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Bookkeeping Made Painless American Version 3.8 Copyright (C) 1990 - 1993 by Emerald Coast Software 2707 East 6th Place Panama City, Fl. 32401 Voice (904) 785-8946 BBS (904) 763-2332 * * * * * "Let your Bookke be your bookkeeper" * * * * * Bookkeeping Made Painless Page 1 Index ----- Page Introduction................................. 3 Why Single Entry Bookkeeping................. 3 Shareware.................................... 4 License...................................... 5 Bulletin Board license....................... 6 SETUP MENU................................... 11 Account numbers & names, creating list of.... 12 Account numbers & names, editing list of..... 27 Account numbers & names, sorting list of..... 21 Account year, start a new.................... 11 Backing up data files........................ Bookkeeping Made Painless, starting.......... 9 Bookkeeping Made Painless, using............. 9 Colors, changing screen...................... 27 Company information, changing................ 12 Computer requirements........................ 6 CONFIG.SYS, modifying........................ 8 Copyright acknowledgements................... 4 Customer, creating list of................... 13 Customer, editing list of.................... 29 Customer, sorting list of.................... 21 Data files, backup to floppy disk............ 26 Data files, copying from floppy disk......... 27 Data files, latest backup date of............ 26 Expense details - all accounts - printer..... 24 Expense details - all accounts - screen...... 22 Expense details - select account - printer... 25 Expense details - select account - screen.... 23 Expense entry, editing an.................... 19 Expense files, sorting....................... 20 Expense record, saving to disk............... 16 Expense summary - select month - printer..... 24 Expense summary - select month - screen...... 22 Expense summary - year-to-date - printer..... 24 Expense summary - year-to-date - screen...... 22 Expense transaction, entering................ 14 Files and Buffers............................ 20 Floppy disk systems.......................... 10 Hard drive installation...................... 7 Hard drive, running Bookke from.............. 7 Help information............................. Internal Revenue Service..................... 4 Bookkeeping Made Painless Page 2 Index ----- Page Main Menu at beginning....................... 4 Main Menu, activity from..................... 11 Main Menu, returning to...................... 13 Maintenance Menu............................. 19 Mouse........................................ 8 Networks..................................... 8 Opening screen............................... 9 Print Reports Menu........................... 24 Printer Setting.............................. 24 Profit/Loss - printer........................ 26 Profit/Loss - screen......................... 25 Profit/Loss Menu............................. 25 Receipt details - printer.................... 25 Receipt details - screen..................... 23 Receipt entry, editing a..................... 20 Receipt files, sorting....................... 21 Receipt summary - year-to-date - printer..... 25 Receipt summary - year-to-date - screen...... 23 Receipts record, saving to disk.............. 19 Receipts transaction, entering............... 17 Registration, User........................... 29 Screen colors, changing...................... 27 Screen Reports Menu.......................... 22 SETUP MENU................................... 11 Special note................................. 10 Suppliers, creating a list of................ 13 Suppliers, editing list of................... 29 Suppliers, sorting list of................... 21 Thanks....................................... 29 Bookkeeping Made Painless Page 3 Introduction ------------ Bookkeeping Made Painless is a complete, full featured, fully functional, not crippled in any way, professional quality, single entry bookkeeping system copyrighted by Emerald Coast Software of Panama City, Florida. Why single entry bookkeeping? ----------------------------- Single entry bookkeeping method is the oldest, most used, more simplified and most proven method of keeping a record of all receipt and expense transactions involved with running a business or profession. Most people have been told that you must use a double entry bookkeeping program in your business. This is simply not true. The single entry bookkeeping method is an Internal Revenue Service APPROVED METHOD of keeping a record of all receipt and expense transactions involved with running a business or profession. Single entry bookkeeping requires a lot less time with your books than other methods, especially if you are using Bookkeeping Made Painless. Bookkeeping Made Painless ( written in Basic ) has been used in the past in a successful electrical contracting business with annual gross receipts of near one million dollars. Bookkeeping Made Painless is now written in Turbo Pascal and distributed for other's use and benefit. It has many more advanced features and enhancements than the Basic version. Versions of Bookkeeping Made Painless are available for the Canadian and the European Community. These version include some features that are not found in the American version. Bookkeeping Made Painless Page 4 A word about Shareware: ----------------------- If you are new to computers you may not have heard the term SHAREWARE. Basically this means an author has prepared a software program which you are free to copy and encouraged to share with others, but the author requests a REGISTRATION FEE. If you received this disk from a shareware distributor who charged $7 or $8 then