Getting Started Guide

Getting Started Guide
Red Wing Windows Accounting Series
Getting Started Guide
by
Red Wing Business Systems, Inc.
All rights reserved. No part of this book or system may be reproduced or transmitted in
any form or by any means, electronic or mechanical, including photocopying, recording, or
by information storage retrieval system, without permission in writing from the publisher.
Changes in tax law, business practice, or your operating environment may cause your system
to require changing. Red Wing cannot guarantee these changes will be reflected in future
releases of software.
This system is sold with the understanding the publisher is not engaged in rendering
legal, accounting, or other professional service. If legal advice or other expert
assistance is required, the services of a competent professional should be sought.
Microsoft, Microsoft Access, Microsoft Word and Microsoft Excel are all registered
trademarks of Microsoft Corporation. Windows is a trademark of Microsoft Corporation.
Portions copyrighted by Open Systems, Inc.
Copyright Red Wing Business Systems, Inc. June 1999
Revised January 2000, March 2001
ISBN 0-87265-257-2
Important
Please complete the software licensing agreement and return the white copy
to Red Wing Business Systems. Returning the licensing agreement benefits
you in the following ways:
We keep you informed of improvements to our software, including
releases of new versions and enhancements to current versions.
We keep you informed of product training opportunities.
Complete the licensing agreement and
mail the white copy today!
Table of Contents
Chapter One
Introduction
Chapter Two
Red Wing Resources
Chapter Three
Installation
Introduction ......................................................................................
Features ...........................................................................................
General ....................................................................................
What's New in Version 4.0 ........................................................
Red Wing Applications .............................................................
How this Manual is Organized ...........................................................
Standards Used in This Manual .........................................................
1-2
1-2
1-2
1-4
1-7
1-8
1-9
Tips for Calling Customer Support ....................................................
Online Help.......................................................................................
Cue Cards ........................................................................................
Custom Help.....................................................................................
Installation Help ................................................................................
Red Wing Company Setup Wizard ....................................................
Practice Systems ..............................................................................
Customer Support Plans ...................................................................
Training ............................................................................................
World Wide Web ..............................................................................
User Guides......................................................................................
Forms...............................................................................................
2-1
2-2
2-3
2-3
2-4
2-4
2-5
2-6
2-6
2-7
2-7
2-7
Introduction / Setup Wizards .............................................................
Technical Specifications
Hardware ..................................................................................
Software ...................................................................................
Printer .......................................................................................
Single User / Demo Install .................................................................
Network Install ..................................................................................
How to Switch from a Single-user to a Multi-user System .........
Step-by-step Through the Installation Setup Wizard ..........................
Installing Practice Systems ...............................................................
Uninstall ...........................................................................................
Miscellaneous
Directory Structure ....................................................................
Registry Entries .........................................................................
Red Wing Icons ........................................................................
Installing with Office 2000 .................................................................
3-2
Table of Contents
3-3
3-3
3-3
3-4
3-5
3-8
3-9
3-11
3-12
3-13
3-16
3-17
3-18
iii
Chapter Four
Working in Red Wing
Chapter Five
Hands-on Entry—
Tutorial
iv
How to Use the Main Menu
Overview ..................................................................................
Change Company button ..........................................................
Suggestions button ...................................................................
Versions button ........................................................................
System Information ..................................................................
Cue Cards ................................................................................
Red Wing Windows Standards
Entry Screens ...........................................................................
Sample Entry Screen ................................................................
Moving From One Field to the Next...........................................
Pull-down Menus ......................................................................
Menu Bar..................................................................................
Control Menu Box .....................................................................
Toolbar.....................................................................................
Minimize and Maximize Buttons ................................................
Status Bar ................................................................................
Entry Field ................................................................................
Check Box ................................................................................
Combo Box ..............................................................................
Option Buttons .........................................................................
Command Buttons....................................................................
Quick Selection ........................................................................
Scroll Bar .................................................................................
Record Selector Buttons ...........................................................
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4-5
4-5
4-6
4-6
4-6
4-7
4-7
4-7
4-8
4-8
4-8
4-8
4-9
4-9
4-9
4-9
How to Start Red Wing Accounting ...................................................
Introduction ......................................................................................
Navigate the Main Menu ...................................................................
Exit an entry screen ..........................................................................
Move from one field to the next .........................................................
View and select options ....................................................................
Change an entry ...............................................................................
Select or clear a check box ...............................................................
Move from one record to the next and add new records .....................
Delete a record .................................................................................
Select options with radio buttons .......................................................
More keyboard help ..........................................................................
5-1
5-2
5-3
5-4
5-5
5-6
5-7
5-8
5-9
5-10
5-11
5-12
Table of Contents
4-2
4-3
4-3
4-3
4-3
4-4
Chapter Six
Frequently Asked
Questions
Chapter Seven
Red Wing Toolbars,
Menu Bars and Key
Commands
Chapter Eight
Red Wing Utilities
Introduction ......................................................................................
Codes and IDs
What are the restrictions for codes and IDs...............................
How are codes and IDs sorted? ................................................
Getting Started
How do I log on to the system? .................................................
How do I open a company? ......................................................
How do I set up a new company? .............................................
Tips and Hints for Every Day
How do I enter dates? ...............................................................
How do I close a screen? ..........................................................
How do I use the Main Menu? ...................................................
What are the most frequently used key commands? .................
Miscellaneous
How do I delete a company? .....................................................
System Manager ...............................................................................
Accounts Receivable .........................................................................
Accounts Payable .............................................................................
General Ledger .................................................................................
Inventory...........................................................................................
Purchase Orders ...............................................................................
Errors................................................................................................
6-5
6-6
6-7
6-9
6-9
6-10
6-11
6-12
Introduction ......................................................................................
Toolbars ...........................................................................................
Menu Bar Selections .........................................................................
Report Command Buttons.................................................................
Standard Key Commands .................................................................
7-2
7-2
7-8
7-15
7-16
Introduction ......................................................................................
Backup/Restore Utilities
Make Backups ..........................................................................
Restore Data ............................................................................
Database Utilities
Repair a Database....................................................................
Compact a Database ................................................................
Database Files and Locations ...................................................
8-2
Table of Contents
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6-3
6-3
6-4
6-4
6-4
6-4
6-5
8-2
8-3
8-4
8-5
8-6
v
Chapter Nine
Technical Comparison
between DOS (version
8.0) and Windows
Chapter Ten
Special Options
Chapter Eleven
Accounts (How and
When They are Used)
Introduction ......................................................................................
Network Manager..............................................................................
System Manager...............................................................................
Accounts Payable .............................................................................
Accounts Receivable .........................................................................
Point of Sale .....................................................................................
General Ledger .................................................................................
Inventory ..........................................................................................
Order Entry.......................................................................................
Project Cost......................................................................................
9-2
9-2
9-2
9-3
9-5
9-7
9-7
9-8
9-10
9-10
Introduction ......................................................................................
System Manager
Label Wizard............................................................................
General Ledger
ASCII Input ..............................................................................
Change Posted Transactions....................................................
Report Designer........................................................................
Change Account Number / Change Account Structure ..............
Consolidated Statements..........................................................
Accounts Receivable
ASCII Input (Customers/Transactions/DOS Payroll) .................
Accounts Payable
ASCII Input (Vendors/Transactions) .........................................
Inventory
ASCII Input ..............................................................................
10-2
Introduction ......................................................................................
System Manager ..............................................................................
Accounts Receivable ........................................................................
Accounts Payable.............................................................................
Order Entry ......................................................................................
Inventory ..........................................................................................
Glossary
vi
Table of Contents
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11-8
Chapter One — Introduction to Red Wing
Windows Accounting
This chapter introduces the Red Wing Windows Accounting
Series, its features and an overview of how this guide is
organized.
Contents
Introduction..............................................................................
Features...................................................................................
General .............................................................................
What's New in Version 4.0.................................................
Red Wing Applications ......................................................
How this Manual is Organized ..................................................
Standards Used in This Manual ................................................
Introduction to Red Wing Windows Accounting
1-2
1-2
1-2
1-4
1-7
1-8
1-9
1-1
Introduction
The Red Wing Windows Accounting Series is an affordable CPA-strength
accounting solution designed for maximum flexibility.
Red Wing handles your day-to-day bookkeeping needs and then takes those
numbers and turns them into powerful management and financial analysis
reports to help you make the best decisions to operate your business.
Features
General
Multi-tasking—Easily switch from one application to another; or work on
several tasks within the same application at the same time.
Written using Access 97—Tight integration with the current Microsoft
Office Professional 97 product. Easily produce reports in Microsoft Word and
Excel format. The system runs more reliably (less chance of the system crashing
and taking down the rest of your programs in the process) on the Windows
platform.
Red Wing Help—Red Wing builds extensive, fully integrated online help
right into the system with plenty of “how to” and reference information,
glossaries, and even direct access to the Internet. Cue cards stay on top of your
screen and guide you step-by-step through most day-to-day routines. The
practice systems (using the sample company) let you safely experience Red
Wing's power and versatility.
Company Setup Wizard—The setup wizard will help you set up your data
files. It doesn't matter whether you are migrating from our DOS product or are a
brand new customer and are starting out with our Windows product. In both
cases, the "Company Setup Wizard" will help get your data files set up properly.
Flexible Setup—Match Red Wing Accounting to your operation, rather than
the other way around. Many features are optional, so you determine the
information you need to track.
1-2
Introduction to Red Wing Windows Accounting
Tightly Integrated—Once you enter your one-time setup information, it is
carried across all modules, saving time and eliminating inconsistencies.
Comprehensive Reporting—Red Wing reporting is extremely flexible, with
an almost infinite array of options and report ranges. The wide variety and
design options for Red Wing’s Income Statements and Balance Sheets will
satisfy the demands of any accountant, banker or tax adviser. You can even print
checks, invoices, purchase orders and orders on dot-matrix printers, while
printing all other reports on your laser or ink jet printer.
System Security—Easily separate access by data entry staff from that of
management staff. If you need more control, have the system directly track user
activity.
Snapshots—Often called “drill-down” or “look-up” capabilities, Red Wing
gives you instant access to customer, vendor and inventory information. Track
information all the way back to an original invoice or transaction.
Add Information “On-the-fly”— When you are entering a transaction, just
one keystroke opens another screen for adding (or changing) a vendor, customer,
inventory item, etc. You can even add information across modules.
Quick Lookups—Are you looking for a customer or a vendor, but can only
remember the contact person? Press the F2 key to “pop up” a search window.
Sort by “Contact” to quickly locate the customer or vendor. Quick Lookup is a
great help when searching for invoices, general ledger entries and inventory
items.
Full-featured Tax Tracking—Simplify your tax reporting with detailed tax
reports and full tracking of government-mandated tax data.
Strong Inventory Control and Project Costing—The Inventory, Project
Cost and Purchase Order modules give you the power to control your business
bottom line before it controls you!
Unlimited number of companies. When setting up a new company you can
copy information from an existing company. This makes starting up a new
company much quicker.
Introduction to Red Wing Windows Accounting
1-3
What's New in
Version 4.0
These are just a few
of the changes made
to the newest version
of the Windows
Accounting Series.
1-4
Accounts Receivable
•
New UOM plain paper invoice includes a unit of measure column on detail
lines, along with an expanded inventory item number (from 14 to 19
numeric characters). When printing invoices, select the new “Plain Paper,
UOM” in the form type field.
•
New Customer History Report shows detail activity for any time period. For
example, find a customer’s highest balance over a two-year period, the last
payment received from a customer or how frequently a customer made
purchases. Management Reports > Customer History Report.
•
New information appears on reprinted invoices, including Ship To, Ship
No., Ship Via, Due Date and Discount Date.
•
All invoices (except dot matrix format) show Y (yes) for taxable and N (no)
for not taxable in the Tax column, making them much easier to understand.
(The tax class was formerly shown as a single-digit number that had no
meaning for customers.)
•
New Apply Open Credit menu selection automatically applies credits to
unpaid invoices for a range of customers. Much quicker and more efficient
than previous versions. Enter Invoices/Payments > Apply Open Credit.
•
You cannot enter or modify the default cost for an inventory item (from the
Red Wing Inventory system) on the Detail tab in Invoice Entry. Continue to
enter costs for non-inventory items and System Manager inventory items. (In
earlier versions, you could enter a cost, but it was ignored and the inventory
cost was used.)
•
The Customer List has two new selection ranges, class code and salesperson
code (using the “first” salesperson code entered for each customer), plus a
new option to sort by salesperson code.
•
The Customer Snapshot sorts payment detail in descending order by
payment date (the most recent payments are shown first) to match the way
invoices are shown.
•
New option to sort the Top Customer Report by gross profit lists your most
profitable customers first.
•
Set up “use tax” as well as sales tax in Tax Location Groups (System
Manager). The use tax is calculated by multiplying the tax rate by the cost of
the item purchased. Select sales tax or use tax when entering invoices and
print the Sales Tax Report for sales tax, use tax or both. System Manager >
Setup > Tax Location Groups and Accounts Receivable > End of Period >
Introduction to Red Wing Windows Accounting
Sales Tax Report.
•
The detail version of the Daily Journal Report now shows project
information for those who track projects.
•
New option to print statements in customer name order. Handy for filing
internal copies in alphabetical order. Sorts by last name first and then by
first name.
Order Entry
•
New UOM plain paper Packing Slip and Order formats include a unit of
measure column on detail lines, along with an expanded inventory item
number. When printing orders, select the new “Plain Paper, UOM” in the
form type field.
•
New option to print Packing Slips in a dot matrix format with the new unit
of measure column. When printing Packing Slips, select the new “Plain
Paper, UOM” or “Preprinted Dot Matrix” in the form type field.
Accounts Payable
•
Detail lines on Purchase Orders print in entry order, rather than inventory
item order.
•
New Vendor History Report shows detail activity for any time period. For
example, find a vendor’s highest balance over a two-year period, the last
payment sent to a vendor or how often purchases were made from a specific
vendor in the past year. Management Reports > Vendor History Report.
•
New Invoice Payment option to “pay oldest” invoices first, based on the
specific dollar amount you enter. Check Writing > Modify Selected Invoices.
•
The final two steps in Check Writing are run automatically. As soon as
checks are printed, the Check Register is printed, followed by the Update
Vendor Balances process. Cancel either step and run it later, if desired.
•
In Print Checks you can reprint a range of check numbers, rather than
having to print every check from a specific point to the end of the batch.
•
Vendor phone number, fax number and contact name are printed on all
Purchase Orders.
•
Print an online Purchase Order directly from Maintain Purchase Orders.
Introduction to Red Wing Windows Accounting
1-5
General Ledger
•
New option to run the Trial Balance Report for specific profit centers or for
specific accounts. Another new option lets you choose to skip all zero
balance accounts.
•
New Account Inquiry menu selection lets you view account details for any
account balance for a specific year. Transaction Reports/Post > Account
Inquiry.
•
New Check Register menu selection shows the balance and detailed
transactions for an account over any time period. Useful, for example, if you
want to see all checks written during a certain time period and the account
balance at that time. Transaction Reports/Post > Check Register.
Inventory
1-6
•
When using serial numbers and entering Accounts Receivable invoices, the
“unsold” serial numbers are listed first. However, when entering returns, the
“sold” serial numbers are listed first.
•
Along with the item number, the inventory item description has been added
to the Physical Inventory Counts Worksheet, making it easier to identify
items.
•
A new Inventory Customization option lets you restrict cost changes to
protect the cost information maintained within your system.
•
The default bin number is shown for each item on the Item Status and
Inventory Valuation Reports.
•
Run the Safety Stock Alert report using either Available Quantity (taking
into account current orders) or On Hand Quantity.
•
New Price List Report shows up to five selling prices for each inventory
item. Use it to produce a Price Book for salespeople showing “calculated”
selling prices. Reports > Price Book.
•
New Bill of Material Report shows ALL inventory items required by the
selected assemblies, rather than showing only inventory items that are in
short supply (as shown in the Shortage Report). Assemblies > Bill of
Material Report.
Introduction to Red Wing Windows Accounting
Red Wing
Applications
System Manager—The control center for all Red Wing Windows modules.
Required to run the system.
For more detailed
overviews of each
system, use the
Contents tab in online
help.
General Ledger—The key financial tool in the Red Wing Windows
Accounting Series. Double entry accounting system that tracks, reports,
compares and analyzes information critical to the success of your business.
Use Red Wing
modules as standalone systems or
networked.
Accounts Receivable—Red Wing's key sales analysis tool, handling all
receivable management activity.
Accounts Payable—The principle cash control and purchase analysis
component of Red Wing software.
Inventory—Total inventory management. Track how many items you have on
hand, their cost, and know when you need to reorder.
Order Entry—Enter orders, check available inventory and keep customer
purchase history. (Requires Accounts Receivable and Inventory.)
Point of Sale—Process over-the-counter sales and print receipts. (Requires
Accounts Receivable, Inventory is optional.)
Project Cost—Manage projects efficiently, effectively and profitably.
Purchase Orders—Create purchase orders, send them to your vendors and
then compare what you receive to those purchase orders. (Requires Accounts
Payable, Inventory is optional.)
Payroll—A full-featured stand-alone system that can link to System Manager
for check reconciliation, General Ledger for posting and Project Cost for
transferring project information.
Introduction to Red Wing Windows Accounting
1-7
How This Manual is Organized
Chapter 1
Introduction—Overview of the Red Wing Windows Accounting Series.
Chapter 2
Red Wing Resources—An introduction to all the resources available with
your system from Red Wing Business Systems.
Chapter 3
Installation—Steps for installing your software on both individual and
network systems. Includes additional technical specifications and information
on using the Installation Setup Wizard.
Chapter 4
Working in Red Wing—Introduction to the Red Wing Main Menu and
standard Windows features found throughout the system.
Chapter 5
Hands-on Entry Tutorial—Experience using key commands to move
through your Red Wing software. This practice system is an excellent
opportunity to "get the feel" of working in Red Wing.
Chapter 6
Frequently Asked Questions—Answers to the most asked questions for
new Red Wing users. Tips on getting started, opening a company, how to set
up codes and IDs, etc. Also, explains common error codes.
Chapter 7
Toolbars, Menu Bars and Keyboard Commands—Detailed
explanations of each toolbar, menu bar, report command and keyboard
command.
Chapter 8
Red Wing Utilities—Learn how to make backups, restore data, compact
databases and repair databases.
Chapter 9
Technical Comparison between DOS and Windows—Detailed
comparison between the Red Wing DOS (version 8.0) accounting software and
the Red Wing Windows accounting software. Primarily for customers
migrating from one system to the other.
Chapter 10
Special Options—A brief overview of the add-on programs available for the
Windows Accounting Series, including the Label Wizard, ASCII Input options,
and a General Ledger Report Designer.
1-8
Introduction to Red Wing Windows Accounting
Standards Used in This Manual
Notes and hints are identified by a push pin and are printed in italics. These are
important messages and suggestions that can save you time and help you avoid
potential problems.
Extremely important information is printed in boldface type. Not
reading this information or following the suggestions offered can
lead to serious problems.
Introduction to Red Wing Windows Accounting
1-9
NOTES:
1-10
Introduction to Red Wing Windows Accounting
Chapter Two — Red Wing Resources
Red Wing provides a wide range of resources to make using
your system easier and to help with a variety of needs.
Review this information carefully and take advantage of all
of Red Wing’s resources.
Contents
When to Call
Customer
Support
Online Help................................................................................
Cue Cards .................................................................................
Custom Help..............................................................................
Installation Help .........................................................................
Red Wing Company Setup Wizard .............................................
Practice Systems .......................................................................
Customer Support Plans ............................................................
Training .....................................................................................
World Wide Web .......................................................................
User Guides...............................................................................
Forms........................................................................................
2-2
2-3
2-3
2-4
2-4
2-5
2-6
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2-7
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2-7
Before calling...
•
Check the Cue Cards at the Main Menu.
•
Press F1 (Help) on the screen you are having difficulties with. This will
give you a complete description of the menu item and some How To’s.
•
Check FAQs in your Red Wing Windows Getting Started Guide, on our
Web page www.redwingsoftware.com and in our newsletters.
Have ready...
1. Version of the software installed. (The Versions button on the Main Menu
will give you this information.)
2. System information:
•
PC Processor
•
RAM
•
Operating System
3. If your computers are networked, please have the following information
available:
•
Type of network (Win95, Novell, Windows NT, etc.)
Know which computer is the server.
Red Wing Resources
2-1
Online Help
Press F1 anytime for
immediate online help!
Secondary windows
pop up to give you even
more help.
Use the comprehensive
Help Index to find any
help topic quickly and
efficiently.
The Help Contents and
Index link to online help
for all modules in the
Red Wing Windows
Accounting Series.
2-2
Red Wing Resources
Cue Cards
Cue Cards stay on top
of the screen and walk
you through each step
of a procedure.
Custom Help
Press Shift F1 to
display a Custom Help
window for any screen.
Enter your own
reminders, schedules,
tips, etc.
Red Wing Resources
2-3
Installation Help
Press F1 during
installation for
immediate online help.
No more questions
about single user
versus network
installation
requirements!
The help is always
available, even after
installation.
Red Wing Company Setup Wizard
Select the Setup Wizard
from the Main Menu
Help menu bar and let
the wizard walk you
through your initial
system setup.
2-4
Red Wing Resources
Practice Systems
VERY IMPORTANT
TO YOUR SUCCESS
WITH RED WING!
Use Red Wing's
sample company files
and go through each
system learning and
experiencing the
basics.
Install the Practice
Systems from the
CD-ROM. They are
included as Adobe
Acrobat .pdf files. An
Adobe Acrobat
Reader is also
available. See page
3-10 for installation
instructions.
Red Wing Resources
2-5
Customer Support Programs
For an explanation of
when to call Customer
Support, see page 2-1.
Red Wing's Customer Support Plans are your key to success with Red Wing!
•
Quick access to a staff of highly skilled professional technicians.
•
Toll-free telephone support.
•
Discounts on upgrades, training, and more.
For Details Call 1-800-732-9464
Red Wing Training
One of the best ways to learn Red Wing is through our regular training sessions.
•
Traditional classroom (class size is limited)
•
Online NetMeeting training
•
Beginning and advanced courses available
•
On-site training available
For more information, call 1-800-732-9464
2-6
Red Wing Resources
World Wide Web
Red Wing Business Systems maintains an active web site at:
www.redwingsoftware.com
Bookmark this site and check frequently for information on updates, training
seminars, frequently asked questions, new releases and much more!
User Guides
Separate user guides for each application are available from your local Red Wing
dealer or directly from Red Wing for a nominal charge. These handy books
include practice systems, examples of reports, "how to" information and
explanations of each menu selection.
Forms
Order your invoices, checks, statements and other forms from Red Wing Forms.
Enjoy custom imprinting, hundreds of design options and the confidence that
your forms will always work.
