ADDSUM ADVANCED ACCOUNTING 5.1 UPDATE SUMMARY (AAUP99.TXT) Last revised: 12/30/99 ----------------------------------------------------------------------------- This is a list of program updates and changes made by ADDSUM BUSINESS SOFTWARE, INC. since January 1, 1999. (For changes made in 1997, see the file AAUPDATE.TXT; for 1998 see AAUP98.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). ***********************DATA FILE LAYOUT CHANGES******************************* BKPMTHLD (impacts file BKPMTAP, only used in program BKAPD, key change) (1/99) BKGLCOA (new "active" field 5/99) BKARCUST (new "active" field 5/99) BKAPVEND (new "active" field 5/99) BKICMSTR (new "status" field 5/99) BKSYMSTS (new "fax" field 5/99) ****************************************************************************** Over 70 programs were updated/impacted as a result of the 5/99 structure changes. New DDF and conversion files generated as result of the 5/99 changes. (DDF files are only needed if users access the data outside the system using something like Crystal Repors.) (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 there) INSTALLATION INSTRUCTIONS: Copy the ADDSUM99.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 ADDSUM99.EXE is in your ADV51 subdirectory, type ADDSUM99 while in that subdirectory (for example, at the C:\ADV51> prompt type: ADDSUM99 and press ENTER). When you are asked if you want to overwrite files, answer with an 'A' (for [A]ll). Next run the NEWMERGE program making sure to back-up your data files before running. Do this by typing TPC50 NEWMERGE at the ADV51 prompt. When done delete the ADDSUM99.EXE file (e.g. DEL ADDSUM99.EXE). ----------------------------------------------------------------------------- GENERAL LEDGER BKGLA Show fiscal year start/beg date, clean-up screens, remove F10 in function list when in read only (look at) mode, enable PgDn in read only mode. 2/99 Integration with new active/inactive field; show on screen. 5/99 BKGLB (enter/change general journal transactions) Integration with new active/inactive field; new default description feature for line items and new F5 to option set/re-set the default description at any time. 5/99 Add new feature to be able to attach a lengthy note to general journal entries - various internal changes made to accomodate; new purge function (because we now no longer delete entries out of the GJ transaction files as we previously the case. 10/99 BKGLC (post general journal transactions) Changes related to new feature added in GL option B to attach notes to general journal entries - no longer delete GJ transaction entry files, misc. other changes in program flow. 10/99 BKGLD (print journals) Tighen up access to the payroll journal. 5/99 BKGLE Re-compile for new GL list. 5/99 BKGLF Re-compile for new GL list. 5/99 BKGLG Make printing of formal date conditional on printing a one column financial. 4/99 Changes in handling of percentage calculations; allow user to change the financial statements period description. 5/99 New option regarding whether to include dollar signs. 7/99 BKGLH Re-compile for new GL list. 5/99 BKGLI Re-compile for new GL list. 5/99 BKGLM Integration with new active/inactive feature. 5/99 BKGLO Re-compile for new GL list. 5/99 ACCOUNTS PAYABLE BKAPA New PgDn options to look-up recurring vouchers, A/P vouchers and check history transactions. 1/99 Integration with new active/inactive feature (new field); program header changes now based on view only status; if view only, do not allow the user to enter through fields so that they do not think that they are able to create/change a vendor record. 5/99 Possibility of duplicate vendor codes if two users both entering exact same (new) vendor code at same time. 9/99 Internal change only in checking for duplicate vendor codes. 12/99 BKAPB Change the default to "exit" when backing out/editing a voucher. 3/99 Integration with new active/inactive feature. 5/99 When editing an A/P voucher, ask whether to clear out the prior information or not. 6/99 Implementation of the "other vendor is payee" option. 12/99 BKAPC (print inv due by date) Re-compile only for new look-up list. 5/99 BKAPG/BKAPTRH Add old style A/P as of in the event that user has purged their BKAPINVT (A/P transaction file); improvements to A/P transaction/as of program for F2 look-ups, standard screen changes, when printing subtotals only do not print vendors with zero balances. 2/99 Re-compile only for new look-up list (BKAPG). 