Shareware Grab Bag/Shareware Grab Bag.iso/005/advldgr.arc/MAGEELGR.PRN

Text File | 1984-12-13 | 12.9 KB | 1,129 lines

                     The 123 Ledger (tm), Version 1.6

     (C) Copyright 1984  by Patrick T. Magee.  All Rights Reserved.


                                 Preface

     The 123 Ledger is an advanced Lotus 1-2-3(tm) application making
     extensive use of 1-2-3's macro, database, and date-arithmetic
     features.  The end result is a general purpose transaction processo
     that can be used for summarizing checks or maintaining a general
     ledger.  The application was designed to allow for up to 1700
     transactions and over 100 account numbers, on a computer having
     only 256k of memory.

     This application is managed by over 30k of macros which give
     even the most novice users easy access to the upper limits of
     1-2-3's power.


                            Table of Contents

     Introduction

     Online Help System

     Modifying Database

     Querying Database

     Summarizing Database

     Setting Up The 123 Ledger For Your Business

     Saving and Exiting

     Quick Reference Guide



























INTRODUCTION

     Begin by loading The 123 Ledger as you would a normal worksheet.

     /File Retrieve <MAGEELGR> <RETURN>

     You should see the following menu appear:



========================================================================
                           The Winning Company                   Apr-84
========================================================================




                         1     Modify Data
                         2     Query Data
                         3     Summarize Data
                         4     Setup Options
                         5     Online Help
                         6     Save/Exit Options


                           Enter Selection ......



======== Copyright 1984 (C) =========== by Patrick T. Magee, CPA =======


     THE ONLINE HELP SYSTEM

     As you can see, there are six main menu options.  Select option
     number 5 by pressing the 5 key.  This takes you to the main help
     screen which gives you an overview of all the command options as
     shown below.

========================================================================
                         Directory of Menu Options
========================================================================

    1           2                 3             4       5        6

 MODIFY       QUERY           SUMMARIZE       SETUP    HELP   SAVE/EXIT

 1.1 Add      2.1 Account     3.1 All         4.1 Recalc       6.1 Save
 1.2 Edit     2.2 Date_Range  3.2 Date_Range  4.2 Company      6.1 123
 1.3 Sort     2.3 Both        3.3 Xtract      4.3 Date         6.3 Exit
 1.4 Balance  2.4 Freeform    3.4 Scan        4.4 Initialize   6.4 Load
 1.5 Date     2.5 Scan        3.5 Print       4.5 Formfix      6.5 Dir.
 1.6 Print    2.6 Print       3.6 Help        4.6 Help         6.6 Help
 1.7 Help     2.7 Help        3.7 Quit        4.7 Quit         6.7 Quit
 1.8 Quit     2.8 Quit












     Note that you can view help on any command option by selecting an
     option from the menu appearing on the command line.  Note that all
     menus that appear on the command line work exactly like 1-2-3's
     menus.  You can select options by either typing the first letter,
     or pointing and pressing RETURN.

     There are 13 help screens in all.  Type a 3 to view the help for
     the Summarize options.  This takes you immediatly to a help screen
     for these options.  Pressing RETURN once takes you to the second
     screen, and pressing RETURN a last time takes you back to the main
     help menu.


THE MODIFY DATA OPTIONS

     Type in a 1 to select the Modify Data option.  This takes you to
     the top of the transactions database and brings up the Modify menu.

     This is the only place in the system that you can alter the
     content or structure of the database.

     There are two ways to add records; the first is under complete
     macro control using the Add option, the second is with little or no
     assistance from the macros under the Edit option.


     THE ADD OPTION

     Type an A to select the Add option.  You will be taken to the
     bottom of the database and prompted for the required information.
     The sample transaction you will enter here is as follows:

        05-Apr-84   577  Office supplies           655     (75.00)

     The first prompt that appears is:

          Enter Day of Month(2nd as 2) :

     Note that the current month and year appear in the upper left hand
     corner of the screen (this is changed by the month option).  All
     have to do is type in the day.

     Type in 5 and press ENTER

     Note that the entire date is entered, the cell is formatted, and
     the cell pointer is moved to the next cell.

     The next prompt to appear is:

          Enter Transaction Number:

     Type in 577 and press ENTER.

     The next prompt is:











          Enter Payee/Description:

     Type in "Office Supplies" and press ENTER.

     The next prompt is:

          Enter Account Number:

     Type in 655 and press ENTER

     And the final prompt is:

          Enter Amount:

     Checks are entered as negative amounts so type in -75 and press
     ENTER.

     The cell is formatted currency with two decimal places and the cell
     pointer is positioned for entering the next transaction.


