Red Wing Windows Accounting Series Getting Started Guide
Red Wing Windows Accounting Series Getting Started Guide
by Red Wing Business Systems, Inc.
All rights reserved. No part of this book or system may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by information storage retrieval system, without permission in writing from the publisher.
Changes in tax law, business practice, or your operating environment may cause your system to require changing. Red Wing cannot guarantee these changes will be reflected in future releases of software.
This system is sold with the understanding the publisher is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional should be sought.
Microsoft, Microsoft Access, Microsoft Word and Microsoft Excel are all registered trademarks of Microsoft Corporation. Windows is a trademark of Microsoft Corporation. Portions copyrighted by Open Systems, Inc.
Copyright Red Wing Business Systems, Inc. June 1999 Revised January 2000, March 2001 ISBN 0-87265-257-2 Important Please complete the software licensing agreement and return the white copy to Red Wing Business Systems. Returning the licensing agreement benefits you in the following ways:
We keep you informed of improvements to our software, including releases of new versions and enhancements to current versions.
We keep you informed of product training opportunities.
Complete the licensing agreement and mail the white copy today! Table of Contents
Chapter One Introduction ...... 1-2 Features ...... 1-2 Introduction General ...... 1-2 What's New in Version 4.0 ...... 1-4 Red Wing Applications ...... 1-7 How this Manual is Organized ...... 1-8 Standards Used in This Manual...... 1-9
Chapter Two Tips for Calling Customer Support ...... 2-1 Online Help...... 2-2 Red Wing Resources Cue Cards ...... 2-3 Custom Help...... 2-3 Installation Help...... 2-4 Red Wing Company Setup Wizard...... 2-4 Practice Systems...... 2-5 Customer Support Plans...... 2-6 Training ...... 2-6 World Wide Web ...... 2-7 User Guides...... 2-7 Forms...... 2-7
Chapter Three Introduction / Setup Wizards ...... 3-2 Technical Specifications Installation Hardware ...... 3-3 Software ...... 3-3 Printer ...... 3-3 Single User / Demo Install...... 3-4 Network Install ...... 3-5 How to Switch from a Single-user to a Multi-user System ...... 3-8 Step-by-step Through the Installation Setup Wizard ...... 3-9 Installing Practice Systems ...... 3-11 Uninstall ...... 3-12 Miscellaneous Directory Structure ...... 3-13 Registry Entries...... 3-16 Red Wing Icons ...... 3-17 Installing with Office 2000 ...... 3-18
Table of Contents iii Chapter Four How to Use the Main Menu Overview ...... 4-2 Working in Red Wing Change Company button ...... 4-3 Suggestions button...... 4-3 Versions button ...... 4-3 System Information ...... 4-3 Cue Cards ...... 4-4 Red Wing Windows Standards Entry Screens...... 4-4 Sample Entry Screen...... 4-5 Moving From One Field to the Next...... 4-5 Pull-down Menus ...... 4-6 Menu Bar...... 4-6 Control Menu Box...... 4-6 Toolbar...... 4-7 Minimize and Maximize Buttons...... 4-7 Status Bar ...... 4-7 Entry Field...... 4-8 Check Box...... 4-8 Combo Box ...... 4-8 Option Buttons ...... 4-8 Command Buttons...... 4-9 Quick Selection ...... 4-9 Scroll Bar ...... 4-9 Record Selector Buttons ...... 4-9
Chapter Five How to Start Red Wing Accounting ...... 5-1 Introduction ...... 5-2 Hands-on Entry— Navigate the Main Menu ...... 5-3 Tutorial Exit an entry screen ...... 5-4 Move from one field to the next ...... 5-5 View and select options ...... 5-6 Change an entry ...... 5-7 Select or clear a check box ...... 5-8 Move from one record to the next and add new records ...... 5-9 Delete a record ...... 5-10 Select options with radio buttons ...... 5-11 More keyboard help ...... 5-12
iv Table of Contents Chapter Six Introduction ...... 6-2 Codes and IDs Frequently Asked What are the restrictions for codes and IDs...... 6-2 Questions How are codes and IDs sorted? ...... 6-2 Getting Started How do I log on to the system?...... 6-3 How do I open a company? ...... 6-3 How do I set up a new company? ...... 6-4 Tips and Hints for Every Day How do I enter dates?...... 6-4 How do I close a screen?...... 6-4 How do I use the Main Menu?...... 6-4 What are the most frequently used key commands? ...... 6-5 Miscellaneous How do I delete a company?...... 6-5 System Manager...... 6-6 Accounts Receivable ...... 6-7 Accounts Payable ...... 6-9 General Ledger ...... 6-9 Inventory...... 6-10 Purchase Orders...... 6-11 Errors...... 6-12
Chapter Seven Introduction ...... 7-2 Toolbars ...... 7-2 Red Wing Toolbars, Menu Bar Selections ...... 7-8 Menu Bars and Key Report Command Buttons...... 7-15 Standard Key Commands ...... 7-16 Commands
Chapter Eight Introduction ...... 8-2 Backup/Restore Utilities Red Wing Utilities Make Backups...... 8-2 Restore Data ...... 8-3 Database Utilities Repair a Database...... 8-4 Compact a Database...... 8-5 Database Files and Locations ...... 8-6
Table of Contents v Chapter Nine Introduction ...... 9-2 Network Manager...... 9-2 Technical Comparison System Manager...... 9-2 between DOS (version Accounts Payable ...... 9-3 Accounts Receivable ...... 9-5 8.0) and Windows Point of Sale...... 9-7 General Ledger...... 9-7 Inventory ...... 9-8 Order Entry...... 9-10 Project Cost...... 9-10
Chapter Ten Introduction ...... 10-2 System Manager Special Options Label Wizard...... 10-2 General Ledger ASCII Input ...... 10-2 Change Posted Transactions...... 10-3 Report Designer...... 10-3 Change Account Number / Change Account Structure ...... 10-3 Consolidated Statements...... 10-3 Accounts Receivable ASCII Input (Customers/Transactions/DOS Payroll) ...... 10-4 Accounts Payable ASCII Input (Vendors/Transactions) ...... 10-4 Inventory ASCII Input ...... 10-4
Chapter Eleven Introduction ...... 11-2 System Manager ...... 11-2 Accounts (How and Accounts Receivable ...... 11-4 When They are Used) Accounts Payable...... 11-6 Order Entry ...... 11-8 Inventory ...... 11-8
Glossary
vi Table of Contents Chapter One — Introduction to Red Wing Windows Accounting
This chapter introduces the Red Wing Windows Accounting Series, its features and an overview of how this guide is organized.
Contents Introduction...... 1-2 Features...... 1-2 General ...... 1-2 What's New in Version 4.0...... 1-4 Red Wing Applications ...... 1-7 How this Manual is Organized ...... 1-8 Standards Used in This Manual...... 1-9
Introduction to Red Wing Windows Accounting 1-1 Introduction
The Red Wing Windows Accounting Series is an affordable CPA-strength accounting solution designed for maximum flexibility.
Red Wing handles your day-to-day bookkeeping needs and then takes those numbers and turns them into powerful management and financial analysis reports to help you make the best decisions to operate your business.
Features
General Multi-tasking—Easily switch from one application to another; or work on several tasks within the same application at the same time.
Written using Access 97—Tight integration with the current Microsoft Office Professional 97 product. Easily produce reports in Microsoft Word and Excel format. The system runs more reliably (less chance of the system crashing and taking down the rest of your programs in the process) on the Windows platform.
Red Wing Help—Red Wing builds extensive, fully integrated online help right into the system with plenty of “how to” and reference information, glossaries, and even direct access to the Internet. Cue cards stay on top of your screen and guide you step-by-step through most day-to-day routines. The practice systems (using the sample company) let you safely experience Red Wing's power and versatility.
Company Setup Wizard—The setup wizard will help you set up your data files. It doesn't matter whether you are migrating from our DOS product or are a brand new customer and are starting out with our Windows product. In both cases, the "Company Setup Wizard" will help get your data files set up properly.
Flexible Setup—Match Red Wing Accounting to your operation, rather than the other way around. Many features are optional, so you determine the information you need to track.
1-2 Introduction to Red Wing Windows Accounting Tightly Integrated—Once you enter your one-time setup information, it is carried across all modules, saving time and eliminating inconsistencies.
Comprehensive Reporting—Red Wing reporting is extremely flexible, with an almost infinite array of options and report ranges. The wide variety and design options for Red Wing’s Income Statements and Balance Sheets will satisfy the demands of any accountant, banker or tax adviser. You can even print checks, invoices, purchase orders and orders on dot-matrix printers, while printing all other reports on your laser or ink jet printer.
System Security—Easily separate access by data entry staff from that of management staff. If you need more control, have the system directly track user activity.
Snapshots—Often called “drill-down” or “look-up” capabilities, Red Wing gives you instant access to customer, vendor and inventory information. Track information all the way back to an original invoice or transaction.
Add Information “On-the-fly”— When you are entering a transaction, just one keystroke opens another screen for adding (or changing) a vendor, customer, inventory item, etc. You can even add information across modules.
Quick Lookups—Are you looking for a customer or a vendor, but can only remember the contact person? Press the F2 key to “pop up” a search window. Sort by “Contact” to quickly locate the customer or vendor. Quick Lookup is a great help when searching for invoices, general ledger entries and inventory items.
Full-featured Tax Tracking—Simplify your tax reporting with detailed tax reports and full tracking of government-mandated tax data.
Strong Inventory Control and Project Costing—The Inventory, Project Cost and Purchase Order modules give you the power to control your business bottom line before it controls you!
Unlimited number of companies. When setting up a new company you can copy information from an existing company. This makes starting up a new company much quicker.
Introduction to Red Wing Windows Accounting 1-3 What's New in Accounts Receivable Version 4.0 • New UOM plain paper invoice includes a unit of measure column on detail lines, along with an expanded inventory item number (from 14 to 19 These are just a few numeric characters). When printing invoices, select the new “Plain Paper, of the changes made UOM” in the form type field. to the newest version of the Windows • New Customer History Report shows detail activity for any time period. For Accounting Series. example, find a customer’s highest balance over a two-year period, the last payment received from a customer or how frequently a customer made purchases. Management Reports > Customer History Report. • New information appears on reprinted invoices, including Ship To, Ship No., Ship Via, Due Date and Discount Date. • All invoices (except dot matrix format) show Y (yes) for taxable and N (no) for not taxable in the Tax column, making them much easier to understand. (The tax class was formerly shown as a single-digit number that had no meaning for customers.) • New Apply Open Credit menu selection automatically applies credits to unpaid invoices for a range of customers. Much quicker and more efficient than previous versions. Enter Invoices/Payments > Apply Open Credit. • You cannot enter or modify the default cost for an inventory item (from the Red Wing Inventory system) on the Detail tab in Invoice Entry. Continue to enter costs for non-inventory items and System Manager inventory items. (In earlier versions, you could enter a cost, but it was ignored and the inventory cost was used.) • The Customer List has two new selection ranges, class code and salesperson code (using the “first” salesperson code entered for each customer), plus a new option to sort by salesperson code. • The Customer Snapshot sorts payment detail in descending order by payment date (the most recent payments are shown first) to match the way invoices are shown. • New option to sort the Top Customer Report by gross profit lists your most profitable customers first. • Set up “use tax” as well as sales tax in Tax Location Groups (System Manager). The use tax is calculated by multiplying the tax rate by the cost of the item purchased. Select sales tax or use tax when entering invoices and print the Sales Tax Report for sales tax, use tax or both. System Manager > Setup > Tax Location Groups and Accounts Receivable > End of Period >
1-4 Introduction to Red Wing Windows Accounting Sales Tax Report. • The detail version of the Daily Journal Report now shows project information for those who track projects. • New option to print statements in customer name order. Handy for filing internal copies in alphabetical order. Sorts by last name first and then by first name.
Order Entry • New UOM plain paper Packing Slip and Order formats include a unit of measure column on detail lines, along with an expanded inventory item number. When printing orders, select the new “Plain Paper, UOM” in the form type field. • New option to print Packing Slips in a dot matrix format with the new unit of measure column. When printing Packing Slips, select the new “Plain Paper, UOM” or “Preprinted Dot Matrix” in the form type field.
Accounts Payable • Detail lines on Purchase Orders print in entry order, rather than inventory item order. • New Vendor History Report shows detail activity for any time period. For example, find a vendor’s highest balance over a two-year period, the last payment sent to a vendor or how often purchases were made from a specific vendor in the past year. Management Reports > Vendor History Report. • New Invoice Payment option to “pay oldest” invoices first, based on the specific dollar amount you enter. Check Writing > Modify Selected Invoices. • The final two steps in Check Writing are run automatically. As soon as checks are printed, the Check Register is printed, followed by the Update Vendor Balances process. Cancel either step and run it later, if desired. • In Print Checks you can reprint a range of check numbers, rather than having to print every check from a specific point to the end of the batch. • Vendor phone number, fax number and contact name are printed on all Purchase Orders. • Print an online Purchase Order directly from Maintain Purchase Orders.
Introduction to Red Wing Windows Accounting 1-5 General Ledger • New option to run the Trial Balance Report for specific profit centers or for specific accounts. Another new option lets you choose to skip all zero balance accounts. • New Account Inquiry menu selection lets you view account details for any account balance for a specific year. Transaction Reports/Post > Account Inquiry. • New Check Register menu selection shows the balance and detailed transactions for an account over any time period. Useful, for example, if you want to see all checks written during a certain time period and the account balance at that time. Transaction Reports/Post > Check Register.
Inventory • When using serial numbers and entering Accounts Receivable invoices, the “unsold” serial numbers are listed first. However, when entering returns, the “sold” serial numbers are listed first. • Along with the item number, the inventory item description has been added to the Physical Inventory Counts Worksheet, making it easier to identify items. • A new Inventory Customization option lets you restrict cost changes to protect the cost information maintained within your system. • The default bin number is shown for each item on the Item Status and Inventory Valuation Reports. • Run the Safety Stock Alert report using either Available Quantity (taking into account current orders) or On Hand Quantity. • New Price List Report shows up to five selling prices for each inventory item. Use it to produce a Price Book for salespeople showing “calculated” selling prices. Reports > Price Book. • New Bill of Material Report shows ALL inventory items required by the selected assemblies, rather than showing only inventory items that are in short supply (as shown in the Shortage Report). Assemblies > Bill of Material Report.
1-6 Introduction to Red Wing Windows Accounting Red Wing System Manager—The control center for all Red Wing Windows modules. Applications Required to run the system.
For more detailed General Ledger—The key financial tool in the Red Wing Windows overviews of each Accounting Series. Double entry accounting system that tracks, reports, system, use the compares and analyzes information critical to the success of your business. Contents tab in online help. Accounts Receivable—Red Wing's key sales analysis tool, handling all receivable management activity. Use Red Wing modules as stand- Accounts Payable—The principle cash control and purchase analysis alone systems or component of Red Wing software. networked. Inventory—Total inventory management. Track how many items you have on hand, their cost, and know when you need to reorder.
Order Entry—Enter orders, check available inventory and keep customer purchase history. (Requires Accounts Receivable and Inventory.)
Point of Sale—Process over-the-counter sales and print receipts. (Requires Accounts Receivable, Inventory is optional.)
Project Cost—Manage projects efficiently, effectively and profitably.
Purchase Orders—Create purchase orders, send them to your vendors and then compare what you receive to those purchase orders. (Requires Accounts Payable, Inventory is optional.)
Payroll—A full-featured stand-alone system that can link to System Manager for check reconciliation, General Ledger for posting and Project Cost for transferring project information.
Introduction to Red Wing Windows Accounting 1-7 How This Manual is Organized
Chapter 1 Introduction—Overview of the Red Wing Windows Accounting Series.
Chapter 2 Red Wing Resources—An introduction to all the resources available with your system from Red Wing Business Systems.
Chapter 3 Installation—Steps for installing your software on both individual and network systems. Includes additional technical specifications and information on using the Installation Setup Wizard.
Chapter 4 Working in Red Wing—Introduction to the Red Wing Main Menu and standard Windows features found throughout the system.
Chapter 5 Hands-on Entry Tutorial—Experience using key commands to move through your Red Wing software. This practice system is an excellent opportunity to "get the feel" of working in Red Wing.
Chapter 6 Frequently Asked Questions—Answers to the most asked questions for new Red Wing users. Tips on getting started, opening a company, how to set up codes and IDs, etc. Also, explains common error codes.
Chapter 7 Toolbars, Menu Bars and Keyboard Commands—Detailed explanations of each toolbar, menu bar, report command and keyboard command.
Chapter 8 Red Wing Utilities—Learn how to make backups, restore data, compact databases and repair databases.
Chapter 9 Technical Comparison between DOS and Windows—Detailed comparison between the Red Wing DOS (version 8.0) accounting software and the Red Wing Windows accounting software. Primarily for customers migrating from one system to the other.
Chapter 10 Special Options—A brief overview of the add-on programs available for the Windows Accounting Series, including the Label Wizard, ASCII Input options, and a General Ledger Report Designer.
1-8 Introduction to Red Wing Windows Accounting Standards Used in This Manual
Notes and hints are identified by a push pin and are printed in italics. These are important messages and suggestions that can save you time and help you avoid potential problems.
Extremely important information is printed in boldface type. Not reading this information or following the suggestions offered can lead to serious problems.
Introduction to Red Wing Windows Accounting 1-9 NOTES:
1-10 Introduction to Red Wing Windows Accounting Chapter Two — Red Wing Resources
Red Wing provides a wide range of resources to make using your system easier and to help with a variety of needs. Review this information carefully and take advantage of all of Red Wing’s resources.
Contents Online Help...... 2-2 Cue Cards ...... 2-3 Custom Help...... 2-3 Installation Help ...... 2-4 Red Wing Company Setup Wizard ...... 2-4 Practice Systems...... 2-5 Customer Support Plans ...... 2-6 Training ...... 2-6 World Wide Web ...... 2-7 User Guides...... 2-7 Forms...... 2-7
When to Call Before calling... • Check the Cue Cards at the Main Menu. Customer • Press F1 (Help) on the screen you are having difficulties with. This will Support give you a complete description of the menu item and some How To’s. • Check FAQs in your Red Wing Windows Getting Started Guide, on our Web page www.redwingsoftware.com and in our newsletters. Have ready... 1. Version of the software installed. (The Versions button on the Main Menu will give you this information.) 2. System information: • PC Processor • RAM • Operating System 3. If your computers are networked, please have the following information available: • Type of network (Win95, Novell, Windows NT, etc.) Know which computer is the server.
Red Wing Resources 2-1 Online Help
Press F1 anytime for immediate online help! Secondary windows pop up to give you even more help.
Use the comprehensive Help Index to find any help topic quickly and efficiently.
The Help Contents and Index link to online help for all modules in the Red Wing Windows Accounting Series.
2-2 Red Wing Resources Cue Cards
Cue Cards stay on top of the screen and walk you through each step of a procedure.
Custom Help
Press Shift F1 to display a Custom Help window for any screen. Enter your own reminders, schedules, tips, etc.
Red Wing Resources 2-3 Installation Help
Press F1 during installation for immediate online help.
No more questions about single user versus network installation requirements!
The help is always available, even after installation.
Red Wing Company Setup Wizard
Select the Setup Wizard from the Main Menu Help menu bar and let the wizard walk you through your initial system setup.
2-4 Red Wing Resources Practice Systems
VERY IMPORTANT TO YOUR SUCCESS WITH RED WING!
Use Red Wing's sample company files and go through each system learning and experiencing the basics.
Install the Practice Systems from the CD-ROM. They are included as Adobe Acrobat .pdf files. An Adobe Acrobat Reader is also available. See page 3-10 for installation instructions.
Red Wing Resources 2-5 Customer Support Programs
For an explanation of Red Wing's Customer Support Plans are your key to success with Red Wing! when to call Customer Support, see page 2-1. • Quick access to a staff of highly skilled professional technicians.
• Toll-free telephone support.
• Discounts on upgrades, training, and more.
For Details Call 1-800-732-9464
Red Wing Training
One of the best ways to learn Red Wing is through our regular training sessions.
• Traditional classroom (class size is limited)
• Online NetMeeting training
• Beginning and advanced courses available
• On-site training available
For more information, call 1-800-732-9464
2-6 Red Wing Resources World Wide Web
Red Wing Business Systems maintains an active web site at:
www.redwingsoftware.com
Bookmark this site and check frequently for information on updates, training seminars, frequently asked questions, new releases and much more!
User Guides
Separate user guides for each application are available from your local Red Wing dealer or directly from Red Wing for a nominal charge. These handy books include practice systems, examples of reports, "how to" information and explanations of each menu selection.
Forms
Order your invoices, checks, statements and other forms from Red Wing Forms. Enjoy custom imprinting, hundreds of design options and the confidence that your forms will always work.
To Order Forms Call 1-800-294-9695
Or Visit: www.redwingforms.com
Red Wing Resources 2-7 NOTES:
2-8 Red Wing Resources Chapter Three — Installing Red Wing Windows Accounting
This chapter provides general installation information, including networking requirements. Much of this information is also available in online help during installation.
