Getting Started Guide Version 6.3

Getting Started Guide

Version 6.3

Client Ledger System documentation copyright  2012 Financial MicroSystems, Inc. All rights reserved. Absolutely no part of this documentation may be copied, photographed, reproduced, translated or reduced to any electronic medium without the express written consent of Financial MicroSystems, Inc.

The software described in this documentation is furnished under a license agreement. Information contained in this documentation is subject to change without notice, and does not represent a commitment on the part of Financial MicroSystems, Inc. Financial MicroSystems, Inc. makes no warranties, either expressed or implied, regarding this computer software package, its merchantability, or its fitness for a specific purpose. The exclusion of implied warranties is not permitted by some states. The above exclusion may not apply to you. This warranty provides you with specific legal rights. There may be other rights which you have which vary from state to state.

Client Ledger System is a trademark of Financial MicroSystems, Inc. Other brands and products are the trademarks of their respective holders and should be noted as such.

First printing, August 1990. Second printing, August 1992. Third printing, April 1994. Fourth printing, November 1994. Fifth printing, November 1995. Sixth printing, November 1996. Seventh printing, October 1997. Eighth printing, October 1998. Ninth printing, October 1999. Tenth printing, November 2000. Eleventh printing, November 2001. Twelfth printing, December 2002. Thirteenth printing, December 2003. Fourteenth printing, December 2004. Fifteenth printing, December 2005. Sixteenth printing, December 2006. Seventeenth printing. November 2007. Eighteenth printing. November 2008. Nineteenth printing. November 2009. Twentieth printing. November 2010. Twenty-first printing January 2012. Twenty-second printing. December 2012.

Financial MicroSystems, Inc.

3000 Langford Road, Suite 2500 Norcross, GA 30071

Telephone: (770) 446-5709 Fax: (770) 446-1802 www.clientledgersystem.com

i

Chapter 1 – CLS Overview ... 1-1

CLS Features ... 1-2 CLS Programs ... 1-6 CLS Ledger Data Files ... 1-11 System Requirements ... 1-13

Chapter 2 – Installing CLS ... 2-1

Installing CLS ... 2-2 Setting Up CLS Icons in Microsoft Windows ... 2-5

Additional Installation Considerations ... 2-8 Starting CLS ... 2-14 Initializing CLS... 2-16 CLS Technical Support ... 2-22

Chapter 3 – How to Use CLS ... 3-1

Ledger Start-up ... 3-2 CLS Menus ... 3-4 Timesaving Keystrokes ... 3-6 Lesson I: Entering Transactions ... 3-8 Lesson II: Reviewing Unposted Transactions ... 3-17 Lesson III: Posting Transactions ... 3-19 Lesson IV: Editing Transactions ... 3-21 Lesson V: Querying an Account ... 3-24 Lesson VI: Querying Transactions ... 3-26 Lesson VII: Printing Reports ... 3-28 Lesson VIII: Batch Processing CLS Reports ... 3-34

Chapter 4 – Creating a CLS Ledger ... 4-1

How to Create a Ledger ... 4-2 Checklist... 4-12

Chapter 5 – CLS Concepts ... 5-1

Accounting Cycle ... 5-2 CLS Chart of Accounts ... 5-3 Departmentalizing a Ledger... 5-11 End of Period Processing ... 5-14 Entering Budgets ... 5-16 Entering History ... 5-18 Financial Statements ... 5-20 Income Tax Calculations ... 5-36 Inventory Adjustments ... 5-37 Job Costing ... 5-38 Ledger Consolidation... 5-41 Reconciling a Bank Statement ... 5-42 Transaction Processing ... 5-44 Transmittal Letters ... 5-47

Table of Contents

ii

Appendixes

A: Installing Novell Netware 3.xx or 4.xx Btrieve ... A-1 B: Additional Update Installation Steps ... B-1 C: Converting Older CLS Ledgers to Version 6.1 ... C-1 D: Limited Edition Documentation Changes ... D-1 E: General Ledger Documentation Changes ... E-1 F: Glossary ... F-1 G: CLS Program Codes ... G-1 H: CLS Ledger Limits ... H-1 I: CLS End-User License Agreement ... I-1

Chapter

One

CLS Overview

CLS Features ... 1-2 CLS Programs ... 1-6 CLS Ledger Data Files ... 1-11 System Requirements ... 1-13

CLS Overview

1-2 CLS Features

1.1

CLS Features

Financial Statements

• Client Transmittal Letters, Cover Page, Table of Contents, Footnotes and Notepad • Balance Sheets and Profit and Loss Statements with subsidiary schedules

• Multiple current-earnings accounts on the Balance Sheet • Flexible user-defined Profit and Loss Statement formats • Statement of Income and Retained Earnings

• Standard and comparative Statement of Changes in Equity • Budget and prior-year comparisons

• Fully departmentalized reports with division-level reporting • Standard and comparative Cash Flow Statement (FASB 95)

• Standard and comparative Statement of Changes in Financial Position • Ledger consolidation can merge up to 25 companies

• Work-in-Progress sub-ledger for job cost accounting • Ratio Analysis

Payroll Features

• An integrated passive payroll system including: - Eight or 16-column Payroll Journal

- Laser-printed W-2s, W-3s, 1099s/1098s and 1096s - Dot-matrix W-2s and 1099s/1098s

- Federal 941 worksheets with tax liabilities

- Laser-printed federal 941, 941B, 943 and 944 forms - Federal 940 unemployment tax worksheets

- Laser-printed federal 940 unemployment tax forms - Federal unemployment wage listings

- State unemployment contribution worksheets

- State unemployment continuation sheets (OCR-scannable where required) - State unemployment audit report

CLS Overview

CLS Features 1-3

Supporting Reports

• Bank Reconciliation • Formal Journal Entries

• General Ledger with optional annual detail • Leadsheets

• Transaction Register sorted by source and reference or by account number • Trial Balance (four formats)

• Standard and comparative Trial Balance Worksheet

Transaction Processing

• Full screen transaction editing

• Automatic creation of accounts and employee or vendor records during transaction entry • Edit existing accounts and employee or vendor records during transaction entry

• Memorize and autofill descriptions, accounts and amounts during transaction entry • Auto-repeating/auto-reversing entry types

• Both formal and pro forma journal entries • Calculated journal entries

• Departmental Cost Allocation

Additional Features

• On-screen display of all reports • Write reports to ASCII files

• Flexible ledger setup, including the ability to copy any existing Chart of Accounts, supplemental report formats, income tax summary, financial ratios and more

• Automatic calculation of estimated income tax expenses and cost of goods sold • Track billable write-up time and the value of that time

• Pop-up help screens

• Pop-up calculator with scrolling tape • Portrait and landscape report formats

• Batch processing of reports, with collated report sets • Client Lists and Mailing, Diskette and File Folder Labels

• Depreciation schedules, including MACRS, ACRS, straight line, declining balance, and sum-of-the-years-digits depreciation methods

• Loan amortization schedules • Password access for security

• Quick and efficient ledger backup and restore • Format disks from within CLS

CLS Overview

1-4 CLS Features

• Interface with Quicken, QuickPay, QuickBooks, Peachtree Software, One-Write Plus, BASS Payroll and Insta-Pay Multi-Company payroll

• Import from CLS, CLS ~ The Limited Edition™, CLS ~ General Ledger™, CLS ~ CheckWriter™

and CLS ~ Remote Entry™

• Export CLS current period and year-to-date transactions to an ASCII file • Export a trial balance to an ASCII file

• Export CLS accounts and balances to Lotus-compatible spreadsheet programs

Optional Companion Products

• CLS ~ CheckWriter™

A stand-alone product that allows you (or your clients) to print checks, then import them into CLS. MICR and “active payroll” add-ons are available for the CheckWriter.

