lookup Maintenance lt Esc gt lt Alt gt lt F4 gt Used to exit the Lookup back to the PBS screen without or clicking the selecting a record Cy Go to beginning of file Go to end of file If you move the highlighted bar to a v
32. PASSPORT SUPPORT AND TRAINING Support PBS User documentation and on line Help messages are designed to enable you to use the Pass port Business Solutions software without additional help However if problems or questions arise which you cannot resolve using these materials additional assistance may be available from your Passport Business Solutions supplier or an independent professional in your area If you have unresolved issues with your Passport Business Solutions software contact your PBS partner or an authorized Passport Business Solutions consultant for support For the name and location of a PBS partner near you contact Passport Software at 847 729 7900 If you wish to receive support directly from Passport Software Inc please call 847 729 7900 to discuss the options Training Call your Passport Business Solutions reseller for training If your reseller does not offer training other options are available Contact Passport Software Inc at 847 729 7900 for the name of a qualified trainer in your area or training directly from Passport PBS Custom Software Passport Business Solutions Custom Software The Passport Business Solutions software was designed to meet or exceed your business and accounting needs However should you wish to customize certain operations of the software please call your Passport Business Solutions supplier or Passport Software directly to discuss your individual business requirements Pass
33. Press lt F1 gt Press lt Esc gt The Ending sub account s now defaulting to 100 and the sub account field is skipped You will be on the Print comments field Press lt F12 gt or click on the BreakOut button The BreakOut maintenance window appears Press lt Enter gt Type N Select lt Enter gt Press lt DnArrow gt Select lt F1 gt Select lt Esc gt You have setup the Print comments field to default to N and skip the field You are now on Field number to change You can now either print the report or exit back to the menu Go back into Cash account print and test the settings Once you are at the screen it should take you only two keystrokes to get to Field number to change if you do not change the defaults 260 Passport Business Solutions Glossary of Terms This appendix defines some of the terms as they are used in Passport Business Solutions software and is not intended to replace a good accounting dictionary computer dictionary or English dictionary Passport Business Solutions Access The right to enter or make use of The process of a computer obtaining data from or placing data into mass storage Accounting The collection classification summary and analysis of financial information within a business The rules governing this process Accounts Records in which the results of financial transactions are kept Used to evaluate the financial status
34. RESULT same order The bottom line of the Access Manager has a note about saving the Access Group Ignore this for now This feature is cov ered in the next section 7 Press lt F4 gt Access Manager disappears main menu selec tion cursor remains on Valid G L accounts Press Enter CTL menu disappears you are placed in the owner selection Press and release lt F11 gt CTL menu appears main menu selection cur sor is on Valid G L accounts Access Manager appears Access Manager lt F4 gt selection cursor is on Valid G L accounts 11 Press lt Pnters Access Manager disappears CTL menu dis appears you are placed in the owner Access Manager appears Access Manager lt F4 gt i selection cursor is on Valid G L accounts is Press lt Enter gt Access Manager disappears you are placed in the owner selection Access Manager appears Access Manager lt F4 gt f selection cursor is on Valid G L accounts Press the lt Down gt arrow and hold it down a moment before letting up Selection cursor travels around the Access Manager Press the lt Up gt arrow and ___ Same as step 17 Note If the Access Manager hold it down a bit before let selection cursor is not on Valid G L accounts ting up move it there with one of the arrow keys 17 Press R Access Manager selection cursor moves to Reports Cash accounts 18 Press V Access Manager selection cursor moves to f Valid G L accounts Access Manager selectio
35. To use this feature you must first have authorized it in Company information chapter If you have not done so skip this chapter The Passport Business Solutions cross reference capability allows you to reference your account numbers by any of three synonyms when you interface to other systems There may be times for example when you may want to interface accounts from non Passport functions into your Passport Business Solutions General Ledger The external cross reference feature makes this possible Passport Business Solutions supports a flexible four segment account number structure You may link this account number structure with either or both of the following e One or two free form external account numbers A maximum account number size of forty characters is supported e A former account number structure Whenever you reformat your account numbers you have the option of retaining your previous structure You might do this as part of your upgrade from an earlier version of RealWorld or Passport software in which sub accounts were used as cost centers or simply because you have reor ganized your account format Be aware that every time you exercise this option you overlay the previous account structure 182 Passport Business Solutions EXTERNAL CROSS REFERENCES FEATURES Some uses are e You can customize your pop up account number inquiries to show any of the four possible account number structures This
36. addition to the above the first letter will also move to the module beginning letter 58 Passport 3 Business Solutions O pew Tree view menu only Allows the user to move to lt Page Up gt the top of the menu items that are currently dis played Provides keyboard access to the Windows menu Tree view menu only Allows the user to move to the bottom of the menu items that are currently dis played Tree view menu only Allows the user to move to lt Home gt the first available menu item Tree view menu only Allows the user to move to lt End gt the last available menu item Function Keys Summary The characteristic action of some function keys such as lt F 1 gt lt F2 gt lt F3 gt and lt F5 gt varies depending on the context For instance if a choice exists to select the next of something vendors account number etc pressing lt F1 gt will display the next of that entity If there is no next of lt something gt the lt F1 gt may have another function associated with that key This is dependent on the application and its use will be described in a prompt KEY FUNCTION Use for next of something For example the next account number item number or invoice Use for the default value of something Use for the previous of whatever lt F1 gt accesses Use for the first last earliest or latest of some thing Use to define ranges Also used for sec ondary record For exa
37. as a typewriter it is off line Available for use by the computer Example The printer is plugged into the computer and the power is on The printer is then on line The programs and data files residing on those disks that are actually in the computer disk drives 2 Accessing information or an application via the Internet Open Invoice An invoice that has not been fully paid or otherwise zeroed out Open Item An open item customer is one whose payments apply to particular invoices Statements for open item customers show all open invoices regardless of the period when they originated Compare with Balance Forward customers In the PBS A P and A R modules any bill that has not been fully paid and any unused credit or debit memo on file for any vendor or customer See Balance Forward Operating System A set of programs provided by the computer manufacturer that act as a go between for the user between the computer and the application software When the user wishes to run a program or perform a task he informs the operating system that then instructs the computer on what task it should perform Example The user goes through the computer s operating system to start an application program The operating system starts the application software so that the user can handle his accounting Operational Data Files Data files that are on line and actively available for use by the computer Data files used by the user in his daily activitie
38. change the value before enter ing the Enter key e A default value can be auto input and the field can be skipped The user is not required to press the Enter key In effect BreakOut types the value and presses the Enter key for the user e A function key or other special key can be set for a field It can also automatically press Enter after selecting the key e A field can be skipped without an assigned value or function key In PBS there are instances where a user can select the Enter key without specifying a value and BreakOut can select the Enter key for you BreakOut Maintenance is invoked by selecting the lt F12 gt key In Windows you can also access BreakOut by clicking on the BreakOut button The Maintenance Window Go to a PBS screen and on the first field select the lt F12 gt key The following window will display gt gt Field value 51 Passport s Business Solutions The BreakOut window consists of a menu of functions You move from function to function by using the arrow keys or by pressing the first letter of a function You can tell which menu line you are on because of the double greater than symbols and because the menu line is highlighted You can move the BreakOut window to any of four locations on the PBS screen by using the Right or Left Arrow keys Select the menu item and select functions and enter information as follows Field value Set a value or function key f
39. company on file lt SF1 gt For the previous company Once selected the company name displays next to its code You will be required to enter a valid password before proceeding Format Two characters Example Press lt F1 gt Answer Y to re enter the screen or N to proceed 128 Passport Business Solutions Printing Reports from Disk This chapter contains the following topics Introduction to Print Reports from Disk 2 Foma R esene eras ec eal aicaam naan blades taadaicues Stacking TS sd sess nesetegu edd tuaaeis ai veaioceees pa alanbadd Printing Stacked Repos oc scisesensccncvseneacianicteneyivasersauans eB odie sahbsnsndgesadandsdachassindidootooassaecdenss Purging Saved Registers codes ccanctanideccusdsseusseonesaredss 129 Passport Business Solutions INTRODUCTION TO PRINT REPORTS FROM DISK When you choose to print a report you are given an option of printing it to disk Printing to disk is called spooling Save Printer Output Offline Printed reports do not go directly to the printer but are saved on the hard disk The Print reports from disk selection addresses those reports which you have spooled This selection enables you to perform the following print tasks Print spooled reports to the printer Spool reports on your screen Print or display a list of spooled reports Create a stack of spooled reports which you can print all at one time Delete unneeded
40. cost of 10 each The total value of inventory is then 150 If 12 items are shipped the total value of inventory becomes 40 Calculation Of the 12 items shipped the value of the last 10 are calculated at 10 each 100 This wipes out the latest Last in items in stock The value of the other 2 shipped is calculated at 5 each 10 since all 10 of the latest 10 items have already been counted as shipped Therefore the value of the remaining inventory is 10x 5 10x 10 10x 10 2x 5 50 100 100 10 equals 40 If we multiply the remaining items by their assumed cost 8x 5 40 we get the same result Prices usually go up not down so costing inventory by LIFO tends to reduce both the gross margin and the stated value of remaining inventory Compare with FIFO Average Cost Method Standard Cost Method Line Feed The keyboard or printer function that feeds or advances a document one line at a time An example is a printer advancing the paper one print line up In a text file it is a special character at the end of the line See Carriage return Line Item An entry on an invoice for a distinct service or item sold There is one line on the invoice for each item or service A line item includes such data as the description of the service or item quantity unit and price Literal An actual value permanently stored in a program This is done by the programmer entering what the value Example The literal JOE in a COBOL program wo
41. digits not more than 198 Example 12 The label height cannot be greater than 198 208 Passport Business Solutions Printer code for line spacing Options Enter a code for line spacing or use the option lt Enter gt For no code Format 10 characters Example lt Enter gt 8 Gutter height The gutter height is the distance between labels vertically Enter a gutter height for the label Format 2 digits Example 1 Printer code for line spacing Options Enter a code or use the option lt Enter gt For no code Format 10 characters Example lt Enter gt 9 Left margin Enter a margin for the label Format 2 digits Example 1 The margin is the space between the label on the far left and the edge of the page 10 Label width Enter a width of the label Format 3 digits Example 35 The width is the number of columns wide the label is 11 Gutter width Enter a gutter width for the label 209 Passport Business Solutions Format 2 digits Example 1 The gutter width is the amount of columns between the labels The number of labels across must be more than one in order to enter a gutter width Would you like to print a full page location grid Select Y to make print a location grid or enter N to continue Format One character Y or N the default is Y Example Select lt Enter gt If you select Y then you will see a screen like the following Laser Labels Location grid XYZ C
42. floppy or hard disks punched cards optical disks compact disks DVD etc Memory A collection of electronic circuits in that data is stored Each binary digit is stored as an electrical signal within the circuits Memory is classified as read only or read write and its size is measured in kilobytes or megabytes Menu A list of choices presented by the computer software to the user These choices are usually programs or specific program functions The menu is displayed on the screen where a number or letter represents each option PBS has three menu type options described in the Menus section of the Starting PBS Menus and Printing chapter See Sub menu Merchandise Products goods commodities and the like that may be bought or sold To buy sell or exchange goods and services Mode The current method of operation The current state of a device Example Output mode Module A part of a program a whole program or a group of programs designed to fit together with other similar parts Example The various parts of the program that make up the Vendors function are modules and the entire function itself is a larger module Accounts Payable Modules could also be called Applications 284 Passport Business Solutions Multi Company Consolidation In PBS General Ledger the function that combines the General Ledgers of a group of companies into one General Ledger This step is usually done for companies where one or more pare
43. get the on line help Drill down from summary information to details lt SF8 gt i relating to the summary information Menu bar menu only Used as a hot key to access lt F11 gt A ar the menu bar while viewing an application screen Use to call the Passport BreakOut function for a lt F12 gt given field See Data Entry and BreakOut chapter for details on how to use BreakOut lt SF12 gt Use to toggle between character mode and graph ical mode Supplemental Information on Keys If you are using Passport General Ledger and you allow correcting entries other modules often use lt F5 gt to mark a transaction to be passed to GL as a correcting entry An lt F5 gt prompt appears when this is allowed Refer to the Control Information chapter in the G L User documentation 60 Passport Business Solutions For example if you enter a miscellaneous charge in A R and are unsure of the customer s name or number press lt F8 gt to list all of the customers on file without leaving the Miscellaneous charges screen A window appears containing a list of the values from the related file so that you can make a selection This feature is described in the Using On line Help and Using Data Lookup Windows sections Overriding Protected Changes If the field Allow protected changes is checked in Company information it may be possible to over ride the protected change on certain fields Protected changes are necessary
44. have any questions regarding this License you may contact Passport at 847 729 7900 or email to psi pass port com iv Passport s Business Solutions Introduction to PBS System Documentation This chapter contains the following topics PBS System Documentation Organization Passport Support and Training Passport Business Solutions PBS SYSTEM DOCUMENTATION ORGANIZATION The PBS System documentation contains general information on how to use your Passport Business Solutions system This documentation also serves as the User documentation for the System Manager or CTL module The System Manager supports all the other installed modules The chapters of this documentation are informally grouped into the following FOR INFORMATION ON THIS GROUP REFER TO CHAPTERS Getting Around and Running Passport 2 4 Business Solutions The chapter topics are described below Getting Around in PBS This section describes the style of Passport Business Solutions screens To run your system you do not have to know in detail everything that is described here Still you may find it worth your while to review this information at an early stage in your acquaintance with Passport Business Solutions Many shortcuts are described in this section e Chapter 2 Starting PBS Menus and Printing describes the basic operations for running Pass port Business Solutions on the Windows Operating Systems and on UNIX or Linux systems The
45. if it has been printed to disk However if your system is set up with a PDF printer you can generate a file with that function which pro vides an easy way to view the data 28 Passport Business Solutions Save registers Whether or not you have elected to Save registers in Company information the following applies e Save Registers means that a duplicate copy of a register a report created whenever posting occurs is saved to disk whenever you send the register to a physical printer at the time of orig inal creation This is a safety feature in case the hard copy is lost You can purge saved registers at any time using Purge saved registers located on the menu under Print reports from disk If you directed the register to disk upon original creation it makes no difference whether your answer here is Y or N Only one copy is stored which must still be printed at least once before it can be removed from disk by the Delete reports selection not the Purge saved reg isters selection e A response of N still allows you to direct a register to disk or to a printer but not both If you send it to the disk you cannot delete it until you have physically printed it from disk at least once See the Company information chapter in the PBS Administration documentation for setting the Save registers field See the Printing Reports from Disk chapter in this documentation for information on how to view and print reports once the
46. key can either func tion the same as the Escape key or the same as the Enter key The use of this key can be setup by your PBS Administrator In Graphical Mode it only functions as the enter key Tab When it functions as the Enter key then it will move you to the next field When it functions as the Escape key it will exit the data entry exit to the menu or exit PBS When installed it defaults to function like the Escape key If you enter information into a field and make an error use the Left or Right arrow key to return to the point of the error and make the necessary correction Use the Right or Left arrow keys to return to where you were previously positioned You can also use the lt End gt key to return to the end of the field 44 Passport Business Solutions Using the Mouse Character Mode With the Windows version of PBS you have several options of using the mouse on a field to change or select data You can use the mouse when entering a new record or from Field number to change to edit a record There are several left click and right click options A left click of the mouse puts the cursor anywhere in the field and by dragging the mouse along the data select any part of the field From Field number to change a left click of the mouse will select a field and make it available for editing Graphical Mode You may use the mouse to select any field on the screen while adding a record Certain key fields may
47. lt F2 gt for totals This means that when you press the lt F2 gt key the software displays the totals for the account customer vendor etc Garnish A legal proceeding in that a portion of an employee s wages are given to a creditor instead of to the employee in payment of the employee s debts Such amounts withheld from employee wages General Contractor A contractor who enters into a contract directly with the person requesting and paying for the work Also a contractor who takes full responsibility for completion of a project A person wanting a building constructed will enter into an agreement with a general contractor rather than with each sub contractor The general contractor will then hire the sub contractors for specific parts of the job Also called prime contractor to distinguish from a sub contractor General Journal A book of original entry for the daily recording of miscellaneous transactions that do not belong in the four main specific types of journals The four special journals that are used with the general journal are Sales journal Purchases journal Cash receipts journal and Cash payments journal Example Correcting and adjusting transactions and depreciation are all recorded in the General Journal compare with Journal General Ledger A book in that the monetary transactions of a business are recorded in their final form From the General Ledger all the company s financial transactions can be summa
48. may not be allowed to email to some contacts If you do this message will appear Email for this contact is not allowed If you get this message then select a different contact if available or enter one manually if allowed Email Processing Screen When you select lt Enter gt a screen similar to the following will appear 157 Passport Business Solutions To Company From Subject EMAIL PDF Merel Francis lt mfrancis elliotenterprises com gt Elliot Enterprises lt accounting xyzcompany com gt POS Invoice B_000051 Attachments Q PBS PDFFIL PSIPOS 00_PSI_1_B_000051000131 pdf lt F2 gt for temporary message change To the attention of the Accounting Department This email was sent by XYZ Company Please give it immediate attention XYZ Company select CC from contact file lt F5 gt add new CC lt SF2 gt CC yourself proceed lt SF5 gt clear CC s lt Esc gt abort Options Enter one of the options lt F1 gt lt F2 gt lt SF2 gt lt F5 gt lt SF5 gt lt F7 gt lt Esc gt To proceed with emailing the document To temporarily edit the message that becomes the body of the text The default text is entered in Company infor mation To CC yourself It will use the email address entered in your user record To enter a new CC See below for a description of CC fields To clear any CCs that have been selected To select a CC from the c
49. on a Windows workstation and through the concurrent usage feature only one user of the runtime is utilized when running PBS multiple times The use of the concurrent usage is explained in this chapter Also the differences between concurrent usage from PBS installed on Windows vs UNIX and Linux is covered PBS has three menu types that are available Each menu type has different features and available functions There are several options when running a PBS report You can print the report to a printer view it on screen or create an html file and view the file Passport Business Solutions STARTING PBS SOFTWARE This chapter is intended to assist you in navigating within and between Passport Business Solutions software modules Starting PBS and the different menu types are also covered Starting PBS in Windows Starting Passport Business Solutions software in a Windows environment is no different than starting most Windows applications Navigate to the Passport Business Solutions startup on the Windows Start menu and use your mouse to activate the application Click Start gt Programs gt Passport Business Solutions gt PBS The following are six shortcut choices for running PBS e PBS Andale 1024 and up e PBS Andale 800x600 e PBS Courier 1024 and up e PBS Courier 800x600 e PBS Lucida 1024 and up e PBS Lucida 800x600 If you are running Thin client then TC will display between PBS and the font name If you are using
50. on the screen or in a window requires covering significant information lt SF7 gt will close the prompt window Data Entry Window This window appears when you can enter data or information For example pressing lt F6 gt while in the Vendors selection in Accounts Payable will display a window from which you can enter notes Selection Window This type of window appears when you need to make a selection from several options or values The printer selection box is an example of this window although there are others In this type of window you use the arrow keys to change the highlighted entry and press lt Enter gt to accept the entry 64 Passport Business Solutions USING DATA LOOKUP WINDOWS Many fields in Passport software require related data from another file The Data Lookup Window feature enables you to view and select information from a related file The Data Lookup Window provides a means of viewing a list of the records finding the record you need and a means of entering a field Depending on where you press lt F8 gt this function will return a Data Lookup window or context sensitive Help If a Data Lookup window is Note returned pressing lt F8 gt a second time will display Help for the field if avail able You can also access lt F8 gt function by clicking the mouse on the Question mark in the tool bar Examples will be shown from the Accounts Payable Vendors Enter function The data display
51. other types of assets such as stocks bonds accounts receivable or inventory Cash Receipt Money received as payment for goods or services When a customer sends a check to a business to pay for an item a cash receipt transaction occurs in that case the business receives payment and in exchange the customer is relieved of indebtedness A payment in advance of receiving goods and services is also a cash receipt Cash Receipt Transaction The record of the receipt of a payment from a customer Change Log In PBS modules a report that shows all changes made to records on a master file along with the date of the change and the initials of the user who made the change The Change Log is optional Use of the Change Log must be specified in the Company file Change Order The change to an original contract with a customer detailing the exact changes to the original specifications of a job Sometime after the original contract for a job is made between the contractor and his customer the customer may want to make changes This is done by means of a change order The change order has its own set of specifications and price agreed upon with the customer A change order can also reduce the original job price in that case its price is entered as a negative number Character One of a set of symbols such as a letter a number or a special symbol such as question mark slash plus or colon Character Mode This is the l
52. out the individual tax return required by the IRS and state and local agencies 301 Passport Business Solutions W 4 Form Employee s Withholding Exemption Certificate A form provided by the IRS to be filled out by each employee so the employer can determine the amount of income tax to be withheld from the employee s wages for payment to the government W 5 Form Earned Income Credit Advance Payment Certificate A form provided by the IRS so that eligible employees can receive EIC payments during the year with their pay instead of waiting until they file their tax return See Earned Income Credit EIC Advance Payment XDBC See ODBC 302 I n d ex accounting defined 262 accounts and cost centers 99 57 58 77 defined 262 defined 271 274 275 entering cash 107 A introduction to cash 106 access groups lists printing cash 111 combining selecting cash 106 members from various menus 18 Accounts Payable defined 262 operating under batch controls 18 Accounts Receivable defined 262 owner and members 18 accounts introduction to valid G L 98 access groups and access manager 17 accrual defined 262 access groups adding modifying saving 19 accr e defined 262 changing and deleting accumulate defined 262 access groups temporary access and 15 ACH 263 access manager 17 adding modifying saving changing and 19 access to PDF files 151 deleting access groups access defined 262 adjustment defined 263 account lin
53. re order point The assumption is that you will order the quantity desired and enter the anticipated delivery date and quantity ordered This satisfies the system and prevents you from getting the warning the next time you log on Alternately if you do in fact have an adequate supply you can correct the information on file and again satisfy the system e Ifyou are not at the re order point the screen does not normally appear at startup You can still bring it up by pressing the function key If you do you can adjust any of the entries not just overdue ones as well as adding and deleting entries This screen consists of a header telling you what your next re order number is and a detail area containing a table Each form is on its own separate line Your re order is This is the last order number printed in the lower left hand corner of the Forms Source re order form that is included in each module of forms that you receive When you place your next order give this number to the Forms Source representative This will help process your order more quickly Format Six characters Each module of forms includes a reorder form Each reorder form shows a Note different last order number Use any one of these numbers as your reorder number The Table Area If the screen was displayed automatically because you are at the re order point only those forms are displayed which do fact need to be re ordered This is the reorder mode If you ha
54. record that serves to identify a sales order a purchase order or a job It is called a header because it comes at the head of the remaining job or order information The header is followed by the cost item or line item records Examples In Job Cost the job header includes the name of the job the customer the price of the job etc In Order Entry the order header includes the customer s name address payment terms etc See Cost Item Hexadecimal Hex A numbering system using 16 numerals 0 1 2 3 4 5 6 7 8 9 A B C D E and F Compare this with the decimal number system that uses 0 9 and with the binary system that uses only 0 and 1 Hexadecimal numbers are complex and require a full chapter in a math or computer book Programmers use hexadecimal numbers to convert binary numbers into something they can read more easily Example A programmer writes FF in hexadecimal to represent an 8 bit byte of all 1s Someone familiar with hexadecimal knows that the number being represented is 11111111 in binary Holiday Pay Wages paid to an employee during legal holidays when he is not working See Vacation Pay Home Position The upper left hand corner of the screen or a field is the home position for the cursor See Cursor HTML Short for HyperText Markup Language the authoring language used to create documents on the World Wide Web With HTML defines the structure and layout of a Web document by using a variety of tags and attributes
55. right arrow Page up and clicking on left Selects a day in the previous month arrow Selects the first day of the month End Selects the last day of the month Errors While Entering Information There are several types of errors that can be made while entering data Nearly all of these errors except typing errors are verified by PBS For each error an appropriate message displays at the bottom of the screen or in a window describing the condition If the correction is not obvious refer to the appropriate user documentation chapter or to the Error Messages appendix in the PBS Administration documentation Name Searches On some screens a choice is displayed Blank look up by name For example you can look up customers in Accounts Receivable by either customer number or name If you know the name of the customer or vendor etc but not the number press lt Enter gt to leave the number blank You can then enter the name or just the first few letters of it If you enter the first letters only a search begins to find a name that matched In Inventory Control you can search for an item by number or description line 1 Entering Default Values A default is the value that is automatically selected For example in Control Information you set default account numbers which can be used elsewhere Later you can change this default value or accept it There are instances in Passport Business Solutions where you accept
56. spooled informational reports Purge saved registers which are used as part of an audit trail after they are printed Reports printed to disk can be protected For more information on this feature refer to the Company information chapter in the PBS Administrator s manual 130 Passport Business Solutions A PRINT A REPORT When it is necessary to print disk reports you can print one several or all of them This is some times called de spooling This provides the capability of storing reports overnight for example to produce one long print run Select Print reports from disk from the CTL menu Select Print a report If you elected to save registers in Company information and there is one or more reports that are beyond the number of days before a warning a screen will display that has the following message Register s are on disk which should be purged using Purged saved reg isters In order to not see this message you will have to purge saved registers In Company information increasing the maximum number of days you wish to retain saved registers may also remove the message Printing Reports This selection enables you to print one report at a time If you want to print more than one report at a time use Stack reports Provided that at least one report has actually been saved on the disk for the current company a list of the available disk reports for the current company will be displayed Selec
57. start PBS It Is recommended that you do not select a dot matrix type printer when Note printing to Windows printer The performance may be slow and the font size may not line up properly on a Special Form Special Forms Usage Alignment and Copies Special forms as defined within Passport Business Solutions are designed to be sent to a printer that has pre printed forms loaded In many cases this is a printer that is physically attached to the processing workstation The processing that is implemented for Special Forms may consist of alignment functions strict control over output to allow reprints in case of printer paper jams and voiding functions in the case of checks Printing to Special Forms is done through the use of the company file printers the use of the company file printers allows the printing program to directly control the printer or through Windows Printer If the Company information printer is designated for Spooling the printing program will release the printer after printing the forms data to the queue so that the actual transfer to the printer itself will start right away This will allow forms printing across a network to proceed optimally The Windows Printer option for Special Forms may not be available on your system Windows printing of forms can be shut off in Windows or Thin Note client See your PBS administrator for turning on this option Windows printing of forms is not available for UNIX or Linux unless
58. the HTML report displayed in the browser Many of the browser view options are the same as Display HTML These are covered in the previous section The PBS Web Report Browser is directly linked to your workstation default Web Browser which shares many of its features CSV Spreadsheet File Output Some reports and forms have an option for a CSV file output A CSV Comma delimited file can be opened in spreadsheet applications like Microsoft Excel Examples of a CSV file output include A P Purchase journal A R Aging A R Sales journal G L Financial statements G L Trial balance G L Extract financial data and most S A reports Print Screen You have an option to print most PBS screens Printing the information displayed on a screen may be useful for many reasons all of which we will not go into here The Print Screen function will print both the field names and field data when present In can be used when viewing a master file record transaction record report selections and reports printed to screen It will only print the data that is displaying on the screen at that time The PBS file initialization and other external utilities are excluded from the print screen function Windows A printer selector window displays when printing a screen From this window you can select your printer of choice There are two methods of accessing the Printer window You can either click on the PBS Toolbar printer button or select the lt Ctrl
59. the group Activating Access Manager The Passport Business Solutions system provides an Access Manager so you can see information about the Access Group To activate the Access Manager press lt F4 gt at any time 17 Passport Business Solutions The Access Manager displays a basic menu showing the owner and member s To choose a selection use the lt Up gt or lt Down gt arrow or the first letter of the selection you wish and press lt Enter gt The Access Manager transfers you to that selection Selections appear in the same order in which you built the Access Group The owner appears first with members listed in the order they were added to the group To view the Access Manager without making a selection simply press lt F4 gt or lt Esc gt to exit from the Access Manager Using Hot Keys Hot keys provide the ability to switch back and forth between the owner and members of the group using the appropriate selection number The owner is always represented by 1 The selection number is incriminated by 1 for each group member in the order they are added to the group up The maximum is five To use a hot key press lt F11 gt selection number For example lt F11 gt 3 would switch control to the second member of a group and from there lt F11 gt 1 would switch control back to the owner Switching Between Owner and Members To switch from an owner to a member use one of the following e Hot key e Access Man
60. the table of contents index search features basically all the chapters of the application Here is an example with an blue arrow pointing to this link Open File Go Back Go Forward Print preview Print Defit printer Page Setup Save as Exit Time Worked When accessing the documentation through the browser button it will open the document with navigation automatically When opening the documentation with navigation the window will look something like this E PES Web report Browser ow Passport Business Solutions Browser URL http resource pass port com PBSHelpHT M 1200 AP AccountsPayable_Left htm CSHID AP 2F07 20Vendors htmlStartT opic Content 2FAP 2F07 20 endors htm SkinName NewSkin Open File Go Back Go Forward Print preview Print Defit printer Page Setup Save as Exit E E paet C Eloi lt CtltA gt Select all Table of Contents fat amp PYF AHRNREAQ BEALS Accounts Payable A 1 Understanding Accounts Pa d D2 cening Sites Vendors 3 Using Accounts Payable 4 Guide to Daily Operations BS AP Accounts 6 Control information 7 Vendors Aintroduction to Vendors Entering Vendors Additional Vendor Contacts APrinting Vendors by Vendor APrinting Vendors by Vendor APrinting Vendor Labels APrinting the Vendor Change AAP Pre note ACH File and 8 Purchasing Addresses 9 Payables 10 Recurring Payables 14 Aged Open Items 12 View Open Items This chapter contain
61. twice Because it is not predictable which Passport Business Solutions software products you have installed this exercise only uses a function found on the CTL menu STEP ACTIVITY RESULT On the Ctl menu select Reports and then select Cash accounts Press lt F12 gt or click on the BreakOut button Press lt Enter gt Enter 1000 Press lt Enter gt Press lt Esc gt Press lt Enter gt Press lt F12 gt Press lt Enter gt Press lt 000 gt Press lt Enter gt Press lt DnAtrrow gt Press lt F1 gt The Cash accounts print screen appears You will be on the Starting account field The BreakOut maintenance window appears BreakOut is now setup to enter the main account of 1000 You will now be on the Starting sub account field The sub account s now defaulting to 000 and the sub account field is skipped 259 Passport s Business Solutions STEP ACTIVITY RESULT You are placed on the Ending account field Press lt F12 gt or click on the BreakOut button The BreakOut maintenance window appears Press lt Enter gt Enter BreakOut is now setup to enter the 2000 Press lt Enter gt Ending main account of 2000 You will Press lt Esc gt Press know be on the Ending sub account lt Enter gt field Press lt F12 gt or click on the BreakOut button The BreakOut maintenance window appears Press lt Enter gt Press lt 100 gt Press lt Enter gt Press lt DnArrow gt
62. viewed in the Point of Sale transaction screen To enter this note go to Account Receivable gt Customers Select or enter a customer and then select lt F6 gt for notes Highlight lt Data and time gt and select enter The cursor will move to the date field At the bottom of the screen you will see the prompt lt F1 gt Customer Memo Point 84 Passport Business Solutions of Sale Select the lt F1 gt key and then enter the note After this note has been entered it will display in Point of Sale transactions immediately after the customer number or name has been entered 85 Passport Business Solutions FORMS ORDERING INFORMATION After you have receive your first order you may use the forms ordering info selection Based on your estimated rate of usage this feature reminds you when it is time to re order each form The system does not actually maintain a tally of each page as it is printed instead it applies your own estimated rate of use supply on hand and re order quantity You can change any of these at any time Unlike the other function keys described in this chapter lt F2 gt when used for this purpose is available only at startup The option is presented on the same screen in which you are requested to enter your initials e Ifyou are due to order forms the program displays a window reminding you of that fact each time you log on to the Passport You can alter only those entries which are at the
63. wage such as a bonus paid to a craftsman for excellent work The amount paid to obtain a loan sometimes in addition to interest The amount paid often in installments for an insurance policy In merchandising something offered free or at a greatly reduced price as an inducement to buy something else at the regular price Premium hours Overtime and double time hours hours for that workers will be paid more than their standard wage This usually occurs when a worker stays on the job more than 8 hours in a day or more than 40 hours in a week or works holidays or weekends Prerequisite Required as a prior condition to something Print To have a printer write out the information requested You may also have the option to display a report In this case the information is shown on the computer screen rather than being printed Print reports from disk The function of selecting and then causing to be printed reports that have earlier been saved on disk Print to disk An option available in PBS software where reports can be directed to be saved on disk for later printing Printer The device that prints on paper data received from a computer A printer can also be a virtual printer driver that can create a special file type like PDF or it can send a fax Process To work on perform calculation with sort data Example To process payroll records you enter employee information such as employee number pay rate hours worked et
64. x 200 20 150 See Standard Cost LIFO FIFO 264 Passport Business Solutions Back Order Items of an order that are currently out of stock and therefore cannot be shipped until they become available See Out of Stock Balance Anything that remains or is left over The difference between the debits and credits in an account the account balance To compare and reconcile or make equal the sums of the debits and credits in one or more account as is done on a balance sheet as with a balance sheet See Balance Sheet Balance Forward The balance showing at the bottom of a ledger page when the page is full and is then brought forward to the top of the next page In PBS modules the term is applied to Balance Forward Customers who are customers whose payments apply to their account as a whole rather than to specific invoices Statements for Balance Forward Customers show detailed transactions only for the current period For all prior periods only the unpaid balance shows Compare with Open Item Customers In PBS Check Reconciliation the term means the balance in an account as of a certain date A balance forward amount is a lump sum dollar amount obtained by adding together several individual dollar amounts All these specific amounts are placed in the account on or before a specified date called the balance forward date See Open Item Balance Sheet A financial statement listing the assets liabilities and equity of the
65. you are running Thin client When using the Company information printers it is recommended that you do not use Windows only printers non laser printer like ink jet or multi purpose printers for printing Special Forms This type of printer will not respond to the codes needed for an alignment Although it is possible that the printed data will align as is if an alignment is necessary the data cannot be moved to a different location on the page and will never print in the correct page location See the PBS Administration documentation for more information Printing a Special Form provides some additional options and selections depending on the form type being printed When you are printing a Special Form after choosing a printer e You will be warned to mount the forms in the printer before using them and to confirm that you have done so also to confirm demounting the forms when printing is complete e You will be given the chance to print one or more alignment form examples See the Align ment for Special Forms section below for more information 23 Passport Business Solutions e You are often given the option to print copies and label each copy See the Number of Copies to Print section below for more information e Other questions may be asked depending on the nature of the print job a starting check number how labels are arranged on a form and so on As these features are not universal to the PBS system they will be e
66. you can refresh the PDF master file by running a utility Select Refresh PDF master file from the CLT menu selection of PDF Form file processing Next you will be asked to select a printer It will print a report of the results As it runs it looks at the existing PDF files and updates the PDF Master file to what was found When finished only the PDFs that are stored on the system will match the file If differences were found the report will have lines that indicate PDF files that are no longer there or PDFs that have been added Any differences will be written to the PDF master file You may also delete PDFs manually by going to the PBS directory PDFFIL The PDFFILs that were removed by deletion will no longer be in the PDF Master file When you select Email view printed PDFs they will no longer display on the list 161 Passport Business Solutions Using Batch Controls This chapter contains the following topics PUES QO Processing ess os annccesacandane badd badaueeedaedvenunss Batch Processing Company Information Batch Processing Company Information tos hd lye stele betes tetas eh cede SE dec Wael RS bec csc ecg tent Ponce ETEA T tudes ote Batch Control Register on os ccseiccnaacvunnnsecasautecasscteuasusoseens BN repe dr aeai iaoi Batch Reset Lock Count o ooo eee eee eee Batch Control Functions oaaao oot eens edeneetecbses 162 Passport Busines
67. you have iil ae created in these examples If the report to be deleted is part of an audit trail it must be fully printed Note before deletion is allowed Such reports do not prevent other reports within the selected range from being deleted 144 Passport Business Solutions PURGING SAVED REGISTERS Saved registers are extra copies of audit trail reports which are automatically saved to disk when you print the register on paper This safety feature which protects against accidental loss of these vital records is nevertheless optional To use it you have to turn it on first using Company infor mation Saved registers appear along with other reports in the Print a report screen and may be printed like any other report However they do not appear on the Delete reports screen and can only be deleted using this selection The following screen displays Purge saved registers XYZ Company Saved registers for all packages Rpt Report name Created By Pages Last printed Misc Charges Sales Journal 08 16 04 16 53 PSI 2 09 16 04 16 53 End of reports lt Esc gt lt F5 gt one package lt Fa2_ _nyree by created date Select registers to purge Starting report The initial display includes all installed packages Options Enter the number of the register to delete or use one of the options To toggle between viewing All packages and viewing a lt F5 gt single specified package a menu will appear for you to sel
68. zeroes depending on the segment s type as defined in Company information For cost center segments divisions and departments or whatever other name you have given them any explicit entry you make must have been previously defined in the Cost center selection Cost chapter 102 Passport Business Solutions For sub account segments no validation takes place Any entry is accepted if it is of the defined type numeric or alphanumeric and is not longer than the defined maximum length Viewing G L Account Numbers As this is the first time in this manual that you have entered an account number the process has been described in full detail In subsequent occurrences the description is abbreviated to enter a valid G L account number Enter the number of the account Format As defined in Company information Type 1000 and then press lt Enter gt for account number feel a ad 000 1000 000 Description Enter the description of the account Format 30 characters Example Type Cash account 13557 You may want to enter the valid G L accounts specific to your application and print samples of these accounts for future verification Make any needed changes Account Deletion You may delete an account number even though data is on file for it but this may make it impossible to access that data in the future To avoid this problem Passport recommends that before deleting an account you change every occurrence of th
69. 0 280 280 10 114 106 91 226 182 194 148 to print reports from disk to starting PBS menus and printing to valid G L accounts 130 6 98 Introduction to Data Entry and BreakOut 42 inventory defined investments defined invoice defined item defined J job activity transaction defined journal defined key defined keys function and program control general function and program menu navigation navigation summary function supplemental information on using function keys control list of keys editing tA 280 281 281 281 281 281 282 57 57 58 57 59 60 56 57 57 43 43 44 44 ix End Enter Escape leading zeros Space Tab keys navigation letter end home page down page up keys used in PBS editing L label design and printing labels create and modify printer control codes labor burden defined layouts defined ledger defined left justified defined 44 44 44 44 44 44 44 43 44 58 58 59 59 59 59 43 200 205 201 282 282 282 282 legend defined letters form letters liabilities defined LIFO defined line feed defined line item defined links account list batch lists printing cash accounts printing cost center printing sub account literal defined loan defined lock count batch reset Lookup defined lookup using data lookups windows M main menu defined maintain defined maintaining d
