B. Character Mode Advanced Features Tutorial

This appendix contains the following topics:

Introduction to Character Mode Advanced Features Tutorial

Advanced Features Exercise 1, Part 1

Advanced Features Exercise 1, Part 2

Advanced Features Exercise 2

Advanced Features Exercise 3

Advanced Features Exercise 4

Advanced Features Exercise 5

Advanced Features BreakOut Exercise 1

Advanced Features BreakOut Exercise 2

Introduction to Character Mode Advanced Features Tutorial

This appendix serves as a tutorial for basic menu bar operations, temporary access, access groups, and BreakOut™.

Note	The features of temporary access, access groups and Breakout are only available when using character mode. Temporary access and access groups may only be used with the Menu bar type menu.

It is assumed that the user has all the Passport Business Solutions software modules. The following exercises are included:

Access Tutorials

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Advanced Features Exercise One is part one of a two part exercise designed to provide practice in using the menu bar, shortcut keys, and various key combinations.

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Advanced Features Exercise Two shows you how to activate a new selection without deactivating your original selection. It also shows you how to return to your original selection.

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Advanced Features Exercise Three introduces you to temporary access operations.

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Advanced Features Exercise Four is an exercise in which you build and exit Access Groups and menu operations while in an active Access Group.

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Advanced Features Exercise Five shows you how to use the Access Manager to use, save and delete Access Groups.

Note	Because it is not predictable which Passport Business Solutions software products you have installed, this exercise only uses the CTL menu to make active groups. These groups do not provide a great deal of practicality, but do demonstrate the concepts of temporary access.

BreakOut Tutorials

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Advanced Features BreakOut Exercise One shows you how to set up the Cash accounts Print Screen with BreakOut™.

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Advanced Features BreakOut Exercise Two shows you another way to set up Cash Accounts with BreakOut.

Before proceeding with this exercise, ensure that all PBS modules are enabled on the menu.

Exercise one consists of two parts:

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Part 1: Describes the various uses of the <Enter>, <Esc>, <F11>, and arrow keys (right, left, up, and down).

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Part 2: Familiarizes you with short cuts to menu bar operations to assist you in moving around in menus and submenus.

Objectives

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To enable you to move around the menu bar and associated menus.

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To enable you to activate a selection from a menu.

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To enable you to utilize the BreakOut features.

Advanced Features Exercise 1, Part 1

Part one will help you familiarize yourself with the keys used with access.

Step	Activity	Result
1	Press the <Left > arrow key until the selection cursor reaches the CTL (Control) selection. Press <Enter>	You are on the first screen of Company information.
2	Change field #15 and select Y to each question. Press <Enter> at Field number to change?.	You are on the second screen of Company information.
3	Press <Enter> at Field number to change?.	You are on the third screen of Company information.
4	Press <Enter> at Field number to change?.	You are returned to the CTL main menu.
5	Press the <Right> arrow once.	Selection cursor goes to <More>.
6	Press <Enter>.	Additional menu bar selections display.
7	Press <Enter>.	Original menu bar selections display.
8	Press <Right> arrow once.	Menu bar selection cursor is now at A/R.
9	Press <Down> arrow once.	Main menu cursor is now at Cash Receipts.
10	Press <Enter>.	Cash Receipts submenu appears.
11	Briefly press and hold <Down> arrow.	submenu selection cursor travels around the submenu.
12	Press <Esc>.	Cash Receipts submenu disappears, main menu selection cursor remains at Cash Receipts.
13	Press <Down> arrow until the main menu selection cursor is on Reports, general. Press <Enter>.	Reports, general submenu appears.
14	Note the <Ø> arrow alongside the highlighted word more at the bottom of the submenu.	This means there are additional submenu selections to be displayed.
15	Press the <Up> arrow.	submenu selection cursor goes to the bottom of the submenu and highlights Distributions to G/L.
16	Press the <Down> arrow.	submenu selection cursor remains at the bottom of the submenu highlighting Fully Paid Open Items, submenu selections scroll up, an <-> key appears alongside the word more at the top of the submenu.
17	Press the <Down> arrow 12 times.	submenu selection cursor remains at bottom of submenu, submenu scrolls up, more at the bottom of the submenu disappears - meaning no more selections down.
18	Press the <Down> arrow once.	Selection cursor jumps to Sales Tax Summary at top of submenu.
19	Press the <Up> 13 times.	Selection cursor stays at top of submenu, selections scroll down, more at the top of the submenu disappears, more at the bottom of the submenu reappears.
20	Press the <Right> once.	Menu bar selection goes to I/C.
21	Press the <Right> arrow twice.	Menu bar selection cursor goes to S/A.
22	Press the <Right> arrow once.	Menu bar selection cursor goes to A/P, the main menu selection cursor is on Vendors.
23	Press the <Up> arrow once	Main menu selection cursor goes to Utility…
24	Press <Enter>.	Utility submenu appears, submenu selection cursor is on Data integrity check or the first selection on the Utility submenu for your module.
25	Press <Esc>.	Utility submenu disappears.
26	Press the <Left> arrow once.	Menu bar selection cursor goes to S/A.
27	Press the <Right> arrow times.	Menu bar selection cursor goes to More.
28	Press the <Right> arrow once.	Menu bar selection cursor goes to A/R.
29	Press the <Left> arrow once.	Menu bar selection cursor goes to More.
30	Press <Enter>	Additional menu bar selections display.
31	Press the <Right> arrow.	Menu bar selection cursor goes to PTB, main menu selection cursor is on Clients.
32	Briefly press and hold the <Up> arrow.	Main menu selection cursor travels around the main menu.
33	Briefly press and hold the <Down> arrow.	Main menu selection cursor travels around the main menu.
34	Press the <Left> arrow.	Menu bar selection cursor goes to <More>.
35	Press <Enter>.	Original menu bar selections reappear.

