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Prophet/ReadMeNow
This website contains an archive of files for the Acorn Electron, BBC Micro, Acorn Archimedes, Commodore 16 and Commodore 64 computers, which Dominic Ford has rescued from his private collection of floppy disks and cassettes.
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| Tape/disk: | Home » Archimedes archive » Acorn Computing » 1993 10 Mega Disk.adf » 93_10 |
| Filename: | Prophet/ReadMeNow |
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| File size: | 9423 bytes |
| Load address: | 0000 |
| Exec address: | 0000 |
File contents
Prophet Lite (c) Apricote Studios 1991/2/3 Version 1.28L
12.7.1993 For Acorn Computing September 1993
Welcome to Prophet Lite. This is a cut down version of
the accounts application Prophet.
Prophet Lite has been produced especially for Acorn Computing.
Although it is a little 'lite' compared to the full version it
still has many features retained which we hope you will enjoy.
Not least is the fact that you can save your work and re-load it
again.
Although the number of entries has been limited in this version
you should still have enough space to enter your income and
expenditure for at least a few months in particular if you try it
out on your home accounts (the very useful standing orders
section is included and is explained a little further on, as are
the full VAT facilities if you are in business and VAT
registered).
The parts of the full program which have been excluded are the
printing and data transfer facilities, the final accounts/profit
loss sections and the stock control/suppliers sections.
This means that you can load, edit, SAVE and re-load files as
many times as you like. You can enter real data and add and
update it as you would when using the full version. In fact any
files you create will load straight into the full version, so
should you start on a real file and find that you like Prophet,
your work won't be wasted.
Notes on the missing bits! Because the printing and data transfer
sections are missing, you cannot produce any reports to the
screen or printer. This is a very powerful aspect of the full
version of Prophet which allows you to produce any kind of report
down to the minutest of detail and also export your data directly
into other applications such as graph, spreadsheet or D.T.P.
programs. Stock control will help you keep track of your stock
levels and sales with the help of a user definable index, best
sellers lists and stock valuation. The suppliers database is very
similar to the customers database except purchase orders can be
produced instead of invoices. The final accounts section will
prepare your accounts ready for your accountant or the inland
revenue and create a new file ready to go for your next set of
accounts.
The full version consists of two discs (which include various
example files), a function key strip and a ring bound illustrated
188 page manual and slip case. A utility program called
!Transfer2 is also supplied (see the 'pps' at the end of this
file). The manual includes a full reference, tutorial, a hints &
tips section and an extensive index. It is impossible to include
the complete text with this version due to disc space, but the
opening chapter and a brief tutorial and summary follows.
(From the manual) Accounting: an overview
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 Prophet.
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. Prophet 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 Prophet is somewhat different to the
'average' accounts program which is usually a '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 Prophet will come as a breath of fresh air:
Rather than opening an 'account' for each aspect of your
business, Prophet 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 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 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 select
'Sales Reports' from the menu - 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
Prophet'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 (but
brief!) view of Prophet 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
broken down into headings such as 'Bank Loans', 'Personal Loans',
and 'Interest Received'. They all make it 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 Prophet 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 Prophet should become
second nature, and we hope, even enjoyable.
(Not from the manual!) TUTORIAL : ACCOUNTS Income/Sales: All
your income is entered into the Sales Ledger. It can be entered
via the Retail Sales option (in the full version), the Invoicing
option, directly into the sales ledger or any combination of the
three.
Before entering any data you should set up the income (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 'Headings' option under 'Accounts' in
the main menu, then clicking on 'Sales'.
Each income 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 'Accounts' 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 in
this version.
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' window, 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 (use 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. Prophet
has many automatic features like this within it to speed up
entries. Prophet 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).
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 are not using the customers database then enter the customers
name. If you are (select 'Customer' under 'Invoicing' 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 there.
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, Prophet 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' and press RETURN. If it is unpaid,
leave it blank. This is known as the entries status. It can be in
one of 3 states: Reconciled, Paid or Unpaid. The entries status
appears in full in the last field to remind you.
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.
Prophet 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
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 Prophet 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 (in the PAID field). If the accounts
statement balance (select 'Bank Accounts' under 'Accounts' 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.
