ADDSUM ADVANCED ACCOUNTING 5.1 UPDATE SUMMARY (AAUP98.TXT) Last revised: 12/19/98 ----------------------------------------------------------------------------- This is a list of program updates and changes made by ADDSUM BUSINESS SOFTWARE, INC. since January 1, 1998. (For changes made in 1997, see the file AAUPDATE.TXT.) Data file layout/dictionary changes have been made as outlined below. WARNING: if any of your programs have been previously modified, take care not to overwrite those modified programs. The updates listed may need to be incorporated into your previously modified programs (this can be accomplished only through programming). (installation instructions apply when receiving the initial interim release update diskette from us - if you are downloading an update from our web site, please follow the instructions provided in your update notice) INSTALLATION INSTRUCTIONS: Copy the ADDSUM98.EXE file into your ADV51 or equivalent subdirectory. This can be done several ways. In the DOS mode Accounting, you can select U-Utilities then C-Run DOS command and then type COPY A:*.* and press ENTER. Make sure that other users are out of the program while you do this and that you have a back-up copy of all of the files in your ADV51 or equivalent subdirectory before proceeding. You can also copy the files by using the Windows Explorer or by typing the appropriate COPY command at the DOS prompt, e.g. COPY A:*.* F:\ADV51 where F:\ADV51 is the location of Advanced Accounting. Once the ADDSUM98.EXE is in your ADV51 subdirectory, type ADDSUM while in that subdirectory (for example, at the C:\ADV51> prompt type: ADDSUM and press ENTER). When you are asked if you want to overwrite files, answer with an 'A' (for [A]ll). EXISTING USERS: if XFR files are included (e.g. as with the 4/98 update, you also need to run NEWMERGE with the new XFR files in place - be sure to back-up your data files before running.) NOTE FOR LANTASTIC USERS: You will need to type ATTRIB -r *.RUN before overwriting files in the step above. When complete, type ATTRIB +r *.RUN. When data structure changes involved, you will use need to run the TASMERGE (or NEWMERGE) programs. Make sure that you have a complete back-up copy of your system. Then, in the DOS mode of Advanced Accounting, select U-Utilities then A-Run TAS program and type TASMERGE. When prompted select the UPDATE option. (Or instead of TASMERGE run the NEWMERGE program if it is available to you.) (Listings are in alphabetical order by module - *=program was modified in 1997 - see the AAUPDATE.TXT for a description of prior changes) 4/98 UPDATE (CODE COMMENTED AS "1/1/98") INFORMATION (began shipping to upgrade/new customers on 3/30/98 - included in the APRIL '98 updates for subscription customers) Following file layouts have been changed or added: (for existing files, the change involves increasing the size of the "terms" field from 1 to 3 characters) BKAPINVL BKAPINVT BKAPPO (also new freight field) BKAPVEND BKARCUST BKARINV (additional ship date, user ID, actual date posted fields, invoice date field is now a key field) BKARINVT BKARINVV BKICTRAN (new inventory movements file) BKPMTHLD BKPOSPMT BKSYMSTS (new supplemental system master file) BKSYTERM (new terms file) (8/98 the following file was changed: BKGLFSTL - see program BKGLO) (12/98 the following filed was added: BKPRW2 - see program BKPRHW2) (new DDF files have been provided the incorporate the changed structures and which also include QUOTES data files - QUOTES/CONTACTS however is a separate add-on even though a demo is provided on the CD - DDF files updated 12/98) The following new programs have also been added: BKICTRAN - inventory movements report (I/C-L) (updated 12/98) BKARCOLL - Unpaid invoices report (A/R-M) BKARVCOL - Unpaid vouchers report (A/R-N) BKSYSUPP - supplemental system master file maintenance (option E under A) BKAPVCOL - Unpaid vouchers report,bkapvcol (A/P-R) BKSOP - enter/change ship and due dates (after posting has occurred) BKSTART - use instead of BKMENU to start with user defined default company files - see comments in ADV.BAT for use and new environment variable TASEXT BKPRHW2 - see below, new program 12/98 CHANGE IN PROCEDURE FOR CONVERTING FROM 5.0 to 5.1: After copying in your 5.0 data files, run A-Run TAS Program under U-Utilities in DOS mode and then type NEWMERGE. This will update your data files for the new and changed data structures. Run TAS program BKICTRBG to optionally set-up beginning balance entries in the new inventory movements file. Set-up the new terms under option B under Y-System Maintenance. Set-up the new supplemental file under option E under