TUTORIAL.RTF
------------
Much of TUTORIAL.RTF was written for DRAINS version 2.17 and extensively
revised for version 3.08.  Updating for version 4.02 is continuing.  Please
call if you have any questions or specific instruction needs, I'll be glad to
help you.
* ========================================================================== *
    <<< DRAINS 4.02 TUTORIAL >>>

    Tutorial section 1. Program Startup & Shutdown
                        General running instructions & editing advice




       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 3


            Q. Exit DRAINS

    Tutorial section 2. Setting up the program for use
    <<< DRAINS 3.08 TUTORIAL >>>
       217(3.08) ... Tutorial section 1. STARTING AND STOPPING DRAINS /
                BACKUP
            N. Backup
               A. Select drives
               B. Format floppy diskette(s)
               C. Backup database files only
               D. Write backup batch file

       219(3.08) ... Tutorial section 2. SETUP DRAINS SYSTEM FOR USE
            L. Maintain Customization
            P. Archive Closed Jobs P. Pack, reindex & transfer

       220(3.08) ... Tutorial section 3. PREPARE LOOKUP DATABASES AND
                PRINTOUTS
            K. Servicepeople & Finders
               A. Add/Edit/Delete Serviceperson Information
               1. Print Serviceperson List
            M. Lookup Table Maintenance
               A. Add/Edit/Delete Revenue Category Information
               1. Print Revenue Category List
               B. Add/Edit/Delete Customer Type Information
               2. Print Customer Type List
               C. Add/Edit/Delete Referral Code Information
               3. Print Referral Code List
               D. Add/Edit/Delete Work Type Information
               4. Print Work Type List
               E. Add/Edit/Delete Municipality Code Information
               5. Print Municipality Code List
               F. Add/Edit/Delete ZIPcode Check Information
               6. Print ZIPcode Check List
               G. Add/Edit/Delete Tax Group Information
               7. Print Tax Group List

       222(3.08) ... Tutorial section 4. JOB TRACKING I: NEW JOB ENTRY
            A. Create Service Request

       224(3.08) ... Tutorial section 5. JOB TRACKING II: DISPATCHING
            C. Dispatch Tools
               A. Modify job assignments
               S. Display active work order synopsis list
               P. Print Active Work Order List
               C. Change sort & selection limit
               T. Print Active Work Order List split by Tax Groups
            B. Edit / Close Work Order
               X. Cancel/Restore job
               H. Hunt again







       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 4


       226(3.08) ... Tutorial section 6. JOB TRACKING III: JOB CLOSE /
                INVOICES
            B. Edit / Close Work Order
                . Next record
               P. Previous record
               E. Edit information
               C. Set closing defaults and edit
               T. Manually enter sales tax
            D. Invoice Batch Print

       228(3.08) ... Tutorial section 7. JOB TRACKING IV: FILING CLOSED JOBS
            F. Bank Deposit Journal A. Copy information from Work Orders
            C. Dispatch Tools  . Screen display
            P. Archive Closed Jobs T. Transfer jobs only

       230(3.08) ... Tutorial section 8. SCHEDULED SERVICE PROGRAM /
                                     CLIENT SETUP AND REPORTS
            J. Client File Maintenance
               A. Add/Edit/Delete Client Information
               C. Print Monthly Maintenance Program List

       232(3.08) ... Tutorial section 9. BANK DEPOSIT JOURNAL
            F. Bank Deposit Journal
               B. Scan / Edit / Delete Journal records
               C. Add Journal record
               D. Cash & Check Journal Reports
               E. Clear Cash & Check Journal Records

       233(3.08) ... Tutorial section 10. ACCOUNTS RECEIVABLE
            G. Accounts Receivable / ROA
               A. Record a Received on Account payment, or
                  scan client accounts / change or delete records
               B. Record an account debit or an account credit
               E. Add interest to accounts

       234(3.08) ... Tutorial section 11. STATEMENTS
            H. Statements
               A. Set statement group limits
               B. Specify itemization start date
               C. Enter message to include with statements
               D. Forms justification test print
               E. Print statements















       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 5


       235(3.08) ... Tutorial section 12. HISTORY MAINTENANCE & REPORTS /
                                      SERVICEPERSON REPORT
            O. History Reports & Maintenance
               B. Scan/Edit/Delete History records
               A. Set History group limits
               C. Display History record synopsis list
               D. History reports: Client/Date/SvcPerson
                  A. Set History group limits
                  B. Toggle Screen Display / Printer Printout
                  C. Client Report
                  D. Date Report
                  E. Serviceperson Report
                  F. Analysis Report
                  G. Work Order screen images by Client
                  H. Work Order screen images by Date
                  I. Work Order screen images by Serviceperson
                  J. Date/Tax Groups Report
            K. Serviceperson File Maint. C. Serviceperson Commission Report

       237(3.08) ... Tutorial section 13. ACCOUNTANTS' REPORTS
            G. Accounts Receivable / ROA
               C. Print Accounts Receivable list (summary/non-summary)
               G. Aging report
            O. History Reports & Maintenance
               E. History reports: Revenue/Income/Sales Tax
                  A. Set date range
                  B. Toggle Screen Display / Printer Printout
                  C. Sales Tax Report
                  D. Income Log/wide
                  E. Income Log/screen
                  F. Summary Income Log Report
                  G. Revenue Category Report
                  H. Revenue Category/Job Count Report
                  I. Sales Tax Report by Tax Group
                  J. Income Log Report by Tax Group
                  K. Revenue Category Report by Tax Group

       239(3.08) ... Tutorial section 14. CLIENT DATABASE PRINTOUTS
            J. Client File Maintenance
               B. Print Client Information
               G. Print List of Clients Authorized to Charge
               I. Print List of Unduplicated Clients Authorized to Charge
               H. Print List of Charge Allowed and Scheduled Service Clients
               F. Print Inactive Client List
            E. Client mailings

       241(3.08) ... Tutorial section 15. SPECIAL TYPES OF DATABASE
                MAINTENANCE
            G. Accounts Receivable / ROA
               D. Discard $0.00 balances older than specified date
               F. Recalculate account balances
            J. Client File Maintenance
               D. Change Client's Phone Number
               E. Change Client's Billing Address



       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 6


            O. History Reports & Maintenance F. Dump old history records

       243(3.08) ... Tutorial section 16. ACCOUNTS PAYABLE
            I. Accounts Payable
               A. Add/Edit/Delete Payable bills
               B. Enter payments
               C. Display Payable record synopsis list
               D. Vendor bill balance report
               E. Clear paid bills

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 8



                           <<< DRAINS 4.02 TUTORIAL >>>

    THE DRAINS 4.02 TUTORIAL

              The purpose of the DRAINS 4.02 tutorial is to teach, in ^
    sequenced lessons, all of the functions of DRAINS 4.02.  The program
    sections are presented in a logical order, from program setup, through
    basic and advanced information entry, to management reports and common
    utilities.  Following this order ensures that you meet each section with
    the background you need to use it successfully.
              The tutorial also presents background information about using a
    computer for recordkeeping, and briefly covers recognising and fixing the
    most common hardware and operating system (Windows) problems encountered
    by DRAINS users.  The tutorial covers all of DRAINS proper, but does not
    cover special utilites, unusual reports, or programmers' tools in detail.
              I do not intend that you complete the whole tutorial before
    beginning to use DRAINS in your business.  Learn the core functions - job
    entry, billing, crucial reports - and use them to make your work easier
    and more organized.  That should give you time later to continue with
    later tutorial sections and add to your DRAINS skills.
              DRAINS can do a lot of things, some pretty specialized.  You
    won't need everything, but in the long run you will best serve your
    business by learning about everything that DRAINS can do.  We encourage
    you to complete the tutorial's reading suggestions and look at the
    matching screens in DRAINS, even if you don't actually exercise the
    functions.

