This appendix defines terms as they are used in Passport Business Solutions software, and is not intended to replace a good accounting dictionary, computer dictionary, or English dictionary.
The right to enter or make use of. The process of a computer obtaining data from, or placing data into, mass storage.
The collection, classification, summary and analysis of financial information within a business. The rules governing this process.
Records in which the results of financial transactions are kept. Used to evaluate the financial status of a business or activity at any given moment. The main types of accounts are Assets, Liabilities, Owners’ Equity, Revenue, and Expenses. Example: The various accounts are summarized in the financial statements. Businesses or individuals with whom you have a relationship that involves the exchange of money or credit. Example: XYZ Company has 300 customer accounts. See Chart of Accounts
The financial records of the money owed by a business to its creditors for goods or services received, including a record of payments made to those creditors. Also, the actual dollar amount owed. Example: XYZ Company has accounts payable to 270 creditors. A current liability account in General Ledger summarizing the amount of money a business owes its vendors. Example: Our Accounts Payable account in the General Ledger shows that we owed our vendors a total of $56,238.07 on the last day of the month.
The financial records of the money owed to a business by its customers, including a record of payments received from those customers. Also the actual dollar amount owed. Example: We show an accounts receivable of $1,243.24. A current asset account in General Ledger summarizing the amount of money owed to a business by those to whom the business has sold goods or services on credit or on account.
A system of accounting that shows all revenue earned during a given period and all expenses incurred in the period, even if no money has yet changed hands. Accrual accounting is more complex than cash accounting, but yields a more accurate evaluation of a company’s financial condition. The intent of the accrual system is to match revenue earned with the expenses costs associated with the earning of that revenue.
To increase or accumulate, as by natural growth or as by interest on capital. To come about as a natural consequence.
To perform a repeated arithmetic operation into one field, such as adding several figures, one at a time, into a final total field. Example: 3+4=7, 7+5=12, 12+2=14. Final total field contains the figure 14. In PBS General Ledger, the option of adding amounts in specified accounts instead of printing those amounts on the statement. Example: The company’s five cash accounts were accumulated and then the total of the five printed on the balance sheet.
To amass or gather; pile up; collect.
Automated Clearing House (ACH) is the name of an electronic network for financial transactions in the United States. ACH processes large volumes of both credit and debit transactions which are originated in batches. Rules and regulations governing the ACH network are established by NACHA - The Electronic Payments Association, formerly the National Automated Clearing House Association, and the Federal Reserve System.
There is a standard ACH file format as determined by NACHA that banks expect when processing electronic payments. Accounts Payable and Payroll can be set up to produce a direct deposit ACH file during payment processing. In most cases, this file is sent to your bank.
For more information on the setup of this feature see the appendix Implement Positive Pay and Direct Deposit in the Payroll and Accounts Payable documentation.
In accounting, the updating of the general ledger account balances usually at the end of the accounting period. For example, the apportionment of previously unrecorded income and liabilities. Example: Before XYZ Company’s accountant closed the books for June, some previously unrecorded income was entered as an adjustment. A correction to an error in an account. Accounting rules do not allow general ledger entries to be erased. If an entry is found to be wrong, an adjustment must be made to cancel the incorrect entry and record the correct entry.
The number of days that have passed since the date associated with a document. For example, the age of an invoice is simply how many days old it is, using the invoice date or the due date as the base beginning date.
To distribute according to plan.
Computer or written characters that are either numbers, letters, or symbols. Example: An alphanumeric keyboard has letters, numbers and special symbols, such as #, $and @. See Numeric
The breakdown of anything into clearly defined and understandable parts, and the study of the relationship of the parts to the whole. Example: An analysis of the general ledger sales accounts showed a sharp drop in sales after the ad campaign ended.
The act of putting something to a specific use. Refers to software that solves specific problems. Passport Software’s application software, PBS, applies the capabilities of computers to solve accounting problems.
An application (module) within Passport Business Solutions. These include Accounts Payable, Accounts Receivable and so on.
A number given a document, such as an invoice, so that other documents, such as checks or credit memos, may be applied to the original document. In order to assign payments and make adjustments to a particular document, the PBS modules utilize an apply-to number. Example: Number 3406 is the apply-to number for the $100 payment from the Ace Company for the Popsicles they bought from us on Invoice # 3406.
Abbreviation for American Standard Code for Information Interchange, a very common standard for representing characters as patterns of bits; for example, A is represented by 01011010. It is a widely accepted convention for representing characters, such as letters, digits, and special characters like the asterisk inside the computer. This convention includes the order of the characters that is, the order in that they are sorted. For instance, digits come before the upper case letters, that come before the lower case letters. It is called the ASCII Code, pronounced "askee". See Bit
Economic resources owned by a business that are expected to benefit future operations. Assets include monetary items, such as cash and accounts receivable from customers, as well as non-monetary physical items, such as inventories, land, buildings and equipment. Assets may also include non-physical rights, such as those granted by patent, trademark or copyright, as long as some monetary value can be assigned to them. See Current Assets, Fixed Assets
A path of accounting information that can be followed either forward or backward. A piece of accounting information usually comes from somewhere, or is going somewhere. Part of this information for example, a document number is used to track where it came from, or where it is going. The path made by tracking this information is the audit trail.
The figure that results from adding a quantity of figures and dividing their sum by the number of figures added together. For example 3.5 is the average when 1, 2, 3 and 8 are added together and divided by 4. 1+2+3+8 = 14, divided by 4 number of figures = 3.5.
A copy or duplicate of a computer file or files. A PBS function that allows you to create a sequential file that contains ASCII text from one of your working files. This function is also referred to as export. To copy or duplicate the contents of a drive onto another drive or other media.
The ??????.DAT along with the matching ??????.vix files may also be copied as a backup. The ?????? represents the file name.
When using SQL you will have to backup the tables or export the data and back that up.
The drive that serves as an identical copy (mirror) of the original drive. If the original drive is destroyed, damaged or in any way made unusable, the backup can be used to recover the data.
Anything that remains or is left over. The difference between the debits and credits in an account; the account balance. To compare and reconcile or make equal the sums of the debits and credits in one or more accounts, as with a balance sheet. See Balance Sheet
The balance showing at the bottom of a ledger page when the page is full and is then brought forward to the top of the next page. In PBS modules, the term is applied to Balance Forward Customers, who are customers whose payments apply to their account as a whole, rather than to specific invoices. Statements for Balance Forward Customers show detailed transactions only for the current period. For all prior periods only the unpaid balance shows. Compare with Open Item Customers in PBS Check Reconciliation, where the term means the balance in an account as of a certain date. A balance forward amount is a lump-sum dollar amount, obtained by adding together several individual dollar amounts. All these specific amounts are placed in the account on or before a specified date called the balance forward date.
A financial statement listing the assets, liabilities and equity of the organization at the end of a financial period. The balance sheet always shows an equality between assets and the sum of the liabilities and equity. This follows the basic accounting formula: Assets = Liabilities + Equity. See Assets, Equity, Financial Statement
A bill, statement or notice informing a debtor of an amount owed. The action of sending out bills, statements or notices or otherwise informing debtors of amounts owed. Example: Our billing is done each morning.
Documents or invoices informing customers of amounts owed. The accumulated indebtedness of a person or company, represented by individual invoices or summary statements of money owed to creditors.
