============================================================ LEVINSON LYON ACCOUNTING ============================================================ ACCOUNTS RECEIVABLE, BILLING AND INVENTORY CONTROL MANUAL ------------------------------------------------------------ COPYRIGHT (c) Copyright 1985 by CharterHouse Software Corporation. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written consent of CharterHouse Software Corporation, 30401 Agoura Road, Agoura Hills, CA 91301-2009. DISCLAIMER CharterHouse Software Corporation makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Further, CharterHouse, Inc. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of CharterHouse, Inc. to notify any person of such revision or changes. SECTION 1 OVERVIEW Ä TABLE OF CONTENTS Overview . . . . . . . . . . . . . . . . . . . . . . 1 - 1 Getting Started . . . . . . . . . . . . . . . . . . .1 - 4 Daily Processing . . . . . . . . . . . . . . . . . . 1 - 9 Physical Inventory . . . . . . . . . . . . . . . . . 1 - 12 Monthly Processing . . . . . . . . . . . . . . . . . 1 - 13 Yearly Processing . . . . . . . . . . . . . . . . . 1 - 16 SECTION 2 GETTING STARTED Ä TABLE OF CONTENTS Getting Started . . . . . . . . . . . . . . . . . . 2 - 1 Initializing Your Accounts Receivable Data Files . . 2 - 3 Displaying the Accounts Receivable Menu . . . . . . .2 - 15 Setting Up Your General Files . . . . . . . . . . . .2 - 17 Revenue File . . . . . . . . . . . . . . . . . . . . 2 - 19 Revenue File Listing . . . . . . . . . . . . . . . . 2 - 25 Category File . . . . . . . . . . . . . . . . . . . 2 - 27 Category File Listing . . . . . . . . . . . . . . . 2 - 31 Inventory File . . . . . . . . . . . . . . . . . . . 2 - 33 Inventory File Listing . . . . . . . . . . . . . . . 2 - 48 Inventory Price List . . . . . . . . . . . . . . . . 2 - 50 Inventory Labels . . . . . . . . . . . . . . . . . . 2 - 52 Fifo/Lifo Layer File . . . . . . . . . . . . . . . . 2 - 56 Setup Procedure . . . . . . . . . . . . . . . . 2 - 58 Setting Up Lifo/Fifo Records . . . . . . . . . .2 - 60 Fifo/Lifo Layer File Listing . . . . . . . . . . . . 2 - 63 Salesman File . . . . . . . . . . . . . . . . . . . 2 - 65 Salesman File Listing . . . . . . . . . . . . . . . .2 - 69 Territory File . . . . . . . . . . . . . . . . . . . 2 - 71 Territory File Listing . . . . . . . . . . . . . . . 2 - 75 State File . . . . . . . . . . . . . . . . . . . . . 2 - 77 State File Listing . . . . . . . . . . . . . . . . . 2 - 82 FOB File . . . . . . . . . . . . . . . . . . . . . . 2 - 84 FOB File Listing . . . . . . . . . . . . . . . . . . 2 - 87 Terms File . . . . . . . . . . . . . . . . . . . . . 2 - 89 Terms File Listing . . . . . . . . . . . . . . . . . 2 - 93 Sales Tax File . . . . . . . . . . . . . . . . . . . 2 - 95 Sales Tax File Listing . . . . . . . . . . . . . . . 2 - 101 G/L Account Maintenance . . . . . . . . . . . . . . .2 - 103 Customer File . . . . . . . . . . . . . . . . . . . 2 - 110 Adding a Non A/R Customer . . . . . . . . . . . . . 2 - 128 Customer File Listing . . . . . . . . . . . . . . . 2 - 129 Customer Labels . . . . . . . . . . . . . . . . . . 2 - 131 Cash File . . . . . . . . . . . . . . . . . . . . . 2 - 135 System Control File . . . . . . . . . . . . . . . . 2 - 138 Invoice/Payment Detail File . . . . . . . . . . . . 2 - 144 Setup Procedure . . . . . . . . . . . . . . . . 2 - 145 Setting Up Invoice/Payment Detail Records . . . 2 - 146 Invoice/Payment Detail File Listing . . . . . . . . .2 - 154 Inventory Sales History File . . . . . . . . . . . . 2 - 156 Inventory Sales History File Listing . . . . . . . . 2 - 161 SECTION 3 DAILY PROCESSING Ä TABLE OF CONTENTS Daily Processing . . . . . . . . . . . . . . . . . . 3 - 1 Maintaining the General Files . . . . . . . . . . . 3 - 2 Entering Invoices . . . . . . . . . . . . . . . . . 3 - 3 Entering Header Information . . . . . . . . . . . . 3 - 5 Entering Line Items . . . . . . . . . . . . . . . . 3 - 19 Applying a Percentage Sales Discount . . . . . . . . 3 - 24 Invoice Detail . . . . . . . . . . . . . . . . . . . 3 - 26 Transaction Total . . . . . . . . . . . . . . . . . .3 - 27 Invoice Entry Options . . . . . . . . . . . . . . . 3 - 29 Invoice Session Options . . . . . . . . . . . . . . 3 - 33 Invoice Print/Post Options . . . . . . . . . . . . . 3 - 37 Entering a Credit Memo . . . . . . . . . . . . . . . 3 - 42 Entering a Cash Sale . . . . . . . . . . . . . . . . 3 - 43 Entering Payments . . . . . . . . . . . . . . . . . . 3 - 44 Entering the Deposit Slip Information . . . . . . . . 3 - 46 Entering the Header Information . . . . . . . . . . . 3 - 49 Entering Payment Applications . . . . . . . . . . . . 3 - 54 Payment Detail . . . . . . . . . . . . . . . . . . . 3 - 59 Payment Application Total . . . . . . . . . . . . . . 3 - 60 Payment Entry Options . . . . . . . . . . . . . . . . 3 - 62 Payment Session Options . . . . . . . . . . . . . . . 3 - 66 Entering a Deposit . . . . . . . . . . . . . . . . . 3 - 71 Daily Sales Journal . . . . . . . . . . . . . . . . . 3 - 73 Displaying/Printing the Customer Profile . . . . . . 3 - 76 Printing the Inventory Status Report . . . . . . . . 3 - 79 Printing the Suggested Order by Vendor Report . . . . 3 - 81 Entering Inventory Receipts/Orders . . . . . . . . . 3 - 83 Entry Session Options . . . . . . . . . . . . . . . . 3 - 89 SECTION 4 PHYSICAL INVENTORY PROCESSING Ä TABLE OF CONTENTS Physical Inventory Processing . . . . . . . . . . . . 4 - 1 Printing the Physical Inventory Recording Report . . 4 - 2 Entering Your Physical Inventory . . . . . . . . . . 4 - 5 Entry Detail . . . . . . . . . . . . . . . . . . . . 4 - 8 Entry Session Options . . . . . . . . . . . . . . . . 4 - 9 Printing the Physical Inventory Variance Report . . . 4 - 13 Posting Your Physical Inventory . . . . . . . . . . . 4 - 15 SECTION 5 MONTHLY PROCESSING Ä TABLE OF CONTENTS Monthly Processing . . . . . . . . . . . . . . . . . 5 - 1 Preparing to Close . . . . . . . . . . . . . . . . . 5 - 3 Applying Finance Charges . . . . . . . . . . . . . . 5 - 4 Printing Customer Statements . . . . . . . . . . . . 5 - 9 Printing the Aged Receivables Report . . . . . . . . 5 - 14 Printing the Monthly Sales Journal . . . . . . . . . 5 - 19 Printing the Monthly Sales Analysis Reports . . . . . 5 - 22 Printing the Revenue Distribution Report . . . . . . 5 - 25 Printing the Inventory Analysis Report . . . . . . . 5 - 28 Printing the Inventory Sales History Reports . . . . 5 - 30 Printing the Inventory Valuation Report . . . . . . . 5 - 33 Printing the Salesman Commission Report . . . . . . . 5 - 36 Printing the Sales Tax Report . . . . . . . . . . . . 5 - 39 Performing the Month-End Closing Function . . . . . . 5 - 42 Posting to the General Ledger . . . . . . . . . . . . 5 - 47 SECTION 6 YEARLY PROCESSING Ä TABLE OF CONTENTS YEARLY PROCESSING Yearly Processing . . . . . . . . . . . . . . . . . . 6 - 1 APPENDIX A Ä TABLE OF CONTENTS Levinson Lyon Account Numbers . . . . . . . . . . . . A - 1 Recommended Ranges . . . . . . . . . . . . . . . . . A - 2 ACCOUNTS RECEIVABLE, BILLING AND INVENTORY CONTROL TABLE OF CONTENTS Ä Overview . . . . . . . . . . . . . . . . . . . . . . . . 1 Getting Started Procedure . . . . . . . . . . . . . . . . 2 Daily Processing . . . . . . . . . . . . . . . . . . . . 3 Physical Inventory Processing . . . . . . . . . . . . . . 4 Monthly Processing . . . . . . . . . . . . . . . . . . . 5 Yearly Processing . . . . . . . . . . . . . . . . . . . . 