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Checkbook Management Program
Version 5.1
by
Marilyn Price
M. P. Data
113 Foxport Dr.
Kingsport, TN 37664-5626
(615) 349-7744
Copyright 1985-1993 by M. P. Data. All Rights Reserved.
January 1993
Checkbook Management Program
Table of Contents
Introduction.................................................. 3
Getting Started............................................... 6
To Install on a Hard Disk..................................... 6
To Run........................................................ 6
Help.......................................................... 8
First Appearances............................................. 8
Initializing the Data Files................................... 9
Main Menu..................................................... 10
Entering Transactions......................................... 12
Enter a Check............................................ 12
Enter Other Transactions................................. 14
Corrections................................................... 16
Correct a Check.......................................... 17
Correct Other Transactions............................... 18
Deletions..................................................... 19
Delete a Check........................................... 20
Delete Other Transactions................................ 21
Delete all Before Specified Date......................... 21
Bank Statement Reconciliation................................. 22
Correct Reconciled Transactions.......................... 24
Print Reconciliation Report.............................. 25
Reports....................................................... 26
Check Register........................................... 28
List Checks Only......................................... 29
List Deposits............................................ 31
List Automatic Teller Deposits........................... 32
List Automatic Teller Withdrawals........................ 33
List All Bank Transactions............................... 34
List Uncleared Transactions.............................. 36
List All Budget Categories............................... 37
Transactions in a Category............................... 37
Transactions in a Category for All Categories............ 39
Annual Expenditure Report................................ 41
Annual Income Report..................................... 42
Summary Report........................................... 44
Utilities..................................................... 45
Name or Bias Change...................................... 45
Category Maintenance..................................... 46
System Customization..................................... 46
Find by Contents......................................... 48
Sort Transactions by Date................................ 49
Sort Transactions by Check Number........................ 49
Print Checks Menu............................................. 50
Print Checks............................................. 50
- Page 1 -
Checkbook Management Program
Set Printer Options...................................... 51
Print Grid............................................... 53
Appendices
----------
A: Pop-Up Category Notes...................................... 55
B: Cursor Key Movements....................................... 56
C: Play Suggestions........................................... 57
D: To Change from Previous Versions........................... 58
E: New Features............................................... 60
F: Transfer Data to a Hard Disk............................... 62
G: Multiple Accounts.......................................... 63
H: Special Tips............................................... 63
I: Glossary................................................... 64
J: Messages................................................... 65
K: Support.................................................... 67
L: Warranty Information....................................... 68
M: License Information........................................ 69
N: What is Shareware?......................................... 71
O: ASP Ombudsman Statement.................................... 79
- Page 2 -
Checkbook Management Program
Introduction
This program manages a checkbook's records. It is essentially a
checkbook register with the following capabilities:
1. Create all the data files needed.
2. Enter all forms of checking account transactions, including:
Numbered checks,
Deposits,
Automatic Teller withdrawals,
Automatic Teller deposits,
Bank charges,
Interest for NOW accounts.
3. Correct any portion of any of the above transactions.
4. Reconcile a bank statement, clear transactions, find any errors
that may show up as a result, and print a list of the transactions
just cleared.
5. Delete transactions. Transactions may be either deleted singly
(for example, a voided check) or as a group (all transactions
before a given date). The second option is used for file
management.
6. Generate reports. Reports that can be generated by this program
are:
A. Check Register - a listing of all transactions in the order
entered. You will be asked to supply dates defining the
interval you wish displayed. Only those transactions in the
interval will be listed. This report can be displayed on the
screen or listed on a printer.
B. Checks Only - a listing of all checks in the order entered.
You will be asked to supply dates defining the interval you
wish displayed. Only those checks in the interval will be
listed. The total money for the listed transactions is also
displayed. This report can be displayed on the screen or
listed on a printer.
C. Deposits - a listing of all deposits in the order entered.
Automatic teller deposits are not listed here. They are
included in the list of Automatic Teller Deposits. You will be
asked to supply dates defining the interval you wish displayed.
Only those deposits with dates in the interval will be listed.
The total money for the listed transactions is also displayed.
This report can be displayed on the screen or listed on a
printer.
