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Demo/Prophet2/ReadMeNow

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Prophet2 (c) Apricote Studios 1991/5 Version 2.00 12th April 1995
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Welcome to the Prophet2 Demonstration Disc.

The only part of the full program which has been excluded is the save option.

The full version consists of the master disc (which includes various example files), a function key strip and a ring bound illustrated 200+ page manual which is enclosed in a presentation binder and slip case. The manual includes a full reference, tutorial, a hints & tips section and an extensive index. It is obviously impossible to include the complete text with this version due to disc space, but an overview, brief tutorial and summary follows.

Accounting: an overview
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The word 'Account' is a very liberal word when applied to a business. It can refer to a book in which you write your income and expenditure, a monetary account (such as a bank, cash, or building society account), a list of transactions pertaining to a particular person (such as a supplier or customer account), or a list of transactions pertaining to an object or objects such as a capital account (which records the buying and selling of major items eg. a motor vehicle) or an expense account (which refers to items associated with the general running or overhead costs of your business eg. postage).

An 'Account' therefore can consist of many individual accounts of the types mentioned above. This is why a record of the income and expenditure of a business is often referred to as a 'set of accounts' or a 'set of books'.

There are only two main reasons for keeping a set of accounts. The first is to help you analyse your business so you can maintain or increase profitability, keep track of your money and produce reports such as VAT returns. The second is for use by an accountant or the Inland Revenue who will then be able to calculate your tax liability (if you don't keep a set of books for your business, your tax bill will be estimated and you may end up paying more tax than you need to).

These 'accounts' of your business can be written manually into a book or ledger, or alternatively entered into a computer program such as Prophet2.

The advantages of using a computer to keep your accounts are many, but the main advantage has to be the computers ability to automatically total your transactions. Incorrect addition of entries is one of the most common faults found in a set of manually written accounts. Prophet2 is the result of many years experience of both accounting and computers and the aim has always been to make both user-friendly - especially to non-accountants.

To this end Prophet2 is somewhat different to the 'average' accounts program which is usually a traditional 'double-entry' system where an account has to be set up for each type of transaction and every credit has a corresponding debit and vice-versa, 'Audit Trails', 'Trial Balances', 'Contra' and 'Journal' entries are the norm as is the ruling off or closing down of your accounts on a regular basis which makes it impossible to correct even the simplest of mistakes. If you are confused by any of the jargon used in this paragraph or are simply fed up with double entry accounting systems in general then Prophet2 will come as a breath of fresh air:

Rather than opening an 'account' for each aspect of your business, Prophet2 uses analysis headings which show you at a glance exactly how your business is doing. Your transactions are entered one after another into fully editable scrolling windows. There are three such entry windows (or ledgers) named the Sales (and income) Ledger (1), the Purchase (and expenditure) Ledger (2) and the Bank Ledger (3).

(1) ALL YOUR INCOME (and credit sales), whether they are from selling a product or service, receiving money in the form of a loan or interest, or selling a capital item (such as a motor vehicle) are recorded in the Sales/Income Ledger.

(2) ALL YOUR EXPENDITURE (and unpaid bills), whether they are for paying for goods or services, paying off a loan, buying capital items or drawing money for your wages are entered in the Purchase/Payment Ledger.

(3) The Bank Ledger is used to record all transfers of money. This includes your bank receipts (what you pay into the bank) and paying off credit card accounts as well as transfers of money from your bank to a petty cash or deposit account.

You can view, edit and produce reports on any aspect of your business whenever you want and for any period. If you want a sales report you only need open the sales ledger and click on the 'Report' option - you do not need to go through dozens of different sales accounts. The same applies to the purchase/expenditure side of your business. By utilising Prophet2's user-definable 'analysis headings' you will also be able to see an instant up to date summary of your business at the click of an icon.

To see how all this comes together a slightly more in depth view of Prophet2 and accounting is necessary.

The idea of analysis headings is very simple. On the Income or sales side, typical headings would be 'Work Done' and 'Others'. 'Work Done' means what it says - income resulting from work you have done. 'Others' refers to money received from some other source such as a bank loan. The difference is that entries marked as 'Work Done' refer to taxable or earned income and 'Others' refers to non-taxable or unearned income. It is important to make the distinction when entering money earned or received in the sales ledger.

On the Expenditure or purchase side, it is just as, if not more important to breakdown your entries into certain categories or headings. (The tutorial in the full version gives you many examples). The reason for breaking down your payments in this way is two-fold. Firstly it will help you analyse the overheads or costs of your business and secondly it will help you compile your final or end of year accounts more easily.

The analysis headings given here are only examples, and you can use other names instead to suit your type of business. For instance the 'Others' heading used in the sales ledger could be changed to 'Bank Loan'. The point being that it is fairly obvious that this is money received which is not connected with WORK you have DONE.

As long as you make entries in the Sales Ledger for all money you have received or are owed, and entries in the Purchase Ledger for all money you have spent or owe you will be 'accounting' for your business.

You will know how much you have taken, how much you have spent and therefore whether or not you are making a profit. You can print your account summaries and even calculate your tax liability thus enabling you to present your accounts direct to the Inland Revenue.

As already mentioned Prophet2 has many features which will not only help you compile your accounts but also make your business easier to run. After a short while, using Prophet2 should become second nature, and we hope, even enjoyable.

BRIEF TUTORIAL : ACCOUNTS Income/Sales
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All your income is entered into the Sales Ledger. It can be entered via the Retail Sales option (not covered here), the Invoicing option, directly into the sales ledger or any combination of the three.

Before entering any data you should set up the Sales analysis headings with suitable descriptions. The most common headings are 'Work Done' and 'Others' or something similar. Basically any income you receive from selling something or carrying out a service should use the 'Work Done' heading and any other income such as a loan or interest from a deposit account should use the 'Others' heading. The reason for using two or more income headings is to differentiate between income which is taxable and income which is not. The income analysis headings can be found by clicking on the 'Sales Headings' option under 'Sales/Income' in the main menu.

