============================================================ LEVINSON LYON ACCOUNTING ============================================================ GUIDE TO OPERATIONS 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 TABLE OF CONTENTS Overview . . . . . . . . . . . . . . . . . . . . . . 1 - 1 Using Levinson Lyon Manuals . . . . . . . . . . . . . 1 - 2 Application Manuals . . . . . . . . . . . . . . . . 1 - 4 Getting Help . . . . . . . . . . . . . . . . . . . . 1 - 6 System Help . . . . . . . . . . . . . . . . . . . . .1 - 6 Processing Help . . . . . . . . . . . . . . . . . . 1 - 7 Functional Help . . . . . . . . . . . . . . . . . . 1 - 8 Getting Support . . . . . . . . . . . . . . . . . . 1 - 9 30 Day Phone Support . . . . . . . . . . . . . . . . 1 - 9 Extended Support . . . . . . . . . . . . . . . . . . 1 - 10 The Levinson Lyon News . . . . . . . . . . . . . . . 1 - 10 Levinson Lyon Updates . . . . . . . . . . . . . . . . 1 - 10 Levinson Lyon Revisions . . . . . . . . . . . . . . . 1 - 11 Accounting Support . . . . . . . . . . . . . . . . . 1 - 11 Modification Support . . . . . . . . . . . . . . . . 1 - 11 Support Disclaimer . . . . . . . . . . . . . . . . . 1 - 12 Levinson Lyon Versions . . . . . . . . . . . . . . . 1 - 13 Electronic Data Storage . . . . . . . . . . . . . . 1 - 15 Hard Disks and Floppy Diskettes . . . . . . . . . . 1 - 15 Files . . . . . . . . . . . . . . . . . . . . . . . .1 - 16 Records . . . . . . . . . . . . . . . . . . . . . . 1 - 17 Backing up Your Data . . . . . . . . . . . . . . . . 1 - 19 General Files . . . . . . . . . . . . . . . . . . . 1 - 20 Multiple Transaction Processing . . . . . . . . . . 1 - 22 System Windows . . . . . . . . . . . . . . . . . . . 1 - 24 Maintaining Levinson Lyon Files . . . . . . . . . . . 1 - 27 Single Record Files . . . . . . . . . . . . . . . . 1 - 27 Multiple Record Files . . . . . . . . . . . . . . . 1 - 29 Entering the Modify Mode . . . . . . . . . . . . . . 1 - 34 Using a Secondary Index . . . . . . . . . . . . . . 1 - 36 Setting the Record Pointer . . . . . . . . . . . . . 1 - 38 Setting the Record Pointer in the Modify Mode . . . 1 - 40 Cloning Records . . . . . . . . . . . . . . . . . . 1 - 41 Cloning Records You Have Previously Entered . . . . 1 - 42 Levinson Lyon Reports . . . . . . . . . . . . . . . . 1 - 44 Printing Sequence . . . . . . . . . . . . . . . . . 1 - 46 Starting and Ending Records . . . . . . . . . . . . 1 - 47 Print Mode . . . . . . . . . . . . . . . . . . . . . 1 - 47 Printing Reports . . . . . . . . . . . . . . . . . . 1 - 48 Displaying Reports . . . . . . . . . . . . . . . . . 1 - 50 Freezing Displayed Reports . . . . . . . . . . . . . 1 - 50 Filing Reports . . . . . . . . . . . . . . . . . . . 1 - 51 Entering File Names . . . . . . . . . . . . . . . . 1 - 52 Printing Reports with Autopilot . . . . . . . . . . 1 - 53 Using the Special Menu Functions . . . . . . . . . . 1 - 53 Entering Data . . . . . . . . . . . . . . . . . . . 1 - 54 Controlling the Cursor/Display . . . . . . . . . . . 1 - 54 Entering Dates . . . . . . . . . . . . . . . . . . . 1 - 57 Entering Dollar Amounts . . . . . . . . . . . . . . 1 - 57 Entering Names . . . . . . . . . . . . . . . . . . . 1 - 57 SECTION 2 GETTING STARTED TABLE OF CONTENTS Getting Started . . . . . . . . . . . . . . . . . . 2 - 1 Installing the Master Menu . . . . . . . . . . . . . 2 - 2 Requirements . . . . . . . . . . . . . . . . . . . . 2 - 3 Starting Your Computer with DOS . . . . . . . . . . 2 - 4 Running the Install Program . . . . . . . . . . . . .2 - 5 Hard Disk Installation Reference Guide . . . . . . . 2 - 7 Restarting Your Computer and Displaying the Levinson Lyon Logo . . . . . . . . . . . . . . . . . .2 - 12 Entering Your Processing Date and Displaying the Master Menu . . . . . . . . . . . . . . . . . . 2 - 14 Entering a Menu Selection . . . . . . . . . . . . . 2 - 15 Installing Your Accounting Applications . . . . . . 2 - 16 Entering Your Printer Configuration . . . . . . . . 2 - 19 Using DOS Commands with Printer Configuration Files . . . . . . . . . . . . . . . . 2 - 24 Entering Your Computer Definition . . . . . . . . . 2 - 25 Maintaining the Company File . . . . . . . . . . . . 2 - 34 Printing the Company File Listing . . . . . . . . . 2 - 40 Selecting a Company for Processing . . . . . . . . . 2 - 43 Entering Passwords . . . . . . . . . . . . . . . . . 2 - 45 Maintaining the Password File . . . . . . . . . . . 2 - 47 Changing Company Passwords . . . . . . . . . . . . . 2 - 51 Changing Levinson Lyon Passwords . . . . . . . . . . 2 - 53 Changing the Processing Date . . . . . . . . . . . . 2 - 56 SECTION 3 BACKING UP YOUR DATA TABLE OF CONTENTS Backing up Your Data . . . . . . . . . . . . . . . . 3 - 1 Dos Files . . . . . . . . . . . . . . . . . . . . . 3 - 2 Formatting Diskettes . . . . . . . . . . . . . . . . 3 - 4 Copying a Diskette . . . . . . . . . . . . . . . . . 3 - 8 Backing Up Hard Disk Data . . . . . . . . . . . . . 3 - 11 Restoring Hard Disk Data . . . . . . . . . . . . . . 3 - 15 SECTION 4 AUTOPILOT TABLE OF CONTENTS AutoPilot . . . . . . . . . . . . . . . . . . . . . 4 - 1 Setting Up an AutoPilot File . . . . . . . . . . . . 4 - 2 Entry Options . . . . . . . . . . . . . . . . . . . 4 - 7 Executing AutoPilot Files . . . . . . . . . . . . . 4 - 9 Using Dos Commands with AutoPilot Files . . . . . . 4 - 11 SECTION 5 SPECIAL MENU FUNCTIONS TABLE OF CONTENTS Special Menu Functions . . . . . . . . . . . . . . . 5 - 1 Setting Up a Special Menu File . . . . . . . . . . . 5 - 3 Executing Special Menu Files . . . . . . . . . . . . 5 - 8 GUIDE TO OPERATIONS TABLE OF CONTENTS SECTION Overview . . . . . . . . . . . . . . . . . . . . . . . . 1 Getting Started . . . . . . . . . . . . . . . . . . . . 2 Backing Up Your Data . . . . . . . . . . . . . . . . . . 3 AutoPilot . . . . . . . . . . . . . . . . . . . . . . . 4 Special Menu Functions . . . . . . . . . . . . . . . . . 5 ================================================================= OVERVIEW ================================================================= Levinson Lyon is a family of computerized accounting applications which utilizes one-time data entry to perform daily, monthly, and yearly accounting functions. You will soon find that Levinson Lyon performs some of the same functions as a manual accounting system but with the added bonus of the speed and accuracy of electronic data storage and retrieval. You will also find that entering information at the computer keyboard is not much different than typing or using a calculator. Data entry is time consuming, by all available methods, but there is a big difference between what happens to data entered in a ledger and data entered in a computer under Levinson Lyon control. It is possible to use Levinson Lyon without understanding how it works. You may, for example, assign a limited data entry task to someone who has little or no knowledge about either accounting or electronic data storage. You may even process an entire accounting cycle by following the operating instructions in the Levinson Lyon manuals. On the other hand, once you understand how Levinson Lyon works, you may not need operating instructions. But more importantly, knowing how Levinson Lyon works will allow you to use Levinson Lyon to satisfy your unique requirements. Tools for both using and learning Levinson Lyon include: - Manuals - On-Line Help - Telephone Support - Extended Support ================================================================= 1 - 1 ================================================================= USING Levinson Lyon MANUALS ================================================================= Levinson Lyon manuals tell you: - When to perform a function - How the function works - What and where to enter data - What to do for data entry errors You should have at least two Levinson Lyon manuals, including: - A Guide To Operations - At least one application manual THE GUIDE TO OPERATIONS All Levinson Lyon application manuals rely on a general understanding of the information in the Guide To Operations. The Guide To Operations is required reading. It will serve as a reference for performing functions which are common to all Levinson Lyon applications. You may not need to perform some of the functions more than once, e.g. installing Levinson Lyon and defining your computer configuration. But you will perform other functions repeatedly, e.g. entering data and formatting reports. 1 - 2 The Guide-To-Operations includes information regarding: - Using the Levinson Lyon manuals - Getting Help - Getting Support - Levinson Lyon Versions - Electronic Data Storage - Backing up Your Files - The General Files - Processing Multiple Transactions - Maintaining Levinson Lyon Files - Entering the Modify Mode - System Windows - Setting the record pointer - Setting the record pointer in the Modify Mode - Cloning records - Formatting reports - Printing, displaying, and filing reports - Entering data - Using AutoPilot - Using the Special Menu functions Read the Guide-To-Operations for a general understanding of the information it contains and keep it handy for use as a reference while you are learning your first Levinson Lyon application. 