              A person being trained only as a dispatcher at a business whose
    DRAINS system is already in use (and overseen by someone familiar with the
    backup and bookkeeping functions) should do fine with just tutorial
    sections (^4 through 8^).

              As you learn DRAINS, it is a good idea to jot down your
    questions, ideas, and concerns and call us to discuss them every so often.
    Our user support is an important part of DRAINS.  If you get stuck or
    start to feel frustrated, pick up the phone!

    * ------------------------------------------------------------------------



















       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 216


    Tutorial section 1. STARTING AND STOPPING DRAINS / BACKUP

    Items you will want for this lesson:
              [] A new floppy diskette of correct type for (either of) your
                  drive(s.)

              For background, read or skim the <<< GENERAL INSTRUCTIONS FOR
    USE >>> section of REFERENC.RTF, starting on page 14, including CALLING
    DRAINS, THE MAIN MENU, GENERAL EDITING ADVICE, PRINTING AND VIEWING,
    GENERAL PRECAUTIONS, and FoxBASE+ PROGRAM ERROR MESSAGES.  If your DRAINS
    system is not multi-user, you may skip the MULTI-SESSION GENERAL ADVICE.

    [] Invoke DRAINS and look at the Main menu.  If the Bookkeeping and
        Utility Main menu options are missing, enter 'L' and enter your DRAINS
        password.

              The first thing to know is how to make a data backup.  It is
    very important to make periodic copies of the information stored in
    DRAINS.
              For those just starting out with DRAINS, if you make a backup
    when you have your DRAINS system set up to your satisfaction, then you can
    experiment from that point with peace of mind, knowing it can be put back
    to the earlier state easily.

              Read the Main menu option N. Backup section (starting on page
    155) of the <<< DRAINS 3.08 OPERATION >>> section of REFERENC.RTF.

    [] Enter 'N' at the Main menu to invoke the Backup menu.
    [] Enter 'A' to use function A) Select drives if the drive designations
        shown are not the ones you need to use.
    [] Use function B) Format floppy diskette(s) to format a new floppy
        diskette.
    [] Use function C) Backup database files to make a practice backup of your
        data files.
    [] Use function D) Write backup batch file to create your DOS
        backup-DRAINS command, DRAINBAK.
    [] When done, enter 'M' to return to the Main menu.

              Read the Main menu option Q. Exit DRAINS section, page 188.
    Notice that you do not need documentation to find our phone numbers; they
    are displayed when Main menu option Q. Exit DRAINS is selected.  (Please
    do not use the toll-free sales number for normal support unless you have
    trouble getting through on the support line.)

    WARNING!  AVOID TURNING OFF OR REBOOTING YOUR COMPUTER WHILE YOU ARE IN
    DRAINS.  If a data file is open when the computer is turned off or
    rebooted, it may be made partially or wholly unreadable.  Any data waiting
    to be written to the disk will be lost.
              Also, you will be faced with a "Station in use" message the next
    time you try to enter DRAINS, and have to run DrainFix to clear the
    problem up.






       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 217


              Properly exiting DRAINS before you turn off or reboot your
    computer is very important.

    [] Exit DRAINS.
    [] On a Window system, click the Start button, point to Programs, and
        click on "MS-DOS Prompt" or "Command Prompt" to get a black window
        with a "C:\WINDOWS>" DOS prompt and a blinking cursor.  At the DOS
        prompt, enter \DRAINBAK.  You can use the same diskette again to make
        this second practice DRAINS backup.

    A good start!  This ends tutorial section 1.

    * ------------------------------------------------------------------------












































       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 218


    Tutorial section 2. SETUP DRAINS FOR USE

    If your DRAINS is newly installed, you should tell it about your business
    before trying to enter jobs.  This section will explain how.

    If you are learning DRAINS on a system already set up, and will be doing
    bookkeeping or will be responsible for DRAINS' administration, skimming
    through this section will help you understand possibilities that may not
    be currently active at your site.

    If you will only be logging customers' phone calls, entering jobs, and/or
    dispatching drivers, you can skip this section.

              To best serve you, DRAINS needs to know some things about you
    and your equipment, such as the name of your business and the type of
    printer you are using.  DRAINS also gives you choices about how certain
    functions are to be performed.  The first step in setting up DRAINS for
    use is to tell it about you and your needs.
              You can change your choices later and as often as you like, so
    don't be shy; if you're not sure about something, make a guess and see how
    it works out, or call and ask.

              Read the Main menu option L. Maintain Customization section of
    REFERENC.RTF, starting on page 122.

    [] Enter 'L' at the Main menu to invoke the Customization Maintenance
        screens.  Following the reference manual's descriptions of the fields,
        enter values that suit your business.
              When prompted, enter 'Y' to save the new field values, then
        press a key to recall the Main menu.  (If you have changed or added a
        password, the BOOKKEEPING and UTILITY Main menu options will be hidden
        until the password is reentered.)

              Whenever the Address parsing field of Main menu option L.
    Maintain Customization is changed, Main menu option P. Archive Closed
    Jobs's function P. Pack, Reindex & Transfer should be run to create the
    changed indexes.  Reindexing has other benefits as well.
              Read the Main menu option P. Archive Closed Jobs section of
    REFERENC.RTF (pg. 186), paying particular attention to function P. Pack,
    Reindex & Transfer.

    [] Invoke Main menu option P. Archive Closed Jobs and enter 'P' to ask
        DRAINS to index your data files.  When prompted, press a key to recall
        the Main menu.

              This completes the minimum setup for DRAINS' use, ending
    tutorial section 2.  (Section 3 will complete the full DRAINS setup.)