Short for binary digit, the smallest unit of information on a computer. A single bit can hold only one of two values: 0 or 1. A byte is composed of eight consecutive bits. See Megabyte
A fixed number of characters stored and transferred as a single unit by the computer. A block commonly contains 512 characters, although some computers use different size blocks.
An error in a program that prevents it from operating properly. See Object Program
A statement of all the money or resources available to an activity within a specified period of time and a breakdown of how it will be spent or allocated. The amount of money in an activity’s budget is normally based on a calculation of what the activity needs to function or achieve its purpose. In PBS modules, the targeted or anticipated net change in the balance of a given account during a given period. Example: If our current Accounts Receivable balance is $63,000. 00, and our expected or planned balance at the end of the period is $84,000. 00, our A/R budget is $21,000. 00.
A byte is composed of eight consecutive bits. See Bit
Funds received as payment for goods and services sold, or disbursed as payments for goods and services received; or money deposited in the bank or held as currency. Cash is the most liquid of all assets, as compared to other types of assets, such as stocks, bonds, accounts receivable or inventory.
Money received as payment for goods or services. When a customer sends a check to a business to pay for an item, a cash receipt transaction occurs. In that case the business receives payment and, in exchange, the customer is relieved of indebtedness. A payment in advance of receiving goods and services is also a cash receipt.
The record of the receipt of a payment from a customer.
The standard COBOL configuration file for Windows, Thin client (Windows, Linux and UNIX) and PBS SQL. There are settings in this file that are needed for running PBS. In some cases the settings in this file may be altered by the system administrator.
The standard COBOL configuration file for Linux and UNIX. There are settings in this file that are needed for running PBS. In some cases the settings in this file may be altered by the system administrator. It may be necessary to set up the printers in the cblconfig file.
In PBS modules, a report that shows all changes made to records on a master file, along with the date of the change and the initials of the user who made the change. The Change Log is optional. Use of the Change Log must be specified in the Company information. See the Company Information chapter.
One of a set of symbols, such as a letter, a number, or a special symbol, such as? (question mark), / (slash), + (plus) or: (colon).
To set or ask a specific amount as a price. To hold financially liable; demand payment from. To postpone payment on a service or purchase by recording it as a debt. An entry to any account recording a debt.
A list of General Ledger accounts that have been assigned classification numbers so that each account may be easily identified. A chart or listing of all the accounts for the five major account types. See Accounts
Bringing into agreement the balance of your checkbook and the balance shown on your bank statement.
To mark a transaction as having been recognized and recorded by the bank. For example, you wrote a check that was received by your bank, who recognized your check as valid and transferred money from your checking account to the bank that the payee deposited it in. At that point, the check cleared and your bank reduced your account balance accordingly. The check will appear on your next bank statement.
An account whose function is to hold a balance that is temporary and that will be cleared out by a second financial transaction that is known to be occurring soon. This second transaction is certain to occur and will reverse out the first transaction from the clearing account. The clearing account never appears on financial statements. See Accounts
The workstation where the user inputs data into PBS. The server is where the data is stored. See Thin Client
A system whereby letters, numbers and other symbols are arbitrarily assigned a meaning. The set of instructions in a computer program.
The balance at the end of the prior fiscal year or accounting period, to be used as a comparison to the ending balance of the current fiscal year or accounting period. Example: The comparative to our A/P balance of $24,820.00 at the end of May, 2009, is $22,640.00, that was the balance at the end of May, 2008.
Money given or received as an exchange for work done, as in an employer-employee relationship.
A tool used by a programmer that accumulates source programs to generate an object program. See Object Program, Source Program
To shorten the number or length of records or blocks to save storage space on a disk by eliminating gaps, empty fields, redundancies or data that is no longer needed. In the PBS General Ledger module, the purpose of the compress function is to reduce storage space taken by existing data on a disk and also speed up other General Ledger functions. See Compression Code
A one-character code that specifies whether the Summarize General Ledger function in the G/L module will consolidate all transactions for a single day, or for a single accounting period, or will retain full transaction detail. The values for the code are: D = date compression; P = period compression; and N = no compression. See Compress and Code
A group of machines that are connected together and organized to operate as a system. The action of connecting parts of a computer system together to work as a whole.
A strengthening or making firm. Compression into a compact mass. A becoming solid or firm. A combination or merging. In PBS accounting software, the action of combining the accounting records of a parent company and its subsidiaries or a group of related companies in order to show the financial activity of the entire group of companies. See also Multi-Company Consolidation
A file you set up when you first start using a PBS module. This file holds information that specifies how you want the PBS module to run in the day-to-day use of it. Every PBS module has a control file. The system control is set up in the Company information.
Containing errors or alterations. Ruined or destroyed, as in a corrupt data file, index, or disk. To change the original form.
A person or firm to whom money or its equivalent is owed.
Abbreviation for Cathode Ray Tube. The picture tube of a computer, in that a beam of electrons that used to be called a cathode ray is controlled and directed to produce a display on the screen. In modern usage, the word monitor or display is used instead.
A key on a keyboard that modifies the action of other keys, to provide a quick way of issuing commands to a program. Abbreviation for Control.
Assets that will be exchanged or used within a relatively short period of time, usually under one year. Examples are cash and inventory. Differs from Fixed Assets, that have a long life, or will not be exchanged or used up for a long time, such as land or machinery. See Assets, Fixed Assets
A flashing or stationary rectangle or thin line of light, used to indicate where the next character will appear on the computer screen when you make an entry on the keyboard.
A person or organization who buys goods or services from a business, especially on a regular basis.
Information that a computer uses to do work. Most of the data used by your PBS programs comes from your entry of it into the computer. Data is stored in files where programs locate the information needed.
The information available to a computer and its programs. Example: The files within the PBS System module and the data they contain about valid G/L accounts, cost centers, multiple companies, users, etc. make up a Data Base. A vast and continuously updated file of data on a particular subject.
A collection of similar or related items of information recorded on a disk, having a specific name and significance. A data file is similar to a file folder in a file cabinet. An area on a disk, thumb drive, DVD, etc. that has a name and contains or has the potential to contain data. In SQL it is called a table.
The disk upon which data files reside. SeeDisk
An entry that signifies an increase in an asset or expense account, or a decrease in a liability, owner’s equity or revenue account. An entry of an amount in the debit or left-hand side of a ledger. To record the fact of a customer receiving goods or services on the customer’s account and the Accounts Receivable general ledger account.
An adjustment to an account that increases a customer’s indebtedness. In this case, the term applies to a customer account, not a general ledger account. Issuing a debit memo creates general ledger account entries, but these are not called debit memos.
An obligation or liability to pay. Something owed, such as money, goods or services.
A subtraction. The thing that is or may be deducted or subtracted. In PBS Payroll, a pre-arranged subtraction from pay that is connected to specific employees. Example: Mr. Smith has a $20 per week deduction for health insurance.
The value or action taken by a computer program in the absence of any specific choice entered by the person using the program. PBS restricts this term to a value that appears in a field when the screen is presented to you, and that may be selected by pressing <Enter>. In many other cases, a pre-selected or pre-calculated value for a field is offered as an option and may be entered by pressing <F2>. Some fields have both.
Data files that come with the demonstration versions of the software modules and that contain data to be used in sample runs of the software.
A decrease or loss in value because of wear and tear caused by use over time. In accounting, an allowance made for such a loss.