The next field is the heading. If this is earned income then use
the 'Work Done' heading you previously set up by typing in the
analysis code. If it is non-earned income (ie. a loan) then use
the 'Others' heading. 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.
Although in this version of Prophet you cannot produce or print
out a report, you can still see the report window. Press the menu
mouse button in the ledger window and select 'Report' from the
menu which opens or hold down the Ctrl key and press function key
F2 which is the keyboard short-cut (from now on this type of
short-cut will be referred to as Ctrl+F2).
The other option in the menu is 'Find'. This can be used to
locate and go directly to specific entries. It is used primarily
for reconciling since it will find by clicking on a single icon
each un-reconciled entry in a specific account, one after
another. The find window can be opened either by selecting it
from the menu or pressing F4. In fact function key F4 will always
open a find window wherever you are in Prophet if one is
available.
To change an entry from unpaid or paid to reconciled, place the
caret in the paid field and type in an 'R'. Pressing RETURN after
this will update the status field at the right to confirm the
change. There is actually no need to press the RETURN key, and
not doing so makes the process of reconciling very easy indeed,
since you can leave the caret in the paid field and click on the
'Search Forward' icon in the find window, typing in an 'R' on
each relevant found entry. Don't worry about the entries status
not changing immediately, the program will update it in it's own
time (pressing RETURN merely forces it to update the screen
display immediately).
Part and over paid entries can also be reconciled, but if you
don't want the amount to change, always type the 'R' at the END
of the amount (ie. 123.50R). If the PAID amount is blank you can
type in a 'P' for Paid or an 'R' without the need to insert the
amount.
Although you can only see five entries on screen the display
automatically scrolls whenever it is full. 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. The function keys F5 to F11
can be used to scroll by differing amounts backwards and
forwards, and the up and down arrow cursor keys scroll the
entries one at a time.
If you are looking at an earlier entry, the 'Insert' key will
take you directly to the first free entry.
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 bits of paper (ie. invoices and receipts) with your
entries in the computer.
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), and
a report of all monies owing by age and customer can also be
generated from the customer database (though you will need the
full version to see this).
The NET figures in the analysis headings represent this years
figures. The 'Opening' fields are for the previous years unpaid
figures.
Payments and purchases are entered in the 'Purchase Ledger'
(select 'Purchase Ledger' under 'Accounts' 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
'Headings' under 'Accounts' from the main menu, then select
'Purchases' from the menu which appears).
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 (not available in Prophet
Lite) 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.
When you pay off bills or invoices in either ledger you can
either mark them as paid directly in the ledger or open the
'Account' window in either database and pay them automatically
from there.
The last ledger is the bank ledger. 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 including the find and report options
(click the menu mouse button in the ledger or press F4 for the
find window or Ctrl+F9 for the report window). 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).
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 aspects of Prophet
this can also be printed or exported to another application by
clicking the menu mouse button in either of the windows.
There is another window which resembles the sales & purchase
ledgers. It is the standing orders window (select 'Standing
Orders' under 'Miscellaneous' 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'.
To check your 'Num P F' algorythm fill the following statement
with whatever you have typed into the Period and Frequency
fields: "Insert once every F P" - so a period of M with a
frequency of 12 = "Insert once every 12 months" and a period of Y
with a frequency of 1 = "Insert once every 1 year" - although
both these examples mean the same thing, a yearly standing order
(a credit card annual charge for instance), it hopefully
demonstrates the flexibility you have.
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).
To delete a template, delete the start date and press RETURN.
If you run out of ledger space, this can be increased (or
decreased) by altering the settings in the preferences window
(select 'Preferences' under 'Miscellaneous' in the main menu). In
order for any changes in size to have effect, the file will need
saving and re-loading. This feature only applies to the full
version since it is fixed in Prophet Lite in order to keep it
compatible with a minimum configuration 1mb computer.
To save your work for the first time, select 'Save' from the
main menu and drag the left save icon to any destination (ie. a
floppy disc window or your hard drive window). You can also give
the file a name in this window (such as 'Accs93/94' but remember
that file names in general must not include spaces and can only
be 10 characters long).