Contents Introduction / Setup Wizards ...... 3- 2 Technical Specifications Hardware ...... 3- 3 Software ...... 3- 3 Printer...... 3- 3 Single User / Demo Install...... 3- 4 Network Install ...... 3- 5 How to Switch from a Single-user (Stand-alone) System to a Multi-user System ...... 3- 8 Step-by-step Through the Installation Setup Wizard ...... 3- 9 Installing Practice Systems ...... 3-11 Uninstall...... 3-12 Miscellaneous Directory Structure ...... 3-13 Registry Entries...... 3-16 Red Wing Icons ...... 3-17 Installing with Office 2000 ...... 3-18
Installation 3-1 Introduction
Install Red Wing Windows on a stand-alone computer or on a network server for downloading to workstations.
Red Wing Windows requires Microsoft Access 8.0 or Microsoft Access Runtime 8.0 (included with the system). If you already have Microsoft Access 8.0, the runtime version that comes with the system is not installed.
Microsoft Access 8.0 is one component of Microsoft Office 97 Professional.
IMPORTANT: If you are installing onto a computer with Office 2000, be sure to read the last section of this chapter, beginning on page 3-18.
Setup Wizards There are two Setup Wizards for use in installing and setting up your Red Wing software:
• The Installation Setup Wizard walks you step-by-step through the installation of the software. It is also explained thoroughly in this chapter.
• The Red Wing Company Setup Wizard walks you step-by-step through setting up your accounting system data files. After installing your Red Wing software, install the Practice Systems (page 3-11) and first go through the Practice System for each module you have installed. This gives you an excellent overview of how each application works. From the menu bar on the Main Menu, select Help. Next, select Setup Wizard. Follow the steps on the Setup Wizard to set up your system correctly. For help on using the Setup Wizard, click on the Help button located on the Setup Wizard screen.
3-2 Installation Technical Specifications
Hardware Ram Memory 32 MB or greater (Red Wing requires a 32 bit Microsoft Windows operating system.) (Recommended) CPU Pentium 150 MHz or greater (266 MHz or greater is recommended!) Video Card SVGA or greater (800 x 600) Disk Space 100 MB or greater
Software • Microsoft Windows 95 or greater • Microsoft Windows NT Workstation 3.51 /w Service Pack 5 or greater • Microsoft Windows NT Workstation 4.00 /w Service Pack 3 or greater • Microsoft Windows NT Server 3.51 /w Service Pack 5 or greater • Microsoft Windows NT Server 4.00 /w Service Pack 3 or greater
Printers • Laser or inkjet printer(s). • Also, dot matrix (continuous feed) printers can be used for checks, invoices, orders and purchase orders. However, they CANNOT be used for 1099 forms, which require a laser printer. • ALL forms must be 8-1/2" x 11". Accounts Payable 1099 forms require a laser printer.
Novell Netware File and record lock parameters may have to be raised to successfully use Red Parameters Wing Windows products with Netware. These parameters should be included in Netware’s AUTOEXEC.NCF file and entered manually from a console prompt. Suggested settings are: Maximum record locks = 200000 Maximum record locks per connection = 10000 Maximum file locks = 10000 Maximum file locks per connection = 1000
Installation 3-3 Single User / Demo Installation
Single User or 1. Start Microsoft Windows. Demo CD-ROM 2. Close all other applications, including mail and the Microsoft Office Shortcut Bar. 3. Insert the Red Wing CD-ROM in the CD-ROM drive. 4. Windows launches Red Wing’s Installation Setup Wizard automatically. Note: If Red Wing does not start up automatically (auto launch), follow this procedure: 1. From the Windows desktop, click Start, click Run. (For Windows NT 3.51, from the Program Manager, click File, click Run.) 2. Enter d:\Launch.exe (where d is the drive letter of your CD-ROM) and click OK. 5. Click the Install Software icon. 6. Follow the step-by-step instructions on page 3-9.
Single User or 1. Start Microsoft Windows. Demo Diskette 2. Close all other applications, including mail and the Microsoft Office Shortcut Bar. 3. Install Microsoft Access Runtime 8.0 if Microsoft Access / Office 97 is not currently installed. (If you are updating Red Wing Windows, version 3.0 or higher, do not re-install Microsoft Access Runtime.) • Insert the first disk from the Microsoft Access Runtime 8.0 disk set into your diskette drive. • From the Windows desktop, click Start, click Run. (For Windows NT 3.51, from the Program Manager, click File, click Run.) • Enter a:\setup.exe (where a is the drive letter of your diskette) and click OK. • Follow the instructions for each dialog. 4. Install Red Wing Windows • Insert the first disk from the Red Wing Windows disk set into your diskette drive.
3-4 Installation • From the Windows desktop, click Start, click Run. (For Windows NT 3.51, from the Program Manager, click File, click Run.) • Enter a:\setup.exe (where a is the drive letter of your diskette) and click OK. • Follow the step-by-step instructions on page 3-9.
Network Installation
All network installations MUST be installed from a workstation to the server (do not install directly on the server). In other words, DO NOT run the installation process while sitting at your server (the main computer that will serve as your network “hub”).
Windows NT 1. Use TCP/IP protocol, if possible. Specifications 2. Make sure you have NetBios enabled if using IPX/SPX 3. Make sure you have service pack 3 installed on the server if you are using Windows NT 4.xx 4. Make sure you have service pack 5 installed on the server if you are using Windows NT 3.51 5. Check the date and version of VREDIR.VXD on Windows 95 workstations. 6. Any VREDIR dated 08/24/96 or 07/25/97 have problems and should be updated. 7. Replacement drivers can be found at ftp://ftp.microsoft.com/softlib/mslfiles/vrdrupd.exe 8. The Shared volume should be left with EVERYONE = FULL ACCESS. 9. The Red Wing directories (RWBS2 and RWBS2S) should be set so the users have Change/Change rights. 10. An NTFS partition is recommended.
Installation 3-5 Novell Netware File and record lock parameters may have to be raised to successfully use Red Parameters Wing Windows products with Netware. These parameters should be included in Netware’s AUTOEXEC.NCF file and entered manually from a console prompt. Suggested settings are: Maximum record locks = 200000 Maximum record locks per connection = 10000 Maximum file locks = 10000 Maximum file locks per connection = 1000
Peer-to-Peer Follow the same instructions as for a standard network install. Installation using Windows 95 This installation MUST be installed from a workstation to the server (do not install directly on the server). In other words, DO NOT run the installation process while sitting at your server (the main computer that will serve as your network “hub”).
Installation from Step 1 -- Install to the server from a workstation CD-ROM 1. Start Microsoft Windows on the workstation. (You must have Administrative privileges.) 2. Close all other applications, including mail and the Microsoft Office Shortcut Bar. 3. Insert the Red Wing CD-ROM into the CD-ROM drive. 4. Windows will automatically launch Red Wing’s Installation Setup Wizard. Note: If Red Wing does not start up automatically (auto launch), follow this procedure: 1. From the Windows desktop, click Start, click Run. (For Windows NT 3.51 from the Program Manager, click File, click Run.) 2. Enter d:\Launch.exe (where d is the drive letter of your CD-ROM) and click OK. 5. Click the Install Software icon. 6. Follow the step-by-step instructions on page 3-9. Note: Select Server from the Setup Type dialog.
3-6 Installation Step 2 -- Download to each workstation that uses Red Wing Windows. 1. Start Microsoft Windows on the workstation. 2. From the Windows desktop, click Start, click Run. (For Windows NT 3.51, from the Program Manager, click Start, click Run.) 3. Enter f:\Rwbs2S\Setup.Exe (where f:\Rwbs2S is the drive letter and path for the server installation) and click OK. 4. Follow the instructions for each dialog, accepting the default at each prompt. Note: Select Workstation from the Setup Type dialog.
Installation from Step 1 -- Install to the server from a workstation Diskette 1. Start Microsoft Windows on the workstation. (You must have Administrative privileges.) 2. Close all applications, including mail and the Microsoft Office Shortcut Bar. 3. Insert the first disk from the Red Wing Windows disk set into your diskette drive. 4. From the Windows desktop, click Start, click Run. (If you are using Windows NT 3.51, from the Program Manager, click File, click Run.) 5. Enter a:\setup.exe (where a is the drive letter of your diskette) and click OK. 6. Follow the step-by-step instructions on page 3-9. 7. Note: Select Server from the Setup Type dialog.
Step 2 -- Install Microsoft Access on each workstation. 1. Start Microsoft Windows on the workstation. 2. Install Microsoft Access Runtime 8.0 if Microsoft Access / Office 97 is not currently installed. (If you are updating Red Wing version 3.0 or higher, do not re-install Microsoft Access Runtime. 3. Insert the first disk from the Microsoft Access Runtime 8.0 disk set into your diskette drive. 4. From the Windows desktop, click Start, click Run. (Or, for Windows NT 3.51, from the Program Manager, click File, click Run.) 5. Enter a:\setup.exe (where a is the drive letter of your diskette) and click OK.
Installation 3-7 6. Follow the instructions for each dialog.
Step 3 -- Download to each workstation that uses Red Wing Windows. 1. From the Windows desktop, click Start, click Run. (Or, for Windows NT 3.51, from the Program Manager, click File, click Run.) 2. Enter f:\Rwbs2S\Setup.Exe (where f:\Rwbs2S is the drive letter and path for the server installation) and click OK. 3. Follow the instructions for each dialog, accepting the default at each prompt. Note: Select Workstation from the Setup Type dialog.
Installation -- Step-by-Step
Overview After completing the preliminary steps for either single-user/demo (page 3-4) or network installations (page 3-5), the following “dialogs” are displayed as you proceed through the Installation process.
Welcome Dialog Close all applications, including e-mail and the Microsoft Office Shortcut Bar. • Click Next if all other applications are closed. • Click Cancel to exit the Installation Setup Wizard.
Activation Key • Click Demo to install a 30-day trial version of the Red Wing Windows Dialog Accounting Series. No activation key is required. • Click Purchased and enter your activation code to install the system. Keep the activation key in a safe place. You will need it to install future updates. • Click Back to return to the Welcome dialog. • Click Next to continue to the Setup Type dialog. • Click Cancel to exit the Installation Setup Wizard.
3-8 Installation Setup Type Dialog Select a setup type and destination path. Options are: Single User (full install default directory=tag">c:\rwbs2; demo default directory=c:\rwbs2D) Server (default directory=c:\rwbs2S) Workstation (default directory=c:\rwbs2) • Click Browse to select a different destination path. If you are installing an update to an existing 32-bit Red Wing application (Red Wing 3.0 or greater), you must select the same destination path as your previous install. Do not attempt to install the 32-bit version into a 16-bit (Windows 3.x) directory (normally, rwbs or rwbssrvr). • Click Back to return to the previous dialog. • Click Next to continue. • Click Cancel to exit the Installation Setup Wizard.
Select Program The Installation Setup Wizard creates icons (page 3-17) under the Program Folder Dialog Folder name entered on this dialog. • Click Back to return to the previous dialog. • Click Next to continue. • Click Cancel to exit the Installation Setup Wizard.
Start Copying Confirm the information selected for your installation. Files Dialog • Click Back to return to the previous dialog. • Click Next to continue. The system will copy files and create registry entries (page 3-16) and create icons (page 3-17). • Click Cancel to exit the Installation Setup Wizard.
Installation 3-9 How to Switch 1. From a workstation that does not currently have Red Wing, install the from a Single-user programs to the server. (Stand-alone) System to a Multi- 2. Download to this workstation. user System 3. Log in to the Accounting Software and create a company with the same 3-character code as your original company.
4. Exit the Accounting Software.
5. (If you have Payroll), log in to Payroll and create a company with the same 3-character code as your original company.
6. Exit Payroll.
7. Copy the data files for this company from the original stand-alone workstation to the folder (for this company) on the server.
8. Go into the Accounting Software from the workstation to which you downloaded and verify that your data is there. Do the same in Payroll (if applicable).
9. If all of your data has been copied, uninstall the stand-alone version from the original workstation.
10. Delete the rwbs2 directory from the original workstation.
11. Download to all workstations, including the original stand-alone one.
3-10 Installation Installing Practice Systems
Introduction You can install the Practice Systems from the CD-ROM. Be sure to go through the Practice Systems before entering your own data into the Red Wing software. The Practice Systems use a sample company to introduce you to many of the features of the system safely and efficiently.
If you are using 1. Start Microsoft Windows on the workstation. Windows 95 or 2. Close all other applications, including mail and the Microsoft Office Windows NT 4.xx Shortcut Bar. 3. Insert the Red Wing CD-ROM into the CD-ROM drive. 4. Windows will automatically launch Red Wing’s Installation Setup Wizard. Note: If there is a problem with the CD-ROM and Red Wing does not start up automatically (auto launch), follow this procedure: 1. From the Windows desktop, click Start, click Run. 2. Enter d:\Launch.exe (where d is the drive letter of your CD-ROM) and click OK. 5. Click the Install Practice System icon. 6. Follow the step-by-step instructions
If you are using 1. Start Microsoft Windows. Windows NT 3.51 2. Close all other applications, including mail and the Microsoft Office Shortcut Bar. 3. Insert the Red Wing CD-ROM into the CD-ROM drive. 4. From the Program Manager, click File, click Run. 5. Enter d:\Launch.Exe (where d is the drive letter of your CD-ROM) and click OK. 6. Click the Install Practice System icon. 7. Follow the step-by-step instructions.
Installation 3-11 After Installation: If you do not have the Adobe Acrobat reader installed on your computer, you can install the copy found on the CD-ROM. To install the Adobe Acrobat reader, double-click on the rs40eng.exe file (located in your "install" directory; i.e. c:\rwbs2\manuals) and follow the on-screen instructions.
IMPORTANT: If you already have the Adobe Acrobat reader installed, it must be version 4.0 or higher to read practice systems.
Printing the The Practice Systems are installed in a MANUALS directory inside the directory Practice Systems where you installed your Red Wing programs. Select any one of the files in the MANUALS directory and double-click to open the file. (The Adobe Acrobat reader must be installed on your computer to open the file.)
Uninstall
If you are using 1. From the Windows Desktop, click Start, click Settings, click Control Panel. Windows 95 or 2. From the Control Panel window, click Add/Remove programs. Windows NT 4.x 3. Click on one of the following entries in the order shown below: • Microsoft Access Runtime 8.0 • Red Wing Windows 2 (Server) • Red Wing Windows 2 (Demo) • Red Wing Windows 2 4. Click Add/Remove once the entry is selected. 5. When Windows asks if you want to Remove Shared Files, click on the No to All button. 6. Return to step 3 to remove each of the programs you have installed.
If you are using 1. From the Program Manager, locate the common program group which Windows NT 3.51 contains Red Wing Windows, click the Uninstall icon. Uninstall the applications in the following order. • Microsoft Access Runtime 8.0 • Red Wing Windows 2 (Server) • Red Wing Windows 2 (Demo) • Red Wing Windows 2 2. Return to step 1 to remove each of the programs you have installed.
3-12 Installation Directory Structure
CD-ROM
• AgCHEKW contains an installable copy of the Red Wing Windows AgCHEK Series. • RWBS contains an installable copy of the Red Wing Windows Accounting Series. • RWBS\DosImprv contains the DOS conversion latest improvements • RWBS\Payroll contains an installable copy of the Red Wing DOS Payroll • RWBS\Practice contains an installable copy of the Adobe Acrobat Reader and the PDF (Practice System) files used for the Red Wing Windows Accounting Series. • RWBS\WSMSA8 contains an installable copy of Microsoft Access Runtime 8.0.
Single User
• RWBS2 contains all the Red Wing files required to run Red Wing Windows. • RWBS2\NEW contains the new template files used to create a new company. • RWBS2\SYS contains the company information. • RWBS2\PRACTICE contains an installable copy of the Adobe Acrobat Reader and the PDF (Practice System) files used for the Red Wing Windows Accounting Series. • RWBS2\SAM contains the sample files.
Installation 3-13 Demo
• RWBS2D contains all the Red Wing files required to run the Red Wing Windows Demo. • RWBS2D\NEW contains the new template files used to create a new company. • RWBS2D\SAM contains the sample files. • RWBS2D\PRACTICE contains an installable copy of the Adobe Acrobat Reader and the PDF (Practice System) files used for the Red Wing Windows Accounting Series. • RWBS2D\SYS contains the company information.
Workstation
• RWBS2 contains the Red Wing Windows program and supplemental files required to run from a server version of Red Wing Windows. • RWBS2\PRACTICE contains an installable copy of the Adobe Acrobat Reader and the PDF (Practice System) files used for the Red Wing Windows Accounting Series.
Data is stored in a shared location on the server.
3-14 Installation Server
• RWBS2S contains all the Red Wing files required to run Red Wing Windows. • RWBS2S\NEW contains the shared new template files used to create a new company. • RWBS2S\SAM contains the shared sample files. • RWBS2S\SYS contains the shared company information. • RWBS2S\WSFONTS files are copied to the Windows Fonts directory during a workstation download. • RWBS2S\WSLIB files are copied to the Red Wing Windows common directory (program files/common files/Red Wing Windows) during a workstation download. • RWBS2S\WSMSA8 files are used to automatically install Microsoft Access Runtime 8.0 to the workstation. • RWBS2S\WSOFFICE files are copied to the Microsoft Office directory during a workstation download. • RWBS2S\WSSYS files are copied to the Windows System directory during a workstation download. • RWBS2S\WSSYSSR files are copied to the Windows System directory during a workstation download.
Installation 3-15 Registry Entries
Introduction Registry entries created by the Installation Setup Wizard are created under the [HKey_Local_Machine\Software] key. Red Wing Windows creates additional values under the [HKey_Local_Machine\Software\Red Wing Business Systems, Inc.\Red Wing Windows\2.01.000] key for each installed module.
[HKey_Local_Machine] [Software] [Red Wing Business Systems, Inc.] [Red Wing Windows] See note #1 [2.01.000] ActivationKey “User’s activation key” “” RegisteredOrganization RegisteredOwner “” ShowIntro “1” to show intro screen, “0” skips intro screen [FirstTime] P2Pserver "1" when the peer-to-peer workstation/server are the same machine/computer; otherwise, "0" ProgPath “C:\Rwbs2” See note #2 SamPath “C:\Rwbs2\Sam” See note #2 Setup “1” to run first time, “0” skips first time SysPath “C:\Rwbs2\Sys” See note #2 [Jet] [3.5] [Engines] SystemDB “C:\Rwbs2\RwAdmin.Mdw” See note #2 [Report Formats] HTML “html,SOA_RptToHtml,1,HTML (*.html),1” Microsoft Excel “xls,SOA_RptToBIFF, Biff5,Microsoft Excel (*.xls),0” MS-DOS Text “txt,SOA_RptToAscii,1,MS-DOS Text (*.txt),0” Rich Text Format “rtf,SOA_RptToRTF,Rich Text Format,Rich Text Format (*.rtf),0” [Run-Time Options] AppHelpFile “C:\Rwbs2\Sm2.Hlp” See note #2 AppIcon “C:\Rwbs2\Rwbs2.Ico” See note #2 AppStartupScreen “C:\Rwbs2\Rwbs2.Bmp” See note #2
Note #1: The [Red Wing Windows] key will vary based on setup type. Single User: Red Wing Windows Server: Red Wing Windows (Server) Demo: Red Wing Windows (Demo) Workstation: Red Wing Windows Note #2: The paths will vary based on user selected destination path and the setup type. Single User Default: C:\Rwbs2 Server Default: F:\Rwbs2S Demo Default: C:\Rwbs2D Workstation Default: C:\Rwbs2
3-16 Installation Red Wing Icons
Overview The Installation Setup Wizard creates several icons using the following properties:
Red Wing Windows Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" "C:\Rwbs2\Rwbs2.Mdb" /excl /runtime /profile Rwbs2 /cmd Ver:2.01.000
Red Wing Utility Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" "C:\Rwbs2\RwUtil2.Mde" /excl /runtime /profile Rwbs2 /cmd Ver:2.01.000
Red Wing Windows (Demo) Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" "C:\Rwbs2D\Rwbs2.Mdb" /excl /runtime /profile Rwbs2 /cmd Ver:Demo2.01.000
Red Wing Utility (Demo) Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" "C:\Rwbs2D\RwUtil2.Mde" /excl /runtime /profile Rwbs2 /cmd Ver:Demo2.01.000
Notes 1. Quotes ( " ) must be used as part of the Target. 2. "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" is based on the location of Microsoft Access or Microsoft Access Runtime. 3. "C:\Rwbs2\Rwbs2.Mdb" is the executable file name. 4. /excl opens the MDB exclusively. 5. /runtime is used when Microsoft Access Runtime is installed. 6. /profile tells Access which run-time options to use. 7. /cmd tells Red Wing which sub key to access from the registry.
Installation 3-17 Office 2000 and Red Wing
Introduction With the recent release of Microsoft Office 2000, several issues have come to light that may affect the use and operation of Red Wing Windows Products including the Windows Accounting Series.
Issue 1 Start the Office 2000 Setup but watch very carefully during the first few setup screens for the option to do a Customized Setup. Use that selection! Do NOT How to add Office use the button labeled Update Now. When the Customized Setup option is 2000 to a computer invoked, Setup checks for earlier versions of Office and displays those findings where a Red Wing while asking if it should "Keep These Programs." Be very careful, making sure Windows product is you keep Access 2.0 or Access 97 on the computer. Allow Setup to remove older already installed. versions of Word, Excel, PowerPoint, Outlook, etc., if they are not needed anymore. Proceed with the Office 2000 Setup and everything should be fine.