6 Levinson Lyon Account Numbers . . . . . . . . . . . . . . A Procedure Summary . . . . . . . . . . . . . . . . . Index 1 Report Glossary/Index . . . . . . . . . . . . . . . Index 2 Index . . . . . . . . . . . . . . . . . . . . . . . Index 3 ================================================================= OVERVIEW ================================================================= Levinson Lyon Accounts Receivable is one of the family of Levinson Lyon accounting applications. It is a one-time entry system with optional links to the Levinson Lyon General Ledger, Order Entry, Purchase Order and/or Manufacturing applications for those users who have, or wish to add, any or all of those applications. With the Levinson Lyon Accounts Receivable, Billing, and Inventory Control application, you may: - Maintain both open item and balance forward customers - Identify customers for billing by ID or by name - Enter revenue accounts by inventory item - Enter invoices for noninventory items - Print pro forma invoices - Distribute revenue to multiple accounts - Apply sales discounts by customer and/or by invoice item - Maintain any number of cash accounts - Maintain any number of taxable rates and three nontaxable categories - Maintain and report on detailed monthly and quarterly totals for taxable sales and tax collected for each sales tax district - Apply sales tax by item and by customer - Track sales by salesmen, territories, and states - Enter sales commission rates or amounts by customer or invoice - Enter FOB points and terms of sale by customer or invoice 1 - 1 - Track sales discounts, cash discounts, and allowances - Selectively apply finance charges, defining interest rates and grace periods - Selectively print customer statements - Maintain multiple ship-to addresses - Maintain customer credit limits - Track a customer's credit-in-use and average days to pay - Age receivables over four definable periods - Post partial payments - Post inventory purchase accruals to the Levinson Lyon General Ledger - Post revenue distribution and inventory values to the Levinson Lyon General Ledger - Optionally print your company's name, address, and phone number on invoices and/or statements - Display open items during payment posting - Enter payments unrelated to accounts receivable - Print pre-billing reports, payment registers, and inventory order and receipts registers - Track sales on a daily, monthly, and yearly basis - Analyse sales by customer, salesman, territory, and/or state - Display, print, and/or file customer profiles, showing general and transaction detail - Value inventory by LIFO, FIFO, or average cost - File inventory items by categories - File inventory receipts by categories 1 - 2 - Add a new customer during invoice entry - Enter and apply a deposit on an invoice - Display a customer's aging during invoice entry - Enter a cash sale - Maintain three prices for each inventory item - Maintain reorder points and reorder quantities - Track quantities on order - Track quantities committed to orders and/or manufacturing - Track quantities sold, used, and received - Print physical inventory work sheets by category, item, or bin location - Enter and post physical inventory - Print price lists for one, two, or three prices per item - Print a variety of inventory reports, showing inventory status, valuation, and suggested orders - Print a history of sales for each customer by item - Print a salesman commission report for cash or accrual basis commissions - Print inventory item labels - Print listings of all multiple record files - Print customer labels - Print bank deposit slips Monthly and periodic reports provide complete "audit trails" for all transactions, and the current status of any transactions is available through reports which may be printed, displayed, or stored in a file. ================================================================= 1 - 3 ================================================================= GETTING STARTED (Overview) ================================================================= During the getting started procedure, you will: 1. Initialize your data files, and 2. Set up the Levinson Lyon general files Levinson Lyon reduces Accounts Receivable, Billing, and Inventory Control data entry to a minimum by storing information which is used repeatedly in general files. The transaction data you routinely enter is then combined with information retrieved from the general files to produce: - Invoices and Credit Memos - Accounts Receivable Reports - Payment detail - Inventory Control Reports Accounts Receivable, Billing, and Inventory Control general files include the: - Revenue File - (Inventory) Category File - Inventory File - FIFO/LIFO Layer File - Salesman File - Territory File - State File - FOB File - Terms File - Sales Tax File - G/L Account File - Customer File - Cash File - System Control File - Invoice/Payment Detail File Levinson Lyon also uses some of the general files to accumulate transaction data. Month-To-Date and Year-To-Date sales totals, for example, are accumulated and maintained in the Salesman File. 1 - 4 REVENUE FILE The Revenue File maintains the accounts for posting: - Sales revenue - Freight charges - Sales tax - Sales discounts - Finance charges - Deposits CATEGORY FILE Each inventory item is assigned to a category. The Category File maintains General Ledger account numbers and the beginning of period balance for all of the items in each category. INVENTORY FILE The Inventory File maintains the information required for: - Physically identifying and locating inventory items - Pricing and displaying inventory information during invoicing - Purchasing and controlling your inventory FIFO/LIFO LAYER FILE The FIFO/LIFO Layer File is required for LIFO or FIFO inventory valuation methods. The file maintains a cost layer for each new cost entered during the inventory receipts entry procedure. Layers are adjusted at year- end to equal the quantity on hand for each item. 1 - 5 SALESMAN FILE The Salesman File maintains: - Salesmen's names - Commission rates - Sales and commission totals TERRITORY FILE The Territory File maintains: - Territory descriptions - Sales totals STATE FILE The State File maintains: - State names - Sales totals FOB FILE The FOB File maintains FOB descriptions. TERMS FILE The Terms File maintains: - Terms of sale descriptions - Data required to calculate invoice due dates and cash discounts 1 - 6 SALES TAX FILE The Sales Tax File maintains: - Sales tax description - Sales tax rate - G/L account number to be used for posting - Sales tax totals for each month in the quarter G/L ACCOUNT FILE G/L Account File maintains the General Ledger account numbers to be used for posting: - Freight - Sales Discounts - Cash Receipts - Cash Discounts - Accounts Receivable - Finance Charges - Deposits CUSTOMER FILE The Customer File maintains customer information for: - Billing - Shipping - Sales analysis - Credit - Pricing - Taxing CASH FILE The Cash File maintains totals for cash receipts and cash discounts. 1 - 7 SYSTEM CONTROL FILE The System Control File maintains instructions and parameters for various Accounts Receivable functions. Your receivables aging periods, for example, are defined and maintained in the System Control File. INVOICE/PAYMENT DETAIL FILE The Invoice/Payment Detail File maintains the invoice and payment information which is generated when billing transactions are entered. ================================================================= 1 - 8 ================================================================= DAILY PROCESSING (Overview) ================================================================= Daily processing procedures include: - Maintaining the general files with current information - Entering transactions, including invoices, payments, and inventory orders and receipts - Printing Daily Sales Journals - Printing Customer Profiles - Printing Inventory Status and Suggested Order Reports MAINTAINING THE GENERAL FILES You will set up the general files during the getting started procedure, but you must also maintain the general files with current information. Before you assign a new salesman to a customer's account, for example, you must establish a record for that salesman in the Salesman File. One exception to this, however, is adding a new customer. A new customer may be added either during the invoice entry procedure or thru Customer File maintenance. ENTERING TRANSACTIONS You may enter invoices, credit memos, payments, and inventory orders and receipts at any time. To facilitate multiple transaction entering and editing, Levinson Lyon stores your transaction entries in a temporary file until you are ready for posting. Invoices, credit memos, and payments are posted to the Invoice/Payment Detail File. Inventory orders and receipts entries are posted to the Inventory File. 1 - 9 PRINTING THE DAILY SALES JOURNAL The Daily Sales Journal provides a "daily" report of sales and receipts