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Introduction to PBS Administration

1. 9 A You may enter the following Email login name Enter the sending email address The email address from the user you are logged in as will display if one has been entered This field cannot be entered if you unchecked the Require authenticate field Format 60 characters Example Not entered in this case 122 Passport Business Solutions Email login password Enter the email password that corresponds to the entry in the Email login name field This field cannot be entered if you unchecked the Require authenticate field Format 30 characters Example Not entered in this case Email address The address you enter here will be the From and To addresses for the test email It may be your own email address or any address you want to use for this test 60 characters the default is the email address of the user Format logged into PBS Example Not entered in this case When you select the enter key then the program will attempt to connect to the SMTP mail server by sending an email Email Connected Successfully If sending the email is successful then the following message will appear Successful transmission Closing connection Emailing is activated Select the lt Enter gt key to exit the screen Email Connection Failed If sending the email is unsuccessful then the following message will appear Failed to connect to SMTP server You have the following options lt F5 gt
2. Printer Name Host and Share Multiple Printer Setups Using Configuration Files 125 Passport Business Solutions SPECIAL FORMS AND LASER PRINTERS Special Forms is the common means of providing data and the exchange of monies to customers vendors and employees Forms are usually printed and PBS Special Forms can be printed through the Company information printers in UNIX and Linux or also through the Windows printer in Win dows and thin client Laser printers is the most common means of printing What makes laser printers different from other printers for the purposes of the PBS reports is not the technology they use for printing but that they use individual paper sheets instead of continuous forms Any adjustment that a dot matrix pin feed printer may need the operator supplies by twisting knobs on the printer itself For laser printers the PBS software provides the adjustment Even so it is mostly when printing on pre printed forms that this makes a significant difference When a laser printer is being used for printing on blank stock it looks to PBS like any other printer Company information vs Windows printer The adjustment options are different on Company information printing vs Windows printer To make the alignment adjustments the Company information sends PCL command codes to the printer while the Windows printer sends control properties to the printe
3. Inventory An itemized list of articles materials or possessions on the premises or in stock showing quantity description cost and other details The physical goods located on the premises of a business or stored in a warehouse A software module that performs the functions of tracking inventory and inventory information See Item Invoice A complete list of the merchandise goods or services delivered to the buyer by the seller It usually shows quantity price shipping charges and any other costs or discounts A bill 1 0 Abbreviation for Input Output Describing all the activities of getting data into and of the computer Item A single thing in a list A single piece of merchandise in an inventory Journal The journal is sometimes called the book of original entry The unit of organization of the journal is the transaction entry and these are recorded in time sequence A single transaction may have many debits and credits all to different general ledger accounts The general ledger is organized by account Transferring entries from the journal to the general ledger is called posting Each debit and credit of a journal entry is copied into the ledger under its appropriate account heading The journal and ledger entries are then cross referenced with each other s page numbers See Ledger General Ledger and Compare with General Journal Key A field in a record that makes that record unique from all others in the f
4. The SET SZ switch effects the Windows style PowerTools Lookups only and relates to a performance Issue The setting corresponds to number of records being accessed by the lookup at one time This will affect the number of records being accessed when using the page up page down or the arrow keys or buttons The set SET POP SZ 2 tings and number of records you can mE access include 11 17 2 32 1 100 2 200 3 300 4 400 5 500 6 600 7 700 8 800 9 900 1000 The default for this field is 200 rec ords Although it 15 typed as 200 in the file only the first number 15 actually read and just the number 2 15 the same 396 Passport Business Solutions DEFAULT CONFIG FILE VARIABLE DESCRIPTION If you are running a slower computer and you find the access to the Look ups is a little sluggish then set the size to a smaller number of records accessed and the performance should improve Note you can also tune the record access for individual Lookups If only one or a few Lookups are causing an issue then see the Lookup Design chapter for more information This setting is used in the Pow erTools character lookups only and is defaulted to When set to Y a col umn displays on the left side of the SET POP ID N lookup that displays a number for each line To use the line you can enter the number rather than moving to the item with the arrow keys and then
5. APOBJA n V lt ADRMNT M4 Use lt pgUp gt lt PgDn gt Enter continue lt Esc gt exit lt F3 gt delet Options Use the following options to enter information in the program and path name columns lt Esc gt To exit from the screen 195 Passport Business Solutions lt PgUp gt Move up through the program list one page at a time lt PgDn gt Move down through the program list one page at a time Deletes a program entry No confirming prompt will lt F3 gt is occur when deleting lt 4 gt Pressing this enters name from previous line Enters Moves from the program column to the associated path name column Program Each entry in the Program column is a Passport Business Solutions program name up to eight characters Any program not listed in the Program column is assumed to exist in the top level Passport folder directory These program names normally do not need to be changed If you do change these names enter all program names in uppercase or the programs will not be found by the Passport Business Solutions software To display more programs for the defined company use the option keys For a list of the full name of the programs listed in this Pathfinder screen refer to the Initializing Data Files chapter pathname PBS software requires you to enter all program and data file names in Not uppercase Additionall
6. NO APOP TIMESTAMP server did not provide timestamp 58 SEE SMTP ONLY Must be connected to SMTP server 59 SEE POP3 ONLY Must be connected to POP3 server 60 SEE OBSOLETE PARAMETER 61 SEE USER NULL ARG USER name not spec 62 SEE PASS NULL Required POP3 password argument missing 63 SEE POP3 ERROR Error returned by POP3 server 64 SEE MSG NBR RANGE Message number out of range 65 SEE FILENAME NULL Required filename is missing Required file path is missing 68 SEE BUFFER NULL Required buffer is missing 69 SEE BUFFER SIZE ARG 1 size argument is not pos Attachment argument is missing ARG 71 SEE NOT ATTACHED SEE not attached Must call seeAt tach first 72 SEE ALREADY ATTACHED already called 73 CHAN OUT OF RANGE Channel number out of range 74 BAD KEY CODE Bad key code 2nd argument in 75 SEE NO SUCH FILE No such file 469 Passport 3 Business Solutions Error Cobe 76 SEE PATH NOT ALLOWED Filename only path not allowed 99 SEE INTERNAL ERROR Internal SEE error I SEE COMPLY 2 98 SEE EXPIRED Evaluation version expired 470 Index not on file 328 defined 417 421 2 2 No such file or directory 330 8 8 version upgrade 40 9 9 version upgrade 40 1 13 Permission denied 330 24 Too many open files
7. RECOVERING FROM A DAMAGED PATH FILE The hard disk organization for PBS software is contained in the Path file PATHFILE DAT If the Path File ever becomes corrupt your PBS software becomes unusable until the file is repaired recreated or restored from backup However it is difficult to corrupt the Path File If some event does occur that corrupts the Path file provisions have been made to recover the file Whenever you modify the Path File with the Pathfinder program the Sequential Path File SQPATH DAT is updated with the full contents of the Path file The Sequential Path File must reside in the PBS top level directory If the Path file ever becomes so damaged that it cannot be successfully opened delete PATHFILE DAT and PATHFILE VIX if they exist and the Passport Business Solutions software will recreate the Path file automatically from the contents of SQPATH DAT the next time you run your software If SQPATH DAT cannot be found Passport Business Solutions automatically exits and you will need to copy SQPATH DAT to the top level folder directory or restore a copy of the PATHFILE DAT and PATHFILE VIX from a system backup When Pathfinder has completed updating the Sequential Path File that file totally re creates the Path File This insures that the Path File never contains unused space 202 Passport Business Solutions CHANGING EXISTING DATA FILE PATH NAMES The Pathfinder procedure assumes that you are no
8. 237 Passport Business Solutions ISAM FILE RECOVERY UTILITIES The following section pertains to Indexed Sequential Access Method ISAM file types If you wish to run a utility function on all files for one or more packages and for one or all companies refer to the Extended File Utilities section If you wish to run a utility function on a Relative file refer to the Relative File Utilities The file recovery utilities are available from the Windows Start menu if they have been installed on your machine From the Windows Start menu Click Programs gt Passport Business Solutions gt File Utilities gt File Utilities Where is the system ID of a PBS module ap ar ic etc When accessing the utilities in UNIX Linux or from a Windows command prompt navigate to the top level PBS directory and type in util If prompted enter the Company ID of the files you will be processing A screen similar to the following will be displayed PRS System File recovery utilities XYZ Company Please select T 1 Export a file Restore from an export file Rebuild a file Extract all records from a file file For Inventory Control the following screen displays PDS Inventory Control File recovery utilities File recovery utilities Company Please select Export a file Restore export file Rebuild Extract a gf 029 from a file Remake from an
9. Help Graph This file has the links to the help ical PBS HEDPOUI for the graphical screens User Help This file contains user definable Field number to change Make any desired changes then press Enter to initialize the files selected Once processing is complete the program returns to the operating system NADIST Navigator Distribution File Recovery after File Initialization When posting and writing to the NADSIST file a backup file is always being written as well Therefore if the original NADIST file becomes corrupt you may initialize it and use the file utilities to restore the back up file You will find the back up in the RWxx directory of the company where you want to do a recovery The name of this file is BKUNADxx DAT Copy the file to the top level PBS and change the name to NADISTxx EXP and used the file recovering utilities to restore it If you have run some distributions since the file was initialized then be sure Add records to existing data file Note Other File Initializations Cross reference file The Cross reference file gt is used in reformatting account numbers and does not appear on the System initialization screen In order to create new Cross reference settings you can just re enter the data If you prefer you can delete the Cross reference file from the top level PBS directory and PBS will re create an initilized file when you access Reformat account number from the Ctl menu The file name is
10. 1 To return to the first field on the screen if not there already 2 If already at the first field or at Field number to change to return to the pre PgUp vious screen This is not the same as lt Esc gt since all your settings on the second screen are pre served To proceed to the last field on the screen if not PgDn there already Format One letter at each field either Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped INTERNAL FILE NAME NAME AS SHOWN DESCRIPTION ON SCREEN PATHFINDER Invoice line Contains one record for PILINF each line item for each reg item file ae ular invoice Contains any overflow data on invoices multi line PIAUXF notes comments and mis iliary file cellaneous ship to addresses lock Protects Invoice file Contains the complete 36 sam PTBFMT descriptions of your state mat file ment formats Statement for Protects the statement for Recurring bill Contains one record for the 38 5 RHDRFI header for each recurring header file bill 275 Passport Business Solutions Recurring bill Contains one record for RLINFI each line item on each line item file recurring bill Contains additional descrip tion for recurring bill line Recurring bill RAUXFI items plus comments and aux file miscellaneous deliver to addresses for recurring bills Invoice hist Contains one recor
11. 6 I C Control file ICCTLF This file contains a number of parameters and default values It also includes the control information for the saved formats for certain reports and import selections 7 1 Dist to G L file ICDIST This file is used to generate the I C Distribution to G L Report and contains the debit and credit distributions that can be interfaced to G L if using 8 Inventory Account file INVACT This file contains all inventory accounts to which I C activity may be distributed 9 Inventory Lock file INVLCK This file is used to protect the Inventory Transaction file 10 Inventory Transaction file INVTRX This file contains the transactions entered using Inventory or those that came from O E or A R The transactions remain in this file until removed during posting 11 Item file ITMFIL Each item of merchandise that is contained in inventory is identified in the Item file 12 Item Notes file ICNOTF This file contains one record for each item note you have entered 13 Key word file CKEYWF This file contains the keywords for each item as well as all bar code information 14 Kit file KITFIL This file contains the definitions for each kit 286 Passport Business Solutions 15 Kit lock file KITLCK This file is used to protect the Kit file 16 Label file ILBFMT This file contains one record for each item label format that you set up 17 Label Lock file ILBLCK This fi
12. Check this box if you want to change the users password The Password and Confirm fields must be entered after you check this box 65 Passport Business Solutions Check box checked is yes and unchecked is no The Format default is unchecked Example Select the lt Enter gt key to not change the password Password Enter the password that will be used by this user when logging Into the Passport Business Solutions system Read Passwords for the password requirements The password displays as asterisks If a user forgets the password then it must be re entered here by an administrator The password entered here is temporary You must let the user know what the password 18 If the password has been changed on this screen the next time the user logs into PBS he she will be required to enter the changed password then enter and confirm a new password Format Up to 10 characters Example pbs123 Confirm Re enter the password This is to confirm what was entered in the Password field is what is expected Format Up to 10 characters Example pbs123 User type Select a type for this user You may define this user as an Administrative user or as a General user Administrative users are given access to all menu selections and all defined companies when they log into the Passport Business Solutions system They have complete access to the Setup menu selections of User maintenance and Menu maintenance In Character mode
13. Do not remove Company 00 See Note below At some point you may have a company that you no longer require and you want to remove it In order to remove a company you must do the following steps 00 Create a easily restorable backup of the entire PBS system 0 Verify that all users are out of PBS 1 For only the company that you are removing delete the paths to the files and programs using Path finder Then delete the modules See Using Pathfinder 2 Delete the directories where the data files are located 3 Delete the company from the multi company file Log into any company other than the one you are removing Select Define multiple companies under the CTL menu Enter the company number and select lt F3 gt to delete it If you remove Company 00 then it becomes impossible to run Add Note company The structure for company 00 is used as a template to add a company 35 Passport Business Solutions STANDARD INSTALLATION STRUCTURE Contained within the top level directory are numerous sub directories organized in a specific fashion for ease of maintenance and module integration The naming conventions used to label the sub directories and many of the files are based on module IDs and Company IDs Module IDs identify a particular Passport Business Solutions module in shorthand m These IDs are used to name sub directories that contain programs and data related to specific module
14. EXIST ITMCUSI 2 PASTORER AN ITEM 2 CUSTOMER SIC EXISTING 2 CUSTOMER SIC NEW 2 ITEM REPORTS 1 2 ITEM NEW 2 ITEMS BY SLS VOLUME EXISTING ITMVOLI 2 ITEMS BY SALES VOLUME NEW ITMVOL 2 ING ITMCATI 2 ITEMS BY CATEGORY NEW ITMCAT 2 ITEMS FOR A CUST EXIST CUSITMI 2 ING ITEMS FOR A CUSTOMER NEW CUSITM 2 SERVICE REPORTS 1 CUSTS FOR A SERVICE EXISTING SVCCUSI 2 CUSTOMERS FOR A SERVICE SVCCUS 2 SERVICES FOR CUST EXISTING CUSSVCI 2 SERVICES FOR A CUSTOMER CUSSVC 2 SALES REP REPORTS _____ oi SALES REP RESPONS EXISTING SALES RESPONSIBLE NEW SLSREP 2 m lt s Q lt m 384 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY SALES REP ACTUAL EXIST SLSACTI ING SALES REP ACTUAL NEW SLSACT LOCATION REPORTS SALES TERRITORY EXIST SLSTERI ING 1 2 SALES TERRITORY NEW 2 STATE EXISTING 2 STATE NEW 2 ZIP CODE EXISTING 2 CONTROL INFORMATION ss 1 2 A R INTERFACE CONTROL SCTMNTA INFO I C INTERFACE CONTROL INFO SCTMNTI 2 385 i Passport gt Business Solutions Professional Time amp Billing m 10 BILLING TB __ _ we ww 2 mue 386 5 Passport 3 Business Solutions MENU SELECTION HIERARCHY EDIT LIST 2 REPOR
15. File name as shown on Description 5 pathfinder P screen 1 COMPFI Contains the Company information file data Cost center PFCTFI Contains the list of cost centers or file profit centers 3 Valid G L Contains the valid General Ledger acct file accounts Cash accounts CSHACT Contains the cash accounts file Batch con Contains a list of the batches cur trol file PIG HEL rently defined Laser print LASPRM Contains parameters associated param file with laser printers This file is a quick index to reports printed to disk The report number is used as the relative key of the Report record PNE If you select Y to initialize this file you will be prompted to Enter disk report number Enter the start ing number for reports printed to disk Equates your current account struc ture to any of three other struc tures This file is also referred to as the lt External Cross Reference file gt and lt External General links file EGLFIL Ledger file gt f It is not to be confused with the lt Cross reference file gt which is used in reformatting account numbers and does not appear on this screen When using the Menu bar menu Access file ACCESS type the Access groups function may be used to move around the system rapidly 10 Utility file UTILFL Under the Utility menu selection you may enter access to other appli 263 Passpor
16. I m This file contains the billin tory aux BLHAUX pr d descriptions for posted invoices iliary file dii This file protects the billing files during invoice posting Contains basic information about Matter file MATFIL each matter undertaken for each client Matter Contains notes you have entered in notes file matters PTB con Parameters that define the basic trol file structure of your module When you are entering the param Report eters to use in printing various parameter TBRPTB reports you can choose to save file them If you do they are contained in this file Retainer RETFIL The file contains one record for file each retainer Contains the service description Service file SVCFIL period year to date fields and accounts Staff file STFFIL Contains information about the staff including rates Tune 65 This file contains one record foe expense TBHDRF 8 each time amp sheet header file Time amp This file contains one record for expense TBLINF each service or expense line line file entered on a time amp expense sheet 317 gt 21 22 3 2 B 25 26 T 2 N 5 Passport Business Solutions mA This file contains billing descrip tions entered for billable lines on the time amp expense sheets Time amp expense auxiliary file Time amp expense TBFLCK lock file 32 Void
17. of your upgrade See the Use reformat account option field and the Reformatting Account Numbers chapter 93 Passport Business Solutions Main Account Segment Enter information for the main account as follows Size Enter the size of the main account number with 4 as the minimum size and 8 as the maximum size Format 9 Example Type 4 Alphanumeric Enter Allow numbers and letters to designate the main account number as alphanumeric permitting both letters and numbers or Allow numbers only to designate it as numeric only Format Drop down list box with the choices described above Example Select Allow numbers only and then press lt Enter gt Fill requirement For numeric segments leading zeroes are automatically selected by the system and can not be changed Fill is needed when data in an alphanumeric segment does not occupy all the character positions available You can use leading zeros Fill with zeros on left or trailing spaces Fill with spaces on right Leading zeros means data is stored in the segment on the right and zeros fill unused positions on the left Trailing spaces means data is stored in the segment on the left and spaces fill unused positions on the right For example a four character segment having the value 37 entered Example Leading zeros 0037 Trailing spaces 37xx where x represents a space Fill with spaces on right is customary but Fill with zeroes on left is useful for
18. Reprint invoice from his tory alignment and print O E Chapter 7 Forms Field 3 Description etc O E Chapter 7 Forms Field 3 Description etc Fill back order form alignment and print Print new PO s align P O Chapter 22 ment and print Purchase order forms Print purchase orders P O Chapter 22 alignment and print Purchase order forms Print changed PO s align P O Chapter 22 ment and print Purchase order forms Print release PO s align P O Chapter 22 ment and print Purchase order forms Forms alignment and y P O Chapter 22 print Purchase order forms Master information gt y P O Chapter 22 Forms test print Purchase order forms PAYROLL 5 5 134 Passport Business DATA AND FORM FILE MERGE MODULE FORM TYPE PDF PRINTING USER MANUAL FORM FILE MERGE SETUP REFERENCE Checks alignment and print Employee labels print alignment and print Quarterly payroll report N Quarterly report formats gt Sample report Year end gt Print W 2 forms Year end gt Print 1099 forms OF SALE Instant Invoice receipt and quote alignment Yes print Batch invoice and quote POS Chapter 6 es alignment and print Stores Invoices packing slips acknowlegements Manufacturing html quotes and product pur documentation chase orders POS Chapter 7 Registers You are also not required to merge the d
19. Socket is currently blocking Invalid socket Socket timed out awaiting data No socket address No host name The DLL has been corrupted Cannot create socket 30 SEE ALREADY CONNECTED Already connected to server SEE CONNECT ERROR 39 SEE MISSING AT CHAR 40 SEE MISSING FROM 41 SEE MISSING LEFT 43 SEE MISSING RIGHT CONNECTED RECIPIENTS NO SERVER _ NULL POINTER SOCK READ ERROR Error cove 2566 ABORTED hosts ALREADY CONNECTED o V IU lolol tm t tm t min 5 B O m JE It gt a Response buffer has overflowed Bad character in email address Cannot access DLL Cannot open file for read Error attempting to connect EMPTY email address Required From argument is NULL Missing character in email address Missing From email address Missing lt delimiter in email address Missing gt terminating email address Not connected to server Must have at least one recipient Cannot find SMTP POP3 server Unexpected NULL pointer SMTP returned error SMTP POP3 server not specified Socket read error 468 s Passport Business Error Cobe 52 SEE_SOCK_WRITE ERROR 53 SEE TOO CHARS 2 symbols email 55 SEE Cannot allocate memory 57
20. 1 Starting account number and 2 Ending account number Enter the range of account numbers you wish to Include in the report Options You may also use one of the options lt F1 gt For the next account number lt SF1 gt For the previous account number lt F2 gt For the First starting account or Last ending account It is to your advantage to define the minimum range needed to enclose the desired accounts since this affects the processing time It is essential that you do not include any account in this range for which you have not previously defined the reformat mask in Define new account number structure The defined format of either the old or the new account Format structure depending on which you requested in Field 1 Example Press lt F2 gt at each field 3 Automatically load external cross reference This field does not appear if you have not authorized the External Cross Reference feature in Company information Otherwise your old structure is automatically saved as the previous account in the External Cross reference file EGLFIL You can also save either the old or the new account number in either of the two external cross reference fields of that file If you are restructuring your entire Chart of Accounts Passport Software advises that you store your old structure in one of the two external file structures This is especially advisable if the reformat is done following an upgrade The effect is to put your
21. 21 Passport Business Solutions Do you want to Install PBS Version 12 0 manufacturing Yes Starts the installation of PBS No Cancels the installation Locate PBS Version 12 0 This is where you specify the location of where the PBS Version 12 0 Financial Series software is located To find the location where the PBS Financial Series is installed click on this button The Choose Folder win dows will display where you can navigate to the loca tion Browse Select a different driver letter if necessary If the license is on a disk then the drive letter will most likely be 4 This will tell you that the license was not found If nec Back essary select Cancel to quit the install or browse to another location Once the location of PBS license is found then click on Next this button Cancel Cancels the Installation Ready to Extract License Information When you see this message then the install program found the license in the directory you specified Click on OK to continue and the program will extract license information License Information Extracted When you see this message the program 15 ready to display the license Click on OK to continue and the program will display license information License display information The license data will display in the window It will only display the Financial Series modules Please verify that this is the correct system wher
22. 228 279 279 279 CKEYWF CKNOTF clear defined clearing account defined client defined 416 CLIFIL CLRFIL CMPCST CMPFIL CMPRTV NDBDG NGCMR NGCOA NGCUS Z GDIS NGEMP NGHDR NGITM NGLCK NGLIN NGMST NGVEN NNOTF Ge OLIGO 20220635 FO FG OON 7200 NTRPC 286 279 415 416 429 316 316 286 286 282 282 282 281 272 299 303 299 286 299 299 291 267 299 309 COBOL configuration file introduction 392 to COBOL configuration modifying the 399 file code defined codes laser control PCL printer reset printer reset codes PCL CODFIL COMFIL commands entering PCL commands PCL companies in pathfinder manually adding using pathfinder for multiple using pathfinder for single using pathfinder with multiple company consolidation account refor matting and company information chapter topics fifth tab in first tab introduction to printer alignment use batch controls year 2000 cutoff company information fourth tab 416 116 143 114 142 264 273 146 142 191 190 190 204 161 78 119 80 79 140 82 82 101 printers company Information PDF setup 103 company information vs Windows 126 printer company removal 35 company setup checklist 205 comparative defined 416 comparison export restore amp rebuild 247 compensation defined 416 COMPFI 263 Compiler 416 Complete backup defined 228 compress de
23. 313 272 417 292 202 417 233 234 203 294 418 418 226 278 285 235 192 data defined debit memo defined debit defined debt defined debug printer locator DEDCOD deduction defined default defined defining multiple companies new account numbers pathfinder selections 417 418 418 418 118 303 418 418 175 162 201 defining multiple companies chapter top175 ics degenerate account numbers deleting a Lookup demonstration data files defined depreciation defined DESCFL DESCFX descriptions OEINIT data file design form design form file device name field controls device defined device naming spooled printing for UNIX and Linux 173 220 418 418 291 293 294 138 137 154 418 150 differential backup defined direct deposit file specifications direct printers directories common RWOBJ PDFFIL directories common di directories FONTS LINK PBS Files PSIBOO PSIBOBJ pt directories 00 RWMENU RWPRT RWWRK XX00 XXOBJ directory scan defined directory defined disaster recovery steps for disbursement defined discount date defined discount defined 228 451 110 38 37 38 37 37 37 38 38 38 38 38 37 38 38 39 38 419 419 230 419 419 419 disk drive defined disk device code defined disk space reclaiming restore effect on disk space steps reclaiming disk defined distribution file restore navigator distributi
24. Client When set to Y this will allow you to use the PSI Printer locator util ity on every field in PBS where you can access the Company information printers This may be useful if you are trouble shooting a printer prob lem The remaining fields all relate to Pow erTools settings This is a PowerTools setting This is set to 11 for Windows and 13 for DISPLAY LOCAL PRINTERS POPUP SCREEN Windows or Thin Client only WINDOWS PRINTING Y This is a flag for using Windows USE_COLOR 395 Passport Business Solutions DEFAULT CONFIG FILE VARIABLE DESCRIPTION This sets the flag to either use the PowerTools Lookups or use the orig inal popups pre 10 5 It is defaulted on installation to Y If you want to use the original lookups you can set it toN USE_PTOOLS Y There is a configuration file and batch script that are already set to use the old popups Type pbsp at the DOS prompt or in UNIX Linux and the old popups will be accessed with out having to change the con figuration file This PowerTools flag only effects the Lookups in Windows PowerTools can be used in character or Windows Lookup modes There are two options for this switch The number 1 indi cates that the Windows lookups are used and 0 indicates that Pow erTools character lookups are used The default in character based UNIX and Linux 15 0 The default for Thin Client 15 1 for all environments
25. Debit An entry that signifies an increase in an asset or expense account or a decrease in a liability owner s equity or revenue account An entry of an amount in the debit or left hand side of a ledger To record the fact of a customer receiving goods or services on the customer s account and the Accounts Receivable general ledger account Debit Memo An adjustment to an account that increases a customer s indebtedness In this case the term applies to a customer account not a general ledger account Issuing a debit memo creates general ledger account entries but these are not called debit memos Debt An obligation or liability to pay Something owed such as money goods or services Deduction A subtraction The thing that is or may be deducted or subtracted In PBS Payroll a pre arranged subtraction from pay that is connected to specific employees Example Mr Smith has a 20 per week deduction for health insurance Default The value or action taken by a computer program in the absence of any specific choice entered by the person using the program PBS restricts this term to a value that appears in a field when the screen is presented to you and that may be selected by pressing lt Enter gt In many other cases a preselected or precalculated value for a field is offered as an option and may be entered by pressing lt F2 gt Some fields have both Demonstration Data Files Data files that come with the demonstration
26. File for the target company answer N Overwrite existing Answer Y to overwrite any program or data files that already exist for the target company Answer N to prevent overwriting these program and data file path names During the copy process the path names display the lower part of the window Press F1 to temporarily stop the copy process or press lt Esc gt at any time to exit from the copy process 198 Passport Business Solutions If the company name is incorrect or no data exists for the company a No program data files found to copy message appears Press lt Enter gt to return to the Pathfinder menu Verifying Path Names Before you run Verify XX path names on an application you must initialize the data files in the application where the following conditions are true Ifan existing company has an application added to it using the Define menu selection Ifa newly defined company has program or data file path names assigned to it using Assign path names to XX programs or Assign path names to XX data files Ifanew company has been defined manually with mc the manual Add Multiple Company util ity Run the File Initialization utility for each module added For example to run the utility for Accounts Payable do the following For Windows Start gt Programs gt PBS gt General Utilities gt Add Company For UNIX From the PBS top level directory system prompt type addcmp To run the in
27. Passport Business Solutions Purchase Order ovans Pre purcnase onpens o memms OOOO se Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY 2 ENTER EDIT LIST PRINT RELEASE P O s 2 2 NEW P O s FORMS 2 CHANGE P O s FORMS 2 PRINT P O s FORMS 2 RELEASE P O s FORMS 2 G L ACCOUNTS 2 INVENTORY ITEMS 2 ITEMS FOR A VENDOR 2 PURCHASE ORDERS 2 PURCHASES BY ITEM 2 VENDORS FOR ITEM 2 REPORTS S 1 BLANKET ORDERS 2 uc s CLosEp P O s 2 DELIVER TO LOCATIONS 2 PosT gt z Q m 5 79 m m HreRARcHY gt gt ss gt gt NE NN gt gt gt NEN EU EN gt S o 372 5 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY EXPEDITE SHIPMENT EXPSHP 2 FOLLOW UP PAST DUE SHIPMENTS POLSHE 2 2 0 5 2 P O DISTRIBUTION ODSSEL 2 PRICE ADJUSTMENTS EDIT 2 LIST PURCHASING ADDRESSES 2 PURCHASING ADVICE 2 PURCHASING WORKSHEET 2 x 2 RECEIVINGS LIST 2 RECEIVINGS HISTORY 2 RELEASES LIST 2 UNINVOICED RECEIVINGS 2 UNKNOWN PRICES 2 VENDOR ITEMS 2 VENDOR ITEMS BRIEF 2 MASTER INFORMATION 1 DELIVER TO LOCATION POWMNT 2 PURCHASING ADDRESSES ADRMN 2 VENDOR ITEMS 2 CO
28. Passport Business Solutions 18 Void P R check trans file VDPCHK This file is used to record payroll check information to allow the user to void a check 19 Void check master file VDMTRX This file is used to store payroll check detail information to be used during the void checks functions 20 Void P R check work file VDMWRK This file is used to temporarily store payroll data during the void check processing 21 Federal auxiliary file EMPFAU This file contains federal information used in printing W 2 forms for each employee 22 State auxiliary file EMPSAU This file contains state information used in printing W 2 forms for each employee 23 Auxiliary lock file AUXLCK This file is used to protect the Auxiliary File 24 Extended field file EXDATA This file contains the user defined extended field definitions 25 Employer extended info file EMPREX This file contains the user defined extended employer information used for magnetic media reporting 26 Employee extended info file EMPEXT This file contains the user defined extended employee information used for magnetic media reporting 27 Magnetic media lock file MAGLCK This file is used to protect the Magnetic Media Format File 28 Mag general information file MAGGNA This file contains the customized magnetic media General Appearance information 29 Magnetic media format file MAGFMT This file contains the customized mag
29. Passport Business Solutions WINDOWS REGISTRY UPDATE Passport Business Solutions uses an AcuCorp Windows runtime which has two modes for accessing the data files They are fast and safe modes PSI has determined that the fast mode is best for Passport Business Solutions data file access A registry entry is required to set a workstation to the fast access mode From EACH workstation the first time you run Passport Business Solutions a new entry to the Windows Registry will be added In Windows 2000 XP and Vista you must have permission to change the registry when you log in For any users that do not have workstation administrative privileges it is recommended you start Passport Business Solutions at least once on the workstation as an administrator to update the workstation registry Updating the Registry Start Passport Business Solutions as you normally would The registry is automatically updated and you will receive the following message Windows Registry Successfully Updated Passport Business Solutions restart required Close this message by clicking on the OK button or selecting the lt Enter gt key Restart Passport Business Solutions and you should no longer see this message Note If you run PBS on the server the registry on the server will be updated 57 Passport Business Solutions VIRUS SCANNING SOFTWARE If your workstation is accessing PBS via Thin client you can ignore this sec
30. See Posting Edit Edit List Compare with Master File Trial Balance A report showing the debit and credit sides of a double entry accounting system The sum of the debits should equal balance with the sum of the credits or there is an error UNC Short for Universal Naming Convention or Uniform Naming Convention a PC format for specifying the location of resources on a local area network LAN UNC uses the following format server name shared resource pathname 443 Passport Business Solutions Uninvoiced receivings A shipment of goods that you have received but have not received the invoice from the vendor Universal Naming Convention See UNC UNIX Pronounced yoo niks A popular multi user multitasking operating system developed at Bell Labs in the early 1970s Created by Just a handful of programmers UNIX was designed to be a small flexible system used exclusively by programmers Due to its portability flexibility and power UNIX has become a leading operating system for servers The PBS software runs on SCO Open Server UNIX USB Short for Universal Serial Bus an external bus standard that supports data transfer rates of 12 Mbps A single USB port can be used to connect up to 127 peripheral devices such as mice modems keyboards and printers Utilities Programs that are usually supplied by the computer manufacturer as part of the system software Utilities are not part of the operating system but
31. The Passport Business Solutions applications can be configured to process data for thousands of individual companies Data for each company must be maintained separately Passport 36 Passport Business Solutions Business Solutions does this by assigning a Company ID to each data file used by a specific company Further these data files are stored in sub directories labeled with the Company ID The installation process installs by default data files for Company ID 00 This is the Passport Business Solutions default Company ID Additional companies can be added by using the Add Company utility which you can read about it another chapter of this manual The following illustrates the structure of a standard Passport Business Solutions installation Top level Folder or Directory RWOBJ RW00 XXOBJ XX00 ETC This table describes the standard folders created and maintained by Passport Business Solutions software DIRECTORY DESCRIPTION For storage of the Accounts Payable and Payroll ACH DDP Direct Deposit ACH files Examples APACH PRACH IMAGES Contains Bitmap or Jpeg form files for forms printing LINK Contains temporary files used by PBS RWPRT Contains reports that have been printed to disk Windows only This folder contains the PSI fonts These are a back to the fonts that are installed with the PBS client Contains PDF files if you are printing forms to a PDF printer PDFFIL The PDFTXT directory hol
32. These fields include the PBS User ID who PBS Program where and Format The general scheme is to go from most specific to least specific Assuming that you are using the L1 L2 and so on as the convention for naming the formats when a Lookup is accessed using the lt F8 gt key the following sequence applies The program will first check to see if data exists in the User ID field then Program Name field and then for a Format of L1 It will then check to see if a Lookup is available for the User ID and a Format of L1 Then it will check for a Lookup for the Program Name and a Format of L1 Then it will check for a format of L1 Finally if none are found it will go to the default Lookup specified for that Driver Program in the Map Configuration You will need to keep this hierarchical sequence in mind when developing modifying and assigning your lookups Custom Formats User IDs and PBS Programs You can assign a user program or both to a custom group of Lookup formats When you assign a user to a group it means that only one PBS user will access the group of Lookups Here is an example of entering the Format and User ID fields when assigning a User to a multiple Lookup formats 221 __ 4 E cns Passport Business Solutions mA LOOKUP NEXT FORMAT In the above example we have multiple formats If you need only one format for the user then you can leave the Next format and Next User ID fields blank Yo
33. This displays a Lookup of all the Lookup records in PBS You can use the mouse or arrow keys to select a find and highlight a Lookup When the Lookup is _ located select the lt Enter gt key or Mouse click in Win dows and it will display in the Lookup Maintenance window lt C gt To Copy the Lookup Once the Lookup is copied you can modify it and save it If you have modified or copied and added a Lookup there are several save options These are documented later in this chapter To view the Lookup Maintenance window with no data entered select the lt F7 gt and then the lt Ecs gt key and you will see a window similar to this Lookup Maintenance 1 Driver Program 2 Desc Path ptdat 3 PBS User ID 4 PBS Program 5 Format 6 Next User ID 7 Next PBS Prgm 8 Nxt Fmt 9 Lookup Title 10 Row Position 00 16 Sort by Y N 11 Column Position 00 17 Sort by Default 12 Line Size 00 18 Sort by Fields 13 Auto Size Scr 19 Bypass Assoc Flds 14 Max Scr Lines 00 20 Update Protection 15 Max Rec Lines 0000 21 View Only Option 22 Lookup Information 12345678901234567890123456789012345678901234567890123456789012345678901234567890 lt 1 gt Next Program lt SF1 gt Previous Program F8 Lookup 1 Driver Program Enter the Driver Program name This must be an existing valid driver name 12 characters Normally this is module prefix 2 appli Format cation 6 7 application suffix 3 Exa
34. WKOFIL This file contains information on all work orders entered 27 Work Order Cost file WKOCST This file contains cost information on all work orders entered 287 Passport Business Solutions eon ze 28 Work Order Lock file WKOLCK This file protects the Work Order file 29 Inventory History file ITXHIS This file contains historical information on past Inventory transaction 30 Category file CATEGF Item categories are stored in this file 31 Sub category file SUBCAT This file contains item sub category types 32 Units file UNITFI Item units are stored in this file Field number to change Make any changes or use one of the options lt PgDn gt For the next screen FI To set all files to Y The second screen of the nitialize feature appears after the completion of field 32 using lt PgDn gt and appears as follows Continue to answer lt Y gt for each file you want to initialize or press Enter to default to lt N gt to skip initializing a file 33 Work Order history header WKOHDR This file contains information on all work orders header entered 34 Work Order history line WKOLIN This file contains all Work Order files in use 288 Passport Business Solutions 35 Serial keyword SKEYWF This file contains information on alphabetical order of terms used in the I C manuals 36 Serial History SERHIS The serial units history infor
35. You are asked Print alignment You can print as many alignment examples as you wish You may change the top and left margins before printing another alignment You can enter positive or negative adjustments in tenths or hundreths of an inch When the alignment is correct answer N to the Print alignment question The form will then be printed When all forms have been printed mount regular paper on the printer Answer Done when you have mounted the paper Printing to Windows printer Some of the alignment steps are the same when printing to Windows Printer but there are some exceptions The mechanism for the Windows alignment is different than the Company information printer alignment The Company information 0 0 in most cases is a different page location than Windows printing 0 0 This is because they use two different technologies When printing a form to a Company information printer if at 0 column and 0 row the COBOL program determines where this is by sending precise codes to the printer In most programs the printing starts at three rows print lines from the top and the starting column varies per program and in the case of these PCL printer control language codes you can enter either negative or positive numbers for adjusting the alignment 140 Passport Business Solutions When printing a form to a Windows printer the form starts at relative 0 of the X Y axis top and left margin on the page and
36. file ring payable by vendor Contains information on all vendor VENHIS open items and payments to ven dors 14 2 1 Vendor his tory file 268 Passport Business Solutions 19 Report param NSFLCK Protects the returned checks file eter file 20 Vendor con PCOFIL Additional contacts for vendors tact file 21 General selec GENLCK general lock file tion lock file 8 22 3 Check forms Contains user defined check and APPERME check stub formats Mem o trans TRXMEM Contains memo transactions action file Vendor 1099 miscellaneous APFAUX Contains 1099 miscellaneous infor file mation used for year end reporting Vendor 1099 miscellaneous 1099LK The 1099 miscellaneous lock file lock file Field number to change 2 Make any needed changes Press lt Enter gt to initialize the selected files Files not selected are not affected It is not required that any file be selected There will be a period of processing as the files are processed and then the program closes Select lt Esc gt to cancel the operation 269 Passport Business Solutions ACCOUNTS RECEIVABLE To Initialize Accounts Receivable data files execute the Passport Business Solutions initialization function You must be an administrative user of Passport Business Solutions in order the run the file utilities Refer to the PBS Users chapter for m
37. local printing will not function properly The following example illustrates the entries for local printing on a Wyse 60 terminal attached to serial port dev ttyla on a 386 UNIX machine The serial printer attached to the Wyse 60 is an 80 column printer so compressed print was selected The following is shown for example only Refer to user manual DEVICE NAME be Local Printer dev ttyla L Y Other Compress 1B2104 Normal 1B2100 Aux on 12 Aux off 14 The Compress codes were listed in the printer manual as condensed and were shown as ASCII 27 33 04 The Normal Expand codes were listed in the printer manual as 10 and were shown as ASCII 27 33 00 ASCII 27 is Hex 1B and ASCII 33 is Hex 21 Both 00 and 04 are the same in ASCII and Hex Most printer manuals list both the ASCII and Hex values for these codes Always enter the Hex codes for Compress and Normal If you have questions about converting ASCII to Hex consult with your reseller 152 Passport Business Solutions Aux on uses the values for Transparent print mode on listed as lt ESC d gt Aux off uses the values for Transparent print mode off listed as lt CTRL T gt These were also converted to Hex as shown in the sample above For compressed print for local printers not shown on the displayed printer list only 48 characters may be entered for Compress and Expand codes unlike the 60 characters available for direct and spooled printer
38. 1 340 61 159 392 44 73 451 286 172 285 251 428 INVLCK invoice is incomplete invoice defined INVTRX ISAM file recovery utilities item defined ITMCMP ITMFIL ITMNUF ITXHIS IVCFMT IVCSTA JCCTLF JCDIST JCOBJ job and page control PCL codes job control PCL codes description of HP laserjet plus job cost file and description table job cost files initialize journal defined key defined KHISFIL kilobyte defined 286 295 334 428 286 238 428 313 286 289 288 274 272 291 292 38 143 145 148 145 291 290 428 428 304 428 KITFIL KITLCK KSHHST KUSLCK L labelling backup media labor burden defined laser control codes laser printers special forms and LASPRM LAYCOL LAYFIL LAYOUT layout defined layouts account reformatting LBLFMT LBLLCK ledger defined left justified defined legend defined liabilities defined line feed defined lines display as strange characters LINITM LINK 286 287 272 289 229 428 116 126 263 283 287 282 428 161 264 264 429 429 429 429 429 336 295 37 link defined links account reformatting and account LINTRX Linux and UNIX printers setting up linux and UNIX spooling lists printing account number literal defined LNNOTF Local computer defined local printer name local printer technical notes for UNIX and Linux local printers local printing defined locator debug printer lock file defined l
39. 439 Passport Business Solutions record number In a sequential file the record number 15 determined by its location Compare with Indexed File and Relative File Shipping The action of transporting goods from a supplier to a customer SMTP This 15 the Internet mail transfer protocol It is the main protocol used to send electronic on the Internet consisting of rules for how programs sending mail should interact with programs receiving mall Full form Simple Mail Transfer Protocol Software The term applied to all application and utility programs that can be used on computers Source Code The Instructions for a computer written by a programmer but not yet compiled See Compile and therefore not yet executable by the computer No matter what the language is the source code must be turned into object code that the computer can then execute Compare with Object Code See Runtime In the PBS General Ledger module a six character code that is used to identify where a General Ledger transaction originated Example CSHJNL for Cash Journal The source code is used by the Source Cross Reference Report function See Source Cross Reference Report Source Cross Reference Report A PBS General Ledger function that provides a listing of transactions grouped by their Source Code Its purpose 15 to allow easy reference to original Journals and registers See General Journal Source Program A program written in a programming lan
40. AR AR HTM Following the saving of this entry the main fields will look something like this file 000005050000 Location PBS Local Absolute address 7 Q PBS PBSHelpHTM 1200 AR AR_htm Pre view The directories of USERHelpHTM 1200 AR are not created automatically on the server You must manually add these directories to your system Format Drop down list box Comment This is an optional field Enter a comment about your help This comment does not display when the user selects help Format 256 characters 324 Passport Business Solutions Pre view After you have saved the help access record you may test the access to the html file and bookmark if used using this button Auto generated Fields There are some fields that you cannot modify because they are auto generated when you save the record Here is a description of these fields Sys ID This is the PBS application ns am This is the name of the program Screen This is the name of the screen usually the same as the pro ID gram name Control This is the number that makes the field or screen selection dif ID ferent from other fields on the screen This 15 the version number of PBS This allows for different help for different versions The program is reading the first four numbers of the xx VERS file to determine the version Absolute This is the auto generated address after you enter File address and Location fi
41. Although there is room for 60 characters most printers use much shorter codes UNIX systems local printers are restricted to 48 characters When entering command strings do not enter any spaces between the hex digits Two screens appear in succession for entry of printer codes Compression Normal Screen The following screen displays for entry of the Compress and Normal codes This applies to both laser and non laser printers Compression printing should be about 15 to 17 characters per inch if your printer has several compression modes use the one that comes closest to this Compression mode is needed to print 132 columns of information on 874 inch paper 147 Business Solutions mA Normal printing is considered to be 10 to 12 characters per inch Normal codes are sent to the printer to return it to normal sized font This is needed so that special forms such as checks can be printed at full width After entering your codes and answering N to Any change you are asked Is this a laser printer This is because laser printers require additional control codes Reset Job Control and Font Control Screen This screen displays only if you responded that this was a laser printer PT 1 aser 1 D Y 12 Oth Additional printer control codes COBOL L Printer reset codes This resets the printer s feature settings top margin left margin page size etc to their default values These c
42. Deleted Purged records removed Files to Maintain Files which you periodically purge or compress can accumulate unused space within the file When you purge records the information is no longer available but the records are not physically removed from the disk The records are marked for deletion only Purging records does not phys ically reduce the size of the file In most modern computer systems hard drive space is not an issue so purg ing files should not be necessary If you do run out of space rather than purge files it is recommended that you upgrade your computer with a Note newer larger hard drive rather than purge records An exception may be when data becomes so old it is no longer useful Then purging could be use to remove old data To recover disk space and optimize the data file use the Export and Restore utilities These two programs do the following Reduce the size of the file by physically removing all records that are flagged for deletion Reorganize the file structure for quicker access to data Alert the user to any corrupt data and reduce the risk of future file corruption by ridding the file of unused records Files and their associated applications that you should export and restore regularly are listed below 243 A R A P PO G L Passport Business Solutions Customer file A R Open Item file A R Distribution to G L file Invoice Header file Invoice Line Item
43. Dove unger toge the How Reformat Works section and have read the ictions Warnings and Ambigui This selection enables you to tell system exactly how you want your account numbers reorganized without yet changing any of your Select Reformat account number from the Ctl menu If the Cross Reference file does not already exist there will be a period of processing while it is built The screen will display Rebuilding XReference File please wait The following menu displays Select Define new account number structure The following screen displays This is the first of two screens required to process this selection Numeric ZEROES left lot applicable Numer ic ZEROES le me appl i z Not applicable Not applicable Field number to change 162 Passport Business Solutions Notice the resemblance to the corresponding screen in Company information Enter the new account structure in the same manner that you entered the old Refer to the Account Number Segments section of the Company Information chapter The changes that you make here will not take effect now in Company information They will apply automatically when you successfully complete the reformat process that is at the end of the Change all files to new structure selection but not until then It is not necessary that the new account structure be any different than the old For instance you might wish to change all your
44. F7 printer locator in Company information to setup a USB printer Last Check prints slowly Situation It takes 5 to 10 minutes to print the last check This usually occurs under Windows XP It happens when the Company information printer is setup to use LPTI or D LPTI Handling Setup the company printer using the F7 printer locator File in use at another station Situation This will occur after restoring PBS from a CD backup Handling Switch the Read only permissions to Read Write for all the files and programs that you restored Reference modifier range error in SCREEN2 Situation On an entry screens after an upgrade from the Classic version this message displays It may indicate that the company file was not entered This is caused when an account number is trying to be displayed but the account number definition has not been entered Handling Enter the Company information 337 Passport Business Solutions Missing data from reports when entering specific date ranges System reporting that dates are out of range when they look ok Account numbers and cost centers not looking correct Printer names not displaying properly Situation After an upgrade this may indicate the Company file Company information was upgraded from 8 x or 9 x instead of being manually entered Handling Initialize the Company file and re enter it 338 Passport s Business Solutions PBS Menu and Program Names This chapt
45. For example for company 01 for OE copy the OE forms file from 00 to 01 by typing the following command from the command prompt in the PBS top level folder Copy OEFRMF00 EXP 1 187 Passport Business Solutions After the file s have been copied they may be imported Restore from an export file into the selected company using the accounting modules file utilities 188 Passport Business T LU E LU LESS Using Pathfinder This chapter contains the following topics Introduction to Pathfinder Manually Adding Companies in Pathfinder Usine uuu uuu deena spissa Assigning path Definme Menu Recovering from a Damaged Path Changing Existing Data File Path Using Pathfinder for Single Companies Company Setup Checklist 189 Passport Business Solutions INTRODUCTION TO PATHFINDER This chapter provides technical information needed to organize and maintain the correct location of Passport Business Solutions programs and data files on your system Pathfinder provided with your Passport Business Solutions software is a system file locator
46. Ledger module that results in the printing of the date and column headings Ledger In accounting the book of final entry where the transactions of a business previously entered in a journal or daybook book of original entry are finally posted under specific accounts These accounts are usually listed in the following order Assets Liabilities Equity Income and Expenses See Journal General Journal Left Justified A group of characters or line of text is left justified when it is aligned with the left margin that is there are no spaces between the left margin and the first character of the line See Right Justified Liabilities The sum of debts one owes to others The total of financial claims or potential claims against a person company or business The total of financial claims made or able to be made against a corporation This includes claims for payment to vendors wages taxes accrued etc One of these claims by itself would be a liability Line Feed The keyboard or printer function that feeds or advances a document one line at a time Example a printer advancing the paper one print line up Link To gather or unite two or more separately written assembled or compiled programs or routines into a single more inclusive program Linux Pronounced lee nuks or lin nucks An open source operating system that runs on a number of hardware platforms The Linux kernel was developed mainly by Linus Torvalds and is usually availabl
47. Mode field under the following conditions Theprinter 15 connected to your machine and the Windows printer properties specify that out put to this printer is spooled Theprinter isa Windows network printer and 15 connected to another machine on the network Theprinter 15 a Netware print queue Any situation where a software program will take control of the print Job before it is printed on the printer When you are using spooling and print a special form the printer is released from the control of PBS Therefore the potential exists for another user to take control of a shared printer during these print functions Momentary loss of printer control is introduced after printing a forms alignment and just after printing some special forms where you are asked if the printed forms have been printed properly Therefore another user could send a print Job between the time you print an alignment and print the data Linux or UNIX Spooling For Linux and SCO OpenServer UNIX users enter S in this field for printers that are defined as Linux or UNIX spooled printers 109 Passport Business Solutions A spooled device must be defined in the cblconfig file in the top level Passport Business Solutions directory The Device name must be identical to the DEVICE NAME entered in the AcuCOBOL cblconfig file If you are using Thin client on UNIX Linux the same printers must be setup in the cblconfi file The entries m
48. Passport Business Solutions System Ctl comm 1 ee DISK menm mm 72 sr or eros 2 __ 2 72 memes 72 cen 72 ACCOUNTS a FT TN wem um mms 2 O comno mamn 72 pe sem convas meo 71 a i PANIES 1 1 2 2 2 2 2 2 1 1 1 1 2 2 2 2 2 1 1 1 2 2 1 2 353 Passport Business Solutions MENU ITEM PROGRAM NAME HIERARCHY MULTIPLE COMPANIES MCOLST COST CENTERS SUB ACCOUNTS PFCTLI VALID G L ACCOUNTS ACCOUNT LINKS ACCOUNT NUMBER CONVMEN 354 Passport Business Solutions General Ledger cons wwe mono 2 cem omm E 355 5 Passport Business Solutions MENU SELECTION HIERARCHY GET DISTRIBUTIONS 2 REPORTS _ ACTUALS BUDGETS amp COM BDGCMPM 2 PARATIVE SOURCE CROSS REFERENCE SRCXRF 2 TAX AND DIES SCHED 2 TRIAL BALANCE 2 WORKING TRIAL BALANCE 2 CORRECTING ENTRIES 1 LIST 2 SAMPLE 5 5 2 MAKE PROFORMA LAYOUTS 2 MAKE SAF LAYOUTS 2 VERIFY LAYOUTS 2 RESEQUENCE
49. Passport Business Solutions MENU PROGRAM LISTS The following lists the menu selections program names and menu hierarchy for the PBS system When using Passport PowerTools the program name in the PBS program or Next PBS Prgm fields is prefaced by the module letters For example if the program is Vendor maintenance VENMNT then the name that is entered in Lookup maintenance is 341 Passport Business Solutions Accounts Payable mm 0 eens t T m PRGAPO PREPARE PAYMENTS SELECT A GROUP OF VOUCH GENSEL ERS SELECT INDIVIDUAL VOUCH VCHSEL ERS DEFER VOUCHERS FROM PAY MENT VCHDEF CLEAR SELECTIONS DEFER Onn 342 5 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY EDIT LIST 2 REPORTS 1 AGED ITEMS 2 ACCOUNTS 2 m CASH REQUIREMENTS 2 CHECK REGISTER 2 DISTRIBUTIONS TO G L 2 MODIFY OPEN ITEM EDIT MANUAL CHECK REGISTER PAPREA 2 OPEN PAYABLES BY DATE VHSENT 2 PAYABLES EDIT LIST TRXENB 2 PURCHASES JOURNAL 2 PURCHASES DISCOUNTS 2 PURCHASING ADDRESSES 2 RECURRING PAYABLES EDIT RAPLST 2 LIST RECURRING SELECTION LIST RAPREG 2 343 s Passport Business Solutions VENDOR LABELS 2 VENDORS BY VENDOR 2 VENDORS BY VENDOR NAME 2 VOID CHECK EDIT LIST 2 VIEW VENDOR INVOICES 1 YEAR END 1 CL
50. Point of Sale also refers to the PBS module for doing these types of transactions Posting 434 Passport Business Solutions In accounting this means to place records into the General Ledger In PBS software this means transferring transaction data into the permanent files In order to affect previously posted information new adjusting transactions must be entered and posted previously posted data cannot be changed directly Prerequisite Required as a prior condition to something Print To have a printer write out the information requested You may also have the option to display a report In this case the information is shown on the computer screen rather than being printed Print reports from disk The function of selecting and then causing to be printed reports that have earlier been saved on disk Print to disk An option available in PBS software where reports can be directed to be saved on disk for later printing Printer The device that prints on paper data received from a computer Printer control language Printer Control Language PCL was developed by Hewlett Packard and used in many of their laser and ink jet printers to control certain printer settings and options The most common setting used by PBS are font controls Printer share name This is the name assigned to the printer which is shown in the Windows list of shares This name can be distinct from the Local Printer Name It is bette
51. QTD history fil 29 Magnetic med format file 14 YTD history file 30 YTD ara EGEY hist file 15 adjustments trans file 31 Payroll rept format file 16 Adjustments dist file 32 Payroll report lock file lt PgDn gt next screen lt 1 gt Set all files to v When this screen is first displayed all its fields are blank except the first one The cursor moves through each field in sequence until all have been traversed You may then change any field 302 Passport Business Solutions Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file At any field including Field number to change you may use one of the options Options To set all fields to Y After the first use of this option lt F1 gt this key functions as a toggle alternating between set ting all fields to Y and to N To return to the first field on the screen if not there already 1 To proceed to the last field on the screen if not PoDn there already 2 If already at the last field or at Field 5 number to change 2 to proceed to the second screen preserving all existing settings on the first screen Format One letter at each field either Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped Enter the following information 1 PR control file PRCTLF Contained within this file are a number of p
52. This is your company s name from 5 3 pany Ctl Banks screen 2 field 1 ACH name Company name From Ctl Banks screen 2 field 2 ACH Company tax id no This 5 5 Company usually contains your company s Fed ID eral Tax ID preceded by a 1 Your bank contact person must instruct what goes in this field 459 Passport Business Solutions Originating bank When Ctl Banks screen 2 field 3 is N for the question Is Immediate Origin your company use the bank routing number from Ctl Banks screen 2 field 4 Immediate Origin tax id no This is the same as record 1 field 4 but excludes the first posi tion 460 Passport Business T LU E LU LESS Email Configuration This appendix contains the following topics Introduction to Email Configuration Email Configuration Esau PHONE u u u uu Uu uuu eise 461 Passport Business Solutions INTRODUCTION TO EMAIL CONFIGURATION If you are using a PDF or a PDFP printer in Company information to print specific PBS form types then you are generating PDF files For more information on the user functions of emailing and viewing PDFs see the System User documentation chapter PDF Form File Processing This appendix identifies what needs to be configured in PBS in order to email PDF forms to customers or vendors The following is s list of forms that may saved as
53. UNIX Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following apinit If you are using multiple companies enter the 2 character company id If the company is correct answer Y When prompted enter an administrative User ID The following screen displays PBS Accounts Payable 00 Initialize AP files XYZ Company Init Init 1 A P notes file 16 dist G L file 2 A P account file 17 A P recurring trans file 3 A P control file 18 vendor history file 4 vendor master file 19 Report parameter file 5 Change vendor file 20 vendor contact file 6 Purchasing address file 21 Gen selection lock file 7 transaction file 22 Check forms file 8 A P trans dist file 23 Memo transaction file 9 A P transaction lock file 24 vendor 1099 mIsc file 10 A P open item file 25 Vendor 1099 lock file 11 Open item adj trans file 12 A P rat file 13 void check Til 14 A P check file 15 A P check lock file Fl Set all files to v F2 Initialize files When this screen is first displayed all its fields are blank The cursor moves through each field in sequence until all have been traversed You may then change any field Answer Y for each file you want to initialize or press Enter to default to lt N gt to skip initializing a file At any field including Field number to change you may use
54. Version 12 contains the 2009 year end updates If you have a disk dated October 2009 or earlier then the instructions in this chapter apply If you have the more recent disk then read the V12Release2 PDF for install instructions 16 Passport Business Solutions Do you want to Install PBS Version 12 0 software Yes Starts the installation of PBS No Cancels the installation Locate RW LIC License File This is where you specify the location of license file If the license is on a disk and you have only one disk drive you will have to cancel the installation copy the license file to a temporary directory and re start the installation To find the location where the PBS is installed click on this button The Choose Folder windows will display where you can navigate to the location Browse Select a different driver letter if necessary If the license is on disk then the drive letter will most likely be This will tell you that the license was not found If nec Back essary select Cancel to quit the install or browse to another location Once the location of PBS license is found then click on Next his button Cancel Cancels the installation If you get the message PBS Modules License File Not Found then either browse to a different directory where the license is located or cancel the installation Ready to Extract License Information When you see this message then the install program found t
55. XREFFILxx DAT and XREFILxx vix with xx representing the company number You must delete both the and BreakOut Files BreakOut files are stored in the PSIBOO directory BreakOut settings are stored per user in a file named BxxxFL DAT and BxxxFL vix with the xxx representing the PBS User ID Unexpected BreakOut settings may occur and it is not always easy to find and fix the setting If that occurs you can delete the BreakOut file that contains all the BreakOut settings for the user The BreakOut file gets automatically re created when the user accesses the BreakOut utility from a PBS field via the lt 12 gt key or clicking on the BreakOut button on the Tool bar You must delete both the DAT and vix parts of the file Never delete the FUNCFL DAT file from the PSIBOO directory If you prefer not to lose all the user s BreakOut settings you may export the BreakOut file delete unneeded entries in the file and then restore it To do this use the System File Utilities 265 Passport Business Solutions ACCOUNTS PAYABLE To Initialize Accounts Payable data files execute the Passport Business Solutions initialization function You must be an administrative user of Passport Business Solutions in order the run the file utilities Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt AP Initialization For
56. a PDF so therefore may be emailed APPLICATION 2 Batch immediate and reprinted invoices Accounts Receiv Statements able Order Entry Batch immediate and reprinted invoices Order Pre defined and user defined new changed released and all purchase orders Batch invoices credit memos and pay Point of Sale ments Packing lists acknowledgements and invoices Customer Orders Product Purchasing Purchase orders You must have an email address for each PBS user who will be emailing from PBS as well as SMTP connection settings before you can implement email in PBS 462 Passport Business Solutions EMAIL CONFIGURATION In order for emailing PDF files to function properly there are several areas within PBS that require a setup Here is table of those areas and the fields APPLICATION Setup infor mation Email address User main Email login tenance Company infor fields screen 4 Vendors Con Email tacts Email documents Vendors Default contact accessed via field 4 Customers Con Email tacts Email documents Default contact Customers accessed via field 4 f you are not emailing Purchase orders then you do not have to set up Vendors and Vendor contacts The vice versa is true if you are not emailing any customer documents Here are some more details on the email setup User Maintenance Enter an email address an
57. a distribution while posting this file gets updated At the same posting time a backup text file BKUNAD is also generated This file contains all the same data that an export of NADIST would contain The backup text file can be used to restore the navigation distribution history file if that file ever got corrupted The first step with any corrupted file is to rebuild it If that does not work then you must restore the backup file Do these steps if you are in company 00 Initialize the NADIST file using syinit Select the Navigator distr file only e Restore the backup file by copying the BKUNAD00 DAT located in the RW00 directory to the top level PBS directory Rename the file to NADISTOO EXP Run the system files utilities syutil for company 00 to restore the Navigator dist file 259 Passport Business LU E LU LESS Initializing Data Files This chapter contains the following topics Introduction to Initializing Data Files System Fileg vue E Accounts Check Recancilidt n Si eT C M Port ot Sali o esc EFE oi assqa AREE SA ERRARE MES s PERROS Timeand Billing uuu u uu u u e 260 Passport Business Solutions INTRODUCTION TO INITIALIZING DATA FILES Th
58. accounting period This differs from the Completed Project method of accounting where the entire profit is recognized all at once when the job is 100 complete Example Although Job 3 is not complete by Dec 31 our profit based on current estimates is 30 000 so we will enter a recognized profit transaction for that amount Re configure To change from one configuration to another See Configuration Record and File A complete set of information Records are composed of fields each of which contains one item of information A set of records constitutes a file See Field Record Lock A method used in multi user computer systems to protect data files For example one user is making changes to the G L account record Another user will be allowed to use this account during this time but if he makes changes the record will only be updated if these changes do not conflict with the changes made by the first user This allows one user to post sales for example while another user is updating various customer records with new zip codes This differs from earlier versions of PBS software In earlier versions if one user was making changes to a record no other users could use this record until the first user was completely done with it Re initialize To bring a file or device back to its original empty state See Initialize Register 437 Passport Business Solutions formal or official recording of financial transactions b
59. affected It is not required that any file be selected There will be a period of processing as the files are processed and then the program closes Select lt Esc gt to cancel 279 Passport Business Solutions GENERAL LEDGER To Initialize General Ledger data files execute the Passport Business Solutions initialization function You must be an PBS administrative user in order to use this utility Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt GL Initialization For UNIX Type the following cd usr psi or replace usr psi with the name of your PBS top level directory Then type the following glinit If you are using multiple companies enter the 2 character company id If the company is correct answer Y When prompted enter an administrative User ID The following screen will appear PRS General 1 Initialize G L tiles xYz Company Init Init 1 control file m 18 men ledger trans file 2 nutes file 19 Tedger luck file 3 Accounting period tile 20 Fin stmnt layput tile 4 Sub account qraup file 21 Fin stmnt file 5 GA codes file 27 Fin stmnt passing file 6 Chart uf accuunts file 23 Fin stmnt text lle 7 Chart at accts chg log 24 Fin stmnt BSNI tile B Budgets file 45 Fin stmnt WORK file 9 nudgers chy lay file 26 Fin dara cal laynur file 10 Comparatives
60. after the Change Log is printed Contains one record for each ship Purchasing to address to which goods are deliv address file PIE DE ered or at which services are per formed 267 Passport Business Solutions This 15 transaction file for pay A P trans APTRXF ables transactions The file 15 action file purged each time payables is posted A P trans Used to track the general ledger dis action dis TRXDIS tributions for unposted payables tribution file entries A P trans action lock APTLCK Protects the A P transaction file file A P open Contains all of the open items transactions that are currently file 4 standing for each vendor Open item adjustment ADJTRX Contains adjustment transactions transaction for open items file A P open adjustment ADJLCK Protects the A P open item file lock file Void check Contains all of the void check trans file VOICCK actions that are current for each vendor A P check Contains check records The file is purged when the checks posted CHKLCK Protects A P check file lock file Used to generate the A P Dis tribution to G L Report If the G L A P dis module 15 used this file 15 the input tributions to APDIST to the G L interface program This G L file file would normally contain all of the detailed G L distributions for one month or accounting period A P recurring APRCUR Contains one record for each recur
61. an exported file back to your original data file This maximizes the use of your disk space When you use this utility in conjunction with the export utility you can shrink a file so that it takes up the minimum amount of disk space for that given file Restore reorders the records within the file itself 01001 gt 01002 Restore Utility 01004 Copies records from an exported file backto your 02006 original data file 02007 03008 03010 04011 Data File 040113 Sequential Free of Deleted EXP File Export and Restore Relationship The following illustration shows the relationship between Export and Restore File DAT File Cust Location 2 1 Customer A Cust B Location 3 MEM 2 Customer B x Cust C Location 1 3 Customer C VIX allows data records to be located Marked as deleted or purged Restore Effect on Disk Space The following shows the basic reorganization that occurs when you use the Restore utility 242 Passport Business Solutions File file recreated VIX File from Cust Location 1 Cust B Location 2 Cust C Location 3 Cust Location 1 Cust C Location 2 1 CustomerA recreated from EXP file L 3 Customer 2 Customer VIXfile recreated from remaining records DAT file reorganized EXP file can be edited Clean index and datafile Ascii resultsin faster record retrieval
62. an hour or two each day backup at least every other day The usual time to backup data is at the end of the work day or in the evening This is when the system is least active daily transactions are complete and the effect on system performance is minimal Choosing Backup Media Backups are usually performed using another hard drive or tape An external hard drive will work well but has the risk of being vulnerable to the same kinds of failures that you are doing the backups to protect against Removable hard drives are often used for backups A media used for backup can be tapes which have the capacity of hard drives Tape drives are available in numerous densities and can be internal or interfaced to a port of your processor Other backup media can include CD ROMs or DVDs There are writable and re writable versions for each Types of Backup Backups are usually categorized into the following types Complete Backs up the complete PBS system including programs and files Full Backs up all selected files Incremental Backs up all changed or new files since the last incremental or full backup Differential Backs up all changed or new files since the last full backup 228 Passport Business Solutions Each method has advantages and disadvantages The best method to use varies from site to site and depends on your requirements Consult with your reseller for the backup method that would benefit your ope
63. and then press lt Enter gt This lets you change the format of your account number without harming or losing historical data There is significant flexibility provided by the ability to reformat account numbers Refer to the Reformatting Account Numbers chapter Reformat accounts is not available for Point of Sale or the manufacturing files Print reports from disk For an explanation of the user features see the Printing reports from disk chapter in the PBS System documentation Protect disk reports Select Limit access by user menu ID to protect disk reports Select Not protected to not protect the reports 85 Passport Business Solutions This field ties in with the print reports from disk feature and menu maintenance General users that have been assigned a menu will only be able to print reports from disk that they themselves are capable of creating Administrative users are not affected by this selection After you choose to protect reports that have been printed to disk you will then have to set up a custom menu and assign this menu to a user See PBS Menus for more information The general user who has been assigned a custom menu will only have permission to view and print reports from disk that the user has permission to create The permission is based on the set up in the Passport Business Solutions menu maintenance If the user has permission to print the report TO disk then the user has permission to view or prin
