MICRODRIVE PIONEERS

Mike Wright reviews two products which explore the business potential of the Spectrum.

INVOICING/ACCOUNTING
Memory: 48K
Price: £25.00

SALES LEDGER
Memory: 48K
Price: £32.00

More and more business programs are, at last, advertising microdrive compatibility as a feature. Transform and Hestacrest are both companies which have released programs which go further and require not one but two microdrives.

Invoicing/Accounting from Transform is designed for a 48K Spectrum fitted with twin microdrives and an 80 column printer. It costs £25.00 or £15.00 for owners of the present invoicing program and it bravely attempts to provide all the features of large business systems.

Somewhat strangely, it seems at first, the suite is supplied in a large plastic book type case containing two cassette tapes. The programs must be loaded from tape, customised for the user's interface and saved to microdrive. The infamous problems encountered with microdrive cartridge compatibility, where programs saved on one microdrive will not always run on another, have been a factor in Transform choosing to release the programs on cassettes, one for the ledger and one for the invoicing program, rather than on microdrive cartridges. On one side is a version for a Tasman interface. A version for other interfaces is on the other side.

The customised ledger and invoicing programs are saved onto different cartridges with a third being used for the shared data. When back-up copies of programs and data are made six cartridges are needed.

One feature is the inclusion of Taswide to give a 64 column screen display. Once copies of the programs have been made the data can be set up. The Accounts cartridge is placed in drive one and the data cartridge in drive two.

You select option D at first from the main menu to set the date which is printed on statements. That can be entered in any format required. Option U is used to enter details of the accounts on the first run and to add new accounts in later runs. A flashing cursor is used to guide the user in setting up the account. The first input is an account name of up to 10 characters, although referred to as an account number. Next the name and address are entered and finally details of debits and credits marked with a minus sign.

Once the details have been entered they are saved on drive two. When the data has been saved the option of making a back-up copy by replacing the data cartridge with another is given before returning to the main menu. The original data cartridge can then be replaced and a second account set up. Although it is safer to make the back-up copy at each stage you might find it more convenient when setting up accounts to enter the next account, then make a back-up copy of the whole cartridge once all accounts have been entered.

An account is updated by first loading it into memory using the save and load option then the load account option G of the save menu followed by Y to confirm the choice, before entering the account name.

Once an account has been loaded the screen shows the account reference, the name and address and a delivery name and address together with the last ten items on the account. An abbreviated menu is displayed at the bottom of the screen. Two lines of text can be printed on statements. Other options allow address labels to be added, the delivery address or statement cleared. Statements, address labels, delivery labels and remittance notes can be printed.

The invoicing program is used to set up and print invoices. The details from the invoice can be added to the accounts data at the push of a button and it is that feature which makes the programs an excellent buy for the business user. The invoicing program is loaded from the accounts program by replacing the accounts cartridge with the invoice cartridge and selecting option Q in the save menu. The invoicing program will usually be run first and the data transferred to the accounts program. Once loaded the main menu is displayed, offering you options, among others, to change the VAT rate, add items to the price list and print that price list.

Your name and address, up to seven lines of 64 characters, and a price list of up to 200 items can be used in the program. Each item is given a description and a VAT exclusive price. VAT at 15 per cent is calculated, added onto the price, and displayed.

An abbreviated menu is displayed at the bottom of the invoice. A flashing cursor prompts for entries to be made. The account reference is first. If an account has already been set up then the addresses are added automatically. The date, invoice number and a reference are entered next. Then the items are added, the quantity being entered first. Details and unit price are added either by typing or by entering the price list number. The cost is calculated and displayed. Entering 't' as a quantity calculates the total cost of the items. Details of postage, any discount, settlement discount and the VAT rate are added. Only one VAT rate can be used per invoice which could be a problem if your business deals in goods or services which have different rates.

Finally, up to two lines of text can be printed at the bottom of the invoice. Those lines must be added, even as blanks, before the invoice is printed correctly with the discounts and VAT shown. Other options allow credit notes, orders or addresses to be typed, changes made to the invoice and there is even an option to clear all or parts of it. The invoice, address label and delivery label can all be printed from the invoice menu. The invoice details are added to the accounts data through option X. A warning is given if the data has not been added to the accounts.