To Order Forms Call 1-800-294-9695
Or Visit:
www.redwingforms.com
Red Wing Resources
2-7
NOTES:
2-8
Red Wing Resources
Chapter Three — Installing Red Wing Windows
Accounting
This chapter provides general installation information,
including networking requirements. Much of this information
is also available in online help during installation.
Contents
Introduction / Setup Wizards ....................................................
Technical Specifications
Hardware ............................................................................
Software .............................................................................
Printer.................................................................................
Single User / Demo Install ........................................................
Network Install .........................................................................
How to Switch from a Single-user (Stand-alone)
System to a Multi-user System ............................................
Step-by-step Through the Installation Setup Wizard .................
Installing Practice Systems ......................................................
Uninstall...................................................................................
Miscellaneous
Directory Structure ..............................................................
Registry Entries...................................................................
Red Wing Icons ..................................................................
Installing with Office 2000 ........................................................
Installation
3- 2
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3
3
3
4
5
3- 8
3- 9
3-11
3-12
3-13
3-16
3-17
3-18
3-1
Introduction
Install Red Wing Windows on a stand-alone computer or on a network server for
downloading to workstations.
Red Wing Windows requires Microsoft Access 8.0 or Microsoft Access Runtime
8.0 (included with the system). If you already have Microsoft Access 8.0, the
runtime version that comes with the system is not installed.
Microsoft Access 8.0 is one component of Microsoft Office 97 Professional.
IMPORTANT: If you are installing onto a computer with Office
2000, be sure to read the last section of this chapter, beginning
on page 3-18.
Setup Wizards
There are two Setup Wizards for use in installing and setting up your Red Wing
software:
•
The Installation Setup Wizard walks you step-by-step through the
installation of the software. It is also explained thoroughly in this chapter.
•
The Red Wing Company Setup Wizard walks you step-by-step through
setting up your accounting system data files.
After installing your Red Wing software, install the Practice Systems
(page 3-11) and first go through the Practice System for each module you
have installed. This gives you an excellent overview of how each application
works.
From the menu bar on the Main Menu, select Help. Next, select Setup
Wizard. Follow the steps on the Setup Wizard to set up your system
correctly. For help on using the Setup Wizard, click on the Help button
located on the Setup Wizard screen.
3-2
Installation
Technical Specifications
Hardware
Ram Memory
32 MB or greater (Red Wing requires a 32 bit Microsoft
Windows operating system.)
(Recommended)
CPU
Pentium 150 MHz or greater (266 MHz or greater is
recommended!)
Video Card
SVGA or greater (800 x 600)
Disk Space
100 MB or greater
Software
Printers
Novell Netware
Parameters
•
Microsoft Windows 95 or greater
•
Microsoft Windows NT Workstation 3.51 /w Service Pack 5 or greater
•
Microsoft Windows NT Workstation 4.00 /w Service Pack 3 or greater
•
Microsoft Windows NT Server 3.51 /w Service Pack 5 or greater
•
Microsoft Windows NT Server 4.00 /w Service Pack 3 or greater
•
Laser or inkjet printer(s).
•
Also, dot matrix (continuous feed) printers can be used for checks, invoices,
orders and purchase orders. However, they CANNOT be used for 1099
forms, which require a laser printer.
•
ALL forms must be 8-1/2" x 11". Accounts Payable 1099 forms require a
laser printer.
File and record lock parameters may have to be raised to successfully use Red
Wing Windows products with Netware. These parameters should be included in
Netware’s AUTOEXEC.NCF file and entered manually from a console prompt.
Suggested settings are:
Maximum record locks = 200000
Maximum record locks per connection = 10000
Maximum file locks = 10000
Maximum file locks per connection = 1000
Installation
3-3
Single User / Demo Installation
Single User or
Demo CD-ROM
1.
Start Microsoft Windows.
2.
Close all other applications, including mail and the Microsoft Office
Shortcut Bar.
3.
Insert the Red Wing CD-ROM in the CD-ROM drive.
4.
Windows launches Red Wing’s Installation Setup Wizard automatically.
Note: If Red Wing does not start up automatically (auto launch), follow this
procedure:
Single User or
Demo Diskette
1.
From the Windows desktop, click Start, click Run. (For Windows NT
3.51, from the Program Manager, click File, click Run.)
2.
Enter d:\Launch.exe (where d is the drive letter of your CD-ROM) and
click OK.
5.
Click the Install Software icon.
6.
Follow the step-by-step instructions on page 3-9.
1.
Start Microsoft Windows.
2.
Close all other applications, including mail and the Microsoft Office
Shortcut Bar.
3.
Install Microsoft Access Runtime 8.0 if Microsoft Access / Office 97 is not
currently installed. (If you are updating Red Wing Windows, version 3.0 or
higher, do not re-install Microsoft Access Runtime.)
4.
•
Insert the first disk from the Microsoft Access Runtime 8.0 disk set into
your diskette drive.
•
From the Windows desktop, click Start, click Run. (For Windows NT
3.51, from the Program Manager, click File, click Run.)
•
Enter a:\setup.exe (where a is the drive letter of your diskette) and click
OK.
•
Follow the instructions for each dialog.
Install Red Wing Windows
•
3-4
Insert the first disk from the Red Wing Windows disk set into your
diskette drive.
Installation
•
From the Windows desktop, click Start, click Run. (For Windows NT
3.51, from the Program Manager, click File, click Run.)
•
Enter a:\setup.exe (where a is the drive letter of your diskette) and click
OK.
•
Follow the step-by-step instructions on page 3-9.
Network Installation
All network installations MUST be installed from a workstation to
the server (do not install directly on the server). In other words,
DO NOT run the installation process while sitting at your server
(the main computer that will serve as your network “hub”).
Windows NT
Specifications
1.
Use TCP/IP protocol, if possible.
2.
Make sure you have NetBios enabled if using IPX/SPX
3.
Make sure you have service pack 3 installed on the server if you are using
Windows NT 4.xx
4.
Make sure you have service pack 5 installed on the server if you are using
Windows NT 3.51
5.
Check the date and version of VREDIR.VXD on Windows 95 workstations.
6.
Any VREDIR dated 08/24/96 or 07/25/97 have problems and should be
updated.
7.
Replacement drivers can be found at
ftp://ftp.microsoft.com/softlib/mslfiles/vrdrupd.exe
8.
The Shared volume should be left with EVERYONE = FULL ACCESS.
9.
The Red Wing directories (RWBS2 and RWBS2S) should be set so the users
have Change/Change rights.
10. An NTFS partition is recommended.
Installation
3-5
Novell Netware
Parameters
File and record lock parameters may have to be raised to successfully use Red
Wing Windows products with Netware. These parameters should be included in
Netware’s AUTOEXEC.NCF file and entered manually from a console prompt.
Suggested settings are:
Maximum record locks = 200000
Maximum record locks per connection = 10000
Maximum file locks = 10000
Maximum file locks per connection = 1000
Peer-to-Peer
Installation using
Windows 95
Follow the same instructions as for a standard network install.
Installation from
CD-ROM
Step 1 -- Install to the server from a workstation
This installation MUST be installed from a workstation to the
server (do not install directly on the server). In other words, DO
NOT run the installation process while sitting at your server (the
main computer that will serve as your network “hub”).
1.
Start Microsoft Windows on the workstation. (You must have
Administrative privileges.)
2.
Close all other applications, including mail and the Microsoft Office
Shortcut Bar.
3.
Insert the Red Wing CD-ROM into the CD-ROM drive.
4.
Windows will automatically launch Red Wing’s Installation Setup Wizard.
Note: If Red Wing does not start up automatically (auto launch), follow this
procedure:
1.
From the Windows desktop, click Start, click Run. (For Windows NT
3.51 from the Program Manager, click File, click Run.)
2.
Enter d:\Launch.exe (where d is the drive letter of your CD-ROM) and
click OK.
5.
Click the Install Software icon.
6.
Follow the step-by-step instructions on page 3-9.
Note: Select Server from the Setup Type dialog.
3-6
Installation
Step 2 -- Download to each workstation that uses Red Wing
Windows.
1.
Start Microsoft Windows on the workstation.
2.
From the Windows desktop, click Start, click Run. (For Windows NT 3.51,
from the Program Manager, click Start, click Run.)
3.
Enter f:\Rwbs2S\Setup.Exe (where f:\Rwbs2S is the drive letter and path
for the server installation) and click OK.
4.
Follow the instructions for each dialog, accepting the default at each prompt.
Note: Select Workstation from the Setup Type dialog.
Installation from
Diskette
Step 1 -- Install to the server from a workstation
1.
Start Microsoft Windows on the workstation. (You must have
Administrative privileges.)
2.
Close all applications, including mail and the Microsoft Office Shortcut Bar.
3.
Insert the first disk from the Red Wing Windows disk set into your diskette
drive.
4.
From the Windows desktop, click Start, click Run. (If you are using
Windows NT 3.51, from the Program Manager, click File, click Run.)
5.
Enter a:\setup.exe (where a is the drive letter of your diskette) and click OK.
6.
Follow the step-by-step instructions on page 3-9.
7.
Note: Select Server from the Setup Type dialog.
Step 2 -- Install Microsoft Access on each workstation.
1.
Start Microsoft Windows on the workstation.
2.
Install Microsoft Access Runtime 8.0 if Microsoft Access / Office 97 is not
currently installed. (If you are updating Red Wing version 3.0 or higher, do
not re-install Microsoft Access Runtime.
3.
Insert the first disk from the Microsoft Access Runtime 8.0 disk set into your
diskette drive.
4.
From the Windows desktop, click Start, click Run. (Or, for Windows NT
3.51, from the Program Manager, click File, click Run.)
5.
Enter a:\setup.exe (where a is the drive letter of your diskette) and click OK.
Installation
3-7
6.
Follow the instructions for each dialog.
Step 3 -- Download to each workstation that uses Red Wing
Windows.
1.
From the Windows desktop, click Start, click Run. (Or, for Windows NT
3.51, from the Program Manager, click File, click Run.)
2.
Enter f:\Rwbs2S\Setup.Exe (where f:\Rwbs2S is the drive letter and path
for the server installation) and click OK.
3.
Follow the instructions for each dialog, accepting the default at each prompt.
Note: Select Workstation from the Setup Type dialog.
Installation -- Step-by-Step
Overview
After completing the preliminary steps for either single-user/demo (page 3-4) or
network installations (page 3-5), the following “dialogs” are displayed as you
proceed through the Installation process.
Welcome Dialog
Close all applications, including e-mail and the Microsoft Office Shortcut Bar.
Activation Key
Dialog
3-8
•
Click Next if all other applications are closed.
•
Click Cancel to exit the Installation Setup Wizard.
•
Click Demo to install a 30-day trial version of the Red Wing Windows
Accounting Series. No activation key is required.
•
Click Purchased and enter your activation code to install the system. Keep
the activation key in a safe place. You will need it to install future updates.
•
Click Back to return to the Welcome dialog.
•
Click Next to continue to the Setup Type dialog.
•
Click Cancel to exit the Installation Setup Wizard.
Installation
Setup Type Dialog
Select a setup type and destination path. Options are:
Single User (full install default directory=c:\rwbs2; demo default
directory=c:\rwbs2D)
Server (default directory=c:\rwbs2S)
Workstation (default directory=c:\rwbs2)
•
Click Browse to select a different destination path.
If you are installing an update to an existing 32-bit Red Wing application
(Red Wing 3.0 or greater), you must select the same destination path as your
previous install.
Do not attempt to install the 32-bit version into a 16-bit (Windows 3.x)
directory (normally, rwbs or rwbssrvr).
Select Program
Folder Dialog
Start Copying
Files Dialog
•
Click Back to return to the previous dialog.
•
Click Next to continue.
•
Click Cancel to exit the Installation Setup Wizard.
The Installation Setup Wizard creates icons (page 3-17) under the Program
Folder name entered on this dialog.
•
Click Back to return to the previous dialog.
•
Click Next to continue.
•
Click Cancel to exit the Installation Setup Wizard.
Confirm the information selected for your installation.
•
Click Back to return to the previous dialog.
•
Click Next to continue. The system will copy files and create registry entries
(page 3-16) and create icons (page 3-17).
•
Click Cancel to exit the Installation Setup Wizard.
Installation
3-9
How to Switch
from a Single-user
(Stand-alone)
System to a Multiuser System
1.
From a workstation that does not currently have Red Wing, install the
programs to the server.
2.
Download to this workstation.
3.
Log in to the Accounting Software and create a company with the same
3-character code as your original company.
4.
Exit the Accounting Software.
5.
(If you have Payroll), log in to Payroll and create a company with the
same 3-character code as your original company.
6.
Exit Payroll.
7.
Copy the data files for this company from the original stand-alone
workstation to the folder (for this company) on the server.
8.
Go into the Accounting Software from the workstation to which you
downloaded and verify that your data is there. Do the same in Payroll (if
applicable).
9.
If all of your data has been copied, uninstall the stand-alone version
from the original workstation.
10. Delete the rwbs2 directory from the original workstation.
11. Download to all workstations, including the original stand-alone one.
3-10
Installation
Installing Practice Systems
Introduction
You can install the Practice Systems from the CD-ROM. Be sure to go through
the Practice Systems before entering your own data into the Red Wing software.
The Practice Systems use a sample company to introduce you to many of the
features of the system safely and efficiently.
If you are using
Windows 95 or
Windows NT 4.xx
1.
Start Microsoft Windows on the workstation.
2.
Close all other applications, including mail and the Microsoft Office
Shortcut Bar.
3.
Insert the Red Wing CD-ROM into the CD-ROM drive.
4.
Windows will automatically launch Red Wing’s Installation Setup Wizard.
Note: If there is a problem with the CD-ROM and Red Wing does not start
up automatically (auto launch), follow this procedure:
If you are using
Windows NT 3.51
1.
From the Windows desktop, click Start, click Run.
2.
Enter d:\Launch.exe (where d is the drive letter of your CD-ROM) and
click OK.
5.
Click the Install Practice System icon.
6.
Follow the step-by-step instructions
1.
Start Microsoft Windows.
2.
Close all other applications, including mail and the Microsoft Office
Shortcut Bar.
3.
Insert the Red Wing CD-ROM into the CD-ROM drive.
4.
From the Program Manager, click File, click Run.
5.
Enter d:\Launch.Exe (where d is the drive letter of your CD-ROM) and click
OK.
6.
Click the Install Practice System icon.
7.
Follow the step-by-step instructions.
Installation
3-11
After Installation:
If you do not have the Adobe Acrobat reader installed on your computer, you can
install the copy found on the CD-ROM. To install the Adobe Acrobat reader,
double-click on the rs40eng.exe file (located in your "install" directory; i.e.
c:\rwbs2\manuals) and follow the on-screen instructions.
IMPORTANT: If you already have the Adobe Acrobat reader
installed, it must be version 4.0 or higher to read practice systems.
Printing the
Practice Systems
The Practice Systems are installed in a MANUALS directory inside the directory
where you installed your Red Wing programs. Select any one of the files in the
MANUALS directory and double-click to open the file. (The Adobe Acrobat
reader must be installed on your computer to open the file.)
Uninstall
If you are using
Windows 95 or
Windows NT 4.x
If you are using
Windows NT 3.51
3-12
1.
From the Windows Desktop, click Start, click Settings, click Control Panel.
2.
From the Control Panel window, click Add/Remove programs.
3.
Click on one of the following entries in the order shown below:
• Microsoft Access Runtime 8.0
• Red Wing Windows 2 (Server)
• Red Wing Windows 2 (Demo)
• Red Wing Windows 2
4.
Click Add/Remove once the entry is selected.
5.
When Windows asks if you want to Remove Shared Files, click on the
No to All button.
6.
Return to step 3 to remove each of the programs you have installed.
1.
From the Program Manager, locate the common program group which
contains Red Wing Windows, click the Uninstall icon. Uninstall the
applications in the following order.
• Microsoft Access Runtime 8.0
• Red Wing Windows 2 (Server)
• Red Wing Windows 2 (Demo)
• Red Wing Windows 2
2.
Return to step 1 to remove each of the programs you have installed.
Installation
Directory Structure
CD-ROM
•
•
•
•
•
•
AgCHEKW contains an installable copy of the Red Wing Windows
AgCHEK Series.
RWBS contains an installable copy of the Red Wing Windows Accounting
Series.
RWBS\DosImprv contains the DOS conversion latest improvements
RWBS\Payroll contains an installable copy of the Red Wing DOS Payroll
RWBS\Practice contains an installable copy of the Adobe Acrobat Reader
and the PDF (Practice System) files used for the Red Wing Windows
Accounting Series.
RWBS\WSMSA8 contains an installable copy of Microsoft Access Runtime
8.0.
Single User
•
•
•
•
•
RWBS2 contains all the Red Wing files required to run Red Wing Windows.
RWBS2\NEW contains the new template files used to create a new company.
RWBS2\SYS contains the company information.
RWBS2\PRACTICE contains an installable copy of the Adobe Acrobat
Reader and the PDF (Practice System) files used for the Red Wing Windows
Accounting Series.
RWBS2\SAM contains the sample files.
Installation
3-13
Demo
•
•
•
•
•
RWBS2D contains all the Red Wing files required to run the Red Wing
Windows Demo.
RWBS2D\NEW contains the new template files used to create a new
company.
RWBS2D\SAM contains the sample files.
RWBS2D\PRACTICE contains an installable copy of the Adobe Acrobat
Reader and the PDF (Practice System) files used for the Red Wing Windows
Accounting Series.
RWBS2D\SYS contains the company information.
Workstation
•
•
RWBS2 contains the Red Wing Windows program and supplemental files
required to run from a server version of Red Wing Windows.
RWBS2\PRACTICE contains an installable copy of the Adobe Acrobat
Reader and the PDF (Practice System) files used for the Red Wing Windows
Accounting Series.
Data is stored in a shared location on the server.
3-14
Installation
Server
•
•
•
•
•
•
•
•
•
•
RWBS2S contains all the Red Wing files required to run Red Wing
Windows.
RWBS2S\NEW contains the shared new template files used to create a new
company.
RWBS2S\SAM contains the shared sample files.
RWBS2S\SYS contains the shared company information.
RWBS2S\WSFONTS files are copied to the Windows Fonts directory during
a workstation download.
RWBS2S\WSLIB files are copied to the Red Wing Windows common
directory (program files/common files/Red Wing Windows) during a
workstation download.
RWBS2S\WSMSA8 files are used to automatically install Microsoft Access
Runtime 8.0 to the workstation.
RWBS2S\WSOFFICE files are copied to the Microsoft Office directory
during a workstation download.
RWBS2S\WSSYS files are copied to the Windows System directory during a
workstation download.
RWBS2S\WSSYSSR files are copied to the Windows System directory
during a workstation download.
Installation
3-15
Registry Entries
Introduction
Registry entries created by the Installation Setup Wizard are created under the
[HKey_Local_Machine\Software] key. Red Wing Windows creates additional
values under the [HKey_Local_Machine\Software\Red Wing Business Systems,
Inc.\Red Wing Windows\2.01.000] key for each installed module.
[HKey_Local_Machine]
[Software]
[Red Wing Business
Systems, Inc.]
[Red Wing Windows]
[2.01.000]
ActivationKey
RegisteredOrganization
RegisteredOwner
ShowIntro
[FirstTime]
P2Pserver
ProgPath
SamPath
Setup
SysPath
[Jet]
[3.5]
[Engines]
SystemDB
[Report Formats]
HTML
Microsoft Excel
MS-DOS Text
Rich Text Format
[Run-Time Options]
AppHelpFile
AppIcon
AppStartupScreen
See note #1
“User’s activation key”
“”
“”
“1” to show intro screen, “0” skips intro screen
"1" when the peer-to-peer workstation/server are the
same machine/computer; otherwise, "0"
“C:\Rwbs2”
“C:\Rwbs2\Sam”
“1” to run first time, “0” skips first time
“C:\Rwbs2\Sys”
See note #2
See note #2
“C:\Rwbs2\RwAdmin.Mdw”
See note #2
See note #2
“html,SOA_RptToHtml,1,HTML (*.html),1”
“xls,SOA_RptToBIFF, Biff5,Microsoft Excel (*.xls),0”
“txt,SOA_RptToAscii,1,MS-DOS Text (*.txt),0”
“rtf,SOA_RptToRTF,Rich Text Format,Rich Text Format (*.rtf),0”
“C:\Rwbs2\Sm2.Hlp”
“C:\Rwbs2\Rwbs2.Ico”
“C:\Rwbs2\Rwbs2.Bmp”
See note #2
See note #2
See note #2
Note #1: The [Red Wing Windows] key will vary based on setup type.
Single User: Red Wing Windows
Server: Red Wing Windows (Server)
Demo: Red Wing Windows (Demo)
Workstation: Red Wing Windows
Note #2: The paths will vary based on user selected destination path and the setup type.
Single User Default: C:\Rwbs2
Server Default: F:\Rwbs2S
Demo Default: C:\Rwbs2D
Workstation Default: C:\Rwbs2
3-16
Installation
Red Wing Icons
Overview
The Installation Setup Wizard creates several icons using the following
properties:
Red Wing Windows
Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE"
"C:\Rwbs2\Rwbs2.Mdb" /excl /runtime /profile Rwbs2 /cmd
Ver:2.01.000
Red Wing Utility
Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE"
"C:\Rwbs2\RwUtil2.Mde" /excl /runtime /profile Rwbs2 /cmd
Ver:2.01.000
Red Wing Windows (Demo)
Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE"
"C:\Rwbs2D\Rwbs2.Mdb" /excl /runtime /profile Rwbs2 /cmd
Ver:Demo2.01.000
Red Wing Utility (Demo)
Target: "C:\Program Files\Microsoft Office\Office\MSACCESS.EXE"
"C:\Rwbs2D\RwUtil2.Mde" /excl /runtime /profile Rwbs2 /cmd
Ver:Demo2.01.000
Notes
1.
Quotes ( " ) must be used as part of the Target.
2.
"C:\Program Files\Microsoft Office\Office\MSACCESS.EXE" is based on
the location of Microsoft Access or Microsoft Access Runtime.
3.
"C:\Rwbs2\Rwbs2.Mdb" is the executable file name.
4.
/excl opens the MDB exclusively.
5.
/runtime is used when Microsoft Access Runtime is installed.
6.
/profile tells Access which run-time options to use.
7.
/cmd tells Red Wing which sub key to access from the registry.
Installation
3-17
Office 2000 and Red Wing
Introduction
With the recent release of Microsoft Office 2000, several issues have come to
light that may affect the use and operation of Red Wing Windows Products
including the Windows Accounting Series.