70. 1 50 Space Concepts amp Design 212 220 9981 783 NY 10052 E 100 Neptune Underwater Supply 408 776 1102 23 CA 91100 200 21st Century Enterprises 415 555 7844 10 CA 95782 300 Beverly Beauty Supply 213 778 9000 23 CA 325 Pete s Place 212 925 6548 100 NY 11200 _ 500 Delectoix amp Wilson PBS LA 70129 600 Ariel Enterprises 213 554 4300 X608 23 CA 930005 s 658 Jones amp Sons Engineering 15A IL 60209 700 English Tea Co 555 555 4658 1 co 80307 Each lookup is a list box The list box displays multiple records In most cases you may sort the records on multiple fields always in ascending or descending order Only columns with red labels may be sorted Click the column name or the arrow to the right of the column name to change the sort or use the View menu options To locate a record start typing the number name or code depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate an employee You may also use the mouse on the single and multiple arrow buttons to the right of the list box Select and Cancel When the correct record is found click on the Select button accept it Select Cancel to return to the entry screen without selecting a record More info In many cases there is a more info button When available it is always on the right side near the bottom of the screen When you select the More info button it will access a view only version of the same screen or
71. 1 145 21 25 137 22 176 293 293 293 294 294 294 294 294 294 294 37 running programs and commands runtime defined salary defined sale defined sales tax defined save registers screen print scrolling defined 195 294 294 294 295 29 35 295 second external cross reference account 187 security maximum segments of account number select defined selecting cash accounts divisions or departments switch to companies selection cost center menu selection options window document selection window SF1 SF2 SF7 SF8 SF12 shipping defined 61 99 295 106 92 128 9 153 64 59 59 60 60 60 295 XV short cuts menu shut down pbs sick pay defined skipping a field in BreakOut skipping fields in data entry software defined source code defined source cross reference report defined source program defined 13 295 53 50 295 295 295 295 special forms printed with a graphical file 24 special forms usage special forms windows printer spooler defined spooling defined spreadsheet file output CSV SSA defined stacked PDF documents emailing stacking and unstacking PDFs stacking reports standard cost method defined standard journal defined starting PBS from windows starting PBS for UNIX Linux startup thin client statement defined 23 22 296 296 35 296 159 156 137 296 296 296 status column pdf stock defined string defined sub accoun
72. 2 If you are printing special fonts and bar codes you may need a particular printer and special cartridge to print the specific font you will need 3 Using Enter print control codes enter codes as needed for fonts including the bar codes 4 Design and test the label using the Create Modify Labels features 5 Print labels as needed 200 Passport Business Solutions fez PRINTER CONTROL CODES You may need to use specific PCL Printer Control Codes for defining the printer functions and field printing This selection provides a means of entering PCL codes for causing the printer to use font styles and sizes Select Enter Printer Control Codes under Labels from the Ctl menu You will see a screen like the following next printer code Enter the following fields 1 Printer code name Enter the name of the printer control code Format 10 letters Example BARCODE 2 Code description Enter the description of the code Format 25 characters Example Item bar code When you select enter on the code description the printer control code window will display and will look similar to the following 201 Passport Business Solutions Printer Code Maintenance 1 Printer code name BARCODE 2 Code description Item bar code 3 Printer control codes in hex Enter the printer control codes HEX CODES Up Previous Down Next Fi Insert blank code F2 Done F3 Delete 3 Printer control cod
73. 65 265 265 51 54 52 53 54 51 266 266 266 266 46 46 46 46 46 46 calendar control carriage return defined cash accounts chapter topics entering introduction to lists printing selecting cash receipt transaction defined cash receipt defined cash defined centers accounts and cost centers using cost change log defined change order defined Character Mode character defined Character Graphical Toggle On Off charge defined chart of accounts check reconciliation clear clearing account defined clearing house automated code defined column pdf status 46 266 105 107 106 111 106 267 267 267 99 91 267 267 267 267 43 267 268 268 268 268 263 268 152 iii Comma delimited command copy cursor movement exit paragraph reformat undo company information batch processing company information printers comparative defined compensation defined Compiler compress defined compression code defined concurrent usage windows configuration defined confirming order status defined consolidation defined control file defined 268 221 226 228 227 228 164 21 269 269 269 269 269 8 269 269 269 281 control information for batch processing 165 control keys function and program list of control register batch controls using batch 57 57 172 162 copy and paragraph reformatting command cost category defined cost center defin
74. A P Menu bar selection cursor travels back and forth between selections beginning with A Menu bar selection cursor goes to P O main pressing P twice menu selection cursor is on Issue P O s 235 La Business Solutions mA S Briefly press and hold R Main menu selection cursor toggles between selections beginning with R Main menu selection cursor goes to Deliver to Press and hold D locations No other selections begin with D so the selection cursor remains No main menu selections begin with X and the 21 Press X selection stays on Deliver to locations Menu bar selection cursor goes to CTL main menu selection cursor goes to Company infor mation 23 Press V Main menu selection cursor goes to Valid G L accounts Menu bar selection cursor stays on CTL CTL main menu disappears Valid G L accounts lt gt if ii a suai activates and is ready for entry of G L account numbers ee ee You are returned to the CTL main menu selec a eee a cursor is on Valid G L accounts Main menu selection cursor goes to Main menu selection cursor goes to Reports 27 Press lt Enter gt Reports submenu appears submenu selection cursor is on Cash accounts Reports submenu and CTL main menu dis 28 Press lt Enter gt appear Reports Cash accounts activates and is ready for entering cash accounts to print Reports Cash accounts screen disappears 29 Press lt Esc gt CTL main menu reappears
75. A R main menu appears no main menu selection is available No selection is available until you reach the CTL menu the CTL main menu selection is on Define multiple companies which is the current member You are returned to the current member Owner screen appears hot key selection cur 95 Press lt F11 gt 1 sor moves to owner name Access clears from menu bar Hold lt F11 gt down and do the following Press the 2 key then the 1 key Press the 3 key then the 1 key Press the 2 key then the 1 key Press the 3 key then the 1 key Press lt Right gt arrow until you reach the CTL main menu If you are not already back at the owner return to the owner Passport s Business Solutions STEP ACTIVITY RESULT Press lt F11 gt CTL main menu appears main menu selection cursor is on Reports Reports submenu appears submenu selection Press lt Enter gt cursor is on Cash accounts which is the owner of this Access Group Press Enters CTL main menu disappears you are returned to the point of incomplete work in the owner Press and release lt F11 gt CTL main menu appears main menu selection cursor is on Reports Main menu selection cursor goes to Valid G L 101 Press V accounts Note Valid G L accounts is a member of this group CTL main menu disappears hot key menu dis appears PBS appears on the menu bar Valid G L accounts screen appears Note The Be Press sintii Access Group has ended
76. A discount taken on invoices paid after the discount date In this case the payer did not really earn the discount because he did not comply with the terms under that the discount was 299 Passport Business Solutions offered See Discount Date Unemployment Insurance Federal and State programs designed to give money to unemployed workers for not working and financed by taxes paid by employers and employees Uninvoiced Receivings A shipment of goods that you have received but have not received the invoice from the vendor Union Dues Fees charged for membership in a union due at regular intervals and used for the operation of the union Vacation Pay Wages paid to an employee during his absence from work while on vacation See Holiday Pay Valid Discount A discount taken on invoices paid on or before the discount date The payer earned the discount because he complied with the terms under that the discount was offered See Discount Date Compare with Unearned Discount Value The quantity or symbol contained in a field as opposed to the name of the field or its location in memory Example A field on the screen may be named CUSTOMER TYPE but for one customer the field s value might be E and for another customer its value might be B Variable Journal Entry In the Standard Journal function in the PBS General Ledger module any entry made to the same account for different amounts each period Compare with Permanent Journa
77. EPORTS This function lets you remove reports from the hard disk so that they no longer appear on the list of disk reports Informational vs Audit Trail Reports The system distinguishes between informational reports and audit trail reports The latter include reports needed for accounting integrity such as the registers produced by posting If the report you wish to delete is part of an audit trail you will not be allowed to delete it until all pages of the report have been printed to at least one hard copy i e to an archival printed copy Select Delete reports from the Print reports from disk menu A screen similar to the following displays Delete reports XYZ Company Reports for all packages Rpt Report name Created By Pages Last pr 37 Cash Accounts List 07 02 04 16 23 AAA 1 07 14 04 17 23 30 Cost centers Sub accounts list 07 02 04 16 23 AAA 1 07 14 04 17 23 39 Valid G L Account List 07 02 04 16 293 AAA 7 OF7 14 04 17 23 40 Cash Accounts List 07 02 04 16 28 AAA 1 07706704 12 01 41 Cash Accounts List 07 02 04 16 19 PSI 1 42 Invoice History by Customer 07 02 04 16 23 0E 1 07 14 04 17 20 43 Customers by customer 07 02 04 16 285 PSI 1 44 Invoice History by Customer 07 02 04 17 20 PSI 2 48 Pre Check friting Report 07 09 04 17 17 PSI 1 230 Inventory Trans Register 07 26 04 16 24 PSI 3 231 Wisc Charges Sales Journal 07 26 04 16 24 PSI 2 232 Cash Receipts Journal 07 26 04 16 24 PSI 2 233 Inventory Trans Register 07 26 04 16 35 PS
78. F THE LICENSE AGREEMENT BELOW THE ENCLOSED SOFTWARE LICENSE AGREEMENT 1 License Grant Passport Software Inc Passport hereby grants to Licensee and Licensee accepts a non exclusive license for the enclosed Software with the rights terms and conditions as detailed in this License Agreement a You may install and use the Software on asingle computer system or single computer file server for your own internal business pur poses provided you the Licensee do not exceed the number of concurrent users licensed by Passport to access the Software If Licensee wishes to increase the number of licensed concurrent users Licensee must contact Licensee s Passport Partner your Pass port Software supplier or Passport directly b You may make backup copies of the Software as required for your own internal business purposes provided that you reproduce alll copyright notices and other proprietary notices on each copy made Backup copies may be used at any time to re install the enclosed Software in the event of loss destruction or other malfunction of the Software c You may only transfer the Software and this license to a successor to the whole of Licensee s business provided the successor agrees to accept the terms and conditions of this agreement If you transfer the Software you must report to Passport the name of the new user of the Software and you may notretain any copies of the Software yourself once you have transferredit No other transfe
79. General Ledger These distributions originate from packages or systems other than those supported directly by Passport These may have been created by another accounting software package a mainframe accounting system or from some other source A predefined data structure has been established to allow these transactions to be processed by Passport Business Solutions This non delimited fixed length ASCII file is described in the Get Distributions chapter of the G L User Manual This file is expected to be present in the G L data directory and should be named EXDISTcc ASC where cc is the company ID For example the file EXDIST00 ASC should be in the GLOO directory for Company 00 If distributions are transferred for accounts that are not defined in the Chart of Accounts file you have to add these accounts to the Chart of Accounts file before these entries can be posted or delete the entries and re enter them for a different valid account Similar logic applies to for accounts which do not appear on the Cross reference Translation file When Get distributions cannot translate the account for a transaction the entry is written to a line sequential error log file under the name EXDERRXX DAT where XX is the company Processing continues in order to catch any remaining errors but the Distribution file is not posted to the General Ledger Distributions file This lets you identify all of the offending transactions correct them and repeat
80. H bank is the processing bank See Processing Bank It is possible that a vendor or employee may use the same bank as the company ACH processing bank This also applies if positive pay is used Format One letter either A or C Example Type A 4 Cash acct This field displays as Not applicable if this is an ACH bank type This cash account will be credited for the ACH amount You may enter one cash account for one bank They have a one to one relationship Your standard account number format as defined in Com Format i pany information Example Type 1010 000 This account is not on file would you like to add it If you entered an account number that is not one of the Valid G L accounts then you will get this message Select Y if you want to add the account to the Valid G L accounts or select N to re enter the account number Format One letter either Y or N Example Type N 116 Passport Business Solutions 5 ABA routing Enter the ABA bank number This is sometimes known as the bank routing number The bank ABA routing is used in two areas e For the offset in the ACH process When this is the case select Y to the field ACH Generate offset on the second screen e For positive pay to the bank as you must identify the company s ABA bank routing number on the positive pay form in order for checks to clear Options The first digit of an ABA routing number must be 0 1 2 or 3 and should be all num
81. I 3 234 Wisc Charges Sales Journal 07 26 04 16 35 PSI 2 235 Cash Receipts Journal 07 26 04 16 96 PSI 2 236 Inventory Irans Register 07 26 04 17 55 PSI 2 lt PgUp gt lt PeDn gt lt F5 gt one package lt F3 gt purge by areas date Select reports to delete Starting report The initial display includes all installed packages Select reports to delete Type in the number of the first and last report you wish to delete It is not required that either number be displayed on the current screen or even exist However there must be at least one report eligible for deletion within the range selected Options You may also use one of the options lt PgDn gt j j i P For the next or previous page if more than one exists lt Home gt For the first or last page if more than one lt End gt BSN 143 Passport Business Solutions To toggle between viewing All packages and view lt F5 gt ing a single specified package a menu will appear for you to select the package To purge reports by creation date instead of by number gt You will be asked to enter the cut off date lt Esc gt To exit Regardless of whether you are deleting by number or by date no report will be deleted that is not in the package and company selected A deleted report may however occupy a different screen than the one currently being displayed Format 9999 for each report Press lt Esc gt to avoid deleting any of the reports
82. I Code pronounced askee Assets Economic resources owned by a business that are expected to benefit future operations Assets include monetary items such as cash and accounts receivable from customers as well as non monetary physical items such as inventories land buildings and equipment Assets may also include non physical rights such as those granted by patent trademark or copyright as long as some monetary value can be assigned to them See Current Assets Fixed Assets Audit Trail A path of accounting information that can be followed either forward or backward A piece of accounting information usually comes from somewhere or is going somewhere Part of this information for example a document number is used to track where it came from or where it is going The path made by tracking this information is the audit trail Average The figure that results from adding a quantity of figures and dividing their sum by the number of figures added together For example 3 5 is the average when 1 2 3 and 8 are added together and divided by 4 1 2 3 8 14 divided by 4 number of figures 3 5 Average Cost A method of Inventory costing that uses the average cost of goods received to determine the value of inventory Example If there are 10 chairs in inventory that at the time of purchase cost 100 each and 10 more of the same chairs are received now and cost 200 each the average cost of a chair in inventory is 10 x 100 10
83. IONS Entering New Field Entries Follow these steps to enter new file information DESCRIPTION Type the appropriate information in the fields as described in the appropriate user documentation Use lt Up gt to go back to previous fields to change any information you just entered including the fields with asterisks Use lt Down gt or lt Enter gt to accept a default shown in a field or to skip a field in which you are not required to supply information After you enter all information on the screen Field number to change appears Make any changes by entering the number of the field you want to change The cursor moves to that field and you may then change the information When you are finished press lt Enter gt at Field number to change to write the transaction to the file In Windows you may also use the mouse to click on a field to change it On graphical screens there is no Field number to change field You can simply click on any field you want to change using the mouse lt Esc gt has several meanings If lt Esc gt is pressed at a field with other than the first it allows you to aban don a form you do not desire to keep If lt Esc gt is pressed at the first field of a field you will exit nor mally to the previous menu Other uses of lt Esc gt are shown in prompts as required In graphical you can select the Cancel button or the Exit button Entering Existing Field Entries Follow these s
84. NY MODIFICATIONS OR ADDITIONS TO THIS WARRANTY HE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU SHOULD THE SOFTWARE PROVE DEFECTIVE YOU ASSUME THE ENTIRE COST OF ANY NECESSARY SERVICING REPAIR OR CORRECTION AND ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES N NO EVENT WILL PASSPORT ITS PROGRAMMING LANGUAGE SUPPLIERS AND OTHER VENDORS DISTRIBUTORS OR DEALERS PASSPORT PARTNERS BE LIABLE FOR ANY DAMAGES INCLUDING LOSS OF DATA LOSS OF PROFITS OR DIRECT OR INDIRECT INCIDENTAL SPE CIAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE SOFTWARE EVEN IF THEY HAVE BEEN ADVISED OF THE POS SIBILITY OF SUCH DAMAGE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES OR LIABILITY FOR NCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU THE FOREGOING RESTRICTIONS DISCLAIMERS AND LIMITATIONS SHALL APPLY AND REMAIN IN FORCE EVEN IN THE EVENT OF A BREACH BY PASSPORT HEREUNDER OF A CONDITION OR FUNDAMENTAL TERM HEREUNDER OR IN THE EVENT OF A BREACH WHICH CONSTITUTES A FUNDAMENTAL BREACH 5 General Terms and Conditions Nothing contained in this Agreement shall be deemed to constitute either party as the agent or representative of the other party or both parties as joint venturers or partners for any purpose Licensee s supplier of the Software referred to herein as a Passport Partner is an independent contractor in relation to Passport and is not
85. P gt on the keyboard You can use the default font if you like With DeskJet and LaserJet printers the default printer font works fine but selecting the Courier 12 font fills the page width UNIX Linux If you are using Thin client you have all the same options as the Windows print screen 35 Passport Business Solutions If you are using the character based UNIX Linux PBS version you can also print the screen but you can only print to the first printer as set up in Company information To print the screen select the lt Sft F10 gt keys 36 Passport Business Solutions RUNNING PBS APPLICATIONS In many respects Passport Business Solutions applications operate similarly Any exception to the following sequence is stated in the user and administrative documentation Menu Sequences Start Passport Business Solutions 2 Select the module from the main menu You can use the arrow keys or the mouse to select the module In the example below the Accounts Receivable module is selected 3 To select Miscellaneous charges from this menu type M click on the plus next to Mis cellaneous charges or double click on the words Miscellaneous charges In this case another submenu displays 4 Click on the word Enter and the following screen displays 5 Enter any new or existing miscellaneous charges from the screen generated by step 4 Fields with an Asterisk An asterisk appears next to field s used to identi
86. Paste from clipboard Pastes data from the Windows clipboard to a PBS field The keyboard equivalent is lt Ctl V gt If the data you are copying into a PBS field is longer than the field can accept then the data will be truncated 62 Passport Business Solutions Print Screen This displays a Windows Printer dialog box where you can print the currently screen displayed screen Withe the keyboard you can use lt Ctl P gt Email This displays the workstation default email application and the opens a send new email message window If your cursor is on a field that has an email address such as the A R Customers Enter field 6 then it will also copy the email address to the mail to field of the send new email message window Calculator This launches the Windows calculator You can use the calculator to do calculations and then copy the results back to a PBS field Notepad Executes the Windows Notepad application A user can copy and paste data between a PBS field and Notepad You can also use notepad for general notes Documentation Web Browser This launches the PBS Browser which is tied into the default workstation Internet browser The Browser displays the default PBS documentation in HTML format While accessing the browser you may enter access an Internet address local files a saved PBS HTML report and other file types For a list of the other functions read the section on Create HTML in t
87. Seventy characters Example Enter ACH ACHFIL TXT 10 P R Positive pay form Enter the name of the Payroll positive pay form Positive pay forms are entered under the P R Master information menu selection of Positive pay forms Format 5 characters Example PR POS 11 P R Positive pay path file name Enter the path and file name of the primary positive pay file that will be submitted to your bank or use the default option If field 10 contains a CSV form type the default path and file name is PRPOSPA Y PRPOS00B0001 CSV If it is a TXT form type then the default is PRPOS PA Y PRPOS00B0001 TXT lt F2 gt A backup positive pay file is also created by default in the same directory defined in this field Each time a positive pay file is generated the previous positive pay file is overwritten However the backup positive pay files are retained Format Seventy characters Example Select lt F2 gt for PRPOSPAY PRPOSO0B0001 CSV 123 Passport Business Solutions 12 P R ACH path file name There are two files created during the direct deposit ACH process in Payroll There is the primary ACH file and the backup ACH file Enter the path and file name of the primary ACH file that will be submitted to your bank or use the default option lt F2 gt For PRACH PRACH00B0001 TXT The backup ACH file is also created by default in the same directory defined in this field but the name of the backup file cannot be changed In
88. Solutions for Windows provides the capability of printing PBS reports directly to Windows printers that are installed on your computer or workstation or to the printers as defined in Company information When you print a standard report the Passport Printer Selection screen will display and you will have the option of selecting Windows printer Print to disk Display on screen Create HTML or any one of the printers you have defined in Company information When you print a report in character mode you will access a screen similar to the following 25 Passport Business Solutions Cash accounts Print XYZ Company Please select Create HTML Local Laser Windows printer PDF Local lsr Print to disk PDF Text txt Display on screen PDFP The available options are OPTION DESCRIPTION This option represents one or more real printers as defined in Company information How many of these appear on your screen and what their names are depend on the company setup In the example above these printers are Main laser and Local Laser When a printer name contains PDF as part of the name then it will display the report in either Adobe Reader or Adobe Acrobat if either program is installed on your workstation If neither program is installed the PDF file will still be created but it will not display on the screen In UNIX or Linux the file is created but it will not display A PDFP printer is for generating a
89. System Passport Business Solutions Accounting and Business Software Version 12 00 March 2011 Passport Business Solutions Dassport assport Software Inc 181 Waukegan Road Suite 200 Northfield Illinois 60093 847 729 7900 or 800 969 7900 Www pass port com Passport Business Solutions Accounting and Business Software Copyright Passport Software Inc 2011 All Rights Reserved PROPRIETARY RIGHTS NOTICE No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in con nection with any information storage or retrieval system without the permission in writing from Passport Software Inc Passport Software Inc Passport or PSI have taken reasonable preventive measures to ensure the accuracy of the information contained in this manual However Passport makes no warranties or rep resentations with respect to the information contained herein and Passport shall not be held liable for dam ages resulting from any errors or omissions herein or from the use of the information contained in this manual AcuCorp is a trademark of AcuCorp Inc All rights reserved All other tradenames and logos are trademarks of their respective companies ATTENTION ONLY LICENSEES CURRENTLY ENROLLED IN THE PASSPORT UPDATE PROGRAM PUP ARE PERMITTED TO INSTALL AND USE SUBJECT TO THE TERMS AND CONDITIONS O
90. TUTORIAL This appendix serves as a tutorial for basic menu bar operations temporary access Access Groups and BreakOut It is assumed that the user has all the Passport Business Solutions software modules The following exercises are included Access Tutorials e Advanced Features Exercise One is part one of a two part exercise designed to provide prac tice in using the menu bar shortcut keys and various key combinations e Advanced Features Exercise Two shows you how to activate a new selection without deac tivating your original selection It also shows you how to return to your original selection e Advanced Features Exercise Three introduces you to temporary access operations e Advanced Features Exercise Four is an exercise in which you build and exit Access Groups and menu operations while in an active Access Group e Advanced Features Exercise Five shows you how to use the Access Manager to use save and delete Access Groups Because it is not predictable which Passport Business Solutions software products you have installed this exercise only uses the CTL menu to make active groups These groups do not provide a great deal of practicality but do demonstrate the concepts of temporary access Note BreakOut Tutorials e Advanced Features Exercise Six shows you how to set up the Cash accounts Print Screen with BreakOut e Advanced Features Tutorial Seven shows you another way to set up Cash Accounts with BreakO
91. TY RESULT Go to the Access Groups submenu and ensure the selection cursor is on G L The saved Access Group becomes active The current selection becomes the owner of the acct print define mult co group The incomplete work was not dis Press lt Enter gt turbed Exit the Access Group If you are not comfortable working in Access Groups return to Step 1 of this exercise and continue Use any selections from any Passport Business Solutions software products you have installed on your computer 256 Passport Business Solutions mA ADVANCED FEATURES EXERCISE 6 This exercise assumes that you have read the chapter on the BreakOut features This exercise involves the setup of BreakOut on the Cash accounts report screen Objectives e To setup BreakOut to default to Pressing the F2 for the Starting account number and all you have to do is select the lt Enter gt key e To setup BreakOut to Press the F2 key for the Ending account field and skip to the next field so you do not have to use the keyboard at all e To setup BreakOut so that the default for Print comments is Y but you still have the option of changing it the default In this exercise it is assumed that BreakOut is on Because it is not predictable which Passport Business Solutions software products you have installed this exercise only uses a function found on the CTL menu On the Ctl menu select Reports and then select Cash accounts The Ca
92. The lt Enter gt key on a menu means abandon anything currently active and activate this new selection You should now be at the CTL menu If you are not return to step one of this exercise You should also repeat the exercise if 1 You are not comfortable with building and exiting Access Groups 2 You are not able to switch from owner to member and back again 3 You are not familiar with menu operation during an active Access Group Move your selection cursor to that group and press lt Enter gt The group is activated just like any other menu selection Each selection within the saved Access Group is still individually available from its own menu 252 Passport Business Solutions ADVANCED FEATURES EXERCISE 5 This exercise assumes that you have completed the Advanced Features exercises one through four and that you have run Company information and chosen to use the menu bar If your monitor has 25 lines run Company information and ensure that you have answered Y to Use line 25 Objectives e To show you how to use saved Access Groups e To enable you to save saved Access Groups e To prepare you to delete saved Access Groups Because it is not predictable which Passport Business Solutions software products you have installed this exercise only uses the CTL menu to make active groups These groups do not provide a great deal of practicality but do demonstrate the concepts of temporary access Referen
93. Warehouse Enter the following fields if on the previous field you selected either item number item description or quantity received 1 Number of labels to print for each item Enter the number of labels to print for each item selected Format 3 digits Example 1 220 Passport Business Solutions 2 Starting item or 2 Starting description or 2 Starting location Enter the starting item number description or location or use the option lt F2 gt For the First item number description or location 12 characters for item number Format 25 characters for item description 4 characters for location Example lt F2 gt 3 Ending item or 3 Ending description or 3 Ending location Enter the ending item number description or location or use the option lt F2 gt For the Last item number description or location 12 characters for item number Format 25 characters for item description 4 characters for location Example lt F2 gt 4 Product category Enter the product category or use the option lt F5 gt For the All categories Format 5 characters Example lt F5 gt 5 Product sub catagory Enter the product sub category or use the option lt F5 gt For the All sub categories Format 5 characters Example Not available because of entry in field 4 6 Warehouse Enter the warehouse number or use the option lt Enter gt For the central warehouse 221 Passport Busin
94. Windows you may enter a path to another drive letter For instance you can enter a path such as the following C PRACHOO PRACHOO TXT In the above example the files are stored locally In thin client you will be prompted to save the file to a file location on your local workstation Note Each time an ACH file is generated if the previous primary ACH file is still there it will be overwritten This only applies to the primary ACH file but not the backup ACH files Format Seventy characters Example Enter PRACHO0 ACHFIL TXT If you need more information go to the P R User documentation appendix Implement Positive Pay and Direct Deposit section called ACH File Name Path and Backup Field number to change To make changes select a field number Select the enter key to save the new bank record or save any changes made to an existing record Select the lt Esc gt key to not save the new record or all changes to the record 124 Passport Business Solutions PRINTING BANK LISTS This report will print a list of banks Select Banks from the CTL Reports menu The following screen displays Banks List XYZ Company 1 Starting bank SS 2 Ending bank 3 Bank type 4 Print comments lt E2 gt 0 ens ts Enter the following information 1 Starting bank Options Enter a valid bank number or use the option lt F2 gt For the first bank on file Format 4 characters Example lt F2 gt
95. a separate T Account for each item in the ledger A T Account looks as follows Account Name Debit Credit See Debit Credit Taxes A non voluntary contribution for the support of a government required by law of persons groups and businesses Terms The exact conditions or stipulations that specify how goods and services are to be paid for Some common terms are Net 30 meaning the amount owed must be paid in 30 days 2 10 net 30 meaning the amount due must be paid in 30 days but if it is paid within 10 days there will be a 2 discount Discount payment terms are often offered to encourage prompt payment See Due Date 298 Passport Business Solutions Text A type of data that looks like common printed material in contrast to coded or strictly numerical data The data on this page is text Throughput A measure of the productive work done by a device Example The throughput of a printer is the number of lines per minute it can print Tip An amount of money given as an acknowledgement of services rendered an amount paid to an employee by the customer rather than by the employer Originally from To Insure Promptness Tip Credit Also referred to as tips deemed as wages In the restaurant business an employer is allowed to pay certain employees less than the federal or state minimum wage The employer is only allowed to do this if the employee s tips when added to his actual wages add up to at least as
96. ageUp 16 Return 19 Today s date 4 F4 12 PageDn 5 F5 13 Home 6 F6 7F7 8 F8 The default field value of Today s date can only be used on a date field Skip field Set a value or function key for the current input field This function is variable for any input field The skip field has one function key option lt FI gt Toggles the skip field function on or off When the skip field function is used BreakOut will automatically enter the assigned field value or special function key 53 Passport Business Solutions You should never use the Skip field function on the first field of a screen or window because it puts the program into a loop always trying to get to the next field If you do then you can not get back to the first field to enter a new record or to exit the screen If this ever happens do the following 1 Log into PBS as the same user 2 Access BreakOut by selecting lt F12 gt from any field but not on the same Note screen where the looping is occurring 3 Arrow down to the BreakOut enable field and select lt F1 gt to disable BreakOut 4 Go to the screen where the Looping is occurring and select lt F12 gt on the field 5 Remove the skip field by selecting lt F1 gt 6 Switch BreakOut on by accessing the BreakOut enable field and select ing lt F1 gt The skip field function can also be used without a field value being assigned However many fields in PBS require a field value and ca
97. ager To switch from a member to an owner use one of the following e Hot key e Access Manager e lt Esc gt Operating under Batch Controls If you are using batch controls occasionally lt F11 gt will not function If this occurs continue to the next screen and press lt F11 gt again You may have been in a selection that Access Manager did not control Combining Members from Various Module Menus Access group members can be selected from any module menu on the menu bar For example if you were entering receivings through Inventory Control Inventory Enter from the I C menu is the owner and as members you might include Items from the I C menu View vendor invoices from the A P menu and Inventory Edit list from the I C menu lt Esc gt From Access Group Member Although menu selections are not available while you are accessing a member lt Esc gt is still active 18 Passport Business Solutions Pressing lt Esc gt at a sub menu returns you to its main menu Pressing lt Esc gt at the main menu exits the Passport Business Solutions and returns to the operating system When you press lt Esc gt from a main menu all incomplete work is abandoned including the owner and member Incomplete work which might cause a data integrity problem however generates a prompt for you to cancel or finish the entry Adding Modifying Saving Changing and Deleting Access Groups When you make an Access Group permanent it b
98. ailable if you are using the Windows or Thin client versions of PBS However you may view a list of generated PDF files in UNIX and Linux The setup of emailing documents is explained in the Email Configuration appendix in the PBS Administration documentation The setup of a PDF printer is explained in the Company Information chapter in the PBS Administration documentation PDF Form Processing has the following features e Email send progress and results are displayed and logged e The PBS customer and vendor contact files are the email address books e Email to multiple recipients simultaneously e Default text in body of email is modifiable e Email documents individually or via a stack for bulk sending e No limit to the number of times a document may be emailed e Documents missing associated contact email addresses are indicated e Documents sent via email are indicated with date of email and updated status e Documents stacked for bulk email are indicated by status with a stack date e Documents may be screened by company customer or vendor by date or package of origin A R OJE P O P S Mfg C O and Mfg P P Printing to PDF may be used for certain PBS form types The list includes the following MODULE DESCRIPTION Invoices This includes immediate batch and reprint A R A R Statements Invoices This includes immediate Om batch and reprint O E Order O E Credit Memo 148 Passport s Business Sol
99. ain PDF window select O for the Document Selection Options For unmarked emails select O for only Then select a date range which is the Created date of the forms you want to stack Select S to stack the documents and select Enter to stack them The selected documents will display and the status will be S Ifno documents fall in the range of the options selected then a message will display indicating this Once the documents are stacked they can now be emailed Emailing PDFs Emailing documents can be done one at a time or you can email a stack of documents 156 Passport Business Solutions Emailing One at a Time To email one at a time do the following Using the Home End PageUp PageDown and Arrow keys find the PDF form you want to email Select the Enter key on the PDF form you want to email If it has the status of which indicates there is no email address for this customer or vendor contact then skip to Entering a new CC or email for a contact with no email Select the E key to email the PDF form An Address Book screen will appear Enter one of the options lt Enter gt To proceed with emailing the document To modify the email address This option may not be lt F5 gt available depending on your Control Information set tings lt ESC gt To cancel email lt F1 gt To display the next contact on file to be used in this email lt SF1 gt e ae the previous contact on file to be used in this You
100. ain menu appears All selections can Press the lt Left gt arrow until the menu bar selection cur Note that all selections can be made sor arrives at A R Press Il with the menu You are returned to Valid G L accounts bar selection cursor at A R 242 Look at each menu which appears Note that no selections can be made La Business Solutions mA STEP ACTIVITY RESULT CTL main menu appears Main menu selec 37 Press lt F11 gt tion cursor is on Valid G L accounts This selection is still active Main menu selection cursor goes to reports Reports submenu appears submenu selection 56 Press lt Enter gt cursor is on Cash accounts Rule The lt Enter gt key on a menu means abandon anything cur rently active and activates this new selection Reports Cash accounts activates Note that Access does not appear on the left end of the lt gt a PRESS er menu bar The lt Enter gt key did not make a temporary access CTL main menu appears Main menu selec tion cursor is on Reports NOTE You now have an active group created The owner is the Reports Cash accounts selection The member is the Valid G L accounts selection The owner and member of this group is the reverse of the group made earlier in this exer cise Main menu selection cursor goes to Valid G L accounts Valid G L accounts activates The word 43 _ Press lt F1 gt Access appears on the left end of the menu bar Press lt F11 gt
101. amp Exit from word processor mode lt Esc gt or i lt Ctrl gt K Letters Form Letters When positioned on the control panel at the bottom of the screen you may use the following keys PRESS THIS TO DO THIS KEY Display a ruler on the screen R Display the type for each line on the screen L Each line has a type as follows Header top part of letter H Message body of letter normal case M Message body of letter when line has been marked so that it will not be refor B matted Closing end part of letter C 228 Passport Business Solutions Ezz Press R or L again to remove the displayed information from the screen 229 Passport Business Solutions Advanced Features Tutorial This appendix contains the following topics Introduction to Advanced Features Tutorial 2 2 2 2 Advanced Features Exercise 1 Part 1 2 2 0 0 0 20 2 e cece eee Advanced Features Exercise 1 Part 2 2 0 0 00000202 Advanced Features Exercise 2 o 0 0 22 ccseicsiicsscwessssscseunses Advanced Features Exercise 3 occccccucoseusuvicntscsessivereasauars Advanced Features Exercise 4 12 i cccaccciedideneseutinsccuans Advanced Features Exercise 3 oo ocicccccacseassatncenmaeaacdcndeons Advanced Features Exercise 6 0 02 0 020cc0eceeeeeees Advanced Features Exercise 7 2 20 2ccccecceecceecceeees 230 Passport Business Solutions INTRODUCTION TO ADVANCED FEATURES
102. ample Press lt Enter gt to leave the contact blank 11 Email Enter the email address Format 60 characters Lower case letters are preserved Example Press lt Enter gt to leave it blank 12 Comments Enter any comments about the bank This field uses Passport s text editing function Refer to the Using Notes section in chapter 4 of the System User documentation Format 10 lines of 65 characters each Example Type Primary Bank Field number to change To make changes select a field number 118 Passport Business Solutions If this is an ACH bank type select the enter key to save the new ACH bank record or save any changes made to an existing record If this is a Company ACH bank type select the enter key to move to screen 2 Screen 2 Company Bank Information The following screen displays Banks Enter XYZ Company For bank 1 ACH company name EE 2 ACH company tax ID no 3 Is imm origin your company Imm origin name 4 ACH imm origin ABA routing 5 ACH generate offset 6 ACH file format 7 A P ACH path file name A P positive pay form A P positive pay path file name oe 16 P R positive pay form 11 P R positive pay path file name 12 P R ACH path file name Enter the following information for screen 2 1 ACH company name Enter your company name If this field is left blank then direct deposit ACH processing is not used for this company bank You may set up fields 8 throu
103. an employee agent or partner of Passport This License Agreement is governed by the laws of the State of Illinois and jurisdiction for any claim or controversy raised by Licensee against Passport Software Inc shall only be in the Circuit Court of Cook County State of Illinois If either party commences any action or proceeding against the other party to enforce or interpret this License the prevailing party in such action or proceeding shall be entitled to recover from the other party the actual costs expenses and attorneys fees including all related costs and expenses incurred by such prevailing party in connection with such action or proceeding and in connection with obtaining and enforcing any judgment or order thereby obtained This License andthe rights and obligations hereunder may not be assigned in whole orin part by Licensee except to a successor to the whole of Licensee s business without the prior written consent of Passport In the case of any permitted assignment or transfer of or under this License this License and all of its terms and conditions shall be binding Upon and inure to the benefit of the successors executors heirs representatives administrators and assigns of the parties hereto This is the complete and exclusive statement of the License between you and Passport and this License supersedes any prior agree ments or understanding oral or written with respect to the subject matter of this License If you
104. and many states allow supplemental income to be taxed at a fixed rate separate from other wages The reason is that the periodic payment of commissions and bonuses would cause sudden and possibly large increases in withholding taxes Support The staff of a computer or software company whose job it is to help you with questions and problems Supporting Schedule A type of financial statement showing the details of one particular financial area used to supply evidence or additional data for a more general financial statement 297 Passport Business Solutions System An interrelated collection of things working together as a unit for a common purpose A computer is a system composed of a processor and peripherals A software module is a system of interrelated programs Systems Software A set of programs supplied by the manufacturer of the processor Systems software consists of an operating system and utilities Systems software is a collection of computer programs that control the overall operation of the computer and perform such tasks as assigning places in memory to programs and data and controlling the overall input output of the system T Account This is a common accounting form in the shape of the capitol letter T It has the following components 1 A title describing the particular financial statement item e g sales revenue 2 A left side referred to as a Debit 3 A right side referred to as a Credit There is
105. and shift the lt F1 gt ss ae remaining hex codes to the right one position lt F2 gt Save the hex code you have entered lt F3 gt Delete the hex code at the current cursor position and shift the remaining hex codes to the left one position 203 Passport Business Solutions CONTROL CODE LIST This will print a list of the control codes that have been entered Select labels from the CTL menu then select Print control code listing from that menu You must next select a printer 204 Passport Business Solutions CREATE MOobpIFY LABELS The Enter selection enables you to create or modify a label Select Create Modify labels from the Labels menu of the CTL menu The following screen displays Laser Labels Module Select XYZ Company Please select the type of labels you will be working with I C Item Labels Only one PBS module is enabled Select Enter on I C Item Labels The following screen will display Laser Labels Create Modify XYZ Company 1 Module Label ID Ic 7 2 Description 3 Label page control codes 4 Standard label font code 5 Printer reset code F1 next label layout Enter the following fields 1 Module Label ID The PBS module displays Enter the name of the label Format 10 characters Example ITEMLABEL 2 Description Enter a description for the label 205 Passport Business Solutions Format 30 characters Example Item Label
106. ard to a previous screen View the file with Microsoft s html page viewer It is recommended that you have Internet Explorer 7 or greater for this feature Allows you to first select and printer and then print Print the page This will print the page automatically to the printer Allows you to change things like Orientation Mar Page Setup gins page size and source In most cases the default settings are best Allows you to save a copy of the displayed page To exit the display The browser also provides several keyboard options OPTION DESCRIPTION Print This will display a Print window where you can lt Ctl P gt select the printer where you want the report to go Find lt Ctl F gt This displays the Find window that you can use to search for information in the report Explorer This will launch Internet Explorer or other default lt Ctl N gt web browser and display the report in the browser From here you can use the other features of your default browser Select all lt CtltA gt This will select the entire contents of the report You can then copy and paste the contents to another appli cation 33 Passport s Business Solutions Copy Any portion of the report that has been selected can be copied to RAM memory from which you can paste it to another application lt Ctl C gt This is a field where you can type in a web address or the path and name of saved file As an example type
107. are Inc and some portions of the Software are copyrighted by AcuCorp Inc a Micro Focus International PLC company All rights reserved Passport and its third party licensors retain all proprietary and intellectual property rights in the Software and Documentation and in any trademarks affixed to the Software or the Documentation Licensee shall not take any action inconsistent with such title and own ership Licensee shall not alter or remove any printed or on screen copyright trade secret proprietary or other legal notices contained on or in copies of any Software or Documentation LICENSEE ACKNOWLEDGES AND AGREES THAT THE SOFTWARE MAY CONTAIN CODE OR REQUIRE DEVICES THAT DETECT OR PREVENT UNAUTHORIZED USE OF THE SOFTWARE Licensee shall notify Passport immediately in the event of unauthorized possession or use of Software or Documentation Licenseeis not permitted a todecompile disassemble reverse compile reverse assemble reverse translate or otherwise reverse engi neer the Software b to use any similar means to discover the source code of the Software or to discover the trade secrets in the Soft ware or c to otherwise circumvent any technological measure that controls access to the Software iii Updates to the Software made available to Licensee through the Passport Update Programs shall be treated for all purposes as Soft ware under this License and all intellectual property rights therein shall be retained by Passport 4
