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$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ CashTrac-5.10 $$$ $$$ tm $$$ $$$ $$$ $$$ Personal Finance Manager $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ 301 N. Beauregard St. #1218 $$$ $$$ Alexandria, VA 22312 $$$ $$$ $$$ $$$ $$$ $$$ Electronic Mail: 703-941-2386 $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ ----====||====---- $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ Copyright (c) July 27, 1985 $$$ $$$ John A. MacEvoy $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ Page [ii] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- Table of Contents ----------------- 1.0 Introduction 1 1.1 PLEASE READ THIS! 1 1.1.1 New Users 1 1.1.2 Old Users 1 1.2 Program Capabilities and New Features 1 1.3 License 3 1.4 Warranty 4 1.5 User Registration 4 1.6 Hardware Requirements 6 2.0 Operation 6 2.1 Getting Started 6 2.2 General Data Entry Considerations 8 2.3 The menu Structure 11 2.4 The Checking Account 12 2.4.1 Entering New Checks, Deposits, Cash Purchases, Etc. 13 2.4.1.1 Data Entry Hints 16 2.4.2 Entering Unpaid Bills 17 2.4.3 Paying Bills 18 2.4.4 Changing Entries 19 2.4.5 Deleting Entries 20 2.4.6 Balancing the Checkbook 21 2.4.7 Printing Budget & Checking Account Reports 22 2.4.8 Changing & Renaming the Active Checking Account 25 2.5 Savings & Investment Accounts 26 2.5.1 Entering Investments and Savings Account Transactions 26 2.5.2 Changing Entries 27 2.5.3 Deleting Entries 28 2.5.4 Listing a Summary of Investments 28 2.5.5 Printing Investment Reports 28 2.5.6 Deleting All Entries Relating to One Investment Account 29 Page [iii] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 2.6 Program Utilities 29 2.6.1 Sorting Files by Date 29 2.6.2 Packing the Unpaid Bills File 30 2.6.3 Adding, Changing, Deleting and Displaying Investment Accounts and Purchase Groups 31 2.6.4 Installing a New Owner's Name 31 2.6.5 Setting the Checking Account Minimum Balance Warning 32 2.6.6 Starting New Data Files 32 2.6.7 File Descriptions 35 2.6.8 RAM Drives 35 2.6.9 Exiting The Program 36 3.0 Miscellaneous 37 3.1 Changing the Default Drive or Data Disk 37 3.2 Keeping Backup Copies of Data 37 3.3 Making Additional Program Data Disks 37 3.4 Troubleshooting 38 3.4.1 Error Messages 38 3.4.2 Compatible Computers 39 3.5 Whimsy 40 4.0 Graphing and Utilities Program 40 5.0 Program Specifications 42 INDEX 44 Page [1] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 1.0 INTRODUCTION 1.1 PLEASE READ THIS! This program is an update of the TELEWARE Personal Finance Manager (PFM) program, version 5.02. 1.1.1 NEW USERS Paragraphs 2.1 and 2.2 contain the basics for starting program operation. CT-5 will not store data until new data files are opened as discussed in paragraph 2.1. 1.1.2 OLD USERS (so to speak): If you use version 5.02 or lower: 1. Checking account names will disappear when you run CT- 5.10. Reenter them (to the new Account Name file) from the Change Active Account option on the Checking Account menu. 2. The Checking Account data entry screen now has a running account balance. Run an Account Summary report to reconcile it to your actual disk balance. 3. The NumLock key controls the keypad and cursors. F10 is not operable. 4. The program should operate without problems with resident utilities such as Sidekick and Prokeys. 5. Version 5.02 users may skip the rest of this documentation. If you use version 4.7 or lower: Please familiarize yourself with the new features listed at the end of paragraph 1.2 and take a look at the User Registration section. 1.2 Program Capabilities and New Features CashTrac, Version 5.10, is an IBM PC/XT/AT/Jr program intended for use by the household budget manager, club Page [2] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- treasurers, small businesses, and expense account keepers. A cursory understanding of paragraph 2.1 of this manual is sufficient for most people to operate the program effectively, but remember, if all else fails, read the instructions! Major Functions: * Ten separate Checking Accounts to record all purchases (including major cash purchases), withdrawals, interest, etc. Checking Accounts may also be assigned to credit cards. CT-5 will operate all 10 Checking Accounts on one disk, and you may have many data disks. * An Unpaid Bills function to store one-time-only, monthly, or yearly recurring bills and nag when they fall due. Bills are automatically entered in the checking file when paid. * An Investment and Savings account program that tracks where your money is invested and how well those investments are performing. Up to 99 separate accounts may be stored on one disk. * Budget reports to show how much was spent in any user- defined budget area such as food, movies, computer equipment, or any other budget categories (Purchase Groups) desired. Each Checking Account may have up to 99 different Purchase Groups. * Tax-deductible purchase reports, available for any time period, for coping with the IRS. * An additional program, described in paragraph 4, is available for registered users. This version of CashTrac, like all past versions of the Personal Finance Manager, is fully compatible with data files made with any other version. To rename pre-version 3.0 files to run with CT-5 and to add more Checking Accounts to pre- version 4.7 programs, refer to paragraph 2.6.6. New Features since Version 4.7: 1. The Graphing and Additional Utilities program for registered users. See paragraph 4.0 (5.10) 2. The NumLock key controls the use of cursor controls and numbers from the keypad. F10 is dead. (5.10) Page [3] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 3. The checking account balance appears on the data entry screen and is updated for each entry. (5.10) 4. Checking Account names are stored in memory to speed up the process of changing accounts. (5.10) 5. The sort routines purge deleted records, whether the file needs sorting or not. (5.10) 6. The Unpaid Bills program, mentioned above. (5.02) 7. An Account Summary report for each checking and investment account. (5.02) *************************************************************** * 8. Use the Esc key to escape from any data entry screen or * * move from a lower menu to a higher menu. (5.02) * * * * Most screens and menus no longer contain an option to * * to move to the next higher menu. Remember to Esc! * *************************************************************** 9. Use the PgUp and PgDn keys to move back and forth through reports. (5.02) 10. Checking Account withdrawals may now be assigned to a Purchase Group (for automatic withdrawals to pay bills, etc.). (5.02) 11. A Purchase Group must exist before a purchase (check, withdrawal, or cash) may be recorded. (5.02) The remainder of this manual provides more detail on how each of these functions operates. New Users: PLEASE READ PARAGRAPH 2.1 TO GET THE PROGRAM STARTED CORRECTLY. 1.3 License This license applies to the CashTrac-5.10 program (CT510.EXE, called CT-5 in this manual) and its documentation file (CT510.DOC). CT-5 and this documentation are copyrighted by the author, and are protected by trademark and trade secret law. Users may copy the program and give it to others but they may not: * Modify the program or documentation in any way, Page [4] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Sell or trade the program for money or any valuable consideration, except for a nominal charge for postage, handling, and materials, * Remove reference to the author or the program trademark in the program or in this documentation. This license does not apply to the CT-5 Graphing and Utilities program (GRAF510.EXE) and its documentation (GRAF510.DOC). These programs are provided to registered users only, are not public domain, and may not be freely copied. Each copy of GRAF510.EXE has an embedded serial number traceable to its registered user. Users are requested not to squeeze the CT510.EXE program prior to distribution, as it does not always unsqueeze well. There is no problem with squeezing the documentation. Please do not change the name of the program as it will not agree with the documentation and in some cases (as with the Graphing and Utilities program) the program will not operate. 1.4 Warranty This warranty statement applies only to the CT510.EXE and CT510.DOC programs. This software is provided AS IS with no warranties express or implied including the warranties of: M E R C H A N T A B I L I T Y and fitness for the purpose intended. Users have the right to fully inspect the program prior to making any payment. 1.5 User Registration Registered users will be provided with: * Program update notices for as long as updates are distributed. Users not responding to 2 consecutive mailings will be removed from the mailing list. * The CT-5 Graphing & Utilities program and documentation. This is a program update for registered users only. Page [5] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Program updates at a nominal cost (presently $5, but subject to change) or by sending a formatted disk and return mailer to the author (preferred method). * Access to the registered user section of the CT-5 electronic bulletin board system (BBS). This is a 24 hour, 7 day per week electronic mail system using Larry Jordan's new PC-CENTRAL program. Registered users may call in and: Leave messages for the author or other users, and read replies in a private registered users mail section. Copy the latest version of the following programs: CT510.EXE The basic program (available to all callers) CT510.DOC Documentation (also available to all callers) GRAF510.EXE Graphing and utilities (available only to registered users, with prior notice to the author so that a copy with the proper serial number will be available for transfer.) GRAF510.DOC Documentation (available only to registered users) *******.HLP On-line help files for G & U program (12). Before access will be allowed to the proprietary files, registered users must notify the author either by mail or by a message on the public portion of the BBS that they desire access to the proprietary group. Communication Parameters: 300, 1200, or 2400 baud No parity, 8 data bits, 1 stop bit (IBM PC) Even parity, 7 data bits, 1 stop bit (Non-PC) CT510.EXE transfer time is about 16 min. at 1200 baud. The author reserves the right to shutdown the BBS if it proves unworkable. Page [6] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 1.6 Hardware Requirements CT-5 is designed to run on an IBM PC, XT, AT,or JR with at least 192Kb RAM, one disk drive, either a color graphics or monochrome display, and DOS 1.1 or higher. See paragraph 3.4.2. for a list of compatible computers. 