Throughout the system the layout of the display and printouts is extremely clear and well-designed. That helps make the programs effective in speeding up the production of invoices and the accompanying accounts. Despite that, however, the programs have some disadvantages.

The first drawback is the number of microdrive cartridges needed if back-up copies - a necessity for business users - are to be made. It would be nice to see both programs on one cartridge. For some applications the lack of a sales analysis could also prove annoying. An update has been released that allows the sum of all accounts to be produced.

Sales Ledger for the 48K Spectrum, from Hestacrest Business Software, forms part of an accounting package which also includes a cash book and nominal ledger, each priced at £32.50 or £72.00 for all three. In contrast with the Transform software, Sales Ledger is supplied on microdrive cartridge.

The program supports full size printers with Centronics or RS232 interfaces as well as producing abbreviated printouts on a ZX printer. With a Centronics interface the driver software must first be loaded before the program is run from drive one; a data cartridge is placed in drive 2.

On the first run the program is set up by prompting for your name and address, your security password, up to six different VAT rates and the type of interface to be used. Giving cash discounts and linking to the other programs are also catered for. On subsequent runs only your password is asked for and whether you are starting a new accounting period; if you are then the details of the last period's transactions are cleared from the data cartridge.

You can handle up to 50 sales analysis codes of 10 characters and 250 customers. Transactions are defined in four categories invoices, credit notes, journals and cash (including discounts) and are all entered from a subsidiary menu. Each time you select a transaction menu option in an accounting period the data is given a batch number; up to 40 batches and 1,000 transactions can be dealt with in any one period. Individual transactions of up to £100,000 and a total of £1 million can be handled.

When entering invoices and credit notes you are prompted for the customer's code number, a reference number, the analysis code, the amount excluding VAT and confirmation of the VAT amount. VAT is calculated from the first digit of the reference code which corresponds to a VAT code. A REF LOCK option, which repeats the customer code and reference number leaving you to enter the analysis code and amount, helps reduce typing.

Opening balances are entered using the input journal option of the transaction menu. That prompts you for the account code and amount. Cash transactions can be input either from the keyboard or by links to the cash book.

At the end of an accounting period an option allows you to print the daybook, cash listing, journal listing, account statements, lists of debtors and customer address labels. Printing the daybook on an 80-column printer, will give you the customer name, account number, reference, item code, net and total amounts and the item description. On a ZX printer only the account number, item code, net and VAT amounts can be obtained.

The statements and debtors option of the period end menu allows statements to be displayed or printed, and a list of debtors with debts can be printed also. Your own or the customer's version of statements, headed with your name and address, can be printed too, showing the type of transaction, a reference, debit or credit and opening and closing balances.

You must use the end of run option before removing the cartridges from the microdrives. That updates the sales data cartridge and once it has been updated the program must be replaced in drive one with a third cartridge. That is formatted before an updated copy of the data, is made.

The program is very user-friendly after you overcome your initial irritation at loading the interface software every time and using the full load command instead of a run file. The ability to fix VAT rates individually is very useful as are the sales and VAT analyses. The printouts are clear enough although you might find them clumsy.

Both the Transform and the Hestacrest programs can be seen as another step forward in the drive to show that the Spectrum can be used very effectively in business, and although both have weaknesses whether or not those matter will depend on your requirements. They are the first programs to use microdrives as if they were disks. Other companies must surely follow when they see what can be achieved.

Transform Ltd 41 Keats House, Porchester Mead, Beckenham, Kent. Tel: 01-658 1661.

Hestacrest Business Software PO Box 19, Leighton Buzzard, Beds. LU7 0DG. Tel: 052-523 7785.

SOMETHING OLD, SOMETHING NEW

A survey of extras

Unlike games software which, in general, achieves volume sales rapidly before virtually disappearing, applications software tends to sell steadily and have a much longer life. Many applications programs are developed and improved during their life. With the Sinclair Business User section just over a year old it is a good time to look at the updates to some of the programs we have reviewed.