you have not paid the required license or registration fee for use of the program. You have only paid a DISTRIBUTION/HANDLING FEE to the distributor to copy and handle a disk. NO PORTION of this fee goes to the author of the software for his programming time and effort. You are requested to pay the REGISTRATION FEE directly to the author of this software. This fee is also a matter of good conscience. The idea is that if the program is useful, you become a licensed user of the program. Internal Revenue Service ------------------------ I highly recommend that if you don't have the latest copy of "Tax Guide for Small Business" and "Business Expenses" ( published by the Department of the Treasury, Internal Revenue Service ) that you obtain one by visiting your local office of IRS or by writing them. Copyright Acknowledgements -------------------------- TURBO PASCAL is a registered trademark of Borland International, Inc. MS-DOS is a registered trademark of Microsoft Corporation. IBM is a registered trademark of International Business Machine Corporation. Bookkeeping Made Painless Page 5 License ------- Bookkeeping Made Painless is a copyrighted professional quality software program of Emerald Coast Software (ECS) of Panama City, Florida. Bookkeeping Made Painless is being distributed under the "shareware" distribution method. Please note that many, many hours of effort and time has been invested in the development of this program. You are granted a temporary license to try Bookkeeping Made Painless for a reasonable trial period (not to exceed thirty days) without risk. If you continue using Bookkeeping Made Painless beyond the reasonable trial period ( and we hope you do ) you must remit a registration fee of nineteen dollars ( $17.00 plus $2.00 for shipping & handling for a disk with the latest version ) directly to Emerald Coast Software. 1. No individual, organization or other entity may reproduce, print, duplicate, or copy the program, manual or any ancillary file herein for any commercial purpose, personal gain or commercial gain whatsoever without the expressed written permission of Emerald Coast Software. 2. The user is granted the right, and encouraged to print a hard copy version of this manual for his own use. 3. The user is also granted the right to give, copy, upload and otherwise distribute WITHOUT CHARGE the complete and full and true copy of the un-licensed version of Bookkeeping Made Painless. 4. Emerald Coast Software makes no warranty, either expressed or implied, with respect to the software described herein, its quality, performance, marketability, or fitness for any particular purpose. 5. The user acknowledges that ECS is not liable for any damages, either consequential or direct, arising out of the use of this software. The user assumes complete responsibility for any decisions made or actions taken based on information obtained or distributed through use of this software product and any accompanying instructional or reference materials provided by Emerald Coast Software. Bookkeeping Made Painless Page 6 Bulletin Board License ---------------------- 1. Operators of electronic bulletin boards (Sysops) are hereby licensed and encouraged to post Bookkeeping Made Painless for downloading by their users. 2. Bookkeeping Made Painless may be uploaded to and downloaded from commercial systems such as CompuServe, the Source, and BIX, so long as the only charge paid by the subscriber is for on-line time and there is no charge for the program. Those copying, sharing, and/or electronically transmitting the program are required not to delete or modify the copyright notice and restrictive notices from the program or documentation. 3. The Bookkeeping Made Painless software program and/or documentation may not be modified and the program may not be separated from the documentation when distributed. 4. No entity or person other then Emerald Coast Software may accept payment or royalties for this program without an expressed written agreement with Emerald Coast Software. Computer Requirements --------------------- Your computer should have at least the following capabilities. - An IBM/PC or compatible computer. - DOS 3.0 or higher operating system. - 512 Kb of main memory. - A minimum of two floppy drives are required but, a hard drive is recommended although it is not a requirement. - Display card/monitor with graphics capability (Hercules monochrome, CGA, EGA, VGA, etc.) Bookkeeping Made Painless Page 7 Running from Hard Disk ---------------------- Bookkeeping Made Painless can be installed in virtually any directory on any hard disk drive of your system. Notation -------- - When you see <space> press the space bar on the keyboard. - When you see <enter> press the key marked ENTER on your keyboard. Hard Disk Installation ---------------------- A summary of the installation steps are listed below. Installing Bookkeeping Made Painless is quite simple. 1. Use the "GO.BAT" or "INSTALL.EXE" to install Bookkeeping Made Painless on your hard disk. You may use any directory name you wish although the examples assume BOOKKE is used. 2. If a directory does not exist, INSTALL will create it for you and install BOOKKE.EXE and supporting sample files in the desired directory. 3. Modify CONFIG.SYS if necessary, making sure you have a mininum of FILES=20 and BUFFERS=20. 