D. List of all Automatic Teller Deposits - a listing of all
automatic teller deposits, in the order entered. You will be
asked to supply dates defining the interval you wish displayed
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Checkbook Management Program
Only those automatic teller deposits with dates in the interval
will be listed. The total money for the listed transactions is
also displayed. This report can be displayed on the screen or
listed on a printer.
E. List of all Automatic Teller Withdrawals - a listing of all
automatic teller withdrawals, in the order entered. You will
be asked to supply dates defining the interval you wish
displayed. Only those automatic teller withdrawals with dates
in the interval will be listed. The total money for the listed
transactions is also displayed. This report can be displayed
on the screen or listed on a printer.
F. List of all Bank Transactions - a listing of all bank
transactions, interest, service and other charges, in the order
entered. You will be asked to supply dates defining the
interval you wish displayed. Only those bank transactions with
dates in the interval will be listed. The total money
deposited and withdrawn will be totaled separately and
displayed. This report can be displayed on the screen or
listed on a printer.
G. List Uncleared Transactions - a listing of all transactions in
the order entered which have not yet been marked as having
cleared the bank. The total money for the listed transactions
is also displayed. Deposits and withdrawals are totaled
separately. This report can be displayed on the screen or
listed on a printer.
H. List of all Current Categories - a listing of all categories
currently in use in your data file in alphabetical order. This
report can be displayed on the screen or listed on a printer.
I. Transactions in a Category - a listing of all transactions in
the order entered which have the same category. You will be
asked to supply dates defining the interval you wish displayed
and the category you wish displayed. Only those transactions
in the interval and exactly matching the category will be
listed. The total money for the listed transactions is also
displayed. Deposits and withdrawals will be totaled
separately. This report can be displayed on the screen or
listed on a printer.
J. Transactions in Category for all Categories - a listing of all
transactions, in the order entered, arranged by category. You
will be asked to supply dates defining the interval you wish
considered. All categories represented by transactions within
this interval will appear on the report, each beginning on a
fresh page. The total money for the listed transactions is
also displayed. Deposits and withdrawals will be totaled
separately. The categories will appear in alphabetical order.
This report, which can take several pages to print, can only be
printed on a printer. It is not available for screen display.
For screen display of any one category, use the report
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Checkbook Management Program
described above.
K. Annual Expenditure Report - lists a table of the total amounts
spent per month for every category. Totals are given for each
month and each category. The average monthly expenditure for
each category is also displayed. Budget categories are
displayed in alphabetical order. You will be asked to supply
the last two digits of the year the report is to cover. This
report can be displayed on the screen or listed on a printer.
L. Annual Income Report - lists a table of the total amounts
deposited per month for every category. Totals are given for
each month and each category. The average monthly income for
each category is also displayed. Budget categories are
displayed in alphabetical order. You will be asked to supply
the last two digits of the year the report is to cover. This
report can be displayed on the screen or listed on a printer.
M. Summary Report - lists the total expenditures and deposits for
the account for each month and the total for the year. This
report can be displayed on the screen or listed on a printer.
7. Print selected checks.
This is a user supported program. Address any questions or comments
to:
Marilyn Price
M. P. Data
113 Foxport Dr.
Kingsport, Tennessee 37664-5626
(615) 349-7744
If you feel this is a useful program, please send $35 to the above
address. As a registered user, you will be informed of any updates to
this program and receive a printed copy of this user manual.
Functional changes to this program will be considered and may require
an additional fee.
M. P. Data is available for other program development, computer
services, and consultation. Contact M. P. Data for your computing
needs.
M. P. Data is a member of the Association of Shareware Professionals.
- Page 5 -
Checkbook Management Program
Getting Started
You received a disk containing the Checkbook Management program
(CHECKS.EXE) and a self-extracting ZIP file containing a listing of
this documentation and some supporting documents. Copy the program
(CHECKS.EXE) to a new disk or use the INSTALL program (see below) to
install the program on a hard disk. Use this new disk as your working
copy and keep the other in a safe place. Feel free to share copies of
this program with other users. The Checkbook Management program is
user supported software and copying it is encouraged.
If the program and data files are kept on the same disk, the data files
will have room for approximately 2000 transactions. If the program and
data are kept on separate disks, the data files will have room for
approximately 3000 transactions.
