START Magazine/START VOL 4 NO 9.st/PH_DATA.ARC/PHASAR2.HLP

Text File | 1989-12-20 | 6.8 KB | 113 lines

                        ENTERING TRANSACTIONS

     ENTERING NEW TRANSACTIONS: This function is used to enter individual
transactions in a manner very similar to recording checks in your checkbook
register. A list of accounts with the associated current balance and most
recently entered transaction will be displayed on the top of the screen. Follow
the prompts near the lower left-hand corner of the screen. Whenever you are
prompted to enter an account or a category, the program will accept the number
of the item or the first one or more characters of the name. Striking F1 at the
prompts gives you a menu of options.

     To execute a transfer of funds from one account to another, enter the
name of the debited account for 'Which Account' and type the number or name of
the credited account for 'Payee'. To record a deposit, type the word 'DEPOSIT'
(or the first few letters of "deposit") in answer to the 'Payee' prompt.

     To record a deposit from multiple sources or if a single debit should
be divided into more than one expense category, type either the word 'SPLIT' or
'MULTI' in answer to the 'Category' prompt. When you are finished entering the
parts of the transaction, type <Esc> in response to the 'Category' prompt and
you will be returned to the normal mode.

     In general, you will not want to enter negative numbers for the amount of
the transaction. The program assumes you are entering an expense if the payee
is not "deposit" and knows to subtract the amount entered. However, to record
a refund or credit, enter it as a transaction (expense vs. income) with a
negative amount.

     A list of frequently used payees can be summoned by striking <Ctrl-L> when
the "Payee" prompt is showing.

     To enter a comment associated with a transaction, type in the comment
in response to the 'Comment' prompt, or to repeat the previous comment, type
a single quote. The word "YES" will be displayed in the comment column to
indicate that it has been recorded. To leave the comment blank strike <Enter>
in response to the comment prompt.

     As soon as you enter an amount for a transaction and strike <Enter>,
the balance displayed at the top of the screen will be updated.

     USE STANDARD TRANSACTIONS: This function allows you to enter groups
of transactions which occur repeatedly. (For example: first-of-the-month
bills, paychecks with all of the associated deductions.) You will be asked for
a default date to attach to all of the transactions. This date as well as
other information associated with the transactions can be edited by moving the
reverse-video cell around the screen and typing in the correct information.
When you have finished editing the transactions, strike <Esc>.

     EDIT STANDARD TRANACTIONS: You may define up to seventeen 'pages'
of these transactions with each 'page' containing up to 20 transactions. Select
a page number for the group of transactions which you wish to define. If you
choose a page which is already defined, you are given the opportunity to
re-define that page or to request another page number. You will then be asked
for a one-line title for the new page. At this point you will enter
transactions very much like you would do if you were entering single
transactions, except you will not be prompted for the date or a comment. Just
follow the prompts.

     VIEW/EDIT TRANSACTIONS: This sub menu allows you to change any of the
information contained in a transaction entered earlier, or to view transactions
defined by a set of limits which you specify (e.g. date range, which categories
etc.).

     The first step in editing transactions is to call up the right ones.
You'll need to decide which accounts, which income and/or expense categories,
which payee's, and which period to view or edit. Categories and accounts can
be set to "all" or "none" as well as to specific ones. Payee can be "all" but
"none" wouldn't make sense. The maximum number of transactions that can be
called up at one time is 1000. When the setup is right you have the option of
sending the output to the printer or the screen.  Once that choice is made,
and the "To Printer" option is set (yes or no), move the reverse video cursor
to the "Do the Search" line and hit any key.

     Any transaction displayed on the screen can be edited. Simply move the
reverse-video cell around the screen and type over any incorrect information.
The summaries and account balances will automatically be updated. There are a
few edits which you cannot do - for example change a transfer into something
else - to protect the integrity of the data and summaries. If necessary, you
may delete any transaction (and if desired, re-enter it in another format). To
delete a transaction place the cursor in any column of the transaction to be
deleted and strike the <Delete> key.

     CONFIRM WITH STATEMENT: This sub menu helps you to reconcile each of your
accounts with the monthly statement. You'll enter the account name and verify
that the last confirmed balance and date agree with the beginning balance and
date of the current statement. You should resolve any differences before
continuing. Then you'll enter the ending balance and date from the statement -
this becomes the target for the balancing act to follow. Finally, you'll be
asked for a character string to be used to mark the transactions which you are
about to confirm.

     The program will look for all the unconfirmed transactions for the account
that you specified. They will then be listed, twenty at a time, on the screen.
You may change (as needed) any part of any of the transactions. To confirm a
transaction, simply put the cursor in the confirm column and hit <Enter>.
This will give you the default string you defined earlier. Or, you may
also type in any one-to-six character string. Type a space and <Enter> it to
unconfirm a transaction. Just below the list of transactions there is a line
which tells you the statement confirmed balance and the confirmed balance which
you have achieved by confirming transactions (this is not the same as the
final, unconfirmed balance) and the difference between the two. Go through all
of the pages using the <PgUp> and <PgDn> keys until you have matched and marked
as many transactions as you can, then strike <Esc>.

     If the confirmed balance which you have achieved matches the statement
balance, GREAT. If they don't PHASAR will help you find the discrepancy and
correct it. If you discovered transactions on your statement which you forgot
to enter you will be allowed to enter them now. (After returning from entering
missing transactions you will need to confirm them as you did with the others).
The number and total amount of confirmed debits and credits can be compared to
those on your statement to help you find discrepancies (don't forget about the
built-in calculator).
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