A-Enter/Chg Company Info also under system maintenance. CHANGE IN PROCEDURE FOR CONVERTING FROM 4.0 to 5.1: Follow instructions in the manual, except first goto U-Utilities then C-RUN Dos command and type: COPY *.XF4 *.XFR (overwrite the XFR files with the XF4 files - the XFR files supplied are for 5.0 to 5.1 conversion) Run TAS program BKICTRBG to optionally set-up beginning balance entries in the new inventory movements file. Set-up the new terms under option B under Y-System Maintenance. Set-up the new supplemental file under option E under A-Enter/Chg Company Info also under system maintenance. (XF4 files updated 12/98 to include all of the latest changes) NEW WIN MENU PROGRAM: This is under the ADVMENU on the CD (ADVMENU.EXE if downloaded from the web site). You would run the CONFIGWS.EXE utility on each workstation PC to configure it for Windows (if this has not previously done - i.e. if the Windows mode of Advanced Accounting has never previously been installed on the workstation from which you want to access Advanced Accounting). You would also run the SETUP.EXE program in ADVMENU to install the menu system on each workstation. Change the directory drive letter and path to the network drive and path. When you are asked if you want to cancel the installation because it is about to replace an existing file, answer [N]o. When you are prompted that you about to replace an existing file, answer [Y]es, i.e. that you wish to do so. If you want to create a desktop icon, point it to the installation path, e.g. F:\ADV51\ADVB5.EXE. You can automatically load the Windows or DOS mode by adding either WIN or DOS as a command line parameter, e.g. F:\ADV51\ADVB5.EXE WIN will load the Windows version. The WIN menu program requires a WIN95 PC or equivalent and was written in Visual Basic 5.0. ----------------------------------------------------------------------------- ACCOUNTS PAYABLE BKAPA* (option A) Fix alignment problem when looking at pending/historical P/O's. 9/98 BKAPB* (option B) Re-compiled for change in ADDSUM.LIB - duplicate check no. checking. 2/98 Turn of windows to avoid potential GPF problems/processing checks. 3/98 Do not automatically update the default A/P G/L acct for a vendor with no default upon entering a voucher. 6/98 Significant redesign/flow of program, new prepayment handling feature when terms are PREPAID - see BKPOD also. 9/98 Update for the way the program finds the word PREPAID in the new terms file. 10/98 BKAPD (option D) Do not compute discounts on credit memos. 1/98 BKAPE (option E) Not ejecting page when printing a pro forma. 1/98 BKAPF* (option F) Re-compile for change in ADDSUM.LIB - duplicate check nos.; change in spacing positions for laser checks. 2/98 Update for when there are more lines than can fit on a dot matrix check stub in Windows mode. 3/98 New record lock "pre-checking" for A/P and cash account to ensure that these records can be locked in a multi-user environment. 9/98 BKAPG* (option G) New feature when selecting one vendor to skip to first record with an amount remaining or to start as of a specific date. 10/98 BKAPK* (option K) BKAPN (option N) Code field is sometimes not getting saved when generating recurring vouchers. Added safeguards to ensure this does not happen. 1/98 Check the fiscal date of the actual voucher generated otherwise postings could go to the wrong year/month in the chart of accounts file. 4/98 Fix for G/L transaction code not getting saved correctly. 7/98 BKAPO* (option O) BKAPP* (option P) ACCOUNTS RECEIVABLE BKARA* (option A) Sales by month option 5 would not show COCGS when sales were zero; when system maintenance option is "X" force user to enter their own code. 6/98 Update for PgDn history look-up in a company other than the main one. 10/98 BKARB* (A/R option B) Validation of G/L department, change in prior 11/30/97 fix. 1/98 BKARC* (option C) Fix ESC pop/trap error message that can result from pressing ESC while applying payment amounts. 4/98 Previously this program considered a payment with an amount remaining as an "open invoice" making the processing of an additional payment on an account with a credit balance less than intuitive. 5/98 Add no lock when scanning in items. Internal change for scan segment order (was not creating any problems) 11/98 BKARE* (option E) Adjustment for automatic calculation of balance forward date. 1/98 BKARF* (option F) Fix for spacing on the A/R listing report. 3/98 Fix for A/R listing relating to multiple terms. 10/98 New feature when selecting one customer to start as of a specific date as well as to skip to the first record with an amount remaining. 10/98 BKARG Customer look-up integration. 