Minimum configuration for this program is as follows. It needs at
least 320K RAM, one or two disk drives, and a monitor. It supports
both color and monochrome monitors. It was developed using PC-DOS
2.10. It is written in MS Pascal and Assembler and is available in
compiled form only. Both program and data may be placed on a hard
disk.
To Install on a Hard Disk
Place the distribution diskette in your floppy drive (A or B) and
change to that drive by typing A: (or B:) and pressing <enter>.
At the new prompt, type INSTALL and press <enter>. The installation
program will ask a few questions about where you want the program
copied, then copy all the necessary files to that directory. It will
also create a batch program in your root directory called CHECKS.BAT
which can be used to start the program.
To Run
Depending on your computer system, use one of the following sets of
instructions.
A. One diskette drive with program and data kept on the same disk.
1. Start your computer, using your DOS disk, providing the date
and time as requested. At the A prompt, remove the DOS disk
and insert the program disk in drive A:.
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Checkbook Management Program
2. Type CHECKS and press <enter>. The program will guide you from
here on.
B. One diskette drive with program and data kept on separate disks.
(Not recommended)
1. Start your computer, using your DOS disk, providing the date
and time as requested. At the A prompt, remove the DOS disk
and insert the program disk in drive A:.
2. Type CHECKS and press <enter>. Once the title screen appears,
remove the program disk and insert the data disk. The program
will guide you from here on. (NOTE: This option cannot be
customized.)
C. Two diskette drives with program and data kept on separate disks.
1. Start your computer, using your DOS disk providing the date and
time as requested. At the A prompt, remove the DOS disk and
insert the program disk in drive B:.
2. Insert the data disk in drive A:.
3. Type B:CHECKS and press <enter>. The program will guide you
from here on.
D. Hard disk system with program and data in same subdirectory.
1. Start your computer, providing the date and time as requested.
At the C prompt, change directories so that the data directory
is the current directory.
2. Type CHECKS and press <enter>. The program will guide you from
here on.
E. Hard disk system with program and data in separate subdirectories.
(For these instructions, enter a PATH command which includes the
directory containing the copy of the program - see your DOS manual
for details about this command.)
1. Start your computer, providing the date and time as requested.
At the C prompt, change directories so that the data directory
is the current directory.
2. Type CHECKS and press <enter>. The program will guide you from
here on.
F. Program on a hard disk and the data on a floppy drive.
1. Start your computer, providing the date and time as requested.
At the C prompt, change directories so that the program
directory is the current directory.
2. Type A: and press <enter> to change to the floppy drive. (If
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Checkbook Management Program
your floppy drive is not A:, substitute the correct drive
letter.)
3. Type C:CHECKS and press <enter>. The program will guide you
from here on.
From these directions, you may have surmised that the data must be on
the default drive and in the current directory for the program to find
it. The program can be kept somewhere else, as long as the PATH
command has been set for the subdirectory containing the program file.
"Playing" around with the program to get the feel of it before entering
your current checks is strongly recommended. The following pages will
clarify the different functions built into this program and offer some
suggestions of things to try during the exploration.
Instructions for switching data files from a diskette environment to a
hard disk setting are included at the end of this document.
Instructions for setting up multiple accounts are also at the end of
this document.
Help
At any time the program is waiting for input, you may press <F1> and
get help for the particular activity that you are doing. The help
message will appear on the bottom five lines of the screen and will
disappear when you press any other key. Some of the messages are
longer and take two or three screens to display. They will disappear
after the last information has been displayed. The longer messages are
all associated with menus.
First Appearances
The first time this version of the program is run, a question appears
asking if your data will be kept on a floppy or hard disk system. Once
this question has been answered, you will never see it again.
When the program starts, the first screen to appear is a cover screen
giving a brief statement of the program and the fact that it is user
supported. Pressing <F1> at this screen will produce an overview of the
program. Pressing any other key will continue execution.
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Checkbook Management Program
If this is the first time the program has been run, or if the data
files have been deleted, the next thing you will see is the
initialization sequence. (See Initializing the data files, below).
If the data files are on diskettes, the next screen you see will tell
you approximately how many more transactions you can add to your
current files. If this number is getting low, please see the deletion
sequences to shrink the file. This is just for your information and to
warn you if you are running out of disk space. This service is not
provided for those keeping their data on a hard disk system.