The 'Preferences' window (under 'Miscellaneous' in the main menu
or press Shift+Ctrl+F11) has two features incorporated which will
automatically save your work every xxx minutes and/or save your
work on quitting the program. These features can be toggled on or
off and a warning window can also be toggled on or off. However
they will not work until you have saved your work for the first
time since Prophet wont know where to save it to.
Prophet can only operate on one set of accounts at the same time
(it is known as a single document editor with multiple views - as
opposed to a Desk Top Publishing program for instance which is
usually a multiple document editor with single views), so to
re-load a file, quit Prophet if it is running and double-click on
the new file you want to load.
If you only have a floppy disc drive, and you keep your work
files on a separate disc, then insert your Prophet disc first and
click on the drive icon before inserting your work disc and
double clicking on the file. This only applies when first turning
on the computer, and it basically tells the computer where it can
find Prophet in order to load both it and your file.
To quit Prophet, click the menu mouse button over Prophet's icon
on the icon bar and click on the quit option which appears in the
menu.
You will be warned if you have added or altered any entries
without saving the file before quitting, so click on 'No' if you
want to save it first, or 'Yes' to quit and lose any changes.
>>>>>>> FACILITIES IN THE FULL VERSION >>>>>>>>>
The full version of Prophet has many extra features regarding
stock control: multiple suppliers/cost/re-order quantities/stock
numbers for each record, sorting by different fields, editable
purchase orders (you can even order items not in the stock
database), stock macros where selling a single item will update
other related stock cards, exporting of the database to produce
catalogues and back ordering of fast selling stock.
PURCHASE ORDERS An important feature of Prophet 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.
Prophet can also print direct to your printer in text mode if
necessary, so even though you don't 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.
Although you can't print with this version of Prophet, you can
still set up the invoice template. Like the other templates it is
displayed and edited in 'WYSIWYG' format which means What You See
(on screen) Is What You Get (when printed). Certain elements are
shown with a print position border (and editable heading) since
the data will only be known and inserted when the document is
printed.
To see the invoice template, select 'Invoice/Credit' under
'Invoicing' from the main menu, then select 'Template' from the
new menu which appears.
In order to use different fonts (other than the system font) you
will need both some fonts and the outline font manager. These are
available from Acorn and most dealers. If you have RiscOS 3
installed then you will already have these.
When the window has opened click the menu button anywhere in a
BLANK area of the window. This brings up a general menu, giving
you control over the paper size, starting font, the area for the
actual invoice data and 'View with' options.
Clicking menu WITHIN an element in the template brings up an
individual menu from where the font, font size, justification and
position 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
'Miscellaneous').
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'.
INVOICING and STATEMENTS
Prophet has extremely extensive invoicing facilities. At first
sight this can seem quite daunting, but after a little practice
it becomes second nature. Select a customer from the customer
database then click on the 'Invoice' icon in the database.
VAT RETURN This is extremely comprehensive. It is also
programmable so changes to the rules can be implemented easily.
As stated earlier Prophet comes set up for the latest U.K return
(as at Jan 1993) including the two new EC boxes, all you may need
to adjust are the start month and period. Selecting 'VAT Return'
under 'Miscellaneous' in the main menu opens the window, and
clicking the mouse Menu button in the window opens up the control
window where you can select which VAT period you want to see
including the current one. Although you cannot print out the
listing and summary in this version you can still view the totals
by clicking on the 'Totals only' icon. Unlike most accounting
programs (including all the others available for the Archimedes)
you can view old or current returns whenever you want. EC sales
lists are available as a report from the sales ledger. Prophet
has been approved by HM Customs & Excise for VAT purposes.
GENERAL NOTES Prophet does not use a nominal ledger since the
sales/purchase and bank ledgers cover everything. It 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 entry, this is
of major benefit and few accounting programs allow (or more to
the point can even handle) this.
An example file is included on this disc which should give you
an idea of how data is entered and please note that any files you
produce from this version can be loaded directly into the full
version.
If you are not a limited company (ie. you are a sole trader or
partnership) Prophet'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, Prophet'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
Prophet as it has two main advantages over all other available
accounting software for the Archimedes range, firstly all entries
are editable at all times - so you can enter a complete years
worth in one go and then edit any mistakes you subsequently find,
and secondly you can open as many sets of accounts as you wish.