There are 96 headings in all and assuming you have opened the window, you will be looking at main heading 'A' which includes 8 sub-headings marked from 'a' to 'h'. The heading 'Work Done' can be typed into the 'a' sub-heading and 'Others' into the 'b' sub-heading. 

Returning to the Sales Ledger again, each entry should also have an account associated with it. The account should be called 'Cash in Hand'. This account serves two purposes. Firstly it is used in the Profit & Loss figures at year end, and secondly it will tell you how much money you should have 'floating' around which is either ready to be banked or used for another purpose. If you always bank all you receive you will find this account very useful.

To set up a 'Cash in Hand' account, select the 'Bank Accounts' option under 'Bank/Summaries' in the main menu, and name account 'L' as 'Cash in Hand'. Whilst in this section, name any other monetary accounts you may have as well (such as Bank, Building Society, Petty Cash or Credit Card Accounts). There are 12 available.

Any PAID entries you make in the sales ledger will then show up as a total in the 'Cash in Hand' account. The sales analysis headings will also show the total as well, but this time split up under different headings.

Therefore the 'Bank Accounts' window shows your current financial position, and the 'Sales Headings' window shows where this money came from.

If you open the Sales Ledger (under 'Sales/Income' in the main menu), you can enter a transaction and if you leave the headings and bank accounts windows open you will also see the immediate effect the entry has on your balances.

To make a sales entry, type in the date (using a full stop to differentiate between day/month and year ie. 21.5.1993). Pressing the RETURN key without entering a date will insert the current date, or copy the previous entries date if there is one. Prophet2 has many automatic features like this within it to speed up entries. Prophet2 is date intelligent and will automatically correct any wrong dates such as the 31st April to, in this case, the 30th. Semi completed dates will be corrected using the current or previous entries date as a template, so to enter transactions on different days of the same month only the day need be typed in (don't forget to press the RETURN key afterwards).

All entries, incidentally, can be entered in any order you like.

The next field, the tax point, will be entered for you. It is used in the VAT return, and having a separate tax point allows you to alter the main date without fear of the entry being included on more than one return. This has specific use for credit (ie. unpaid) entries, where, on being paid, the entries original date will be updated to the paid date. If you use the 'Cash Accounting' scheme, there is an option in another part of the program to use the main date instead. If you are not VAT registered then you can largely ignore the tax point.

There are 3 ways of entering a customer in the next field. If you do not want to use the customers database then simply enter the customers name direct into the sales ledger.

If you do want to make use of the database (select 'Customers' under 'Sales/Income' from the main menu and type in your customers details) then an abbreviation of the name can be used. In fact the search is called an in-string search, which means it will try to find any match (typing in 'smith' will find and insert customers from the database called 'John Smith' or 'Smithsonian Institute' or 'Blacksmith & Co' etc). The more of the name you type in the more likely you are to find the customer first time. Alternatively, click the menu mouse button in the field and select the customer directly from the menu which appears.

The customers name field can be used as a description instead (ie. 'Takings') it all depends on your type of business.

Type in the account in the next field ('L' for 'Cash in Hand' if you are following our guidelines) and then a reference (this could be an invoice number for instance). Clicking the menu button in the 'Cd:' part of the account field will show a menu reminding you of the codes and clicking SELECT on one of them will place it in the field. Make sure the mouse pointer is in the correct entry before clicking the menu button.

The total is next. This is the total including VAT. If you don't know what the VAT amount is, Prophet2 can calculate it for you. Enter the total followed by the VAT code and press the RETURN key ie. '117.5A' you will see the total being formatted to 117.50, followed by the VAT code A being inserted into the next column, the VAT amount will also be inserted in the following column and the caret will move directly to the 'Paid' field.

If you do know the VAT amount then this can be entered directly into the 'Cd' and 'VAT' fields. If you're not VAT registered then the fields can be ignored.

If the entry is paid, there is no need to type the amount in again, simply type in 'P' into the 'Paid' field and press RETURN. If it is unpaid, leave it blank. This is known as the entries status. It can be in one of 3 main states: Reconciled, Paid or Unpaid. The entries status appears in full in the last field to remind you. There are two further status's which are 'part-Paid' and 'over-Paid'.

Reconciled simply means that you have double checked the entry, usually against a statement of some kind, ie. it is not only Paid but has been confirmed as going through the account since it appears on a bank statement, a typical example would be income paid by direct debit to your bank account.

Prophet2 has very comprehensive reconciling facilities and to make the best use of them, all entries which WILL NEVER appear on a statement supplied by a third party (ie. 'Cash in Hand' entries) should be marked as 'Reconciled' immediately on entry assuming it is paid. In fact ALL PAID SALES entries which are going to the Cash in Hand account can be reconciled immediately on entry (since you wont be receiving a statement to check them against). To reconcile an entry, type in an 'R' in the PAID field instead of the 'P' and press RETURN.

Many people do not bother checking (or 'Reconciling') their bank statements with their accounts until the year end which can cause major headaches and many hours of wasted time. By doing it regularly with Prophet2 you will find your end of year finalising is greatly speeded up. The rule is: whenever you receive a statement, check it immediately with the books. Tick the items on the statement that match with the books and mark the entries in the books with an 'R' status. If the account balance (select 'Bank Accounts' under 'Bank/Summaries' in the main menu) does not agree with the statement then produce a report from the account searching for all 'Paid' (ie. un-reconciled) entries and the mistake(s) will be obvious and can then be rectified. Leave the bank accounts window open while reconciling and you will see the statement balance changing as you alter the status of each entry.

There is an option available in the Accounts window for reconciling an account called 'Reconcile'. This will automatically open each ledger in turn ready for the next entry to be checked, you can then either 'Reconcile' it or 'Ignore' it.

The next field in the sales ledger is the heading. If this is earned income then use the 'Work Done' heading you previously set up by typing in the analysis code ('AA'). If it is un-earned income (ie. a loan) then use the 'Others' heading ('AB'). Again, click the menu button in the 'Cd:' part of this field to select from the menu which appears if you can't remember what the codes are.

Finally enter a comment if you wish to clarify the entry further.