1 - 3 APPLICATION MANUALS Each application manual includes: - An Overview - Getting started instructions - Processing instructions The processing instructions for each application are generally grouped into: - Daily processing - Monthly processing - Yearly processing Application manuals may also have sections for processing unique functions, e.g. Accounts Payable has a section dedicated to Check Processing. Each processing section begins with a recommended procedure. This is where the difference between using Levinson Lyon and knowing how it works becomes apparent. Levinson Lyon recommends, for example, that you perform the monthly processing functions in the order that they are presented, on a monthly basis. Some of the functions are required, while others may depend on your needs. But more importantly, you may have a need to perform some of the monthly processing functions more frequently than once a month. Levinson Lyon will not stop you from omitting or performing functions outside of the recommended procedure. Levinson Lyon will, however, display a warning message each time you perform a function which will permanently alter your data files, e.g. performing the month-end closing function. 1 - 4 To help you both use and understand Levinson Lyon, each function begins with an overview and ends with three kinds of information for each possible entry: 1. Functional information, 2. Data entry instructions, 3. Conditional (error recovery) instructions. Example Label: If functional information is relevant, it is presented immediately prior to the data entry instructions. o The data entry instructions are boldfaced and flagged with a bullet. Conditional explanations, such as how to recover from a possible data entry error, are presented immediately following the data entry instructions. Note that you may read the entire detail level of an application manual, focusing on: 1. Functional explanations, 2. Data entry instructions, and/or 3. Conditional instructions. ================================================================= 1 - 5 ================================================================= GETTING HELP ================================================================= Levinson Lyon provides several types of help, including: - System help - Processing help - Functional help SYSTEM HELP Levinson Lyon displays system help messages when additional or more precise information is needed in order to proceed. Messages include: - Record Not Found - Record Exists - Out of Balance - Record is Locked - File is Locked - Etc. Levinson Lyon maintains the integrity of your files by preventing incomplete records from being added if the missing information is required for calculations or posting. In addition, Levinson Lyon will not accept information if it cannot be processed........i.e. dollar amounts cannot be posted to an account if the account does not exist. Levinson Lyon also checks your entries to ensure that you have entered: - A valid date when dates are entered - Numbers when dollar amounts are entered - Specific characters when entries are limited (e.g. a "Y" or an "N" when a Yes or No response is required) 1 - 6 If you make an entry which cannot be validated, Levinson Lyon will sound a warning, display a message, and mark your entry with a flashing arrow. PROCESSING HELP Levinson Lyon provides processing help for daily processing and file maintenance tasks by selectively displaying information based on previous entries. Processing help is displayed in reverse video and may be: - Static information,.....e.g. a customer's credit limit is displayed when they are selected for billing, or - Calculated information........e.g. a customer's available credit is calculated and displayed when they are selected for billing. Unlike system help, processing help will not stop you from proceeding. If a customer is over their credit limit, for example, you may still enter an invoice for that customer. 1 - 7 FUNCTIONAL HELP Functional help comes in the form of HELP WINDOWS. The Help Window Files will be installed during the installation procedure, and you may use them as long as they are required. They may be deleted if you require more data storage space, or when you feel their usefulness has passed. In many cases the help windows duplicate the functional explanations and data entry instructions found in the application manuals. The information displayed will be relative to the position of the cursor when the HELP key is pressed. You may display a help window any time you are in doubt about: 1. What to enter, 2. How to enter it, or 3. How the information you are entering will be processed. When applicable, help windows may also suggest ways to resolve a condition which prohibits you from continuing. ================================================================= 1 - 8 ================================================================= GETTING SUPPORT ================================================================= Levinson Lyon provides two kinds of support: 1. 30 day phone support 2. Extended support 30 DAY PHONE SUPPORT For the 30 days following the date Levinson Lyon receives your registration card, you may call the Levinson Lyon toll free number for support. If it is necessary, the Levinson Lyon support staff will help you: 1. Install Levinson Lyon, 2. Set up your files, and 3. Begin entering data. Should you have additional problems, the support staff can help you determine the nature of your problem and recommend a procedural solution. If you are having a problem deciding what to enter or when to enter it, you may be having an accounting problem. Answers to accounting questions may have to come from your accountant, or from one of the accountants in the Levinson Lyon accounting consultant network. 1 - 9 EXTENDED SUPPORT Should you feel that you may need help after your initial 30 day support period has passed, an extended support plan is available on a yearly basis. In addition to continued phone support, extended support users have access to: - The Levinson Lyon News - Levinson Lyon updates - Levinson Lyon revisions - Accounting support - Modification support THE Levinson Lyon NEWS Extended support users receive copies of the Levinson Lyon News, a quarterly newsletter which includes: - Levinson Lyon news briefs - User comments - A Levinson Lyon feature - User classified - Notifications of updates and revisions - Tips and tricks for Levinson Lyon, DOS, etc. Levinson Lyon UPDATES Levinson Lyon is continually looking for ways to improve the production versions of its products. Minor changes may be made periodically which represent the results of user input, but are not considered to be program revisions. When updates are available, the Levinson Lyon News will include update descriptions, and extended support users may request updated copies of production versions of Levinson Lyon. 1 - 10 Levinson Lyon REVISIONS In addition to making periodic updates, Levinson Lyon may also modify its production versions to include additional features. Such modifications are considered programming revisions and are made available to extended support users for a nominal fee. As with updates, notification of revisions will be included in the Levinson Lyon News. ACCOUNTING SUPPORT Levinson Lyon has a national network of accounting consultants who use and service Levinson Lyon products. If you are an extended support user, you may contact the Levinson Lyon support staff for the name of an accountant in your area who has been approved as a Levinson Lyon accounting consultant. MODIFICATION SUPPORT Although Levinson Lyon has been designed with flexibility as a major consideration, it would be impossible to include all of the features necessary to satisfy the unique needs of all businesses. 1 - 11 In addition to the Levinson Lyon accounting consultant network, Levinson Lyon has a network of approved programmers who can modify your production version. If you are an extended support user, you may discuss modifications with a member of the support staff, who will, in turn, provide you with a modification feasibility report. SUPPORT DISCLAIMER Although Levinson Lyon encourages the modification of its products, Levinson Lyon cannot support products which have been modified by persons other than those programmers approved for modifications by Levinson Lyon. In addition, subsequent updates and revisions for modified production versions may require additional modifications. ================================================================= 1 - 12 ================================================================= Levinson Lyon VERSIONS ================================================================= Levinson Lyon Version 2.0 applications can be used in one of two types of environments: 1. Single User 2. Multiuser The Levinson Lyon Master Menu diskette determines the type of environment in which your applications will run. A multiuser version of the Master Menu will have network management capabilities. You may use the multiuser version in a multiuser mode or a single user mode if you have no network. The multiuser mode of the Master Menu provides: - more than one user sharing a common data base i.e. entering orders, printing reports, performing file maintenance - record locking capabilities