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1993-06-01
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42KB
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1,086 lines
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| Reports |
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-----------------------------------------------------------------------------
.pa
5.1
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| Reports |
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| The Checkbook Register. |
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5.1 Enter starting date for the report.
Use the Plus and Minus keys to change the starting date. Press the
Enter key on the desired date.
Special keys included in the reports date that are not found in
other areas of the program.
+ = Go ahead one day.
- = Go back one day.
* = Go back one month.
/ = Start at beginning of year.
> = Go forward one month.
The date selected will remain in memory until changed again.
5.2 Report features.
The checkbook register lists all the entries to the checkbook
including checks, deposits, debits, and credits. The report will
start at the date selected. The balance shown at the end is correct
regardless of the starting date used.
-----------------------------------------------------------------------------
| Number Date Description Check Deposit Balance |
|---------------------------------------------------------------------------|
| 6601 01-01-1993 Pizza Hut 18.50 0.00 481.50 |
| 6602 01-03-1993 Super Value 89.77 0.00 391.73 |
| 6603 01-05-1993 Cenex Gas Station 15.00 0.00 376.73 |
| 0 01-08-1993 Deposit 0.00 500.00 876.73 |
| 6604 01-10-1993 Chi Chis 36.00 0.00 840.73 |
| 6605 01-15-1993 First National Bank 330.00 0.00 510.73 |
| |
| |
-----------------------------------------------------------------------------
Press the Enter key to advance the page.
Press the Escape key to exit.
Set the print option to ON to print the report.
.pa
5.3
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| Reports |
| |
| Single Check Detail View. |
| |
| |
-----------------------------------------------------------------------------
5.3 Enter the check number.
Enter the check or record number to view the check in detail.
Review the register to locate the correct number.
5.4 Viewing the check.
This option is used to view all the information on a check.
Information such as Invoice numbers or Memos can only be viewed
by viewing the single check.
Print the check by turning the print option ON or by pressing
the print screen key.
5.5
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| Reports |
| |
| View Register by Account or Flag |
| |
| |
-----------------------------------------------------------------------------
5.5 Enter the Account number
Enter the account number or press the F6 key to select the account
from a list. Use the arrow keys to highlight the correct account
and press the enter key.
Press the Enter key with no entry to advance to the Flag line.
.pa
5.6 Enter the Account Flag.
Enter the flag letter or press the F6 key to select the flag
from a list. Use the arrow keys to highlight the correct flag
and press the enter key.
A null entry on both lines will exit back to the main menu.
5.7 Viewing the report.
The report will list all checks with the account or flag attached
to the record.
Example
If you selected an account for utilities, all the
checks to the power, gas, water, and phone are
listed because you entered that code for each as the
check was entered.
-----------------------------------------------------------------------------
| Number Date Description Check Account |
|---------------------------------------------------------------------------|
| 6610 01-16-1993 Northern States Power 138.50 138.50 |
| 6677 02-12-1993 Grand Forks Water Dept. 32.22 32.22 |
| 6743 03-15-1993 Northwestern Bell 66.10 32.13 |
| 6744 03-15-1993 U.S. Sprint 22.64 22.64 |
| 6792 04-21-1993 Northern States Power 110.10 110.10 |
| 6801 04-30-1993 Northwestern Bell 75.41 35.20 |
| |
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-----------------------------------------------------------------------------
Press the Enter key to advance the page.
Press the Escape key to exit.
Set the print option to ON to print the report.
.pa
5.8
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| Reports |
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| View the Deposits and Budget Balance. |
| |
| |
-----------------------------------------------------------------------------
5.8 Select the starting date.
Use the Plus and Minus keys to change the starting date. Press the
Enter key on the desired date.
Special keys included in the reports date that are not found in
other areas of the program.
+ = Go ahead one day.
- = Go back one day.
* = Go back one month.
/ = Start at beginning of year.
> = Go forward one month.
The date selected will remain in memory until changed again.
.pa
5.9 Review the report
The report lists the dates and amounts for each deposit or
credit. The four budget account amounts are shown for each deposit.
The Net total on the right is the amount added to the checkbook
to write checks against. The totals at the bottom are for each
Budget Account balance.