activities by combining information from the: 1. Invoice/Payment Detail File, and 2. Revenue File. The report will include only those transactions which have been entered since the last time the report was "reset". It may therefore be used to reflect daily activity, session totals, or any other period of activity. PRINTING CUSTOMER PROFILES Many daily Accounts Receivable questions may be answered with the aid of a Customer Profile. A Customer Profile is a two part report that combines information from the: 1. Customer File, and 2. Invoice/Payment Detail File Customer Profiles are useful for reviewing: - The information in a customer's record - An aging of receivables for a customer - A customer's open items PRINTING THE INVENTORY STATUS REPORT The Inventory Status Report retrieves information from the Inventory File to print daily inventory control information, including each item's: - Reorder Point - Quantities on hand and on order - Quantities committed to orders and manufacturing - Quantity available 1 - 10 PRINTING THE SUGGESTED ORDER REPORT Based on the information in the Inventory File, the Suggested Order Report suggests how much of each item should be ordered to raise inventory quantities above their minimum quantities. ================================================================= 1 - 11 ================================================================= PHYSICAL INVENTORY PROCESSING (Overview) ================================================================= Physical inventory processing procedures include: - Printing the Physical Inventory Recording Report - Entering your physical inventory - Printing the Physical Inventory Variance Report - Posting Physical Inventory PRINTING THE PHYSICAL INVENTORY RECORDING REPORT The Physical Inventory Recording Report provides a listing of inventory items in a physical inventory worksheet format. ENTERING YOUR PHYSICAL INVENTORY Entering and recording your physical inventory quantities updates the physical inventory quantity in each item's Inventory File record. PRINTING THE INVENTORY VARIANCE REPORT The Physical Inventory Variance Report calculates and lists any differences between each inventory item's quantity-on-hand and physical inventory quantity. POSTING YOUR PHYSICAL INVENTORY Posting physical inventory updates each inventory item's quantity-on-hand with the item's physical inventory quantity, but only for those items which have had a physical inventory quantity entered during the physical inventory entry procedure. ================================================================= 1 - 12 ================================================================= MONTHLY PROCESSING (Overview) ================================================================= Monthly processing procedures include: - Applying finance charges - Printing customer statements - Printing the Aged Receivable Report - Printing the Monthly Sales Journal - Printing the Monthly Sales Analysis Reports - Printing the Revenue Distribution Report - Printing the Inventory Analysis Report - Printing the Inventory Sales History Report - Printing the Inventory Valuation Report - Printing the Salesman Commission Report - Printing the Sales Tax Report - Performing the Month-End Closing function - Transferring distribution and inventory detail to the General Ledger APPLYING FINANCE CHARGES Levinson Lyon will selectively or collectively apply finance charges on overdue balances. Finance charges may be applied on a trial or update basis and interest rates and grace period may be defined each time finance charges are applied. (Charges of less than one dollar will not be applied.) PRINTING CUSTOMER STATEMENTS Levinson Lyon will selectively print customer statements. Statements may be printed on forms or plain paper and your company's name and address may be optionally included. 1 - 13 PRINTING THE AGED RECEIVABLES REPORT An Aged Receivables Report provides an aging of receivables for each customer. The report is based on a user defined aging period and may be printed with or without zero-balance customers. PRINTING THE MONTHLY SALES JOURNAL The Monthly Sales Journal provides a listing of sales and receipts since the last month-end closing function was performed. The report also includes a distribution recap which summarizes revenue distribution by account number. PRINTING THE MONTHLY SALES ANALYSIS REPORTS The Monthly Sales Analysis Reports provide a listing of sales activity by: 1. Customer, 2. Salesman, 3. Territory, and/or 4. State. PRINTING THE REVENUE DISTRIBUTION REPORT The Revenue Distribution Report provides a listing of the amounts which will be considered distributed when the Month-End Closing function is performed. In addition, the report creates a General Ledger Transfer File which will be reserved by the Month-End Closing function for posting to the Levinson Lyon General Ledger. 1 - 14 PRINTING THE INVENTORY ANALYSIS REPORT The Inventory Analysis Report utilizes the information in the Inventory File to calculate and list summary inventory control information by: 1. Category 2. Vendor, or 3. Item. PRINTING THE INVENTORY SALES HISTORY REPORT The Inventory Sales History Report provides a listing of the Month-to-Date and Year-to-Date sales activity for each customer by inventory item, or for each inventory item by customer. PRINTING THE INVENTORY VALUATION REPORT The Inventory Valuation Report calculates and lists the value of inventory-on-hand. The valuation is based on the inventory valuation method you are using (LIFO, FIFO, or Average Cost). In addition, the report optionally creates a General Ledger Transfer File for each inventory category. The transfer file is reserved for posting to the Levinson Lyon General Ledger by the Month-End Closing function. PRINTING THE SALESMAN COMMISSION REPORT The Salesman Commission Report provides summary information for cash or accrual basis commissions due each salesman in the current month. PRINTING THE SALES TAX REPORT The Sales Tax Report provides detailed monthly and quarterly totals for taxable sales and tax collected for each sales tax ID that has been set up in the Sales Tax File. 1 - 15 PERFORMING THE MONTH-END CLOSING FUNCTION The Month-End Closing function: - Returns all Month-To-Date accumulations to zero, - Purges completed transactions from the Invoice/Payment Detail File (optional), and - Creates a General Ledger Transfer File. TRANSFERRING DISTRIBUTION AND INVENTORY DETAIL TO THE GENERAL LEDGER The General Ledger Transfer File which is reserved by the Month-End Closing Function may be posted to the General Ledger any time prior to performing the next Month-End Closing function. Posting to the General Ledger is a function of the Levinson Lyon General Ledger. ================================================================= 1 - 16 ================================================================= YEARLY PROCESSING (Overview) ================================================================= The Year-End Closing function: - Returns all Year-To-Date totals to zero - Purges all records from the Inventory Sales History File - Adjusts the layers in the FIFO/LIFO File to equal the year-end quantity on hand for each inventory item (FIFO/LIFO users only) ================================================================= 1 - 17 ================================================================= GETTING STARTED ================================================================= If you are using the Accounts Receivable application in conjunction with the Levinson Lyon General Ledger, and you have not already done so, set up your General Ledger before proceeding. GETTING STARTED guides you through the procedure for setting up your Accounts Receivable files in preparation for beginning your daily routine of entering invoices, receiving payments, and controlling inventory. If you are a first-time user of Levinson Lyon accounting applications, follow the step-by-step procedure for the entire Getting Started section. If you are an experienced user of Levinson Lyon accounting applications, follow the procedure outline, using the section detail when necessary, to complete the Getting Started section. PROCEDURE (Overview) The procedure outlined here assumes that you have completed the Levinson Lyon Guide To Operations, and that specifically, you: - Have installed the Levinson Lyon Master Menu and the Accounts Receivable application - Have defined your computer configuration in the Computer Definition File - Have established a record in the Company File for the company you will be processing - Have selected a company for processing - Are familiar with the file maintenance and data entry procedures......e.g. entering dates and dollar amounts, formatting reports, etc. 2 - 1 During the Getting Started procedure you will: 1. Initialize the Accounts Receivable data files. 