Issue 1
Start the Office 2000 Setup but watch very carefully during the first few setup
screens for the option to do a Customized Setup. Use that selection! Do NOT
use the button labeled Update Now. When the Customized Setup option is
invoked, Setup checks for earlier versions of Office and displays those findings
while asking if it should "Keep These Programs." Be very careful, making sure
you keep Access 2.0 or Access 97 on the computer. Allow Setup to remove older
versions of Word, Excel, PowerPoint, Outlook, etc., if they are not needed
anymore. Proceed with the Office 2000 Setup and everything should be fine.
How to add Office
2000 to a computer
where a Red Wing
Windows product is
already installed.
The key point is that the default setup routine supplied with Office 2000 assumes
it should replace all earlier versions and components of Office. The Red Wing
Windows products are built around earlier versions of Microsoft Access,
components of older Microsoft Office versions. The programming code written
for these Red Wing products are NOT compatible with Access 2000. They
require the older Access versions in either full or runtime installs. So, if you run
the default setup for Office 2000, the older Access will no longer exist on the
computer and Red Wing won’t run!
Issue 2
How to install Red
Wing Windows
products on a new
computer that already
has Office 2000.
3-18
From the Red Wing Windows CD, install Access Runtime to its default directory
\WsMSA8. Install the Red Wing programs to the network server or stand-alone
computer. If running the Windows Accounting Series on a network, do the
Workstation Download. Verify that the Red Wing Windows software operates
properly. At this point, some key files in the Office 2000 installation may have
been overwritten by the older versions. That is why it is necessary to run the
Office 2000 Setup with the Customize option and be sure to "Keep These
Programs" as discussed above.
Installation
Issue 3
A new copy of Office
2000 software was
installed on a
computer using Red
Wing Windows and
an attempt was made
to enter Red Wing.
Any number of odd
things happen when
attempting to use
Red Wing, but one
thing is for sure, you
can’t get into your
accounting software.
This differs from Issue 2 because an attempt was made to open Red Wing with
Office 2000 present. Several default settings, data paths and registry entries are
now invalid. If your technical skills aren’t compatible with the following
instructions, be sure to enlist some local expertise or call Red Wing Technical
Support. To correct this situation, use the Control Panel feature Add/Remove
Programs and the following step by step process.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Uninstall Office 2000.
Uninstall Red Wing.
If Access Runtime is still there, uninstall it.
Open Windows Explorer.
Find the company data subdirectories under \RWBS or, when networked,
\RWBS2S.
Copy company data folders to a safe place like a \TEMP or \BAK
subdirectory.
Delete all Red Wing and Microsoft Office folders including: \RWBS2,
\RWBS2S, \Program Files\Microsoft Office.
Close Windows Explorer.
At the Windows Desktop, click Start, Run, and type REGEDIT.
Click OK.
Once in the registry editor, make a backup of the registry by selecting
Registry, Export Registry File, …
Delete the registry key
\HKEY_CURRENT_USER\Software\Microsoft\Office.
Delete the registry key
\HKEY_LOCAL_MACHINE\Software\Microsoft\Office.
Delete the registry key \HKEY_LOCAL_MACHINE\Software\Red Wing
Business Systems, Inc.
Exit the registry editor.
Shut down the computer and turn it off. Allow it to rest for 15 – 20 seconds.
Restart the computer.
Reinstall Access Runtime from the Red Wing CD.
Reinstall Red Wing Windows to your original configuration.
In Red Wing, use the sample company (SAM) to verify that everything
seems OK.
Open Windows Explorer.
Copy company data files back to their original location under \RWBS2 or
\RWBS2S.
From the Red Wing System Manager Main Menu, add new companies using
existing data.
Change to those companies one at a time to verify that all data is intact.
Reinstall Office 2000, using Customized Setup. See Issue 1, page 3-18.
Installation
3-19
Important Office
2000 Things
We’ve Learned
3-20
•
Use Customize Setup to prevent Office 2000 from deleting older Office
versions
•
When using multiple Office versions, install the oldest version first
•
Windows Uninstall may not be thorough; you may have to manually delete
some folders and registry keys
•
Failed or aborted install attempts may corrupt the Windows Registry causing
serious computer problems
•
Office 2000 Setup overwrites all Office 95/97 icons in the Windows Start
Menu
Installation
Chapter Four — Working in Red Wing
Get acquainted with Red Wing's Main Menu, the key
navigational tool in the Red Wing Windows Accounting
Series. Also, review the standard Windows features found
throughout Red Wing software.
Contents
How to Use the Main Menu
Overview.............................................................................
Change Company button.....................................................
Suggestions button .............................................................
Versions button ...................................................................
System Information.............................................................
Cue Cards...........................................................................
Red Wing Windows Standards
Entry Screens .....................................................................
Sample Entry Screen ..........................................................
Moving From One Field to the Next .....................................
Pull-down Menus.................................................................
Menu Bar ............................................................................
Control Menu Box ...............................................................
Toolbar ...............................................................................
Minimize and Maximize Buttons ..........................................
Status Bar...........................................................................
Entry Field ..........................................................................
Check Box ..........................................................................
Combo Box.........................................................................
Option Buttons ....................................................................
Command Buttons ..............................................................
Quick Selection ...................................................................
Scroll Bar............................................................................
Record Selector Buttons......................................................
Working in Red Wing
4-2
4-3
4-3
4-3
4-3
4-4
4-4
4-5
4-5
4-6
4-6
4-6
4-7
4-7
4-7
4-8
4-8
4-8
4-8
4-9
4-9
4-9
4-9
4-1
How to Use the Main Menu
Overview
The Main Menu is the "control center" of your Red Wing application. It is
displayed when you start Red Wing and also when you press Ctrl M.
Use your mouse or right, left, up and down arrow keys to move from section to
section in the Main Menu. To select an item from a menu, double-click the
item or use the up and down and right and left arrow keys to highlight the item
and press Enter.
To exit the Main Menu, double-click the control box button (in the upper left
corner of the menu) or press Alt F X.
The Main Menu is divided into four quadrants as follows:
Each installed application is listed in the upper left section of the Main
Menu.
The menu selections for the highlighted application are shown in the lower
left section of the Main Menu.
4-2
Working in Red Wing
The lower right section shows submenu selections for the highlighted
menu selection (shown in the lower left section). Select these and press
Enter or double-click on them to display an entry screen.
The upper right section lists four command buttons.
Press F1, use the Help Menu on the menu bar or click on the help
tool
for help anytime!
Change Company
button
Use this selection to change to a different company's records.
Suggestions
button
Use this screen to enter suggestions about specific applications. When you are
finished you can print the suggestion and mail or fax it to Red Wing Business
Systems, Inc. The information is printed as a Product Suggestions Report,
ready for submittal.
Versions button
This selection shows a list of all currently installed Red Wing applications and
their current database path. The application ID, description, version and
installation date are listed. The information is updated automatically each time
you install an update to your current system.
System
Information
This selection gives you access to some of the "inner workings" of your Red
Wing Accounting system. In general, most options are needed only when
working with Red Wing Customer Support to solve a problem. The four tabbed
screens are:
Data Paths—This tab shows the file names and locations for each of the
modules under the selected Company ID.
Applications—Use this tab to locate program files and install or uninstall
specific files; features that are generally used by Red Wing developers and
Customer Support personnel.
Working in Red Wing
4-3
Users/Registration—This tab lists basic information about your system. The
User List shows the computer names that are currently in the system.
Advanced—This tab lists the libraries you are using and other technical
information. This information is used primarily by developers and Red Wing
Customer Support. Use only under the direction of Red Wing Customer
Support.
See online help for more details. (Search for System Information on the Index
tab.)
Cue Cards
Online help that stays on top of your screen as you follow the step-by-step
procedure.
Red Wing Windows Standards
Entry screens
An entry screen is any window through which you can communicate with
(make entries into) your Red Wing system. They are usually displayed when
you make a menu selection from the Main Menu.
When you close an entry screen, all changes are saved. To close an entry
screen, double click on the toolbox in the upper left corner of the entry screen
OR click on the Close button, when available, OR click on the close icon
in the toolbar.
To exit the screen without saving your changes press Escape (Esc) twice to
clear entries or select the Cancel button, if available.
4-4
Working in Red Wing
Sample entry
screen
Menu bar
Toolbar
Minimize/
Maximize
buttons
Control
menu box
Header
section
Entry
Combo box
fields
Detail
section
Command button
Check box
Totals
section
Moving from one
field to the next on
an entry screen
To move from one option to the next, press Tab, type Alt +(underlined
letter), or use your up and down, right and left arrow keys.
You can also press the Enter key to move from one option to the next
or, alternately, to save the record, depending on how it is set up in
View options.
Working in Red Wing
4-5
Pull-down menus
Click your left mouse button on a heading in the menu bar or type Alt + any
underlined letter on the menu bar to display a pull-down menu.
•
Each pull-down menu item has a command associated with it or a
further list of options. All are standard Windows commands. When
you select a pull-down menu option, an action is taken (such as
Exit) or an additional pull-down menu or dialog box is displayed.
•
Dimmed (grayed-out) text indicates options that are not available.
•
To close a menu, click anywhere outside the menu, press Alt to
cancel the menu and return to the desktop, or press Esc to close it
and remain on the menu bar.
Menu bar
The menu bar lists available menu categories which control common
activity in the system. To activate a menu selection, press Alt plus the
underlined letter of the selection (or selections). For example to open Print
on the File Menu, press Alt F P.
Control menu box
4-6
The Control Menu is used to control the windows on your desktop. An
alternative to using the menu is to use your mouse.
•
To quickly close a window or report, double-click on the Control Menu
Box in the upper left corner of your main window.
•
To open the Control Menu, click once or press Alt Spacebar.
•
To close the Control Menu, point to the Control Menu Box and click
the left mouse button once, or click on Close, or press Alt F4.
Working in Red Wing
Toolbar
The toolbar displays buttons you can click on with your mouse for quick access
to specific functions. For example, click on the closing door to close the current
window (it is removed from the screen).
Use the toolbar buttons to close files, to print reports, to get help, etc. When
toolbar buttons are "dimmed," they are inactive and are not available for use.
For descriptions of frequently used tools see Chapter Seven.
Minimize and
maximize buttons
Use these buttons, located in the upper right corner of your screen, to shrink
the window to an icon or fill the entire desktop or screen area.
Status bar
The status bar is a line of information displayed at the bottom of your screen. It
shows the current company, the ID of the user logged into the machine, and
whether the Lookup or Maintenance commands are available for the active
field.
Lookup Command — This option lets you locate a value for an active entry
field by searching according to name, contact, zip code, etc. For example, if you
need the vendor ID of a company and you know only the name of the person you
do business with, you can locate the vendor ID by searching by contact person.
This command is available when F2 Lookup is displayed on the status bar.
Maintenance Command — This option lets you update information without
having to quit your current task. For example, if you are entering transactions
and discover the vendor has not been set up, you can double-click on the Vendor
ID entry field (or press F6) and define the vendor, then return to the transaction.
This command is available when F6 Maint is displayed on the status bar.
Working in Red Wing
4-7
Entry field
Type information into these boxes (fields) on a dialog or accept the
default information shown.
You are not required to enter information into every entry field.
However, if you skip a required entry field, the system reminds you to
enter information in the field when you attempt to save the record.
Check box
Click on a check box to select (place a check mark in the box) or unselect
(clear the check mark from the box). A check mark indicates yes / true /
include. An empty check box indicates no / false / exclude. You can also use
your Spacebar to select or unselect the option when it is highlighted.
Combo box
A combo box displays a list of available options for a field. You can also type a
new entry to be added to the list on some fields. Click on the down arrow to
see a list of system choices (or type Alt ). Type the first character or highlight
a selection and press Enter to select any of the available choices.
See Chapter Seven for a list of combo box key commands.
Option buttons
4-8
Select only one option button in an option group at a time. Click to select or
type Alt +(underlined letter) and press the Spacebar.
Working in Red Wing
Command buttons
Click on a command button to cause an immediate action, indicated by the
name of the button. Frequently used command buttons include Close and OK.
Quick selection
Whenever you have a list of records or transactions, you can quickly select a
record by placing the mouse pointer on a row and double-clicking your left
mouse button to select it.
Scroll bar
Use scroll bars to move to unseen parts of the selection list or entry screen.
Click on the up or down arrows or click on the slider bar to move the list on the
screen up and down.
Record selector buttons
Use these buttons to move from one record to the next.
Each is described in Chapter Seven, Toolbars, Menu Bars
and Key Commands.
Working in Red Wing
4-9
NOTES:
4-10
Working in Red Wing
Chapter Five — Hands-on Entry Tutorial
Use this chapter as a tutorial to learn how to navigate Red
Wing Windows Accounting Applications using your
keyboard, rather than the mouse. This can greatly speed
your day-to-day activity.
Contents
How to Start
Red Wing
Accounting
Introduction..............................................................................
Navigate the Main Menu...........................................................
Exit an entry screen..................................................................
Move from one field to the next.................................................
View and select options ............................................................
Change an entry.......................................................................
Select or clear a check box.......................................................
Move from one record to the next and add new records ............
Delete a record.........................................................................
Select options with radio buttons ..............................................
More keyboard help..................................................................
5- 2
5- 3
5- 4
5- 5
5- 6
5- 7
5- 8
5- 9
5-10
5-11
5-12
To start your system, double-click on the Red Wing Windows icon. A
Logon screen is displayed. Type the Name and Password. (The
password must be in lower case letters). Click on OK.
If you have just installed the system, type Admin for the Name and
password (lower case only) for the Password.
If you have not registered your software, a Registration screen
appears. Call Red Wing and register. (You can use the system up to
10 times before registering it.) Click on Continue.
The next screen shows all Red Wing modules and how they integrate with
each other. Click on any module "button" to continue. The Main Menu is
displayed. Click on System Manager to access the System Manager menus.
Hands-on Entry—Tutorial
5-1
Using key commands for hands-on entry
Overview
Many Red Wing Accounting users find they want to navigate as much as
possible using key commands, rather than their mouse. Use this exercise to
practice making menu selections and moving through screens using only
keystrokes.
Make sure you are working with the Sample Company (SAM) while
practicing these keyboard techniques. Select Change Company on the
Main Menu of you need to change to SAM.
5-2
Hands-on Entry—Tutorial
Navigate the Main Menu
•
Overview
Use your right and left arrow keys
to move from the list of modules to
the main menu selections and then
to the sub-menu selections. (
)
Use the up and down arrow keys to
move up and down through a series
of menu selections. (
)
Once a sub-menu selection is
highlighted, press Enter to open
that window.
•
Practice
Make sure System Manager is the
module selected in the upper left
quadrant of the Main Menu. If it is
not, press your up arrow key until it
is highlighted.
Press your right arrow key to move
to the main menu selections. The
first selection (Company Setup ) is
highlighted.
Press your right arrow key to move
to the sub-menu selections. Then
use your down arrow key to
highlight Company Information.
Press the Enter key to open the
Company Information screen.
Hands-on Entry—Tutorial
5-3
Exit an entry screen
•
Overview
To exit an entry screen, saving all
changes, press the F7 function key
or click on the close window icon
{Or, if there is a Close button, you
can press the Alt key and type the
letter C (Alt C).}
•
Practice
Press the F7 function key to return
to the Main Menu. Press Enter to
return to Company Information.
5-4
Hands-on Entry—Tutorial
Move from one field to
the next
•
Overview
To move from field to field on an
entry screen, press the Enter or Tab
keys. This saves a new or changed
entry.
If a letter is underlined in the entry
field name, press Alt plus the
underlined letter. This feature lets
you move from section to section on
large entry screens more quickly
To select any tab, button, or field name with an
underlined letter, you can always press the Alt key
and type the letter.
You can also use the arrow keys to
quickly move from field to field if
you are not changing them.
•
Practice
Press Enter to move down to the
City field on the Company
Information screen.
To return to the Company ID
field, press Tab and use the up
arrow key .
Experiment by moving around
the Company Information screen
using your arrow keys and the
Tab key.
Hands-on Entry—Tutorial
5-5
View and select options
(open the combo box)
•
Overview
To view all available options for a
field (when a combo box is
available), press Alt and the down
arrow (Alt ) to open the selection
box or click on the combo box.
Fast Find Capability: If you know the first letters
or numbers of the code or ID you are selecting, type
them into a field. The selection box will display codes
or IDs starting with those characters.
Use your arrow keys to move the
highlighter bar up and down the
options in the selection box. Press
Enter to select the highlighted
option.
•
Practice
Use your down arrow (or Enter or
Tab) keys to move to the Country
field.
Press Alt and the down arrow key
(Alt ) to open the selection box.
Type the letter c. The highlighter
bar will move up to CAN. Use your
down arrow to move it to MEX.
Press Enter to select Mexico.
Next, to take even quicker
advantage of the fast find capability,
use your up arrow to move back to
the country field. Do not open the
selection box, but rather type the
letter u in the Country field. The
code for the United States is
displayed. Press Enter to save it
and move to the next field.
5-6
Because the F6 Maint option is available when you are on
the Country field, you can also press F6 when the cursor is
in that field to add a new country “on the fly” or change
country information, such as the postal code format.
Hands-on Entry—Tutorial
Change an entry
•
Overview
To change the information
displayed in a field, go to the
field and enter the new
information. The current entry is
replaced. Type the new
information and press Enter (or
Tab) to save it and move to the
next field.
•
Practice
On the Company Information
screen, move to any address field
and type a different address. Press
Enter or Tab to save it, while
moving to the next field.
Hands-on Entry—Tutorial
5-7
Select or clear a check
box
•
Overview
To select a check box, position
the cursor on it and click with the
left mouse button. This puts a
check mark in it (or removes the
check mark). Or, you can tab
down (or use your arrow keys or
the Enter key) to the field and
press the space bar. This works
as a toggle switch, either
selecting or clearing the box.
Press Enter (or Tab) to move to
the next field.
•
Practice
From the General tabbed screen,
type Alt O to move to the Options
tab.
Select any field with a check box
and press the space bar.
Repeat to switch back to the
correct entry.
Press F7 to return to the Main
Menu.
5-8
Hands-on Entry—Tutorial
Move from one record to
the next and add new
records.
•
Overview
Ctrl A
Use these keys and key
commands to move between
records and to add records.
Page Up
Page Down
On screens showing multiple
records, record selector buttons to
the left of the record identify the
currently selected record and
whether it already exists
the next empty record
being added (written to)
Ctrl Page Up
Ctrl Page Down
Ctrl Home
Ctrl End
Adds a new, empty record. Enter the new data and
press Ctrl S to save it.
When multiple records are displayed, or on a multipage window, displays the previous page.
When multiple records are displayed, or on a multipage window, displays the next page.
Displays (or moves to) the previous record.
Displays (or moves to) the next record.
Displays (or moves to) the first record.
Displays (or moves to) the last record.
, is
or is
.
As you work with other Red
Wing modules, each transaction
(invoice, payment, etc.) entered is
a record.
•
Practice
Select Sales Categories from the
Setup and Maintenance Menu.
Experiment using the key
commands shown above. Add at
least one new record.
For experience with larger
records, select Inventory Items
from System Manager Setup and
Maintenance and experiment
with the same key commands to
see what happens.
Hands-on Entry—Tutorial
5-9
Delete a record
•
Overview
To remove a record, select the
record and press the F3 key or
click on the Delete button on the
toolbar -.
You are asked if you are sure you
want to delete the record. Press
Alt Y to delete the record.
Otherwise, press Enter or Alt N
to return to the record without
deleting it.
Some records cannot be deleted.
A message is generally displayed
telling you why, if that is the
case.
•
Practice
Select Inventory Items from the
Setup and Maintenance Menu.
Press F3. A message is displayed
asking if you really wish to
remove the record. The default is
No. Press Enter (or Alt N) to
return to the record without
deleting it.
(Do NOT delete the record in this
exercise.)
Press F7 to return to the Main
Menu.
5-10
Hands-on Entry—Tutorial
Select options with
radio buttons
•
Overview
As soon as you tab down to a sort
box (each option is preceded by a
radio button), use the up and
down arrow keys to move from
option to option. Press Enter to
select an option.
•
Practice
Select User Information List from
the Setup and Maintenance Lists
Menu.
Tab down to the Sort By box and
use your up and down arrow keys
to select the options. Press Enter
to select any option.
The next field selected is the
Preview button. Press Enter to
preview the User Information
List. Press F7 to close the list and
F7 again to return to the Main
Menu.
Hands-on Entry—Tutorial
5-11
More keyboard help
More keyboard commands are
available for almost any situation.
Listed below are three resources
to check for keyboard command
help:
Getting Started Guide, Chapter
Seven: Lists all key commands.
Online Help: Glossary and
Search.
On-screen: Press Ctrl F1 to
display a brief list of common key
commands, including the handy
Shift F1 (Custom Help), F10
(Calculator) and Shift F10
(Calendar) commands.
^ = Ctrl
+ = Shift
5-12
Hands-on Entry—Tutorial
Chapter Six — Frequently Asked Questions
These are questions most asked by new users to Red Wing
software. Refer to these questions and answers to help you
as you start using your Red Wing software. Common errors
are also listed, along with suggestions for resolving them.
Contents
Introduction................................................................................
Codes and IDs
What are the restrictions for codes and IDs .........................
How are codes and IDs sorted? ...........................................
Getting Started
How do I log on to the system? ...........................................
How do I open a company? .................................................
How do I set up a new company? ........................................
How do I install my Windows upgrade? ...............................
Tips and Hints for Every Day
How do I enter dates? .........................................................
How do I close a window (screen)? .....................................
How do I use the Main Menu? .............................................
What are the most frequently used key commands? ............
Miscellaneous
How do I delete a company? ...............................................
How do I convert my Windows files? ...................................
What has changed in Payroll posting?.................................
How do I convert my DOS data? .........................................
How do I install DOS Latest Improvements?........................
How do I install Payroll from the CD-ROM?.........................
How should I handle errors?................................................
Why is Microsoft Access still “open”? ..................................
How can I get help on procedures? ......................................
What do I need when calling Customer Support ..................
System Manager........................................................................
Accounts Receivable ..................................................................
Accounts Payable ......................................................................
General Ledger ..........................................................................
Inventory....................................................................................
Purchase Orders........................................................................
Errors ........................................................................................
Frequently Asked Questions
6- 2
6- 2
6- 2
6666-
3
3
4
4
6666-
4
5
5
5
6- 6
6- 6
6- 6
6- 7
6- 7
6- 7
6- 7
6- 8
6- 8
6- 8
6- 9
6-10
6-12
6-12
6-13
6-14
6-15
6-1
Introduction
This chapter is basically full of helpful tips and suggestions in the form of
questions and answers. There are also explanations of common errors. Review
this information as part of your introduction to the Red Wing Windows
Accounting Series and then come back as needed.
Codes and IDs
What are the
restrictions for
codes and IDs?
When you define IDs and codes, it is important to know how they appear in a
combo box list after they are sorted. Red Wing sorts alphanumeric data
alphabetically by comparing first characters, then second characters and so on.