i.e. when two or more users try to modify the same record at the same time, only one will be able to perform the modification and the others will be locked out temporarily until the modification is complete - file locking capabilities i.e. when two or more users try to post invoices at the same time, only one will be able to perform the posting, and the others will be locked out temporarily until the posting has been completed - record and file locking messages informing that a file or record is temporarily in use - log on user ID or name for each network node or PC accessing the network system 1 - 13 A good way to tell if you are in a multiuser mode is to look in the upper left hand corner of the Master Menu screen for the user ID or name. If the user ID is not in the upper left hand corner of the screen, you are using Levinson Lyon in a single user mode. Throughout the manual some multiuser differences may be indicated. If you have the single user version of the Levinson Lyon Master Menu feel free to skip over those paragraphs. ================================================================= 1 - 14 ================================================================= ELECTRONIC DATA STORAGE ================================================================= Levinson Lyon, like every other computer program, relies on the integrity of electronic data storage devices. You may never loose any data, but there are some things you should know, and some things you can do, to ensure that: 1. You do not lose data, or 2. Any data loss will be minimized. HARD DISKS AND FLOPPY DISKETTES Hard disks (sometimes referred to as fixed disks) and floppy diskettes (sometimes referred to as floppy disks), are electronic storage devices. A hard disk is preferable to a floppy diskette for storage capacity and speed. Levinson Lyon applications require a hard disk, but the data may be stored on the hard disk or on a floppy diskette. Levinson Lyon will not work, however, if your storage device is damaged. The programs, or routines, which make up Levinson Lyon are delivered to you stored on diskettes. You will be copying the Levinson Lyon routines onto your hard disk. Some hard disks require a booting diskette. A booting diskette tells the computer what configuration of hardware it should recognize. Most standard systems like an XT/AT will not need a booting diskette. If a booting diskette is required for your particular system, Levinson Lyon will modify it during the installation procedure so that the routines copied on to the hard disk will run properly. Follow the instructions in your computer's Guide-To- Operations regarding the care and handling of disks and diskettes. 1 - 15 FILES A file is a division of a disk or diskette. It serves the same function that a filing cabinet file drawer serves, namely to reserve a part of the storage device for information which is in some way related. There are, however, some differences between file drawers and Levinson Lyon files: - File drawers have to be labeled, while Levinson Lyon labels all data files - File drawers do not expand, while Levinson Lyon files expand automatically Levinson Lyon uses files for: - Transactions (invoices, vouchers, etc.) - Customers - Vendors - General Ledger Chart of Accounts - Etc. If you have the multiuser Levinson Lyon version, you may occassionally see a message that a file is locked. Levinson Lyon locks the appropriate files during critical update operations, such as posting transactions and month- end procedures. A FILE IS LOCKED message means that someone else is updating the file at that time and all other users performing the same types of critical update operations will be locked out temporarily until the update is completed. Levinson Lyon will not work if it cannot find the filenames it has created. Do not rename or delete a Levinson Lyon file unless you are instructed to do so by a member of the Levinson Lyon support staff. 1 - 16 RECORDS A record is a division of a file, in the same way that a file folder divides a file drawer. But there are some important differences between the contents of a file folder and the contents of a Levinson Lyon record: - Information in file folders remains static unless you change it, while Levinson Lyon updates relevant records based on the transaction data you enter. - Information needed in more than one file folder must be added to each folder, but with Levinson Lyon, information is entered once. If it is needed again, Levinson Lyon retrieves it and displays it for your verification. Levinson Lyon uses records for: - Transactions (Invoices, Vouchers, etc.) - Customers in the Customer File - Vendors in the Vendor File - Accounts in your Chart of Accounts - Etc. If you have the multiuser Levinson Lyon version, just as you may see a file locked message, you may occassionally see a message that a record is locked. Levinson Lyon locks the appropriate records if they are being modified. A RECORD IS LOCKED message appears when more than one user attempts to modify the same record at the same time and he or she will be locked out temporarily until the modification of that record is completed. 1 - 17 Levinson Lyon deletes transaction records from your files at appropriate times, but records in files like the Customer and Vendor Files will not be deleted unless you give the order. So you still have to do housekeeping. Using your file listings as references, periodically delete those records which contain information you no longer use. If you don't, you may run out of storage space at a very inopportune time. FIELDS A field is a division of a record. However, you will not see the term "field" mentioned in any of the Levinson Lyon application manuals. Levinson Lyon uses the field's label or name in the data entry instructions for more clarity. Examples of field labels are: - Customer Name - Customers Address - Check Number - Chart of Account Number - Etc. Some data fields will reflect information previously set up in the major files. For example, the term's ID will need to be set up in the Terms File before it can be entered in an invoice field. Levinson Lyon will beep at a field entry that is not valid. If there is a question about what to enter into a field, pressing will bring on line help for that particular field. 1 - 18 BACKING UP YOUR DATA Regardless of what you do, your data will still be at risk due to circumstances beyond your control. Power outages occur, data storage devices fail, and humans make errors. That's given. The variable is how much data will be at risk. That will depend on how much data you have entered since the last time you made a backup. Since you cannot predict when you will need a backup, you should backup your data: 1. After every major entry session, and 2. Immediately prior to performing a function which will significantly alter your data, e.g. performing the monthly closing procedure. Backup your data at regular intervals and at critical times by: 1. Selecting the appropriate Levinson Lyon utility function, or 2. Using DOS commands. (Section 3 details the procedure for backing up your data using the Levinson Lyon utility functions.) ================================================================= 1 - 19 ================================================================= GENERAL FILES ================================================================= Levinson Lyon reduces data entry to a minimum by storing the information you use repeatedly in general files, including the: - Customer File - Vendor File - Inventory File - Salesman File - Etc. The information from the general files is then combined with the transaction data you routinely enter to produce documents, listings, and reports. EXAMPLE The Customer File is a general file which is used by the Levinson Lyon Accounts Receivable, Billing, and Inventory Control application. The Customer File maintains a record for each customer. Each customer record includes both static information, such as the customer's name and billing address, and historical information, such as the customer's total month-to- date and year-to-date sales. Each time a customer is billed, Levinson Lyon retrieves and displays the customer's: - Name and Billing Address - Name and Shipping Address - Credit Limit - Tax Status - FOB Point - Terms (of sale) - (Sales) Territory - Salesman - Commission Rate (paid to the salesman) 1 - 20 After being verified by you, the information displayed becomes part of an invoice record. The invoice record, in turn, becomes the source for printing invoices, etc. Some of the information retrieved and entered from general files may be overridden, while other information may only be changed by changing the contents of the general file.......e.g. the salesman assigned to a customer's account may be overridden during the billing procedure, while the customer's billing address can only be changed by changing the address in the customer's record. ================================================================= 1 - 21 ================================================================= MULTIPLE TRANSACTION PROCESSING ================================================================= Levinson Lyon makes extensive use of temporary files to facilitate the daily processing of data. Whether you are entering one or several transactions of the same type, Levinson Lyon stores your entries in a temporary file until you are ready to post them. While your entries remain in the temporary file you may, for example: - Make corrections - Cancel an entry - Print a listing (audit trail) of your entries Levinson Lyon facilitates multiple transaction processing by automatically numbering your transactions in the batch being processed starting with *00001. When you post those transactions, Levinson Lyon retrieves the next available invoice number (A/R), voucher number (A/P) or order number (O/E) from the system control file in those respective applications and numbers the transactions. This way, if you are in a multiuser mode, many people can be entering orders, invoices, etc., but only one person at a time may post his or her orders. Others will be alerted with a FILE IS LOCKED message and will wait temporarily until the batch of transactions have been posted. 