2.0 OPERATION 2.1 Getting Started The public domain version of CT-5 consists of just one compiled program, CT510.EXE, and this documentation. CT-5 generates its own data files on either the default drive, or any other specified drive. The default drive for data may be changed from the CT-5 Main menu. If you have an older version of the TELEWARE Personal Finance Manager with fewer than 10 Checking Accounts or no Unpaid Bills file, the new files MUST be started as specified later in this paragraph, otherwise they will not accept data. To load and run the program: 1. Copy the file called CT510.EXE to a disk formatted as a "system" disk. There should be about 100k left for data. Refer to your DOS manual for information about formatting disks and copying files. Use the new disk, and save the original as a backup copy. 2. Put the new disk with the program in the default drive (usually A:). Following the DOS prompt "A>", type: CT510 The program will begin loading. 3. After reading the opening screen and suffering a minor guilt attack for not sending any $$ to the author (who spent many, many hours writing this program, sigh), strike any key to go to the Main menu. (Instead of "any key," striking a "Z" will change the screen writing from screen- at-a-time to line-by-line. Monochrome screens are always printed line by line regardless of which key is pressed.) 4. If data is to be stored on the default drive, proceed to Page [7] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- step 5. If data is to be stored on another drive, select the new drive using option 5 on the Main menu. Make sure a formatted disk (with ample space available) is in that drive. 5. Select option 4, "PROGRAM UTILITIES" from the Main Menu (see "DATA ENTRY" at paragraph 2.2 for an explanation of cursor controls). 6. If you already have CT-5 (or any version of the TELEWARE Personal Finance Manager) data files on your disk, see paragraph 2.6.6 for information on whether you need to rename your files, or just add a few more files. If you are starting new data files on a disk, select option 8, "START NEW DATA FILES" from the Utilities menu. This function starts new files to accept program data and should only be run once for any given disk, unless you want to erase any existing CT-5 data files. ************************************************************* * These specially formatted files MUST be present on * * the default (or specified data) drive or: * * * * DATA WILL NOT BE STORED! * * MOST ATTEMPTS TO STORE DATA WILL RESULT IN ERRORS * * * * Any files ending in DAT or CT will be erased. * ************************************************************* 7. The program is now ready for operation. While in the Utilities menu you should select option 6 and select a name for the current data disk. This name will now appear at the top of most of the menus and tell which CT-5 data disk you are working with. 8. Next, identify the various "Purchase Groups" to be included in your budget such as Food, Mortgage, etc. CT-5 will keep track of items in each group and report how much was spent on each within any time frame. The Purchase Groups are entered from option 5 on the Utilities menu. Conscientious budget managers may want to include the monthly $ amount budgeted as part of each name; the amount will then print on each report along with the name of the Purchase Group. 9. If you intend to use the Investment and Savings Account programs, enter the name of each account using option 4 on the Utilities menu. Page [8] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- ************************************************************* * Purchases (cash, check, or withdrawals) and investments * * can not be recorded unless at least one Purchase Group * * or Investment Account has been specified. * ************************************************************* 2.2 General Data Entry Considerations 1. A full screen of data is entered at one time. Use the four cursor control (arrow) keys on the numeric keypad control cursor movement. The Backspace key acts as a cursor left key, the Tab key acts as a field shift key, and the insert and delete keys are not used. The up and down arrows shift the cursor from data field to data field. The left and right arrows move the cursor by one character left and right or to a new field when the end of a previous field is reached. ************************************************************* * Press the Enter key (big broken arrow key) only to enter * * the screen full of data. * * * * Use the Esc key to escape from a given data entry screen * * without adding/changing data. * * * * Use the Esc key to quit from any data entry screen to * * a menu, or to go from a lower menu to a higher menu. * ************************************************************* Page [9] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- KEYPAD Moves cursor up or to the left by one field /\ || 8 Moves cursor left <=== 4 5 6 ===> Moves cursor right by one character by one character (also done by the 2 backspace key) || \/ Moves cursor down or to the right by one field (Also done by Tab key) *** Don't forget that NumLock turns off all cursor control *** At any point in the entry process the data may be entered to the disk file by pushing the Enter Key. However, some fields must contain valid data before processing will continue. If data entry is attempted with an invalid mandatory field, a "DATA ERROR" message will appear at the bottom of the screen and the cursor will return to the field in error. Note: Attempting to enter a screen full of data (by pressing the Enter key) with a zero or blank in some fields will call up a help subscreen. These fields are indicated by an "*" on the screen or a prompt at the bottom of the screen. Example: You are using the Change function to change a check from one Purchase Group to another Purchase Group, but don't know which group you want. Enter a 0 in the Purchase Group field. Hit the ENTER key. The Purchase Groups will print at the bottom of the page. Press the Enter key again to scroll through the groups. 3. Do not enter negative numbers or numbers with dollar signs or punctuation other than a decimal point. A comma will make 12,543 be entered as 12. 4. On the Checking Account Transaction entry screen, the date of the last transaction entered and the next check number are Page [10] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- automatically reentered for you. You may override this information with any other valid data by typing over it. The screen displays and reports are formatted to display check numbers up to 9999 and dollar values up to 999,999. Higher numbers can result at times. To prevent loss of valid data, these numbers are accepted and displayed, but they disrupt the format of the display and are marked by a "%". 5. Deleted transactions will remain in the data files until you sort that file (from the Utilities Menu). Until then there may be hidden, empty records in the file. Deleted records may be reused until that time by searching for them using the Change routines. Find them by their hidden record numbers (as indicated by non-consecutive numbers in the reports), make any changes, and they're as good as new. Page [11] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 2.3 The menu Structure The following chart shows the relationship of all the major menus: MAIN MENU SUBMENU SUBMENU ========= ======= ======= | 1. Enter Data | 1. Check | 2. Pay Bills | Register | 3. Change Entries | 2. Tax Deduction 1. Checking Account ----| 4. Delete Entries | 3. Purch Summary | 5. Balance Checkbook | 4. Purch Details | 6. Print Reports ---------| 5. Deposits | 7. Change Account | 6. Unpaid Bills Number/Name | - Account Summary | (Not on menu) | 1. Enter Data | 2. Change Entries | 3. Delete Entries 2. Savings/Investment --| 4. List Summary of Investments Accounts | 5. Print Reports | 6. Delete all Entries for One Investment | 1. Graph Checking Account Data | 1. Change Groups 3. Graphing and Addi- | 2. Graph Investment Account Data | 2. Change Accts tional Utilities-----| 3. Additional Utilities----------| 3. Pack Groups (For registered | 4. Change Data Drive | 4. Pack Accts users only) | 5. License Agreement | 5. Archive Data | 6. Program Exit | 6. Configure | 1. Sort Investment File by Date | 2. Sort Checking File by Date/Type/Check Number | 3. Pack Unpaid Bills File 4. Program Utilities----| 4. Add/Change/Delete/Display Investment Accounts | 5. Add/Change/Delete/Display Purchase Groups | 6. Install New Owner's Name | 7. Set Checking Account Minimum Balance Flag | 8. Start New Data Files 5. Change the Default Drive 6. Exit the Program Function Keys: F1 Online help (G & U Program) F2 List Graphing Macro files (G & U Program) F3 List LOTUS export files (G & U Program) Page [12] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- ************************************************************ * Use the Esc key to jump from lower menus to higher menus * * or from the G & U program to the main menu. * ************************************************************ 2.4 The Checking Account The Checking Account keeps a running list of all checks, deposits, withdrawals, and interest in your account. It also keeps a record of major cash purchases should you decide to enter them. [Cash purchases are recorded in the Checking Account, but do not affect the account balance. These purchases are available to