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CheckStar III documentation --------------------------- written by Salim Sindhi & Bob Simpson CheckStar III documentation page 1 ---------------------------------------------------------- Table of Contents Installing CheckStar III. . . . . . . . . . . . .Page 2 Getting Started . . . . . . . . . . . . . . . . .Page 3 Special Features: ---------------- Income/Expense Budget Reservation . . . . . . .Page 4 Memorization Features . . . . . . . . . . . . .Page 5 Bank Reconciliation . . . . . . . . . . . . . .Page 6 Split transaction . . . . . . . . . . . . . . .Page 6 Reminder Setup. . . . . . . . . . . . . . . . .Page 7 Data Backup . . . . . . . . . . . . . . . . . .Page 8 Moving Transactions . . . . . . . . . . . . . .Page 8 Erasing Transactions. . . . . . . . . . . . . .Page 8 Checking the Account Balance. . . . . . . . . .Page 9 Printing report options . . . . . . . . . . . .Page 9 Cash Debit and Credit options . . . . . . . . .Page 9 Special Keys and Symbols. . . . . . . . . . . .Page 10 Sorting Accounts. . . . . . . . . . . . . . . .Page 10 Configuring Checks. . . . . . . . . . . . . . .Page 11 CheckStar III data file organization. . . . . . .Page 14 Warnings! . . . . . . . . . . . . . . . . . . . .Page 15 CheckStar III documentation page 2 ---------------------------------------------------------- Installing CheckStar III ======================== Step-1: For all users : ------------- Make a backup copy of CheckStar III. Refer to your DOS manual for instructions. Put the original diskette in a safe place. Never run CheckStar III or ANY program from the original disk. Step-2: For floppy users only : --------------------- If your DOS (bootable) disk does not already have the file "CONFIG.SYS", copy this file from the CheckStar III disk. If this file exists on your DOS disk, be sure it has the commands "FILES=20" and "BUFFERS=20". This minimum configuration is adequate for most users. You may increase "FILES= " up to 99 as needed to accommodate other software in use on the system (ie: "FILES=30"). If you have changed or added to the "CONFIG.SYS" file, reboot the system. Prepare a blank formatted disk for data files. After DOS is loaded, insert the backup copy of CheckStar III in drive A or B and type "CS<RETURN>" to start. When the program starts, remove the CheckStar III disk and insert the data disk you prepared. The program disk is not needed until you run the program again. Step-2: For hard disk users only : ------------------------ If the root directory of your hard disk does not have the file "CONFIG.SYS", copy this file from the CheckStar III disk. If this file exists on your DOS disk, be sure it has the commands "FILES=20" and "BUFFERS=20". This minimum configuration is adequate for most users. You may increase "FILES= " up to 99 as needed to accommodate other software in use on the system (ie: "FILES=30"). If you have changed or added to the "CONFIG.SYS" file, reboot the system. Create a separate sub-directory for CheckStar III. (Refer to your DOS manual for instructions on how to make a sub-directory.) Copy all files from the CheckStar III disk into this new sub-directory. Go to the new sub-directory and type "CS<RETURN>" to start. CheckStar III documentation page 3 ---------------------------------------------------------- Getting Started =============== 1 : Accounts: The first time you run CheckStar III, it will prompt you to create your first account. After this, you can create up to 98 accounts from the Main Menu using option 'M'. 2 : Setup: CheckStar III provides a complete setup routine. For printing checks, setting printer modes, beep controls, etc. use the Main Menu option 'U'. 3 : Categories: When you make a new account, CheckStar III creates a few categories. We strongly suggest that you build your own list of up to 99 categories. Add or erase them to suit your own needs. This will allow you to use some of CheckStar III's best features. Select option 'C' from the Main Menu, to build the category list. 4 : Transactions: CheckStar III offers 7 different types of transactions for ease of use. Select option 'E' from the Main Menu to enter the transaction of your choice. 5 : List transactions: You can review all transactions, search, correct, clear, and move transactions using the Main Menu option 'L'. 