4. Once the above FILES & BUFFERS statements have been included in your CONFIG.SYS file, change to the directory where you have installed BOOKKE.EXE and type BOOKKE and press <enter> to start Bookkeeping Made Painless. Bookkeeping Made Painless Page 8 Modifying CONFIG.SYS ==================== You should have a CONFIG.SYS file in your root directory. CONFIG.SYS is a file which is read by the computer during the power up boot and CTRL-ALT-DEL three-key boot sequence. CONFIG.SYS, which must be on the boot disk, contains configuration information for DOS as well as specifications for the loadable device drivers. While your CONFIG.SYS may contain more statements, the statements used by Bookkeeping Made Painless are: FILES = <number of simultaneous files permitted> BUFFERS = <number of disk buffers available> FILES & BUFFERS --------------- You must have the following minimum values for the FILES and BUFFERS statements in CONFIG.SYS. More that the minimum is perfectly OK. FILES = 20 BUFFERS = 20 Note: If there are multiple FILES and or BUFFERS lines in your CONFIG.SYS (usually put there by different application installation programs) keep only the largest and delete all other lines. Mouse ---- Although Bookkeeping Made Painless does not at this time support a mouse directly, it will work if you have a Microsoft compatible mouse hooked up to your computer. Networks -------- Bookkeeping Made Painless is not generally network aware but can be used from a server. Bookkeeping Made Painless Page 9 Starting Bookkeeping Made Painless ================= Since Bookkeeping Made Painless is distributed as a self-desolving archive and you are reading this, it is assummed that Bookkeeping Made Painless is ready to go to work for you. Start Bookkeeping Made Painless by typing BOOKKE at the DOS prompt, then press <enter>. Note: As long as BOOKKE.EXE is in the PATH command, Bookkeeping Made Painless can be used from any drive or sub-directory. Please refer to your DOS manual for more information about the use of PATH. Using Bookkeeping Made Painless ------------------------------- Opening Screen -------------- Upon typing BOOKKE and pressing enter, you will first see the opening screen welcoming you to Bookkeeping Made Painless. You will also see "Un-Licensed Copy - for evaluation use only". This notice is not in the registered/licensed version which you will receive when you send your registration fee to Emerald Coast Software. Press the <enter> key and you will be taken to a screen where you must enter your company information and, MOST IMPORTANTLY, the drive path and directory where your data files will be created and stored. Most of the entries are straight-forward and simple. Pay particular attention to the "drive for data" input. You MUST enter the destination drive ( and sub-directory if used ) as in the following example: C:\BOOKKE\DATA\ where C:\ is the destination drive for your data and BOOKKE\DATA\ is the destination sub-directory for your data Bookkeeping Made Painless Page 10 NOTE --------- You MUST have the backslash ( \ ) as the last of your entry for your destination drive and/or sub-directory UNLESS your data files are in the same directory as BOOKKE.EXE. You must enter your data drive information even if it is the same directory from which you are running BOOKKE. Once you have entered your company information ( this information will be printed on your reports ) press <enter>. If the directory does not exist, it will be created for you. "Floppy Disk" Systems. ---------------------- If you are using a floppy disk system ( yes, it works great on floppies also ) then you should enter similar to: B:\ or B:\DATA\ where B:\ is your floppy disk in drive B or where B:\DATA\ is your sub-directory on your floppy disk in drive B Once you have entered your company information ( this information will be printed on your reports ) press <enter>. If the directory does not exist, it will be created for you. Bookkeeping Made Painless Page 11 Main Menu All activity with Bookkeeping Made Painless takes place from this Main Menu. You will enter all of your expense and receipt transactions and access the other great features of Bookkeeping Made Painless which lie beyond in the lesser menus. _____________________________________________ But, you must first go to the Setup Menu..... --------------------------------------------- Use the arrow keys to highlight the Setup Menu and press <enter>. Setup Menu Bookkeeping Made Painless is ready and eager to work for you but, first things first. Start a new account year You must first highlight the "Start a new account year" and press <enter>. When you press enter your screen will clear and you will see a warning that all of your existing bookkeeping files from previous accounting period will be destroyed and asks you to confirm that you wish to continue. * * * * * * * * * * * * * * * * NOTE: If you have previously used Bookkeeping Made Painless and have not made a backup of your last accounting period, PLEASE answer "N" without the " and you will be returned to the menu. Move to the Edit/Delete/Backup Menu and MAKE A BACKUP of your previous accounting period. PLEASE REST ASSURED that Bookkeeping Made Painless WILL NOT destroy any of your other programs or files and this warning is simply to remind you to back up your last years bookkeeping files if you have not yet done so. * * * * * * * * * * * * * * * * Once your information has been entered, Bookkeeping Made Painless will make a number of data files. These are the files on disk in which the information which you have entered will be stored. This is the information that will be needed for all of your reports ( and if necessary, the IRS ). Bookkeeping Made Painless Page 12 Change Name/Data drive ---------------------- This is the same company information that you entered when you first started Bookkeeping Made Painless. It is here just in case that you need it for a change of address, other company information or change data drive, etc. * * * * NOTE: You MUST be in the same directory in which Bookke.EXE resides to change ANY information from this selection. * * * * Enter Account numbers and names ------------------------------ Before you can make full use of Bookkeeping Made Painless you must enter a list of account numbers and names. You may use the sample file "ACCOUNTS.DAT" which contain entries which are fairly general in nature but they may be adequate for some users. If you choose to use or build on the sample file, you must copy "ACCOUNTS.DAT" to the drive and/or sub-directory where you will be storing your data files. You may then add to the account numbers and names by highlighting "Enter account numbers and names" and pressing <enter>. You MUST enter your account numbers and names in the same format as in the sample file. That is: a two digit number, followed by a <space>, followed by the account name. Example : 03 Advertising or 85 Personal or 01 Merchandise If you wish to edit the existing "ACCOUNTS.DAT" file, or start a new "ACCOUNTS.DAT" file you can do so by using any word processing program which saves it's file in pure ASCII. If you don't have a word processor that saves in pure ASCII, you may use EDLIN from your DOS package. Bookkeeping Made Painless Page 13 If you choose to use the sample "ACCOUNTS.DAT" file, then you must copy it to your data disk AFTER you have "started a new account year" from the Setup Menu. If you wish to start another accounts number and names file it is ok to do so but the file MUST be named "ACCOUNTS.DAT". Note: Account numbers of 01 thru 84 are to be used for deductible expenses. Account numbers of 85 thru 99 are to be used for non- deductible expenses ( such as personal withdrawals ). Enter frequent customer ----------------------- This unique user friendly feature will become more clear and apparent as you use Bookkeeping Made Painless. It is a feature that allows you to enter a frequent "Receipts" customer's name only one time during the accounting period. Enter a list of customer's who do business with you on a regular basis. You may do this in one "sitting", the names can selectivly be added to your list automatically as you work with Bookkeeping Made Painless or you may add to the list at your convience. After it is entered once, then it is available to you at any time in the future at the touch of a key. You never have to type this customer's name again. This file may also be created or edited with a word processing program that saves it's files in pure ASCII. Enter frequent creditor ( payee ) --------------------------------- This feature is similar to the above "Enter a frequent customer" only you enter a business's name with whom you do business on a regular basis. This list may also be entered at one "sitting" or names may be added as you use Bookkeeping Made Painless. Return to Main Menu ------------------- Highlight this and press <enter> and you will be returned to the Main Menu where you may continue with your bookkeeping. Bookkeeping Made Painless Page 14 Main Menu ========= Enter an expense transaction ---------------------------- Highlight this selection by using your arrow keys and then press <enter> and the screen will clear and you will be in the section where you will enter all of your EXPENSE transactions. Follow the on screen instructions and you will find out one of the reasons the program is called Bookkeeping Made Painless. Enter creditor name ------------------- The first item called for is the name of the creditor ( payee ) with whom you made the expense purchase. You must now type in that business's name. If you entered the name in your "Add frequent creditor" list previously you may press <F1> and use the arrow keys to highlight the name, then press <enter> and the name will be "typed" for you in the correct location and your cursor will be placed at the beginning of the "enter account number". Enter account number -------------------- You must enter the two digit expense account number which corresponds with the expense account name. If you don't remember the account number you may press <F2> and use the arrow keys to highlight your selection then press <enter> and your account number and account name will be "typed" for you. You will then be placed at "enter date of expense". When the accounts list is called up from inside the Expense Entry Screen with the <F2> key, you may quickly locate the desired account number to match your account name by using the arrow, page up, page down, home and end keys, or by pressing the key which corresponds to the first letter of the account name. Bookkeeping made Painless Page 15 Enter date of expense --------------------- Type the date of the expense using the format of: MM/DD/YY. Where MM indicates the 2 digit month, DD indicates the 2 digit day of the month and YY indicates the year of the expense. Example : 01/01/91 or 10/12/92 meaning : January 1, 1991 or October 12, 1992 Expense entries do not have to be entered in chronological order. They may be entered in any order and then sorted to chronological order. In other words, you may make an entry for February then May then January then December then January, etc. then sort the file. Before Bookkeeping Made Painless can make good use of the data, you must first sort the expenses file. This will place them in cronologicial order ( starting with 01/01/YY and ending with 12/31/YY ). Enter your check number ----------------------- Enter the number of the check that you had written for the expense purchase and press <enter>. As you enter the check number, each previously entered digit will be scrolled to the left. If the expense was a cash purchase, enter a 0 ( zero ) or leave check number entry blank. Enter amount of purchase ------------------------ Enter the cost of the purchase just as you would if you were using a calculator. Each digit will be scrolled to the left as another digit is entered. You do not have to enter the