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Bookkeeping Made Painless European version 1.0 Copyright (C) 1990 - 1993 ┌─────────┐ by │ MEMBER │ Society of Emerald Coast Software │ ┌──────┴──┐ Independent 2707 East 6th Place │ │ │ Shareware Panama City, FL 32401-5227 └──┤ ■ │ Authors United States of America │ ║ │ Telephone (904) 785-8946 └────╨────┘ All Rights Reserved. Our Authorized European Represenative is Focus International Video Workshop 1644 Parkway Solent Business Park Whiteley, Fareham Hampshire PO15 7AH England See last page for more information. ┌───────────────────────────────────────────────────────────────────┐ │ This software is protected by both the United States of America │ │ copyright law and International treaty provisions. │ └───────────────────────────────────────────────────────────────────┘ Bookkeeping Made Painless Page i I N D E X ──────────────────────────────────────────────────────────────────────────────── Page Introduction........................................ 1 Why Single Entry Bookkeeping........................ 2 License............................................. 1 SETUP MENU.......................................... 7 Representative, Authorized European................. 24 Account numbers & names, creating list.............. 8 Account numbers, printing list of................... 24 Account numbers & names, sorting list............... 16 Account year, start a new........................... 7 Accounts payable.................................... 22 Accounts payable: Example........................... 22 Accounts payable, editing........................... 24 Accounts receivable................................. 23 Accounts receivable: Example........................ 23 Accounts receivable, editing........................ 24 Assets, fixed....................................... 21 Bookkeeping Made Painless, starting................. 4 Change name/Data drive.............................. 16 Colors, changing screen............................. 9 Company information................................. 5 Computer requirements............................... 3 CONFIG.SYS, modifying............................... 4 Configuration, saving............................... 6 Copyright acknowledgements.......................... 2 Customers, creating list of......................... 9 Customers, printing list of......................... 24 Customers, sorting list............................. 17 Drive for data/Data directory path.................. 5 Equipment purchases (assets)........................ 21 Expense details - all accounts - printer............ 20 Expense details - all accounts - screen............. 18 Expense details - select account - printer.......... 20 Expense details - select account - screen........... 18 Expense details - select supplier - printer......... 20 Expense details - select supplier - screen.......... 18 Expense entry, editing an........................... 15 Expense files, sorting.............................. 16 Expense record, saving to disk...................... 12 Expense summary - select month - printer............ 20 Expense summary - select month - screen............. 17 Bookkeeping Made Painless Page ii I N D E X ──────────────────────────────────────────────────────────────────────────────── Page Expense summary - year-to-date - printer............ 20 Expense summary - year-to-date - screen............. 17 Expense transaction, entering....................... 10 Files and Buffers................................... 4 Financial year, start of your....................... 5 Floppy disk systems................................. 6 Hard drive installation............................. 3 Inland Revenue Service.............................. 2 Inventory........................................... 21 Main Menu, activity from............................ 6 Main Menu, returning to............................. 9 Mouse............................................... 4 Networks............................................ 4 Opening screen...................................... 5 Payable, Accounts................................... 22 Print Reports Menu.................................. 20 Printer setting..................................... 20 Profit/Loss - printer............................... 21 Profit/Loss - screen................................ 21 Profit/Loss Menu.................................... 21 Receipt details - printer........................... 20 Receipt details - screen............................ 19 Receipt details - select customer - printer......... 20 Receipt details - select customer - screen.......... 19 Receipt entry, editing a............................ 15 Receipt files, sorting.............................. 16 Receipt summary - year-to-date - printer............ 20 Receipt summary - year-to-date - screen............. 19 Receipts record, saving to disk..................... 14 Receipts transaction, entering...................... 12 Receivable, Accounts................................ 23 Revenue service..................................... 2 Screen Reports Menu................................. 17 SETUP MENU.......................................... 7 Sort Menu........................................... 16 Special note........................................ 3 Suppliers, creating list of......................... 9 Suppliers, printing list of......................... 24 Suppliers, sorting list of.......................... 17 Thanks.............................................. 