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ABECAS INTRODUCTION

User's Guide and Reference Manual


VERSION 5.1

November, 1998

Copyright 1981, 1985, 1989, 1994, 1996, 1997, 1998 Argos Software, A Division of Argos, Inc. 4949 N. Crystal Ave. Fresno, CA 93705 USA All Rights Reserved Worldwide

COPYRIGHT NOTICE
COPYRIGHT 1981 - 1999 by Argos Software, a Division of Argos, Inc. All Rights Reserved Worldwide. No part of this document may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any human or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the express written permission of Argos Software, 4949 N. Crystal Avenue, Fresno, California 93705, USA.

TRADEMARKS
The names ABECAS (Activity Based Enterprise Cost Accounting System ... or, Argos Business Enterprise Control & Accounting System), ARGOSOFT , ARGOL , (Argos Applications Development System), and ADAM (Argos Data Access Method) are trademarks of Argos, Inc. NetWare and Concurrent DOS are registered trademarks of Novell, Incorporated. MSDOS , OS/2 , and Windows are registered trademarks of MicroSoft, Inc.. Ctree is a trademark of FairCom, Inc.

DISCLAIMER
Argos Software, a Division of Argos, Inc., 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, Argos Software reserves the right to revise this document and to make changes in the software described in this document without notice and without obligation to notify any person or organization of such revisions or changes.

SOFTWARE LICENSE AGREEMENT


The software described in this document is furnished under a license agreement. A copy of this license is include as an appendix. By opening the software package and/or by using the software, you specifically agree to abide by the terms of the license agreement. Among other things, the license agreement specifically prohibits the copying of ABECAS programs to tape, disk or any other media for any purpose other than that required to operate on your licensed computer system. It specifically provides penalties for copies of your licensed program possessed by others regardless of how the copies were acquired.

SOFTWARE TRAINING AND SUPPORT


Training and support are available through your dealer or directly from Argos Software. If your dealer is able to provide the training and support required, then it is best to work with him/her. As needed, Argos Software provides (1) on-site installation and training services, (2) training workshops on its modules, (3) on-going support through a subscription service, and (4) user seminars. Our ABECAS Subscription Service provides (a) unlimited telephone support and (b) all updates/enhancements on each module. We are committed to ensuring that you receive the training and support necessary to make ABECAS successful in your business. For details about our services, contact User Support Group, Argos Software, 4949 N. Crystal Avenue, Fresno, California 93705, or call (559) 221-7211 or FAX (559) 227-9644. For ABECAS sales information, call (559) 227-1000 or (616) 949-6400, Grand Rapids, Michigan. Information may also be obtained on the Internet, www.argosoftware.com or via e-mail at argos@argosoftware.com.

PREFACE
ABECAS, which stands for Activity Based Enterprise Cost Accounting System, is a powerful financial and management accounting system. With the appropriate modules, it goes beyond cost management into production, sales and billing management. Properly used, it helps managers to better understand and control their businesses, and enables them to make better decisions in a more timely manner. This translates into better "bottom-line" performance. ABECAS is intended to be used by regular office personnel who have no computer specialties. It is completely menu-driven and conversational. Although no special computer skills are necessary, ABECAS does assume that its users are knowledgeable in proper office, bookkeeping and management procedures. The information stored and the reports generated will only be as good as the data entered into the system. The ABECAS Financial and Management Accounting Software Series is a set of modules that can either stand alone or be integrated through a common set of accounting codes. These General Ledger/Cost Accounting Codes are automatically loaded into the computer's memory when you start ABECAS. The conceptual core of ABECAS is its General Ledger and Cost Accounting modules. However, these modules are optional, though we strongly recommend the General Ledger. If installed and integrated, then the information from the operating modules, such as Payroll, automatically posts to the GL/CA modules. If the GL/CA modules are not installed, then a General Ledger Codes module is provided. The GC module is described in this manual along with the database utility programs. Users can integrate these codes into the full GL/CA modules later on, if they wish. Direct entries into the GL/CA modules require that the user understands double-entry accounting. Entries into the operating modules do not require you to know this. Nevertheless, Argos suggests that your accountant be involved in setting up your system, reviewing results, and determining adjusting entries. The ABECAS Introduction Manual applies to all modules. The documentation supplied with ABECAS consists of one copy of this manual, along with a manual for each ABECAS module acquired. This Introduction Manual provides the information required to set up ABECAS and establish the accounting codes, as well as other specific how-to information. These codes are important in determining ABECAS's ease of use and growth potential; therefore, it is essential that they be carefully selected. For your convenience, you can use the sample set of GL/CA Codes provided with the sample data to get yourself started. The goal of each ABECAS manual is to help you set up, use, and be comfortable with ABECAS. The flexibility and power of ABECAS means that you must make choices when you set it up. These choices need to be understood. Use your manuals to guide you through this process. If you can see how the manuals might be improved, we would certainly like to receive your suggestions. Welcome to the growing body of ABECAS users!

TABLE OF CONTENTS
I Introduction ......................................................................................................................1-1 Selected Features of All ABECAS Modules..................................................................1-1 Selected Features of the General Ledger/Cost Accounting Codes...................................1-5 Selected Features of ABECAS System Programs and Database Utilities........................1-6 ABECAS System Requirements ...................................................................................1-7 Overview and History of ABECAS....................................................................................2-1 Overview of ABECAS .................................................................................................2-1 Overview of ABECAS GL Codes Module ....................................................................2-6 Overview of ABECAS System Programs......................................................................2-8 The History of ABECAS............................................................................................2-10 Future Directions .......................................................................................................2-14 Planning Your GL / CA Accounting Codes.......................................................................3-1 Use of Codes in ABECAS ............................................................................................3-1 Understanding the General Ledger/Cost Accounting Codes ...........................................3-3 Use of GL/CA Codes in Structuring GL/CA Accounts..................................................3-5 Planning Your Company (Database) Structure..............................................................3-6 Planning Your Fiscal Year............................................................................................3-7 Planning Your Cost Centers--GL Departments..............................................................3-8 Planning Your Cost Center and Year/Season Codes -- Cost Accounting Jobs...............3-10 Planning Your Cost Centers -- Cost Accounting Work Orders.....................................3-14 Planning Your Chart of Accounts ...............................................................................3-17 Planning Your Activity Codes ....................................................................................3-47 Reviewing Your GL/CA Code Structures ...................................................................3-53 Implementation Schedule............................................................................................3-54 Installation Guide .............................................................................................................4-1 Sample Forms and Checklist.........................................................................................4-1 Installation Steps..........................................................................................................4-1 Installation Instructions ..............................................................................................4-18 Installing ABECAS of a Novell Network ....................................................................4-20 Database Operations Guide...............................................................................................5-1 Sample Forms ..............................................................................................................5-1 Importance of Backing Up Your Databases ..................................................................5-1 Database Backup and Restore Procedures.....................................................................5-2 Program Backups.........................................................................................................5-5 Troubleshooting Errors.................................................................................................5-5 Interpreting a Database Error Message .........................................................................5-6 Troubleshooting a Database Error ................................................................................5-7 Working with the ABXX Database...............................................................................5-8 Using the DATABASE.DEF File .................................................................................5-9 Database Utilities .........................................................................................................5-9

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Program Instructions ........................................................................................................6-1 ABECAS Conventions--Program Structure...................................................................6-1 Understanding the Screens--Headings ...........................................................................6-2 Understanding the Screens--Data Fields ........................................................................6-2 Working with the Screens .............................................................................................6-3 Master File Entry .........................................................................................................6-5 Transaction Entry.........................................................................................................6-6 Uppercase Characters Versus Lowercase Characters ....................................................6-6 Action Following Data Entry........................................................................................6-6 Function Keys ..............................................................................................................6-7 Other Special Keys.......................................................................................................6-8 Marcos ........................................................................................................................6-9 Reading from and Writing to the Database..................................................................6-10 Database Error Handling............................................................................................6-11 ABECAS System Menu .............................................................................................6-12 ABECAS Main Menu--Company Log-on ...................................................................6-13 Cost Center Codes......................................................................................................6-15 Display Cost Center Codes.........................................................................................6-17 Account Numbers ......................................................................................................6-19 Display Account Numbers..........................................................................................6-22 Enter Activity Codes ..................................................................................................6-24 Display Activity Codes...............................................................................................6-25 Enter Year Season Codes ...........................................................................................6-27 Display Year Season Codes........................................................................................6-28 Enter Journal Codes ...................................................................................................6-30 Display Journal Codes................................................................................................6-31 Enter Distribution Codes ............................................................................................6-33 Display Distribution Codes.........................................................................................6-36 End-of-Period Processing ...........................................................................................6-37 Database Status .........................................................................................................6-39 Company Log-on .......................................................................................................6-40 Build New Company ..................................................................................................6-41 General Ledger Codes Setup.......................................................................................6-45 ABECAS System Security .........................................................................................6-48 ABECAS System Utilities ..........................................................................................6-51 Recover Database ......................................................................................................6-52 Move Database ..........................................................................................................6-54 Verify Database .........................................................................................................6-56 Error Codes / Logs.....................................................................................................6-59 Screen and Printer Setup ............................................................................................6-60 Install Update Disks ...................................................................................................6-64 Sample Database...............................................................................................................7-1 Using the Sample Database ..........................................................................................7-1

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APPENDICIES A B C D E F G H I J K L Listing of Programs and Database Files Database Structure and Files Installation of Programs Error Messages and Troubleshooting ABECAS Operating Rules Sample Forms and Checklists ASCII Characters and Conversion Tables Custom Modification Procedures Data Conversion Procedures EDI Implementation Procedures Support Policies and Structures License Agreement

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I INTRODUCTION
ABECAS is a powerful yet flexible set of financial and management accounting modules. Each module can stand alone or be integrated with the General Ledger and Cost Accounting modules. It can be configured for almost any size and type of business that requires Cost Accounting, distribution management, and/or billing management. It is unique in two respects: (1) the General Ledger is concurrently maintained on both a cash basis and an accrual basis, and (2) the Cost Accounting is integrated into each and every ABECAS module. Cost Accounting is an integral part of ABECAS. It can be used from the start, later on, or never. The Cost Accounting, if used, is generated from the same entries as the General Ledger. That is, one entry serves both purposes! The distribution management modules have been designed to handle a broad range of inventory types and selling practices. These modules can be used in manufacturing, retail, distribution and brokerage types of businesses. The way in which these modules operate for a particular business is determined by how they are configured at the time of installation ... or later on. The billing management modules apply to specific industries, such as transportation, warehousing, nursery, mining, service and utilities. As in all ABECAS modules, their setup determines how these modules operate.

Selected Features of All ABECAS Modules


[] Professional Design ABECAS was designed by professionals to fully meet financial accounting as well as management information requirements, both now and in the future. [] Expandability ABECAS provides growth insurance. It contains features that most users will generally implement over time. Additional modules can be added at any time without having to change the existing modules. [] Modularity ABECAS modules can operate on their own or integrated with other modules. Each module can have the same or different accounting codes. Integrated modules share the same accounting codes. [] User-Oriented ABECAS versions are available for both single- and multi-user systems. [] Screen Attributes ABECAS supports both color and monochrome terminals. On multi-user systems, each terminal may be different. The information displayed on each screen is divided into groups based on the importance to the operator. Each group may be set up with a different color or attribute. [] Menu-Driven ABECAS is completely menu-driven, with all functions (programs) being selected from a menu. [] Macros ABECAS allows you to define macros that capture keystrokes for later use. These ABECAS Introduction--Version 5.1
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provide easy, rapid use for repetitive entry and standard defined analysis reports. [] Spawning ABECAS supports the suspension of the current task to spawn to a defined process. This allows, for example, the same program to be used to define new codes throughout ABECAS. [] Interrupt Capability ABECAS allows you to press a function key to break out of the current program to another program in the same module or to another module. After completing the desired tasks, you are returned to your place in the original program. [] Displaying Codes ABECAS provides for code look-ups. Each code may be indexed in multiple ways to help you find the desired code. The selected code is automatically inserted in the appropriate field. [] Conversational with "On-Line Help" ABECAS prompts all entries with easy-to-read descriptions or requests. When ABECAS prompts you to enter a code that is defined by the program, it presents the options and their descriptions concurrently. If you enter an invalid code, ABECAS prompts you for an appropriate entry right away. [] "Bulletproof" Screen Operation ABECAS contains a powerful "screen manager" that protects you from incorrect use of the keyboard. [] On-Line Data Validation ABECAS provides "real time" data validation by checking codes and data formats at the time of entry. Also, the system won't proceed if you enter transactions that don't balance. [] Existing Knowledge Sensitivity ABECAS uses existing system information whenever possible, such as dates, codes and descriptions. You may replace such information the time of entry, if desired. [] Simplified Master File Access ABECAS master file programs allow you to enter, review and change information in the same module and often between integrated modules. [] Master Files ABECAS uses permanent files or master files to store information that is used period after period. These files are updated with relevant activity information in each period. This summary is then available for reporting and analysis purposes. [] Transaction Review and Correction ABECAS allows all transactions to be printed, reviewed, deleted and corrected before you post them. Transaction processing always follows the same sequence: enter, review/change, and post. [] Current Transaction Files ABECAS uses temporary files to store transactions for the current period. These provide a complete record of your transactions for the current period. They are processed, as needed, and then deleted at the end of the period. [] Transaction History Files ABECAS stores a copy of the processed or posted transactions in a separate file, as relevant. This allows you to keep your detailed history for as long as you need. In some modules, the same file is used for both the current and prior transactions. [] User ID, Date and Time ABECAS automatically saves the User ID, date and time with every new record and every update. This shows the user who last updated each record, providing information on who is responsible for each record. Many reports provide sort and selection by
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User ID. [] Setup at Time of Installation ABECAS is setup to meet your requirements at the time of installation. As your needs change, ABECAS can also change to meet your new requirements. [] User-definable ABECAS allows you to completely define all of the codes and descriptions. Depending on the field, codes may be alphabetical, numeric, or alphanumeric. [] Controlled Access ABECAS contains a security system that controls each user's access to the system. You can block access to a module, limit access to transaction processing, or provide unlimited access. [] Multi-company Capability ABECAS allows you to work with multiple companies on the same computer, if you wish. Each company is handled independently. Each may have a completely different organizational and code structure. Multi-company consolidated statements may be made, when the GL to GL Data-base option is obtained. [] Cost Center Orientation ABECAS can handle a broad array of organizational structures. In the General Ledger, this includes divisions, departments, ranches, profit centers, and so on. In the Cost Accounting, this includes jobs, projects, equipment items, routes, shafts, canals, fields, crops, pens, and so on. As a result, you can divide each company into meaningful management units for record keeping and reporting purposes. [] Double-entry Accounting ABECAS is a complete double-entry accounting system. However, the subsidiary modules, which are the source of most entries, do not require knowledge of accounting principles. [] Multi-year Capability ABECAS can maintain company records for an unlimited number of years. One financial year does not have to be closed before you begin record keeping for the next. [] Quantity and Dollar Values ABECAS maintains quantity information throughout the system in units that you define. Hence, you can use ABECAS as the basis for a "complete" management record keeping system. [] Monthly Summary Data Most ABECAS modules give you the option of maintaining summarized monthly data. If maintained, this enables you to compare January of 1996 against January of 1997, for instance. [] Annual and Monthly Budgets ABECAS permits you to generate budgets for each account in the General Ledger and Cost Accounting. This lets you easily break down the annual budgets by month, then make budget versus actual comparisons, as appropriate. [] Cash- and Accrual-Basis General Ledger ABECAS is designed around a cash-basis general ledger for cash flow purposes and an accrual-basis general ledger for management accounting, control and tax reporting purposes. All modules accumulate the GL/CA entries within the module. These are posted automatically to the GL/CA modules. [] Cost Accounting ABECAS maintains complete accrual-basis records on each job, enterprise, project, or work order. These records are incremented by account (e.g., labor expense, material expense), activity/operation/phase (e.g., planning, production, selling, scheduled maintenance), and year/season. Jobs are associated with GL Cost Centers, whereas work orders are independent of GL Cost Centers. You can start and end jobs or work orders at any time.
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[] Automatic Posting ABECAS automatically posts all transactions by both General Ledger and Cost Accounting account, both in the operating (subsidiary) modules and the GL/CA modules. If you want, you can have ABECAS automatically post the GL/CA postings from the operating modules to the GL/CA modules. In this way, you only have to enter data once to make sure it's reflected throughout the system. [] Fully Integrated If you wish, ABECAS can immediately and automatically post all transactions throughout the system as soon as it confirms that they are correct. Thus, all accounts can be continuously maintained and kept up to date. [] Complete Audit Trails ABECAS provides a complete audit trail of all posted entries. Once the data are posted, you have to make an adjusting entry to change them. The resulting audit trail provides the basis for maintaining the integrity of the accounting system. [] Report Flexibility You can run ABECAS reports as often as you want. Most reports offer a selection of information based on criteria that you specify. For sorted reports, each use has their own sort file. [] Ad hoc Report Writer ABECAS provides user-defined analysis reports, as appropriate. These reports allow you to select the order and content as needed. [] Terminal, Printer or Disk Output ABECAS reports may be displayed to the terminal, printer, or disk. You may abort from printing as needed. [] Faxing and E-mail Capabilities ABECAS reports and invoices/statements may be faxed or emailed directly from the system when using the ABECAS Communications module. [] Database Design ABECAS employs a powerful database management system to optimize the storage and retrieval of data on the disk. All data are indexed (many with multiple indexes) so that data are available instantly. Only the ad-hoc analysis reports require that the data be sorted. [] On-line Inquiry ABECAS allows the authorized user to quickly and easily look up the status of any account or transaction in the system. [] Execution Speed ABECAS programs are compiled into machine language, to minimize execution time. Numerous features have been added to enhance system performance. [] Microcomputer-based ABECAS runs under the most common microcomputer operating systems. This allows you to run numerous other programs on the same computer system. [] Network Compatibility ABECAS runs in a DOS session under Windows and as a VDM under OS/2 systems. ABECAS runs on various networks and Novell Netware and Microsoft NT are directly supported by Argos. [] Documentation ABECAS is supported by detailed documentation. Chapters are provided on system overview, management and accounting decisions, installation procedures, operating procedures, and program instructions. In addition, the documentation includes a set of sample reports, forms and checklists. The checklists can form the basis of your operating procedures. [] Sample Database Each ABECAS module is supplied with a sample database to help you become
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familiar with ABECAS and that module. Use this to plan your installation as well as to train your staff. You may also form your own sample data base to use as a training process for you and your staff. [] Full Maintenance ABECAS is fully maintained by Argos Software. This is simplified by the fact that all users work with the same set of programs. While it is a standardized product, you set it up through a configuration procedure to meet your needs. [] Continual Enhancement ABECAS is continuously enhanced to meet new management, accounting and data processing requirements. This includes adding new features to existing modules, as well as creating new modules. [] Installation, Training and Support ABECAS is fully supported from the start by Argos Software. Installation, training and initial support is generally provided by your installer. They are trained to make the transition to ABECAS an easy and pleasant experience. Argos Software can also provide installation training. [] Continued Support ABECAS is fully supported in the long-term by Argos Software through its ABECAS Subscription Service. This includes on-going telephone support, on-line modem support, updates and enhancements to the software, and version upgrades with conversion procedures. In addition, hands-on workshops are offered regularly. [] Growth Potential ABECAS is designed to grow with you, your managers and your business. Argos Software will respond to your request for added capabilities, on a custom basis, as desired. [] Commitment to User Satisfaction ABECAS is a professionally designed and developed financial and management accounting system supported by professionals. Argos Software recognizes that its reputation is built upon the satisfaction of its ABECAS users. It is dedicated to making ABECAS work for you and, hence, maintaining its reputation.

Selected Features of the General Ledger/Cost Accounting Codes


[] If the General Ledger/Cost Accounting modules are not present, then the General Codes module provides a common set of accounting codes for all ABECAS modules. [] If the General Ledger/Cost Accounting modules are present, then these codes are part of those modules. [] These codes are loaded into memory upon company selection and are available for validation throughout ABECAS. [] These codes provide the structure for the accounting distributions by General Ledger cost center and account. [] These codes provide the structure for the accounting distributions by Cost Accounting cost center (either a job by year/season or a work order), account, and activity. [] You can add, revise, or delete codes at any time. [] The Cost Center Code is an eight-character alphanumeric code. You define the number of characters assigned to the General Ledger, from none to eight numbers. Similarly, you determine
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the size of the Cost Accounting jobs, from none to eight characters. Work orders allow the Cost Accounting to be independent of the GL departments. [] The Year/Season Code is a two-character alphanumeric code that attaches to the Cost Center Code to define jobs. This allows the same job to continue for multiple years. This is not used in work orders. [] The Account Number is an eight-character alphanumeric code. This is your Chart of Accounts and is completely user-definable, using the conventional accounting structure of assets, liabilities, capital, revenue, and expense accounts. ABECAS only imposes one requirement: the Current Earnings account must be the last capital account. The number of characters assigned to the Cost Accounting may be more or less than the amount assigned to the General Ledger. This allows you to maintain the Cost Accounting in more or less detail than the General Ledger. [] The Activity Code is a four-character alphanumeric code used to describe the activity, operation, or phase in the Cost Accounting. You can assign each revenue and expense transaction to an activity. [] The Class Code is a four-character alphanumeric code which may be used to classify job and work orders for reporting purposes. From one to four different types may be defined with multiple codes under each type. [] The Overhead Allocation is an eight character alphanumeric code which allows you to allocate costs that are occurred in one area to be allocated: or spread over a number of cost centers and jobs/work orders. [] Among the reports available are the following: Cost Center Codes Listing Year/Season Codes Listing Account Codes Listing Activity Codes Listing Class Codes Listing Overhead Allocation Listing

Selected Features of ABECAS System Programs and Database Utilities


[] The system and utility programs apply to all ABECAS modules. [] Database utility programs include a program to recover a database, if necessary, as well as a program to move a database from one drive to another. [] The Data Base Error Code program will display the last error code and provide brief instructions on what to run to correct the difficulty. [] The Fix-Records programs will rebuild your record file. The original file is renamed, a new file created, and then all of the good records are copied over into the new file. The bad records are dumped. Also, the indexes of your data records for each segment of a modules data base are reindexed. It will also re-size your file space after you have deleted history. This provides additional room on your hard disk, if necessary.

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[] The Build New Company program will allow you to build the data base files for new companies, modules or rebuild an existing module file if, for some reason, a segment was deleted or missing. You may also define the security level of each user through this program, whether globally or by module. The 40-character company name used for all reports and upon which the option codes are based is also defined in this program. [] The Screen and Printer Setup program allows each workstation to define the screen colors and the primary and secondary printers for the workstation use be designated. The number lock, caps lock and mouse speed designations are also selected here. [] The Runtime/Qmenu Setup program is where the single or multi-user run-time library versions of ABECAS is initiated. Programs that you would like to access from the ABECAS menu have their path listed here, too. [] The Workstation Setup program will display your workstation Config.sys. This gives quick and easy access to your workstations configuration system. [] The Install Update Disks program provides an easy way to update your program updates from Argos Software that come to you on CD-ROM disks. [] A single file contains all database definitions.

ABECAS System Requirements


Operating System IBM PC or compatible system with 16MB RAM, DOS 6.0 or greater. Also needed are a hard drive, and matched tape backup system. A CDROM on at least one PC is required to load the original programs and update the programs. ABECAS will run in a DOS mode under Windows 3.1, Windows 95/98, Windows NT or on OS/2 as a VDM. ABECAS will run on various networks, including Windows NT, Novell Netware and LANtastic. A minimum of 500KB of free RAM is required. But ABECAS runs best when 16MB is at each workstation. ABECAS requires a hard disk. Programs require from 1 to 12 megabytes, depending on the module. Data requirements are based upon the number of codes defined and the volume of transactions, and these are defined in each module. In the case of modules with history files, these files can expand to require considerable space. With todays program requirements for all applications, a 1 GIG hard drive should be the starting point.

RAM Requirements

Disk Requirements

Database Management System

ABECAS uses C-tree by FairCom as the database structure and the ARGOL Database Manager as the management system.

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Language

ARGOL (Argos Applications Development System), by Argos Software. ARGOL incorporates ADAM, the Argos Screen Manager, the Argos Data Dictionary, and the ARGOL Compiler. ABECAS requires an ARGOL Run Time Library in order to operate. This is supplied as part of ABECAS.

Database Initialization

New databases are sized and built from the ABECAS menu. All definitions are from the DATABASE.DEF file. Programs are provided to verify, recover, and move, databases.

System Configuration

In your Config.sys file you need to have at least the following: Files = 225 Buffers = 32 Device = C:\Windows\Command\ANSI.SYS

Terminal and Printer Configuration

The terminal and printer drivers are established using the Terminal/ Printer Setup program under the Utilities menu. A wide variety of terminals and printers are supported by ABECAS.

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II OVERVIEW AND HISTORY OF ABECAS


Overview of ABECAS
Introduction
ABECAS is a modular financial and management accounting system specifically designed to meet the needs of selected specialized industries. Modules are combined based on the needs of each industry and each company. The center of the system is a common set of accounting codes. These codes are part of the General Ledger and Cost Accounting modules, if present. If not present, then they are contained in a separate module, the General Ledger Codes module. This module is provided if the General Ledger/Cost Accounting modules are not purchased. The General Ledger/Cost Accounting modules, if present, integrate with all of the other ABECAS modules. This can be complete integration with each ABECAS module posting directly into the GL/CA modules. Alternatively, it can be an integration by account code, with each ABECAS module sharing a common set of GL/CA Codes. In this case, you can add the GL/CA modules later and then post to them. ABECAS is organized around cost centers. In the General Ledger, cost centers can be defined to represent the highest level of management responsibility and decision-making, such as a department, division or location. In the Cost Accounting, they can be defined to represent a more detailed level, such as a product, route, contract, shaft, area or crop. As jobs, the Cost Accounting cost centers are specifically related to a General Ledger department. As work orders, the Cost Accounting cost centers can be independent of the General Ledger departments. ABECAS is unique in the potential strength of its Cost Accounting ... yet, it can be left unused if desired. The Cost Accounting job/work order period can start and finish at any time. It is independent of the General Ledger fiscal year. The Cost Accounting breaks down all revenue and expense into three dimensions: management unit (department/job/work order), account and activity (task/ operation/ phase). Within any given month, the Cost Accounting posting must exactly equal the revenue and expense postings to the General Ledger. This manual describes the GL Codes module and the ABECAS system and database utility programs common to all ABECAS modules.

ABECAS Core Modules


A core set of ABECAS modules is used in all of the specialized industry combinations. In addition to the General Ledger and Cost Accounting modules, this set includes Accounts Payable, Accounts Receivable, and Payroll. These modules have the power and flexibility to be configured for any industry situation. The relationships between these modules are shown in Figure 2-1.

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Overview and History of ABECAS

Overview of ABECAS

General Ledger Cash Basis Accrual Basis Financial Reports Journal Entries Transactions History Annual/Monthly Budgeting

Cost Accounting Jobs/Enterprises/Work Orders Equipment Costing Job Comparison/Summaries Monthly Account History Transactions History Annual/Monthly Budgeting

Accounts Receivable Customer Records Invoice Distribution Cash Receipts Open Credits Account Aging Finance Charges Statements Customer Query Transactions History Cash Projection

To TO GL/CA GL / CA

Accounts Payable Vendor Records Invoice Distribution Cash Requirements Account Aging Payment Selection Check Writing Manual Checks Transactions History 1099M's Check Reconciliation

Employee Records Work Crews Salaried Employees Payroll Calculations Labor Costing W2's, 941's, 943's, DE3's

Payroll Personnel Records Hourly/Piece Rate Overhead Charge Check Writing Equipment Charge-out Check Reconciliation

Figure 2-1: Interrelationships and Selected Features of the ABECAS Core Modules All ABECAS systems include a set of system programs and database utilities. These are all accessed through the ABECAS main menu. The system programs include programs to build and configure new databases, and programs that set security levels. The database utilities include programs to verify, recover and move existing databases, fix and compress records, establish terminal and printer setups, and error code messages as well as programs to move databases.

ABECAS Specialized Modules


A series of specialized modules build upon the ABECAS core modules. These mostly relate to special kinds of billing or purchasing situations, and have been designed to meet the needs of specific industries. In all cases, these industries can benefit from the features and capabilities of the core modules. These are illustrated in Figure 2-2. ABECAS Introduction--Version 5.1
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Overview and History of ABECAS

Overview of ABECAS

Trucker
Freight Billing Equipment Maintenance Safety and Personnel Trip Logs & Fuel Taxes Participant Settlements Contact Management

Utility
Utility Billing Equipment Maintenance Supplies/Parts Tracking Purchase Orders Job Planning & Control Contact Management

Service Landscaper
Service Billing Job Planning & Control Supplies/parts Tracking Equipment Maintenance Contact Management

Packer Broker
Grower Accounting Inventory Management Sales Orders Equipment Maintenance Contact Management

Miner
Equipment Maintenance Supplies/Parts Tracking Safety & Personnel Inventory Management Sales Orders Production Management

Grower
Supplies/Parts Tracking Equipment Maintenance Job Planning & Control Safety & Personnel Contact Management

CORE MODULES
General Ledger Cost Accounting Accounts Payable Accounts Receivable Payroll

Nursery
Inventory Management Sales Orders Register Sales Purchase Orders Production Management Equipment Maintenance

Projects Heman
Job Planning & Control Equipment Maintenance Supplies/Parts Tracking Safety & Personnel Contact Management

Warehouse
Warehouse Billing Freight Billing Dispatch Management Equipment Maintenance Supplies/Parts Tracking Safety & Personnel

Distributor
Inventory Management Sales Orders Purchase Orders Bill of Materials Contact Management Safety & Personnel

Retail
Register Sales Inventory Management Purchase Orders Sales Orders Contact Management

Manufacturer
Inventory Management Sales Orders Purchase Orders Bill of Materials Production Management Equipment Maintenance

Figure 2-2: ABECAS Module Combinations for Various Specialized Industries Served by ABECAS ABECAS can serve numerous other industries, including department stores, legal offices and medical centers. In fact, ABECAS can serve any situation requiring complete cost and distribution management. The features of each of the individual modules are detailed in each module's manual. ABECAS's modular nature allows users to add modules as they need them.

Linkage Between Modules


All ABECAS modules share a common set of GL/CA Codes, which may be defined in the GL Codes module or as part of the full GL/CA modules. If ABECAS is purchased without the GL/CA modules, then the separate GL Codes module is provided. These codes can later be included in the full GL/CA modules, if the user wishes to attach these to his system. The ARGOL Database Manager allows one module to access another, as needed and if present. For example, all ABECAS modules can be configured to write to the General Ledger/Cost Accounting database. If this database is present and the module is configured to post to it, then the accounting transactions are transferred into the GL/CA database at the time of posting. This means that the General Ledger/Cost Accounting is always complete and up to date. ABECAS allows you to use another company's GL/CA Codes when a separate General Ledger is not built for that company. In ABECAS Introduction--Version 5.1
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Overview of ABECAS

this case, you may post a particular module to that other companys GL/CA modules. Only posting to the GL/CA modules can occur. Posting to other modules of the alternate company will not occur. In selected modules, users may also access various other modules, especially with such billing modules as Sales Order Processing, Freight Billing, Warehouse Billing and Utility Billing. This is seen in the case of Equipment Maintenance, where the Repair Orders are linked to the Accounts Receivable, Inventory Management, Supplies Tracking and Participant Settlements modules and location is accessed by Freight Billing and Trip Logs mileage entries can update EM Master Files as well as being linked to the GL/CA modules. The modules accessed by other modules are shown in Figure 2-3.

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Module -- From GC GL CA AP AR PR CM PS ST EM PL IM RS SO PO FB TL WB PM BM SB UB ED GL Codes & Database Utilities General Ledger Cost Accounting Accounts Payable Accounts Receivable Payroll Contact Manager Participant Settlements Supplies Tracking Equipment Maintenance Job Planning & Control Inventory Management Register Sales Sales Orders Purchase Orders Freight Billing Trip Logs & Fuel Tax Warehouse Billing Production Management Bill of Materials Service Billing Utility Billing Electronic Data Interchange

Module -- To GL/CA Codes & Database Utilities used in all modules GL, AR GL, CA, CM, EM, FB, PO, PR, PS, SO, ST GL, CA, CM, EM, FB, PS, SB, SO, UB, WB GL, CA, AP, EM, SP AR, AP, SO, FB, PS GL, CA, CM, AP, PR GL, CA, EM, SB GL, CA, AR, FB, IM, ST, TL, PS GL, CA, IM, SB GL, CA, PO, SO, SB GL, CA, IM, SO GL, CA, AR, AP, CM, EDI, IM, PO, FB, GL, CA, AP, IM GL, CA, CM, AP, AR, EDI, EM, PS, SP, TL AP GL, CA, AR, EDI, FB, SO IM IM, SO GL, CA, AR, IM, PR, ST GL, CA, AR FB, SO, WB

Figure 2-3: ABECAS Inter-Module Linkages

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Overview of Codes Module

Overview of ABECAS GL Codes Module


This manual describes the GL Codes module, the system programs and the database utility programs. These programs apply to all ABECAS systems. The programs described in this manual are shown in Figure 2-4. System Menu Main Module Menu Program ABECAS SYSTEM MENU A ABECAS MAIN MENU-COMPANY LOG-ON Module Selection Menu GC Codes Menu Setup/Configuration Setup Menu Security Options Enter Cost Center Codes Enter Account Numbers Display Cost Center Codes Display Account Numbers Query Batch File Display Batch File List Display Batch Detail Analysis of Batch Control Log Review Database Status Import from Converted Files End-of-month Processing SECURITY--COMPANY LOGON Define System Access UTILITIES--COMPANY LOGON Utilities Menu Recover Database Correct All/Verify All/ Verify Move Database Screen Name ABEC-1 ABMENU ABECAS-M GC GCSS GCSM GCCCC GCCAA GCCCD GCCAD GCRLQ GCRLL GCRLD GCRLA GCPDD GCPDI GCPEM ABSEC-1/2 ABSEC-2 ABUTIL-1 ABUTIL-2 ABUTVD ABUTRD ABUTIL-1 ABUTMD-1 ABUTVD Program Name ABECAS ABMENU ABMENU GCM GCSS1 ABMENU GCCCC GCCCC GCCCD GCCCD GCRLQ GCRLL GCRLD GCRLA GCPDD GCPDI GCPEM ABSEC ABSEL ABUTIL ABUTIL ABUTRD ABUTMD

GC SS SM CCC CAA CCD CAD RLQ RLL RLD RLA PDD PDI PEM S GC U VR V/C/A/ V VM FR FS E B S GC GC GC GC

Fix/Compress Records -Rebuild ABDERR -Setup ABCONB ABCON-1 Error Codes/Logs ABCON1 Build New Company ABCON2 Screen/Printer Setup ABCONA Select /Configure PC Screen ABCONP2 ABUTRS Select ANSI Terminal ABUTIL-3 ABUTUD Select Printer Driver R ABUTVD-1 ABUTVD Runtime/Qmenu W ABUTIO-1 ABUTIO Workstation Setup I Install Update Disks Figure 2-4: Structure of General Ledger Codes Module, System Programs and Database Utility Programs ABECAS Introduction--Version 5.1
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Overview of Codes Module

The GL Codes module is required for standalone applications, where the GL/CA modules are not available. The database segments included in this module are a subset of those included in the full GL/CA database, so users can incorporate the into the full GL/CA database later on if they wish. The GL Codes module comprises its own database, known as the GC database, and a set of programs to update and display codes. In the following paragraphs, these programs are grouped by function and described. Cost Center Code The Cost Center Code allows you to define a set of General Ledger departments/Cost Accounting jobs. Once defined, they are available for use in all ABECAS modules. Programs exist to enter, change, delete and print these codes. This is a eight-character alphanumeric code, and users can define the General Ledger departments or Cost Accounting jobs as all or part of the Cost Center Code. This allows the jobs to be related to the General Ledger departments. Work orders do not have to be defined in advance and are independent of the General Ledger department. Generally, the Cost Center Code is configured for one character in the General Ledger and for up to eight characters in the Cost Accounting. This allows each department to have numerous jobs, with the job detail summarizing to the department in the General Ledger. Account Number The Account Number (collectively, the Chart of Accounts) allows you to define and classify all accounting entries. This is the only code that must be entered for each accounting transaction. This is an eight-character alphanumeric code, where the number of characters posting to the General Ledger may be more or less than the number posting to the Cost Accounting. Generally, the General Ledger is configured for three or four characters and the Cost Accounting for eight characters. In this case, more detail will be posted to the Cost Accounting than to the General Ledger. The financial statement format is controlled through additional non-posting accounts entered in the Chart of Accounts. End-of-month Processing This is a program that resets the end-of-month flags in the Journal File, which is part of the GL/CA Codes database. This prevents each ABECAS module's database from being closed twice in one month or from being accidentally missed. This type of program forces the user to perform an end-of-month processing for each module. Database Status This is a program which allows you to review the number of pages or records defined and used for each segment or file in the GL Codes database. Import from Conversion Files This data import program allows you to import records into this module from flat files previously generated by the Data Export Program. This allows your data to be rearranged and correctly initialized for this version of the module. This was used for conversions between the 3.x and 4.x versions. Batch Control Log There are four programs that will display information concerning each of the postings of the various modules in batch order.

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Overview of System Programs

Overview of ABECAS System Programs


Database Setup and Configuration Parameters
All ABECAS modules share a common set of system programs. This includes a set of programs to build and configure a database for each module, check on the system integrity of each file, rebuild/reindex files as necessary, set workstation parameters for screen and printer setups, list the Error Code information, as well as a special system database, known as the ABXX database. ABXX Database A special database is provided as part of the ABECAS system files, which is used to define the company code and to control access to each module's database for each company. This special database is called the ABXX Database and comprises two segments. One segment is used to define the company codes and maintain a record of all databases defined for each company. It also contains the GL/CA configuration parameters for each company. A second segment contains the security codes used to control users' access to the individual databases for each company. Configure Database Program This allows you to specify which GL Codes module or full GL/CA modules you will be working with. A set of GL/CA codes must be used. If the full GL/CA modules are available, then this also allows you to specify whether the module posts to the General Ledger/Cost Accounting modules. In addition, the general configuration program will chain to any number of individual module configuration programs. This allows you to set various parameters relevant to the operation of the module. These configuration parameters are "hidden" in the configuration programs because they can only be changed infrequently after they have been set up. Also, these parameters are sufficiently crucial to each module's operation that they deserve special review and control.

ABECAS Security Program


This is a special program, provided to define the security level of each user for each company, by module. A user may be specified as a "master user", and have unlimited access to all modules for that company. Alternatively, a user may be restricted to particular modules or specific menu selections of particular modules. You have the flexibility to determine who has access to the different ABECAS modules on your system, by company.

ABECAS Database Utility Programs


These programs are designed to correct various file difficulties, define new databases, provide information concerning your system, and establish individualized workstation setups when ABECAS is used on a network system. Verify Database Program This verifies the database definition file for each module, agreement of the record files with themselves and with the database definition, and agreement of the index files with themselves and with the database definition file. It lists any errors that it finds. The codes for the errors may be found under the Error Codes/Logs program in Utilities. The codes are listed in Appendix D. Verify All Program This verifies the files for each module in turn, instead of doing each one individually. ABECAS Introduction--Version 5.1
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Verify and Correct All Program This program will automatically verify all modules and fix files appropriately by doing a recover or fix records process, as needed. Recover Database Program This allows you to rebuild indexes associated with any database. It uses the database definition contained in the DATABASE.DEF file to rebuild the indices. As it reads the records, it writes the indices to a newly initialized index file and removes duplicate or bad records. This program is valuable if you are interrupted while entering codes into a master file or entering transactions; the indices may not yet have been updated. This program allows you to update the indices and continue with your work. Move Database Program This allows you to move a database from one drive to another, or simply update the ABXX file with a new disk drive location for a database. It also updates the definition record within the database for the location of each segment. Fix/Compress Records - Rebuild This program renames the current file, and copies over in to a new file all good records by reading the record and rebuilding the index based on that record. Also, the file length will be corrected. When records are deleted, there remains empty space on the disk. This empty space will be removed from the file by this process. This provides more room on your hard drive. Fix/Compress Records -Setup This allows you to specify which company to rebuild menus in the ABXX file. Please call Argos Support before using this program. Error Codes/Logs Provides a series of programs (1) listing the various types of error codes and suggested corrective action steps to take; and (2) log listings for login/out, database errors, etc. These can be helpful in determining what happened when and on what workstation. See Appendix D for more information. Build New Company Program This builds a new database for any module present on the system. It uses the database size definitions in the DATABASE.DEF file to determine the size and structure of the database. This program also adds or subtracts the existence of a database from the ABXX database. When added to the ABXX database, this new module will appear on all subsequent menus. Access to this program is limited to those who are at Master security level. The Build New Company program contains the 40 character company name. This name/title is used on all reports. All option codes for the options of each module are based on the exact usage of this field. Screen/Printer Setup The printer(s), monitor type, screen colors, and mouse usage and speed, and the keyboard caps and number lock automatic turn on are located in these series of programs. Each individual workstation may establish individualized appropriate settings. Runtime/Qmenu Setup This program is where the single user or multi-user versions of ABECAS are established. The Qmenu allows you to establish other programs that you want to run under the ABECAS shell. When using ABECAS strictly as a DOS program, without using Windows, you may want to use this potential. When using Windows, the need for this capability is not as great.

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The History of ABECAS

The History of ABECAS


Introduction
The origins of ABECAS date back to the early 1960's. It grew out of a longstanding interest in cost accounting by the founder of Argos, Inc., Dr. Alan R. Thodey. This interest began as an accounting and economics major at the University of Tasmania, Australia, and initially related to the cost accounting that the various Australian commodity boards used to set producer prices. A period of graduate training at the University of Illinois followed. Although most of his professors considered cost accounting too mundane or of no interest, many of his subsequent professional assignments required the use of cost accounting. This included various consulting projects conducted in the U.S. and abroad while employed by such organizations as Stanford Research Institute, the Ford Foundation, Michigan State University, International Engineering Co., and the U.S. Agency for International Development. Dr. Thodey became even more interested in cost accounting while teaching agri-business classes at California State University, Fresno, from 1976 to 1979. Argos, Inc. was incorporated as a California corporation in May of 1979 to develop, market and support a computerized enterprise cost accounting system for California agri-businesses. Initially, Argos was intended to be a service similar to what PCA's AgriFax offered in the midwest. The computer software was to be developed, operated and maintained by a computer service bureau, Compudat, Inc., which was incorporated in February of 1979 and was jointly owned by James R. Morris, a senior systems analyst/programmer, and Alan Thodey. Compudat operated with a Perkin-Elmer minicomputer. ABECAS was originally designed as a computer service bureau-type system. Its original name stood for "Agri-Business Enterprise Cost Accounting System, and reflected the orientation of the original design. This design was largely in place when Argos and Compudat opened an office in September of 1979. Four Argos farm business counselors field-tested and helped to refined the design during the fall of 1979. At this same time, several major microcomputer industry breakthroughs became apparent, especially microcomputers, sophisticated interfaces, and multi-user operating systems for microcomputers.

ABECAS for the Microcomputer


In January of 1980, Argos decided to redesign ABECAS as an in-house computer system which regular office personnel could easily operate. A much more powerful and useful system could be designed and implemented by moving the data input, transaction processing, and report generation to an in-house computer system. Argos first developed ABECAS for large, diversified, western-style farming operations. They found sufficient interest among farmers who would join the project and at the 1980 Tulare and Stockton Farm Shows to realize the feasibility of the project. With an expanded design and new set of projections, Argos was ready to develop ABECAS for microcomputers. After a nationwide search for computer scientists, Argos finally selected three candidates of extremely high caliber, from Cleveland, Ohio, Lansing, Michigan, and Fresno, California. A short time later, they brought in a fourth computer scientist from, Akron, Ohio. The decision to use a microcomputer meant that Argos had to scrap the minicomputer acquired to develop and operate ABECAS as a service bureau program. In selecting the microcomputer, Argos ABECAS Introduction--Version 5.1
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decided to build ABECAS for what appeared to be the future microcomputer industry standard: the R R Z-80 microprocessor operating under the CP/M operating system. This would allow ABECAS to be independent of any particular computer manufacturer. This type of microprocessor and operating system did become the industry standards for 8-bit microcomputers. In the process of converting to microcomputers, Argos became a dealer for several computer systems and even built its own microcomputer from components.

Selection and Development of Systems Software


The computer language to use in developing ABECAS was the most difficult decision. After considerable research, Argos recognized that existing microcomputer languages and other systems software were not good enough for the quality of applications software that it desired. The corporation wanted to produce a package with the following operating characteristics: User-friendly, with screen display of all relevant information required in using the system "Bulletproof", so that the user couldn't easily crash the system while in normal operations Fast, to prevent significant waiting times during operations Database-oriented, capable of managing a large, complex database with speed, flexibility and efficiency Screen prompts as desired, so the user could quickly and easily pull relevant data to the screen, both as a part of the regular system and as a user-defined inquiry Flexible reporting, so the user can specify data to be included and presented at execution time, as the computer is producing reports Easily-maintained programs, so programmers can accurately, reliably and quickly make modifications and enhancements Usable by a very wide range of users, configurable to each user's needs at the time of installation without having to customize the programs

Argos chose to do it "right" even if it involved considerable additional time and investment. As a result, we began to concurrently develop systems software. Initially, we thought we could create an "acceptable" complete system by combining several commercially available systems software packages with modules we were developing. However, this proved futile: there were problems, restrictions, inconsistencies, and inadequacies in these packages. Ultimately, we had to develop all but one of the components of the system used to develop ABECAS. The resulting "applications generator" or applications development system is now known as ARGOL. We marketed ARGOL as a separate product, and maintained our focus on ABECAS. Nevertheless, as an applications generator for microcomputers, ARGOL was and still is clearly a powerful leader. The TM only non-Argos component used in ARGOL is Micro B+ , a B-tree index manager used to optimize the organization of data stored in the database, and Argos even enhanced this module considerably. ABECAS's development was delayed until ARGOL was "complete". ARGOL version l.01 was fully operational in August 1981. We think it was worth the wait, because ABECAS is better and more powerful as a result. We knew that, to compromise on ARGOL, we would have had to compromise on ABECAS Introduction--Version 5.1
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ABECAS. We did not want to do that!

The Development of ABECAS Core Modules


From June 1980, the development of ABECAS has been led by Gary R. Ingvaldson, a computer scientist with a business/agricultural economics background. The original ABECAS design was adapted to the operating specifications already mentioned and the realities of an in-house computer system. Subsequently, the design was reviewed and validated against the requirements of specific agri-businesses and other businesses. In the process, it has been repeatedly improved and strengthened. The order in which we completed the ARGOL modules benefited ABECAS's design. The first ARGOL module available was the ARGOL Screen Manager, introduced in September 1980, which allowed the screens to be developed and reviewed. Changes in the screens only affected the screens and did not ripple through the whole system as the rest of ABECAS was implemented later. Next was the ARGOL Data Dictionary, the ARGOL Database Manager (ADAM), the ARGOL Compiler, and the ARGOL Report Writer. These offered us greater ease, and therefore willingness, to make changes in ABECAS's design. We established high design and performance standards for ABECAS, including: A turnkey system configurable at the time of installation and capable of satisfying a range of specialized business-types, sizes and operating procedures. Only the storage capacity of the hardware should limit the number of cost centers and degree of detail contained in the system. A complete set of modules with all the data and reporting capacity required for the highest quality of business management. Integration of the modules to allow frequent posting from one to another. The system should post automatically and be able to produce complete, up-to-date reports anytime. Complete on-line validation of all codes and data at the time of entry, so the operator can correct the data at that time. Temporary transaction files that allow the user to correct transaction entries up until posting. Once posted (usually on a daily basis), these transactions become permanent and can only be changed with an appropriate entry, so there is a complete audit trail of transactions. History and budget data, as appropriate, contained in the master or summary files. Cost Accounting that is completely separate from General Ledger but reconcilable. The Cost Accounting should also capture the activity associated with each transaction. The timing of the accounting period for jobs/enterprises/work orders in the Cost Accounting should be independent of the business's fiscal period. Both cash-basis and accrual-basis General Ledgers. Worker-related equipment usage information contained in Payroll. All labor costs should automatically ripple across to all affected accounts: General Ledger, Enterprise Costing, Equipment Costing and Accounts Payable. Hold purchases in the accrual basis records if they go into inventory and cannot be allocated until later.
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Maintain quantity information throughout all modules. Maintain multiple years of data. Make flexible report groupings and content available. Provide both a financial and management orientation in all modules.

ABECAS has achieved the initial goals that Argos set. ABECAS was first installed in December of 1981. Since then, ABECAS has been installed in numerous different types of businesses throughout the U.S.

Broadening the Concept of ABECAS


In mid-1982, it was decided that the industries served by ABECAS should be broadened and that additional specialized modules should be added. The goal was to add modules that would work with the existing ABECAS core modules and so allow ABECAS to meet the needs of a broader range of industries. The first result of this decision was to change the acronym underlying its name. Hence, ABECAS became known as the Argos Business Enterprise Cost Accounting System. While ABECAS was to maintain its integrated cost management orientation, the type and range of management information captured was broadened. Also, it was decided that each module should be able to stand on its own instead of having to be integrated into a single integrated system. As Figure 2-5 shows, Argos has continued to expand the number of ABECAS modules available and enhance the existing modules. Modules were first added specifically for the food processing and distribution industries. Also, all modules were enhanced to support work orders, especially for the construction and contract management industries. This allowed the work orders to be independent of the General Ledger departments. David Yost, an MBA with a computer specialization, led the development of the distribution and billing modules beginning in April, 1982. Modules have been specifically added for distribution-oriented industries, packing houses, trucking companies, and utilities. In addition, specialized modules have been added for milk processing plants and process servers.

ABECAS Version 2.0 and beyond


With the growth in the number and range of ABECAS installations, especially through dealers, Argos decided to streamline ABECAS. Argos dropped the report writer and code reports in favor of newly developed ARGOL features. They rewrote the ARGOL Database Manager to allow ABECAS to be a multi-user system with record-locking and developed an ARGOL run-time library for MSDOS/PCDOS systems. Argos also enhanced the ARGOL compiler so that it could generate programs for 8-bit and 16-bit systems simultaneously. As a result, a complete new set of core ABECAS modules emerged by the end of 1984. This was Version 2.0 and represented ABECAS Version 1.3 enhanced to take advantage of all of the new systems software. At the same time, enhancements continued to be made to each ABECAS module. The last ABECAS module was converted to Version 2.0 by August, 1985. Thinh Hau, an electrical engineer with a systems software specialization, led the development of the new ARGOL Database Manager, the ARGOL run-time library and a new set of database utility programs. This database included a new type of index segment that can be defined dynamically from the application. It also provided improved recovery procedures. This database provided true ABECAS Introduction--Version 5.1
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multi-user capability with optional record-locking. The underlying systems software was rewritten in C in 1986.

Future Directions
The industries shown in Figure 2-2 will continue to be the main focus of the research and development efforts of ABECAS. New modules will be developed to fit in with the existing modules, allowing ABECAS to more completely satisfy the needs of the selected industries. The following table presents ABECASs different modules, from the dates in which they originated to the start of Version 5.
Module 1 GC GL CA AP AR CR PR SP CM ST EM PL IM RS SO PO GA PM BM MS MR FB TL General Ledger Codes General Ledger Cost Accounting Accounts Payable Accounts Receivable Cash Receipts Payroll Safety & Personnel Management Contact Management Supplies/Parts Inventory Tracking Equipment Maintenance Job Planning & Control Inventory Management Register Sales Sales Order Processing Purchase Order Processing Grower Accounting Production Management Bill of Material Processing Master Scheduling Material Requirements Planning Freight Bill Accounting Trip Logs/Fuel Tax Reporting/Revenue Analysis 1/85 5/88 7/91 7/91 4/85 /88 5/88 8/83 3/85 8/83 3/85 10/83 11/81 11/81 11/81 9/82 9/82 11/81 9/82 12/84 12/84 12/84 12/84 1/85 12/84 8/85 2/85 ABECAS Version Level 2 3 7/88 4/88 4/88 5/88 6/88 10/88 6/88 7/88 /88 4/88 12/88 /88 4/88 9/89 4/88 1/89 4 3/91 5/91 7/91 7/91 7/91 8/91 7/91 12/91 10/94 8/91 8/91 12/94 7/91 8/91 7/91 8/91 11/91 12/94 7/91 5 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97 11/97

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Module 1 WB SB UB Warehouse Billing Service Billing Utility Billing

ABECAS Version Level 2 3 4 7/91 7/91 4/85 7/91 5 11/97 11/97 11/97

Figure 2-5: The Evolution of ABECAS Modules We continually develop ABECAS. ABECAS Version 4.4 continued to be enhanced to include additional functionality through standard features and new options. For example, Supplies Tracking had new options for Requests for Quotation and Warranty Management. Payroll had a new option for Multi-state and local tax withholding. Electronic Data Interchange (EDI) had new transaction sets. Freight Billing had a new interface to PC Miler and enhancements to load management, particularly truck, trailer and driver assignments and driver call-ins. Freight Billing also had a new revenue classification code (up to 12 categories, such as line haul, local, reefer, accessorial, etc.). These codes may then be used in various reports. Participant Settlements also had a new classification code for participants (up to 12 categories, such as contract carrier, independent carrier, employee, etc.) that can further define each participant. These and other examples continued to enhance the working viability of Version 4.4 ABECAS Version 5.0 is our year 2000 compliant version. All dates in all modules were converted to support the year 2000. One of the features added to Version 5 was the automatic capture of the date, time and User ID of the person creating the initial record and the person who last updated each record. This will then allow selected reports to be run by User ID, to be able to post by User ID, and it will provide a record of the who and the when. Also included in Version 5.1 is the ability to fax or e-mail reports and invoices from selected modules. Using the Communication module developed for the ABECAS C/S version, Version 5.1 will generate a file that can be faxed or e-mailed automatically to the recipient. This will quicken and make easier the getting of information to others on a timely basis. ABECAS C/S is a 32 bit client-server version of ABECAS designed to run in an open environment with any major data base engine, such as Microsofts SQL Server, Oracle, Sybase, Informix, and Interbase. This Windows 95/NT based product is moving as quickly as the technology allows to a browser type interface employing three tiers of processing: a data base server, and applications server, and the workstation, all in a networked environment where the data are stored on a file server. Other areas of development involve using the Internet as a means for multiple sites to be connected and then using real time to update specific databases. With this possibility, dispatchers can work together to provide immediate continuity of equipment, personnel and loads. ABECAS never stops growing. The needs of its users, market demands, and its upgraded abilities will allow ABECAS to be the software that can take you into the Twenty-first Century!

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III PLANNING YOUR GL/CA ACCOUNTING CODES


Introduction
The power and flexibility of ABECAS derives from three primary factors: (1) the General Ledger/Cost Accounting code structure, (2) the ability to configure ABECAS to your business through setup parameters and default codes, and (3) the ARGOL Database Manager's abilities (e.g., each module being able to access multiple segments or files from multiple databases). This chapter focuses on helping you plan the General Ledger/Cost Accounting codes for your business. Setup parameters are discussed for each module in the chapter entitled, "Management and Accounting Considerations". We strongly recommend that you involve your business and financial counselors, including your accountant, in your General Ledger/Cost Accounting Code planning. It is important to maintain rapport with these counselors as you plan your implementation procedures for this system.