1/98 Default the from customer into the thru customer. 6/98 BKARH Customer look-up integration. 1/98 BKARJ* (option J) Adjustments to 3 column labels (program BKARJ3) for printing to a laser printer in Windows mode (Avery labels - 5160). 5/98 BKARL* (option L) GENERAL LEDGER BKGLA* (option A) BKGLB* (option B) BKGLC* (option C) Give user the option re: whether to put a transaction into the check register file even if the GJ entry was not made to CD or CR. 11/98 BKGLD* (option D) Add print summary only option, thru date validation fix. 10/98 BKGLE* (option E) BKGLG* (option G) BKGLK* (option K) BKGLN (option N) Check the fiscal date of the actual G/J trans generated otherwise postings could go to the wrong year/month in the chart of accounts file. 4/98 BKGLO (option O) Calc base and total fields were showing up as size 1 so that user could not enter up to 20 unqiue totals/calculation bases as described in the manual (required change to underlying data file BKGLFSTL); screen change concerning maximum number of location (9 instead of 20). 8/98 BKGLP (option P) Re-compiled in light of BKGLFLSTL change (see BKGLO). 8/98 INVENTORY BKICA* (option A) Units on order were not being synchronized in BKICLOC. 3/98 Allow access to S/O-A and P/O-A in 'look at' mode; attempt to address binary zero problem in the I/C location fields. 10/98 Add Y/N mask for taxable field; do not allow the type field to be blank and fix for taxable field help. 11/98 BKICB* (option B) BKICD* (option D) When excluding items above reorder level, clarify that this is AT or ABOVE reorder level and skip records where the reorder level is equal to units on hand plus units on sales order (previously the program would still include such items). 6/98 BKICE* (option E) BKICG (option G) Inventory movements file integration 1/98 Update for inventory movements file handling with multiple locations 12/98 BKICJ* (option J) PAYROLL BKPRA* (option A) Additional info/handling for Michigan state income taxes. 11/98 New ^W and ^P options that show W-2 and Pay history. 12/98 BKPRB* (option B) New option when bringing in time card hours to have system calculate overtime hours rather than keep is separately in time card file. 1/98 Clear time card amounts when user is using new feature above. 3/98 Update for Missouri exemptions. 6/98 Update for handling of Michigan state income tax withholding. 11/98 BKPRC* (option C) BKPRD* (option D) Put time card entries into history automatically even when time card entries are zero. 1/98 Check for duplicate check numbers; ensure same spacing as when printing A/P checks. 2/98 Adjustment for printing on laser checks. 3/98 Time card/regular pay conflict resolved. 5/98 When not compressing and there was a voided check, extra line was printing causing check misalignment. 6/98 BKPRF* (option F) FUTA/SUTA report (BKXSPR1) - eliminate VOIDED check amounts from being calculated into the totals. 4/98 BKPRG* (option G) Updated for '98 IRS changes (Box 15, subtotals), new option to print W-3, save information to new W-2 history file. 12/98 BKPRGL (called from BKPRG) Laser W-2 program, completely updated with '97 features added to BKPRG plus new features to print W-3, print multiple sheets, updated for '98 changes to Box 15, subtotal changes, save information to new W-2 history file. 12/98 BKPRHW2 (new program called from BKPRG) Display W-2 history program, browses new datat BKPRW2. 12/98 BKPRM* (option M) BKPRN* (option N) New option to exclude employees terminated in prior years. 8/98 Increase sizes of employee subtotal and grand total fields 11/98 Look in new W-2 history file if terminated employee cannot be found in employee master file. 12/98 BKPRQ (option Q) Dramatically speed-up program operation when the employee TC file accumulates records. 6/98 SPECIAL PAYROLL (IRS) REPORTS (option L) BKAP1099* (option A) BKPR941 (option B) Delete any blank BKPRGLFL records which could prevent FICA rates from coming in properly. 3/98 BKPRW2* (option L) Updated for changes to the "2T" line, user interface and internal enhancements. 12/98 POINT OF SALE BKPOSA* (option A) Resolve problem of cash drawer opening via parallel port in Windows mode (involves new POSOUT.EXE, a non-TAS program). Left arrow trap does not work in Windows mode to change a quantity - added new up arrow trap that works in both Windows and DOS mode. 1/98 Negative price update, fix for clerk field size, sales tax rounding, warning if price exceed the $9,999 limit of POS entry. 5/98 Coordinate assigning of the next invoice number with the sales order history file - otherwise conflicts between POS invoice nos. and S/O invoice nos. can result. 