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The business accounting software from Legler Systems Company is based on the client-server model, yet can operate from a CD-ROM or USB flash drive, as well as a hard disk drive for easy data archiving and historical reporting. The online business accounting software is composed of nine separate accounting systems or modules that can operate seamlessly in an integrated system or independently with import/export data capabilities. For example, the Accounts Payable System can be installed without the other online accounting modules.
The 2012 software version includes a new inquiry procedure 96 (Inquire Latest Changes), a new update procedure CR14 to easily clear multiple checks (paid by the bank) at one time, tracking e-mails sent from the financial software plus other enhancements. The 2011 financial software release provided a real-time Cash Management Dashboard that shows the current cash account balance from the last GL closing, as described in the Version 10.2 Summary document. The 2010 business accounting software update included real-time dashboards of different transactional metrics, separate report windows that enable the user to view a report at the same time as file updates are being entered in the original window, plus other enhancements as described in the Version 10.0 Summary document. The 2009 accounting software revision included mouse support and large character-based windows (80x50) is described in the Version 9.0 Summary document. The Legler business accounting systems can function with or without a mouse for greater user flexibility and productivity.
The following online accounting modules are designed for small and midsize companies and can be implemented individually. The Database Control System from Legler Systems is required to support any of the business accounting modules and is included with the first accounting module at no extra cost.
A number of operating features are built into each business accounting module for operator convenience and ease-of-use, such as:
1. A character-based user interface that uses function keys, provides fast data entry input and special operator tasks.
2. Use of block-mode screens of 80 characters wide by 25 rows (80x25) for displaying all data fields in a transaction (record) at one time with the current data entry field highlighted. A larger character-based window (80x50) of 80 characters wide by 50 rows can be implemented for greater usefulness.
3. Ability to display the last record added or modified by entering a Trans-code of "Q" and pressing function key F2. Successive records are retrieved chronologically by system date each time function key F5 is pressed. Reverse order retreival is done by using function key F6.
4. Automatic ID number lookup and assignment from the name initials of vendors, customers, employees and products. If duplicate name initials are found, then a pop-up window is displayed, so the operator can select a specific vendor, customer, employee or product.
5. Automatic display of GL account code name when the GL account code is entered for on-the-fly verification.
6. Allow options for date entry of 6 or 8 digits for user preference in month-day-year or year-month-day sequence.
7. Online help on any field or error message can be displayed at any time in a separate help window by pressing function key F1.
8. When using a large character-based windows (80x50), more information is displayed at one time; thereby, eliminating the need to switch to a second screen or page.
9. The left mouse button and function keys are operationally interchangeable for greater operator flexibility.
10. For real-time List Dashboard No. 4, the oldest ten open transactions are displayed for possible follow-up action.
11. The accounting applications allow dynamic linking to switch between data entry procedures with a single key stroke (F7 key) or a single-click of the left mouse button.
12. Comments, special notes or instructions can be entered against a specific customer, vendor, customer order number, invoice number or PO number and then viewed with one key stroke (F7 key) or single-click of the left mouse button when the word "NOTES" appears on the data entry screen.
13. Various codes, defined by Code Definition Records (DB01) can be shown in drop-down lists when using the mouse.
14. E-mails can be sent to customers, contacts or vendors from the financial software by linking to the new message window in Outlook Express. These e-mails can be tracked by automatically posting a comment in the General Notes Record (DB17).
15. A Dollar-Sign option in the User Control Record (DB08) allows the user to determine if a dollar sign ($) is shown in dollar amount fields for added clearity.
A number of security features are designed into each business accounting module for improved audit control, accuracy and completeness of data stored in the online database, such as:
1. Control user access to each accounting application procedure by the setting of procedure flags in the User Control Record (procedure DB08).
2. Basic codes are predefined for use by the various accounting systems (e.g. GL account codes) for validation and easy maintenance. These codes are defined by Code Definition Records (DB01).
3. Verification of the timing of accounting transactions by accessing a single Company Control Record (procedure DB03) that defines system-wide options, dates, accounting periods (YRMO), company name, etc.
4. Consistent use of a transaction code (Trans-code) for disk file operations (query, add, modify and delete). Any attempt to add a duplicate record already in the database results in an error message being displayed at the bottom of the screen.
5. Provide data archiving for off-site backup by copying accounting data (programs and master files) to a CD-ROM or USB flash drive. The backup CD-ROM or USB drive can be read on any PC to easily reprint accounting reports for audit review or historical record keeping, yet not allow the original accounting data to be changed. The need to copy old financial data to a separate hard disk drive is avoided.
