============================================================ 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 ³ ³ Ending .................... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Include in List: ³ ³ ³ ³ Price - 1 (Y/N): . ³ ³ Price - 2 (Y/N): . ³ ³ Price - 3 (Y/N): . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Include in List: Price - 1 (Y/N): You may include any or all of the Price - 2 (Y/N): prices in your listing. Price - 3 (Y/N): o Enter a "Y" or "N" response for each of the three prices. Print Report o When the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 51 ================================================================= INVENTORY LABELS ================================================================= In addition to the Inventory Price List, you may also list the item ID and description in a label format including any three of the following: - Price 1 - Price 2 - Price 3 - Last Cost - Average Cost The labels may be listed by: - Category - Vendor - Item - Bin Location SELECTION o Select - Inv'ty File Listings Enter 2 - Inventory Labels 2 - 52 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY LABELS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ Include on Label: ³ Number of Labels ³ ³ ³ ³ Per Row (Up): .. ³ ³ ategory ³ Price-1 (Y/N): . ³ ³ ³ endor ³ Price-2 (Y/N): . ³ Label Width - Spaces ³ ³ tem ³ Price-3 (Y/N): . ³ (Horizontal): .. ³ ³ in Location . ³ Last Cost (Y/N): . ³ ³ ³ ³ Avg Cost (Y/N): . ³ Label Height - Lines ³ ³ ³ ³ (Vertical): .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .................... ³ ³ ³ ³ Ending .................... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Number of Labels per Inventory Item: .. ³ ³ ³ ³ Print Mode:

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Include on Label: Price-1 (Y/N): Price-2 (Y/N): Price-3 (Y/N): Last Cost (Y/N): Ave Cost (Y/N): You may include any three of the prices, last cost or average cost on the label. o Enter a "Y" or "N" response for each of the choices. Number of Labels Per Row (Up): o Enter the number labels you would like printed in one row. 2 - 53 Label Width Spaces (Horizontal): The number of spaces per label will depend on: 1. The physical width of your labels, and 2. The print style you are using. o If you are using more than one label per row, enter the number of character spaces from the beginning of one label to the beginning of the next label on the same row. Label Height: The number of lines per label will depend on: 1. The height of your labels, and 2. The number of lines per inch you are printing. o Enter the number of lines from the beginning of one label to the beginning of the next label on the next row. 2 - 54 Print Labels o When the label format is complete, press and enter your print style. Levinson Lyon will: 1. Record the label format, 2. Display the form alignment/printing options. o When the form alignment/printing options are displayed, press "A" to print or reprint an alignment form, and When your labels are aligned, press to continue with the printing procedure. ================================================================= 2 - 55 ================================================================= FIFO/LIFO LAYER FILE (LIFO or FIFO users only) ================================================================= Levinson Lyon does not maintain the FIFO/LIFO Layer File if you are using the average cost method of inventory valuation. If you will be using the average cost method of inventory valuation, you may proceed to the Salesman File. The FIFO/LIFO Layer File maintains a file for each inventory item. Each item file maintains a cost layer (record) for each new cost entered during the inventory receipts procedure. Each time you enter an inventory receipt, Levinson Lyon checks the current FIFO/LIFO cost layer for the item you are entering. If the unit cost is the same, the quantity received is added to the quantity in the current cost layer. If the unit cost is different, Levinson Lyon creates a new cost layer. Part of the monthly processing procedure is printing the Inventory Valuation Report. Each time you print the Inventory Valuation Report, Levinson Lyon uses the records in the FIFO/LIFO Layer File to calculate the value of your current on-hand quantities for each item. For FIFO, the value is calculated by starting with the current cost layer and adding the costs in previous layers until the total quantity equals the quantity-on-hand for each item. For LIFO, the value is calculated by starting with the original cost layer and adding the costs in successive layers until the total quantity equals the quantity-on-hand for each item. 2 - 56 All cost layers are maintained until the year-end closing function is performed. During the year-end closing function, layers which exceed the quantity-on-hand are deleted. Note that the FIFO/LIFO Layer File is a System Window File. It is maintained by Levinson Lyon, based on the entries you make during the inventory receipts procedure. Manual changes to the FIFO/LIFO Layer File should not be made except: 1. In extraordinary circumstances and preferably only on instructions from a member of the Levinson Lyon support staff, and 2. During the setup procedure. During the setup procedure, you must establish LIFO or FIFO cost layers for each inventory item. 2 - 57 SETUP PROCEDURE (Overview) Even though you must add records to the FIFO/LIFO Layer File during the setup procedure, once you begin entering inventory receipts as part of the daily processing procedures, the FIFO/LIFO Layer File will be completely maintained by Levinson Lyon. Setting up FIFO/LIFO records is an interim step between using your present system and using the automated data entry features of Levinson Lyon. For FIFO: 1. Determine which inventory receipts are responsible for each item's quantity-on-hand. (The Inventory File Listing includes quantities-on-hand.) 2. Starting with the oldest receipt, add a record to the FIFO/LIFO Layer File for each receipt. Separate entries may be made but are not required if the item cost for consecutive receipts is the same, i.e. you may make a summary entry, using the total quantity as the quantity for the receipt. 3. When your entries are complete, print the FIFO/LIFO Layer File Listing and verify your entries. The total layer quantities for each item should equal or exceed the quantity-on-hand for each item. 4. Make any necessary adjustments and continue. 2 - 58 For LIFO: Since there are a variety of LIFO inventory valuation methods, Levinson Lyon recommends that you consult with a Certified Public Accountant before setting up the FIFO/LIFO Layer File for LIFO. In general, however, you will: 1. Enter your historical LIFO inventory layers as records in the FIFO/LIFO Layer File. 2. Print the FIFO/LIFO Layer File Listing and confirm your entries. 3. Make any necessary adjustments and continue. 2 - 59 SETTING UP FIFO/LIFO RECORDS (COST LAYERS) LIFO and FIFO records are all added to the FIFO/LIFO Layer File in the same way. As previously discussed, it is the Inventory Valuation Report that differentiates between LIFO and FIFO valuation by accumulating the information in the FIFO/LIFO records in the appropriate way. Note once again, however, that: 1. The oldest item records should be entered first, and 2. A new record must be entered each time the unit cost changes, i.e. the total quantity for more than one inventory receipt may be entered only if the unit cost has not changed. SELECTION o Select - Inv'ty File Maintenance Enter 4 - FIFO/LIFO Layer 2 - 60 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** FIFO/LIFO LAYER MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ S Item ID: .................... ³ ³ Y Layer ID: .... ³ ³ S ³ ³ T Qty in Layer: ........ ³ ³ E Unit Cost: ........ ³ ³ M ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION: o Enter "A" for Add. Item ID: Layer ID: The item ID identifies the items layer file in the FIFO/LIFO Layer File. The layer ID identifies the location of the layer record in item's layer file. Each layer ID is a unique number and is assigned by Levinson Lyon as item layer records are added. o Using the Inventory File Listing as a reference, enter the ID of the item you are entering. 2 - 61 If a "RECORD NOT FOUND" message is displayed, compare your entry with your Inventory File Listing. IDs for items not on file will not be accepted. Qty in Layer: Unit Cost: o Enter the quantity and unit cost for the layer. Process o When the entry form is complete, press to add the layer record to the FIFO/LIFO Layer File, and When the action is complete, you may: 1. Add another layer record, or 2. Return to the menu. ================================================================= 2 - 62 ================================================================= FIFO/LIFO LAYER FILE LISTING ================================================================= The FIFO/LIFO Layer File Listing is an 80 column report that lists the contents of the FIFO/LIFO Layer File for all items or a range of items. It serves as a confirmation that layers have been established during the setup procedure and may be used during the year-end procedure as a reference for planning year-end inventory levels. The report includes: - Item ID - Layer ID - Quantity in Layer - Unit Cost (per layer) SELECTION o Select - Inv'ty File Listings Enter 5 - FIFO/LIFO Layer 2 - 63 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** FIFO/LIFO LAYER FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Item ID: .................... ³ ³ ³ ³ Ending Item ID: .................... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ 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 the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 64 ================================================================= SALESMAN FILE ================================================================= The Salesman File is a multiple record file that maintains a record for each salesman you define. (At least one salesman must be defined.) Each record maintains: - Salesman ID - Name - Commission Rate - MTD and YTD Totals for Sales and Commissions There is no criterion for defining a salesman. You may use a "salesman" to represent: - A sales person - Two or more sales people - Customers who purchase as a result of specific advertising - House sales - Etc. As you establish records for your customers in the Customer File, you may assign any salesman in the Salesman File to a customer's account. As you invoice your customers, you may: 1. Give credit for a sale to the salesman assigned to the customer's account (or to any other salesman in the Salesman File), and 2. Use a salesman's commission rate (or any other rate) to calculate a sales commission. Reports based on the contents of the Salesman File include: - Salesman File Listing - Sales Analysis by Salesman Report - Salesman Commission Report 2 - 65 SELECTION o Select - A/R File Maintenance Enter 2 - Salesman ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** SALESMAN MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Salesman ID: .... ³ ³ ³ ³ Name: ............... ³ ³ ³ ³ Commission Rate: ....... ³ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄ¿ ÀÄÄÄÄÄÄÄÄÄÄ´ S Commission - MTD: ........... ³ ³ Y Commission - YTD: ........... ³ ³ S ³ ³ T Sales - MTD: ........... ³ ³ E Sales - YTD: ........... ³ ³ M ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for ADD. Salesman ID: The salesman ID identifies the location of each salesman in the Salesman File. Each salesman 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 salesman. 2 - 66 Name: Levinson Lyon retrieves the salesman's name from the Salesman File and displays it for your verification each time you: - Assign a salesman to a customer's account during Customer File maintenance - Give a salesman credit for a sale during invoice entry The salesman's name will also be printed on your invoices. o Enter the name of the salesman. Commission Rate: Each time you give a salesman credit for a sale during invoice entry, Levinson Lyon retrieves the salesman's commission rate from the Salesman File and displays it for your verification. o If the salesman receives a commission based on a percentage of sales, enter the percentage rate, e.g. if the salesman's commission is 10 percent, enter 10. 2 - 67 Commission - MTD: Commission - YTD: Sales - MTD: Sales - YTD: As you post invoices, Levinson Lyon updates the salesmen's Month-To-Date and Year-To-Date sales and commission totals. Month-To-Date totals may be returned to zero during the month-end closing procedure. Year-To-Date totals are returned to zero during the year-end closing procedure. o You may begin the sales and commission totals by entering the salesman's current figures, or Leave the totals blank and begin with zero. Process - Return to Menu o When the form is complete, press to add the salesman to the Salesman File. When the action is complete, you may: 1. Define another salesman, or 2. Press to return to the menu. ================================================================= 2 - 68 ================================================================= SALESMAN FILE LISTING ================================================================= The Salesman File Listing is an 80 column report that lists the contents of the Salesman File for all salesmen or a range of salesmen. It serves as a reference during: - Salesman File Maintenance - Customer File Maintenance - Invoice entry You should print the Salesman File Listing: 1. After setting up the Salesman File, and 2. After making any modifications to the Salesman File. The listing is printed in salesman ID order and includes: - Salesman ID - Name - Commission rate - Month-To-Date Sales and Commissions - Year-To-Date Sales and Commissions SELECTION o Select - A/R File Listings Enter 3 - Salesman 2 - 69 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** SALESMAN FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Salesman ID: .... ³ ³ ³ ³ Ending Salesman ID: .... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ 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 the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 70 ================================================================= TERRITORY FILE ================================================================= The Territory File is a multiple record file that maintains a record for each sales territory you define. (At least one territory must be defined.) Each record maintains a: - Territory ID - Name - Month-To-Date Sales - Year-To-Date Sales There is no criterion for defining a territory. You may use a "territory" to represent: - A geographic area - A "type" of customer - Customers purchasing as a result of specific advertising - House accounts - Etc. As you establish records for your customers in the Customer File, you may assign a customer to any territory in the Territory File. As you enter invoices, you may assign a sale to the customer's territory, or to any other territory in the Territory File. Reports based on the contents of the Territory File include: - Territory File Listing - Sales Analysis by Territory Report SELECTION o Select - A/R File Maintenance Enter 3 - Territory 2 - 71 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** TERRITORY MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Territory ID: .... ³ ³ ³ ³ Name: ............... ³ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄ¿ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ S ³ ³ Y Sales - MTD: ........... ³ ³ S ³ ³ T Sales - YTD: ........... 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. Territory ID: The territory ID identifies the location of each territory (record) in the Territory File. Each territory ID must be unique and may be any combination of up to four characters. The territory ID will be included on your invoices. o Enter the characters you will be using to identify the territory. 2 - 72 Territory Name: Levinson Lyon retrieves the territory's name from the Territory File and displays it for your verification each time you: - Assign a customer to a territory during Customer File maintenance - Assign a sale to a territory during invoice entry o Enter a name for the territory. Sales - MTD: Sales - YTD: As you post invoices, Levinson Lyon updates the territory's Month-To-Date and Year-To-Date sales. The Month-To-Date total may be returned to zero during the month-end closing procedure. The Year-To-Date total are returned to zero during the year-end closing procedure. o You may begin the sales totals by entering the territory's current figures, or Leave the sales totals blank and begin the totals with zero. 2 - 73 Process - Return to Menu o When the form is complete, press to add the territory to the Territory File. When the action is complete, you may: 1. Define another territory, or 2. Press to return to the menu. ================================================================= 2 - 74 ================================================================= TERRITORY FILE LISTING ================================================================= The Territory File Listing is an 80 column report that lists the contents of the Territory File for all territories or a range of territories. It serves as a reference during: - Territory File Maintenance - Customer File Maintenance - Invoice Entry You should print the Territory File Listing: 1. After setting up the Territory File, and 2. After making any modifications to the Territory File. The listing is printed in territory ID order and includes: - Territory ID - Description - Month-To-Date Sales - Year-To-Date Sales SELECTION o Select - A/R File Listings Enter 4 - Territory 2 - 75 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** TERRITORY FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Territory ID: .... ³ ³ ³ ³ Ending Territory ID: .... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ 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 the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 76 ================================================================= STATE FILE ================================================================= The State File is a multiple record file that maintains a record for: - Each of the 50 states - Any other "state" you define Each record maintains a: - State ID - Name - Month-To-Date Sales - Year-To-Date Sales There is no criterion for defining a state. You may use a "state" to represent a: - Foreign country - City or county - Canadian province - Etc. As you enter customers in the Customer File, the state you enter as part of the customer's address must have a record in the State File. Levinson Lyon uses the state in the customer's address to identify the State File record which will have its Month-To-Date and Year-To-Date sales updated with the amount of the sale. 2 - 77 Reports based on the contents of the State File include: - State File Listing - Sales Analysis by State Report Levinson Lyon adds a record to the State File for each of the 50 states and the District of Columbia when the file is established (initialized). You may proceed to "STATE FILE LISTING" if you will not be: - Entering starting Month-To-Date or Year-To-Date sales totals for any of the state records established by Levinson Lyon, or - Defining any additional "states". If you will be performing one of these tasks, make the following selection and continue. SELECTION o Select - A/R File Maintenance Enter 4 - State 2 - 78 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** STATE MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ State ID: .. ³ ³ ³ ³ Name: ............... ³ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄ¿ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ S ³ ³ Y Sales - MTD: ........... ³ ³ S ³ ³ T Sales - YTD: ........... ³ ³ E ³ ³ M ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o If you will be entering current sales totals for any of the state records established by Levinson Lyon, follow the instructions in the Guide to Operations for changing a record. If you will be defining additional "states", Enter "A" for ADD. 2 - 79 State ID: The state ID identifies the location of the state's record in the State File. Each state ID must be unique and may be any combination of two characters. The state's ID will also be printed on your invoices. Note that Levinson Lyon establishes records for the 50 states and enters the U.S. Postal Service abbreviations as the state IDs for those records when files are initialized. o If you are defining a "state", enter the characters you will be using to identify that "state". Name: Levinson Lyon enters the names of the 50 states in their respective records when files are initialized. o If you are defining a "state", enter a name for the state. Sales - MTD: Sales - YTD: As you post invoices, Levinson Lyon updates the state's Month-To-Date and Year-To-Date sales based on the state in the customer's billing address (state ID). 