Something designed for a particular purpose, especially a machine. In computers and with PBS utilities, the word device usually applies to a disk drive.
A list of files contained on a disk.
The process performed by the computer of searching through a directory in order to find the entry for a particular file.
An amount paid. The journal recording payments made is often called the Disbursements Journal.
To deduct or subtract an amount from a cost or price. To deduct interest from a loan before making it. The amount or percent deducted from the price.
The last day on which that payment may be made with a discount, after which the full price must be paid. A discount is often offered by a vendor for prompt payment of invoices. The number of days allowed for payment with a discount is known as the discount days.
A storage device consisting of a flat circular plate of aluminum, coated with a magnetic material. See Disk Drive
The number or letter that designates a disk drive; for example, disk drive C or F. It is used to specify which disk will be read from or written on.
A device usually consisting of a motor and a read/write head that enables data to be stored on and written onto and retrieved from disks. The motor spins the disk while the read/write head moves over the surface of the disk, reading or writing data.
In the PBS A/P, A/R, Payroll and Job Cost modules: The act of allocating transaction amounts to G/L accounts. An amount allocated to a G/L account.
CD ROMs or DVDs upon which programs have been prerecorded for distribution to customers or users. See Media
A written or printed paper bearing the original, official or legal form of something, that can be used to furnish evidence or information. The physical record of a transaction. It is generally thought of as a business paper that summarizes what occurred and provides evidence of the transaction. Examples are invoices, checks, credit memos, shipping bills and statements.
A method used in accounting to check the accuracy of information entered into journals and ledgers. Under this system, for every transaction recorded the total dollar amount of debits must equal the total dollar amount of credits, and each total must equal the amount of the transaction. Example: Someone buys a television. The total price is $400. 00, $20. 00 of that is sales tax. The double entry process would be:
|
Debit: |
CASH |
$400.00 |
|
Credit: |
SALES |
$380. 00 |
|
Credit: |
SALES TAX |
If the debits and credits in a journal or ledger aren't equal, you know immediately that there has been an error in entry.
The total storage or memory space in a drive, usually expressed in megabytes (M or Mb), gigabytes (G or Gb) or Terabytes (TB). Example: A 160 gigabyte hard drive.
A program that controls a device. Every device, whether it be a printer, disk drive, or keyboard, must have a driver program. Many drivers, such as the keyboard driver, come with the operating system. For other devices, you may need to load a new driver when you connect the device to your computer. In Windows environments, drivers often have a .DRV extension.
A driver acts like a translator between the device and programs that use the device. Each device has its own set of specialized commands that only its driver knows. In contrast, most programs access devices by using generic commands. The driver, therefore, accepts generic commands from a program and then translates them into specialized commands for the device.
The Company information printer setup often refers to printer drivers for Windows printers.
The date on which that payment is due. The number of days allowed before an invoice must be paid is specified in the terms of the sale. See Terms
To gain or deserve salary, wages or other reward for one’s services, labor or performance. To produce interest or some other return as profit.
To make changes, additions, deletions, or rearrangements, or to change data in any manner before making it permanent posting. See Transaction File, Edit List
A list of transactions in a temporary file. You use it to check the accuracy of your data so that you can make corrections before the transactions made are permanently posted. See Transaction FileEdit List
Encryption is the process of transforming information (referred to as plaintext) using an algorithm (called cipher) to make it unreadable to anyone except those possessing special knowledge, usually referred to as a key.
Encryption is often used to mask sensitive data such as passwords and social security numbers.
The key on most keyboards that is used to end an entry. The <Enter> key is pressed at the end of the entry to inform the computer that the entry is complete. Some keyboards show this as the Return key.
The difference between the value of a company’s assets and its liabilities; the company’s current net value. This value is considered to be claimable by the owners of the company; therefore, it is also called owner’s equity. See Assets, Balance Sheet
A message that tells you when an error has occurred and tells you what it is. An error usually prevents the function from continuing until it is corrected. This is often accompanied by a beep sound from the computer.
The key on most keyboards used to Quit or Escape. To abandon whatever you are now doing and return to what you were doing before. In general, four levels of escape are possible: Escaping from an interior segment of a segmented field returns you to the first segment of that field. Escaping from any field of a screen except the first returns you to the first field of the screen. Escaping from the first field of a screen returns you to the previous screen. Escaping from the PBS main menu returns you to the operating system prompt. Within a box or window, escaping avoids having to select a choice from that window by returning to the field from which that window was invoked. Within a running display, escape is available as soon as a process has terminated, and returns you to the screen from which you initiated that process.
The barter or trading of money, property or services in return for like items of equal or similar value.
The financial cost or price spent to perform some activity or produce something. The total bills one is committed to paying or has already paid.
To create a sequential file that contains ASCII text from one of your working files. This function once was referred to as Backup. The opposite of export is not import but restore. See File Recovery Utility, Restore
The particular drive letter that contains the hard drive used to store exported files.
The letter or alphanumeric character used to designate that hard drive the export drive is in; for example, Drive C. See Export File Device
The procedure you follow to export your files. See File Recovery Utility
A computer program that runs the export function. See File Recovery Utility
A portion of a record containing one piece of information. See Record and File
The number associated with a particular data field on the video screen. Example: In the Customers function the field number for Customer Number is 1.
A collection of documents, records, cards or data arranged in an accessible order usually alphabetically or numerically. Examples: Personnel records, inventory records, customer address records, etc. A container, cabinet, shelf or similar arrangement that holds such data. In a computer, a file is a collection of related records. A file can contain data or programs. Example: All customer records are in the Customer file. See Field, Record and File, Table
A field in a record that identifies the record. This identification is defined by the programmer and cannot usually be changed without deleting and reentering the record.
Example: In the Customer file, the file key is the customer number, and the number for each customer is different. In this way the computer can find the exact customer the user wants. See Record and File, Field
A function that allows the user to add, delete, change, inquire into or print the records in a file.
The method that restricts access to data while the data is used or accessed by someone else.
A program that allows the user to export, restore or recover his data files.
A chart found in PBS Technical Reference Manuals that shows the data files used by each program.
The technology of the management of money and other assets. The area of business concerned with maintaining the inflow of money to be greater than the outflow of money.
The amount of money charged for borrowing money or extending credit. Example: XYZ Company gives customer Bill Smith 30 days to pay for some lumber. After 30 days, XYZ Company will add a finance charge to the amount of money Bill Smith still owes for this lumber.
A report showing financial data about the state and results of the operations of a business. There are many kinds of financial statements, the main ones being the Profit and Loss Statement also called Income Statement and the Balance Sheet. See Balance Sheet, Profit and Loss Statement
Of or pertaining to finances in general.
A twelve-month period used by a company for its own accounting or financial purposes. The fiscal year may or may not be the same as the regular calendar year. Many companies use the calendar year ending December 31 for their fiscal year. Other companies find it convenient to choose a fiscal year that ends during a slack season, rather than during a busy or peak season. In this way, the fiscal year would correspond to the natural annual cycle of business activity for such companies. Still other companies find it convenient to choose the same fiscal year as most government agencies, that begins October 1 and ends September 30 of the following year. Example: Happy Valley Ski Resort’s fiscal year runs from July 1 to June 30. Thus the books can close during the slow season.