108. argin Enter the top margin before the first label prints from the top of the page 207 Passport Business Solutions Left margin Enter the left margin Number of labels down the page Enter the number of labels down the page When Any change is N and you select lt Enter gt then the printing will start Print the full page location grid again Select Y to print the grid again or select N to continue When you select N then the Done screen will display Done Type in DONE after have mounted the regular paper on your printer After the DONE screen you will return to the question Would you like to print a full page location grid If you select N to that question then a screen like the following will display Laser Labels Create Modify XYZ Company 1 Module Label ID Ic BAR CODE 2 Description Item bar codes 3 Label page control codes lt none gt 4 Standard label font code lt none gt 5 Printer reset code lt none gt 6 of labels across ol Vertical Measurements 7 Label height Printer code for line spacing 8 Gutter height Printer code for line spacing Horizontal Measurements 9 Left margin 10 Label width 11 Gutter width Enter the following fields 6 of labels across Enter the number of labels across the page Format 2 digits not more than 20 Example 2 This cannot be more than 20 7 Label height Enter a height for the label Format 3
109. ars Press lt F11 gt CTL main menu disappears you are returned to Company information Press lt F11 gt Company information screen remains CTL main menu appears Press lt F11 gt CTL main menu disappears you are returned to Company information Type 3 and press lt Enter gt at Field number to change in Cursor goes to field 3 for data entry Company information 7 Press lt F11 gt Company information screen remains CTL main menu appears CTL main menu disappears you are returned Press lt F11 gt to Company information field 3 for data entry Press lt F11 gt Company information screen remains CTL main menu appears 237 2 3 4 5 Passport s Business Solutions STEP ACTIVITY RESULT CTL main menu disappears you are returned Press lt F11 gt to Company information field 3 for data entry Company information screen remains menu Press lt F11 gt 1 bar selection cursor goes to I C I C main menu appears I C main menu disappears menu bar selection cursor goes to CTL indicates that CTL is the Press lt F11 gt menu from which Company information was selected you are returned to Company infor mation field 3 for data entry Company information screen remains menu Press lt F11 gt A bar selection cursor goes to A R A R main menu appears A R main menu disappears menu bar selec Press lt F11 gt tion cursor goes to CTL you are returned to Company information field 3 f
110. ash account Field number to change Options Make any needed changes For an existing entry you may also use one of the options lt F1 gt For the next cash account on file lt SF1 gt For the previous cash account lt F3 gt To delete this cash account Not A cash account cannot be deleted if it is currently in use in the Control ore information selection of any PBS application Upon pressing lt Enter gt with this field blank your entry will be accepted and the cursor will be positioned at Field 1 for the next entry 110 Passport Business Solutions mA PRINTING CASH ACCOUNTS LISTS Select Reports from the Ctl menu Then select Cash accounts The following screen displays Enter the following information 1 Starting account and 2 Ending account Enter the starting and ending account numbers or use the option Follow the screen instructions For the First field 1 or Last field 2 cash account La on file Your standard format for account numbers as defined in Format Company information Example Press lt F2 gt at each field for First through Last 3 Print comments Your answer here determines whether comments will be printed Format One character either Y or N There is no default Example Type Y and then press lt Enter gt Field number to change Make any needed changes Upon pressing lt Enter gt with this field blank the requested report will be printe
111. assport Business Solutions software products you have installed this exercise only uses the CTL menu to make active groups These groups do not provide a great deal of practicality but do demonstrate the concepts of temporary access STEP ACTIVITY RESULT Move the menu bar selec tion cursor to CTL Con trol Move the main menu selection cursor to Valid G L accounts Press lt Enter gt Valid G L accounts appears The CTL menu appears main menu selection cursor remains on Valid G L accounts because the Valid G L accounts selection is still active Press R Main menu selection cursor goes to reports Press lt F11 gt tion cursor is on Cash accounts The Reports Cash accounts appears the word Access appears on the left end of the 5 Press lt F1 gt menu bar Note You have created an active group The owner is Valid G L accounts The member is Reports Cash accounts The Valid G L accounts screen returns and PBS appears on the left side of the menu bar Press lt Esc gt Note There is no longer an active group Valid G L accounts is now an active selec tion 240 AE Bifeiniess Solutions mma STEP ACTIVITY RESULT On the Valid G L accounts screen type some account number not already on file The data entry cursor is now in the Descrip For instance fill every seg tion field on the Valid G L accounts screen ment of the account number with 9 s Press lt Enter gt Press and release lt
112. ast A P ACH This field displays as Not applicable unless you are using the PBS Accounts Payable Accounts Payable uses this number to determine the next ACH transaction number This number will be used instead of a check number when running Print checks and post All history reports and drill down screen including processing in Check Reconciliation will use this number If you only make A P payments from this cash account enter the last A P transaction number used Format 999999 Example Type 000100 6 Last PR ACH This field displays as Not applicable unless you are using PBS Payroll Payroll uses this number to determine the next direct deposit ACH transaction number This number will be used instead of a check number when posting checks The vendor history reports view vendor history and drill down screen including processing in Check Reconciliation will use this number If you only cut PR checks from this cash account enter the last PR check number used 109 Passport Business Solutions Format 999999 Example Type 000100 Not A cash account must be entered in a bank record with a Company ACH ote bank type in order for the ACH numbers to be utilitzed 7 Comments Enter any comments about the cash account This field uses the PBS text editing functions as described in the Using Notes section of the Use of Function Keys Tool Bar and Windows chapter Format Ten lines of 65 characters each Example Type c
113. at account number to whatever you have chosen as its replacement To do this refer to the Reformat Account Number chapter in the PBS Administration documentation 103 Passport Business Solutions maA PRINTING VALID G L ACCOUNTS Select Valid G L accounts from the Reports menu of the CTL menu The following screen appears Enter the following information 1 Starting account and 2 Ending account Enter the starting and ending range of the accounts you want to print Follow the screen instructions Neither of these need be an actual account but together they must enclose at least one existing account Format As defined in Company information Press lt F2 gt at each field for lt First gt through lt Last gt Example accounts Field number to change Make any required changes Upon pressing lt Enter gt from Field number to change you may be asked to select a printer or adjust alignment For more information refer to the Printing section of the Starting PBS Menus and Printing chapter 104 Passport Business Solutions Cash Accounts This chapter contains the following topics Introduction to Cash Accounts 0 02 2 22ceceecee eee Entering Cash Accounts 20 0 0 00 o oo cece cece cece ees Printing Cash Accounts Lists 2 2 0 0 02 ce cee ee cece eee 105 Passport Business Solutions INTRODUCTION TO CASH ACCOUNTS Cash accounts are those ac
114. ation Company information appears screen 28 Press lt Enter gt at Field The third screen of Company information number to change appears 29 Press lt Enter gt at Field Third screen disappears and CTL main menu number to change displays Returning to the Menu Bar While Accessing Member To return to the menu while you are accessing a member press lt F11 gt To access your member press lt F11 gt An alternative method is to position the selection cursor on the member selection and press lt Enter gt The menus appear differently when you return to them while accessing All the selections appear in black low intensity on monochrome monitors This indicates that these selections are no longer available by pressing either lt Enter gt or lt F1 gt The menu selection cursor only appears on a valid selection and cannot be moved In this case the member is the only valid selection 239 Passport Business Solutions ADVANCED FEATURES EXERCISE 3 This exercise assumes that you have chosen the menu bar from Company information selected all installed Passport Business Solutions software products on the main menu and have completed the previous Advanced Features exercises Objectives e To enable you to create an owner and member e To show you how to access the member and return to the owner e To familiarize you with the menu during temporary access operations Because it is not predictable which P
115. ayables selection makes it easier to handle payables which occur periodically Examples are rent utilities telephone loan 4 Introduction to payments and insurance premiums les Recurring Payables 2 Sample Reports Setting up a recurring payable does not commit you to creating a voucher when a certain time interval falls due It merely simplifies the process 3 Key Terms of creating such vouchers and ensures consistency and accuracy for them f p e 4 Daily Q ti 33 i pas en earners p You still have to select the recurring payables before using them as regular vouchers This is a two stage process selection is one step and 5 Vendors using is another This allows you to review your selections before committing to them iene The selection process can be done manually or automatically Control Information n a 7 Introduction to Year Automatic selection allows you to select many entries at a time You can do this by groups based on a group code you assign to each entry End 5 MEN ta f Manual selection lets you select entries individually l8 Accounts Payable 4 i lo Introduction to You can combine both methods For instance suppose this is the last week of the last month of a quarter You automatically select groups W2 M2 and Payables Q where these are respectively your codes for weekly bills monthly bills paid at month end and quarterly bills You then use manual selection to Introduction to unselect one entry for a vendor w
116. ayment of invoices The number of days allowed for payment with a discount is known as the discount days See Discount Distribution In the PBS A P A R C R Payroll and Job Cost modules The act of allocating transaction amounts to G L accounts An amount allocated to a G L account Document A written or printed paper bearing the original official or legal form of something that can be used to furnish evidence or information The physical record of a transaction It is generally thought of as a business paper that summarizes what occurred and provides evidence of the transaction Examples are invoices checks credit memos shipping bills and statements Double Entry Bookkeeping A method used in accounting to check the accuracy of information entered into journals and ledgers Under this system for every transaction recorded the total dollar amount of debits must equal the total dollar amount of credits and each total must equal the amount of the transaction Example Someone buys a television The total price is 400 00 20 00 of that is sales tax The double entry process would be Debit CASH 400 00 Credit SALES 380 00 Credit SALES TAX 273 Passport Business Solutions If the debits and credits in a journal or ledger are not equal you know immediately that there has been an error in entry Drill Down In information technology this means you move from summary information to detailed data by focusing in on
117. ayout 210 Passport Business Solutions Print labels Full page location grid Label design location grid Upon pressing lt Enter gt the following question will display View change label layout Select Y to make view or change the label layout or enter N to complete the entry Format One character Y or N the default is Y Example Select lt Enter gt When you select Y to view the label layout then a screen like the following will display Module Label ID IC ITEMLABEL Item label MOD 1 2 0 1234567890123456789012345 CN MON PRWNeE Row 1 Col 1 Fi select a new field F6 fast cursor speed F7 Command Menu On this screen you determine which fields will be on the label and position the fields as needed Options To enter the fields on the label use the following options lt F1 gt To select a new field lt F2 gt To pick up a label field only available after at least one field has been entered lt F3 gt To remove a label field only available after at least one field has been entered To edit a label field only available after at least one Sia field has been entered lt F6 gt To use the fast cursor speed when selected this will move the cursor to the right or left 5 spaces at a time lt F7 gt Command menu Passport Business Solutions Cursor is on If you have entered one or more fields and the cursor is on one of the fields there will be an indication at th
118. ber 3 78 could be rounded up to 3 80 or to 4 00 depending on how much precision is wanted in the result Routine An alternate word for a program or a part of a program that performs a clearly defined function Run To execute a program on a computer When a microprocessor carries out the instructions of a program the program is said to run Runtime The program that is executed when starting and using PBS See Object Program Running Balance A transaction or account balance that is re totaled each time a new entry is made Salary A fixed compensation paid to an employee on a regular basis Sale The exchange of property products or services for a specified amount of money or its equivalent A special price lower than normally charged for an item to generate more business 294 Passport Business Solutions Sales Tax A tax levied by a city or state government that is added to the retail price of an item and collected from the buyer by the seller The seller is then required to pass this tax on to the government tax agency Scrolling A Character Mode screen can display only a certain number of lines or rows of characters at one time usually 24 or 25 The computer can keep many more in memory To bring additional data into view a line of characters is removed from the top of the screen and a new line is added to the bottom or vice versa When this action is repeated continuously it gives the illusion of tex
119. ber is zero or N to not print when it is zero 7 Printer font code Enter a printer control font code for this field 213 Passport Business Solutions Date field A date field has two choices 1 Date format There are 5 options for the date format This is the standard PBS date field format using a slash as a separator MM DD YY MM DD Print only the month and day DD MM YY Print the day month and year with dashes as a separator Print the day with the month printer as text like the fol DD lowing 01 JAN Month DD The date will print like the following YYYY January 01 2010 2 Printer font code Enter a printer control font code for this field Command Menu The command menu has the following selections Insert blank row Use this selection to insert a blank row where the cursor is positioned in your label Delete current row This will delete the current row where the cursor is positioned Print menu Several options are available on the print menu and they are the following Test this label layout Select this to print the test label Print labels To print the labels using the current label setup Full page location gid To print a location grid Label design location ad To print a label design location grid Save changes To save the changes made to the label 214 Passport Business Solutions Exit Use this option to exit the menu creation program Changing a Label Layou
120. blished it allows you to view email or delete them Select Email view printed PDF s from the PDF Form file processing menu under the Ctl application Access to PDF Files This selection enables you to email or view one form at a time If you want to email more than one report at a time use Stack reports Provided that at least one report has actually been saved on the disk for the current company a list of the available disk reports will display Select Enter to continue The following screen displays Process PDF files XYZ Company PDF files for all packages Type _ Customer vendor and name Number Created Date Stat Elliot Enterprises 001144 05 07 08 06 02 08 S ARInv 1 Elliot Enterprises 600244 65 07 08 FAPTA S ARInv 1 Elliot Enterprises 600243 05 07 08 GIJAPTAI S OEPik 50 Space Concepts amp Design 20080417_155113 04 17 08 OEInv 40 Washington Mrs Thomas 601111 64 15 08 e OEInv 50 Space Concepts amp Design 001110 04 15 08 06 02 08 E ARInv 1 Elliot Enterprises 000241 04 02 08 s Use the Up and Down arrows lt PgUp gt lt PgDn gt lt Enter gt select line lt Esc gt exit lt Home gt first page lt End gt last page H help 0 options lt F5 gt one package lt F6 gt email stacked C show only this cust vend The column information contained on this screen is Where the PDF form originated and what type of form it is Customer Vendor This will be either the customer number and and name name or the
121. c into the computer The computer processes the data performs calculations such as computing taxes and payroll deductions and then prints pay checks Profit The increase in the net worth of a business in an accounting period The return received from a business after all the operating expenses have been subtracted from the income Processing Bank Processing Bank is the direct deposit bank that will process payments in the ACH file In most cases this is your bank However if your bank were sending the ACH file to a Federal Reserve for processing then it would be the Federal Reserve Bank This information becomes 290 Passport Business Solutions the Immediate Destination in the Ctl Banks setup and gets written to the direct deposit ACH file See the Banks chapter See ACH or Automated Clearing House and Receiving Bank Profit and Loss Statement A statement showing the net profit or loss for a given period A financial statement that shows the gross income for all goods or services sold less all costs involved in producing those goods or services This is normally calculated for a given time period such as a month quarter or year Also called an Income Statement See Financial Statement Profit Recognized See Recognized Profit Program Load Fail An error that prevents a program from being loaded into the computer memory When this occurs an error message is displayed In most cases Program Load Fail means that the p
122. can unstack it If you are in a multi user environment one operator can be adding reports to the stack even as the stack is printing Reports added on the fly may not print until the next time you run the Print a stack selection Select Stack reports from Print reports from disk If you elected to save registers in Company information and there is one or more reports that are beyond the number of days before a warning a screen will display that has the following message Register s are on disk which should be purged using Purged saved reg isters In order to not see this message you will have to purge saved registers In Company information increasing the maximum number of days you wish to retain saved registers may also remove the message Select Enter to continue A screen similar to the following displays Print reports from disk Stack reports XYZ Company Please enter Reports for which company i _ Reports for which package Enter company D lt F1 gt next company lt SF1 gt previous company lt F5 gt AII If you do not use the multi company feature this screen is skipped 137 Passport Business Solutions Reports for which company Enter the company ID of the company for which you want to stack reports Options You may also use one of the options lt F1 gt For the next company on file lt SF1 gt For the previous company lt F5 gt To toggle between viewing Al co
123. cates that you can enter up to 12 alphanumeric characters numbers letters and special symbols For numeric fields the maximum number of digits is shown For example Format 99 999 999 99 999 indicates that you can enter an eight digit number followed by a decimal point and five decimal digits If negative numbers are allowed a negative sign is shown at the end For example Format 99 999 999 99 For fields that require a yes or no response type either Y or N Entering Decimal Points If a field allows decimal places the decimal point must be entered if the digits to the right are not zero For example to enter twelve dollars and fifty cents type either 12 5 o0r12 50 You must type the decimal point If the digits to the right of the decimal point are zero you do not have to type either the decimal point or the zeros For example to enter twelve dollars type either 12 12 12 0 o0r12 00 If the digits to the right of the decimal point are zero and are not entered the decimal point and the zeros display Entering Dates Type dates in the format MMDDYY Month Day and Year 6 numeric digits with no slashes For example for October 9 1999 type 100999 49 Passport Business Solutions The software reformats this automatically to 10 09 99 Dates are also checked for validity A date such as February 30 1999 023099 or March 85 1999 038599 would be cited as an error If you set the date param
124. ccount See Debit T Account Credit Memo A document notifying a customer that his account has been credited Example A credit memo was issued for the lumber you returned yesterday An adjustment to an account that reduces a customer s indebtedness This applies to the customer account not the general ledger account Issuing a credit memo will create general ledger account entries but these are not called credit memos A credit memo credits or reduces Accounts Receivable See Debit Memo Creditor A person or firm to whom money or its equivalent is owed CSV See Comma delimited lt Ctrl gt A key on a keyboard that modifies the action of other keys to provide a quick way of issuing commands to a program Abbreviation for Control Current Assets Assets that will be exchanged or used within a relatively short period of time usually under one year Examples are cash and inventory Differs from Fixed Assets that have a long life or will not be exchanged or used up for a long time such as land or machinery See Assets Fixed Assets Cursor A flashing or stationary rectangle or thin line of light used to indicate where the next character will appear on the computer screen when you make an entry on the keyboard Passport Business Solutions Customer A person or organization who buys goods or services from a business especially on a regular basis Data Information that a computer uses to do work Most of the data
125. ccount enter the last PR check number used If you cut both A P and PR checks from this cash account use the option to specify separate last check numbers for A P and PR Press lt F2 gt to enter separate last check numbers for A P and PR Format 999999 in each field if two are present Example Type 000100 If you have been using I C and are now installing A P or PR be sure to Note enter a last check number for any existing cash accounts which you plan to use for checks in the new packages 3 Date format This field displays as Not applicable unless you are using PBS Accounts Payable or Payroll Those packages use this field to determine the format of the date field on the check It is used in conjunction with field 4 which determines the separator value The four formats are in table 2 Table 1 EXAMPLE S CHANGABLE FORMAT USING SEPARATOR SLASHES i Enter the format that best fits your business 108 Passport Business Solutions Format Numeric either 1 2 3 or 4 Example Type 1 4 Date separator This field displays as Not applicable unless you are using PBS Accounts Payable or Payroll or if you are using date format from field 3 Table three provides the five separate values No SEPARATOR VALUE 1 None 2 Dash 3 Period 4 Space 5 Slash Enter the separator value Format Numeric either 1 2 3 4 or 5 It will display as Not applicable based on the value in Example cid 3 5 L
126. ces to the hot key menu in this exercise are only valid if your monitor has 25 lines All steps in this exercise remain valid for all types of monitors STEP ACTIVITY RESULT Create an Access Group Make Valid G L accounts the owner Make Reports Access Manager appears Valid G L accounts a member Press lt F4 gt The Save Access Group screen appears Type Valid G L accounts print as the group name Press lt Enter gt Press lt Enter gt in response to Any change prompt The Access Manager now has the name of the group With the Access Manager selection cursor on Valid G L accounts press lt Enter gt 4 Access group exits CTL main menu appears You are placed in the owner Move the main menu selec Access groups submenu appears submenu tion cursor to Access selection cursor is on Valid G L Groups Press lt Enter gt accounts print Access Manager appears briefly hot key menu displays PBS on the menu bar is 253 Passport i Business Solutions mA STEP ACTIVITY RESULT replaced by a block to indicate an Access Group is active owner screen appears Access Manager appears showing the con Press lt F4 gt tents of the saved group Access Manager has the name of the saved group po Press lt F11 gt 1 Access Manager disappears you are returned oe the owner 0 Press lt F11 gt CTL main menu appears main menu appears Move main menu selection cursor to Define multiple companies Pre
127. ch To enter a new batch giving it the next batch number lt F2 gt available Company information stores the highest batch number previously used Format 999999 Example Type 123 168 Passport Business Solutions 4 Batch Description Enter a description for the defined batch The User ID field is displayed automatically Format Up to 25 characters Example Type Section B receipts Status These fields are informational and cannot be changed They show when and by whom the batch was created or posted as well as its current status for example lt Posted gt or lt Open gt 5 through 8 Number of nnnn or Total nnnn Each of these fields represents one of the process s predefined control totals or hash totals nnnn represents the name of the control which varies from one process to another There are never less than one or more than four control totals in a batch A control total sometimes called a hash total is either a count of how many entries there are in the batch or a total dollar amount of all entries in the batch In this example when you define the batch of cash receipts you must specify beforehand how many cash receipts are in the batch and what the total dollar amount received and the total amount credited is for that batch These figures display in the column headed Control Value The amounts actually calculated for the Cash receipts entries in this batch appear in the column headed Actual Value Up
128. ckspace gt even when the field is full since the entry is not sent until you press lt Enter gt Deletes the character at the cursor and shifts all lt Del gt va remaining characters to the left lt Left gt and The left and right arrow keys moves the cursor in lt Right gt the field Allows you to put a space between two char s acters Leading spaces within a key field are pace removed Thus you cannot have one customer numbered XYZ and another one numbered XYZ 43 Passport s Business Solutions Leading zeroes are stripped in numeric fields except in a few cases where the field represents some kind of code rather than an amount In key fields numeric entries are removed of any lead ing zeroes even when the field allows alpha numeric entry Thus you cannot have one customer numbered 00123 and another one num bered 123 Cuts all highlighted characters into memory Pastes contents of memory into a field note if lt Ctrl gt P the length of what you are pasting into a field is longer than the field will accept then the excess gets truncated Copies all highlighted characters into memory Character Mode only Highlights current field In Graphical Mode you may hold down the shift key ee and select the Arrows Home or End keys depending on where your cursor starts to select the contents of a field Returns the cursor to beginning of field Returns the cursor to end of field In Character Mode the tab
129. cords as a group and y the Sort by Search by and Next Lookup fields The lt F2 gt key will move the cursor to the Sort by drop lt F2 gt down selector Use the mouse to control the scroll bar select the sort by Mouse drop down Search by and Next Lookup buttons or to select a record by double clicking on it You can also use the mouse to drag the Lookup window around the screen Use the mouse to display a list of the available sort by field names If there is only available sort by field this Sort by lt F1 gt drop down box will be grayed out Once the sort by field is highlighted you may select the lt Enter gt key or click mouse on the field name to activate the Sort by Enter an alphanumeric character to specify a starting point for the Lookup to start displaying data The search characters apply to first character of the first field of the index field that the Lookup is sorting by Search by Note To do a search by for a date field you must use this format MMDDYY Note To do a search by on a GL account number enter the account number as it appears on the screen including the hyphen to separate the different segments IE 1100 000 There can be two or more Lookup formats to choose from Each format will display different fields and may have a alternate sort by default This allows you to select another Lookup format when more than one is available When lt F4 gt or Next Lookup button is selected the next
130. counts from which you allow cash to be disbursed to persons outside your company They often correspond to a bank account Passport provides for an unlimited number of cash accounts All accounts are included in the Valid G L Account file but some accounts are also included in separate files of their own so that additional information about those accounts can be recorded Cash accounts fall into this category and the additional information they require is the current check number Keeping them in a separate file also allows the system to validate the cash account when you e Post cash receipts in A R e Cut computer checks in A P or PR e Make checkbook entries in C R Selecting Cash Accounts Select Cash accounts from the CTL menu 106 Passport Business Solutions ENTERING CASH ACCOUNTS The Cash Accounts Enter enables you to enter modify or delete cash accounts The following screen displays Cash accounts Enter XYZ Company 1 Cash account ___ Description Last check Date format Date separator Last AP ACH Last PR ACH Pnawn 7 Comments lt F1 gt next account lt SF1 gt previous account Enter the following information 1 Cash account Options Enter the cash account number or use one of the following options lt F1 gt For the next cash account on file lt SF1 gt For the previous cash account Your standard format for account numbers as defined in Format Compa
131. currently processing the file by the previous account number sequence you may only enter the number of an existing entry Options You may also use one of the options For the next entry in previous account number lt F1 gt sequence lt SF1 gt For the previous entry lt F7 gt To search by the first external account number sequence and to move the cursor to Field 5 17 characters Separator characters must be included Unlike the current account number also 17 characters Format when displayed but stored as 32 characters this number is represented both internally and externally as a formatted 17 character number Example Press lt Enter gt 4 Description Enter a brief description of this account number Descriptions are not required and if present need not be unique Unique descriptions are nevertheless recommended since Passport allows lookup of account number by description as well as by number 30 characters If the Account Links file has already been populated by a F t i Ap oe previous use Reformat Accounts the previous description of this account appears here as the default Example Press lt Enter gt 186 Passport Business Solutions First External Cross Reference Account 5 Account Enter the first external cross reference account number This field may be left blank If you are currently processing the file by the first external account number you may only enter the number of an exi
132. d 111 Passport Business Solutions You may be asked to select a printer Refer to the Printing section of the Starting PBS Menus and Printing chapter 112 Passport Business Solutions Ezz Banks This chapter contains the following topic Introduction to FS ess ds actaccles a iidsest esa paciennwesecsdadunds Entering occas secainccis xd tdidein bane sssdvecn na didddexdianevatiohicks Printime Bank Lists seee ei 113 Passport Business Solutions INTRODUCTION TO BANKS The bank file contains information about banks used for generating direct deposit ACH and Pos itive pay file data Both direct deposit ACH and positive pay data print to a file This selection is relevant if you are using either direct deposit ACH or Positive pay in Accounts Payable or ACH Direct Deposit in Payroll Banks are needed when setting up vendors in A P and employees in P R If you are not licensed for Payroll Direct Deposit and you are not using direct deposit ACH in A P then there is no need to enter any banks You must enter Valid G L accounts and Cash accounts before you start entering bank information ACH is an acronym for Automated Clearing House See the Glossary for a definition of the key term ACH or Automated Clearing House Positive pay processing generates a file This happens during the printing of checks in Accounts Payable and Payroll This file that is sent to your bank and is used to identify the checks e
133. d If you select Y then you must choose a field to determine when the text will not print on the label 3 Printer font code Enter a printer font code for this field 212 Passport Business Solutions Alpha Numeric Field If you select a field from the field then you have the following options 1 Use an edit mask If you wish to mask the characters of the field with Xs then select Y to this field Select N if you want the full field to print 2 Length to print Enter a length of the field that you want to print The maximum length is displayed to the right of the field 3 Justify The choices are left right or print as is 4 Printer font code Enter a printer control font code for this field Numeric Field These are the options for a numeric field 1 Integer digits If you wish to mask the characters of the field with Xs then select Y to this field Select N if you want the full field to print 2 Decimal digits Enter a length of the field that you want to print The maximum length is displayed to the right of the field Round Use this selection if you would like to round it to two decimal places 3 Currency The choices are left right or print as is 4 Use commas Select Y if you wish to use commas on values greater than 999 5 Negatives If negatives are not allowed for the field this will display as Not applicable 6 Print when zero Select Y to print when the num
134. d at the same time rotated the paper upward to begin a new line Eventually a power carriage return was created that was pressed with the little finger on the right hand This feature was first added to electric typewrites in 1960 by Smith Corona On computer keyboards the carriage return or just return for short is now known as the enter key and is labeled with a backward arrow symbol This key serves the same function as the original carriage return moving the cursor to the beginning of the next line With the advent of word wrap however it was no longer necessary to press the carriage return at the end of each line Now the enter return key is known as a hard return and is used only at the end of a paragraph Text files are not always compatible between operating systems For example in Linux each line ends with a LF which indicates line feed With Microsoft products lines end with a combination of both CR LF Macintosh files are save with CR 266 Passport Business Solutions Various text files are created throughout PBS This includes files for direct deposit ACH magnetic media positive pay and CSV As a default they will be saved with CR LF in Windows and LF in UNIX or Linux See Line Feed Cash Funds received as payment for goods and services sold or disbursed as payments for goods and services received or money deposited in the bank or held as currency Cash is the most liquid of all assets as compared to
135. d fields consult with your system administrator or check with your accountant 61 Passport Business Solutions PBS TOOLBAR A row of buttons at the top of Passport Business Solutions screens provide mouse enabled access to some common and a few Windows only functions The following are how the buttons look il gt 2 8 6 aaea Here is a description of each button from left to right Exit This allows the user to exit a screen or terminate the data entry of a screen It can also be used to exit the menu This the same as the lt Esc gt key Left Arrow This allows the user to view a previous record This is equivalent to the lt SF1 gt keys Right Arrow This allows the user to view the next record This is equivalent to the lt F1 gt key Delete When on Field number to change this can be used to delete a master record or transaction entry and does the same function as the lt F3 gt key Lookup Help This button either access Lookups or Help The key equivalent is lt F8 gt These features are explained in detail later in this chapter BreakOut This displays the Passport BreakOut Window You must be on a field for this button to be accessible This is equal to the lt F12 gt key See Chapter 3 Data Entry and BreakOut for more information Copy to clipboard Copies data from a highlighted portion of a field to the clipboard memory of Windows The keyboard equivalent keys are lt Ctl C gt
136. d hands Accrual accounting is more complex than cash accounting but yields a more accurate evaluation of a company s financial condition The intent of the accrual system is to match revenue earned with the expenses costs associated with the earning of that revenue Accrue To increase or accumulate as by natural growth or as by interest on capital To come about as a natural consequence Accumulate To perform a repeated arithmetic operation into one field such as adding several figures one at a time into a final total field Example 3 4 7 7 5 12 12 2 14 Final total field contains the figure 14 In PBS General Ledger the option of adding amounts in specified accounts 262 Passport Business Solutions instead of printing those amounts on the statement Example The company s five cash accounts were accumulated and then the total of the five printed on the balance sheet To amass or gather pile up collect ACH or Automated Clearing House The ACH Network is a highly reliable and efficient nationwide batch oriented electronic funds transfer system governed by the NACHA OPERATING RULES that provide for the inter bank clearing of electronic payments for participating depository financial institutions The Federal Reserve and Electronic Payments Network act as ACH Operators central clearing facilities through which financial institutions transmit or receive ACH entries NACHA National Clearing House Association is The
137. d only two lines Skip the third line by pressing lt Enter gt The BreakOut feature provides another way to skip fields 50 Passport Business Solutions BREAKOUT MAINTENANCE BreakOut is only available in Character Mode BreakOut can accessed from most Character Mode screens in PBS The only exceptions are view only windows Field number to change fields and the file utilities Many fields can be entered with the help of BreakOut BreakOut is a utility that allows you to tailor the data entry of PBS fields to the user s specific needs The process of entering fields on a transaction report selection criteria or master file can be simplified by instructing BreakOut to supply a default function key or value for and or skip an input field BreakOut is user specific and access is based on the User ID login into PBS Each user can input their own BreakOut settings but a PBS Administrator can set up BreakOut settings for other users Also BreakOut settings can be copied from one user to another by a PBS Administrator This information is covered in detail the PBS Administrative documentation Here are some of the options for setting up a field with Breakout e User specific values are set up for any field BreakOut can be set up and therefore react dif ferently for different users on the same field BreakOut can be turned on or off globally for a user e A default value can be displayed in a field The user is able to
138. d to end an entry The lt Enter gt key is pressed at the end of the entry to inform the computer that the entry is complete Some keyboards show this as the Return key Equity The difference between the value of a company s assets and its liabilities the company s current net value This value is considered to be claimable by the owners of the company therefore it is also called owner s equity 274 Passport Business Solutions Error Message A message that tells you when an error has occurred and tells you what it is An error usually prevents the function from continuing until it is corrected This is often accompanied by a beep sound from the computer lt Esc gt The key on most keyboards used to Quit or Escape To abandon whatever you are now doing and return to what you were doing before In general four levels of escape are possible Escaping from an interior segment of a segmented field returns you to the first segment of that field Escaping from any field of a screen except the first returns you to the first field of the screen Escaping from the first field of a screen returns you to the previous screen Escaping from the PBS main menu returns you to the operating system prompt Within a box or window escaping avoids having to select a choice from that window by returning to the field from which that window was invoked Within a running display escape is available as soon as a process has terminated and ret
139. delete Valid G L Account entries Graphical Mode The following screen displays 100 Passport Business Solutions Bl Valid GL accounts Enter File View Tools Help _ New Cen Save Save __ Delete Cancel_ e Select valid GL account by number 1000 000 Cash account 13557 000 1000 100 Cash account 13557 100 1000 200 Cash account 13557 200 1000 300 Cash account 13557 300 1010 000 Cash account 13726 002 1010 100 Cash account 13726 100 General Account 1000 000 Description Cash account 13557 000 lt F1 gt next account lt SF1 gt previous account lt F3 gt delete To locate an account you may start typing the account number Valid G L Accounts List Box The list box displays up to 6 existing valid G L accounts at a time You may sort the list by account number and description both in ascending or descending order Click on the column name or the arrow to the right of the column name to change the sort or use the View options Only column names in red may be sorted To locate a valid G L account start typing number or description depending on which field is being sorted that matches the selected sort order You may also use the up down arrows Page up Page down Home and End keys to locate an invoice The lt F1 gt and lt SF1 gt keys function the same as the up down arrow keys Valid G L accounts that display in the list box are available for changes or deletion The fields for
140. different In this way the computer can find the exact customer the user wants See Record Field File Maintenance Function A function that allows the user to add delete change inquire into or print the records in a file File Protection The method that restricts access to data while the data is used or accessed by someone else Finance The technology of the management of money and other assets The area of business concerned with maintaining the inflow of money to be greater than the outflow of money Finance Charge The amount of money charged for borrowing money or extending credit Example XYZ Company gives customer Bill Smith 30 days to pay for some lumber After 30 days XYZ Company will add a finance charge to the amount of money Bill Smith still owes for this lumber Financial Statement A report showing financial data about the state and results of the operations of a business There are many kinds of financial statements the main ones being the Profit and Loss Statement also called Income Statement and the Balance Sheet See Balance Sheet Profit and Loss Statement Fiscal Of or pertaining to finances in general 276 Passport Business Solutions Fiscal Year A twelve month period used by a company for its own accounting or financial purposes The fiscal year may or may not be the same as the regular calendar year Many companies use the calendar year ending December 31 for their fiscal year Other compan
141. e application is the sub selection To take one example all the reports are listed together under a single selection Reports instead of being distributed by subject Custom Menus The screen shots in the documentation display all the available menu selections However some menu selections and even some modules may not be available for you Based on how the PBS administrator setup your menu some menu selections or modules may have been omitted This means that you have a custom menu It has been determined based on your specific tasks and system security that you do not require these selections The user documentation describe all the available functions for each module If you do not have a specific menu selection then you can not and most likely do not need to access the function Tree view Menu The Tree view menu displays the menu items vertically on the left side of the main PBS screen It is keyboard and mouse enabled Here is an example of the CTL menu 11 Passport Business Solutions a Passport Business Solutions AZP A R C R e CTL Print reports from disk PDF form file processing Cost centers 7 Sub accounts Valid G L accounts Cash accounts Banks Batch totals Switch companies Define multiple companies Setup 4 Reports 1 Utility Account Links Reformat account number Labels Manufacturing controls G L I C HJC Many of the control and navigation key commands described in this sectio
142. e CTL menu then select List from that menu No selection screen displays because the list is printed in its entirety whenever requested You may however be asked to select a printer page 5 13 This is not an audit trail report and may be displayed on the screen or printed to disk as desired 171 Passport Business Solutions BATCH CONTROL REGISTER The Control register function enables you to print or display an audit log of posted batches on file This shows the effects of activity on installed packages Select Batch totals from the CTL menu then select Control register from that menu No selection screen displays because the list is printed in its entirety whenever requested You may however be asked to select a printer Despite its name this report is not a register in the auditing sense and may be displayed on the screen as desired 172 Passport Business Solutions fzzma BATCH PURGE The Purge selection enables you to delete a range of batch records Purging operates on a single process of a single package at a time Batches whose number lies within the specified range are purged only if 1 they have already been posted and 2 they belong to this process Select Purge from the Batch totals menu The following screen displays yes Package Accounts Payable Account Receivable 1 Package ID If you have more than one installed package set up to use batch processing a pop up Package
143. e Menu bar menu also has a selection cursor In this example Company information is selected Move the selection cursor down using the down arrow key When the selection cursor is positioned on the desired selection press lt Enter gt to activate the selection The arrow keys change your position to a different module To quickly move to a menu selection you can select the first letter of that selection and the cursor will then move to it If more than one selection begins with the same letter and if your cursor moves to a selection other than the one you want press the same letter again Repeat this action until the selection cursor is on the desired selection An ellipsis will indicate that there is an associated submenu To access the submenu position the selection cursor to the desired menu using the arrow keys If you choose not to use one of the sub menu selections press lt Esc gt to return to the main menu The lt Esc gt key always exits or quits a current selection The menu bar appears across the top of your screen at all times allowing you to view which selections are available The active selection is enclosed in vertical bars As the Menu bar is always active you can utilize the Access Groups and Temporary Access to gain access to other menu selections More may display if you are using the menu bar and is not a selection but simply an indication that more modules are installed than will fit on the menu bar Move to this
144. e amount of available memory remaining after starting the Passport Business Solutions software The Passport Business Solutions uses varying amounts of computer memory based on the package and the functions being used If your computer has a small amount of memory there may be insufficient memory available to return to the operating system after selecting a defined menu selection If enough memory is avail able to return to the operating system there may not be enough memory available to perform other functions Running other software may cause the executed software to hang and make you reboot your computer which may corrupt your PBS data files When you select one of your own menu selections the Passport Business Solutions software oper ation suspends until your command or program finishes execution Once execution finishes you will return to the PBS Main Menu The Define menu selection is available from the CTL Utility menu This option can only be used with the menu bar 195 Passport Business Solutions CREATING MENU SELECTIONS To create your own menu selections you must use the menu bar and follow the procedure as described below From the CTL menu select Utility Then select Define menu selections The following screen displays Utility Define menu selections XYZ Company For each selection enter an operating system command When you choose your selection from the CTL Utility menu the command will execute Selec
145. e bottom of the screen to which field the cursor is on When you select lt F1 gt to select a field you will see a screen similar to the following Module Label ID IC ITEMLABEL Item label DATA FIELD SELECTION WINDOW FIELD DESCRIPTION LENGTH CURRENT FORMAT gt gt TEXT FIELD 40 XXXXXXXXXXXXXXXXXXXXXX Description line 1 25 XXXXXXXXXXXXXXXXXXXXXXXXX Item number 15 XXXXXXXXXXXXXXX Description line 2 25 XXXXXXXXXXXXXXXXXXXXXXXXX Description line 3 25 XXXXXXXXXXXXXXXXXXXXXXXXX Description line 4 25 XXXXXXXXXXXXXXXXXXXXXXXXX Item bar code 20 XXXXXXXXXXXXXXXXXXXX Product category 5 XXXXX Product sub category 5 XXXXX Stocking unit of measure 4 XXXX Pricing unit of measure 4 XXXX Commission code 2 XX Price code 2 XX Vendor number 6 XXXXXX Vendor product number 15 XXXXXXXXXXXXXXX Vendor sell unit 4 XXXX Back order code 1X ABC code 1X more v On this screen you have the following columns FIELD DESCRIPTION This is a description of the field LENGTH CURRENT FORMAT This is an example of the maximum length of the field USAGE This indicates how many times the field was selected for the label Use the cursor to select a field Field Formatting Options You have several sets of field formatting options Text Field If you select a Text field then you will have the following fields to enter 1 Text Enter the text that will print on the label 2 Suppress If you select N then you will move to the next fiel