-----------------------------------------------------------------------------
| Date Deposit ACT.1 ACT.2 ACT.3 ACT.4 NET |
|---------------------------------------------------------------------------|
| 01-07-1993 500.00 0.00 10.00 0.00 20.00 470.00 |
| 01-15-1993 1000.00 50.00 50.00 50.00 50.00 800.00 |
| 02-01-1993 500.00 0.00 50.00 0.00 50.00 400.00 |
| 02-15-1993 1000.00 100.00 0.00 100.00 0.00 800.00 |
| ........ |
| ........ |
| ........ |
| 3000.00 150.00 110.00 150.00 120.00 2470.00 |
-----------------------------------------------------------------------------
Press the Enter key to advance the page.
Press the Escape key to exit.
Set the print option to ON to print the report.
5.10
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| Reports |
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| Report the Expense Account Totals. |
| |
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-----------------------------------------------------------------------------
5.10 Viewing the report.
This report produces a total for each Expense Account. The break
down by account is used to report the totals for each account.
Print a copy of the Expense totals at the End of the year to complete
your tax return.
.pa
5.11
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| Reports |
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| Report the Deposit Account Totals. |
| |
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-----------------------------------------------------------------------------
5.11 Viewing the report.
This report produces a total for each Deposit Account. The break
down by account is used to report the totals for each account.
Print a copy of the Income totals at the End of the year to complete
your tax return.
5.12
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| Reports |
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| The Record Listing. |
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-----------------------------------------------------------------------------
5.12 Viewing the report.
The Record listing is used to locate the absolute file position
of a check or debit. A item with a duplicate number is edited
by record number. The record numbers are displayed on the left side
of the report. They start at number one and continue to the end of
the file.
.pa
5.13
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| Reports |
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| Printer Status. |
| |
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5.13 Inspect printer.
When using one printer to do both checks and reports, please
inspect the printer before printing. Do not start printing checks
on blank paper and reports over your checks. There is no way for
the program to know the type of form loaded in the printer.
5.14 Turn on the printer.
Select the Printer Status option from the Reports menu. A option
box will display the current settings. Press the letter ( P ) to
turn the printer On or Off. The Status will change each time the
letter is pressed.
When turning the printer ON a second Warning box prompts inspection
of the printer. Press the Plus key ( + ) to turn the Header option
on. The Header will print the checkbook information on the top of
each printed report.
--------------------------------------
| Printer Status On / Off |
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| Printer is : OFF |
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| Header is : Off |
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| ESC = No Change P = Change |
| |
--------------------------------------
.pa
5.15 Print Header on Report.
Set the Header option by pressing the plus key (+) while viewing
this screen. The Header will be printed at the beginning of each
report.
--------------------------------------
| Warning Message |
| |
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| Check paper .............. |
| ..... |
| |
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| Enter a ( + ) to include |
| a header on reports. |
| |
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| |
--------------------------------------
Please see the Appendix for more information on loading checks in
the printer.
.pa
-----------------------------------------------------------------------------
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| Accounts |
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.pa
6.1
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| Accounts |
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| Accounts Payable Database. |
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-----------------------------------------------------------------------------
6.1 Locating a record.
All records added to the database are in sequential order. The first
record is number one, the second is number two and so on. A record
is recalled by the number or by selecting the first line title
from a list.
6.2 Using the F keys
--------------
| # |
| |
| _______ | Type the record number on the line and press
| | the Enter key.
| F5 = New |
| | Press F5 to create a new entry in the database.
| F6 = List |
| | Press F6 to select a record from a list.
| F10 = Exit |
| | Press F10 to exit to the main menu.
| |
| |
| |
--------------
6.3 Enter or edit lines.
The Up and Down arrow keys move the cursor from one line to the next.
Pressing the Enter key saves the changes for each line. Press the
Enter key to the end of the page to exit.
The Escape key will exit without saving.
.pa
The information typed on the five lines is printed on the check
in a position to appear in a windowed envelope. All five lines will
appear in the window. It doesn't make a difference what is on each
line although the top line is used for the description in the F6
menu. The top line therefore should always be the name line.
-----------------------------------------------
| Accounts Payable Database |
| |
| |
Name | --------------------------------------- |
| |
Address | --------------------------------------- |
| |
City | --------------------------------------- |
| |
State | --------------------------------------- |
| |
Zip Code | --------------------------------------- |
| |
| -- -- -------- |
| |
-----------------------------------------------
^ ^ ^
Account Flag Amount
6.4 Account Flag and Amount.
The account, flag, and amount are printed on the computer screen
under the name and address lines when checks are being entered. They
serve as a reference when checks are entered. As you enter the check
amount, notice the amount under the address. This is the amount entered
in this portion of the program as a future reminder. Likewise the flag
and account number reminders are for a check when it is repeated.