Assets that have a long life or will not be exchanged or used up for a long time, such as land or machinery. Differs from current assets, that are exchanged or used within a relatively short period of time, usually under one year. See Assets, Current Assets
A method of charging a customer for a job. The customer pays a fixed price, no matter how much it costs the contractor. Example: The Smiths sign a contract to have their house built for $135,000. A strike by the plumbers’ union causes delays and the finished house costs the contractor $138,000. The Smiths still pay $135,000.
The operation of a printer that advances a continuous form to the top of the next page.
A predetermined arrangement of characters, fields, lines, punctuation, page numbers, etc. All those things that determine form. Example: When entering a date in a PBS function, entry is done using the MMDDYY format. The exact way that information is arranged on a printed page-- for example, an invoice. A/R offers many ways to arrange billing information on a printed invoice--a large set of formats to choose from each time you print one. The way a particular model of computer places information on a disk. Example: Computers made by one company usually can't read information from disks that come from another brand of computer. This is because the format is different. This computer uses an IBM format. A program supplied with a computer operating system to prepare a disk to be used by that model of computer.
An operation that a PBS module performs, such as the Customers function or the Sales function.
Designated keys on the computer keyboard that serve a special function defined by the program being used. A function key can be a single key, or two keys pressed simultaneously. <Esc>, <F1>, and <F2> are examples used in PBS software. With the use of these keys the computer performs certain processing steps without the user having to enter instructions in detail. Example: In a PBS module, a program might prompt you to Press<F2> for totals. This means that when you press the <F2> key, the software displays the totals for the account, customer, vendor, etc.
A legal proceeding in that a portion of an employee’s wages are given to a creditor instead of to the employee, in payment of the employee’s debts. Such amounts withheld from employee wages.
A contractor who enters into a contract directly with the person requesting and paying for the work. Also a contractor who takes full responsibility for completion of a project. A person wanting a building constructed will enter into an agreement with a general contractor, rather than with each sub-contractor. The general contractor will then hire the sub-contractors for specific parts of the job. Also called prime contractor, to distinguish from a sub-contractor.
A book of original entry for the daily recording of miscellaneous transactions that do not belong in the four main specific types of journals. The four special journals that are used with the general journal are: Sales journal, Purchases journal, Cash receipts journal, and Cash payments journal. Example: Correcting and adjusting transactions and depreciation are all recorded in the General Journal; compare with Journal.
A book in which the monetary transactions of a business are recorded in their final form. From the General Ledger, all the company’s financial transactions can be summarized and printed in financial statements. A type of software that sets up and handles all the functions related to keeping a General Ledger.
These functions usually include setting up a Chart of Accounts, posting journals and producing financial statements. See Chart of Accounts, Posting, Journal and Financial Statement
A number that identifies a General Ledger account. See Sub-account
The G portion is short for GNU or G not UNIX. This is a UNIX compatible software system developed by the Free Software Foundation. The philosophy behind GNU is to produce software that is non-proprietary and is used in Linux operating systems.
The LIB part of GLIBC refers to the word Library. A library is a collection of programs.
The C library, developed in the “C” programming language, defines the system calls and other basic operating system facilities. See Linux
A program interface that takes advantage of the computer's graphics capabilities to make the program easier to use. Well-designed graphical user interfaces can free the user from learning complex command languages.
The difference between the selling price and the cost of the items being sold. It is the gross margin because it does not take into account other operating expenses, such as rent, telephone, etc. Example: The hammers purchased at $15.00 each are sold at $25.00 each. The gross margin is $10.00.
GUI
A computer disk made of a rigid material, such as aluminum. It can be either fixed or removable. Common sizes are 5-1/4, 8 and l4. Hard disks have greater storage capacities and process data faster than floppy disks. See Disk Drive, Disk
All the physical components of the computer system that can be seen and touched. Examples of hardware are racks, keyboards, circuit boards, monitors, printers, etc.
The head or title at the beginning of a page of a printed document. In the PBS software, a record that serves to identify a sales order, a purchase order or a job. It is called a header because it comes at the head of the remaining job or order information. The header is followed by the cost item or line item records. Examples: In Job Cost the job header includes the name of the job, the customer, the price of the job, etc. In Order Entry the order header includes the customer’s name, address, payment terms, etc.
Hex A numbering system using 16 numerals: 0 , l, 2, 3, 4, 5, 6, 7, 8, 9, A, B, C, D, E, and F. Compare this with the decimal number system, that uses 0-9, and with the binary system, that uses only 0 and 1. Hexadecimal numbers are complex and require a full chapter in a math or computer book. Programmers use hexadecimal numbers to convert binary numbers into something they can read more easily. Example: A programmer writes FF in hexadecimal to represent an 8-bit byte of all 1s. Someone familiar with hexadecimal knows that the number being represented is 11111111 in binary.
A printer that operates at a speed closer to the very high speed of the computer.
The upper left hand corner of the screen is the home position for the cursor. See Cursor
Short for HyperText Markup Language, the authoring language used to create documents on the World Wide Web. HTML defines the structure and layout of a Web document by using a variety of tags and attributes. In PBS some of these tags and attributes are used when generating HTML reports.
The total money that a company or business receives from all sources as a result of business transactions. What a person receives, such as money or a useful exchange, as a result of services rendered, a job done, interest on investments, profit from the buying and selling of something, etc.
To increase. A small increase in quantity. In mathematics, a small increase or decrease. In computers, to increase a number, usually by 1.
The state of being morally, socially or legally obligated to another to repay something. Something owed to another.
An easily-accessed list of codes that tells the computer where to find the records of a data file. Each entry in the index contains the key to the corresponding data record, plus a number that informs the computer of the record’s actual location. Indexes are kept in order according to the key, for quick access by simply specifying their keys. Example: If the File Key is Customer #, then the index contains a list of all the Customer #’s, along with the locations of the customer data records. Example: Customer #000001 is stored at disk location 302, #000002 at location 506, #000003 at location 37, etc. See Key, Indexed File. An ordered reference list of the contents of a document, typically containing names and subjects, usually listed in alphabetical order along with their page numbers.
An indexed file consists basically of two parts: the main data file in that each record has its own key and an index to this data file. See Index, Key Compare to Relative File and Sequential File.
This is a file type that is typically ASCII text and contains various configuration options, sometimes set into sections. The sections are usually designated by a term in square brackets (e.g., [section title]) followed by single lines listing the various configuration options.
With PBS there are two INI files for configuring PDF output. You can read about configuring these files in the PDF INI Files section of the More on PBS printing chapter.
To take the steps necessary to make a disk ready for storing data. In PBS software, the program that places empty data files on a disk, or re-creates an existing file erasing its contents in the process.
The data or instructions that are entered into the computer for processing. To enter data or instructions. Information or data transferred or to be transferred from an external storage medium into the internal storage of the computer. Examples: A disk with information on it or a stack of paper with information to be entered.
The act of moving data files and programs to a drive, setting up, connecting or adjusting for use.
Completeness or wholeness. In PBS applications the word is used in the context of the data integrity report. This report is used to check the integrity of data files to see if any data has been lost.
The brightness of the characters on the screen. As used in high or low intensity. This means some characters will appear brighter more intense on the computer screen than others do. This is to help the user identify and find data on the screen.
The amount of money charged or paid for the use of another’s money. A charge for a financial loan, usually a percentage of the amount loaned.
An electronic device that arranges data and controls the transmission of data between a processor and an I/O device.