    * ------------------------------------------------------------------------








       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 219


    Tutorial section 3. PREPARE LOOKUP DATABASES AND PRINTOUTS

              DRAINS' Serviceperson and lookup files give DRAINS long term
    information about your business.  When a worker's ID is entered on a
    service request or work order, the Serviceperson file is checked to cross
    reference alphabetical and numeric serviceperson codes.  Serviceperson
    information is also used in producing Commission reports.
              The lookup code files do two things.  Some help you categorize
    jobs by Revenue type, Customer type, Tax Group, or how the customer was
    Referred.  Other codes let you set up "shorthand" convenience codes that
    turn into full job description or City State Zip lines.  Work Type codes
    can do both.  The ZIPcode Check file lets you tell DRAINS which ZIP codes
    it should recognise as belonging to your area.

              DRAINS can function happily without information in these files,
    or with only partial information.  However, DRAINS' reports will be more
    useful to your business if these are set up properly.
              As with DRAINS' customization, you can change the entered lookup
    information later.  You can change the code descriptions anytime.  If you
    want to change a code you have been using, call me.  I have utilities to
    change codes in the records you have already entered.

              Read the Main menu option K. Servicepeople & Finders section of
    REFERENC.RTF (pg. 112), paying particular attention to functions A.
    Add/Edit/Delete Serviceperson Information and 1. Print Serviceperson List.

    [] Use function A. Add/Edit/Delete Serviceperson Information to enter your
        service people's information and assign ID codes to each of them.
    [] Use function 1. Print Serviceperson List to print a listing of the
        entered codes and information.
    [] Enter 'M' to recall the Main menu.

              Read the Main menu option M. Lookup Table Maintenance section of
    REFERENC.RTF. (pg. 141)^

    [] Use function A. Add/Edit/Delete Revenue Category Information to create
        several job types.
    [] Use function 1. Print Revenue Category Information to print a listing
        of the entered revenue category codes and their descriptions.

    [] Use function B. Add/Edit/Delete Customer Type Information to create
        several customer types.
    [] Use function 2. Print Customer Type Information to print a listing of
        the entered customer codes and their descriptions.

    [] Use function C. Add/Edit/Delete Referral Code Information to create
        several referral codes.
    [] Use function 3. Print Referral Code Information to print a listing of
        the entered referral codes and their descriptions.

    [] Use function D. Add/Edit/Delete Work Type Information to create several
        work type codes.





       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 220


    [] Use function 4. Print Work Type Information to print a listing of the
        entered work type codes and their translations.

    [] Use function E. Add/Edit/Delete Municipality Code Information to create
        several City State ZIP "shorthand" codes.
    [] Use function 5. Print Municipality Code Information to print a listing
        of the entered municipality codes and their translations.

    [] Use function F. Add/Edit/Delete ZIPcode Check Information to add
        several local ZIP codes to the list.
    [] Use function 6. Print ZIPcode Check Information to print a listing of
        the entered ZIP codes.

    [] If Tax Groups are turned on in Main menu option L. Maintain
        Customization, use function G. Add/Edit/Delete Tax Group Information
        to create several  tax groups.
    [] If Tax Groups are turned on in Main menu option L. Maintain
        Customization, use function 7. Print Tax Group Information to print a
        listing of the entered  tax groups and their descriptions.

    [] Enter 'M' to recall the Main menu.

              These reference lists should be available to anyone entering
    service requests, dispatching jobs, and/or closing jobs.  You might want
    to post a copy next to the computer.

              This completes DRAINS' setup for your business, and ends
    tutorial section 3.

    * ------------------------------------------------------------------------



























       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 221


    Tutorial section 4. JOB TRACKING I: NEW JOB ENTRY

    Items you may want for this lesson:
              [] Some job records to enter.  If you are evaluating a demo or
                  starting a new system, I recommend using job slips from your
                  A/R (Account Receivable) folder.  The jobs people owe you
                  money on are excellent practice material.

              If you backup the DRAINS database files before starting this
    tutorial section, your system can easily be put back the way it was before
    you began practicing.  This is particularly recommended if you are
    learning on a live system.

              DRAINS tracks each job as a work order record.  A new work order
    gets its initial information when a service request is created.  Most new
    work orders are created in the Active Work Order file by Main menu option
    A. Create Service Request.  (FYI:  Work orders can also be added to the
    Active Work Order file by the Scheduled Service system, described later.)

              Read the Main menu option A. Create Service Request section of
    REFERENC.RTF, (pg. 46).  I especially want you to practice using this
    option's client search mini-menu.

    [] Invoke Main menu option A. Create Service Request by entering 'A' at
        the Main menu.  Create at least five service requests.  If you are
        using tax groups, please try to vary your tax groups in the following:

       1) One with a new residential client.  Enter the phone number, unit ID
           if applicable, name, and street address of a new client.  At the
           mini-menu, enter 'C' to continue.
              Continue with entry:  Enter the client's city and 'X' the Septic
           drainage type if the site is connected to a septic tank.  You can
           use a municipality code to enter the city, if you have set up one
           that matches.  Enter the date and time the trouble call was
           received (if known, otherwise use the job date).
              Enter the problem and any modifications the billing address
           requires.  Enter the Allowed payment type (the codes are in the
           status box in the lower right corner) and the Revenue category code
           if you have one.
               'X' a default labor charge (you can change it later if it isn't
           right), and leave Labor quoted "N" to indicate it was not quoted to
           the client.  Use 'S' to save the information without printing a
           service request.














       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 222


       2) One with a new commercial client.  This time, pretend that you are
           not sure whether this one is new.  Start by just entering the
           Customer name, leaving the phone number, unit ID and address fields
           blank.  The mini-menu will have 'N' for name search selected when
           it appears, so press enter to see a list of names on file.  Press
           -Escape- to leave the list.  The Service Request screen reappears,
           now filled in with the file information of the client whose name
           was highlighted when -Escape- was pressed.
              Back at the mini-menu, enter 'R' to recover the name you
           entered.  Fill in the client's street address.  Enter 'A' at the
           mini-menu to see a list of addresses on file.  Again press -Escape-
           to leave the list.
              Once more, enter 'R' to recover the entered information.
           Convinced now that this is a new client, proceed to enter the
           client's phone number.  Enter 'C' to continue at the mini-menu.
              Enter an office address as the billing address.  Choose payment
           type 'A' for 'Account charge OK' and enter a Revenue category.
           Enter a serviceperson's ID in Job assigned to.
              Use 'P' to save the information and print a service request for
           the job.

       3) One with an existing client.  Enter the phone number (and unit ID if
           applicable) of a client on file.  (On a brand new system, it will
           have to be one of the two you just entered in steps 1 and 2.)  When
           'P' is entered at the mini-menu, the client's information should
           appear immediately.  (If it doesn't due to an error in spelling,
           move the list cursor up or down to the correct client's information
           and press -Escape- to leave the list.)
              Enter 'C' to continue at the mini-menu.  Mark the job payment
           type Recall.  When you complete the information entry, enter 'E' to
           practice re-editing the service request.  Use -Escape- to skip
           block-by-block back down toward the bottom.  Change the payment
           type to the correct one and add a labor amount, if there is one.
           At the bottom mini-menu, enter 'S' to save.