6 : Reports: CheckStar III produces many reports. These include category totals, budgets, all transactions in a category, month to month variations, and more. Select the Main Menu option 'R' to review these features. CheckStar III documentation page 4 ---------------------------------------------------------- Income/Expense Budget Reservation ================================= CheckStar III has the unique ability to maintain a record of fixed or estimated expenses. These could include house payments, utilities, bi-annual insurance payments, etc. Each category you create, has an associated record. CheckStar III updates each record monthly by the amount reserved for that category. When you pay the bill, the reserved balance is reduced by the same amount. The sum total of all the reserved amounts is displayed in the 'Enter transaction' menu. CheckStar subtracts that total from the bank balance to provide the user with the "Actual balance available for you". This determines the expendable income for the current month. To enter the fixed expenses, select option 'C' from the Main Menu. Then select option 'R' to reserve expenses for any category you wish to budget. Enter the amount you want subtracted every month. Here are a couple of examples: Example-1: Let's say your house payment is $500 a month. From the Main Menu, select option 'A'. Now select option 'R' to reserve monthly expense. Enter the category number you use for the house payment. Now enter -500. From now on CheckStar III will add $500 to the "Total Reserved" column every month STARTING NEXT MONTH. Example-2: Let's say you are paying $600 for insurance every six month. As before, select option 'A' from the Main Menu, then option 'R'. This time however, reserve -100. CheckStar III will add $100 every month to the "Total Reserved" column, giving you $600 in six months. You may change the 'Total Reserved' amount for any category. Simply select option 'C' from the Main Menu, and select option 'C' from the sub-category to change the selected amount. From the Main Menu, select option 'E' to see these balances. Important : --------- Enter a negative amount for a category which represents expense and a positive amount an income. A positive amount will not effect the 'Total Reserved', but CheckStar III will use it to produce the budget report. Restrictions for this feature: ----------------------------- 1 - You must run CheckStar III at least once a month. If you do not have any transactions to enter, simply run the program, and select each account before exiting the program. 2 - You must have the correct date initialized in DOS before running CheckStar III. CheckStar III documentation page 5 ---------------------------------------------------------- Memorizing entire transaction ============================= CheckStar III let's you memorize the transactions that you enter repeatedly. There are two ways to do this. First, select option 'E' from the Main Menu. Then enter the entire transaction as you normally would. After the last entry, a window option will present 'M' to memorize as one of the choices. Select 'M', and another window option will ask you to select a number between 1 and 88. With that window will appear the list of memorized transactions already numbered. You may replace a currently memorized transaction, or save the choice to an unused spot on the list. The second way to memorize a transaction is to select option 'L' from the Main Menu. Highlight the transaction you wish to memorize and press 'Z' key. Again you choose the position in the list from 1 to 88 to save this transaction. To use these memorized transactions, select option 'E' from the Main Menu. Now press 'M' key and select the number of the memorized transaction you wish to enter. Memorizing Payee (with addresses), Payor or Memo ================================================ From the Main Menu, select option 'E'. Now select any type of transaction to enter. After you have typed the Payee or Payor you wish to enter, BEFORE YOU PRESS <RETURN>, type Ctrl-A. Now select the number between 1 and 88 which will enter your choice into the list at that position. Enter the memo in the same way. To use these lists, enter the number of your choice and <RETURN> when prompted for Payee, Payor, or Memo. Make sure the entire entry line of Payee, Payor, or Memo is blank before selecting the list number. CheckStar III documentation page 6 ---------------------------------------------------------- Balancing the account with the bank statement ============================================= To balance an account with the bank statement, enter all the current interest earned and service charges using the Main Menu option 'E'. Then, to mark the transactions which have cleared the bank, select option 'L' from the Main Menu. Select option 'U' to find the first uncleared transaction (visible by the 'N' to the left of the transaction next to the balance). If this transaction has cleared the bank, (it is listed on the bank statement) type 'K' to clear it, or select option 'U' to go to next uncleared transaction. When you clear a transaction, CheckStar III puts a 'Y' in the "_/" column. Note : If you clear the wrong transaction, type 'K' to unclear the same transaction. After marking all the cleared transactions, go to the Main Menu and select option 'B'. Enter the ending bank balance and press the return key. If the balances agree, CheckStar III will congratulate you. If there is an error, you will have two options, 'R' and 'C'. Selection 'R' will allow you to review the transactions for any entry errors that may exist. You can review the transactions by selecting option 'L' or 'S' from the Main Menu. If you can not find an error, repeat option 'B' from the Main Menu. This time selecting option 'C' will balance