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 procedure. 2 - 80 o You may begin the sales totals by entering the state's current figures, or Leave the totals blank and begin with zero. Process - Return to Menu o When the form is complete, press to add the state to the State File. When the action is complete, you may: 1. Define another state, or 2. Press to return to the menu. 2 - 81 ================================================================= STATE FILE LISTING ================================================================= The State File Listing is an 80 column report that lists the contents of the State File for all states or a range of states. It serves as a reference during: - State File Maintenance - Customer File Maintenance - Invoice Entry You should print the State File Listing: 1. After setting up (initializing) the State File, and 2. After making any modifications to the State File. The listing is printed in State ID order and includes: - State ID - Name - Month-To-Date Sales - Year-To-Date Sales SELECTION o Select - A/R File Listings Enter 5 - State 2 - 82 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** STATE FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting State ID: .. ³ ³ ³ ³ Ending State ID: .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ 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 the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 83 ================================================================= FOB FILE ================================================================= The FOB File maintains a record for each "Free On Board" point you define. (At least one FOB point must be defined.) Each record maintains an FOB point description which is printed on your invoices. As you establish records for your customers in the Customer File, you may assign any FOB point in the FOB File to a customer's account. As you invoice your customers, you may use the FOB point assigned to the customer's account, or any other FOB point in the FOB File. You may add FOB points to the FOB File at any time, but you cannot assign an FOB point to a customer or enter an FOB point for an invoice until you have established a record for that FOB point in the FOB File. You may list the contents of the FOB File via the FOB File Listing. SELECTION o Select - A/R File Maintenance Enter 10 - FOB 2 - 84 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** FOB MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ³ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄij ³ ³ ³ FOB ID: .... ³ ³ ³ ³ Description: .................... ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for ADD. FOB ID: The FOB ID identifies the location of the FOB record in the FOB File. Each FOB 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 FOB point. 2 - 85 Description: Levinson Lyon retrieves the FOB point description from the FOB File and displays it for your verification each time you: - Assign an FOB point to a customer - Enter an FOB point during invoicing The FOB description will also be printed on your invoices. o Enter an FOB description. Process - Return to Menu o When the form is complete, press to add the FOB point to the FOB File. When the action is complete, you may: 1. Define another FOB point, or 2. Press to return to the menu. ================================================================= 2 - 86 ================================================================= FOB FILE LISTING ================================================================= The FOB File Listing is an 80 column report that lists the contents of the FOB File for all FOB points. It serves as a reference during: - FOB File Maintenance - Customer File Maintenance - Invoice Entry You should print the FOB File Listing: 1. After setting up the FOB File, and 2. After making any modifications to the FOB File. The listing is printed in FOB ID order and includes: - FOB ID - Description SELECTION o Select - A/R File Listings Enter 9 - FOB 2 - 87 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** FOB FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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 - 88 ================================================================= TERMS FILE ================================================================= The Terms File maintains a record for each terms of sale you define. Each record maintains: - Terms ID - Description - Number of days until due - Number of days cash discount - Cash discount percent As you establish records for your customers in the Customer File, you may assign any terms in the Terms File to a customer's account. As you invoice your customers, you may use the terms assigned to the customer's account, or any other terms in the Terms File. You may add terms to the Terms File at any time, but you cannot assign terms to a customer or enter terms for an invoice until you have established a record for those terms in the Terms File. The contents of the Terms File may be listed via the Terms File Listing. SELECTION o Select - A/R File Maintenance Enter 11 - Terms 2 - 89 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** TERMS MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Terms ID: .... ³ ³ ³ ³ Description: .................... ³ ³ ³ ³ Number of Days Until Due: ... ³ ³ ³ ³ Number of Days Cash Discount: ... ³ ³ ³ ³ Cash Discount Percent: ..... ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu Terms ID: The terms ID identifies the location of the terms in the Terms File. Each terms 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 terms. 2 - 90 Description: Levinson Lyon retrieves the terms description from the Terms File and displays it for your verification each time you: - Assign terms to a customer - Enter terms during invoicing The terms description will be also be printed on your invoices. o Enter a description of the terms you are defining. EXAMPLES NET 30 2% 10 NET 30 Number of Days Till Due: Each time you post an invoice, Levinson Lyon retrieves the invoice's number of days till due from the Terms File and stores the invoice and its terms in the Invoice/Payment History File. Invoices are aged based, in part, on the number of days till due stored with each invoice as it is posted. o Enter the net number of days the terms allow for full payment, e.g. if the terms are "2% 10 NET 30", enter 30. 2 - 91 Number of Days Cash Discount: Cash Discount Percent: If the terms include a discount, Levinson Lyon will calculate the discount and include the amount and the discount date at the bottom of the invoice. o Enter the number of days allowed for the discount, and Enter the percentage of the discount. EXAMPLE If the terms are 2% 10 NET 30, you would enter "10" for the days and "2" for the percentage. Process - Return to Menu o When the form is complete, press to add the terms to the Terms File. When the action is complete, you may: 1. Define more terms, or 2. Press to return to the menu. ================================================================= 2 - 92 ================================================================= TERMS FILE LISTING ================================================================= The Terms File Listing is an 80 column report that lists the contents of the Terms File. It serves as a reference during: - Terms File Maintenance - Customer File Maintenance - Invoice Entry You should print the Terms File Listing: 1. After setting up the Terms File, and 2. After making any modifications to the Terms File. The listing is printed in terms ID order and includes: - Terms ID - Description - Number of Days Until Due - Number of Days Cash Discount - Cash Discount Percent SELECTION o Select - A/R File Listings Enter 10 - Terms 2 - 93 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** TERMS FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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 - 94 ================================================================= SALES TAX FILE ================================================================= The Sales Tax File is a multiple record file which maintains a record for each sales tax you define. Each record maintains a: - Sales Tax ID - Description - G/L Account - Rate As you establish records for your customers in the Customer File, you may assign any sales tax ID in the Sales Tax File to a customer's account. As you invoice your customers, you may use the tax ID assigned to the customer's account, or any other tax ID in the Sales Tax File. Each time you run the Sales Tax Report, Levinson Lyon updates the following items for each tax ID: - Invoice Amount - Taxable Sales - Non-taxable Sales - Sales Tax - Freight You may add a sales tax ID to the Sales Tax File at any time, but you cannot assign a tax ID to a customer or enter a tax ID for an invoice until you have established a record for that ID in the Sales Tax File. The contents of the Sales Tax File may be listed via the Sales Tax File Listing. SELECTION o Select - A/R File Maintenance Enter 6 - Sales Tax 2 - 95 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** SALES TAX MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Sales Tax ID: .. ³ ³ ³ ³ Description: .................... ³ ³ G/L Account: .... - .... ³ ³ Rate: ...... ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ S ³ ³ Y Invoice Taxable Non-Taxable Sales Freight ³ ³ S Amount Sales Sales Tax ³ ³ T Month1: ........... ........... ........... ........... ........... ³ ³ E Month2: ........... ........... ........... ........... ........... ³ ³ M Month3: ........... ........... ........... ........... ........... ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for ADD. 2 - 96 Sales Tax ID: The sales tax ID identifies the location of each sales tax record in the Sales Tax File. Each sales tax ID must be unique and may be any combination of up to two characters. Levinson Lyon has included the following tax exempt IDs which do not need to be defined: - RS (Resale) - OS (Out of State) - GV (Government) Each of the above sales tax IDs will be subtotaled and included on the Invoice/Payment Detail File Listing. o Enter the characters you will be using to identify the sales tax ID. Description: Levinson Lyon retrieves the description of the sales tax and displays it for your verification each time you enter an invoice. The sales tax description will be included in the Sales Tax File Listing. o Enter a description of the sales tax you are defining. EXAMPLE California (Ventura County) 2 - 97 G/L Account: Levinson Lyon posts sales tax amounts to the sales tax account for the rate you select during invoicing and makes an offsetting entry to the accounts receivable account. Note that three non-taxable categories are also available during invoice entry. o Using the Revenue File Listing as a reference, enter the G/L (revenue posting) account number you will be using for the sales tax ID. If any of your entries display a flashing arrow, compare your entries with the Revenue File Listing. Rate: o Enter the sales tax rate for the sales tax ID. EXAMPLES RATE ENTER 6.0% .06 6.5% .065 2 - 98 Month 1: Month 2: Month 3: Each time you print the Sales Tax Report, Levinson Lyon updates the current monthly sales tax ID amounts for: - Invoices - Taxable Sales - Non-Taxable Sales - Sales Tax - Freight Levinson Lyon determines which month of the quarter to update by comparing the period-ending date (entered at the time the report is run) to a calendar year. The accumulated amounts for each sales tax ID will be included on the quarterly Sales Tax Report. o You may enter the amounts for any of the months, or If you are beginning a new quarter, you should leave the amounts blank and let Levinson Lyon update the amounts each time the Sales Tax Report is run. 2 - 99 Write Data to Disk - Return to Menu o When the form is complete, press to record your entries in the Sales Tax File, and When the action is complete, you may - Enter another sales tax, or - Press to return to the menu. ================================================================= 2 - 100 ================================================================= SALES TAX FILE LISTING ================================================================= The Sales Tax File Listing is an 80 column report that lists the contents of the Sales Tax File. It serves as a reference during: - Sales Tax File Maintenance - Customer File Maintenance - Invoice Entry You should print the Sales Tax File Listing: 1. After setting up the Sales Tax File, and 2. After making any modifications to the Sales Tax File. The listing is printed in sales tax ID order and includes: - Sales Tax ID - Description - G/L Account Number - Rate SELECTION o Select - A/R File Listings Enter 7 - Sales Tax 2 - 101 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** SALES TAX FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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 - 102 ================================================================= G/L ACCOUNT MAINTENANCE ================================================================= The G/L Account File is a single record file which maintains: - General Ledger posting accounts for: - Freight - Sales discounts - Cash receipts - Cash discounts - Accounts Receivable - Finance charges - Deposits Levinson Lyon retrieves and displays some of the account numbers in the G/L Account File throughout the processing procedures. You may change the account numbers displayed to any other account number in the Revenue File. Account numbers which are displayed include: - Sales Discounts - Cash Receipts Other account numbers in the G/L Account File will be used automatically for posting. Those accounts include: - Freight - Cash Discounts - Accounts Receivable - Finance Charges - Deposits In addition, Levinson Lyon uses the account numbers in the G/L Account File, along with account numbers in the Revenue File, to prepare a General Ledger transfer file each time you print the Revenue Distribution Report. Whether or not you are using the Levinson Lyon General Ledger, you must enter numbers for these accounts. The numbers you enter should be taken from the Revenue File Listing. 2 - 103 Note that: Even if the General Ledger data is available during Accounts Receivable data entry, the account numbers you enter will not be verified against the General Ledger Chart of Accounts. All of the account numbers you enter for the G/L Account File will be verified against the accounts in the Revenue File, i.e. account numbers cannot be entered before you have established records for those accounts in the Revenue File. SELECTION o Select - A/R File Maintenance Enter 7 - G/L Accounts ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** G/L ACCOUNT MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ G/L ACCT ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ ³ Freight: ³ .... - .... ³ ³ Sales Discounts: ³ .... - .... ³ ³ ³ ³ ³ Cash Receipts: ³ .... - .... ³ ³ Cash Discounts: ³ .... - .... ³ ³ A/R: ³ .... - .... ³ ³ Finance Charges: ³ .... - .... ³ ³ Deposits ³ .... - .... ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Write Data to Disk F2 -Clear Esc -Return to Menu 2 - 104 Freight: There are two ways to enter and post a freight amount which you are billing to the customer. You may enter it: 1. In the space provided on the invoice header form and post it to the freight account in the G/L Accounts File. Freight amounts entered on the invoice header are accumulated in the Revenue File (Daily and MTD). 2. As a separate invoice line item and post it to any other account in the Revenue File. Freight amounts entered as invoice line items are accumulated in the Revenue File but will also be added to the Month-To-Date and Year- To-Date sales totals in all other files, i.e. this method overstates your sales totals. Levinson Lyon makes an offsetting entry to your accounts receivable account for freight amounts entered by either method. o Using the Revenue File Listing as a reference, enter your freight posting account number. Sales Discounts: Each time you enter a sales discount, Levinson Lyon retrieves your sales discounts account number from the G/L Account File and displays it for your verification. 2 - 105 Note that you may have multiple sales discounts accounts in the Revenue File and enter any one of those account numbers for posting purposes each time you enter a discount. SCENARIOS Company One uses the sales discounts account entered in its G/L Account File for posting all sales discounts. Since Levinson Lyon retrieves and displays that account number when a sales discount is entered, the company does not have to enter its sales discount account number when a sales discount is entered. Company Two uses a separate sales discount account for each of its revenue accounts. Each time the company enters a discount, it enters the sales discount account number to use for posting that discount. Company Three is only concerned with net revenue. Each time the company enters a sales discount, it enters the revenue account number for the item being discounted as the account to use for posting the discount. Levinson Lyon makes an offsetting posting for net revenue to your accounts receivable account. o Using the Revenue File Listing as a reference, enter your sales discount account number. 2 - 106 Cash Receipts: Each time you enter payments, Levinson Lyon retrieves your cash account from the G/L Account File and displays it for your verification. Note that you may have multiple cash accounts (Cash Bank 1, Cash Bank 2, etc.) in the Revenue File and may enter any one of those account numbers each payment entry session. Levinson Lyon posts payments received to your cash receipts account and makes an offsetting entry for cash receipts (plus any cash discount taken) to your accounts receivable account. o Using the Revenue File Listing as a reference, enter the cash receipts account number you will be using most often. Cash Discounts: Levinson Lyon posts any cash discounts taken to your cash discounts and accounts receivable accounts. o Using the Revenue File Listing as a reference, enter your cash discounts account number. A/R Account: Levinson Lyon makes an offsetting entry to your accounts receivable account for: 1. Revenue (less any sales discounts) 2. Cash Receipts (plus any cash discounts taken) 2 - 107 o Using the Revenue File Listing as a reference, enter your accounts receivable account number. Finance Charges: There are two ways to add finance charges to your customer's statements. You may: 1. Let Levinson Lyon calculate the charge and post it to the finance charge account in the G/L Account File. Finance charges calculated by Levinson Lyon are accumulated in the: - Revenue File (Daily and MTD) - Customer File (YTD - Finance Charges) 2. Calculate and enter each finance charge as an invoice line item and post it to any account in the Revenue File. Finance charges entered as invoice line items are accumulated in the Revenue File but will also be added to the Month-To-Date and Year- To-Date sales totals in all other files, i.e. this method overstates your sales totals. Levinson Lyon makes an offsetting entry to your accounts receivable account for finance charges entered by either method. o Using the Revenue File Listing as a reference, enter your finance charge account number. 2 - 108 Deposits: Levinson Lyon posts deposits received to your liability deposit account number and makes an offsetting entry for deposits to your cash account. An offsetting entry to your accounts receivable account will be made each time a deposit is applied to an invoice. o Using the Revenue File Listing as a reference, enter your deposit account number. Write Data to Disk - Return to Menu o When the form is complete, press to record your entries in the G/L Account File, and When the action is complete, press to return to the menu. ================================================================= 2 - 109 ================================================================= CUSTOMER FILE ================================================================= The Customer File maintains a record for each Customer you define. Each record maintains information for: - Billing - Shipping - Sales Analysis - Credit - Pricing - Taxing You may add customers to the Customer File at any time, but a customer's record must be established before transactions for that customer can be entered. Note that a Customer File record cannot be completed before you have established supporting records in the: - Salesman File - Territory File - FOB File - Terms File - State File As you enter invoices, Levinson Lyon retrieves and displays information from these general files, based on the records identified in the customer's record. EXAMPLE Each time you define a customer, you enter the ID of the salesman assigned to the customer's account. The ID you enter is compared to the records in the Salesman File to confirm that a record for that salesman has been established. Each time you invoice that customer, Levinson Lyon retrieves the salesman's name from the Salesman File, based on the salesman ID in the customer's record, and displays it for your verification. 