64. annual cycle of business activity for such companies Still other companies find it convenient to choose the same fiscal year as most government agencies that begins October 1 and ends September 30 of the following year Example Happy Valley Ski Resort s fiscal year runs from July 1 to June 30 Thus the books can close during the slow season Fixed Assets Assets that have a long life or will not be exchanged or used up for a long time such as land or machinery Differs from current assets that are exchanged or used within a relatively short period of time usually under one year See Assets Current Assets Fixed Fee Job A method of charging a customer for a job The customer pays a fixed price no matter how much it costs the contractor Example The Smiths sign a contract to have their house built for 135 000 A strike by the plumbers union causes delays and the finished house costs the contractor 138 000 The Smiths still pay 135 000 Floppy Disk A diskette This is a type of computer file storage media generally seldom used by the computer industry because it has a small capacity Called floppy because it is made of flexible plastic rather than rigid metal When available floppy disks can usually be inserted and removed from the computer as the user desires Form Feed The operation of a printer that advances a continuous form to the top of the next page Format 423 Passport Business Solutions A predetermine
65. are optional segment may contain more than eight characters Actual segment length however 15 deter mined on a case by case basis since 17 characters is the maximum for the entire account number Cost center if used may consist of either one or two segments The cost center is separated from the main account by a punctuation character which defaults to a hyphen unless you specify otherwise Where required a hyphen separates the first segment of the cost center from the second and the main account from the sub account This hyphen cannot be replaced by another character Format Examples in This Documentation Most examples in this documentation and user documentation have two segments The main account is four digits The sub account is three digits The documentation clearly states when other account number layouts are used to illustrate a fea ture For example 100 6330 SUI might be Main Street Payroll taxes State Unemployment Insurance Note that even though the main account allows a four character alphanumeric entry you may use a shorter entry or as in this example a purely numeric one Upgrading from Earlier Versions If you are upgrading from versions prior to Version 7 or have converted from another vendor s product please note that it is no longer necessary or possible to represent cost centers by sub accounts If you will be doing so reformatting your account number is a necessary part
66. are used on an as needed basis Example The COPY and SORT utilities Value The quantity or symbol contained in a field as opposed to the name of the field or its location in memory Example A field on the screen may be named CUSTOMER TYPE but for one customer the field s value might be E and for another customer its value might be B Variable Journal Entry In the Standard Journal function in the PBS General Ledger module any entry made to the same account for different amounts each period Variance The difference between some comparison amount and the actual amount A variance can be shown as an amount 1 000 over or as a percentage 2 Example The difference between the estimated cost of a job and the actual cost of the job or the difference between last year s ending account balance and this year s Vendor Any person or company engaged in selling something A supplier of goods or services Version A revision of the PBS system and in some cases an individual PBS module This includes the individual module program and its documentation This is sometimes referred to as the release level Example Version 12 05 View 444 Passport Business Solutions To observe on the computer s screen A PBS function to view information without making any changes to it VPN pronounced as separate letters Short for virtual private network a network that is constructed by using public wires to connect nodes compute
67. button to return the Q string to the device name field Click on this button to test print the information about the selected printer to that printer You can change the number of copies and check the box Use landscape orientation if you want to print the test page that way The landscape and number of copies selections only work with the locator They will have no effect when printing anywhere else in PBS Exit and Con If you do not want to accept the printer settings you tinue can exit from the locator with this button When you click on Accept selected printer you will see the Device name field auto filled in by the PSI printer locator It will look something like the following screen 106 Passport Business Solutions Company information XYZ Company Printer name Device name Mode Col Twpe 1 PRINTER 1 D N 2 LASER LASER Printer device Q PSIN2K NewLaser4 Any change 12 13 Reserved to Create HTML 14 lt Reserved for Windows printing gt If the Device name you enter is not recognized by the system as a valid device the selected report or form will be written to a file with the name of the file matching the Company Information This protects you from losing a report when you accidentally define a non existent printer or if a printer is removed from the system If a report or form seems to go nowhere nothing happens check the top level P
68. casssencosesso STKFIL 14 Mot Us ansssassnassssans 15 Account links file 00 Because of the large number files some modules is example require two screens Press lt PgDn gt to reach the second screen As the screen shows there are two names for each file one in English the other a computer abbreviation For example your computer recognizes the Valid G L account file as ACCTFIXX 00 would be used for company 00 If you are using multiple companies then the 2 character code for the company will appear instead Enter the data as follows Please select file Enter the number of the data file you want to rebuild The numbers are shown to the left of the file names You then see Any change If the data is correct press lt Enter gt otherwise answer Y and make the changes 246 Passport Business Solutions The file is then rebuilt As the file is processed a record count displays and increments by one for each record processed When the rebuild operation is complete press lt Esc gt Then rebuild another file using the above procedure or press lt Esc gt to return to the previous menu Rebuild Example The following two illustrations show the relationship of customer records and the effects of the Rebuild utility MIX File DAT File Cust Location 1 1 e Cust C Location 3 3 Oustomer C X s Damaged file can
69. change fonts on your printer You can redefine the same physical device as many times as are needed for all the print styles you wish to use Each redefinition must have the same device name but a different printer name The various printer names will all appear on the printer selection menu and will all refer to the same physical device Be aware that although you can print different reports in different print styles you cannot change print styles in the middle of a report In general you should ensure that your end code turns off whatever you turned on by your start code If not the printer will continue to use that start code for the next report and even after you have exited Passport Business Solutions This may cause unpredictable results You should decide for each physical device what its default print style should be and see that the end codes restore that style Laser control codes Laser To use a special feature such as a different font of a Hewlet Packard or compatible laser printer when printing special forms check the box to 80 col select Other as the printer type and check the Laser box in character answer Y to Is this a laser printer after entering the Compress and Normal codes For the Printer reset codes and Job control codes enter the standard Passport Business Solutions codes The standard Passport Business Solutions codes will properly position the printed information on a letter size special form The s
70. codes for auxiliary potts In some cases an asterisk will display next to the Device name field This is needed for Thin client installations to identify the server printers vs the local printer Refer to the example below to clarify the use of these fields Special Forms For special forms such as payroll checks customer statements or picking tickets or anything that uses pre printed forms the operating system spooler should not be used Spooled Printing If you intend to use one or more Linux UNIX spooled printers you need to make special entries in Company information and must also modify the cblconfig file used when PBS software is started These entries will depend on how you set up and named your printers when your Linux or UNIX system was installed or updated Thin client If you are using Thin client on Linux UNIX the same printers must be set up in the cblconfi file Naming a Spooled Printing Device The name you supply as the Device name in Company information must match exactly the DEVICE NAME for the printer in the cb config file As a suggestion use through for your spooled device names A typical partial screen output from the printer setup of the Company information selection is shown below 150 Passport Business Solutions Printer Device Mod 80 name name e col Type INVOICES PRTR01 5 Y When entering the device name remember that Linux and UNIX are case sensit
71. come from an Associated file that is linked to the Primary file Multiple Associated files can be linked to a Primary file Not all Lookups will have Associated fields 217 Passport Business Solutions For example the Customers Lookup has fields from the Primary Customer file but it also has fields from the Associated Sales Rep file The Sales rep name is not part of the Customer file but you can select it as an Associated field and then it will display in the Lookup At the end of this chapter is a list of the Primary and Associated files Answering Y to Bypass the Associated fields will increase lookup performance since all the Input and Output that accompanies the synchronization process will be bypassed In most cases the Lookups are defaulted to Y Selecting lt F7 gt for the Field Lookup will give you a list of the Primary file fields and further down the list the Associated file fields Format 1 Alphanumeric Y or N Example N 20 Update protection Enter Y if you want protect this Lookup or select N if it is OK to over write it when PSI applies updates Format 1 Alphanumeric either Y or N Example N This field will automatically get set to Y when you modify or create a new Lookup 21 View only option Enter Y if you want this lookup to be view only or select N if you want sort by search and next Lookup options to display Format 1 Alphanumeric either Y or N Example N 22 Lookup Information Ente
72. computer is a system composed of a processor and peripherals A software module is a system of interrelated programs SYSAdmin Also know as the System Administrator or Systems Administrator An individual responsible for maintaining a multi user computer system including a local area network LAN Typical duties include Adding and configuring new workstations Setting up user accounts Installing system wide software Performing procedures to prevent the spread of viruses Allocating mass storage space Systems Software A set of programs supplied by the manufacturer of the processor Systems software consists of an operating system and utilities Systems software is a collection of computer programs that control the overall operation of the computer and perform such tasks as assigning places in memory to programs and data and controlling the overall input output of the system T C See Thin Client Taxes A non voluntary contribution for the support of a government required by law of persons groups and businesses See Sales Tax Terminal 442 Passport Business Solutions A monitor or terminal is a piece of hardware that provides a computer user with a way to communicate with the computer input and the computer a way to communicate with the user output Terminal Emulation Software Software that displays character based software usually on a Windows workstation Terms The exact conditions or st
73. configuration test The information you enter is stored in the Company File and is shared by all Passport Business Solutions applications For similar information specific to individual modules refer to the Control Information chapter of each module s documentation See the PBS Documentation section of the Introduction to PBS Administration chapter for links to the documentation Installation When you installed your PBS software default information was automatically entered into the Company File Some of this information will be as you want it and some will need changing For example the installation procedure sets the company name to nstallation Procedure which you will want to change to your company s name Select Company information from the CTL menu 79 Passport Business Solutions FIRST TAB GENERAL Five tabs are required to enter all the necessary information None of your entries take effect until all the tabs have been entered and saved These screens show either The values in company information assigned by the installation procedure if you are installing Passport Business Solutions software for the first time or The values that have already been set by your company If this is the first case you will want to follow the instructions in this chapter to change the default information to what is needed for your company If you are setting up emailing for the first time you only need to select t
74. date in A P or If P R Payroll If A P A P If P R The Payroll control file period ending date in YYMMDD date format If A P it uses the system date Payment check date from the Open item or Time transaction file Blanks Program always 1 Passport Business Solutions P s OSITION SIze TATUS required required Record Type 6 Lines FIELD NAME Originating bank ID Batch number DATA ORIGIN If the immediate origin is your company as indicated in the Bank accounts screen 2 field 3 then it is from the Bank accounts screen 1 field 5 Bank Routing If the immediate origin is your bank it uses the Bank accounts screen 2 field 4 ACH imme diate origin tax ID no Program always 1 The following is the technical information for the record 6 ACH fields P s OSITION SIE TATUS required required required FIELD NAME Record type Transaction code Receiving bank ID 454 DATA ORIGIN Program always 6 22 CR checking account 23 Pre note CR checking account 27 DR checking account 28 Pre note DR checking 32 CR savings account 33 Pre note CR savings If P R Based on the employee s Banks code entered on the employee direct deposit record it uses the bank routing number and bank name If A P Vendor s bank routing number comes from a Banks rec ord via the vendor record Bank code field P OSITION 12 12
75. different account structures in different ranges of the file only one of which will be posted to Company information it is possible to create account numbers which differ from each other only in those positions of the internal account number which are not defined as part of the account structure The resulting accounts are not perceived as duplicates by the sys tem but display and print identically when formatted Redefining an account structure from numeric to alpha numeric and using sub accounts and or profit centers You will have to re enter the sub accounts or profit centers in the Cost center file 172 Passport Business Solutions Although they may display properly on the screen the data is not justified correctly in the file You should initialize the Cost center file before you re enter The program does not detect any of these errors thereby allowing the creation of account numbers that cannot be referenced Varying by Employee Account Numbers These account numbers may occur in Payroll files for tax codes and deduction codes In Version 6 asterisks in the sub account segment indicated that the cost center was to be picked up from the employee record In the Passport Business Solutions software tildes in the cost center segments serve the same purpose The reformat process does not recognize these and may convert them incorrectly If you use this feature check your Payroll codes after reformatting It ma
76. doing a Windows printer alignment you will see the number of printable lines change when you enter a larger up down adjustment number If your current format fails to align you must modify the format to fit your printer If you print the same form on multiple printers and they allow a different number of printable lines you must design the format to the printer that allows the least number of lines You can adjust the number of print lines for many PBS forms including statements A R invoices O E forms and P O forms Refer to the appropriate user manual for instructions With some special forms you will not be able to adjust the print lines If your printer driver will not provide enough lines to print the form using Windows printer then you will have to use a Company information printer 141 Passport Business Solutions PCL 5 When you use a Company information printer you are not utilizing the Window workstation printer setup drivers You are actually bypassing these drivers and printing directly to the printer Because you are bypassing the windows printer driver to print reports and special forms Hewlett Packard Printer Control Language PCL 5 commands are used to control specific features of your laser printer Located on the printer screen of the Company Information selection is a list of available printers If your printer is listed the appropriate Printer Control commands are automatically issued to ca
77. don t want it to be a consolidation company Format One letter either Y or N there is no default Example Type N and then press Enter Field number to change Make any desired changes and press Enter The New company installation screen shown below displays New company installation Passport Business Solutions tm Please select 1 specify packages for company 2 Enter pathnames optional 3 Install company Specifying Packages for Company From the New company installation screen described above you can link specific PBS packages to the newly defined company so only those selected packages load when starting PBS To specify a package do the following 1 Enter 1 to select Specify packages for company The following screen displays New company installatio Passport Business solutions tm Install Package Enter Yes N NO 1 Accounts Receivable Inventory Control order Entry Sales Analysis Accounts Payable payro General Ledger Job Cost purchase order check Raconcildation Time amp Billing Point of sale 178 Passport Business Solutions 2 All PBS packages display on the menu For each package installed on your computer answer Y to install the package for the added company Change the default answer to N for those packages you are not installing for the added company For those packages which are not installed on the system or not installed for a new company Not instal
78. except the first returns you to the first field of the screen Escaping from the first field of a screen returns you to the previous screen Escaping from the PBS main menu returns you to the operating system prompt Within a box or window escaping avoids having to select a choice from that window by returning to the field from which that window was invoked Within a running display escape is available as soon as a process has terminated and returns you to the screen from which you initiated that process Exchange The barter or trading of money property or services in return for like items of equal or similar value Expenses The financial cost or price spent to perform some activity or produce something The total bills one is committed to paying or has already paid Export To create a sequential file that contains ASCII text from one of your working files This function once was referred to as Backup The opposite of export is not import but restore See File Recovery Utility Restore Export File Device The particular drive letter that contains the hard drive used to store exported files Export File Device Identifier 421 Passport Business Solutions The letter or alphanumeric character used to designate that hard drive the export drive is in for example Drive C See Export File Device Export Procedure The procedure you follow to export your files See File Recovery Utility Export Program A computer program
79. extract file Recalculate quantities Rebuild item k Rebuild serial rds Recalculate history quantities Create new inventory history Ne 238 Passport Business Solutions A Exporting Files From the File recovery utilities menu type 1 to select Export a file A screen similar to this one displays em File racovary ut jlities rxport a file Company Please select file T i 2 Val id account file 003 1 3 watch control file 4 Cash account file Custom menu file 5 Laser params file 19 Breakout user file 6 Multi company file TCM 7 Access pee TN CESS 500 8 cost center file 9 E 2222522205 22 25 10 Report description file RPTpsc 11 ool 11 SPOOLF STKFIL 00 Please enter device export file Some modules with large numbers of files such as require two screens Press lt PgDn gt to reach the second screen As shown on the screen above there are two names associated with each file one is in English the other is the actual file name For example the software recognizes the Valid G L Account file as ACCTFIXX with XX being the 2 character company code Enter the data as follows Please select file Enter the number of the data file that you want to expo
80. file Invoice Auxiliary file Cash History file Customer History file Recurring Invoice Header file Recurring Invoice Line Item file Recurring Invoice Aux iliary file History Header file P I Line Item file History Auxiliary file Vendor file A P Recurring Trans action file A P Open Item file after month end 3 A P Check file A P Distribution to G L file Vendor History file Memo Transaction file PR 1 Auxiliary file P O Master Header file3 P O Master Line file3 P O Master Distribution file 3 P O Transaction Header file P O Transaction Dis tribution file3 Receivings History file3 Change Transaction Header file Change Transaction Line file Change Transaction Dis tribution file O E G L Transaction File3 CR Item file Layer file Distribution to G L file Inventory History file Layer file only if using LIFO FIFO I C Distribution to G L file Change Item file Stocking Item file Selling Item file Change Stock Item file Change Selling Item file Kit file Work Order Cost file Component file Serial Unit file Status file Employee file PR Distribution to G L file PR History file QTD History file YTD History file Special Sale Price file Order Header file Order Line Item file Invoice History file Quote Header file Quote Line Item file Quote Auxiliary file Checkbook file 244 Passport Business Solutions Tra
81. file 27 Sar layout tile 11 Comparatives chq log file 28 Proforma accaunt file 1 Distributions trans file 29 Gen journal header file 13 ium notes file 30 Gen Juurnal trans file 14 Distributions lock tile 31 Gen journal lock tile 13 Recur journal trans file 32 Company consal mbr file 16 Std journal trans file 33 Company consal Tark file 17 std journal lock file 34 consol account Vink file lt Fl gt all filles v r2 Initialize files Files 32 33 and 34 can be initialized only if the company you are working Note with is a consolidation company Refer to the Company Consolidation chap ter in the System User documentation When this screen is first displayed all its fields are blank except the first one The cursor moves through each field in sequence until all have been traversed You may then change any field 280 Passport Business Solutions Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file At any field including Field number to change you may use one of the options Options To set all fields to Y After the first use of this option lt F1 gt this key functions as a toggle alternating between set ting all fields to Y and to N To initialize all files marked Yes without waiting to lt F2 gt reach Field number to change You will be asked to confirm that you want to do
82. following screen displays 182 Passport Business Solutions New company installation Versinn 1 Establishing paths and data files for Sales Analysis Company Vermont Metal Products Creating data files Data files and directories complete lt Esc gt exit 4 The arrow indicator changes direction as the program either reads or writes the path infor mation After paths are set up for the company data files are created according to the data file pathnames entered 5 When all processing is complete you will see a Data files and directories complete lt Esc gt Exit message Press lt Esc gt at this message You may now install another company or press lt Esc gt to complete the procedure Once you press lt Esc gt at the Company ID field a screen showing the update files process displays This screen will indicate that the SOME NU DAT and the SOPATH DAT are being updated This may take several minutes When completed the screen will close 6 Once the new company updating process ends you can enter data into PBS for packages for all newly created companies 7 Before entering data you may use Pathfinder to modify the layout of your hard disk if the default layout specified by the automated process does not accommodate the company you have defined To do this refer to the Using Pathfinder chapter 183 Passport Business Solutions eon ze MANUAL MULTIPLE COMPANY SETUP You may elect to ad
83. have a PowerTools Lookup Window In cases like this the PowerTools driver name is entered in this field If you have driver created by Passport for a custom file not found in Passport Business Solutions you will have to enter the driver name in this field An example is in G L Master information gt Budget types Field 1 Budget type As you can see the PowerTools driver name is glbudtyp scr Format 12 characters Example Type arcuhfil scr 5 Lookup pass data Some PowerTools driver Lookups can filter out certain data In most cases it is used for filtering data or returning certain values In can also be used for a third RL Retrieve Literal number There is an example in PR gt Employees Field 34 The pass data is S and you can only view the state tax codes The city and Federal tax codes are filtered out On field 35 it is using the C which only allows city tax codes Format 25 characters Example Type S Field number to change You have the following options at FNTC Saves the new Lookup access record or saves the changes to the record and exits the window back to the Help window and exits the window back to the Help window Enter Removes the new Lookup access record or removes the Esc changes made to the record and exits the window back to the Help window 406 Passport Business Solutions Testing Lookup Access When you test the access to a character based PopUp window return to the input field and pres
84. i e non Passport Business Solutions account structures 84 Passport Business Solutions Whenever you need to enter an account number on any screen you can do so by selecting from the cross referenced account number structure The system will automatically translate your selection to current Passport Business Solutions account numbers Refer to the External Cross reference chapter of the System User documentation Format Check box where checked is yes and unchecked is no Example Check this box and then press lt Enter gt Scan accounts pop up box default If you checked the box to the Use cross reference file field Field 12 in character mode you must decide which account structure will appear in the pop up selection window whenever the cursor is in an account number field and you press lt F8 gt Although your current account number structure may be cross referenced to all three of the others only one account structure at a time can be accessed by lt F8 gt If you leave the box unchecked to the previous question lt F8 gt is still available but only current Passport Business Solutions account numbers are displayed Your drop down list choices are Current account Previous account 1st external cross reference account 2nd external cross reference account Enter a choice from the list above Format One option from the list above Select Ist external cross reference account from the drop Example down list
85. in your Account Links file This allows you to continue viewing the old account 160 Passport Business Solutions number lt F8 gt Look ups and using it to interface to non PBS systems Account Reformatting and Company Consolidation Problems may arise when reformatting account numbers at the same time that company consolidation described in the chapter of that name in the General Ledger User Manual 15 in progress Reformatting a member company will almost certainly invalidate the consolidation since the Account Links file is not altered to reflect the change the file resides with the consolidation company not with any of the members Reformatting the consolidation company does modify the Accounts Link file but may still result In errors especially if an account number segment has been shortened If you use both functions print and review the Consolidation Setup Verification Report after reformatting account numbers Account Reformatting Layouts If you reformat your account number so as to Increase 15 length you may have to review your layouts All PBS reports accommodate the maximum formatted account number length seventeen characters but reports you have created yourself such as invoices may expect a shorter account than this and may truncate your new account number 161 F gt Passport Business Solutions venion 12 DEFINING NEW AcCOUNT NUMBERS Before maket sure P yon
86. is available for purchase License Pre Installation Information The installation procedure will install the software modules that you have licensed from Passport Software Inc into a directory of your choice on your UNIX or LINUX hard drive PBS License RW LIC license You must have a valid Passport Business Solutions license file RW LIC to install a fully functional version of your Passport Business Solutions UNIX LINUX software In the following paragraphs there is an explanation of what to do with this file if it is a new install module add on install or if you are increasing the number of PBS users Also there is an important note when using ftp to copy the RW LIC file 24 Passport Business Solutions New Install and the License For a new installation the RW LIC file was either delivered to you on a disk or as an email attachment For a new installation you must copy or move or ftp the RW LIC license to a temporary directory The copy may convert it to lower case The file MUST be in uppercase for the installation to run properly When this happens rename mv command the file from rw lic to RW LIC Increasing PBS User Count You will need an updated RW LIC file with the new user count which will be sent from Passport via disk or email You will need to copy or move the new RW LIC license file to a temporary directory After copying the file rename it to uppercase The old RW LIC should remain in place and it
87. lookup has not been pre Note assigned However if you prefer you can replace an existing Lookup Log into PBS with the pbsp batch script and navigate to the field Start the Lookup Access Maintenance for that field as explained earlier in this chapter Enter PTOOLS in field 7 PopUp Program name In the field 2 Popup Pass Data you must enter the filtering or RL information for the lookup based on another field on the screen In this example it is 1 05 25 06 This is because the field being filtered on is the Vendor and the location of Vendor is Row 05 Column 25 and the field is 06 characters long Here is a list of the available Lookups and fields that you need for filtering 407 Passport Business Solutions DRIVER MODULE DESCRIPTION NAME FILTER FIELD Vendor Notes synotefi apn Vendor Customer Notes Customer Invoice Cash Account Account Number AP AIR AIR C R GIL uc Order P R T B T B Purchase Order d i Employee Notes Employee Client Matter Determining the RL filtering data for the PopUp Pass Data field is made eas ier by setting the cursor on the field that you are filtering on Here you Note select Lookup Access Maintenance and the last three numbers at the end of the PopUp key line are the RL numbers that you need for the PopUp Pass Data field when entering the Notes Lookup For the field 3 Record type field enter P In the field 4 Lookup Dri
88. lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file OE Data File Descriptions A brief description of each data file is listed below 1 O E control file OECTLF This file contains a number of module parameters and default values for Order Entry 294 Passport Business Solutions 2 O E Notes file OENOTF This file contains all the notes you have entered in the various O E selections that allow notes Notes associated with either orders quotations or recurring orders 3 O E Form file ORFRMF This file contains definitions for forms that can be printed from orders The predefined invoice forms that are supplied with O E are contained in this file as well as any new forms that you may define 4 Order header file ORDHDR This file contains a record for each unbilled order unposted invoice credit memo quote or RMA If back order control is used incomplete orders those that contain back ordered items remain in the file until back orders are filled 5 Order line item file LINITM This file contains a record for each line item associated with a specified order invoice credit memo quote or RMA It is used to produce all order reports and is purged when the associated order invoice credit memo quote or RMA is removed from the Order Header file 6 Order line serial file OETKXF This file contains a record for each serial numbe
89. mode You have these options Select All other printers in Windows for printers other than a local parallel port printer If printing to a spooled printer a print queue other printers or if the Windows printer property Spool Set S in character tings are set to spool print jobs mode Spooling also applies in Linux and UNIX however you will not be able to change this setting The printer must be defined in the 108 Passport Business Solutions UNIX Linux file When you enter the printer name to program will auto enter S for the mode field If you are using Thin client on UNIX or Linux then you must also set up the printers in the cblconfi file notice the g is missing in the file name Select Local LPT parallel port printer in this field if the printer is attached directly to your workstation computer parallel port You must use this in conjunction with D LPT1 as Local LPT parallel port printer entered in the Device name field For Information see the Direct D Printers sec later in this chapter L Linux UNIX Only L for local printing if your printer is attached to terminal port Depending on what you have entered for a device name not all of these choices may be available for Linux or SCO OpenServer Spooled S printers There are differences with spooled printing for Windows and UNIX Linux Windows Spooling In Windows enter All other printers in the
90. mouse or use the Tab key for access When the focus is on a key use the lt Enter gt key to select it Keyboard equivalents are also available Button Keyboard Description New Ctrl n To enter a new user Edit Ctrl e To edit an existing user Save Ctrl s To save a new user or changes to an existing user 64 Passport Business Solutions Save New Ctrl w This is a combination of the Save and New buttons To delete an existing user You MUST retain at Bele Guid least one administrative user Cancel Ctrl c To cancel the addition of a user or editing a user To exit to the menu You may also use the lt Esc gt button Exit Ctrl x Character Mode In character mode the following screen displays PBS User Maintenance User ID User password User type Name Address City State Zip code Phone number Email address Q x 11 Email login F1 next user Options If you have existing users you may use one of the character mode options lt 1 gt For the next user lt 5 1 gt For previous user User ID Enter a code to identify the user This will be the code used at startup to access the Passport Business Solutions system ADM 15 reserved for new installations only and cannot be entered here Up to three characters Lower case is converted to upper case Format Example Type PST Change password This field only displays in graphical mode
91. not added to your General Ledger a second time double posted Queue To line up In computer science queuing refers to lining up jobs for a computer or device For example if you want to print a number of documents the operating system or a special print spooler queues the documents by placing them in a special area called a print buffer or print 436 Passport Business Solutions queue The printer then pulls the documents off the queue one at a time Another term for this Is print spooling Quotation A quotation is similar to an invoice in appearance The main difference is that the sale has not been agreed upon yet so the quotation is a proposed agreement about what services or goods will be sold and for what price Reboot To restart a computer by reloading the operating system Receivable Awaiting or requiring payment The part of a business s accounting system that handles receivables usually called Accounts Receivable Recognized Profit In the Job Cost module recognized profit is the amount of profit that you recognize for accounting purposes in a period It differs from estimated or expected profit Recognize is an accounting term meaning to record in your General Ledger When profit is recognized it then shows up on your P amp L Statement and not before Using the Percentage Completion method of accounting for a job profit is recognized based on the percent of the job that is complete at the end of an
92. not locate date record for Customer B File Erased Rebuilt Rebuilt VIX file VIX file scanned Cust C Location 2 Cust C Location 3 1 Customer 1 Customer A 3 Customer C 3 Customer C Software scans DAT filo Rebuilt is free from and creates nev corruption and allows with a location for each you to access all data all record in the DAT file records again Any deleted purged Rebuilt is free from records are erased from carruption and allows the file and net you to access all data all included in the VIX file records again Export Restore amp Rebuild Comparison The following table compares the export restore and rebuild utilities EXPORT RESTORE REBUILD 247 Purpose When to use 1 works Result Extracting All Records Passport Business Solutions To shrink data files Use regularly for file maintenance This is a two step process Export creates an EXP file erasing DAT records marked for deletion Restore erases the VIX file and recreates it from the EXP file The VIX is created from the data in the EXP file DAT is stripped of deleted records New VIX free of pointers to deleted DAT records To repair a corrupt VIX file Use only when an file has become corrupt Rebuild is a one step procedure It erases the VIX file then scans the DAT file and builds a new VIX file with infor
93. not supported Socket type not supported Socket operation not supported gt IS gt 925 o IN J j A Socket address family not supported 466 s Passport Business Solutions ERROR Message CODE Socket address already in use Socket address not available or not valid Socket already connected Socket not connected Out of buffer space Socket functionality shut down No data is available e gt O A 9 gt j gt Marshall Software Error Codes The following are the error codes and descriptions from Marshall Software The letters SEE indicate that it is a Marshall Software error 1 SEE EOF End of file socket has been closed 467 i Eo gt Business Solutions ERROR CODE BLOCKING 12 SEE HOST 14 SEE ABORTED 18SEE CANNOT CREATE SOCK
94. of a rigid material such as aluminum It can be either fixed or removable Common sizes are 5 1 4 8 and 14 Hard disks have greater storage capacities and process data faster than floppy disks See Disk Drive Disk Hardware All the physical components of the computer system that can be seen and touched Examples of hardware are racks keyboards circuit boards monitors printers etc Header The head or title at the beginning of a page of a printed document In the PBS software a record that serves to identify a sales order a purchase order or a job It is called a header because it comes at the head of the remaining job or order information The header is followed by the cost item or line item records Examples In Job Cost the job header includes the name of the job the customer the price of the job etc In Order Entry the order header includes the customer s name address payment terms etc Hexadecimal 425 Passport Business Solutions Hex A numbering system using 16 numerals 0 1 2 3 4 5 6 7 8 9 C D and Compare this with the decimal number system that uses 0 9 and with the binary system that uses only 0 and 1 Hexadecimal numbers are complex and require a full chapter in a math or computer book Programmers use hexadecimal numbers to convert binary numbers into something they can read more easily Example A programmer writes FF in hexadecimal to represent an 8 bit byte of all 1s Someone f
95. one of the options 266 Passport Business Solutions Options Tosetall fields to Y After the first use of this option lt 1 gt this key functions as toggle alternating between set ting all fields to Y and to N To initialize all files marked Yes without waiting to lt F2 gt reach Field number to change You will be asked to confirm that you want to do this Format One letter at each field either Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped Data Files The following table lists all the entries on the screen and provides a description of each file The internal name of the file is given this is useful when relating the file name to several features described in the this manual pathfinder file utilities File name as Internal shown on name path Description screen finder Notes you have entered in the var 1 A P notesl APNOTF 1005 A R selections which allow notes accounts Contains all the G L accounts which you have designated as accounts payable accounts P control Parameters that define the basic structure of your module Contains relevant vender infor mation such as name address dis master file count terms and year to date statistics This file is used to log any changes Change sen or deletions which are made to the dor CNGVEN vendor file It may be selectively purged
96. orav 368 5 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY w 5 Z PRINT Z POST 2 E D I 2 E D I STATUS REPORT REPRINT POSTED INVOICES VIEW FULL ORDER INQUIRY ORDERS ORDERS FOR ITEM INVOICE HISTORY BY CUS TOMER z un INVOICE HISTORY BY INVOICE INVOICE HISTORY BY ITEM REPORTS BACK ORDERS BY CUS TOMER BOCUST BACK ORDERS BY ITEM BOITEM BILLING EDIT LIST OPMENB COD LABELS CLBPRT E D I STATUS REPORT OPMENE OEFRMP INVOICE HISTORY BY CUS TOMER CUHRPT INVOICE HISTORY BY INVOICE INVOICE HISTORY ITEM ITHRPT LABEL LAYOUTS ELBLST MENU _ HIERARCHY Pm O Post INVOICE EXPORT E D L STATUS REPORT REPRINT POSTED INVOICES Forms _ x FULL ORDER INQUIRY Ons _ ORDERS FOR AN ITEM LL se INVOICE HISTORY BY ITEM Reports _ ELLE BACK ORDERS BY ITEM Bnuwcrpmusr E D LSTATUSREPORT Fons _ EL lt s INVOICE HISTORY BY ITEM LABELIAYOUTS 369 MENU SELECTION ORDER EDIT LIST ORDERS SHIPPING LABELS LABEL FORMATS LAYOUT LAYOUT LIST LOCATION GRID TEST Copy MASTER INFORMATION CONTROL INFORMATION Passport Business Solutions 5 370 HIERARCHY 2 2 2 1 2 2 2 2 2
97. our profits last year came from sales of our new roller skates Percent of Sales The proportion or amount of the total sales that can be attributed to a particular customer s item or salesman Example Bill Smith produced 15 of our sales Period to date A period of time from the first day of the present period up to and including the current date Used as a period of time to encompass the amount of sales the quantity of items sold etc Example The period to date sales are 15 000 Example If the current period began June 1 and today is June 20 then sales period to date would be all sales made from June 1 to June 20 Peripheral An input output or storage device connected to the computer such as a printer a monitor etc Perquisite A payment or benefit received in addition to regular wages or salary A tip gratuity A benefit expected as one s due Picking Ticket A list of inventory items to be gathered and prepared for shipment usually listed in order of bin location in the stockroom or warehouse Point of sale Point of sale refers to the place and time at which goods are being purchased or services delivered An invoice available at that time and place is called a point of sale invoice This is in contrast to an invoice that is available some time after the actual sale and that must be mailed to the customer For example an invoice available to a patient at the end of a doctor s office visit is a point of sale invoice
98. pathfinder file utilities 278 Passport Business Solutions INTERNAL FILE NAME NAME AS SHOWN DESCRIPTION ON SCREEN PATHFINDER CIR This file contains the checking CKACCT accounts maintained in Check Rec account file DN onciliation C R control Contained within this file are file CKCTLF parameters that define your check reconciliation structure This file includes all checkbook Checkbook items including checks deposits file adjustments and balance forward entries Checkbook This is a work file for checkbook transactions CHKTRX transactions The file is purged file each time checks are posted Checkbook This file locks the checkbook file CRCLCK that contains posted transactions lock file id during reconciliation Checkbook This file is used to track the gen distributions CHKDST eral ledger distributions for file unposted C R entries This file contains one record for each G L distribution generated by the C R package for posted C R entries It is used to generate the C R dis C R to G L Distributions Report tributions to CRDIST and if the PBS General Ledger G L file package is used this file is the input to the G L interface program This file would normally contain all of the detailed G L distributions for one month or accounting period Field number to change Make any needed changes Press lt Enter gt to initialize the selected files Files not selected are not
99. preceded 1 Your bank contact person must instruct what goes in this field 458 Passport Business Solutions and which digit to precede the number This is the same as record 1 field 3 Originating It 15 your bank s ABA routing bank number from the Ctl Banks screen 1 field 5 It excludes the check digit The Company s Bank is not the Processing Bank Usually this means the Federal Reserve will process the ACH file In this case the immediate origin is your bank This procedure is followed when the Ctl Banks record screen2 field 3 Is immediate origin your company is set to N In data below the ACH record type ACH field number ACH field name and where the data originates is provided R FIELD ACH FILE ECORD N FIELD WHERE THE DATA ORIGINATES TYPE UMBER NAME This is the processing bank s ABA routing number This comes from the Ctl Banks screen 1 field 5 ABA rout ing Note that the processing bank is NOT your company s bank This is the receiving bank s ABA routing number from Ctl Banks Immediate destination 1 4 screen 2 field 4 Imm Origin eng ABA routing no IT MUST BE your bank s ABA number Destination This 15 the processing bank name 1 11 nam entered in Ctl Banks screen 1 field 2 Bank Name This is NOT your bank This is the receiving bank s name Immediate from Ctl Banks screen 2 field 3 1 12 Pos e origin name Imm origin name This is your bank s name Compan
100. printer on the workstation If you do not you will get a Memory access violation COBOL error at 0015be in ACUSTART ACU message If you have not already done so read the Opportunistic Locking with Windows Shared Files in chapter 2 There are several start options that relate to the PBS font and the workstation Display properties Screen area These options are tunable and this is explained in the Modifying the PBS Shortcuts section later in this chapter Once the startup icons have been installed to the PBS startup menu one or more of these items can be copied to the desktop should you want icons on the desktop Do do so Right click on the icon and select Copy Then right click on the desktop and select Paste Some users may not have the rights to do this See your network administrator for help Uninstall the PBS Start Menu To uninstall the PBS Start Menu Items use the Control Panel Workstation Add Remove Programs On the workstation select Start Settings Control Panel Then select Add Remove Programs Find the Passport Software Start Menu Items It is usually in alphabetical order Click on it to highlight it and then select Change Remove You will get the question Are you sure you want to completely remove the selected application and all its components Select Yes to uninstall the Start Menu items and the PBS Fonts Select No keep the Start menu items Yes Uninstalls the Start Menu Items and PBS Fonts No Ret
101. quotes If the font does not exist the closest matching font will be chosen It is recommended that you use a fixed length font rather than a variable length font If you do not the columns on most reports will not line up properly Whatever font you enter it MUST be installed on the workstation that is going to printer the document The runtime does not align columns If you are printing a report Note containing columns you should use a fixed width font PITCH This value specifies the point size of the font Pitch does not determine the number of characters per line If you use a larger pitch the characters simply appear more crowded For example when printing 132 columns a pitch of 10 will produce better character spacing than a pitch of 12 LINES This specifies the lines on a page This instruction will work for most reports It is recommended that you do not use this instruction for forms The number of lines on a page for user definable forms like A R Invoices O E Invoices Statements user defined Purchase orders are determined by the design characteristics of the form and not this instruction The number of lines for hard coded forms are determined by the programming 154 Passport Business Solutions COLS Specifies the number of columns width on the page This number is not validated by the runtime or the spooler Choose a number of columns that coordinate with the selected font and pitch when designi
102. r c control info 15 Time and Billing Control 16 Select utility functions Restore Please enter device for export file 1 through 12 file name Enter Y for each file you wish to export or restore The default is N to ignore that file This utility services all Passport Business Solutions modules unlike the ISAM utility which has a separate version for each module This means that you will see more files on the screen than you probably want Ignore the ones that do not apply 13 Select utility functions Enter Y at either the Export or the Restore sub field You must choose one or the other but not both 254 Passport Business Solutions This utility is restricted to exporting and restoring the files Recovering corrupt data is not the intent Please enter device for the export file Enter the drive to which you wish to export or from which you wish to restore the selected file s Any change Enter Y if you wish to re enter the entire screen or N to process the selected file s When processing is complete you will be so informed Press lt Esc gt to return to the command line prompt 255 Passport Business Solutions EXTENDED FILE UTILITIES The extended file utilities enable you to run more than one utility function on all files for one or more modules You can choose one company or all companies if running multiple companies You should be familiar with the operation of t
103. reports from disk defined print to a USB printer problem print to disk defined print defined printable area on a page printer reset codes reset codes described 310 310 310 20 333 434 310 277 37 300 287 300 303 281 304 300 299 435 307 435 337 435 435 126 114 148 reset PCL codes 143 printer alignment company information 140 printer control language printer location PSI printer locator printer locator Printer names not displaying properly printer not available printer PCL codes printer share name defined printer technical notes local printer tray selecting a printer types other printer defined printers direct local more on printers fourth tab printers Thin client UNIX Linux printing account number lists defined companies features special in a Linux and UNIX environment UNIX or Linux printing device naming a spooled 435 105 105 118 338 333 147 435 152 128 113 435 110 110 125 101 150 167 186 116 150 104 150 21 printing to a dot matrix printer does no allow an alignment printing spooled in Linux and UNIX PRNOTF PROBJ procedure error procedures backup process defined processor defined PROCOA profit and loss statement defined profit recognized defined profit defined program and data files using top level Program missing or not in path file program data file names copying prompt defined prorate
104. resulted because of a problem during entry such as a power loss or reboot In this case delete the order and re enter it This Selection Is Not Allowed For Your System Situation You have selected a report that prints A P Payroll or Inventory Control transactions but the Job Cost Control file specifies that you are not interfacing with that particular Passport package Handling Try another selection 334 Passport Business Solutions This Selection Not Allowed With Inactive Files Situation In Job Cost you were using the inactive Job Cost files and tried to perform a function that could modify them Handling When using inactive files you can only perform inquiries and print reports Too long enter in format Situation You are attempting to enter too many digits in a field Handling When entering the information follow the exact format shown in the on line help or in the PBS User Manual Too Many Duplicates Cannot Proceed Situation You are attempting to save or restore transaction detail and the file cannot contain all the duplicated key information Handling Purge some of the transaction detail records and retry the action that generated this message Total percentage can t be more than 100 Situation The percentages you have entered in individual fields total more than 100 Handling Reenter the correct percentages Unable To Purge Change Log Situation Purging the Change Log requires ex
105. rtem and status file for all of your inventory 1 QUANTITY ON HAND ON ORDER QUANTITY ON WORK ORDER see the nT control user manual for a full description of this function before proceeding This function will take some time to run completely are you sure you want to do this 7 Only quantities that are updated are displayed as follows 1 QUANTITY COMMITTED and QUANTITY ON BACK ORDER display if Order Entry is in use and Backorder Control was selected in the I C Control File QUANTITY ON ORDER displays if Purchase Order is in use QUANTITY ON HAND displays only if LIFO or FIFO costing is being used QUAN TITY ON HAND set from the Layer File 4 QUANTITY ON WORK ORDER displays only if kits are used and there are incomplete work orders on file You are then asked Are you sure you want to do this Answer Y N If you answer N the file recovery utilities menu appears If Y the quantity fields displayed in the Item and Status files are set based upon data in O E P O I C and A R as appropriate The screen displays the number of the item that is being processed If any quantities are corrected the Inventory Recalculation Exception Report prints Passport Business Solutions Rebuild Item Keywords This selection allows you to rebuild the item keyword file by reading the item description sub category and vendor item number that are stored in the Inventory Control item file F1 Te recovery utiliti
106. screen If you answer N you will be allowed to continue defining the current custom menu Menus Following Updates or Upgrades Menu selections may be added during an update or upgrade of PBS When this occurs these new selections will not be available to your users who have been assigned a menu If you require that your user have access to the new menu selection you must go into Menu maintenance and assign this selection following the installation 77 Passport Business T LU E LU LESS Company Information This chapter contains the following topics Introduction to Company Information First Tab Second Tab Package Screen 5 Fourth Tab Printers Other Printer TUNER _ a RR e Urin UR Ea aa CRI 78 Passport Business Solutions INTRODUCTION TO COMPANY INFORMATION The Company information selection enables you to record information about your company such as the company name address etc Company information also provides some basic options affecting the way your Passport Business Solutions software works Among these options are Which modules A P A R G L etc appear on the menu Whether to use batch controls and change logs Account number and cost center setups PBS printer controls Email setup and
107. screen Once the location of PBS is displaying under Destination Folder then click this button Cancel Cancels the installation 46 Passport Business Solutions If you select a directory that does not contain PBS you will get the Direc tory information window with the following message doe Ax x WAR N NG kkkkkkk The directory you have chosen does not contain PBS components Note This install will only place START menu items for directories that contain PBS runtime components Then select the Back button and browse to another location or select the Cancel button to cancel the installation Select Program Folder Select the Next button to accept the default To go back to the previous screen to choose a different Back location Next To move to the next install screen Cancel Cancels the installation Ready to install PBS Start Menu Items Select the Next button to accept the default To go back to the previous screen to choose a different Back location Next To install the start menu items Cancel Cancels the installation Do you want to include the PBS Admin Start Menu Items Yes This will install the Administration start menu items Only the main PBS application Startup menu items will ne be installed Setup complete Finish This will complete the installation 47 Passport Business Solutions Post Start up Installation Configuration You must enter at least one
108. segments primarily intended to contain numbers but which may occasionally contain a letter Drop down list box choices of Fill zeros on left or Fill Format with spaces on right Example In this example the field is automatically set to Fill with zeros on left because you have entered Allow numbers only for the Alphanumeric field 94 Passport Business Solutions Suppress spaces If you selected Fill with spaces on right at Fill requirement you must decide here whether any trailing spaces are suppressed that is whether the remainder of the account number is to be floated to the left so as to close up the gap Ifyou check this box trailing spaces are suppressed This gives a more pleasing appearance to the individual account number however if your segment varies in length a column of such account numbers will appear ragged and difficult to read Ifyou leave the box unchecked trailing spaces are not suppressed and embedded blanks appear in the account number If the previous field is Fill with zeros on left this field may not be entered Format Check box where checked is yes and unchecked is no Example In this example the field is Not available because you have Allow numbers only for Alphanumeric Sub account Segment Enter information for the sub account as follows Size Enter the size of the sub account number with 0 as the minimum size and 8 as the maximum size A value of 0 indicates that
109. selecting the item with lt Enter gt SET OS The default setting is W for windows Lucida Console Any Valid font name could be used PT MENU FONT NAME but a mono spaced font will provide a PSI Box more accurate display Draw PT MENU FONT SIZE Font size range is 8 14 PT MENU BOLD STATE 0 is not bold and 1 is The Lookup focus refers to the where the cursor first lands when a Lookup 1s displayed The Lookup focus options include LINE First line INDEX Sort by SEARCH Search field AUTO This depends on number of records If there are more records than will fit in the window then the focus is on the INDEX Sort by If they are the same as or less than the number that will fit in the Window then the focus is on the LINE SET POP SEL CTRL 397 Passport Business Solutions DEFAULT Any valid font name could be used PT MENU FONT Tahoma but a mono spaced font will provide more accurate display PT MENU FONT SIZE Font size range 8 14 PT MENU BOLD STATE W 0 is not bold and 1 is Yes uses the Graphical User Inter USE GUI PANEL YES face for PowerTools No uses the character based PowerTools inter face Any valid font name could be used SCR FONT NAME Tahoma but a mono spaced font will provide more accurate display PT SCR FONT SIZE Font size range 8 14 PT SCR BOLD STATE 0 is not bold and 1 is The default 15 large This setting is n
110. should you wish to make changes to the PBS Startup parameters There is also an option to add the PBS Administration utilities shortcuts to your Windows Start menu Use this option to install the following items on the Windows Start menu of the person 45 Passport Business Solutions in your organization who will be responsible for maintenance of Passport Business Solutions software The menu selections consist of Passport Business Solutions file recovery utilities for each installed module Passport Business Solutions file initialization utilities for each installed module Passport Business Solutions general utilities Add company Multi company Edit Pathfinder During the installation you will have the following questions and options Do you want to install Passport Business Solutions Start menu items Yes Starts the installation of the Start Menu Items No Cancels the installation Software License Agreement Clicking on Yes indicates that you have read the agree Yes ment and that you agree with it and it continues the instal lation of the Start Menu Items No Cancels the installation Find Passport Business Solutions Software This is where you specify the location of where PBS software is located To find the location where the PBS is installed click on Browse this button The Choose Folder windows will display where you can navigate to the location Back Return to the Software License Agreement
111. shows the name and initials of the person who performed the backup Using the log you can easily determine if backups are done according to your frequency requirements which backup series is the most recent which series to use next and which to use if you need to recover data Labeling Backup Media Before you backup for the first time clearly label your tapes or media as follows PBS backup series A or B or C Media or tape 1 2 3 etc Ensure that your labels are easy to read 229 Passport Business Solutions Backup Procedures Passport Business Solutions data files are stored on your hard disk in directories and subdirectories which facilitate backup procedures In order to back up use an operating system utility or a third party backup program These utilities can be automated to an extent by your reseller according to your requirements You should discuss backup considerations and requisites with your reseller in order to effect the best possible backup strategy and choice of backup utility for your needs Disaster Recovery It is wise to provide some protection against total data loss Store your backup series at an off site location to ensure that data is protected from any on site disaster There are companies which specialize in providing off site media storage services If another computer is available it is wise to periodically check the integrity of your backup program by doing a s
112. sr one _ _ 1c wom nn 3 Jem ven j _ ora cuss sanc cons pow ws cus sien prven e wow pue _ row vw revere purane wx jew we j ws www we vane oe 223 Passport Business Solutions mA MODULE PRIMARY ASSOC Assoc Assoc Assoc Assoc Assoc ASSOC A MN Po VENTM VENFIL ITMEIL PR ru ron pr sv omer cm y sv Svoscc 1 4 14 Customized Lookups and the Default Directory Normally the customized global Lookups get saved in a file in the ptcus directory But if needed you can have multiple global Lookup directories by adding a parameter in cblconfi Windows Thin Client or cblconfig Unix Linux file Add the following parameter USE PTOOLS DIR The first two characters of pt are assumed Therefore if you want to save the global Lookups to the ptpsi directory the parameter and setting would be USE PTOOLS DIR psi 224 Passport Business Solutions CURSOR FOCUS IN WINDOWS There is a setting in the cblconfi file that determines the initial focus of the cursor when you access a Lookup This setting is SET
113. still compiled to be Version 5 0 compliant So you could use the 5 0 0 3 compiler or later If you used a more recent compiler you still had to include the Z50 option With 11 2 we started using the Version 6 2 runtime All the object code was compiled for Version 6 2 A Version 6 2 or later compiler is required With 11 5 11 6 and 11 7 we used the 7 2 2 compiler and runtime With Version 12 we are now using the Version 8 1 runtime and compiler Runtime Version and License Detection There is a command to display the version of the runtime number of licensed users and other information in Windows at a command prompt in the top level PBS type the following wrun32 v In UNIX the command is run32 v Object Code Version Knowing the version of the an object code program may be useful when determining if an update has been applied if you are using a custom program and more PBS programs in Windows vs nix will usually have different file dates however the compile dates will normally be the same The COBOL Utility will help you determine if they are exactly the same program or different 41 Passport Business Solutions To determine the version size and compile date of the object code there are two slightly different commands for Windows vs UNIX Linux Windows As an example from a Windows command prompt type the following cblutl132 info pd00 acu lt ENTER gt The following or something similar will dis
114. supplier for instructions on where to add the file access if applicable 402 Passport Business Solutions GETTING TO LOOKUP ACCESS MAINTENANCE There is a very specific and somewhat hidden method of getting to Lookup Access Maintenance Passport Business Solutions can be set up to use either the older character based PopUp Windows or the newer Lookup Windows The Lookup Access Maintenance is only available when Passport Business Solutions is set in the configuration file to use the character based PopUps There is a special cblconfi pbsp Windows and cblconfig pbsp UNIX Linux that have been set up to use the PopUps There is a batch and script that has been installed that will utilize this configuration file If you prefer you can modify a configuration file to get to Lookup Access Maintenance The USE_PTOOLS flag in the cblconfi Windows and cblconfig UNIX Linux files that will have to be set to N Be sure it set them back to Y when you are finished Note From a command prompt type pbsp Here are the steps on how you get to Lookup Access Maintenance Press lt F8 gt to display character based style PopUp window If a help window displays skip the next step Press lt F8 gt to display the standard PBS help window The PBS help window must always be displayed first in order to access the Lookup Access maintenance window Press lt F3 gt followed by lt F2 gt and Lookup Access Maintenance will
115. tape hard disks CD ROMs DVDs etc Megabyte A unit of measurement for memory or storage A megabyte is 1 048 576 1 024 X 1 024 bytes This is the same as 1 024 kilobytes See Bit and Kilobyte Memory A collection of electronic circuits in that data is stored Each binary digit is stored as an electrical signal within the circuits Memory is classified as read only or read write and its size is measured in kilobytes or megabytes See Read Only and Read Write Menu A list of choices presented by the computer software to the user These choices are usually programs or specific program functions The menu is displayed on the screen where a number or letter represents each option There are three menu types in PBS the Menu bar Windows menu and the Tree view menu Merchandise Products goods commodities and the like that may be bought or sold To buy sell or exchange goods and services Minimum File Size The least amount of space used to store a file on a disk This space is determined by the hardware and operating system being used The minimum file size for any program file or data file normally varies from 1Kb to 16Kb depending on the hardware and operating system No matter how small a file is it takes up at least that much space on the disk Mode The current method of operation The current state of a device Example Output mode Module A part of a program a whole program or a group of programs designed to fit together wit
116. than one contact with an email address then the Email documents field determines which contact to use Even if you only have one contact set the field to Y or you will have to enter an email address for the customer If you have more than one customer contact set up for email you can CC the other contacts the PDF file For information on entering contacts go the Accounts Payable user documentation and read the Vendors chapter For A R contacts read the Accounts Receivable documentation chapter called Customers If the Company information field Allow email addresses to be entered at send time is set to N then you must enter a contact email address Customers Vendors You should set up a default contact for each customer or vendor who will be emailed PDFs When this is done you will not have to enter the email address each time you select a form For information on entering vendors go the Accounts Payable user documentation and read the Vendors chapter For entering A R customers read the Accounts Receivable documentation chapter called Customers If the Company information field Allow email address to be entered at send time is set to N then you must have a default contact for the vendor or customer If set to Y the user can enter an email address when emailing one at a time at send time When stacking PDFs to be emailed the default contact field must be entered Stacking PDFs When stacking PDFs in addition to the Company info
117. that points to the location of files on the disk This utility instructs your software where to look for the program and data files that it needs for normal program operation Before using Pathfinder we recommend that you contact your software reseller for advice on how to set up the files You will also need to familiarize yourself with the current directory organization structure of your system If the Pathfinder information does not agree with the actual organization of Note your hard disk your software will become unusable until the discrepancy has been resolved Each Passport Business Solutions system comes with default paths to data and program files This means that you do not have to use Pathfinder to organize your disk since this has already been done for you However if you change the location of data files after installation you will need to update the information by using Pathfinder Using Pathfinder for Single Companies When Passport Business Solutions is initially installed the procedure creates one company For each defined application a set of empty data files is also created The company ID is set to 00 zero zero The data files for this company are created in a separate sub directory for each application For example the Accounts Payable A P files are placed in a sub directory named AP00 The entries which indicate the location of these files are installed in the Path file Using Pathfinder for Multiple Companie
118. that runs the export function See File Recovery Utility Field A portion of a record containing one piece of information See Record and File Field Number The number associated with a particular data field on the video screen Example In the Customers function the field number for Customer Number is 1 File A collection of documents records cards or data arranged in an accessible order usually alphabetically or numerically Examples Personnel records inventory records customer address records etc A container cabinet shelf or similar arrangement that holds such data In a computer a file is a collection of related records A file can contain data or programs Example All customer records are in the Customer file See Field Record and File File Key A field in a record that identifies the record This identification is defined by the programmer and cannot usually be changed without deleting and reentering the record Example In the Customer file the file key is the customer number and the number for each customer is different In this way the computer can find the exact customer the user wants See Record and File Field File Maintenance Function A function that allows the user to add delete change inquire into or print the records in a file File Protection The method that restricts access to data while the data is used or accessed by someone else File Recovery Utility A program that allows the user to e
119. the first field on the screen if not there already 2 If already at the first field or at Field number to change to return to the pre PgUp vlous screen This 15 not the same as lt Esc gt since all your settings on the second screen are pre served P To proceed to the last field on the screen if not gDn there already Format One letter at each field either Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped 33 Multi city multi state file MCSFIL This file contains information about those employees who are liable for taxes to more than one state and or to more than one city 306 Passport Business Solutions 34 Jurisdictions file MJRFIL This file contains miscellaneous jurisdiction information for federal and state reporting requirements 35 Employee DDA file EMPDDA This file contains bank account information for each employee 36 Payroll positive pay format file PRFRMF This file contains positive pay file formats 307 Passport Business Solutions POINT OF SALE To Initialize Point of Sale data files execute the Passport Business Solutions initialization function For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt PS Initialization For UNIX Ensure you are logged in as a user authorized to use PBS software Refer to the PBS Users chapter for more information Type the following c
120. the same name as the original file but the extension is EXP You then see Any change 2 If the data is correct press Enter otherwise answer and make the changes Each data record is written to the export file on a separate line If the last field is alphanumeric trailing spaces are truncated Each record ends with a carriage return and line feed As the file is processed a record count displays and increments by one for each record processed 249 Passport Business Solutions When the extract is complete press lt Esc gt Then extract another file through the above procedure or press lt Esc gt to return to the previous menu 250 Passport Business Solutions RECALCULATING INVENTORY QUANTITIES The following selections appear only for Inventory Control This selection enables you to set several quantity type fields such as quantity on hand in the Item File and Stocking Status to correct amounts These fields are updated during posting in Order Entry Purchase Order Inventory Control and Point of Sale If posting is interrupted by power failure or equipment failure inaccurate quantities could result in the Item File and the Status File From the File recovery utilities menu select Recalculate inventory quantities The following screen displays File recover utilities Recalculate Ynventory quantities 2 Company T prp of this function is to recalculate the the
121. this space is reused by further processing For example if you create more vendor history then the new vendor history uses space that was freed up by the purge function If you add new customers these customers use space that was previously allocated for customers that you deleted However you may wish to reduce these files to their minimum size i e the minimum size required to hold just the data that is actually in use in the file In this case use the Export a file and Restore from an export file functions to reclaim disk space The Export Utility does the following Sorts the file sequentially Ignores purged records e Converts the file to an ASCII format Creates a new file with an EXP extension to indicate that it s an exported file 236 Passport Business Solutions Reclaiming Disk Space Steps When you restore a file all records from the ASCII export file are copied back to the AcuCOBOL Vision data file Make sure no one has entered new data in the file between the time you export the file and restore it DESCRIPTION Make a backup copy of the file Select Export a file Select the file you wish to export Create a new export file Select the full range of records to export First to Last Select Restore from an export file Select the same file Create a new data file Once the restore is complete and you have verified that the recreated data file is correct delete the export file
122. total debits of record 6 required Total CR amount Sum of total credits of record 6 Same as field 5 record 5 This is from Ctl Banks screen 2 field 2 Company ID Company iden required q tification Message authen n Blanks tication optional required Reserved Blanks required Originating Bank ID From record 5 field 12 required Batch Number Same as record 5 field 13 Record Type 9 File Batch The following is the technical information for the record 9 ACH fields P S OSITION SUE TATUS FIELD NAME DATA ORIGIN required Record type Program always 9 required Batch count Program always 1 Calculated add 1 for every 10 required Block count records required Entry count Calculated Number of record 6 456 Passport s Business Solutions P OSITION FIELD NAME DATA ORIGIN records on file Sum of record 6 field 3 required Entry hash ing bank ID code excludes check digit Sum of all DR amounts on rec required Total debit entry ord 6 field 6 Sum of all CR amounts on rec required Total credit entry ord 6 field 6 required Reserved Blank 457 Passport Business Solutions USE OF FIELDS FOR IMMEDIATE ORIGIN OPTIONS Immediate origin is the last business entity to handle the ACH file before it reaches the final destination where the ACH file is processed and the payments are made The use of the ACH fields vary depending o
123. types of backup drive defined bad command or file name balance forward defined balance sheet defined balance defined 176 299 305 413 413 226 413 227 227 227 229 228 229 230 229 228 413 328 413 414 413 batch controls company information use 82 Beep BFLCK BILLCK 328 318 317 billing defined bills defined bit defined BLFMLK BLHAUX BLHIST BLLFMT block defined BLPLCK BLPTRX BNKACT BreakOut files BTCHFL BUDGET budget defined bug defined C calculation overflow 414 414 414 317 317 317 316 414 292 292 264 265 263 281 414 414 328 cannot enter more than distributions 328 cannot exceed amount remaining cash receipt transaction defined cash receipt defined cash defined CATEGF CATFIL cblconfi defined cblconfi PBS configuration file 328 415 414 414 288 291 415 391 cblconfig defined CCNLCK CCRDFI change log defined change not allowed changing existing data file path names files to new structure character defined characters valid separator charge defined chart of accounts defined CHARTF check prints slowly last check reconciliation files initialize check reconciliation defined checklist company setup checklist for company setup CHGCLI CHKDST CHKFIL CHKLCK CHKTRX choosing backup media CKACCT CKBOOK CKCTLF 415 283 309 415 329 203 169 415 96 415 415 281 337 278 415 205 205 316 279 304 268 279
124. will be replaced when you do the PBS installation Install PBS using the RW LIC on the license disk Re install any updates or customization as needed USING FTP with the License When copying or moving the RW LIC file using an ftp program to the UNIX Linux environment it must be converted to the standard UNIX text file format no Carriage returns and the RW LIC file name and extension must be in uppercase After using ftp if needed move the file to uppercase Module Add On Install and the License As with a new install if you are adding a new module you should have a new license file received via either disk or email You will need to copy or move the new RW LIC license file to a temporary directory After copying the file rename it to uppercase The old RW LIC license may remain in place but it will be replaced when you do the installation Other Pre installation Topics e To do the install you will need the PBS Version 12 0 disk e Asan alternative the install program files and other components except license needed for the installation are available as a download from Passport s web site This tar file requires a large amount of space on your hard drive The download does not contain all the documents how ever First check with your PBS provider before attempting this You must be logged on to your UNIX LINUX console as the root user to install the Passport Business Solutions software Fora brand new installation the in
125. you do not use sub accounts The remaining sub account fields on this line of the screen will display Not applicable Format 9 Example Type 3 Alphanumeric This field has the same meaning as for the main account number Alphanumeric field described above Drop down list box with the choices Allow letters and Format numbers or Allow numbers only Example Select Allow numbers only and then press lt Enter gt Fill requirement This field has the same meaning as for the main account number Fill requirement field described above Drop down list box choices of Fill zeros on left or Fill F t vee with spaces on right 95 Passport Business Solutions A In this example the field is automatically set to Zeros left Example because you have entered Allow numbers only for Alpha numeric Suppress spaces This field has the same meaning as for the main account number Suppress spaces field described above Format Check box where checked is visible and unchecked is no In this example the field cannot be entered because you have entered Allow numbers only for Alphanumeric Following the setup of company information if you are using sub accounts or cost centers then you must enter either the sub accounts or cost centers respectively using the menu selection Cost centers Sub accounts If you are using cost centers and sub accounts then enter the cost centers Note Number of cost center segments
126. 0 00 Credit SALES TAX If the debits and credits in a journal or ledger aren t equal you know immediately that there has been an error in entry Drive Capacity The total storage or memory space in a drive usually expressed in or megabytes M or Mb gigabytes G or Gb or Terabytes Example A 160 gigabyte hard drive Driver A program that controls a device Every device whether it be a printer disk drive or keyboard must have a driver program Many drivers such as the keyboard driver come with the operating system For other devices you may need to load a new driver when you connect the device to your computer In Windows environments drivers often have a DRV extension A driver acts like a translator between the device and programs that use the device Each device has its own set of specialized commands that only its driver knows In contrast most programs access devices by using generic commands The driver therefore accepts generic commands from a program and then translates them into specialized commands for the device The Company information printer setup often refers to printer drivers for Windows printers Due Date The date on that payment is due The number of days allowed before an invoice must be paid is specified in the terms of the sale See Terms Earn To gain or deserve salary wages or other reward for one s services labor or performance To produce interest or some other return as profit Edit To mak
