CBS CheckWriter: Getting Started

CLIENT BOOKKEEPING SOLUTION
CHECKWRITER™
Getting Started
version 2007.x.x
TL 20743
(06/08/09)
Copyright Information
Text copyright 1997 – 2009 by Thomson Reuters/Tax & Accounting. All rights reserved.
Video display images copyright 1997 – 2009 by Thomson Reuters/Tax & Accounting. All rights reserved.
Thomson Reuters hereby grants licensees of CS Professional Suite® software the right to reprint this
document solely for their internal use.
Trademark Information
The trademarks used herein are trademarks and registered trademarks used under license.
All other brand and product names mentioned in this guide are trademarks or registered trademarks of
their respective holders.
Contents
1 Welcome! .............................................................................................. 1 Learning about Windows ..................................................................................2 Learning about Client Bookkeeping Solution ....................................................2 Where to begin .................................................................................................3 2 Program Features ................................................................................ 5 CBS CheckWriter reports .................................................................................7 CBS direct deposit feature................................................................................8 Processing cycle ..............................................................................................8 Complete integration with your accountant’s software ...................................10 3 Installation Instructions .................................................................... 11 System requirements .....................................................................................11 Setting the date format for CBS......................................................................12 Special note for Windows Vista users ............................................................12 Installation options ..........................................................................................13 Standalone installation from the Client Bookkeeping Solution CD .............14 Network Administrator installation for CBS ................................................17 Updating CBS software via CBS Connect ......................................................21 Strategies for migrating from a standalone installation to a
network installation .........................................................................................22 Starting the CBS program ..............................................................................23 Client Bookkeeping Solution CheckWriter Getting Started
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Contents
Using the CBS program..................................................................................23 Importing the setup files for your own company.........................................24 Exiting the CBS program ................................................................................24 4 Program Overview ............................................................................. 25 Comprehensive help topics ............................................................................25 Using the Help Topics dialog .....................................................................26 Viewing context-sensitive help ...................................................................27 Viewing frequently asked questions (FAQs) ..............................................29 Viewing help from your accountant ............................................................29 Viewing PDF documents ...........................................................................29 Tips for using the CBS help .......................................................................29 CheckWriter Sample Company database.......................................................30 Features of CBS windows and dialogs ...........................................................31 Differences between windows and dialogs ................................................33 Menu options ..................................................................................................34 Options for using CBS ....................................................................................36 Selecting general data-entry options .........................................................36 Specifying CBS data folders ......................................................................38 Configuring the status bar ..........................................................................39 Predefined check and form layouts ................................................................40 Filtering the list of transactions .......................................................................40 User-defined lists ............................................................................................41 Grouping data for reports and filters ...............................................................42 Tips for working in CBS ..................................................................................43 5 CBS CheckWriter Procedures .......................................................... 45 Viewing company properties for CBS CheckWriter ........................................45 Setting up a checkbook ..................................................................................46 Selecting default checkbooks .........................................................................48 Setting up vendors .........................................................................................48 Setting up employees .....................................................................................49 iv
Client Bookkeeping Solution CheckWriter Getting Started
Contents
Entering checkbook data ................................................................................50 Entering regular checks .............................................................................52 Entering noncalculating payroll checks ......................................................53 Entering deposits .......................................................................................54 Entering other bank items ..........................................................................54 Transferring funds between checkbooks ...................................................55 Recording a journal entry ...............................................................................55 Using memorized transactions .......................................................................56 Setting up memorized transactions............................................................56 Memorizing transactions automatically ......................................................58 Memorizing transactions manually.............................................................58 Adding, editing, or deleting memorized transactions .................................58 Voiding and deleting transactions ...................................................................59 Deleting single items..................................................................................59 Deleting multiple checks at one time .........................................................59 Printing checks ...............................................................................................60 Previewing or printing reports .........................................................................62 Saving backup copies of company data, layouts, and CBS program updates64 To back up company data, layouts, and CBS updates ..............................65 Exporting CheckWriter transactions ...............................................................65 6 Company Setup Issues ..................................................................... 67 Importing your own company’s setup files ......................................................67 Closing and reopening your company database ............................................68 Additional setup tasks ....................................................................................68 Processing transactions for your own company .............................................69 7 Exporting Files to Your Accountant ................................................ 71 Exporting data to a secure server location .....................................................72 8 Layout Editor ...................................................................................... 73 Client Bookkeeping Solution CheckWriter Getting Started
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Contents
9 Support Issues ................................................................................... 77 10 Keyboard Shortcuts ......................................................................... 79 vi
Client Bookkeeping Solution CheckWriter Getting Started
1
Welcome!
Client Bookkeeping Solution® (CBS) is a unique software program that
is designed for business owners and bookkeepers who want to maintain
accurate and comprehensive bookkeeping records while relying on their
accountants for the more complex accounting work and for preparation
of financial reports.
There are several optional modules available for your Client
Bookkeeping Solution software. Your accountant can help you decide
which modules are best for your company.
CBS CheckWriter™ is the core module of your CBS program. It
simplifies the bookkeeping process by streamlining tasks such as data
entry for regular and noncalculating payroll checks, check printing, and
report preparation. It also helps you achieve more accurate results as
you complete all of the financial recordkeeping requirements for your
company. CBS CheckWriter alone provides all the capabilities many
small businesses need for managing their checkbook records. As your
accounting needs grow along with your business, your CBS software can
easily grow with you.
CBS offers a direct deposit feature that can enhance your Client
Bookkeeping Solution software package. If your accountant enables this
feature and you have established a relationship with InterceptEFT, you
can use CBS to process and make electronic payments to vendors, tax
deposit agencies, 401(k) plan administrators, and more.
Client Bookkeeping Solution CheckWriter Getting Started
1
Welcome!
Learning about Windows
This guide assumes that you are already familiar with using Microsoft®
Windows® and its conventions. For help on using your Windows system,
click the Start button on the Windows Taskbar and then choose Help. (If
you are using Windows XP or Vista, choose Help and Support from the
Start menu.)
Learning about Client Bookkeeping Solution
The primary documentation for your CBS software is provided in the
comprehensive Client Bookkeeping Solution help topics, which are
accessible from the program’s Help menu. This getting started guide
provides detailed instructions for installing the software and an overview
of the features available in CBS CheckWriter. It includes information on
the following topics:
2
ƒ
Installing the Client Bookkeeping Solution software and starting,
exiting, and re-opening the CBS program.
ƒ
Using the comprehensive help topics in CBS and viewing the
customized “Help from Your Accountant.”
ƒ
Using the CBS application workspace, shortcut bar, menu
commands, toolbar buttons, and shortcut keys.
ƒ
Selecting options for data entry and for importing/exporting and
backing up/restoring data.
ƒ
Using the CheckWriter Sample Company database (provided with
the software) to review some of the basic procedures that you will
use when processing CBS CheckWriter transactions for your own
company.
ƒ
Entering checks and other transactions.
ƒ
Printing checks.
ƒ
Previewing or printing CBS CheckWriter reports.
ƒ
Backing up the company database and check layouts.
Client Bookkeeping Solution CheckWriter Getting Started
Welcome!
ƒ
Importing the initial setup information for your own company from the
transfer files provided by your accountant and completing a few
additional company setup tasks.
ƒ
Exporting data to your accountant.
Where to begin
Please read each section of this guide and follow each of the steps. As
you’re working in the program, use the context-sensitive help for
information about each field or option. For more complete information on
using your CBS software, open the Client Bookkeeping Solution help
topics. Details on using the help topics are provided in the section that
begins on page 25 of this guide.
After reading through this guide and the getting started guides for your
other licensed CBS modules, you may find it helpful to step through the
applicable procedures in the Client Bookkeeping Solution Tutorial. The
getting started guides for your other licensed modules and the CBS
tutorial are available in portable document format (PDF) from the CBS
Help menu. You must have Adobe® Reader® version 7.0 or higher
installed on your computer before you can view these or other PDF files
that are available in the CBS help.
Once you have become familiar with using CBS by opening and using
the sample company database provided with the software, you can
import your own company’s initial setup files that have been prepared by
your accountant. Then you can begin processing actual transactions.
The steps for importing your company setup data from the accountant’s
transfer files are outlined later in this guide, in the “Company Setup
Issues” chapter that begins on page 67.
Client Bookkeeping Solution CheckWriter Getting Started
3
Welcome!
4
Client Bookkeeping Solution CheckWriter Getting Started
2
Program Features
Depending on how your accountant has customized your CBS software
to meet the specific needs of your company, the CBS CheckWriter
software installed in your office may include features that allow you to do
some or all of the following:
ƒ
Import the CBS setup files prepared by your accountant.
ƒ
Import transactions modified or created by your accountant.
ƒ
Set up a unique password for each CBS user within your company;
each password can have its own unique security settings.
Note: To set up additional CBS users, you must first set up an
administrator user name and password in the File / Security window.
Your accountant may already have done this for you.
ƒ
Customize selected data-entry options so that you can work the way
you like best.
ƒ
Customize CBS toolbars or create your own toolbars and place them
wherever they’re easiest for you to use.
ƒ
Customize your CBS CheckWriter windows and dialogs.
ƒ
Easily access overview help on each dialog or window in CBS and a
short description (called “popup help”) for any field or option.
ƒ
Get help on accomplishing specific tasks or procedures in the
comprehensive help, and access customized help from your
accountant for procedures that are specific to your own company.
ƒ
Add information on the fly during data entry for new general ledger
accounts, vendors, and employees.
Client Bookkeeping Solution CheckWriter Getting Started
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Program Features
6
ƒ
Have CBS memorize information for any type of transaction, either
manually or automatically, and recall existing memorized
transactions automatically to simplify data entry for recurring items.
ƒ
Enter checks, deposits, other bank items, adjustments, and journal
entries.
ƒ
Record both regular checks and noncalculating payroll checks as
unprinted, handwritten, or electronic fund transfer (EFT) items.
ƒ
Attach an electronic note to any transaction that may need special
attention from your accountant.
ƒ
Choose your preferred method of entering FICA-Social Security and
FICA-Medicare amounts for noncalculating payroll checks.
ƒ
Import transactions from a Microsoft Excel® spreadsheet.
ƒ
Consolidate multiple unprinted regular checks for each individual
payee into a single check.