       4) Another one with an existing client.  Enter just the street number
           and part of the street name.  The mini-menu will have 'A' for
           address search selected when it appears, so press enter to see a
           list of addresses on file.  Move the name list cursor up or down to
           the correct address and press -Escape- to leave the list.
              Request a history search by entering 'H'.  You may see "Address
           history not found" in the status box at the bottom right, or (on an
           existing live system) you may see history.
              Now enter 'C' to continue.
              Mark this job's payment type as '$' for Cash or 'P' for Plastic
           (Credit Card) or 'C' for Check.  Do not 'X' any labor charge, then
           enter a labor charge in the Labor entry field presented.  Enter 'Y'
           in Labor quoted to record that in this case you quoted the charge
           to the client.
              Save.
       5) Another job with payment type Account charge, unassigned
           (=undispatched, no serviceperson ID entered.)  While editing, note
           that PageUp can "back up" to edit earlier parts of the screen.




       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 223


       6) Another job with payment type Credit card (P for plastic.)

              In mastering the basics of work order creation, you are well
    launched on DRAINS' job tracking, and have completed tutorial section 4.

    * ------------------------------------------------------------------------
    Tutorial section 5. JOB TRACKING II: DISPATCHING

              DRAINS 3.08's job tracking includes functions designed
    specifically to help the dispatcher.  Screen and printed reports identify
    quickly which jobs have not been assigned and which are incomplete.  Easy
    service request cancellation and revival are useful when dealing with
    customers who change their minds.

              Read the Main menu option C. Dispatch Tools section of
    REFERENC.RTF (pg. 60).

    [] Invoke Main menu option C. Dispatch Tools and ask to work with both
        dispatched and undispatched jobs.  (Any sort order is OK.)
    [] Use Main menu option C. Dispatch Tools' function P. Print Active Work
        Order List to print a dispatcher's report of all active jobs.  (If no
        active work orders are on file, add some and try again.)
    [] Now use Main menu option C. Dispatch Tools' function S. Display active
        work order synopsis list to display on screen a list of all active
        jobs.  Compare the printed report to the display; they are similar,
        but the printed report gives more complete information.  The
        serviceperson, assignment time/time out, and completion date columns
        tell at a glance which jobs have been assigned and which have been
        completed.

    [] Use Main menu option C. Dispatch Tools' function C. Change sort &
        selection limit to select only the undispatched jobs.  The synopsis
        list will show only jobs without a serviceperson's ID.
    [] Use Main menu option C. Dispatch Tools' function A. Modify job
        assignments to enter a serviceperson ID for a job or two.  Each time
        -Enter- is pressed on a filled-in serviceperson ID, the job disappears
        from the list of unassigned jobs.
              Press -Escape- to recall the Scan menu.

    [] Now use function C. Change sort & selection limit again to select only
        the dispatched jobs.  The synopsis list will now show only jobs having
        a serviceperson's ID.
    [] If you are using tax groups, set the selection limit to both again, and
        use function T. Print Active Work Order List split by Tax Groups.
        This regionalized list is especially helpful to dispatchers managing
        several servicepeople in a large territory.
    [] Enter 'M' to recall the Main menu.

              Scan the Main menu option B. Edit / Close Work Order section of
    REFERENC.RTF (pg. 53), and read carefully about its work order
    cancellation function "X", (pg. 55).






       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 224


    [] In Main menu option B. Edit / Close Work Order, select any work order.
        Enter 'X', then 'Y' in Cancelled to declare it void.  (If you use
        password protection and the password has not yet been entered, you
        must enter the password before proceeding to mark the Cancelled field
        "Y".)
              The information is then presented on a different color
        background to prevent its being mistaken for a live job.  Cancelled
        jobs DO NOT appear in the dispatching reports.
    [] Enter 'X' at the mini-menu again, and 'N' in Cancelled to bring it back
        to life.
    [] Enter 'H' at the mini-menu to hunt again.  Select any work order.
    [] Enter 'M' to recall the Main menu.

              You have completed tutorial section 5.

    * ------------------------------------------------------------------------









































       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 225


    Tutorial section 6. JOB TRACKING III: JOB CLOSE / INVOICE PRINT

    Items you may want for this lesson (optional):
              [] A window envelope of suitable size for your DRAINS invoice
                  format.

              After active work order creation, information about how the job
    is progressing can be added and edited.  When the job is completed, the
    active work order is closed; its work information is edited a final time
    and payment or billing information is added.  All of these functions are
    performed by Main menu option B. Edit / Close Work Order.
              The work order remains in the Active Work Order file until it is
    archived.  (Archiving is covered below in tutorial section 7. JOB TRACKING
    IV: FILING CLOSED JOBS.)

              Read the Main menu option B. Edit / Close Work Order section of
    REFERENC.RTF, (pg. 53).

    [] Invoke Main menu option B. Edit / Close Work Order.  Select any work
        order on file and practice using -Enter- and 'P' to step forward and
        backward through the active work orders.
    [] Enter 'E' to edit a work order that has a blank Svcperson field, adding
        a time given and serviceperson ID.  Save the change.
    [] Enter 'C' to close each of the work orders created by the service
        requests specified in tutorial section 4. JOB TRACKING I: NEW JOB
        ENTRY, above.  Be sure to mark Turned in 'Y' on each, and leave Xfer
        HISTORY 'N'.
    [] After closing the last work order, enter 'T' to enter a sales tax
        amount different from the pre-calculated one.  Enter 'T' again to
        return it to the calculated value.
    [] Step forward and backward through the active work orders.  Note down
        some job numbers; you will need to know the job numbers of some work
        orders when you ask Main menu option D. Invoice Batch Print to print
        invoices for them later in this lesson.

              DRAINS can print both invoices and statements.  Charged work may
    be invoiced immediately upon completion, and periodic statements
    subsequently used as reminders of account status.  Invoices may also be
    prepared for clients who request a formal acknowledgement of their cash or
    check payment.
              DRAINS 3.08 can print invoices two ways.  When a work order has
    been edited with Main menu option B. Edit / Close Work Order's closing
    function "C", and the changes (if any) are saved, an invoice can be
    printed.  Main menu option D. Invoice Batch Print can print invoices for
    any range of job numbers, either in the Active Work Order file or in the
    History file.

    [] While still in Main menu option B. Edit / Close Work Order, select any
        work order except one with a specially-changed sales tax amount.
        Enter 'C' to request a closing edit.  If the work order already has
        its correct closing information, just press -Ctrl-End- (or -Escape-
        several times) to skip through it without changes.  If it needs
        closing information, enter that now.




       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 226


              Enter 'S' to save the work order, then 'Y' to print an invoice.
    [] Enter 'M' to recall the Main menu.

              The format of the printed invoice depends on the content of Main
    menu option L. Maintain Customization's Invoice format field.  (Some
    sample invoices are shown in the <<< SAMPLE OUTPUT AND FORMS >>> section
    of REFERENC.RTF.)