127. 13 Permission denied Handling Verify that you have the correct level of permissions 24 Too many open files Handling In UNIX or Linux increase NFILES in your configuration 27 File too large Handling In UNIX or Linux increase ULIMIT in your kernel configuration 28 No space left on device Handling You have reached the limits of your hard drive or file system 30 Read only file system Handling Verify that you have the correct level of permissions 46 No record locks available Handling In UNIX or Linux increase NFRLCK in your kernel configuration FILE ERROR 34 Situation The disk is full Handling Notify your system administrator that you are having disk space problems It will be necessary to remove files from the disk to free up some space The first files you can remove are any with extensions of EXP or LNK Next print all reports from disk and then delete them If this does not remedy the situation contact technical software support FILE ERROR 35 Situation A data file could not be found or is not on the disk Handling Refer to the Pathfinder chapter and verify path names Obtain technical software support FILE ERROR 41 Situation This usually indicates that an indexed file has been corrupted Power surges or sags static electricity and lightning strikes can cause data file corruption If the computer looses power while running a program data files may be damaged It is important that you do not exit Pa
128. 231 422 232 238 234 245 422 256 254 437 226 278 239 246 235 243 to restore regulary using top level program and data files to include in backup files to new structure changing files data finance charge defined finance defined financial statement defined firewall software and PBS fiscal year defined fiscal defined fixed assets defined fixed fee job defined FIXTRX floppy disk defined FMTLCK font control PCL codes defined HP laserjet plus sequence FONTS form design form feed defined form file design form files windows printer and form types special 243 192 227 169 422 422 423 59 423 423 423 423 316 423 274 149 146 143 37 138 423 137 138 127 format account number maximum account number minimum examples in this manual format defined forms and laser printers special forms for a new company forms list Windows printer forms aligning fourth printers tab fourth tab printers frequency of backups FSPASS FSSPEC full backup defined FULL_GRAPHICAL function keys defined function defined functions not reached from menu functions reformatting account number G garnish defined GDSSVC general contractor defined general installation information PBS general journal defined 91 91 93 423 126 187 132 140 101 101 227 283 282 228 393 424 424 159 424 272 424 424 General Ledger account number defined general ledger f
129. 330 27 File too large 330 28 No space left on device 330 3 30 Read only file system 330 4 46 No record locks available 330 1099LK 269 A A file needed is protected by another 328 function A file needed is protected by another 337 function cannot run your selection ship to s to POS introduction to conversion of access definition account links account reformatting and account number maximum format minimum format segments of syntax rules for account numbers creating invalid defining new degenerate introduction to reformatting printinig lists of uses reformatting variying by employee Account numbers and cost centers not looking correct account reformatting and account links and company consolidation layouts for account setup third tab accounting definition 447 411 160 91 91 92 93 172 162 173 159 167 159 173 338 160 161 161 91 411 accounts defined accounts payable files initialize Accounts Payable defined accounts receivable files initialize Accounts Receivable defined accrual defined accrue defined ACCTFI accumulate defined ACH field details by record type ACH file specifications introduction to ACNFIL ACTLNK ACVLCK addcmp functions of adding companies in pathfinder manually adding a lookup addon a module steps to add on module installation add on users installation ADJLCK ADJTRX adjustment defined administration organization a
130. 336 reformatting and account links account and company consolidation account layouts account steps to reformatting account numbers chapter contents introduction to uses of REGIFI register defined registry update for Windows reimbursement defined re initialize defined relationship export and restore relative file defined utilities for release defined RELLCK RELTRX remote printing defined removal company REPTNO requirements system reset codes printer reset PCL codes printer 160 161 161 160 158 159 159 310 437 57 438 437 242 438 254 444 300 300 438 35 263 12 114 143 23 reset Job control and font control screen PCL codes restore program defined restore utility effect on disk space relationship export and summary of restore defined restore navigator distribution file restoring an export file retainage defined retained earnings defined RETFIL revenue defined RHDRFI right justified defined RLINFI rotation backup rounding defined routine defined RPTLCK RPTMFT RSNFIL rules account number syntax run defined running balance defined runtime defined 148 438 242 242 242 438 245 241 438 438 317 438 275 438 276 229 438 438 305 305 264 93 439 439 439 RW00 RW32 upgrade RW2000 to PBS RW2000 upgrades RWMENU RWOBJ RWPRT RWWRK SACTLC SACTLR SAFLOF salary defined sale defined sales analysis files initialize Sal
131. AND CONDITIONS OF THE LICENSE AGREEMENT BELOW THE ENCLOSED SOFTWARE LICENSE AGREEMENT 1 License Grant Passport Software Inc Passport hereby grants to Licensee and Licensee accepts anon exclusive license for enclosed Software with the rights terms and conditions as detailed in this License Agreement a You may install and use the Software on a single computer system or single computer file server for your own internal business purposes provided you the Licensee do not exceed the number of concurrent users licensed by Passport to access the Software If Licensee wishes to increase the number of licensed concurrent users Licensee must contact Licensee s Passport Partner your Passport Software supplier Passport directly b You may make backup copies of the Software as required for your own internal business purposes provided that you reproduce all copy right notices and other proprietary notices on each copy made Backup copies may be used at any time to re install the enclosed Software in the event of loss destruction or other malfunction of the Software c You may only transfer the Software and this license to a successor to the whole of Licensee s business provided the successor agrees to accept the terms and conditions of this agreement If you transfer the Software you must report to Passport the name of the new user of the Software and you may not retain any copies of the Software yourself once you have transferred i
132. BS directory for a file with a name that matches the Printer name This will not occur with a Q printer as PBS will display the Printer locator so you can select a different printer Although for local parallel printers it is perfectly acceptable to use the Q option even in single user installations With PBS multi user installations a Note local parallel port printer can be used for forms and can be defined with the D option For a local USB printers the Q option is best There are different Local and Remote printer topologies as it relates to the Device name field These are represented in the following table TYPE OF STRING TO PRINTER ENTER IN THE DEVICE TOPOLOGY NAME FIELD Std port LPTx COMx LPN See note above LOCAL USB port LPN See note above REMOTE To a server Novell UNC or Microsoft REMOTE Tos peer REMOTE LPN See note above Depending on host O S version and client O S version the UNC Universal Naming Convention can be reported at the client as one of two values host_name host share name 107 Passport Business Solutions or host_name host_LPN LPN note It is better for compatibility across different versions of the Win Note dows operating systems that the Workstation Local Printer Name LPN and the Server Share Name be made the same Windows Print Controls You may enter specific print controls for your printer such as number o
133. Business Solutions initialization function Only a authorized PBS administrative user can use this utility Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt IC Initialization For UNIX Type the following cd usr psi or replace usr psi with the name of your PBS top level directory Then type the following icinit If you are using multiple companies enter the 2 character company id If the company is correct answer Y When prompted enter an administrative User ID The first screen displays as follows Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file Data Files A brief description of each data file is listed below 285 Passport Business Solutions 1 Items file ALTITM This file contains alternate items you have defined for use with Inventory Order Entry or Accounts Receivable 2 Change Item file CNGITM This is a log of the changes made to the Item file It is needed only if the Change Log is used 3 Component file CMPFIL This file contains information for each kit component on a work order 4 Component Cost file CMPCST This file contains cost information for each kit component on a work order 5 I C Codes file ICCODS This file contains the pricing codes commission codes and taxable codes
134. EEN Cost Trans action file Cost Trans action Lock file Billing and Payment Transaction file Billing and Payment Lock file Activity Transactions file Activity Transactions Lock file Job Cost Dis tribution file Inactive Job Master file Passport Business Solutions COST MANUAL CHAPTER REFERENCE Costing Get Costs Costing Get Costs Billing and Payment Billing and Payment Completion Estimates Completion Estimates Billing and Payment Costing Utilities INTERNAL FILE NAME PATH FINDER CSTTRX CSTLCK BLPTRX BLPLCK ACVTRX ACVLCK JCDIST MSTFIX 292 DESCRIPTION CONTENTS OF FILE All transactions entered directly in Job Cost and all transactions for jobs that were entered through other Passport Business Solutions mod ules Temporary file for cost entries transactions Can be entered directly in the Job Cost module or interfaced into Job Cost from other Passport Business Solutions modules via the Get costs function When cost transactions are posted they are deleted from this file at the same time Protects the Cost Entry file during posting of cost transactions Temporary file for billing and payment entries transactions entered directly in Job Cost File is purged each time such transactions are posted Protects the Billing Entry file during the posting of billing and payment transactions Temporary work file for activ
135. EMPLOYEE AREA QLBMNU TOTALS AREA QLB FORMAT SPECIFICATIONS QLBLST VERIFY QLB SAMPLE REPORT QLB Copy QLBCPY DELETE QLBCPY MAGNETIC MEDIA FORMATS Q 2 GENERAL Q RECORD FORMATS FORMAT SPECIFICATIONS VERIFY 5 Q SAMPLE REPORT 3 Copy 3 2 DELETE YEAR END ENTER W 2 INFORMATION AUXENT PRINT W 2 INFORMATION AUXLST PRINT W 2 FORMS AUXENT MAGNETIC W 2 FORMS MAGW2S 377 Passport Business Solutions MENU SELECTION HIERARCHY PRINT 1099 INFORMATION 2 PRINT 1099 FoRMS 2 MAGNETIC 1099 FORMS 2 CLOSE A YEAR 2 FIELDS CONTROL INFORMATION 1 UTILITY PURGE PAYROLL TRANS VDPPRG 2 ACTIONS PRE NOTE ACH FILE AND REPORT PRUNOT z 378 i Passport gt Business Solutions Point of Sale PRINT DRAWER WORK SHEET REPORT ____ 1 T mes 2 ___ mm 2 a HISREP BY SALES VOLUME HISVOL REBUILD HISTORY RBDSUM 2 379 2 2 2 2 2 5 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY REPORTS GENERAL 1 BACK ORDERS BY CUS TOMER SBOCUS 2 BACK ORDERS BY ITEM SBOITM 2 INVOICE HISTORY PSHSSC 2 OPEN TRANSACTION RMU REPORTS Est 4 TRANSACTION EDIT LIST PSEDIT 2 REPORTS PRICES 1 CONTRACT PR
136. EN Job Cost Control file Job Master file Job Master Change Log file Additional Description file Cost Cat egory file Job Detail file Cost MANUAL CHAPTER REFERENCE Control Infor mation Job Descrip tions Job Descrip tions Job Descrip tions Cost Cat egories Job Descrip tions INTERNAL FILE NAME PATH FINDER JCCTLF MSTFIL CNGMST DESCFL CATFIL DTLFIL One letter at each field either Y or N The default is N Press lt Enter gt at each field This displays as Skipped DESCRIPTION CONTENTS OF FILE Parameters defining your job cost structure Full definition and specification of eachjob Con tains the identifying description record for each job and one or more cost item records providing the component parts of each job Used to log changes or deletions made to the Job Master file Can be selectively purged after the Change Log is printed If you are not using the change log function per the Company file no data is put into this file Additional description you can enter for the job header records or job cost item records Master list of cost categories that areused on all your jobs Complete record of all cost and billing trans actions entered for jobs These transactions stay in the Job Detail file until you specifically request to save them in another file the Holding file or Inactive Job Detail file or purge them FILE NAME SHOWN ON SCR
137. EN ITEMS i Eo gt usiness Solutions PROGRAM NAME HIERARCHY BLLMNU BLLMNU BLLMNU BLLMNU BLLMNU BLLMNU BLLLST BLLMNU BLLMNU BLLCPY BLLCPY i SVCMN STFMNT WIPACM TBCLOS TCTMNT PRGCST LODWIP 389 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY LOAD ADVANCE BILLINGS LODADV SET CLIENT ACCOUNT BAL 390 Passport s Business Solutions COBOL Configuration File This chapter contains the following topics Introduction to the COBOL Configuration File esca T TT 391 Passport Business Solutions INTRODUCTION TO THE COBOL CONFIGURATION FILE The COBOL configuration file determines several key system values and they are read and applied when logging into Passport Business Solutions This file controls values for several standard COBOL settings and several PowerTools settings There are several COBOL configuration files in a PBS installation In Windows you have the cblconfi main file cblconfi fu for file utilities cblconfi in for initialization utilities cblconfi pbsp for the original popups and cblconfi pth for the pathfinder utility In UNIX and Linux you have cblconfi Thin client cblconfi pbsp Thin client original popups cblconfig character based and cblconfig pbsp character based with original popups These file are all located in the top l
138. ENTORY 2 PRINT WORK ORDERS 2 ISSUE WORK ORDERS 2 PRINT WORK 2 QUICK WORK ORDERS 2 COMPLETED WORK BEEN ORDERS EDIT LIST 2 CLOSE WORK ORDERS 2 ITEM LABELS 1 Lour LAYOUT LIST 2 LOCATION GRID 2 PHYSICAL COUNT DE 1 WORKSHEET 2 CREATE ADJUSTMENTS 2 362 s Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY MASTER INFORMATION _____ oi CONTROL INFORMATION CCTMNT 2 INVENTORY ACCOUNTS 2 COMMISSION CODES COMMNT 2 CATEGORIES 2 SUB CATEGORIES 2 UNITS ITEM SEQUENCE STATUS CODES COVERAGE TYPES WARRANTY PROGRAMS 2 CLOSE A PERIOD l UTILITY MERE 1 PURGE CONTRACT PRICES 2 PURGE HIS PURGE INACTIVE ITEMS 2 PURGE SALE PRICES 2 PURGE SERIAL NUMBERS 2 STATUS LOAD REQUESTS 2 STATUS LOAD LIST 2 STATUS LOAD 2 CoPY ITEMS 2 363 Passport Business Solutions Job Cost ee O eme ww Cosrs BY VEND EMP CUST VERING Cosrs BY JOB JTRINQ 364 5 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY REPORTS ITEMS FOR PAYMENT ELILST 2 BILLING AND PAYMENT EDIT LIST BLPENB 2 BILLINGS PAYMENTS BY CUST BPCRPT 2 BILLINGS PAYMENTS BY BPJRPT 2 JOB CATEGORIES CATLST 2 COMPLETION ESTIMATES EDIT LIST ACVENB 2 COST CATEGORY ANALYSIS CATANL 2 COSTING EDIT LIST COSTS BY JOB DISTRIBUTIONS TO G L INVENTORY 2 INSPECTION WORKSHEET 2 J
139. Ensure that the required information is on file before you attempt to use it 999 s in a field on a print out or on the screen Situation A number has exceeded its allowed maximum size Handling Enter the information as two or more smaller transactions instead of one large transaction If you feel that the field size is consistently too small to handle your transactions contact PSI support and request a system enhancement or customization Bad Command Or File Name A command was issued that cannot be executed Check your system manual for the correct command Beep Situation Occasionally you will hear a beep from your computer when you are entering information This indicates 1 you entered too many characters or 2 you entered information in an incorrect format For example you tried to enter letters where numbers should have been entered Handling Refer to your online help via F8 or the Passport User Manual for the maximum number of characters that can be entered and the required format Calculation overflow Situation An arithmetic calculation in the program has resulted in an answer that is too large for the field where it should be placed Handling Refer to the applicable chapter in the User Manual If necessary obtain technical software support Cannot Enter More Than Distributions Situation You are trying to enter more distributions than are allowed on the screen Handling Rearrange your distributions or break u
140. Enter gt at each field This displays as Skipped INTERNAL FILE NAME NAME AS SHOWN DESCRIPTION ON SCREEN PATHFINDER This file contains one rec ord for each unbilled serv ice for matters whose service billing terms are WIE fle WIEN by the hour and for each unbilled expense for matters whose expense bill ing terms are cost plus Contains the work in proc ess account number WIP accounts WIPACT description and comment file These accounts must also exist in the Valid G L Accounts File This file contains any addi WIP auxiliary WIPAUX tional description entered file for work in process items plus any notes 319 Passport 3 Business Solutions Work in process history 22 Busty WIPHIS information for posted Invoices Work in process billing MIR WIPHAF descriptions from posted invoices auxiliary file Field number to change Make any needed changes Press lt Enter gt to initialize the selected files Files not selected are not affected It is not required that any file be selected There will be a period of processing as the files are processed and then the program closes Select lt Esc gt to cancel 320 Passport s Business Solutions Help Access Main tenance This chapter contains the following topics 321 Passport Business Solutions INTRODUCTION TO HELP ACCESS MAINTENANCE Most fields in Passport Business Solutions have help T
141. HORIZED TO MAKE ANY MODIFICATIONS OR ADDITIONS TO THIS WARRANTY THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU SHOULD THE SOFTWARE PROVE DEFECTIVE YOU ASSUME THE ENTIRE COST OF ANY NECESSARY SERVICING REPAIR OR CORRECTION AND ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES INNO EVENT WILL PASSPORT ITS PROGRAMMING LANGUAGE SUPPLIERS AND OTHER VENDORS DISTRIBUTORS OR DEALERS PASSPORT PART NERS BE LIABLE FOR ANY DAMAGES INCLUDING LOSS OF LOSS OF PROFITS OR DIRECT OR INDIRECT INCIDENTAL SPECIAL OR CON SEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE SOFTWARE EVEN IF THEY HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES OR LIABILITY FOR INCIDENTAL OR CON SEQUENTIAL DAMAGES SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU THE FOREGOING RESTRICTIONS DISCLAIMERS AND LIMITATIONS SHALL APPLY AND REMAIN IN FORCE EVEN IN THE EVENT OF A BREACH BY PASSPORT HEREUNDER OF A CONDITION OR FUNDAMENTAL TERM HEREUNDER OR IN THE EVENT OF A BREACH WHICH CONSTITUTES A FUN DAMENTAL BREACH 5 General Terms and Conditions Nothingcontained in this Agreement shall be deemed to constitute either party as the agent or representative of the other party or both par ties as joint venturers or partners for any purpose Licensee s supplier of the Software referred to herein as Partner is an inde pendent contractor in r
142. ICES CNTRLS 2 SPECIAL SALE PRICES SSPRCL 2 REPORTS SETUP STORES REGISTERS TAX CODES 2 PAYMENT CODES 2 REPORTS MASTER 1 ALIAS ITEMS BY ALIAS 2 ALIAS ITEMS BY ITEM SVC 2 CUSTOMER RESTRICTIONS 2 SHIP TO ADDRESSES 2 SETUP INFORMATION 1 CONTROL INFORMATION 2 REGISTERS 2 380 Passport Business Solutions MENU SELECTION HIERARCHY TAX CODES 2 PAYMENT CODES 2 MASTER INFORMATION 1 ALIAS ITEMS 2 CUSTOMER RESTRICTIONS 2 SHIP TO ADDRESSES 2 UTILITY PURGE CONTRACT PRICING CNTRPG 2 PURGE SPECIAL SALE PRICES SSPRCP 2 PURGE QUOTES PSQPRG 2 i Passport gt Business Solutions Sales Analysis CUSTOMER COMPARATIVES LOAD CUSTOMER COM PARATIVES SOLOAD ENTER CUSTOMER COM PARATIVES CGEMNT 382 5 Passport Business Solutions ea MONTHLY EXISTING 2 MONTHLY NEW 2 QUARTERLY EXISTING 2 QUARTERLY NEW 2 YEARLY EXISTING 2 YEARLY NEW 2 ITEM COMPARATIVES NENNEN 1 LOAD ITEM COMPARATIVES 2 cea MONTHLY EXISTING 2 MONTHLY NEW 2 QUARTERLY EXISTING 2 QUARTERLY NEW 2 YEARLY EXISTING 2 YEARLY NEW 2 CUSTOMER REPORTS 1 CUSTOMER EXISTING CUSTMRI 2 CUSTOMER NEW CUSTMR 2 ING CUSVOLI 2 CUSTOMER SALES VOLUME NEW CUSVOL 2 CUSTOMER TYPE EXISTING CUSTYPI 2 CUSTOMER TYPE NEW CUSTYP 2 CUST SALES VOLUME EXIST 383 5 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY CUSTS FOR
143. IL POMSGS VENKEY RCSTXF PONOTF POFRMF 300 DESCRIPTION For receiving transactions When you receive items they are entered into this file and are cleared when posted to the permanent files Used to protect the Receiving Transaction File Contains the receivings information after it has been posted Receivings records remain on file until purged by the user Contains the adjustments to prices entered for items received When these adjustments are posted as the new prices this file is cleared Used for multi user systems and prevents users from doing incompatible actions while proc essing price adjustments Contains release transactions that have been entered for blanket purchase orders Used to protect the Release Transaction File Contains issued purchase order numbers prior to processing Contains messages entered for Purchase Orders Holds search receiving transactions Holds serial receiving transactions Holds notes entered for Purchase Orders Contains user defined forms templates Passport Business Solutions Field number to change Make any needed changes Press lt Enter gt to initialize the selected files Files not selected are not affected It is not required that any file be selected There will be a period of processing as the files are processed and then the program closes Select lt Esc gt to cancel 301 Passport Business Solutions PAYROLL To Ini
144. If the size of the main and sub account segments including the separator 15 16 17 characters no room remains for a cost center and this field displays as 0 and may not be changed A value of 0 indicates that you do not use cost centers The remaining fields on the screen cannot be entered Enter 0 1 or 2 for the number of cost center segments Format 9 Example Type 0 Separation character If you have entered 0 in the preceding field this field cannot be entered Enter a character to separate the cost center from the main account number Valid Separator Characters Allowable values are shown in the following table wep DESCRIPTION 7200 DESCRIPTION La ee WI Right bracket x j 96 Passport Business C HARACTER DESCRIPTION DESCRIPTION mark Equal sign Right bracket Circumflex Accent grave Pipeline sign wie ECT Jo eme One punctuation character chosen from the list above The default is a dash Example N A Period Underscore Double quote Asterisk Hyphen Format Cost center If you use two segments in your cost center the default names are Division and Department respectively These are abbreviated Div and Dept If you use only one segment its default name is Department Segment name Wherever the first segment of the cost center 1s referenced in screen prompts captions and error mess
145. It is the permanent G L file 19 Gen ledger lock file TRXLCKXx This file is used to protect the General Ledger Transaction file 20 Fin stmnt layout file LAYOUTXX The Financial Statement Layout file contains the instructions that determine the appearance of each financial statement 21 Fin stmnt specs file FSSPECXX The Financial Statement Specification file contains one record for each statement to be printed 282 Passport Business Solutions 22 Fin stmnt passing file FSPASSXX This file is used to carry control information for statement printing 23 Fin stmnt text file TXTFILXX The Finish Statement Text file contains text that is to be printed on financial statements 24 Fin stmnt BSNI file GLBSNIXX The Financial Statement BSNI file contains the calculated balance sheet net income data 25 Fin stmnt work file FSWORKXX This is a temporary work file used to produce financial statements 26 Fin data col layout file LAYCOLXX The Financial Data Column Layout file contains the instructions that determine how the transaction file data is extracted 27 SAF layout file SAFLOF XX This is a work file used in automatically generating standard financial statement layouts for the source and application of funds reports 28 Proforma account file The Proforma Account file contains the data records which will allow you to use a standardized balance sheet and operating s
146. LAYOUTS 2 FINANCIAL STATEMENTS 1 1 ENTER SPECIFICATIONS 2 CLEAR SELECTIONS 2 GENERALIZED SELECTION 2 PRINT SPECIFICATIONS LIST FSSLST 2 356 FINANCIAL STATEMENT LAY 5 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY PRINT FINANCIAL STATE MENTS STMNTS CLOSE FISCAL YEAR 2 PRINT CLOSING REPORT YREND 2 POST CLOSING ENTRIES YREND SPREADSHEET EXTRACT EXTCSV 2 CALCULATE LOAN PAY MENTS CALAMO 2 RECALCULATE ACCOUNTS RECALC 2 SUMMARIZE GENERAL LEDGER COMPRS 2 COPY CHART OF ACCOUNTS SETUP SET UP VALID G L ACCOUNTS SETUP SET UP CHART OF ACCOUNTS SETUP ADD SUB ACCNT CST CNTR SETUP REMOVE SUB ACCNT CST CNTR SETUP DEFINE oe CHT OF 2 SET BEGINNING BALANCES 2 REPORTS LISTS 1 BUDGETS CHANGE LOG BUDGET TYPES COMPARATIVES COMPARATIVES CHANGE CMPRVLO LOG CHART OF ACCOUNTS COALST 2 1 2 1 2 2 2 2 2 NN ME LR NEN 3 NN a MCN 357 Passport i Business Solutions maA MENU SELECTION PROGRAM NAME HIERARCHY CHART OF ACCOUNTS CHANGE LOG SUB CST CNTR GROUPS GREE TEXTS TXTLST MASTER INFORMATION ACCOUNTING PERIODS BUDGET TYPES CONTROL INFORMATION SUB CST CNTR GROUPS COMPANY CONSOLIDATION ENTER MEMBER COMPANIES PRINT MEMBER COMPANIES LINK ACCOUNTS AUTO MATICALLY GENERATE CONSOLIDATED CHART CHART VERIFY CONSO
147. LIDATION SETUP CONSOLIDATE ENTRIES 1 5 S J 358 Passport Business Solutions Inventory Control www c7 ww 359 5 Passport 3 Business Solutions MENU SELECTION HIERARCHY ITEMS BY ITEM OR DESC NUMITM 2 LABEL LAYOUTS 2 LOT NUMBERS 2 WORK PRICE LIST 2 PURCHASING ADVICE 2 STATUS BY ITEM 2 STATUS DESCRIP 2 STOCK STATUS 2 USAGE REPORT 2 VALUATION REPORT 2 VALUATION BY DATE 2 REPORTS KITS 1 KITS PRICE COST 2 COMPLETED W O EDIT 2 LIST 2 WORK ORDER EDIT LIST 2 WORK ORDER HISTORY 2 REPORTS SERIAL sss 1 SERIAL NUMBER EDIT LIST 2 SERIAL NUMBERS BY CUS TOMER ICSRCP 2 SERIAL NUMBERS BY ITEM ICSRIP 2 360 5 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY SERIAL NUMBERS BY VEN SERIAL NUMBERS ON LOAN ICSRLP FLOORING REPORT ICFLRP 2 LOANS ic eng BY CUS 2 LOANS RENTALS BY ITEM 2 REPORTS MASTER INFO 1 CATEGORIES 2 COMMISSION CODES 2 COVERAGE TYPES 2 INVENTORY ACCOUNTS 2 ITEM SEQUENCE 2 PRICE CODES 2 STATUS CODES 2 WARRANTY PROGRAMS 2 PRICE LIST 2 ITEM PRICES 2 SALE PRICES 2 COoNTRACT PRICES 2 GROUP PRICE CHANGES 2 5 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY WORK ORDERS WKOENT 2 EDIT LIST 2 INV
148. N OF A R SHIP TO S TO POS The Point of Sale module does not share the same A R ship to deliver to file that A R invoicing and Order Entry uses Point of Sale has a separate ship to file If you are converting to using Point of Sale or you have a need to move ship to information from A R ship to s deliver to to the Point of Sale Ship to file we have a utility that makes this conversion easy Also this utility will allow you to run the conversion multiple times appending existing ship to information in POS There are fewer fields in the Point of Sale Ship to file than exist in the A R ship to Therefore some of the data is lost during the conversion These fields include the Tax exempt no Ship zone Contacts Phone numbers and E mail addresses The Point of Sale Ship to file does not require these fields so losing this data will have no effect The conversion process includes exporting the A R Deliver to file and then running the POS data conversion utility These steps are outlined in the next two sections of this appendix 447 Passport Business Solutions EXPORTING THE A R DATA This section describes the export of the A R Ship to deliver to file To use the PBS file utilities you must be a PBS administrator There is a batch and script that you may run From a command prompt type arutil Or in Windows if the administration menu has been installed on your workstation you can select Start gt Programs gt Pass
149. NTROL INFORMATION 2 UTILITY 1 373 Passport Business Solutions MENU SELECTION HIERARCHY CLOSE CLSPOS 2 PURGE P O s POPURG 2 CoPY VENDOR ITEMS 2 DELETE VENDOR ITEMS 2 LOAD VENDOR 2 LOAD ITEMS 2 SET VENDOR IN 1 ITEMS 2 374 Passport Business Solutions Payroll mee SELECT INDIVIDUAL EMPLOYEE EMPLOYER EMPLOYEE CHANGE LOG EMPLOG 375 5 Passport 3 Business Solutions MENU SELECTION HIERARCHY EMPLOYEES BY EMPLOYEE 2 EMPLOYEES BY EMPLOYEE 2 EMPLOYEE PAYROLL HIS 2 EXTENDED FIELD DEF INITIONS 2 MEALS EXPENSE MLSRPT 2 MULTI CITY AND MULTI STATE INF UNION DEDUCTIONS WORKERS COMPENSATION 401 K CONTRIBUTIONS REPORTS GENERAL ANNUAL REPORTS MAG KMA MEDIA Le 2 DEDUCTIONS EARNINGS DEDLST 2 IST MAGNETIC MEDIA REPORT MAGPRT 2 LIST QTD YTD TIME WORKED BY CITY i QTD YTD TIME WORKED BY STATE 3 QUARTERLY PAYROLL QLBPMN 2 QUARTERLY REPORTS KMA MAG MEDIA 16 TAX TABLES 2 YEAR END PAYROLL 2 941 PREP REPORT 2 DEDUCTIONS EARNINGS 1 peu 376 5 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY TAX TABLES TAXMNT 1 QUARTERLY REPORT FOR MATS LOCATION GRID QLBGRD LAYOUT WORKSHEET QLBLWS GENERAL APPEARANCE QLBMNU i HEADER AREA QLB
150. Name Modify Delete 30 Passport Business Solutions Service Information You must use a port number on your server In TCP IP a port is the end point to the logical physical connection On the Windows 2000 Windows 2003 Windows 2008 server there must be a service The service is installed and started with the PBS Thin Client server installation To access the setup click on the Services tab Alias Setup The Alias is where the connection is defined between Thin client AcuConnect and PBS The Alias information is pre configured per the AcuConnect host server installation This setup provides the configuration so that the client installations find the PBS server installation Normally you will not have to alter these Alias settings If you want to access PBS ina different directory you can alter the path here If you do enter a new path the AcuConnect files must be in the etc directory in order for it to run properly x Access Config Alias into Services Alias File Alias properties When you select Open you will see a some files in the etc directory You must select acurcl ini The default alias is pbsnoargs The noargs part of the name is short for no arguments Arguments are startup parameters like font name size and other characteristics These are all included in the short cut on the Thin Client workstation hence no arguments are used here If you
151. Number Lists Changing Files to New Structure Restrictions Warnings and Ambiguities 158 Passport Business Solutions INTRODUCTION TO REFORMATTING ACCOUNT NUMBERS Reformatting General Ledger account numbers enables you to change the number size and type of segments in your account numbers and to rearrange the contents of the account number character by character You can do this for all accounts at once or for a range you might even want to do it for a single account number erroneously assigned You can use this feature to change the contents of account numbers without necessarily changing the format of the account number accounts in all files are changed so that no historical information is lost by doing this This includes files described as inactive It does not of course include backup files or exported files WARNING The reformat account number function does not include Point of Sale files or any files from the manufacturing modules This is because they can only be used with the main and sub account structure only This feature can only be used and only appears on the menu if you have previously authorized it in Company information If you have not done so skip this chapter Reformatting Account Number Functions Potential uses of this feature include but are not limited to the following Transferrin
152. OB CHANGE LOG 2 JOB CLOSING 2 JOB STATUS 2 JOB SUMMARY 2 LABOR ANALYSIS 2 PAYABLES BY JOB PAYABLES BY VENDOR PAYROLL BY EMPLOYEE PAYROLL BY JOB PERFORMANCE 2 PROFITABILITY 2 365 5 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY CLOSE A PERIOD JPCLOS 1 INACTIVE JOBS tt VIEW COSTS BY VEND EMP CUST VERING 2 VIEW COSTS BY JOB JTRINQ 2 VIEW JOBS JOBINQ 2 A P ITEMS FOR PMT REPORT ELILST 2 BiLLINGS PMTS BY CUST 2 BILLINGS PMTS BY JOB 2 5 5 BY JOB REPORT INVENTORY REPORT JOB CLOSING REPORT JOB STATUS REPORT 2 JOB SUMMARY REPORT 2 LABOR ANALYSIS REPORT 2 PAYABLES BY JOB REPORT TRXMNU PAYABLES BY VENDOR REPORT TRXMNU PAYROLL BY EMPLOYEE TRXMNU Brace PERFORMANCE REPORT 2 PROFITABILITY REPORT 2 CONTROL INFORMATION 1 CATEGORIES 1 UTILITY 1 CLOSE YEAR 2 2 2 2 E PAYROLL EMPLOYEE W 366 Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY CLOSE OR RE OPEN JOBS CLSOPN 2 GET COSTS JCINTF 2 PURGE SAVE RESTORE DETAIL PSRDTL 2 PuRGE SAVE RESTORE JOBS PSRJOB 2 VIEW SAVED DETAIL JTRINQ 2 367 i Passport gt Business Solutions Order Entry BACK ORDERS BY CUS BACK ORDERS BY ITEM FILL BACK ORDERS FILL BACK ORDERS FORM BOFORM PICKING TICKETS PIKTIK owe mae
153. OSE A YEAR 2 BRIEF 1099 REPORT 2 FuLL 1099 REPORT 2 PRINT 1099 FORMS 2 MAGNETIC 1099 FORMS 2 CLOSE YEAR FOR 1099 s 2 CLOSE A PERIOD l MASTER INFORMATION w 1 CONTROL INFORMATION PURCHASING ADDRESSES A P ACCOUNTS APFRMM UTILITY PURGE TEMPORARY VEN PRGTMP 2 DORS PURGE VENDOR HISTORY VHSENC 2 Venoor ases 5 vENDOR VENDORS BY VENDOR NAME ust View VENDOR INVOICES w a Cioseavean a Brier 1099 Report Fur 1099 Lx 1099 FORMS a MAGNETIC 1099 rorms Cost vear 1099 _ MASTER INFORMATION za CONTROL INFORMATION PURCHASING ADDRESSES A P accounts Puree VENDOR HISTORY Oo 344 Passport gt Business Solutions mA Accounts Receivable owas ee _____ CHARGES 345 um 2 s Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY POST RECURRING SALES ENTER EDIT LIST SELECT FOR USE S S SELECTION LIST USE SELECTED FINANCE CHARGES 1 CALCULATE 2 EDIT LIST 2 OPEN ITEMS s CALCULATE PAST DUE MANPSTD 2 AMOUNT r 2 CUSTOMERS 2 INVOICE HISTORY 2 RECURRING BILLS 2 STANDARD BILLS 2 REPORTS CUSTOMER 1 STA
154. PBS Administration Passport Business Solutions Accounting and Business Software Version 12 0 March 2011 Passport Business Solutions Passport Software Inc 181 Waukegan Road Suite 200 Northfield Illinois 60093 847 729 7900 FAX 847 729 7909 www pass port com Passport Business Solutions Accounting and Business Software Copyright Passport Software Inc 2011 All Rights Reserved PROPRIETARY RIGHTS NOTICE No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage or retrieval system without the permission in writing from Passport Software Inc Passport Software Inc Passport or PSI have taken reasonable preventive measures to ensure accu racy of the information contained in this manual However Passport makes no warranties or representations with respect to the information contained herein and Passport shall not be held liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual AcuCorp is a trademark of AcuCorp Inc All rights reserved All other tradenames and logos are trademarks of their respective companies iii ATTENTION ONLY LICENSEES CURRENTLY ENROLLED IN THE PASSPORT UPDATE PROGRAM PUP ARE PERMITTED TO INSTALL AND USE SUBJECT TO THE TERMS
155. POP 5 EL CTRL The default setting when PBS is installed is Line You have the option of the initial focus being the first line the sort by field the search by field or an auto function The auto function will bring the cursor to the first line if you have less than or exactly enough lines to fit in the Win field dow If there are more lines than will fit the focus goes to the search by The following is the cursor focus section from the cblconfi file LOOKUP FOCUS Lookup focus options include LINE First line INDEX AUTO Sort by SEARCH Search field Depends on number of records SET SEL CTRL LINE Only the first letter of each choice is the indicator of the type 225 Passport Business T LU E LU LESS Backing Up Data Files This chapter contains the following topics 226 Passport Business Solutions INTRODUCTION TO BACKUP This chapter provides an overview and introduction to the importance of system backups of both programs and data To make a backup 15 to make a copy duplicate of all your data directories subdirectories Individual files etc to disk tape external drive or other backup media These are then normally stored off of your computer system main drive Backing up data and programs is one of the most important system procedures that you must perform and should be done regularly Backups are your insura
156. SCMT 2 tion comments that were entered tory file during transaction processing and have been posted Header histor This file contains one record of his SHSHDR torical bill to ship to information file for each posted transaction This file contains historical line SHSLIN item information for posted trans actions Pavmient bis This file contains historical pay dass SHSPAY ment information of posted trans tory file actions Special sale SPCSAL This file stores special sale prices price file that apply to specific items or serv 310 11 2 14 15 Line item his tory file N N N Passport Business Solutions ices and for entire categories of items for a specific period of time 25 Store file STORFI This file contains information spe cific to the operation of each store This file contains information spe 26 User file USERFI cific to users of the Point of Sale module 27 Serial trans PSTKFX This file contains the serial and lot action file number transaction information Seria histor This file contains the serial and lot file y SHSSER number transaction history infor mation Layaway com This file stores line item and trans ments history LWYCMT action comments for canceled or file forfeited layaway transactions Layaway This file stores header Information header history LWYHDR for canceled or forfeited layaway file transactions Lava
157. SIZE Passport Business Solutions s TATUS required required required optional required optional required required FIELD NAME Check digit Receiving bank account Amount Individual ID Infor mation Individual name Optional data field Addenda record Trace number Record Type 8 Batch Control The following is the technical information for the record 8 ACH fields P OSITION 01 SIZE s TATUS required required FIELD NAME Record type Service class code 455 DATA ORIGIN Included from Field 3 above If P R Employee bank account number from employee direct deposit file includes check digit If AP Vendor bank account number from the Vendor file Amount to pay from the Open or Time transaction file P R Employee number A P Vendor number P R Employee name A P Vendor name Not used Program always 0 No addenda is used This is a constructed number that consists of record 5 field 12 bank routing number the sequential number DATA ORIGIN Always 8 Always 200 DR amp CR Passport Business Solutions P OSITION FIELD NAME DATA ORIGIN Calculated It is the number of required Entry count detail records in this batch Add 1 for every detail record 6 Calculated Sum of record 6 required Entry hash field 3 receiving bank ID number excludes check digit required Total DR amount Sum of
158. Suppress spaces field described above Format Check box where checked is yes and unchecked is no 98 Passport Business Solutions Example In this example the field is Not available because you have entered Allow number only for Alphanumeric Segment name Wherever the second segment of the cost center is referenced in screen prompts captions and error messages as well as in report headings and legends the name you assign here will be used Enter name for this segment or press F1 for Department Format 15 characters In this example this line of the screen cannot be entered Example because you have chosen single segment cost center Short name The name which you assign here will appear as an abbreviation of the full name entered above whenever required by space limitations Enter an abbreviation of this segment s name or press F1 for Dept Format 10 characters Example N A Size Enter the size of this segment The minimum is 1 The maximum can not exceed 8 After determining the sizes already used for main account sub account and cost center 1 the system calculates the maximum available to you and displays the size you may choose Format 9 Example N A Alphanumeric This field has the same meaning as for the main account number Alphanumeric field described above Drop down list box with the choices Allow letters and numbers or Allow numbers only Example N A Format Examp
159. T 2 Module to copy You may select Individual modules or use the option Options lt F1 gt For modules 70 Passport Business Solutions Format Up to two characters Example Select lt F1 gt for All 3 Overwrite records The user selected may already have BreakOut records on file Select Y to overwrite the existing BreakOut records for the user selected or N to merge with existing records Format Y for yes or N for No Example Select Y Field number to change Select lt Enter gt to save your entry or select lt Esc gt to not save 71 Passport Business Solutions PBS Menus This chapter contains the following topics Introduction to PBS Menus ERR Creating Custom Menus 72 Passport Business Solutions INTRODUCTION TO PBS MENUS In Passport Business Solutions system security is established by creating a record for each author ized user and assigning one or more menu selections defined as a custom menu to each user Each user will have access to only the Passport Business Solutions menu selections that are included in the user s assigned menu This user s access to the assigned menu is secured with a password Passwords are unique in the Passport Business Solutions system and may not be shared except under strict control of the system administrator and e
160. TBVOID This file contains one record for invoice file each voided invoice Field number to change This file is used to protect the time amp expense files during posting Make any needed changes or select the lt Esc gt key to cancel Press lt Enter gt from a blank Field number to change to proceed to the next screen Continue to answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file The cursor will move through each field in turn and you will be able to correct any errors from Field number to change You may also use the options 318 Passport Business Solutions Options To set all fields to Y After the first use of this lt F1 gt option this key functions as a toggle alternating between setting all fields to Y and to N To initialize all files marked Yes without wait lt F2 gt ing to reach Field number to change You will be asked to confirm that you want to do this 1 To return to the first field on the screen if not there already 2 If already at the first field or at Field number to change to return to the pre vlous screen This 15 not the same as lt Esc gt since all your settings on the second screen are pre served To proceed to the last field on the screen if not PeDn there already Format One letter at each field either Y or N The default is N Example Press lt
161. TD Purchases 214 Passport Business Solutions 10 Row Position This field only applies when the Lookups are running in Character Mode in Windows a separate window is opened so this does not apply Enter the row offset of the Lookup window box This is the number of lines skipped from the top of the screen to display the lookup window box The value is numeric that can be between 0 and 21 giving the number of rows down that the window box will be drawn Format 2 numeric Example 05 11 Column Position This field only applies when the Lookups are running in Character Mode In Windows Mode the width is automatically calculated so this field does not apply Enter the column position of the Lookup window box This is the number of columns from the left where you want the lookup window box to be displayed The maximum width of a column is 78 The value is a numeric and can be between 2and 77 giving the number of columns across that the window box will be drawn Format 2 numeric Example 02 12 Line Size Enter the Lookup window width that will display on the screen The maximum size is 78 This numeric value should be between 3 and 78 giving the width of the window box Format 2 numeric Example 02 Note The total value of Column Position and Line Size cannot exceed 80 13 Auto Size Scr Enter the Auto Size Screen flag This field is used to determine if you want to automatically size the lookup The value Y will au
162. TEMENTS 2 BY CUSTOMER 2 CUSTOMER NAME 2 346 5 Passport Business Solutions MENU SELECTION HIERARCHY CHANGE LOG 2 CUSTOMER HISTORY 2 CUSTOMER LABELS 2 REPORTS GENERAL 1 ACCOUNTS ARACTL 2 CASH HISTORY 2 CASH PROJECTION 2 COLLECTIONS 2 COMMISSIONS DUE 2 DISTRIBUTIONS TO G L 2 FULLY PAID OPEN ITEMS 2 GOODS AND SERVICES 2 INVOICE HISTORY 2 INVOICE PTR CTL STATIONS 2 OPEN ITEMS 2 SALES JOURNAL 2 SALES REPS 2 SALES TAX DUE EDIT LIST 2 SALES TAX ADDRESSES 2 STANDARD BILLS 2 STATEMENT PTR CTL STA TIONS PCTLLI 2 TAX CODES TCDLST 2 TERMS TRMLST 2 347 5 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY DEPOSITS PREPARE DEPOSITS DEPOSIT SLIPS DEPOSIT SUMMARY VIEW CUSTOMER HISTORY CUSTOMER HISTORY BY DATE CUSTOMER HISTORY BY DOC MASTER INFORMATION 5 ACCOUNTS BANK ACCOUNTS CONTROL INFORMATION RCTMNT GOODS AND SERVICES GSVMNT INVOICE PTR CTL STATIONS IVSTAM N 5 SALES REPS SHIP TO ADDRESSES DLVMNT VIAMNT STATEMENT PTR CTL STA TIONS PCTLMN TAX CODES TCDMNT TERMS TRMMNT INVOICE FORMATS GENERAL APPEARANCE HEADER AREA LINE ITEM AREA TOTALS AREA VERIFY jus ELT _ T Derose summae _ NT UM rss roms em 2 oops ano seers 2 _ morem mec 2 _ s
163. TS CLIENT 1 CLIENT 2 CLIENT NAME 2 CHANGE LOG 2 CLIENT HISTORY REPORT 2 REPORTS GENERAL 627 1 ADVANCE BILLINGS LIST 2 AGING REPORT 2 BILLING EDIT LIST 2 COMBINED AGING REPORT 2 CURRENT MATTERS 2 INVOICE HISTORY REPORT 2 MATTER NEXT ACTION REPORT MATNXT 2 SERVICE EXPENSE HIS TORY SEHRPT 2 STAFF HISTORY REPORT SSERPT 2 TIME ACCOUNTING REPORT TMARPT 2 TIME AND EXPENSES EDIT LIST LCKTME 2 UNBILLED WIP LIST UNBLST 2 VOoIDED INVOICES EDIT LIST LCKVIN 2 SELECTION WORK SHEET WIPWST 2 REPORTS MASTER INFOR l MATION 387 5 Passport 3 Business Solutions ACTIONS 2 eae CLIENT RATES BY CLIENT 2 CLIENT RATES BY STAFF 2 PARTNERS PARLST 2 PRINTER CONTROL LIST 2 STAFF BY NUMSTF 2 STAFF BY NAME 2 WIP ACCOUNTS 2 REPORTS PRODUCTIVITY 1 CLIENT ANALYSIS 2 SERVICE ANALYSIS STAFF ANALYSIS 2 PROFITABILITY INVOICE FORMATS 1 LOCATION GRID 2 LAYOUT WORKSHEET 2 GENERAL APPEARANCE 2 HEADER AREA FIRST PAGE 2 388 MENU SELECTION FIRST PAGE HEADER AREA HEADER AREA ADDITIONAL PAGES LINE ITEM AREA FOOTER AREA FIRST PAGE FIRST PAGE FOOTER AREA FOOTER AREA ADDITIONAL PAGES FORMAT SPECIFICATIONS VERIFY SAMPLE INVOICE Copy DELETE MASTER INFORMATION ACTIONS ADVANCE BILLING ACCOUNTS CLIENT RATES PARTNERS STAFF WIP ACCOUNTS CLOSE A PERIOD CONTROL INFORMATION UTILITY PURCH COST HISTORY LOAD WIP OP
164. TURING PDFFIL OEINVOICES PDFFIL PSIPOS PDFFIL PURCHASEORDERS PDFFIL STATEMENTS The alignments associated with each form are stored in the PDFFIL ALIGNMENT directory The GENERAL and APREMIT directories are not currently active Files that have been written to these directories can be viewed and emailed from the CTL menu selection PDF form file processing See the PBS System documentation for additional help To set up emailing PDF documents see the Email Configuration appendix When using PDFP to print forms the Adobe Reader will erroneously open on the Windows 2000 XP or Vista workstation task bar It will have to be Note closed following the print job This occurs on Windows 2000 XP and Vista but not on Windows 98 This is an issue with Acrobat Reader and PSI cannot fix this Do not use PDF and PDFP on the same Company Information field When on Vista use Version 8 x or greater of Acrobat Reader Device name A device name is a logical association to a piece of computer hardware When you first installed the PBS software the installation procedure supplied a device name for the first printer field The setups for UNIX Linux printing vs the Windows printing is different UNIX or Linux printing For Linux or SCO Open Server UNIX systems the default Device name is installed as dev lp0 In some cases an asterisk will display next to the Device name field This is needed 104 Passport Business Solutions f
165. To change the port number and try the connection again Enter Select to print the error report Make changes as needed and test the connection again Some of the possible reasons why a connection failed are connection to the Internet is not available The required port number is different than what you entered Email is not setup or active on your workstation For user you are logged in as the email address is not valid on the workstation You are attempting to connect via an email method other than SMTP PBS cannot be con figured for webmail providers such as aol hotmail or gmail 123 Passport Business Solutions See the Emailing Errors section of the Email Configuration appendix for a list of possible WinSOCK and Marshall Software error codes Marshall Software is a third party product that PBS uses to send emails 124 Passport Business Solutions More On PBS Printing This chapter contains the following topics Special Forms and Laser Printers Printing Types ues res acad ts Doa eed EN RU Windows Printer and PDF Forms List PDF INI Files i 381 TORRE uuu usu Aligning FOrMS iE enei Printing a Linux or UNIX Environment Device name Field Windows Printing Controls
166. UXF TBCTLF TBHDRF TBINVC TBLINF TBOBJ TBRPTB TBVOID T C technical notes local printer for UNIX and Linux terminal emulation software defined terminal defined terms defined text defined thin client defined installation and configuration PBS startup installation recommended platforms service start on a Windows server supported server operating systems 291 303 442 318 317 317 316 317 38 317 318 442 316 152 443 442 443 443 443 27 50 11 33 27 UNIX Linux Server installation 33 UNIX Linux service start 34 UNIX Linux service stop 34 Windows 2000 2003 installation 28 Thin client UNIX Linux printers 150 third tab account setup 91 this order is currently being added 334 this selection is not allowed for your sys 334 tem this selection not allowed with inactive 335 files throughput defined 443 TIMDIS 304 time and billing files initialze 314 TIMLCK 304 TIMTRX 304 TMNOTF 317 TMPITM 289 too long enter In format 335 too many duplicates cannot proceed 335 top level directory files in 192 top level program and data files using 192 total percentage can t be more than 335 100 TPRCTL 276 transaction file defined 443 transaction must be entered through 329 other Passport module 27 transaction defined tray selecting a printer trial balance defined TRXDIS TRXFIL TRXLCK TRXMEM TXOPEN TXTFIL types of backup other printers types specia
167. Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped 308 Passport Business Solutions The following table lists all the entries on the screen and provides a description of each file The internal name of the file is given this is useful when relating the file name to several features described earlier this manual pathfinder file utilities FILE NAME AS INTERNAL NAME SHOWN ON PATHFINDER SCREEN This file contains parameters that P S control fille PSCTLF define the basic operation of your Point of Sale module This file contains alias item Alias items file ALIITM numbers that refer to items and P S services f Credit card file CCRDFI Customer credit card information 15 contained in this file This file maintains special pricing for specific customers Special pric ing can be offered certain ing file item or service or an entire cat egory of items or services Customer Customer payment restrictions are 2 maintained in this file When drawers are opened they are Drawer file DRWFIL added to this file During posting closed drawers are removed from this file This file contains all price or credit overrides that are done during trans T Sir als action processing This information 15 moved to history during posting Line item and transaction com Trx line POSCMT ments that are entered dur
168. You have entered non alphabetic characters in a field that accepts only letters Handling Enter only alphabetic letters A through Z Entry must be numeric Situation You have entered non numeric characters in a field which accepts only numbers Handling Enter only numeric characters only 0 through 9 a decimal point and a minus sign are allowed commas are not allowed Entry must be positive Situation You have entered a negative number in a field which accepts only positive numbers Handling Enter a positive number FILE ERROR 30 Situation This is usually a hardware error however this error could be as simple as bad disk Handling Retry the operation If you receive the error message again obtain technical hardware support If your hardware is functioning correctly and you still receive this error obtain technical software support FILE ERROR xx Situation This is usually a hardware or operating environment error Handling Retry the operation you were doing If the error message persists obtain technical hardware support If your hardware checks out OK and you still get this error obtain technical software support Many of the errors 30 xx you may encounter will require System Administration help If a kernel parameter needs changing consult your system administrator The following lists some of the conditions that can cause an error 30 xx 329 Passport Business Solutions 2 No such file or directory
169. You may run Passport Business Solutions on Windows 2000 2003 2008 Servers Novell Netware versions 4 1 and higher with Windows workstations will also support Passport Business Solutions General Information You must have either a PBS Version 12 0 compact disk or a download of the PBS Version 12 installation and a license file RW LIC The license file will be with your PBS shipment on a separate compact disk or sent via email No matter how you received it you must copy the license file to a temporary directory before you start the installation The installation procedure follows similar steps whether you are installing Passport Business Solutions software modules for the first time adding additional modules to an existing installation or increasing the number of users Adding a Module or Increasing the Number of PBS Users You will need a new RW LIC file to add on a module or increase the number of users that are allowed in the PBS software Contact your PBS provider for this or call 800 969 7900 Once 15 Passport Business Solutions ordered you will receive the new license via compact disk or email The steps to increase the number of users or add on a module are 0 Copy the new license file to a temporary directory 1 Install PBS accessing the new RW LIC license into a new directory Run the EZ Convert utilities to upgrade your version 12 data Select EZConvert to download the PDF documentation 2 Re install up
170. a digit is 0 through 9 and A through F Some printer manuals show only escape codes or control codes etc and not the equivalent hexadecimal codes In these cases convert the codes to their equivalent hexadecimal codes Although there is room for 60 characters most printers use much shorter codes Enter the following printer codes Compress on Compression mode should be about 15 to 17 characters per inch if your printer has several compression modes use the one that comes closest to this Format 60 hexadecimal characters in pairs In this example the screen does not appear because you are Example using a printer recognized by the system Compress off Normal printing is considered to be 10 to 12 characters per inch Normal codes are sent to the printer to return it to normal sized font This is needed so that special forms such as checks can be printed at full width 113 Passport Business Solutions A 60 hexadecimal characters in pairs with spaces between them Example NA Format If this is a laser printer then go to the Laser control codes section Character Mode After completing the screen had you selected other for the printer type you are asked Any change Make any needed changes After you answer N to Any change you are asked 15 this a laser printer This is because laser printers require additional control codes If you answer Y a window displays for entering laser cont
171. a new company a small number of data files may not verify This occurs because some data files are not created by the initialization procedure but are created as you begin processing information for the new company The verification process creates a line sequential log file which lists the following information All program files Data files and their associated paths result of the verification for each data file The name of this log file is XXyyPATH LOG where XX is the application ID and yy is the company ID The log file can be useful beyond just checking the results of a verification Given that the file contains the formatted path name for each program and data file it can be modified for use as a batch file which might copy or otherwise process those program and data files When the verification is complete an error count displays along with the name of the log file To return to the first Pathfinder screen press lt Esc gt You can then choose another company and or application to assign path names 200 Passport Business Solutions DEFINING MENU SELECTIONS You may add selected applications and associated system IDs for any company to the Pathfinder menu This assigns path names for program and data files to any new company Select Define menu selections from the Pathfinder menu and the following pop up window displays PBS Pathfinder 00 Versinn 11 Please select 15 1 AP Accounts Payable D
172. act records utilities as well as how to reorganize a AcuCOBOL Vision ISAM file index Chapter 14 Initializing Data Files describes how to initialize data files for all the PBS modules Appendices Description The appendices provide a variety of reference information Appendix A Error Messages provides a list of the error messages you may see while using Passport software including information on what action you may take in response Passport Business Solutions Appendix B PBS Menu and Program Names provides important information regarding the relationship of the menu selections to the Passport Business Solutions program name This is useful when applying a Lookup to a specific PBS program It may also be useful for source code programmers and developers Appendix C COBOL Configuration File describes the Passport Business Solutions main con figuration file The information in this file is accessed when PBS is launched and in some cases may need to be changed You can set up different configuration files for different users Appendix D Adding a Lookup describes how you can provide access to a custom lookup or add a special Lookup to the PBS system Appendix E Glossary of Terms lists accounting and data processing terms referred to through out the User Manuals especially as they are used in the administration of Passport Business Solutions software Appendix F Conversion of A R Ship to s to POS provides a me
173. ade in cblconfig or and cblconfi for Linux and UNIX are similar in concept but differ in syntax Entries have the following format LINUX DEVICE NAME P lpr Pprinter name UNIX DEVICE NAME P lpr s dprinter name Device name Enter the name of this device exactly as you have entered it in the Device name field in PBS Company information Printer name This is the name of the spool printer that you set up in your UNIX LINUX system If there is no entry in cblconfig or cblconfi for the printer device name you are using in the company file the report or form will be printed to a file of the printer name in the top level directory When using Thin client in a UNIX Linux environment the printers must be Note set up in two files cblconfi and cblconfig The first is for printing from the character screens and the second when accessing via Thin client The syntax for device definition is entered in cb config file and documented in the Printing in a Linux or UNIX Environment section of the chapter called More On PBS Printing Direct D Printers If the printer you are defining 15 connected directly to your computer parallel port then you may use an entry such as D LPTI D LPT2 or for a UNIX server dev Ip0 and enter D in the Mode field Selecting D will indicate that this printer is attached directly to your computer and that output is sent directly to the printer This is the rec
174. ages as well as in report headings and legends the name you assign here will be used 97 Passport Business Solutions Enter name for this segment or press lt 1 gt for the default name Division if you use two segments or Department if you use one Format Up to 15 characters Example N A Short name The name which you assign here will appear as an abbreviation of the full name entered above whenever required by space limitations Enter an abbreviation of this segment s name or press lt F 1 gt for the default abbreviation Div if you use two segments or Dept if you use one Format Up to 10 characters Example N A Size Enter the size of this segment The minimum is 1 The maximum can never exceed 8 After determining the sizes already used for main account and sub account the system calculates the maximum available to you and displays the size you may choose Format 9 Example N A Alphanumeric This field has the same meaning as for the main account number Alphanumeric field described above Drop down list box with the choices Allow letters and numbers or Allow numbers only Example N A Format Fill requirement This field has the same meaning as for the main account number Fill requirement field described above Drop down list box choices of Fill zeros on left or Fill with spaces on right Example N A Format Suppress spaces This field has the same meaning as for the main account number
175. ailable upon request from the PSI support department In the AcuCorp html document select the following AcuConnect User s Guide gt Chapter 3 distributed processing Preparing the server gt 3 3 Establishing System Security Windows 2000 2003 2008 Installation PBS Version 12 0 must be installed on the server You must have a product code and product key to activate the Thin client license on the server In order to obtain the client installation download and the latest installation instructions for Thin client go to this web site page http resource pass port com thinclient 28 Passport Business Solutions IMPORTANT Do not activate the AcuConnect with a path that has a space in it For example do not use Program Files PSI PBS there is a space between Program and Files If your current PBS system is installed there move the PBS directory to where there is no space in the path and activate the AcuConnect in that directory Activating the Thin Client License If you used the Windows server host installation the license should be properly activated Therefore you should not have to do this step If for any reason the licensing step of the installation did not work properly or you need to re license the Server host then run the activator Thin Client requires a special license This license is separate from the standard runtime license that gets created when you install PBS To activate the thin client
176. ains files with settings for creating PDFs Only used with Point of Sale and if you are log PSLOG c ging access to credit card authorization Contains programs specific to a particular mod ule where XX is a Passport Business Solutions module identifier such as AR for Accounts Receivable or GL for General Ledger PSIBOO 38 Passport 3 Business Solutions Contains data files specific to a specific module where XX is a Passport Business Solutions mod ule ID This folder contains data specific to mod ule XX for Company ID 00 These directories and files will only be created as they are needed by the PowerTools program 39 Passport Business Solutions UPGRADING TO PASSPORT BUSINESS SOLUTIONS Passport provides data upgrade paths from versions 8 and 9 of Great Plains Classic formerly RealWorld Business and Accounting Software Upgrade paths are currently provided for the following versions RW32 Version 10 x and PBS upgrades You can update and upgrade data from previous versions of RW32 and PBS to the latest version You should follow the instructions in the EZ Convert documentation Select EZConvert to download the PDF documentation Classic Upgrades Great Plains Classic formerly RealWorld DOS Network Versions 8 00 01 8 00 02 8 00 03 8 4 8 5 8 5 1 8 6 and UNIX Versions versions 8 4 8 5 8 6 The instructions for upgrading these versions are in EZ Convert documentation Select EZConv
177. ains the installed items Uninstalling the Start Menu Items will not remove the PBS data or programs 48 Passport Business Solutions INSTALL ADOBE ACROBAT READER There are two reasons why you may need Adobe Acrobat Reader or Adobe Acrobat 1 If you are saving forms to PDF for viewing and emailing or printing reports to PDF Acrobat 15 required for viewing the forms 2 Although most of our documentation is in html a few of our documents are in the Acrobat PDF format If either reason applies then following the PBS install we recommend that you go to every workstation to verify that Adobe Reader or Adobe Acrobat is installed on the Workstation Is not then install it To install Reader go to the this site http get adobe com reader Also you may install the Adobe Reader that we have provided on the PBS disk It is an older version than the one provided by Adobe but it functions well for PDF files generated out of PBS and for our documentation 49 Passport Business Solutions PBS THIN CLIENT STARTUP The Thin Client T C Start Menu items provide access to the PBS system through the AcuConnect Thin Client system There are three components to this system The server based PBS software The T C host based portion of the system located on the server The T C workstation portion of the system The Start Menu items invoke the T C workstation based components which then connects to the T C host based
178. ality greater than your printer will accept JPEG files are a compressed file format and are always smaller than Bitmap files even when they both have the same number of pixels per inch Because of compression inherent in the JPEG s this file type is stored with less quality than a Bitmap However most high and true color images compressed with JPEG show little or no degradation when printing In PBS a form file will print within the margins printable area of your printer If a form is designed for 8 5x11 inches but the printable area on the page is only 8x10 5 then the PBS program will shrink the image to print Note in a 8x10 5 area You may find it easier to modify one of the forms provided by Passport because these are pre designed to work with PBS You may replace the exist ing image with your own image You may have to modify the form format to work with multiple printers or printer drivers such as a PDF writer The form is not sizable within PBS so each printer driver will shrink or expand the image differently You could also copy and modify the format to fit the form Then you would have a specific format for each printer It is also possible the alignment has to be different for each printer Using Windows Printer to Create PDF Acrobat Files You may be able to use Windows printing with a PDF creation program There are some exceptions that pertain to creating PDF forms 138 Passport Business Solutions If
179. amiliar with hexadecimal knows that the number being represented is 11111111 in binary High Speed Printer A printer that operates at a speed closer to the very high speed of the computer Home Position The upper left hand corner of the screen is the home position for the cursor See Cursor HTML Short for HyperText Markup Language the authoring language used to create documents on the World Wide Web With HTML defines the structure and layout of a Web document by using a variety of tags and attributes In PBS some of these tags and attributes are used when generating HTML reports Income The total money that a company or business receives from all sources as a result of business transactions What a person receives such as money or a useful exchange as a result of services rendered a job done interest on investments profit from the buying and selling of something etc Income Statement See Profit and Loss Statement Increment To increase A small increase in quantity In mathematics a small increase or decrease In computers to increase a number usually by 1 Indebtedness The state of being morally socially or legally obligated to another to repay something Something owed to another Index An easily accessed list of codes that tells the computer where to find the records of a data file Each entry in the index contains the key to the corresponding data record plus a number that informs the computer of the recor
180. ample because the user is an Example Administrative user 68 Passport Business Solutions User menus button This button provides access to the multi company menu setup screen If you are processing data for more than one company and you are adding a new General user you need to access a second screen where you may define the company access that will be made available to the user Make any needed changes or press lt Enter gt to continue Multi company Access This screen is used to define General user access in multi company installations Since Admin istrative users are automatically assigned access to all companies and all system functions this screen is only applicable when working with General users See the User type field PBS User Maintenance Initialization procedure X File Tools New Edit Save Save New Delete f Cancel Exit Select user menus Ps Name Ps Access company o Menu ID Leave blank for Access company For each User you may enter as many Company IDs as you have defined The entry here User will define the company information that a user may be granted access to Enter a valid Company ID to allow a General user access to that company s data Leave it blank for All companies Format 2 characters This field is skipped in this example because the user is Example define
181. anies back up the con tents of your PBS top level Folder directory If a sys tem crash power failure or other hardware problem occurs during the following procedure copy the backup to this directory and restart the procedure Verify that everyone is out of PBS before start the add company program 176 Passport 3 Business Solutions DESCRIPTION For Windows Start gt Programs gt PBS gt General Utilities gt Add Com pany For UNIX From the PBS top level directory system prompt type The following screen displays New company installation Passport Business Solutions tm 1 Company ID 2 Company name 3 Is this a consolidation company Enter information into the New company installation screen as follows 1 Company ID Enter the Company ID you wish to add Two characters consisting only of digits or letters Spaces Format are not allowed Lowercase if valid but is converted to uppercase Example Type XC 2 Company name Enter the name of the company This field is required Format Up to 30 characters Example Type XYZ Company Is this a consolidation company A consolidation company is used to contain business transactions from other companies It 15 described in the chapter of that name in the General Ledger user manual Answer Y to 177 Passport Business Solutions A designate the company being defined as a consolidation company Answer N if you
182. aning The set of instructions in a computer program Comparative The balance at the end of the prior fiscal year or accounting period to be used as a comparison to the ending balance of the current fiscal year or accounting period Example The comparative to our A P balance of 24 820 00 at the end of May 1986 is 22 640 00 that was the balance at the end of May 1985 Compensation Money given or received as an exchange for work done as in an employer employee relationship Compiler A tool used by a programmer that accumulates source programs to generate an object program See Object Program Source Program Compress To shorten the number or length of records or blocks to save storage space on a disk by eliminating gaps empty fields redundancies or data that is no longer needed In the PBS General Ledger module the purpose of the compress function is to reduce storage space taken by existing data on a disk and also speed up other General Ledger functions See Compression Code Compression Code A one character code that specifies whether the Summarize General Ledger function in the G L module will consolidate all transactions for a single day or for a single accounting period or will retain full transaction detail The values for the code are D date compression P period compression and N no compression See Compress and Code Configuration A group of machines that are connected together and organized to operate as a s
183. ans of moving ship to infor mation from Accounts Receivable to Point of Sale if you are converting to Point of Sale or you are adding on the module Appendix G ACH Direct Deposit File Specification documents the ACH file fields and how these fields relate to the generation of an ACH file through Accounts Payable and Payroll Appendix H Email Configuration lists the steps necessary to set up email in PBS Email in PBS may be used to send PDF files to customers and vendors Passport Business Solutions PASSPORT SUPPORT AND TRAINING Support PBS User Manuals and on line Help messages are designed to enable you to use the Passport Business Solutions software without additional help However if problems or questions arise which you cannot resolve using these materials additional assistance may be available from your Passport Business Solutions supplier or an independent professional in your area If you have unresolved issues with your Passport Business Solutions software contact your PBS partner or an authorized Passport Business Solutions consultant for support For the name and location of a PBS partner or an authorized consultant near you contact Passport Software at 847 729 7900 If you wish to receive support directly from Passport Software Inc please call 847 729 7900 to discuss the options Training Call your Passport Business Solutions reseller for training If your reseller does not offer training other o
184. ans that when the cash account has a credit balance the dollar amount will appear in parentheses on financial statements to indicate that this balance is not typical Password A group of characters that uniquely identifies the user of a system and that controls his or her access to the system Example password 15 created called William In combination with the PBS custom menu this password is defined so the user of the password can enter accounts receivable transactions but cannot make changes to the Customer file Password Protection Access to programs and data on a computer controlled by passwords Patch A change made to a program to correct a mistake or change its operation Payable Requiring payment The area of a business s accounting dealing with transactions requiring payment by the business Payables or Accounts Payable Payment 433 Passport Business Solutions Something of value given in return for goods or services Payroll Literally the roll to be paid A list of employees receiving wages for a given period showing the amount due to each as well as the total sum to be paid out The total sum of money to be paid out to employees at a given time PC Abbreviation for Personal Computer PCL Abbreviation of Printer Control Language See Printer control language Percent of Profit The proportion or amount of the total profit that can be attributed to a particular item or customer Example 20 of
185. ansaction file file Misc Used to track the general ledger dis charges dist SLDTRX tributions for unposted mis file cellaneous charges entries When you are entering the param Report eters to use in printing various parameter ARRPTP reports you can choose to save file them If you do they are contained in this file Contains a record for every sale for Commissions which a commission exists Not due file COMFIL present if you do not use sales rep resentatives or do not pay them on commission Used to generate the A R Dis tribution to G L Report If the G L A R dis module is used this file is the input tributions to ARDIST to the G L interface program This G L file would normally contain all of the detailed G L distributions for one month or accounting period 273 Passport Business Solutions Contains a record of finance charges assessed against a cus FCHTRX tomer in a given period This file 15 purged when finance charges are posted Finance charges file Finance chrgs lock FCHLCK Protects the finance charges file file Invoice for IVCFMT Contains the complete descriptions mat file of your invoice formats ere FMTLCK Protects the invoice format file mat lock file Invoice PIHDRF Contains one record for each reg header file ular invoice Field number to change Make any needed changes Press lt Enter gt from a blank Field number to change to proceed to the next screen or select
186. arameters that define your payroll structure Each parameter provides information used by the Payroll system in its normal operation 2 Deduction code file DEDCOD Each possible earning other than wages and each deduction other than withholding taxes garnish amounts loan repayments and union dues are entered in this file along with parameters that define the accounting procedures to which each deduction earning code is subject 3 Tax code table file TAXCOD This file contains all of the tax codes and tables 4 Employee file EMPFIL This file contains all information pertinent to all employees and non employees who receive compensation through the Payroll module 5 Employee notes files PRNOTF This file contains all the notes you have entered in the various Payroll selections that allow notes 6 Change employee file CNGEMP This is a log of changes to the Employee File and who made them 303 Passport Business Solutions 7 Time trans file TIMTRX This is the main working file of the Payroll system It is used for entry of time worked by your employees 8 Time trans dist file TIMDIS This field is used to temporarily store distributions to general ledger for the time worked entered in the previous file 9 Time trans lock file TIMLCK This file is used to protect the Time Transaction File so that two users cannot post Time Worked entries at the same time 10 Check file CHKFIL This file is used to t
187. art options that relate to the PBS font and the workstation Display properties Screen area These options are tunable and this is explained later in the Modifying the PBS Shortcuts section of this chapter Uninstall the PBS Thin Client Start Menu To uninstall the PBS Start Menu Items use the Control Panel Add Remove Programs on the workstation On the workstation select Start gt Settings gt Control Panel Then select 50 Passport Business Solutions Add Remove Programs Find the Passport Software Thin Client selection It is usually in alphabetical order Click on it to highlight it and then select Change Remove You will get the question Are you sure you want to completely remove Passport Software Thin Client and all its components Select Yes to uninstall the Thin Client Workstation Components and the PBS Fonts Select No keep the Start menu items Yes Uninstalls the Start Menu Items and PBS Fonts No Retains the installed items You will get the message Uninstall successfully complete Click on the OK button and close the Add Remove Programs window Uninstalling the Start Menu Items will not remove the PBS server data or programs but only the connectivity software from this workstation 51 Passport Business Solutions MODIFYING THE PBS SHORTCUTS The Graphical version of PBS is a Windows application and is therefore subject to the controls and conventions color font etc that alter
188. at have a DAT vix or acu extension Situation Peer to Peer working improperly Handling Have the system administrator check the cabling network cards and PBS access Situation Memory problem on server Handling Check the server for memory usage and add memory if needed Situation Network problems Handling Check cabling network cards and replace as needed Situation Network card setting Full duplex 10 100 Handling Adjust the card for optimum settings Situation Hard drive problem Handling Install a second hard drive and copy PBS to the new drive or put PBS on a different server Situation Ops Locks turned on for both Server and Workstation Handling Remove the Ops Locking for either the workstation the server or both Invalid entry try again Situation You have entered information that is invalid for the field you are working in Handling Check the associated user manual to find out what is acceptable for this field Normal processing should not be affected by this message Passport Business Solutions Maximum Daily Changes Exceeded For Use Situation You are using the Change Log feature specified in the Company File and you exceeded the maximum number of changes Handling Print the Change Log and answer Y to the purge question then resume making changes Memory access violation in AcuStart Situation You are attempting to start PBS and you get the Memory access violation error Hand
189. ata with a form file You may choose to use Windows printer to print to a pre printed form Special forms that currently cannot be printed using Windows printer include Time and Billing invoices 135 Passport Business Solutions PDF INI FILES There are two INI files provided for configuration a PDF output One is for reports psipbs66 in1 and the other is for forms psipbs ini INI Control Settings The reports and forms INI file have similar options Here are the available settings installed with PBS that control PBS forms eme Passport Business Solutions Forms This is the subject that gets VAR Subject written to the PDF file prop erties Passport Soft This is the Author that gets VAR Author written to the PDF file prop ware Inc eres This form was generated in Passport Business Solutions This is the title that gets written to the PDF file prop erties VAR Title Stamp txt When a value is written to this file it will produce a watermark on all PDF generated reports By default there is no setting in this file But you could add your company name or anything else that is text Keep in mind this is a global file and effects reports for all PBS companies You may set the font size alignment color transparency of the font Open the Stamp txt file for additional instructions 136 Passport Business Solutions FORM FILE USE AND DESIGN If you do not use PBS on Windo
