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Discount Matrix File Structure

Datafile Software Discount Matrix File Structure The matrix database has a pre-defined structure, as described below. The prime index is a composite of the account code or group and the product code or group (and the expiry date if so configured...

Document Parameters - Document Design Manager

Datafile Software Document Parameters - Document Design Manager In addition to the design features accessible from the document mask there are various parameter screens which can be used to configure the printed output and the processing of the...

Add Matrix Entries

Datafile Software Add Matrix Entries On selection of the ‘Add’ entry the matrix entry screen is displayed. Account Group or A/c Code Stock Group or Stock Code You are only offered the ‘Account Group’ option if the...

Prompts: Request Information from Keyboard

Datafile Software Prompts: Request Information from Keyboard The maximum size of the inputs definable within the ‘Prompts: Request Information from Keyboard’ has been increased from 40 to 75 characters (although if updating a data...

User Instructions

Datafile Software User Instructions 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 ...

Recall Standard Text

Datafile Software Recall Standard Text Recall Standard Text allows you to attach a word or phrase to a specific key combination (such as +). For example you might have a series of standard texts to use for the transaction...

Purchase Invoices

Datafile Software Purchase Invoices The ability to use the Invoicer program for purchase invoices serves two distinct purposes.Firstly, you can use it record supplier invoices onto the purchase ledger and as a by-product of the process book...

System Profiles / Sales (Purchase) Ledger - Discount Matrix

Datafile Software System Profiles / Sales (Purchase) Ledger - Discount Matrix The fifth screen of parameters in the ledger system profiles asks a few extra questions needed for matrix processing. Apply Discount Matrix Look-up Select if you wish...

Sales Invoices - Detail Line Entries - Stock and Product Invoices

Datafile Software Sales Invoices - Detail Line Entries - Stock and Product Invoices Whether they are stock-linked, product-linked, or free-format invoices, the prompts follow exactly the same pattern, so are described together below. Certain...

Sales Invoices - Printing the Document and Updating Files

Datafile Software Sales Invoices - Printing the Document and Updating Files The final stage of the invoice is to print the document and update the files. Print the Document Confirm ‘Y’ to print the document, or ‘N’ to...

Print Preview and Test Print - Document Design Manager

Datafile Software Print Preview and Test Print - Document Design Manager You can preview the document to the screen or the printer from the File pull-down menu. Selecting the Print Preview option shows the document on screen. You can use the...

Update Matrix Entries, Enquire Matrix Entries, Delete a Matrix Entry

Datafile Software Update Matrix Entries, Enquire Matrix Entries, Delete a Matrix Entry These options work in a similar way to the Add Matrix Entries option, except that their functions are only to update, look at, and delete matrix entries...

Set Database Profiles - Discount Matrix

Datafile Software Set Database Profiles - Discount Matrix Although there are no Database Profiles for the matrix files themselves there are settings within the application profiles that control how the matrix options are applied. Sales (Purchase...

Document Design Manager

Datafile Software Document Design Manager The Document Design Manager is available on the main ‘Installation’ menu for Compact and Professional users, for Diamond and Premier users it is available on the ‘Application Manager...

Change Company - Discount Matrix

Datafile Software Change Company - Discount Matrix This option lets you change to another company’s discount matrix file.

Add a New Product

Datafile Software Add a New Product This option is used to add products to the product file. At initial set-up time, use this option to enter your existing product details from either your present manual or computerised system. On selection of...

Purchase Credit Notes - File Updating and Ledger Controls

Datafile Software Purchase Credit Notes - File Updating and Ledger Controls The effect on the purchase ledger of entering a purchase credit note is as follows: the outstanding balance is reduced by the total including tax (if not ‘paid...

Product Maintenance

Datafile Software Product Maintenance This part of the program allows you to add, amend and delete products from the product file which applies to this company. There is no need for a separate product file if you are using your stock file for...

Enter Prices Inclusive of VAT

Datafile Software Enter Prices Inclusive of VAT Within entry options such as direct transaction entry within the Sales/Purchase Ledgers and Cashbook receipt/payment postings the system allows entry of the total value including tax into &lsquo...

Sales Credit Notes - File Updating and Ledger Controls

Datafile Software Sales Credit Notes - File Updating and Ledger Controls When a sales credit note is generated the effect on the sales ledger is as follows: The outstanding balance on the account is reduced by the total including tax, unless a...

Document Processing

Datafile Software Document Processing Invoice and credit notes follow a pattern which is defined by the associated document definitions.The user instructions which follow below describe all the questions which you could be asked. However, it is...