24 Telephone number.................................... 5 Transaction Menu.................................... 10 Transaction Maintenance Menu........................ 15 User support........................................ 24 VAT/Value Added Tax percentage...................... 6 VAT, Automatically add.............................. 6 Bookkeeping Made Painless Page 1 ──────────────────────────────────────────────────────────────────────────────── Introduction ──────────── Bookkeeping Made Painless is a complete, single entry bookkeeping system copyrighted by Emerald Coast Software of Panama City, Florida, United States of America. License ═══════ Bookkeeping Made Painless is a copyrighted software program of Emerald Coast Software (ECS) of Panama City, Florida, United States of America. This software is protected by both the United States copyright law and international treaty provisions. Therefore, you must treat this software just like a book, except that you may copy it into a computer to be used and you may make archival copies of the software for the sole purpose of backing up our software and protecting your investment from loss. By saying "just like a book," Emerald Coast Software means, for example, that this software may be used by any number of people, and may be freely moved from one computer location to another, so long as there is NO POSSIBILITY of it being used at one location while it is being used at another or on a computer network by more than one user at one location. Just as a book can not be read by two different people in two different places at the same time, neither can this software be used by two different people in two different places at the same time (unless, of course, Emerald Coast Software's copyright has been violated). 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. By the use hereof, user acknowledges and agrees with the above statements and that Emerald Coast Software is not liable for any damages, either consequential or direct, arising out of the use of, or inability to use, 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. No entity or person other than Emerald Coast Software or their authorized representative may accept payment or royalties for the use of this program without an expressed prior written agreement with Emerald Coast Software. Bookkeeping Made Painless Page 2 ──────────────────────────────────────────────────────────────────────────────── 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 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. Revenue Service ─────────────── I highly recommend that if you don't have the latest copy of "Tax Guide for Small Business" ( or some similar name, published by the government of your country ) you obtain one by visiting or writing your local government office. 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 3 ──────────────────────────────────────────────────────────────────────────────── Computer Requirements ───────────────────── Your computer should have at least the following capabilities. - An IBM/PC or compatible computer. - DOS 3.0 or higher operating system. - 640 Kb of main memory. - A minimum of two floppy drives are required but, a hard drive is highly recommended although it is not a requirement. - Note: Bookke may be run on a single 720Kb disk with a limited number of entries. It may be run less limited on a 1.2 or 1.44Kb single disk. - Display card/monitor with graphics capability (Hercules monochrome, CGA, EGA, VGA, etc.) Note ──── - When you see <space> press the space bar on the keyboard. - When you see <enter> press the key marked ENTER or Return on your keyboard. Hard Disk Installation ══════════════════════ Bookkeeping Made Painless can be installed in virtually any directory on any hard disk drive of your system. 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 the directory does not exist, INSTALL will create it for you and install BOOKKE.EXE and supporting files (including the sample files if you wish) in the desired directory. 3. Modify CONFIG.SYS if necessary, making sure you have a minimum 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 4 ──────────────────────────────────────────────────────────────────────────────── Modifying CONFIG.SYS ──────────────────── You should have an existing "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 FILES = and BUFFERS = 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. 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: You must be in the same directory as BOOKKE.EXE. │ └──────────────────────────────────────────────────────────────────┘ Bookkeeping Made Painless Page 5 ──────────────────────────────────────────────────────────────────────────────── Opening Screen ══════════════ Upon typing BOOKKE and pressing enter, you will first 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 may change this information at any time by going to the Setup Menu and highlighting the "Change Name/Data Drive" selection and pressing <enter>. Company Information ─────────────────── You have up to five lines where you may enter your company name and address. Place the desired information on each line that you want to appear as the heading on your printed reports. It is not required that you use all of the space on each line or that you use all five lines. Use only the number of lines and space required or desired. If used, the information on each of these five lines will be centered on the first five lines of the printed report. Telephone ───────── Your