190. ation program to finish Cancels the installation However if you cancel PBS it Cancel may only be partially installed and not operate properly Ready for Version 12 0 post installation processing This may take some time Select OK to continue Post installation processing is needed for building menus and paths OK Click on OK to continue PBS12 0 menu creation completed ISINST ISINST is the program that creates the menu OK Click on OK to continue Serial number information Next the program will integrate the serial numbers into key PBS programs so that the installation will function properly Next Click on Next to continue Unless you detected some problem you should not can a cel on this step Licensed modules have been serialized Continue with the installation OK Click on OK to continue 19 Passport Business Solutions Setup complete The installation is finished Finish Click on Finish to terminate the install program Post installation Check the PSI Web site for updates and download and install the updates as needed The web site is WWW pass port com If you have custom software or a third party application that integrates directly to PBS it is time to install those programs and files If you are using Thin client you must install the Thin client host and Thin client workstation installations following the PBS Financial Distribution installation When starting PBS for t
191. ation to be made and shall bear any expense or tax payable in respect thereof his non exclusive license is effective for the useful life of the Software However this license will immediately terminate if you fail to comply with any term or condition of this Agreement Upon termination you must destroy all copies of the Software A new version of the Software replaces the version of the Software previously licensed Use of anew Software version terminates the license o use that part of the Software replaced by the new Software version and Licensee shall destroy or return to Passport all copies of any prior Software version previously licensed EXCEPT AS STATED ABOVE YOU MAY NOT COPY TRANSFER OR DISTRIBUTE THE SOFTWARE TO OTHERS AND ANY UNAUTHORIZED COPYING RANSFER OR DISTRIBUTION SHALL AUTOMATICALLY TERMINATE YOUR LICENSE 2 Passport Update Program Passport makes available its subscription update service Passport Update Program PUP to licensees of the Software Only licensees having current and up to date enrollment in PUP are permitted to install and use any updates Contact your Passport Partner your Passport Soft ware supplier or Passport directly to enroll in this program Updates to the Software made available to Licensee shall be treated for all purposes as Software under this License and all intellectual prop erty rights therein shall be retained by Passport 3 Passport s Proprietary Rights The Software is copyrig
192. atting can thoroughly reshuffle the sequence of records within files it is a good thing to reorganize the files afterwards using Extended File Utilities Backing up the files before reformatting is recommended Do not attempt to save time by doing some packages on one computer and some on another You may however run different companies on different machines at the same time If you are going to transpose account numbers using the same account number you should do this in multiple passes For example you want to move existing account 1020 to existing account 1030 and existing account 1030 to new account 1040 If you were to do this in one reformat operation both accounts would end up in 1040 To accomplish this correctly you should first reformat 1030 to 1040 Next you should reformat 1020 to 1030 Creating Invalid Account Numbers You can inadvertently create error conditions which are not detected by the system but which result in erroneous accounts By moving characters from an old segment defined as alphanumeric to a new one defined as numeric it is possible to create a segment containing invalid data By truncating segments or by shuffling characters around one position at a time it is possible to construct a numeric account segment containing nothing but zeroes or an alphanumeric one containing nothing but spaces Such segments are valid as cost center segments or as sub accounts but not as main account segments By defining
193. aults to using the terminal font The terminal font is fine to use but the variety of sizes is more limited than the Passport fonts We recommend that you only use the PBS fonts Unlike other fonts these will display Passport Business Solutions screens outlined with line draw characters Other fonts will not display lines correctly and may display signs or other characters where a line would normally appear If the workstation start menu item is set up incorrectly you may not be able to access Passport Business Solutions Note If you attempt to use a font size that is larger than the Windows screen will allow slider bars will display allowing you to still view the screens If the font size is too small you may not be able to see all buttons at the top of the screen Start Menu Modification Example The following is one example of accessing and modifying a start menu item 1 From the Passport Business Solutions workstation right click on Start and select Open 2 You will need to navigate to the Passport Business Solutions start menu items There should be several menu items already installed PBS Andale 800x600 PBS Andale 1024 and up PBS Courier 800x600 PBS Courier 1024 and up PBS Lucida 800x600 PBS Lucida 1024 and up 53 Passport Business Solutions You may choose to change or copy any of these Note once changed the previous system font will not be accessible unless you change it back In
194. blconfi to cblconfi new Then in the cblconfi new change the following field GUI MODE SW 1 to GUI MODE SW 0 Save the file Then at the workstation go to START gt PROGRAMS gt PBS Right click on the shortcut that the user prefers and select the properties The target field will look something like the following PBS wrun32 exe w c CBLCONFI ACUSTART ACU RWC To access the new configuration file change the line to be the following P PBS wrun32 exe w c CBLCONFILNEW ACUSTART ACU RWC Any change to the configuration file requires a restart of Passport Business Solutions Note There are different ways to modify shortcuts and this can vary depending on operating system and other variables The above procedure is one way to get it done 399 Passport Business Solutions en se 400 Passport Business Solutions Adding a Lookup This appendix contains the following topics Getting to Lookup Access Maintenance Lookup Access Maintenance 401 Passport Business Solutions INTRODUCTION TO ADDING A LOOKUP For any field validated against a PBS data file a Lookup or PopUp window can be added to assist users with viewing selecting and entering valid data Passport Business Solutions Lookup and PopUp windows are attached to input fields without modification to application source code Instead they are added using the Loo
195. can hold only one of two values 0 or 1 A byte is composed of eight consecutive bits See Megabyte Block A fixed number of characters stored and transferred as a single unit by the computer A block commonly contains 512 characters although some computers use different size blocks Bug An error in a program that prevents it from operating properly See Object Program Budget A statement of all the money or resources available to an activity within a specified period of time and a breakdown of how it will be spent or allocated The amount of money in an activity s budget is normally based on a calculation of what the activity needs to function or achieve its purpose In PBS modules the targeted or anticipated net change in the balance of a given account during a given period Example If our current Accounts Receivable balance is 63 000 00 and our expected or planned balance at the end of the period is 84 000 00 our A R budget is 21 000 00 Byte A byte is composed of eight consecutive bits See Bit Cash Funds received as payment for goods and services sold or disbursed as payments for goods and services received or money deposited in the bank or held as currency Cash is the most liquid of all assets as compared to other types of assets such as stocks bonds accounts receivable or inventory Cash Receipt 414 Passport Business Solutions Money received as payment for goods or services When a customer sends a c
196. ccount numbers you wish to process Options You may use one of the options lt F1 gt For the next account number on file lt SF1 gt For the previous account number lt F2 gt For the First starting number or Last ending number 163 Passport Business Solutions You must account here for all the account numbers which you intend to include when you come to do the Change all files to new structure selection However it is not necessary to account for them all at once If your requirements are very complex it may take several executions of this screen to define those requirements completely especially if you are using insertion characters You may even have to do so one account at a time If you do require several executions of this screen make sure that the new account structure you specify is the same in each case No harm is done if you specify a greater range of account numbers in this selection than you ultimately utilize in the Change all files to new structure selection If you are changing the structure of your account number and not merely the contents you must include every account number You cannot create a Chart of Accounts with some accounts having a two segment cost center and some a one segment one The system nevertheless does not force you to enter First through Last because you may require several executions of this screen to define your requirements Your current format for account numbers as define
197. characters in pairs with no spaces Format m between them Font control Font control codes set the type style size height and other settings They are sent to the printer after the job control codes 60 hexadecimal characters in pairs with no spaces F t TES between them 115 Passport Business Solutions SPECIAL PRINTING FEATURES AND CONTROL CODES Also refer to the PCL Commands section in the More on PBS Printing chapter If your printer supports different print styles e g italics pica elite you may wish to use them for special purposes For instance you may want fast but low quality printing for seldom consulted archival reports and at other times you may want double strike letter quality styles for financial statements You can do this by entering the appropriate codes for your printer in the Compress and Normal fields Think of these as start codes and end codes respectively they are the codes that are sent to the printer at the start and end of each job The names Compress and Normal reflect their primary use but this is far from their only use you may enter any codes supported by your printer It is for this reason that the field size allows entry of as many as sixty hexadecimal digits To use this feature check the box to 80 col and select Other printer type even if your printer does in fact appear on the list of recognized printers You do not have to change the control codes every time you want to
198. clusive use of the Change Log File and this is being used at another terminal Handling Wait until no one else is using the Change Log File then retry Utility Close or Re open Jobs Situation In Job Cost you tried to close a job that has unposted billing transactions on file Handling Post the billing transactions then close the job Situation You tried to close a job that has unposted cost transactions on file Handling Post the cost transactions then close the job Warning Distributions Are Out Of Balance Situation Your distribution amounts do not total the transaction amount Handling Enter distribution amounts which total the transaction amount Warning This Transaction Already On File Enter Anyway Situation The job cost item date employer vendor document number and amount are the same as those in an existing transaction 335 Passport Business Solutions Handling Answer Y or N If you select Y the transaction is accepted but some of the information will be a duplicate to another transaction If you select N you can either change the transaction or you can use lt Esc gt to cancel it Work File Is Full Situation There is not enough space available on your disk for the work file necessary to create this report Handling Clean up your disk by deleting any obsolete or unnecessary files then retry the operation Refer to the File Utilities chapter If this happens consistently then you may wan
199. contains one letter followed by two digits This segment is necessarily described as alphanumeric Even so it would make sense to move the second and or third character of this segment to a numeric segment of the new account It would not make sense to move the first character You may be aware that account number segments are stored internally as eight characters each even when the defined size of the segment is less than eight This has no effect on the lettering scheme Only the characters actually defined are included in the mask or assigned a lower case letter These are the leftmost characters for alphanumeric segments and the rightmost ones for numeric segments Enter the new edit mask 165 Passport Business Solutions One character at each position Data is entered one seg ment at a time You may use lt Esc gt within a segment to cancel that segment and return to the preceding segment Format Within a segment you can use lt Up gt to cancel that char acter and return to the preceding character The separator characters are entered automatically as you come to them Example Type abcd gfe Field number to change Make any desired change then press lt Enter gt There will be a period of processing as the Cross Reference file is rebuilt If the cost center portion of your New account structure is not exactly the same as the corresponding portion of the structure in both format size and content a scr
200. cord in the Lookup Maintenance function corresponds to the parameters or attributes of one Lookup Window Passport Business Solutions General users cannot access Lookup Maintenance Select A Lookup from any PBS screen with the lt F8 gt key To access the Lookup Maintenance window select the lt F7 gt key In most cases there is a Lookup on the field where you need it But in the case where you have to create access to a Lookup you must do this in Lookup Access Maintenance different than Lookup Maintenance See the Appendix Adding a Lookup on how this is done Note 207 Passport Business Solutions en se 208 Passport Business Solutions LOOKUP MAINTENANCE WINDOW When you first view the Lookup Maintenance window it displays the parameters for the Lookup that was last active and the cursor is at Field number to change The Lookup Maintenance Window is divided into two sections Upper Section of Window The upper section of the window down to field 21 is the master or header data Lookup parameters Fields 1 3 4 and 5 comprise the key field in the file and can only be changed if you are entering a new Lookup or you have copied a Lookup and you are editing it In the upper left corner the Path is displayed This relates to where the Lookup file is stored on the system There is more information on the path and the relationship of the path to saving and deleting Lookups later in this chapter Fiel
201. correct entry would be apdir new Assigning Pathnames to Data Files Enter 2 in the second Pathfinder screen to select Assign pathnames to XX data files This selection assigns path names to data files the same way as for program files described in the section above Data files are those files with the DAT and VIX extensions A screen appears to help you assign specific path names to data files for a specific company This screen is similar to the one shown below PBS Pathfinder Company 00 Assign pathnames to data files Sys ID AP Gkage Accounts Payable Data file Pathname TONG Use lt PgUp gt lt PgDn gt Enter continue lt Esc gt exit lt F3 gt delet For a list of the full name of the data files listed in this Pathfinder screen refer to the nitializing Data Files chapter You may also run the XX UTIL xx is the application system ID utility for each application Copying Program Data File Names Enter 3 in the second Pathfinder screen to select Copy program data file names from This selection copies program and data file names and their associated path names if chosen to Pathfinder Files from a designated company to the currently selected company A screen similar to the following displays PBS Pathfinder Company 00 Sys ID AP Package Accounts Payable Copy program data file names from Copy from Company Sys 10 copying to Company 00 Sys ID AP Copy pathnames Overwrite existi
202. create a company specific record or select N to not do so If you select Y the Lookup gets saved in ptxx Create update com pany specific Lookup The first time you save a Lookup for a com pany will create the directory and needed files Therefore you must have permission on your system to create a directory and a file Select Y to create a global custom Lookup record or select N to not save the record If you select Y the Lookup gets saved in ptcus Create update global lookup You can also select the Esc key and no changes will be saved You will be returned to the Lookup but the changes will be removed When you select to create and save a global Lookup the Lookup will function in every PBS company in the system If you create and save a Company specific Lookup then the Lookup will only work for the company you are in at the time you create it In the upper right corner of the window the word Path displays Next to this word is the directory where the file Lookup record is stored These locations relate to the access of the Lookups Here are the directories and description This is where all the original non customized lookups ptdat are stored When you customize a Lookup in ptdat and save it it gets saved in either ptcus or ptxx This means that you are viewing a global customized pious Lookup This indicates that you are viewing a Lookup specific ptxx to a PBS company The xx represents the company number De
203. d s actual location Indexes are kept in order according to the key for quick access by simply specifying their keys Example If the File Key is Customer then the index contains a list of all the Customer s along with the locations of the customer data records Example Customer 000001 is stored at disk location 302 000002 at location 506 000003 at location 37 etc See Key Indexed File An ordered reference list of the contents of a document typically containing names and subjects usually listed in alphabetical order along with their page numbers 426 Passport Business Solutions Indexed File An indexed file consists basically of two parts the main data file in that each record has its own key and an index to this data file See Index Key Compare to Relative File and Sequential File INI This is a file type that is typically ASCII text and contains various configuration options sometimes set into sections The sections are usually designated by a term in square brackets e g Section title followed by single lines listing the various configuration options With PBS there are two INI files for configuring PDF output You can read about configuring these files in the PDF INI Files section of the More on PBS printing chapter Initialize To take the steps necessary to make a disk ready for storing data In PBS software the program that places empty data files on a disk or re creates an existing file erasin
204. d MFOBJ minimum file size defined format account number 76 74 77 74 431 38 431 91 Missing data from reports when entering338 specific date ranges MJRFIL MLTCMP MLTLCK MLTRXD MLTRXH mode defined module add on installation module defined module steps to addon a MS DOS defined MSTFIL MSTFIX 307 264 283 283 283 431 20 431 15 431 291 292 multi company consolidation defined 431 multiple companies manually adding in pathfinder using pathfinder for multi user defined NADIST names changing existing data file path copying program data file verifying path naming spooled printing devices for Linux and UNIX navigation distribution history backup navigator distribution file restore net worth defined net defined new account numbers defining new company forms for a new structure changing files to Next Cost Category In Use At Another Station Try Again next transaction in use at another ter minal try again no in range no on file normal screen compression NORMALIZE FLG Not 204 190 432 264 203 197 199 150 259 245 432 432 162 187 169 332 332 332 332 147 393 333 not enough memory program not found for not enough memory program not found Not processed notes local printer technical UNIX and Linux NSFAPL NSFCHG NSFLCK 269 NSFTRX number lists printing account number uses refo
205. d for this custom menu Note Select Menu maintenance from the Setup menu 1 Menu ID Enter the Menu ID that will be used for this custom menu MENUFILE is not a valid entry as this Menu ID is reserved for the System menu Up to eight characters This entry must begin with an Format alphabetic character Example Type APCLERK Options You may also use one of the options lt 1 gt For the next user lt SF1 gt For the previous user 2 Menu description Enter a description of the menu Format Up to 25 characters Example Type AP Clerk Menu 76 Passport Business Solutions 3 Menu type No entry is allowed in this field It will be skipped Field number to change Make changes or press lt Enter gt to continue If you are working with an existing custom menu you will be asked if you want to change the current menu selections Any change to menu selections Respond with Y N If this is a new custom menu the following screen will be displayed automatically when you press lt Enter gt Use this screen to define the selections that will appear on the custom menu When you are done press lt Esc gt to save the custom menu and return to the first screen If you attempt to exit this screen without enabling any selections you will be warned Menu empty OK to delete this menu Answer Y N If you answer Y the current process will be halted and you will be returned to the first
206. d usr pbs or replace usr pbs with the name of your Passport top level directory Then type the following psinit If you are using multiple companies enter the 2 character company id for the files you wish to initialize If the company is correct answer Y When prompted enter an administrative User ID The following screen displays PBS Point of Sale 00 Initialize ps files xYZ Company Init Init 1 5 control file 18 Register file 2 Alias items file 19 Comment history file 3 Credit card file 20 Header history file 4 Contract pricing file 21 Line item history file 5 Credit hold file 22 Payment history Tile 6 Drawer file 23 Special sale price file 7 Override file 24 store file 8 Trx line commnt file 25 user file 9 Trx header file 26 serial Trans file 10 lock file 27 Serial History file 11 line file 28 Layaway cmt hist file 12 Trx payment file 29 Layaway hdr hist file 13 sales summary file 30 layaway line hist file 14 services file 31 Layaway pmt hist file 15 Payout file 32 Layaway trk hist file 16 Payment codes file 17 ship to addresses file When this screen is first displayed all its fields are blank The cursor moves through each field in sequence until all have been traversed You may then change any field Answer Y for each file you want to initialize or press Enter to default to lt N gt to skip initializing a file Format One letter at each field either
207. d 3 through 8 comprise the Linked Format Group fields These are used in linking the Lookups together forming a group The next lookup in the group is accessed by the user using the Next Lookup button or the lt F4 gt key The last Lookup Format is linked to the first forming a loop Lower Section of Window The lower section controls the Lookup column titles and fields that display Fields 10 through 12 and the third row of field 22 pertain to the Character based lookups only All the other fields pertain to both the Windows based and Character based types Initial Available Functions There are several functions that you can do when viewing the displayed active window Options You may use one of the options Enter a field modify an existing Lookup field from Field number to change 2 To view the Field Lookup which is a list of the avail lt SF8 gt able fields along with the field numbers that can be used in the Lookup to remove the current Lookup from memory This results in a blank record with no fields filled in After selecting ESC there are some additional options see below lt 7 gt After you select lt 7 gt key you have several other options selecting 209 Passport Business Solutions Options You may use one of the options lt F1 gt Select the next Lookup program lt SF1 gt Select the previous Lookup program lt F3 gt To delete the Lookup
208. d account number or enter N to have the print list sequenced by the new account number Format One letter either O or N Example Type O 2 Starting account number and 3 Ending account number Enter the range of account numbers you wish to include in the report Options You may also use one of the options 167 Passport Business Solutions lt 1 gt For next account number lt 8 1 gt For previous account number lt F2 gt For the First starting account or Last ending account The defined format of either the old or the new account Format structure depending on which you requested in Field 1 Example Press lt F2 gt at each field Field number to change Make any desired change then press lt Enter gt to print the report Select a printer as described in the PBS Data Entry Conventions chapter of the System User documentation 168 Passport Business Solutions CHANGING FILES TO NEW STRUCTURE When you are ready to restructure your account numbers in your data files set aside a large enough block of time to process all the files being restructured and ensure that you have an up to date backup of all the files being restructured All installed packages are updated but only this com pany Select Reformat account number from the CTL menu From the menu which appears select Change all files to new structure The system analyses the Cross reference file to ensure that you have no
209. d arrangement of characters fields lines punctuation page numbers etc All those things that determine form Example When entering a date in a PBS function entry 15 done using the MMDDYY format The exact way that information is arranged on a printed page for example an invoice A R offers many ways to arrange billing information on a printed Invoice a large set of formats to choose from each time you print one The way a particular model of computer places information on a disk Example Computers made by one company usually can t read information from disks that come from another brand of computer This is because the format is different This computer uses an IBM format A program supplied with a computer operating system to prepare a disk to be used by that model of computer Function An operation that a PBS module performs such as the Customers function or the Sales function Function Keys Designated keys on the computer keyboard that serve a special function defined by the program being used A function key can be a single key or two keys pressed simultaneously lt Esc gt lt F1 gt and lt F2 gt are examples used in PBS software With the use of these keys the computer performs certain processing steps without the user having to enter instructions in detail Example In a PBS module a program might prompt you to Press lt F2 gt for totals This means that when you press the lt F2 gt key the software displays the totals fo
210. d as an Administrative user Menu ID Enter a valid Menu ID to selectively restrict access to this company s information for this user 69 Passport Business Solutions Format Up to 8 characters This field is skipped in this example because the user is defined Administrative user You may press lt Enter gt to default to full system access for this General user Make any changes or press lt Enter gt to continue Full system access for General users does not include access to the User maintenance or Menu maintenance selections It does not include access to Note Prete the file recovery utilities or file initialization utilities These functions are reserved for Administrative users Options You may also use one of the options lt 1 gt For next menu access record Copy BreakOut settings for this user This option is lt F5 gt only available in Character Mode as Breakout can only be used in Character Mode lt F3 gt Delete the company access record for this user Copy BreakOut Settings This option is only available in Character mode When lt F5 gt is selected to copy BreakOut Settings then you will be prompted for the following fields 1 Copy from User ID Select the User ID from which you want to copy to this user to use the option Options lt F1 gt For next user on file Up to three characters Lower case is converted to upper Format case Example Type PS
211. d both the Client File in PTB and Cus tomer File in A R 7 Client TCNOTF Contains notes you have entered notes file for clients This file may be used to enter CLRFIL client specific billing rates for file staff Contains cost information for non billable by the hour services and COSTHF non billable cost plus expenses from posted time and expense sheets For each client the matter to which Current periodic advance billing retainers matter file GUR MAT are to be applied is entered in this file ones This file contains one record for E EXPFIL each expense code entered through Expenses Contains one record for each fixed Fixed fee fee billing contingent fee billing file and billing adjustment that has not been invoiced Fixed fee Contains time and expense history history file eee for fixed fee matters 14 TBINVC Contains one record for each invoice This file contains the complete Invoice for BLLFMT descriptions of the header areas mat file line items areas and footer areas of your invoice formats 316 m S S Passport Business Solutions Invoice for This file contains the General mat control BILLCK Appearance information for your file invoice formats Invoice for mat lock BLFMLK This file protects the Invoice For mat File file Invoice his BLHIST This file contains the history infor tory file mation for posted invoices
212. d email login in User maintenance for each user that is going to email PDF forms from PBS Read the PBS Users chapter for more information on entering the Email address and Email login fields You must know the users email address and SMTP authentication in order to make these entries There is no place to save email passwords in PBS Therefore each PBS user who emails PDF files must know their own email password in order to email PDFs Company information In Company information on the fourth screen Fifth Tab Email Setup you must enter the server host name and other email fields 463 Passport Business Solutions Within Company information there is an option to test your email connection You must test the connection for the user for which you are logged into PBS Read the Company information chapter for more information on entering the fourth screen fields and testing the email server connection Vendor Customer Contacts You may enter customer or vendor email addresses on the fly if you want but having them pre entered in a contact file is a convenience You may email forms to vendor and customer contacts The email addresses are stored in vendor or customer contact files If you are going to stack and email PDFs it is essential that you have a contact set up for emailing The two essential fields required for emailing are E mail email address field and Email documents set it to Y If you have more
213. d for the IHSHDR header for each header file ibo of historical invoice Invoice hist Contains one record for IHSLIN each line item for each his line file de torical invoice Contains additional descrip tion for historical invoice Invoice line items plus comments history aux IHSAUX and miscellaneous deliver to addresses for historical invoices Contains one record for each standard bill line Standard STDBIL item plus a single record for each standard bill header Contains the additional pl STDAUX description for standard bill line items Contains additional infor Statement TPRCTL mation about each printer printer ctl file for use in printing invoices and statements Invoice printer lock PRTLCK oe the printer file printing invoices Taxes One record per invoice for unreceived new sales 1tem file tax reporting Invoice hist Serial numbers for items in invoice history only 276 Passport 3 Business Solutions 50 Customer con CONFIL Additional contacts for cus tact file tomers 51 Recurring ARRCUR Contains recurring sales sales file transactions Prepaid m Contains prepaid cash N 52 transaction type records Field number to change Make any needed changes Press lt Enter gt to initialize all files selected on either screen There will be a period of processing as files are initialized then the operating system pro
214. d in perme Company information Example Press lt F2 gt at each field Old account structure You do not enter anything into this field It is there for your information The program displays a mask of an account number formatted according to your current structure The mask show X s for segments defined as alphanumeric and 9 s for those defined as numeric Below the mask is a row of lower case letters in the range of a through p Each letter is a tag or label which will be used in Field 3 below to reference that character position 3 New account structure This field also contains a mask which this time has been formatted according to your new account structure Below the mask is a row for you to enter the contents of the new structure The cursor moves through this row one character at a time Restructuring transposes any character position of the original account number to any position of the new account number Characters can be discarded or even duplicated and insertion characters may be added at specified character positions An insertion character is an uppercase letter or a number and is inserted exactly as it appears on the screen into every occurrence of the account number Note that a space is not a valid insertion character transposition character is one of the lower case letters from the old account structure and indi cates that the corresponding character of each account is to be moved from the positi
215. d multi company capabilities manually To do this follow these instructions Select Define multiple companies from the CTL menu The following screen displays From this screen you can work with both new and existing entries Enter the following information 1 Company ID Enter the Company ID you wish to add change or delete Options You may also use the options described below lt F1 gt For the next company on file lt 5 1 gt For previous company file Two characters consisting only of digits or letters Spaces Format are not allowed Lowercase if valid but is converted to uppercase 2 Company name Enter the name of the company This field is required Format Up to 30 characters maximum 184 Passport Business Solutions 3 Is this a consolidation company A consolidation company is used to contain business transactions from other companies It is described in the chapter of that name in the General Ledger user manual Answer Y to designate the company being defined as a consolidation company Answer N if you don t want it to be a consolidation company Format One letter either Y or N the default is N Field number to change Make any desired changes Options For an existing entry you may also use one of the options Fl For the next company on file lt SF1 gt For the previous company on file lt F3 gt To delete this company Deleting a company would normally be done onl
216. dates downloaded from the PSI web site at www pass port com 3 Re install any customization or vertical application as needed If you are adding PDQ or Direct Deposit ACH for Payroll then all you need Note to do is copy the new RW LIC into the top level PBS directory and have everyone restart PBS Then those add ons will be active Adding a Module 4 Following the PBS install read the Post Installation Module Add on section later in this chapter for the additional steps Increasing Number of PBS Users There are no additional steps to increasing the number of users PBS Financial Distribution Windows Modules Install Steps When you insert the Passport Business Solutions disk into your disk drive an auto run feature will start the Installation software If the Installation does not start automatically you may start the procedure manually from your Windows Start menu Please follow these steps Using Windows explore navigate to the disk and double click on Default htm You will now see the selections on the PBS Main screen menu You may also navigate to the disk pbs directory and double click on setup exe If you downloaded the installation unzip it and go to the temporary directory where it is installed and double click on setup exe Installing PBS Financial Distribution Windows Modules Follow on the instructions on the screens During the installation you will have the following questions and options The current disk for PBS
217. define at least one printer and may define as many as twelve in Passport Business Solutions in Windows Thin client and fourteen in Linux UNIX versions of Passport Business Solutions Graphical Mode The fourth tab displays the printer setup In order to edit the printers you must select the Edit printers button Then you will see a screen like the following 101 Passport Business Solutions fez E Printer maintenance Company 01 Initialization procedure Tools Hep Device name Mode 80 T Reserved to Create HTML gt Reserved for Windows printing gt General Printer control codes Deviens e C s m Mode Local LPT parallel 80 column lt F1 gt next printer lt SF1 gt prev printer lt F3 gt delete Character Mode A screen similar to the following screen is displayed Printer name The names you assign here will appear on a printer selection menu whenever a PBS user prints a report or a special form using Passport Business Solutions software so use names meaningful for selection For example you could assign Network Local Second floor etc You must also use this field to setup the generation of PDF files 102 Passport Business Solutions The only restrictions on printer names are that no two printers may have the same name and the first character of the name must be either an upper case letter or a numeric digit En
218. defined PRTLCK PSCODS PSCTLF PSI printer locator PSIB00 PSIBOBJ PSLOG PSOBJ PSSHIP 336 150 303 38 334 230 435 435 283 436 436 435 192 333 197 436 436 276 310 309 105 38 38 38 38 310 PSTKFX PSTPAY PTBFMT ptxx directories PURADR Purchase Order defined purchase order files initialize purchase defined purge defined QIK WRK QTDHIS quantities recalculating inventory queue defined quotation defined RAUXFI RCSTXF RCVHIS RCVLCK RCVTRX reboot defined rebuild comparison export restore amp rebuild item keywords rebuild serial keywords rebuild illustration of rebuilding files 311 310 275 38 267 436 297 436 436 289 304 251 436 437 276 300 300 300 300 437 247 252 252 247 246 22 rebuilding XReference file Please wait recalculating history quantities inventory quantities receivable defined reclaiming disk space introduction to steps in recognized profit defined re configure defined record lock defined record defined records extracting all recovering data file index data files from a damaged path file recovery utilities introduction to file ISAM file using file reenter distributions for new trans amount reference modifier range error in SCREEN2 Reference Modifier Range Error 166 252 251 437 236 237 437 437 437 437 248 234 235 202 232 238 234 334 337
219. display When you press lt F3 gt the message Change not allowed will display This is meant to deter individuals who are not supposed to be modifying these definitions Pressing lt F2 gt overrides the message The PopUp maintenance screen is described in more detail below 403 Passport Business Solutions LOOKUP ACCESS MAINTENANCE The Lookup Access maintenance window provides a means of attaching and removing PopUp Lookup windows to Passport Business Solutions input fields Here is an example of the window Vendors Company 00 PRS 11 2 T C Win K T CBrowses PELIE gt 15 Display Fields Notice that the information displayed at the top of the window identifies the input field where PopUp window 15 attached Unless otherwise indicated most of the displayed information will not be relevant for entering the Lookup access record The displayed portion of the screen contains the following fields POPMNT called from This 15 the location from which the PopUp maintenance was called The first two characters refer to the module The next 6 to 8 characters refer to the program name Next you will see one of two characters IN or CN The IN means that it is an input field and CN means that it is from Field number to change The next two numbers refer to the row and column where the field 15 located on the screen The last number 15 the field length 404 Pa
220. dit or on account Accrual A system of accounting that shows all revenue earned during a given period and all expenses incurred in the period even if no money has yet changed hands Accrual accounting is more complex than cash accounting but yields a more accurate evaluation of a company s financial condition The intent of the accrual system is to match revenue earned with the expenses costs associated with the earning of that revenue Accrue To increase or accumulate as by natural growth or as by interest on capital To come about as a natural consequence Accumulate To perform a repeated arithmetic operation into one field such as adding several figures one at a time into a final total field Example 3 4 7 7 5 12 12 2 14 Final total field contains 411 Passport Business Solutions the figure 14 In PBS General Ledger the option of adding amounts in specified accounts instead of printing those amounts on the statement Example The company s five cash accounts were accumulated and then the total of the five printed on the balance sheet To amass or gather pile up collect Adjustment In accounting the updating of the general ledger account balances usually at the end of the accounting period For example the apportionment of previously unrecorded income and liabilities Example Before XYZ Company s accountant closed the books for June some previously unrecorded income was entered as an adjustment A c
221. dministrator system 411 266 411 270 411 411 411 263 411 452 451 315 283 292 191 191 401 15 20 21 268 268 412 442 adminstration introduction to ADVACT ADVBFL ADVBHF age defined aligning forms alignment company information printer alignment Windows printer ALIITM all 999 s In a field on a print out or on the screen all records extracting allocate defined allow protected changes alphanumeric defined ALTITM analysis defined APACCT APACH APCHKF APCTLF APDIST APFAUX APFRMF APNOTF APOBJ 315 315 315 412 140 140 140 309 328 248 412 83 412 286 412 267 37 268 267 268 269 269 267 38 APOPEN appendices description of application defined apply to number defined APRCUR APTLCK APTRXF ARACCT ARCODS ARCTLF ARDIST are the form type just printed OK AROBJ AROLCK AROPEN ARRCUR ARRPTP ASCII defined assets defined assigning pathnames to data files pathnames to programs pathnames overview of asterisk next to device name field audit trail defined 268 412 412 268 268 268 271 271 271 273 337 271 38 272 272 ZIT 273 412 413 197 195 194 104 413 Automated Multiple Company Set Up AUXFIL AUXLCK average defined back order defined backing up data files backup defined files to include in frequency of introduction to logs for media choosing media labelling procedures rotation of
222. do not normally need to be changed However if you create new companies you may need to assign and verify program and data file path names for these new companies If you use Define new menu selections to add new applications to an existing company assign and verify programs and data file path names for this company To assign copy or verify a path name for locating Passport program and data files do the following Select an application for this example we will use Accounts Payable from the first screen in the Pathfinder menu A screen similar to the following displays PBS Pathfinder Company 00 Sys ID AP Package Accounts Payable Please select 1 Assign pathnames to Accounts Payable programs Assign pathnames to Accounts Payable data files 2 3 Copy program data file names from 4 Verify Accounts Payable pathnames Company ID The top of this screen lists the Company ID of the company you are about to assign path names For single company processing the Company is always 00 zero zero System ID The System ID is the 2 character abbreviation for the chosen application For example AP is the system ID for Accounts Payable All companies access the same application programs using the same path name for example all Account Payable programs use However each individual company will have its own unique path name pointing to its own data files for a given application For example company XX would
223. dows without source code General Users can not utilize these features With the use of Lookup Maintenance you have opportunities to access the data that you need There are different Lookup functions that help you achieve the result Add change or delete one of the columns in the Lookup Create or copy a new Lookup and then modify it Assign a Lookup to a PBS user Assign a Lookup to a PBS program Assign a default sort by for the lookup or limit the available sort by fields In the Windows Passport Business Solutions with the Lookups you have the choice of using either the Windows based or the character based lookups In the UNIX or Linux Passport Business Solutions versions you can only use the character based ones In either case you have the power to customize the lookups as needed The user functions of the Lookup are documented in the System User documentation Multiple Lookups can be linked together to form a Linked Format Group There are many examples of Linked Format Groups in PBS The user accesses other Lookups in the group using the Next Lookup button A Passport Business Solutions Administrator user accesses the Lookup Maintenance function by pressing lt F7 gt from any lookup in Passport Business Solutions To return to the functioning Lookup press lt Esc gt By default the Lookup Maintenance function displays the lookup parameters for the Lookup that was active when the lt F7 gt was pressed Each Lookup re
224. ds temporary text files that are used in the generation of PDF files PBS Files Windows only contains links to PBS doc 37 Passport Business Solutions DIRECTORY DESCRIPTION Doo Contains programs that are shared by every Pass RWOBJ port Business Solutions module RWPRT Contains printed to disk reports and postings Contains temporary files used by Passport Busi ness Solutions software These files are cleared out at the beginning of each business day Contains data files that are shared by all Passport Business Solutions modules This directory con tains data for Company ID 00 RWMENU Contains the PBS menus files and may contain custom menus if they have been created The main directories are ptobj which contains PowerTools programs ptdat which contains the installed PowerTools data files ptcus that con tains the global customized PowerTools data files ptxx which contains customized Pow erTools data per company and ptwrk that contains files for updating PowerTools to the latest ver sion The ditxt and diwrk are provided as directories to be used with the Data Import manager This directory contains most of the BreakOut pro PSIBOBJ grams It also contains programs for creating PDFs This directory is for BreakOut files It contains the FUNCFL DAT data file and may contain data files BxxxFL DAT for each user that has saved BreakOut settings The xxx represents the user ID It also cont
225. e STKFIL ee Used 15 Account links file 00 Please enter device for export file Because of the large number of files some packages A R is an example require two screens Press lt PgDn gt to reach the second screen There are two names for each file one in English descriptive the other a computer file name For example your computer recognizes the Valid G L account file as ACCTFIXX 00 would be used for company 00 If you are using multiple companies then the 2 character code for the company will appear instead Enter the data as follows Please select file Enter the number of the data file that you want to extract The numbers are shown to the left of the file names The file selection menu shows the name by which your computer recognizes your data file But data file is actually two disk files one with an VIX extension on the end of its name and with a DAT extension An export file is a single disk file and has an EXP extension on the end of its name If the file you wish to extract is not displayed it cannot be extracted using this utility Please enter device for export file This is the drive on your computer where the export file is created Enter your hard disk device letter here usually C or diskette drive A or B if you want the export file created on a diskette The export file has
226. e File ID modifier Record size Blocking factor Format code Imm destination name Imm origin name Reference code 452 DATA ORIGIN Program always 1 Program always 01 Bank accounts screen 1 field 5 ABA routing Bank accounts screen 2 field 4 ACH imm origin tax id no System date System time If multiple files are created on same day this starts as A incrementing through the alpha bet Program always 094 Program always 10 Program always 1 Bank accounts screen 1 field 2 Bank name Bank accounts screen 2 field 3 Imm origin name Always zeros Record Type 5 Header 2 Passport Business Solutions The following is the technical information for the record 5 ACH fields P OSITION 01 2 4 s TATUS required required required optional required required required required required required required FIELD NAME Record type Service class code Company name Discretionary data Company iden tification Standard entry code Company entry description Company date Effective entry date Reserved Originator status code 453 DATA ORIGIN Program always 5 Program always 200 indi cates a mix of DR CR Bank accounts screen 2 field 1 ACH company name Not used Bank accounts screen 2 field 2 ACH company tax id no If P R PPD If A P CCD Dt Check date in P R and Trx
227. e at no cost or a very small cost from various software developers that have added their own distinctions to the operating system Linux has many similarities to UNIX See GLIBC Literal An actual value permanently stored in a program This is done by the programmer entering what the value Example The literal JOE in a COBOL program would cause the characters J E to be stored in the program Local computer workstation client 429 Passport Business Solutions This is the computer where Passport Business Solutions is running This is where the data entry takes place and where the printing 15 started In networks local refers to files devices and other resources at your workstation Resources located at other nodes on the networks are remote In the case of a client the software runs on the server and not the workstation but the result is similar in that the user accesses PBS from the workstation Local printer name Also known as LPN this is the name of the printer as shown the local client Windows workstation The printer can be attached to the workstation or be a printer on the network Printers can usually be added edited and accessed via the client Start menu Local printing This is printing done to a device that is attached to the local computer Local printing can be to local DOS ports LPTx or or it can also be to USB ports which are not supported in DOS Lock File A file used to pre
228. e changes additions deletions or rearrangements or to change data in any manner before making it permanent posting See Transaction File Edit List Edit List 420 Passport Business Solutions A list of transactions in a temporary file You use it to check the accuracy of your data so that you can make corrections before the transactions are made permanent posted See Transaction FileEdit List lt Enter gt The key on most keyboards that is used to end an entry The lt Enter gt key is pressed at the end of the entry to inform the computer that the entry is complete Some keyboards show this as the Return key Equity The difference between the value of a company s assets and its liabilities the company s current net value This value is considered to be claimable by the owners of the company therefore it is also called owner s equity See Assets Balance Sheet Error Message A message that tells you when an error has occurred and tells you what it is An error usually prevents the function from continuing until it is corrected This is often accompanied by a beep sound from the computer lt Esc gt The key on most keyboards used to Quit or Escape To abandon whatever you are now doing and return to what you were doing before In general four levels of escape are possible Escaping from an interior segment of a segmented field returns you to the first segment of that field Escaping from any field of a screen
229. e done with low data speed connections The ACUCOBOL GT Thin Client provides a way for you to keep your PBS Linux program yet enable users to work in a graphical Windows environment Users can visit your Web site to launch the program They never know that they are running a Linux program because all they see is the Windows UI Because processing is done on the server your users don t have to be running especially powerful client machines to be able to work efficiently The thin client s low bandwidth abilities make it especially desirable for users who are out of office and using cellular connections to laptops For example if the data file for the order entry program is remote to the application you can use the AcuServer file system interface to give your staff access to that file There are certain components that need to be set up on the server These are covered next in this chapter AcuConnect Architecture and Security The server process monitors TCP IP connections The thin client AcuConnect provides an authentication It has a fully encrypted proprietary protocol and there are no passwords in clear text There are three levels of security that you can choose By PBS passwords only client PC machine name and password By client PC machine name client authenticated user and password See the Acucorp Version 8 1 documentation for security implementation details If you do not have this documentation it is av
230. e exchanged or used within a relatively short period of time usually under one year Examples are cash and inventory Differs from Fixed Assets that have a long life or will not be exchanged or used up for a long time such as land or machinery See Assets Fixed Assets Cursor A flashing or stationary rectangle or thin line of light used to indicate where the next character will appear on the computer screen when you make an entry on the keyboard Customer A person or organization who buys goods or services from a business especially on a regular basis Data Information that a computer uses to do work Most of the data used by your PBS programs comes from your entry of it into the computer Data is stored in files where programs locate the information needed Data Base 417 Passport Business Solutions The information available to a computer and its programs Example The files within the PBS System module and the data they contain about valid G L accounts cost centers multiple companies users etc make up a Data Base A vast and continuously updated file of data on a particular subject Data File A collection of similar or related items of information recorded on a disk having a specific name and significance A data file is similar to a file folder in a file cabinet An area on a disk or diskette that has a name and contains or can contain data Data File Disk The disk upon which data files reside SeeDisk
231. e file Restoring From an Export File From the File recovery utilities menu type 2 A screen similar to this one displays em rile recovery utilirias Restore from an exp file 7 Company Please select file 4 Pon TIIE user o nun SYUSRFIL 2 Valid account file 17 Menu master file SYMENUMS 3 watch control file HFL00 18 user access file SYUSRACC 4 Cash CE jm BE Seren CSHACTOO 19 Custom menu file wui 5 Laser params file LASPRMOO 20 Breakout user file 6 Multi TE CMP 7 Access ru file 5500 8 cost aa 9 Not 10 ee file RPTDSC 5 12 file STKFIL 14 Not Used 15 Account links file 00 Please enter device export file Because of the large number of files some modules A R is an example require two screens Press lt PgDn gt to reach the second screen Enter the data as follows Please select file Enter the number of the data file to restore The numbers are shown to the left of the file names The file selection menu shows the name by which your computer recognizes your data file data file is actually two disk files one with an VIX e
232. e in rebuilding the files Rebuild a file performs similarly to the combined Export Restore utilities Rebuild erases the VIX portion of the file and scans the DAT portion of the file After it scans the data records it re creates the VIX making a pointer for every record in the DAT file The distinction between Rebuild and Export Restore is that you use Rebuild only to repair a corrupt VIX file while Export Restore should be used periodically for file maintenance Some times a VIX file can become so corrupted that it cannot be rebuild When attempting a rebuild if you get error messages like 98 01 you may rename the VIX file to sav and then run the rebuild From the File recovery utilities menu type 3 You then see a screen similar to this one shown for S Y em rile racovery utilities rebuild a file Company Please select file 1 PSI Popup file prac 16 user fila SYUSRFIL 2 Valid account file CTFI E 17 Menu master file SYMENUMS 3 watch control mu erras UTCHFLOO 18 user access file SYUSRACC 4 Cash account file CSHACTOO 19 Custom menu file 5 Laser params file sess LASPRMOO 20 Breakout user file 6 Multi company file 1 7 access groups file 5500 9 Used s 10 report description file AE E Pien ea conde SPOOLF ME
233. e or financial data in the General Ledger module Due to the increase of identity theft it has become necessary to require passwords for PBS systems It must be at least 6 characters long and must contain both numbers and alphanumeric characters or uppercase and lowercase alphanumeric characters 62 Passport Business Solutions ENTERING USERS The User maintenance selection is used do define the individual users that will be working with the Passport Business Solutions software Use this selection to define who can log into the system and the companies modules and menu selections that the user will be able to access When you first Install Passport Business Solutions no users have been defined When you first log into the system you use the startup User ID to access the Passport Business Solutions menu Set up at least one Administrative user after logging in for the first time with ADM Defining one administrative user will render the ADM login ID invalid Defining only a general user with no administration user will make the administrative functions inaccessible After you have entered at least one Administrative user you might want to consider the kind of security issues that must be confronted for your par ticular installation If you will be restricting access of the Passport Business Solutions system on a user by user basis you should read the chapter PBS Note Menus before you set up all of your General u
234. e type of printer because different hardware devices use different techniques for compressing a full line of text into an 80 column width Knowing the type Passport Business Solutions software automatically provides the special control codes required to make the smaller print characters A list of available types containing some of the most frequently used printers displays Company information XYZ Company 80 Printer name Device name Mode Col Type 1 PRINTER 1 LPT D N 2 LASER wlaserAMP DIRECI ON 8 Y Printer types 1 IDM amp Compatibles 5 LaserJet 111 HP DeskJet 6 HP LaserJet IV 3 HP LaserJet 7 Okidata 11 NEC 4 HP LaserJet 8 G Itoh 12 Other 9 10 11 12 13 Reserved to Create HTML 14 lt Reserved for Windows printing Enter the number of a printer type You may not see the printer type name that matches what you have but many printers share certain standards For example the HP LaserJet IV will work for most of the newer HP modules and often works for modules manufactured by other companies 111 Passport Business Solutions Another example an Epson printer uses the same control codes as an IBM You could actually identify your Epson printer as an IBM and the compressed print characters would be correctly formed If you cannot find your printer type on the list try experimenting with the printer types to determine if you can print with a smaller print Try selecting a pr
235. e you want to install the Manufacturing software Next If the location is correct click on this button 22 Passport Business Solutions If the location does not appear to be correct cancel the Cancel installation and contact your PBS supplier Software License Agreement This displays the software license agreement Please read the agreement Clicking on this will indicate that you agree with the Yes software license agreement No Clicking on this button will cancel the installation Select Components Ona full installation you should not make any changes Click the next button Chinee Allows you to de select or re select any individual com ponents of the Manufacturing software Back Takes you back to the Software License Agreement screen Next Takes you to the next step of the Installation Cancel Cancels the installation Start Copying PBS Files License display information Here you can may view the license information It will display PBS Manufacturing Software in the window Back Takes you back to the select components window Starts the copy of Manufacturing files and programs to the selected drive Next You will then see an indicator that displays the name of each program and file being installed Wait for the installation program to finish Cancels the installation However if you cancel the Cancel Manufacturing may only be partially installed and may not operate prop
236. eck the final earnings amount after all taxes and other deductions have been removed Net Current Assets See Working Capital Net Worth The residual value of an economic entity that can be realized by owner s after all claims by creditors have been fully satisfied Numeric Pertaining to data that consists only of numbers rather than letters and numbers See Alphanumeric Object Program A program that has been translated from a source program by means of a compiler into a form directly understandable by a computer or runtime The computer uses the object program the programmer creates it with the source program See Source Program Runtime Compiler One Character Code A code whose values consist of only one character Example In Accounts Receivable the customer s balance method is a one character code B for Balance Forward or O for Open Item On Line The situation in the operation of the system that its peripheral equipment is under the control of the main computer Example When a printer is being used to print data from the computer it is said to be on line When it is switched over to be used independently as a typewriter it is off line Available for use by the computer Example The printer is plugged into the computer and the power is on The printer is then on line The programs and data files residing on those disks that are actually in the computer disk drives Operating System 432 Passport Business S
237. ed to keeping a General Ledger 424 Passport Business Solutions These functions usually include setting up a Chart of Accounts posting journals and producing financial statements See Chart of Accounts Posting Journal and Financial Statement General Ledger Account Number A number that identifies a General Ledger account See Sub account GLIBC The G portion is short for GNU or G not UNIX This is a UNIX compatible software systems developed by the Free Software Foundation The philosophy behind GNU is to produce software that is non proprietary and is used in Linux operating systems The LIB part of GLIBC refers to the word Library A library is a collection of programs The C library developed in the C programming language defines the system calls and other basic operating system facilities See Linux Graphical User Interface A program interface that takes advantage of the computer s graphics capabilities to make the program easier to use Well designed graphical user interfaces can free the user from learning complex command languages Gross Margin The difference between the selling price and the cost of the items being sold It is the gross margin because it does not take into account other operating expenses such as rent telephone etc Example The hammers purchased at 15 00 each are sold at 25 00 each The gross margin is 10 00 GUI See Graphical User Interface Hard Disk A computer disk made
238. eded to fully implement document emailing within PBS Graphical Mode General Package screen controls Account setup Printers E mail SMTP mail server name Allow ema idresses to be entered at send Emailing is not activated Please test server connection lt F5 gt test server connection Character Mode For this screen enter the following information Company information xYZ Company 1 SMTP mail server name 2 Require authenticate 3 SMTP 4 Allow email address to be entered at send time 5 Default text lt F5 gt test server connection Emailing is not activated Please test server co Field number to change PBS cannot be configured for webmail providers such as aol hotmail or gmail 119 Passport Business Solutions SMTP mail server name Enter the name of a server which can process outgoing mail on your behalf The PBS program asks the server to send outgoing mail on your behalf so the computer you name must be running an SMTP server Your system administrator or service provider will be able to tell you which server or address to use for this field This could be either the Retrieving POP3 Server Host Name or the Sending SMPT Server Host Name If you are not using emall select the lt Enter gt key to bypass this and the remaining fields on this screen Format 60 characters Example Press lt Enter gt This field is optional If you want more informati
239. een will appear to warn you of this What this means is that the reformat process will create new cost centers and or invalidate old ones Reformat account numbers does not update the Cost Center file You will have to do this yourself after Change all files to new structure has completed Press any key to continue The following message displays as the file is rebuilt Rebuilding XReference file Please wait When the build of the cross reference file is complete the cursor returns to the CTL menu Note that no accounts have yet changed and only the Cross Reference file is affected 166 Passport Business Solutions PRINTING ACCOUNT NUMBER LISTS This selection lets you review the Cross reference file before committing to the reformat PBS strongly recommends that you examine each account Applying the mask you have defined in the previous section to large numbers of accounts may well have resulted in account numbers you had not anticipated If so correct these as described in the previous section and repeat the process Select Reformat account number from the Ctl menu From the menu which displays select Print account number list The following screen displays count number sequence new account number sequence Enter the following information 1 Printing Sequence account number Choose how you want the print list to be sequenced Enter O to have the print list sequenced by the ol
240. eferenced as Graphical Mode and Character Mode Check box checked for full graphical and unchecked for F t 2009 character Example Select the lt Space bar gt to check the box There is a setting in cblconfi file for FULL GRAPHICAL This setting only effects the PBS login screen See the COBOL Configuration File appendix Graphical Character On Off No matter what is selected here from any screen on the system that is available in full graphical mode any user can select lt Sft F12 gt to toggle from Character to Full graphical or vice versa There are a few restrictions to this feature You may not switch modes when adding a record or have a record selected in Character Mode and you not be adding or editing a record in Graphical Mode If there are a sequence of screens you may only make the change on the first screen like in Print checks and post in A P If you are processing data for more than one company this is the last selection on this screen Make any needed changes or press Enter to continue Menu This selection can only be entered if you are selecting a menu for a single company For General users enter the custom menu for a defined custom menu or press lt Enter gt to default to the full system menu For Administrative users this field cannot be entered Administrative users are automatically assigned full system access See the User type field Format Up to 8 characters This field is skipped in this ex
241. efine Menu Selections 1 System ID 2 Package name 12 SA Sales Analysis 13 SY System 14 IB Professional lime 4 Billing 15 Define menu selections 1 System ID Enter the Identification Code for the Passport Business Solutions application for which you want to assign path names For example AP is the standard designation for the system ID for Accounts Payable When defining menu selections for a new company you need to define one for each application that the new company uses including SY for the system manager The System ID format 15 two characters 2 Package Name Enter the name of the Passport Business Solutions application associated with the system ID For example the application name associated with the AP system ID is Accounts Payable You can define up to 37 menu selections for any given company The application name format is 30 characters maximum After you enter the application name a prompt appears asking for the Field number to change If you wish to change either the System ID or the application name enter 1 or 2 respectively Press lt Enter gt to add these selections to the Pathfinder menu and then press lt Esc gt When you exit from this screen any menu selection defined will display on the Pathfinder menu You cannot delete a menu selection with an assigned path name You must first delete the path name and then delete the menu selection 201 Passport Business Solutions
242. elation to Passport and is not an employee agent or partner of Passport This License Agreement is governed by the laws of the State of Illinois and jurisdiction for any claim or controversy raised by Licensee against Passport Software Inc shall only be in the Circuit Court of Cook County State of Illinois If either party commences any action or proceeding against the other party to enforce or interpret this License the prevailing party in such action or proceeding shall be entitled to recover from the other party the actual costs expenses and attorneys fees including all related costs and expenses incurred by such prevailing party in connection with such action or proceeding andin connection with obtaining and enforcing any judgment or order thereby obtained his License and the rights and obligations hereunder may not be assigned in whole or in part by Licensee except to a successor to the whole of Licensee s business without the prior written consent of Passport In the case of any permitted assignment or transfer of or under his License this License and all of its terms and conditions shall be binding upon and inure to the benefit of the successors executors heirs representatives administrators and assigns of the parties hereto his is the complete and exclusive statement of the License between you and Passport and this License supersedes any prior agreements or understanding oral or written with respect to the subject matter o
243. elds 325 Passport Business T LU E LU LESS Error Messages This appendix contains the following topics PBS Error Message General Rules Specific Error Messages 326 Passport Business Solutions PBS ERROR MESSAGE GENERAL RULES When you are using Passport Business Solutions error messages may display for various reasons For example if you were to enter alphabetic characters into a numeric field a message would display indicating that the data entered is invalid for the type of field This chapter provides a reference for the more common Passport error messages Depending on your computer and operating system some error messages may display differently from what is listed in this chapter The message on any one PC might not have the same wording as the message on a PC from a different manufacturer The following error messages are listed alphabetically not by error type When you receive an error message look up the applicable message on the list and proceed accordingly Each error message consists of three parts The message header listed first contains the text of the error message which you will see on the screen Listed next is the situation which describes the circumstances or conditions that generated the error Finally is the handling which provides information on how to resolve the error If applicable you will be
244. en you do this it may no longer 126 Passport Business Solutions match your form Therefore you may have to purchase custom forms in order to use Windows printer With the printers we have used 63 is the maximum amount of lines that will print using Windows printer Most Classic forms are designed to allow 66 lines through a Company information printer so if you want to use one of them you must modify the form length and possibly the header lines and totals sections Special Form Types You can print reports lists financial statements and labels on a laser printer Special forms may also be printed Examples of Special Forms include the following checks Payroll checks For the most part these require pre printed laser forms Refer to information from your forms suppliers regarding purchasing pre printed laser forms The following special forms can print with a merged graphical file that represents the form layout or on pre printed laser forms from your forms supplier A P Checks It is required to have pre printed check forms but you may print your logo on the check statements A R invoices OfE invoices and other forms P O purchase order forms both fixed formats and designed formats For information on designing your form read the Form Design section below The following forms in PBS software are printed on blank paper Labels in A R A P Payroll I C P S and O E Pic
245. ent matter file 26 11 27 12 Fixed fee file 28 13 Fixe fee history file 29 14 invoice file 30 15 Invoice format file 31 16 format control file 32 Pgbn next screen Fl Set all files 2 Company Init 7 Invoice format lock file invoice history file Invoice history aux file Invc post ing lock file Matter file Matter nates file ids control file mE file ainer f service ride staff file Time amp expense hdr file Time amp expense line file Time amp expense aux file Time amp expense lock file void invoice file CUN YS When this screen is first displayed all its fields are blank except the first one The cursor moves through each field in sequence until all have been traversed You may then change any field 314 Passport Business Solutions mA Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file At any field including Field number to change you may use one of the options Options To set all fields to Y After the first use of this option lt F1 gt this key functions as a toggle alternating between set ting all fields to Y and to N To return to first field on the screen if not there PgUp already 1 To proceed to the last field on the screen if not there already 2 If already at the last field at Field E number to change t
246. ently switch costing methods because of the changes to the layered information that would be effected by this change In this instance all associated fields would be protected and an override would not be allowed However it may be possible to override fields such as sales amount and returned check amount If you perform a function on a field and the Change not allowed message is displayed press lt F2 gt If this field is not protected you may be able modify the field s contents The message Allowing protected change will display Once protected change has been overridden it is not necessary to press lt F2 gt again The override remains in effect for subsequent transactions within this application and this session Maximum Field Security Maximum field security is achieved when Allow protected changes is left set to unchecked and 83 Passport Business Solutions The Company information selection is protected by a password assigned to that selection only and known only to the system administrator This ensures that whenever necessary the system administrator can rapidly override change protection on any field that permits it without imposing any restriction on the normal use of any other selection Use passwords This field cannot be changed Passwords are required to access PBS Passwords protect all or part of the software from unauthorized use You must enter the password as part of entering the user informa
247. entry users to print invoices First set up printer in Company information and in Device name field enter The Printer name should be something that is easily recognizable by multiple users The Mode 80 Col and Type fields will depend on the both printers you are using but must be the same for both Next enter in the main cblconfi file a line like the following Q WIN2000 HP LaserJet 4MP DIRECT ON You also want the to go to a different printer for users of Order Entry to print invoices Next make a copy cblconfi file and name it cblconfi oe It has the oe extension because we are setting up a printer to printer order entry invoices for order entry users Now add a line to cblconfi oe file to access a different printer PRINTERI Q WIN3000 HP Laser5 DIRECT ON Next modify the start menu shortcuts of the order entry users to access the cblconfi oe file Finally test the printing from a general users printer and then from the order entry users printer Select the line in Company information that has the PRINTERI set up The printing should go to the different printers as defined in the configuration file 157 Passport Business Solutions Reformatting Account Numbers This chapter contains the following topics Introduction to Reformatting Account Numbers Defining New Account Numbers Printing Account
248. er C PBS does not exist Do you want the folder to be create Select Yes to create the folder or No to choose another location or folder name Back Do not use this button Once the location of where you want PBS installed is MES determined then click on this button Cancel Cancels the installation Software License Agreement This displays the software license agreement Read the agreement Clicking on this will indicate that you agree with the Yes software license agreement No Clicking on this button will cancel the installation Select Components You should not make any changes The program will detect what you what is in the license and install it Click on the next button Allows you to de select or re select any individual com Change ponents of the PBS module 18 Passport Business Solutions Takes you back to the Software License Agreement Back screen Next Takes you to the next step of the installation Cancel Cancels the installation Start Copying PBS Files License display information Here you can again view the license information You should click on the next button to begin copying PBS files and programs to the drive Back Takes you back to the select components window Starts the copy of PBS files and programs to the selected drive Next You will then see an indicator that displays of each program and file being installed Wait for the install
249. er contains the following topics Introduction to PBS Menu and Program Names Memi Program LIU a U U Uu 339 Passport Business Solutions INTRODUCTION TO PBS MENU AND PROGRAM NAMES This appendix provides important information regarding the relationship of the menu selections to the Passport Business Solutions program name This information is useful when you want to copy a Lookup so that it can be assigned to a specific PBS screen The program names along with the associated menu selection is needed if you want to assign a lookup to a specific Passport Business Solutions program Although this is not a complete list of the Passport Business Solutions programs it should help you determine the name to enter into the Lookup Maintenance fields PBS Program and Next Program See the Lookup Design chapter for more information on when and how you should enter this information In the following lists we have provided the menu selection associated program name and a reference to menu hierarchy The list is organized by module with Accounts Payable being the first The first column is the menu selection The second is the program name The third column relates to menu hierarchy which is 1 main menu selection and 2 sub menu selection When there is no main menu program name it is because the main menu selection has correspondinga sub menu selections Then the sub menu selections will have program names 340
250. eral users each with a local workstation printer that can share the same Company information printer setup if each printer uses the same printer type If you select D LPT1 then your in the Mode field you should enter D for Local LPT1 parallel port printer For more information see the Direct D Printers section later in this chapter PSI Printer locator The Windows PSI printer locator will help you identify and auto input the Q windows queue data string To access the printer locator type the lt F7 gt key A screen similar to the following will display 105 Passport Business Solutions utility You have been directed here ether because you Maintenance Printer Configuration or you he company file printer you selected contains mconect printer could not be located you requested if the designation was valid or your he pull down above shows either the prin tM FE painiar placic had an AM Lp an haer har Y erar dog z an acknowledged printes from ist and click Accept to the cutout paed This will mot the exter in 1025 You have the following options in the locator window Selected printer Accept selected printer Print this page Select the printer you want to accept for auto input into the device name field When you first bring up the PSI printer locator window The workstation default printer will display here Click on the this
251. ere are four PDF printer name examples Laser X amp PDF PDF Generator PDF PDFP When you select PDF then it will create a PDF file only But when you select PDFP then it will create both a PDF file and send the job to a printer PDFP only works on Windows operating systems where PDF works on UNIX and Linux as well You must fill in the remaining printer fields with some data You may use the remaining fields to print any other special forms that cannot be created as a PDF file or for PDFP printing For 103 Passport Business Solutions example A P checks cannot be printed to PDF files therefore to also use the same printer selection to print checks enter a printer meaningful to your system When printing a report to a PDF printer then the report displays on screen in either Adobe Acrobat or Adobe Reader which ever is installed If you setup a PDF printer you should verify that every workstation has either application installed If not installed the PDF file gets created but it can not be displayed If you are printing the special forms A R invoices statements O E forms or Purchase orders to the PDF generator then individual PDF files will be created on the system for each transaction These files are created in the PDFFIL directory on the PBS system Each form type has a sub directory under that for storing the files Here is a list of the directories PDFFIL ARINVOICES PDFFIL MANUFAC