Advanced Features Exercise 1, Part 2

This exercise assumes you have completed part one.

Step	Activity	Result
1	Press <F11>+I	Menu bar selection cursor goes to I/C, main menu selection cursor is on Items.
2	Press U.	Main menu selection cursor goes to Utility
3	Press <Enter>.	Utility submenu appears, submenu selection cursor is on Data integrity check.
4	Press <Esc>	You are returned to the main menu.
5	Press I.	submenu selection cursor moves to next selection beginning with I (Items).
6	Press I.	submenu selection cursor moves to next selection beginning with I (Inventory).
7	Press I.	submenu selection cursor moves to next selection beginning with I (Inventory Accounts).
8	Press I.	submenu selection cursor moves to first selection beginning with I (Items).
9	Briefly press and hold I.	submenu selection cursor toggles between all selections beginning with I.
10	Press <F11>+G	Menu bar selection cursor goes to G/L.
11	Press <F11>+P	Menu bar selection cursor goes to P/O.
12	Press <F11>+X	No menu bar selections begin with X so the menu bar selection stays on P/O.
13	Press <F11>+P	Menu bar selection cursor goes to PR.
14	Press <F11>+P	Menu bar selection cursor travels toggles between selections beginning with P.
15	Press <F11>+A	Menu bar selection cursor goes to A/R.
16	Press <F11>+A	Menu bar selection cursor goes to A/P.
17	Press <F11>+A	Menu bar selection cursor travels back and forth between selections beginning with A.
18	Press and hold <F11> while pressing P twice.	Menu bar selection cursor goes to P/O, main menu selection cursor is on Issue P.O.#’s.
19	Briefly press and hold R.	Main menu selection cursor toggles between selections beginning with R.
20	Press and hold D.	Main menu selection cursor goes to Deliver-to locations. No other selections begin with D, so the selection cursor remains.
21	Press X.	No main menu selections begin with X and the selection stays on Deliver-to locations.
22	Press and hold <F11> and press C twice.	Menu bar selection cursor goes to CTL, main menu selection cursor goes to Company information.
23	Press V.	Main menu selection cursor goes to Valid G/L accounts.
24	Press <Enter>.	Menu bar selection cursor stays on CTL, CTL main menu disappears, Valid G/L accounts activates and is ready for entry of G/L account numbers.
25	Press <Esc>	You are returned to the CTL main menu, selection cursor is on Valid G/L accounts.
26	Press R.	Main menu selection cursor goes to Reports....
27	Press <Enter>	Reports submenu appears, submenu selection cursor is on Cash accounts.
28	Press <Enter>	Reports submenu and CTL main menu disappear. Reports [Cash accounts] activates and is ready for entering cash accounts to print.
29	Press <Esc>.	Reports [Cash accounts] screen disappears, CTL main menu reappears, main menu selection cursor reappears.
30	Press D.	Main menu selection cursor goes to Define multiple companies.
31	Press <Enter>	CTL main menu disappears, menu bar selection cursor stays on CTL to indicate which main menu you used, Define multiple companies appears and is ready for data entry.
32	Press <Esc>.	Define multiple companies disappears, CTL main menu displays, main menu selection cursor is on Define multiple companies.

Advanced Features Exercise 2

This exercise assumes that you have:

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Completed Advanced Features exercise one.

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Selected the menu bar using the Company information selection.

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Placed all Passport Business Solutions software products on the main menu.

Objectives

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To enable you to return to the menu bar during an active selection.

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To enable you to activate a new selection without exiting the current selection.

Because it is not predictable which Passport Business Solutions software products you have installed, this exercise only uses the CTL menu to make active groups. These groups do not provide a great deal of practicality, but do demonstrate the concepts of temporary access.