1 - 22 Once your entries have been posted: - Corrections must be made using file maintenance procedures, - Cancellations should be made with offsetting entries, and - Obtaining a listing of the entries made during one session requires formatting a monthly report or file listing to include only those entries. Generally speaking, the more transactions you enter during one session, the more time you will save. It is more efficient for example, to enter several invoices and then enter several payments than it is to alternate entering invoices and payments. Of course multiple transaction processing has its practical limit, but that will depend on your individual circumstances. We would like to suggest that you begin your data entry sessions with a few transactions, and gradually increase the number until you feel comfortable. ================================================================= 1 - 23 ================================================================= SYSTEM WINDOWS ================================================================= Each time you post a transaction, Levinson Lyon updates the historical information in all relevant files. When you bill a customer, for example, part of the updating procedure includes adding the amount of the sale to the Month-To-Date sales figure for records in the: - Salesman File - Territory File - State File - Revenue File The historical information is, in turn, used to prepare reports, e.g. file listings and sales analysis reports. When a record containing historical information is displayed, the historical information is displayed in a "SYSTEM" window which visually separates it from any static information (such as names and addresses) which may also be maintained in the record. The Salesman File form, shown below, illustrates a SYSTEM window. The Sales and Commissions figures inside the SYSTEM window are updated by Levinson Lyon as invoices are posted. You enter the static information (Salesman ID, Name, and Commission Rate), and if that information changes, you must change it. 1 - 24 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 Although historical information may be changed by overtyping the SYSTEM figures, it is important to remember that Levinson Lyon accumulates SYSTEM figures as transactions are entered. Changing SYSTEM figures in a record has no effect on figures in other records or files. In addition, changing SYSTEM figures bypasses the "audit trails" which are built into Levinson Lyon. If you were to change the Year-To-Date sales figure for a salesman, Levinson Lyon would not provide a supporting document, such as an invoice or a credit memo, to support the change. Since complications from changing SYSTEM figures multiply rapidly, the best way to make changes is by adding transactions. An invoice should be cancelled by entering a credit memo, etc. All changes will then be reflected in Levinson Lyon reports and backed up with document detail. 1 - 25 Of course there are exceptions to the rule, and one exception occurs when you are setting up your files. If you are setting up your files after the beginning of the year, you may enter current figures, and Levinson Lyon will begin maintaining SYSTEM information with the figures you enter. ================================================================= 1 - 26 ================================================================= MAINTAINING Levinson Lyon FILES ================================================================= There are two kinds of Levinson Lyon files: 1. Single record files, and 2. Multiple record files SINGLE RECORD FILES Each time you select a single record file, Levinson Lyon displays a form containing the contents of the file. You may review or update the entire file by changing any or all of the information on the form. The Computer Definition File, which allows you to configure Levinson Lyon for your computer and your printer, is an example of a single record file. A blank Computer Definition File is shown on the next page. 1 - 27 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** COMPUTER DEFINITION *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Computer Type? .. 1 = IBM PC/XT/AT ³ ³ 2 = COMPAQ ³ ³ 9 = OTHER ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Foreground Color (0-7): .. 0 = BLACK 4 = RED ³ ³ Background Color (0-7): .. 1 = BLUE 5 = MAGENTA ³ ³ Border Color (0-7): .. 2 = GREEN 6 = BROWN ³ ³ 3 = CYAN 7 = WHITE ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Beeping Enabled? .. Y = YES N = NO ³ ³ Default Printing Device: .. 1 = LPT1 2 = LPT2 3 = LPT3 ³ ³ Default Print ........ (Narrow Reports) ³ ³ Configuration File Names: ........ (Wide Reports) ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Network Device Map: 1: . 4: . 7: . ³ ³ 2: . 5: . 8: . ³ ³ 3: . 6: . 9: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Write Data to Disk F2 -Clear Esc -Return to Menu Note that pressing records the contents of the form. You may press to return to the menu at any time, but any entries you have made will not be recorded unless you press prior to pressing . This means that pressing will return the file to its last recorded condition, regardless of what you may have entered. 1 - 28 MULTIPLE RECORD FILES Most Levinson Lyon files are multiple record files. When you select a multiple record file, Levinson Lyon displays a blank form representing one record of the file. Records are added to the file, or retrieved for reviewing or updating, one record at a time. Each record in a multiple record file has a "record ID". A "record ID" identifies a Levinson Lyon record in the same way that a label identifies a file folder in a file drawer. It tells Levinson Lyon where to locate the record in the file. There are, however, some important differences between file folder labels and Levinson Lyon record IDs: - File folder labels: Although it is not typical, it is possible to have more than one file folder with the same label in the same file drawer. The label on a file folder can be changed without making a new folder. - Levinson Lyon record ID: Each record in a Levinson Lyon file must have a unique ID. A record ID is changed by deleting the record and adding a new one. Levinson Lyon stores records in record ID order by: 1. Numbers 2. Upper case letters 3. Lower case letters Of course there are other characters on your keyboard besides numbers and letters. It's difficult, however, to remember the order that a computer uses to store these characters. Play it safe and confine your record IDs to numbers, letters, and if necessary, combinations of numbers and letters. An exception to this rule would be the consistent use of a character, e.g. a hyphen, as a prefix separator. 1 - 29 Another difference between a single and multiple record file is the ACTION line, which is always displayed at the top of a multiple record file form. The Company File, which is a Master Menu function, is an example of a multiple record file. A blank Company File form is shown below. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** COMPANY MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Company ID: ...... ³ ³ ³ ³ Name: .............................. ³ ³ Address: .............................. ³ ³ City: .............................. ³ ³ State: .. Zip Code: .......... ³ ³ ³ ³ Phone: ( ... ) ... - .... ³ ³ Accounting Periods: .. Fiscal Year End: .. / .. / .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ File Locations: ³ ³ ³ ³ Order Entry . Payroll . Manufacturing . ³ ³ Accounts Receivable . General Ledger . Job Costing . ³ ³ Accounts Payable . Purchase Order . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu As indicated by the form's ACTION line, records in a multiple record file may be: - Added - Changed (with the exception of the record ID) - Deleted - Inquired (displayed for review or verification) 1 - 30 When a blank form is displayed: (What) 1. Enter the letter corresponding to the ACTION to be taken (A, C, D, or I), (Where) 2. Enter a record ID, and (When) 3. Press (Process) when you are ready to take the ACTION you have selected. Note that entering a record ID means: 1. Typing in the characters that constitute the ID, and 2. Pressing ADD Records are added to the file by: 1. Entering "A" for the ACTION, 2. Entering a record ID, 3. Completing the record form, and 4. Pressing to add the record to the file. Note that when you enter the record ID, Levinson Lyon checks the file to see if a record with that ID exists. If a record with the ID you have entered is not found, you may complete the form and press to add the record to the file. If a record with the ID you have entered is found, Levinson Lyon will display a "Record Already Exists" message. If a record is being modified by another user (multiuser mode only), Levinson Lyon will display a "Record Is Locked" message. 