ƒ
Easily determine whether any unprinted checks currently exist, and
continuously monitor balances for all of your checkbooks.
ƒ
Choose various print options for CBS checks and reports.
ƒ
Choose your preferred print order when printing checks and reports,
and choose the number of copies to print for each report.
ƒ
Print checks individually or in batches, or print checks at the same
time you’re printing one or more CBS CheckWriter reports.
ƒ
Print deposit slips, including blank deposit slips with MICR encoding.
ƒ
Preview reports on your computer monitor prior to printing, save
them in a variety of file formats (such as Microsoft Excel or Word®),
or save them as file attachments to email messages.
ƒ
Create mailing labels for vendors and employees using the Vendor
List and Employee List reports.
ƒ
Create custom check layouts using the program’s robust Layout
Editor.
ƒ
Use the “Export to Accountant” feature at the end of each processing
period to send data to your accountant via email or any form of
removable data storage media, or to automatically export data to a
Client Bookkeeping Solution CheckWriter Getting Started
Program Features
secure server location (if your accountant enabled this feature for
your CBS software and if you have an active Internet connection).
ƒ
Download and apply any program updates that may be available for
your CBS software (if enabled by your accountant and if you have an
Internet Service Provider).
CBS CheckWriter reports
ƒ
Unprinted Regular Checks and Unprinted Payroll Checks
ƒ
Printed Regular Checks and Printed Payroll Checks
ƒ
Checkbook Register
ƒ
Deposits List
ƒ
Other Bank Items List
ƒ
Skipped Check Numbers
ƒ
Journal Entries List
ƒ
Unprinted Checks Journal Entry List
ƒ
Chart of Accounts
ƒ
Transactions List
ƒ
Memorized Transaction List
ƒ
1099 Transaction Activity
ƒ
Vendor List
ƒ
Employee List
ƒ
Blank MICR Checks
ƒ
Unsuccessful Checks Audit
For more information about each report, search on CheckWriter reports
from the Index tab of the Help Topics dialog.
Client Bookkeeping Solution CheckWriter Getting Started
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Program Features
CBS direct deposit feature
If your accountant has enabled the direct deposit feature for your CBS
program, you can take advantage of the direct deposit capabilities for
vendor checks entered in CBS CheckWriter.
InterceptEFT (intercepteft.com) is a third-party processing agent that
specializes in transferring funds electronically through the Automated
Clearing House (ACH) network. InterceptEFT provides a service that
converts electronic payment system (EPS) records generated in CBS
into ACH-format files and then transmits the ACH files to the appropriate
financial institutions. You must first establish an account with
InterceptEFT before you can submit EPS records to InterceptEFT.
For detailed information on setting up and using the direct deposit
feature in CBS, please refer to the help topics in the program and to the
direct deposit guide. To view or print this guide in PDF, choose
Help / PDF Guides / Direct Deposit / CBS guide to direct deposit.
Processing cycle
At your own office
With CBS, you can enter transactions, print checks, and print or view
reports at any time. You don’t need to close a period before entering
transactions for a future period.
At the end of each CBS processing period, you will create a special
backup file of company data (or a “snapshot” of all information in the
program) to save as an archive copy in your own office. Then you will
create an export file for your accountant that contains all of the
transaction data that you’ve entered since the last export.
Because the export procedure includes only transactions dated on or
before the export date, you can continue to enter new transactions dated
beyond the export period.
For more information on sending export files to your accountant via
email, search on Email:transmitting export data files to your
accountant via email from the Index tab of the Help Topics dialog.
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Client Bookkeeping Solution CheckWriter Getting Started
Program Features
At your accountant’s office
Once your accountant receives the export data, he or she can retrieve
your transaction data directly from the export file and then begin
processing your transactions. Your accountant will use that data to
prepare your financial statements and may occasionally provide you with
an accountant’s transfer file that contains updated information for you to
import into your CBS program.
Client Bookkeeping Solution CheckWriter Getting Started
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Program Features
Complete integration with your accountant’s
software
Clear, accurate, and timely communication with your accountant is a
crucial aspect of managing your business, and CBS makes it easy. CBS
is fully compatible with the software that your accountant uses. At the
end of each processing period, you export transactions to your
accountant for further processing. Your accountant then retrieves those
transactions and prepares your financial statements and tax reporting
documents for your review and signature.
10
Client Bookkeeping Solution CheckWriter Getting Started
3
Installation Instructions
This chapter includes information on the system requirements for running
your Client Bookkeeping Solution software and instructions for installing
and starting the CBS program.
System requirements
Your accountant can provide you with specific hardware and system
requirements for Client Bookkeeping Solution. In general, your computer
must meet the following minimum requirements:
ƒ
Approximately 150 MB of disk space for installation of the CBS
software and an additional 50 to 100 MB for each CBS company
database.
ƒ
A minimum of a 56 KB or faster modem if you will be downloading
software updates via the Internet. A dedicated high-speed
connection (e.g., cable modem, DSL, T1, T3, or satellite) is
recommended to safeguard against interruptions that can occur with
a typical phone line connection.
ƒ
Windows Vista,™ Windows XP Professional, or Windows 2000
Professional operating system.
ƒ
Monitor resolution of 1024 x 768 pixels or higher. A 15” or larger
monitor is required, but a 17” or larger monitor is recommended.
Note that Client Bookkeeping Solution is designed for professional
production work. The system requirements are based on the assumption
that your business will replace your computer hardware and operating
system approximately every three years. While CBS may operate on less
powerful hardware and operating systems, it probably will not perform at
a level suitable for production work in those environments. As you
Client Bookkeeping Solution CheckWriter Getting Started
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Installation Instructions
increase the processing speed and RAM on your computer, software
performance will also improve.
Setting the date format for CBS
CBS uses the MM/DD/YYYY format for dates throughout the program. In
order to avoid date conflicts in CBS, it is highly recommended that you
set up your computer to use either the MM/DD/YY or the MM/DD/YYYY
format for dates. You can specify the Windows date settings in the
Control Panel / Regional and Language Options dialog.
Notes
ƒ
CBS does not support dates in the DD/MM/YY format.
ƒ
If you enter a two-digit year for birthdates or employee date of hire,
the program assumes the date is within the period 1929 – 2030. For
a date outside this range, you must enter four digits for the year.
ƒ
To have CBS use four digits when displaying the year in dates, mark
the Show Four Digit Years checkbox on the General tab of the
Utilities / Options dialog.
Special note for Windows Vista users
The help system for Client Bookkeeping Solution is not accessible on a
computer running the Windows Vista operating system unless you
download and install the Windows Help program (WinHlp32.exe) for
Vista.
To install the Windows Help program for Vista:
1. Verify that you are logged in to your computer or server as an
administrator.
2. Close all open applications, including anti-virus protection software.
3. Start Internet Explorer, browse to the Microsoft Download Center
(http://microsoft.com/downloads), and enter winhlp32 in the Search
Microsoft.com for field and then click the WinHlp32.exe for
Windows Vista link.
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Client Bookkeeping Solution CheckWriter Getting Started
Installation Instructions
Notes
ƒ
You need to install the Windows Help program on your computer
only once.
ƒ
If you haven’t done so before, you may be prompted to install the
Genuine Windows Validation Component.
ƒ
When prompted, be sure to download the correct file for your
configuration. In most cases, you will need to download the
Windows6.0-KB917607-x86.msu file. But if you are running the
Vista operating system on a 64-bit computer, you need to download
the Windows6.0-KB917607-x64.msu file. If you try to install the
wrong MSU file, you will receive an error message that says, “The
update does not apply to your system.”
Installation options
You can choose to run CBS as a standalone program or allow multiple
users to access the CBS program and/or CBS company databases from
a shared location. Your accountant can help you determine the optimal
configuration for your software and data.
The CBS program
Although it is recommended that you install CBS as a standalone
program for optimal performance, you can run the workstation version of
the program from a shared location. Please note that the installation
configuration of the CBS program (standalone or workstation) in no way
dictates the location of the company databases. If you will be running the
workstation version of CBS, you do not need to apply CBS program
updates for each user sharing the installation. Once you apply the
update to CBS on the workstation, all users will have access to that
updated version.
CBS company databases
You can install CBS company databases to a shared location so that
multiple users can access the data. If you choose to share CBS
company databases, the following statements apply.
ƒ
You can store CBS databases in a shared location for single-user
access, but you must have a multi-user license to allow multiple CBS
users simultaneous access to a single company database.
Client Bookkeeping Solution CheckWriter Getting Started
13
Installation Instructions
ƒ
CBS program performance may be degraded due to network traffic.
ƒ
When running CBS in multi-user mode, it is recommended that the
opportunistic locking be disabled on the machine where the company
data is stored. For further information, please read the DbEnv.txt file
in the CBS program folder. (The default location is C:\Program
Files\Client Bookkeeping Solution.)
Standalone installation from the Client Bookkeeping Solution CD
To install CBS as a standalone program on a local computer, follow the
steps below. You can then run CBS without having to access a shared
location.
1. Verify that you are logged in to your computer or server as an
administrator.
2. Close all open applications, including any background virus
protection software.
3. Insert the Client Bookkeeping Solution CD in the CD drive. The
installation program will start automatically.
4. In the Installation Type dialog, select Standalone and then mark the
applicable optional checkbox(es).
ƒ
Install your accountant’s setup files for Help (Optional).
Choose this option if your accountant has set up a special help
file for your company. The installation program will open a dialog
for you to navigate to the appropriate text file (accthelp.*, where *
represents an appropriate filename extension). CBS will install
this file with the program. Once installed, you can access this
help by choosing Help / Help From Your Accountant.
ƒ
Install your accountant’s setup files for Splash display
(Optional). Choose this option if your accountant provided a
bitmap for CBS to display as the initial splash screen each time
you open the program. The installation program will open a
dialog for you to navigate to the appropriate bitmap file.
5. In the Welcome dialog and license agreement dialog, read the
license agreement carefully. If you agree to accept the terms of the
license agreement, click the Accept button to continue with the
installation.
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Client Bookkeeping Solution CheckWriter Getting Started
Installation Instructions
6. In the Features to Install dialog, you can choose to install the sample
company databases and the predefined check and form layouts by
marking the appropriate checkbox(es) and clicking Next. It is
recommended that you install both.