252. erence 3 Alter the format Column and line location changes will alter the location of where the data prints on the page and help it line up with the form 4 Change the scaling to alter the size of the image 139 Passport Business Solutions ALIGNING FORMS The laser printable area on a page can be different per printer model Therefore an adjustment has been provided to allow you to move the text up or down so that it aligns properly on a form When printing a special form after you press lt Enter gt at Field number to change you must mount the labels on the printer Mount the labels and then answer Done You must select the printer on which the labels have been mounted Printing to a Company information printer If printing on a laser printer you are first asked to enter the top and left margins of the page and sometimes the number of form copies or number of labels Next you are asked Print alignment You can save forms by printing the alignment sample on plain paper After printing place the plain paper alignment on top of a form page and hold it up to a bright light to verify the alignment Make any adjustments necessary and continue printing alignment samples on plain paper until you have the correct alignment Load the laser forms in the paper tray when you are ready to print If you want a sample form with X s and 9 s printed to check the alignment on the printer answer Y A sample form will print
253. erly Ready to Update PBS Financials Menu with PBS Manufacturing OK to con tinue Installation processing is needed for building menus OK Click on OK to continue 23 Passport Business Solutions PBS Financials Menu Update with PBS Manufacturing Completed Menu selections are now installed OK Click on OK to continue Setup complete The installation is finished Finish Click on Finish to terminate the install program UNIX Linux Financial and Distribution Series Install Steps The installation of PBS for UNIX or Linux will work as either an update from Version 11 6 or a new installation A new installation will be needed if you are using the software for the first time If you are moving from a Classic RW product you must first install PBS 11 6 upgrade your Classic data and then install PBS 12 0 The instructions for adding a module or increasing the number of users to your system are in this manual You can also re install PBS if necessary without overwriting essential data files You must re apply any download patches after doing so Follow the EZ Convert documentation for upgrading from Version 8 9 10 and 11 The Passport Business Solutions software is designed to provide full multi user functionality on the following UNIX LINUX systems Manufacturer Version GLIBC 23 2 4 amp 25 SCO Open Server 5 06 5 07 6 0 Check with the Linux operating system manufacturers as to the GLIBC version that
254. ert to download the PDF documentation RW2000 Upgrades Contact PBS support for consultation for upgrading Upgrades from Earlier Windows 32 Bit Products Contact PBS support for consultation for upgrading Other Versions Contact PBS support for consultation for upgrading 40 Passport Business Solutions PBS VERSIONS It may be useful the know the file program compiler and runtime versions used to create and run Passport Business Solutions You may need to view version information for an object code program to verify that the correct update version is installed on your system This section gives you some information on the versions and a means of determining the version if you are not sure All the COBOL object code in PBS is generated and compiled based on technology developed by AcuCorp Inc Since the release of RW32 Version 10 the predecessor to PBS we have upgraded the runtimes and compilers several times However we have been using the very stable Vision 4 AcuCOBOL file system since the first release As we upgrade runtimes we have more features and PBS is able to run on more recently operating systems With the initial release of Version 10 we used the Version 5 0 0 3 runtime and compiler It was possible to use a more recent compiler but only with the Z50 option to compile the program to be compatible with Version 5 0 0 3 With the 10 5 release we introduced the Version 5 2 1 runtime but the object code was
255. es Rebuild item keywords 2 Company ur of this function is on g the keyword file from owing data in the item fil Ttem description E vendor product This function will take some time to run complerely are you sure you want do this 7 Rebuild Serial Keywords This selection allows you to rebuild the item serial keyword file by reading the item serial numbers that are stored in the Inventory Control item serial file File recovery utilities Rebuild Serial keywords 2 Company ur ux of this function 15 to rebuild the keyword file from owing data in the serial fil Item serial This function will take some time to run completely are you sure you want to do this 7 Recalculate History Quantities This selection is a utility that is designed for installations that have upgraded from version 7 x It reads existing item and status information to recreate history quantities Create New Inventory History This selection is a utility that is designed for installations that have upgraded from version 6 x It creates an inventory history by using existing item and status information and offers the choice of using average or replacement costs 252 Passport Business Solutions Ending File Recovery Utilities To end File Recovery Utilities or Recalculate Inventory Quantities press lt Esc gt from the File Recovery Utilities menu The operating system prompt displays 253 Passport B
256. es export restore and rebuild Both ISAM Indexed Sequential Access Method and relative files are included FILE VISTON FILES VISION FILES UTILITY Regular file indexed sequential UTIL Extended file util indexed sequential 232 Passport Business Solutions DATA FILE CORRUPTION Data file corruption occurs infrequently but you do need to be aware of its causes and preventions Corrupt files can be caused for a variety of reasons The most common reasons are Loss of power or brownouts while running PBS software The computer reboots while using PBS software Power surges while running PBS software The hard disk develops a surface defect Loss of connection to the server Never power off or reboot your computer while running PBS software Sometimes the power is turned off or your computer is rebooted by an interruption in the electrical power Whenever possible use backup battery power to avoid this from happening Never shut down your computer while PBS files are open As a general rule always log out of PBS before you shut down your computer If you are using terminal emulation always log out of PBS before you close the terminal emulation software The most import thing to know never ever shut down your computer during a posting If your electricity is susceptible to power loss during severe storms or other conditions save your work often a
257. es Journal defined sales tax defined SAOBJ SARPTP saving a Lookup SCDHIS screen controls package second tab 38 40 40 40 38 38 37 38 38 313 313 283 439 439 312 439 439 38 313 219 305 88 screen PCL codes for compression nor147 mal scrolling defined second tab package screen controls security maximum field 439 88 83 24 segments account number select defined selection defining menu separator characters valid sequential file defined SERHIS setting up automated multiple company setting up Linux or Unix printers setup checklist company SFMLCK shipping defined ship to s to POS introduction to con version of A R shortcut modifications administrative SHPFIL SHSCMT SHSHDR SHSLIN SHSPAY SHSSER simple mail transfer protocol single companies using pathfinder for SKEY WF SLDTRX SLMFIL 92 439 201 96 439 289 176 150 205 275 440 447 55 272 310 310 310 310 311 440 190 289 273 271 SLSLCK SLSTRX SMTP software defined software installation overview Someone is currently working with source code defined source cross reference report defined source program defined space reclaiming disk restore effect on disk SPCSAL special form types special forms and spooler special forms and laser printers special forms PCL commands and special printing features specifying packages for company spooled printing device for Linu
258. ess The rules governing this process Accounts Records in which the results of financial transactions are kept Used to evaluate the financial status of a business or activity at any given moment The main types of accounts are Assets Liabilities Owners Equity Revenue and Expenses Example The various accounts are summarized in the financial statements Businesses or individuals with whom you have a relationship that involves the exchange of money or credit Example XYZ Company has 300 customer accounts See Chart of Accounts Accounts Payable The financial records of the money owed by a business to its creditors for goods or services received including a record of payments made to those creditors Also the actual dollar amount owed Example XYZ Company has accounts payable to 270 creditors A current liability account in General Ledger summarizing the amount of money a business owes its vendors Example Our Accounts Payable account in the General Ledger shows that we owed our vendors a total of 56 238 07 on the last day of the month Accounts Receivable The financial records of the money owed to a business by its customers including a record of payments received from those customers Also the actual dollar amount owed Example We show an accounts receivable of 1 243 24 A current asset account in General Ledger summarizing the amount of money owed to a business by those to whom the business has sold goods or services on cre
259. evel PBS directory There are several sections to the configuration file Below is a list of the standard settings for the main PBS configuration file and grouped by the sections of Display options File settings Printer options and PowerTools settings The second column is the default setting and the third is a description of each 392 Passport Business Solutions File Settings DEFAULT CONFIG FILE VARIABLE DESCRIPTION This applies to Windows and Thin client only Provides the graphical user interface FULL GRAPHICAL y features for the login screen ONLY Options are Y to use full graphical or anything but Y to not use it See the Full graphical field in PBS users for the main setting This applies to Windows and Thin client only This is the switch for using either the graphical user interface or character based screens The G is the graphical representation of screens and fields VE and is the character resentation This setting 15 not to be confused with the FULL GRAPH ICAL setting above which only effects the login and the Full graph ical setting in User maintenance This sets the full graphical fields vis ually to three dimensions To turn off this setting add a to the left of the line WIN32 3D to 1 allowed If you are not set for Full graphical in the User maintenance then this field has not effect on the Full Graphical screens This setting applies to Windows and Thin c
260. f copies collate landscape orientation font pitch font size and more See the Device name Field Windows Printing Controls section in the More on PBS Printing chapter P SPOOLER DIRECT This option a holdover feature from an earlier version RW32 is no longer recommended for use However we know that some systems are set up to use this printer type If you feel it is absolutely necessary and it is working properly you may continue to use it for single user workstations and where all the selectable workstation and network printers share the same type However at your earliest convenience we recommend that you set up the printer with the Q option Use P SPOOLER DIRECT with caution Use of this Windows Special Device does not override other printer settings for the printer Compression reset and laser control codes will still be sent to the printer when this printer is Note selected This is fine if all of your printers share the same type Undesirable output will result when the printer type defined in Company infor mation and the printer selected from the Windows dialog are not compatible After entering the device name or using the PSI printer locator to create the Q string you will be at this prompt This is the default and accepts the entry of the device lt N gt name gt Enter Y and then the Enter key if you want to make change to the device name field Mode In this field you define the print job delivery
261. f the client computer User The user login name from the client PID The port number that the user logged in on 32 Passport Business Solutions Column Description The time user logged in time Working The PBS directory that is being access on directory the host server This tab is useful in determining who 15 on the PBS system connected via AcuConnect when you need to do server or PBS maintenance Kill You can select the user and kill their access via AcuConnect If you need to do this make certain that the user 15 not the middle of entering a new master file record transaction record or Is posting transactions If you kill a process when the user has files open then the PBS data files could become corrupted and posted files could be out of sync Start or Stop the Windows Server Thin Client Service You start an AcuConnect service on the host server in two ways You can determine the status of the port in AcuConnect Run the AcuConnect exe program from the top level PBS directory Then select the Services tab The services that are running have a green circle next to the port number The services that are stopped have a red circle To start the service highlight the port a click on the Start button To stop a service that is running highlight the port and click on the Stop button You can also startor stop a service on the serverin Control Panel Administrative Tools Services The host service is
262. f this License f you have any questions regarding this License you may contact Passport at 847 729 7900 or email to psi pass port com Passport s Business Solutions Introduction to PBS Administration This chapter contains the following topics PBS Administration Organtzation Passport Support and Training PBS Documentation Passport Business Solutions PBS ADMINISTRATION ORGANIZATION The PBS Administration documentation contains information on how to set up and maintain your Passport Business Solutions system PBS administration is needed to support all the other installed modules The chapters of this manual are informally grouped into the following FOR INFORMATION ON THIS REFER TO CHAPTERS GROUP Software Installation User and menu configuration Company configuration and printer 6 7 8 9 setup Limiting menu access security Data file administration 12 13 14 Appendices D G H The chapter topics are described below Software Installation This section defines Passport Software requirements for the supported operating environments and Installation of Passport Software Chapter 2 PBS Installation contains information on how to install a Passport Business Solu tions system Chapter 3 Workstation Install Configure contains steps to insta
263. fied with the program pathnames press lt Esc gt If you are already at the Any change prompt press lt Enter gt Refer to the Using Pathfinder chapter for more information on pathnames and file locations 4 Continue on to the next section to enter data file pathnames 180 Passport Business Solutions ENTERING DATA FILE PATHNAMES 1 Enter 2 from the previous menu to select Enter pathnames for data files The following screen displays New company installation Passport Business Solutions tm Please enter the directory path crelative to the current directory where the data files for the indicated packages are located System ARM1N IcmM1 1 5 SAM1N PR PRM1N G L GLM1N 2 JCM1N POM1N CRM1N TBM1N 5 PSM1N Path entry complete lt Esc gt exit 2 Enter data file pathnames in the same manner as you entered program pathnames above How ever pathnames entered here point to the data files for the added company 3 When you are satisfied with data file pathnames press lt Esc gt If you are already at the Any change prompt then press lt Enter gt 181 Passport Business Solutions INSTALL COMPANY Select Install company from the New company installation options menu to create new files for any new company you are creating according to the following guidelines Programs for the company are identified by the same director
264. fined program defined utility summary of export defined export restore amp rebuild comparison exporting files extended file utilities extracting all records 329 150 421 336 421 326 466 93 421 305 203 421 316 242 421 421 241 422 422 240 421 247 239 256 248 F failed email connection FCHLCK FCHTRX features special printing FFCHSF field details by record type ACH field number defined field defined fifth tab email setup file cross reference recovering from a damaged path restoring from an export file corruption data file descriptions OEINIT data file design form file error 30 34 35 41 98 XX file error 30 file error 41 on COMPFI File error 94 10 on XXX XX file 123 274 274 116 316 452 422 422 119 159 202 241 233 294 137 329 330 330 330 331 329 329 336 395 file in use at another station file index recovering corrupted data file key defined file maintenance function defined file names copying program data file pathnames changing existing data file protection defined file recovery utilities chapter topics defined introduction to ISAM using file restore navigator distribution file usage map defined file utilities extended relative file defined files backing up data check reconciliation data exporting rebuilding recovering corrupted data to maintain 422 337 234 422 422 197 203 422
265. fined variable Journal entry defined defined varying by employee account numbers VDMTRX VDMWRK VDPCHK vendor defined VENFIL 190 192 138 265 263 444 256 231 238 254 234 335 240 242 96 444 444 444 173 305 305 305 444 267 VENHIS VENITM VENKEY verifying pathnames version defined versions upgrades from earlier view defined virtual private network VOICCK VPN defined w W 2 Form defined warning distributions are out of balance 268 298 300 199 444 93 444 445 268 445 445 335 this transaction already on file enter 335 anyway warnings in reformatting accounting numbers WHSFIL WIN32 3D to 1 window in PBS help maintenance 172 287 298 393 323 window in PBS Lookup maintenance 209 Windows font print controls Windows printer to create PDF files using Windows printer alignment windows printer and form files 154 138 140 138 29 Windows printer company information 126 VS Windows registry update windows spooling Windows only print WIPACT WIPAUX WIPFIL WIPHAF WIPHIS WKOCST WKOFIL WKOHDR WKOLCK WKOLIN word processor defined work file is full work file defined working capital defined workstation installation workstation defined WUSLCK x XREFIL XREFIL file Y 57 109 101 319 319 319 320 320 287 287 288 288 288 445 336 445 445 43 429 289 265 159
266. fined 416 compression normal screen PCL codes 147 compression code defined 416 configuration defined 416 CONFIL 277 connection failed email 123 consolidation account reformatting and 161 company consolidation defined 416 control codes laser 116 control codes special printing features 116 and control file defined 417 control language printer 435 control PCL codes job and 143 145 conversion of A R ship to s to POS introduction to copying program data file names corrupt defined corrupted data file index recovering recovering corruption data file cost center defined COSTHF COVFIL CRCLCK CRDHLD CRDIST create new inventory history creating custom menus creating invalid account numbers creditor defined CROBJ cross reference file described CRT defined CSHACT CSHAPL CSHLCK CSHTRX 447 197 417 234 235 233 436 316 289 279 309 279 252 76 172 417 38 159 417 263 273 272 272 CSTLCK CSTTRX CUHFIL CURMAT current assets defined cursor defined CUSCMP CUSFIL customer defined CVTRX D damaged path file recovering from a data base defined data file corruption index recovering corrupted path names changing existing data file descriptions OEINIT data file disk defined data file defined data files backing up check reconciliation information on inventory control recovering corrupted using top level program and 292 292 272 316 417 417
267. font size to 11 FONT SIZE Default font size BOLD STATE 1 Bold and 0 Not bold ITALIC STATE EM 1 Use italics and 0 No italics The fixed or variable pitch state The FIXED PITCH STATE 1 option 15 1 fixed pitch 0 for lable pitch We recommend that you never change this setting This field deter mines how many files can be opened MAX FILES 394 Passport Business Solutions DEFAULT CONFIG FILE VARIABLE DESCRIPTION V_VERSION USE SAFE READ MODE at one time If this setting is decreased or removed you may start getting error messages like File error 94 10 on file The PBS system defaults to the Acu COBOL Vision 4 data file format You should never change this setting unless you are an experienced devel oper of PBS The other option is 5 for the AcuCOBOL Vision 5 file types When set to Y this switch forces the AcuCorp runtime to read the records in a safe mode The N is fast mode We prefer the fast mode because the safe mode opens and closes files more slowly thus slow ing the PBS system The symbol in front of the setting determines that this setting is not being used Do not change this COMPRESS FILES Printing for forms Windows or Thin Client only This makes the selection of a Windows printer faster Rather than put all the drivers in memory it is only putting the driver name into memory WINPRINT NAMES ONLY Used only in Windows or Thin
268. from the business The accumulated profits of a corporation from its inception minus any losses or dividends Revenue The total income of an organization derived from all sources usually calculated for a specific time period A portion of this total income Right Justified A line of text or a group of characters is right justified when it is aligned with the right margin or right hand boundary of a field or page that is there are no spaces between the right margin and the last character of the line of text or group of characters Rounding Also to round off round up or round down The action of raising or lowering a fractional number to its next significant digit as a convenience in arithmetic calculations For example the number 3 78 could be rounded up to 3 80 or to 4 00 depending on how much precision is wanted in the result Routine 438 Passport Business Solutions An alternate word for a program or a part of a program that performs a clearly defined function Run To execute a program on a computer When a microprocessor carries out the instructions of a program the program 15 said to run Running Balance A transaction or account balance that is re totaled each time a new entry is made Runtime A special intermediary program that interprets the instructions in a COBOL object program and causes the computer to execute them See Object Program Salary A fixed compensation paid to an employee on a
269. g cost center information from the sub account segment of the account number used in earlier software versions to the segments reserved for that purpose in current the Pass port Business Solutions software Converting the accounting structure of companies you have acquired so as to comply with your own standard Expanding your account number size to accommodate natural growth Correcting an erroneously defined account number after transactions have accumulated for it How Reformat Works If you are unfamiliar with the variety of account number formats available in Passport Business Solutions review the Account Number Segments section of the Company Information chapter Cross Reference File The reformatting process is driven by the Cross Reference file XREFIL Do not confuse this with the similarly named External Cross Reference file EGLFIL also known as the Accounts Link file The Cross Reference XREFIL file contains a single record for each account defined in either the CTL Valid G L accounts file or the G L Chart of accounts file The Valid G L accounts is 159 Passport Business Solutions used if the Chart of accounts 15 not available You cannot add records to nor delete records from this file The Cross Reference file is a dictionary for translating one account structure to another Each record on the file contains the account number before reformatting and the corresponding account number after refo
270. g its contents in the process Input The data or instructions that are entered into the computer for processing To enter data or instructions Information or data transferred or to be transferred from an external storage medium into the internal storage of the computer Examples A diskette with information on it or a stack of paper with information to be keypunched Installation The act of moving data files and programs to a drive setting up connecting or adjusting for use Integrity Completeness or wholeness In PBS applications the word is used in the context of the data integrity report This report is used to check the integrity of data files to see if any data has been lost Intensity The brightness of the characters on the screen As used in high or low intensity This means some characters will appear brighter more intense on the computer screen than others do This is to help the user identify and find data on the screen Interest The amount of money charged or paid for the use of another s money A charge for a financial loan usually a percentage of the amount loaned Interface An electronic device that arranges data and controls the transmission of data between a processor and an I O device A program that brings data from one software module to another To link a processor with another piece of equipment such as a printer To bring data from one software module to another 427 Passport Business Solutions
271. gt previous account If you would like to use the original colors you will have to modify the shortcut to include a cl option The following is a shortcut Target field with this option P pbs wrun32 exe c CBLCONFI w ACUSTART ACU RWC c1 fAn dale Mono PSI Box Draw s10 b1 The cl option is entered after the letters RWC There needs to be a space before and after the entry Administrative Shortcuts and Batch files Any of the Passport Business Solutions shortcuts including administrative shortcuts can have any of the various parameters This also applies to the batch files Run Options One of the shortcut fields is Run There are three options with the Run field OPTION DESCRIPTION Normal means it is not full size of the screen Normal window but a smaller window Minimized This opens PBS on the desktop This setting 15 not recommended Maximized The PBS window will open maximized which assasi means it will be the full size of the screen The default shortcuts are installed with a setting of Normal window If you use multiple monitors then the Normal window setting is recommended There is a setting in the cblconfi file that activates the run options The setting is NORMALIZE FLG Y 55 Passport Business Solutions The default setting is Y If it is set to N then PBS will not respond to changes to the Run field and will always start maximized 56
272. guage such as COBOL that must be translated through the use of a compiler into an object program The object program will normally be in a language directly understood by the computer or an intermediary runtime program Compare to Object Program See Runtime Spooling This word is from the acronym SPOOL that stands for Simultaneous Peripheral Operations On Line Spooling is a technique that allows a report to be printed on the printer at the same time that another program is running Instead of a report going directly to the printer it is saved as a disk file These disk files are lined up in a queue on a first spooled first printed basis When the printer is available the report is printed and at the same time some other program can be run Spooler A program usually part of the operating system of the computer that controls the spooling of reports and the printing of spooled reports Spooling 440 Passport Business Solutions Acronym for Simultaneous Peripheral Operations On Line Spooling refers to putting jobs in a buffer a special area in memory on a disk where a device can access them when it 15 ready Spooling is useful because devices access data at different rates The buffer provides a waiting station where data can rest while slower device catches up The most common spooling application 15 print spooling In print spooling documents are loaded into a buffer usually an area on a disk and then the pri
273. h other similar parts Example The various parts of the program that make up the Vendors function are modules and the function itself is a larger module of the Accounts Payable module MS DOS An operating system written by Microsoft Corporation for a variety of 16 32 bit computers Literally Microsoft Disk Operating System Multi Company Consolidation 431 Passport Business Solutions In PBS General Ledger the function that combines the General Ledgers of a group of companies into one General Ledger This step is usually done for companies where one or more parent subsidiary relationships exist Each company in the group of such relationships maintains its own financial records and produces its own financial statements However the group of companies also operate as a single economic entity and so combined or consolidated financial statements are prepared Multi company consolidation enables this See Consolidation Multi User Refers to a computer system set up so that more than one person can use the same programs at the same time from different terminals All users can access the same files except when a file has been protected See File Protection Net The amount remaining after all necessary deductions or losses have been accounted for as a company s net profits The amount designated on an invoice as the final amount The final amount on a check paying a bill after all discounts have been deducted or on a payroll ch
274. hapter Forma This is the Lookup format The use of the format field is provided later in this chapter 2 Program description Enter a description of the Lookup Format 25 characters A P Vendor File If this lookup is assigned to a user or Example PBS program you could also include a reference that 15 appropriate like A P Vendor Mary 211 Passport Business Solutions 3 PBS User ID Enter a valid Passport Business Solutions user ID This assigns a Lookup so that it belongs to a specific user This field should be left blank if you do not want to assign the Lookup to a User When a User ID has been assigned to a lookup it takes preference over any general lookups that have been assigned without a User ID 5 characters Currently PBS only allows 3 character User 1075 Example PSI Format In the Custom Forms User IDs and PBS Programs section later in this chap Note ter there is an explanation of the relationship between the PBS User ID field and the Next User ID field 4 PBS Program Enter the name of the Passport Business Solutions program that calls this lookup This allows you to create a lookup that is unique to that Passport Business Solutions program You should only fill in this field if you want to assign the Lookup to a specific field in PBS Leaving the field blank will mean that the Lookup can be accessed in all the locations where the Lookup has been set up You must know the program na
275. hapter for information on these sub direc tories Most data files will have a matching VIX file but some do not Ensure that you have a copy of all the backup programs to enable you to back up your data This is necessary in case the original program is lost or unrecoverable e Reports and posting registers printed to disk in the RWPRT directory They end with a You may want to include these files Files in the sub directories of the PDFFIL directory that end with PDF may also be included If there are files in this directory they should be invoices statements purchase orders etc Backup Frequency The frequency of your backups is relative to your individual operations 227 Passport Business Solutions Generally speaking back up your data as often as necessary to avoid a major inconvenience or disaster if the changes to your data were lost or unrecoverable It is important to remember that if all your data were lost you would have to re enter all the information since your last backup Today s computer systems are highly reliable and rarely have a serious failure that can t be corrected Failures do occur however and having a backup is the best protection for your valuable business information Passport Software recommends the following Ifyou use your Passport Business Solutions software several hours a day backup at least daily Ifyou use your Passport Business Solutions software only
276. have an APXX data file path name System wide programs or data files such as COMPFI Company information are usually grouped under separate system IDs such as SY for Passport Business Solutions system files Choose the SYS ID for these system wide files For company 00 the system wide data files reside in RWOO 194 Passport Business Solutions Package A package also called an application and sometimes know as a module is the name of the Passport Business Solutions software group of programs associated with the system ID The center pop up window contains the following menu selections or options which allow you to modify path names Assigns path names to programs designated by application name 2 Assigns path names to data files designated by the selected application name Allows you to copy program and data file path names from a specified company to the current com pany Verify path names These menu selections are explained below Assigning Path Names to Programs Enter 1 to select Assign path names to XX programs XX is used to represent the name of the application selected in the second screen of the Pathfinder menu screen similar to the following displays PBS Pathfinder Company 00 Assign pathnames tn programs Sys ID AP Package Accounts Payable Program Pathname JAPoBU 1 APOBJ ADJENT APOBJA ADJREG APoB N
277. he Email tab enter the fields and run a test No other changes to Company information is needed What is required will depend on your company s needs In either case the information in the examples in this chapter is for illustrative purposes only Be aware however that the examples in the rest of the documentation have been selected to be consistent with the ones shown in this chapter Graphical Mode The first tab displays as follows New Save Save New let nee Edit printers Exit General Package screen controls Account setup Printers E mail Company report name Initialization procedure Company display name Initialization procedure Address line 1 Address line 2 Address line 3 Phone Year 2000 cutoff 20 aerou doom Ez Batch controls Cross reference file batch controls 7 cross reference Scan accounts pop up ioi nuii Current account Security Print reports from disk Protected disk reports Not protected Registers words fave reontocs 1 H days before waning 80 Passport Business Solutions mA Character Mode The first screen displays as follows Enter the following information Company report name Enter your full company name The name will be printed as the heading on all reports Your entry is centered in this field Format 50 characters Example Type XYZ Company Company display name Enter the company display name
278. he contents of an ACH file An ACH file is a fixed length 94 byte length text file There are 6 record types in an ACH file Each record type is written to a separate line The structure and number of lines for each record type is the following RECORD DESCRIP RECORD NUMBER OF RECORDS TION INDI PER FILE CATOR Header 1 1 1 Header 2 5 1 Lines 6 One line per payment to employee or vendor Batch control 8 1 File batch 9 1 An ACH file must have at least 10 lines If there are less than 10 lines additional 9 records all 9s are generated to make up the difference These lines are for filler purposes only The first digit on each line is the record type Indicator The next section provides the field by field details for each record type 451 Passport Business Solutions ACH FIELD DETAILS BY RECORD TYPE Each record type has a different set of fields In this section of the chapter each record type is documented For each field the position size status and field name and data origin is provided Record Type 1 Header 1 The following is the technical information for the record 1 ACH fields SIZE 5 OSITION TATUS required required required required required optional required required required required optional optional optional FIELD NAME Record type Priority code Immediate des tination Immediate origin File creation date File creation tim
279. he file utilities described earlier in this chapter prior to using the extended file utilities From the Windows Start menu Click Programs gt PBS gt File Utilities gt Extended File Utilities When accessing the extended file utilities in UNIX Linux or from a Windows command prompt navigate to the top level PBS directory and type in exfutl and select lt Enter gt For the manufacturing extended file utilities type in and select lt Enter gt The following screen displays ende 5 Version 11 process system manager Accounts Receivable inventory control Order Fntry Rillinqg MIN Payable General Ledger Job cost Purchase Order check y tation Sales Anal 4713 Time and willing Point of Sale Select utility functions Rebuild Export Extract Restore F5 lt 11 Enter the following information 1 Company to process Enter the 2 character company or press lt F5 gt for All companies 2 through 13 Answer Y for each package you want to select for file recovery processing or press lt Enter gt for N All the files are processed for each package that you select 14 Select utility functions Select which processing functions to perform on the packages selected above The functions are performed in the sequence listed for each package that you selected one company ata time if all companies were selected Not You may not select both E
280. he first time the initial entry for the user ID field must be adm Read the chapters PBS Users and PBS Menus for more information on entering users and assigning menus to general users You are now ready to enter Company information If you are upgrading data from a previous release read the EZ Convert documentation You may also see the Upgrading to Passport Business Solutions section in this chapter Post Installation Module Add on If you added an application module to the system and you are using only company 00 then you are finished If you are using multiple companies and you need the new module to work in other companies then there are a few more steps you need to do before you enter any data into the new module for company 00 First create a data file directory for the new application and company For example if the application added is Payroll and the company is 01 then create a directory of PRO1 You can either copy and rename the data files from company 00 or use the initialization utility to create empty files The use of the initialization utilities is covered in the Initializing Data Files chapter in this documentation You may read about the copy method in the next few paragraphs Then copy the files from PR00 to PR01 You will need to rename both DAT and vix files If you are not sure about this step contact your PBS support person If you rename the incorrect files or perform this
281. he last Lookup back to the first Note This is not a technical requirement You can break the loop and link to a Lookup that is part of another chain however there is no provision to allow you to return to the loop you started in When it comes to Linking the last Lookup to the first the PBS installed Lookups as opposed to adding a custom group of Lookups have a different Next format convention Here is an example of how the Format and Next format fields are entered with the PBS installed Lookups You can add a custom Lookup Format to the end of this group as long as you use the three dashes in the Next format field PBS INSTALLED LookuP GROUP FORMAT NEXT FORMAT ORDER _ The first format links to the second the second to the third third to the fourth and the forth format links back to the first Here is an example of how a custom group of Lookups should be entered ALL CUSTOM LOOKUP Because the field is 12 characters you can theoretically have billions of formats linked together So there is no practical limit on how many custom Formats you can link If you need more than 10 formats in a group enter the first as 101 the second as L02 and so on LI L2 L3 L4 4 9 Lookup Title Enter a descriptive title for the lookup This Lookup Title description displays in the title bar of the Lookup Window Format 60 characters Example Vendor Lookup Including Vendor Y
282. he license in the directory you specified Click on OK to continue and the program will extract OK the license information License Information Extracted When you see this message the program is ready to display the license Click on OK to continue and the program will display license information License display information The license data will display in the window Review the license to verify that the modules user count Licensee name and Partner name are correct 17 Passport Business Solutions Next If the license is correct click on this button If the license does not appear to be correct cancel the Cancel installation and contact your PBS supplier Select PBS Installation Directory Here you specify where PBS is to be installed The directory must be empty Choose the default location if appropriate By default the installation program will suggest Program Files PSI PBS for the destination folder name This is fine for a single user install If this is a network install you may want to use just PBS To find the location where PBS is to be installed click on this button The Choose Folder windows will display where you can navigate to the location Once you have found the path in the path field type in the name of the directory normally PBS and the Browse install program will create a directory with that name for you You will get the message like The fold
283. he this manual pathfinder file utilities FILE NAME INTERNAL AS SHOWN NAME DESCRIPTION ON SCREEN PATHFINDER Parameters that define the basic anri structure of your A R module A R notes Notes you have entered in the var file ARNOTF 1008 A R selections which allow notes Contains all the G L accounts ARACCT which you have designated as accounts file accounts receivable accounts A R codes Contains the tax codes terms file ARCODS codes and ship via codes used in the A R module Lists all active sales rep resentatives Used in customers Sales rep SLMFIL invoices miscellaneous charges and commissions due report print ing Omitted if you specified in Passport Business Control information that you do not use sales reps Contains one record for each ship Ship to file SHPFIL to address to which goods are deliv ered or at which services are per formed Goods Contains one record for each item GDSSVC or service entered through Services file Goods Services Invoice IVCSTA Contains one record for each invoic stations file ing station Contains relevant customer infor A R mation such as name address Customer CUSFIL credit status shipping methods dis file count terms tax status and year to date statistics This file is used to log any changes Ghee or deletions which are made to the CNGCUS customer file It may be selectively purged after the Change Log is printed Contains i
284. heck to a business to pay for an item a cash receipt transaction occurs in that case the business receives payment and in exchange the customer 15 relieved of Indebtedness payment advance of receiving goods and services 15 also a cash receipt Cash Receipt Transaction The record of the receipt of a payment from a customer cblconfi The standard COBOL configuration file for Windows and Thin client Windows Linux and UNIX There are settings in this file that are needed for running PBS In some cases the settings in this file may be altered by the system administrator cblconfig The standard COBOL configuration file for Linux and UNIX There are settings in this file that are needed for running PBS In some cases the settings in this file may be altered by the system administrator It may be necessary to set up the printers in the cblconfig file Change Log In PBS modules a report that shows all changes made to records on a master file along with the date of the change and the initials of the user who made the change The Change Log is optional Use of the Change Log must be specified in the Company information See the Company Information chapter Character One of a set of symbols such as a letter a number or a special symbol such as question mark slash plus or colon Charge To set or ask a specific amount as a price To hold financially liable demand payment from To postpone payment on a service o
285. help Do not enter the full address here The program will auto generate part of the help file path when the Save button is selected You have three options Options PBS Web site To access the help from Passport s web site To access the PBS help locally Local PBS PBS Local help requires a separate installation See the install documentation for this User defined help local Select this for accessing your help A default path is generated when the Save button is selected The path varies depending on which option you choose and where PBS is installed Here is an explanation of each PBS Web site This points to the PBS documentation on a web site This is the default location for PBS help following a standard installation This is the only option if you have Thin client PBS Local There is an optional install that allows the PBS help to be installed locally on the server Local help is the only option if your workstation does not have Internet access It is usually faster than the online help but not as up to date e User defined help local This is the option you use if you want to write your own help You should place the help in a directory under the top level PBS directory When the Save button is selected it will enter the path automatically Here is an example of a path for AR help where the name of the file is APHELP HTM and PBS Version 12 0 is installed on an Q drive in the PBS directory file Q PBS USERHelpHTM 1200
286. hen you first install Passport Business Solutions no custom menus have been defined for the system If you plan to restrict user access using custom menus you may decide to create the custom menus before you add users You can create User IDs first but you would need to modify their records later to update them with the appropriate custom Menu ID For reports that have been printed to disk there is an option that will restrict a user from accessing reports that the user can not run For this feature to function the Protect disk reports field in Company information must be set to Y Enabling Disabling Menus After adding a new custom Menu ID you will be required to define the menu selections that will be enabled for this custom menu The lt F1 gt and the lt F3 gt function keys are used to enable and dis able menus selections respectively for a custom menu A plus sign will be displayed next to an enabled menu selection Entire menus or submenus can be enabled or disabled using the F1 and F3 function keys Menu Navigation When navigating your menu and enabling and disabling menu selections the following screen will display 74 Passport Business Solutions PDS Manu Maintenance Menu ID GENERAL Genral menu Pull Down MENU P AP 522259552592 e Pellp PgDnwn F3 isable When you first enter the menu screen the words MENU BAR will be displayed above the cursor A
287. his includes both the graphical screens and the character screens This chapter documents entering edit the access to help for the graphical screens Help for the graphical screens is in html format Passport provides help for all the graphical screens Help as it is installed is accessible via the Internet from one of Passport s servers There is also a local installation of the PBS help which you may have done for your system You could modify the local PBS help but it is recommended that you create your own After you create your html help file there is a means of modifying the link so that it accesses your help file This chapter describes how you enter the link to your help files It does not tell you how to generate html files enter help text or create bookmarks and links There are various applications you can use to generate html and they should all have their own user documentation We recommend that you review the documentation provided with the application If you are using PBS via Thin client then you must not alter the path to help Viewing the help for a graphical field or screen is accessed by selecting lt Ctrl F1 gt or clicking on Help from the menu at the time of the screen We have provided a maintenance screen where you may link to your own help The remainder of this chapter describes this screen 322 Passport Business Solutions HELP AccESS MAINTENANCE Select lt Ctrl F6 gt from any graphical sc
288. hted by Passport Software Inc and some portions of the Software are copyrighted by AcuCorp Inc a Micro Focus International PLC company All rights reserved Passportandits third party licensors retain all proprietary and intellectual property rights in the Software and Documentation and in any trade marks affixed to the Software or the Documentation Licensee shall not take any action inconsistent with such title and ownership Licensee shall not alter or remove any printed or on screen copyright trade secret proprietary or other legal notices contained on or in copies of any Software or Documentation LICENSEE ACKNOWLEDGES AND AGREES THAT THE SOFTWARE MAY CONTAIN CODE OR REQUIRE DEVICES THAT DETECT OR PREVENT UNAUTHORIZED USE OF THE SOFTWARE Licensee shall notify Passport immediately in the event of unauthorized pos session or use of Software or Documentation Licensee is not permitted a to decompile disassemble reverse compile reverse assemble reverse translate or otherwise reverse engineer the Software b to use any similar means to discover the source code of the Software or to discover the trade secrets in the Software to otherwise circumvent any technological measure that controls access to the Software Updates to the Software made available to Licensee through the Passport Update Programs shall be treated for all purposes as Software under this License and all intellectual property rights therein shall be retained by Passp
289. ider for information about and acquiring Data Import allow user coded data manipulations To allow conversion from one file format to another To allow upgrading to a new version of the software Files are exported using these utilities Then Files which have not changed are restored to the new folder in the usual way also using these utilities Files which have changed are upgraded using utilities supplied with the upgrade kit Upgrading reformats the data to the new file layout and where feasible makes default assumptions for new fields Refer to Upgrade Release Notes supplied with each upgrade Special file conversions may need to be run The file recovery utilities are not intended to do the following Back up files Replace Pathfinder functionality Defragment your disk drive Search your hard drive for disk errors Recovering a Data File Index If a data file index becomes corrupted an error message of this general format displays FILE ERROR 98 00 ON CHARTFOO FILE CORRUPT INDEX FILE TERMINATION OCCURRED GLOBJ COAADD PLEASE WRITE THIS INFORMATION DOWN BEFORE CONTINUING This type of message gives the error number 98 in this case the name of the file where the error occurred CHARTF00 followed by a brief explanation of the error When this message is displayed all processi
290. igit either 1 or 2 Example Type 2 Field number to change Make any desired change then press Enter No report is printed but a running display of the files and records being changed Once this process starts it must run to completion If it is terminated before completion some files will have been converted to the new account number and some will remain with the old account number The only reliable way to recover from that state is to restore from your backup and start over When all files are processed The Company file is updated with your newly defined account number structure The Cross reference file is initialized so as to be ready for your next reformat 171 Passport Business Solutions RESTRICTIONS WARNINGS AND AMBIGUITIES This section explains the inherent limitations in the reformatting process The reformat account number function does not Include Point of Sale files or any files from the manufacturing modules This is because they can only be used with the main and sub account structure only Warnings Abstain from any maintenance to either the Chart of Accounts file or to the Valid G L Accounts file from the time you first define the new account structure until you have completed con verting all files During execution of the Change all files to new structure selection avoid using the system alto gether except for read only processing views lists and so on Since reform
291. ile and identifies it Example In a Customer file there is a separate record for each customer that is identified by the customer s number In this case the customer number is the key In some cases keys are not unique but simply serve to retrieve the record Example The customer name Kilobyte Abbreviated KB or K A kilobyte is equal to 1 024 bytes Example 8 kilobytes 8 192 bytes Computer memory and storage capacity is measured in bytes It is more convenient to deal with the numbers involved by using the unit of measurement called the kilobyte or megabyte See Bit Byte Megabyte Labor Burden The expenses incurred for workers in addition to their actual wages It includes such things as the employer s share of FICA social security federal and state unemployment insurance tax workers compensation insurance premiums employer paid union contributions etc The words burden and overhead are defined in this glossary as the same However labor burden is often treated separately from other types of overhead Layout 428 Passport Business Solutions The overall plan design or format In the General Ledger module this refers to a financial statement layout This is the list of codes and accounts that define exactly how a particular financial statement 15 to be printed Legend An explanatory caption accompanying things like maps illustrations and reports code found in a financial statement layout in the PBS General
292. iles initialize General Ledger defined GENLCK GLBSNI GLCODS GLCTLF GLIBC defined GLNOTF GLOBJ GLRCUR GNJLCK GNJNOTF GNJTRX Graphical User Interface defined gross margin defined GRPFIL hard disk defined hardware defined HDRTRX header defined help maintenance in PBS Help maintenance 425 280 424 269 283 281 281 425 281 38 282 282 282 282 425 425 281 425 425 299 425 323 321 help maintenance HELPGUI hexadecimal defined high speed printer defined history backup navigation distribution HLDFIL home position defined HTML defined I O defined ICCODS ICCTLF ICDICT ICDIST ICNOTF ICOBJ ICPHXF ICREFM ICTKXF ICTRKF IHSAUX IHSHDR IHSLIN IHSSER ILBFMT ILBLCK IMAGES 323 265 425 426 259 293 426 426 428 286 286 264 286 286 38 287 289 287 287 276 276 276 276 287 287 37 IMILCK immediate origin options use of fields for income statement see profit and loss statement income defined increase number of user steps to increment defined incremental backup defined indebtedness defined index defined index recovering corrupted data file indexed file defined information company first tab company introduction to company PBS general installation ini files pdf INI defined initialize accounts payable files accounts receivable files check reconciliation files general ledger files inventory control files job c
293. in and sub account even though ACCTFI does not However if the old structure did use cost centers ambiguity is inherent Suppose that XREFIL specifies that AA BB 1246 000 becomes PP QQ 1246 020 and that CC DD 1246 000 becomes RR SS 1246 147 Who shall say what becomes of Main sub account 1246 000 173 Passport Business Solutions If the range of records converted is First through Last the field is converted In the example above 1246 000 would become 1246 020 simply because that would be the first record encountered in XREFIL for that main and sub account Otherwise conversion is not attempted Main account only these chiefly occur in the G L Financial statements selections and in the Proforma Chart of Accounts Conversion of these fields occurs in the same manner and under the same conditions as the main and sub account Sub account only these chiefly occur in the G L Financial statements selections No conversion is attempted on these 174 Passport Business Solutions Defining Multiple Com panies This chapter contains the following topics Introduction to Defining Multiple Companies Entering Program Pathnames 175 Passport Business Solutions INTRODUCTION TO DEFINING MULTIPLE COMPANIES The Passport Business Solutions software can perform data processing for multiple companies over a thousand of them The o
294. ine items associated with a specific purchase order transaction Contains distribution records associated with a specific purchase order transaction line item rec ord Contains the notes associated with P O line items Used to protect the Purchase Order Transaction Files Contains header records of purchase orders that have been changed Contains line items associated with a specific purchase order that has been changed Contains distribution records associated with a specific purchase order line item that has been changed Contains the notes associated with change P O line items Used to protect the Change Transaction Files 20 21 22 23 24 25 26 27 28 29 30 31 SCREEN FILE NAME Receiving trans file Receiving trans lock file Receivings history file Price adjust ment file Price adjust lock file Release trans file Release trans lock file Prepurchase order PO Mes sages Vendor Item Srch Receiving serial PO Notes PO Form File Passport Business Solutions PURCHASE ORDER MANUAL CHAPTER REFERENCE Receivings Receivings Receivings Adjust Receivings Adjust Receivings Releases Receivings Pre purchase processing Purchase Order Mes sages Vendor Items Receivings Purchase Orders Purchase Order Forms INTERNAL FILE NAME RCVTRX RCVLCK RCVHIS PRCADJ PRCLCK RELTRX RELLCK PREF
295. ing trans commnt file action processing are stored in this file This file contains one record of header file POSHDR bill to ship to and related infor mation for each unposted trans action This file is used to protect trans 10 Trx lock file POSLCK action files during processes that require exclusive use of certain Point of Sale files 309 DESCRIPTION i E Passport Business Solutions Trx line file POSLIN This file contains line items infor mation for unposted transactions 12 Trx payment POSPAY This file contains unposted pay file ments This file keeps a cumulative history Sales summary POSSUM of sales to report by category by file customer by item by sales rep and by sales volume Services file POSSVC This file stores services that your company offers This file contains a record for each Payout file POTFIL payout that occurs during trans action processing Pavment cod s This file contains Point of Sale pay y PSCODS ment codes for cash credit cards file checks etc Ship to PSSHIP This file contains alternate ship to addresses file addresses for customers Posted pay This files stores payments that were made during transaction ments file essing and have been posted This file contains information 9 Register file REGIFI descriptive of registers used during transaction processing This file stores line item and trans Comment his SH
296. installation of the AcuConnect host If you have to activate the license manually run the following activator 29 Passport Business Solutions You will be prompted to enter the product code Enter it with no spaces and select the enter key Next you will be prompted to enter the product key Enter it as well with no spaces and select the enter key Thin Client AcuConnect Utilities The AcuConnect Utilities are used for the Thin client host setup and monitoring of users Following a normal installation on the host you should not have to change any of the configuration settings for AcuConnect However we have provided the following limited instructions if you need to do some tweaking of the settings If you change any parameters in the files related to AcuConnect it could result in connection no longer working Be confident you know what you are doing before you attempt to make changes If you need to add another port number access to the host server re install the PBS Thin Client Windows server installation and enter a different port number using the same product code and keys Although you can configure a new port manually you do not have to so Windows Host Server To access AcuConnect in Windows go to the top level PBS directory and select the following program AcuConnect exe You will see a window like the following F j x Access Config Alias Info Services Server Access File Client Machine
297. inter type and print a report such as the Valid G L Accounts List If you do not find a matching printer type or choose not to experiment in this way select Other The next section Other Printer Types will provide you with a description of the Other fields To determine compatibility refer to your printer manual Enter the type which corresponds to your printer or select Other Format 99 In this example the cursor does not move to the Type col Example umn because you not using 80 column printer 112 Passport Business Solutions OTHER PRINTER TYPES The following sections apply only if you selected Other for printer type if not you may skip to Special Printing Features and Control Codes A screen appears for entry of the Compress and Normal codes These are non printing codes which the software will send to the printer to switch it to compressed print mode and to normal mode respectively The screen appears as follows Company information XYZ Company B0 Printer name Device name Mode Col Type 1 PRINTER 1 LPT1 D N 2 LASER wlaser4MP DIRECI 0N Y 12 Other Printer control codes for LASER Compress 1 1 2 3 lt to Create HTML 4 lt Reserved for Windows printing Enter the hexadecimal values for compressed print 15 to 17 characters inch Printer codes are in hexadecimal format each code consists of a pair of digits where
298. ipulations that specify how goods and services are to be paid for Some common terms are Net 30 meaning the amount owed must be paid in 30 days 2 10 net 30 meaning the amount due must be paid in 30 days but if it is paid within 10 days there will be a 2 discount Discount payment terms are often offered to encourage prompt payment Text A type of data that looks like common printed material in contrast to coded or strictly numerical data The data on this page is text Thin Client A client or workstation designed to be especially small so that the bulk of the data processing occurs on the server In can also result in a overall faster system With the special AcuCOBOL runtimes it is also a means of displaying Linux or UNIX server installations of PBS on workstations in more of a Graphical User Interface Throughput A measure of the productive work done by a device Example The throughput of a printer is the number of pages per minute it can print Transaction A business event A single exchange between two businesses two financial entities or two parts of one business or financial entity Abbreviated to trans or trx Transaction File In PBS software a data file in that records are kept temporarily A transaction file is used to store the results of data entry so that this data can be reviewed and edited before posting There is one exception the PBS General Ledger Transaction file is a master file its data is permanent
299. ir account as a whole rather than to specific invoices Statements for Balance Forward Customers show detailed transactions only for the current period For all prior periods only the unpaid balance shows Compare with Open Item Customers In PBS Check Reconciliation the term means the balance in an account as of a certain date A balance forward amount is a lump sum dollar amount obtained by 413 Passport Business Solutions adding together several individual dollar amounts All these specific amounts are placed in the account on or before a specified date called the balance forward date Balance Sheet A financial statement listing the assets liabilities and equity of the organization at the end of a financial period The balance sheet always shows an equality between assets and the sum of the liabilities and equity This follows the basic accounting formula Assets Liabilities Equity See Assets Equity Financial Statement Billing A bill statement or notice informing a debtor of an amount owed The action of sending out bills statements or notices or otherwise informing debtors of amounts owed Example Our billing is done each morning Bills Documents invoices informing customers of amounts owed The accumulated indebtedness of a person or company represented by individual invoices or summary statements of money owed to creditors Bit Short for binary digit the smallest unit of information on a computer A single bit
300. is screen is not processed saved Some functions have more than one screen for entering information In some cases lt Esc gt does not affect the information already entered on the previous screens Posting out of balance Situation This appears if you attempt to post general ledger entries that cause one or more accounting period totals to be out of balance Handling Check the entries you are attempting to post to make certain that they are the correct amounts and that they are being assigned to the proper accounting periods Make any corrections necessary Printer Not Available or Workstation printer not found Situation If the Printing occurring please wait message is displayed and no printing occurs Printer not available message displays after a delay of 30 seconds If you get the Workstation printer not found message click on the OK button and select a different printer In either case one of following is likely e The printer is off line or powered off No printer is no longer connected to your system The printer is not correctly defined in Company information Handling Correct the situation then press F1 to resume printing 333 Passport Business Solutions Ifthe PSI Printer locator display you can select a different printer if one is available Press lt Esc gt to cancel printing then go to Company information and define the printer page 7 22 Procedure Error Situati
301. is section enables you to initialize one or more data files of a particular package Initialize means to create a new data file When you initialize a data file that already exists any information in it is completely erased and the file is recreated This function is included in case you need to initialize data files If you suspect you have a corrupted data file do not initialize it or attempt other recovery actions without first checking with your PBS supplier Also see the Administrative instructions related to the File Recovery Utilities chapter In some situations it may be better to restore a backup of a data file rather than initializing it CAUTION Do not use this function unless you really want to initialize a data file Any Not data file initialized has the information completely erased If you have to ini tialize a data file you may want to make copy of the file or even the entire PBS directory before doing so CAUTION Passport Business Solutions SYSTEM FILES If you use the multi company feature be aware that file initialization in the System Manager can do one thing that the other packages cannot it can initialize files that encompass all companies Almost all PBS files are specific to a particular company but there are a few that are exceptions Initializing one of these files affects all companies You will be warned when you attempt to do this You must be an administrative user of Passport Busines
302. ith a unique Format number for each Lookup Lookups will have the same Program name and when they are linked to the same originating field The result is multiple Layout windows with different contents that can be accessible from the same field What you enter on the Format field works in relationship to the entry on the Nxt Fmt next format field Read the explanation of the Nxt Fmt field to understand the relationship between these two Format 12 characters Example Select lt Enter gt The Format numbers L1 L2 etc can be the same for different Lookup Note Format groups 6 Next user ID Enter the Passport Business Solutions User ID for the next Lookup in this loop If a Lookup is assigned to the user then all user ID s in one Linked group should be the same Format 5 characters but PBS only allows 3 character User ID s Example Select lt Enter gt 7 Next PBS Prgm Enter the Passport Business Solutions Program name for the next Lookup in this loop If a Lookup is assigned to the PBS program then all Next Program names in one Linked group should be the same Format 12 characters Example Select Enter 8 Next Fmt Enter the Format number for the next Lookup in the Linked group Format 12 characters Example Select Enter You only need to enter a value in this field if you have multiple formats for the group 213 Passport Business Solutions When making Lookup groups into loops you should link t
303. itialization program for each application refer to the nitializing Data Files chapter If you place the newly defined company files in the same location as the company files that you copied them from by not using menu selections 1 Note or 2 to reassign path names to the program and data files immediately ini tialize your data files for your new company This initialization must be done before running Verify XX path names Enter 4 to select Verify XX path names This selection verifies that each assigned company and associated application path names actually exist on the specified path A pop up window similar to the following appears and the verification process begins immediately PBS Pathfinder Company 00 Verify pathnames Sys 10 Package Accounts Payable Program Pathname Please select 4 Verifying program pathname 199 Passport Business Solutions During the verification process each path name is checked and displays in a pop up window Press lt F1 gt to temporarily stop the verification process or press lt Esc gt at any time to exit the process For any program and data file that cannot be found the display stops with a Not found message and waits for a response Press lt Enter gt to continue the verification process Maintain a list of any files that fail verification and contact your reseller Note for more information on how to replace these files If you have just initialized data files for
304. ity transactions Is completely purged each time activity trans actions are posted Activity transactions are another term for completion estimate trans actions Protects the Activity Entry file during posting of activity transactions Used only if you are not using all three of the PBS A R A P and PR modules In this case it holds all general ledger distributions resulting from cost transactions and billing and payment transactions entered directly in Job Cost Can be selectively purged at any time Saves jobs that have been closed and that you want to remove from your active files and store for later use or review Passport Business Solutions FILE NAME INTERNAL FILE SHOWN NAME PATH DESCRIPTION CONTENTS OF FILE CHAPTER REFERENCE FINDER SCREEN Inactive Job Saves detailed transactions for jobs Detail file saved the Inactive Job Master Inactive T Saves additional description for jobs 16 saved in Inactive Job Master file Temporarily saves or holds detailed transactions Detail Hold from the Job Detail file for Jobs that are still 17 Utilities HLDFIL active Allows you to temporarily keep detailed ing file transactions not current in a separate file so they will not be included with the current detail Field number to change Make any needed changes Press lt Enter gt to initialize the selected files Files n
305. ive Defining Spooled Printers in Linux and UNIX Each printer that you have defined as spooled in Company information must have an entry in the cblconfig file that resides in your PBS top level directory The name in the Device name field must match the DEVICE NAME entry in cblconfig file exactly for the spool printer to function correctly The entries made in cblconfig for Linux and UNIX are similar in concept but differ in syntax Entries have the following format LINUX DEVICE NAME P lpr 1 UNIX DEVICE NAME P lpr s dprinter name DEVICE NAME Enter the name of this device exactly as you have entered it in the Device name field in the Passport Business Solutions Company information printer name This is the name of the spool printer that you set up in your Linux UNIX system If the lpr print spooler is filtering out the printer compression codes include the l argument in the cblconfig file like the Linux example above When using Thin client in a UNIX Linux environment the printers must be Note set up in two files cblconfi and cblconfig The first is for printing from the character screens and the second when accessing via Thin client Spool Printer Notes Ifyou don t setup the entry in cblconfig or cblconfi Thin client for the printer device name your using in the company file then the report will be printed to a file of that name in the top le
306. k This field is optional Format Up to 10 characters Example Type 60026 Phone number Enter this user s Phone number or press lt Enter gt to leave this field blank This field is optional Format Up to 20 characters Example Type 847 729 7900 Email address Enter this user s email address or press lt Enter gt to leave this field blank This field is optional Format 60 characters Example Select lt Enter gt The Email address and Email login fields are used for emailing PDF invoice statement purchase order type documents stored under the PDFFIL directory out to customers or vendors See the Email Configuration appendix for more information on setting up this feature in PBS Note 67 Passport Business Solutions Email login If nothing is entered for the Email address field then this field is skipped Enter this user s email login or press lt Enter gt to leave this field blank The email login is the SMTP Authentication If you do not know what this is contact your Internet Service Provider for help This field is optional Format 60 characters This field will be skipped based on no entry in the Email Example address field Full graphical This field determines the type of screens that the user accesses when entering data Checked indicates that the user accesses full graphical mode screens where unchecked indicates the character mode screens In the PBS documentation the two modes are r
307. kUp Access maintenance program while running Passport Business Solutions Any input field in Passport Business Solutions can have a Lookup or PopUp window attached but the window used is dependent on the data that displays and the data that is returned to the field For example in most cases it would not make sense to attach a Window that displays and returns item information to the customer number field in Customers Enter There is the exception of the various Notes Lookups The Notes Lookup is used for viewing only and not for returning data back to a field Lookups access the Passport Business Solutions data via Passport PowerTools drivers Passport PowerTools utilizes a table based method of storing the design and other Lookup parameters Along with these tables there are driver programs that interpret the table data There are drivers for every file or set of files being accessed by a Lookup in Passport Business Solutions The Passport Business Solutions Lookups can be customized by Passport Business Solutions administrative users only using Lookup Maintenance Lookup Maintenance is the program where a Lookup can be modified Lookup Not Access Maintenance is used to assign a Lookup to a field vum Lookup Access Maintenance is described in this appendix Lookup Main tenance is described in the chapter Lookup Design Also if you have a new data file with a new maintenance screen you may need to add a Lookup s to the screen See your PBS
308. king Tickets in O E Picking Tickets and Receipts in P S One P S invoice type can be printed on blank plain paper Work Orders in I C The following forms may be optionally printed on blank paper Purchase orders in P O Invoices and statements in A R Refer to the Format Design Kit appendix in the A R User Man ual for information on user designed invoices Invoices in O E 127 Passport Business Solutions Customized Quarterly Reports in Payroll Selecting a Printer Tray To print to a specific tray set up the printer on the workstation to default to the specific tray in Start gt Settings gt Printers Then in PBS use the Company information lt F7 gt setup to select that printer Use a device name like HP Lower Tray or something the user can identify 128 Passport Business Solutions PRINTING TYPES General printing information is available in the PBS System documentation If you need a general understanding of the printing features you should read this first There are also printer setup instructions in the Fourth Tab Printers section of the Company information chapter You should also read this There are five types of printing that are available for Reports Forms Posting reports and Print reports from disk Here are five printing types PRINTING TYPE DESCRIPTION This is similar to the classic legacy printer setup but has been expanded to allow an Company informatio
309. l forms U unable to purge change log UNC defined Uninstall PBS start menu uninstall shield already running uninvoiced receivings defined UNITFI universal naming convention defined UNIX and Linux printing defined UNIX and Linux environment printing in a UNIX spooling linux and 443 128 443 268 282 282 269 276 283 228 113 127 335 443 50 336 444 288 444 150 444 150 109 UNIX Linux PBS installation 24 UNIX Linux printers Thin client 150 upgrade from earlier DOS Network products 40 from earlier Windows 32 Bit products 40 to PBS 40 to PBS from Classic Version 8 40 to PBS from Classic Version 9 40 to PBS from RW32 V10 40 to PBS from RW2000 40 upgrading account numbers from earlier versions 93 USB defined 444 use batch controls company information 82 use of fields for immediate origin 458 options USE_SCN 393 USE TAB AS ESC 394 user types 61 USERFI 311 users entering 63 users steps to increase the number of 15 using file recovery utilities 234 using pathfinder 193 chapter topics 189 for multiple companies 190 28 for single companies using top level program and data files using Windows printer to create PDF files USRHLPGUI UTILFL utilities defined extended file file recovery ISAM file recovery relative file using file recovery utility close or re open jobs utility summary export utility summary restore valid separator characters value de
310. lconfi file is for connecting through thin client Start or Stop the UNIX Linux Thin Client Service The service was started as part of the host thin client AcuConnect installation You do not need to start the service unless it failed to start during installation or it was stopped for any reason You may need to stop the service for server maintenance You may need to re start the service after server maintenance or if you rebooted the server When the host thin client components were installed two scripts for either starting or stopping the service were included as part of the installation In order to start or stop the service you will need to know the port number of the service The standard port number is 5632 To start the service type the following at the top level PBS directory start acuconnect The question marks must be substituted with the port number To stop the service type the following stop acuconnect The question marks must be substituted with the port number When stopping a service you will be prompted with the number of child processes running on the server host An existing child Note process indicates that someone is in PBS at that time If you stop the service then that user can not longer use PBS If that user is posting transactions entering a master record or new transaction then the files involved could become corrupted 34 Passport Business Solutions COMPANY REMOVAL
311. lds are used in the company wide settings for batch controls 82 Passport Business Solutions Use batch controls Check this box to use batch controls leave it unchecked to not use them Format Check box where checked is yes and unchecked is no Example Check the box and then press lt Enter gt Last batch used This field cannot be entered if you left the previous field unchecked All batches without regard to type are assigned numbers in sequence beginning with the number you enter here Format 999999 Example Type 23 Security Allow protected changes Some functions of Passport Business Solutions software contain information which can be protected against being changed This information is usually the type which is generated during posting such as historical accounting figures If you check this box to allow protected changes authorized users will be able to change protected information after having been warned Format Check box where checked is yes and unchecked is no Example Check this box and then press lt Enter gt If the field Allow protected changes is checked in Company information it is possible to override the protected change on certain fields Protected changes are necessary to not only maintain database integrity but to restrict certain vital account information from being modified For example if your valuation method is set for standard costing it would not be advisable to inadvert
312. le In this example this line of the screen does not appear because you have chosen a single segment cost center 99 Passport Business Solutions Fill requirement This field has the same meaning as for the main account number Fill requirement field described above Drop down list box choices of Fill zeros on left or Fill with spaces on right Example N A Format Suppress spaces This field has the same meaning as for the main account number Suppress spaces field described above Format Check box where checked is visible and unchecked is no Example N A Make any needed changes or press lt Enter gt to proceed to the Printers tab 100 Passport Business Solutions FOURTH TAB PRINTERS The basics of the PBS printing functions options and use are covered in chapter 2 Starting PBS Menus and Printing of the PBS System documentation You may want to read this first before and after you enter the printers This screen is used to define printers used in the PBS system for printing reports or special forms Most of the fields on this screen are stored in the Company file Note However the Device name field is stored in the Printer Configuration file PRTCFG A device printer setup as in the PBS system conforms to older standards of having printers attached directly to your local computer But with some recent advancements now you can use a Company information printer to access and pri