The very first review in December 1983 was of the OCP Finance Manager for the 48K Spectrum. That has been upgraded to include microdrive compatibility, allowing both the program and data to be saved separately to face. That set up routine is only used when loading from the original tape.

Saving the program - to tape or microdrive - also saves the printer interface codes to give a personalised the program the option of cataloguing a cartridge is not included.

The +80 version of the program, for use with full-sized printers, has had a further refinement added. Previously the program could only be used if you had the Kempston Centronics interface, now it has been programmed to offer a choice of 15 different interfaces - ten Centronics and five RS232 - or to set up the codes for any other printer inter-any microdrive attached. The program is supplied on casette and still includes a facility for saving to tape. Although the program can now be run from microdrive and data files loaded within version for subsequent use. The print-out for the +80 version shows the date of transaction, the account, the details, separate columns for debit and credit and the balance. That compares with the date, account, amount and balance on the ordinary version.

OCP has upgraded its other programs in the same way. According to Francis Ainley the good news for QL owners is that he is working on an enhanced program allowing a class heading, in addition to the account and description, to be used with the transaction. The program is likely to feature some sort of windowing.

Upgrading to microdrive compatibility was not possible with the Transform Sales/Purchase Ledger/Invoicing package as it was designed to run using twin microdrives anyway. Instead, improvements have been made to the Accounting program. Previously it was only possible to produce an overall total figure for all, or some, of the accounts by loading each account separately, noting totals and adding them up. Now a series of extra menus allows the list of accounts to be displayed and any combination of those to be selected and totalled. Accounts can be erased from a cartridge as another option. The package was reviewed in the November issue.

The Kemp Stock Control program was reviewed in the August issue and version 3.0 has been released recently. Like any other programs which have been improved Stock Control is now microdrive compatible but the improvements do not end there. It now has the option of selecting a full-sized printer and a 64-column printout.

If a full-sized printer is to be used and your printer interface needs software to drive the printer then that must be loaded each time before the program. The option of a full-sized printer must also be made every time. Although the resulting printouts are more widely spaced they are no more informative than those on the ZX printer.

Other improvements include making the length of the stock numbers and descriptions user definable. The stock number can be up to ten characters long while the stock description, previously 20 characters, can now be set at any length between 4 and 30 characters. Of course, the more characters used for those fields the less room there will be for the records.

Another improvement now allows up to two decimal places to be used for stock quantities. With those improvements this is now the most flexible stock control program available on the Spectrum.

It is difficult to imagine many improvements which could be made to Tasword II, the word processing program from Tasman Software. Instead, Tasman has released its equivalent of Wordstar's Mailmerge program called Tasmerge. The program is designed to operate with Tasword II and the Campbell Systems Masterfile and allows you to insert names and addresses from a Masterfile database into a standard document produced using Tasword II.

Now that it has a mailmerge facility Tasword II is once again streets ahead of its nearest rival, although the Softek word processor for the Wafadrive will be a strong contender if rumours of a database and a mailmerge facility are true. With Tasword II and Masterfile included as part of the microdrive/interface 1 Expansion Pack Tasmerge has a whole new market.

Speaking of Masterfile, that has been improved since it was reviewed last February. The latest version - version nine - comes in a smart plastic case and now includes MF Print which allows Masterfile to print to full-sized printers. That is done by allowing the user to set up and save the outline report exactly as it is to be printed. The blank report must then be loaded before printing out the selected records.

Unlike the ordinary report formats for the ZX printer only one report can be held in memory at one time. Others must be loaded when needed. In addition numeric data can be printed in a variety of formats including integer, two decimal places, with commas showing thousands and prefixing any character such as a currency sign. With those improvements the best database for the Spectrum is now even better.

Campbell Systems, 15 Rous Road, Buckhurst Hill, Essex IG9 6BL.

Kemp Ltd, 43 Muswell Hill, London N10 3PN.

OCP Ltd, 4 High Street, Chalfont St Peter, Buckinghamshire SL9 9QB.

Tasman Software, Springfield House, Hyde Terrace, Leeds LS2 9LN.

Transform Ltd 41 Keats House, Porchester Mead, Beckenham, Kent.