              Read the Main menu option D. Invoice Batch Print section of
    REFERENC.RTF (pg. 62).

    [] Invoke Main menu option D. Invoice Batch Print.  This option can print
        invoices based on either active work orders or on job records in
        History.  Enter 'A' to print invoices for jobs in the Active Work
        Order file.
    [] Print a single invoice specified by one number typed into the Begin
        field.  Leave the End field blank.
    [] If you have a window envelope of appropriate size, test fold and
        envelope the invoice.  If you are using a tractor-fed printer (dot-
        matrix), note whether your printer's top-of-form needs to be adjusted
        to make them fit easily and neatly.  Some of DRAINS' invoice formats
        are adjusted to start higher or lower, please call if you would like
        assistance selecting the best one.
    [] Request two or more invoices by a range of job numbers.  (You can
        select printer "S" to avoid actually having to print that many if you
        like.)

    [] Invoke Main menu option C. Dispatch Tools.  (Any limits and sort order
        is OK.)
    [] Use Main menu option C. Dispatch Tools' function D. Print Done Jobs
        Report to print a report of all completed jobs in the active file.
    [] Enter 'M' to recall the Main menu.

              In mastering the basics of work order information entry, you are
    well launched on DRAINS' job tracking, and have completed tutorial section
    6.

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    Tutorial section 7. JOB TRACKING IV: FILING CLOSED JOBS

              Closed work orders should remain active until payment
    information is copied from them, to the bank deposit Journal and Accounts
    Receivable files.  The work orders are then marked for transfer to History
    (usually as a batch, but optionally individually), and sent to History as
    a batch.  They are copied to the History file and deleted from the Active
    Work Order file by Main menu option P. Archive Closed Jobs.
              Work orders in the History file are available to the Main menu
    option O. History Reports & Maintenance functions and the Main menu option
    A. Create Service Request's History lookup.

              Read about Main menu option F. Bank Deposit Journal's function
    A. Copy information from Work Orders, (pg. 73).

    [] Use that function by entering 'A' from the Journal menu.  A display
        shows how many jobs of each payment type are being processed.
              Enter 'N' when asked whether to mark all the copied work orders
        for transfer to History.  (The usual method is to enter 'Y' here and
        avoid the one-by-one method you will be learning in the next step.)
              Enter 'M' to recall the Main menu.

              Read the Main menu option C. Dispatch Tools section of
    REFERENC.RTF (pg. 60), paying particular attention to the screen
    display function " ".

    [] Invoke Main menu option C. Dispatch Tools.  Set the sort order any way,
        and the selection limit to 'D' for dispatched or 'B' for both.
    [] Press -Enter- at the Scan menu to use the one-by-one active work order
        screen display function.  Press -Enter- (if needed) until you get to
        the first of the five work orders you created while following Tutorial
        section 4.
              This should be a closed job whose Log in books field was marked
        "Y", and that now has an asterisk (*) in that field.  The asterisk
        indicates that its payment information was copied to the bank deposit
        journal or Accounts Receivable file by Main menu option F. Bank
        Deposit Journal's function A. Copy information from Work Orders.
              This work order fulfills all of DRAINS' criteria for transfer to
        History but is not yet marked for archiving, so the mini-menu will
        offer a function "H".  Enter 'H', and the Xfer HISTORY field will
        change from "N" to "Y".
              Press -Enter- to proceed to viewing the next active work order.
        Mark all of your practice work orders for archiving.
              After all of the active work orders have been shown, the Scan
        menu is recalled.  Enter 'M' to recall the Main menu.

              Once more refer to the Main menu option P. Archive Closed Jobs
    section of REFERENC.RTF, paying particular attention to function T.
    Transfer jobs only.

    [] Use Main menu option P. Archive Closed Jobs's function T. Transfer jobs
        only to move the active work orders marked for transfer to the History
        file.  When prompted, press a key to recall the Main menu.




       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 228


    [] Use Main menu option C. Dispatch Tools's screen display function " " to
        scan through all of the active work orders again.
              All work orders that were marked for transfer to History are
        gone; the Active Work Orders file has been cleared of old jobs and now
        shows only pending and unfinished business.  If no active jobs remain,
        a message says so.
              Recall the Main menu.

              This completes your instruction in the main path of DRAINS' job
    tracking system and ends tutorial section 7.

              If you want to restore the former DRAINS data from a backup,
    follow the instructions in the RESTORING DATA TO DRAINS FROM BACKUP
    DISKETTE(S) section of the <<< TECHNICAL TOPICS >>> section of
    REFERENC.RTF.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 229


    Tutorial section 8. SCHEDULED SERVICE PROGRAM CLIENT SETUP AND REPORTS

              Scheduled service programs are excellent business builders.  One
    of the advantages of the service request History lookup is knowing which
    properties are good candidates for scheduled service, and being able to
    tell the client about your program when the client is already focused on
    the problem.

              A Scheduled Service List should be printed at intervals.  If you
    have a substantial number of prescheduled services, I recommend printing
    it each Thursday or Friday for the following Monday through Sunday week.
    If you have fewer, try every two weeks or once a month.  Mark your
    calendar to remind yourself to do it on time.  DRAINS won't show you jobs
    that should have been done before today without special persuasion.
              After the report has been scanned and approved, DRAINS can
    create work orders for the jobs shown on the list.
              Clients are "signed up" for prescheduled service on their long-
    term record in the Client file.

              Read two selections from the Main menu option J. Client File
    Maintenance section of REFERENC.RTF (pg. 94): functions A.
    Add/Edit/Delete Client Information, and C. Scheduled Service Reports and
    Work Order Generation.

    [] Use Main menu option J. Client File Maintenance's function A.
        Add/Edit/Delete Client Information to add a client.  Be sure to start
        the information entry in the Phone number field!  Fill in a Contact
        name.  Enter a serviceperson ID in the Regular serviceperson field,
        and "10.00" as the Labor disount.
              Tell DRAINS you want to edit a schedule for the client.
              Enter today as the 1stService date, leave Years YY 0, change
        Months MM to 24, leave Weeks WW and Days DDD 0, and change Day# D# to
        any number (1..28).  In allowed days of week DoW enter "TWH" to allow
        scheduling on T=Tuesday, W=Wednesday, and H=Thursday.  This will
        produce a set of every-two-year dates.
              Enter 'Y' in Call first (Y/N), 'Y' to automatically generate a
        work order (SvRq), and 'Y' in Active.  Enter "Snake main line." in the
        Notes area and $70 in the estimate (Est$) field.
              Save.
              Fill in an Alternate phone number and save.

    [] Invoke Main menu option J. Client File Maintenance's function C.
        Scheduled Service Reports.
    [] Use function B. Scheduled Service Report Selections to ask for a report
        on this week starting with today.
    [] Use function C. Scheduled Service List to print a list with the sample
        entry on it.
    [] Use function D. Create Work Orders for Marked Scheduled Service to
        create work orders for the listed jobs in the Active Work Order file.
    [] Enter 'M' twice to recall the Main menu.

