PDA Software Library/pdasoftwarelib.iso/PSION/MISC/SNAEXP/SNAEXP0.TXT

Text File | 1996-09-28 | 14.3 KB | 301 lines

EXPENSES MANAGER V1.0 (SIENA Only)
----------------------------------------------------

Following the success of my Personal Accounts program for the Psion
S3A & S3C, S3ABANK, a number of people  suggested I issue some
of the optional modules as standalone programs.  S3A EXPENSES
was the fifth of these modules (the others are the Investment Tracker,
S3AINVx.ZIP, the Financial Planner, S3APLANx.ZIP, the Fuel
Consumption monitor S3AFUELx.ZIP and the Home Inventory,
S3AHOMEx.ZIP, where 'x' is the version number).  This program
allows you to keep track of your Expense Account, accepting expenses
by category, and automatically calculated vehicle journeys.   I have
now rewritten it to run on the Psion SIENA, as SNA EXPENSES.

To Install the program, do the following:

1.     Put SNAEXP0.APP into any \APP\ directory .
2.     If you have a Company Vehicle and would like to use the optional
vehicle monitor put the SNACAR0.OVL module into an
\APP\SNAEXP\ directory.
3.   If you want to use the optional On-Line Help (Highly
recommended) put the file SNAEXPH.OVL into the
\APP\SNAEXP\ directory.
4.    If you want to use the optional Print option put the file
SNAEXPP.OVL into the \APP\SNAEXP\ directory and the file
SNAPRINT.DYL into an \OPD\ directory  (Note that this latter
file is common to all my programs, so if you have more than one
of them you only need one copy of this file).
5.     Install as usual, using <PSION-I>.

Now go into the program, ideally using <PSION-N> to name the file
for the first trip, although the default name EXPENSES is used if you
just press <ENTER>. The 'nag' screens can be removed by registering
the program, which will also allow you the full 200 entries/trip.  The
unregistered version allows you just ten entries, to see the capabilities
of the program, and a limited number of categories.

You will then be asked for a title for the trip, the overall expense
allowance for the trip, either per-diem or total (leave this at zero if it is
not applicable), the vehicle rate (for example, 25c/mile would go in as
0.25, although again, leave at zero if it is not applicable) and the
symbol for the Currency in use.  If you are never going to use multiple
currencies this can also be left blank.  If you have loaded the optional
Vehicle Monitor module, you will also be asked if you wish to add a
monitor page to this trip, and if you say 'yes' you will be asked for the
Vehicle name and number and whether you wish the program to start
up in the Expenses screen or the Vehicle Monitor screen.

Working through the MENU commands will show you the capabilities
of the program, but to get the best out of it, I suggest you go through
the following mini-tutorial.

First thing to do is add a few Categories using <PSION-M>.  I suggest
Food, and Car Park  as a start, and you will need to think of a 2-3
letter 'short' code as well.  Now put in some dummy entries, either
from the Menu, the 'hot key' <PSION-E>, or just by pressing
<ENTER>.  I suggest you put in one Car Park bill, ensuring it is a
'Spend' and the category is 'Car Park', and two Food Bills with the
category set to 'Food'.  Now enter a vehicle journey, again either from
the Menu or the 'hot key', <PSION-J>.  You will see that the cost is
evaluated automatically, depending on the Vehicle Rate you entered at
the start.  Finally, enter another Food Bill, but set it as a refund, to
demonstrate money received back from the Company.   Although the
Psion S3A had enough screen space to display the category in full, this
is not true of the SIENA, so only the 3-letter code is shown or, in the
case of a journey, the distance covered.  To see the full details of an
entry just select the entry and press <PSION-I> or <I>.   Note that the
Category column is not available if the Info Window is selected 'On'.
Use <Fn-Menu> to switch the window.

Note that the lower window will display the total expense allowance (if
applicable) and also the amount of spend to-date, to allow for
comparison.  The bottom line is normally used to display the trip title
and the total distance covered but, as will now be demonstrated, is
used to show any æfiltersÆ that are set.