decimal point. If you need to enter an amount larger than 999,999.99 then you will have to enter it in two or more entries ( with the largest entry being 999,999.99 ) and use the same check and/or invoice number. Bookkeeping Made Painless Page 16 Enter description of expense ---------------------------- Enter here a short notation of the expense. After entering the description of expense press <F10> to save the expense information to your disk file. You do not have to press <enter> before pressing <F10>. You will be given the option to save the entry to the disk file or discard it. Saving your expense record -------------------------- You may edit any part of your entry prior to pressing <F10> by using the cursor keys to move to the desired location on the screen. If you have not previously enter the creditor's name in the list of regular creditors, you will be asked if you wish to add the name to the list. If this is a creditor with whom you do business in-frequently, then you will probably not want to add the name to the list. If this creditor is one from whom you make a regular purchase, then you will probably want to add the name to the list. If you wish to add the name to the list press <Y> and Bookkeeping Made Painless will automatically add the name for you. Once you save your expense entry to your disk file, you will be asked if you wish to enter another expense record. If you have more entries to make, then press <Y>, if not press <N> and you will be returned to the main menu. Bookkeeping Made Painless Page 17 Enter a Receipts transaction ---------------------------- While in the Main Menu, highlight the "Enter a receipts transaction" selection by using the arrow keys and press <enter>. You will then be presented with a screen upon which you will enter all of your receipts from your business or profession. Follow the on screen instructions and you will discover more about the power of Bookkeeping Made Painless and how user friendly it is. Receipt entries do not have to be entered in chronological order. They may be entered in any order and then sorted to chronological order. In other words, you may make an entry for February then May then January then December then January, etc. and then sort the file. Before Bookkeeping Made Painless can make good use of the data, you must first sort the receipts file. This will place them in chronological order ( starting with 01/01/YY and ending with 12/31/YY ). Enter customer's name --------------------- The first item asked for is the name of your customer from whom you have received payment. You must now type in the customer's name. If you entered the name in your "Add frequent customer" list previously you may press <F1> and use the arrow keys to highlight the name, then press <enter> and the name will be "typed" for you in the correct location and your cursor will be placed at the beginning of the "Date received". Enter date payment received --------------------------- Type the date of the receipt using the format of: MM/DD/YY. Where MM indicates the 2 digit month, DD indicates the 2 digit day of the month and YY indicates the year of the receipt. The default date is today's date. You may edit the default. Example : 01/01/91 or 10/12/92 meaning : January 1, 1991 or October 12, 1992 Bookkeeping Made Painless Page 18 Enter invoice number -------------------- Enter the invoice number for which payment was received and press <enter>. Enter check number ------------------ Enter your customer's check number for which payment was received and press <enter>. If the payment was received in cash, enter a zero and press <enter> or leave the entry blank. Enter State sales tax collected ------------------------------- Enter here the portion of the payment received that must be paid to the State for sales tax. As you enter the figures, each digit will scroll to the left, in calculator style. If no portion of the payment received is to be paid to the State for sales tax, you may leave it blank and press <enter>. Enter City sales tax collected ------------------------------- Enter here the portion of the payment received that must be paid to the City for sales tax. As you enter the figures, each digit will scroll to the left, in calculator style. If no portion of the payment received is to be paid to the City for sales tax, you may leave it blank and press <enter>. Other tax collected ------------------- Follow the same procedure as with State and City Taxes above. Enter amount received --------------------- Enter here the TOTAL amount of the payment received including any taxes. As you enter the figures, each digit will scroll to the left, in calculator style. You do not have to enter the decimal point. Bookkeeping Made Painless Page 19 Payment received for -------------------- Enter a short description for which the payment was received. If you have entered an invoice number, you may wish to leave this blank. You may edit any part of your entry prior to pressing <F10> by using the cursor keys to move to the desired location on the screen. Saving your receipt record -------------------------- When you have completed your receipt entry screen press <F10> to save your entry to disk. If you have entered a name which is not in your "list of frequent customers" you will be asked if you wish to add the name to the list. Maintenance Menu Edit/Delete/Find Menu ================ ===================== It is from this menu that you will be able to do your editing of previous entries and sorting of your accounts list, creditor list, customer list, expense and receipt records. The sorting of each of these lists will be in alphabetical order. The "ACCOUNTS.DAT" file which contains your account numbers and names will be sorted in ALPHABETICAL order, not