Now open the sales ledger report window (click on 'Reports' in the top section of the ledger). Ignore all of the options for now except for the 'Screen' option which you can click on. This is the simplest way of seeing a report on screen. You will almost certainly need to adjust the window size as Prophet2 makes use of the !Edit application to display reports and has no control over the initial size of the window which appears. Another way of seeing the report is to export it into your favourite word processor or DTP application where you can add or delete or alter its format. To do this, run your word processor, then drag the 'Text' icon from Prophet2's report window into your word processor. Clicking on the 'Tabbed' icon will help as you can then adjust the column widths to suit. Another way is export the report into a spreadsheet by dragging 'CSV' icon instead.

You can also print the report direct from Prophet2 with options to print it sideways and in your choice of font.

Another option in the sales ledger is 'Find'. This can be used to locate and go directly to specific entries.

Although you can only see five entries on screen, the display automatically scrolls whenever it is full, and you can look at and alter earlier entries by scrolling back up. There are many ways to do this. The 'Page Up' and 'Page Down' keys can be used to scroll 5 entries in any direction and the up and down arrow cursor keys scroll the entries one at a time.

If you are looking at an earlier entry and want to insert a new one, the 'Insert' key will take you directly to the next free entry. This also applies to the other ledgers and databases within Prophet2.

Your entries can be inserted in any date order, and anywhere within the ledgers. They will be sorted automatically by date when the window is closed.

Other facilities included in the ledgers are the ability to automatically insert and increment cheque and invoice numbers in the reference field simply by pressing RETURN if the field is blank (it will copy and increment any number which appears in the first previous entry which uses the same account - even if the number is within a reference which contains text).

There is also a facility to automatically increment voucher numbers using the comments field. 'Voucher Numbers' can be used to tie up invoices and receipts with your entries.

The account and heading fields also have a similar (but non-incrementing!) feature. This makes it very easy to enter a number of related items (ie. entering cheques from the same account in the purchase ledger - simply press RETURN in a blank 'account' field and the previous account will be copied for you).

Looking at the sales headings analysis window will give you an immediate view of your current state of affairs regarding the money received and the amount owing to you. Looking at specific customers in the database will also show the aged debt of that particular customer (and how much they have spent in total). A summary of all monies owing by age and customer can also be generated from the customer database.

The NET figures in the analysis headings represent this years figures. The 'Opening' fields are for the previous years unpaid figures.

There is another column to the right of the NET column. This is used to give the headings a 'Type'. This information is used by Prophet2 to automatically produce a profit & loss and balance sheet. Click the mouse on the 'Type' field of the analysis headings you have entered until it shows 'Sales/Work'. Or click the mouse menu button and select from the menu.

Payments and purchases are entered in the 'Purchase Ledger' (select 'Purchase Ledger' under 'Purchase/Expenses' from the main menu). All monies spent whether to buy stock, pay for services or pay wages and personal drawings are entered in the purchase ledger.

It is almost identical to the sales ledger and has the same features and a similar set of analysis headings (select 'Purchase Headings' under 'Purchase/Expenses' from the main menu).

Your payments can be broken down (in the same manner as the sales ledger) by filling in the analysis headings. Typical headings are 'Stock', 'Expenses', 'Capital' (such as 'Fixtures & Fittings' and 'Motor Vehicles'), 'Wages' and 'Drawings'. Use the main headings to group related sub headings. So your 'Expenses' main heading can consist of sub headings entitled 'Postage', 'Stationery', 'Electric/Gas', 'Rent/Mortgage', 'Insurance' and so on. You have 8 sub headings per main heading, so use two or more main headings with the same name if you need more sub headings.

Under which headings you put your payments has a direct affect on your final accounts, so do not mix purchases of stock with expense payments such as stamps. A word with a friendly accountant will be worthwhile if you're not sure about this, but using the suggested headings above will help (the full manual goes into far more detail on breaking down your payments into useful headings).

Looking at the purchase headings analysis window will show how much you have spent and how much you owe your creditors. Like the sales ledger, the suppliers database (select 'Suppliers' under 'Purchase/Expenses' in the main menu) can be used for the purchase ledger and from there you will be able to further breakdown and produce a creditors listing by amount and age.

The purchase headings window also contains a 'Type' column (and a further column for splitting headings into private/business use and capital depreciation which is beyond the scope of this tutorial). If you enter a heading such as 'Electricity', then being an 'expense' item give it an 'Expense' type. If you give all your headings 'Types' like this then Prophet2 will be able to produce your final account summaries for you automatically.

The last ledger is the bank ledger (click on 'Bank Ledger' under 'Bank/Summaries' from the main menu). This is used for all transfers of money between one account and another. A typical transfer is a bank receipt entry. When you pay money INTO the bank you will be transferring money from your 'Cash in Hand' account to your bank account, so the entry will be FROM account 'L' going TO account 'A' (if you have named account 'A' as your bank account), and a look at the bank account window will confirm the transaction by debiting 'Cash in Hand' and crediting your bank account.

Other typical transfers include paying off a credit card account and transferring money into a deposit or building society account.

This ledger, although slightly different in layout to the other two, has similar features and find and report options. Look-a-like individual bank statements can be produced which include bought and carried forward figures (bought and carried forward figures are included in the sales and purchase ledger reports too). The bank ledger report window also has the facility to report on all 3 ledgers within the same report so cash flows can be produced.

NOTE TO ACCOUNTANTS: The bank ledger is also the place to produce an audit trail.

If you were to make use of the comments field within any entries that pertain to a particular project then an individual cash flow for that project could be produced by telling the report window to search on the comments field.

By looking at the sales and purchase analysis heading windows and the bank accounts window an exact appraisal of your current financial situation can be seen. Like most windows in Prophet2 the figures can also be printed, exported to another application or simply shown as a report on screen.

There is another window which resembles the sales & purchase ledgers. It is the standing orders window (select 'Standing Orders' under 'Purchase/Expenses' from the main menu).

Standing orders, or direct debit templates are set up here. They can apply to income as well as payments and any period can be covered from once a day to once every 999 years.