2. Display the Accounts Receivable menu. 3. Set up the Accounts Receivable general files and print their contents. ================================================================= 2 - 2 ================================================================= INITIALIZING THE ACCOUNTS RECEIVABLE DATA FILES ================================================================= Initializing data files prepares your data disk or diskette to receive data. (Levinson Lyon expects to find your data on the disk or diskette in the drive designated for Accounts Receivable in the Company File.) During the file initialization procedure, you will be asked to answer a number of questions regarding the scope of your operations........e.g. How many customers do you have? Levinson Lyon will use the information you provide to initialize your data files. (Although Levinson Lyon files will expand automatically within the storage limitation of your data disk or diskette, initializing files which conform to the scope of your operations will maximize operating efficiency.) Answers to the questions should be based on your current needs with allowances for any immediate expansion. In any case, do not labor over your answers. As long as you do not waste disk space by entering numbers which grossly exceed your needs, a rough estimate is all that is required. SELECTION o Display the Master Menu and Select - Initialize Data Files Enter 2 - A/R, Billing, and Inventory 2 - 3 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** PASSWORD ENTRY *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ *** ENTER PASSWORD FOR *** ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ ³ ³ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍ» or º Esc º to return to the MENU ÈÍÍÍÍͼ A/R, BILLING & INV'TY: Accounts Receivable is shipped with: - "AR" installed as the password for LIMITED access, and - "ARF" installed as the FULL access password. (See the Levinson Lyon Guide To Operations for the procedure for changing passwords.) o Enter "ARF" or the password you have assigned for FULL access to Accounts Receivable. 2 - 4 Note that as an added security precaution, password characters are displayed as graphics block characters as they are entered. When the password is entered correctly, the file initialization options will be displayed. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INITIALIZE DATA FILES *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1 - Initialize new company ³ ³ 2 - Initialize with override ³ ³ 3 - Initialize selected files ³ ³ 4 - Return to menu ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Enter Selection: .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 1 - Initialize new company o If you are initializing Accounts Receivable files for the first time, enter "1" to continue. Levinson Lyon will display the initialization questions. 2 - 5 2 - Initialize with override Initializing with override allows you to change the number of records Levinson Lyon calculates for each file. The override feature should generally not be used except in extraordinary circumstances and preferably only on instructions from a member of the Levinson Lyon support staff. 3 - Initialize selected files Initializing selected files allows you to specify which files will be initialized (reinitialized). Selected files should only be initialized on instructions from a member of the Levinson Lyon support staff. 2 - 6 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º INITIALIZE ACCOUNTS RECEIVABLE FILES º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1. How many customers do you have? ..... ³ ³ 2. How many different types of inventory items do you have? ..... ³ ³ 3. How many categories of inventory items do you have? ..... ³ ³ 4. How many salesmen do you have? ..... ³ ³ 5. How many sales territories do you have? ..... ³ ³ 6. How many foreign countries or provinces do you do business in? ..... ³ ³ 7. How many FOB points do you use? ..... ³ ³ 8. How many terms-of-sale descriptions do you use? ..... ³ ³ 9. How many invoices do you generate each month? ..... ³ ³ 10. On the average, how many line items does each invoice have? ..... ³ ³ 11. What is your average collection period (days)? ..... ³ ³ 12. How many revenue accounts will you be using for Accounts ³ ³ Receivable postings? ..... ³ ³ 13. If you are using a LIFO or FIFO inventory valuation method, how ³ ³ many times per year does the cost of an inventory item change? ..... ³ ³ 14. How many inventory items does your average customer buy? ..... ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -When Ready F2 -Clear Esc -Return to Menu 1. How many customers do you have? Each customer you have requires a record in the Customer File. The number you enter will determine the amount of disk space which will be reserved for the Customer File. o Enter the maximum number of customers you have, or hope to have in the immediate future. 2. How many different types of inventory items do you have? Each type of inventory item you have requires a record in the Inventory File. The number you enter will determine how much disk space is reserved for the Inventory File. 2 - 7 o Enter the number of different inventory items you have. 3. How many categories of inventory items do you have? Each of your inventory items will be assigned to a category. For each category you use, you may: - List inventory items by category - Post inventory changes to G/L accounts by category Some users have only one category of inventory items. Others use several. EXAMPLES - Materials you use for a product - Product sub-assemblies - A class of items you are reselling - A class of items you would like posted to a separate account in the General Ledger. Each category you use requires a record in the Category File. The number you enter will determine how much disk space is reserved for the Category File. o Enter the number of categories you will be using for your inventory items. 2 - 8 4. How many salesmen do you have? Each salesman you have requires a record in the Salesman File. The number you enter will determine how much disk space is reserved for the Salesman File. o Enter the number of salesmen you will be using. 5. How many sales territories do you have? Each sales territory you have requires a record in the Territory File. The number you enter will determine how much disk space is reserved for the Territory File. o Enter the number of sales territories you will be using. 6. How many foreign countries or provinces do you do business in? Each state, country, or province that you conduct business in requires a record in the State File. Levinson Lyon initializes the State File for the 50 states. The number you enter will determine how much ADDITIONAL space will be reserved for the State File. 2 - 9 o If you will be doing business outside of the 50 states, enter the number of ADDITIONAL countries or provinces you will be doing business in. If your sales are ALL within the 50 states, press and continue. 7. How many FOB points do you use? Each FOB point description you use requires a record in the FOB File. The number you enter will determine how much space is reserved for the FOB File. o Enter the number of FOB point descriptions you will be using. 8. How many terms-of-sale descriptions do you use? Each terms-of-sale description you use requires a record in the Terms File. The number you enter will determine how much disk space is reserved for the Terms File. o Enter the number of terms-of-sale descriptions you will be using. 