146. e not accidentally missed any account you should enter N in Field 1 Whichever sequence is requested the report lists all four account structures whether or not they are being used Select Account links from the menu then List The following screen displays pee Enter the following information 1 In order by Select among the following the order in which you wish the report printed N Current account P Previous account 1 1st external cross reference account 2 2nd external cross reference account Format One letter from the list above Example Type N 189 Passport Business Solutions 2 Starting account and 3 Ending account Enter the range of account numbers to print or press lt F2 gt for the First starting account or Last ending account when Field 1 N Your current format for account perme numbers as defined in Company information F when Field 1 P 17 characters Separator characters ormat must be included Format when Field 1 1 or 2 40 characters Example Press lt F2 gt at each field Field number to change Make any needed changes then press lt Enter gt to print the report Select a printer Refer to the Sample Reports appendix for an example of this report 190 Passport Business Solutions TRANSFERRING DISTRIBUTIONS The External Cross reference Distribution file contains debits and credits that must be transferred to Passport Business Solutions
147. e number for the document as opposed to the vendor s reference number The purpose of the voucher number is to organize the diversity of vendor invoices and adjustments entered into the Accounts Payable module Wages Payment for the services of an employee usually on some regular periodic basis Workers Compensation Also known as workmen s compensation Insurance that the state provides an employee covering the risks an employee is subject to because of the type of work he does The insurance is provided for by the state government but the premium on this insurance is paid by the employer and sometimes also by the employee and is compulsory Even clerical and white collar workers are covered by this insurance although the premium for them is lower than the premium for steel or chemical workers Work File A file in which data is temporarily stored for use by a single program Once the program is finished the file is no longer of use Working Capital The current monies or assets of an individual or company after deducting current liabilities that are available to be put to work by the individual or company Also called Net Current Assets W 2 Form An employer reports an employee s total earnings and total taxes withheld on a W 2 Form at the end of the year Also called the Wage and Tax Statement The employer sends a copy of this W 2 Form to the IRS and gives several copies to the employee The employee uses it to fill
148. e same entry Each note is given a date time stamp enabling you to browse through the notes in time sequence Do not confuse notes with Notes line items or with Comments e Notes line items do appear on a document They are used in documents such as orders invoices and quotations e Comments may or may not appear on a document depending on how you have set up your format layout for the document Comments appear in many selections as separate numbered fields on a screen for instance in the total screens of invoices and orders A note attached to a document in one selection remains on that document even when it is transferred to a different document for example when an order becomes an invoice Press lt F6 gt The following screen displays Vendors Enter XYZ Company 1 amp Vendor 200 2 Name Acme Office Supplies Gets 1099 7 Yes 3 Address 1 456 N Broadway 4 Address 2 5 Cit a Angeles State CA Postal code 90101 A Notes Date 8 16 04 Time 12 34 Country Add Notes on file lt PgUp gt earlier lt PgDn gt l ater Home gt earliest lt End gt latest lt F1 gt jump 83 Passport Business Solutions To browse through existing notes use the lt PgUp gt lt PgDn gt lt Home gt lt End gt and lt F1 gt keys For further details about entering notes refer to the Text Editing appendix A menu at the bottom of the Notes area shows three selections Date and Time Use this
149. ecomes a selection on the CTL menu and therefore preserved from one session to the next Later when you want to use that group select it from the CTL menu as in any other menu selection Even though you have permanently associated the selections in the saved Access Group each selection remains individually available from its own menu Saving Access Groups After having built an Access Group press lt F4 gt to enter the Access Manager On the bottom of the Access Manager there is a prompt press F1 to save this Access Group When you press lt F1 gt a new screen appears showing your current Access Group and asking what name you would like to assign to it Press lt Esc gt to exit from the screen without saving the group or enter a name to save it After entering the Access Group name the Access Manager reappears but it now displays the name you assigned to the group Proceed to use the group When finished exit as usual Using Saved Access Groups Located on the CTL main menu is an Access groups selection When you go to that selection s sub menu the name of the Access Group you assigned during the save procedure appears Move your selection cursor to that group and press lt Enter gt The group is activated just like any other menu selection Adding New Members to Saved Access Groups Provided that your saved Access Group does not already have the maximum of four members you can add additional members to the group
150. ect the package To purge registers by creation date rather than by a number You will be asked to enter a date lt Esc gt To exit from purging registers Regardless of whether you are purging by number or by date no register will be purged that is not in the package and company selected It may however be on a different screen than the one currently being displayed Format 2 characters Press lt Esc gt to avoid deleting any of the registers you Example have created in these examples 145 Passport Business Solutions If you do not occasionally delete saved registers you will be reminded when Note you access the menu selections Print a report Stack reports and Print a stack You can control in Company information how old the oldest register must be in order to set off this warning 146 Passport s Business Solutions PDF Form File Processing This chapter contains the following topics Introduction to PDF Form File Processing POF ae shneas coc iectinn eens ad ala dtatcumenbaues Refresh PDF Master File 2000 00 eee eee 147 Passport Business Solutions INTRODUCTION TO PDF FORM FILE PROCESSING When you choose to print a form if you have a PDF or PDFP printer set up and either is available as one of your printer selections then you may have forms printed to Acrobat compatible PDF files PDF form file processing with emailing is only av
151. ed cost centers and sub accounts introduction to chapter topics lists printing menu selections using cost centers accounts and cost item defined header record defined records defined cost types defined cost plus job defined count batch reset lock create HTML creating menu selections credit memo defined credit defined creditor defined cross reference external features of 228 227 270 270 91 90 94 91 91 99 270 271 270 271 271 176 34 196 271 271 271 181 183 iv cross reference account first external second external CRT defined CSV CSV spreadsheet file output CTL menu current assets defined cursor movement command cursor movement keys cursor defined custom menu customer defined data base defined data entry and BreakOut introduction to data entry window data entry PBS 187 187 271 268 35 271 226 226 226 226 226 226 226 226 226 271 11 272 272 41 42 64 43 data file defined data lookup window using data defined date and time of notes dates entering debit memo defined debit defined debt defined decimal points entering deduction defined default values entering default defined defining menu selections deleting reports deleting text using deletion text demonstration data files defined 272 65 272 84 49 272 272 aps 49 Paps 47 272 193 143 227 227 227 227 227 227 226 273 d
152. ed in the following order Assets Liabilities Equity Income and Expenses See Journal General Journal Left Justified A group of characters or line of text is left justified when it is aligned with the left margin that is there are no spaces between the left margin and the first character of the line See Right Justified Liabilities The sum of debts one owes to others The total of financial claims or potential claims against a person company or business The total of financial claims made or able to be made against a corporation This includes claims for payment to vendors wages taxes accrued etc One of these claims by itself would be a liability LIFO Acronym for Last in First out that is a method of tracking the cost of inventory It is assumed that as inventory is sold to customers the most recently received stock goes out the door first To apply LIFO to inventory a history of the quantity received and the price paid for the items is kept for each shipment As items are sold inventory is relieved adjusted by deducting the 282 Passport Business Solutions quantity shipped from the quantity in the warehouse at the most recent last price in the history file In this way the value of inventory is always the value of all items in stock at the earliest price or prices paid for them Example 10 items are received into inventory at a cost of 5 each One week later 10 more items are received into inventory at a
153. ed not be unique Unique descriptions are nevertheless recommended since Passport allows lookup of account number by description as well as by number Format Up to 30 characters Example Press lt Enter gt Field number to change Make any needed change You can change any field except the first You may not however create any duplicate account numbers in any of the four structures nor can you alter existing numbers in the current Passport account number structure Options You may also use one of the options For the next entry in sequence by current Passport see account number lt SF1 gt For the previous entry To delete this entry only from the Account Links file lt F3 gt not from the Valid G L file or the Chart of Accounts file When you press lt Enter gt after making any changes the program moves to Field 1 for the next entry forgets whatever sequence you had been processing the file in and puts you back to processing in current account number sequence 188 Passport s Business Solutions Ezz PRINTING EDIT LISTS The Account links Edit list prints the file in any desired sequence enabling you to verify the accuracy of your entries When printing in order by current account all records within the range are printed When printing in any other sequence only those records are printed with a non blank value of the selected account number Therefore if you are using this report to ensure that you hav
154. ed will vary according to the information you entered For example the vendor number field may be in this category Lookups can be Windows based or Character based The following describe the features of the Passport PowerTools Windows based and Character based Lookups Windows Lookups There are two types of screens in the graphical version First are the Lookups for the fully graphical screens is the character based screens and the other are the fully graphical screens This section describes the Lookups for both types of screens Graphical Mode Lookup Options When accessing PBS in graphical mode there are graphical lookups available from many fields A lookup can only be accessed from specific fields on a screen and they are not available from all fields and all screens You may access a lookup using either entering the lt F8 gt key clicking on the binoculars button to the right of the field or selecting Find from the Tools menu Here is an example of the customer lookup 65 Passport Business Solutions File View More info Select customer by ascending customer Customer name OO AB 12 00 All Best 12 1 Elliott Enterprises 213 779 6011 CA 94994 5 Sullivan Graphics Design 213 884 7797 EXT 1 789 CA 92104 10 Haris Goldberg amp Jones 714 221 8500 JAK CA 92100 20 Holloway James 100 WA 98200 30 W J Bjornfreg A G 213 886 7722 20 CA 92100 40 Washington Mrs Thomas 617 444 7780 1 7520
155. egacy type screens and entry fields that were first developed back in the early 80 s Since version 12 was released there is now a second type of screen access and data entry called Graphical Mode See Graphical Mode Charge To set or ask a specific amount as a price To hold financially liable demand payment from To postpone payment on a service or purchase by recording it as a debt An entry to any account recording a debt 267 Passport Business Solutions Chart of Accounts A list of General Ledger accounts that have been assigned classification numbers so that each account may be easily identified A chart or listing of all the accounts for the five major account types See Accounts Check Reconciliation Bringing into agreement the balance of your checkbook and the balance shown on your bank statement Clear To mark a transaction as having been recognized and recorded by the bank For example you wrote a check that was received by your bank who recognized your check as valid and transferred money from your checking account to the bank that the payee deposited it in At that point the check cleared and your bank reduced your account balance accordingly The check will appear on your next bank statement Clearing Account An account whose function is to hold a balance that is temporary and that will be cleared out by a second financial transaction that is known to be occurring soon This second transaction is certai
156. elect lt F2 gt for the next label Any change Enter Y to make changes or accept the default Format One character Y or N the default is N Example Select lt Enter gt You will be asked to select a printer 217 Passport 3 Business Solutions fez PRINT LABELS Use this selection to print your labels Select Labels from the CTL menu then select Print labels from that menu The following screen will display I C Item Labels You only have one choice Select the Enter key to accept I C Item Labels You will then see the following screen You must enter the following fields Module Label ID Enter the starting label ID or use the option lt F2 gt For the next label format Format Up to 10 characters Example Select lt F2 gt for the first label 218 Passport Business Solutions Test run Enter Y if this is a test run or select lt Enter gt if you are going to print the labels Format One character Y or N the default is N Example Select lt Enter gt When you print a test run then one label will print with x s for alphnumeric fields and 9 s for numeric fields You will be asked to select a printer Following the selection of a printer the following prompts will display Please mount the labels on printer Type DONE when ready Type in DONE when you have mounted the labels on your printer Print another test Select Y to print another test or select N to com
157. election cursor is now at A R o Press lt Down gt arrow once Main menu cursor is now at Cash Receipts Press lt Enter gt Cash Receipts submenu appears 11 Briefly press and hold submenu selection cursor travels around the lt Down gt arrow submenu Cash Receipts submenu disappears main Press lt Esc gt menu selection cursor remains at Cash Receipts Press lt Down gt arrow until 13 ee ee ane Reports general submenu appears sor is on Reports general ports ppears Press lt Enter gt Note the lt gt arrow along side the highlighted word This means there are additional submenu selec more at the bottom of the tions to be displayed submenu 232 Passport 3 Business Solutions STEP ACTIVITY RESULT submenu selection cursor goes to the bottom of Press the lt Up gt arrow the submenu and highlights Distributions to G L submenu selection cursor remains at the bot tom of the submenu highlighting Fully Paid Press the lt Down gt arrow Open Items submenu selections scroll up an lt gt key appears alongside the word more at the top of the submenu submenu selection cursor remains at bottom of Press the lt Down gt arrow 12 submenu submenu scrolls up more at the bot times tom of the submenu disappears meaning no more selections down Selection cursor stays at top of submenu selec tions scroll down more at the top of the sub menu disappears more at the bottom of the submen
158. endor and press lt Enter gt or use the mouse to double click on the line it is as if the vendor number was keyed Character Lookups There are two types of Character Lookups PowerTools based and standard based PowerTools Character Lookups The character based Lookups has all the same type of keyboard based options as the PowerTools Windows Lookups but it does not have any mouse enabled options Here is an example of a character based Lookup as accessed from the Accounts Payable Vendors Enter Insert Screen The prompts for these options can be seen at the bottom of the Lookup window Depending on your system settings there can be one additional column when using character based Lookups This column is for viewing the ID number The ID number provides another way to select an entry Type the ID number and that entry will be selected Standard Character Lookups Standard character Lookups are only available on a few character mode screens running on either Windows or UNIX Linux where there is no available PowerTools Lookup Here is an example of the Employees Lookup 69 Passport Business Solutions Anderson John To locate a record you may either Type the name or number of the record e Use the up and down arrow keys e Use the page up and page down arrow keys to advance the list When the record is found select the lt Enter gt key to fill in the fields When available for an alternate sort select
159. enly believes that one or more users are doing so Note also that in order to reset the lock count it is not required that everyone currently using the batch stop doing so You only have to enter an accurate count of those currently using the batch To block a user from entering data after posting has occurred the lock count is set to 99 at that point and may not be changed thereafter Select Batch totals from the CTL menu then select Reset lock count from that menu The following screen displays Batch totals Reset lock count XYZ Company Package id Status User id Process id Date posted Time posted Batch number Batch descri Lock count A If batch controls are enabled a pop up window lists the Package ID s that are set up to use batch processing Use lt Up gt or lt Down gt to highlight the desired package assumed in this example to be Accounts Receivable then press lt Enter gt If only one package uses batch 176 ka pot Pre Business Solutions fez controls then the pop up window does not display instead the default Package ID automatically displays in the input field The following Process ID pop up window displays Select the Process ID in order to reset the lock count Use lt Up gt or lt Down gt to highlight the desired process assumed in this example to be Cash receipts then press lt Enter gt The following screen displays Enter the following information Batch n
160. ent to your bank and then routed to a Federal Reserve Bank then select N here Format One letter either Y or N Example Type N Imm origin name If your company is the immediate origin then enter your company name If not then enter the name of your bank Format 10 Characters Example Press lt Enter gt What you enter here gets written to the ACH header record The information in this field ties to field 4 4 ACH imm origin tax ID or ACH imm origin ABA routing If you entered Y for field 3 then enter your company s tax ID number If you entered N for field 3 then it is your bank s routing number The first position is a blank 1 3 or 9 Following the first position enter your company s Federal Tax ID number as the immediate origin unless your bank forwards the ACH records to another bank or the Federal Reserve There are certain acceptable formats for this field and they include the following eae where N is Federal Tax ID for your com blank NNNNNNNNN_ P 7Y 3NNNNNNNNN where N is the D amp B D U N S number INNNNNNNNN where N is defined by the processing bank 120 Passport Business Solutions INNNNNNNNN or blank NNNNNNNNN_ PPY where N is Federal Tax ID for your com which contains the bank routing number BTITTARARG where B is blank The contents of this field will be written to the ACH file which will be submitted to your bank Format Ten characters The first character is blank 1 3 or 9
161. epartments maintaining divisions or selecting divisions or depreciation defined design labels directory defined disbursement defined discount date defined discount defined disk printing to displaying reports distribution defined distributions transferring divisions or departments maintaining selecting document selection options window document defined double entry bookkeeping defined Drill down locations drill down defined drill downs using due date defined earn defined earned income credit EIC defined earned income defined 93 92 273 200 273 273 273 273 28 29 273 191 93 92 153 273 243 79 274 76 274 274 274 274 edit list defined edit defined editing keys used in PBS text introduction to editing text chapter topics emailing one PDF at a time emailing PDFs emailing stacked PDF documents enable BreakOut enter banks enter batch entering cash accounts dates decimal points default values existing field entries first and last values lowercase letters new field entries next and previous records valid G L accounts entering a field value in BreakOut entering information errors while entry text 274 274 43 226 225 157 156 159 54 115 167 107 49 49 47 38 48 50 38 48 100 52 47 84 vi entry window data entry PBS data equity defined error message defined errors while entering information exchange defined EXDERRXX DAT
162. er any incomplete work is abandoned unless doing so would cause a data integrity problem in which case you are asked to complete or cancel it Building an Access Group From any active selection press lt F11 gt twice to return to the menu bar Move your cursor to the selection you wish to activate and press lt F2 gt Warning Pressing the lt Enter gt key on a menu abandons the current activity and activates a new selection An Access Manager screen appears briefly in the center of your screen when an association is being created The word PBS normally on the menu bar left side is replaced by a solid red block reverse video on monochrome monitors This indicates that an Access Group is now active If your monitor can display 25 lines and you have so stated in Company information a hot key bar appears on the bottom of the screen with the owner listed as 1 and the member listed as 2 Not being able to see line 25 is usually just an issue if you have older monochrome monitors and not with Windows and terminal emulation software packages You now have an Access Group with an owner the original selection and one member the selection you activated with lt F2 gt Unlike temporary access where the relationship ends when you return to the owner this group exists for the life of the current session To add members to the Access Group repeat the process described above to add up to four members for a maximum of five in
163. er options is described in more detail later in this chapter Select the desired real or virtual printer by typing the first character of the option or by pressing the arrow keys Then press lt Enter gt to print In Windows you can right click to select the printer If you are setup for using the graphical version of PBS then you printer selection will look something like this l 2j Reports Vendors by vendor Company File Select printer Create HTML Local Laser PDF Print to disk View as HTML View as PDF Windows printer To stop a report at any time while it is printing press lt F1 gt Press lt F1 gt again to resume printing or press lt Esc gt to cancel the report 27 Passport Business Solutions A unique number is automatically assigned to each report as it is printed to assist you in report tracking Only select PDF for viewing a report or edit list in Acrobat Do not select PDFP as the data will not display in Acrobat Do NOT select PDFP or PDF for printing a posting report or journal Report types There are several types of reports These include standard reports accounting register reports also known as posting or audit trail reports and printouts of purged data They function in a similar manner but with accounting register reports you do not have the options of Display on Screen and Create HTML Accounting register reports have been restricted to a Company informa
164. eric Format 9 characters Example 011122222 Bank routing number format TTTTAAAAA where TTTT routing transit and AAAAA ABA number Bank account This field displays as Not applicable if this is an ACH bank type Enter your company s bank account number This will be written to the A P or P R ACH file Format 17 characters Example 999999999 6 Address 1 7 Address 2 and 8 Address 3 Three lines are provided for the bank address All three are optional and are not required for ACH or positive pay processing There are no rules about where the city and zip code go you may wish to adopt your own standard about this Format 30 characters at each field Type 9200 N Harlem Fa a Type Morton Grove IL Type 60053 9 Country Enter the country code where the bank is located This field is optional 117 Format Example Passport Business Solutions 3 characters Press lt Enter gt 10 Contact Enter the name of the person to contact at this bank location Format Example The contact is optional and may be left blank The contact may have a phone number or fax without the person s name and vice versa 25 characters at each field Type Audrey A Smith for Contact Phone Enter the contact s phone number Format 25 characters Lower case letters are preserved Example Type 437 555 1246 Fax Enter the bank s fax number Format 25 characters Lower case letters are preserved Ex
165. ertain taxes and deductions may be subtracted and additional earnings may be added to the employees check amount to get the net pay See Taxes Deduction PC Abbreviation for Personal Computer PDF Short for Portable Document Format This is a file format developed by Adobe Systems PDF captures formatting information from a variety of desktop publishing applications making it possible to send formatted documents and have them appear on the recipient s monitor or printer as they were intended To view a file in PDF format you need Adobe Reader or Adobe Acrobat both applications distributed by Adobe Systems See http Awww adobe com In PBS running on Windows reports can be displayed in PDF In Windows UNIX and Linux certain forms can be saved as PDF files In Windows these forms can be emailed or viewed from within PBS As generating PDF files is not universal to the PBS system it will be explained in the appropriate chapter of the User documentation Percent of Profit The proportion or amount of the total profit that can be attributed to a particular item or customer Example 20 of our profits last year came from sales of our new roller skates Percent of Sales The proportion or amount of the total sales that can be attributed to a particular customer s item or salesman Example Bill Smith produced 15 of our sales Period to date A period of time from the first day of the present period up to and including the current da
166. es in hex Enter the control codes There are a series of 30 two digit numeric fields Enter as many of these as needed for printing the label Format thirty 2 digit numeric fields The following section describes in detail the entering of printer control codes Entering Printer Control Codes You may have to enter hexidecimal codes so that the software can properly control the printing device These are often referred to as hexidecimal control codes in the technical reference manual for a device Hexidecimal Value Entry Window The hexidecimal value entry window is a tool developed by Passport Software to simplify the process of entering these hexidecimal control codes Control codes are strings of characters that are sent to devices to control the operation of the device For example a control code can be sent to a printer to change the number of characters that the printer prints per inch the printer s tab settings or the font used When entry of a new hexidecimal control code is necessary Labels provides the Hexidecimal Value field for entering the codes In order to make it easier to enter and edit control codes the Hexidecimal Value Window provides the following features The code is entered one byte 2 hexidecimal digits at a time Character conversion will take a single character you type and convert it to its associated hex code There is no need to spend time looking up hex equivalents in a conversion table
167. es this is a confirming order No this is not a confirming order it is an original purchase order sent to the vendor For Internal Use Only This is not to be sent to the vendor Do not print Do not print this purchase order Configuration The way in which the software and hardware components of a computer system are arranged and interconnected In the case of PBS it is the way the applications and parts of the applications are interconnected See Re configure Consolidation A strengthening or making firm Compression into a compact mass A becoming solid or firm A combination or merging In PBS accounting software the action of combining the 269 Passport Business Solutions accounting records of a parent company and its subsidiaries or a group of related companies in order to show the financial activity of the entire group of companies See also Multi Company Consolidation Cost Category An aspect of a job or group of jobs for that money might be spent Cost categories define in a fairly detailed way the types of work or costs that can go into one or more of your jobs Examples of cost categories are rough carpentry plumbing heating air conditioning etc Cost categories are more detailed than cost types and can be broken down into even more detailed categories if desired until a very fine level of detail is reached See the sample set of cost categories in the Job Cost User documentation See Cost Types Cost Item
168. es you have completed part one ACTIVITY RESULT Menu bar selection cursor goes to I C main Press lt F11 gt I menu selection cursor is on Items Press U Main menu selection cursor goes to Utility Utility submenu appears submenu selection P lt Enter gt en eee cursor is on Data integrity check A Press lt Esc gt You are returned to the main menu submenu selection cursor moves to next selec Press I nes tion beginning with I Items submenu selection cursor moves to next selec Press I ee A tion beginning with I Inventory submenu selection cursor moves to next selec Presa tion beginning with I Inventory Accounts submenu selection cursor moves to first selec Press I tion beginning with I Items submenu selection cursor toggles between all Roetly pressantholet selections beginning with I 10 Press lt F11 gt G Menu bar selection cursor goes to G L 11 Press lt F11 gt 4 Menu bar selection cursor goes to P O No menu bar selections begin with X so the i menu bar selection stays on P O Press lt F11 gt Press lt F11 gt 4 Menu bar selection cursor goes to PR Menu bar selection cursor travels toggles la between selections beginning with P Press lt F11 gt 4 15 16 17 Press lt F11 gt A Press lt F11 gt A Press lt F11 gt A Press and hold lt F11 gt while Menu bar selection cursor goes to A R Menu bar selection cursor goes to
169. ess Solutions Format 2 characters Example Select lt Enter gt Any change Select Y to make changes or select N for the printer selection screen to display Following the selection of a printer you have the following prompt Please mount the labels on printer Type DONE when ready Type in DONE when you have mounted the labels on your printer Print alignment Select Y to print an alignment or select N to print the labels If you select Y to print an alignment then the following prompts will display Top margin Enter the top margin before the first label prints from the top of the page Left margin Enter the left margin Number of labels down the page Enter the number of labels down the page When Any change is N and you select lt Enter gt then the printing will start If you select N then the following prompts will display Total number of labels printed 999 Please mount regular paper on printer Type DONE when ready Type in DONE after you have mounted the regular paper on your printer You will be return to the menu 222 Passport Business Solutions fez TEST PRINTER CAPABILITIES This is intended to test your printer to determine if it will print labels using the PBS labels technology Select From the CTL menu select Test printer capabilities from the Labels main menu You will see a screen like the following Would you like to test the capabilities of a printer
170. ess group exits CTL main menu appears 24 Go to the Access Groups Ensure submenu selection cursor is on Valid submenu G L print define mult co Access Manager appears briefly hot key menu displays PBS on the menu bar is da Proge Spier replaced by a block to indicate an Access Group is active owner screen appears Access Manager appears showing the con 26 Press lt F4 gt tents of the group which now includes an addi tional member The Change Access Group Name screen appears Change the name to G L acct print define mult co Press lt Enter gt Press lt Enter gt in response to the Any change prompt Access Manager appears showing the changed name Groups submenu on the CTL name main menu Ensure Access Groups sub menu selection cursor is on G L acct print define mult co Press lt Enter gt Spee Access group exits CTL main menu appears Main menu selection cursor goes to Valid Press V T accounts Type 9191 or some other account number not on file You are now positioned in field 2 of the Press lt Enter gt If you are Valid G L accounts screen Note you have using sub account numbers incomplete work in your active selection Type 9 and press lt Enter gt Press lt F11 gt CTL main menu appears 255 You are returned to the owner screen Return to the owner screen 29 Return to the Access submenu shows the changed Access Group Passport Business Solutions STEP ACTIVI
171. eters of your report for a specific period you can not enter a date outside that period For example you may have set the parameters so that your report begins on December 31 1998 123198 and end on March 31 1999 033199 To correctly enter April 21 1999 in this report you should type 042199 But in this case but you would get a warning or error message because it is outside the parameters set for that report Dates are stored internally with a four digit year Entering Lower Case Letters When you enter lowercase letters they are sometimes changed automatically to upper case This means that lower case letters are not permitted Generally speaking fields that contains descriptions names comments narrative or remarks allow both upper and lower case Shorter fields that contains codes for instance units of measure like EACH or GAL are converted to upper case Even where lowercase letters are permitted you may wish to enforce case sensitive standards of your own This would ensure consistent placement of entries in sorted reports The standard ASCII collating sequence does not sort a lower case letter with its upper case counterpart but separates them widely from one another Skipping Fields Press lt Enter gt to skip a field that does not require information Alphanumeric fields are left blank Numeric fields are set to zero For example there might be three lines available for a customer address on the screen but you nee
172. etting up your account number structure Cost centers and sub accounts can be used to set up divisions departments and other categories within your main account numbering system Passport recommends that you consult with your accountant prior to defining your account number system Cost centers and sub accounts allow you to establish greater flexibility in your accounting operations In General Ledger for example the ability to set up groups of Cost Centers or sub accounts allows for more detailed G L reporting Cost Center Menu Selections The format that you define for your account number structure in Company information determines the appearance of some of your menu selections If your account structure includes Cost Centers menus will offer Cost Center selections as in the following screens Select Cost centers Sub accounts from the CTL menu CTL Company information Print reports from disk PDF form file processing Valid G L accounts Cash accounts Banks Batch totals Switch companies Define multiple companies Setup Reports Utility Account links Reformat account number Labels Manufacturing controls Using Cost Centers You may have defined your account structure so that you use one or two Cost Center segments The default names for these Cost Center segments are Division and Department If your account structure contains only one Cost Center segment the default name for that segment is Department In either case yo
173. f anything into clearly defined and understandable parts and the study of the relationship of the parts to the whole Example An analysis of the general ledger sales accounts showed a sharp drop in sales after the ad campaign ended 263 Passport Business Solutions Application The act of putting something to a specific use Refers to software that solves specific problems The PBS application software applies the capabilities of computers to solve accounting problems Apply to Number A number given a document such as an invoice so that other documents such as checks or credit memos may be applied to the original document In order to assign payments and make adjustments to a particular document the PBS modules utilize an apply to number Example Number 3406 is the apply to number for the 100 payment from the Ace Company for the popsicles they bought from us on Invoice 3406 ASCII Abbreviation for American Standard Code for Information Interchange a very common standard for representing characters as patterns of bits for example A is represented by 01011010 It is a widely accepted convention for representing characters such as letters digits and special characters like the asterisk inside the computer This convention includes the order of the characters that is the order in that they are sorted For instance digits come before the upper case letters that come before the lower case letters It is called the ASCI
174. field in the PBS system when running in Character Mode See Character Mode Bug An error in a program that prevents it from operating properly Budget A statement of all the money or resources available to an activity within a specified period of time and a breakdown of how it will be spent or allocated The amount of money in an activity s budget is normally based on a calculation of what the activity needs to function or achieve its purpose In PBS modules the targeted or anticipated net change in the balance of a given account during a given period Example If our current Accounts Receivable balance is 63 000 00 and our expected or planned balance at the end of the period is 84 000 00 our AJR budget is 21 000 00 Burden Overhead Costs that are not directly incurred for a job as opposed to direct costs Examples of burden are rent for offices and manufacturing buildings salaries of foremen and office staff payroll taxes due on wages etc Examples of direct costs for a job are wood for frames plumbers wages etc Burden is often broken down into two parts labor burden and overhead burden that is all burden except labor burden See Labor Burden Overhead Overhead Burden Carriage return It is often abbreviated as CR In pre computer days typewriters were equipped with a lever on the right hand side known as a carriage return When pressed the mechanism sent the paper holding cylinder or carriage to the left an
175. files employee vendor etc Notice that lt F1 gt and lt SF1 gt refer to an existing entry whether for the same customer or for a different customer When you press either of these keys what you are going to get is a screen full of data with the cursor positioned at Field number to change unless indeed you are already located at the last or first entry on file in which case you will get the message No next or previous customer on file On the other hand when you press lt F2 gt or lt SF2 gt this is merely a shorthand way of entering into this field whatever happens to be the next or previous customer on file whether or not there exists an entry for this customer There is no implication that you are looking for either an existing or a new entry and the cursor will be positioned at the next numbered field not at Field number to change even if there really is an entry for the customer you have selected Entering First and Last Values Often a message like Enter account or lt F2 gt First account appears First refers to the first account in the Account file Last is refers to the last account If the field account in this example requires a number then First means the lowest numbered account on file However if the field requires an alphanumeric character such as letters numbers and special symbols as in a customer number or item number First refers to the customer number or item number that would ap
176. font code lt none gt Printer reset code lt none gt 1 of rows to print top to bottom 2 of columns to print left to right NOTE When selecting the number of columns roughly calculate the number of characters that can be printed on a single line of characters characters per inch X page width Since most printers cannot print the entire width of the page it is a good idea to subtract about 1 2 from the page width For example at 15 characters per inch on an 8 1 2 x 11 page you can have a maximum of 15 X 8 120 characters Press F1 for 20 row The printing of the grid provides a means of testing the position of the labels with your the label form and with your specific printer 1 of rows to print Enter the number of rows that will print on your label or use the option lt F1 gt For 20 rows 2 of columns to print Enter the number of columns to print on your label or use the option lt F1 gt For 80 columns Field number to change Make any changes as necesary or select lt Enter gt to continue On the next screen you will have to select a printer It should be the same printer as the one in which you are printing your labels Please mount the labels on printer Done Type in DONE when you have mounted the labels on your printer Any change Select N to accept the defaults or select Y to make changes to the form positioning fields If you select Y then enter the following fields Top m
177. for the first bank 2 Ending bank Options Enter a valid bank number or use the option lt F2 gt For the last bank on file Format 4 characters Example lt F2 gt for the last bank 125 Passport Business Solutions 3 Bank type Enter the bank type There are 3 choices A ACH bank G Company ACH bank lt F5 gt for Al bank types An ACH bank indicates that it is either a vendor bank or an employee bank It is possible that a vendor or employee may use the same bank as the company So a Company ACH bank can be the same location where a vendor or employee banks 4 Print comments Indicate if you are going to print bank comments on the report Print comments Do not include comments Field number to change Select a field number to change or select the lt Enter gt key to print the report 126 Passport s Business Solutions Switching Between Companies This chapter contains the following topic 127 Passport Business Solutions mA SELECTING SWITCH TO COMPANIES Switch to company enables you move from the current company to another company without exit ing from Passport If you do not use the multi company feature you may skip this chapter Select Switch to companies from the CTL menu The following screen displays Enter the following information Options Enter a valid company code or use one of the options lt F1 gt For the next
178. form types as above except for A P checks A P remittances and PR checks The PDF setup will allow you to create a PDF file and later view the file In some cases you may immediately view the file The PDFP setup allows you to create a PDF file and print the document at the same time These features are available in all operating system environments The PDF form files get saved in a special directory on your system These locations are documented in the corresponding user documentation In Windows or Thin client forms that were generated as PDF files may be emailed or viewed from the CTL menu selection PDF form file processing For more information see the PDF Form File Processing chapter 24 Passport Business Solutions Alignment for Special Forms An alignment lets you align the paper to the printout either by adjusting your printer to fit Passport Business Solutions s printout or in the case of laser printers by nudging the printed output to fit your printer Alignments for Company information printers and Windows Printers are similar but they do have some differences Windows printer alignment is relative the upper left corner of the page 0 0 by 0 0 is the upper left corner For most forms the Company information printer alignment 0 0 by 0 0 is the upper left corner of the printable area on the screen However in some cases the PBS forms printing program such as labels programs determine a slightly different
179. from left to right Add topic to favorites See the description for Favorites the from the Navigation window Hide navigation or Show navigation This button toggles on and off the display of the navigation window Expand all This currently has no function 73 Passport Business Solutions Collapse all This currently has no function Print topic This will display a window where you may print the displayed topic In the windows you have options of selecting a printer enter the number of copies enter a range of pages and more Quick search In this field you may search on one or more words in the displayed topic If found the program will not move to the word but highlight it in yellow Another method to search is select the lt Ctrl F gt keys and search for one or more words When found the focus moves to the part of the page where the word or words are found Remove search highlighting After using Quick search the program highlights the word or words found in yellow You may remove this highlighting with this button Back This moves the focus back to a previous selection Forward If you have selected the Back button this moves the focus forward to what was selected before Stop This will stop the retrieval of html data Refresh This will refresh the help documentation This is useful when the documentation has changed Home This will move the focus to the first page of the title chap
180. fy specific records such as each customer or each invoice For example each customer in A R is identified by a customer number Each miscellaneous charge in A R is identified by a unique combination of three fields customer number document number and document type Fields identified by an asterisk cannot be changed after a new entry has been added to the file completed This is because the field is a unique key and is used for a software function such as an inquiry or a sort If a field marked with an asterisk is incorrect delete the existing entry and reenter the field with the correct information Entry of fields on a screen is complete once you press lt Enter gt at Field number to change Some forms such as Customers Items or Employees have multiple screens Note per form Entry of fields on a form is complete once you press lt Enter gt at Field number to change on the last screen of the form Prompts messages usually appear at the bottom of the screen or in a pop up prompt window showing various options When using the Windows version function key prompts are also mouse enabled You can click anywhere on the prompt and it will act like a button Also some of the functions have equivalents on the Toolbar The Toolbar functions are covered later in this documentation The user documentation list available options in the following format OPTIONS DESCRIPTIONS 37 Passport 3 Business Solutions OPTIONS DESCRIPT
181. g Menu Selections This chapter contains the following topics Introduction to Defining Menu Selections Running Programs and Commands 2 2 22 Creating Menu Selections oc cccnncisacansaceacssvectuseiesscsuunnact Using Menu Selections cscs cscensieds nen bicp needs tadcandivasvebeeees 193 Passport Business Solutions INTRODUCTION TO DEFINING MENU SELECTIONS While running one software package you may need to access other software The Passport Busi ness Solutions software allows you to create your own menu selections so you can quickly execute frequently used operating system commands or other software programs If you are running PBS using Thin client you may skip this chapter These selections are grouped into a Utility submenu within the CTL menu As originally installed this menu contains a single selection namely Define menu selections This selection is what enables you to add and maintain other selections on the Utility submenu The selection Define menu selections cannot itself be either deleted or changed Menu selections created in this fashion can be assigned passwords and hot keys as described in the PBS Users and PBS Menus chapters in the PBS Administration documentation just as the existing menu selections can 194 Passport Business Solutions RUNNING PROGRAMS AND COMMANDS Successfully invoking an executable program from within PBS depends on th
182. gh 11 for positive pay for Accounts Payable and Payroll 2 ACH company tax ID no In most cases this field will contain your company s Federal Tax ID number However contact a representative from your bank to determine what should go in this field The first position is either a blank 1 3 or 9 Following the first position enter your company s Federal Tax ID number as the immediate origin unless your bank forwards the ACH records to another bank or the Federal Reserve There are certain acceptable formats for this field and they include the following ene where N is Federal Tax ID for your com blank NNNNNNNNN PY 3NNNNNNNNN where N is the D amp B D U N S number INNNNNNNNN where N is defined by the processing bank BTTTTAAAAC which contains the bank routing number where B is blank The contents of this field will be written to the ACH file 119 Passport Business Solutions Format Ten characters The first character is blank 1 3 or 9 Example Enter 1999555333 3 Is imm origin your company Immediate origin refers to the entity that sends the ACH file to the final destination If your bank is the final destination the immediate origin is your company If you send the ACH file to your bank and they route the file to another entity like the Federal Reserve System central bank then your bank is the immediate origin If the immediate origin is your company select Y otherwise select N If the file is being s
183. gmented field clear the current segment if not the first and return to the previous segment Within a scrolling window move to the previous line Same as lt Enter gt except when entering certain lt Down gt tables Often used to skip fields that do not require information Within a scrolling window move to the next line lt PgUp gt amp On scrollable screens or windows displays the pre lt PgDn gt vious or next screen respectively lt Home gt amp On scrollable screens or windows moves to the lt End gt first or last screen of data respectively When using UNIX press lt Esc gt twice to send the character Menu Navigation Keys The following table lists available Menu Navigation keys Select the highlighted selection of a module or sub lt Enter gt ae selection within a selection submenu Menu bar and Windows menu only Select a module lt Left gt and and open or close a sub menu selection lt Right gt Tree view menu only Open or close the module main and sub menu selections Move to the next or previous selection of a module or sub selection within a selection submenu Menu bar and Windows menu only This wraps around upon reaching the top or bottom of a module menu lt Up gt and lt Down gt Move to the next selection beginning with that letter within a module menu or to the next sub selection beginning with that letter within a selection sub menu Tree view menu only In