Hopefully most of the fields are self explanatory, but the main control field is headed 'Num�P�F'. 'Num' is the number of insertions, 'P' is the period - D for days, M for months and Y for years, and 'F' is the frequency. A monthly standing order lasting for 25 years would have this field set to 300M1 - that is, 25 years at 12 payments a year=300, M for monthly and 1 for a frequency of once a month. A continuous weekly standing order would be '999 D 7'. An order which happens every 4 weeks for 12 insertions would be 12 D 28 (ie. once every 28 Days - or 4 weeks!).

The date field is the start date of the order, and finally there are two icons associated with each template at the right which tell the system whether the entry is to be inserted in the sales or purchase ledger. By using two of the templates you can create a standing order to pay off one account with another - ie. paying off a credit card from your bank account. Because the standing orders are automatic (they are inserted every time you LOAD your file) you can use them for regular income or payments regardless of whether they are 'real' standing orders or direct debits. As soon as they have appeared in the ledgers you can edit the ledger entries as much as you like so it doesn't matter if the amount specified in the template is not correct or has changed (eg. a mortgage payment).

There is no limit to the number of standing orders available.

On the main menu to the right of the top field (where you can write something which pertains to this set of accounts such as 'Freelance Design Co. 1994/5') are four icons:
1. The 'Floppy disc' icon. Clicking on this opens up a typical RiscOS save window which you drag to a disc drive to tell Prophet where to save your work (disabled in this demo version).
2. The 'Keyhole' or Lock icon. This lets you enter various passwords to stop prying eyes from editing your file. The main menu password in particular will stop unauthorised loading of the whole file.
3. The 'Options' icon. This opens a preference window where various aspects of the program can be configured. One option within this window is to set Prophet to save your work every xx minutes, it can also be set to save your work on quitting the program, and to be really safe a backup save can also be automatically implemented from here. This window also contains various entry limits so if you want to input or import a large amount of data such as 3000 customers in one go, you can tell Prophet2 to make sure enough memory is available before you run your file.
4. The 'Calculator' icon opens up what we call a line calculator. This lets you input a list of numbers such as cheques to be banked and adds them up for you. The difference between this and 'ordinary' calculators is that your actual sum is retained on view.


STOCK CONTROL
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Select the 'Stock' icon under the 'Purchase/Expenses' heading from the main menu. This opens the stock database window. Most of the fields should be self explanatory. The window shows a single stock card, with all the relevant information relating to the product. This includes information on how well the product is selling - see the 'Sold Current' and 'Sold Previous' fields. Obviously these will be blank until you start selling your products, but as time goes on they will give you up to date information on which items are doing well (and which are not!). Amongst the many options in the button bar of this window is one called 'Best' which compiles this information by quantity and profit across your entire range of products, giving invaluable information for future trends and growth.

Like the 'Sold' fields the 'Description' field also has an associated button bar option - 'Stock Index'. By including key words in related stock cards, the index can be used to compile instant lists of related products, and by clicking in the index the relevant stock card can be displayed showing full information. This is invaluable for comparing products and giving telephone quotes. The 'Location' field can be used to record the whereabouts of an item for instant retrieval (especially useful in a warehouse situation) and the re-order minimum and quantity levels will ensure you always have the stock available when used with the automatic re-ordering facilities within Prophet2.

There are various buttons near the top of the window to move around the stock cards and together with the 'Find' option and the stock index any card can be found with ease. The 'Page Up' and 'Page Down' keys can also be used to step through the records, and to speed up the process of entering your stock initially. The 'Insert' key as in all areas of Prophet2 will take you straight to the next free card (or alternatively, click on the 'New' button in the stock windows button bar).

The supplier field can be filled in either by typing in the supplier's name or a part of it or selecting one from the menu (press the menu mouse button with the pointer in the 'Supplier' field). If a supplier is not in the database you are given the option of allocating a new supplier record without the need to open the suppliers database window.

If you alter a suppliers name in the database, all related stock records will also change accordingly, this also applies to the customers database and all the ledgers, so should a supplier or customer change their name (or you need to correct a spelling mistake) everything will be updated automatically.

The List and Cost prices can be input up to 4 decimal places and the Cost and Retail price is intelligently linked to the List price, so a change in List will automatically adjust the Cost and Retail (but both can be over-ridden if necessary).

Up to three suppliers can be associated with each record hence the extra fields for different supplier order numbers, cost prices and re-order qauntities.

A stock record can also consist of other stock records (this is known as a stock macro). To change a record from an ordinary record to a macro highlight and click on the 'On Order' field just above the 'Find' icon. A warning message will appear, just click on 'OK' (this appears because this feature of Prophet2 is somewhat powerful and some thought is necessary before you experiment!). The field to the right is where you tell Prophet2 which records this macro consists of. If it consists of record 2 then type a '2'. If it consists of more than a quantity of one of record 2 then enclose the quantity in brackets after the record number, ie. 2(5). If it includes more than record then separate each record with a comma, ie. a macro which consists of:

Record   Quantity
1        4
5        1
7        2
10       50

type: 1(4),5,7(2),10(50) in the macro field. (If the quantity is 1 there is no need to use the brackets).

Fractions can also be used as quantities, ie; if record 1 contains wine sold by the case and you only want half a case then type a quantity of 0.5 (the '0' isn't necessary but is used here to show the decimal point).

When you sell a stock macro (when invoicing), all the parts that make it up will then have their current stock adjusted to reflect the macro quantities.

Although a macro connot consist of other macro's which contain individual records it can consist of another macro which has a blank macro field. The point of this is the ability to include a service charge within the cost (the cost price is automatically calculated from the cost of the component parts). The point of using a record to show the service or labour charge and making that record a macro is because macro's are not included in the stock valuation explained next.

Clicking on the 'Valuation' icon gives you an instant stock valuation which can be used for insurance and end of year figures. The valuation does not include any macro's since the value of these will have already been accounted for by the individual records which make it up.

The 'Delete' icon will delete the stock record (but only if there is no stock left and it is not 'On Order').

