Applesauce
Mini-Storage Management
User's Manual
Editing Customer Records
Editing Customer Transactions
Printing Statements
Printing Reports
Closing The Books
Archives
Releasing Occupied Space
Deleting Records
Menu Items
Backups
Fine Print
Text Colors: Black text in textfields generally indicates data that is either read-only, or in a saved state. Blue text indicates that an item is editable. Red text indicates that an item has been edited but not yet saved. (text selected from menus and pop-up lists do not change colors)
Navigation: Generally Speaking, the Enter Key or Return Key will perform the action indicated. The Tab Key will activate an alternate action, such as traversing the buttons and other relevant items on a window. Mouse clicks can be used at any time to select editfields or fire buttons, but if a button action is inappropriate at the time, nothing will happen. The system is designed so you can't easily go wrong by hitting the Return or Enter key when you meant to hit the Tab key, or if you click the wrong button.
Macintosh and Windows navigation is almost identical, with a few minor appearance differences. This version of the User's Manual has Macintosh screen shots (last version was Windows), but there is little difference other than operating system appearance.
1.
Download the appropriate version (Mac or Win) from http://www.
tradersbend.com. Windows version comes with an Install Wizard; the Mac
version is a disk image. The download will contain the application file,
a Read Me file, a printing preference file, and a database preference
file, and two sub-folders called Applesauce_Art and HTMLHelpFolder.
Keep all of these items in the same folder. If you move or delete them,
the Help Menu won't work, the program may quit; and artwork within the
application will fail to appear.
2. Mac users: Open the disc image and drag the Mini-Storage Management
folder to its permanent location on your hard drive, which is usually
the Applications folder. To remove the program entirely, including the
database, simply delete the entire folder. To update the application,
replace only the application, art, and help folder, inside the Mini-Storage
Management folder and your data will remain intact.
Windows users: The Installer will place the Mini-Storage Management
folder in your Program directory. To uninstall, use the Uninstall program
available from the Start>All Programs>Mini Storage Management
menu.
3. Double click on the application icon to start the program.
The first time you use Applesauce Mini Storage Management, you will
be presented with a dialog box asking for some basic information about
the database you wish to use.
From
the popup menu, select the REALSQLDatabase, MySQLDatabase, or PostgreSQLDatabase.
You can use the MySQLDatabase or the PostgreSQLDatabase if you already
have one installed on your machine, or have access to one on a network
server.
REALSQLDatabase: The REALSQLDatabase works on both Mac OSX and
Windows machines. The database is created by Applesauce Mini-Storage
Management and it lives in the DBFolder in your Mini Storage Management
Folder.
This
is an excellent built-in option. It will work on either Windows or Mac
OSX machines, and all of your data stays in the same folder as your
Mini Storage Management program for easy backup.
Enter a name for your REALSQLDatabase, or use the default, msmdb. The
other fields are dimmed because you don’t need them for the REALSQLDatabase.
If you don't know which database to use, this is always a good bet.
MySQLDatabase or PostgreSQLDatabase: Enter the address (server.domainName.com)
of a working remote database to which you have access and permissions.
If the database is running on the same machine as Applesauce Mini-Storage
Management, enter localhost. (no quotes)
In the Port field, the default is 3306 for MySql, and 5432 for Postgre
and should work unless you know the port number of your database Server
is different. If it is, change the default accordingly.
In the Database Name field, enter the name you wish to give to the Applesauce
Mini-Storage Management database that will hold your data. Any name
will do, or you can leave the default called msmdb.
In the User Name field, enter the name under which you are authorized
to access the Server.
In the Password field, enter your Server password. Note that while your
password doesn’t appear in the field, this is not an encrypted password.
Applesauce Mini-Storage Management should only be used in a secure environment.
If your database fails to connect, first check the above items. If it
still fails to connect, it is probably set up to use a different password
scheme. In that case we suggest you restart and use the REALSQLDatabase
instead.
Click the Save button. Applesauce Mini-Storage Management creates your
database and tables, and opens the Facility Wizard.
NOTE:
It is very important to plan ahead so that your database accurately
reflects your physical storage facility. Diagram your physical facility
on paper in advance of filling in the details the Wizard needs. Take
your time and get it right. Practice with the demo mode if you feel
you need to. The more complex your facility, the more complex it is
to build your database to properly reflect it.
The first window of the Wizard asks you how many storage levels you
have available, and what you call them. ie: if you have 20 storage units
in 2 buildings, then Building would be your first level name and Unit
would be your second level name.
Click Start and enter the number of levels you have in the first editfield.
Then enter the name of each level in the next editfield.
When all level names have been entered, go to the next page of the Wizard
by clicking the Next button.
This page will have your first level name as the Heading. Click Start.
The number of those spaces you have available will already be entered
in the top textbox. Click Enter and the next editfield receives the
focus.
Enter the number of different sizes of the top level name that you have
available. i.e.: if you have two buildings both the same size, enter
1; if each building is a different size, enter 2.
In the next text field, enter the first size. If there is more than
one different size, the Wizard will ask for the second size, then the
third, etc. When all the sizes have been entered, the listbox will show
a listing for each building, and ask you to check the checkbox of each
building of size 1, then size 2, etc. and add the sizes to the listing.
When it has all the sizes designated, the next editfield will ask how
many of your second level spaces are contained in the first top level
space. Then the 2nd, etc. i.e.: if building one has 8 units, enter 8,
if building two has 12 units, enter 12, etc. If a space is not subdivided
into smaller spaces, enter 0. i.e.: if building two has no units.
This information will be added to the listbox as well. Use the scroll
bar to see it if you want to. When you are finished, the Next button
will activate and take you to the next page, where you repeat the process
with level two spaces and subdivisions into level three. The process
repeats until you reach the last level you have designated. So, if you
have only one level -say 10 warehouse buildings- then your database
would reflect that. If you have more levels (up to 6), it will reflect
that as well.
When
you have completed the Storage Configuration Wizard, you will see a
dialog box informing you that the facility database has been configured,
and the main or Start Screen will open.