the Detailed and Summary reports, and provide an accurate description of what was spent in each budget area.] The Checking Account Unpaid Bills file stores pertinent information on all outstanding bills. Bills are automatically removed from this file and placed in the Checking Account when paid. The due date on monthly and yearly recurring bills is automatically updated and the bill is reentered in the Unpaid Bills file. One-time-only bills are deleted. Ten separate Checking Accounts may be operated on one disk. There is also no limit to the amount of data disks that may be used with the program. The Active Account is selected or renamed from option 7 on the Checking Account menu. ************************************************************ * Once an account is selected ALL TRANSACTIONS INVOLVING * * CHECKING ACCOUNTS APPLY ONLY TO THAT ACCOUNT! * ************************************************************ If you have (for example) Checking Account #3 selected: * The Checking Account Sort routine only operates on Account #3. * Adding, Changing, Deleting, or Displaying Purchase Groups only affects the Purchase Groups associated with Account #3. * Adding, Changing, or Deleting Checking Account records only affects Account #3. Page [13] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Printed reports will only select data from Account #3. * For each of the functions listed above, the name of the active Checking Account will print at the upper left of each menu screen (rather than the "Owner's Name"). * The Minimum Balance Warning applies only to Account #3. (i.e., it may be set to a different value for each account). * Only Unpaid Bills for Account #3 will be called for payment. EXCEPTION: Most Unpaid Bill functions -The Unpaid Bills Report displays bills for all accounts, regardless of the account selected. -The Unpaid Bills Warning (on the Checking Account menu) flashes when a bill is overdue in any account. -The Change and Delete functions for one Checking Account operate on Unpaid Bills for all accounts. As mentioned, the Active Account is selected using option 7 on the Checking Account menu. Note that each account may also be named from within option 7. 2.4.1 Entering New Checks, Deposits, Cash Purchases, etc. Option 1 from the Checking Account menu provides the data input screen for the Checking Account. The kinds of records that may be entered include: 1. Checks. Mandatory data fields are: CHECK NUMBER must be greater than 0 DATE must be a valid date AMOUNT must be greater than 0 PURCHASE GROUP must be the number of an existing Purchase Group Page [14] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- Other fields: TO defaults to blank TAX DEDUCTIBLE always No unless Y is entered ACTION DESIRED 0 to discard data 1 to save on disk and clear screen 2 to save on disk and not clear screen 2. Deposits. Mandatory data fields are: DATE must be a valid date AMOUNT must be greater than 0 Other fields: TO defaults to blank ACTION DESIRED 0 to discard data 1 to save on disk and clear screen 2 to save on disk and not clear screen 3. Interest. Mandatory data fields are: DATE must be a valid date AMOUNT must be greater than 0 Other fields: TO defaults to blank ACTION DESIRED 0 to discard data 1 to save on disk and clear screen 2 to save on disk and not clear screen 4. cash Purchases. Mandatory data fields are: DATE must be a valid date AMOUNT must be greater than 0 PURCHASE GROUP must be the number of an existing Purchase Group Page [15] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- Other fields: TO defaults to blank TAX DEDUCTIBLE always No unless Y is entered ACTION DESIRED 0 to discard data 1 to save on disk and clear screen 2 to save on disk and not clear screen 5. Withdrawals. Mandatory data fields are: DATE must be a valid date AMOUNT must be greater than 0 Purchase Group must be the number of an existing Purchase Group Other fields: TO defaults to blank TAX DEDUCTIBLE always No unless Y is entered ACTION DESIRED 0 to discard data 1 to save on disk and clear screen 2 to save on disk and not clear screen 6. Unpaid Bills. Mandatory data fields are: DATE no invalid dates. This is the due date of the bill AMOUNT must be greater than 0 Other fields: TO defaults to blank RECURRING Enter: Y for a yearly recurring bill M for a monthly recurring bill N (or any other character) for a one time only bill. Page [16] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- CHECK NUMBER ignored regardless of entry PURCHASE GROUP ignored regardless of entry ACTION DESIRED 0 to discard data 1 to save on disk and clear screen 2 to save on disk and not clear screen 7. Use Esc key to quit The general data requirements are that numbers may not be less than zero, dates must be "real" (no month 13, or day 45). A Purchase Group (budget group) number must be entered for each check, cash purchase, or withdrawal. All expenditures are assigned to a group, and this group is used to print special reports of expenditures (see paragraph 2.4.7). Attempting to enter the screen full of data with a Purchase Group equal to 0 or blank will result in the displayed Groups at the bottom of the screen scrolling to allow the display of more groups. [The final data input field (ACTION DESIRED) must have a 1 or 2 in it when you press the ENTER key. At this point the scrolling will occur.] Checking Account data may not be entered for a Purchase Group that does not exist. Note, in the ACTION DESIRED field, a 0 cancels the entire transaction, and a 1 or a 2 enters the data on the disk. Using a 2 leaves the data on the screen for copying into the next entry, whereas a 1 erases it. Data is validated when either a 1 or 2 is used, and the cursor will return to the field in error. To enter torn-up checks with a $0.00 value (for record keeping purposes), use $0.00001 as the dollar amount to bypass the edit feature. The program will not allow a zero dollar entry, but it will accept teensy little numbers. Each expenditure (cash or check) may be marked as a tax deductible. Tax deductions are displayed by the Tax Deductions report. 2.4.1.1 Data Entry Hints To enter a positive starting balance in a new account use a Deposit as the initial entry. To start with a negative balance, use a Withdrawal. Label each as "Starting Balance." An automatic withdrawal from an account may be entered as a Withdrawal. Page [17] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- An Auto-Teller withdrawal is also a Withdrawal, generally for cash. To keep track of where that cash went, use the cash Purchase feature for each subsequent expenditure. To split a payment, such as $500 for a VISA bill: - Enter the check as you would enter it in a handwritten register, i.e., $500 to VISA. - If $200 was for purchasing a chair, and $300 was for purchasing expensive, non-public domain software that doesn't work as well as some of the better public domain programs, then enter a cash Purchase for each, reference the check in the "To:" field, and assign the appropriate Purchase Group. Tracking a rental property: Enter the capital expenditures for the property and changes in basis in an investment account. This tracks the equity of your investment. Track the daily income of rent and outgo of maintenance expenditures in a checking account dedicated to that purpose. This way you get a detailed breakdown of individual expenditures for the tax(wo)man. 2.4.1.2 On-Screen-Balance The Checking Account data entry screen shows the current balance following each entry. The balance is stored on the data disk between sessions and can therefore be rendered erroneous if you change disks, reboot, or shut off the power without first returning to the main menu. To reset the balance, run an Account Summary report (found at the end of the check register report). This reconciles the entire file. 2.4.2 Entering Unpaid Bills Paragraph 2.4.1 above describes the general data requirements for Unpaid Bill entry. An Unpaid Bill resides in a special file (which must be created on the data disk using the "Start New Data Files" function. See paragraph 2.6.6 if you are not a new user of CT-5/PFM.). Unpaid Bills may be either Non-recurring, Monthly Recurring, or Yearly Recurring. When a bill must be paid at some time in the future, enter the particular information (such as DATE DUE, TO, and AMOUNT) via the Checking Account Data Entry Screen, but Page [18] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- select a "U" as the Transaction Type. This sends the entry to the Unpaid Bill File. If the bill is a one time only event, enter it as a non-recurring bill. If the bill will repeat every month or year on the same day, enter it as monthly or yearly recurring bill. When the bill is paid (see Pay Bills paragraph below) the information is retrieved from Unpaid Bills file and displayed on the Checking Account Data Entry screen for additions or changes. The transaction is then automatically entered into the Checking Account without retyping and is deleted from the Unpaid Bills file. If it's a recurring bill, the date will be incremented by one month or one year, and it will be returned to the Unpaid Bill file to wreak havoc on your financial security another day. [Honestly, I couldn't think of a good financial reason for including a yearly recurring bill, but I found it to be an invaluable birthday and anniversary reminder.] CT-5 nags you, with a flashing reminder on the Checking Account menu, that bills (birthdays?) are overdue. The flasher comes on: -When a bill is overdue in any Checking Account, regardless of which account you are in or the bill is in. -When overdue bills have been paid, but the Unpaid Bills file should be packed to rearrange records or remove deleted records. Packing the file may be done from the Utilities menu or with the Pay Bills function (next paragraph). 