9. How many invoices do you generate each month? The number of invoices you generate each month helps determine the size of the: - Invoice/Payment Detail File - Vendor History File 2 - 10 o Enter the maximum number of invoices and credit memos you generate each month. 10. On the average, how many line items does each invoice have? Each invoice line item requires a record in the Revenue Distribution and Inventory Sales History Files. The number you enter determines how much disk space will be reserved for those files. o Enter the average number of line items you use for each invoice you generate. 11. What is your average collection period (days)? Levinson Lyon uses the number of invoices which get "carried" into future accounting periods to help determine the size of the Invoice/Payment Detail File. o Enter the average number of days an invoice remains outstanding before payment is received. 2 - 11 12. How many revenue accounts will you be using for Accounts Receivable postings? Each account that you use for accounts receivable postings requires one record in the Revenue File. The number you enter will determine the disk space which is reserved for the Revenue File. o Enter the number of accounts you will be using as revenue accounts, e.g. Hardware Sales, Software Sales, Sales (New York), Sales (Los Angeles), etc. 13. If you are using a LIFO or FIFO inventory valuation method, how many times per year does the cost of each item change? If you are using LIFO or FIFO, Levinson Lyon will maintain a FIFO/LIFO Layer File which requires an additional record each time an inventory item is received at a new cost. o If you are using LIFO or FIFO, enter the average number of times the cost of each item changes in a 12 month period. 2 - 12 14. How many inventory items does your average customer buy? The Inventory History File maintains a record for each item that is sold to each customer. The number you enter helps determine how much disk space will be reserved for the Inventory History File. o Enter the average number of inventory items purchased by each customer. When Ready o When the form is complete, press to continue. Levinson Lyon will calculate and display the storage space required for your operations. The "space to be taken by new files", both bytes and percentage, represents the space required for files with a predictable size. However, Levinson Lyon also uses a number of work files which vary in length and may or may not be present at any given time. Initializing files for more than 80% of storage capacity is therefore not recommended. 2 - 13 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INITIALIZE DATA FILES *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ ³ ³ Total disk space: bytes 100 % ³ ³ ³ ³ Currently used disk space: bytes % ³ ³ ³ ³ Space to be taken by new files: bytes % ³ ³ ³ ³ Total after initialization: bytes % ³ ³ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍ» º ÄÙ º to INITIALIZE files ÈÍÍÍÍͼ ÉÍÍÍÍÍ» or º Esc º to return to OPTIONS ÈÍÍÍÍͼ INITIALIZE files o If the total initialization percentage is less than 80%, you may press to continue with the initialization process. Levinson Lyon will: 1. Initialize the Accounts Receivable, Billing, and Inventory Control Files, and 2. Return to the menu. ================================================================= 2 - 14 ================================================================= DISPLAYING THE ACCOUNTS RECEIVABLE MENU ================================================================= If you have initialized the Accounts Receivable files, then you are ready to display the Accounts Receivable menu. SELECTION o Select - Accounting Applications Enter 2 - A/R, Billing, and Inventory PASSWORD o When you are prompted to do so, enter "ARF" or the password you have assigned to Accounts Receivable for Full Access. 2 - 15 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** A/R, BILLING AND INVENTORY CONTROL SYSTEM MENU *** v2.12A º º º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ *** PROCESS SELECTION *** ³ ³ *** DAILY PROCESSING *** ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ - Daily Processing ³ ³ 1 - Invoice Entry ³ ³ - Physical Inventory ³ ³ 2 - Post Payments Received ³ ³ - Monthly Processing ³ ³ 3 - Daily Sales Journal ³ ³ - A/R File Maintenance ³ ³ 4 - Customer Profile ³ ³ - Inv'ty File Maintenance ³ ³ 5 - Inventory Status Report ³ ³ - A/R File Listings ³ ³ 6 - Suggested Order Report ³ ³ - Inv'ty File Listings ³ ³ 7 - Inventory Receipts/Orders ³ ³ - AutoPilot ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ - Utilities ³ ³ - to Return to Master Menu ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º PLEASE ENTER YOUR SELECTION .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 2 - 16 ================================================================= SETTING UP THE GENERAL FILES ================================================================= The general files maintain information which is used repeatedly for Accounts Receivable functions............e.g. customer names and addresses. Levinson Lyon combines information from the general files, along with the transaction data you routinely enter, to produce: - Invoices (Credits) and Statements - Money Management Reports - Inventory Control Reports As you enter transactions, Levinson Lyon retrieves relevant information from the general files and displays it for your verification.......e.g. a customer's billing address. Some of the information in the general files is not required for Levinson Lyon to function properly, but since transaction data entry is the most time consuming function of any accounting system, the more complete the general files are, the more time you can save with the Levinson Lyon general file retrieval features. 2 - 17 PROCEDURE (Overview) During this procedure you will set up the: 1. Revenue 2. (Inventory) Category 3. Inventory 4. FIFO/LIFO Layer 5. Salesman 6. Territory 7. State 8. FOB 9. Terms 10. Sales Tax 11. G/L Account 12. Customer 13. Cash 14. System Control 15. Invoice/Payment Detail 16. Inventory Sales History 2 - 18 ================================================================= REVENUE FILE ================================================================= The Revenue File is a multiple record file that maintains a record for each revenue account you define. Each record maintains: - A revenue account number - A revenue account description - Totals for the daily and month-to-date postings To preserve the integrity of your data, Levinson Lyon verifies revenue account numbers entered throughout the Accounts Receivable application by comparing them with the accounts in the Revenue File. You may add accounts to the Revenue File at any time, but you cannot enter an account number elsewhere in the Accounts Receivable application before you have established a record for that account in the Revenue File. Reports based, all or in part, on the contents of the Revenue File include: - Revenue File Listing - Daily Sales Journal (Recap) - Revenue Distribution Report - G/L Distribution Transfer File (read only by the Levinson Lyon General Ledger) 2 - 19 PROCEDURE If you are using the Levinson Lyon General Ledger: 1. Make a list of the account numbers you are using for: - Revenue (limited by your Chart of Accounts) - Sales Tax (limited by your Chart of Accounts) - Freight (limited to one account) - Sales Discounts (limited by your Chart of Accounts) - Cash Receipts (limited by your Chart of Accounts) - Cash Discounts (limited to one account) - Accounts Receivable (limited to one account) - Allowances (limited by your Chart of Accounts) - Finance Charges (limited to one account) - Deposits (limited to one account) - Non A/R (limited by your Chart of Accounts) 2. Establish a Revenue File record for each of the accounts on your list. If you are not using the Levinson Lyon General Ledger: 1. Make a list of your revenue accounts. 2. Add the following accounts to your list: - Sales Tax (unlimited) - Freight (limited to one account) - Sales Discounts (unlimited) - Cash Receipts (unlimited) - Cash Discounts (limited to one account) - Accounts Receivable (limited to one account) - Allowances (unlimited) - Finance Charges (limited to one account) - Deposits (limited to one account) - Non A/R (unlimited) 3. Assign a unique number to each of the accounts on your list. Account numbers may be from one to eight digits. 