Note: If this is a first-time installation, you will not be able to print any
checks or forms from CBS unless you install the predefined layouts
or create your own layouts in the Layout Editor.
7. In the Destination Folder dialog, specify the folder to use for any files
that must be installed locally. If there are no previously installed
versions of CBS on this computer, the installation program uses the
following default locations, depending on your operating system:
ƒ
Windows XP or 2000
ƒ
Company data: C:\Program Files\Client Bookkeeping
Solution\Data
ƒ
Form layouts: C:\Program Files\Client Bookkeeping
Solution\Layouts
ƒ
Workspace: C:\Program Files\Client Bookkeeping Solution
If CBS is already installed on the computer but in a different
location, the program will use that path by default.
ƒ
Windows Vista
ƒ
Company data: C:\Users\Public\Documents\Client
Bookkeeping Solution\Data
ƒ
Form layouts: C:\Users\Public\Documents\Client
Bookkeeping Solution\Layouts
ƒ
Workspace: C:\Users\Public\Documents\Client
Bookkeeping Solution\Workspace2007.1
8. Also in the Destination Folder dialog, you can choose to have the
installation program create a shortcut for the CBS program in the
Windows Start menu and/or on the desktop. If you maintain multiple
versions of CBS with the same major version number (XXXX.X or
XXXX.X.Y), the installation program overwrites the existing
shortcuts. Therefore, it is recommended that you rename the
desktop shortcut for the older version before installing CBS. Click
Next.
Client Bookkeeping Solution CheckWriter Getting Started
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Installation Instructions
Notes
ƒ
If the installation program detects an existing installation of CBS,
it will prompt you to uninstall the older version. Click Yes to have
the program uninstall the older version and then install the
current version to the same location.
ƒ
You can maintain multiple versions of CBS on the computer by
specifying a different installation path each time you install a
different version. The program displays a prompt asking if you
want to uninstall the previous version. It is recommended that
you do not maintain multiple versions of CBS.
ƒ
If you have two or more versions of CBS with the same major
version number (XXXX.X or XXXX.X.Y) installed on your
computer, you can determine the version number before
removing an installation as follows:
ƒ
Windows XP or 2000. In the Add/Remove Programs dialog,
highlight the CBS installation, and then click the support
information link below the application name.
ƒ
Windows Vista. In the Programs and Features dialog,
highlight the CBS installation. The version number is
displayed at the bottom of the window.
9. In the Default installation folders dialog, enter or browse to the
folders to use for company data and check and form layouts. Click
Next.
10. In the Ready to Install the Application dialog, verify the folder
locations for the company data and layouts and click Next. To
change any of these folders, click the Back button. Once CBS is
installed, you can change these folder locations on the CBS Data
Folders tab of the Utilities / Options dialog.
11. The Installation in Progress dialog displays the installation progress
as the program installs CBS. When the standalone installation is
complete, the program displays the Client Bookkeeping Solution
Success dialog. Click the Finish button.
12. If the program displays the Installer Information prompt that asks you
to restart your computer, click the Yes button.
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Client Bookkeeping Solution CheckWriter Getting Started
Installation Instructions
Network Administrator installation for CBS
The network administrator for your company may choose to install a
copy of the CBS installation program on a network location. This would
allow multiple users within your office to complete subsequent
standalone or workstation installations without the Client Bookkeeping
Solution CD.
Installation of CBS using the Network Administrator option is a two-part
process.
1. The program creates a Setup.exe file, which is a program-and-data
image of the CBS program files, in folders under the designated
shared folder (usually on the network).
2. The administrator or other users use the Setup.exe file created in
step 1 to install the program on other computers. The options
available to network users for this second part of the installation
process are discussed starting on page 19 of this guide.
Part 1 — Creating the Setup.exe file
To install CBS to a network location, follow the steps below.
1. Verify that you are logged in to your computer or server as an
administrator.
2. Close all open applications, including any background virus
protection software.
3. Insert the Client Bookkeeping Solution CD in the CD drive of the
network computer. The installation program will start automatically.
4. In the Installation Type dialog, select the Network Administrator
option from the drop-down list. You can then mark either or both of
the optional checkboxes. For an explanation of the different options,
refer to the Installation Type dialog section beginning on page 14 of
this guide. Click Next.
5. In the Network Administrator confirmation dialog, the program
displays information about the Network Administrator installation. If
you do not want to complete the Network Administrator installation at
this time, you can exit the installation program or go back to the
previous dialog and select a different installation type. Click Next to
proceed.
Client Bookkeeping Solution CheckWriter Getting Started
17
Installation Instructions
6. If your CBS license allows you to run the program in multi-user
mode, read the information in the Precautions for multi-user data
dialog carefully and then click the Next button.
7. In the Network installation folder dialog, specify the shared folder to
use for the Network Administrator installation. This is where the
program will install the Setup.exe file, the CBS program files, the
layouts, and the sample data. By default, the program uses the first
non-local drive found by the installation program, but you may
specify a different drive. The program uses the \CBS folder by
default.
The installation program creates the following subfolders:
ƒ
CBS\Program Files\Client Bookkeeping Solution: used for
the installation of the CBS program files.
ƒ
Data: subfolder of the designated Network Installation folder.
The program places the sample company databases within this
folder.
ƒ
Layouts: subfolder of the designated Network Installation folder.
The program places the predefined check and form layouts
within this folder.
ƒ
Workspace and Windows: used to support network user
installations.
8. In the Default Folders for Workstation dialog, specify the shared
folders for the workstation installation program to use as the default
location for company data.
18
ƒ
It is recommended that you use the default folders, especially if
workstation users will need access to the sample company data.
ƒ
The program automatically creates a local Data folder during the
workstation installation based on the destination selected for the
components that must be installed locally for the workstation.
The sample company data is installed within this folder for all
workstation users.
ƒ
The program uses the folder designated via the Network
Administrator installation for the actual working company data.
Workstation users will need to navigate to the local path to
access the sample company data if the default data settings are
not accepted during the Network Administrator installation.
Client Bookkeeping Solution CheckWriter Getting Started
Installation Instructions
Note: The workstation installation program does not give you the
option to specify data folders during the installation. Workstation
users may set the data paths in CBS (in the Data Folders tab of
the Utilities / Options dialog) once the installation is complete.
The program maintains the network administrator paths in the
CBS.ini file.
ƒ
The Windows Installer displays a message prompt while it
prepares to install the program. When Part 1 of the installation
process is complete, the program displays a success
confirmation message.
Part 2 — Installing CBS from the Network Administrator installation
To install the CBS software from the Network Administrator installation
as either a workstation or a standalone version, follow the steps below.
You must follow these steps for each computer on which you will be
running CBS.
1. Verify that you are logged in to your computer or server as an
administrator.
2. Close all open applications, including any background virus
protection software.
3. Navigate to the folder designated by the Network Administrator and
then double-click the Setup.exe file.
4. In the Welcome to the CBS Installation dialog, the program advises
you to exit any Windows programs and displays the copyright
information and license agreement. If you agree to accept the terms
of the license agreement, click the Accept button to continue with
the installation.
5. In the Installation Type dialog, select one of the following options
from the drop-down list.
ƒ
If you will be running CBS from a network location, select
Workstation and then follow the steps in the “Workstation
installation from a Network Administrator installation” section.
The program installs only those files required for the workstation
to run the network installation of CBS on the local machine.
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19
Installation Instructions
Note: You must select Workstation to run CBS from a network
administrator installation.
ƒ
To install the complete CBS program to the local machine, select
Standalone and then follow the installation instructions starting
on page 14 of this guide. Note that in the Installation Type dialog,
the option to install the Accountant’s Help files and the
accountant’s splash screen will not be available; the program will
automatically install these if they were selected during the
network administrator installation. Upon installation, the user can
run CBS without having to access the network.
Workstation installation from a Network Administrator installation
1. In the Destination Folder dialog, specify the folder to use for any files
that must be installed locally. If there are no previously installed
versions of CBS on this computer, the installation program uses the
following default paths:
ƒ
For Windows XP or 2000: C:\Program Files\Client Bookkeeping
Solution
ƒ
For Windows Vista: C:\Users\Public\Documents\Client
Bookkeeping Solution\Workspace2007.1
If CBS is already installed on the computer but in a different location,
the program will use that path by default. See the Notes starting on
page 15 of this guide for information on replacing or installing
multiple versions of the program.
The program places the sample data in a Data subfolder of the folder
selected for CBS local workstation installation.
2. Also in the Destination Folder dialog, you can choose to have the
installation program create a shortcut for the CBS program in the
Windows Start menu and/or on the desktop. If you maintain multiple
versions of CBS with the same major version number (XXXX.X or
XXXX.X.Y), the installation program overwrites the existing
shortcuts. Therefore, it is recommended that you rename the
desktop shortcut for the older version. Click Next.
3. In the Ready to Install the Application dialog, verify the folder
locations for the company data and layouts and click Next. To
change any of these folders, click the Back button. Once CBS is
20
Client Bookkeeping Solution CheckWriter Getting Started
Installation Instructions
installed, you can change these folder locations on the CBS Data
Folders tab of the Utilities / Options dialog.
4. The Installation in Progress dialog displays the installation progress
as the program installs CBS. When the standalone installation is
complete, the program displays the Client Bookkeeping Solution
Success dialog. Click the Finish button.
Updating CBS software via CBS Connect
CBS periodically releases software updates, which you can download
and apply via CBS Connect™ as soon as they are available.
For workstation users: When any workstation user downloads or
restores and then applies a software update via CBS Connect (using the
File / Update CBS command), the program automatically updates the
Network Administrator program files shared by all workstation users. In
other words, you must use a workstation installation to update the CBS
program files that are installed on the network.
Note that no other users may be running CBS using the shared data
while a CBS software update is being applied on the network.
For standalone users: Any users who selected the standalone
installation must download or restore and apply the update on their local
machines.
Reinstalling CBS to a server: The Network Administrator installation
does not give you the option to uninstall CBS from the server. If you are
installing a new version of CBS (from CD or from a downloaded file) to
the server, you should first remove the older version manually by
deleting all CBS files. Be sure to back up all data and layouts before
removing the CBS files.