A program that brings data from one software application (module) to another.
To link a processor with another piece of equipment, such as a printer.
To bring data from one software application (module) to another.
An itemized list of articles, materials or possessions on the premises or in stock, showing quantity, description, cost and other details. The physical goods located on the premises of a business or stored in a warehouse. A software application (module) that performs the functions of tracking inventory and inventory information. See Item
A complete list of the merchandise, goods or services delivered to the buyer by the seller. It usually shows quantity, price, shipping charges and any other costs or discounts. A bill.
Abbreviation for Input/Output. Describing all the activities of getting data into and out of the computer.
A single thing in a list. A single piece of merchandise in an inventory.
The journal is sometimes called the book of original entry. The unit of organization of the journal is the transaction entry and these are recorded in time sequence. A single transaction may have many debits and credits all to different general ledger accounts. The general ledger is organized by account. Transferring entries from the journal to the general ledger is called posting. Each debit and credit of a journal entry is copied into the ledger under its appropriate account heading. The journal and ledger entries are then cross-referenced with each others page numbers. See Ledger, General Ledger, and Compare with General Journal
A field in a record that makes that record unique from all others in the file and identifies it. Example: In a Customer file there is a separate record for each customer that is identified by the customer’s number. In this case the customer number is the key. In some cases keys are not unique, but simply serve to retrieve the record. Example: The customer name.
Abbreviated KB or K. A kilobyte is equal to 1,024 bytes. Example: 8 kilobytes = 8,192 bytes Computer memory and storage capacity is measured in bytes. It is more convenient to deal with the numbers involved by using the unit of measurement called the kilobyte or megabyte. See Bit, Byte, Megabyte
The expenses incurred for workers in addition to their actual wages. It includes such things as the employer’s share of FICA social security, federal and state unemployment insurance tax, workers’ compensation insurance premiums, employer-paid union contributions, etc. The words burden and overhead are defined in this glossary as the same. However, labor burden is often treated separately from other types of overhead.
The overall plan, design or format. In the General Ledger application (module), this refers to a financial statement layout. This is the list of codes and accounts that define exactly how a particular financial statement is to be printed.
An explanatory caption accompanying things like maps, illustrations and reports. A code found in a financial statement layout in the PBS General Ledger application (module) that results in the printing of the date and column headings.
In accounting, the book of final entry where the transactions of a business, previously entered in a journal or daybook book of original entry are finally posted under specific accounts. These accounts are usually listed in the following order: Assets, Liabilities, Equity, Income and Expenses. See Journal, General Journal
A group of characters or line of text is left justified when it is aligned with the left margin; that is, there are no spaces between the left margin and the first character of the line. See Right Justified
The sum of debts one owes to others. The total of financial claims or potential claims against a person, company or business. The total of financial claims made or able to be made against a corporation. This includes claims for payment to vendors, wages, taxes accrued, etc. One of these claims by itself would be a liability.
The keyboard or printer function that feeds or advances a document one line at a time. Example: a printer, advancing the paper one print line up.
To gather or unite two or more separately written, assembled or compiled programs or routines into a single, more inclusive program.
Pronounced lee-nuks or lin-nucks. An open source operating system that runs on a number of hardware platforms. The Linux kernel was developed mainly by Linus Torvalds and is usually available at no cost or a very small cost from various software developers that have added their own distinctions to the operating system. Linux has many similarities to UNIX. See GLIBC, Operating System
An actual value permanently stored in a program. The letters and words exist in the program to designate the field name.
Local computer/workstation/client
This is the computer where Passport Business Solutions is running. This is where the data entry takes place and where the printing is started.
In networks, local refers to files, devices, and other resources at your workstation. Resources located at other nodes on the networks are remote.
In the case of a client, the software runs on the server and not the workstation, but the result is similar in that the user accesses PBS from the workstation.
Also known as LPN, this is the name of the printer as shown on the local, client Windows workstation. The printer can be attached to the workstation or be a printer on the network. Printers can usually be added, edited and accessed via the client Start menu.
This is printing done to a device that is attached to the local computer. Local printing can be to local “DOS” ports LPTx: or COMx:, or it can also be to USB ports which are not supported in DOS.
A file used to prevent another sensitive file from being accessed by a second user while a critical operation is taking place on the file. Compare with Record Lock
Refers to the existence of programs in a system that prevents a user from accessing a file while another has access to it. See Lock File
A menu that lists the functions of an application (module) available to the user. Example: Customers, Sales, and Cash receipts are selections on the A/R main menu.
To keep things up to date. PBS software has many functions that maintain data. Example: Using the Customers function, you can add, change, view, delete or print customer records. These actions allow you to maintain the customer data.
A permanent file where the main type of reference data for an application (module) is stored. Example: In the Accounts Receivable application (module), the Customer file is a master file. Compare with Transaction File
A menu that lists the application (module)s available to the user. Example: If Job Cost (J/C), Accounts Receivable (A/R) and Accounts Payable (A/P) are on your computer, each is listed on the Master Menu. See Menu
Mb or M Abbreviation for Megabyte. Mega stands for one million, so megabyte literally means one million bytes. However, the exact number of bytes in a megabyte is actually 1,048,576.
The physical object upon that data can be stored. For example; magnetic tape, hard disks, CD-ROMs, DVDs, etc.
A unit of measurement for memory or storage. A megabyte is 1,048,576 1,024 X 1,024 bytes. This is the same as 1,024 kilobytes. See Bit and Kilobyte
A collection of electronic circuits in which data is stored. Each binary digit is stored as an electrical signal within the circuits. Memory is classified as read-only or read/write, and its size is measured in kilobytes or megabytes. See Read Only and Read/Write
A list of choices presented by the computer software to the user. These choices are usually programs or specific program functions. The menu is displayed on the screen, where a number or letter represents each option. There are three menu types in PBS; the Menu bar, Windows menu and the Tree-view menu. Menu selections can be assigned to PBS users. See chapters PBS Users and PBS Menus
Products, goods, commodities and the like, that may be bought or sold. To buy, sell or exchange goods and services.
The least amount of space used to store a file on a disk. This space is determined by the hardware and operating system being used. The minimum file size for any program file or data file normally varies from 1Kb to l6Kb depending on the hardware and operating system. No matter how small a file is, it takes up at least that much space on the disk.
The current method of operation. The current state of a device. Example: Output mode
A part of a program, a whole program or a group of programs designed to fit together with other similar parts. Example: The various parts of the program that make up the Vendors function are modules, and the function itself is a larger module of the Accounts Payable application. See Application
An operating system written by Microsoft Corporation for a variety of l6/32-bit computers. Literally, Microsoft Disk Operating System.
In PBS General Ledger, the function that combines the General Ledgers of a group of companies into one General Ledger. This step is usually done for companies where one or more parent-subsidiary relationships exist. Each company in the group of such relationships maintains its own financial records and produces its own financial statements. However, the group of companies also operate as a single economic entity and so combined or consolidated financial statements are prepared. Multi-company consolidation enables this. See Consolidation
Refers to a computer system set up so that more than one person can use the same programs at the same time from different terminals. All users can access the same files except when a file has been protected. See File Protection
The amount remaining after all necessary deductions or losses have been accounted for, as a company’s net profits. See Profit
The amount designated on an invoice as the final amount.
The final amount on a check paying a bill after all discounts have been deducted; or on a payroll check the final earnings amount after all taxes and other deductions have been removed.