Example
The local bank may have the same expense account, flag, and amount
when you write the check each month for a car payment. The amount
of the payments are the same, the account they are expensed to
are the same and the flag may or may not be the same.
6.5 Special Considerations.
The reminder numbers are not entered into the appropriate fields
automatically. The numbers are entered by the user. The reminder
numbers are used to be consistent in the expense account used
for checks written.
.pa
6.6
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| Accounts |
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| Viewing the Expense Accounts Codes. |
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-----------------------------------------------------------------------------
6.6 Review the list.
This menu item is provided a quick reference of current expense
account codes. The menu will only display the items. The Expense
codes are changed with an ASCII editor. Please view the Install
section for more information on editing the Account codes.
6.7
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| Accounts |
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| Viewing the Flag Accounts Codes. |
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-----------------------------------------------------------------------------
6.7 Review the list.
This menu item is provided a quick reference of current flag
account codes. The menu will only display the items. The Flag
codes are changed with an ASCII editor. Please view the Install
section for more information on editing the Account codes.
Please view section 1.6 in Checks for further information.
.pa
6.8
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| Accounts |
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| Viewing the Deposit Accounts Codes. |
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-----------------------------------------------------------------------------
6.8 Review the list.
This menu item is provided a quick reference of current deposit
account codes. The menu will only display the items. The Deposit
codes are changed with an ASCII editor. Please view the Install
section for more information on editing the Account codes.
6.9
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| Accounts |
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| Printing Accounts Payable Reference. |
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-----------------------------------------------------------------------------
6.9 Inspect Printer
When using one printer to do both checks and reports, please
inspect the printer before printing. Do not start printing checks
on blank paper and reports over your checks. There is no way for
the program to know the type of form loaded in the printer.
6.10 Printing the Report.
This option will print a guide book of codes and names used in check
entry. To expedite bill paying look up the code for each check to
print and write the code number on the bill. When paying a stack of
bills simply type in the code number for the name and address, the
amount and account, any general information.
This report will print without the Printer Status ( On / Off ) being
changed in the Reports menu.
Note: If you print this report before data has been entered to the
program, it will print a header and a blank report page.
.pa
6.11
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| Accounts |
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| Printing Income and Expense Code Reference Guide. |
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-----------------------------------------------------------------------------
6.11 Inspect Printer
When using one printer to do both checks and reports, please
inspect the printer before printing. Do not start printing checks
on blank paper and reports over your checks. There is no way for
the program to know the type of form loaded in the printer.
6.12 Printing the Report.
This option will print a guide book of expense codes used in check
entry. To expedite bill paying look up the code for each check to
print and write the code number on the bill. When paying a stack
of bills simply type in the code number for the expense and enter the
bill in a batch run.
This report will print without the Printer Status being changed in
the Reports menu.
.pa
-----------------------------------------------------------------------------
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| Exit |
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-----------------------------------------------------------------------------
.pa
7.1
-----------------------------------------------------------------------------
| Exit |
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| Exit Program. |
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-----------------------------------------------------------------------------
7.1 End Session
This is the proper way to end the program. Exiting the program in
any other manor may result in data loss. Always leave the disk in
the drive until the program terminates. Files may by updated and
closed before the program ends.
Your data is very important. Always make a backup of the data
after using the checkbook.
7.2
-----------------------------------------------------------------------------
| Exit |
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| Setup Values. |
| |
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-----------------------------------------------------------------------------
7.2 View Startup Values.
The starting balance and starting check number are provided here
as a reference. In business it is sometimes necessary to know
the beginning balance. This option provides a quick view of the
values set in the initial setup of the program.
The starting check number will only affect the first check written
in the checkbook. Otherwise any change would not affect the program.
.pa
7.3 Other Information
This screen also displays the setup values of the checkbook. The
data lengths declared in the install program are presented as
a reference. The Cash Control program will adjust the size of
the files if space is needed.
The Percentage Full indicator displays a percentage of the database
size used. A percentage of 25% would mean the database is one quarter
full.
7.4
-----------------------------------------------------------------------------
| Exit |
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| Checkbook Information |
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-----------------------------------------------------------------------------
7.4 Enter or Edit Information.
Enter the specific information requested for each line. Press the
key to proceed. Use the arrow keys to move up and down or left and
right. Use the information as a quick reference to the bank name
and account number.