If you are using the built-in REALSQLDatabase and you make a mistake,
delete the folder named DBFolder and the text file named DBPrefs from
inside your Mini-Storage Management folder and start again.
If you are using PostgreSQLDatabase, or MySQLDatabase, and make a mistake,
delete the DBPrefs textfile from inside your Mini-Storage Management
folder and then use an appropriate utility like pgAdmin3 (for Postgres)
or phpMyAdmin (for MySQL) to drop the database itself since it will
be located outside of the Mini-Storage Management folder.
Applesauce Mini Storage Management will access or create the database,
create all the necessary database tables, and open the Start Screen.
If Applesauce Mini-Storage Management cannot access your database with
the information you have provided, it will give you a failure notice
and quit.
A successful first connection will result in a small text file called
“DBPrefs.txt” being created in the same folder as your Applesauce Mini-Storage
Management program. Mini-Storage Management will use it during subsequent
startups. If the first connection is unsuccessful, the file will be
deleted as the program quits.
If you are using the REALSQLDatabase option, a second item will appear
inside a folder called DBFolder in the same folder as your Applesauce
Mini-Storage Management program. It will have the name you entered in
the Preferences window, with and extension of .rbs.
Demo Mode and Registration: At the top of the start screen you will
see a field that reads Enter Owner's Name, followed by fields that read
Enter Email Address, and Enter Serial Number (Once you register, these
fields disappear and are replaced with the Applesauce logo).
To run Applesauce Mini-Storage Management in demo mode, ignore these
fields, and do not click the “Register” button. You can just start using
the program. Demo mode is fully functional but will quit after 500 uses.
Use demo mode to practice, evaluate, and get familiar with the program.
Do not use demo mode for important data. If you want to register ($149
US) your copy, use the PayPal button on our website at http://www.tradersbend.com,
call 580 362-2269, mail, or email us at applesauce@tradersbend.com,
and we’ll make arrangements to promptly send you a serial number as
soon as payment clears. You can register anytime, even after setting
up your databases and accounts, if you want to. When the demo period
is over, the program will give you another opportunity to purchase a
registration key.
Windows Navigation:
Mouse: Click on any function button, or function button sub-menu item, or select the function you want from the main menu bar.
Tab Key: Will traverse the function buttons (Windows only).
Arrow Keys: Will traverse the function buttons (Windows only)
Enter or Return Key: Will fire the selected function button and either take you to the selected function window, or show a drop down sub-menu.
Up/Down Arrow Keys: Use to select an item from a sub-menu.
Macintosh Navigation:
Mouse: Click on the function button or click the function you want from the menu. If a sub-menu appears, click on the sub-function you need.
From the Start Screen, select the Company Data button. Select Edit Company
Data from the submenu on the Company Data button.
Note
that when the Edit Company Data page opens, the text in all data fields
is black, which means it is not editable yet. When you use the Start
button, the text changes to blue. This means it is editable. When you
enter new data, the text color changes to red, indicating that it has
been changed but not yet saved.
Company Information section: Tab through the fields replacing
No Entry with the appropriate information about your business. You may
use the Enter or Return key if you wish.
Reports Tab Panel: Enter a Fixed Width Font from the popup menu
that you wish to use for printing reports. Courier New is suggested
as it is on most machines and works well. You may experiment and can
always change again later.
Enter a Variable Width Font from the next popup menu. Arial seems to
work well and is on most machines. You may experiment to see what works
best for you.
In the Statement Blurb field, enter a message you wish to be printed
at the bottom of each statement. Most businesses use this to document
finance or late charge policy.
Sales Tax Tab Panel: The Sales Tax Scope field should hold the
name of your most local sales-taxing authority, usually your city.
Fill in the rates for the State, County, and City sales taxes you are
required to collect, if any. Some states allow the merchant to keep
a small percentage of the taxes they collect as payment for serving
as a tax collector. If your state allows such remuneration, enter the
rates where appropriate. (Use decimal format ie: .015 for 1.5%)
Late Fees Tab Panel: The Late Fees tab panel is where you enter
the amount you want to charge a late paying customer. There will be
up to six labeled editfields, one for each level of space you have available
for rent to customers. Enter the dollar amount (00.00 format) in each
field. Storage space charges are charged on the first of the month due,
and become late if not paid by your monthly closing date.
Finance Charge Rate: Next, you will find an editfield for your Finance
Charge Rate, should you choose to charge one. Finance Charges apply
to any past due balance over 30 days old. Finance charges are not applied
to late fees unless they remain unpaid and the month is closed. Then
they become part of a past due balance and subject to finance charges
each month until paid. You may wish to institute only late fees, or
only finance charges, or both.
If you have a finance or carrying charge you levy on past due accounts,
enter the monthly percentage rate here. (Use decimal format i.e.: .015
for 1.5%) Enter zero (0) in any fields that do not apply.
Monthly Closing Date: Finally, enter the day of the month on which you
intend to close your books. This should be the day after the last date
your customers can pay their storage bills for the month without being
subject to late fees.
Sales-Commission Rates Tab Panel: You may enter commission rates
for up to five sales representatives. (Use decimal format ie: .015 for
1.5%)
Storage Rates Tab Panel: This tab panel consists of three sections.
The first asks how many storage rates you have. Enter the number. The
program will ask for the 1st rate. Enter it. Then it will ask for the
2nd, and so on.
The second section asks how many deposit rates you have. Enter the number
and then enter each deposit amount.
The third section asks how many setup fees you have. Enter them the
same way. If you don't charge setup fees, enter 0.
Note that storage rates apply to new customers entered into the system.
If you change these storage rates from time to time, the new rates will
only apply to new storage spaces rented. To modify rates charged to
existing customers, see the Data Entry menu > Change Storage Rates
menu item.
You can override your preset storage rates when you post a storage rental
by simply entering a negotiated rate instead of using one of your preset
rate options. This is handy if someone wants a large space unit, but
you only have several smaller size units. You could negotiate a rate
for each of several smaller units that would be comparable to the rate
for one larger unit.
