This chapter describes how to use the Datafile Software Invoicer system. We assume that you have already learned how to sign on to your Datafile Software system and how to use the Datafile DeskTop facilities — these topics are covered in full in the Systems User Guide. Your Invoicer application will be one of the applications on the main menu, or on one of its sub-menus — there’s possibly a sub-menu with a name like "Stock & Invoicing”. If you have any difficulty locating the invoicing application then ask your system supervisor.

Once you have selected the system you are given the application menu of the system from which to choose the option you want.

Compact Restriction

Each Invoicer menu option has a four digit parameter number. This number is the parameter which is needed for Datafile Premierusers who wish to restructure their applications, and even to define completely new menus. For example Amend Existing Product has a parameter of "5002”, and the first sales invoice document can be loaded directly by a parameter of "1001”.These parameters are needed only under the CONFIG user to change or define application menu structures — see the System User Guide.

Note

Choosing the Right Company

You can use your Invoicer program 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 computer has not previously processed any company in this session, or if the last company it processed does not have the Invoicer defined for it.

The active company is displayed in the status line at the bottom of the screen. You can change the company (provided you are within the menu system and not in a specific option) by using the ‘Datafile / Open New Company’ option on the Datafile DeskTop.

General Notes

Throughout Datafile Software there is syntax to the keyboard keys, and conventions to the way screens and messages are displayed. These are described in the System Users Guide supplied with your system.

q 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. Although the text specifies <Enter> to input information, there may be parts of the program where the use of the <Enter> key is not required because of the way the system has been configured.

<Escape> is the key marked "Escape” or "Esc”, and is used to exit from whatever you were doing — often you are 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.

The status line of the screen displays the major function keys available at any point. This doesn’t though include the <F10–DeskTop>key which accesses the Datafile DeskTopand is available at any point.

The<F8–Zoom> facility is one of these DeskTop facilities, and, when it is shown, this allows you to go straight into the Ledger Enquiry facilities to enquire the ledger details for the specific account, stock or product on which you are working.

The<F9–Memo> facility is another such DeskTop facility, which allows you to attach a free-format memorandum to the account, stock or product you are currently working on for display at any subsequent time you work on or look at this record.

There are many optional features in the invoicing system, and it is possible that not all are in use in your system. If your configuration does not include any specific features then you need not take any notice of the instructions which apply to them.