Net Current Assets
See Working Capital
The residual value of an economic entity that can be realized by the owner[s] after all claims by creditors have been fully satisfied.
Pertaining to data that consists only of numbers, rather than letters and numbers. See Alphanumeric
A program that has been translated from a source program, by means of a compiler, into a form directly understandable by a computer or runtime. The computer uses the object program; the programmer creates it with the source program. See Source Program, Runtime, Compiler
A code whose values consist of only one character. Example: In Accounts Receivable the customer’s balance method is a one-character code: B for Balance Forward or O for Open Item.
The situation in the operation of the system that its peripheral equipment is under the control of the main computer. Example: When a printer is being used to print data from the computer, it is said to be on-line. When it is switched over to be used independently as a typewriter, it is off-line. Available for use by the computer. Example: The printer is plugged into the computer and the power is on. The printer is then on-line. The programs and data files residing on those disks that are actually in the computer disk drives.
A set of programs provided by the computer manufacturer that act as a go-between for the user between the computer and the application software. When the user wishes to run a program or perform a task, he informs the operating system, that then instructs the computer on what task it should perform.
Example: The user goes through the computer’s operating system to start an application program. The operating system starts the application software so that the user can handle his accounting.
Data files that are on-line and actively available for use by the computer. Data files used by the user in his daily activities on the computer.
Results produced by a computer. To transfer information from a computer to an output device, such as a printer or to view the data on the screen.
See Equity
The function from which an access group is built, or the function from which another is temporarily accessed.
In the PBS General Ledger application (module), the Chart of accounts function allows the user to enter a one-character code to define the use of parentheses on financial statements. The code specifies whether debit or credit values for an account constitute a non-typical balance. If the balance in an account is non-typical, then it is enclosed in parentheses. Example: Cash is usually a debit balance account, so its parentheses control code would be C for credit. This means that when the cash account has a credit balance, the dollar amount will appear in parentheses on financial statements to indicate that this balance is not typical.
A group of characters that uniquely identifies the user of a system and that controls his or her access to the system. Example: A password is created called William. In combination with the PBS custom menu, this password is defined so the user of the password can enter accounts receivable transactions, but cannot make changes to the Customer file.
Access to programs and data on a computer controlled by passwords.
A change made to a program to correct a mistake or change its operation.
Requiring payment. The area of a business’s accounting dealing with transactions requiring payment by the business: Payables, or Accounts Payable.
Something of value given in return for goods or services.
Literally, the roll to be paid. A list of employees receiving wages for a given period, showing the amount due to each, as well as the total sum to be paid out. The total sum of money to be paid out to employees at a given time.
Abbreviation for Personal Computer.
Abbreviation of Printer Control Language. See Printer control language
The proportion or amount of the total profit that can be attributed to a particular item or customer. Example:20% of our profits last year came from sales of our new roller skates.
The proportion or amount of the total sales that can be attributed to a particular customer’s item or salesman. Example: Bill Smith produced 15% of our sales.
A period of time from the first day of the present period, up to and including the current date. Used as a period of time to encompass the amount of sales, the quantity of items sold, etc. Example: The period-to-date sales are $15,000. Example: If the current period began June 1 and today is June 20, then sales period-to-date would be all sales made from June 1 to June 20.
An input, output or storage device connected to the computer, such as a printer, a monitor, etc.
A payment or benefit received in addition to regular wages or salary. A tip, gratuity. A benefit expected as one’s due.
A list of inventory items to be gathered and prepared for shipment, usually listed in order of bin location in the stockroom or warehouse.
Point of sale refers to the place and time at which goods are being purchased or services delivered. An invoice available at that time and place is called a point of sale invoice. This is in contrast to an invoice that is available some time after the actual sale and that must be mailed to the customer. For example, an invoice available to a patient at the end of a doctor’s office visit is a point of sale invoice.
Point of Sale also refers to the PBS application (module) for doing these types of transactions.
In accounting this means to place records into the General Ledger. In PBS software, this means transferring transaction data into the permanent files. In order to affect previously posted information, new adjusting transactions must be entered and posted; previously posted data cannot be changed directly.
Required as a prior condition to something.
To have a printer write out the information requested. You may also have the option to display a report. In this case the information is shown on the computer screen, rather than being printed.
The function of selecting and then causing to be printed reports that have earlier been saved on disk.
An option available in PBS software where reports can be directed to be saved on disk for later printing.
The device that prints on paper data received from a computer.
Printer Control Language (PCL) was developed by Hewlett Packard and used in many laser printers from various printer manufacturers to control certain printer settings and options.
The most common PCL commands used by PBS are size and position font controls.
There are 6 versions of PCL codes . Version 6 has different compatibilities. The PCL 6 standard version is backwards compatible with PCL 5. PBS works well with these types.
This is the name assigned to the printer which is shown in the Windows list of “shares”. This name can be distinct from the Local Printer Name. It is better for compatibility across different versions of the Windows operating systems that the Local Printer Name (LPN) and the Share Name be made the same.
To work on, perform calculation with, sort data. Example: To process payroll records, you enter employee information, such as employee number, pay rate, hours worked, etc. into the computer. The computer processes the data performs calculations, such as computing taxes and payroll deductions, and then prints pay checks.
The computer component that does processing. The combination of memory and a microprocessor that makes up the thinking part of a computer, in contrast to the data storage devices. The processor works on input and produces output.
The increase in the net worth of a business in an accounting period. The return received from a business after all the operating expenses have been subtracted from the income.
A decrease in net worth of a business in an accounting period is loss.
A statement showing the net profit or loss for a given period. A financial statement that shows the gross income for all goods or services sold, less all costs involved in producing those goods or services. This is normally calculated for a given time period, such as a month, quarter or year. Also called an Income Statement. See Financial Statement
A part of a business that generates its own income and incurs its own expenses, that you choose to break out separately for accounting purposes. Example: One store in a chain of stores generates its own income through sales to its customers, and incurs its own expenses, such as its employees’ wages and telephone and utility bills. A conceptual rather than physical part of a company could also be a cost center. Example: In a company, one cost center could be Industrial Product Sales and another could be Home Product Sales.
A message displayed on the screen that tells the user what to do next or what his current options are.
To distribute expenses, profits, or other money, in ratio to a predetermined rate or percent. Example: The total cost of the party was prorated over all the merry-makers.
To obtain in exchange for money or its equivalent; buy. That which is bought.
A form that is used as an aid to purchasing goods or services. It requests the purchase of items or services. The form states the item, quantity, description and expected cost. Once approved, this form can be sent to the vendor. Later, you can compare it to the goods received and to the vendor’s invoice, to authorize payment and ensure that the correct item was received. An order from a customer for goods or services.
To delete data from a file. Once the data is purged, it cannot be recovered. Example: The Distributions to G/L function allows you to purge the distribution data, thus assuring it is not added to your General Ledger a second time [double posted].
To line up. In computer science, queuing refers to lining up jobs for a computer or device. For example, if you want to print a number of documents, the operating system (or a special print spooler) queues the documents by placing them in a special area called a print buffer or print queue. The printer then pulls the documents off the queue one at a time. Another term for this is print spooling.
A quotation is similar to an invoice in appearance. The main difference is that the sale has not been agreed upon yet, so the quotation is a proposed agreement about what services or goods will be sold and for what price.