Use of Codes in ABECAS


ABECAS, like any computerized accounting system, relies on codes for a variety of purposes. They provide a structure to your data with which the computer can easily work. A summary list of the codes used to represent your data in the various ABECAS modules is shown below in the "Summary of ABECAS Codes". In addition, ABECAS uses codes in the program and database operations. For example, each menu selection requires a two-character code related to the program function or name. Each database is identified by a two-character module abbreviation, such as "GL" for the General Ledger or "CA" for the Cost Accounting module, followed by a two-character company identification code. Whenever possible, you should structure codes so that each character has a specific meaning. In ABECAS, all codes are left-justified; i.e., the leftmost character is the most significant, the following character is of decreasing significance, etc. For example, a three-character code may be structured to contain three unique definition levels/categories of information: X XX XXX Level 1 (e.g., broad grouping) Level 2 (e.g., more specific group within a broad grouping) Level 3 (e.g., unique item in the more specific group)

In planning your codes, you should keep their order clearly in mind. On microcomputers, the ASCII character set provides a unique order to all characters. Refer to Appendix G for an example of ascending order, and notice that numbers precede uppercase letters, and uppercase letters precede lowercase letters.

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Planning Your GL/CA Accounting Codes

Summary of ABECAS Codes


Module ABECAS System Codes Company ID (database name) Fiscal Year Security Codes: User ID Password GL/GC Codes Cost Center Code Account Number General Ledger/Cost Accounting Cost Center Code: GL Department CA Job Work Order Code Account Number Journal Code Year/Season Code Activity Code Class Code (in Cost Accounting) GL Accounts (FY/Cost Center/Account) CA Accounts (Cost Center/YS/Acct/Act) Accounts Payable Vendor Code Check Number Accounts Receivable Customer Code Customer Sort Code Billing Cycle Code Terms Code Distribution Code Invoice Number Sales Tax Code Cash Receipts Distribution Code Payroll Employee Code Personnel Data Codes Work Crew Code State/Local Tax Code Deduction/Contribution Code Worker's Compensation Insurance Code Overhead Code Equipment Code Pay Code Check Number Direct Deposit Electronic Data Interchange Trading Partner Register Sales Salesperson Code Personal ID Chars 2 4 10 10 8 a 8 8 c 8 d 8 8 1 2 4 4 e 18 f 22 6 6 6 10 1 2 4 8 4 1 9 4 2 4 4 4 4 4 4 6 1 6 10 10
b a

Module Inventory Management Item Code Warehouse Code Subitem Code/Lot/Serial Number Lot/Size Code Product Category Code Cross-reference Code Customer Price Schedule Code Shipping/Care Instructions Code Box Code Lot/Size Description Code Production Projection Code Sales Order Processing Salesperson Code Ship-to Code Ship Via Code Charge Definition Code Invoice/Credit Number Grower Accounting Grower Code Product Definition Code Process Group Charges Definition Code Line Charge Lot Number Sublot Shipment Number Freight Bill Accounting Shipper/Consignee Code Charge Code Freight Bill Invoice Number Safety & Personnel Personnel Code Activity Code Code Type Usage Type Code Description Driving Rule Utility Billing Billing Units Code Charge Code Type Code Definition/Category Code Rate Table Code Invoice/Credit Number

Chars 12 2 15 12 4 12 6 5 4 4 4 3 6 6 6 8 6 6 1 6 2 15 5 6 6 6 8 8 9 6 1 4 6 2 12 1 4 4 4 8

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Module Supplies Tracking Inventory Item Code Parts List Code Reportable Usage-Site ID Requisition Number Purchase Order Number Equipment Maintenance Equipment ID Code Type Definitions Code Descriptions Component Code Group Code System/Assembly/Parts Level System Assembly Parts Maintenance Checklist Oil Analysis Code Repair Order Number Maintenance Request Tire Number Item Number Job Planning and Control Job Number Bid/Budget number Activity Item Bid/Budget Template Code Description Type Code Rate Codes Category Code Job Estimate Number Purchase Orders Vendor Code Address Code Descriptive Analysis Type Code Requisition Number Purchase Order Number

Chars 16 16 8 5 12 6 2 6 1 4 1 2 3 3 4 4 6 5 6 16 6 12 12 6 2 6 1 6 6 6 6 2 4 6 8

Module Production Management Profile Code Product Group Code Descriptions Type Code Production Unit Production Activity Trip Logs and Fuel Tax Reporting Commodity/Trailer/Driver/Truck Type Code Tax Code Item Codes Trip Number Warehouse Billing Item Code Lot Code Sub-Lot Code Warehouse Code Location Code Shipper/Consignee Code Charge Code Type Code Rate Code Transaction Number Service Billing Customer Code Service Unit Bill To Code Descriptive Analysis Code Type Code Charge Code Type Code Instruction Code Route Schedule Code Participant Settlements Participant Code Deduction Code Fuel Card Code Type Card Number Checks

Chars 12 4 2 4 6 6 1 6 4 6 6 12 12 12 2 6 6 1 6 6 8 6 12 6 1 8 1 6 8 6 6 4 1 16 6

Key:

(a) 8 characters in each database (b) Include the Year/Season Code (c) In fiscal year Cost Center account

(d) Maximum number of characters (e) Department code (f) In Cost Center & Year/Season account activity

Spread throughout the ASCII character set are special characters, such as $ / : = {}, which can be used for providing additional codes, if desired. All 95 characters are available for use in ABECAS.

Understanding the General Ledger/Cost Accounting Codes


By combining a traditional set of General Ledger codes with an extended, more powerful set of Cost Accounting codes, ABECAS lets you enter accounting information in just one step. All the programs, especially the posting programs, use the instructions you entered in your GL/CA code configuration to interpret the accounting information that was entered. Some of the GL/CA configuration codes are ABECAS Introduction--Version 5.1
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defined below. Cost Center Code The Cost Center Code allows you to organize or group your accounting records to suit you. A cost center is an identifiable unit of management responsibility; in other words, each cost center has some form of accountability. Using this decision unit to organize your information, you can provide the accounting and management controls that are required for proper management. Almost all GL/CA reports are available by cost center. You should define cost centers to represent meaningful portions of your business, and define them on two levels: 1. In the General Ledger, the cost center is a department, which represents a summary level of management responsibility and control. Define departments for the areas of your business for which you want departmental income statements. 2. In the Cost Accounting, you may use the cost center in two alternative ways: in combination with a Year/Season Code to form a job that is a subset of its department, or to create work orders that are independent of departments. Work orders do not have an associated Year/Season Code. You can use a work order without prior definition, but you do need to define a job beforehand. The Cost Center is usually an eight-character alphanumeric code; it comprises eight characters for screen entry and database purposes such as entering work orders. Of the eight definable characters, you have to decide how many will apply specifically to the General Ledger and how many to the Cost Accounting. Generally, one is used for the General Ledger and eight for the Cost Accounting. This results in a one-character GL Department Code and an eight-character Cost Center Code you can use in association with the Year/Season Code to define jobs. For example, Cost Center Code 101 may be interpreted as Department 1 in the General Ledger and Job 101 (Year/Season 99) in the Cost Accounting. While it is usual to maintain accounting data in more detail on the CA Jobs, this does not have to be the case. The General Ledger Cost Center Code can also be defined as equal to or greater than the Cost Accounting Cost Center Code. Work Orders do not have to be defined in advance, but must be defined before the end of the month in which they are first used. They are entered into the Cost Center Code field (defined as 8 characters in each screen) as "D-#", where "D" is the GL Department Code and "-#" is the Work Order Number. The combined code, "D-#", may be up to eight alphanumeric characters. For example, if the GL Department Code is one character, then up to six characters may be used following the hyphen for the alphanumeric Work Order code. The dash must be used and is part of the Work Order Number. Year/Season Code It is possible for a job to run for many years, or for the job to be broken down into discrete parts of a year, such as seasons. To accommodate these situations, a Year/Season Code is added to the Cost Center Code to uniquely define the job. This allows you, for example, to follow the same route or truck month after month, to track the same field or crop season after season, or to track the same product year after year. The Year/Season code is a 2 character code. For years after 1999, we are suggesting that codes be changed from using the last two digits from the year to the first character being an alpha character and the second character being numeric to correspond to the last digit of the year. For example, 2000 would be A0, and not 00. 2001 would be A1, 2002 is A2, etc. When reaching 2010, it would be B0, 2011 would be B1, etc. Account Number Every accounting entry must be assigned an Account Number. This is also referred to as the Chart of Accounts or Object Code. The accounts are grouped into the conventional accounting categories of assets, liabilities, equity (capital), revenue and expenses. Within each of these ABECAS Introduction--Version 5.1
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categories, there are groupings and subgroupings of accounts. The groups may be identified by a Heading Account, and totaled if desired. The subgroups may be defined as Summary Accounts. This allows the financial reports to print at either the Summary or Detailed Account level. The special accounts available for formatting your financial reports are referred to as Heading Accounts, Summary Accounts, Total Accounts and Net Balance Accounts. The actual accounts used in entering and maintaining account balances are referred to as Detail Accounts. The Account Number is an eight-character alphanumeric code. As a rule of thumb, the first digit identifies the type of account: Type 1 Type 2 Type 3 Type 4 Type 5 Asset Liability Owner Equity Revenue Expense

You must decide how many of these characters will apply specifically to the General Ledger and how many to the Cost Accounting. Generally, either three or four are used for the General Ledger and eight for the Cost Accounting. This allows you to have more detail in the Cost Accounting accounts than in the General Ledger accounts. For example, Account 701 may be Supplies Expense and Account 70101 may be Ammonia Expense. In this case, information entered to Account 70101 posts to Account 70101 in the Cost Accounting, but summarizes to Account 701 in the General Ledger. This allows you to have more or less Cost Accounting detail than General Ledger detail. Activity Code The Cost Accounting information may be broken down into a third dimension, known as Activity. The Activity Code allows you to break all revenue and expenses into tasks, phases, operations or activities. Then you may use these in the Cost Accounting to generate reports by activity, with or without account detail, or by account, with or without activity detail.

Use of GL/CA Codes in Structuring GL/CA Accounts


Within the General Ledger/Cost Accounting modules, the GL/CA account information is stored in two separate files. Each file has its own account format. The transaction information, on the other hand, is stored in a single file and the GL/CA codes are interpreted based on how they are to be used. In this case, separate indexes are used to reflect the General Ledger and Cost Accounting account structures. General Ledger Account Structure Even if the GL/CA modules are not present, the GL/CA accounting summaries maintained in each operating module use the same structure. That is, the GL/CA detail is stored as transactions in a single file, with separate indices representing the General Ledger transactions and the Cost Accounting transactions. The General Ledger account structure is as follows: Company Code 2 characters Fiscal Year 2 characters Department Code the first 0 to 8 characters of the Cost Center Code Account Number the first 1 to 8 characters

The Company Code is defined as part of the database name. Hence, by entering the Company Code as you enter ABECAS, you have access to the records for that particular company. ABECAS automatically maintains the fiscal year through the End of Period Processing program. The only time ABECAS Introduction--Version 5.1
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you have to enter the fiscal year is in the selection of GL reports and, even there, the current Fiscal Year defaults. Hence, in entering and posting information, it is not necessary to refer to Fiscal Year. This means that in entering General Ledger data, you only have to enter the Cost Center Code and Account Number. Within the GL database, the GL account data are stored by account within cost centers. This facilitates printing the General Ledger Departmental reports. Cost Accounting Account Structure The structure of the Cost Accounting accounts is split between Jobs and Work Orders as follows:
Job Work Order Company Code 2 characters Cost Center Code first 0 to 8 characters Year/Season Code 2 characters Account Number first 1 to 8 characters Activity Code 4 characters

Work Order Number 1 to 8 characters of Cost Center Code, and begins with a dash

The Company Code, as with the General Ledger, comes from the two-character Company Code entered when first accessing the company. The remaining codes are entered as part of the transaction information. The Cost Accounting information is stored by Cost Center Code, Account Number and Activity Code. Within the CA module, a second index is maintained that can access the CA account information in a different order. This provides access by Cost Center Code, Activity, and Account. This lets the CA module generate reports both by account and activity and by activity and account for each Job or Work Order. Example of GL/CA Posting Perhaps the best way to see the importance of the GL/CA structure is to examine what happens when transactions are posted to the GL/CA accounts. This happens in each of the operating modules as well as in the GL/CA modules. For example, suppose you have a cash purchase of diesel fuel. The two sides of this transaction will be entered as follows: Transaction Cash Payment Diesel Fuel Expense Cost Center 101 Year/Season 99 Account 101 75101 Activity 77 Type Credit Debit

If the GL/CA Setup program is set so that (1) the first character of the Cost Center Code posts to the General Ledger and all eight characters post to the Cost Accounting and (2) the first three characters of the Account Number post to the General Ledger and all eight post to the Cost Accounting, then the postings to the General Ledger and Cost Accounting will be as follows: Cost Center General Ledger: DR Fuel Expense Account CR Cash Account Cost Accounting: DR Diesel Fuel Expense Account CR nothing (not a revenue or expense account, so nothing posted) 1 Year/Season Account 751 101 Activity

101

97

75101

77

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Planning Your Company (Database) Structure


Each module for each company has its own database. Hence, each module may have multiple databases -- one database for each company. In addition, ABECAS supports multiple companies. This is controlled by use of a two-character alphanumeric code for each company. The databases for one company have no relationship to the databases of other companies. That is, having identified which company you are working with, you are not able to access the records of any other company. This prevents you from accidentally co-mingling information belonging to different companies. In choosing the two-character Company Code for each company, consider the ease with which these will be remembered. Hence, you may want to relate the code directly to the name of your company. For example, AA for Argos Associated, BS for Blue Sky partnership, JH for John Hancock, and so on. The relationship between these companies is as shown in Figure 3-2.
______________________________________________________________________________ AA Company One (Argos Associated) | ______|______ | | | GL/CA AR ... BS Company Two (Blue Sky Partnership) | ______|______ | | | GL/CA AR ... JH Company Three (John Hancock) | ______|______ | | | GL/CA AR ...

______________________________________________________________________________

Figure 3-2: Sample Company Structure In each case, databases are created for the relevant modules as required. Additional companies can be added at any time, provided disk capacity is available. The limit to the number of companies is the available disk capacity. The databases associated with each company are easily identified on your disk. The first two characters identify the module and the next two characters are your Company Code. For example, all of the database files for the Accounts Receivable, AR, for Argos Associated, AA, begin with ARAA. If a new company is formed with the same account and activity structure as an existing company, then it is possible to copy those codes into the GL/GC Codes or full GL/CA Database for the new company. In this case, copy the GC or GL files, as relevant, over the top of the same files for the new company. (See Chapter IV for the procedure and Appendix B for the names of the files to copy.) After you have copied these files into your new database, then recover these files through the Recover program in Utilities. In making the copy, be sure that you have copied from the existing company to the new company.

Planning Your Fiscal Year


ABECAS supports multiple years of General Ledger/Cost Accounting data for the same company at the same time. This is necessary since the records for the next year must begin before the prior year's records are completed.

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When ABECAS is first set up for a new company, you must decide on your fiscal period, including the designation of this Fiscal Year. This is entered into the GL/CA Setup program. In configuring a new company, you must enter (a) the first month of the fiscal year, (b) the current calendar month that is to be used for the first accounting period for the new company, and (c) a two-character numeric code to be used for the Fiscal Year for the company. With this information, the system automatically computes the fiscal month associated with the current calendar month. The main decision is how to describe the Fiscal Year. In most cases, the Fiscal Year should be the last two digits of the year containing the last month of the Fiscal Year. For example: Fiscal Year October 1, 1998 - September 30, 1999 would use code "99" The General Ledger Reports may be printed for any Fiscal Year. In addition, the monthly budgets, monthly account histories, and the Transaction Log may be selectively deleted by Fiscal Year and account. This allows you to maintain a select set of data for multiple Fiscal Years on the system at the same time. In most cases, you will want to maintain the year-to-date (annual total) account information. The Fiscal Year is automatically maintained by ABECAS. The month is automatically updated by the End-of-Period Processing program in the GL/GC Codes or GL module. The Fiscal Year is automatically updated by the same program when the next fiscal month coincides with the first month of the Fiscal Year, as defined in the GL Setup program. At this time, the End-of-Period Processing program automatically creates a new set of accounts for the next Fiscal Year. A new account is created for each of the existing General Ledger Accounts in the current Fiscal Year. The monthly account balances from these accounts are transferred across as the prior year monthly history in the new accounts. This is used for printing prior year comparisons and for the GL Monthly Account Balances report. You are then able to delete prior year GL data without losing your prior year comparisons. One result of this end of year procedure is that the disk space required for the next Fiscal Year's GL accounts equals that used for the current Fiscal Year's GL accounts. The segment containing the GL Accounts is G1. The budget information is not affected by this process. Hence, in performing the End of Year Processing, you should be sure that enough disk capacity exists for the additional accounts that will be created. This may mean that you should delete a prior years accounts at that time.

Planning Your Cost Centers--GL Departments


ABECAS may be configured with a Cost Center Code of 0 to 8 alphanumeric characters. This configuration parameter is set in the GL Setup program and tells ABECAS how many digits of the Cost Center Code applies to the General Ledger. Departments should be set up for each management unit requiring an Income Statement. In addition, a Balance Sheet and a Trial Balance may also be obtained by department, if desired. Types of Departments At least three different types of departments may be defined for use in ABECAS. 1. Production Departments These are the segments of the business responsible for the production activities. These departments should represent meaningful units of management decision making and should have bottom line "accountability". 2. Service Departments These departments provide services used by the production departments. Generally, these departments will have their own manager, budgets, and be accountable as a unit. This includes such departments as an equipment pool, repair shop, receiving/shipping, transportation pool, and so on.

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3. General and Administrative Services Department This department is the catch all for all G & A Expenses accumulated by the business. These may periodically be assigned or allocated to the other departments. This department may be same as the "company level" department or it may be a separate department. If it is separate, then only the unassigned revenue and expenses will be in the company level accounts. Company Level Department ABECAS does not require that you allocate transactions by Cost Center. Hence, any unallocated transaction will be posted to the "Company Level" Cost Center. This is simply represented by all blanks. In the case of Balance Sheet Accounts, all entries will generally be to the Company Level. Only if a departmental Balance Sheet is required should this not be the case. In all other cases, all asset, liability, and capital transactions will not be assigned to a Cost Center Code. In the Income Statement, the Company Level Department has a very different meaning. In this case, it is used for revenue and expense transactions that are not allocated to a specific department. If a separate department is used for all general and administrative expenses (G & A), then any postings to the Company Level can be assumed to be unallocated or unassigned revenue and expense items. In most cases, these will represent oversights in the allocation process. Hence, it is suggested that you have a separate department for your G & A expenses so that the Company Level "Departmental Income Statement" can be used as a cross check that all revenue and expense has been allocated by department. This approach provides an extra measure of data entry control to your recordkeeping. Sample Departments Figure 3-3 presents an example of the use of departments in different types of businesses. In most cases, clear and distinguishable management responsibilities exist for each department. This usually means that each department has its own manager and/or its own budget.

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Industry Construction, Project Mgt. Production or Operating Departments Individual Large Jobs Type of Job (residential, highway, commercial, etc.) Type of Activity (framing, finishing, electrical, etc.) Location of Jobs Location (store, warehouse, etc.) Product Lines Management Responsibility Service Departments Engineering & Design Equipment Pool Service Shop Data Processing Plant Maintenance Sales & Marketing Advertising Receiving/Shipping Warehousing Equipment Pool Service Shop Irrigation Equipment Pool Service Shop Sales Store Plant Maint. & Eng. Equipment Pool Grounds Data Processing Security Sales & Marketing Accounting Legal Equipment Pool Maint. & Engineering Safety & Compliance Laboratory Data Processing Equipment Pool Service Shop Sales & Marketing Other Departments G & A (General & Admin.) Company-Level (unassigned) G&A Company-Level

Distribution, Retailing

Farming, Ranching Nursery Landscape Manufacturing, Processing, Packing

Location (ranch, etc.) Enterprise (dairy, etc.) Assigned Supervisor Location (beds, greenhouse, etc.) Enterprise (wholesale, retail, etc. Assigned Supervisor Location (plant, etc.) Product or Line (paste, etc.) Operation or Phase (receiving, fabrication, etc.) Management Responsibility

G&A Company-Level G&A Company-Level G&A Company-Level

Mining

Location (mine, shaft, well, etc.) Product Operation or Activity (drill, test, processing, etc.)

G&A Company-Level

Trucking, Transportation

Type of Load Commodity Group Route Type of Vehicle/Vessel Terminal or Area Area or Zone, Route Type of Service

G&A Company-Level

Utilities

Equipment Pool Engineering & Design Data Processing

G&A Company-Level

Figure 3-3: Sample Departments by Industry

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Your Departments List your departments in either or both of the following figures:
Company
| ___________________________________|__________________________________ | | | | | | | | | | | |

Production Departments
1. 2. 3. 4. 5. 6. 7. __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

Service Departments
1. 2. 3. 4. 5. 6. 7. __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

General & Administrative Services Department


1. 2. 3. 4. 5. 6. __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

Planning Your Cost Center and Year/Season Codes--Cost Accounting Jobs


A Cost Accounting Job is a contract, project, location, product, item, or some aspect of the business that can be uniquely identified and accounted for. In fact, it is some part of the business that is not only identifiable but controllable. Each job belongs to a GL Department. This department is identified by the first part of the Cost Center Code. A Job is entered through the Cost Center and Year/Season Codes as follows: DJ YS "D" is 0 to 8 characters for the GL Department. "J" is 8 to 0 characters identifying the job belonging to ABECAS Introduction--Version 5.1

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the GL Department. "YS" is 2 characters for the Year/Season Code associated with the Job. The Year/Season code is a 2 character code. For years after 1999, we are suggesting that codes be changed from using the last two digits from the year to the first character being an alpha character and the second character being numeric to correspond to the last digit of the year. For example, 2000 would be A0, and not 00. 2001 would be A1, 2002 is A2, etc. When reaching 2010, it would be B0, 2011 would be B1, etc. Jobs may be begin and end at any time. They are not just confined to a fiscal year (as in the case of departments). If the Cost Accounting module is present, then the jobs can be specifically defined, including a starting date, an area/size/other unit, and grouped by type of job through the use of Class Codes. The structure of ABECAS allows each GL Department to also be a job. However, each department may be broken down into as much detail as desired. In some cases, the department may be left as a single job. In other cases, it may be broken into a large number of jobs. These jobs may be productive projects or operations and have bottom line accountability. These are "Profit Centers". Or, the department may be service oriented and divided into service units, such as individual items of equipment. These are "Cost Centers". Types of Jobs Since jobs represent a break down of departments, the types of jobs are similar to the types of departments. (See Figure 3-3.) In most cases, many jobs will make up a department. These may be broken down into the following categories: 1. Projects, Operations, Products, or Management Units that belong to a Production Department 2. Subdivisions of Service Departments, such as individual items of equipment 3. Other GL departments, such as the General & Administrative Department and the Company Level Department Use of Company Level Job Since ABECAS does not require that a Cost Center Code be entered, anything entered to a blank Cost Center will be posted to the Company Level Job. This represents all revenue and expense items that are not otherwise allocated to a specific job or work order. This job is also used if the CA Cost Center Code is set to zero (0) in the GL/CA Setup program. Planning Your Use of the Job Codes The Job Code comprises up to eight characters from the Cost Center Code and the two-character Year/Season Code. The first part of this code, such as one character, is already assigned to represent the GL Department. The remaining characters may be used by you for organizing your Jobs. The second portion of the Cost Center Code may have a single meaning, such as equipment item numbers, fields or products. Alternatively, it may also be split into a major unit and sub-unit. Figure 3- 4 contains a sample of how the Job Codes may be defined. In this example, the Department Code is assumed to be one character (GL Cost Center) and the CA Cost Center is assumed to be all eight characters.

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Cost Center 1001 1002 21 23 301 311 E001 E675

Year/Season 99 99 99 99 99 99 99 99

Cost Accounting Job Description Contracts Department #1, Contract #1, 1999 Contract Year Contracts Department #1, Contract #2, 1999 Contract Year Department #2, Subdepartment #1, 1999 Sales Year Department #2, Subdepartment #3, 1999 Sales Year Ranch #1, Field #1, 1999 Crop Year Ranch #1, Field #11, 1999 Crop Year Equipment Pool, Item #1, 1999 Calendar Year Equipment Pool, Item #675, 1999 Calendar Year

Figure 3-4: Sample Job Codes The Cost Center Codes implied in Figure 3-4 can be diagrammed as in Figure 3-5. Company

GL Department

Dept 1

Dept 2

Dept 3

Dept 4

CA Jobs 1 2 3 Contracts Products/Subdepts Sites/Fields Items 1 2 3 1 2 3 1 2 3

Figure 3-5: Structure of Sample Cost Center Codes Sample Job Codes Figure 3-6 contains a set of Cost Accounting Job Codes for selected industry groups. You will notice that there is no one way that the codes must be defined. The structure of the Job Codes really depends upon how you want your information grouped by job.

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Industry Code Construction Project Mgt. Distribution Retail Farming Ranching 1 6 P 1 1 2 1 2 E E 1 2 3 3 3 4 1 2 1 2 3 E 1 2

GL Department Description Industrial Jobs Zone 6 Jobs Pension Plans No. Fork Nursery Men's Suits Tire Store #2 Ranch 1 Dairy Equipment Pool Equipment Pool Plant 1 Product Group 2 Fabrication Fabrication Fabrication Processing Mine 1 Drilling Local Freight Subhaulers Tomatoes Equipment Pool Zone 1 Residential Code 10305 99 60306 99 P0307 99 1101 99 15 99 210 99 101 99 21 99 E675 99 EI 99 11 99 21 99 31 99 311 99 311 99 411 99 101 99 2101 99 101 99 201 99 301 99 E01 99 101 99 2101 99

CA Job Description Dept 1, Job 305, 1999 Job Year Zone 6, Job 306, 1999 Job Year Pensions, Contract 307, 1999 Contract Location, Pines (101), 1999 Sales Year Suits, High-quality Suits, 1999 Sales Store 2, Repairs, 1999 Sales Year Ranch 1, Field 1, 1999 Crop Year Dairy, Milking Herd, 1999 Prod. Year Equipment, Item 675, 1999 Cal. Year Equipment, All Implements, 1999 Plant 1, Product Group 1, 1999 Product Group 2, Process 1, 1999 Operation 3, Product Group 1, 1999 Operation 3, Product 1, Shift 1, 1999 Operation 3, Shift 1, Product 1, 1999 Operation 4, Sorting, Product 1, 1999 Mine 1, Shaft 1, 1999 Production Year Drilling, Well 101, 1999 Prod. Year Group 1, Route 1, 1999 Year Group 2, Subhauler 1, 1999 Year Commodity 3, Area 1, 1999 Year Equipment, Tractor 1, 1999 Year Zone 1, Canal 1, 1999 Service Year Type 1, Area 101, 1999 Service Year

Manufacturing Processing Packing

Mining Trucking Transportation

Utilities

Figure 3-6: Sample Cost Accounting Job Codes by Industry Your Job Codes In planning your Job Codes, it is best to start with fewer jobs and then expand the number of jobs as you become more familiar with ABECAS. In general, it is easier to add jobs than it is to later reduce the number of jobs. In deciding on your Job Code structure, continually ask yourself the question "Is this presenting information to me at the lowest manageable level of detail?" List your job code structure in the space below, including your coding structure. "Jobs" Associated with the Production/Operations Departments Cost Center Code Year/Season Code

______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ABECAS Introduction--Version 5.1
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______________________________________ ______________________________________ ______________________________________ ______________________________________ "Jobs" Associated with the Service Departments Cost Center Code Year/Season Code

______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ "Jobs" Associated with the General & Administrative Services Department Cost Center Code Year/Season Code

______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________ ______________________________________

Planning Your Cost Centers--Cost Accounting Work Orders


Work Orders represent an alternative way of structuring your Cost Accounting. Work Orders do not have to be defined before they can be used and are independent of the General Ledger Department. Like Jobs, Work Orders can begin and end at any time. Also like Jobs, the historical monthly records on each Work Order in the Cost Accounting module store 12 specific months plus a total for all transactions before the first month ("Prior Period") and a total for all transactions after the twelfth month ("Post Period"). Work Orders are entered as part of the Cost Center Code when entering transactions. It is entered in the format: D-WO# "D" is the department associated with the transaction, and "-WO#" is the Work Order Number, including the hyphen. ABECAS Introduction--Version 5.1
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ABECAS treats all Work Orders as a sub-unit of a Job. If the Cost Accounting module is present and Work Orders are used, then ABECAS requires that each Work Order be assigned to a Job before the end-of-month processing in the month when the Work Order is first used. A program is available that posts Work Orders to the specified Job at the end of each month. In addition, this program also applies an overhead charge, if desired, to each Work Order based on the expenses for the current month. This becomes a credit to a Cost Center/Account/Activity defined in the Work Order Description. This allows you to treat Work Orders as subcontracts, tasks, phases, and so on, and provides control at this lower level. By adding an overhead charge, the part of the Job (Work Order) is fully charged by the time it enters the Job Costing accounts and reports. Use of Master Work Order A Master Work Order, represented simply by a hyphen (-), must be defined if Work Orders are used. In this case, any Work Order that is not defined before the first Endof-month Processing after it is first used will be charged out according to this Master Work Order. This Master Work Order may be a convenient way, in some cases, of automatically charging Work Orders to a single Job. You must determine how you want to use the Master Work Order. Planning Your Work Order Codes The Work Order Code begins with a hyphen and may be up to eight alphanumeric characters in length, including the hyphen. The number of characters must be reduced by the number of characters in your Department Code. For example, if you have a one character GL Department Code, then the Work Order Number can be a maximum of eight characters. This allows you to use the Department Code as part of the Cost Center Code when the Work Order is entered. The Work Order Code will generally be a sequential number based on either a Contract Number, your Work Order Control Number, or some other number assigned by you in such a way that you have control over your Work Order Number. In most cases, Work Orders will be numerical rather than alphabetic. However, an alphabetic character/s may be used at the front of the Work Order Number to indicate a type or group of Work Orders. Sample Work Orders Work Orders are useful for controlling particular tasks, lots, maintenance and repairs, and so on, associated with a job and/or department. A sample of how Work Orders may be used for a few selected industries is shown in Figure 3-7. You will notice that there is a wide range of use for Work Orders.

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Industry Construction Project Mgt.

Sample Use of Work Orders Subcontracts on a job Work orders assigned to a department for work on a job Task or part of a contract Equipment repair work order Work orders given to service department Promotional activities Custom work Equipment repair Shrubbery planting Land Clearing Geranium Production order Specific product Specific lot Specific batch or run Subcontracts Production period Batch, run or area Subcontract on area, region, etc. Equipment repair Specific loads Subhauler control Equipment repair Maintenance control Minor construction Subcontracts Equipment repair

Job Charged with Work Order at End of Month Contract (Job) Contract (Job) Contract (Job) Equipment Item Using Department Using Department Field or Crop Equipment Item Chain Contract Land Preparation Spring Sale Planting Product Group, Process, Plant Location, Area, Shaft, Well, Product Group, Equipment Item Group, Load, Commodity, Equipment Item Zone, Canal, Equipment Item

Distribution Retail Farming Ranching Nursery Landscaping Manufacturing Processing Packing

Mining

Trucking Transportation Utilities

Figure 3-7: Sample Cost Accounting Work Orders by Industry Your Use of Work Orders Work Orders could easily grow to an unmanageable volume if not properly planned in advance. In general, Work Orders should be implemented in a later stage after you have the other aspects of your system working the way you want. Work Orders require monitoring for an end-of-month condition as well as requiring additional management to handle the volume of data involved. However, if they are needed, then they should be used. Your use of Work Orders is as follows: "Work Orders" Associated with the Production/Operations Department ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

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______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ "Work Orders" Associated with the Service Departments ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ "Work Orders" Associated with the General & Administrative Services Department ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Planning Your Chart of Accounts


The Chart of Accounts is required by ABECAS regardless of whether you have standalone modules or a fully integrated ABECAS system complete with General Ledger/Cost Accounting. An Account Number is required for every accounting entry into ABECAS, regardless of module. These Account Numbers represent the object of your transactions and may be referred to as "Object Codes". Not only are these Account Numbers used to categorize transactions, but they are also used to provide the structure of how the financial and management reports will appear in the GL/CA modules. In particular, these codes determine the structure of the Balance Sheet, Income Statement, Trial Balance, and the Cost Accounting reports.

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How Many Characters? ABECAS allows you to use up to eight characters for the Chart of Accounts. It further allows you to define how many of these characters will apply to the General Ledger and how many to the Cost Accounting. The number of characters applied to each depends upon (1) your existing code structure, (2) the level of detail required in your GL accounts, (3) range of numbers used, (4) ease of use, and (5) habit. In general, the fewer characters used, the easier they are to work with. In many cases, a three character code is sufficient for the General Ledger Accounts. With proper structure and spacing, this potentially leaves plenty of room for you to expand your Chart of Accounts later as needed. Also, ABECAS allows you to use alphanumeric codes. Hence, if you get to the end of a numeric sequence, you may expand the sequence by using alphabetic codes. For example, if you have used Account 199 and require another account after that but before the next group starting at 2, then 19A, 19B, ..., 19Z, and so on, may be used. If you are used to using a four character Chart of Accounts, or feel that additional detail may be required in the General Ledger, then consider using a four character Chart of Accounts. Generally, you will want more detail in the Cost Accounting Accounts than in the General Ledger Accounts. Hence, it is generally desirable to define the Chart of Accounts for Cost Accounting purposes as an eight character code. If your system is configured to post the first three characters of the Account Number to the General Ledger and eight to the Cost Accounting, then the following is an example of how additional detail may be used in the Cost Accounting. Notice that all of the packing materials post to a single General Ledger Account: Account Number 630 6300100 0 6300110 0 6300120 0 6300130 0 6300140 0 6300150 0 Description Packing Materials Unassembled Boxes Assembled Boxes Cans Dividers Wrapping Material Labels Posts As: To GL 630 630 630 630 630 630 630 To CA 630 6300100 0 6300110 0 6300120 0 6300130 0 6300140 0 6300150 0

Setting Up Account Ranges ABECAS requires that you follow the generally accepted accounting convention for a Chart of Accounts. That is, assets followed by liabilities, capital (equity), revenue, and expenses. It is usual to begin each of these groups with an easily identified number. For example, assets may start with a 0 or 1 and end with 099999, or 199999, or 299999. This would be immediately followed by liabilities starting with 1, 2 or 3, and so on. The default account ranges used in ABECAS, along with an alternative set of account ranges, are shown in the following figure. Enter your account ranges in the space provided.

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Account Category

Default Account Ranges Low High 2zzzzzzz 3zzzzzzz 3zzzzzzz 4zzzzzzz zzzzzzzz

Alternative Account Ranges Low 1 3 38 4 5 High 2zzzzzzz 37zzzzzz 38zzzzzz 4zzzzzzz zzzzzzzz

Your Account Ranges Low ______________ ______________ ______________ ______________ ______________ High ______________ ______________ ______________ ______________ ______________

Assets Liabilities Equity Revenue Expenses

1 3 3 4 5

Figure 3-8: Sample Account Categories in a Chart of Accounts Types of Accounts ABECAS allows you to define two types of Account Numbers. (1) Detail (detail) Accounts (Type = 0) are used in entering transactions and in storing account information. And (2), accounts used in structuring reports. These latter accounts may be referred to as Formatting Accounts and are only used by the full General Ledger/Cost Accounting modules. If you have only the GL/CA Codes modules, then only the detail accounts have to be defined. The Type of Accounts used are as follows: 0 Detail Account These Account Numbers may be used when entering transactions. When posted to the GL/CA modules, GL/CA accounts are automatically created if this is a new account. These Account Numbers are loaded into memory as part of the "Common Codes" when the Company Code is first entered. They are used for on-line data validation throughout ABECAS. This is the default account type. Summary Account These Account Numbers precede the group of detail accounts they summarize. They are used to group detail accounts in the financial reports. If the summary option is chosen in these reports, then only this description prints along with the total of the associated accounts. It is not valid as a detail account. Heading These Account Numbers precede the summary and detail accounts. They are used as headings for a group of accounts, such as current assets, revenue, and so on. You can have several TYPE 7 accounts together but only the last is used in association with a TYPE 8 account. It is not valid as a detail account. Total These Account Numbers print the "total" for all accounts that rest between the preceding TYPE 7 heading account and itself. These accounts must come after the last detail account you want to include and before the next TYPE 7 or TYPE 9 account. It is not valid as a detail account. Net Amount These Account Numbers print the "balance" for all accounts that rest between the starting account and itself. For the Balance Sheet, the two sides (asset and liability/capital) are treated separately and each must have a TYPE 9 account as the last account in order to print the total for that side. For the Income Statement, each TYPE 9 account prints the balance from the beginning of the report. Some typical TYPE 9 accounts are "gross income", "net direct income", "net operating income", and "net income". It is not valid as a detail
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account. Defining Account Groups Having defined the account ranges, you can provide structure to your Chart of Accounts by defining broad account groups within each category of accounts. The account categories and associated account groups represent broad groupings of accounts. These will generally be represented by a major heading for the account category, such as Assets, and a subsequent major heading for the account group, such as Current Assets. Figure 3-9 contains a typical set of account groups and associated account ranges. The default account ranges are used in the examples that follow. The alternative account range is used in the sample Chart of Accounts included in Chapter VII. This provides you with another example of how a Chart of Accounts may be established. Notice that the account ranges are displayed at the three character level. You may want to use all eight characters available for the Account Number. Also, the characters following the beginning of the range may be left blank while the characters indicating the end of a range may be entered as Z's. This provides a complete range for the ASCII character set which begins with blank and goes beyond uppercase Z's to lowercase z's and beyond (See Appendix G). Account Category Account Group Default Account Ranges Low Assets Liabilities Capital/ Equity* Current Assets Long Term Assets Current Liabilities Long Term Liabilities Partnership: Partner 1 Partner 2 Asset Revaluation Undivided Earnings Corporation: Capital Stock Earnings/Other Business Revenue Other Revenue Cost of Goods Sold Labor Expenses Direct Operating Expenses Indirect (G & A) Expenses Other Expenses 100 200 300 380 400 410 450 490 400 450 500 580 600 0 700 800 900 High 199 299 349 399 409 419 489 499 449 499 579 599 699 0 799 899 999 Alternative Account Ranges Low 1 2 3 35 38 383 39 395 38 39 4 48 5 6 7 8 9 High 1ZZ 2ZZ 34Z 37Z 382 38z 394 3ZZ 38Z 39Z 47Z 4ZZ 5ZZ 6ZZ 7ZZ 8ZZ 9ZZ Low _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ Your Account Ranges High _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________

Revenue Expenses

Figure 3-9: Sample Account Groupings in a Chart of Accounts Selecting Summary Accounts In setting up the structure of your Chart of Accounts, consideration should be given to the kind of summary reports that you would like to obtain from ABECAS. This is particularly true if you have the full General Ledger/Cost Accounting modules. ABECAS allows you to print the General Ledger Financial Statements at both a summary and detailed level. In printing at the summary level, it uses the Summary Accounts that are defined in your Chart of Accounts (Account ABECAS Introduction--Version 5.1
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Type = 1). It is strongly recommended that you focus on these Summary Accounts before beginning to list your detailed accounts. In this way, the actual structure of your accounts will reflect both levels of accounts. Figure 3-10 represents a fairly typical listing of Summary Accounts. You may want to reorder the Summary Accounts as well as to add or subtract accounts that are beneficial or irrelevant to you, respectively. Also, the account ranges are only a sample of what may be used. Notice that a two-character Account Number is used for each Summary Account.

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Account Group

Summary Account

Default Account Range Low High 119 129 139 159 169 179 199 209 219 229 239 279 289 299 309 339 349 359 369 379 389 399 449 489 499 519 539 559 579 589 599 619 639 659 689 709 729 739 749 759 769 779 789 799 809 Low

Your Account Range High ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________
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1 Current Assets

10 12 13 14 16 17 18 20 21 22 23 25 28 29 30 31 34 35 36 37 38 39 40 45 49 50 52 54 56 58 59 60 62 64 68 70 71 73 74 75 76 77 78 79 80

Cash Account Accounts Receivable Merchandise Inventory Production Supplies Inventory Office Supplies Inventory Work in Process Prepaid Expenses/Other Notes Receivable Investments Machinery & Equipment Vehicles Building & Improvements Land Intangible Assets Taxes Payable Payroll Deductions Payable Accounts Payable Notes Payable Accrued Expenses Other Current Liabilities Mortgages Payable Notes Payable Capita Contributions Asset Revaluation Earnings Production Revenue Services Revenue Contracts Revenue Miscellaneous Revenue Extraordinary Income Nonbusiness Income Cost of Merchandise Sold Cost of Goods Produced/Sold Cost of Contracts Completed Inventory Adjustments/Other Labor Expense Production Supplies Production Services Subcontracts Equipment Expenses Land & Building Expenses Selling Expenses Miscellaneous Expenses Contra Expenses Overhead Labor Expenses

100 120 130 140 160 170 180 200 211 220 230 250 280 290 300 310 340 350 360 370 380 390 400 450 490 500 520 540 560 580 590 600 620 640 680 700 710 730 740 750 760 770 780 790 800

____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________

2 Long Term Assets

3 Current Liabilities

Long Term Liabilities 4 Capital/Equity

5 Business Revenue

Other Revenue 6 Cost of Goods Sold

7 Direct Operating Expenses

8 General &

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Account Group

Summary Account

Default Account Range Low High 819 829 839 849 859 869 879 889 899 939 979 999 Low

Your Account Range High ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________

Administrative Expenses

81 82 83 84 85 86 87 88 89 90 94 98

Office Supplies Communication Expenses Travel Expenses Office Facilities/Equipment Finance Expenses Professional Services Taxes & Insurance Miscellaneous Expenses Overhead Allocation Extraordinary Expenses Nonbusiness Expenses Income Taxes

810 820 830 840 850 860 870 880 890 900 940 980

____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________

9 Other Expenses

Figure 3-10: Sample Summary Accounts in a Chart of Accounts. The Summary Accounts allow you to better organize your Chart of Accounts. For example, all of your Cash Accounts, including the various checking accounts, savings accounts, money market accounts, and other cash accounts, may all be grouped into a single summary account called "Cash Accounts". The same is true for Accounts Receivable, and so on. For ease of identification and for simplicity in arrangement, the Summary Accounts may be defined as two characters in the Chart of Accounts. For ease of reading your Balance Sheet and for consistency, it is desirable to arrange your accounts in order of liquidity. Hence, Current Assets come before Long Term Assets. Within Current Assets, the more liquid assets come first and are followed by less liquid assets. Generally, assets that can or will be converted to cash within 12 months are considered "Current Assets". Among the Current Assets, the most liquid are the Cash Accounts, followed by the Accounts Receivable Accounts, followed by the Inventory Accounts, and so on. On the liability side, the same rule should be followed. That is, Current Liabilities should be followed by Long Term Liabilities. And within each category, they should be grouped by the timing and certainty of when they will be paid, with the most immediate and most certain first. For example, Taxes Payable may be listed before Accounts Payable. Among the Long Term Liabilities, the secured obligations should generally come before the unsecured obligations. Among the Income Statement Accounts, the most controllable accounts should normally be listed first. This applies to both the revenue and the expense accounts. Hence, the main Business Revenue comes before secondary sources of revenue. Also, among the expenses, the Direct Operating Expenses come before Indirect Operating Expenses. Non-Business Expenses should be at the end. The possible exception to this rule is that Non-Business Revenue may be listed at the end of the Revenue Accounts. The alternative is to list to the Non-Business/Extra-Ordinary Business Revenue after the Business Expenses but before Non-Business/Extra-Ordinary Expenses. In this way, the "bottom line", represents the Net Business Profit followed by the Net Overall Profit. The disadvantage of this is that the Non-Business Revenue will be displayed in an Income Statement with a negative (-) sign. Selecting Your Detailed Accounts The Detailed Accounts are the accounts that you will use on a day by day basis. While enough accounts must be defined to allow you to operate at the level of detail desired, it is desirable not to make your Chart of Accounts too expansive. In general, it is better to add accounts later than to overburden the initial Chart of Accounts with every possible account that you may eventually need. By setting up the Summary Accounts first, it is easy to add accounts as you go along. ABECAS Introduction--Version 5.1
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The Detailed Accounts listed in Figure 3-11 represent some typical accounts for a range of businesses. Each of these Detailed Accounts is described in more detail in the following pages. You must decide which accounts apply to your business and how they should be ordered. The even more detailed Detail Accounts listed for some of these accounts is meant to be illustrative only. They are summarized in Figure 3-13 at the end of the section. While some of the accounts required for the specialized ABECAS modules are listed, many are not. Each of the specialized Detail Accounts are discussed in Chapter III of each of those modules. Detailed Accounts should be added to or subtracted from this list, as appropriate.
Account Group 1 Current Assets 105 125 129 159 191 311 321 331 341 345 371 373 Long Term Liabilities 5 Revenue 381 391 511 517 531 551 561 571 579 Detailed Account Petty Cash Account Employee Advances Allowance for Bad Debts Inventory Clearing Account Other Current Assets Fed. Payroll Taxes Payable State Payroll Taxes Payable Other Payroll Deductions/ Contributions Trade Payables Subcontractors Payable Deposits Received Unearned Income Secured Notes Payable Unsecured Notes Payable Sales Returns/Adjustments Unearned Sales--Cash Not Yet Received Service Revenue Adjustments Contract Revenue Reversals Misc. Income Charges Misc. Revenue Reversals Inventory Transfers Account Group 2 Long Term Assets 219 229 239 279 Detailed Account Allowance/Loss on Investments Accum. Depreciation on Machinery & Equipment Accum. Depreciation on Vehicles Accum. Depreciation on Buildings & Improvements Owner/Shareholder Contributions Owner Withdrawals Current Earnings Salaried Labor Hourly/Piece Rate Labor Commission Personnel Overtime Premium Expense Manual Check Adjustment Account Overhead Allocation Contra Account Payroll Burden Expense Production Supplies--Group I Production Supplies--Group II Production Services Insurance Expenses Taxes Overhead Charged to Cost Centers Overhead Charged to Work Orders

3 Current Liabilities

4 Capital/ Equity

401 405 495 701 703 704 705 707 708 709 711 721 731 871 875 891 893

7 Direct Operating Expenses

8 General & Admin. Expenses

Figure 3-11: Sample Detailed Accounts in a Chart of Accounts (refer to the prior table for sample summary accounts) Current Assets These accounts are normally defined as containing assets that are liquidated or "turned" within 12 months; that is, converted to cash, to another asset, or expensed within 12 months. The most liquid accounts are generally placed first followed by accounts in decreasing order of liquidity. 101 Cash Account You may have one or more Cash Accounts, but you must have at least one Cash Account as many modules require a default Cash Account. Since the Cash Account can be specified by module, a different default Cash Account may be used for each module. This means, for example, that the Payroll can have a different checking account than the Accounts Payable. Also, in the case of manual checks in the Accounts Payable and Payroll modules and cash payments/ refunds in the Accounts Receivable module, you may specify the relevant Cash Account at the time of entry. Hence, ABECAS supports multiple Cash Accounts, including savings and other interest bearing accounts that are used for selected transactions. ABECAS Introduction--Version 5.1
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105 Petty Cash Account This account is used as your cash-on-hand account for paying small invoices in cash. Periodically, it is reimbursed from your checking account. At that time, the invoices will be used to provide the distributions associated with the reimbursement. Normally, this account is maintained as the amount that was initially deposited to it. Only when it is reimbursed is the expense aspect of this account recognized. 121 Accounts Receivable This is required by the Accounts Receivable module. Since the Accounts Receivable account can be assigned by customer, ABECAS allows you to have multiple Accounts Receivable accounts. Hence, customers can be assigned to different accounts depending upon the type of customer. For example, customers that are regular trade receivables may be assigned to a Trade Receivables account. Producers who have been given advances, may be assigned to a Producers Receivable account. Employees and special customers may be assigned a different Accounts Receivable account. In any event, the sum of these control accounts must exactly match the current balance for all customers in the Accounts Receivable module. This is an accrual basis account and is not normally used on a cash basis. 125 Employee Advances If employees receive loans from you, then this is an asset until it has been deducted from the employee's wages or has been repaid in cash by the employee. 129 Allowance for Bad Debts If some of your Accounts Receivable accounts are questionable and may eventually be written off, then you need this account. During the year when these receivables were first acquired, you have an expense for Bad Debts with an offsetting amount being placed in this account. This is a "contra" account against your Accounts Receivable and is normally a credit account. When you actually write off your bad debts, then you debit this account and credit your Accounts Receivable account. This is normally done as a credit or adjusting entry in the Accounts Receivable module. 131 Merchandise Inventory If you have finished merchandise ready for sale, such as completed projects, manufactured products, harvested crops, and so on, then these finished goods should be included in this account. In fact, if you have different types of finished inventory such as purchased inventory and inventory you manufactured, then you may want to have separate accounts for each type. The use of Multiple Inventory Control accounts is supported by the Inventory Management module by assigning a different Product Category Code to each group of inventory items. 141 Production Supplies Inventory This account is used for items purchased and held in inventory ready for use in the production process. For example, chemicals inventory, building supplies, feed inventory, and so on. This account may be divided into more than one account if it is useful to maintain your inventory by type, such as 143 for Chemical Supplies, 147 Fuel Inventory, 152 Lumber Supplies, 155 Packaging Supplies, and so on. The use of multiple Inventory Control Accounts is supported by the Inventory Management module by assigning a different product Category Code to each group of inventory items. 159 Inventory Clearing Account The Accounts Payable module requires that you define this account. This account is used on an accrual basis when inventory transactions are entered into the Accounts Payable module. (On a cash basis, they are expensed to the distribution accounts entered in the Accounts Payable module.) If you have the Inventory Management module, then this account is automatically used as the credit account for purchases. This is defined in the Inventory Management Setup program. In this case, the sum of the items purchased and placed into inventory should equal the sum of the items purchased through Accounts Payable. Hence, this account should always be zeroed out. ABECAS Introduction--Version 5.1
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If you do not have the Inventory Management module, then items placed into inventory through the Accounts Payable module must be allocated to production when used. This requires that a transaction be entered through the Allocation Journal in the GL/CA module. In this case, this account is used as the "from" account. The inventory transferred out of this account must equal the inventory originally entered into this account through the Accounts Payable module. Hence, it must be reduced to zero as the inventory is used. 161 Office Supplies Inventory If you have a significant inventory of office supplies, then you may want to have an account specifically for these supplies. The offsetting expense account is generally the Office Supplies Expense account. 171 Work in Process If your production or contract activities are considered work in process until you complete and sell your work, then you may choose to maintain your accumulated expenses in a Work in Process account. In construction, for example, you may use account 173 for Contracts In Process. In manufacturing, account 175 may be used for Production-In-Process. While the total accumulated expenses may be broken down into Detailed Expense accounts, they are generally maintained as a single account. In this case, the expense details are maintained in the expense accounts with the Work-in-Progress being transferred through a contra account, such as "Expenses Charged to Contracts in Progress" or "Expenses Charged to Production-In-Process". As these items are completed, they are transferred to the "Merchandise Inventory Account" or to the "Cost of Goods Sold Amount", if sold. Since ABECAS only posts revenue and expense transactions to the Cost Accounting, your production or contract activities must be expensed and then inventoried based on their value at a particular point in time, such as at the end of a year, end of a quarter, or end of a month. In this case, the Work in Process Account is used as an inventory account for the total value of the jobs/ production still in process as of that date. This approach is generally easier to work with. 181 Prepaid Expenses If you have significant prepaid expenses at the end of a period, then you will need this account. This will allow you to carry forward prepaid rent, insurance, taxes, and other expenses as an asset to be expensed when they are consumed. In this case, these items will not be an expense in the current fiscal year. This is an accrual basis account. 191 Other Current Assets If you have current assets that do not fit neatly into the above categories, such as deposits given, then you may want to have an "Other" account. Non-Current Assets These accounts represent assets that normally remain in your possession for more than 12 months. Again, the most liquid accounts should be listed first with the least liquid accounts last. 201 Notes Receivable If you have given loans to others where repayment is more than one year into the future, then you will need one or more Notes Receivable accounts. This allows you to put the amount of that loan into your Long Term Assets. In some cases, the current portion (the amount due within the next 12 months) is placed as a Notes Receivable in the Current Assets portion of the Balance Sheet, such as account 127 for Notes Receivable. 211 Investments--At Cost If you have investments, including investments in co-operatives, then you will need this account. These investments should be shown at your cost. You may prefer to have different accounts if you have more than one type of investment, such as account 213 for Bond Investments, 215 for Securities Investments, 217 for Co-operative Investments, and so on. You may also want to put co-operative retains into this category as well.

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219 Allowance for Loss on Investments While investments do not depreciate as such, the market value does fluctuate. Since generally accepted accounting convention is to value all assets at the "lower of cost or market", then this account is necessary if the value of your investments falls below your cost. This is a "contra" account with the allowance being recorded as a credit amount. The offset expense account will generally be one of the extraordinary expense accounts. 221 Machinery and Equipment--At Cost This account maintains a "cost basis" record of your machinery and equipment. This is the machinery and other fixed plant at your production facility. If desired, this may be broken down into groups of items, such as 223 for Plant Equipment, 225 for Site Equipment, 227 for Field Equipment, and so on. 229 Accumulated Depreciation--Machinery & Equipment As the machinery and equipment are depreciated, then its value as an asset must be reduced. It is preferable to maintain the accumulated depreciation separately from the cost. In this case, as depreciation expense is recorded, it is entered as an offsetting entry to this account. Since this is a "contra" account, the depreciation allowance is recorded as a credit entry. When an asset is sold, its accumulated depreciation is entered as a debit amount. 231 Vehicles--At Cost You may or may not desire vehicles to be a separate category. If you do, then create an account for the original cost of your vehicles. Again, vehicles can be broken down by type, such as 233 for Tractors, 235 for Trailers, 237 for Pickups, and so on, if desired. 239 Accumulated Depreciation--Vehicles If you have a separate category for vehicles, then the accumulated depreciation on these vehicles should be entered into its own account. Alternatively, you may want to use just one account for all accumulated depreciation. This account would operate similarly to account 229. 251 Buildings and Improvements--At Cost Buildings owned by you and/or improvements made to leasehold properties that you rent on a long term lease are assets and should be recorded at your cost. You may want to have more than one account if you have several significantly different types of buildings or if you both own and lease buildings. For example, 253 for Production Facilities, 255 for Storage Facilities, 257 for Office Buildings, 261 for Irrigation Facilities, 263 for Sewerage Facilities, 265 for Roads, and so on. 279 Accumulated Depreciation--Buildings/Improvements This account is used to accumulate the depreciation that has been charged on buildings and improvements. This account would operate similarly to account 229. 281 Land--At Cost This is among the least liquid of your assets and so comes towards the end of the assets. Where land can be separated from its buildings and improvements, then it should be placed in its own account. Land is not depreciable and so should be accounted for separately. 291 Intangible Assets--At Cost If you have intangible assets, then you will need this account. For example, if you capitalized the legal and other costs of setting up your business, then account 293 maybe used for Formation or Organization Expenses. If you purchased your business and paid "goodwill", then account 295 maybe used for goodwill. If the intangible asset is depreciable, then you will also want account 297 for Accumulated Depreciation--Intangible Assets. Current Liabilities These accounts represent liabilities that will fall due within the next 12 months. In general, the most immediate and the most mandatory liabilities are listed first.