in numerical order. This is done so that you may use the first letter of the account name to quickly locate correct number corresponding account number. Edit an expense entry --------------------- If you discover that you have made a mistake, or just wish to look at a particular entry, then highlight this selection by using the cursor keys and press <enter>. A box will be displayed informing you of how many entries are in the expense file and ask which record number you wish to edit. Enter the desired record number and press <enter>. Bookkeeping Made Painless Page 20 Edit an expense entry (cont.) ----------------------------- You will be taken to the Edit Expense Entry screen and the complete record entry selected will be displayed in the exact format as it was entered. You will then be asked to confirm that you wish to edit the entry. If you have changed your mind after looking at the record, you may answer N and you will returned to the menu and no changes will be made to the entry. If you answer Y the cursor will be placed at the end of the creditor's name. You may use the arrow, insert and delete keys to make your correction. Once your corrections have been made, press <F10> and the original entry will be removed from the disk file and the corrected entry will be saved in it's place. Edit a receipt entry -------------------- If you discover that you have made a mistake, or just wish to look at a particular entry, then highlight this selection by using the cursor keys and press <enter>. A box will be displayed informing you of how many entries are in the expense file and ask which record number you wish to edit. Enter the desired record number and press <enter>. You will be taken to the Edit Receipt Entry screen and the complete record entry selected will be displayed in the exact format as it was entered. You will then be asked to confirm that you wish to edit the entry. If you have changed your mind after looking at the record, you may answer N and you will returned to the menu and no changes will be made to the entry. If you answer Y the cursor will be placed at the end of the creditor's name. You may use the arrow, insert and delete keys to make your correction. Once your corrections have been made, press <F10> and the original entry will be removed from the disk file and the corrected entry will be saved in it's place. Bookkeeping Made Painless Page 21 Sort Expense File ----------------- You must sort the expense file after you have made entries that are not in chronological order before you can get a true indication of expenses or list expense details to screen in correct order. Sort Receipts File ------------------ You must sort the receipt file after you have made entries that are not in chronological order before you can get a true indication of receipts or list receipt details to screen in correct order. Sort accounts list ------------------ You should sort your list of accounts so that each account number may be quickly located while entering your expense information. When the accounts list is called up from inside the Expense Entry Screen with the <F2> key, you may quickly locate the desired account number to match your account name by using the arrow, page up, page down, home and end keys, or by pressing the key which corresponds to the first letter of the account name. Sort customer list ------------------ You should sort your list of customers so that each customer name may be quickly located while entering your receipt information. Use the same procedure as used for the accounts list except you will use the <F1> key to call them up. Sort creditor (payee) list -------------------------- You should sort your list of creditors so that each creditor name may be quickly located while entering your expense information. Use the same procedure as used for the accounts list except you will use the <F1> key to call them up. Bookkeeping Made Painless Page 22 Screen Reports Menu =================== Expense summary - year to date ( quick look ) ------------------------------ I call this a quick look because all information is on the screen and when you return to the menu, it will be disappear from view. ( no, it will not be deleted or gone forever ). Highlight this selection by using the arrow keys and press <enter>. The screen will clear and you will be shown twenty rows of expense account numbers and names in two columns. You may look at these expense entries for a quick check of totals for the year to date of expenses for each account number. When you have reviewed the displayed expenses, you may move to the next screen of expenses and account numbers by pressing the <enter> key. When the last screen has been displayed ( a maximum of five ) you may press <enter> to return to the Menu. Expense summary - single month ( quick look ) ------------------------------ This summary is similar to the "year to date" summary except this is for one selected month at the time fo all accounts. Expense Details - all accounts ( quick look ) ------------------------------ Make this selection and press <enter>. You will be shown a window in which you are asked to enter the starting date and ending dates for a quick look at each expense entry that has been entered. Each entry that has an expense date from (and including) the starting date thru the ending date will be displayed on the screen for your review. These will be shown on a single line for each record. You will be shown twenty lines of entries for your review. You must press <enter> when you are ready for the next screen. Bookkeeping Made Painlesss Page 23 Expense Details - single account ( quick look ) --------------------------------- Make this selection and press <enter>. You will be shown a window in which you are asked