2.4.3 Paying Bills Bills entered according to the procedures in the two paragraphs above may be paid using option 2 on the Checking Account menu. Once selected, the Pay Bills function asks for the "due date" for selecting bills. In other words, only bills falling due on or before that date will be selected. Bills due at any point in the future may therefore be paid on the present day. The second option allows you to select first bill to be paid, selected by the bill number (record number) on the Unpaid Bills report. Leave this number equal to 1 and CT-5 selects the first due bill (according to the date selected) in the current Checking Account, regardless of the bill number. Page [19] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- The second option also causes a "pack" of the Unpaid Bills file if record 9999 is entered. Packing removes deleted bills (which do not display on the report, but nevertheless are still in the file) and reorders the remaining bills according to date. Once the Unpaid Bills Nag-Flag (on the Checking menu) starts flashing, packing the file shuts it off. [Would that some people could so easily be controlled.] If the flag does not shut off, Unpaid Bills remain overdue, or your computer is looking for attention. Either way, it's not good. When paying bills, the Action Desired field on the data entry screen takes on new meaning. As before, a 0 cancels the transaction and returns everything to the way it was, but now: -A "1" pays the bill (enters it into the Checking Account, and does whatever it must in the Unpaid Bills file), then returns to the Date and Bill Number selection screen. Press the Enter key to pay the next due bill in the file or select a different bill. -A "2" pays the bill but skips the Date and Bill Number selection screen. The next bill is automatically called up. 2.4.4 Changing Entries All data entered into the Checking or Unpaid Bills files may be retrieved, displayed, and changed using the change function, option 3 on the Checking menu. The Change Screen requests the characteristics of the record being sought. Enter the type of transaction (as requested) and either: -The Record Number of the transaction (the number in the left column of the various reports). A search by record number is fast, and it really doesn't matter what transaction type was entered. - or - -One or more (preferably more) of the following: Check number (for checks only) Transaction date Transaction amount Page [20] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- **************************************************************** * Unlike the Checking Account data entry screen, you do not * * press the Enter key after stating the transaction type. * **************************************************************** CT-5 will search for records having ALL characteristics specified, but any blank or zero fields are ignored. Since there is no reason why two checks can't have the same number (a certainty if you change banks) or two transaction amounts can't be the same, the search must specify as much information as possible to insure finding the correct record. Except for record number searches, the program searches the entire file for the record in question (time consuming for large files). If the record is near the end of the file, do a backwards search from end to beginning by putting a B, left justified, in the record number field. Note, backwards searches take more time to search the ENTIRE file (floppy disk drives don't like to scan a file backwards) but they find records near the end of the file very quickly. Once found, any data in the record may be changed to any other valid value. The same rules apply to changes that apply to new entries. Dates must be valid; no negative numbers; some fields may not be left blank. See the above Checking Account entry information for a description of the mandatory fields. No transaction type may be changed to an Unpaid Bill, nor may an Unpaid Bill be changed to any other transaction type. Entry fields marked with an "*" will cause a help subscreen to be displayed if entry of the record is attempted with a 0 in that field. Use the Esc key to cancel the changes and start over. 2.4.5 Deleting Entries Any record in the Checking file may be searched for, displayed, and deleted using the Delete function, option 4 on the Checking menu. Use the search method described in paragraph 2.4.4. Note that deleted records remain in the file (but don't display or affect the balance) until the Sort routine is run (see paragraph 2.6.2). To delete all entries from one Checking Account (i.e., delete the entire account): * Exit to the operating system (DOS) Page [21] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Copy any empty Checking Account data file from the same or another disk into the one to be erased, using the following steps. * Assume the account to be erased is account #3, and the empty Checking Account to be copied is account #10. Type: COPY CHECK10.DAT CHECK3.DAT * To also erase the Purchase Groups associated with that account, type: COPY GROUP10.DAT GROUP3.DAT 2.4.6 Balancing the Checking Account Now that all your checking transactions are in the Checking file, CT-5 will help balance your account. [The cash purchases have no effect on the account balance.] Option 5 on the Checking menu runs the Balance program. The date the account was last balanced will be displayed (if it was balanced) followed by a request for the ending balance from the new bank statement. Note: When using data files from an older version of PFM, this date may be incorrect the first time the account is balanced using CT-5. It will straighten itself out though. After entry of that information, each transaction (except for cash purchases) displays on the screen with a request as to whether this transaction has been reported in the latest bank statement. Answer Y or N as appropriate. The program does the math. After all entries have been "yessed or noed" the balance that your checkbook SHOULD display is shown next to the ACTUAL balance in your CT-5 account. This reflects the information you entered (Garbage In = Garbage Out). [Mine usually balances to the penny. Of course that's also the usual balance.] The account may now be considered balanced or you may return to the Checking menu to verify entries against the bank statement. [If you're like me, it's sometimes too much trouble to find where I made an error, so I enter a dummy check or deposit under the date 04/05/06 or some other low number to cancel out the error.] Page [22] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 2.4.7 Printing Reports CT-5 prints reports on the screen or a printer. The print screen capability is also available to copy single screens (SHIFT-PrtSc). Use the PgUp and PgDn keys to page back and forth through the screen reports and Esc to return to the Report menu. Seven different reports are available by selecting option 6 on the Checking Account menu. They are: * Check Register: Lists all transactions in the Checking file Displays a running balance for each transaction (Cash Purchases do not affect the balance) May be limited to the transactions between any two dates, but the balance is calculated from the first entry Prints the Account Summary Report automatically at the end Transactions that lower the balance below a minimum level are highlighted (see the section on setting the minimum balance warning flag) Limited to the active Checking Account. The report displays the following fields: RECORD NUMBER (use this number for fast searches). If the record numbers are not consecutive, there are non-displayed, deleted records lurking on the disk. The sort routine purges them. TRANSACTION DATE CHECK NUMBER/TRANSACTION TYPE TAX DEDUCTIBLE (TX), yes or no VERIFIED ON BANK STATEMENT (V?), yes or no PURCHASE GROUP REMARKS AMOUNT BALANCE (computed from the first account entry, regardless of the report dates selected) Page [23] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Tax Deduction List: Lists all tax deductible checks, cash purchases, and withdrawals The records may be selected between any two dates Limited to the active Checking Account. The report displays the following fields: RECORD NUMBER If the record numbers are not consecutive, there are non-displayed, deleted records lurking on the disk. The sort routine purges them. TRANSACTION DATE CHECK NUMBER/TRANSACTION TYPE PURCHASE GROUP REMARKS AMOUNT [Remember, if you didn't enter the cash purchase, check, or withdrawal as a tax deduction, it won't print as a tax deduction.] * Summary of Purchases: Summarizes all the expenditures (cash, check, or withdrawal) in all active Purchase Groups. May be limited to expenditures occurring between any two dates A Grand Total of expenditures within the selected time frame prints at the end of the report Limited to the active Checking Account. [Hint: To make the most use of this report as a budgeting tool, enter the $ limit for each Purchase Group as part of the Group name.] * Detail of One Group: Lists a detailed accounting of each expenditure (cash, check, or withdrawal) to occur in a selected purchase group. May be limited to expenditures within any selected time frame Limited to the active Checking Account. Page [24] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- The report displays the following fields: RECORD NUMBER TRANSACTION DATE CHECK NUMBER/TRANSACTION TYPE TAX DEDUCTIBLE (Y or N) REMARKS AMOUNT TOTAL (within the selected time frame) * List of Deposits: This report is the Check Register report described above, but prints only deposits. May be limited to deposits within any time frame. Shows the account balance resulting after each deposit. Limited to the active Checking Account. * Unpaid Bills Report: Lists each Unpaid Bill for all Checking Accounts May be limited to bills within any time frame. The report displays the following fields: RECORD NUMBER TRANSACTION DATE RECURRING (Y, M, or N) This indicates whether the bill is yearly recurring, monthly recurring, or non-recurring. CHECKING ACCOUNT NUMBER REMARKS AMOUNT * Account Summary Report: Appears at the end of the Check Register and List of Deposits Lists the amount of money deposited, withdrawn, etc. for the entire account and within the specified time frame. To print this report by itself, select the Check Register report, but select "S" on the date selection screen (see Date Selection, below). The bottom line, CREDITS-DEBITS does not include cash purchases. Page [25] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Date Selection: After selecting a report, the next screen requests the beginning and ending dates for the records to be printed. Pick the dates (or leave them as they are), then indicate whether: - The report is to be on the printer (Enter "P"), - Only the Account Summary Report is required (Enter "S") Note: This only works when asking for the Check Register or the Deposit reports. The "S" is ignored at all other times. - The report is to be on the screen only (Leave blank). The records displayed on the subsequent reports will be limited to those falling within the dates selected. Account balances are computed from the first to the last record in the file regardless of the dates selected. Remember, these reports provide information only on the active Checking Account (exception: Unpaid Bills report). To see what's happening in the other accounts it is necessary to return to the Checking Account menu and change the active account using option 7, as discussed below. 