2 - 110 Note that even though Levinson Lyon requires you to assign a salesman to each customer, you may assign a sale to any salesman in the Salesman File during the invoicing procedure. Reports and functions based, all or in part, on the contents of the Customer File include: - Customer File Listing - Customer Profile - Invoicing - Statements - Payment Applications SELECTION o Select - A/R File Maintenance Enter 1 - Customer ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CUSTOMER MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Customer ID: ..... ³ Price Code: . ³ ³ ³ Discount: ........ ³ ³ Name: .............................. ³ Credit Limit: ........ ³ ³ ³ Statement (Y/N): . ³ ³ Address - 1: .............................. ³ A/R Method (B/O): . ³ ³ Address - 2: .............................. ³ Finance Chg (Y/N): . ³ ³ Address - 3: .............................. ³ Tax ID: .. ³ ³ City: .................. ÚÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ State: .. Zip: .......... ³ Last Sale on: .. / .. / .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ S Last Paid on: .. / .. / .. ³ ³ Phone: ( ... ) ... - .... ³ Y Last Amount Paid: ............ ³ ³ Contact: .................... ³ S Paid Invoices (Cum): ....... ³ ³ Salesman: .... ³ T Avg Days to Pay: .... ³ ³ Territory: .... ³ E Finance Chgs - YTD: ............ ³ ³ FOB: .... ³ M Sales - YTD: ............ ³ ³ Terms: .... ³ Credit in Use: ............ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu 2 - 111 ACTION o Enter "A" for ADD. Customer ID: The customer ID identifies the location of the customer in the Customer File. Each customer ID must be unique and may be any combination of up to five characters. o Enter the characters you will be using to identify the customer. Name: The customer's name: - Is printed on customer invoices and statements - Is included in Levinson Lyon customer related reports - May be entered to access a record in the Customer File - May be entered during invoice entry to identify the customer you are invoicing o Enter the customer's name. 2 - 112 Address: City: State: Zip: The address lines are reserved for the customer's "Bill To" address. The address will be included on: - Invoices and statements - Mailing labels - Customer related reports The state must be entered using a valid U.S. Postal Service abbreviation. Levinson Lyon compares the characters you enter for the state with the records in the State File to verify that your entry is a valid Postal Service abbreviation (state ID). Note that Levinson Lyon established records for the 50 states when data files were initialized. If you have defined other "states" in the State File, an ID for one of those states may also be entered. Levinson Lyon uses the "state" you enter to identify the State File record which is to be updated each time you invoice the customer. Any of the three address lines may contain other mailing information, e.g. Attn: Accounts Payable. o Enter the customer's "Bill To" address. If the "state" you enter displays a flashing arrow, compare your entry with the State File Listing. 2 - 113 Phone: Levinson Lyon includes the customer's phone number in customer-related reports such as the: - Customer Listing - Customer Profile o Enter the customer's phone number. Contact: The customer contact is included in customer reports and may be your customer's: - Owner or manager - Purchasing agent - Purchasing department's phone extension - Etc. o Enter the customer contact. Salesman: The salesman identifies the record of the salesman most often assigned to the customer's account. Each time you invoice a customer, Levinson Lyon retrieves the salesman ID from the customer's record and displays it for your verification. Levinson Lyon compares the salesman ID you enter to the records in the Salesman File to confirm that a record for the salesman has been established. 2 - 114 o Using the Salesman File Listing as a reference, enter the ID for the salesman you most often assign to the customer's account. If your entry displays a flashing arrow, compare your entry with the Salesman File Listing. Territory: The territory identifies the territory which includes the customer. Each time you invoice a customer, Levinson Lyon retrieves the territory ID from the customer's record and displays it on the invoice entry form for your verification. Levinson Lyon compares the territory ID you enter to the records in the Territory File to confirm that a record for the territory has been established. o Using the Territory File Listing as a reference, enter the ID of the territory which includes the customer. If your entry displays a flashing arrow, compare your entry with the Territory File Listing. 2 - 115 FOB: FOB identifies the FOB point most frequently used for the customer. Each time a customer is invoiced, Levinson Lyon retrieves the FOB ID from the customer's record and displays it on the invoice entry form for your verification. Levinson Lyon compares your entry to the records in the FOB File to confirm that a record for the FOB point has been established. o Using the FOB File Listing as a reference, enter the ID of the FOB point you most frequently use for the customer. If your entry displays a flashing arrow, compare your entry with the FOB File Listing. Terms: The terms identifies the terms of sale most frequently used for the customer. Each time you invoice a customer, Levinson Lyon retrieves the terms ID from the customer's record and displays it on the invoice entry form for your verification. Levinson Lyon compares the terms ID you enter to the records in the Terms File to confirm that a record for the terms has been established. 2 - 116 o Using the Terms File Listing as a reference, enter the ID of the terms of sale most frequently used for the customer. If your entry displays a flashing arrow, compare your entry with the Terms File Listing. Price Code: The price code determines which price (1, 2, or 3) will be retrieved from the Inventory File as each invoice item is entered. Levinson Lyon verifies that your entry is a "1, 2, or 3". SCENARIO A company assigns inventory item prices as: Price - 1: = (Retail Price) Price - 2: = (Wholesale Price) Price - 3: = (Preferred Customer Price) The price code entered in each retail customer's record is "1". When a retail customer is billed, Levinson Lyon retrieves the retail price from the inventory item's record and displays it for your verification as each invoice line item is entered. 2 - 117 o Using the Inventory Price Listing as a reference, enter the number that represents the inventory item price (1, 2, or 3) most frequently billed to the customer. If your entry displays a flashing arrow, verify that you have entered a "1, 2, or 3". Discount: You may enter a percentage discount rate for the customer and selectively apply that discount, or any other discount, during invoice line item entry. SCENARIO A company has a customer that receives a 10% bulk discount, while smaller amounts of the same item are invoiced for the full amount. A 10% discount is entered in the customer's record. Each time the customer makes a bulk purchase, the price retrieved from the Inventory File is adjusted by applying the discount recorded in the customer's record. 2 - 118 o Enter any percentage discount frequently granted the customer. EXAMPLE For discounts of: 10 % ENTER 10 10 % plus 5 % ENTER 10/5 10 % plus 5% plus 5% ENTER 10/5/5 Credit Limit: Each time you enter an invoice, Levinson Lyon retrieves and displays the customer's credit limit. In addition, the customer's balance is subtracted from the credit limit and the resulting available credit is displayed. The credit limit you enter is for information and calculating purposes only, i.e. if a customer exceeds their credit limit, a flashing warning will be displayed during invoicing, but an invoice for a customer that is over their limit may still be entered. o Enter the customer's credit limit (to the nearest dollar). 2 - 119 Statement (Y/N): During the month-end procedure, you may print customer statements for customers that have a "Y" on the statement line in their customer record. Levinson Lyon verifies that your entry is a "Y" or an "N". o Enter a "Y" to include, or an "N" to exclude the customer when statements are printed. If your entry displays a flashing arrow, verify that you have entered a "Y" or an "N". A/R Method: The A/R method determines whether Levinson Lyon applies a payment to the oldest invoice (balance forward) or to a specific invoice (open item). B = Balance Forward O = Open Item Levinson Lyon verifies that your entry is a "B" (balance forward) or an "O" (open item). o Enter a "B" for balance forward or an "O" for open item. If your entry displays a flashing arrow, verify that you have entered a "B" or an "O". 2 - 120 Finance Chg (Y/N): During the month-end procedure, you may selectively add finance charges to a customer's account for customers that have a "Y" on the finance charge line of their customer record. You may also add finance charges to a customer's account one customer at a time, even if the customer's record has an "N" on the finance charge line. Note that finance charges of less than one dollar will not be added to an account. Levinson Lyon verifies that your entry is a "Y" or an "N". o If you want finance charges added to the customer's statement, enter a "Y". If you do not want finance charges added to the customer's statement, enter an "N". If your entry displays a flashing arrow, verify that you have entered a "Y" or an "N". 2 - 121 Tax ID: Levinson Lyon calculates the sales tax for each invoice based on one of four sales tax IDs. Levinson Lyon provides the following tax exempt IDs: RS = ReSale OS = Out-of-State GV = GoVernment Note that any taxable or other non- taxable IDs must be defined in the Sales Tax File. Each time you enter an invoice, you may use one of the taxable or any one of the three tax exempt IDs to calculate tax, but the ID entered in a customer's record will be displayed as the first choice each time you enter an invoice. Levinson Lyon verifies that your entry is a valid sales tax ID. o Enter the sales tax ID most frequently used for the customer. If your entry displays a flashing arrow, compare your entry with the Sales Tax File Listing for valid taxable or non- taxable IDs. 2 - 122 Last Sale on: Each time you post an invoice, Levinson Lyon updates the last sale date with the date of that invoice. o You may enter the date of the customer's last invoice, or Leave the last sale date blank and let Levinson Lyon make the entry the next time you bill the customer. Last Paid on: Last Amount Paid: Each time you post a customer's payment, Levinson Lyon updates the customer's last payment date and amount. o You may enter the date and/or amount of the customer's last payment, or Leave the last payment date and amount blank and let Levinson Lyon make the entries the next time you post a payment from the customer. 2 - 123 Paid Invoices (Cum): Levinson Lyon updates the number of paid invoices during each monthly closing procedure. (The number of invoices which have been paid and distributed will be added to paid invoices.) Note that the number of paid invoices will continue to accumulate until you return it to zero, i.e. monthly and yearly closing procedures do not alter the paid invoices total. o You may begin the paid invoice total by entering the number of invoices the customer has paid for the current year, or Leave paid invoices blank and let Levinson Lyon begin the total with zero. Avg Days to Pay: During the monthly closing procedure, Levinson Lyon: 1. Calculates a moving average of payments based on the dates of the customer's invoices and payments, and 2. Updates the average-days-to-pay with the results of the calculation. 2 - 124 YTD - Finance Charges: Each time you assess finance charges, Levinson Lyon updates Year-To-Date finance charges. The Year-To-Date total is returned to zero during the year-end closing procedure. o You may begin the Year-To-Date finance charge total by entering the customer's current total, or Leave Year-To-Date finance charges blank and let Levinson Lyon begin the total with zero. YTD - Sales: Each time you post an invoice, Levinson Lyon adds the net revenue amount to the Year-To-Date Sales total in the customer's record. The Year-To-Date total is returned to zero during the year-end procedure. o You may begin the Year-To-Date sales total by entering the customer's current total, or Leave Year-To-Date sales blank and let Levinson Lyon begin the total with zero. 2 - 125 Credit in Use: Credit-in-use equals the total amount of the customer's unpaid invoices. Each time you select a customer for invoicing, Levinson Lyon retrieves the customer's credit-in-use from the customer's record and displays it for your information. Levinson Lyon also uses the customer's credit-in-use to calculate and display the customer's available credit on the invoice form. Available = Limit - Credit-in-Use Each time you post an invoice, Levinson Lyon adds the amount of the invoice to the customer's credit in use. Each time you post a payment, the amount of the payment is subtracted from the customer's credit-in-use. Levinson Lyon also recalculates the customer's credit-in-use each time the customer: - Is included in an Accounts Receivable Aging Report - Is included when statements are printed - Is the subject of a Customer Profile o You may begin the credit-in-use total by entering the customer's current total, or Leave credit-in-use blank and let Levinson Lyon begin the total with zero. 2 - 126 Process - Return to Menu o When the customer form is complete, press to add the customer to the Customer File. When the action is complete, you may - Enter another customer, or - Press to return to the menu. 2 - 127 ================================================================= ADDING A NON A/R CUSTOMER ================================================================= If you will be entering payments for amounts which are unrelated to your Accounts Receivable, you may set up a special non A/R customer. A "Non A/R" customer could be used for entering payment amounts derived from: - the sale of your office furniture - a tax refund check - utility refund, etc. Follow the procedure outlined for adding a customer to the Customer File. Note: Only one restriction applies. The non A/R customer must be set up as an open item type customer. ================================================================= 2 - 128 ================================================================= CUSTOMER FILE LISTING ================================================================= The Customer File Listing lists the contents of the Customer File in an abbreviated or a full report form for all customers or a range of customers. It serves as a reference during: - Customer File Maintenance - Invoice Entry You should print the Customer File Listing: 1. After setting up the Customer File, and 2. After making any modifications in the Customer File. The abbreviated report is an 80 column report and includes: - Customer ID - Name - Phone Number In addition, the full report, which is a 132 column report, includes: - Customer Address - Discount - Credit Limit - Salesman (ID) - Territory (ID) - Statement (Y/N) - Price Code (1, 2, or 3) - A/R Method (B or O) - Tax (ID) - Year-To-Date Sales 2 - 129 The listing may be printed in order by: - Customer ID - (Customer) Name - Salesman (ID) - Territory (ID) - Zip Code - State SELECTION o Select - A/R File Listings Enter 1 - Customer ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CUSTOMER FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ Listing Option: ³ ³ ³ ³ ³ Customer D ³ ull List ³ ³ Customer ame ³ bbreviated List . ³ ³ Stte ³ ³ ³ ip Code ³ ³ ³ alesman ³ ³ ³ erritory . ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .............................. ³ ³ ³ ³ Ending .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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 - 130 ================================================================= CUSTOMER LABELS ================================================================= In addition to the six forms of the Customer File Listing, you may also list each customer's name and address in a "label" format. Uses for customer labels include: - Maintaining a customer name and address listing - Printing customer mailing labels - Printing physical file labels Customer labels may be printed by: - Customer ID - Name - State - Zip Code - Salesman ID - Territory ID SELECTION o Select - A/R File Listings Enter 2 - Customer Labels 2 - 131 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CUSTOMER LABELS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ Number of Labels ³ ³ ³ Per Row (Up): .. ³ ³ Customer D ³ ³ ³ Customer ame ³ Label Width - Spaces ³ ³ Stte ³ (Horizontal): .. ³ ³ ip Code ³ ³ ³ alesman ³ Label Height - Lines ³ ³ erritory . ³ (Vertical): .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .............................. ³ ³ ³ ³ Ending .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Number of Labels Per Row (Up): o Enter the number of names and addresses you would like printed in one row. Label Width Spaces (Horizontal): The number of spaces per label will depend on: 1. The physical width of your labels, and 2. The print style you are using. 2 - 132 o Enter the number of character spaces from the beginning of one label to the beginning of the next label on the same row. Label Height: The number of lines per label will depend on: 1. The height of your labels, and 2. The number of lines per inch you are printing. o Enter the number of lines from the beginning of one label to the beginning of the next label on the next row. 2 - 133 Print Labels o When the label format is complete, press to continue with the printing procedure, and When the form alignment/printing options are displayed, press "A" to print or reprint an alignment form, and When your labels are aligned, press to continue with the printing procedure. ================================================================= 2 - 134 ================================================================= CASH FILE ================================================================= The Cash File is a single record file which maintains totals for: - Cash receipts - Cash discounts - Allowances - Non-A/R payments Each time a payment is recorded, Levinson Lyon updates the totals in the Cash File. Reports based, in part, on the contents of the Cash File include: - Daily Sales Journal (Recap) - G/L Distribution Transfer File Note that the contents of the Cash File is not included in the Revenue Distribution Report but is included in the General Ledger Revenue Distribution Transfer File which is created each time you print the Revenue Distribution Report. (The G/L Revenue Distribution Transfer File can be read only by the Levinson Lyon General Ledger application.) SELECTION o Select - A/R File Maintenance Enter 9 - Cash 2 - 135 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CASH MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ MTD YTD ³ ³ ³ ³ S Cash Receipts: ........... ........... ³ ³ Y ³ ³ S Cash Discounts: ........... ........... ³ ³ T ³ ³ E Allowances: ........... ........... ³ ³ M ³ ³ Non A/R: ........... ........... ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Write Data to Disk F2 -Clear Esc -Return to Menu Cash Receipts - MTD: YTD: Cash Discounts - MTD: YTD: Allowances - MTD: YTD: Non A/R - MTD: YTD: Each time you post a payment, Levinson Lyon adds: 1. The payment to the cash receipts MTD and YTD totals, and 2. Any cash discounts taken to the cash discounts MTD and YTD totals. 3. Any allowances taken to the allowances MTD and YTD totals. 4. Any non-A/R payment to the non- A/R MTD and YTD totals. 2 - 136 Month-To-Date totals are returned to zero during the month-end closing procedure. Year-To-Date totals are returned to zero during the year-end closing procedure. o You may begin the cash receipts, discounts, allowances and non-A/R totals by entering your current figures, or Leave the these items blank and let Levinson Lyon begin the totals with zero. Write Data to Disk - Return to Menu o When the form is complete, press to record your entries in the Cash File, and When the action is complete, press to return to the menu. ================================================================= 2 - 137 ================================================================= SYSTEM CONTROL FILE ================================================================= The System Control File is a single record file which maintains instructions for: - Your period-ending date - Your next invoice number - Your aging periods - Printing your company's name and address on customer invoices and statements - Posting purchase accruals to the General Ledger - Your inventory valuation methods - Printing on narrow or wide forms SELECTION o Select - A/R File Maintenance Enter 12 - System Control ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** SYSTEM CONTROL FILE MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Period Ending Date: .. / .. / .. ³ ³ ³ ³ Next Invoice Number: ...... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Aging Periods: 0 to ... ³ ³ to ... (Days) ³ ³ to ... ³ ³ over ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Company Name on: Invoice (Y/N): . ³ ³ Statement (Y/N): . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Post Inventory Purchase Accruals to General Ledger (Y/N): . ³ ³ Inventory Valuation Method: ifo ifo verage . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Invoices on Narrow or Wide Forms (N/W): . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Write Data to Disk F2 -Clear Esc -Return to Menu 2 - 138 Period Ending Date: Each time a function requires your period-ending date, Levinson Lyon retrieves it from the System Control File and displays it for your verification. Your period-ending date is updated for your next period during the month-end closing procedure. o Enter the date your current (monthly) period ends. If your entry displays a flashing arrow, verify that you have entered a valid date. Next Invoice Number: Each time you print and/or post an invoice, Levinson Lyon retrieves the next invoice number from the System Control File to begin the invoice numbering process. After each invoice is posted, the next invoice number is incremented by one and the process is repeated. Changing the next invoice number in the System Control File instructs Levinson Lyon to begin the invoice numbering process with the number you enter. o Enter the number you would like printed on your next invoice. 2 - 139 Aging Periods: Levinson Lyon ages your receivables into four periods based, in part, on the aging periods in the System Control File. SCENARIO A company that ages its receivables into 30 day periods, enters "30", "60", and "90" as the cut-off days for its aging periods. Levinson Lyon will add "1" to the end of each period and display "0", "31", "61", and "over 90" as the beginning of each aging period. o Enter the number of days that represents the cut-off days for your aging periods. Print Company Name on: Invoice (Y/N) Statement (Y/N) Each time you print invoices and/or statements, Levinson Lyon follows the instructions in the System Control File for including your company's name. If the System Control File contains a "Y" instruction, Levinson Lyon will retrieve your company's name, address, and phone number from the Company File record and include them on customer invoices and/or statements. 2 - 140 o Enter a "Y" to include your company's name, address, and phone number on customer invoices and/or statements, or Enter an "N" to have your customer's invoices and/or statements printed without your company's name, address, or phone number. If your entry displays a flashing arrow, verify that you have entered a "Y" or an "N". Post Inventory Purchase Accruals to General Ledger (Y/N): Each time you post an inventory receipt, Levinson Lyon records offsetting entries in the purchases and accrued purchases accounts for the category of the item you are receiving. Each time you perform the monthly closing procedure, Levinson Lyon: 1. Checks the System Control File to see if you are posting purchase accruals to the General Ledger, and 2. If the System Control File contains a "Y" instruction, Levinson Lyon will total the amounts recorded in the category purchases and accrued purchases accounts and include them in the file which is prepared for posting to the General Ledger. (It may be helpful to review the discussion regarding G/L accounts for the Category File.) 2 - 141 o If you would like your purchases and purchase accrual totals included in the file which is prepared for posting to the General Ledger, enter a "Y", or Enter an "N" to have the file prepared without the amounts in the purchases and purchases accruals accounts. Inventory Valuation Method: IFO IFO VERAGE Each time you print the Inventory Valuation Report, Levinson Lyon values your inventory based on the instruction in the System Control File. o Enter the letter (L, F, or A) valuation method you are using. Print Invoices on Narrow or Wide Forms (N/W): Narrow invoice forms are 8.5 inches wide and provide 10 spaces for printing the item ID. (More than 10 characters will wrap around to the next invoice line.) Wide forms are 9.2 inches wide and will accommodate a 20 character item ID, but the added width requires a 132 column printer. Both forms will fit a standard business envelope. o Enter an "N" for narrow or a "W" for wide invoice forms. 2 - 142 Write Data To Disk - Return to Menu o When the form is complete, press to record your entries in the System Control File. o When the action is complete, press to return to the menu. ================================================================= 2 - 143 ================================================================= INVOICE/PAYMENT DETAIL FILE ================================================================= The Invoice/Payment Detail File is a multiple record file that maintains records for: - Invoices - Credit Memos - Payments - Finance Charges Each record is the result of posting a transaction and maintains the information required to: - Age Receivables - Print Customer Statements - Apply Finance Charges - etc. Note that the Invoice/Payment Detail File is a System Window File. It is maintained by Levinson Lyon based on the billing transactions you enter during the daily processing procedures. Manual changes to the Invoice/Payment Detail File should not be made except: 1. In extraordinary circumstances and preferably only on instructions from a member of the Levinson Lyon support staff, and 2. During the setup procedure. 2 - 144 SETUP PROCEDURE (Overview) Even though you will be entering transaction information during the setup procedure, the information you enter will not affect the information in any of the other files. Once your outstanding transactions have been entered, you will be entering transactions on a daily basis, using the procedures outlined in the daily processing section. Levinson Lyon updates all relevant files based on your daily processing entries, including the Invoice/Payment Detail File. Setting up the Invoice/Payment Detail file with your outstanding transactions is an interim step between using your present system and using the automated data entry features of Levinson Lyon. 1. Make a list of all outstanding transactions, including: A. Invoices B. Credit Memos C. Payments D. Finance Charges 2. Add a record to the Invoice/Payment Detail File for each outstanding transaction, entering all information required by the type of transaction you are entering. 3. Print the Invoice/Payment Detail File Listing, and verify your entries. 4. Make any necessary adjustments and continue. 2 - 145 SETTING UP INVOICE/PAYMENT DETAIL RECORDS Transactions are all added to the Invoice/Payment Detail File in the same way. All of the information requested by the entry form, however, is not required for all transactions. Selection o Select - A/R File Maintenance Enter 8 - Invoice/Payment Detail ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVOICE/PAYMENT DETAIL MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Transaction Number: ..... Salesman: .... ³ ³ Customer ID: ..... Territory: .... ³ ³ Document - Apply to: ...... State: .. ³ ³ Document - Type: . Commission: ....... ³ ³ Document - Number: ...... Terms (days): ...... ³ ³ Document - Date: .. / .. / .. Job: ...... ³ ³ Document - Amount: ........... Sales Tax: ........... ³ ³ Tax & Freight: ........... Taxable Sales Amt: ........... ³ ³ Cost Amount: ........... Tax ID: .. ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION: o Enter "A" for Add. 2 - 146 Transaction Number: The transaction number identifies the location of each invoice/payment record in the Invoice/Payment Detail File. Each transaction number is unique and is assigned by Levinson Lyon. Customer ID: The customer ID identifies which customer the transaction was for. o Using the Customer File Listing as a reference, enter the ID of the customer the transaction was for. If your entry displays a flashing arrow, compare your entry with the Customer Listing. IDs for customers not on file will not be accepted. Document - Apply to: An apply-to number is required for: - Invoices - Credit Memos - Payments o If you are entering a credit memo or a payment, enter the number of the invoice to which this transaction will be applied. If you are entering an invoice, enter the same number that will be used as the following document number entry. 2 - 147 Document - Type: A document type is required and may be: 9 = Invoice/Credit Memo P = Payment F = Finance Charge 3 = Out of State (OS) 2 = Government (GV) 1 = Resale (RS) A credit memo must have the same document type as the invoice otherwise it will not age properly. o Enter the character (9, P, F, 3, 2, or 1) corresponding to the document you are entering. Document - Number: The document number may be an: Invoice Number Credit Memo Number Check Number There is no document number for a finance charge. o With the exception of finance charges, enter the number of the document you are entering. 2 - 148 Document - Date: A document date is required for: - An Invoice - A Credit Memo - A Payment - A Finance Charge o Enter the date of the document. Document - Amount: The document amount may be the amount of: - An Invoice - A Credit Memo - A Payment - A Finance Charge o Enter the amount of the document. (Enter credit memo amounts as negative amounts.) Tax & Freight: A tax and freight amount may be entered for: - Invoices - Credit Memos o If you are entering an invoice or a credit memo, enter the total of any tax and freight amount which applies to the document. 2 - 149 Cost Amount: The cost amount may be entered for: - Invoices - Credit Memos o If you are entering an invoice or a credit memo, and cost figures are available, enter those costs. Salesman: A salesman is required for: - Invoices - Credit memos o If you are entering an invoice or a credit memo, using the Salesman File Listing as a reference, enter the ID of the salesman receiving credit for the sale. If your entry displays a flashing arrow, compare your entry with the Salesman File Listing. IDs for salesmen not on file will not be accepted. Territory: A territory is required for: - Invoices - Credit memos 2 - 150 o If you are entering an invoice or a credit memo, using the Territory File Listing as a reference, enter the ID of the territory which includes the customer. If your entry displays a flashing arrow, compare your entry with the Territory File Listing. IDs for territories not on file will not be accepted. Commission: A commission may be entered for: - Invoices - Credit Memos It represents the amount the salesman receives for making the sale. o If you are entering an invoice or a credit memo, enter the amount of any commission paid to the salesman. (Enter credit memo commissions as negative amounts.) Job: The job is reserved for use with the Accounts Receivable and Job Costing interface and is explained in that applications manual. 2 - 151 Sales Tax: A sales tax amount may be entered for: - Invoices - Credit Memos It represents the amount of sales tax that was applied to the invoice. o If you are entering an invoice or a credit memo, enter the sales tax amount, if any. (Enter credit memo as negative amounts.) Taxable Sales Amount: The taxable sales amount can be entered for: - Invoices - Credit Memos It represents the amount of the sale on which the sales tax was applied. o If you are entering an invoice or a credit memo, enter the taxable sales amount, if any. (Enter a credit memo as negative amounts.) Tax ID: A tax ID is required for: - Invoices - Credit memos 2 - 152 o If you are entering an invoice or a credit memo, using the Sales Tax File Listing as a reference, enter the ID of the sales tax that was applied. If your entry displays a flashing arrow, compare your entry with the Sales Tax File Listing. IDs for sales tax not on file will not be accepted. Process: o When the entry form is complete, press to add the document to the Invoice/Payment Detail File. ================================================================= 2 - 153 ================================================================= INVOICE/PAYMENT DETAIL FILE LISTING ================================================================= The Invoice/Payment Detail File Listing is a 132 column report that lists the contents of the Invoice/Payment Detail File. It serves as a confirmation that records have been added to the Invoice/Payment Detail File during the setup procedure and may be printed at any other time a complete listing of open transactions is required. The listing is printed in transaction number order and includes: - Transaction Number (assigned by Levinson Lyon) - Customer ID - Apply-to Document - Document Type (9 = Invoice or Credit Memo) (P = Payment) (F = Finance) (3 = Out of State Invoice or Credit Memo) (2 = Government Invoice or Credit Memo) (1 = Resale Invoice or Credit Memo) - Document Amount - Tax and Freight - Cost - Salesman - Territory - State - Commission - Terms - Job (reserved for Job Costing Application) In addition, the listing includes subtotals for all document types. 2 - 154 SELECTION o Select - A/R File Listings Enter 8 - Invoice/Payment Detail ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVOICE/PAYMENT DETAIL FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Transaction Number: ..... ³ ³ ³ ³ Ending Transaction Number: ..... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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 - 155 ================================================================= INVENTORY SALES HISTORY FILE ================================================================= The Inventory Sales History File is a multiple record file that maintains a record for item sold to each customer. Each record maintains: - Customer ID - Item ID - Month-to-Date and Year-to-Date Number of Invoices - Month-to-Date and Year-to-Date Units Shipped - Month-to-Date and Year-to-Date Total Selling Price Each record is the result of posting billing transactions during the daily processing procedure. As each item is invoiced, if a record exists for that item and that customer, the record will be updated. If a record does not exist, one will be created, and subsequently updated when the same item is sold to the same customer. Reports based on the contents of the Inventory Sales History File include: - Inventory Sales History File Listing - Inventory Sales History Report Records are maintained in the file until the Year-End Closing function is performed. During the Year-End Closing function, Levinson Lyon purges all records from the Inventory Sales History File in preparation for the next year's processing. 2 - 156 Note that the Inventory Sales History File is a System Window File. It is maintained by Levinson Lyon based on the transactions you enter during the daily invoice entry procedure. Manual changes to the Inventory Sales History File should not be made except: 1. In extraordinary circumstances and preferably only on instructions from a member of the Levinson Lyon support staff, and 2. Optionally, during the setup procedure. 2 - 157 SETUP PROCEDURE 1. You may set up the Inventory Sales History File by entering history records, or 2. You may let Levinson Lyon begin maintaining the Inventory Sales History File with the first invoice line items you enter. SETTING UP INVENTORY SALES HISTORY FILE RECORDS All billing transactions are entered the same way, with the exception that if a customer has a credit balance, dollar amounts and units sold should be entered as a negative numbers. SELECTION o Select - Inv'ty File Maintenance Enter 3 - Sales History 2 - 158 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY SALES HISTORY MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Customer ID: ..... ³ ³ Item ID: .................... ³ ³ S ³ ³ Y M Number of Invoices: .... ³ ³ S T Total Units Shipped: ...... ³ ³ T D Total Selling Price: ........... ³ ³ E ³ ³ M Y Number of Invoices: .... ³ ³ T Total Units Shipped: ...... ³ ³ D Total Selling Price: ........... ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for Add. Customer ID: Item ID: The location of each Inventory Sales History File record requires the: 1. Customer ID, and 2. Item ID. 2 - 159 o Using the Customer File Listing as a reference, enter the customer ID. Using the Inventory File Listing as a reference, enter the item ID. If an entry displays a flashing arrow, compare your entry with the appropriate file listing. IDs for customers or items not on file will not be accepted. Number of Invoices Total Units Shipped Total Selling Price o Enter the total Month-to-Date and Year-to-Date figures. Process o When the form is complete, press to add the history record to the Inventory Sales History File. When the action is complete, you may: 1. Enter another history record, or 2. Press to return to the menu. ================================================================= 2 - 160 ================================================================= INVENTORY SALES HISTORY FILE LISTING ================================================================= The Inventory Sales History File Listing is a 132 column report that lists the contents of the Inventory Sales History File for all customers or a range of customers. It serves as a confirmation that records were entered during the setup procedure and may be printed any other time a complete listing of history records is required. The listing is printed in customer ID order and includes: - Customer ID - Item ID - Month-to-Date and Year-to-Date Number of Invoices - Month-to-Date and Year-to-Date Units Shipped - Month-to-Date and Year-to-Date Total Selling Price SELECTION o Select - Inv'ty File Listings Enter 3 - Inventory Sales History 2 - 161 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY SALES HISTORY FILE LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Customer ID: ..... ³ ³ ³ ³ Ending Customer ID: ..... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ 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 the report format is complete, press to continue with the printing procedure. ================================================================= 2 - 162 ================================================================= DAILY PROCESSING ================================================================= Daily processing procedures include: - Maintaining the general files - Entering transactions, including: A. Invoices (credit memos) B. Payments C. Inventory receipts and orders - Printing Customer Profiles - Printing Daily Sales Journals - Printing Inventory Status Reports - Printing Suggested Order Reports ================================================================= 3 - 1 ================================================================= MAINTAINING THE GENERAL FILES ================================================================= During transaction data entry (invoices, payments, etc.), Levinson Lyon retrieves information stored in the general files. The general files must therefore be maintained with current information. The general files which must be maintained include the: - Revenue File - (Inventory) Category File - Inventory File - Salesman File - Territory File - State - FOB - Terms - Sales Tax - G/L Account - Customer File - System Control For example, if you receive an order from a new territory, you must define that territory in your Territory File before entering the invoice. An exception to this rule is that you may add customers to your Customer File during the invoice entry procedure. Four files are completely maintained by Levinson Lyon: 1. Cash 2. Invoice/Payment Detail 3. Inventory Sales History 4. FIFO/LIFO Layer Changes to these files should only be made in extraordinary circumstances and preferably only on instructions from a member of the Levinson Lyon support staff. Each time you modify one of the general multiple record files, you should reprint the relative file listing. ================================================================= 3 - 2 ================================================================= ENTERING INVOICES ================================================================= Invoices are entered in two parts: 1. The "header" information, and 2. The "line item" information. A "header" form is displayed for entering the information which typically appears at the top of an invoice, e.g. the customer's billing and shipping addresses. When the invoice "header" form is completed, a "line item" form is displayed for entering the information necessary to: 1. Print the invoice detail 2. Update the Revenue, Inventory, and other general files. One line-item form is displayed for each line item entry, and forms will continue to be displayed until all line items have been entered. When line item entry is complete, all line item entries will be displayed, followed by the invoice total, and the entry options. Entry options include: 1. Display (Re-display) Invoice Detail/Total 2. Change Header Information 3. Change a Line Item 4. Delete a Line Item 5. Resume Line Item Entry 6. Cancel This Invoice 7. Record This Invoice 3 - 3 Recording an invoice stores it in a temporary file until all invoices entered during the entry session are posted. After each invoice is recorded, you may: 1. Enter another invoice, or 2. Proceed to the invoice session options. The invoice session options include: 1. Print Pre-Billing Report 2. Delete an Invoice 3. Resume Invoice Entries 4. Cancel This Session 5. Print/Post Options Prior to proceeding to the print/post options, you should print a pre-billing report. The Pre-Billing Report: 1. Provides an "entry session audit trail", and 2. Allows you to preview the invoices before they are printed and posted. If errors are detected in the Pre-Billing Report, you may cancel and re-enter invoices until all corrections have been made. The final step in the entry cycle is to print and post the invoices. The print/post options include: 1. Print Invoices 2. Restart an Interrupted Printing 3. Delete an Invoice 4. Cancel This Session 5. Post Invoices If you are preparing pro-forma invoices, e.g. invoices for quoting purposes, print the invoices and then cancel the session to avoid posting invoices which do not represent billings. Note that once you have recorded an invoice, there are two ways to complete the entry cycle and return to the menu: 1. Post invoices, or 2. Cancel the session. 