• CLS ~ Remote Entry™

A stand-alone CLS product that allows transaction entry at a remote site. • CLS ~ Tax Package Interface™

Provides an interface with income tax and trial balance programs: GoSystem, Lacerte, ProSystem fx, Intuit ProSeries, UltraTax, Automated Client Engagement (ACE), Accountants’ Trial Balance (ATB), Perfect Balance and Work Papers Plus. You may also export a trial balance to an ASCII file.

• CLS ~ W-2/1099 Magnetic Media™

Adds W-2 and 1099/1098 magnetic media/electronic reporting capabilities to CLS. • CLS ~ XML – 940, 941 and 944™

Allows you to submit 940, 941 and 944 information electronically. • CLS ~ Unemployment Plus™

Preparation of Alabama UC-CR4, Arizona UC-018, Arkansas DWS-ARK-209B, California DE-7, Connecticut UC-2/5A, Florida UCT-6/6W, Georgia DOL-4, Illinois UI 3/40, Kansas K-CNS-100, Kentucky UI-3, Louisiana ES4-B/C, Maryland DLLR/OUI-15, Michigan UIA-1020, Minnesota DEED-1 (file copy), Mississippi UI-2/3, Nebraska UI-11T, New York NYS-45-MN, North Carolina UI-101, Ohio JFS-66111, South Carolina UCE-120/101, Tennessee LB-0456/0851, Texas C-3, Virginia VEC-FC-20 and Wisconsin UCT-101.

• CLS ~ SUTA Magnetic Media™

Provides SUTA magnetic/electronic reporting for Alabama, Arizona, Arkansas, California, Connecticut, Florida, Georgia, Illinois, Kansas, Kentucky, Louisiana, Maryland, Massachusetts, Michigan, Minnesota, Mississippi, Nebraska, New Jersey, North Carolina, Ohio, South Carolina, Tennessee, Texas, Virginia, Wisconsin and Wyoming.

Financial Statements

CLS provides a wide array of standard and departmental reports, including current and prior-year-comparative Balance Sheets and Profit & Loss Statements and a budget-prior-year-comparative P&L (using annual or period budgets). Standard and comparative reports are also available for the Cash Flow Statement (per FASB 95), Statement of Changes in Financial Position and Statement of Changes in Equity.

A unique feature of CLS is the ability to define a special format Profit and Loss Statement with columns selected from a list of 39 pre-defined column types. Columns may include current-period and year-to-date totals, prior-year history, budgets, ratios, percentages, variances, and percentage-variances.

CLS Overview

CLS Features 1-5

Batch processing of reports lets you run CLS reports unattended. Request varying numbers of report copies for many different report selections and print up to 99 collated report sets for any or all ledgers in a path. You may also change the order in which your reports print.

Passive Payroll

A fully integrated after-the-fact payroll gives you complete employee and vendor records. CLS provides an eight or 16-column payroll journal, an employee list sorted by employee number, last name, social security number or an optional sort key, a new employee listing, and an employee missing-information report.

You may print W-2s and 1099s/1098s on preprinted forms using a laser or dot-matrix printer. You may also laser-print the entire form (except Copy A of 1099/1098/1096) on plain paper.

W-3 and 1096 transmittal forms may be laser-printed on preprinted forms or plain paper. Blank forms and form instructions may also be laser-printed. Print masks are available for all forms to

make sure the alignment is correct. In addition, CLS prints 941, 943 and 944 forms and worksheets, 940 forms and worksheets, and state unemployment continuation sheets (OCR-scannable where required).

Entering and Posting Transactions

The extensive use of default values and reference numbers, and the ability to memorize transaction descriptions makes transaction entry fast and efficient. After transactions are entered, they are posted to the general ledger and payroll master files to update appropriate account and employee balances and complete the process of linking transactions to account and employee records.

Audit Trail

You may print a Transaction Register listing posted transactions for the current period, or for year-to-date if you selected the annual detail option. Transactions may be sorted by account number or by transaction type (source code), which lets you print a Cash Receipts or Cash Disbursements Journal along with other transaction registers. You may also display or print a list of unposted transactions.

You may print a General Ledger, matching accounts in the master file with appropriate transactions. The General Ledger lists beginning and ending account balances with supporting transaction detail for the period. A Trial Balance or Trial Balance Worksheet may be produced to facilitate the closing of an accounting period.

Flexibility

Since CLS processes each ledger separately, you may add new clients at any time regardless of accounting method, payroll situation, Chart of Accounts structure or reporting requirements. You can quickly copy any existing Chart of Accounts, report format and additional information, so setting up new clients is easy.

CLS Overview

1-6 CLS Programs

1.2

CLS Programs

CLS program descriptions are arranged in alphabetical order by program I.D.

The Accounting Transfer (AT) program imports ledger transactions created by the following software packages:

• Client Ledger System™ Software • QuickBooks (Windows and DOS versions)

• Insta-Pay Multi-Company • Quicken (Windows and DOS versions) • One-Write Plus (DOS, Windows) • Quick Payroll

• Peachtree Accounting for Windows • TCS Software • Peachtree Complete Accounting for DOS

You may import summary Accounts Payable, Accounts Receivable and Payroll activity from Peachtree Complete Accounting, and TCS TOTAL or 1st Accounting. You may import any or all journals from Peachtree Accounting for Windows. You may also import TCS Inventory, Fixed Assets and Debt Service activity.

The interface with Quicken lets you import all check activity, including payroll checks. The interface with Insta-Pay Multi-Company Payroll lets you import payroll checks.

A list of the imported transactions may be printed. You may also export CLS transactions, a trial balance, a Chart of Accounts, a list of employees or a client list.

The Batch Processing (BP) program prepares many CLS reports in batch mode. You can select the reports to be printed or execute previously defined report selections. You can request reports for multiple ledgers, print up to nine copies of each report and print up to 99 collated sets. You can change the order in which your reports print.

The Balance Sheet (BS) program prepares a standard or prior-year comparative Balance Sheet, a three, six or 12-period trend analysis, and a standard or comparative Statement of Changes in Equity.

The Bank Reconciliation (BR) program lets you reconcile up to thirty bank accounts per ledger. The Ledger Backup/Restore (BU) program copies a ledger's data files to or from another disk drive. The backup routine may be performed at any time during the accounting cycle. You may also use this program to list files on a diskette or format a disk from within CLS.