2.4.8 Changing and Renaming the Active Checking Account CT-5 will, on one disk, track 10 separate Checking Accounts. Each account has its own name, Purchase Groups, data, etc. Also, any CT-5 function that works on a Checking Account record or a Purchase Group record works only on the active Checking Account and its own Purchase Groups file. Functions limited to the active account are listed in paragraph 2.4. ************************************************************* * Note, however, that Starting New Data Files (option 8 on * * the Utilities menu) will erase ALL(!) CT-5 data files, * * not just the active Checking Account. * ************************************************************* The active Checking Account is changed using option 7 on the Checking Account menu by selecting the number of the account desired. The name of the account, which prints in the upper left hand corner of all Checking Account-related menu screens may also be changed from here. Page [26] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- For example: To change from account #1 to account #4, enter a 4 in the brackets. To change the NAME of account 4, enter a 14 in the brackets. Confusing, eh what? It really isn't. Just take a look at the menu. Selecting an account involves typing the account number. Changing the name involves typing 10 plus the account number. The Esc key does not allow exiting from this screen. To speed up the process of changing active accounts, CT-5.10 stores account names in memory and on the data disk. This change causes all existing account names from versions prior to 5.10 to be erased. They must be reentered into the new file. 2.5 The Savings and Investment Accounts This section of CT-5 is designed to keep track of accounts that are primarily used for investments, such as savings accounts, money markets, treasury bills, stock purchases, etc. Up to 99 separate accounts may be followed. The name of each account is entered in the Investment Accounts routine, option 4 on the Utilities menu. This program is designed to follow the cash transactions on each of these accounts, such as purchases, sales, broker fees, cash dividends (paid directly to you), and rollover interest (interest paid to the account). The information saved and reported tells where your money is invested, how much money is invested, how well that investment is performing, provides a handy summary for preparing income tax forms. However, CT-5 is not an investment analyzer that computes expected returns on bonds or helps follow stock market trends, etc. 2.5.1 Entering Investments and Savings Account Transactions Option 1 from the Investments menu provides the data input screen for this file. Some general requirements are that numbers may not be less than zero, and dates must be "real" (no month 13, or day 45). Unlike the Checking data entry screen, all entries are applicable and none are skipped over, but the FOR field is optional. The rest are mandatory. No data may be assigned to an Investment Account that does not exist. The types of transactions that may be entered are: * PURCHASES, for example, a stock purchase. Use this also for savings account deposits or maintenance on a rental home. It indicates that dollars went out of your pocket into an investment/asset. Page [27] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * SALES, for example the sale of a stock. The Sale may also be used for a withdrawal from a savings account. It indicates that money came out of the balance of the investment and into your pocket [for some reason it always seems to go into someone else's pocket]. * INCOME, for example the payment of a stock dividend check that you cashed, or a rent payment from a tenant. It did not add to or subtract from the value of your investment but put cash in your pocket (or another account). Income transactions do not affect the balance of the account, but are summarized at the end of the account report. * ROLLOVER DIVIDENDS & INTEREST, for example interest on a savings account that remains in the account and compounds or otherwise increases the value of your investment. * FEES, such as the broker's fee on any number of transactions, as with a stock sale or real property rental. This is for use where the fee does not decrease the value of your investment/asset. It does not affect the balance of the account. Since a Purchase is the same as a deposit, and a Sale is the same as a withdrawal, the same data entry screen can be used for both investments or savings accounts. Also notice that, like the Checking Account, a 2 in the last field allows the data to remain on the screen for copying into the next record. An Investment Account (the number that stands for the name of the investment or savings account) must be entered for each transaction so the program knows where to file it. This Account is used to print the individual reports on each investment (see paragraphs 2.5.4 and 2.5.5). Attempting to enter the screen full of data with an Investment Account equal to 0 or blank will result in the displayed Account scrolling to allow the display of more Accounts. A data error will result from trying to add an Account that doesn't exist. 2.5.2 Changing Entries All data entered in the Investment file may be retrieved, displayed, and changed using the change function, option 2 on the Investment menu. This process is identical to the method for changing checking account entries described in section Page [28] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 2.4.4. 2.5.3 Deleting Entries Any Record in the Investment file may be searched for, displayed, and deleted using the Delete function, option 3 on the Investment menu. Use the same method described in section 2.4.5. 2.5.4 Listing A Summary of Investments This report prints, on the screen or printer, the balance in each investment account, and at the end, a grand total of dollars invested. It is not limited to transactions occurring between any two dates, but rather shows the current status of each account. 2.5.5 Printing Reports All reports produced by this program are available on the screen or the printer. For a paper copy of just one screen, use the print screen capability (SHIFT-PrtSc). Two different reports are available. The first is a list of all transactions in each Investment file displayed with the running account balance. The report may be limited to the transactions between any two dates. When option 5 from the Investment menu is selected, the next screen requests the account number (to scroll through the account numbers/Purchase Groups, enter a 0, then press the Enter key). The next screen is for selection of the beginning and ending dates for the transactions to be considered. After picking the dates, indicate whether the report is to print on the printer. Another option allows selection of only the Account Summary report (an "S" in the appropriate field). Press Enter and the report prints. This report prints the balance in the account for each transaction starting from record 1 (even though some records may not be printed because of the date limits). If no dates are selected, the program automatically selects and prints all records for this investment. The Account Summary prints at the end of each report showing the total fees, purchases, etc. on the account. Note that sale of an investment for a greater value than the purchase price correctly causes a negative account balance but a positive profit. The bottom line, PROFIT, on the Account Summary report Page [29] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- reflects Sales+Income minus Purchases+fees. Interest is covered under Sales when the asset is sold (or the account emptied). 2.5.6 Deleting All Entries For One Investment Account When done with an investment, if there is no longer a need for a record of the transactions, they may all be deleted with this option. As with all other deleted records, they will not be purged from the files until you run the Sort routine (see paragraph 2.6.1). [If the IRS suspects you of fraud, there is no statute of limitations and they may look at any past financial information.] It is a wise idea to at least keep paper records (i.e., a printout of the data file) if the file is to be deleted. 