313. le is used to protect the Label file 18 Layer file LAYFIL This file contains the LIFO FIFO detail history records layers 19 Physical Count Trx file ICPHXF This file contains the physical count transactions created using Physical count when using the expanded physical count method The transactions remain in this file until removed during the adjustment creation process 20 Price file PRCFIL This file contains all warehouse specific prices sale prices and contract prices for items as well as alternate selling unit information 21 Serial file ICTRKF Each serial number associated with an inventory item is contained in this file along with its related information Lot numbers and historical detail for lot items are also stored in this file 22 Serial Transaction file ICTKXF This file contains serial transactions produced by entering inventory transactions for serialized items using Inventory or those that came from O E It also contains transactions entered directly through Serial numbers The serial transactions remain in this file until removed during the posting of the respective functions 23 Status file STAFIL This file contains the records of quantities costs and prior period data for each item for each warehouse 24 Status Data Load file LODSTA This file contains the load requests entered using Status load file 25 Warehouse file WHSFIL This file contains the warehouse codes 26 Work Order file
314. lection of line 25 15 legacy hold over of when the old style dumb terminals were the primary method of viewing and mputting data There may be a few users that still have these terminals but for modern systems you should always check this box Format Check box where checked is yes and unchecked is no Example Check the box and then press lt Enter gt Dumb terminals such as WYSE 60 are no longer officially supported in Passport Business Solutions Make any changes or select enter to go to the third tab 90 Passport Business Solutions THIRD TAB ACCOUNT SETUP Account Number Definition The fields on this tab define the format of your General Ledger account number You can enter information into these fields only in the add mode To change an existing format refer to the Reformatting Account Numbers chapter The account number may contain up to seventeen characters including the characters used to separate adjacent segments There may be up to four segments Some examples XXX XXXX XXX XXXXXXXX XXXXXXXX XX XXX XXXXX XXX XXXXX XXXXX XXXXX XXXX XXX When using multiple companies and you plan on consolidating data for these companies you should review the Company consolidation chapter in the General Ledger documentation before you set up your account structure The more similar the account structure and chart of accounts the easier it is to link accounts between the member companies and consolidatio
315. led will display next to the package name 3 When you are finished enter N at the Any change prompt Entering Pathnames Defined pathnames point PBS programs to the hard disk or network location of their corresponding program files and data files Only a few programs and data files are located in the top level PBS directory Dozens of files however are located in subdirectories To see how path names are presently set up run the Pathfinder program as described in the Using Pathfinder chapter Use the Assign pathnames function to see the names of the directories where your programs and data files are located To enter a new path name for PBS program files or data files for the added company from the New company installation screen do the following Enter 2 to select Enter path names optional to enter customized path names You may skip this optional section Defined pathnames point PBS programs to the hard disk or network location of their corresponding program files and data files Only a few programs and data files are located in the top level PBS directory Dozens of files however are located in subdirectories To see how path names are presently set up run the Pathfinder program as described in the Assigning path names section of the Using Pathfinder chapter Use the Assign pathnames function to see the names of the directories where your programs and data files are located The following screen displays New company insta
316. leting a Lookup You can only delete customized Lookups You cannot delete the original Lookups that were supplied with the PBS installation 220 Passport Business Solutions You can delete a Lookup from any location in PBS where a Lookup can be accessed but it is often easier to find the Lookup from the field where it is accessed Here are the steps to delete a Lookup Navigate to the field where you can access the Lookup and display it with lt F8 gt 2 Select lt F7 gt to display the Lookup Maintenance Window The Lookup should either display the path as ptcus or ptxx If it is ptdat then you do not have a custom Lookup and it can not be deleted Note the driver name and any other identifying information about the Lookup Select lt Esc gt and then select lt F8 gt for a list of the Lookups Find the one from the list that matches the one you want to delete and select it The Lookup record should display in Lookup Maintenance Select lt F3 gt to delete it pe To test that it is deleted exit out of Lookup Maintenance exit the Lookup and reselect the Lookup with lt F8 gt Lookup Access Sequence The program determines the hierarchical sequence of which specific Lookup that is accessed based on what as been entered in the Lookup record The sequence determines who where and which Lookup Format that is accessed and then displayed There are several fields in the Lookup that determine this sequence
317. license it must be ordered separately To acquire a Thin client license contact your PBS supplier To activate thin client you will need a Product Code and Product Key and follow the instructions below for activation Windows License Activation You must activate the Windows thin client on the server You must be logged in as an administrative user to do this Go to the top level PBS directory and run Activator exe Enter the product code and product key with no spaces Double check the numbers to verify that they are correct Click on the Finish button when you have verified that the codes are correct NEVER SELECT THE MORE BUTTON Cancel will exit the screen without activating a license Increasing the Number of Thin Client Users In order to increase the number of users you must do the following 1 Locate the acurcl acl file View it with notepad or any text viewer to verify that it matches the current number of users 2 Copy the file to acurcl acl old 3 Run the activator exe and using the new product code and key recreate the acurcl acl View this file again with your text viewer to verify it has the correct number of users 4 Stop and re start the acurcl exe This will re read the license and allow the additional users As an alternative you can simply re start the server This will stop and re start the thin client access as well UNIX Linux License Activation The Thin client license is activated during the
318. lient only ICON PLICO This setting determines the icon that displays in the upper left corner of PBS when it is running Do not change this setting The choices are Y or blank If blank then the program will open Blank maximized full window When set to Y it opens normal small window 393 Passport Business Solutions DEFAULT CONFIG FILE VARIABLE SETTING DESCRIPTION Select N to use Tab as Enter and Y to use Tab as Escape The tab key can function like either the Escape key or the Enter key The Tab Escape key is the standard for the older Classic RW32 and early PBS versions The Tab key Next field is a Windows standard for mov ing from one field to the next USE_TAB_AS ESC N This setting only effects the Char acter mode screens and does not effect the full graphical screens which always allow the tab key to go to next field The following group of five flags are the default font settings These set tings are used if you start PBS with the batch Also these settings are used if there are no settings found in the start menu shortcut Start menu shortcuts normally have these settings Default Font You can use the other fonts installed by the PBS startup and you can also use the system Terminal Lucida font Console s A PSI If you want the batch startup to look Draw _ like it did in older versions of PBS and RW32 use the Terminal font and set the Bold to 0 Adjust the
319. ling Install a printer on the workstation At least one printer is required to start PBS You have exceeded the licensed number of users for ACUCOBOL GT The number of users currently running PBS is equal to the maximum number of users for which you are licensed and at least one more user is attempting to log onto the PBS system Handling You will have to wait until another user logs off before you can use PBS If this happens frequently you should consider purchasing a System Manager or Thin client upgrade that allows for a greater number of concurrent users Contact your reseller for assistance Next Cost Category In Use At Another Station Try Again Situation You pressed lt F1 gt to obtain the next cost category but you cannot use it while another is using it Handling Wait until the other user is finished with the cost category or go on to another Next Transaction In Use At Another Terminal Try Again Situation You pressed lt 1 gt to display the next transaction but another user is working on it Handling Wait until the other user is finished with it then try again go on to another transaction No In Range Situation This message indicates that there is no information in the range you specified For example if you asked to print customers from numbers 100 to 200 and there are no customers with numbers between 100 and 200 this message will display Handling Enter different starting and ending limits o
320. listed as AcuConnect 7 2 2 on the installed port Refer to the server instructions on your server to start or stop the service UNIX Linux Server Installation For a UNIX or Linux installations of the host server and the latest documentation go to the Passport web site at the following address http www pass port com thinclient You should have a live version of PBS installed on the server before you can do these steps If this is a new installation you can upgrade your data before or after the AcuConnect install Installing Thin client will have no effect on your current runtime usage if you are running PBS via some terminal emulation package Every Thin client user can share the same port but you can run this installation multiple times if you have a reason to run Thin Client PBS on more than one port Read each step completely before you do the installation 1 Log in as root on the UNIX or LINUX console 33 Passport Business Solutions 2 Create a temporary directory such as usr temp 3 Copy the host sever installation to a temporary directory on your server If needed refer to any additional download instructions for getting the installation on your host server 4 To execute the AcuConnect Installation program for Passport Business Solutions on Linux UNIX Linux note The cblconfi file is different than cblconfig The cblconfi allows users to connect with thin client and cblconfig through telnet The cb
321. ll and configure a workstation for accessing PBS Company Configuration This section describes the primary set up of a company in PBS Chapter 4 PBS Users describes how to set up users and user security in your Passport Busi ness Solutions system The difference between Administrative and General Users is defined Chapter 5 PBS Menus describes custom menus in Passport Business Solutions Custom menus can be defined that display on screen only those functions that a user accesses This chapter tells you how to define custom menus and how to associate them with users Passport Business Solutions Chapter 6 Company Information describes how to set up company wide parameters such as the type of printers available company account number structures and email setup Chapter 7 More on PBS Printing describes how the Passport Business Solutions software allows the selection of Windows printers when printing reports lists and registers Sections on how to set up your laser printer to use PCL commands how to set up a network printer and how to print to printers not listed on the Passport Business Solutions Printer menu are covered This chapter also describes how to set up your printer to use special accounting forms sup ported by Passport Business Solutions and image merging configuration for special forms e Chapter 8 Reformatting Account Numbers describes how to make extensive changes to your account number or co
322. ll default to using index 1 Other values will give invalid results and may partially disable the Lookup Format 1 Alphanumeric 1 9 and F Example 1 For some files Valid G L Account number G L Chart of Account number may be listed as an Alternate index field in the File Layout but it Note is not available as a Sort by and therefore cannot be used It is only avail able when it is the Primary Index like in the Valid G L Account file 18 Sort by Fields Enter the Sort by fields to be used for this lookup There are default Sort by fields that are dictated in the program and files Entering data in Sort by Fields will override these default Sort by fields Leaving Sort by Fields blank will use the default These entries must be entered as a string separated by commas Valid entries here are 1 9 for fields 1 9 and A F for fields 10 15 Acceptable values include 1 9 or A to for each entry in the string The actual values that are valid will depend on the actual indexes available through the program Format 10 Alphanumeric Example 1 2 4 19 5 55 Flds Enter Y if you do not want to access associated fields Enter N if you want to use associated fields There are two types of fields that a Lookup can access These are the Primary file fields and an Associated file fields The Primary file fields are from the main file and are always available The Associated fields
323. llation Passport Business Solutions tm Please select 1 Enter pathnames for programs 2 Enter pathnames for data files You can make entries in one or both of these selections by doing the following 179 Passport Business Solutions A ENTERING PROGRAM PATHNAMES 1 Enter 1 to select Enter pathnames for programs and the following screen displays New company installation Passport Business Solutions tm Please enter the directory path relative to the current directory where the programs for the indicated packages are located System RwOBJN AROBJN I C ICOBJN OEOBJN S A SAOBJN APOBJN PR PROBJN G L GLOBJN 2 JCOBJN POOBJN C K CROBJN T B TBOBJN P S PSOBJN Path entry complete Esc exit On a UNIX system the pathnames are entered with a forward slash On Windows systems the pathnames are entered with a backslash 1 Notice that default pathnames display for each company you selected using Specify packages for company from the New company installation menu For packages that are installed on your computer but not chosen with Specify packages for company Not selected will display next to the package name Packages that are not installed on your computer show Not installed 2 Enter an appropriate directory path names for each package Remember not to use any special characters such as period comma or less than lt in the path 3 When you are satis
324. lling are created for each trans action Only immediate invoices are dis Posting Audit Yes the report Posing Aut v is displayed Yes N A N A Print reports Yes the report is displayed REDE All other forms will print via a standard Company information printer when using a PDF and PDFP printer selection You may merge a graphical file that contains the logo lines and general form data with the variable form text using this feature reports are created in the RWRK directory The contents of this directory gets deleted the next business day when PBS is first started In order to retain an audit trail or any report we recommend that you save the report to another location or print it before closing the PDF application UNIX and Linux This table represents the printer types for UNIX and Linux PDF amp COMPANY PDFP WINDOWS DISPLAY ON CREATE INFORMATION PRINTER COMPANY PRINTER SCREEN HTML INFORMATION Reports Yes N A N A LM sic display only 130 Passport Business Solutions PDF amp Peal PDFP WINDOWS DISPLAY ON CREATE PRINTER PRINTER SCREEN HTML INFORMATION Posting reports Print reports 7 Classic display All other forms will print via a standard Company information printer when using a PDF and PDFP printer selection You may merge a graphical file that contains the logo lines and general form data with the variable form
325. lt Esc gt to cancel accounts Hecelvable 0000 Tnirialize afr files Init 2 Init 22 Thunice Tine irem file hisrory aux Tile 34 Invoice tile 44 Standard bill Tile 35 Invoice lock file 45 Standard bill aux file 36 Statement format file 46 Stmnt printer ct file 37 statement fmt lock file 47 invoice printer Ick File 38 hill header File 48 Taxes items file 39 bill lin item tile 49 Invoice hist serial tile 40 eie srl bill aux file 30 Customer contact file 41 Invoice hist header file 31 Recurring sales file 42 invoice hist line file 52 prepaid cash trans file amp 1 gt Set 411 files tu Y lt F2 gt Initialize files lt PgUp gt previous screen Continue to answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file The cursor will move through each field in turn and you will be able to correct any errors from Field number to change You may also use the options 274 Passport Business Solutions maA Options To set all fields to Y After the first use of this lt F1 gt option this key functions as a toggle alternating between setting all fields to Y and to N To initialize all files marked Yes without wait lt F2 gt ing to reach Field number to change You will be asked to confirm that you want to do this
326. main accounts in the range 7000 7999 to 8000 8999 in order to make room for new accounts which you want in the 7000 series This involves changing the value of numerous account numbers without changing their format When the definition for the new account number is complete press lt Enter gt at Field number to change The following screen displays Reformat account number XYZ Company 1 Starting account number 2 Ending account number Old account structure 9899 999 abcd efg lt Place these letters 3 account structure abcd efg lt into these fields to indicate character placement Use lower case abc for placement or upper case ADC or numbers to indicate insertion characters example if the old account number was 1100 100 a mask of efg abed 000 would give a new account of 100 1100 000 while a mask of AO00 abcd efg would give new account of A00 1100 100 lt F1 gt Next account lt SF1 gt Previous account lt F2 gt First On this screen you will specify which account numbers are to be reformatted and precisely how the old account number format is to be translated to the new account number format From this screen you can work with existing entries but not with new ones The number of entries on the file is fixed You do not work with individual entries but with ranges 1 Starting Account number and 2 Ending Account number Enter the range of a
327. mal codes are not used to print special forms on a Hewlett Packard or compatible laser printer Instead a series of codes are used PCL Codes In order to print special forms you must enter PCL commands These commands are used to control various laser printer features such as margins font selection or other features Each PCL command has an associated hexadecimal value You enter PCL commands by typing hexadecimal digits at the appropriate screen For this description the PCL commands have been divided into the following three classes 1 Printer reset command 2 Job and page control commands 3 Font control commands 142 Passport Business Solutions In the Control Information selection however you will note that commands are entered as reset job and font control Note that these command lists are only a partial listing of features and functions If you are using an HP or compatible printer refer to the PCL 5 Printer Language Technical Reference Manual or equivalent for information on PCL commands Printer Reset Codes The PCL printer reset command sets all printer feature settings to their default settings These default settings are printer dependent Refer to your printer manual for these values A reset code should be sent to the laser printer at the start and finish of a print job It is sent initially to establish the printer with a default condition and at the end to re establish leave it in the default co
328. mation are stored in this file 37 Warranty codes ICREFM This file contains types of warranty codes 38 Coverage types COVFIL Types of coverage are stored in this file 39 Item sequence ITMNUF This file contains information on all item sequence 40 Status code STAFII Status codes are stored in this file 41 Quick Work Order QIKWRK This file contains all the quick W O in use 42 Temporary item file TMPITM Temporary items are stored in this file 43 Kit used lock file KUSLCK This file protects a working file 44 Work order used lock file WUSLCK This file protects a working file Field number to change Make any needed changes or use one of the options lt PgUp gt For the previous screen lt 1 gt set all files to Y lt F2 gt To initialize the files lt Esc gt Cancel and close the program 289 Passport Business Solutions en se To Initialize Job Cost data files execute the Passport Business Solutions initialization function COST To use this utility you must be a PBS administrative user to use this utility Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt JC Initialization For UNIX or Linux Type the following usr psi or replace usr psi with the name of your PBS top level directory Then type the following jcinit If you are using
329. mation for each record in the DAT file The VIX is repaired This Occurs even if the VIX is missing Any records marked for deletion are removed Use Extract all records from a file when Rebuild a file fails due to extreme file corruption Extract all records from a file dumps the records to an export file in the sequence that they appear in the data file unlike Export a file which writes the records in the record key sequence using the index file Using a text editor it may be possible to locate and correct corrupt records in the export file If you are not familiar with editing data in export files you should contact your Passport Business Solutions supplier for assistance From the File recovery utilities menu type 4 A screen similar to the following displays 248 Passport Business Solutions Ezz File recevary Extract all recs from a file XYZ Company Please select file 1 Popup File POPFIL 16 usar fila SYUSRFIL 2 Valid account file CTFIOO 17 Menu master file SYMENUMS 3 watch control file ur 5Yus 4 Cash account file SHACT u 5 Laser params file LASPRMOO 20 Breakout user Hie 6 Multi company file TCMP 7 Access groups file CESS00 EDET manpas 1118 5552 9 Not Used 10 Report description File 18 27 ERGO EOno gone SPOOLF 12 Stack f il
330. me before you can do this assignment For example by making a specific entry for APVENMNT Vendors Enter you could create a Vendor Lookup that is designed specifically for Vendor Maintenance Consequently the Vendor Lookup in Voucher entry and Open Item Query would remain as the standard Lookup Format 12 characters Example Select lt Enter gt In the appendix PBS Menu and Program Names you will find a spreadsheet that indicates the program names that are linked to the Passport Business Solutions menu selections Use this information to help you set up the PBS Program field Note In the Custom Forms User IDs and PBS Programs section later in this chap Note ter there is an explanation of the relationship between the PBS Program field and the Next PBS Prgm field 5 Format Enter the Format layout number 212 Passport Business Solutions At any one PBS field where Lookups are accessed there may be multiple Formats One format can be different from another by having different columns different sort by and a number of other Lookup parameters Each Lookup is a different Format and a group of Lookup Formats can be linked together This field is used along with the Next Format field to Link together Lookup Formats In a group each Format number must be unique When Lookups are linked together in a group the user can click on the Next Lookup button or select lt F4 gt to display the next Lookup Format W
331. mple Number 3406 is the apply to number for the 100 payment from the Ace Company for the popsicles they bought from us on Invoice 3406 ASCII Abbreviation for American Standard Code for Information Interchange a very common standard for representing characters as patterns of bits for example A is represented by 412 Passport Business Solutions 01011010 It is a widely accepted convention for representing characters such as letters digits and special characters like the asterisk inside the computer This convention includes the order of the characters that is the order in that they are sorted For instance digits come before the upper case letters that come before the lower case letters It is called the ASCII Code pronounced askee See Bit Assets Economic resources owned by a business that are expected to benefit future operations Assets include monetary items such as cash and accounts receivable from customers as well as non monetary physical items such as inventories land buildings and equipment Assets may also include non physical rights such as those granted by patent trademark or copyright as long as some monetary value can be assigned to them See Current Assets Fixed Assets Audit Trail A path of accounting information that can be followed either forward or backward A piece of accounting information usually comes from somewhere or is going somewhere Part of this information for example a doc
332. mple Type apvenfil scr You can view all the avallable driver names from this field by selecting the lt F8 gt key 210 Passport Business Solutions Ezz You will see a screen like the following Driver Hane Description User RWI2 Program Format apapacct ser A P Account Lookup apapopen scr Voucher Lookup apapopen scr Voucher Lookup RPRDJENT L1 apapopen scr Voucher Lookup APUCHDEF 14 apapopen scr Voucher Lookup APUCHSEL L1 apaprcur scr Invoice Code Lookup apaprcur scr Inv Code L U Rcrnq Pay APRAPENT L1 apaptrx scr Voucher Lookup appcofil scr Vendor Contact File appuradr scr Location Lookup apeentil scr Vendor File apeenfil scr Vendor Sort by Mane 91 apuenhis scr Invoice Lookup apvenhis scr Invoice Lookup APUHSING L1 araracct scr R Account Lookup ararcods sh Sort by lt F1 gt This is itself a Lookup and functions accordingly The columns in this Lookup are described below COLUMN DESCRIPTION Dri od These are the available names you can use name p This is the description of the driver If the Lookup is assigned to a PBS user this column will have data If the Lookup has not been assigned to a user this column will be blank More information on assigning a Lookup to a user is found later in this chap ter If the Lookup has been assigned to a specific PBS pro gram the program name will display For a list of PBS programs see the Appendix in this c
333. mpt will reappear Unlike most Passport Business Solutions selections this selection allows you to initiate processing using lt 2 gt without waiting to reach Field number to change but you can only do this from the second screen 277 Passport Business Solutions CHECK RECONCILIATION To Initialize Check Reconciliation data files execute the Passport Business Solutions initialization function You must be an administrative user of Passport Business Solutions in order the run the file utilities Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt CR Initialization For UNIX Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following crinit If you are using multiple companies enter the 2 character company id If the company is correct answer Y When prompted enter an administrative User ID The screen displays as follows et all files to Y F2 Initialize files Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file Data Files The following table lists all the entries on the screen and provides a description of each file The internal name of the file is given this is useful when relating the file name to several features described in the this manual
334. ms for 800x600 and 1024 and up workstation Display properties Screen areas If you would like to experiment with font sizes bold and italic characteristics the following tips will help with this Also if you want to take advantage of the fonts with the admin start menu start menu items and the batch file start ups then you can modify them as well There is a direct relationship between the Windows Display properties Screen area and the scalable font size used to access PBS The Startup installation provides access to PBS on Start Programs Passport Business Solutions and installs the PBS fonts These start menu items are set to access the PBS fonts and some default font characteristics You can modify these char acteristics 52 Passport Business Solutions Several command line parameters are available that can affect PBS display properties Font characteristic command line parameters To modify the display s color scheme and box frame characteristics The values are 0 Passport blue on gray 1 Classic RealWorld white on black 2 use and for box draw characters 4 use AcuCorp special BoxDraw commands f To specify the font that will be used for the display 5 specify the font size b1 To specify that the font displays in bold il To specify that the font displays in italics specific font is not designated in the start menu item or batch then PBS def
335. ms s _ kaa mes _ EN RN p w 348 MENU SELECTION SAMPLE INVOICE Copy DELETE LOCATION GRID LAYOUT WORKSHEET FORMAT SPECIFICATIONS STATEMENT FORMATS GENERAL APPEARANCE HEADER AREA FIRST PAGE FIRST PAGE HEADER AREA HEADER AREA ADDITIONAL PAGES CLOSING AREA FOOTER AREA FIRST PAGE FIRST PAGE FOOTER AREA FOOTER AREA ADDITIONAL PAGES VERIFY SAMPLE STATEMENT Copy DELETE LOCATION GRID LAYOUT WORKSHEET FORMAT SPECIFICATIONS UTILITY A R OPEN ITEMS PURGE CUSTOMER HISTORY i Eo gt usiness Solutions HIERARCHY 1 2 2 2 TBMNU CUHPRG 2 2 2 2 2 2 349 Passport 3 Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY SET CUSTOMER ACCOUNT CLOSE A PERIOD RPCLOS 350 i Passport gt Business Solutions Check Reconciliation TRANSFER CHECKS DEPOS CKXFER ITS VIEW CHECKING INFOR MATION CHEING cea gt CLOSE CHECKING ACCOUNTS CLSCKA COMPRESS CLEARED LOAD CHECKBOOK CBKENT RESET CHECKING ACCOUNTS aes SET UP CLEAR ENTRIES SETCBK SET UP PURGE ENTRIES SETCBK Passport Business Solutions MENU SELECTION PROGRAM NAME HIERARCHY SET UP SET LAST BALANCE SETCBK 352
336. multiple companies enter the 2 character company id If the company is correct answer Y When prompted enter an administrative User ID The following screen displays Fl gt Set all files to v F2 Initialize files When this screen is first displayed all its fields are blank except the first The cursor moves through each field in sequence until all have been traversed You can then change any field Options Answer Y for each file you want to initialize or press Enter to default to lt N gt to skip initializing a file At any field including Field number to change you can use one of the options 290 lt F1 gt lt F2 gt Format Example Passport Business Solutions To set all fields to Y After the first use of this option this key functions as a toggle alternating between set ting all fields to Y and to N To initialize all files marked Yes without waiting to reach Field number to change You will be asked to confirm that you want to do this File and Description Table The following table lists all the entries on the screen and provides a description of each file Cross references are given to the Job Cost User manual chapters where the contents of the file are described In addition the internal name of the file is given This is useful when relating the file name to several features described in this manual pathfinder file utilities FILE NAME SHOWN ON SCRE
337. n Disk Drive A device usually consisting of a motor and a read write head that enables data to be stored on and written onto and retrieved from disks The motor spins the disk while the read write head moves over the surface of the disk reading or writing data Distribution In the PBS A P A R Payroll and Job Cost modules The act of allocating transaction amounts to G L accounts An amount allocated to a G L account Distribution Media CD ROMs or DVDs upon which programs have been prerecorded for distribution to customers or users See Media Document A written or printed paper bearing the original official or legal form of something that can be used to furnish evidence or information The physical record of a transaction It is generally 419 Passport Business Solutions thought of as a business paper that summarizes what occurred and provides evidence of the transaction Examples are invoices checks credit memos shipping bills and statements Double Entry Bookkeeping A method used in accounting to check the accuracy of information entered into journals and ledgers Under this system for every transaction recorded the total dollar amount of debits must equal the total dollar amount of credits and each total must equal the amount of the transaction Example Someone buys a television The total price is 400 00 20 00 of that is sales tax The double entry process would be Debit CASH 400 00 Credit SALES 38
338. n companies Account Number Minimum Format The minimum format is an account number consisting of a single segment of four characters xxxx This is the main account The main account is used to separate transactions by their nature such as Cash Receivables Inventory Equipment Accounts payable Notes payable Equity or capital Sales Purchases Repairs Taxes etc For example 2300 may be the account number for Notes Payable Although the minimum size defined for the main account is four characters an individual account number is not required to contain four characters An account number of A or 1 is permitted Account Number Maximum Format The maximum format is four segments consisting of two cost center segments the main account and a sub account For example 010 123 23000 050 may mean Burlington division 010 repairs department 123 notes payable 23000 to First National Bank 050 The Point of Sale and Manufacturing modules can only use a main and sub Note account structure Do not set up cost center segments when any of these modules are installed for this company Graphical Mode From this tab you enter these fields 91 Passport Business Solutions mA General Package screen controls Account setup Printers E mail a enter Segment name Size Alphanumeric Fill requirement Suppress spaces Main account m J spor sess C ser Number of cost center
339. n easier workstation and network printer con printer figuration and to make the printer setup process easier See the Company infor mation chapter for more information This is a special designation PDF for the name of the Company information printer that sends the print job to a PDF PDF and file and in some cases the file is displayed Company designation will create file and print file at same time A PDF file can be viewed in Adobe Acro bat or Acrobat Reader This is a standard Windows printer Windows printer spooler It is not available in UNIX or Linux This allows the user to view data on the Display on screen screen This creates an HTML document and dis Sene H EMI plays the data in the PBS browser There are different options for printing depending on the operating system as seen in the two following tables Windows and Thin Client Printers This table represents the printer types that are available in Windows and Thin client 129 lt Passport 3 Business Solutions PDF amp COMPANY PDFP WINDOWS DISPLAY ON CREATE COMPANY PRINTER SCREEN HTML INFORMATION Yes with Clas Yes the report sic display Yes the report is displayed PDF printer and 15 displayed HTML Yes but with only A R Invoices State forms Purchase Orders Point of available for most forms N A N A individual 8506 tor Time and Bi
340. n installed on the workstation 336 Passport Business Solutions Handling Install the fonts manually or run the PBS workstation installation and it will install the fonts You should be logged in as an administrative user to this A file needed is protected by another function Cannot run your selection Situation This appears after the PBS license screen on a windows network when the client does not have rights to the folders files to where the software is installed Handling Allow full control for PBS users Situation It also may appear if the software is missing the LINK RWWRK or RWPRT folders Handling Create the directories under the top level PBS directory Allow the permissions for using these directories Situation It may also display if directories and or files are read only Handling Make the files read write Situation You are adding a company in PBS and this message displays Handling Someone is logged into PBS Get everyone out and then add your company Check or other form does not print until you answer Yes to the question Are the form type just printed OK The Company information mode flag needs to be changed to S for the printer that was selected Unable to print to a USB printer via D LPT1 Situation USB Printers are NOT direct local printers They are considered network printers even though attached to the PC They cannot be accessed using port name like LPT1 Handling Use the
341. n separator Enter a or symbol This row is used for the field separator symbols and is needed only when designing a character lookup The pipe lt gt symbol will draw vertical lines separating each column The plus lt gt symbol will display the lookup as a grid and draw a full row and column grid so that each data element appears to be surrounded by a box Format 78 either jor Example Saving a Lookup Field number to change Once you have copied or changed a Lookup and you are ready to save it you have several options The PBS Lookups will allow you to save the changes so that they are global or company specific There are some differences at Field number to Change from the standard PBS convention When you select the lt Enter gt key the Lookup record Format will continue to display but with some differences on the second row of Field 22 Depending on the type of field you entered the following will be indicated Alphanumeric fields will display as X s Numeric fields will display as 9 s Dates will display as 99 99 99 219 Passport Business Solutions As a confirmation on what you entered you can review field 22 to verify that the Header line File data line and if used Column Separators line up properly If you entered a non valid field number then the field will not display Options When you select lt Enter gt the second time you have the following options Select Y to
342. n the immediate origin settings The two options are Your company is the immediate origin e Your bank is the immediate origin This part of the appendix documents which fields are being used in both circumstances The Company s Bank is the Processing Bank This is the most common circumstance In this case your company is the immediate origin These data variables are produced when the Ctl Banks record screen2 field 3 Is immediate origin your company is set to Y R ACH FILE ECORD FIELD DATA ORIGIN TYPE NAME This 15 your bank This 15 the ABA l 3 Immediate bank routing number which comes destination from the Ctl Banks screen 1 field 5 ABA Routing This is usually your company s eral Tax ID number from Ctl Banks 1 4 Immediate screen 2 field 4 ACH imm origin origin no tax id no This could also be the DUNS code or any other unique des ignation as required by your bank This is your company s bank name 1 2 from Ctl Banks screen 1 field 2 Bank Name Immediate This 15 from Ctl Banks screen 2 1 12 field 3 Imm origin Note origin name this is usually your company s name Company This is from the Ctl Banks screen2 3 field 1 Company This comes from Banks screen 2 field 2 ACH Company tax id no It 15 usually the same as Immediate 5 5 Company Origin from ACH file record 1 field ID 4 It normally contains your com pany s Federal Tax ID
343. n the screen and provides a description of each file Cross references are given to the chapter s where the contents of the file are described In addition the internal name of the file is given this is useful when relating the file name to several features described in the PBS Administration documentation pathfinder file utilities SCREEN FILE NAME P O control file Delivery location file Vendor item file P O master hdr file P O master line file P O master dist file PURCHASE ORDER MANUAL CHAPTER REFERENCE Control Infor mation Deliver to Locations Vendor Items Set Up Ven dor Item File Purchase Orders Purchase Orders Purchase Orders INTERNAL FILE NAME POCTLF WHSFIL VENITM POHDRF POLINF PODIST 298 One letter at each field either Y or N The default is N Press lt Enter gt at each field This displays as Skipped DESCRIPTION Contained within this file are a number of parameters that define your purchase order structure Each parameter determines a specific procedure to be used in other modules Contains locations and addresses where items are to be stocked and received It is the same file used in Inventory Control where it is called the Warehouse File If you are using Inventory Control both modules will use the same file Contains the vendors you do business with and the items they provide Vendor item records con tain data about the vendor a
344. nce against corrupted data files software operating system or hardware failures or problems unrelated to your computer such as damage from a fire that can cost you significant downtime and be very costly to your business Having a backup copy allows you to store your data in a secure area outside of your computer or even away from your principal place of business and use that backup to restore your system and be up and running again a short time Prior to an upgrade of any type we strongly recommend that you perform Note a full backup This will guarantee the validity of data in the event of installation or hardware problems that may occur during the upgrade Files to Include in Backup If you prefer you can backup the entire contents of the PBS directory Then you are assured that everything you need will be saved This is the best option It is essential if you have custom programs with custom menu selections and custom paths If you prefer to backup data selectively then we have a recommendation on the files to include Using AcuCOBOL Vision file formats your backups should include all files ending in DAT and VIX Most files that end with DAT will have a matching VIX file but not all Ensure that you include all data files stored in your subdirectories Although your backup may include other files all files matching DAT and VIX should be included Refer to the Stand ard Installation Structure in the PBS Installation c
345. nd post when the power loss threat has diminished We recommend that you use a UPS uninterruptible power supply to maintain power to the server in the event of a power outage Also when ever possible have the workstation on a battery backup Laptops usually have battery backup capabilities built in The best and safest policy is to keep current backup copies of all Passport Business Solutions data files See the Backing Up Data Files chapter If current backups are not available you may attempt to recover corrupted files by using the utilities described in this chapter Corrupted data files cannot be used reliably and any attempt to use them causes error messages such as FILE ERROR 98 If you see a similar error message or if you get unusual results while using Passport Business Solutions software and suspect there may be a corrupted data file there are steps that you can take to correct 233 Passport Business Solutions USING FILE RECOVERY UTILITIES You use these utilities for the following reasons Torecover from a corrupt data file index Torecover from a corrupt data file Toreduce the size and sometimes increasing the performance of an indexed file Toallow transferring data to and from non Passport Business Solutions packages See the PBS Field Definition Guide PBS_FDG PDF for layouts of exported PBS files The Data Import tools may also be useful for importing from an external application See your PBS prov
346. nd the item Contains one header record for each purchase order Contains line items associated with a specific purchase order Contains distribution records associated with a specific line item 10 SCREEN FILE NAME P O aux iliary file Pre pur chase lock file P O trans hdr file P O trans file P O trans dist file P O trans notes file P O trans lock file Chng trans hdr file Chng trans line file Chng trans dist file Chng trans notes file Chng trans lock file Passport Business Solutions PURCHASE ORDER MANUAL CHAPTER REFERENCE Purchase Orders Pre purchase Processing Purchase Orders Purchase Orders Purchase Orders Purchase Orders Purchase Orders Changes to Purchase Orders Changes to Purchase Orders Changes to Purchase Orders Changes to Purchase Orders Changes to Purchase Orders INTERNAL FILE NAME AUXFIL PRELCK HDRTRX LINTRX DISTRX LNNOTF PCHLCK CNGHDR CNGLIN CNGDIS CNNOTF CNGLCK 299 DESCRIPTION Contains special messages or manually entered deliver to addresses associated with purchase order header records and additional descrip tions that have been entered for line item rec ords Used to ensure that only one user issues pur chase order numbers or prints the purchasing worksheet at a time Contains one header record for each purchase order transaction Contains l
347. ndition This ensures that the next print job is not affected by your settings This is particularly important when sharing printers Commands remain in the printer until other commands are received or the printer is reset The PBS printer reset code consists entirely of the PCL reset command Job and Page Control Codes Job and page control codes are sent to the printer immediately after the printer reset codes The fol lowing table lists some of the PCL commands that are used for job and page control For this exam ple they are listed in the order that they are sent to the printer The command sequence is determined by the sequence of the hex command string entered in the Company Information selec tion SEQUENCE CoNTROL CopE Perforation Skip Disable Page Size Letter size see note below For the HP LaserJet Plus the Page Length command is used because this Note printer does not recognize the Page Size command Page Length 66 Font Control Codes The font control codes are the last group of codes sent to the printer These codes set parameters such as symbol set spacing type and typeface family 143 Passport Business Solutions SEQUENCE CONTROL CODE Symbol Set Roman 8 Spacing Fixed es It is necessary to use all of the above PCL commands to ensure that the correct font is selected PCL Commands and Special Forms The special forms codes used for printer reset J
348. netic media report formats 30 YTD state city history file SCDHIS This file contains the year to date history for state and city taxes 31 Payroll report format file RPTMFT This file contains the user defined customized report formats 32 Payroll report lock file RPTLCK This file is used to protect the Payroll Report file 305 Passport Business Solutions Field number to change Make any needed changes Press lt Enter gt from a blank Field number to change to proceed to the next screen or select lt Esc gt to cancel 2 5 Payroll 00 rnitialize PR files xYZ Company Init Init 33 Multi city state file 34 Misc Jurisdiction file 35 Esployee DDA file 36 Payroll pos pay format F1 Set all files to Y F2 Initialize files lt PgUp gt previous screen Continue to answer Y for each file you want to initialize or press Enter to default to lt N gt to skip initializing a file The cursor will move through each field in turn and you will be able to correct any errors from Field number to change You may also use the options Options To set all fields to Y After the first use of this Fl option this key functions as a toggle alternating between setting all fields to Y and to N To initialize all files marked Yes without wait lt F2 gt ing to reach Field number to change You will be asked to confirm that you want to do this 1 To return to
349. nformation on all fully Customer his CUHFIL paid open items which have been tory file purged from the A R open item file Cash history file KSHHST Contains payment history A R open Contains all of the open items transactions that are currently file standing for each customer Open em AROLCK Protects the A R open item file lock file Cash This is a transaction file for cash CSHTRX receipts It is purged when cash receipts file receipts posted Cash receipts lock CSHLCK Protects the cash receipts file file 272 LJ gt N N N N N gt Passport Business Coch ane Contains a record for every invoice 52 app CSHAPL to which cash is applied during cation file cash receipts processing Returned Contains information on checks checks file that been returned Returned checks lock NSFLCK Protects the returned checks file file Remed d checks appli NSFAPL the original cash receipts proc cation file essing Returned Contains a record of bank and cus checks NSFCHG tomer charges charged because of charges file a bad check This 15 a transaction file for Mis Aan cellaneous charges transactions charges trans SLSTRX sa The file is purged each time mis file cellaneous charges are posted Misc Protects the miscellaneous charges charges lock SLSLCK tr
350. ng 197 Passport Business Solutions Use the Copy program data file names from selection in conjunction with Define new menu selection Assign path names to XX data files and the Verify XX path names to successfully add a new application to a company For example to add an Accounts Payable A P application for company Z2 you would perform the following steps DESCRIPTION In Pathfinder add an Accounts Payable A P appli cation to company Z2 using the Define new menu selection Use Copy program data file names from to copy the existing files and path names for company 21 to company Z2 Use Assign path name to Accounts payable data files to change APZ1 path names in company 21 to APZ2 path names Create the Data directories Exit Pathfinder and initialize the A P application data files with the Accounts Payable File initialization util ity Run Pathfinder again and use Verify Accounts Pay able path names to verify the newly initialized data files The following fields enable you to copy files from one company to another Copy from Enter the 2 character company ID and the system ID from which to copy A copying to Company XX Sys ID AP prompt will display the target company ID and system ID Copy path names Answer Y to copy the Pathfinder File for the defined company ID to a Pathfinder File for the target company If you wish to copy only program and data file names to the new Pathfinder
351. ng stops to avoid further file integrity problems Whenever you receive such a message use the Rebuild a file selection as explained in this chapter If this fails use the Extract all records from a file selection followed by the Remake from an extract file selection 234 Passport Business Solutions Recovering Data Files Sometimes the data within a file becomes corrupted The only indication of corrupted data in a file versus a corrupted data file index is missing or garbage data Solving this problem can be quite difficult and may require professional assistance In some cases restoring from a backup may be your only recourse 235 Passport Business Solutions RECLAIMING DISK SPACE Use the Export utility in conjunction with Restore to shrink a data file so to reduce the amount of space it occupies on your hard drive as described below Files can accumulate unused space in the following situations Files that are periodically purged such as Vendor History File in A P Cash History in A R Purchase Order Master File in P O Invoice History Files in A R Transaction History Files in POS Distribution to G L Files Files that are periodically compressed General Ledger Transaction File in G L Checkbook File in C R Files that may have had a large number of records deleted from the file Vendor Customer or Item File Employee File Chart of Accounts File In the above cases
352. ng the report layout Most PBS reports require no less and no more than 132 columns to print the data Therefore the usefulness of this instruction is limited ORIENTATION If your printer supports this feature ORIENTATION allows you to specify LANDSCAPE or PORTRAIT orientation for the report As the PBS default is Portrait you would only want to specify Landscape COPY If your printer supports this feature COPY allows you to specify the number of copies to print COLLATE 1 This specifies that multiple print copies will be collated In order for COLLATE to have any effect COPY must also be set to a value greater than 1 Examples The following string in the Company information device name field would produce 2 copies that are collated Q Server Ptr FONT COURIER NEW PITCH 11 COPY 2 COLLATE 1 COLS 132 This set of instructions will print reports in landscape Q Server Ptr ORIENTATION LANDSCAPE PITCH 9 FONT Courier Notice that a semicolon is used between EACH printer instruction If the instruction does not fit on the first line wrap it around to the next line with NO SPACES at the end of the first line There is one exception where this scheme will not work This is in the A P check printing For certain check formats both condensed and full size printing are required The stubs are condensed and the check body is full sized This type of control is written into the check program and should
353. nistrative user authorized to use PBS software Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt PO Initialization For UNIX Type the following cd usr psi or replace usr psi with the name of your PBS top level directory Then type the following poinit If you are using multiple companies enter the 2 character company id for the files you wish to initialize If the company is correct answer Y When prompted enter an administrative User ID The following screen displays Fl gt Set all files to Y F2 Initialize files When this screen is first displayed all its fields are blank The cursor moves through each field in sequence until all have been traversed You can then change any field Options Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file At any field you can use one of the options 297 lt F1 gt lt F2 gt Format Example Passport Business Solutions To set all fields to Y After the first use of this option this key functions as a toggle alternating between set ting all fields to Y and to N To initialize all files marked Yes without waiting to reach Field number to change You will be asked to confirm that you want to do this File and Description Table The following table lists all the entries o
354. nly practical limit on the number of companies is the amount of disk space available This chapter describes how to set up the software to accommodate multiple companies Upon initial installation The Passport Business Solutions software supports a single company and this by default is Company 00 Once you have added your first additional company a company selection screen displays whenever you start up your Passport Business Solutions software PBS uses a Multi Company file to contain the list of companies it is the presence of this file which triggers the company selection screen After adding your first additional company you must explicitly enter Company 00 into the Multi Company file As long as 00 was merely a default this file did not even exist but once 00 becomes one company among many it needs its own name and its own entry in the file You do this on the Ctl menu using the Define multiple companies selection The automatic procedure is far easier than the manual one requiring only that you run the automatic installation utility Automated Multiple Company Set Up To begin the automated procedure do the following DESCRIPTION If this is your first multiple company add 00 to the Multi Company File to define your current company as Company 00 by using the instructions in the Man ual Multiple Company Set Up Once you define Com pany 00 return to this section and continue to the next step Before adding any more comp
355. not be overridden via this scheme 155 Passport Business Solutions PRINTER NAME HOST AND SHARE Depending on host operating system version and client operating system version the UNC can be reported at the client as one of two values host_name host share name or host_name host_LPN Therefore it is important when the printer is hosted to make sure that the Local Printer Name at the host is the same as the share name This way a consistent identification can be made for all clients running Passport Business Solutions 156 Passport Business Solutions MULTIPLE PRINTER SETUPS USING CONFIGURATION FILES You can have multiple printer setups using multiple COBOL Configuration files You can point multiple configuration file printer setups to the Company information Device name field This could be useful if you need more than the 12 printers to which you are limited in Company information There is one limitation to this type of setup In Company information if your printer is an 80 Column type and you selected Y for the 80 Col field then each setup must share the printer Type field Therefore this may not work for your situation But if it does then read the remainder of this section The following is an example of setting up a general printer for most PBS users In the standard configuration file you have this printer defined In a different configuration file you have a printer setup just for your Order
356. nsaction Header file Transaction Line file Job Master file Transaction Comments Job Detail file fil JC Holding file PS T tion P t J Dis palo to G L EE file Transaction Serial Lot file Notes lThis file might be very lightly used or not at all 2Only if LIFO or FIFO costing is used 3This is a heavily used file Only if direct costs and or billings are entered in J C NADIST Navigator Distribution File Recovery after File Initialization When posting and writing to the NADSIST file a backup file is always being written as well Therefore if the original NADIST file becomes corrupt you may initialize it and use the file utilities to restore the back up file See the Initializing Data Files chapter for more info on initializing a file Note You will find the back up in the RWxx directory of the company where you want to do a recovery The name of this file is BKUNADxx DAT Copy the file to the top level PBS and change the name to NADISTxx EXP and used the file recovering utilities to restore it If you have run some dis tributions since the file was initialized then be sure Add records to exist ing data file 245 Passport Business Solutions A REBUILDING FILES Before rebuilding a file Passport Software recommends backing up your data files and then verifying your data files are backed up The reason for doing this is that you must have a backup from which to restore in case any difficulties aris
357. nt to a network printer On an operating system a print job can be anything you are printing including a report spreadsheet word document and so on The Windows operating system standard is to control the print job with the printer driver The driver stores the file in a print queue and sends it to the printer as soon as it can PBS Windows printer moves the print job through the printer driver However with a PBS Company information printer operating system printer drivers are bypassed and the print job is sent either directly to the printer or to the printer spooler The Company information method of printer job routing works well but has a drawback when printing forms with a few models of laser printers and most Inkjet printers Most PBS form types require PCL printer control language codes to properly align the form with the data A Windows only printer does not accept PCL control codes and is not recommended for printing forms through a Company information printer setup Most Deskjet and Inkjet printers fall in this category For more information on PCL read the PCL Commands section in the More on PBS Printing chapter When printing a report or form every user in the PBS system will see a list of the printers set up in Company information and they will be able to select Note one the printers for the print job However if the selected printer is not accessible by the user then the report or form will not go to this printer You must
358. nter pulls them off the buffer at its own rate Because the documents are in a buffer where they can be accessed by the printer you can perform other operations on the computer while the printing takes place in the background Spooling also lets you place a number of print jobs on a queue instead of waiting for each one to finish before specifying the next one Standard Journal In the PBS General Ledger module a function that allows the user to add change inquire delete or print an edit list of recurring journal transactions This function allows use of either permanent or variable transactions A permanent transaction is one for that the dollar amount remains the same in each period such as a rent or mortgage payment A variable transaction is one that occurs every period but at varying dollar amounts such as utilities and phone expense Compare with General Journal Starting File Key The value of the file at which a File recovery utility procedure begins See File Recovery Utility File Key Statement A listing of a customer s account that shows the current amount due It includes a summary of the type and amount of all transactions that occurred during a specific time period usually a month A report summarizing the financial activity of a business Financial Statements have standard formats and present financial information in pre defined ways See Profit and Loss Statement Balance Sheet Stock A supply of materials kept for cur
359. o proceed to the second screen preserving all existing settings on the first screen Format One letter at each field either Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped Data Files The following table lists all the entries on the screen and provides a description of each file The internal name of the file is given this is useful when relating the file name to several features described in the earlier in this manual pathfinder file utilities FILE NAME AS INTERNAL SHOWN NAME DESCRIPTION ON PATHFINDER SCREEN ACNFIL Contains the action codes and descriptions Contains one record for each bill Advance ing on account which has not yet billing D VBFL been fully used to pay for WIP during billing Contains the advance billing Advance account numbers description state billing ADVACT ment type and comments These account file accounts must also exist in the Valid G L Accounts File Advance This file contains a record for each billings ADVBHF use of a billing on account to pay used file for a WIP during billing 315 Passport Business Solutions Change Contains one record made for each change made to the client file Contains relevant client infor mation such as name address bill ing method discount terms tax Client file CLIFIL status and period year to date sta tistics Whenever a new client is entered a record is create
360. ob control and font control are shown on the following pages The codes are shown in hexadecimal format The PCL commands are identified with the names as shown above PCL commands are generally sequenced as follows reset command type options features and termination code Command strings should start with X1B45 The subscripted X indicates Reset Code Function Hex Decimal Reset 1 45 027 069 144 Passport Business Solutions Job and Page Control Codes HP LaserJet III sn Job Control Codes HP LaserJet Plus 145 Passport Business Solutions Font Control Codes HP LaserJet Plus sn Entering PCL Commands To enter PCL command strings go to the third screen of the Company information selection The following screen displays Company information XY7 Company 80 Printer name Der ice name Mode 001 Type 1 Printer 1 p N 3 4 5 6 7 8 8 10 11 2 12 13 Reserved to Create gt 14 Reserved for Windows printing Field number to ohonge 7 1 From this screen you may modify any existing printers or add an additional printer s At the Field number to change selection enter the appropriate number In the example above notice than an HP LaserJet IV is listed To add another printer for LPTI enter 2 In the 146 Passport Business Solutions following example the printe
361. ocking capability defined LODSTA logs backup Lookup deleting a design maintenance in PBS saving a 429 160 299 150 109 167 429 299 429 430 152 110 430 118 430 430 287 229 220 206 209 219 Lookup access maintenance 404 lookup access maintenance gettingto 403 Lookup access sequence 221 Lookup maintenance 209 introduction 207 322 Lookups custom formats user IDs and PBS 221 grams primary and associated files program names LPN LWY CMT LWYHDR LWYLIN LWY PAY LWYTRK MAGFMT MAGGNA MAGLCK main menu defined maintain defined maintain files to MANDIS MANLCK MANTRX manual multiple company setup 222 340 430 311 311 311 311 311 305 305 305 430 430 243 304 304 304 184 manual format examples in this manually adding companies in path finder master file defined master menu defined MATFIL maximum daily changes exceeded for use format account number maximum field security MB defined MCSFIL media choosing backup defined labelling backup megabyte defined Memory access violation in AcuStart memory defined MEMSPC menu and program names PBS menu navigation menu selections defining menu defined menu program list 93 191 430 430 317 332 91 83 430 306 228 431 229 431 332 431 283 339 74 201 431 341 menus creating custom enabling or disabling following updates or upgrades menus PBS merchandise define
362. odes are sent at the start of a new print job This ensures that the settings of the previous print job do not interfere with the new print job They are also sent at the end of a print job so that the settings of that job do not remain in effect for following print jobs Job control codes These are used to establish page size page length top margin and other settings These codes properly configure the printer for the print job and are sent to the printer at the start of a print job 148 Passport Business Solutions Font control codes This sets the type style size height and other settings They are sent to the printer after the job control codes After entering the desired codes and answering N to Any change you are returned to the PBS menu You may proceed with printing Check the alignment of your forms prior to printing as shown below 149 Passport Business Solutions PRINTING IN A LINUX OR UNIX ENVIRONMENT The Linux UNIX Company information printer setup screen differs from Windows The Linux UNIX printer screen that is the third screen of Company information displays a Mode column but the available values are different than Windows The Linux UNIX Mode field allows one of three values L For local printing S For spooled printing D For direct printing Depending on what you have entered for device name not all these choices may be avallable If you select L you must supply additional control
363. old structure in two different places since the previous account is always saved If you subsequently run a partial reformat to correct an error in one or two accounts you can answer N to Field 3 This means that the chosen external account number field will still preserve your pre upgrade account structure while at the same time the previous account number field will reflect whatever the structure was previous to the most recent reformatting Do not assume that you can prevent the previous Account from being overlaid by going into Company information and temporarily disabling the External Cross Reference feature This will prevent EGLFIL from being processed at all so that not even the current Account field will be correct Enter Y if you wish to load one of the external cross reference fields with either the old or the new account structure Format One letter either Y or N 170 Passport Business Solutions enn se Example Type Y Load with Old or New account number This field only appears if you answered Y to the preceding Enter O to specify the old number is the one to be saved or N to specify that the new number be saved Format One letter either O or N Example Type O Load in External cross reference 1 or 2 This field only appears if you answered Y to Field 3 Enter 1 to save the number in External cross reference field 1 or 2 to save the number in External cross reference field 2 Format One d
364. olutions A set of programs provided by the computer manufacturer that act as a go between for the user between the computer and the application software When the user wishes to run a program or perform a task he informs the operating system that then instructs the computer on what task it should perform Example The user goes through the computer s operating system to start an application program The operating system starts the application software so that the user can handle his accounting Operational Data Files Data files that are on line and actively available for use by the computer Data files used by the user in his daily activities on the computer Output Results produced by a computer To transfer information from a computer to an output device such as a printer or to view the data on the screen Owner s Equity See Equity Owner The function from which an access group is built or the function from which another is temporarily accessed Parentheses Control Code In the PBS General Ledger module the Chart of accounts function allows the user to enter a one character code to define the use of parentheses on financial statements The code specifies whether debit or credit values for an account constitute a non typical balance If the balance in an account is non typical then it is enclosed in parentheses Example Cash is usually a debit balance account so its parentheses control code would be C for credit This me
365. ommended mode for tight control when printing special forms such as checks invoices and picking tickets Local Printers Local mode is available only in Passport Business Solutions for Linux and SCO Open Server This mode indicates that you wish to send printed output to a local printer that is attached to a UNIX terminal 110 Passport Business Solutions If you select L you must supply additional control codes for auxiliary ports A screen will display to allow entry of these codes Aux on and Aux off job Local printing under UNIX requires that you enter codes for Auxiliary Port On and Auxiliary Port Off Consult the hardware manual of your terminal 80 col If this printer can print only on paper that is less than 14 1 2 inches wide an 80 column printer or if you intend to use the narrower paper check this box If you have a Laser printer or Deskjet printer you will want to check this box If this printer is capable of printing on paper at least 14 1 2 inches wide a 132 column wide carriage dot matrix or pin feed printer leave it unchecked When you identify a printer as being 80 column this informs Passport Business Solutions to use smaller print characters Checking this box will then require you to enter the field for printer type Format Check box where checked is yes and unchecked is no Example Check this box and then press lt Enter gt Type If you use an 80 column printer you must also specify th
366. on Either the operating system software or a PBS program has an error in it Handling If it is an operating system error contact your operating system support for help with this If it is PBS program error obtain technical software support from Passport If it is a critical PBS program error PBS development will make every attempt to fix the problem in a timely manner If the error is not critical PBS development will attempt to get the issue fixed before the next release of the software In general a critical problem involves corrupt or incorrect auto generated system data but PBS development retains to right to determine what a critical error is vs a non critical error Reenter Distributions For New Trans Amount Situation You have changed the transaction amount after the distributions have been entered Handling Reenter the distributions for the new transaction amount Handling Enter a zero retainage amount or change the transaction amount Situation You are attempting to post Handling One or more people are currently in the entry screen which prevents you form posting Have that person s exit the entry screen and you should be able to post This order is currently being added or Invoice is incomplete Change not allowed Situation Another user is currently adding the O E order or A R invoice Handling Allow him to finish adding the order or invoice before you change it If no other user is adding the order the message
367. on history backup navigation distribution media defined distribution defined DISTRX dixx directories document defined documentation overview double entry bookkeeping defined drive capacity defined driver defined DRWFIL DTLFIL DTLFIX due date defined E earlier versions upgrades from earn defined EDIAUD 419 419 236 242 237 419 245 259 419 419 299 38 419 420 420 420 309 291 293 420 93 420 295 edtt list defined edtt defined effect on disk space restore EGLFIL 159 ELBFMT ELFLCK email configuration introduction to email connection failed email setup fifth tab emailing errors EMPDDA EMPEXT EMPFAU EMPFIL employee account numbers varies by EMPREX EMPSAU Ending File Recovery Utilities entering pathnames pathnames for data files pathnames for programs PCL commands users entry must be alphabetic numeric 420 420 242 263 295 295 462 123 119 466 307 305 305 303 173 305 305 253 179 181 180 146 63 329 329 positive environment printing in Linux and UNIX equity defined error 115 during the move data process error message defined error messages list of errors emailing examples in this manual format exchange defined EXDATA existing data file path names changing expenses defined EXPFIL export and restore relationshop file device identifier defined file device defined file restoring from an procedure de
368. on read the appendix Email Configuration Require authenticate Check this box to require an email authentication or leave it unchecked to not require it Some email services require that a user name and password be entered to send email If this is the case check this box If your email service does not require a user name and password to send email then do not check this box When Testing the server connection the Email login name and Email login password fields will only display if this box is checked Format Check box where checked is yes and unchecked is no Example Not entered in this case SMTP port This specifies the TCP IP port number that PBS should connect to when sending Enter the port number for the SMTP mall server Format 4 digits Example Not entered in this case The standard values for this field are 25 and 587 If you enter some other number then you will be asked Non standard port Are you sure Select Yes if you want to retain your entry or No of you want to change it Allow email address to be entered at send time This setting only effects certain email address entry and selection options When checking this box then all the options are available When leaving the box unchecked then some of the options are avallable This table illustrates which option 15 effected by this setting 120 Passport Business Solutions SETTING SETTING Is YES Is No Change contact email addre
369. on that letter occupies in the old structure to the position that the same letter occupies in the new struc ture Consider the following 164 Passport Business Solutions Old account number 1100 100 The following mask defines the old Format abcd efg where the lower case letters abcd represent the characters in the main account segment and efg represent the characters in the sub account segment The second segment was used as a cost center so it must be moved to a cost center segment The new format requires a sub account segment set to zeros The desired new format will require the following mask efg abcd 000 Observe that efg has been moved to the new cost center segment abcd continues to define the main account segment and 000 forces the sub account segment to contain zeros Using the new mask and the characters from the old account number produces the following result New account number 100 1100 000 Study the following table to see other examples Each example assumes the old account number is 1100 100 abcd ABC 1100 ABC ef abcd g 10 1100 0 Aefg abcd Z A100 1100 Z e fg abcd A00 1 00 1100 A00 The program will allow you to move a character from a segment defined as alphanumeric to one defined as numeric You should only do this if you know that the character being moved is in fact numeric For instance your old structure might include a three character sub account segment which always
370. onnection at all if operating behind a router where port mapping or address translation is taking place 59 Passport Business Solutions PBS Users This chapter contains the following topics Introduction to PBS Users Entering Uses 60 Passport Business Solutions INTRODUCTION TO PBS USERS This chapter explains how to set up and modify authorized users for accessing Passport Business Solutions When Passport Business Solutions is started it will prompt for a User ID In order to gain access to any of the PBS menus a valid User ID must be entered and authenticated against a valid password At least one User ID must be defined to use your Passport Business Solutions software Passport recommends that one User ID be defined for each user that will be using the system This ID is used in various areas within the software to document changes that occur within the system and also increases security User Types Users in the Passport Business Solutions system are defined as either Administrative or General users Administrative Users Administrative users are granted complete access to the Passport Business Solutions system for all companies that are being processed They are allowed unlimited access in order to carry out their responsibilities as Administrators Only Administrative users have access to the Setup menu on the Passp
371. ook of such entries Reimbursement repayment Paying back or compensating a person for money spent or for losses Relative File A file with relative organization In a relative file each record 15 accessed using a number value that specifies the record s numerical position in the file In other words the computer tracks the location of the first record in the file and keeps the location of all the other records relative to the first record Example The first record is at location 51 in the file Another is stored at location 54 3 locations after the first record therefore its numerical position in the file relative to the first record is Compare with Indexed File Sequential File Remote printing This is done to a printer attached to a remote computer It can be either a server client to host server or a peer PC client to host peer PC or to a remote peer printer In the case of printing to a remote host computer server or peer PC the printer is identified using the UNC Universal Naming Convention for the printer This will have the form HOST_ NAME HOST_QUEUE Restore A program utility that restores an exported file All the data contained in the exported file will be transferred to the restored file See Export File Recovery Utility Restore Program A utility program that restores an exported file Retained Earnings The stockholders equity derived from retaining keeping within the business profits
372. or Thin client installations to identify the server printers vs the local printer For more information see the Linux or UNIX Spooling section in this chapter and the section Printing in a Linux or UNIX Environment in the More on PBS Printing chapter Printing Setup in Windows Enter the name of a device or of a spool file or use one of the options lt F1 gt Press lt 1 gt to use D LPTI Press lt F7 gt to display PSI Printer locator A Q data string is needed for printing to a network printer or lt F7 gt a USB printer The PSI printer locator will auto input this string The details on using this are in the par agraphs below SPOOLER DIRECT to call the Windows Print Manager when you select this printer from the printer selection screen This option outputs directly to the P Windows selected printer See the note below on the issues with Only Device this printer type This printer type has potential issues See the section a few pages later P SPOOLER DIRECT Format Two lines of 64 characters each Example Press lt F1 gt When you first set up a printer the default device name for the first printer is D LPT1 You can enter the Q string values manually if you know what they are but using the Printer locator is usually easier and often more precise Here are some details on each of the options D LPT1 You can only use D for a local workstation printer Also you can have sev
373. ore after some period of time it is likely that Passport will not be able to support PBS on an unsupported operating system Also our runtime provider may discontinue support of the runtimes on unsupported older or unpopular operating systems If this occurs in order for you to get the optimum support from Passport and in order for you to be able to install PBS updates it may be required that you upgrade the operating system to the latest version or possibly even move to a different operating system We will make every effort possible to give you advance warning of any PBS sup port changes in regards to a particular operating system 11 Passport Business Solutions SYSTEM REQUIREMENTS The following are the system requirements for Passport Business Solutions SYSTEM REQUIREMENTS AND COMPONENT RECOMMENDATIONS 300 MHz Pentium WORKSTATION If your workstation is able to run the oper PROCESSOR ating system with ease then it should also run PBS L GHz Pentium MEMORY RAM 128 Megabytes 2 to 3 Gigabytes is more than enough for most working systems Once the PBS his tory files grow the requirement may grow as well HARD DRIVE 2000 MHz or more if using ODBC Requires AcuXDBC with PSI System Cat alog which can be purchased separately through Passport Software Inc Microsoft Office or Crystal Reports must be purchased separately through a vendor of your choice ODBC WORKSTATION PBS 15 primarily a data en