1 - 31 CHANGE Records are changed by: 1. Entering "C" for the ACTION, 2. Entering the record's ID to display the contents of the record, 3. Over-typing the contents of the record with any changes, and 4. Pressing to change record. Note that when you enter the record ID, Levinson Lyon checks the file to see if a record with that ID exists. If a record with the ID you have entered is found, Levinson Lyon will display the contents of the record. You may then make your changes and press to record those changes. If a record with the ID you have entered is not found, Levinson Lyon will display a "RECORD NOT FOUND" message. If a record is being modified by another user (multiuser mode only), Levinson Lyon will display a "RECORD IS LOCKED" message. DELETE Records are deleted by: 1. Entering "D" for the ACTION, 2. Entering the record's ID to display the contents of the record, and 3. Pressing to delete the record. 1 - 32 Note that when you enter the record ID, Levinson Lyon checks the file to see if a record with that ID exists. If a record with the ID you have entered is found, Levinson Lyon will display the contents of the record. You may then press to delete the record. If a record with the ID you have entered is not found, Levinson Lyon will display a "RECORD NOT FOUND" message. If a record is being modified by another user (multiuser mode only), Levinson Lyon will display a "RECORD IS LOCKED" message. INQUIRE Records are inquired (retrieved) for reviewing by: 1. Entering "I" for the ACTION, and 2. Entering the record's ID to display the contents of the record. Note that when you enter the record ID, Levinson Lyon checks the file to see if a record with that ID exists. If a record with the ID you have entered is found, Levinson Lyon will display the contents of the record. If a record with the ID you have entered is not found, Levinson Lyon will display a "RECORD NOT FOUND" message. It is not necessary to press to complete an inquiry. Levinson Lyon retrieves and displays the contents of the record when you enter the record ID. 1 - 33 ENTERING THE MODIFY MODE As previously discussed, add, change, delete, and inquire are functions of multiple record files. Another unique aspect of multiple record files is the "Modify Mode". Levinson Lyon prepares to add, change, or delete records in multiple record files by entering the Modify Mode. Levinson Lyon enters the Modify Mode only after you have entered: 1. "A, C, or D" as the ACTION code, and 2. A record ID. More specifically, you must: 1. Enter "A" for add as the ACTION, and enter a record ID for a record which does not exist, or 2. Enter "C" for change, or "D" for delete, as the ACTION and enter a record ID for a record that does exist If you attempt to press to process an "A, C, or D" ACTION before "Modify Mode" is displayed in the upper left hand corner of the form, Levinson Lyon will display a "Not in Modify Mode" message. If you are in single user mode, Levinson Lyon alway enters the modify mode after the ACTION and the record ID is entered. If you are in multiuser mode, Levinson Lyon first checks to see if the record is available. If the record is available, Levinson Lyon displays the record and locks it. If the record is being modified by someone else, Levinson Lyon will display a RECORD IS LOCKED message and you will have to wait temporarily until that record is available to modify. 1 - 34 Once Levinson Lyon has entered the Modify Mode, there are four ways out: 1. Press to process the record, 2. Press to clear the form, (displays a blank form without taking any action) 3. Enter a new ACTION, or 4. Press to return to the menu. 1 - 35 USING A SECONDARY INDEX As previously discussed, Levinson Lyon uses a record ID to establish and locate records in a multiple record file. The record IDs, in effect, form a "primary" index for the file. In addition to a primary index, some multiple record files have a secondary index. In the Customer File, for example, each customer's ID becomes part of the primary index, and each customer's name becomes part of a secondary index. There is, however, a big difference between a primary and a secondary index. A secondary index can have duplicate entries; a primary index cannot. SCENARIO A company has a customer who has several locations. The company maintains a record in its Customer File for each of the customer's locations. The customer ID (primary index) in each record is unique, but the customer's name (secondary index) is the same. If a file has more than one index, once a record is established, you may bypass the primary index and use the secondary index to locate the record. 1 - 36 SCENARIO A company has a large number of customers. Starting with the number one, the sales manager enters the next available number as the customer ID each time he adds a customer to the company's Customer File. During invoice entry, however, he bypasses the customer ID and enters the customer's name to locate the record of the customer the company is billing. In addition to using the primary or secondary index to locate a record, you may use: 1. and to move to the previous and next record in the file, respectively, or 2. and to move to the first and last record in the file, respectively. This feature is especially useful if you are locating records with a secondary index that contains duplicate entries. Note that , , , and are active keys, regardless of where you are on the entry form. If more than one index is available, you determine which index (primary or secondary) is used with the function keys by "setting the record pointer". 1 - 37 SETTING THE RECORD POINTER Each time you enter a record ID, Levinson Lyon displays the contents of the record and sets a "record pointer" on the primary index at the record's location. Each time you bypass the record ID and use a secondary index to locate a record, Levinson Lyon displays the contents of the record and sets the "record pointer" on the secondary index at the record's location. You cannot see the record pointer, but it's always there. If you use the function keys to move the pointer and display additional records, the pointer will move on the index you last used, displaying records in the order of that index. Levinson Lyon allows you to set and move the record pointer in more than one way. On the primary index you may: 1. Enter an exact record ID and set the pointer at that record, 2. Use and to move the pointer to the previous and next record, respectively, or 3. Use and to move the pointer to the first and last record, respectively. 1 - 38 The record pointer may be set and moved on the secondary index in the same ways, but the following rules apply to files with primary and secondary indices: 1. Levinson Lyon sets the record pointer at the beginning of the file, and on the primary index, each time you return to the menu. 2. To set the pointer on the secondary index, you must bypass the record ID and make an entry on the secondary index line. (In most cases this will be a NAME line, e.g. customer name in the Customer File.) 3. After the pointer has been set on the secondary index, it can only be returned to the primary (record ID) index by: A. Entering a record ID, or B. Returning to the menu. 1 - 39 SETTING THE RECORD POINTER IN THE MODIFY MODE The , , , and keys remain active even when Levinson Lyon is in the Modify Mode. If an ACTION code has been entered, the function keys will: 1. Set the record pointer, 2. Display the record at the pointer, 3. Place Levinson Lyon in the Modify Mode. This can be very useful if you are, for example, deleting records you no longer need. SCENARIO A company decides to purge its Customer File of all customers with zero Year-To-Date sales. The company: 1. Displays a Customer File form, 2. Enters "D" for delete as the ACTION, 3. Uses to display each record in the file, and 4. Presses to delete those records showing zero Year-To-Date sales. 