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1993-03-01
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Portfolio Manager Version 4.3
Copyright 1985-1993 by Shane Software International
Shane Software International
Steve Hane
107 17th Court
Sequim, WA. 98382
Order (only) line 800-742-6303 (1-800 SHANE 03)
Technical support 206-681-2402
CompuServe ID: 73060,2370
_______
____|__ | (tm)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
I N S T R U C T I O N M A N U A L
(some legal stuff)
Portfolio Manager is Copyrighted 1985-1993 by Shane Software
International and Steven C. Hane, and is protected by U.S.
domestic and international copyright laws.
ALL OF THE SHAREWARE AUTHOR'S RIGHT, TITLE AND INTEREST IN AND
TO THE SOFTWARE NOT EXPRESSLY GRANTED ARE RESERVED EXCLUSIVELY
BY THE AUTHOR."
Users of the Portfolio Manager must accept this disclaimer of
warranty: "Portfolio Manager is supplied as is. The author
disclaims all warranties, expressed or implied, including,
without limitation, the warranties of merchantability and of
fitness for any purpose. The author assumes no liability for
damages, direct or consequential, which may result from the
use of Portfolio Manager."
Please see "Legal considerations" at the end of this manual
PAGE I
T A B L E O F C O N T E N T S
CHAPTER 1: - GETTING STARTED
1.A Introduction .................................. 1
1.B About shareware ............................... 2
1.C Program description ........................... 3
1.C.a Unique features ........................ 4
1.C.b General information .................... 4
1.D Registration .................................. 5
1.E A short course in DOS ......................... 6
1.F Program installation .......................... 7
1.F.a Caution ................................ 7
1.F.b Preparation ............................ 7
1.F.c To start the install program ........... 8
1.F.d What will happen ....................... 8
1.F.e Install it yourself ???? ............... 9
1.F.f Important: (config.sys file) .......... 9
1.F.g In case of trouble (install) ........... 10
1.G Starting Portfolio Manager .................... 11
1.G.a The first time you use it .............. 11
1.H Starting YOUR data ............................ 12
1.H.a Quick start YOUR data .................. 12
1.H.b Starting YOUR data records ............. 13
1.H.c Ambitious start data entry ............. 13
1.I Creating and using sample data ................ 16
1.J Context sensitive HELP screens ................ 16
CHAPTER 2: - USING THE PROGRAM
2.0 General information ........................... 18
2.0.A The main menu .......................... 18
2.0.B The sub-menus .......................... 18
2.0.C Selecting accounts ..................... 19
2.0.D Creating hold (.HLD) files ............. 19
2.0.E Entering dates ......................... 21
2.0.F Editing entered data ................... 21
2.0.G Entering numeric data .................. 22
2.0.H Security selection ..................... 22
2.0.I Transaction remarks .................... 22
2.0.J Broker account during data entry ....... 23
2.1 EXIT MENU
2.1 General information ...................... 24
2.1.A Terminate the program .................... 24
2.1.B Review investment statistics ............. 25
2.1.C For technical assistance ................. 25
2.1.D Cancel entries this session .............. 27
2.1.E Create "HLD"; same as PM start ........... 28
2.1.F Info on program registration ............. 28
2.1.G Multiple portfolio manager ............... 29
PAGE II
T A B L E O F C O N T E N T S - (continued)
2.2 REPORT MENU
2.2 General information ...................... 30
2.2.A Reports 2 - 9 listed below ............... 32
2.2.B Investment purchase records .............. 33
2.2.C Current value of portfolio ............... 33
2.2.D Dividend & interest reports .............. 33
2.2.E Report on sold investments ............... 34
2.2.F Summary report of accounts ............... 35
2.2.G 1099 verify form (div/intr) .............. 35
2.2.H Return on investment (ROI) ............... 36
2.2.I Broker transactions report ............... 37
2.2.J Combined information report .............. 38
2.2.K Income history of one stock .............. 40
2.2.L Miscellaneous reports .................... 41
2.2.L.a IRS 1040 Support statement ...... 41
2.2.l.a.1 Print tax schedules B & D ... 41
2.2.l.a.2 Screen tax schedules B & D .. 42
2.2.L.b Maturity-CD's, Bonds, etc. ...... 42
2.2.L.c Display entered remarks ......... 42
2.2.L.d Show num & % of portfolio ....... 43
2.2.L.e Compare cost to value ........... 43
2.2.L.f Expand one selected stock ....... 43
2.2.L.g Print rept from disk file ....... 44
2.3 PURCHASE MENU
2.3 General information ...................... 45
2.3.A Enter a new investment ................... 45
2.3.A.a Constant value investments ...... 46
2.3.A.b Bond interest buy or sell ....... 48
2.3.B Add shares to stock you own .............. 48
2.3.C Enter stk split or stk div ............... 49
2.3.D Sell a stock short ....................... 49
2.3.E Cover short sale position ................ 49
2.3.F Adjust original cost basis ............... 50
2.3.G Adjust for merger or buyout .............. 50
2.4 UPDATE VALUES MENU
2.4 General information ...................... 51
2.4.A Quick Form - Full portfolio .............. 51
2.4.B Long Form - Full portfolio .............. 51
2.4.C Long Form - Select security ............. 51
2.5 INCOME MENU
2.5 General information ...................... 52
2.5.A Dividend income .......................... 53
2.5.B Interest income .......................... 54
2.5.C Return of Capital dividend ............... 54
PAGE III
T A B L E O F C O N T E N T S - (continued)
2.6 BROKER MENU
2.6 General information ...................... 55
2.6.A Debit broker cash account ................ 55
2.6.B Credit broker cash account ............... 55
2.6.C Review broker acct balance ............... 55
2.6.D Broker account with transactions ......... 56
2.7 SELL MENU
2.7 General information ...................... 57
2.7.A Sell an investment (all the shares) ...... 59
2.7.B Sell part of an investment ............... 59
2.7.C The treatment of bond interest ........... 61
2.7.D Covering short sale ...................... 61
2.8 MISCELLANEOUS MENU
2.8 General information ...................... 62
2.8.A Edit/Change/View a record ................ 62
2.8.B Delete an entry from records ............. 65
2.8.C Test & fix data &/or memory problem ...... 66
2.8.D Back data to a backup drive .............. 68
2.8.E Data from other years .................... 69
2.8.E.a Retrieve data from past year .... 70
2.8.E.b Restore data for CURRENT year ... 71
2.8.F Clear files for a new year ............... 72
2.8.G Recover back-ups ......................... 73
2.8.G.a From B/U made on start-up ....... 74
2.8.G.b From your B/U data disk ......... 74
2.8.G.c Select one file from B/U ........ 74
2.8.H Add/Delete/Rename an account ............. 75
2.8.H.a Create a new account ............ 76
2.8.H.b Delete existing account ......... 76
2.8.H.c Rename existing account ......... 76
2.8.H.d Transfer an account ............. 77
2.8.I CONFIGURE Portfolio Manager .............. 78
2.8.I.a Step thru 2 to E below .......... 79
2.8.I.b Color selection menu ............ 79
2.8.I.c Defined your accounts ........... 80
2.8.I.d Enter/change user name .......... 81
2.8.I.e Set a default response .......... 81
2.8.I.f Assign a backup drive ........... 82
2.8.I.g Numlock on/off- numeric ......... 82
2.8.I.h Set mouse sensitivity ........... 82
2.8.I.i Printer selection ............... 82
2.8.I.j Define report contents .......... 83
2.8.I.k Set cap gains period ............ 83
2.8.I.l Set the browse command .......... 83
2.8.I.m Automatic data testing .......... 84
2.8.I.n Set extra help screens .......... 85
2.8.I.o Clear all data files ............ 85
2.8.J Change name of an investment ............. 86
PAGE IV
T A B L E O F C O N T E N T S - (continued)
2.9 BONUS MENU
2.9 General information ...................... 87
2.9.A Calculator program ....................... 87
2.9.B Calendar program ......................... 88
2.9.C Financial calculations ................... 88
2.9.D Loan computations ........................ 88
CHAPTER 3: - THE OTHER STUFF
3.A Legal considerations .......................... 89
3.A.a Disclaimer ............................. 89
3.A.b Limited warranty ...................... 89
3.B License agreement ............................. 90
3.B.a Distribution restrictions .............. 91
3.B.b Vendor distribution authorization ...... 91
3.C Registration form ............................. 92
3.D In case of trouble ............................ 93
3.D.a Error files ............................ 93
3.D.b Abnormal program termination ........... 93
3.D.c Technical assistance ................... 95
3.E History of PM ................................. 96
3.E.a Special note to history ................ 99
3.F Glossary ...................................... 100
The manual will cross reference related features and
information using the appropriate Chapter and sub-chapter
numbers (ex. See Chapter 1, section 1.F.c)
PAGE 1
C H A P T E R 1: - G E T T I N G S T A R T E D
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1.A I N T R O D U C T I O N
~~~~~~~~~~~~~~~~~~~~~~~
Chapter 2 of this manual is organized in the sequence of the
menu options that appear in the main menu of the program.
Each menu item is shown in the table of contents and the
options available under that main menu feature are shown in
the order they appear in the sub-menu.
The program was designed to be intuitive in its use, however,
some options may be require additional explanation to follow
the logic I used for certain functions such as tracking a
savings account or a CD.
Throughout PM, context sensitive help screens are available
with the F1 Key. To activate a help screen you may press
the F1 at any point in the program. While the help screens
are active, you may enter the letter "T" (no quotes) to
activate a Topics menu which will allow you to examine any
available help topic from a help menu.
Portfolio Manager was written using the program commands from
the Foxpro(tm) database package. The data files are in a
standard DBF format. The distribution files were compiled
with the run-time package supplied with Foxpro(tm).
PAGE 2
1.B W H A T I S S H A R E W A R E ?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Shareware is a means of marketing Software at a reasonable
price. Developers of software use Shareware to distribute
their products because it provides a minimal distribution and
advertising costs. Advertising costs money. In order to
market a program on a retail basis, a developer typically
needs to sell a minimum of 5000 copies a month. Shareware
circumvents this somewhat and helps provide you, the customer,
with a good value at a much lower price than you would receive
from a commercial source.
In order for shareware to work, IF users are actually using a
product, they must register. Developers can't continue to
develop and improve products if customers don't register and
upgrade. Running a small business costs money. If you enjoy
using a shareware product, either register it or tell the
developer what they can do to provide a product that you will
register. If you don't register, remove the product from your
system and don't use it. Shareware is not Free or Public
Domain Software. You can't expect timely upgrades and fixes
from Free or Public Domain Software. With a Product like
Portfolio Manager, if you register, and you find there are
problems, I will do everything I can to see that the product
works well for you. I will provide you as much assistance as I
can. This unfortunately costs money. I can't do it without
your registration.
PAGE 3
1.C P R O G R A M D E S C R I P T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Portfolio Manager is a record keeping system for investors.
You may split your portfolio into as many as five accounts
to separate your records into categories such as an IRA, an
IRA for a spouse or child, a special purpose account, etc.
PM measures portfolio performance to meet your long range
goals. It computes ROI, estimated & actual yields, as well as
other analytical data. It serves as an excellent tax planning
and preparation tool.
The main features include the ability to maintain the purchase
and sale records; enter dividend, interest, and capital gain
distributions; calculate gain/loss and total return on
investments (ROI); automatically reinvest income distributions;
perform stock splits; and periodically update security prices.
It will allow the selective sales of multiple entries of a
security using a variety of methods - first-in/ first-out (FIFO),
last-in/ first-out (LIFO), or specific shares.
The purchase, sale, or distribution information can be viewed
on the screen, printed or sent to a disk file. The reports
can be selected for one or more securities and one or more
accounts. Reports sent to a file may be combined to build a
custom report combination. There are 17 distinct reports and
an unlimited number of report combinations.
In addition, recently added options allow you to generate
Schedule B and Schedule D 1040 support statements. You may
customize the screen colors and 13 other user defined options.
You may create a full disclosure report on investments, and
select individual accounts for the reports. See PM-FEATU.DOC
for full list of the new & improved features in Ver 4.3
Since PM calculates ROI and yields, income oriented investors
can determine performance including dividends. Most other
portfolio programs simply record distributions, but PM also
factors distributions into calculated performance results.
PAGE 4
1.C.a UNIQUE FEATURES
~~~~~~~~~~~~~~~~~~~~~~
Portfolio Manager automatically updates your investment if
income is reinvested rather then require a separate entry.
You may subdivide your portfolio in up to five separate
accounts. Produces a check list for your 1099's. Creates
supplemental tax statements that may be included with your
1040 tax return. PM generates reports that provide the
information needed to prepare your tax returns. Reports may be
sent to a disk file for later screening or printing.
Maintains broker account records. The program is menu driven
with error checking, on line help, backup routines, and
multiple report options. Files may be automatically tested on
program start. And, best of all, it's easy to use. A bonus
calculator program can import results to a numeric input
request. Two manuals (full & notes) are in a compressed file
on disk #3.
1.C.b GENERAL INFORMATION
~~~~~~~~~~~~~~~~~~~~~~~~~~
Portfolio Manager requires an IBM or compatible. Due to the
size of the program, a hard disk is required. It may be used
used with any monitor and any printer. For best results, you
should have a minimum of 440 KB of free memory - 520 KB is
recommended. PM requires 1.7 MBytes of disk space.
PAGE 5
1.D R E G I S T R A T I O N
~~~~~~~~~~~~~~~~~~~~~~~
This software package is SHAREWARE. This means an author or
programmer has prepared software which you are free to copy,
and share with others, but the author requests a REGISTRATION
FEE for you to continue LEGAL use and to receive additional
benefits. If you received this software from a shareware
vendor or computer club who charged a few dollars, you've only
paid a DISTRIBUTION or HANDLING FEE to produce an EVALUATION
disk of which NO PORTION goes to the author of the software.
You are encouraged to use the software and pay the REGISTRATION
FEE to the author to become legally registered and receive
further benefits specified below. Unregistered users may
examine, search and evaluate the program but may NOT continue
to use it past the evaluation period shown in the license
agreement.
The unregistered version of Portfolio Manager is functionally
identical to the registered version, except the unregistered
shareware version should only be used for a limited evaluation
period. The unregistered version does NOT include the BONUS
(see below) programs, however, the absence of these modules
does NOT limit or restrict the program in the performance of
its primary functions. Installation of the registered version,
when purchased, will not affect the data entered in the
unregistered version. ALL PREVIOUSLY ENTERED DATA STILL
EXISTS AND IS RECOGNIZED BY THE REGISTERED VERSION.
The registration fee for a single copy of Portfolio Manager is
$49.00. (s&h - U.S.A. n/c, $3.00 Canada, $5.00 other).
Payment of the registration fee entitles you to the following:
1) A disk with all the updates since release.
2) Notification of future releases of Portfolio Manager.
3) Unlimited technical support via E-mail, phone or US mail.
4) A module to save and retrieve data from past years.
5) Bonus programs as shown below:
A) CALCULATOR - results may be transferred to the program if
numeric input was requested when the F2 key was activated
B) CALENDAR - check dates forward or backward
C) FINANCIAL CALCULATIONS - 14 ways to evaluate an investment
D) LOAN COMPUTATIONS - seven ways to evaluate a loan
7) An upgrade utility, if needed, to preserve your data from
prior versions
8) My thanks & gratitude (now there is a real incentive !!!)
PLEASE use the registration form included at the end of this
manual OR the form in the file PM-INVOI included with the PM
package. The form may be printed using the program PM-PRINT.COM
or with the command COPY PM-INVOI PRN at the DOS prompt.
To order, you may use your credit card and our TOLL FREE NUMBER
Orders (only) line 800-742-6303 (1-800 SHANE 03)
If you've encountered a problem OR you feel PM lacks certain
features you would like to have, PLEASE, invest .29¢ (a stamp)
and a few minutes of your time to drop me a note. THANKS
PAGE 6
1.E A S H O R T C O U R S E I N D O S
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
In this program, as in most software on the market (shareware
or commercial), a knowledge of some basic DOS commands is
usefull, but NOT required. The following is not meant to
teach a course in DOS, but rather to give a user new to
computers some idea on how to do some basic housekeeping.
Some definitions:
Dr: = disk drive (a location in the computer where information
is stored) ( A:>, B:>, C:>, etc.)
filename (F/N) = name used for examples where you subsitute
the actual name for the example name.
Root directory = the main or top-most directory of a hard
disk drive. Usually shown with backslash (C:\>)
Sub-directory (Subdir) = a division of a drive created to hold
a specific group of programs.
File = a grouping accessed by the computer as a complete unit.
Each file has its own directory entry. Throughout the
documentation for PM, files are often referred to as
data files (hold the data you entered) or program files
(contain the commands needed to make the program work).
File Extension = the letter (or numbers) following the period
in a filename.
ie. MANUAL.DOC - "DOC" is the file extension
Some commands:
Create Sub-directory: MD anyname
ex. C:\>MD PM <enter/return>
Make drive active Dr: <enter/return>
ex. A: <enter/return>
Make Subdir active: CD dirname
ex. CD PM <enter/return>
Move file(s): COPY Dr:sourceF/N Dr:destF/N
ex. COPY A:PM-READ.ME C:\PM\PM-READ.ME
PAGE 7
1.F P R O G R A M I N S T A L L A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Portfolio Manager is being distributed in three self-
extracting, compressed files on 3 distribution disks. The
compressed files were produced by the compression program LHA
written by Haruyasu Yoshizaki. Unpacking to a hard drive is
required due to the size of the program. Also on disk # 3 is
the file MANUALS.EXE which contains this manual and the
abbreviated manual, PM-NOTES.DOC in a compressed format.