CLS Overview

CLS Programs 1-7

The Computed Transactions (CT) program creates General Ledger transactions for the employer's share of FICA, FUTA and SUTA based on tax rates and limits contained within the payroll master file. You can adjust incorrect employee FICA or SDI. You can use CT to create transactions for estimated federal and state income tax expense and cost of goods sold. You can also use it to create transactions for calculated journal entries.

The Depreciation/Amortization Schedule (DA) program provides single-asset depreciation schedules using MACRS, ACRS, straight-line, declining balance, or sum-of-the-years-digits depreciation methods. You may also prepare loan amortization schedules using the declining balance or Rule-of-78 method.

The Department File Maintenance (DF) program lets you define departments and divisions for a ledger, including pre-defined X, Y, and Z divisions. You may add, revise, delete and query

department information.

The Department File List (DL) program prints a list of departments and divisions for a ledger. The Description File Maintenance (DM) program lets you define recurring transaction descriptions for a ledger. You may enter a description and assign a corresponding default account and amount to be used when entering transactions.

The DOS Shell Utility (DS) allows you to temporarily exit to the Command Prompt/MS-DOS. The Delete Transactions (DT) program lets you delete posted transactions entered during the current accounting period. Transactions may also be unposted and deleted using the ET program. To provide a proper audit trail, deleted transactions will appear in the ledger and transaction

registers (marked deleted) unless they are suppressed. You may limit access to the DT program

using the password control function in the System Initialization (SI) program.

The Employee File Maintenance (EF) program lets you add, revise, delete and query employee or vendor information. You may also add or revise beginning year-to-date and quarter-to-date

balances.

The Employee File List (EL) program lists all employer, employee and vendor information contained in the payroll master file.

The End of Period Processing (EP) program prepares a ledger to begin a new accounting period. In the account master file, this program adds current month activity to year-to-date balances and sets the current month fields to zero. If the end of period is also the end of a fiscal year, year-to-date balances for all income and expense accounts will be set to zero, and the current year earnings will be posted to the appropriate retained earnings account(s). If you wish, you may also close a period or year without bringing balances forward.

The effect on the payroll master file is similar: if the end of period is also the end of a calendar year, employee and vendor balances will be reset to zero.

The Enter Transactions (ET) program lets you enter transactions and journal entries, including

formal, pro forma and calculated journal entries. Transactions are validated as they are entered to

minimize errors. Unposted transactions can be edited or deleted. To correct a posted entry, unpost transactions (PT), edit (ET), and then re-post (PT).

CLS Overview

1-8 CLS Programs

The Ledger Consolidation (LC) program consolidates up to 25 ledgers into a user-defined consolidation ledger. You may use this program to consolidate the individual ledgers of subsidiary companies into a master ledger.

The Ledgers on File (LF) program lists all ledgers in a selected data path. You may also use this program to laser-print mailing, diskette and file folder labels.

The Ledger Initialization (LI) program lets you create a new ledger and define general information such as the client name, number of accounting periods, period-end dates, account ranges, source code descriptions, statement footnotes, and the transmittal letter address. You may use this program to copy any existing Chart of Accounts, report format, table of contents, footnotes and notepad, income tax summary or financial ratios to a new ledger. This program may also be used to perform ledger file maintenance routines such as deleting a ledger or changing a ledger I.D. The Lock File Release (LR) program is included only with the network version of CLS. Ledger locks remain set in the event of system or workstation failure and must be removed using this routine.

The Ledger Start-up (LS) program lets you select the ledger to be processed.

The Master File Maintenance (MF) program lets you create or revise the Chart of Accounts for a ledger. You may also use this program to add budget or prior-year comparative balances to a ledger, to create departmental or job accounts, and to renumber accounts.

The Master File List (ML) program lists the contents of the general ledger master file for each account, in account number sequence. You can prepare a basic Chart of Accounts, or list all information including current and comparative balances. This program also lists ledger setup detail. The New Features in CLS (NF) program lists features that are new to this version of CLS.

The Payroll File Maintenance (PF) program lets you define employee and/or vendor groups (payroll series) for a ledger. You may enter the employer's name, address, and federal and state identification numbers for each series. You can also use this program to enter payroll/vendor journal column definitions and payroll tax rates and limits.

The Payroll Journal (PJ) program prepares an eight or 16-column Payroll Journal, showing beginning balances, current period transactions, quarter-to-date and year-to-date balances, and net-pay subtotals and totals.

The Profit & Loss Statement (PL) program prepares a standard Profit and Loss Statement, Prior-Year Comparison, Budget Comparison, Prior-Year-to-Date and Comparative YTD P&L, three, six or 12-period trend analysis, a budget-only P&L, or a special format P&L. You may also print a Statement of Income & Retained Earnings.

The Post Transactions (PT) program posts transactions to and unposts transactions from the ledger and updates account and employee balances in the process. All transactions must be posted before printing financial statements.

The Query Account Detail (QA) program displays beginning and ending balances and current or year-to-date transaction detail for a single account. The year-to-date account query allows you to enter a range of periods for which you want to list account detail. This program may also be used to display or print group account balances and display net income for a ledger.

CLS Overview

CLS Programs 1-9

The Query Employee Detail (QE) program displays current or year-to-date payroll transactions, or a summary payroll journal, for a single employee or vendor. The year-to-date query allows you to enter a range of dates for which you want to list employee or vendor detail.

The Query Transactions (QT) program displays current or year-to-date transaction detail. Transaction queries may be based on a reference number, specific payee, ranges of accounts departments, transaction amounts and employee or vendor numbers.

The Ratio Analysis (RA) program lets you create and print financial ratio reports. You may define up to nine ratio reports per ledger.

The Report File Maintenance (RF) program lets you create or revise a Cash Flow Statement and a Statement of Changes in Financial Position, or you may define your own basic reports. You may define a maximum of 10,000 lines (0-9999) per report.

The Report File List (RL) program lists report lines in line number sequence for the Cash Flow Statement, the Statement of Changes in Financial Position and user-defined reports.

The System Initialization (SI) program lets you set system parameters, define payroll options, enter data paths, perform printer maintenance, define passwords, and perform MACRS/ACRS depreciation table maintenance. Although you may revise passwords, they should not need to be changed once you set your system parameters. You may also add, revise or delete transmittal letters and additional documents such as a cover page, table of contents, footnotes, notepad or client bill. Cover pages and transmittal letters may be assigned to ledgers in Ledger Initialization (LI) or in the Transmittal Letter (TL) program, and are automatically customized for each ledger when prepared by the Transmittal Letter (TL) program.

The Supplemental Reports (SR) program prepares a standard or comparative Cash Flow

Statement, Statement of Changes in Financial Position and several user-defined reports. You can define formats for these reports using the Report File Maintenance (RF) program.

The Trial Balance (TB) program matches each account in the account master file with the appropriate ledger transactions and prepares the General Ledger, showing beginning and ending balances and supporting detail. A Year-to-Date Ledger, Trial Balance (four different formats), Trial Balance Worksheets and Leadsheets are also available.