the account by making a correction entry. Split transactions ================== This feature lets you break up a single transaction into 15 separate entries. Each entry can have its own memo category and amount. To enter a split transaction, enter the category as 'SP' instead of the standard category number. After you entered the memo, a window option will allow you to enter up to 15 separate categories, memos and amounts. At the bottom of the window, CheckStar III displays the total transaction amount. Every entry you make will be subtracted from that amount. Be sure the total amount is 0 before you press Ctrl-J to exit the split function. This insures accurate reports in the future. CheckStar III documentation page 7 ---------------------------------------------------------- Reminders ========= CheckStar III offers five different types of reminders. All reminders will automatically pop up if the due date is within six days. Here are examples of the five below : ----------------------------------- Month Day Year Description ----- --- ---- --------------------------- Example: 1 0 1 0 House payment. Example: 2 -1 5 -1 Clean contact lenses. Example: 3 11 25 0 My wife's birth date. Example: 4 2 10 -1 Do Major tune-up. Example: 5 4 10 88 Make appointment with Don. Explanation of each reminder listed above ... --------------------------------------------- Example-1 This reminder always triggers on the first of every month. Example-2 This reminder will trigger every month also, but it will change the "day", the 5th, to reflect the "done" day. If you cleaned the lenses on the 10th (late), then the next reminder will change to trigger in a month from the 10th. Example-3 This reminder will always trigger on the 25th of November. Example-4 This reminder will trigger once a year. If the 'done' date is not the current date, the day and month will be updated to the 'done' day and month and will trigger within a year of the new date. Example-5 This reminder will trigger only once. When complete, CheckStar III will remove it from the reminder file. Scrolling Reminders : ------------------- The reminders will automatically start scrolling at the bottom of the screen when they are within six days of being due. Their color reflects their status: green = not yet due; yellow = due today; red = overdue. When a reminder scrolls onto the screen, if you type the key 'Y', CheckStar will know this reminder can be cancelled. CheckStar III documentation page 8 ---------------------------------------------------------- Back up account =============== There are two options to back up accounts. Option 'B' backs up only the modified files used with the account. Option 'F' forces a backup of all the files used in the account. To perform a backup, select option 'M' from Main Menu. Highlight the account you want to back up, and select desired option 'B' or 'F'. Enter the drive letter to which the backup is being made. Insert a formatted floppy disk in selected drive and press the return key to start. Remember, you are backing up one account at a time. Moving transactions =================== Transactions which are out of order can be moved easily by CheckStar III. From the Main Menu, select option 'L'. Highlight the transaction you want to move and select option 'V'. CheckStar III erases that transaction from the file but keeps it in memory. Now highlight the transaction below which you wish to place the moved transaction, and select option 'V' again. CheckStar III will place the transaction below the highlight bar. Creating categories : =================== Categories are a major portion of the value of this program. It is recommended that you use them fully. To create a category, select option 'C' from the Main Menu. Then select option 'A' to create the desired category. Note that the commands are visible by using the F5 key. Erasing categories : ================== You can erase categories as needed. First, create the category to which transactions in the unwanted category can be transferred. Then go to the Main Menu and select option 'L'. Select option Ctrl-G, which will allow you to transfer the transactions in question. Go back to the Main Menu and select option 'C', then option 'E' which will delete the unwanted category. If you delete a category which still has transactions, the orphaned transactions are assigned a category of '0'. You can restore them to a different category using the Ctrl-G option as described above. CheckStar III documentation page 9 ---------------------------------------------------------- Recalculating ending balance : ============================ CheckStar III calculates the balances shown 'on the fly'. It is occasionally possible for a power glitch, or even (Heaven forbid) a bug in the program to cause a calculation error. If this happens, or you wish to double-check the balance, use the recalculation feature. Select option 'L' then 'R'. CheckStar III will go to the first transaction of the account and recalculate the balance to the end. Printing more than one category from Report Menu option 