ShareWare OnLine 2/ShareWare OnLine Volume 2 (CMS Software)(1993).iso/finance/expense.zip/READTHIS.NOW

Text File | 1993-07-28 | 14KB | 299 lines

                 EXPENSE TRANSACTION SYSTEM
                         VERSION 4.0


The expense transaction system was created to keep track of
expenses from a business or for home uses.  The program keeps
track of expenses and produces reports of several different
types.

The following documentation shows step by step instructions
on how to use this easy-to-use but powerful program.

The following paragraphs are listed in the order they appear
on the MAIN PROGRAM MENU.  To bring up this menu on the
screen simply at the DOS prompt type <EXPENSE> and press
<ENTER>.

An introduction screen will appear.  At this time simply
press ANY KEY to continue.  When any key is hit the main menu
will then appear on the screen with a list of options.  To
choose an option simply press the function key number listed
beside the option. To EXIT the program press function key
number 8.

                       ADD TO RECORDS

To add a record to your files simply press function key 1.  A
subscreen will then appear.  The computer will ask for a
transaction code.  Enter a transaction code which can be
any kind of coding system you wish.  That is what makes
this program very powerful.  You pick your OWN coding
system.  The computer handles the rest.  Most programs
require that their coding systems are used.  Make up your own
system and enter a code for each type of receipt you have.
For example enter 010 for utility bills expense and 020 for
grocery bills expense.  To have the computer figure the
sales tax on the item purchased, simply add a "/" before
the comment on the input screen.  This will tell the computer
that the item is a taxable item.  If the item is not taxable
then do not add the "/" before the comment.  If you do not
wish to add a comment but the item IS TAXABLE then you must
enter just the "/" for the comment.  If you want the computer
to find the net amount minus sales tax enter "*" before the
comment.  The computer will figure what the net amount and
the amount of sales tax.  This is useful for item you buy and
do not remember what the net amount was.  If you just
remember what amount you paid for the item, just enter the
"*" before the comment and the program will do the rest.
After all information is entered, the computer will then
produce a screen to verify all the information before saving
it to disk.  If all the information is correct hit function
key 1.  To edit the information press function 2.  To exit to
main menu press the escape key.

                        VIEW RECORDS

To view the records log, press function key 2.  A submenu
will appear asking which method to search by.

To search all records press function key 1 to view a bulk
listing.  The computer will then ask whether to direct the
output to S) creen or P) rinter.  Press "S" for screen or "P"
for printer.  To exit to main menu simply press the escape
key.  If "P" or "S" is hit, all the records will be displayed
either to SCREEN or PRINTER.  After all the records have
been displayed the average expense will be printed and totals
for each code will also be displayed.

To search a certain month code press function 2 to view a
certain month code.  Enter the appropriate month code (01-12)
and press <ENTER>.  The computer will then ask where to
direct the output.  Press the appropriate key and all the
records with the transaction date equal to the month
selected will be displayed.

To search a certain range of record numbers press function 3.
The computer will then ask for a beginning record number and
an ending record number.  Enter the values in and press
<ENTER> after each prompt and enter where the information is
to be displayed and the computer will print the range of
record numbers.

To search for a certain transaction code press function 4.
The computer will ask for the description of the transaction
code.  Enter your transaction code and press <ENTER>.  The
computer will then ask what type of subsearch is to be
performed.  The computer will ask if the subsearch is to be
for a certain month.  Press "Y" for YES or "N" for NO.  If
"Y" is pressed the computer will ask for the month code.
Enter the code and press <ENTER>.  All the records with only
the description and the month code will be displayed.  If "N"
is pressed then the computer will ask if the search is to be
a bulk search or to search all records.  If the search is to
be bulk then press "Y".  If the search is not to be bulk
simply press "N".  If "Y" is pressed then a bulk search is
performed and only the records with the description selected
are displayed.  If "N" is pressed the computer assumes a
range search is to be performed.  The computer will prompt
for the lower and upper record numbers.  Enter each of the
numbers and press <ENTER> after each.  Only the record
numbers with the description and in the range entered will be
displayed.

               DELETE LAST DATA RECORD ENTERED

To delete the last data record entered simply press function
3.  A subscreen will then appear.  You must enter the correct
password to erase the last record entered.  This is to
prevent unauthorized persons from erasing your files.  The
password to erase the last file is "ERASE".  Type "ERASE" and
press <ENTER>.  Once the enter key is pressed the record is
lost forever so BE CAREFUL!  The computer erases the last
record stored on the disk and then resets all balances to
what they were prior to the last transaction being entered.
The program will then return to the main program menu.

                   DELETE ALL DATA RECORDS

To delete ALL data records from the disk press function 4.  A
subscreen will then appear.  You must enter the correct
password to erase ALL the files from the disk.  This is to
prevent unauthorized persons from erasing your files.  The
password to erase ALL the records from the disk is "ERASE".
Type "ERASE" and press <ENTER>.  Once the enter key is
pressed ALL the data records on the disk will be lost forever
so be EXTREMELY CAREFUL with this option.  Actually the only
time this option would be used is when you want to give the
program to someone else or at the end of the year to reset
the balances to 0 or some similar reason.  Remember once the
password is entered the records are lost forever and can not
be viewed again.  Make backup copies of your data files or
print them out to a printer before erasing the files.