The Payroll Tax Forms (TF) program prints W-2s and 1099s/1098s on preprinted forms using a laser or dot-matrix printer. You may also laser-print the entire form (except Copy A of

1099/1098/1096) on plain paper. W-3 transmittal forms may be laser-printed on preprinted forms or plain paper. 1096 forms may only be printed on pre-printed forms. Blank forms and form

instructions may also be laser-printed.

The Transmittal Letter (TL) program prints the cover page, table of contents, transmittal letters, footnotes, notepad or client bill created in System Initialization (SI). You can also use this program to list all headings and documents on file.

The Transaction Register (TR) program prepares a list of all transactions for a ledger. Transactions may be sorted by source and reference or by account number. Annual detail is available as an option. The year-to-date transaction registers allow you to enter a range of periods for which you want to list transactions. You can also display or print a list of unposted transactions.

CLS Overview

1-10 CLS Programs

The Time-Tracker (TT) program keeps track of billable write-up time for you, and even lets you prepare a simple bill using the transmittal letter program.

The Payroll Tax Worksheets (TW) program provides laser-printed 940, 941, 943 and 944 forms on preprinted forms or plain paper. You may also prepare 940, 941, 943, and 944 worksheets, and unemployment contribution worksheets and continuation sheets for federal and state

unemployment wage reporting. A state continuation sheet audit report is also available. The Verify File Integrity (VF) program tests all data files for inconsistencies by scanning all records in each data file. If an error is detected, CLS informs you of the problem and you may initiate repair of the file.

The Worksheet Interface (WI) program allows you to export CLS accounts and balances to Lotus-compatible spreadsheet programs.

CLS Overview

CLS Ledger Data Files 1-11

1.3

CLS Ledger Data Files

New ledgers are created using the Ledger Initialization (LI) program. Each ledger has its own Chart of Accounts, which may be created for your client's needs or copied from any existing Chart of Accounts. Multiple ledgers may be stored on the same disk, but each is processed separately.

To conserve disk space, CLS has been structured to minimize the size and number of data files required. Each ledger consists of a minimum of 7 and a maximum of 15 data files. The CLF0, CLG0, CLJ0, CLK0, CLN0, CLQ0, CLS0, and CLV0 files are optional, and will only be present if certain CLS features are used.

The General Ledger Master File (CLA0) contains the Chart of Accounts, along with current period and year-to-date balances, and budget and prior-year comparative balances. The Master File Maintenance (MF) program is used to add, revise, delete and query an account. The Master File List (ML) program lets you print a Chart of Accounts.

The Department Master File (CLD0) contains department and division descriptions. The Department File Maintenance (DF) program allows you to add, revise, delete and query departments. The Department File List (DL) program prints all information contained in the department master file.

The Ledger Federal/State Payroll Tax Workfile (CLF0) contains the 940, 941, 943 and 944 records created by the Payroll Tax Worksheets (TW) program. It also contains records created by the CLS ~ Unemployment Plus™ add-on program.

The Calculated Journal Entry Master File (CLG0) contains calculated journal entry descriptions created by the Enter Transactions (ET) program.

The Journal Entry Master File (CLJ0) contains pro forma journal entries created by the Enter Transactions (ET) program.

The Formal Journal Entry Master File (CLK0) contains formal journal entry descriptions created by the Enter Transactions (ET) program.

The Ledger Information File (CLL0) contains ledger setup information such as company name, accounting period, period-end dates, and account ranges. The Ledger Initialization (LI) program is used to change information in this file.

The Memorized Description Master File (CLM0) contains memorized transaction descriptions. Use Description File Maintenance (DM) to add, revise and delete them.

CLS Overview

1-12 CLS Ledger Data Files

The Payroll Master File (CLP0) contains employer and employee information including balances used by the passive payroll. The Payroll File Maintenance (PF) program is used to add, revise, delete and query employer information. The Employee File Maintenance (EF) program is used to add, revise, delete and query employee information. The Employee File List (EL) program prints all information in the payroll master file. It also provides an employee list sorted by employee number, last name, social security number or optional sort field, a new employee list, and a

missing-information report.

The optional Ledger Text File (CLN0) contains the table of contents, footnotes, notepad and client bill. The System Initialization (SI) program allows you to create and revise these documents. Use the Transmittal Letter (TL) program to print or list the documents on file.

The Ledger Ratio Analysis Setup File (CLQ0) contains the financial ratio reports defined in the Ratio Analysis (RA) program, and leadsheets defined in the Trial Balance (TB) program.

The Supplemental Report Formats Master File (CLR0) contains the Cash Flow Statement, Statement of Changes in Financial Position and user-defined report formats. The Report File Maintenance (RF) program allows you to add, revise, delete or query report lines. The Report File List (RL) program prints all information in the supplemental report formats file.

The Bank Reconciliation File (CLS0) is the outstanding check file used by the Bank Reconciliation program.

The Transaction File (CLT0) contains ledger and payroll transactions for a single accounting period or for the entire fiscal year. It also contains information such as source codes, reference numbers, and account and amount distributions.

The Cross-Reference File (CLV0) may be used when importing transactions into CLS from another accounting or payroll package. It contains optional translation tables for converting the incoming accounts or employee/vendor numbers to their CLS equivalents.

CLS Overview

System Requirements 1-13

1.4

System Requirements

To use this version of the Client Ledger System™, you need to meet the following minimum

workstation requirements:

• Pentium processor or equivalent.

• Windows® 7 (32-bit), Windows Vista® (32-bit),Windows® XP ,Windows XP Mode running under

Windows 7, Windows® 95, 98, Me, Windows® 2000/2003/NT, and MS-DOS® 6.22.

• 50 MB available hard-disk space for program installation • 530 KB of available RAM (largest executable program size)

• A laser printer or a dot-matrix printer that can print in compressed-print mode or print 132 columns.

• In Windows XP, Windows 7 (32-bit) and Vista (32-bit), CLS can use HP-compatible laser printers connected to a parallel port.

• In Windows XP or Windows XP Mode, HP-compatible printers connected to a USB port can be used if a virtual parallel port has been created with the Net Use command.

• In Windows 7(32-bit) and Windows Vista (32-bit), the Net Use command can be used to capture a network printer, but a third-party print-capture utility (Printfil) is required when printing to a local HP-compatible printer connected to a USB port.

• With Printfil, CLS can print “standard reports” (but not payroll tax forms) using

host-based printers such as bubble-jet, desk-jet or ink-jet printers.

CLS Overview

1-14 System Requirements

Chapter

Two

Installing CLS

Installing CLS ... 2-2 Setting Up CLS Icons in Microsoft® Windows® ... 2-5 Additional Installation Considerations ... 2-8 Starting CLS ... 2-14 Initializing CLS ... 2-16 CLS Technical Support ... 2-22

Installing CLS

2-2 Installing CLS

2.1

Installing CLS

The network version of CLS is compatible with network systems such as: • Windows® 2000/2003 • Novell™ Netware™

• Windows® NT • Windows® 7, Vista®, XP, 95, 98, Me®

Before Installation

1. New CLS installations – CLS Single-User and Network Versions Only

Prior to installing CLS, follow the instructions below to create the directory (file folder) where CLS is to be installed:

 Notes:

• This step should be skipped for CLS ~ The Limited Edition and CLS ~ General Ledger - the appropriate directory will be created automatically.

