Accounting Software Operating Features

The accounting software operating features apply to each online accounting module from Legler Systems Company and lend themselves to improved operator productivity, so that transactions can be quickly and easily processed.

The major accounting software operating features are described below:

1. A context sensitive help pop-up window is automatically displayed for any field the cursor is positioned on whenever function key F1 is pressed. For fields that are defined by Code Definition Record (Procedure DB01), the actual codes and associated names are retrieved from the master file and displayed when function key F2 is pressed from the help window. Online help is always one keystroke away.

2. Computer-detected error conditions cause 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 prior report selection parameters are recalled and automatically displayed on the terminal the next time that procedure is initiated by the user so that they do not have to be re-entered.

4. Function keys are used for specific actions and are displayed at the bottom of the screen. Any procedure or pop-up window can be ended (exit) with a single keystroke by pressing function key F10 to return to the menu. Also, whenever function key F1 can be pressed at any time to display text about a procedure or prompt. Fewer keystrokes lead to improved performance.

5. 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 is automatically implemented to handle data records with many fields or data elements.

6. Selected reports can be requested for later batch processing by the JOBS program, so that the PC is not tied up printing long reports.

7. The current field the cursor is positioned on is highlighted so the operator can easily identify the field to be entered.

8. The cursor can be automatically placed on a specific field by entering a 2-digit 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 master file and displayed on the terminal (Trans-code set to "M").

9. Multiple ways of retrieving records from the 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 record is retrieved depends upon the type of record.

10. The last record added or modified is retrieved from the 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.

11. 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.

12. 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 Payable) followed by the specific procedure number (AP03).

13. Automatic ID number lookup and assignment from initials of the name is programmed to reduce coding time and errors. For example, in the AP system the vendor number is automatically assigned whenever the initials of the vendor name (such as PB for Pacific Bell) are entered as the vendor number. If more than one vendor has the same initials, then a pop-up selection window is automatically displayed on the terminal identifying those vendors and allowing the user to select the correct vendor with one keystroke (by pressing function key F2).

14. Automatic assignment of name initials from the first letter of each word in the name or description field when new records are added to the database for subsequent automatic ID number lookup.

15. The help message associated with error messages describe both the cause and solution to the error.

16. 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.

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

18. The entry of dates can be either 6 or 8 digits depending upon the setting of System-Option-34 in the Company Control Record. The 6-digit date requires 25 percent fewer keystrokes.

19. 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.

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

21. The user can print all error or help messages associated with a module for documentation purposes by using procedure DB11.

22. When entering detail transactions, such as a Vendor Invoice Record (procedure AP02), the associated Vendor Master Record (procedure AP01) can be displayed with a single keystroke (function key F7) for reference purposes.

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

24. Voucher, order, invoice and name-ID numbers can be automatically assigned from special sequence counters in the Company Control Record to minimize clerical errors associated with manual entry.

25. 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 that 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 an old accounting report.

More Information on the Software Operating Features:

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

Revision 7.9 - Copyright 2009 by Legler Systems Company. All rights reserved.