    [] Invoke Main menu option B. Edit / Close Work Order and look at the work
    orders you created.  They have the special job number "SCHDSVC".




       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 230



              This completes the dispatcher's training for DRAINS, and ends
    tutorial section 8.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 231


    Tutorial section 9. BANK DEPOSIT JOURNAL

              The Bank Deposit Journal is a double-check on the information
    entered into DRAINS.  It is designed to match your business' bank deposit.
    A Bank Deposit Journal Report should be printed each time a bank deposit
    is made, and the Journal file then cleared.

              Read the Main menu option F. Bank Deposit Journal section of
    REFERENC.RTF, (pg. 72).

    [] Invoke the Journal menu.  Use function D. Cash & Check Journal
        Reports's function C. Bank Deposit Journal 80-column to look at a
        journal on-screen.  Enter 'M' to return to the Journal menu from the
        Journal Reports menu.

    [] Use function C. Add Journal record to add a bank deposit journal
        record.
    [] Use function B. Scan / Edit / Delete Journal records to change one
        Journal record and delete another.

    [] Invoke function D. Cash & Check Journal Reports again.  Use function A.
        Toggle screen display / printer printout to select "Printer".
    [] Use function B. Select name, job#, or phone sort to tell DRAINS to sort
        by job number.
    [] Use function D. Bank Deposit Journal 80-column to print a 132-column
        Bank Deposit Journal.
    [] If you use tax groups, use function E. Tax Group Revenue Report to
        print the non-sales-tax deposit amount for each tax group.
    [] Enter 'M' to return to the Journal menu.

    [] Use function E. Clear Cash & Check Journal Records to erase the Journal
        file's contents.
    [] Function D. Cash & Check Journal Reports's function C. Bank Deposit
        Journal 80-column will just "hiccup" and return to the Journal Reports
        menu now if asked for an on-screen report; it cannot display the empty
        file.  An empty report CAN be printed.

              The Credit Card Journal Reports work similarly, but with the
    records created when jobs and ROAs are paid by credit card.  The reports
    and ability to clear records are separated because the two payment types
    often have different deposit schedules.

              Enter 'M' to return to the Main menu, ending tutorial section 9.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 232


    Tutorial section 10. ACCOUNTS RECEIVABLE

              Received on Account payments are usually received as payment for
    charged jobs.  Work order records of those jobs were created by Main menu
    option A. Create Service Request (or by the scheduled service system) and
    closed by Main menu option B. Edit / Close Work Order.  The charge
    information was copied to the Accounts Receivable file by Main menu option
    F. Bank Deposit Journal's function A. Copy information from Work Orders.
              The work orders were then marked for archiving as a batch by
    {FA} (or individually by Main menu option C. Dispatch Tools) and moved to
    History by Main menu option P. Archive Closed Jobs.  Tutorial sections 4,
    6, and 7 covered this entire process.
              If no unpaid charge jobs that have been created, closed, and
    archived are now on file, please create, close, and send to History at
    least two before continuing with this tutorial section.

              Read the Main menu option G. Accounts Receivable / ROA section
    of REFERENC.RTF (pg. 77), particularly attending to functions A, B, E
    and F.

    [] Use function A. Record a Received on Account payment, or scan client
        accounts / change or delete records to log ROA payments for charged
        jobs whose work orders have already been transferred to History.  Be
        sure to use 'R' (Receive on Account), not 'E' (Edit), from the mini-
        menu.  Enter:
              1) a check complete payment, and
              2) a cash partial payment.  After saving, note the differing
        color now distinguishing the partial payment record, then press
        -Enter- to see the balance due record for the job.
              Enter 'M' to recall the Accounts Receivable menu, and 'M' again
        to recall the Main menu.
    [] Use Main menu option F. Bank Deposit Journal's function D. Cash & Check
        Journal Reports to look at the record of the ROA payments in the bank
        deposit journal.  Recall the Main menu.

    [] Use Main menu option G. Accounts Receivable / ROA's function B. Record
        an account debit or an account credit to enter a debit (in the Job
        charge field) for a returned $100 check.  Back date it two months ago
        and enter a grace period date of a month ago.
    [] Run function E. Add interest to accounts, asking it to add interest
        through today.  Function F. Recalculate account balances will run
        automatically following {GE}.  The annual percentage used depends on
        the content of Main menu option L. Maintain Customization's Overdue
        account field.
    [] Again use function A. Record a Received on Account payment, or scan
        client accounts / change or delete records, this time to look at the
        interest added to the account debit record you entered.

              Return to the Main menu, ending tutorial section 10.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 233


    Tutorial section 11. STATEMENTS

              Statements are based on Accounts Receivable file records.  If no
    accounts have charges on file, use Main menu option G. Accounts Receivable
    / ROA's function B. Record an account debit or an account credit (or enter
    and track some charge jobs) to create a couple of account records before
    continuing with this tutorial section.

              Read the Main menu option H. Statements section of REFERENC.RTF,
    (pg. 86).

    [] If needed, check that Main menu option L. Maintain Customization's
        Statement description field, which determines whether job descriptions
        are printed on statements, is set to your satisfaction.  If "N"
        appears in this field, only the job and purchase order numbers
        identify statement items, otherwise a 3 line job description will also
        appear.  Set the Statement format field to determine whether
        statements are formatted for printing on 8.5" x 11" plain paper or on
        preprinted forms.
              If you want help selecting a statement format, please call
        Concise Logic 406-572-3323.

    [] Use function B. Specify itemization start date to set an itemization
        start date of 01/01/70.  This old date should be prior to any job date
        and cause all statement items to be detailed.
    [] Use function C. Enter message to include with statements to enter a
        message that will be printed at the bottom of each statement.
    [] Use function D. Forms justification test print to print a test
        "statement" in the format you chose.  Your message appears at the
        bottom of the test print.
    [] Use function E. Print statements to print statements dated today, and
        Print zero balance statements set to 'N'.  Set Include jobs paid in
        full to "Y" to see all charges and payments.  All of the account
        records will be present and fully itemized for any billing address
        with an account balance that's not $0.00.
              (Note for live, existing system new trainees: rather than waste
        a huge pile of paper on this practice task, why not help with a
        regular statement run OR turn off the printer part way through the
        practice run and let the rest of the statements just output to the
        screen?)

    [] Use function A. Set statement group limits, entering a phone number
        that appears on a statement.  Use function E. Print statements again.
        A statement is produced for that phone number only.  (If the number
        has account charges with more than one billing address, one statement
        will be printed for each billing address.)

              Return to the Main menu, ending tutorial section 11.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 234


    Tutorial section 12. HISTORY MAINTENANCE & REPORTS / SERVICEPERSON REPORTS

              The entire work order prepared for each job is passed from the
    active job file to History.  History records are used by many parts of
    DRAINS.  Main menu option A. Create Service Request looks up addresses in
    the History file, many reports analyse job records from History, and
    Client Mailings can draw on History information.  For these reasons, it is
    important that information in History be accurate and complete.
              Main menu option O. History Reports & Maintenance maintains, and
    reports on, work orders in History.