• CLS does not recognize the longer directory names supported by Windows®. CLS

program and data path names may have a maximum of eight characters and no spaces. a. Right-click on the Start button, and then select Explore.

b. Left-click the appropriate drive letter to highlight it. For the single-user version of CLS, this will normally be drive C. For the network version of CLS, this will be the drive letter

associated with your server (normally drive F).

c. Select File, New, Folder, and enter NEWCLS as the folder name. d. Close the Explorer window.

2.

Prior to installing the CLS update, determine the directory where it should be installed:  Note: If you are upgrading from an old version of CLS (version 4.2 or earlier), the new

version of CLS must be installed in a new directory (follow step 1 above). a. To determine the current CLS directory, start CLS and select any ledger. At the CLS

Program Selection Menu, enter DS. The MS-DOS prompt provides the drive letter and path

Installing CLS

Installing CLS 2-3

b. Type Exit and press Enter to return to CLS, and then press F10 to leave CLS.

c. If you are installing the network version of CLS, make sure that no other workstation is

currently using CLS.

Installation

1. Insert the CLS CD-ROM in your CD drive and wait 20-30 seconds. The installation process should start automatically. If it does not start automatically, click on Start, then Run and enter

D:\setup.exe (where D represents your CD-ROM drive).

2. Enter your company name, five-digit customer number, and the product key that appears on your invoice. Follow the on-screen instructions to select the CLS products to be installed, then enter the drive and path where they are to be installed.

3. When the installation is complete, close the installation window.

After Installation

1. If you are installing the network version of CLS on a Novell server, remember to exit to the Command or MS-DOS prompt, select the server’s CLS program path, and flag all the files in the CLS program path as “shareable-read-write”:

In a Novell Netware version 3.xx environment: f:\newcls> flag *.* srw

In a Novell Netware™ version 4.xx, 5.xx or 6.xx environment: f:\newcls > flag *.* shrw

2. If you are using monochrome monitors with CLS, rename the clcolor.dat file as clcolor.bak. f:\newcls> ren clcolor.dat clcolor.bak

3. CLSPEC Path

With the network version of CLS, you may define a path on a workstation containing local CLS

configuration files. For example, placing clsys.dat and clsysprn.dat in this path allows you to define system parameters (e.g., default data and backup paths, printer setup, add/decimal mode, etc.) specific to that workstation. If you have color and monochrome monitors attached to the network, placing clcolor.dat in the CLSPEC path for a particular workstation allows you to specify that workstation as having a color monitor. Placing clsysxfr.dat in this path allows you to define import and export parameters specific to that workstation.

For workstations where these local files are necessary, the autoexec.bat file for the workstation should be modified to include a line specifying the CLSPEC path where the local files will be stored. If the path is C:\CLSPATH, the line should read as follows:

SET CLSPEC = C:\CLSPATH

Files needed in the CLSPEC path can be copied from the CLS program path on the server. The path should contain the following files; they will be accessed only by the workstation on which

Installing CLS

2-4 Installing CLS

they are located:

clsys.dat (system parameters)

clsysprn.dat (printer control file)

clsysxfr.dat (import/export parameters) clcolor.dat (if using a color monitor)

4. If you are installing CLS 6.1 as an upgrade to CLS 4.2 or earlier, follow the Additional

Update Installation Steps in Appendix B (e.g., adding new CLS programs, copying transmittal

Installing CLS

Setting Up CLS Icons in Microsoft® Windows® 2-5

2.2

Setting Up CLS Icons in

Microsoft

®

Windows

®

CLS can be run in Microsoft® Windows® 7 (32-bit), WindowsVista® (32-bit), Windows® XP or XP

Mode, Windows® 95, 98, Me, Windows® 2000, Windows® 2003 or Windows® NT, as an MS-DOS

application. The following instructions show how to add CLS icon(s) to your Windows® desktop.

A library of CLS program icons (cls.icl) is located in the CLS program path.

Creating a CLS Shortcut on Your Desktop

The following instructions assume that your hard drive is drive C and CLS is installed in a directory called Newcls.

1. Move the mouse cursor to a blank space on your desktop. Right-click and select New, and then

Shortcut, from the menus that appear.

2. When asked for the location of the item, enter c:\newcls\cl.bat. 3. When asked for a name, enter CLS 6.1.

4. Click Finish to create the icon.

5. Now right-click on the new icon, and choose Properties from the menu.

For Windows® 2000/2003/XP/Vista/Windows 7:

On the Options tab, select Full-Screen or Window (Full-Screen is not supported by Windows 7, Vista or XP Mode).

On the Font tab: if you are using Lucida Console, change the Size to 18; for Raster Fonts change the Size to 10 x 18.

On the Layout tab, change the Screen Buffer Size to 80 by 25.

On the Shortcut tab, click the button marked Change Icon. At the File Name prompt, enter

c:\newcls\cls.icl (assuming CLS is installed on drive C in the Newcls directory). Select a CLS

Installing CLS

2-6 Setting Up CLS Icons in Microsoft® Windows®

For Windows® 95/98/Me:

On the Program tab:

• If needed, enter a name for the shortcut. • Make sure Close on Exit is checked.

• Click Change Icon. At the File Name prompt, enter c:\newcls\cls.icl (assuming CLS is installed on drive C in the Newcls directory). Select a CLS icon, and click OK.

On the Screen tab, under Usage, select Full-Screen (the default) or Window. If you plan to run CLS in a window, set the Initial Size of the window to 25 lines.

On the Miscellaneous tab, remove the check-mark from Allow Screen Saver. 6. Click OK to save the property changes for the CLS shortcut.

7. To start CLS, double-click the CLS icon on your desktop.

Creating a CLS Documentation Shortcut on Your

Desktop

The following instructions assume that your hard drive is drive C and CLS is installed in a directory called Newcls.

1. Move the mouse cursor to a blank space on your desktop. Right-click and select New, and then

Shortcut, from the menus that appear.

2. When asked for the location of the item, enter c:\newcls\docs. 3. When asked for a name, enter CLS Documentation.

4. Click Finish to create the icon.

Installing Adobe® Acrobat® Reader version 9 (optional)

CLS documentation is provided in the form of Adobe PDF (portable document format) files, which can be read by version 6 or later of Adobe Reader. If you already have the appropriate version of Reader, no further action is necessary.

Adobe® Reader version 9 is supplied free with CLS. If you would like to install version 9, use Windows Explorer to locate the CLSDOCS directory on the CLS installation CD. Double-click on the file Acrordr9.exe, and follow the on-screen instructions.

 Note: If the CLS installation process begins when you insert the CLS installation CD, simply press Escape to terminate it, and then close the installation window.