Product Prices - Database Profiles

Datafile Software Product Prices - Database Profiles Selling Price 1-9 K L M * Up to nine different selling prices can be held for a stock item (5 on Professional Systems, 3 on Compact). Whilst different prices can use different types they...

E-Mail Settings - Document Design Manager

Datafile Software E-Mail Settings - Document Design Manager The E-Mail Settings option allows you to configure default message details if the document is printed to E-Mail. (This option is not available for all documents – for example cheques...

Sales Invoices

Datafile Software Sales Invoices You use this option to prepare and print invoices for customers. The design of invoice documents and their processing is achieved using the Document Design Manager option of the Installation program and need...

Extra File Scans

Datafile Software Extra File Scans This option allows you to set the authority level to enable the facility to scan documents against the product record within the Ledger Enquiry. Set the authority level as required (0-9 where 0 is the highest,...

Database Audit

Datafile Software Database Audit Use this option to check the internal integrity of the product database. If you’re sure that a particular record is in the file but you cannot select it via the indexes then you might want to use this...

Always Change Account Items

Datafile Software Always Change Account Items When record a sales invoice the system displays items from the selected account (usually the name and address detail) for confirmation and asks whether you wish to update these details for this...

Product Items - Database Profiles

Datafile Software Product Items - Database Profiles Product Code X (16) The prime index of the product file holding the product code itself Description X (48) Holds the first line of description for the product item. An optional second item is...

Default Nominal Code for Document

Datafile Software Default Nominal Code for Document This new feature allows a setting for a default nominal code against the document to be applied for free-format lines (or where nominal code not set against stock/product record or the customer...

Sales Invoices - Header Information - All Invoice Types

Datafile Software Sales Invoices - Header Information - All Invoice Types Document Information After selecting the invoice layout which you wish to use for this invoice you are presented with a screen similar to that below. For all invoice...

Fax Printing - Document Design Manager

Datafile Software Fax Printing - Document Design Manager Selected fax software, such as Tobit David and Zetafax, allow programs to pass information to them with regards to fax and contact details. This option allows you to enter those commands...

Purchase Invoices - Scanning Invoices

Datafile Software Purchase Invoices - Scanning Invoices After updating the purchase ledger (and stock files if appropriate) the system may, if configured, prompt to scan your supplier’s invoice. This scanned file is then saved for later...

Default Transaction Description to Account Item

Datafile Software Default Transaction Description to Account Item When posting invoices to the ledger the system prompts for the transaction description, this new feature allows you to set the default description to be picked up from the first...

Discount/Supplier Matrix Introduction

Datafile Software Discount/Supplier Matrix Introduction The matrix facility allows you to define special discount structures based on a combination of an account group (or account code) and a product group (or stock code). It gives support for...

Improvements to Product Maintenance

Datafile Software Improvements to Product Maintenance As with the Sales/Purchase Ledger, this release brings a new interface to the product maintenance procedures within Invoicer. The first change is to the menu options available – an ACTION...

Application Manager Parameters

Datafile Software Application Manager Parameters You need to set a few parameters and define some extra data items to determine exactly how the discount matrix facility is to work. These are:

Location of Files - Discount Matrix

Datafile Software Location of Files - Discount Matrix You must specify the pathname of the discount matrix file in the sales/purchase entries of this option.A base file is supplied, named BASE-MAT.DFD for the Sales Ledger Matrix and BASE-PLM.DFD...

Sales Credit Notes - Application User Facilities

Datafile Software Sales Credit Notes - Application User Facilities This option puts you into the Document Design procedure to allow you to design up to six different sales credit note document layouts. The specific options for the document...

Purchase Invoices - File Updating and Ledger Controls

Datafile Software Purchase Invoices - File Updating and Ledger Controls The effect of entering a purchase invoice on the purchase ledger is as follows: the outstanding balance on the account is increased by the total including tax (if not paid)...

Printer Settings - Document Design Manager

Datafile Software Printer Settings - Document Design Manager This option allows you to set a default printer and tray for the stock document. Clicking the drop-down list shows the printers available from the pc for you to select, after selecting...

General Matrix Enquiries

Datafile Software General Matrix Enquiries This option lets you look up the discount matrix file through the prime index (or secondary indexes if you defined them — perhaps on the first two comment lines, for example). You can look up a...

Sales/Purchase Account Enquiry, Stock Record Enquiry - Discount Matrix

Datafile Software Sales/Purchase Account Enquiry, Stock Record Enquiry - Discount Matrix For your convenience you can look up specifically to the sales (purchase) ledger and stock system files in exactly the same way as defined under the...