to enter the account number that you wish to check or review. Enter your 2 digit account number and press <enter>. You will then be shown a window in which you are asked to enter the starting date and ending dates for a look at each expense entry that has been entered with the desired account number. Each entry that has an expense date from (and including) the starting date thru the ending date that corresponds with the desired account number will be displayed on the screen for your review. These will be shown on a single line for each record. You will be shown twenty lines of entries for your review. You must press <enter> when you are ready for the next screen. Receipt summary to screen ( quick look ) ------------------------- Highlight this selection and press <enter>. The screen will clear and you will instantly be shown a year to date summary of all receipts for each month and a grand total for the year to date. (Note: If you are using sample files and it has entries beyond today's date - all totals will be shown. In real life, you do not make entries ahead of today's date ).(Ed) Receipt details to screen ( quick look ) ------------------------- Highlight this selection and press <enter>. the screen will clear and you will be in a window in which you will be asked to enter the starting date and the ending date ( inclusive ) for which you wish details of receipts. Enter the respective dates and press <F10>. You will be shown all entries of receipts from ( and including ) the beginning date thru the ending date. At the end of the listing, you will be shown Gross Receipts, State sales tax collected, City tax collected, Other tax collected, Net Receipts and an "Exempt Receipts" entry. The dollar amounts under the taxes are INCLUDED in the dollar amount under "Gross Receipts" and they represent that portion of total receipts which was collected for taxes. Bookkeeping Made Painless Page 24 Receipt details to screen (cont.) --------------------------------- The dollar amount under "Net Receipts" is INCLUDED in the dollar amount under "Gross receipts" and represents total receipts LESS the amounts under all "taxes". ( In other words - add the "Net Receipts" and all "taxes" and you will have the same total as indicated under "Gross Receipts" ). The dollar amount under "Exempt Receipts" is INCLUDED in the dollar amount under "Gross Receipts" and represents that portion of total receipts for which no taxes ( of any kind ) were collected. Print Reports Menu ------------------ NOTE: Set your printer to 12 characters per inch for all printing operations. Expense summary - year to date ( hard copy ) ------------------------------ This function is the same as the "Expense summary - year to date" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Expense summary - select month ( hard copy ) ------------------------------ This function is the same as the "Expense summary - single month" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Expense details - all accounts ( hard copy ) ------------------------------ This function is the same as the "Expense details - all accounts" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Bookkeeping Made Painless Page 25 Expense details - select account ( hard copy ) -------------------------------- This function is the same as the "Expense details - single accounts" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Receipt summary to printer ( hard copy ) -------------------------- This function is the same as the "Receipt summary to screen" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Receipt details to printer ( hard copy ) -------------------------- This function is the same as the "Receipt details to screen" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Profit/Loss Menu ================ Profit/Loss report to screen ( quick look ) ---------------------------- Highlight this selection and press <enter>. The screen will clear and you will be in a window where you are asked to enter a starting date and an ending date. Enter the respective dates and press <F10>. You will be shown a screen that lists the dollar amounts for: Total receipts from sales/service/profession, Gross expense total, Non deductible expenses, Net deductible expenses and Total Profit ( or Loss ) for the dates selected. Bookkeeping Made Painless Page 26 Profit/Loss report to printer ( hard copy ) ----------------------------- This function is the same as "Profit/Loss report to screen" except that all information is printed on the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Backing up data files --------------------- To make a backup copy of your data files, you must first have a formatted disk. Place the formatted disk in your choice of drives. Go to the "Miscellaneous Features Menu", highlight the "BackUp data to floppy disk" and press enter. You will be asked for the floppy drive letter to which you wish to copy your data files. Type in the letter of the drive where you have just placed your formatted disk. You will be asked to verify that what you have entered is correct. Even after confirming that you entered the correct drive letter, you will be given a chance to change your mind and not make the backup. It is suggested that you have two formatted disks to use for your backup data. Name the disks A and B or 1 and 2. Backup the data to disk A (or 1) the first time. The next time use disk B (or 2) for your backup. The next time use disk A (or 1) again. Keep rotating your backup data disks so that if the last time you made a backup you used disk A (or 1) then you would disk B (or 2) the next time. If you used disk B (or 2) last time you would use disk A (or 1) the next time. By rotating your backup data disks in the above fashion, (if something happened