The installation procedure is primarily for the first time
installation of PM, however, the install program, PM-INSTL.EXE,
is capable of upgrading from an earlier version of PM. The
third question in the install program will ask if the
installation is an UPGRADE from an earlier version.
If you already have an earlier version of Portfolio Manager
installed, install the new version in the same directory as
the earlier version. The new version will NOT overwrite YOUR
data files. The install program will ask if you're upgrading
from an earlier version. If you respond (Y)es it will ask the
location of the earlier version, confirm it, then install the
required files. An upgrade utility will be invoked
automatically when PM is started for the first time.
IF YOU ARE UPGRADING, YOU MUST INSTALL THE NEW VERSION IN THE
DIRECTORY CONTAINING THE OLD PROGRAM AND DATA FILES. YOUR DATA
FILES FROM AN EARLIER VERSION OF PM ARE VALID IN VERSION 4.3.
1.F.a CAUTION:
~~~~~~~~~~~~~~~
The files PORTMGR1.EXE, PORTMGR2.EXE, PORTMGR3.EXE, on the
distribution disks 1, 2, and 3 respectively are self-extracting
compressed files. MANUALS.EXE on disk # # is also a compressed
file containing this main manual and the abbreviated manual
PM-NOTES.DOC
If you start any of them on a floppy disk (ie. enter the name
at the DOS prompt) they will begin the extraction process and
fill the disk in short order producing a "disk write error".
1.F.b PREPARATION:
~~~~~~~~~~~~~~~~~~
You may install PM from ANY floppy disk drive. The program
will ask the location of the distribution diskette and then
confirm it.
As the install program executes you'll be asked to enter the
drive and directory where you want to install PM. The
install program WILL create the directory you name on the
drive you designate.
PAGE 8
1.F.b PREPARATION: - (continued)
~~~~~~~~~~~~~~~~~~
** I STRONGLY RECOMMEND YOU INSTALL PM IN ITS OWN DIRECTORY **
If the directory you name already exists, you'll be asked if
you want to use the existing directory or create a new one.
You'll also have the option to terminate the install program.
PM requires approximately 1.7 MB of disk space. When the
program is started, it requires about 500KB of disk space for
temporary work files. When you exit PM these work files are
erased, however, if the space to create them when the program
starts is not available, the results are unpredictable. I
suggest you have at least 2.2 MB of free space on the drive
where you install the program.
1.F.c TO START THE INSTALL PROGRAM:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
At the DOS prompt enter the command: "PM-INSTL" (no quotes)
For example, if A: is the active drive:
A:>PM-INSTL <enter/return>
****** IMPORTANT NOTE ******
The normal distribution media for the program is on three
360KB, 5.25" floppy disks. You may have received the program
on a different media depending on the source of your copy.
You should be able to install the program from ANY media.
IF YOU'RE INSTALLING THE PROGRAM FROM A HIGH CAPACITY DISKETTE
(ALL DISTRIBUTION FILES ON THE SAME DISK), IGNORE THE CHANGE
DISTRIBUTION DISK COMMANDS THAT APPEAR AS THE INSTALLATION
PROGRAM EXECUTES. JUST PRESS ENTER WHEN ASKED TO CHANGE DISKS.
1.F.d WHAT WILL HAPPEN:
~~~~~~~~~~~~~~~~~~~~~~~~
The install program will lead you through the installation
process by asking your preference on each item.
For most questions a default response is shown in square
brackets (ie. Y/N [Y], yes is the default ). To accept the
default answer, press ENTER (return).
You may use the ESC key anytime the program pauses for a
response to terminate the installation procedure.
PAGE 9
1.F.e DO IT YOURSELF ???? (ie. don't use pm-instl.exe)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
IF you're FAMILIAR with DOS and prefer to do it yourself - THEN:"
1 - Create, then change to, the directory where PM will reside
2 - Copy all files to your HARD disk from the 3 distribution disks
3 - Run each of the 3 PORTMGRx.EXE files (x = 1, 2, & 3). Each
program, as it runs, will self-extract the compressed files.
4 - Run the file MANUALS.EXE to extract the manuals.
5 - Be SURE you have 'FILES=40' & 'BUFFERS=20' in your CONFIG.SYS
6 - I suggest you erase the three PORTMGRx.EXE and MANUAL.EXE
files to save disk space after the installation is complete.
These instructions are purposely vague. If you need examples
or more instructions, you probably should let the install
program do the installation.
FOR USERS UPGRADING FROM AN EARLIER VERSION OF PORTFOLIO MANAGER
** NOTE ** THE FOLLOWING APPLIES TO UPGRADING ONLY: ** NOTE **
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Once you've upgraded to version 4.3, you can NOT use YOUR data
files in a version prior to 4.0. When PM is started for the
first time a conversion program will be activated automatically.
IF you're a REGISTERED USER, it will convert YOUR data files
for use in Version 4.3.
NOTE: After conversion, you can NOT use the converted data
files in a version prior to 4.0. The ONLY way to revert to a
previous version will be through the use of your back up disks.
The install program has the capability to upgrade from an
earlier version of Portfolio Manager, however, if you are NOT
a registered user, the file conversion module will NOT convert
YOUR data files for use with version 4.3. When the conversion
menu has been activated (happens automatically when PM is
started for the first time) you may elect to create EMPTY data
files to EVALUATE the new version.
My reasoning is this: if you've used the program long enough
to accumulate sufficient data to warrant transferring, you
"SHOULD BE REGISTERED".
1.F.f IMPORTANT: (CONFIG.SYS FILE)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Examine the main (root) directory of the drive that is used to
start your computer (usually C: drive). Most computers have a
file there named "CONFIG.SYS". This file is used by the
computer during the start sequence to activate or set certain
features in your computer. For additional information, I
suggest you consult your DOS manual.
PAGE 10
1.F.f IMPORTANT: (CONFIG.SYS FILE) - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Portfolio Manager requires that the CONFIG.SYS file is present
AND that it contains, as a minimum, the following statements:
FILES = 40 (or more !!)
BUFFERS = 20 (or more !!)
Without these lines you'll get a FILE ERROR when you run the
program. It may, of course, have other commands in addition
to the above.
If you already HAVE a CONFIG.SYS file, but it does not have the
above lines or the assigned values are too small, you may use
ANY text editor to add the required lines or change the existing
values. The required lines may be located anywhere in the file
but are generally placed at the end of the file.
NOTE: BE SURE YOU ARE USING THE TEXT (ASCII) MODE OF YOUR WORD
PROCESSOR TO CHANGE OR ADD THE LINES TO YOUR CONFIG.SYS FILE.
If you do NOT HAVE a CONFIG.SYS file you'll need to create
one. You may use your text editor to create the file and
enter the two lines above OR, if you prefer, you may use the
following commands at the DOS prompt:
1 - C:\ <enter> (to get to C: root directory)
2 - COPY CON:CONFIG.SYS <enter> (create the file)
3 - FILES = 40 <enter> (enter the data)
4 - BUFFERS = 20 <enter> (enter the data)
5 - ^Z (Ctrl + Z) <enter> (close file and write to disk)
(hold down Ctrl key and press Z)
NOTE: IF YOU CHANGE YOUR CONFIG.SYS FILE YOU MUST RE-START YOUR
COMPUTER TO ACTIVATE THE CHANGES. The changes you made
will NOT take effect until the computer is restarted.
1.F.g IN CASE OF TROUBLE:
~~~~~~~~~~~~~~~~~~~~~~~~~~
If the installation procedure is interrupted, you may restart
it, however, the following may occur depending on when and
where the procedure was interrupted. If some files were
extracted from one or more of the compressed files before the
interruption, you'll see the following question for EVERY file
that has already been extracted:
xxxxxxxx.xxx Overwrite [Y/N] (where xxxxxxxx.xxx is name
of the existing file.)
Enter an "N" (no quotes) to the question each time it appears.
You may abort the install with a ^C (Ctrl + C) if desired.
If you feel uncomfortable with the above, I suggest you erase
ALL the files in the directory where you attempted to install
PM and then restart PM-INSTL.
PAGE 11
1.G S T A R T I N G P O R T F O L I O M A N A G E R:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
╔════════ STARTING PORTFOLIO MANAGER ════════╗
║ ║
║ TO START PORTFOLIO MANAGER, ENTER THE ║
║ COMMAND "PM" (no quotes) AT DOS PROMPT ║
║ ║
╚════════════════════════════════════════════╝
When the installation process has been completed, the active
directory will be the directory to which you installed
Portfolio Manager.
NOTE: You MUST make the drive and sub-directory containing
Portfolio Manager the active drive and directory BEFORE
entering the command "PM". If this is not the case change to
the appropriate drive/directory. (See 1.E)
To start the program enter the command:
"PM" (no quotes) at the DOS prompt.
ex. C:\PM>PM (assumes you installed PM on C: drive in a
directory named PM)
1.G.a THE FIRST TIME YOU USE IT
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The first time the program is started a CONFIGURATION UTILITY
should be automatically activated. It will allow you to
select your preference on certain items that will customize
Portfolio Manager for your personal use. The configuration
utility should be activated EVEN if you are upgrading from an
earlier version as there are many new features that should be
initialized.
If you start PM for the first time (as a new user OR upgrading
from an earlier version), and you see an introduction screen
with the following:
CREATE BACK-UP OF DATA RECORDS Yes No
You should respond with a "Y" or press ENTER and the MAIN MENU
will appear. Next select "MISC" from the Main Menu then OPTION
9 (Configure...) from the MISC menu.
This will activate the Configuration menu. Once in the
Configuration menu, select Option # 2 (color selection) and
select the option appropriate to your monitor (color, black &
white, or monochrome). The use of option # 2 will reset
certain screen features for the current version.
PAGE 12
1.H GETTING STARTED WITH YOUR RECORDS (NEW USERS ONLY)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The most difficult part, in my opinion, of starting ANY new
software package is bringing it up to date with YOUR data.
It may help you determine the best way to enter your data if I
explain how data is handled in the files and at the end of
each year when the "Clear files for a new year" option is used.
As you enter data during the course of the year, it is stored
in the appropriate data file (See 3.E <glossary>). At the end
of each year (when "Clear file for new year" is selected from
the MISC menu) the following happens:
1 - All sales records are deleted.
2 - All income is transferred to a past income file and the
current income records are cleared.
3 - All broker records are totaled and the net balance is
entered as the "beginning balance" for each account for
the new year. The broker files are then cleared.
The income from past years will be retained in the past income
file and provide more accurate information for ROI computation
and yield but are NOT REQUIRED FOR ANYTHING ELSE.
As you may have gathered from the above, Portfolio Manager
does not normally maintain history files except for income.
Even the income history file is used ONLY to compute ROI and
yields. Considering the above, there isn't much benefit to
trying to enter ALL your past transactions.
Before you start, I strongly recommend you review the sections
on entering data especially parts 2.3 (purchase), 2.5 (income),
2.6 (broker), and 2.7 (sales). I suggest you pay particular
attention to constant value entries such as CD's, savings, etc.
in section 2.3.A.
Below are three different ways to start your data into the
program. I suggest using # 2 below.
1.H.a 1 - QUICK START OF YOUR DATA:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
As a very minimum, you may enter the total shares (including
re-invested shares) currently held for each investment you own
using the purchase option. Use the income option to post the
total income received for each of those investments. If the
income for a security was reinvested, you should still include
the dollar amount in the total income entered. As you enter
income you'll be asked if you want to re-invest the income.
Answer NO while you're starting your data with this method.
Enter all sales using the sales option.
If you enter your data as suggested above, the ROI and yield
will be inaccurate. A total or partial sale of the investment
will not separate your long/short term gains/loss. The income
reports will not reflect your correct past income figures.
PAGE 13
1.H.b 2 - STARTING YOUR DATA RECORDS: (suggested method)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To enter YOUR data, I suggest you do the following:
1 - Select "Broker" from main menu. Make an entry for each of
your accounts to reflects the balance on the FIRST of the
CURRENT (this) year.
2 - Select "Purchase" from MAIN MENU and then "Enter a new
investment", opt 1, from the submenu. Enter the total
number of shares of EACH security currently owned on the
FIRST day of the CURRENT year. Use a weighted average for
the cost and the original purchase date for the record.
3 - While still in "Purchase..." menu, use "Add shares...",
Opt #2, to reflect any shares that were added THIS year
through an additional purchase and NOT reinvested from
dividends.
ie. Do NOT enter shares acquired during the current year
due to the re-investment of dividends or capital gains
at this time - they will be entered in the next step.
4 - Select "Income" from main menu. Enter ALL income received
during the CURRENT year including dividends that were
reinvested. The reinvested shares will be automatically
posted to your total holdings IF they were reinvested.
NOTE - Do NOT enter income, etc. for any prior years in the
current year as it will distort the accuracy of the
associated reports.
5 - Select "Sales" from main menu. Enter EACH sale for the
CURRENT year.
NOTE - For steps 3,4,& 5, debit or credit broker account as
appropriate.
1.H.c 3 - AMBITIOUS START OF THE DATA ENTRY:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The entry methods suggested above will ONLY effect the accuracy
of the analytical and evaluation data. This data (ROI, yield,
etc.) is NOT part of the permanent records. It is computed
each time a report is requested.
If you're ambitious, you may consider entering all transactions
from past years. If you choose to do this, consider the
following.
PAGE 14
1.H.c AMBITIOUS START DATA ENTRY: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you choose to enter data into past years, you should keep
in mind that ALL entries for the year in question MUST be
completed BEFORE proceeding to a subsequent year. This means
that ALL the securities with transactions during the year in
question MUST be entered before proceeding. When ALL entries
for the year have been completed, use the procedure "Clear
files for a new year", (MISC menu, option 6) to update the
various records. Next start the procedure for the next year
and continue this way until you've completed each year up to
the current one.
- in other words, if you're posting data for 1989, complete
ALL entries needed for 1989 before entering data for 1990 etc.
then use "Clear files for new year" before beginning 1990.
EXAMPLE OF EACH START METHOD DISCUSSED ABOVE:
The investment:
You bought 1000 shares of XYZ fund 5 years ago (1/1/88) at
$10/sh with income paid and re-invested quarterly. It is now
7/15/93 and you've received two quarterly $250 re-invested
dividends thus far this year. You own 1600 shares on this
date (7/15/93). I assumed a 10% yield and didn't calculate
exact yields and share numbers for the example.
1 - QUICK START YOUR DATA:
With PURCHASE option #1, enter 1600 shares of XYZ @ $10 (avg
cost) with a purchase date of 1/1/88. Next use INCOME to
enter $500 in dividends received YTD but do NOT enter as re-
invested. Your next quarterly dividend will be entered thru
INCOME and re-invested as normal.
2 - STARTING YOUR DATA RECORDS: (suggested method)
With PURCHASE option #1, enter 1550 shares of XYZ @ $10 (avg
cost) with a purchase date of 1/1/88. Next use INCOME to
enter the $250, 1st qtr dividend and show it as re-invested
(25 shrs). Use INCOME to repeat for the 2nd qtr div. You now
have the 1600 shrs and your yield is accurate for the current
year (ROI will not be accurate).
3 - AMBITIOUS START DATA ENTRY:
With PURCHASE option #1, enter 1000 shares of XYZ @ $10
purchased on 1/1/88. Use INCOME to enter each $250 quarterly
dividend for 1988 and show it as re-invested (25 shrs ea
time). When you've entered all of 1988, generate any desired
reports and then use the "Clear files for new year" option in
the MISC menu BEFORE entering any data for 1989. Repeat the
income posting for each year until current.
SPECIAL NOTE: As part of the "Clear files for a new year"
option, REGISTERED users will be asked if they want to
preserve the current years data in recallable history
files. See Ch 2, sect 2.8.E and Ch 2, sect 2.8.F.
PAGE 15
HINT: If you expect to make MANY entries for a year other
than the current year, such as when loading your initial
data into the data files, you may consider changing the
computer's active year to avoid the confirmation process
in PM for every entry you make. Proceed as follows for
each year you plan to enter.
1) Exit PM
2) At the DOS prompt enter a date in the desired year in the
format mm-dd-yy ie. C:\>date 01-01-88
3) Restart PM
4) You must change the program's reference year with the "Clear
for a new year" routine OR the configuration routine (select
Configure from the MISC menu, change something and then
exit back to the MISC menu).
NOTE: DO NOT FORGET TO RESET THE COMPUTER'S YEAR TO THE
CALENDAR YEAR WHEN YOU'RE FINISHED.
NOTES TO GETTING STARTED:
1 - If you're a registered user and you elect to post records
for prior years, you may preserve the data as part of the
"Clear for New Year" procedure. This will allow you to
recover past year data if needed. You will be asked if
you want to use this feature when you select "Clear...".
2 - Yields will be inaccurate if income is posted in a lump
sum. ie. If a $10.00 stock pays .25 per qtr and is posted
as a $1.00 entry for the year, it will show as a 40% yield
(4 x $1) because the program expects four payments per yr.
****** W A R N I N G ******
Portfolio Manager does NOT separate data by the year for
reports, analytical data, etc. Because of this you should NOT
enter data (primarily income and sales data) for different
years until you have generated ALL the reports for that year
AND run the "Clear for a new year" routine in the MISC menu.