184. goods or services See Blanket Order Release Blanket P O Purge To delete data from a file Once the data is purged it cannot be recovered Example The Distributions to G L function allows you to purge the distribution data thus assuring it is not Passport Business Solutions added to your General Ledger a second time double posted Quotation A quotation is similar to an invoice in appearance The main difference is that the sale has not been agreed upon yet so the quotation is a proposed agreement about what services or goods will be sold and for what price Reboot To restart a computer by reloading the operating system Receivable Awaiting or requiring payment The part of a business s accounting system that handles receivables usually called Accounts Receivable Receiver A document filled out by the Receiving Department listing the goods received in a particular shipment Receiver The number usually pre printed on the receiver Receiving Bank Receiving Bank is every unique bank that is used by employees entered in the payroll system for direct deposit ACH processing The routing information is set up in CTL Banks See the Banks chapter There is one bank account assigned to each vendor There can and often will be multiple bank account numbers entered for each Employee SeeACH or Automated Clearing House and Processing Bank Recognized Profit In the Job Cost module recognized profit is the amo
185. graphical mode the calendar button displays to let you know that the calendar date selector is available You may also use the lt F4 gt key to access the calendar You have the following options Enter a date You can manually enter a date Click on the cal endar button or select the F4 key This will display the Calendar control window To escape from the calendar date selector win dow Character Mode On most date fields there is a calendar control function that provides an easy means of entering a date in PBS This feature is only available if you are running PBS in a graphical mode You must be on a date field to access the Calendar control To access the Calendar control selector select the F7 key The date will now display differently and there will be a down arrow Selector icon to the right of the field You have the following options Enter a date You can manually enter a date Click on the down arrow or select the F4 key ee To toggle back to the non calendar control date F7 entry type Once the Calendar windows displays then you have the following options Hitting the Enter key will return the date back to Enter the field Selects a date from the next week This will display the Calendar control window Selects a date from the previous week Selects the next day Selects the previous day 46 Passport s Business Solutions Page down and clicking on Selects a day in the next month
186. h no contact email Select Y if you want to select documents with no email contact N if you are excluding them and O if you only want to select documents with no email contact and not use the other options Format One letter either Y N or O Displays as N A based on O selection for Display doc Example uments with no status field Display stacked email Select Y if you want to select stacked documents N if you are excluding them and O if you only want to select stacked documents and not use the other options 154 Passport Business Solutions Format One letter either Y N or O Displays as N A based on O selection for Display doc Example uments with no status field A stacked document may also have been previously emailed If you select Y for Display stacked documents and N for Display emailed documents then the previously emailed documents that are stacked will not be selected Display failed email Select Y if you want to select failed emails N if you are excluding them and O if you only want to select failed emails and not use the other options Format One letter either Y N or O Displays as N A based on O selection for Display doc Example uments with no status field Starting with documents created on Options Enter the beginning document created date or use the option lt F2 gt For earliest document date Format MMDDYY Example Select lt F2 gt for the earliest date Ending with document
187. hat contain more data about the invoice Here is a close up of these tabs You can move from one tab to the next by clicking on them or selecting the lt F1 gt key to scroll through them The last tab accesses a sub file called the history line file When you select the sub file tab you will access another window similar to a Lookup Window where you must select the line you want to view Following the selection of a line you may view the line details Multiple tabs are needed in the case of Invoice history because there is too much data to fit on one screen and a sub file is also being accessed Not all Drill downs will have multiple tabs or access to sub files For example the vendor history Drill down has only has one tab and there is no sub file 78 Passport Business Solutions Once you are finished with viewing data you may select the Exit button in Windows only or use the lt Esc gt key in Windows or UNIX Linux to move out of the screen Non Filtering Drill Downs You may also access all the Invoice history records and not filter for a specific customer The non filtering Drill down can be accessed from the same screens as the filtering drill down The non filtering Drill down is available under two situations If the screen you are on does not displaying a specific customer number the program cannot read a customer number so it will default to a non filtering Drill down It is also available as a second set of
188. he Starting PBS Menu and Printing chapter Drill Down This button can only be used on Character mode screens With this button you may Drill down from summary information to details relating to the summary information The key equivalent is lt SF8 gt Drill downs are only available from specific screens This feature is explained in detail later in this chapter Passport Data Query PDQ This button can only be used on Character mode screens and the menu This button provides access to Passport Data Query You must be licensed for PSQ in order to use this feature If you are not licensed for PDQ then contact your PBS provider for instructions 63 Passport Business Solutions WINDOWS IN PBS Passport Business Solutions software uses windows display user options or accept user input These windows automatically appear at various times depending on your activity An example includes lt F6 gt to enter notes The three types of windows are Prompt 2 Data entry 3 Selection Prompt Window When entering data there are frequently several function keys which may be used To assist you one of the following forms of assistance is usually provided If there are four or less options which can be described on a line they will be described on one line near the bottom of the screen If there are more than four options or the descriptions exceed one line they will be described in a prompt window If the amount of information
189. he Valid G L Accounts file e Ifyou use both G L and some other Passport module you will need both files For the rela tionship between the two refer to the General Ledger Set up Procedures chapter Passport rec ommends that in this case you set up G L Control information such that changes to the Chart of Account files are automatically applied to the Valid G L Accounts file If you do this you can assign a menu to users to block access to the Valid G L accounts selection Other Account Files Although the Valid G L Account file maintained by this selection includes all accounts it is only intended to validate account numbers during data entry and to provide a description for printing on reports There are some kinds of accounts which require more information than this For example in A R there are A R Accounts in I C there are Inventory Accounts and so on These files and the selections which maintain them are documented in the User Manual of the module which uses them Cash accounts are an exception these happen to be used in several different modules so they are included as part of the System Manager and documented in this manual The following example assumes an account structure of Main account and Sub account with no Cost Centers Refer to the Cost Centers and Sub Accounts chapter for more information Select Valid G L accounts from the CTL menu Entering Valid G L Accounts This selection enables you to add change or
190. he batch option for each software package It is not necessary to use Batch Controls for all your packags For example you may want to run batch in A R but not in A P However within any one package either all selections eligible for Batch Controls must be under batch control or none of them must be Batches are identified by a unique number assigned automatically by the system There is not a separate number sequence for each package or each selection batches are numbered consecutively throughout all packages This chapter includes a generic overview of batch processing as it applies to all PBS packages although only A R examples are provided 163 Passport Business Solutions BATCH PROCESSING COMPANY INFORMATION To initiate batch processing you must first activate the batch option in the Company information screen The Company information fields are covered in the PBS Administration documentation Refer to that manual for information the batch control fields 164 Passport Business Solutions BATCH PROCESSING COMPANY INFORMATION In addition to setting up the batch field in the Company information screen you must also set up batch options for each package in the Control information screen This feature allows you to use batch controls for some packages but not others as desired The following illustrates an example using the Accounts Receivable package Select Control information from the module menu I
191. he report will print only until the first occurrence of that page number This makes a difference for reports which are not paginated continuously at intervals they start over again from page one To be sure of printing the entire report use lt F2 gt How many copies Enter the number of copies from 1 to 9 to print Format 9 The default is one copy Example Press lt Enter gt After the report has printed the Last printed column on the screen is updated with the date and time printed 134 Passport 3 Business Solutions maA PRINT LIST OF REPORTS This function enables you to obtain a list of those reports which are stored on your hard disk Unlike most Passport selections this one lets you process a different company than your own or several companies at once Select Print list of reports from the Print reports from disk menu The following screen displays Reports for which company If you are not using multiple companies this field is skipped Enter the company ID of the company for which you want to print a list of reports Options You may also use one of the options lt F1 gt For the next company on file lt SF1 gt For the previous company lt F5 gt To print a list of reports for Al companies Format 2 characters Reports for which package Enter the ID of the package whose list of reports you want to print A menu will list all installed packages You may also press lt F5 gt to pr
192. hink of it as a four language dictionary with an index in each language The maximum size of the file is fixed since there is at most one entry for each existing account in the current PBS accounting structure The program gets these accounts from either the Valid G L Accounts file of the System Manager module or the Chart of Accounts file of the General Ledger package whichever is available Often both are present but some configurations have only the one or only the other If both are present the should agree with one another anyway Each entry necessarily possesses the account number in current account format but the other three types of account numbers are present only when you have chosen to use them Each account number must be unique within its own account structure However e For any one entry all four numbers may or may not be different 183 Passport Business Solutions e An account number within one of the four account structures may duplicate an account number in a different account structure for the same entry or a different entry When working with previous account numbers the file will normally be already fully populated by the time you first run Account links Enter The entries have already been added automatically by the Reformat account number selection By contrast when dealing with the first and second external account numbers you will have to enter these numbers manually using Account links Ente
193. his must be an existing batch which has not been posted purged or deleted Options You may also use one of the following options Down arrow For the next batch number or lt F1 gt Up arrow or lt SF1 gt For the previous batch number Format 999999 The batch s description and status displays on the screen as well as the current actual value and control value of each control total defined for this process Click on the Select key to use the batch or click on Cancel to return to the menu Exception If this is a Post function and Full batch controls are in effect you will not be allowed to post unless the actual values and the control values are equal to one another 180 Passport Business Solutions External Cross references This chapter contains the following topics Introduction to External Cross References External Cross references Features 22 2222 Printing Edit Lists cis cc cad terecsscnicunseioesedeuavanieieueaters 181 Passport Business Solutions INTRODUCTION TO EXTERNAL CROSS REFERENCES This chapter explains the process of linking account numbers and transactions created from non Passport systems to the Passport Business Solutions General Ledger software It is also used when interfacing to A P Payables and G L distributions and is primarily used for a CounterPoint interface but can be used to interface any external system
194. hose bill you dispute You then use manual selection again to select the snow plowing bill which does not have a 10 Purchasing group number because it occurs at irregular intervals Addresses 7 7 x PEES For both automatic and manual selection you can optionally select recurring payables by date as they fall due In order to do this you specify for each Introduction to Aged aa gt y p 3 A a n 11 i ches re entry the date when it is first due and the interval between successive payments thereafter E Table of Contents You can choose to select exclusively by date exclusively by group or both E Index The using process takes all selected recurring payables and converts them to regular vouchers that is to entries in Payables J Search j Once recurring payables have been selected for use they cease to be selected They remain on file as entries in Recurring payables but you have to select them again the next time you want to use them D Fi it j gt a P d sdablaiis The vouchers created by Use selected are just like vouchers entered manually Like other Payables entries they still have to be posted before checks anmi ha pemttt nen Paw th mina P mi gt w You can remove the highlighting by clicking on the Remove Search Highlighting button Favorites The topic that is currently selected can be added to your favorites This allows you to quickly find the topic later Help Buttons The description of the buttons are
195. ies find it convenient to choose a fiscal year that ends during a slack season rather than during a busy or peak season In this way the fiscal year would correspond to the natural annual cycle of business activity for such companies Still other companies find it convenient to choose the same fiscal year as most government agencies that begins October 1 and ends September 30 of the following year Example Happy Valley Ski Resort s fiscal year runs from July 1 to June 30 Thus the books can close during the slow season Fixed Assets Assets that have a long life or will not be exchanged or used up for a long time such as land or machinery Differs from current assets that are exchanged or used within a relatively short period of time usually under one year See Assets Current Assets Fixed Fee Job A method of charging a customer for a job The customer pays a fixed price no matter how much it costs the contractor Example The Smiths sign a contract to have their house built for 135 000 A strike by the plumbers union causes delays and the finished house costs the contractor 138 000 The Smiths still pay 135 000 Form Feed The operation of a dot matrix or pin feed printer that advances a continuous form to the top of the next page Format A predetermined arrangement of characters fields lines punctuation page numbers etc All those things that determine form Example When entering a date in a PBS function entry is do
196. ilable in Character mode 42 Passport Business Solutions DATA ENTRY Data entry is the primary method of getting data into PBS It is needed for entering master files transaction files and report criteria Data entry is mostly done with the keyboard however in Graphical Mode many fields can be entered with a mouse This section explains the editing keys that you can use when entering a PBS field In some instances you may want to move data in and out of a PBS field using the mouse The mouse options are also explained Graphical Character On Off When on Windows or Thin client a user may select lt Sft F12 gt to toggle from Character Mode to Full graphical or vice versa There are a few restrictions to this feature You may not switch modes when adding a record or have a record selected in Character Mode and you not be adding or editing a record in Graphical Mode If there are a sequence of screens you may only make the change on the first screen like in Print checks and post in A P Editing Keys Use the keys described below when entering the fields on a screen or or when modifying a field through the prompt Field number to change The keys described in this table are for a Windows environment but UNIX Linux users in most cases have equivalent key strokes Deletes the character immediately to the left of the cursor and shifts all remaining characters lt Backspace gt leftwards Note that you can use lt Ba
197. iner division of accounts if Account 400 were Office Expense 400 011 might be Paperclips In earlier releases of PBS sub accounts were used as cost centers See Cost Center General Ledger Account Number Subcontractor A contractor who agrees to do a specific part of a job The general contractor has a contract with the property owner to do the whole job The general contractor can then enter into subcontracts with other contractors Example Ajax Plumbing was the plumbing subcontractor for United Construction who was the general contractor for Ed s new house Sub Job This is a specific major portion of a job often called a phase Examples A single job might consist of putting up four buildings Each building could be specified as a sub job The erection of a single large building could be broken into phases with all the excavation and land preparation being one phase erecting the main structure being another phase and all interior work being a third phase Each of the phases would be a sub job Sub menu A menu that is subordinate or junior to a main menu The Recurring payables menu is a submenu of the Payables menu in Accounts Payable See Menu SUI Abbreviation for State Unemployment Insurance A State tax paid by employers and sometimes by employees to provide income to people who lose their jobs Supplemental In PBS Payroll this refers to Supplemental Earnings These are usually commissions or bonuses The Federal Government
198. ines To get this character substitution type the following pbs c3 This provides the same general look as the standard startup but provides the vertical lines horizontal lines and corners as the pipe dash and plus symbols respectively Windows Concurrent Usage Passport Software uses the AcuCorp runtime for running the PBS system With the AcuCorp concurrent usage Windows runtime you are allowed to open multiple sessions of PBS from a single workstation without reducing the total number of users who can access PBS Passport Business Solutions You can simultaneously enter or edit data run reports or other functions and have another PBS window open for doing other PBS work The concurrent technology also applies if you are working in multiple companies To start another session of PBS while a session is open go to the Windows start menu and select PBS again You will need to re enter your user ID and password for each session The Windows task bar will have two or more PBS selections The task bar button will display the name of the PBS function that you are accessing which makes it easy to identify and to move back and forth to each PBS Shut down We highly recommend that you close each PBS window before you shut down your Windows workstation If you are in the middle of entering a new record it is important that you finish the record or cancel the entry before you shut down This applies if you are running
199. ing work for a property owner the owner usually makes progress payments based on the amount of work completed as of certain dates Usually the owner customer will retain hold back a percentage of each expected payment until the entire job is finished and inspected This retainage is a receivable for the general contractor 293 Passport Business Solutions In the same way a general contractor employing a subcontractor will retain a percentage of the payment due to the subcontractor until the subcontractor s work is completed and inspected This retainage is a payable for the general contractor Retained Earnings The stockholders equity derived from retaining keeping within the business profits from the business The accumulated profits of a corporation from its inception minus any losses or dividends Revenue The total income of an organization derived from all sources usually calculated for a specific time period A portion of this total income Right Justified A line of text or a group of characters is right justified when it is aligned with the right margin or right hand boundary of a field or page that is there are no spaces between the right margin and the last character of the line of text or group of characters Rounding Also to round off round up or round down The action of raising or lowering a fractional number to its next significant digit as a convenience in arithmetic calculations For example the num
200. int a list of reports for All packages Format 99 135 Passport Business Solutions Print by package or report This field displays as Not applicable if you selected in the above field to print a list for a particular package Enter P to print each package separately Enter R to list reports in report number sequence regardless of package In either case if you are printing All companies then each company s reports will be printed separately Format One letter either P or R Show only stacked reports Your response determines whether only those reports which have been stacked will be printed Stacking will be described in the next section Format One letter either Y or N 136 Passport Business Solutions STACKING REPORTS The Stacking reports selection associates several reports into a single stack which can then be printed in one continuous print run This feature among other uses allows unattended overnight printing of the day s routine reports which in turn frees up your printers for the reports you need immediately Note that printing a stack ties up your computer during printing just as printing a report Creating a stack and printing it are two different selections Here we discuss creating the stack Only one stack exists at a time but that stack can contain reports from different companies and or from different packages If you stack a report by mistake you
201. ion for infor mation on account number structure Briefly an account number can consist of as many as four seg ments 1 Main account 2 Sub account 3 One or two Cost Centers Each segment classifies transactions in various ways e Main account numbers are required e Sub accounts are subdivisions of an account Though these are customary you are not required to use them e Cost centers are optional it may be that your account structure does not make use of them e Cost centers serve to categorize transactions by areas of authority and responsibility within your company General ledger accounts numbers are often formatted as cost centers main accounts and sub accounts Itis not required that a main and sub account defined for one cost center be present in all cost centers Some accounts are common to the entire business and will occur in all or most cost centers others are specific to one cost center alone Refer to the Cost Centers and Sub Accounts chapter for more information 99 Passport Business Solutions VALID G L ACCOUNTS AND CHART OF ACCOUNTS This selection maintains a file within the System Manager known as the Valid G L Accounts file There is another file within G L known as the Chart of Accounts file e Ifyou do not use G L you will not be concerned with the Chart of Accounts file e If G L is the only module that you do use other than the System Manager you do not need and do not have t
202. ion keys toolbar and windows menu selections notes on line help using drill downs y vacation pay defined valid discount defined valid G L accounts and chart of accounts 299 299 28 228 299 300 300 300 156 54 162 91 65 56 198 83 71 76 300 300 100 xvii chapter contents valid G L accounts introduction to value defined variable journal entry defined variance defined various menus combining access man ager members from vendor item information defined vendor defined view defined voluntary deductions defined voucher number defined voucher defined W W 2 Form defined W 4 Form defined W 5 Form defined wages defined window data entry prompt selection window document selection options windows using PBS windows concurrent usage windows in PBS 97 98 300 300 300 300 300 301 301 301 301 301 302 302 301 64 64 64 153 56 64 windows lookups windows menu Windows printer windows printer reports windows printer special forms Windows starting PBS in work file defined workers compensation defined working capital defined X XDBC your re order is 65 13 22 22 22 301 301 301 285 86 xviii
203. is convenient if you wish to examine your current online files and compare them to printed records which antedate the reformat or if you merely happen to be more familiar with one of the other account number structures than with the current Passport one You can switch among these four at will but be aware that whichever option is in currently in effect is not private to yourself it is what is seen by all users in this company e You can post General Ledger distributions having external account numbers using Passport G L Get Distributions You would use this feature to enter data into Passport Business Solu tions General Ledger from another vendor s product e You can extract G L information to a spreadsheet file either using the current account number or translating to any of the following Previous account First external account number Second external account number e You would use this feature if you need to export your Passport Business Solutions General Ledger information for special analysis or for consolidation into a non Passport system This feature is described in the Spreadsheet Extract chapter of the General Ledger User Man ual Account Links File The Account Links file also called the External Cross Reference Links file EGLFIL is the structure that makes this possible This file contains a single record for each account listing that account s number and description in each of the four account structures You may t
204. isk PDF form file processing Cost centers Sub accounts Valid G L accounts Cash accounts Banks Batch totals Switch companies Define multiple companies Setup Reports Utility Account Links Reformat account number Labels Manufacturing controls G L v m Some selections appear on this menu only if they have been authorized in Company information Also if you are a general user some menu selections may not be available Access groups will only appear on the menu if you are using the Menu bar menu type Utility will not display if you are running PBS via Thin client The documentation for some of these menu selections are only available in the PBS Administration documentation 40 Passport s Business Solutions Data Entry and BreakOut This chapter contains the following topics Introduction to Data Entry and BreakOut BreakOut Maintenance cccec0ccceccecteccccvevevecseceuvvees 41 Passport Business Solutions INTRODUCTION TO DATA ENTRY AND BREAKOUT Data entry in PBS is done primarily with the keyboard In this chapter the editing keys default values types of fields and editing fields with a mouse are explained in this chapter There are two types of data entry modes in PBS Character and Graphical Each type has different editing features BreakOut is a utility that allows users to set up default values and to skip fields and is only ava
205. ists only of numbers rather than letters and numbers See Alphanumeric Object Program A program that has been translated from a source program by means of a compiler into a form directly understandable by a computer or runtime The computer uses the object program the programmer creates it with the source program See Source Program Runtime Compiler ODBC Open Database Connectivity is a standard way of accessing data from one application and reading it into another ODBC is often used for custom reporting spreadsheets and other queries of PBS Access to PBS data utilizing the ODBC technology is available with a product called XDBC Contact your PBS provider for information on acquiring XDBC 285 Passport Business Solutions One Character Code A code whose values consist of only one character Example In Accounts Receivable the customer s balance method is a one character code B for Balance Forward or O for Open Item One Step Billing In the PBS Order Entry system an invoice is prepared immediately based on the customer s order There is no second step of reviewing the order and selecting what is to be billed Compare with Two Step Billing On Line 1 The situation in the operation of the system that its peripheral equipment is under the control of the main computer Example When a printer is being used to print data from the computer it is said to be on line When it is switched over to be used independently
206. ivisions or departments sub accounts maintenance BreakOut 282 228 282 282 283 283 184 171 111 94 96 283 283 176 283 65 65 283 283 93 95 51 Manager introduction to PBS System margin defined master file defined master file refresh PDF master menu defined maximum field sizes security achieving meals defined media defined 284 284 161 284 49 61 284 284 members from various menus combining 18 access Manager members switching between access man 18 ager owner and memory defined menu CTL menu custom introduction to menu bar submenu summary system manager tree view windows 284 11 10 14 12 15 40 11 13 menu navigation keys 58 menu selections cost center 91 menu sequences of PBS applications 37 menu short cuts 13 menu CTL 2 menu defined 284 menus combining members with access 18 groups from various merchandise defined 284 mode defined 284 insert mode overstrike 226 mode overstrike mode insert 226 module defined 284 mouse editing 45 copy 45 delete 45 paste 45 select all 45 undo 45 movement command cursor 226 multi company consolidation defined 285 multi drop order defined 285 multi user defined 285 name searches 47 xi navigation navigation keys navigation keys menu navigation open topic with net worth defined net defined new field entries entering next previous records entering notes
207. key selection cur 33 Press lt F11 gt 1 sor moves to owner name Access clears from menu bar 247 Passport i Business Solutions mA STEP ACTIVITY RESULT Access Manager appears Access Manager selection cursor is on Valid G L accounts Move the Access Manager selection cursor to Reports Cash accounts Press lt Enter gt Access Manager disappears member screen appears hot key selection cursor moves to member name Access appears on menu bar ea S 43 Press lt Esc gt Access Manager Access Manager disappears a Press lt F11 gt 2 Nothing happens as you are already in the member 45 Press lt F11 gt 1 Press lt F11 gt 1 Owner screen appears hot key selection cur sor moves to owner name Access clears from the menu bar Nothing happens as you are already in the owner Access Manager appears selection cursor is 48 Press lt F11 gt A Press lt F4 gt on Valid G L accounts osi Move the selection cursor to Reports Cash accounts Press lt Enter gt Press lt P gt lt F11 gt 2 Press lt F11 gt 1 Press lt F11 gt A Press R three times A R menu disappears Access Manager dis appears member screen appears hot key selection cursor goes to member name Access appears on menu bar a eo Manager appears Access Manager clears Owner screen appears hot key selection cur sor moves to owner name Access clears from menu bar Access Manager appears
208. ks age defined 263 establishing 184 alignment printing forms 25 account links file 183 allocate defined 263 account lists printing sub 96 allow protected changes 6l account number alphanumeric defined 263 segments of 99 analysis defined 263 account first external cross reference 187 appendices description 3 account second external cross ref 187 appendices description of 3 erence application defined 264 applications running PBS apply to number defined ASCII defined assets defined asterisks fields with audit trail defined automated clearing house average cost method defined average defined back order defined balance defined balance forward defined balance sheet defined bank processing bank receiving banks enter introduction to printing a list of batch control register enter list purge 37 264 264 264 37 264 263 264 264 265 265 265 265 290 292 115 114 125 172 167 171 173 reset lock count batch controls functions of using batch processing company information billing defined bills defined blanket order release defined blanket P O defined BreakOut enable entering a field value skip field user ID BreakOut maintenance window BreakOut defined budget defined bug defined burden defined calendar down arrow or F4 enter a date enter a date in GUI escape to exit GUI F7 toggle on and off GUI button or F4 176 179 162 164 265 2
209. l Entry Variance The difference between some comparison amount and the actual amount A variance can be shown as an amount 1 000 over or as a percentage 2 Example The difference between the estimated cost of a job and the actual cost of the job or the difference between last year s ending account balance and this year s Vendor Any person or company engaged in selling something A supplier of goods or services Vendor Item Information The information about a specific vendor selling an item or set of items this information includes the vendor s name for the item that may be different from what the user calls it how much it costs and the quantities he sells and ships it in 300 Passport Business Solutions View To observe on the computer s screen A PBS function to view information without making any changes to it Voluntary Deductions Amount taken out of wages at the request of an employee to be held or disbursed for a specific purpose by the employer on behalf of the employee Voucher A document that acknowledges the legitimacy of an invoice and authorizes payment A document serving as proof that the terms of a transaction have been met Note that there is no such document that is part of the PBS Accounts Payable module See Voucher Number Voucher Number The permanent number assigned by the Accounts Payable module to a document or transaction as it is entered This is the computer user s referenc
210. lect rpt 8883388338833888 Dd os PESLERPSRERBZZZZ POANNORNNGG N tees The initial display includes all installed packages The Stack column identifies which reports have been stacked not just in this session but by anybody A report remains stacked until it is printed When you select a report the cursor moves first to the Stack column of that row so you can specify the report is to be stacked or unstack a report previously stacked in error It then moves to the Copies column so you can state how many copies you want The default is one copy but you can request up to nine Rpt Type in the number of the report you wish to stack The report must be one of those currently displayed on the screen Options You may also use one of the options lt PgDr gt For the next or previous page respectively if the list of lt PgUp gt reports extends beyond the current screen For the first or last page respectively if there is more o than one page and you are not already on the first or last page To toggle between displaying all reports for this com lt F5 gt pany or only those for a single package When going from All packages to a single package you will be shown a menu to choose which package lt Esc gt To end Format 9999 Erangi Select reports you wish to stack The screen displays your selected reports The screen now displays as 139 Passport Business Solutions Ezz 140
211. location on the page Company information printing allows both negative and positive number adjustments Windows printing only allows positive adjustments because it starts by default in the top left corner of the page based on what the printer allows For Windows printer alignment you must enter an adjustment number greater than the default margin in order for an adjustment to take effect In Windows when you increase the top adjustment you will likely decrease the amount of lines you can print on the page When merging with a graphical form file the adjustment only effects the data and not the form file The way to modify the form file is to use a program that can edit Jpeg jpg or Bitmap bmp file types See your system administrator or graphics designer for help with this Number of Copies to Print The number of copies screen only displays if printing to a Company information laser printer or Windows printer For many forms you have the option to print up to 9 copies with a different printed label for each copy Each label can be up to 25 characters long For the forms that are programmed and not user definable a label will print automatically for each copy when entered For other forms in order for the label to print on the form you must have the field assigned to the form As forms design is not universal to the PBS system it will be explained in the appropriate chapter of the User documentation Reports Passport Business
212. ls F in character and then press E l PREA lt Enter gt The batch control flag at the company level and that at the module level may each be set and cleared independently of one another however batch controls may not be used for any package unless both flags are set Regular Use of Batch Totals This section describes the routine daily use of batch controls Five selections are used and will be described individually below If you have set the Batch control level field in the Company information Note screen to N then none of these functions will be available All these functions are accessed as follows Select Batch totals from the CTL menu then select the desired function from the submenu 166 Ee AA eae Business Solutions mma BATCH ENTER The Enter selection enables you to create a batch control record This record defines a batch so that you can enter transactions into or delete transactions from a transaction file that uses batches If batch controls are enabled a pop up window displays showing those package ID s which are set up to use batch processing A sample pop up window listing Accounts Payable and Accounts Receivable displays below l Accounts Account If only one package is enabled then this pop up window will not display instead the default Package ID is automatically displayed in the input field For the A R example select the Package ID and the following pop up window displays
213. lt F9 gt The owner screen reappears for reference aaa appears on the left end of the menu bar a Press any key The member screen returns member screen returns The Reports Cash accounts screen reap pears The word PBS appears on the left end 46 Press lt Esc gt of the menu bar There is no longer an active group Instead Reports Cash accounts is an active selection If your monitor can display 25 lines a hot key bar appears on the bottom of the screen If there is no line displayed verify that this option is enabled Y in the Company information selection Press and release lt F11 gt An Access Group now exists This group is not temporary however as it exists for the life of this session 243 Passport Business Solutions The same suggestions and limitations that apply to temporary access apply to Access Groups 244 Passport Business Solutions ADVANCED FEATURES EXERCISE 4 This exercise assumes that you have completed Advanced Features exercises one through three and that you have run Company information and chosen to use the menu bar and have placed all Passport Business Solutions software products on the main menu Also if your monitor has 25 lines that you have run Company information and answered Y to Use line 25 Objectives e To enable you to build and exit Access Groups e To enable you to switch from Access Group owner to a member e To familiarize you with menu operati
214. m employment and that is not taxed until withdrawn Item 1 A single thing in a list 2 A single piece of merchandise or part in an inventory Job Activity Transaction A transaction to record the estimate of the amount of a job or a cost item on a job has been done or still needs to be done These transactions allow the Job Cost module to print reports showing whether a job is ahead of or behind schedule or over or under budget See Sub Job Control File A file you set up when you first start using a PBS module This file holds information that specifies how you want your PBS module to run in the day to day use of it The Company information is the control file for the entire system Journal The journal is sometimes called the book of original entry The unit of organization of the journal is the transaction entry and these are recorded in time sequence A single transaction may have many debits and credits all to different general ledger accounts The general ledger is organized by account Transferring entries from the journal to the general ledger is called posting Each debit and credit of a journal entry is copied into the ledger under its appropriate account heading The journal and ledger entries are then cross referenced with each other s page numbers See Ledger General Ledger and Compare with General Journal Passport Business Solutions Key A field in a record that makes that record unique from all others in
215. main menu selec tion cursor reappears 30 Press D Main menu selection cursor goes to Define multiple companies CTL main menu disappears menu bar selec 31 Press lt Enter gt tion cursor stays on CTL to indicate which main menu you used Define multiple com panies appears and is ready for data entry Define multiple companies disappears CTL 32 Press lt Esc gt main menu displays main menu selection cur sor is on Define multiple companies Press and hold lt F11 gt and press C twice 236 Passport Business Solutions ADVANCED FEATURES EXERCISE 2 This exercise assumes that you have e Completed Advanced Features exercise one e Selected the menu bar using the Company information selection e Placed all Passport Business Solutions software products on the main menu Objectives e To enable you to return to the menu bar during an active selection e To enable you to activate a new selection without exiting the current selection Because it is not predictable which Passport Business Solutions software products you have installed this exercise only uses the CTL menu to make active groups These groups do not provide a great deal of practicality but do demonstrate the concepts of temporary access STEP ACTIVITY RESULT Move the menu bar selec tion cursor to CTL Control Company information appears and press lt F11 gt Press lt F11 gt Company information screen remains CTL main menu appe
216. match what is installed Note Passport Business Solutions If you encounter the following message in Windows Warning Year 2000 cutoff is 99 and should be changed See Company info or in UNIX or Linux Varning Year 2000 cutoff is 99 and should be changed Press ENTER to continue then you must update the Year 2000 cutoff field in Company information to a more recent year The 99 represents the century number entered in the Company information file This means the year 2000 cutoff is less than a year a way and needs to be changed Our current default is 20 and will be for many years so you can set it to that See the Company information chapter in the PBS Administration documentation for more information on the Year 2000 cutoff field Thin Client Startup The thin client startup is essentially the same as the Windows startup however an additional Thin client may be required Starting PBS for UNIX Linux Ensure you are logged in as a user authorized to use Passport software Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following pbs Then when the master menu appears select the module you wish to use from the master menu Running PBS on the Server On some servers the lines that make up the boxes do not display properly There is an option for starting PBS in UNIX Linux that will substitute characters for the l
217. me batch until the operator ends the ses sion by pressing lt Esc gt from within the first field of the first screen of the selection e To switch batches the operator must return to the menu and re enter the selection Except for the batch selection screen data entry into any function works the same way whether or not batch controls are used For that reason and because the appearance of the batch selection screen is much the same in all processes and packages that screen is not illustrated in the A P and A R User documentation Batches can be used even in a single user environment In a multi user environment several operators can be working in the same batch at the same time The package and process identification display automatically This example like the previous ones in this chapter assumes that you are using the Cash receipts process of the Accounts Receivable package When you first access the batch screen it will look something like this P Cash receipts enter Batch Control Company 00 XYZ Company Fie View Tools Help Posted date User ID PARTIAL CONTROLS Accounts Cash receipts CONTROL VALUE ACTUAL VALUE Number of cash receipts Not Applicable 0 Total cash received Not Applicable 0 00 Total amount credited Not Applicable 0 00 lt F1 gt next batch lt SF1 gt previous batch 179 Passport Business Solutions Batch number Select the batch number of the batch to be processed T
218. money charged or paid for the use of another s money A charge for a financial loan usually a percentage of the amount loaned Interface 1 An electronic device that arranges data and controls the transmission of data between a processor and an I O device To link a processor with another piece of equipment such as a printer 2 A program that brings data from one software application to another whether internal or external applications See ODBC Inventory An itemized list of articles materials or possessions on the premises or in stock showing quantity description cost and other details The physical goods located on the premises of a 280 Passport Business Solutions business or stored in a warehouse A software module that performs the functions of tracking inventory and inventory information Investments Things to that one has committed money in order to gain profit or interest Examples The purchase of property equipment stocks or bonds Invoice A complete list of the merchandise goods or services delivered to the buyer by the seller It usually shows quantity price shipping charges and any other costs or discounts A bill See Bills I O Abbreviation for Input Output Describing all the activities of getting data into and out of the computer I R A Abbreviation for Individual Retirement Account Money allowed by the Federal Government to be saved by individuals for their use after retiring fro
219. mpanies and view ing a single company Reports you have already stacked in one company remain in the stack when you switch to a different company even though they are no longer visible on the screen Recall that there is only one stack for all companies Format 2 characters Reports for which package A menu ofall installed packages displays on the screen Type the number corresponding to the desired package Options You may also use one of the options lt F5 gt To view reports for Al packages lt Esc gt To end Reports you have already stacked in one package remain in the stack when you switch to a different package even though they are no longer visible on the screen There is only one stack for all packages Format Two characters A screen similar to the following displays 138 Passport Business Solutions Print reports from disk Stack reports XYZ Company Reports for all packages Comp Rpt Pkg Report name Pages Stack ies a Cash Accounts List Cost centers Sub accounts list Valid G L Account List Cash Accounts List Cash Accounts List Invoice History by Customer Customers by customer Invoice History by Customer Pre Check Writing Report Inventory Trans Register Misc Charges Sales Journal Cash Receipts Journal Inventory Trans Register Misc Charges Sales Journal Cash Receipts Journal 236 Inventory Trans Register lt PgUp gt lt PeDn gt lt F5 gt one package or se
220. mple if lt F1 gt is next invoice lt F2 gt may be next customer Use for the previous of whatever lt F2 gt accesses Use to delete or remove information previously entered in a file For example to delete an existing customer or a miscellaneous charge in Accounts Receivable Use to select lt All gt at certain fields Also for spe 59 lt F3 gt Passport s Business Solutions o cial purposes in Passport modules Use to access notes for example in A R Invoices lt F6 gt used to enter notes gt When running PBS in a Windows environment the lt F7 gt key is used on date fields to access the Cal endar control There are also special uses in various Passport mod ules for lt F7 gt For example in O E lt F7 gt enables parcel tracking Also toggles between values Used to access Lookup maintenance admin istrative users only Toggles a pop up prompt window to appear or dis appear Unlike most other function keys this one is lt SF7 gt persistent The effect carries over to the next screen of the same selection and continues until you toggle lt SF7 gt again Use as the Help key When you are asked to enter information press this key to get on line Help on the current field or function lt F8 gt Use to access Data Look Up When entering data in a field that refers to this information from a related file This enables you to view and select information from the related file Press again to
221. n Note are for Windows users only UNIX users must use the equivalent Menu bar key strokes Submenu A menu with plus sign indicates that the menu has submenus associated with it To access a sub menu click on the plus sign or double click on the main menu line When a sub menu is open it is indicated so by a minus sign With the Tree view menu there are three menu levels module main and sub menu The first level is the module the main is the level under master and a sub menu is under that In this Tree view menu example Reports is selected 12 Passport s Business Solutions Passport Business Solutions AiP 4 A R C R CTL Company information w Print reports from disk PDF form file processing Cost centers Sub accounts Valid G L accounts Cash accounts Banks Batch totals Switch companies Define multiple companies Setup Ia Banks Cash accounts Multiple companies Cost centers Sub accounts Valid G L accounts m Utility Account Links Reformat account number As shown on the screen above a submenu displays immediately below the main menu selection to which it refers Submenus also have a selection cursor Move to a different menu selection by using the lt Up gt and lt Down gt or the arrow keys If you decide not to use any selection from the current submenu click on the minus sign and the sub menu will close With the keyboard use the left arrow key to close the sub menu Menu Short Cuts
222. n cursor moves to lt Up gt A Up eHow Reports Cash accounts Access Manager disappears member screen 20 Press lt Enter gt appears hot key menu selection cursor moves to member name the word Access appears on the menu bar 246 AE Bifeiniess Solutions mma STEP ACTIVITY RESULT Owner screen reappears hot key menu selec 21 Press lt Esc gt tion cursor moves to owner name the word Access clears from the menu bar Access Manager appears selection cursor is lt F4 gt 23 Press R Selection cursor moves to Reports Cash accounts Access Manager disappears member screen 24 Press lt Enter gt appears hot key menu selection cursor moves to member name the word Access appears on the menu bar Access Manager appears selection cursor is Access Manager disappears owner screen 26 Press lt Enter gt reappears hot key menu selection cursor moves to owner name Access clears from the menu bar Member screen appears hot key menu selec 27 Press lt F11 gt 2 tion cursor moves to member name Access appears on the menu bar Owner screen appears hot key menu selection 28 Press lt F11 gt 1 cursor moves to owner name Access clears from the menu bar B Press FISH Access Manager disappears you are returned meee the owner Access Manager Acs mss __ member screen 32 Press lt F11 gt 2 appears hot key selection cursor moves to member name Access appears on menu bar Owner screen appears hot