Installing CLS

Setting Up CLS Icons in Microsoft® Windows® 2-7

Viewing CLS Documentation

To view the CLS documentation, double-click the CLS Documentation icon on your desktop. Select the manual you would like to view and double-click its icon. The following CLS manuals have been provided:

All versions of CLS are provided with the following manuals:

GSGuide.pdf CLS Getting Started Guide RefGuide.pdf CLS Reference Guide WIManual.pdf CLS ~ Worksheet Interface TXManual.pdf CLS ~ Tax Package Interface

All versions of CLS except CLS ~ General Ledger also have:

PRGuide.pdf CLS Payroll Guide

XMManual.pdf CLS ~ XML Filing for 940, 941 and 944 SMManual.pdf CLS ~ SUTA Magnetic Media Processing TMManual.pdf CLS ~ W-2/1099 Magnetic Media Processing UPManual.pdf CLS ~ Unemployment Plus

Installing CLS

2-8 Additional Installation Considerations

2.3

Additional Installation

Considerations

Defining Valid Data Drives

After installation, use the SI program, Menu Selection 1 (4), to define valid floppy and hard disk drives. If this procedure is not followed, CLS will only recognize drives A and C. This floppy and hard drive specification is used throughout CLS to validate drive letters.

Enter the letters of the data drives CLS will be using. Enter the floppy disk drives first, a colon (:), then the list of hard drives. For example, AB:CDEF indicates A and B are floppy disk drives and C, D, E and F are hard drives. If you are using only hard drives, the colon must precede the drive letters (:CDEF); if only floppy drives are in use, the drive letters must be followed by a colon (AB:).

Starting CLS from a Menu Program

CLS is started by using the cl.bat file, which loads the Btrieve file manager (btrieve.exe) and then executes clstart.exe. If you are using a menu program to select CLS, the menu command line or batch file should start CLS using the command cl.bat.

CLS Pop-Up Calculator

The CLS Calculator is a terminate-and-stay-resident (TSR) program designed for use with CLS. Once installed, you may press Alt-C to activate the calculator, and Esc to exit it.

The CLS calculator is basically an adding machine with a 300-line scrolling tape. You may add, subtract, multiply or divide numbers. Like an adding machine, the operator (+,-,*,/) is pressed after the number. With CLS and some other applications, you may transfer a value from the calculator to the application by pressing the T key.

CLS Calculator Help Text

The calculator was copied to your CLS directory during installation. The following instructions provide help in starting the CLS calculator in different environments. Use Windows® Notepad to review and print the contents of the clscalc.doc file for instructions and features.

Using the CLS Calculator in DOS

To start the CLS calculator, enter clscalc at the CLS directory prompt: c:\newcls> clscalc

Installing CLS

Additional Installation Considerations 2-9

 Notes:

• If you are using a monochrome monitor, enter clscalc /m to start the calculator.

• If the Plus(+)/Minus(-) Mode in SI is set to recognize a trailing sign in ET, use clscalc /+ to start the calculator.

Once the calculator is memory-resident, start CLS. You may then pop up the calculator over CLS by using the “hot-key” combination; the default hot-key is Alt-C.

Starting the CLS Calculator Automatically

Edit the batch file that starts CLS (usually cl.bat) to add the line clscalc.exe, as follows: …

echo Loading CLS… butil -stop > nul

clscalc.exe

btrieve…

Using the CLS Calculator from a Network Server

If CLS has been installed on a network server, all workstations must be configured to load the calculator in expanded (EMS) memory. Check your memory configuration in your config.sys file to ensure that the file contains the line emm386.exe or emm386.sys.

CLS Calculator Memory Requirements

When the calculator is memory-resident, it uses approximately 3.5K of memory. You may want to consider loading the calculator in upper memory. Remove the noems parameter from the

device=EMM386 line in your config.sys file. If the noems parameter is present, the calculator will

be swapped to disk rather than using upper memory, which causes a delay in loading the calculator and interferes with the calculator operation in a network environment.

Defining Multiple Printers

CLS supports up to nine printers, and the printer selection prompt, Current printer: [HP Laser:

Portrait ]? (Y,N), reflects the choices of defined printers. This prompt appears if more than one

printer has been defined. Press Enter if the displayed printer is correct; if not, press N or use the

arrow keys (↑,↓) to scroll through the list of defined printers. You may also press F1 to select from a list of available printers.

To define or change your printer setup, choose the SI program, Menu Selection 1 (6,1), to enter

printer control codes. The printer descriptions may be changed to more accurately describe your

printers.

CLS automatically installs printer codes for HP LaserJet-compatible printers as Printer Numbers 3 (portrait mode) and 4 (landscape mode).

Installing CLS

2-10 Additional Installation Considerations

Laser Printer Control (Hewlett-Packard and

HP-Compatibles)

If you are using an HP LaserJet printer with a front-panel menu, use the printer's menu to set the font source to I and the font number to 00.

CLS does not support non-HP-compatible laser printers, bubble-jet, desk-jet or ink-jet printers.

Codes for HP LaserJet and compatible printers:

Compressed-print code \27&k2S Normal-print code \27&k0S Laser Printer Control Codes

You may enter the printer setup code to be sent to the printer before printing each report using the

SI program, Menu Selection 1 (6,1), Printer Setup. Commands in the printer setup code are

always executed, regardless of whether the report is printed in normal or compressed-print. For

printer commands that apply only to reports printed in normal-print or to those printed in compressed-print, the appropriate print code (normal or compressed) should be modified. For example, to print all reports in italics, the command to use italics can be included in the printer setup code or in both the compressed and normal print codes. However, if only those reports printed in compressed-print are to be printed in italics, the command should only be included in the compressed-print code.

The following commands are currently supported by CLS. Other commands can be found in your printer manual; they may or may not be compatible with CLS. For commands which include the numbers 0 and 1 or the letters O and l, the correct characters are noted under the Comments heading.

 Note: All commands are very case-sensitive and must be entered exactly as shown.

Printer Function Command Comments

Reset to 66 lines/page \27E\27&l7.6363c2e66F Letter - l (lower-case L)

Pitch: 10 \27&k0S Number - 0

Pitch: 12 \27&k4S

Pitch: 17 \27&k2S

Landscape Mode \27E\27&l1O

Letter - l (lower-case L) Number - 1

Letter - O Left Margin: 8 \27&a8L

Left Margin: 10 \27&a10L Numbers - 10

Italics \27(s1S Number - 1

Paper Tray - Upper \27&l1H Letter - l (lower-case L) Number - 1

Paper Tray - Lower \27&l4H Letter - l (lower-case L)

Printer commands with the same two characters immediately following the Esc character (\27) can be combined. The Esc character and the following two characters are included only once. All letters are changed to lower-case except the last character, which is capitalized, marking the end of the combined command string. For example, the combined command string which resets the printer and changes the lines per page to 66, executes each of the following commands:

Installing CLS

Additional Installation Considerations 2-11

\27E

\27&l7.6363C \27&l2E \27&l66F

Since each of the last three commands uses the characters &l following the Esc character, they can be combined into the single command:

\27&l7.6363c2e66F

Adding the first command, \27E, to the beginning of the string creates the entire command string: \27E\27&l7.6363c2e66F

Following are possible printer commands and the effect of each:

1) Portrait Mode - Uses the standard CLS print settings.