Finally we hope you enjoy this version of Prophet and if you
wish to get in contact please telephone or fax us on: O354 68O432
or write to:
Apricote Studios
2 Purls Bridge Farm
Manea, Cambs
PE15 OND
ps. Using the utility programs 'Trace' and 'D2Font' it is
possible to include your own logos (sprite or draw files) in the
templates used for invoices etc. These are available for �5.99
(for both) from David Pilling, PO Box 22, Thornton Cleveleys,
Blackpool, FY5 1LR.
pps. Using our !Transfer2 program you can copy any fields in
Prophet to other fields both in Prophet and many other RiscOS
applications (eg. to copy a name & address from Prophet to a
D.T.P program when writing a letter). This is available on its
own for �14.95 but is supplied free with the full version of
Prophet.
ppps. 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
Ctrl + F Opens search/find windows
Ctrl + I Selects current invoice from customer record or existing invoice
Ctrl + K Deletes whole page of entries (5)
Ctrl + Q Select Main Menu
Ctrl + R Replaces/undoes last copy/delete/replace
Ctrl + S Swap case of character at cursor
Ctrl + U Delete field contents
Ctrl + V Paste field above current field into current field (all ledgers)
Home Go to first record databases/ledgers/find first match in 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), FIND window: previous match
Page Down Move to next record (databases), next page (ledgers), 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 record number
Escape Close current window/Abort printer or report operation
Function Keys
Key +Shift +Ctrl +Shift+Ctrl
F1 Open current invoice Customers Database Toggle Inv/Crd Note Stock/rec num
F2 Toggle paid/unpaid inv Sales Ledger Sales Reports
F3 Save file Sales Headings VAT Return
F4 Open find window Retail Sales
F5 Move to first rec/entry Suppliers Database Unpaid/Account details
F6 Back 100 recs/25 ents Purchase Ledger Purchase Reports
F7 Back 10 recs/5 entries Purchase Headings
F8 Back 1 record/1 entry Stock Database Stock Index
F9 Forward 1 rec/1 entry Bank Ledger Bank Reports
F10 Forw. 10 recs/5 entries Bank Accounts Profit & Loss
F11 Forw. 100 recs/25 ents Last record/entry Passwords Preferences
F12 Command Line Closedown
IF THIS FILE HAS JUST SCROLLED PAST YOU AT HIGH SPEED - SEE BELOW
THIS ReadMe FILE CAN BE VIEWED USING !EDIT OR PRINTED BY DRAGGING
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00008e80 68 74 20 20 20 20 4d 6f 76 65 20 74 6f 20 66 69 |ht Move to fi|
00008e90 65 6c 64 20 72 69 67 68 74 0a 53 68 69 66 74 20 |eld right.Shift |
00008ea0 2b 20 43 6f 70 79 20 20 20 20 20 43 6f 70 79 20 |+ Copy Copy |
00008eb0 73 69 6e 67 6c 65 20 66 69 65 6c 64 20 66 72 6f |single field fro|
00008ec0 6d 20 78 78 78 20 74 6f 20 63 75 72 72 65 6e 74 |m xxx to current|
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00008ee0 66 74 2b 43 6f 70 79 20 20 43 6f 70 79 20 63 6f |ft+Copy Copy co|