1 - 40 CLONING RECORDS Many users find themselves entering the same data over and over, especially when they are setting up their general files, e.g. Vendor, Customer, and Inventory Files. Fortunately, with the exception of the record ID, Charter- House allows you to duplicate (clone) the contents of a record. Cloning the Record You Have Just Entered Each time you add a record to a multiple record file, Levinson Lyon: 1. Completes the action without clearing the record form, i.e. the record you have just entered continues to be displayed, and 2. Returns the cursor to the ACTION line. o When the previous Add ACTION is complete: 1. Press to move to the record ID line, (re-enters "A" for Add) 2. Enter a new record ID, 3. Make any changes on the form that the new record requires, and 4. Press to add the new record to the file. 1 - 41 Cloning Records You Have Previously Entered You may clone any record in your file by: 1. Displaying the contents of the record, and 2. Entering a new record ID. o To clone a record you have previously entered: 1. Enter "I" for Inquire and enter a record ID, or Use thru to set the record pointer until the correct record is displayed, 2. Enter "A" for Add on the ACTION line, 3. Enter a new record ID, 4. Make any changes on the form that the new record requires, and 5. Press to add the new record to your file. Attempting to enter "A" for Add, and then entering the ID of the record you are cloning, will display a "Record Already Exists" message. 1 - 42 SCENARIO A company has a large number of customers in the same geographic area. Each customer record in the company's Customer File has the same: - City and State - Area Code - Salesman - Territory - FOB Point - Terms - Etc. The company establishes a record for a "template" customer, assigning "TEMP" as the customer's ID. During the Accounts Receivable Getting Started procedure, the company adds customers to its Customer File by: 1. Entering "I" for inquire as the ACTION, 2. Entering "TEMP" for the customer ID to retrieve and display the "template" customer's record, 3. Changing the ACTION to "A" for add, 4. Entering a new customer ID 5. Making the necessary changes on the form, and 6. Pressing to add the customer to the Customer File. 1 - 43 ================================================================= Levinson Lyon REPORTS ================================================================= Levinson Lyon provides several kinds of reports, including: - File Listings - Daily Processing Reports - Monthly Processing Reports File Listings list the contents of the records in a file, including: - Chart of Accounts Listing - Customer Listing - Vendor Listing - Inventory Listing - Etc. Daily processing reports provide a record of daily processing activities, including: - Pre-Billing Report - Payment Receipts Register - Daily Voucher Register - Daily Check Register - Etc. Monthly reports may incorporate information from two or more files and consolidate the information from the daily processing reports to produce: - Balance Sheet and Income Statements - Accounts Receivable Aging - Cash Requirements Report - Revenue Distribution Report - Monthly Check Register - Etc. 1 - 44 Each time you print a file listing or a monthly report, Levinson Lyon displays the report's formatting options with the choices you last selected. You may print the report using the same options, in which case no additional input is required, or you may reselect any or all of the options. Some typical report options include: - Printing sequence - Starting and Ending Record - Print Mode - Etc. The Customer File Listing form, which follows, illustrates some of the typical Levinson Lyon report formatting options. 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 1 - 45 PRINTING SEQUENCE If you are printing a report that may be printed in more than one sequence, you may select a different sequence each time you print the report. The Customer File Listing, for example, may be printed by: - Customer ID - Customer Name - Salesman - Territory - Zip Code - State Regardless of the sequence you select, reports will be printed in record order by: 1. Numbers 2. Upper case characters 3. Lower case characters If you are printing a Customer Listing by zip code for example, those customers with no zip code in their customer record will be printed first. If you are printing a Customer Listing by customer name, upper case names will be listed before lower case names..........e.g. "Levinson Lyon, INC." will be listed before "Levinson Lyon, Inc." 1 - 46 STARTING and ENDING RECORDS You may also have the option to limit the contents of a report by entering a starting and ending record. If you are printing a Customer Listing by salesman, for example, you may enter the ID of the salesman whose customers will appear first, and the ID of the salesman whose customers will appear last. If you enter the same ID for both starting and ending salesmen, your report will include only that salesman's customers. Pressing for the starting record will fill the line with minus signs, indicating that the report will start with the first record in the file. Pressing for the ending record will fill the line with plus signs, indicating that the report will end with the last record in the file. PRINT MODE The majority of Levinson Lyon reports are 80 column reports, but there are also some 132 column (wide) reports. Reports may be: - Printed - Displayed - Filed (Stored on a disk or diskette) 1 - 47 PRINTING REPORTS Each time print a report, you may use one of three different printers. Reports may be printed on: 1. Letter quality, and/or 2. Dot matrix printers. If you are using more than one printer for your reports, Levinson Lyon distinguishes which printer you are using by special device names: 1. LPT1 2. LPT2 or 3. LPT3 LPT1 is a device name that is recognized by Levinson Lyon and the operating system for the first line printer. LPT2 and LPT3 are device names for the second and third printers you may connect to your system. The default printing device (LPT1,LPT2 or LPT3) will depend on which one has been designated in the Computer Definition File. You do have an option, however, to change the printing device during the printing procedure. If your computer system has only one printer, in most cases it should be designated as LPT1 in the Computer Definition file. The print style you select will depend on: 1. The printer you are using ( LPT1, LPT2 or LPT3) and 2. The print codes in the Printer Configuration File. Each time you send a report to your printer, you may use any one of three different printers (LPT1, LPT2, or LPT3) and any print style in the Printer Configuration File defined for that particular printer. 1 - 48 In a network environment to access shared printers, you must start a spooler program provided by the network software, before starting Levinson Lyon. The spooler program captures the data sent to LPT1, LPT2, or LPT3. If you are using a spooler, your report will be held in a queue or buffer for printing, allowing you to return to the menu and continue your daily processing while your report and/or reports are printing. LETTER QUALITY PRINTERS Letter quality printers of less than 132 column capacity are not recommended. Although they will work, 132 column reports on such printers will overlap lines and create a visually cluttered report. You may take advantage of printer options, e.g. double strike, by entering the codes for those options in the Printer Configuration File. DOT MATRIX PRINTERS If you are using a dot matrix printer with 80 column paper, you may print 132 column reports in a compressed style, providing that the appropriate compressed code for your printer has been entered in the Printer Configuration File. You may also take advantage of other dot matrix printer options, e.g. emphasized print. 1 - 49 DISPLAYING REPORTS Levinson Lyon reports may be displayed on your monitor by selecting the "Display" print mode. If your monitor will only display 80 columns, 132 column reports will word wrap, or overlap, in the same way they would be overlapped on an 80 column printer without the benefit of compressed print. Note that displaying a report does not record the report. "Audit trail" reports, e.g. the Expense Distribution Report, may be displayed, but they should also always be printed. "FREEZING" DISPLAYED REPORTS Displayed reports may be "frozen" with the and keys. Note that freezing and continuing the report are the only options. o Press to freeze the display. Press any other key to resume the scrolling. 1 - 50 FILING REPORTS Reports may be stored in a file on a disk or diskette by selecting the " File" print mode. If you select the "File" mode, you must also enter a file name to be used for the report. Suggested uses for filing reports include: - Archiving - Delayed printing - Editing Note that reports stored in a file may be: - Displayed 24 lines at a time by using the DOS "MORE" utility (See your DOS manual for details) - Displayed and edited with a text editor SCENARIOS Company one prints all of its reports, but it also archives all of its monthly reports by storing them on diskettes. The printed reports are maintained for reference and auditing purposes. The diskettes are stored at another location as a compact backup for the printed reports. Company two does a high volume business, so its month- end reports are extensive. The company: 1. Stores its month-end reports in a file, 2. Verifies the contents of the reports using the DOS "MORE" utility, 3. Performs the monthly closing procedure, and 4. Uses the DOS "PRINT" utility to print the reports at a more convenient time. 1 - 51 ENTERING FILE NAMES To avoid overwriting program or data files, Levinson Lyon appends a "RPT" extension to the file name you enter. If you do not designate a path for the file (see your DOS manual for details), the report will be stored in the CHARTER directory. EXAMPLE If you "file" a Salesman File Listing under the name "SALESMAN", you will find the report stored in your CHARTER directory under "SALESMAN.RPT". 