If you are entering new products with very similar features, there are short cut keys which enable you to copy parts of or complete records from one card to another. Pressing the SHIFT and COPY keys together will copy a single field from one record to another, and pressing the CTRL and SHIFT and COPY keys together will copy a complete record. The 'source' record is the one pointed to in the 'Goto' option at the top of the window. This also applies to the customer and supplier databases.

If you click the mouse menu button in an area of the stock window other than the supplier fields or heading field you will see an option to sort the database on four of the fields. All other connected windows such as exporting, the index and label printing reflect the sort, so you will find it easy to produce a report of all the different types of 'widget' you have in stock.

When an order is received the stock records can be updated by adding in the new stock to the 'Current Stock' field in the stock database. To make this easy the plus and minus keys can be used, so if the 'Current Stock' is 57 and you receive a further 168 then put the cursor in the field and type in +168 and press RETURN.

All three databases (customers, suppliers and stock) can be both exported and imported into Prophet2. It does this intelligently by the use of 'header' fields, so if you are starting from scratch and want to import an existing database you should have no problems. The CSV format is used as this is supported by most spreadsheets and databases.

If you want to do a global update on say the list price (ie. increase everything by 10%) then the simplest method is to export the entire database into a spreadsheet, apply the global change and then import it directly back again. The export window also includes many options to export just a portion or selection of the database.

PURCHASE ORDERS
***************
An important feature of Prophet2 is its use of the RiscOS printer drivers for printing. Purchase orders, Invoices, Statements, Credit and Delivery notes can be set up exactly as you want them. Each element can have a different font, font size, justification and position. Unwanted elements (such as VAT for non-registered users) can be turned off.

Prophet2 can also print direct to your printer in text mode if necessary, so even though you wont have the control associated with using the RiscOS printer drivers, the speed will be very much quicker - in fact as fast as your printer is capable of going.

The templates used for designing your invoices etc can be found logically by opening the associated database window (ie. customers for invoices and statements, suppliers for purchase orders). Therefore to have a look at and edit the purchase order template, open the suppliers database and click on the 'Template' button.

Templates are displayed and edited in 'WYSIWYG' format which means What You See (on screen) Is What You Get (when printed).

When the window has opened click the menu button anywhere in a BLANK area of the window. This brings up a menu, giving you control over the general layout (ie. paper size, default font etc). There is also an option in the menu for saving your design to disc. This can not be used in other applications, but is there so that you can try out different designs without over-writing any existing ones.

Clicking menu WITHIN an element in the template brings up an individual dialogue window from where the font, font size, justification and position of that individual item can be set. Your details (ie. company name and address etc) will be inserted as soon as you have filled them in in the 'User Details' window selected from the main menu (under 'Sales/Income').

Each element can also be dragged around the window by pressing and holding down the 'Select' mouse button then dragging the mouse and releasing 'Select'. The other templates can be found via the customer database.

The templates need only be set up once as they are saved with your file. However although you cannot save a file with this demo version you can still save out your design and re-load it again later to continue experimenting with it. Also should you eventually order the full version you will be able to import your design back in again, so if you are serious about purchasing Prophet2 then your design work with this demo wont be wasted.

To re-load a design, drag it from disc back into any of Prophet2's windows. (note please close any open template windows first, although you will be warned if you forget).

Purchase orders can be produced individually or en-masse with automatic safety features to ensure items are not re-ordered accidentally. The 'On Order (or macro)' field is used to remind you that an item has been ordered and will show the order number and any extra back orders. The order number can be edited any time you want by clicking on 'Order Number' in the purchase order window.

Like invoice numbers these are automatically incremented and can include text as well as numbers, so generally speaking, once set, they can be ignored.

INVOICING and STATEMENTS
************************

Prophet2 has the most extensive invoicing facilities of any computer program yet produced. At first sight this can seem quite daunting, but after a little practice it becomes second nature.

Open the customers database from the main menu (under 'Sales/Income')

Before producing an invoice you will need to either select an existing customer or type a new one in. If you have already typed some customers in, then open the Find window (either press the function key F4 or click on 'Find' in the button bar).

To select a customer click menu in the Find window or type in the whole or part of the name and press RETURN. Remember, because of the in-string search routines used in Prophet2, typing in a single letter will find any customers name which contains it, therefore it is best to type in more than one character or use the menu. Assuming you have found a customer, click on the Invoice icon. This opens up a current invoice to this customer ready to go.

Both discounts and commission or royalty payments can be included on individual items within the same invoice, VAT rates can be mixed (and the resulting sales ledger entries cope with it automatically), early settlement discounting and surcharging are provided for (with the option to exclude individual items - particularly useful for excluding carriage charges from discounts). An overall discount can also be used by specifying the discount in the customers record in the database.

You have the option to have the VAT calculated on the discounted value (as in the U.K.) or the full value and this option can be toggled off at any time (so any change in the U.K. rules can be reflected in the program without the need for an upgrade - this naturally also applies to the VAT rates and VAT return - currently set for the January 1993 UK return - Prophet2 can also produce EC sales lists if you export to the EC).

Items within an invoice can be selected directly from the stock database by record or stock number (with the sold figures updated there and then) or typed in without any relation to the stock database. The latter lets you issue invoices for services which can consist of lengthy multiple line descriptions followed by a price. Both can be freely mixed in the same invoice and the invoice itself can be tailored to include only the elements you want printed and at the positions you want them printed - from a full record to simply a description starting on the left with a price on the right (perfect for service or non VAT businesses).

Prices selected from the stock database can be at 'Cost' 'List', 'Retail Exclusive' or 'Retail Inclusive' by clicking on the relevant icon. The three options can also be mixed within the same invoice. Alternatively, the price of an item can be typed in separately or altered. The 'Retail Inclusive' option can be very useful to service businesses such as hotels who generally quote VAT inclusive prices. Because of VAT rounding, selecting 'Retail Inclusive' will force a final total to be inserted despite 'how many' of a certain item you are invoicing - ie. 5 nights at �20 inclusive (�17.02 x 5 + VAT) will result in a total of �99.99 because of VAT rounding, but using the inclusive price will give the correct result of �100 (the extra penny is always allocated to the VAT amount to satisfy Customs & Excise).