2.6 Program Utilities 2.6.1 Sorting Files by Date Use option 1 on the Utilities menu to rearrange the Investment File transactions, and option 2 to rearrange the Checking file transactions, in order of transaction date. Checking Files receive a three level sort in order of transaction date, then by the type of transaction (Cash Purchases followed by Deposits, then Interest, Withdrawals, and finally Checks), and last, the checks are rearranged in order of check number on the given day. Remember, only the active Checking Account is sorted. The CT510.EXE program can sort 3,000 transactions in each file. This requires a total memory of 192Kb RAM. This number of transactions is about 5 years' worth for most people. (Note that the data files will store up to 32,700 records, but the sort routine won't operate once the file increases beyond 3000 records.) The sort routine will check to see if the file needs to be sorted. If not, a rather brief message flashes on the screen and the Utilities menu is displayed. Deleted records are purged from the files whether the records need sorting or not. If sorting is required, only the out of place data is rearranged; previously sorted data is untouched, greatly reducing sort times on large files. The program rewrites the file in sorted order. Having a properly ordered file to work with speeds up report writing, saves cycles on the disk drives, reduces memory required for index files, etc, but unfortunately slows down the sort while the rewrite takes place. Floppy disks Page [30] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- are not too good at locating data scattered all over a disk, so this technique speeds up program operation for the average user. It can be changed if a majority of the users have hard disks and ask for a change. Since an entirely new file is written during the sort, you'll need enough empty space on the disk for the new sorted file and the old file. Old files are automatically erased after the new sorted file has been successfully written. The program takes care of all file maintenance and will not lose data if the sort routine fails because of a full disk or excessively large data file. If the sort routine crashes because of a full disk, a file named SORT.DAT will remain on the data disk. This file may be erased, or the program will erase it the next time a sort is run. Once the disk becomes so full that the sort routine can not work, the file may be sorted by copying it to a new disk and running the sort again. Always copy the Checking Account and its Purchase Group file to a new disk together, since these files share some data. The same is true for the investment file. The names of the files, if you should decide to copy them, are: CHECK1.DAT GROUP1.DAT Checking Account #1 .. .. . . . .. .. . . . CHECK10.DAT GROUP10.DAT Checking Account #10 INVEST.DAT INVCAT.DAT Investment file 2.6.2 Packing the Unpaid Bills File After bills are paid, records may be out of order (because of date changes to recurring bills) or deleted (paid) bills may be hiding unseen in the file. Use the Pack function to rearrange the file by date and remove deleted records. This function may be run from either the Pay Bills option on the Checking menu, or from the Pack option (3) on the Utilities menu. The Pack function requires more than one unpaid bill in the file to do a pack. Page [31] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 2.6.3 Adding, Changing, Deleting, and Displaying Investment Accounts and Purchase Groups Use options 4 and 5 to do whatever is required with the Purchase Groups and Investment Accounts. The menus and input screens are essentially self explanatory. Purchase Groups are the same as budget items, such as food, clothing, insurance, gasoline, etc. Investment Accounts are the names of your investment and savings accounts, such as Beneficial Theft and Trust, or G.F. Mutton. You may specify up to 99 Purchase Groups (for each Checking Account) and 99 Investment Accounts. Purchase Groups are entered only for the active Checking Account. Thus account #1 may have one set of Purchase Groups, account #2 may have a different set, and so on. To use one set of Purchase Groups on more than one account without retyping them, do the following: * Enter all the Purchase Groups for one account * Exit the program to the operating system * Copy the Purchase Groups from the first file into the second by using the DOS copy command. For example, to copy the Purchase Groups from account #4 to account #3, type: COPY GROUP4.DAT GROUP3.DAT The Purchase Group files will now be duplicates. * Return to operating the program. The delete function does not delete a group or account from the disk, but only replaces it with the word "DELETED." The additional utilities in the GRAF510.EXE program will pack the file and purge deleted records. 2.6.4 Installing a New Owner's Name The Owner's Name displays at the top left corner of most menus and serves to identify the current data disk being processed. You may use your name, or you may have a separate name for each CT-5 data disk. By naming each set of disk files you may have several different copies of CT-5 in use at any one time, and be able to readily identify which one is in the machine at any given time. When the functions of a menu apply Page [32] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- only to the active Checking Account, the owner's name is replaced by the active account name. If you use more than one set of data files, they may each be on different disks, or they may all be on one disk in different directories. ************************************************************* * When changing data disks, ALWAYS return to the main menu * * to close the old data files before using the new disk. * ************************************************************* This closes the old files and prevents the file buffer in memory from messing up the data on the new files. The default drive may be changed from the Main menu, but if you want to change the subdirectories on one disk, exit the program to change default directories then restart the program. This is a major shortcoming of the compiler used to produce the CT-5 program and will be corrected in future versions. Using subdirectories tends to slow down data access times considerably and increases the number of cycles on the disk drives for each record accessed. But if you like 'em, use 'em. 2.6.5 Set Checking Account Minimum Balance Warning Use option 7 on the Utilities menu to select a dollar value that causes your Checking Account balance to display with dark letters on a bright background (reverse video) when it drops below the selected value. Any number greater than zero may be used. If you lose your interest when the bank balance falls below $100, then use $100 as the entry here. The minimum balance warning may be set to a different value for each active Checking Account. To set the warning for a different account, change the active account, then return here to set the new warning. 2.6.6 Starting New Data Files CT-5 requires files to be initialized (prior to the first use of the data disk only!) using option 8 before they can be used. CT-5 uses random access data files and puts some key numbers in the first few records of the files (nothing exciting), but the program will not accept data, the sort routines won't work, and the reports will not run until this is done. Page [33] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- ************************************************************* * DON'T run this routine twice on one disk except * * to erase the existing CT-5 data files and start over. * * Any files ending in .DAT or .CT will be erased * ************************************************************* To use data files from some previous versions of PFM with version 5 requires only a name change of two files, but done in the following manner: * Look to see if your Checking Account data file is named CHECKING.DAT (i.e., run a directory on the data disk). If it is, then continue. If it is called CHECK1.DAT, the file need not be renamed, but additional files should be added as discussed later in this paragraph. * Put CT510.EXE on a blank, formatted disk (preferably a system disk) * Load and run the new CT510 program * Open new CT-5 data files as instructed above in this paragraph * Exit the CT-5 program * Assuming you have your old data files on drive A: and the new CT-5 disk in drive B:, copy the existing CHECKING.DAT file onto the new CT-5 disk as follows: COPY A:CHECKING.DAT B:CHECK1.DAT The old data file on the new CT-5 disk will now be named CHECK1.DAT and will occupy Checking Account number 1 (of 10) * Now copy the Purchase Group files to the new disk as follows: COPY A:PURGRP.DAT B:GROUP1.DAT The old Purchase Groups will now be included in Checking Account number 1. They may also be copied into GROUP2.DAT, etc., to use them in more than one account. Page [34] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Copy the old Investment Data and Investment Account file to the new disk without a name change as follows: COPY A:INVEST.DAT B: COPY A:INVCAT.DAT B: That's it. You're ready to roll. Just be aware that the Date Last Balanced will be incorrect (and probably written in the PC's unique Grecco-Martian style) the first time you run a Checking Account balance. This will correct itself. It happens because the balance date location on the first record in the data file is used for the Checking Account name (a new feature on later versions of PFM/CT-5), and the balance date is moved to a different field. To add an Unpaid Bills file and Checking Accounts 6 through 10 to a pre-version 5.02 program disk : * Put the CT-5 program disk in the A drive, * Put a blank, formatted disk in drive B, * Load the CT510.EXE program as usual, * Using option 5 from the Main menu, change the default drive to B:, * Using option 8 on the Utilities menu, start new data files on the B drive (NOT THE A: DRIVE!), * The drive will crank away for about 45 sec. When done, exit from the CT510 program, * Copy files: CHECK6.DAT through CHECK10.DAT GROUP6.DAT through GROUP10.DAT UNPAID.DAT from the B drive to the CT-5 disk containing your working data files. Page [35] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- ************************************************************* * Be careful not to copy CHECK1.DAT . . . CHECK5.DAT onto * * your existing data disk, as these will be empty files * * and will overwrite your existing data. * ************************************************************* NOTE: Unless you put files on your data disk that were started using the "Start New Data Files" option, the