1 - 52 PRINTING REPORTS WITH AUTOPILOT AutoPilot is an advanced Levinson Lyon feature which can be used only after you are familiar with the applications you will be using. AutoPilot creates files which maintain the keystrokes you enter and, in turn, executes those keystrokes on command. AutoPilot is similar to what other programs sometimes refer to as "batch", "macro", or "string" processing. Practical uses for AutoPilot include formatting and printing: - File Listings - Daily Reports - Monthly Reports AutoPilot is not recommended for functions which alter the contents of your data files, such as month-end and year-end closing functions. (Section 4 details the use of AutoPilot.) USING SPECIAL MENU FUNCTIONS The Special Menu creates files which maintain keystrokes you enter to perform a DOS function. Unlike AutoPilot, the Special Menu functions are normally performed outside the Levinson Lyon environment. Practical uses for the Special Menu include: - Loading a program not on the Levinson Lyon menu - Performing DOS commands (Section 5 details the use of the Special Menu Functions.) ================================================================= 1 - 53 ================================================================= ENTERING DATA ================================================================= All Levinson Lyon accounting applications use the same data entry formats and controls, including: - Controlling the cursor/display - Entering dates - Entering dollar amounts - Entering names and descriptions CONTROLLING THE CURSOR/DISPLAY The cursor and the display are controlled by using: - - - The Arrow Keys - - - - thru - - - - - Displays a HELP WINDOW. Completes the data entry line and moves the cursor to the next line. 1 - 54 UP ARROW DOWN ARROW Moves the cursor to the previous and next data entry line, respectively. LEFT ARROW RIGHT ARROW Moves the cursor to the previous and next space on a data entry line, respectively. Returns the cursor to the first data entry line. Moves the cursor to the last data entry line. BACKSPACE Moves the cursor to the previous space on a data entry line and deletes any character in that space. TAB Clears the data entry line. (displays a blank line without taking any action. SHIFT-TAB Clears the data entry line from the cursor to the end of the line. 1 - 55 Stores the contents of the display for a single record file, or Performs the selected ACTION on a multiple record file (Add, Change, Delete, or Inquire). Clears the data entry form (displays a blank form without taking any action.) and Displays the previous and next records, in a multiple record file, respectively. and Displays the first and last record in a multiple record file, respectively. Returns to the menu in most cases. Displays options during multiple transaction processing. Enters and exits the insert mode. In the insert mode, the data entry line is highlighted, and characters are pushed to the right as additional characters are entered. Deletes the character at the cursor. 1 - 56 ENTERING DATES Dates are entered with an eight character (MM/DD/YY) format. Single digit days and months require leading zeros to fulfill the date format requirement. ENTERING DOLLAR AMOUNTS Dollar amounts are entered without dollar signs and commas. A decimal is required only if values follow the decimal. ENTERING NAMES Including a slash (/) when a name is entered will cause the name to be sorted for listing the way it is entered, but printed from the first character following the slash. EXAMPLE COMPUTER STORE/THE will be sequenced the way it is entered but will print THE COMPUTER STORE. ================================================================= 1 - 57 ================================================================= GETTING STARTED ================================================================= GETTING STARTED guides you through the procedures for installing Levinson Lyon and setting up the master menu in preparation for installing and using your applications to enter and process data. PROCEDURE (OVERVIEW) During the getting started procedure, you will: 1. Install the Master Menu. 2. Restart your computer and display the Levinson Lyon logo. 3. Enter your processing date and display the master menu. 4. Install your accounting applications. 5. Enter your computer configuration. 6. Enter your printer codes. 7. Enter the companies you will be processing in the Company File. 8. Print the Company File Listing. 9. Select a company for processing. 10. Make any changes in the passwords you would like to make. 11. Change the processing date if necessary. 12. Review the Guide to Operations and proceed to your accounting application manuals. 2 - 1 ================================================================= INSTALLING THE MASTER MENU ================================================================= Levinson Lyon may be installed for use with: 1. A hard disk, 2. Removable hard disks, or 3. A network. The programs, or routines, which make up Levinson Lyon are delivered to you on floppy diskettes. If you have an IBM XT or similar system, you will be installing the master menu on your hard disk. Although you will be utilizing the Disk Operating System (DOS) functions during the installation procedure, discussion of DOS details has been kept to a minimum. Additional information regarding DOS may be found in your computer's Guide to Operations and your DOS manual. A network or multiuser installation will be similar to a hard disk installation but DOS files will not be copied into the Charter directory. It is assumed that the network supervisor has provided access to DOS files. Refer to the supplement on installation requirements of Levinson Lyon 2.0 in a networking environment. The instructions which follow assume that your system will start from your hard disk drive and that your hard disk drive has been designated as drive "C". If your hard disk has been partitioned and/or you are using another drive designation, substitute that drive designation each time reference is made to the C-prompt and each time you are instructed to type "C:". 2 - 2 REQUIREMENTS Before proceeding you must have: - An IBM-XT/AT, Compaq-Plus, or other MS-DOS compatible computer - At least 384K of random access memory (RAM) for single user systems - For multi-user systems, typically, the host requires 640K RAM and each node requires 384K RAM. Ask your dealer for a list of supported network configurations. - At least one floppy diskette drive - A hard disk which has been formatted and contains the operating system files, or access to the installed network drive - A boot disk, if you are not booting off the same disk drive on which you are installing Levinson Lyon - A monochrome and/or color graphics display - A letter quality or dot matrix printer (80 or 132 columns) - For single user systems, Disk Operating System (DOS) 2.0 or greater - For multi-user system, Disk Operating System (DOS) 3.1 or greater and supported network software versions - The Levinson Lyon master menu diskettes - The diskettes for at least one of Levinson Lyon's accounting applications 2 - 3 - A supply of blank diskettes to use as backups for your data or some other provision for backing up your data such as a tape or a second hard disk PROCEDURE (OVERVIEW) MULTIUSERS NEED TO REFER TO THE NETWORK INSTALLATION SUPPLEMENT TO PREPARE NETWORK BEFORE PROCEDING WITH THE INSTALL PROCEDURE. During this procedure you will: 1. Start your computer with DOS. 2. Run the INSTALL program. 3. Restart your computer and display the Levinson Lyon logo. 4. Proceed to "Entering Your Processing Date and Displaying the Master Menu". STARTING YOUR COMPUTER WITH DOS When you turn on your computer, your system will look in drive "A" for a diskette. If the door to drive "A" is open, your system will switch to your hard disk for operating instructions. 2 - 4 PROCEDURE 1. With the disk drive door on drive "A" open (if a boot disk is required place it in drive "A" and close the drive door), turn on your computer. 2. When your computer asks you for the date, press until the C-prompt (C>) appears. RUNNING THE INSTALL PROGRAM A program (INSTALL) has been included on your original master menu diskette which will: - Create a "CHARTER" sub-directory - Copy the necessary files from your original Levinson Lyon and DOS diskettes onto your hard disk under the CHARTER directory - Create or modify a system configuration file in the root directory of your hard disk - Place a batch file in the root directory of your hard disk which may be used to start Levinson Lyon INSTALL explains each phase of the installation procedure as it is performed. You will be prompted to insert your master menu, boot disk (if one is required), and DOS diskettes in drive "A" as they are required. For additional information or clarification on the steps performed by INSTALL, see the following section, "Hard Disk Installation Reference Guide". Levinson Lyon should not be re-installed unless you are instructed to do so by a member of the Levinson Lyon support staff. 2 - 5 PROCEDURE 1. Place your ORIGINAL master menu diskette number "1" in drive "A". 