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301 Sales Tax Payable If you collect sales tax on behalf of a government agency, then this represents a liability to you. You have simply acted as a collection agent. In most cases, the sales tax is not treated as revenue but is entered as a liability to this account at the time of the sale. Taxes collected are a credit entry whereas payments made decrease this account and are a debit entry. Sales Tax codes are established in the Accounts Receivable module for all modules. 311 Federal Payroll Taxes Payable Federal payroll taxes withheld from employees should be entered to this liability account at the time you write their paychecks. This allows you to monitor your obligation for these payroll taxes. If you want, you may split the Federal tax withholdings between Account 313 for Federal Income Tax Withheld and 315 for FICA--Social Security Tax Withheld. Also, the ABECAS Payroll module allows you to recognize the employer's FICA (Account 315) and Unemployment Tax (Account 317) obligations at the time an employee is paid. These are expensed at that time as part of the Payroll Burden Account. 313 State Payroll Taxes Payable State payroll taxes withheld from employees should be entered to this account. Again, you may prefer to split this into more than one account if you withhold for more than one purpose. In California, for example, you may use account 323 for State Income Tax Withheld, account 325 for State Disability Insurance (SDI) Withheld, 327 for State Unemployment Tax, and so on. The employer paid taxes are recognized by the ABECAS Payroll module and are expensed as part of the Payroll Burden Account. Different work and resident state withholdings may also be established and separate accounts for each state may be created. 319 Other Payroll Deductions/Contributions If you deduct medical insurance, garnishments, savings, union dues, and other amounts, then these should be entered to this account. Also, you may have contributions that you make on behalf of your employees. This allows you to separate these deductions and contributions from the tax deductions. Again, these may be separated into different accounts if separate accounts are meaningful to you. In particular, you may choose to recognize your Worker's Compensation Insurance liability in this way. These contributions are also expensed by the ABECAS Payroll module as part of the Payroll Burden Account. 341 Trade Payables This account is required by the Accounts Payable module. Each vendor may be assigned to an Accounts Payable account specified by you. This allows you to have multiple control accounts for the Accounts Payable module. Each control account may be assigned a different group of vendors. This account represents your obligations on your normal purchases, such as to your regular suppliers. Separate control accounts should be used for other types of payables such as Taxes Payable, Subcontractors Payable, Notes Payable, Growers Payable, Participants Payable, and so on. 345 Subcontractors Payable If you use subcontractors, particularly if you withhold a retainer or a percentage, then you will need this account. This will provide a control account in the General Ledger for your subcontractors. 351 Notes Payable If you have bank loans and other obligations due within the next 12 months, then you will need this account. This will represent the principal amount due. If there is accrued interest, then it may be added to this account or placed in a separate account, such as account 363 for Accrued Interest Expense. In the case of major loans, you may prefer to list each obligation in a separate account so you can track each obligation separately. 361 Accrued Expenses If you need to account for interest, labor, insurance, and other obligations that you may have incurred but have not yet been billed for, then you will need this account. This allows you to record obligations incurred in the current period that will be paid in future periods. You may want to break down these accrued expenses into separate accounts, such as 363 for ABECAS Introduction--Version 5.1
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Accrued Interest Expense, 365 for Accrued Labor Expense, and so on. 371 Deposits Received If you accept deposits from your customers as a condition of sale, then these deposits should not be recognized as income until the sale is completed. In this case, these deposits should be recognized as a liability and maintained as a separate account. 373 Unearned Income If you receive cash for sales before the transaction is complete, such as payment for products that you have not yet delivered, then you will need this account. This account is used where you have made the sale and been paid for the goods or services but you have not yet manufactured and/or delivered the goods or services. This is a credit entry. The other half of this transaction is a contra account against the appropriate revenue account. Non-Current Liabilities These accounts are used for obligations that are due more than 12 months from now. In some cases, the current portion of such obligations may be included among the current liabilities. In general, these liabilities should be listed with the most immediate and most demanding first followed by the more distant and less demanding liabilities. 381 Secured Notes Payable If you have intermediate - or long-term loans secured by property or other assets, then the principal amount of these loans should be listed in this account. You may want separate accounts, such as 382, 383, and so on, for each major loan. Your obligations on your rental and lease agreements may or may not have to be specifically included in this category. Consult with your accountant. 391 Unsecured Notes Payable If you have intermediate - or long-term loans that are not secured against any particular property or other assets, then you will need this account. You may want separate accounts, such as 392, 393, and so on, for each major loan. Longer term personal loans to the business are often recorded in this account. Equity or Capital Accounts These accounts represent the owner's investment in the business. This includes what was originally invested or "contributed" to the business plus all subsequent earnings less withdrawals. If you have revalued your assets, then this revaluation amount will also be in this section. 401 Owner/Shareholder Contributions This account represents the amount that the owners have contributed, at cost, to the business. If there are partners in the business, then you may choose to show the capital contribution of each partner in separate accounts, such as 401, 411, 421, and so on. If it is a corporation, then you may simply label this account Capital Stock. 405 Owner Withdrawals All proprietor or partner withdrawals from the business must be recorded to an account. This account is a "contra capital" account. This means that withdrawals are entered as a debit to this account. If there are partners, then you may choose to show the withdrawals of each partner in separate accounts, such as 405, 415, 425, and so on. If this is a corporation, then you may simply label this account Dividends Paid. 451 Asset Revaluation Account If you have revalued your assets so as to give more realistic Balance Sheet values, then the amount of this revaluation will be included in this account. In this case, the assets are valued at their new values rather than at cost. If there are partners, then this revaluation may be split among the partners and recorded separately for each partner, such as in account 407, 417, 427, and so on. 491 Retained Earnings--This is a required account in the GL/CA modules. This account must be entered into the GL/CA Setup program. It is used for recording the net profit or loss as you proceed from one year to the next. The End-of-Month Processing program automatically takes ABECAS Introduction--Version 5.1
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the net profit or loss at the end of your fiscal year and records it in this account as an opening entry for the following year's Balance Sheet. After this account has received the retained earnings, it may then be allocated between the partners, if any. For this purpose, you may use additional accounts, such as 403 413, 423, and so on. 495 Current Earnings This is a required account in the GL/CA modules. This account must be entered into the GL/CA Setup program. It is used in the Balance Sheet to display the net profit or loss for the current year. This account can not have any transactions entered directly to it. Also, it must be the last equity account. Revenue Create as many revenue accounts for your business income as you reasonably require for management purposes. Separate accounts should be used for each category of revenue that you want to record and analyze separately. If you have multiple revenue accounts, then it must be relatively simple for you to divide your revenue to that level of detail. Hence, you may want to simply have one revenue account because that is the level of detail that is easy to obtain. On the other hand, you may be able to record the type of product or service at the time of sale, such as through a cash register that gives you multiple breakouts. In this latter case, you can enter the sales information by these breakouts on a daily basis. Or, if you are using the ABECAS Accounts Receivable module to record each invoice, then it can be broken down at that time. For example, a contractor may break down revenue by type of contract, a fuel distributor by type of product, a nursery by plant type, a farmer by crop, a livestock operation by type of animal, and so on. The only requirement is that it must be relatively easy for you to separate your revenue by account. To do it sometimes but not consistently may not give you the results you expect. 501 Production Revenue As indicated, revenue may be split into more than one account. These accounts should be labeled to represent the nature of the revenue. For example, Account 501 may be used for Merchandise Sales, or Regular Gasoline Sales, or Cotton Sales, or Taxable Sales, or Store One Sales, and so on, as appropriate. 511 Sale Returns/Adjustments If adjustments/allowances are made on invoices and/or goods are returned and/or you must issue adjustments on goods sold, then you will need this "contra" revenue account. By having a separate account, it allows you to track such "credits" separately. Entries to this account reduce your revenue and are debit entries. If you are using the ABECAS Accounts Receivable module, then you will want to set up Distribution Codes specifically for this purpose. 517 Unearned Sales--Cash Not Yet Received This account is required by the Sales Order Processing, Freight Billing, and Utility Billing modules. This account is used to offset the postings made to the cash basis General Ledger for revenue from these modules where the cash has not yet been received. That is, this represents the revenue recorded to the cash basis GL where the cash has not yet been received. This account is transferred with the invoice to the Accounts Receivable module as the "distribution" for the invoice. When the cash is received, then the cash is posted to this account. This results in the cash basis revenue being correct at the consolidated level but the department revenue is on an accrual basis. This adjustment posts to the company level. 521 Service Revenue Create as many revenue accounts for the different types of services as you may reasonably require for management purposes. These accounts should be labeled to represent the nature of the revenue. For example, account 521 may be used for Personal Services, 522 for Installation Services, 523 for Repair Labor, 524 for Custom Services, and so on, as appropriate. 531 Service Revenue Adjustments If adjustments must be made to your service charges on the original invoice and/or after you have issued the invoice, then you may want to record these ABECAS Introduction--Version 5.1
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adjustments in a separate "contra" revenue account. These adjustments reduce your revenue and are a debit to this account. 541 Contract Revenue If you perform jobs on a contract basis, then you will need this account. This revenue may be split into as many accounts as you may reasonably require for management purposes. This may be by type of job or by contract if there are only a few contracts. 551 Contract Revenue Reversals If adjustments (credits) must be made on your original billing and/or after you have issued the invoice, then you may want to record these adjustments in a separate "contra" revenue account. These adjustments are a debit to this account. 561 Miscellaneous Charges This account is required by the Sales Order Processing and Accounts Receivable modules. This account is required if your invoices include charges for packaging materials, freight, and other services. You may want to create one or more separate accounts for these charges. These may be broken into taxable and non- taxable accounts, if desired. 571 Miscellaneous Revenue Reversals If adjustments (credits) must be made to your original billing and/or after you have issued the invoice, then you may want to record these adjustments in a separate "contra" revenue account. These adjustments are a debit to this account. 579 Inventory Transfers The ABECAS Inventory Management module allows you to transfer items into and out of inventory in a manufacturing type operation. This is usually referred to as inventory usage and inventory receipt transactions. In essence, raw materials and subassemblies are transferred to a Cost Center for manufacturing purposes. After the work is completed, the semi-finished or finished product is returned to inventory. This results in the Cost Center being charged for the inventory used and being given credit (revenue) for the items produced. However, since this is only an internal transaction, both sides of this transaction must be to the same General Ledger Account. However, for Cost Accounting purposes, it can be assigned in more detail. For example, you might use Account 579 for Transfers To/From Inventory for the General Ledger, and Account 57901 for Inventory Transferred To Production Process and Account 57902 for Inventory Returned From Production Process. The benefit of including these accounts among the revenue accounts is that, in the Cost Accounting, the net difference between the revenue and expense charged for these items will be shown on the revenue line at the foot of each Cost Accounting Report. If they were grouped with expenses, such as in account 799, then they would be grouped as expenses at the foot of the Cost Accounting Reports. By using revenue accounts, it allows you to set the actual production costs against the standardized production costs as incorporated into the inventory prices. Other Income If you have other sources of income, then this income may be placed among the revenue accounts. In this case, it will be included as part of your revenue in an Income Statement. You must decide whether this significantly distorts your revenue and so reduces the value of your Income Statement for management purposes. On the other hand, you may prefer to put "other" income at the end of your Income Statement. In this case, these accounts would come after your business expenses and before your "other" expenses. The disadvantage of this approach is that these accounts will be treated as expense accounts whereby the revenue will be listed in the Income Statement with a negative (-) sign. If you do not find this desirable, then place your "other" income as a revenue account. In the case of your non-business income, you may prefer to create a separate set of records (different company) for your non-business revenue and expenses. 581 Extraordinary Income Extraordinary business income results from transactions affecting the business that are not part of its usual functions. For example, the gain on an insurance claim, the ABECAS Introduction--Version 5.1
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gain on the sale of equipment or buildings, the gain on the sale of investment, and so on. Create as many separate accounts as you reasonably require for management purposes. These may include account 583 for Ordinary Income from Sale of Stock/Assets, 585 for Capital Gains from sale of Stock/Assets, and so on. 591 Non-Business Income Create as many separate accounts as you reasonably require for management purposes. These may include account 593 for Dividends Earned, 595 for Interest Earned, and so on. Cost of Goods Sold These accounts are used to record the cost of the merchandise, contracts, production, and other items that have generated the revenue to the business. This includes (1) the cost of items purchased for resale, adjusted for opening and closing inventory, (2) the cost of items produced and sold by the business and (3) the cost of contracts completed by the business. In the two latter cases, the expenses may have been capitalized as Work-in-Process or as Finished Goods Inventory. As goods are sold or jobs completed, the cost of these goods or jobs is transferred to a Cost of Goods Sold Account. This may be done on an item by item basis or periodically at the end of an accounting period. Service businesses, farms, and other "cash-basis" businesses will not need these accounts if all purchases are "expensed" through accounts 700 to 899. 601 Cost of Merchandise Sold If you sell items purchased for resale, then you will need one or more accounts to record the cost of your merchandise sales. You may want to have separate accounts for your merchandise purchases and for your merchandise returns/adjustments. For example, account 603 for Merchandise Purchases and 611 for Merchandise Returns/Adjustments. You may also have a separate Inventory Adjustment Account. In any event, (1) the opening inventory is entered as a debit amount as it adds to the cost of your merchandise sale, and (2) the closing inventory is entered as a credit amount as it is not yet sold and so reduces the cost of your merchandise sales. If you periodically account for only the change in your inventory, then a decrease in your inventory over the accounting period is entered as a debit amount and an increase as a credit amount. 621 Cost of Goods Produced and Sold If you manufacture products, then the cost of the goods you produced and sold should be recorded in this account. The amount entered should be your manufacturing cost of the goods that have been sold. The source of these costs depends upon how you handled the costs when the goods were produced. If they were simply "expensed", then this cost is transferred from the Production Expenses account group through a Production Expense Contra Account. If they were "capitalized", then this cost is transferred from the Work In Process account or the Merchandise Inventory account, as appropriate. These transfers should be made as often as you require an accurate Income Statement, but at least annually. This account does not apply to farms and other businesses accounting on a cash-basis. Again you may choose to break this account down into account 623 for Cost of Sales and 631 for Inventory Adjustments. 641 Cost of Contracts Completed If you receive revenue on contracts where you have capitalized the work as it has progressed, such as through a Work In Process Account, then the cost of such work accepted for payment should be transferred into this account on a periodic basis. This transfer may occur, for example, when you receive the revenue on such jobs. Again, this cost may be broken down into several accounts for better management control, if desired. 681 Inventory Adjustments If you value your inventory at the lower of cost or market, you may choose to write off the difference between your cost and current market value to this account. Also, if a physical count indicates shrinkage, the cost of the missing inventory may be "written off" to this account.

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Direct Operating Expenses Many methods may be used to arrange the expense accounts. However, the recommended method is to establish categories or types of expenses and then list all of the related accounts together. This will enable you to more quickly and easily distribute expenses as they are entered. Hence, keep labor expenses together, production supplies together, and so on. This method will prove simpler over time and will allow you to more easily add accounts. Alphabetical listings of accounts tend to be slower to use and more restrictive over time. 701 Salaried Labor If you have salaried personnel whose cost can be allocated to specific projects, operations or departments, then you may want to track the cost of salaried personnel separately from the cost of hourly personnel. Also, you may want to separate productive hours from vacation and sick leave time through the use of separate accounts. This can also be achieved through the Activity Code, if preferred. 703 Hourly/Piece Rate Labor Almost every business has hourly personnel, at least from time to time. This account will let you accumulate the cost, hours and hourly rate of such personnel. You may want to separate the cost of hourly personnel from the cost of piece rate personnel. 704 Commission Personnel If you have commissioned personnel, then you may want to track the cost of these personnel separately from the cost of your other personnel. In fact, if your commissioned personnel costs are significant, then you may want to treat the commissioned personnel costs as a "summary account" and allocate a block of accounts to them. This may be particularly important in such modules as Participant Settlements and Sales Order Processing. 705 Overtime Premium Expense The ABECAS Payroll module posts the overtime premium portion to a separate account, if desired. This allows you to track this overtime premium for use in compiling your Worker's Compensation Insurance report. This expense may be allocated to specific accounts, if specifically entered, or pro-rated over all labor usage if it is not separately entered. 707 Manual Check Adjustment Account The ABECAS Payroll module requires a separate account to track manual checks that have been issued. The checks are posted to this account as entered. However, when the manual check is posted, it is automatically reversed and distributed to the correct labor expense accounts. A balance may remain in this account if the employer costs or the mandated taxes are not correctly deducted. In other words, it is possible for the net amount of a manual check to be greater or less than the amount calculated by the Payroll program. 708 Overhead Allocation Contra Account The ABECAS Payroll module allows you to include an overhead expense as part of the Payroll burden. This overhead expense is then allocated based on the direct cost of labor. This account is the contra account offsetting this overhead allocation. The rate used for the overhead allocation should allow you to exactly pro-rate the overhead expenses for the year. 709 Payroll Burden Expense The ABECAS Payroll module automatically accumulates the payroll burden associated with each employee and distributes this burden in the same ratio as the direct labor cost. This account represents the difference between the employer's cost of each employee and the gross wages paid to each employee. This account includes the employer's portion of Social Security (FICA), Federal and State Unemployment Taxes, Worker's Compensation Insurance, medical and dental insurance, other benefits, and an Overhead Allocation Charge, if desired. 711 Production Supplies--Group I If you have several distinct groups of production supplies, then you may want to group your production supplies accordingly. Then, within each group, you ABECAS Introduction--Version 5.1
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might have separate accounts for the different types of supplies. A contractor, for example, might use Group I for site supplies, such as account 711 for lumber, 713 for masonry supplies, 715 for plumbing, 717 for electrical supplies, 719 for Other Group I Production Supplies, and so on. On the other hand, a farm might use Group I for Crop Supplies, with such individual accounts as account 711 for Chemicals, 713 for Fertilizer, 715 for Seed, 718 for Water, 719 for Other Group I Production Supplies, and so on. For Cost Accounting purposes you may want to break these down even further, such as account 71101 for Anhydrous Ammonia, 71103 for Ammonium Nitrate, and so on. 721 Production Supplies--Group II Where several distinct groups of supplies are defined to exist, then allow enough account numbers for these groups. On a ranch, for example, the second group may be for livestock supplies, such as account 721 for Concentrate, 722 for Roughage, 723 for Minerals, 724 for Supplements, 728 for Veterinary Supplies, and so on. 731 Production Services If you buy production support services, such as architectural services, laboratory services, custom services, consultant services, veterinary services, and so on, then you should allocate a block of accounts accordingly. Each of the relevant types of account should be given its own account number. 741 Subcontracts If you contract out part of your activities, then you may want to have a single account or group of accounts for Subcontract expenses. For example, account 741 for Planning Contracts, 743 for Site Preparation Contracts, 744 for Framing Contracts, 745 for Electrical Contracts, 746 for Plumbing Contracts, 747 for Roofing Contracts, 748 for Independent Drivers and so on. 751 Equipment Expenses The costs of owning, operating and maintaining your production plant, equipment and vehicles are charged to this account or group of accounts. Particularly where equipment is an important part of your operation, you will want to use several accounts to break down your equipment expenses. For example, account 751 for Fuel Expenses, 753 for Maintenance Expenses, 755 for Equipment Rentals/Leases, 757 for Depreciation Expense-Equipment, and so on. For Cost Accounting purposes, you may want to break these down even further, such as account 75101 for Diesel Fuel, 75111 for Gasoline, and so on. 761 Land and Building Expenses This account or group of accounts is used for the cost of owning, using and maintaining the land and buildings used in the production process. In most cases, you will want to divide your expenses between several accounts. For example, account 761 for Operating Expenses, 763 for Building Maintenance, 765 for Rent, 767 for Depreciation Expense--Buildings, and so on. 771 Selling Expenses Depending upon the type of business, you may or may not have significant selling expenses. If you do, then you may want to consider breaking down selling expenses into several different accounts. For example, account 771 for Advertising/Promotion Expenses, 773 for Commission/Brokerage Expenses, 775 for Bad Debts, 777 for Freight Out, and so on. 781 Miscellaneous Direct Expenses This account or group of accounts is a catchall for all direct expenses that cannot be assigned to any of the other accounts. You might start with just one account for this group and divide it later into separate accounts, if necessary. 791 Contra Expenses This account or group of accounts may be used for four purposes. (1) To capitalize the cost of goods produced by transferring completed contracts/ jobs/ merchandise/goods to the appropriate Inventory Account or items still in the process of ABECAS Introduction--Version 5.1
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production to the appropriate Work in Process Account. In this case, you might use account 791 for Transfers into Inventory and 797 for Transfers into Work-in-Process. These entries will reduce your expenses and so should be entered as a credit to this account. (2) To allocate the cost of unallocated direct expenses between departments and/or jobs. In this case, you may want to use separate accounts for each type of allocation. For example, if you are allocating facilities expenses, then you may want to use account 793 for Facilities Charge-Out, where the expense of the buildings and associated equipment are an expense to the department using the facilities and revenue to the department responsible for the facilities. In this case, the same GL Account is used for both aspects of this allocation whereas the Cost Accounting may be in more detail. For example, the expense side may be entered as a debit to Account 79301 and the revenue side as a credit to Account 79311. (3) To charge out equipment used by labor and costed through the ABECAS Payroll module. This allows you to enter the usage of equipment at the same time that labor is entered. The Payroll then uses a charge-out rate for each item of equipment. This is stored in an Equipment Codes File in the Payroll module. If used, this requires a single General Ledger Account for all equipment charge-out revenue and expense. By using the same GL Account, the affect of this equipment charge-out on the consolidated General Ledger is zero. For Cost Accounting purposes, however, it is desirable to add detail that will help you interpret this charge-out in the Cost Accounting Reports. Hence, a separate account should be used for both usage revenue and usage expense. Also, separate accounts should be used for different groups of equipment so that its cost will be more clearly apparent in the Cost Accounting Reports. For example, account 795 may be used for Equipment Charge-out in the General Ledger and 79511 for Tractor Usage Expense, 79512 for Tractor Usage Revenue, 79521 for Trailer Usage Expense, 79522 for Trailer Usage Revenue, and so on. (4) To charge for inventory items used and/or produced by a department and/or job. This represents an expense (debit) as they are used and provides "revenue" (credit) as items are returned into inventory. This is particularly useful in a manufacturing or processing-type operation using the ABECAS Inventory Management module to track the usage of material from inventory and the receipt of semi-finished and finished products back into inventory. These transfers to and from inventory should be processed through a single account in the GL and through multiple accounts in the CA. This allows the Cost Accounting to separately track the revenue and expense aspects of these transactions. For example, account 799 may be used for Transfers To/From Inventory in the General Ledger and account 79901 for the expense of Inventory Used in Production Process, and 79911 for the revenue from Inventory Returned from Production Process. If these accounts are included as expense accounts, then they will both be included among the "Total Expenses" shown at the foot of the Cost Accounting reports. Alternatively, you might consider including these accounts among the revenue accounts. This will result in the difference between the revenue received and the cost charged for the inventory being included among the "Total Revenue" shown at the foot of the Cost Accounting reports. In this case, the "Total Revenue" can be used to show the budgeted expense and "Total Expense" to show the actual expense. General and Administrative Expenses (Indirect Operating Expenses) All businesses have this group of expenses popularly known as "overhead" expenses. These are expenses that cannot be assigned to any one individual department and/or job. Nevertheless, they are part of the cost of operating the business. As with the direct expenses, these expenses should be broken into categories or types of expenses.

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801 Overhead Labor Expenses If you have significant labor expenses that cannot be allocated to the production activity and you want to separate these costs for overhead allocation purposes, then you might want to consider maintaining a separate overhead labor account. This may include supervisory and management personnel as well as office personnel. While the direct labor expense may be allocated in this way, the other labor accounts, such as the Payroll Burden Account and the Overtime Premium Expense Account associated with this direct labor will post to the same account as defined for all other labor, such as the accounts in the range 700 - 709. 811 Office Supplies If office supplies are a significant item of expense, then maintain a separate account for office supplies. If not, include them under Miscellaneous Expenses. 821 Communication Expenses If telephone, cellular phone, pagers, voice mail, postage and other expenses are significant, then you will want this group of accounts. In this case, you might consider account 821 for Telephone Expenses and 825 for Postage Expenses. 831 Travel Expenses If your business involves a significant amount of travel costs, then you might consider one or more separate accounts for travel, entertainment, and related costs. For example, you might use account 831 for Travel Expenses and 835 for Entertainment. Since meal costs are treated with special consideration for tax purposes, you will want a separate account for meals. 841 Office Facilities/Equipment You will need this account in one form or another. Where facilities and equipment are significant elements of cost, then you should have separate accounts for each group. For example, account 841 for Power and Heat, 842 for Janitorial Services, 843 for Maintenance Expenses, 844 for Equipment Rent/Leases, 845 for Facilities Rent/Leases, 847 for Depreciation --Building/Equipment, and so on. 851 Finance Expenses Various ABECAS modules require that accounts be defined for discounts given or taken. Since the giving or taking of a discount for an early payment of an obligation is a reward/expense for giving/obtaining cash, then you may consider discounts a finance expense. If so, then include them in this group. For example, you might use account 851 for Interest Expenses, 853 for Bank Charges, 855 for Discounts Given-Taxable, 856 for Discounts Given-Non-Taxable, 857 for Discounts Taken, and so on. 861 Professional Services If you purchase relatively few professional services, then you may have one general account. If, however, you have frequent and different expenses, then you may want to have separate accounts for each type. For example, account 861 for Accounting Fees, 863 for Legal Fees, 865 for Computer Services, and so on. 871 Insurance Expenses These expenses may be included specifically with the responsible expense group, such as buildings, equipment or labor, or they may be entered in one or more separate accounts in this group. Alternatively, they may be considered as a Miscellaneous Expense. 875 Taxes Property and business taxes may be included specifically with the responsible expense group, such as land, buildings or equipment, or they may be entered in one or more separate accounts in this group. If the amounts are relatively minor, then they may be considered as a Miscellaneous Expense. 881 Miscellaneous Expenses All businesses end up with a significant number of small charges going into one or more miscellaneous expense accounts. This includes contributions, donations, subscriptions, news paper advertisements, fines, and so on. ABECAS Introduction--Version 5.1
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891 Overhead Charged to Cost Centers If you plan to allocate your overhead expenses by department and/or jobs, then you must have an account for this purpose. Ideally, what is charged in total to the operating departments and/or jobs should equal what is accumulated for the G & A Department. Also, any other unallocated charges outside of the G & A Department may be allocated through this account. These overhead allocations should be made on a periodic basis, such as once a month, once a quarter, or once a year. This allocation is a debit to this account for the department or job being charged and a credit to this account for the overhead department. The same account is used for both charges. 893 Overhead Charged to Work Orders If you have the full GL/CA module and you plan to use Work Orders, then an overhead account is required for the overhead charged to Work Orders. This allows you to add a charge to the Work Order and give credit to the G & A or other department. This overhead allocation is automatically charged as a percent charge through the Post Work Orders program at the end of each month. Since the same account should be charged with both the debit and credit side of the allocation, the net effect on the consolidated General Ledger is zero. Other Expenses If you have "other" expenses, then you may consider having a block of accounts for these expenses. Also, you may consider having a block of accounts for taxes that are due and payable on your total business and non-business income. 901 Extraordinary Expenses These may result from actions/transactions affecting the business that are not part of its usual function. For example, the loss resulting from the sale of an asset, losses due to fire, accident or theft, losses resulting from the write-down of an investment to reflect current market values, and so on. Create as many separate accounts as you may require for management purposes. For example, account 903 for Ordinary Losses from Sale of Stock/Assets, 905 for Capital Losses from Sale of Stock/Assets, 911 for Assets Lost/Destroyed, and so on. 941 Non-Business Expenses The accounts required will be determined by the type and significance of the expenses involved. For example, you may have account 943 for Investment Services, 945 for Brokerage Fees, 951 for Interest on Loans for Non-Business Investments, 961 for Non-Business Travel Expenses, and so on. 981 Income Taxes To get a final "after-tax" bottom line, you need one or more accounts for Federal and State Income Taxes. You may choose to put both taxes into the same account or you may have separate accounts. In this case, you might use 981 for Federal Income Taxes and 983 for State Income Taxes. Formatting the Financial Statements Having decided on the Summary and Detailed (detail) accounts to include in your Chart of Accounts, you are now ready to add the additional accounts required for formatting the financial statements. This is only required if you have the full General Ledger/Cost Accounting modules. The three additional account types are as follows: 1 Major Heading Accounts (Type 7)--These precede a group, subgroup or category of accounts. This generally includes two or more summary accounts. More than one Heading Account may be used for a group. If they are consecutive, then only the last heading is used in association with a Total Account. To dramatize the Heading Accounts, you may use all capital letters, indent the heading, and/or double space the headings. Total Accounts (Type 8)--These follows a group, subgroup or category of accounts and give the total for all of the accounts nested between itself and the preceding Heading Account.

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Net Balance Accounts (Type 9)--These give the total of all accounts from the beginning of the report. In the case of the liabilities and equity side of the Balance Sheet, the Net Balance is reset to zero after the last asset account. In fact, a Net Balance account must be used at the end of each side of the Balance Sheet to give (a) Total Assets and (b) Total Liabilities and Equity. These accounts are used in the Income Statement to give Gross Profit, Net Direct Operating Profit, Net Business Profit, Net Profit, and so on.

These report format accounts must be interspersed throughout the Chart of Accounts so as to have the correct structure for your reports. They are not required for the GL Codes module or for transaction entry. They are not part of the codes loaded into memory and hence are not considered valid accounts for data entry purposes. Also, since the financial reports are generally printed without codes, you can use non-numeric codes, such as T, Z, ~, and so on, or additional characters for formatting purposes. Insertion of these accounts really depends on your personal taste in financial reports. For example, Figure 3-12 represents two different levels of detail in using these format accounts. If you are in doubt, start with the "Minimum Formatting" and add additional formatting later, if necessary.

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Balance Sheet--Minimum Formatting Number 1 29T Type 7 9 Account ASSETS Total Assets Number 1 1# 19T 2 29T 29Z 3 39T 7 8 LIABILITIES Total Liabilities 3 3# 37T 38 39T 39Z 4 49T 49Z Number 5 5# 57T 58 59T 59Z 6 69T 69Z 7 79T 79Z 8 89T 89Z 9 99T 99Z 7 8 9 OTHER EXPENSES Total Other Expenses Net After-tax Profit 9 97T 97Z 98 99T 99Z More Complete Formatting Type 7 7 8 7 8 9 7 7 8 7 8 9 7 8 9 Account ASSETS CURRENT ASSETS Total Current Assets LONG TERM ASSETS Total Long Term Assets Total Assets LIABILITIES CURRENT LIABILITIES Total Current Liabilities LONG TERM LIABILITIES Total Long Term Liabilities Total Liabilities CAPITAL Total Capital Total Liabilities & Capital

4 49T 49Z

7 8 9

CAPITAL Total Capital Total Liabilities & Capital

Income Statement--Minimum Formatting Number Type Account REVENUE 7 5 Total Revenue 8 59Z

More Complete Formatting Type Account REVENUE 7 OPERATING REVENUE 7 Total Operating Revenue 8 OTHER REVENUE 7 8 Total Other Revenue 9 Total Revenue 7 8 9 7 8 9 7 8 9 7 8 9 7 8 9 COST OF GOODS SOLD Total Cost of Goods Sold Gross Profit DIRECT EXPENSES Total Direct Expenses Net Direct Operating Profit GENERAL & ADMINISTRATIVE EXPENSES Total G & A Expenses Net Business Profit OTHER EXPENSES Total Other Expenses Net Before-tax Profit INCOME TAXES Total Income Taxes Net Profit or Loss

6 69T 69Z 7 89T 89Z

7 8 9 7 8 9

COST OF GOODS SOLD Total Cost of Goods Sold Gross Profit BUSINESS EXPENSES Total Business Expenses Net Business Profit

Figure 3-12: Sample Formatting of Financial Reports in Chart of Accounts Numbering Your Chart of Accounts The last step in planning your Chart of Accounts is to sequentially number the accounts. It is usual to begin with the number 100 or 1000, depending upon whether you are using a 3 or 4 character General Ledger Account Number. A numeric numbering sequence is generally much easier to work with than an alphabetic Account Number. If you have followed the preceding steps, then the numbering process has already been done. As you ABECAS Introduction--Version 5.1
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will have noticed, the structure established for the Account Groups and Summary Accounts largely predetermines the numbers you will use. Notice that significant gaps have been left in the Account Numbers in the examples. In general, the Heading Accounts are single digit accounts, the Summary Accounts are two digit accounts, and the Total and Net Accounts add T's or Z's after the highest number in the range. For example, 79T is a higher number than 799 and will come after 799. It is also higher than 79902. If you are in doubt regarding the order of the ASCII character set, see Appendix G. Summary Sample Chart of Accounts Figure 3-13 contains a summary of the sample Chart of Accounts discussed in this chapter. This sample is meant to help you select a Chart of Accounts suitable for your business. It is not intended to fit you exactly. You must add to and subtract from it, as appropriate. Enter your ideas directly in this figure. Also, you may want to review the somewhat different Chart of Accounts used in the sample AA database. See the Chart of Accounts listing in Chapter VII. Heading Account (7) Summary Account (1) Detailed Account Total Account (8) Net Balance Account (9) Your Chart of Accounts 1 ASSETS (7) 1# CURRENT ASSETS (7) 10 Cash Account (1) 101 Cash Account 105 Petty Cash Account 111 Money Market Account 12 Accounts Receivable (1) 121 Trade Receivables 123 Member Receivables 125 Employee Advances 127 Notes Receivable 129 Allowance for Bad Debts 13 Merchandise Inventory (1) 131 Merchandise Inventory--Purchased 133 Merchandise Inventory--Manufactured 14 Production Supplies Inventory (1) 141 Production Supplies Inventory 143 Chemical Supplies 147 Fuel Inventory 152 Lumber Supplies 155 Packing Supplies 159 Inventory Clearing Account 16 Office Supplies Inventory (1) 161 Office Supplies Inventory 17 Work in Process (1) 171 Work In Process 173 Contracts In Process 175 Production In Process 18 Prepaid Expense (1) 181 Prepaid Expenses 19 Other Current Assets (1) ABECAS Introduction--Version 5.1
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191 Other Current Assets--Misc 193 Deposits Given 19T Total Current Assets (8)

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Heading Account (7) Summary Account (1) Detailed Account Total Account (8) Net Balance Account (9) Your Chart of Accounts 2 LONG TERM ASSETS (7) 20 Notes Receivable (1) 201 Notes Receivable 21 Investments (1) 211 Investments--At Cost 213 Bond Investments--At Cost 215 Securities Investments--At Cost 217 Co-Operative Investments--At Cost 219 Allowance/Loss on Investments 22 Machinery & Equipment (1) 221 Machinery & Equipment--At Cost 223 Plant Equipment--At Cost 225 Site Equipment--At Cost 227 Field Equipment--At Cost 229 Accumulated Depreciation--Machinery & Equipment 23 Vehicles (1) 231 Vehicles--At Cost 233 Tractors--At Cost 235 Trailers--At Cost 237 Pickups--At Cost 239 Accumulated Depreciation--Vehicles 25 Building & Improvements (1) 251 Buildings & Improvements--At Cost 253 Production Facilities--At Cost 255 Storage Facilities--At Cost 257 Office Buildings--At Cost 261 Irrigation Facilities--At Cost 263 Sewerage Facilities--At Cost 265 Roads--At Cost 279 Accumulated Depreciation--Buildings/Improvements 28 Land (1) 281 Land--At Cost 29 Intangible Assets (1) 291 Intangible Assets--At Cost 293 Formation/Organization Exp--At Cost 295 Goodwill--At Cost 297 Accumulated Depreciation--Intangible Assets 29T Total Long Term Assets (8) 29Z Total Assets (9)

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Heading Account (7) Summary Account (1) Detailed Account Total Account (8) Net Balance Account (9) Your Chart of Accounts 3 CURRENT LIABILITIES (7) 30 Taxes Payable (1) 301 Sales Tax Payable 305 Local Taxes Payable 31 Payroll Deductions Payable (1) 311 Federal Payroll Taxes Payable (Misc.) 313 Federal Income Tax Withheld (FIT) 315 Social Security Tax Payable (FICA) 317 Federal Unemployment Insurance (FUTA) 321 State Payroll Taxes Payable (Misc.) 323 State Income Tax Withheld (SIT) 325 State Disability Insurance (SDI) 327 State Unemployment Tax (SUT) 331 Other Payroll Deduct/Contrib--Misc 333 Employee Deductions Payable 335 Employee Contributions Payable 337 Worker's Comp Insurance Payable 34 Accounts Payable (1) 341 Trade Payables 343 Producer Payables 345 Subcontractor Payables 347 Participant Payables 35 Notes Payable (1) 351 Notes Payable 36 Accrued Expenses (1) 361 Accrued Expenses--Misc 363 Accrued Interest Expense 365 Accrued Labor Expense 37 Other Current Liabilities (1) 371 Deposits Received 373 Unearned Income 37T Total Current Liabilities (8)

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Heading Account (7) Summary Account (1) Detailed Account Total Account (8) Net Balance Account (9) Your Chart of Accounts 37Z LONG TERM LIABILITIES (7) 38 Mortgages Payable (1) 381 Secured Notes Payable 39 Notes Payable (1) 391 Unsecured Notes Payable 39T Total Long Term Liabilities (8) 39Z Total Liabilities (9) 4 CAPITAL/EQUITY (7) 40 Capital Contributions (1) 401 Owner/Shareholder Contributions 405 Owner Withdrawals/Dividends Paid 45 Asset Revaluation (1) 451 Asset Revaluation Account 49 Earnings (1) 491 Retained Earnings 495 Current Earnings 49T Total Capital (8) 49Z Total Liabilities & Capital (9) 5 BUSINESS REVENUE (7) 50 Production Revenue (1) 501 Production Revenue--Group 1 502 Production Revenue--Group 2 511 Sale Returns/Adjustments 517 Unearned Sales--Cash Not Yet Received 52 Service Revenue (1) 521 Service Revenue 522 Installation Services 523 Repair Labor 524 Custom Services 531 Service Revenue Adjustments 54 Contracts Revenue (1) 541 Contract Revenue--Group 1 551 Contract Revenue Reversals 56 Miscellaneous Revenue (1) 561 Miscellaneous Revenue--Group 1 571 Miscellaneous Revenue Reversals 579 Inventory Transfers 57901 Transfers To Production 57911 Transfers From Production 57T Total Business Revenue (8) 57Z OTHER REVENUE (7) 58 Extraordinary Income (1) 581 Extraordinary Income--Group 1 583 Ordinary Income from Asset Sale of Assets 585 Capital Gains from Asset Sale of Assets ABECAS Introduction--Version 5.1
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Heading Account (7) Summary Account (1) Detailed Account Total Account (8) Net Balance Account (9) Your Chart of Accounts 59 Non-Business Income (1) 591 Non-Business Income--Group 1 593 Dividends Earned 595 Interest Earned 59T Total Other Revenue (8) 59Z Total Revenue (9) 6 COST OF GOODS SOLD (7) 60 Cost of Merchandise Sold (1) 601 Merchandise Purchases--Group 1 611 Merchandise Returns/Adjustments 62 Cost of Goods Produced Sold (1) 621 Cost of Goods Produced/Sold 64 Cost of Contracts Completed (1) 641 Cost of Contracts Completed 68 Inventory Adjustments/Other (1) 681 Inventory Adjustments 69T Total Cost of Goods Sold (8) 69Z Gross Profit (9) 7 DIRECT OPERATING EXPENSES (7) 70 Labor Expenses (1) 701 Salaried Labor 703 Hourly/Piece Rate Labor 704 Commission Personnel 705 Overtime Premium Expense 707 Manual Check Adjustment Acct. 708 Overhead Allocation Contra Acct. 709 Payroll Burden Expense 71 Production Supplies--Group I (1) 711 Lumber 71101 Lumber--Group 1 71111 Lumber--Group 2 713 Masonry Supplies 715 Plumbing 717 Electrical Supplies 719 Other Group I Production Supplies 72 Production Supplies--Group II (1) 721 Concentrate 722 Roughage 723 Minerals 724 Supplements 73 Production Services (1) 731 Architectural Services 733 Laboratory Services 735 Custom Services 737 Consultant Services ABECAS Introduction--Version 5.1
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Heading Account (7) Summary Account (1) Detailed Account Total Account (8) Net Balance Account (9) Your Chart of Accounts 74 Subcontracts (1) 741 Planning Contracts 743 Site Preparation Contracts 744 Framing Contracts 745 Electrical Contracts 746 Plumbing Contracts 747 Roofing Contracts 75 Equipment Expenses (1) 751 Fuel Expenses 75101 Diesel Fuel 75111 Gasoline 753 Maintenance Expenses 755 Equipment Rentals/Leases 757 Depreciation Expense-Equipment 76 Land & Building Expenses (1) 761 Operating Expenses 763 Building Maintenance 765 Rent 767 Depreciation Expense 77 Selling Expenses (1) 771 Advertising/Promotion Expenses 773 Commission/Brokerage Expenses 775 Bad Debts 777 Freight Out 781 Miscellaneous Direct Expenses 79 Contra Expenses (1) 791 Transfer of Work-In-Process into Inventory 793 Facilities Charge-Out 79301 Facilities Charge-Out Expense 79311 Facilities Charge-Out Revenue 795 Equipment Charge-Out 79511 Tractor Usage Expense 79512 Tractor Usage Revenue 799 Transfers To/From Inventory 79901 Inventory Used In Production 79911 Inventory Returned From Production 79T Total Direct Expenses (8) 79Z Net Direct Operating Profit (9) 8 GENERAL & ADMINISTRATIVE EXPENSES (7) 80 Overhead Labor Expenses (1) 801 Overhead Labor Expenses 81 Office Supplies (1) 811 Office Supplies 82 Communication Expenses (1) 821 Telephone Expenses 825 Postage Expenses

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Heading Account (7) Summary Account (1) Detailed Account Total Account (8) Net Balance Account (9) Your Chart of Accounts 83 Travel Expenses (1) 831 Travel Expenses 835 Entertainment 84 Office Facilities/Equipment (1) 841 Power and Heat 842 Janitorial Services 843 Maintenance Expenses 844 Equipment Rent/Leases 845 Facilities Rent/Leases 847 Depreciation--Bldg/Equipment 85 Finance Expenses (1) 851 Interest Expenses 853 Bank Charges 855 Discounts Given-Taxable 856 Discounts Given-Non-Taxable 857 Discounts Taken 86 Professional Services (1) 861 Accounting Fees 863 Legal Fees 865 Computer Fees 87 Taxes and Insurance (1) 871 Insurance Expenses 875 Taxes 88 Miscellaneous Expenses (1) 881 Miscellaneous Expenses 89 Overhead Allocation (1) 891 Overhead Charged to Cost Centers 893 Overhead Charged to Work Orders 89T Total G & A Expenses (8) 89Z Net Business Profit (9) 9 OTHER EXPENSES (7) 90 Extraordinary Expenses (1) 901 Extraordinary Expenses--Group 1 903 Ordinary Losses From Asset Sales 905 Capital Losses From Asset Sales 911 Assets Lost/Destroyed 94 Extraordinary Expenses (1) 941 Non-Business Expenses--Group 1 943 Investment Services 945 Brokerage Fees 951 Interest on Non-Business Investments 961 Non-Business Travel Expenses 98 Income Taxes (1) 981 Income Taxes 99T Total Other Expenses (8) 99Z Net Profit or Loss (9)

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Planning Your Activity Codes


You may enter Activity Codes when you first set up ABECAS or they may be entered at some later time. Do not allow the Activity Codes to slow you down when you begin to enter transactions. While they are an important aspect of the Cost Accounting, they will fall into place as you use ABECAS. They do not apply to the General Ledger and its reports. If required, you can even go back and allocate existing accounts to the correct Activity Codes at a later time through the General Ledger/Cost Accounting Allocations program. For Cost Accounting purposes, ABECAS allows you to classify your transactions by activity as well as account to describe tasks, job phases, operations, responsibilities, or any other breakdown. You may then organize the Cost Accounting reports for each job by activity (with the account detail, if desired) or by account (with the activity detail, if desired). Use of the Unclassified Activity The program automatically establishes the "blank" activity as the Unclassified Activity Code when a new GL/CA database is configured. Use the Unclassified Activity Code for all Balance Sheet entries, all transactions with an undefined, unassigned or unclassified activity. Define all other activities as you desire. Setting Up Your Activity Codes A four-character alphanumeric code is used for the Activity Codes. These codes are loaded into memory when you specify the company with which you want to work. They are then available for error-checking your codes as you enter transactions. ABECAS only accepts valid (previously defined) codes. In defining your use of the Activity Codes, it is generally best to follow a top-down approach. You first define the basic structure of the codes by defining the activity groups, then you define the subgroups, then the individual Activity Codes. Consider using the Code's first digit to identify groups, the second digit to identify subgroups, and remaining digits to identify the individual codes:

XXXX Group designation, where X identifies the group XXXX Subgroup designation XXXX Activity Code designation
While ABECAS supports an alphanumeric code structure, we suggest making your Activity Codes numeric. Numeric Activity Codes are easier to sequence in a custom arrangement. Also, the fewer characters you use, the easier it is to work with the code. A two-character numeric code is easier to work with than a longer, alphanumeric code. Your planned Activity Code structure is as follows: First Character Second Character Third Character Fourth Character Defining Activity Groups If you follow the top-down approach, then the first step is to define the overall structure of your Activity Codes. This really depends upon the nature of your business and what you would like to track. It is essential that you plan your codes around how you want to see the activities listed in your reports. In general, the planning activities come before the implementation ABECAS Introduction--Version 5.1
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activities and before the cleanup, marketing and support activities. The structure should represent a logical flow of your operations. For example, the activity groups shown in Figure 3-14 apply to many businesses. Activity Group 1. Planning and Permits 2. Preparation 3. Implementation 6. Marketing and Sales 7. Follow-up Support 8. Other Direct Activities 9. General and Administrative Code Range 1 - 1999 2 - 2999 3 - 5999 6 - 6999 7 - 7999 8 - 8999 9 - 9999 Your Code Range _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________

Figure 3-14: Sample Activity Code Groups If your company includes several unrelated activities, then you should segment your Activity Codes accordingly. Don't forget to leave room for growth in your code numbering. The following two figures provide examples of these types of unrelated Activity Code groups, for a contractor and a diversified agri-business. Activity Group 1. Land Development 2. Construction Activities 4. Equipment Services 5. Equipment Pool/Maintenance 6. Property Management 9. General and Administrative Code Range 1 - 1999 2 - 3999 4 - 4999 5 - 5999 6 - 7999 9 - 9999 Your Code Range _________________________ _________________________ _________________________ _________________________ _________________________ _________________________

Figure 3-15: Sample Activity Code Groups for a Contractor

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Activity Group 1. Farming--Crop Production 2. Dairy Production 3. Beef Cattle Production 4. Custom (Field) Services 5. Trucking Services 6. Packing Activities 7. Retail Food Store 8. Equipment Pool/Maintenance 9. General and Administrative

Code Range 1 - 1999 2 - 2999 3 - 3999 4 - 4999 5 - 5999 6 - 6999 7 - 7999 8 - 8999 9 - 9999

Your Code Range _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________

Figure 3-16: Sample Activity Code Groups for a Diversified Agri-Business Selecting Activity Subgroups If you follow the top-down approach, then the next step is to establish subgroups broken down into the specific activities to be used in entering transactions. To the degree that the specific activity is not known, you can use the subgroup Activity Code. Following are sample sets of subgroups for a different industries. Construction Groups 1 Job Preparation 10 11 12 13 14 15 16 17 21 22 24 25 31 32 33 34 35 36 37 Subgroups Construction Management Architect Engineering/Surveying/Permits Site PreparationDemolition Site PreparationEarthwork Site PreparationPiles, Caissons & Sharing Site Development--Utilities Site Development--Paving, Specialties, & Landscaping Concrete Work Metal Work Rough Carpentry Finish Carpentry Thermal & Moisture Protection Windows & Doors Finishing--Type I Finishing--Type II Conveying Systems Mechanical Systems Electrical Systems

Erection

Finishing

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Farming Groups

Subgroups

Crop Production

10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 32 33 34 36 39

Crop Management Nursery Preseason Tree/Vine Care Land Improvement Land Preparation Planting Care of Crop Harvesting Post-harvest Marketing Herd Management/Other Corral Maintenance Buying Animals Herdsman Activities Health Services Breeding Feeding Milking Product Marketing Animal Marketing Herd Management Buying Animals Herdsman Activities Health/Registration Services Feeding Animal Marketing Subgroups

Dairy/Beef Production

Purebred Dairy/Beef--Special Activities

Other Groups 2 Packing Activities 21 22 24 26 28 29 31 32 34 36 37 38 39


41 42 43 44 45 46 47

Receiving/Handling/Weighing Sorting/Grading Packing Loading Dock Box/Carton Assembly Sales & Marketing Receiving/Warehouse Machine Operations On-Floor Product Handling Packing/Finished Product Handling Shipping/Finished Goods Storage Sales & Marketing Idle/Down Time
Site Preparation Engineering & Design Drilling Site Maintenance Equipment Maintenance Production Materials Handling

Manufacturing Activities

Mining Activities

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48

Sales & Marketing

Other Groups 5 Distribution Activities 51 52 53 54 55 56 58 61 63 64 65 66 68 71 72 73 74 75 76 77 78 79 81 82 83 86 89 91 92 93 94 95 96 97 98 99

Subgroups Purchasing Receiving/Stocking Merchandise Preparation/Assembly Display Sales Delivery/Shipping/Installation Marketing/Advertising/P.R. Planning Marketing & Sales Project Preparation Project Administration Meetings/Conventions Post-project Activities Preparation Loading Local Hauling Intrastate Hauling Interstate Hauling Unloading Equipment Repair & Maintenance Sales/Marketing Idle/Down Time Inspection/Daily Preparation Operation Scheduled/Regular Maintenance Repairs/Unscheduled Maintenance Idle/Down Time Management Services Secretarial Services Accounting/Bookkeeping Personnel Management Training/Conferences Purchasing Travel Leave Overhead Charge-out

Project Activities

Trucking Activities

Equipment Activities

General & Administrative

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Sample Activity Codes Figure 3-18 presents a sample set of Activity Codes for a construction firm and Figure 3-19 has the same for a farm. Along with these illustrations, you should notice the Sample Codes included in Chapter 7 of this manual. ABECAS allows you to define the structure and select the Activity Codes that fit your needs.
Groups 1 Job Preparation 10 11 12 13 14 15 16 17 2 Erection 21 22 23 24 25 3 Finishing 31 32 33 34 35 36 37 Subgroups Construction Management Architect Engineering/Surveying/Permits Site Prep--Demolition Site Prep--Earthwork Site Prep--Piles, Caissons & Sharing Site Dev--Utilities Site Dev--Paving, Specialties & Landscaping Concrete Work Masonry Work Metal Work Rough Carpentry Finish Carpentry Thermal & Moisture Protection Windows & Doors Finishing--Type I Finishing--Type II Conveying Systems Mechanical Systems Electrical Systems 101 105 113 117 123 128 131 133 141 143 157 159 162 164 172 174 215 217 221 222 231 232 245 247 251 253 312 313 321 325 331 334 343 347 353 355 361 365 371 373 Sample Detailed Activity Codes Job Supervision Job Recordkeeping Design Supervision Engineering Design Permits Mechanical Demolition Explosive Demolition Site Grading Trench Excavation Drilled Caissons Underpinning Water Wells Sanitary Utilities Mudpacking Concrete Paving Precast Specialized Decks & Finishes Brick & Block Masonry Stone Masonry StructuralFabricate Structural--Erect Trestle Framing Laminated Framing Millwork Casework Insulation Roofing Hollow Metal Glass & Glazing Lath & Plaster Drywall Terrazzo Carpeting Hoists & Cranes Material Conveying Systems Plumbing Fire Protection Wiring Fittings

Figure 3-18: Sample Activity Codes for Contracting Company

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Groups 1 Crop Production 10 11 12 13 14 15 16 17 18 19 2 Dairy/Beef Production 20 21 22 23 24 25 26 27 28 29 3 Purebred Dairy/Beef-* Special Activities 39 Subgroups Crop Management/Other Nursery Preseason Tree/Vine Care Land Improvement Land Preparation Planting Care of Crop Harvesting Post-harvest Marketing Herd Management/Other Corral Maintenance Buying Animals Herdsman Activities Health Services Breeding Feeding Milking Product Marketing Animal Marketing Animal Marketing 101 106 111 123 125 133 137 143 145 151 153 161 168 171 172 183 185 193 197 203 205 211 213 223 227 231 235 241 243 253 255 261 263 273 277 281 287 291 293 391 392 393 394 395 397
*

Sample Detailed Activity Codes Field Supervision Government Reporting Nursery Tying Brush Removal Rough Leveling Soil Conditioning Plowing Discing Planting Replanting Frost Control Growth Regulation Defoliation Picking/Harvesting Drying--Post-harvest Storing--Post-harvest Promotions/Demonstrations Hauling Crop Purchasing Supplies Recordkeeping Pen Maintenance/Repairs Sanitation Sale Attendance Hauling Animals Care of Animals Moving Animals Veterinary Services Dehorning A.I. Service Birth Assistance Feed Storage & Handling Milling/Mixing Milking Parlor Cleanup Milk Marketing Manure Marketing Market Intelligence & Analysis Sale Attendance Promotions Advertising Photographs Grooming/Other Preparation Sale/Auction Entertainment

Figure 3-19: Sample Activity Codes for a Farm ( Subgroups 30-38 have Activity Codes similar to those in Subgroup 2.)

Reviewing Your GL/CA Code Structures


As you plan your GL/CA Codes for use in ABECAS, consult with your financial advisers, including your accountant, banker and tax preparer. Also, be sure to consult with your operations personnel about what information they would like from ABECAS. In selecting your GL/CA Codes structure, remember that the reports for each Cost Center ABECAS Introduction--Version 5.1
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(Department/Job/Work Order) will generally print on separate pages. Also, by carefully planning your Summary Accounts in the Chart of Accounts, your data will be better organized and easier to work with. Whenever possible, leave spaces between your Account Numbers to facilitate adding accounts in the future. If you find yourself without enough spaces, you can use alphabetic subscripts to add accounts.