telephone number should be formatted the way you wish it to look. You have up to 20 spaces to enter your telephone number. It will be centered on a line under the name and address lines on the printed report. Financial Year ══════════════ Enter here the starting date of your financial year. It must be entered in a DD/MM format. This is the day and the month of your "Business year". You must enter a two digit day and month. Examples: 01/01 = 01 January, 01/07 = 01 July of each year. ┌─────────────────────┐ Drive for Data │ * IMPORTANT!! * │ ══════════════ └─────────────────────┘ 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. You must enter your data drive information even if it is the same directory from which you are running BOOKKE. Bookkeeping Made Painless Page 6 ──────────────────────────────────────────────────────────────────────────────── ┌─────────────────────┐ VAT Percent │ * IMPORTANT!! * │ ═══════════ └─────────────────────┘ You MUST enter the percentage of VAT that is charged on purchases. Bookke will not work correctly if this is not done. Bookke defaults to 17.5 percent. You may change this to any percentage necessary. Add VAT (Y/N) ───────────── You may configure Bookke to automatically calculate and add the VAT at the percentage rate as entered in the VAT Percent field above. The default is Yes. The default may be changed to No by pressing the "N" key while in this field. The default may be overridden any time an expense or receipt entry is being made if needed. Saving your configuration ───────────────────────── Once you have entered your company information ( this information will be printed on your reports ), your financial year, DRIVE FOR DATA, VAT percent and Add VAT, press the <F10> key to save your information. 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. 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>. Bookkeeping Made Painless Page 7 ──────────────────────────────────────────────────────────────────────────────── 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. Return to the Main Menu and highlight the "Backup data to floppy" selection and MAKE A BACKUP of your data files from 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. * * * * * * * You will be asked if you wish to keep your existing ACCOUNTS.DAT, CUSTOMER.DAT and CREDITOR.DAT files. If this is your first time running Bookke, these files may not exist yet. If you have been using Bookke with example data files, then you may wish to keep the ACCOUNTS.DAT files or create your own. If you wish to start from scratch and create all of your data files, you should answer "N" (without the ") when asked if you wish to keep your existing files. NOTE: After you have used Bookke for the first account year, you may wish to keep these existing ACCOUNTS.DAT, CUSTOMER.DAT and CREDITOR.DAT files. You would almost certainly want to keep your same account numbers from year to year even if your customers and suppliers/creditors are expected to change. 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 Revenue Service). Bookkeeping Made Painless Page 8 ──────────────────────────────────────────────────────────────────────────────── 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 most 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>. It is not required that you use all available account numbers. You may use as little as one or two although you will probably need ten or twenty or more. (See note on next page). You MUST enter your account numbers and names in the same format as in the example below. That is: a two digit number, followed by a <space>, followed by the account name. Example : 03 Advertising or 85 Personal or 01 Merchandise ┌────────────────────────────────────────────────────────────────────────┐ │ Note that the first letter of the account "name" MUST be capitalized. │ │ If the first letter of the account "name" is not capitalized, Bookke's │ │ unique "single key search" will not locate the the account number by │ │ searching for the first letter of the account name. │ └────────────────────────────────────────────────────────────────────────┘ If you wish to edit the existing "ACCOUNTS.DAT" file, or start a new "ACCOUNTS.DAT" file you may do so by using any word processing program or text editor 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. 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) and assets. │ └────────────────────────────────────────────────────────────────────────────┘ Bookkeeping Made Painless Page 9 ──────────────────────────────────────────────────────────────────────────────── 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 customer's name one time during the accounting period and thereafter, the press of a couple of keys will "type" the name for you. Enter a list of customer's who do business with you on a regular basis. You may do this in one "sitting", or the names may selectivly be added to your list automatically as you work with Bookkeeping Made Painless or you may add to the list at your convenience. After the customer's name 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 or text editor program that saves it's files in pure ASCII. ┌─────────────────────────────────────────────────────────────────────────┐ │ Note: The first letter of the name MUST be capitalized in order for │ │ Bookke's unique "single key search" to work correctly. │ └─────────────────────────────────────────────────────────────────────────┘ Enter frequent supplier/creditor ──────────────────────────────── This