Step	Activity	Result
1	Move the menu bar selection cursor to CTL (Control) and press <F11>	Company information appears.
2	Press <F11>.	Company information screen remains, CTL main menu appears.
3	Press <F11>.	CTL main menu disappears, you are returned to Company information.
4	Press <F11>.	Company information screen remains, CTL main menu appears.
5	Press <F11>.	CTL main menu disappears, you are returned to Company information.
6	Type 3 and press <Enter> at Field number to change ? in Company information.	Cursor goes to field #3 for data entry.
7	Press <F11>.	Company information screen remains, CTL main menu appears.
8	Press <F11>.	CTL main menu disappears, you are returned to Company information field #3 for data entry.
9	Press <F11>.	Company information screen remains, CTL main menu appears.
10	Press <F11>.	CTL main menu disappears, you are returned to Company information field #3 for data entry.
11	Press <F11>+I.	Company information screen remains, menu bar selection cursor goes to I/C, I/C main menu appears.
12	Press <F11>.	I/C main menu disappears, menu bar selection cursor goes to CTL [indicates that CTL is the menu from which Company information was selected], you are returned to Company information field #3 for data entry.
13	Press <F11>+A.	Company information screen remains, menu bar selection cursor goes to A/R, A/R main menu appears.
14	Press <F11>.	A/R main menu disappears, menu bar selection cursor goes to CTL, you are returned to Company information field #3 for data entry.
15	Overwrite field number 3 with all X’s. Press <Enter>. Press <F11>+O.	Company information screen remains, menu bar selection cursor goes to O/E, O/E main menu appears.
16	With the main menu selection cursor at Company information, move the menu bar selection cursor to CTL. Press <Enter>.	You are returned to Company information.
17	Press <F11>.	CTL main menu appears.
18	Press V.	Main menu selection goes to Valid G/L accounts.
19	Press <Enter>.	CTL main menu disappears, Company information screen disappears, Valid G/L accounts appears.
20	Press <F11>.	CTL main menu appears, main menu cursor is at Valid G/L accounts [because Valid G/L accounts is currently active].
21	Press the <Left> arrow key.	Menu bar selection cursor goes to C/R, C/R main menu appears, main menu selection cursor is on Checking accounts.
22	Press the <right> arrow key.	Menu bar selection cursor goes to CTL, CTL main menu appears, main menu selection cursor goes to currently active selection Valid G/L accounts.
23	Press <Enter>.	Main menu disappears, you are returned to Valid G/L accounts.
24	Press <F11>.	Main menu disappears, you are returned to Valid G/L accounts.
25	Press C twice.	Main menu selection cursor goes to Company information.
26	Press <Enter>	CTL main menu disappears, Valid G/L accounts screen disappears, Company information activates (note that field #3 no longer contains X’s. It contains your original address in it).
27	Press <Enter> at Field number to change ? on the Company information screen.	The second screen of Company information appears.
28	Press <Enter> at Field number to change ?	The third screen of Company information appears.
29	Press <Enter> at Field number to change ?.	Third screen disappears and CTL main menu displays.

Returning to the Menu Bar While Accessing Member

To return to the menu while you are accessing a member, press <F11>.

To access your member, press <F11>. An alternative method is to position the selection cursor on the member selection and press <Enter>.

The menus appear differently when you return to them while accessing. All the selections appear in black (low intensity on monochrome monitors).

This indicates that these selections are no longer available by pressing either <Enter> or <F1>. The menu selection cursor only appears on a valid selection and cannot be moved. In this case, the member is the only valid selection.

Advanced Features Exercise 3

This exercise assumes that you have chosen the menu bar from Company information, selected all installed, Passport Business Solutions software products on the main menu, and have completed the previous Advanced Features exercises.

Objectives

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To enable you to create an owner and member.

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To show you how to access the member and return to the owner.

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To familiarize you with the menu during temporary access operations.