Implementation Schedule
In order of priority, first plan your Chart of Accounts. Next, plan your Departments, then your Jobs and/or Work Orders. Finally, plan your Activity Codes. Your plan for developing, reviewing and entering your GL/CA Codes is as follows: Design Chart of Accounts Review Entry

GL Department Codes

CA Job/Work Order Codes

Activity Codes

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The ABECAS system programs, the General Ledger module and the database utility programs must be installed before or at the same time as all other ABECAS modules. Also install the sample database when you install the GL/CA programs. This is necessary, since the system programs and database utilities are required by all modules, and because the General Ledger/Cost Accounting Codes are an integral part of all modules. In fact, the GL/CA Codes are loaded into memory at the time the company is selected, and are used for data validation throughout ABECAS.

Sample Forms and Checklist


A set of sample forms and checklists is provided in Appendix F to help you install the GL module and Database Utilities. You may copy these forms and checklists, as needed, or design and print your own forms. These forms and checklists are shown in Figure 4-1. Type Checklists Logs Security Configuration Master File Forms Form Number GC-INSTALL GC-MONTHLY AB-BACKUP AB-PROBLEMS AB-SECURITY GC-SETUP GC-CCE GC-CAE CA-CAE CA-CYE AB-TRAIN (1) AB-TRAIN (2) AB-TRAIN (3) AB-TRAIN (4) GC-TRAIN Name of Form/Checklist Installation Checklist End-of-month Processing Checklist Backup Log Problem Log ABECAS Security--User Specifications General Ledger Codes Setup Cost Center Codes Chart of Accounts Activity Codes Year/Season Codes ABECAS Installation Training Schedule ABECAS Pre-delivery Planning ABECAS System Installation Database Setup Installing the GL/CA Codes Page F-2 F-3 F-4 F-5 F-6 F-7 F-8 F-9 F-10 F-11 F-12 F-13 F-14 F-15 F-16

Training Program

Figure 4-1: Sample Forms and Checklists

Installation Steps
The installation process is outlined at the end of this chapter. It is essential that you follow the Installation Steps in their listed sequence. This chapter follows the same sequence. If any step is done out of sequence, it may result in not being able to proceed at a later point. Use a copy of this checklist from Appendix F to check each step as you proceed through the installation process. Be sure to enter the date each step is completed, to help you put the installation process into perspective later on. Installing the programs and sample database should be quick and simple. On the other hand, defining your own GL/CA Codes is more difficult. In general, you should define and enter your codes' overall structure, and later make additions and changes as necessary. It is easier to start with fewer codes and add to them, rather than the reverse.
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1. Prepare Your GL/CA Codes


All ABECAS modules, regardless of whether you plan to post to the GL/CA modules, require that certain GL/CA codes be defined and entered first. Even if you plan to define most of the codes later, you must enter at least one account for each type of account number in the Chart of Accounts. This will enable you to enter a "valid" code as you work with each module later on. If you do not enter a full set of codes at the beginning, then you will have to retrace the installation process so that you can complete the entry process. The Setup program allows you to enter your setup parameters and accounts without error-checking the codes that you enter. This means that it's your responsibility to make sure your codes are valid before you begin entering transactions, because you must configure each module before you can access it. Since the configuration programs require that codes be entered, sample codes are provided and may be used until you have decided on your full set of codes. Review Chapter III and your decisions regarding your GL/CA codes. As a minimum, decide on the structure of your Chart of Accounts. This includes a decision on how many characters will post to the General Ledger. If you can use a three-character account number in the General Ledger rather than a four- to six-character account number, you save keystrokes and possible errors when using ABECAS. In entering transactions, ABECAS does not require that a cost center code or activity code be entered; therefore, you can begin using ABECAS without these codes if necessary. If you choose to do this, the program posts these entries to the "Company" level in the General Ledger and to the "Unclassified" activity for the "Company" level job in the Cost Accounting. If you begin in this way and you post to the full GL/CA modules, you will want to correctly allocate these entries later through a set of journal entries.

2. Review Installation Process


Before you begin copying disks, review the installation process described in this chapter, including the relevant Appendices. This will provide an overview of the process and better prepare you for what has to be one.

3. Install ABECAS
All ABECAS modules are distributed on disk or cartridge tape. Check that the programs and data files for each module exactly match those shown in Appendix A for each module. If a file is missing or is more than 4K different than that listed in Appendix A, then check that this program works in the testing phase. If there is a problem, immediately notify your dealer or Argos Software so they can replace you disk, if necessary. Programs may be different from those listed in Appendix A, because the documentation may not yet reflect the updated program. This can occur because of changes or enhancements to the software. If it is different, you may have received an enhanced version of that module. However, if you are missing a file, it may not prevent you from proceeding at this point. Appendix C contains a complete, step-by-step description of how to install ABECAS. Instructions are given specifically for MSDOS/PCDOS systems. Use the checklist included as Figure C-1, as appropriate. In working with ABECAS, you must access all ABECAS programs, as well as the ABECAS System
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Database, from the same drive. These data files all begin with the same four initials: ABXX. This is necessary because ABECAS runs off the logged drive, and you can only be on one drive at a time. On the other hand, the database files for each company and module may be on different drives. We only require you to keep all files for the same database, for the same company, on the same drive.

4. Setting up Printer and Terminal


Loading the ABECAS System Menu The ABECAS System Menu allows you to access all aspects of the ABECAS Financial and Management Accounting System. To load the ABECAS System Menu from the operating system, first log onto the drive containing the ABECAS programs and then enter: X:\ABECAS ABECAS "X" is the disk drive--A, B, C, etc.--containing the ABECAS programs. "ABECAS.EXE" is the command or program file containing the ABECAS System Menu. Go to the Utilities menu from the Master Menu that displays by entering a U. The following menu will display.
U Abecas Utilities Qmenu Dos eXit Verify/recover/move Fix/compress records Error Codes/Logs Build new company Screen/printer setup Runtime/qmenu setup Workstation setup Install Update Disks

Enter S Screen/Printer Setup. This will allow you to establish the type of printer and screen configuration for the workstation. This will become the default printer and workstation terminal.
(ABCON1) ABCONFIG - ABECAS Screen & Terminal Configuration Utility Version 5.1 User Number: XXXXXX Screen Name: XXXXXXXXXXXXXXXX New Screen Name: XXXXXXXXXXXXXXXX Printer Name: XXXXXXXXXXXXXXXX New Printer Name: XXXXXXXXXXXXXXXX Screen Driver Printer Driver 1 - Select/Configure PC Screen P - Select Printer Driver 2 - Select ANSI Terminal O - Other Option 3 - Demo Selected Driver X - Exit and Save Q - Quit and Do Not Save Please Enter Your Choice: X

User Number The user number for this workstation as entered in the Autoexec.bat will display. Screen Name This is the name of the type of screen colors as chosen in option 1 - Select/Configure PC Screen. It is advised that you become familiar with the programs before you make any changes in the colors of your ABECAS screen display. Any changes in the screen color layout can be observed
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by using option 3 - Demo Selected Driver. The default choice will be ABECAS Default. Printer Name One of the first choices you will need to make is they type of printer available for this workstation. This will become important as you work at printing initial reports, etc. To access the printer setup, enter P Select Printer Driver. This will display the following screen.
(ABCONP2) Printer Selection Screen Printer Number Printer Type Port Description 1 (default) XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 2 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 3 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 4 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 5 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 6 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 7 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 8 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX Printer Type List: 1 OKI. MICROLINE X From the list of printers shown to the right, (additional printers are 2 ALPS 2100 XXXXXX 3 EPSON FX/80 XXXX listed on the next menu by using your to display the next listing), enter 4 IBM PROPRINTER X the number of the kind of printer you will be using as your default 5 DATASOUTH DS-220 6 ITCHAC PcOS XXXX printer. This will be listed as LPT 1. You may keep the description of 7 HP LASER & COMP. this printer in the second column or give it a particular name in the 8 STAR MICRONICS X 9 TEXAS INSTRUMENT second column descriptions field. You may have more than one printer 10 ROSE TECH. XXXXX listed that can be used from ABECAS. Give them different Port ENTER TYPE: XX numbers and in your Windows setup, capture these port settings for

the printers specified. When you want to print, using a different printer, you can use your F9 key to display a window listing the printers. Do a C Change, and then using your , you can select the printer you want to print the report on. Be sure to make your selection before printing the report. O Other Options will display the window shown to the right. These settings set your keyboard to all caps, number lock on, permit use of the mouse with speed sensitivity, and have the system check for the loading of the SHARE.EXE. These settings automatically load when you access the ABECAS System Menu.
Turn NumLock On X Turn CapLock On X Use Mouse X Hor Sensitivity N Ver Sensitivity N Check SHARE.EXE X

The mouse is active in the menu selection process as well as in the individual screens. The left mouse button acts as the Enter, , key and the right button acts as the ESC key. On the menus, you may go left and right or up and down as you would use the arrow keys. Within the program, in the entry screens, the mouse is active within fields (left and right) and between fields (up and down). The speed of the mouse is set by the sensitivity settings.

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5. Work with the Sample GL/CA Database


Working with the sample GL/CA database before you create your own GL/CA database will accomplish two goals. First, it ensures that all programs are operational. Second, it helps you become familiar with the features of ABECAS and how the programs operate. When you no longer need the sample databases, you can delete them. However, always maintain a backup copy of all of your sample databases, so you can restore any if necessary for training or other purposes. Every module includes a sample database, which has the company code of "AA", standing for Argos Associated. The GL/CA contained in the sample GL/CA database are shown in the sample reports, in Chapter VII. Having gone through the instructions in Appendix C, your sample database should already be correctly located and installed. However, with all new modules, your first step should be to review the configuration parameters. Detailed instructions for each program are contained in Chapter VI. In working through these instructions, remember that indicates the "Enter" key. Until you press this key, the program does not act upon what you enter. Loading the ABECAS System Menu The ABECAS System Menu allows you to access all aspects of the ABECAS Financial and Management Accounting System. When you are running ABECAS under Windows, click on your ABECAS icon. On other operating systems, you need to access the drive and directory where your programs are located. At the prompt, type ABECAS. This will display the ABECAS System Menu.
mm/dd/yyyy ABECAS By Argos Software Abecas Utilities Qmenu Dos eXit A TM Copyright (C) 1980-99 by Argos Software, All Rights Reserved Worldwide Support Phone (559) 221-7211 Fax (559) 227-9644 ABECAS Version XXXX Serial No. XXXXXXXXX Licensed to XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

You can then select your next activity from this menu. If the menu looks garbled, then the correct screen driver for your terminal/system has not been installed. On MSDOS/PCDOS systems, this usually indicates that your system is not properly configured. Check that your CONFIG.SYS file correctly contains an instruction to load the ANSI.SYS file on startup.

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Reviewing the Configuration of the GL Module We suggest that you run the Setup program for the AA database to become familiar with how it is setup. If different configuration values would better fit your situation, then change the responses accordingly. Beginning with the ABECAS System Menu, enter: A ABECAS This displays the company or database log-on screen and allows you to proceed to the modules.
Company ID XX XXXXXXXXXXXXXXXX User ID XXXXXXXXXX Password HHHHHHHHHH Today's Date mm/dd/yyyy

Company ID User ID Password Todays Date

AA A A

Enter the sample database ID Enter a master user's ID Enter a master user's password The system date will display. Simply enter on the field.

When first accessing the AA database, the GL Setup program will display.
General Ledger Setup (GLSS) Posting Defaults Current Period Data Default Posting Flag X First Fiscal Month NN Current Calendar Period NN GL Account Structure Current Calendar Year NNNN Cost Center Length N Current Fiscal Period NN Account Number Length N Current Fiscal Year NNNN Account Ranges Low High Assets XXXXXXXX XXXXXXXX Allow Access To Prior Years? X Liab / Equity XXXXXXXX XXXXXXXX EOP Posting of Jrn 'W','Y' X Revenues XXXXXXXX XXXXXXXX Post Cost Ctn for BS Accts? X Expenses XXXXXXXX XXXXXXXX Post Actv Code for BS AccTS? Earnings Accounts Current Earnings XXXXXXXX Retained Earnings XXXXXXXX Version No. N.99 Action? X

As you go through the fields, on some fields there will be a window displayed indicating that this code has not yet been defined in the GL Codes Account Number entry program.
(GLSS-ND) Code Entered is NOT defined in GLCAE - Enter Account Numbers XXXXXXX Add using above program before use. Do You Wish to Continue? (Y/N) X

Enter Y Yes to continue each time this window displays. When you come to the fields concerning the calendar period and year, you must make entries in those fields. Enter your own current month, fiscal month, current year and fiscal year.
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After continuing to use the default values for the rest of the Setup screen, the window below will display.
(GLSS1) Blank Cost Center Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Default GL Report Comments XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Description for User Defined Sort Codes Cost Center 1 Alpha Code Cost Center 2 Alpha Code Account Number Alpha Code Sort Code Default? D Action? X

Accept the default values in these fields for the moment and at the Action field, enter: A The Options window will display next.
(GLSS2) Option Codes: Budgets & Reporting NNNN Encumbrance Processing NNNN Remote Posting NNNN User Defined Reports NNNN GL to GL DB Transfer NNNN GL Import Journal Entries NNNN GL Export Journal Entries NNNN Fund Reporting NNNN

Accept

Action (A/C)? A

The Option Codes for the AA company will default. These option codes are based upon the exact entry in the 40 character Company Name field in the Build New Company program under the Utilities menu. Each of the options will be operational in the AA test company but will not be operational for another company. When you have purchased a particular option, Argos Software will furnish you the option code for your real company. When you have finished the final Action acceptance field, using A Accept, in the GL Setup program, each of your modules Setup program will also display in turn. The description of each field for each module is contained in Chapter XI of the relevant manual. Chapter VI of this manual contains the descriptions for the GL module. At this point, simply entering ( ) through each of the fields would be best. This will provide you with some opportunity to view some of the issues involved without needing to make any changes. After you have some familiarity with the programs, then you can make the changes appropriate for your situation and training. When you have completed reviewing each of the Setup screens, the program returns you to the ABECAS Module Menu. The ABECAS System Module Menu is then displayed using the modules that you have.

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GL General Ledger XXXXXXXXXXXXXXXXX Open CA Cost Accounting XXXXXXXXXXXXXXXX Open AP Accounts Payable XXXXXXXXXXXXXXX Open ED Electronic Data Interchange XXXX Open AR Accounts Receivable XXXXXXXXXXXX Open PR Payroll XXXXXXXXXXXXXXXXXXXXXXXX Open SP Safety/Personnel Management XXXX Open CM Contact Management XXXXXXXXXXXXX Open ST Supplies Tracking XXXXXXXXXXXXXX Open EM Equipment Maintenance XXXXXXXXXX Open Your Choice? XX

The General Ledger will be highlighted. You may either simply or enter GL. Each module can be accessed by highlighting the particular module by using the keys or by entering the two letter module code, i.e., GL, CA, PR, etc. Adding Yourself as a User While you can use the supplied user ID and password for the sample database, you may prefer to add yourself as a user. (This is the procedure to enter every user for every database after building the company modules through the Build New Company program under Utilities menu.) To do so, start from the ABECAS System Menu and enter the Company Log-on with Company ID AA, User ID A, and Password ID as A.
A Accounting User_Security eXit GL General Ledger XXXXXXXXXXXXXXXXX Open CA Cost Accounting XXXXXXXXXXXXXXXX Open AP Accounts Payable XXXXXXXXXXXXXXX Open ED Electronic Data Interchange XXXX Open AR Accounts Receivable XXXXXXXXXXXX Open PR Payroll XXXXXXXXXXXXXXXXXXXXXXXX Open SP Safety/Personnel Management XXXX Open CM Contact Management XXXXXXXXXXXXX Open ST Supplies Tracking XXXXXXXXXXXXXX Open EM Equipment Maintenance XXXXXXXXXX Open Your Choice? XX

This will display the company menu screen and allow you to proceed to the security definition portion . Use your key to access the Security Menu. There will be a S in the Action field of the menu bar. on the S and the following screen will display.
(ABSEC-1) User ID XXXXXXXXXX User Password XXXXXXXXXX Printer Type X Menu Style N Starting Level N Security Level N Action A

You may now define your user ID and password. Enter:

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User ID Enter your first name or some other ID for yourself, up to 10 alphanumeric characters User Password Enter your last name or some other password for yourself, up to 10 alphanumeric characters Printer Type Enter the default printer type that you or the user will be using. This will determine the default value for all reports run in ABECAS by this user. The choices are Wide (default) for 14 7/8 paper and Narrow for 8 paper. Menu Style Choose the way you want the sub-menus to display. The options are as follows: 1. Option/Down Stack - the sub-menu will display right under the menu option (default). 2. Bottom/Up Stack - the sub-menu displays various places on top of the menu. 3. Staggered - The full menu displays and the full sub-menu displays. 4. Top/Down Stack - The sub-menu displays on top of the menu, starting at the bottom of the master menu level. Starting Level This refers to the menu level when you enter a module from the module menu. 1. Level One - Enter the module with just the Master Menu displaying (default). 2. Level Two - Enter the module with the Daily Menu displaying. Security Level This sets the security level of the user. The choices are as follows: 0. Selective - You may be locked out of an entire module or the level of access to programs of a particular module can be limited. The level of activity is determined by entries in the next screen. The Security System will not be available to the selective user, thereby prohibiting the user from any changes in access levels (default). 1. Master - Access to all modules and all programs. Action Enter the code of your choice. A Accept and proceed to the next screen if O Selective or to the User ID field if a Master. C Change the entries, starting with the Password field. D Delete the user from access to ABECAS. When a Selective user is assigned, the following screen displays, allowing you to choose the level of access this user has to the ABECAS modules and programs. As you enter this screen, you will have the opportunity to choose the level of accessibility for each user. All menu selections though the highest level indicated will be accessible to the user.

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User ID XXXXXXXXXX Module Sec Level Product Description GL N General Ledger or Codes XXXXXXXX CA N Cost Accounting XXXXXXXXXXXXXXXX AP N Accounts Payable XXXXXXXXXXXXXXX ED N Electronic Data Interchange XXXX AR N Accounts Receivable XXXXXXXXXXXX PR N Payroll XXXXXXXXXXXXXXXXXXXXXXXX SP N Safety and Personnel Management CM N Contact Management XXXXXXXXXXXXX ST N Supplies Tracking XXXXXXXXXXXXXX EM N Equipment Maintenance XXXXXXXXXX PL N Job Planning & Control XXXXXXXXX PO N Purchase Orders XXXXXXXXXXXXXXXX IM N Inventory Management XXXXXXXXXXX SO N Sales Orders Processing XXXXXXXX Action A

0 3 4 5 6 7 8 9

Lock Out means that when the user accesses the Module Menu, this module will not appear on the menu (default). History will only allow the user to access the Reports menu of the marked module. Reports will allow the user to access the report menus under the Daily menu. Entry will allow the user to enter data under the Daily menu selections. MF Reports will allow the user to use the reports under the Codes menu. MF Entry will allow the user to make entries into the Master Files in the Codes menu. Posting will allow the user to post transactions entered in the Daily entry programs. All will give the user access to all programs, including Setup.

Working With the Sample Database To access the ABECAS module programs and the sample AA database, start from the ABECAS System Menu as described on page 4-4. At this point, all of the General Ledger/Cost Accounting codes that apply to the selected database are loaded into memory. They are then available for error-checking throughout ABECAS. This takes several seconds to complete, but saves time when you are working with ABECAS. From the Main ABECAS Menu, select the GL module. Enter: Your Choice? GL to select the GL module
A DAILY REPORTS PERIODIC CODES SETUP EXIT

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Reviewing Codes First, let's display the cost center codes. From the menu, enter: C Codes to choose the Codes menu. C Cost Center Codes D Display Cost Centers The screen that will allow you to display the cost center codes will appear. Further information on the procedures to be used in printing reports may be found in Chapter VI of each modules documentation..
(GLCCD) Terminal/Printer/Disk/eXit? X Record Sequence & Selection? X Report Format & Content? X Action? A

Terminal/Printer/Disk/eXit?

This defaults to "T", the terminal option. Enter "P " if you wish to print this out. Record Sequence & Selection Will display a window. The default option is N No. Enter Y Yes only when you want to access specific codes. Report Format & Content? Will display another window. This allows you to change the name of the report and/or to have the report run continuously without page breaks or headers on the succeeding pages. Answer N No for this purpose. Action Accept the options selected and enter A Accept.

The codes are then displayed on the screen, or printed out if you selected that option. After the last , the program should display the cost center codes on the screen. Continue to press after each screen of codes until you return to the menu. Updating Codes Now, let's enter a new cost center code into the Cost Center Codes File. From the Codes menu, enter: C Cost Center Codes E Enter Cost Centers
(GLCCE) Cost Center Code XXXXXXXX Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Status X Sort Code1 XXXXXXXXXX Sort Code2 XXXXXXXXXX Starting Month NN Action? A

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To enter a new cost center code, such as E501 for equipment item #501 belonging to the Equipment Department E, enter: Cost Center Code Description Status Sort Code 1 E501 ( ) to enter the code Utility Trailer to enter a description for the new code A for Active status This field is defined in the GL Setup program and defaults the first 10 characters of the Description field. Sort Code 2 This field is also defined in the GL Setup program and is a user defined field. Starting Month 01 Default starting month for cost accounting purposes Action A Accept to accept the code entered

Having entered and accepted a new code, let us review the code. In the same screen enter as follows: Cost Center Code E501 This displays the code we just defined. We may now either accept the code, change it or delete it. Let's accept the code. Action A Accept

Now we will exit from this screen and return to the previous menu, by pressing at the Cost Center Code field. To work with any of the ABECAS screens, the procedure is similar. Entering in the first field will generally return you to the previous menu or log-on screen. If not, then the program prompts you for the required entry at the bottom of the screen. You may also use the <esc> (escape key) to exit. To exit completely from ABECAS, continue to press <esc>. Before exiting, do three things: (1) display the other codes that exist in the GL module, (2) review the entry screens, and (3) review the database status screen (GLPDD).

6. Create a New Database


Once you feel comfortable working with the sample databases, you are ready to create your own. This is a multi-step process. First, set up a new company ID. This process is accomplished through the Build New Company program in the Utilities menu.
(ABCON-1) Company ID XX User ID XXXXXXXXXX Password HHHHHHHHHH Name (16 Chars) XXXXXXXXXXXXXXXX Name (40 Chars) XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Sort File Drive X Disk Print Drive X Action X

This sets up the ID that you want to use in ABECAS for your databases. This ID will be used every time you access your databases, and it forms the third and fourth characters of the name of every data file for your company. Hence, it is essential that you select a two-character ID that is convenient for
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you. In most cases, you will want to relate the ID to the name of your company, such as AA for Argos Associated. The company ID should also be entered as the User ID. This is easy to remember and can be changed later when you are ready. At this point, the password automatically defaults to the same code as the User ID. You are then prompted from the Action field. Simply press and you will be prompted from the Name 16 character field. Name (16 Characters) This is the name that appears on the Company Log-on screen when the two letter company code is entered. It is the name that is in the upper right-hand corner of each screen in each module and is the default name of the Blank Cost Center Description. Use any designation up to sixteen characters for the company name. Name (40 Characters) This is the name that appears on all reports run. This is your full company name. All option codes for the various options, located in the Setup menu within each module, are based on the exact 40 characters, including spaces/blanks. Center the name in the spaces provided as this will center the name on the various reports. For each company that you want to establish, call Argos Support to receive the proper option code based upon this 40 character name. Sort File Drive When building reports a temporary file is built. Depending upon the amount of data you are sorting, this file has the potential to be very large. Therefore, when entering a particular drive, you will want to choose one where there is sure to be enough permanent space for the file to be used. If the drive runs out of space, you will receive an error code during the building of the report. There are several possibilities you may want to consider in inserting a drive letter: 1) Leaving the field blank will build the temporary file in your program drive. This may work well for you, but sometimes on a net work this could slow down the process. 2) Use your data drive. Or 3) Use the local drive C. When using this choice, attention needs to be made to be sure that each local workstation would have adequate hard drive space to use when building reports. When in doubt, leave the field blank. Disk Print Drive This is the default drive for all of the reports when printed to the disk. (The drive can be changed when printing the individual reports). Generally this is the same drive as where the database is stored, but may be any convenient drive where you want to have your disk reports placed. It is best not to have the program drive used as you do not want any extraneous files cluttering up your program drive in case the report files do not get deleted. When C drive is used, all files printed will be displayed on the desktop of the computer running the report. Action Enter the code of your choice. A Accept and build new companies. This will access a new screen, showing the modules available to you. See below for this process. C Change will allow you make changes, beginning with the 16 character Name field. D Delete will prohibit access to the company data base by this particular user but will not delete any databases already built. This is the only place where a Master User may be deleted. All Selective Users are deleted using the User Security program. X Exit

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After accepting the information entered, a new screen will display. The first time through, this will completely build the database structure for each module. You may be selective in the modules that you build for each company, or you may build all the modules that you have. At least one General Ledger module must be built. Other companies using selective modules can be built using as an Alternative ID the GL for the main company. See below for further information.
Module Name BuildDrive ----------------------------------------------------- GL General Ledger XXXXXXXXXXXXXXXXX A A CA Cost Accounting XXXXXXXXXXXXXXXX A A AP Accounts Payable XXXXXXXXXXXXXXX A A ED Electronic Data Interchange XXXX A A AR Accounts Receivable XXXXXXXXXXXX A A PR Payroll XXXXXXXXXXXXXXXXXXXXXXXX A A SP Safety and Personnel Management A A CM Contact Management XXXXXXXXXXXXX A A ST Supplies Tracking XXXXXXXXXXXXXX A A Alternate ID XX Action? A

When accessing this screen, you will enter at the Action field. Enter a C Change to access the individual modules. Each of the Build fields will be N No. Enter a Y Yes and the drive letter for the ABDATA directory. Do this for each module you want to build. Upon accepting the screen, the program proceeds to build the databases for the newly entered drive locations. In the process, the program adds these databases to the ABXX database for this company. Thereafter, these databases will appear on all of the menu screens. As this program creates the database on the disk, it lets you know what it is doing. This process may take a few minutes to complete. You can also use this screen to block out a database from ABECAS. In this case, blank out the drive location for the database that is no longer desired. Then exit from ABECAS and re-enter the system, in order for this deletion to appear on the menu screens. If you ever re-institute the module again, the database will still be there, unless you have deleted the files by another process. Alternate ID When building databases that do not have an independent GL, you will be asked to enter an Alternate ID. This will be the module that supplies the GL codes for those modules. You may elect to not post to the GL or you may elect to have this company post to another companys GL through the use of the Alternate ID option. If, for some reason a file/segment for a particular database has been deleted or is missing, you can access this program and rebuild the missing file by blanking out the module, exiting the program, and then entering the program again and putting in the drive letter again.

7. Configure the Database


As explained above, starting on page 4-4, you will access the Setup program of each module the first time you enter the Company Log-on. At this point, you will need to be ready to enter new values in the fields for your companys configuration. Each field in the Setup programs of each module should have a value entered in order to run the programs properly. These values can be changed at a later date, as necessary, except for the fiscal and calendar year information entered in the GL Setup. Once entered and Accepted, it can not be changed.

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In each of the modules, you should read Chapter III on Management and Accounting Decisions before you create and setup the database. The decisions discussed in these chapters are the basis of the setup parameters that you will use. To actually begin operating ABECAS without entering the correct setup parameters may cause considerably more work later, because these parameters determine how ABECAS will operate for you. In the case of the GL database, review the structure of your GL/CA Codes from Chapter III. This structure has to be defined before you can enter account numbers in any of the modules. If you are unsure of which account numbers to use, then define your account ranges and at least one account number each for assets, liabilities, equity, revenue, and capital. This will at least enable you to proceed, and you can change these codes later, if necessary. The setup decisions required for the GL module can be summarized in the following paragraphs.
General Ledger Setup(GLSS) Posting Defaults Current Period Data Default Posting Flag X First Fiscal Month NN Current Calendar Period NN GL Account Structure Current Calendar Year NNNN Cost Center Length N Current Fiscal Period NN Account Number Length N Current Fiscal Year XXXX Account Ranges Low High Assets XXXXXXXX XXXXXXXX Allow Access To Prior Years? X Liab / Equity XXXXXXXX XXXXXXXX EOP Posting of Jrn 'W','Y' X Revenues XXXXXXXX XXXXXXXX Post Cost Cnt for BS Accts? X Expenses XXXXXXXX XXXXXXXX Post Actv Code for BS Accts? X Earnings Accounts Current Earnings XXXXXXXX Retained Earnings XXXXXXXX Version No. N.99 Action? X

Default Positing Flag ABECAS has the capability of keeping a dual set of books, both an accrual and a cash basis set at the same time. Separate reports may be run for your accounts on the accrual basis or the cash basis, it you so desire. You may have your accounts reported on only the accrual basis or the cash basis, or both. The default flag is for both. Cost Center Code Structure All of the ABECAS posting programs post to the General Ledger departments and Cost Accounting jobs based on the number of characters specified in the GL/CA Setup programs. In most cases, a one-character GL department code and an eight-character CA job code are used as the default responses. This is an important decision, because it determines the level of cost center detail, particularly in the General Ledger. Account Number Structure Like the cost center code, you must specify how many of the eight possible account number characters will post to the General Ledger departments and Cost Accounting jobs. In most cases, three or four characters are used for the GL account number and all eight characters for the CA jobs. The default values are eight and eight, respectively. This is an important decision. If you change it later, you will probably have to enter a set of adjusting entries to correct the effect of the previous structure on the GL/CA accounts. See the discussion in Chapter III for further information concerning the usage of these accounts. Account Number Ranges ABECAS uses the account number ranges for error-checking selected entries such as the Accounts Receivable account used in the AR module and the liability account used in the AP module, determining which entries are debits and which are credits, and determining signs in the financial statements. The low value is normally entered as a single character and the high value as a number followed by letters. This increases the range of possible account numbers. For example,
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assets may range from 1 to 2zzzzzzz. You can enter up to eight characters. This is an important decision. If it is changed later, you will probably have to enter a set of adjusting entries to correct the effect of the previous structure on the GL/CA accounts. These accounts have been extensively discussed in Chapter III. For further information concerning these entries, please review that chapter. Fiscal Month and Year ABECAS automatically keeps track of both the fiscal and calendar month and/or year, by entering the month/year associated with the first month of your transaction processing. Thereafter, each end-of-month processing automatically increments the values by one month. Once you have entered and accepted this information in the Setup, it can no longer be changed. Therefore, be sure you enter it correctly. The items required for this purpose are: First Month of Fiscal Year Since ABECAS uses the month as the accounting period, knowing the first month of the fiscal year tells you the last month of the fiscal year. Your fiscal year is based on your tax reporting period, and may be different from a calendar year. Current Calendar Month/Year This tells ABECAS how far through your current fiscal year you are. The current calendar month, in association with the first month of the fiscal year, gives the current fiscal month. For example: First Month of Fiscal Year Current Calendar Month Current Fiscal Month 01 01 04 04 04 01 04 04 05 03 01 04 01 02 12

This information is also used to determine how the monthly General Ledger account balances are maintained. Current Fiscal Year If your fiscal year does not begin with January, then you must decide if you want to use the last two digits of the first or the second year to indicate the fiscal year in ABECAS. For example, if your current fiscal year is 04/1998to 03/1999, then you may refer to this year as 98 or 99. In most cases, it is better to use the ending year. This is an important decision, because it becomes the GL accounts' reference code. Once entered, you cannot change this entry. Allow Access to Prior Years? Once the Fiscal Year is over, ABECAS does not allow posting to the past year, unless you designate that this procedure is possible. You may designate whether posting to only the immediate past year is possible or whether you want to post to two or more previous years. Ordinarily this option would be set so that posting to the previous year or other previous years is not possible. If you do need to post to the previous year, set this flag to the appropriate level and then return it to the do not post option. This will prevent accidental postings to the wrong year. End of Period Posting of Journals W - Repeating Transaction Journal - and Y - Reversing/ Reversed Transaction Journal The General Ledger has provisions for entering repeating transactions that done monthly. This allows you to make the entry once and then the system automatically creates transactions each month. Transactions that are made and then to be reversed are also possible, when marked as such by the type of entry. This flag in the GL Setup allows you the choice of having these entries posted for the next month by the End of Period Processing program, or automatically making the transactions as unposted transactions, allowing you to make changes, as necessary, before posting. The Define Database Security program allows you to define "Master Users" and "Other Users". A
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master user has access to all modules and may define additional users. The other users only have access to the operating programs, and only to the degree they are permitted. This level of access is determined first by module and then by a choice of all programs, transaction processing programs only (programs accessed from the transaction processing submenus), or no access at all. These security codes are stored in the ABXX database. In using ABECAS, you enter the security codes when you identify the company with which to work. From this point on, the level of security is automatically controlled through the access levels contained in the ABXX database. Whenever you are away from your terminal, always leave your terminal at the company log-on screen to prevent an unauthorized user from accessing ABECAS at your level of security and to close all databases. See pages 4-7ff for information on this procedure.

8. Enter GL/CA Codes


You should proceed to enter your GL/CA Codes as soon as possible after building your GL/CA database. In this way, all entries into the other modules will have a full range of accounting codes available. Throughout ABECAS, the only GL/CA code you have to enter is an account number. Whenever possible, the account number defaults from the Setup program or a codes file so you don't have to enter the accounting codes. The cost center code and activity code are not required. If you leave their fields blank, the entry defaults to the company level GL department and CA job and the "unclassified" activity. The year/season code automatically defaults to the two-character code representing the current calendar year. In other words, you can start using ABECAS by only defining the account numbers, if necessary. Copying GL/CA Codes from Another Database If you already have General Ledger/Cost Accounting Codes that you would like to copy into a new database, then you may do this by copying just the files required. Copy both the record and index files for the required codes. For example, copy the GL/CA Codes as follows on PCDOS/MSDOS systems: Cost Center Codes Account Numbers Activity Codes Year/Season Codes COPY S:GLSSCC.* D:GLDDCC.* COPY S:GLSSOB.* D:GLDDOB.* COPY S:GLSSAC.* D:GLDDAC.* COPY S:GLSSYS.* D:GLDDYS.*

"S:" is the source drive, including a subdirectory specification, such as "\ABECAS\". "SS" is the GL/CA source file for the Company identified as "SS". "D:" is the destination drive, including a subdirectory specification. "DD" is the GL/CA destination file for the company, DD. Copy only the codes you want to use and then recover the file in the new database. For example, if you copy only the Account Number File, then recover the OB segment for the new company, DD. This is accomplished by using the Recover program in the Utilities menu.

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9. Back Up Your Database


During the installation phase, be sure to back up all of your databases frequently. You should make a backup whenever you would feel that you would lose valuable information in a system failure. Maintain at least three different sets of media (e.g., disks, tapes) so you can restore an earlier version of your database if necessary. There is no way of knowing when you may have to restore a backup of your databases. Periodically, store an extra copy of your backup in an off-site location.

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Installation Instructions
The following instructions are for installing ABECAS on your IBM compatible computer for a single user. These instructions are for a Windows 95/98 computer. Also see Appendix C for further information. Installing the CD-ROM onto your System: 1. At your C:\ prompt, type Type CONFIG.SYS. If the you do not have at lease the following: Files = 225 Buffers = 32 Device = C:\Window\Command\ANSI.SYS Then type Edit CONFIG.SYS and change the appropriate settings, or add as the case may be. 2. At your C:\ prompt, type EDIT AUTOEXEC.BAT.. Enter SET AB_User_NO = 01 . Save the entries in the DOS Editor and reboot your computer. After rebooting, go to your My Computer icon, click on File -New - Folder. Then name the folder ABECAS. Do the same thing for a folder named ABDATA. 3. At the C:\ prompt type CD\ABECAS to go to the ABECAS directory. 4. At the C:\ABECAS> prompt, type Copy D:\*.* (or appropriate CD-ROM drive). This will copy the ABECAS program files on to your hard drive. Then do the same thing for the ABDATA directory on your DC, placing those files into the ABDATA folder. DO NOT USE the COPY procedure through Windows Explorer when copying in the files from the CD. The files will come in as Read Only and will not be available for use. 5. Create an Icon for ABECAS. To create your Icon, execute your Search in the ABECAS directory, and grab and drop the Abecas.exe on to the Desktop or the Start field. Change the icon as appropriate. Right click on your Network Icon, click on Properties and on the Configuration screen, click on File and Print Sharing. Allow for file and print sharing on your computer. 6. To start ABECAS, click on your Icon. (If the screen looks garbled, then you havent loaded the ANSI.SYS device drive in Step 1 above.) 7. In the Utilities menu, go to the Screen/Printer Setup menu. Enter P for printer and choose the type of printer that you are using with your computer. Enter X to save and then use your escape key to go to the main menu again. 8. In the Utilities menu, type B for Build New Company. In the Company ID field, enter the letters of the Company ID. Then enter the User ID and Password used above in instruction number 7 on page 12. At the Action field, enter a C for Change. In the Name (16 Characters) field, enter a shortened version of the company name, up to sixteen characters in length. In the Name (40 Characters) field, enter up to 40 characters for the full company name. The 40
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character name will be the name appearing on all reports. The letters in the Sort File Drive and the Disk Print Drive should be the same letter as the ABECAS directory/folder drive letter. When setting up the Multi-User system on a network, contact your network support staff or Argos Software Support at 559-221-7211. Additional information may be found in Appendix C.

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Novell Installation instructions

Installing ABECAS on a Novell Network


When you generate the operating system, use Custom Installation. Under System Configuration, set the number of files to 100.

Setting Up Global Network Parameters


Use "INSTALL" for ELS I. For ELS II, Advanced Netware V2.1x and above, see a qualified technician. Make sure the system is set for enough open files--100 per ABECAS user. Also, make sure you allow enough directory entries; some users may make quick backups to disk several times per day, making tape backups only at the beginning or end of the day.

Setting Up Workstation Parameters


If your version of Netware is v2.12 or later, you will need to create a file named SHELL.CFG in your boot directory, containing: FILE HANDLES = 100 SPX = 50

You will need to reboot your workstation after this has been done. If you get database errors (usually 088), then you may need a newer version of the network shell program. Set up your AUTOEXEC.BAT file for each ABECAS workstation. This file must contain the following commands (There will probably be other lines, but these do not pertain to ABECAS.): SHARE /F:4096 /L:199 SET AB_USER_NO=XX "XX" represents a unique number for each workstation in the range (01..16). This can also be set up in the Novell Log-in Script. Refer to the next page for an example. Set up a CONFIG.SYS file for each ABECAS workstation. parameters: DEVICE=ANSI.SYS FILES=100 BUFFERS+32 This file must have the following

ANSI must be in the root directory. If the workstation is short on memory, the number of buffers may be reduced. Increasing the number of buffers will increase your performance and decrease available memory.

Giving Users Appropriate Access Rights


The easiest way to ensure that a user has enough rights to run ABECAS is to give that person a Security Equivalence equal to the Supervisor. This is done through the User options in SYSCON. Enter SYSCON, select USER INFORMATION, select SECURITY EQUIVALENCE, hit the INSERT key, select SUPERVISOR, and exit out with the ESCAPE key. Alternatively, you could give all TRUSTEE RIGHTS except supervisor rights to a user, although we do not encourage this method.

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Novell Installation instructions

System Drive Mapping


Set up your drive mapping in the System Log-in Script. We suggest that you put your programs on "SYS:\ABECAS", and your data on "SYS:\ABDATA", and then make the following drive mappings: MAP H:=SYS:\ABECAS MAP I:=SYS:\ABDATA

This is not a steadfast rule, but conforming to this convention will aid our support people.

Loading ABECAS
Copy your ABECAS program files to the appropriate drive/subdirectory (usually H:\ABECAS). Be sure to flag the files as "Shareable-Read-Write" (SRW). To do this, change your current working directory to the ABECAS program subdirectory (usually H:\ABECAS) and enter the following command: H:\ABECAS>FLAG *.* SRW Run the ABCONFIG program to choose the correct screen and printer drivers. Do a "Move Database" on the sample data and test run the software. Now you are ready to build your company database. Remember to flag these files with SRW. It's a good idea to set up a batch file to flag both programs and data files for future use. Remember to set up the SORT FILE DRIVE and DISK PRINT DRIVE as a drive which is valid for ALL workstations. These options are set in the Database Creation and Configuration section for each company. The following sample system log-in script for Novell v2.1x can be used as the basis of a log-in script for Novell users: MAP F:=SYS: LOGIN MAP G:=SYS: MAP H:=SYS: ABECAS MAP I:=SYS: ABDATA MAP S1:=SYS: PUBLIC MAP S2:=SYS: PUBLIC\%OS_VERSION MAP S4:=SYS: WS4 MAP S5:=SYS: WP COMSPEC=S2:COMMAND.COM #capture nob nff ti=15 q=printq_0 write p_station IF P_STATION="000000000004" THEN BEGIN * rem wp station with local laser printer #ENDCAP DOS SET AB_USER_NO="01" END IF P_STATION="000000000003" THEN BEGIN * rem support workstation DOS SET AB_USER_NO="02" END IF P_STATION="0000000000c8" THEN BEGIN #ENDCAP END
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DRIVE G: IF LOGIN_NAME = "ABECAS" EXIT "1" EXIT "MENU" The script can be accessed through the supervisor option of the Novell SYSCON program. You must have supervisor rights to modify this file.

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V DATABASE OPERATIONS GUIDE


ABECAS incorporates the ARGOL Database Manager, a powerful database management system that provides the basis of ABECAS's power and flexibility. As it operates, the ARGOL Database Manager continually monitors for error conditions. If an error is encountered that the ARGOL Database Manager cannot handle, then it automatically closes the database and displays an error message. This gives you the opportunity to correct the error and ensure the structural integrity of your data. In installing ABECAS, you also install an ARGOL Run-Time Library, which includes the ARGOL Database Manager and a set of database utility programs. Several alternative Run-Time Libraries are available. The basic library is a "single-user" system that incorporates "file-locking". This is intended for computer systems in which only one user can access each database at a time, regardless of the number of terminals. This library allows multiple users to read from the same database at a time but only one can update records at any given time. An optional multi-user library version is available, in which multiple users can update records in the same file simultaneously. This option is used when more than one person performs the same kind of entry for the same company.

Sample Forms
We cannot overemphasize the importance of maintaining proper records. In particular, it is essential that you maintain an accurate up-to-date record of your database backups by company, as well as a record of any and all problems including database errors. These records provide the basis for any corrective actions you may have to take at a later time. To support you in maintaining these records, Appendix F provides the following sample forms: Type Logs Form Number AB-BACKUP AB-PROBLEMS Name of Form/Checklist Backup Log Problem Log Page H-4 H-5

Importance of Backing Up Your Databases


In working with ABECAS, you spend most of your time entering and reporting data. In entering data, you can recover any errors encountered by the Database Manager. For example, if the power to your computer is interrupted while you are entering data, the Database Manager already saved the records but had not updated the indices and various counters yet. Use ABECAS's Database Recovery program to automatically rebuild indices, relink records, and update the necessary counters. In the case of reports, ABECAS only reads the database, and does not update it. Hence, an interruption to the program normally will not damage the database, except when the program is writing to a record at the same time it is printing it. This occurs, for instance, with checks and invoices. The record is flagged as having been printed at the time of the interruption, but the number may not yet have been added to the record.

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Most operating errors are recoverable. However, you need to maintain backup copies of each company's databases in case either of the following processes fails: Posting transactions, particularly at the point where the transactions are being distributed to the General Ledger/Cost Accounting accounts both in the module itself and in the GL/CA modules. End-of-period processing

If either of these operations fails to completely process, you have to restore the backup copy of the databases and restart the processing. Restoring the databases after an interruption is necessary because various records were flagged as updated although the process was incomplete. Both processes require multiple operations on each record, and the only way to be sure this process was successfully completed is to let the program perform a complete run; that is, the program should return you to the menu when the process is finished. Then you can be sure all records were properly updated. If the program terminates or is terminated without returning you to the menu, then you should restore the backup of your databases that you made just prior to performing the processing. Although the program may let you continue after a failed posting or end-of-period processing, we do not recommend this because there is no way to confirm which records were completely processed. If you did proceed, you might encounter records that had not been updated or some counters that are incorrect. This leads to database errors later on, as you proceed in using ABECAS. As a matter of operating procedure, you should always back up your databases just prior to posting transactions and performing the end-of-period processing.

Database Backup and Restore Procedures


In backing up your ABECAS databases, you have to follow some basic rules. Back up all databases for the same company at the same time. In making a backup, back up all of the databases for the company. If you only do a partial backup, you might miss something and miss-align the databases. Although complete backups take more time, they reassure you that all databases are matched in terms of their current status. Back up before all postings. Before posting transactions, back up all the databases for the company. This is the only way to protect the integrity of the postings to the General Ledger/Cost Accounting modules. In posting transactions, you may want to coordinate the timing of all postings so that you only need to do a single backup. For example, you can make all the postings the first or last operation of the day, so everybody can enter and report, as well as back up, on the same schedule. In this way, a single backup will serve for all postings from all modules. Back up before all end-of-month processing. We recommend that you retain end-of-month database backups for at least three months, so you have a known set of data on which to rely, if necessary. You may need this backup, for example, to print out reports that were previously omitted or not required. These backups also allow you to restore data as far back as that, should the need for continuing your operations ever arise. Retain your end-of-year backup. We also recommend that you retain the backups made at the end of each fiscal year for at least a year. Depending on the printouts that you maintain, you may or may not have to maintain electronic copies of your records for legal purposes. Ask your accountant about legal requirements regarding copies of your databases.

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Retain selected backup copies at a site away from your premises. For a variety of reasons (theft, fire, flood or other catastrophe, etc.), your backup procedure should include a provision for retaining a set of backup copies at an off-site location. The Data Processing Manager might take a set of backups home regularly, or the owner might keep a set in a safety deposit box at the bank. The object is to be able to continue company operations in spite of disasters. Make your DP Manager accountable for backups. An operator may be absolutely trustworthy and reliable, but things still have a way of going wrong. Because backup copies are so vital to your company's or your department's operation, you need to be sure that backups are being made. Rather than assuming that someone is doing their job, we suggest that the DP Manager ask for frequent reports on the status of your backups. Retain a complete set of printouts. Ultimately, it is the paper trail that becomes your audit trail for the numbers stored in ABECAS. Maintain your printouts, particularly your end-of-month reports, in a safe place. The printouts are what represent the most acceptable audit trail of the system. Maintain these in accordance with all legal requirements for accounting documentation. Establish a backup plan and enforce it. From the beginning, you should establish a schedule for all backups: daily, periodic, end-of-month, and end-of-year. Daily Backups If you post your transactions daily, then you should establish a time each day to perform the backup. Generally, the best time is at end of the day, after you have validated the entries that were made. You might benefit from employing a night operator, who would perform backups, run postings and generate reports. If you back up daily, then you should have a set of backup media specifically labeled for each day. Every Monday, perform the daily backup on last Monday's medium, etc.; however, be sure to perform backups every work day, so you don't miss any days. Your Plan for Daily Backups Timing Media Labeling Storage Location Responsibility

Periodic Backups If you follow a daily backup schedule, you should maintain weekly backups for every week of the month to be able to restore in weekly increments, if necessary. If you post less often than every day, then you can back up with the same frequency that you post; every few days, for example. In this case as well, you should maintain backup copies that include an entire month. You can number of color-code the media to distinguish the increments of backups. Your Plan for Periodic Backups Timing Media Labeling Storage Location Responsibility

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End-of-Month Backups Maintain end-of-month copies of your database for at least three months, to be sure you can restore the database to its condition over the last three months. In maintaining these monthly backups, label your media and recycle the media accordingly. For example, if you are maintaining three end-of-month copies of your data, then use the following procedure: For the January backup, use the October media and retain the November and December backups. For the February backup, use the November media and retain the December and January backups. Your Plan for End-of-month Backups Timing Media Labeling Storage Location Responsibility

End-of-year Backups Retain the end-of-year backup separately, in case you need to go back to any end-of-year data. You can use this to restore your databases if, for any reason, additional reports or other uses are necessary. Your Plan for End-of-year Backups Timing Media Labeling Storage Location Responsibility

Back up all databases for a company. In all cases, we recommend that you use a tape to back up your ABECAS data files for all companies at the same time. This is easier and faster, and you are less likely to run into problems with missed files or disks out of sequence. Also, the tape subsystem will have its own utility program for backing up and restoring files. Verify a backup. The major problem in backing up and restoring your data files is the possibility that some files will be missed or garbled. Although this is always possible, there are some ways you can guard against it: 1. Verify the backup copies as they are made. 2. Make frequent backup copies. Restore a backup. When you restore a backup, you are actually copying back a copy of your data as it was at the time of the backup. Always be sure that you have a current backup, because the backup data overwrites the current information. The structure of the command for restoring files is similar to that of the Backup command, except that the source and destination drives and subdirectory designations are reversed. The source drive is now the backup copy to be restored, and the destination ABECAS Introduction--Version 5.1
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drive is the original copy you overwriting. For information regarding your restore procedures, refer to your tape back up manual. There are many reasons why you might want to restore a backup copy. One common reason is to regain copies of lost, destroyed or corrupted data. Most backups are done before a posting, so you will need to proceed through the same steps you performed since the last backup. You should restore all databases for this company to know you have all the contents of your data files. Another common reason is to review or print data from a previous time, often when you are searching for the contents of one or a few files. You may wish to reprint payroll information for government tax reporting purposes, and only need to restore the employee file. If your system has the required disk capacity, we recommend restoring the backup to a different disk drive, then use the Move Database program to tell ABECAS where to locate the data. After you have obtained the necessary information, delete the copy and use the Move Database program to let ABECAS know where to locate the current data.

Program Backups
It is your responsibility to maintain a complete, up-to-date backup of all ABECAS programs. This allows you to replace programs that the computer may have lost or destroyed. After installing every update disk received from Argos, update your program backup, preferably by copying all program and system files. Alternatively, you can maintain a separate file of all updates and restore these files after the previous complete backup.

Troubleshooting Errors
While working with ABECAS, you will most likely only receive error messages relating to network problems. You should very seldom, if ever, see an ARGOL or cTree database error message, assuming that all your data files are on one disk and the disk has free space. Nevertheless, you should know how to interpret such messages and what to do next. System Errors If ABECAS receives an error message from the operating system that it cannot handle, it display an error message and a code: System Error: NN ("NN" is the number of the system error.) First, note and record the message, along with the number and a description of what you were doing. Since these errors come from the operating system, ABECAS cannot do very much. This usually means that the data was not properly written to or from the disk. For example, there may be physical damage on the disk, the records may not be where the directory expected, or a data file was improperly renamed. With system errors, it is generally best to restore your latest database backup and re-enter any records and/or codes you entered into the system since this last backup.

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Interpreting a Database Error Message


If the Database Manager intercepts an error condition it cannot handle, it immediately closes down the database if it can and provides you with an error message before it returns you to the operating system. There are two types of error codes, one called Argol and the other is cTree. Do not ignore these error codes! These error codes indicate that a problem has developed. In most cases, you will be able to correct the difficulty by using one of the Utilities programs: Recover or Fix/ Compress Records. When an error has occurred, a line at the bottom of the screen will display information similar to the following: 19991116 13:50 M51A SODSE1 W2SODSE1 DBRPI 01 SOAA TF 00000000h cTree ERR #36
DATE/TIME/VERSION/PROGRAM/SCREEN/OPERATION/USER/DATABASE & COMPANY/SEGMENT/ RECORD/ ERROR CODE

The basic information is recorded in this line. You should note and record the program name, the screen name, the database operation, the database name, the segment name, and the type of error and the number. Also, be sure to record the date and what you were doing at the time. The M51A designation on the line is the version that you are using. In this case, it is Multi-user version 5.1A. "PROGRAM" is the program that encountered the database error, and the name is comprised of the menu selection codes for the program. That is, "WWXYZ", where WW is the module name (e.g., SO Sales Orders), X is the main module menu selection code (e.g., D - Daily)), and Y is the menu selection (S - Sales Orders) and Z is the submenu (E - Enter Sales Orders). SCREEN/WINDOW is the particular portion of the program that the difficulty occurred (W2SODSE1). DATABASE OPERATION is the operation the program was performing at the time. In this case, the program was reading a page by a key/index (DBRPI). USER is the particular user number who was using the program at the time of the break, i.e. User 01. "DATABASE/COMPANY" is the name of the database that encountered the error, and is composed of the module's initials (SO) and the two-character company name (AA). "SEGMENT" is the two-character database segment (file) name encountering the error. RECORD is the number of the specific record you were in when you encountered the error. This is not presently used. ERROR CODE is either Argol or cTree. "NUMBER" is the numeric code of the error; for a complete list of these codes, refer to Appendix D.

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Troubleshooting a Database Error


ABECAS automatically handles most database errors. However, you may receive an error message, from time to time. After you have written down the information (it is also listed in the Database Error Log in the Utilities menu), you can get a description of the difficulty and a suggestion as to what to do to correct it. Whenever you receive a database error that is recoverable, run the Verify Database program to determine the recoverable segments. After you recover these segments, run this program in the database again to see if you can recover any additional segments. For an interpretation of the error codes, refer to Appendix D. We also recommend that you always recover all related segments. Look in your module manual, under Appendix B where these are listed. Below are listed some common error codes one might encounter. 40 Index file has been corrupted. This error usually occurs after a power failure, such as when the machine is turned off without exiting from the program or when the machine is reset within a program. Run the Verify Database program, to be sure which segments are corrupted. Then recover these segments through the Recover Database program in Utilities. 83-84 Unable to open or read in the database definition (.ADB) file. This error usually results from the .ADB file being erased or not copied onto the disk with the .REC file. Verify this error through the Verify Database program. Sometimes you can correct this through the Recover Database program. If the error persists, you have to restore a copy of the .ADB file for this database and recover all segments. 88 Records (.REC) file was not found or is damaged. This indicates that one or more database records files are not present, the system was not properly set up, and/or a database was not copied or restored correctly. It may also result from inadequate disk space when you first initialize the database. This error condition is not recoverable while you are in the existing .REC file. You must either restore the missing or damaged .REC file or build a new database containing this file. 125 Database is not open. The database is automatically closed after any database error. This error results from an attempt to continue before you exited. This error code always follows an earlier error code indicating the actual error. Solve this problem by exiting from the database. 130 Write error while expanding a database. This usually happens when you have insufficient disk space. To correct this error, you can remove some files from your disk or transfer your database to a disk with a higher capacity. Before proceeding, run the Verify Database program and recover accordingly. 134 Record already exists for this code/control number. The program is trying to write a record that is not unique. This indicates that the database Definition (.ADB) file contains a corrupt pointer. Use the Recover Database program to correct this situation. 135 Write error while writing to the disk. This usually indicates that the disk is full. To correct this situation, you can remove some of the other files from your disk. Alternately, you can transfer your database to a disk with a higher capacity. Before proceeding, run the Verify Database program and proceed with the recovery. 137 Attempted to remove a record that is already empty. This may result from using the wrong index ABECAS Introduction--Version 5.1
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(.IND) file with the records (.REC) file you are using. This can occur if what you copy onto the disk is not identical to your database's current contents. Check the most recent copies of your data files, then decide which of your .IND or .REC files is correct. If the .IND file is correct, then you must restore the correct .REC file. If the .REC file is correct, then simply recover this database.
------------------------------(ABW-AT) An abnormal termination has been detected. You may need to Recover the databases. Exit to the Main Menu & Choose Utilities. Select the the Option to Verify all Databases. Press any Key to Continue... X --------------------------------------

When a database error has occurred, you will receive a message at the time of company Log-on. This is to just alert you to the fact that a problem did arise. The notice will continue to display until the first time that ABECAS is accessed from the specific workstation where the error occurred. Each user will see the message when they log-on. It is not a problem to be concerned about, unless the difficulty has not been addressed.