The key point is that the default setup routine supplied with Office 2000 assumes it should replace all earlier versions and components of Office. The Red Wing Windows products are built around earlier versions of Microsoft Access, components of older Microsoft Office versions. The programming code written for these Red Wing products are NOT compatible with Access 2000. They require the older Access versions in either full or runtime installs. So, if you run the default setup for Office 2000, the older Access will no longer exist on the computer and Red Wing won’t run!
Issue 2 From the Red Wing Windows CD, install Access Runtime to its default directory \WsMSA8. Install the Red Wing programs to the network server or stand-alone How to install Red computer. If running the Windows Accounting Series on a network, do the Wing Windows Workstation Download. Verify that the Red Wing Windows software operates products on a new properly. At this point, some key files in the Office 2000 installation may have computer that already been overwritten by the older versions. That is why it is necessary to run the has Office 2000. Office 2000 Setup with the Customize option and be sure to "Keep These Programs" as discussed above.
3-18 Installation Issue 3 This differs from Issue 2 because an attempt was made to open Red Wing with Office 2000 present. Several default settings, data paths and registry entries are A new copy of Office now invalid. If your technical skills aren’t compatible with the following 2000 software was instructions, be sure to enlist some local expertise or call Red Wing Technical installed on a Support. To correct this situation, use the Control Panel feature Add/Remove computer using Red Programs and the following step by step process. Wing Windows and an attempt was made 1. Uninstall Office 2000. to enter Red Wing. 2. Uninstall Red Wing. Any number of odd 3. If Access Runtime is still there, uninstall it. things happen when 4. Open Windows Explorer. attempting to use 5. Find the company data subdirectories under \RWBS or, when networked, Red Wing, but one \RWBS2S. thing is for sure, you 6. Copy company data folders to a safe place like a \TEMP or \BAK can’t get into your subdirectory. accounting software. 7. Delete all Red Wing and Microsoft Office folders including: \RWBS2, \RWBS2S, \Program Files\Microsoft Office. 8. Close Windows Explorer. 9. At the Windows Desktop, click Start, Run, and type REGEDIT. 10. Click OK. 11. Once in the registry editor, make a backup of the registry by selecting Registry, Export Registry File, … 12. Delete the registry key \HKEY_CURRENT_USER\Software\Microsoft\Office. 13. Delete the registry key \HKEY_LOCAL_MACHINE\Software\Microsoft\Office. 14. Delete the registry key \HKEY_LOCAL_MACHINE\Software\Red Wing Business Systems, Inc. 15. Exit the registry editor. 16. Shut down the computer and turn it off. Allow it to rest for 15 – 20 seconds. 17. Restart the computer. 18. Reinstall Access Runtime from the Red Wing CD. 19. Reinstall Red Wing Windows to your original configuration. 20. In Red Wing, use the sample company (SAM) to verify that everything seems OK. 21. Open Windows Explorer. 22. Copy company data files back to their original location under \RWBS2 or \RWBS2S. 23. From the Red Wing System Manager Main Menu, add new companies using existing data. 24. Change to those companies one at a time to verify that all data is intact. 25. Reinstall Office 2000, using Customized Setup. See Issue 1, page 3-18.
Installation 3-19 Important Office • Use Customize Setup to prevent Office 2000 from deleting older Office 2000 Things versions We’ve Learned • When using multiple Office versions, install the oldest version first
• Windows Uninstall may not be thorough; you may have to manually delete some folders and registry keys
• Failed or aborted install attempts may corrupt the Windows Registry causing serious computer problems
• Office 2000 Setup overwrites all Office 95/97 icons in the Windows Start Menu
3-20 Installation Chapter Four — Working in Red Wing
Get acquainted with Red Wing's Main Menu, the key navigational tool in the Red Wing Windows Accounting Series. Also, review the standard Windows features found throughout Red Wing software.
Contents How to Use the Main Menu Overview...... 4-2 Change Company button...... 4-3 Suggestions button ...... 4-3 Versions button...... 4-3 System Information...... 4-3 Cue Cards...... 4-4 Red Wing Windows Standards Entry Screens ...... 4-4 Sample Entry Screen ...... 4-5 Moving From One Field to the Next ...... 4-5 Pull-down Menus...... 4-6 Menu Bar ...... 4-6 Control Menu Box ...... 4-6 Toolbar ...... 4-7 Minimize and Maximize Buttons ...... 4-7 Status Bar...... 4-7 Entry Field ...... 4-8 Check Box ...... 4-8 Combo Box...... 4-8 Option Buttons...... 4-8 Command Buttons ...... 4-9 Quick Selection...... 4-9 Scroll Bar...... 4-9 Record Selector Buttons...... 4-9
Working in Red Wing 4-1 How to Use the Main Menu
Overview The Main Menu is the "control center" of your Red Wing application. It is displayed when you start Red Wing and also when you press Ctrl M.
Use your mouse or right, left, up and down arrow keys to move from section to section in the Main Menu. To select an item from a menu, double-click the item or use the up and down and right and left arrow keys to highlight the item and press Enter.
To exit the Main Menu, double-click the control box button (in the upper left corner of the menu) or press Alt F X.
The Main Menu is divided into four quadrants as follows:
Each installed application is listed in the upper left section of the Main Menu.
The menu selections for the highlighted application are shown in the lower left section of the Main Menu.
4-2 Working in Red Wing The lower right section shows submenu selections for the highlighted menu selection (shown in the lower left section). Select these and press Enter or double-click on them to display an entry screen.
The upper right section lists four command buttons.
Press F1, use the Help Menu on the menu bar or click on the help tool for help anytime!
Change Company Use this selection to change to a different company's records. button
Suggestions Use this screen to enter suggestions about specific applications. When you are button finished you can print the suggestion and mail or fax it to Red Wing Business Systems, Inc. The information is printed as a Product Suggestions Report, ready for submittal.
Versions button This selection shows a list of all currently installed Red Wing applications and their current database path. The application ID, description, version and installation date are listed. The information is updated automatically each time you install an update to your current system.
System This selection gives you access to some of the "inner workings" of your Red Information Wing Accounting system. In general, most options are needed only when working with Red Wing Customer Support to solve a problem. The four tabbed screens are: Data Paths—This tab shows the file names and locations for each of the modules under the selected Company ID. Applications—Use this tab to locate program files and install or uninstall specific files; features that are generally used by Red Wing developers and Customer Support personnel.
Working in Red Wing 4-3 Users/Registration—This tab lists basic information about your system. The User List shows the computer names that are currently in the system. Advanced—This tab lists the libraries you are using and other technical information. This information is used primarily by developers and Red Wing Customer Support. Use only under the direction of Red Wing Customer Support.
See online help for more details. (Search for System Information on the Index tab.)
Cue Cards Online help that stays on top of your screen as you follow the step-by-step procedure.
Red Wing Windows Standards
Entry screens An entry screen is any window through which you can communicate with (make entries into) your Red Wing system. They are usually displayed when you make a menu selection from the Main Menu.
When you close an entry screen, all changes are saved. To close an entry screen, double click on the toolbox in the upper left corner of the entry screen OR click on the Close button, when available, OR click on the close icon in the toolbar.
To exit the screen without saving your changes press Escape (Esc) twice to clear entries or select the Cancel button, if available.
4-4 Working in Red Wing Sample entry screen Minimize/ Maximize Menu bar Toolbar buttons
Control menu box
Entry Combo box fields Command button Header section
Detail Check box section
Totals section
Moving from one To move from one option to the next, press Tab, type Alt +(underlined field to the next on letter), or use your up and down, right and left arrow keys. an entry screen
You can also press the Enter key to move from one option to the next or, alternately, to save the record, depending on how it is set up in View options.
Working in Red Wing 4-5 Pull-down menus Click your left mouse button on a heading in the menu bar or type Alt + any underlined letter on the menu bar to display a pull-down menu. • Each pull-down menu item has a command associated with it or a further list of options. All are standard Windows commands. When you select a pull-down menu option, an action is taken (such as Exit) or an additional pull-down menu or dialog box is displayed. • Dimmed (grayed-out) text indicates options that are not available. • To close a menu, click anywhere outside the menu, press Alt to cancel the menu and return to the desktop, or press Esc to close it and remain on the menu bar.
Menu bar
The menu bar lists available menu categories which control common activity in the system. To activate a menu selection, press Alt plus the underlined letter of the selection (or selections). For example to open Print on the File Menu, press Alt F P.
Control menu box The Control Menu is used to control the windows on your desktop. An alternative to using the menu is to use your mouse. • To quickly close a window or report, double-click on the Control Menu Box in the upper left corner of your main window. • To open the Control Menu, click once or press Alt Spacebar. • To close the Control Menu, point to the Control Menu Box and click the left mouse button once, or click on Close, or press Alt F4.
4-6 Working in Red Wing Toolbar
The toolbar displays buttons you can click on with your mouse for quick access to specific functions. For example, click on the closing door to close the current window (it is removed from the screen).
Use the toolbar buttons to close files, to print reports, to get help, etc. When toolbar buttons are "dimmed," they are inactive and are not available for use.
For descriptions of frequently used tools see Chapter Seven.
Minimize and Use these buttons, located in the upper right corner of your screen, to shrink maximize buttons the window to an icon or fill the entire desktop or screen area.
Status bar
The status bar is a line of information displayed at the bottom of your screen. It shows the current company, the ID of the user logged into the machine, and whether the Lookup or Maintenance commands are available for the active field. Lookup Command — This option lets you locate a value for an active entry field by searching according to name, contact, zip code, etc. For example, if you need the vendor ID of a company and you know only the name of the person you do business with, you can locate the vendor ID by searching by contact person. This command is available when F2 Lookup is displayed on the status bar.
Maintenance Command — This option lets you update information without having to quit your current task. For example, if you are entering transactions and discover the vendor has not been set up, you can double-click on the Vendor ID entry field (or press F6) and define the vendor, then return to the transaction. This command is available when F6 Maint is displayed on the status bar.
Working in Red Wing 4-7 Entry field Type information into these boxes (fields) on a dialog or accept the default information shown.
You are not required to enter information into every entry field. However, if you skip a required entry field, the system reminds you to enter information in the field when you attempt to save the record.
Check box Click on a check box to select (place a check mark in the box) or unselect (clear the check mark from the box). A check mark indicates yes / true / include. An empty check box indicates no / false / exclude. You can also use your Spacebar to select or unselect the option when it is highlighted.
Combo box A combo box displays a list of available options for a field. You can also type a new entry to be added to the list on some fields. Click on the down arrow to see a list of system choices (or type Alt ). Type the first character or highlight a selection and press Enter to select any of the available choices.
See Chapter Seven for a list of combo box key commands.
Option buttons Select only one option button in an option group at a time. Click to select or type Alt +(underlined letter) and press the Spacebar.
4-8 Working in Red Wing Command buttons
Click on a command button to cause an immediate action, indicated by the name of the button. Frequently used command buttons include Close and OK.
Quick selection Whenever you have a list of records or transactions, you can quickly select a record by placing the mouse pointer on a row and double-clicking your left mouse button to select it.
Scroll bar Use scroll bars to move to unseen parts of the selection list or entry screen. Click on the up or down arrows or click on the slider bar to move the list on the screen up and down.
Record selector buttons Use these buttons to move from one record to the next. Each is described in Chapter Seven, Toolbars, Menu Bars and Key Commands.
Working in Red Wing 4-9 NOTES:
4-10 Working in Red Wing Chapter Five — Hands-on Entry Tutorial
Use this chapter as a tutorial to learn how to navigate Red Wing Windows Accounting Applications using your keyboard, rather than the mouse. This can greatly speed your day-to-day activity.
Contents Introduction...... 5- 2 Navigate the Main Menu...... 5- 3 Exit an entry screen...... 5- 4 Move from one field to the next...... 5- 5 View and select options...... 5- 6 Change an entry...... 5- 7 Select or clear a check box...... 5- 8 Move from one record to the next and add new records ...... 5- 9 Delete a record...... 5-10 Select options with radio buttons ...... 5-11 More keyboard help...... 5-12
How to Start To start your system, double-click on the Red Wing Windows icon. A Logon screen is displayed. Type the Name and Password. (The Red Wing password must be in lower case letters). Click on OK. Accounting If you have just installed the system, type Admin for the Name and password (lower case only) for the Password. If you have not registered your software, a Registration screen appears. Call Red Wing and register. (You can use the system up to 10 times before registering it.) Click on Continue. The next screen shows all Red Wing modules and how they integrate with each other. Click on any module "button" to continue. The Main Menu is displayed. Click on System Manager to access the System Manager menus.
Hands-on Entry—Tutorial 5-1 Using key commands for hands-on entry
Overview Many Red Wing Accounting users find they want to navigate as much as possible using key commands, rather than their mouse. Use this exercise to practice making menu selections and moving through screens using only keystrokes.
Make sure you are working with the Sample Company (SAM) while practicing these keyboard techniques. Select Change Company on the Main Menu of you need to change to SAM.
5-2 Hands-on Entry—Tutorial Navigate the Main Menu
• Overview
Use your right and left arrow keys to move from the list of modules to the main menu selections and then to the sub-menu selections. ( )
Use the up and down arrow keys to move up and down through a series of menu selections. ( )
Once a sub-menu selection is highlighted, press Enter to open that window.
• Practice
Make sure System Manager is the module selected in the upper left quadrant of the Main Menu. If it is not, press your up arrow key until it is highlighted.
Press your right arrow key to move to the main menu selections. The first selection (Company Setup ) is highlighted.
Press your right arrow key to move to the sub-menu selections. Then use your down arrow key to highlight Company Information.
Press the Enter key to open the Company Information screen.
Hands-on Entry—Tutorial 5-3 Exit an entry screen
• Overview To exit an entry screen, saving all changes, press the F7 function key or click on the close window icon {Or, if there is a Close button, you can press the Alt key and type the letter C (Alt C).}
• Practice Press the F7 function key to return to the Main Menu. Press Enter to return to Company Information.
5-4 Hands-on Entry—Tutorial Move from one field to the next
• Overview
To move from field to field on an entry screen, press the Enter or Tab keys. This saves a new or changed entry. To select any tab, button, or field name with an underlined letter, you can always press the Alt key If a letter is underlined in the entry and type the letter. field name, press Alt plus the underlined letter. This feature lets you move from section to section on large entry screens more quickly
You can also use the arrow keys to quickly move from field to field if you are not changing them.
• Practice
Press Enter to move down to the City field on the Company Information screen.
To return to the Company ID field, press Tab and use the up arrow key .
Experiment by moving around the Company Information screen using your arrow keys and the Tab key.
Hands-on Entry—Tutorial 5-5 View and select options (open the combo box)
• Overview
To view all available options for a field (when a combo box is Fast Find Capability: If you know the first letters available), press Alt and the down or numbers of the code or ID you are selecting, type arrow (Alt ) to open the selection them into a field. The selection box will display codes box or click on the combo box. or IDs starting with those characters.
Use your arrow keys to move the highlighter bar up and down the options in the selection box. Press Enter to select the highlighted option.
• Practice
Use your down arrow (or Enter or Tab) keys to move to the Country field.
Press Alt and the down arrow key (Alt ) to open the selection box.
Type the letter c. The highlighter bar will move up to CAN. Use your down arrow to move it to MEX.
Press Enter to select Mexico. Because the F6 Maint option is available when you are on the Country field, you can also press F6 when the cursor is Next, to take even quicker in that field to add a new country “on the fly” or change advantage of the fast find capability, country information, such as the postal code format. use your up arrow to move back to the country field. Do not open the selection box, but rather type the letter u in the Country field. The code for the United States is displayed. Press Enter to save it and move to the next field.
5-6 Hands-on Entry—Tutorial Change an entry
• Overview
To change the information displayed in a field, go to the field and enter the new information. The current entry is replaced. Type the new information and press Enter (or Tab) to save it and move to the next field.
• Practice On the Company Information screen, move to any address field and type a different address. Press Enter or Tab to save it, while moving to the next field.
Hands-on Entry—Tutorial 5-7 Select or clear a check box
• Overview
To select a check box, position the cursor on it and click with the left mouse button. This puts a check mark in it (or removes the check mark). Or, you can tab down (or use your arrow keys or the Enter key) to the field and press the space bar. This works as a toggle switch, either selecting or clearing the box. Press Enter (or Tab) to move to the next field.
• Practice
From the General tabbed screen, type Alt O to move to the Options tab.
Select any field with a check box and press the space bar.
Repeat to switch back to the correct entry.
Press F7 to return to the Main Menu.
5-8 Hands-on Entry—Tutorial Move from one record to the next and add new records.
• Overview Ctrl A Adds a new, empty record. Enter the new data and press Ctrl S to save it. Use these keys and key Page Up When multiple records are displayed, or on a multi- commands to move between page window, displays the previous page. records and to add records. Page Down When multiple records are displayed, or on a multi- page window, displays the next page. On screens showing multiple Ctrl Page Up Displays (or moves to) the previous record. records, record selector buttons to Ctrl Page Down Displays (or moves to) the next record. the left of the record identify the Ctrl Home Displays (or moves to) the first record. currently selected record and Ctrl End Displays (or moves to) the last record. whether it already exists , is the next empty record or is being added (written to) .
As you work with other Red Wing modules, each transaction (invoice, payment, etc.) entered is a record.
• Practice
Select Sales Categories from the Setup and Maintenance Menu.
Experiment using the key commands shown above. Add at least one new record.
For experience with larger records, select Inventory Items from System Manager Setup and Maintenance and experiment with the same key commands to see what happens.
Hands-on Entry—Tutorial 5-9 Delete a record
• Overview
To remove a record, select the record and press the F3 key or click on the Delete button on the toolbar -- .
You are asked if you are sure you want to delete the record. Press Alt Y to delete the record. Otherwise, press Enter or Alt N to return to the record without deleting it.
Some records cannot be deleted. A message is generally displayed telling you why, if that is the case.
• Practice
Select Inventory Items from the Setup and Maintenance Menu.
Press F3. A message is displayed asking if you really wish to remove the record. The default is No. Press Enter (or Alt N) to return to the record without deleting it.
(Do NOT delete the record in this exercise.)
Press F7 to return to the Main Menu.
5-10 Hands-on Entry—Tutorial Select options with radio buttons
• Overview
As soon as you tab down to a sort box (each option is preceded by a radio button), use the up and down arrow keys to move from option to option. Press Enter to select an option.
• Practice
Select User Information List from the Setup and Maintenance Lists Menu.
Tab down to the Sort By box and use your up and down arrow keys to select the options. Press Enter to select any option.
The next field selected is the Preview button. Press Enter to preview the User Information List. Press F7 to close the list and F7 again to return to the Main Menu.
Hands-on Entry—Tutorial 5-11 More keyboard help
More keyboard commands are available for almost any situation. Listed below are three resources to check for keyboard command help:
Getting Started Guide, Chapter Seven: Lists all key commands.
Online Help: Glossary and Search.
On-screen: Press Ctrl F1 to display a brief list of common key commands, including the handy Shift F1 (Custom Help), F10 (Calculator) and Shift F10 (Calendar) commands. ^ = Ctrl + = Shift
5-12 Hands-on Entry—Tutorial Chapter Six — Frequently Asked Questions
These are questions most asked by new users to Red Wing software. Refer to these questions and answers to help you as you start using your Red Wing software. Common errors are also listed, along with suggestions for resolving them.
Contents Introduction...... 6- 2 Codes and IDs What are the restrictions for codes and IDs ...... 6- 2 How are codes and IDs sorted?...... 6- 2 Getting Started How do I log on to the system? ...... 6- 3 How do I open a company? ...... 6- 3 How do I set up a new company? ...... 6- 4 How do I install my Windows upgrade? ...... 6- 4 Tips and Hints for Every Day How do I enter dates? ...... 6- 4 How do I close a window (screen)? ...... 6- 5 How do I use the Main Menu? ...... 6- 5 What are the most frequently used key commands? ...... 6- 5 Miscellaneous How do I delete a company? ...... 6- 6 How do I convert my Windows files? ...... 6- 6 What has changed in Payroll posting?...... 6- 6 How do I convert my DOS data? ...... 6- 7 How do I install DOS Latest Improvements?...... 6- 7 How do I install Payroll from the CD-ROM?...... 6- 7 How should I handle errors?...... 6- 7 Why is Microsoft Access still “open”? ...... 6- 8 How can I get help on procedures? ...... 6- 8 What do I need when calling Customer Support ...... 6- 8 System Manager...... 6- 9 Accounts Receivable ...... 6-10 Accounts Payable ...... 6-12 General Ledger...... 6-12 Inventory...... 6-13 Purchase Orders...... 6-14 Errors ...... 6-15
Frequently Asked Questions 6-1 Introduction
This chapter is basically full of helpful tips and suggestions in the form of questions and answers. There are also explanations of common errors. Review this information as part of your introduction to the Red Wing Windows Accounting Series and then come back as needed.
Codes and IDs
What are the When you define IDs and codes, it is important to know how they appear in a restrictions for combo box list after they are sorted. Red Wing sorts alphanumeric data codes and IDs? alphabetically by comparing first characters, then second characters and so on. When two alphanumeric characters are compared, the character with the smaller ASCII value comes first in the alphabetic sort.
Listed below are the alphanumeric characters in ascending alphabetic order:
special characters ( -, *, /, etc.)
numbers (0 - 9)
lowercase letters (a - z)
uppercase letters (A - Z)
Alphabetical rules are not intuitive when numbers are involved. For example, in numerical sorting 60 comes before 112; in alphabetical sorting 112 comes before 60. To ensure that numbers appear in the same order in both an alphabetic and a numeric sort, fill in numbers to the left with zeros until they are the same length. For example, if 60 is defined as 060, 060 comes before 112 in both an alphabetic and a numeric sort.
