Use this routine to add or revise transmittal letters. You may also create a Cover Page, a Table of Contents, Footnotes, Notepad or Client Bill to send with financial statements.
Special keywords allow you to apply bold, italics and underline effects to text/keywords when laser- printing your documents. Due to limitations of the resident fonts on earlier Hewlett-Packard and compatible printers (HP III and older), we recommend using at least an HP 4 or later printer. Certain combinations of bold, italics and underline are not available on older printers.
For Menu Selections 1-6: Enter your document text. Sentences automatically wrap to the next line. The text editor uses the following cursor movement keys:
Cursor Movement Keys (F2)
Backspace Use to correct errors.
Delete Use to correct errors.
End Moves cursor to the end of a line.
Enter Inserts blank lines and marks the end of a paragraph. Blank lines are indicated by the paragraph symbol (¶). Blank lines at the end of your document will print blank pages.
Home Moves cursor to the beginning of a line.
Insert Toggles between the insert and typeover modes.
Page-Up, Page-Down Move around in the document.
Certain key words embedded in the text allow you to customize a transmittal letter. Type these key words exactly as shown; they are case-sensitive! Press F1 to list the key words.
Transmittal Letters - System Level (2)
Use this routine to edit, copy and delete transmittal letters. You may create up to 999 transmittal letters. Up to four letters may be assigned to a ledger. Letters may be up to 600 lines long. Transmittal letters are accessible by all ledgers in the current data path.
Edit a Transmittal Letter (1)
Letter No. (1-999)
Enter the number of the letter to create or change. Press F1 to select from a pop-up list of
transmittal letters on file. Letter No. 998 provides an example using the bold, italics and underline effects. Letter No. 999 provides instructions for using the text editor.
Letter Description
CLS displays the letter description for existing letters, which you may change if necessary. If you are creating a new letter, enter the description.
Continue? (Y,N)
Press Y if the selected letter is correct. Press N to return to the Letter No. (1-999) prompt. When your letter is complete, press Esc and respond to the following prompt:
Save changes to letter no. '1'? (Y,N)
Press Y to save changes to the letter or N to abandon the changes. CLS returns to the Letter No. (1-999) prompt. Select another letter, or press Esc to return to the Text Maintenance menu. Copy a Transmittal Letter (2)
Letter No. (1-999)
Enter the number of the letter to be copied. Press F1 to select from a pop-up list of transmittal letters on file.
Letter Description
CLS displays the letter description.
New Letter Number (1-999)
System Initialization (SI) 1-133
Continue? (Y,N)
Press Y to copy the selected letter. Press N to return to the Letter No.(1-999) prompt.
Complete
CLS copies the selected letter and returns to the Letter No. (1-999) prompt. You may copy another
letter, or press Esc to return to the Text Maintenance menu. Delete a Transmittal Letter (3)
Letter No. (1-999)
Enter the number of the letter to be deleted. Press F1 to select from a pop-up list of transmittal letters on file.
Letter Description
CLS automatically displays the letter description.
Would you like to delete this letter? (Y,N)
Press Y to delete the selected letter. Press N to return to the Letter No. (1-999) prompt.
Complete
CLS deletes the selected letter and returns to the Letter No. (1-999) prompt. You may delete another letter, or press Esc to return to the Text Maintenance menu.
Transmittal Letter Key Words (F1)
Key words embedded in the text customize a document; key words print specific information where the keyword is positioned. Type these words exactly as shown; they are case-sensitive.
@3periods, @6periods
Used to calculate the number of periods included when presenting a three-period or six- period P&L using the trend-analysis option. The number will not exceed 3 (or 6). @AcctBal {acct. list}, @AcctBalL {acct. list}, @AcctBalT {acct. list}
Sums a range of accounts for the current year (e.g., @AcctBal{103, 105, 108-110} sums accounts 103, 105, 108, 109 and 110). Format code T may be used to indicate the right-most column position of the amount; the maximum column you may use is 65. Format code F determines dollar format (e.g., @AcctBal{103-105, T50, F3} sums accounts 103, 104 and 105, T50 indicates that the right-most digit of the amount should be in column 50 of the page, F3 means use format 3 when printing.) See the table on the next page for dollar format codes. Use @AcctBalL {acct.list} to pull in last year balances.