Working with the ABXX Database


A special database, known as the ABXX Database, is provided as part of the system files. This database must be on the same drive as the programs. This database tells ABECAS the location of each database for each company and the modules to include in the module menus that appear throughout ABECAS. It also provides security for ABECAS. The configuration programs update this database. When you enter the Build New Company (Utilities) program, you may add a new company to the ABXX Database, The module menu is generated from the screen (.CRT) files that exist for each module. Therefore, if the screen file exists, you can create a database for that module that is part of the company in which you are working. The ABXX Database also contains the security codes for each user in a company, throughout ABECAS. This portion of the ABXX Database is accessed through the security programs located on the module menu just after the Company Log-On. The ABXX Database stores the individual information concerning workstation particularities. The printer setup and screen modifications for each workstation is part of the ABXX database. These are established under the Utilities menu. It is a good idea to periodically backup your ABXX files. One method of doing this is to make a backup directory on your program files drive and then make a bat file to automatically backup the correct files. A sample of such a bat file is as follows: @ECHO OFF (Drive Letter): XCOPY ABXXCC.* BACKUP XCOPY ABXXUS.* BACKUP XCOPY *.SYS BACKUP XCOPY *.DAT BACKUP This program can be made in the DOS Edit program and called ABBACK.BAT. To run the ABECAS Introduction--Version 5.1
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program, type ABBACK at the ABECAS program prompt. If the ABXX Database is ever corrupted, you can usually restore a copy of the ABXX Database. The odds of ever needing to recover the ABXX Database is remote. Also, the system is likely to have corrupted other files.

Using the DATABASE.DEF File


For all database definitions, ABECAS uses the DATABASE.DEF file, a single file which describes each of the segments in each database, as well as the database's individual fields. This file is used for several purposes, which are detailed in the following paragraphs. You may also use the DATABASE.DEF file, from time to time, if enhancements to ABECAS require you to modify the database. In this case, any conversion programs will work off the new DATABASE.DEF file, to transform the old database into the structure required for the new database and its associated programs. The DATABASE.DEF file stores the size of a new database to be created. You can review the size through the Database Status program found under the Periodic menu of each module. The initial default sizes are relatively small, and the size increases automatically to what is needed. Once you have created the database, the size of the database can only be reduced by purging records and then using the Fix/Compress Records program found in the Utilities menu. Second, the Build New Company program uses the definitions contained in the DATABASE.DEF file, along with the database size information, to initialize files for a new database of a new company. This program simply creates the files based on the DATABASE.DEF definitions. Third, the Verify Database program uses the DATABASE.DEF file to determine the integrity of the database. This program runs various validation checks against the definitions that are in the DATABASE.DEF file. For more information, refer to Appendix D. Fourth, the Recover Database program uses the database definitions contained in the DATABASE.DEF file to rebuild indices and re-link records. This tells the Recover Database program which fields are used in building the indices, as well as the relationships between segments.

Database Utilities
The database utility programs work with all databases, and will operate with the databases of the company onto which you have logged. Hence, you always have to enter a company ID to identify the databases with which you wish to work.

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Move Database
(ABUTMD-1) Current New Module Description Drive Drive GL General Ledger XXXXXXXXXXXXXXXXXXXXXXX X X CA Cost Accounting XXXXXXXXXXXXXXXXXXXXXX X X AP Accounts Payable XXXXXXXXXXXXXXXXXXXXX X X ED Electronic Data Interchange XXXXXXXXXX X X AR Accounts Receivable XXXXXXXXXXXXXXXXXX X X PR Payroll XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X X SP Safety & Personnel Management XXXXXXXX X X CM Contact Management XXXXXXXXXXXXXXXXXXX X X ST Supplies Tracking XXXXXXXXXXXXXXXXXXXX X X EM Equipment Maintenance XXXXXXXXXXXXXXXX X X PL Job Planning & Control XXXXXXXXXXXXXXX X X PO Purchase Orders Processing XXXXXXXXXXX X X IM Inventory Management XXXXXXXXXXXXXXXXX X X Action? A

This program allows you to connect your ABECAS programs to another set of databases on another drive. There may be a variety of reasons you need to do this. Some possibilities could include: (a) restoring an old back up of your data to allow you to run reports from information that had been purged; Also, use this program to relocate data files whenever you need to reorganize your system because of disk space requirements. In moving a database, you need to move all files for the database, not just selected segments. Verify Database
(ABUTVD) Database XXXXXX Segment XXXXXXXX Segment XXXXXXXX Segment XXXXXXX Name (Y/N/X) Status Name (Y/N/X) Status Name (Y/N/X) Status XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX Action A

If you ever suspect that a database may have been damaged, then run this program. It checks for the internal consistency of the database segments with the Database Definition (.ADB) file, and confirms the definitions against the DATABASE.DEF file. Appendix D contains a description of the error messages associated with this program. In almost all cases, you can recover the errors that the program detects. Hence, if an error is reported through this program, perform a database recovery, then verify the database again.

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Recover Database
(ABUTVD) Database XXXXXX Segment Recover Segment Recover Segment Recover Name (Y/N/X) Status Name (Y/N/X) Status Name (Y/N/X) Status XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX Action A

This program rebuilds corrupted or destroyed indices. If you receive a database error message, review the meaning of this error in Appendix D (or by using the Error Code Log program in Utilities). If the error appears to be repairable, review the list of segments you must recover, listed in Figure B-2, in Appendix B in each manual. Before running this program, verify the database that you expect to recover. This will tell you exactly which segments need to be recovered. This can also be known by the Segment code listed on the Error Code itself. See above for determining how to get this information. If you have to recover a segment, remember to recover all files related to that particular segment. For example, many of the master files have direct segments containing various historical and other information. You have to recover all related files. Also, the transaction files generally have more than one record/index file associated with them. Again, it is necessary to recover all of the associated files. If you cannot recover a database, you have no alternative but to restore a backup copy of the database. In this case, you will restore over your current data files with a copy of data that was current at the time of that backup. If this backup immediately precedes the database error you received, simply restore the database, verify its status, recover it if necessary, and proceed on. If the backup was made at some prior time, you need to repeat the transactions and processing entered since this backup. This is why you need to keep understandable backup logs that help you interpret your backup logs. You can generally recover a database error received in entering data and running reports. A database error received during a posting or end-of-period processing is generally not recoverable, and you'll need to restore all of this company's databases. In most cases, it is best to restore a database rather than to recover it if you have any doubt. Fix/Compress Records - Rebuild (Same screen as for the Verify and Recover programs.) Do not use the Setup program except when instructed to do so by Argos Software Support. The Fix Records program will take save all the good records and discard the bad records. In addition, when records have been purged, the space on the disk is still maintained on the hard disk even though the information contained in that space has been deleted. The compression operation will reduce this space, thus freeing up some hard disk space.

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Error Codes/Logs
(ABDBERR) ERROR CODES DESCRIPTION Mode: X Error Type: X Error Code: NNN Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Suggestions: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

This program will display a number of different kinds of logs. The code when you enter this program is T Terminal To access the program menu shown to the right, use the . The first four logs provide a description of each type of error codes that you may possibly receive. The codes A, C, and V will display only those types of codes with suggestions for correction. The W Whole Error Codes will list all of the error codes for all three types.

A-Argol Error Codes C-cTree Error Codes V-Verify Error Codes W-Whole Error Codes Des D-Database Errors Log E-Verify Errors Log M-Menu/Security Log L-Login/logout Log S-Sorted Login/out Log O-Single Error Display T-Last Database Error Action? X

The Database Errors Log will provide a list of all the database errors that you have encountered in your use of ABECAS. If you missed recording all of the information from an Error Code, you may go to this program and view the information. The Verify Errors Log will provide you a list of the Verify program errors that you have encountered. The Menu/Security Log will provide a listing of the menu items or menu description changes that have occurred to which program, when, and the user number who made the changes. The Login/logout Log will provide a log of each users use of ABECAS. This log is recorded by Login/Logout date and time. The Sorted Login/out Log is sorted by workstation numbers. The Single Error Display will allow you to display a single Error Code description and suggestion for correction. You need to be able to supply the type and number for this process. The information will be displayed in the first screen as shown above. The Last Database Error will display the last Error Code that occurred. Use this information immediately after receiving an Error Code. This will provide you with a suggested course of corrective action. If further attention is needed, call Argos Support. Workstation Setup This will display your computers Config.sys and Autoexec.bat files. This is simply a quick way to view these two files if needed.

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Install Update Disks


(ABUPD) NOTE: This Program allows you to easily copy files sent to you by Argos Software in a CD ROM onto your ABECAS program directory BE SURE THAT YOU HAVE A CURRENT BACKUP OF YOUR PROGRAMS BEFORE STARTING! Do You Have a Backup of Your Current Programs? (Y/N) X Do You Have Sufficient Disk Space? (Y/N) X Your CD ROM Drive: (e.g. D) X Program Directory: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Action? A

This program will provide you an easy, quick way to update your ABECAS programs as they come to you on CD-ROM disks. Follow the instructions that Argos Support provides you when you receive your update. If you have any questions, please call Argos Support.

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VI PROGRAM INSTRUCTIONS
This section presents the conventions underlying all ABECAS programs, including program structure, screen design, screen operation, transaction entry, and database error handling. It also presents the detailed instructions on operating the programs that this manual covers: General Ledger/Cost Accounting, Module Setup, System Security, and Database Utilities. It assumes that you already understand the basic concepts and have reviewed this manual before you make an effort to actually operate the programs.

ABECAS Conventions--Program Structure


Accessing ABECAS If your computer is set up to automatically start ABECAS whenever you turn on your computer system, refer to your operating system manual for further instructions. If ABECAS is only one of several programs you can access, you may want to invest in a utility program that provides a menu of all your applications. ABECAS can run under the Windows based systems. , When running under Windows click on the icon. You can also access ABECAS from the operating system by logging onto the user areas/subdirectory containing the ABECAS programs, then entering: ABECAS This will bring up the main ABECAS screen.
mm/dd/yyyy ABECAS By Argos Software A Abecas Utilities Qmenu Dos eXit TM Copyright (C) 1980-99 by Argos Software, All Rights Reserved Worldwide Support Phone (559) 221-7211 Fax (559) 227-9644 ABECAS Version XXXX Serial No. XXXXXXXXX Licensed to XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Chain of Command ABECAS comprises a series of programs that the System Menu separates into two groups. The programs in each group contain a common set of instructions (i.e., a code), plus a specific set of instructions for each program. The common code is loaded when you enter the company name in the log-on screen. The programs are then "chained" together through menus. Hence, ABECAS may be referred to as a menu-driven system. Program Hierarchy Once you have loaded the initial program and displayed the System Menu, you can access any ABECAS program through the appropriate menus and submenus. If you select to work with the main ABECAS programs, choice "A", then you can select which company (database) and then which module you wish to work with. All of the ABECAS modules have
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a two-level menu structure. These menus/submenus lead to the programs to enter, change, delete, and print data to/from the database for each company.

Understanding the Screens--Headings


There are two basic headings for all of the modules. The following is the Master menu and menu heading.
GL 5.1 11/18/1998 XXX ABECAS by Argos Software XXXX XXXXXXXXXXXXXXX

Figure 6-1: Screen Heading for Menu Selections GL - Module Initials This is the two character abbreviation of the name of the module you are working with. It serves to remind you of where you are in ABECAS. 5.1 ersion Number This is the version number of the ABECAS programs that you are using. 01/21/1998 Today's Date The date displayed is the date you entered as "Today's Date" in the Company Log-on screen. It is used as the default date for entry and display purposes. It may also be referred to as the ABECAS system date. ABECAS by Argos Software This is the name and owner of the software product you are working with. All Argos Software products have a similar screen appearance. Hence, it may be necessary to distinguish which product you are working with. XXXXXXXX - Database: Name This is the 16 character alphanumeric name you entered in the Build New Company as the screen name for the database. Hence, this is the name of the database (company) you selected to work with. It is essential that you remain aware of what database you are working with as ABECAS allows you to have multiple databases on the same disk. The second heading will be on each of the entry and report screens. There the date and database name will appear at the top of each screen. The module information will display on each program screen. Each screen will have in the upper right hand corner a set of letters. These letters, for example GLDTE, refer to the module, menu selection, sub-menu selection. The letters also refer to the keystrokes used to access the program you currently are using. GLDTE, in this case, is for the General Ledger (GL) module, Daily (D)Master Menu, Transaction Processing (T) Main Menu, and Enter Journal Entries (E) sub-menu. See Chapter II, page 2-5 for further information concerning the menu layout.

Understanding the Screens--Data Fields


In the manuals/documentation for each module, screens of each of the programs is displayed. The data field in these screens are coded in such a way as to accept specific types of information. Each screen shows the format of the acceptable (valid) responses as they are defined in ABECAS. These edit characteristics may be interpreted as defined in Figure 6-2.

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Response A...A X...X H...H Alphabetic information only. Alphanumeric information only. This includes letters and numbers. Hidden alphanumeric information. This is like the X...X response, except that these characters are not displayed on the screen. Dates in the Gregorian calendar format. mm is the month, dd is the day, and yy is the year. ABECAS automatically inserts the "/" (slash) separation characters in data entry and display. Telephone number, with or without the area code. ABECAS automatically inserts the edit xxx-nnnn characters, parentheses, and dash in data entry and display. Numeric signed field, with or without the decimal fraction. ABECAS assumes the number is positive, unless you attach a minus sign (dash) to the number. ABECAS enters and displays all numbers in the field. Numeric signed field with options. You can use a dollar sign as an edit word or suppress any zeros used as leading digits. Always press after you enter your response to each data field. Definition

mm/dd/yy

(aaa)xxx-nnnn

N...N

Z...Z

Figure 6-2: Data Field Definitions Used by the ARGOL Screen Manager

Working With the Screen


All entries into ABECAS are through data fields. These are shown in Figure 6-2 and fall into one of three types--numeric, alphanumeric, or special fields. Numeric entries contain quantitative information, such as dollar values, while alphanumeric entries are used for descriptive purposes, such as names. Special fields include dates and telephone numbers. The ARGOL Screen Manager has two modes of operation. One for entering data and a second for updating data. The entry mode is used for completely new entries, such as the name of a new account or the amount of a transaction. The update mode is used when changing existing information, such as the description of a cost center, and when a default value is offered. A default value assumes a pre-specified value unless the user explicitly changes it. For example, transaction dates default to the date you entered for Today's Date in the Company Log-on screen. The two screen modes are designed to make the input of data as easy and as comfortable as possible. Since they function differently, it is important to recognize when you are working with the enter mode versus the update mode. In general, the initial entry of data will use the enter mode whereas you will be in the update mode to change data. The characteristics of these two modes may be described below and are summarized in Figure 6-3. Enter Mode Numeric Entries are presented to you with a value of zero and with the cursor immediately to the left of the decimal point or, if no decimal is presented, in the right-most position of the field. As digits are entered, the number will shift to the left while the cursor remains stationary until a decimal point is entered. Entry of further digits will cause the cursor to move to the right. If the decimal places are zero, then you do not have to enter the decimal point and decimal places as they are assumed to be zero (e.g., .00). Negative numbers are identified by entering the minus sign (-) at any time. Inadvertent entry of a minus sign may be reversed by entering a plus sign (+). Entry of characters other than numeric digits, plus and minus signs, and a single decimal point is not permitted.
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Actual entry of the field into the program is accomplished by pressing the "Enter" or "Return" key. Corrections may be made by using the left arrow key. Update Mode Numeric Entries are presented with their current value and the cursor in the left most position of the field. Pressing the "Return" key maintains the same value. Changes to be made must be entirely re-entered.. The sign may be changed by entering the plus (+) or minus (-) signs. The up and down arrow keys are active at this time on most keyboards. The entry may be accepted into the program at any time by pressing the "Enter" or "Return" key or using the key. This will also re-display the field in its edited form. Until the field has had the key or the used on the field, the entry will not be accepted. Do not use the or <ESC> keys until the field has been entered upon. The only permissible keys in this process are the numeric digits and the plus and minus signs. Immediate use of the decimal point will erase all entries to the left of the decimal point and only entries to the right of the decimal point will be entered. Enter Mode Alphanumeric Entries display a field of XXs equal in size to the entry with the cursor in the left-most position. Any of the standard keys is acceptable as input. The left arrow serves to delete characters. Actual entry into the program is accomplished by pressing the "Enter" or "Return" or the key. This also re-displays the field. Update Mode Alphanumeric Entries are presented with their current value and the cursor in the left-most position of the field. Pressing the and key maintains the same value. The left and right arrow keys may be used to selectively change parts or all of the field. The fields are in write-over mode. Using the insert key will allow you to add characters up to the size of the field. You are also able to go to the end of any field by using the End key or go to the beginning of any field by using the Home key. The entry may be accepted into the program at any time by pressing the "Enter" or "Return" key. Special fields are always presented with the cursor at the left. hyphens, and parentheses) are never entered by the user. The editing characters (slashes,

Acceptable Characters Only standard keyboard characters can be entered. Any attempt to use non-standard characters, such as "Control Characters," "Escape" and special terminal functions, such as "Break," "Tab," and so on, will be rejected by the ARGOL Screen Manager. This rejection is usually accompanied by an audible noise or "bell" sound. You may do a Print Screen of your screen. When in a strictly DOS environment, using the Print Screen key will send the screen to the printer used as a default printer for the workstation. When using Windows based systems, the image will be printed to the clipboard. You may print directly to the printer by using the Shift + Print Screen keys. Use of Screen Attributes The ABECAS screens support the screen attributes that are standard on many terminals. These attributes are defined in the screens (.CRT) file by the ARGOL Screen Manager as "hidden attributes." ABECAS uses the high intensity, low intensity, underline, blinking and reverse attributes to help organize and present screens. For example, fields to be entered by you are displayed in high intensity while any supporting information and instructions are in low intensity. The immediate field of interest is identified by the blinking cursor.

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Type of Data Field Alphabetic (A...A) Alphanumeric (X...X, H...H) Date (mm/dd/yy) Numeric (N...N) Enter Mode The cursor begins on the left side of the field and moves across to the right as new characters are entered. What is entered stays in the location where you entered it. Correct a character you already entered by using the Left Arrow, Backspace, or Delete key to erase the characters you space over. Only space back as far as necessary. Then re-enter the correct characters. For dates, the slashes are automatically inserted. Do NOT enter slashes. The Enter key may be pressed in any location of the field to accept the field's contents. You don't have to go to the end of the field. Update Mode The cursor begins on the left side of the field, as before, except that whatever has been previously entered is displayed. To correct one or more characters being displayed, either re-enter up to the end of what you desire to change or use the Right Arrow key to space over to the initial character you want to change and then enter the correct character(s). You can move to the left with the Left Arrow, Backspace, or Delete key, without affecting what is displayed. Use the Home and End keys to go to the end or beginning of any field. Use of the Insert key will allow you to add characters without deleting previously entered ones Press the Enter key at any time to accept what is displayed. Numeric with options (Z...Z) The cursor is placed flush with the right margin and begins just to the left of the decimal point and remains in this location as the whole numbers are entered. The highest unit is entered first and slides left as the next number is entered, so you enter thousands before hundreds, etc. To enter a decimal value, press the Period key and enter accordingly. The cursor moves to the right as values are entered. Correct a number you already entered by using the Left Arrow, Backspace, or Delete key to delete what you space over. This process is the reverse of the entry procedure. Then re-enter the correct number. Press the Enter key at any time to accept what is displayed. You don't have to enter the decimal values if they are all zeros. The commas are automatically inserted.. The cursor begins on the left side of the decimal point. Whatever was previously entered will be displayed. To make changes, the whole amount will need to be re-entered.

Figure 6-3: Working with the screen in the "Enter" and "Update" modes.

Master File Entry


The ABECAS Master Files contain definitions and data that are maintained on a permanent basis. This includes the GL/CA Accounts, AP Vendor Codes, AR Customer Codes, Tax Codes, Terms Codes and so on. These records are referred to by a unique alphanumeric code that is defined by you. Each code can only be used to refer to a single record. While the data in each record may be updated by a posting or an end-of-month processing, they are never automatically deleted. Deleting requires an action on your part.

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ABECAS uses the same programs to enter new codes and to update existing codes. You are prompted for the appropriate code and the program checks if it already exists. If the code is determined to be new, then the additional fields associated with the code are prompted. If the code already exists, then all associated fields are displayed and you may accept or change them as desired. New entries can be deleted at that time. Once accepted, they generally are prevented by the program from being deleted if there is present activity or if they continue to have a balance, such as inventory amounts. This is necessary because the transaction programs use these codes and this provides assurance that the codes still exist when the transactions are posted.

Transaction Entry
All ABECAS modules receive and process information through transactions. These are processed in batches and may be changed or deleted up until when they are posted. Once processed, these transactions are maintained in order to provide an audit trail of all transactions. In some modules, these transactions are maintained in a specific Current Period Transaction file as well as a Transactions History File. At the end of each month, the transactions are automatically purged when in the Current Period File. In the case of the transactions history files, transactions are purged up to a date entered by you. Generally it is best to keep these records as long as they are needed and you have space on your system. They can provide a detailed history over a span of years. All transactions within ABECAS are referenced by a Transaction Number or Control Number generated by the system. A Control Number is assigned to each new transaction at entry time; that number is used to reference the transaction if it is to be changed or deleted.

Uppercase Characters Versus Lowercase Characters


ABECAS codes and menu selection codes are in uppercase characters., though the menus and some action fields may also be selected using the lower case characters. In coded fields, the programs will not interchange lower case for upper case characters, and vice versa. The entries need to match the original case, though both cases may be used in a coded field. In general, ABECAS assumes that you will work in uppercase characters with the "Caps Lock" on. This removes the question of whether you defined a code in upper or lowercase characters. For the computer, these are two different codes. The Caps Lock is defaulted automatically when entering ABECAS by the Option found in the Printer Setup screen in the Utilities menu. See Chapter IV, page 4-4.

Action Following Data Entry


After entering data in all or part of a screen, you are always given a chance to review the information on the screen before allowing the program to proceed. This feature is implemented in the "Action" command on each screen. Each of the possible responses is described below. Each program indicates which are acceptable on each screen. A Accept the information displayed on the screen. This response is selected when you are satisfied with either the new information that has been entered or with the information changed or previously accepted. B Go back to an Action field in a previous part of the screen. This response is operational only in certain programs where the screen is divided into two or more parts. Its selection directs ABECAS to return to the previous part of the screen prior to accepting the information displayed in the current part. Where codes defined elsewhere can be entered, then it is also used to return you to the code field to allow for the entry of a new code.
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C Change the information displayed on the screen. This response permits the operator to review the information displayed and selectively, change fields. After the change, ABECAS will prompt for "Action" again. This returns you through the data fields in an update mode. D Delete the information displayed. This directs ABECAS to delete the information from the database. This response may be rejected by the program if such an action might lead to later problems. This is particularly true for codes used by ABECAS. To delete a record composed of several parts, this deletion is only allowed at the first action field on a screen. N Next Record. This causes the program to display the next code in the database and its associated information. Any information entered for the code currently displayed is accepted as is unless this is a new code entry, in which case the entry is abandoned (not saved). These records are displayed in ASCII order. P Previous Record. This causes the program to display the previous code in the database and its associated information. Any information entered for the code currently displayed is accepted as is unless this is a new code entry, in which case the entry is abandoned (not saved). These codes are displayed in ASCII order.

X Accept and Exit. This response is operational in certain programs with multiple screens and in programs where multiple transactions are entered through a single screen. Its selection allows the operator to accept (as A for Accept) and exit without completing the normal sequence of control.

Function Keys
The function keys in ABECAS are used in several different ways. In some cases, like with the F2, F3, F5, F7 and F9 keys, they function within the module to allow you to do specific module functions. The F6 key accesses other modules and F8 key accesses functions within the same module and specific field codes from other modules. When these keys are active, they display on the Help Message Line located at the bottom of your screen. Most of these function keys are operational in every screen at all times. Special keys, like the F7 key, will be operational in some modules and some programs, but not all. The following list describes the basic function of each key. F2 Macro Help provides information on the keys to use when using the macro program. F3 Opens the macro list screen and displays the list of macros defined and available for use. Same as Ctrl D. F5 Displays the ABECAS Module Jump Menu for going to other modules. This allows you to enter another module, using selected programs, and then return you to the module and place you were before you jumped. F6 Displays the Jump Menu bar for the module you are using. This lets you go to another program in your current module and then return to the exact same place. F7 Displays a menu that is specific to the field or record that you are in. In Contact Management, for instance, the F7 key will display information specific to the Master Record, and allow you to perform specific tasks related to that record. In Sales Orders, the F7 key will provide you with specific information concerning an item code. The F7 key is not active in all modules nor in all fields. When it is active, it is listed on the Help line at the bottom of your screen. F8 Provides a lookup list for the field you are using. This accesses codes, either in the module you are in or associated modules. It provides a query screen for the information for that field.
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F9 Provides a menu screen to select the printer and print size. Use this when you have more than one printer and are ready to begin a report. For additional information on the Function Keys, see Chapter VI of the manual for each module.

Other Special Keys


There are several other keys that have specific functions in ABECAS. These keys operate the same in all modules. ESC Allows you to "escape" to your starting point in entry screens. When entering the program for the first time, this will be the first field in the screen. When accessing a previously entered transaction or code, the first field will be the Action field. You may make changes in the program fields and then, after accepting the changed entered information by using the key or key, then you may use the <ESC> key to return you to the Action field where you may accept the changes entered. There are some exceptions in the use of the ESC key. It is not always active at the "Action", "Type" field or in windows associated with the entry of codes. In these cases, you must enter an "Action" and then enter ESC. Also, in situations where one or more fields are used to calculate another field, then ESC will return you to the beginning of the entry process in both Add and Change modes. This requires that you through each field in order to make sure that the calculation is correct. In using the ESC key, it should be remembered that, if you escape from a field, the original value for that field, not what you entered, is retained by the program. Hence, in Change mode, accept the field that you changed by first entering before you enter ESC. Furthermore, if you press ESC at an "Action", then you are given the warning message, "Abort Entry and Exit Program? (Y/N)". If you accept the default response, "Y", then the entry is not saved and you are returned to the menu. For an existing record, your changes will not be saved. Home Using the "home" key in each field will move the cursor back to the starting character space in the field. End Using the "end" key in each field will move the cursor to the end of the field line. Insert Will allow you to insert characters in a field without "over writing" the other characters. Using the Enter, , key will turn off the insert mode. In the various report programs of ABECAS, the following keys have significance to your operation. X Allows you to terminate printing to the terminal, printer or disk. Using the "escape" key will also terminate the report. Using "X" during the printing of the report to the printer will terminate the printing job. C Allows you to move a report displayed on the screen to a new starting column. The default starting columns are 01 and 53 in order to display the left- and right-hand sides of a 132-column report. Other starting positions up to 53 may be used. The arrow keys may also be used to display the rest of the report. Using "C" and the key will immediately shift the screen. Using "C" and the arrow keys will move the screen column by column. E When used in some reports and invoice programs, allows you to create a file that will be used to email the report or invoice. The file will be placed in a folder on the server with the path designated in the Setup program of the particular module. The Communications module will then read that folder and send the file as specified.

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When used is some reports and invoice programs, allows you to create a file that will be used to fax the report or invoice. The file will be placed in a folder on the server with the path designated in the Setup program of the particular module. The Communications module will then read that folder and send the file as specified. L Takes you to the end of the report without displaying the report. The report is temporarily written to the disk and then the last page is displayed. P Allows you to print the report to the printer. The F9 printer window will display. You may change the default printer information at this time if additional printers are available to you.

Macros
Macros are very helpful in doing reports and repetitive entries. The use of a macro lets you define the keystrokes to do an action one time and define that action for continued use each time you want an report or other action to be done the same way. You may have more than one macro for each program. Each defined macro is specific to the program in which it is defined. In the first field of a screen, you may activate a keystroke capture or replay procedure. A captured keystroke sequence can be saved to the disk for later use. On replay, the cursor can be stopped at selected fields to wait for user entry. These keystrokes are saved on the program drive in a file named ABECAS.DAT. When capturing a key stroke, you may press enter () on the default value if you want that to be your response. If you want something else, then push that key. When the value for a field changes from month to month, you can place a pause at the field, enter the value, enter () and continue. Do this for each step of the macro you are creating. When you are finished entering, use "Control S" to save it. You enter an eight character name for the macro and then a thirty character description which will identify it for you. Using the return key at the end of the entry for the file and the description field will allow you to exit the program. Ctrl A Ctrl P Ctrl S Begin capture from this field. Stop/pause the cursor in exactly this position on replay. Save keystrokes up to this point using up to an 8-character name and 30-character description.

Ctrl D/F3 Replay the macro from this point; call up the file by its 8-character name. Use the and keys to select the desired macro. Macros may be edited. To change a macro, highlight the macro you want to change and then press the space bar to edit the macro. You will note at the bottom of your screen the words: Editing Macro (SPACE to continue): Next Action = (Escape, Insert, Delete, Control-S)

Using the space bar will continue to take you through the entries for your macro. When you come to a command that you want to change, then delete the command by using the Delete key. Use the Insert Key to add the command(s) that you want. (The insertion will be previous to the Next Action displayed. The deletion will be the action shown.) Using the space bar will continue to take you through the rest of the macro. In order to save the macro, you may use Control - S after your final insertion. You will need to enter the file name (8 characters) and the 30 character description. Use a different name or description between the old and the new. You may then delete the previous macro in order not to have two macros present with do the same thnkg. To make a duplicate macro except for one or two fields being different, you may use the editing process and keep both of the macros. You will be able to distinguish between them by the unique name you use. To delete a macro, use the replay keystroke, "Ctrl D or F3 and or ", to select the macro to
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be deleted. Then press the Del key. Use F2 to display the macro help menu that will list in short form these descriptions. This will remind you of what you need to do to use the macro successfully.

Adding Master File Codes


In most of the modules, ABECAS will allow you to add or define new Master File codes on the fly. You may also make appropriate changes in those records already defined.

Help Message Line


Every screen has a 50 character help message field at the bottom of the screen. This field is used to display messages to help you in your operation of the program. For example, if a program requires that you select from among a number of pre-defined codes, then this line is used to display the choices.

Reading From and Writing To the Database


Each program works with one or more segments from one or more databases. These segments are "opened" when the program is first "loaded." This means that relevant information is read into the computer's memory ready to begin working with these segments. This comes from the database definition (.ADB) file. In the same way, this information is returned to the database(s) when you exit from the program. This "closes" these segments. This information also includes indexes updated by the program as well as the data management information, such as the location of the next available record. Hence, if you fail to properly exit from a program that has updated one or more records, such as by the computer being turned off, reset, and so on, then vital information is not returned to the database. This will result in a Database Error the next time you attempt to use the segments involved. If you are in doubt, then run the Verify Database program for the databases you were working with. This is accessed through the System Utilities menu. As you use ABECAS, it is desirable to know what you are doing with the database(s). This information is provided in Appendix B for each module. (1) If you are only reading segments, such as in reports, then the abnormal termination of a program will not damage the date base. (2) On the other hand, if you are writing to one or more segments, then the database may be damaged by an abnormal termination. Damage may occur once you have written the first new record. Up until the first new record is "accepted," the record is only in memory and will simply be "lost." In entering codes and transactions, new records are stored upon "acceptance." In the case of the transaction posting and end-of-month processing programs, the recovery program is not able to recover the lost data and to change the various status flags. Hence, you must always back up your databases BEFORE you post transactions and before you perform your end-of-month processing. This is required since you must restore this backup in these cases. Back Up All Databases For Each Company While it may seem that time can be saved by only backing up selected databases for a company, this will probably lead to future problems. For example, where one database posts into another, a partial backup may result in the two databases being out of harmony. It is always best to back up all databases for each company. Maintain at least three sets of end-of-month backup tapes/disks and three to five sets of tapes/disks for backup within the month.

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Program Instructions

Database Error Handling


The ARGOL Database Manager used in ABECAS is like the legendary ARGOS--ever vigilant. It continually monitors for any condition that may cause a problem, either at that time or later. If an error condition is encountered, then the Database Manager immediately closes down the database and reports the error. You are returned to the operating system at this time but you may re-enter ABECAS, if desired. Most errors are recoverable through the Database Recovery program. However, two sets of programs are not recoverable should a database error be encountered. These are (a) posting programs, and (b) the end-of-month processing programs. In these cases, your last backup of the database must be restored and the program re-started. All database errors are reported on the last (24th) line of the screen. This error message contains a full description of what you were doing when you encountered the problem. It also describes the problem encountered. Always write down any database error message in full. Keep a log of such messages along with a narrative of what you were doing and what you did in response to the message. For example, use the Problems Log in Appendix F. For a description of the Error Code, see Chapter V, page 5-6ff.

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Program Instructions

System Menu

ABECAS System Menu


Purpose
The ABECAS System Menu program allows you to access ABECAS from the operating system and to select any aspect of the ABECAS system to work with. This is the "trunk" of the ABECAS "tree."

Access to ABECAS
Log onto the drive and subdirectory/user area containing the ABECAS programs and enter: ABECAS When using Windows click on your Icon, or when using a different system, access your menu selection. This will result in the System Menu screen being displayed. If the screen is jumbled, then you still need to enter the ANSI.SYS device as noted in the installation guide.
mm/dd/yyyy ABECAS By Argos Software A Abecas Utilities Qmenu Dos eXit TM Copyright (C) 1980-99 by Argos Software, All Rights Reserved Worldwide Support Phone (559) 221-7211 Fax (559) 227-9644 ABECAS Version XXXX Serial No. XXXXXXXXX Licensed to XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Login to an Exisiting Company

Data Entry
Enter the code for the ABECAS menu you want to work with. To return to the operating system, enter X or use the <ESC> key. A ABECAS This leads to a Company Log-on screen and then the ABECAS Module Menu. This menu provides access to the ABECAS modules with an existing database for this company. U UTILITY This provides access to the database utility programs. D DOS This will exit you to your ABECAS program drive and directory. Q QMENU Will take you to a screen to allow you to access different programs without leaving the ABECAS shell. X Exit This will take you out of ABECAS and return you to your operating system/menu.
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Program Instructions

Company Log-on

ABECAS Main Menu--Company Log-on


Purpose
The ABECAS Main Menu--Company Log-On program allows authorized users to gain access to the ABECAS modules and associated databases. The modules that may be accessed for each company and the level of access is determined by the security level for each user entered through the ABECAS System Security program (See Chapter IV, pages 4/7-9 for further information.). The company ID is validated against the company codes defined through the Build New Company program and stored in Segment CC of the ABXX database. The User ID and Password are validated against the security codes defined through the ABSEC program and stored in Segment US of the ABXX database. This screen determines what company's databases you will be working with. If you wish to change the company you are working with, then return to this screen and enter the initials of the desired company. If you are away from your terminal and you do not want unauthorized users to use your terminal to gain access to your records, then always return to this screen. For example, during breaks and lunch, leave your terminal on this screen.

Access
This log-on screen is accessed from the ABECAS System Menu by selecting choice A ABECAS at the System Menu.
Company ID XX XXXXXXXXXXXXXXXX User ID XXXXXXXXXX Password HHHHHHHHHH Today's Date mm/dd/yyyy

Company ID Enter the two character ID associated with the company whose databases you wish to access. After entering a valid Company ID, the description of the company will be displayed. If you enter an invalid ID, then you will be again prompted for Company ID. To return to the ABECAS System Menu, enter . (See Note 2.) User ID Enter the ID of a valid user authorized for this company. To return to the Company ID, enter Password Enter the Password corresponding to the user ID. Today's Date Enter the date to be used throughout ABECAS as today's date. This is also referred to as the System Date. This date is used for all postings. Todays Date from your computer system will default.

Notes:
(1) The GL/CA codes for the logged-on company are loaded into memory once you have signed on with a valid "User ID" and "Password." This includes the Account Numbers, Cost Centers, Year/Season Codes and Activity Codes. Once the codes are loaded, then the ABECAS Module Selection Menu is displayed. (2) If a Company ID that you believe is valid is not accepted as valid, then enter F8. A look-up list will display all of the Company IDs defined in the system. If it has not been defined, then it must be defined before you can log onto it.
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Program Instructions

Company Log-on

(3) This program requires that the ABXX database be present and correct. If it is not, then you may receive one of the following messages: ABXX Database MISSING OR DAMAGED--RETURN ABXX Database LOCKED BY ANOTHER USER--RETURN In this case, check that the ABXX database is on the same drive as the ABECAS programs and that all segments are present. If they are not, then restore a copy from your last backup of your program drive or from the original ABECAS distribution diskettes. The ABXX database files are as follows (see Appendix A for further details): ABXXDEF.ADB Database Definition File

ABXXCC.REC and ABXXCC.IND Company ID, module definitions, GL/CA Configuration Parameters ABXXUS.REC and ABXXUS.IND User ID and Passwords for each Company

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Program Instructions

Cost Center Codes

Cost Center Codes


Purpose
The Enter Cost Center Codes (GLCCE) program allows you to create and maintain the Cost Center Codes Master File. These codes define the Departments associated with the General Ledger and the cost centers used to define the Cost Accounting Jobs. They are the basis of the GL/CA Distribution Reports in each module. Each cost center may be printed on a separate page. The program allows additional cost centers to be defined and permits changes in the description of existing cost centers. A code of all blanks always corresponds to the company level and cannot be modified by this program. If the Cost Accounting module is not present, then only the General Ledger Departments must be defined. Work Orders are defined through the Enter Work Order Descriptions (CACWE) program in the CA module, if present. These codes are stored in Segment JD.

Data Entry
(GLCCE) Cost Center Code XXXXXXXX Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Status X Alpha Code XXXXXXXXXX Alpha Code XXXXXXXXXX Starting Month NN Action? A

Cost Center Code Enter a code of up to 8 alphanumeric characters corresponding to the cost center you wish to add, change, or delete. If the code already exists in the database, the description associated with it will be displayed. If it is a new code, you will be prompted for the description. To exit from this program, enter . (See Notes 1, 2 and 3.) Description Enter a description of up to 32 characters to describe the cost center. This prints as the department name in GL reports and as the job name in CA reports. Status Enter the status of this Cost Center: A Active or I Inactive. The inactive status allows the Cost Center to be defined but it will not be able to be used. Alpha Codes There are two User defined sort codes, defined in Setup (GLSS). These are two codes that you establish to be used for sorting for report purposes. The first Sort Code will default the first 10 characters of the Description field. These fields may be blank, if you so desire. Starting Month Enter the starting month of this cost center for Cost Accounting purposes. Enter January as 01, February as 02, and so on. The default month is 01. This serves as a default value should the jobs associated with this Cost Center Code not be defined through the Job Descriptions program in a timely manner. If the Cost Accounting module is not present, then the default value can be simply accepted. If you only have the GL/CA Codes module, then simply accept the default value. (See Note 4.)

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Program Instructions

Cost Center Codes

Action After reviewing the information displayed, enter the desired action. A Accept this code and associated information C Change the information associated with this code D Delete this code

Notes:
(1) In selecting Cost Centers, you should keep in mind that the reports treat each Cost Center as a separate management unit. This results in most reports printing each Cost Center on a separate page. (2) The GL Department is from 0 to 8 characters of this code. The CA Job is assumed to belong to the department embodied in its code. For example, if 1 character of the Cost Center Code is used to define GL Departments and up to 8 characters for CA Jobs, then a code of DJJJJJJJ may be interpreted as follows: Cost Center Code DJJJJJJJ, such as 11010001 "D" is the GL Department, such as Department 1, and "DJJJJJJJ" is the Cost Center Code used with the Year/Season Code to define the CA Job. The CA Job Code comprises both the code (D) of the GL Department it belongs to as well as a unique job code (JJJJJJJ). For example, Cost Center Code 11010001 may mean Job 10100001 assigned to Department 1. If the jobs are independent of the GL Department, then only define the GL Departments as Cost Centers and enter the jobs as Work Orders. (3) The number of characters associated with the GL Departments and the CA Jobs are defined through the GL Setup (GLSS) program. Before your first posting in any ABECAS module, check this definition. (4) The "starting month" is not used by the GL/CA Codes module. In this case, the default value can be simply accepted. In the GL/CA modules, the "starting month" is used as the default starting month in creating the Account Balances History File (Segment JH) for a new Cost Accounting job. This is only used if the new job is not otherwise defined by the end of the first month it is used. This definition is normally entered through the Job Descriptions (CACJE) program. If the Job Description does not already exist, then it will be created by the End-of-Month Processing program and will use this month as the Starting Month. Once created, it cannot be changed. For additional information, see page 10-2 (Note (4)) of the GL manual. (5) In the full GL/CA modules, define jobs (using a Cost Center Code and a Year/Season Code) through the Job Descriptions program as early as possible. If they are not defined before your first GL end-of-month processing, then the starting month will default to that entered in this program. (6) For the implications of deleting Cost Center Codes in the GL/CA modules, see page 10-2 (Note 5) in the GL/CA manual.

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Program Instructions

Display Cost Center Codes

Display Cost Center Codes


Purpose
The Display Cost Center Codes (GLCCD) program allows you to display the Cost Center Codes contained in the Cost Center Master File (Segment CC).

Data Entry
(GLCCD) Terminal/Printer/Disk/eXit? X Record Sequence & Selection? X Report Format and Content? X X Action? A

Terminal/Printer/Disk Enter the way you want to display the report: T Terminal, P Printer, or D Disk (print to a disk). You may print the report to the printer after viewing the report on your terminal, but you will not be able to print the report to a disk file at that point. Record Sequence & Selection This allows you to choose in what order you want to display the report, and whether you want to display all of the codes or only a range of codes. Index 1 will display the codes in Cost Center Code order. Index 2 will display the codes in Alpha Code/Sort Code order, though the Cost Center Code will still be listed first. Report Format & Content This allows you to determine whether you print the report continuously or with page breaks. You may also change the name of the report for the report you want to print/display.

Record Sequence and Selection - Data Entry


(WGLGMDC1) Record Sequence X Index 1 - Cost Center Code 2 - Alpha Code/Cost Center Code Record Selection First Last Cost Center XXXXXXXX XXXXXXXX Alpha Code XXXXXXXXXX XXXXXXXXXX Sort Code2 XXXXXXXXXX XXXXXXXX

First Cost Center Code Enter the code of the first cost center to be displayed. If you wish to begin with the first cost center contained in the Master File, enter . Last Cost Center Code Enter the code of the last cost center to be displayed. If you wish to display through to the last cost center in the Master File, enter . Alpha Code/Sort Code 2 These two fields are the sort code fields as defined in the GL Setup (GLSS) program. You may use either one or both of the fields. However, if you use both fields, the selection displayed will be limited to the codes that match the Sort Code 2 field which are in the Alpha Code field.
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Program Instructions

Display Cost Center Codes

Action After reviewing the information displayed, enter the desired action. A Accept the information entered (default) C Change the information entered. This will allow you to exit by next indicating a desire NOT to continue. Report Size This is an 80-column report and requires at least 8 1/2 by 11" paper. 132-column paper may be used.. A sample report is shown below.
RUN 01/27/1999 16:26 --Argos Associated Enterprises, Inc.--General Ledger Cost Centers As Of 01/27/1999 PAGE GLCCD 1

Starting Code Description Alpha Code Sort Code 2 Month Status ----------------------------------------------------------------------------------ARGOS ASSOCIATED ARGOS ASSO 01 Active 3 ARGOS FOOD PROCESSING ARGOS FOOD 01 Active 4 ARGOS FRUIT PACKERS ARGOS FRUI 01 Active 5 ARGOS HEAVY EQUIPMENT SERVICES ARGOS HEAV 01 Active 6 ARGOS MANUFACTURING ARGOS MANU 01 Active 7 ARGOS MINING VENTURES ARGOS MINI 01 Active 8 ARGOS PROJECT MANAGEMENT ARGOS PROJ 01 Active 801 Annual Convention Annual Con 03 Active 9 ARGOS TRUCKING ARGOS TRUC 01 Active A ARGOS UTILITY SERVICES ARGOS UTIL 01 Active E ARGOS EQUIPMENT SERVICES DEPT. ARGOS EQUI 01 Active G ARGOS CORPORATE--GENERAL & ADMIN ARGOS CORP 01 Active Number Of Codes 12

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Program Instructions

Account Numbers

Account Numbers
Purpose
The Enter Account Numbers (GLCAE) program allows you to create and maintain the Chart of Accounts (Object Codes) Master File. These Account Numbers are used throughout ABECAS. Two groups of Account Numbers may be defined: Postable accounts (Type = 0) and accounts used in structuring reports (Types 1, 7, 8 and 9). However, the accounts used in formatting reports are only used in the full GL/CA modules. If you have the GL/CA Codes module only, then only the postable accounts (Type = 0) have to be defined. The program allows new Account Numbers to be defined and permits changes in the type and description of existing Account Numbers. These codes are stored in Segment OB.

Data Entry
GLCAE) Account Number XXXXXXXX Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Account Type N Status X Alpha Code XXXXXXXXXX Unit of Measure XXXXXXXX Cash or Non-Cash X Account Category N XXXXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXXXXXXXXXXXXXX X Action? A

Account Number Enter a code of up to 8 alphanumeric characters corresponding to the Account Number you wish to add, change, or delete. If the code already exists in the database, the data associated with it will be displayed. If it is a new code, you will be prompted for the appropriate data. To exit from this program, enter . Description Enter a description of up to 32 characters to describe the Account Number. This is the description used in printing reports in the General Ledger and Cost Accounting modules. Type of Account Enter the code corresponding to the account type. 0 Postable Account These Account Numbers may be used when entering transactions. (These Account Numbers are loaded into "memory" and are used for on-line data validation throughout ABECAS.) This is the default account type. Summary Account Precedes the group of postable accounts it summarizes. It is used to group postable accounts in the financial reports. If the summary option is chosen, then only this description prints with the total of the associated accounts. It is not valid as a postable account. Major Heading Precedes the summary and postable accounts. This is used as a heading for a group of accounts, such as current assets, revenue, and so on. You can have several TYPE 7
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Program Instructions

Account Numbers

accounts together but only the last is used in association with a TYPE 8 account. It is not valid as a postable account. Total Prints the "total" for all accounts that rest between the preceding TYPE 7 heading account and it. It must come after the last postable account you wish to include and before the next TYPE 7 or TYPE 9 account. It is not valid as a postable account. Net Amount Prints the "balance" for all accounts that rest between the starting account and it. For the Balance Sheet, the two sides (asset and liability/capital) are treated separately and each must have a TYPE 9 account as the last account in order to print the total for that side. For the Income Statement, each TYPE 9 account prints the balance from the beginning of the report. Some typical TYPE 9 accounts are "gross income," "net direct income," "net operating income," and "net income." It is not valid as a postable account.

Status The status of the account allows the account to be A Active, or used by the programs, or I Inactive, still defined but not available for use. When an account is inactive, the status can only be changed through the Enter Account Numbers (GLCAE) program. Alpha Code There is a 10 character sort code that is user defined. The field code is defined in the GL Setup (GLSS) program. The first 10 characters of the Account Description defaults to this field. Unit of Measure A field of 8 alphanumeric characters is provided for the optional definition of the physical units associated with the account. Financial accounts, such as Cash at Bank and Accounts Payable, do not usually have units associated with them. On the other hand, production accounts, such as fuel or labor, might have units of gallons and hours, respectively. Cash or Non-Cash The designation of C Cash or N Non-cash involves the basic usage of this account. When the account usually involves the receipt or payment of cash, enter C (default). When the account is usually used for non-cash entries, such as adjusting entries, overhead allocations, equipment charge-out, depreciation, bad debt reserves, and so on, then enter N. A N Non-cash entry will not prohibit the posting of a cash receipt or payment to the account. Account Category Enter a number from 0 - 9 corresponding to the category grouping of this account. Categories may be used to represent (1) different sources of funds;(2) different owners;(3) different types of expense, such as labor, materials, equipment, sub-contracts, other: and (4) different management units or responsibilities, and so on. The next three fields are only available when the Cost Accounting module is present and the Automatic Overhead Allocation Option is present. Transfer From Group Code When this account is used to accumulate overhead costs, then enter up to a 2 character code to indicate which group this account belongs to. They are used to indicate which accounts are to be allocated and which accounts are to be used as a basis for the allocation. Since allocations are "from" overhead and/or service Cost Centers "to" production Cost Centers, an account may be used for both purposes, if desired. Labor accounts, for example, may be used for both. Transfer Basis Group Code Enter up to a 2 character alphanumeric code for the Charge-Out Group that this Account belongs to for automatic overhead charge-out purposes. In running the Overhead Charge-Out program, you may select the accounts to be allocated based on one or a range of "group" codes. The code entered in this field indicates which group, if any, this account belongs to for allocation purposes. By entering a code in this field, you are able to allocate the revenue and expenses posted to this account. The next field is used to indicate the Charge-Out group to be used as the basis for allocating this charge group, if selected. If this account is not an overhead account, or if it is an overhead account but is not to be automatically charged-out, then leave this field blank.
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Program Instructions

Account Numbers

CA Stock or Flow Type? This refers to the whether Job/Work Order balances will carry forward from one year to the next without regard to the Fiscal/Calendar Year (Stock), or whether they will be cleared out at the end of each year (Flow). Action After reviewing the information displayed, enter the desired action. A Accept this code and associated information C Change the information associated with this code D Delete this code

Notes:
(1) ABECAS allows you to define how many characters of the Account Number will post to the General Ledger accounts and how many will post to the Cost Accounting accounts. They may be the same or either one may be greater than the other. In most cases, the General Ledger Account Number will be specifically limited to three or four characters. The Cost Accounting Account Number, on the other hand, is generally all of the eight available characters. This allows you to maintain more detail in the Cost Accounting accounts than in the General Ledger accounts. When a posting is made to the GL/CA accounts, the program automatically selects the correct Account Number for each module. For example, if four characters post to the GL accounts and eight characters post to the CA accounts, then account 60010001 posts as follows: GL Accounts 6001, e.g., Chemical Supplies CA Accounts 60010001, e.g., Sulfuric Acid While only account 60010001 must be defined for entry purposes, both 6001 and 60010001 must be defined for reporting purposes. Check that all GL accounts that will result from more detailed CA accounts are also defined in this program. (2) Review the characters defined in the Setup program for the GL/CA Chart of Accounts. While both the GL and CA use the same Chart of Accounts, the postings may be made for different levels of significance. The default is 8 for GL accounts and 8 for CA accounts. (3) For the implications of deleting Account Numbers in the GL/CA modules, see page 10-7 and 8 (Notes 2 and 3) in the GL/CA manual.

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Program Instructions

Display Account Number

Display Account Numbers


Purpose
The Display Account Numbers (GLCAD) program allows you to display the Chart of Accounts contained in the Accounts (Object Codes) Master File (Segment OB).

Data Entry
(GLCAD) Terminal/Printer/Disk/eXit? X Record Sequence & Selection? X Report Format & Content? X Action? A Terminal/Printer/Disk Enter the way you want to display the report: T Terminal, P Printer, or D Disk (print to a disk). You may print the report to the printer after viewing the report on your terminal, but you will not be able to print the report to a disk file at that point. Record Sequence & Selection This allows you to choose in what order you want to display the report, and whether you want to display all of the codes or only a range of codes. Index 1 will display the codes in Cost Center Code order. Index 2 will display the codes in Alpha Code/Sort Code order, though the Cost Center Code will still be listed first. Report Format & Content This allows you to determine whether you print the report continuously or with page breaks. You may also change the name of the report for the report you want to print/display.

Record Sequence and Selection


(WGLGMDA1) Include Status? (A/I/X) X Record Sequence X Index 1 - Object Code/Type 2 - Alpha Code/Object Code/Type Record Selection First Last Account Number XXXXXXXX XXXXXXXX Account Type X X Alpha Code XXXXXXXXXX XXXXXXXXXX

First Account Number Enter the first Account Number to be displayed. If you wish to begin with the first Account Number contained in the Master File, enter . Last Account Number Enter the last Account Number to be displayed. If you wish to list through to the last Account Number in the Master File, enter . Account Type Enter the first and last account types, 0 - Detail, 1 - Summary, 7 - Major Heading, 8 - Total, or 9 - Net Amount.
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Program Instructions

Display Account Number

Alpha Code Enter the first and last Alpha Code used as the Sort Code for the Account Numbers you want to display. You may leave either field blank for the lowest and highest Code. Action After reviewing the information displayed, enter the desired action. A Accept the information entered (default) C Change the information entered. This will allow you to exit by next indicating a desire NOT to continue. Report Size This is an 85-column report and requires 11 x 14 5/8 paper. 8 x 11 paper may be used when your printer is set to condensed print. A sample report is shown below.

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Program Instructions

Activity Codes

Enter Activity Codes


Purpose
The Enter Activity Codes (CACAE) program allows you to create and maintain the Activity Codes Master File. These codes allow you to add another dimension to your Cost Accounting Distribution Reports. An Activity Code may be added to the Cost Center Code and Account Number when entering transactions to categorize the activity/ phase/operation associated with the transaction. These codes are used throughout ABECAS and apply only to the Cost Accounting. They do not apply to the General Ledger. The program allows new activities to be defined, existing activities to be deleted, and existing descriptions to be changed. A code of all blanks is already defined as an unclassified activity. It cannot be modified.

Data Entry
(CACAE) Activity Code XXXX Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Status X Alpha Code XXXXXXXXXX Type N Action? A

Activity Code Enter a code of up to 4 alphanumeric characters corresponding to the activity you wish to add, change or delete. If the code already exists in the database, the description associated with it will be displayed. If it is a new code, you will be prompted for the description. To exit from this program, enter . Description Enter a description of up to 32 characters to describe the activity. This description is used in printing the Cost Accounting reports in the GL/CA modules. Status Enter the status of this Activity Code: A Active, or I Inactive.

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Program Instructions

Activity Codes

Alpha Code Enter up to 10 alphanumeric characters for a sort code for this Activity Code. The first 10 characters of the Description will default. Type Activity Codes can either be a detail type or a summary type. The Detail Activity Code will be used in the entry of transactions. The Summary Activity Code is used in reports and will summarize all of the detailed codes that follow until the report encounters the next summary activity.
Run 01/28/1999 08:19 -Argos Associated Enterprises, Inc.--GL Account Numbers As Of 01/28/1999 Page 1 GLCAD1

Ovhd Chg Code Typ Description Units Csh Cat Status Sort Cod FR BS S/F ----------------------------------------------------------------------------------------------1 7 CURRENT ASSETS 10 1 CASH ACCOUNTS 101 0 General Checking Account C 1 Active General 1 2 F 102 0 Payroll Checking Account #102 N 1 Active Payroll F 107 0 Money Market Account C 0 Active Money Ma F 110 0 Money Market Account C 0 Active Money Ma 111 0 Saving Account C 0 Active Saving A 12 1 ACCOUNTS RECEIVABLE 121 0 Trade Receivables Dollars N 1 Active Trade Re 123 0 Service Receivables C 1 Active Service 127 0 Grower Settlements Suspense Acct N 1 Active Grower S 131 0 Employee Advances C 1 Active Employee 15 1 MERCHANDISE INVENTORY 151 0 Purchased Finished Goods Inventy C 1 Active Purchase 153 0 Produced Finished Goods Inventry C 1 Active Produced F 159 0 Inventory Clearing Account C 1 Active Inventor F 16 1 PRODUCTION SUPPLIES 161 0 Raw Materials Inventory C 1 Active Raw Mate 163 0 Packaging Materials Inventory C 1 Active Packagin 165 0 Fuel Inventory C 1 Active Fuel Inv 169 0 Supplies Clearing Account C 0 Active Supplies 18 1 WORK-IN-PROCESS 181 0 Production-In-Process N 1 Active Producti 183 0 Contracts-In-Process N 1 Active Contract 19 1 PREPAID EXPENSES/OTHER 191 0 Prepaid Expenses C 1 Active Prepaid 193 0 Deposits Given C 1 Active Deposits 19T 8 Total Current Assets Number Of Codes 28

Action After reviewing the information displayed, enter the desired action. A Accept this code and associated information C Change the information associated with this code D Delete this code

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Program Instructions

Display Activity Code

Display Activity Codes


Purpose
The Display Activity Codes (CACAD) program allows you to display the codes contained in the Activity Codes Master File (Segment AC.)