How are codes and Before you begin assigning IDs, codes or accounts, decide on general naming IDs sorted? conventions to make it easy for users to find them. Establish a format that makes sense for your business and use it consistently. A few suggestions are listed at the top of the next page:
6-2 Frequently Asked Questions Do not use the following characters in an ID, code or account: | " ' & # (reserved for system use)
Use zeros to make all IDs the same length to prevent sorting problems. If they are divided into more than one part, the parts should be the same length for every ID. Also, do not use spaces to divide IDs into more than one part. For example, use ACE-01 and ACE-11 or ACE01 and ACE11.
Use descriptive IDs. For example, WIN001 and WIN002 are more descriptive than 000001 and 000002.
To sort items by a particular attribute (name or group), put the attribute in the ID. For example, to organize vendors by name, put the first characters of the name of the vendor in the vendor ID, such as ACMEFR (Acme Freight Company) and JOHNSO (Johnson Bros. Freight Company).
Getting Started
How do I log on to The first time you use the Red Wing Accounting Series (and continuing until the system? you set up your own user names and passwords) enter the following: Name — admin Password — password (lower case required)
Click on OK or press the Enter key to continue.
The sample company (Company ID is SAM) is the first-time default.
How do I open a The system automatically starts with the company you most recently worked in. company? If you want to work with another company, click on the Change Company button on the Main Menu (or right-click your mouse) and select another company.
Frequently Asked Questions 6-3 How do I set up a Starting from the Main Menu, select Setup Wizard from the Help menu (on the new company? menu bar at the top of your screen).
Select Setting Up a New Company and follow the step-by-step instructions as the Wizard walks you through company setup.
After you have completed the Setup Wizard, use Setup and Maintenance in each application and enter the applicable information (budgets, vendors, customers, product lines, etc.). Press F1 for help on any setup window.
I currently use an Insert the new CD-ROM into your CD-ROM drive and the Install Wizard will earlier version of launch automatically. At that point, just press your F1 key to start the online Red Windows help, if desired. software. How do I install my new Red REMEMBER! If you are doing a network install, you must install from a Wing software? workstation. If you install at the actual server, the system will not be able to automatically set up the correct drive paths and workstations will not be able to use the software!
*If you are a Red Wing DOS Payroll user, you must install additional software from the CD-ROM. Please see Payroll-related questions and answers under Miscellaneous, starting on page 6-6.
Tips and Hints for Every Day
How do I enter Enter dates in a Date box by clicking the spin buttons on the right side of the dates? box to change a date or enter dates by typing them in the format MM/DD/YY. For example, to enter the date January 25, 2000, type 012500. Tip: To display an online calendar, press You can enter dates for the years 1930 through 2029. Thus, a date entered as Shift F10. 05/21/13 is for May 21, 2013.
6-4 Frequently Asked Questions How do I close a Click on the Close Window icon on the toolbar or press F7. screen (window)? If you have already started entering data and want to cancel your entries (for the current record), press Esc two times (Esc Esc) to return to the first field on the screen and then press F7.
How do I use the Using the Main Menu is explained in detail on pages 4-2 through 4-4 in Main Menu? Chapter Four, Working in Red Wing.
To experience using the Main Menu and to get a comfortable start with your Red Wing software, go through the Hands-on Entry Tutorial, Chapter Five.
What are the most To... Press frequently used key Open online help F1 commands? Open custom help Shift F1 Use these handy key commands to help you List common key commands Ctrl F1 save time and work Open calculator F10 more efficiently. Open calendar Shift F10 For a complete list of key commands, see Change workstation date Ctrl W Chapter Seven. Close current window F7 Open combo box Alt Add new record Ctrl A Save record Ctrl S Print Ctrl P
Frequently Asked Questions 6-5 Miscellaneous
How do I delete a Use this procedure to remove a company's data files from your Red Wing company? system. (Make sure you are NOT in the company you want to delete.) 1. Click on the System Information button on the Main Menu (or right click and select System Info from the shortcut menu). 2. Select the Company ID you want to remove. 3. Click on the Delete Comp button. You are asked if you are sure you want to remove the company before the delete process is completed.
I am using an earlier Version 3.0 installs the program files to the same directory as version 2.0 version of Red Wing (rwbs2) and the conversion is handled automatically the first time you open a Windows software. company's data files. Do I need to do anything to convert If you are updating from version 1.22, the files are installed in a different my files? directory (rwbs2) than version 1.22. When you go into the Version 3.0 program the first time you are asked if you want to convert your data. Click on Yes. The system searches for your SYSSM1.rwd file. Click OK if it brings up the correct location for that file (it normally it will find the correct location). When you click on Change Company, all the companies you were using in the previous version should appear. The first time you switch to each company, it converts the company and creates the new files for Version 3.0. Each company’s Version 3.0 data files are located in a subdirectory under the program directory. For example, if your company’s 3-character code is DAT and you installed the Version 3.0 software to C:\RWBS2, the new data files are located in C:\RWBS2\DAT.
6-6 Frequently Asked Questions I post from DOS If you are converting from Windows, Version 1.22, YES! The posting Payroll to the procedure from DOS Payroll to Windows General Ledger (and Windows Windows General Accounts Payable) changed dramatically. If you are currently posting from Ledger and/or DOS Payroll to Windows General Ledger, you must install the following two Windows Accounts components from the Version 3.0 CD-ROM: Payable. Do I have Payroll to do anything DOS Latest Improvements different for Version 3.0? After installing the updated programs, please refer to the following Cue Cards: DOS Payroll Posting Process Within the Payroll Module Post from DOS Payroll to the Windows General Ledger Create Accounts for Payroll Import DOS Payroll invoices to Windows Accounts Payable
How do I convert The “Company Setup Wizard” feature will walk you through the conversion. my DOS data to the The Setup Wizard is found in the Help Menu at the top of your Main Menu new Windows screen. software? Before converting, you must install your Version 3.0 Windows software and the DOS Latest Improvements. (See instructions for installing DOS Latest Improvements from the CD-ROM below). The DOS Latest Improvements will install the latest DOS to Windows conversion files into your system.
How do I install the Insert the CD-ROM in your CD drive. The Installation “Wizard” will launch DOS Latest automatically. Click on DOS Latest Improvements. Follow the on-screen Improvements from instructions. The installation process will search for your DOS Red Wing the CD-ROM? directory (normally c:\redwing) and install over the older files. These latest improvements are ONLY for version 8.0 of the DOS programs! Contact Red Wing Business Systems (1-800-732-9464) if you have an earlier version.
How do I install Insert the CD-ROM in your CD drive. The Installation “Wizard” will launch Windows Payroll automatically. Click on Payroll. Follow the on-screen instructions. from the CD-ROM?
Frequently Asked Questions 6-7 I am running into an Yes. Check the Errors section in Chapter Six of your Red Wing Windows error on my system. Getting Started Guide. You can also find a list of errors on our Web page What should I try www.redwingsoftware.com and in our customer newsletter. before calling Customer Support?
After I closed Red This is a known problem with the current version of Microsoft Access, Red Wing Windows, Wing’s base program. Occasionally Microsoft Access is unable to close there was an icon at automatically after running Red Wing Windows. To close it manually, click on the bottom of my the Microsoft Access icon at the bottom of your screen and click on your Ctrl, screen that said Alt and Del buttons simultaneously on your keyboard. This opens a Close Microsoft Access. Program window. Click on Microsoft Access and then click on End Task.
I’m not sure how to Check the Cue Cards at the Main Menu. do a procedure in the Windows Press F1 (Help) on the screen you are having difficulties with. This will software. Is there give you a complete description of the menu item and some How To’s. anywhere I can get the information Check FAQs in your Red Wing Windows Getting Started Guide, on our without calling Web page www.redwingsoftware.com and in our newsletters. Customer Support?
Should I have any 1. Version of the software installed. (The Versions button on the Main Menu special information will give you this information.) available before I call Customer 2. System information: Support? PC Processor (example: 266 MHz Pentium) RAM (example: 32 MB of memory) Operating System (example: Windows 95)
3. If your computers are networked, please have the following information available: Type of network (Win95, Novell, Windows NT, LANtastic, etc.) Know which computer is the server.
6-8 Frequently Asked Questions System Manager
I added a new Because your company files were created before the new modules were added, module to my Red you must manually create the files for your company. Wing software. The new module shows In System Manager select Create Data Files from the Company Setup Menu. up in the sample 1. For the Company to Create Data Files From, select New. company, but not in my company. What 2. For the Company to Create Data Files For, enter your company's 3- should I do? character company code. 3. The system will automatically put a check in the "Create" column for the newly added modules. 4. Click on Create. 5. At the Main Menu, click on Change Company and select your company.
How do I move my Using the Red Wing backup feature (in Red Wing Utilities), make a backup of data to a newly both your data files and system files on the original computer. Install the Red purchased Wing Software on the new computer. Restore both backups onto the new computer? computer.
How often should I We recommend that your company data files be backed up each night using a back up my data? separate set of diskettes. (Recycle them about once a week.) A system backup is recommended monthly.
IMPORTANT! Keep at least one backup off-site!
Frequently Asked Questions 6-9 Accounts Receivable
Should I use batch Always use batches in a multi-user environment. They let you enter invoices, codes? print journals and post without locking out other users. Single user systems often use this option to group transactions, such as by day of week.
Why do paid Invoices that have been paid during the current month, as well as their invoices appear on payments, appear on the Open Invoice report until you go through month-end. my Open Invoice report?
After I calculated If you have not yet gone through month-end processing, you can revise finance finance charges and charges that were calculated. ran statements, I noticed finance 1. In Accounts Receivable select Customers from the Setup and Maintenance charges that needed Menu. Click on the Balance Tab. to be revised or 2. Put the correct finance charge amount in the “Unpaid Finance Charge” removed. How can I field. correct those finance charges?
How can I reverse Create a Payment Method for Reversing Finance Charges unpaid finance 1. In Accounts Receivable select Payment Methods from the Setup and charges for a Maintenance Menu. customer who is never going to pay 2. Click on the Create New icon on the toolbar . the finance charges? 3. For the Payment Method ID, enter ReverseFC (or something similar) 4. For the Payment Method, select Other. 5. Choose the Finance Charge account number.
6-10 Frequently Asked Questions 6. Each time you need to reverse a finance charge, enter a normal payment, but instead of choosing Cash or Check for the payment method choose the ReverseFC method. (This debits the finance charge account instead of the cash account.) 7. Post.
Why don't my Sales These two reports actually include two different types of transactions. by Customer Detail and Sales by Sales By Customer Detail—Shows ALL sales transactions. Customer Summary reports match? Sales by Customer Summary—Shows all sales transactions that had any inventory items. If a customer bought both inventory and non-inventory items, they will all appear on this report. If they bought only non-inventory items, none of their transactions will appear on this report.
I have a customer 1. Enter an invoice for this customer. with an outstanding 2. Post the invoice. credit balance. How do I write a check 3. Apply the open credit to the newly posted invoice in Enter Payments. for the balance and 4. Post. clear the books? 5. Go to Edit Transactions in the General Ledger and change the sales account to the checking account. 6. Manually write a check to the customer.
Frequently Asked Questions 6-11 Accounts Payable
Should I use batch Always use batches in a multi-user environment. They let you enter invoices, codes? print journals and post without locking out other users. Single user systems often use this option to group transactions, such as by day of week.
I voided a check. Use Void (Reverse) Invoice which creates a debit memo. Accounts Payable How do I remove will automatically apply the debit memo to the invoice the next time you go the invoice that it through a check writing process. paid?
How can I print a Select Management Reports and then select the Payment History report. check register showing all of my This report can be sorted in check number order, for all checks or a range of checks? checks (or a range of dates).
General Ledger
How do I change an 1. From Setup and Maintenance select Account Segments/Profit Centers. account 2. Scroll down to the account number with the description being revised. description? 3. Change the description.
I modified financial Yes, your modified reports will automatically convert to the new system. statements in a prior version of the Windows software. Will they be avail- able in Version 3.0?
6-12 Frequently Asked Questions Inventory
In transaction entry, there are four types These four scenarios reflect what happens when Inventory is used as a of transactions on stand-alone system. the Sale and Purchase tabs. How If you would like to track orders received and shipped, enter the original are they used? order as a New Order. When the item is shipped, use Verify Order. or Enter a sale using Invoice. This tells the system the item was ordered and shipped.
Use Misc Credit when items are returned.
If the item you purchased has already been received, enter it on the purchases tab as an Invoice.
If the item has been ordered, but not yet received, enter as a New Order. When the item is received enter another transaction using Goods Received. When using these two transaction types together, you do not need to enter an Invoice.
How do I assign Each item in Inventory has an account code assigned to it. The account code different account allows you to assign different account numbers to individual inventory items. numbers to inventory items?
Frequently Asked Questions 6-13 Purchase Orders
How do I create an 1. In Accounts Payable select Customization from the Setup and invoice for items Maintenance Menu. Turn "on" batch processing. received on 2. In Accounts Payable, select Batches from the Setup and Maintenance purchase orders Menu. Create a new batch called purchord (or something similar). when I haven’t received the invoice 3. In Receive Purchase Orders fill in the quantity and click on Receive. from the vendor 4. Leave all fields blank, except Invoice Date, which can be left at the yet? default. Change to the batch that was created in Step 2 (purchord). 5. Click on Create Invoice.
These first five steps put all invoices created from purchase orders into one batch in Accounts Payable. NEVER include this batch (purchord) in the posting process. As you receive the actual invoices from the vendor, follow the instructions below:
1. Select Transaction Entry in Accounts Payable. Click on Transaction ID and choose the transaction created from Purchase Orders for this vendor. 2. Change the batch to one that will be posted that day. 3. Fill in the following information: Invoice Number, Invoice Date, Freight, Sales Tax and Miscellaneous Charges. 4. Check the prices on line items purchased and edit if needed. 5. Click on Next Transaction.
This invoice will now be posted along with other transactions for that day.
6-14 Frequently Asked Questions Errors
3049 or 3343 A database can become corrupted a number of different ways (lock-ups, loss of network connection, power surges, etc.). To correct the error, rebuild the Corrupt Database module referred to in the error message. For example, if the error says “Error creating main AR batch,” you must rebuild the Accounts Receivable file for your company. To rebuild a file follow these instructions:
Before you begin: Make a BACKUP of your data files.
1. Everyone must exit Red Wing Windows Software. 2. Click on Start, Programs, Red Wing Windows and Red Wing Utility or choose the Red Wing Utilities icon. 3. Log in as Administrator. 4. Click on Repair. 5. Click on Data. 6. Click in the white field to the right of Database Path to open a browse screen. 7. Choose the drive and path your data files are located in. For example, select c:\rwbs2\xxx (where xxx is your three-character company code). 8. Choose the correct file on the left side of the screen. Click OK. 9. Click on Start. 10. When the rebuild is complete, click on Compact and Start. 11. If this does not resolve the 3049 or 3343 error, please call Red Wing Customer Support.
If you receive a 3343 error, it is probably because you have not installed the required Windows NT network changes.
Frequently Asked Questions 6-15 3040 The system has detected a bad spot on the hard drive. Follow these instructions to run a Windows 95 scandisk on the drive. Disk I/O Error 1. Everyone must exit Red Wing Windows Software. 2. Click on Start, Programs, Accessories, System Tools, Scandisk. 3. Click on the C drive. 4. Click on Standard. 5. Click on Automatically Fix Errors. 6. Click on Start. If you are running a networked version of Red Wing Windows, also run scandisk on the server.
3315 A customer or vendor name being used on an invoice is blank. 1. Select Customer Detail (Accounts Receivable) or Vendor Detail (Accounts Occurs during a Payable) from the Setup and Maintenance Lists Menu. posting procedure from Accounts Payable or 2. Click on Preview. Accounts Receivable to 3. Review all customer/vendor records. Find the record with a blank name the General Ledger. field. 4. Go to Customers (or Vendors) on the Setup and Maintenance Menu. 5. Open the record for the customer (vendor) with a blank name. 6. Enter the Customer name. 7. Go through the posting process again.
3000 Normally this error is caused by not having the correct Novell Network parameters set up. Contact your Network Administrator. or Recommended Novell Network parameters (include in Netware’s AUTOEXEC.NCF file or enter manually from a console prompt): 3043 Set maximum record locks = 200000 Set maximum record locks per connection = 10000 Set maximum file locks = 100000 Set maximum file locks per connection = 1000
6-16 Frequently Asked Questions Rollback 225 During a posting process in Accounts Payable or Accounts Receivable there are fields that are missing General Ledger account numbers. Invalid GL Accounts 1. Select Customization from the Setup and Maintenance Menu in Accounts Receivable/Accounts Payable. 2. Click on the Invalid GL Account List button. (Be sure to include System Manager when asked.) 3. Print the report. 4. Choose a valid account for each field listed on the report. 5. Go through the posting process again.
Error Reading Your workstation has lost connection to the server. You must reboot your Drive “X” workstation.
Please notify your Network Administrator so that the cause of the disconnection can be found.
Locked Batch This error can be caused by closing out of transaction entry without first clicking on the Next Transaction button. To unlock the batch:
1. Select Batch Codes from the Setup and Maintenance Menu. 2. Click on the Current Activity button to the right of the batch listed in the error. 3. Click on the Delete button. 4. If there are additional users or transactions listed, continue clicking on the Delete button until the only record in this screen has a blank user and transaction ID field.
This user is already 1. Click OK. logged into the 2. Click on Yes to repair the database. system. You must log in with a unique *If you are on a networked version of Red Wing, all other users must be out of user code or repair Red Wing before you click on Yes to repair the database. the database.
Frequently Asked Questions 6-17 NOTES:
6-18 Frequently Asked Questions Chapter Seven— Toolbars, Menu Bars and Keyboard Commands
This chapter explains each of the toolbars, menu bars, report commands and keyboard commands used in Red Wing Accounting software.
Contents Introduction ...... 7- 2 Toolbars...... 7- 2 Menu Bar Selections...... 7- 8 Report Command Buttons ...... 7-15 Standard Key Commands...... 7-16
Menu Bars, Toolbars & Keyboard Commands 7-1 Introduction
The Red Wing Accounting Series has numerous options for navigation, including icons on toolbars, options on menu bars and keyboard commands to reduce use of the mouse. This chapter explains these navigation tools and can serve as a helpful reference as you learn the system.
Toolbars
Overview Eight standard toolbars are available in the Red Wing Accounting software. Each is pictured, with a detailed explanation.
Main Menu Toolbar — Displayed above the Main Menu.
Change Company — Click on the drop-down box to change to another company.
Add to Favorites — Add menu option or procedure to the Favorites folder. Open the desired menu selection and then minimize it. Click on the Add to Favorites icon to save it as a favorite.
Red Wing Favorites — A pop-up dialog shows all favorites. Highlight a favorite and click on Go To or double-click to open it. Click on Edit to change the title of the favorite.
Help Contents and Index — Display online help contents and index.
Explorer Toolbar — Display Red Wing menu selections in standard Windows explorer menu mode.
7-2 Menu Bars, Toolbars & Keyboard Commands Maintenance Toolbar — Displayed on Setup and Maintenance screens.
F7 Close — Close current window.
Ctrl S Save Record — Save the information from the current screen.
Ctrl Home First Record — Display the first record.
Ctrl Page Up Previous Record — Display the previous record.
Ctrl Page Down Next Record — Display the next record.
Ctrl End Last Record — Display the last record.
Ctrl A New Record — Add a new record.
Delete Record — Delete a record.
Ctrl F Find — Find a record
Ctrl N Find Next — Find next record
Esc Undo — Clear the last operation. (Tip: Press Esc twice to clear all the unsaved entries on a record.)
Insert Hyperlink
Spell Check — Check spelling.
F1 Help — Display help topics.
Menu Bars, Toolbars & Keyboard Commands 7-3 Data Entry Toolbar — Displayed on Transaction Entry and other entry screens.
F7 Close — Close current window.
Ctrl S Save Record — Save the information from the current screen.
Ctrl Home First Record — Display the first record.
Ctrl Page Up Previous Record — Display the previous record.
Ctrl Page Down Next Record — Display the next record.
Ctrl End Last Record — Display the last record.
Ctrl A New Record — Add a new record.
Delete Record — Delete a record.
Ctrl X Cut — Delete the highlighted information in the currently selected field.
Ctrl C Copy — Copy the highlighted information in the currently selected field.
Ctrl V Paste — Insert the information that has most recently been cut or copied.
Ctrl F Find — Find a record
Ctrl N Find Next — Find next record
Esc Undo — Clear the last operation. (Tip: Press Esc twice to clear all the unsaved entries on a record.)
Insert Hyperlink
Spell Check — Check spelling.
F1 Help — Display help topics.
7-4 Menu Bars, Toolbars & Keyboard Commands Report Toolbar — Displayed on all report screens.
F7 Close — Close current window.
Ctrl P Print — Send current report to printer.
Preview Report — Display report in Preview mode. See the Print Preview Toolbar (below).
Output to File — Output report in HTML, MS Excel, MS DOS Text or Rich Text format.
Reset Report Parameters — Clear the fields to their original default entries.
F1 Help — Display help topics.