When you are finished, Save your work.
Mouse: Click on any editfield to make changes. Clicking on Save saves. Clicking on Cancel or End doesn't. Mouse click also opens popup menus and allows menu item selection.
Tab Key: Will traverse the editfields, tab panels and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and tab panels until all information has been entered, then activate the Save button, save your work, and return you to the Start Screen.
Up/Down Arrow Keys: allow selection of popup menu items.
Macintosh Navigation:
Mouse: Click on any editfield to make changes. Clicking on Save saves. Clicking on Cancel or End doesn't. Mouse click also opens popup menus and allows menu item selection.
Tab Key: Will traverse the editfields, tab panels and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and tab panels until all information has been entered, then activate the Save button, save your work, and return you to the Start Screen.
Up/Down Arrow Keys: allow selection of popup menu items.
Sales/Payment Departments Editor: (top)
From the Start Screen, select “Edit Sales/Pymts Departments” from the
submenu on the Company Data button.
The Edit/Create Transaction Departments dialog appears. When a customer
charges something to his account, you use the appropriate Sales Department
to post the transaction. Likewise, a Payment Department is used to enter
payments like Cash, Check, Money Order, VisaCard, etc. When a customer
pays something on his account, you use the appropriate Pymt Department
to post the transaction. Here is where you create or edit those Sales
and Payment Departments.
Applesauce Mini-Storage Management creates several Payment Departments
for you: Cash, Check, and Write-Off. A customer rents a storage space
and pays you up front. The payment consists of the pro-rated storage
charge to the end of the current month, a deposit, and maybe a setup
fee.
When you post a Storage transaction it automatically creates three Financial
Sales transactions: One for the pro-rated storage charge, one for the
Deposit amount, and (if applicable) one for the Setup Fee.
Then you post the check the customer gives you, clearing the charge
for the pro-rated storage fee, the Deposit Fee and (if applicable) the
setup fee.
You can edit these departments, or create other new departments as you
see fit.
Applesauce Mini-Storage is very flexible. It creates several Sales Departments
for you when you first start up: General Mdse, Pro-Rated Storage, Monthly
Storage, Deposit, Sales Tax, Setup Fee, Late Fee, and Finance Charge.
All of them can be edited from this page if necessary, and you can create
more departments here if you need them.
The only sales departments you will see on the Posting Window (Data
Entry > Posting) are the one for General Mdse, and any new ones you
create here. The others are invoked automatically when needed to post
charges for newly rented storage spaces, or for creating Sales Tax transactions
following a taxible sale.
Normally, you don't need to mess with the Deposit, Monthly Storage,
Pro-Rated Storage, Setup Fee, Finance Charges, Late Charges or Sales
Tax Departments. The program will always need them in order to function
properly.
But if you need to, you can create new Sales Departments, or edit the
one called General Mdse. Here's how:
Click the Start button to activate the Transaction Type list at the
top of the window. Select whatever you want to do: Edit a sales department,
Edit a payment department, or create a new sales or payment department.
If you choose to edit an existing department, the list of available
departments will appear in Department Name listbox. Select the department
you wish to edit and click the Continue button.
If you choose to create a new department, select New Sales, or New Pymt
from the Transaction Type listbox, and then click the Continue button.
A blank Department Editor window appears.
Click the Start button on the Department Editor window that appears.
When you click the Start button, on existing departments the department data fills in the blank form and the Dept. Heading field receives the focus so you can begin editing.
If you are creating a new department, when you click on the Start button, it will provide the next available department number and set the focus to the Dept. Heading field for you.
Give your department a meaningful name in the Dept. Heading field.
Next, enter the name of the type of information you want the operator to use to identify each individual transaction in the ID Type field. This can be something like Stock #, or Clerk or Part # or Check #, or whatever else might serve the purpose. Short is better.
Most sales transactions are subject to sales tax, which is the default. If not, uncheck the Sales Tax checkbox. If you are creating a Payment Department, the Sales Tax checkbox is grayed out.
If you want to charge a minimum price, enter it in the Minimum Amt field, and Applesauce will never post a charge in this department that is less than the Minimum you specify. Larger amounts than the minimum will, of course, be honored. If you are creating a Payment dpeartment, the Minimum Charge box is grayed out.
A Contra department is something that isn't what it appears to be.
A Contra Sales Department is one that looks like a sale, but actually isn't. Like Sales Taxes, which you have to collect for the government, or Deposits which you might have to give back to the customer. (Deposit amounts only become income to you when they are forfeited)
A
Contra Payment Department might be for Write Offs that seem like payments
because they give credit to the customer, but don't result in any money
in your pocket. If you are creating a Contra department, check the box.
Price Factors are the elements that make up the amount you charge for
your goods or services.
In the simplest transactions, the price factors are the price of whatever
it is you sell and the number of them that you sell. In the General
Mdse example, you would have 2 Price factors: (Rate x Quantity) which
equal the Amount you want to charge your customer.
Sometimes you might want to have the computer determine the rate or
the size from other factors.
Want ads in a newspaper might be computed as the number of words times
the rate per word times the number of publications. So you would have
three price factors: ((Word Rate) x (Words x Runs)) which equal the
Amount you want to charge.
You must always have at least two price factors, representing the amount
you are charging (Rate), and the number of those items you are charging
for (Size).
Sometimes you might want to have even more complex formulas using up
to six price factors.
But no matter how complex your formula, it can usually be broken down
into a Rate (the money part) and a Size (the non-money part). Then,
the Rate part times the Size part must equal the Amount you are charging
your customer. You should work out complicated formulas on paper before
trying to enter them.
Tip: If your formula cannot be conveniently
broken down into a Rate segment and a Size segment, enter the entire
formula as the Rate segment and give the Size price factor a value of
1)
Determine how many Price Factors your department will have. Give them
names in the Price Factor Name fields. If you know the values and want
them to become part of the formula, enter them in the Price Factor Value
fields. If they change with each transaction, leave them blank for now,
and the operator can add them at posting time.
