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CAS Accounting System ===================== Version 2.6 Copyrighted (c) 1986-1993 ALL RIGHTS RESERVED WHAT'S AVAILABLE ================================================================ Church Membership System............................. Call! * Includes 30 Days of free telephone support. Tracks Attendance, Members, Contributions and more! A hard disk is required. Church Accounting System............................ $179.00 * Includes 6 months of free telephone support. Assets, Liabilities, Income, Expenses, Bank Accounts! Reports include: Income Statement, Balance Sheet, General Ledger, Expense Statement, Checkbook Statement and many more. ** Both programs require 640K. Office Hours: 9 am to 4 pm EASTERN TIME. VOICE PHONE (912) 272-1714 REQUIREMENTS ================================================================= Requirements: At anytime you need help press the F3 key to view the online help. You can also see the topics for help by pressing the "ctrl & F3" together. This software was written to do the accounting for your church. The documentation provided herein is not to teach you how to do accounting, you should have a good understanding of what a ledger is and want a account is. This documentation is written to help with an overview of the system, not how to make entries. To run the system you must have a hard disk. Dos Version 3.0 or higher is also recommended. Ram Memory should be 640k or more. You MUST have a CONFIG.SYS file on your startup disk. If you have a hard disk then this file must be in your root directory i.e."C:\". The config.sys file must contain the following statements: FILES=35 BUFFERS=30 If your existing config.sys file has at least these values then you need not change them. The system will not run unless these commands are added to your CONFIG.SYS file. Once you have added them you must reboot your system. This can be accomplished by "CTRL-ALT-DEL" sequence or turning off the computer and turning it back on. CREATE HEADINGS ================================================================= Now we must create heading records to define our accounts. Go to the menu item "CREATE HEADINGS". This is located on the "SETUP" menu. See the Appendix for an example of Headings. Accounts are defined as follows: 'A' = Assets 'B' = Liabilities 'C' = Capital/Equity/Fund balance (Bottom Line) 'D' = Income 'E' = Expense The first letter of the account tells the computer what section the account number belongs in. The next (2) digits tell the computer what Sub Group (Headings) the account belongs in. Examples: A00 = Checking Accounts Assets A10 = Fixed Assets Assets A20 = Current Assets Assets B00 = Notes Payable Liability B10 = Accounts Payable Liability C00 = Fund Balance Capital/Equity/Fund D00 = Income From Operations Income D10 = Misc Income Income E00 = Direct Expenses Expense E10 = Salaries Expense E20 = Utilities Expense Once the Heading is created, you cannot delete this record. Be sure before you create the Heading what the number and description is to be. If you have made a mistake, the only way to correct is to either editor the description with a new name or delete the Heading (only if not transactions are posted against any account under this Heading). Create all your Headings first. Print them out before assigning Account Numbers. This list will come in handy. CREATE ACCOUNTS ================================================================= Once the Headings have been created we are now ready to create the actual account numbers. Account Numbers must fall under a predefined Heading. Go to the section "CREATE ACCOUNT" on the "SETUP" menu. Now create your Account Numbers for the Headings you have set up previously. Examples: Heading Account A00 = Checking A00100 = General Fund A00200 = Building Fund A10 = Fixed Assets A10010 = Building A10020 = Land C00 = Fund Balance C00010 = Fund Balance Acct ** YOU MUST HAVE A FUND BALANCE ACCOUNT !!! WE USE THIS ACCOUNT TO CLOSE THE YEAR D00 = Income From Op. D00100 = Sales D00200 = Programs E00 = Direct Expenses E00005 = Advertising E00100 = Paper E00200 = Postage The "Fund Account (Y/N)" tells the computer if this is an account to which deposits will be made or checks written. Examples are: General Fund, Building Fund, Piano Fund, Flower Fund, Youth Fund, Etc. CHECKING ACCOUNTS/FUND BALANCES ================================================================= This program allows for multiple checking accounts with 999 funds under each checking account. A checking account is setup automatically by the computer when you enter a fund account. The checking account code is the first three digits of the account number. When setting up an Checking account you must reserve the heading for only those fund accounts under it. Ex: I will use "A00" sub heading for my General Checking Account. A00 General Checking All accounts that start with A00 MUST be part of this checking account. A00100 General Fund A00110 Building Fund A00120 Youth Fund * These 3 funds make up the General Checking Account What these means is that I have ONE checking account and I want to keep up how the money is divided between the funds. My checking account may have a balance of $10,000 but is broken down into the following: General Fund = $7,000 Youth Fund = $ 500 Building Fund = $2,500 When you make a deposit or record a check you will select the fund involved. The computer will then keep track of which checking account is goes to. This is done by looking at the first three digits of the Fund's Account Number. BEGINNING BALANCES ================================================================= We must decide which month we want to establish the beginning balance. If your year starts in January, set the current period backward to December, (use the close menu option to change period); make a deposit to the account you want the beginning balance (use the Posting Menu, then do checks and deposits). The offsetting entry; the "D" account does not matter, because on the close-year, the "D" and "E" are set to zeros. Finalize the transaction. Close the year. You can do this operation as many times as necessary before you start doing regular deposits and checks, but you cannot do this after you have made entries in the next year. BUDGET MODULE ================================================================= EDIT SECTION If you are going to use the budget module then select the "BUDGET" option from the main. Go to "EDIT BUDGET ACCOUNTS". Here you may enter a twelve month budget value for each account. After you have entered the first dollar amount you can press the "F5" key to spread the previous value into the rest of the fields. PRINT SECTION This option will allow you to print your budget on the printer. You can print a single month or the totals for the year. When the date menu appears