Step	Activity	Result
1	Move the menu bar selection cursor to CTL (Control). Move the main menu selection cursor to Valid G/L accounts. Press <Enter>.	Valid G/L accounts appears.
2	Press <F11>.	The CTL menu appears, main menu selection cursor remains on Valid G/L accounts because the Valid G/L accounts selection is still active.
3	Press R.	Main menu selection cursor goes to reports...
4	Press <Enter>.	The Reports submenu appears. submenu selection cursor is on Cash accounts.
5	Press <F1>.	The Reports (Cash accounts) appears, the word Access appears on the left end of the menu bar. Note: You have created an active group. The owner is Valid G/L accounts. The member is Reports (Cash accounts).
6	Press <Esc>.	The Valid G/L accounts screen returns, and PBS appears on the left side of the menu bar. Note: There is no longer an active group. Valid G/L accounts is now an active selection.
7	On the Valid G/L accounts screen, type some account number not already on file. For instance, fill every segment of the account number with 9’s. Press <Enter>.	The data entry cursor is now in the Description field on the Valid G/L accounts screen.
8	Press and release <F11>.	CTL menu appears, main menu selection cursor is on Valid G/L accounts.
9	Press R.	Main menu selection cursor goes to Reports…
10	Press <Enter>.	Reports submenu appears, submenu selection cursor is on Cash accounts.
11	Press <F1>.	Reports (Cash accounts) appears, the word Access appears on the left side of the menu bar.
12	Press *****.	The owner’s screen returns for reference, Refer appears on the left side of the menu bar, and the account number appears.
13	Press any key.	The member screen returns.
14	Press <Esc>.	The Valid G/L accounts screen reappears and you are returned to the Description field.
15	Press <F11>.	CTL menu appears, main menu selection cursor is on Valid G/L accounts.
16	Press R.	Main menu selection cursor goes to reports...
17	Press <Enter>.	Reports submenu appears, submenu selection cursor is on Cash accounts.
18	Press <F1>.	Reports (Cash accounts) appears. The word Access appears on the left end of the menu bar.
19	Press <F11>.	CTL menu appears, main menu selection cursor is on Reports, indicating something on the Reports submenu is active. The remainder of the CTL selections turn black (low intensity on monochrome monitors).
20	Press <Up> arrow.	Main menu selection cursor does not move up because the selections are not available.
21	Press <Down> arrow.	Main menu selection cursor does not move down because the lower selection is not available.
22	Press V.	Main menu selection cursor does not go to Valid G/L accounts because that it is not available.
23	Press any combination of <Up> arrow, <Down> arrow, or a letter.	Main menu selection cursor does not move because no other selections are available.
24	Press <Enter>.	The Reports submenu appears, submenu selection cursor is on Cash accounts.
25	Press any combination of <up>, <down> arrow or letter.	submenu selection cursor does not move because no other selections are available.
26	Press <Enter>.	CTL main menu disappears, you are returned to Reports- Cash accounts.
27	Press and release <F11>.	CTL main menu appears.
28	Press <Left> arrow.	The C/R main menu appears, all selections are black (low intensity on monochrome monitors), there is no main menu selection cursor.
29	Press any combination of <Up> arrow key, <Down> arrow key, or letter.	Briefly hold one of the keys down. Nothing happens because there is no main menu selection cursor.
30	Press <Enter>.	Nothing happens because there is no main menu selection cursor.
31	Press the <Left> arrow until the menu bar selection cursor reaches A/R.	Look at each menu which appears. Note that no selections can be made.
32	With the menu bar selection cursor at A/R, press <F10>.	You are returned to Reports -(Cash accounts).
33	Press <Esc>.	The Valid G/L accounts screen returns, the word PBS appears on the left end of the menu bar. Note: There is no longer an active group. Instead, Valid G/L accounts is an active selection.
34	Press <F11>.	CTL main menu appears. All selections can be made.
35	Press the <Left> arrow until the menu bar selection cursor arrives at A/R.	Note that all selections can be made.
36	Press <F11>, with the menu bar selection cursor at A/R.	You are returned to Valid G/L accounts.
37	Press <F11>.	CTL main menu appears. Main menu selection cursor is on Valid G/L accounts. This selection is still active.
38	Press R.	Main menu selection cursor goes to reports...
39	Press <Enter>.	Reports submenu appears. submenu selection cursor is on Cash accounts. Rule: The <Enter> key on a menu means abandon anything currently active and activates this new selection.
40	Press <Enter>.	Reports (Cash accounts) activates. Note that Access does not appear on the left end of the menu bar. The <Enter> key did not make a temporary access.
41	Press and release <F11>.	CTL main menu appears. Main menu selection cursor is on Reports... NOTE: You now have an active group created. The owner is the Reports (Cash accounts) selection. The member is the Valid G/L accounts selection. The owner and member of this group is the reverse of the group made earlier in this exercise.
42	Press V.	Main menu selection cursor goes to Valid G/L accounts.
43	Press <F1>.	Valid G/L accounts activates. The word Access appears on the left end of the menu bar.
44	Press <F11>+<F9>.	The owner screen reappears for reference. Refer appears on the left end of the menu bar.
45	Press any key.	The member screen returns.
46	Press <Esc>.	The Reports (Cash accounts) screen reappears. The word PBS appears on the left end of the menu bar. There is no longer an active group. Instead, Reports (Cash accounts) is an active selection.
47	Press <Esc>.	The CTL main menu appears.

If your monitor can display 25 lines, a hot key bar appears on the bottom of the screen. If there is no line displayed, verify that this option is enabled (Y) in the Company information selection.

An Access Group now exists. This group is not temporary, however, as it exists for the life of this session.

The same suggestions and limitations that apply to temporary access apply to Access Groups.

Advanced Features Exercise 4

This exercise assumes that you have completed Advanced Features exercises one through three, and that you have run Company information and chosen to use the menu bar, and have placed all Passport Business Solutions software products on the main menu. Also, if your monitor has 25 lines, that you have run Company information and answered Y to Use line 25 ?

Objectives

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To enable you to build and exit Access Groups.

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To enable you to switch from Access Group owner to a member.

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To familiarize you with menu operation while in an active Access Group.

Because it can’t be known in advance which Passport Business Solutions software products you might have installed, this exercise makes active groups only from the CTL menu. Such groups do not provide a great deal of utility, but do serve to demonstrate the concepts.

References to the hot key menu in this exercise are only valid if you are using a monitor with 25 lines. All steps in the exercise remain valid for all types of monitors.

