Accounting Software Operating Features

The accounting software operating features apply to the online accounting software by Legler Systems Company and improve operator productivity, so accounting transactions are quickly and easily processed. Procedure DBxx refers to procedure number xx on the Database Control System menu.

The major accounting software operating features are described below:

1. A context sensitive pop-up help window is automatically displayed for any field the cursor is positioned on whenever keyboard function key F1 is pressed (or the mouse is clicked on menu item "HELP=F1" at the bottom of the screen). All help messages are stored in the online Help File (DBSHLP). For code fields that are defined by Code Definition Records (DB01), the actual codes and associated names are retrieved from the online Master File (DBSMST) and displayed when function key F2 is pressed from the help window. Online help is always one keystroke away.

2. Any computer-detected abnormal condition causes an error message to be displayed at the bottom of the screen and the cursor is placed on the field in error for easy correction by the operator.

3. The State code (e.g. CA for California) associated with vendors, customers and contact addresses is changed automatically to uppercase letters on entry when lowercase letters are entered.

4. The prior report selection parameters are recalled and automatically displayed on the terminal the next time that procedure is initiated by the user, so they do not have to be re-entered. Each time a procedure is run, the report selection parameters are stored in the indexed User Log File (DBSUSR). The Report History Dashboard (optional) shows the selection parameters for the last 12 runs below the current report prompts.

5. Keyboard function keys are used for specific actions and these function keys are identified at the bottom of each screen. Any procedure can be ended (exit) by pressing function key F10 (or ESC key) to return to the application menu. Also, whenever function key F10 is pressed in the pop-up help window, control returns to the prior screen. Fewer keystrokes lead to improved performance.

6. Block mode screen processing is implemented where all fields associated with a data record or report selection parameters are displayed at one time. A second page option (function key F4) is automatically implemented to handle large data records with many fields or data elements.

7. Selected reports can be requested for later batch processing by the Jobs script, so the personal computer or terminal is not tied up printing long reports.

8. The current field the cursor is positioned on is highlighted, so the operator can quickly and easily identify the field to be entered.

9. The cursor can be automatically placed on a specific field by entering a 2-digit field number associated with that field, thereby reducing the number of keystrokes required for skipping fields. When the field number is specified with the query function (Trans-Code = Qxx), the cursor is automatically positioned on that field after the record is retrieved from the online Master File and displayed on the terminal or personal computer with the Trans-Code set to "M".

10. Multiple ways of retrieving data records from the online Master File are supported, such as (a) chronologically by system date, (b) by a specific ID number (such as vendor number) or (c) by a data field (such as invoice number). The exact ways a data record is retrieved depends on the type of record, primary key and alternate keys.

11. The last data record added or modified is retrieved from the online Master File and displayed on the terminal by just specifying "Q" as the Trans-Code and pressing function key F2. Successive records are quickly retrieved chronologically by system date each time function key F5 (backward) or function key F6 (forward) is pressed.

12. For various inquiry procedures, the latest or most recent information is displayed first. If no date range is entered by the operator, only data for the latest 12 months is displayed.

13. All user procedures are initiated from a system menu by specifying a 2-digit procedure number. To go to another procedure in another system is easily accomplished by entering the System-ID (e.g. "AP" for Accounts

14. Automatic assignment of the name initials field (uppercase letters only) from the first letter of each word in the name or description field is performed when new master records are added to the online database (DBSMST). The user can modify the name initials field to any value. This name initials field is internally referenced in the number lookup feature.

15. Automatic ID number lookup from name initials is programmed to reduce coding time and clerical errors. For example, in the AP Sysem, the vendor name initials have been set to PB for vendor Pacific Bell. Then when vendor name initials (PB) are entered by the user as the vendor number, the system will automatically assign the correct vendor number associated with the name initials. If more than one vendor has the same name initials, then a pop-up selection window is displayed on the terminal identifying those matching vendors. The user can then easily select the correct vendor (highlighted) with one keystroke by pressing function key F2. ID number or code lookup process.

16. An alternative ID number lookup is by company name, contact name or telephone number. When a red up arrowhead is shown in front of an ID field and the "#" character is entered, the operator is then prompted for the "Search for Name:" associated with a code or ID number. All or part of a company name can be entered, as well as a telephone number or contact name. Multiple search results are shown in a pop-up selection window.

17. The help message associated with an error condition describes both the cause of the error and the solution (corrective steps) to fix the error. These error messages are stored in the online Help File.

18. The physical printer where reports are to be printed, as well as the number of copies can be altered at any time by the user. When a disk file is specified as the printer, the user can view the report in a pop-up report window (Procedure "92V") prior to actual printing by pressing function key F9.

19. The ability to request management and accounting reports based on a number of selection criteria, such as date range, specific code, etc. provide the user with a flexible reporting mechanism. The actual number of selection prompts depends on the specific report being requested.

20. The entry of dates are either 6 digits or 8 digits depending on the setting of System-Option-34 in the Company Control Record (DB03). The date format (MDY, YMD or DMY) is set by System-Option-33. The 6-digit date requires 25 percent fewer keystrokes.

21. Once computer processing begins, either by entering the last field on a screen or pressing function key F2, a status message indicating that report processing has started is always displayed on the last line of the screen to inform the user that the procedure started.

22. When printing online reports, the number of data records being processed can be displayed at the bottom of the screen for operator reference. This feature is set by System-Option-14 in the Company Control Record (DB11).

23. When printing online reports, all uppercase letters can be changed to uppercase and lowercase letters for easier reading. This feature is set by System-Option-44 in the Company Control Record (DB03).

24. The user can print all error messages or help messages associated with an application for documentation purposes by using procedure DB11.

25. When entering detail accounting transactions, such as a Vendor Invoice Record (AP02), the associated Vendor Master Record (AP01) is displayed with a single keystroke by pressing function key F7 (hot key) when the cursor is on the Vendor-No field with a red up arrowhead.

26. The ability to enter special notes or comments about a single vendor or customer on a master record and individual transaction records. The word "NOTES" is displayed on the screen when these special notes have been entered into the computer. The special notes are stored in the General Notes Record (procedure DB17) which can be dynamically accessed by specifying a Trans-Code of "N" and pressing function key F7.

27. Many management and accounting reports allow the user to print only a summary report of dollar totals for verifying batch totals and balancing to other accounting reports (Entry Correct of "S").

28. Voucher numbers, customer order numbers, invoice numbers and Name-ID numbers are automatically assigned from three sequence counters in the Company Control Record to minimize clerical errors associated with manual online entry.

29. CD-ROM archive support allows the same application programs that access the online database on disk to select and printed historical data from a CD-ROM, so different clerical operating procedures are avoided. CD-ROM archive support is faster than tape backup, since it does not have to be copied back to disk to reprint old accounting reports. A USB flash drive or thumb drive is also supported.

More Information on the Software Operating Features:

To receive additional information on the Legler Systems online accounting software, e-mail Bill Legler in San Francisco Bay Area, California or go to the Online Business Accounting Software Overview page.

Version 11.8 (2018). All rights reserved by Legler Systems Company.