Installing CLS

2-12 Additional Installation Considerations

3) Italics - Italicizes all reports using either of the two following combinations of printer commands.

Installing CLS

Additional Installation Considerations 2-13

5) Left margin - Allows for binding reports in a folder by causing all reports usually printed in

normal print to print in 12 pitch with a left margin of 8.

6) Upper Paper Tray - For printers with multiple paper trays, this command feeds the printer from

the upper paper tray.

7) Lower Paper Tray - For printers with multiple paper trays, this command feeds the printer from

Installing CLS

2-14 Starting CLS

2.4

Starting CLS

After installing CLS, double-click the CLS icon on your Windows desktop or enter CL at the

c:\newcls> prompt. The password screen appears, displaying the copyright notice, the CLS

version and revision number.

CLS Single-User Version - Allows access by only one user at a time.

CLS Network Version - Designed for network environments (e.g., Windows® 2003, Novell, etc.),

the network version of CLS may be accessed by a maximum of 15 workstations at a time.

Installing CLS

Starting CLS 2-15

Today's Date

The date displayed is your system date. Press up-arrow (↑) to change the date if needed, and enter a new one using the mmddyy format.

Data Drive or Path

To log onto the CLS sample ledger, enter the drive and path where CLS has been installed. Normally you will enter the drive or path where you keep your CLS data. The default is drive C. You can change the default drive and path using the SI program, Menu Selection 1 (4).

 Note: CLS does not handle the longer directory names supported by Windows®. Directory

names may be a maximum of eight characters with no spaces.

*** Warning *** Single-User Version

This message appears if you exited CLS abnormally, or you are using the single-user version of CLS in a network environment and another user is currently logged onto a ledger. Press Y to continue Ledger Start-up; in a network environment, processing on the ledger in use will be

aborted. Press N to exit CLS.

Ledger I.D.

Enter JCC, the three-character I.D. for the Jamerson Collision Center sample ledger.

File Generation

CLS displays 013 as the current file generation. Press Enter to accept the default.

Ledger Name Period Ending

CLS automatically displays the ledger name, Jamerson Collision Center, and the period-end date,

2/28/10.

Correct? (Y,N)

If the information on the screen is correct, press Y or Enter, and the CLS Program Selection Menu (Main Menu) appears.

Installing CLS

2-16 Initializing CLS

2.5

Initializing CLS

This section explains how to use the System Initialization (SI) program to define system-level parameters.

From the CLS Main Menu, enter SI and the System Initialization menu appears:

Installing CLS

Initializing CLS 2-17

Setting Operator Preferences

From the Set Systems Parameters menu, choose 1 to define operator preferences, and the following screen appears:

The current value of each field is displayed. You may enter a new value for the field or press Enter to accept the current, or default, value.

Ledger I.D. Length (3,4)

Choose the length of CLS ledger I.D.s. A ledger I.D. may be any combination of 3 or 4 characters (letters or digits).

Message Delay (0-9)

Press 1-9 to display error messages for 1 to 9 seconds. Press 0 if you want CLS to display error messages and wait for a response.

Print Time on Reports (Y,N)

Press Y if you would like the run-time printed on financial statements, supplemental reports, the General Ledger, Payroll Journal and Transaction Register.

Default Printer No.

Select the number of the printer you want to be active when CLS is started. Press F1 to select from a pop-up list of available printers.

Default Report Copies (D, 1-9)

Select the number of copies to be used as the default when a report is printed. Press D if you would like CLS to default to the display mode.

Default Comparative Stmts (Y,N) Default Period-Budget Stmts (Y,N)

Press Y if you would like CLS to default to Comparative Financial Statements and Period-Budget Income Statements when new ledgers are created.

Default Memorize Desc. (0-5)

The value entered here is used as the default when a new ledger is created. Depending on your response to this prompt, CLS will memorize and autofill transaction descriptions during transaction entry (ET). If you choose to autofill accounts, the corresponding amounts entered in DM will also be autofilled. Press F1 to select the memorize mode from a pop-up list.

Installing CLS

2-18 Initializing CLS

Memorize Description Modes

0 Do not memorize or autofill descriptions 3 Memorize and autofill descriptions and accounts

1 Memorize descriptions, but do not autofill 4 Autofill descriptions, but do not memorize

2 Memorize and autofill descriptions 5 Autofill descriptions and accounts, but do not memorize

Default Retention Cycle (1-99)

The retention cycle set here is used as the default when a new ledger is created. You may change the retention cycle used during end of period processing for each ledger in program LI, Menu Selection 3 (1).

Confirm Ledger Balance (Y,N)

Press Y if you would like CLS to check the actual ledger balance before printing a Balance Sheet or an Income Statement, and before running End of Period Processing.

AT Edit List Type (C,E)

Press C if you would like a complete edit list when importing transactions in the AT program. Press

E (the default) if you would like only the exceptions to be listed. Add/Decimal Mode (A,D)

Select the decimal mode to be used throughout CLS. The decimal placement entered here is used as the default in program ET. Press F1 to select the add/decimal mode from a pop-up list.

A Add Mode: If no decimal point is entered in the Amount field, the A mode places the

decimal two digits to the left of the last digit (e.g., 1234 = 12.34).

D Decimal Mode: If no decimal point is entered in the Amount field, the D mode places the

decimal point after the last digit (e.g., 1234 = 1234.00).

Plus (+)/Minus (-) Mode (0-2)

Select the position of the plus and minus sign to be used when entering amounts in CLS. Press 0 if you will enter a sign (+ or -) before an amount. Press 1 if you will enter a sign (+ or -) after an amount in program ET; the sign will also act as the Enter key. Press 2 if you will enter a sign (+ or -) after an amount throughout CLS. Press F1 to select from a pop-up list of options.

Default Source Code (0-19)

Enter the source code to be used as the default for entering transactions in program ET. Source codes identify different types of transactions or journal entries.

Default Entry Mode (1-6)

Select a number to define the field where you want to begin after each transaction entry (ET). The entry mode selected here will be used as the default in program ET. Press F1 to select the entry mode from a pop-up list. Regardless of your selection, the cursor always returns to field one for a description entry on the first transaction or after entering a payroll check.

Transaction Entry Modes

Mode 1 Return to Description or Employee field after each entry.

Mode 2 Return to Day field after each entry.

Mode 3 Return to Ref. field after each entry.

Mode 4 Return to Account field after each entry.

Mode 5 Return to Amount field after each entry.

Installing CLS

Initializing CLS 2-19

Display Accounts in ET (0-2)

Press 1 (the default) if you want account descriptions to appear during transaction entry. Press 2 to display account descriptions and department names.

Confirm New Dept Accts (Y,N)

Press Y if you would like CLS to confirm a new departmental account entered during transaction entry (ET) with Add dep’t acct? (Y,N). Press N to create the departmental account without first being prompted.