Invoices can be printed individually or en-masse, and ALL your invoices are automatically saved COMPLETE for later re-printing, editing or viewing. Invoices can also be put on hold until a later date giving you the flexibility of entering an invoice but not printing it when doing an invoice run until the goods are ready for shipping.

Credit notes can be produced (with the values entered as positive figures - unlike many programs which require a negative value invoice to be issued) and they can be included in a general invoice run as well if necessary. If you need to issue a credit note which relates directly to a previously issued invoice, the old invoice can be converted into a credit note by clicking on the INVOICE icon at the bottom right of the invoice window. Old invoices can be recalled for editing or re-printing by clicking the mouse button in the 'View' field. The list produced applies to the current customer.

The invoicing section can also be used for issuing Quotes & Estimates or general work sheets. Both of which can be converted into a real invoice whenever you want. The beauty of this is that you can send a quote, convert it to an invoice and even change it into a credit note having only ever entered the original details once, and since like everything else in Prophet2 it is always editable any mistakes can be rectified and the whole thing re-issued with very little fuss.

Statements can be produced individually or en-masse and they are compiled directly from the sales ledger, with control over your credit terms and automatic inclusion of user-definable overdue messages relating to the age of the debt. To update an unpaid invoice is simply a case of altering the entry in the ledger (there is no need to alter the original invoice). Clicking on the 'Account' icon in the customers record in the database is another way of updating unpaid items and will also show you the customers account details including how much they have spent and how much they owe.

Full debtor and creditor listings can be obtained either via the sales/purchase ledger report windows or via the customers/suppliers 'List' option in the databases. The latter produces aged debt/credit by customer/supplier.

In summary, and hopefully to clarify this very condensed and brief view of Prophet2's invoicing features, you can open an invoice any time you want to for any customer, add or edit it and then close it again without having to actually finish or print it. In short you can have as many active invoices as customers, print them individually when required or print the lot in one go. However it doesn't just stop there. At any time in the future you can recall not only 'current' invoices, but also 'old' invoices and not only re-print them again, but also edit and if necessary convert them into new invoices (this is a very useful feature for repeat invoices).

Another feature which we will not go into in this demo is Prophet2's abitlity to compile automatic invoice runs where a number of customers have all ordered the same item or items.

VAT RETURN
**********

This is extremely comprehensive. It is also programmable so changes to the rules can be implemented easily. As stated earlier Prophet2 comes ready set up for the latest U.K VAT return including the two new EC boxes, all you may need to adjust are the start month and period to suit your own VAT return. Selecting 'VAT' under 'Bank/Summaries' in the main menu opens the window, and clicking on the 'Control' icon in the windows button bar opens up the control window where you can enter your VAT period, start date and 'Tax basis' (which is selectable for ordinary returns or if you are on the Cash Accounting scheme). You can view any particular period by selecting it in the VAT Return window and clicking on the 'Total' icon.

The actual return itself can be configured for many of the UK retail schemes and the full version includes two of the most popular ones set up in demo files which you can start using straight away.

VAT codes can also be changed here by clicking on 'Codes' and a full report can be sent to the screen, printed or exported into another application via the 'Report' icon. 

Prophet2 has been approved by Customs & Excise for VAT purposes.

FINAL ACCOUNTS
**************

This is a little too involved to go into in any detail here, but assuming you have given your sales and purchase headings 'Types' (as described earlier) then you can now get Prophet2 to compile a trading and profit & loss account and balance sheet. Open the 'P&L/Bal Sheet' option in the main menu (under 'Bank/Summaries') and click on the 'Compile' option. There are 8 summary pages available and apart from the auto-compile option you can also edit them yourself. Prophet2 can also compile tax calculations and forecast any aspect of your file including simple things like what the expected profit will be for the whole year based on past performance. As all these options are entirely configurable you have complete control over the way Prophet2 will produce them.

One last point worth mentioning is the last main menu option 'New File'. This option is used to create a new file for the following year and automatically carries forward account balances and everything else necessary for you to continue using Prophet2 year after year with the minimum of fuss.

To quit Prophet2, click the menu mouse button over Prophet2's icon on the icon bar and click on the quit option which appears in the menu.

In the full version you will be warned if you have added or altered any entries without saving the file before quitting.

GENERAL NOTES
*************

Prophet2 does not have a nominal ledger as such (or other accounting terms-except where no other term will do). Nor does it appear to be a double-entry system. This is by design. If this worries you then a short explanation is in order:

Think of the sales and purchase headings as your nominal accounts (together with the bank accounts window). In a traditional double-entry system you would print out a report say of your 'Expenses:Petrol' account. Because Prophet2 is ledger based and not account based, you can produce an identical report from the purchase ledger (open the ledger, click on Reports, select the heading you want to see and print the report). However this breakdown or trial balance is un-necessary in Prophet2.

The headings contain a column where each heading can be given a 'nominal' type. It is these 'types' which Prophet2 uses to compile the final account summaries.

The P&L/Bal Sheet window has a function which produces a trial balance result. If this turns out to be zero, it confirms that all the credits and debits balance. This of course does not mean that the entries have all been put under the correct heading (but this is also true of any system). To check this particular area, all you need is a report of all the entries in each ledger (this can be acheived in one go from the bank ledger report - which also acts as the audit trail if you tell the report to include everything). It is then easy to spot that a payment for petrol has been put into a 'stock bought' account etc. This can then be amended in one go without the need for a further journal entry (simply find the offending entry and change its heading).

The P&L/Bal Sheet window also includes a function for calculating accruals such as VAT. Once set up, the figures are then updated automatically each time you OPEN the window and therefore always reflect the exact state of the business. It is also possible to back date the balance sheet to any point in time.

There are three further checks which can be made to 'prove' the accounts. These are obtained by clicking the mouse menu button in the P&L window and clicking on any of the options. Prophet2 is in fact double entry. Each entry in any ledger has an 'account' AND a 'heading' field. Therefore each entry comes FROM somewhere and goes TO somewhere else. One of the checking options will produce a list of entries which Prophet2 thinks may contain as error (such as a missing account). The report tells you the error and precisely which entry contains it. Since the summaries are also user-definable there is another option to check that the summaries have included all the headings (even headings which have not been named but which contain a value).