Step	Activity	Result
1	Move the menu bar selection cursor to CTL (Control). Move the main menu selection cursor to Valid G/L accounts. Press <Enter>.	Valid G/L accounts activates.
2	Press <F11>.	The CTL menu appears, main menu selection cursor remains on Valid G/L accounts because it is the current active selection.
3	Press R.	Main menu selection cursor goes to Reports...
4	Press <Enter>.	The reports submenu appears, submenu selection cursor is on Cash accounts.
5	Press <F2>.	The Access Manager appears briefly in the center of the screen, the line 25 hot key menu appears, the word PBS on the menu bar is replaced by a solid block (to indicate an Access Group is now active), the CTL menu selection cursor remains on Valid G/L accounts.
6	Press <F4>.	The Access Manager appears. It shows the owner first and the member second. Note that the hot key menu shows these selections in the same order. The bottom line of the Access Manager has a note about saving the Access Group. Ignore this for now. This feature is covered in the next section.
7	Press <F4>.	Access Manager disappears, main menu selection cursor remains on Valid G/L accounts.
8	Press <Enter>.	CTL menu disappears, you are placed in the owner selection.
9	Press and release <F11>.	CTL menu appears, main menu selection cursor is on Valid G/L accounts.
10	Press <F4>.	Access Manager appears, Access Manager selection cursor is on Valid G/L accounts.
11	Press <Enter>.	Access Manager disappears, CTL menu disappears, you are placed in the owner.
12	Press <F4>.	Access Manager appears, Access Manager selection cursor is on Valid G/L accounts.
13	Press <Enter>.	Access Manager disappears, you are placed in the owner selection.
14	Press <F4>.	Access Manager appears, Access Manager selection cursor is on Valid G/L accounts.
15	Press the <Down> arrow and hold it down a moment before letting up.	Selection cursor travels around the Access Manager.
16	Press the <Up> arrow and hold it down a bit before letting up.	Same as step 17.Note: If the Access Manager selection cursor is not on Valid G/L accounts, move it there with one of the arrow keys.
17	Press R.	Access Manager selection cursor moves to Reports (Cash accounts).
18	Press V.	Access Manager selection cursor moves to Valid G/L accounts.
19	Press the <Up> arrow.	Access Manager selection cursor moves to Reports (Cash accounts).
20	Press <Enter>.	Access Manager disappears, member screen appears, hot key menu selection cursor moves to member name, the word Access appears on the menu bar.
21	Press <Esc>.	Owner screen reappears, hot key menu selection cursor moves to owner name, the word Access clears from the menu bar.
22	Press <F4>.	Access Manager appears, selection cursor is on Valid G/L accounts.
23	Press R.	Selection cursor moves to Reports [Cash accounts].
24	Press <Enter>.	Access Manager disappears, member screen appears, hot key menu selection cursor moves to member name, the word Access appears on the menu bar.
25	Press <F4>.	Access Manager appears, selection cursor is on Valid G/L accounts.
26	Press <Enter>.	Access Manager disappears, owner screen reappears, hot key menu selection cursor moves to owner name, Access clears from the menu bar.
27	Press <F11>+2	Member screen appears, hot key menu selection cursor moves to member name, Access appears on the menu bar.
28	Press <F11>+1	Owner screen appears, hot key menu selection cursor moves to owner name, Access clears from the menu bar.
29	Press <F4>.	The Access Manager appears.
30	Press <F11>+1	Access Manager disappears, you are returned to the owner.
31	Press <F4>.	Access Manager appears.
32	Press <F11>+2	Access Manager disappears, member screen appears, hot key selection cursor moves to member name, Access appears on menu bar.
33	Press <F11>+1	Owner screen appears, hot key selection cursor moves to owner name, Access clears from menu bar.
34	Press <F4>.	Access Manager appears.
35	Press <F4>.	Access Manager disappears.
36	Press <F4>.	Access Manager re-appears.
37	Press <Esc>.	Access manager disappears.
38	Press <F4>.	Access Manager appears, Access Manager selection cursor is on Valid G/L accounts.
39	Move the Access Manager selection cursor to Reports (Cash accounts). Press <Enter>.	Access Manager disappears, member screen appears, hot key selection cursor moves to member name, Access appears on menu bar.
40	Press <F4>.	Access Manager appears.
41	Press <F4>.	Access Manager disappears.
42	Press <F4>.	Access Manager appears.
43	Press <Esc>.	Access Manager disappears.
44	Press <F11>+2	Nothing happens as you are already in the member.
45	Press <F11>+1	Owner screen appears, hot key selection cursor moves to owner name, Access clears from the menu bar.
46	Press <F11>+1	Nothing happens as you are already in the owner.
47	Press <F4>.	Access Manager appears.
48	Press <F11>+A Press <F4>.	Access Manager appears, selection cursor is on Valid G/L accounts.
49	Move the selection cursor to Reports (Cash accounts). Press <Enter>.	A/R menu disappears, Access Manager disappears, member screen appears, hot key selection cursor goes to member name, Access appears on menu bar.
50	Press <F4>.	Access Manager appears.
51	Press <F11>+2	Access Manager clears.
52	Press <F11>+1	Owner screen appears, hot key selection cursor moves to owner name, Access clears from menu bar.
53	Press <F4>.	Access Manager appears.
54	Press <F11>+A	A/R main menu appears.
55	Press R three times.	A/R main menu selection cursor moves to Reports, customers.
56	Press <Enter>.	Reports submenu appears.
57	Press <F4>.	Access Manager appears.