Now, from the Category menu, select 'Category Filter' or <PSION-C>
and select 'Food', leaving the Date Filter OFF.  Pressing <Enter> now
gives you a display of only those entries associated with that filter.
Now select the filter again and reset it to 'None'.  Note that selecting
the filter to 'Distance' will show just vehicle journeys.  The additional
Date filter can be used if, for example,  you wish to see Food bought in
just January.

How you subsequently treat the program when you have submitted the
claim is up to you.  However, I have provided 3 suggested methods:

1.   Start a new file for your next trip, using the Menu, or <PSION-N>.

2.   Draw a line under the final entry, using the Menu, <PSION-L> or
just <L>.

3.   Reconcile those entries that have been claimed, using the Menu,
<PSION-R>,<R>, or just the <Space Bar>.  This is the method I
recommend.

For the purposes of the demonstration, reconcile the three food entries.

If we now assume that the claim has been paid, we need to remove the
entries, so press <PSION-A> to archive them.  Note from the dialog
that you actually have various options available, but for now use the
'Archive Reconciled Entries' option.  Because this is the first time the
option has been used, you will be prompted for a file name for the
Archive.
This will not occur in subsequent uses of this option.  Now, you will be
asked to select which Archive to use, although at the moment you only
have a choice of one, and whether to Append or Overwrite.  Again,
this is a personal decision.  Some people are happy to run just one
Archive file, some people prefer a file for each type of claim.  Some
like to just keep the last set of records, some like to add the new ones
onto the old ones. For the demo, leave it at Append, and press
<Enter>.

We can now look at the Archive file using the Menu or just <PSION-
SHIFT-A> or the diamond key.  This simply displays the information
with a header giving details of when the entries originated (and the
currency, if that was selected). Note that under the 'Special' Menu, you
still have the Category Filter option, and that full Search facilities are
available under the 'Search' Menu (But only if the Filter is turned
'off').  If you do run multiple Archive files, then the 'File' menu gives
you the appropriate options you will need.

Now return to the main screen, either from the Menu, <PSION-
SHIFT-E>, the Diamond key, or just <Esc>.  Note that in this main
screen entries can be updated or deleted by using the options in the
'Edit' menu, or <TAB> or <Delete> and that <PSION-P> will print
out the entries.

If you have more than one Trip or more than one Archive, there are
various switching methods. In the case of Trips, use <PSION-O> to
open an existing trip.  In the Archive, use <PSION-S> to switch
between archives.  In both screens, the L/R arrows will also cycle
through trips/archives.

If you specified a currency symbol during the initial setup of a trip, you
will be able to use the 'Currencies' option under the 'Special' menu to
specify a second currency.  Simply enter the label and the rate relative
to the original currency.  For example, if your main currency is
English Pounds and you add US$ then the rate figure should be about
1.5.  If that is the wrong way around for you just select 'Inverse Rate'
as your method and put the inverse in.  Now, whenever you input an
entry, you will have the option of using the secondary currency, and
the figure will be automatically converted to the main trip currency.

Now, select 'Set Preferences' from the Menu or <PSION-Q>.  This
allows the following:

    Default Entries.

If you find you are entering the same details on a regular basis, you
can set it up as a Default Entry .  Select the option, and then the 'New
Entry' option.  Note that this menu also allows you to subsequently
update or delete the entry.  Now fill in the details, giving it a
recognisable name.  This entry can now be recalled by using the menu,
or by using <PSION-G> instead of <PSION-E> or, most easily, by
using Shift-Enter.  After selecting the entry, the default values are
filled in for you.  If you want to set up a default journey, simply select
the 'New Journey' option from the original menu instead.

    Default Archive File

If you use multiple archive files, the program will default to displaying
the last used file.  Using this selection you can change that so it always
defaults to the same file, or asks you which one you want, every time.

    Step on Reconcile.

If you are reconciling a number of entries it is often useful to
automatically step the cursor to the next entry after reconciling an
entry.  This option will allow that to happen automatically.

    Printer Configuration

This is a repeat of the option available from the Main screen and
allows you to specify the Printer type (Parallel, Serial, File)  (Provided
the optional Print Module is installed)

    Toggle Total/Balance

By default, the total column shows the overall spend.  Use this option
if you would rather it displayed the amount of your allowance
remaining.