3 - 4 ENTERING THE HEADER INFORMATION The invoice header information establishes: - Which customer is being billed - When the invoice will be due - Which general file records will be updated with the full amount of the invoice, e.g. which salesman gets credit for the sale - Etc. Although you may change the invoice header anytime prior to recording the invoice, you will save time if you complete the header information as accurately as possible before proceeding to the line item entry forms. SELECTION o Select - Daily Processing Enter 1 - Invoice Entry 3 - 5 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º * * * E N T E R I N V O I C E H E A D E R D A T A * * * º ÌÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ͹ º TRANSACTION ID: ...... INVOICE DATE: .. / .. / .. º ÇÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄĶ º Customer ID: ..... (or) ³ Ship-to ID: ..... (or type in) º º Name: .............................. ³ Name: .............................. º ÇÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÅÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄĶ º Addr: ³ Addr: .............................. º º ³ .............................. º º ³ .............................. º º City: ³ City: .................. º º ST: Zip: ³ ST: .. Zip: .......... º ÇÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄĶ º P-O Number: ............ Requested: .. / .. / .. º º Buyer: ............... Shipped: .. / .. / .. º º Department: .......... Terms: .... º º Ship Via: .......... Territory: .... º º Freight Amt: ....... Salesman: .... º º FOB: .... Commission: ........ (% or $): . º ÌÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ͹ º CREDIT STATUS: Limit: In Use: Avail: º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ F1 -Process F3 -Previous F5 -Credit Memo F7 -Cash Sale Esc -Print/Post F2 -Clear F4 -Next F6 -Aging With the exception of the sales commission details, all information entered for an invoice will be included on the invoice when it is printed. 3 - 6 TRANSACTION ID: Each time a blank invoice form is displayed, Levinson Lyon enters a transaction ID number preceded by an asterisk *. The asterisk * signals Levinson Lyon to assign the next invoice number from the System Control File to the invoice when it is printed and/or posted. For example, if the next invoice number in the System Control File is 10123 and you enter 3 invoices: Transaction ID Invoice # *00001 will print 10123 *00002 will print 10124 *00003 will print 10125 You may change the transaction ID to a specific invoice number by typing over the asterisk and entering the invoice number, but the invoice numbering sequence may only be changed by changing the next invoice number in the System Control File. o Press to accept the transaction ID and let Levinson Lyon number your invoices, or Type over the asterisk and enter an invoice number. If you have accidentally deleted the asterisk or spaced over it, press to clear the entry and reenter the Transaction ID number. 3 - 7 INVOICE DATE: Each time a blank invoice form is displayed, Levinson Lyon enters an invoice date. You may change the invoice date by typing over the Levinson Lyon entry. Any date you enter will continue to be displayed for the session until you change it. Customer ID: Levinson Lyon provides four ways to identify and retrieve file information for the customer you are invoicing. You may enter: 1. An ID for an existing customer, 2. The customer's name, or 3. A partial name and use and to move through the Customer File until the record for the customer you are invoicing is located, or 4. Enter an * or a new ID for a new customer. If you enter a customer ID, Levinson Lyon will retrieve and display the customer's - Tax Status - Name and Billing Address - FOB ID and Description - Terms ID and Description - Territory ID and Name - Salesman ID and Name - Commission Rate - Credit Limit In addition, the customer's Credit Limit, Credit in Use, and Available Credit are calculated and displayed. 3 - 8 If the customer's available credit is equal to or less than zero, "OVER LIMIT" will be displayed in a flashing mode as the CREDIT STATUS. If the available credit is greater than zero, "OK" will be displayed as the CREDIT STATUS. The customer's aging periods along with the transaction totals for each period may also be displayed by pressing . With the exception of the customer's billing address, credit and aging information, any of the items retrieved by Levinson Lyon may be adjusted. A new customer may be identified by entering a new ID or an (*) asterisk. If you enter an (*) asterisk, Levinson Lyon will use the next available numeric ID in the Customer File. Entering an ID for a new customer in either way will display a "New Customer Window". When you complete and process the information on the new customer window, the new customer will be added to the Customer File. Levinson Lyon will then retrieve and display the customer's information during the invoicing procedure. 3 - 9 o Enter an ID for the customer you are invoicing, or Press to move to the customer's name line, or Enter a new ID for a new customer or an (*) asterisk to display a "New Customer Window". If you are adding a new customer, complete the information in the "New Customer Window", and Press to add the new customer to the Customer File and return to the invoice form. Note that you may press any time the new customer window is displayed to return to the invoice form without adding the customer. 3 - 10 Name: If you enter a customer ID, Levinson Lyon retrieves and displays the name from the Customer File. If you have bypassed the customer ID, you may: 1. Enter a name, or 2. Enter a partial name and use and to move through the Customer File until the record of the customer you are invoicing is located. Each time you move to a new customer record, Levinson Lyon retrieves and displays the customer's: - ID - Name - Address o If you have left the customer ID blank, enter a customer's name or partial name. Use and as required to locate the record of the customer you are invoicing. When the name and address of the customer you are invoicing is displayed, press . 3 - 11 Ship-To ID: Levinson Lyon provides four ways to enter a customer's ship-to name and address. 1. You may enter a customer ID and retrieve a customer name and address from the Customer File, or 2. With the cursor at the (ship-to) name, you may press and duplicate the bill-to name and address, or 3. You may duplicate the bill-to name and address and over-type any information which needs adjusting, or 4. You may enter the entire ship-to name and address. If you enter a ship-to ID, Levinson Lyon retrieves and enters the ship-to name and address and moves the cursor to the next line (P-O Number). 3 - 12 o Enter the ID of the customer record containing the customer's name and shipping address, or Press and bypass the ship-to ID. If the information retrieved and entered is incorrect, or if Levinson Lyon displays a "RECORD NOT FOUND" message, compare your entry with the Customer File Listing. IDs for customers not on file will not be accepted. (Ship-to) Name: Addr: If you have bypassed the ship-to ID, Levinson Lyon will duplicate the bill-to name and address in the ship-to space, or each line may be entered separately. o If the ship-to name and address is the same as the bill-to name and address, press and Levinson Lyon will duplicate the bill- to name and address in the ship-to space. If the two names and addresses are different, type the ship-to name and address in the space provided. If there is only a slight difference, press and type over that portion of the duplicated bill-to name and address which is different. 3 - 13 P-O Number: The purchase order number represents the customer's transaction number. o Enter the customer's purchase order number. Buyer: Department: The buyer and department represent the name and department of the person placing the customer's order. o Enter any name and department of the buyer placing the customer's order. Ship Via: o Enter the method used for shipment.......e.g. "UPS" or common carrier. Freight Amt: The freight amount represents the shipping charge and is added to the after-tax dollar amount by Levinson Lyon to determine the total dollar amount of the invoice. o Enter any freight amount to be charged to the customer. 3 - 14 FOB: FOB identifies the FOB record containing the FOB point description you would like printed on the invoice. o Press to accept the FOB ID from the Customer File, or Enter the ID of any other FOB File record. (Date) Requested: Levinson Lyon enters the system date as the date requested. o Press to accept the system date as the date requested, or Enter another date. (Date) Shipped: Levinson Lyon enters the system date as the date shipped. o Press to accept the system date as the date shipped, or Enter another date. Terms: Terms identifies the Terms File record containing the terms description you would like printed on the invoice. 3 - 15 o Press to accept the terms ID from the Customer File, or Enter the ID of any other record in the Terms File. If your entry displays a flashing arrow, compare your entry with the Terms File Listing. IDs for terms not on file will not be accepted. Territory: Territory identifies the territory of the customer being invoiced. o Press to accept the territory ID from the Customer File, or Enter the ID of any other record in the Territory File. If your entry displays a flashing arrow, compare your entry with the Territory File Listing. IDs for territories not on file will not be accepted. Salesman: Salesman identifies the salesman that will receive credit for the sale. 3 - 16 o Press to accept the salesman from the Customer File, or Enter the ID of any other salesman in the Salesman File. If your entry displays a flashing arrow, compare your entry with the Salesman File Listing. IDs for salesmen not on file will not be accepted. Commission: The commission earned on a sale may be entered as a percentage of the transaction sub-total or as a flat dollar amount. o Press to accept the commission rate retrieved from the Salesman File, or Enter a commission as a percentage rate or as a dollar amount. EXAMPLES For a commission rate of 10% Enter 10 For a dollar amount of $50 Enter 50 3 - 17 (% or $): o Press if you entered a commission as a percentage of the invoice sub-total, or Enter a "$" if you entered a dollar amount. Process If the invoice header information is complete, you are ready to enter the invoice line items. When you press , Levinson Lyon verifies that valid entries have been made for: - FOB - Terms - Territory - Salesman - Commission rate (% or $) If your entries are all valid, Levinson Lyon will: 1. Store the header information in a temporary file, and 2. Display a line item entry form. o When the invoice header information is complete, press : Levinson Lyon will: 1. Verify your entries, 2. Store the header information, and 3. Display a line item entry form. If a flashing arrow is displayed for any item, make the necessary corrections and press again. 3 - 18 ENTERING LINE ITEMS After the "header" information is completed, line item entry forms are used to enter the items being billed. Each form provides for one line item entry, and forms will continue to appear until all line items have been entered. If line item entries exceed the space provided on one invoice form, Levinson Lyon will print the remaining items on additional pages. Line item entry may be facilitated by grouping the entries by discount, taxable, and non-taxable categories. If a percentage discount is to be applied to an invoice, a separate line item entry applies the discount to the amounts of the line items previously entered, but not to any items which have already been discounted. A discount also has no effect on items entered after a discount has been applied. Each line item form provides for taxable or non-taxable entries, but grouping non-taxable items together and entering them last (labor for example), may reduce the probability of entry error. 3 - 19 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º * * * E N T E R L I N E I T E M S * * * º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Item ID: .................... ³ ³ ³ ³ Description: .............................. ³ ³ .............................. ³ ³ .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Unit Price (per ): ....... ³ Cost (avg): ³ ³ Qty Ordered: ....... ³ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄij ³ Qty Shipped (to bill): ....... ³ Qty Onhand: ³ ³ Revenue G/L Account: .... - .... ³ On Order: ³ ³ ³ Committed: ³ ³ ³ ÄÄÄÄÄÄÄ ³ ³ Taxable (Y/N): . ³ Projected: ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Entering line item ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next F6 -Discount Esc -Review Item ID: The item ID identifies the item that is being billed. Based on the item ID you enter, Levinson Lyon retrieves and displays the item's - Description, - Unit Price, - Revenue G/L Account, and - Taxable (Y/N) - Qty on Hand - (Qty) on Order - (Qty) Committed - (Qty) Available The item ID may be bypassed to enter an item which does not have a record in the Inventory File, but items not on file will not be included Levinson Lyon inventory control reports. 3 - 20 o Using the Inventory File Listing as a reference, enter the ID of the item being billed or Use and to locate the record of the item ID being billed. When the item ID is displayed, press . If the information displayed is incorrect, or if Levinson Lyon displays a "RECORD NOT FOUND" message, compare your entry with the Inventory File Listing. IDs for items which are not on file will not be accepted. Description: The item description will be included on the invoice and in all detailed transaction reports. o Press to accept the description retrieved from the Inventory File, or Enter a new description on any or all of the description lines. Unit Price: The price retrieved from the Inventory File depends on the price code (1, 2, or 3) in each customer's record. If you intend to reduce the price by the discount entered in the Customer File, or by some other percentage, do not type over the price that is retrieved.....the discount will be deducted with a separate line item entry. 3 - 21 o Press to accept the price retrieved from the Inventory File, or Enter a new price. Qty Ordered: In the absence of the Levinson Lyon Order Entry Module, the quantity ordered is entered for invoice printing purposes only. o Enter the quantity ordered. Qty Shipped: Levinson Lyon multiplies the quantity shipped by the price of each item to determine the extended dollar amount for each line item. o Enter the quantity shipped. Revenue G/L Account: The G/L Revenue Account determines which revenue account will be incremented by the extended line item amount when the invoice is posted. o Press to accept the revenue account retrieved from the Inventory File, or Use and to locate any other account number in the Revenue File. 3 - 22 If your entry displays a flashing arrow, compare your entry with the Revenue File Listing. Numbers for accounts not on file will not be accepted. Taxable (Y/N): Levinson Lyon enters a "Y" tax status: 1. If the item is taxable, and 2. If the customer's record contains a taxable code. Levinson Lyon enters an "N" tax status: 1. If the item is non-taxable, or 2. If the customer's record contains a non-taxable code. An "N" tax status may be changed to "Y" only if a taxable rate for the invoice is displayed. Qty on Hand: (Qty) on Order: (Qty) Committed: (Qty) Available: The items retrieved and displayed in reverse video serve as aids to line item data entry. They are updated only when invoices are posted and cannot be changed during line item data entry. 3 - 23 APPLYING A PERCENTAGE SALES DISCOUNT The percentage discount entered in the Customer's record may be applied, or adjusted and applied, to any of the line items entered. Discount o If you are applying a percentage discount to line item entries, press after the last item to be discounted has been entered and processed. The Line Item Entry form changes to indicate that a discount is being entered. Item ID: Levinson Lyon displays "DISCOUNT" on the item ID line. Changing the item ID from "DISCOUNT" to anything else will void the discount. Discount: The description line changes to "DISCOUNT", and the discount percentage entered in the Customer File is retrieved and displayed for your verification. o Adjust the discount percentage rate if required. 3 - 24 Revenue Account: The revenue account determines which account will incremented by the amount of the discount. Levinson Lyon retrieves the account number for Sales Discounts from the G/L Accounts File and displays it for your verification. o Enter the revenue account for the discount account to be incremented. Process o Disregard the remaining items and: 1. Press to calculate and record the discount, and 2. Continue to make line item entries until all items being billed have been entered and processed. Review Line Items o After all line items have been entered and processed, press to display the ORDER DETAIL. 3 - 25 INVOICE DETAIL After all line items have been entered, Levinson Lyon displays the line item detail, including the: - Line Item Entry Number - Item ID - Description - Price - Qty Ordered - Qty Shipped - Revenue account number - DOLLAR AMOUNT - Tax (Y/N) Status If a percentage discount was applied, the percentage and discount amount will be displayed on the line after the last discounted item. Procedure 1. Make a note of any entry errors you detect. You will be given an opportunity to make corrections later. 2. Press until all of the line entries have been displayed and the TRANSACTION TOTAL detail appears. 3 - 26 TRANSACTION TOTAL When all invoice detail has been displayed, Levinson Lyon completes the line item entry procedure by calculating and displaying the invoice total: Invoice Sub-Total Less Discount (if any) ------------------- Sub-Total (if any) Sales Tax (if any) ------------------- Sub-Total (if any) Less Deposit (if any) ------------------- Total Sales Tax Rate: Sales Tax Description: Levinson Lyon retrieves the sales tax rate and description from the Sales Tax File for the tax ID defined in the customer's record and displays it for your verification. You may change the tax rate to three non-taxable rates (GV, RS, or OS) or to any valid taxable sales tax code. (Changing the tax rate will have no effect on items that were designated as "NON-TAXABLE" when line items were entered.) 