If you need to change a number or correct spelling, just mouse back
and do it. If you want to back out entirely, click the Cancel button.
When you have all the information needed in step one, continue pressing
the Enter or Return key until the Continue button activates, fires,
and takes you to Step Two.
You must enter a working value for each blank field in order for the program to create a department formula. The program will not let you advance past a field that needs a value entered.
When you have working values in all the necessary fields, the Enter button will take you to Step Three.
USING THE FORMULA CREATOR
In our simple example you would click the Price button, the * button, and the Quantity button (Rate x Size), and the Enter Amount Formula button. Your formula appears on the right in the Amount Formula field: Quantity * Price.
The Rate is the money part. Enter the Rate segment by clicking the Price button. The Rate segment appears in the Rate Formula field: Price
The Size is the non-money part. Enter the Size segment by clicking the Quantity button. The Size segment appears in the Size Formula field: Quantity
When all three items are entered, the Test button activates. Press Test, and using the step one values and the step two values that you previously entered, the program will compute the size, rate, and price for you. If your formula generates a valid result, the size part times the rate part will equal the price part.
If it doesn't, the computer will advise you that the formula is invalid. (If your minimum is higher than what your working variables generate, the minimum price will appear instead of the actual price)
If you mess up, clicking the Clear Entry button on the calculator will clear the current formula or segment from the Mantissa. Clicking the Clear button at the bottom right will clear all, and let you start over. Clicking the Cancel button will get you back to the start screen. If all is well, click the Continue button to go to the final step.
The first field in the test box is where the operator enters information unique to this transaction, like the Invoice number, Check number, Clerk's initials, product description, or whatever is appropriate. It may contain up to 255 characters.
Navigate through the rest of the fields, entering values in the blanks with white backgrounds. When all the information is entered, the Calculate button will activate and compute the amount of the sale or credit. The save button (in this case) saves your department formula for use on the real Posting window. No actual transaction is saved here.
Note that you can override any value in the posting box by changing it for the current transaction. It will revert back to the default automatically when you finish. If the Quantity in the formula calls for 1 and you have sold 2 items, simply change it to 2. If for some reason this transaction is not taxable (church sale?), just change the Sales Tax checkbox. You can override formula values in this test box, as well as in the transaction box on the real Posting window.
If you are confident in your ability to create department formulas and don't want to use the Test Box, just simply hit the Save button to commit the formula to disc.
Payment department setup is very similar to Sales Department setup, except that you will only need two price factors: the Amount tendered and the Quantity (which is normally “1”)
Deleting Sales or Payment Departments is easy, and explained later.
Windows Navigation:
Mouse: Click on any editfield to make changes. Clicking on Save saves. Clicking on Done doesn't.
Tab Key: Will traverse the editfields, tab panels and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and tab panels until all information has been entered, then activate the Save button, save your work, and set default to the Done/Cancel button.
Macintosh Navigation:
Mouse: Click on any editfield to make changes. Clicking on any default button fires that button
Tab Key: Will traverse the editfields, tab panels and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and tab panels until all necessary information has been entered, then activate the Continue button so you can go to the next step in the process. When all sections have been completed, the Save button will become default, save your work, and set default to the End/Cancel button.
All Platforms:
Mouse Click - Use the mouse to click on Formula Calculator buttons in Step Three. The keyboard won't work.
The recommended time to transfer your existing accounts to the Applesauce Mini Storage program is on or after your designated monthly closing date and after you have closed the month on both your old system and the new one.
Even though Mini Storage Management does not yet have any accounts entered, closing the month puts it in the same "state" as your old system, and insures that prior ageing is retained intact. Then you can safely begin migrating your existing accounts. You have until the end of the month to complete the task before the "state" changes again.
You may enter new accounts at almost any time. The only exception is
on the first of the month before you have posted monthly storage charges.
Mini Storage Management warns you if you try. This safeguard prevents
accidentally double posting storage charges on new accounts.
From the Start Page, push the Add Account button. The Account Information
window opens.
You can fill in as much or as little information about each account
as you wish, but each customer must have a unique Account Number and
an Account Name. You provide the account name, and Mini Storage Management
helps you determine the account number.
Clicking on the Start button causes a dialog to appear that will assist
you in procuring the next available Account Number. An Account Number
consists of a letter prefix from A to Z, and a 3 digit number from 001
to 999.
This means that you can have nearly 26,000 Accounts. If you use a Prefix
letter that is easily associated with the Account Name, it makes life
easier, but is not required. In other words, if the account name is
Chicago Iron Works, you could use C for the prefix to make it easier
to remember. The computer will assign the number part using the next
available number. If you delete an account, the computer will reclaim
that number the next time you enter a new account with the same prefix
letter. This prevents gaps and insures that you can always have the
maximum number of accounts.
Enter data in each field and tab to the next. When you get to the Credit
Balance field, if your account has a Credit Balance, enter it here.
Otherwise, go to the next field.
If your account has existing balances due, enter them in these fields
as appropriate. For brand new accounts, or accounts with neither a credit
balance nor a balance due, leave the fields blank.
Click Save, and a dialog box appears offering you three choices: Transfer
storage spaces the customer already rents into the new system; post
a brand new storage space transaction; or the customer doesn't use storage
spaces at this time.
New: If your customer is brand new and renting his/her first
storage space, click the New button and you will be transported to the
Storage tab of the Posting window to complete the transaction, where
the new storage space will be assigned, the rent rate, deposit, and
setup fee (if any) will be determined; the storage fee will be prorated
and automatically posted for the balance of the current month, the deposit
amount will be posted and the Setup Fee (If any) will be posted. You
will also be in the right window to switch to the Financial tab so you
can post the check your renter gives gives you.
Existing: If you are migrating an existing storage space customer
into the system, click the Existing button and you will be transported
to the Storage tab of the New Account window to complete the migration.