In other words: If you want to enter all your data for 1992
do NOT enter 1993 data UNTIL you have generated the desired
reports for 1992 AND then ran the "Clear files for New Year"
option. The above discussion doesn't apply to purchases.
Purchases may be entered any time.
SPECIAL NOTE: As part of the "Clear files for a new year"
option, REGISTERED users will be asked if they want to
preserve the current years data in recallable history
files. See Ch 2, sect 2.8.E and Ch 2, sect 2.8.F.
PAGE 16
1.I CREATING AND USING SAMPLE DATA
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you would like to experiment with entries prior to entering
YOUR data, do the following:
1. Start the program (enter PM at DOS prompt)
2. Configure the program (automatic first time the program
is started otherwise select MISC opt # 9)
3. When you exit Config, the program will restart with the
new settings. The opening screen asks you to "Make
backup...". Answer (Y)es !!
4. Enter your practice data (or real data if you like).
5. On subsequent starts, do NOT answer (Y)es to backup
question on the opening screen UNTIL you have decided
to KEEP the entered data.
6. When you want to remove all the practice data, select
option # 9 from the MISC menu (Configure...) and then
option "F" from the submenu (Clear all data files).
This action will reset the files to the way they were on
the distribution disk (ie. you'll have to re-enter your
name, your account names, etc.). You will then be ready
to enter YOUR real data.
1.J H E L P S C R E E N S
~~~~~~~~~~~~~~~~~~~~~~~
The help program was designed to be activated AFTER you've
selected a desired feature from the menu. After you've
activated the selected feature, use the F1 key for help.
You'll be given suggestions and hints on how to use the
selected function.
There are several features which may not be intuitive or are
used so seldom (EOY posting, Mergers, etc.) that additional
help would be advisable. For these topics I've placed a
reminder on the screen to "see F1 (Help) before using". If you
prefer that the reminder windows do NOT appear on the screen,
there is an option in the configuration menu (option E) to
block most of them from appearing. The help will still be
available by using the F1 key.
You may select "Topics" from any help screen by using your
mouse or by entering "T" on the keyboard. This will activate
the HELP MENU with a list of topics that have help available.
Use arrow keys OR point and click with a mouse to select the
desired topic, then press enter.
PAGE 17
1.J H E L P S C R E E N S - (continued)
If you have a mouse, you may move or re-size the help window.
Point to the lower right corner and hold down the left mouse
button. Drag the window to the size you desire. To move the
window, place the mouse on the top of the window, hold the
left mouse button down and drag the window to the desired
location. If you click the mouse on the top right corner, the
window will expand to the full screen size. The next time you
access help, it will appear in the size and location where you
placed it the last time you exited help.
Help may be exited with the escape (ESC) key or point your
mouse to the top left corner. You'll be returned to what you
were doing when you activated help.
Most help "topics" apply to their corresponding listing in the
program menus. Several subjects are used in many functions
but are NOT called by the F1 key. (ie. numeric input, yes/no
response, etc.). I suggest you review them once or twice with
the "Topics menu" to become familiar with their use.
In some features the F1 key will activate the "TOPICS" menu
automatically. This will occur on subjects that I felt were
self explanatory and, honestly, I couldn't think of anything
more to say about the current subject.
PAGE 18
C H A P T E R 2
~~~~~~~~~~~~~~~~~
U S I N G T H E P R O G R A M
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2.0 G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The following subjects cover program features and functions
that are not specific to any individual routine within the
program.
2.0.A THE MAIN MENU:
~~~~~~~~~~~~~~~~~~~~~
The Main Menu items should be self descriptive of their
function. Select your choice by moving the bar to your option
with the arrow keys OR enter the first letter of your choice.
You may use your mouse to point & click on your choice.
The bar will move across the top row of the screen and a
summary of the available options for that selection will be
shown on row 2 of the screen. When you've entered a choice, a
window will appear with the available options in the selected
function.
Feel free to examine the options as they ALL allow you to EXIT
(return to main menu) without changing the data.
2.0.B THE SUB-MENUS:
~~~~~~~~~~~~~~~~~~~~~
SUB-MENU options, like the main menu options, should be self
descriptive. As you move thru the options a brief description
of the feature will appear on line 23 of the screen.
All the options have a provision to exit without affecting
the data files. In most options, when the program pauses for
input from users, a CONTEXT SENSITIVE HELP SCREEN is available
by pressing the "F1" key which expands on the information
requested at that point.
AFTER you select the desired option, the F1 key will activate
help with information on the selected option.
The "ESC" key is available to exit (cancel) ANY routine WITH-
OUT a change to data."
PAGE 19
2.0.C SELECTING ACCOUNTS:
~~~~~~~~~~~~~~~~~~~~~~~~~~
Many functions allow you to specify a specific account for
the current function. This is especially true in the report
options where you are always asked to specify the desired
account (or all accounts).
If the selected routine allows the selection of a specific
account, a pop-up menu will appear on the screen listing the
available accounts. These are, of course, the accounts you
created when you configured the program.
To select a specific account, move the bar to the desired
account using the arrow keys or the PgUp/PgDn key and then
press enter. You may also point and click with a mouse or
enter the number of the desired account.
Each pop-up menu will also allow you the option to chose all
the accounts or return to the calling menu. You may exit the
menu using the escape (ESC) key.
2.0.D CREATING HOLD (.HLD) FILES:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Files ending with the extension ".HLD" are data backup files
created by the program when requested by you. These ".HLD"
files will be in the same directory where you've installed PM.
ex. PMPURCH.HLD is the backup file for PMPURCH.DBF
There are 3 ways to create these ".HLD" files. All three
methods will create the same files in the same way and put
them in the same place.
1. Respond "Y" to the backup question on the opening screen.
2. Use the F3 key while working within the program.
3. Select option 5 in the EXIT menu.
Any of the above will create six data files with an extension
of ".HLD" in the same directory from which you're running PM.
NOTE: Five of these files are the data files and the sixth
is the file containing the user assigned variables.
Every time you start the program or a program re-start is
called by a function, you will be asked if you want to create
the ".HLD" files. Usually answer "Y" (or press return ) unless
you have a specific reason to not create the files.
SUGGESTION: If you have reason to think there may be a
problem with the data, do NOT respond Y(es) to
the "backup" question as you may be overwriting
the valid data in the ".HLD" files with the bad
data from the active files.
PAGE 20
2.0.D CREATING HOLD (.HLD) FILES: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From within the program, you may use the F3 key any time a
main or sub-menu is active on the screen. The F3 key is
blocked from use when data files are in use. The program will
inform you if it can't create backups when requested.
You may find this feature useful if you're uncertain on the
effect of a specific entry.
For instance:
I sometimes experiment with the sale of different combinations
of securities to see the effect they will have on taxes, etc.
Before starting to "fool" around, I make a current ".HLD" file
with the F3 key then when I'm finished I use the recovery option
to replace the altered data with the accurate (current) data.
The exit menu has an option to create backup files (option #5).
This function is identical to the other methods of ".HLD" file
creation.
Regardless of how you request the backup files, a backup of
all your data up to that point will be created in the same
directory as PM. The backup files will have the same file-
name as the corresponding ".DBF" file but will have a ".HLD"
extension instead of ".DBF". (ie. PMPURCH.HLD)
Now, if there's a power failure, or the program fails, you
will ONLY loose data that has been entered since last time you
created the ".HLD" files.
NOTE: You should answer "N" to the "backup" question if you
suspect the current data may be corrupt and you want to
examine the data to see if the problem can be found and
resolved.
NOTE: I'm a firm believer in backups. I've lost data in the
past. I've tried to make it as easy as possible for
you to keep a backup current. The ".HLD" files will
help if there is a data problem. They will NOT help if
there is a mechanical problem with your hard disk.
NOTE I make it a personal practice to create ".HLD" files
from the EXIT menu (opt # 5) when I have completed a
session IF (and only if) I feel comfortable with the
data I just entered.
DO NOT NEGLECT MAKING REGULAR BACKUPS TO ANOTHER (FLOPPY) DISK
FOR ADDED PROTECTION.
To create a backup to another disk drive use MISC option # 4.
PAGE 21
2.0.E ENTERING DATES:
~~~~~~~~~~~~~~~~~~~~~~
If a date is requested by the program, you may use the return
key to accept the current date. In most places where a date
is requested, the current date will be shown as the default.
ie. Enter date (ret = 07/15/93) ________
To enter a different date, it's NOT necessary to type the year
IF you want to accept the active record year.
ie. for 07/15/93, enter 07 15 then press return. The year
will default to 93 (assuming the record year is 93).
In some date requests, the program expects you to enter the
CURRENT record year. If you enter a different year, a window
will appear and ask you to confirm the entry. You may confirm
your entry or have the opportunity to re-enter the date.
This feature applies to all the data that you would expect to
apply to the active year such as income, and sales. You may,
of course, enter a different year but expect to be challenged.
NOTE: PM maintains a reference year in the PMMEMORY.MEM file.
This allows you to post entries in January of a subsequent
year without being challenged if the correct year was
entered. The internal reference year is reset to the
calendar (computer) year when you run the "Clear files
for a New Year" option in the MISC menu.
2.0.F EDITING ENTERED DATA
~~~~~~~~~~~~~~~~~~~~~~~~~~~
At the end of every data input module you'll be asked to
verify and accept the data just entered.
If you made a mistake in responding to the requests for
information you should respond "NO" to the "ENTRIES OK"
question. You'll be asked if you want to edit the entry.
A "NO" response to the "edit" question will exit the routine
without making ANY changes to the records.
To make a simple change of one or more items use the arrow
keys to move the cursor to the desired item then press enter.
After you've made the change, press enter and you will be
asked again if you want to approve the entry.
The cycle will repeat until you accept the entry OR you exit
by pressing ESC or responding "NO" to the edit entry option.
HINT: Often it is easier to use the ESC key to cancel an
entry and then re-enter the entry from the beginning.
PAGE 22
2.0.G ENTERING NUMERIC DATA
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Numeric input is straight forward, however, there are several
things you may want to consider.
Some numeric requests will NOT accept a zero (0) as the input.
This would apply to a field where a zero (0) would produce a
meaningless record.
ie. amount of dividend you just received.
If you are a "REGISTERED" user, you may use the calculator (F2)
to compute the numeric input. The calculator results will be
transferred to the requested input field when you exit the
calculator. You will still have an opportunity to accept or
change the results.
2.0.H SECURITY SELECTION:
~~~~~~~~~~~~~~~~~~~~~~~~~~
Whenever the selection of an individual security is required
such as in the posting of income, a pop-up menu will appear
with a pick list of all the securities.
The securities shown in the pop-up menu may be selected by
moving the bar with the arrow keys or by point and click with
a mouse. You may also use PgUp, PgDn, Home, or End to locate
the security.
You may jump to a security by entering the first letter of the
name. The bar will jump to the first security that starts
with the letter you just entered.
To exit the security selection menu WITHOUT choosing a security,
press the ESC key.
2.0.I TRANSACTION REMARKS:
~~~~~~~~~~~~~~~~~~~~~~~~~~~
Many of the transactions allow for the entry of a remark.
If you respond "Y" (Yes) or click the mouse on Yes, you'll
activate a window for you to enter the remark.
Enter any appropriate remark. All remarks will be displayed
at the end of the appropriate report. In some cases the same
remark may appear in several reports.
When you request a report, you'll be asked if you want to
include your remarks with the selected report.
PAGE 23
2.0.J BROKER ACCOUNT DURING DATA ENTRY:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Almost every transaction that involves money asks if you want
to debit or credit the broker account.
If you respond "Y" (Yes) or click the mouse on Yes, you'll
be asked how much, where appropriate, and the amount you enter
will be posted to the broker records.
The amount will default to the amount of the transaction and
the program will not let you enter an amount that exceeds the
amount of the transaction.
Of course, you may debit or credit the broker account directly
with the broker function (see Chapter 2, section 2.6.A & B)
SUGGESTION: I recommend you use the broker account for every
monetary transaction to provide a paper trail for
your funds.
Why ??? While the income report will show that
you received the income, the broker report will
show where it went (and it does seem to go !!!!)
Example: You receive a dividend check from a stock. Enter
it with the INCOME option and credit the broker
account when asked. Next use the BROKER option
and debit the broker account for the same amount
(with a remark ????).
PAGE 24
2.1 E X I T M E N U
~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The exit menu contains features I felt were not miscellaneous
functions and hence were not put in the MISC menu, but they
also did not fit into other categories so here they are - in
the exit menu.
2.1.A TERMINATE THE PROGRAM: (EXIT option # 1)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This is, as the name implies, the point where a NORMAL program
termination is executed.
****** W A R N I N G ******
DO NOT TERMINATE THE PROGRAM BY RE-BOOTING THE COMPUTER OR
TURNING OFF THE POWER SWITCH. IF YOU TERMINATED THIS WAY, SEE
BELOW FOR MORE INFORMATION ON REMOVING FOXPRO(tm) WORK FILES.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
When you complete your session with PM, you MUST exit the
program via the "EXIT" option from the Main Menu and "TERMINATE
PROGRAM" option from the EXIT Menu.
There are two reasons:
1) During a normal program exit, PM will update your data
files and any memory variables that were changed. If you
terminate the program by turning the power off OR re-
booting the computer, the regular data files will NOT be
updated and closed properly. This COULD result in a loss
of data. While the program is running, PM creates
temporary work files. These files ALWAYS have a filename
starting with "TEMP" (no quotes) as the first four letters.
These files will be erased during a normal shutdown.
ex. TEMPDNUM.DBF
I created PM by using the programing commands provided with
the Foxpro(tm) data base package. When you start Portfolio
Manager with the PM command, you are actually starting the
Foxpro(tm) runtime engine which in turn calls the main program.
2) When Foxpro(tm) starts it creates it's own work files
on your hard disk. These files are named by Foxpro with
random letters and numbers. They can be any combination
but the work file name will NOT have an extension. For
instance you may see a file in your PM directory like;
AADXRETG. or E4VF5TTE. etc.
The key to identify these files is there is NO extension
(ie. the 3 letters following the period in a file name.)
If you exit PM by re-booting or just turning off your
computer while PM is still running, you WILL leave these
Foxpro work files on your disk. They can be from 0K to
over 400K in size.
PAGE 25
2.1.A TERMINATE THE PROGRAM: - (continue)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
When you exit PM with the EXIT option # 1, these Foxpro
work files are removed from your directory.
NOTE: If you find the Foxpro(tm) work files in your PM
directory when PM is NOT active, you should erase them
with the DOS ERASE command. You can ALWAYS recognize
them by the lack of an extension in the filename (they
are the ONLY files in the PM directory without an
extension). They will NOT be erased by the program the
next time you use PM even if you exit normally.
NOTE: Any time the program has an abnormal shut-down, the
next re-start will activate a special screen suggesting
the file testing functions be run. I recommend you run
the tests as suggested.
NOTE: If the program is terminated because of a program error
(bug), the Foxpro(tm) work files WILL be cleared and
the data files closed. The files starting with "TEMP"
created by PM will remain on the disk but will be
erased the next time you exit the program normally.
2.1.B REVIEW INVESTMENT STATISTICS: (EXIT option # 2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The statistic review will display an overview of the entire
portfolio. It has no setup options, but is intended to
present the major numbers in a quick summary format.
It was not designed to be printed. It's only there to massage
your ego by showing the tremendous gains you've received from
your judicious selection of investments and excellent timing
in the sale of securities while earning maximum income in the
interim. (now there's a sentence)
2.1.C FOR TECHNICAL ASSISTANCE: (EXIT option # 3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you've encountered a problem with the program or need
technical assistance please contact:
Steve Hane
Shane Software Int'l
107 17th Court
Sequim, WA 98382
Technical Support line (206) 681-2402
Technical assistance is NOT restricted just to registered
users. I feel that if there is a problem, I want to know
about it and make every effort to correct it whether it's a
programing bug or confusion over how to do something. If I
feel you're asking questions that should only be answered for
a registered user, I'll say so.
PAGE 26
2.1.C FOR TECHNICAL ASSISTANCE: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
As of the preparation of this manual, Shane Software is not
large enough to support a full time office. If you attempt to
contact me by phone and don't get an answer, PLEASE try again.
I will accept calls at any REASONABLE hour (9am to 9pm Pacific
time) seven days a week. Generally early evening is best.
Perhaps, by the time you read this, (and with your support),
I'll have full time coverage.
NOTE: Please see Chapter 3, section 3.D (In case of trouble)
for additional information in resolving problems.
If, during the execution of the program, a technical problem
(bug) is encountered an error screen will be activated with
the following message:
The file,"xxxxxxxx.ERR", was created containing the
information I NEED to trace the problem. Please send
me a copy of the error file. I need the ACTUAL file,
NOT a copy of this notice with the file name. You may
send the file(s) on disk or as a printout(s). Without
the actual error file, I can ONLY make an educated guess
NOTE: xxxxxxxx.ERR is a randomly assigned filename for
the error file
This error file will be written to the same directory in which
PM is located. Please do NOT send me a copy of the screen or
just the name of the error file (xxxxxxxx.ERR) as it has NO
value to me in resolving the problem. It is the actual file
that is created that has the information that I will need to
attempt to trace the problem.
If you re-tried the SAME routine several times and the same
error re-occurred, a new error file will be created each time
the error occurs. Each of these error files will have a
DIFFERENT name but will contain the SAME information.