223. n history for this customer The Drill down function can be used in the invoice entry screen to find this data Access and Use of Drill Downs You may drill down to specific information by pressing lt SF8 gt and in Windows selecting the Drill down button from the tool bar An Invoice history Drill down accessed from Customers Enter is the example used for describing the features These features are the same or similar when using other Drill downs The same Drill down is accessible from multiple screen locations The same features apply to each Drill down location A list of each location for each Drill down is provided later in this section The Drill down program reads a data field on the screen and uses that data to filter for related records For example on a screen where customer 1 is displaying on the screen the Drill down program will display customer 1 s Invoice history data Drill downs may also be used in a non filtering mode where you can view all Invoice history data regardless of the customer number displaying on the screen If there is no customer number displaying then the Drill down will default to the non filtering mode Filtering for Customer s Data From the Customers Enter screen select customer 1 Select the lt SF8 gt key to access the Drill down functions and you will see the following screen 76 Passport 3 Business Solutions IgjInvoice History Sort by Selection Menu naan Cus
224. n keys defined summary of using function defined G G L accounts introduction to valid garnish defined 276 277 277 277 148 277 25 86 23 21 22 277 277 57 57 278 59 56 278 98 278 general contractor defined general function and program keys General Journal defined General Ledger account number defined General Ledger defined getting around in PBS graphical image file merge Graphical Mode Graphical Character Toggle On Off gross margin defined groups access hardware defined header defined help using on line hexadecimal defined holiday pay defined home position defined HTML defined HTML create LR A defined T O defined image file merge graphical 278 a7 278 278 278 24 278 43 279 17 279 279 71 279 279 279 279 34 281 281 24 viii income statement see profit and loss statement income defined increment defined indebtedness defined information batch processing company forms ordering information on keys supplemental informational vs audit trail reports input defined insert mode overstrike mode installation defined integrity defined interest defined interface defined introduction menus to banks to cash accounts to cost centers to editing text to external cross reference to menu selections to PBS System to PDF form file processing 280 280 280 280 164 86 60 143 280 226 280 28
225. n many modules this is a main menu selection but in A P and A R it is a submenu selection from Master information Press lt Enter gt until you reach the screen containing the Batch controls level field In A R this is the first screen Control information XYZ Company 1 age by inv due date Invoice date 2 age days in prd 1 30 6 Aging period 1 descrip Current 3 F age days in prd 2 60 7 Aging period descrip Over 30 days 4 age days in prd 3 90 8 Aging period 3 descrip Over 60 days 5 age days In prd 4 999 9 Aging period 4 descrip Over 90 days 10 Use sales reps 7 hj 21 Use cust as phone 1 7 N 11 Use commissions Li 22 Fin chg pet level 1 2 50 12 Allow comm on marg N 23 Level 1 cut off amt 13 Commissions by Sales rep 24 Fin chg pot level 2 00 14 Default commiss pot 5 00 25 Age past due by what date Inve dat 15 Dfit commiss method on Price 26 days past due for F C 16 Commissions pald on Sales 27 Minimum finance charge 00 17 Use cost of sales N 28 Calc fin che on fin ches Y 29 Default doc format None 18 Summary post dist Y 30 Batch controls level N A 19 Keep cust hist file Y 20 Current prd end date 8 31 04 Field number to change 31 Taxable by tax rate From the Field to change prompt of the Control information screen enter the field number of the Batch controls level field 30 in this example Batch controls level Three levels of batch controls are supported
226. n not be blank You can only skip a field without a field value if it is OK to leave the field blank In most cases a date field can not be left blank BreakOut enable Selecting the lt F1 gt key this turns BreakOut on or off for the entire system for this user Other users are not effected by this switch lt F1 gt Toggles BreakOut on or off for this user Another way to toggle BreakOut on or off is to select the lt F11 gt key twice without selecting any other keystroke or mouse click The same function applies when clicking on the BreakOut button twice Turning BreakOut off is useful when you want to do a one time edit of a Not field that has been set to skip but you need to get to the field to edit it ore It is also useful if you need to change the BreakOut field value skip field setting User ID When the arrows are pointing to this field you can view the User ID for which you are logged it The user ID displays on the bottom line of the BreakOut window If you are a general user then you can only view your User ID If you are an administrative user you can enter a PBS User ID and then add change or edit a BreakOut setting for that user Select the lt Enter gt key at the User ID field and then enter the User ID Select the lt Enter gt key again to accept the entry You are now ready to enter BreakOut settings for that user 54 Passport Business Solutions There is a way for a PSI Administrator to copy BreakOu
227. n to occur and will reverse out the first transaction from the clearing account The clearing account never appears on financial statements See Accounts Code A system whereby letters numbers and other symbols are arbitrarily assigned a meaning The set of instructions in a computer program Comma delimited A type of data format in which each piece of data is separated by a comma This is a popular format for transferring data from one application to another because most database systems including exports of the G L Trial Balance and Financial Statements For example data pulled from a database and represented in comma delimited format looks something like the following where each field value is separated by a comma from the next field s value and each row starts a new line Adams Jane 42 female Illinois Doe James 32 male California Jones Samuel 18 male Texas Smith Marlene 54 female New Jersey When data is represented in comma delimited format they also are referred to as comma separated values abbreviated as CSV Fields may or may not be enclosed with double quotes depending on whether the field itself contains special characters including spaces and commas Comma separate values See Comma delimited 268 Passport Business Solutions Comparative The balance at the end of the prior fiscal year or accounting period to be used as a comparison to the ending balance of the cu
228. nc tions Key combinations listed in this documentation are shown as a sequence of key strokes For example to use the key lt SF1 gt press and hold down the lt Shift gt key and then press lt F1 gt Control Keys The following table lists available Control keys KEY FUNCTION Use after typing information in a field to finalize it For example Type 100 and press lt Enter gt This is required even if you have already completely filled the field The entire contents of the field are entered not merely the characters to the left of the cursor lt Enter gt On the first field of the first screen of a selection cancel the selection and return to the menu On a subsequent field return to the first field of the screen and clear any fields entered so far after selecting the lt Enter gt key after the Cancel entry message displays In any segment of a segmented field except the first clear all segments and return to the first seg ment The Tab key can function as either the Escape key or the Enter key This is determined by a setting in the system See your PBS Administrator for chang ing this function lt Esc gt or lt Tab gt Navigation Keys The following table lists available Navigation keys 57 Passport s Business Solutions Within an un segmented field clear the field and lt Up gt return to the previous field Do this at any time before reaching Field number to change Within a se
229. nd gt beginning or the end of the cur rent report Positions the display to the pre lt PgUp gt and lt PgDn gt vious or next screen of infor mation H HTML or View as HTML This option is only available if you are using PBS in Windows or via Thin client When you select HTML the report automatically is written as a temporary file and the HTML viewer displays the report in the PBS web browser Here is an example of the cash accounts report in HTML 12 PBS Web report Browser URL file Q Sup_test 120TEST_gui RWWRK 14112251 htm A lt 5 3 lt Ctl F gt Find lt Ctl N gt Explorer lt CthA gt Select all Open File Go Back Go Forward Print preview Print Deflt printer Page Setup Save as Exit lt CtleC gt Copy Date 06 04 2009 Time 14 11 22 Version 12 0 Pre release Report 0000 Page 0001 CASH ACCOUNTS LIstT Starting account First Ending account Last Report location Q Sup_test 120test_gui RWWRK 14112251 htm Acct Description Lst chk Date fmt Separator 1000 000 Cash account 13557 000 1194 MM DD YY NZA 1001 000 DDP ACH A P 4 MM DD YY N A PR 4 1010 000 Cash account 13726 002 334 MM DD YY N A 3 Cash accounts on file End of report These buttons are available 32 Passport 3 Business Solutions Select this option to open a file You may select a Open file file type of either HTM PDF CSV xls or avi Go back to a previous screen Go forw
230. nd printing forms at the same time Do not select a PDFP printer for viewing a report Forms such as A R Invoices Statements O E Invoices Purchase Orders Point of Sale Man ufacturing and their respective alignments can also be created as a Acrobat PDF file These files are stored in special directories under the main PBS directory See the associated user documentation for more information This feature applies to Windows UNIX and Linux installations However a PDF file may only be attached to an email when using Win dows See PDF Form File Processing for more infor mation This is a virtual printer It stores the report on disk Print to disk for later printing or viewing See the chapter Printing Reports from Disk for more 26 Passport s Business Solutions information on this feature Also see the Save reg isters below Sends a print job to the Windows print spooler This option is available for printing reports and sometimes for Special Forms Windows printer This is another virtual printer and directs the report to the screen It is available when printing reports Display on only ee On Windows and Thin client systems you have two display options You can display in HTML or on a Character screen Automatically generates an html document that can be viewed on screen emailed or saved for later use This option is available for reports and statements only Create html Each of these print
231. nd shall bear any expense or tax payable in respect thereof This non exclusive license is effective for the useful life of the Software However this license will immediately terminate if you fail to comply with any term or condition of this Agreement Upon termination you must destroy all copies of the Software Anew version of the Software replaces the version of the Software previously licensed Use of a new Software version terminates the icense to use that part of the Software replaced by the new Software version and Licensee shall destroy or return to Passport all copies of any prior Software version previously licensed EXCEPTAS STATED ABOVE YOU MAY NOT COPY TRANSFER OR DISTRIBUTE THE SOFTWARE TO OTHERS AND ANY UNAUTHORIZED COPY NG TRANSFER OR DISTRIBUTION SHALL AUTOMATICALLY TERMINATE YOUR LICENSE 2 Passport Update Program Passport makes available its subscription update service Passport Update Program PUP to licensees of the Software Only licensees having current and up to date enrollment in PUP are permitted to install and use any updates Contact your Passport Partner your Passport Software supplier or Passport directly to enroll in this program Updates to the Software made available to Licensee shall be treated for all purposes as Software under this License and all intellectual property rights therein shall be retained by Passport 3 Passport s Proprietary Rights he Software is copyrighted by Passport Softw
232. ne using the MMDDYY format The exact way that information is arranged on a printed page for example an invoice A R offers many ways to arrange billing information on a printed invoice a large set of formats to choose from each time you print one The way a particular model of computer places information on a disk Example Computers made by one company usually can t read information from disks that come from another brand of computer This is because the format is different This computer uses an IBM format A program supplied with a computer operating system to prepare a disk to be used by that model of computer Freight The charge for transporting goods from one place to another Goods carried by a vessel or vehicle FUI Federal Unemployment Insurance A federal tax paid by employers to provide income to people who lose their jobs 277 Passport Business Solutions Function An operation that a PBS module performs such as the Customers function or the Sales function Function Keys Designated keys on the computer keyboard that serve a special function defined by the program being used A function key can be a single key or two keys pressed simultaneously lt Esc gt lt F1 gt and lt F2 gt are examples used in PBS software With the use of these keys the computer performs certain processing steps without the user having to enter instructions in detail Example In a PBS module a program might prompt you to Press
233. ngth fonts and variable length fonts The length refers to the distance from the beginning of one letter to another Fixed length fonts have the same distance between two letters and variable length fonts can vary depending on the letters used In PBS you can change the font when printing The default font type and size will work in most situations But if you change the font type you will find that the fixed length fonts are the most workable On the right side of the Printing Window is the Printer layout The lines per page and the columns per page will change depending on the font and font size chosen If you select a font that has more than 60 lines per page and more than 135 columns per page some of the data may not print on the page The first time you use Windows printer after logging into PBS the printer that displays will be the workstation client default printer If you select a non default printer for a report or form the 22 Passport Business Solutions next time you print something the non default printer will be selected Every time you log into PBS it will revert back to the workstation client default printer If you have Thin Client or Windows version of PBS the default printer as determined by your workstation printer setup or last printer selected if you recently printed a report in PBS will display in the Window status bar This will revert back to the default printer every time you
234. not be editable when changing a record In many cases you do not have to enter the fields in any particular order As many fields are defaulted and some are not required you may save a record before all the fields are accessed If you are adding changing or viewing a record you may also access other tabs with the mouse The following are the available right click options for editing the field with a mouse Options Deletes the selected data and puts this data into Cut memory With the data in memory you can then paste the data into another field or in another open windows application Puts the selected data into memory With the data Copy in memory you can then paste the data into another field or in another open windows appli cation Pastes the contents of memory into the field If Paste the data stored in memory is longer than the field will accept then the data will be truncated to fit into the field Deletes the selected data This un does any editing that was done on the Undo field You can only use this before you leave the field Once you move away from the field the editing is stored in the file This selects the entire contents of the field This Select all selection is only available if the field has not been or only partially selected 45 Passport Business Solutions Calendar Control The calendar program works a little differently in Character Mode vs Graphical Mode Graphical Mode In
235. nt subsidiary relationships exist Each company in the group of such relationships maintains its own financial records and produces its own financial statements However the group of companies also operate as a single economic entity and so combined or consolidated financial statements are prepared Multi company consolidation enables this See Consolidation Multi drop order A purchase order that specifies to the vendor that some of the items on the order should be delivered to one location and other items should be delivered to another location There can be several locations that the goods are delivered to multiple drops Multi User Refers to a computer system set up so that more than one person can use the same programs at the same time from different terminals All users can access the same files except when a file has been protected See File Protection Net The amount remaining after all necessary deductions or losses have been accounted for as a company s net profits The amount designated on an invoice as the final amount The final amount on a check paying a bill after all discounts have been deducted or on a payroll check the final earnings amount after all taxes and other deductions have been removed Net Current Assets See Working Capital Net Worth The residual value of an economic entity that can be realized by the owner s after all claims by creditors have been fully satisfied Numeric Pertaining to data that cons
236. nts print checks you can restrict the selection of vouchers for payment to only those in a specific payment group The most obvious use is to separate the people you pay weekly from those you pay monthly but you may also use the payment group as a criterion to Print labels Print vendor reports Print the Aged Open Items Report and Cash Requirements Report Payment group is optional and may be left blank Format 3 characters Example Type MFG for manufacturing Vendor type Enter the vendor type This is a code of your own choosing used mainly for your reference The Purchases Discount Report can be printed by vendor type allowing better analysis of vendor activity It is also used by the Purchasing Advice Report in the Purchase Order module Entering a vendor ID is optional you may leave it blank Format 3 characters Example Type MFG Vendor status lt Status From here you can access help for the entire chapter by using the arrow keys PageUp Down keys and the Home End keys You can also access help from other chapters by going to the top or bottom of the chapter There you will see a link Open topic with navigation When accessing PBS from a field or screen it normally links to one chapter only When this occurs at the top and bottom of each chapter you will see a link that indicates Open topic with 71 Passport Business Solutions navigation Selecting this link provides access to
237. ny information Example Press lt F1 gt Description If you are in change mode or if you are in add mode and the new cash account has already been defined via the Valid G L accounts selection then this field displays automatically and may not be changed Otherwise you are informed that this cash account is not a valid G L account and are asked whether you wish to add it If you have merely made a keying error answer N to select a different account If you really wish to add a new account answer Y and enter a description of the cash account The account will be added to both files If you use G L you are warned that the account will not be added automatically to the G L Chart of Accounts file In this case Passport recommends that you add the account first to G L Chart of accounts and only then add it to Cash accounts 107 Passport Business Solutions Format Up to 30 characters Example In this example the description displays automatically 2 Last check This field displays as Not applicable unless you are using PBS Accounts Payable and or Payroll Those modules use this number to determine the next check number when printing checks When processing ACH checks are not used So if you are using ACH processing in Accounts Payable or Payroll the ACH number in fields 5 or 6 will be used If you only cut A P checks from this cash account enter the last A P check number used If you only cut PR checks from this cash a
238. o move to the menu selection To open a sub menu use the right arrow key To close a sub menu use the left arrow key To access the program use the lt Enter gt key The Windows menu has two additional selections of File and Help Under File you can Exit PBS Under Help you can view the PBS license information Menu Bar Menu As you move the cursor across the top of the screen a Menu bar menu appears which shows var ious selections for that particular module This is referred to as the main menu Menu bar lists avail able modules horizontally across the top of your screen When using the original color scheme the alignment is further distinguished by a color which gives the appearance of a bar The following screen shows a System Manager menu PBS Company 00 XYZ Company ASP CAFR CAR G E J76 AiG cO E PJO P R PZS More 00 Print reports from disk PDF form file processing Cost centers Sub accounts Valid G L accounts Cash accounts Banks Batch totals Switch companies Define multiple companies Setup Reports Access groups Utility Account links Reformat account number Labels Manufacturing controls The selections are listed vertically on the Menu bar menu Use the Up Down Left and Right arrow keys to navigate around the menu You can use lt F11 gt letter key combination to move to the next module beginning with that letter 14 Passport Business Solutions Th
239. of a business or activity at any given moment The main types of accounts are Assets Liabilities Owners Equity Revenue and Expenses Example The various accounts are summarized in the financial statements Businesses or individuals with whom you have a relationship that involves the exchange of money or credit Example XYZ Company has 300 customer accounts Accounts Payable The financial records of the money owed by a business to its creditors for goods or services received including a record of payments made to those creditors Also the actual dollar amount owed Example XYZ Company has accounts payable to 270 creditors A current liability account in General Ledger summarizing the amount of money a business owes its vendors Example Our Accounts Payable account in the General Ledger shows that we owed our vendors a total of 56 238 07 on the last day of the month Accounts Receivable The financial records of the money owed to a business by its customers including a record of payments received from those customers Also the actual dollar amount owed Example We show an accounts receivable of 1 243 24 A current asset account in General Ledger summarizing the amount of money owed to a business by those to whom the business has sold goods or services on credit or on account Accrual A system of accounting that shows all revenue earned during a given period and all expenses incurred in the period even if no money has yet change
240. ol bar A screen similar to the following displays There is a highlighted bar through one line of the list That bar indicates the entry that will be selected if you press lt Enter gt You may change the location of the bar and the contents of the screen by using the mouse or the keyboard With the keyboard you can scroll through the lines using the arrow keys Scroll through pages by using the lt PgUp gt or lt PgDn gt keys Go directly to the beginning or end of the data for this field using the lt Home gt or lt End gt keys or clicking on the Home and End buttons In Windows using the mouse you can highlight a entry by clicking once on it Then you can double click on the selected entry to view the it There is a set of double arrows and single arrows on the right side of the Window The down double arrow will move down the file to a new group of records and is like the Page Down key Clicking on the up double arrow will move up the file like the Page Up key The single arrows are the equivalent to the up and down arrow keys Depending on how your system is set when you first access the Lookup the cursor focus may be at either on the first line sort by field or search by field PowerTools Lookup Options The following table lists the available options when using the character lookups from Character Mode screens 67 Passport s Business Solutions KEY OR ACTION FUNCTION DESCRIPTION Tab ke Use the tab key to move between re
241. ompany LABEL DESIGN LOCATION GRID This location grid will be printed using all of the general characteristics you have specified for this label Use this grid to help you map out the positions of the fields you will be placing on the label On a laser printer a full page of labels will be printed On any other printer three complete rows of labels will be printed Module Label ID Ic ITEMS Items Label page control codes lt none gt Standard label font code lt none gt Printer reset code lt none gt of labels across 3 Horizontal Measurements Left margin 1 Label width 25 Gutter width 1 Vertical Measurements Label height 8 Line spacing code lt none gt Gutter height 1 Line spacing code lt none gt Print the Label Design Location Grid Following the entry of the labels and margin fields the printing of the grid provides a more precise test of the position of the labels with the label form and with your specific printer When you have finished that process you should select N to continue Field number to change Options Make any needed changes If you are entering a new label then you will be on the screen where you select and format the fields Use one of the options if you are changing a label lt F1 gt For next label format lt F2 gt To copy the label lt F3 gt To delete the label Print menu From the print menu you may select one of lt F7 gt the following Test this label l
242. ompany information 2 Description Enter the description of the department Format 30 characters Field number to change Make any needed changes or press lt F3 gt to delete the department 93 Passport Business Solutions PRINTING COST CENTER LISTS This selection enables you to print a list of Cost Centers If you have two Cost Center segments both Divisions and Departments will be printed Select Cost centers Sub accounts from CTL Reports 94 Passport Business Solutions Ezz MAINTAINING SUB ACCOUNTS You may add change or delete Sub accounts Select Cost centers Sub accounts from the Ctl menu The following screen displays 1 Sub account Options Enter the sub account or use one of the options lt F1 gt For the next sub account lt SF1 gt For the previous sub account Format As defined for the sub account in Company information 2 Description Enter the description of the sub account Format 30 characters Field number to change Make any needed changes or press lt F3 gt to delete the sub account 95 Passport Business Solutions PRINTING SUB ACCOUNT LISTS This selection enables you to print a list of Sub accounts If Sub accounts are not being used the it will print a list of Cost centers If neither are set up for your company then the message Cost centers are not used displays Select Cost centers Sub accounts from the Repor
243. on Lst chk Date fmt Separator 1000 000 Cash account 13557 000 1194 MM DD YY N A 1001 000 DDP ACH A P 4 MM DD YY N A PR 4 1010 000 Cash account 13726 002 334 MM DD YY N A 3 Cash accounts on file End of report lt F2 gt shift display lt Esc gt exit E Press lt F 1 gt at any time to pause the scrolling of the report The following options are available Stop Continue Shift Scroll Display After you press lt F1 gt the lt F2 gt prompt changes from shift display to scroll display When you press lt F2 gt the bottom line changes as shown below TECT Reports Cash accounts Company 00 Version 12 He alo xiwialelaaaja ajaima Date 06 04 2009 Time 13 56 52 Version 12 0 Pre release CAs SH Aa Gl COS USING ESE Starting account First Ending account Last Acct Description Lst chk Date fmt Separator 1000 000 Cash account 13557 6000 1194 MM DD YY N A 1001 000 DDP ACH A P 4 MM DD YY N A PR 4 1010 000 Cash account 13726 002 334 MM DD YY N A 3 Cash accounts on file ti lt Home gt lt End gt lt PgUp gt lt PgDn gt lt Esc gt return 31 Passport Business Solutions Shifts the display to the nght Left and Right arrow or left Upandbennandw Shifts the display up or down one line When you stop the scrolling before the report is at the end you can only page down to what has already been displayed Positions the display to the lt Home gt and lt E
244. on either a temporary or permanent basis While the group is active press lt F11 gt to return to the menu from the owner move the selection cursor to the new selection and press lt F2 gt The new member now belongs to the group on a temporary basis Later when you select the saved group again it contains only the original members 19 Passport Business Solutions If you want to permanently associate the new member with the saved Access Group delete the saved Access Group and then re save it with the new member Deleting Saved Access Groups When there is at least one saved Access Group the Access groups sub menu has a note which says lt F3 gt to delete Move the Access Groups sub menu selection cursor to the Access Group you want to delete and press lt F3 gt The Access Group is then no longer saved Changing Names of Saved Access Groups It is possible to change the name of a saved Access Group at any time While the group is active press lt F4 gt to enter the Access Manager With the Access Manager present press lt F1 gt A screen appears enabling you to make the change 20 Passport Business Solutions PRINTING In the course of running an application it is frequently necessary that a report or form be generated In Passport Business Solutions software there are options available to enable you to control the des tination of your printing When printing a window similar to the following
245. on entering a new batch these values are of course zero When processing an existing batch you can change the control value You would normally do this only if you have determined that a batch could not be posted because the control values were entered incorrectly You cannot change the actual values from this screen for either new or existing entries The actual values are automatically maintained as entries are added deleted or changed in the corresponding selection If you have specified partial controls for this package in Control information the amounts in the control value column are not entered They display as Not applicable The amounts in the actual value column do display Format 99999999 for a count 999999999999 99 for a dollar total Field number to change Options Make any needed changes or use one of the options lt F1 gt For the next batch in this process lt SF1 gt For the previous batch 169 Passport Business Solutions To delete this batch This option is available if the lt F3 gt batch is empty or if it has been posted but not other wise Upon pressing lt Enter gt with this field blank you are positioned at Field 2 to enter another batch 170 Passport Business Solutions BATCH LIST The List function on the Batch totals menu enables you to print or display a list of all batches on file whether they are posted or open Select Batch total from th
246. on while in an active Access Group Because it can t be known in advance which Passport Business Solutions software products you might have installed this exercise makes active groups only from the CTL menu Such groups do not provide a great deal of utility but do serve to demonstrate the concepts References to the hot key menu in this exercise are only valid if you are using a monitor with 25 lines All steps in the exercise remain valid for all types of monitors ACTIVITY RESULT Move the menu bar selec tion cursor to CTL Con trol Move the main menu selection cursor to Valid G L accounts Press lt Enter gt The CTL menu appears main menu selection Press lt F11 gt cursor remains on Valid G L accounts because it is the current active selection 3 Main menu selection cursor goes to Reports men lec 4 Press lt Enter gt The reports submenu appears submenu selec tion cursor is on Cash accounts The Access Manager appears briefly in the center of the screen the line 25 hot key menu appears the word PBS on the menu bar is Press lt F2 gt replaced by a solid block to indicate an Access Group is now active the CTL menu selection cursor remains on Valid G L accounts The Access Manager appears It shows the Press lt F4 gt owner first and the member second Note that the hot key menu shows these selections in the 245 Valid G L accounts activates Passport s Business Solutions STEP ACTIVITY
247. only one screen for entering an ACH bank Two screens are required for entering a Company ACH bank Screen 1 General Bank Information Select Banks from the CTL menu The following screen displays Banks Enter XYZ Company Bank code 2 Bank name Bank type Cash acct ABA routing Bank account Address 1 Address 2 Address 3 Country Contact Phone oe SOeEnOuUaAwWeH m Fax Email _ 12 Comments lt Fi gt next bank lt SFi gt previous bank lt Enter gt Look up by name lt F2 gt look up by cash acct Enter the following information for screen 1 1 Bank code Options Enter a valid bank code number or use one of the options lt F1 gt For the next bank on file lt SF1 gt For the previous bank blank Lookup by bank name lt F5 gt Lookup by cash account number Format 4 characters 2 Bank name Options Enter a valid bank name or use one of the options 115 Passport Business Solutions lt F1 gt For the next bank on file lt SF1 gt For the previous bank blank Lookup by bank name 23 characters The size of this field is limited to 23 char oe acters due to the restrictions of the ACH file standards 3 Bank type Enter the bank type There are 2 choices A ACH bank C Company ACH bank An ACH bank indicates that it is either a vendor bank or an employee bank This is also know as the receiving bank See Receiving Bank A Company AC
248. ontact file To escape and not send an email CC is an abbreviation for Carbon Copy It provides an indication that a duplicate in this case email will be sent to another email address Entering a new CC or email for a contact with no email There is a control setting that will allow or not allow this feature It may not be available on your system When entering a new CC or to enter an email for a customer or vendor contact that has no email enter the following CC Recipient s name or Recipient name Enter the name of the recipient 158 Passport Business Solutions Format 25 characters Example No example in this case CC Email address or Email address Enter the recipient s email address Format 60 characters Example No example in this case Any change Select Y to make a change If you select the default of N then the Email Processing Screen will display Emailing Stacked PDF Documents Before you email stacked documents you may use the filtering option to stack and select the PDFs that you want to email Only those PDFs based on the Document Selection Options and those that are stacked will be emailed To email stacked PDFs do the following Stack the PDF forms you wish to email See the Stacking and Unstacking PDFs section earlier There must be at least one PDF that is stacked before you can run this selection Select lt F6 gt to email the stacked documents Options An
249. ontrol keys function and program keys general function and 290 22 21 21 111 94 141 189 25 200 28 25 131 23 96 28 104 290 290 164 151 291 291 290 57 57 program load fail defined prompt window prompt defined prorate defined PUP defined Purchase Order P O defined purchase defined purge batch purge defined purging saved registers Q quotation defined reboot defined receivable defined receiver defined receiver defined receiving bank recognized profit defined re configure defined record lock defined reformat command paragraph reformatting copy and paragraph refresh PDF master file register batch control register defined registers save 291 64 291 291 291 291 291 173 291 145 292 292 292 292 292 292 292 292 293 227 228 161 172 293 29 xiv regular hours defined regular use of batch totals reimbursement defined re initialize defined release defined remittance defined report types reports deleting from disk displaying printing from disk purging saved registers reports printing reports stacking reports windows printer reset lock count batch restore program defined restore defined retainage defined retained earnings defined revenue defined right justified defined rounding defined routine defined run defined running balance defined running PBS 293 166 293 293 293 293 28 143 29 13
250. options from the filtering Invoice history Sort by selection menu The set of options is called Browse all records by The number of sort options depends of the file being accessed In the case of the Invoice history file there are nine Here is the screen with only the Browse all records by displaying lgjInvoice History Sort by Selection Menu Customer Name by Invoice Salesman by Customer Invoice Invoice Date By Invoice Order by Invoice Purchase Order by Customer Bill Group by Invoice Bill ref by Invoice User Def Field 1 by Customer After you select the sort by a Window with the records display You may then select any record and view the Invoice history details Drill Down Locations Drill downs are only available from the Character mode screens The Graphical mode screens have other options for viewing and accessing history data Each Drill down has a set of screens in PBS where that be accessed In order for the Drill down to filter history records to match a specific vendor or customer record the vendor or customer number must display somewhere on the screen Sometimes you may have to enter the vendor or customer number in the appropriate field or in some cases it will already display as soon as you access the screen 79 Passport Business Solutions Vendor History Drill Down The Vendor history Drill down is accessible from many locations throughout PBS including places in Accounts Pa
251. or data entry Overwrite field number 3 Company information screen remains menu with all X s Press lt Enter gt bar selection cursor goes to O E O E main Press lt F11 gt 0 menu appears With the main menu selec tion cursor at Company infor mation move the menu bar You are returned to Company information selection cursor to CTL Press lt Enter gt Press lt F11 gt CTL main menu appears Main menu selection goes to Valid G L Press V accounts CTL main menu disappears Company infor Press lt Enter gt mation screen disappears Valid G L accounts appears CTL main menu appears main menu cursor is Press lt F11 gt at Valid G L accounts because Valid G L accounts is currently active Menu bar selection cursor goes to C R C R Press the lt Left gt arrow key main menu appears main menu selection cur sor is on Checking accounts 10 11 12 13 14 15 16 17 18 19 20 21 2 sor goes to currently active selection Valid Menu bar selection cursor goes to CTL CTL 2 Press the irii Grew key main menu appears main menu selection cur G L accounts 238 Passport s Business Solutions CTL main menu disappears Valid G L accounts screen disappears Company infor 26 Press lt Enter gt mation activates note that field 3 no longer contains X s It contains your original address in it Press lt Enter gt at Field number to change onthe The second screen of Company inform
252. or note entry For instance notes associated with serialized units in Inventory Control use a simplified form of these commands Where this is the case the User Manual explains any differences The commands are listed below Insert Mode Overstrike Mode To switch between insert and overstrike mode press lt Insert gt Cursor Movement Listed below are cursor movement commands PRESS THIS TO DO THIS KEY Move one character to the right lt Ctrl gt D Move one character to the left lt Ctrl gt S Move to first character of previous word lt Ctrl gt A Move to first character of next word lt Ctrl gt F Move to end of line Second lt Ctrl gt J moves lt Ctr gt t to beginning of line Move to top of screen Second lt Ctrl gt R lt Ctri gt R moves to previous screen Move to bottom of screen Second lt Ctrl gt C lt Ctrl gt C moves to next screen Move to bottom of screen Second lt Ctrl gt V lt Ctrl gt V moves to top of screen Text Deletion Listed below are text deletion commands 226 Passport Business Solutions PRESS THIS TO DO THIS KEY Delete previous character Backspace ort P lt Ctrl gt H lt Ctrl gt G or Delete current character lt Del gt Delete next word on current line lt Ctrl gt N Delete previous word on current line lt Ctrl gt P Erase to the end of the line lt Ctrl gt T Paragraph Reformat Listed below are paragraph reformat commands PRESS THIS TO DO THIS
253. or the current input field This function is variable for any input field lt Enter gt To move the cursor to the Enter value field lt F1 gt Toggles the field value on or off The BreakOut setting is variable based on the field length Format type of field and the usable function key options for the field in which BreakOut is being assigned Entering a field value When you select the lt Enter gt key from Field value your cursor will move to the Enter value field near the bottom of the window Your window will now look like the following Depending on the field that you are on you may be setting a function value or entering a value Options Enter the field value or use one of the options lt F12 gt For view and select one of the special function key values ei ere Select one of these function keys When doing so the lt F5 gt lt F6 gt Field value will be the same as pressing this key It lt FI gt lt F8 gt will also auto select the Skip field to be on Selecting the lt F12 gt key will display the following special key value window 52 Passport Business Solutions Select one of these special value options by entering the number to the right of the option The following table categorizes the special key types and values Table 1 BreakOut Key Types and Values FUNCTION CURSOR PROCESSING DEFAULT KEYS CONTROL KEYS KEYS FIELD VALUES 1 F1 9 Up 14 Esc 17 Spaces 2 F2 10 Down 15 Restart 18 Zero 3 F3 11 P
254. organization at the end of a financial period The balance sheet always shows an equality between assets and the sum of the liabilities and equity This follows the basic accounting formula Assets Liabilities Equity See Assets Equity Billing A bill statement or notice informing a debtor of an amount owed The action of sending out bills statements or notices or otherwise informing debtors of amounts owed Example Our billing is done each morning Bills Invoice documents informing customers of amounts owed The accumulated indebtedness of a person or company represented by individual invoices or summary statements of money owed to creditors Blanket Order Release A specific quantity of an item or items on a blanket P O that you now want delivered It is the current periodic shipment for the blanket order The vendor was originally informed of the total quantity that you wanted over the course of the year The release is the specific part of the total quantity that you want shipped now See Blanket P O Blanket P O A statement to a vendor that you want to buy a large total quantity of an item but you don t want it delivered all at once You want it delivered in pieces over the course of several months 265 Passport Business Solutions or a year See Purchase Order P O BreakOut A utility that allows a user to setup fields with a default value default function key and or to skip the field It works on any
255. ork undisturbed The temporary link no longer exists If an Access Group includes a selection which is under batch control that selection should be the owner rather than the member You should not use Temporary access to switch to another company because the Owner is not retained If you are in the middle of entering a transaction you can not temporarily access posting because you must exit the transaction entry first 16 Passport Business Solutions Access Groups and Access Manager Access groups are used to link related functions Access groups enable you to move quickly and easily between functions Access groups will only be available when you are using the Menu bar type menu Building setting up an Access Group links up to four member selections to one owner selection The owner is generally a major frequently used function of a Module such as Customers or Enter Invoices The members are usually secondary look up or add functions such as tax codes or terms that are helpful to view from the owner selection You switch between the owner and its members using hot keys From the owner of an Access Group you can switch to any member at any time But as with temporary access the only valid path from a member is to return to the owner of the group and then to another member if desired When you switch from an owner to a member any incomplete work in the owner is undisturbed When you switch from a member to an own
256. ory by customer View Invoice history by invoice It does not filter for the invoice that is displaying Employee History Drill Down The Employee History Drill down is available on these Payroll screens 81 Passport Business Solutions Payroll MENU SELECTION SuB MENU DESCRIPTION Employees Enter Enter only on the second screen not Time worked on the initial parameter screen of pay period start end etc Adjustments Enter Year end Enter W 2 information Year end Enter 1099 information 82 Passport Business Solutions USING NOTES In many selections you have the ability to attach a note to a document e g an order or an invoice or to an entry e g a customer a vendor an inventory item These notes do not appear on any document sent off site but they may be viewed later on many screens and may optionally be included on edit lists and other reports Whenever the note feature is available a prompt appears When notes are available lt F6 gt will access this function When no notes are available lt F6 gt may be used for any function which would not normally be assigned to another function key In this case notes are not available at that location The ampersand amp appears on the screen when a note is already on file for the customer or order or some other entity Thus you do not have to check each entry to see which has a note As many notes as desired may be attached to th
257. other window will display In this window you have the following options lt F1 gt To proceed with emailing the PDFs To temporarily edit the message that becomes the body lt F2 gt of the text The default text is entered in Company infor mation lt SF2 gt To CC yourself It will use the email address entered in your user record Press SF2 again to remove the CC lt Esc gt To escape and not send an email Enter your EMAIL password After you select the lt F1 gt key to email the PDFs then you must enter your password 159 Passport Business Solutions Format 20 characters Example No example in this case Select the lt Enter gt key to send the emails The subject and document name will display as they are being sent After sending the emails a window will display with information similar to the following Closing connection 24 emails sent 0 failures See log for reason If there are any failures go back to the previous screen to view the log for each failed email The Email Configuration appendix in the Administration documentation provides a list of the possible error codes and descriptions that could occur when an email fails Refer to this and the configuration overview for additional help 160 Passport Business Solutions REFRESH PDF MASTER FILE There may be an instance where the PDF files that reside in the PDFFIL directory are not in sync with the PDF master file When this occurs
258. ount constitute a non typical balance If the balance in an account is non typical then it is enclosed in parentheses Example Cash is usually a debit balance account so its parentheses control code would be C for credit This means that when the cash account has a credit balance the dollar amount will appear in parentheses on financial statements to indicate that this balance is not typical Password A group of characters that uniquely identifies the user of a system and that controls his or her access to the menu selections in PBS Example A password is created called Will 3 This password is defined so the user of the password can enter accounts receivable invoice transactions but cannot make changes to the Customers Password Protection Access to programs and data on a computer controlled by passwords See Password 287 Passport Business Solutions Patch A change made to a program to correct a mistake or change its operation Payable Requiring payment The area of a business s accounting dealing with transactions requiring payment by the business Payables or Accounts Payable Payment Something of value given in return for goods or services Payroll Literally the roll to be paid A list of employees receiving wages for a given period showing the amount due to each as well as the total sum to be paid out The total sum of money to be paid out to employees at a given time See Holiday Pay Vacation Pay C
259. pear at the beginning of a sorted list Last refers to the customer number or item number that would appear at the end of such a sorted list Sometimes you have a choice of defaults with one being shown in the field which you can select by pressing lt Enter gt and the other perhaps an lt F2 gt default which you can select by pressing lt F2 gt A common use for a choice of defaults is to define a range of data You can either enter a starting number or press lt F2 gt for First first one on file The cursor then moves to the ending range field and a prompt appears with other choices 48 Passport Business Solutions On reports if you enter a value for the starting field and you want the Note same value in the ending field you can simply select the lt Enter gt key on the ending field and it will have the same value as the starting field Maximum Field Sizes The PBS user documentation show the maximum size allowed for most entry fields Where the formats are not given one of the following two situations exist 1 Ifthe format is obviously one character the format may be omitted For example Y Yes or N No 2 Ifthe format is determined by entries made in your system the format is omitted For example an account number or item number segment size was previously entered and now displayed For alphanumeric fields the number of characters allowed is shown For example Format Up to 12 characters This indi
260. plete the test If you select N then the following prompts will display Please mount regular paper on printer Type DONE when ready Type in DONE after you have mounted the regular paper on your printer You will be return to the menu When you select N to print a test run then you will be prompted for Any change Select Y to make changes or select lt Enter gt to accept the default and the following screen will display Laser Labels Print item Labels XYZ Company Labels down the page lol Label print order Enter number labels to print top to bottom on a single row Any change N 219 Passport Business Solutions Labels down the page Enter the number of labels down the page Do not count the labels across the page only the row of labels down the page Only count the entire group of fields in a label as 1 When printing to a laser printer this number determines the point where the program ejects the paper Format One character Y or N the default is N Example Select lt Enter gt Label print order There are 4 sort options I Print in item number order D Print in item description order L Print by location order R Print by quantity received order If you selected to print in item order a screen similar to the following will display XYZ Company 1 Number of labels to print for each item Starting item Ending item wn Product category Product sub category ust 6