'G' : =========================================================== You can separate the category numbers by commas. Example ------- 1,2,7,9,25,3,66 Printing an entire transaction on an 80 column printer : ===================================================== From the Main Menu, select option 'U'. Now select option '2' and enter the compressed code. This compressed mode will print about 130 characters on an 80 column wide printer. Now you can go to the cMain Menu and print reports. Printing Budget Reports ======================= CheckStar III uses Reserved Expenses and Reserved Income to produce budget reports. CheckStar III will calculate the number of days between starting and ending date. So, the report can be daily, weekly, monthly, quarterly, or yearly depending upon the difference between the starting and ending date. Cash Credit and Cash Debit transactions : ======================================= Cash transactions have no effect on account balances but are useful for bookkeeping or tax purpose. Let's take a simple example. If you bought groceries and paid cash, you could document this expenditure using a Cash Debit transaction. If you returned an item purchased for a cash refund, you could enter this transaction as a Cash Credit. CheckStar III will utilize this data when generating reports. CheckStar III documentation page 10 ---------------------------------------------------------- Hot Keys ======== Press Alt-H key any time to see Hot Keys. Editing Keys ============ Press Alt-E key any time to see Editing Commands. '*' indication ============== If the check numbers are not in order or checks are missing, CheckStar III puts '*' in front of it when you list transactions. If you are using the Reserved Expense feature, CheckStar III puts '*' in a category list for unpaid categories. Swapping / sorting accounts =========================== You need at least two accounts to use this feature. From the Main Menu, select option 'M'. Highlight the first account you want swapped and press the 'S' key. Then highlight the second account you want swapped and press the 'S' key again. This feature may be useful to sort accounts in any order. CheckStar III documentation page 11 ---------------------------------------------------------- Configuring Checks ================== Introduction ~~~~~~~~~~~~ CheckStar uses a simple but effective technique to format its data to fit your check. It uses a standard ASCII file to define the layout. Special commands are used to define the data's location within the check form, and to transmit printer codes. Fixed messages can also be included. How it works ~~~~~~~~~~~~ The information CheckStar prints on a check, comes from two sources. The first is the transaction selected by the user to be printed. The second is fixed information entered by the user into the check form. The transaction offers the following data which can be printed on the check: the Payee, the Payee's address, the amount, the transaction date, the check number, and the memo. The split memos and amounts may also be printed. The information is inserted in the check form by use of the following special commands: @CN Check Number @CD Current Date @TD Transaction Date @TP Transaction Payee @TA Transaction Amount @TM Transaction Memo @WA Written Amount @AD Payee Address @SM Split Memo @SA Split Amount @P$ Printer Control @LF Line Feed The check form can include fixed messages of any type, such as your name and address, driver's license number etc by simply entering that information in the form. A simple example of a check form is as follows: Your Name Drivers lic. no. @CN---- Your Address City, State Zip @TD--------- @TP-------------------------------- @TA-------- @WA------------------------------------------------ @TM------------------------------- CheckStar III documentation page 12 --------------------------------------------------------------- CheckStar uses this form to properly position the data that is to be printed. For example 'Your Name' would be printed two lines down from the top of the form and indented thirteen spaces. 'Drivers lic. no.' would be printed on the same line starting at space 29. The special commands begin with the '@' character. CheckStar will substitute these commands with actual data from the selected transaction. (For example the '@TA------' command would be replaced with amount 134.78). The characters following the special commands (in this example they are '-------') are used to indicate the maximum space allowed for that data. If the data exceeds the maximum allowed, then CheckStar will not print the characters exceeding the limit. There are two commands which require specific information following the initial three characters. These are '@P$' and '@LF'. These commands will not be printed on the checks and will not affect the position of other commands or fixed messages. (For example the following line: '@LF25 This is a test' would be printed as 'This is a test'. The spaces used by the '@LF25 ' command will disappear when the form is printed. The first command, '@P$', allows