Purchase Credit Notes

Datafile Software Purchase Credit Notes Purchase credit notes are the reverse of purchase invoices. The descriptions given under Sales Invoices above can be followed exactly for purchase credit notes too. You can define up to six different...

Set Auto Expand Files

Datafile Software Set Auto Expand Files Datafile reserves a fixed space for database files and you need to expand that space should the file become full. This option allows you to set internal system parameters sot that it automatically attempts...

Configuring Invoicer

Datafile Software Configuring Invoicer Your Datafile Software Invoicer application has a wide range of possible facilities, and you can undertake a great amount of structuring so that it suits your particular operation.Some of the general...

Create New Account and Stock Record Maintenance Screens

Datafile Software Create New Account and Stock Record Maintenance Screens When processing invoice and credit documents the option is available, subject to document configuration, to create a new account or stock record. When creating a new...

Update Existing Product

Datafile Software Update Existing Product This displays the same screen as used to add a new product, except that the product code keyed must be that of an existing product record. If not, you are warned accordingly. On input of a valid product...

Sales Invoices - File Updating and Ledger Controls

Datafile Software Sales Invoices - File Updating and Ledger Controls When a sales invoice is posted to the ledger the following actions occur: The Outstanding Balance on the account is increased by the total including tax, unless the invoice is...

Set Application Code Formats

Datafile Software Set Application Code Formats This option allows you to set the prime index format for each of the application databases including the Invoicer product file. The default format for the product file is AA9999 – this forces...

Price Checker - Discount Matrix

Datafile Software Price Checker - Discount Matrix Price Checker is an option that allows enquiry of a price that will be charged to a particular customer (or will be charged by a supplier) for a stock item. For the customer price checker it...

Document Watermark - Document Design Manager

Datafile Software Document Watermark - Document Design Manager You have the option to add a bitmap behind the entire document to act as a watermark. (If converting an earlier document that had a bitmap background then this is set as the...

Inserting New Items - Document Design Manager

Datafile Software Inserting New Items - Document Design Manager To insert a new item position the mouse where you wish to insert the item and press the right-button on the mouse (hereafter described as right-click). A menu appears for you to...

View System Status

Datafile Software View System Status This option displays a summary of the current status of the invoicing system and of the product file. Company Displays the identifying code and name of the company in use. Product File Displays the number...

Controls and Audit Manager

Datafile Software Controls and Audit Manager The Controls and Audit Manager contains all the utility routines used to check the integrity of the database files and to undertake various housekeeping actions. The tools supplied for Invoicer...

Product File Item Screen Design

Datafile Software Product File Item Screen Design If Diamond (or Premier and you don’t wish to use the full screen design) then this option allows you to quickly configure the display of up to 32 items from the product file in two columns...

Security and User Manager

Datafile Software Security and User Manager The Security and User Manager allows you to set authority levels and passwords on specific application options and to define any user authority overrides. This option is only available for...

System Profiles

Datafile Software System Profiles The System Profiles set the general configuration options for Invoicer – this option is only applicable for Professional, Diamond andPremier users. Omit Any Link to Sales Ledger / Purchase Ledger Some...

Product File Full Screen Design (Premier Only)

Datafile Software Product File Full Screen Design (Premier Only) In Premier systems you have the option to create a user-defined screen in which to display details from the product file and can be spread over two screens. On selection of this...

Sales Invoices - Closing Information - All Invoice Types

Datafile Software Sales Invoices - Closing Information - All Invoice Types Additional Charge An additional charge can be configured for your document (Document Design parameter screen ‘Additional Charge / Overall Discount’) The...

Application User Facilities

Datafile Software Application User Facilities The Application User Facilities allow configuration of the individual Invoicer options – this option is only applicable for Diamond and Premier Users.

Application Screen Layouts

Datafile Software Application Screen Layouts This option allows access to the ‘Maintain Screens’ section of the Application User Facilities and allows configuration of the stock maintenance screens. This option is only available...

Sales Invoices - Detail Line Entries - Free Format Invoicing

Datafile Software Sales Invoices - Detail Line Entries - Free Format Invoicing Free-format invoicing works in a very similar manner to stock or product invoices, except that stock –specific prompts, such as the stock code and which price, are...

Edit System Status Display

Datafile Software Edit System Status Display Each application has a ‘System Status’ option that summarises the key facts about it, such as files, their sizes, how full they are, the current period number and period dates plus various...