feature is similar to the above "Enter a frequent customer" only you enter a business or firm's name from whom you make purchases on a regular basis. This list may also be entered at one "sitting" or names may be added as you use Bookkeeping Made Painless. ┌─────────────────────────────────────────────────────────────────────────┐ │ Note: The first letter of the name MUST be capitalized in order for the │ │ "single key search" to work correctly. │ └─────────────────────────────────────────────────────────────────────────┘ 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. Change Screen Colors ──────────────────── In this menu you may change colors of your choice for the screen foreground, screen background, information boxes, windows, pick lists, etc. If you save this information to the configuration file, Bookke will start each time in the selected colors. Bookkeeping Made Painless Page 10 ──────────────────────────────────────────────────────────────────────────────── Transaction Menu ════════════════ All of your expenses/purchases and receipts/sales will be entered from this 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 or purchase transactions. Follow the on screen instructions and you will find out one of the reasons the program is called Bookkeeping Made Painless. Enter supplier/creditor name ──────────────────────────── The first item called for is the name of the supplier/creditor from whom you made the expense purchase. You must now type in that business or firm's name. If you previously entered the supplier/creditor's name in your "Add frequent supplier" list, 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. Enter date of expense ───────────────────── Type the date of the expense using the format of: DD/MM/YY. Where , DD indicates the 2 digit day of the month, and MM indicates the 2 digit month and YY indicates the year of the expense. Bookkeeping Made Painless Page 11 ──────────────────────────────────────────────────────────────────────────────── Enter date of expense (cont.) ────────────────────────────── Example : 01/01/91 or 12/10/92 meaning : 1 January 1991 or 12 October 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 beginning with your earliest entry date. If your earliest date for an entry is 01 January, then the file will be sorted beginning with 01/01/YY and ending with 31/12/YY. (that is, 1st January YY and ending 31st December YY). Enter your cheque number ──────────────────────── Enter the number of the cheque that you had written for the expense purchase. As you enter the cheque number, each previously entered digit will be scrolled to the left. If the expense was a cash purchase, enter a 0 ( zero ) or leave cheque number entry blank. Once your entry is completed press <enter> and you will be moved to the "Enter amount of purchase" field. 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. You may enter the net amount and, if VAT is to be added, Bookke will automatically calculate and enter the correct amount of VAT (at the percentage rate you indicated in "Company Information" screen) and the gross amount of the purchase. You are allowed to enter the gross amount, if you prefer, and Bookke will automatically calculate and enter the correct amount of VAT and the net amount. 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 cheque and/or invoice number. Bookkeeping Made Painless Page 12 ──────────────────────────────────────────────────────────────────────────────── Have we paid for this yet? ────────────────────────── The default is "Y" for Yes. It may be changed to no by pressing the "N" key. If this field is set to "N" then it would become an Accounts Payable expense entry. When you pay for this, you must edit the record and change the "N" to "Y" to mark it paid. You may very easily find the record number of the entry by listing all accounts payable to the screen and look at the first entry. It is the record number. Return to the Main Menu and then move to the Edit Menu and edit the selected expense record. Enter description of expense ──────────────────────────── Enter here a short description 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 supplier's name in the list of regular suppliers, you will be asked if you wish to add their name to the list. If this is a supplier with whom you seldom do business, then you will probably not want to add the name to the list. If this supplier 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 using the <F10> key, you will be placed at the same menu position as before entering an expense. To enter another expense, just press the <enter> key. Enter a Receipts transaction ════════════════════════════ While in the Transaction 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. Bookkeeping Made Painless Page 13 ──────────────────────────────────────────────────────────────────────────────── Enter a Receipts transaction (cont.) ═════════════════════════════════════ 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 31/12/YY, that is, 1st January YY and ending 31st December 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 have previously entered the name in your "Add frequent customer" list 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: DD/MM/YY. Where , DD indicates the 2 digit day of the month, MM indicates the 2 digit 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 12/10/92 meaning : 1 January 1991 or 12 October 1992 Enter invoice number ──────────────────── Enter the invoice number for which payment was received and press <enter>. Enter cheque number ─────────────────── Enter your customer's cheque 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. If payment was a money order, enter MO. VAT collected ───────────── The Value Added Tax will be calculated and entered for you when you enter the amount received. Enter amount received ───────────────────── Enter here the net amount of the payment received. 