00008ef0 6d 70 6c 65 74 65 20 72 65 63 6f 72 64 20 66 72 |mplete record fr|
00008f00 6f 6d 20 78 78 78 20 74 6f 20 63 75 72 72 65 6e |om xxx to curren|
00008f10 74 0a 54 61 62 20 20 20 20 20 20 20 20 20 20 20 |t.Tab |
00008f20 20 20 20 4d 6f 76 65 20 74 6f 20 6e 65 78 74 20 | Move to next |
00008f30 66 69 65 6c 64 0a 53 68 69 66 74 2b 54 61 62 20 |field.Shift+Tab |
00008f40 20 20 20 20 20 20 20 4d 6f 76 65 20 74 6f 20 70 | Move to p|
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00008f60 6e 75 6d 62 65 72 20 20 20 20 20 20 20 20 20 53 |number S|
00008f70 65 6c 65 63 74 20 73 75 70 70 6c 69 65 72 2f 63 |elect supplier/c|
00008f80 75 73 74 6f 6d 65 72 20 62 79 20 72 65 63 6f 72 |ustomer by recor|
00008f90 64 20 6e 75 6d 62 65 72 0a 45 73 63 61 70 65 20 |d number.Escape |
00008fa0 20 20 20 20 20 20 20 20 20 20 43 6c 6f 73 65 20 | Close |
00008fb0 63 75 72 72 65 6e 74 20 77 69 6e 64 6f 77 2f 41 |current window/A|
00008fc0 62 6f 72 74 20 70 72 69 6e 74 65 72 20 6f 72 20 |bort printer or |
00008fd0 72 65 70 6f 72 74 20 6f 70 65 72 61 74 69 6f 6e |report operation|
00008fe0 0a 0a 46 75 6e 63 74 69 6f 6e 20 4b 65 79 73 0a |..Function Keys.|
00008ff0 20 20 20 20 20 4b 65 79 20 20 20 20 20 20 20 20 | Key |
00009000 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 2b | +|
00009010 53 68 69 66 74 20 20 20 20 20 20 20 20 20 20 20 |Shift |
00009020 20 20 20 20 2b 43 74 72 6c 20 20 20 20 20 20 20 | +Ctrl |
00009030 20 20 20 20 20 20 20 20 20 20 20 2b 53 68 69 66 | +Shif|
00009040 74 2b 43 74 72 6c 0a 46 31 20 20 20 4f 70 65 6e |t+Ctrl.F1 Open|
00009050 20 63 75 72 72 65 6e 74 20 69 6e 76 6f 69 63 65 | current invoice|
00009060 20 20 20 20 20 20 43 75 73 74 6f 6d 65 72 73 20 | Customers |
00009070 44 61 74 61 62 61 73 65 20 20 20 54 6f 67 67 6c |Database Toggl|
00009080 65 20 49 6e 76 2f 43 72 64 20 4e 6f 74 65 20 20 |e Inv/Crd Note |
00009090 20 20 53 74 6f 63 6b 2f 72 65 63 20 6e 75 6d 0a | Stock/rec num.|
000090a0 46 32 20 20 20 54 6f 67 67 6c 65 20 70 61 69 64 |F2 Toggle paid|
000090b0 2f 75 6e 70 61 69 64 20 69 6e 76 20 20 20 20 53 |/unpaid inv S|
000090c0 61 6c 65 73 20 4c 65 64 67 65 72 20 20 20 20 20 |ales Ledger |
000090d0 20 20 20 20 53 61 6c 65 73 20 52 65 70 6f 72 74 | Sales Report|
000090e0 73 0a 46 33 20 20 20 53 61 76 65 20 66 69 6c 65 |s.F3 Save file|
000090f0 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 | |
00009100 20 53 61 6c 65 73 20 48 65 61 64 69 6e 67 73 20 | Sales Headings |
00009110 20 20 20 20 20 20 56 41 54 20 52 65 74 75 72 6e | VAT Return|
00009120 0a 46 34 20 20 20 4f 70 65 6e 20 66 69 6e 64 20 |.F4 Open find |
00009130 77 69 6e 64 6f 77 20 20 20 20 20 20 20 20 20 20 |window |
00009140 52 65 74 61 69 6c 20 53 61 6c 65 73 0a 46 35 20 |Retail Sales.F5 |
00009150 20 20 4d 6f 76 65 20 74 6f 20 66 69 72 73 74 20 | Move to first |
00009160 72 65 63 2f 65 6e 74 72 79 20 20 20 53 75 70 70 |rec/entry Supp|
00009170 6c 69 65 72 73 20 44 61 74 61 62 61 73 65 20 20 |liers Database |