Prophet2 is unusual in that there is no need to set up an accounting period. ALL your entries are kept and all reports can be compiled at any time relating to any period. ALL input can be edited at all times, so you can correct a spelling mistake, or change an account or heading without the need for an extra correcting or journal entry, this is of major benefit and few accounting programs allow (or more to the point can even handle) this.

In view of this flexibility, Prophet2 also contains an 'undo' and 'redo' buffer. In short, if you accidentally delete something, simply press the function key F8 and it will be re-inserted. Pressing F8 repeatedly will step back through your work, and pressing F9 will restore it again.

Prophet2 is compliant with all versions of RiscOS from 3.10 onwards including the RiscPC.

If you are not a limited company (ie. you are a sole trader or partnership) Prophet2's final accounts section will enable you to draw up your accounts ready to be submitted directly to the Inland Revenue, cutting out the expense of using an accountant - obviously this does depend a little on how complicated your tax affairs are, but if you have not dealt directly with the Inland Revenue before, Prophet2's manual goes a long way into explaining the procedures and reports you will need and how to compile them.

Many independant book-keeping services (and accountants) use Prophet2 as it has two main advantages over all other available accounting software for the Acorn range (and indeed most on other computing platforms): firstly, because your entries are editable at all times you can enter a complete years worth in any order and then edit any mistakes you subsequently find, and secondly you can run as many sets of accounts as you wish.

On the disc you will find a directory called 'DemoFiles'. Double-click on it as it contains 2 demo files with a few entries and headings filled in to help you see how your data should be entered.

The first file called 'DemoFile1' contains a company which has just started trading. The 2nd file ('DemoFile2') was created using Prophet2's 'New File' option, as a result the balance sheet, bank accounts and headings all contain carry forward figures automatically generated by Prophet2.

Of interest in these files are the P&L/Balance sheet summaries, these were automatically compiled by Prophet2 - you don't need to know what all the codes mean, suffice to say that the full manual explains them in great detail in case you want to program or edit the summaries manually.

The summaries 'A' to 'G' have been used. Summaries 'D' to 'F' were programmed manually to produce tax figures for a partnership and summary 'G' contains forecasting data.

Another area to look at is the invoice template. Open the customers database and click on the 'Inv/Temp' option in its button bar. The background to the template is an imported file from the !Draw application which is included in all Acorn machines. The actual draw file itself is also included in the DemoFiles directory. If you like, you can edit this in !Draw, SAVE it back to the disc and then DRAG it from there into the invoice template. Hopefully you can see from this that you can include your own logos and invoice layout if you wish.

Finally we hope you enjoy this demo version of Prophet2 and if you wish to get in contact please telephone or fax us on: O1354 68O432 or write to:
  
  Apricote Studios
  2 Purls Bridge Farm
  Manea, Cambs
  PE15 OND

ps. If you are not an accountant you will be pleased to know that 'accounting lingo' in the manual has been kept to the minimum, and those words that are used are explained IN ENGLISH.

KEYBOARD SHORT CUTS:

Ctrl + A         Select Calculator
Ctrl + C         Copy previous record/entry (if current blank)
Ctrl + D         Deletes current entry in a ledger
Ctrl + F         Opens search/find windows
Ctrl + K         Deletes whole page of entries (5)
Ctrl + Q         Swap adjacent characters
Ctrl + R         Replaces/undoes last copy/delete/replace in a ledger
Ctrl + S         Swap case of character at cursor
Ctrl + U         Delete field contents
Ctrl + V         Copies field above (all ledgers)
Home             Go to first record databases/ledgers/find first match in any FIND window
Print            Activate printer in any print page
Insert           New sale in retail sales window
  "              New record in database
  "              New entry in ledgers
  "              New customer when invoicing
Delete           Delete character to left of cursor
Copy             Delete character to right of cursor
Page Up          Move back a record (databases), back a page (ledgers)
Page Down        Move to next record (databases), next page (ledgers)
Ctrl+Page Up     Any FIND window: previous match
Ctrl+Page Down   Any FIND window:next match
Cursor left      Move caret left one character
Cursor right     Move caret right one character
Cursor up        Move to field above
Cursor down      Move to field below
Shift + left     Move to field left
Shift + right    Move to field right
Shift + Copy     Copy single field from xxx to current record
Ctrl+Shift+Copy  Copy complete record from xxx to current
Tab              Move to next field
Shift+Tab        Move to previous field
#+number         Select supplier/customer by its record number (rather than name)
Escape           Close current window/Abort printer or report operation

Function Keys
     Key                       +Shift               +Ctrl                  +Shift+Ctrl
F1   Customer Database         Invoice              Account                Statement
F2   Sales Ledger              Sales Headings       Sales Reports          Invoice Template
F3   Save file                 New File             Passwords              Invoice Number
F4   Open find window          Retail Sales                                Statement Template
F5   Suppliers Database        Purchase Order       Account
F6   Purchase Ledger           Purchase Headings    Purchase Reports       Purchase Template
F7   Bank Accounts             Bank Ledger          Bank Reports           Purchase Order Number
F8   Undo
F9   Redo
F10  Stock Database            Stock Index          Best Sellers
F11  VAT Return                VAT Codes            P&L/Balance Sheet      Preferences
F12  Command Line              Icon Bar                                    Closedown

If you want to print this file, assuming you are viewing it in !Edit, simply press the Print key on the keyboard.

LIMITS WITHIN PROPHET2
**********************
Prophet2's limits depend on available memory, so memory permitting you can have 10,000 customers, suppliers and stock items and 50,000 ledger entries - though we wouldn't reccommend using Prophet2 if you think you will reach these limits in a single financial year.

Prophet2 can handle a maximum turnover of plus or minus �21,000,000.00

There are 96 analysis headings available on each side of the accounts.

Up to 12 monetary accounts can be handled in a single file.