When two alphanumeric characters are compared, the character with the
smaller ASCII value comes first in the alphabetic sort.
Listed below are the alphanumeric characters in ascending alphabetic order:
special characters ( -, *, /, etc.)
numbers (0 - 9)
lowercase letters (a - z)
uppercase letters (A - Z)
Alphabetical rules are not intuitive when numbers are involved. For example,
in numerical sorting 60 comes before 112; in alphabetical sorting 112 comes
before 60. To ensure that numbers appear in the same order in both an
alphabetic and a numeric sort, fill in numbers to the left with zeros until they
are the same length. For example, if 60 is defined as 060, 060 comes before
112 in both an alphabetic and a numeric sort.
How are codes and
IDs sorted?
6-2
Before you begin assigning IDs, codes or accounts, decide on general naming
conventions to make it easy for users to find them. Establish a format that
makes sense for your business and use it consistently. A few suggestions are
listed at the top of the next page:
Frequently Asked Questions
Do not use the following characters in an ID, code or account:
| " ' &
#
(reserved for system use)
Use zeros to make all IDs the same length to prevent sorting problems. If
they are divided into more than one part, the parts should be the same
length for every ID. Also, do not use spaces to divide IDs into more than
one part. For example, use ACE-01 and ACE-11 or ACE01 and ACE11.
Use descriptive IDs. For example, WIN001 and WIN002 are more
descriptive than 000001 and 000002.
To sort items by a particular attribute (name or group), put the attribute in
the ID. For example, to organize vendors by name, put the first characters
of the name of the vendor in the vendor ID, such as ACMEFR (Acme
Freight Company) and JOHNSO (Johnson Bros. Freight Company).
Getting Started
How do I log on to
the system?
The first time you use the Red Wing Accounting Series (and continuing until
you set up your own user names and passwords) enter the following:
Name — admin
Password — password (lower case required)
Click on OK or press the Enter key to continue.
The sample company (Company ID is SAM) is the first-time default.
How do I open a
company?
The system automatically starts with the company you most recently worked in.
If you want to work with another company, click on the Change Company
button on the Main Menu (or right-click your mouse) and select another
company.
Frequently Asked Questions
6-3
How do I set up a
new company?
Starting from the Main Menu, select Setup Wizard from the Help menu (on the
menu bar at the top of your screen).
Select Setting Up a New Company and follow the step-by-step instructions as
the Wizard walks you through company setup.
After you have completed the Setup Wizard, use Setup and Maintenance in
each application and enter the applicable information (budgets, vendors,
customers, product lines, etc.). Press F1 for help on any setup window.
I currently use an
earlier version of
Red Windows
software. How do I
install my new Red
Wing software?
Insert the new CD-ROM into your CD-ROM drive and the Install Wizard will
launch automatically. At that point, just press your F1 key to start the online
help, if desired.
REMEMBER! If you are doing a network install, you must install from a
workstation. If you install at the actual server, the system will not be able to
automatically set up the correct drive paths and workstations will not be able to
use the software!
*If you are a Red Wing DOS Payroll user, you must install additional software
from the CD-ROM. Please see Payroll-related questions and answers under
Miscellaneous, starting on page 6-6.
Tips and Hints for Every Day
How do I enter
dates?
Tip: To display an
online calendar, press
Shift F10.
6-4
Enter dates in a Date box by clicking the spin buttons on the right side of the
box to change a date or enter dates by typing them in the format MM/DD/YY.
For example, to enter the date January 25, 2000, type 012500.
You can enter dates for the years 1930 through 2029. Thus, a date entered as
05/21/13 is for May 21, 2013.
Frequently Asked Questions
How do I close a
screen (window)?
Click on the Close Window icon on the toolbar
or press F7.
If you have already started entering data and want to cancel your entries (for
the current record), press Esc two times (Esc Esc) to return to the first field on
the screen and then press F7.
How do I use the
Main Menu?
Using the Main Menu is explained in detail on pages 4-2 through 4-4 in
Chapter Four, Working in Red Wing.
To experience using the Main Menu and to get a comfortable start with your
Red Wing software, go through the Hands-on Entry Tutorial, Chapter Five.
What are the most
frequently used key
commands?
Use these handy key
commands to help you
save time and work
more efficiently.
For a complete list of
key commands, see
Chapter Seven.
To...
Press
Open online help
F1
Open custom help
Shift F1
List common key commands
Ctrl F1
Open calculator
F10
Open calendar
Shift F10
Change workstation date
Ctrl W
Close current window
F7
Open combo box
Alt
Add new record
Ctrl A
Save record
Ctrl S
Print
Ctrl P
Frequently Asked Questions
6-5
Miscellaneous
How do I delete a
company?
Use this procedure to remove a company's data files from your Red Wing
system. (Make sure you are NOT in the company you want to delete.)
1. Click on the System Information button on the Main Menu (or right click
and select System Info from the shortcut menu).
2. Select the Company ID you want to remove.
3. Click on the Delete Comp button. You are asked if you are sure you want
to remove the company before the delete process is completed.
I am using an earlier
version of Red Wing
Windows software.
Do I need to do
anything to convert
my files?
Version 3.0 installs the program files to the same directory as version 2.0
(rwbs2) and the conversion is handled automatically the first time you open a
company's data files.
If you are updating from version 1.22, the files are installed in a different
directory (rwbs2) than version 1.22. When you go into the Version 3.0 program
the first time you are asked if you want to convert your data. Click on Yes. The
system searches for your SYSSM1.rwd file. Click OK if it brings up the correct
location for that file (it normally it will find the correct location).
When you click on Change Company, all the companies you were using in the
previous version should appear. The first time you switch to each company, it
converts the company and creates the new files for Version 3.0.
Each company’s Version 3.0 data files are located in a subdirectory under the
program directory. For example, if your company’s 3-character code is DAT
and you installed the Version 3.0 software to C:\RWBS2, the new data files are
located in C:\RWBS2\DAT.
6-6
Frequently Asked Questions
I post from DOS
Payroll to the
Windows General
Ledger and/or
Windows Accounts
Payable. Do I have
to do anything
different for Version
3.0?
How do I convert
my DOS data to the
new Windows
software?
If you are converting from Windows, Version 1.22 , YES! The posting
procedure from DOS Payroll to Windows General Ledger (and Windows
Accounts Payable) changed dramatically. If you are currently posting from
DOS Payroll to Windows General Ledger, you must install the following two
components from the Version 3.0 CD-ROM:
Payroll
DOS Latest Improvements
After installing the updated programs, please refer to the following Cue Cards:
DOS Payroll Posting Process Within the Payroll Module
Post from DOS Payroll to the Windows General Ledger
Create Accounts for Payroll
Import DOS Payroll invoices to Windows Accounts Payable
The “Company Setup Wizard” feature will walk you through the conversion.
The Setup Wizard is found in the Help Menu at the top of your Main Menu
screen.
Before converting, you must install your Version 3.0 Windows software and
the DOS Latest Improvements. (See instructions for installing DOS Latest
Improvements from the CD-ROM below). The DOS Latest Improvements will
install the latest DOS to Windows conversion files into your system.
How do I install the
DOS Latest
Improvements from
the CD-ROM?
Insert the CD-ROM in your CD drive. The Installation “Wizard” will launch
automatically. Click on DOS Latest Improvements. Follow the on-screen
instructions. The installation process will search for your DOS Red Wing
directory (normally c:\redwing) and install over the older files. These latest
improvements are ONLY for version 8.0 of the DOS programs! Contact
Red Wing Business Systems (1-800-732-9464) if you have an earlier version.
How do I install
Windows Payroll
from the CD-ROM?
Insert the CD-ROM in your CD drive. The Installation “Wizard” will launch
automatically. Click on Payroll. Follow the on-screen instructions.
Frequently Asked Questions
6-7
I am running into an
error on my system.
What should I try
before calling
Customer Support?
Yes. Check the Errors section in Chapter Six of your Red Wing Windows
Getting Started Guide. You can also find a list of errors on our Web page
www.redwingsoftware.com and in our customer newsletter.
After I closed Red
Wing Windows,
there was an icon at
the bottom of my
screen that said
Microsoft Access.
This is a known problem with the current version of Microsoft Access, Red
Wing’s base program. Occasionally Microsoft Access is unable to close
automatically after running Red Wing Windows. To close it manually, click on
the Microsoft Access icon at the bottom of your screen and click on your Ctrl,
Alt and Del buttons simultaneously on your keyboard. This opens a Close
Program window. Click on Microsoft Access and then click on End Task.
I’m not sure how to
do a procedure in
the Windows
software. Is there
anywhere I can get
the information
without calling
Customer Support?
Should I have any
special information
available before I
call Customer
Support?
6-8
Check the Cue Cards at the Main Menu.
Press F1 (Help) on the screen you are having difficulties with. This will
give you a complete description of the menu item and some How To’s.
Check FAQs in your Red Wing Windows Getting Started Guide, on our
Web page www.redwingsoftware.com and in our newsletters.
1.
Version of the software installed. (The Versions button on the Main Menu
will give you this information.)
2.
System information:
PC Processor (example: 266 MHz Pentium)
RAM (example: 32 MB of memory)
Operating System (example: Windows 95)
3.
If your computers are networked, please have the following information
available:
Type of network (Win95, Novell, Windows NT, LANtastic, etc.)
Know which computer is the server.
Frequently Asked Questions
System Manager
I added a new
module to my Red
Wing software. The
new module shows
up in the sample
company, but not in
my company. What
should I do?
Because your company files were created before the new modules were added,
you must manually create the files for your company.
In System Manager select Create Data Files from the Company Setup Menu.
1.
For the Company to Create Data Files From, select New.
2.
For the Company to Create Data Files For, enter your company's 3character company code.
3.
The system will automatically put a check in the "Create" column for the
newly added modules.
4.
Click on Create.
5.
At the Main Menu, click on Change Company and select your company.
How do I move my
data to a newly
purchased
computer?
Using the Red Wing backup feature (in Red Wing Utilities), make a backup of
both your data files and system files on the original computer. Install the Red
Wing Software on the new computer. Restore both backups onto the new
computer.
How often should I
back up my data?
We recommend that your company data files be backed up each night using a
separate set of diskettes. (Recycle them about once a week.) A system backup is
recommended monthly.
IMPORTANT! Keep at least one backup off-site!
Frequently Asked Questions
6-9
Accounts Receivable
Should I use batch
codes?
Always use batches in a multi-user environment. They let you enter invoices,
print journals and post without locking out other users. Single user systems
often use this option to group transactions, such as by day of week.
Why do paid
invoices appear on
my Open Invoice
report?
Invoices that have been paid during the current month, as well as their
payments, appear on the Open Invoice report until you go through month-end.
After I calculated
finance charges and
ran statements, I
noticed finance
charges that needed
to be revised or
removed. How can I
correct those
finance charges?
If you have not yet gone through month-end processing, you can revise finance
charges that were calculated.
How can I reverse
unpaid finance
charges for a
customer who is
never going to pay
the finance
charges?
6-10
1.
In Accounts Receivable select Customers from the Setup and Maintenance
Menu. Click on the Balance Tab.
2.
Put the correct finance charge amount in the “Unpaid Finance Charge”
field.
Create a Payment Method for Reversing Finance Charges
1.
In Accounts Receivable select Payment Methods from the Setup and
Maintenance Menu.
2.
Click on the Create New icon on the toolbar
3.
For the Payment Method ID, enter ReverseFC (or something similar)
4.
For the Payment Method, select Other.
5.
Choose the Finance Charge account number.
Frequently Asked Questions
.
Why don't my Sales
by Customer Detail
and Sales by
Customer Summary
reports match?
6.
Each time you need to reverse a finance charge, enter a normal payment,
but instead of choosing Cash or Check for the payment method choose the
ReverseFC method. (This debits the finance charge account instead of the
cash account.)
7.
Post.
These two reports actually include two different types of transactions.
Sales By Customer Detail—Shows ALL sales transactions.
Sales by Customer Summary—Shows all sales transactions that had any
inventory items. If a customer bought both inventory and non-inventory
items, they will all appear on this report. If they bought only non-inventory
items, none of their transactions will appear on this report.
I have a customer
with an outstanding
credit balance. How
do I write a check
for the balance and
clear the books?
1.
Enter an invoice for this customer.
2.
Post the invoice.
3.
Apply the open credit to the newly posted invoice in Enter Payments.
4.
Post.
5.
Go to Edit Transactions in the General Ledger and change the sales
account to the checking account.
6. Manually write a check to the customer.
Frequently Asked Questions
6-11
Accounts Payable
Should I use batch
codes?
Always use batches in a multi-user environment. They let you enter invoices,
print journals and post without locking out other users. Single user systems
often use this option to group transactions, such as by day of week.
I voided a check.
How do I remove
the invoice that it
paid?
Use Void (Reverse) Invoice which creates a debit memo. Accounts Payable
will automatically apply the debit memo to the invoice the next time you go
through a check writing process.
How can I print a
check register
showing all of my
checks?
Select Management Reports and then select the Payment History report.
This report can be sorted in check number order, for all checks or a range of
checks (or a range of dates).
General Ledger
How do I change an
account
description?
I modified financial
statements in a
prior version of the
Windows software.
Will they be available in Version 3.0?
6-12
1.
From Setup and Maintenance select Account Segments/Profit Centers.
2.
Scroll down to the account number with the description being revised.
3.
Change the description.
Yes, your modified reports will automatically convert to the new system.
Frequently Asked Questions
Inventory
In transaction entry,
there are four types
of transactions on
the Sale and
Purchase tabs. How
are they used?
These four scenarios reflect what happens when Inventory is used as a
stand-alone system.
If you would like to track orders received and shipped, enter the original
order as a New Order. When the item is shipped, use Verify Order.
or
Enter a sale using Invoice. This tells the system the item was ordered and
shipped.
Use Misc Credit when items are returned.
If the item you purchased has already been received, enter it on the
purchases tab as an Invoice.
If the item has been ordered, but not yet received, enter as a New Order.
When the item is received enter another transaction using Goods
Received. When using these two transaction types together, you do not
need to enter an Invoice.
How do I assign
different account
numbers to
inventory items?
Each item in Inventory has an account code assigned to it. The account code
allows you to assign different account numbers to individual inventory items.
Frequently Asked Questions
6-13
Purchase Orders
How do I create an
invoice for items
received on
purchase orders
when I haven’t
received the invoice
from the vendor
yet?
1.
In Accounts Payable select Customization from the Setup and
Maintenance Menu. Turn "on" batch processing.
2.
In Accounts Payable, select Batches from the Setup and Maintenance
Menu. Create a new batch called purchord (or something similar).
3.
In Receive Purchase Orders fill in the quantity and click on Receive.
4.
Leave all fields blank, except Invoice Date, which can be left at the
default. Change to the batch that was created in Step 2 (purchord).
5.
Click on Create Invoice.
These first five steps put all invoices created from purchase orders into one
batch in Accounts Payable. NEVER include this batch (purchord) in the
posting process. As you receive the actual invoices from the vendor, follow the
instructions below:
1.
Select Transaction Entry in Accounts Payable. Click on Transaction ID
and choose the transaction created from Purchase Orders for this vendor.
2.
Change the batch to one that will be posted that day.
3.
Fill in the following information: Invoice Number, Invoice Date, Freight,
Sales Tax and Miscellaneous Charges.
4.
Check the prices on line items purchased and edit if needed.
5.
Click on Next Transaction.
This invoice will now be posted along with other transactions for that day.
6-14
Frequently Asked Questions
Errors
3049 or 3343
Corrupt Database
A database can become corrupted a number of different ways (lock-ups, loss of
network connection, power surges, etc.). To correct the error, rebuild the
module referred to in the error message. For example, if the error says “Error
creating main AR batch,” you must rebuild the Accounts Receivable file for
your company. To rebuild a file follow these instructions:
Before you begin: Make a BACKUP of your data files.
1.
Everyone must exit Red Wing Windows Software.
2.
Click on Start, Programs, Red Wing Windows and Red Wing Utility or
choose the Red Wing Utilities icon.
3.
Log in as Administrator.
4.
Click on Repair.
5.
Click on Data.
6.
Click in the white field to the right of Database Path to open a browse
screen.
7.
Choose the drive and path your data files are located in. For example,
select c:\rwbs2\xxx (where xxx is your three-character company code).
8.
Choose the correct file on the left side of the screen. Click OK.
9.
Click on Start.
10. When the rebuild is complete, click on Compact and Start.
11. If this does not resolve the 3049 or 3343 error, please call Red Wing
Customer Support.
If you receive a 3343 error, it is probably because you have not installed
the required Windows NT network changes.
Frequently Asked Questions
6-15
3040
Disk I/O Error
The system has detected a bad spot on the hard drive. Follow these instructions
to run a Windows 95 scandisk on the drive.
1.
Everyone must exit Red Wing Windows Software.
2.
Click on Start, Programs, Accessories, System Tools, Scandisk.
3.
Click on the C drive.
4.
Click on Standard.
5.
Click on Automatically Fix Errors.
6.
Click on Start.
If you are running a networked version of Red Wing Windows, also run
scandisk on the server.
3315
Occurs during a
posting procedure from
Accounts Payable or
Accounts Receivable to
the General Ledger.
3000
or
3043
6-16
A customer or vendor name being used on an invoice is blank.
1.
Select Customer Detail (Accounts Receivable) or Vendor Detail (Accounts
Payable) from the Setup and Maintenance Lists Menu.
2.
Click on Preview.
3.
Review all customer/vendor records. Find the record with a blank name
field.
4.
Go to Customers (or Vendors) on the Setup and Maintenance Menu.
5.
Open the record for the customer (vendor) with a blank name.
6.
Enter the Customer name.
7.
Go through the posting process again.
Normally this error is caused by not having the correct Novell Network
parameters set up. Contact your Network Administrator.
Recommended Novell Network parameters (include in Netware’s
AUTOEXEC.NCF file or enter manually from a console prompt):
Set maximum record locks = 200000
Set maximum record locks per connection = 10000
Set maximum file locks = 100000
Set maximum file locks per connection = 1000
Frequently Asked Questions
Rollback 225
During a posting process in Accounts Payable or Accounts Receivable there are
fields that are missing General Ledger account numbers.
Invalid GL Accounts
Error Reading
Drive “X”
1.
Select Customization from the Setup and Maintenance Menu in Accounts
Receivable/Accounts Payable.
2.
Click on the Invalid GL Account List button. (Be sure to include System
Manager when asked.)
3.
Print the report.
4.
Choose a valid account for each field listed on the report.
5.
Go through the posting process again.
Your workstation has lost connection to the server. You must reboot your
workstation.
Please notify your Network Administrator so that the cause of the
disconnection can be found.
Locked Batch
This user is already
logged into the
system. You must
log in with a unique
user code or repair
the database.
This error can be caused by closing out of transaction entry without first
clicking on the Next Transaction button. To unlock the batch:
1.
Select Batch Codes from the Setup and Maintenance Menu.
2.
Click on the Current Activity button to the right of the batch listed in the
error.
3.
Click on the Delete button.
4.
If there are additional users or transactions listed, continue clicking on the
Delete button until the only record in this screen has a blank user and
transaction ID field.
1.
Click OK.
2.
Click on Yes to repair the database.
*If you are on a networked version of Red Wing, all other users must be out of
Red Wing before you click on Yes to repair the database.
Frequently Asked Questions
6-17
NOTES:
6-18
Frequently Asked Questions
Chapter Seven— Toolbars, Menu Bars and
Keyboard Commands
This chapter explains each of the toolbars, menu bars,
report commands and keyboard commands used in Red
Wing Accounting software.
Contents
Introduction ......................................................................................
Toolbars...........................................................................................
Menu Bar Selections.........................................................................
Report Command Buttons ................................................................
Standard Key Commands.................................................................
Menu Bars, Toolbars & Keyboard Commands
7- 2
7- 2
7- 8
7-15
7-16
7-1
Introduction
The Red Wing Accounting Series has numerous options for navigation,
including icons on toolbars, options on menu bars and keyboard commands to
reduce use of the mouse. This chapter explains these navigation tools and can
serve as a helpful reference as you learn the system.
Toolbars
Overview
Eight standard toolbars are available in the Red Wing Accounting software.
Each is pictured, with a detailed explanation.
Main Menu Toolbar — Displayed above the Main Menu.
Change Company — Click on the drop-down box to change to another
company.
Add to Favorites — Add menu option or procedure to the Favorites folder.
Open the desired menu selection and then minimize it. Click on the Add to
Favorites icon to save it as a favorite.
Red Wing Favorites — A pop-up dialog shows all favorites. Highlight a
favorite and click on Go To or double-click to open it. Click on Edit to change
the title of the favorite.
Help Contents and Index — Display online help contents and index.
Explorer Toolbar — Display Red Wing menu selections in standard
Windows explorer menu mode.
7-2
Menu Bars, Toolbars & Keyboard Commands
Maintenance Toolbar — Displayed on Setup and Maintenance screens.
F7
Close — Close current window.
Ctrl S
Save Record — Save the information from the current screen.
Ctrl Home
First Record — Display the first record.
Ctrl Page Up
Previous Record — Display the previous record.
Ctrl Page Down
Next Record — Display the next record.
Ctrl End
Last Record — Display the last record.
Ctrl A
New Record — Add a new record.
Delete Record — Delete a record.
Ctrl F
Find — Find a record
Ctrl N
Find Next — Find next record
Esc
Undo — Clear the last operation. (Tip: Press Esc twice to clear all the
unsaved entries on a record.)
Insert Hyperlink
Spell Check — Check spelling.
F1
Help — Display help topics.
Menu Bars, Toolbars & Keyboard Commands
7-3
Data Entry Toolbar — Displayed on Transaction Entry and other entry screens.
F7
Close — Close current window.
Ctrl S
Save Record — Save the information from the current screen.
Ctrl Home
First Record — Display the first record.
Ctrl Page Up
Previous Record — Display the previous record.
Ctrl Page Down
Next Record — Display the next record.
Ctrl End
Last Record — Display the last record.
Ctrl A
New Record — Add a new record.
Delete Record — Delete a record.
Ctrl X
Cut — Delete the highlighted information in the currently selected field.
Ctrl C
Copy — Copy the highlighted information in the currently selected field.
Ctrl V
Paste — Insert the information that has most recently been cut or copied.
Ctrl F
Find — Find a record
Ctrl N
Find Next — Find next record
Esc
Undo — Clear the last operation. (Tip: Press Esc twice to clear all the
unsaved entries on a record.)
Insert Hyperlink
Spell Check — Check spelling.
F1
7-4
Help — Display help topics.
Menu Bars, Toolbars & Keyboard Commands
Report Toolbar — Displayed on all report screens.
F7
Close — Close current window.
Ctrl P
Print — Send current report to printer.
Preview Report — Display report in Preview mode. See the Print Preview
Toolbar (below).