Some of the technical features incorporated into the design of each business accounting module for improved reliability, operational performance, design flexibility and ease of maintenance are highlighted below:
1. All application screens are displayed from a single sub-program that each application program CALLs. A separate Format File defines each field on the screen, its prompt name, its relative position in the master record and the online help message number.
2. Data and support files can be distributed to different servers or client PCs for optimum performance and flexibility.
3. Master file input/output operations (read, write, rewrite, delete and record locking) are performed from a single sub-program that each accounting application program CALLs.
4. HP PCL laser printer support allows accounting reports to be printed in either portrait or landscape orientation, 8 or 10 characters per inch, or 6 or 8 lines per inch.
5. Accounting reports can be written to a disk file and viewed by using procedure 92V prior to physically printing the report. Procedure 92W shows reports in a separate report window that remains open until it is closed by the user. Mulitple report windows can be open at the same time. Procedure 92 allows the user to change printers at anytime.
6. Transaction logging of file updates or deleted records provides an audit trail of any changes to the online database.
7. The same application programs that access the online database can also access backup data on a removable disk, USB flash drive or CD-ROM for flexible data archiving and historical reporting.
8. Standard-size window screens (80x25) and large screens (80x50) are supported at the user level, where each user specifies the character-based screen size to be deployed.
9. The newest accounting software features perform faster when running Microsoft Windows XP or Windows 7.
10. Data entry programs can be initiated directly from the menu or from another data entry program that supports dynamic linking (function key F7).
11. Both online processing and batch job processing is supported. In online processing, reports are printed immediately. In batch job processing, the online report requests are written to a temporary file for later batch processing by a batch script named "JOBS".
A few of the customization features applicable to each business accounting module can be easily activated to meet specific user requirements without modifying existing computer programs are listed below:
1. Provide a generalized report writer capability (procedure DB12), so the user can select, sort and print simple custom reports.
2. Provide multiple report selection parameters (prompts), so the report content can be customized in the basic accounting and management reports.
3. Modify data field names and prompt names that appear on any screen by simply editing the source Format File and reloading it using procedure DB11.
4. Add additional online help text about any data field or error message by editing the source Help File and reloading it using procedure DB11.
5. Dynamically change date format (e.g. MO-DA-YR, YR.MO.DA or DA-MO-YR) on data entry screens and in report headings by changing options in the Company Control Record (DB03).
6. Change where data fields are displayed on the screen (e.g. move fields around) by editing the source Format File and reloading it using DB11.
7. System-wide option settings in the Company Control Record (DB03) are used to define many different features, such as accounting method and stub-over-check or check-over-stub format used in the Accounts Payable System and Payroll System.
8. Change screen colors at the user level at any time by modifying settings in the Company Control Record (DB03).
9. When using a personal computer (terminal), the screen size can be changed at any time from the standard size (80x25) to a larger character-based window (80x50) by modifying the User Control Record (DB08).
10. The computer programs are modularly structure, so any changes can be made easily, when necessary, to meet any unique requirements. Modification of an application program requires the COBOL source code and copy members.
11. For real-time Bar Chart Dashboard No. 2 of large transactions, the user defines the meaning of "large" by specifying a dollar amount in procedure DB08.
The accounting software has evolved from a mainframe batch-oriented Accounts Payable System in the late 1970's to a multi-user COBOL accounting application for mini-computers in the 1980's using a character-based user interface. Now this software is a full-featured multi-user client-server accounting application for the 2000's and beyond. The computer programs that make up the accounting systems are written in Micro Focus COBOL for easy porting, maintenance and customization.
This new generation of the COBOL accounting software supports multiple personal computers (pc) running all versions of Microsoft Windows from Windows 3.1 to Windows XP and now Windows 7. The PCs can be connected in a local area network (LAN) environment (such as, Microsoft BackOffice Server, NetWare or LANtastic) or function as a dumb terminal in a traditional timesharing environment on a UNIX-based platform, such as the IBM RS/6000 computer. Selected accounting modules have been ported to the HP-3000 computer using MPE.
The online business accounting software has been in day-to-day use at Legler Systems Company and other small businesses in Northern California for over 25 years. The current version supports online processing for immediate database updating and reporting, yet provides batch job processing capability where multiple online report requests can be entered online for later batch processing on a scheduled basis.
The one-time cost of the business accounting software is described in the Software Price Sheet.
To receive additional information on one or more of these online accounting modules, please e-mail Bill Legler in the San Francisco Bay Area, California.
Legler Systems Company, developer of the online business accounting software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site support in Alameda County (major cities are Fremont, Oakland, Hayward and Berkeley), Contra Costa County (major cities are Concord, Antioch and Walnut Creek) plus other counties in California (CA). Free e-mail and telephone support is available throughout the United States (USA).