Set Company Details

Datafile Software Set Company Details The Invoicer documents allow the printing of ‘data’ items for the company name and address details.This can be a useful alternative to entering the address details as text on the document mask ...

Sales Credit Notes

Datafile Software Sales Credit Notes Sales credit notes are the reverse of sales invoices. The descriptions given under Sales Invoices can be followed exactly for sales credit notes too. You can again define up to six different layouts ...

Moving, Deleting and Amending Items - Document Design Manager

Datafile Software Moving, Deleting and Amending Items - Document Design Manager You can move an items position by selecting it with the mouse and dragging it to where it’s required.If the ‘Tools’ option ‘Snap to Grid...

Maintain Matrix File

Datafile Software Maintain Matrix File The discount/supplier matrix file is maintained from the Datafile DeskTop Tools pull-down menu. When selected the following options are available.

Memo Facility Configuration

Datafile Software Memo Facility Configuration The Memo facility allows you to record notes against product records. Within the Ledger Enquiry Manager you have the option to define, for all applications, where the memo files are stored, whether...

Application Manager

Datafile Software Application Manager Selecting the Application Manager (Diamond and Premier only) menu option gives a further sub-set of actions. The options available on this menu are discussed in their own sections later on where...

Product Reports

Datafile Software Product Reports Up to seven reports, together with the details to be printed on each, can be defined using the Installation program. These report layouts are fixed for Datafile Professional (three reports) and Compact (two...

View Product

Datafile Software View Product This is similar to the option described above, except that the product details are view only and cannot be amended.

Product Optional - Database Profiles

Datafile Software Product Optional - Database Profiles Text Only ? Applying only to Fast Input Style documents this option prevents the input and print of details after the stock code and description. Append to Description ? Applying to the DOS...

Delete Product

Datafile Software Delete Product Again the screen displayed is identical to above. On entering the product code the details are displayed with two buttons DELETE and ABANDON.ABANDON exits the menu; DELETE removes the product from the file.

Discount/Supplier Matrix in Use

Datafile Software Discount/Supplier Matrix in Use Once you have defined a matrix entry the facility operates automatically from within the invoicer and order processing applications. The following operational differences occur: When you enter...

Compact and Audit Database

Datafile Software Compact and Audit Database The internal processing of databases does not necessarily re-use the space occupied by records that have been deleted. New records are always added to the end of the file. Therefore, over a period of...

Ledger Enquiry Manager

Datafile Software Ledger Enquiry Manager The Ledger Enquiry Manager (Diamond and Premier only) allows you to configure the display screen for the Product Enquiry. Enquiries Allowed for this Company Although there are no specific &lsquo...

Select Key Definition

Datafile Software Select Key Definition Whenever you press within the Invoicer system the details displayed can be configured to show the items you require. This is done via the Select Key Definition – available to Diamond and...

Sales Invoices - Application User Facilities

Datafile Software Sales Invoices - Application User Facilities This option puts you into the Document Design procedure to allow you to design up to six different sales invoice document layouts. The specific options for the document design of...

Purchase Credit Notes - Application User Facilities

Datafile Software Credit Notes - Application User Facilities This option puts you into the Document Design procedure to allow you to design up to six different purchase credit note document layouts. The specific options for the document design...

Expand Data Files

Datafile Software Expand Data Files If not setting the auto-expand options then this option allows you to manually expand the data files as necessary.

Set Database Profiles

Datafile Software Set Database Profiles Database Profiles are the interface between the program and the databases, allow the program to read/update the data and interpret the values contained within. The data item profiles for Invoicer...

Product File Listings - Application User Facilities

Datafile Software Product File Listings - Application User Facilities Here you define how the standard product reports are to print. For each report the parameters include the report heading (as offered to the user), print style (type of...

System Status - Application User Facilities

Datafile Software System Status - Application User Facilities This screen is for information only and lists the items displayed when the system status display option is selected within the Invoicer program.

Maintain Products (Screen Designs) - Application User Facilities

Datafile Software Maintain Products (Screen Designs) - Application User Facilities Selecting this option gives you a sub-menu to configure the ‘Maintain Products’ screen and the screen designs used if you create sales accounts,...

Purchase Invoices - Application User Facilities

Datafile Software Purchase Invoices - Application User Facilities This option puts you into the Document Design procedure to allow you to design up to six different purchase invoice document layouts. The specific options for the document design...

Save and Exit - Document Design Manager

Datafile Software Save and Exit - Document Design Manager The File pull-down allows you to save the document and exit the document design. If you exit without saving you will be prompted to save the changes – if you respond ‘Yes’...