3 - 27 o If you would like to change the tax rate: 1. Press and enter any valid Sales Tax ID in the Sales Tax File. (refer to the Sales Tax File Listing for available ID's) 2. When you have entered a valid Sales Tax ID, press and the total of the invoice will be recalculated using the new Sales Tax rate. Apply Deposit: Deposits that have been posted as payments received may be applied to an invoice while the transaction total is displayed. When an invoice is posted with a deposit, Levinson Lyon adjusts your deposit liabilities and accounts receivable accordingly. o If you would like to apply a deposit on the invoice: 1. Press to display the Apply Deposit Window. 2. Use and to locate the deposit record for the customer you are invoicing. 3. When the deposit record is displayed, Press to process the deposit. 3 - 28 INVOICE ENTRY OPTIONS The invoice entry options provide for: - Repeating as much of the invoice entry cycle as is necessary - Recording the invoice when it is correct - Cancelling the invoice You cannot enter additional invoices or proceed to the session options until the invoice you have just entered has been either recorded or cancelled. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVOICE ENTRY OPTIONS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1 - Display Invoice Detail/Total ³ ³ 2 - Change Header Information ³ ³ 3 - Change A Line Item Entry ³ ³ 4 - Delete A Line Item Entry ³ ³ 5 - Resume Line Item Entries ³ ³ 6 - Cancel This Invoice ³ ³ 7 - Record This Invoice ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Please Enter Your Selection: .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 1 - Display Invoice Detail/Total Redisplays invoice detail and total. 3 - 29 2 - Change Header Information Displays the invoice header form for reviewing and/or changing. o If you make any changes to the header form, press to record the changes and return to the options, or Press to return to the options without recording the changes. 3 - Change A Line Item Entry Prompts you for the LINE ITEM NUMBER. (Line item numbers are included in the order detail display.) Note that changes to line item entries must be made one item at a time. o If you are changing a line item entry: 1. When you are prompted to do so, enter the number of the entry you are changing, and 2. When the entry is displayed, make your changes and press to record the changes and return to the options, or Press to return to the options without recording any changes. 3 - 30 4 - Delete A Line Item Entry Prompts you for the LINE ITEM NUMBER. (Line item numbers are included in the order detail display.) Note that line items must be deleted one item at a time, unless you are cancelling the invoice. o If you are deleting a line item entry: 1. When you are prompted to do so, enter the entry number, and 2. When the entry is displayed, enter a "Y" to delete the entry and return to the options, or Enter an "N" to return to the options without deleting the entry. 5 - Resume Line Items Entries Resumes the entry cycle with a blank line item entry form. 3 - 31 6 - Cancel This Invoice Displays a warning that you will be cancelling the invoice. o If you are cancelling the invoice, when the cancellation warning message is displayed, press to cancel the invoice and display a blank header form, or Press to return to the options without cancelling the invoice. 7 - Record This Invoice Records the invoice in a temporary file and displays a blank invoice header form. Once the invoice has been recorded in the temporary file, the invoice may be cancelled and re-entered, but further adjustments to the invoice are not permitted. o When the invoice is correct, enter "7". Levinson Lyon will: 1. Record the invoice in a temporary file, and 2. Display a blank header form for your next invoice. When the blank header form is displayed, you may: 1. Enter another invoice, or 2. Press to display the invoice session options. 3 - 32 INVOICE SESSION OPTIONS The invoice session options provide for: - Listing the contents of the invoices you have entered - Correcting an invoice by cancelling and re-entering it - Resuming the invoice entry cycle - Cancelling all invoices entered during the session ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVOICE SESSION OPTIONS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1 - Print Pre-Billing Report ³ ³ 2 - Delete An Invoice ³ ³ 3 - Resume Invoice Entries ³ ³ 4 - Cancel This Session ³ ³ 5 - Print/Post Options ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Please Enter Your Selection: .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 3 - 33 1 - Print Pre-Billing Report The Pre-Billing Report: 1. Provides an entry session audit trail, and 2. Allows you to preview the invoices you have entered before they are printed. If errors are detected in the Pre- Billing Report, you may cancel and re- enter invoices until all corrections have been made. If any changes are made after the Pre- Billing Report has been printed, it should be reprinted before proceeding to the print/post options. o Print and reprint the Pre-Billing Report until all corrections have been made and the report is correct. 2 - Delete An Invoice An invoice may be deleted any time prior to posting. Once an invoice is posted, it may be removed only by entering an offsetting credit memo. 3 - 34 o If you are deleting an invoice: 1. When you are prompted to do so, enter the invoice number or the transaction ID number preceded by an asterisk of the invoice you are deleting, and 2. When the cancellation message is displayed, press to delete the invoice and return to the options, or Press to return to the options without deleting the invoice. 3 - Resume Invoice Entries Resumes the entry cycle with a blank header form. o If you have additional invoices or credit memos to enter, enter "3" and continue. 4 - Cancel This Session Cancelling the session: 1. Deletes the temporary file where each invoice was recorded as it was entered, and 2. Returns Levinson Lyon to the menu. 3 - 35 o If you are cancelling the session, when the cancellation warning message is displayed, press to cancel all invoices entered during the session and return to the menu, or Press to return to the options without cancelling invoices. 5 - Print/Post Options Once you proceed to the printing and posting options, you may still delete selected invoices and cancel the session, but you cannot return to the Pre-Billing Report or enter additional invoices. o When the Pre-Billing Report is correct, enter "5" to proceed to the printing and posting options. 3 - 36 INVOICE PRINT/POST OPTIONS Levinson Lyon posts invoices by moving them from the temporary file, where they were recorded each time an invoice was entered, to the Invoice/Payment Detail File, where they remain until they are paid in full and subsequently deleted during the Month-End Procedure. As invoices are posted, Levinson Lyon updates all relevant general files. Note that invoices may be printed and/or cancelled until they are posted. After an invoice is posted: 1. Printing an invoice is not permitted, and 2. An invoice may be cancelled only by entering an offsetting credit memo. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVOICE PRINT/POST OPTIONS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1 - Print Invoices ³ ³ 2 - Restart An Interrupted Printing ³ ³ 3 - Delete An Invoice ³ ³ 4 - Cancel This Session ³ ³ 5 - Post Invoices ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Please Enter Your Selection .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 3 - 37 1 - Print Invoices You may print invoices any time prior to posting. Once they are posted, they cannot be printed. When you are ready to print invoices: - you may print as many alignment forms as you require. - Levinson Lyon assigns the next invoice number in the System Control File to the transaction ID *000001. o If you are printing invoices, when the alignment form options are displayed, 1. Enter an "A" to print or reprint an alignment form, and 2. Press to begin printing invoices, or Press to return to the options without printing invoices. 2 - Restart An Interrupted Printing If your printer should become inoperable during the printing process, you may: 1. Repeat the printing procedure from the beginning, or 2. Restart the printing procedure from a specific invoice number. If you start from a specific invoice number, you will be prompted for that number, and you will be given another opportunity to print alignment forms. 3 - 38 o If you are restarting an interrupted check run: 1. Enter the number of the first invoice you want printed, 2. Print any necessary alignment forms, and 3. Resume printing invoices. 3 - Delete An Invoice This is the last opportunity to delete an invoice before invoices are posted. Note that if you delete an invoice now, the only way to re-enter the invoice is to enter it in a subsequent entry session. Reasons for deleting an invoice include: - An error was detected when invoices were printed - A pro-forma invoice was entered along with invoices which are to be posted 3 - 39 o If you are deleting an invoice: 1. When you are prompted to do so, enter the invoice number or the transaction ID number preceded by an asterisk of the invoice you are deleting, and 2. When the invoice is displayed, enter "Y" to delete the invoice and return to the options, or Enter an "N" to return to the options without cancelling the invoice. 4 - Cancel This Session Cancelling the session: 1. Deletes the temporary file where each invoice was recorded as it was entered, and 2. Returns Levinson Lyon to the menu. Note that the option to cancel the session is repeated here primarily to accommodate pro-forma invoice printing. It is the same option that was presented in the previous "session" option menu. o If you are cancelling the session, when the cancellation warning message is displayed, press to cancel all invoices entered during the session and return to the menu, or Press to return to the options without cancelling invoices. 3 - 40 5 - Post Invoices Posting invoices finalizes the invoice entry cycle by: 1. Transferring the invoices from their temporary entry file to the Invoice/Payment Detail File, 2. Deleting the temporary invoice file, 3. Updating the other general files, 4. Returning to the menu. Note that once invoices have been posted, 1. They may not be printed, and 2. They may be cancelled only by entering an offsetting credit memo. o When you are ready to post invoices, enter "5". Levinson Lyon will: 1. Transfer invoices from the temporary entry file to the Invoice/Payment Detail File, 2. Delete the temporary entry file, 3. Update the other general files, and 4. Return to the menu. ================================================================= 3 - 41 ================================================================= ENTERING A CREDIT MEMO ================================================================= Credit memos are entered using the invoice entry procedure with the following exception: o When the transaction ID and date are displayed, press to change the entry to a credit memo. When is pressed, 1. "CREDIT MEMO" will be displayed between the transaction ID and date, 2. "P-O Number" is changed to "Apply to" When a "CREDIT MEMO" is posted, the general files will be updated with negative amounts. Apply to : o Enter the number of the invoice to offset with the credit memo. ================================================================= 3 - 42 ================================================================= ENTERING A CASH SALE ================================================================= Cash sales are entered using the invoice entry procedure with the following exception: o When the invoice header form is displayed, press to change the entry to a cash sale. When is pressed, 1. "CASH SALE" will be displayed between the transaction ID and date, 2. "Department" is changed to "Check No." When a "CASH SALE" is posted, the general files will be updated for the invoiced amounts and an offsetting payment will be created for the invoiced amount. Check no: o If payment is made by check, enter the check number that will identify the cash sale. Note that when a cash sale is posted, a payment is automatically created for the invoice amount less any deposit applied and entering a payment for that amount is not necessary. ================================================================= 3 - 43 ================================================================= ENTERING PAYMENTS ================================================================= Payments include monies received from: - A/R revenue - Deposits - Allowances - Non A/R sources Payments are entered in three parts: 1. The "deposit slip" information, 2. The "header" information, and 3. The "application" information. Levinson Lyon uses the deposit slip information to print a deposit slip in a format that your bank may accept. When the deposit slip information is entered, a "header" form is displayed for entering the information which typically appears on the check, including: - The customer's name - Date - Check Number - Check Amount After the "header" form is completed, an application form is displayed for applying the amount of the check to the customer's account or to open invoices. One application form is displayed for each application, and forms will continue to be displayed until all applications have been entered. When applications are completed, all applications will be displayed, followed by the application totals and the entry options. Entry options include: 1. Display Payment Detail/Total 2. Change Header Information 3. Change An Application Entry 4. Delete An Application Entry 5. Resume Application Entries 6. Cancel This Payment 7. Record This Payment 3 - 44 After each payment is recorded, you may enter another payment, or proceed to the payment session options. The payment session options include: 1. Print Payment Receipts Register 2. Print Deposit Slip 3. Delete A Payment 4. Resume Payment Entries 5. Cancel This Session 6. Post Payments The Payment Receipts Register, along with your deposit slip, provide an "audit trail" for payments received and includes: Customer ID Customer Name Cash Received Discount Allowed Allowance Amount and G/L Account Non A/R Amount and G/L Account Net Credit to Cash The deposit slip includes: - The deposit slip number - G/L Cash Account - Bank Name - Bank Account Number In addition, the report includes totals for: Month-To-Date Cash Receipts Year-To-Date Cash Receipts Month-To-Date (Cash) Discount Allowed Year-To-Date (Cash) Discount Allowed If errors are detected in the Payment Receipts Register, you may cancel and re-enter payments until they are ready for posting. Note that once a payment has been recorded, there are two ways to complete the entry cycle and return to the menu: 1. Post payments, or 2. Cancel the session. 3 - 45 ENTERING THE DEPOSIT SLIP INFORMATION The deposit slip information establishes: - The deposit slip number, bank name, and bank account number that will be included on the deposit slip - Which G/L cash account will be used for posting all payments in the session SELECTION o Select - Daily Processing Enter 2 - Post Payments Received ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** POST PAYMENTS RECEIVED *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Deposit Slip No: ..... ³ ³ ³ ³ G/L Cash Account: .... - .... ³ ³ ³ ³ Bank Name: .............................. ³ ³ ³ ³ Bank Account No: .................... ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -When Ready Esc -Return to Menu 3 - 46 Deposit Slip Number: The deposit slip number will be included on the deposit slip. o Enter the deposit slip number. G/L Cash Account: Levinson Lyon retrieves the G/L Cash account from the G/L Account File and displays it for your verification. Levinson Lyon uses the G/L Cash Account for posting all payments entered in this session. You may use the cash account displayed or enter any other cash account that has been set up in the Revenue File. o Press to accept the G/L Cash account displayed, or Enter another cash account to be used for posting your payments. Bank Name: Levinson Lyon will include your bank name on the deposit slip. o Enter your bank name. 3 - 47 Bank Account Number: Levinson Lyon retrieves the description of the G/L Cash Account from the Revenue File and displays it for your verification. o Press to accept the description displayed as the Bank Account Number, or Enter another number. Process o When the deposit slip information is complete, press to process. 3 - 48 ENTERING THE HEADER INFORMATION The payment header information establishes: - Which customer is making the payment - The amount of the payment - The date of the payment - The customer's check number and bank number reference - If the payment is taken as a deposit ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** POST PAYMENTS RECEIVED *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Customer ID: ..... (or) Customer Name: .............................. ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ Address: ³ ³ Payment Date: .. / .. / .. ³ ³ ³ ³ ³ ³ Check Number: ...... ³ ³ ³ ³ ³ ³ Payment Amount: ........... ³ ³ ³ ³ ³ ³ Reference: ................ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next F7 -Deposit Esc -Print/Post 3 - 49 Customer ID: Levinson Lyon provides three ways to identify the customer whose payment you are entering. You may enter: 1. The customer's ID, 2. The customer's name, or 3. A partial name and use and to move through the Customer File until the record for the customer you are invoicing is located. If a Customer ID is entered, Levinson Lyon retrieves and displays the customer's name and address. o Enter the customer ID for the customer making payment, or Press to bypass and move to the customer name line. If the information retrieved and displayed is incorrect, or if a "RECORD NOT FOUND" message is displayed, compare your entry with the Customer File Listing. IDs for customers which are not on file will not be accepted. 3 - 50 Customer Name: If you enter a customer ID, Levinson Lyon retrieves and displays the name from the Customer File. If you have bypassed the customer ID, you may: 1. Enter a name, or 2. Enter a partial name and use and to move through the Customer File until the record of the customer you are invoicing is located. Each time a new customer record is accessed, Levinson Lyon retrieves and displays the customer's: - ID - Address o If you have left the customer ID blank, enter a customer's name or partial name. Use and as required to locate the record of the customer you are invoicing. When the name and address of the customer you are invoicing is displayed, press to accept the information and continue. 3 - 51 Payment Date: Levinson Lyon displays your processing date as the payment date when the header form is displayed. The date you enter will be displayed as the payment date until the payments are posted or until you enter a new payment date. o Press to accept your processing date as the payment date, or Enter another date. Check Number: The check number is the customer's reference number. o Enter the customer's check number. Payment Amount: As you record each payment, Levinson Lyon compares the total amount of payment applications to the payment amount. A payment transaction which is out of balance cannot be recorded. o Enter the dollar amount of the payment. 3 - 52 Reference: Levinson Lyon includes the reference (bank number), check amount and number on the deposit slip. o Enter the bank number of the check to be included on the deposit slip. Process o When the header information is complete, press . Levinson Lyon will: 1. Record the header information in a temporary file, and 2. Display a payment application form. 3 - 53 ENTERING PAYMENT APPLICATIONS After the "header" information is completed, payment application forms are used to apply the payment amount to your invoices. Each form provides for one application entry, and forms will continue to be displayed until all applications have been entered. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** POST PAYMENTS RECEIVED *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Payment Amount: Remaining to Apply: ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ * * * A P P L Y T O * * * ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Document Number: ...... ³ ³ Cash Applied: ........... ³ ³ Discount Applied: ........... -G/L Acct- ³ ³ Allowance: ........... .... - .... ³ ³ Non-A/R: ........... .... - .... ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ THIS IS ENTRY ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ * * * O P E N I T E M S * * * ³ ³ APPLY-TO AMOUNT TYP ³ APPLY-TO AMOUNT TYP ³ APPLY-TO AMOUNT TYP ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F5 -View Items Esc -View Detail Payment Amount: Remaining to Apply: Levinson Lyon displays the payment amount that was entered with the header information and calculates and displays the amount remaining-to-apply each time you record an application. 