If this is the case, you need only send the file with the
latest time and date stamp. If you're uncertain, by all means,
send all the error files. It doesn't matter whether you send
the error file(s) on a disk or as a print out. Do whichever
is easiest for you.
NOTE: To send all the error files on a disk enter the following
command from the DOS prompt in the PM directory:
ex. C:\PM>COPY *.ERR A:
Thank you for your patience !!!!!! (sch)
PAGE 27
2.1.D CANCEL ENTRIES THIS SESSION: (EXIT option # 4)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you feel that you need to cancel ALL the entries you've
made this session use option 4 in the EXIT menu.
This is the OOP's, I goofed, option.
Actual use of the option is straight forward. If you feel
confident in your ".HLD" files, just respond "Y" (yes) to the
continue question that appears when the option is selected.
The primary use for the feature is to remove entries posted to
the records incorrectly or in the wrong place. Using this
routine is easier and safer in many cases than trying to edit
the entries.
Example - you enter a re-invested dividend and then realize
you posted it to the wrong fund. You could delete
the entry from the income records (income posted)
and the purchase records (additional shares) - OR -
you could cancel entries completely by recovering
the ".HLD" files.
Before using, consider the following:
The ".HLD" files are created in one of 3 ways.
1. Responding "Y" to the backup question on the opening screen
2. When you use the F3 key during a session
3. Selecting option 5 in the EXIT menu.
Any of the above will create six data files with an extension
of ".HLD" in the same directory from which you're running PM.
See Chapter 2, section 2.0.D (creating HLD files) for additional
information on HLD files.
CAUTION:
The cancel option works by restoring data from the files with
the ".HLD" extension. The restored data will be from the LAST
time you created the ".HLD" files regardless of which method
was used to create them. If you haven't saved the data with
one of the above recently, the recovered data will be from the
last time you DID create the ".HLD" files. Please consider
the timeliness of your ".HLD" files if you decide to cancel
the current entries with the selection of this option.
CAUTION:
If you backed your data during the program start and then
discovered the data is corrupt, the ".HLD" files will contain
the same problem.
NOTE: This function is identical to MISC option 7, sub-option 1
(backup recovery). See Chapter 2, section 2.8.G.a.
PAGE 28
2.1.E CREATE "HLD" FILES AS DURING PM START: (EXIT option # 5)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Option 5 in the EXIT menu is one of the three ways to create
".HLD" files in the same directory where PM has been installed.
Before using this option, be sure the data you've entered is
valid and as you want it to be.
See Ch 2, section 2.0.D (creating HLD files) for additional
information on ".HLD" files.
2.1.F INFO ON PROGRAM REGISTRATION: (EXIT option # 6)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
REGISTRATION - MY PERSONAL FAVORITE
If you select option 6 in the EXIT menu, you'll be presented
with the help screen informing you how and where to register
the program. It will also tell you what to expect in return
for your registration fee.
The registration fee for a single copy of Portfolio Manager is
$49.00. (s&h - U.S.A. n/c, $3.00 Canada, $5.00 other).
Payment of the registration fee entitles you to the following:
1) A disk with all the updates since release
2) Notification of future releases of Portfolio Manager
3) Unlimited technical support via E-mail, phone or US mail
4) A module to save and retrieve data from past years
5) Bonus programs as shown below:
A) CALCULATOR - results may be transferred to the program if
numeric input was requested when the F2 key was activated
B) CALENDAR - check dates forward or backward
C) FINANCIAL CALCULATIONS - 14 ways to evaluate an investment
D) LOAN COMPUTATIONS - seven ways to evaluate a loan
7) An upgrade utility, if needed, to preserve your data from
prior versions
8) My thanks & gratitude (now there is a real incentive !!!)
PLEASE use the registration form included at the end of this
manual OR the form in the file PM-INVOI included with the PM
package. The form may be printed using the program PM-PRINT.COM
or with the command COPY PM-INVOI PRN at the DOS prompt.
To order, you may use your credit card and our TOLL FREE NUMBER
Orders (only) line 800-742-6303 (1-800 SHANE 03)
Additional info on registration is available in Ch 1, Sect D.
PAGE 29
2.1.G MULTIPLE PORTFOLIO MANAGER: (EXIT option # 7)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Portfolio Manager has the ability to manage an unlimited
number of investment portfolios for those having the need
(brokers, advisors, counselors, etc.). This module sold
separately and is available to REGISTERED USERS ONLY for an
additional $50.00. This module is NOT required for the normal
use of the program by individuals. It may be a useful feature
for those who maintain portfolios for others.
If you've purchased the MPM module, option 7 will activate
the program. If you select option 7 and you don't have the
MPM module, you will be given additional info on its purpose
and use.
PAGE 30
2.2 R E P O R T M E N U
~~~~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You have the option to print, screen, or send the report to a
disk file for later printing.
The reports may displayed in an expanded or compressed format
(see below).
The configuration menu (MISC opt #9) has an option to suppress
reports that will have NO entries to display. This feature
was included to preclude the printing of pages with only a
report title and no information. ie. You haven't sold any
stock in the current year; the sold report would NOT be
printed (or screened) if this feature had been selected.
SPECIAL NOTE ON NUMERIC DISPLAYS:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If a line contains one or more asterisk (*) it means the
computed data is unrealistic OR too large for the allotted
space in the report. To create reports, the size (number of
digits) of numerical output must be preset while programing.
If the output exceeds the allotted spaces the digits are shown
as asterisks.
ie. an ROI of 1000.00% will be shown in the report as ***.**%.
Maybe you did receive a 1000% ROI (good for you) but I had to
format the output to 3 digits.
REMARKS:
~~~~~~~
Most reports allow the inclusion of remarks you may have
entered as you made the original entry for the transaction.
In some cases, the same remarks will appear in different
reports. For example the "Value" report will show the same
remarks as the "Purchase" report. Some remarks from the
income report will appear in the "Purchase" report if they
were attached to a re-invested dividend.
ACCOUNT SELECTION:
~~~~~~~~~~~~~~~~~~
You may designate a specific account for the report or select
all the accounts. Where applicable, the reports will display
the data separated by the accounts you established during
configuration (if any). You may elect to show one or all
accounts in the report. See chapter 2 section 0.C (account
selection)
To select a specific account, move the bar to the desired
account and press enter. You may point and click with a mouse
or enter the number of the desired account.
PAGE 31
REPORT FORMATS:
~~~~~~~~~~~~~~~
There are two ways to prepare the contents of a report. For
example, you buy 100 shares of a stock (XYZ corp) and then buy
10 additional shares each month for a year.
1. COMPRESSED: ALL transactions in ONE line for each
security. This report format shows multiple transactions
for an investment in a SINGLE line for the selected report
subject. In most reports, the date shown will be the date
of the last transaction.
ie. In this example, the report will show all 13 entries
for XYZ corp in a single line with 220 shrs, an average
price, and the date of the last transaction.
2. EXPANDED: New line for EACH transaction for a security.
This report format will show every transaction for the
selected report subject.
ie. In the example, the report will show 13 separate lines,
one for each transaction.
NOTE: The expanded report can be quite long if you own a
large portfolio or have held and re-invested funds for
a long time. To examine an expanded report of a
selected individual security use Option 6 of the Misc
report options.
REPORT - DISPLAY OPTIONS:
~~~~~~~~~~~~~~~~~~~~~~~~~
SCREEN:
The report will pause each time the screen is filled. You may
press "ESC" anytime to exit the report prematurely.
The report date and heading are not shown on a report to the
screen as they are in a report to the printer or disk file.
PRINTER:
The program will verify that the printer is on. If it detects
a problem, it will ask you to check if the printer is on line.
Start the paper with the top of the paper aligned with the top
of the back plate. The program does NOT eject the first sheet
as a blank page.
If you elected to print an expanded report be aware that it
may require quite a bit of paper even you don't own many
securities. For example, if you owned a fund for 10 years and
reinvested monthly, the report for that one investment will
require 120 lines (over 2 pages with headings, etc).
PAGE 32
REPORT - DISPLAY OPTIONS: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~
DISK:
You may send the report to a disk file instead of the screen
or the printer.
By sending the report to a disk file, you may build your own
custom report grouping in a single file which you may screen
or print from DOS.
Enter a UNIQUE file name for the report unless you're building
a custom report. An extension of ".TXT" will be added to the
name automatically.
If the report name exists, you will be given three options;
1) Enter a new name
2) Add to file
3) Overwrite the existing report
To build a custom report, select the option to add to an
existing report (option 2). This will combine the previous
report data with the currently selected report option.
The report(s) you sent to a disk file may be screened or
printed at any time from the DOS prompt.
To PRINT: at the DOS prompt, enter the command:
COPY filename.TXT PRN:
To SCREEN:at the DOS prompt, enter the command:
COPY filename.TXT CON:
HINT: At the end of each year, I like to send all the reports
in a COMPRESSED format to the printer and ALSO send all
the reports in the EXPANDED format to a floppy disk to
keep for future reference if needed. I usually name
the disk file by the year. (ie. 1992)
NOTE: A report that has been saved to a disk file may be
printed using the MISC report menu option #7.
See 2.2.l.g (print rept from disk file) below.
REPORT PAGINATION:
~~~~~~~~~~~~~~~~~~
NOTE: If there appears to be a problem with report pagination,
try changing the printer configuration (MISC menu opt 9,
then config menu opt # 9) to indicate you're using a
laser printer even if you're not. It will cause the
page line count to be reduced.
2.2.A GENERATE REPORTS 2 - 9: (REPORT option # 1)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This feature was included to allow you to generate all the
primary reports with a single report preparation. As noted
above, if you select the expanded information, the report
could be quite lengthy. Be sure to have enough paper in the
printer if it is to be printed.
PAGE 33
2.2.B INVESTMENT PURCHASE RECORDS: (REPORT option # 2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The report will show the pertinent information for each
purchase. If you selected the compressed report, you'll see
each investment in a single line with the date shown as the
original purchase date even if there was a subsequent
acquisition of additional shares. As with all the reports,
you may limited the report to a selected account.
2.2.C CURRENT VALUE OF PORTFOLIO : (REPORT option # 3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The current value report will show the per share cost and the
per share value. It will also show the total cost and the
total value for the each security or record.
If you selected the compressed report, you'll see the cost and
value of each investment in a single line. The expanded will
show the cost and value of each acquisition for the same
security. As with all the reports, you may limited the report
to a selected account.
The values shown will be from the last time you used the
update function. (Chapter 2, section 2.4)
2.2.D DIVIDEND & INTEREST REPORTS: (REPORT option # 4)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The dividend report displays a date, the total income with a
breakdown of the capital gains and tax free income. It also
shows the estimated and year to date yields. If there were
any re-invested shares they are shown also.
If the compressed report is selected, the date will be the
date of the LAST entry and the dollar amounts will be the
total received to date in the current (active) year. Of
course the expanded report will show each income entry.
When you first purchased an investment, you were asked to
enter the number of income payments you expected annually.
This number is used to compute the estimated yields. If you
did not enter an accurate number the yields will, of course,
not be accurate. Another weakness in the estimated yields
occurs if you receive a disproportional payment.
NOTE: The estimated yield is computed by taking the average
of the income received YTD and multiplying it by the
number of times you indicated you expect to receive
income each year. You may change the number (times per
year) with the Edit option (Misc opt #1 (purchase
recd's)). All the yield figures are based on averages.
If the income is uneven, yields will be inaccurate.
PAGE 34
2.2.D DIVIDEND & INTEREST REPORTS: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
NOTE: All yield percentages are calculated as they are needed
and do NOT become part of the permanent records. They
are for analytical use only.
TIP: If you entered the wrong number when asked "Number of
income payments expected per year" during the initial
entry of the investment in the PURCHASE menu, you may
change it with the "EDIT" option in the "MISC" menu.
(See chapter 2, section 2.8.A (edit a file))
2.2.E REPORT ON SOLD INVESTMENTS: (REPORT option # 5)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
As with the other reports, you have the option to produce a
compressed or expanded report. The sales report does NOT give
you the option to select the account to be reported.
The sales report will separate short and long term capital
gains according to the capital gains period established during
configuration. IRA sales are reported separately from the
long and short term sales. If an IRA sale is a taxable event
you will still have the information available for reporting.
NOTE: Do not forget to change the "Capital Gain Period" if
congress changes it. It may be changed from within the
CONFIGURATION menu, option B.
TIP: I won't pretend to understand the tax laws regarding IRA
gains and losses, however, I strongly suspect you'll
need this information at some time in the future. I
suggest you keep the printed (or disk) sales report
(as it pertains to IRA's). Remember the program does NOT
preserve a sales history. When you run the "Clear for
new year" function WILL remove the sales data.
Example of a sales report:
Name: PUGET SOUND BANCORP Shares sold = 48.902 Account: JNT
Purchase date: 01/01/88 Date of sale: 06/22/92 Held 4.47 yrs
Cost: $544.86 ( $11.142) | Sell: $1,969.91 ( $40.283) | G/L: $1,425.05
Comm: $0.00 ( $0.000) | Comm: $0.00 ( $0.000) | Gain: 261.542%
Total: $544.86 ( $11.142) | Rec'd: $1,969.91 ( $40.283) | Gain/yr 58.423%
The report shows the purchase and sale information with the
per share amounts shown in parenthesis. The figures on the
right show the dollar gain/loss and as well as the total and
annual gain or loss as a percentage.
PAGE 35
2.2.E REPORT ON SOLD INVESTMENTS: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
At the end of the sales report you'll see a summary report
showing the total of the long term, short term, and IRA sales
for the year. If you choose the compressed report the
following note will be included in the report:
"The purchase DATE will NOT be accurate in a compressed
report if there were added or reinvested shares. The
original purchase date is shown. Avg/share and cost of
purchase are the AVERAGE cost of the investment."
2.2.F SUMMARY REPORT OF ACCOUNTS: (REPORT option # 6)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The summary report will show an overview of the selected
account (or all accounts). Of course, if you only have one
account established, this report is really an overview of the
entire portfolio. At the beginning of the report, a listing
of all the investments held in the selected account will be
displayed.
I find the report useful in analyzing how I'm doing in a
selected area as opposed to the overall portfolio. Of
particular interest to me is the growth of my IRA account.
All dollar amounts are totaled for the entire account.
If you have more than one account, and request that all the
accounts be displayed, at the end of the report, a summary
report of the entire portfolio will be displayed.
2.2.G 1099 VERIFY FORM (DIV/INTR): (REPORT option # 7)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This report was designed to be used at the end of the year
(in reality, early the following year) AFTER you have received
all your income for the proceeding year.
The report is printed in the form of a check list with a check
off place in the left column. I attempted to present the
numerical data in the manor "most" payers send their 1099's.
The report may be divided in up to four sections
1 - dividend income
2 - interest income
3 - IRA dividends
4 - IRA interest
The IRA income is presented for information only unless you
are using the IRA income as ordinary income. This is, of
course, between you and your accountant.
The gross payment amount should correspond to box 1a on the
government form 1099-DIV. Ordinary income should correspond
to box 1b, etc.
PAGE 36
2.2.G 1099 VERIFY FORM (DIV/INTR): - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Assuming you entered your income correctly, your 1099's may
still disagree with your records because of the way the payer
reports the income. This usually happens with capital gains
or tax free income.
If a 1099 does not agree with your records, you should change
your records to match the 1099 using EDIT (MISC opt #1). The
1099 is, after all, what the IRS is going to accept as the
correct numbers.
TIP: To change a record select the "DIVIDEND/INTEREST RECDS"
under the edit options, select the applicable security
and record, and make the appropriate change. See
chapter 2, section 2.8.A for more on editing.
I usually select the first record for the security (if
there's more than one) and make the numbers work even
though they will NOT agree with the actual payment I
received at the time.
If you forgot to post income during the year, you may do it
now using the normal income posting options.
NOTE: The ONLY way to ALTER the past entries is with EDIT.
2.2.H RETURN ON INVESTMENT (ROI): (REPORT option # 8)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The ROI is provided as an analytical tool. The information
displayed in the report is calculated each time you request
that report. It is NOT stored in the permanent records and
therefore, if the numbers are inaccurate, it will not affect
the permanent data.
The accuracy of the numbers depend on many factors, not the
least of which is the amount of effort expended in starting
your data into the program when you first began using it. If
you used the "QUICK" method of initial data entry, the ROI's
will be inaccurate because the past income data is inaccurate
or unavailable. (see below)
The ROI/yr is the ANNUALIZED percentage return for each year
held while the TOTAL ROI is the amount returned as a
percentage of the amount invested. Money market and cash
accounts are not shown because of the file structures.
The ROI is calculated by subtracting the cost of the direct
purchases (original + added shares - but NOT re-invested
shares) from the current value. Next, the total income since
the purchase date is added, and the result is then divided by
the time held.
PAGE 37
2.2.H RETURN ON INVESTMENT (ROI): - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Using the above method allows for inaccuracies under several
conditions. In all honesty, I haven't been able to devise a
way of obtaining a more accurate figure using the existing
file structures under ALL conditions.
For example, if you owned 1000 shares of XYZ @ $10.00/sh that
paid a 10% dividend in past years, your income would be
$1,000/yr. Over the past 3 years you've earned $3,000 or 30%
total ROI. Now, as you begin the 4th year, you sell 900 shares
at $10. When the ROI is computed it will show the show the
past $3,000 as earned by the remaining 100 shares ($1,000
value). As you can see, this gives a rather distorted ROI.
