Program Help and Tips
| topic | detail |
|---|---|
| Account Structure | The first digit determines the account type: 1 = asset 2 = liability 3 = equity 6 = revenue 7 = purchases (temporary) 8 = expense 0, 4, 5, 7, 9 are not valid as a first digit when entering a new account. The fifth digit is 0 for normal accounts, and is not 0 for contra accounts. |
| Add a New Record (order, receipt, etc) | If the New Record button is visible, click it. (See top-right corner of form) If the button is not visible, then: Click DataSet; select All Records. Click View; select Record. Click the New Record button. |
| Change Column Width | To change the width of a column in a Datasheet, position the mouse on a column line, then press and hold the left mouse button as you size the columns width. |
| Close Accounts | Open the general ledger, and click Options. Click Close Accounts. |
| Correcting General Journal Entries | Reverse the entry, then enter the correct entry. In Record view, move to the entry you wish to reverse. Click Options, then Reverse Entry. Hint: Double-click a row in Datasheet view to move directly to the selected record in record view. |
| Correcting Orders | Senior Problems Only: If the order is Posted, reverse it, then enter the correct order. In Record view, move to the order you wish to reverse. Click Options, then Reverse Order. If the order has not been Posted, click Options, Edit Order. At times you may wish to void an order rather than edit it. Click Options, Void Order. |
| Correcting Payments | Senior Problems Only: If the payment is Posted, reverse it, then enter the correct payment. In Record view, move to the payment you wish to reverse. Click Options, then Reverse Payment. If the payment has not been Posted, click Options, Edit Payment. At times you may wish to void a payment rather than edit it. Click Options, Void Payment. |
| Correcting Purchases | Senior Problems Only: If the purchase is Posted, reverse it, then enter the correct purchase. In Record view, move to the purchase you wish to reverse. Click Options, then Reverse Purchase. If the purchase has not been Posted, click Options, Edit Purchase. At times you may wish to void a purchase rather than edit it. Click Options, Void Purchase. |
| Correcting Receipts | Senior Problems Only: If the receipt is Posted, reverse it, then enter the correct receipt. In Record view, move to the receipt you wish to reverse. Click Options, then Reverse Receipt. If the receipt has not been Posted, click Options, Edit Receipt. At times you may wish to void a receipt rather than edit it. Click Options, Void Receipt. |
| Data Fields | Credit Receipts Form: allowances such as returns or discounts that reduce a customers balance. Payments Form: allowances such as returns or discounts that reduce the balance due to the vendor. Number Number is an integer field that numbers records in a table. Number is set by Omnis Mus and cannot be edited. Order ID Order ID is order number in the order details table. Posted Posted means a transaction has been posted. A transaction can only be posted once. You cannot edit the Posted field. In SQL statements, Posted has the value -1 or TRUE. Not Posted has the value 0 or FALSE. SQL examples: WHERE [amount due] > 500 and Posted = TRUE WHERE [amount due] > 500 and Posted = 0 Vendor Product Vendor Product is a 10 digit text code for products. 1st 5 digits Vendor number 2nd 5 digits Vendors product number |
| DataSet | DataSet specifies the record set which is displayed in Record or Datasheet view. All Records (entries, orders, receipts, etc.) The DataSet includes all records in the table. Not Posted (journals only) DataSet includes only records that have not been posted. |
| Edit Records | You edit records in Record view. Click View and select Record. Click Options, then Edit Record to select fields for editing. (>Shortcut: double-click the field you want to edit.) Note: Posted records cannot be edited. |
| Enter Data | All date and numeric data is input using the mouse via special input forms. Text data is entered via an input box. Click Options, Edit to edit records. (> Shortcut: double-click the field you want to edit.) Click the New record button to add new transactions. |
| General Journal Entries | General journal entries can be entered using either transaction analysis format or debit credit format. This preference can be set from the Main Menu (click Options) and/or from the Key Form used to input numbers in a general journal transaction (click Format). Transaction analysis format is the initial setting. Click Help, Transaction Analysis in the general journal for examples of how general journal transactions are entered. |
| View | View sets the basic appearance of the form. Record view displays individual records in the DataSet. Click Options in Record view to edit a record. Use the data control to move to a different record. Datasheet view displays the DataSet in a grid format to provide an overview. The datasheet cannot be edited. To edit data or to enter new records, you must switch to Record view. Double-click a row in Datasheet view to move directly to the selected record in record view. |
| Move a Form | To move a form, position the mouse on the form title, then hold the left mouse button in and move (drag) the form. |
| Prepare Financial Statements | To prepare financial statements, open the general ledger. Click Options on the menu and select Close Accounts. |
| Print from the Report form or in Datasheet view. Click Options on the form menu, then select Print or Paste. |
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| Quit | Close any open forms, then close the Main Menu. |
| Save the Database | You never have to directly save the database. It is constantly updated as you enter data. |
| View Financial Statements | Open the Report form from the Main Menu. |