3 - 54 Document Number: The document number is required only for open item A/R customers. For balance forward customers, the entire amount of the payment will be applied to the customer's oldest invoice(s). displays and toggles through the customer's open items, 15 items at a time. The open item information includes: - Document (number) - Amount - Type (I=Invoice, C=Credit Memo, P=Payment) o If the customer has an open item account and you are entering a payment on his account: 1. Press to view the customer's open items as required, and 2. Enter the invoice number for the payment application. If you are entering a non A/R payment, press to proceed to the Non A/R payment application line. 3 - 55 Cash Applied: o For open item accounts, enter the amount to be applied to the invoice, or Press to apply the "remaining to apply" amount to the invoice. For balance forward customers, press to enter the entire amount of the payment (remaining to apply). Discount Applied: The discount applied represents any cash discount the customer has deducted from the total amount of the invoice. If the customer has an "open item" account, and the amount received plus the cash discount does not equal the invoiced amount, the invoice and the payment detail will continue to be reflected in the customer statements and all other Levinson Lyon Accounts Receivable reports. If the customer has a "balance forward" account, the amount received plus the cash discount will be applied against the customer's account, regardless of any difference in, and without reference to, invoice amounts. o If a cash discount has been taken, enter the amount of the discount. 3 - 56 Allowance: G/L Account: Similar to applying a discount, part of the invoice total may be applied to an allowance. For example, you could give a customer an allowance against purchases for their including your company name in their advertising. Other types of allowances include trade-ins, returns, etc. o Enter the amount of any allowance and enter the corresponding account number to be used for posting that amount. Non-A/R: G/L Account: If you are entering a cash receipt that is unrelated to your accounts receivable, it is considered a Non-A/R payment. Non-A/R payments may include monies derived from tax refund checks, the sale of your office furniture, donations, etc. Non-A/R applications cannot be mixed with A/R payment related applications, such as discounts, allowances, or cash applications. Non-A/R applications should only be made for a (non A/R) customer that has been set up as an open item customer in the Customer File. If a non-A/R payment application is entered, you must specify an account number in the Revenue File to be used for posting the non-A/R amount. 3 - 57 o If non-A/R cash has been received, enter the payment amount as Non-A/R and enter the corresponding account number to be used for posting that amount. Process o When the apply-to information is complete, press . Levinson Lyon will: 1. Record the payment application in a temporary file, and 2. Display a blank application form. View Detail o When the amount remaining-to-apply is equal to zero, press to view the payment application detail. 3 - 58 PAYMENT DETAIL After all payment applications have been entered, Levinson Lyon displays the payment application detail, including the: - (Application) Entry Number - Invoice Number - Amount - Discount o Make a note of any errors you detect, and Press until all application detail has been displayed and the Payment Total form appears. 3 - 59 PAYMENT APPLICATION TOTAL When all application detail has been displayed, Levinson Lyon displays the Payment Total. Deposit Slip Number: Represents the deposit number entered as deposit slip information. Check Amount: Represents the amount entered as header information. Total Applied: Represents the total amount applied during the apply-to procedure. Difference: Represents any difference between the payment amount and the total amounts applied. If the difference does not equal zero, an "Out of Balance" message will be displayed. An out of balance payment cannot be recorded. o If an "Out of Balance" message is displayed, press to continue and select the options which allow you to make the necessary corrections. 3 - 60 Total Discounts: Represents the total of the discounts entered during the apply-to procedure. Total Allowances: Represents the total of the allowances entered during the apply-to procedure. Total Credit to A/R: Represents the amount that accounts receivable will be reduced by when the payment is posted. Press - to Continue o After viewing the payment total and noting any errors, press to continue to the payment entry options. 3 - 61 PAYMENT ENTRY OPTIONS After displaying the payment total, Levinson Lyon displays options for: - Repeating as much of the payment entry cycle as is necessary - Recording the payment when it is correct - Canceling the payment You cannot enter additional payments or proceed to the payment session options until the payment you have just entered is either recorded or cancelled. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** POST PAYMENTS RECEIVED *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ 1 - Display Payment Detail/Total ³ ³ 2 - Change Header Information ³ ³ 3 - Change An Application Entry ³ ³ 4 - Delete An Application Entry ³ ³ 5 - Resume Application Entries ³ ³ 6 - Cancel This Payment ³ ³ 7 - Record This Payment ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Please Enter Your Selection .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 1 - Display Payment Detail/Total Resumes payment entry cycle by displaying the payment detail. 3 - 62 2 - Change Header Information Displays the payment header form for reviewing and/or changing. o If you make changes to the header information: Press to record your changes, or Press to return to the options without changing the header form. 3 - Change An Application Entry Prompts you for the entry number. When the entry number is entered, the appropriate entry will be displayed. Note that entry numbers are included when the application detail is display. o If you are changing an application entry: 1. When you are prompted to do so, enter the number of the entry you are changing, and 2. When the entry is displayed, make your changes and press to record the changes and return to the menu, or Press to return to the options without changing the application entry. 3 - 63 4 - Delete An Application Entry Prompts you for the entry number. When the entry number is entered, the appropriate entry will be displayed. Note that entry numbers are included when the payment detail is displayed. Application entries must be deleted one entry at a time, unless you are cancelling the payment. o If you are deleting an application entry: 1. When you are prompted to do so, enter the number of the application you are deleting, and 2. When the entry is displayed, enter a "Y" to delete the entry and return to the options, or Enter an "N" to return to the options without deleting the entry. 5 - Resume Application Entries Resumes the payment entry cycle with a blank application form. o If you have additional applications to enter, enter "5" and continue. 3 - 64 6 - Cancel This Payment o If you are cancelling the payment, When the cancellation warning is displayed: 1. Press to continue with the cancellation, or 2. Press to return to the options without cancelling the payment. 7 - Record This Payment Records the payment in a temporary file and displays a blank payment header form. Once a payment has been recorded in the temporary file, the payment may be cancelled and re-entered, but further adjustments to the payment are not permitted. o When you are ready to record your the payment, enter "7". Levinson Lyon will: 1. Record the payment in a temporary file, and 2. Display a blank payment header form. When the header form is displayed, you may: 1. Enter another payment, or 2. Press to display the payment session options. 3 - 65 PAYMENT SESSION OPTIONS The payment session options provide for: - Printing a listing of the payments you have entered - Printing a deposit slip - Correcting a payment by deleting a payment and re- entering it - Entering additional payments - Cancelling all payments entered ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** PAYMENT SESSION OPTIONS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1 - Print Payment Receipts Register ³ ³ 2 - Print Deposit Slip ³ ³ 3 - Delete A Payment ³ ³ 4 - Resume Payment Entries ³ ³ 5 - Cancel This Session ³ ³ 6 - Post Payments ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Please Enter Your Selection .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 3 - 66 1 - Print Payment Receipts Register The Payment Receipts Register provides an entry audit trail for the payments you are about to post. If errors are detected, you may cancel and re-enter payments until all corrections have been made. If any changes are made after the Payments Receipts Register has been printed, it should be reprinted before payments are posted. o Print and reprint the Payment Receipts Register until all corrections have been made and the report is correct. 2 - Print Deposit Slip The Deposit Slip may be printed in a format that may be acceptable for your bank. It also provides an entry audit trail for the payments you are about to post. If errors are detected, you may cancel and re-enter payments until all corrections have been made. If any changes are made after the Deposit Slip has been printed, it should be reprinted before payments are posted. o Print and reprint the Deposit Slip until all corrections have been made and the report is correct. 3 - 67 3 - Delete A Payment A payment may be deleted any time prior to posting. Once a payment has been posted, it may be offset by entering a negative payment, or it may be reversed by an entry in the general ledger. o If you are deleting a payment, when you are prompted to do so, enter the check number of the payment you are deleting. Levinson Lyon will: 1. Delete all payments which have been applied to that check number, and 2. Return to the menu. 4 - Resume Payment Entries Resumes the payment entry cycle with a blank header form. o If you have additional payments to enter, enter "3" and continue. 5 - Cancel This Session Cancelling the session: 1. Deletes the temporary file where payments are recorded in preparation for posting, and 2. Returns Levinson Lyon to the menu. 3 - 68 o If you are cancelling the session, when the cancellation warning message is displayed, press to continue with the cancellation and return to the menu, or Press to return to the options without cancelling payments. 6 - Post Payments When payments are posted, Levinson Lyon finalizes the payment entry cycle by: 1. Transferring the payments from their temporary file to the Invoice/Payment Detail File, 2. Deleting the temporary payment file, 3. Updating the general files, and 4. Returning to the menu. Note that once payments have been posted: 1. The Payments Receipts Register cannot be printed, and 2. Payments can be cancelled through the Accounts Receivable application only by entering an offsetting negative payment. 3 - 69 o When you are ready to post payments, enter "7". CharterHouse will: 1. Transfer payments from the temporary file to the Invoice/Payment Detail File, 2. Delete the temporary file, 3. Update the other general files, and 4. Return to the menu. ================================================================= 3 - 70 ================================================================= ENTERING A DEPOSIT ================================================================= Deposits are entered using the payment entry procedure with the following exception: o When the "header" form is displayed, press to change the payment entry to a deposit. When is pressed, 1. "Payment Date" will be displayed as "Deposit Date", 2. "Payment Amount" will be displayed as "Deposit Amount", 3. "Reference" will be displayed as "Apply to Order". When a "DEPOSIT" is posted as a payment, the deposit amount will be transferred as a liability to the General Ledger during the month-end interfacing procedure. When deposits are applied during invoice entry, Levinson Lyon adjusts your deposit liabilities and accounts receivable accounts accordingly. Note that: - Only one deposit may be applied to an invoice - Deposits may be canceled by entering a negative deposit amount as a payment Deposit Date: o Enter the date that will identify when the deposit was made. 3 - 71 Deposit Amount: o Enter the amount of the deposit Apply to Order: The "apply to order" may be an order number or check number for the deposit. o Enter any order number you would like to use to identify the deposit. Record Deposit o When the deposit information is complete, press to record the deposit. Note that the payment application form will not be displayed after recording a deposit. ================================================================= 3 - 72 ================================================================= DAILY SALES JOURNAL ================================================================= The Daily Sales Journal is an 80 column report that combines information from the Invoice/Payment Detail and Revenue Files to print a report of sales and cash receipts activity. 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, depending only on the last time it was "reset" to restart the accumulation. "Resetting" the Daily Sales Journal also zeroes-out the daily accumulation in the Revenue File. The report includes: - Transaction Number - Customer ID - Customer Name - Document Type (I,P) - Document Date (Invoice, Credit Memo, or Payment) - Document Number (Invoice, Credit Memo, or Payment) - Document Amount - Amount Totals The report is followed by a Distribution Recap which includes: - Revenue Account - Description - Daily Total Distributed to Each Account - Month-To-Date Total Distributed to Each Account - Total Daily Distribution - Total Month-To-Date Distribution In addition, the recap includes: - Month-To-Date Cash Total - Year-To-Date Cash Total - Month-To-Date Cash Discount Allowed - Year-To-Date Cash Discount Allowed The Month-To-Date and Year-To-Date figures are accumulated until the month-end and year-end procedures are performed. 3 - 73 SELECTION o Select - Daily Processing Enter 3 - Daily Sales Journal ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** DAILY SALES JOURNAL *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Include Invoice Transactions? (Y/N): . ³ ³ Include Payment Transactions? (Y/N): . ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Do you wish to RESET daily ³ ³ activity after printing ? (Y/N): . ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Include Invoice Transactions? (Y/N): Include Payment Transactions? (Y/N): The Daily Sales Journal may be printed for: 1. Invoice transactions 2. Payment transactions, or 3. Both invoice and payment receipts. o Enter a "Y" to include, or an "N" to exclude invoice or payment trans- actions. 3 - 74 Do you wish to RESET daily activity after printing? (Y/N): Resetting the Daily Sales Journal will: 1. Begin the next printing of the journal with the next transaction you enter, and 2. Restart the daily total accumulations in the Revenue File. If you do not reset the journal, the next printing will include: 1. The contents of this printing, plus 2. Any transactions you enter before the next printing, and The daily total accumulations in the Revenue File will be added to the current totals. o If you would like the journal to be "reset" in preparation for the next printing, enter a "Y". If you would like the next printing to include the activity which was just printed, enter an "N". Print Report o When the report format is complete, press to continue with the printing procedure. ================================================================= 3 - 75 ================================================================= DISPLAYING/PRINTING CUSTOMER PROFILES ================================================================= The Customer Profile is a three part report that incorporates information from the Customer and Invoice/Payment Detail Files. It is useful for reviewing customer information during rapidly changing conditions or when reviewing the Customer Listing or Aged Receivables Report is not practical. Part one includes the same information for each customer as the Customer Listing along with aged transaction totals for each of your aging periods. Part two is an aged report of the customer's transaction detail for transactions which remain on file and includes: - Transaction Number - Document Number - Document Type - Aging Periods - Aged Transaction Totals (printed version only) - Transaction Grand Total In both cases, Levinson Lyon ages your receivables by comparing invoice or invoice due dates to your processing date. The age of the transaction is, in turn, compared to the aging periods in the System Control File and placed accordingly in the profile. Part three lists the customer's deposits which have not been applied during the invoicing procedure. SELECTION o Select - Daily Processing Enter 4 - Customer Profile 3 - 76 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CUSTOMER PROFILE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Cust ID: ..... (or) ³ ³ Name: .............................. ³ ³ ³ ³ Age by: nvoice Date ue Date . ³ ³ ³ ³ Print Mode:

rinter isplay ile . ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu Cust ID: Levinson Lyon provides three ways to identify the customer you are profiling: You may: 1. Enter the customer's ID, 2. Enter the customer's name, or 3. Enter a partial name and use and to scroll through the Customer File until the record of the customer you want is displayed. o Enter the ID for the customer you are profiling, or Press to bypass the customer ID and continue to the customer name line. 3 - 77 Name: o If you have bypassed the customer ID: 1. Enter a customer's name or partial name, 2. Use and/or to move through the Customer File until the correct customer's record is located, and 3. When the correct customer's name and ID are displayed, press . Age by: Levinson Lyon will age your receivables by invoice dates or by invoice due dates. o Enter the letter (I or D) corresponding to your selection. Process o When the report format is complete, press to continue with the printing procedure. If you are printing the profile, an additional form will be displayed to provide the option of including the transaction detail in the printed version. When the profile is complete you may: 1. Enter another customer for profiling, or 2. Press to return to the menu. ================================================================= 3 - 78 ================================================================= PRINTING THE INVENTORY STATUS REPORT ================================================================= The Inventory Status Report is an 80 column report that lists daily operating information for all items or a range of items in the Inventory File. In addition, a quantity available is calculated from the information in the Inventory File and included in the report each time it is printed. Available = (On-Hand) - (Committed to Orders and Mfg) The report may be printed in sequence by: - Category - Vendor - Item The report includes: - Item ID - Bin Location - Description - Minimum (Reorder Point) - On Hand (Quantity) - On Order (Quantity) - Committed to Manufacturing (Quantity) - Committed to Orders (Quantity) - Available (Quantity) SELECTION o Select - Daily Processing Enter 5 - Inventory Status Report 3 - 79 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY STATUS REPORT *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ ³ ³ ³ ategory endor tem . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .................... ³ ³ ³ ³ Ending .................... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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. ================================================================= 3 - 80 ================================================================= PRINTING THE SUGGESTED ORDER REPORT ================================================================= The Suggested Order Report is an 80 column report that lists the items whose quantity-on-hand plus quantity-on-order (less the quantity committed) is equal to or less than the reorder point in the Inventory File. The report may be printed for all vendors or categories or a range of vendors or categories. The Suggested Order Report serves as a reference during: - Your ordering procedure - Inventory Receipts/Orders Entry The report is printed in sequence by item ID and includes: - Item ID - Description - Unit of Measure - Suggested Reorder Quantity - Last Cost (per unit) - Extended Cost (Reorder quantity x Last Cost) In addition the report includes: - A Total Cost by Vendor for Items Listed, and - A Grand Total of the Extended Cost for all Items A work space is also provided on the report for entering a new item and extended cost which you may then use during your ordering procedure. Note that only the items with a reorder quantity greater than zero will be included in the report. SELECTION o Select - Daily Processing Enter 6 - Suggested Order Report 3 - 81 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** SUGGESTED ORDER REPORT *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ ³ ³ ³ ategory endor . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .................... ³ ³ ³ ³ Ending .................... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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. ================================================================= 3 - 82 ================================================================= ENTERING INVENTORY RECEIPTS/ORDERS ================================================================= The procedure for entering inventory receipts and orders is similar to that of entering invoices and payments, with the exception that only one form is required for each entry. The entry and session options are then combined to include: 1. Print Receipts/Orders Register 2. Display Entries 3. Change An Entry 4. Delete An Entry 5. Resume Entries 6. Cancel This Session 7. Post Receipts/Orders Prior to posting your entries, you should print a Receipts/Orders Register. The Receipts/Orders Register: 1. Provides an entry audit trail, and 2. Allows you to preview the entries which are about to be posted. SELECTION o Select - Daily Processing Enter 7 - Inventory Receipts/Orders 3 - 83 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY RECEIPTS/ORDERS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Item ID: .................... ³ ³ ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Qty Received: ........ ³ Qty On-Hand: ³ ³ Date of Receipt: .. / .. / .. ³ ³ ³ Cost Price per ( ): ........ ³ Last Cost Price: ³ ³ Vendor ID: ..... ³ Last Vendor Used: ³ ³ Purchase Order Number: ..... ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄij ³ Qty Placed on Order: ........ ³ Qty on Order: ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÅÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ Other Qty Out: ........ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Entry Number ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Edit/Print/Post Item ID: The item ID identifies the inventory item you have received or ordered. Each time you enter an item ID, Levinson Lyon retrieves and displays the item's: - Description - Qty on Hand - Qty (Currently) on Order - Last Cost - (ID of the) Vendor Last Used o Enter the ID of the item you have received or ordered. 3 - 84 If the description displayed is incorrect or a "RECORD NOT FOUND" message is displayed, compare your entry with your Inventory File Listing or one of the inventory reports. IDs for items not on file will not be accepted. Qty Received: Quantity received provides for adding quantities to the items in your Inventory File. It may be used to update your Inventory File when: 1. Items placed on order are received, 2. A physical inventory has been understated, or 3. Items have been returned to inventory without issuing a credit memo. o Enter the quantity of the item you are adding to inventory. Date of Receipt/Order: Each time a blank entry form is displayed, Levinson Lyon retrieves your processing date and displays it as the date of receipt/order. o Press to accept your processing date as the date of the receipt or order, or Enter another date. 3 - 85 Cost Price (per ): Each time you enter an item ID, Levinson Lyon retrieves the last cost from the item's record and displays it as the cost price for your verification. Each time you post an inventory receipt or order, Levinson Lyon updates the last cost in the item's record with the amount of the cost price you enter. Levinson Lyon also uses the cost price in the average cost and inventory valuation calculations. The method used to calculate your inventory value depends on the inventory valuation method you are using (recorded in the System Control File). If you are using LIFO or FIFO, Levinson Lyon creates an inventory valuation layer for each cost entered during the receipts/orders entry procedure. If the cost you enter is the same cost as the last cost entered, Levinson Lyon adds the quantity you enter to the existing layer. If the cost you enter is not the same as the last cost, Levinson Lyon creates a new layer and adds the quantity you enter to the new layer. If you are using an average cost inventory valuation method, Levinson Lyon uses the average cost figure which Levinson Lyon calculates and maintains in the Inventory File. o Press to accept the last cost as the cost price, or Enter a new cost. 3 - 86 Vendor ID: Each time you enter an item ID, Levinson Lyon retrieves the last vendor used from the item's record and displays it as the vendor ID for your verification. Each time you post an inventory receipt or order, Levinson Lyon updates the "last vendor used" in the item's record with the vendor ID you enter. o Press to accept the last vendor as the vendor ID, or Enter the ID another vendor. P-O Number: The purchase order number will be included in the Inventory Receipts/Orders Register. o Enter the purchase order number for the order you have received or placed. Qty Placed on Order: Levinson Lyon adds quantities ordered to the quantity on order in the item's record. In addition, quantities received are subtracted from the quantity on order. If quantities ordered are not entered, the quantity on order will eventually become negative as quantities received continue to be subtracted from the quantity on order. 3 - 87 o If you have placed an order for the item, enter the quantity ordered. Other Qty Out: Levinson Lyon subtracts other quantities out from the quantity on hand. A quantity may be entered as an other quantity out to adjust the quantity on hand: - For a previously overstated physical inventory, or - For items removed from inventory but not invoiced. o If you are adjusting the quantity on hand downward, enter the quantity to be subtracted from the quantity on hand. Process o When you have completed your entry for receipts and/or orders, press . Levinson Lyon will: 1. Record your entry in a temporary file, and 2. Display a blank entry form. When the blank entry form is displayed, you may: 1. Enter another receipt or order, or 2. Press to display your entries. 3 - 88 ENTRY/SESSION OPTIONS The entry/session options provide for: - Listing your entries - Correcting your entries - Canceling an entry or the session - Posting your entries ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INVENTORY RECEIPTS/ORDERS OPTIONS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ 1 - Print Receipts/Orders Register ³ ³ 2 - Display Entries ³ ³ 3 - Change An Entry ³ ³ 4 - Delete An Entry ³ ³ 5 - Resume Entries ³ ³ 6 - Cancel This Session ³ ³ 7 - Post Receipts/Orders ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Please Enter Your Selection .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 1 - Print Receipts/Orders Register The Receipts/Orders Register provides an entry audit trail for the inventory receipts and/or orders you are about to post. 3 - 89 o Print and reprint the Receipts/Orders Register until all corrections have been made and the report is correct. 2 - Display Entries Resumes the entry cycle by displaying your entries. 3 - Change An Entry Prompts you for the number of the entry you would like to change. Note that entry numbers are part of the entry display. o If you are changing an entry: 1. When you are prompted to do so, enter the number of the entry you would like to change, and 2. When your changes are complete, press to record your changes and return to the options, or Press to return to the options without changing the entry. 4 - Delete An Entry Prompts you for the number of the entry you are deleting and displays the entry for your verification. 3 - 90 o If you are deleting an entry: 1. When you are prompted to do so, enter the number of the entry you are deleting, and 2. When the entry is displayed, enter a "Y" to continue with the deletion and return to the options, or Enter an "N" to return to the options without deleting the entry. 5 - Resume Entries Resumes the entry cycle with a blank receipts/orders entry form. o If you have additional receipts or orders to enter, enter "5" and continue. 6 - Cancel This Session Cancelling the session: 1. Deletes the temporary file where receipts/orders are recorded in preparation for posting, and 2. Returns Levinson Lyon to the menu. 3 - 91 o If you are cancelling the session, when the cancellation warning message is displayed, press to continue with the cancellation and return to the menu, or Press to return to the options without cancelling any receipts or orders. 7 - Post Receipts/Orders When receipts/orders are posted, Levinson Lyon finalizes the entry cycle by: 1. Transferring the receipts/orders from their temporary file to the Inventory File. 2. Deleting the temporary payment file, 3. Returning to the menu. Note that once receipts/orders have been posted the Receipts/Orders Register cannot be printed, and o When you are ready to post receipts/orders, enter "7". Levinson Lyon will: 1. Update the Inventory File with the receipts/orders detail 2. Delete the temporary entry file, and 3. Return to the menu. ================================================================= 3 - 92 ================================================================= MONTHLY PROCESSING ================================================================= The monthly processing procedure is a recommended procedure for closing the transactions for a month. Each time you perform the month-end closing function, Levinson Lyon finalizes the conditions in your files by: 1. Returning all Month-To-Date accumulations to zero, (with the exception of the Sales Tax File amounts which are returned to zero at the end of each quarter) 2. Purging completed transactions from the Invoice/Payment Detail File (optional), and 3. Creating a General Ledger transfer file. Immediately prior to performing the month-end closing function, you should print the following reports to provide an audit trail of activities for the month and a record of month-end conditions. - Aged Receivables Report - Monthly Sales Journal - Monthly Sales Analysis Report - Revenue Distribution Report - Inventory Analysis Report - Inventory Sales History Report - Inventory Valuation Report - Salesman Commission Report - Sales Tax Report In addition, the monthly procedure provides options for applying finance charges and/or printing customer statements. 5 - 1 PROCEDURE (Overview) During the Monthly Processing procedure you will: 1. Using your period-ending date as the base date for aging when it is required, prepare to close the accounting period by: A. Applying Finance Charges (optional) B. Printing: - Customer Statements (optional) - Aged Receivables Report - Monthly Sales Journal - Monthly Sales Analysis Report - Revenue Distribution Report - Inventory Analysis Report - Inventory Sales History Report - Inventory Valuation Report - Salesman Commission Report - Sales Tax Report 2. Perform the month-end closing function. 3. Transfer your distribution and inventory detail to the General Ledger. ================================================================= 5 - 2 ================================================================= PREPARING TO CLOSE ================================================================= Before you perform the month-end closing function, you may optionally: 1. Apply finance charges, and/or 2. Print customer statements. You should also print the following reports to provide an audit trail of monthly activity and a record of month-end conditions. - Aged Receivables Report - Monthly Sales Journal - Monthly Sales Analysis Report * - Revenue Distribution Report - Inventory Analysis Report - Inventory Sales History * - Inventory Valuation Report - Salesman Commission Report - Sales Tax Report * Note that these reports must be printed to successfully interface A/R data to the General Ledger. ================================================================= 5 - 3 ================================================================= APPLYING FINANCE CHARGES ================================================================= Levinson Lyon will selectively apply finance charges on overdue balances for: 1. All customers with a "Y" instruction on the finance charge (Y/N) line in their Customer File record, or 2. Any customer, one customer at a time, regardless of the finance charge instruction in the Customer File. Each time you apply finance charges, you may enter a different: 1. Base Date for Aging 2. Interest Rate, and/or 3. Grace Period. You may also apply finance charges on a trial or an update basis. Either basis calculates applicable finance charges and prints a Finance Charge Report which includes: - Customer ID - Name - Finance Charge Assessed on Amount - Finance Charge Amount (per customer) - Mode (Trial or Update) Total - Interest Rate - Number of Days Late Cutoff (grace period) Note that you may apply finance charges on a trial basis as many times as you like, but Levinson Lyon will not add finance charges to your customers' accounts and update your general files until you apply finance charges on an update basis. 5 - 4 Also note that: 1. Finance charges are cumulative but are not compounded 2. Applied finance charges are aged, along with transactions, but each application returns a cumulative finance charge to a current condition, and 3. Finance charges of less than $1.00 will not be applied. SELECTION o Select - Monthly Processing Enter 1 - Apply Finance Charges ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** ASSESS FINANCE CHARGES *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Base Date for Aging: .. / .. / .. ³ ³ ³ ³ Customer ID: ..... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Annual Interest Rate (e.g. 12.5 for 12« %): ..... ³ ³ ³ ³ Number of Days Late Cutoff: ... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Mode: ³ ³ ³ ³ rial pdate . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear Esc -Return to Menu 5 - 5 Base Date for Aging: Levinson Lyon retrieves your period- ending date from the System Control File and displays it as the base date for aging. Your invoice due dates are compared with the base date for aging to determine which invoices are past due. o Press to accept your period- ending date as the base aging date, or Enter another date. Customer ID: Levinson Lyon will selectively apply finance charges on overdue balances for: 1. All customers with a "Y" instruction on the finance charge (Y/N) line in their Customer File record, or 2. Any customer, one customer at a time, regardless of the finance charge instruction in the Customer File. o Enter "ALL" to apply finance charges to the accounts of all chargeable customers, or Enter a customer ID to add finance charges to the account of a specific customer. 5 - 6 Interest Rate: Levinson Lyon calculates the finance charge based by multiplying each customer's overdue balance by the percentage (interest rate) you enter. The overdue balance does not include previous finance charges. Note that a finance charge applied in error can be reversed by applying a finance charge and entering a negative interest rate, but only if the customer's balance has not changed. After a customer's balance changes, finance charges should be reversed by entering a credit memo through invoice entry. o Enter the interest rate to be used in the finance charge calculation. EXAMPLES For an interest rate of 1% Enter 1 For an interest rate of 1.5% Enter 1.5 Entering a negative rate will reverse a previously entered finance charge for a specific customer provided no past due invoices have accumulated since the finance charge was applied. 5 - 7 Number of Days Late Cutoff: You may allow a grace period before finance charges are applied by adding a number-of-days-late-cutoff to the due date of each past due invoice. Levinson Lyon will not add a finance charge for a past due invoice unless it is past due more than the number-of- days-late-cutoff. o Enter the number of days you are willing to allow as a grace period before finance charges are added to a customer's account for a past due invoice. Mode: rial pdate Finance charges may be computed on: 1. A trial basis, or 2. A final basis. Either basis calculates and prints a listing of the finance charges, but only the update mode applies finance charges and updates the general files with the amounts of the finance charges. o Enter the letter (T or U) corresponding to your selection. Process o When the report format is complete, press to continue with the calculating and printing procedure. ================================================================= 5 - 8 ================================================================= PRINTING CUSTOMER STATEMENTS ================================================================= Levinson Lyon will selectively print customer statements for: - All customers - A specific customer - A range of customers but only for those customers with a "Y" instruction on the statement line in their Customer File records. Customers with only zero-balance (offsetting) transactions on file may be included or excluded when statements are printed. Customer statements include: - Period-Ending Date - Your Company's Name and Address (First five lines of the Company's record) - Customer's Name and Address (First five lines of the Customer's record) - Customer ID - Transaction Date - Document Number - Remarks (Invoice/Credit/Payment/Balance Forward) - Transaction Amount - Running Balance - Aged Totals - Balance Due In addition, each statement includes a detachable return payment stub which includes: - Customer ID - Document Number - Transaction Amount - Balance Due 5 - 9 Although customer statements may be printed any time and as of any date, they are generally printed during the monthly processing procedure, using the same date that is used as an aging date for the Aged Receivable Report. As in the case of the Aged Receivable Report, customer statements may be printed either before or after the transactions for the month are closed. Printing the statements before the transactions are closed includes transactions which were completed subsequent to the last closing procedure, showing both invoice and offsetting credit/payment amounts. If completed transactions are deleted when the month-end closing function is performed, printing the statements after closing produces statements with no zero-balance (offsetting) transactions. Even though customers with no transactions on file have a zero balance, those customers are considered inactive and printing statements for inactive customers is not permitted. If you delete completed transactions during the month-end closing function, it possible to create inactive customers if you have customers with only zero-balance (off-setting) transactions on file. If statements for these customers are to be printed, they must be printed prior to closing transactions for the month. SELECTION o Select - Monthly Processing Enter 2 - Customer Statements 5 - 10 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CUSTOMER STATEMENTS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Customer Name: .............................. ³ ³ ³ ³ Ending Customer Name: .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Age by: nvoice Date ue Date . ³ ³ ³ ³ Base Date for Aging: .. / .. / .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Print Zero Balance Customers (Y/N): . ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Forms Selection: tatements

lain Paper . ³ ³ ³ ³ Print Mode:

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Age by: Levinson Lyon will age your receivables by invoice dates or by invoice due dates. o Enter the letter (I or D) corresponding to your selection. Base Date For Aging: If you are using invoice due dates to determine the age of an invoice, Levinson Lyon calculates the invoice due date by adding the number-of-days-until- due from the Terms File to the date of the invoice. The due date is then compared to the base date for aging to determine where the invoice falls in the aging cycle. 5 - 11 Levinson Lyon retrieves the period-ending date from the System Control File and displays it as your base date for aging. o Press to accept your period- ending date as your base date for aging, or Enter another date. (Any date you enter should be the same date you are using as the aging date for the Aged Receivables Report.) Print Zero Balance Customers (Y/N): If you have customers with only zero-

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