It gets even more complex if shares have been reinvested. A
ratio is set up in the year of the sale which should make the
ROI closer to accurate, however, in subsequent years, after
the sales records are cleared, a ratio can not be determined
from the available records.
NOTE: ROI/yr is an annualized number. If you purchase a stk
at $1000 and sell it 3 months later at $1100 you have
an ROI of 10%, but an annualized return (ROI/yr) of 40%
What all this means is, the ROI is accurate if you don't have
partial sales of securities that are paying dividends or interest.
The ROI calculations are a best guess effort on my part. They
are presented as advisory only and are NOT recorded in any of
data files. I think you'll find them accurate if you purchase
an investment, post the income, and update the value
periodically. Once you have partial sales, past re-invested
income or any other factors, the ROI will lose its accuracy.
NOTE: If any of you mathematicians can show me how to
calculate an accurate ROI with the available data, I
shall be happy to produce an update with the new
formulas. Just contact me for the specifics of the
available data.
2.2.I BROKER TRANSACTIONS REPORT: (REPORT option # 9)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The broker report, like the others, allows you to select a
single account or report on all transactions for the year.
Most of the time, when you debit or credit the broker account
directly or through one of the other functions, you will be
asked for the tax status of that transaction.
If you indicate a debit is tax deductible or a credit is tax
free income, it will be marked that way in the records. When
you call for a broker report the tax status of the entry is
shown in the report along with a total at the end of the report.
PAGE 38
2.2.J COMBINED INFORMATION REPORT: (REPORT option # A)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
General information:
The report format attempts to present as much data as possible
on a single screen to allow you evaluate the performance of an
investment.
The menu setup allows you to create virtually any combination
of securities you may wish to evaluate from a single security
to the entire portfolio.
Any single investment that has multiple transactions will use
AVERAGE numbers for this report.
Do to rounding and averaging some numbers may not be exact and
may even differ slightly from other reports reporting on the
same item. The numbers are for reference ONLY and are NOT
entered into the records. For exact numbers use the expanded
report of the desired type.
ie. For an accurate sales report, use the SALES report (opt # 5)
The numbers shown in parentheses are the per unit amount of
the current item. Again, these ARE averages if it's a
multiple entry invest.
Example of combined report:
===>>> FIRST AUST PRIME (FAX) <<<===
======================================
Orig purch date 06/24/86 | Acct: IRA | Date last sale N/A
Last trans date 12/11/92 | Type: STK | Last inc rec'd 12/11/92
------------------------------------------------------------------
Original purch 175.000 | Sale proceeds $0.00 ( $0.00)
Add thru purch 920.000 | Cost stk sold $0.00 ( $0.00)
Add thru reinv 14.900 | G/L on sales $0.00 ( $0.00)
Num units sold 0.000 | Inc prior yrs $1,072.25
Net units held 1,109.900 | Income this yr $787.90 ( $0.71)
------------------------------------------------------------------
Original invest $1,754.44 ( $10.02) | Act yld YTD (cost) 6.32%
Cost of added $10,559.22 ( $11.47) | Act yld YTD (valu) 6.96%
Cost of reinv $147.00 ( $9.86) | Est yld on 12/ yr 5.42%
Total invested $12,460.67 ( $11.22) | Est income $675.34
Less stock sold $0.00 ( $0.00) | ROI since purch 5.69%
Cost of current $12,460.67 ( $11.22) | ROI per year 0.86%
Value 01/04/93 $11,306.55 ( $10.18) | G/L on avg cost -9.26%
G/L on avg cost $-1,154.11 ( $-1.04) | G/L on avg sale 0.00%
Specific info on selected items in the report:
Last value update:
Last date ANY investment value was updated - May NOT have
been the selected security.
PAGE 39
2.2.J COMBINED INFORMATION REPORT: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Original purch:
Number of units acquired on original purchase date. If the
investment was purchased on 2 or more buy orders this will
show ONLY those acquired on the first buy order executed.
Remainder of shares shows as "add thru purch".
Add thru purch:
All units acquired EXCEPT original purchase or reinvested
shares. The original shows in the "Original purch" while
the reinvested shows in "Add thru reinv". Usually these are
units you specifically purchased in addition to the units
you already own.
Add thru reinv:
All units acquired thru an arrangement with the payer
(usually a mutual fund) where all (or part) of your income
is used to purchase additional units in the security paying
the dividend.
Net units held:
Number of units you CURRENTLY own ((orig + added + reinv) - sold)
Original invest:
Total paid for "original purch". The cost INCLUDES the
commission (if any) you paid on the purchase
Cost of added:
The cost of any additional units acquired EXCEPT the orig
units or shares acquired thru reinvestment. This INCLUDES
the commission paid on the units. This is the cost of the
units you specifically purchased in addition to the units
you already own.
Cost of reinv:
The amounts shown are based on the AVERAGE cost per unit.
Due to rounding, the numbers may be inaccurate (± .05% error)
Inc prior yrs:
Income received prior to current year. Amount per share is
not shown as it wouldn't be useful info. This is one of the
places where the accuracy of the past income records comes
into play.
Actual AND estimated yields and income:
The actual yld YTD (cost & value) is, as the name implies,
based on what you actually have received YTD. Obviously, this
doesn't become a true annual yield until all income for the
year has been received for the security. The estimates (yld
& income) are computed by taking the average of the income
received YTD and multiplying it by the number of times you
indicated you expect to receive income each year. You may
change this number (times per year) with the Edit option
(Misc opt #1 (purchase recd's)). All the yield figures are
based on averages. If income is uneven, yields will be
inaccurate.
PAGE 40
2.2.J COMBINED INFORMATION REPORT: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
ROI (Return on Investment):
Return on investment (ROI) is calculated by subtracting the
cost of DIRECT purchases (orig + added - but NOT re-invested
shares) from current value. Total income since the purchase
date is added, and the result is then divided by the time
held. ROI/yr is the % for each yr held while TOTAL ROI is
the amount returned as a % of the amount invested. Money
market and cash accounts are not shown because of the file
structures. (See Chapter 2, section 2.2.H)
G/L on avg cost:
Again, the dollar amount and percentage is based on the
AVERAGE cost of the investment subtracted from the current
value entered the last time you updated.
2.2.K INCOME HISTORY OF ONE STOCK: (REPORT option # B)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This option will allow you to view the income received in past
years. Even though the past income is used in several reports,
this and the "Expand one selected stock" option (2.2.L.f) are
the only options that will allow you to actually view the past
income data.
The report will simply report every income entry for the
investment in chronological order.
This assumes, of course, that you've been using the program
long enough to be in a second (or longer) year of use OR you
went to the trouble of entering income from past years and
then ran the "Clear files for a new year" option.
PAGE 41
2.2.L M I S C E L L A N E O U S R E P O R T S
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2.2.L.a IRS 1040 SUPPORT STATEMENTS: (REPORT opt # C, sub # 1)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
General information:
The forms created were designed to be an attachment for your
income tax return for Schedule B (dividend and interest income)
and for Schedule D (Capital gains/losses).
You will be asked if you want to include IRA transactions.
Some of you may be drawing against you retirement accounts and
therefore need to report the information to the IRS.
NOTE: Most entries in a tax return are rounded to the nearest
dollar. The forms generated by this option conform to
that convention.
If you use these forms you should indicate in the appropriate
boxes on the 1040 "See attachments" and attach the forms to
the back of your return.
NOTE: This is the ONLY report that has different preparation
options depending on the output option selected for the
final report.
One option will be to view the report on the screen and
the other is to send it to the printer or a disk file.
2.2.L.a.1 PRINT TAX SCHEDULES B & D:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This function was designed to create PRINTED forms to use with
your tax return. If you send the output to a printer or disk
file, you'll have total control over the final report to assure
you of producing EXACTLY what you need (want).
You'll be asked how you want your name to appear, your SSN, if
you want to show IRA transactions, and if you would like to
REVIEW EACH LINE BEFORE it is printed.
Every effort has been made to create a form in the format that
is acceptable to the IRS as a supplemental statement to be
attached to the back of your tax return and referenced in the
appropriate boxes in the applicable schedule.
TIP: I suggest you send the report to the screen to determine
the accuracy of the numbers. If any changes are
necessary, they may be made with MISC, option 1 (edit).
You will have the option in Schedule D to combine a multiple
entry sale into ONE line using the average cost of the
investment to determine the gain or loss. Of course the
report WILL still be separated into long & short term gains.
PAGE 42
2.2.L.a.2 SCREEN TAX SCHEDULES B & D:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you send the report output to the screen you will NOT have
several options that ARE available when the report is being
prepared for a printer or a disk file.
The on screen presentation is primarily to give you an
overview of what the report will look like. It is also a good
time to verify the accuracy and make notes of needed changes
before you send it to the printer.
SUGGESTION: Even if you don't attach these forms to your tax
return, they should make a good source for the
necessary information for the completion of the
appropriate schedules in your 1040.
2.2.L.b MATURITY-CD's, BONDS, ETC.: (REPORT opt # C, sub # 2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
When you acquire a new investment and enter it through the
PURCHASE option 1, you will be asked if you want to enter a
maturity date for that investment. Of course a maturity date
only applies to certain types of investments such as bonds,
CD's, etc.
If you entered a maturity date, this report will display the
purchase AND maturity date. Investments that did NOT have a
maturity date entered will not be displayed.
The intent of this report is to allow you to take a quick
check to see if an investment is maturing.
The program does NOT automatically activate any bells or
whistles to alert you of a maturing investment. Tell me if
you would like to see automatic notification in a future
version.
2.2.L.c DISPLAY ENTERED REMARKS: (REPORT opt # C, sub # 3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
All functions requesting the input of investment information
ask if you want to include a remark with your entry. Any
remark you enter will be attached to that transaction. This
will, in some instances, cause the same remark to appear in
several reports, or the same remark to appear several times in
a single report.
For instance: If you add a remark to a sale that had multiple
entries, the remark will appear attached to each entry. If
you put the proceeds of that sale in the broker account, the
same remark will also appear in the broker records.
PAGE 43
2.2.L.d SHOW NUM & % OF PORTFOLIO: (REPORT opt # C, sub # 4)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This report was designed as another analytical tool. It will
calculate the current value of your portfolio and then compute
the percentage of the total for each investment you own. It
will also show the total number of units of each investment
owned.
The report does NOT separate the numbers according to the
different accounts you may have created.
If you're a proponent of a diversified portfolio, this report
will quickly show if you are tending toward having "all your
eggs in one basket".
2.2.L.e COMPARE COST TO VALUE: (REPORT opt # C, sub # 5)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Quick & dirty - you can tell a glance how your different
investments are doing. It doesn't tell you anything that
isn't available in other reports, but it does do it quick and
easy to view.
2.2.L.f EXPAND ONE SELECTED STOCK: (REPORT opt # C, sub # 6)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This report will produce the same information as an expanded
report from any of the available reports except this report
will be limited to the selected investment.
You may have a need to ascertain something about a single
investment and you don't care to generate a full report in the
subject area. An expanded report for all your investments can
grow quite large in time even with a modest portfolio.
For example, you need the purchase price of a particular stock.
When this option is selected, you will be offered a menu of
the available data with four options.
1 - Purchase records
2 - Current records
3 - Income records
4 - Sales records
After you chose the desired record information, the pick list
for your investments will appear. Just choose the desired
investment.
All the transactions on record for the selected area will be
reported.
PAGE 44
2.2.L.g PRINT REPORT FROM DISK FILE: (REPORT opt # C, sub # 7)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you have sent ANY report to a disk file, you may want to
print it sometime in the future.
To print a report that was originally sent to a disk file, you
may use the suggested DOS command that was displayed at the
end of the report generation:
C:\PM>COPY fname.TXT PRN (fname = name you assigned)
- OR -
you may use option 7 in the MISC report menu. This option
will ask for the name of the desired file to print and then
send it to your printer.
PAGE 45
2.3 P U R C H A S E M E N U
~~~~~~~~~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
It all begins here. In order to perform ANY of the useful
functions for which the program was designed, you must enter
one or more investments.
IMPORTANT NOTE:
It is VERY important that you enter investments with the
correct menu option if you are to maintain accurate records.
Here are some general rules which will be expanded below.
1) An investment may be entered only ONCE using option #1.
2) If you BUY additional shares, use option #2.
3) If you acquire shares through a stock split or stock
dividend use option #3.
4) If you acquire shares through re-investment use the
INCOME function from the main menu.
SUGGESTION: If, during a calendar year, you purchase a stock
(IBM for example), sell the stock, then later, during
the same calendar year, re-purchase the same stock, I
suggest you alter the name to distinguish the re-purchase
from the original purchase (IBM-2 for example).
Although the re-purchase above WILL be kept separate, if you
were to sell the second purchase, the sales report could be
confusing to read.
2.3.A ENTER A NEW INVESTMENT: (PURCHASE option #1)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
USE THIS OPTION ONLY ONCE FOR EACH INVESTMENT YOU ACQUIRE
=========================================================
Use this option for the initial acquisition of an investment.
If you increase your holding in a particular investment, use
the appropriate function to reflect the change.
When selected, the option presents a screen requesting
information on the new investment. As you complete the form
on the screen, an instruction window will appear on the right
giving specific instructions for the requested item. Some
items require you select from a menu of possible responses.
ie. type, exchange, account, etc.
Most items should be self explanatory, however, consider the
following:
EXCHANGE SYMBOL: Not required, but enter it if you know it.
At the present it isn't used, however, I hope to add a modem
download capacity to the program in the future at which time
it will be needed.
PAGE 46
2.3.A ENTER A NEW INVESTMENT: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
COST PER UNIT: If you enter a bond purchase you MUST enter
the cost in the same format as shown in financial journals.
ie. 10% of the actual price
If you enter the full price per bond, the cost in your
portfolio will show 10 times higher then it's supposed to be.
example: you purchase a bond with $1,000 face value for $987.25.
Enter the purchase cost as $98.725 per bond. This
conforms to the way it's reported in the newspapers.
TOTAL COMM & MISC: Always enter the FULL amount paid for ALL
the extra charges OVER the basic cost of the investment. All
charges such as commissions, taxes, misc, etc. should be
included in this figure. The program will enter the per unit
cost of the amount paid for future use.
NO. DIV/INTR PER YR: The entry routine requests the number of
income payments you expect to receive each year. This number
is used to calculate the estimated yields. If you enter an
incorrect number, the estimated yields will be distorted. If
you enter a zero (0) and then receive an income payment(s),
the program will always treat it as one payment per year for
yield calculations.
MATURITY DATE: If your investment is the type that has a
maturity date (bonds, CD's, etc.), you may enter it here. It
will be used to produce a report showing the maturity dates.
2.3.A.a CONSTANT VALUE INVESTMENTS:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The second item on the entry screen is the type investment and
the seventh option (7) in the pop-up menu is "Constant val".
NOTE: If you select the type as "Constant val", the TYPE will
be coded a "MMA". This is strictly for internal use and
has no relation to the actual investment type.
Many investments may be considered to hold a constant value
(ie. will not fluctuate in market value) such as Money Market
Accounts (MMA's), Cash Reserve (CR's), etc. Other type
holdings COULD be treated as constant value investments such
as savings accounts, CD's, annuities, limited partnerships, etc.
My theory is that any investment can be reduced to $1.00 units
(and fractions of a unit to represent cents). You may then
acquire enough units to equal the actual dollar value of the
investment.
NOTE: Do NOT convert the other way - one unit at the dollar
value of the investment. This would make it difficult
to reinvest dividends, show gain or loss properly, etc.
PAGE 47
2.3.A.a CONSTANT VALUE INVESTMENTS: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Lets try a few examples of how to apply this theory:
A savings account: Your current savings account balance is
$5,345.36. Enter as 5,345.36 units (shares ??) at $1.00 per.
If your account is credited with $23.85 interest, enter it
using the INCOME option and then the PURCHASE opt #2 to "add"
23.85 units at $1.00 per. Your income earned will be reported
properly through the income reports. If you withdraw $500.00
from the account, enter it as a regular sale of 500 units at
$1.00 per share. This will NOT affect your sales gains or
losses because you bought AND sold at the same price.
A limited partnership: You buy into a limited partnership
for $10,000. Enter 10,000 units at $1.00 per unit. If you
receive a cash distribution, show it as a normal dividend.
When you sell (liquidate), enter it through the sales option
as a number of units equivalent to the amount received a $1.00
per unit. As you can see, this will reflect your true gain/loss.
A Certificate of Deposit (CD'S): Treat similar to the above.
If you roll it over to a new CD, treat it as a sell and then a
new purchase. The interest received on the original purchase
should be entered as an ordinary interest payment through the
income option NOT as a gain on the sale of the CD.
So, to sum the theory and use this program to cover almost any
type investment, break it into $1.00 units, enter ALL income
through the INCOME option, any increase (deposit) to the
holding with the "Add shares to stock you own" option, and
any reduction to the investment through the SOLD option.
Treat it all at $1.00 per unit.
NOTE: If after you enter a new investment, you run a CURRENT
VALUE report, you may notice a difference between the
cost and current value of the new investment. This is
because, if you paid a comm/misc charge, the per share
amount of the comm/misc has been added to the cost of
the security for the report.
PAGE 48
2.3.A.b BOND INTEREST BUY OR SELL:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Bond interest (if any) that is paid as part of the purchase of
a bond will be entered as negative interest income. By
treating it as negative income (will have minus sign), it
causes the bond in question and the total interest income to
show accurate numbers for the income reports.