Initializing the Data Files
The very first time this program is run, it will ask if the data is to
be kept on a floppy diskette (Y or N). Press the letter <Y> then
<enter> if the data files will be on diskettes. Press the letter
<N> then <enter> if the data files will be on a hard disk or other high
capacity (over 2M) storage device. If you ever need to change this
information, see the directions on page 103.
This step is initiated automatically the first time the program is run.
The disk is checked for the presence of the data files. If they are
not on the default disk, they will be created. You will be asked a
series of questions about your checking account. This is to make your
computerized account similar to your bank account.
Type in the name you want placed on this account (example - Mr. and
Mrs. John Q. Public) then press <enter>. Up to 40 characters and
spaces will be retained. This name will appear at the top of most
reports and on the menu screens for several of the functions. This
name can be changed at any time. See the "Name or Bias Change" on the
Utility Menu for details on this.
Enter the initial balance for this account. This can be your current
balance for an existing account, the new balance for a brand new
account, or the balance at any point you choose. Pressing the decimal
point will align the amount. If the initial balance is $500.00, the
extra zeroes need not be explicitly entered. The minimum amount to be
entered in this case is <5> <0> <0> <enter>. If no initial balance is
desired, press <enter> only.
Some checking accounts require a minimum balance to avoid a service
charge. To keep the balance above this amount, it isn't entered into
the checkbook. If it's forgotten, it's not spent. However, in
reconciling the bank statement, one must remember to add this amount
back in, or the statement will be continually out of balance. This is
the place in the program where that hidden amount can be entered. If
you wish to take advantage of this option, enter an amount here. Press
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Checkbook Management Program
<enter> when satisfied with the amount. If you choose not to take
advantage of this option, press <enter> only. This amount can be
changed at any time. See the "Name or Bias Change" on the Utility Menu
for details on this.
Once the bias amount is entered, the files are fully initialized and
the program is ready to go. The number of transactions that may be
added to the files are displayed (if the data is on diskette).
Main Menu
When the Main Menu first appears, the first option (Quit) is
highlighted in reverse video. Use the arrow keys to move up and down
the list until the function you wish to use is highlighted. Press
<enter> to select that option. An alternate form of selecting an
option on this menu is to press the letter which appears inside the
parentheses (R for Reports, for example). The help screen for this
menu is longer than most of the rest - in fact, it covers two full
screens. The information on those screens is included in the following
explanations of each option.
Quit - Selecting the quit option returns you to the DOS prompt (A> or
C>).
Enter transactions - This option allows you to enter information about
a transaction (check, deposit, automatic teller transaction). For
a check, the screen will appear as a giant check to be filled out.
For the others, you can enter the date, amount, category, and memo
fields.
Corrections - This option allows you to change the entered information
on any transaction in the file. If the amount is changed, this
change is reflected in the displayed balance. The Corrections
screen will ask you to specify the type of transaction being
corrected. If it is a check, the screen will appear as a giant
check filled out exactly as you filled it in earlier. For other
transactions, the date, amount, category, memo, and bank clearance
status will be displayed.
Deletions - This option allows you to delete a specific transaction or
remove obsolete records. The Deletion Menu will have you specify
which you want. If a specific transaction is deleted, the amount
of that transaction is removed completely. If it was a debit, the
amount will return to your account. If it was a credit, the amount
will be removed from your balance. The requested record will be
displayed and you must verify it is the one to be deleted. Once
deleted, a record cannot be reactivated. If the Delete All option
is selected, you will be asked to specify a date. All
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Checkbook Management Program
transactions with dates prior to that date will be deleted. It is
strongly recommended that you make a back-up copy of the data
files before using this option. Once deleted, the records cannot
be recovered.
Bank statement reconciliation - This option is designed to help you
reconcile the bank statement for your account each month. You can
mark those transactions which have cleared the bank, enter any
bank charges, service charges, or (if you have a NOW account)
interest earned, and the program will calculate the balance which
should appear on your bank statement. It takes your current
balance, deducts any uncleared deposits, adds any uncleared
checks, and displays the result. If the amounts do not agree,
there is an option included for reviewing the checks just cleared
to see if the bank and the file disagree on the amount. This can
be corrected while still in the reconcile option in an attempt to
get the two amounts to agree. You can also print a list of the
transactions just cleared.