Accept or Escape? (A,Esc)

Press A to accept your operator preferences. Press Esc to return to the Set Systems Parameters menu without saving any changes.

Setting CLS Payroll Options

For instructions on setting up system-level payroll options in SI 1 (3), please refer to Chapter 2, CLS

Payroll Maintenance Programs, in the CLS Payroll Guide.

Setting CLS Data Paths

From the Set Systems Parameters menu, choose 4 to define the data paths CLS will use, and the following screen appears:

The current value of each field is displayed. You may enter a new value for the field, or press Enter to accept the current value.

 Note: CLS does not handle the longer directory names supported by Windows®. Directory

names may be a maximum of eight characters with no spaces.

Valid Data Drives (F:H)

Enter the letters of the data drives CLS will be using. Enter the floppy disk drives first, separated from the hard drives by a colon (:). For example, AB:CDEF indicates A and B are floppy disk drives and C, D, E and F are hard drives. If you are using only hard drives, the colon must precede the drive letters (:CDEF). If you are using only floppy drives, the drive letters must be followed by a colon (AB:).

Data Drive or Path

Enter the drive or path where you will keep your ledger data.

AT Import Drive or Path

Installing CLS

2-20 Initializing CLS

program.

BU Backup Drive or Path

Enter the drive or path to be used when backing up CLS ledgers using the Ledger Backup/Restore (BU) program.

EP Normal Backup Path EP Year-End Backup Path

Enter the drive or path where you will store your backed up data files during normal and year-end processing. This is where the current ledger generation is transferred during end of period processing. We recommend storing backup generations on the same drive as the current generation.

 Note: If these fields are left blank, CLS will use the current data path as the backup path.

Transmittal Letter Path

Normally this field should be left blank. Enter the drive and path where CLS transmittal letters will be stored only if you are using the single-user version of CLS in a network environment and want to be able to share the transmittal letters with other CLS users on the network.

Accept or Escape? (A,Esc)

Press A to accept your data path information. Press Esc to return to the Set Systems Parameters menu without saving any changes.

CLS data paths have been updated.

CLS updates your data paths and returns to the Set Systems Parameters menu.

Setting Up CLS Passwords

From the SI menu, choose 2 to set up or revise passwords. The following screen appears:

 Note: Use the page-up, page-down and arrow keys (↑,↓) to scroll through the program prompts.

Password #1 Password #2

You may enter two passwords for CLS. Each may be up to 25 characters long. The current password is displayed. You can enter a new password or accept the current one.

You must define the programs to be accessed by each password. Each time you log onto CLS, only those programs to which your password gives you access will appear on the menus. At each program prompt, select a value between zero and three.

Installing CLS

Initializing CLS 2-21

CLS System Passwords

0 Neither password 1 nor password 2 has access to this program.

(This option is not a valid response to the SI program prompt.)

1 Only password 1 has access to this program.

2 Only password 2 has access to this program.

3 Both passwords 1 and 2 have access to this program.

Accept or Escape? (A,Esc)

Press A if the information on the screen is correct, or press Esc to return to the SI menu.

Password setup has been updated.

CLS updates the system file and returns to the SI menu.

You have completed the installation and basic setup procedures and may begin using CLS. The remaining selections on the SI menu are covered in the CLS Reference Guide.

Installing CLS

2-22 CLS Technical Support

2.6

CLS Technical Support

The purchase of any new CLS product or update entitles you to 90-days of complimentary technical support for that product. After that time, Financial MicroSystems, Inc. offers several plans for CLS technical support. The following prices are subject to change without prior notification.

• CLS Priority Support - Entitles the user to one year of unlimited support calls and a toll-free phone number with an access code.

° CLS Network Version: $300 ° CLS ~ General Ledger™: $85

° CLS Single-User Version: $150 ° CLS ~ CheckWriter™: $100 ° CLS ~ The Limited Edition™: $100

• On-Demand Support - Once your 90-day free support expires, you will be charged for each

support call. CLS single-users, Limited Edition and General Ledger users will be charged $25;

CLS network users will be charged $35.

Before you call, please have the following information ready:

• CLS Customer/Serial Number - Customer number labels were provided with your

software. You may also refer to your invoice. Technical support will not be provided without

a valid customer number!

• CLS Version - Your customer number and the CLS version number appear on the first screen after you start CLS.

• Error Message/Description of the Problem - Please provide the exact error message you received or a brief description of the problem.

Technical support is available weekdays from 8:30 AM to 5:00 PMEST.

• FMSI Telephone No. (770) 446-5709 • FMSI Fax No. (770) 446-1802

• Email [email protected]

Scheduling Appointments...

If you have a technician scheduled and you will need CLS technical support, please make an

appointment with us at least 24 hours in advance. In fairness to customers already waiting for support, we will not disrupt our call-back sequence to handle your call out of order if you do not have an appointment scheduled.

Chapter

Three

How to Use CLS

How to Use CLS

3-2 Ledger Startup

3.1

Ledger Start-up

If you read the previous chapter on installing CLS, you already know how to start the program. Here, we will walk you through this step again using the JCC sample ledger. Double-click the CLS icon to start CLS.

 Note: If you are using MS-DOS, make sure you are at the operating system prompt in the directory where you keep your CLS programs. At the c:\newcls> prompt, enter CL. (These instructions assume your programs and data will be stored on drive C in the

newcls directory.)

The copyright notice and Enter Password prompt appear. Enter your password, or press Enter if you chose not to use one. The Ledger Start-up screen appears.

Today's Date

The date displayed is your system date. Press the up-arrow (↑) to change the date if needed, and enter a new one using the mmddyy format.

Data Drive or Path

To log onto the sample CLS ledger, enter the drive and path where CLS has been installed. Normally, you will enter the drive or path where you keep your CLS data. If this field is left blank, the default path defined in program SI, Menu Selection 1 (4) will be used.

*** Warning *** Single-User Version

This message appears only if you are using the single-user version of CLS in a network

environment and another user is currently logged onto a ledger, or if you exited CLS abnormally. Press Y to continue Ledger Start-up; in a network environment, processing on the ledger in use will

be aborted. Press N to exit CLS.

Ledger I.D.

How to Use CLS

Ledger Startup 3-3

File Generation

CLS displays 013 as the current file generation. Each time you perform End of Period Processing (EP), you create a new generation of data files for a particular ledger. Press Enter to accept the default.

Ledger Name Period Ending

CLS automatically displays the ledger name, Jamerson Collision Center, and the period-end date,

2/28/10.

Correct? (Y,N)

How to Use CLS

3-4 CLS Menus

3.2

CLS Menus

The CLS programs are contained in the Program Selection Menu (Main Menu) and two sub-menus. In Chapter 2, Installing CLS, we discussed accessing the CLS Main Menu. To make a selection from the Main Menu, enter the program's two-character I.D. at the Which program do you wish to

select? prompt. Later in this chapter we will practice selecting and using several programs on this

menu.

The two sub-menus, accessible from the Main Menu, are the File Maintenance Menu (FM) and the Report Processing Menu (RP).