To restart a computer by reloading the operating system.
Awaiting or requiring payment. The part of a business’s accounting system that handles receivables, usually called Accounts Receivable.
In the Job Cost application (module), recognized profit is the amount of profit that you recognize for accounting purposes in a period. It differs from estimated or expected profit. Recognize is an accounting term meaning to record in your General Ledger. When profit is recognized, it then shows up on your P&L Statement, and not before. Using the Percentage Completion method of accounting for a job, profit is recognized based on the percent of the job that is complete at the end of an accounting period. This differs from the Completed Project method of accounting, where the entire profit is recognized all at once, when the job is 100% complete. Example: Although Job #3 is not complete by Dec. 31, our profit based on current estimates is $30,000, so we will enter a recognized profit transaction for that amount. See Profit
To change from one configuration to another. See Configuration
A complete set of information. Records are composed of fields, each of which contains one item of information. A set of records constitutes a file. See Field
A method used in multi-user computer systems to protect data files. For example, one user is making changes to the G/L account record. Another user will be allowed to use this account during this time, but if he makes changes, the record will only be updated if these changes do not conflict with the changes made by the first user. This allows one user to post sales, for example, while another user is updating various customer records with new zip codes.
This differs from earlier versions of PBS software. In earlier versions, if one user was making changes to a record, no other users could use this record until the first user was completely done with it.
To bring a file or device back to its original empty state. See Initialize
A formal or official recording of financial transactions. A book of such entries.
A repayment. Paying back or compensating a person for money spent or for losses.
A file with relative organization. In a relative file, each record is accessed using a number value that specifies the record’s numerical position in the file. In other words, the computer tracks the location of the first record in the file and keeps the location of all the other records relative to the first record. Example: The first record is at location 51 in the file. Another is stored at location 54, 3 locations after the first record; therefore, its numerical position in the file relative to the first record is Compare with Indexed File, Sequential File
This is done to a printer attached to a remote computer. It can be either a server (client to host-server) or a peer PC (client to host peer-PC) or to a remote peer-printer. In the case of printing to a remote host computer - server or peer-PC, the printer is identified using the UNC (Universal Naming Convention) for the printer. This will have the form: \\HOST_NAME\HOST_QUEUE_NAME
A program utility that restores an exported file. All the data contained in the exported file will be transferred to the restored file. See Export, File Recovery Utility, Restore Program
A utility program that restores an exported file.
The stockholders’ equity derived from retaining keeping within the business profits from the business. The accumulated profits of a corporation from its inception, minus any losses or dividends.
The total income of an organization, derived from all sources, usually calculated for a specific time period. A portion of this total income.
A line of text or a group of characters is right justified when it is aligned with the right margin or right hand boundary of a field or page; that is, there are no spaces between the right margin and the last character of the line of text or group of characters.
Also, to round-off, round-up or round-down. The action of raising or lowering a fractional number to its next significant digit as a convenience in arithmetic calculations. For example, the number 3. 78 could be rounded up to 3. 80 or to 4. 00, depending on how much precision is wanted in the result.
An alternate word for a program, or a part of a program that performs a clearly defined function.
To execute a program on a computer. When a microprocessor carries out the instructions of a program, the program is said to run.
A transaction or account balance that is re-totaled each time a new entry is made.
A special intermediary program that interprets the instructions in a COBOL object program and causes the computer to execute them. See Object Program
A fixed compensation paid to an employee on a regular basis.
The exchange of property, products or services for a specified amount of money or its equivalent. A special price, lower than normally charged for an item, to generate more business.
See General Journal
A tax levied by a city or state government that is added to the retail price of an item and collected from the buyer by the seller. The seller is then required to pass this tax on to the government tax agency.
A screen can display only a certain number of lines or rows of characters at one time, usually 24 or 25. The computer can keep many more in memory. To bring additional data into view, a line of characters is removed from the top of the screen and a new line is added to the bottom or vice versa. When this action is repeated continuously, it gives the illusion of text moving past the screen.
To choose a function from a menu or submenu. Example: It is possible to select the function, Vendors, from the Accounts Payable menu of the Accounts Payable application (module).
A file whose organization is like a simple list of records, in that the first record is the one that was placed there first, and the last is the one that was placed there last. Example: If the first record in the file is at location 1, then the second record placed in the file is at location 2, third at 3, etc. This differs from a relative file, in that the location of the record is determined by its record number. In a sequential file, the record number is determined by its location. Compare with Indexed File and Relative File and SQL
The action of transporting goods from a supplier to a customer.
This is the Internet mail transfer protocol. It is the main protocol used to send electronic mail on the Internet, consisting of rules for how programs sending mail should interact with programs receiving mail.
Full form Simple Mail Transfer Protocol
The term applied to all application and utility programs that can be used on computers.
The instructions for a computer written by a programmer but not yet compiled (See Compile) and therefore not yet executable by the computer. No matter what the language is, the source code must be turned into object code that the computer can then execute. [Compare with Object Code, See Runtime] In the PBS General Ledger application (module), a six-character code that is used to identify where a General Ledger transaction originated. Example: CSHJNL for Cash Journal. The source code is used by the Source Cross Reference Report function. See Source Cross Reference Report
A PBS General Ledger function that provides a listing of transactions grouped by their Source Code. Its purpose is to allow easy reference to original journals and registers. See General Journal
A program written in a programming language, such as COBOL, that must be translated through the use of a compiler into an object program. The object program will normally be in a language directly understood by the computer or an intermediary runtime program. Compare to Object Program. See Runtime
This word is from the acronym SPOOL that stands for Simultaneous Peripheral Operations On-Line. Spooling is a technique that allows a report to be printed on the printer at the same time that another program is running. Instead of a report going directly to the printer, it is saved as a disk file. These disk files are lined up in a queue on a first-spooled first-printed basis. When the printer is available, the report is printed and at the same time some other program can be run.
A program, usually part of the operating system of the computer, that controls the spooling of reports and the printing of spooled reports.
Acronym for Simultaneous Peripheral Operations On-Line. Spooling refers to putting jobs in a buffer, a special area in memory or on a disk where a device can access them when it is ready. Spooling is useful because devices access data at different rates. The buffer provides a waiting station where data can rest while the slower device catches up.
The most common spooling application is print spooling. In print spooling, documents are loaded into a buffer (usually an area on a disk), and then the printer pulls them off the buffer at its own rate. Because the documents are in a buffer where they can be accessed by the printer, you can perform other operations on the computer while the printing takes place in the background. Spooling also lets you place a number of print jobs on a queue instead of waiting for each one to finish before specifying the next one.
It is often referred to as Structured Query Language and often pronounced as seekwel. In the 1970s when it was initially developed by IBM, it was called SEQUEL for Structured English Query Language.
It is a database computer language designed for managing data in relational database management systems (RDBMS), and originally based upon relational algebra and calculus. Its scope includes data insert, query, update and delete, schema creation and modification, and data access control.