58	Press <Enter>.	All menus clear and the monitor returns to the owner screen.
59	Press <Esc>.	Owner screen clears, hot key menu disappears, the block on the menu bar disappears and is replaced with word PBS, Access Group has ended, CTL menu appears.
60	Press <F4>.	Access Manager appears and shows no selections.
61	Press <Enter>.	There are no selections in Access Manager and it clears.
62	Press R.	Main menu selection cursor moves to Reports.
63	Press <Enter>.	Reports submenu appears, submenu selection cursor is on Cash accounts.
64	Press <Enter>.	Main menu clears, Reports [Cash accounts] activates. Note that this selection was the member in the earlier Access Group.
65	Press <F11>.	CTL main menu appears, selection cursor is on Reports.
66	Press V.	Main menu selection cursor moves to Valid G/L accounts.
67	Press <F2>.	The Access Manager appears briefly in the center of the screen, the line 25 hot key menu appears, the word PBS on the menu bar is replaced by a solid block (to indicate an Access Group is now active), the CTL menu selection cursor is on Reports. Note that this selection was the owner in the earlier Access Group.
68	Press <F11>+<2>	CTL menu disappears, member screen appears, hot key selection cursor goes to member name, Access appears on menu bar.
69	Press <F4>.	Access Manager appears, Access Manager selection cursor is on Reports [Cash accounts]
70	Press <Enter>.	Access Manager disappears, owner screen appears, hot key menu selection cursor moves to owner name, Access clears from menu bar.
71	Press <F2>.	Data entry cursor advances to field #2 in the owner.
72	Press <F11>+<2>	Member screen appears, hot key selection cursor moves to member name, Access appears on menu bar.
73	Press *****	Owner screen reappears, you see the status of your incomplete work on the owner screen. Refer appears on menu bar to indicate you are referencing the owner.
74	Press any key.	The reference clears and you are back in the member.
75	Type 100. Press <Enter> and type 9191 (or some other account number that is not in the Valid G/L Accounts file).	You now have incomplete work in the member.
76	Press <F4>.	Access Manager appears, Access Manager selection cursor is on the owner.
77	Press <F11>+2	Member screen appears, hot key selection cursor moves to member name, Access appears on menu bar. Note: The incomplete work you left in the member is abandoned.
78	Press <F4>.	Access Manager appears.
79	Press <F11>.	Access Manager clears. The Access Manager functions like a menu. When you press <F11> on a menu, you are returned to your active selection.
80	Press <F11>+1	Owner screen appears, hot key selection cursor moves to owner name, Access clears from menu bar.
81	Press <F11>.	CTL main menu appears, main menu selection cursor is on Reports.
82	Press D	Main menu selection cursor moves to Define multiple companies.
83	Press <F2>.	The Access Manager appears briefly in the center of the screen with the new member, the line 25 hot key menu is extended to list the new member, main menu selection cursor stays on Reports.
84	Press <F4>.	Access Manager appears with new member.
85	Press D	Access Manager selection cursor moves to Define multiple companies.
86	Press <Enter>.	New member screen appears, hot key selection cursor moves to member name, Access appears on menu bar.
87	Press <F4>.	Access manager appears. Note: There are two members in this Access Group. The only valid path from a member is back to the owner. You can not move from member to member. The Valid G/L accounts selection in the Access Manager and on the hot key menu is not available.
88	Press <Down> arrow	Access Manager selection cursor skips the Valid G/L accounts selection as it is not available.
89	Press <Up> arrow	Access Manager selection cursor skips the Valid G/L accounts selection.
90	Press <F11>+2	Ordinarily this would have taken you to the Valid G/L accounts member, but because you did this from a different member you are returned immediately to that active member.
91	Press <F4>.	Access Manager appears.
92	Press <F11>+A	The A/R main menu appears, no main menu selection is available.
93	Press <Right> arrow until you reach the CTL main menu.	No selection is available until you reach the CTL menu, the CTL main menu selection is on Define multiple companies, which is the current member.
94	Press <Enter>.	You are returned to the current member.
95	Press <F11>+1	Owner screen appears, hot key selection cursor moves to owner name, Access clears from menu bar.
96	Hold <F11> down and do the following: Press the 2 key, then the 1 key. Press the 3 key, then the 1 key. Press the 2 key, then the 1 key. Press the 3 key, then the 1 key.	If you are not already back at the owner, return to the owner.
97	Press <F11>	CTL main menu appears, main menu selection cursor is on Reports.
98	Press <Enter>.	Reports submenu appears, submenu selection cursor is on Cash accounts which is the owner of this Access Group.
99	Press <Enter>.	CTL main menu disappears, you are returned to the point of incomplete work in the owner.
100	Press and release <F11>.	CTL main menu appears, main menu selection cursor is on Reports...
101	Press V.	Main menu selection cursor goes to Valid G/L accounts. Note: Valid G/L accounts is a member of this group.
102	Press <Enter>.	CTL main menu disappears, hot key menu disappears, PBS appears on the menu bar, Valid G/L accounts screen appears. Note: The Access Group has ended. The <Enter> key on a menu means abandon anything currently active and activate this new selection.
103	Press <Esc>	CTL main menu appears.