              Read the Main menu option O. History Reports & Maintenance
    section of REFERENC.RTF (pg. 169), particularly attending to functions
    A, B, C and D.

    [] Invoke Main menu option O. History Reports & Maintenance.  Use Function
        B. Scan/Edit/Delete History records to look at the charged-job work
        orders stored in History for which you entered ROAs.  Notice that the
        1stPay date has been filled in for both, and the FullPy date for the
        one paid in full.
              Use the editing function to change the revenue category and
        warranty period of a work order.
              Use the "Brief mini-menu" function to drop the menu to the
        bottom of the screen.  Press -Enter- a couple of times to look through
        some jobs.  Try the "Hunt again" function to look up another job.
        Write down the job number of a cash or check job, to use in the next
        step.  Enter 'M' to recall the History menu.
    [] Use function G. Change a Work Order's payment type in History and books
        to change a cash or check job to be an account charge, then use it
        again to change it back.

    [] Use Function A. Set History group limits to define a group of History
        records.  Setting a date range to work only with jobs completed on one
        day is probably best.
    [] Use Function C. Display History record synopsis list to display the
        group you defined.  If more than 15 records are included, add more
        restrictions to further limit the group, then re-display the synopsis
        list.
              If less than 2 records are included, reduce the restriction or
        choose other ones.  If no records are included, DRAINS will not be
        able to show the list; it will just "hiccup" to a blank screen and
        back to the History menu.

    [] Invoke Function D. History reports: Client/Date/Svcperson.  Note that
        the limits set on the History menu have followed you to this History
        Reports menu, and that they may be changed here if need be.  The
        reports produced from this menu will be only for the defined group.
              Use function B. Toggle Screen Display / Printer Printout to send
        the output to the printer.
    [] Use these functions in turn to print sample reports of the various
        types:
              C. Client Report,





       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 235


              D. Date Report,
              E. Serviceperson Report,
              F. Analysis Report, and
              H. Worker/WorkType History Report.
        If you use tax groups, also try a function I. Date/Tax Groups Report.

    [] Return output to the screen, then use function G. WkO Image History
        Report to see the work order images that can be printed by this
        function.
    [] Recall the Main menu.

              Refer to the Main menu option K. Servicepeople & Finders section
    of REFERENC.RTF, this time paying particular attention to function C.
    Close Ratio Report.

    [] Invoke Main menu option K. Servicepeople & Finders's function C. Close
        Ratio Report.  Toggle the output to go to the printer.  Use function
        B. Edit report date span to include your test invoices' job finish
        dates within the date limits.
    [] Use function D. Produce Close Ratio Report to print the report.  Return
        to the Servicepeople & Finders menu.

              If the serviceperson commission system is not active on your
        system, the rest of this tutorial section may be skipped.
              Again refer to the Main menu option K. Servicepeople & Finders
        section of REFERENC.RTF (pg. 112), this time paying particular
        attention to function D. Serviceperson Commission Report, (pg. 118).

    [] Invoke Main menu option K. Servicepeople & Finders's function D.
        Serviceperson Commission Report.  Toggle the output to go to the
        printer.  Use function B. Edit report date span to include your test
        invoices' job finish dates within the date limits.
    [] Use function F. Produce Commission Report to print the report.  Return
        to the Servicepeople & Finders menu.

              Return to the Main menu, ending tutorial section 12.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 236


    Tutorial section 13. ACCOUNTANTS' REPORTS

              Complementing the Client, Date, and Serviceperson History
    Reports are several Revenue, Income, and Sales Tax accountants' reports.
              If the Accounts Receivable file has no unpaid account charges,
    or no ROAs, enter a couple of each before continuing.

              Review the Main menu option G. Accounts Receivable / ROA section
    of REFERENC.RTF (pg. 77), particularly attending to function C.
    Accounts Receivable reports.

    [] Invoke Main menu option G. Accounts Receivable / ROA's function C.
        Accounts Receivable reports.  Use function C. Report setup to chose
        Job# sort.  Leave Exclude jobs paid in full "Y".
    [] Use function D. Acc.Rcv. Detail Report to print a list of unpaid jobs.
    [] Use function C. Report setup to chose Billing Address sort.  Print a
        function E. Acc.Rcv. Summary Report.
    [] Use function F. Aging Report (wide) to print a list of who has owed how
        much for how long.

    [] Use function A. Toggle Screen Display / Printer Printout to toggle
        output to the screen.  Use function G. Aging Report (narrow) to view
        the same information on the screen.
    [] Use function B. Group limits to select a couple of days you see on the
        Acc.Rcv. Detail Report you printed.  Use function D. Acc.Rcv. Detail
        Report to see unpaid jobs for just those days.
              Recall the Main menu.

              Review the Main menu option O. History Reports & Maintenance's
    function E. History reports: Revenue/Income/Sales Tax section of
    REFERENC.RTF, (pg. 178).

    [] Invoke Function E. History reports: Revenue/Income/Sales Tax.  Note
        that only the date limits that can be set on the History menu are
        accessible on this History Reports menu.  The reports produced from
        this menu are limited only by the date range, ignoring other group
        limits set on the History menu.
              Use function A. Set date range to set a date range no larger
        than is needed to work with some jobs and a few ROAs.
              Use function B. Toggle Screen Display / Printer Printout to send
        the output to the printer.
    [] Use these functions in turn to print sample reports of these various
        types:
              C. Sales Tax Report,
              D. Income Log/wide,
              F. Summary Income Log Report,
              G. Revenue Category Report, and
              H. Revenue Category/Job Count Report.
        If you use tax groups, also try a function I. Sales Tax Report by Tax
        Group.  Notice that the Income Log and Revenue Category reports are
        also available split by tax group.






       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 237


              Return to the Main menu, ending tutorial section 13.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 238


    Tutorial section 14. CLIENT DATABASE PRINTOUTS

              Several Client reports are provided for reference by
    dispatchers, service people, and business builders.

              Review the Main menu option J. Client File Maintenance section
    of REFERENC.RTF (pg. 94), particularly attending to function B, and
    functions F through J.

    [] Use function B. Print Client Information to print a Client File
        Listing, sorted any of the three ways.  If you have a substantial
        number of clients on file, you may want to use printer "S" to send the
        report to the screen.
    [] Use function G. Print List of Clients Authorized to Charge.
              Note that another version of this report is available, function
        I. Print List of Unduplicated Clients Authorized to Charge.  This
        similar list prints only one entry for each phone number, no matter
        how many different Unit IDs are associated with it.  It is meant to
        eliminate duplications in the list caused by managed apartment
        complexes.
    [] Use function H. Print List of Charge Allowed and Scheduled Service
        Clients to print a list of both Charge OK and scheduled service
        clients.