Print Preview Toolbar — Displayed in Preview mode.
F7 Close — Close current window.
Ctrl P Print — Send current report to printer.
Ctrl U Page Setup — Change margins, page orientation, printers.
Zoom — Toggle between the specified magnification percent and the "best fit" to view the current report.
One Page — Display one page of the report.
Two Pages — Display two pages of the report.
Multiple Pages — Choose the number of pages to display at one time (up to 2 rows of 3 pages each).
Zoom — Choose the percent of magnification to view.
Menu Bars, Toolbars & Keyboard Commands 7-5 or Office Links — Output report to MS Office. Choose from the following or options: • Merge it to Microsoft Word: Outputs report to Microsoft Word. • Publish it in Microsoft Word: Outputs report to Microsoft Word in rich text format (*.rtf) • Analyze it in Microsoft Excel: Outputs report to MS Excel in *.xls format
Send — Output report to HTML, MS Excel, MS DOS Text or Rich Text Format.
Output to Notepad — Output the report to Notepad in MS-DOS text format (*.txt).
F1 Help — Display help topics.
Inquiry Toolbar — Displayed on inquiry screens.
F7 Close — Close current window.
Ctrl Home First Record — Display the first record.
Ctrl Page Up Previous Record — Display the previous record.
Ctrl Page Down Next Record — Display the next record.
Ctrl End Last Record — Display the last record.
Ctrl F Find — Find a record
Ctrl N Find Next — Find next record
F1 Help — Display help topics.
7-6 Menu Bars, Toolbars & Keyboard Commands Red Wing Toolbar — Displayed on snapshot screens.
F7 Close — Close current window.
F1 Help — Display help topics.
Explorer Menu Toolbar — Displayed when the Explorer Menu icon is clicked on the Main Menu toolbar.
Change Company — Click on the drop-down box to change to another company.
Add to Favorites — Add menu option or procedure to the Favorites folder. Open the desired menu selection and then minimize it. Click on the Add to Favorites icon to save it as a favorite.
Red Wing Favorites — A pop-up dialog shows all favorites. Highlight a favorite and click on Go To or double-click to open it. Click on Edit to change the title of the favorite.
Large Icons — List modules horizontally using large icons.
Small Icons — List modules horizontally with small icons.
List — List modules vertically with small icons.
Detail — Show more menu detail, if available.
Help Contents and Index — Display online help contents and index.
Standard Menu — Return to the standard menu mode.
Menu Bars, Toolbars & Keyboard Commands 7-7 Menu Bar Selections
Overview The menu bar selections vary, depending on what is open.
File Menu — Use these menu selections to close an active window, set up your print options, to send reports through Microsoft Mail and to exit the Red Wing Windows Accounting applications.
Name Description Available From...
Change Change Main Menu Company... Explorer Menu
Suggestions... Opens the Product Suggestions form. Main Menu Explorer Menu
System Info... Displays information about the each set of company files. Main Menu Explorer Menu
Main Menu Return to the Main Menu. Inquiry Reports Preview Process Setup & Maintenance Data Entry
Workstation Change the workstation date. You can also press Ctrl W. Inquiry Date Reports Process Setup & Maintenance Data Entry
7-8 Menu Bars, Toolbars & Keyboard Commands File Menu Continued
Name Description Available From...
Close Close the active window. Inquiry Reports Preview Process Setup & Maintenance Data Entry
Print Report... Print the previewed report. Use the options screen to print Reports multiple copies, select the pages to print, print to a file, Preview and to determine the print quality.
Preview Report... Display report in Preview mode. Reports
Output To... Output the active screen in Microsoft Excel format Inquiry (*.xls), Rich Text format (*.rtf), MS-DOS text format Reports (*.txt) or HTML. Preview Setup & Maintenance Data Entry
Page Setup Change margins, page orientation, printers. Preview
Reset Report Clear the fields to their original default entries. Reports Parameters
Exit Exit from Red Wing. Main Menu Explorer Menu
Menu Bars, Toolbars & Keyboard Commands 7-9 Tools Menu — These are generally standard Windows selections that perform unique tasks.
Name Description Available From...
AutoCorrect... Set automatic correction settings. Main Menu Explorer Menu
User and Group Add, change, delete or view user and group information. Main Menu Accounts... Change user logon password. Explorer Menu
Technical Display technical support utilities screen. Password is Main Menu Support required to access utilities. Utilities...
Favorites Menu — This is a standard Windows selection.
Name Description Available From...
Add to Add menu option or procedure to the Favorites folder. Main Menu Favorites Open the desired menu selection and then minimize it. Inquiry Click on the Add to Favorites icon to save it as a favorite. Reports Process Setup & Maintenance Data Entry Explorer Menu
Open Favorites A pop-up dialog shows all favorites. Highlight a favorite Main Menu and click on Go To or double-click to open it. Click on Inquiry Edit to change the title of the favorite. Reports Process Setup & Maintenance Data Entry Explorer Menu
7-10 Menu Bars, Toolbars & Keyboard Commands Edit Menu — These are generally standard Windows selections to use in editing entries and text.
Name Description Available From...
Undo/Can't Undo the last change or there is no change to undo. Reports Undo Ctrl+Z Setup & Maintenance Data Entry
Cut Ctrl+X Write the selected text to the clipboard and delete it from Reports the field. You can also type Ctrl X. Setup & Maintenance Data Entry
Copy Ctrl+C Write the selected text to the clipboard. You can also type Reports Ctrl C. Setup & Maintenance Data Entry
Paste Ctrl+V Insert the contents of the clipboard at the cursor location. Reports You can also type Ctrl V. Setup & Maintenance Data Entry
Paste Special Insert the contents of the clipboard into your document as Reports text. Setup & Maintenance
Paste Append Reports Setup & Maintenance
Delete Remove the selected text from the field. You can also Reports press Delete. Setup & Maintenance Data Entry
Delete Record Delete the entire record. Reports Del. Setup & Maintenance Data Entry
Select Record Select the record the cursor is in. Reports Setup & Maintenance Data Entry
Menu Bars, Toolbars & Keyboard Commands 7-11 Edit Menu Continued
Name Description Available From...
Select All Select all the records. Reports Records Setup & Maintenance Ctrl+A Data Entry
Find Ctrl+F Find a specified text string. Reports Setup & Maintenance Data Entry
Replace Replace a specified text string with another string. Reports Ctrl+H Setup & Maintenance Data Entry
Go to Go to the first, last, next, or previous record or add a new Reports record. Setup & Maintenance Data Entry
View Menu — Use these selections to select custom toolbars and to set various Access options.
Name Description Available From...
Zoom Choose the percent of magnification you want to use to Preview view the report.
Pages Choose to view 1 to 12 pages on-screen. Preview
Large Icons List modules horizontally using large icons. Explorer Menu
Small Icons List modules horizontally with small icons. Explorer Menu
List List modules vertically with small icons. Explorer Menu
Detail Show file detail, if available. Explorer Menu
7-12 Menu Bars, Toolbars & Keyboard Commands Records Menu — Use these selections to add new records and hide existing records and to move among records.
Name Description Available From...
Save Record Save the information from the currently displayed record. Inquiry (Shift + Enter) Setup & Maintenance Data Entry
Refresh Updates the system with newest entries. Generally used in Inquiry networked systems to update all records or to view Setup & Maintenance updated records (in Inquiry). Data Entry
Window Menu — These are standard commands available for most Windows applications.
Name Description Available From...
Tile Arrange open windows side by side. All menu bars Horizontally
Tile Vertically Arrange open windows above each other. All menu bars
Cascade Arrange open windows in an overlapping pattern. All menu bars
Arrange Icons Arrange program icons in a row at the bottom of the All menu bars window.
The lower section of this menu shows all currently open windows.
Menu Bars, Toolbars & Keyboard Commands 7-13 Help Menu — Use these selections to get online help while working in Red Wing Windows Accounting applications.
Name Description Available From...
Red Wing Help Display online help for the currently displayed window. All menu bars (F1)
Contents and Display the Red Wing online help index. You can access All menu bars Index online help for all applications from this index. (You can also press the F1 function key for immediate help from any window.)
Cue Cards Display the cue card index. You can also access the Cue All menu bars Card Contents and Find tabs.
Setup Wizard Display the Red Wing Company Setup Wizard options Main Menu screen. Choose the Wizard you want to follow. The wizard will guide you through company setup — for users who are converting from Red Wing DOS systems and for users who are new to Red Wing.
Red Wing On Access the Red Wing Business Systems home page. All menu bars the Web...
About Red View general information about Red Wing. All menu bars Wing...
Insert Menu — Use this menu to add new records.
Name Description Available From...
New Record Add a new record. (Ctrl+A) Setup & Maintenance Data Entry
7-14 Menu Bars, Toolbars & Keyboard Commands Report Command Buttons
Overview These buttons are displayed at the bottom of report screens.
Printers... — Use this selection to set up reports to print on different printers (other than the default Windows printer) or to print multiple Not available copies of a report. If you do not enter any users/printers on this screen, on all reports the report automatically prints one copy to the default printer. Settings remain as defaults until changed. 1. Report Name — The currently selected report is displayed. 2. User — Choose to redirect the report for a single user by selecting one user. To select all users, enter an asterisk (*). If you set up a record for all users (*) as well as for individual users, the report will print to the current user’s printer(s), if any are set up. If not, the report uses the all users (*) settings. 3. Printer — Select the printer to use for the selected user(s).
To Print Multiple Copies, enter two records for the same user.
To Redirect a Report, change to a different printer (other than {Default}).
Alt R Reset — Clear the fields to their original default entries.
Alt F File — Save the report to a file, as follows: • HTML • Microsoft Excel • Rich Text Format (Microsoft Word) • MS-DOS Text
Alt V Preview — Switch to Preview mode where you can view the report, print it, output it to a file or other software. For more information see Preview Toolbar (page 7-5) and Preview Menu Bar (page 7-5).
Alt P Print — Immediately send the report to the currently selected printer. A Printing dialog is displayed, showing the progress of your report. When printing is complete, you are returned to the report screen.
Alt C Close — Close current window.
Menu Bars, Toolbars & Keyboard Commands 7-15 Standard Key Commands
Overview The Red Wing Windows Accounting Series comes with preset key commands that activate a variety of functions. You can use the standard key commands or change key commands through the keyboard selection on the Workstation Menu.
Main Menu key commands
Move among menu items to select a menu to work from.
Ctrl W Change date—Change the Red Wing work date. This date is used as the default during transaction entry. The default date and time are taken from the date and time specified by the operating system.
Enter Select menu item—After highlighting a menu item, press Enter to access that item.
Combo box key commands
Alt Open—Open the combo box.
Next item—Highlight the next item in the combo box list.
Previous item—Highlight the previous item in the combo box list.
Page Down Next page—Display the next page of items in the combo box list.
Page Up Previous page—Display the previous page of items in the combo box list.
Ctrl Home First item—Highlight the first item in the combo box list.
Ctrl End Last item—Highlight the last item in the combo box list.
Enter Select—Select the highlighted item in the combo box list.
7-16 Menu Bars, Toolbars & Keyboard Commands Field editing key commands
Move right—Move the cursor one character or one field to the right. The exact function depends on the keyboard option you set in Access.
Move left—Move the cursor one character or one field to the left. The exact function depends on the keyboard option you set in Access.
Delete Delete the character to the right of the cursor. Delete the highlighted characters.
Back-space Delete the character to the left of the cursor. Delete the highlighted characters.
Home Start of field—Move the cursor to the first character of the field.
End End of field—Move the cursor to the last character of the field.
Detail section key commands
Move right—Move the cursor one character or one field to the right. The exact function depends on the keyboard option you set in Access.
Move left—Move the cursor one character or one field to the left. The exact function depends on the keyboard option you set in Access.
Page Down Next screen—Move to the next screen or to the last line if you are on the last screen.
Page Up Previous screen—Move to the previous screen or to the first line if you are on the first screen.
Ctrl Home Start—Move to the start of the field.
Ctrl End End—Move to the end of the field.
Enter Edit—Edit the line item at the cursor.
Insert Insert/Overwrite—Toggle between insert mode and overwrite mode.
Menu Bars, Toolbars & Keyboard Commands 7-17 Multiple screen/section key commands
Page Up Display the previous page when not in a detail section. Display the previous page of records when in a detail section.
Page Down Display the next page when not in a detail section. Display the next page of records when in a detail section.
Ctrl Page Up Display the previous record.
Ctrl Page Down Display the next record.
Ctrl Home Display the first record
Ctrl End Display the last record.
Ctrl A Create a record. (You can reassign this key.)
Ctrl H Move the cursor to the first updateable field in the header. (You can reassign this key).
Ctrl D Move the cursor to the current field in the detail section. (You can reassign this key.)
Ctrl T Move the cursor to the first field in the totals section. (You can reassign this key.)
Alt letter The label for some fields has an underlined letter you can use to form a key command which places the cursor in the field. For example, the key command that corresponds to Vendor ID is Alt V.
Red Wing Key Commands
Ctrl 2 Custom toolbar—Display a custom toolbar
Ctrl A New record—When in the detail section of a screen, create a record.
Ctrl C Copy—Copy the highlighted text to the clipboard. (You cannot reassign this key.)
Ctrl D Go to detail—When on a screen that has a detail section, move the cursor to the detail section.
Ctrl F First record—When in the detail section of a screen, move the cursor to the first record.
7-18 Menu Bars, Toolbars & Keyboard Commands Ctrl H Go to header—When on a screen that has a header, move the cursor to the header.
Ctrl L Last record—When in the detail section of a screen, move the cursor to the last record.
Ctrl M Main Menu—Move to the Main Menu, but do not close the active screen.
Ctrl N Next record—When in the detail section of a screen, move the cursor to the next record.
Ctrl P Previous record—When in the detail section of a screen, move the cursor to the previous record.
Ctrl S Save—Save the current record.
Ctrl T Go to totals—When on a screen that has a totals section, move the cursor to the totals section.
Ctrl V Insert the contents of the clipboard at the cursor. (You cannot reassign this key.)
F1 Help—Shows information about the screen you are working on. (You cannot reassign this key.)
F2 Lookup—Activate the Lookup command if Lookup is displayed on the status bar.
F3 Delete—Delete the current record.
F6 Maintenance —Activate the Maintenance command if Maint is displayed on the status bar. For example, on a transaction entry screen, you can use this command in an ID field to go directly to the appropriate Setup and Maintenance selection to update information.
F7 Save and exit—Save changes and exit from the screen or menu. If you are at a menu, you will exit the Red Wing Accounting system.
F10 Calculator—Display an online calculator.
Ctrl F1 Keyboard commands—Show the keyboard command assignments. (You cannot reassign this key.)
Shift F1 Custom help—Start custom help. (You cannot reassign this key.)
Shift F9 Update list—Update a combo box list after you have used a maintenance function.
Menu Bars, Toolbars & Keyboard Commands 7-19 Esc Undo field—Undo the changes you made in the current field if changes have not been saved. Undo the changes you made in the current record if changes have been saved. (You cannot reassign this key.)
Esc Esc Undo all—Undo the changes you made. However, in some cases changes you made may have been saved and cannot be undone. (You cannot reassign this key.)
Page Up Previous screen—Move the cursor to the previous screen of a multi-screen function. Previous record—Move the cursor to the previous record on a single-screen data entry or maintenance screen. (You cannot reassign this key.)
Page Down Next screen—Move the cursor to the next screen of a multi-screen function. Next record—Move the cursor to the next record on a single-screen data entry or maintenance screen. (You cannot reassign this key.)
Tab Next field—Move the cursor to the next field.
Shift Tab Previous field—Move the cursor to the previous field.
Next item—Highlight the next item in the combo box list.
Previous item—Highlight the previous item in the combo box list.
7-20 Menu Bars, Toolbars & Keyboard Commands Chapter Eight — Red Wing Utilities
Use these Red Wing features to maintain your valuable data. Backups are particularly important and should be made routinely as a part of every business day.
Contents Introduction...... 8-2 Backup/Restore Utilities Make Backups...... 8-2 Restore Data ...... 8-3 Database Utilities Repair a Database...... 8-4 Compact a Database...... 8-5 Database Files and Locations ...... 8-6
Red Wing Utilities 8-1 Introduction
These procedures give you control over your valuable data.
Backups are essential to the smooth operation of your business. You should follow a regular schedule of backups. They are easy to do and absolutely necessary!
Restoring your data is the process used when recovering information from a backup.
Compacting your database allows you to more efficiently use your computer's hard drive.
Repairing your database is the first step in salvaging information from a system "crash." Use it only when a system error occurs that requires it. You may lose corrupt data.
Backup/Restore Utilities
Make Backups Use this procedure to back up your data onto a hard drive or a diskette.
Make backups frequently. Also, it is VERY IMPORTANT to keep a set of up- to-date backup copies off site. In case of theft, fire, flood or other major catastrophe, you’ll always have a complete record of your business finances. 1. Select Programs from the Start Menu and select Red Wing Windows. 2. Select Red Wing Utility. A logon dialog box will appear. Enter your logon name and password and click OK or use the RW Utility icon on your desktop. 3. On the Utility screen choose Backup/Restore. Click on OK. 4. On the Backup/Restore screen choose Backup. 5. Company ID — You must select a company ID to identify the files being backed up. Click on the combo box (or type Alt ) and select a company ID from the list box.
8-2 Red Wing Utilities There is a company ID for every business operation set up in your Red Wing Windows system. There is also a system database that is shared by all companies. It is listed in the company ID list box as SystemDatabase. Every time you make a backup copy of your company files, you should also make a backup copy of the system database. Back up the system database to a separate location (hard drive) or to a separate set of disks. 6. Format — Answer Yes, to have the system automatically format new disks and “quick” format used disks (delete all files and directories). This method is recommended. It applies only to backups being made to diskette (not backups to hard drives). If you answer No, the formatting step is skipped and you are responsible for formatting the diskettes. 7. Destination — The standard Windows file lookup screen pops up when you click on this field. Accept the default name that will be used for the backup or enter another file name (do not change the extension -- .zip). The default file name is the company ID, the month and day. For example, company ABC being backed up on October 3rd is named abc1003.zip. Select the destination location. For example, select drive A: if that is where your backup diskette(s) is located. If backing up to your current hard drive, be sure to change to a different directory. Click on Open to return to the Backup/Restore screen. 8. When you are ready to start the backup, insert the first diskette in the appropriate drive (if you are backing up to a diskette) and click on the Start button (Alt S).
Restore Data Use this procedure to restore data from a backup copy. 1. Select Programs from the Start Menu and select Red Wing Windows. 2. Select Red Wing Utility. A logon dialog box will appear. Enter your logon name and password and click on OK. 3. On the Utility screen choose Backup/Restore. Click on OK. 4. On the Backup/Restore screen choose Restore. 5. Overwrite — Answer Yes if you want to overwrite all existing files in the destination directory. If you answer No, every time the system detects an existing file, you are asked if you want to overwrite it or not. 6. Source — The standard Windows file lookup screen pops up when you click on this field. Select the name of the backup zip file (file set) you want to restore. Click on Open.
Red Wing Utilities 8-3 Next, the Drive Selection dialog is displayed. Use it to select the destination drive location (by double-clicking on the drive). 7. Click on the Start button (Alt S) to begin the restore process. 8. When you are finished, exit the utility.
Database Utilities
Repair a database Use this procedure to repair damaged (corrupt) Red Wing databases. This can happen when your Red Wing system quits unexpectedly because of network failure, a power outage, or other mechanical problems. Repairing a database does not guarantee a full return of your data. The best protection against unforeseen system "crashes" is a good set of backups. If problems persist, repair each of the underlying Red Wing data-file databases. Compact the databases after repairs are successfully completed. Microsoft Access and Red Wing generally ask if you want to repair the database after damage occurs. In some situations, Microsoft Access and Red Wing may not detect that a database has been damaged. If a database behaves unpredictable, use the Repair Database command to repair it. Before repairing the database, make sure all users have logged out of a multi- user system. You cannot repair the database while users are logged into the system. 1. Select Programs from the Start Menu. 2. Select Red Wing Windows. 3. Select Red Wing Utility. 4. A logon dialog box will appear. Enter your logon name and password and click on OK. 5. On the Utility screen choose Compact/Repair. Click on OK. 6. On the Red Wing Utility screen, choose Repair. Choose Data for the Type. 7. Click on the Database Path field to "Select the data path and file name." Choose the drive your Red Wing data is located on and double-click on your company ID. Choose the *.rwd file to repair and click on Open.
8-4 Red Wing Utilities Examples: c:\rwbs2\sam\samap2.rwd (single user) f:\rwbs2s\sam\samap2.rwd (network) 8. On the Red Wing Utility screen click on Start to begin the repair process. 9. When the file is repaired successfully, go to Compact the Database.
Compact a Use this procedure to periodically compact your Red Wing databases to database defragment the files and remove deleted records and temporary objects. Compacting makes a copy of the database, rearranging how the database file is stored on disk. To speed up performance when accessing data, routinely compact all Red Wing databases.
See also: Database Files and File Locations.
Before compacting a database, make sure the following conditions are met: • You have repaired all databases (if you have had problems with the database). • All users have logged out of a multi-user system. You cannot compact the database while users are logged in to the system. • You have administrative access (set up on the Security Menu) to the database tables. • There is enough disk space for the original database and the compacted database. The compact operation fails if there is not enough disk space.