You should now be at the CTL menu. If you are not, return to step one of this exercise. You should also repeat the exercise if:

You are not comfortable with building and exiting Access Groups.

You are not able to switch from owner to member and back again.

You are not familiar with menu operation during an active Access Group.

Move your selection cursor to that group, and press <Enter>. The group is activated, just like any other menu selection.

Each selection within the saved Access Group is still individually available from its own menu.

Advanced Features Exercise 5

This exercise assumes that you have completed the Advanced Features exercises one through four and that you have run Company information and chosen to use the menu bar. If your monitor has 25 lines, run Company information and ensure that you have answered Y to Use line 25 ?.

Objectives

•

To show you how to use saved Access Groups.

•

To enable you to save saved Access Groups.

•

To prepare you to delete saved Access Groups.

References to the hot key menu in this exercise are only valid if your monitor has 25 lines. All steps in this exercise remain valid for all types of monitors.

Step	Activity	Result
1	Create an Access Group. Make Valid G/L accounts the owner. Make Reports (Valid G/L accounts) a member. Press <F4>.	Access Manager appears.
2	Press <F1>.	The Save Access Group screen appears.
3	Type Valid G/L accounts/print as the group name. Press <Enter>. Press <Enter> in response to Any change ? prompt.	The Access Manager now has the name of the group.
4	With the Access Manager selection cursor on Valid G/L accounts, press <Enter>.	You are placed in the owner.
5	Press <Esc>	Access group exits, CTL main menu appears
6	Move the main menu selection cursor to Access Groups. Press <Enter>	Access groups submenu appears, submenu selection cursor is on Valid G/L accounts/print.
7	Press <Enter>.	Access Manager appears briefly, hot key menu displays, PBS on the menu bar is replaced by a block to indicate an Access Group is active, owner screen appears.
8	Press <F4>.	Access Manager appears showing the contents of the saved group. Access Manager has the name of the saved group.
9	Press <F11>+1	Access Manager disappears, you are returned to the owner.
10	Press <F11>.	CTL main menu appears.
11	Move main menu selection cursor to Define multiple companies. Press <F2>.	Access Manager appears briefly, hot key menu is extended to include the new member.
12	Press <F4>.	Access Manager appears showing the additional temporary member, Access Manager selection cursor is on Valid G/L accounts.
13	Press <Enter>.	You are returned to the owner.
14	Press <Esc>.	Access group exits, CTL main menu appears.
15	Move the main menu selection cursor to Access groups and press <Enter>.	Access groups submenu appears, submenu selection cursor is on Valid G/L accounts/print.
16	Press <Enter>.	Access Manager appears briefly, hot key menu displays, PBS on the menu bar is replaced by a block to indicate an Access Group is active, owner screen appears.
17	Press <F4>.	Access Manager appears showing the contents of the saved group, the temporary member added earlier is not present.
18	Add Define multiple companies as a temporary member of this group. Go to the Access Groups submenu.	Ensure the submenu selection cursor is on Valid G/L accounts/print.
19	Press <F3>.	The Valid G/L accounts/print submenu selection is deleted.
20	Return to the owner screen. Bring up the Access Manager.	Note that the former name of the group is no longer present.
21	Press <F1>.	The Save Access Group screen appears.
22	Type Valid G/L/print/define multi co. Press <Enter>. Press <Enter> in response to Any change ? prompt.	Access Manager appears, note that the name of the saved Access Group is present.
23	Return to the owner screen and press <Esc>.	Access group exits, CTL main menu appears.
24	Go to the Access Groups submenu.	Ensure submenu selection cursor is on Valid G/L/print/define mult co.
25	Press <Enter>.	Access Manager appears briefly, hot key menu displays, PBS on the menu bar is replaced by a block to indicate an Access Group is active, owner screen appears.
26	Press <F4>.	Access Manager appears showing the contents of the group which now includes an additional member.
27	Press <F1>.	The Change Access Group Name screen appears.
28	Change the name to: G/L acct/print/define mult co, Press <Enter>. Press <Enter> in response to the Any change ? prompt.	Access Manager appears showing the changed name.
29	Return to the owner screen. Return to the Access Groups submenu on the CTL main menu.	submenu shows the changed Access Group name.
30	Ensure Access Groups submenu selection cursor is on G/L acct/print/define mult co. Press <Enter>.	You are returned to the owner screen.
31	Press <Esc>.	Access group exits, CTL main menu appears.
32	Press V.	Main menu selection cursor goes to Valid G/L accounts.
33	Press <Enter>.	Valid G/L accounts activates.
34	Type 9191 (or some other account number not on file). Press <Enter>. If you are using sub-account numbers, Type 9 and press <Enter>.	You are now positioned in field #2 of the Valid G/L accounts screen. Note: you have incomplete work in your active selection.
35	Press <F11>.	CTL main menu appears.
36	Go to the Access Groups submenu, and ensure the selection cursor is on G/L acct/print/define mult co. Press <Enter>.	The saved Access Group becomes active. The current selection becomes the owner of the group. The incomplete work was not disturbed.
37	Press <Esc>.	Exit the Access Group.

If you are not comfortable working in Access Groups, return to Step 1 of this exercise and continue.

Use any selections from any Passport Business Solutions software products you have installed on your computer.