Client Bookkeeping Solution CheckWriter Getting Started
21
Installation Instructions
Strategies for migrating from a standalone
installation to a network installation
If you use shared folders or a network for Client Bookkeeping Solution,
the following facts may help you decide which installation method is best
for your office.
ƒ
Optimal performance is achieved by installing CBS locally. Network
traffic will slow the performance of CBS if either CBS data or
program files are shared.
Important! If your company database is licensed for multi-user
access and multiple users will share the data, you must disable the
opportunistic locking feature on the file server to ensure data integrity
and to prevent irreparable damage to the CBS company database.
For more information, please read the DbEnv.txt file in the CBS
program folder.
22
ƒ
If all users have a workstation installation, you need to update only
the Network Administrator installation with CBS Connect updates.
You can download and apply CBS Connect updates on any
workstation if the logged-in CBS user has rights to do so. No other
user may be running CBS using the shared data while an update is
being applied.
ƒ
During the import from accountant procedures, the program updates
the accountant’s license. Therefore, the program does not allow a
user to import data if other users are currently running CBS using the
shared data.
ƒ
If you will be moving from standalone installations to the Network
Administrator installation, you must manually move your company
data to the shared location. You can either move the predefined
check and form layouts or you can install them from the Client
Bookkeeping Solution CD. If you created any custom layouts, you
must move them to the shared location.
ƒ
It is recommended that you remove local copies of data to avoid
confusion and update of old data.
Client Bookkeeping Solution CheckWriter Getting Started
Installation Instructions
Starting the CBS program
You can start CBS using any of the following methods:
ƒ
If you chose to add the CBS shortcut icon to your desktop
during installation, double-click the CBS icon on your Windows
desktop.
ƒ
If you chose to add CBS to the Start menu during the installation
process, choose Client Bookkeeping Solution 200x.x (where x.x
represents the current version number and extension) from the
Windows Start menu.
ƒ
Double-click any company database file that has .CBS as the
filename extension.
When you open a CBS company database, the program will prompt you
to enter a password. If no password is required, click the OK button.
What’s New in CBS
When you open CBS for the first time after installing a new version, the
program displays a message prompt asking if you would like to view
what’s new in the current version. Click Yes to see a list of the program
changes and enhancements. If you would like the program to display this
prompt each time anyone opens the program, clear the Do not display
this message again checkbox.
You can view the What’s New in CBS help topic at any time by choosing
Help / Client Bookkeeping Solution Help Topics and then double-clicking
the What’s New in CBS topic on the Contents tab.
Using the CBS program
The “Program Overview” chapter of this guide provides general
information on the main CBS features, including the help topics, main
window, menu bar, toolbars, shortcut bar, and options for data entry.
Using the CheckWriter Sample Company database provided with your
CBS software, you can follow some of the step-by-step procedures that
you will use when you begin processing transactions for your own
company in CBS CheckWriter.
Client Bookkeeping Solution CheckWriter Getting Started
23
Installation Instructions
Importing the setup files for your own company
After you have become familiar with CBS by using the sample company
databases that are provided with the software, you can import your own
company’s initial setup files that have been prepared by your accountant.
You can then begin processing actual transactions for your own
company. The steps for importing your company setup data from the
accountant’s transfer files are outlined later in this guide, in the
“Company Setup Issues” chapter, which begins on page 67.
Exiting the CBS program
When you’re ready to close the CBS program, choose File / Exit or click
the Close window
button in the upper-right corner of the CBS
application window.
24
Client Bookkeeping Solution CheckWriter Getting Started
4
Program Overview
This chapter provides a brief overview of the main features in your Client
Bookkeeping Solution software.
Comprehensive help topics
As you read through this guide, you will find it helpful to examine the
overview help for each CBS window or dialog that you open, as well as
the popup help for each menu option, field, or button.
There are a variety of ways to get help and to learn about each of the
features and data-entry windows in CBS using the comprehensive help
topics.
Choose Help / Client Bookkeeping Solution Help Topics.
Client Bookkeeping Solution CheckWriter Getting Started
25
Program Overview
Using the Help Topics dialog
The primary documentation for using your CBS software is provided in
the comprehensive Client Bookkeeping Solution Help Topics dialog.
Use the Contents tab to browse through help topics by category. The
Contents tab resembles a series of books with chapters that contain
overview information and step-by-step procedures for accomplishing
specific tasks.
Use the Index tab to see a list of index entries. You can either type the
words you’re looking for or scroll through the list. When you find the
index entry you want, highlight it and click the Display button.
Use the Find tab to search for a specific word or phrase in any help
topic. (CBS will prompt you to “build” the Find list the first time you use it,
but that process takes only a few seconds.) As you type the word or
words you want to find, CBS displays a list of matching words, as well as
a list of topics that contain those words. When you find the topic you
want to view, highlight it and click the Display button.
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Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
Viewing context-sensitive help
Overview help
To access overview help for the active window or dialog, press
CTRL+F1. For example, the program displays the following overview
help topic for the Checkbook data-entry window.
Client Bookkeeping Solution CheckWriter Getting Started
27
Program Overview
Popup help
You can use any of the methods listed below to view popup help for a
specific field or option within a CBS window or dialog. For example, the
program displays the following popup help topic for the Amount field in
the Checkbook data-entry window.
ƒ
Click the right mouse button on a field label or menu command to
view help for that item.
ƒ
With the cursor inside a field, press F1 to display help on that
specific field.
ƒ
Click either of the following buttons, and when the cursor changes,
click the field or option for which you want to view help.
ƒ
In windows: click the Topic Help
ƒ
In dialogs: click the Help
button on the CBS toolbar.
button in the title bar of the dialog.
Note: To learn about the differences between windows and dialogs,
see the “Differences between windows and dialogs” section on page
33.
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Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
Viewing frequently asked questions (FAQs)
To view answers to questions and issues about each of the CBS
modules your accountant has enabled for you, choose Help /
Frequently Asked Questions.
Viewing help from your accountant
If your accountant included special help for you to use in conjunction with
the Client Bookkeeping Solution help topics, choose Help / Help from
Your Accountant.
Viewing PDF documents
The CBS help includes several PDF documents that provide detailed
information on various areas of the program. To view or print any of
these directly from CBS, you must have Adobe Reader version 7.0 or
higher installed on your computer.
To view any of these PDF documents, choose Help / PDF Guides,
choose the applicable CBS module, and then choose the specific PDF to
view.
Tips for using the CBS help
ƒ
Use the What’s New in CBS help topic to see the latest changes and
enhancements in the program.
ƒ
Overview and procedure topics in the CBS help provide step-by-step
guidance and stay on top to aid you in completing specific tasks.
ƒ
To print an overview or procedure help topic, click the Print button in
the toolbar of the help window. To print any help topic, including a
Client Bookkeeping Solution CheckWriter Getting Started
29
Program Overview
popup help topic, right-click inside the help topic and then choose
Print Topic from the context menu that appears.
CheckWriter Sample Company database
Follow the steps below to open the sample company database and
follow along as this guide shows you some of the features of CBS
CheckWriter.
1. In CBS, choose File / Open Company.
2. In the Open Company Database dialog, double-click the file named
CheckWriter Sample Company.cbs.
3. When the Enter Password dialog opens, leave the password field
blank and click OK. The sample company database is not passwordprotected.
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Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
ƒ
ƒ
Tips
If you exit the CBS program without first closing the company
database you’ve been working with, CBS reopens that company
database automatically the next time you start the program and enter
your password.
You can set up the program to prompt you before closing the
program by marking the Exit Confirmation checkbox on the General
tab of the Utilities / Options dialog.
Features of CBS windows and dialogs
If you do not have a company database open in CBS, the menu bar
across the top of the application window and the shortcut bar at the left
of the main CBS window or “application workspace” include just a few
items. To access and use most of the features and options in CBS, you
first need to open a CBS company database.
Client Bookkeeping Solution CheckWriter Getting Started
31
Program Overview
Note: CBS creates a new company database when you choose File /
Import / From Accountant to import data from your accountant’s transfer
files for the first time. If applicable, you can import data from The
Checkbook Solution (DOS) program by choosing File / Import / From
CBS for DOS just before importing the initial accountant’s transfer files.
When you first open any CBS company database, the main CBS window
looks similar to the illustration below.
Title bar
Menu bar
Toolbar
Shortcut bar
Status bar
Group button
32
ƒ
Title bar – identifies the company database that is currently open.
ƒ
Menu bar – includes commands that open windows for data entry or
dialogs for managing other types of tasks.
ƒ
Toolbar – includes buttons to help during data entry. When you rest
the mouse pointer over any toolbar button, the program displays a
tooltip that shows the button’s name and shortcut keys. You can click
the right mouse button on any toolbar button to see popup help for
Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
that control. Tooltips and right-click help are also available in the
status bar along the bottom of the main window.
ƒ
Shortcut bar – includes several shortcut icons that allow you to
quickly perform general CBS functions. By default, the shortcut bar is
displayed on the left side of the CBS window; however, you can
move it to a different location or close it so that it is not displayed at
all. (You can reopen it at any time by pressing CTRL+G or by
choosing Utilities / Shortcut Bar.) To display smaller icons on the
shortcut bar, right-click on the shortcut bar and choose Small Icon
from the menu that opens.
ƒ
Group buttons – correspond to the CBS modules for which your
company is licensed. For example, you can click the CheckWriter
group button at the bottom of the shortcut bar to view a different set
of shortcut icons related to the main data-entry windows and dialogs
in CBS CheckWriter. If you are licensed for any of the optional CBS
modules, there will be a group button for each licensed module.
ƒ
Status bar – displays useful information about the open company
database. To select the information to display in the status bar,
choose Utilities / Options and click the Status Bar Configuration tab.
Differences between windows and dialogs
In CBS, the term window is used to describe views that are often used
for the main data-entry views. When you are working in an active
window, you can access the menu bar, the shortcut bar, and other
windows and dialogs in the program. By default, CBS operates in singlewindow mode (as specified on the General tab of the Utilities / Options
dialog). When CBS is in single-window mode, there is a single Close
button in the upper-right corner of the view. The window fills
window
the application space vertically and cannot be minimized or resized.
When CBS is not in single-window mode, there are three window control
buttons in the upper-right corner, and the window can be
minimized or resized.