Make sure you have a backup copy before compacting the database. 1. Select Programs from the Start Menu. 2. Select Red Wing Windows. 3. Select Red Wing Utility. 4. A logon dialog box will appear. Enter your logon name and password and click on OK. 5. On the Utility screen choose Compact/Repair. Click on OK. 6. On the Red Wing Utility screen, choose Compact. Choose Data for the Type. 7. Click on the Database Path field to "Select the data path and file name." Choose the drive your Red Wing data is located on and double-click on your company ID. Choose the *.rwd file to compact and click on Open. Examples: c:\rwbs2\sam\samap2.rwd (single user) f:\rwbs2s\sam\samap2.rwd (network)
Red Wing Utilities 8-5 NOTE: If you just repaired a database, it will default to that file. 8. On the Red Wing Utility screen click on Start to begin the compact process. 9. When the file is compacted successfully, exit the utility.
Database Files Listed below are the database file names and their locations relative to the and Locations program location for a single-user system.
Definitions * = Part of the Red Wing system xxx = Company ID
Structure Example
\Executable \RWBS2\rwbs2.mdb rwbs2.mdb* \RWBS2\rwbssm.mde \RWBS2\rwbssm2.mdb \RWBS2\rwbsar.mde \RWBS2\rwbsap.mde \RWBS2\rwbsgl.mde \RWBS2\rwbsgl2.mdb \RWBS2\rwbsin.mde \RWBS2\rwbsoe.mde \RWBS2\rwbspc.mde
\xxx xxxAR2.RWD \RWBS2\SAM\SAMAR2.RWD xxxAP2.RWD \RWBS2\SAM\SAMAP2.RWD xxxGL2.RWD \RWBS2\SAM\SAMGL2.RWD xxxSM2.RWD \RWBS2\SAM\SAMSM2.RWD
\xxx xxxAR2.RWD \RWBS2\ABC\ABCAR2.RWD xxxAP2.RWD \RWBS2\ABC\ABCAP2.RWD xxxGL2.RWD \RWBS2\ABC\ABCGL2.RWD xxxSM2.RWD \RWBS2\ABC\ABCSM2.RWD \sys syssm2.RWD* \RWBS2\SYS\SYSSM2.RWD
8-6 Red Wing Utilities Chapter Nine — Technical Comparison between DOS (Version 8.0) and Windows
This chapter is designed for users of Red Wing's DOS, Version 8.0 Accounting software who are migrating to the Windows system. It explains the major differences between the DOS and Windows systems.
Contents Introduction...... 9- 2 Network Manager ...... 9- 2 System Manager...... 9- 2 Accounts Payable ...... 9- 3 Accounts Receivable ...... 9- 5 Point of Sale ...... 9- 7 General Ledger ...... 9- 7 Inventory...... 9- 8 Order Entry ...... 9-10 Project Cost ...... 9-10
DOS to Windows Comparison 9-1 Introduction
This chapter is for Red Wing users who are moving from Red Wing DOS software, Version 8.0 to the Red Wing Windows Accounting Series. The chapter covers what's new in Windows, what is not handled by Windows, what is converted (and what is not converted), and what has changed.
Network Manager
New Features in 1. Windows uses universal naming conventions on a peer to peer network; Windows DOS needs one logical drive.
DOS-only 1. The network version is not capped by the number of users. Features 2. The network version is less expensive.
System Manager
New Features in 1. Online cue cards are available for special procedures. Windows 2. Extensive online help on every screen. 3. Menu security for all modules. DOS allows it only for General Ledger and Payroll. 4. User passwords for all modules. 5. Error log is available by date range. 6. User log shows who has come in and out of the system. 7. Enter user information into the system. 8. Enter additional country codes. 9. Set up as many as 1000 inventory items without purchasing the Inventory module. Not as extensive as the Inventory system, but item, cost, price, and accounts are easily accessed.
9-2 DOS to Windows Comparison DOS-only 1. On check reconciliation in DOS you can delete a range of checks; in Features Windows you can only delete one at a time.
Renamed 1. Bank accounts are now set up once, instead of in each module in DOS. Reports and New 2. Tax codes are set up in System Manager instead of Accounts Receivable. If Procedures you have set up your own tax codes instead of state abbreviations, they will not convert. You must set them up in System Manager.
Windows Special 1. Label Wizard – A more extensive version of designing labels. Print labels Options for A/R, A/P and INV, including item number bar codes and postnet bar codes. 2. Label Printing
Accounts Payable
New Features in 1. Online cue cards are available for special procedures. Windows 2. Extensive online help on every screen. 3. Custom entry options for either invoices or debit memos. 4. Export to Microsoft Word or Excel for graphing capabilities. 5. Extensive vendor notes save up to 16 pages of information in a comment file for each vendor. 6. The vendor snapshot provides a quick, complete view of vendor activity. 7. Multiple payment due dates allow up to three separate payment entries. 8. Extensive reporting capabilities with numerous sorting options. 9. Specify starting/ending dates for recurring invoices. 10. Specify beginning balances for recurring invoices and number of payments. 11. Produce magnetic media 1099s. 12. Track 1099 totals for two years instead of one year. 13. Automatically removes temporary vendors. 14. Perform vendor searches on fields by Name, ID, Contact, Zip Code or Phone Number. 15. The number of payment due dates has increased from one to three per invoice. 16. Lets you void batches of checks. 17. Tracks fax numbers and e-mail addresses. 18. Prints a purchase analysis graph. 19. Shows vendor totals by item.
DOS to Windows Comparison 9-3 20. Additional notes field is included on the invoice. 21. Windows has distribution codes that let you set up different combinations of accounts payable, sales tax, freight, and miscellaneous accounts to vendors. 22. ASCII output is built into the program vs. a special option in DOS.
DOS-only 1. During a check run, you can choose more than one checking account. Features 2. Accounting method can be either cash or accrual; Windows allows accrual only. 3. DOS lets you have multiple check runs. You can have one vendor and print two checks in the same run. In Windows you go through the check writing process twice for two separate checks. 4. During a check run, the overflow of invoices onto the next page does not assign a check number. 5. DOS does mass updates; Windows does not.
Renamed 1. On DOS you can run a check register anytime, while in Windows you can Reports and New only run a check register before you update vendor balances. The payment Procedures history report shows the same information as the DOS check register. 2. In Windows there is no selection for handwritten checks; you must enter them as a prepaid check. 3. A quick check in DOS is now called an online check. 4. In Windows you must update vendor balances after entering an online check to affect the cash account. In DOS the cash account is affected as soon as you move off the last item. 5. When entering comments on a transaction in Windows, it needs to be written on the header tab rather than after each detail line.
Windows Special 1. ASCII Input – Bring in information from other software. Options 2. Change Vendor Codes – Windows does not have this special option and vendor codes cannot be changed. 3. Check Designer – Not available in Windows. 4. Purchase Orders – A special option in Windows. New Features in Windows Purchase Orders a. Set up standard orders (similar to recurring invoices). b. Saves original purchase orders for any length of time. c. Export to Microsoft Word or Excel for graphing capabilities. d. Custom entry options for either transactions or credit memos. e. During conversion purchase orders come over as standard orders.
9-4 DOS to Windows Comparison DOS-only Features a. None.
What Does Not 1. Recurring invoices Convert to 2. Bank accounts Windows
Reports to Run 1. Open invoice report After Conversion
Accounts Receivable
New Features in 1. Online cue cards are available for special procedures. Windows 2. Extensive online help on every screen. 3. Custom entry options for either transactions or credit memos. 4. Export to Microsoft Word or Excel for graphing capabilities. 5. Extensive customer notes that save up to 16 pages of information in a comment file for each customer. 6. The customer snapshot gives a quick, complete view of customer activity. 7. Up to three scheduled payments allowed per invoice. 8. Extensive reporting capabilities with numerous sorting options. 9. Run reports for previous months, including: a. Any sales report (sales by customer detail and summary). b. Transaction report. 10. Splits commission to multiple salespeople. 11. Bonus or special commissions available by invoice. 12. Commission adjustments shown on report. 13. Length of product code (sales category) went from two to six. 14. Tracks multiple sales tax classes. 15. Available sales tax levels went from three to five. 16. Allows tax on tax. 17. Designates multiple sales reps per customer. 18. Designates payment method for each customer. 19. Tracks credit card information. 20. Set up credit card companies as a customer. 21. Automatically records credit card payments to the credit card company. 22. Customer totals by item is no longer a special option. 23. Multiple statement messages are based on age of balance. 24. Multiple lines for additional description per inventory item. 25. Save multiple “ship to” addresses.
DOS to Windows Comparison 9-5 26. Allows search options for customer by ID, Name, Contact, Zip Code or Phone Number. DOS allows searches by ID and Alternative Codes. 27. Invoice document number went from six to 10 characters. 28. Produce cash receipt report by type of payment. 29. Produce cash receipt report by bank account. 30. Deposits journal. 31. Customer sales analysis graph. 32. ASCII output is built into the program. In DOS it was a special option. 33. Multiple sales representatives per customer. 34. Set up a payment method to use as a default for each customer.
DOS-only 1. Supports “collected” tax reports. Features 2. The unit of measure is printed on invoices; while Windows shows only the quantity. 3. Allows multiple commission rates on a single invoice. 4. Allows a discount by a percentage or dollar amount by item or on the total of the invoice. 5. Mass update options.
Renamed 1. Product codes are renamed as System Manager inventory items. Reports and New 2. When entering payments they must be applied to an invoice. They are no Procedures longer automatically applied to the oldest invoice.
Windows Special 1. ASCII Input – Bring information in from other software. Options 2. Reprint Invoices – Not a special option. It is now built into the Windows program.
What Does Not 1. Converted data does not come across on the Convert to a. Company aged receivables report Windows b. Top customer report 2. All unpaid finance charges in DOS will convert into the current unpaid finance field in Windows. 3. If you have the customer’s name filled in DOS, it will convert to the company name in Windows. There is no way to distinguish between the customer’s name and company's name when converting. 4. Converting addresses – You must not have the state names spelled out or they will extend into the zip code field. 5. Tax Codes are not converted. 6. Recurring invoices are not converted.
9-6 DOS to Windows Comparison Reports to Run 1. Aged receivables After Conversion 2. Open invoice (You may have some invoices that have been paid already and they will clear during end-of-month.)
Point of Sale
New Procedures 1. In DOS, discounts are by line item. In Windows the discounts are by percent and dollar amount based on the line item, invoice total or sale price.
General Ledger
New Features in 1. Online cue cards help with special situations. Windows 2. Extensive online help. 3. Reports can be exported to Microsoft Word or Excel. 4. Extensive reporting capabilities with numerous sorting options. 5. Graphs that show account trends and comparisons, by dollars or quantities. 6. Print transaction lists to include both posted and unposted entries on one report. 7. No need to close periods; transactions are date sensitive. 8. Choose from 10 sample charts of accounts to copy from department to department, or from company to company. 9. In addition to budgets, enter forecast balances by percentages, dollars or yearly allocations. 10. No end-of-period process. 11. Modify reports by “account type.” 12. Working trial balance for end-of-year adjustments, etc. 13. Not restricted to three periods before end-of-year. Can go back to previous years anytime.
DOS-only 1. Batch processing. Windows posts by period only. Features 2. Track partnership reports. 3. Check Writer special option. 4. No heading accounts on reports in Windows.
DOS to Windows Comparison 9-7 Renamed 1. The transaction list in Windows General Ledger will only print one year at a Reports and New time, but previous years' reports can be printed one year at a time. Procedures
Windows Special 1. ASCII Input – Bring in information from other software. Options 2. Change Posted Transactions 3. Consolidated Statements 4. Change Account Number/Structure 5. Report Designer
What Does Not 1. Queues and projects Convert to 2. Modified reports Windows 3. There is no longer a partnership report 4. Heading, primary, and subsidiary accounts are no longer available.
Reports to Run 1. Financial statements After Conversion
Inventory
New Features in 1. Online cue cards help with special situations. Windows 2. Extensive online help. 3. Extensive reporting capabilities with numerous sorting options. 4. Produces a shortage report for assemblies. 5. Increased sorting options on reports. 6. Export to Microsoft Word or Excel for graphing capabilities. 7. Process physical inventory by a count tag and/or worksheet. 8. Pictures can be stored in the system. 9. Track comments and additional description back to the item number. 10. Price breaks. 11. User-defined fields. 12. Assign substitute items to inventory items. 13. Subassembly levels went from zero to five. 14. Automatically creates serial numbers. 15. Item reorder levels by location. 16. Tracks UPC code by unit of measure. 17. Enter material requisitions. Tracks internal use departmental transfers of inventory.
9-8 DOS to Windows Comparison 18. Unlimited price calculation markup codes. 19. “Alias” available for items. 20. Different selling prices and costs are available by location. 21. Account codes are assigned to each inventory item. 22. Lot tracking is built-in; it is no longer sold as a special option. 23. Unlimited selling prices; DOS has a limit of five. 24. Unlimited locations; DOS has a limit of 100. 25. Unlimited characters for units of measure; DOS allows two. 26. ASCII output is built-in.
DOS-only 1. Use a different inventory cost method per item (LIFO, FIFO, Average, Features Standard, Replacement Costs). Windows only lets you have one system-wide method. 2. Replacement Costs as an inventory cost method. 3. Purchase orders is a separate special option in Windows Accounts Payable. 4. Mass update option. Windows has mass update of inventory price and costs only.
Renamed 1. Transactions that were entered into DOS Inventory are now entered through Reports and New Accounts Payable and Accounts Receivable. Procedures 2. Product centers come across as account codes and sales categories in Inventory.
Windows Special 1. ASCII Input – Bring in information from other software. Options
What Does Not 1. Everything should convert. Convert to Windows
Reports to Run 1. Item status report After Conversion 2. Valuation report
DOS to Windows Comparison 9-9 Order Entry
New Features in 1. Online cue cards help with special situations and extensive online help. Windows 2. Custom entry options for inputting orders, quotes, return authorizations, backorders, and templates. 3. Pick report. 4. Export to Microsoft Word or Excel for graphing capabilities. 5. On the detail open order report, sort by the order date, class code, and sales rep. ID. 6. Search by class code and sales rep ID in "Fill Orders." Also, select the sort order to print by. 7. ASCII output is built-in. 8. Option for summary or detailed entry.
DOS-only 1. Discount by a dollar amount and percentage; Windows calculates by Features percentage. 2. Search by the purchase order number in "Fill Orders."
What Converts to Nothing converts. Windows
Project Cost
New Features in 1. Import transactions from both the DOS and Windows modules. Windows 2. More sorting options on reports. 3. Cost/billing report shows the dollar and percentage profitability. 4. ASCII output is now built-in. 5. Project descriptions allow short and long multi-line comments (DOS has a short comment line).
9-10 DOS to Windows Comparison Chapter Ten — Special Options
Special options are add-on programs that give added capabilities to Red Wing software. Contact Red Wing Business Systems or your Red Wing provider for information on new Special Options.
Contents Introduction...... 10-2 System Manager Label Wizard ...... 10-2 General Ledger ASCII Input ...... 10-2 Change Posted Transactions ...... 10-3 Report Designer ...... 10-3 Change Account Number / Change Account Structure.. 10-3 Consolidated Statements ...... 10-3 Accounts Receivable ASCII Input (Customers/Transactions/DOS Payroll) ..... 10-4 Accounts Payable ASCII Input (Vendors/Transactions) ...... 10-4 Inventory ASCII Input ...... 10-4
Special Options 10-1 Introduction
These handy add-on programs add even more power to your Red Wing Accounting software. They interface seamlessly and are designed to meet your unique needs.
For more information or to order Special Options, contact your Red Wing provider or Red Wing Business Systems at 1-800-732-9464 or e-mail [email protected].
System Manager
Label Wizard Use the Label Wizard to create labels for Accounts Payable, Accounts Receivable, Inventory, Order Entry and Purchase Orders. Based on standard Avery label sizes and formats you can create labels listing a wide variety of information and can even print bar codes on labels in a variety of formats.
The Label Wizard takes you step-by-step through the label creation (or editing) process.
General Ledger
ASCII Input The ASCII Input Special Option transfers transaction information from an ASCII file into the General Ledger. You can use the standard Red Wing ASCII file format or design a custom definition describing your input file.
10-2 Special Options Change Posted Use this Special Option to change current year posted transactions. You can Transactions make changes to text fields (this capability is also available in Review Transactions), and can make the following changes to posted transactions:
Change debits, credits, primary quantities, alternate quantities, accounts and periods. Account balances are adjusted accordingly.
Delete transactions.
Report Designer This Special Option lets you make major modifications to your Income Statement or Balance Sheet reports. Use it to change the type of information that is printed in each column of these reports.
Change Account Use this Special Option to change an account number. All of the account Number/Change information is preserved — the only thing that changes is the account number Account Structure itself. Not only is the account number changed in the General Ledger, but also in all Red Wing modules that interface with the General Ledger.
You can also use this selection to combine one account with another. Do this by changing an account number to one that already exists. The original account's totals are then added to the existing account's totals.
Use this selection (a part of the Change Account Number Special Option) to change the number of segments in your account number structure or to change the length of an existing account segment. Not only is the account structure changed in the General Ledger, but also in all Red Wing modules that interface with the General Ledger.
Consolidated Use this Special Option to print consolidated financial statements, combining Statements more than one company's records.
Special Options 10-3 Accounts Receivable
ASCII Input Use this selection to transfer transactions or customers from third party (Customers/ software into Accounts Receivable. Transactions) Customers—Read customer information from an ASCII file into the Accounts Receivable system or modify the definition file used to describe the format of the ASCII input file.
Transactions—Read transaction information from an ASCII file into the Accounts Receivable system or create the definition file used to describe the format of the ASCII input file.
Accounts Payable
ASCII Input Use this selection to transfer transactions or vendors from third party software (Vendors/ into Accounts Payable. Transactions) Vendors—Read vendor information from an ASCII file into the Accounts Payable system or modify the definition file used to describe the format of the ASCII input file.
Transactions—Read transaction information from an ASCII file into the Accounts Payable system or create the definition file used to describe the format of the ASCII input file.
Inventory
ASCII Input Use this selection to transfer inventory items from third party software into Inventory, reading item information from an ASCII file into the Inventory system or modifying the definition file used to describe the format of the ASCII input file. You can set up your own import definition, or use one of the import definitions that comes with the system.
10-4 Special Options Chapter Eleven — Accounts (How and When they are Used)
When you set up your Windows Accounting Series modules, you are required to enter general ledger-type accounts on many setup screens. This chapter shows how these accounts are used throughout the system.
Contents Introduction...... 11-2 System Manager ...... 11-2 Accounts Receivable ...... 11-4 Accounts Payable...... 11-6 Order Entry...... 11-8 Inventory ...... 11-8
General Ledger Accounts 11-1 Introduction
Your "accounting" system is filled with general ledger-type accounts; whether you post to the General Ledger module or not. In either case, you need to track certain information by accounts that will have either a debit or a credit affect.
This chapter shows each setup screen that requires an account and how that account is used by the system.
Abbreviations: AR Accounts Receivable AP Accounts Payable COGS Cost of Goods GL General Ledger IN Inventory OE Order Entry
System Manager
Setup & Maintenance Field: GL Cash Account Type of Account: Checking Account Bank Accounts Normal GL Balance: Debit Affected By: AR, Enter Payments Debit AR, Invoice Entry, Payments Debit AP, Update Vendor Balances Credit AP, Void Checks Debit
Setup & Maintenance Field: Tax Liability Account Type of Account: Sales Tax Payable Tax Locations Affected By: AR, Invoice Entry, Invoices with Sales Tax Credit AR, Invoice Entry, Credit Memos with Tax Debit
Field: Tax Refundable Account Type of Account Sales Tax Payable (normally the same account as above) Affected By: Not used by any transactions at this time.
11-2 General Ledger Accounts Setup & Maintenance Field: Expense Account Type of Account: Miscellaneous Expense Inventory Items Affected By: Not used by any transactions at this time.
Field: Sales Account Type of Account: Revenue/Income Affected By: AR, Invoice Entry, when this item is added to an invoice Credit AR, Invoice Entry, when this item is added to a credit memo Debit
Field: COGS Account Type of Account: Cost of Goods Sold Affected By: AR, Invoice Entry, when this item is added to an invoice Debit AR, Invoice Entry, when this item is added to a credit memo Credit Note: The system will only assign a transaction to the COGS and Inventory accounts IF you have a cost amount entered in the cost field on the invoice.
Field: Inventory Account Type of Account: Inventory (Asset) Affected By: AR, Invoice Entry, when this item is added to an invoice Credit AR, Invoice Entry, when this item is added to a credit memo Debit Note: The system will only assign a transaction to the COGS and Inventory accounts IF you have a cost amount entered in the cost field on the invoice.
General Ledger Accounts 11-3 Accounts Receivable
Setup & Maintenance Field: Cash Receipts Type of Account: Checking Account Customization - Affected By: Not used by any transactions at this time Defaults tab Field: Discounts Type of Account: Sales Discount Account (Income Account) Affected By: AR, Payments posted to invoices that were entered with an early payment discount Debit
Field: Inventory Type of Account: Inventory Account (Asset Account) Affected By: AR, Invoice Entry, Detail tab will default to this Inventory account Credit Note: This default is only used if you are selling a non-inventory item and the non- inventory item has a cost in the cost field.