The current IRS codes (1992) allows interest paid on a bond
purchase to be used to offset the income earned on that bond.
If you don't receive the bond interest until the following
year, you may use the interest expense to offset other similar
interest received during the current year. I suggest you
check with your tax advisor for a more definitive ruling.
Interest received when you sell a bond will be posted to the
income records as regular interest income.
NOTE: The interest will be posted through the sell function
and should NOT be entered through the regular income
option to be sure it is NOT posted twice.
In both cases (buy or sell) you will have the option to NOT
have the interest posted as described above. This option will
appear at the end of the function.
2.3.B ADD SHARES TO STOCK YOU OWN: (PURCHASE option # 2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you purchase additional units of an investment use this
option to enter them into the records.
SUGGESTION: Do NOT use this option to enter shares acquired
through the re-investment of dividends. Use the
INCOME option and indicate that the income is to
be re-invested.
You could show a re-invested dividend by entering it as a cash
dividend with the INCOME option and then adding the appropriate
number of share with this option. If you use this approach,
your totals will still be accurate but the source of shares,
and the ROI will NOT be accurate.
When selected, you'll be shown a pop-up menu with a list of the
investments you currently own. Select the desired investment.
The next screen will show a listing of the current holding and
an entry form for the current purchase.
When the form has been completed, you'll be asked to confirm
your entries. The updated data will be shown in the top
right of your screen. If you made a mistake you will have the
option to edit or cancel the entries.
PAGE 49
2.3.C ENTER STK SPLIT OR STK DIV: (PURCHASE option #3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If a security you already own declares a stock split or a
stock dividend use this option to enter the newly acquired
shares. It is NOT for stock acquired through re-investment.
NOTE: Do NOT use this option if the stock was acquired due to
a merger or buyout of the corporation (see sect 2.3.G)
When selected, you'll be shown a pop-up menu with a list of the
investments you currently own. Select the desired investment.
On a stock split or stock dividend, the cost of the new stock
is usually entered as zero (0). If you enter a zero (0), the
cost basis of the entire holding will be adjusted to reflect
the new cost basis of the entire investment.
When the form has been completed, you'll be asked to confirm
your entries. The updated data will be shown in the top
right of your screen. If you made a mistake you will have the
option to edit or cancel the entries.
2.3.D SELL A STOCK SHORT: (PURCHASE option #4)
~~~~~~~~~~~~~~~~~~~~~~~~~~
A short sale is the sale of a security you don't own with the
promise to supply (acquire) the actual shares at a later date.
The entry form for a short sale is identical to the entry form
"Enter a new investment". I suggest you review section 2.3.A.
While a short sale is open, the purchase and current value
reports will list the security and the number of shares but
with a zero (0) cost as the basis and no purchase date. The
sales report will show the sale as a gain of 100% of the
invested amount since the cost basis at this point is zero(0).
2.3.E COVER SHORT SALE POSITION: (PURCHASE option #5)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You can NOT cover a short sale if there are none. If you
select this option with no short sales on record, you'll be
told "there are no short sales" and returned to the main menu.
The form for covering is the same as used in "Add shares..."
or "Enter stk split...". Complete the form as you would the
above mentioned forms.
When the form has been completed, you'll be asked to confirm
your entries. The updated data will be shown in the top
right of your screen. If you made a mistake you will have the
option to edit or cancel the entries.
After the short sale has been completed, the reports will
appear as you would expect. The purchase report will no
longer carry a record of the position and the sold report will
show the normal information for any sale. It will reflect
your true gain or loss on the transaction.
PAGE 50
2.3.F ADJUST ORIGINAL COST BASIS: (PURCHASE option #6)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
There are several reasons the cost basis of an investment may
be changed. Most of them are done automatically in other
functions, however, if you need to change the cost basis and
it isn't covered elsewhere, this option is available.
A "Return of Capital dividend" should be done from the INCOME
menu (option #3). A stock split or stock dividend should be
done from the PURCHASE menu (option #3) to adjust the cost basis.
A use for this option might be an incorrect initial broker
confirmation slip.
Use of this function is very simple. After you've selected
the desired security you will be asked to enter the new cost
per unit or press enter to retain the original cost.
If you enter a new amount, the ORIGINAL cost of the security
will be change to the new amount.
NOTE: If you acquired additional shares through subsequent
purchases or share re-investment the cost of the
additional shares will NOT be changed. Use edit if
these shares should also be changed.
2.3.G ADJUST FOR MERGER OR BUYOUT: (PURCHASE option # 7)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If a company in which you own stock is merged or bought by
another company, use this option to make the necessary changes
to the records.
The module assumes that you'll receive an exchange ratio for
your original shares. Enter the RATIO you receive NOT the
total number of shares. The program will compute the adjusted
number of shares you own.
WARNING: You MUST enter the ratio of original shares NOT the
number of new shares you now own.
ie. 1.75 share for ea share you own
ie. .5 share for ea share you own
If, in addition to the share exchange, you receive a cash
distribution, it should be entered as cash received. It'll be
recorded as tax free income (return of capital payment) and be
shown in the income report.
By implication, the name will be changed. If you answer YES
to the name change question, the name change will be done to
ALL of the files where the original name appeared.
PAGE 51
2.4 U P D A T E V A L U E S M E N U
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To update the current value of your investments you must enter
the current price into the records from an outside source such
as a newspaper, broker report, etc. The information, when
entered, will be stored into the permanent records.
NOTE: If you enter a new investment on which you paid a
commission, the current value will show as the cost less
the commission paid on the purchase until you update
the current value.
There are 3 different formats you may use to enter the new
current price.
1. Quick form - Will step thru each investment sorted by
exchange and then alphabetically. It'll present a
minimum of information about the investment and request
the new price. It will show the new total value and ask
you to confirm the entry. To accept the current value
as shown, press the Enter (return) key.
2. Long form - ALL: Same as 1 above except it will offer
considerably more information about each investment as it
appears on the screen.
3. Long form - SELECT: Like 2 above, it offers considerably
more information about the selected security. This option
will present a pop-up menu with all the investments listed.
Select the desired security and press Enter. This option
was designed to update just a few selected investments.
NOTE: If an investment has multiple entries because of re-
investments or added purchases, ALL the entries for
the selected investment will be updated.
NOTE: If ANY value is updated, the date of the update is
stored and shown in several reports as the date of the
last update EVEN if only ONE investment was updated at
the time.
PS: I've had requests for a communications module to allow
updates through a modem service (Dow Jones, Genie, etc.).
To be quite honest, I don't know how to program it. I'm
making an effort to learn but, so far, I haven't been
able to create anything reliable (no bugs). If any of you
are knowledgeable on the subject and willing to help,
PLEASE contact me. As soon as I develop a module I'll
release it to the registered users.
PAGE 52
2.5 I N C O M E M E N U
~~~~~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Any income you receive from your investment should be entered
with the income module. There are a few exceptions to this rule:
1) Interest received as part of the sale of a bond will be
entered through the SOLD option. (See Ch 2, section 2.7)
2) Income (distribution) received as part of a buyout or
merger is entered through the PURCHASE option.
(See Ch 2, section 2.3.G)
When you choose the income option from the main menu you will
activate a pop-up menu with a listing of your investments.
NOTE: Sold securities are listed in the pop-up menu until you
use MISC option #6 "Clear for a new year" to clear the
files. This is to allow you to post income received
AFTER an investment has been sold.
After you've select your choice, the screen will show, in the
top left, a window with basic information on the selected
investment. Use this to confirm that you've selected the
desired investment.
The top right of the screen will show information about the
income history for the selected investment. If investment has
NOT received income in the CURRENT year, a note will be in the
window to that effect.
In the lower half of the screen will be a menu with the income
options. ie: Dividend, Interest, or Return of Capital.
If the normal type of income is a dividend as with a stock,
the "DIVIDEND..." option will be highlighted. If the normal
payment is interest as with a bond, the "INTEREST..." will be
highlighted.
If you select interest where a dividend is expected or visa
versa, a warning window will appear asking you to confirm your
choice. You may confirm the switch if that's the case.
PAGE 53
2.5.A DIVIDEND INCOME: (INCOME option #1)
~~~~~~~~~~~~~~~~~~~~~~
The dividend function will ask if the income is to be re-
invested. A default response, "YES" or "NO", will be
highlighted depending on how you responded to the "Set default
response" question in the configuration menu (MISC opt #9,
CONFIGURE opt #5).
NOTE: If you are making a PARTIAL re-investment of the income
(usually through a mutual fund), you MUST enter the
dividend as TWO SEPARATE entries.
Make one entry as the re-investment using the amount of
the dividend that has been re-invested. The other entry
should be for the cash portion of the dividend.
This situation will arise if you designate a re-
investment of capital gains but have the dividends paid
in cash. In this situation you MUST use TWO SEPARATE
entries to post the income.
After you respond to the "re-invest" question, a data entry
screen appears. Consider the following in completing the entry:
DATE: If you enter a date that differs from the "active data
year" (See Ch 2, section 2.0.E) the function will question
the entry. The income function expects you to enter the
current RECORD year. You may confirm your entry or have the
opportunity to re-enter the date.
NOTE: PM maintains a reference (record) year in the
PMMEMORY.MEM file. This allows you to post entries in
January (or later) of a subsequent year without being
challenged. The internal reference year is reset to
the calendar (computer) year when you run the "Clear
for a New Year" option in the MISC menu (option 6).
TAX FREE & CAPITAL GAIN: If the full amount of the payment is
tax free or capital gains (or both), you may use the '+' sign
to have the FULL entered payment amount enter automatically.
If neither applies, press Enter (Return). It will default to $0.
No. OF SHARES: If, at the start of the function, you indicated
that you were re-investing, enter the number of shares here.
The cost per share will be calculated. If the calculated cost
per share is more than ± 25% different from the average cost
per share, your input will be challenged.
NOTE: If you indicated a re-investment, you may NOT enter a
zero as your response. If you intend to NOT re-invest,
use the ESC key to exit and start over again.
If you choose to NOT re-invest the payment, the "No. of shares"
input line will NOT be activated.
PAGE 54
2.5.A DIVIDEND INCOME - (continued)
~~~~~~~~~~~~~~~~~~~~~~
After you've completed the "entry form" an "Updated income
report" window will appear in the lower right corner. You will
be asked to confirm your entries. If all is correct, press
enter to confirm. If there is a mistake, a "NO" response will
allow you to edit the entries OR you may cancel.
If you confirm your entries AND you indicated that you did NOT
re-invest the payment, you'll be asked if you want to credit
the broker account (See chapter 2, section 2.0.J).
SUGGESTION: I recommend you use the broker account for every
monetary transaction to provide a paper trail for your
funds. Enter the payment with the income option.
Later, use the BROKER option to debit the broker
account for the same amount (with a remark ??). Why ???
While the income report will show that you received the
income, the broker report will show where it went (and
it certainly does seem to go !!!!).
2.5.B INTEREST INCOME: (INCOME option #2)
~~~~~~~~~~~~~~~~~~~~~~~
Entering interest income is similar to entering dividends.
Note the following differences:
You will NOT be asked about re-investing the payment.
SUGGESTION: If you are using my theory on "constant value
investments" (See Ch 2, section 2.3.A.a) and you wish
to leave the earned income with the investment such as
with savings account interest, enter the payment here
as a regular interest payment and credit the broker
account with the amount of the income at the end of the
routine. When you've finished entering the income, use
the PURCHASE opt # 2 to purchase (ADD) a number of units
equivalent to the amount of the payment @ $1.00 per unit
and debit the broker account to pay for the purchase.
You will NOT be asked to input a capital gain amount.
2.5.C RETURN OF CAPITAL DIVIDEND: (INCOME option #3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
A return of capital dividend is usually tax free income that
requires an adjustment to the cost basis of the stock by the
amount of the dividend.
Enter the dividend as you normally would. (See Ch 2,
Section 2.5.A).
After the entry has been completed (after "credit broker"
question), you'll be asked if you want to adjust the cost
basis of the investment. The amount of the adjustment will be
calculated and displayed on the screen. If you answer "YES"
the purchase cost will be changed by the amount indicated.
PAGE 55
2.6 B R O K E R M E N U
~~~~~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Selection of "Broker" from the main menu will allow you to
make a direct entry to the broker records. This feature is
primarily used to enter broker interest or margin charges. It
may also be used to record funds sent to, or received from,
your broker.
When you select "Broker", you'll have the option to debit,
credit, or display a brief summary of the current balances for
each account you established with the configuration program.
Regardless of the method of access you'll be asked the tax
implication of most transactions. The full broker report will
be divided into taxable and non-taxable entries to ease the
preparation of your tax returns.
2.6.A & 2.6.B DEBIT/CREDIT BROKER CASH ACCOUNT: (BROKER opt #1 & 2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you indicate a debit or credit the broker account you'll be
asked to select which of your accounts the transaction will
affect (if you have more than one account). Use the bar menu
to select the desired account.
Enter the amount of the transaction.
You will be asked to enter "Credit source" for credit entries
and "Type expense" for debit entries.
NOTE: This is should be used like a comment field. I suggest
a short phrase such as "Margin interest" or "Funds
deposit". This field will be shown in the reports to make
them more meaningful when read in the future. You will
still have the option of attaching a remark to the record.
If you're posting a debit, you'll be asked if it is a tax
deductible expense (yes or no). If its a credit, you'll be
asked if its taxable income. Your response will be reflected
in the full broker report.
Enter the date of the transaction. Since most transactions
will be entered after the fact, I suggest you use the actual
transaction date rather than today's date.
2.6.C REVIEW BROKER ACCT BALANCE: (BROKER opt #3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You may create a quick summary of your account balances. This
option will show the balance in each of your established
accounts and a total of all the accounts. For a full broker
report, use the Report menu, option #9.
PAGE 56
2.6.D BROKER ACCOUNT WITH TRANSACTIONS:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Almost every transaction that involves money asks if you want
to debit or credit the broker account.
If you respond "Y" (Yes) or click the mouse on Yes, you'll
be asked how much, where appropriate, and the amount you enter
will be posted to the broker records.
The amount will default to the amount of the transaction and
the program will not let you enter an amount that exceeds the
amount of the transaction.
Of course, you may still debit or credit the broker account
directly with the broker function
SUGGESTION: I recommend you use the broker account for every
monetary transaction to provide a paper trail for
your funds.
Why ??? While the income report will show that
you received the income, the broker report will
show where it went (and it does seem to go !!!!).
Example: You receive a dividend check from a stock. Enter
it with the INCOME option and credit the broker
account when asked. Next use the BROKER option
and debit the broker account for the same amount
(with a remark ??).
PAGE 57
2.7 S E L L M E N U
~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Selling your complete interest in an investment is a simple
and direct entry. If you're selling part of a holding with
multiple records, it gets a bit more involved. See "Partial
sale of an investment" below for information on how to enter
a partial sales.
Select the desired investment from the pop-up menu of all your
current investments.
The top left of the screen will show the "Basic information"
on the security and the top right window will show any
"Additional info" relevant to the selected security. You
will be asked to confirm your selection.
If you confirm the investment selection, a window in the lower
center of the screen, "Sale entry form", will request the
pertinent information regarding the transaction. You'll be
asked for the transaction date, the price per share, the
number of shares sold, the total comm/misc paid, and any
accompanying remarks. If the sale involves a bond, you'll
also be asked to enter the amount of interest you received as
part of the transaction.
The "Sale price/shr" is entered as the GROSS amount received
per unit sold.
IMPORTANT NOTE: If you enter a bond sale you MUST enter the
selling price in the same format as shown in financial
journals. ie: Use the same format you used when you
acquired the initial investment.
ie. 10% of the actual price
If you enter the full price per bond, the sale proceeds
shown in your portfolio will show 10 times higher then
the correct amount
example: you sell a bond with $1,000 face value for $987.25.
Enter the sale price as $98.725 per bond. This
conforms to the way it's reported in the newspapers.
To sell your entire holding in the selected investment, press
enter (return) when ask "No UNITS SOLD:". This will default
to the number of units shown at the bottom of the window which
is the total of ALL the units held for the selected investment.
PAGE 58
GENERAL INFORMATION - (continued)
~~~~~~~~~~~~~~~~~~~
When entering the "Comm/misc" always be sure to enter the TOTAL
amount that was deducted from the gross amount of the sale.
ie. Commission + tax + misc + etc.
The per unit commission will be calculated and entered into the
records for use in reports.
If the sale involves a bond, you'll be asked to enter the
amount of interest you receive in the selling transaction.
See Ch 2, section 2.3.A.b (Bond interest buy or sell) for
additional information.
Bond interest (if any) that was paid as part of the purchase
of a bond was (or should have been) entered as negative
interest income. By treating it as negative income, it causes
the bond in question and the total interest income to show
accurate numbers for the income reports.
The current IRS codes (1992) allows interest paid on a bond
purchase to be used to offset the income earned on that bond.
If you don't receive the bond interest until the following
year, you may use the interest expense to offset other similar
interest received during the current year. I suggest you
check with your tax advisor for a more definitive ruling.
Interest received when you sell a bond will be posted to the
income records as regular interest income.
NOTE: The bond interest received as part of the sale will be
posted through the sell function and should NOT be
entered through the regular income option to be sure it
is NOT posted twice.
In both cases (buy or sell) you will have the option to NOT
have the interest posted as described above. This option will
appear at the end of the function.