Data Entry
(CACAD) Terminal/Printer/Disk/eXit? X Record Sequence & Selection? X Report Format & Content? X Action? A Terminal/Printer/Disk Enter the way you want to display the report: T Terminal, P Printer, or D Disk (print to a disk). You may print the report to the printer after viewing the report on your terminal, but you will not be able to print the report to a disk file at that point. Record Sequence & Selection This allows you to choose in what order you want to display the report, and whether you want to display all of the codes or only a range of codes. Index 1 will display the codes in Cost Center Code order. Index 2 will display the codes in Alpha Code/Sort Code order, though the Cost Center Code will still be listed first. Report Format & Content This allows you to determine whether you print the report continuously or with page breaks. You may also change the name of the report for the report you want to print/display.

Record Sequence and Selection


(WCACAD1) Record Sequence X Index 1 - Activity Code/Type 2 - Alpha Code/Activity Code/Type Record Selection First Last Activity Code XXXX XXXX Activity Type X X Alpha Code XXXXXXXXXX XXXXXXXXX

First Activity Code Enter the first Activity Code to be displayed. If you wish to begin with the first Activity Code contained in the Master File, enter . Last Activity Code Enter the last Activity Code to be displayed. If you wish to display through to the last Activity Code in the Master File, enter . Activity Type Enter the type of Activity Code you want to display, 0 - Detail or 1 - Summary.

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Program Instructions

Display Activity Code

Action After reviewing the information displayed, enter the desired action. A Accept the information entered (default) C Change the information entered. This will allow you to exit by next indicating a desire NOT to continue. Report Size This is an 80-column report and requires at least 8 1/2" by 11" paper. 132-column paper may be used.
RUN 11/18/1998 10:11 ---Argos Associated Enterprises, Inc.--CA Activity Codes As Of 11/18/1998 Page 1 CACAD1

Code Description Type Alpha Code Status -----------------------------------------------------------------------------01 Engineering/Surveying/Permits 0 Engineerin Active 02 Site Preparation 0 Site Prepa Active 03 Foundation/Concrete Work 0 Foundation Active 04 Framing/Siding/Finish 0 Framing/Si Active 05 Plumbing 0 Plumbing Active 06 Electrical 0 Electrical Active 07 Roofing 0 Roofing Active 08 Outside Finishing/Painting/Fence 0 Outside Fi Active 09 Inside Finishg/Cabinets/Fixtures 0 Inside Fin Active 1 DISTRIBUTING ACTIVITIES--MISC. 0 DISTRIBUTI Active 10 Purchasing 0 Purchasing Active Number Of Codes 11

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Program Instructions

Year/Season Codes

Enter Year/Season Codes


Purpose
The Enter Year/Season Codes (CACYE) program allows you to create and maintain the Year/Season Codes Master File used to define "jobs," "enterprises" or "projects" in the Cost Accounting. These are "sub" Cost Center Codes and allow you to track multi-year jobs/enterprises/projects. The program allows additional Year/Season Codes to be defined and existing codes to be deleted. It also allows changes in the descriptions of existing Year/Season Codes. The Year/Season code is a 2 character code. For years after 1999, we are suggesting that codes be changed from using the last two digits from the year to the first character being an alpha character and the second character being numeric to correspond to the last digit of the year. For example, 2000 would be A0, and not 00. 2001 would be A1, 2002 is A2, etc. When reaching 2010, it would be B0, 2011 would be B1, etc. Display these codes before proceeding. Change these codes, if necessary.

Data Entry
(CACYE) Year/Season Code XX Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Status X Action? A

Year/Season Code Enter a 1 or 2 character alphanumeric code corresponding to the year/season you wish to add, change or delete. If the code already exists, the description associated with it will be displayed. If it is a new code, you will be prompted for the description. To exit from this program, enter . Description Enter a description of up to 32 characters to describe this Year/Season Code. This description is used to describe the Year/Season Code in printing the Cost Accounting reports in the CA module. Status Enter the code for the status of this code: A Active, I Inactive. Action After reviewing the information displayed, enter the desired action. A Accept this code and associated information C Change the information associated with this code D Delete this code

Notes:
(1) Only define Year/Season Codes currently in use. Define the next Year/Season Codes when they are needed. (2) In entering transactions, the Year/Season Code defaults to the Code entered in the CA Setup as the Default Code. This code needs to be changed at the beginning of each Year/Season.

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Program Instructions

Display Year Season Codes

Display Year/Season Codes


Purpose
The Display Year/Season Codes (CACYD) program allows you to display the codes contained in the Year/Season Codes Master File (Segment YS.)

Data Entry
(CACYD) Terminal/Printer/Disk/eXit? X Record Sequence & Selection? X Report Format & Content? X Action? A Terminal/Printer/Disk Enter the way you want to display the report: T Terminal, P Printer, or D Disk (print to a disk). You may print the report to the printer after viewing the report on your terminal, but you will not be able to print the report to a disk file at that point. Record Sequence & Selection This allows you to choose in what order you want to display the report, and whether you want to display all of the codes or only a range of codes. Report Format & Content This allows you to determine whether you print the report continuously or with page breaks. You may also change the name of the report for the report you want to print/display.

Record Sequence and Selection


(WCACYD1) Record Sequence & Selection Record Selection Year/Season Code XX XX

First Year/Season Code Enter the first Year/Season Code to be displayed. If you wish to begin with the first Year/Season Code contained in the Master File, enter . Last Year/Season Code Enter the last Year/Season Code to be displayed. If you wish to display through to the last Year/Season Code in the Master File, enter . Action After reviewing the information displayed, enter the desired action. A Accept the information entered (default) C Change the information entered. This will allow you to exit by next indicating a desire NOT to continue.

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Program Instructions

Display Year Season Codes

Report Size This is an 80-column report and requires at least 8 1/2" by 11" paper. 132-column paper may be used.

Code Description Status ----------------------------------------------------90 1990 - CALENDAR YEAR Active 91 1991 - CALENDAR YEAR Active 92 1992 - CALENDAR YEAR Active 93 1993 - CALENDAR YEAR Active 94 1994 - CALENDAR YEAR Active 95 1995 - CALENDAR YEAR Active 96 1996 - CALENDAR YEAR Active 97 1997 - CALENDAR YEAR Active 98 1998 - CALENDAR YEAR Active 99 1999 - CALENDAR YEAR Active A0 2000 - CALENDAR YEAR Active A1 2001 - CALENDAR YEAR Active Number Of Codes 12

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Program Instructions

Journal Codes

Enter Journal Codes


Purpose
The Enter Journal Codes (GLCJE) program allows you to create and maintain the Journal Codes Master File. The GL module includes (a) 10 discretionary Journal Codes identified by the numbers 0 through 9 plus (b) additional one and two character alphabetic codes with pre-defined uses. Five of these are used in the GL module and the rest are used to identify the source of postings to the GL and CA modules from the other ABECAS modules. The descriptions of Journal Codes 0 through 9 may be changed but the codes may not be deleted. Additional journals may not be defined. These Journal Codes are used in entering transactions in the GL/CA modules. They allow you to manage, report and post your entries by Journal Code. The Journal Codes are stored in the Journal Codes File (Segment

Data Entry
(GLCJE) Journal Code X Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Action? A

Journal Code Enter a numeric digit in the range 0 through 9. The existing description of this Journal Code will be displayed. To review the existing codes, enter F8 . To exit from this program, enter . Description Enter up to 32 characters for a description of the Journal Code. Pre-Defined General Ledger Journals Four specialized journals may be used in entering transactions into the GL and CA modules. U Prior Period Transactions Journal This allows you to select which prior period in the current fiscal year is to receive the adjusting entry. For Balance Sheet accounts, the balance for that period and each subsequent period is adjusted by the amount of this transaction. For Income Statement accounts, only the balance for that period and the year-to-date total are adjusted. V Prior Year Transactions Journal Updates (a) the account balance for the last period of the prior fiscal year and (b) each period of the current year's Retained Earnings Account for revenue and expenses accounts or (c) the opening and all subsequent account balances of asset, liability and equity accounts. W Repeating Transactions Journal Such entries post in the current period and, thereafter, the End of Period-Close Period (GLPEE) program automatically creates an unposted transaction in GL Transactions File. This transaction can be reviewed and changed before being posted. X/Y Reversing/Reversed Transactions Journal Transactions entered in the "X" journal this period will be automatically created as unposted transactions by the End of Period-Close Period (GLPEE) program at the beginning of next period in the "Y" journal with the sign reversed. This is useful for handling accrued or pre-paid expenses and unearned revenue.
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ABECAS Introduction--Version 5.1

Program Instructions

Display Journal Codes

Display Journal Codes


Purpose
The Display Journal Codes (GLCJD) program allows you to display the Journal Codes along with their descriptions contained in the Journal Codes Master File (Segment JR). The numeric codes "0" to "9" are definable through the Enter Journal Codes (GLCJE) program. The alphabetic codes are predefined by ABECAS.

Data Entry
(GLCJD) Terminal/Printer/Disk/eXit? X Record Sequence & Selection? X Report Format & Content? X Action? A

Terminal/Printer/Disk Enter the way you want to display the report: T Terminal, P Printer, or D Disk (print to a disk). You may print the report to the printer after viewing the report on your terminal, but you will not be able to print the report to a disk file at that point. Record Sequence & Selection This allows you to choose in what order you want to display the report, and whether you want to display all of the codes or only a range of codes. Report Format & Content This allows you to determine whether you print the report continuously or with page breaks. You may also change the name of the report for the report you want to print/display.

Record Sequence and Selection


(WGLCJD1) Record Sequence & Selection Record Selection First Last Journal Code XX XX

Journal Code Enter the first and last Journal Code that you want to display. Leaving either or both fields blank will display the lowest and/or highest values, respectively. Action Enter the code of your choice. A Accept and print the report. C Change the information entered.

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Program Instructions

Display Journal Codes

Report Size This is an 80 column report and requires 8" x 11" paper. A sample report is shown below.
RUN 01/29/1999 11:33 ---Argos Associated Enterprises, Inc.--GL Journal Codes As Of 01/29/1999 Page GLCJD 1

Code Description ------------------------------------------------------------------------------0 GENERAL JOURNAL 1 CASH RECEIPTS 2 CASH DISBURSEMENTS 3 USER-DEFINED JOURNAL 4 USER-DEFINED JOURNAL 5 USER-DEFINED JOURNAL 6 USER-DEFINED JOURNAL 7 USER-DEFINED JOURNAL 8 USER-DEFINED JOURNAL 9 ALLOCATIONS JOURNAL A1 AP TRANSACTIONS A2 AP CHECKS A3 AP VOIDS BM BILL OF MATERIALS BU UTILITY BILLING BW WAREHOUSE BILLING CM CONTACT MANAGER E1 EM REPAIR ORDERS E2 EM MISCELLANEOUS EXPENSES F1 FREIGHT BILLS FB FREIGHT BILLS GA GROWER ACCOUNTING I1 IM TRANSACTIONS I2 IM COST ALLOCATIONS JP JOB PLANNER MR MATERIALS REQUIREMENTS MS MASTER SCHEDULING P1 PAYROLL CHECKS P2 PAYROLL ADVANCES P3 PAYROLL EQUIPMENT CHARGES PM PRODUCTION MANAGEMENT PO PURCHASE ORDERS PQ PAYROLL/Q PS ADVANCES/SETTLEMENTS PV SETTLEMENT CHECKS R1 AR TRANSACTIONS R2 AR CASH RECEIPTS R3 AR FORWARD TRANSACTIONS R4 AR SPLIT TRANSACTIONS RS REGISTER SALES S1 SALES ORDER INVOICES S2 SO SALES PERSON COMMISSIONS S3 SO BROKERAGES SB SERVICE BILLING SP SAFETY & PERSONNEL ST SUPPLIES TRACKING TL TRIP LOGS U PRIOR MONTH ADJUSTMENTS UB UTILITY BILLING V PRIOR YEAR ADJUSTMENTS W REPEATING ENTRIES JOURNAL X REVERSING ENTRIES JOURNAL Y REVERSED ENTRIES JOURNAL Z 2 YEARS PRIOR ADJUESTMENTS

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Program Instructions

Distribution Codes

Enter Distribution Codes


The Enter Distribution Codes (GLCDE) program allows you to define the GL (and CA) accounts associated with pre-defined distributions for use in the General Ledger, Cost Accounting and Accounts Payable modules. These Distribution Codes can be used in the Enter Allocations (GLDTA) program in the GL module and in the Enter Transactions (APDIE) program in the Accounts Payable module. This may also be entered in the Enter Vendor Codes (APCVE) and will default as the Distribution Code for that vendor. These codes are stored in the Distribution Codes File (Segment DC). Up to 16 pre-defined accounting allocations can be entered. These can be set up with pre-defined percent distributions or as the default account codes. In the case of the GL entries, you may also pre-define the Journal information along with the account from which the allocation is being made. Even in cases where only one account is involved, using a Distribution Code to recall the allocation may well save time.

Data Entry
(GLCDE) Distribution Code XXXX Posting Flag X Description XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX AP Distrib Type X Journal Code XX Include Alloc From X Reference XXXXXXXXXXXX Entry Type X (#) Cst Cntr Account Actv (%) (#) Cst Cntr Account ctv(%) From XXXXXXXX XXXXXXXX XXXX To 9 XXXXXXXX XXXXXXXX XXXX ZZZ.99 To 01 XXXXXXXX XXXXXXXX XXXX ZZZ.99 10 XXXXXXXX XXXXXXXX XXXX ZZZ.99 02 XXXXXXXX XXXXXXXX XXXX ZZZ.99 11 XXXXXXXX XXXXXXXX XXXX ZZZ.99 03 XXXXXXXX XXXXXXXX XXXX ZZZ.99 12 XXXXXXXX XXXXXXXX XXXX ZZZ.99 04 XXXXXXXX XXXXXXXX XXXX ZZZ.99 13 XXXXXXXX XXXXXXXX XXXX ZZZ.99 05 XXXXXXXX XXXXXXXX XXXX ZZZ.99 14 XXXXXXXX XXXXXXXX XXXX ZZZ.99 06 XXXXXXXX XXXXXXXX XXXX ZZZ.99 15 XXXXXXXX XXXXXXXX XXXX ZZZ.99 07 XXXXXXXX XXXXXXXX XXXX ZZZ.99 16 XXXXXXXX XXXXXXXX XXXX ZZZ.99 08 XXXXXXXX XXXXXXXX XXXX ZZZ.99 Total ZZZ.99 Action? A

Distribution Code Enter a code of up to 4 alphanumeric characters corresponding to the Distribution Code you wish to add, change or delete. If the code already exists, the data associated with it will be displayed. If it is a new code, you will be prompted for the appropriate data. To review the codes currently available, enter ? . To exit from this program, enter . Description Enter up to a 32 character description of the Distribution Code. Journal Code Enter the Journal Code to be used as the default for GL (and CA) transactions. 0-9 W X Standard Journal Codes Repeating Journal Code Reversing transaction -- automatic reversed the following period

Reference Enter up to a 12 character reference to be associated with this Distribution Code in GL (and CA) transactions. Posting Flag Enter the code associated with the posting flag to default for GL/CA transactions. ABECAS Introduction--Version 5.1
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Program Instructions

Distribution Codes

A C B X

Accrual basis only -- in General Ledger and Cost Accounting Cash basis only -- does not post to the Cost Accounting Both accrual and cash basis (default) Post to Cost Accounting accounts only

AP Distribution Type Enter the code corresponding to the type of Accounts Payable distribution associated with this Distribution Code. I Inventory distribution. Posts to the Inventory Clearing Account on an accrual-basis and to the entered distribution on a cash-basis N Non-Inventory distribution. Posts on a cash- and accrual-basis as entered (default) S Supplies Tracking distribution. Posts to the Supplies Clearing Account on an accrual-basis and to the entered distribution on a cash-basis X Does not apply to the Accounts Payable module

Include "Allocations From" Enter the code corresponding to whether or not an "Allocation From" is to be defined for this Distribution Code. Y Yes, define an "Allocation From" distribution for use in Enter Allocation Entries (GLDTA) program (default) N No, do not define an "Allocation From" distribution. This implies that this Distribution Code will not be used as a Distribution Code in the GL module. Entry Type Enter the code corresponding to the mode in which this Distribution Code is to be used at the time of entry in the Enter Allocation Entries (GLDTA) program. D Direct dollar distribution -- requires the entry of the dollar amount for each distribution P Percent distribution -- automatically allocates the total dollars to each distribution (default) S Allocate based on size of the Cost Center/Job Code entered -- applies to CA-based transactions only U Allocate on the basis of units -- applies to CA-based transactions R Allocate on the basis of a rate times unit -- applies to CA-based transactions

Data Entry -- "Allocation From" Account


Enter the account from which a GL (and CA) Allocation entry is to be made in the Enter Allocation Entries (GLDTA) program. Cost Center Enter the Cost Center associated with this allocation. To review the valid Cost Centers enter F8 . This field may be left blank, if desired. Account Number Enter the Account Number from which this allocation is to be made. To review the valid Account Numbers, enter F8. A valid Account Number must be entered. Activity Code If the CA module is present, then enter the code of the activity associated with this allocation. To review the valid Activity Codes, enter F8 . This field may be left blank, if desired.

Data Entry -- "Allocation To" Accounts


Enter up to 16 distributions to be associated with this allocation. You may define the Cost Center, Account Number and Activity associated with each of these distributions. Also, if you selected a percent distribution, then the percent to be allocated to each account may be entered. This must sum to one hundred percent (100%) in total. Cost Center Enter the Cost Center associated with this allocation. To review the valid Cost Centers, ABECAS Introduction--Version 5.1
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Program Instructions

Distribution Codes

enter F8 . This field may be left blank, if desired. Account Number Enter the Account Number associated that this allocation is to be made. To review the valid Account Numbers, enter F8 . A valid Account Number must be entered. Activity Code If the CA module is present, then enter the code of the activity associated with this allocation. To review the valid Activity Codes, enter F8 . This field may be left blank, if desired. Percent If required, enter the percent of the distribution associated with each distribution. Action Check that the Percent Distribution equals one hundred percent (100%). This must be in balance before exiting. After reviewing the information displayed, enter the desired action. A Accept the code and the information displayed (default) C Change the information displayed. This will allow you to exit if you do NOT wish to continue. D Delete this code N Accept this code and display the next code P Accept this code and display the previous code

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Program Instructions

Display Distribution Codes

Display Distribution Codes


The Display Distribution Codes (GLCDD) program allows you to display the Distribution Codes contained in the Distribution Codes File (Segment DC). These Distribution codes are used to facilitate the entry of transactions in the General Ledger, Cost Accounting and Accounts Payable modules.

Data Entry
(WCACYD1) Record Sequence & Selection Record Selection First Last Distribution Code XX XX

Distribution Code Enter the lowest and highest Distribution Codes that you want to display. Leave the field blank to display the lowest and highest fields, respectively. Report This is an 80 column report and requires 8" x 11" paper. A sample report is shown below.
RUN 11/18/1998 11:22 -Argos Associated Enterprises, Inc.--General Ledger Distribution Codes As 11/18/1998 Page GLCDD 1

Code Description Cst Cnt Acct No Actv % ----------------------------------------------------------------------------RENT RENT ALLOCATION BY COST CENTER From 765 Journal Code 5 To 1 765 25.00 Reference RENT-1 2 765 15.00 Posting Flag B 3 765 18.00 AP Distrib Type N 6 765 13.00 Allocation From Y 9 765 23.00 Entry Type P E 765 6.00 Number Of Codes 1

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Program Instructions

End-of-Period Processing

End-of-Period Processing
Purpose
The End-of-Period Processing - Close Month (GLPEE) program closes out the current fiscal period for the GL database. It is used to control the closing of all other modules through the use of "closing flags." In this way, each module must be closed each month, but only once. All financial statements, posting reports and posted transactions listings for the current period must be produced prior to executing this program. All of the other modules must have been closed prior to closing to the GL/CA modules. You will not be allowed to continue until this has taken place. The Current Month and Fiscal Month are automatically displayed. This program performs the following functions at the end of each month. 1 2 3 4 5 6 7 Creates repeating journal entries (as unposted transactions) (Segment T1) Creates reversed journal entries (as posted transactions) (Segments G1 and H1 in GL and Segments J1 and K1 in CA) Updates the GL Accounts File zeroing out the Period-to-Date balances, replacing the Beginning of Period Balance with the Ending Balance, and updating the Current Period and Year-to-Date budget records (Segment G1) Updates the CA Accounts File zeroing out the period-to-date balances, replacing the Beginning of Period Balance with the Ending Balance, and updating the Current Period and Year-to-Date budget records (Segment J1) Deletes the Job Descriptions/Work Order Descriptions, accounts, notes, and all transactions of Jobs/Work Orders marked for deletion (Status="D") (Segments JD, J1, K1, and M1) Updates the Current Period/Year and Fiscal Period/Year stored in the GL Configuration Record (Segment JR) Updates the End of Period Status Flags for each ABECAS module stored in the GL Configuration Record (Segment JR)

This program performs the following additional function at the end of each fiscal year. 1 Creates a new set of GL Accounts with relevant Beginning and Ending balances (Segment G1). This includes updating the Ending Balance for each revenue and expense account for the current fiscal year into the "Retained Earnings" account (defined in the GL Setup (GLSS) program) for the subsequent fiscal year.

Data Entry
(GLPEE) Current Month NN/NNNN Fiscal Month NN/NNNN This program closes out the current period for the General Ledger and Cost Accounting modules. The Posted Transactions and Postings Reports must be produced prior to End of Month Processing. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX A Comment XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Action? A

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Program Instructions

End-of-Period Processing

Do You Wish To Continue Processing? Y Yes, continue N No, exit from program without processing the GL/CA accounts Have You Backed Up Your Databases? Y Yes, all relevant databases for this company have been backed up N No, exit from program in order to make backup of databases Comment Enter up to 40 characters to describe this process (and the status of the data) to be saved in the GL Batch File (Segment BN). Action After reviewing your entries, enter the desired action. A Accept the entries and continue with the processing C Change the entries. This allows you to exit, if desired.

Note:
Always back up your total database before running the End-of-Month Processing program. Keep for at least three months before re-using. Maintain at least three disk/tape sets specifically for your final end-of-month backup. These must not be mixed with your ongoing day-by-day backup disk/tape sets. These enable you to restore back to the end of a previous month should that be necessary.

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Program Instructions

Database Status

Database Status
Purpose
The Display Database Status (GLPDD) program displays the pre-defined size and current utilization of the General Ledger (GL) Data Base. It indicates the total number of pages in data base, the number of pages used, and the number of pages used as a percent of the total pages. A page is generally equal to one record. For example, if the total pages "shows as 100", then the data base is currently defined to hold 100 records of this type. The program lists the data (record) files (segments) comprising the GL data base along with the number of keys (indexes) for each file and the length of each record in bytes (characters). On the right side it indicates the total number of pages (records) in each segment of the data base and the number of pages used. To find the total length of a record file, multiply the size by the number of pages allocated.

Segment Creation and Expansion


The GL data base is created by the Build Data Base program accessed from the Utilities Menu using the database definition contained in GL.DEF. Once created, each segment automatically expands as necessary. However, you should be aware of the size of each file as part of your records management. Eventually, you may need to purge records to provide disk space. However, purging records provides space to add new records but does not reduce the number of allocated pages. If you want to shrink a file after purging or to reorganize where the records reside on the disk, then run the Fix/Compress Records program from the Utilities Menu. This program renames the existing record file and rewrites the records in sequence to a new empty record file. In general, the master files will not change greatly, whereas the transaction files may.
(GLPDD) Seg Description of Segment Keys Size Allocated Used BNGeneral Ledger Batch File XXXXXXXXXXXXXX 3 56ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ JRJournal Codes/Configuration File XXXXXXX 1 64ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ CCCost Center Codes File XXXXXXXXXXXXXXXXX 2 64ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ OBObject Codes (Chart of Accounts) XXXXXXX 2 96ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ DCDistribution Codes File XXXXXXXXXXXXXXXX 1 12ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ G1General ledger Accounts File XXXXXXXXXXX 2 40ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ M1General Ledger Notes File XXXXXXXXXXXXXX 3 68ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ RDReport Definition File XXXXXXXXXXXXXXXXX 1 28ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ H1General Ledger Historical Transactions X 5 28ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ T1General Ledger Unposted Transactions XXX 1 28ZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X Z,ZZZZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X Z,ZZZZZZ,ZZZ,ZZZZZZ,ZZZ,ZZZ

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Program Instructions

Company Log-On

Company Log-on
Purpose
The Company Log-On provides identification for (a) the company database to be accessed, (b) security level access, and (c) access to the company module menu. The Company Log-On screen is used when logging into the individual modules and is used in several of the Utility programs to identify the database to be accessed and that the user has the appropriate security to access the program. The Company ID and database information associated with the company is stored in its own separate database along with the security information. This database (ABXX*.*) is provided with the ABECAS program and must be on the same disk drive as the programs. The Company ID and database information is stored in the Company Codes File (Segment CC).

Access
Company ID XX XXXXXXXXXXXXXXXX User ID XXXXXXXXX Password HHHHHHHHHH Today's Date mm/dd/yyyy

This program is accessed from the ABECAS System Menu by selecting choice "A", ABECAS. Company ID Enter the ID associated with this company. This is a 2 character alphanumeric code. This ID also serves as the third and fourth characters in the file names of each and every database created for this company. You may access a list of the Company IDs defined by using F8. User ID Enter your ID. This will one part of the System Security program, and, combined with the Password, will provide the appropriate level of access to all programs available to you. Password Enter the Password associated with the User ID just entered. This password does not display to the screen as it is entered. This protects the secrecy of the Password from others who may be watching the screen. To return to the "User ID" field, enter . To return to the ABECAS System Menu, enter . The Password of the sample AA database is "A". Date Enter the date you want to use for the system date. This will be the default date used in all ABECAS modules. Your computer's system date will default.

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Program Instructions

Build New Company

Build New Company


Purpose
The Build New Company program in Utilities allows you to (a) create a new GL/CA Codes or other database for a new company, (b) add or remove a module to an existing database, (c) change the location of the print to disk drive, and (d) define the 16 character database name used with all ABECAS modules and the 40 character name used on all reports and as the base for the Option codes. In creating a new database, this program uses the detailed definition of the database contained in the DATABASE.DEF file. This file is provided with the ABECAS programs and must be in the same drive as the ABECAS programs. Each new database comprises (a) a database definition file with current database status information, (b) one or more record segments, and (c) one or more index segments. Every file contains the module ID and the company ID for identification purposes. The database definition file is as follows: GCXXDEF.ADB "GC" is the character module ID (e.g., GL Codes), "XX" is the 2-character company ID (e.g., AA), and "DEF" is the segment name for the Database Definition File. "ADB" is the file type, in this case the Argol Database Definition File. The names associated with the data files in the GL Codes module are as follows: GCXXYY.ZZZ "GC" indicates a General Ledger Codes database, "XX" is the 2-character Company ID (e.g., AA), and "YY" is the segment name (such as CC). "ZZZ" is the file type, such as REC or IND. A new database will only be created if one does not currently exist for this company. This module information is stored in the ABXX database. If it is to be deleted, then the ID is deleted from the ABXX database, but the database files remain in your system. To delete the database files, you would need to go to your ABDATA directory, and either delete it through a Windows Delete File procedure or by using the DOS delete procedure. In this case, access the ABDATA directory by doing a CD\ABDATA at the appropriate drive letter. Then enter DEL ??XX*.* where ?? represents the module two letter code, i.e. GL for General Ledger, and XX represents the company ID, i.e. AA. Do this for each module you want to delete for the company code entered. The following section uses the GL/CA Codes database as an example of the Build Database program. The procedure is the same for each ABECAS module.

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Program Instructions

Build New Company

Access
(ABCON-1) Company ID XX User ID XXXXXXXXXX Password HHHHHHHHHH Name (16 Chars) XXXXXXXXXXXXXXXX Name (40 Chars) XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Sort File Drive X Disk Print Drive X Action X

The Build New Company program is accessed from the main ABECAS SYSTEM menu by selecting U Utilities and then selecting B Build New Company.

Data Entry
Company ID - New, enter a two character ID to be associated with this company. Select a Company ID that will be easy to remember. The initials of the first two words of the company, e.g. AA for Argos . Associates, is often a simple ID. This ID becomes the third and fourth characters in the file, Segment, name for your company data files.. Company ID - Existing Enter the ID of an existing "master" user. Users who are defined with "selective" access to ABECAS will not be allowed access to this portion of ABECAS. The "user ID" of the sample AA database is "A". User ID - New Company Enter up to a 10-character alphanumeric ID for the "Master User". This "master" ID will later allow you to enter the Security program to define additional users. This "master" ID should be selected so that only one or a few people will ever know it. Once you have set up your databases and before you begin operating, this initial User ID/Password should be replaced through the ABECAS Security program. This requires that you define new Master Users and then delete or change this initial user. Setting the "master" ID also sets the "Password" to the same code. To remind you of this, the program requires that you acknowledge the password by entering a "return", . The "master" ID and password for the sample database is "A". Company ID - Existing, enter your User ID. Password - New Company will automatically be set to the User ID. You will be prompted from the Action field. Enter the Return key to proceed from the 16 character Name field.. Password - Existing Company Enter the password for the User ID. The company information will have displayed when the Company ID was entered. After entering the Password, you will be prompted from the Action field. Name (16 Characters) Enter up to 16 characters to identify the company. This is the name that will appear on the screens accessed through the ABECAS Main Menu. Name (40 Characters) Enter up to 40 characters to identify the name of the company to be used as the heading for all reports produced by ABECAS. You may wish to center this name. Once established, you will not want to change this name, except for permanent circumstances. All of the Option Codes for ABECAS are based on the exact character usage of these 40 characters. If you do need to change the name, please call Argos Support for the appropriate option codes.

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Program Instructions

Build New Company

Sort File Drive This is the Drive letter used to create a temporary file to be used when sorting your data to build reports. The program will create a temporary file and then delete it when the report is finished. Since your historical data may grow to be very large, it is necessary to have a drive which has enough space in which the report can be built. As a rule, this field may be left blank or enter the letter of your program drive. Disk Print Drive Enter the Drive letter of where you want to print to disk your reports. Typically this will be the drive where your database is located. A drive must be entered. Action Enter the code of your choice. A Accept the entries and continue to the next screen. C Change the information entered, starting with the 16 character name field. D Delete the code. This will remove the Company ID from being accessed, but will not remove the data base. To entirely delete the database, you will need to go to your data drive and at the prompt, enter: DEL ??CC*.*, where ?? represent all of the modules used by the Company ID, and CC represents the Company ID that you want to delete. (Actually use the ?? keys as this will pick up all of the modules at one time, saving the need to do it module by module.) X Exit the program without going on. After entering A Accept, at the Action field, the following screen will appear.
Module Name BuildDrive GL General Ledger XXXXXXXXXXXXXXXXX A A CA Cost Accounting XXXXXXXXXXXXXXXX A A AP Accounts Payable XXXXXXXXXXXXXXX A A ED Electronic Data Interchange XXXX A A AR Accounts Receivable XXXXXXXXXXXX A A PR Payroll XXXXXXXXXXXXXXXXXXXXXXXX A A SP Safety and Personnel Management A A CM Contact Management XXXXXXXXXXXXX A A ST Supplies Tracking XXXXXXXXXXXXXX A A EM Equipment Maintenance XXXXXXXXXX A A PL Job Planning and Control XXXXXXX A A PO Purchase Order Processing XXXXXX A A IM Inventory Management XXXXXXXXXXX A A SO Sales Order Processing XXXXXXXXX A A Alternate ID XX Action? A

The ABECAS modules available on your system are automatically displayed regardless of whether a database currently exists. If a database does exist, then its drive location is shown. If it does not exist, then the drive location is blank. You can create databases for each company by simply specifying a drive location for the new databases. In the same way, you can remove a module from the Company module menu by simply blanking out the drive assignment. Enter a C Change in the Action field. In the Build column, enter a Y Yes to build a new module for each module you want to build. Enter the drive letter for the drive where this database will be built. Continue likewise through each module listed. Leave the Build field N No when you do not want to build a database for the company. Alternate ID The presence of either a GL/CA Codes or a full GL/CA database for this Company ID indicates to ABECAS that an alternate set of GL/CA Codes are not required. If you have more than ABECAS Introduction--Version 5.1

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Program Instructions

Build New Company

one database for a module, then the additional databases may be configured with the "other" GL/CA Codes database as the Alternate ID. This saves having to enter GL/CA Codes for each company. It also allows you to post to the General Ledger/Cost Accounting modules of another company. (See Note 3) Action After reviewing the screen for which databases you wish to create, if any, enter the desired action. A Accept the databases as displayed, including any new drive designations you have just entered. C Change the information displayed. This allows you to enter the drive designation (such as A, B, C, and so on) for the new databases you wish to create. You can only enter a drive designation where it was blank previously. To move a database to a different drive, use the Move Database program included in the System Utilities menu. X Exit without creating a new database.

Note:
(1) This program uses the database definitions contained in the DATABASE.DEF File in creating a new database. It reads the definition segment by segment and creates the new database accordingly. (2) In the multi-user version of ABECAS, this program operates in an "exclusive" mode. This means that only one terminal can access the ABXX files at that time. This may result in another terminal being temporarily locked out of ABECAS if it tries to log into a company. (3) The following table indicates when an Alternate Company ID may be used. It also indicates when it is possible to post to the GL/CA database. If you have the full GL/CA database: Use GL for "Company", when GL/CA exists for the company. Use GL for the alternate identification when no GL/CA Codes exist for the company identification AND GL/CA exists for an alternate company. All modules may post to the alternate company's GL/CA. Use GC for the alternate identification when no GL/CA or GL/CA Codes exist for the company AND GL/CA Codes exist for an alternate company. No posting is allowed.

All modules will post to this company's GL/CA. If you have the GL/CA Codes database: Use GC for "Company", when GL/CA Codes exist for the company.

No posting is allowed.

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Program Instructions

GC Setup

GC Setup
Purpose
The GC Codes Setup (GCSS) program is to establish the parameters of the Account Numbers, Cost Centers and the Fiscal/Calendar Year information. When building a new company, you will access this program as soon as you enter the Company Log-On information. For subsequent access, it is accessed through the GC Setup (GCSS) program. When using the full GL module, please see the General Ledger manual for further information.

Data Entry
General Ledger Codes Configuration (GCSS) GC Code Length Cost Center Length N First Month of Fiscal Year NN Account Number Length N Current Month Information Calendar Month NN Account Ranges Low High Calendar Year NNNN Assets XXXXXXXX XXXXXXXX Fiscal Month NN Liability/Equity XXXXXXXX XXXXXXXX Fiscal Year NNNN Revenues XXXXXXXX XXXXXXXX Expenses XXXXXXXX XXXXXXXX Version Number N.99 Action? A

Cost Center Length Enter from 0 to 8 as the number of characters of significance desired for (1) the General Ledger Departments, and (2) the Cost Accounting Cost Centers. These responses determine the level of cost center detail posted to the GL/CA Distribution Reports in each module. The default is 8 In the General Ledger, this is the number of alphanumeric characters to be used for departments. This determines how much of the Cost Center Code will post to the GL Accounts. For example, a one character GL Cost Center Code and an eight character CA Cost Center Code will result in all characters after the first being ignored for GL posting purposes. That is, Cost Center 1234 will post to Department 1 in the GL. If only the CA module is to be used (no GL module) or only company-level reports are required, enter zero (0) bytes for the GL Cost Center. If a one digit Department Code is required, then enter 1. In the Cost Accounting, this is the number of alphanumeric characters to be used for the Cost Center Codes used to define jobs. The CA Accounts are generally maintained in more detail than the GL accounts, although they do not have to be. Jobs are defined as sub-units of a GL Department. For example, Cost Center 101 ;may refer to Job One (01) for Department One (1). This is further broken down by the year/season of the job. The default response is eight (8) characters. If the Cost Accounting is not required, then enter zero (0) for the number of CA characters. At posting time, the transactions will be posted to the GL and CA Cost Center levels consistent with these entries. Account Number Length Enter from 0 to 8 as the number of characters of significance desired for (1) the General Ledger Account Numbers, and (2) the Cost Accounting Account Numbers. These responses determine the level of account detail posted to the GL/CA Distribution Reports in each module. ABECAS Introduction--Version 5.1
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GC Setup

In the General Ledger, the account detail will be distributed to the level specified by this response. This determines how much of the Account Number will post to the GL Accounts. For example, a 3 character GL Account Number and an eight character CA Account Number will result in all characters after the third being ignored for GL posting purposes. That is, Account Number 12345678 will post to Account Number 123. Normally, a 3 or 4 character Account Number will be used in the GL. If only the CA information is desired (no GL information), then enter zero (0) characters. In the Cost Accounting, the accounts may be maintained with more or less detail than in the GL. Whatever is selected here determines how many characters in the Account Number will apply to the Cost Accounting. Normally the CA Accounts are maintained in more detail than the GL Accounts. Hence, a default value of 8 (eight) characters is used. If a Cost Accounting distribution is not required, then enter zero (0) for the number of CA characters. First Month of the Fiscal Year Enter the first month of this company's Fiscal Year. Enter 01 for January, 02 for February, and so on (Default = 01). Current Month Information--Calendar Month Enter the number of the month in which ABECAS will first be used for regular accounting purposes and for which an end-of-month processing is expected. Use 01 for January, and so on. Current Month Information--Calendar Year Enter all four digits of the current calendar year matching the above month. Current Month Information--Fiscal Month This will be automatically calculated based on the "Current Calendar Month" and the "First Month of Fiscal Year". Current Month Information--Fiscal Year Where the Calendar Month is the same as the Fiscal Month, then the Fiscal Year is the same as the Calendar Year. In all other cases, the Fiscal Year should be one year ahead of the Calendar Year. In general, it is best to use the closing year of a split year Fiscal Year to indicate the Fiscal Year. Account Ranges Enter the range of Account Numbers used in the Chart of Accounts for this company by entering the low and high codes for each of the following four categories: (a) assets, (b) liabilities and equity, (c) revenues, and (d) expenses. These account ranges are used for error checking throughout ABECAS as well as for determining the signs used in the financial reports, if applicable. (Liability, equity and revenue accounts have their signs reversed in the financial statements). The lower limit of each range would normally be the first character followed by blanks. For example, assets may begin at 1 and end at 29999999. If alphabetic characters are used to format the financial reports, then use zzzzzzzz. Up to 8 characters may be entered as the lower and upper limits of each range. The default Account Number ranges are as follows: Low Assets Liabilities Revenues Expenses 1 3 4 5 High 2zzzzzzz 3zzzzzzz 4zzzzzzz zzzzzzzz

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Program Instructions

GC Setup

In the Cost Accounting, only transactions with an Account Number in the range of the Revenue and Expense Accounts will be posted to the CA Accounts. Action After reviewing the information displayed, enter the desired action. A Accept the information displayed (default) C Change the information displayed

Notes:
(1) The default values serve as default values should you fail to properly configure your company's database. They should be changed to meet your requirements. (2) Be sure a valid response exists for every question. Do not leave responses blank. Responses may be changed at any time by running the GL Codes Setup (GCSS) program. (3) It is absolutely essential that you correctly specify the Number of Significant characters to use for (a) the GL Departments, (b) CA Cost Centers, (c) the GL Chart of Accounts, and (d) the CA Chart of Accounts. This is required as the posting programs may post the transaction to different Cost Center Codes and Account Numbers than you expected. If they differ to what is expected, first review the number of characters entered in this program. If it is not correct, (a) restore your backup from just before the posting, (b) change the GL/CA parameters or transactions, and (c) post again.

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Program Instructions

ABECAS System Security

ABECAS System Security


Purpose
The ABECAS System Security program allows master users to authorize new ABECAS users. This allows you to add, change, or delete (a) master user with unlimited access to all programs and files for that company, (b) users with complete access to selected modules, (c) users with access at various levels in programs in selected modules, and (d) combined. These security codes are stored in the ABXX Database (Segment US).

Access
The ABECAS System Security program is accessed from the main ABECAS Module Menu after logging on through the Company Log-On process. (Only a Master User will have the Security System available.) Then using your arrow key, this displays Screen One.

Data Entry--Screen One


(ABSEC-1) User ID XXXXXXXXXX User Password XXXXXXXXXX Printer Type X Menu Style N Starting Level N Security Level N Action A

User ID Enter up to 10 characters for the ID of the user. If the user ID already exists for this company, the User Password and Security Level are displayed. This may be changed or deleted, as desired. If the User ID does not already exist for this company, you will be prompted for the appropriate data. To exit from this program, enter . User Password Enter up to 10 characters for the password to be associated with the user. Both a User ID and a Password must be entered. Printer Type This field is in reference to the carriage/width of the default printer that this user will be using. Enter the appropriate style. W Wide means the printer will print 11 x 14 5/8 paper (default). N Narrow means the printer will only print 8 x 11 paper. Menu Style Choose the way you want the sub-menus to display. The options are as follows: 1. Option/Down Stack - the sub-menu will display right under the menu option (default). 2. Bottom/Up Stack - the sub-menu displays various places on top of the menu. 3. Staggered - The full menu displays and the full sub-menu displays. 4. Top/Down Stack - The sub-menu displays on top of the menu, starting at the bottom of the master menu level.
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ABECAS System Security

Starting Level This refers to the menu level when you enter a module from the module menu. 1. Level One - Enter the module with just the Master Menu displaying (default). 2. Level Two - Enter the module with the Daily Menu displaying. Security Level This sets the security level of the user. The choices are as follows: 0. Selective - You may be locked out of an entire module or the level of access to programs of a particular module can be limited. The level of activity is determined by entries in the next screen. The Security System will not be available to the selective user, thereby prohibiting the user from any changes in access levels (default). 1. Master - Access to all modules and all programs. Action Enter the code of your choice. A Accept and proceed to the next screen if O Selective or to the User ID field if a Master. C Change the entries, starting with the Password field. D Delete the user from access to ABECAS.

Data Entry--Module Access--Screen Two


When a Selective user is assigned, the following screen displays, allowing you to choose the level of access this user has to the ABECAS modules and programs.
User ID XXXXXXXXXX Module Sec Level Product Description N GL General Ledger or Codes XXXXXXXX N CA Cost Accounting XXXXXXXXXXXXXXXX N AP Accounts Payable XXXXXXXXXXXXXXX N ED Electronic Data Interchange XXXX N AR Accounts Receivable XXXXXXXXXXXX N PR Payroll XXXXXXXXXXXXXXXXXXXXXXXX N SP Safety and Personnel Management N CM Contact Management XXXXXXXXXXXXX N ST Supplies Tracking XXXXXXXXXXXXXX N EM Equipment Maintenance XXXXXXXXXX N PL Job Planning & Control XXXXXXXXX N PO Purchase Orders XXXXXXXXXXXXXXXX N IM Inventory Management XXXXXXXXXXX N SO Sales Orders Processing XXXXXXXX Action A

As you enter this screen, you will have the opportunity to choose the level of accessibility for each user. All menu selections though the highest level indicated will be accessible to the user. 0 3 4 5 6 7 8 Lock Out means that when the user accesses the Module Menu, this module will not appear on the menu (default). History will only allow the user to access the Reports menu of the marked module. Reports will allow the user to access the report menus under the Daily menu. Entry will allow the user to enter data under the Daily menu selections. MF Reports will allow the user to use the reports under the Codes menu. MF Entry will allow the user to make entries into the Master Files in the Codes menu. Posting will allow the user to post transactions entered in the Daily entry programs.
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Program Instructions

ABECAS System Security

All will give the user access to all programs, including Setup.

Note:
Do not delete your initial User ID and Password unit after you have defined one or more additional Master Users.

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Program Instructions

ABECAS System Utilities

ABECAS System Utilities


Purpose
The ABECAS System Utilities programs allow you to access the various database utility programs provided as part of ABECAS. These programs allow you to perform the following functions: Recover Database This allows you to recover a database that has been damaged or "corrupted" in some way. The existence of such a problem is indicated by a Database Error message. Move Database This allows you to move a database from one drive to another. If the database has already been moved, then this informs ABECAS of its new location. If it has not yet been moved, then this utility will move the database. Verify Database This allows you to check the status of the database. The program checks for a variety of possible database error conditions, both internally and against the DATABASE.DEF file. Verify All Databases This allows you to check the status of each database for the company automatically without having to separately enter each module. Correct All Databases This automatically verifies each database for the company and then performs a Recovery procedure on any segments not correct. Fix/Compress Records The Rebuild procedure will sort through all of the records for a particular segment of a database. Those records that are good will be saved and those records that are corrupted beyond repair will be discarded. Certain types Error Code messages will provide information when this procedure should be undertaken. Also, after a purging of historical records, you will want to run this program in order to reduce the space on your hard drive that is taken with empty space that was occupied by your purged files. Error Codes/Logs Provides you quick access to the last database Error Code. Also, there are logs of all of the Database Error Codes that have happened, User Log-On/Off logs, listings of various types of Error Code records and possible correction steps, and a log of the Menu System Changes. Screen/Printer Setup Allows the user to establish specific default printers and permit access to other printers for each workstation, individualize the screen colors for ABECAS, and establish the Caps/Number Lock and Mouse speeds for the workstation. Runtime/Qmenu Sets the Runtime version of ABECAS. Allows you to establish the path to other programs without leaving the ABECAS shell. Workstation Setup Displays the Autoexec.bat and Config.sys setup for the workstation. Install Update Disks Provides a program to update your programs with the CD-ROM disks sent from Argos Software. Access The ABECAS System Utilities Menu is accessed from the main ABECAS System Menu by selecting U, the System Utilities Option. ABECAS Introduction--Version 5.1
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Program Instructions

Utilities - Recover Database

Recover Database
Purpose
The Recover Database program allows you to rebuild the indexes and to relink the records contained in any ABECAS database. This may be necessary, for example, if you abnormally terminate the entry of transactions, such as by turning the power off to the computer during the entry procedure. The need to recover a database segment will be indicated by a Database ERROR message that will be displayed on the screen.

Additional Information
The Database Error messages and their interpretation are described in Appendix D of this manual. The segments accessed by each program are listed for each module in Appendix B of the manual for that module. This indicates which segments should be recovered based on the program you were using when you received the Database Error message.

Access
The Recover Database program is accessed from the main ABECAS System Menu by selecting U, the System Utilities option, selecting V, Verify/Recover/Move, and then logging onto the desired company. and choosing R Recover. This displays a menu of the available module options. For the GL/CA Codes database, for example, select GC. To select the segments to be recovered, enter C as the Action and proceed as follows.
(ABUTVD) Database XXXXXX Segment RecoverX Segment RecoverX Segment Recover Name (Y/N/X) Status Name (Y/N/X) Status Name(Y/N/X) Status XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX Action A

Data Entry
You will be prompted from the action field. Enter the code of your choice. A Accept and exit. C Change and proceed through the screen, allowing you to choose which Segment to recover. F Full Recovery will recover all the Segments. ABECAS Introduction--Version 5.1
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Utilities - Recover Database

X Exit the program. Recover? Select the code corresponding to whether you wish to recover each segment. Each segment is listed by its two character database name. Y Yes, recover this segment. N No, do not recover this segment (default). X Exit, from the segment selection process. After entering Y Yes on the last segment you want to recover, entering X in the next Yes/No field will take you to the Action field. You do not need to go through the rest of the fields answering N No. Action After reviewing the information displayed, enter the desired action. A Accept to recover the segments marked "Y" (default), which recovers these segments. C Change the information displayed. This allows you to select the segments to be recovered. X Exit from the recovery process without recovering the selected segments.

Notes:
(1) For all operating modules, it is important to note that a failed posting or end of period processing is not recoverable through this program. Before each posting and before running the End-of-Month Processing program, you should always back up your ABECAS databases. This will allow you to restore your data and re-start the program should that be necessary. (2) If you are in doubt about whether or not to recover a particular segment, then it is generally best to recover it. The recovery program will not damage the data files although it will remove records and/or keys that are duplicates. These will be printed out in hexadecimal format with an ASCII interpretation on the right-hand side. Since all indexed fields are stored in ASCII format, this means that there is always enough information printed out to let you interpret which records have been deleted.

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Program Instructions

Utilities - Move Database

Move Database
Purpose
The Move Database program allows you to inform ABECAS that a database has already been moved from one drive to another. The physical location of each database is important to ABECAS as this location is used by ABECAS in accessing the database. The drive location of the database definition file for each database is stored in the ABECAS System Database (Segment ABXXCC.REC). The database definition (.ADB) file for each database, in turn, stores the drive location of segment. This gives the physical address of each file and allows the database to be on a different drive than the logged-on or program drive. If you move the database to a new drive location without going through this program, then the program will continue to look in the old location. This will generally result in a Database Error message at that time. If you leave a copy of the database on this drive, then it will result in the wrong copy of your database being updated.

Access
The Move Database program is accessed from the main ABECAS System Menu by selecting U, the System Utilities option, selecting V, Verify/Recover/Move, and then logging onto the desired company. and choosing M Move. This displays a menu of the available module options.
(ABUTMD-1) Current New Module Description Drive Drive GL General Ledger XXXXXXXXXXXXXXXXXXXXXXX X X CA Cost Accounting XXXXXXXXXXXXXXXXXXXXXX X X AP Accounts Payable XXXXXXXXXXXXXXXXXXXXX X X ED Electronic Data Interchange XXXXXXXXXX X X AR Accounts Receivable XXXXXXXXXXXXXXXXXX X X PR Payroll XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X X SP Safety and Personnel XXXXXXXXXXXXXXXXX X X CM Contact Management XXXXXXXXXXXXXXXXXXX X X ST Supplies Tracking XXXXXXXXXXXXXXXXXXXX X X EM Equipment Maintenance XXXXXXXXXXXXXXXX X X PL Job Planning and Control XXXXXXXXXXXXX X X PO Purchase Order Processing XXXXXXXXXXXX X X SO Sales Order Processing XXXXXXXXXXXXXXX X X Action? A

Data Entry
The name of the module you have selected is displayed along with the current drive designation. The drive shown is what is contained in the ABXX database for this module. This is where the program will go to find the database for this company. New Drive Enter the initial, such as D, I, K, of the target drive. This drive must be a valid drive on your system.

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Program Instructions

Utilities - Move Database

Action After reviewing the information displayed, enter the desired action. A Accept to move the database as specified, causing the program to display a message about what the program is doing. For example, the message, "WAIT--FIXING HEADER FOR MMCCNN", means that a database was moved without copying. "MM" is the module name, "CC" is the Company ID, and "NN" is the segment name. After it has completed the move, you are then returned to the Utilities Menu. C Change the options selected X Exit without executing this program

Notes:
(1) When needing to restore a previous years data, in order to run a particular report from data that has been purged, you can use the present programs to run the report. Copy the old data on to a drive not presently used by your data, and then do a M Move to point the programs to where the data is located. You should also change the Disk Print Drive drive letter in Build New Company. Your old data may undergo a conversion process to match the current program structure, but then you can run your report(s). When you are finished, you should backup your old data again, and then do a M Move to again point your programs back to your present databases. Also change back the Disk Print Drive.

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Program Instructions

Verify Database

Verify Database
Purpose
The Verify program allows you to verify the current status of a database. It should be used if you are ever in doubt about the status of a database or if you are unsure of which segments to recover. It checks the selected database in the following sequence: 1. The definition in the Database Definition file (.ADB) against the definition in the DATABASE.DEF file. 2. The content of the summary record in the .ADB file against the definition records for each segment in the .ADB file. 3. The consistency of the individual segment records in the .ADB file against the record file (.REC) and index files (.IND) they define. 4. The consistency of the definition file within the record files (.REC) against the files themselves. 5. The consistency of the definition file within the index files (.IND) against the files themselves. The Verify All will automatically verify every module that you have automatically instead of the specific module approach that the Verify program uses. This can be helpful if you need to check all your modules. However, it can also take longer to do. Everyone needs to be out of every module when this process occurs. The Correct All program will automatically verify every module and perform an automatic recovery process on bad segments. This process can take a good deal of time, if there are numerous difficulties. Everyone also needs to be out of the system in order to do this procedure. The helpful process is that you can combine the process into one function.

Access
The Verify Database program is accessed from the main ABECAS System Menu by selecting U, the System Utilities option, selecting V, Verify/Recover/Move, and then logging onto the desired company. and choosing V Verify. This displays a menu of the available module options.

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Program Instructions

Verify Database

Data Entry
(ABUTVD) Database XXXXXX Segment RecoverX Segment RecoverX Segment Recover Name (Y/N/X) Status Name (Y/N/X) Status Name(Y/N/X) Status XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX XX A XXX Action A

The database name is displayed together with the segment names. All segments are selected for verification. Segment Name This is the name of the segment to be verified. Status As the program verifies the database, it indicates its current status. This either shows as OK, okay, or as an error code. OK NN Database is okay. No errors have been detected. Where NN is an error code. This indicates that a problem has been found for this segment. In many cases, this segment can be recovered through the Recover Database program.

Action After reviewing the information displayed, enter the desired action. Enter to continue. D Display error codes. This displays a help screen of the verification error messages. X Exit from the verification process.

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Program Instructions

Verify Database

Error Codes Associated with Various File Types


Database Definition File (.ADB) 1 Invalid Segment Name 2 Too Many Members 3 Page Size too Large 4 Invalid Segment Type 5 Index is Corrupted 6 Invalid Key Length 7 Invalid Member Key Length 8 Invalid Page Size Defined 9 Invalid Total Key Length 21 Record files are missing 22 Unable to read record file 23 Record file is corrupted 24 Record Header is corrupted 25 Next Page is not Empty 41 Index File is Missing 42 Unable to Read Index File 43 Index File is Corrupted 44 Unable to Read First Key 45 Unable to Read Next Key 46 Invalid Primary Key 47 Unable to read Member Key 48 Invalid Secondary Key 49 Unable to Read Last Key

Record Files (.REC)

Index Files (.IND)

Notes:
(1) For a more complete description of these error codes, See Appendix D. (2) Errors encountered by the Verify Database program are recoverable. However, there are two groups of exceptions. The first is errors caused by interruption (abnormal termination) of (1) a posting program, or (2) an end-of-month processing program. In these cases, restore the last backup of your databases. The second is errors caused by physical damage to your data files. This may occur if your hard disk fails, a database was not restored completely, files are deleted, the Operating System creates an error, or your hardware malfunctions. In these cases, the missing or damaged files must be replaced. This generally requires that the total database be stored. Hence, restore the last backup of your databases.