If you are unsure whether Prophet2 will meet your requirements we will be happy to discuss them with you. We pride ourselves on giving un-biased independent advice. To the best of our knowledge we do not have a single unhappy customer!

Prophet version 1 was voted best accounting software in a readers poll conducted by Acorn User last year (1994).

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0000d730  73 74 6f 6d 65 72 73 2c  20 73 75 70 70 6c 69 65  |stomers, supplie|
0000d740  72 73 20 61 6e 64 20 73  74 6f 63 6b 20 69 74 65  |rs and stock ite|
0000d750  6d 73 20 61 6e 64 20 35  30 2c 30 30 30 20 6c 65  |ms and 50,000 le|
0000d760  64 67 65 72 20 65 6e 74  72 69 65 73 20 2d 20 74  |dger entries - t|
0000d770  68 6f 75 67 68 20 77 65  20 77 6f 75 6c 64 6e 27  |hough we wouldn'|
0000d780  74 20 72 65 63 63 6f 6d  6d 65 6e 64 20 75 73 69  |t reccommend usi|
0000d790  6e 67 20 50 72 6f 70 68  65 74 32 20 69 66 20 79  |ng Prophet2 if y|
0000d7a0  6f 75 20 74 68 69 6e 6b  20 79 6f 75 20 77 69 6c  |ou think you wil|
0000d7b0  6c 20 72 65 61 63 68 20  74 68 65 73 65 20 6c 69  |l reach these li|
0000d7c0  6d 69 74 73 20 69 6e 20  61 20 73 69 6e 67 6c 65  |mits in a single|
0000d7d0  20 66 69 6e 61 6e 63 69  61 6c 20 79 65 61 72 2e  | financial year.|
0000d7e0  0a 0a 50 72 6f 70 68 65  74 32 20 63 61 6e 20 68  |..Prophet2 can h|
0000d7f0  61 6e 64 6c 65 20 61 20  6d 61 78 69 6d 75 6d 20  |andle a maximum |
0000d800  74 75 72 6e 6f 76 65 72  20 6f 66 20 70 6c 75 73  |turnover of plus|
0000d810  20 6f 72 20 6d 69 6e 75  73 20 a3 32 31 2c 30 30  | or minus .21,00|
0000d820  30 2c 30 30 30 2e 30 30  0a 0a 54 68 65 72 65 20  |0,000.00..There |
0000d830  61 72 65 20 39 36 20 61  6e 61 6c 79 73 69 73 20  |are 96 analysis |
0000d840  68 65 61 64 69 6e 67 73  20 61 76 61 69 6c 61 62  |headings availab|
0000d850  6c 65 20 6f 6e 20 65 61  63 68 20 73 69 64 65 20  |le on each side |
0000d860  6f 66 20 74 68 65 20 61  63 63 6f 75 6e 74 73 2e  |of the accounts.|
0000d870  0a 0a 55 70 20 74 6f 20  31 32 20 6d 6f 6e 65 74  |..Up to 12 monet|
0000d880  61 72 79 20 61 63 63 6f  75 6e 74 73 20 63 61 6e  |ary accounts can|
0000d890  20 62 65 20 68 61 6e 64  6c 65 64 20 69 6e 20 61  | be handled in a|
0000d8a0  20 73 69 6e 67 6c 65 20  66 69 6c 65 2e 0a 0a 49  | single file...I|
0000d8b0  66 20 79 6f 75 20 61 72  65 20 75 6e 73 75 72 65  |f you are unsure|
0000d8c0  20 77 68 65 74 68 65 72  20 50 72 6f 70 68 65 74  | whether Prophet|
0000d8d0  32 20 77 69 6c 6c 20 6d  65 65 74 20 79 6f 75 72  |2 will meet your|
0000d8e0  20 72 65 71 75 69 72 65  6d 65 6e 74 73 20 77 65  | requirements we|
0000d8f0  20 77 69 6c 6c 20 62 65  20 68 61 70 70 79 20 74  | will be happy t|
0000d900  6f 20 64 69 73 63 75 73  73 20 74 68 65 6d 20 77  |o discuss them w|
0000d910  69 74 68 20 79 6f 75 2e  20 57 65 20 70 72 69 64  |ith you. We prid|
0000d920  65 20 6f 75 72 73 65 6c  76 65 73 20 6f 6e 20 67  |e ourselves on g|
0000d930  69 76 69 6e 67 20 75 6e  2d 62 69 61 73 65 64 20  |iving un-biased |
0000d940  69 6e 64 65 70 65 6e 64  65 6e 74 20 61 64 76 69  |independent advi|
0000d950  63 65 2e 20 54 6f 20 74  68 65 20 62 65 73 74 20  |ce. To the best |
0000d960  6f 66 20 6f 75 72 20 6b  6e 6f 77 6c 65 64 67 65  |of our knowledge|
0000d970  20 77 65 20 64 6f 20 6e  6f 74 20 68 61 76 65 20  | we do not have |
0000d980  61 20 73 69 6e 67 6c 65  20 75 6e 68 61 70 70 79  |a single unhappy|
0000d990  20 63 75 73 74 6f 6d 65  72 21 0a 0a 50 72 6f 70  | customer!..Prop|
0000d9a0  68 65 74 20 76 65 72 73  69 6f 6e 20 31 20 77 61  |het version 1 wa|
0000d9b0  73 20 76 6f 74 65 64 20  62 65 73 74 20 61 63 63  |s voted best acc|
0000d9c0  6f 75 6e 74 69 6e 67 20  73 6f 66 74 77 61 72 65  |ounting software|
0000d9d0  20 69 6e 20 61 20 72 65  61 64 65 72 73 20 70 6f  | in a readers po|
0000d9e0  6c 6c 20 63 6f 6e 64 75  63 74 65 64 20 62 79 20  |ll conducted by |
0000d9f0  41 63 6f 72 6e 20 55 73  65 72 20 6c 61 73 74 20  |Acorn User last |
0000da00  79 65 61 72 20 28 31 39  39 34 29 2e 0a           |year (1994)..|
0000da0d

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