The only difference between the above and this tab is that a migrating
account has already (presumably) been charged for this month's rent,
so no deposit or pro-rated rent charge is necessary. The customer is
already occupying space, you are just moving him/her into your new system.
Note:
If an existing account already in your Mini Storage management program
decides to rent another storage space, don't enter the account here
again. Go to the Posting Window and use the Storage Transactions tab.
None: If your customer doesn't use your storage space, but maybe
buys packing boxes or tape, or other merchandise from you, click the
None button. Maybe you are migrating a deadbeat who moved out without
paying you to the new system in hopes of someday getting what he/she
owes you... click None. The account will be entered with no storage
records at all. You can always post a storage rental later using the
Posting Window Storage Transactions tab.
Windows Navigation:
Mouse: Click on any editfield to make changes. Clicking on Save saves. Clicking on End or Cancel doesn't. Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, and then repeat.
Enter or Return Key: Will traverse the editfields until all information has been entered, then activate the Save button, save your work, and set default to the End button.
Macintosh Navigation:
Mouse: Click on any editfield to make changes. Clicking on Save saves. Clicking on End or Cancel doesn't. Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, then repeat.
Enter or Return Key: Will traverse the editfields until all information has been entered, then activate the Save button, save your work, and set default to the End button.
All Platforms:
Tab key, Enter Key, and Return Key will NOT allow you to continue until you have an Account Number and an Account Name entered.
Note: It is important that your computer's system clock is set accurately and that you close your month on time every month. Otherwise the data will not be recorded accurately on this panel.
You can print a hardcopy of any panel using the Print button; you can edit the account information by pressing the Edit button. Or you can double click any financial transaction (except Balance Forward transactions) in the financial tab panel and edit that transaction.
If you press the Post button, you can post new storage or financial transactions to the account. If you need to view another account, use the Get Another Account button. And of course, you can use the End button to return to the Start Screen.
Windows Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the buttons, and then repeat.
Enter or Return Key: Will fire the default button.
Up/Down Arrow Keys: Will select individual transactions from the listbox.
Macintosh Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the buttons, then repeat.
Enter or Return Key: Will fire the default button.
Up/Down Arrow Keys: Will select individual transactions from the listbox.
The Start button sets focus to a popup menu that contains all of the various list categories. Choose the appropriate item from the popup menu, and the list of accounts appears in the large listbox. The Print button will print whatever list is currently showing. If appropriate, an account may be selected from some lists and be displayed or edited by clicking the appropriate button. Inappropriate selections are ignored. The lists may be sorted by column headings, and column widths may be adjusted as necessary. Scroll to view hidden columns. Exit the window by clicking the End button.
Note: For an accurate total of the amount you should have on hand to cover Deposits you are holding, select the By Spaces Occupied list >All. The Deposit total is shown at the bottom of the Deposit Column. Anything in excess of this amount represents forfeited deposits and is your money; anything less than this amount indicates that you have spent or moved other people's money. Tsk, tsk.
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the items on the screen as appropriate, then repeat.
Enter or Return Key: Will fire the default button.
Up/Down Arrow Keys: Will select list categories from the popup menu and individual accounts from the listbox for display or editing.
Macintosh Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the items on the screen as appropriate, then repeat.
Enter or Return Key: Will fire the default button.
Up/Down Arrow Keys: Will select list categories from the popup menu and individual accounts from the listbox for display or editing.
Posting Transactions: (top)
POST TRANSACTIONS SCREEN - Storage Transactions
From the Start Screen, click the appropriate Posting button submenu (Storage Data, or Financial Data) to bring up the dialog box where you can select an account and call up the Post Transactions window.
The
customer's information appears in black text at the top of the screen.
Across the bottom are two tab panels: Storage Transactions and Financial
Transactions.
Storage Transactions: Use this tab panel when an existing customer
wants to rent another storage space from you. Click the Start button,
select the space category you need, select the size the customer wants
to rent, and select from the available storage spaces of that size.
Choose a monthly rate, a deposit amount, and a setup fee. If desired,
list contents. Click Save. A pro-rated rent charge for the balance of
the current month will be posted, as well as a setup fee, if any, and
a deposit amount. A small window will appear showing you the exact amounts
being charged and the total. The Post Pymt button will receive the focus,
and if your customer has given you a check for the correct amount, you
can click the button and go to the Financial Transactions tab to post
the check immediately. If you have not received your payment yet, tab
past the button to the End button.
POST TRANSACTIONS SCREEN - Payment Transactions
Financial
Transactions: Use this tab panel when a customer wants to buy merchandise
or service from you, or pays his/her bill. Click Start.
If
you are posting a new sale (other than a storage rental), click a Sales
Department from the Sales listbox on the left. If you are posting a new
payment, then click a Payment Department from the Payment listbox on the
right. Then click the Select button. This will activate a blue (sorta
blue, anyway) box for operator input.
The Department Name is at the top of this box.
Next is a reference box where you may enter some type of identification
for the transaction. It could be an invoice number, a stock number, a
description of services or merchandise, the name of the clerk who handled
the transaction, a check number, credit card authorization number, or
anything else that works for your business. Descriptions can be up to
255 characters in length if necessary.
The Price Factors you defined when you created the Transaction Department
will appear. If you entered static price factor values, the value will
show in blue text in the appropriate fields. Other price factor values
may be blank, ready for operator input. Unused Price Factor fields will
not appear at all. You can always override a static value in the current
transaction by typing a new value over the static one if you wish.
You can also over-ride the Sales Tax indicator by simply changing it with
the space bar when it gets the focus..
When the Calculate button activates, press the Enter or Return key once
more to see the results that will be posted to the account. The Save button
activates. If the amount is correct press the Enter or Return key
to save your transaction to the database.
If the amount is incorrect, you can back out entirely by clicking on the
Unselect button and starting over.
If you are finished working with this account, press the End button to
return to the Start Screen. If you have other transactions to make for
the same account, select a department and repeat the process.