7/98 Fix relating to finding default payment type for non-default. 10/98 BKPOSE (option E) Inventory movements integration (1/98) When sales was not found, program would hit an endless loop. 12/98 BILL OF MATERIALS BKBMA Re-compile for look-up change in LISTG50.LIB 3/98 Cosmetic fix in function list. 9/98 BKBMB (option B) Same as BKBMA plus fix for page break problem. 3/98 BKBMD (option D) Same as BKBMA. 3/98 BKBME (option E) Same as BKBMA. 3/98 BKBMF* (option F) Inventory movements integration (1/98) Same as BKBMA. 3/98 Fix for finished goods average cost/value computation when doing an unbuild and the prior average cost was <> 0. 4/98 BKBMG (option G) Same as BKBMA. 3/98 JOB COST BKJCA (option A) When printing estimating estimates, mark-up amounts and hence total job estimate amount does not agree with the calculated amount shown on screen. Estimating program (BKJCAR1) was not taking the weighted average of mark-up amounts. 5/98 Reduce/eliminate possible file locking conflicts with the A/R customer file. 10/98 BKJCB (option B) Allow user to change job name on screen #2 and new F10 trap; allow user to come to this program via S/O-A. 1/98 BKJCBR1 (print project listing) - fix for historical project code look-up 8/98 BKJCBR2 (print job cost analysis) - fix for historical project code look-up; add option to print on separate pages 8/98 BKJCC (option C) Improved project transaction detail - counts payments as negative amounts, including subtotals and totals for units, sub-totals billings and expenses and shows profit to date for each job. 2/98 (program is BKJCCR1) PURCHASE ORDER BKPOA* (option A) Screen changes for RNI/invoiced amounts; show invoiced quantities on line items. 1/1/98 New feature re: CTL-V - can bring in A/P alternate addresses in the ship to. 1/98 Change to no locks to avoid lock-ups involving BKAPVEND and BKARCUST. 3/98 Fix for Ctl-V getting turned off; fix for this program turning on job cost globally after being entered; show invoiced quantities on screen. 4/98 Problem of Windows mode users getting bounced out intermittently when pressing ENTER in a product code list - attempt to resolve. 4/98 Fix for CTL-I/CTL-N combination (attaching notes to line items). 5/98 Add printed status to screen; do not allow negative prices on line items. Do not allow a purchase order number to assigned that exists in the history file; changes in the way that the program saves line items and when the page down trap becomes active to allow the program in Windows mode to retrieve line items for a previously entered P/O. 6/98 F2 was previously disabled when something had previously been entered into a product field. 11/98 BKPOB* (option B) Include the phone number from the system supplmental file on printed purchase orders. 5/98 Ability to print multiple copies. 6/98 BKPOD* (option D) Save out freight costs to new field. 1/1/98 Minor change in handling of job cost transactions; RNI not getting zeroed out when full receipt involved. 3/98 When partially received negative P/O's, quantities were not getting saved out into the history file correctly. 4/98 New routines to ensure the I/C asset and A/P liability codes can be locked; new routine to ensure that vendor code is found and locked - otherwise the A/P transaction record may not be created nor the appropriate G/L postings made (multi-user situations); similar routine for the I/C master file. 5/98 Add "auto increment/scroll" when entering partial receipts; additional handling when I/C G/L asset code is not found. 6/98 Ability to partially invoice negative amounts, new partial receipt list handling options, default quantities, new menu selection option to facilitate handling. 7/98 New capability to change base price/price matrix for products received when current cost exceeds last cost or base price itself; allow user to receive more than quantity originally ordered. 8/98 New prepayments feature when terms are prepaid (see BKAPB), program will automatically make postings based on prepayment account set-up in the supplemental system file and will not create an unpaid voucher as would otherwise normally be the case. 9/98 New window when receiving line items including showing the product description on each line item, update/refinements. 9/98 Adjustments to 9/98 enhancements involving partially receiving negative units; updates for handling of negative quantities; file locking, check price changes. 10/98 BKPOE* (option E) Screen changes for RNI/invoiced amounts; show invoiced quantities on line items; show freight cost. 1/1/98 BKPOG* (option G - new '97 program option) SALES ORDER BKSOA* (option A) In Windows mode, users would get bumped out to the menu at random interval. Resources issue resolved. 