00009180 20 55 6e 70 61 69 64 2f 41 63 63 6f 75 6e 74 20 | Unpaid/Account |
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000091a0 6b 20 31 30 30 20 72 65 63 73 2f 32 35 20 65 6e |k 100 recs/25 en|
000091b0 74 73 20 20 20 20 20 50 75 72 63 68 61 73 65 20 |ts Purchase |
000091c0 4c 65 64 67 65 72 20 20 20 20 20 20 50 75 72 63 |Ledger Purc|
000091d0 68 61 73 65 20 52 65 70 6f 72 74 73 0a 46 37 20 |hase Reports.F7 |
000091e0 20 20 42 61 63 6b 20 31 30 20 72 65 63 73 2f 35 | Back 10 recs/5|
000091f0 20 65 6e 74 72 69 65 73 20 20 20 20 50 75 72 63 | entries Purc|
00009200 68 61 73 65 20 48 65 61 64 69 6e 67 73 0a 46 38 |hase Headings.F8|
00009210 20 20 20 42 61 63 6b 20 31 20 72 65 63 6f 72 64 | Back 1 record|
00009220 2f 31 20 65 6e 74 72 79 20 20 20 20 20 53 74 6f |/1 entry Sto|
00009230 63 6b 20 44 61 74 61 62 61 73 65 20 20 20 20 20 |ck Database |
00009240 20 20 53 74 6f 63 6b 20 49 6e 64 65 78 0a 46 39 | Stock Index.F9|
00009250 20 20 20 46 6f 72 77 61 72 64 20 31 20 72 65 63 | Forward 1 rec|
00009260 2f 31 20 65 6e 74 72 79 20 20 20 20 20 42 61 6e |/1 entry Ban|
00009270 6b 20 4c 65 64 67 65 72 20 20 20 20 20 20 20 20 |k Ledger |
00009280 20 20 42 61 6e 6b 20 52 65 70 6f 72 74 73 0a 46 | Bank Reports.F|
00009290 31 30 20 20 46 6f 72 77 2e 20 31 30 20 72 65 63 |10 Forw. 10 rec|
000092a0 73 2f 35 20 65 6e 74 72 69 65 73 20 20 20 42 61 |s/5 entries Ba|
000092b0 6e 6b 20 41 63 63 6f 75 6e 74 73 20 20 20 20 20 |nk Accounts |
000092c0 20 20 20 50 72 6f 66 69 74 20 26 20 4c 6f 73 73 | Profit & Loss|
000092d0 0a 46 31 31 20 20 46 6f 72 77 2e 20 31 30 30 20 |.F11 Forw. 100 |
000092e0 72 65 63 73 2f 32 35 20 65 6e 74 73 20 20 20 20 |recs/25 ents |
000092f0 4c 61 73 74 20 72 65 63 6f 72 64 2f 65 6e 74 72 |Last record/entr|
00009300 79 20 20 20 20 50 61 73 73 77 6f 72 64 73 20 20 |y Passwords |
00009310 20 20 20 20 20 20 20 20 20 20 20 20 50 72 65 66 | Pref|
00009320 65 72 65 6e 63 65 73 0a 46 31 32 20 20 43 6f 6d |erences.F12 Com|
00009330 6d 61 6e 64 20 4c 69 6e 65 20 20 20 20 20 20 20 |mand Line |
00009340 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 | |
*
00009370 20 20 20 43 6c 6f 73 65 64 6f 77 6e 0a 0a 49 46 | Closedown..IF|
00009380 20 54 48 49 53 20 46 49 4c 45 20 48 41 53 20 4a | THIS FILE HAS J|
00009390 55 53 54 20 53 43 52 4f 4c 4c 45 44 20 50 41 53 |UST SCROLLED PAS|
000093a0 54 20 59 4f 55 20 41 54 20 48 49 47 48 20 53 50 |T YOU AT HIGH SP|
000093b0 45 45 44 20 2d 20 53 45 45 20 42 45 4c 4f 57 0a |EED - SEE BELOW.|
000093c0 0a 54 48 49 53 20 52 65 61 64 4d 65 20 46 49 4c |.THIS ReadMe FIL|
000093d0 45 20 43 41 4e 20 42 45 20 56 49 45 57 45 44 20 |E CAN BE VIEWED |
000093e0 55 53 49 4e 47 20 21 45 44 49 54 20 4f 52 20 50 |USING !EDIT OR P|
000093f0 52 49 4e 54 45 44 20 42 59 20 44 52 41 47 47 49 |RINTED BY DRAGGI|
00009400 4e 47 20 0a 4f 4e 54 4f 20 41 20 53 55 49 54 41 |NG .ONTO A SUITA|
00009410 42 4c 45 20 50 52 49 4e 54 45 52 20 44 52 49 56 |BLE PRINTER DRIV|
00009420 45 52 2e |ER.|
00009423 
.