7.5 Report Headers
A copy of the Checkbook Information header is printed on each report
by invoking the option in the Printer Status under Reports.
Use this option to identify more than one account on a computer
system. Please view the Appendix for further information on
multiple checkbooks.
.pa
7.6
-----------------------------------------------------------------------------
| Exit |
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| Password |
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-----------------------------------------------------------------------------
Cash Control Password security system does not protect the data
from being accessed with another program. The security system is
designed to deny access to users of the Cash Control program without
a correct password match. Other software may be able to read the
Cash Control data files. Protect your computer by using the key lock
and DOS password protection. Keep all data backup disks in a secure
place to prevent unauthorized copy.
7.6 Password Security.
The password for the program is ( cash ) in lower case. The
password remains in effect until changed by the user.
( Note ) When using the Batch file to load the
password, be sure the BAT file is edited to reflect
any change in the password. Batch file password loading
assumes that no security is wanted. The program will load
when any user loads the program. A password must be entered
by the user when installing the program.
The password is case sensitive. This means the word typed in as a
password must be typed with the upper case or lower case letters in
mind.
Example
The following are five different passwords.
CASH
cash
caSh
Cash
casH
( Notice the position of the upper case letters. )
A password must by typed in exactly as it was created.
.pa
7.7 Changing the password.
Select the option from the Exit menu. Enter the old password. After
a moment to verify the program will ask for the new password. Be
very careful to enter the password correctly.
7.8 Recover lost password
The password is scrambled with a random number in the file
CHECKSP.DAT.
If you forget the password, copy the file CHECKSP.DAT from the
master to the Cash Control directory and open the program using
( cash ) password. Put the master disk and all backup disks in
a safe place to prevent others from using the data file to gain
entrance.
Do not copy other files as they would replace your files and
destroy the data.
7.9
-----------------------------------------------------------------------------
| Exit |
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| Backup Data |
| |
| |
-----------------------------------------------------------------------------
7.9 Making a Data disk backup.
Place a blank formatted disk in the floppy disk drive ( A ) or ( B ).
If the backup files are to be copied to a subdirectory the sub-
directory should be created in advance. The program will not create
a sub directory.
Select the Backup option from the Exit menu.
The program files are copied to the backup disk.
The option terminates to the main menu when it is complete.
Place the backup disk is a safe location to prevent theft.
Note: If you are running the Cash Control program from a Shell
program, the copy option may abort. This option requires more
memory than normal program operation. If it fails try running
the backup from DOS.
.pa
7.10 Recovering data from the Backup Disk.
Always Write Protect the data disk before starting.
Place the data disk in the floppy drive. Log the destination drive
and directory.
Use the DOS copy to transfer the files back to the working area.
Example
Working Area ...... C:\CASH
Backup Disk ...... B:
From the Working Area type COPY B:*.*
The program files on the backup disk will overwrite the
files in the Working Area.
Be very careful to understand the DOS COPY before using it. A
file copy program is recommended.
7.11 System for Backup
Make a backup disk each time there are changes in the checkbook.
A daily pattern is best when the checkbook gets daily use.
A rotation system is also a good idea. Use three disks and always
rotate the disk used for backup.
.pa
7.12
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| Exit |
| |
| Color Selection |
| |
| |
-----------------------------------------------------------------------------
7.12 Color or Monochrome
Cash Control reads the monitor type as the program loads. A
monochrome system will not have the color option on the Exit menu.
7.13 Selecting a color file.
Cash Control has eight different color files to choose from. The
color files are preset for eight different color combinations. Most
users will find a color that is pleasant to the eye.
The color attributes are stored in the eight files beginning with
the letter ( C.CL1 ) through ( C.CL8 ).
Select a file by number. Enter the number to the left of the
description.
.pa
Appendix
========
A) Printed Checks
Cash Control prints Accounts Payable tractor feed checks. The checks
can be ordered from Deluxe Business Forms. You will need the
following information to place an order.
1) Your Account Number.
2) The Bank Number.
3) Full Name & Address Information.
4) Starting Check Number.
5) Product Numbers
Accounts Payable Check 9 1/2 by 7 # 00091002 ( 1 Part )
Double Window Envelope 8 # 00091500
6) Double Signature line ( If needed )
7) Title over signature.
Write to
Deluxe Business Forms
P.O. Box 35100
Colorado Springs, CO.