    Toggle Total Sign.

Having used the program myself, I could not decide whether I wanted
the Total column to be negative or positive.  Simple solution was to
make it configurable for either one.

    Date Format

As various different date formats are used throughout the world, I have
allowed for various options.  If I've missed one, let me know.

    Decimal Places

This allows configuration of the number of decimal places to display.

    Currency Separator

This allows you to specify the separator to be used in numbers greater
than 1000

    Font

Use this to specify Swiss or Roman font

    Preference Repeat

If you would prefer to stay in the 'Set Preferences' menu while setting
up the program, rather than having to reselect it, use this option.

Other Menu options allow you to toggle between large and small fonts
for each screen, see the full information for an entry, and to open up a
word processor memopad, similar to that implemented in the Agenda,
to keep text records. Personally I use it to record trip times for the
subsequent claims.

There is also a  'Backup' and 'Restore' options under the 'Trip' Menu.
This simply makes a 'mirror' copy of your data somewhere else on the
disc, to restore if something goes adrift with the original data.

Note that the per-diem allowance is worked out by multiplying the
number of days between the first and last dates in the entries by the
per-diem figure.  This works for my system where an overnight stop
'triggers' a day's allowance.  If anyone does it differently, please let me
know.

OPTIONAL VEHICLE MONITOR

Although the main screen can cope with occasional use of your own
car at the Company's expenses, a number of people pointed out that it
did not really help if you had a Company vehicle and you needed to
keep track of ALL of the mileage covered.  This, then is the purpose of
the Vehicle Monitor screen.  You enter every journey undertaken, with
start and end values for the odometer, and you can allocate each trip to
a category.  There are 2 built-in categories, for Business and Personal,
but you can add additional specific Business categories if you so wish.
I think it's use is fairly self-explanatory, as it uses the same principles
as the main program.   However, as a tutorial, try this:

1.  Create a new trip and say 'Yes' to the Vehicle Monitor.

2.  Enter the Name and Number of the vehicle and specify whether you
want Expenses or the Vehicle screen to be the primary screen.

There are 3 built-in Categories called 'Business', 'Personal' and
'Unallocated'.  However, you have the option of adding extra
categories, again with a 3-letter code, although these will all be treated
as 'Business' for the purpose of display calculations.

3.  Enter a couple of new categories - Client names for example.

4.  Now press <ENTER> to start the log.

5.     Enter all the details, with a description and using one of the
categories.

6.     Now enter a few more, using the 'Personal' and 'Unallocated'
categories as well.  Note that the 'Odometer Start' figure defaults
to the previous 'Odometer Finish' figure, as it assumes you have to
account for ALL the use of the vehicle.

You should now see how the module will work, with the distance
totals permanently displayed at the bottom, and by using the filter, you
can see how various distances are charged against different Categories.
As with the main screen, press <PSION-H> or <H> for full details on
an entry.   You will see the built-in categories display as (B), (C) and
(U), to differentiate them from the added ones.

I should point out that I see this not as a standalone function, but an
add-on to a trip file.  Normal expenses, Hotel, Food etc are still
entered in the main screen, while you simultaneously keep track of the
vehicle in the secondary screen. I do, however, see a linkage that
might be needed to 'feed through' the journey entered in the Vehicle
screen, to the main screen.  I will work on that once some 'real' users
have had a chance to comment and put it in V1.1.

If you find the program useful and wish to register it, please see the
file REGISTER.TXT  for up-to-date instructions on how to register.
Apart from giving you a 'warm' feeling, allowing you 200 entries/trip,
and getting rid of the 'nag' screens, registering will give you access to
full support and notification (only by E-Mail I'm afraid) of regular,
free,
updates.   If anyone has any useful suggestions for improvements, I
will always try and include them in the next version.

If you want to contact me, use the addresses in REGISTER.TXT, or I
am always available on Compuserve 100023,543 or E-Mail on
[e-mail]

Also, I now have a WWW Home Page at
http://ourworld.compuserve.com/homepages/alanrichey   I will always
have news of the program, any bugs found, any enhancements
planned, and the latest BETA test version for downloading, so please
pay a visit.

Cheers

Al Richey