     Although this method of data entry is simple and straight forward,
     most people will find it too slow and cumbersome.  This application
     was designed primarily for quick and dirty transaction processing,
     and thats where the EDIT option comes in.  As the message indicates
     at the top of the screen, you can enter a 0 for the day of month to
     return to the main menu.  Note that the message dissappears as the
     menu reappears.


     THE EDIT OPTION

     Select the Edit option now by typing the letter E.  Note that two
     messages appear in the message area before the macros return you to
     READY mode.  In READY mode, you are free to move around with the
     direction keys and issue regular 1-2-3 commands to alter the
     contents of the database.  At this point, transactions can be
     manually, or with the aid of the Alt-A macro, which is the
     recommended method of transaction entry.  To illustrate this macro,
     you will enter the following transaction.

        22-Apr-84   578  Business Periodicals     675     (25.00)

     Move the cell pointer to the next blank row in the database and
     move to the Date column.  Hold down the Alt key and tap the A key.

     Type in the number 22 and press ENTER.
     Type in the number 578 and press ENTER.
     Type in "Business Periodicals" and Press ENTER.
     Type in the number 675 and press ENTER.
     And lastly, type in the number -25 and press ENTER.

     Note that the macros handle all cursor movement and cell
     formatting as before.  The advantages to this method are that
     only the Date entry is required - the rest can be skipped
     simply by  pressing ENTER.  It's also much easier to break out










     of a macro(by pressing Control-Break) make a correction, and
     resume.  Or you may just want to enter a  single transaction,
     copy it down several rows and modify it.  Often  my clients
     simply enter the date, account #, and amount.


     CHANGING THE CURRENT MONTH OR YEAR

     To do this, return to the main menu by holding down the Alt key and
     tapping the R key.  Select the Date option, enter the new year and
     month numbers as prompted, and you're ready to do the next period.


     OTHER MENU OPTIONS

     The following briefly summarizes the remaining options available
     from this submenu.

      Sort -  lets you quickly sort the database on any field with only
              a couple keystrokes (Pressing S, D, and ENTER) is all that
              is required to sort the database by date in ascending
              order.

      Balance-displays the total of all transactions up to and
              including a specified date.  If The 123 Ledger is being
              used as a checkbook ledger, this will display your
              balance on any given date.  You simply select the
              option, enter a year, month, and day, and the balance
              is calculated and displayed.

      Print - Prints a listing of the entire database.

      Help -  takes you immediatly to the help screens for the Modify
              Database menu options.

      Quit -  Returns you to the main menu.

     You've been familiarized with the database and how it is modified.
     Now you're ready to see what this application is really all about.
     Select the Quit option to return to the main menu.


THE SUMMARIZE DATA OPTIONS

     You can select the summarize option by typing the number 3.  To see
     all of the transactions totaled by account number, select the All
     option by typing an A.  A few moments later, you will see a list of
     account numbers appear and their current balances.  The macro that
     does this uses a combination of Data Query Unique, Data Table 1,
     Data Table Sort, and a single @DSUM formula to produce this
     summary.  This technique allows you to have over 100 account
     numbers, and enter over 1700 transactions, with a 256k computer.

     The Date_Range option does the same thing but only includes
     transactions that fall within a specified date range.  This is
     useful when more than one months data is entered into a single










     database.

     The Print option in this submenu gives you 3 choices:  The first
     simply prints the summary section as it currently appears on the
     screen;  The second produces the equivalent of a G/L listing - it
     takes one account number at a time, prints it's balance, and all
     the transactions that make up that balance;  The third does the
     same thing as the second, except for a specified date range.


THE QUERY DATA OPTIONS

     Select the Query Data option from the main menu now by typing 2.
     This section lets you quickly review the transactions for a given
     account number, date range, or both.  For example, if you wanted to
     see all of the transactions for account number 665, you would
     select the Account option by typing an A, type in the number 665,
     and press the ENTER key.  In a second or two, you should see a list
     of all the transactions for that account number.

     To see all the transactions for account number 665 for the month of
     May, select the Both option by typing a B, type in 665 and press
     ENTER.  A menu will appear with two options: Dates_Ok and
     Change_Dates.  The current beginning and ending dates are displayed
     on the screen, to leave them unchanged for this command, select
     the Dates_Ok option.  You will probably want to change them
     however, so select Change_Dates.  You will be asked for two sets
     of dates.  For each, you must enter a year, month, and day.  The
     exact keystrokes are as follows:

       84 <ENTER>
       4  <ENTER>
       1  <ENTER>

       84 <ENTER>
       4  <ENTER>
       30 <ENTER>

     After pressing the last ENTER, you should see the list of
     transactions appear on the screen.











































































































































































































































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