Reports - This option presents the Report Menu which allows you to
choose among the thirteen reports available. (See Reports).
Utilities - This option presents the Utility Menu, which enables some
specialized functions to do the following: allow you to change
the account name or bias amount, allow you to globally change a
category from one name to another, allow you to customize the
program, allow you to find a transaction based on the contents of
the "To Whom" and "Memo" fields, and allow you to sort the data
file by date or check number. (See Utilities).
Print Checks - This option presents the Check Printing Menu, which
enables the user to select checks for printing, set the rows and
columns for the check information, or print a grid which can be
used to determine the proper row and column numbers to use in the
set-up process.
- Page 11 -
Checkbook Management Program
Entering Transactions
This option allows you to enter information about a transaction (check,
deposit, automatic teller transaction). For a check, the screen will
appear as a giant check to be filled out. For the others, you can
enter the date, amount, category, and memo fields.
When the Enter Menu appears, the first option (Check) is highlighted by
reverse video. Use the cursor keys (left and right) to change
transaction types until your choice is highlighted. Press <enter> to
select the highlighted type. Or, press the letter in parenthesis to
select the option.
Options are:
(C)heck - Enter the details for a check.
(D)eposit - Enter the details for a regular deposit.
Auto-Teller (W)ithdrawal - Enter the details for an Automatic Teller
Withdrawal.
(A)uto-Teller Deposit - Enter the details for an Automatic Teller
Deposit.
(Q)uit - Return to the Main Menu.
The displayed balance is the current account balance. As soon as a
transaction is marked as satisfactory, the amount is added to or
subtracted from the balance and the display is changed.
Enter a Check
When this option is selected, the screen changes to show a check to be
filled in.
Use the cursor keys to move from field to field, filling in the
pertinent details. Each field is described below. Cursor keys are
detailed on page 96.
Fields:
Check Number - The number of this check. Up to five characters are
allowed for this. You may use any combination of letters and
numbers that make sense to you. However, keep in mind that the
Correction and Deletion routines will require an exact match
(including spaces) to find these checks again. Duplicate numbers
are allowed, but not encouraged. Press <enter> or <tab> to move
to the next field. A <Q> entered in this field will return you to
the Enter Menu without adding this check to the data file. If
numbers only are entered for this field, the program will prefill
this area with the next check number. This will begin with the
second check entered to the program. This field cannot be left
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Checkbook Management Program
blank.
Date - The date of this check. It must be a valid date (February 30 is
not a valid date). Dates in the future are not allowed (unless
changed by customization). "The future" is deemed to be any day
after the entered system date. If the date is invalid, the
program will not allow you to leave this field. Press <enter> or
<tab> to move to the next field. A <Q> pressed while in this
field will return you to the Enter Menu without adding this check
to the data file. This field is prefilled with the system date
for the first transaction, each time the program is run. If you
change the date, this new date is repeated for the next
transaction.
To Whom - The recipient of this check. Forty characters are allowed
for this information. There are few restraints for this field.
Pressing <enter> or pressing <tab> are two ways to continue to the
next field. A <Q> pressed while in this field is assumed to be
part of the name and will not return you to the Enter Menu.
Amount - The amount of the check. Only leading blanks, valid digits,
and a decimal point are allowed in this field. Pressing the
decimal point will align the amount in the field. Pressing
<enter> or pressing <tab> are two ways to continue to the next
field. A <Q> pressed while in this field will return you to the
Enter Menu without adding this check to the data file. This
amount is subtracted from the balance as soon as the check is
marked as satisfactory. If the amount is left zero when you
indicate you are satisfied with the check, you will be asked if
you want to void, edit, or quit. Void will enter the check with a
zero amount. Edit will allow you to change the check as it
appears. Quit will ignore this check.
Memo - A forty character field for entering any additional details you
wish kept about this check. This is similar to the small line in
the lower left corner of most checks for writing a note to
yourself about the purpose of the purchase. For example, a check
written to J. C. Penney's might have the words "shoes for Mom" in
the memo area. This is printed in the Transactions in a Category
Reports only. There are few restraints for this field. Pressing
<enter> or <tab> are two ways to continue to the next field. A
<Q> pressed while in this field is assumed to be part of the memo
and will not return you to the Enter Menu.