You may use the left and right arrow keys to alternate between the Sales
listbox and the Payments listbox. Or simply mouse over the one you want
to select. Then you may use the up and down arrow keys to select any department
listed in the active listbox. Or you could select a department by double
clicking it with the mouse, like we did earlier.
Notice that when you are entering transaction information, the Current
Month and Aging field groups automatically update when you hit the Calculate
button. If you Unselect, these fields revert to their original values.
Notice also that the only fields you can change are in blue text. Changes
or values you have entered are in red text. Once a transaction is saved,
the text changes to black again, and the transaction cannot be unselected.
Under the Current Month heading, the Balance Forward field shows any balance
carried forward from the previous month. The Credits field shows all payments
that have been made so far this month, including adjustments, write offs,
or other contra payments. The Charges field shows all of the charges that
have been made to the account so far this period to date. It includes
all product or service charges, as well as any taxes or other contra sales
charges. Finally, the Current Balance shows how much the account owes
you right now.
Under the Aging heading, the Current field indicates all charges made
to the account this period to date. If appropriate, it will show any Credit
Balance in the account. The 30, 60, and 90 day fields indicate how much
of the Balance due you is 30, 60, or 90 Days (or more) old. The total
of the Current, 30, 60, and 90 day fields equals the Current Balance.
Posting Payments is just like posting sales transactions. Select the payment
department from the Payments listbox on the right. Enter the appropriate
description (check number, clerk number, credit card auth number, etc),
then the amount. Calculate, and Save.
Payments are always subtracted from the 90 Days or older balance first,
down to the current amount. Charges are always added to the Current field
and move up each month to 30, 60, or 90 Days over time if not paid.
If you are finished posting to one account and want to go to another one,
click on the Change Acct button to go back to the account selection dialog
window.
The Select button will select whatever department is highlighted in whichever
listbox you have activated. The Unselect button will clear whatever department
is visible in the blue box. If it contains unsaved changes, they will
be discarded and account totals will revert to their last saved status.
If you are finished posting, click on the End button to return to the
Start Screen. If you wish to post to another account, click the Change
Acct button to return to the Account Selection window.
Windows Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, then repeat.
Enter or Return Key: Will fire the default button.
Up/Down Arrow Keys: Will highlight a department from the active listbox.
Left/Right Arrow Keys: Will switch between Sales and Payment listboxes.
MouseOver: Will also enable whichever listbox the mouse cursor is over.
Macintosh Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, then repeat.
Enter or Return Key: Will fire the default button.
Up/Down Arrow Keys: Will highlight a department from the active listbox.
Left/Right Arrow Keys: Will switch between Sales and Payment listboxes.
MouseOver: Will also enable whichever listbox the mouse cursor is over.
Editing Customer Records: (top)
MASTER RECORDS EDITOR SCREEN
From
the Start Screen, click the Edit Acct button an select the Edit Account
Master Record from the drop down menu to bring up the account selection
dialog box. Choose the account you wish to edit in the usual way.
When the Master Records Editor window appears, it will contain all of
the account's information in black text. If you need to change anything
in the white fields, you may do so by clicking on the Edit button at the
bottom of the window. The text of all editable fields turns blue. Fields
with a yellow background can not be edited, and their text remains black.
Navigate by mouse, tab, enter, or return key and make your changes, which
turn red to show that they have been changed, but not yet saved. Click
the Save button to save your changes.
You may click the Cancel button at any time to return to the Start Screen.
Any unsaved changes will be discarded. Any unchanged items will remain
unchanged.
Windows Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and fire the default button.
Macintosh Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and fire the default button.
Editing Customer Transactions: (top)
TRANSACTION RECORDS EDITOR SCREEN
From
the Start Screen, click the Edit Acct button and select the Edit Account
Transaction Record from the submenu to bring up the account selection
dialog box. Select the account whose transaction needs to be modified
and click continue. The Transaction Records Editor window appears.
The window shows the first editable record for the account. Tab from the
default End button to the Edit button. If the transaction showing is the
one you want to edit, use the Enter key on the Edit button and the black
text in the 4 fields with a white background will turn blue, indicating
that you can edit them. If the transaction showing is not the one you
want to edit, tab to the Get Next Record button and use the enter key
to navigate through the transaction records until you get to the correct
one. Then tab back to the Edit button and edit the transaction.
There are four editable fields (white background), but the text is black
to start with. Push the Edit button and the text in those fields turns
blue. Tabbing through them will allow you to change the text as necessary.
To fire the Save button, as in other windows, you must use the Enter or
Return key when the button has the focus. Push the Enter or Return key
to save your changes.
If you need to edit another transaction record for the same account, navigate
to the Get Next Tx Record button again and select the record you want.
You can repeat the process until you are finished making corrections.
Applesauce will automatically correct the balance in the record you edit,
as well as any subsequent records in the transaction chain. If your changes
reflect a change in the unit count or purchase frequency, they will also
be automatically corrected for you.
When you are finished editing transactions, click on the End button to
return to the Start Screen.
Windows Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and fire the default button.
Macintosh Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the editfields and buttons, then repeat.
Enter or Return Key: Will traverse the editfields and fire the default button.
Printing Statements: (top)
PRINT MONTHLY STATEMENTS SCREEN
When
you have all of your sales and payment transactions posted for the month,
you'll want to print out Statements to mail to your customers. But there
are some things you might want to do first.
You might want to figure late fees and/or finance charges for customers
with past due balances. We’ll talk about those items in a little while.
For now, just take a look at the Print Statements screen to see how it
works.
From the Start Screen, push the Statements button and select the All Statements
submenu item which brings up the Print Monthly Statements window.
This window gives you the option of printing statements for all of your
accounts, which is the default. But you can also choose to print statements
for accounts with only past due balances if you choose. Make your choice
from the radio buttons in the window and click Continue. Your printer
will take over and spool the statements for printing. Wait until the spooling
is complete and press the End button to return to the Start Screen.
You can also print individual account statements whenever you wish. The
procedure is the same, except that you choose the One Statement submenu
from the Statements button on the Start Screen.
Windows Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the buttons, then repeat.