Output to File — Output report in HTML, MS Excel, MS DOS Text or Rich
Text format.
Reset Report Parameters — Clear the fields to their original default entries.
F1
Help — Display help topics.
Print Preview Toolbar — Displayed in Preview mode.
F7
Close — Close current window.
Ctrl P
Print — Send current report to printer.
Ctrl U
Page Setup — Change margins, page orientation, printers.
Zoom — Toggle between the specified magnification percent and the "best
fit" to view the current report.
One Page — Display one page of the report.
Two Pages — Display two pages of the report.
Multiple Pages — Choose the number of pages to display at one time (up to 2
rows of 3 pages each).
Zoom — Choose the percent of magnification to view.
Menu Bars, Toolbars & Keyboard Commands
7-5
Office Links — Output report to MS Office. Choose from the following
options:
or
or
•
Merge it to Microsoft Word: Outputs report to Microsoft Word.
•
Publish it in Microsoft Word: Outputs report to Microsoft Word in rich
text format (*.rtf)
•
Analyze it in Microsoft Excel: Outputs report to MS Excel in *.xls format
Send — Output report to HTML, MS Excel, MS DOS Text or Rich Text
Format.
Output to Notepad — Output the report to Notepad in MS-DOS text format
(*.txt).
F1
Help — Display help topics.
Inquiry Toolbar — Displayed on inquiry screens.
7-6
F7
Close — Close current window.
Ctrl Home
First Record — Display the first record.
Ctrl Page Up
Previous Record — Display the previous record.
Ctrl Page Down
Next Record — Display the next record.
Ctrl End
Last Record — Display the last record.
Ctrl F
Find — Find a record
Ctrl N
Find Next — Find next record
F1
Help — Display help topics.
Menu Bars, Toolbars & Keyboard Commands
Red Wing Toolbar — Displayed on snapshot screens.
F7
Close — Close current window.
F1
Help — Display help topics.
Explorer Menu Toolbar — Displayed when the Explorer Menu icon
is clicked on the Main
Menu toolbar.
Change Company — Click on the drop-down box to change to another
company.
Add to Favorites — Add menu option or procedure to the Favorites folder.
Open the desired menu selection and then minimize it. Click on the Add to
Favorites icon to save it as a favorite.
Red Wing Favorites — A pop-up dialog shows all favorites. Highlight a
favorite and click on Go To or double-click to open it. Click on Edit to change
the title of the favorite.
Large Icons — List modules horizontally using large icons.
Small Icons — List modules horizontally with small icons.
List — List modules vertically with small icons.
Detail — Show more menu detail, if available.
Help Contents and Index — Display online help contents and index.
Standard Menu — Return to the standard menu mode.
Menu Bars, Toolbars & Keyboard Commands
7-7
Menu Bar Selections
The menu bar selections vary, depending on what is open.
Overview
File Menu — Use these menu selections to close an active window, set up your print options, to
send reports through Microsoft Mail and to exit the Red Wing Windows Accounting applications.
Name
Description
Available From...
Change
Company...
Change
Main Menu
Explorer Menu
Suggestions...
Opens the Product Suggestions form.
Main Menu
Explorer Menu
System Info...
Displays information about the each set of company files.
Main Menu
Explorer Menu
Main Menu
Return to the Main Menu.
Inquiry
Reports
Preview
Process
Setup & Maintenance
Data Entry
Workstation
Date
Change the workstation date. You can also press Ctrl W.
Inquiry
Reports
Process
Setup & Maintenance
Data Entry
7-8
Menu Bars, Toolbars & Keyboard Commands
File Menu Continued
Name
Description
Available From...
Close
Close the active window.
Inquiry
Reports
Preview
Process
Setup & Maintenance
Data Entry
Print Report...
Print the previewed report. Use the options screen to print
multiple copies, select the pages to print, print to a file,
and to determine the print quality.
Reports
Preview
Preview Report... Display report in Preview mode.
Reports
Output To...
Output the active screen in Microsoft Excel format
(*.xls), Rich Text format (*.rtf), MS-DOS text format
(*.txt) or HTML.
Inquiry
Reports
Preview
Setup & Maintenance
Data Entry
Page Setup
Change margins, page orientation, printers.
Preview
Reset Report
Parameters
Clear the fields to their original default entries.
Reports
Exit
Exit from Red Wing.
Main Menu
Explorer Menu
Menu Bars, Toolbars & Keyboard Commands
7-9
Tools Menu — These are generally standard Windows selections that perform unique tasks.
Name
Description
Available From...
AutoCorrect...
Set automatic correction settings.
Main Menu
Explorer Menu
User and Group
Accounts...
Add, change, delete or view user and group information.
Change user logon password.
Main Menu
Explorer Menu
Technical
Support
Utilities...
Display technical support utilities screen. Password is
required to access utilities.
Main Menu
Favorites Menu — This is a standard Windows selection.
Name
Description
Available From...
Add to
Favorites
Add menu option or procedure to the Favorites folder.
Open the desired menu selection and then minimize it.
Click on the Add to Favorites icon to save it as a favorite.
Main Menu
Inquiry
Reports
Process
Setup & Maintenance
Data Entry
Explorer Menu
Open Favorites
A pop-up dialog shows all favorites. Highlight a favorite
and click on Go To or double-click to open it. Click on
Edit to change the title of the favorite.
Main Menu
Inquiry
Reports
Process
Setup & Maintenance
Data Entry
Explorer Menu
7-10
Menu Bars, Toolbars & Keyboard Commands
Edit Menu — These are generally standard Windows selections to use in editing entries and
text.
Name
Description
Available From...
Undo/Can't
Undo Ctrl+Z
Undo the last change or there is no change to undo.
Reports
Setup & Maintenance
Data Entry
Cut Ctrl+X
Write the selected text to the clipboard and delete it from
the field. You can also type Ctrl X.
Reports
Setup & Maintenance
Data Entry
Copy Ctrl+C
Write the selected text to the clipboard. You can also type
Ctrl C.
Reports
Setup & Maintenance
Data Entry
Paste Ctrl+V
Insert the contents of the clipboard at the cursor location.
You can also type Ctrl V.
Reports
Setup & Maintenance
Data Entry
Paste Special
Insert the contents of the clipboard into your document as
text.
Reports
Setup & Maintenance
Reports
Setup & Maintenance
Paste Append
Delete
Remove the selected text from the field. You can also
press Delete.
Reports
Setup & Maintenance
Data Entry
Delete Record
Del.
Delete the entire record.
Reports
Setup & Maintenance
Data Entry
Select Record
Select the record the cursor is in.
Reports
Setup & Maintenance
Data Entry
Menu Bars, Toolbars & Keyboard Commands
7-11
Edit Menu Continued
Name
Description
Available From...
Select All
Records
Ctrl+A
Select all the records.
Reports
Setup & Maintenance
Data Entry
Find Ctrl+F
Find a specified text string.
Reports
Setup & Maintenance
Data Entry
Replace
Ctrl+H
Replace a specified text string with another string.
Reports
Setup & Maintenance
Data Entry
Go to
Go to the first, last, next, or previous record or add a new
record.
Reports
Setup & Maintenance
Data Entry
View Menu — Use these selections to select custom toolbars and to set various Access
options.
Name
Description
Available From...
Zoom
Choose the percent of magnification you want to use to
view the report.
Preview
Pages
Choose to view 1 to 12 pages on-screen.
Preview
Large Icons
List modules horizontally using large icons.
Explorer Menu
Small Icons
List modules horizontally with small icons.
Explorer Menu
List
List modules vertically with small icons.
Explorer Menu
Detail
Show file detail, if available.
Explorer Menu
7-12
Menu Bars, Toolbars & Keyboard Commands
Records Menu — Use these selections to add new records and hide existing records and to
move among records.
Name
Description
Available From...
Save Record
(Shift + Enter)
Save the information from the currently displayed record.
Inquiry
Setup & Maintenance
Data Entry
Refresh
Updates the system with newest entries. Generally used in
networked systems to update all records or to view
updated records (in Inquiry).
Inquiry
Setup & Maintenance
Data Entry
Window Menu — These are standard commands available for most Windows applications.
Name
Description
Available From...
Tile
Horizontally
Arrange open windows side by side.
All menu bars
Tile Vertically
Arrange open windows above each other.
All menu bars
Cascade
Arrange open windows in an overlapping pattern.
All menu bars
Arrange Icons
Arrange program icons in a row at the bottom of the
window.
All menu bars
The lower section of this menu shows all currently open windows.
Menu Bars, Toolbars & Keyboard Commands
7-13
Help Menu — Use these selections to get online help while working in Red Wing Windows
Accounting applications.
Name
Description
Available From...
Red Wing Help
(F1)
Display online help for the currently displayed window.
All menu bars
Contents and
Index
Display the Red Wing online help index. You can access
online help for all applications from this index. (You can
also press the F1 function key for immediate help from
any window.)
All menu bars
Cue Cards
Display the cue card index. You can also access the Cue
Card Contents and Find tabs.
All menu bars
Setup Wizard
Display the Red Wing Company Setup Wizard options
screen. Choose the Wizard you want to follow. The
wizard will guide you through company setup — for users
who are converting from Red Wing DOS systems and for
users who are new to Red Wing.
Main Menu
Red Wing On
the Web...
Access the Red Wing Business Systems home page.
All menu bars
About Red
Wing...
View general information about Red Wing.
All menu bars
Insert Menu — Use this menu to add new records.
Name
Description
Available From...
New Record
Add a new record. (Ctrl+A)
Setup & Maintenance
Data Entry
7-14
Menu Bars, Toolbars & Keyboard Commands
Report Command Buttons
These buttons are displayed at the bottom of report screens.
Overview
Printers... — Use this selection to set up reports to print on different
printers (other than the default Windows printer) or to print multiple
copies of a report. If you do not enter any users/printers on this screen,
the report automatically prints one copy to the default printer. Settings
remain as defaults until changed.
Not available
on all reports
1.
Report Name — The currently selected report is displayed.
2.
User — Choose to redirect the report for a single user by selecting
one user. To select all users, enter an asterisk (*).
If you set up a record for all users (*) as well as for individual users,
the report will print to the current user’s printer(s), if any are set up.
If not, the report uses the all users (*) settings.
3.
Printer — Select the printer to use for the selected user(s).
To Print Multiple Copies, enter two records for the same user.
To Redirect a Report, change to a different printer (other than {Default}).
Alt R
Reset — Clear the fields to their original default entries.
Alt F
File — Save the report to a file, as follows:
• HTML
• Microsoft Excel
• Rich Text Format (Microsoft Word)
• MS-DOS Text
Alt V
Preview — Switch to Preview mode where you can view the report,
print it, output it to a file or other software. For more information see
Preview Toolbar (page 7-5) and Preview Menu Bar (page 7-5).
Alt P
Print — Immediately send the report to the currently selected printer. A
Printing dialog is displayed, showing the progress of your report. When
printing is complete, you are returned to the report screen.
Alt C
Close — Close current window.
Menu Bars, Toolbars & Keyboard Commands
7-15
Standard Key Commands
The Red Wing Windows Accounting Series comes with preset key commands
that activate a variety of functions. You can use the standard key commands or
change key commands through the keyboard selection on the Workstation
Menu.
Overview
Main Menu key commands
Move among menu items to select a menu to work from.
Ctrl W
Change date—Change the Red Wing work date. This date is used as the default
during transaction entry. The default date and time are taken from the date and time
specified by the operating system.
Enter
Select menu item—After highlighting a menu item, press Enter to access that item.
Combo box key commands
Alt
Page Down
Page Up
Ctrl Home
Ctrl End
Enter
7-16
Open—Open the combo box.
Next item—Highlight the next item in the combo box list.
Previous item—Highlight the previous item in the combo box list.
Next page—Display the next page of items in the combo box list.
Previous page—Display the previous page of items in the combo box list.
First item—Highlight the first item in the combo box list.
Last item—Highlight the last item in the combo box list.
Select—Select the highlighted item in the combo box list.
Menu Bars, Toolbars & Keyboard Commands
Field editing key commands
Delete
Back-space
Home
End
Move right—Move the cursor one character or one field to the right. The exact
function depends on the keyboard option you set in Access.
Move left—Move the cursor one character or one field to the left. The exact function
depends on the keyboard option you set in Access.
Delete the character to the right of the cursor.
Delete the highlighted characters.
Delete the character to the left of the cursor.
Delete the highlighted characters.
Start of field—Move the cursor to the first character of the field.
End of field—Move the cursor to the last character of the field.
Detail section key commands
Page Down
Page Up
Ctrl Home
Ctrl End
Move right—Move the cursor one character or one field to the right. The exact
function depends on the keyboard option you set in Access.
Move left—Move the cursor one character or one field to the left. The exact function
depends on the keyboard option you set in Access.
Next screen—Move to the next screen or to the last line if you are on the last screen.
Previous screen—Move to the previous screen or to the first line if you are on the first
screen.
Start—Move to the start of the field.
End—Move to the end of the field.
Enter
Edit—Edit the line item at the cursor.
Insert
Insert/Overwrite—Toggle between insert mode and overwrite mode.
Menu Bars, Toolbars & Keyboard Commands
7-17
Multiple screen/section key commands
Page Up
Display the previous page when not in a detail section. Display the previous page of
records when in a detail section.
Page Down
Display the next page when not in a detail section. Display the next page of records
when in a detail section.
Ctrl Page Up
Ctrl Page Down
Display the previous record.
Display the next record.
Ctrl Home
Display the first record
Ctrl End
Display the last record.
Ctrl A
Create a record. (You can reassign this key.)
Ctrl H
Move the cursor to the first updateable field in the header. (You can reassign this
key).
Ctrl D
Move the cursor to the current field in the detail section. (You can reassign this key.)
Ctrl T
Move the cursor to the first field in the totals section. (You can reassign this key.)
Alt letter
The label for some fields has an underlined letter you can use to form a key command
which places the cursor in the field. For example, the key command that corresponds
to Vendor ID is Alt V.
Red Wing Key Commands
7-18
Ctrl 2
Custom toolbar—Display a custom toolbar
Ctrl A
New record—When in the detail section of a screen, create a record.
Ctrl C
Copy—Copy the highlighted text to the clipboard. (You cannot reassign this key.)
Ctrl D
Go to detail—When on a screen that has a detail section, move the cursor to the detail
section.
Ctrl F
First record—When in the detail section of a screen, move the cursor to the first
record.
Menu Bars, Toolbars & Keyboard Commands
Ctrl H
Go to header—When on a screen that has a header, move the cursor to the header.
Ctrl L
Last record—When in the detail section of a screen, move the cursor to the last
record.
Ctrl M
Main Menu—Move to the Main Menu, but do not close the active screen.
Ctrl N
Next record—When in the detail section of a screen, move the cursor to the next
record.
Ctrl P
Previous record—When in the detail section of a screen, move the cursor to the
previous record.
Ctrl S
Save—Save the current record.
Ctrl T
Go to totals—When on a screen that has a totals section, move the cursor to the totals
section.
Ctrl V
Insert the contents of the clipboard at the cursor. (You cannot reassign this key.)
F1
Help—Shows information about the screen you are working on. (You cannot reassign
this key.)
F2
Lookup—Activate the Lookup command if Lookup is displayed on the status bar.
F3
Delete—Delete the current record.
F6
Maintenance —Activate the Maintenance command if Maint is displayed on the
status bar. For example, on a transaction entry screen, you can use this command in
an ID field to go directly to the appropriate Setup and Maintenance selection to
update information.
F7
Save and exit—Save changes and exit from the screen or menu. If you are at a menu,
you will exit the Red Wing Accounting system.
F10
Calculator—Display an online calculator.
Ctrl F1
Keyboard commands—Show the keyboard command assignments. (You cannot
reassign this key.)
Shift F1
Custom help—Start custom help. (You cannot reassign this key.)
Shift F9
Update list—Update a combo box list after you have used a maintenance function.
Menu Bars, Toolbars & Keyboard Commands
7-19
Esc
Esc Esc
Page Up
Page Down
Tab
Shift Tab
7-20
Undo field—Undo the changes you made in the current field if changes have not been
saved.
Undo the changes you made in the current record if changes have been saved.
(You cannot reassign this key.)
Undo all—Undo the changes you made. However, in some cases changes you made
may have been saved and cannot be undone. (You cannot reassign this key.)
Previous screen—Move the cursor to the previous screen of a multi-screen function.
Previous record—Move the cursor to the previous record on a single-screen data entry
or maintenance screen.
(You cannot reassign this key.)
Next screen—Move the cursor to the next screen of a multi-screen function.
Next record—Move the cursor to the next record on a single-screen data entry or
maintenance screen.
(You cannot reassign this key.)
Next field—Move the cursor to the next field.
Previous field—Move the cursor to the previous field.
Next item—Highlight the next item in the combo box list.
Previous item—Highlight the previous item in the combo box list.
Menu Bars, Toolbars & Keyboard Commands
Chapter Eight — Red Wing Utilities
Use these Red Wing features to maintain your valuable
data. Backups are particularly important and should be
made routinely as a part of every business day.
Contents
Introduction..............................................................................
Backup/Restore Utilities
Make Backups .................................................................
Restore Data ...................................................................
Database Utilities
Repair a Database...........................................................
Compact a Database .......................................................
Database Files and Locations ..........................................
Red Wing Utilities
8-2
8-2
8-3
8-4
8-5
8-6
8-1
Introduction
These procedures give you control over your valuable data.
Backups are essential to the smooth operation of your business. You
should follow a regular schedule of backups. They are easy to do and
absolutely necessary!
Restoring your data is the process used when recovering information from
a backup.
Compacting your database allows you to more efficiently use your
computer's hard drive.
Repairing your database is the first step in salvaging information from a
system "crash." Use it only when a system error occurs that requires it.
You may lose corrupt data.
Backup/Restore Utilities
Make Backups
Use this procedure to back up your data onto a hard drive or a diskette.
Make backups frequently. Also, it is VERY IMPORTANT to keep a set of upto-date backup copies off site. In case of theft, fire, flood or other major
catastrophe, you’ll always have a complete record of your business finances.
1. Select Programs from the Start Menu and select Red Wing Windows.
2. Select Red Wing Utility. A logon dialog box will appear. Enter your logon
name and password and click OK or use the RW Utility icon on your
desktop.
3. On the Utility screen choose Backup/Restore. Click on OK.
4. On the Backup/Restore screen choose Backup.
5. Company ID — You must select a company ID to identify the files being
backed up. Click on the combo box (or type Alt ) and select a company ID
from the list box.
8-2
Red Wing Utilities
There is a company ID for every business operation set up in your Red
Wing Windows system. There is also a system database that is shared by
all companies. It is listed in the company ID list box as SystemDatabase.
Every time you make a backup copy of your company files, you should also
make a backup copy of the system database. Back up the system database
to a separate location (hard drive) or to a separate set of disks.
6. Format — Answer Yes, to have the system automatically format new disks
and “quick” format used disks (delete all files and directories). This
method is recommended. It applies only to backups being made to diskette
(not backups to hard drives). If you answer No, the formatting step is
skipped and you are responsible for formatting the diskettes.
7. Destination — The standard Windows file lookup screen pops up when
you click on this field. Accept the default name that will be used for the
backup or enter another file name (do not change the extension -- .zip).
The default file name is the company ID, the month and day. For example,
company ABC being backed up on October 3rd is named abc1003.zip.
Select the destination location. For example, select drive A: if that is where
your backup diskette(s) is located. If backing up to your current hard drive,
be sure to change to a different directory.
Click on Open to return to the Backup/Restore screen.
8. When you are ready to start the backup, insert the first diskette in the
appropriate drive (if you are backing up to a diskette) and click on the
Start button (Alt S).
Restore Data
Use this procedure to restore data from a backup copy.
1. Select Programs from the Start Menu and select Red Wing Windows.
2. Select Red Wing Utility. A logon dialog box will appear. Enter your logon
name and password and click on OK.
3. On the Utility screen choose Backup/Restore. Click on OK.
4. On the Backup/Restore screen choose Restore.
5. Overwrite — Answer Yes if you want to overwrite all existing files in the
destination directory. If you answer No, every time the system detects an
existing file, you are asked if you want to overwrite it or not.
6. Source — The standard Windows file lookup screen pops up when you
click on this field. Select the name of the backup zip file (file set) you want
to restore. Click on Open.
Red Wing Utilities
8-3
Next, the Drive Selection dialog is displayed. Use it to select the
destination drive location (by double-clicking on the drive).
7. Click on the Start button (Alt S) to begin the restore process.
8. When you are finished, exit the utility.
Database Utilities
Repair a database
Use this procedure to repair damaged (corrupt) Red Wing databases. This can
happen when your Red Wing system quits unexpectedly because of network
failure, a power outage, or other mechanical problems.
Repairing a database does not guarantee a full return of your data. The best
protection against unforeseen system "crashes" is a good set of backups.
If problems persist, repair each of the underlying Red Wing data-file databases.
Compact the databases after repairs are successfully completed.
Microsoft Access and Red Wing generally ask if you want to repair the
database after damage occurs. In some situations, Microsoft Access and Red
Wing may not detect that a database has been damaged. If a database behaves
unpredictable, use the Repair Database command to repair it.
Before repairing the database, make sure all users have logged out of a multiuser system. You cannot repair the database while users are logged into the
system.
1. Select Programs from the Start Menu.
2. Select Red Wing Windows.
3. Select Red Wing Utility.
4. A logon dialog box will appear. Enter your logon name and password and
click on OK.
5. On the Utility screen choose Compact/Repair. Click on OK.
6. On the Red Wing Utility screen, choose Repair. Choose Data for the Type.
7. Click on the Database Path field to "Select the data path and file name."
Choose the drive your Red Wing data is located on and double-click on
your company ID. Choose the *.rwd file to repair and click on Open.
8-4
Red Wing Utilities
Examples:
c:\rwbs2\sam\samap2.rwd (single user)
f:\rwbs2s\sam\samap2.rwd (network)
8. On the Red Wing Utility screen click on Start to begin the repair process.
9. When the file is repaired successfully, go to Compact the Database.
Compact a
database
Use this procedure to periodically compact your Red Wing databases to
defragment the files and remove deleted records and temporary objects.
Compacting makes a copy of the database, rearranging how the database file is
stored on disk. To speed up performance when accessing data, routinely
compact all Red Wing databases.
See also: Database Files and File Locations.
Before compacting a database, make sure the following conditions are met:
• You have repaired all databases (if you have had problems with the
database).
• All users have logged out of a multi-user system. You cannot compact the
database while users are logged in to the system.
• You have administrative access (set up on the Security Menu) to the
database tables.
• There is enough disk space for the original database and the compacted
database. The compact operation fails if there is not enough disk space.
Make sure you have a backup copy before compacting the database.