Budget Category - A ten character field used to classify transactions
for the Annual Expenditure Report and the Transactions in a
Category Report. Up to fifty unique categories can be used.
These categories are your choice. Three are preassigned. All
Automatic Teller Withdrawals have budget categories of
'CASH '. All bank charges and deposits have budget
categories of 'BANK '. All deposits (ATD and regular) have
categories of 'INCOME '. Notice that I have used all capital
letters for these and left justified them. As you enter letters
into this field, they will be converted from lower to upper case.
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Checkbook Management Program
This decreases the chance of a mismatch.
Default category names for checks, deposits, bank transactions,
and automatic teller withdrawals can be customized through the
System Customization option.
Pressing <F10> while in this field will bring up a "pop-up" window
of the categories currently in use. You can select the desired
category from this list. See Pop-up Category Notes for the keys
used to navigate this option.
Pressing <enter> or <tab> are two ways to continue to the next
field. A <Q> pressed while in this field is assumed to be part of
the category and will not return you to the Enter Menu. Please
note: the program does not distinguish between deposit and
withdrawal categories for report purposes.
Cleared the bank - This is a flag indicating whether or not the check
has cleared the bank. For almost all checks that you enter, this
will stay NO. However, if a check is entered into the program
after it clears the bank, press <Y> here. Pressing <Y>, <N>,
<enter>, or <tab> are some of the ways to continue to the next
field. A <Q> pressed while in this field will return you to the
Enter Menu without adding this check to the data file.
Keep? (Y/N) - If the check, as you see it on the screen is the way you
want it to appear in the permanent copy, position the cursor in
the box following Keep? and press <enter> or <Y>. An <N> pressed
while in this box will return you to the Enter Menu without adding
this check to the data file. Pressing <enter> or <Y> here is the
only way to add this check to the data file. If the amount has
been left zero, you will be asked if you want to void, edit, or
quit. Void will enter the check with a zero amount. Edit will
allow you to change the check as it appears. Quit will ignore
this check.
Enter Other Transactions
Non-check transactions have the same general entry appearance. They
are grouped here for convenience. When entering a non-check
transaction (Deposit, Auto-Teller Withdrawal, or Auto-Teller Deposit),
the screen changes to display the entry screen for these types of
transactions.
Use the cursor keys to move from field to field, filling in the
pertinent details. Each field is described below. Cursor keys are
detailed on page 96.
Fields:
Date - The date of this transaction. It must be a valid date (February
30 is not a valid date). Dates in the future are not allowed
(unless changed by customization). "The future" is deemed to be
any day after the entered system date. If the date is invalid,
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Checkbook Management Program
the program will not allow you to leave this field. Press
<enter> or <tab> to move to the next field. A <Q> pressed while
in this field will return you to the Enter Menu without adding
this transaction to the data file. This field is prefilled with
the system date for the first transaction, each time the program
is run. If you change the date, this new date is repeated for the
next transaction.
Amount - The amount of the transaction. Only leading blanks, valid
digits, and a decimal point are allowed in this field. Pressing
the decimal point will align the amount in the field. Pressing
<enter> or pressing <tab> are two ways to continue to the next
field. A <Q> pressed while in this field will return you to the
Enter Menu without adding this transaction to the data file. This
amount is subtracted from the balance if this is a withdrawal,
added to the balance if it is a deposit, as soon as the
transaction is marked as satisfactory. If the amount is left zero
when you indicate you are satisfied with the transaction, you will
be asked if you want to void, edit, or quit. Void will enter the
transaction with a zero amount. Edit will allow you to change the
transaction as it appears. Quit will ignore this transaction.
Budget Category - A ten character field used to classify transactions
for the Annual Expenditure Report and the Transactions in a
Category Report. Up to fifty unique categories can be used.
These categories are your choice. Three are preassigned. All
Automatic Teller Withdrawals have budget categories of
'CASH '. All bank charges and deposits have budget
categories of 'BANK '. All deposits (ATD and regular) have
categories of 'INCOME '. Notice that I have used all capital
letters for these and left justified them. As you enter letters
into this field, they will be converted from lower to upper case.
This decreases the chance of a mismatch.