@Center {text}
Centers the text/keywords inside the braces.
@cityst Client (ledger) city and state (2-character abbreviation). Use @cityst<c> to center the city and state.
@citystl Client (ledger) city and state (full form). Use @citystl<c> to center the city and state. @client Client name and address. Use @client<c> to center the client name and address. Use
@client1 for the Attention line only, or @client2 for the client name and address without the attention line.
@contact Contact name.
@cp Current-period month count (e.g., one). @curper Number of months in the current period.
@Cydate Also @Pedate. Current period-end date. Use @Cydate<c> to center the current period-end date.
@Cyear The current period year.
@entity Inserts a client’s entity type in the transmittal letter. @Fon{BIU},
@Foff
Turns bold, italics and/or underline on and off. @Fon{BIU} preceeds the text/keyword that is to be printed in bold, italics and/or underline and @Foff follows it.
@fp Fiscal-year month count (e.g., twelve).
@fisper Number of months in fiscal year. @Fydate Fiscal year-end date.
@Fyear Fiscal year.
@ledger Also @ledger1. Line 1 of the ledger name. Use @ledger<c> or @ledger1<c> to center line one of the ledger name.
@ledger2 Line 2 of the ledger name. Use @ledger2<c> to center line two of the ledger name. @lhead Letterhead. Use @lhead<c> to center the letterhead. Use @LHEAD(C) to print the
letterhead in all capitals.
@Lydate Current period-end date last year. @Lyear Last year.
@Note1<c>, @Note2<c>, @Note3<c>
Footnotes 1-3, centered. Use @Note1<cx> to center footnote no. 1 at the bottom of the page.
@Page Page break.
@Pedate Period-end date. Use @Pedate<c> to center the period-end date. Use @PEDATE to print the ledger period-end date in all capitals.
@periods Also @ytdper. Number of months or periods. Use @PERIODS to print the number of elapsed months or periods in capitals.
@sig1, @sig2
Document signature lines.
@Today Today's date. Use @Today<c> to center today's date.
@xperiods Number of months, current and year-to-date. If the current and year-to-date months are the same value, only one will print. If they are different, both will be printed (e.g., one month and two months). If you do not want to use and, enter another connector in braces following the keyword (e.g., xperiods{&}).
@yp Year-to-date month count (e.g., six).
@ytdper Number of months year-to-date. Also @periods.
Transmittal Letter Dollar Format Codes Format code F is used with the @AcctBal, @AcctBalL and
@AcctBalT keywords to specify the dollar format.
Code Rounded Amounts Include Dollar Sign Include Commas F1 4 - - F2 - 4 - F3 - - 4 F4 4 4 - F5 4 - 4 F6 - 4 4 F7 4 4 4
Cover Page, Table of Contents, Footnotes, Notepad and Client Bill (1,3,4,5,6)
In addition to standard transmittal letters, CLS allows you to create other documents to accompany the financial statements. You may create multiple Cover Pages which are accessible to all ledgers. You may also create a Table of Contents, Footnotes, Notepad or Client Bill for each ledger.
System Initialization (SI) 1-135
Client Bill Key Words (F1)
Additional key words embedded in the text allow you to customize a client bill. These key words cause specific
information from the ledger’s time-tracker program to print where the keyword is positioned. Type these words exactly as shown. These client bill key words arenot case-sensitive.
@~addtime Displays additional time worked (hours:mins). @~addrate Displays the rate charged for the additional time. @~addfee Displays any additional fee charged.
@~basecharge Displays the base-charge for this ledger. @~billamt Displays the total amount of the bill
@~fixedfee Displays the client’s fixed fee amount (if any). @~itemsno Displays the number of additional billable items. @~irate Displays the rate for each additional billable item. @~transno Displays the number of current transactions. @~trate Displays the charge per current transaction.
@~wutime Displays the current period write-up time (hours:mins) @~wurate Displays the rate charged for the write-up time.
When your document is complete, press Esc and respond to the following prompt:
Save changes to 'Client Bill'? (Y,N)
Press Y to save changes to the document or N to abandon the changes. CLS returns to the Text
Maintenance menu. Select another document to edit, or press Esc to return to the SI menu.