1. Select Programs from the Start Menu.
2. Select Red Wing Windows.
3. Select Red Wing Utility.
4. A logon dialog box will appear. Enter your logon name and password and
click on OK.
5. On the Utility screen choose Compact/Repair. Click on OK.
6. On the Red Wing Utility screen, choose Compact. Choose Data for the
Type.
7. Click on the Database Path field to "Select the data path and file name."
Choose the drive your Red Wing data is located on and double-click on
your company ID. Choose the *.rwd file to compact and click on Open.
Examples:
c:\rwbs2\sam\samap2.rwd (single user)
f:\rwbs2s\sam\samap2.rwd (network)
Red Wing Utilities
8-5
NOTE: If you just repaired a database, it will default to that file.
8. On the Red Wing Utility screen click on Start to begin the compact
process.
9. When the file is compacted successfully, exit the utility.
Database Files
and Locations
Listed below are the database file names and their locations relative to the
program location for a single-user system.
Definitions
* = Part of the Red Wing system
xxx = Company ID
Example
Structure
\Executable
rwbs2.mdb*
8-6
\RWBS2\rwbs2.mdb
\RWBS2\rwbssm.mde
\RWBS2\rwbssm2.mdb
\RWBS2\rwbsar.mde
\RWBS2\rwbsap.mde
\RWBS2\rwbsgl.mde
\RWBS2\rwbsgl2.mdb
\RWBS2\rwbsin.mde
\RWBS2\rwbsoe.mde
\RWBS2\rwbspc.mde
\xxx
xxxAR2.RWD
xxxAP2.RWD
xxxGL2.RWD
xxxSM2.RWD
\RWBS2\SAM\SAMAR2.RWD
\RWBS2\SAM\SAMAP2.RWD
\RWBS2\SAM\SAMGL2.RWD
\RWBS2\SAM\SAMSM2.RWD
\xxx
xxxAR2.RWD
xxxAP2.RWD
xxxGL2.RWD
xxxSM2.RWD
\RWBS2\ABC\ABCAR2.RWD
\RWBS2\ABC\ABCAP2.RWD
\RWBS2\ABC\ABCGL2.RWD
\RWBS2\ABC\ABCSM2.RWD
\sys
syssm2.RWD*
\RWBS2\SYS\SYSSM2.RWD
Red Wing Utilities
Chapter Nine — Technical Comparison between
DOS (Version 8.0) and Windows
This chapter is designed for users of Red Wing's DOS,
Version 8.0 Accounting software who are migrating to the
Windows system. It explains the major differences between
the DOS and Windows systems.
Contents
Introduction..............................................................................
Network Manager .....................................................................
System Manager ......................................................................
Accounts Payable ....................................................................
Accounts Receivable ................................................................
Point of Sale ............................................................................
General Ledger ........................................................................
Inventory..................................................................................
Order Entry ..............................................................................
Project Cost .............................................................................
DOS to Windows Comparison
9- 2
9- 2
9- 2
9- 3
9- 5
9- 7
9- 7
9- 8
9-10
9-10
9-1
Introduction
This chapter is for Red Wing users who are moving from Red Wing DOS
software, Version 8.0 to the Red Wing Windows Accounting Series. The chapter
covers what's new in Windows, what is not handled by Windows, what is
converted (and what is not converted), and what has changed.
Network Manager
New Features in
Windows
1.
Windows uses universal naming conventions on a peer to peer network;
DOS needs one logical drive.
DOS-only
Features
1.
2.
The network version is not capped by the number of users.
The network version is less expensive.
System Manager
New Features in
Windows
1.
2.
3.
4.
5.
6.
7.
8.
9.
9-2
Online cue cards are available for special procedures.
Extensive online help on every screen.
Menu security for all modules. DOS allows it only for General Ledger and
Payroll.
User passwords for all modules.
Error log is available by date range.
User log shows who has come in and out of the system.
Enter user information into the system.
Enter additional country codes.
Set up as many as 1000 inventory items without purchasing the Inventory
module. Not as extensive as the Inventory system, but item, cost, price, and
accounts are easily accessed.
DOS to Windows Comparison
DOS-only
Features
1.
On check reconciliation in DOS you can delete a range of checks; in
Windows you can only delete one at a time.
Renamed
Reports and New
Procedures
1.
2.
Bank accounts are now set up once, instead of in each module in DOS.
Tax codes are set up in System Manager instead of Accounts Receivable. If
you have set up your own tax codes instead of state abbreviations, they will
not convert. You must set them up in System Manager.
Windows Special
Options
1.
Label Wizard – A more extensive version of designing labels. Print labels
for A/R, A/P and INV, including item number bar codes and postnet bar
codes.
Label Printing
2.
Accounts Payable
New Features in
Windows
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
Online cue cards are available for special procedures.
Extensive online help on every screen.
Custom entry options for either invoices or debit memos.
Export to Microsoft Word or Excel for graphing capabilities.
Extensive vendor notes save up to 16 pages of information in a comment file
for each vendor.
The vendor snapshot provides a quick, complete view of vendor activity.
Multiple payment due dates allow up to three separate payment entries.
Extensive reporting capabilities with numerous sorting options.
Specify starting/ending dates for recurring invoices.
Specify beginning balances for recurring invoices and number of payments.
Produce magnetic media 1099s.
Track 1099 totals for two years instead of one year.
Automatically removes temporary vendors.
Perform vendor searches on fields by Name, ID, Contact, Zip Code or Phone
Number.
The number of payment due dates has increased from one to three per
invoice.
Lets you void batches of checks.
Tracks fax numbers and e-mail addresses.
Prints a purchase analysis graph.
Shows vendor totals by item.
DOS to Windows Comparison
9-3
20. Additional notes field is included on the invoice.
21. Windows has distribution codes that let you set up different combinations of
accounts payable, sales tax, freight, and miscellaneous accounts to vendors.
22. ASCII output is built into the program vs. a special option in DOS.
DOS-only
Features
1.
2.
3.
4.
5.
Renamed
Reports and New
Procedures
1.
2.
3.
4.
5.
Windows Special
Options
1.
2.
3.
4.
9-4
During a check run, you can choose more than one checking account.
Accounting method can be either cash or accrual; Windows allows accrual
only.
DOS lets you have multiple check runs. You can have one vendor and print
two checks in the same run. In Windows you go through the check writing
process twice for two separate checks.
During a check run, the overflow of invoices onto the next page does not
assign a check number.
DOS does mass updates; Windows does not.
On DOS you can run a check register anytime, while in Windows you can
only run a check register before you update vendor balances. The payment
history report shows the same information as the DOS check register.
In Windows there is no selection for handwritten checks; you must enter
them as a prepaid check.
A quick check in DOS is now called an online check.
In Windows you must update vendor balances after entering an online check
to affect the cash account. In DOS the cash account is affected as soon as
you move off the last item.
When entering comments on a transaction in Windows, it needs to be
written on the header tab rather than after each detail line.
ASCII Input – Bring in information from other software.
Change Vendor Codes – Windows does not have this special option and
vendor codes cannot be changed.
Check Designer – Not available in Windows.
Purchase Orders – A special option in Windows.
New Features in Windows Purchase Orders
a. Set up standard orders (similar to recurring invoices).
b. Saves original purchase orders for any length of time.
c. Export to Microsoft Word or Excel for graphing capabilities.
d. Custom entry options for either transactions or credit memos.
e. During conversion purchase orders come over as standard orders.
DOS to Windows Comparison
DOS-only Features
a. None.
What Does Not
Convert to
Windows
1.
2.
Recurring invoices
Bank accounts
Reports to Run
After Conversion
1.
Open invoice report
Accounts Receivable
New Features in
Windows
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Online cue cards are available for special procedures.
Extensive online help on every screen.
Custom entry options for either transactions or credit memos.
Export to Microsoft Word or Excel for graphing capabilities.
Extensive customer notes that save up to 16 pages of information in a
comment file for each customer.
The customer snapshot gives a quick, complete view of customer activity.
Up to three scheduled payments allowed per invoice.
Extensive reporting capabilities with numerous sorting options.
Run reports for previous months, including:
a. Any sales report (sales by customer detail and summary).
b. Transaction report.
Splits commission to multiple salespeople.
Bonus or special commissions available by invoice.
Commission adjustments shown on report.
Length of product code (sales category) went from two to six.
Tracks multiple sales tax classes.
Available sales tax levels went from three to five.
Allows tax on tax.
Designates multiple sales reps per customer.
Designates payment method for each customer.
Tracks credit card information.
Set up credit card companies as a customer.
Automatically records credit card payments to the credit card company.
Customer totals by item is no longer a special option.
Multiple statement messages are based on age of balance.
Multiple lines for additional description per inventory item.
Save multiple “ship to” addresses.
DOS to Windows Comparison
9-5
26. Allows search options for customer by ID, Name, Contact, Zip Code or
Phone Number. DOS allows searches by ID and Alternative Codes.
27. Invoice document number went from six to 10 characters.
28. Produce cash receipt report by type of payment.
29. Produce cash receipt report by bank account.
30. Deposits journal.
31. Customer sales analysis graph.
32. ASCII output is built into the program. In DOS it was a special option.
33. Multiple sales representatives per customer.
34. Set up a payment method to use as a default for each customer.
DOS-only
Features
1.
2.
3.
4.
5.
Supports “collected” tax reports.
The unit of measure is printed on invoices; while Windows shows only the
quantity.
Allows multiple commission rates on a single invoice.
Allows a discount by a percentage or dollar amount by item or on the total of
the invoice.
Mass update options.
Renamed
Reports and New
Procedures
1.
2.
Product codes are renamed as System Manager inventory items.
When entering payments they must be applied to an invoice. They are no
longer automatically applied to the oldest invoice.
Windows Special
Options
1.
2.
ASCII Input – Bring information in from other software.
Reprint Invoices – Not a special option. It is now built into the Windows
program.
What Does Not
Convert to
Windows
1.
9-6
Converted data does not come across on the
a. Company aged receivables report
b. Top customer report
2. All unpaid finance charges in DOS will convert into the current unpaid
finance field in Windows.
3. If you have the customer’s name filled in DOS, it will convert to the
company name in Windows. There is no way to distinguish between the
customer’s name and company's name when converting.
4. Converting addresses – You must not have the state names spelled out or
they will extend into the zip code field.
5. Tax Codes are not converted.
6. Recurring invoices are not converted.
DOS to Windows Comparison
Reports to Run
After Conversion
1.
2.
Aged receivables
Open invoice (You may have some invoices that have been paid already and
they will clear during end-of-month.)
Point of Sale
New Procedures
1.
In DOS, discounts are by line item. In Windows the discounts are by percent
and dollar amount based on the line item, invoice total or sale price.
General Ledger
New Features in
Windows
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
DOS-only
Features
1.
2.
3.
4.
Online cue cards help with special situations.
Extensive online help.
Reports can be exported to Microsoft Word or Excel.
Extensive reporting capabilities with numerous sorting options.
Graphs that show account trends and comparisons, by dollars or quantities.
Print transaction lists to include both posted and unposted entries on one
report.
No need to close periods; transactions are date sensitive.
Choose from 10 sample charts of accounts to copy from department to
department, or from company to company.
In addition to budgets, enter forecast balances by percentages, dollars or
yearly allocations.
No end-of-period process.
Modify reports by “account type.”
Working trial balance for end-of-year adjustments, etc.
Not restricted to three periods before end-of-year. Can go back to previous
years anytime.
Batch processing. Windows posts by period only.
Track partnership reports.
Check Writer special option.
No heading accounts on reports in Windows.
DOS to Windows Comparison
9-7
Renamed
Reports and New
Procedures
1.
The transaction list in Windows General Ledger will only print one year at a
time, but previous years' reports can be printed one year at a time.
Windows Special
Options
1.
2.
3.
4.
5.
ASCII Input – Bring in information from other software.
Change Posted Transactions
Consolidated Statements
Change Account Number/Structure
Report Designer
What Does Not
Convert to
Windows
1.
2.
3.
4.
Queues and projects
Modified reports
There is no longer a partnership report
Heading, primary, and subsidiary accounts are no longer available.
Reports to Run
After Conversion
1.
Financial statements
Inventory
New Features in
Windows
9-8
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Online cue cards help with special situations.
Extensive online help.
Extensive reporting capabilities with numerous sorting options.
Produces a shortage report for assemblies.
Increased sorting options on reports.
Export to Microsoft Word or Excel for graphing capabilities.
Process physical inventory by a count tag and/or worksheet.
Pictures can be stored in the system.
Track comments and additional description back to the item number.
Price breaks.
User-defined fields.
Assign substitute items to inventory items.
Subassembly levels went from zero to five.
Automatically creates serial numbers.
Item reorder levels by location.
Tracks UPC code by unit of measure.
Enter material requisitions. Tracks internal use departmental transfers of
inventory.
DOS to Windows Comparison
DOS-only
Features
18.
19.
20.
21.
22.
23.
24.
25.
26.
Unlimited price calculation markup codes.
“Alias” available for items.
Different selling prices and costs are available by location.
Account codes are assigned to each inventory item.
Lot tracking is built-in; it is no longer sold as a special option.
Unlimited selling prices; DOS has a limit of five.
Unlimited locations; DOS has a limit of 100.
Unlimited characters for units of measure; DOS allows two.
ASCII output is built-in.
1.
Use a different inventory cost method per item (LIFO, FIFO, Average,
Standard, Replacement Costs). Windows only lets you have one system-wide
method.
Replacement Costs as an inventory cost method.
Purchase orders is a separate special option in Windows Accounts Payable.
Mass update option. Windows has mass update of inventory price and costs
only.
2.
3.
4.
Renamed
Reports and New
Procedures
1.
Windows Special
Options
1.
ASCII Input – Bring in information from other software.
What Does Not
Convert to
Windows
1.
Everything should convert.
Reports to Run
After Conversion
1.
2.
Item status report
Valuation report
2.
Transactions that were entered into DOS Inventory are now entered through
Accounts Payable and Accounts Receivable.
Product centers come across as account codes and sales categories in
Inventory.
DOS to Windows Comparison
9-9
Order Entry
New Features in
Windows
1.
2.
3.
4.
5.
6.
7.
8.
DOS-only
Features
1.
2.
What Converts to
Windows
Online cue cards help with special situations and extensive online help.
Custom entry options for inputting orders, quotes, return authorizations,
backorders, and templates.
Pick report.
Export to Microsoft Word or Excel for graphing capabilities.
On the detail open order report, sort by the order date, class code, and sales
rep. ID.
Search by class code and sales rep ID in "Fill Orders." Also, select the sort
order to print by.
ASCII output is built-in.
Option for summary or detailed entry.
Discount by a dollar amount and percentage; Windows calculates by
percentage.
Search by the purchase order number in "Fill Orders."
Nothing converts.
Project Cost
New Features in
Windows
9-10
1.
2.
3.
4.
5.
Import transactions from both the DOS and Windows modules.
More sorting options on reports.
Cost/billing report shows the dollar and percentage profitability.
ASCII output is now built-in.
Project descriptions allow short and long multi-line comments (DOS has a
short comment line).
DOS to Windows Comparison
Chapter Ten — Special Options
Special options are add-on programs that give added
capabilities to Red Wing software. Contact Red Wing
Business Systems or your Red Wing provider for information
on new Special Options.
Contents
Introduction.........................................................................
System Manager
Label Wizard ...............................................................
General Ledger
ASCII Input ..................................................................
Change Posted Transactions .......................................
Report Designer ...........................................................
Change Account Number / Change Account Structure..
Consolidated Statements .............................................
Accounts Receivable
ASCII Input (Customers/Transactions/DOS Payroll) .....
Accounts Payable
ASCII Input (Vendors/Transactions) .............................
Inventory
ASCII Input ..................................................................
Special Options
10-2
10-2
10-2
10-3
10-3
10-3
10-3
10-4
10-4
10-4
10-1
Introduction
These handy add-on programs add even more power to your Red Wing
Accounting software. They interface seamlessly and are designed to meet your
unique needs.
For more information or to order Special Options, contact your Red Wing
provider or Red Wing Business Systems at 1-800-732-9464 or e-mail
sales@redwingsoftware.com.
System Manager
Label Wizard
Use the Label Wizard to create labels for Accounts Payable, Accounts
Receivable, Inventory, Order Entry and Purchase Orders. Based on standard
Avery label sizes and formats you can create labels listing a wide variety of
information and can even print bar codes on labels in a variety of formats.
The Label Wizard takes you step-by-step through the label creation (or editing)
process.
General Ledger
ASCII Input
10-2
The ASCII Input Special Option transfers transaction information from an
ASCII file into the General Ledger. You can use the standard Red Wing ASCII
file format or design a custom definition describing your input file.
Special Options
Change Posted
Transactions
Use this Special Option to change current year posted transactions. You can
make changes to text fields (this capability is also available in Review
Transactions), and can make the following changes to posted transactions:
Change debits, credits, primary quantities, alternate quantities, accounts
and periods. Account balances are adjusted accordingly.
Delete transactions.
Report Designer
This Special Option lets you make major modifications to your Income
Statement or Balance Sheet reports. Use it to change the type of information
that is printed in each column of these reports.
Change Account
Number/Change
Account Structure
Use this Special Option to change an account number. All of the account
information is preserved — the only thing that changes is the account number
itself. Not only is the account number changed in the General Ledger, but also
in all Red Wing modules that interface with the General Ledger.
You can also use this selection to combine one account with another. Do this
by changing an account number to one that already exists. The original
account's totals are then added to the existing account's totals.
Use this selection (a part of the Change Account Number Special Option) to
change the number of segments in your account number structure or to change
the length of an existing account segment. Not only is the account structure
changed in the General Ledger, but also in all Red Wing modules that interface
with the General Ledger.
Consolidated
Statements
Use this Special Option to print consolidated financial statements, combining
more than one company's records.
Special Options
10-3
Accounts Receivable
ASCII Input
(Customers/
Transactions)
Use this selection to transfer transactions or customers from third party
software into Accounts Receivable.
Customers—Read customer information from an ASCII file into the
Accounts Receivable system or modify the definition file used to describe
the format of the ASCII input file.
Transactions—Read transaction information from an ASCII file into the
Accounts Receivable system or create the definition file used to describe
the format of the ASCII input file.
Accounts Payable
ASCII Input
(Vendors/
Transactions)
Use this selection to transfer transactions or vendors from third party software
into Accounts Payable.
Vendors—Read vendor information from an ASCII file into the Accounts
Payable system or modify the definition file used to describe the format of
the ASCII input file.
Transactions—Read transaction information from an ASCII file into the
Accounts Payable system or create the definition file used to describe the
format of the ASCII input file.
Inventory
ASCII Input
10-4
Use this selection to transfer inventory items from third party software into
Inventory, reading item information from an ASCII file into the Inventory
system or modifying the definition file used to describe the format of the ASCII
input file. You can set up your own import definition, or use one of the import
definitions that comes with the system.
Special Options
Chapter Eleven — Accounts (How and When they
are Used)
When you set up your Windows Accounting Series modules,
you are required to enter general ledger-type accounts on
many setup screens. This chapter shows how these
accounts are used throughout the system.
Contents
Introduction.........................................................................
System Manager ................................................................
Accounts Receivable ...........................................................
Accounts Payable ...............................................................
Order Entry.........................................................................
Inventory ............................................................................
General Ledger Accounts
11-2
11-2
11-4
11-6
11-8
11-8
11-1
Introduction
Your "accounting" system is filled with general ledger-type accounts; whether
you post to the General Ledger module or not. In either case, you need to track
certain information by accounts that will have either a debit or a credit affect.
This chapter shows each setup screen that requires an account and how that
account is used by the system.
Abbreviations:
AR
AP
COGS
GL
IN
OE
Accounts Receivable
Accounts Payable
Cost of Goods
General Ledger
Inventory
Order Entry
System Manager
Setup & Maintenance
Bank Accounts
Setup & Maintenance
Tax Locations
Field:
Type of Account:
Normal GL Balance:
Affected By:
GL Cash Account
Checking Account
Debit
AR, Enter Payments
AR, Invoice Entry, Payments
AP, Update Vendor Balances
AP, Void Checks
Debit
Debit
Credit
Debit
Field:
Type of Account:
Affected By:
Tax Liability Account
Sales Tax Payable
AR, Invoice Entry, Invoices with Sales Tax
AR, Invoice Entry, Credit Memos with Tax
Credit
Debit
Field:
Type of Account
Tax Refundable Account
Sales Tax Payable (normally the same
account as above)
Not used by any transactions at this time.
Affected By:
11-2
General Ledger Accounts
Setup & Maintenance
Inventory Items
Field:
Type of Account:
Affected By:
Expense Account
Miscellaneous Expense
Not used by any transactions at this time.
Field:
Type of Account:
Affected By:
Sales Account
Revenue/Income
AR, Invoice Entry, when this item is added
to an invoice
AR, Invoice Entry, when this item is added
to a credit memo
Field:
Type of Account:
Affected By:
COGS Account
Cost of Goods Sold
AR, Invoice Entry, when this item is added
to an invoice
AR, Invoice Entry, when this item is added
to a credit memo
Credit
Debit
Debit
Credit
Note: The system will only assign a transaction
to the COGS and Inventory accounts IF you
have a cost amount entered in the cost field on
the invoice.
Field:
Type of Account:
Affected By:
Inventory Account
Inventory (Asset)
AR, Invoice Entry, when this item is added
to an invoice
AR, Invoice Entry, when this item is added
to a credit memo
Credit
Debit
Note: The system will only assign a transaction
to the COGS and Inventory accounts IF you
have a cost amount entered in the cost field on
the invoice.
General Ledger Accounts
11-3
Accounts Receivable
Setup & Maintenance
Customization Defaults tab
Field:
Type of Account:
Affected By:
Cash Receipts
Checking Account
Not used by any transactions at this time
Field:
Type of Account:
Affected By:
Discounts
Sales Discount Account (Income Account)
AR, Payments posted to invoices that were
entered with an early payment discount
Debit
Inventory
Inventory Account (Asset Account)
AR, Invoice Entry, Detail tab will default
to this Inventory account
Credit
Field:
Type of Account:
Affected By:
Note: This default is only used if you are
selling a non-inventory item and the noninventory item has a cost in the cost field.
Field:
Type of Account:
Affected By:
COGS
Cost of Goods Sold Account
AR, Invoice Entry, Detail tab will default
to this COGS account
Debit
Note: This default is only used if you are
selling a non-inventory item and the noninventory item has a cost in the cost field.
Field:
Type of Account:
Affected By:
Sales
Revenue or Income Account
AR, Invoice Entry, Detail tab will default
to this Sales account
Debit
Note: This default is only used if you are
selling a non-inventory item.
Field:
Type of Account:
Affected By:
Finance Charge
Finance Charge Income Account
AR, Calculate Finance Charges
Note: When you go through the month-end
process, after calculating finance charges,
it will post all finance charges to this account.