Default category names for checks, deposits, bank transactions,
and automatic teller withdrawals can be customized through the
System Customization option.
Pressing <F10> while in this field will bring up a "pop-up" window
of the categories currently in use. You can select the desired
category from this list. See Pop-up Category Notes for the keys
used to navigate this option.
Pressing <enter> or <tab> are two ways to continue to the next
field. A <Q> pressed while in this field is assumed to be part of
the category and will not return you to the Enter Menu. Please
note: the program does not distinguish between deposit and
withdrawal categories for report purposes.
Memo - A forty character field for entering any additional details you
wish kept about this transaction. This is printed in the
Transactions in a Category Reports only. There are few restraints
for this field. Pressing <enter> or <tab> are two ways to
continue to the next field. A <Q> pressed while in this field is
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assumed to be part of the memo and will not return you to the
Enter Menu.
Cleared the bank - This is a flag indicating whether or not the
transaction has cleared the bank. For almost all transactions
that you enter, this will stay NO. However, if a transaction gets
missed somehow, and gets entered into the program after it clears
the bank, press <Y> here. Pressing <Y>, <N>, <enter>, or <tab>
are some of the ways to continue to the next field. A <Q> pressed
while in this field will return you to the Enter Menu without
adding this transaction to the data file.
Keep? (Y/N) - If the transaction, as you see it on the screen is the
way you want it to appear in the permanent copy, position the
cursor in the box following Keep? and press <enter> or <Y>. An
<N> pressed while in this box will return you to the Enter Menu
without adding this transaction to the data file. Pressing
<enter> or <Y> here is the only way to add this transaction to the
data file. If the amount has been left zero, you will be asked if
you want to void, edit, or quit. Void will enter the transaction
with a zero amount. Edit will allow you to change the transaction
as it appears. Quit will ignore this transaction.
Corrections
This option allows you to change the entered information on any
transaction in the file. If the amount is changed, this change is
reflected in the displayed balance. The Corrections screen will ask
you to specify the type of transaction being corrected. If it is a
check, the screen will appear as a giant check filled out exactly as
you filled it in earlier. For other transactions, the date, amount,
category, memo, and bank clearance status will be displayed.
When Correction Menu appears, the first option (Check) is highlighted
in reverse video. Use the arrow keys (left and right) to highlight the
type of transaction you wish to correct. When the correct one is
highlighted, press <enter> to select it.
Options are:
(C)heck - Correct a check entered through the Enter Check option.
(D)eposit - Correct a deposit entered through the Enter Deposit option.
These have the key letters DEP in the check number column of the
various reports.
AT (W)ithdraw - Correct an Automatic Teller Withdrawal entered through
the Enter Automatic Teller Withdrawal option. These have the key
letters ATW in the check number column of the various reports.
(A)T Deposit - Correct an Automatic Teller Deposit entered through the
Enter Automatic Teller Deposit option. These have the key letters
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ATD in the check number column of the various reports.
(B)ank Charge - Correct a bank charge entered during the Bank Statement
Reconciliation option. These have the key letters CHAR in the
check number column of the various reports.
(I)nterest - Correct an interest entry entered during the Bank
Statement Reconciliation option. These have the key letters INT
in the check number column of the various reports.
(Q)uit - Return to the Main Menu.
Pressing the letter in parentheses is another way to select the desired
option.
Correct a Check
When this option is chosen, the screenn changes to the ask for the
check number. Enter the number of the check you want to correct. Five
characters are allowed. Press <enter> when finished.
The program searches for the check with that number. There are three
possible outcomes to this search.
1. The check is not found.
2. More than one check with that number is found.
3. The check is found.
Case 1: The program tells you that it was not found. Check the number
you entered. Alignment in the field must be exactly as it was when you
entered the check in the first place. Press any key to continue. The
screen will clear and you will see the Correction Menu.
Case 2: The screen displays the dates associated with each check it
found. You have duplicated a check number. This is possible either by
mistake, or because you have changed banks, or because this check is
split between two or more budget categories. The date associated with
each check with this number is displayed. Find the date of the one you
want and enter its location on the list. If you really want the second
one on the list, press <2> then <enter>. The correct one will appear
on the screen in the same format as you entered it. If none of these
is correct, press <0> then <enter> and you will return to the
Correction Menu. If you enter a number larger than the list is long
(for example, you enter 4 and there are only 3 dates on the screen),
you will receive a warning that the number is out of range. Please
reenter your selection, keeping within the range.