5/99 BKAPH (vendor code & name) Re-compile only for new look-up list. 5/99 Search key selection fix when in Windows mode. 8/99 BKAPI (vendor general info) Re-compile only for new look-up list. 5/99 Search key selection fix when in Windows mode. 8/99 BKAPJ (vendor purchase info) Re-compile only for new look-up list. 5/99 BKAPK (vendor mailing labels) Re-compile only for new look-up list. 5/99 Multiple printer set-up re-enabled. 7/99 BKAPL (vendor rolodex) Re-compile only for new look-up list. 5/99 BKAPM Integration with new active/inactive feature. 5/99 Update relating to multiple terms feature. 6/99 Fix in the general ledger validation look-up for departments. 10/99 BKAPP (print A/P payment history) Re-compile only for new look-up list. 5/99 BKAPQ (purge A/P payment history) Re-compile only for new look-up list. 5/99 ACCOUNTS RECEIVABLE BKARA New option R on the customer options (PgDn) screen to be able to list all recurring vouchers for a customer - pressing enter takes the operator to the recurring voucher itself for editing (just like a pending S/O). Integration of quotes add-on module options so that there is just one version of BKARA. 1/99 New options to view vouchers, current P/O's, P/O history, jobs pending and job history for a customer (PgDn screen). 2/99 Credit card validation/date checks; Windows mode display for credit card expiration date. 3/99 Re-located position where new file opens were added 2/99 to reduce file resource load and avoid Btrieve error 86 especially when users are chaining/coming back from BKSOA after starting in BKARA and then coming back to BKARA and viewing history in second instance of BKARA. 4/99 Integration with new active/inactive feature (new field); program header changes now based on view only status; if view only, do not allow the user to enter through fields so that they do not think that they are able to create/change a customer record. 5/99 Formatting changes to sales order (add fax field, do not print phone or fax if they are blank. 6/99 Possibility of duplicate customer codes if two users both entering exact same (new) customer code at same time. 9/99 BKARB Integration with new active/inactive feature. 5/99 BKARC (record payments) Integration with new active/inactive feature (note: payments can still be recorded for an inactive customer with outstanding balances; payments cannot be record for a customer marked inactive with no outstanding balances). 5/99 BKARE Add company fax number (if printing to blank forms). 5/99 Formatting changes to the blank statement form to be consistent with blank invoice forms and to fit into window envelopes. 6/99 BKARF/BKARTRH (customer aging) Add old style A/R as of in the event that user has purged their BKARINVT (A/R transaction file); improvements to A/R transaction/as of program for F2 look-ups, standard screen changes, when printing subtotals only do not print customers with zero balances. 2/99 Re-compile for new customer look-up list. 5/99 BKARG (print cust code & name) Re-compile for new customer look-up list. 5/99 Search key selection fix when in Windows mode. 8/99 BKARJ and BKARJ3 (cust mail labels) Add country to label print-out. 1/99 Ask user whether they want to print country on continuous style labels; adjustment in number of lines between continuous style labels. 4/99 Integration with new active/inactive feature. 5/99 Add the "flip name" feature. 6/99 Change in number of lines printing per label (laser version/BKARJ3). 9/99 BKARH Integration with new active/inactive feature; update relating to new style terms. 5/99 Search key selection fix when in Windows mode. 8/99 BKARI Fix valid message when invalid customer range entered (program was referring to product code instead of customer code). 1/99 New option re: whether to print customers with zero totals. 2/99 Move new 'print zero totals' question in program to ensure it it handled correctly. 4/99 Re-compile for new customer look-up list. 5/99 BKARK (print rolodex cards) Re-compile for new customer look-up list. 5/99 BKARL Integration with new active/inactive feature. 5/99 SALES ORDER BKSOA Change the default ship date to be initially be the ship date as entered in the top/header record and subsequently to be the last line item estimated ship date (ESD) entered. New feature whereby if the user changes the customer code on an existing S/O, user will be prompted regarding whether they want to bring in that customer's address. 