    [] Use function F. Print Inactive Client List to print a list of past
        clients.  When selecting a No activity since date, you may look at the
        contents of the Date of last job column in the Client File Listing you
        just produced.  Select a date older than some last job dates and more
        recent than others.  The older the date, the fewer clients will appear
        on the list.
    [] Use function J. Print List of Best Clients to print a list of sites
        that have spent most with you.
              Recall the Main menu.

              Read the Main menu option E. Client Mailings section of
    REFERENC.RTF, page 63.

    [] Invoke Main menu option E. Client mailings.  On the Mailings menu
        screen, find:
              1) The mailings source file message.
              2) The list of restrictions set on the current mailing.
              3) The message stating the number of label columns set and their
        widths.
    [] Use function A. Toggle screen/printer to select screen output.
    [] Use function B. Edit selection limits to select all customers whose
        Last job date range is the past month.  Leave all of the other fields
        at their default settings.
              Save the selection limit change.
              Note the change in the Mailings menu restrictions list.
    [] Use function C. Edit label format to change the Label rows/page to 1.
        This makes sure the final rows of the screen display will not scroll
        off the screen.





       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 239



    [] Use function E. Print job site labels.  Notice the Mailings file
        creation messages as the file is prepared.  The labels will be sorted
        by name.
              If fewer than four labels are produced, try varying the
        selection limits to find a reasonably sized group.
    [] Use function I. Sort by city/name/zip to select zip sort order.
    [] Use function D. Print billing address labels.  Note that the Mailings
        file did not have to be re-created to produce another type of mailing
        using the same limits.

    [] Notice function H. Test print labels.  Use function F. Select & check
        text to load file \DRAINS\MAILING2.TXT, a demonstration postcard.
        Notice function H again; it now reads H. Test print labels or text.
    [] Use function H. Test print labels or text to test print the loaded text
        (enter 'T'.)  Use it again to test print labels (enter 'L'.)

    [] Toggle function J. Ignore Unit ID when eliminating duplicate phone
        numbers to "Yes".
    [] Use function A. Toggle screen/printer to select printed output.
    [] Use function G. Print text, replacing tokens to print some postcards.
        The loaded text is merged with each Mailings file record's information
        to produce a series of tailored documents.

    [] Enter 'M' to return to the Main menu, then 'E' to come back to the
        Client Mailings menu.  This clears selection limits and the label
        format to defaults.
              Invoke function B. Edit selection limits again.  Think of a word
        or phrase that might be in several work orders, such as "roots",
        "overflow" or "snaked".  Enter that as the Job description phrase to
        be required.  Save the selection limit change.
              Note the change in the Mailings menu restrictions list and in
        the mailings source file message.
    [] Toggle output to the screen.  Use function C. Edit label format to
        change 2nd column start to 50 and 3rd column start to 0.  Set
        Lines/label to 4 and Label height to 5.
    [] Use function E. Print job site labels.  Notice the phone number has
        been included and the format is now only two columns.

              Return to the Main menu, ending tutorial section 14.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 240


    Tutorial section 15. SPECIAL TYPES OF DATABASE MAINTENANCE

              Several functions are designed for manipulating DRAINS files in
        special situations or for periodic weeding of information on file.

              Merely reading about, and NOT trying, Main menu option G.
        Accounts Receivable / ROA's function D. Discard $0.00 balances older
        than specified date and Main menu option O. History Reports &
        Maintenance's function F. Dump old history records to diskette is a
        good idea.  With improvements made elsewhere in DRAINS, and the larger
        capacity of today's machines, we do not recommend using these two
        utilities.

              Review the Main menu option G. Accounts Receivable / ROA's
        functions D. Discard $0.00 balances older than specified date, and F.
        Recalculate account balances sections of REFERENC.RTF.

    [] Read about Main menu option G. Accounts Receivable / ROA's function D.
        Discard $0.00 balances older than specified date.  This function
        eliminates older paid account records.  The Accounts Receivable file
        is the only record in DRAINS of these payments, so we encourage you to
        keep them, NOT discard them.  They are needed if you want to produce
        an accurate Income Log for their time period.
              As of DRAINS 3, itemization of older records on statements can
        be suppressed, and fully paid jobs can be suppressed on A/R reports.
              If you choose to use this function, please make a backup before
        proceeding!

    [] Use Main menu option G. Accounts Receivable / ROA's function F.
        Recalculate account balances to recalculate the Client file's Account
        field values.

              Read Main menu option J. Client File Maintenance's function D.
        Change Client's Phone Number and E. Change Client's Billing Address
        sections.

    [] Use Main menu option J. Client File Maintenance's function D. Change
        Client's Phone Number to change a client's phone number.  You may use
        it again to change the number back.
    [] Use Main menu option J. Client File Maintenance's function E. Change
        Client's Billing Address to change a client's billing address.  Be
        aware that more than one billing address of that client may be
        changed.  You may use it again to change the address back.

              Read Main menu option O. History Reports & Maintenance's
        function F. Dump old history records to diskette section.  This was
        developed to reduce DRAINS' storage needs in the days of smaller
        harddrives.  It is rarely needed with today's large storage
        capacities.

    [] Read about how Main menu option O. History Reports & Maintenance's
        function F. Dump old history records to diskette can transfer work
        orders that are too old to be useful as accessible history from the
        harddrive to a diskette in A:.



       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 241


              If you choose to use this function, please make a backup before
        proceeding!  You will need a formatted floppy diskette to use this
        function.  (You may want to use Main menu option N. Backup's function
        B. Format floppy diskette(s).)

              Return to the Main menu, ending tutorial section 15.

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       DRAINS 4.02 manual 01/02 by KGH Nicholes ... Page 242


    Tutorial section 16. ACCOUNTS PAYABLE

              The Accounts Payable functions are logically separate from the
    rest of DRAINS; Accounts Payable does not reference or interact with any
    other files.  This option is old and pretty crude.  Today's general
    ledgers, such as QuickBooks, will do a much better job of tracking your
    expenses, and many can print checks and do other useful things.
              Unless you just need a simple list of outstanding bills, I
    recommend you not bother learning this part of the program.

              If you really want to, read the Main menu option I. Accounts
    Payable section of REFERENC.RTF, (pg. 90).

    [] Use function A. Add/Edit/Delete Payable bills to add three bills, then
        to change one and delete another.
    [] Use function B. Enter payments to record the payment of one bill.
    [] Use function C. Display Payable record synopsis list to view the
        Payables on file.

    [] Use function D. Vendor bill balance report to print an Accounts Payable
        Itemization List.  Use it again to print an Accounts Payable Summary
        Report of amounts owed to vendors, and compare the two reports.
    [] Use function E. Clear paid bills to erase paid bills from the Accounts
        Payable file.  Use function C. Display Payable record synopsis list
        again to view the remaining outstanding bills.

              Return to the Main menu, ending the last tutorial lesson.

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