The term dialog is used to describe a view that cannot be minimized or
resized. When you are working in an active dialog, you cannot exit the
program or access any of the menus or other CBS windows or dialogs.
In all dialogs, regardless of the single-window mode setting, there are
buttons in the upper-right corner — one to
two window control
close the window and one to access context-sensitive help.
Client Bookkeeping Solution CheckWriter Getting Started
33
Program Overview
Menu options
When you have a company database open in CBS, the menu bar across
the top of the CBS application window includes several options that
enable you to perform various tasks or access different features in the
program. The following table lists the CBS functions that are accessible
from the menu commands.
Notes
34
ƒ
Menu options are grayed if the current user’s CBS password does
not include security rights to that feature.
ƒ
The commands available on the Edit menu vary, depending on which
CBS window is currently active.
File menu
Opening or closing a company database; opening the
Company Properties dialog to view company information;
deleting a company database; backing up and restoring
company data, layouts, and CBS updates; deleting old
transactions and compacting current data files (when no
company database is currently open); exporting data to your
accountant; importing company setup information from your
accountant; setting up security privileges for the CBS users in
your office; exiting the CBS program; previewing or printing
reports; updating your CBS software program files using CBS
Connect; printing batches of checks and forms along with one
or more reports; opening recently opened company
databases.
Edit menu
Searching through a drop-down list or listview pane; cutting,
copying, and pasting text; specifying fields to skip; restoring
information in the current field or record; deleting, adding,
copying, and pasting selected text; specifying filters;
memorizing a transaction; adding a note to your accountant
to attach to any transaction; finding a specific record within a
data-entry window; switching to Quick Add mode.
Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
Checkbook
menu
Opening a checkbook to enter checks, deposits, other bank
items, and checkbook adjustments (if directed by your
accountant to do so); setting up a new checkbook, including
checkbook-specific security; consolidating regular checks
when multiple checks exist for a single payee or vendor;
choosing a default checkbook for each licensed module;
viewing bank transactions downloaded from your financial
institution (if enabled by your accountant).
Tasks
menu
Recording journal entries; voiding/deleting and duplicating
multiple checks; creating on-demand transactions; submitting
transactions to your financial institution and updating the
transaction submit status (if enabled by your accountant).
If your accountant has enabled the direct deposit feature:
setting up and transmitting electronic payment system (EPS)
records to InterceptEFT.
ƒ
Setup
menu
Adding or updating information for the Chart of Accounts,
employees, vendors, memorized transactions, and financial
institutions; defining filters, user-defined lists, and report
groups; viewing noncalculating payroll departments (if
enabled by your accountant).
Utilities
menu
Opening the Layout Editor for check and form layouts;
displaying the CBS shortcut bar; setting administrator options;
choosing options for using CBS (including data-entry options
and folder locations); customizing the display of toolbars;
resetting view defaults; importing spreadsheet data.
Window
menu
Arranging the open windows in your CBS workspace;
switching between open data-entry windows.
Help menu
Opening the Client Bookkeeping Solution help topics; viewing
PDF guides; viewing custom help from your accountant (if
provided by your accountant) accessing the Adobe website to
install Adobe Reader; viewing frequently asked questions;
using the Internet to upload data to the software vendor;
viewing CBS diagnostic files; viewing information about your
CBS software.
Tips
As with most Windows programs, you can select a command from
any menu by clicking it with the left mouse button. If you prefer to
use your keyboard rather than the mouse to execute a command,
press the ALT key plus the underlined letter in a menu name to
expand the menu, and then press the underlined letter for the menu
command. (For example, to choose the Utilities / Options command,
press ALT+U and then press O.)
Client Bookkeeping Solution CheckWriter Getting Started
35
Program Overview
ƒ
Some of the most commonly used menu commands have special
shortcut keys that allow you to execute the command by pressing
keys on your keyboard. For example, press CTRL+K to open your
default checkbook. If a keyboard shortcut is available for a
command, the program displays the shortcut keys next to the
command on the menu. (A complete list of the keyboard shortcuts
may be found in Chapter 10 of this guide, beginning on page 79.)
Options for using CBS
CBS allows you to choose various settings to configure how you will use
your CBS program when processing transactions for any company
database.
To choose data-entry options, specify data folders, and configure the
status bar, choose Utilities / Options.
All settings on the General and CBS Data Folders tabs are global on a
per-machine basis — that is, the current settings stay in effect on the
current machine until any user on that machine changes them,
regardless of which company database is currently open.
Selecting general data-entry options
Select or review data-entry options on the General tab of the Utilities /
Options dialog by marking the checkbox associated with an individual
option to change its current setting. A mark in the checkbox means the
option is currently selected. When you highlight an item, a brief
explanation of that option appears in the Option Description box.
You may want to use the default settings while you’re first becoming
acquainted with your CBS software. Then, after you’re more familiar with
using the software, you might want to experiment with different settings
to learn which best suit your own work style.
36
Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
To return all options to the program’s default settings, click the Default
All button.
For detailed descriptions of each option, search on Options:Options /
General tab from the Index tab of the CBS Help Topics dialog.
Client Bookkeeping Solution CheckWriter Getting Started
37
Program Overview
Specifying CBS data folders
Click the CBS Data Folders tab to specify the default locations to use for
storing you CBS data, including the company database; export, import,
and backup files; and layouts. These locations were established during
the installation process, as described starting on page 15 of this guide.
Note that the illustration below represents the default paths for a
computer running the Windows XP or 2000 operating system.
For more details, search on Options:Options / CBS Data Folders tab
from the Index tab of the Help Topics dialog.
38
Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
Configuring the status bar
Click the Status Bar Configuration tab to select information to display in
the status bar of the CBS application and the checkbooks or checkbook
groups you want to include in the current and tentative balance
calculations.
Note: The settings on the Status Bar Configuration tab apply to the open
company database only.
Client Bookkeeping Solution CheckWriter Getting Started
39
Program Overview
Predefined check and form layouts
When you set up a new checkbook in CBS, you must select the default
layout to use for each transaction type for each CBS checkbook. You
can select layout(s) on the General tab of the Checkbook / Setup
window.
A number of predefined check layouts and form layouts are included with
your CBS software:
Transaction type
Filename extension
CheckWriter vendor checks
VLY
Noncalculating payroll checks
NLY
Deposit slips
DLY
To view a PDF with descriptions of each of the predefined layouts that
are included with the CBS software, choose Help / PDF Guides / CBS
CheckWriter / CBS CheckWriter Predefined Check and Deposit Slip
Layouts. Note that if you are licensed for any of the optional CBS
modules, the Help menu will include a similar PDF for each licensed
module.
ƒ
ƒ
Tips
To ensure that the predefined layouts are installed, mark the Check
and Form Layouts checkbox in the Features to Install dialog during
the CBS software installation.
If necessary, you can modify a check or form layout using the
enhanced formatting options available in the CBS Layout Editor. For
more information, search on Layout Editor:About the Layout
Editor from the Index tab of the Help Topics dialog.
Filtering the list of transactions
You can define filters to limit the list of items displayed in the listview
pane of the Checkbook data-entry window. You can limit the transactions
by ranges (date, number, ID, description, or amounts), type, transaction
status, or group. When you select a filter, CBS will display only the
transactions that meet the criteria specified for the filter. CBS includes
40
Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
three filters that you cannot modify — All, Current transactions, and
Data-entry session.
You can open the Checkbook Filters dialog using either of the following
methods.
ƒ
Choose Setup / Filters / Checkbook(s)
ƒ
Choose Checkbook / Open and then choose the checkbook you
want to work with. In the Checkbook data-entry window, click the
Filters button.
User-defined lists
There are several fields throughout CBS (for example, City and Zip code)
that share data between modules. These are called user-defined list
fields. You can specify the data that appears in the drop-down list for a
user-defined list field by choosing Setup / Maintain Lists / <List>, where
<List> represents the user-defined list to set up.
For example, to specify the entries in the drop-down list for all City fields
in the program, choose Setup / Maintain Lists / City.
Note: The user-defined lists that are available depend on the CBS
modules installed on your computer.
Client Bookkeeping Solution CheckWriter Getting Started
41
Program Overview
Grouping data for reports and filters
CBS allows you to define groups of data when printing reports and
setting up filters. When printing most reports or setting up filters, you can
select the desired group(s) so that the program includes only information
for the records within the selected group(s).
To set up a group, choose Setup / Groups / <Group>, where <Group>
represents the group to set up. Enter the group name and then select the
entities to include in the group. For example, to set up a vendor group,
choose Setup / Groups / Vendor.
Note: The groups that are available depend on the CBS modules
installed on your computer.
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Client Bookkeeping Solution CheckWriter Getting Started
Program Overview
Tips for working in CBS
ƒ
You can press F2 to save the current record.
ƒ
You can press F3 or right-click in any gray area in the active window
or dialog to display a context menu with commands that are relevant
to that window or dialog.
ƒ
You can click the arrow button to the right of a listbox
field (or press F4) to display that field’s drop-down list of options.
ƒ
You can press the + key on your keyboard in any date field to
increment the date by one day or press the – key to change it to the
previous day. Or you can simply type in a specific date. To select a
date from a popup calendar, you can press F4 and then double-click
the appropriate date.
ƒ
You can press F7 in any amount field to open a popup calculator.
After the program performs the calculation, you can press the
ENTER key on your keyboard or click the = Enter button on the
calculator to have CBS enter the result in the amount field.
ƒ
You can enable the Enter Defaults Previous Record option (on the
General tab of the Utilities / Options dialog) to have the program
automatically use the ID, Description, or Name (depending on the
data-entry window) from the transaction you last saved when you
press the ENTER key during this data-entry session.
ƒ
You can choose Edit / Search List to quickly find a specific item in a
drop-down list.
Shortcut keys:
ƒ
CTRL+L
You can choose Edit / Find to quickly find an existing record in the
active CBS data-entry window.
Toolbar button:
Shortcut keys:
ƒ
CTRL+F
You can choose Edit / Skip to have the program skip over the
current field (unless it is a required field) when you tab through the
fields in a data-entry window. This command is a toggle. When you
Client Bookkeeping Solution CheckWriter Getting Started
43
Program Overview
choose the Skip command, CBS displays a checkmark next to the
menu command to indicate that it is enabled. The next time you
choose the Skip command for the same field, CBS clears the
checkmark to indicate that it is disabled.