PAGE 59
2.7.A SELL AN INVESTMENT (all the shares):
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you're selling your complete interest in an investment or
you're selling part of an investment with a SINGLE purchase
record, the transaction entry is almost complete.
After the request for a remark, a "Verify sales data" window
will appear in the lower right corner of the screen. You'll
be asked to confirm the data shown in the window on the right
in a window in the lower left of the screen. The right window
will also indicate the availability of the F5 function key to
show how the data was derived.
SUGGESTION: You may press the F5 key at this time to see an
example of how the results of the sale gain/loss was
calculated using the numbers YOU just entered.
If you confirm the sale, you'll be asked if you want to credit
the broker account. If the numbers are incorrect, you'll have
the opportunity to edit the entry or cancel with the ESC key.
NOTE: Again, as I do throughout the manual, I suggest you pass
most transactions through the broker account. If you're
going to receive (a check) and use the proceeds, all you
would have to do is issue a debit to the broker account
from the broker menu to be back to the true balance.
2.7.B SELL PART OF AN INVESTMENT:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you plan to sell part of an investment with multiple records,
you have considerable control over which records will be sold.
Multiple records are produced when you acquire additional shares
through re-invested dividends or through direct purchase after
the initial purchase.
The example setup:
You purchased 100 shares of XYZ fund which pays a monthly
dividend. The dividend is re-invested and buys 3 new shares
a month. After a year you own 136 shares and decide to sell
40 shares. (don't try to figure a yield - it's an example)
This investment produced 13 entries (records). The original +
the 12 re-invested dividend entries.
I feel one of the strong features of the program is the
ability to select the shares you want to sell in a situation
like the example.
The sale is entered as any sale would be entered (as shown
above). After the request for a remark, a "Verify sales data"
window will appear in the lower right corner of the screen.
The window will contain, in the first line, a suggestion that
you use the F5 function key for information and an example of
the sale using YOUR data. I suggest you use the F5 key to
look at the example YOUR data with the current numbers.
PAGE 60
2.7.B SELL PART OF AN INVESTMENT - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The "verify sales data" window
------------------------------------
1 | SEE "F5" FOR AN EXAMPLE |
2 | BUY DATE PRICE UNITS VALUE |
3 | 01/04/92 10.000 100.000 11.000 |
4 | |
5 | #TO SELL (─┘=xxx.xxx): _________ |
6 | |
7 | REMAINING UNITS TO MARK: yyyy.yyy |
--------------------------------------
xxx.xxx = Units that may be sold from current record
yyy.yyy = Units still needing to be marked as sold
The record shown in line three will be the first record for
the security. The program will cycle through units on record
until you mark a number of units equal to the number you
indicated were sold.
Each time you enter a number on line 5, line 3 will change to
the next record and line 7 will reduce yyy.yyy by the number
of units you just marked.
xxx.xxx in line 5 will change to the number left to be sold
(the same a line 7) - OR - all the shares shown in line 3.
xxx.xxx will be which ever is smaller, shares left to mark
- OR - available for sale in that record.
If you do NOT want to sell any shares from the current record,
enter a 0 (zero) in line 5 for the record. The program will
skip to the next record.
Using this selection process you may use a FIFO or LIFO method
of unit sales (assuming units were acquired at intervals over
a period of time). As the program steps through the shares
owned (in order of acquisition), you may mark all, some, or
none of the records. Marking the securities in the order
acquired is not necessary.
NOTE: You may select ALL or PART (up to the number you sold)
of EACH record. This will allow you to determine the
tax consequence of a sale (long or short term). The
program will continue to loop through the records UNTIL
you select enough shares to cover the number you
indicated were sold.
The partial sale of securities is really not so complicated.
If you make a partial sale of a security with only one record,
the entry steps are identical to the steps used to sell an
entire holding. If the investment has multiple records, the
program loops through the records allowing you to select which
shares (parts) of the sold security you want to sell.
PAGE 61
2.7.C THE TREATMENT OF BOND INTEREST:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you are selling a bond, the interest received as part of
the sale should be entered as part of the sale entry.
NOTE: Enter BOND interest received with the sale of a bond
when asked on the sale entry form, NOT with the income
option. This applies bond interest ONLY.
If the investment being sold was coded as being a bond, an
input field will be shown in the window requesting you to
enter any interest paid as part of the sale process.
NOTE: Be sure to enter the selling PRICE of the bond as it is
shown in the financial journals. ie. A $1,000 face
value bond that is sold for $1005.45 is entered with a
selling price of $100.55.
2.7.D COVERING SHORT SALE:
~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you sell a stock short (sell a stock you do not yet own),
you MUST use Purchase opt #4.
The entry of the transaction is very similar to the procedure
followed for the purchase of a new investment but it will be
coded internally as a short sale.
The entry form for a short sale is identical to the entry form
"Enter a new investment". I suggest you review section 2.3.A.
While the short position is open, the sales report will
reflect a gain of the entire amount which was received for the
short sale.
To cover the position, use Purchase opt #5. The security
selection menu will appear but show ONLY the securities which
have been sold short. If there are NO short sales active, a
message window will inform you of that fact.
When the selected security appears, enter the requested data.
The sales report will now reflect the appropriate gain or loss.
PAGE 62
2.8 M I S C E L L A N E O U S M E N U
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The miscellaneous functions allow you to perform various
maintenance and record keeping functions.
Each menu item will provide a one line description of its
function on line 23 of the screen. Move the cursor through
the menu with the arrow keys to view the descriptions.
AFTER an item HAS BEEN SELECTED by placing the menu bar on the
desired function and pressing Enter (or using a mouse to
point and click), a help screen will be available (F1) with
specific information on the selected function.
2.8.A EDIT/CHANGE/VIEW A RECORD: (MISC, option #1)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Use the edit options with CAUTION. They were included to
allow the user to alter the basic records. When you first
select the option, a "WARNING" window will appear asking if
you want to continue.
TIP: I STRONGLY RECOMMEND you BACKUP the data files before
proceeding.
TIP: I suggest you review the glossary in Ch 3, sect 3.F
for an explanation of the terms used in this procedure.
Many securities have multiple entries. Some fields (ie. name,
acct, etc.) MUST be changed in EACH data file to be consistent
for the security. If you change one of these fields in a data
file, examine the other files to see if the field also needs to
be changed (or was changed automatically) in that file as well.
ex. If you change the account name for XYZ stock in the
purchase records, be sure it is also changed in the income,
sold, and broker records (if any of them are applicable).
First you'll be asked which data file you want to edit. Use
the arrow keys (or point & click) to select the file you want
to edit.
1 - Main purchase records
2 - Dividend/interest records
3 - Security sales records
4 - Broker cash/margin account
PAGE 63
2.8.A EDIT/CHANGE/VIEW A RECORD: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Next, you'll be asked to which function to use.
1 - Edit (change) a record
2 - View (no changes) records
3 - Security name change ONLY
4 - Foxpro(tm) "browse" file
Use Opt #1 to alter (edit) the data in a record.
If you want to examine the records WITHOUT making any changes,
use opt #2. This will allow you to see the data in a record
without making any changes. This is a useful feature in that
it lets you locate and examine the data before you make any
actual changes.
If a company changes it's name, and there are NO other changes,
use option #3. Option #3 is exactly the same as option A in the
MISC menu. The original name change function was in the edit
options (here) but users were having trouble finding it so I
gave it its own position in the menu but saw no reason to
delete it from the edit menu. Option #3 or MISC opt "A" will
assure that the name is changed properly in all the files.
NOTE: If you activated "browse" in the configuration menu,
you will see a 4th choice, "Foxpro(tm) browse file".
CAUTION: Do NOT use browse unless you're familiar with xbase
type "browse" function. See ch 2, sect 2.8.I.l
The next screen will offer a pop-up menu with a listing of the
investments in the data file you selected. Move the menu bar
to the desired investment and press enter (return).
If the selected investment has multiple entries, you'll have
an opportunity to step through each record that is part of the
SELECTED security until you find the record you want to edit.
Use the PgUp/PgDn keys to move through the records for the
selected investment.
If the investment has only one entry, it will appear on the
screen ready to edit.
After the security has been selected, there will be limited
instructions on the screen to help you edit the record.
To edit, use the arrow keys to move the bar up or down the
list of fields (items). When you've high-lited the desired
field, press enter. You are now (finally) ready to make a
change to the record.
After making the change, you will have the first of several
chances to confirm the change.
PAGE 64
2.8.A EDIT/CHANGE/VIEW A RECORD: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
After you enter the change to the selected record, you'll be
asked if you want to make more changes to THAT record. This
question refers to the information you see on the screen. You
may edit other fields in the selected record if desired.
When you're finished with the selected record you'll have a
chance to change other records for the selected investment (if
it's a multiple entry security).
NOTE: If the interest amount is changed on a bond purchase or
sale, the interest change will NOT be automatically
entered or changed in the income records as it is when
you use the regular buy/sell function. Use the regular
"income" function to post the interest.
NOTE: All the edit functions will be performed in a temporary
file create for this purpose. At the end of the edit
function (when you exit) you will have the opportunity
to save or cancel the changes. BE -SURE- THE CHANGES
ARE AS YOU WANT THEM. THE ORIGINAL FILES WILL BE
PERMANENTLY CHANGED. !!!
SUGGESTION: When you EXIT the edit option, if you made ANY
changes to the records, you will be asked if you want
to perform a validity test on the data files. I
suggest you respond "YES" to the question to verify
that any changes you made did NOT cause a problem in
the format or content of the data files.
TIP: The edit function is NOT bullet proof but is also NOT
as complex as it may sound. Review the glossary in
chapter 3 for the terms record, field, file, etc. Keep
in mind that we have to zero in on the desired record
and field and then make the appropriate changes before
moving to another record. EVERY step of the way offers
the opportunity to cancel.
PAGE 65
2.8.B DELETE AN ENTRY FROM RECORDS: (MISC, option #2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Use the option with CAUTION. When you select the option, a
"WARNING" window will appear asking if you want to continue.
TIP: I RECOMMEND you BACKUP the data files before proceeding.
Record selection is identical to selecting a record when you
indicate you want to EDIT a record. I suggest you review the
above (section 2.8.A) on selecting a record.
First you'll be asked which data file has the record(s) you
want to delete. Use the arrow keys (or point & click with a
mouse) to select the appropriate file.
Select the desired investment from the list. If the security
has multiple entries, you WILL have the opportunity to step
through each record for the selected security until you select
the record(s) you want to mark for deletion.
If the investment has only one entry, it will appear on the
screen and ask you to confirm that it is the record you want
to delete.
If the selected security has multiple entries, you may use the
PgUp/PgDn key to step through the records of the security.
You may mark one or more records to be deleted by pressing
"enter" (return) when it is on the screen. You will be asked
to confirm your choice.
When you indicate that you've marked all the records you want
to delete, you will be asked to confirm your selections.
NOTE: You'll be asked a second time to confirm the deletions.
Once the data is removed (deleted), it can NOT be
recovered except through the use of your backup files.
SPECIAL NOTE: If you've marked a record to be deleted and
then you change your mind, you should select the same
record again. The function will ask if you want to
"un-delete" the record. ie: If you select a deleted
record, you'll be asked if you want to un-delete it.
NOTE: The delete function will be performed in a temporary
file created for this purpose. At the end of the
delete function (when you exit) you will have the
opportunity to save or cancel the deletions. BE SURE
YOU HAVE DELETED ONLY THE RECORDS YOU PLANNED TO DELETE.
THE MARKED RECORDS WILL BE PERMANENTLY REMOVED. !!!
SUGGESTION: When you EXIT the delete function, if you removed
any records, you'll be asked if you want to perform a
validity test on the data files. I suggest you respond
"YES" to the question to verify that any changes you
made did NOT cause a problem in the format or content
of the data files. (see section 2.8.C)
PAGE 66
2.8.C TEST & FIX DATA &/OR MEMORY PROBLEM: (MISC, option #3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
***** N O T I C E *****
PRIOR TO CONTACTING ME FOR ASSISTANCE, PLEASE RUN THE FILE
TESTS AVAILABLE IN THE "MISC" MENU, OPTION #3. THIS TEST WILL
RESOLVE MANY OF THE PROBLEMS THAT ARE RELATED TO DATA FILES.
TIP: The file testing procedure may be used any time from the
MISC menu. I suggest using it periodically to verify
the data and index files are in order. You should also
consider using the automatic test feature which may be
activated from the configuration menu. See sect 2.8.I.m
The testing function will NOT make ANY changes to the data
files without YOUR consent.
It will be activated automatically after the use of certain
other program procedures such as backup recovery.
The file test procedure performs the follow functions:
1 - Verify that all the required data files are present.
2 - Test and update the index (see glossary) files.
3 - Test totals (gross values) in the data files to be sure
they're in balance when the data is interrelated across
several data files.
4 - Test for the presence of a zero (0) in a field (see
glossary) where a zero doesn't belong (a zero in a
wrong field will cause a program crash by attempting
to divide by 0).
5 - Test for proper coding needed to find an investments.
6 - Test if account names in the memory file matches the
account names in data files.
7 - Test if each investment has a unique number.
An explanation of the file test procedures listed above:
1 - The program uses 5 data files as follows:
1 - PMPURCH.DBF (purchased, added, or re-invested investments)
2 - PMSOLD.DBF (record of sales)
3 - PMDIV.DBF (income records - current year)
4 - PMDIVOLD.DBF (income records - past years)
5 - PMBROKER.DBF (all broker transactions)
Also used is a file that stores the information you were
asked to provide when you configured the program such as
your name, accounts, etc. This file is named PMMEMORY.MEM.
If any of these files are missing the program can't continue.
NOTE: If, for any reason, you need to send me your data
files to fix a problem, I will need the six files
named above.
2 - The index files are used to locate data. If they are out
of sequence with the data file they index, a problem will
occur. All index files end with the extension ".IDX".
PAGE 67
2.8.C TEST & FIX DATA &/OR MEMORY PROBLEM: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3 - A gross value of an investment is maintained in a data
file. If the gross value is not accurate, some of the
analytical data the program offers will not be accurate.
4 - In certain fields, a zero value would make the applicable
record meaningless. It will also cause a problem if the
program attempts to use it.
5 - Every investment MUST have at least one record coded with
a "B" (for internal use) in the purchase records, or the
program will NOT find the investment although it is still
in the file. This function will test for the proper codes.
6 - Account names are stored in a memory file (PMMEMORY.MEM).
Any SHORT account name in the data files that does NOT
match one of the names from the memory file will NOT be
found when called. This test will determine if all the
short names in the records matches a name from memory.
7 - Each investment MUST have a unique ID number. If two (or
more) investments share the same number, only one investment
will appear when called. This option will test for dups.
If a problem is encountered, a window will be activated with
information about the problem and the recommended action to
resolve it.
If a problem is found during the file testing, I recommend you
review the data to see if it can be found and resolved using
the edit option. If possible, you may want to use your backup
files to recover data.
NOTE: In most cases, when a problem is discovered, you'll be
given an opportunity to repair it. If you elect NOT to
fix the problem with the programed fix, editing the
data, or recovering data from your backup files, the
problem WILL be noted EVERY time you run the file tests.
SUGGESTION: Do NOT answer "Y" to "BACKUP DATA" question on
the opening screen until you check the data. The
problem usually isn't serious and may have been caused
by back-up recovery, editing, deleting or tests.
NOTE: The configuration module (MISC opt #9) has a feature
to automatically activate the test every time the
program is started. This is a good feature but it will
cause the program to load slower depending on the speed
of your CPU. See ch 2, sect 2.8.I.m.
NOTE: If you've recovered backup(s), edited data, or deleted
a record, it's a good idea to run the validity tests.
Data from the memory (see glossary) file will (probably)
NOT agree with the records but this is NOT a problem as
it will be fixed when you run the file test routine.
PAGE 68
2.8.D BACK DATA TO A BACKUP DRIVE: (MISC, option #4)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The configuration program (MISC option # 9), has a feature
(option #6) which allows you to select a drive to be used for
your backups.
Although generally a floppy drive should be selected, you may
designate any drive you desire. I recommend using a floppy
drive - OR - a drive with removable media (tape drive ???).
The backup option will transfer the memory (PMMEMORY.MEM) and
the five data files (xxxxxxxx.DBF) to the backup drive you
designated in the configuration routine. Before creating a
backup be SURE the data you will transfer is OK. ie: Run a
file test (MISC option #3) on the data. (See section 2.8.C)
Insert the backup disk into the indicated drive and then press
enter. As with all functions, you will have the chance to
confirm your choice.
The function will test to see if the drive door is closed and
if there is sufficient space available on the diskette to hold
ALL the data files.
NOTE: The backup feature will NOT split files or allow for
changing disks. ie: There must be enough room for ALL
the files to transfer.
WARNING: Check to be SURE you do NOT have a write protect tab
on the floppy diskette. If you do, you will get the
famous DOS "abort, retry, fail" problem message.
You may be able to remove the write protect and
continue using "retry", however, testing has shown
that this is NOT assured 100% of the time. The
results are UNPREDICTABLE !!!!!!!!!
The program will overwrite the previous backups on the disk
with the current files.
SUGGESTION: I recommend you maintain at least two sets of
backups and rotate them each time you backup to a
floppy disk. If you transfer bad data to one set you
will still have the previous set from which you may
recover valid data.
NOTE: You may change the designated backup drive any time
from the configuration program.
