This chapter describes how to use the Datafile Software Sales and Purchase Ledger applications. We assume you have learned how to sign on to your Datafile Software system, and to use the main menu system together with all the Datafile DeskTop facilities (these topics are covered in full in the System User Guide).

Your ledger programs are accessed from the main menu. If you have difficulty locating your ledger programs, then ask your system supervisor.Once you have selected the appropriate ledger you are immediately given the main menu for that ledger from which to chose the option you want.

Main Sales Ledger menu

Main Purchase Ledger menu

Some of the options give you a sub-menu, from which you can choose the next level of option you want, until you have located the specific processing operation you need. This section of the manual is laid out as a reference to the ledger applications in the same order as the standard menu structure sent to you.

Application Menu Parameters – Datafile Diamond and Premier

Each menu option has a four-digit parameter number which is needed for Datafile users who wish to restructure their applications, and even to define completely new menus. For example Amend Existing Account has a parameter of "1002”, and the Ledger Control Summary report has a parameter of "3008”. These parameters are needed only under the CONFIG user to change or define application menu structures.

Choosing the Right Company

You can use your Datafile system for more than one company’s data. Where you have more than one company, then if the computer does not know which company’s data to process it asks you to select one from a list. This can occur if the operator has not previously processed any company in this session (and he/she has no default set), or the last company it processed does not have the relevant ledger defined for it.

Example Company List

You can always view the current company by noting the company id on the status line at the foot of the screen or by using the ‘About this Company’ option on the Datafile pull-down on the main toolbar. You can change the company, providing you are within the menu system rather than a specific action, by using the ‘Open New Company’ option on the Datafile pull-down on the main toolbar or by using the <Alt + O> shortcut key combination.

General Notes

Throughout Datafile Software there is a syntax to using the keyboard keys, and conventions to the way screens and messages are displayed. These are fully described in the System Users Guide supplied with your system. However, the main things you need to know are:

In the text below, chevrons <> around words or letters tells you to press that key on the keyboard. For example, <End> means the key which has the word "End” on it; and <F1> refers to the first of the ten (at least) keys along the top of, or to the left of, the keyboard with the inscriptions "F1” through "F10” on them.

<Enter> means the (carriage) return key or "Enter” key on the keyboard, used to signify that all the data for a field (the highlighted area on the screen in which key strokes appear as you type) is now ready to be processed by the computer.

<Escape> is the key marked "Escape” or "Esc”, and is used to exit from whatever you were doing — often you are first asked if you have finished, to prevent accidents.

The Select function is assigned to the <F4> key. This gives a powerful way to find an account, either through a part of the code, or part of the account name, or even part of some other field such as a contact or telephone number.