2 - 20 Theoretically, you may use any numbers you like, but it's much better to use a logical numbering sequence. For example, you may use: - The numbers you are using in your manual system - The numbers your accountant uses - Numbers which fall within the range of numbers recommended by Levinson Lyon (See Appendix A) (If you use the range of numbers recommended by Levinson Lyon, and you add the Levinson Lyon General Ledger to your system at a later date, you may set up a General Ledger Chart of Accounts which will accommodate the account numbers you are using for the Accounts Receivable application.) 4. Establish a Revenue File record for each of the accounts on your list. SELECTION o When you have assigned a number to each of the accounts on your list: Select - A/R File Maintenance Enter 5 - Revenue 2 - 21 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** REVENUE MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ G/L Account: .... - .... ³ ³ ³ ³ Description: .................... ³ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄ¿ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ S ³ ³ Y Total - Daily: ........... ³ ³ S ³ ³ T Total - MTD: ........... ³ ³ E ³ ³ M ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for ADD. G/L Account: The G/L Account number identifies the location of the account in the Revenue File. Each account number must be unique and may be from one to eight digits (four primary account numbers and four secondary account numbers). o Enter the number you will be using to identify the account. 2 - 22 Description: As you enter account numbers for revenue distribution, Levinson Lyon retrieves the account descriptions from the Revenue File and displays them for your verification. Account descriptions are also included on reports which include posting detail, e.g. the Revenue Distribution Report. Descriptions for your cash accounts should be entered as a bank account number. During the payment entry procedure, when you enter the cash account to be used for the bank deposit, Levinson Lyon displays the description (bank account number) for that G/L Cash account and prints it on the bank deposit slip. o Enter a description for the account, e.g. Hardware Sales, Software Sales, etc. (for your cash accounts, enter the bank account number). Total - Daily: Total - MTD: Each time you post an invoice, Levinson Lyon adds the amounts from your line item entries to the daily and Month-To-Date totals in your revenue accounts. The Daily Sales Journal provides an option to return the daily total to zero. The Month-To-Date total may be returned to zero during the month-end closing procedure. 2 - 23 o You may begin the Month-To-Date total by entering your current month's figures, or Leave the Month-To-Date total blank and begin the total with zero. Process - Return to Menu o When the form is complete, press to add the account to the Revenue File. When the action is complete, you may: 1. Define another account, or 2. Press to return to the menu. ================================================================= 2 - 24 ================================================================= REVENUE FILE LISTING ================================================================= The Revenue File Listing is an 80 column report that lists the contents of the Revenue File. It serves as a reference during: - Revenue File Maintenance - Inventory File Maintenance - Invoice Line Item Entry You should print the Revenue File Listing: 1. After setting up the Revenue File, and 2. After making modifications to the Revenue File. The listing is printed in account number order and includes: - Account Number - Account Description - Daily Total - Month-To-Date Total SELECTION o Select - A/R File Listings Enter 6 - Revenue File 2 - 25 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** REVENUE FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Print Report o When your report format is complete, press to continue with the printing procedure. ================================================================= 2 - 32 ================================================================= INVENTORY FILE ================================================================= The Inventory File is a multiple record file that maintains a record for each inventory item you enter. Each record maintains the information required for: - Physically identifying and locating each item - Pricing and displaying information during invoice entry - Purchasing and controlling your inventory You may add items to the Inventory File at any time, but the Inventory File cannot be updated by the invoicing procedure for items not currently on file. This does not, however, preclude invoicing for items not on file. Note that an Inventory File record cannot be completed before you have established supporting records in the: - Revenue File - Category File Reports based on the contents of the Inventory File include: - Inventory File Listing - Inventory Price Listing - Inventory Labels - Inventory Variance Report - Inventory Sales History - Inventory Analysis Report - Inventory Valuation Report - Suggested Order Report - Inventory Status Report - Physical Inventory Recording Report SELECTION o Select - Inv'ty File Maintenance Enter 1 - Item Master 2 - 33 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Item ID: .................... ³ Price - 1: ........ ³ ³ Descr: .............................. ³ Price - 2: ........ ³ ³ .............................. ³ Price - 3: ........ ³ ³ .............................. ÚÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ S Cost - Last: ........ ³ ³ Category: .... ³ Cost - Average: ........ ³ ³ Bin Location: .... - .... ³ Y Qty - On Order: ........ ³ ³ Unit of Measure: ... ³ Qty - Onhand: ........ ³ ³ Weight: ...... ³ S Qty - Physical Inv: ........ ³ ³ G/L Account - Revenue .... - .... ³ Committed - Orders: ........ ³ ³ Taxable (Y/N): . ³ T Committed - Mfg: ........ ³ ³ Last Vendor Used: ..... ³ Received - MTD: ........ ³ ³ Lead Time (Days): ... ³ E Received - YTD: ........ ³ ³ Reorder - Point: ........ ³ Sold/Used - MTD: ........ ³ ³ Reorder - Qty: ........ ³ M Sold/Used - YTD: ........ ³ ³ ³ Qty Projected: ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for ADD. Item ID: The item ID identifies the location of the item in the Inventory File. Each item ID must be unique and may be any combination of up to 20 characters. o Enter the characters you will be using to identify the item. 2 - 34 Description: As you enter invoice line items, Levinson Lyon retrieves the descriptions of the items you are billing and displays them for your verification. In addition, item descriptions are included on: - Invoices - Inventory reports o Enter an item description. Category: The category identifies the category which includes the item you are entering. Levinson Lyon compares the category with the records in the Category File to verify that you have established a record for that category. o Using the Category File Listing as a reference, enter the ID of the category that includes item you are entering. If your entry results in a flashing arrow, compare your entry with the Category File Listing. 2 - 35 Bin Location: The bin location identifies a primary and/or secondary physical location for the item and may be any combination of up to 8 characters. The bin location is included in the Inventory Status Report. The Physical Inventory Recording Report may also be printed in bin location order. SCENARIO A company stores its inventory by aisle and by shelf. The aisle is the primary bin and the shelf is the secondary bin. The bin location of an item stored on aisle 20 and shelf 33 is entered as "20-33". Each time the company performs a physical inventory, a Physical Inventory Recording Report is printed for each aisle and distributed to the persons who will perform the inventory. o Enter the characters you will be using to identify the item's physical location. 