                SET UP THE TRANSACTION SYSTEM

To set up the EXPENSE TRANSACTION SYSTEM, press function 5
from the main menu.  The computer will ask you for your name,
address, city and zip code.  Enter all this information by
pressing <ENTER> after each section.  The program will then
ask for your sales tax rate.  Enter the current sales tax
rate for your state in the .## format.  In other words, if
your sales tax rate is 5% then enter .05 for the rate.  If
all information is correct the press "Y" when asked if all
information is correct.  If you wish to set up your own
transaction codes, refer to CREATE, ADD, OR VIEW EXPENSE
CODES.

             CREATE, ADD, OR VIEW EXPENSE CODES

To set up, add to, or view the expense code table, press
function key 6 from the main menu.  Several options will
appear on the screen.  To add or set up the coding system,
press function key 1.  Enter your own expense code and press
<ENTER>.  You may choose ANY type coding system you wish as
long as the codes do not exceed four (4) characters in
length.  The one reserved code is "9999".  The program
reserves this code for sales tax.  There is no need to make a
separate category for sales tax.  The computer will
automatically compute the sales tax every month when the
month changes.  Any coding system may be used whether numeric
or alphabetic.  After pressing <ENTER> the computer will ask
for a transaction code description.  The description may be
thirty (30) characters long and will appear in the expense
code table and will also appear when expense reports are
printed.  Enter your description and press <ENTER>.  The
computer will ask if you wish to continue codes.  If you do
not wish to enter more codes simply press "N".  If you wish
to enter more codes press "Y" and follow the same procedure
again until you are finished entering codes and descriptions.
When you are finished entering codes simply press "N" when
you are asked if you wish to enter more codes.  The codes you
entered will then be saved to disk.

To view the current expense codes, press function key 2 from
the expense code menu.  The current table will be displayed
to the screen.

To erase the current table, press function 3 from the expense
code menu.  Be extremely careful as this function may not be
reversed once it is performed.  The password to erase the
table is "ERASE".  Once the table is erased it must be
created again using function 1 from the expense code menu.

To return to the main program menu simply press function 4
from the expense code menu.

The expense codes will be used in producing the expense
report (see next section).  If a code is entered on the input
screen which is not in the table, the computer WILL accept
the input but it is given on the report that the code was not
found in the table.  If you wish to use that section of the
program it is important to assign codes for ALL your expenses
such as UTILITY, CAR, RECREATION, ect.  See the next section
for more information.

                   PREPARE EXPENSE REPORT

This section of the program prepares a MONTHLY or a YEARLY
expense report.  This section of the program also requires
and IBM or an IBM compatible printer.

To prepare an expense report, simply press function key 7
from the main menu.  A submenu will appear asking you which
type of report is to be prepared.

If you wish to print a monthly report press function key 1.
The computer will ask you for the NUMBER of the month 1-12.
Enter the number of the month you wish to have the computer
prepare a report for and press <ENTER>.  The computer will
then prepare a report for that month.

If you wish to print a yearly report press function key 2.
The computer will ask you for a year.  Enter the year you
wish to be prepared in the XXXX format or "1990" instead of
just "90".  The computer will then prepare the report for the
year selected.

The output from this routine is a report listing all expense
codes in the expense code table which was created using
option 6.  The report will list each code along with how many
times it occurred, the total amount, the average amount, and
the year-to-date total.  If the report is yearly, the report
will list yearly totals at the bottom of the report.  The
length of this report will vary depending on how many
different expense codes are listed in the expense code table.
If a code is found in the data records that is not in the
expense code table the computer will keep track of the amount
and treat it as a separate code.  The report will list this
amount at the end of each month or at the end of the report,
depending on the type of report and will be listed with and
expense code of "----" and a description of "NO CODE FOUND".
The number of occurrences, total amount, average amount, and
year-to-date totals will also be printed.

                         EXIT TO DOS

To exit back to the DOS operating system press function key
5.  The program will end and the DOS prompt will appear
once again.

*************************************************************


              EXPLANATION OF FILES ON THIS DISK

EXPENSE.EXE .............................. Main program file.
DATA.DAT ................................. Data file.
MAMT.DAT ................................. Program file.
MONTH.DAT ................................ Program file.
SETUP.DAT ................................ Setup information.
CODES.DAT ................................ Coding table.
LTAX.DAT ................................. Tax data file.
READTHIS.NOW ............................. This file.

****  DO NOT ERASE ANY FILES OR THE PROGRAM MAY NOT RUN ****

*************************************************************

THIS IS COPYRIGHTED MATERIAL.  COPYING OF THIS PROGRAM
WITHOUT PERMISSION IS PROHIBITED.

The user of this program may copy the program ONLY under the
following conditions:

1.  If the user is making a backup copy of the program or its
    files.

2.  If the user is passing the program to someone else who
    wishes to try the program to see if he/she wishes the use
    it.

3.  If any user wishes to use this program, he/she must
    send to the author, listed below, a registration fee.
    This fee registers the user with the author so when
    further updates of the program are released the people
    using the program may be notified.  It also enables the
    user to support from the author of the program.

************************************************************

To register your copy of this program send $10.00 to the
author listed below.  In return you will receive a free copy
of the latest release on either a 3 1/2 or 5 1/4 inch disk.
Please specify which disk size you have.  Also you will be
able to receive user support from the author.

Send all questions, comments, suggestions, and registration
to:

                     DAVID W. MARTIN II
                      R.R. #16 BOX 464B
                      BRAZIL, IN  47834

                    PHONE  [phone]

Please include a copy of this documentation so the version
number can be found easily.