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Program Instructions

Error Code/Logs

Error Codes / Logs


Purpose
The Error Codes/Logs menu provides access to the various logs that ABECAS keeps. These logs include (1) Argol program error codes, (2) cTree database error codes, (3) Verify error codes, (4) a log of all of the database errors that have occurred on your system, (5) a log of all of the Verify error codes than have occurred on your system, (6) a Menu/Security Log indicating changes to the menu names or security code changes on your system, (7) a log of User Log-In and Outs and the database they entered, and (8) a display of the last Error Code on the system.

Access
The Error Codes/Logs program is accessed from the main ABECAS System Menu by selecting U, the System Utilities option, and selecting E Error Codes/Logs. The Error Codes Description screen will display.
(ABDBERR) ERROR CODES DESCRIPTION Mode: X Error Type: X Error Code: NNN Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Suggestions: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX A-Argol Error Codes C-cTree Error Codes In the Mode field there are three choices. V-Verify Error Codes W-Whole Error Codes Des T Terminal will display to the terminal (default). D-Database Errors Log P Printer will print the information. E-Verify Errors Log D Disk will print the information to disk. M-Menu/Security Log L-Login/logout Log S-Sorted Login/out Log Return () will display the menu to the right. Enter the letter of O-Single Error Display the action that you want. T Last Database Error will be the T-Last Database Error default. This will display in the Error Codes Description screen above. The description and suggested course of action will be Action? X shown.

Each of the Error Codes will be listed in Appendix D.

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Program Instructions

Screen/Printer Setup

Screen and Printer Setup


Purpose
The Screen and Printer Setup program allows you to establish the printer and screen setup for individual workstations. Through this program you can establish (a) the default printer for the workstation, (b) other printers accessible for the workstation, (c) the colors of the various fields for ABECAS that you as an individual would like to use, and (d) the CAPS and NUMBERS Lock and Mouse speed controls.

ACCESS
The Screen and Printer Setup program is accessed from the main ABECAS System Menu by selecting U, the System Utilities option, and selecting S Screen/Printer Setup.

Data Entry
(ABCON1) ABCONFIG - ABECAS Screen & Terminal Configuration Utility Version 5.1 User Number: XXXXXX Screen Name: XXXXXXXXXXXXXXXX New Screen Name: XXXXXXXXXXXXXXXX Printer Name: XXXXXXXXXXXXXXXX New Printer Name: XXXXXXXXXXXXXXXX Screen Driver Printer Driver 1 - Select/Configure PC Screen P - Select Printer Driver 2 - Select ANSI Terminal O - Other Option 3 - Demo Selected Driver X - Exit and Save Q - Quit and Do Not Save Please Enter Your Choice: X

User Number The User number of the workstation will display. This number has been established in the Autoexec.bat for the workstation as part of the installation process. Screen Name This is the type of screen color selection that is presently being used by this workstation. The selection is chosen by accessing 1 Select/Configure PC Screen. The New Screen Name field will display the selected type. When using X Exit and Save, the new selections will become the Screen Name type. Printer Name This will be the default printer for the workstation. Other printers may be available for this workstation, and they will be listed in the Select Printer screen.

Screen Driver
The Screen Driver section allows you to make choices of screen colors or types, depending upon your terminal/monitor type.

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Program Instructions

Screen/Printer Setup

1 Select/Configure PC Screen
(ABCON2) PC Screen Selection Screen Please select a color scheme: 1 - Black & White (Monochrome) 3 - ABECAS Default (Color) 2 - Snow White (Monochrome) 4 - Document(Color) 5 - Neon Light(Color) 6 - Rocky Road(Color) 7 - Blue Sky(Color) 8 - Party(Color) 9 - River(Color) M - Customize Current C - Customize Current Monochrome Driver Color Driver Please enter your choice: X

Black & White When using a black and white monitor (monochrome), this will create a black background with white lettering. Snow White When using a black and white monitor (monochrome), this choice will create a white/gray background with some fields in black.

M Customize Current Monochrome Driver Will allow you to choose different shades for different fields when using a monochrome monitor. This selection is only available when using a monochrome terminal. 3 ABECAS Default When using a color monitor, this choice will use the ABECAS default colors for the fields and background. It is suggested that you use this choice for the first few months as you get accustomed to ABECAS before you modify your colors.

3-9 Each of theses selections modify the fields and background to different color schemes. To display what various fields may look like on your screen with your particular choice, select 3 Demo. This will display a sample screen with the various fields in different colors. C Customize Current Color Monitor Will allow you to choose various colors for the different fields shown throughout ABECAS. The procedure is shown below.

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Program Instructions

Screen/Printer Setup

ABECAS Color Screen Configuration Date Banner Your Company Name Main Screen A Entry Text Main Screen Description: Displays useful but B Entry Data display-only information, such as descriptive C Display Only Text text, related data and calculated results. D Display Only Data Example: Quantity 999,999- Amount 999,999.99- E Outside Borders F Inside Borders Data Entry Heading #1 Data Entry Heading #2 Windows Field #1 Cursor....... Comment #1 XXXXXXXXXX G Entry Text Field #2 XXXXXXXXXXXXX Comment #2 XXXXXXXXXX H Entry Data I Display Only Text Window Description and Display-only Data J Display Only Data ---------------------------------------------- K Outside Borders Data Entry Heading #1 Data Entry Heading #2 L Inside Borders Field #1 XXXXXXXXXXXXX Comment #1 XXXXXXXXXX General Field #2 XXXXXXXXXXXXX Comment #2 XXXXXXXXXX M Banner/Cursor N Headings/highlight Bar Heading for Display-only Data O Help Line Year-to-Date Life-to-Date @ Help, Reports, Default Field #1 999,999,999.99- 999,999,999.99- #2 999,999,999.99- 999,999,999.99-

Menu Selections The various fields/sections/displays of the ABECAS screens are listed on the menu to the left. (1) Use the Page Up and Page Down keys to move down the list of menu selections. (2) Use your left and right arrow keys to change the color of the fields that are specific to the selected menu item. (3) Observe the color changes as you use the arrow keys. When you see a color you like, go on to the next menu selection. (4) Use the <Esc> key to exit when you are finished. (5) Select 3 Demo to view what a screen would look like using your color scheme. (6) Change the colors as desirable. (7) Enter X Exit and Save in the main Screen/Printer Setup screen.

2 - Select ANSI Terminal


The ANSI terminal selection is for those users who use dumb terminals, Concurrent DOS, MultiUser DOS, etc. For these terminals, enter your selection from the list shown below.
(ABCONA) ANSI Terminal Selection Screen Please Select from the List of Terminals Z1 KIMTRON KT - 7 X Z2 IM UTLIMA III XX Z3 WYSE XXXXXXXXXXX Z4 MIME 2A XXXXXXXX Z5 ADDS VIEWPOINT X Z9 C-ITOH 7102 XXXX Z7 TELEVIDEO 912 XX Z8 AMPEX XXXXXXXXXX Z9 WYSE 50 XXXXXXXX ZZ XXXXXXXXXXXXXXXX Enter Terminal Number: X

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Program Instructions

Screen/Printer Setup

3 - Demo Selected Driver


The Demo selection will show a demonstration of the screen using the colors chosen previously. There is no action to be taken. It just presents a view of the colors you have selected to use in your use of ABECAS

P - Select Printer Driver


One of the first activities of the initial installation is to select a printer as the default printer for the workstation. This allows you to print the various reports that you will display as you go through the AA database, and any other information you may enter in your own test company.
(ABCONP2) Printer Selection Screen Printer Number Printer Type Port Description 1 (default) XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 2 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 3 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 4 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 5 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 6 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 7 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX 8 XXXXXXXXXXXXXXXX LPTX XXXXXXXXXXXXXXXX

From the window to the right, choose the printer that fits the one that you will be using as a default printer for the workstation. (There are more printers listed on a second screen.) Enter that number for the default printer. In the second column, you may give that printer a special, particular name that will identify the printer for you, e.g. Sales Printer, Sallys Printer, etc. You may mark other printers, also. Give them different LPT ports. When using Windows systems, capture the port listing for that printer. For other networks, use the appropriate setup for the different printers.

Printer Type List: 1 OKI. MICROLINE X 2 ALPS 2100 XXXXXX 3 EPSON FX/80 XXXX 4 IBM PROPRINTER X 5 DATASOUTH DS-220 6 ITCHAC PcOS XXXX 7 HP LASER & COMP. 8 STAR MICRONICS X 9 TEXAS INSTRUMENT 10 ROSE TECH. XXXXX ENTER TYPE: XX

The default printer will be the printer used when the workstation is printing from ABECAS. A different printer may be used when the choice has been made through the use of the F9 window selection. When using different printers, before using the choice P Printer in the various Action fields, use F9 to access the printer box. Enter C Change in the action field, then using the key, highlight the printer you want to use. Enter, ( ), and through the rest of the fields and enter A Accept. This will establish the printer you will use for the program you are using. When displaying a report to the terminal, using P Printer will also display the F9 window. Follow the same procedure. Your printer font type will be either S Standard or C Condensed, depending upon the choice of W Wide or N Narrow printer selection in the User Security program when setting up the user. You may change the font type at the time of selecting your printer. See Chapter VI of each module manual for further information concerning the font types.

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Program Instructions

Install Update Disks

Install Update Disks


Purpose
The Install Update Disks is to provide easy updating your ABECAS programs from a CD-ROM disk.

Access
The Install Update Disks program is accessed from the main ABECAS System Menu by selecting U, the System Utilities option, and selecting I Install Update Disks.

Data Entry
(ABUPD) NOTE: This Program allows you to easily copy files sent to you by Argos Software in a CD ROM onto your ABECAS program directory BE SURE THAT YOU HAVE A CURRENT BACKUP OF YOUR PROGRAMS BEFORE STARTING! Do You Have a Backup of Your Current Programs? (Y/N) X Do You Have Sufficient Disk Space? (Y/N) X Your CD ROM Drive: (eg. D) X Program Directory: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Action? A

Before Starting, be sure to have a current backup of your current programs. Also, check out your hard drive space where you intend to place your updated programs. In most cases, this will be same drive as your current ABECAS programs. Your CD-ROM Drive Enter the letter of your CR-ROM Drive. Program Directory The path for your current ABECAS programs will default. You may leave the path the same, or change as necessary. Action Enter the code of your choice. A Accept the information entered and proceed. C Change the information entered. X Exit the program without proceeding.

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VII Sample Database


The sample database accompanying this module serves a dual purpose: (1) (2) It provides a database that you can immediately begin to work with without you having to create a data base and enter codes, and It provides the data for a set of sample reports.

The sample database is for Argos Associated, Inc., a fictional but representative collection of enterprises that can be handled by ABECAS. The Cost Centers are structured to provide a broad range of General Ledger Departments and Cost Accounting Jobs. The Account Numbers and Activity Codes are similarly structured to proved the representative codes for each of these Departments/Jobs. If this structure is not realistic enough for your purposes, then go ahead and add/change/delete Cost Center Codes, Accounts and Activities to better meet your needs. After making these changes, be sure you backup your news sample database. While some effort has been made to make the sample data realistic, it is far from real and should not be used to judge ABECAS. By providing a practice set of accounts, it allows the new user to become familiar with ABECAS without exposing the companys accounts to practice entries and procedures. It is especially useful for training new operators once you are using ABECAS. In this case, it provides immediate operational experience with ABECAS without the risk. In fact, since the original sample data can be restored after each session, it can be used with reckless abandon! Another purpose of the sample database is to provide the experienced user with a risk-free way of experimenting with untested ideas. By using the sample database, you are able to explore the desirability of a change before implementing the change in your companys accounts. On the other hand, if you decide to experiment with your real accounts instead of with the sample, be sure to backup all of your databases before starting.

Using the Sample Database


Installing the Sample Database Follow the instructions in Chapter IV of this manual. After copying your original disk, be sure to store it in a safe location. The sample database is pre-configured for drive D. If you plan to operate the sample database on a different drive, then use the Build New Company program in Utilities to connect to the sample database. At this juncture, only the General Ledger will have been built. You may also build the other modules, as desired. The process is described in Chapter IV, page 4-2ff Defining Your Own User ID and Password The sample database is already setup and defined. You can access it by using the predefined USER ID and USER PASSWORD codes. The predefined User ID is A and the predefined password is A also. Alternatively, you can define your own User ID and Password codes. In this case, use the pre-defined codes for the Master User to enter the Security program The process of defining new codes is described in Chapter IV, page 4/7-9. Status of the Sample Data Base The assumed fiscal year is the current year and runs from January 1, through December 31. The sample data base, as you have received it, has had postings for the current
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Sample Database

month and several postings for historical purposes also. An End-of-Period Possessing procedure has been performed on all modules so that no transactions have been carried forward except one reversing entry. Only the transactions you enter and post will be displayed. Accessing the Sample Database ABECAS is accessed from the operating system menu, either by entering the word ABECAS in the Directory where the programs are located or by clicking on the ABECAS icon.. The following menu is displayed.
mm/dd/yyyy ABECAS By Argos Software A Abecas Utilities Qmenu Dos eXit TM Copyright (C) 1980-99 by Argos Software, All Rights Reserved Worldwide Support Phone (559) 221-7211 Fax (559) 227-9644 ABECAS Version XXXX Serial No. XXXXXXXXX Licensed to XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

There will be an A in the upper left-hand corner of the screen. Enter ( 8 ) on the A. The Company Logon screen will display. Enter the following information. Company ID User ID Password Todays Date AA A A The system date will default.
Company ID XX XXXXXXXXXXXXXXXX User ID XXXXXXXXX Password HHHHHHHHHH Today's Date mm/dd/yyyy

The Setup program will display. You will need to enter through each field, but accept the defaults that display.

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Sample Database

General Ledger Setup (GLSS) Posting Defaults Current Period Data Default Posting Flag X First Fiscal Month NN - Current Calendar Period NNNN GL Account Structure Current Calendar Year NN Cost Center Length N Current Fiscal Period NN Account Number Length N Current Fiscal Year NNNN Account Ranges Low High Assets XXXXXXXX XXXXXXXX Allow Access To Prior Years? X Liab / Equity XXXXXXXX XXXXXXXX EOP Posting of Jrn 'W','Y' X Revenues XXXXXXXX XXXXXXXX Post Cost Cnt for BS Accts? X Expenses XXXXXXXX XXXXXXXX Post Actv Code for BS Accts? X Earnings Accounts Current Earnings XXXXXXXX Retained Earnings XXXXXXXX Version No. N.99 Action? X

From the menu that displays, enter GL. The General Ledger will display.
A DAILY REPORTS PERIODIC CODES SETUP EXIT

To learn about the sample database, begin by printing out the reports in the master files. These should match the sample reports in this chapter.

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Sample Database
RUN 11/19/1998 09:55 ---Argos Associated Enterprises, Inc.--General Ledger Cost Centers As Of 11/19/1998 PAGE GLCCD 1

Start Code Description Sort Code Alpha Code Month Status --------------------------------------------------------------------------------ARGOS ASSOCIATED ARGOS ASSO 01 Active 00000000 General Maintenance General Ma 01 Active 002 Clock Tower Shopping Plaza Clock Towe 03 Active 01051 MOOREHEAD TRUCK 051 MOOREHEAD 01 Active 101 Black Iron Restaurant #11 Black Iron for Sort F 01 Active 151 Fuel Distributing Services Fuel Distr 01 Active 201 Valley Ranch--Field 1 Valley Ran 12 Active 202 Valley Ranch--Field 2 Valley Ran 11 Active 221 River Ranch--Block 21-'74 Grapes River Ranc 10 Active 251 Beef--Jewel Partnership Lot #1 Beef--Jewe 05 Active 261 Dairy--Milking Herd Dairy--Mil 01 Active 263 Calves and Heifers Calves and 01 Active 281 Custom Equipment Services Custom Equ 01 Active 3 ARGOS FOOD PROCESSING ARGOS FOOD 01 Active 301 Drying and Hulling Drying and 08 Active 311 Sorting and Sizing Sorting an 08 Active 321 Packing and Boxing Packing an 08 Active 331 Sales and Marketing Sales and 08 Active 4 ARGOS FRUIT PACKERS ARGOS FRUI 01 Active 401 Navel Oranges Navel Oran 10 Active 411 Cantaloupes Cantaloupe 01 Active 5 ARGOS HEAVY EQUIPMENT SERVICES ARGOS HEAV 01 Active 501 Crosstown Freeway--Contract 3333 Crosstown 03 Active 6 ARGOS MANUFACTURING ARGOS MANU 01 Active 601 Component #101--Production Component 01 Active 611 Cheese Plant #123 Cheese Pla 01 Active 7 ARGOS MINING VENTURES ARGOS MINI 01 Active 701 Black Mountain Gold Mine #1 Black Moun 01 Active 711 Goose Canyon Wildcat Hole #11 Goose Cany 01 Active 8 ARGOS PROJECT MANAGEMENT ARGOS PROJ 01 Active 801 Annual Convention Annual Con 03 Active 9 ARGOS TRUCKING ARGOS TRUC 01 Active 901 Local Delivery Services Local Deli 01 Active 910 Intrastate Hauling Intrastate 01 Active 920 Interstate Hauling Interstate 01 Active 96-400 COST CENTER 400 COST CENTE 01 Active 96-410 COST CENTER 410 COST CENTE 01 Active 96-420 COST CENTER 420 COST CENTE 01 Active 96-430 COST CENTER 430 COST CENTE 01 Active 970 Warehousing Warehousin 01 Active A ARGOS UTILITY SERVICES ARGOS UTIL 01 Active A01 District #1--E of C12/S of Faulk District # 01 Active B1 BENCH1 BENCH1 01 Active BROKER BROKER OPERATIONS BROKER OPE 01 Active COMPANY 01 Active E ARGOS EQUIPMENT SERVICES DEPT. ARGOS EQUI 01 Active E101 Kenworth Tractor #101 Kenworth T 01 Active E201 Double Trailer #201 Double Tra 01 Active E301 John Deere 65HP #301 John Deere 01 Active E401 Caterpillar D8 #401 Caterpilla 01 Active E6 Tillage Equipment Tillage Eq 01 Active

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Sample Database
RUN 11/19/1998 09:55 ---Argos Associated Enterprises, Inc.--PAGE 2 General Ledger Cost Centers GLCCD As Of 11/19/1998 Start Code Description Sort Code Alpha Code Month Status --------------------------------------------------------------------------------G ARGOS CORPORATE--GENERAL & ADMIN ARGOS CORP 01 Active GR GRAND RAPIDS GRAND RAPI 01 Active ID CHOIC TEST COST CENTER TEST COST 01 Active JORDAN JORDAN BROTHERS JORDAN BRO 01 Active L101 Landscape Job 101 Landscape 01 Active LAND LANDSCAPE JOB LANDSCAPE 01 Active NEW NEW COST CENTER NEW COST C 10 Active PET PETUNIAS PETUNIAS 11 Active RMGT RANCH/MADERA--GRAPES/THOMP-SDLS RANCH/MADE 11 Active S 01 Active SDFA 01 Active SPRINK TEST FOR AGRISUN TEST FOR A 01 Active T101 TUCKER RANCH FIELD 101 TUCKER RAN 11 Active TRUCK TRUCKING OPERATIONS TRUCKING O 01 Active Y E.LST 01 Active Number Of Codes 66

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Sample Database
---Argos Associated Enterprises, Inc.--Page 1 GL Account Numbers GLCAD1 As Of 11/19/1998 Code Typ Description Units Csh Cat Status Account ---------------------------------------------------------------------------------1 7 CURRENT ASSETS 10 1 CASH ACCOUNTS 101 0 General Checking Account C 1 Active General 102 0 Payroll Checking Account #102 N 1 Active 102-GP 107 0 Money Market Account C 0 Active 111 0 Employee Receivables C 0 Active 1114 0 CASH ACCOUNT C 0 Active 12 1 ACCOUNTS RECEIVABLE 121 0 Trade Receivables Dollars N 1 Active 123 0 Service Receivables C 1 Active 125 0 TEST RECEIVABLES C 0 Active 127 0 Grower Settlements Suspense Acct N 1 Active 131 0 Employee Advances C 1 Active 15 1 MERCHANDISE INVENTORY 151 0 Purchased Finished Goods Inventy C 1 Active 153 0 Produced Finished Goods Inventry C 1 Active 159 0 Inventory Clearing Account C 1 Inactive 16 1 PRODUCTION SUPPLIES 161 0 Raw Materials Inventory C 1 Active 163 0 Packaging Materials Inventory C 1 Active 165 0 Fuel Inventory C 1 Active 169 0 Supplies Clearing Account C 0 Active 18 1 WORK-IN-PROCESS 181 0 Production-In-Process N 1 Active 183 0 Contracts-In-Process N 1 Active 19 1 PREPAID EXPENSES/OTHER 191 0 Prepaid Expenses C 1 Active 193 0 Deposits Given C 1 Active 19T 8 Total Current Assets 2 21 211 24 241 243 249 25 251 259 27 271 279 29T 29Z 3 30 301 31 311 312 313 7 1 0 1 0 0 0 1 0 0 1 0 0 8 9 7 1 0 1 0 0 0 NON-CURRENT ASSETS NOTES RECEIVABLE Notes Receivable MACHINERY & EQUIPMENT Equipment--at cost Plant Equipment--at cost Accumulated Deprec--Plant/Equipt VEHICLES Trucks--at cost Accumulated Deprec--Trucks BUILDINGS & IMPROVEMENTS Leasehold Improvements--at cost Accumulated Deprec--Buildings/Im Total Non-Current Assets Total Assets CURRENT LIABILITIES TAXES PAYABLE Sales/Use Taxes Payable PAYROLL DEDUCTN/CONTRIBN PAYABLE Federal Payroll Taxes Payable CW FEDERAL TAXES PAYABLE State Payroll Taxes Payable Run 11/19/1998 09:06

C C C N C N C N

2 2 2 2 2 2 2 2

Active Active Active Active Active Active Active Active

C C C C

3 3 3 3

Active Active Active Active 311

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7-6

Sample Database
Run 11/19/1998 09:06 ---Argos Associated Enterprises, Inc.--Page 2 GL Account Numbers GLCAD1 As Of 11/19/1998 Code Typ Description Units Csh Cat Status Account --------------------------------------------------------------------------------314 0 CW STATE TAXES PAYABLE C 3 Active 315 0 Other Payroll Deductn/Contributn C 3 Active 319 0 Workers Comp Insurance Estimate C 3 Active 32 1 ACCOUNTS PAYABLE 321 0 Trade Payables C 3 Active 323 0 Sub-Contractors Payable C 3 Active 327 0 Grower Settlements Suspense Acct C 3 Active 331 0 Participant Liab Acct--Employees C 3 Active 333 0 Participant Liab--Contractors C 3 Active 337 0 Participant Reserve Acct--FB C 3 Active 34 1 OTHER CURRENT LIABILITIES 341 0 Accrued Interest Expense C 3 Active 343 0 Accrued Payroll Settlements C 3 Active 345 0 Other Accrued Expenses C 3 Active 347 0 Deposits Received C 3 Active 349 0 Unearned Revenue C 3 Active 34T 8 Total Current Liabilities 34~ 35 351 36T 36Z 37T 37~ 38 381 39 390 391 395 398 399 39T 39Z 4 40 401 40101 402 405 407 409 43 431 435 437 439 441 445 446 7 1 0 8 9 8 7 1 0 1 0 0 0 1 0 8 9 7 0 0 0 0 0 0 0 1 0 0 0 0 0 0 0 NON-CURRENT LIABILITIES NOTES PAYABLE Notes Payable TOTAL LIABILITIES TOTAL LIABILITIES Total Non-Current Liabilities CAPITAL CAPITAL CONTRIBUTIONS Stockholder Contributions EARNINGS/OTHER Retained Earnings Asset Revaluation Account Retained Earnings CURRENT EARNINGS SUMMARY Current Earnings Total Capital Total Liabilities & Capital REVENUE PRODUCTION REVENUE Crop Sales SWEET POTATO - GRADE 1 Livestock Sales Finished Goods Sales Packed Goods Sales Prod'n Sales Returns/Adjustments DISTRIBUTION SERVICES REVENUE Merchandise Sales Installation Revenue Unearned Sales--Cash Not Yet Rcd Merchandise Returns/Adjustments Contract Revenue Packing Services Marketing Services

Active

C C N N N

3 0 3 3 3

Active Active Active Active Active 399

Sales TON

C C C C C C N C C N C C C C

0 5 0 5 5 5 4 5 5 5 5 5 5 5

Active Active Active Active Active Active Active Active Active Active Active Active Active Active

401

Cases % Sales

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Sample Database
Run 11/19/1998 09:06 ---Argos Associated Enterprises, Inc.--Page 3 GL Account Numbers GLCAD1 As Of 11/19/1998 Code Typ Description Units Csh Cat Status Account --------------------------------------------------------------------------------45 1 FREIGHT REVENUE 450 0 FB REVENUE C 0 Active 451 0 Local Delivery Revenue C 5 Active 452 0 452 ACCOUNT C 0 Active 452 CO 453 0 Intrastate Hauling Revenue C 5 Inactive 455 0 Interstate Hauling Revenue C 5 Inactive 456 0 Equipment Revenue--From Freight # Bills C 5 Active 457 0 Unearned Rev--Cash Not Yet Recvd N 0 Active 458 0 Freight Bill Discounts Given C 5 Active 459 0 Adjustments/Credits Given C 5 Active 46 1 REPAIR SERVICES/SHOP REVENUE 461 0 Fuel Sales Gallons C 5 Active 462 0 Oil & Misc. Fluid Sales Gallons C 5 Active 463 0 Parts Sales Units C 5 Active 465 0 Repairs Revenue--Repair Orders Invoices C 5 Active 467 0 Unearned Sales--Cash Not Yet Rcd Cash Ras C 5 Active 469 0 Repairs Returns/Adjst/Allowances C 5 Active 47 1 UTILITY SERVICES REVENUE 471 0 Assessment Billings C 5 Active 473 0 Usage Billings C 5 Active 475 0 Other Billings C 5 Active 477 0 Unearned Sales--Cash Not Yet Rcd N 5 Active 479 0 Charges Reversed/Credits Given C 5 Active 49 1 OTHER REVENUE 491 0 Taxable Misc. Invoice Charges C 5 Active 492 0 Non-Taxable Misc Invoice Charges C 5 Active 497 0 Extra-ordinary Revenue C 5 Active 499 0 Transfers To/From Inventory N 5 Active 49901 0 Production Revenue--Inv. Receipt N 5 Active 49902 0 Materials Used--Inventory Usage N 5 Active 49T 8 Total Revenue 5 500 5000 EX 52 521 525 529 53 531 535 539 54 541 59 591 59T 59Z 6 60 601 7 1 0 1 0 0 0 1 0 0 0 1 0 1 0 8 9 7 1 0 COST OF GOODS SOLD LOCAL EXPENSES COST OF PLANT PRODUCTION SOLD Cost of Produced Goods Sold Purchases from Growers Cost of Goods Returned COST OF MERCHANDISE SOLD Cost of Merchandise Sold Freight In Charges Cost of Merchandise Returned COST OF CONTRACT PROJECTS Cost of Projects Completed/Sold INVENTORY ADJUSTMENTS/OTHER Inventory Adjustments Total Cost of Goods Sold Gross Profit LABOR (PERSONNEL) EXPENSES SALARIED PERSONNEL Salaries--Management Personnel C C C C C C C C N 4 6 6 6 6 6 6 6 6 Active Active Active Active Active Active Active Active Inactive LOCAL

Cartons

Hours

Active

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Sample Database
Run 11/19/1998 09:06 ---Argos Associated Enterprises, Inc.--Page 4 GL Account Numbers GLCAD1 As Of 11/19/1998 Code Typ Description Units Csh Cat Status Account ---------------------------------------------------------------------------------603 0 Salaries--Staff Personnel Hours C 7 Active 609 0 Vacation/Sick Leave--Salaried Hours C 7 Active 62 1 HOURLY PERSONNEL 621 0 Hourly/Piece Rate Labor Hours C 7 Active 621 627 0 Overtime Premium Expense Hours C 7 Active 629 0 Vacation/Sick Leave--Hourly Hours C 7 Active 631 0 Piece Rate Units C 0 Active 631 65 0 COMMISSIONED PERSONNEL C 7 Active 651 0 FB Revenue Share--Employees C 7 Active 655 0 FB Settlement Clearing-Employees C 7 Active 661 0 FB Revenue Share--Contractors C 7 Active 69 1 PAYROLL BURDEN/OTHER 691 0 Payroll Burden Charged Out N 7 Active 692 0 PAYROLL BURDEN-EMPLOYEE C 0 Active 693 0 Manual Checks Adjustment EACH N 7 Active 695 0 PAYROLL BURDEN-PAYCODE C 0 Active 699 0 Overhead Recovered Thro' Payroll N 7 Active 69T 8 Total Personnel Expenses 7 70 701 703 70301 72 721 723 73 731 74 741 74101 74102 742 743 744 745 746 747 748 749 76 761 763 765 767 77 771 773 775 79 791 7911 7 1 0 0 0 1 0 0 1 0 1 0 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 1 0 0 0 1 0 0 DIRECT OPERATING EXPENSES PRODUCTION SUPPLIES Materials Chemicals Anhydrous Ammonia PRODUCTION SERVICES Custom Services Consultant Services SUB-CONTRACTS Sub-Contracts EQUIPMENT EXPENSES Fuel Expenses Diesel Fuel Unleaded Fuel Oil & Misc Fluids Maintenance Expense Tires & Related Items Equipment Rentals/Leases License/Fees/Permits/Veh Taxes Depreciation Expense--Equipment Equipment Insurance--All Types Other Equipment Expense LAND & BUILDING EXPENSES Water Charges/Fees Building Maintenance Rent--Land & Buildings Depreciation--Buildings SELLING EXPENSES Advertising/Promotions Bad Debts Freight Out CONTRA EXPENSES Equipment Charge-Out ACCOUNT 7911

Gallons

C C C C C C

8 8 8 8 8 8 8 8 8 8 8 8 8 8 9 8 8 8 8 8 9 8 9 8 9 0

Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active Active

Gallons Gallons Gallons Units

C C C C C C C C N C C C C C N C N C

Acre/Ft

Hours

N C

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Sample Database
Run 11/19/1998 09:06 ---Argos Associated Enterprises, Inc.--Page 5 GL Account Numbers GLCAD1 As Of 11/19/1998 Code Typ Description Units Csh Cat Status Account ---------------------------------------------------------------------------------79111 0 Truck Usage Revenue Hours N 9 Active 79112 0 Truck Usage Expense Hours N 9 Active 79121 0 Trailer Usage Revenue Hours N 9 Active 79122 0 Trailer Usage Expense Hours N 9 Active 7913 0 ACCOUNT 7913 C 0 Active 79131 0 Tractor Usage Revenue Hours N 9 Active 79132 0 Tractor Usage Expense Hours N 9 Active 79141 0 Tillage Equipment Usage Revenue Hours N 9 Active 79142 0 Tillage Equipment Usage Expense Hours N 9 Active 793 0 Repair Shop Charge-Out $ N 9 Active 79301 0 Repair Shop Charge-Out Revenue $ N 9 Active 79302 0 Repair Shop Charge-Out Expense $ N 9 Active 795 0 Work Order Charge out to Jobs $ N 9 Active 79501 0 Work Order Charge out Revenue $ N 9 Active 79502 0 Work Order Overhead Chg Out Rev. $ N 9 Active 79511 0 Work Order Charge-Out Expense $ N 9 Active 797 0 Exp Charged to Contracts-in-Proc N 9 Active 798 0 Supplies Usage Burden/Markup Chg C 0 Active 799 0 Transfers To/From Inventory Units N 9 Active 79901 0 Expense Charged to Prodn-in-Proc Units N 9 Active 79902 0 Sub-Assembly Costs/Prodn-in-Proc Units N 9 Active 79T 8 Total Direct Operating Expense 79Z 9 Net Direct Operating Profit 8 84 841 844 845 846 86 861 88 889 89 891 89100 89101 89102 89T 89Z 9 90 901 98 981 99T 99Z SCOTT 7 1 0 0 0 0 1 0 1 0 1 0 0 0 0 8 9 7 1 0 1 0 8 9 0 GENERAL & ADMINISTRATIVE EXPENSE FINANCE EXPENSES Interest Expense Discounts Given--Taxable Discounts Given--Non-Taxable Discounts Taken PROFESSIONAL SERVICES Accounting Fees MISCELLANEOUS EXPENSES Other G & A Expenses Each OVERHEAD ALLOCATION Overhead Allocation Overhead Charged from G & A Overhead Charged to Jobs Overhead Charged to Work Orders Total General & Admin Expenses Net Business Profit OTHER EXPENSES EXTRAORDINARY EXPENSES Extraordinary Expenses INCOME TAXES Income Taxes Total Other Expenses Net Profit--After Tax SCOTT'S ACCOUNT 252

C C C C C C N N N N

8 8 8 8 8 8 9 9 9 9

Inactive Active Active Active Active Active Active Active Active Active

Each

C C C

8 8 0

Active Inactive Active

Number Of Codes

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Sample Database
RUN 11/19/1998 10:05 ---Argos Associated Enterprises, Inc.-- General Ledger Distribution Codes As Of 11/19/1998 Page GLCDD 1

Code Description Cst Cnt Acct No Actv % ----------------------------------------------------------------------------COST COST ALLOCATION From 701 Journal Code 8 To 1 701 10.00 Reference 2 701 50.00 Posting Flag B 3 701 20.00 AP Distrib Type X 4 701 20.00 Allocation From Y Entry Type P INS INSURANCE Journal Code Reference Posting Flag AP Distrib Type Allocation From Entry Type

8 ALAN B N N D

To

701 70301

.00 .00

OVER DISTRIBUTE OVERHEAD Journal Code 4 Reference E Posting Flag B AP Distrib Type N Allocation From Y Entry Type P OVHD OVERHEAD ALLOCATIONS Journal Code 4 Reference OVERHD Posting Flag B AP Distrib Type N Allocation From Y Entry Type P RENT RENT ALLOCATION BY COST CENTER Journal Code 5 Reference RENT-1 Posting Flag B AP Distrib Type N Allocation From Y Entry Type P TEL TEL Journal Code Reference Posting Flag AP Distrib Type Allocation From Entry Type Number Of Codes

From To

1 101

701 701 701

22.00 78.00

From To

0 1 2 3

701 701 701 701

10.00 30.00 60.00

From To

1 2 3 6 9 E

765 765 765 765 765 765 765

25.00 15.00 18.00 13.00 23.00 6.00

0 B N N P 6

To

731 743

50.00 50.00

ABECAS Introduction--Version 5.1

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APPENDIX A Listing of Program and Database Files


ABECAS is comprised of several types of programs and databases: (1) System and Utility programs common to all ABECAS modules: abecas.exe, abexec.exe, abmulti.exe, abutil.exe, abfixrec.exe, abfecon.exe, abconfig.exe, abfe.exe, abiq.exe, abdberr.exe, abupdate.exe, and abconver.exe. (2) An ABECAS Systems Database (ABXX). (3) A set of General Ledger codes, either as part of the full General Ledger module on in a separate GL Codes module. The GL Codes is only provided when the full General Ledger module is not present. (4) ABECAS operating modules, such as General Ledger, Cost Accounting, Accounts Payable, Accounts Receivable, Payroll, Freight Billing, Warehouse Billing, and so on. Each module includes a set of programs and its own data base. These are described in the documentation related to each ABECAS operating module. (5) A database definition file containing the definitions of each ABECAS operation module. This appendix lists the program and database files comprising (a) the ABECAS system programs, (b) ABECAS System Database, (c) the ABECAS module database definition, (d) the ABECAS Database utility programs, and (e) the GL Codes module (only supplied if the full GL module is not present)

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Appendix A

The structure of the ABECAS front end is as follows: Start

abecas.exe

Loads abexec -- resident shell

abexec.exe

Provides user interface, calls, other front end programs

absingle.exe abmulti.exe
abutil.exe

Abecas runtime program

Utilities for move, verify, recover database

abfixrec.exe

Fix and build new Abecas database

abfecon.exe

Front end configuration program

abconfig.exe

Printer, screen configuration program

abfe.exe

DOS shell, workstation setup checking

abiq.exe

Abecas interface to IQ

abdberr.exe

Displays database error codes

abupdate.exe

Updates menu files shipped with each module into the ABXXMD files used to display and manage the ABECAS menus, as displayed.

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Function System Menu

Program Name ABECAS.EXE

ABEXEC.EXE ABECAS.CFG Operating Module ABMENU.VNN Menu

ABMENUC.VN N ABPCC.VNN ABSFC.VNN ABSFD.VNN ABPPD.VNN ABQUS.VNN ABPLP.VNN ABQCC.VNN ABECAS.LIB ABPPT.VNN ABECAS.DAT ABFECON.EXE Database Creation ABCON.VNN and Configuration ABCONB.VNN

Security

ABCONS.VNN ABSEC.VNN

Run-time Library

ABSINGLE.EXE ABMULTI.EXE

Description Initial access program -- displays the ABECAS System Menu and loads the database and run-time libraries Provides user interfaces , calls and other front end programs Company license information-encrypted Access program to the ABECAS operating modules -includes company log-on and module selection programs. This program loads all of the codes and parameters common to all ABECAS operating modules. Spawn program to allow user selected menu names and help lines. Spawn program to allow GL codes listing to be accessed by each module. Program to create temporary sort-file for reports. Program to delete temporary sort file after the report is finished. Program to allow printing reports to disk. Program to list users in the Security Program Program manage file sharing, locking pages so that there will not be duplicate records Program to list defined companies in the Company ID field at the time of log-on. Program for math support for all math functions Program to accomplish the posting from individual modules to the General Ledger. Program to create and manage the macros used throughout ABECAS Program to create and manage the Qmenu programs. Program to build new companies. Updates the ABXX database (Segment CC). Build Database program -- uses the database definition in the AB.DEF file to build a data base for the modules selected. The new module is then added to the company definition in the ABXX database so it can display in the module selection menus. The menu choices in this program come from the *.CRT files present in the program drive. Program to create and maintain the database size Definition program to access the security definition procedures and define user codes -- includes company log-on, user definition and definition of module accesslevel. Updates the ABXX database (Segment US). Database manager and run-time library for those systems using a single computer/workstation. Database manager and run-time library for those systems where there are multiple users.

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Function Program Name Screen and Printer ABCONFIG.EXE Drivers ABECAS.SYS ABECAS.PTR ABECAS.DRV ABFE.EXE

Description Printer and screen configuration program Program to manager the user screen and printer attributes for each workstation. Default printer driver for each workstation. Default screen driver for each workstation. Program to create and maintain the DOS shell, which allows you to exit ABECAS while still in the program and then return to ABECAS. This program also

DOS Shell

ABECAS System Data Base The ABECAS System Database is used by the ABECAS system programs and is an integral part of each ABECAS module. This data base is referred to as the ABXX data base. This database contains the each module definition, the company definition, the location of each modules database, and the user access codes and levels. There are also ABECAS??.SYS files that maintain specific information for each workstations, such as printer access and terminal color schemes. It is best to back up all program files periodically. If the ABXX database is ever corrupted, then it is best to restore a copy of this database from your program backup tape. If now companies or users have been added since your last backup, then they will have to be re-entered. In the case of a new company, the program uses the database already defined but you must proceed through the Build New Company and module configuration process like you are adding a database not previously defined. In some cases, you may be able to recover the ABXX database by using the Fix/Compress Records program by entering XX in the Company ID in the Company Log-on screen. Function ABECAS System (ABXX) Database Program Name ABXXDEF.ADB Description Database definition file for the ABXX Database. This includes among other items, the definition of each record and index file, the location of the fields used as keys, the number of pages used, and the next available page number. Company Codes record file. Company Codes index file Error Message Codes record file Menu record file Menu index file Error Message Codes index file User Security codes record file. This contains the User ID and Passwords authorized to access each database. User Security Codes index file.

ABXXCC.REC ABXXCC.IND ABXXER.REC ABXXMD.REC ABXXMD.IND ABXXER.IND ABXXUS.REC ABXXUS.IND ABECAS Database Definition Files

The Build New Company program uses the Database Definition File associated with each module for the definition of each new database. These files are easily recognized. Each file bears the two character name of the module followed by .DEF as the file type. These definitions files contain the
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Appendix A

database definition (.ADB) file of each ABECAS module along with the definition and description of each field in each file. This means that an existing ABECAS database does not have to be present to create a new database. Function Program Name Description Database Definitions MM.DEF (Where MM is the two character module name Database Definition Files--One file is included for each module, such as GL.DEF for General Ledger , AR.DEF for Accounts Receivable, and so on. These files include the definition of each database used by the Build New Company program. Each file is (1) a linking of the data base definition (.ADB) field for each module, plus (2) a full definition and description of each field. (The Recover and Verify programs use the *.ADB files rather than the *.DEF files.)

ABECAS Database Utility Programs A set of programs is provided as part of ABECAS to assist you in working with the data bases of the ABECAS modules. These programs allow you to recover, move, verify, fix and compress records, setup terminal and printer functions, record and display error code descriptions, and install CD-ROM update disks. Function Database Utilities Program Name ABUTIL.EXE Description Utility program for the Verify, Recover, and Move database programs. (1) The Verify activity verifies (a) the database definition (.ADB) file and (b) that the record and index files agree with the description of the database contained in the database definition (.ADB) file. Displays and error conditions found. (2) The Recover activity allows you to rebuild the indexes associated with any segment. It uses the database definition in the DATABASE.DEF file and writes to the appropriate index files. It removes duplicate records, if necessary. (3) The Move activity updates both the ABXX file (segment CC) for the disk drive location of a module and the database definition file (????DEF.ADB). The Fix/Compress Records program renames the file (segment), and then recopies the records back, discarding all bad records in the process. The program will also compress the space on your hard drive that has been allocated for purged files. This program is also used for the Build New Company activity. It builds blank database record and index files for each module database.

ABFIXREC.EXE

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Appendix A

General Codes Program Files If the General Ledger module is not installed on your system, then the General Codes module is required for all standalone ABECAS modules/systems. In this case, the GC module is provided as part of the system files. This allows you to define the codes that will be common to all of the ABECAS modules you are using. These codes can later be integrated into the full GL database by (a) copying the GC files over the GL database files, and (b) recovering the new GL database files. The programs (and other program related files) specific to the GC module are listed below using the standard file specification protocol, filename.type. The "type" code or file extension indicates what type of file it is. The type codes specific to an ABECAS module are as follows: .CRT .DEF Screens file -- provides a mask for each program when it first displays Database Definition file -- provides the definition used by the Build Database, Verify Database, Recover Database, and other utility programs .V51 Executable ABECAS Version 5.1 programs .HLP Text of Help Window (F1 key) .RPT Report printed to disk -- the filename defaults to the name of the program generating the report. (These are user generated files.) .ADB ABECAS Database Header File -- e.g. ARMEDEF.ADB* .REC ABECAS Database Record File -- e.g. ARMENU.REC* .IND ABECAS Database Index File -- e.g. ARMENU.IND* * Each module has one each of these files for the default menu codes and names shipped by Argos Software with the module. The ABECAS Menu Update (ABUPDATE) program updates these files from the AR MENU database into the ABECAS menu files that are part of the ABXX database. These files, ABXXME.REC and ABXXME.IND, are used to display and manage the menu for all modules on your computer. The filenames used for all executable ABECAS programs are derived from the menu selection codes for the programs. Hence, they are generally easy to recognize. For example, the GCPDD1.V51 program is "GC--Periodic--Data Base Management--Review Data Base Status--Program 1" for Version 5.1. This name is derived as follows: GC P D D1 Vnn ABECAS Main Menu Selection -- GC module GC Master Menu Selection -- Periodic GC Periodic Menu Selection -- Data Base Management GC Sub-Menu Selection -- Review Data Base Status The executable File for Version N.N -- Command or executable file Description Screen File Data Base Definition Enter Cost Center Codes Display Cost Center Codes GC Jump Menu (F6 key) GC Menus Menu Definition Menu Record Menu Index Review Data Base Status Import from Converted Files Menu Sub-Menu

Program Name GC GC GCCCC1 GCCCD1 GCF6 GCM GCMEDEF GCMENU GCMENU GCPDD1 GCPDI1 .CRT .DEF .Vnn .Vnn .Vnn .Vnn .ADB .REC .IND .Vnn .Vnn

C,C C,C

C D

P,D P,D

D I
A-6

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Appendix A

Program Name GCPEM1 .Vnn GCRLA1 .Vnn GCRLD1 .Vnn GCRLL1 .V44 GCRLQ1 .Vnn GCSS1 .Vnn GCXXCF .Vnn

Description Close Period Analysis of Batch Control Log Display Batch Detail Display Batch Listing Query Batch File GC Setup Conversion Program

Menu P,E R,L R,L R,L R,L S,S

Sub-Menu M A D L Q

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APPENDIX B
Database Structure and Files
Database Files
Each module requires a separate database for each company. Each database is identified by a four character name, such as GCAA for the General Codes database for company AA. This name is derived from the modules initials, GC, followed by the two character name (ID) of the company, such as AA. Each database is broken down into a series of files. MMCCSS.TYP (or filename.type) where MM CC SS TYP Database Name based on the modules initials -- e.g. GC Company Name -- e.g. AA for Argos Associated Segment Name -- e.g. CC for Cost Center Codes File Type of file (file extension). The file types for an ABECAS database are as follows: ADB REC ABECAS Database Definition (Header) File -- one per database Record File -- contains the data and must be carefully protected. If this file is lost or damage, then data are lost. At best, the Fix Records program may be able to save what it can of the records. Index File -- one index file exists for each record file and may contain one or more indexes (keys) which are used to access the records. If this file is lost or damaged, then it can be rebuilt through the Recovery program without the lost of data.

IND

A directory listing of the General Codes database in alphabetical order for the sample AA database is shown below. A sample of each modules database may be found in Appendix B of each modules manual. GCAABN.IND 512 GCAADEF.ADB2,432 GCAAOB.REC 192 GCAABN.REC GCAAJR.IND GCAACN.IND 288 GCAACC.IND 512 GCAAJR.REC 512 GCAACN.REC 512 128 512 GCAACC.REC GCAAOB.IND 128 512

The length shown is the number of character (bytes) contained in each record as it is stored on the disk. The default definition is (1) the number of pages (records) used in creating a new database, and (2) the amount of disk space (in kilobytes) required for this default database. The database will expand automatically beyond these limits. The GC Definition header file, GCAADEF.ADB, is stored in the ABXXCC segment.

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The table below shows the files in relation to the Data Base Status program of GC. File Name GCAABN.REC GCAABN.IND GCAAJR.REC GCAAJR.IND GCAACC.REC GCAACC.IND GCAAOB.REC GCAAOB.IND Description General Ledger Codes Batch Log - Record General Ledger Codes Batch Log - Index Journal Codes - Record Journal Codes - Index Cost Center Codes File - Record Cost Center Codes File - Index Object Codes (Account Codes) File - Record Object Codes (Account Codes) File - Index

Database Structure
The structure of the GC database is shown below along with the keys associated with each segment. These keys are used to access the individual records. For example, each batch record is stored and retrieved in batch number, calendar year, calendar month sequence. This means that each batch must have a unique code. For the batches, the program automatically generates an unique number for each record when a posting or closing takes place. This is called the batch number. Seg BN Description of Segment General Ledger Codes Batch Record 256 Key # 1 2 3 1 1 1 2 Description of Index Batch Number Module/Batch Number Calendar Year/Calendar Month/Batch # Journal Code Cost Center Code Account Number Account Number/Type

JR CC OB

Journal Code Cost Center Code Object Code (Account #)

64 64 96

Database Usage and Recovery


Each program access the General Ledger Codes (and any other database) as necessary. This access can be divided into reading and writing. The distinction between reading and writing records is important since reading does not change the file in any way whereas writing creates new records or updates existing records. If a program should be abnormally terminated after it has written to a file, then its index may not yet have been updated. In this case, you will receive a Database Error message the next time you attempt to use this segment. Fortunately, this is recoverable in most cases by running the Recover program, found under the Utilities menu, for the affected segments. The segments to recover can be identified by running the Verify program. Or, by running the Verify and Recover program, the program will automatically rebuild the damaged indexes based on the records available. If the record file has not yet been written to by the operating system, then it will not be available for inclusion. If a program terminates during the update of an existing record, such as after changing a description or an amount, then the existing record is not changed. While this does not damage the file, it may mean that the integrity of your data is violated. This is particularly likely in the case of a posting program that fails to complete its normal processing. In this case, it is best to restore the database of the difficulty as well as the database for the other modules involved in the posting. Whenever possible, it is best to restore your backup of all databases from just before the posting. If you are in doubt at all about how to proceeds after an abnormal termination of your system, then call your ABECAS support representative or the Support Department of Argos Software.
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APPENDIX C
Installation of Programs
All ABECAS modules are distributed on CD-ROM. The programs are in one directory and the sample data base in another directory. The following instructions are for installing ABECAS on your IBM compatible computer for a single user. The process described below is for a Windows 95/98 system. If you are on a Windows NT workstation, the process is slightly different. In this case, contact your ABECAS Reseller or the Support Department of Argos Software. 1. At your C:>\ prompt, type Type CONFIG.SYS. If the you do not have at least the following: Files = 225 Buffers = 50 Device = C:\WINDOWS\COMMAND\ANSI.SYS (This program allows the terminal to display properly when ABECAS is running.) then type Edit CONFIG.SYS and change the appropriate settings, or add as the case may be. This may also be done in the Windows Notepad program, making sure that the file is NOT saved as a text file. Go to your C:>\ drive and type MD ABECAS or go to the My Computer icon, click on File -New Folder. Then name the folder ABECAS. This sub-directory should contain just the ABECAS programs and is generally called ABECAS so that it is easy to identify. All ABECAS programs must be in the same sub-directory on the same drive. This is required as ABECAS runs off the "logged-on" drive and you can only be on one drive at a time. Also make an ABDATA directory in the same way. At your C:>\ prompt, type EDIT AUTOEXEC.BAT. Below the Path C:\ entry, type in C:\SUBST E: C:\ABDATA. (If drive E is used by your CD-ROM, then use another letter that is not being used, such as D or F.) Then on the next line, enter SET AB_User_NO = 01. Save the entries in the DOS Editor and reboot your computer. Next, right click on your Network Icon and on the Configuration screen, click on File and Print Sharing. Allow for file and print sharing on your computer. This needs to be the case even when you are a single user. 2. Proceed as follows to load your ABECAS program disks: At the C:\ prompt type CD\ABECAS to go to the ABECAS directory. At the C:\ABECAS> prompt, type Copy D:\ABECAS\*.* This will copy the ABECAS program files on to your hard drive. Your CD-ROM drive may be different. Substitute your CD-ROM drive letter for D and access the ABECAS directory. DO NOT USE the COPY command from the Windows Explorer when using a CD-ROM. This causes the programs to be copied in with an attribute of Read Only. If you do, by chance, copy
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the programs in using the Copy command through Windows Explorer, you may change the attribute by going to the ABECAS directory, marking all of the files (using Ctrl A) and taking off the check mark under Read Only. At the C:> prompt, type E:. It should then display E:\ABDATA>. Then copy in the sample data base from the ABDATA directory on the CD-ROM. All data files for each module for each company must be in the same sub-directory on the same drive. However, other modules and/or other companies for the same module may be on different drives. This sub-directory should contain just ABECAS data files and is generally called ABDATA. This is both easy to identify and to back-up as all data files are maintained together. Create an Icon for ABECAS.

Network Installations
Workstation Setup
Each desktop operating system has specific requirement to insure ABECAS will run properly. ABECAS requirements are above the minimal installation requirements of most operating systems. Virtually every software package has specific requirements to run on any given operating system and ABECAS is not different in that regard.

Ansi.sys
ABECAS requires this screen driver for display and cursor control. The use of this driver allows for one set of programs to work either in a multi-user environment, such as Concurrent DOS or on a PC.

Files
ABECAS can open up to 100 files during some processes. When running in a multi-user environment, make sure to set this statement high enough for the number of files that can be opened by all applications you intend to run concurrently.

Sharing
File and record sharing are maintained differently in each operating system. Your setup of this aspect will depend upon the system you are using.

User Number
ABECAS requires an environment variable to maintain which workstation made a request. The form of the variable is: AB_USER_NO=XX where XX is a two digit number from 01 to 99. This environment variable must be unique for each workstation on the network.

Windows 95/98
Windows 95 can be configured as a peer-to-peer network or as a client to a server, or both. Each network configuration is different, and this documentation will describe the minimum requirements for
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Appendix C

ABECAS to run in the Windows 95/98 workstation environment. The settings listed below are true for all Windows 95/98 installations.

Config.sys
If your hardware is listed in the Microsoft compatibility list, and you have not upgraded from a previous version of Windows , you will not have a config.sys file. You will need to create one to include the information. If a config.sys file does exist, make no changes to the current entries and only add or edit the required lines.

Ansi.sys
This must be added to the config.sys file. The device driver is located in the C:\Windows\ Command directory if you accepted the default Windows 95/98 installation directory.

Files
Either add or edit the files line to the config.sys file. Keep in mind that this statement controls the possible number of files opened by MS-DOS applications. If you desire to open several MS-DOS windows at the same time, increase the number of files appropriately. ABECAS requires the possibility of 100 files to be opened at the same time. Your Config.sys would have the following added to it, using the DOS Editor or Windows Notepad: device=c:\windows\command\ansi.sys files=255

Autoexec.bat
If your hardware is listed in the Microsoft compatibility list, and you have not upgraded from a previous version of Windows,, you will not have an autoexec.bat file. You will need to create one in order to enter this information. If an autoexec.bat file does exist, make no changes to the current entries and only add or edit the required lines. AB_USER_NO=XX This DOS environment variable must be added to the autoexec.bat file. The XX needs to be replaced with a unique number between 01 and 99 for each workstation that is on your network. The following wording should be used using the DOS Editor or Windows Notepad: set ab_user_no=01

Network Settings
Whether connected to a network or not, file sharing needs to be enabled. The easiest way to do this is to enable the Client for Microsoft Networks in the Network settings in the Control Panel. This is found under the title Settings on your Start icon/menu. If Client for Microsoft Networks is not installed, click on the Add button, click on Clients and then click the Add button. In the window that pops up, click on Microsoft and then in the right-hand pane, click on Client for Microsoft Networks and then click on OK.

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When you return to the first screen, make sure that the Primary Network Logon is set to Client for Microsoft Networks. Then click on the File and Print Sharing button. In the window, check the box that says I want to give other access to my files. The second box does not need to be checked unless you will be allowing others to use a printer attached to your workstation in a network environment. Click OK. Click OK on the main window. You will be prompted to insert the appropriate Windows 95/98 installation disk or CD. Additional files will be installed on your system. When prompted to reboot your system, select Yes.