ƒ
You can press F10 to move the cursor to the next available dataentry field, or press F9 to move the cursor to the previous field.
ƒ
You can choose Edit / New <Checkbook> Item to quickly move to a
new record if an existing record is currently selected during data
entry. (This option is not available if a new, unsaved record is
selected.)
Toolbar button:
Shortcut keys:
ƒ
CTRL+SHIFT+END
You can choose Edit / Restore <Checkbook> Item to cancel your
edits instead of saving them. CBS returns all fields to the data that
was last saved or clears the fields if this is a new record.
Toolbar button:
Shortcut keys:
ƒ
44
CTRL+SHIFT+Z
While in any data-entry window, the program displays the current
user action for the selected record (viewing, editing, or adding) in the
lower-right corner of the window.
Client Bookkeeping Solution CheckWriter Getting Started
5
CBS CheckWriter Procedures
This chapter provides step-by-step instructions for many of the dataentry and printing procedures you will use when you begin processing
transactions for your own company in CBS CheckWriter. For now, as
you’re reading this section of the getting started guide, you may want to
open and work with the CheckWriter Sample Company.cbs sample
database, which is provided with your CBS software or the
Demonstration Company.cbs database that your accountant may have
provided.
Viewing company properties for CBS CheckWriter
Use the General tab of the File / Company Properties dialog to view
general information that your accountant set up for your company. You
should consult your accountant before changing any of these settings.
Client Bookkeeping Solution CheckWriter Getting Started
45
CBS CheckWriter Procedures
For details on using the settings in this dialog, search on Company
Properties:General tab from the Index tab of the Help Topics dialog.
Setting up a checkbook
You can set up as many as 100 accounts or checkbooks for each CBS
company database.
Choose Checkbook / Setup.
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Client Bookkeeping Solution CheckWriter Getting Started
CBS CheckWriter Procedures
When setting up a new checkbook, you must enter information in the
following fields for each of your checkbooks.
ƒ
Checkbook description – enter a unique description.
ƒ
GL account number – enter a unique GL account number.
ƒ
Transaction Type – mark the checkbox associated with each
transaction type you will write from this account.
ƒ
Layout – select a default layout for each selected transaction type.
You can configure CBS to print your company logo and/or up to two
signature bitmaps on each check that you print. Click the Logo &
Signature Paths button to select the bitmaps.
CBS allows you to access your financial institution account information
via the Internet, either through a direct connection to the financial
institution’s server or from an imported bank statement file in Open
Financial Exchange (OFX) or Quicken® Open Financial Exchange (QFX),
Microsoft Money, Quicken version 2001 and higher, and QuickBooks®
Client Bookkeeping Solution CheckWriter Getting Started
47
CBS CheckWriter Procedures
version 2001 and higher. Note that you must have an active Internet
connection to access the list of banks on the Financial Institution
Information tab.
Selecting default checkbooks
You can select a checkbook for the program to use as the default
checkbook for each CBS module for which you are licensed.
To select the default checkbook, choose Checkbook / Default
Checkbook.
Setting up vendors
In CBS, you can set up vendor records and have the program keep track
of information about each one. When you select a vendor in any of the
data-entry windows, the program recalls much of the information stored
in the vendor record.
CBS exports information for each of the vendors you have recorded to
your accountant at the end of your current processing period.
Choose Setup / Vendors.
On the General tab, enter general information about the vendor, such as
address and contact information. If you always distribute the same
amounts to the same accounts for a vendor, you can enter that
distribution on the Distributions tab. When you enter a check for that
vendor, CBS automatically enters the distribution in the check record for
you. If you use the same accounts but the amounts may vary, leave the
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amount column blank. You can fill in the amounts when you create
checks for that vendor. For detailed information on entering vendor
records, search on Vendors (CheckWriter):adding a new vendor from
the Index tab of the CBS Help Topics dialog.
Setting up employees
In CBS, you can set up employee records and have the program keep
track of information about each one. When you select an employee in the
Checkbook data-entry window, the program recalls much of the
information stored in the employee record. You can save up to 30,000
employee records in your company database. CBS exports information
for each employee to your accountant at the end of each CBS
processing period.
Choose Setup / Employees.
You can enter general information about the employee, such as address
and date of hire, on the General tab. You can also enter the paycheck
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distribution on the Check Distributions tab. When you enter a check for
that employee, CBS automatically enters the distribution in the check
record for you. Search on NCP (noncalculating payroll)
employees:adding an employee for more information.
Entering checkbook data
The Checkbook data-entry window is the main data-entry window for the
CBS CheckWriter module. You can enter regular checks, noncalculating
payroll checks, other bank items (bank fees, ATM transactions, and so
on), and deposits. You can also use the Checkbook data-entry window to
record funds transfers between checkbooks.
To open the Checkbook data-entry window for a CBS checkbook,
point to Checkbook / Open and then choose the checkbook you
want to work with.
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Note: The tabbed pages available in the Checkbook data-entry window
depend on the transaction type selected in the Type field.
Window or dialog name
Tabbed pages
Register
listview
Filter
Tentative
balance
Balance
Data entry
mode
The Client Bookkeeping Solution Tutorial includes detailed procedures
for entering data in the Checkbook data-entry window.
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Tips
You can use the Details tab to track amounts for individual items for
a transaction. For example, if you write a check to purchase multiple
items, you can list those items on the Details tab. Or if you record a
deposit with amounts from multiple sources, you can itemize the
amounts from each source (such as cash, checks, and credit cards).
Note: CBS does not export these details to your accountant.
ƒ
You can choose to display or to hide the register listview. To toggle
button on the toolbar or press F3
the listview display, click the
and choose Show Context List.
Entering regular checks
To enter a regular check, select Check from the drop-down list in the
Type field, and then enter the ID, name of the payee, and the check
amount. You can distribute the total check amount to multiple accounts
on the Distributions tab, or you can distribute the total check amount to a
single GL account on either the Distributions tab or the Address tab.
ƒ
52
Tips
To record a check you’ve written by hand from a CBS account,
select Handwritten from the drop-down list in the Pay preference
field. The date field defaults to today’s date and the check number
defaults to the next available number for that checkbook, but you can
change the information in these fields as necessary.
ƒ
If you are not sure which general ledger account number to use,
leave the account field blank. The program will prompt you to confirm
the distribution. In the message prompt, choose the Leave one
distributed amount with no associated account number option;
CBS automatically opens the Note to Accountant dialog with a
generic message for your accountant. You can edit the message or
click OK to accept the default note. CBS attaches the note to this
transaction to bring it to your accountant’s attention.
ƒ
You can change the sort order of items in the Register listview pane
by clicking any column heading in the listview; however, checkbook
balance information appears only when sorting by date.
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For additional information on entering checks in CBS CheckWriter,
search on Regular checks from the Index tab of the CBS Help Topics
dialog. For details on entering handwritten checks, search on
Handwritten checks:entering in CBS CheckWriter.
Entering noncalculating payroll checks
To enter a noncalculating payroll check in the Checkbook data-entry
window, select Payroll Chk from the Type drop-down list, select the
employee ID, and then enter the appropriate amounts for each pay item.
Note: In order for this checkbook to be available for noncalculating
payroll checks, you must mark the Payroll checkbox in the
Checkbook / Setup window and select a NonCalc payroll check layout.
For additional information on entering noncalculating payroll checks in
CBS CheckWriter, search on Noncalculating payroll:entering a check
from the Index tab of the Help Topics dialog.
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Entering deposits
To record a deposit, select Deposit from the drop-down list in the Type
field, enter the date of the deposit, a description of the deposit, and the
deposit amount. You can distribute the total amount to multiple accounts
from the grid on the Distributions tab.
For more information entering deposits in CBS CheckWriter, search on
Deposits:recording in CBS CheckWriter from the Index tab of the Help
Topics dialog.
Entering other bank items
The procedure for recording other checkbook items, such as ATM
transactions or other bank fees, is similar to recording a deposit. Select
Other Payment or Other Deposit from the drop-down list in the Type
field, and then enter the date, description, amount, and account
distributions on the Distributions tab.
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For more information, search on Other bank items:recording in CBS
CheckWriter from the Index tab of the Help Topics dialog.
Transferring funds between checkbooks
In CBS, you work with only one checkbook at a time (although multiple
checkbook windows may be open simultaneously). You can easily
transfer funds between CBS checkbooks without leaving the currently
selected checkbook. Open the checkbook from which you want to
transfer the funds and then select Other Payment from the drop-down
list in the Type field. In the Account column on the Distributions tab,
select the checkbook to which you want to transfer the money and enter
the amount you want to transfer in the Amount column.
Another method for transferring funds between checkbooks is to open
the checkbook into which the funds will be transferred, and then create
an Other Deposit type transaction.
For more information, search on Transferring:funds between
checkbooks in CBS from the Index tab of the Help Topics dialog.
Recording a journal entry
If you need to enter a transaction that doesn’t affect the balance of any
CBS checkbook, you can record it as a journal entry. Choose Tasks /
Journal Entries.
For each journal entry transaction, the debits total must equal the credits
total. You can click the Balance Entry button to have CBS automatically
calculate the debit or credit amount necessary to balance the current
transaction and create a new line for the balancing entry. Then, all you
need to do is specify the appropriate account number for the balancing
entry.
CBS does not allow you to select a checkbook general ledger account in
the Journal Entries window. You must use the Checkbook window to
record all transactions involving a checkbook account.
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CBS CheckWriter Procedures
For additional information, search on Journal entries:recording a
journal entry from the Index tab of the Help Topics dialog.
Using memorized transactions
In CBS, you can use memorized transactions to save you time and
reduce errors during data entry for all transaction types (except
adjustments). A memorized transaction contains information for part of a
transaction that you can recall when entering similar transactions. For
example, when you record a check for a payee with a memorized
transaction, CBS automatically recalls that payee’s information and
enters the pertinent data for the new check. Employee and vendor
records also serve as memorized transactions.
Setting up memorized transactions
Use the Setup / Memorized Transactions window to set up memorized
transactions for checks, payments, deposits, and journal entries. Enter
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the transaction information that will be the same for each transaction you
create from the memorized transaction, and then save the record.
