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Text File | 1986-02-06 | 27.9 KB | 576 lines

Ledger Mode 00000100000009210000001247 ? 00000100000015530000006357 Journal Mode 00000200000012470000006379 Accounts Mode 00000300000063790000007804 Budgets Help 00000400000078040000009186 Extended Commands 00000500000091860000013318 Reports 00000600000133180000014426 Accounts Report 00000700000144260000015440 Budgets Report 00000800000154400000016451 References Report 00000900000164510000017412 Journal Report 00001000000174120000018581 Ledger Report 00001100000185810000019570 Statements 00001200000195700000020644 Other Statements 00001300000206440000022005 Comp. Statement 00001400000220050000022872 Budgets Report 00001500000228720000023994 The Find Key 00001600000239940000025067 Debits/Credits 00001800000250670000025902 File Names 00001900000259020000027123 The Calculator 00005500000271230000028175 Ledger Mode In ledger mode, the data is ordered by account number, and each account is considered to be one page. The pages are displayed in 3 column format; the left-most column is a running total. The following special keys are active: Journal Mode In Journal mode, the data is ordered by date. Pages contain successive lists of transactions. The pages are displayed in 2 column, Debit/Credit format. The following special keys are active: Numeric Pad Keys HOME: moves the cursor to the upper left hand corner of the screen. UP-ARROW: moves the cursor up one line. PGUP: goes back one page (to the previous page) LEFT-ARROW: moves the cursor to the left one character. RIGHT-ARROW: moves the cursor to the the right one character. END: Pages to the last page of the file in the current mode. DOWN-ARROW: moves the cursor down one line. PGDN: goes to the next page. Function Keys F1(HELP): Displays instructions on the screen. F2(CMD): Prompts for an extended command at the bottom of the screen. A separate help screen is available for extended commands(type F1 to see available topics). F3(JOUR): Switches LEDGER into Journal mode. F4(LEDG): Switches LEDGER into Ledger mode. F5(ACCT): Switches to the Account names and numbers screen. F6(BUDG): Allows you to update account budgets and cross-references. F7(UNDO): Restores the data screen to its state at the last screen refresh. F8(RPT): Displays the report menu. F9(FIND): Allows you to search the ledger for specific references, accounts, dates, or amounts. F10(CHK): Looks up the account number of the transaction the cursor is on. The account name is then displayed on the status line. Alternate Keys(Hold ALT, type number) ALT 1(DEL): Deletes the transaction that the cursor is on. ALT 3(GETC): Gets the calculator register and places it into the current cursor line. Will prompt for debit or credit if necessary. Answer D or C. ALT 4(UPDT): Forces a data update from data just entered to the screen. The balance is updated, and the UNDO checkpoint is set. ALT 5(SORT): Forces a resort of the data. The order depends on the LEDGER/JOURNAL mode setting. ALT 6(TOTL): Forces a re-total of the data. The bottom line is updated, and the UNDO checkpoint is set. ALT 7(PRNT): Prints the current screen. ALT 8(CALC): Brings the calculator up on the screen. Other "Special" Keys DITTO: The DITTO key will duplicate the field above. This will not work, of course, on the top line. TAB: The TAB key will tab to the first character of the next field. BACK SPACE: The BACK SPACE key moves the cursor to the beginning of the current field. If the cursor is already on the first character of the field, it moves to the previous field. DOT(.): The period key only has a special effect in numeric fields. In numeric fields a dot will right justify the entered number, then tab to the next field. INS: The INS key shifts all transactions from the cursor down, down one line, leaving the cursor on a blank transaction. END: The END key pages to the last page. Accounts Mode Account numbers are five digits long, formatted as 2 digits, a dash, and then 3 digits. This format is for the convenience of the user. LEDGER makes no special use of individual digits within the account number. There are three types of accounts. Posting accounts are regular account numbers, used for transactions. Page header accounts are used for report formatting. They may not be used for posting. Typically, a page header account will be used between balance sheet accounts and revenue/expense accounts. This forces them to be on separate pages. The page header account name will be the title line on the new page. Start and End group accounts act as algebraic brackets to force subtotals on the reports. The subtotal includes all accounts between the Start and End group accounts. Note that these must be used in pairs, and may not be used for posting. NOTE: Duplicate account numbers will be eliminated on the first sort. The first version will be left, the second deleted. The keys enabled during Accounts updating are the same as for journal and ledger modes. Accounts may be inserted out of order, they will be re-ordered on the first sort. Budgets Help Each posting account may have a budget. These may be compared with the account total by running the budget report. (See Reports) In addition, each posting account may have two cross reference account numbers. These are entered on the budgets screen, under the headings XREF1 and XREF2. Cross reference account numbers are account numbers for posting to a different set of books. LEDGER can translate the account numbers for any or all transactions using these cross-references. For example, a division of a company may have a complete set of internal account numbers. The corresponding home office account numbers are entered as the XREF1 set. At month end, the division SELECTS a copy of the months transactions, TRANSLATEs them to the corresponding head office numbers, and COMPRESSes them into a single transaction per home office account number. The result is sent to the home office on a floppy disk, where the GETDATA command