Advanced Features BreakOut Exercise 1

This exercise assumes that you have read the BreakOut Maintenance section of the Data Entry and BreakOut chapter.

This exercise involves the setup of BreakOut on the Cash accounts report screen.

Objectives

•

To setup BreakOut to default to Pressing the F2 for the Starting account number and all you have to do is select the <Enter> key.

•

To setup BreakOut to Press the F2 key for the Ending account # field and skip to the next field so you do not have to use the keyboard at all.

•

To setup BreakOut so that the default for Print comments is Y, but you still have the option of changing it the default.

In this exercise it is assumed that BreakOut is on.

Because it is not predictable which Passport Business Solutions software products you have installed, this exercise only uses a function found on the CTL menu

Step	Activity	Result
1	On the Ctl menu select Reports and then select Cash accounts.	The Cash accounts (print) screen appears. You will be on the Starting account # field.
2	Press <F12> or click on the BreakOut button	The BreakOut maintenance window appears.
3	Press the <Enter> key, Press the <F2> key	BreakOut is now setup to select the <F2> key and skip the field. Because this is the first field on the screen, the Skip field option needs to be removed.
4	Press <DnArrow>, press <F1>	The Skip field option has been removed by setting it to off. BreakOut is now setup for the Starting account # field.
5	Press <Esc>	You are placed on the Ending account # field.
6	Press <F12> or click on the BreakOut button	The BreakOut maintenance window appears.
7	Press the <Enter> key, Press the <F2> key	BreakOut is now setup for the Starting account # field.
8	Press <Esc>	You are placed on the Print comments field.
9	Press <F12> or click on the BreakOut button	The BreakOut maintenance window appears.
10	Press <Enter>, Press <y>, Press <Enter>	The Print comments field is now defaulted to Y to always print the comments. Notice that the Skip field is off.
11	Press <Esc>	You are back on the Print comments field, but now the default is Y.

You can now either print the report or exit back to the menu.

To test the setup of BreakOut, exit the Cash Accounts reports screen to the menu. Go back in the Cash Accounts reports screen. Select the <Enter> key. The BreakOut program should select the <F2> key for the first two fields and stop on the Print comments field where the default is Y. If this is correct, then you are completed with the setup.

Advanced Features BreakOut Exercise 2

This exercise assumes that you have read the BreakOut Maintenance section of the Data Entry and BreakOut chapter.

This exercise involves the setup of BreakOut on the Cash accounts report screen.

Objectives

•

To setup BreakOut to default to account number 1000 for the Starting account number and all you have to do is select the <Enter> key. Also it default to the sub account field to 000 and skip this field.

•

To setup BreakOut to default to account number 2000 for the Ending account #, but not skip the field. Also to default to 100 for the sub account number and skipping the sub account.

•

To setup BreakOut so that the default for Print comments is N and to skip the field.

In this exercise it is assumed that BreakOut is on. It is also assumed that you have your account structure set up with a length of 4 for main and 3 for sub account.

If BreakOut was set up previously for this screen, first go to each field, press the <F12> key and then the <F3> key to clear the settings. You can do this by first turning off BreakOut by selecting the <F12> key twice. Make sure you turn BreakOut back on when you are finished clearing the settings by again selecting the <F12> key twice.

Because it is not predictable which Passport Business Solutions software products you have installed, this exercise only uses a function found on the CTL menu

Step	Activity	Result
1	On the Ctl menu select Reports and then select Cash accounts.	The Cash accounts (print) screen appears. You will be on the Starting account # field.
2	Press <F12> or click on the BreakOut button	The BreakOut maintenance window appears.
3	Press <Enter>, Enter 1000, Press <Enter>, Press <Esc>, Press <Enter>	BreakOut is now setup to enter the main account of 1000. You will now be on the Starting sub account field.
4	Press <F12>, Press <Enter>, Press <000>, Press <Enter>, Press <DnArrow>, Press <F1>	The sub account s now defaulting to 000 and the sub account field is skipped.
5	Press <Esc>	You are placed on the Ending account # field.
6	Press <F12> or click on the BreakOut button	The BreakOut maintenance window appears.
7	Press <Enter>, Enter 2000, Press <Enter>, Press <Esc>, Press <Enter>	BreakOut is now setup to enter the Ending main account of 2000. You will know be on the Ending sub account field.
8	Press <F12> or click on the BreakOut button	The BreakOut maintenance window appears.
9	Press <Enter>, Press <100>, Press <Enter>, Press <DnArrow>, Press <F1>, Press <Esc>	The Ending sub account s now defaulting to 100 and the sub account field is skipped. You will be on the Print comments field.
10	Press <F12> or click on the BreakOut button	The BreakOut maintenance window appears.
11	Press <Enter>, Type N, Select <Enter> Press <DnArrow>, Select <F1>, Select <Esc>	You have setup the Print comments field to default to N and skip the field. You are now on Field number to change ?.

You can now either print the report or exit back to the menu.

Go back into Cash account (print) and test the settings. Once you are at the screen it should take you only two keystrokes to get to ‘Field number to change ?’ if you do not change the defaults.

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