2 - 36 Unit of Measure: Weight: Unit of measure and weight further describe the inventory item for billing and inventory control. As you enter invoice line items, Levinson Lyon retrieves each item's unit of measure from the Inventory File and displays it for your information. o Enter a description of the item's unit of measure. EXAMPLES Doz = dozen Ea = each Gal = gallon Etc. o Enter the item's unit weight. G/L Account - Revenue: As you enter invoice line items, Levinson Lyon retrieves each item's G/L revenue account number from the Inventory File and displays it for your verification. Note that even though Levinson Lyon requires you to assign a revenue account to each inventory item, you may distribute revenue to any account in the Revenue File by entering the number for that account during invoice line item entry. 2 - 37 o Using the Revenue File Listing as a reference, enter the number of the revenue account you most often use to post revenue from the sale of the item. If your entry results in a flashing arrow, compare your entry with the Revenue File Listing. A number for an account which is not recorded in the Revenue File cannot be entered. Taxable (Y/N): As you enter invoice line items, Levinson Lyon displays the tax status of each item based on: 1. The tax status in the item's Inventory File record, and 2. The tax ID in the Customer File record of the customer you are invoicing. If a non-taxable status exists in either the item record or the customer record, Levinson Lyon will display an "N" to indicate a non-taxable status. 2 - 38 SCENARIO A company sells both taxable and non- taxable items. It also sells to taxable and non-taxable customers. The company enters a "Y" for each taxable item and an "N" for each non- taxable item in the Inventory File. In addition, the appropriate tax code for each customer will be entered in the Customer File. When a taxable customer is invoiced, only those items with a "Y" recorded in the Inventory File will be taxed. When a non-taxable customer is invoiced, none of the invoiced items will be taxed, regardless of the item's taxable (Y/N) status. o Enter a "Y" for a taxable, or an "N" for a non-taxable item. If your entry displays a flashing arrow, verify that you have entered a "Y" or an "N". Last Vendor Used: Each time you post an inventory receipt or order, Levinson Lyon updates the item's record with the ID of the vendor you are using. 2 - 39 o Enter the ID of the last vendor used as a supplier for the item, or Leave the last vendor blank and let Levinson Lyon make the entry the next time you enter a receipt or order. Lead Time (Days): Lead time is not currently in use and no entry is required. Reorder - Point: Reorder - Qty: A reorder quantity for each inventory item will be included in the Suggested Purchase Order by Vendor Report when the: Quantity-on-Hand + Quantity-on-Order, minus the quantities committed to: Orders and Manufacturing, is less than the reorder point. 2 - 40 o Enter the minimum quantity you want to keep in inventory. o Enter the quantity you want to reorder when the quantity-on-hand plus the quantity-on-order minus quantities committed falls below the reorder point. Price - 1: Price - 2: Price - 3: Each inventory record provides for three price entries. As you enter invoice line items, Levinson Lyon retrieves the price of each item from the Inventory File and displays it for your verification. The price retrieved depends on the price code (1, 2, or 3) entered in the Customer File for the customer you are invoicing. Note that the Customer File also provides for entering a customer discount which may be used to adjust the price retrieved from the Inventory File. You may also enter other prices and discount rates during invoice line item entry. There is no criterion for establishing the order of pricing, but the order you choose should remain consistent throughout the Inventory File. 2 - 41 SCENARIO A company sells to both retail and wholesale customers and establishes: - Price 1 = Retail - Price 2 = Wholesale - Price 3 = Cash Wholesale The company also offers a percentage discount for bulk purchases. The bulk discount percentage is entered in selected customer records and optionally used during invoice entry. o Enter up to three prices for the item. Cost - Last: Cost - Average: Each time you enter an inventory order or a receipt, Levinson Lyon retrieves the last cost of the item from the Inventory File and displays it for your information. As you enter invoice line items, Levinson Lyon retrieves each item's average cost from the Inventory File and displays it for your information. 2 - 42 Each time you post an inventory order or receipt, Levinson Lyon updates the last cost of the item and calculates a new average cost. (OAC x QOH) + (NC x QR) NAC = ----------------------------------- QOH + QR Where: NAC = New Average Cost OAC = Old Average Cost QOH = Quantity on-hand NC = New Cost QR = Quantity Received o Enter the last cost of the item, or Leave the last cost blank and let Levinson Lyon make the entry the next time you post a receipt or an order. o Enter a cost figure to be used as your old average cost. 2 - 43 Qty - On Order: Qty - On Hand: As you enter invoice line items, Levinson Lyon retrieves each item's quantity-on-hand and quantity-on-order from the Inventory File and displays them for your information. Each time you post an inventory order or receipt, Levinson Lyon updates the item's quantity-on-order and quantity- on-hand. Quantity-on-hand is also updated each time an invoice is posted. On-Order = Ordered - Received On-Hand = On-Hand + Received Note that the quantity on-order will eventually become negative if inventory receipts are regularly entered while orders which have been placed are not. o Enter any quantities you have on- hand or on-order. 2 - 44 Qty - Physical Inv: Levinson Lyon enters the item's physical inventory based on the entries you make during the physical inventory entry procedure. Any difference between your quantity- on-hand and your physical inventory will be reflected in the Physical Inventory Variance Report. When you post your physical inventory, each item's quantity-on-hand is replaced by the physical inventory and the physical inventory figures are returned to zero. (Note that only quantities entered during the physical inventory procedure may be posted when physical inventory is posted, i.e. you cannot change the physical inventory quantity through Inventory File Maintenance and have it posted.) Committed - Orders: Committed - Mfg: The quantity committed to orders is reserved for use with the Levinson Lyon Order Entry application and its function is fully explained in the manual for that application. The quantity committed to manufacturing is reserved for use with the Levinson Lyon Manufacturing application, and its function is fully explained in the manual for that application. Used in conjunction with Order Entry and/or Manufacturing, Levinson Lyon will calculate and display your total commitments as you invoice for each item. 2 - 45 Received - MTD: Received - YTD: Levinson Lyon updates Month-To-Date and Year-To-Date inventory receipts each time you post inventory receipts. The Month-To-Date total is returned to zero during the Month-End Closing function. The Year-To-Date quantity may be returned to zero during the Year-End Closing function. o You may begin the MTD and YTD totals by entering your current figures, or Leave the totals blank and begin with zero. Sold/Used - MTD: Sold/Used - YTD: Levinson Lyon updates the Month-To-Date and Year-To-Date totals for the quantity sold or used based on your entries during the invoicing and inventory receipts/orders procedures. (In addition to providing for entering receipts and orders, the inventory receipts/orders procedure provides for entering quantities which are removed from inventory but are not sold.) The Month-To-Date total is returned to zero during the month-end closing procedure. The Year-To-Date total is returned to zero during the year-end closing procedure. 