program will not be able to store data in those accounts. The program will otherwise function normally without the new accounts should you decide not to add them. 2.6.7 File Descriptions After new data files have been started, there should be 23 data files on the data disk: CHECK1.DAT Checking Account number 1 data CHECK2.DAT " " " 2 " . . . . . . . . . . . . CHECK10.DAT " " " 10 " GROUP1.DAT Checking Account number 1 Purchase Group names GROUP2.DAT Checking Account number 1 Purchase Group names " " " " " " " . . . . . . . . . . . . . . . . GROUP10.DAT " " " " " " " INVEST.DAT Investment data INVCAT.DAT Investment Account Names UNPAID.DAT Unpaid Bills file. These are standard random access files, but the first record is a scratch pad for the program and contains required data for operation. This is why files must be started by CT-5 prior to use. The files may be read with a text editor, but much of the data consists of unreadable characters, and most editors will not be able to digest the data. Page [36] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- *********************************************************** * Do not attempt to change and rewrite these files using * * an editor. All the data may be lost! * *********************************************************** In addition to these files, the following other files may be present at one time or another depending on whether you have the G&U program or not: ACCOUNT.CT Checking Account name file. CHAIN.CT Passes data to G&U program. It usually erases itself, but if found on a disk it may be erased. CONFIG.CT G&U default configuration file. SORT.DAT Sort program scratch file. May be erased if found. ********.HLP G&U on-line help files. ********.MAC G&U macro files. ********.PRN G&U LOTUS export files. Files may be copied into each other, i.e., if you need to duplicate a group file or want to change all Checking Account #5 data to account #1. Remember to use only files started by CT-5. Use only the DOS Copy command. Reading the file into a word processor/editor and writing it into another file may result in a wrecked file! 2.6.8 RAM Drives An electronic RAM drive will speed up program operation tremendously because electronic disks greatly reduce disk access times. Keep in mind that the CT-5 data files must be copied to the RAM drive prior to loading the program, and they must be copied back to the floppy or hard disk after ending the program. 2.6.9 Exiting the Program ALWAYS use the EXIT routine when leaving this program. Reason: Data is stored in buffers prior to being written on the disk file. Buffers accumulate data until they are full and then, when good and ready, they write to the disk. If you exit by removing the disk and turning off the computer or by rebooting, there will be unwritten data in the buffers that will be lost. If you exit via the Exit routine, the buffers will first be emptied, then the program will quit. Page [37] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 3.0 Miscellaneous 3.1 Changing the Default Drive or Data Disk The drive where CT-5 looks to find its data files may be changed using option 4 on the Main menu. Thus you can have data in one or both drives, and use this feature to shift between them. Changing subdirectory names, if you use them, must be done through the Operating System. Note that unless the program is told otherwise, it always looks for its data on the default drive. (Remember, data files must be initiated originally from option 8 in the Utilities menu). ************************************************************* * When changing data disks, ALWAYS return to the main menu * * to close the old data files before using the new disk. * ************************************************************* 3.2 Keeping Backups After a few months you'll have sizable data files. Think about keeping an original and two backups of your data; an "odd day" backup and an "even day" backup. When backing up data on an odd-numbered day, use the odd day backup disk, and when backing up data on an even numbered day use the "even" disk. This way if the disk goes bad (as some of the less reputable disks are wont to do) and you unwittingly back up bad data on your backup disk, you'll have a bad original and a perfect backup of the bad data. With two backup disks, and only one in use every other time you backup data, there will always be a second disk to use to restore both the original and the bad backup. 3.3 Making Additional Data Disks Any number of data disks may be used with the program. To make a new data disk without having to rewrite all the Purchase Groups and investment Accounts, make a new system disk as in paragraph 2.1. Then: * Load CT-5 from drive A: Page [38] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- * Remove the old CT-5 disk and insert the new formatted disk in drive A: * Open new data files using option 8 from the Utilities menu * Exit to DOS * Put the old disk in B: and copy INVCAT.DAT (for investment Accounts) and GROUP*.DAT (for the Purchase Groups) to the new disk. Don't do this if you want to start naming Groups and Accounts from scratch. 3.4 Troubleshooting 3.4.1 Error Messages CT-5 contains extensive error handling and correcting routines that: - Correct the error and continue operation with nary a word. For example, if a file is not found, the program creates it and continues. (However the dummy file will not accept data.) - Notify you of what the error is so you can fix it. For example, when you leave a drive door open, or when a disk is full. The message and instructions about how to continue are printed on the screen. - If you lose your Checking Account names: Starting with CT-5, Checking Account names are stored in a new file. They will disappear and must be entered once. If, during normal operation, the names disappear, there is probably a data error in file ACCOUNT.CT. Erase the file (using DOS) and reenter the names (using CT-5). - Error 5: You probably archived (using the G&U program) investment records into the checking files or vice versa. This is OK, but change the transaction types, using the Change Entries function, to agree with the account the records appear in, i.e., make all checking reords be checks, withdrawals, etc. Page [39] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- In no case (except for a hardware failure) does the program stop operation because of errors. If the error is one that the program does not recognize, execution pauses and the error number is displayed (with the line number where the error occurred). The number corresponds to the same number and description in Appendix A of the IBM BASIC Operating Manual. Control is then passed back to the Main menu for a retry, a different function, or exit. Disk media errors, or unformatted disks are the prime candidates for this type of response. Please notify the author of numbered errors other than bad disk errors. In prior versions, the sort routine failed on occasion when resident utility programs (SIDEKICK, PROKEYS) were present in memory along with CT-5 when data was entered. The resulting error message was "START DATA FILES/BAD RECORD." (It's the same error that results from attempting to enter data to an uninitialized data file.) If you get this error while sorting, add a dummy record with an out of order date and try again. The problem should correct itself. The problem was in PFM and had nothing to do with the other resident utilities. For those who care, a lower case "e" on the Main menu turns on the error trap test. 3.4.2 Compatible Computers The Zenith-150 blues: "There's something wrong with your program, Mr. MacEvoy. I have a 100% IBM PC compatible and the program doesn't run." Fact of life: There is no such thing as a 100% IBM PC compatible except another PC/XT. The Zenith apparently uses a different screen buffer location in memory which is not compatible with the Microsoft BASIC compiler. CT-5 will eventually be converted to "C" which will eliminate the problem, but not for another year. So far, the following computers run CT-5: AT&T 6300 PC Columbia Compaq Eagle (CT-5 acts like it's on a monochrome PC) IBM PC/XT/AT Leading Edge (CT-5 acts like it's on a monochrome PC) Panasonic Sr. Partner PC Jr (must have MORE than 128K memory) Page [40] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- Sanyo (cursor controls do not work) Sperry (Leading Edge in sheep's clothing) If your machine runs the program, but is not on the list, please send me a note. [No, I won't be upset that you didn't send me any money, but feel just a tiny bit guilty, OK?] If the program won't run on your computer, several notes have probably already preceded yours [unless it's on the list above, then I'd appreciate hearing about it]. If all else fails, enter a "Z" on the first screen (the "Please Register" screen with the columns) when it says "Press any key to continue." This changes the screen writing mode and may cure your problem, but it doesn't seem to help the Zenith 150. 