1/98 Add option to go to the job screen (option B under job cost) when a job code is input on a sales order. 1/98 Round-up sales tax. 2/98 Updated 4/98 Problem of Windows mode users getting bounced out intermittently when pressing ENTER in a product code list - attempt to resolve. Ensure Yes/No respone to message line "ready to print?" to avoid stranded pending S/O's. 4/98 Shipping label can be printed directly from here (as with a packing slip). 5/98 Recognizes "promotional" pricing set-up up under POS option F. 5/98 Fix for CTL-I/CTL-N combination (attaching notes to line items). 5/98 Changes in the way that the program saves line items and when the page down trap becomes active to allow the program in Windows mode to retrieve line items for a previously entered S/O. 6/98 Day of week function can cause Windows program to exit to the main screen if left blank in the ERD field. 7/98 F2 look-up in product price was not showing the dollar amount for percentage price matrix type items in the Windows mode; fix for ready to ship flag when entering a message line. 9/98 Address problem of some fields being occasionally truncated so that look-up lists show information misaligned (caused by binary zeroes). 10/9 BKSOB* (option B) Fix on packing slip form relating to S/O num. 1/98 Fix for calculation of amount pending when a discount is involved. 3/98 Adjustment for location of amt pending when no matching line item found.4/98 New date range filter, ability to limit to one salesperson, include the order date and salesperson on the report formats. 6/98 BKSOC* (option C) BKSOF* (option F) Many new changes relating to ship dates, due dates, calculation, day of week showing on selection screen for invoice date, supplemental system file integration. 1/98 Ensure that only when invoice is printed, only one invoice is potentially posting. 4/98 Allow a "message line" only order/invoice to be processed. 5/98 Option so that user can decide whether to verify ship/due dates; internal enhancements. 8/98 Slight adjustment for the way the system finds the next invoice record to print. 9/98 BKSOG* (option G) Interaction with system supplemental file. 1/98 Interact with option F above to ensure that when one invoice is printed and then posted, only that invoice is posted and not any others. 4/98 Post COGS amounts to job cost transaction file when "automatically expense inventory items to COGS when received" is set to "N"; adjustment to value being saved to the inventory movements file. 6/98 Continued enhancements for invoice printing/posting. 8/98 BKSOH (option H) Many changes, printing labels out of Windows mode, flip name, improved formatting. 3/98 Shipping label can be printed directly from S/O-A. 5/98 Problem with printing number of labels correctly in Windows mode resolved. 10/98 BKSOK* (option K) BKSOL Update for opening of location file when multiple companies are involved. 10/98 BKSOI (option I) Resolution of users getting bumped out to menu after entering one or to recurring sales orders. 1/98 BKSOM* (option M) BKSON* (option N) Remove the "you have credit and do not pay" section. 1/98 Fix for page feeds after printing notes. 3/98 BKSOO* (option O) BKSOP* (option P- new '98 option) SYSTEM MAINTENANCE BKSYA* (option A) Change in day "01" validation in the event an international style date is being used. 4/98 BKSYC* (option C) BKSYD* (option D) BKSYE* (option E) BKSYJ* (option J) BKSYK* (option K) BKSYN* (option N) FILE UTILITIES MISCELLANEOUS BKSNOTE.RUN - fixed for harmless message that occurs when something is typed into a note and then the ESCape key is pressed 5/98 OTHER SOURCE FILES CHANGED: LISTG50.LIB* Fix for bill of materials look-up in Windows mode. 3/98 Remove menu flag to avoid potential record locks. Fix job cost look-up. 8/18 ADDSUM.LIB (new '97 library file) System supplemental file, multiple terms, control date feature. 1/1/98 Duplicate check handling change (allow user option to proceed). 2/98 Updated to list_archive. 10/98 ============================================================================ END OF SUMMARY - FOR FURTHER INFORMATION CONTACT US AT 801-277-9240 ADDSUM BUSINESS SOFTWARE, INC. 4830 South Highland Drive, Suite 202 P. O. Box 17284 Salt Lake City UT 84117 801-277-9240 (tech support) 888-923-3786 (sales/info.) 801-277-4220 (fax) www.addsuminc.com SUGGESTIONS FOR FEATURES/ENHANCEMENTS ARE ALWAYS WELCOME!!! ============================================================================ ADVANCED ACCOUNTING is a trademark of BUSINESS TOOLS, INC. ADDSUM is a registered service mark of ADDSUM BUSINESS SOFTWARE, INC.