is used to integrate the transactions into the home office ledgers. The same approach may be used for posting from an accounts receivable to a general ledger, etc. (See Commands help Screen). Extended Commands The F2 key will position the cursor at the bottom, and prompt for an extended command. The extended commands are typed in response to the ">" prompt, and terminated with a RETURN. The BACKSPACE or LEFT ARROW key may be used to erase a command and start over. Several commands require additional information. When this is the case, LEDGER will prompt for it. Extended Commands RETURN A return, typed in response to the prompt, is considered a null command. LEDGER will resume normal editing. END The END command writes the current data to disk, and exits. QUIT The QUIT command asks LEDGER to abort the editing session. The edited file is not written to disk. In other words, the file is left as it was on starting the session. SELECT The SELECT command allows you to retain a subset of the data. The rest is discarded. The subset chosen may be by account range, date range, or a specific reference type. COMPRESS The COMPRESS transaction adds up groups of transactions, and re-posts them as a single balance forward entry. The compression may be restricted to a specific range of dates, a specific set of accounts, or both. LEDGER will prompt for the date and comment to be used in the balance forward entries. GETDATA The GETDATA command allows transactions from another file to be merged into the file being edited. Transactions taken from the second file may be restricted to a specific range of dates or accounts. GETACCT The GETACCT command allows a set of account numbers to be taken from another ledger file. The accounts taken may be restricted to a specific range of accounts. GETALL The GETALL command is a combined GETDATA and GETACCT command. That is, both transactions and accounts may be taken from a second file. TRANSLATE The TRANSLATE command causes LEDGER to go through all transactions, and convert the account numbers to one of the two cross reference account numbers. SCRAP The SCRAP command scraps all data. That is, after a scrap command the current file will be empty. Typically, the SCRAP command is used with a work file to empty it, so that a new work file can be started. LAST The LAST command will go to the last page of the file. This is the same as typing the PGDN key until the message "on last page" appears, or pressing the END key. FIRST The FIRST command will go to the first page of the file. This is the same as typing the PGUP key until you get to page one. CDATE The CDATE command allows you to change all dates in a file. If a digit is typed in one or more of the "from" digit positions, only dates matching that digit will be changed. An asterisk in the "from" field means that the digit need not match. CACCOUNT The CACCOUNT command allows you to change all transaction account numbers in a file. If a digit is typed in one or more of the "from" digit positions, only accounts matching that digit will be changed. An asterisk in a "from" field digit means that the digit need not match. CHECK The CHECK command caused LEDGER to scan the entire file, checking account numbers. If a transaction with an unknown account number is found, LEDGER will position the cursor at that transaction. PRINTER The PRINTER command allows you to change the printer format. This may be necessary for non-IBM compatible printers. The PRINTER command is documented in Appendix V of the manual. SWITCH The switch command reverses debits and credits. That is, a debit will become a credit, and a credit will become a debit. Transactions to be switched are selected by date range and/or account range. Reports Choose the desired report by moving the cursor up and down, and typing a RETURN. Further prompts will be given in the form of fill in the blanks. When this has been done, type another RETURN. All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). Keep in mind that although a file may balance, the figures within a specific range of dates may not. Care must be used in entering data if periodic statements are to be prepared. Accounts Report The Account number report is a listing of all account numbers within the current ledger. A copy of this report is a very handy reference when posting. All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). The listed account numbers may be restricted to posting accounts by filling in a "Y" (Yes) at the "Posting only" prompt. Budgets Report The Budgets listing report is NOT a budgets report. The budgets report is at the bottom of the menu. This report is a listing of the current budget settings. All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). The listed budgets may be restricted to posting accounts by filling in a "Y" (Yes) at the "Posting only" prompt. Cross-Reference Report This report is a listing of the current account numbers of the ledger with their cross-reference account numbers (XREF1 and XREF2). All reports have a blank labeled "Destination". The destination may be an "L", or list device, an "S", for the screen, or an "F" for file. If the destination is a file, the file name blank will be used. Writing a file to disk allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). The listed account numbers may be restricted to posting accounts by filling in a "Y" (Yes) at the "Posting only" prompt. Journal Report This report is a listing of current transactions in date order, two column format. A range of dates or a range of account numbers may be specified. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. The transaction type may be set to asterisk (all types), or specified as a single letter. This allows a listing of just specific transaction types. For example, if the letter "C" is used as the transaction type for cheques, a cheque register can be printed with this report. Simply specify transaction type "C", and limit the range of account numbers to the bank accounts. Ledger Report This report is a listing of current transactions in account number order, three column format. Each account is printed on a separate page. A range of dates or a range of account numbers may be specified. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. The transaction type may be set to asterisk (all types), or specified as a single letter. This allows a listing of just specific transaction types. Statements The statement report is a two column (Debit/Credit) statement. Pagination and sub-totaling is controlled by the accounts. (see Accounts Help Screen). All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). Keep in mind that although a file may balance, the figures within a specific range of dates may not. Care must be used in entering data if periodic statements are to be prepared. Multi-Column Statements Three multiple column statement formats are available. These are two, three, and four column. Each column corresponds to a particular date range. Within each column, debits and credits are differentiated by brackets. The default is to bracket debits. This can be reversed on an account by account basis by setting the "format" column in the account. Pagination and sub-totaling is controlled by the accounts. (see Accounts Help Screen). All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). Keep in mind that although a file may balance, the figures within a specific range of dates may not. Care must be used in entering data if periodic statements are to be prepared. Compressed Statement The compressed statement is a short statement giving the subtotal accounts only. It is designed to give a "snapshot" statement, and is useful during balancing. All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). Budgets Report The budgets report gives account balances and budget figures for each account. The balance is also expressed as a percentage of budget for comparison. A report ratio may be given before starting. This ratio is used to adjust the budget for a particular period. For example, at the end of the first quarter, the ratio 1:4 would cause all budgets to be adjusted to 1/4 before the calculations is done. All reports have a blank labeled "Destination". The destination may be an "L", for the list device (printer), an "S", for the screen, or an "F" for a file. The file name from the screen is only used for the destination "F". Writing a report into a disk file allows it to be used as input to a word processing program. All reports have spaces for various ranges of dates and/or accounts. When a range is used, it is always inclusive of the end points. (ie: 01-001 to 50-050 includes accounts 01-001 and 50-050). The Find Key The find key allows you to search the LEDGER file for a specific transaction. When the key is pressed, LEDGER will ask for the type of search. You must type one of A, D, R, or $. These specify a search for an account number, a date, a transaction reference, or a dollar amount respectively. Note that if in Accounts or Budget mode, LEDGER assumes an account number search. After the search type has been specified, LEDGER presents a template of the required field. This is filled in, and the RETURN key is pressed. The search is then done. As the template is left unchanged, successive searches for the same thing may be invoked by typing RETURN as soon as the template is presented. Note that an asterisk(*) as the reference specifies any reference type. For example, <*#00001> specifies any reference type, as long as the reference number is one. For Non-bookkeepers Writing a cheque: DEBIT an expense account, CREDIT the bank or DEBIT payables, CREDIT the bank Invoicing a customer: DEBIT a customer, CREDIT a revenue account or DEBIT receivables, CREDIT a revenue account Collecting a payment: CREDIT a customer or payables, DEBIT the bank Bank deposits: as above Getting an Invoice: DEBIT an expense account, CREDIT payables or supplier Petty cash payments: DEDIT an expense account, CREDIT petty cash Money into petty cash: DEBIT petty cash, CREDIT the bank For owners: Out of pocket expense: DEBIT an expense account, CREDIT yourself Draws against profit: DEBIT yourself, CREDIT the bank File Names Each set of books, or ledger, is a disk file for to LEDGER system. The ledger file contains both transactions and a set of account numbers. It has the extension ".LDG". For example, a payroll ledger might have the name PAYROLL.LDG. To edit a ledger file, type the command LEDGER, followed by the name of the ledger file. The extension need not be typed. For example, the command "LEDGER PAYROLL" would start the editing of the payroll ledger, file name PAYROLL.LDG. Note: If the ledger file does not exist, it will be created. After the command, LEDGER reads the entire file into memory. All editing is done in memory; the disk version of the file remains unchanged. If the extended command "QUIT" is used to exit, the file remains as it was. If the "END" command is used to exit, LEDGER renames the original file to the extension ".BAK". That is, the file PAYROLL.LDG becomes PAYROLL.BAK. The new, edited version is then written to disk under the original name (ie-PAYROLL.LDG). The Calculator The ALT 8 (CALC) key will bring a calculator up on the screen. This is a standard five function calculator: add, subtract, multiply, divide, and percent. When the ESCape character is entered, the calculator disappears and the cursor is restored. The calculator register, shown on the face of the calculator, can be entered into a ledger line. This is done with the ALT 3 (GETC) key. In budgets mode, there is only one suitable field on the line (the budget), and the number on the face of the calculator will be entered to the field when ALT 3 is pressed. In journal or ledger mode, the prompt "Debit or Credit" will appear on the prompt line. Depending on whether the "D" or "C" key is pressed, the calculator register will be put into the debit or credit column. In both cases, the screen line is the one of the current cursor.