If more than 10 checks with this number are found, only the first
ten occurrences will appear on the screen.
Case 3: The screen will be displaying the check you requested. You
may now use the arrow keys to make any changes you need to for this
check. When satisfied with the changes, position the cursor on the box
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following keep and press <enter> or <Y>. This will change the check in
the file to match the one on the screen, then return you to the
Correction Menu.
If the amount is left zero when you indicate you are satisfied with the
check, you will be asked if you want to void, edit, or quit. Void will
enter the check with a zero amount. Edit will allow you to change
the check as it appears. Quit will ignore any changes made.
If you don't want to change this one, or make a mistake and change the
wrong items, position the cursor on the box following keep and press
<N>. This will return you to the Correction Menu without making any
changes to the check on the file.
Correct Other Transactions
Non-check transactions have the same general correction process. They
are grouped here for convenience. When correcting a non-check
transactions (Deposit, Auto-Teller Withdrawal, Auto-Teller Deposit,
Bank Charge, or Interest), the screen changes to request the date of
the transaction.
Enter the date on the transaction you want to correct. It must be a
valid date (February 30 is not a valid date), and must match the one on
the actual transaction as it appears in the file. Press <enter> when
the date is correct.
The program searches for the proper transaction type with that date.
There are three possible outcomes to this search.
1. The requested transaction is not found.
2. More than one transaction of that type for that date is found.
3. The requested transaction is found.
Case 1: The screen displays a message stating that none were found.
Check the date you entered. It must be an exact match. Press any key
to continue. The screen will clear and you will see the Correction
Menu.
Case 2: You have more than one transaction of this type for that date.
The amounts for all such transactions made on that day are displayed.
Select the one you want. If you want the first on the list, press
<1> then <enter>. If the one you want isn't on this list, press <0>
then <enter>. The one selected will appear on the screen in the same
form as case 3 below. If you enter a number larger than the list is
long (for example, you enter 4 and there are only 3 amounts on the
screen), you will receive a warning that the number is out of range.
Please reenter your selection, keeping within the range.
Up to forty transactions may appear. If you have more than forty
transactions of this type for this date, only the first forty will be
shown.
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Case 3: The screen will be displaying the transaction you requested.
You may now use the arrow keys to make any changes you need to for this
transaction. When satisfied with the changes, position the cursor on
the box following keep and press <enter> or <Y>. This will change the
transaction in the file to match the one on the screen, then return you
to the Correction Menu.
If the amount is left zero when you indicate you are satisfied with the
transaction, you will be asked if you want to void, edit, or quit.
Void will enter the transaction with a zero amount. Edit will allow
you to change the transaction as it appears. Quit will ignore any
changes made.
If you don't want to change this one, or make a mistake and change the
wrong items, position the cursor on the box following keep and press
<N>. This will return you to the Correction Menu without making any
changes to the transaction in the file.
Deletions
This option allows you to remove a specific transaction or remove
obsolete records. The Deletion Menu will ask you to specify which you
want. If a specific transaction is deleted, the amount of that
transaction is removed completely. If it was a debit, the amount will
return to your account. If it was a credit, the amount will be removed
from your balance. The requested record will be displayed and you must
verify it is the one to be deleted. Once deleted, a record cannot be
reactivated.
If the Delete All option is selected, you will be asked to specify a
date. All cleared transactions with dates prior to that date will be
deleted.
It is strongly recommended that you make a backup copy of the data
files before using this option. Once deleted, the records cannot be
recovered. They may be reentered.
When the Deletion Menu first appears, the first option (Quit) is
highlighted in reverse video. Use the arrow keys (up and down) to
maneuver the highlighting to the option you want. Press <enter> when
the option you wish is highlighted. As an alternate on this menu, you
may press the number in parentheses to select the option associated
with that letter. For example, to delete an interest entry, either
move the highlighting to the line saying Delete Interest and press
<enter> or press <6> only.
The options on this menu are:
Quit - Return to the Main Menu.
Delete Check - Delete a check.
Delete Deposit - Delete a deposit.
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