Definition/General, pa Definition/General

Command Definition/General
Applicable release versions: AP
Category General (155)
Related pa


Command pa Definition/General
Applicable release versions: AP
Category General (155)
Description Demonstration account.

used to:

Enter and organize names, addresses, and phone numbers.
Write checks and balance the account to a bank statement.
Prepare and print expense reports.

PA consists of one menu, two macros, two primary files, four secondary files, and eight Pick/BASIC programs. Most PA data processing functions are accomplished using standard system processing codes stored in the dictionaries of the files.

Data entry screens are generated using the Update processor (UP). The reports associated with the PA application are generated using standard Access statements.

PA uses two primary files: entity and journal. The entity file stores information about people and companies. A subset of the entity file is payees. The journal file stores information about checks written and deposits made.

Secondary files to entity are the zip code file (zcf) and the country file (country) which are used to translate the postal codes stored in the entity file into a city-state-zip combination (e.g., 92714, translates to Irvine CA 92714).

Secondary files associated with the journal file are location and category. These files compare input values to predefined values in the associated attributes in the journal file. These files are also used to validate cost groupings and categories to which expenses can be allocated for a journal item (check).

Using PA

Advanced Pick comes with a standard PA account. To logon to the pa account, type

to pa

The PA menu will be displayed.

The PA account has data in the entity, journal, zcf, and country files. The entity file contains data about Pick licensees, dealers, application developer's user groups, etc. The zcf file contains a sampling of international postal codes and post office locations.

Help can be accessed by pressing ? followed by the option number and m from the menu or by pressing ? on an attribute in a data entry screen. Help information displays on the bottom portion of the display. The expense report options (11 and 12) execute macros which display TCL statements. Changes may be made to the statements. To change the date, just type the new date over the existing date. To send the output to the printer, type (p at the end of the statement. To execute the statement, press m.

entity file

The functions of the entiry file is similar to a telephone book. Each item in the entity file represents an entry in the book. The difference between Pick and the telephone book, is that the number of entries (items) in Pick is virtually limitless. Plus, each item is instantly accessible by cruising on one of the many defined indexes. The entity file contains an item for each person or company. Attributes for items in the entity file may contain name, address, postal location, and phone number. A comments attribute is available to enter any additional data about a person or company. Another advantage Pick has over a telephone book is that the data is not limited to one telephone number or one line of comments per entry. The amount of data that may be entered about a person or company is unlimited.

An entity-type file is at the heart of almost every computerized business application. Every other application should refer to that entity file. Name and address information should not be embedded in other applications.

entity Dictionary

The entity file is controlled through the entity dictionary. A summary of the entity dicitonary is listed below. (For a complete listing of the entity dictionary use the ld command.

1 name Name of person or company. Only one value may be entered for this attibute.
2 address Street address. Maximum of two lines allowed.
3 zip Contains a postal code (in the US aka zip code) which is used as an item-id in the zcf file allowing conversion to the associated city, state and country.
4 phone Enter the phone number as a series of numeric digits as you would dial. You may follow the numeric portion of the phone number with any amount of additional data. The subroutine 'phone' transforms the numeric phone into a domestic or foreign format depending on the contents of the zip code attribute and appends it with any data you input following the numerics.
5 codes Translated value of the code; at a minimum: c for company or p for person. Other codes may be added.
6 sic Standard industry classification code for associated company.
7 surname Contains the last name of the person for browsing and sort purposes.
8 title Persons title. Normally job related.
9 category Used when a check is a regular recurring expense. This value will automatically be entered into the category attribute in a new check.
10 employees Displays the employee names for this 'company' entity item.
11 birthdate Birthdate of person.
12 comments Contains any test you want.
13 fax Displays the fax number for this entity item.

Zip Code File (zcf)

The Zip Code file (zcf) is correlated with the zip attribute in the entity file. The zcf file has the postal codes as item-ids and associated location information--city and state--as attribute values. For United States zip codes, the item-id is a five-digit number. An alpha suffix is appended to the five-digit number to indicate a different city with the same zip code.

There is also a country file which contains the international country code as the item-id. The country name is stored in the first attribute. If a country has a postal code system, that country's code has the country code as a prefix followed by a period.

The zcf file supplied with the PA account contains a subset of Pick's fifty-thousand plus international zip code file. The complete file is available from Pick Systems. Updates to this file are also available.

zcf Dictionary

1 city Name of city associated with postal code.
2 state Name of state or in the case of foreign codes the province associated with the postal code.

Journal File

The PA journal file is similar to a standard accounting journal except the PA journal deals only with expenses. The journal file contains an item for every check. A journal item is made up of the date of the transaction, the amount of the transaction, the person/company to whom the transaction was made, and the reason for the transaction (location and category).