to your "current data") you would only have the re-enter the data from the latest backup date to the current date. It is strongly suggested that you make regular backups of your bookkeeping data, as you should with all valuable data. Latest backup of data files --------------------------- This date is shown just above the data directory information on the Manin Menu screen. It lists the last date that you made a backup of your data files. You SHOULD make regular backup copies of your data and place the copies in a safe place. Bookkeeping Made Painless Page 27 Copying data files FROM floppy disk ( Hard drive only ) ----------------------------------- Your "backup" data files may be copied back to your data directory on your hard drive. This feature should be used only if your current data files have been lost or corrupted. PLEASE NOTE: When you copy your data files from your backup floppy disk to your hard drive, they will be placed in the directory or sub-directory that you have named as your Directory/Drive for data. This directory is shown just above the Main Menu. ALSO NOTE: IF YOU HAVE EXISTING BOOKKEEPING DATA FILES IN THIS DIRECTORY OR SUB-DIRECTORY, THEY WILL BE OVERWRITTEN AND DESTROYED WHEN YOU "COPY DATA FILES FROM FLOPPY". USE THIS FEATURE WITH CAUTION! Colors ------ You may select colors for boxes, menus, messages, normal screens, fileds, etc. Go to the SetUp Menu and highlight the "Change Screen Colors" selection and press the <enter> key. You will be presented a menu from which you may select the areas that you wish to change from the default colors. Once you have made all of your color changes you may save them to the configuration file that "Bookke" reads each time it is run. If you decide to abandon your changes without changing from the default or previous colors, you may do so. Editing Account Numbers and Names --------------------------------- THIS INFORMATION IS VERY IMPORTANT! It could drastically affect your bookkeeping data. Your expense account numbers are entered as a 2 digit number, a space, and the name of the expense. Example: 01 Merchandise/Material Note: | 25 characters maximum | The 1st letter of the name MUST be in uppercase letters. Lowercase letters are ok for remainder of the name. The account number and name combined cannot exceed 25 characters. Bookkeeping Made Painless Page 28 You may change the expense NAME with affecting the expense data files. If you CHANGE the ACCOUNT NUMBER, you MUST edit your expense files and change all expenses from the account "number changed" to the "new" account number. THE EASIEST WAY to make the changes is to NOT delete the account number that you wish to change from your "list of account numbers" just yet. WAIT! FIRST, if the account number that you wish to "change to" does not exist in your "list of account numbers", then add it to your list. NEXT, go to the "Reports Menu" and "Expense and Receipt Report - to Screen", then select "Expense Details - Select Account" and press the <enter> key. When asked for the account number that you wish to view, enter the account number that you wish to CHANGE. Make sure that the "Enter starting date" is the start of your financial year (this is probably the default date) is correct so that the first record will be listed. Write the number of the records that are shown to you on a piece of paper. The record numbers are the first numbers seen along the left edge of the screen. When all records for the account number that you wish to change is shown, return to the "Main Menu". NOW you should go to "Edit our account numbers" in the "Customers/Suppliers/Accounts Menu". You should locate the "OLD" account number and name and change it to the "NEW" account number and name. Once these changes have been made return to the Main Menu. Go to the "Transaction Maintenance Menu" and select "Edit an expense entry" and press the <enter> key. Now get your list of numbers that you have written on a piece of paper. Enter the first number that you have written down and press <enter>. When the record is shown to you, move to the account number field and enter the "NEW" account number. (Disregard the name beside the account number.) Press the <F10> key and save your changes. Continue in this fashion until you have changed all of the record numbers that you have written down on your paper. FINALLY, select "Sort Expense File" from the "Sort Files Menu" and sort your expense files. All numbers should now be changed and placed in the correct files. Bookkeeping Made Painless Page 29 Editing Frequent Customer Names ------------------------------- You should follow the same basic procedure as for account numbers (above). This is not as critical as changing account numbers because it will not affect the way the expenses and receipts are stored. Editing Frequent Supplier Names ------------------------------- You should follow the same basic procedure as for account numbers (above). This is not as critical as changing account numbers because it will not affect the way the expenses and receipts are stored. Help Information Screen ----------------------- This screen lists the possible errors (and the reasons for the errors) that you may receive while running "Bookke". / * * * * * * * * \ / \ / Thank you for using Bookkeeping Made Painless. My sincere hope \ / is that you find that the drudgery of the day to day bookkeeping \ / chore has become much less painful or maybe even "Painless". \ / Ed Nolin \ / \ / * * * * * * * * \ Registration Information ------------------------ If you are not a registered user of Bookkeeping Made Painless, please use the "Order Registered/Licensed Version" in the Main Menu. If you are a registered user of Bookkeeping Made Painless we sincerely appreciate your support.