2. Log on to your "A" drive by entering A: 3. At the A>, enter INSTALL 4. Follow the prompts and insert the following diskettes as they are required: DOS Boot disk (if required) Master Menu (disk 2) 2 - 6 HARD DISK INSTALLATION REFERENCE GUIDE The information in this section duplicates much of the information displayed during INSTALL. It may be used as a reference during and/or after the installation procedure. INSTALL establishes a CHARTER sub-directory on your hard disk and places the Master Menu files in that directory. If you have the single user version of Levinson Lyon, INSTALL places the following files in the CHARTER sub-directory: - Format.com (Format.exe) - Backup.com (Backup.exe) - Restore.com (Restore.exe) - Diskcopy.com (Diskcopy.exe) - Assign.com (Assign.exe) In addition, two files (Config.sys and Charter.bat) are modified in the root directory of your hard disk or in the root directory of your booting disk. CHARTER (sub-directory) Install creates the CHARTER sub- directory one level below your root directory. MASTER MENU FILES In addition to the files required for master menu functions, there are several files on the original master menu diskette which are used for the various system installation procedures. 2 - 7 INSTALL copies only those files necessary for master menu functions from your original master menu diskettes onto your hard disk in the CHARTER directory. FORMAT.COM FORMAT.COM is a DOS file which prepares disks and diskettes to work with your system. INSTALL copies it into your CHARTER directory to allow you to format additional diskettes without leaving Levinson Lyon. BACKUP.COM BACKUP.COM is a DOS file which is used to backup hard disk files. INSTALL copies it into your CHARTER directory to allow you to backup your files without leaving Levinson Lyon. RESTORE.COM RESTORE.COM is a DOS file which is used to copy backup files onto your hard disk. INSTALL copies it into your CHARTER directory to allow you to restore your hard disk files without leaving Levinson Lyon. ASSIGN.COM Assign.com is a DOS file which is used to direct the operating system to a drive other than the one dictated by the program in use. It is frequently used to assign programs to a hard disk which have "hard coded" drive designations of "A" and/or "B". Unfortunately, some versions of DOS will attempt to backup a hard disk onto itself if drive "A" has been assigned to "C", for example, and the "BACKUP C: A:" command is entered. 2 - 8 INSTALL places ASSIGN.COM in your CHARTER directory to be used by Levinson Lyon to reset all drives to their startup condition each time you start Levinson Lyon. The use of the assign statement may cause formatting and/or diskcopy problems when it is used in conjunction with some device drivers, such as the ones required for some third party hard drives. If you have a problem, check with a member of the Levinson Lyon support staff for additional instructions. CONFIG.SYS Levinson Lyon requires more files and buffers than are allocated by DOS. Levinson Lyon applications require: Files = 20 Buffers = 20 The number of files and buffers allocated may be controlled by placing a system configuration (Config.sys) file in the root directory of your hard disk or your boot disk if one is necessary. INSTALL checks the root directory of your hard disk for a Config.sys file. If no file is found, INSTALL places a Config.sys file in your root directory which will adjust the number of files and buffers allocated each time you start your system from the hard disk. 2 - 9 If a Config.sys file already exists in your root directory, and if it does not include instructions to allocate at least 20 files and buffers, it will be modified. If an existing file is modified, a backup of your original Config.sys file will be written in your root directory and named Config.bak. Note that if you start your computer with a boot diskette in drive "A" and then switch to your hard disk and start Levinson Lyon, the diskette in drive "A" must contain: 1. The disk operating system files, and 2. A Config.sys file with instructions to allocate 20 files and buffers. In other words, the instructions in a Config.sys file are activated only when you start or restart your computer. Note also that you may have only one Config.sys file per disk or diskette. CHARTER.BAT INSTALL places a batch file (Charter.bat) in the root directory of your hard disk which may be used to: 1. Change to the CHARTER directory, and 2. Start Levinson Lyon. 2 - 10 CHDONE.BAT INSTALL places a batch file (Chdone.bat) in the Charter sub- directory of your hard disk which : 1. Is executed when Levinson Lyon finishes, and 2. Can be modified to start another program residing on your hard disk. 2 - 11 RESTARTING YOUR COMPUTER AND DISPLAYING THE Levinson Lyon LOGO If INSTALL is complete, you are ready to restart your system and display the Levinson Lyon logo. The CONFIG.SYS file which modifies your system for 20 files and 20 buffers is activated only when you start your system. If the CONFIG.SYS file was installed by the installation program, or if you have just modified an existing CONFIG.SYS file to include the required files and buffers, you must restart your system before continuing. There are two ways to start your computer, cold start or warm start. Either method will: 1. Allocate files and buffers, and 2. Prompt you for the date and time. PROCEDURE 1. Open the door to disk drive "A" (if a boot disk is required, place it in drive "A" and close the drive door). 2. If your computer is off, turn it on. (Cold start) If your computer is on, press , , and . Hold them all down together and release them. (Warm start) 3. Press until the C> appears. 4. 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When the processing date has been entered, the master menu will be displayed. Enter Processing Date: o When the Levinson Lyon logo is displayed, press to accept your system date as the processing date, or Enter another date. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** MASTER MENU *** v2.12 º º º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ *** PROCESS SELECTION *** ³ ³ *** APPLICATION SELECTIONS *** ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ - Application Selections ³ ³ 1 - Order Entry ³ ³ - Utilities ³ ³ 2 - A/R, Billing and Inventory ³ ³ - Initialize Data Files ³ ³ 3 - Accounts Payable ³ ³ - Special Menu ³ ³ 4 - Payroll ³ ³ - HELP ³ ³ 5 - General Ledger ³ ³ - to End the SESSION ³ ³ 6 - Purchase Order Entry ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ 7 - Manufacturing Inventory ³ ³ 8 - Job Costing ³ ³ 9 - Data Link and Report Writer ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º PLEASE ENTER YOUR SELECTION .. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ 2 - 14 ================================================================= ENTERING A MENU SELECTION ================================================================= The Levinson Lyon Master Menu, and each application menu, has two parts: 1. Each selection on the left side (Processing Selection) displays a different sub-menu on the right side. 2. Each selection on a sub-menu activates a Levinson Lyon function. PROCEDURE To make a menu selection: 1. Display the sub-menu that contains the selection by pressing the appropriate function key to move directly to the sub-menu, or Pressing the up and/or down arrow keys to "step" through the sub-menus, and 2. Enter the number of the selection from the sub-menu. Note that you can press Esc to exit Levinson Lyon. You should always escape to DOS before you are ending a session or turning off or resetting (rebooting) your computer. ================================================================= 2 - 15 ================================================================= INSTALLING YOUR ACCOUNTING APPLICATIONS ================================================================= Installing an accounting application is one of the functions on the master menu utility menu. You will use this selection to install: 1. The applications you will use immediately, 2. Any applications you may purchase later, and 3. Any Levinson Lyon updates or revisions you receive. Levinson Lyon accounting applications include: ___ Order Entry ___ A/R, Billing, and Inventory ___ Accounts Payable ___ Payroll ___ General Ledger ___ Purchase Order Entry ___ Manufacturing Inventory ___ Job Costing ___ Data Link and Report Writer If you like, you may use this as a check list to ensure that you complete the procedure for each of your accounting applications. The applications you will be using must be installed before they can be "recognized" by Levinson Lyon. HARD DISK USERS: Installing each application copies the application files into your CHARTER directory and merges application operating instructions into your master menu files. 2 - 16 SELECTION o Select - Utilities Enter 10 - Install Application ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** INSTALL APPLICATION / DATA *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ ³ ³ Enter Drive in which Levinson Lyon ³ ³ Application Disk no. 1 ³ ³ will be inserted: . ³ ³ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -When Ready F2 -Clear Esc -Return to Menu 2 - 17 Enter Drive in which Levinson Lyo