The advantages to SQL include the ease of extracting data from an SQL database using a query and the possible integration of data with other SQL based systems. See Relative File
In the PBS General Ledger application (module), a function that allows the user to add, change, inquire, delete or print an edit list of recurring journal transactions. This function allows use of either permanent or variable transactions. A permanent transaction is one for which the dollar amount remains the same in each period, such as a rent or mortgage payment. A variable transaction is one that occurs every period, but at varying dollar amounts, such as utilities and phone expense. Compare with General Journal
The value of the file at which a File recovery utility procedure begins. See File Recovery Utility, File Key
A listing of a customer’s account that shows the current amount due. It includes a summary of the type and amount of all transactions that occurred during a specific time period, usually a month. A report summarizing the financial activity of a business. Financial Statements have standard formats and present financial information in pre-defined ways. See Profit and Loss Statement, Balance Sheet
A supply of materials kept for current or future use. The total merchandise that a merchant has on hand to sell. Shares issued by a corporation representing fractional ownership in the corporation.
A device such as a hard drive capable of receiving data and retaining it for an indefinite period of time and supplying the data to the processor.
A connected sequence of characters. Example: The characters J, O and E are connected to form the string JOE.
In PBS modules, account numbers are divided into as many segments, of which there may be as many as four. All but the main account are optional. Sub-accounts are a finer division of accounts if Account 400 were Office Expense, 400-011 might be Paperclips.
PBS is based on an older version called RealWorld. In early versions of the RealWorld products (prior to Version 8), sub-accounts were used as cost centers.
A menu that is subordinate or junior to a main menu. Enter, Edit list, Post and Import are submenu selections of the Payables menu in Accounts Payable. See Menu
The staff of a computer or software company whose job it is to help you with questions and problems.
A type of financial statement showing the details of one particular financial area, used to supply evidence or additional data for a more general financial statement. See Financial Statement
An interrelated collection of things working together as a unit for a common purpose. A computer is a system composed of a processor and peripherals. A software application (module) is a system of interrelated programs.
Also known as the System Administrator or Systems Administrator. An individual responsible for maintaining a multi-user computer system, including a local-area network (LAN). Typical duties include:
| • | Adding and configuring new workstations |
| • | Setting up user accounts |
| • | Installing system-wide software, such as PBS |
| • | Performing procedures to prevent the spread of viruses |
| • | Allocating mass storage space |
A set of programs supplied by the manufacturer of the processor. Systems software consists of an operating system and utilities. Systems software is a collection of computer programs that control the overall operation of the computer and perform such tasks as assigning places in memory to programs and data, and controlling the overall input/output of the system.
See Thin Client.
A table is a set of data elements (values) that is organized using a model of vertical columns (which are identified by their name) and horizontal rows, the cell being the unit where a row and column intersect. A table has a specified number of columns, but can have any number of rows. Each row is identified by the values appearing in a particular column subset which has been identified as a unique key index.
A table is where data is stored when using SQL. All customer records are in the customer table.
A file is where data is stored in the classic COBOL type of data storage. See File
A non-voluntary contribution for the support of a government, required by law of persons, groups and businesses. See Sales Tax
A monitor or terminal is a piece of hardware that provides a computer user with a way to communicate with the computer input and the computer a way to communicate with the user output.
Software that displays character-based software, usually on a Windows workstation.
The exact conditions or stipulations that specify how goods and services are to be paid for. Some common terms are: Net 30, meaning the amount owed must be paid in 30 days. 2/10 net 30, meaning the amount due must be paid in 30 days, but if it is paid within 10 days, there will be a 2% discount. Discount payment terms are often offered to encourage prompt payment.
A type of data that looks like common printed material, in contrast to coded or strictly numerical data. The data on this page is text.
A client or workstation designed to be especially small so that the bulk of the data processing occurs on the server. In can also result in a overall faster system.
With the special AcuCOBOL runtimes it is also a means of displaying Linux or UNIX server installations of PBS on workstations in more of a Graphical User Interface.
A measure of the productive work done by a device. Example: The throughput of a printer is the number of pages per minute it can print.
A business event. A single exchange between two businesses, two financial entities, or two parts of one business or financial entity. Abbreviated to trans or trx.
In PBS software a data file in which records are kept temporarily. A transaction file is used to store the results of data entry, so that this data can be reviewed and edited before posting. There is one exception: the PBS General Ledger Transaction file is a master file; its data is permanent. See Posting, Edit, Edit List, Compare with Master File.
A report showing the debit and credit sides of a double entry accounting system. The sum of the debits should equal balance with the sum of the credits, or there is an error.
Short for Universal Naming Convention or Uniform Naming Convention, a PC format for specifying the location of resources on a local-area network (LAN). UNC uses the following format:
\\server-name\shared-resource-pathname
See UNC
Pronounced yoo-niks. It was once a popular multi-user, multitasking operating system developed at Bell Labs in the early 1970s. Created by just a handful of programmers, UNIX was designed to be a small, flexible system used exclusively by programmers. Due to its portability, flexibility, and power, UNIX did become a leading operating system for server for many years. The PBS software runs on SCO Open Server UNIX. Now, Linux has become the operating system of choice for former UNIX users.
In the early 1990s, Passport developed special versions of the software to run in all the different "flavors" of Unix and Xenix. This was the foundation to Passport becoming RealWorld corporation's largest value-added reseller. Passport still offers UNIX and Linux versions of PBS.
See Linux, See Operating System
Short for Universal Serial Bus, an external bus standard that supports data transfer rates of 12 Mbps. A single USB port can be used to connect up to 127 peripheral devices, such as mice, modems, keyboards and printers.
Programs that are usually supplied by the computer manufacturer as part of the system software. Utilities are not part of the operating system, but are used on an as-needed basis. Example: The COPY and SORT utilities.
The quantity or symbol contained in a field, as opposed to the name of the field or its location in memory. Example: A field on the screen may be named CUSTOMER TYPE; but for one customer the field’s value might be E, and for another customer its value might be B.
In the Standard Journal function in the PBS General Ledger application (module), any entry made to the same account for different amounts each period.
The difference between some comparison amount and the actual amount. A variance can be shown as an amount $1,000 over or as a percentage -2%. Example: The difference between the estimated cost of a job and the actual cost of the job, or the difference between last year’s ending account balance and this year’s.
Any person or company engaged in selling something. A supplier of goods or services.
A revision of the PBS system and in some cases an individual PBS application (module). This includes the individual application (module) program and its documentation. This is sometimes referred to as the release level. Example: Version 12.01.02.00
To observe on the computer’s screen. A PBS function to view information without making any changes to it.
(pronounced as separate letters) Short for virtual private network, a network that is constructed by using public wires to connect nodes (computers or other devices with a unique addresses).
For example, there are a number of systems that enable you to create networks using the Internet as the medium for transporting data. These systems use encryption and other security mechanisms to ensure that only authorized users can access the network and that the data cannot be intercepted.
Also know as Microsoft Windows. Microsoft Windows is a series of software operating systems and graphical user interfaces produced by Microsoft Corporation. See Operating System
A printer that does NOT accept PCL codes. See Printer control language
A software application (module) designed specifically to type, edit and print text for such things as letters, magazines, books, etc.
A file in which data is temporarily stored for use by a single program. Once the program is finished, the file is no longer of use. PBS work files are created in the folder/directory RWWRK.
The current monies or assets of an individual or company, after deducting current liabilities, that are available to be put to work by the individual or company. Also called Net Current Assets.
An employer reports an employee’s total earnings and total taxes withheld on a W-2 Form at the end of the year. Also called the Wage and Tax Statement. The employer sends a copy of this W-2 Form to the IRS and gives several copies to the employee. The employee uses it to fill out the individual tax return required by the IRS and state and local agencies.