printer control codes to be sent within the form. The format requires the use of the decimal equivalent of the character to be sent, separated by commas. For example, if you have an Epson FX compatible dot matrix printer, and wish to print in the NLQ printer mode, then you would enter the command '@P$27,40'. The command length should not exceed 30 characters total. Refer to your printer manual for the printer codes options you can use. The second command, '@LF', allows extra lines to be inserted in the printed form without actually having them in the check form. The format is '@LF1' up to '@LF99' which will insert the number of lines requested. This command is particularly useful when using fractional line stepping to match an uneven check form. A second example of a check form with control codes: @P$27,40 Your Name Drivers lic. no. @CN---- Your Address City, State Zip @TD--------- @TP-------------------------------- @TA-------- @LF2 @WA------------------------------------------------ @LF2 @P$27,15 @TM------------------------------- CheckStar III documentation page 13 --------------------------------------------------------------- Note that in the second check form example we have entered control codes. Positionally everything will be in the same place as the original example form, because as the form is printed the control commands will disappear which will reposition the data as before. Also note that the memo will now be printed in compressed print. Getting Started ~~~~~~~~~~~~~~~ Before you begin customizing your form, you should have already run CheckStar and created an account. We have included a check form editor and tester for your use. It is FormEditor by 786 Systems, and can be used by typing 'FE' followed by a space and then the name of the check form to be edited. The check form will be in the same subdirectory as CheckStar and will have the same name as the account you created, with an extension of 'SET'. For example, if you have created an account named 'PERSONAL', then the check form file will have a file name of 'PERSONAL.SET'. You can edit that file using FormEditor by typing "FE PERSONAL.SET". Using FormEditor ~~~~~~~~~~~~~~~~ If you have used an ASCII text editor before, you will find the commands to be standard. The cursor movement is controlled by the arrow keys with the page keys, home & end, delete & insert, and backspace all having normal functions. If you are not familiar with these keys, the function key 'F1' will remind you of their use. You should experiment with them before trying to create your check form. Laying out Check Form ~~~~~~~~~~~~~~~~~~~~~ To layout a check form that suits your needs, use FormEditor to edit the check form you wish to configure. Move the special commands to a position which approximates the check layout you wish to print. You may add commands or delete them as needed. You may also type your own fixed messages into the form. Be sure to add enough line feeds at the end of the form to feed the check out of the printer or to advance to the next check form. When the form appears correct, load a piece of paper into the printer in the same way you will be loading your checks, and send a test. Then take a check and position it over the test form. Carefully line up the top and left edges. Hold the test form and check up to a light and see if the printed lines fall within the desired positions. Repeat the procedure until your check form test accurately aligns with the format of your check. When you are through, press F10 to save the form for use by CheckStar. CheckStar III files page 14 ---------------------------------------------------------- ACCOUNTS.DAT -> Main data file that saves all account's information. If this file is missing, CheckStar III assumes you are running CheckStar III for the first time. REMINDER.DAT -> CheckStar III stores all reminders in this file. The two files mentioned above, are common to all accounts. CheckStar III creates six other files for each accounts. If you create an account with the name 'PERSONAL', CheckStar III will create the following six files. PERSONAL.DAT -> transactions file PERSONAL.CAT -> category list PERSONAL.AUT -> memorized transactions PERSONAL.MEM -> memorized memos PERSONAL.PAY -> memorized payees/payors PERSONAL.SET -> CheckStar III configuration HELP.DOC -> Documentation (this file) CheckStar III documentation page 15 ---------------------------------------------------------- W A R N I N G S =-=-=-=-=-=-=-= o - When you back up accounts, make sure you have enough room on the floppy disk. If you run out of room, CheckStar III creates the files with zero bytes. If the data files are to big to fit the backup disk, use the DOS backup command or any standard backup program to back up your data files. These programs will split the files to fit more than one disk. o - For floppy users : ---------------- Never exchange data diskette BEFORE you select option 'X' from Main Menu. You may damage data files or write data files of one disk to another. Notes : ----- Notes : ----- Notes : -----