1/99 Adjustment to printing of sales orders to ensure that the rightmost characters are not cut off in the Windows mode. 2/99 Integration with new inventory status feature; fix for menu display re: price matrices; change all CTL-C to CLT-O - CLT-C conflicts with NT (Cust Options trap). 5/99 Add "no lock" condition to line item file when printing a sales order. 7/99 When going to customer options and viewing the customer record, the customer's price level would be lost. 8/99 BKSOB (print open S/O list) Various internal enhancements/fixes for F10 trap, defaults, up arrow, etc. 1/99 Re-compile only for new look-up lists. 5/99 Changes re: when printing by product code; ESCape problem when printing detail. 9/99 BKSOD (backorder list) Re-compile only for new look-up lists. 5/99 BKSOE (release sales orders) Re-compile only for new look-up lists. 5/99 Add new feature to give user ability to print released sales orders to facilitate the identification of orders that have are ready to be shipped. 10/99 BKSOF (print SO invoice) Screen display fix re: backorder status default. 4/99 Add company fax to the "blank" invoice style form; do not print phone or fax if they are blank ("blank" invoice form only). 5/99 Format changes to the "blank" invoice layout so that spacing is the same for invoices and statements; do not print Attn: if ship attention field is blank . 6/99 If the customer selected review (do_ship_date) to "N" then the attention field was not showing on the invoice. 12/99 BKSOG New from/thru invoice date option when posting S/O's. 1/99 BKSOI Changed so that recurring S/O's can be entered directly from the A/R-A program or new recurring S/O's created from A/R-A (just like new/existing sales orders). 1/99 Integration with new status feature. 5/99 BKSOL (purge invoice history) Re-compile only for new customer look-up list. 5/99 BKSOK (display invoice history) New F3 (choose other key) options now exist when doing an F2 in the "Inv #" field that include sales order number (BKAR.INV.SONUM), order date (BKAR.INV.ORDDTE), invoice date (BKAR.INV.INVDTE) and due date (BKAR.INV.DUEDTE). 1/99 Re-compile only for new look-up lists. 5/99 BKSOM (quick sales report) Increase sizes of "holder" fields relating to number of invoices, etc. 7/99 BKSON New options re: whether to include word REPRINT and whether to indicate that the invoice being reprinted was prepaid (if only one invoice is being reprinted). 4/99 Similar changes as made to BKSOF relating to company fax/phone numbers. 5/99 Format changes to the "blank" invoice layout so that spacing is the same for invoices and statements; do not print Attn: if ship attention field is blank . 6/99 INVENTORY CONTROL BKICDSP (ALT-I - global inventory look-up program) Re-compile only for new product look-up list that shows status. 5/99 Re-compiled for list product code change (status put at end of the list) 8/99 BKICA When entering S/O's or P/O's in "non-read only mode", user could lock themselves up if the line item containing that product was changed. Additional validation for the entry of G/L codes plus updates to show the pertinent G/L type based on the G/L code being entered. 1/99 Purchase order line items were not showing the location code. 4/99 Integration with new status feature (new field); program header changes now based on view only status. Called "status" rather than active because this flag is more than an active/inactive flag but rather has four possible values: A - product is fully active, I - product is inactive and is non- selectable anywhere, P - product may only be used in the PO module, R - product may only be used in conjunction with customer sales (sales order, point of sale). 5/99 Re-compiled for list product code change (status put at end of the list) 8/99 Possibility of duplicate product codes if two users both entering exact same (new) product code at same time; document F4 key in function list. 9/99 BKICB Re-compile only for new inventory list. 5/99 Search key selection fix when in Windows mode. 8/99 BKICC Various fixes/enhancements relating to validation, listing, F2 traps, option to not print products with zero totals. 4/99 Re-compile only for new inventory list. 5/99 Change word customers to products when asking about whether to print zero totals. 9/99 BKICD (print avail/order info) Re-compile only for new inventory list. 5/99 Search key selection fix when in Windows mode. 8/99 BKICE (print physical check) Re-compile only for new inventory list. 5/99 Search key selection fix when in Windows mode. 8/99 Fix for "from" product code when sorting by something other than product code; ability to print UOH and UOSO in separate columns, from and thru BIN filters. 