Then you simply recall the memorized transaction during data entry, and
CBS enters the information in the appropriate fields. Note that CBS
automatically increments dates and reference numbers as necessary
when creating the transactions.
To recall the memorized transaction, simply select the memorized
transaction ID from the following fields:
ƒ
In the Checkbook data-entry window, select it from the ID field.
ƒ
In the Journal Entries window, select it from the Summary
Description field.
Note: To memorize an Other Payment or Other Deposit type transaction
to transfer funds from one CBS checkbook to another, you must enter
the transaction in the Checkbook data-entry window and manually
memorize the transaction (see below). CBS does not allow you to select
an account assigned to a checkbook in the Setup / Memorized
Transactions window.
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You can use the Recurring Transaction tab of the Memorized
Transactions window to set up memorized transactions for transactions
that you create on a regular basis, such as a car payment or rent.
Memorizing transactions automatically
You can have CBS automatically memorize new transactions during data
entry by selecting data-entry options for memorizing transactions on the
General tab of the Utilities / Options dialog.
ƒ
Mark the Memorize New Transactions option to have CBS
automatically memorize transactions when you enter checks,
deposits, other bank items, and journal entries for new payees.
ƒ
Mark the Update Memorized Transactions option to have CBS
automatically update the existing memorized transaction record
when you change any memorized information during data entry.
Memorizing transactions manually
While working in the Checkbook window or the Journal Entries window,
you can save the information in the current transaction as a memorized
transaction. Choose Memorize Transaction from the Edit menu or the
F3 context menu, or press CTRL+M.
Adding, editing, or deleting memorized transactions
You can add, edit, or delete memorized transaction information in the
following windows.
ƒ
For payees (other than employees), vendors, deposits, other bank
items, and journal entries, choose Setup / Memorized Transactions.
ƒ
For CheckWriter payroll checks, choose Setup / Employees.
You cannot delete a memorized transaction from the Checkbook or
Journal Entries windows. You must delete memorized transactions in the
Setup / Memorized Transactions window.
For more information, search on Memorized transactions from the
Index tab of the Help Topics dialog.
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Voiding and deleting transactions
Deleting single items
To delete a transaction from the Checkbook data-entry window, highlight
the transaction in the listview pane and then click the Delete button or
choose Edit / Void/Delete Checkbook Item.
Deleting multiple checks at one time
To void or delete multiple checks at one time, choose Tasks /
Void/Delete Checks and then choose the checkbook from which to void
or delete the transactions.
Select the action to take (Void or Delete) from the drop-down list in the
Action field and then select the checkbook items to void or delete. The
following rules apply when voiding or deleting transactions:
ƒ
You can delete any unprinted checks or checks that were entered
during the current processing period.
ƒ
To have CBS create a duplicate unprinted check for each check you
void or delete, mark the Duplicate on void/delete checkbox, and
then select the checkbook in which you want to record the duplicate
check from the drop-down list in the Checkbook to use for
duplicate field.
ƒ
If you void or delete a check that has already been exported to your
accountant, CBS will create a reversal transaction to offset the
original check.
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Printing checks
CBS allows you to save checks as unprinted transactions in the
Checkbook window so that you can print them at your convenience. If
there are unprinted checks in your CBS company database, the values
displayed for the tentative balance (TBal) and the current balance (Bal)
on the status bar will be different. The tentative balance includes
unprinted checks; therefore, it may sometimes be lower than the current
balance.
CBS provides several starting points for check printing; you can choose
the method that works best for you. When one or more unprinted check
records exist in your company database, you can choose any of the
following ways to print them.
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Checkbook /
Open Checkbook
To print a single check, find the check record in the
Checkbook window and then click the Print button.
File / Print Checks
In the Print Checks dialog, select the checks to
print, and then click the Print button.
File / Queue Reports
To print checks and reports in the same batch,
click the Options button associated with Print
Regular Checks or Print Payroll Checks to open
the Print Checks dialog.
To quickly open the Print Checks dialog, click this
button on the toolbar.
From the Print Checks dialog, you can choose to print all checks or
select specific checks to print. When using the latter option, click the
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CBS CheckWriter Procedures
Select Checks button to open another dialog where you can choose one
or more individual checks to print. Note that there is a tabbed page in the
Print Checks dialog for each CBS module for which you are licensed.
You can select checks to print from any of these tabs. For details, search
on Checklist:for printing checks and deposit slips from the Index tab
of the Help Topics dialog.
Before printing a batch of regular checks, you may want to consolidate
multiple unprinted checks for each individual payee. You can open the
Consolidate Checks dialog by choosing Checkbook / Consolidate
Checks / <checkbook> or by clicking the Consolidate button in the
Select Regular Checks dialog (accessed by clicking the Select Checks
button in the File / Print Checks dialog). For details, search on
Consolidating:unprinted regular checks from the Index tab of the Help
Topics dialog.
Previewing or printing reports
With CBS, you don’t have to wait until the end of the month to know
where your money is coming from and where it’s going. You can easily
prepare a variety of detailed or summary reports to help you manage
your business.
To select reports to print, or to print both checks and reports, choose File
/ Queue Reports or click the Reports
62
icon on the shortcut bar.
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The Queue Reports dialog is organized as follows:
ƒ
There is a tabbed page in the Queue Reports dialog for each CBS
module for which you are licensed. You can select reports to print
from any of these tabs.
ƒ
The reports listed on the left side of each tabbed page in the Queue
Reports dialog pertain to the checkbook selected in the Checkbook
field. The reports listed on the right side of the dialog are not
checkbook-specific.
ƒ
Most CBS reports include a variety of print options that you can
choose to make the report fit your specific needs. Click the Options
button associated with a report to choose print options for that report.
ƒ
You can choose to print from 1 to 99 copies of each report at one
time. Enter the number of copies to print in the Copies field
associated with the report in the Queue Reports dialog.
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CBS CheckWriter Procedures
ƒ
After selecting one or more reports, you can click the Print Preview
button at the bottom of the Queue Reports dialog to preview reports
on your monitor, save them in a variety of file formats, or attach them
to email messages. Note that you cannot preview checks.
For details on report printing and for information about the print options
that are available for each report, search on Checklist:for previewing
or printing reports from the Index tab of the Help Topics dialog.
Saving backup copies of company data, layouts,
and CBS program updates
It’s very important that you routinely save a backup copy of your
company database file — perhaps even on a daily basis or after every
data-entry session. For extra safety, you might want to create an
additional backup at the end of each week to store in a separate location.
Think of backing up as an insurance policy. Information stored on your
hard disk can be lost through hardware malfunctions, fire, or other
problems. If an accident occurs that corrupts your data, you can restore
your files from the most recent backup. Then, you only have to redo any
work entered since the previous backup.
At the end of each CBS processing period — just before you create the
export disk of current-period transactions to send to your accountant —
you need to make one or more backups to retain for your company’s
backup archives. Your accountant may also want you to send a copy of
your company’s latest set of archive files along with the export file that
you prepare at the end of each CBS processing period.
Important!
64
ƒ
You cannot restore files from an export file created for your
accountant. You can restore from backup files only.
ƒ
Depending on the amount of data in your company database, you
may need to use removable storage devices such as CDs or USB
drives for your backup and export files. If your operating system does
not allow you to write directly to a CD, it is recommended that you
back up or export to a location on your hard drive and then use your
CD-burning software to write the data to a CD.
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To back up company data, layouts, and CBS updates
Note that your company database must already be open before you can
begin the backup procedure.
1. CBS will back up your data to the path specified in the Backup /
Restore field on the CBS Data Folders tab of the Utilities / Options
dialog. (The default location is A:\, but you can change it to a
different location if necessary.)
2. Choose File / Backup and then choose one of the following:
ƒ
Choose Database to back up the open company database.
ƒ
Choose Layouts to back up the layout files selected in the
Checkbook Setup dialog for each of your CBS checkbooks.
ƒ
Choose CBS Updates to back up any program update files that
have been downloaded and applied to this computer, or that
have been copied to this computer via the File / Restore / CBS
Updates command. CBS opens a dialog where you can select
the updates to back up.
3. Click the Save or OK button. CBS prompts you if additional disks are
required.
Note: CBS automatically creates backup files of your data. You can
specify the number of backups to maintain on the Setup Archives tab of
the Utilities / Administrator Utilities dialog, if your accountant has enabled
access to this dialog for you.
For additional details, search on Tips:for backing up your data from
the Index tab of the Help Topics dialog.
Exporting CheckWriter transactions
After recording and verifying all transactions relevant to the current
processing period in CBS CheckWriter, you would normally prepare a
final backup copy to archive in your office. You would then choose the
File / Export to Accountant command to begin the process of preparing
export files to give to your accountant. Once the export files are created,
you can save them to removable media, transfer them via email, or
automatically export them to a secure server location (if your accountant
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CBS CheckWriter Procedures
enabled this feature for your CBS software and if you have an active
Internet connection).
The Export to Accountant command has not been enabled for any of the
sample databases that were included with your CBS software. These
sample databases are intended for demonstration purposes only.
Note: You must close all open CBS windows, and all users must be
logged out of the company database before the program can begin the
export procedure.
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Company Setup Issues
Before you can begin processing actual transactions for your own
company in CBS, you first need to import your company’s initial setup
information from the transfer files that your accountant has prepared.
During this procedure, CBS creates your company database and saves it
in your Client Bookkeeping Solution Data folder.
Importing your own company’s setup files
If any of the sample databases are still open when you begin the import
procedure, CBS will close them automatically.
1. Choose Import From Accountant from the File menu,
or click the Import From Accountant icon on the CBS
shortcut bar. CBS will look in the Import path specified
on the CBS Data Folders tab of the Utilities / Options
dialog for the company setup files that have been prepared by your
accountant. By default, CBS enters A:\ in this field, but you can
change it if necessary.
2. After copying the import data from the accountant’s transfer files, the
program displays a message prompt stating that the files were
imported successfully. Click OK.
3. CBS opens the imported company database automatically, first
displaying the password prompt. Enter your CBS password and then
click OK. (If your company does not use passwords, just click OK.)
The CBS shortcut bar also opens automatically.
Note: One or more icons in the shortcut bar may be disabled if your CBS
password does not include security rights to the related function.
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Company Setup Issues
Closing and reopening your company database
1. To close a company database, choose Close Company from the
File menu. You may then open a different company database or exit
the CBS program.