To reduce data entry when creating checks, the entity file has attributes (location, category, amount, and ref) for regularly occurring payments such as mortgage, car, utilities, etc. When a payee is entered using the Update processor in a new journal item, these attribute values from the payee item in the entity file are plugged into the journal item.

Sorting the journal detail creates expense general ledger reports. The PA menu provides monthly and quarterly ledger reports. These reports are created using Access statements and can be easily modified.

Journal Dictionary

0 tly Attribute always returns a value of 'one'. Used to total occurances with a det-supp connective.
1 cd legal journal code types are: c check, d deposit, s statement beginning balance. a p code is temporary and causes a check to be printed when the journal item is filed.
2 date Effective date of journal transaction. normally the date the check was written or the deposit made.
3 payee single valued attribute contains item-id of the payee in the entity file. you can zoom and double clutch cruise on this attribute
4 category category is the type of expense that the check represents, such as utilities or mortgage. a journal item may have multiple categories each associated with a corresponding location and amount. the index on this attribute permits browsing through items in the journal file by category.
5 location Major cost grouping. Each one has an associated category and amount. Multiple associated sets of location, category and amount are used to allocate costs for a single check to a payee. An index on this attribute permits browsing through items in the journal file by location.
6 amount amount, to the penny, allocated to the correlated category and location; entered without decimal points or commas.
7 comments any comments you may wish to make about the journal item. you may enter as much data as you want.
8 ref A payee's account or reference number. For the payees convenience this data prints on the check.
9 chk# number of the check written. will be plugged with a next check number for new checks. check to see match with actual check in printer and change if wrong. this number will be automatically incremented as you write checks.
10 the date of the bank statement associated with the check, deposit or beginning balance.

Writing Checks

PA was developed to print checks one after another until all of the bills have been paid. When writing the checks, press <return> to display a new item (check) after each filing. To print a check, file a journal item using a code of 'p'. The check is sent immediately to the printer.

The check layout was chosen, in par, to accommodate a standard stock #10 window envelope to show the payee and the return address. If a different check layout is to be used, journal.upd can be changed. A copy of the check is not needed since there is a record of the payment in the computer and the check is generally sent back with the bank statement.

Prior to printing the checks, insert and align the check stock in the printer. As a double check, the check number known by the computer is printed on the check adjacent to the preprinted check number. To initialize the check number so it matches your checks, update dict journal ck.num. Attribute 1 contains the check number.

Entering Deposits

The PA accounting function is primarily cost reporting. Deposits are itemized in the journal sot that the account can be balanced to a bank statement. Since deposits do not enter into expense reports, amounts are stored as negative numbers so that the expenses may be shown as positive numbers.

When filing a new journal item with a d (deposit) code, the Pick/BASIC program journal.upd does the following:

Sets payee and chk# to null
Sets location to bank
Sets category to deposit
Checks for a numeric amount and forces a negative amount

Balancing to a Bank Statement

Balancing involves entering the date of the bank statement in each journal transaction. The balance program is initally used to enter check ranges and deposit dates. Subsequent entries required to balance the account are done using UP on the journal file followed by the balancing only portion of the balance program.

The balance program first prompts for a statement date followed by the beginning balance. An item with a beginning balance code is created in the journal file to store the beginning balance. Beginning balances must be entered with reversed signs, i.e., a negative number must be entered for a positive beginning balance. Once a beginning balance has been entered for a particular date, the beginning balance prompt may be skipped.

Each check number cleared by the bank is entered. This is done by entering individual check numbers or ranges of check numbers separated by a period. After all checks have been input enter a null value to terminate the check number prompting.

Deposits are cleared by entering the deposit dates shown on the statement. After terminating deposit date entry with a null value, the balance program prints the beginning balance, total credits (deposits), total debits (checks), and the ending balance. A negative ending balance is actually a positive cash position at the bank. If the ending balance does not match the balance shown on the statement, detail information can be displayed.

After the journal is updated and/or corrected so that it balances, it can still be viewed and changed at a future time. After the prompt for statement date, all othe prompt may be skipped. The result should always match a previously balanced statement.

The Update Processor

All data entry is performed under the control of the Update processor (UP). From any attribute in the UP a ? may be pressed to bring up the help text for the attribute. To cruise through the chk#, date, payee, location, category, and amount, use control-f to go forward and use control-d to go backward.

The payee attribute in the journal file allows zooming, as well as double-clutch cruising. Typing control-g at the end of the value zooms into the correlated item in the entity file. When in the entity file, updates may be entered, as required. Control-u and control-y browse on potential payees in th entity file.

Saving and Restoring

Option 15, of the PA menu options runs account-save which prompts for the account name to be saved to floppy disk. This account-save disk may be used at a future time to restore the entire account or a portion of it.