2 - 46 Used in conjunction with Manufacturing, the sold/used quantities is also updated when production activity is updated. o You may begin the MTD and YTD totals by entering your current figures, or Leave the totals blank and begin with zero. Qty Projected: Levinson Lyon projects a quantity available based on the quantities on- hand, on-order, and committed. Projected = On-Hand + On-Order - Committed The resulting quantity is: - Included in the inventory listings and reports, and - Displayed when you enter invoices and inventory receipts and orders. ================================================================= 2 - 47 ================================================================= INVENTORY FILE LISTING ================================================================= The Inventory File Listing is a 132 column report that lists the contents of the Inventory File for all items or a range of items. It is used as a reference during: - Inventory File Maintenance - Invoice Line Item Entry You should print the Inventory File Listing: 1. After setting up the Inventory File, and 2. After making any modifications to the Inventory File. The listing includes each inventory item's: - Item ID - Description - Bin Location - G/L (revenue) Account - Last Vendor Used - Category (ID) - Reorder Point and Quantity - Price 1, 2, and 3 - Average and Last Cost - Unit of Measure and Weight - Quantity On-Order and On-Hand - Physical Inventory Quantity (non-posted) - Quantity Committed to Orders and Manufacturing - Quantity Received Month-To-Date and Year-To-Date - Quantity Sold/Used Month-To-Date and Year-To-Date It may be listed by: - Category - Vendor - Item (ID) 2 - 48 SELECTION o Select - Inv'ty File Listings Enter 1 - Inventory ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** ITEM MASTER LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ ³ ³ ³ ategory endor tem . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .................... ³ ³ ³ ³ Ending .................... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Print Report o When the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 49 ================================================================= INVENTORY PRICE LIST ================================================================= The Inventory Price List is an 80 column report that lists your prices for all items or a range of items. It serves as a quick reference during: - Inventory File Maintenance - Customer File Maintenance - Invoice Line Item Entry You should print the Inventory Price List: 1. After setting up the Inventory File, and 2. After making any modifications to the Inventory File. The listing includes: - Item ID - Description - Price 1, 2, and 3 It may be listed by: - Category - Vendor - Item ID SELECTION o Select - Inv'ty File Listings Enter 6 - Inventory Price 2 - 50 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY PRICE LIST *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ ³ ³ ³ ategory endor tem . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .................... ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Print Report o Enter your print mode and press to continue with the printing procedure. ================================================================= 2 - 26 ================================================================= CATEGORY FILE ================================================================= The Category File is a multiple record file that maintains a record for each inventory category you define. (At least one category must be defined.) Each category record maintains: - A category description - General Ledger inventory posting account numbers - A beginning-of-period balance Each time you enter an item in the Inventory File, you will assign it to a category. You may then print the inventory reports and post your inventory figures to the General Ledger by categories. There is no criterion for defining a category. You may use a category to represent: - Materials you are using for a product - Product sub-assemblies - A class of items you are reselling - A class of items you would like posted to a specific inventory account in the General Ledger - Etc. You may add categories to the Category File at any time, but you cannot assign an inventory item to a category before you have established a record for that category in the Category File. Reports based, all or in part, on the contents of the Category File include: - Category File Listing - G/L Distribution Transfer File (read only by the Levinson Lyon General Ledger) 2 - 27 SELECTION o Select - Inv'ty File Maintenance Enter 2 - Category ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CATEGORY MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Category ID: .... ³ ³ ³ ³ Description: .................... ³ ³ ³ ³ ³ ³ G/L Account - Balance Sheet Inventory: .... - .... ³ ³ G/L Account - Purchases: .... - .... ³ ³ G/L Account - Accrued Purchases: .... - .... ³ ³ G/L Account - Inventory Change: .... - .... ³ ³ ³ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄ¿ ÀÄÄÄÄ´ S Y S T E M ³ ³ ³ ³ Beginning of Period Balance: ........... ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for ADD. Category ID: The category ID identifies the location of the category in the Category File. Each category ID must be unique and may be any combination of up to four characters. o Enter the characters you will be using to identify the category. 2 - 28 Description: The category description will be included in the Category Listing and all inventory reports. o Enter a category description. G/L Account - Balance Sheet Inventory: G/L Account - Purchases: G/L Account - Accrued Purchases: G/L Account - Inventory Change: Levinson Lyon uses the General Ledger account numbers to prepare inventory values for posting to the General Ledger. If you are not using the General Ledger, you will not need to enter the G/L account numbers. Each time you post an inventory receipt, Levinson Lyon adds a record to an inventory receipts file. The record includes offsetting entries in the purchases and accrued purchases accounts for the category of the item you are receiving. During the Month-End Closing function, Levinson Lyon reserves the entries in the inventory receipts file for posting to the General Ledger. Each time you print the Inventory Valuation Report, Levinson Lyon creates an inventory valuation file. The file includes one record for each category. Each record contains offsetting entries for the value of inventory in the category's balance sheet inventory and inventory change accounts. During the Month-End Closing function, the file is reserved for posting to the General Ledger. 2 - 29 Note that the account numbers you enter are not verified against your General Ledger Chart of Accounts. o If you are using the Levinson Lyon General Ledger, enter the General Ledger account numbers you are using for: 1. Balance Sheet Inventory 2. Purchases 3. Accrued Purchases 4. Inventory Change Beginning of Period Balance: Levinson Lyon uses the beginning of period balance, along with the ending period balance from the Inventory Valuation Report, to calculate the change in inventory for posting to the General Ledger. Levinson Lyon calculates a new balance each time the Inventory Valuation Report is printed. During the monthly closing procedure, Levinson Lyon updates the beginning period balance with the most recent period balance from the Inventory Valuation Report. o Enter the amount of the category's beginning period balance. ================================================================= 2 - 30 ================================================================= CATEGORY FILE LISTING ================================================================= The Category File Listing is an 80 column report that lists the contents of the Category File for all categories or a range of categories. It serves as a reference during: - Category File Maintenance - Inventory File Maintenance You should print the Category File Listing: 1. After setting up the Category File, and 2. After making any modifications to the Category File. The listing is printed in category ID order and includes: - Category ID - Description - G/L Account Numbers - Beginning Period Balance SELECTION o Select - Inv'ty File Listings Enter 4 - Category 2 - 31 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CATEGORY FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Category ID: .... ³ ³ ³ ³ Ending Category ID: .... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³