simply select the month you want and press enter. CHECKS & DEPOSITS ENTRIES ================================================================= The "normal-rule-of-thumb" for checks & deposits is: Checks are posted as an "A" account at the top of the screen with the initial pick of the account when you first enter into the posting screen (which we will now call a split entry screen), the offsetting entry goes at the bottom. On a check that was written, the normal entry would be an "E" account at the bottom. On a deposit, the "A" account is at the top and the offset will normally be a "D" account at the bottom. The "A/D" (deposit), and the "A/E" (expense) is a normal example of posting. POST MODULE ================================================================= This module is used to enter Bank Deposits, Checks and Journal Entries. This is the only place in the program where you can enter data into the ledger. * Note: When entering any type of transaction the date entered must be in the current period you will receive an error. You can always look at the bottom of the Main Menu and see the current period in which you are working. ENTER CHECKS/DEPOSITS Use this option to enter checks written from a bank account or Deposits made to a Bank Account. When you select this option a list of all your bank accounts will appear on the screen. Select the account you are working with and press enter. * Note: If a bank account did not show up then you will need to go to the Setup Menu, Edit Account section, find the account number and place a "Y" in the "Bank Account" field. When the screen appears you will be prompted for Date, Reference Number (or check number), Amount, Whether it is a Check or a Deposit, and a Description (Who you wrote the check to) or (Where the Deposit came from). After you have entered this information you can enter up to 50 accounts for this check or deposit. Only one is required. The total of all entries is shown in the bottom right corner of your screen. This number must be equal to the amount entered at the top before the computer will accept the check or deposit. If you need to look up an Account Number press the "F1" key. A list of all Account Numbers will appear on the screen. Select the one you want and press enter. The Number will be placed in the field and the description will appear next to it. Next enter a short description for this transaction and the amount of the transaction. In most cases the Transaction amount is the same as the check amount. After you have entered all information you must press the F10 key to record this transaction. Remember to press the F10 to record! DO NOT PRESS THE ESCAPE KEY UNLESS YOU WISH TO ABORT THIS CHECK. JOURNAL ENTRIES ================================================================= The journal entry program is used to make entries to the ledger that does not effect a bank account (Check or Deposit). Many entries will be posted to a Bank Account but not in the form of a check or deposit. This program was written in the form of a single entry ledger. HOWEVER, the balance of the entry you are making must equal zero when you are finished or you will not be able to finalize your entries. The program will ask you for several fields of information. Date, Account Number, Debit or Credit (D/C), Description, and Amount. Enter all this information and press enter. The balance of the Journal Entry will be displayed in the lower right corner of your screen. You can stop at any time, exit the journal entry screen, and return later to complete the entry. However, if you do this the Journal Balance in the lower right screen will reset to zero. This does not mean that you entry does not balance. When you print the edit report you will find out if you balance or not. You can also press the "F1" key to locate an Account Number. * NOTE: If you are posting an entry that will effect a Bank Account the entry will not show up on the Bank Book Reconciliation. You will be out of balance that amount unless the charge was a Bank Charge and is listed on the Bank Statement. You may consider using the "Post Checks" or "Post Deposits" option when making entries that effect a Bank Account. EDIT REPORT This option is used to print an Edit Report of all entries posted so far. This is the report that tells you if the Posting File is in Balance. You should print this report periodically while posting to verify that you are in balance. FINALIZE After you have entered your checks, deposits, and journal entries you should print an edit report. If the report is in balance you MUST Finalize. The Finalize program will take all the entries that have been posted so far and move them to the permanent ledger. REPORTS MODULE ================================================================= The Reports Section has several reports and can be run for one month or the entire year. Please note that in some cases when you select Year-To-Date the computer will look at the current period and print the report from the beginning of the year to the current period (not December unless the current period is December). To print a report simply select the desired report from the menu and press enter. You will be prompted with a date screen. The menu bar will automatically be positioned on the current period. If this is the month you wish just press enter. If you want another month then place the menu bar over that month and press enter. A message will appear requesting that you start your printer. Verify that your printer is ready and press enter. The reports are: - Income Statement - Balance Sheet - General Ledger - Account Analysis (One Account) - Account Analysis (Multiple Accounts) - Expense Statement - Check Book Statement (Or Savings) - Current Income Statement versus Budget - Current Income Statement versus Last Month * Note: If you feel that other reports need to be added please write down what you are looking for and mail to me. CLOSE MODULE ================================================================= This module allows you to change the current period or close the year. CURRENT PERIOD To change the current period simply select this option and enter the desired month. The computer will change the period to that month. All entries posted will now go into this period. CLOSE YEAR The "Close End of Year" does more than change the period. This option adds up all the months and places this number into the beginning balance for the next year. It also places zeroes in all the months. The entire Income/Expense section will be blanked out to start the next year. The Computer will ask you for the Fund Balance Account. Enter the Account that you created under Capital. It should have been called "FUND BALANCE". This this account is not found you will NOT be able to close the year until it is created under the Setup Accounts Option. ERRORS: If you have