12/99 BKICF (print general info) Re-compile only for new inventory list. 5/99 Search key selection fix when in Windows mode. 8/99 BKICG (adjust levels to physical) Integration with new status field feature; remove the internal F10 trap - it is not documented and can create havoc. 5/99 When entering the adjustment date, check the "control" date as well. 12/99 BKICH (enter price matrix) Re-compile only for new inventory list. 5/99 BKICI (print price matrix) Re-compile only for new inventory list. 5/99 Search key selection fix when in Windows mode. 8/99 BKICJ (global price change) Re-compile only for new inventory lists. 5/99 BKICK (transfer inventory) Integration with new status field. 5/99 BKICTRAN Inventory movements report update to include product description on the sub-total lines. 3/99 ACCOUNTS PAYABLE BKAPD Improve list so that it shows oustanding invoices in order of date (in same order as an A/P aging) and to show the date of the invoice in the list; add status message while searching for outstanding invoices. New key field added to the BKPMTHLD/BKPMTAP layout/data file. 1/99 BKAPF (print A/P checks) Possible scrambling of city/state/zip (rare circumstance). 9/99 BKAPJ Originally this program allowed a user to report on purchases in the context of received "purchased orders"; new options allows a user to summarize instead by A/P vouchers or by A/P transactions. 2/99 Move new 'print zero totals' question in program to ensure it it handled correctly. 4/99 PURCHASE ORDER BKPOA New feature whereby if the user changes the vendor code on an existing P/O, user will be prompted regarding whether they want to bring in that vendor's address. 1/99 Add customer look-up into the "ordered for" field; function list display enhancements/fixed. New warning if a P/O has been printed previously. 2/99 Integration with new status feature. 5/99 BKPOB New options to print company phone/fax as well as vendor phone/fax/account. 5/99 Streamline print P/O options. 7/99 BKPOC Re-compile only for new look-up lists. 5/99 BKPOD When choosing the "Invoice" option and the user indicates that they wish to enter individual quantities/prices, items listed are restricted to those that have not previously been processed; problem of choosing the "Close" option when there are message lines resolved (message line were also not getting saved correctly into the history file when choosing the close option which has also been resolved). 2/99 Do not allow user to press ESCape when creating an invoice and when the system has committed past the point of when an ESC can be allowed; confirmation that the user wants to ESCape prior to that point; internal changes relating to handling of traps; updated error message in the event of an inventory/vendor file error. 5/99 If product type is "N", do not ask if user wants to edit price; ability to enter/change discount percentage when receiving and taking any discount into account when computing price/cost. 6/99 BKPOF (purge P/O history) Re-compile only for new look-up list. 5/99 BKPOE (display P/O history) Re-compile only for new look-up lists. 5/99 POINT OF SALE BKPOSA Update relating to assignment of invoice numbers (invoice numbers not appearing on POS receipts. 2/99 New feature - program asks if everything is correct allowing user to go back to product code or payment entry if desired. 4/99 Integration with new active/inactive cust and product status fields. 5/99 Quicker refresh for showing total. 6/99 BKPOSH (cash out) Integration with new active/inactive features. 5/99 BKPOSACO (record cash out) Integration with new active/inactive feature (vendor). 5/99 BKPOSJ (lay-a-way transactions) Re-complie only - new look-up lists. 5/99 BKPOSB (POS reports) Re-compile for new look-up lists. 5/99 Removed opening of the BKPOSPST/POS posting control file. 7/99 Search key selection fix when in Windows mode. 8/99 BKPOSF (control file maintenance) Integration with new active/inactive features. 5/99 BKPOSE (post POS transactions) Additional invoice history number checking. 7/99 BKPOSG (promotional pricing) Integration with new status feature. 5/99 JOB COST BKJCA (estimates/change orders) Integration with new customer active/inactive field. 5/99 BKJCAR1 (print project estimate) Re-compile for new look-up lists. 5/99 BKJCBR1 (print project listing) Re-compile for new look-up lists. 5/99 BKJCBR2 (print job cost analysis) Update relating to printing jobs on separate pages. 