3.5 Whimsy there Waits a magic word beyond The realm of ascii yet the Board still holds the key to the locks not found on any menu. Happy hunting! The word gains access to a private group on the CT-5 BBS. 4.0 Graphing and Utilities Program Some people, including me, get upset when a public domain program arrives with everything but the one little piece you need to run it. That costs $49. CT-5 is complete and fully documented. Starting with this version, hard core (i.e., registered) CT-5/PFM users can get a little icing on the cake with the non-public domain Graphing & Utilities program. Some of the additional pleasantries provided include: -A screen bar graphing program that plots 4 values simultaneously. The values are mixed and matched from several options outlined in the list below: Investment Account Checking Account --------------------- --------------------- Overall Account, Overall Account, Any individual account, Any Purchase Group, Purchases, Fees, Sales Deposits, Withdrawals, Checks Income, Rollover/Div Interest, cash Purchases, All Expenditures Page [41] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- Total $ per time frame or cumulative over the period Macro files for storing frequently used graph descriptions A "rolling time frame" so macro files don't go out of date. -LOTUS 123 export files for plotting program data using 123. -Full color for G&U and main CT-5 program -Configuration file to set default checking account and data drive for main program startup. -Archive and restore programs to shift data between accounts or create new data files. -Pack Purchase Group name file or Investment Account name file. -Global renumbering of Purchase Groups or Investment Account transactions. -On line help files The G&U program and documentation are not public domain and may not be copied and distributed. Each program contains a unique serial number registered to the user. If you would like a copy, please submit the registration form at the end of this documentation. To those who have made valuable suggestions for improvements, thank you. I also appreciate notification from users of compatible computers that run the program successfully. They have been added to the list above. Good Luck. If you're a registered user you'll be hearing from me again. If you have any functions you would like to see added, please send a me a note at the address on the first page, or call the CT-5 BBS at 703-941-2386. Ditto if you have any problems. -John MacEvoy Page [42] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- 5.0 Program Specifications Minimum Hardware Requirements Computer IBM PC/XT/Jr Disk Drives 1 DS DD floppy Monitor Color/Composite or Monochrome Memory 192 Kb Program Capabilities Checking Account # of Checking Accounts 10 # of Budget Areas per Account 99 # of Records per Account 32,700 Sort Routine Capacity per account 3,000 records Checking Account Reports Check Register Summary of All Purchases Detail of Each Budget Category Tax Deduction Report Deposit Report Account Summary Unpaid Bills Unpaid Bills Functions Yearly Recurring Monthly Recurring Non-Recurring Automatic transfer to check file Investment Accounts # of Investment Accounts 99 Page [43] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- Total # of Investment Records 32,700 Sort Routine Capacity 3,000 records Investment Account Reports Detailed Report for Each Investment Summary of Investments Account Summary Page [44] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- INDEX account summary report (checking) 24 account summary report, (investments) 28 ACCOUNT.CT 36 active account, changing 26 active account, functions affected 12 active account, selecting 12 adding checking & unpaid bills files 34 adding data files 7 adding investment Accounts or Purchase Groups 31 automatic teller withdrawal 17 backpaging through reports 22 backup data 37 backward data searches (checking) 20 balance, current (checking) 22 balance, starting 16 balancing the checkbook 21 budget group number 16 bulletin board registration 5 bulletin board system 5 cancelled checks, entry 16 cancelling transaction, checking data entry 16 capabilities, general 2 cash purchases 12 cash purchases, data requirements 14 CHAIN.CT 36 changing investment Accounts or investment groups 31 changing investment entries 27 changing records, Checking Account 19 changing the active Checking Account 25 changing the default drive 37 check number, automatic entry 10 check number, valid values 10 check register report 22 checkbook balancing 21 checkbook balancing with dummy entry 21 Checking Account description 12 Checking Account running balance 22 Checking Account, changing 25 Checking Account, data entry 13 Checking Account, delete all entries 20 Checking Account, selecting active account 12 checking file, sorting 29 checks, data requirements 13 communication parameters 5 computers, compatible 39 CONFIG.CT 36 Page [45] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- INDEX converting older PFM data files 33 copy restriction 4 copying the program 37 copyright 3 cursor controls 8 data backups 37 data disk 7 data disk name, changing 31 data duplication, checking data entry 16 data entry, general considerations 8 data entry, investment accounts 26 data entry, negative numbers 9 data entry, punctuation 9 data entry, savings account 26 DATA ERROR message 9 data files, adding 7 data files, from ancient versions 33 data files, starting new ones 32 data searches, backward (checking) 20 date last balanced 21 date selection for reports 25 date, automatic entry 9 default drive, changing 37 deleted records, finding 10 deleted records, reuse 10 deleting all Checking Account entries 20 deleting all entries for one investment 29 deleting Checking Account records 20 deleting investment Accounts or Purchase Groups 31 deleting investment records 28 deposit report 24 deposits, data requirements 14 deposits, investment account 26 detailed Purchase Group report 23 disk drives required 6 displaying investment Accounts or Purchase Groups 31 dividends, investment 27 dollar amounts, valid value 10 DOS required 6 drive emulators 36 dummy entry to balance Checking Account 21 duplicating data, Checking Account 16 duplicating files 36 duplicating investment accounts or Purchase Groups 31 emulated drives 36 error messages 38 exiting the program 36 Page [46] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- INDEX fees, investment 27 file descriptions 35 files erased while starting 7 files, duplicating 36 function summary 2 guilt 6 hardware required 6 help subscreen, Purchase Group, on data entry 16 help subscreens 9 income, investment account 27 initial operation 6 interest (checking), data requirements 14 interest, investment 27 investment account help 27 investment account, data entry 26 investment accounts, duplicating on more than one disk 31 investment accounts, scrolling 27 investment Accounts: add, change, delete, display 31 investment file, sorting 29 investment records, changing 27 investment records, deleting 28 investment reports 28 investment summary 28 license 3 loading and running program 6 memory required 6 menu structure (the BIG picture) 11 minimum balance warning, setting 32 modification, program or documentation 3 name, Checking Account 26 negative numbers 9 operation, initial 6 owner's name, changing 31 packing the unpaid bills file 30 parameters, communication 5 paying unpaid bills 18 payment splitting 17 printing reports on printer 25 printing reports on screen only 25 printing screens 28 program disks, making new ones 37 punctuation, in numeric data 9 Purchase Group number 16 Purchase Groups, duplicating 31 Purchase Groups, scrolling 16 Purchase Groups: add, change, delete, or display 31 purchase, investment account 26 Page [47] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- INDEX quitting 36 RAM drives 36 record number, search for 20 registered users 4 renaming Checking Accounts 26 rental property 17 report, account summary (checking) 24 report, account summary (investment) 28 report, check register 22 report, detail of one Purchase Group 23 report, investment summary 28 report, list of deposits 24 report, summary of purchases 23 report, tax deduction 22 report, unpaid bills 24 reports, backpaging 22 reports, date selection 25 reports, investment 28 rollover dividends & interest 27 running the program 6 sales, investment account 27 savings account, data entry 26 savings accounts 26 scrolling investment account names 27 scrolling Purchase Groups, on data entry 16 searches, backward (checking) 20 sort capacity 29 SORT.DAT 36 sorting investment and checking files 29 splitting payments 17 squeezing the program 4 starting balance 16 starting new data files 32 starting the program 6 subscreen, help 9 summary of investments 28 summary of purchases report 23 tax deductible purchases, entry 16 tax deduction report 22 trademark 3 unpaid bills file, adding to disk 34 unpaid bills file, packing 30 unpaid bills function 12 unpaid bills report 24 unpaid bills, data requirements 15 unpaid bills, entering 17 unpaid bills, monthly recurring 17 Page [48] CashTrac-5.10 7/27/85 ------------------------------------------------------------------------- INDEX unpaid bills, non-recurring 17 unpaid bills, packing file 19 unpaid bills, payment 18 unpaid bills, warning 18 unpaid bills, yearly recurring 17 updates 4 warning message, unpaid bills 18 warranty 4 withdrawal, automatic teller 17 withdrawal, investment account 27 withdrawals, data requirements 15 CashTrac-5.10 Personal Finance Manager User Registration Form (please print) Return of this form with a check or money order of $35 entitles the user to the privileges described in paragraph 1.5 of the CT-5.10 documentation. Currently registered users may use the bottom half of this form for BBS registration. Please provide the following information: First Name: _______________ Last Name: ________________________ Company Name: ____________________________________________________ Street: ____________________________________________________ City: ____________________________ State: ___ Zip: _______ Home Phone: ( )-____-_______ Bus. Phone: ( )-____-______ Where did you get this program? __________________________________ _______________________________________________________________________ Please fill in the following information if you would like to be added immediately to the CT-5 BBS registered user list. (Dial 703-941-2386) Your first and last name exactly as you plan to sign in: |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__| Your password (don't use your name, initials, PFM, IBM PC or obvious stuff): |__|__|__|__|__|__|__|__|__|__| Please don't request to be added to the BBS unless you plan to use it soon. You may call the public portion of the BBS at any time (or write a letter) and request that your registration be activated for subsequent calls if you don't want to be entered now. Inactive users are removed from the system after 3 months, but may be reactivated by writing or calling the public portion of the BBS. ========================================================================