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 14 ──────────────────────────────────────────────────────────────────────────────── Enter amount received (cont.) ────────────────────────────── You may enter the net amount and, if VAT is to be added, Bookke will automatically calculate and enter the correct amount of VAT (at the percentage rate you indicated in "Company Information" screen) and the gross amount of the purchase. You are allowed to enter the gross amount, if you prefer, and Bookke will automatically calculate and enter the correct amount of VAT and the net amount. Have we received this yet? ────────────────────────── The default is "Y" for Yes. If we have not received payment for this yet then you must enter "N". This now becomes an Accounts Receivable entry. When payment is received, you should edit this record and change the "N" to "Y" so that it is marked as being received. You may very easily find the record number of the entry by listing all accounts receivable to the screen and look at the first entry. It is the record number. Return to the Main Menu and then move to the Edit Menu and edit the selected receipt record. 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. Bookkeeping Made Painless Page 15 ──────────────────────────────────────────────────────────────────────────────── Transaction Maintenance Menu ════════════════════════════ It is from this menu that you will be able to do your editing of previous expense and receipt entries, including locating and editing based on: the record number of the expense of receipt, our cheque number, our invoice number, or the customer's cheque 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>. 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 supplier'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 customer'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 16 ──────────────────────────────────────────────────────────────────────────────── Edit Record Based on Cheque or Invoice ────────────────────────────────────── Highlight the desired function (our cheque, our invoice or their cheque) and press the <enter> key. Enter the desired number and Bookke will locate it if it exists. You will then be asked if you wish to edit the record. If you do not wish to edit, just press the <esc> key and you will be returned to the menu. 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, change data drive or change VAT amount, etc. ┌──────────────────────────────────────────────────────────────────┐ │ NOTE: You MUST be in the same directory in which Bookke.EXE │ │ resides to change ANY information from this selection. │ └──────────────────────────────────────────────────────────────────┘ Sort Menu ═════════ It is from this menu that you will be able to do your sorting your accounts list, supplier/creditor list, customer list, expense and receipt records. The sorting of each of these lists will be in alphabetical order. 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. 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. Bookkeeping Made Painless Page 17 ──────────────────────────────────────────────────────────────────────────────── Sort accounts list (cont.) ─────────────────────────── 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 supplier/creditor list ─────────────────────────── You should sort your list of suppliers/creditors so that each supplier 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. 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. Bookkeeping Made Painless Page 18 ──────────────────────────────────────────────────────────────────────────────── 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. Expense Details - select 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 cheque 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 through 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. Expense Details - select supplier ( quick look ) ────────────────────────────────────────────────── Make this selection and press <enter>. You will be shown a window in which you are asked to enter the supplier/creditor's name that you wish to check or review. Enter your supplier name 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 for the desired supplier/creditor. Each entry that has an expense date from (and including) the starting date through the ending date that corresponds with the desired supplier/creditor 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 Painless Page 19 ──────────────────────────────────────────────────────────────────────────────── 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, VAT collected and Net Receipts. The amounts under the taxes are INCLUDED in the amount under "Gross Receipts" and they represent that portion of total receipts which was collected for taxes. The amount under "Net Receipts" is INCLUDED in the 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" ). 