Field: COGS Type of Account: Cost of Goods Sold Account Affected By: AR, Invoice Entry, Detail tab will default to this COGS account Debit Note: This default is only used if you are selling a non-inventory item and the non- inventory item has a cost in the cost field.
Field: Sales Type of Account: Revenue or Income Account Affected By: AR, Invoice Entry, Detail tab will default to this Sales account Debit Note: This default is only used if you are selling a non-inventory item.
Field: Finance Charge Type of Account: Finance Charge Income Account Affected By: AR, Calculate Finance Charges Credit Note: When you go through the month-end process, after calculating finance charges, it will post all finance charges to this account.
11-4 General Ledger Accounts Setup & Maintenance Field: Sales Account Type of Account: Revenue or Income Account Default Sales/Cost Affected By: AR, Enter Invoices Credit Accounts (Account codes in Enter Invoices are optional.) Note: If you choose an account code in Enter Invoices, instead of accepting the defaults, it will use this account). *A credit memo debits this account.
Field: Cost Account Type of Account: Cost of Goods Sold Account Affected By: AR, Enter Invoices Debit (Account codes in Enter Invoices are optional.) Note: If you choose an account code in Enter Invoices, instead of accepting the defaults, it will use this account). *A credit memo credits this account.
Setup & Maintenance Field: Receivables Type of Account: Accounts Receivable Account Default Affected By: AR, Enter Invoices, Invoice Debit Receivables AR, Enter Invoices, Credit Memo Credit AR, Enter Payments, Credit Accounts Field: Freight Type of Account: Freight Income Account Affected By: AR, Enter Invoices, Invoice, Freight field on the Totals tab Credit AR, Enter Invoices, Credit Memo, Freight field on the Totals tab Debit
Field: Misc Type of Account: Miscellaneous Income Account Affected By: AR, Enter Invoices, Invoice, Misc field on the Totals tab Credit AR, Enter Invoices, Credit Memo, Misc field on the Totals tab Debit
General Ledger Accounts 11-5 Setup & Maintenance Field: Debit Account Type of Account: Varies* Payment Methods Affected By: AR, Enter Payments Debit OE, Order Entry, Payments tab (payments only, not deposits) Debit *Depends on what you are using this payment method for. For example, if you are setting up a payment method to reverse finance charges, the debit account is your Finance Charge Income Account. Normally this is a checking account.
Accounts Payable
Setup & Maintenance Field: Cash Type of Account: Checking Account Customization - Affected By: Not used by any transactions at this time Defaults tab Field: Discounts Type of Account: Purchase Discount Account (Expense account – offsets expense) Affected By: AP, Payments posted to invoices that were entered with an early payment discount Credit
Field: Inventory Type of Account: Inventory Account (Asset account) Affected By: Not used by any transactions at this time
Field: COGS Type of Account: Cost of Goods Account Affected By: Not used by any transactions at this time
11-6 General Ledger Accounts Setup & Maintenance Field: Expense Account Type of Account: Expense Account Vendors Affected By: AP, Transaction Entry, Invoice Debit AP, Transaction Entry, Debit Memo Credit Note: This account will only be used if an inventory item is not chosen on the Detail tab of Transaction Entry. If you choose an inventory item, it will use the Inventory Account for that item.
Setup & Maintenance Field: Payables Type of Account: Accounts Payable Account (Liability Account) Distribution Codes Affected By: AP, Transaction Entry, Invoice Credit AP, Transaction Entry, Debit Memo Debit
Field: Sales Tax Type of Account: Sales Tax Expense Account Affected By: AP, Transaction Entry, Invoice, Sales Tax field on the Totals tab Debit AP, Transaction Entry, Debit Memo, Sales Tax field on the Totals tab Credit
Field: Freight Type of Account: Freight Expense Account Affected By: AP, Transaction Entry, Invoice, Freight field on the Totals tab Debit AP, Transaction Entry, Debit Memo, Freight field on the Totals tab Credit
Field: Misc Type of Account: Miscellaneous Expense Account Affected By: AP, Transaction Entry, Invoice, Misc field on the Totals tab Debit AP, Transaction Entry, Debit Memo, Misc field on the Totals tab Credit
General Ledger Accounts 11-7 Order Entry
Setup & Maintenance Field: Discount Acct Type of Account: Sales Discount Account Customization - Affected By: Option field: If discounts are given in Order Defaults tab Entry (this is a sales discount, not an early payment discount), this account is debited.
Inventory
Setup & Maintenance Field: Material Expense Acct Type of Account: Expense Account Customization - Affected By: Material Requisition Transactions Debit Defaults tab Field: Material Inventory Acct Type of Account: Inventory Account Affected By: Not used by any transactions at this time
Field: Material Misc Acct Type of Account: COGS Account Affected By: Not used by any transactions at this time
Field: AP GL Offset Account Type of Account: Accounts Payable or COGS Account Affected By: IN, Transactions, Adjustment tab, Decrease Debit IN, Transactions, Purchase tab, Invoice Credit Note: Unless you are tracking your payables through inventory, normally you would use the COGS account in this field
11-8 General Ledger Accounts Setup & Maintenance Field: AR GL Offset Account Type of Account: Accounts Receivable or COGS Account Customization - Affected By: IN, Transactions, Adjustment tab, Increase Credit Defaults tab IN, Transactions, Sale Tab, Invoice Debit (Continued) Note: Unless you are tracking your receivables through inventory, normally you would use the COGS account in this field
Setup & Maintenance Field: Sales Account Type of Account: Revenue or Income Account Account Codes Affected By: AR, Invoice Entry, Invoice (inventory item on the Detail tab) Credit AR, Invoice Entry, Credit Memo (inventory item on the Detail tab) Debit IN, Transactions, Sale tab Credit
Field: Cost of Goods Sold Account Type of Account: Cost of Goods Sold Account Affected By: AR, Invoice Entry, Invoice (inventory item on the Detail tab) Debit AR, Invoice Entry, Credit Memo (inventory item on the Detail tab) Credit IN, Transactions, Sale tab Debit
Field: Inventory Account Type of Account: Inventory Account Affected By: AR, Invoice Entry, Invoice (inventory item on the Detail tab) Credit AR, Invoice Entry, Credit Memo (inventory item on the Detail tab) Debit IN, Transactions, Sale tab Credit IN, Transactions, Purchase tab Debit IN, Transactions, Location Transfers Credit
Field: Work In Process Type of Account: Work In Process Affected By: Not used by any transactions at this time
General Ledger Accounts 11-9 Setup & Maintenance Field: Inventory Adjustment Type of Account: Inventory Adjustment Account (Asset) Account Codes Affected By: IN, Physical Inventory, counted quantity is less than expected quantity Credit IN, Physical Inventory, counted quantity is (Continued) more than expected quantity Debit IN, GL Adjustment Journal, (automatic adjustments) Debit/Credit
Field: COGS Adjustment Type of Account: COGS Adjustment Account (COGS or Expense Account) Affected By: IN, GL Adjustment Journal, (automatic adjustments) Debit/Credit
Field: Purchase Price Variance Type of Account: COGS Account (COGS or Expense Account) Affected By: Not used by any transactions at this time
Field: Physical Count Adjustment Type of Account: COGS or Inventory Adjustment Expense Account Affected By: IN, Physical Inventory, counted quantity is less than expected quantity Debit IN, Physical Inventory, counted quantity is more than expected quantity Credit
Field: Transfer Cost Type of Account: Transfer Expense Account Affected By: IN, Transactions, Location Transfers Credit
11-10 General Ledger Accounts Red Wing Windows activity balance The activity balance for a period is the sum of Accounting — Glossary all journal entries posted for the period. activity ratios account Ratios that show the sales activity of the A storage unit of financial data in accounting, business in relation to its inventory and other usually grouping related information under one assets; for example, the rate of return on fixed account number. assets is the ratio of sales to fixed assets. account categories actual inventory In standard accounting practice, divisions into Inventory physically on-hand. which accounts of a business are categorized -- current assets, current liabilities, equity, income, adjustment expenses, and so on. A type of transaction that corrects differences in quantity (in Inventory). account code Indicates whether the account is a debit, credit aging or memo account. The process of classifying accounts receivable or accounts payable into time periods determined accounting period by the number of days elapsed since the due date Preset units of time in accounting used to track or the transaction entry date. and report financial information; generally monthly, quarterly or annually. For example, alias you might want a report to include transactions An alternate name for an inventory item. For entered for the month of January. example, the alias for item 700873920PS is plumbing supplies. acknowledgment A form sent to the customer reporting the allocate receipt of an order. An acknowledgment gives Earmark inventory for an order. Setting the customer an opportunity to look over the inventory aside, but not necessarily physically order for accuracy and confirms the order was moving it. received. alternate / alternate item activity Items that are comparable to or can be The changes in account balances resulting from substituted for other items. An alternate item is transactions (sales, purchases, payments of used when you sell an item with insufficient wages, adjustments, and other journal entries) quantities. between the business and one or more outside amortization parties. Depreciation applied to intangible assets such as goodwill and leasehold improvements.
Glossary 12-1 application average cost A software package made up of several related An inventory costing method. The average cost programs and files. Usually an application is method calculates a weighted average cost by named after a common accounting practice; for dividing the total cost of all units of an example, Accounts Payable, Accounts inventory item by the number of units on hand. Receivable, or General Ledger. Compare to FIFO, LIFO and standard cost. assembly average price An item that is sold from inventory and built The average selling price of an item. The from other inventory items. Before an assembly average price is updated each time a purchase is can be sold it must be set up n Maintain entered. Assemblies and then produced in Produce Assemblies to take the component items out of back up inventory and add the assembly quantity to To make a copy of data for archival purposes inventory. and to protect important data from computer or program malfunctions or damage. For example, You can set up to five levels of back up a history file before removing history so assemblies/subassemblies. that you can retrieve the data, if necessary. It is See also: production plan important to set up a regular routine for making backups. assets The resources (such as cash, investments, backorder manufacturing materials, inventory, buildings, Noun: The unshipped portion of an order. leases, fixtures) owned by a business. Assets are Verb: To place an order for items not in stock, entered as debits in asset accounts. but needed to fill an order commitment. audit trail balance A detailed record of accounting activity used to General Ledger: The difference between the account for the source of every dollar in the total debit entries and the total credit entries for accounts. Even though the most common types an account. of accounting errors are eliminated or greatly reduced when you use the General Ledger Accounts Payable / Accounts Receivable: The system, you should always create an audit trail. total amount owed by a customer or owed to a vendor. autosplit Process by which the General Ledger balance forward automatically splits an expense entry among At the end of each month all customer activity several profit centers or other expense accounts. (invoices, payments, etc.) is summarized and the For example, an overhead expense, such as detail is removed. The summary information is utilities, can be entered to account number 6370- carried over to the next month. The customer's 00 and automatically split to account numbers statement shows detail invoice information for 6730-01, 6730-02, 6735-01 and 6735-02. the current month only.
12-2 Glossary balance forward customers multiple transactions. The transactions are then Customers whose statements show invoice posted by batch, rather than individually details for the current month only and a summary line for previous months activity. bin number A number that identifies the location of an item. balance sheet Definition -- A financial report summarizing burden the values of the assets, the liabilities, and the The dollar amount or percentage applied to each capital (net worth) of a business at a particular project for indirect expenses. These costs are not point in time. In fact, the balance sheet must directly attributable to a project (such as phone satisfy the basic accounting formula: bills, insurance, and electricity) or are costs that are difficult to assign to a specific project (such Assets = Liabilities + Capital as employer's share of FICA, workers' The assets (what is owned) are always listed first compensation costs, and State Unemployment on the balance sheet, while the liabilities and costs). capital (who owns it) are listed last. In Project Cost the burden cost can either be a Example -- The basic format of a balance sheet rate (burden amount that is multiplied times the is shown below: quantity being recorded) or a percent (burden Assets $ percent that is multiplied times the total cost $ that is being recorded). $ $$$$ Add burden costs at either of two levels: Liabilities $ $ 1. Project -- Set up a different burden rate or $ $$$ percent for each project. All cost Capital $ transactions entered for the project have $$$$ this burden amount/rate applied. base cost 2. Category Code -- Set up a specific burden The cost used for calculating prices as a markup rate or percent for each cost classification from cost. within a category. For example, enter a burden rate for the labor classification base price within a category, but no burden rate for A price assigned to each unit. equipment rental for that same category. batch As each transaction is entered into Project Cost, A group of items, locations, bins, product lines, the burden amount is calculated and attached to and user-defined fields that are assigned an ID. that transaction. You can change burden rates Batch IDs are used in the physical count process anytime during the life of the project. Only to group similar items. transactions entered after the change are affected. batch code Also called Overhead. A code, up to six characters, assigned to each transaction. One batch code can be assigned to
Glossary 12-3 Example: A transaction is entered for eight class code hours at $9.50 per hour for a total cost of $76.00 A code used to sort information for reports. ($9.50 x 8=$76.00). In Accounts Receivable, class codes are used to • If a burden rate of $7.00 is applied to group customers. this transaction, the total burden amount is $56.00 ($7.00 x 8 hours). In Accounts Payable, class codes are used to • If a burden percent of 40% is applied group vendors. For example, you can classify to this transaction, the total burden them by type of product supplied or assigning a amount is $30.40 (.40 x $76.00). rating system (good, excellent, average, etc.). In the General Ledger it is the general category COGS / cost of goods sold an account type fits into -- for example, long- The beginning inventory plus purchases, minus term asset, current asset, or long-term liability. the ending inventory. This information is used to simplify financial calendar statement setup. On any date field you can press Shift F10 to classifications display a calendar from which you can select Predefined subdivisions within each category beginning and ending dates. code used to track costs, billing, and vendor information. The Project Cost system has five capital cost classifications: Materials, Labor, Claims on a company’s assets by the owners; Subcontractor, Equipment Rental, and Other. either the capital put up by the owners or the There is also a billing classification (Accounts income earned by the business and not Receivable) and vendor payment classification distributed (retained earnings). (Accounts Payable). carrying cost percent Several reports show summary totals for each The percentage of the total value of inventory. classification code. For example, you can see the This amount is used in the EOQ calculation in total labor costs for a project, even though it has the reorder process. several labor categories. category Each classification is assigned a classification A user-defined task or project step used to code as follows: accumulate costs, billing totals and vendor 10 = Materials payments. For example, an electrical contractor 20 = Labor could use Main Service, Lighting, and General 30 = Subcontractor cost categories; while a general contractor uses 40 = Equipment Permits, Demolition, Excavation, etc. 50 = Other 60 = Billings Categories are tracked by user-defined, two- 70 = Vendor Payments character category codes. They can be as general or as specific as you want. close The transfer of the balances from income and Each category code can be further subdivided expense accounts to an equity account at the end into classifications.
12-4 Glossary of the fiscal year (or quarter) to clear the counted quantity accounts for the next year’s entries. The quantities from the on-hand physical inventory, generally listed on tags or column heading buttons worksheets. Compare to frozen quantity. Buttons that control active/inactive fields in Transaction Entry and Estimate Entry. "Down" credit limit (light gray buttons) are inactive. Click on a The dollar amount a customer's balance cannot button to change it from active to inactive and exceed. vice versa. credit memo company A form/entry used to adjust a customer's balance In Red Wing, a business record associated with by decreasing it. A credit memo is the same as a its own files, tables, and menu of applications. negative invoice. Companies are identified by 3-character codes. customer order pending compound entry An accumulated dollar total of all open orders A journal entry in which a debit is offset by for a customer. more than one credit (or vice versa). customization conversion The process of setting up the Red Wing The process of updating existing files, programs, Accounting Series modules to fit your unique or applications to the current version. business. Setting up defaults in Setup and Maintenance, speeds up data entry when you use conversion factor the system(s). The portion of the base unit that is the alternate unit. For example, if the base unit is EACH and debit memo the alternate unit is BOX of 10, the conversion A form/entry used to adjust a customer's balance factor is 10. by increasing it. copy default This function in Project Cost copies a record Defaults are system-supplied responses. You from the most recently modified record to the can change default responses to fit your specific current record. For example, if you change a needs. They save you time by eliminating the category code on one record, press Ctrl F5 to need to repeatedly type the same information. copy all fields to the current record. default icon costing method A "toggle" button available to the right of The method used for costing sales and the column heading buttons in Transaction inventory: FIFO, LIFO, average cost, or Entry and Estimate Entry. Click on this standard cost. button to reset all fields to their default entry positions or to clear defaults. count date The date on which a physical count of inventory items is taken.
Glossary 12-5 deposit Division Codes on the Accounts Payable Setup Payment for an order being shipped in the and Maintenance Menu. future. A deposit is considered a liability in the General Ledger until the item is shipped. Economical Order Quantity (EOQ) The quantity at which it is most economical to Example: An order with a deposit is placed in place an order. January for shipment in April. The money is deposited in the checking account in January, expenses but is still a liability in the General Ledger. The costs incurred in earning the income: the cost of goods sold, wages, rent, and so on. depreciation Allocating the cost of using up fixed assets over F2=Lookup time by allocating a portion per accounting Use the F2 function key to locate a specific period. customer, invoice, vendor, order, etc. You can search by customer ID, name, zip code, contact, discount or phone. For example, if you need the customer A dollar amount subtracted from the full amount ID and you know only the contact, you can of a vendor invoice in return for prompt locate it by searching by contact. payment. This command is available when discount type is displayed on the status bar. A method of handling discounts in Point of Sale. EXAMPLE: distribution code Replace Button -- Use this button on the A code (up to six characters) that indicates how Lookup screen to change from one customer to amounts are to be distributed among general another. For example, if customer JUSTICJ is ledger accounts. For example, in Accounts shown on the Transaction Entry screen, you can Payable it indicates how amounts are to be press the F2 key, select the customer you want to distributed among general ledger payable change to, and click on the Replace button. The accounts (tied to vendor records) and in selected customer ID is used as a replacement on Accounts Receivable it indicates how amounts the current transaction. are to be distributed among general ledger Find Button -- Use this button to find a specific receivable accounts (tied to customer records). item, using the following procedure: dividends 1. Select the search criteria you want to The portion of the net income paid out directly "Lookup By" (for example, Contact.). to the stockholders as a return on their capital 2. Enter the name of the specific investment. customer you want to find (the name, phone, zip code, etc., etc. selected to division code Lookup By). An optional code, up to six characters, that can 3. Click on the Find button. The be used in sorting reports in Accounts Payable. customer ID field on the entry screen Typically, division codes indicate branches or is changed to the selected customer. departments of a company. They are set up in
12-6 Glossary F3=Delete and classification. If no Use the F3 key to delete information, such as a primary unit of measure user-defined code or a record. You can also click was set up, the field is left on the trash can icon to delete a record. blank. Both a category and classification are F6=Maintenance required. Use the F6 key to update information without Unit Amount Fills in the unit amount having to quit your current task. For example, if for the current category you are entering transactions and discover the and classification. If customer ID has not been set up, you can one has not been set up, double-click on the Customer ID entry field (or the field is left at press F6) and define the customer, then return to .00000. If it is a cost the transaction. classification, the unit cost is used; if it is a This command is available when billing, the billing is displayed on the status bar. amount is used; and if it is a vendor payment, F7=Close Window the field is left at Use the F7 function key to save the information .00000. on the active screen, close the active window Unit Cost Fills in the unit cost for and return to the prior window. You can also the current category and click on the close window icon to save and classification. If one has close an active window. not been set up, the field is left at .00000. F9=Default Unit Price Fills in the unit price This function is available in Project Cost. for the current category and classification. If Depending on the field, this function key is one has not been set up, available in transaction entry, import the field is left at transactions, estimate entry, and import .00000. estimates as follows: Description Fills in the description Class Fills in the first for the matching classification that was set estimate record (or up for the current category description for category. A category is estimates), if one has required. been entered. If no Source Fills in the default source estimate description is code, PC. available, the field is Date Fills in the workstation left blank. A project, date. category and Unit of Measure Fills in the primary unit of classification are measure that was set up required. for the current category
Glossary 12-7 FIFO group. For example, a general contractor might A costing method that uses the oldest items in have Residential, Commercial, and your inventory as the basis for costing your sales Miscellaneous groups, each with one or more and inventory. FIFO allocates the oldest unit projects in it. An electrical contractor may have costs to the cost of goods sold and the most New Homes, Remodeling, Commercial, and recent unit costs to the ending inventory. When Industrial groups. costs rise, the FIFO method yields the highest You can produce graphs comparing cost per unit net income; when costs fall, the FIFO method or profit trends within a single group, or yields the lowest net income. Compare to compare one group against another to see where average cost, LIFO, and standard cost. your most profitable projects are. file The Project Cost system comes with three built- A collection of records stored under a particular in groups: New, Change Order, Rework. You name. Option screens often represent files, but can also easily add new groups. you do not directly see a file. income fill The excess of revenues over expenses in an The process of allocating quantity shipped accounting period. amounts to an open order in preparation for shipment. After an order is filled, the open order income statement is turned into an invoice/credit memo. A key report showing the financial progress of a business over a period of time in terms of net freeze income or loss. The period of time is most A step in physical inventory in which inventory commonly a month, a quarter, or a year. quantities are calculated and stored before the Net income represents an increase in capital or inventory is counted. owner's equity. Net loss represents a decrease in capital or owner's equity. frozen quantity The calculated inventory totals that are stored Example -- The basic format of an income before the inventory is counted (the quantity you statement is shown below: Total Income: $XXXX expect to find). Compare to counted quantity. Cost of Goods Sold - XXXX Gross Profit $ XXX general ledger Total Expenses - XXX A record of accounts consisting of a chart of Net Income (Loss) $ XXX accounts and associated accounting periods. income summary account General Ledger tracks the effects on accounts An account that holds the net income from transactions entered in it and all other temporarily when closing the books, before it is interfaced applications. General Ledger is distributed to various equity accounts. updated by all applications that interface with it. interface group To join to another application so that Groups are used to classify projects into various information entered in one application updates types. You can then compare various types of information in another application's files. For projects by group or list all the projects in a
12-8 Glossary example, all Red Wing Windows Accounting leverage ratios applications interface to the General Ledger. Ratios used to determine how much the business is encumbered by its liabilities: the ratio of debt inventory (liabilities) to assets and of debt to equity. The goods a business owns at a particular time, whether held for direct sale or for use in liabilities manufacturing goods for future sale. Manufac- The claims of creditors upon the business’s turing inventory is usually divided into raw resources (assets)—accounts, salaries, taxes, and material, work in process, and finished goods. so on -- payable to parties other than the owners. item number liquidity ratios Number (code) assigned to each inventory item Ratios that indicate the amount of cash that to identify it. Quantities are unlimited for each could be available for investment after meeting item. Using serial and/or lot numbers to identify short-term obligations. The current liquidity each piece is optional. ratio is the ratio of current assets to current liabilities. The quick ratio is the ratio of current journal assets less inventory to current liabilities. A chronological record of transactions. list price journal entries The basic, published price for each unit without Transactions recorded in a journal. discounts added to it.