261. port Business Solutions Starting PBS Menus and Printing This chapter contains the following topics Introduction to Starting PBS Menus and Printing Starttme PBS SoftWare os cleaned owen Ei Running PBS Applications 0 0 ccccccccsccnesssancccanevavesseseans System Manager Menu ass osccadenceduskdcsoncseceddgendecetssenduo Passport Business Solutions INTRODUCTION TO STARTING PBS MENUS AND PRINTING Running PBS can vary depending on your workstation client setup and server operating system Passport has provided flexibility in how the screens and data look so there are several variations that are possible This chapter will cover the most commonly used methods of starting PBS in particular the pre installed methods Different font types sizes and font characteristics are available from the standard workstation installation when starting PBS through the Windows Start menu Thin client workstation installations will also take advantage of these font variations The fonts settings will not effect the Graphical Mode screens The font Note sizes for Graphical mode are determined by your computers Display Prop erties If your PBS system is on a UNIX or Linux operating system and you are not using thin client then you can run the character based version of PBS The character based version requires a terminal emulation program to run PBS on a Windows workstation PBS can be opened multiple times
262. pter 12 Using Batch Controls shows how to group transactions into batches so that sev eral operators can be entering or posting batches of transactions without interfering with one another while still maintaining tight control on batch totals Chapter 13 External Cross references_ describes how you can refer to your account numbers by synonyms used in non Passport products or by yourself prior to restructure of your account numbers Chapter 14 Defining Menu Selections illustrates how to add your own menu selections to the system s menu letting you define and use executable programs and operating system com mands from the menu bar Chapter 15 Labels allows you to define I C items labels You may enter font information and setup bar codes for labels Appendices Topics The appendices provide a variety of reference information Appendix A Notes and Comments Text Editing describes the Passport Business Solutions text editor primarily used when entering notes and comments attached to an entry in a master file or transaction file Appendix B Advanced Features Tutorial provides a means for learning some of the basic sys tem features in PBS Some tutorials on setting up BreakOut are included Appendix C Glossary of Terms lists accounting and data processing terms referred to throughout the User documentation especially as they are used in the Passport Business Solu tions software Passport Business Solutions
263. r Once the file has been fully populated by either method you can still change it whenever account numbers change in any of the four account structures using Account links Enter Be aware that account maintenance new changed or deleted accounts in either G L Chart of accounts Enter or in CTL Valid G L accounts Enter is not automatically carried forward into the Account Links file The Account Links file may be processed by the File Initialization utility and by the regular and extended File Utilities but not by the Upgrades Account Links You must establish account links from the current account structure 17 characters to the previous account and or one or two external cross reference accounts These links enable you to interface transactions from non Passport systems with the Passport Business Solutions General Ledger mod ule Select Enter from Account links in the CTL menu When the Account links menu displays select Enter The following screen displays Account links Enter XYZ Company Current account 1 Account 2 Description Previous account 3 Account 4 Description First external cross reference account 5 Account 6 Description Second external cross reference account 7 Account Description lt F1 gt next acct link lt SF1 gt prev acct link lt F7 gt look up by alternate acct lt FS gt auto create external lists This screen enables you to maintain the External Cross Refe
264. r Press lt F4 gt Access Manager appears Access Manager selection cursor is on Reports Cash accounts Access Manager disappears owner screen 70 Press lt Enter gt appears hot key menu selection cursor moves to owner name Access clears from menu bar Press lt F2 gt Data entry cursor advances to field 2 in the owner 249 Passport s Business Solutions STEP ACTIVITY RESULT Member screen appears hot key selection cur Press lt F11 gt lt 2 gt sor moves to member name Access appears on menu bar Owner screen reappears you see the status of 73 Press 1 your incomplete work on the owner screen Refer appears on menu bar to indicate you are referencing the owner Press any Ey p clears and you are back in the Type 100 Press lt Enter gt and type 9191 or some other account number that is not in the Valid G L Accounts file 76 Press lt F4 gt Access Manager appears Access Manager selection cursor is on the owner Member screen appears hot key selection cur 77 Press lt F11 gt 2 sor moves to member name Access appears on menu bar Note The incomplete work you left in the member is abandoned Access Manager clears The Access Manager 79 Press lt F11 gt functions like a menu When you press lt F11 gt on a menu you are returned to your active selection Owner screen appears hot key selection cur Press lt F11 gt 1 sor moves to owner name Access clears from menu bar 81 Pre
265. r the number of forms you expect to use each week Format 9999 Min stock Enter the stock level which when reached will trigger the reminder You may leave this blank if you intend to enter an explicit reminder date Format 9999 Reminder date When this date arrives you will be reminded to re order every time you start up Passport Enter the reminder date to re order this form Provided that non zero values are present in the four columns to the left of this field you may also use the option To use the date displayed which has been calculated Shae automatically Format MMDDYY 88 Passport s Business Solutions EmA 89 Passport Business Solutions Cost Centers and Sub Accounts This chapter contains the following topics Introduction to Cost Centers and Sub accounts Selecting Divisions or Departments 2 2 2 02 2 22 Maintaining Divisions or Departments 0 0 0 2 2 Printinge Cost Center Lists scesrcisiiisderedi sd vasinceekeaaanaacs Maintaining Sub accounts 2 2 0 0 0 cccecceeeceeseceeeceeeeees Printing Sub Account Lists oc 2 002 ciccccacscccsccectacsisecscenes 90 Passport Business Solutions INTRODUCTION TO COST CENTERS AND SUB ACCOUNTS Your account number structure determines your use of Cost Centers and Sub accounts Refer to the Company information chapter in the PBS Administration documentation for an explanation of s
266. received at a cost of 10 each The total value of inventory is then 150 If 12 items are shipped then the value of inventory becomes 80 Calculation Of the 12 items shipped the value of the first 10 is calculated at 5 each 50 This wipes out the earliest First in stock The value of the other 2 shipped is calculated at 10 each 20 since all 10 of the 275 Passport Business Solutions earliest 5 items have already been counted as shipped Therefore the value of the remaining inventory is 10x 5 10x 10 10x 5 2x 10 50 100 50 20 80 This 80 value represents the value of the 8 items still in stock at the latest price 10 each Compare to LIFO Average Cost Method Standard Cost Method File A collection of documents records cards or data arranged in an accessible order usually alphabetically or numerically Examples Personnel records inventory records customer address records etc A container cabinet shelf or similar arrangement that holds such data In a computer a file is a collection of related records A file can contain data or programs Example All customer records are in the Customer file SeeField andRecord File Key A field in a record that identifies the record This identification is defined by the programmer and cannot usually be changed without deleting and reentering the record Example In the Customer file the file key is the customer number and the number for each customer is
267. rence Links file You can move forwards and backwards among any of the four account number structures The cursor is located at Field 1 3 5 or 7 depending upon which sequence you are following 184 Passport Business Solutions and allows you to locate an existing entry either by entering its account number in the appropriate format or by using lt F1 gt and lt SF1 gt Having located an existing entry you are now positioned at Field number to change You can then change the number and description of any of the other three account number structures The initial assumption is that you are processing in current account sequence The lt F7 gt option allows you to move from one sequence to another at will You can work with both new and existing entries However new entries can be added only from Field 1 That is you cannot add a new entry by first entering the old account number then entering the new one even though both are correct Current account 1 Account Enter a valid account number within the current Passport account number structure Options You may also use one of the options For the next entry in current Passport account number lt F1 gt sequence lt SF1 gt For the previous entry lt F7 gt To search by previous account number sequence and to move the cursor to Field 3 Automatically create external links based on the PBS lt F5 gt Chart of Accounts file See the syn_int pdf for detail
268. rized and printed in financial statements A type of software that sets up and handles all the functions related to keeping a General Ledger These functions usually include setting up a Chart of Accounts posting journals and producing financial statements See Chart of Accounts Posting Journal and Financial Statement General Ledger Account Number A number that identifies a General Ledger account See Cost Center Sub account Graphical Mode Beginning with version 12 of PBS PSI introduced a fully graphical screen with all the char acteristics of a graphical application This is called Graphical Mode and is sometimes referred 278 Passport Business Solutions to as Full Graphical Graphical mode includes features such as list boxes drop down list boxes application menus tabs and more Before version 12 there was only Character Mode See Character Mode Gross Margin The difference between the selling price and the cost of the items being sold It is the gross margin because it does not take into account other operating expenses such as rent telephone etc Example The hammers purchased at 15 00 each are sold at 25 00 each The gross margin is 10 00 See Margin Hardware All the physical components of the computer that can be seen and touched Examples of hardware are the mouse the keyboard monitor printers etc Header The head or title at the beginning of a page of a printed document In PBS software a
269. rogram was not found where it was supposed to be Prompt A message displayed on the screen that tells the user what to do next or what his current options are Prorate To distribute expenses profits or other money in ratio to a predetermined rate or percent Example The total cost of the party was prorated over all the merry makers PUP This is the Passport Update Program Updates or Upgrades are provided by Passport Software on a regular basis These updates provide new functionality fixes to bugs and occasionally major system enhancements They also keep you up to date so that PBS will run on the latest versions of the newer operating systems If you are not on the Passport Update Program we highly recommend that you contact your PBS provider for details on enrolling If you do not have a PBS provider or your provider is not supplying the updates contact Passport Software at 800 969 7900 and we will help you with that Purchase To obtain in exchange for money or its equivalent buy That which is bought Purchase Order P O A form that is used as an aid to purchasing goods or services It requests the purchase of items or services The form states the item quantity description and expected cost Once approved this form can be sent to the vendor Later you can compare it to the goods received and to the vendor s invoice to authorize payment and ensure that the correct item was received An order from a customer for
270. rrent fiscal year or accounting period Example The comparative to our A P balance of 124 820 00 at the end of May 2016 is 122 640 00 that was the balance at the end of May 2015 Compiler A program used by a programmer to create an object program from a source program See Object Program Source Program Compensation Money given or received as an exchange for work done as in an employer employee relationship Compress To shorten the number or length of records or blocks to save storage space on a disk by eliminating gaps empty fields redundancies or data that is no longer needed In the PBS General Ledger module the purpose of the compress function is to reduce storage space taken by existing data on a disk and also speed up other General Ledger functions See Compression Code Compression Code A one character code that specifies whether the Summarize General Ledger function in the G L module will consolidate all transactions for a single day or for a single accounting period or will retain full transaction detail The values for the code are D date compression P period compression and N no compression See Compress and Code Confirming Order Status Every purchase order entered into the P O function must have some value entered for its confirming order status to indicate whether or not the purchase order is a confirming order The confirming order status in the PBS P O system can have one of four possible values Y
271. rs of the Software are permitted without the prior written consent of Passport Software Inc Licensee shall not export or re export directly or indirectly including via remote access the Software Documentation or other infor mation or materials provided by Passport hereunder to any country for which the United States or any other relevant jurisdiction requires any export license or other governmental approval at the time of export without first obtaining such license or approval from Passport It shall be Licensee s responsibility to comply with the latest United States export regulations and Licensee shall defend and indemnify Passport from and against any damages fines penalties assessments liabilities costs and expenses including reasonable attorneys fees and court costs arising out of any claim that Software Documentation or other information or materials provided by Passport hereunder were exported or otherwise accessed shipped or transported in violation of applicable laws and regulations Licensee shall comply with all laws legislation rules regulations and governmental requirements with respect to the Software and the performance by Licensee of its obligations hereunder of any jurisdiction in or from which Licensee directly or indirectly causes the Software to be used or accessed In the event that this Agreement is required to be registered with any governmental authority Licensee shall cause such registration to be made a
272. s on using this function If a valid account number is entered and is not already on file the account description will appear in Field 2 and the cursor will proceed through the remaining fields on the screen If an existing entry is selected either by entering an account number or by using the option keys that entry s information will display in the fields and the cursor will move to Field number to change Your current format for account numbers as defined in F t oe Company information Example Press lt F1 gt 2 Description Enter a brief description of this account number Descriptions are not required If present they need not be unique and they need not agree with the description in either the Chart of Accounts file or the Valid G L Accounts file 185 Passport Business Solutions Unique descriptions are nevertheless recommended since Passport allows lookup of account number by description as well as by number Up to 30 characters The default is the description of this Format account number from the Valid G L Accounts file or the Chart of Accounts file whichever is being used Example Press lt Enter gt to accept the default Previous account 3 Account Enter the account number using the previous account structure This field may be left blank If the Account Links file has already been populated by a previous use Reformat Accounts this field and Field 4 are already present If you are
273. s Solutions PBS BATCH PROCESSING Batch processing enables you to group transactions into batches that can be used for transaction entry editing and posting These are the packages that potentially use batch processing e Accounts Receivable e Accounts Payable If you use none of these packages you may skip this chapter Batch processing supports entry editing and posting by batch number Passport Business Solutions provides three features when using batch processing 1 Transactions can be grouped in the same file so that you can run separate batch edit lists and batch postings For example if you have two clerks entering cash receipts you can have them set up two batches and have each post his own 2 You can require that the total for a group of transactions match an expected total before the group is posted 3 You can print a list of all the batch postings This list identifies missing journals registers by comparing what was expected against what was actually entered Multiple users up to 99 can enter transactions into a single collective batch or each user can enter into individual batches or both When a batch is complete and when there are no longer any users entering transactions into that batch it can be posted without interfering with another batch Setting up the Batch Control option is a two part process First set up the batch option system wide on the second Control information screen then set t
274. s created on Options Enter the ending document created date or use the option lt F2 gt For ending document date Format MMDDYY Example Select lt F2 gt for the latest date Stack Unstack above selections This field determines if you stack unstack or display the selections Use one of the options from the list below S To stack the selections 155 Passport Business Solutions U To unstack the selections lt Enter gt To display the selections Format Either S or U or the lt Enter gt option Example Select lt Enter gt for display the selected emails The filtered documents will display If nothing matches your options then a message displays indicating this Stacking and Unstacking PDFs Stacking is done to provide a means of emailing a batch of documents There are two ways to select PDFs for stacking or unstacking You may select each form one at a time or you may select multiple forms by using the Document Selection Options Stacking One at a Time To stack one at a time do the following Using the Home End PageUp PageDown and Arrow keys find the form you want to stack Select the Enter key on the form you want to stack Select the S key to stack the form To unstack an email select U instead of S You will see that the status has now changed to S for stacked Unstacked emails will have a blank status Stacking One or More PDFs ata Time To stack one or more forms do the following From the m
275. s on the computer Out of Stock An item of inventory that is not available for delivery to the customer See Back Order 286 Passport Business Solutions Output Results produced by a computer To transfer information from a computer to an output device such as a printer Overhead Expenses not directly related to a specific job Example Overhead could include wages to office personnel office supplies rent and utilities of the home office These are not direct job costs because they occur whether a specific job is underway or not See Burden Labor Burden Overhead Burden Overhead Burden As opposed to labor burden All burden or overhead expenses except for the additional expenses for labor due to employer paid taxes pension and union benefits etc See Overhead Burden Labor Burden Overtime Payment for work done outside of or beyond regular hours Owner s Equity See Equity Owner The function from which an access group is built or the function from which another is temporarily accessed Packing Slip A statement that accompanies a shipment of goods that itemizes the number and type of items included in the shipment An inventory list of items shipped Parentheses Control Code In the PBS General Ledger module the Chart of accounts function allows the user to enter a one character code to define the use of parentheses on financial statements The code specifies whether debit or credit values for an acc
276. s the following topics m 13 Open Items s lt i gt Introduction to Vendors C Table of Contents l Entering Vendors E index Additional Vendor Contacts J Search r Printing Vendors by Vendor Number G ones N Printing Vendors by Vendor Name Printing Vendor Labels wi lt gt Status Done The help navigation window on the left has a several selections Here is a description of each Table of Contents The table of contents is the default display Table of contents hierarchy is Chapter Main heading Heading 2 and Heading 3 The chapters are all numbered with the exception of appendices with have alpha characters The first page of each chapter have links to the Main headings 72 Passport Business Solutions Index This is an index of the documentation It helps you find a topic quickly Search You may enter and search for matching data in the documentation For example if you search for recurring bills then it will display topics that have the words recurring and bills It ranks the search in order of the number of times it finds the words After you select a topic it highlights the searched words with a different color for each word In this example the words recurring and bills and highlighted Search faz amp PY aGCpexePBaA la a Recurring bills Search 3 saracie Search INTRODUCTION TO RECURRING PAYABLES 3 ee cd j The Recurring P
277. screens used when entering the record Users who do not have access to the menu selection for editing the records also do not have permission to access more information about the record Select and Exit There are two buttons available on a More info screen Clicking on Select will put the focus of the selected record into the Lookup Clicking on Exit will retain the focus that was previously selected in the Lookup 66 Passport Business Solutions PowerTools Lookups on Character Mode Screens PowerTools lookups are available on Windows Character Mode screens and on UNIX Linux screens This section explains the Windows Character Mode lookups On Windows character mode screens there is an indicator to the right of the field to let you know that there is a Lookup for the field You can click on this indicator to launch the Lookup The Lookup indicator will not display unless the cursor is on the field Here is an example of a account number Lookup indicator on the Valid G L accounts screen Valid G L Accounts Enter XYZ Company Clicking on the up arrow will display the lookup Clicking on the down arrow will also display a lookup unless there is a drill down for the field Then the drill down will display instead 1 Account 2 Description Once on the Vendor field to view the vendor numbers in your file using a Lookup press lt F8 gt click on the Lookup indicator or click on the question mark on the to
278. selection to change the date and or time of a note File Options When you select File options you have these choices OPTIONS DESCRIPTION Save what was entered or changed similar to press File ing lt Enter gt at lt Field number to change gt found in other selections Save amp Save what was entered or changed but leave the Continue information on the screen for continued editing Abandon Discard what was entered or changed similar to changes pressing lt Esc gt in other selections Delete the entire document You will be asked to Delete confirm the deletion similar to pressing lt F3 gt in other selections When you are finished using notes press lt Esc gt Text entry When you select Text entry the cursor is positioned at the first line e You enter text in much the same way as most word processing programs using lt Enter gt arrow keys lt Delete gt etc When you are finished entering text press lt Esc gt and follow the screen instructions e Ifyou wish to use the more powerful text editing commands which are included in this editor refer to the Text Editing appendix This varies with the application and is specified in each case A typical note might allow ten lines of 77 characters each Unused trailing spaces on a line or trailing lines in a note occupy no space on file Format Accounts Receivable to Point of Sale Special Note There is a special note for Customers that can be
279. selection to view the remainder The Utility menu selection is not available from the CTL menu when run Note ning PBS via Thin Client Menu Summary e Move around the Windows and Tree view menu with either the mouse or the keyboard e For Windows and Tree view menus use the mouse to navigate to and click on the menu selec tion For all three menu types you can press lt Enter gt to use a selection highlighted by the selection cursor e On any of the menu types you can move the selection cursor on menus using up or down arrow keys For a short cut use the first letter of the menu item e Exit the menu and return to the operating system by pressing lt Esc gt twice When you have a Toolbar you can also click on the Exit button twice e Menus may be different than what is described and displayed in the user documentation based on an administrator s custom menu setup Temporary Access and Access Groups Temporary Access and Access Groups can be used either independently or in combination They are only available from the menu bar style menu If you use the Tree view or the Windows menu skip this section The Advanced Features Tutorial appendix contains relevant practice exercises 15 Passport Business Solutions Using Temporary Access The Temporary Access feature provides a direct link between any two PBS menu selections Temporary access enables you to move between functions with a few keystrokes rather than b
280. ser to post sales for example while another user is updating various customer records with new zip codes This differs from earlier versions of PBS software In earlier versions if one user was making changes to a record no other users could use this record until the first user was completely done with it Re initialize To bring a file or device back to its original empty state See Initialize Register A formal or official recording of financial transactions A book of such entries Regular hours The hours during which an employee is paid his base rate of pay Normally this would be for the standard 8 hour day and 40 hour week Reimbursement A repayment Paying back or compensating a person for money spent or for losses Release A version or revision of a program and its documentation Example Release 11 1 Note that we now uses the word Version instead of Release beginning with Version 4 0 Remittance The act of sending a sum of money to someone or the amount of money sent Restore A program utility that restores an exported file All the data contained in the exported file will be transferred to the restored file See Export File Recovery Utilities Restore Program A program that restores an exported file Retainage An amount of money retained held back from a payment pending the completion of a job or part of a job The term retainage is most commonly used for construction jobs When a general contractor is do
281. sh accounts print screen appears You will be on the Starting account field BreakOut is now setup to select the lt F2 gt key Press the lt Enter gt key Press and skip the field Because this is the first the lt F2 gt key field on the screen the Skip field option needs to be removed The Skip field option has been removed by set ting it to off BreakOut is now setup for the Starting account field You are placed on the Ending account field Press lt F12 gt or click on the Za BreakOut button The BreakOut maintenance window appears 7 Press the lt Enter gt key Press BreakOut is now setup for the Starting the lt F2 gt key a ae field g Press lt Esc gt o You are You are placed on the Print comments field on the Print comments field Press lt F12 gt or click on the Ea BreakOut button The BreakOut maintenance window appears 257 Press lt DnArrow gt press lt Fl gt Passport s Business Solutions STEP ACTIVITY RESULT The Print comments field is now defaulted to Y to always print the comments Notice that the Skip field is off 11 Press lt Esc gt You are back on the Print comments field but aegis now the default is Y You can now either print the report or exit back to the menu Press lt Enter gt Press lt y gt Press lt Enter gt To test the setup of BreakOut exit the Cash Accounts reports screen to the menu Go back in the Cash Accounts reports screen Select the lt
282. siness Solutions Format 999999 Example Type 101 Status The fields shown under Status display automatically No user entry is required Field number to change Make any needed changes Upon pressing lt Enter gt with this field blank processing occurs and deletes all of this process s posted batch records within the entered range 175 Passport Business Solutions BATCH RESET LOCK COUNT Reset lock count enables an authorized user to reset the lock count numbers so as to accurately reflect the number of users accessing a batch Any operator who is processing a batch is said to lock the batch that is he prevents it from posting For each batch the system maintains a count of how many operators have locked that batch batches like doors can have more than one lock So long as this lock count is anything other than zero posting the batch is not allowed Occasionally this lock count may not accurately reflect the current number of people accessing a batch This could happen if a power outage or hardware error occurred causing processing to terminate before the program has a chance to decrease the count Note that data entry into a batch is not prevented when the count is wrong This means that you may not notice the problem until some time after the hardware failure has occurred The difficulty is that posting is prevented the operator tries to post at a time when no one is using the batch but the system mistak
283. something To drill down through a database is to access information by starting with a general record or category and moving through the hierarchy of field to file to record PBS provides Drill downs at various locations throughout the system See the Using Drill Downs section in the Use of Function Keys Tool Bar and Windows chapter for more information Due Date The date on that payment is due The number of days allowed before an invoice must be paid is specified in the terms of the sale See Terms Earn To gain or deserve salary wages or other reward for one s services labor or performance To produce interest or some other return as profit Earned Income Income earned for services rendered wages salary Earned Income Credit EIC Advance Payment Money advanced to an employee by the employer to compensate for money withheld as taxes by the IRS based on the prediction that the employee will earn a certain low amount of income The employer is reimbursed for these by the IRS at the end of the year Edit To make changes additions deletions or rearrangements or to change data in any manner before making it permanent posting See Transaction File as shown re edit list Edit List A list of transactions in a temporary file You use it to check the accuracy of your data so that you can make corrections before the transactions are made permanent posted See transaction file lt Enter gt The key on most keyboards that is use
284. spectively if there are more lt SF9 gt than one and you are not already on the first or last To toggle between displaying all reports for this com pany or only those for a single package When going ae from All packages to a single package you will be shown a menu from which to choose which package lt Esc gt To end Format 9999 Example Type 68 Please select 1 Display 2 Print You can send the report either to the screen or the printer Each will be discussed in turn Format One digit either 1 or 2 There is no default Example Type 1 to display From page You can start the display at any page Enter the starting page number Format 999999 The default is 1 Example Press lt Enter gt to begin at the beginning The report will scroll up the screen This process is very similar to what happens when you choose Display on screen from the printer selection menu Options While the report is displaying you may use the options lt F1 gt To interrupt the display temporarily 132 Passport Business Solutions If you choose lt F1 gt to stop the display or if you merely reach the end of the report your new choices are lt Esc gt To terminate viewing the report To resume the display if you have paused in mid dis lt F gt play lt F2 gt To view other portions of the report If you choose lt F2 gt you can review any part of the report displayed up to the point of your interruption
285. ss lt F11 gt CTL main menu appears main menu selection i cursor is on Reports 82 Press D Main menu selection cursor moves to Define multiple companies The Access Manager appears briefly in the center of the screen with the new member the 83 Press lt F2 gt line 25 hot key menu is extended to list the new member main menu selection cursor stays on Reports Access Manager appears with new member g5 Press D Access Manager selection cursor moves to Define multiple companies 250 You now have incomplete work in the member Passport s Business Solutions STEP ACTIVITY RESULT New member screen appears hot key selec Press lt Enter gt tion cursor moves to member name Access appears on menu bar Access manager appears Note There are two members in this Access Group The only valid path from a member is back to the owner You 87 Press lt F4 gt can not move from member to member The Valid G L accounts selection in the Access Manager and on the hot key menu is not avail able Access Manager selection cursor skips the Press lt Down gt arrow Valid G L accounts selection as it is not avail able Press SUD Arrow Access Manager selection cursor skips the P Valid G L accounts selection Ordinarily this would have taken you to the Valid G L accounts member but because you pace SETA did this from a different member you are returned immediately to that active member 92 Press lt F11 gt A The
286. ss lt F2 gt Access Manager appears showing the addi 12 Press lt F4 gt tional temporary member Access Manager selection cursor is on Valid G L accounts You are rtumed to the owner Access Manager appears briefly hot key menu is extended to include the new member Access group exits CTL main menu appears Move the main menu selec Access groups submenu appears submenu tion cursor to Access groups selection cursor is on Valid G L and press lt Enter gt accounts print Access Manager appears briefly hot key menu displays PBS on the menu bar is replaced by a block to indicate an Access Group is active owner screen appears Press lt Enter gt Access Manager appears showing the con Press lt F4 gt tents of the saved group the temporary member added earlier is not present Add Define multiple com panies as a temporary member of this group Go to the Access Groups sub menu Ensure the submenu selection cursor is on Valid G L accounts print Return to the owner screen Bring up the Access Man ager The Save Access Group screen appears Note that the former name of the group is no longer present 254 La Business Solutions mA STEP ACTIVITY RESULT Type Valid G L print define multi co Press lt Enter gt Access Manager appears note that the name Press lt Enter gt in response to of the saved Access Group is present Any change prompt Return to the owner screen f Acc
287. st To delete the PDF file and the record in the PDF master file When you select lt F3 gt this question will dis play lt F3 gt OK to delete PDF file The default is N Selecting lt Enter gt for the default will not delete the file If you select Y the PDF file is per manently gone To toggle between displaying all reports for this com he pany or only those for a single package When going 152 lt F6 gt lt Enter gt lt Esc gt Example lt Enter gt Options Passport Business Solutions from All packages to a single package you will be shown a menu from which to choose which package to display To email the stacked forms To display the Document Selection Options These options are documented below To show only the transactions for the selected customer or vendor To view help information about the far right column and other options To gain access to the processing options These options are documented in full below To exit back to the menu Select lt Enter gt When you select the lt Enter gt key you have these options Vv S U lt Esc gt To display the PDF To email the PDF If the customer or vendor does not have an email address you have the option to enter one To show Email Log File List To stack the PDF for emailing To unstack the PDF for emailing To exit back to the main selections If you are stacking PDFs for emailing you mus
288. stem introduction to PBS toolbar PBS editing keys used in PC defined PDF at a time emailing one PDF documents emailing stacked PDF files access to PDF form file processing introduction to 287 287 288 288 288 288 27 163 37 64 43 62 43 288 157 159 151 148 PDF master file refresh PDF printing and forms PDF processing pdf status column PDFs emailing PDFs stacking and unstacking percent of profit defined percent of sales defined period to date defined peripheral defined permanent journal entry defined perquisite defined point of sale defined posting defined premium hours defined premium defined prerequisite defined print bank list defined list of reports reports from disk print reports from disk defined print screen print to disk defined printer control codes for labels printer reports windows 161 24 151 152 156 156 288 288 288 289 289 289 289 289 290 290 290 125 290 135 129 290 35 290 201 22 xiii printer defined printer windows printers company information printing cash accounts lists cost center lists disk reports edit lists forms alignment labels report types reports reports from disk special forms sub account lists to disk valid G L Accounts process defined processing bank processing company information batch processing PDF profit and loss statement defined profit recognized defined profit defined program c
289. sting entry Options You may also use one of the options For the next entry in sequence by the first external lt Fl gt account number lt SFI gt For the previous entry lt F7 gt To search by the second external account number sequence and to move the cursor to Field 7 Format Up to 40 characters Example Press lt Enter gt 6 Description Enter the first external cross reference account description Descriptions are not required and if present need not be unique Unique descriptions are nevertheless recommended since Passport allows lookup of account number by description as well as by number Format Up to 30 characters Example Press lt Enter gt Second External Cross Reference Account 7 Account Enter the second external cross reference account number This field may be left blank If you are currently processing the file by the second external account number you may only enter the number of an existing entry Options You may also use one of the options For the next entry in sequence by the second external lt F1 gt account number lt SF1 gt For the previous entry lt F7 gt To search by the current account number sequence and to move the cursor to Field 1 187 Passport Business Solutions Format Up to 40 characters Example Press lt Enter gt 8 Description Enter the second external cross reference account description Descriptions are not required and if present ne
290. t You may make changes as needed to existing labels When you have finished making changes and you selected the lt Esc gt key the following choices will display Save changes and To save the changes made and exit the pro exit gram Exit without saving To exit the program without making any changes changes Return to edit To return to editing the label layout 215 Passport Business Solutions PRINT LABEL SPECIFICATIONS The print label specifications function enables you to print or display the label specifications fields Select Labels from the CTL menu then select Print label specifications from that menu The following screen will display Laser Labels Module Select XYZ Company Please select the type of labels you will be working with I C Item Labels You only have one choice Select the Enter key to accept I C Item Labels You will then see the following screen Reports Printer codes XYZ Company Please enter Starting label ID I1c 0 k Ending label ID Ic Press FI tor GFirsSE You must enter the following fields Starting label ID Enter the starting label ID or use the option lt F2 gt For the First label ID 216 Passport Business Solutions Format Up to 10 characters Example Select lt F2 gt for the first label Ending label ID Enter the starting label ID or use the option lt F2 gt For the next label format ID Format Up to 10 characters Example S
291. t Enter to continue The following screen displays Print a report XYZ Company Reports for all packages Rpt Report name Created By Pages Last printed 37 Cash Accounts List 07 02 04 16 23 AAA 1 07 02 04 16 59 38 Cost centers Sub accounts Ilst 07 02 04 16 23 AAA 1 07 06 04 12 01 39 Valid 6 L Account List 07 02 04 16 23 AAA 7 07 02 04 16 24 40 Cash Accounts List 07 02 04 16 20 AAA 1 07 06 04 12 01 41 Cash Accounts List 07 02 04 16 19 PSI 1 42 Invoice History by Customer 07 02 04 16 23 OE 1 43 Customers by customer 07 02 04 16 28 PSI 1 44 Invoice History by potener 07 02 04 17 20 PSI 2 4A Pre Check Writing Report 07 09 04 17 17 PSI 1 fnd of reports lt fac gt lt F5 gt one package or select rpt The information contained on this screen is e Report number e Report name e Report creation printed to disk date and time e Initials of the person who printed the report to disk 131 Passport Business Solutions e Total number of pages for the report e Date if any when the disk report was last sent to the printer The initial display includes all installed packages but may be altered to show only one package Type in the number of the report you wish to display or print The report must be one of those currently displayed on the screen Options You may also use one of the options lt PgDn gt For the next or previous page respectively if there is lt PgUp gt one lt SF8 gt For the first or last page re
292. t have the Customers and Customer contacts or Vendors and Vendor contacts fully configured See the Email Configuration appendix in the PBS Administration documentation for a complete overview Document Selection Options Window In the Document Selection Options window you may filter for specific documents When you select O a window similar to the following appears 153 Passport Business Solutions DOCUMENT SELECTION OPTIONS Display unmarked documents Display emailed documents Display documents with no contact email Display stacked email Display failed email Starting with documents created on Ending with documents created on Stack Unstack above selections Y include N exclude O only unmarked emails In this window you can enter selections to filter for PDF documents for stacking unstacking or viewing Display documents with no status Select Y if you want to select documents with not status N if you are excluding them and O if you only want to select documents with not status and not access the other options Format One letter either Y N or O Example Type O Display emailed documents Select Y if you want to select emailed documents N if you are excluding them and O if you only want to select emailed documents and not use the other options Format One letter either Y N or O Displays as N A based on O selection for Display doc Example uments with no status field Display documents wit
293. t lists printing sub accounts defined maintaining subcontractor defined sub job defined submenu sub menu defined SUI defined summary function keys summary menu supplemental information on keys supplemental defined support defined supporting schedule defined switching companies chapter topics selecting system defined System Manager menu 152 296 297 96 297 95 297 297 12 297 297 59 15 60 297 297 297 127 128 298 40 xvi systems software defined T T Account defined taxes defined temporary access and access groups terms defined text defined deleting editing entry of notes introduction to editing thin client startup throughput defined time of notes date and tip credit defined tip defined to disk printing 298 298 298 15 298 299 226 225 84 226 299 84 299 299 28 Toggle On Off Graphical Character Tog 43 gle On Tool Bar using toolbar PBS topic with navigation open transaction file defined transaction defined transferring distributions 56 62 71 299 299 191 trial balance defined two step billing defined types report undo using U uneamed discount defined unemployment insurance defined uninvoiced receivings defined union dues defined UNIX Linux starting PBS for unstacking PDFs stacking and usage windows concurrent user ID BreakOut using batch controls cost centers data lookup window funct
294. t moving past the screen See Character Mode Select To choose a function from a menu or submenu Example It is possible to select the function Vendors from the Accounts Payable menu of the Accounts Payable module Shipping The action of transporting goods from a supplier to a customer Sick Pay Wages paid to an employee during absence from work due to illness Software The term applied to all the programs that can be used on computers Source Code The instructions for a computer written by a programmer but not yet compiled See Compile and therefore not yet executable by the computer No matter what the language is the source code must be turned into object code that the computer can then execute Compare with Object Code See Runtime In the PBS General Ledger module a six character code that is used to identify where a General Ledger transaction originated Example CSHJNL for Cash Journal The source code is used by the Source Cross Reference Report function See Source Cross Reference Report Source Cross Reference Report A PBS General Ledger function that provides a listing of transactions grouped by their Source Code Its purpose is to allow easy reference to original journals and registers See General Journal Source Program A program written in a programming language such as COBOL that must be translated through the use of a compiler into an object program The object program will normally be in a language directly
295. t settings from one Note user to another For instructions on doing this go the PBS Users chapter of the PSI Administrator documentation Clearing BreakOut Settings Clear All You can remove the Field value and the Skip field option for the field that you are on by selecting the lt F3 gt key For more information read the tutorials on setting up BreakOut in the Note appendix of this documentation 55 Passport Business Solutions Use of Function Keys Tool Bar and Windows This chapter contains the following topics General Function and Program Keys 0 2 2222 2 scien eesti a eaddieas Windows in PBS ese dciseenis vnaemneanean basapaiuaineounsiens vanes Using Dall Downs oasis co cecd cnccocaverctc Mcoctdusdvenssndecacidees Pe ccs Sse ceavadicsettc eat eea A EEES Forms Ordering Information 0 0000 0 0 2 2 2c cece eee 56 Passport Business Solutions GENERAL FUNCTION AND PROGRAM KEYS Function keys are used throughout Passport Although they are seldom absolutely necessary an intelligent use of the function keys can simplify your data entry considerably The control navigation and function key commands described in this chap Note ter are for Windows only UNIX users must use the equivalent key strokes In many cases this is the same as Windows Function and Program Control Keys When you are using Passport software certain keys or combinations of keys perform various fu
296. t the backup files Format Seventy characters Example Enter APACHO0 ACHFIL TXT If you need more information go to the A P User manual appendix Implement Positive Pay and Direct Deposit section called ACH File Name Path and Backup 8 A P Positive pay form Enter the name of the Accounts Payable positive pay form Positive pay forms are entered under the A P Master information menu selection of Positive pay forms Format 5 characters Example AP POS 122 Passport Business Solutions 9 A P Positive pay path file name Enter the path and file name of the primary ACH file that will be submitted to your bank or use the default option If field 8 contains a CSV form type the default path and file name is APPOSPA Y APPOSOOB CSV If it is a TXT form type then the default is APPOS PAY APPOSOOB TXT lt F2 gt The backup ACH files are also created by default in the same directory defined in this field The backup file name is auto generated In Windows you may enter a path to another drive letter For instance you may enter a path such as the following C APPOSPAY00 POS00 CSV In the above example the files are stored locally When using Thin client you will be prompted to save the file to a location on your local workstation Note Each time an ACH file is generated if the previous ACH file is still there it will be overwritten This only applies to the primary ACH file and not the backup files Format
297. te Used as a period of time to encompass the amount of sales the quantity of items sold etc Example The period to date sales are 15 000 Example If the current period began June 1 and today is June 20 then sales period to date would be all sales made from June 1 to June 20 288 Passport Business Solutions Peripheral An input output or storage device connected to the computer such as a printer a monitor a CD ROM drive etc Permanent Journal Entry In the Standard Journal function in the PBS General Ledger module any entry that is made to the same account for the same amount each accounting period Compare with Variable Journal Entry Perquisite A payment or benefit received in addition to regular wages or salary A tip gratuity A benefit expected as one s due Picking Ticket A list of inventory items to be gathered and prepared for shipment usually listed in order of bin location in the stockroom or warehouse P O Distribution Information This information goes along with each line item of the P O Each line item has its own distribution information The distribution information tells the purpose of the line item It is for inventory for a job for something else It does this by giving the specific G L account number or job number to which the item applies P O Header Information All information about the purchase order except for the information about what is being ordered This includes P O n
298. teps to enter existing field entries in Character mode 38 Passport s Business Solutions DESCRIPTION Select existing data for any field either by typing the correct information in the field s identifying it fields with asterisks or by following screen instructions For example pressing lt F1 gt for the next customer until you reach the desired customer The selected entry appears You are prompted with Field number to change You can change any field except those marked with an asterisk You can delete an entry by pressing lt F3 gt if the lt F3 gt to delete option appears Once the screen clears in response to pressing lt Enter gt at Field number to change either make another entry or press lt Esc gt to exit If you press lt Esc gt the screen returns to the main menu In many instances you are prompted to confirm canceling an entry by pressing lt Enter gt If you press lt Esc gt again from the higher menu the next higher menu reappears For example if you press lt Esc gt from miscellaneous charges the A R menu reappears 39 Passport Business Solutions SYSTEM MANAGER MENU The System Manager selections are described in a separate chapters later in this documentation The Company information Reformat account number and Setup selections are described in the PBS Administrator documentation Select CTL The menu is C P B CTL Company information Print reports from d