11-4
General Ledger Accounts
Credit
Setup & Maintenance
Default Sales/Cost
Accounts
Field:
Type of Account:
Affected By:
Sales Account
Revenue or Income Account
AR, Enter Invoices
(Account codes in Enter Invoices are
optional.)
Credit
Note: If you choose an account code in Enter
Invoices, instead of accepting the defaults, it
will use this account).
*A credit memo debits this account.
Field:
Type of Account:
Affected By:
Cost Account
Cost of Goods Sold Account
AR, Enter Invoices
(Account codes in Enter Invoices are
optional.)
Debit
Note: If you choose an account code in Enter
Invoices, instead of accepting the defaults, it
will use this account).
*A credit memo credits this account.
Setup & Maintenance
Default
Receivables
Accounts
Field:
Type of Account:
Affected By:
Receivables
Accounts Receivable Account
AR, Enter Invoices, Invoice
AR, Enter Invoices, Credit Memo
AR, Enter Payments,
Field:
Type of Account:
Affected By:
Freight
Freight Income Account
AR, Enter Invoices, Invoice, Freight field
on the Totals tab
AR, Enter Invoices, Credit Memo, Freight
field on the Totals tab
Field:
Type of Account:
Affected By:
Misc
Miscellaneous Income Account
AR, Enter Invoices, Invoice, Misc field
on the Totals tab
AR, Enter Invoices, Credit Memo, Misc
field on the Totals tab
General Ledger Accounts
Debit
Credit
Credit
Credit
Debit
Credit
Debit
11-5
Setup & Maintenance
Payment Methods
Field:
Type of Account:
Affected By:
Debit Account
Varies*
AR, Enter Payments
OE, Order Entry, Payments tab (payments
only, not deposits)
Debit
Debit
*Depends on what you are using this payment
method for. For example, if you are setting up
a payment method to reverse finance charges,
the debit account is your Finance Charge
Income Account. Normally this is a checking
account.
Accounts Payable
Setup & Maintenance
Customization Defaults tab
Field:
Type of Account:
Affected By:
Cash
Checking Account
Not used by any transactions at this time
Field:
Type of Account:
Discounts
Purchase Discount Account (Expense
account – offsets expense)
AP, Payments posted to invoices that were
entered with an early payment discount
Affected By:
11-6
Field:
Type of Account:
Affected By:
Inventory
Inventory Account (Asset account)
Not used by any transactions at this time
Field:
Type of Account:
Affected By:
COGS
Cost of Goods Account
Not used by any transactions at this time
General Ledger Accounts
Credit
Setup & Maintenance
Vendors
Field:
Type of Account:
Affected By:
Expense Account
Expense Account
AP, Transaction Entry, Invoice
AP, Transaction Entry, Debit Memo
Debit
Credit
Note: This account will only be used if an inventory
item is not chosen on the Detail tab of Transaction Entry.
If you choose an inventory item, it will use the Inventory
Account for that item.
Setup & Maintenance
Distribution Codes
Field:
Type of Account:
Affected By:
Payables
Accounts Payable Account (Liability Account)
AP, Transaction Entry, Invoice
Credit
AP, Transaction Entry, Debit Memo
Debit
Field:
Type of Account:
Affected By:
Sales Tax
Sales Tax Expense Account
AP, Transaction Entry, Invoice, Sales Tax
field on the Totals tab
AP, Transaction Entry, Debit Memo, Sales
Tax field on the Totals tab
Field:
Type of Account:
Affected By:
Field:
Type of Account:
Affected By:
Freight
Freight Expense Account
AP, Transaction Entry, Invoice, Freight
field on the Totals tab
AP, Transaction Entry, Debit Memo, Freight
field on the Totals tab
Misc
Miscellaneous Expense Account
AP, Transaction Entry, Invoice, Misc field
on the Totals tab
AP, Transaction Entry, Debit Memo, Misc
field on the Totals tab
General Ledger Accounts
Debit
Credit
Debit
Credit
Debit
Credit
11-7
Order Entry
Setup & Maintenance
Customization Defaults tab
Field:
Type of Account:
Affected By:
Discount Acct
Sales Discount Account
Option field: If discounts are given in Order
Entry (this is a sales discount, not an early
payment discount), this account is debited.
Inventory
Setup & Maintenance
Customization Defaults tab
Field:
Type of Account:
Affected By:
Material Expense Acct
Expense Account
Material Requisition Transactions
Field:
Type of Account:
Affected By:
Material Inventory Acct
Inventory Account
Not used by any transactions at this time
Field:
Type of Account:
Affected By:
Material Misc Acct
COGS Account
Not used by any transactions at this time
Field:
Type of Account:
Affected By:
AP GL Offset Account
Accounts Payable or COGS Account
IN, Transactions, Adjustment tab, Decrease
IN, Transactions, Purchase tab, Invoice
Note: Unless you are tracking your payables
through inventory, normally you would use
the COGS account in this field
11-8
General Ledger Accounts
Debit
Debit
Credit
Setup & Maintenance
Customization Defaults tab
Field:
Type of Account:
Affected By:
Account Codes
Credit
Debit
Note: Unless you are tracking your receivables
through inventory, normally you would use
the COGS account in this field
(Continued)
Setup & Maintenance
AR GL Offset Account
Accounts Receivable or COGS Account
IN, Transactions, Adjustment tab, Increase
IN, Transactions, Sale Tab, Invoice
Field:
Type of Account:
Affected By:
Field:
Type of Account:
Affected By:
Field:
Type of Account:
Affected By:
Field:
Type of Account:
Affected By:
Sales Account
Revenue or Income Account
AR, Invoice Entry, Invoice (inventory
item on the Detail tab)
AR, Invoice Entry, Credit Memo
(inventory item on the Detail tab)
IN, Transactions, Sale tab
Credit
Cost of Goods Sold Account
Cost of Goods Sold Account
AR, Invoice Entry, Invoice (inventory
item on the Detail tab)
AR, Invoice Entry, Credit Memo
(inventory item on the Detail tab)
IN, Transactions, Sale tab
Debit
Inventory Account
Inventory Account
AR, Invoice Entry, Invoice (inventory
item on the Detail tab)
AR, Invoice Entry, Credit Memo
(inventory item on the Detail tab)
IN, Transactions, Sale tab
IN, Transactions, Purchase tab
IN, Transactions, Location Transfers
Debit
Credit
Credit
Debit
Credit
Debit
Credit
Debit
Credit
Work In Process
Work In Process
Not used by any transactions at this time
General Ledger Accounts
11-9
Setup & Maintenance
Account Codes
Field:
Type of Account:
Affected By:
Inventory Adjustment
Inventory Adjustment Account (Asset)
IN, Physical Inventory, counted quantity is
less than expected quantity
Credit
IN, Physical Inventory, counted quantity is
more than expected quantity
Debit
IN, GL Adjustment Journal, (automatic
adjustments)
Debit/Credit
Field:
Type of Account:
COGS Adjustment
COGS Adjustment Account (COGS or Expense
Account)
IN, GL Adjustment Journal, (automatic
adjustments)
Debit/Credit
(Continued)
Affected By:
Field:
Type of Account:
Affected By:
Purchase Price Variance
COGS Account (COGS or Expense Account)
Not used by any transactions at this time
Field:
Type of Account:
Physical Count Adjustment
COGS or Inventory Adjustment Expense
Account
IN, Physical Inventory, counted quantity is
less than expected quantity
IN, Physical Inventory, counted quantity
is more than expected quantity
Credit
Transfer Cost
Transfer Expense Account
IN, Transactions, Location Transfers
Credit
Affected By:
Field:
Type of Account:
Affected By:
11-10
General Ledger Accounts
Debit
Red Wing Windows
Accounting — Glossary
activity balance
The activity balance for a period is the sum of
all journal entries posted for the period.
account
A storage unit of financial data in accounting,
usually grouping related information under one
account number.
activity ratios
Ratios that show the sales activity of the
business in relation to its inventory and other
assets; for example, the rate of return on fixed
assets is the ratio of sales to fixed assets.
account categories
In standard accounting practice, divisions into
which accounts of a business are categorized -current assets, current liabilities, equity, income,
expenses, and so on.
account code
Indicates whether the account is a debit, credit
or memo account.
accounting period
Preset units of time in accounting used to track
and report financial information; generally
monthly, quarterly or annually. For example,
you might want a report to include transactions
entered for the month of January.
acknowledgment
A form sent to the customer reporting the
receipt of an order. An acknowledgment gives
the customer an opportunity to look over the
order for accuracy and confirms the order was
received.
activity
The changes in account balances resulting from
transactions (sales, purchases, payments of
wages, adjustments, and other journal entries)
between the business and one or more outside
parties.
actual inventory
Inventory physically on-hand.
adjustment
A type of transaction that corrects differences in
quantity (in Inventory).
aging
The process of classifying accounts receivable or
accounts payable into time periods determined
by the number of days elapsed since the due date
or the transaction entry date.
alias
An alternate name for an inventory item. For
example, the alias for item 700873920PS is
plumbing supplies.
allocate
Earmark inventory for an order. Setting
inventory aside, but not necessarily physically
moving it.
alternate / alternate item
Items that are comparable to or can be
substituted for other items. An alternate item is
used when you sell an item with insufficient
quantities.
amortization
Depreciation applied to intangible assets such as
goodwill and leasehold improvements.
Glossary
12-1
application
A software package made up of several related
programs and files. Usually an application is
named after a common accounting practice; for
example, Accounts Payable, Accounts
Receivable, or General Ledger.
average cost
An inventory costing method. The average cost
method calculates a weighted average cost by
dividing the total cost of all units of an
inventory item by the number of units on hand.
Compare to FIFO, LIFO and standard cost.
assembly
An item that is sold from inventory and built
from other inventory items. Before an assembly
can be sold it must be set up n Maintain
Assemblies and then produced in Produce
Assemblies to take the component items out of
inventory and add the assembly quantity to
inventory.
average price
The average selling price of an item. The
average price is updated each time a purchase is
entered.
You can set up to five levels of
assemblies/subassemblies.
See also: production plan
assets
The resources (such as cash, investments,
manufacturing materials, inventory, buildings,
leases, fixtures) owned by a business. Assets are
entered as debits in asset accounts.
audit trail
A detailed record of accounting activity used to
account for the source of every dollar in the
accounts. Even though the most common types
of accounting errors are eliminated or greatly
reduced when you use the General Ledger
system, you should always create an audit trail.
autosplit
Process by which the General Ledger
automatically splits an expense entry among
several profit centers or other expense accounts.
For example, an overhead expense, such as
utilities, can be entered to account number 637000 and automatically split to account numbers
6730-01, 6730-02, 6735-01 and 6735-02.
12-2
Glossary
back up
To make a copy of data for archival purposes
and to protect important data from computer or
program malfunctions or damage. For example,
back up a history file before removing history so
that you can retrieve the data, if necessary. It is
important to set up a regular routine for making
backups.
backorder
Noun: The unshipped portion of an order.
Verb: To place an order for items not in stock,
but needed to fill an order commitment.
balance
General Ledger: The difference between the
total debit entries and the total credit entries for
an account.
Accounts Payable / Accounts Receivable: The
total amount owed by a customer or owed to a
vendor.
balance forward
At the end of each month all customer activity
(invoices, payments, etc.) is summarized and the
detail is removed. The summary information is
carried over to the next month. The customer's
statement shows detail invoice information for
the current month only.
balance forward customers
Customers whose statements show invoice
details for the current month only and a
summary line for previous months activity.
balance sheet
Definition -- A financial report summarizing
the values of the assets, the liabilities, and the
capital (net worth) of a business at a particular
point in time. In fact, the balance sheet must
satisfy the basic accounting formula:
Assets = Liabilities + Capital
The assets (what is owned) are always listed first
on the balance sheet, while the liabilities and
capital (who owns it) are listed last.
Example -- The basic format of a balance sheet
is shown below:
Assets
Liabilities
Capital
$
$
$
$$$$
$
$
$
$$$
$
$$$$
base cost
The cost used for calculating prices as a markup
from cost.
base price
A price assigned to each unit.
batch
A group of items, locations, bins, product lines,
and user-defined fields that are assigned an ID.
Batch IDs are used in the physical count process
to group similar items.
batch code
A code, up to six characters, assigned to each
transaction. One batch code can be assigned to
multiple transactions. The transactions are then
posted by batch, rather than individually
bin number
A number that identifies the location of an item.
burden
The dollar amount or percentage applied to each
project for indirect expenses. These costs are not
directly attributable to a project (such as phone
bills, insurance, and electricity) or are costs that
are difficult to assign to a specific project (such
as employer's share of FICA, workers'
compensation costs, and State Unemployment
costs).
In Project Cost the burden cost can either be a
rate (burden amount that is multiplied times the
quantity being recorded) or a percent (burden
percent that is multiplied times the total cost
that is being recorded).
Add burden costs at either of two levels:
1.
Project -- Set up a different burden rate or
percent for each project. All cost
transactions entered for the project have
this burden amount/rate applied.
2.
Category Code -- Set up a specific burden
rate or percent for each cost classification
within a category. For example, enter a
burden rate for the labor classification
within a category, but no burden rate for
equipment rental for that same category.
As each transaction is entered into Project Cost,
the burden amount is calculated and attached to
that transaction. You can change burden rates
anytime during the life of the project. Only
transactions entered after the change are
affected.
Also called Overhead.
Glossary
12-3
Example: A transaction is entered for eight
hours at $9.50 per hour for a total cost of $76.00
($9.50 x 8=$76.00).
• If a burden rate of $7.00 is applied to
this transaction, the total burden
amount is $56.00 ($7.00 x 8 hours).
• If a burden percent of 40% is applied
to this transaction, the total burden
amount is $30.40 (.40 x $76.00).
class code
A code used to sort information for reports.
COGS / cost of goods sold
The beginning inventory plus purchases, minus
the ending inventory.
In the General Ledger it is the general category
an account type fits into -- for example, longterm asset, current asset, or long-term liability.
This information is used to simplify financial
statement setup.
calendar
On any date field you can press Shift F10 to
display a calendar from which you can select
beginning and ending dates.
In Accounts Receivable, class codes are used to
group customers.
In Accounts Payable, class codes are used to
group vendors. For example, you can classify
them by type of product supplied or assigning a
rating system (good, excellent, average, etc.).
capital
Claims on a company’s assets by the owners;
either the capital put up by the owners or the
income earned by the business and not
distributed (retained earnings).
classifications
Predefined subdivisions within each category
code used to track costs, billing, and vendor
information. The Project Cost system has five
cost classifications: Materials, Labor,
Subcontractor, Equipment Rental, and Other.
There is also a billing classification (Accounts
Receivable) and vendor payment classification
(Accounts Payable).
carrying cost percent
The percentage of the total value of inventory.
This amount is used in the EOQ calculation in
the reorder process.
Several reports show summary totals for each
classification code. For example, you can see the
total labor costs for a project, even though it has
several labor categories.
category
A user-defined task or project step used to
accumulate costs, billing totals and vendor
payments. For example, an electrical contractor
could use Main Service, Lighting, and General
cost categories; while a general contractor uses
Permits, Demolition, Excavation, etc.
Each classification is assigned a classification
code as follows:
10 = Materials
20 = Labor
30 = Subcontractor
40 = Equipment
50 = Other
60 = Billings
70 = Vendor Payments
Categories are tracked by user-defined, twocharacter category codes. They can be as general
or as specific as you want.
Each category code can be further subdivided
into classifications.
12-4
Glossary
close
The transfer of the balances from income and
expense accounts to an equity account at the end
of the fiscal year (or quarter) to clear the
accounts for the next year’s entries.
column heading buttons
Buttons that control active/inactive fields in
Transaction Entry and Estimate Entry. "Down"
(light gray buttons) are inactive. Click on a
button to change it from active to inactive and
vice versa.
company
In Red Wing, a business record associated with
its own files, tables, and menu of applications.
Companies are identified by 3-character codes.
compound entry
A journal entry in which a debit is offset by
more than one credit (or vice versa).
conversion
The process of updating existing files, programs,
or applications to the current version.
conversion factor
The portion of the base unit that is the alternate
unit. For example, if the base unit is EACH and
the alternate unit is BOX of 10, the conversion
factor is 10.
copy
This function in Project Cost copies a record
from the most recently modified record to the
current record. For example, if you change a
category code on one record, press Ctrl F5 to
copy all fields to the current record.
costing method
The method used for costing sales and
inventory: FIFO, LIFO, average cost, or
standard cost.
counted quantity
The quantities from the on-hand physical
inventory, generally listed on tags or
worksheets. Compare to frozen quantity.
credit limit
The dollar amount a customer's balance cannot
exceed.
credit memo
A form/entry used to adjust a customer's balance
by decreasing it. A credit memo is the same as a
negative invoice.
customer order pending
An accumulated dollar total of all open orders
for a customer.
customization
The process of setting up the Red Wing
Accounting Series modules to fit your unique
business. Setting up defaults in Setup and
Maintenance, speeds up data entry when you use
the system(s).
debit memo
A form/entry used to adjust a customer's balance
by increasing it.
default
Defaults are system-supplied responses. You
can change default responses to fit your specific
needs. They save you time by eliminating the
need to repeatedly type the same information.
default icon
A "toggle" button available to the right of
the column heading buttons in Transaction
Entry and Estimate Entry. Click on this
button to reset all fields to their default entry
positions or to clear defaults.
count date
The date on which a physical count of inventory
items is taken.
Glossary
12-5
deposit
Payment for an order being shipped in the
future. A deposit is considered a liability in the
General Ledger until the item is shipped.
Example: An order with a deposit is placed in
January for shipment in April. The money is
deposited in the checking account in January,
but is still a liability in the General Ledger.
depreciation
Allocating the cost of using up fixed assets over
time by allocating a portion per accounting
period.
discount
A dollar amount subtracted from the full amount
of a vendor invoice in return for prompt
payment.
discount type
A method of handling discounts in Point of Sale.
distribution code
A code (up to six characters) that indicates how
amounts are to be distributed among general
ledger accounts. For example, in Accounts
Payable it indicates how amounts are to be
distributed among general ledger payable
accounts (tied to vendor records) and in
Accounts Receivable it indicates how amounts
are to be distributed among general ledger
receivable accounts (tied to customer records).
dividends
The portion of the net income paid out directly
to the stockholders as a return on their capital
investment.
division code
An optional code, up to six characters, that can
be used in sorting reports in Accounts Payable.
Typically, division codes indicate branches or
departments of a company. They are set up in
12-6
Glossary
Division Codes on the Accounts Payable Setup
and Maintenance Menu.
Economical Order Quantity (EOQ)
The quantity at which it is most economical to
place an order.
expenses
The costs incurred in earning the income: the
cost of goods sold, wages, rent, and so on.
F2=Lookup
Use the F2 function key to locate a specific
customer, invoice, vendor, order, etc. You can
search by customer ID, name, zip code, contact,
or phone. For example, if you need the customer
ID and you know only the contact, you can
locate it by searching by contact.
This command is available when
is displayed on the status bar.
EXAMPLE:
Replace Button -- Use this button on the
Lookup screen to change from one customer to
another. For example, if customer JUSTICJ is
shown on the Transaction Entry screen, you can
press the F2 key, select the customer you want to
change to, and click on the Replace button. The
selected customer ID is used as a replacement on
the current transaction.
Find Button -- Use this button to find a specific
item, using the following procedure:
1. Select the search criteria you want to
"Lookup By" (for example, Contact.).
2. Enter the name of the specific
customer you want to find (the name,
phone, zip code, etc., etc. selected to
Lookup By).
3. Click on the Find button. The
customer ID field on the entry screen
is changed to the selected customer.
F3=Delete
Use the F3 key to delete information, such as a
user-defined code or a record. You can also click
to delete a record.
on the trash can icon
F6=Maintenance
Use the F6 key to update information without
having to quit your current task. For example, if
you are entering transactions and discover the
customer ID has not been set up, you can
double-click on the Customer ID entry field (or
press F6) and define the customer, then return to
the transaction.
Unit Amount
This command is available when
is displayed on the status bar.
F7=Close Window
Use the F7 function key to save the information
on the active screen, close the active window
and return to the prior window. You can also
click on the close window icon
close an active window.
Unit Cost
to save and
F9=Default
This function is available in Project Cost.
Depending on the field, this function key is
available in transaction entry, import
transactions, estimate entry, and import
estimates as follows:
Class
Fills in the first
classification that was set
up for the current
category. A category is
required.
Source
Fills in the default source
code, PC.
Date
Fills in the workstation
date.
Unit of Measure Fills in the primary unit of
measure that was set up
for the current category
Unit Price
Description
Glossary
and classification. If no
primary unit of measure
was set up, the field is left
blank. Both a category
and classification are
required.
Fills in the unit amount
for the current category
and classification. If
one has not been set up,
the field is left at
.00000. If it is a cost
classification, the unit
cost is used; if it is a
billing, the billing
amount is used; and if it
is a vendor payment,
the field is left at
.00000.
Fills in the unit cost for
the current category and
classification. If one has
not been set up, the
field is left at .00000.
Fills in the unit price
for the current category
and classification. If
one has not been set up,
the field is left at
.00000.
Fills in the description
for the matching
estimate record (or
category description for
estimates), if one has
been entered. If no
estimate description is
available, the field is
left blank. A project,
category and
classification are
required.
12-7
FIFO
A costing method that uses the oldest items in
your inventory as the basis for costing your sales
and inventory. FIFO allocates the oldest unit
costs to the cost of goods sold and the most
recent unit costs to the ending inventory. When
costs rise, the FIFO method yields the highest
net income; when costs fall, the FIFO method
yields the lowest net income. Compare to
average cost, LIFO, and standard cost.
group. For example, a general contractor might
have Residential, Commercial, and
Miscellaneous groups, each with one or more
projects in it. An electrical contractor may have
New Homes, Remodeling, Commercial, and
Industrial groups.
file
A collection of records stored under a particular
name. Option screens often represent files, but
you do not directly see a file.
The Project Cost system comes with three builtin groups: New, Change Order, Rework. You
can also easily add new groups.
fill
The process of allocating quantity shipped
amounts to an open order in preparation for
shipment. After an order is filled, the open order
is turned into an invoice/credit memo.
freeze
A step in physical inventory in which inventory
quantities are calculated and stored before the
inventory is counted.
frozen quantity
The calculated inventory totals that are stored
before the inventory is counted (the quantity you
expect to find). Compare to counted quantity.
general ledger
A record of accounts consisting of a chart of
accounts and associated accounting periods.
General Ledger tracks the effects on accounts
from transactions entered in it and all other
interfaced applications. General Ledger is
updated by all applications that interface with it.
group
Groups are used to classify projects into various
types. You can then compare various types of
projects by group or list all the projects in a
12-8
Glossary
You can produce graphs comparing cost per unit
or profit trends within a single group, or
compare one group against another to see where
your most profitable projects are.
income
The excess of revenues over expenses in an
accounting period.
income statement
A key report showing the financial progress of a
business over a period of time in terms of net
income or loss. The period of time is most
commonly a month, a quarter, or a year.