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 example 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 - select customer ( quick look ) ────────────────────────────────────────────────── Make this selection and press <enter>. You will be shown a window in which you are asked to enter the customer's name that you wish to check or review. Enter your customer name 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 receipt entry that has been entered for the desired customer. Each entry that has an receipt date from (and including) the starting date through the ending date that corresponds with the desired customer 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 Painless Page 20 ──────────────────────────────────────────────────────────────────────────────── Print Reports Menu ══════════════════ ┌─────────────────────────────────────────────────────────────────────┐ │ NOTE: Set your printer to 12 characters per inch for all printing │ │ operations. Make sure your printer is on and has paper in it. │ └─────────────────────────────────────────────────────────────────────┘ 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 all information will be sent to the printer. Expense summary - select month ( hard copy ) ──────────────────────────────────────────────── This function is the same as the "Expense summary - single month" in the "Screen Reports Menu" except all information will be sent to the printer. Expense details - all accounts ( hard copy ) ──────────────────────────────────────────────── This function is the same as the "Expense details - all accounts" in the "Screen Reports Menu" except all information will be sent to the printer. Expense details - select account ( hard copy ) ──────────────────────────────────────────────── This function is the same as the "Expense details - single accounts" in the "Screen Reports Menu" except all information will be sent to the printer. Expense details - select supplier ( hard copy ) ──────────────────────────────────────────────── This function is the same as the "Expense details - select supplier" in the "Screen Reports Menu" except all information will be sent to the printer. Receipt summary to printer ( hard copy ) ──────────────────────────────────────────────── This function is the same as the "Receipt summary to screen" in the "Screen Reports Menu" except all information will be sent to the printer. Receipt details to printer ( hard copy ) ─────────────────────────────────────────── This function is the same as the "Receipt details to screen" in the "Screen Reports Menu" except all information will be sent to the printer. Receipt details - select customer ( hard copy ) ───────────────────────────────────────────────── This function is the same as the "Receipt details - select customer" in the "Screen Reports Menu" except all information will be sent to the printer. Bookkeeping Made Painless Page 21 ──────────────────────────────────────────────────────────────────────────────── 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 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. Profit/Loss report to printer ( hard copy ) ────────────────────────────────────────────── This function is the same as "Profit/Loss report to screen" except all information is printed on the printer. Assets, fixed ( depreciable ) ────────────────────────────── Any equipment, buildings, property, cars, trucks, furniture, tractors, hogs, horses, typewriters, calculators, computers, etc. that is purchased for, or used, in your business should be entered as a normal expense EXCEPT the account number assigned to these purchases MUST be between 85 and 99. These account numbers are to be used for an expense for tools, equipment, etc. that are useful for a long time. These types of purchases are not fully deductible in the year they were purchased even though they are a business expense. They must be depreciated in accordance with the Revenue Service rules. You may get a listing of these purchases at any time by selecting the "Expense details - Select Account Number" and entering the "non-deductible" account number. Usually, tools and such items that have a limited useful life can be deducted in the year they are purchased. Inventory (Cash method of accounting) ─────────────────────────────────────── Definition: Inventory includes finished products, work in progress, raw materials and any materials that go into the making of a finished product. Inventory does not include tools, equipment, office supplies, or anything else purchased for reasons other than resale. Any inventory that you have at the end of your financial year must be deducted from your "cost-of-goods-sold" account since only the COST of those goods actually sold is deductible. Bookkeeping Made Painless Page 22 ──────────────────────────────────────────────────────────────────────────────── Inventory (Cash method of accounting) (cont.) ──────────────────────────────────────────────── At the start of your financial year you must enter your COST of the inventory on hand, if you have any, under the same account number as you use for your daily materials/merchandise/inventory expense. At the end-of-year you must enter your COST of your ENDING inventory as a minus entry under the same account number as your daily materials/merchandise/ inventory expense. Example: Start of financial year cost of inventory - 140.00 Purchases throughout the year - 2300.00 ─────── Cost of all materials/merchandise/inventory - 2440.00 End of financial year cost of inventory - -80.00 ─────── Actual expense for materials/merchandise/inventory 2360.00 Note: Since you have 80.00 in inventory at the end of the financial year, you will probably have a beginning inventory