374. ore information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt AR Initialization For UNIX Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following arinit If you are using multiple companies enter the 2 character company id If the company is correct answer Y When prompted enter an administrative User ID For space reasons two screens are needed to contain all the files You can switch between the two screens as needed No files are initialized until you have approved both screens The following screen appears first PES accounts trivialize files Init 1 a u control file ETs 2 ores file 1A 3 A R accounts Tile 19 4 A R cades file 20 5 Sales rep file 41 6 ship to file 22 7 Gund amp services file 23 8 Invoice stations tile 24 9 custemer file 255 10 Change customer file 26 11 Customer muy file 27 12 Cash histury Tile 28 13 A R ppen item tile 29 14 Open item lock file 30 15 Cash receipts file 11 16 cash receipts lock File 32 PgDn next screen Fl Set all files 00 Company Init cash application file Return cheeks p Return checks lock File Return checks ape File Return checks file misc charges trans file Misc charges luck Tile Misc charges dist tile Repart parameter file Commissions due file dist
375. orkstation To install Windows Start menu items on a local computer or workstation from the PBS disk Windows installation screen select Client Startup Installation You may also start the install by navigating to the disk directory pbs_startup and double click on setup exe in that directory This PBS Startup will install Passport Business Solutions User menu shortcuts on the Windows Start menu The installed shortcuts make use of three PBS fonts and so this will also install the new PBS Fonts There are two menu shortcuts for each font The shortcut font sizes are set to optimally work best for the workstation screen areas of 800x600 or 1024 and greater If you are using the Full Graphical screens released with Version 12 the size and colors of the Full Graphical screens are controlled by the work station Display Properties settings Note The Screen resolution on the Settings tab MUST be 1024 by 768 or larger when using the Full Graphical screens The appearance tab controls the colors and font sizes See the Windows doc umentation for changing these settings Once the startup icons have been installed to the PBS startup menu one or more of these items can be copied to the desktop should you want an icon on the desktop If you are licensed for Thin client then you must install a different startup Note For the Thin client startup installation go online to resource pass port com thinclient Any of the icons can be modified
376. orrection to an error in an account Accounting rules do not allow general ledger entries to be erased If an entry is found to be wrong an adjustment must be made to cancel the incorrect entry and record the correct entry Age The number of days that have passed since the date associated with a document For example the age of an invoice is simply how many days old it is using the invoice date or the due date as the base beginning date Allocate To distribute according to plan Alphanumeric Computer or written characters that are either numbers letters or symbols Example An alphanumeric keyboard has letters numbers and special symbols such as and See Numeric Analysis The breakdown of anything into clearly defined and understandable parts and the study of the relationship of the parts to the whole Example An analysis of the general ledger sales accounts showed a sharp drop in sales after the ad campaign ended Application The act of putting something to a specific use Refers to software that solves specific problems Passport Software s application software PBS applies the capabilities of computers to solve accounting problems Apply to Number A number given a document such as an invoice so that other documents such as checks or credit memos may be applied to the original document In order to assign payments and make adjustments to a particular document the PBS modules utilize an apply to number Exa
377. ort iv 4 Limited Warranty and Disclaimers Passportwarrants that the CD ROM and or other media on which the Software and User Documentation is recorded are readable by com patible hardware system For a period of 90 days the Warranty Period after the initial date of this license if Licensee discovers any defects in thereadability of the original CD ROM and or other media Licensee may return it to Licensee s Passport Partner your Passport Software sup plier or Passport for a free replacement which is Licensee s sole and exclusive remedy in the event of such defect s EXCEPT AS SPECIFICALLY PROVIDED HEREIN THE SOFTWARE IS NOT ERROR FREE AND 15 BEING PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND PASSPORT SOFTWARE INC ITS PROGRAM LANGUAGE SUPPLIERS AND OTHER VENDORS HEREBY DISCLAIM ALL WARRANTIES WHETHER EXPRESS ORIMPLIED ORAL OR WRITTEN WITH RESPECT TO THE SOFTWARE INCLUDING WITHOUT LIMITATION ALL IMPLIED WARRANTIES OF TITLE NON INFRINGEMENT MERCHANTABILITY FITNESS FOR ANY PARTICULAR PURPOSE COURSE OF DEALING ORTRADE USAGE NO WARRANTY IS MADE REGARDING THE RESULTS OF ANY SOFTWARE OR SERVICES OR THAT ALL ERRORS IN THE SOFTWARE WILL BE COR RECTED REGARDLESS OF THE FORM OR NATURE OF ANY CLAIM SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES AND DO NOT ALLOW A LIMITATION ON HOW LONG ANY IMPLIED WARRANTY LASTS SO THE ABOVE LIMITATIONS MAY NOT APPLY NO PASSPORT EMPLOYEE SUPPLIER OR AGENT IS AUT
378. ort Business Solutions CLT menu Only Administrative users are allowed access to the Passport Business Solutions file recovery utilities and initialization utilities Administrative users can perform BreakOut maintenance for themselves and any other valid User ID Only Administrative users can add or modify Passport PowerTools Lookups PowerTools Look ups are only available in character mode Administrative user have access to the entire PBS menu based on the modules that are installed on your system at all times General Users General users are not automatically granted access to the complete Passport Business Solutions menu system In no case are General users allowed access to User maintenance or Menu maintenance General users are not allowed to run file recovery or file initialization utilities In character mode general users can only adjust their own BreakOut settings A General users is assigned a default system menu or may be assigned a custom menu to restrict access to Passport Business Solutions menu selections PowerTools Lookups cannot be added or modified by General users 61 Passport Business Solutions Passwords A password is a string of characters that must be entered before a user can access or retrieve any information stored by the software You use passwords to prevent unauthorized individuals from seeing sensitive information such as salaries in the Payroll modul
379. ost files 295 458 426 426 15 426 228 426 426 234 427 78 80 79 136 427 266 270 278 280 285 290 order entry files payroll files point of sale files purchase order files sales analysis files system files initialize defined initialzation introduction to initialze time and billing files input defined install company installation add on module add on users defined PBS PBS on UNIX Linux PBS on Windows PBS startup PBS thin client startup standard PBS structure thin client on Windows 2000 2003 thin client UNIX Linux server Installing Passport Business Solutions integrity defined intensity defined 294 302 308 297 312 262 427 261 314 427 182 20 21 427 24 15 45 50 36 28 33 15 427 427 Interest defined Interface defined introduction Lookup design to backup to company information 427 427 207 322 227 79 to conversion of A R ship to s to POS 447 to data file initialization to defining multiple companies to email configuration to file recovery to pathfinder to PBS administration to PBS menu and program names to PBS users to reformatting account numbers to the COBOL configuration file workstation installation Introduction to PBS menus introduction to ACH file specifications INVACT invalid account numbers creating inventory control files initialize inventory quantities recalculating inventory defined 261 176 462 232 190
380. ot active and you must remove the pound symbol to PT LU FONT TYPE make it active ds Options include Small Small system font Large Large system font The default is white This setting is not active and you must remove the pound symbol to make it active WE White WT CN Cyan YW Y ellow The default is white This setting is not active and you must remove the WT pound symbol to make it active White WT CN Cyan YW Y ellow PT LU LIST COLOR 398 Passport Business Solutions MODIFYING THE FILE For most situations you will never need to change the COBOL configuration file But in the case where certain settings need to be different per user then you will need to change this file If you require different PowerTools settings per workstation in a Passport Business Solutions environment you must first copy the COBOL configuration file rename it and then modify the Windows or shortcut batch or script so that it accesses the new file All the Passport Business Solutions shortcuts batches and scripts including administrative utilities access cblconfi configuration file You can copy any cblconfig file to a new name Then you can modify the shortcut batch or script to gain access to the new configuration file To change a configuration file simply copy and rename it then modify the line that you need For example one of the users may want to access the character Lookups from their workstation To do this copy the c
381. ot selected are not affected It is not required that any file be selected There will be a period of processing as the files are processed and then the program closes Select lt Esc gt to cancel 293 Passport Business Solutions ORDER ENTRY To Initialize Order Entry data files execute the Passport Business Solutions initialization function You must log in as a PBS administrative user to use this utility Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt OE Initialization For UNIX Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following oeinit If you are using multiple companies enter the 2 character company id for the files you wish to initialize If the company is correct answer Y When prompted enter an administrative User ID The following screen appears PBS order Entry ao rnir1alize or Files Company Init oft cantrol file ove notes file 07E form tile order header file ord line item file urder line serial file Invoice luck lile Recuring order header file Recuring order line item file 10 Label formar file 11 Labels luck file 12 Immediate invoice lock tile 14 E D I audit file 14 invoice forms params were uu Fl Set all files to Y lt F2 gt Initialize files Answer
382. our example we are changing the PBS Andale 600x800 3 Right click on the icon and select Properties You will view a window similar to the fol lowing PBS Andale 800x600 Properties General Shortcut Compastb ty p PBS Andale 800x600 Target type Application Target location 12Qest_qu Target ACU RWC 4Andale Mono PSI Box Draw 10 1 Sat in 5 Shortcut key None 4 Adjust the start menu item Target field parameters following the RWC c0 to utilize the ital ics The example below shows a Target before and after a change The after will have the font a size larger and will display in italics Before P pbs wrun32 exe w c CBLCONFI ACUSTART ACU RWC c0 fAndale Mono PSI Box Draw s10 b1 After P pbs wrun32 exe w c CBLCONFI ACUSTART ACU RWC c0 fAndale Mono PSI Box Draw s11 b1 il Once you have found an acceptable display setting you may choose to modify these on all workstations accessing Passport Business Solutions You can copy this link icon to the other workstations Original Colors The original or classic colors is an available option when running PBS The Valid G L accounts screen with the original colors looks like the following 54 GS cac Business Solutions 2 Print reposts from disk Valid G L accounta 00 XYZ Company gt xi ef E lt Pl gt next account lt SFl
383. p the transaction In most places you will have to entry many distributions before this message will occur Cannot Exceed Amount Remaining Situation You tried to enter a distribution amount which exceeds the amount remaining to distribute The program is enforcing a rule that requires the sum of the distributions to be exactly equal to the transaction amount The amount remaining to distribute is shown at the bottom of the screen 328 Passport Business Solutions Handling Enter an amount equal to or less than the amount remaining to distribute Change not allowed Situation You are attempting to make a change where changes are not allowed There are many cases where a field s contents are either fixed once entered or are determined or calculated by other processes in the system While these fields are displayed on screen their are often reasons why the contents can not or should not be changed Handling Refer to your Passport User Manual for instructions Refer also to the specific rules for the field or the System manual for the Overriding Protected Changes section in the manual Transactions Must Be Entered Through The Other Passport Module Situation You are trying to add transactions in Job Cost but in your Job Cost Control File you have specified interfacing from A P PR and G L Handling Use the other packages for entering transactions or change your control file settings Entry must be alphabetic Situation
384. play for Version 11 5 pd00 acu size 697369 AA419 v7 2 RM mode resident 24 Jun 2007 15 02 07 If you want to determine version information for a program under the PBS top level directory include the path UNiX Linux In UNIX or Linux type the following cblutil info PD00 acu ENTER What displays for Version 11 5 will be similar to the following 00 size 697369 419 v7 2 RM mode resident 12 Jul 2007 12 36 42 42 Passport Business Solutions Workstation Install Configure This chapter contains the following topics Modifying the PBS Shortcuts Windows Registry Update Virus Scanning Software Firewall Software 43 Passport Business Solutions INTRODUCTION TO WORKSTATION INSTALL CONFIGURE The workstation installation and configuration links to and depends on the PBS software installed on the server As a result this step must be done after the server install step is complete At the workstation it is assumed that you have a proper connection to the network that you have a drive letter mapped to the PBS server and the printers are installed that are needed for PBS printing Each workstation that is to use a particular printer must have that printer installed and functional from that workstation as a Windows printer using Windows drive
385. plications installed PBS Pathfinder 00 Passport Business Solutions tm xYZ Company Please select Accounts Payable 20 SF Shop Floor control AR Accounts Receivable 21 SY System co Customer Order Processing 22 TB Professional Time amp Billing CP Capacity Planning 23 Define menu selections check Reconciliation General Ledger Inventory Control Inventory Management n gt JC Job Cost 10 MJ Manufacturinq Job Costinq 11 MS Master Schedulinq amp 12 OE Order 13 PD Product Definition 4 Costing 14 PO Purchase Order 15 Purchase Order Processing 16 PR Payroll 17 PS Point of Sale 18 PU windows 19 SA Sales Analysis 3 All applications installed for the selected company will display in this menu If no path name s exists in the Path file for the selected company Define menu selections will be the only item on this menu If path name s are specified in the Path file Define menu selections will be last on the menu 4 Select the Passport Business Solutions application you want or chose Define menu selections The following sections describe how to use these selections 193 Passport Business Solutions ASSIGNING PATH NAMES The Passport Business Solutions software comes installed with default path names for program files and data files for company 00 These company 00 path names
386. port Business Solutions gt File utilities gt A R File util ities Log into the utility If you are using multiple companies you must first enter the company number Then you must enter your User ID and Password if passwords are used on your system Select 1 Export a file Select 5 Deliver to file DLVFILxx If Windows enter a drive letter If UNIX or Linux you will not have to do this step Select C to create a new file Select F2 for the Starting first and Ending last records Select Enter The number or records exported will display and you will see the message Export completed lt Esc gt return to file selection menu Then exit the utility by selecting the lt Esc gt key three times 448 Passport Business Solutions CONVERTING THE DATA INTO POS This section describes how to convert the export A R Ship to deliver to file into the POS ship to file To use this utility you must be a PBS administrator There is a batch and script that you may run From a command prompt type artops Log into the utility If you are using multiple companies you must first enter the company number Then you must enter your User ID and Password if passwords are used on your system If you want to convert a file from one company to another you must rename to company portion of the file name first Select 1 Convert the AR deliver to file Select 1 Ship to file PSSHIPxx If Windows enter a drive lette
387. pplications will also have to be accounted for Thin client LAN and Internet Access Thin client can be configured for VPN with or without authentication to the AcuConnect host It can also be behind a firewall with port number translation The diagram below is of a typical remote office configuration along with a local network both running the same PBS Thin Client tarough TCP IP nn port 5832 Sarvice ruming on 5632 Windows Server S00 Unix Linux Windows Server AcuCorp s Acuconnect is the technology that provides thin client It gets activated as a service and requires TCP IP networking The default port is 5632 but you can change this and run multiple server processes on different ports 13 Passport Business Solutions UNIX Linux On the server the Thin Client acurcl and configuration files are installed in the PBS top level directory It requires TCP IP networking and defaults to port 5632 You can set up multiple ports if needed Multiple PBS users can access PBS from one port The SYSADMIN can optionally install the acurcl startup script in a resource script rc for autostart support 14 Passport Business Solutions INSTALLING PASSPORT BUSINESS SOLUTIONS The current disk for PBS Version 12 contains the 2009 year end updates If you have a disk dated October 2009 or earlier then the instructions in this chapter apply If you have the more recent di
388. ps are being used on a slow performance machine or network lowering this number will increase the performance Also lowering the global value in the Configuration file will produce the same results But because that is a global value it effects every file Lookup for every user on the PBS system See the information on setting the global value see the SET SZ field in COBOL Configuration File appendix Format Numeric a value between 10 and 1000 Example 9999 16 Sort by Y N Enter Y if you want to allow multiple sort by fields and N if you not Most PBS files have multiple sort by fields but some may not Check the Field Lookup F7 to determine if it is available If you enter Y the Sort by field on the Lookup will be accessible If you enter N then the Sort by field will be grayed out and not accessible 216 Passport Business Solutions Format 1 Alphanumeric Y or N Example Y 17 Sort by Default Enter the default Sort by field number letter A Sort by must be an Indexed field within the PBS COBOL file To view the available Indexed fields press lt F7 gt to display the Field Layout The available fields will be indicated by the term Primary Index or Alternate Index Up to 15 Index Sort by fields can be available depending on the index structure of the primary file Valid entries include 1 9 for fields 1 9 and A F for fields 10 15 If this field 15 set to spaces N zero the program wi
389. ptions are available Contact Passport Software Inc at 847 729 7900 for the name of a qualified trainer in your area or training directly from Passport PBS Custom Software Passport Business Solutions Custom Software The Passport Business Solutions software was designed to meet or exceed your business and accounting needs However should you wish to customize certain operations of the software please call your Passport Business Solutions supplier or Passport Software directly to discuss your individual business requirements Passport Business Solutions PBS DOCUMENTATION Passport provides online User documentation and other setup documentation for Passport Business Solutions If you have the Windows version of PBS most of the documentation is accessible from the browser window Click on the browser button and select the document The following user documents are available online REFER TO FOR INFORMATION ON 9 ON DOCUMENTATION mm m this document PBS Administration Open Administration doc umentation menu The additional documents are available in the psidocs folder on the PBS disk and online To insure that you have the latest version select the download link below Passport s Business Solutions PBS Version 12 Release Notes for the initial release of version 12 V12Release PDF PBS Version 12 Release 2 Notes V12Release2 PDF dated December 30 2009 or later PBS Accounting and Distribu
390. r If UNIX or Linux you will not have to do this step Select C to create a new file if you want to delete all existing ship to s in POS or if the file is empty or select A to add records to the existing data file The number of records converted will display and you will see the message Conversion completed lt Esc gt return to file selection menu Then exit the utility by selecting the lt Esc gt key three times This completes the conversion of Ship to data from Accounts Receivable to Point of Sale 449 Passport s Business Solutions ACH Direct Deposit File Specifications This appendix contains the following topics Introduction to ACH Direct Deposit File Specifications ACH Field Details by Record Use of Fields for Immediate Origin 450 Passport Business Solutions INTRODUCTION TO ACH DIRECT DEPOSIT FILE SPECIFICATIONS ACH processing involves paying vendors and employees via a file generated during a check run in Accounts Payable and Payroll by submitting the file to your bank It is also know as direct deposit For more information on the setup of this feature see the appendix Implement ACH and Positive Pay in the A P or P R User documentation There is a standard ACH file format as determined by NACHA that the bank personnel expect when processing electronic payments This appendix provides the technical details on t
391. r accounting purposes Example One store in a chain of stores generates its own income through sales to its customers and incurs its own expenses such as its employees wages and telephone and utility bills A conceptual rather than physical part of a company could also be a cost center Example In a company one cost center could be Industrial Product Sales and another could be Home Product Sales Profit Recognized See Recognized Profit Prompt A message displayed on the screen that tells the user what to do next or what his current options are Prorate To distribute expenses profits or other money in ratio to a predetermined rate or percent Example The total cost of the party was prorated over all the merry makers Purchase To obtain in exchange for money or its equivalent buy That which is bought Purchase Order A form that is used as an aid to purchasing goods or services It requests the purchase of items or services The form states the item quantity description and expected cost Once approved this form can be sent to the vendor Later you can compare it to the goods received and to the vendor s invoice to authorize payment and ensure that the correct item was received An order from a customer for goods or services Purge To delete data from a file Once the data is purged it cannot be recovered Example The Distributions to G L function allows you to purge the distribution data thus assuring it is
392. r assigned to LPT1 will be redefined with different command string This allows the same printer to be shared with the same real device having a different features set Type the following Myprinter In the Printer name field D LPT1 Assumes your printer is on LPT1 D Assumes this is a local direct printer Y 80 column This enables you to enter PCL commands for that printer Printer codes Printer codes are non printing characters sent to the printer as needed to turn on or turn off various printer characteristics much as you would do manually by pressing a button on the printer Printer codes are entered only if you chose 12 for Other in the previous field If the system recognizes the printer it already knows the printer codes You may however describe your printer as Other even though it is included on the list of recognized printers This is sometimes advantageous when you want to set printer attributes other than the standard ones For instance it your printer has a draft quality mode and a near letter quality mode you might define the same physical printer twice so that you could use it in either mode Printer codes are represented in hexadecimal format each code consists of a pair of digits where a digit is 0 through 9 and A through F Some printer manuals show only escape codes or control codes etc and not the equivalent hexadecimal codes In these cases convert the codes to their equivalent hexadecimal codes
393. r driver If you are using the Company information for printing and you need to do an alignment it is best to not use a Deskjet type printer Destjet printers either do not accept PCL codes or they accept limited adjustments Most Laser printers allow a full PCL code alignment The available adjustments using a Windows Printer will depend on what is programmed into the driver that is installed on the workstation In general printing through Company information printers takes less time than printing through Windows printer This is especially true if you merge a form file with Windows printer The benefits of using Windows printer is the following You can merge data with a form file You can select any printer on the workstation Windows only printers not be used through Company information printing It Is recommended that you do not select a dot matrix type printer when Note printing to Windows printer The performance may be slow and the font size may not line up properly on the form Printable Area on a Page The printable area on a page will differ when using a Company information printer vs a Windows printer even if it is the same printer Generally Windows printer drivers allow less printable area on a page than PCL code printing Therefore if you are using a designed format that prints fine using Company information you may have to reduce the format lines and columns so that it prints properly using Windows printer Wh
394. r for compatibility across different versions of the Windows operating systems that the Local Printer Name LPN and the Share Name be made the same Process To work on perform calculation with sort data Example To process payroll records you enter employee information such as employee number pay rate hours worked etc into the computer The computer processes the data performs calculations such as computing taxes and payroll deductions and then prints pay checks Processor The computer component that does processing The combination of memory and a microprocessor that makes up the thinking part of a computer in contrast to the data storage devices The processor works on input and produces output Profit 435 Passport Business Solutions The increase in the net worth of a business in an accounting period The return received from a business after all the operating expenses have been subtracted from the income Profit and Loss Statement A statement showing the net profit loss for a given period financial statement that shows the gross income for all goods or services sold less all costs Involved in producing those goods or services This is normally calculated for a given time period such as a month quarter or year Also called an Income Statement See Financial Statement Cost Center A part ofa business that generates its own income and incurs its own expenses that you choose to break out separately fo
395. r installing Passport Business Solutions use the Path finder program directly Pathfinder assists you in determining the physical locations of the majority of PBS program and data files For a description of automatic hard disk set up refer to the Defining Multiple Companies chapter For example if the disk containing your programs has minimal free space you could place your data files in any directory on another disk that contains adequate free space Alternatively you could divide your program and data files between various directories on various disk locations on your network If your system has enough memory you could assign the locations of some program or data files to a virtual memory disk and copy them to your hard disk before and after running Passport Business Solutions However the most frequent use of Pathfinder is to provide information on the logical organization of related hard disk directories programs files and data files of your Passport Business Solutions software 191 Passport Business Solutions Using Top Level Program and Data Files For the Passport Business Solutions to run properly some program and data files common to all applications must reside in the PBS top level folder directory These program and data files will reside in the PBS top level folder directory after the installation procedure has completed These following file types must reside in the top level directory Data files
396. r or lot number associated with a specific line item on a particular order invoice credit memo or RMA 7 Invoice lock file INVLCK This file is used to protect the Order files 8 Recurring order header file OERHDR These files contain order header and line item detail for recurring orders that may be used repeatedly for creation of regular orders 9 Recurring order line item file LINITM This file contains order line item detail for recurring orders 10 Label format file ELBFMT This file contains one record for each COD and shipping label format that you set up 11 Labels lock file ELBLCK This file protects the Label Format file 12 Immediate invoice lock file IMILCK This file protects order files 13 audit file EDIAUD This file protects the E D I audit file 14 Invoice forms parameter OEFPAR This file saves the parameters for printing forms 295 Passport Business Solutions Field number to change Make any needed changes Press lt Enter gt to initialize the selected files Files not selected are not affected It is not required that any file be selected There will be a period of processing as the files are processed and then the program closes Select lt Esc gt to cancel 296 Passport s Business Solutions en s PURCHASE ORDER To Initialize Purchase Order data files execute the Passport Business Solutions initialization function You must log in as a admi
397. r purchase by recording it as a debt An entry to any account recording a debt Chart of Accounts A list of General Ledger accounts that have been assigned classification numbers so that each account may be easily identified A chart or listing of all the accounts for the five major account types See Accounts Check Reconciliation Bringing into agreement the balance of your checkbook and the balance shown on your bank statement Clear To mark a transaction as having been recognized and recorded by the bank For example you wrote a check that was received by your bank who recognized your check as valid and transferred money from your checking account to the bank that the payee deposited it in At 415 Passport Business Solutions that point the check cleared and your bank reduced your account balance accordingly The check will appear on your next bank statement Clearing Account An account whose function is to hold a balance that is temporary and that will be cleared out by a second financial transaction that is known to be occurring soon This second transaction is certain to occur and will reverse out the first transaction from the clearing account The clearing account never appears on financial statements See Accounts Client The workstation where the user inputs data into PBS The server is where the data is stored See Thin client Code A system whereby letters numbers and other symbols are arbitrarily assigned a me
398. r refer to your Passport User Manual for more detailed instructions No On File Situation This indicates that there is nothing of this type on file Handling Enter the missing information If you are using the menu bar style menu you can temporarily access another function to add the information Refer to the Starting PBS Menus and printing chapter of the System User manual 332 Passport Business Solutions If you are using the Windows or the Tree view system menus you can start PBS and run another concurrent usage of the system This will not effect the user count However with UNIX Linux and Thin client when you run another PBS session you are using an additional user to do so Not enough memory program not found for or Program missing or not in path file Situation A program could not be loaded into memory Handling If you attempted to run a menu selection from a PBS module you do not have remove that module from the master menu in Company information If the module is supposed to be installed make certain that Pathfinder has the correct path entered The program may not be installed Verify that the program is there Make sure you have the Windows Linux or UNIX system permissions set so the user can access the directory or program Not processed Situation This message usually appears after you press lt Esc gt while entering information The information you have already entered on th
399. r the account customer vendor etc Garnish A legal proceeding in that a portion of an employee s wages are given to a creditor instead of to the employee in payment of the employee s debts Such amounts withheld from employee wages General Contractor A contractor who enters into a contract directly with the person requesting and paying for the work Also a contractor who takes full responsibility for completion of a project A person wanting a building constructed will enter into an agreement with a general contractor rather than with each sub contractor The general contractor will then hire the sub contractors for specific parts of the job Also called prime contractor to distinguish from a sub contractor General Journal A book of original entry for the daily recording of miscellaneous transactions that do not belong in the four main specific types of journals The four special journals that are used with the general journal are Sales journal Purchases journal Cash receipts journal and Cash payments journal Example Correcting and adjusting transactions and depreciation are all recorded in the General Journal compare with Journal General Ledger A book in that the monetary transactions of a business are recorded in their final form From the General Ledger all the company s financial transactions can be summarized and printed in financial statements A type of software that sets up and handles all the functions relat
400. r the starting file key and ending file key The most common response for these fields is to use lt F2 gt to indicate First and Last This indicates that you want to export the entire file Enter the exact starting and ending keys here to enable a partial export The key has to be entered exactly as it appears in the record with any leading or trailing zeros and spaces As the file is processed a record count displays and increments by one for each record processed When the export process is complete press lt Esc gt Then export another file through the above procedure or press lt Esc gt to return to the previous menu Each data record is written to the export file on a separate line in ASCII format If the last field is alphanumeric trailing spaces are truncated Each record ends with a carriage return and line feed Export Utility Summary The export utility can be summarized in the following steps DESCRIPTIONS The file is sequentially sorted The process ignores not copied purged records The file is converted to an ASCII format file Export creates a new file with the extension EXP Export Utility Sorts file and ignores deleted records Purged or Deleted EXP file 240 Passport Business Solutions A Note from the above the EXP file does not contain four of the original records 03009 02005 01003 and 04012 Only one of the four is shown to have relocated within th
401. r the three Lookup display lines Be aware when entering the header data fields and column separators you should allow room on the column to be able to view the data otherwise the displayed data will be right truncated A right truncation may be fine if you do not need to see the entire field The field length is noted in the Field Lookup Line one Header Enter the field names on the first header line These names will display in the Lookup as the column heading Format 78 Alphanumeric Example Vendor Vendor Name Email 1 Place an symbol before each column heading if you want to use proportional fonts 218 Passport Business Solutions Line two File Data Enter the data field numbers prefaced caret lt gt symbol a number lt gt symbol The caret symbol has special meaning to and indicates that the 1 3 character code after the caret is not just alphanumeric data but is a field number and the field contents to be placed where the caret is located To make the data easier to read when using a proportional font the number symbol is used in replace of the caret for all numeric fields that numbers to the right of the decimal This will justify the decimal point and will right justify the column header as well The field numbers can be found in the left column of the Field Lookup Ifthe number in the Lookup is 001 then enter 1 Format 78 Alphanumeric Example 12 Line three Colum
402. rack payroll checks from the moment they are printed until they have been posted 11 PR dist to G L file PRDIST This file contains one record for each General Ledger distribution generated by the Payroll module It is used to generate the Payroll Distribution to G L report and if the Passport Business Solutions General Ledger module is used this file is the input to the General Ledger interface program This file normally contains all of the detailed G L distributions for one month or accounting period 12 PR history file KHISFIL This file contains detail for each check that was paid one record per transaction It is used to produce the Payroll History Report Union Dues Report and Employee Meals Report as well as other reports 13 QTD history file QTDHIS This is a permanent file containing quarter to date totals for each employee and is used for tax reporting as well as various employee reports 14 YTD history file YTDHIS This is a permanent file containing for each employee one record for every earning and or deduction category that the employee is subject to during the year 15 Manual PR trans file MANTRX This file is used to record manual adjustment payroll transactions 16 Manual PR dist file MANDIS This file is used to record any General Ledger distributions associated with manual payroll adjustments 17 Manual trans lock file MANLCK This file is used to protect the Manual PR Transaction File 304
403. rations Backup Rotation Before you backup you files you usually need to format the tapes or other storage media you will use although formatted media is available However formatting does ensure media integrity You need to format three complete sets series of backup media series A series B and series C The following describes a typical backup cycle first time you backup use series A For the second backup use series B The third time you backup use series C For the fourth backup return to series A You rotate the backup sets A B C A B C etc Ifa situation arises where you need to recover information use the most recent backup If the information you want is not available on that backup revert to the next backup prior to it This situation could arise if the most recent backup was done after data had been deleted or cor rupted third backup set the oldest one at any given time is a fail safe set It may not have infor mation as up to date as you would prefer and you may never need it but if you do you ll be very happy to have it Backup Logs Maintain a backup log which contains information about when your data files were backed up This type of log usually contains columns of information as follows Date Time Backup Series Operator The Date and Time column indicate when the last backup was performed The Backup series column shows which set of media was used The Operator column
404. reen or field on a graphical screen for which you have created your own help You will see a screen like the following Help maintenance for GUI interface Enter File Help New Edit Save Delete Cancel Exit General Sys ID Accounts Receivable Program ID CUSMNT Screen ID CUSMNT Control ID 6 PBS Version HTM 5 22 00 Location PBS Absolute address A aa IC ID I I Pre view You may use one of the button options New Enter new help link Edit Ctrl e To modify the existing link to the help file Delete Ctrl d Remove the existing link to the help file Exit Ctrl e Exit the help maintenance screen To save changes to a new or modified help link Saving record auto generates Absolute address field Ctrl c To cancel changes or cancel a new help link entry Most of the fields cannot be entered manually because they are auto generated when you select the Save button The fields you can enter are explained first The fields you cannot enter are documented at the end There are three fields that you can enter HTM file Enter the name of the html file You may also have to enter additional path information At the end of the line you may also enter a bookmark linking it to a location in the help file 323 Passport Business Solutions Format 256 characters Location Enter the location of the
405. referred to the appropriate manual for more information Where the handling of an error is Get technical hardware support you should contact your hardware reseller or other local independent source Passport Software Inc does not provide support or advice on resolving hardware problems Where the error handling is Get technical software support you should contact your software reseller or local independent source first If you require further assistance contact Passport s Support Department In this chapter in an error message represents a place where a word is substituted depending on what function you are using at the time Words like CUSTOMER VENDOR or EMPLOYEE will appear where occurs in an error message For example if you are using a selection dealing with customers the message below would read CUSTOMER NOT ON FILE It is not the intention of this chapter to cover every error message which may be generated There are thousands of possible error messages in the PBS modules but the cause and solution to the majority of these are obvious in relation to the screen on which they are shown The messages shown in this chapter are generic examples and messages caused by operating system and hardware problems 327 Passport Business Solutions SPECIFIC ERROR MESSAGES NOT ON FILE Situation Information that you are attempting to find is not on file vendor customer etc Handling
406. regular basis Sale The exchange of property products or services for a specified amount of money or its equivalent A special price lower than normally charged for an item to generate more business Sales Journal See General Journal Sales Tax A tax levied by a city or state government that is added to the retail price of an item and collected from the buyer by the seller The seller is then required to pass this tax on to the government tax agency Scrolling A screen can display only a certain number of lines or rows of characters at one time usually 24 or 25 The computer can keep many more in memory To bring additional data into view a line of characters is removed from the top of the screen and a new line is added to the bottom or vice versa When this action is repeated continuously it gives the illusion of text moving past the screen Select To choose a function from a menu or submenu Example It is possible to select the function Vendors from the Accounts Payable menu of the Accounts Payable module Sequential File A file whose organization is like a simple list of records in that the first record is the one that was placed there first and the last is the one that was placed there last Example If the first record in the file is at location 1 then the second record placed in the file is at location 2 third at 3 etc This differs from a relative file in that the location of the record is determined by its
407. rent or future use The total merchandise that a merchant has on hand to sell Shares issued by a corporation representing fractional ownership in the corporation Storage A device such as a hard drive capable of receiving data and retaining it for an indefinite period of time and supplying the data to the processor String A connected sequence of characters Example The characters J O and E are connected to form the string JOE Sub account In PBS modules account numbers are divided into as many segments of which there may be as many as four All but the main account are optional Sub accounts are a finer division of 441 Passport Business Solutions accounts if Account 400 were Office Expense 400 011 might be Paperclips In earlier versions of the Classic products versions prior to PBS sub accounts were used as cost centers Sub menu A menu that is subordinate or junior to a main menu Enter Edit list Post and Import are submenu selections of the Payables menu in Accounts Payable See Menu Support The staff of a computer or software company whose job it is to help you with questions and problems Supporting Schedule A type of financial statement showing the details of one particular financial area used to supply evidence or additional data for a more general financial statement See Financial Statement System An interrelated collection of things working together as a unit for a common purpose
408. ributions Finance charges Finance chrgs lock tile Invaice format file Invaice format lack file invoice header file NE TOY When this screen is first displayed all its fields are blank except the first one The cursor moves through each field in sequence until all have been traversed You may then change any field 270 Passport Business Solutions mA Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file At any field including Field number to change you may use one of the options Options To set all fields to Y After the first use of this option lt F1 gt this key functions as a toggle alternating between set ting all fields to Y and to N To return to the first field on the screen if not there PgUp already 1 To proceed to the last field on the screen if not there already 2 If already at the last field at Field number to change to proceed to the second screen preserving all existing settings on the first screen Format One letter at each field either Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped Data Files The following table lists all the entries on the screen and provides a description of each file The internal name of the file is given this is useful when relating the file name to several features described in t
409. rmation and User fields you must have the following fields setup for customers or vendors Customers gt Default contact Customers Contacts gt Email and Email documents 464 Passport Business Solutions Vendor gt Default contact Vendors Contacts gt Email and Email documents 465 Passport Business Solutions EMAILING ERRORS There are potential error codes that could occur if the PBS email is not set up properly so that connection cannot be made or the email provider is down There are standard errors and errors specifically from Marshall Software Marshall Software is a third party product that PBS uses to send emails WINSOCK Error Codes WINSOCK short for Windows Socket is a Microsoft Windows DLL program that provides the interface to TCP IP services essentially allowing Windows to use Web browsers FTP programs and others It allows you to send data to and from the Internet The following table contains the standard WINSOCK error codes and descriptions ERROR CODE Message Interrupted system call Bad file number Permission denied Bad address Invalid argument Too many open files Would block socket in non blocking mode Resource temporarily unavailable Blocking call operation already in progress Operation already completed Not a valid socket Destination address required Message too large for buffer Protocol mismatch Protocol option invalid Protocol
410. rmatting The file is automatically initialized when first referenced with both account numbers being set to the same value The File initialization utility does not apply to the Cross Reference XREFIL file nor do the regular or extended file utilities nor the upgrade This file is generated automatically when it does not exist and Reformat account number is run Reformatting Steps To reformat account numbers follow these steps DESCRIPTION Define your new account format Define which position each character of your old account number structure will occupy in the new account structure Build the Cross reference file You can do this auto matically based on the information provided in the first two steps You can repeat this as needed for dif ferent ranges of account numbers or even individual accounts numbers All three of these steps are done using the Define new account number structure selection Print out the file and ensure it is correct using Print account number list Apply the changes to all data files using Change all files to new structure Depending on their size and on the number of packages you have installed this may take as long as several hours If necessary use Cost centers Enter to define new cost centers created by the reformat or to delete old ones Account Reformatting amp Account Links When you perform an account number reformat you can optionally retain the old account structure
411. rmatting account numbers creating invalid account defining new account degenerate account introduction to reformatting account varles by employee account numeric defined O object program defined OECTLF OEFPAR OEINIT data file descriptions 333 333 333 152 273 273 273 273 167 159 172 162 173 159 173 432 432 294 295 294 OENOTF OEOBJ OERHDR OETKXF one character code defined on line defined operating system defined operating systems supported operational data files defined opportunistic locking order entry files initialize ORDHDR ORFRMF other printer types output defined overview software installation OVRRID owner defined owner s equity defined P P O package screen controls second tab page control PCL codes job and page printable area on a parentheses control code defined Passport Business Solutions installing 295 38 295 295 432 432 432 10 433 21 294 295 295 113 433 309 433 433 436 88 145 126 433 15 password defined protection for password user patch defined path file recovering from a damaged 433 433 66 433 202 path names changing existing data file 203 pathfinder for multiple companies using 190 for single companies using 190 introduction to 190 manually adding companies in 191 using 189 193 with multiple companies using 204 pathnames and data files 197 and programs 193 assigning 194 changing 203 verif
412. road range of popular operating system platforms This table lists the supported Windows operating systems SUPPORTED WINDOWS VERSIONS MULTI USER CAPABILITY single user system peer to peer winoows slew network On a 2000 2003 2008 network On a 2000 2003 2008 network WINDOWS 2000 2003 2008 Yes SERVER Yes NOVELL NETWARE 4 1 is no support for Thin client and AND HIGHER XDBC server on Novell Single User XDBC may also have issues PSI and several companies have used terminal services to access PBS remotely You may use this option if you like but keep in mind that Thin client offers a more efficient remote type access and potentially with more security When using Thin client to access PBS you do not require terminal services The table provides the supported UNIX and Linux operating systems SUPPORTED UNIX LINUX MULTI USER CAPABILITY VERSIONS SCO OPEN SERVER Yes 5 06 5 07 AND 6 0 10 Passport Business Solutions Thin client Thin client for Windows UNIX and Linux does require a Windows based workstation client Any ofthe above operating systems will run as the client For a host server you can use either Windows 2000 2003 SCO UNIX 5 07 or Linux GLIBC 2 3 2 4 or 2 5 Thin client is not available for Novell Check on availability for UNIX and Linux Note An operating system manufacturer may discontinue the support of an oper ating system Theref
413. rol codes The screen displays as follows Company information Initialization Printer name Device name Mode Col 1 PRINTER 1 LPT1 D gt 2 LASER wLaserAMP DIRECT ON 5 12 Other Additional printer control er for LASER Font control 13 13 lt Reserved to Create HTML 14 Reserved for Windows printing Enter the hexadecimal values to reset the printer before amp after forms printing Enter the following information Refer to your printer manual for appropriate codes or contact your supplier You may also see the Special Forms and Laser Printers section in the More on PBS Printing chapter Printer Reset Codes Printer reset codes reset the printer s feature settings top margin left margin page size etc to their default values These codes are sent at the start of a new print job This ensures that the settings of the previous print job do not interfere with the new print job They are also sent at the end of a print job so that the settings of that job do not remain in effect for following print jobs Enter printer reset codes 60 hexadecimal characters in pairs with no spaces F t orma between them 114 Passport Business Solutions Job control Job control codes establish page size page length top margin and other settings These codes properly configure the printer for the print job and are sent to the printer at the start of a print job 60 hexadecimal
414. rs It is beyond the scope of this document to explain these settings and procedures Read the manuals that are supplied by the operating system or printer manufacturer for details on this There are several different steps to the Workstation installation and configuration Install the PBS Startup and shortcut tuning Update the Windows Registry Configure the local virus scanning software so that it trusts PBS files This is optional When using thin client turn off workstation firewall product to increase performance This is optional If you are using a single user version of PBS then you will still need review these steps and do the ones that are necessary The major difference will be that the server based software is located on the local hard drive so thin client and fire wall considerations will not apply 44 Passport Business Solutions PBS STARTUP The User start menu items are Windows Start menu entries which provide access to the PBS system via series of short cuts All PBS User and PBS Admin short cuts require a valid Windows drive mapping to the server where PBS software 15 located PBS will not run unless you have at least one printer installed on the work Note station You will receive a Memory access violation error if you have not added a printer If PBS 15 installed on a network server you must have administration privileges to run the PBS startup installation from a Windows w
415. rs or other devices with a unique addresses For example there are a number of systems that enable you to create networks using the Internet as the medium for transporting data These systems use encryption and other security mechanisms to ensure that only authorized users can access the network and that the data cannot be intercepted Word Processor A software module designed specifically to type edit and print text for such things as letters magazines books etc Work File A file in which data is temporarily stored for use by a single program Once the program is finished the file is no longer of use PBS work files are created in the folder directory RWWRK Working Capital The current monies or assets of an individual or company after deducting current liabilities that are available to be put to work by the individual or company Also called Net Current Assets W 2 Form An employer reports an employee s total earnings and total taxes withheld on a W 2 Form at the end of the year Also called the Wage and Tax Statement The employer sends a copy of this W 2 Form to the IRS and gives several copies to the employee The employee uses it to fill out the individual tax return required by the IRS and state and local agencies 445 Passport s Business Solutions Conversion of A R Ship to s to POS This appendix contains the following topics 446 Passport Business Solutions INTRODUCTION TO CONVERSIO
416. rt The numbers are shown to the left of the file names The file selection menu shows the name by which your computer recognizes your data file A data file is composed of two disk files one with a VIX extension index and one with a DAT extension data An export file is a single disk file that has an EXP extension Please enter device for export file This is the drive on your computer where the export file will be created Enter your hard disk device letter here usually C or diskette drive A or B if you want the export file created on a diskette The export file has the same name as the original file but with a EXP extension Any change then displays If the data is correct press lt Enter gt otherwise answer Y and make the changes C create new export file or A add records to existing export file If you enter C create new export file then all the data in the previously created export file if any for this particular file is destroyed and the data records contained in the data file are transferred to a newly created export file 239 Passport Business Solutions If you answer A add records to existing export file all the data in the existing copy of the export file is retained and the data records contained in the data file are added to the existing export file If there is no existing export file on the device specified an error message is displayed if you answer A You are then asked to ente
417. rt software is distributed on compact disk however update installs may be available for download It can be installed for single user operation onto the hard drive of a stand alone PC running Windows 2000 Windows XP Windows Vista or Windows 7 It can also be installed for single user or multi user operation onto Windows 2000 2003 2008 Server Novell Netware Linux or SCO Open Server network drives Regardless of platform the installation procedure creates structures folders directories on your hard drive and copies program and data files into these folders directories in a predetermined way The terms folder and directory refer to the same structure and may be used interchangeably Windows jargon tends to refer to these structures as folders Under Linux and UNIX these structures are generally referred to as directories Passport Business Solutions is installed on your hard disk into the directory or folder you name during installation This folder is referred to as the Passport Business Solutions top level directory In a Linux or UNIX operating environment all files related to the Passport Business Solutions applications are contained in the top level directory In a Windows operating environment all files except the Windows shortcuts and certain license files are contained in the top level folder Passport Business Solutions maA SUPPORTED PLATFORMS Passport Business Solutions software is designed to run on a b
418. rting PBS Menus and Printing chapter of the System user documentation To display the Menu bar application menu This Menu bar is a legacy menu type that originated with Real World software To display the Windows application menu To display the Tree view application menu If you elect to use the Tree view or Windows menus Passport Business Solu tions Access Groups and Temporary Access features will not be available to Note you For more information about these features see the Temporary Access and Access Groups section of the Starting PBS Menus and Printing chapter in the PBS System documentation Format Drop down list box Example Select Tree view menu Display mode This is an outmoded option and your selection here will have little or no influence on the functionality of the screen display It may still be useful when using slower display monitors such as a WYSE 60 Dumb terminals such as WYSE 60 are no longer officially supported in Passport Business Solutions Make any needed changes or press lt Enter gt to continue to the second screen Use line 25 Graphical mode is not effected by this selection If you are in character mode and using a monitor such as a WYSE 60 and it can display 25 lines check this box If it can display only 24 or you do not know uncheck it Passport Business Solutions Advanced Features will make use of a 25 line if it is available 89 Passport Business Solutions The se
419. s Once you enter the local printing codes into the Passport Business Solutions Company information you should run some test printouts such as the Valid G L Accounts List to ensure the printer is functioning properly When using local printing in the Passport Business Solutions software you must not use the keyboard until printing concludes 153 Passport Business Solutions DEVICE NAME FIELD WINDOWS PRINTING CONTROLS You may want to control and send specific font print characteristics to your Q printer With PBS you can do this as part of the Q data string as part of the Device name field This will work for all reports and most forms As contained in the PCL settings font information is sent based on the standard or other printer Type field So for this scheme to work the company file must have the question 80 col answered as a No so that Passport Business Solutions does not issue any printer control characters In this scheme the DIRECT ON is not used but is substituted with Font characteristics which are fed to the Windows driver via the AcuCOBOL runtime Here is a list of the available char acteristics If the results you are getting is not what you want experiment with these variables For example you may have to alter the font pitch in order for the print to fit on a page FONT Use FONT to specify a single font name The font name may have embedded spaces but may not contain double or single
420. s If you are processing multiple companies the companies that you want to process must exist in the Multi company file before you can use Pathfinder This includes company 00 which does not normally exist in the Multi company file when it is the only installed company Use the Pathfinder utility in conjunction with adding companies to your Passport Business Solutions system If you use the manual method for adding a company you must perform the following steps listed in the next section 190 Passport Business Solutions MANUALLY ADDING COMPANIES IN PATHFINDER Follow these steps to manually add a company DESCRIPTION Add the company record as described in the Defining Multiple Companies chapter Perform the steps in Using Pathfinder to Create Mul tiple Companies section Run the file initialization program for each appli cation for each company being added Refer to the Initializing Data Files chapter If you use the automatic method described in the Defining Multiple Companies chapter the Add company program will Add Multi company file Update the Pathfinder files and Create empty data files For both manual and automatic methods of adding companies we recommend that you install the data files for each company and application in different subdirectories For example the files for company 02 Accounts Payable could go in sub directory named AP02 To manually set up your disk layout afte
421. s F8 If you are testing a PowerTools Lookup window you will need to log back into Passport Business Solutions using a configuration file with the following setting PTOOLS Y As an alternate to testing a PowerTools Lookup you can have two concurrences of Passport Business Solutions open at the same time One will have the USE PTOOLS set to N and the other set to Y This will allow you to enter or edit Popup Access Maintenance in one and test it in the other Notes Lookups There are several Lookups available for notes These have not been added to the system but can be added where needed For example when entering an Order in O E the user many want to view the notes for the customer for which the order is being added Customer notes can have specific delivery instructions current billing status and much more information that is valuable at the time the order is entered We have provided notes Lookups for A R Customers A R Invoices A P Vendors C R Accounts G L Account Number I C Items O E Orders P O Purchase Orders PR Employees T B Clients and TB Matters Steps to Add a Notes Lookup This section describes how you add a Notes Lookup to a field where no Lookup has been assigned previously Determine the location Field from which you would like to access the Notes Lookup In this example I am entering a Notes Lookup from Field Number to Change In Vendors Enter You can setup a Lookup on a field where another
422. s Solutions in order the run the file utilities Refer to the PBS Users chapter for more information To Initialize System data files execute the PBS initialization function For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt SY Initialization For UNIX Linux Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following syinit If you are using multiple companies enter the 2 character company id If the company is correct answer Y When prompted enter PBS Administrative User ID The following screen displays PBS System Thitialize PRS Liles XYZ Company vous files init system wide files init 1 Company file m 17 Multi company file 2 Cust center filc 1B Spovled print file 3 valid acer File 19 tack file 4 cash accounts file 20 printer codes file Batch control file 21 Email log file 6 Laser print param tile 22 PDF master tile 7 Report number lile 8 account links file 9 access file 10 vti itr file 11 Label Formats file 12 dictionary file 13 Label lock file 14 Bank fil 15 Reason cade tile 16 used 4Fi gt Set files 1 through 14 tu Y F2 Initialize Files Answer Y for each file you want to initialize or press Enter to default to lt N gt to skip initializing a file 262 Passport Business Solutions
423. s never included in the Menu file during installation You can display a module on the menu even though you have not installed it for the company If you select a module to make it appear if the programs and data files are not installed it will not be a functional module If you want to look at the screens and features of a functional module you can order the live version or request the demo version of PBS You may also assign custom menus to general users To learn more about this read the PBS Users and PBS Menus chapters This is a most secure way of not allowing access to certain PBS functions Removing a module here does not necessarily remove all the effects that module has on other modules For a complete removal it is recommended that you also remove the paths to the programs and files for that module If no module is selected only the CTL menu will display Format Check box where checked is visible and unchecked is no Example Check the box for each module 88 Passport Business Solutions Menu type This selection is available for Windows and Thin client only and will not be present on Linux UNIX installations On Windows computers you may display your Passport Business Solutions application menus in one of three different ways Menu bar Windows menu or Tree view menu After you select or change the menu type it will not take effect until you restart PBS These menu types are explained more fully in the Sta
424. s you navigate the menu system this prompt will change providing reference to the position of the cursor and the current active menu This 15 useful when enabling disabling groups of menu selections Use this key to move the cursor to the previous menu selection The screen will automatically scroll if the previous selection 15 not currently dis played Use this key to move the cursor to the next menu lt DownArrow gt selection The screen will automatically scroll if the next selection is not currently displayed lt UpArrow gt ates Use this key to navigate to the previous page of BUB menu selections PeDn Use this key to navigate to the next page of menu selections If MENU BAR 15 displayed as the current menu lt gt cursor is positioned submenu use this key to expand the menu If MENU BAR 15 displayed use this key to exit lt Esc gt the screen Otherwise use this key to escape to a higher level menu 75 Passport Business Solutions enn se CREATING CUSTOM MENUS Only users logged into the Passport Business Solutions system as Administrative users will have access to the Menu maintenance selection that is used to create custom menus If most of the selections in a module will be enabled for a custom menu press lt F1 gt when MENU BAR is displayed to enable the entire menu for the module Then use lt F3 gt to disable the selections that will not be enable
425. segments 0 Separation character J 2 st center 1 Segment name Short name Size Alphanumeric Fill requirement Suppress spaces ee swo F a rl sss Character Mode From this screen enter the following information Enter the account number segments Account Number Segments The first two segments can be used for divisions departments locations product lines or territory Your company may elect to use one or two segments or none If one segment is used the default title is department If two segments are used division and department are their respective default titles You can change these titles if you wish The main account number is used for primary designations 92 Passport Business Solutions The sub accounts are used to keep separate records in your general ledger for items that would otherwise go in the same main account An example of this might be separating notes payable that are due to different banks Account Number Syntax Rules Refer to the Reformatting Account Numbers chapter information for the syntax rules of account number segments The following is an abridged version When all the segments are used they are in this order Cost center first segment Cost center second segment Main account Sub account The main account segment is required and must be at least four characters long The other seg ments
426. sers Because system restric tions are defined by custom menus and each restricted user will be assigned a custom menu it might be appropriate to define your custom menus before you enter your users Select User maintenance from the Setup menu Graphical Mode This selection is only available to Administrative users 63 Passport Business Solutions PBS User Maintenance Company 00 XYZ Company Options Tools Hew Save Save New Delete Cancel Exit Select users General User 10 Change password Password Confirm User type Administrator Name Ades Zipcode Full graphical User menus You may add new users or edit existing users on this screen User Maintenance List Box The list box displays up to 6 users at a time You may sort the users by user ID in ascending or descending order Click on the column name or the arrow to the right of the column name to change the sort or use the View options Only column names in red may be sorted To locate a user start typing the user ID or use the arrow keys lt PgDn gt lt PgUp gt and lt Home gt lt End gt keys to find the order The lt F1 gt and lt SF1 gt work the same as the arrow keys When a user is found to edit the record you may select lt Enter gt User Maintenance Buttons To access the buttons you may click on them with the
427. sk then read the V12Release2 PDF for install instructions This section covers in detail the Passport Business Solution Financial and Distribution Series installation and as well as the Manufacturing Series installation There are several installation sub sections The first covers the Windows install The SCO Open Server and Linux install details are in a later sub section The instructions in this section are for the Full installation of PBS Always install PBS in an empty or new directory This is done for a new installation and an upgrade from Versions 8 9 10 x and 11 x This is also done if you want to add on a module to your existing PBS installation The instructions for upgrading these versions or adding a module are in EZ Convert documentation Select EZConvert to download the PDF documentation Before the installation of PBS go to the PSI web site to look for additional installation instructions at www pass port com that may available A login is Note required to download updates See your PBS provider for instructions While you are there you may download the updates but install the updates after the main PBS install Check back on a regular basis for new updates PBS Windows Financial Distribution Series Pre Installation Your Passport Business Solutions Financial and Distribution Series software for Windows is designed to function in most Windows environments including Windows 2000 Windows XP and Windows Vista workstations
428. software and this connects to the PBS accounting system You must have the T C hosting software installed and with a license that is activated on the server Also PBS should be installed configured and the service should be running on the server before you do this step If not then you will not be able to run PBS to test the connection The PBS T C Setup installs the startup menu selections It also installs the T C client components on the workstation During the installation you will be prompted for either the DNS name or Server IP address and the port number This provides the address that allows the workstation to make the connection to the T C hosting software on the server The T C workstation software is configured to only allow access to the accounting system only There is no option to install Thin client access for the administrative utilities Therefore you will need to either access the utilities from the server by using batches in Windows scripts in UNIX and Linux or by being mapped to a network drive in Windows In order for this startup to work you must be able to ping the server You should have administrative privileges when installing the start up To install the T C client software and shortcuts on the workstation you must first download it from the PSI web site at this address http resource pass port com thinclient Once the download is complete you may start the installation Font Options There are several st
429. ss Available Not available EMAIL OPTION Select a different contact If other contacts have email addresses and the Email documents field is Available Available checked CC copy yourself Available Available Enter additional CCs Available Not available Select CC from contact file Available Available Format Check box where checked is yes and unchecked is no Example Not entered in this case Default text Enter the default text for the body of the email You may enter up to 4 lines of text Format 4 lines of 60 characters each Example Not entered in this case Make any changes or select the enter key to accept the changes To not save the changes select the lt Esc gt key If email is active then the following message will display Emailing is activated If email is not active then the following message displays Emailing is not activated Please test the server connection Testing the Server Connection After you have entered email server data you may use the option lt F5 gt To test the server connection Graphical Mode After selecting lt F5 gt the following screen appears 121 Passport Business Solutions A n est email server Tools Please enter Email login name 0 login password Email address psiGpass port com Status Character Mode fest email server x Company Email ET name Email login password Email address
430. ssport Business Solutions PopUp key type This indicates the type of key used to locate the attached PopUp window Two types are possible 1 SCRN PARAM the first 11 characters of the screen parameter will be the key 2 SCRN PARAM ID the screen parameter ID will be the key The SCRN PARAM ID as a 3 digit field which allows the data lookup functions to handle multiple definitions of the same field For example select Reports from the CTL menu and then select Cash Accounts from the submenu The starting and ending account number fields use SCRN PARAM ID 001 PopUp key This is the key used to store this PopUp program definition and its pass data and this is stored in the file Enterable Fields 1 PopUp program name This is the name of the PopUp window you want to attach to the field If the program name is left blank the PopUp will be removed detached from the field If there is no PopUp program name for this field and you are going to use a PowerTools driver for this field then enter PTOOLS as the program Format 5 characters Example Type PVENNN 2 PopUp pass data Enter pass data for the Lookup or PopUp This is data that is passed into the PopUp window program This data will need to be ina specific format depending upon how the PopUp program or PowerTools Lookup program was designed Pass data is usually needed for filtering It can also be used for sorting Here is a filtering example In order
431. ssport until you receive either the END OF PROCESSING or EXIT message Handling There are two possible remedies for a corrupted data file 1 Consult one of the File Recovery Utilities chapters in this manual for instructions on repairing or rebuilding damaged data files 2 Using the most recent daily backup of your data files re enter all transactions necessary to bring those files up to date 330 Passport Business Solutions If neither of the above resolve the problem obtain technical software support FILE ERROR 98 Situation This indicates that a file index is corrupted or in a multi user environment that a user did not properly exit the software Handling Use the file utilities to rebuild the file in place Refer to the File Recovery Utilities chapter of this manual In a Windows 2000 or 2003 server environment you may have an Opportunistic Locking problem In chapter 2 of this manual there is more information on turning off Opportunistic Locking on either the server or the workstation along with a link to a Microsoft web site for help in modifying the registry Sporadic General File Errors 98 90 file errors 39 01 Heavy Usage messages etc Some of situations that may cause these sporadic problems are the following Situation Virus on the system Handling Run virus detection software and remove the virus Situation Virus software Handling Set up the virus detection program to not scan files th
432. st center structure without losing historical information Chapter 9 Defining Multiple Companies explains how to add multiple companies into Pass port Business Solutions using either a manual or an automated procedure This chapter also specifies how to add modules create data files and link programs to newly defined companies Path File This section describes an Passport Business Solutions administrative function of entering and maintaining paths to PBS programs and files This function is available from a batch or may be available from your Windows startup menu selection Chapter 10 Using Pathfinder covers how to use the Pathfinder program to specify the direc tory path of data and program files Lookup Design This section describes an Passport Business Solutions Lookup customization administrative features for PBS Chapter 10 Lookup Design covers the adding copying modifying and designing of Lookups Data Files This section provides necessary information on preserving and manipulating your data files This section will primarily be of concern to your System Administrator e Chapter 12 Backing Up Data Files contains information on the types of files that should be copied to backup media the frequency of the backup the different types of backup and the rec ommended procedure for backing up data files Chapter 13 Recovery File Recovery Utilities explains how to use the export restore rebuild and extr
433. stall procedure will create your top level Passport Business Solutions directory Do not create this directory in advance When adding a module install in the directory where PBS is located After a new installation has finished file permissions may need to be modified As installed the software may only be executed by root BACKUP YOUR DATA If you are adding on a module verify that you have a current restor able backup before you proceed with an installation 25 Passport Business Solutions VERY IMPORTANT CUSTOM PROGRAMMING NOTE If you are adding on a module and you have custom programs or a fully integrated third party application the custom programs may need to be re installed following the PBS installation Make sure that these programs are ready and available before you do this installation Caution Only an experienced UNIX or Linux system administrator should per Note form the PBS installation procedure Steps to Install PBS on SCO OPEN Server or Linux The current disk for PBS Version 12 contains the 2009 year end updates If you have a disk dated October 2009 or earlier then the instructions in this chapter apply If you have the more recent disk then read the V12Release2 PDF for install instructions The installations for Windows vs UNIX Linux are on separate disks Verify that you have the correct disk The instructions for installing these versions are on the disk and are in html Please open
434. step incorrectly your PBS system may not function properly One way to rename files is to open a command prompt navigate to the directory where the data files are installed and type the following with the assumption that the new company is 01 rename 700 01 20 Passport Business Solutions For the last step you must run the PBS pathfinder program and add the new company to the paths Read the Copying Program Data File Names section in the Using Pathfinder chapter for information on how to do this You should copy the paths from company 00 Do the same steps for all the additional companies Go to the Company information selection for each company and if needed on Field 14 select Y for the add on application Once that is done then you are ready to start configuring and entering data Opportunistic Locking with Windows Shared Files Microsoft has introduced a feature called Opportunistic Locking to increase performance on Microsoft based networks Unfortunately this feature can cause file errors when using PBS Microsoft recommends disabling this feature when using their products AcuCorp Inc the makers of the runtime software used to run PBS also recommend disabling this feature With Opportunistic Locking enabled you may experience intermittent file errors when using PBS The file errors will occur on random files and at random times Errors of type 39 00 and 98 90 have been repor