Net income represents an increase in capital or
owner's equity. Net loss represents a decrease in
capital or owner's equity.
Example -- The basic format of an income
statement is shown below:
Total Income:
Cost of Goods Sold
Gross Profit
Total Expenses
Net Income (Loss)
$XXXX
- XXXX
$ XXX
- XXX
$ XXX
income summary account
An account that holds the net income
temporarily when closing the books, before it is
distributed to various equity accounts.
interface
To join to another application so that
information entered in one application updates
information in another application's files. For
example, all Red Wing Windows Accounting
applications interface to the General Ledger.
inventory
The goods a business owns at a particular time,
whether held for direct sale or for use in
manufacturing goods for future sale. Manufacturing inventory is usually divided into raw
material, work in process, and finished goods.
item number
Number (code) assigned to each inventory item
to identify it. Quantities are unlimited for each
item. Using serial and/or lot numbers to identify
each piece is optional.
journal
A chronological record of transactions.
journal entries
Transactions recorded in a journal.
LIFO
A costing method that uses the last items
brought into inventory as the basis for costing
your sales and inventory. When costs of your
inventory items rise, the LIFO method yields the
lowest net income of all the costing types; when
inventory item costs fall, the LIFO method
yields the highest net income. LIFO is often
preferred when prices rise because it results in a
lower pretax income and a lower tax obligation.
Compare to average cost, FIFO, and standard
cost.
lead time
The time it takes to process an order
(manufacture or receive the item(s) / packaging)
so that it can be shipped by the required date.
For example, if the lead time is set to five in
Order Entry Customization and the date
required is October 31st, the scheduled ship date
defaults to October 26th (five days before the
required date).
leverage ratios
Ratios used to determine how much the business
is encumbered by its liabilities: the ratio of debt
(liabilities) to assets and of debt to equity.
liabilities
The claims of creditors upon the business’s
resources (assets)—accounts, salaries, taxes, and
so on -- payable to parties other than the owners.
liquidity ratios
Ratios that indicate the amount of cash that
could be available for investment after meeting
short-term obligations. The current liquidity
ratio is the ratio of current assets to current
liabilities. The quick ratio is the ratio of current
assets less inventory to current liabilities.
list price
The basic, published price for each unit without
discounts added to it.
location
Each place your inventory is stored. It is
identified by a Location ID. A default Location
ID is set up in System Manager in Company
Information. Additional locations may be set up
in the Red Wing Inventory system.
lotted items
Items that are grouped for identification and
given a lot number, such as items with the same
shipping, receiving, or expiration date.
magnetic media
A diskette that contains data, submitted to the
federal government in lieu of printed forms.
material requisition
A document used by a business to record
internal use of stock items from its own
warehouse.
Glossary
12-9
memo account
An account that stores various numbers you may
need in calculations; for example, the number of
shares of stock outstanding or the number of
days in each month (for sales reports).
miscellaneous debit
A transaction that nullifies a purchase, resulting
from a return or an adjustment to the purchase
transaction. Miscellaneous debits reduce the
total amount of accounts payable due vendors.
nonserialized item
Regular inventory items identified by the item
ID and description.
online check
A single check printed immediately after
entering an invoice.
open credit
A credit (payment or credit memo) that has not
been applied to a specific invoice.
open invoice customers
Customers whose statements show invoice
details for all unpaid invoices, regardless of age.
open order
An order/backorder that has not totally been
filled.
order
A term used in Order Entry as both a generic
term for any document you enter into the
system, as well as a specific document type. For
example, in Enter Orders you can enter orders,
return authorizations, quotes, etc.
order point
The quantity you want to have on hand when
you reorder an item for a location.
12-10
Glossary
ordering cost amount
The total cost of shipping, stocking, and labor.
This amount is used in the EOQ calculation in
the reorder process.
packing slip
A document sent with an order or partial order
listing the contents. It generally does not contain
prices, but otherwise, has much the same
information as the order/invoice.
partial order
Portion of an order filled (shipped) at any point
in time.
payment terms code / terms code
In Accounts Receivable, a code, up to six
characters, that serves as a shorthand notation
for the payment terms for a customer, such as
COD for cash on delivery.
In Accounts Payable, a code, up to six
characters, that serves as a shorthand notation
for the payment terms from a vendor, such as
COD for cash on delivery. Payment terms
indicate if an early payment discount is
available, the time the discount is available, and
the date payment is due.
penalty type
The percent or amount used to determine the
price when fractional parts of a unit are sold.
periodic inventory
Physical inventory taken at the end of the year to
establish ending inventory.
perpetual inventory
A continuous record of inventory maintained by
keeping detailed records of purchases and sales.
phase
Phases are groupings of categories, generally by
stage of the project. For example you may
complete a house in three phases:
Permits/Planning, Construct Shell, and
Finishing and assign several categories to each
phase. It is then easy to produce reports showing
categories by phase.
The Project Cost system comes with one built-in
phase: ALL. If you do not want to use phases,
use the default ALL for all categories. You can
easily add new phases.
physical inventory
The actual on-hand inventory.
pick report
Document used in-house by the person filling an
order to check off items taken off the shelf as the
order is being filled.
post
To transfer information from one place to
another, usually at the end of the day or at a
distinct break in business.
price code
Price codes are used to set up customer pricing
levels for use when calculating prices for
inventory items, together with the price ID.
Typical price codes could be high, medium and
low volume or wholesale, retail, employees and
non-profit. When setting up customers, you can
assign a price code. They are set up in Accounts
Receivable Setup and Maintenance.
price break
A reduction in price based on quantity, generally
giving increasing discounts as the quantity of
sales increase.
price ID
Price IDs identify your different pricing methods
and are used in Price Calculations (Inventory)
with the customer's price code (set up in
Accounts Receivable) to tell the system how to
calculate prices in transaction entry. You can
assign a default price ID to each item.
priority code
A one-character code used as a selection option
for paying invoices and sorting reports in
Accounts Payable. They are set up in Priority
Codes on the Accounts Payable Setup and
Maintenance Menu.
product line
A category of similar items used for sorting.
production plan
One or more assemblies that need to be built
from inventory. Production plans can be set up
on a one time basis or set up and built on a
routine basis. Once a production plan is set up
you can use it to determine the parts necessary
to produce the assemblies on that plan.
profitability ratios
An indication of how much the net profit is in
relation to the size of the business. The net
profit margin is the ratio of net profit to sales;
the return on assets and return on equity are
the ratios of the profit to total assets and to
equity, respectively. The earnings per share
show the dollar amount of profit per share of
stock.
project
A job or contract; an undertaking. Use the
Project Cost system to track all information
about projects and to record and save costs for
the life of the project.
Included in the project information tracked are
project code; project description; multi-line
comments; customer information; group
information; retainage information; status;
burden information; beginning, ending, and due
dates; last activity and billing dates; and
bid/estimate.
Glossary
12-11
Projects (designated by codes, up to six
characters) are easily set up.
Accounts Receivable) for the same amounts.
You can copy them all at once at the appropriate
times.
prox terms
Terms of a business arrangement which specify
that the payment due date is based on days from
the beginning of the next month. See also,
regular terms.
purchase price variance (PPV)
The difference between the standard cost and the
actual price paid for an item in the standard
costing valuation method. For example, if your
standard cost for an item is $50 and you
purchase the item at $60, the purchase price
variance between the standard cost and what
was paid for the item is $10.
purchases journal
A chronological record of invoices.
quarterly system
The system you use if your basic accounting
period is one week and you close the books at
the end of every quarter (13 weeks). You can
also use a fiscal-year system, with a basic
accounting period of one month.
queue
The placing of more than one item in an orderly
line. In the General Ledger, a queue is a lineup
of reports to be printed, one after the other.
quote
Price estimate of what an order will cost.
ratio analysis
A financial report you can use to assess aspects
of financial performance. There are activity,
leverage, liquidity, and profitability ratios.
recurring invoices/recurring transactions
Invoices you enter regularly, such as for loans
(in Accounts Payable) or produce regularly (in
12-12
Glossary
General Ledger: Transactions you enter
regularly in the same amounts; for example,
depreciation. You can set up recurring
transactions in Recurring Entries on the Set-up
and Maintenance Menu and copy them all at
once at the appropriate times.
regular terms
Terms of a business arrangement which specify
that the payment due date is based on days after
the invoice date. See also, prox terms.
retainage
The dollar amount or the percentage of the total
project cost that is not billed (or the customer
holds back) until the project is complete. This is
also the amount the contractor holds back from
sub-contractors.
The retainage period is the length of time the
retainage can be withheld after completion of
the project.
return authorization
A form/entry used to adjust a customer's balance
by decreasing it.
retained earnings
Income earned by a company during the year,
but not yet distributed as dividends to the
owners/stockholders. Retained earnings form
part of the equity of the business.
reversing entry
A journal entry you make to cancel a previous
entry. It consists of an equal credit to the
account previously debited and a corresponding
debit to the account previously credited.
run code
A six-character code that identifies the group a
recurring invoice belongs to. Frequently days of
the month or week are used for run codes. They
are set up in Recurring Invoices.
In General Ledger a number that identifies the
group a recurring transaction belongs to.
safety stock
The quantity to have on hand as a safeguard
against order process uncertainty.
sales category
Sales categories identify the market you sell
groups of items to and help you analyze sales.
They can be as simple as retail and wholesale or
more complex. You must set up at least one
sales category. The sales categories codes are
used to sort historical information, such as detail
sales history in Accounts Receivable.
scaling
The process of decreasing dollar amounts to the
nearest hundred or thousand dollars, so that
large values fit in less space (or are more
significant). Available scaling factors are by 100
and by 1000.
serialized item
An item that is identified by a serial number,
such as an appliance, a computer, or a stereo
system.
service item
Tasks you perform for customers, such as
service warranties and repair services.
source code
The two character identifier showing where a
transaction originated. For example, the source
code for transactions imported from Payroll is
PR. Source codes are:
PC
PR
AP
AR
IN
Project Cost (includes all
transactions imported from any nonRed Wing software application)
Payroll
Accounts Payable
Accounts Receivable
Inventory
standard cost
A costing method that is an estimate of costs you
set. For example, in a manufacturing operation
the standard cost is the cost of the item plus
costs of raw materials, labor, and overhead.
Compare average cost, FIFO, and LIFO.
standard order
A Transaction Type option available in
Maintain Purchase Orders that lets you create
purchase orders that are never dropped by the
system, do not affect the on order quantity in
Inventory, and are meant to be used as templates
when adding new purchase orders. For example,
if you frequently order the same items from a
vendor, you can set up a standard order to avoid
re-entering the same information each time.
statement contents
Records that control the contents of the
statements and reports you print through the
Financial Statements selection on the
Management Reports Menu.
statements
The standard financial statements (such as the
balance sheet and the income statement) you
produce at the end of each accounting period,
which detail the company’s financial
performance. You can also produce the Ratio
Analysis and other reports (such as sales
reports).
Glossary
12-13
status
The project's current state of activity. Use status
codes to keep active projects separate from
inactive projects. You can then list only active
projects on your daily reports. Use closed
projects for comparisons when similar projects
come up in the future.
Set up your own project status codes or use the
defaults: Active, Inactive, Bid and Closed.
subassembly
An assembly used in building another assembly.
suggest
A function available in Project Cost.
•
•
In transaction entry, press Ctrl F2 to view a
list of default unit amounts for the current
project/category.
In estimate entry, press Ctrl F2 to view a
list of detail unit costs/unit prices for the
current project/category.
These defaults are taken from the category detail
and estimate files. If the list is blank, category
detail or estimates have not been entered.
superseded item ID
An ID assigned to an item that is set up to
replace an item that is no longer available.
tax class
Tax classes are categories of goods or services
that are taxed at a set rate. The system comes
with predefined tax class codes that are
automatically added by the system; you cannot
change them. You can add new tax class codes
or modify the description of existing codes. Tax
classes are set up in System Manager.
tax location group (tax group)
Tax locations are placed into tax location groups
(identified by a Tax Group ID). These are then
used to determine sales tax rates. For example,
12-14
Glossary
Minnesota has a statewide sales tax and the city
of Rochester has a city sales tax. For businesses
in Rochester, you can set up a tax location group
made up of both tax locations. They are set up in
System Manager.
tax location
Tax locations identify the taxing authorities for
which you accumulate sales tax (states, cities,
etc.). Tax locations are set up in System
Manager.
template
An order type that is set up once for frequently
repeated orders and then copied to a standard
order as needed.
temporary vendor
A vendor that is set up for a one time or cash
purchase. The vendor is removed during the
end-of-period process when the balance is zero.
Set up temporary vendors in Vendors on the
Accounts Payable Setup and Maintenance
Menu.
transaction
• In Accounts Receivable, an exchange
between a business and a customer, leading
to an accounting entry. Transactions
include invoices, paid invoices, credit
memos and recurring invoices. Transactions
are recorded in the Cash Receipts Journal,
Sales Journal, Miscellaneous Credits
Journal, Daily Sales Tax Report, Cash
Receipts by Payment Type and Cash
Receipts by Bank.
•
In Accounts Payable, an exchange between
a business and a vendor, leading to an
accounting entry. Transactions include
invoices, paid invoices, debit memos and
recurring invoices. Transactions are
recorded in the Purchases Journal or
Miscellaneous Debits Journal.
•
In General Ledger, an exchange between a
business and another party, leading to an
accounting entry. This entry is recorded in
the Transaction Journal.
trial balance
A report that shows the balance of each account
in the General Ledger. The total credits must
equal the total debits.
UPC
The universal product code that records the
identification number for an item.
printed on a work order do not transfer to the
customer's invoice.
work order comment
A comment that is entered by detail line and is
only printed on orders. Work order comments
do not transfer to an invoice. The comment is
retained until all items are shipped.
workstation date
Press Control W to change the default
workstation date. You must remember to change
the date back to the current date when you are
finished.
validate button
Displayed to the right of each transaction
or estimate in Project Cost. Click on it to
check (validate) the transaction or
estimate. A Transaction Errors or Estimate
Errors screen is displayed, listing any errors.
variance
The difference between two balances for the
same account; for example, between the balance
of this year and last year.
variance amount
The difference between frozen quantities and
calculated (counted quantities x cost) quantities.
vendor
An individual or business that supplies goods or
services.
vendor code
A code, up to 10 characters, used to identify
each vendor. For example, JBCONST for J.B.
Construction. They are set up in Vendors on the
Accounts Payable Setup and Maintenance
Menu.
work order
In-house document describing what must be
done to complete an order. The comments
Glossary
12-15
12-16
Glossary
INDEX
2000, Microsoft version 3-18
3000 error 6-16
3040 error 6-15
3043 error 6-16
3049 error 6-15
32-bit installation 3-10
3315 error 6-16
A
ASCII input special option
accounts payable 10-4
accounts receivable 10-4
general ledger 10-2
inventory 10-4
Access 97 1-2
problems with closing 6-8
account codes
how used 11-1 to 11-10
naming conventions 6-3
sorting 6-2
account description, change 6-12
Accounts Payable
account codes (how they are used) 11-6
ASCII input special option 10-4
DOS to Windows 9-3
post from DOS payroll 6-6
print check register 6-12
removing voided check 6-12
using batch codes 6-12
Accounts Receivable
account codes (how they are used) 11-4
ASCII input special option 10-4
DOS to Windows 9-5
inventory vs. non-inventory trans. 6-11
open invoice report 6-10
outstanding credit balances 6-11
revise/reverse finance charge 6-10
using batch codes 6-10
Adobe Acrobat reader 2-5
activation key 3-9
adding new records 5-9
admin as user name 6-3
B, C
back up data 8-2
backups, frequency 6-9
batch codes
accounts payable 6-12
accounts receivable 6-10
calculator 5-12
calendar 5-12
display online 6-5
change
account number/structure 10-3
company 4-3, 7-8
posted transactions 10-3
single-user to multi-user system 3-8
check box 4-8
check register, print 6-12
checks, how to order 2-7
closing
Microsoft Access 6-8
screens 6-5
codes and IDs
how they are sorted 6-2
restrictions for 6-2
combo box 4-8
command buttons 4-9
commands, frequently used 6-5
compact a database 8-5
company
change 4-3
delete 6-6
open 6-3
set up new 6-4
company setup wizard 1-2
where it is at 2-4
computer, new 6-9
consolidated statements 10-3
control menu box 4-6
converting from DOS to Windows 6-7, 9-2
corrupt database error 6-15
cue cards 2-3
custom help 2-3
Index
1
customer support
when to call 2-1
programs 2-6
forms, how to order 2-7
frequently used commands 6-5
G, H, I, J
D, E, F
General Ledger
accounts (how used) 11-1 to 11-10
ASCII input special option 10-2
change account description 6-12
convert modified financial stmts. 6-12
DOS to Windows 9-7
post from DOS payroll 6-6
change acct. number/structure 10-3
change posted transactions 10-3
consolidated statements 10-3
report designer 10-3
hardware requirements 3-3
help
company setup wizard 2-4
cue cards 2-3
custom 2-3
customer support 2-6
examples, how to use online 2-2
installation 2-4
keyboard commands 5-12
menu 7-14
overview 1-2
practice systems 2-5
training 2-6
icons, installed with system 3-17
IDs, restrictions on / sorting 6-2
insert menu 7-14
installation
2000, install on 3-18
change single-user to multi-user 3-8
directory structure 3-13
hardware/software required 3-3, 3-18
network 3-5, 3-6
Novell Netware parameters 3-6
online help 2-4
peer-to-peer 3-6
Red Wing icons 3-17
registry entries 3-16
setup wizards 3-2
single user 3-4
step-by-step 3-9
uninstall 3-12
data paths 4-3
database files and locations 8-6
dates
change 5-12
how to enter 6-4
delete
a company's files 6-6
records 5-10
directory structure 3-13
disk I/O error 6-15
disk space required 3-3
DOS
payroll 6-6, 6-7
latest improvements 6-7
dot matrix printers 3-3
edit menu 7-11
entry fields 4-8
entry screens 4-4
errors
3000 6-16
3040 6-15
3043 6-16
3049 6-15
3315 6-16
locked batch 6-17
reading drive x 6-17
rollback 225 6-17
user already logged on 6-17
escape 6-5
explorer menu 1-4
DOS, migrating from 9-2
F2 = lookup 1-3, 4-7
F6 = maintenance 4-7
favorites 7-10
features, Red Wing software 1-2
file locations 8-6
file menu 7-8
file, send reports to 7-15
files, converting 6-6
finance charges
reverse/revise 6-10
financial statements, convert 6-12
2
Index
Installation (continued)
Windows NT 3-5
windows upgrade 6-4
Internet address 2-7
Inventory
accounts (how they are used) 11-8
ASCII input special option 10-4
DOS to Windows 9-8
assign accounts to 6-13
transaction types 6-13
invoices, how to order 2-7
K, L, M
key commands
frequently used 6-5
introduction to 5-2
list 5-12
standard 7-16
label wizard 10-2
latest improvements, DOS 6-7
locked batch error 6-17
log in error 6-17
logging into the system 6-3
logon screen 5-1
lookup command 4-7
main menu
introduction to 4-2
navigating 5-3
maintenance command 4-7
manuals, purchase 2-7
maximize buttons 4-7
menu bar 4-6
menu bar selections
edit menu 7-11
favorites menu 7-10
file menu 7-8
help menu 7-14
insert menu 7-14
records menu 7-13
tools menu 7-10
view menu 7-12
window menu 7-13
Microsoft 2000, install on 3-18
Microsoft Access, how to close 6-8
Mid County Supply 5-2
minimize buttons 4-7
name and password 5-1
N, O, P, Q
Network Manager, DOS to Windows 9-2
new
company, set up 6-4
computer, moving files to 6-9
module, adding 6-9
Novell Netware parameters 3-6
online help
company setup wizard 2-4
during installation 2-4
examples, how to use 2-2
open invoice report 6-7
option buttons 4-8
Order Entry
accounts (how they are used) 11-8
DOS to Windows 9-10
output to 7-9
page setup 7-9
password 5-1, 6-3
Payroll
install 6-7
post from 6-7
peer-to-peer installation 3-6
Point of Sale, DOS to Windows 9-7
post from DOS payroll 6-6
practice systems
example 2-5
for hands-on entry 5-1
installing 3-11
print 3-12
preview reports 7-15
print reports 7-15
printer requirements 3-3
printers button 7-15
Project Cost, DOS to Windows 9-10
pull-down menus 4-6
Purchase Orders, create invoice in 6-14
quick selection feature 4-9
R, S
record selector buttons 4-9
records menu 7-13
Red Wing
icons 3-17
standards 4-4
utilities 8-1
registration 5-1
Index
3
registry entries 3-16
repair a database 8-4
report command buttons 7-15
report designer 10-3
reset report parameters 7-9
restore data 8-3
reverse finance charges 6-10
rollback 225 error 6-17
SAM 5-2
sample company 5-2
scroll bar 4-9
server
directory structure 3-15
install to 3-6
setup wizards 3-2
single user
change to multi-user 3-8
directory structure 3-13
installation 3-4
snapshots 1-3
software requirements 3-3
sorting codes and IDs 6-2
standard key commands 7-16
standards, Red Wing 4-4
starting Red Wing software 5-1
status bar 4-7
suggestions 4-3,7-8
support, customer 2-6
system information 4-3, 7-8
System Manager
accounts (how they are used) 11-2
DOS to Windows 9-2
creating new files 6-9
frequency of backups 6-9
label wizard special option 10-2
move to new computer 6-9
T, U, V
technical support utilities 7-10
toolbars
data entry 7-4
explorer menu 7-7
inquiry 7-6
introduction to 4-7
main menu 7-2
maintenance 7-3
Red Wing 7-7
report 7-5
4
Index
tools menu 7-10
training for Red Wing software 2-6
transaction types in inventory 6-13
tutorial, hands-on entry 5-1
uninstall procedure 3-12
upgrades
converting files 6-6
how to install 6-6
user and group accounts 7-10
user guides, purchase 2-7
users/registration 4-3
utilities
backup 8-2
compact a database 8-5
repair a database 8-4
restore data 8-3
versions 4-3
view menu 7-12
voided checks, how to handle 6-12
W, X, Y, Z
window menu 7-13
Windows
requirements 3-3
upgrade 6-4
Windows 2000 3-18
Windows NT
installing practice systems 3-11
requirements 3-3
specifications 3-5
uninstall procedure 3-12
wizard
for company setup 1-2, 2-4, 3-2
installation setup 3-2
workstation
directory structure 3-14
date 5-12, 7-8
install to 3-6
world wide web address 2-7
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