not Finalized the entries made on the "Posting" menu then you cannot close the Year. APPENDIX ================================================================= ACCOUNT HEADING LISTING "My Business" Dublin, GA. 31040 Wednesday January 1, 1993 ================================================================= ASSET HEADINGS General Checking ...........................................A00 Fixed Assets................................................A10 LIABILITY HEADINGS Current Liabilities.........................................B00 Longterm Liabilities........................................B10 CAPITAL/EQUITY HEADINGS Fund Balance................................................C00 INCOME HEADINGS Member Giving...............................................D00 Other Income................................................D10 EXPENSE HEADINGS Salaries....................................................E00 Utilities...................................................E10 Insurance...................................................E20 Music.......................................................E30 Education...................................................E40 Library.....................................................E50 Nursery.....................................................E60 Evangelistic................................................E70 Missions....................................................E80 Activities..................................................E90 CHART OF ACCOUNTS Page 1 "My Business" Dublin, GA. 31040 Wednesday January 1, 1993 ================================================================= CURRENT ASSETS General Fund ..............................................A00100 Building Fund .............................................A00110 Youth Fund ................................................A00120 Piano Fund ................................................A00130 Flower Fund ...............................................A00140 * Please note that "A10" is the Checking Account for all these funds FIXED ASSETS Vehicles...................................................A10110 Office Equipment...........................................A10120 Furniture & Fixtures.......................................A10130 Building...................................................A10140 Land.......................................................A10150 Pastor's Home..............................................A10160 CURRENT LIABILITIES Reimbursable Expenses......................................B00110 Accounts Payable...........................................B00120 LONGTERM LIABILITIES First Bank Mortgage........................................B10110 Church Bus Note............................................B10120 Education Center Note......................................B10130 FUND BALANCE Fund balance...............................................C00100 MEMBER GIVING General Giving.............................................D00110 Building Fund..............................................D00120 Missions Gifts.............................................D00130 Youth Fund Receipts........................................D00140 Memorial Gifts.............................................D00150 Special Project Gifts......................................D00160 Loose Plate Offerings......................................D00170 OTHER INCOME Rent Income................................................D10110 Interest Income............................................D10120 Other Income...............................................D10130 CHART OF ACCOUNTS Page 2 "My Business" Dublin, GA. 31040 Wednesday January 1, 1993 ================================================================= SALARIES Pastor.....................................................E00100 Education Director.........................................E00110 Music Director.............................................E00120 Nursery Worker.............................................E00130 UTILITIES Church Electricity.........................................E10100 Church Natural Gas.........................................E10120 Church Water/Sewage........................................E10130 Pastorium Electricity......................................E10140 INSURANCE Church Insurance...........................................E20100 Pastorium Insurance........................................E20200 Church Bus.................................................E20300 MUSIC Choir Robes................................................E30100 Sheet Music................................................E30200 Education Seminars.........................................E30300 EDUCATION Literature.................................................E40100 Magazines..................................................E40200 LIBRARY Equipment..................................................E50100 Books/Magazines............................................E50200 NURSERY General Supplies...........................................E60100 Teaching Aids..............................................E60200 Toys.......................................................E60300 EVANGELISTIC Revival Costs..............................................E70100 Pulpit Supply/Pastor.......................................E70200 Pulpit Supply/Music........................................E70300 CHART OF ACCOUNTS Page 3 "My Business" Dublin, GA. 31040 Wednesday January 1, 1993 ================================================================= MISSIONS Foreign Missions...........................................E80100 Home Missions..............................................E80200 State Missions.............................................E80300 Children's Home............................................E80400 ACTIVITIES Youth......................................................E90100 Royal Ambassadors..........................................E90200 Girls in Action............................................E90300 SHAREWARE ================================================================= This program is "shareware". Shareware is a marketing method by which a user can "test drive" the program before paying for it. The normal "test drive" period is 1 to 2 months. After that period, continued use requires registration. Included with registration is the right to use the program, the latest version of the program, and 30 days of free telephone installation support. Additional telephone support time may be purchased on a "PER YEAR" Basis. ** Note: All prices subject to Change without Notice! Call for Current prices. Fees paid for a copy of this program do not constitute registration. This means that when you pay a shareware distributor $3-4 for a copy, you have not paid for continued use of the program. It means you have paid for an evaluation copy.