80935-3510
Or Call
1-800-328-0304
Fax
1-800-336-1112
How to load the printer
The first line prints one inch down on the stub portion of the
check. Each printer has its own problems when loading the checks
and getting them aligned correctly. You may have to waist a check
by printing it and observing the position. Make any adjustments
and waist another check to test the results.
A less waistefull option is to install the program in a different
directory to use for testing. By doing this you won't have to
edit out the voided checks as the data will be contrived for
test purposes only.
.pa
You may also elect to use blank paper to print the test on and
hold the printed results next to the actual checks to see if
the lines are printing correctly.
Once you have determined how to load the checks and align them
correctly, make a note of your procedure.
Some printers require a lead sheet to be attached to the first
check. The lead sheet has a gum strip on top to press against
the first check and roll it through the tractor feeds. Printers
with the tractor feeds a couple inches higher than the print
head need a lead sheet or else the fist check in a batch is
always wasted.
Printers that have the sheet feed option need to be set for
continuous form paper. Consult the manual that came with your
printer to determine the hardware configuration necessary.
Ink Jet printers do not print well on polished surface paper
such as checks. The smooth surface causes the ink to splash
back on the print head and will require frequent cleaning.
B) End of Year Processing
The Cash Control program should be used for ones years data.
At the end of the year a backup should be made to preserve the
totals. Use a copy program to place the entire contents of
the directory on a disk or disks. Computers with disk drives
larger than 360k will often be able to copy the files to a single
disk. Mark the disk and put it in a safe place.
Make printouts of your expenses and deposits for tax purposes.
Take note of the final checkbook balance as it will be the
beginning balance of the next years checkbook.
After all the backups are made and the reports are printed
you are ready to initialize a new checkbook for the next year.
Run the install program by typing CHECK INSTALL. The first
option of the install program allows you to erase the check
and deposit files. Do not erase the Accounts Payable file as
this is the file that has all the names and addresses you
will be writing checks to again in the new year.
Install option two allows you to edit the starting balance and
starting check number. Enter the ending balance and the next
check number as they will be different.
With these steps taken the program should be ready to begin a
new year.
.pa
When the statement arrives from you bank, make sure all items
from the previous year are cleared. Run the balance program
on the backup disk to clear each item. Review the year by
paging up and down to be sure there are no outstanding items.
Any outstanding check or deposit in last years checkbook
will cause the new checkbook not to balance. Once you are
sure there is no outstanding items you may exit the balance
program. Any credits or service charges you enter to the
old year will change the ending balance. Be sure the ending
balance of your previous year and the beginning balance of the
new year are the same.
Continue the process by running the balance program in the
new years checkbook. Clear any checks or deposits on the
statement that were entered after January 1. The statement
balance should match the banks statement when all items
are properly cleared and debits and credits are entered.
C) Errors & Problems
The following are a few problems the beta testers found while
using the Cash Control program. They are passed along to you
to help prevent an error while using Cash Control.
1) Writing two checks with the same number.
The Cash Control program does not check each number to see
if it was entered before. The program assumes that if you
hand write a check or print it on the computer, the check
number will only be used once. When checks are written
out of order the program looks at the last number entered and
assumes the next number will be that number plus one. If
you were to enter check number 100 and then enter check number
99, the program would advance the 99 and tell you the
next check number is 100 again. Please verify the check entry
on your computer with the actual check as it is entered.
2) You forgot to turn the check printer on.
You entered a check in the program and pressed the F5 or F10
key to complete the check and suddenly realized that you wanted
to print the check. The check is in the checkbook on the computer
yet the actual check is sitting in the printer unprinted. Select
the Edit check option and locate the check. Press the enter key
through the entry lines to the end of the check. A final screen
allows you to force the printing of a previous check. Proceed
with any other check entries in the normal manor.
.pa
3) Data files larger than the data disk.
If the program is setup with long file lengths it can create
data files so large that the backup option of this program
can not send them to a single disk. If large data files
are necessary you may have to use a file copy program to
backup each file on a separate disk. The backup option of
this program does not pause for multiple disks or divide
single files into smaller sizes.
Authors Note:
I just want to say thanks to my wife Debbie and my kids
Michael and Michelle for putting up with a guy who spent
hundreds of hours working on this program. Without their
support I could never have finished.
Thank you Kerry Jaeger for your consultations all for
a fee of a Marg at Chi Chis.
Thank you Mike Harvey of Dakota Shores Programming for
being the excellent programmer and beta tester you are.
Thank You
Rick Engen
Pipedream Software