LIFO location A costing method that uses the last items Each place your inventory is stored. It is brought into inventory as the basis for costing identified by a Location ID. A default Location your sales and inventory. When costs of your ID is set up in System Manager in Company inventory items rise, the LIFO method yields the Information. Additional locations may be set up lowest net income of all the costing types; when in the Red Wing Inventory system. inventory item costs fall, the LIFO method yields the highest net income. LIFO is often lotted items preferred when prices rise because it results in a Items that are grouped for identification and lower pretax income and a lower tax obligation. given a lot number, such as items with the same Compare to average cost, FIFO, and standard shipping, receiving, or expiration date. cost. magnetic media lead time A diskette that contains data, submitted to the The time it takes to process an order federal government in lieu of printed forms. (manufacture or receive the item(s) / packaging) so that it can be shipped by the required date. material requisition For example, if the lead time is set to five in A document used by a business to record Order Entry Customization and the date internal use of stock items from its own required is October 31st, the scheduled ship date warehouse. defaults to October 26th (five days before the required date).
Glossary 12-9 memo account ordering cost amount An account that stores various numbers you may The total cost of shipping, stocking, and labor. need in calculations; for example, the number of This amount is used in the EOQ calculation in shares of stock outstanding or the number of the reorder process. days in each month (for sales reports). packing slip miscellaneous debit A document sent with an order or partial order A transaction that nullifies a purchase, resulting listing the contents. It generally does not contain from a return or an adjustment to the purchase prices, but otherwise, has much the same transaction. Miscellaneous debits reduce the information as the order/invoice. total amount of accounts payable due vendors. partial order nonserialized item Portion of an order filled (shipped) at any point Regular inventory items identified by the item in time. ID and description. payment terms code / terms code online check In Accounts Receivable, a code, up to six A single check printed immediately after characters, that serves as a shorthand notation entering an invoice. for the payment terms for a customer, such as COD for cash on delivery. open credit A credit (payment or credit memo) that has not In Accounts Payable, a code, up to six been applied to a specific invoice. characters, that serves as a shorthand notation for the payment terms from a vendor, such as open invoice customers COD for cash on delivery. Payment terms Customers whose statements show invoice indicate if an early payment discount is details for all unpaid invoices, regardless of age. available, the time the discount is available, and the date payment is due. open order An order/backorder that has not totally been penalty type filled. The percent or amount used to determine the price when fractional parts of a unit are sold. order A term used in Order Entry as both a generic periodic inventory term for any document you enter into the Physical inventory taken at the end of the year to system, as well as a specific document type. For establish ending inventory. example, in Enter Orders you can enter orders, return authorizations, quotes, etc. perpetual inventory A continuous record of inventory maintained by order point keeping detailed records of purchases and sales. The quantity you want to have on hand when you reorder an item for a location. phase Phases are groupings of categories, generally by stage of the project. For example you may
12-10 Glossary complete a house in three phases: calculate prices in transaction entry. You can Permits/Planning, Construct Shell, and assign a default price ID to each item. Finishing and assign several categories to each phase. It is then easy to produce reports showing priority code categories by phase. A one-character code used as a selection option for paying invoices and sorting reports in The Project Cost system comes with one built-in Accounts Payable. They are set up in Priority phase: ALL. If you do not want to use phases, Codes on the Accounts Payable Setup and use the default ALL for all categories. You can Maintenance Menu. easily add new phases. product line physical inventory A category of similar items used for sorting. The actual on-hand inventory. production plan pick report One or more assemblies that need to be built Document used in-house by the person filling an from inventory. Production plans can be set up order to check off items taken off the shelf as the on a one time basis or set up and built on a order is being filled. routine basis. Once a production plan is set up you can use it to determine the parts necessary post to produce the assemblies on that plan. To transfer information from one place to another, usually at the end of the day or at a profitability ratios distinct break in business. An indication of how much the net profit is in relation to the size of the business. The net price code profit margin is the ratio of net profit to sales; Price codes are used to set up customer pricing the return on assets and return on equity are levels for use when calculating prices for the ratios of the profit to total assets and to inventory items, together with the price ID. earnings per share Typical price codes could be high, medium and equity, respectively. The low volume or wholesale, retail, employees and show the dollar amount of profit per share of non-profit. When setting up customers, you can stock. assign a price code. They are set up in Accounts project Receivable Setup and Maintenance. A job or contract; an undertaking. Use the price break Project Cost system to track all information A reduction in price based on quantity, generally about projects and to record and save costs for giving increasing discounts as the quantity of the life of the project. sales increase. Included in the project information tracked are project code; project description; multi-line price ID comments; customer information; group Price IDs identify your different pricing methods information; retainage information; status; and are used in Price Calculations (Inventory) burden information; beginning, ending, and due with the customer's price code (set up in dates; last activity and billing dates; and Accounts Receivable) to tell the system how to bid/estimate.
Glossary 12-11 Projects (designated by codes, up to six Accounts Receivable) for the same amounts. characters) are easily set up. You can copy them all at once at the appropriate times. prox terms Terms of a business arrangement which specify General Ledger: Transactions you enter that the payment due date is based on days from regularly in the same amounts; for example, the beginning of the next month. See also, depreciation. You can set up recurring regular terms. transactions in Recurring Entries on the Set-up and Maintenance Menu and copy them all at purchase price variance (PPV) once at the appropriate times. The difference between the standard cost and the actual price paid for an item in the standard regular terms costing valuation method. For example, if your Terms of a business arrangement which specify standard cost for an item is $50 and you that the payment due date is based on days after purchase the item at $60, the purchase price the invoice date. See also, prox terms. variance between the standard cost and what retainage was paid for the item is $10. The dollar amount or the percentage of the total purchases journal project cost that is not billed (or the customer A chronological record of invoices. holds back) until the project is complete. This is also the amount the contractor holds back from quarterly system sub-contractors. The system you use if your basic accounting The retainage period is the length of time the period is one week and you close the books at retainage can be withheld after completion of the end of every quarter (13 weeks). You can the project. also use a fiscal-year system, with a basic accounting period of one month. return authorization A form/entry used to adjust a customer's balance queue by decreasing it. The placing of more than one item in an orderly line. In the General Ledger, a queue is a lineup retained earnings of reports to be printed, one after the other. Income earned by a company during the year, but not yet distributed as dividends to the quote owners/stockholders. Retained earnings form Price estimate of what an order will cost. part of the equity of the business. ratio analysis reversing entry A financial report you can use to assess aspects A journal entry you make to cancel a previous of financial performance. There are activity, entry. It consists of an equal credit to the leverage, liquidity, and profitability ratios. account previously debited and a corresponding debit to the account previously credited. recurring invoices/recurring transactions Invoices you enter regularly, such as for loans (in Accounts Payable) or produce regularly (in
12-12 Glossary run code PC Project Cost (includes all A six-character code that identifies the group a transactions imported from any non- recurring invoice belongs to. Frequently days of Red Wing software application) the month or week are used for run codes. They PR Payroll are set up in Recurring Invoices. AP Accounts Payable AR Accounts Receivable In General Ledger a number that identifies the IN Inventory group a recurring transaction belongs to. standard cost safety stock A costing method that is an estimate of costs you The quantity to have on hand as a safeguard set. For example, in a manufacturing operation against order process uncertainty. the standard cost is the cost of the item plus sales category costs of raw materials, labor, and overhead. Sales categories identify the market you sell Compare average cost, FIFO, and LIFO. groups of items to and help you analyze sales. They can be as simple as retail and wholesale or standard order more complex. You must set up at least one A Transaction Type option available in sales category. The sales categories codes are Maintain Purchase Orders that lets you create used to sort historical information, such as detail purchase orders that are never dropped by the sales history in Accounts Receivable. system, do not affect the on order quantity in scaling Inventory, and are meant to be used as templates when adding new purchase orders. For example, The process of decreasing dollar amounts to the if you frequently order the same items from a nearest hundred or thousand dollars, so that vendor, you can set up a standard order to avoid large values fit in less space (or are more re-entering the same information each time. significant). Available scaling factors are by 100 and by 1000. statement contents Records that control the contents of the serialized item statements and reports you print through the An item that is identified by a serial number, Financial Statements selection on the such as an appliance, a computer, or a stereo Management Reports Menu. system. statements service item The standard financial statements (such as the balance sheet and the income statement) you Tasks you perform for customers, such as produce at the end of each accounting period, service warranties and repair services. which detail the company’s financial source code performance. You can also produce the Ratio The two character identifier showing where a Analysis and other reports (such as sales transaction originated. For example, the source reports). code for transactions imported from Payroll is PR. Source codes are:
Glossary 12-13 status Minnesota has a statewide sales tax and the city The project's current state of activity. Use status of Rochester has a city sales tax. For businesses codes to keep active projects separate from in Rochester, you can set up a tax location group inactive projects. You can then list only active made up of both tax locations. They are set up in projects on your daily reports. Use closed System Manager. projects for comparisons when similar projects come up in the future. tax location Tax locations identify the taxing authorities for Set up your own project status codes or use the which you accumulate sales tax (states, cities, defaults: Active, Inactive, Bid and Closed. etc.). Tax locations are set up in System subassembly Manager. An assembly used in building another assembly. template suggest An order type that is set up once for frequently A function available in Project Cost. repeated orders and then copied to a standard order as needed. • In transaction entry, press Ctrl F2 to view a list of default unit amounts for the current temporary vendor project/category. A vendor that is set up for a one time or cash • In estimate entry, press Ctrl F2 to view a purchase. The vendor is removed during the list of detail unit costs/unit prices for the end-of-period process when the balance is zero. current project/category. Set up temporary vendors in Vendors on the Accounts Payable Setup and Maintenance These defaults are taken from the category detail Menu. and estimate files. If the list is blank, category detail or estimates have not been entered. transaction • In Accounts Receivable, an exchange superseded item ID between a business and a customer, leading An ID assigned to an item that is set up to to an accounting entry. Transactions replace an item that is no longer available. include invoices, paid invoices, credit tax class memos and recurring invoices. Transactions Tax classes are categories of goods or services are recorded in the Cash Receipts Journal, that are taxed at a set rate. The system comes Sales Journal, Miscellaneous Credits with predefined tax class codes that are Journal, Daily Sales Tax Report, Cash automatically added by the system; you cannot Receipts by Payment Type and Cash change them. You can add new tax class codes Receipts by Bank. or modify the description of existing codes. Tax • In Accounts Payable, an exchange between classes are set up in System Manager. a business and a vendor, leading to an accounting entry. Transactions include tax location group (tax group) invoices, paid invoices, debit memos and Tax locations are placed into tax location groups recurring invoices. Transactions are (identified by a Tax Group ID). These are then recorded in the Purchases Journal or used to determine sales tax rates. For example, Miscellaneous Debits Journal.
12-14 Glossary • In General Ledger, an exchange between a printed on a work order do not transfer to the business and another party, leading to an customer's invoice. accounting entry. This entry is recorded in the Transaction Journal. work order comment A comment that is entered by detail line and is trial balance only printed on orders. Work order comments A report that shows the balance of each account do not transfer to an invoice. The comment is in the General Ledger. The total credits must retained until all items are shipped. equal the total debits. workstation date UPC Press Control W to change the default The universal product code that records the workstation date. You must remember to change identification number for an item. the date back to the current date when you are finished. validate button Displayed to the right of each transaction or estimate in Project Cost. Click on it to check (validate) the transaction or estimate. A Transaction Errors or Estimate Errors screen is displayed, listing any errors. variance The difference between two balances for the same account; for example, between the balance of this year and last year. variance amount The difference between frozen quantities and calculated (counted quantities x cost) quantities. vendor An individual or business that supplies goods or services. vendor code A code, up to 10 characters, used to identify each vendor. For example, JBCONST for J.B. Construction. They are set up in Vendors on the Accounts Payable Setup and Maintenance Menu. work order In-house document describing what must be done to complete an order. The comments
Glossary 12-15 12-16 Glossary INDEX
2000, Microsoft version 3-18 B, C 3000 error 6-16 back up data 8-2 3040 error 6-15 backups, frequency 6-9 3043 error 6-16 batch codes 3049 error 6-15 accounts payable 6-12 32-bit installation 3-10 accounts receivable 6-10 3315 error 6-16 calculator 5-12 calendar 5-12 A display online 6-5 ASCII input special option change accounts payable 10-4 account number/structure 10-3 accounts receivable 10-4 company 4-3, 7-8 general ledger 10-2 posted transactions 10-3 inventory 10-4 single-user to multi-user system 3-8 Access 97 1-2 check box 4-8 problems with closing 6-8 check register, print 6-12 account codes checks, how to order 2-7 how used 11-1 to 11-10 closing naming conventions 6-3 Microsoft Access 6-8 sorting 6-2 screens 6-5 account description, change 6-12 codes and IDs Accounts Payable how they are sorted 6-2 account codes (how they are used) 11-6 restrictions for 6-2 ASCII input special option 10-4 combo box 4-8 DOS to Windows 9-3 command buttons 4-9 post from DOS payroll 6-6 commands, frequently used 6-5 print check register 6-12 compact a database 8-5 removing voided check 6-12 company using batch codes 6-12 change 4-3 Accounts Receivable delete 6-6 account codes (how they are used) 11-4 open 6-3 ASCII input special option 10-4 set up new 6-4 DOS to Windows 9-5 company setup wizard 1-2 inventory vs. non-inventory trans. 6-11 where it is at 2-4 open invoice report 6-10 computer, new 6-9 outstanding credit balances 6-11 consolidated statements 10-3 revise/reverse finance charge 6-10 control menu box 4-6 using batch codes 6-10 converting from DOS to Windows 6-7, 9-2 Adobe Acrobat reader 2-5 corrupt database error 6-15 activation key 3-9 cue cards 2-3 adding new records 5-9 custom help 2-3 admin as user name 6-3
Index 1 customer support forms, how to order 2-7 when to call 2-1 frequently used commands 6-5 programs 2-6 G, H, I, J D, E, F General Ledger data paths 4-3 accounts (how used) 11-1 to 11-10 database files and locations 8-6 ASCII input special option 10-2 dates change account description 6-12 change 5-12 convert modified financial stmts. 6-12 how to enter 6-4 DOS to Windows 9-7 delete post from DOS payroll 6-6 a company's files 6-6 change acct. number/structure 10-3 records 5-10 change posted transactions 10-3 directory structure 3-13 consolidated statements 10-3 disk I/O error 6-15 report designer 10-3 disk space required 3-3 hardware requirements 3-3 DOS help payroll 6-6, 6-7 company setup wizard 2-4 latest improvements 6-7 cue cards 2-3 dot matrix printers 3-3 custom 2-3 edit menu 7-11 customer support 2-6 entry fields 4-8 examples, how to use online 2-2 entry screens 4-4 installation 2-4 errors keyboard commands 5-12 3000 6-16 menu 7-14 3040 6-15 overview 1-2 3043 6-16 practice systems 2-5 3049 6-15 training 2-6 3315 6-16 icons, installed with system 3-17 locked batch 6-17 IDs, restrictions on / sorting 6-2 reading drive x 6-17 insert menu 7-14 rollback 225 6-17 installation user already logged on 6-17 2000, install on 3-18 escape 6-5 change single-user to multi-user 3-8 explorer menu 1-4 directory structure 3-13 DOS, migrating from 9-2 hardware/software required 3-3, 3-18 F2 = lookup 1-3, 4-7 network 3-5, 3-6 F6 = maintenance 4-7 Novell Netware parameters 3-6 favorites 7-10 online help 2-4 features, Red Wing software 1-2 peer-to-peer 3-6 file locations 8-6 Red Wing icons 3-17 file menu 7-8 registry entries 3-16 file, send reports to 7-15 setup wizards 3-2 files, converting 6-6 single user 3-4 finance charges step-by-step 3-9 reverse/revise 6-10 uninstall 3-12 financial statements, convert 6-12
2 Index Installation (continued) N, O, P, Q Windows NT 3-5 Network Manager, DOS to Windows 9-2 windows upgrade 6-4 new Internet address 2-7 company, set up 6-4 Inventory computer, moving files to 6-9 accounts (how they are used) 11-8 module, adding 6-9 ASCII input special option 10-4 Novell Netware parameters 3-6 DOS to Windows 9-8 online help assign accounts to 6-13 company setup wizard 2-4 transaction types 6-13 during installation 2-4 invoices, how to order 2-7 examples, how to use 2-2 open invoice report 6-7 K, L, M option buttons 4-8 key commands Order Entry frequently used 6-5 accounts (how they are used) 11-8 introduction to 5-2 DOS to Windows 9-10 list 5-12 output to 7-9 standard 7-16 page setup 7-9 label wizard 10-2 password 5-1, 6-3 latest improvements, DOS 6-7 Payroll locked batch error 6-17 install 6-7 log in error 6-17 post from 6-7 logging into the system 6-3 peer-to-peer installation 3-6 logon screen 5-1 Point of Sale, DOS to Windows 9-7 lookup command 4-7 post from DOS payroll 6-6 main menu practice systems introduction to 4-2 example 2-5 navigating 5-3 for hands-on entry 5-1 maintenance command 4-7 installing 3-11 manuals, purchase 2-7 print 3-12 maximize buttons 4-7 preview reports 7-15 menu bar 4-6 print reports 7-15 menu bar selections printer requirements 3-3 edit menu 7-11 printers button 7-15 favorites menu 7-10 Project Cost, DOS to Windows 9-10 file menu 7-8 pull-down menus 4-6 help menu 7-14 Purchase Orders, create invoice in 6-14 insert menu 7-14 quick selection feature 4-9 records menu 7-13 tools menu 7-10 R, S view menu 7-12 record selector buttons 4-9 window menu 7-13 records menu 7-13 Microsoft 2000, install on 3-18 Red Wing Microsoft Access, how to close 6-8 icons 3-17 Mid County Supply 5-2 standards 4-4 minimize buttons 4-7 utilities 8-1 name and password 5-1 registration 5-1
Index 3 registry entries 3-16 tools menu 7-10 repair a database 8-4 training for Red Wing software 2-6 report command buttons 7-15 transaction types in inventory 6-13 report designer 10-3 tutorial, hands-on entry 5-1 reset report parameters 7-9 uninstall procedure 3-12 restore data 8-3 upgrades reverse finance charges 6-10 converting files 6-6 rollback 225 error 6-17 how to install 6-6 SAM 5-2 user and group accounts 7-10 sample company 5-2 user guides, purchase 2-7 scroll bar 4-9 users/registration 4-3 server utilities directory structure 3-15 backup 8-2 install to 3-6 compact a database 8-5 setup wizards 3-2 repair a database 8-4 single user restore data 8-3 change to multi-user 3-8 versions 4-3 directory structure 3-13 view menu 7-12 installation 3-4 voided checks, how to handle 6-12 snapshots 1-3 software requirements 3-3 sorting codes and IDs 6-2 W, X, Y, Z standard key commands 7-16 window menu 7-13 standards, Red Wing 4-4 Windows starting Red Wing software 5-1 requirements 3-3 status bar 4-7 upgrade 6-4 suggestions 4-3,7-8 Windows 2000 3-18 support, customer 2-6 Windows NT system information 4-3, 7-8 installing practice systems 3-11 System Manager requirements 3-3 accounts (how they are used) 11-2 specifications 3-5 DOS to Windows 9-2 uninstall procedure 3-12 creating new files 6-9 wizard frequency of backups 6-9 for company setup 1-2, 2-4, 3-2 label wizard special option 10-2 installation setup 3-2 move to new computer 6-9 workstation directory structure 3-14 date 5-12, 7-8 T, U, V install to 3-6 technical support utilities 7-10 world wide web address 2-7 toolbars data entry 7-4 explorer menu 7-7 inquiry 7-6 introduction to 4-7 main menu 7-2 maintenance 7-3 Red Wing 7-7 report 7-5
4 Index