for the next year of 80.00. Accounts Payable (Cash method of accounting) ────────────────────────────────────────────── Note: If you feel that you would like to know "the bottom line" if your books were closed "now", and all expenses and receipts paid, then you may wish to include all accounts payable in your expenses files as in the following examples. In reality, you cannot count accounts payable as expenses when using a CASH METHOD OF ACCOUNTING. This can be done only when using the ACCRUAL method of accounting. You may enter any accounts payable at the time you receive an invoice for the purchased goods. If, at the close of the financial year, you have not actually paid (check or cash) for the goods, you must enter the amounts for unpaid accounts payable as a negative number. Example: Invoice received from John Doe Company - 356.00 Invoice received from Jane Doe Company - 41.56 Invoice received from Coal Tar Recapping Company - 89.12 Before the end of the financial year you have paid: John Doe Company - 356.00 but you have not paid: Jane Doe Company - 41.56 Coal Tar Recapping Company - 89.12 You must now enter in the proper expense account: Jane Doe Company - -41.56 Coal Tar Recapping Company - -89.12 Bookkeeping Made Painless Page 23 ──────────────────────────────────────────────────────────────────────────────── Accounts Payable (Cash method of accounting) (cont.) ─────────────────────────────────────────────────────── The actual expense accounts will be reduced by the above amount. This will give you an accurate accounting of your expenses. At the end of the accounting period (or financial year), since the amount of your expenses have been reduced, this amount is counted as profit (loss) on the "bottom line" even though you still owe the amount for expenses. These expenses (that are not yet paid) must be re-entered, paid and counted in the next accounting period. Accounts Receivable (Cash method of accounting) ────────────────────────────────────────────────── Note: If you feel that you would like to know "the bottom line" if your books were closed NOW, and all expenses and receipts paid, then you may wish to include all accounts receivable in your receipts files as in the following examples. In reality, you can not count accounts receivable as receipts when using a CASH METHOD OF ACCOUNTING. This can be done only when using the ACCRUAL method of accounting. You may enter any accounts receivable at the time you invoice your customer. If, at the close of the financial year, you have not actually received payment from your customer, you must enter the amounts for the unpaid accounts receivable as a negative number. Example: Invoice for goods sold to One Stop Center - 98.17 Invoice for goods sold to Raleigh Computing, Inc. - 265.00 Invoice for goods sold to City of Boston - 137.00 By the end of the financial year you have been paid by: Raleigh Computing, Inc. - 265.00 City of Boston - 137.00 but you have not been paid by: One Stop Center - 98.17 You must now enter in the receipts: One Stop Center - -98.17 Your actual receipts will be reduced by the above amount. This will give you an accurate accounting of your receipts. At the end of the accounting period (or financial year), since the amount of your receipts have been reduced, this amount is not counted as profit (loss) on the "bottom line" even though you still are owed the amount for receipts. These receipts (that are not yet received) may be re-entered, and counted in the next accounting period. Bookkeeping Made Painless Page 24 ──────────────────────────────────────────────────────────────────────────────── Customers/Suppliers/Accounts Menu ───────────────────────────────── This selection will take you to a menu where you may print a list of your account numbers and names, frequent customers and suppliers names. Editing Accounts Receivables and Payables ───────────────────────────────────────── To edit any accounts receivable or payable entry, change to the "Transaction Maintenance Menu". ┌──────────────────────────────────────────────────────────────────────────┐ │ / * * * * * * * * \ │ │ / Special thanks to George and Hanne Cordner of Focus International \ │ │ / in the UK for their suggestions, encouragement, patience, \ │ │ / understanding and testing of Bookkeeping Made Painless for the \ │ │ / European standards and better use in the European Community. \ │ │ / * * * * * * * * \ │ ├──────────────────────────────────────────────────────────────────────────┤ │ / \ │ │ / 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 (ECS) \ │ │ / \ │ └──────────────────────────────────────────────────────────────────────────┘ ┌──────────────────────────────────────────────────────────────────────────┐ │ Our Authorized European Represenative │ │ is │ │ Focus International Video Workshop │ │ 1644 Parkway │ │ Solent Business Park │ │ Whiteley, Fareham │ │ Hampshire PO15 7AH England │ │ │ │ Make check or money order payable to : VIDEO MOVEMENT SOUND PRODUCTION │ │ │ │ If you wish to charge your order on your credit card, you may FAX the │ │ order form to the telephone number listed below (be sure to sign your │ │ order form) or call the voice telephone number between 9am and 5pm. │ │ │ │ Data Telephone - 0489 570202 ≡ Data hours - 24 hours per day │ │ FAX Telephone - 0489 570303 ≡ FAX hours - 24 hours per day │ │ Voice Telephone - 0489 570077 ≡ Voice hours - 9 am until 5 pm │ │ │ │ Compuserve ID: 100113,3356 │ └──────────────────────────────────────────────────────────────────────────┘