Enter or Return Key: Will fire the default button.
Macintosh Navigation:
Mouse: Clicking on buttons will work if appropriate and do nothing if not appropriate.
Tab Key: Will traverse the buttons, then repeat.
Enter or Return Key: Will fire the default button.
All Platforms:
Use Mouse to select from radio buttons.
Printing Reports: (top)
You can also print a Sales Recap, Payments Recap, and Sales Tax Recap report by choosing the Reports button and the appropriate submenu item.
You may establish your regular Monthly Closing Date in the Company Data window on the Late Fees, Finance Charge Rate, and Closing Date tabpanel. From then on, whenever the Closing Date rolls around, Applesauce will alert you, and then nag you until you close the month. Then it will behave itself until the next Closing Date rolls around.
Applesauce compensates for short and long months, so if you enter 28, 30, or 31 as your Closing Date, it will assume you mean the last day of the month. Any other date will be used at face value as your Closing Date. If you fail to choose a Closing Date, Applesauce will default to the last day of the month.
The recommended closing date is sometime in the middle of the month, since rental fees are posted on the first of the month and should be paid "in advance" for the month before your closing day. This allows your accounts a reasonable period in which to pay their bill, after which a late fee and/or finance charge might apply. It also allows you time to generate notices to those who have not yet paid by closing, and it gives customers who wish to vacate time to do so before the next cycle of rental fees is posted on the first of the next month.
There are several things you need to do when you Close the Month. :
First:
Be sure you have posted monthly storage rental fees on or near the
first of the month. Be sure you have posted all other sales and payment
transactions since the last closing.
Second and Third: Before closing, post Late Charges and/or Finance
Charges, if any. (Data Entry> Post Late Charges On Closing Date and/or
Post Finance Charges On Closing Date) These menu items will only be availabe
from your Closing Date until you run them, to keep you from accidentally
running them twice. As soon as you run the process, the menu item becomes
disabled again until the next closing date.
Fourth: Print Monthly Statements (Start Screen>Statements button>All
Statements) and any necessary Reports. (Start Screen>Reports).
Fifth: Manually Backup Your Database To Zip Disc or CD
Sixth:
Close
The Books. (Data Entry> Close Month)
Closing your monthly billing cycle is the last thing you should do every cycle. This process moves all of the month's financial transactions into a rolling 12 month archive so you have read-only access to them for a full year without resorting to off-premises backups.. Once the archive is created, all of the current transactions are disposed of, Aging is updated, and the Balance Forward for each account is rolled over as the first entry of the next billing cycle.
In order to close the books, select Data Entry>Close Month from the Menu Bar. You will be presented with a checklist reminder of these chores. You don't necessarily have to do all of them (Maybe you don't need any reports, or don't charge Finance Charges), but you do have to check each box to let the computer know you haven't forgotten about them. It won't close the month until all of the checkboxes are checked.
If all is well, click the Continue button and watch Applesauce do your bookkeeping for you.
When the process is complete, click the End button and take the rest of the month off.
Archives: (top)
Applesauce keeps a rolling 12 month archive of all your accounts and transactions. You can access the transactions of any account from any of the past 12 months and print out a copy by following the selection instructions on the dialog box that opens when you select the Archive button from the Start Screen.
Releasing
Occupied Storage Space,
Deleting Accounts and Departments:
(top)
Every
now and then you'll want to release an occupied storage space, delete
an account, or a department from your system. From the Start Screen, choose
the Delete button and select appropriate sub-item from the popup menu,
This brings up a selection dialog box in bright red to keep you awake
and aware of what you're doing. Select a storage space, an account, or
a department from the listbox at the top, and click Continue.
A small dialog box appears asking you to confirm that you want to delete
this item.
If you are deleting an account and there is a balance due on the account,
it tells you how much. It also tells you if there are any records in the
archives of the past 12 months, and if the account occupies any storage
spaces. Then you have the information you need to either Delete the account
or Cancel and back out.
If you choose to delete the account, all records will be deleted and all
occupied storage spaces will be released.
You may want to release a storage space without deleting the account it
was assigned to. In this situation, use the Release Storage space routine
instead. This is handy when an account still owes you money, but no longer
occupies a storage space, or when an account moves from one storage space
to another.
Usually, you wouldn't want to delete any account with a balance due, or
one with records still in the archives because without the account information,
you have no way of accessing those records.
When you're finished, click on the End button to return to the Start Screen.
The best time to delete account records is after you have backed up your
system and closed the month, and before you post anything else to the
account. That way, the most current records are in the backup and archives.
If you need to delete at any other time, you should make a fresh backup
prior to deleting.
Menu Items:
(top)
From the Menu Bar at the top of the window, you can accomplish any of the tasks that you can do from the Start Screen buttons. But the Menu Bar also has some other specialized choices that we will cover here.
File Menu
Start Screen - Calls the Start Screen.
New Account - Calls the New Account window which allows you to migrate existing accounts into Applesauce Mini-Storage Management for the first time, or allows you to create a brand new account.
Printer Setup - Calls the Printer Setup dialog for your default printer. You should click on this before you attempt to have Applesauce Mini-Storage Management print anything for you. The Printer Setup menu item calls the preference dialog of your default printer, and saves the information so your printer will work properly. You only need to use this item once, as long as you don't change printers.
Edit Menu
Edit Company Data - Calls the Edit Company Data window which allows you to create an "account" for yourself which contains your company's information as well as a variety of rates and preferences that Applesauce Mini-Storage Management needs in order to operate.
Edit Customer Data - Calls the Edit Customer Data window which allows you to edit company or personal information for each of your customers.
Edit Transaction Data - Allows you to edit transactions within each customer's account. Handy if you have accidentally posted incorrect information. If the correction changes the running balance, all subsequent transactions are automatically corrected to reflect the balance change as well.
Delete Customer - Allows you to completely delete a customer account record. This includes their company data, transaction data, storage records data, and archived data. Not to be used frivolously.