1/99 Re-compile for new look-up lists. 5/99 BKJCBR3 (print work-in-process report) Re-compile for new look-up lists. 5/99 BILL OF MATERIALS BKBMA Integration with new status feature. 5/99 BKBMF Various enhancements/fixed relating to more than one user being in the "build" process at the same time; update/fix for average cost and inventory valuation (when sub-assemblies had insufficient units, finished goods average cost was being set to the last item built instead of the rolled cost which ultimately would impact cost of of goods sold as well). 2/99 When "auto building" from sales order option A (BKSOA), program was previously not defaulting in the number of sets as being equal to the build quantity. 8/99 PAYROLL BKPRA Integration with new active/inactive feature. 5/99 General ledger code validation changes. 8/99 BKPRB (enter pay info) Add warnings so that if a user is trying to process the first checks of a new year, the system will provide a warning about W-2's (if the user proceeds to process, while a warning will be given when they go to print checks, if they process based on prior data, various payroll taxes could be calculate incorrectly and ultimately processed into a check in the new year. Update for Mass. calculation. 1/99 Update to new warning placed into effect 1/99. 2/99 Get time card hours section calculation changes for possible rounding variance. released 7/99 Change to how the misc deduction is brought in (if commission brought in, misc deduction won't come in (users should usually run PR-B first for an employee before running PR-J). 12/99 BKPRC (print payroll register) Get time card hours section calculation changes for possible rounding variance. released 7/99 BKPRD (print payroll checks) Get time card hours section calculation changes for possible rounding variance. released 7/99 BKPRG Eliminate clearing of the BKPRSALE information when running W-2's because we already do that in the SY-K program (year end). 1/99 BKPRGL Same as BKPRG. 1/99 BKPRM (transfer P/R taxes) Last purchase date, outstanding amounts were not being updated properly. 7/99 Ability to enter the transfer date and appropriate fiscal year/control date validation (user no longer restricted to using the system date). 12/99 BKPRN (Print Pay History) New report option to print an hours summary. 6/99 New report options to print a separate pay summary and tax pay summary; add PR date, check # and voided line to these new reports and to the hours summary; alignment adjustment to hours summary. 10/99 BKPRO (purge payroll history) Change to default to "N" to prevent accidental purge. 9/99 BKPRP (Print Time Card Info) Increase size of hours subtotal field. 6/99 Fix when selecting an employee number range. 10/99 SYSTEM MAINTENANCE BKSYA Resolve potential locking problem when running the system supplemental program; G/L look-up lists were not starting at the appropriate G/L "type"; program was not validating G/L codes; update similar to that made in BKSYD; fix retained earnings look-up problem. 1/99 Integration with new active/inactive feature. 5/99 BKSYB (enter/change terms) Prevent entry of a terms number of "zero" 12/99 BKSYSUPP New fax number field added. 5/99 Allow user to enter a control date even if it is before the fiscal year start date 12/99 BKSYD (PR-GL interface maintenance) F2 look-up for G/L codes sometimes starts at the end of the list making it look like G/L list is "blank" - resolved. 1/99 Integration with new active/inactive features. 5/99 BKSYE Changes similar to BKGLA, show fiscal year start/beg date on screen for reference, clean-up screens. 2/99 Integration with new active/inactive features; new entry field. 5/99 BKSYN Re-compile only in light of past structure changes. 3/99 SPECIAL BKAP1099 (print 1099's) Significant formatting updates, new laser option. 1/99 OTHER SOURCE FILES CHANGED: LISTG50.LIB Changes to the list_cust, list_vend, list_prod, list_glcoa and list_prod_bom for new active/inactive and status fields. 5/99 Inventory status placed at the end of the product code look-up. 8/99 Changes in the general journal look-up related to changes made to BKGLB and BKGLC. 10/99 ADDSUM.LIB New functions for active/inactive and status features: cust_active(), vend_active(), prod_active(), gl_active() 5/99 Status bar routine. 7/99 & 9/99 Initialize file function. 10/99 ============================================================================ 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.