You can exit CBS without first closing the company database you
were working with. The next time you start CBS and enter your
password, CBS will automatically reopen that company and the dataentry windows you were using.
2. To reopen a company database, choose Open Company from the
File menu. The Open Company Database dialog displays the
contents of the Client Bookkeeping Solution Data folder on your hard
drive.
3. The filename for a CBS company database uses the format
“<Company Name>.cbs” (where <Company Name> represents
your company’s name, per the license generated by your
accountant). To open your company database, double-click its
filename in the list.
4. Enter your password or, if no password is required, simply click the
OK button.
Tip
You can quickly reopen a recently opened company database by clicking
its name in the Recent File List at the bottom of the File menu or you can
open a company database by double-clicking its name in Windows
Explorer.
Additional setup tasks
You may need to enter additional setup information at this time. Review
the topics that are listed under the heading Setting Up Your CBS
System in the Contents tab of the Help Topics dialog, with particular
attention to the settings in the following windows and dialogs:
ƒ
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Choose File / Company Properties and review the settings on each
tabbed page. Note that the tabbed pages present in the dialog
depend on the CBS modules for which you are licensed.
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ƒ
Choose File / Security to define security classifications and
passwords for the CBS users in your office.
ƒ
Choose Checkbook / Default Checkbook and select the checkbook
that you use most frequently for each licensed CBS module.
ƒ
Depending on how your accountant has configured your CBS
software, you may be able to choose Setup / Chart of Accounts to
add new general ledger accounts.
ƒ
Choose Setup / Employees to enter or review information for your
employees.
ƒ
Choose Setup / Vendors to enter or review information for your
vendors.
ƒ
If necessary, choose Utilities / Layout Editor to modify check and
deposit slip layouts using the enhanced formatting options available
in the program’s robust Layout Editor.
Note: It is strongly recommended that you save a backup copy of your
company database and layouts after completing the initial setup of your
company in CBS. (See “Saving backup copies of company data, layouts,
and CBS program updates” on page 64.) It is recommended that you
make two sets of backup disks for your company data — one to keep
and the second to give to your accountant.
Processing transactions for your own company
After you and your accountant have completed the initial setup of your
CBS software and your company database, the processing cycle at your
office is straightforward. You can begin entering transactions and then
print checks and reports as needed.
Please consult with your accountant about any special procedures that
you might need to complete during the processing period or about any
reports that you might need to print prior to exporting CBS CheckWriter
transactions to your accountant.
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Exporting Files to Your
Accountant
When you’re ready to export your company’s transaction data to your
accountant, use the procedure below. The export feature is not available
for any of the sample databases provided with your Client Bookkeeping
Solution software, as they are for demonstration purposes only.
1. Choose File / Export to Accountant, or click the Export
to Accountant icon on the shortcut bar.
2. At the prompt asking if you want to save the data prior to
export, click Yes. CBS will use the Backup / Restore path specified
on the CBS Data Folders tab of the Utilities / Options dialog.
3. After completing the backup process, CBS displays a message
prompt stating that the company data was successfully backed up.
Click OK.
4. In the Export Details dialog, confirm that the correct date is shown in
the Current Export Date field. (If you need to change the export
date — and your configuration allows you to do so — for the CBS
CheckWriter data, you can enter a new date in the Next Export Date
Override field.) Click the Continue button.
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Exporting Files to Your Accountant
Note: CBS will save the export file in the folder specified in the
Export to Accountant field on the CBS Data Folders tab of the
Utilities / Options dialog. If the path points to a floppy drive, CBS will
prompt you to insert the floppy disk. Be sure to use a blank disk —
not the same one you used for the backup procedure in step 2. If the
export path is located on the hard drive, CBS will automatically begin
to transfer the export files.
If you are using removable media and the capacity of that media is
large enough, you can store both the backup files and the export files
on the same media.
5. If you use a MAPI-compliant email program (such as Microsoft
Outlook® or Outlook Express), after CBS has finished copying all
transactions dated on or before the export date to the export file, it
will display a message prompt asking if you want to email the zipped
export file to your accountant. If you click the Yes button, the
program opens an email message with the export file as an
attachment for you to send to your accountant. The email message
contains information about the export. You can edit the message
before you send it.
6. The program displays a message prompt stating that the company
database has been successfully exported. Click OK. (Note that
because you cannot edit checkbook transactions that have been
exported, they will be “grayed out” in the Checkbook window.)
Exporting data to a secure server location
Your accountant may have set up your CBS software to automatically
export data to a secure server location. In this case, when you choose
File / Export to Accountant, CBS automatically places the export file on
the secure server and sends an email message to alert your accountant
that the export data is ready for processing. (Note that you must have an
active Internet connection in order for CBS to export the data to the
secure server.) If the export process fails for any reason, CBS will give
you the option to export the data to a local folder on your computer or to
attempt the export to the secure server again.
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Layout Editor
CBS layouts are files that define how both text and data variables will
appear on your checks or deposit slips when you print them.
The Client Bookkeeping Solution Layout Editor is a full-featured graphics
editor that enables you to precisely place and resize text, data variables,
and graphic objects on your layout. Use the Layout Editor to create,
copy, or modify a layout.
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Layout Editor
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74
Tips
Because there are so many predefined layouts included with your
CBS software, you may find one that very closely fits your needs. For
descriptions of each of the predefined layouts that are included with
the CBS software, please refer to the PDF document entitled “Client
Bookkeeping Solution CheckWriter Predefined Check Layouts.” To
view this PDF, choose Help / PDF Guides / CBS CheckWriter /
CBS CheckWriter Predefined Check and Deposit Slip Layouts.
If none of the predefined CBS layouts fits your specific needs, you
can use the Layout Editor to create a new layout or to rename and
then modify an existing layout. In addition to defining both the text
and the layout variables that will print on the selected layout, you can
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Layout Editor
adjust their specific placement and include graphic objects such as a
company logo or bitmap.
Note: For more information on using the Layout Editor, choose Help /
Client Bookkeeping Solution Help Topics. From the Contents tab of the
Help Topics dialog, double-click the Layout Editor book.
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Layout Editor
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Support Issues
Please contact your accountant directly if you have questions about
using your CBS software that you cannot resolve by using the contextsensitive help, by accessing the Client Bookkeeping Solution Help
Topics dialog, or by reviewing the information in the customized help
from your accountant.
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Support Issues
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10
Keyboard Shortcuts
Keyboard shortcuts are special keys (such as F1 or ESC) that you use
either alone or in combination with SHIFT, CTRL, or CTRL+SHIFT.
These keyboard shortcuts enable you to access various types of help, to
quickly navigate through fields in windows and dialogs to open dropdown lists, and so forth, without having to use the mouse. See the
section entitled “Differences between windows and dialogs” on page 33
for a description of windows and dialogs in CBS.
Accessing help
View help on the current field
F1
View help on any field or option in the active
window
SHIFT+F1
View topic help on the active window
CTRL+F1
Processing activities
Open company database
CTRL+O
Save current record
F2
Open a “context menu” relevant to the selected
window, dialog, or field
F3
Open a drop-down list (from “listbox” field only), or
display the popup calendar (from date field only)
F4
Refresh the current window or dialog
F5
Display the popup calculator (from amount field
only)
F7
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Keyboard Shortcuts
Processing activities (continued)
Increment the date in any date field by one day
+ (plus key)
Decrement the date in any date field by one day
- (minus key)
Mark (or clear) the current checkbox, expand the
current drop-down list, or “press” the highlighted
button
SPACEBAR
If Enter Defaults Previous Record option is
selected (on the General tab of the Utilities /
Options dialog): Automatically use the ID,
Description, or Name (depending on the data-entry
window) from the transaction you last saved during
this data entry session
ENTER
If Enter as Tab option is selected (on the General
tab of the Utilities / Options dialog): Move the cursor
to the next available field.
If neither options is selected: Save the current
record in the active window or close the active
dialog and saves any changes.
Attach a note to your accountant to accompany the
selected transaction
CTRL+A
Find a record within the active window
CTRL+F
Open the CBS shortcut bar
CTRL+G
Open the default checkbook
CTRL+K
Search for specific text within a drop-down list
CTRL+L
Preview or print the report associated with the
active data-entry window
CTRL+P
Print checks
CTRL+R
Memorize the current transaction (except for CBS
CheckWriter vendor checks)
CTRL+M
Cut selected text
CTRL+X
Copy selected text
CTRL+C
Editing
80
Client Bookkeeping Solution CheckWriter Getting Started
Keyboard Shortcuts
Paste selected text
CTRL+V
Delete the current record
CTRL+D
Restore the current field or undo the last change
(prior to moving off the field)
CTRL+Z
Restore the current record (undo changes since last
save)
CTRL+SHIFT+Z
Moving around a window or dialog
Move to a field or activate a button
(Press the letter underlined in the field or button
label.)
ALT+<letter>
Move to the next field or button (unless the Enter
as Tab option is selected)
TAB
Move to the previous field or button
SHIFT+TAB
Move to the previous field or button
F9
Move to the next field or button
F10
Move to the next tabbed page
CTRL+TAB
Move to the previous tabbed page
CTRL+SHIFT+TAB
Move to the first character of the current field
HOME
Move to the last character of the current field
END
Move to the first record in a data-entry window
CTRL+HOME
Move to the last record in a data-entry window
CTRL+END
Move to the previous record in a data-entry window
CTRL+<
Move to the next record in a data-entry window
CTRL+>
Move to a new record
CTRL+SHIFT+END
Move to the previous item in a list
Ç
Move to the next item in a list
È
Scroll up one page in a list
PAGE UP
Scroll down one page in a list
PAGE DOWN
Client Bookkeeping Solution CheckWriter Getting Started
81
Keyboard Shortcuts
Controlling windows and dialogs within CBS
82
Close a dialog without saving changes
ESC
Move to the next tabbed page in the current window
or dialog
CTRL+TAB
Move to the next open CBS window without closing
the current window
CTRL+F6
Open the control box for the active data-entry
window
ALT+– (minus key)
Open the control box for the CBS application
window
ALT+SPACEBAR
Close the active data-entry window
CTRL+F4
Close the CBS program
ALT+F4
Client Bookkeeping Solution CheckWriter Getting Started
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