299. ter Table of contents The opens the table of contents in the navigation window See Table of Contents Index This opens the index in the navigation window See Index Search This opens the search in the navigation window See Search Favorites This opens the favorites in the navigation window See Favorites 74 Passport Business Solutions Previous Topic This moves the focus back to a previous topic A previous topic could be in the current chapter or a previous chapter Each table of contents selection is a separate topic Next Topic This moves the focus to the next topic The next topic could be in same chapter or the next chapter Each table of contents selection is a separate topic Character Help For most data entry fields you can receive field specific information by pressing lt F8 gt or clicking on the question mark with the mouse For example when you access the Vendors Enter selection the following screen appears In this example to obtain information about the data required for the first field press lt F8 gt The Help window displays information about the field If you pressed lt F8 gt for the first field in the screen shown above the following screen appears For this field there is more Help text than can be displayed on the notice the scroll bar on the right side of the window If you use the mouse the screen you will be able to view additional data Depending on where you press
300. ter the header record in the Job Master File Example In the Job Master file is a job called Smith s House The Header identifies the job the customer contracted with their phone numbers the total cost of the job etc The Cost Item Records are entered after the header For example Rough Carpentry 20 000 Finish Carpentry labor 7 500 Plumbing 11 000 Glass 14 000 270 Passport Business Solutions Cost Item Header Record Cost Plus Job One way of arranging payment for a job You agree to charge the customer whatever your own costs are plus an additional amount of money that will be your profit This additional amount can be a percentage of your own costs or it can be a fixed amount above your costs Example The contract calls for cost plus 10 percent Materials and labor cost the builder 100 000 The customer is billed 110 000 Cost Types The broad classification of types of costs that go into all of your jobs These are not very specific and do not describe the costs in any detail Examples are labor materials subcontract fees overhead administrative expenses etc A more detailed breakdown of types of costs is provided by the cost categories See Cost Category Credit The acknowledgment of a payment by a debtor by the entry of the amount of the payment into the debtor s account An entry that signifies a decrease in an asset or expense account or an increase in a liability owner s equity or revenue a
301. the lt F1 gt key PowerTools Custom Lookups The Lookup for a file may be different than the same Lookup for other users and other locations within PBS This is because a PowerTools Lookups can be customized by a PBS administrator for every user for only one company and when accessed from only one screen 70 Passport Business Solutions USING ON LINE HELP Help provides information about the data to be input into a field Help information parallels what is in the user documentation and indicates the nature and use of the data There are differences with Help when using Graphical mode screens vs Character mode screens and these differences are explained next Full Graphical Help Help is available on the full graphical screens fields buttons and list boxes by pressing lt Ctrl F 1 gt or selecting Help from the menu Depending on where you are in the system and where the focus is you may be accessing help for a specific field for a chapter section of a chapter or the entire user document Here is an example the help screen PBS Web report Browser B Passport Business Solutions Browser URL http resource pass port com PBSHelpHTM 1200 AP content ap 07 20 V endors htm Payment_group Open File Go Back Go Forward Print preview Print Defit printer Page Setup Save as Exit Sen gpa lt Ctl N gt Explorer lt CtleA Payment group This field allows you to group vendors together for payment In Prepare payme
302. the Windows UNIX or Linux version of PBS Never leave a PBS record open overnight or for any extended period of time Always exit the entry screen and go back to the menu when you have completed your entries Never shut down your computer in the middle of a posting Windows will normally detect that an application is open and try to close that application when you shut down a workstation This may work in some cases but it is still better to shut down PBS first When shutting down a workstation always use the normal shutdown procedures If you are not using PBS for long periods try not to leave it open when you are editing or adding a new record Finish the entry first Failure to shut down PBS properly may result in a loss of data MENUS Passport Business Solutions In Windows there are three menu types Tree view Windows and Menu bar If you do not have thin client then in UNIX and Linux there is the Menu bar type only All the menu types show the System Manager and various Passport Business Solutions products modules as selections MENU INITIALS A P A R C R C O CTL G L I C I M J C M J M S O E P O P R P S P D P P S A S F T B MODULE NAME Accounts Payable Accounts Receivable Check Reconciliation Customer Orders System Manager General Ledger Inventory Control Inventory Management Job Cost Manufacturing Jobs Master Scheduling Order Entry Purchase Order Payroll Point of Sale
303. the defaults by pressing lt Enter gt lt F2 gt or some other function key This assumes that lt F2 gt is not being used for the First or Last in that field For example a date field often defaults to either today s date System date or to the last date entered Function key options lt F 1 gt lt F2 gt lt SF1 gt etc will usually display at the bottom of a screen In Windows you can also accept function key values by mouse clicking on the prompt itself The prompt acts as a virtual button In Character Mode be sure to click to the right of the lt symbol to accept that prompt Questions requiring a yes Y or no N usually show the default in the field where your answer would appear if you typed a response For example Right customer Y Press lt Enter gt to 47 Passport Business Solutions accept the default If you do not want to use the default type your answer instead in the example N for No Some default answers are displayed as a prompt or a pop up prompt window near the bottom of your screen For example lt F2 gt 31 11 6310 2010 MISC EXPENSES Entering Next and Previous Records A common use of the lt F1 gt default is when you see a prompt stating a choice lt F1 gt Next Entry lt F2 gt Next Customer Typically lt SF1 gt for previous entry and lt SF2 gt for previous customer would also display Customer here is merely an example the same logic applies to many other master
304. the file and identifies it Example In a Customer file there is a separate record for each customer that is identified by the customer s number In this case the customer number is the key In some cases keys are not unique but simply serve to retrieve the record Example The customer name Labor Burden The expenses incurred for workers in addition to their actual wages It includes such things as the employer s share of FICA social security federal and state unemployment insurance tax workers compensation insurance premiums employer paid union contributions etc The words burden and overhead are defined in this glossary as the same However labor burden is often treated separately from other types of overhead See Burden Overhead Overhead Burden Layout The overall plan design or format In the General Ledger module this refers to a financial statement layout This is the list of codes and accounts that define exactly how a particular financial statement is to be printed Legend An explanatory caption accompanying things like maps illustrations and reports A code found in a financial statement layout in the PBS General Ledger module that results in the printing of the date and column headings Ledger In accounting the book of final entry where the transactions of a business previously entered in a journal or daybook book of original entry are finally posted under specific accounts These accounts are usually list
305. the process Before you select Get distributions Passport recommends that you back up your data files Then follow the procedures established for your external system to obtain a permanent record of the debits and credits for the period Now run the Get distributions selection of the General Ledger package as described in the chapter of that name in that User Manual The fields requiring consideration are 1 Interface with which system Enter EX External Cross reference 2 Cutoff date Enter a cutoff date or accept the default which is the last day of the current month 3 Type of interface Enter the interface type from the selections in the pop up window Any of the four compression types may be used with external files 191 Passport Business Solutions 4 Purge distribution file The Distribution file will always be purged when using external files This field appears as Y and may not be changed When running this selection distributions are automatically purged as they are copied to the Distributions Transaction file If a power failure and com puter crash should occur while running Get distributions simply restore your backup and repeat the procedure Note 5 Cross reference Enter whichever external account number structure you intend to use either 1 or 2 These must previously have been defined using the Account links Enter selection 192 Passport Business Solutions Definin
306. the selected valid G L account display in the lower part of the screen When an valid G L account is found you may select the lt Enter gt key or Edit button to start editing Valid G L Accounts Buttons When you are adding or editing an account you have the following button options Button Keyboard Description New Alttn Add a new account Edit Altte Edit an existing account 101 Passport Business Solutions Delete Alttd Delete an existing account See Account Deletion Save Alt s To save what you edited To save what you added or edited and start entering a Save New Alt w new account Cancel Alt c To cancel adding or editing an account Exit Alt x To cancel adding or editing an account Character Mode Valid G L Accounts Enter XYZ Company 1 Account l E 2 Description Enter the following information Account Potentially there are four segments in your account number structure The main account number is always present and must be entered explicitly that is it may not be null The sub account and the two cost center segments are optional in two senses e The segment may or may not have been defined in Company information for your account structure e Even if the segment has been defined it may be null empty for any particular account number To make a null entry at any segment press lt Enter gt without previously pressing any other key The segment will fill with spaces or
307. the system and invokes the Adobe Acrobat or Acrobat Reader which displays the report Depending on the system setup you may be able to save the report in another location If neither of these applications are installed on your workstation the PDF file will be created but you will have no way of opening the file Below is the Cash Accounts report displayed on screen via PDF in Acrobat loj x Je Edit Document Tools View Window Help 218 x CASAQ AA E gt vie A hss e DODES Ma B S 8 7 2 BS OyAT Date 10 04 2006 Time 11 37 27 Version 11 4 Pre release 8 17 2006 PDP Generated Report Page 0001 CASH ACCOUNTS LIST Starting account First Ending account Last Report location Q Sup_test 114 cln RWWRK 11372750 htm 1000 000 Cash accounl 13557 1010 000 Cash account 413726 2 Caeh accounte on file Majo BM BSxtiiniU H HW E gt The features available in Acrobat depend on the version of Acrobat that is installed on your system If you need more information refer to the help provided with the application C Character This option is not available in the graphical version of PBS When you select Character a screen similar to the following appears The bottom line is the area of interest for this explanation 30 Passport Business Solutions Date 06 04 2009 Time 13 50 14 Version 12 0 Pre release CASH AG COUNTS tI Starting account First Ending account Last Acct Descripti
308. tility sub menu Selection Enter the text that you want to appear on the Utility menu for the command exactly as you want it to appear on this menu Format 30 characters Command Enter the name of the MS DOS or UNIX command batch file script file or executable program that you want to run when this menu selection is used If the command is not located in your Passport Business Solutions top level directory include the complete path name in the command To enter an executable program name into the command field do not include the MS DOS extension in the command name For example to execute a MS DOS program named database exe located in the c db8 directory enter c db8 database in the Command field PBS Format Up to 69 characters 197 Passport Business Solutions USING MENU SELECTIONS To use one of your menu selections do the following e Select Utility from the CTL menu Your self defined selections are displayed at the bottom of this menu e Choose your selection with the lt Up gt and lt Down gt keys You may have to scroll beyond the top or bottom borders of the submenu Press lt Enter gt to execute the command Ifthe command is such that it requires to interface with the operator you will be able to dialog with the application as though from the MS DOS prompt Otherwise there will be a period of processing while the command executes In either case after the command completes execution it re
309. tion Jo Selection command Selection command Selection command Selection command Selection command Use f lt Pglp gt lt PgDn gt lt Home gt lt End gt At Selection lt F1 gt insert lt F3 gt delet From this screen you can work with both new and existing menu selections Any selections that you have previously entered appear in this list and are available for change or deletion The screen consists of a scrollable table in which a single entry occupies two lines The current entry is highlighted Once an entry is selected the cursor moves in succession to the two fields constituting that entry Each entry corresponds to an entry on the CTL Utility submenu Consequently there may be no more entries 25 than will fit on that submenu Options Select an entry using one of the options To move the highlighted cursor to the previous or next lt Up gt OPS entry Upon reaching the top or bottom border the lt Down gt screen scrolls up or down lt PgUp gt lt PgDn gt To move up or down one screen at a time pie To go to the first or last screen of entries on file lt End gt 8 To insert a new entry between two existing ones The lt F1 gt line currently highlighted and all subsequent lines scroll down by one 196 Passport Business Solutions To delete an entry The remaining entries will scroll up lt F3 gt one line lt Esc gt To terminate data entry and return to the U
310. tion printer Windows printer or Print to disk Accounting register reports may be critical to your business or are required by law to be available You must print these on paper as opposed to viewing them on the screen In most cases you can obtain a printed copy of the information before committing yourself to producing this critical report for instance you can print out an edit list before you print out a register You are not prevented from spooling an accounting register report to disk but once it is there you cannot delete it until it has been printed at least once You have the option in Company information of storing such reports on disk simultaneously with printing them on a real printer This ensures that a backup is available should the hard copy be accidentally lost Do NOT select PDFP or PDF for printing a posting report or journal Printing to Disk Printing to disk has the following advantages e You can return to your work sooner because virtual printers are faster than real ones e You can smooth out the workload for your printers by postponing less essential reports to slack periods of the day e You can review the report before deciding whether it merits being printed You do not have to print all the pages but only those you need Considerations e You have to find print or view the report later to review the data rather than doing it now and finishing the job e You cannot print a standard report to HTML
311. to not only maintain database integrity but to restrict certain vital account information from being modified For example if your valuation method is set for standard costing it would not be advisable to inadvertently switch costing methods because of the changes to the layered information that would be effected by this change In this instance all associated fields would be protected and an override would not be allowed However it may be possible to override fields such as sales amount and returned check amount If you perform a function on a field and the Change not allowed message is displayed press lt F2 gt If this field is not protected you may be able modify the field s contents The message Allowing protected change will display Once protected change has been overridden it is not necessary to press lt F2 gt again The override remains in effect for subsequent transactions within this application and this session Maximum Field Security Maximum security is achieved when e Allow protected changes is left set to N in Company information and e The Company information selection is protected by a password assigned to that selection only and known only to the system administrator This ensures that whenever necessary the system administrator can rapidly override change protection on any field that permits it without imposing any restriction on the normal use of any other selection If you have any questions on protecte
312. tomer Drill Down by Invoice Order Date Ship Date pa Deliver To Purchase Order Bill ref Job by Sub job RMA ae EES Browse all records by Customer Name by Invoice Salesman by Customer Invoice Invoice Date By Invoice This is the Invoice history sort by selection menu There are two sections to this menu The top section Customer Drill Down by contains selections that will filter for invoices related to the selected customer The bottom section Browse all records by selection is the non filtermg mode that allows you to view all invoice history records regardless of the customer selected The bottom section will be covered in detail later in this document section You have the following options on this page KEY FUNCTION Move the cursor to another line In Windows you may also use the buttons on the right side of the Window Up Arrow or Down Arrow Enter key or Mouse dou To make the selection ble click Page Up or Move the cursor to the top or bottom of the avail Page Down able selections In this case we are going to use the Invoice number sort by selection Once selected you will see a screen similar to the following This window contains a list of invoices for customer 1 The functions on this window are very similar to the Lookup windows described earlier in this document 77 Passport Business Solutions
313. ts CTL menu Next a screen displays where you will be asked to select a printer 96 Passport Business Solutions Valid G L Accounts This chapter contains the following topics Introduction to Valid G L Accounts 2 20 2 20 2 2222 Accounts and Cost Centers 2 2 2 0 ccccccccccecceecccecceeees Printing Valid G L Accounts 0 0 0 0 0 020202 cece eee eee 97 Passport Business Solutions INTRODUCTION TO VALID G L ACCOUNTS The term account has two distinct applications within the Passport Business Solutions software applications 1 Anaccount is for example all of the transaction documents for a specific bank balance A checking account itemizes the deposits checks and other transactions 2 An account is a component of the company s general ledger G L A general ledger would be a grouping together of all the accounts of a company The Passport General Ledger module collects financial information processes that information between accounts and presents the summarized information in the form of financial statements All business transactions are done within the context of an account To ensure accuracy they must be validated that is you must maintain a list of valid account numbers This chapter explains how to do this 98 Passport Business Solutions ACCOUNTS AND COST CENTERS Refer to the Company Information chapter in the PBS Administration documentat
314. turns you to the CTL menu Executing a Utility command is similar to shelling out to the operating system The main difference is that you do not have to type the command each time you wish to use it 198 Passport Business Solutions Ezz Labels This chapter contains the following topics Label Design and Printing oi o scnncsssecencnsesssacedannsadesaaana Printer Control Codes ooo sa xccdaicsda se venenansssdusanseetavesonmnens Control code A isi iene bintencecaeerdcrecaemnnes Create Modify Labels 2 00 00 0c ecco cece cence eee Pont Label cl se 1 ne ere re Print Label Specifications i cannesinns cevcnunsnivscdiwecestscdecanees Test Printer aS a dnsiccasisscunecsiiiuiekdeciacssieciiceaes 199 Passport Business Solutions LABEL DESIGN AND PRINTING PBS Labels provides you with a means of designing your own labels with different fonts and font sizes including bar codes The package that potentially is useful for printing labels is Inventory Control If you do not have this module you may skip this chapter If you also have Purchase Order after you print a receiving you may use this label feature to print item labels Labels supports the entry of PCL codes for fonts label design and printing of labels There are several steps to creating a label 1 Determine the type of label you are printing This includes the number of labels across and down the page They may be a continuous feed label
315. u reappears Press the lt Right gt once Menu bar selection goes to I C ey the Signy ano Menu bar selection cursor goes to S A 22 Press the lt Right gt arrow Menu bar selection cursor goes to A P the once main menu selection cursor is on Vendors 23 Press the lt Up gt arrow once Main menu selection cursor goes to Utility Utility submenu appears submenu selection cursor is on Data integrity check or the first lt gt is a ess SENS selection on the Utility submenu for your mod ule Utility submenu disappears lt Left gt se oer noe Menu bar selection cursor goes to S A lt Right gt A aoe aay Menu bar selection cursor goes to More lt Right gt i a he hgh aw Menu bar selection cursor goes to A R lt Left gt ae Mesen arrow Menu bar selection cursor goes to More 233 Passport Business Solutions mA Additional menu bar selections display i to PTB i Ji Press the lt Right gt arrow Menu bar selection cursor goes to Main menu Selection cursor is on Clients Briefly press and hold the Main menu selection cursor travels around the lt Up gt arrow main menu 33 Briefly press and hold the Main menu selection cursor travels around the lt Dowr arrow main menu Press the lt Left gt arrow Menu bar selection cursor goes to lt More gt Original menu bar selections reappear 234 Passport Business Solutions ADVANCED FEATURES EXERCISE 1 PART 2 This exercise assum
316. uld cause the characters J O E to be stored in the program Loan A sum of money lent usually with interest Lookup A means of accessing information from a file via the lt F8 gt function key Many fields in PBS are tied to a field and have an associated Lookup Main Menu A menu that lists the functions of a module available to the user Example Customers Sales and Cash receipts are selections on the A R main menu Maintain To keep things up to date The PBS software has many functions that maintain data Example Using the Customers function you can add change view delete or print customer records 283 Passport Business Solutions These actions allow you to maintain the customer data Margin The difference between the selling price of an item and its cost The profit you make on the sale of an item See Gross Margin Master File A permanent file where the main type of reference data for a module is stored Example In the Accounts Receivable module the Customer file is a master file Compare with the Transaction File Master Menu A menu that lists the modules available to the user Example If Job Cost Accounts Receivable and Accounts Payable are on your computer each is listed on the Master Menu See Menu Meals Food provided for an employee as part of his compensation This is the meaning in the PBS Payroll application Media The physical object upon that data can be stored For example magnetic tape
317. umber Enter the batch number of the batch whose lock count is being changed This must be an existing batch which has not been posted purged or deleted Options You may also use one of the following options lt FI gt For the next batch number lt SF1 gt For the previous batch number 177 Passport Business Solutions Format 999999 Batch description The batch description displays automatically Lock count To reset the displayed lock count number enter a new value between 0 and 89 Ensure that this is in fact the number of users currently accessing this batch Format 99 Status The fields shown under Status are display only Any change Accepting the default of Y allows you to enter a new number in the Lock count field N returns control to the Select Package ID screen for selecting additional packages if applicable 178 Passport Business Solutions BATCH CONTROL FUNCTIONS Whenever a selection is under batch control several batches at a time can exist for that selection with a different operator using each one While he is using a batch each operator sees it as being the only batch in the system This requires that the operator identify at the beginning of a session which batch to use e Do so ona batch selection screen which displays after the desired function has been selected from the menu but before making the first entry e Subsequent entries are assumed to belong to the sa
318. umber and date the vendor s number name and address how the goods are to be shipped where the goods are to be shipped etc A P O has only one header but it can have any number of line items See P O Line Item Information P O Line Item Information The information about what is being ordered There is one line on a P O for every item being ordered The full description of an item being ordered including the quantity ordered the price and delivery is called a line item of the purchase order Point of sale Point of sale refers to the place and time at which goods are being purchased or services delivered An invoice available at that time and place is called a point of sale invoice This is in contrast to an invoice that is available some time after the actual sale and that must be mailed to the customer For example an invoice available to a patient at the end of a doctor s office visit is a point of sale invoice Point of Sale refers to the PBS Point of Sale module which is P S on the menu Posting In accounting this means to place records into the General Ledger In PBS software this means transferring transaction data into the permanent files In order to affect previously posted information new adjusting transactions must be entered and posted previously posted data cannot be changed directly 289 Passport Business Solutions Premium An amount of money or bonus paid in addition to a regular price or
319. unction that allows the user to add change inquire delete or print an edit list of recurring journal transactions This function allows use of either permanent or variable transactions A permanent transaction is one for that the dollar amount remains the same in each period such as a rent or mortgage payment A variable transaction is one that occurs every period but at varying dollar amounts such as utilities and phone expense Compare with General Journal Statement 1 A listing of a customer s account that shows the current amount due It includes a summary of the type and amount of all transactions that occurred during a specific time period usually a month See Bills 2 A report summarizing the financial activity of a business Financial Statements have standard formats and present financial information in pre defined ways See Profit and Loss Statement Balance Sheet Financial Statement Stock A supply of materials kept for current or future use The total merchandise that a merchant has on hand to sell Shares issued by a corporation representing fractional ownership in the corporation 296 Passport Business Solutions String A connected sequence of characters Example The characters J O and E are connected to form the string JOE Sub account In PBS modules account numbers are divided into as many segments of which there may be as many as four All but the main account are optional Sub accounts are a f
320. understood by the computer or an intermediary runtime program Compare to Object Program See Runtime 295 Passport Business Solutions Spooling This word is from the acronym SPOOL that stands for Simultaneous Peripheral Operations On Line Spooling is a technique that allows a report to be printed on the printer at the same time that another program is running Instead of a report going directly to the printer it is saved as a disk file faster When the printer is available the report may be printed at the same time some other program is being run Spooler A program usually part of the operating system of the computer that controls the spooling of reports and the printing of spooled reports SSA Abbreviation for Social Security Administration A federal government agency that provides assistance to persons faced with unemployment disability or old age see FICA Standard Cost A system of inventory costing that uses a set predetermined cost for every item to value the inventory and establish the cost of sales Any difference between this standard cost and the actual cost of some new items purchased is called the variance and is recorded in a separate general ledger account In the PBS Inventory Control module selecting the standard cost option tracks variances at time of purchase between standard cost and actual cost See Average Cost Method FIFO and LIFO Standard Journal In the PBS General Ledger module a f
321. unt of profit that you recognize for accounting purposes in a period It differs from estimated or expected profit Recognize is an accounting term meaning to record in your General Ledger When profit is recognized it then shows up on your P amp L Statement and not before Using the Percentage Completion method of accounting for a job profit is recognized based on the percent of the job that is complete at the end of an accounting period This differs from the Completed Project method of accounting where the entire profit is recognized all at once when the job is 100 complete Example Although Job 3 is not complete by Dec 31 our profit based on current estimates is 30 000 so we will enter a recognized profit transaction for that amount Re configure To change from one configuration to another See Configuration Record A group of fields that contain one item of information A set of records constitute a file For example the Valid G L Account file contains 2 fields per record the Account number and 292 Passport Business Solutions Description See Field and File Record Lock A method used in multi user computer systems to protect data files For example one user is making changes to the G L account record Another user will be allowed to use this account during this time but if he makes changes the record will only be updated if these changes do not conflict with the changes made by the first user This allows one u
322. ur menu selections will reflect your use of Cost Centers even if you are also using Sub accounts 91 E oR a eS zu Passport Mii Business Solutions mA SELECTING DIVISIONS OR DEPARTMENTS If your account structure specifies that you use two Cost Center segments you may select either Divisions or Departments for maintenance from the following screen Note that if you have chosen not to use the default Cost Center names Note Division and Department then the names that you have designated for the segments would display on the above screen If your account structure specifies that you use one Cost Center segment then the screen would display only for your one Cost Center segment Again note that if you have not chosen to use the default Cost Center seg Note ment name Department then the name that you designated would display instead 92 Passport Business Solutions MAINTAINING DIVISIONS OR DEPARTMENTS Whether you use one or two Cost Center segments the entry and maintenance of those segments is similar From the above screen you can enter a new department or change an existing one The fol lowing example describes the process for maintaining a Department Code Enter the information as follows 1 Department Options Enter the number of the department or use one of the options lt F1 gt For the next department lt SF1 gt For the previous department Format As defined for the department in C
323. urns you to the screen from which you initiated that process Exchange The barter or trading of money property or services in return for like items of equal or similar value Expenses The financial cost or price spent to perform some activity or produce something The total bills one is committed to paying or has already paid Field A portion of a record containing one piece of information The place on a screen where a user can enter data view entered data or calculated data See Field andFile Field Number The number associated with a particular data field on the video screen Example In the Customers function the field number for Customer Number is 1 Note In the graphical version of PBS field numbers have been removed See Graphical Mode FIFO Abbreviation for First in First out A term associated with determining the value of inventory meaning the first things purchased or manufactured are the first things sold To apply the FIFO method to inventory a history of the quantity received at a given cost is kept for each shipment of an item received As items are sold inventory is relieved adjusted by deducting the quantity shipped from the quantity received at the earliest first price on the history file Thus the value of inventory is always the value of all items in stock at the latest price or prices paid for them For example 10 items are received into inventory at a cost of 5 each One week later 10 more items are
324. use and utilization of PBS concurrent usage is described The chapter explains how to use the various menu types The different printing options for reports and Special Forms are described e Chapter 3 Data Entry and BreakOut describes the standard Passport Business Solutions data entry techniques The BreakOut utility which can greatly assist you in entering data is described in detail e Chapter 4 Use of Function Keys Tool Bar and Windows describe the function keys the Tool bar PBS Windows and features such as the Lookup Windows Help Notes and the means to invoke them CTL Menu Selections This section describes selections available from the menu bar CTL menu e Chapter 5 Cost Centers and Sub Accounts describes an optional method for organizing your accounts by department or division e Chapter 6 Valid G L Accounts describes how to maintain all your account numbers e Chapter 7 Cash Accounts shows how to maintain the accounts you use to write checks on Passport Business Solutions Chapter 8 Banks provides the data needed to run ACH direct deposit in Accounts Payable and Payroll Chapter 9 Switching Between Companies _ explain how you can move between companies within Passport Business Solutions Chapter 10 Printing Reports from Disk describes the report spooling feature Chapter 11 PDF Form File Processing describes the viewing and emailing of PDF form files that have been saved on the system Cha
325. used by your PBS programs comes from your entry of it into the computer Data is stored in files where programs locate the information needed Data Base The information available to a computer and its programs Example The files within the PBS Job Cost module and the data they contain about jobs cost types customers vendors etc make up a Data Base A vast and continuously updated file of data on a particular subject Data File A collection of similar or related items of information recorded on a computer having a specific name and significance A data file is similar to a file folder in a file cabinet Debit An entry that signifies an increase in an asset or expense account or a decrease in a liability owner s equity or revenue account An entry of an amount in the debit or left hand side of a ledger To record the fact of a customer receiving goods or services on the customer s account and the Accounts Receivable general ledger account See Credit T Account Debit Memo An adjustment to an account that increases a customer s indebtedness In this case the term applies to a customer account not a general ledger account Issuing a debit memo creates general ledger account entries but these are not called debit memos See Credit Memo Debt An obligation or liability to pay Something owed such as money goods or services Deduction A subtraction The thing that is or may be deducted or subtracted In PBS Payroll a pre
326. ut Before proceeding with this exercise ensure that all Passport Business Solutions modules are enabled on the menu Exercise one consists of two parts e Part 1 Describes the various uses of the lt Enter gt lt Esc gt lt F11 gt and arrow keys right left up and down e Part 2 Familiarizes you with short cuts to menu bar operations to assist you in moving around in menus and submenus Objectives e To enable you to move around the menu bar and associated menus e To enable you to activate a selection from a menu e To enable you to utilize the BreakOut features Passport Business Solutions ADVANCED FEATURES EXERCISE 1 PART 1 STEP ACTIVITY RESULT Press the lt Left gt arrow key 1 until the selection cursor You are on the first screen of Company infor reaches the CTL Control mation selection Press lt Enter gt Change field 15 and select Y to each question Press You are on the second screen of Company lt Enter gt at Field number to _ information change 3 Press lt Enter gt at Field You are on the third screen of Company infor number to change mation lt gt j 4 Pes er at iel You are returned to the CTL main menu number to change P the lt Right gt COB AS SEE AOW Selection cursor goes to lt More gt once ae Press lt Enter gt Additional menu bar selections display Original menu bar selections display Press lt Right gt arrow once Menu bar s
327. utions MODULE DESCRIPTION O E Loan O E Rent O E RMA O E Quote P O From the menu selection Purchase order gt Print new P O s From the menu selection Changes to P O s gt Print changed P O s From the menu selection Print purchase orders From the menu selection Releases gt Print release P O s From the menu selection Forms gt New P O s forms From the menu selection Forms gt Change P O s forms From the menu selection Forms gt Print P O s forms From the menu selection Forms gt Release P O s forms Batch printed Point of Sale invoices Manufacturing Customer order packing lists Manufacturing Customer order invoices Manufacturing Customer order acknowledgements 149 Passport Business Solutions The Ctl PDF form file processing menu selection provides access to forms which have been printed to a PDF file which resides in one of the directories under the PDFFIL directory There is a setup required for emailing PDFs that involve PBS Users Company information Customers Customer contacts Vendors and Vendor contacts The overview of the setup is in the Email Configuration appendix in the PBS Administration documentation Note 150 Passport Business Solutions PDF PROCESSING When files have been saved to a PDF format a list of these PDF s are written to a file This list of PDF s are linked to the actual files saved on your system With the links esta
328. ve not fallen behind in your ordering this means the entire table will consist of a single line You can change any of the entries displayed but cannot add or delete entries 86 Passport Business Solutions If the screen was displayed as a result of your pressing lt F2 gt all forms appear whose inventory you have chosen to track This is the normal mode The table does not scroll so you can monitor a maximum of fourteen separate forms In both cases a highlighted bar indicates the current entry The cursor will be in the first column Options Your options are lt Up gt lt Down gt To move to a different entry To accept or change information in the first column lt Enter gt The cursor will move to the next column allowing entry or change of all fields on that line To terminate data entry accepting all information lt Esc gt S entered so far and to return to the startup screen In normal mode but not re order mode additional options are To insert a new entry provided there are not already fourteen entries The highlighted line and all sub sequent lines scroll down by one allowing a new entry lt F2 gt f f ne on the current line To cancel the insertion press lt Enter gt to move to the lt Start date gt column then press lt Up gt lt F3 gt To delete the highlighted entry lt F5 gt To return to entering the re order number For each row enter the following columns Form
329. vendor number and name This is either the invoice number purchase order number or date if it is a statement or picking ticket The date the file was created The date it was emailed Stat This is the transaction status Read below for a the status details 151 Passport Business Solutions PDF Status Column The status column will include the following indicators STATUS I DESCRIPTION NDICATOR E The PDF has been emailed per the date shown The PDF has been emailed but there was no address e for the contact It could also mean that the contact s Email documents field was set to N No entered contact or no email address for the contact There is a default contact with an email address but the Email documents contact field is set to N PDFs have been stacked according to the date shown a and are ready for emailing 4 An error occurred during emailing See the log for details x Email server is not activated You must activate the server in order to send emails The initial display includes all installed packages but may be filtered to show only one package or one customer or vendor Options From this screen you may also use one of the options lt PgDn gt For the next or previous page respectively if there is lt PgUp gt one lt Home gt For the first or last page respectively if there are more lt End gt than one and you are not already on the first or la
330. will display 2 Reports Vendors by vendor Company File Select printer Create HTML Local Laser PDF Print to disk View as HTML View as PDF Windows printer The primary options involve Company information printers Windows printer and Display There are several sub sections in this printing section Windows PUINUET lt i Scnxcedd daddenueeasianabueba dpa bimiiewndda nra aN i Special Forms Usage Alignment and Copies ene OER EPS ere ee CPR eee sere eT eT ew CSV Spreadsheet File Output 00 2 occcccoececcccceccesconases Prot SOE ES a ee Ree ae eae NI on a eo OE Company Information Printer You may have as many as fourteen Company information printers available twelve in Windows and Thin client You can print either reports posting or regular or Special Forms to one of these printers except a PDF Acrobat printer which can only be used for regular reports and certain forms Special Forms include primarily Invoices Checks Purchase Orders Statements and Labels 21 Passport Business Solutions If you are in Windows or Thin client then you have the option of printing reports and Special Forms to Windows printer In character based UNIX and Linux you do not have this option In some cases the same physical printer device may be redefined under one or more different names utilizing different print characteristics in each case For example you may have one Compan
331. xpected to be cleared at the bank You will be working with two bank types when using ACH At least one company bank that processes the ACH and or positive pay file is designated with any number of receiving banks depending on the number of Vendor or Employee banks required There is a cash account associated with each bank The minimum and maximum number of banks required for positive pay and ACH varies This table illustrates the number of banks that may be utilized for Accounts Payable and Payroll MODULE TYPE pea apa POs i PAY BANKS AP Company Bank 1 per cash account 1 per cash account AP Vendor 1 N A PR Company Bank 1 per cash account 1 per cash account PR Employee Up to 15 N A All ACH processing is contained within PBS except the actual transmission to the company proc essing bank It requires that the company choose a processing bank that accepts the standard ACH Automated Clearing House format The ACH file required by the processing bank is auto matically generated when the Register is printed during the check run For more information on ACH and positive pay processing see the Implement Positive Pay and Direct Deposit appendix in the Accounts Payable user documentation For more information on ACH Direct Deposit in the Payroll documentation appendix called Implement Positive Pay and Direct Deposit 114 Passport Business Solutions ENTERING BANKS A bank can be one of two types ACH and Company ACH There is
332. xplained in the appropriate chapter of the User documentation Some forms such as A P checks statements invoices or purchase orders vary so much from company to company that you may wish to design your own format sometimes called a layout or a specification Where this happens you are asked to choose the format before printing the report Defining the specifications is a fairly complex job which is explained in a separate chapter of the corresponding User documentation Special Forms Printed with a Graphical File The data from A P checks A R remittances A R statements A R invoices O E forms P O fixed and user defined forms Point of Sale forms and various manufacturing forms may be merged with a graphical file The graphical file can include the lines column names company name and so on These form files can be designed per your companies need Tips for designing a graphical file is covered in the PBS Administration documentation There are two means of doing this merge One is using a Windows printer and the other is using the PDF or PDFP printing setup in Company information Windows Printer A Windows printer graphical file merge can be done with all the form types mentioned above PDF and PDFP PDF and PDFP refers to the two setups that can be entered into Company information These setups will generate PDF files that can be viewed in Acrobat PDF or PDFP printing with a graphical file can be done with the same
333. y exiting screens and working through menus and sub menus You can interrupt one task go to another function to perform a different task and return to place you left without any loss of data To use temporary access use the following control and function keys DESCRIPTION From your current function press lt F11 gt twice to open the access menu Note Always press lt F1 gt to make a temporary selec tion Never press lt Enter gt or you will gain permanent access to your selection Highlight the desired menu selection and press lt F1 gt If a sub menu opens highlight the desired selection from it and press lt F1 gt To close your temporary selection and return to the original function press lt Esc gt During any active selection to interrupt what you are doing to go to a different selection press lt F11 gt twice This will display the menu bar Move the cursor to the selection you wish to temporarily access and press lt F1 gt The menu and the original active selection screen disappear and are replaced with the temporary access selection screen The Owner of the group is the original selection which you interrupted The Member of the group is the temporarily accessed selection The Member can not be the same menu selection as the Owner When you are finished working in the member press lt Esc gt The member s screen disappears and control returns to the selection you interrupted with any incomplete w
334. y have been spooled to disk Displaying Reports This feature is not available for certain reports since their nature must be printed on Special Forms checks invoices etc nor is it available for critical reports like registers which must be printed to paper or at least printed to disk to preserve the audit trail To display a report select Display on screen In UNIX or Linux the screen will start displaying in the default character type and there are no other options In Windows and Thin client you will be presented with these options The P PDF selection allows you to view the report in Acrobat Reader and Adobe Acrobat This option is only available in Windows and Thin client The C Character option allows you to view the report on screen and use various keys to navigate around the report Only available in Character mode Create The H HTML allows you to display the report on HTML or screen but you are looking at the report in the View as HTML viewer It is only available in Windows or HTML Thin client N The N Select another printer option allows you to select a different printer so you do not have to dis 29 Passport Business Solutions Lo play the report on screen Only available in P PDF or View as PDF To use this function either Adobe Acrobat or the Acrobat Reader must be installed on your system See your system administrator if you need a program installed Selecting PDF creates a PDF file on
335. y information printer setup to print to the main tray for reports on plain paper and another to print to the secondary tray where there are invoices The Company Information chapter in the Administration documentation describes how to name and define your printers The names of these printers display on the printer selector window Windows Printer The print window allows you to select a printer that is installed on your workstation In Windows and Thin client you can print both Special Forms or reports to Windows printer The features for printing Special Forms and reports are a little different Special Forms Using Windows printer to print Special Forms is only available in Windows and when using Thin client on a UNIX Linux or Windows host network server When you select Windows printer the Passport Windows printer selector displays Your only choices are to select the printer or cancel the print job When you select cancel it will bring you back to the printer selection screen Reports In most cases the default font selections work very well However after selecting to use Windows printer the Windows printer window displays where there are options that allow you to change the font type font size font font style page orientation printer page setup and more All windows computers have different types of fonts that can be used for writing documents and other purposes There are two types of fonts on a system There are fixed le
336. yable and Purchase Order and includes these screens Accounts Payable MENU SELECTION Vendors Payables Recurring Payables Open Items Open Items Prepare Payments Prepare Payments View vendor invoices Purchase Order MENU SELECTION Purchase Orders Changes to PO s Releases SuB MENU DESCRIPTION Enter Available from both screens Enter The Drill down is available after field 2 has been entered Enter View Modify The Drill down is available when the second field is populated Select individual vouchers Defer vouchers from payment Enter vendor number first Sus MENU Enter Enter Enter Invoice History Drill Down The Invoice history Drill down is available on these Accounts Receivable and Order Entry screens 80 Passport Business Solutions Accounts Receivable MENU SELECTION SuB MENU DESCRIPTION Customers Enter Available on all three screens Cash receipts Enter Returned checks Enter Invoices Enter Miscellaneous charges Enter Recurring sales Enter Open items Change apply to or due date View Customers View Invoice history View customer history Customer history by date View customer history Customer history by doc Recurring bills Enter Order Entry MENU SELECTION SuB MENU DESCRIPTION Enter Can be accessed on both the Omer Header and Line screens Recurring orders Enter Select for billing Enter View Invoice hist

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