Edit Sales / Payment Formulas - Allows you to edit or create sales or payment departments as appropriate for your business.
Delete Sales / Payment Formulas - Allows you to delete no longer needed sales or payment departments.
Release Storage Space - Allows you to release an occupied storage space so that it is again available for use. This does not delete the account to whom the space was assigned, it simply makes the space available for reuse. Handy when a customer moves from a smaller space to a larger one, for instance. Or when a delinquent account's stored items have been disposed of for payment, but the account still owes money.
Data Entry Menu.
Post Sales / Pymts - Calls the Posting window.
Post Monthly Storage Charges On 1st - Calls the Post Monthly Storage Charges window which allows Applesauce Mini-Storage Management to automatically walk your account list and post storage charges for the month. The first of each month is the most appropriate time, but you could do it anytime before your closing date each month if you prefer.
Post Late Charges On Closing Date - Calls the Post Late Charges window and allows Applesauce Mini-Storage Management to automatically walk your account list and post storage late fees to accounts with a balance due on your Closing Date.
Post Finance Charges On Closing Date - Calls the Post Finance Charges window and allows Applesauce Mini-Storage Management to automatically walk your account list and post finance charges to each account with an unpaid balance forward amount left over from the prior month's closing date. It does not add a finance charge to a current month's late fee charge, but does add a finance charge if a late fee from a previous month has been rolled into the balance forward. This is an optional event. You may or may not choose to implement finance charges.
Print Statements On Closing Date - Calls the Print Monthly Statements window and allows Applesauce Mini-Storage Management to automatically walk your account list and print statements for all accounts with a balance due.
Make Backup On Closing Date - Reminds you to make a Backup for the month.
Close Month On Closing Date - Calls the Close Month window and allows Applesauce Mini-Storage Management to calculate balances forward for each account. Also archives the month's transactions.
Change Storage Rates - Allows you to modify the rate you charge to existing customers for the spaces they occupy.
Display Menu
Delinquent Accounts - Allows you to see a list of storage spaces that are assigned to accounts without a credit balance. Clicking the Delinquent button on the window that appears will provide you with a list of potentially delinquent accounts. If you determine that they are delinquent, you may mark the checkbox to indicate that the unit has been locked and the customer no longer has access until the balance is paid. A space with a zero balance but checked as locked, indicates the account has paid at least the balance and should be unlocked. Clicking the Locked button gives you a list of all currently Locked spaces. This is handy to print out and take with you when you need to unlock spaces. If you change the checkbox status on either list, be sure to save your changes.
One Account - Allows you to display any one account.
Account List - Allows you to display a list of accounts and storage spaces.
Archives - Allows you to call up and examine or print any customer's account for any of the preceding 12 months.
Print Reports
All Statements - Allows you to print a current statement for each account in the category selected.
One Statement - Allows you to select an individual account and print a current statement.
Sales Recap - Allows you to print a report showing sales activity to date. Most useful if printed at just prior to closing the month.
Payments Recap - Allows you to print a report showing payment activity to date. Most useful if printed just prior to closing the month.
Sales Tax Recap - If you have any taxable sales, will print a report calculating the sales tax due for the period to City, County, and State governments. Most useful and accurate if printed just prior to closing the month.
Help Menu
Contains menu items that will call a help page for the topic indicated.
Backups (top)
Making monthly backups of your data is always a good idea, even though Applesauce Mini-Storage Management keeps a 12 month rolling archive for you. Your place might burn down. Somebody might steal your computer, or it might crash on you. Make backups.
The
easiest way to backup your data is to burn the entire Applesauce Mini-Storage
Management folder to a CD each month just before you close out your books.
Macintosh and Windows both come with applications that allow you to create
CDs, or you can use a third party application.
If you copy the entire folder to CD, then if you ever need to access ancient
information, you can do it directly from the CD itself without having
to reinstall anything.
If you only backup the database file in the DBFolder, then you have to
jump through hoops hiding your current database, putting the old one in
it's place, looking up your ancient data, and then reversing the process
to get the current database back in its proper home.
If the entire Applesauce Mini-Storage Management folder is too large to
fit on one CD, then you have really outgrown Applesauce Mini-Storage Management
and need an Enterprise system. We'll be sorry to lose you, but congratulations
on your success!
Fine Print (top)
©
LOBSINGER CONSULTING & ENGINEERING
This manual and the software described in it are copyrighted, with all
rights reserved. Under the copyright laws, this manual or the software
may not be copied, in whole or part, without written consent of Lobsinger
Consulting & Engineering, except in the normal use of the software
or to make backup copies of the software. The same proprietary and copyright
notices must be affixed to any permitted copies as were affixed to the
original. This exception does not allow copies to be made for others,
whether or not sold, but all of the material purchased (with all backup
copies) may be sold, given, or loaned to another person. Under the law,
copying includes translating into another language or format.
You may use the software on any computer owned by you, or on as many computers
owned by you as you wish, but extra copies with the serial number assigned
to you installed, cannot be made for computers which you do not own.
Trial or Demo Versions of Applesauce Mini-Storage Management , clearly
unregistered on the Splash Screen, and all original related files in the
Applesauce Mini-Storage Management Folder; or copies of the original downloaded
files may be freely distributed.
The Lobsinger Consulting & Engineering Logo is not trademarked, nor
is it registered in the U.S. or anywhere else. Unless you're a Greek geek,
you probably don't even know what it is. Or care.
Lobsinger Consulting and Engineering makes no warranty of any kind with
regard to this material, including, but not limited to, implied warranties
of merchantability and fitness for a particular purpose. Lobsinger Consulting
and Engineering shall not be liable for errors contained herein or for
incidental consequential damages in connection with the furnishing, performance,
or use of this material. Any trademarks mentioned in this text are the
property of their respective holders.
© LOBSINGER Consulting & Engineering
8210 North Trader's Bend Road
P.O. Box 326
Newkirk, OK 74647
(580) 362-2269
robert@tradersbend.com
Revised 02.10.08 –msm2008r1(top)