435. such as Help Files that will be accessed by all companies Batch or scripts such as pbs that start the Passport Business Solutions software or utilities Programs which run first such as addcmp will ask for the company ID to determine which data files to access Invoked batch files expect driver programs such as GL ACU will ask for the company ID before the batch file is run Menu and Screen programs will be accessed by all programs Errors occur if you copy any of the menu programs to some other area and then use Pathfinder to assign paths to them general rule is that any file which may be used across companies must exist in the top level directory 192 Passport Business Solutions USING PATHFINDER You must use a PBS administrative User ID to access the Pathfinder program To activate the Path finder program follow these steps 1 For Windows Start gt Programs gt PBS gt General Utilities gt Add Company For UNIX or using a command prompt From the PBS top level directory system prompt type addcmp 2 Ifyou are using only one company a screen listing the installed applications displays If you are using multiple companies you will first be prompted to enter the ID for the company you wish to use Enter the appropriate Company ID and then User ID and a screen listing the installed applications for the company you selected appears The following screen is an exam ple with all the PBS ap
436. t 137 Passport Business Solutions Windows Printer and Form Files When you merge a graphical image form file with data then you must select Windows printer The printers defined in Company information will not merge the image form file with the PBS data The printable area using Windows printer is usually smaller than the printable area using a Company information printer This is especially true with the laser printers with which we tested Because of this you will probably have to design your format to be shorter and sometimes narrower than any pre printed form that you are currently using Form Design You can use any appropriate program to design your form as long as it can store the form in either a JPEG or Bitmap file format The size of the form file will have an impact on two important variables performance and quality Generally the greater number of pixels per inch the form file contains the greater the quality but the slower the printing performance becomes The greater the number of pixels per inch the greater the file size Therefore when you design your form we recommend that you make it as small as possible but still maintain an acceptable quality Making a PBS form between 200 to 300 pixels per inch will usually be an acceptable quality If your printer only prints at 300 pixels per inch quality there is no advantage to produce an image at 1200 pixels per inch So do not produce the form image at a qu
437. t Business Solutions Label for LBLFMT This is the label format file mats file Label dic ICDICT The label dictionary file tionary file ri lock LBLLCK This is the label lock file Bank file BNKACT Bank accounts file Roason RSNFIL Reason codes file code file This file contains the history of all posted distributions in the system distribution NADIST S bel ino the file ee note below on restoring the NADIST file This file spans all companies Multi com Initializing it will affect not just MLTCMP your company but every company pany file in the system Contains a list of companies This file spans all companies Initializing it will affect not just Spooled SPOOLF your company but every company print file in the system There is one record for each spooled file This file spans all companies Report Initializing this file will affect not STKFIL stack file just your company but every com pany in the system This is the printer codes file I you Printer initialize it and you are running mul codes file GODRIL tiple companies it could effect other companies Email lo This is a log of each PDF form 5 PDFLOG when it has been emailed rec file reated via a reprint PDF This file contains a list of the PDF m ster fil PDFMST files that have been generated while printing PDF forms 264 11 12 13 14 3 1 LJ N N N N Passport Business Solutions
438. t No other transfers of the Software are per mitted without the prior written consent of Passport Software Inc Licensee shall not export or re export directly or indirectly including via remote access the Software Documentation or other information or materials provided by Passport hereunder to any country for which the United States or any other relevant jurisdiction requires any export license or other governmental approval at the time of export without first obtaining such license or approval from Passport It shall be Licens ee s responsibility to comply with the latest United States export regulations and Licensee shall defend and indemnify Passport from and againstany damages fines penalties assessments liabilities costs and expenses including reasonable attorneys fees and court costs aris ingout of any claim that Software Documentation or other information or materials providedby Passport hereunder were exported or wise accessed shipped or transportedin violation of applicable laws and regulations Licensee shall comply with all laws legislation rules regulations and governmental requirements with respect to the Software and the performance by Licensee of its obligations hereunder of any jurisdiction in or from which Licensee directly or indirectly causes the Software to be used or accessed In the event that this Agreement is required to be registered with any governmental authority Licensee shall cause such registr
439. t changing the location of existing data files since initializing these files will erase any data they contain To change the path names for data files that already exist for the applications associated with a company ID you must use Pathfinder indi rectly For example suppose you install the Passport Business Solutions software onto drive C After entering some data you decide to move your data files to drive D You would use Pathfinder for company ID 00 to assign the new data file path name Then you would exit Passport Business Solutions and physically copy the data files to the new path name Refer to the following table for a summary of these steps that outline the procedure from a command line prompt For the examples in this table the current directory is assumed to be C PBS AR 00 CUSFIL00 DAT DESCRIPTION Change pathfile to the following D PBS AROO CUSFIL D PBS AROO Copy 00 PBS AROO CUSFILOO 203 Passport Business Solutions USING PATHFINDER WITH MULTIPLE COMPANIES The Passport Business Solutions software uses the same programs for multiple companies but dif ferent data files for each company For each new company defined you must use Pathfinder to define both the program locations usually the same locations as they are in now and the data file locations usually a new directory If you do not want to use the au
440. t inadvertently created duplicates for example by truncating a character position which you mistakenly believed to be always blank Duplicates are checked throughout the file not just in the range selected No two records in the new structure can have the same account number No account in the old structure can have the same number as any account in the new structure For instance if you wish to interchange the first and second character of your account number and two of your accounts happen to be 2463 and 4263 you will encounter this restriction If any duplicates are found a screen displays that information Press lt Enter gt to cancel this selection and return to the menu Otherwise the following screen displays Reformat account number XYZ Company Before using this utility make sure you have completely backed up the data files for each package within this company If you are unsure whether you made a full back up press lt Esc gt and do the backup of the files described in the documentation of this utility Then return to this function lt Esc gt Exit now lt Enter gt continue This screen provides a final reminder to make sure all files are backed up Press lt Esc gt to exit if you have not performed your backup or press Enter to continue the restructuring process The following screen continues the process Enter the following information 169 Passport Business Solutions
441. t the report FROM disk Similarly if the user cannot print the report to disk then the user can neither view nor print the report The same applies to stacking reports Format Drop down list Example Select Limit access by user menu ID Save registers Check this box to save registers or leave it unchecked to not save them Achecked box means that a duplicate copy of a register report created whenever posting occurs is saved to disk whenever you send the register to a physical printer at the time of orig inal creation This is a safety feature in case the hard copy is lost You can purge saved registers at any time using Purge saved registers located on the menu under Print reports from disk If you directed the register to disk upon original creation it makes no difference on your choice here Only one copy is stored which must still be printed at least once before it can be removed from disk by the Delete reports selection not the Purge saved registers selection Anunchecked box still allows you to direct a register to disk or to a printer but not both If you send it to the disk you cannot delete it until you have physically printed it from disk at least once Format Check box where checked is yes and unchecked is no Example Check the box and then press Enter days before warning This field does not appear if you have chosen not to save printed registers Enter the maximum number of days that you wish
442. t to upgrade your hard drive to a larger capacity Reference Modifier Range Error Situation This usually indicates missing data in the company file Handling Set up the Company information Spooler sub system app has encountered a problem Situation This message may display in Windows and the printers are setup to work only under DOS Handling Set up the workstation printers without the use of DOS File error 41 on Situation This may indicate the company file was initialized Handling Enter Company information Printing to a dot matrix printer does no allow an alignment Situation You are not able to use the alignment to line up the data to the form when printing through a printer in Company information Handling Purchase a Laser printer or select Windows printer when printing the form Error 115 during the move data process Situation During the installation of PBS in Windows this error message displays It indicates either a permissions problem or that someone is in the software If it occurs on the POPFIL it is because someone is in the software Handling Install the software as an administrative user or make sure everyone is out of the system before you begin the installation Uninstall shield already running This can occur during a PBS Windows installation and it indicates that you are not an administrative users Lines display as strange characters Situation In Windows the fonts have not bee
443. tandard Passport Business Solutions font control codes enable your special forms using the courier font that is included with all Hewlet Packard or compatible laser printers 116 Passport Business Solutions However you can use the font control codes to use an entirely different font or to change the style of the font to bold italics etc To properly print on a standard preprinted form use a fixed pitch font that prints at 10 characters per inch and 6 lines per inch Otherwise the printed characters will not print in the desired location on the form Also refer to the PCL Commands section in the More on PBS Printing chapter Make any needed changes or press lt Enter gt to go to the next tab 117 Passport Business Solutions PSI PRINTER LOCATOR DEBUG The PSI Printer Locator Debug mode provides a means of identifying and handling printer issues Through a configuration file setup the PST Printer locator window can displays after selecting a Company information printer If you are encountering printing issues in PBS or if you have a printer that is working inconsistently this debug mode may help you solve the problem or at least provide an opportunity to select another printer if the initial printer call fails There is a on off switch in the cb confi file The line for this switch is DISPLAY LOCAL PRINTERS POPUP SCREEN This switch accepts either a Y or N value Do not remo
444. tatement from any chart of accounts 29 Gen journal header file MLTRXHXX The General Journal header account file contains General Journal header data for each journal entry number 30 Gen journal trans file MLTRXDXx The General journal trans file contains multi line transaction records for General Journal 31 Gen journal lock file MLTLCKXX This file is used to protect the General Journal Transaction file 32 Company consol mbr file MEMSPCXX This file defines all member companies of consolidations and contains the cost center designation to be used for each member company 33 Company consol lock file CONLCKXX This file is used to protect the Company Consolidation selection from other users in a multiple user system 34 Consol account link file ACTLNKXX This file defines the links between the chart of accounts in each member company and in the consolidation company It also contains a description of each account linked 283 Passport Business Solutions Field number to change Make any needed changes Press lt Enter gt to initialize the selected files Files not selected are not affected It is not required that any file be selected There will be a period of processing as the files are processed then the program closes Select lt Esc gt to cancel 284 Passport Business Solutions INVENTORY CONTROL Initialize Inventory Control data files execute the Passport
445. ted There will be a period of processing as the files are processed and then the program closes Select lt Esc gt to cancel 313 Passport Business Solutions A TIME AND BILLING To Initialize Professional Time and Billing data files execute the Passport Business Solutions initialization function For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt TB Initialization For UNIX Ensure you are logged in as an administrative user to use PBS file utilities Refer to the PBS Users chapter for more information Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following tbinit If you are using multiple companies enter the 2 character company id for the files you wish to initialize If the company is correct answer Y When prompted enter an administrative User ID For space reasons two screens are needed to contain all the files You can switch between the two screens as needed No files are initialized until you have approved both screens Two screens are required for all the files in this module The following appears first esstonal Time ing Initialize r files Init 1 Actinn file 17 2 Advance billing file 18 3 Adv billinq account file 19 4 Adv used 20 5 change cl 21 6 3 fie 22 7 client notes file 23 8 Client rate file 24 9 cost history file 25 10 Curr
446. ted to PSI support The problems associated with Opportunistic Locking may occur on Window s networks using Windows XP 2000 2003 and 2008 There are different editions for each of these operating systems For a complete list of the affected operating systems refer to Microsoft Article 296264 The list is on the bottom of the page If you are going to use PBS on a Window s network that uses operating systems referenced in the list we recommend that you disable Opportunistic Locking To disable Opportunistic Locking refer to the same article 296264 article listed above Here are some things we have learned about this process Always be careful when altering the registry Refer to Microsoft s warnings and instructions regarding this We recommend disabling opportunistic locking on the server only but it could be disabled on the clients as an alternative When editing the registry we have found that the keys need to be added to the registry This is the case for both the clients and the server You must reboot a system after altering the registry Windows Manufacturing Series Install Steps The current disk for PBS Version 12 contains the 2009 year end updates If you have a disk dated October 2009 or earlier then the instructions in this chapter apply If you have the more recent disk then read the V12Release2 PDF for install instructions During the installation you will have the following questions and options
447. ter a name for this printer or use the option To delete this printer fields may be blanked out by pressing lt Ctrl gt X Blank In Windows you can also highlight the field and select the delete key Format 15 characters Example Type Laser Printer In Windows the virtual printers 13 and 14 are implicitly defined as Create HTML and Windows Printer and you can not change them Windows Printer is available on almost all printer selection menus The Create HTML selection is provided on report printer selection menus but not for special forms invoices checks etc and audit trail reports The use of these functions are explained more fully in chapter 2 Starting PBS Menus and Printing of the PBS System documentation When one user is using a printer similar to another user then the users can share the same Company information printer setup Note For example if user A has an HP Laser printer on his workstation and user B is using the same type of HP laser printer on her workstation then you can use the same Company information printer setup for both users The Printer name field and PDF Printing All reports certain forms and files printed to disk can be created as a PDF file In most cases the PDF file will display on screen To create PDF files you must make or alter a specific entry in the Printer name field The printer name must have PDF or PDFP as part of the name It can be anywhere on the field as part of the name H
448. ter on Defining Multiple Companies Create another directory for the new company data files Use Pathfinder to do the following Define menu selections for each application including the system files Assign path names by copying the program data filenames and path names If you created a new directory for this company in the second step assign that path name to the data files including the system data files Initialize new data files for each application in the new company Refer to the nitializing Data Files appendix 5 Use Pathfinder to verify the path names This is optional but recommended Run the application with the new company and define Company information Refer to the Company Information chapter 205 Passport Business Solutions Lookup Design This chapter contains the following topics 206 Passport Business Solutions INTRODUCTION TO LOOKUP DESIGN There are hundreds of fields throughout Passport Business Solutions where Lookups can be accessed Some of these fields have multiple Lookups The Lookup features for the PBS user are explained in the System User documentation This chapter explains the Lookup Maintenance features that can be used by a PBS administrator to design Lookups The lookups provide a new realm of possibilities for customization The Lookup Maintenance function Lookup Editor allows a Passport Business Solutions Administrative User to customize Lookup Win
449. text using this feature Yes but with only A R Invoices State ments O E forms Purchase Yes Orders Man N A ufacturing and individual files are created for each trans action 131 Passport Business Solutions WINDOWS PRINTER AND PDF FORMS LIST The following is a table that lists the forms that may be printed utilizing Windows printer a PDF or PDFP printer The first column indicates the form that will print using Windows printer The second column indicates the forms where you can merge PBS data with a Jpeg or Bitmap designed form The third column indicates the forms that may be sent to a PDF or PDFP printer The fourth column indicates the user manual name and chapter where you will find additional setup information DATA AND FORM FILE MERGE MODULE FORM TYPE ACCOUNTS PAYABLE alignment and print PDF PRINTING USER MANUAL FORM FILE MERGE SETUP REFERENCE AP Checks Immediate alignment and print Checks Forms design Yes A P Chapter 25 print Check forms A P Chapter 4 Control information Field 21 Vendor labels alignment and print N A Merging with a form file is only available when using a user defined form MICR coding is not included A R Chapter 15 Invoice formats Gen eral appearance Invoices Print invoices alignment and print data oe et A R Chapter 15 Yes Will display Invoice formats Gen PDF eral appearance 132 Passport i B
450. that displays on most PBS screens In Windows and Thin client this name will also display on the title bar to the right of the company number This name is used on some special forms such as A R statements Format 30 characters Example Type XYZ Company Address line 1 Address line 2 Address line 3 Enter the address of your company The address is used primarily on special forms such as payroll checks Format 30 characters for each field Type Example 500 W Lincoln Blvd Suite 1005 81 Passport Business Solutions Anytown Texas 12345 on three successive lines Phone Enter your company phone number The phone number is automatically printed on certain special forms Format 12 characters Example Type 555 123 4567 Year 2000 Cutoff This is a protected field and if you are not allowing protected changes it can only be edited if you turn on allow protected changes See Allow protected changes field field 7 in character mode Once you allow protected changes you must exit Company information and come back in to change this field Your entry here determines how the system interprets the century for dates Entered dates are in MMDDYY format They are stored internally as MMDDYYYY During data entry when you enter the year as two digits your entry is compared to this cutoff figure If your entry is greater that this cutoff then the year is assumed to be 19XX If your entry is less than this cutoff then
451. the look of the workstation screen properties If you are using the Character version of the PBS then modifying the shortcuts will have an effect on the look of PBS By changing the parameters entered in the Target field of the Start Menu selection shortcut you can do some fine tuning of the color font size and other options If you are satisfied with the way your software is displaying skip this section You may also modify the Run parameter to display PBS for either a Maximized or Normal window If you are using the Full Graphical screens released with Version 12 short cut modifications will have no effect on these screens The size and colors of the Full Graphical screens are controlled by the workstation Display Prop erties settings The Screen resolution on the Settings tab MUST be at least 1024 by 768 or larger when using the Full Graphical screens The appearance tab controls the colors and font sizes See the Windows doc umentation for changing these settings Note Font Options When displaying text in a Windows graphical environment there are many factors that affect how the text appears Among them are Screen resolution 800x600 1024x768 etc Font selection Font size Windows color scheme such as skin or style The size of the Passport Business Solutions Windows application cannot be directly changed with mouse dragging Because of this PSI has provided a set of Start Menu ite
452. the year is assumed to be 20XX For example if this field is set to 20 then years entered as 00 through 20 are interpreted as 2000 through 2020 Years entered as 21 through 99 are interpreted as 1921 through 1999 You must set this field to a year that is well beyond your working date For example the ship date in Order Entry and the Next Review date in Payroll Employees is usually a future date and if the date is in another year then this field should anticipate that But if you have Payroll Employees if should not be set beyond the oldest person in your company because the date of birth We recommend that you set this date to 5 years beyond the current year Setting it 10 years in advance will mean that you do not have to change it for a while The current default following a PBS installation and adding a new company is 20 Batch controls Batch processing allows accumulating transactions into a batch that can be used for transaction entry editing and posting Batch control can be used with either A P or A R Batch controls must be authorized here before they can be used by any module but they must also be authorized in the Control information within each module where they are wanted This permits you to use batch controls for example in A R but not in A P Not all modules make use of batch controls Refer to the Using Batch Controls chapter in the PBS System documentation for information on batch controls in general The next 2 fie
453. they may set up BreakOut field controls for each user of the system and they may modify PowerTools Lookups Only administrative users may access the file utilities initialization utilities add company utility and the path finder utility General Users are restricted in their use of the Passport Business Solutions system They do not have access to Setup menu selections and they may be assigned a custom menu defined in Menu maintenance to further restrict their access to companies and menu selections See PBS Menus for more information Format Drop down list box either Administrator or General Select Administration to define this user as an Admin Example istrative user Name Enter the name of the user you are setting up This field is required 66 Passport Business Solutions Format Up to 25 characters Example Type Passport Admin User Address Enter the address of this user or press lt Enter gt to leave this field blank This field is optional Format Up to 25 characters Example Type 3801 West Lake Ave City Enter this user s City or press lt Enter gt to leave this field blank This field is optional Format Up to 15 characters Example Type Glenview State Enter the address of this user or press lt Enter gt to leave this field blank This field is optional Format 2 characters Example Type IL Zip code Enter this user s Zip code or press lt Enter gt to leave this field blan
454. this Format One letter at each field either Y or N The default is N Example Press lt Enter gt at each field This displays as Skipped 1 G L control file GLCTLFXX where xx Company ID This file contains a number of parameters that define your general ledger structure Each parameter defines specific values to be used in other programs 2 G l notes file GLNOTFXX This file contains all the notes you have entered in the various G L selections which allow notes except for notes entered through Distributions which are not saved after posting 3 Accounting period file PRDFILXX The Accounting Period file defines all of the accounting periods in the fiscal year and designates the current and reporting periods 4 Cost center or sub account group file GRPFILXX This file contains one record for each cost center group defined 5 G L codes file GLCODSXX This file contains codes for budget types 6 Chart of accounts file CHARTFXX The Chart of Accounts file defines all of the accounts to be used by General Ledger and contains basic data about each account 7 Chart of accts chg log CNGCOAXX This file records changes to the Chart of Accounts record and the record after the change was made This file will be used only if the change log feature is used 8 Budget file BUDGETXX This file contains budgets you have entered through the Budgets selection Passport Business Solutions 9 Budge
455. this default htm located in the root level of the PBS 12 0 Linux Unix disk 26 Passport Business Solutions THIN CLIENT HOST INSTALLATION AND CONFIGURATION The thin client technology AcuConnect is AcuCorp s product It is designed for several purposes To allow ACUCOBOL GTE programs like PBS running on a UNIX Linux or Windows server to present a full Windows graphical user interface GUI on PCs networked with TCP IP To allow UNIX Linux and Windows users to enjoy the benefits of centralized application main tenance and to adopt the performance characteristics of a thin architecture reducing the total cost of ownership TCO Many applications perform better when deployed in a thin fashion compared to other networking techniques such as remote file access fat clients or distributed processing This is because thin client configurations execute COBOL programs on the server where data access is local Network traffic is greatly reduced Thin client runs within firewalls routers and can be configured to run within a Virtual Private Network There are different levels of login and access options to provide increased security It connects directly with only the accounting system and provides more security than browse and run environments such as Remote Desktop allow access via the Internet from remote locations Although designed for local and wide area TCP IP networks Acucorp s thin client solu
456. this is the upper left corner of the page You may not use negative numbers for aligning a form using Window printer as by default you are starting as far to the top and left as you can go on the page With most Windows printer drivers they allow a fewer maximum total number of lines to print on a page based on a six lines per inch standard as can be done with Company information PCL codes printing For example if you can print 66 lines using a Company information printer setup you may now only be able to print 62 lines using a Windows printer driver The alignment for Windows printer displays default and adjusted information about the top margin left margin and maximum number of print lines per page Here is an example of the Windows printer alignment Invoices Print XYZ Company Windows printer alignment Up down adjustment 00 inch Left right adjustment 00 nch Default top margin 25 Adjusted top margin 25 Default left margin 25 Adjusted left margin 25 Default print lines 63 Adjusted print lines 63 Any change I The program determines where the current margins occur and the maximum print lines that can be used for printing When you make an adjustment greater than the default top or left margin then the maximum print lines may change If this occurs then you may have to adjust your format accordingly The maximum number of printable lines will vary per printer When
457. tialize Payroll data files execute the Passport Business Solutions initialization function You must log in as a administrative user authorized to use PBS software Under Windows Select Start gt Programs gt Passport Business Solutions gt Init Utilities gt PR Initialization Under Linux UNIX Ensure you are logged in as a user authorized to use PBS software Refer to the PBS Users chapter for more information Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following prinit If you are using multiple companies enter the 2 character company id for the files you wish to initialize If the company is correct answer Y When prompted enter an administrative User ID The following screen displays 21 Federal auxiliary file PBS Payroll 00 Initialize PR files 2 Company Init Init 1 PR control file 17 Adjust trans lock file 2 Deduction code file 18 void P R check tran file 3 Tax code table file 19 void P R check mast file 4 Employee file 20 Void P R check work file i 5 Employee notes fi e 6 Change employee file 22 State auxiliary file 7 Time trans file 23 Auxiliary lock file 8 Time trans dist file 24 Extended field file 9 Time trans lock file 25 Employer ext info file 10 check file 26 Employee ext info file 11 PR dist to G L file 27 Magnetic media lock file 12 PR history file 28 Mag general info file 13
458. tion Passport Software recommends that any virus scanning software on the workstation be configured to trust the PBS software file types PBS is based on heavy I O Input Output frequently opening files and reading records When using virus scanning software can slow I O down Also we have found that virus scanning software can even cause file errors To configure your virus scanning software to trust our software set it up to not scan the following file types in the PBS directory and sub directories qata file index PBS programs It is extremely unlikely that these PBS file types would ever become infected because a virus or Trojans need an executable program to launch them 58 Passport Business Solutions FIREWALL SOFTWARE If you are not using Thin client then you can ignore this section We have found that firewall software that has real time monitoring of Internet activity can significantly effect PBS performance when accessing PBS using Thin client The performance degradation may vary based on the firewall software client specifications and network setup If you suspect that the firewall software is having this effect turn off the client firewall software and if the access performance to PBS improves you will need to re configure the firewall to minimize the performance hit Older operating systems such as SCO Open Server 5 06 does not acknowl Note edge the Thin client c
459. tion See the PBS Users chapter You may also assign a general menu to a user to restrict the user to certain menu selections Se the PBS Menus chapters Use change log A change log is a report which shows all changes to records in a master file for example the A R Customer file or the PR Employee file Change logs provide an audit trail of who changed your files when and how Check this box to use change logs for all modules leave it unchecked to not use them If you choose to use change logs each master file will have its own change log As changes are made to the master files change logs grow and claim more disk space You can reclaim this space by purging change logs periodically After purging change logs a report prints noting all changes that were purged so that you have a permanent record of these changes Format Check box where checked is yes and unchecked is no Example Check the box and then press lt Enter gt Use reformat account option Check this box to allow the reformat account number feature Format Check box where checked is yes and unchecked is no Example Check the box and then press lt Enter gt Cross reference file Use cross reference file Check this box to permit linking your current account numbers to other account number structures These may be either Those you used before upgrading from a previous release Those you used prior to reformatting your account numbers External
460. tion Field PBS FDG PDF Definition Guide Manufacturing Field Definition Guide PBSMfg FDG PDF Passport Business Solutions PBS Installation This chapter contains the following topics Introduction to PBS Installation Supported Platforms _ System Requirements Installing Passport Business Solutions Thin Client Host Installation and Configuration Company Removal Standard Installation Structure Upgrading to Passport Business 5 PD CURIOUS Passport Business Solutions INTRODUCTION TO PBS INSTALLATION Passport Business Solutions Accounting and Business software is installed on your hard disk using an automated installation procedure This chapter offers general information about the supported platforms system requirements for the operating platforms supported and installation of the soft ware PBS General Install Information The current disk for PBS Version 12 contains the 2009 year end updates If you have a disk dated October 2009 or earlier then the instructions in this chapter apply If you have the more recent disk then read the V12Release2 PDF for install instructions Passpo
461. tion is well suited to low bandwidth high lag connections like the Internet because it eliminates the file I O occurring over the network Even dial up performance works adequately as long as the connection is stable License Acquisition The activation of thin client is optional and it may not be part of your installation On a local network you can run the PBS system without it The standard runtime is separate from the host Thin client AcuConnect runtime The number of users that can access via Thin client can be different than the number of users accessing via the standard runtime You could run with a single user runtime with a 5 10 20 or more Thin client AcuConnect runtime In order to use the file utilities you will need at least the mintmum number of standard runtime users 1 user on Windows 5 user on Linux or UNIX Check with your PBS supplier for more information on acquiring a AcuConnect Thin client license Supported Operating Systems Thin client will operate on Windows 2000 Windows 2003 and Windows 2008 servers It will not operate on Novell Thin client is recommend for SCO Open Server 5 07 and Linux GLIBC 2 3 operating systems 27 Passport Business Solutions Sample Scenario The PBS program is operating on a Linux based system however your users work at Windows PCs or laptops On the road sales people or executives may want to connect to the application from their hotel room This can even b
462. to filter out only the ship to s for one customer the program needs to know which customer number has been entered This is done with the a RL Retrieve Literal string of data This data includes the field row column and size For the ship to example the RL data for finding the customer number field is RL 11 20 12 customer number field is located on row 11 column 20 and the field length is 12 Sorting Pass data is only relevant when using the original PopUps version 10 4 and earlier Sorting for the Lookups is determined in the Lookup Maintenance screen and is covered in the Lookup Design chapter Here is a sorting example The vendor PopUp window was designed to sort by vendor number or name text by setting the pass data to either N or T This way the same PopUp can be used on the vendor number or name field in Vendor 405 Passport Business Solutions Maintenance The letters and were chosen to standardize so that they could also be used in the customer and item PopUp windows which were design with similar functionality Format 22 characters Example Type RL 06 17 06 3 Record type Normally this will have an entry of P for PowerTools Lookup If you a custom driver or want to revert back to the older PopUp for the field you are on then make sure that the field is blank Format 1 character Example Type P 4 Lookup driver name Some fields may not have a Popup window but they
463. to retain saved registers For example if you enter five days a warning will appear whenever the oldest register saved is more than five days old The warning will display when you access the menu selections of Print a report Stack reports and Print a stack Note that registers are not automatically purged the value you enter here only controls the timing of your warning Format 999 Example Type 90 86 Passport Business Solutions Ezz Make any changes needed and select enter to continue to the next tab 87 Passport Business Solutions SECOND TAB PACKAGE SCREEN CONTROLS The second tab looks something like this General Package screen controls Account setup Printers E mail Select packaqes master menu Accounting Distribution packages Manufacturing packages t ceivable Gene 0 Inventory Contro Order Entry ti ja Payabl r Fr ofl x r s Screen layout Menu type Treeview menu Display mode Screen level display v Use line 25 Select packages for master menu separate field can be entered for each Passport Business Solutions application General Ledger Accounts Payable etc Check the box to make a module appear on the Passport Business Solutions master menus leave it unchecked to make it not appear If you are not licensed for a module then it will not appear even if you check the box because it wa
464. to size and N will not This field will override Line Size 215 Passport Business Solutions If the number of records being displayed is less than the number of records in Max Scr Lines the Lookup will automatically be sized based on the width requirements of the displayed fields and the number of displayed records Format 1 alphanumeric either Y or N Example Y 14 Max Scr Lines Enter the maximum number of lines to be displayed on the screen This parameter determines the height of the Lookup Window Format 9 2 numeric a value between 12 and 24 Example 16 15 Max Record Lines Enter the maximum number of records to be read into memory at one time Many PBS files can contain hundreds thousands or more records A Lookup program puts records in RAM memory If the Lookups were to put thousands of records in memory at one time the performance would be very slow Therefore we have provided a means of limiting the number of read records There are two ways of changing the number of records that are being read You can enter a value in this field or change the global COBOL Configuration File cblconfi in Windows and cblconfig in UNIX Linux value When the Max Record Lines is set to a value of 9999 then the Configuration file determines the number of read records With any value between 10 and 1000 then the Max Record Lines field determines the number of read records The maximum that can be entered is 1000 If the Looku
465. tomatic procedure for adding a new company refer to the following table of steps to manually add a company DESCRIPTION Define the company ID using the Define multiple companies selection Refer to the Defining Multiple Companies chapter Create another directory or directories for the data files of the new company or companies Use Pathfinder to define menu selections for each installed application as well as for their system files For Example Sy ID AP Pkg Accounts Payable Sy ID SY System files Use Pathfinder to set up locations for the program and data files for each application for the new com pany and the system files for the new company The original program and data files installed by the Passport Business Solutions Installation procedure are identified with company ID 00 zero zero Use the copy feature to copy path names from company ID 00 to the newly defined company ID After you use the copy feature assign different path names for the data files refer to the Assigning Path names to Data Files to Package Name Data Files section Do not change path names for programs Initialize data files for the new company to the nitializing Data Files chapter Also refer to the Company Setup Checklist on the next page 204 Passport Business Solutions COMPANY SETUP CHECKLIST Follow this checklist to set up a new company 1 the new company ID s using the chap
466. try system that does not require a great deal of processing power However we can generally say that the more speed the processor has and the more RAM memory on the server and workstation the faster the application will respond A host of different hardware and software variables will also determine the performance of PBS on a network Some of these could include routers cabling security utilities network interface cards and more Thin Client Workstation You can install the PBS Client on 2000 or XP Home XP PRO or Vista Windows 98 and ME are not recommended During the install you will have to specify the IP and Port of the Server Host It is strongly recommended that you activate the server host first Thin client was developed to be used on a workstation that has minimal power and performs well when it comes to slower machines Of course if another application running on the computer requires a great deal of power then this application may be more of a deciding factor when determining the computer processing power needed than PBS 12 Passport Business Solutions Thin Client Server Host Each Thin Client connected PBS user requires up to SMB of server RAM This along with the typical base server requirements determine the RAM needed Multiply the number of simultaneous users by 5MB and add in the O S base services about 250MB and this will give you an approximate amount of RAM needed Of course any other server based a
467. ts chg log file CNGBDGXX This file records changes to the Budget records This file will be used only if the change log features are used 10 Comparatives file CMPRTVXX This file contains comparatives you have entered through the Comparatives selection 11 Comparatives chg log file CNGCMRXX This file records changes to the comparative records This file will be used only if the change log feature is used 12 Distributions trans file GNJTRXXX This file contains transactions entered using G L or interfaced from other modules This file is cleared when distributions entries are posted 13 Distribution notes file GJNOTFXX This file contains the notes you have entered through the Distributions selection for entries which have not yet been posted When distribution entries are posted the notes are not saved 14 Distributions lock file GNJLCKXX This file is used to protect the Distributions file 15 Recur journal trans file GLRCURXX This file contains recurring transaction information from which distributions entries are created periodically 16 Std journal trans file STJTRXXX This file contains standard journal transactions entries 17 Std journal lock file STJLCKXX This file is used to protect the Standard Journal Transaction file 18 Gen ledger trans file TRXFILXX This file contains records from General Journal distributions and Standard Journal transactions after they are posted
468. u can also assign a PBS program to a Lookup format Here is an example of assigning a group of Lookup formats in O E Orders on the customer number field NEXT DRIVER NEXT PBS PROGRAM FORMAT FORMAT PRGM PRGM 5 OEORDENT OEORDENT OEORDENT OEORDENT You assign multiple or single custom formats to both User Program at same time Primary and Associated Files The following contains a list of the primary files and their associated files P 27 w w AP ACCTH AP amc acr ae amar ae ewar veu _ _ cr ae ves AR faracer Am facos jacer 14 1 4 4 222 i gt Business Bm s pm a pen Rem dm um w um AR AROPEN SLMFIL cun fom seme acem mm am A mnn _ Am sanc cons pom Am cuss star cons prven c em j mew seas pone ae 1e men iccoos a wm mm 1 _ sms mew ac sum mee ae
469. ument number is used to track where it came from or where it is going The path made by tracking this information is the audit trail Average The figure that results from adding a quantity of figures and dividing their sum by the number of figures added together For example 3 5 is the average when 1 2 3 and 8 are added together and divided by 4 1 2 3 8 14 divided by 4 number of figures 3 5 Backup A copy or duplicate of a computer files A PBS function that allows you to create a sequential file that contains ASCII text from one of your working files This function is also referred to as export To copy or duplicate the contents of a drive onto another drive or other media Backup Drive The drive that serves as an identical copy mirror of the original drive If the original drive is destroyed damaged or in any way made unusable the backup can be used to recover the data Balance Anything that remains or is left over The difference between the debits and credits in an account the account balance To compare and reconcile or make equal the sums of the debits and credits in one or more account as is done on a balance sheet as with a balance sheet See Balance Sheet Balance Forward The balance showing at the bottom of a ledger page when the page is full and is then brought forward to the top of the next page In PBS modules the term is applied to Balance Forward Customers who are customers whose payments apply to the
470. use your laser printer to work properly with PBS If your printer is not on the list of available printers select Other option 12 to set up your printer To provide the correct printer controls you must supply certain command strings This will be covered in the PCL section If your printer is not listed as one of the available printers one of the Note printers listed may work for your printer anyway Try the available printers listed and you may find one that matches your printer Standard compress and normal commands are used in printing PBS reports The compress codes are sent to the laser printer before printing a report to set the printing in a smaller font so that the 132 column report fits on the 8 1 2 inch wide paper The normal 80 column codes are sent after printing the report to return the printer to normal sized font These reset the printer to its previous state so that the next print job is not affected by your printer settings The remainder of this section is intended for those who require a more in depth understanding of the standard set of laser printer control codes used in Passport Business Solutions software to print pre printed forms and labels This information is relevant if you want to set up a printer type that is not on the list of installable printers To use any of the laser printer features such as a different font page orientation etc it is necessary to enter an appropriate command string The compress and nor
471. usiness Solutions A RELATIVE FILE UTILITIES The following section applies to Relative file organizations as opposed to ISAM Relative files do not allow access to data by record key so they do not have an index This in turn means they have no VIX file at the operating system level Relative files typically have very few records often only one Passport Business Solutions uses this file structure primarily for each module s control infor mation although a few other parameter files are also organized in this way Exported relative files like ISAM files have a EXP extension This utility provides a convenient alternative to the traditional method using PrtScrn to make a record of Control information prior to doing an upgrade then re entering the information by hand after doing the upgrade From the Windows Start menu Click Programs gt PBS gt File Utilities gt Cntrl File Utilities If prompted enter the two character ID of the Company you are working with The following screen displays 1 company file a 2 Ledger Control File 3 G L Period 4 Accounts control File 5 accounts receivable control File 6 Check Reconciliation Control File 7 Payroll control File 8 Employer Extended Information File 9 Inventory Control F 10 order rntry Billing control File 11 Purchase Order Control File 12 Job cost control File 13 S A interface to A R control info 14 interface to
472. usiness Solutions mA DATA AND FORM FILE MERGE PDF PRINTING USER MANUAL FORM FILE MERGE SETUP REFERENCE MODULE FORM TYPE Invoice format Sample invoice Invoice formats Loca tion grid Invoice formats Layout worksheet Reprint invoices align Yes Will display ment and print PDF Statements alignment Statement formats sam Statement formats Location grid Statement formats Lay out worksheet A R Chapter 15 Invoice formats Gen eral appearance A R Chapter 15 Invoice formats Gen eral appearance A R Chapter 15 Invoice formats Gen eral appearance A R Chapter 15 Invoice formats Gen eral appearance A R Chapter 16 Statement formats General appearance A R Chapter 16 Statement formats General appearance A R Chapter 16 Statement formats General appearance A R Chapter 16 Statement formats General appearance and print ment and E INVENTORY CONTROL Item Labels print mman Work orders alignment and print ment and print 133 s Passport Business DATA AND MODULE FORM FORM FILE PDF PRINTING USER MANUAL TYPE MERGE FORM FILE MERGE SETUP REFERENCE oroer eey O E Chapter 7 Forms Field 3 Description etc Batch Invoice alignment and print O E Chapter 7 Forms Field 3 Description etc Instant invoice align Yes Will display ment and print PDF O E Chapter 7 Forms Field 3 Description etc
473. ve User ID A screen similar to this appears Answer lt Y gt for each file you want to initialize or press lt Enter gt to default to lt N gt to skip initializing a file The following table lists all the entries on the screen and provides a description of each file Cross references are given to the chapter s where the contents of the file are described In addition the internal name of the file is given this is useful when relating the file name to several features described in this pathfinder file utilities 312 Passport Business Solutions maA SALES ANALYSIS SCREEN FILE MANUAL CHAPTER REFERENCE tor r rt Saved report file Common Features SARPTP tee selection parameters Contains historical Customer com Customer CUSCMP information on sales parative file Comparatives by customer INTERNAL FILE DESCRIPTION NAME Contains parameters C stcomparative needed to interface p Control Information SACTLR to A R for obtaining control file the customer com parative reports iten ensue Contains historical file P Item Comparatives ITMCMP information on sales by item Contains parameters needed to Interface Control Information SACTLC to I C for obtaining control file the item comparative reports Field number to change Make any needed changes Press lt Enter gt to initialize the selected files Files not selected are not affected It is not required that any file be selec
474. ve or change the other settings in cb confi file See the COBOL Configuration File appendix for information on other settings The value N is the default and means that the PST Printer Locator will operate silently for any printing and will only display if the printer selected cannot be located or validated Enter Y to display the Printer Locator window every time a print output is requested This may be useful when you are first setting up a system and you want to guarantee a connection to some printer The Printer Debug is global for every user and for every company that uses the cblconfi file it Is possible to make copies of this configuration file for each user and or each company If this has been done you will have to modify each cblconfi xxx file for each company or user where this flag needs changing If you have the flag set to Y then the PS Printer Locator will display even when non Q printing is requested such as with D and in all these non Q cases It will report the selected printer as an error since the program will not be able to locate a queue This is expected due to the program design which was intended to work only with Q based printing 118 Passport Business Solutions FIFTH TAB EMAIL SETUP If you are emailing PDF forms from PBS you must enter data on this screen Otherwise you may leave the fields blank See the Email Configuration appendix for all the steps ne
475. vel directory e Notice that Linux uses lpr P and that UNIX uses lpr s d You might also find that your sys tem s spool command is not Ipr In general this format will work for you The objective is to use the spooler command that will spool the output in a quiet manner Defining your spool printers to use the DUMB printers driver within Linux or UNIX will pre vent printer driver properties from interfering with your reports and ensure that reports are sent 151 Passport Business Solutions to the printer as raw data In addition you can the printer interface drivers to do or not do form feeds as required software does do a form feed at the end of spooled reports You can force this in one of two ways 1 Un comment the following line in your cblconfig file PAGE EJECT ON CLOSE 1 This setting in cblconfig will apply to ALL of the spool printers you have defined in the cblconfig file 2 Alter the spooler at the operating system level to issue a form feed when closing the spooler This appears to be SOP on SCO UNIX spoolers but on Linux you need to alter the spooler to do a form feed at end of report Local Printer Technical Notes Local printing allows a printer be attached to the Auxiliary port of a dumb terminal Refer to your terminal hardware manual since you will need to enter the codes for Auxiliary Port On and Auxiliary Port Off If any of the codes are incorrectly entered
476. ven then may be changed by the user during login to PBS This chapter explains how to set up modify and maintain Passport Business Solutions custom menus for any Passport Business Solutions module Individual menu selections entire submenus and complete module menus can be easily enabled or disable to create menus for your particular needs After setting up a custom menu it can be assigned to any number of users 73 Passport Business Solutions MENUS Within Passport Business Solutions a custom menu is defined as one or a group of individual menu selections For a simple example an Accounts Payable clerk might be required to enter all company invoices as they are received However this same clerk may not be permitted to actually post the vouchers that have been created In this case the clerk s custom menu would allow access to the Payables Enter and Edit list selections but would be denied access to the Payables Post selection Creating custom menus involves a process of choosing menu selections that will be a part of the custom menu When you choose a menu selection to be a part of a custom menu you enable it for the custom menu When you choose not to include a menu selection as part of a custom menu you disable if for the custom menu Menu selections that are enabled on the user s custom menu will be displayed to user Menu selections that are disabled on the user s custom menu will not be displayed to user W
477. vent another sensitive file from being accessed by a second user while a critical operation is taking place on the file Compare with Record Lock Locking Capability Refers to the existence of programs in a system that prevents a user from accessing a file while another has access to it See Lock File LPN See Local printer name Main Menu A menu that lists the functions of a module available to the user Example Customers Sales and Cash receipts are selections on the A R main menu Maintain To keep things up to date PBS software has many functions that maintain data Example Using the Customers function you can add change view delete or print customer records These actions allow you to maintain the customer data Master File A permanent file where the main type of reference data for a module is stored Example In the Accounts Receivable module the Customer file is a master file Compare with Transaction File Master Menu A menu that lists the modules available to the user Example If Job Cost J C Accounts Receivable A R and Accounts Payable A P are on your computer each is listed on the Master Menu See Menu MB 430 Passport Business Solutions Mb or M Abbreviation for Megabyte Mega stands for one million so megabyte literally means one million bytes However the exact number of bytes in megabyte 15 actually 1 048 576 Media The physical object upon that data can be stored For example magnetic
478. ver name for this example you enter synotefi apn Find in the list above the name you should use You can ignore field 5 Lookup pass data To do a search by for a date field you must enter the date in this format Note MMDDYY The lookup assumes the year to be in the 2000 s If searching for a date in the 1900 s enter the date in this format MMDDYYYY Lookup Maintenance Next you must access the PowerTools Lookup maintenance You must log into PBS using one of the standard logins In any case the USE_PTOOLS flag in the cblconfi file must be set to Y You must be a PBS administrative user to access Lookup Maintenance From the field that you added the Notes Lookup first select the Lookup and then select lt F7 gt 408 Passport Business Solutions Field 21 allows you to turn the search and sort by functions off which removes them from the lookup window No other changes should be made to the Note Lookup maintenance screen 409 Passport Business Solutions Glossary of Terms Business Solutions software and 15 not Intended to replace a good accounting dictionary computer dictionary or English EPOD do RR ONERE 410 Passport Business Solutions Access The right to enter or make use of The process of a computer obtaining data from or placing data into mass storage Accounting The collection classification summary and analysis of financial information within a busin
479. versions of the software modules and that contain data to be used in sample runs of the software Depreciation A decrease or loss in value because of wear and tear caused by use over time In accounting an allowance made for such a loss Device 418 Passport Business Solutions Something designed for a particular purpose especially a machine In computers and with PBS utilities the word device usually applies to a disk drive Directory A list of files contained on a disk Directory Scan The process performed by the computer of searching through a directory in order to find the entry for a particular file Disbursement An amount paid The journal recording payments made is often called the Disbursements Journal Discount To deduct or subtract an amount from a cost or price To deduct interest from a loan before making it The amount or percent deducted from the price Discount Date The last day upon that payment may be made with a discount after that the full price must be paid A discount is often offered by a vendor for prompt payment of invoices The number of days allowed for payment with a discount is known as the discount days Disk A storage device consisting of a flat circular plate of aluminum coated with a magnetic material See Disk Drive Disk Device Code The number or letter that designates a disk drive for example disk drive C or F It is used to specify which disk will be read from or written o
480. w company or you can start with the standard formats that were provided during the installation of PBS and restore one or more those files Moving Form Files from one Company to Another Export the forms using the accounting modules file utilities Copy the files into the format expected by the file utilities For example for company 01 for OE copy the OE forms file from 00 to 01 by typing the following command from the command prompt in the PBS top level folder Copy OEFRMF00 EXP 1 After the file s have been copied they may be imported Restore from an export file into the selected company using the accounting modules file utilities Restoring Standard Form Files A set of export forms files that match what is installed in Company 00 are in the file named PBSformats zip or PBS formats tar in UNIX or Linux These export files can be renamed and used for installing the forms for companies other than 00 First unzip this file in the PBSformats zip files in the Passport top level folder The following files will be created when the formats zip file is unzipped For AP APFRMF00 EXP For AR PTBFMT00 EXP IVCFMTOO EXP For OE OEFRMF00 EXP For POFRMF00 EXP These files may be used to install or to re install default forms using the appropriate accounting module s file utilities To use the files for companies other than Company 00 copy the files into the format expected by the file utilities
481. want to alter theses settings or create a new alias you will need to enter the name the PBS working directory path and the command line The Alias name that refers to pbs is 31 Passport Business Solutions recommended The path is determined by the top level PBS directory The Command line is always the same celx cblconfi tc log app host ACUSTART acu Here is example of the Alias properties Alias Properties Sias Name Working Directory Command Linc ACUSTANT acu sscdt Conca Access Tab Security Security and permissions are configured in the AcuAcess file the default location is pbs etc AcuAccess Under the Access tab you can enter a New Modify existing and Delete and existing We have selected a standard default for security setting They are the following Client Machine name Client username Local username same as client Password none Umask 002 You can modify the security as needed Security details are covered in the AcuCorp AcuConnect documentation Read this documentation for instructions If you do not have this documentation contact Passport support or go online to the pass port com partner area Info tab On this tab you can select the Query button to determine who is logged onto the server via AcuConnect The following is a description of the columns in the nfo tab window Column Description Client The name o
482. wav line This file stores line information for LWYLIN canceled forfeited layaway trans history ifle actions Layaway pay This file stores payment infor ment history LWYPAY mation for canceled or forfeited lay file away transactions Layaway serial This file stores item serial and lot ization lot LWYTRK information for canceled or for tracking file feited layaway transactions Field number to change N _ 5 2 Make needed changes Press lt Enter gt to initialize all selected files There will be a period of processing as files are initialized then the program will close Press lt ESC gt to cancel the operation Passport Business Solutions SALES ANALYSIS To Initialize Sales Analysis data files execute the Passport Business Solutions mitialization function You must be logged in as an administrative user authorized to use Passport software Refer to the PBS Users chapter for more information For Windows Start gt Programs gt Passport Business Solutions gt Init Utilities gt SA Initialization For UNIX Type the following cd usr pbs or replace usr pbs with the name of your Passport top level directory Then type the following sainit If you are using multiple companies enter the 2 character company id for the files you wish to initialize If the company is correct answer Y When prompted enter an administrati
483. wer Y and make the changes Press lt Esc gt to return you to the first screen You are then asked OK to continue Answer Y to continue or N to return to the first screen Processing As each file is processed the selected function and the file name are displayed The record count displays and increments by one as each record is processed Press lt Esc gt to interrupt processing Processing interrupts when the system has completed the current function on the current file Cancel further processing displays Answering N resumes processing Answering Y terminates processing When processing is terminated press lt Esc gt The export files built have the same name as the original files but with a EXP extension Log file print The log file contains the results of the entire procedure and is stored in a log file in the top level directory The digits in the file name e g 01 increment each time the extended file utilities are run EXFUTLO1 LOG System Wide Files System wide files are only exported or restored when selecting lt F5 gt for all companies System wide files include POPFIL PDFMST PDFLOG MLTCMP SPOOLF SYUSRFIL STKFIL and RPTDSC You may also use the System File Utilities to export and restore these files 258 Passport Business Solutions NAVIGATION DISTRIBUTION HISTORY FILE BACKUP The navigation distribution history file NADIST is an important file in PBS In many cases when you generate
484. ws or Thin client then you can ignore this section In this section and throughout the PBS user manuals we refer to the form as a file that is a graphical image that represents the form and is in the IMAGES directory We refer to the format as the field by field design that may be set up in a PBS module such as A R Invoice formats As stated in the previous section several of the special formats allow you to merge the PBS data with a file that contains the form design There are some form files provided by Passport for invoices statements and purchase orders You will find them in the IMAGES directory You can modify them as needed to make them your own Form files are assigned to the format in PBS This table shows the where form assignments are located per the menu selections Point of Sale Setup information gt Stores Invoices only a _ Point of Sale Setup information gt Registers Invoices Receipts and Quotes Manufacturing Cus tomer orders Invoice Picking Ticket and Acknowledgement Manufacturing Prod o information uct Purchasing Control information When you enter the form file name per the module setup it must be spelled exactly as the file name with the proper extension If you are running PBS on thin client with UNIX or Linux as the server then the name must be the same case as well See the associated user manual documentation for more details on setting up a form file with a forma
485. x and UNIX naming a spooled printing in UNIX or Linux 273 273 440 440 334 440 440 440 236 242 310 127 150 126 144 116 178 150 150 Spooler sub system app has encountered336 a problem 25 spooler defined SPOOLF spooling linux and UNIX windows spooling defined stacking PDFs STAFIL STAFII standard journal defined start menu modification start service UNIX Linux thin client starting file key defined startup installation for PBS statement defined STDAUX STDBIL steps reclaiming disk space steps reformatting STFFIL STJLCK STJTRX STKFIL stock defined stop service UNIX Linux thin client storage defined STORFI 440 264 109 109 440 464 287 289 441 53 34 441 45 441 276 276 237 160 317 282 282 264 441 34 441 311 string defined structure changing files to new sub accounts defined SUBCAT sub menu defined summary export utility restore utility support defined supporting schedule defined SVCFIL syntax rules account number SYSAdmin system defined system administrator system files initialize System reporting that dates are out of range when they look ok system requirements systems software defined T tab company information fifth Tab key usage 441 169 441 288 442 240 242 442 442 317 93 442 442 442 262 338 12 442 119 394 26 table job cost files and descriptions TAXCOD taxes defined TBA
486. xport restore or recover his data files File Usage Map A chart found in PBS Technical Reference Manuals that shows the data files used by each program Finance The technology of the management of money and other assets The area of business concerned with maintaining the inflow of money to be greater than the outflow of money Finance Charge 422 Passport Business Solutions The amount of money charged for borrowing money or extending credit Example XYZ Company gives customer Bill Smith 30 days to pay for some lumber After 30 days XYZ Company will add a finance charge to the amount of money Bill Smith still owes for this lumber Financial Statement A report showing financial data about the state and results of the operations of a business There are many kinds of financial statements the main ones being the Profit and Loss Statement also called Income Statement and the Balance Sheet See Balance Sheet Profit and Loss Statement Fiscal Of or pertaining to finances in general Fiscal Year A twelve month period used by a company for its own accounting or financial purposes The fiscal year may or may not be the same as the regular calendar year Many companies use the calendar year ending December 31 for their fiscal year Other companies find it convenient to choose a fiscal year that ends during a slack season rather than during a busy or peak season In this way the fiscal year would correspond to the natural
487. xtension and one with a DAT extension An export file is a single disk file that has EXP extension on the end of its name Please enter device for export file This is the disk drive where the export file to be restored resides The export file is the file to be copied back to your original data file Enter your disk device letter here usually or diskette drive if the export file is restored from a diskette The export file has the same name as the original file but the extension is EXP You then see Any change If the data 15 correct press lt gt otherwise answer Y and make the changes C create new data file or A add records to existing data file If you answer C create new data file all of the existing data records in the original file are destroyed and the data records contained in the export file are transferred to the original file 241 Passport Business Solutions If you answer A add records to existing data file all of the existing records in the original file remain and the data records contained in the export file are added to the original file Any change As the file is processed a record count displays and increments by one for each record processed When the restore is complete press lt Esc gt Then restore another file through the above procedure or press lt Esc gt to return to the previous menu Restore Utility Summary The Restore utility copies records from
488. xtract and Rebuild These functions are currently not available Answer Y for each file recovery function or press lt Enter gt for N 256 Business Solutions You then see Any change If the data is correct press lt Enter gt otherwise answer Y and make the changes Export If you select the Export functions the following screen displays You are requested to Please enter the device for export files This is the destination drive for the export files Enter your drive letter here usually C or diskette drive letter usually A or B Restore If you selected Restore as one of the options the following screen displays There are two confirmations with the Restore function Do you wish the export files to be deleted after restoring Press lt Enter gt for the system to delete the export files after restoring otherwise answer N Please enter device for export files This is the destination drive for the export files Enter your disk drive letter here usually C or diskette drive letter usually A or B 257 Passport Business Solutions For the selections For all selections a message appears informing you that the results will be stored in log file EXFUTLxx LOG Refer to the Log file print section If you selected any function except just Rebuild which skips to the following question the prompt Any change appears If the data is correct press lt Enter gt otherwise ans
489. y use a backslash lt gt to separate sub directories in windows installations and a forward slash lt gt in SCO Open Server UNIX installations Each entry in the path name column designates the path to the location where the program module resides The path name may be up to 66 characters long and has the form where xx is the system ID for the chosen application followed by a forward or back slash For example in Windows the default path name is APOBJ for Accounts Payable AP For any system ID such as AP you can assign a path name to a program from another system ID such as Payroll but you should place program and data files under their proper system ID s If you have more than one company Pathfinder path names must be assigned for all program and data files in all companies The programs should keep the same path name since all companies use the same set of programs as does company ID 00 and the data files will be assigned a new path name If you leave the path name blank this will indicate that the program is located in the top level PBS directory This is not recommended however During execution of the Passport Business Solutions programs the program name appends to the end of the path name you defined 196 Passport Business Solutions In Windows for example if you entered a path name as apdir new you will experience a problem On Windows systems the path name must end with a backslash The
490. y also be necessary to verify financial statement layouts and eliminate any unexpected warning messages Degenerate Account Numbers Most account numbers in the system contain the full four segments There are a few cases of degenerate account numbers that is fields which contain only one or two segments of the account number These can be inherently ambiguous The approach taken is to leave these fields unconverted except where reasonable certainty exists about the user s intent Four cases can occur Cost centers only one or two segments These are mostly the default cost centers which occur in many package s Control files They are set to blank if either the old or the new account structure does not support cost centers Otherwise Ifthe cost center is within the range of accounts specified the cost center is reformatted as it would be for the first record in XREFIL with that cost center if there is one If there is not the field is set to null blank or zero as appropriate to each segment Ifnot the field is not converted Main and sub account only These also mainly occur in the Control file the Scrap account the Default Sales accounts etc Ifthe old account structure did not use cost centers there is no ambiguity Account numbers within the specified range are converted according to the first record on XREFIL for that main and sub account This is possible because XREFIL possesses an alternate key on ma
491. y pathnames as used for Company 00 These are normally in directories such as AROBJ for Accounts Receivable and RWOBJ for PBS system wide programs This is the most efficient way to identify program pathnames for additional companies Data files for the company are identified by the same directory pathnames as used for Company 00 with the 00 replaced by the Company ID that you entered earlier For example the data files for Company 00 are in a subdirectory named AROO The A R data files for the new company for example VM are placed in a directory ARVM The following steps are required 1 Select Install company from the second New company installation screen The following screen displays New company installation Version 11 The following procedure sets up files and directories for the new company Subdirectories will be set up for programs and data files and empty data files will be created for the packages vou have chosen to install for the new company Continue Y N 2 No new directories or files have been created yet on your hard disk To end the new com pany installation process and make no changes to the data on your system answer N or press lt Esc gt at every screen until you return to the command prompt 3 To Continue with the new company installation process answer Y at the Continue prompt The installation of new companies begins with files being created and changes made to your system The
492. y to recover from a previous erroneous entry or to get rid of a consolidation company after producing the desired consolidation reports The only effect is to remove the company from the Multi company file No check is made that the company s existing directories data files or Pathfinder entries have previously been deleted If a valid company is deleted in error it can simply be re entered with no loss of data Press lt Enter gt to complete processing this company 185 Passport Business Solutions PRINTING DEFINED COMPANIES Printing a list of companies is done from the CTL menu Select Multiple companies from the Reports menu The following screen displays 1 Starting company ID and 2 Starting company ID Enter the range of companies you wish included on the report or press lt F2 gt for the First starting company or the Last ending company Two characters consisting only of digits or letters Spaces Format are not allowed Lowercase is valid but is converted to uppercase Example Press lt F2 gt at each field Field number to change Make any desired changes and press lt Enter gt to print the report Select a printer 186 Passport Business Solutions FORMS FoR NEW COMPANY Formats are available for A P Checks A R Invoices A R Statements O E Forms and Purchase Order Forms You can either export forms from one of your companies rename the file and restore it into the ne
493. year 2000 cutoff company information 82 You have exceeded the licensed number332 of users for ACUCOBOL GT Y TDHIS 304 30
494. ying 199 payable defined 433 payment defined 433 payroll files initialize 302 payroll defined 434 PBS firewall software 59 installation on UNIX Linux 24 Lookup window maintenance in 209 start menu uninstall 50 thin client startup installation 50 workstation installation 43 PBS data files 3 PBS menu and program names 339 introduction to 340 PBS menus 72 PBS Files directory 37 PC defined 434 PCHLCK 299 PCL 435 PCL codes 142 Job and page control 143 145 printer 147 PCL commands 142 and special forms 144 entering 146 PCOFIL 269 PDF Acrobat files using Windows 138 printer to create pdf ini files 136 PDF company information setup 103 PDFFIL 37 PDFLOG 264 PDFMST 264 PDFs stacking 464 PDFTXT percent of profit defined percent of sales defined period to date defined peripheral defined perquisite defined PFCTFI PIAUXF PIHDRF PILINF POCTLF PODIST POFRMF POHDRF point of sale files initialize point of sale defined POLINF POMSGS 37 434 434 434 434 434 263 275 274 275 275 298 298 300 298 308 434 298 300 300 38 POS introduction to conversion of A R 447 ship to s to POSCMT POSHDR POSLCK POSLIN 309 309 309 310 20 POSPAY POSSUM POSSVC post installation windows posting out of balance posting defined POTFIL PPCTRX PRACH PRCADJ PRCFIL PRCLCK PRCTLF PRDFIL PRDIST PREFIL PRELCK prerequisite defined PRFRMF print
495. you are printing an invoice statement or purchase order you should only print one at a time Printing multiples will put multiple customers invoices etc in the same file We have tested with Acrobat PDF Writer and Acrobat Distiller to produce PDF files We prefer PDF Writer to Acrobat Distiller Distiller will not produce color files and the alignment of the form to the data does not work as well There are other PDF generation programs like Amyuni PDF995 CutePDF PDF Creator and many others We have not tested PBS forms printing with any of these programs and results may vary with each Here are several variables you can change to make the data line up with the form file 1 Alter the printer properties For the PDFWriter properties we made some minor alterations to the settings as you can see below We accessed the properties by selecting the printer in MS Word or similar aand then clicked on the properties button Acrobat PDFWiitcr Properties age Setu gt Rempuessicn Fant Fnhedirins POPWite 50 Size gardac gt Custem 5 0 nzre meron r Dietai amp Landscaze fice x 0 lt Cancel o 2 Alter or create a new jpeg or bitmap form file You can make form file larger or smaller as needed Sometimes moving the totals area up or down will make the diff
496. ystem The action of connecting parts of a computer system together to work as a whole Consolidation 416 Passport Business Solutions A strengthening or making firm Compression into a compact mass A becoming solid or firm A combination or merging In PBS accounting software the action of combining the accounting records of a parent company and its subsidiaries or a group of related companies in order to show the financial activity of the entire group of companies See also Multi Company Consolidation Control File A file you set up when you first start using a PBS module This file holds information that specifies how you want the PBS module to run in the day to day use of it Every PBS module has a control file The system control is set up in the Company information Corrupt Containing errors or alterations Ruined or destroyed as in a corrupt data file index or disk To change the original form Creditor A person or firm to whom money or its equivalent is owed CRT Abbreviation for Cathode Ray Tube The picture tube of a computer in that a beam of electrons that used to be called a cathode ray is controlled and directed to produce a display on the screen In modern usage the word monitor or display is used instead lt Ctrl gt A key on a keyboard that modifies the action of other keys to provide a quick way of issuing commands to a program Abbreviation for Control Current Assets Assets that will b
497. ystem restore This accomplishes the following Ensures your backup process by verifying that it restores your data Ensures your backup media is reliable Ensures your staff is prepared in the event of an emergency It is preferred that a restore not overwrite existing data because if the data has become corrupted or in some way unreliable then you will not lose your existing data Once restored do a comparison to the existing data to verify matching file sizes and dates 230 Passport Business Solutions File Recovery Utilities This chapter contains the following topics Introduction to File Recovery Data File Corruption Using File Recovery Utilities Reclaiming Disk Space ISAM Pile Recovery Files to Maintain Rebuilding Files NDA IER RE Recalculating Inventory Quantitles File Extended File Utilities Navigation Distribution History File Passport Business Solutions INTRODUCTION TO FILE RECOVERY Only PBS administrative users can use the file utilities This chapter describes how to recover corrupted data files and reclaim unused disk space using the File Recovery Utiliti

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