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ASP Advantage 1993
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The Association of Shareware Professionals Advantage CD-ROM 1993.iso
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jour165
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STARTUP.DOC
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1993-05-31
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I'M NO ACCOUNTANT (TM)
Business Journal Templates
Copyright 1991 Willis E. Howard, III
All rights reserved.
GETTING STARTED
The I'M NO ACCOUNTANT template allows you to perform cash flow
based, single entry accounting, with a separate checking account
for each template you use. It allows easy data entry, extraction,
modification, and report generation. You can make a copy of the
documentation from DOS with the command
COPY JOUR1.DOC PRN
The I'M NO ACCOUNTANT template requires the use of Lotus 1-2-3 (R), a
product of Lotus Development Corporation which you must acquire
separately. There are other spreadsheet products which will allow
many Lotus 1-2-3 (R) macro templates to run properly, but I'M NO
ACCOUNTANT templates have not been tested with them.
You will need to copy the I'M NO ACCOUNTANT file named JOUR1.WK1 to
the subdirectory containing your 1-2-3 executable files, or to the one
in which you keep your spreadsheet files.
Then, load Lotus 1-2-3 from the DOS prompt. It is usually only
necessary to type
123
followed by pressing the ENTER key. See the 1-2-3 manual for details.
After Lotus 1-2-3 is loaded and running, the single business journal
template JOUR1.WK1 can be run by entering the command
/frJOUR1
followed by pressing the ENTER key.
In just a few seconds, a menu should appear at the top of the
screen. It is similar to the Lotus 1-2-3 (R) menu, except that it
allows you to access all of the functions of the I'M NO ACCOUNTANT
template.
The next thing to do is press the letter J to select the JOURNAL menu
items. Then press the letter C to CLEAR the spreadsheet. An entry
screen will appear and three pieces of information should be entered:
(1) The date. This should be the starting date you want to use
with the journal. It is usually the first day of the
current year. For example, '1/1/91 is a valid date.
(2) Your business name. If you don't use the template for a
business, your personal name will be OK to use. This name
will appear at the top of some reports. Avoid using these
characters: @ # | { } / \ + - ~
(3) The starting balance. Usually there is a starting balance
in the checkbook, but you can enter 0 if you want. Leaving
the starting balance blank will abort the CLEAR function.
You have just customized a copy of the template. You will immediately
be prompted for a new spreadsheet name. Use any name you like, but be
sure that it is a name DOS will accept. To be safe, use only letters
and numbers in the name. If you have different accounts, this JOURNAL
CLEAR procedure can be repeated as often as you like, each time giving
a different file name. In the future, use the new name to load the
template.
In addition to your record of expenses and income, you will need a
list of the account categories. These are numbers which are used to
classify all your expenses and income.
The I'M NO ACCOUNTANT template comes with a default list of
categories. The default lists can be found at the end of this
document. They are sorted alphabetically by category name. This can
be changed to a sort by category number within the I'M NO ACCOUNTANT
software.
If you don't like some of the names or numbers, see the reference
section of the manual on how to change them. If you delete any
numbers or names, be sure not to leave any gaps in the list. A line
without a name or a number in the middle of a list will result in
unexpected consequences. Selecting a good set of account numbers is
important. Think about your income and expenses, and customize the
list for yourself.
Press the ESC key to get back to the main accounting menu. If you
want to stop now, press Q to save the spreadsheet and QUIT 1-2-3.
Otherwise, if you want to enter transactions now, press T and the
TRANSACTIONS menu will be displayed.
Select D to make a deposit, P to make a payment which is not a salary,
or S to pay a salary with deductions. An entry screen will be
displayed and you only need to input the information. When going
between lines, use the UP and DOWN arrows. After all the information
has been entered, press the ENTER key twice.
When you have finished, press the ESC key to return to the main I'M NO
ACCOUNTANT menu and then the Q key to quit. For most menus, you can
press the H key to get help. When finished reading the help screens,
press the ENTER key to continue.
This should get you started. See the manual for more detailed
information on the operation of the I'M NO ACCOUNTANT template.
Normal Operation of the I'M NO ACCOUNTANT System
You will need to decide how to make the I'M NO ACCOUNTANT system
conform to your needs. However, you may find the following
checklist to be a good starting point.
1. At least once a week, enter all of the checking
TRANSACTIONS. This way, a large number will not pile up at
the end of the month. Keep a list of account numbers
handy during data entry.
2. When you get the bank statement, first finish entering
any transactions which you have put off. Then perform a
checkbook RECONCILIATION. If any transactions have been
left out, or the amounts have been entered incorrectly, the
reported bank balance will not be right. Don't forget
non-check transactions such as monthly bank interest or
check fees. Repeat until the bank balance is correct.
3. After the bank statement is correct, perform a JOURNAL
BALANCE. If there are any mismatches, this means that
either an expense or an income account number was entered
incorrectly. Go back and check the numbers which were
used, change the inproper one, and try to balance again.
Repeat until everything balances.
4. On a monthly basis, you may want to make a hard copy
printout using JOURNAL NORMAL or JOURNAL SIDEWAYS. This
will be important if your computer disk crashes and all
the backups are lost. In addition, each time you make
additions to the spreadsheet, save the file on a backup
floppy disk. Each month, you may want to make another
backup on another floppy disk, just to be safe.
5. At the end of the year, make a hard copy printout to
give to your accountant.
6. If you are paying salaries, you may want extract
employee information to generate the W-2 and 1099 forms
required by the government.
Default Expense Categories:
501 Advertising and promotion
569 Boating expense
581 Books, magazines
546 Cleaning
507 Closing service fees
531 Contributions
590 Dividends
526 Dues
517 Education
530 Employee benefits
504 Entertainment
519 Equipment rental
566 Food/groceries
568 Health care
522 Insurance
540 Interest
521 Licenses and fees
575 Loan
550 Loan principal repayment (#1)
551 Loan principal repayment (#2)
509 Management fee
545 Miscellaneous expense
565 Mortgage
547 Office equipment
512 Office supplies
570 Petty cash
513 Postage
515 Professional fees
536 Property upkeep
525 Rent
535 Repairs and maintenance
586 Returned items
500 Sales commissions
591 Security deposit refund
506 Selling expense
514 Shipping/handling
505 Signs
580 Software
511 Taxes, payroll
527 Taxes, property
503 Telephone
592 Transfer to another account
502 Travel
599 Unclassified, non-deductible
567 Uniforms/clothing
518 Utilities
520 Vehicle expense
Default Income Categories:
403 Appraisal fees
430 Bad debt recovery
400 Commission income
420 Dues
450 Escrow
406 Interest, tax free
405 Interest income
415 Loan (#1)
416 Loan (#2)
412 Mortgage
408 Other income or refund
414 Principal payment
402 Rental income
440 Salary
401 Sales
410 Sales - Real estate
491 Security deposit
433 Shipping/handling
492 Transfer from another account
499 Unclassified, non-taxable