Drive Mappings
ABECAS requires a drive letter be assigned to the data files. A network environment allows mapping drives to directories. On a standalone Windows 95/98 system you can not map to a folder on your own computer. In this case use what is called drive substitution. If you have not previously created the two folders for the programs and AA Company data, open a MS-DOS window and change to the root directory (CD\ ). Create two directories by typing MD ABECAS and and MD ABDATA and . Using Notepad or the DOS Edit program, add the statements subst h: c:\abecas and subst i: c:\abdata in your Autoexec.bat. This can be added directly under the user number entry. You can now install your ABECAS programs in drive H and build your Company database in drive I.

Printing
ABECAS uses MS-DOS printing conventions. Open the My Computer icon on your desktop and select the Printer folder. Right click on your Printer icon and choose Properties from the menu. Select the Details tab. Click on Capture Printer Port button and select the LPT port your printer is connected to, then click on the OK button. Click the OK button on the Properties screen. Your workstation is now configured to run ABECAS and virtually any other programs you may install. If you have any questions, you may contact Argos Support.

Network Installation Continued


A Windows 95/98 workstation will easily connect to all the popular networks/servers currently found in use in most industries. If you have multiple types of services on your network, first follow the setup directions for the primary server you will be attaching to, then add the additional configuration of any secondary servers.

Connecting to Microsoft Servers


Microsoft has made connecting to any of their servers the same process. This greatly simplifies the task of connection to the different server products. Before connecting any workstation to the server, the server configuration process must be complete. You must know, in advance, the name of the Network server that contains the shared directories or printers to continue the installation. Also, the server that contains the shared directories or printers must be available for access on the network. A workstation
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Appendix C

may also have the printers attached to it. In this case, you need to know the name of the workstation and the path to get to it. A word about Computer, Directory Share, and Printer Names. Each of these names must be fifteen or less characters in length and can contain only letters or numbers, and must start with a letter. Upper or lowercase is OK. Microsoft does not test for valid characters during the naming process. Spaces are not allowed in any name.

Sharing Directories
A shared directory means other workstations on the network can create a drive mapping to the directory. This means they can specify a drive letter to indicate what is the shared directory. To share a directory, open the Windows Explorer and right click on the directory to share. If the directory does not exist, you can create the directory by clicking on File, then New, then Folder. Type in the directory name. Click on the Share As button and the share name will default to the directory name. You can change the share name as you desire. Enter any comment that you would like to display about the shared directory. In the Access Type selection area, select Full. Leave the Password field blank. A note on passwords: Windows 95 has limited password protection and control. If you enter a password for access to the directory, all users will have to logon with this same password, or be inconvenienced at being asked for a password each time they want to access the directory. Click OK to complete the operation. This procedure must be followed for each directory you want to share on your server. In the case of ABECAS, the program and data directories need to be shared.

Sharing Printers
If the server or a workstation has a printer that you want workstations to be able to use, you must share the printer. Make sure that the Network settings File and Printer Sharing has the I want to allow others to print to my printer(s) checked. Double click on the My Computer icon on the Desktop. Double click on the Printers folder. Right click on the printer you want to share. Click on Sharing on the menu. Click the Share As button and enter the Share Name. Remember the rule about names. Type any comment you desire. Leave the Password field blank. Click OK to save your changes.

Connecting to Shared Directories


A note on assigning driver letters to shared directories. All workstations should use the same drive letter for the same directory shared. Installed programs often expect to have the data in the same location for all users, and this is most easily accomplished by assigning the same drive letter for the shared directory on each workstation. To attach to a shared directory, double click on Network Neighborhood on the Desktop. Double click on the computer name that has the shared resources you want to connect to. Put the mouse pointer on the shared directory you want to map a drive to and right click the mouse. From the pop-up window, select Share As.., in the box that pops-up, select the drive in the drop down window you want

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to assign to the shared directory. Make sure the checkbox is checked for Reconnect at Logon. Click the OK button. Repeat the process for any other shared directories you want to connect to.

Connecting to Shared Printers


If a printer has been designated as a shared printer, you can attach to it. Windows programs print to a queue, whereas MS-DOS programs print to a LPT port. Only one printer may be attached to any given LPT port at one time by a single workstation. Most MS-DOS programs, including ABECAS, will allow you to designate up to three LPT ports to print to. Shared Network printers require that the associated printer drivers be loaded on the local workstation. This usually requires that you install a Network Shared printer driver when wanting to make use of the network printer. Newer printer drivers are installed on the computer that is Hosting the shared printer and will have the files available for automatic installation at the workstation. Older printers will require you to insert the Windows 95/98 CD-ROM.

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APPENDIX D
Error Messages and Troubleshooting
You may received error messages from several sources for a variety of reasons. (1) Operating System Errors -- These inform you about disk, memory, printer, and other system problems. Such a message may or may not interrupt your processing. Some of the more common of these error messages are described in this appendix. For a complete listing of all errors, see your Operating System manual. Argol Database Errors -- These are error codes generated and defined by ABECAS from the application being used. Such a message will result in the closing of the database and you will be returned to the main ABECAS menu. Do not ignore this message. Some corrective action needs to be undertaken. c-Tree Database Errors -- These are error codes generated and defined by the cTree database engine. Such a message will result in the closing of the database and you will be returned to the main ABECAS menu. Do not ignore this message. Some corrective action needs to be undertaken. Errors from the Verify Database Program These inform you of error conditions in the database of an ABECAS module.

(2)

(3)

(4)

All error messages resulting in the termination of ABECAS should be noted in the ABECAS Problem Log. (Form AB-PROBLEMS in Appendix H. There is also a Database Error Log in the Utilities menu selection.) This will assist you in understanding the sequence of events and what you may have to do to correct the situation. Also, it provides a history of problems that may be valuable later in troubleshooting system problems. This Appendix describes the ARGOL, cTree and Verify Database error messages. For information concerning the Operation System problems, see your Operating System manual. Interpreting a Database Error Message When ABECAS encounters an error condition, it will immediately close down the database and provide you with an error message. The message will take the following format and will be displayed at the bottom of your screen. (1) Date (2) Time (3) Version/Runtime (4) Program (5) Point in the Program (6) Operation (7) User Number (8) Module/database (9) Segment (10)Type of Error and Number (1) (2) (3) (4) Date is the system date when the error occurred. Time is the system time when the error occurred. Version/Runtime of ABECAS you are using currently. Program is the name of the program that was being used at the time of the error code. The program name is a compilation of the menu selection codes for the program. That is, WWXYZ where WW is the module name, such as FB for Freight Billing, X is the main menu name like D Daily, Y is the menu, like E Freight Bill Entry and Edit Reports, and Z is the sub-men, like E Enter Freight Bills. Point in the Program is the name of the screen/process where the difficulty arose. This may be a detail entry, a header, or some other entry.
D-1

(5)

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Appendix D

Operation tells what the program was trying to do at the time the error occurred. User Number is the user number of the workstation where the error occurred. Module/database is the two letter module code, such as AR for Accounts Receivable and a two character code for the Company database ID, such as AA for Argos Associated. (9) Segment is the database file (segment) that encountered the error. (10) Type of Error and Number is the type, Argol or cTree, and the coding number for the problem encountered. If you receive a database error message, then record the full message in your ABECAS Program Log. In interpreting the message, the most important pieces of information are (1) the Program name, (2) the Window/Point of Program where the error occurred, (3) database Operation when the error occurred, (4) the Module/database the error occurred in, (5) the Segment that was in use and (5) the Type and Number of the error code. The most likely errors and their cause are discussed in Chapter V. A list of the error messages is recorded below. When a specific action is not indicated, call Argos Support. Code No. A081 Description DCB already being used. Unable to close file correctly. File may be locked by other process. File doesn't exist. Action Make sure module's ADB file is not locked by other programs. Check path and make sure you have the right (Novell) to read it.

(6) (7) (8)

A083

A087 A089 A096

Segment is locked by another user. Record file is locked by another user. DBWPI or DBUP to Segment opened in Read Only Format Trying to update record with invalid open mode. Page is locked by another user Unable to locked/unlock/change open mode

Make sure no one has locked the file in another program, and try the program again. Run fix records program to remove this page. Run Recover program.

A101 A102 A103 A104 A106 A112 A120 A123 A125 A151 C002 C003

Attempt to close owner with open members Page read is empty Key built from Page != index key Record file and index file do not match Segment or child hasn't been opened SCB has been corrupted Opened mode not valid (EX,RO,AL,RE) Memory may be corrupted. Attempt to change primary key with DBUP Segment not found in DCB. REC file and ADB file do not match DCB has not been opened. File may not be opened correctly. Passed page is not locked Key value already exists. Duplicate key? Could not delete key. Record content does not match with target

Run Fix Record program on this module

Run Verify database program to check

Run Recover program Run Fix Record on this


D-2

ABECAS Introduction--Version 5.1

Appendix D

Code No. C004 C005 C006

Description key. Could not find key to delete: Key may not exist. Cannot call delete key without verification with an index. Ctree(...) jump table error. Memory may be corrupted.

Action module. Run Fix Record Quit ABECAS and restart the computer. Run Verify program and run Fix Records program if needed. Check network condition, run Fix Records program and re-login. Unload unnecessary TSR to free up more DOS memory. Load needed TSR to high memory. Increase file handles. Run conversion program on older version records Run Fix Records Run Fix Records Make sure you have the right to create file. Make sure you have the right to create file. Old file may exist, delete it and run Fix Records Old file may exist, delete it and run Fix Records Run Fix Records

C007

Terminate user

C010

INTREE parameters require too much space

C011 C012 C013 C014 C015 C016 C017 C018 C019 C020 C021 C022 C023 C024 C025 C026 C027

Bad INTREE parameters Could not open file: not there, locked or not enough handles Check file path. If file exists, it is locked by another user. Unknown file type Make sure data files match with current runtime version. File corrupt at open. This file is corrupted. File has been compacted Could not create index file You may run out of disk space or file is locked. Could not create data file You may run out of disk space or file is locked. Tried to create existing index file Tried to create existing data file Key length too large for node size Record length too small. Record file may be corrupted File number out of range Illegal index member info Could not close file. Memory is corrupted. Bad link in deleted node list. File number not active: Segment may not be opened successfully. You may run out of DOS memory. Record page number/pointer before beginning of data records

Restart the computer and run Verify database run Fix Records

C028

Zero page number/pointer in ADDKEY Try to add key with invalid page number. Record/Index header may be corrupted

Run Verify database program, and run Fix Records program if needed. Run Verify program to check for error. Run Fix Record program. Run Verify program to
D-3

C029

Zero page number/pointer in data file routine. Try to read/write

ABECAS Introduction--Version 5.1

Appendix D

Code No.

C030 C031 C032 C033 C034 C035

C036

C037

C038 C039 C040 C041 C042 C043 C044 C045 C046 C047 C048 C049 C050 C051 C052 C053 C054 C055 C056 C057 C058 C059 C060 C061 C062 C063

Description record with invalid page number = zero. Record/Index header may be corrupted. Page number/pointer exceeds logical end of file. Record/Index header may be corrupted. Flag not set on record in delete chain Attempt to delete record twice in a row Record may have invalid header Attempt to use NULL pointer in read/write Return pointer is invalid, or is re-initialized by program. Predecessor repeat attempts exhausted Seek error: Check system I/O return code. Unable to seek in file: File may be corrupted, hardware may have a problem, memory may be corrupted. Read error: Check system I/O return code. Unable to read in file: File may be corrupted, hardware may have a problem, memory may be corrupted. Write error: Check system I/O return code. Unable to write a file: File may be corrupted/locked. Hardware may have problem, memory may be corrupted. Could not convert virtual open to actual No more records available Index node size too large Could not unlock data record Could not obtain data record lock Version incompatibility Data file serial number overflow Key length exceeds MAXLEN parameter File number already in use. Program tried to reopen a file C-tree has not been initialized Operation incompatible with type of file Could not save file You may not have the right to this file, file is locked by other process. Out of disk space Could not lock node. Index node is locked by other process. Could not unlock node Variable length keys disabled or invalid key type File mode inconsistent with c-tree configuration Attempt to write a read only file File deletion failed. You may not have the right to this file, file may be locked by other process. File must be opened exclusive for delete Proper lock is not held (CHECKLOCK/READ) LOADKEY called with incorrect key number. LOADKEY called with key out of order. Percent out of range NULL fcb detected during I/O File must be opened exclusively Start file / log file serial number error

Action check for error. Run Fix Record program Run Fix Record program Run Fix Record program Verify and Run Fix Record if needed

Run Fix Records Run Fix Records

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Appendix D

Code No. C064 C065

Description File name too long in log file Not enough memory during transaction processing.

Action Try to unload some TSR, and optimize the upper memory.

C066 C067 C068 C069 C070 C071 C072 C073 C074 C075 C076 C077 C078 C079 C080 C081 C082 C083 C084 C085 C086 C087 C088 C090 C091 C092 C093 C094 C095 C096 C097 C098 C099 C100 C101 C102 C103 C104 C105 C106

Log file entry failed to find checkpoint Could not rename file Check your file accessing right. Check if target file already exist, or source file does not exist. Could not allocate memory for control list Node does not belong to index Transaction already pending No active transaction No space for shadow buffer LOGFIL encountered during shadow only Recovery: two active transactions for user Recovery: bad transaction owner Recovery: bad transaction type Recovery file name too long Transaction abandoned: Too many log extents or dynamic dump wait exhausted Could not log file open/create/clear screen/delete NULL target or bad key node Transaction allocation error User allocation error Isam allocation error Maximum users exceeded. Check your license agreement and call Argos Technical Support. Reduce lock to read lock after update Dead lock detected System not quiet, files in use Linked list memory allocation error Could not create queue Queue write error Queue memory error during write Queue read error Pending error: cannot save or commit transaction Could not start task Start file/log open error Bad User handle Bad transaction mode Transaction type/file mode conflict No current record of ISAM data node Could not find ISAM key node request Could not open ISAM parameter file Could not read first 5 parameters in ISAM parameter file Too many files in ISAM parameter file Could not undo ISAM update Could not read data file record in ISAM parameter file

Rebuild files

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Appendix D

Code No. C107 C108 C109 C110 C111 C112 C113 C-114 C115 C116 C117 C118 C119 C120 C121 C122 C123 C124 C125 C126 C127 C128 C129 C130 C131 C132 C133 C134 C135 C136 C137 C138 C139 C140 C141 C142 C143 C144 C145 C146 C147 C148 C149 C150 C151 C152

Description Too many keys for data file in ISAM parameter file Incorrect key node for index member in parameter file Too many key segments defined in ISAM parameter file Could not read segment record in ISAM parameter file Could not read index file record in ISAM parameter file LKISAM(ENABLE) found pending locks No memory for user lock table 1st byte of data record equals delete flag Key Segments do not match key length Bad mode parameter Could not read index member record. File may be locked, or out of file handles NEXTSET called before FIRSTSET for key node First Set called for index with wrong key type Data record length exceeds rebuild max Not enough space for sort area Attempt to change fixed vs variable length Variable length header has bad record mark # of indices does not match (OPNIFIL) c-Tree already initialized, program was reinitialized Bad directory path. Check your program and data directory Could not send request Could not receive answer C-tree not initialized. Segment is not opened Null file name pointer in OPNFIL File name length exceeds message size No room for application message buffer Server is not active Could not get servers message ID Could not allocate application ID Could not get application message status Could not set message application message size Could not get rid of application message Badly formed file name Variable record length too long Required message size exceeds maximum Application maximum length exceeds server's MAXLEN Communications handler not installed Application could not ID output queue Could not find COMM software Could not update free space information Space to be reused is not marked deleted WRTVREC cannot fit record at recbyt Variable length less than minimum in ADDVREC Server is shutting down Could not shut down. transactions pending Could not extend log file

Action

Run Fix Records

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Appendix D

Code No. C153 C154 C155 C158 C159 C160 C161 C162 C163 C164 C165 C166 C167 C168 C169 C170 C171 C172 C173 C174 C175 C176 C177 C178 C179 C180 C181 C182 C183 C184 C185 C186 C187 C188 C189 C190 C191 C192 C193 C194 C195 C196 C197 C198 C199 C370

Description Buffer too small Zero length record in REDVREC Native system failure REDVREC record not marked active Zero recbyt value Multi-user interference. Index information invalid updated by the time user got to actual data record User appears inactive Server has gone away No more room in server lock table File number our of range No file control block available No more ct file control blocks in server Could not read request Could not send answer Create file already (in recovery) Bad function number Application message size exceeds server size Could not allocate server message buffer Could not identify server Could not get server message ID Server could not allocate user message area Could not get server message status Could not set message server message size Unexpected file number assigned to [si] in rcv Server is at full user capacity Could not read symbolic key name Could not get memory for key symbolic name No room for sort key. Increase MAXFIL Could not read file field number values Attempt to reallocate set space Not enough memory for multiple sets Set number out of range Null buffer in rtread.c Null target buffer in rtread.c Join_to skip Join_to error Join_to null fill Detail_for skip Detail_for error Detail_for null fill Could not get memory for data symbolic name Exceeded RETRY_LIMIT in RTREAD.c Could net get memory for ifil block Improper ifil block Scheme not defined for data file Sort base: errors SORT_ERR + 101 through 126. Problem in

Action

ABECAS Introduction--Version 5.1

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Appendix D

Code No. C400 C401 C402 C403 C404 C405 C406 C407 C408 C409 C410 C411 C412 C413 C414 C415 C416 C417 C418 C419 C420 C421 C422 C423 C424 C425 C426 C427 C428 C429 C430 C431 C432 C433 C434 C435 C436 C437 C438 C439 C440 C441 C442 C443 C444 C445

Description sorting the data Resource already enabled Resource not enabled File must be exclusive to enable res Empty resource ID Output buffer too small Resource ID already added Bad resource search mode Attempt to get non-resource info Resource not found Not in use, unavailable User not active Not a super file WRL to WXL commit promote pending(CIL) Super file host not opened Cannot nest super files Illegal ADDKEY to super file Illegal DELBLD to super file Cache page size error Max name inconsistency Host super file does not support recovery Key update with pending transaction Filter not supported yet Other functions not supported Incomplete Add list err Batch in progress No batch active Status info already returned No more info, batch canceled Buffer size too small for record Request is empty or inconsistent Aggregate/serialization lock denied Fixed length string requires length in DODA Segment definition inconsistent with schema Very long definition block not supported File definition memory error Bad definition number Definition partner NULL during GETDEFBLK Requested definition block is empty No conversion routine for Definition Block Dynamic dump already in progress No memory for dynamic dump file buffer One of more files not available for dump File length discrepancy Could not create file during dump rcv Not enough data to assemble key value

Action

ABECAS Introduction--Version 5.1

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Appendix D

Code No. C446 C447 C448 C449 C450 C451 C452 C453 C455 C456 C457 C458 C459 C460 C461 C462 C463 C464 C465 C466 C467 C468 C469 C498 C499 C500 C501 C502 C503 C504 C505 C506 C507 C508 C509 C510 C511 C512 C513 V001 V002 V003

Description Bad key segment mode Only the file's owner can perform operation Permission to set file definition denied ADMIN has opened file. Cannot delete file Invalid User ID Invalid password Server could not process user/account information No such server User does not belong to group Group access denied File password invalid Write permission not granted File delete permission denied Resource not enabled Bad permission flag No directory found in super file File ID uniqueness error ISAM level logon not performed Incremental index dnumidx < 1 Incremental Index: definition file name not a ISAM file Incremental Index: aidxnam NULL for 1st Incremental Index: active transaction not allowed Negative I/O request Old log file found during log create Mismatch between recovery log and file ID Server could not initialize SQL engine Could not initialize SQL for a user Could not access SQL master information Could not continue SQL request Server does not support SQL User profile does not enable SQL Could not open/save/restore file Could not process/save/restore file Save restore inconsistency Duplicate server Active check point at start of roll forward Index nodes form illegal loop: rebuild Data file loop detected FPUTFGET does not support CTSBLDX () Invalid Segment Name. .ADB file is corrupted. Too Many Members .ADB file is corrupted. Page Size too Large. .ADB file is corrupted

Action

Delete the .ADB file and run Recover program Delete the .ADB file and run Recover program Delete the .ADB file and run Recover program Delete the .ADB file and
D-9

V004

Invalid Segment Type. .ADB file is corrupted.

ABECAS Introduction--Version 5.1

Appendix D

Code No. V005 V006 V007 V008 V009 V021

Description Index is Corrupted. .ADB file is corrupted Invalid Key Length. .ADB file is corrupted. Invalid Member Key Length. .ADB file is corrupted. Invalid Page Size Defined. .ADB file is corrupted. Invalid Total Key Size. .ADB file is corrupted Record files is missing. Check data path

V022

Unable to read record file. File may be locked by other process/user Record file is corrupted Record Header is corrupted Next Page is not Empty Index files are missing Unable to read index file. File may be locked by other process/user Index files is corrupted Unable to Read First Key Unable to Read Next Key Invalid Primary Key Unable to read Member Key Invalid Secondary Index Unable to Read Last Key

V023 V024 V025 V041 V042 V043 V044 V045 V046 V047 V048 V049

Action run Recover program Delete the .ADB file and run Recover program Delete the .ADB file and run Recover program Delete the .ADB file and run Recover program Delete the .ADB file and run Recover program Delete the .ADB file and run Recover program If file exist, run Fix Records program on this segment. If file exist, run Fix Records program on this segment. Run Fix Records on this segment Run Fix Records on this segment Run Fix Records on this segment Run Fix Records on this segment Run Fix Records on this segment Run Recover. If still have problem, run Fix Records Run Recover. If still have problem, run Fix Records Run Recover. If still have problem, run Fix Records Run Recover. If still have problem, run Fix Records Run Recover. If still have problem, run Fix Records Run Recover. If still have problem, run Fix Records Run Recover. If still have problem, run Fix Records

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APPENDIX E
ABECAS Operating Rules
Fortunately, todays PCs are very reliable. Also, software that works will continue to work. Hence, you should experience minimal problems with your computer operations provided you follow some basic rules: 1. Treat your computer with respect. 2. Be very careful when using Operating System commands that are destructive, such as DELETE, COPY, and FORMAT. 3. Maintain each end of month/period backup copy of your databases for at least three months. 4. Maintain at least three separate sets of backup tapes for use during the month to backup your current work. If you backup daily, then use a system of five backup sets, one for each day of the week. 5. Maintain a backup copy of your programs and the ABXX database. 6. Always backup all databases for a company before posting. 7. Always backup all databases for a company before executing your end of period processing. 8. Always leave your system at the company logon screen if you are away from your computer. This prevents someone else accessing ABECAS with your level of security. 9. Always exit from ABECAS by escaping through the menus until you reach an Operating System prompt, or are back at the Main Menu for your system. 10. Maintain (1) a checklist of operations (daily processing and end of period) for each module, (2) a Backup Log, and (3) a Problems Log.00000.

ABECAS Introduction--Version 5.1

E-1

APPENDIX F
Sample Forms and Checklists
The following forms and checklists are included in this Appendix: Type Checklists Logs Security Configuration Master File Forms Form/Checklist GC-INSTALL GC-MONTHLY AB-BACKUP AB-PROBLEMS AB-SECURITY GC-SETUP GC-CCE GC-CAE CA-CAE CA-CYE AB-TRAIN (1) AB-TRAIN (2) AB-TRAIN (3) AB-TRAIN (4) GC-TRAIN Name Installation Checklist End-of-Period Processing Backup Log Problem Log ABECAS SecurityUser Specifications General Ledger Codes Setup Cost Center Codes Chart of Accounts Activity Codes Year/Season Codes ABECAS Installation Training Schedule ABECAS Pre-Delivery Planning ABECAS System Installation Database Setup Installing the GL/CA Codes Page H- 2 H- 3 H- 4 H-5 H-6 H-7 H-8 H-9 H-10 H-11 H-12 H-13 H-14 H-15 H-16

Training Program

These forms are intended only as a sample of how you may make forms to assist you in your data collection and processing activities. If they are satisfactory for your use, feel free to copy these forms as needed. If they are not, then create your own forms and/or checklists to meet your needs.

ABECAS Introduction--Version 5.1

F-1

Form -- GC Install

Company

ABECAS General Ledger Codes Installation Checklist


Intro Manual Chap III Chap IV 4-1 4-5 Chap IV 6-1 6-40 Menu Code Initials and Date Operation Review Management and Accounting Decisions Chapter. Define Code Structure Review Installation Guide Install Programs and Sample Database Using the Sample Database, check that all programs are operational Use the Sample Database to become familiar with ABECAS Build New Company Database, including Company ID, Master User, Names and Modules to be used. Module Setups GC Codes, GL, others as used Enter Security Codes Enter Account Numbers (GC) Display Account Numbers Enter Cost Center Codes (GC) Display Cost Center Codes Enter Activity Codes (CA) Display Activity Codes Enter Year/Season Codes (CA) Display Year Season Codes Backup Databases Review all Module Setup Programs
Prepare Input Enter Data Review & Accept

A A U,B

6-44 6-47 6-18 6-20 6-13 6-16 6-23 6-24 6-26 6-27

Comp. Logon A,S C,A,A C,A,D C,C,C C,C,D C,A,E C,A,D C,Y,E C,Y,D S,S

ABECAS Introduction--Version 5.1

F-2

Form -- GC Monthly

Company

Month/year

ABECAS General Ledger Codes - End-of-Period


Manual Chap IX Each Manual 6-36 Menu P,E,E Operation BACKUP ALL DATABASES FOR COMPANY End of Period Processing must have been completed for all other modules before proceeding. Perform End-of-Period Processing (GC) By Date

P,E,M

Note:
All postings for the month for each module should be made before being closed out for the period. When the full General Ledger module is present, all postings need to be transferred to the GL before being closed. Backup all modules before closing the modules. Store this backup for at least three (3) months. One method of closing the modules is to start at the bottom of your module menu display and work towards the top, closing each one in turn.

ABECAS Introduction--Version 5.1

F-3

Form AB-Backup

From

to

ABECAS Backup Log


Date Company Database Name Backup Media ID* Place Stored Posting Included/Other By

* Your backup should be numbered, color-coded or otherwise distinguishable from each other

ABECAS Introduction--Version 5.1

F-4

Form AB-Problems

From

to

ABECAS Problems Log


Date Module Comp. Error Condition/Message Program/Screen/Call/DB/Seg/Error Activity at Time/ Observations Action Taken/ Outcome By

ABECAS Introduction--Version 5.1

F-5

Form - AB-Security

Completed by

Date

ABECAS Security -- User Specifications


User ID1 (10 Char) User Password1 (10 Char) Security Level2 Name of User Module Access If Access, Level of Access Approved By

Notes:
Security codes may be either alpha or numeric, or a combination of both. Security Level - 0 Valid User with limited access. May not add further users. - 1 Valid Master User. May add further users. More than one Master ID is allowed. WARNING: After use, store this form in a secure place -- or destroy. (1) (2)

ABECAS Introduction--Version 5.1

F-6

Form - GC-Setup

Completed by

Date

Company Name

ABECAS General Ledger Codes--Setup


GC Code Length Cost Center Length1 (8) Account Number Length1 (8) Account Rangers Assets Liability/Equity Revenues Expenses Low High First Month of Fiscal Year Current Month Information Calendar Month Calendar Year Fiscal Month Fiscal Year

Note:
1 The characters set for Cost Centers and Account numbers determine how many characters will post to the GC Account Number and how many to the Cost Center. If a GC Distributions Report is not desired, then set both the GC Account Number and GC Cost Center characters to zero (0).

ABECAS Introduction--Version 5.1

F-7

Form - GC CCE

Completed by

Date

ABECAS General Ledger Codes Cost Center Codes


Code1 (8) Description (32) Starting Month

Cost Center Codes may be alphanumeric characters

ABECAS Introduction--Version 5.1

F-8

Form GC-CAE

Completed by

Date

ABECAS General Ledger Codes Account Numbers


Account Number1 (8) Type of Account2 (1) Unit of Measure (8)

Description (8)

1 2

The Account Number is alphanumeric characters The accounts used to format financial statements are not required by the GL Codes module. Only Type 0 accounts are required: 0 = Postable Account (This is the only Account Number Type that can be used in entering transactions.) 1 = Summary Account (Precedes and sub-totals a group of Postable Accounts.) 7 = Major Heading Precedes a major grouping of Summary and Postable Accounts.) 8 = Total of Postable Accounts from previous Major Heading 9 = Net Amount of all Postable Accounts from the beginning of the report.

ABECAS Introduction--Version 5.1

F-9

Form CA-CAE

Completed by

Date

ABECAS Activity Codes


Activity Code (4) Description (32) Status Alpha Code (10) Type 1/0 A/I Activity Code (4) Description (32) Status Alpha Code (10) Type 1/0 A/I

Activity Code (4) Description (32) Status Alpha Code (10) Type 1/0 A/I

Activity Code (4) Description (32) Status Alpha Code (10) Type 1/0 A/I

Activity Code (4) Description (32) Status Alpha Code (10) Type 1/0 A/I

Activity Code (4) Description (32) Status Alpha Code (10) Type 1/0 A/I

ABECAS Introduction--Version 5.1

F-10

Form CA-CYE

Completed by

Date

ABECAS Year / Season Codes


Year/Season Code (2) Description (32) Status A/I Year/Season Code (2) Description (32) Status A/I

Year/Season Code (2) Description (32) Status A/I

Year/Season Code (2) Description (32) Status A/I

Year/Season Code (2) Description (32) Status A/I

Year/Season Code (2) Description (32) Status A/I

Year/Season Code (2) Description (32) Status A/I

Year/Season Code (2) Description (32) Status A/I

ABECAS Introduction--Version 5.1

F-11

Form - Train (1)

Completed by

Date

ABECAS Installation Training Schedule

The ABECAS modules are powerful, yet simple to use, computer programs. The documentation is designed to allow you to install and operate the programs without further support. However, it is recognized that a formal installation and training program will greatly assist you and give you ample support to make your transition to ABECAS a success. The following schedules are guidelines to help you plan and implement your software. By having a basic plan in mind as you begin, your process will be smooth and flow quickly. This will facilitate both your use of your time as well as the trainers time. Plan your training schedule to avoid competing activities. It is very easy to be distracted by the pressures of your office during a training session. Assign your duties to someone else during the training, if possible. If time is wasted during the training time because not enough focused attention was given during the training, it will be costly to you and your operation. Additional and/or replacement training will be charged at current prevailing rates. Plan for operation backup personnel, having at least two person involved in each training session. The Data Processing Manager (DPM) should be involved in all sessions.
Session # Tentative Date Committed Date Module Training Program/ Purpose Persons to Attend Actual Date

1 2 3 4 5 6 7 8 9 10 11 12

Pre-Delivery Planning Hardware Consideration System Installation Database Setup

ABECAS Introduction--Version 5.1

F-12

Form - Train (2)

Completed by

Date

ABECAS Training Program -- Pre-Delivery Planning


Session Goals and Activities 1. Deliver and review ABECAS manuals -- all modules 2. Review management and accounting considerations (Chapter III) 3. Review structure of GL/CA codes, especially Cost Centers (GL Department and CA Jobs/Work Orders) and Chart of Accounts 4. Establish time frame for decisions listed in the Management Decisions Checklist 5. Review Installation process (Chapter IV) 6. Plan assignments associated with Installation Checklists 7. Plan for involvement of accountant, if desired 8. Review data entry forms --plan paper flow 9. Review supplies requirements -- checks, forms, tapes 10. Review physical layout planned for system and peripherals 11. Review power requirements and availability 12. Review installation process and staff assignments Tasks to be Accomplished Following the Session Date Completed 1. Familiarity with all manuals 2. Establish Cost Center structure (GL Depts & CA Jobs/Work Orders) 3. Establish Chart of Accounts structure (codes) 4. Establish other coding structures, as required 5. Decide order of installation 6. Assign responsibility for preparing master file data 7. Design and print forms, as required 8. Order supplies, as required 9. Prepare the physical site, including a clean power supply 10. Select Data Program Manager, key operator, and backup operators. Prepare staff for changes in operations. SESSION NOTES/COMMENTS Date Completed

The goals of this training session have been satisfactorily completed.

Trainees Signature and Date

Trainers Signature and Date

ABECAS Introduction--Version 5.1

F-13

Form - Train (3)

Completed by

Date

ABECAS Training Program -- System Installation


Session Goals and Activities 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Install and operationalize hardware Demonstrate functioning of hardware Check out and demonstrate software (Using sample databases) Sign all necessary user cards/license agreements Review archiving of your original disks (programs/data) Review new manuals -- hardware, operating systems, etc. Step through start-up and power-down procedures, handling power failures, etc. Step through server, workstation, and printer operations Step through major operating system functions, DIRECTORY, COPY, DELETE, BACKUP, RESTORE, RENAME, FORMAT, etc. Step through the sample ABECAS database and how to work with it Step through the logging of all system problems. Review Problem Log Step through backup procedures and establish backup log Review decisions regarding codes Review forms to be used for entering master file information Review installation process and establish training schedule Date Completed Date Completed

Tasks to be Accomplished Following the Session 1. Familiarity with system operations --start-up, shut down --working with operating system, network 2. Familiarity with the sample database 3. Familiarity with backup and restore procedures 4. Complete forms regarding database requirements 5. Compete data entry forms for Cost Centers, Account Numbers, other codes 6. Prepare staff to work with system SESSION NOTES/COMMENTS

The goals of this training session have been satisfactorily completed.

Trainees Signature and Date


ABECAS Introduction--Version 5.1

Trainers Signature and Date


F-14

Form - Train (4)

Completed by

Date

ABECAS Training Program -- Database Set-up


Session Goals and Activities Date Completed 1. Review/define Company ID and names through Build New Company program 2. Build the database for each module 3. Configure each module (required for each database that is built) 4. Establish and enter user ID codes and passwords--ABECAS Security 5. Review the ABECAS program and operating conventions (Chapter VI) 6. Review the GL/CA codes and display programs. Begin entering codes, if available. 7. Review effect of hardware or power failures on database. Review the data entry, report, posting, and end-of-period operations. 8. Review the Error Messages (Appendix F) 9. Review Verify Database program (Chapter VI) 10. Review Recover Database program (Chapter VI) 11. Review backup and restore procedures 12. Review the ABECAS Operating Rules (Appendix G) Review training schedule and tasks to be undertaken Tasks to be Accomplished Following the Session Date Completed 1. Backup initial databases. Enter on Backup Log 2. Enter the GL/CA codes -- Cost Center, Account Numbers, Activity Codes, Year Season, others 3. Backup databases with codes. Enter on Backup Log 4. Make management and accounting decisions for the first module to be installed 5. Prepare and print data entry forms for each module 6. Collect master file information, as time permits 7. Prepare staff to work with the next module 8. Continue ABECAS familiarization using sample database SESSION NOTES/COMMENTS

The goals of this training session have been satisfactorily completed.

Trainees Signature and Date


ABECAS Introduction--Version 5.1

Trainers Signature and Date


F-15

Form GC-Train

Completed by

Date

ABECAS Training Program General Ledger/Cost Accounting Codes


Session Goals and Activities 1. Review GL/CA installation procedures (Chapter IV) 2. Review status of GL/CA codes 3. Review familiarity with the GL/CA modules (and sample database) 4. Review GL/CA Setup parameters 5. Review Cost Center structure (GL Depts/CA Jobs--Work Orders) 6. Review Chart of Accounts (Use ABECAS summary chart if in doubt) 7. Review Activity Codes and descriptions 8. Review Year/Season Codes and descriptions 9. Step through entering and printing codes 10. Review forms to be used to define GL/CA codes 11. Establish time frame and responsibility for entering the GL/CA codes 12. Review backup procedures and current status (Backup Log) Task to be Accomplished Following the Session 1. Using the sample data base, enter and print codes 2. Enter and print Cost Center Codes 3. Enter and print Chart of Account Numbers 4. Enter and print Activity Codes 5. Enter and print Year/Season Codes 6. Follow backup procedure and maintain Backup Log SESSION NOTES/COMMENTS Date Completed

Date Completed

The goals of this training session have been satisfactorily completed.

Trainees Signature and Date

Trainers Signature and Date

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APPENDIX G
ASCII CHARACTERS AND CONVERSION TABLES
All ABECAS indexes are based on the ASCII character set in ascending order. Hence, numbers will be displayed before upper case characters and upper case characters before lower case characters. The order of all "printable" ASCII characters is shown in Figure I-1. The special ASCII Control Symbols are not shown as they are not used by ABECAS. ASCII is an acronym for American Standard Code for Information Exchange. Each ASCII character converts into a decimal and hexadecimal equivalent. These also are shown in Figure I-1. ASCII NUL Special Control Symbols (Space) ! " # $ % & ' ( ) * + , . / 0 1 2 3 4 5 6 7 8 9 Decimal 000 001 000 031 032 033 034 035 036 037 038 039 040 041 042 043 044 045 046 047 048 049 050 051 052 053 054 055 056 057 Hex 00 01 00 1F 20 21 22 23 24 25 26 27 28 29 2A 2B 2C 2D 2E 2F 30 31 32 33 34 35 36 37 38 39 ASCII : ; < = > ? @ A B C D E F G H I J K L M N O P Q R S T U V W X Y Z Decimal 058 059 060 061 062 063 064 065 066 067 068 069 070 071 072 073 074 075 076 077 078 079 080 081 082 083 084 085 086 087 088 089 090 Hex 3A 3B 3C 3D 3E 3F 40 41 42 43 44 45 46 47 48 49 4A 4B 4C 4D 4E 4F 50 51 52 53 54 55 56 57 58 59 5A

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Appendix G

ASCII Characters and Conversion Tables

ASCII [ \ ] ^ _ ` a b c d e f g h i j k l m n o p q r s t u v w x y z

Decimal 091 092 093 094 095 096 097 098 099 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122

Hex 5B 5C 5D 5E 5F 60 61 62 63 64 65 66 67 68 69 6A 6B 6C 6D 6E 6F 70 71 72 73 74 75 76 77 78 79 7A

ASCII { | } ~ _

Decimal 123 124 125 126 127

Hex 7B 7C 7D 7E 7F

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APPENDIX H Custom Modification Procedures


ABECAS is a dynamic product continually growing. Each module contains specific standard functions along with some optional features. This functionality is continually being enhanced and is available to all ABECAS users. In most cases, this functionality more than satisfies new and existing users. Where this is not the case, Argos Software offers to modify ABECAS to meet your additional requirements. This modification then becomes part of ABECAS and will be supported in future versions. Modifications do not result in software orphans! Custom modifications can range from the very simple to the very complex.. Our rule is that existing users should benefit from all modifications or at, least, be no worse off for the change. Some examples are as follows: Adding a new data field or selection choice to an existing report minor addition Adding a new alternative format to an existing report restructured presentation. Adding a custom form or report ... this requires its own program that then needs to be supported. Adding a new data element to a screen. This requires that it be added to the data base and often to multiple screens, posting programs, and reports. It may also require a data base conversion program to bring existing users up to the new data base structure. Adding user definable labels to screens and reports. This requires that these labels be defined in the modules Setup program and then incorporated as a variable defined by the user. Adding a new meaning to an ABECAS defined code, such as type of entry. This requires that the new code be recognized and handled in all relevant places. Often it requires the modules Setup program be changed to define its use and default value. Adding new entry screens. Adding new files and/or indexes to support additional major functions. Not only must these changes be supported by major program additions and changes, it also requires a conversion of the data base for existing users. The process of modifying ABECAS can be divided into phases. This process is as follows: Define requirements identify need for modification Design proposed solution. Provide quote Review by user and decision to proceed Programming and testing of modifications Install and implement ABECAS Time Install and test modifications

Phase

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Custom Modification Procedures

1. Need Definition Identification and definition of a requirement beyond the existing functionality of ABECAS. The review of your requirements against ABECAS existing functionality may disclose the need to modify ABECAS to meet your requirements. If you decide this requirement is important to you, then it must be defined so that a solution can be proposed. 2. Design Solution Detailed plan by program specialists to incorporate the additional requirements into ABECAS. This plan can only be as good as the need definition It results in a quotation based on the number of programming hours required to complete the coding and testing of the project, as designed. This estimate assumes no surprises. 3. Review by User and Decision to Proceed The design of the proposed modification is presented to you to confirm that it meets your requirements If changes are made to the design, then the quote must be reviewed by Argos Software and revised. Once the design is acceptable to you, you must indicate your acceptance. The expected completion date will be negotiated at that time. 4. Programming and Testing Once authorized to proceed, the modification is coded under the supervision of the product manager and tested for conformity to the design specifications. 5. ABECAS Implementation For new installations, installing ABECAS, building data bases and setting up each module should begin as soon as possible. This allows the data structure to be defined and for codes to be entered ready to test the modifications. The resources and energy applied to the implementation process determines how long it takes to be fully functional on ABECAS. 6. Install and Test Modifications Install the programs containing your modifications. These may be sent on a disk or transferred by modem or e-mail. Test the functioning of the modification for compliance with (a) your requirements and (b) the design specifications. If it is determined that a change in the design is required, then the additional hours will be quoted and billed additionally. For this reason it is important that the original design be validated against your requirements before the coding begins.

ABECAS Modification Charges


Custom modifications are charged on the basis of programmer time required to complete the project, including design, review, coding, and testing. These hours are priced at our prevailing programmer rate. A deposit of 50% is required upon your acceptance of the proposed modification with the balance due upon completion and installation on your system. We expect you to also test the modifications to confirm their conformance with the design specification. If additional programming is required on the part of Argos Software to fully satisfy the design specifications, this will be done under our usual 90 day limited warranty. The timing of your testing and use of the custom modifications does not modify when payment is due. Custom modification is a team effort. We welcome modifications as it helps us build a better product. While other ABECAS users may benefit from your modification, you, in turn, are a beneficiary of all past and future modifications to ABECAS

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APPENDIX I Data Conversion Procedures


If you have an existing computer system that contains information you would like to use in ABECAS and it has the ability to export data to a standard ASCII file, then you might consider importing this data into ABECAS. This saves having to re-enter this data. Some of the data files that may be imported into ABECAS are as follows: Accounts Receivable, Accounts Payable, Contact Management, Freight Billing, Inventory Management, Sales Orders, Equipment Maintenance, Participant Settlements, Supplies Tracking, Service Billing, Warehouse Billing and Utility Billing. The process of importing data into ABECAS is as follows: 1. Validate the Availability and Format of Data from Existing System The existing system must be able to export data to an ASCII file (American Standard Codes for Information Interchange format, used on PCs. This file should contain only data without headings, totals, and so on. It should be structured as either (a) a fixed length record or (b) a variable length record with a predefined separation character separating each variable in the record. This is referred to as a Character Separated Variable (CSV) file. When a comma is used as the separator, this requires that there are no commas used in any of the records (e.g. 2,000). The use of a comma (,) in the record would cause the import to misconnect variables in the record. Select a character, such as #, /, ^, etc. that is not otherwise contained in the data. 2. Record Selection and Content of ASCII File Once you have a data file, display its contents in an ASCII editor, such as the MS-DOS EDIT program. If you are using a word processor, use it in a standard ASCII mode or save it in an ASCII format. For a fixed length record, each variable should be exactly lined up under each other. Write down the name of each variable, its starting position in the file and its length (in characters). This is required by the ABECAS import program to find the right variable for each ABECAS field. For a CSV record, each variable will appear in the same sequence but in a different starting location. Since the variables line up in sequence rather than physical location, it is necessary that you write down the name of each variable and its position (sequence #) in the record. This is required by the ABECAS import program to locate each variable. 3. Modify the Primary Code Each record being imported is saved using a code or sequence number for identification purposes. For example, the AR Customer File uses a 6 character customer code for each record. Once it is imported, using this code, the code cannot be changed. Hence, it is essential that the structure of this code is what is best for you. For example, you may use the opportunity to restructure your codes numeric codes may be converted to alphabetical or alphanumeric codes. You may also want to correct or change specific codes before importing. In either case, this can be done in the editor by changing the codes and then saving as an ASCII file. Be sure you do not change the length of a fixed field or the position of a CSV field. All other information in a codes file can be changed after it is imported. 4. Review of ABECAS Codes ABECAS uses pre-specified codes to classify types of records. For example, the status code used for records is A = Active, and I = Inactive. In each case, the import program will allow you to define a default value when importing. However, if multiple codes are applicable, then they should be defined in the file before importing into ABECAS.
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Data Conversion Procedures

5. Review of Transaction Values If a transaction field is being imported, then confirm that the sign is correct for ABECAS. 6. Test Import Process First, make a back-up of the data base you will use for your test. Then, using the final ASCII data file, load the import program off the ABECAS menu for the module. This requires that you (a) specify the format fixed or CSV; (b) the name and drive location of the saved file; (c) the mapping of the ABECAS fields to your ASCII data file; and (d) a default value should the variable be blank or absent in the ASCII data file. After importing the data, display sample records in the entry programs, such as the AR Customer Master File entry screen. Review the content to be sure it is exactly what you desire. Generally, you will go through this process several times before getting a final import as desired. After each test, restore the original data base and run the import program again. 7. Final Import When you have imported what you believe is a final data, print out the detailed edit report to confirm it is what you desire.

Data Conversion Charges


If the import programs contain all the data fields exactly as required by you, then it is simply a matter of testing the process and deciding on the final content of the import. In this case, the only charge is the training time of the Argos trainer working with to test the import process. On the other hand, if modifications are required to the import program, then it will be programmed as a custom modification. This will be quoted and billed based on the number of programmer hours required to code and test the modifications.

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APPENDIX J EDI Implementation Procedures


Electronic Data Interchange (EDI) is a straight forward, but technical, process. Done right, it can save you considerable time and allow you to better service your customers. EDI is an alternative way of getting data into or out of ABECAS with the speed of electronic transfers. The implementation process is as follows: 1. Order the ABECAS EDI module and the transaction sets required in each module. The EDI module gives you the basic definitions for each transaction set and allows you to set up your trading partners. It also directly manages acknowledgments [ANSI set 997]. 2. Obtain a copy of your trading partners specification for each of the transaction sets they propose using. Since each transaction set has to be mapped to the data fields/files in ABECAS (as part of the EDI module) you must provide Argos Support with a copy of these requirements. We will review these for consistency with what exists in the ABECAS EDI module. If changes are required, then we will provide you with a quote of the programming hours required for these changes. We will proceed with these changes once we have your authorization. 3. Decide what communications software to use to connect to your trading partner or VAN (Value Added Network).. This might be BitCom, UUCP, PCAnywhere, etc. Your connection may also be by e-mail. We will consult with you on this decision. 4. Add a modem to your network with a dedicated phone line. This may require the help of a communications specialist. 5. Install the EDI module, build the EDI data base and configure the module. Obtain the Option Codes from Argos Software for the EDI transaction sets you require. Define your trading partners. Specify your import / export paths (drives and sub-directories). Review and configure your transaction set requirements based on your trading partners requirements. This is a training process. 6. Understand how the ABECAS fields are mapped to the EDI fields. This allows you to understand where the data are coming from or going to. You need to understand how the entry procedure relates to the final EDI document (and vice versa). This is a training process. 7. Test the EDI process on your system with your data and your trading partner. You will probably need help generating the first EDI import/export and reviewing the results. This testing and review is often coordinated by Argos Support. To receive or send files, it is time to connect the modem and transfer from / to your trading partners. Testing may indicate changes are required. 8. Normal operations begin once your tests validate that the EDI process is working correctly.

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APPENDIX K
ABECAS Support Policies and Structure
Argos Software is dedicated to the principle of continuous service to our users, whether it be on-site, telephone support, or custom modifications. In any case, we are ready and willing to help in any way we can.

On-Site Support
During the initial installation, some on-site training is generally needed. This means that someone directly from the Argos staff, or one of our dealers or associates, is involved in the initial set-up of the system. Later - by request - Argos (or our dealers/associates) will provide on-site support to our ABECAS users at the prevailing support rates plus travel and related expenses. Many have taken advantage of this for a variety of reasons: 1. 2. 3. 4. 5. For follow-up, to help analyze and verify the initial "set-up." For trouble-shooting, to help analyze and decipher why data is not going where you expect it to go. To assist in the implementation of a new module, module(s) upgrade, or conversion to a new hardware system. To assist in the implementation or conversion to a new accounting system, such as company mergers or the redefinition of cost centers. For training of new personnel or "refresher training" of existing personnel.

We are able to offer training classes at our offices, either for your company individually or in connection with several other companies at the same time.

Telephone Support
*NOTE* Please make a note of our telephone support number: (559) 221-7211; and our FAX number: (559) 227-9644.

One half of your ABECAS Subscription Service Fee goes toward continuous telephone support. This support is related to the operational and conceptual support of ABECAS. We also offer operating system support together with your ABECAS Subscription Service. This includes telephone support of operating system operations and procedures. Those who are not on the Subscription Service are generally billed at the prevailing Argos telephone support rates when they call for telephone support.

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Appendix K

We offer four levels of telephone support: Mechanical Support - "The printer won't print," "How do I make a backup?" "My keyboard is frozen," "I got a random read error," "My hard disk just crashed," and more. Under our operating system support, we are happy to help with this type of situation. If on-site hardware support is necessary, we will direct you to our hardware technician who can provide on-site service at our prevailing rates. Operation Support - Often you know what you want to accomplish, but need help answering the questions on the screen or identifying which screen (program) you should be using. ("How do I get a list of Invoices by Vendor for this week?" "We need an income statement with a comparisons to budget -- or last year -- or month-by-month," or "I need to know what posted to account 2201 this month.") Our support team will gladly help you. Conceptual Support - We're here to help you understand the implications of certain types of transactions. For example, if you need to void a payroll check, or credit a customer's account in the Accounts Receivable module and issue a refund check through the Accounts Payable module, or perform any other type of "non-routine" transaction, we will gladly help you through it. Trouble-Shooting Support - Let's face it, at one time or another we all run into a "jam." A database error, or something posted to an account you didn't expect it to, or you can't find a specific check in the check register, and so on. We will help you unravel it, and hopefully, give you safeguards to prevent a future occurrence.

Modem Support
Some questions are best solved by a support technician accessing your computer directly by modem. This allows the technician to more easily and quickly troubleshoot the situation. This is particularly useful where data has been damaged in some way, when inconsistencies need to be tracked down, or when an update needs to be delivered immediately A modem is also invaluable for any training sessions conducted by telephone. (This requires one line for the modem and one for voice.) While a dedicated modem line is not required, (FAX lines work great!), and "custom" features such as call-waiting should be disabled.

The Argos Support Team


We have several persons dedicated to the support of ABECAS. Each one can support you in a variety of ways and each is developing his/her own area of expertise. Presently, when you call for support, the call is answered centrally and then passed on to the appropriate support person. This person can then help you directly or will have immediate access to someone who can. We know that some of you prefer to speak to one or another on our staff, but honestly, the one who may have helped you best with your General Ledger questions, may not really be the one to help you with your Accounts Receivable questions or your printer problems. When you call, please tell us what your needs are and let us get you to the one who can help you best. Sometimes the questions or problems you have need the attention of one of our programmers or systems people. If we discern that, then certainly we'll make sure that they are involved in the solution.

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Appendix L Argos Software License Agreement


LICENSE: Argos Software, a Division of Argos, Inc. ("Argos") owns and/or distributes the enclosed software program ("Program"). Argos grants you a non-exclusive license to use the enclosed Program subject to the terms and restrictions below. RESTRICTIONS ON USE: You may only use the Program on a single computer system or on a single multi-user computer system in accordance with the "Runtime Library" purchased from Argos. You may not use the Program on more than one computer at a time nor with multiple terminals or multiple computers in a network without a multi-user license or a separate license for each computer or terminal. RESTRICTIONS ON COPYING: The Program and documentation are protected by United States and worldwide copyrights. You may copy the machine-readable form of the Program only for back-up or archive purposes. You may not copy, in whole or in part, any documentation which is provided in printed form with the Program except for sample forms and input sheets. RESTRICTIONS ON TRANSFER: You may not transfer the Program electronically over a network. You may not distribute copies of the Program or documentation to others. You may transfer this license together with all originals and copies of the Program and documentation, provided that the person to whom you transfer agrees to be bound by the terms of this license and notifies Argos in writing. YOU MAY NOT USE, COPY, PRINT, OR TRANSFER THE PROGRAM OR DOCUMENTATION, EXCEPT AS EXPLICITLY ALLOWED BY THIS LICENSE. PENALTY FOR VIOLATION OF RESTRICTIONS: If Argos discovers, by whatever means, you have violated any of the above restrictions, then you agree to immediately pay liquidated damages equal to three times the list price of the Program at the time of the violation for each and every occurrence plus all attorney and other fees. PROVISION OF SUPPORT: Argos expects your dealer to support you in installing and implementing the Program. If your dealer is unable or unwilling to support you, then Argos will support you directly by telephone during normal Argos business hours. For the first ninety (90) days after you receive the Program, Argos will provide unlimited telephone and modem support to you and your dealer. Thereafter, Argos offers to support you through its ABECAS Subscription Service at prevailing rates. This service provides (1) telephone support, (2) modem support, (3) program updates, (4) program enhancements, and (5) version upgrades with conversion support. PROVISION OF UPDATES: Argos may, from time to time, revise or update its products. These will be provided as part of the ABECAS Subscription Service or for a fee to only properly registered users. Argos is not obligated to provide such revisions to you. TERM: You may terminate this license only by destroying all originals and copies of the Program and documentation in any form. The license will also terminate if you fail to comply with any term or condition of this license. You agree upon such termination to destroy the Program and documentation, together with all copies, in any form. This termination will not prejudice any rights and remedies that Argos may have against you. NO WARRANTY OF PERFORMANCE: ARGOS MAKES NO WARRANTIES, EITHER EXPRESSED OR IMPLIED, AS TO THE QUALITY, PERFORMANCE OR MERCHANTABILITY OF THIS PROGRAM, NOR AS TO THE FITNESS FOR ANY PARTICULAR PURPOSE OR FOR PARTICULAR RESULTS OBTAINED THROUGH USING THE PROGRAM. YOU ACCEPT THIS PROGRAM "AS IS" AND ASSUME ALL RISK OF DEFECTS AND ALL COSTS OF SERVICING, REPAIRS AND CORRECTIONS.

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Software License Agreement

Appendix L

LIMITED WARRANTY ON DISKETTES: Argos warrants the original CD-ROM disk on which the program is recorded to be free from defects in material and faulty workmanship under normal use and service for a period of ninety (90) days from the date you receive it. If during this ninety-day period, such a defect should occur, you may return the disk to Argos or an authorized Argos dealer for a replacement disk at no charge, provided that you have previously returned to Argos the enclosed Registration Card or send a copy of your receipt for the Program. Replacement of the disk is your sole and exclusive remedy. Argos assumes no responsibility under this limited warranty for and will not replace any disk with defects due to accident, abuse or misapplication. Argos makes the warranty to you as the original licensee only, and not to anyone to whom you transfer this license and Program. This limited warranty gives you specific legal rights, and you may also have other rights which vary from state to state. LIMITATION OF LIABILITY: ARGOS WILL NOT BE LIABLE FOR ANY DIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES RESULTING FROM THE USE OF THE PROGRAM, EVEN IF ARGOS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OTHER: This license is the complete and exclusive statement of the agreement between you and Argos. All other communications and agreements, written and oral, are superseded. This agreement shall be interpreted in accordance with the laws of the State of California. Your use of the program or signature on the enclosed registration card acknowledges that you have read this license and agree to be bound by its terms.

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