PAGE 69
2.8.E DATA FROM OTHER YEARS: (MISC, option #5)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
NOTE: This function will only work if you have saved data
from past years as part of the "Clear files for a new
year" option (MISC menu, opt #6).
The ability to restore data from past years is available for
REGISTERED users only. Why ?? If you've been using
Portfolio Manager long enough to accumulate more than the
current years data, I feel you SHOULD be a "REGISTERED USER".
When you execute the "Clear files for a new year" option in
the MISC menu (opt #6), you will be asked if you would like
to preserve the data for the current year BEFORE the files
are cleared for the new year.
Portfolio Manager has the ability to preserve the current
year's data in special files prior to clearing the data for a
new year. These files may be restored by using MISC opt #5
If restored, the data may be used as if it were the current
data. You may produce reports, enter data, etc. When done,
you may retrieve the current data for the active year.
If you have just registered the program and you have data
files from a previous year you may convert the files for use
with the program by using DOS. From DOS do the following:
1. Change to the disk containing the data you want to access.
ie: the past data files. This should be a floppy or a
different dir from the directory containing PM.
2. Enter the following commands: (xx = year)
COPY PMPURCH.DBF 19xxPUR.DBF
COPY PMBROKER.DBF 19xxBKR.DBF
COPY PMDIV.DBF 19xxDIV.DBF
COPY PMDIVOLD.DBF 19xxOLD.DBF
COPY PMSOLD.DBF 19xxSLD.DBF
COPY PMMEMORY.MEM 19xxMEM.MEM
3. Copy the newly created files to the same directory where
you have installed PM.
WARNING: This procedure will NOT work on data files for ANY
version PRIOR to 4.0. If you have the need to
convert earlier (prior to ver 4.0) data files, you
will HAVE TO CONTACT ME. Each case is unique and
therefore I can NOT distribute a pre-written module
for the conversion.
The program can now load the past year data if you find a need
to do so. You MUST still be a "REGISTERED" user for the program
to load the data files even if they exist in the directory.
PAGE 70
2.8.E DATA FROM OTHER YEARS: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
SPECIAL NOTE: The wording of MISC, option #5 will change
depending on the status of the past data. If the current
year is active, the option will read "Retrieve data from
past year" and will perform that function. If data from
a past year is active, the option will read "Restore data
for current year". ie: The same option (MISC, opt #5) is
use to retrieve AND restore data from different years.
The menu item changes depending on the circumstance.
2.8.E.a RETRIEVE DATA FROM PAST YEAR:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This module will allow you to retrieve data from past years IF
you elected to save the data when you did the EOY clearing for
the year in question.
Your PM directory will contain 5 data files and one memory
(see glossary) file. Each will start with the year in question
and have the extension ".DBF" (5) or ".MEM" (1).
ex. 1991PUR.DBF 1991MEM.MEM
SUGGESTION: I STRONGLY recommend you create a backup of the
CURRENT data to a FLOPPY DISK BEFORE proceeding with
the function. Use MISC, opt #4 to create the backup.
The retrieval function operates as follows:
1. You'll have the option to create backup data files with
the ".HLD" extension (same as during the program start).
See ch 2, section 2.0.D.
2. You will be asked to enter the desired year (ie. 1991).
The function will verify that the files are in the
directory before continuing.
3. The requested year will be loaded into active data work
files IF data files for the requested year are available.
4. A file called "pastyear.mem" is created to tell the
program the data is NOT for the current year. This file
will block certain backup functions to prevent you from
overwriting current data contained in the ".HLD" files.
You may now use the data AS IF it were the data for the
current year. You may change data, generate reports, or
anything else the program normally does.
PAGE 71
2.8.E.b RESTORE DATA FOR CURRENT YEAR:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
When you have completed your work with the past year, you MUST
select the PAST YEAR option (MISC opt #5) again to retrieve
the current year's data.
If you made changes you want to PRESERVE, use MISC option #4
to create a backup (to a floppy disk) of the changes. I
suggest you copy the changes to the disk where you keep the
data for that year. Any changes will also be reflected in the
data files for the selected year that are stored in your PM
directory -IF- you choose the save option during the recovery
process for the current year.
WARNING: DO NOT COPY DATA CHANGES TO THE DISK WHERE YOU'VE
BACKED THE CURRENT DATA. YOU MAY OVERWRITE IT.
ALWAYS BE AWARE OF WHICH FILES BELONG ON WHICH DISKS.
NOTE: You can NOT go from one past year to another. You MUST
FIRST restore the current year. You may then use the
function as before to retrieve another year.
SPECIAL NOTE: If you encounter a situation where the program
is telling you the data is NOT current (ie. past data
active), BUT you're SURE you have CURRENT data loaded,
do the following.
1. Exit the program to DOS
2. Change to the PM directory
3. Erase PASTYEAR.MEM. PM looks for the existence of
this file to determine if the data is from the past.
PAGE 72
2.8.F CLEAR FILES FOR A NEW YEAR: (MISC, option #6)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The year end clearing is straight forward, but you MUST take
the following into consideration before using the procedure.
When used, the function will clear all sales and broker
records. All the income records from the previous year will
be transferred to an income history file (PMDIVOLD.DBF). All
reference to investments that were sold during the previous
year will be removed.
To use the feature, select option #5 from the MISC menu and
press Enter (return). You'll be asked to confirm the selection
twice due to the importance of using this feature with care.
WARNING: Do NOT post any information for a New year until
AFTER you've cleared the previous year. If you've
entered data for the new year, you MUST re-enter the
data AFTER you have run the EOY clearing function.
WARNING: Do NOT use EOY function UNTIL you've posted ALL
transactions for the previous year and you have
produced ALL the reports you need or desire. Do NOT
continue the function if you have not made a backup
to a floppy disk of the data files.
NOTE: I STRONGLY recommend you wait until you've received ALL
your 1099's for the past year and compared them to your
records. If there's a difference you may want to change
your data to conform to the 1099's.
==============================================
The following is available to "REGISTERED" users ONLY. The
module is offered as an incentive to register. Why you ask !!!
I feel if you've used the program long enough to warrant saving
data over the course of several years, you should register.
Portfolio Manager has the ability to preserve the current
year's data in special files PRIOR to clearing the data for a
new year. These files may be restored by using MISC opt # 5.
If restored, the data may be used as if it were the current
data. You may produce reports, enter data, etc. When done,
you may retrieve the current data for the active year.
If you have just registered the program and you have data
files from a previous year you may convert the files for use
with the program by using DOS. From DOS do the following:
1. Change to the disk containing the data you want to access.
ie. the past data files. This should be a floppy or a
different dir from the directory containing PM.
PAGE 73
2.8.F CLEAR FILES FOR A NEW YEAR: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2. Enter the following commands: (xx = year)
COPY PMPURCH.DBF 19xxPUR.DBF
COPY PMBROKER.DBF 19xxBKR.DBF
COPY PMDIV.DBF 19xxDIV.DBF
COPY PMDIVOLD.DBF 19xxOLD.DBF
COPY PMSOLD.DBF 19xxSLD.DBF
COPY PMMEMORY.MEM 19xxMEM.MEM
3. Copy the newly created files to the same directory where
you have installed PM.
WARNING: This procedure will NOT work on data files for ANY
version PRIOR to 4.0. If you have the need to
convert earlier (prior to ver 4.0) data files, you
will HAVE TO CONTACT ME. Each case is unique and
therefore I can NOT distribute a pre-written module
for the conversion.
The program can now load the past year data if you find a need
to do so. You MUST still be a REGISTERED user for the program
to load the data files even if they exist in the directory.
2.8.G RECOVER BACK-UPS: (MISC, option #7)
~~~~~~~~~~~~~~~~~~~~~~~~
MISC, option #4 will allow you to create a backup of your data
files to a disk drive designated by you in the configuration
program; usually a floppy disk drive. See ch 2, sect 2.8.D.
This feature will allow the recovery of the backup data in
several different ways.
NOTE: Generally you should recover backup data ONLY when all
else fails. If you can resolve the problem with file
test, edit, or delete you will probably be better off.
I shall assume you want to recover data because there is a
problem with the active data. If the problem is because you
JUST made a mistake with several entries, then certainly
backup recovery is the correct decision. If, however, you are
initiating the recovery because you suspect a data problem,
you should be sure in your own mind that the backups do not
contain the same or worse problems.
SUGGESTION: Before recovering data from your regular backup
disk, use a different disk to make a temporary backup
of the current data. If there is a problem with your
regular backup files, at least you will still be able
to go back to square one.
PAGE 74
2.8.G.a FROM B/U MADE ON START-UP:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you answered "Y" to the backup question on the opening
screen, you'll have created six data files with the extension
".HLD" in the same directory from which you're running PM.
This option will replace the regular data files with the data
in the ".HLD" files.
The hold (".HLD") files are as follows:
PMPURCH.DBF = PMPURCH.HLD
PMBROKER.DBF = PMBROKER.HLD
PMDIV.DBF = PMDIV.HLD
PMSOLD.DBF = PMSOLD.HLD
PMDIVOLD.DBF = PMDIVOLD.HLD
PMMEMORY.MEM = PMMEMORY.HLD
CAUTION: If you backed your data during the program start and
then discovered the data is corrupt, your ".HLD"
files will contain the same problem.
NOTE: Option #4 in the EXIT menu will perform EXACTLY the
same function as this option. See Ch 2, sect 2.1.D.
2.8.G.b FROM YOUR B/U DATA DISK:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This option will transfer ALL the files from your backup data
disk and replace the active data files in the PM directory
with these B/U files.
If you use a rotating backup system, be sure you're using the
latest and/or safest data for your replacement data. This
routine will replace ALL data files with the backup data.
2.8.G.c SELECT ONE FILE FROM B/U:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you know which file was damaged or has bad data, this
option will allow you to replace a single selected file.
Selecting this option will present a list of all the data
files along with a brief description of the file. Use the
arrow keys or point and click with the mouse to select the
desired file from the backup disk.
Consider when choosing this option that some files interrelate
with other files when compiling data or reports.
If you're not sure, its best to replace ALL the files. This
option is mostly for catastrophic failure of data.
PAGE 75
2.8.H ADD/DELETE/RENAME AN ACCOUNT: (MISC, option #8)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This feature allows you to make certain changes to the account
names you've assigned to maintain a record keeping separation
of your investment portfolio.
You may add or create new names, change existing names, delete
an account or move investments from one account to another.
This feature should be used with a bit of caution !!!!!!
An explanation of how the program searches for report data may
give you some thoughts on how to use the feature and where the
problem might be if data APPEARS to be lost after you've used
this option.
ABOUT THE ACCOUNT NAMES: (how the program searches for data)
~~~~~~~~~~~~~~~~~~~~~~~~
The long name you assigned is ONLY used to make the account
more readable in the report headings, etc. and doesn't really
matter for the following discussion. In other words - the
long name of your account is for YOUR use, NOT the program's.
The short name (2 or 3 letter) is used as an important key in
locating securities when they are searched for as part of an
account group.
The short name YOU assigned (or, in the case of a retirement
account, was assigned by the program) is stored in two
locations. One is in the memory variable file ("pmmemory.mem")
and the other is as a part of the record for each investment.
This applies even if you use only ONE account.
Any time data is requested (usually for reports) and the data
is to be grouped by accounts, the program will search for the
data based on the short account name you've assigned.
First the program will look in the memory file for the name
and use the SHORT NAME it finds in the memory file to search
the data files (".DBF") for the requested account.
NOTE: Here is where a problem can arise. If the short name
has been changed in the memory file, PMMEMORY.MEM, but
NOT in the data files, the program will NOT find the
data for the requested account although the data is
still in the records. The file testing, however, will
find AND correct this problem.
WARNING: If you attempt to change the name through the
configuration program (MISC opt #9, sub #3), the
situation described above WILL probably occur, hence
the warning if you select the option from configure
AFTER the initial use of the configuration program.
ie: After you initially assign your account names use
option #8 in the MISC menu to protect against any
conflict in account names. This option will test for
the account names for validity.
PAGE 76
2.8.H.a CREATE A NEW ACCOUNT: (MISC opt #8, sub #1)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To CREATE a new account, enter the new long and short names.
If the account will be a retirement type account (IRA, 401K,
etc.), the short name will be assigned automatically if the
account is created in the configuration program.
If the new account is created in the MISC program you will see
a message window on the screen on how to assign the short name
in this type of account. (the message reads)
If the new account is to be an
IRA, 401K, etc. type acct, the
short name MUST be in the form
IRx, where x is the next sequ-
encial number of the number of
retirement accounts you have.
ie. IR1, IR2, IR3, etc.
In a retirement type account the short name is used to key
several reports for tax free status. The program will test
the first two letters of the name to determine if the account
should be treated as a retirement account.
2.8.H.b DELETE EXISTING ACCOUNT: (MISC opt #8, sub #2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To DELETE an account, the account MUST be EMPTY.
The program will check all the data files before deleting. If
ANY records are found in the account you'll be notified and the
program will NOT allow you to delete it.
The best time to delete an account is immediately after the
"YEAR END" processing or after you transfer the records from
one account to another (see below).
If you created an account you didn't need, DELETE will remove
it from the records.
2.8.H.c RENAME EXISTING ACCOUNT: (MISC opt #8, sub #3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To RENAME an account select the name to be changed from the
list of existing names and then enter the new name.
This is one of the key areas of protection referred to in the
warning above. If changes are made with the configuration
program rather than with MISC option #8 a problem could occur.
When you rename an account with MISC opt #8, after confirming
your choice, the program will search ALL the data files and
change the name at each occurrence.
PAGE 77
2.8.H.d TRANSFER AN ACCOUNT: (MISC opt #8, sub #4)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Use the TRANSFER option to move ALL records from one EXISTING
account to another EXISTING account.
SUGGESTION: If you need to move one or two securities from
one account to another, I suggest you use the edit
option, MISC opt #1. Be SURE you change all the
records for the designated investment.
A menu of the existing accounts will be shown in a window on
the left. You will be asked to select which account you want
to transfer FROM. After you select the FROM account, the
function will ask you to select the destination (TO) account.
A window on the right will display the FROM and TO accounts
and ask you to confirm the transfer.
Use this function with CAUTION: Once completed, the records
in the sending account WILL be mixed with records in receiving
account. The process can NOT be reversed (except with your
back-ups).
NOTE: The account name of sending acct will NOT be removed,
but the account will be empty. NOW would be a good
time to use the DELETE an account function !!
SUGGESTION: I strongly suggest making a BACKUP of your files
before proceeding. As soon as you complete the changes,
go to the report menu and generate a couple of reports
to the screen. This is where a problem will be evident
if one was created.
PAGE 78
2.8.I CONFIGURE PORTFOLIO MANAGER: (MISC option #9)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The configuration program may be used any time you wish to
change the defaults or the way you use the features of the
program.
NOTICE: The first time the program is started by a NEW user
* OR * a "REGISTERED" user after receiving a new update,
the configuration menu should be activated automatically.
If this is not the case you may call the configuration
menu through MISC opt #9.
The automatic call feature was designed to make it
easier for a NEW user to get started. If you're a
previously registered user, the automatic call of the
configuration program is to activate new features in
the updated version.
You may change ANY or ALL of the user set options to meet
your requirements. You may experiment with different color
combinations or block the printing of empty reports. If
Congress changes the capital gain holding period, this is
where the new period should be entered. You can reset the
automatic numlock feature or change the name you want to
appear on reports. Automatic data testing may be activated
from the configuration menu.
You may exit any individual menu item in the configuration
menu with the ESC key. If you use the ESC key to exit the
main configuration program, and IF you've changed any user
set options, you'll be asked if you want to save the changes.
When you select option G (Exit...) you'll be shown all your
choices and asked to confirm any changes you may have made.
If you answer "N" to the "Save the changes" question, you'll
be shown all the current settings and asked if you want to
EDIT the changes. A "Y" response will return you to the
configuration menu while a "N" response will cause the program
to retain the original user set options and return to the main
program menu.
If you've made any changes, exiting the configuration module
will cause Portfolio Manager to be re-started. This is to
allow the changes you made become effective.
NOTE: If you change your mind on an option, just re-select
the item from the menu and enter your preference.
SPECIAL NOTE: Each item, when selected, will display the
applicable instructions for the selected item. If you
want to explore an item, just select it. You may use
ESC or accept the default response to return to the
configuration menu.
PAGE 79
2.8.I CONFIGURE PORTFOLIO MANAGER: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
NOTE: The automatic call feature WILL remain set UNTIL you
CHANGE AT LEAST ONE ITEM in the configuration menu AND
SAVE the change. I assume all user will change the
name (unless your name really is "I.C. Wealth").
Registered users upgrading from an earlier version
SHOULD use the color selection option as it will reset
the version number on the opening screen. You may re-
select the same color to meet this requirement.
THE FOLLOWING IS AN EXPLANATION OF THE CONFIGURATION MENU ITEMS
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2.8.I.a STEP THRU 2 TO E BELOW: (MISC opt #9, sub #1)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you're a new user, you may find it easier to use menu
option #1 "Step thru 2 to E below" (all the options). If you
select option #1, the configuration program will execute each
menu option in sequence with the exception of the last item
(Clear all data files).
As each user defined option is called, the instructions for
that feature will appear on the screen. In each case a
default response will be indicated. The default response is
highlighted. If you press enter or click with the mouse, the
program will accept the indicated default response.
2.8.I.b COLOR SELECTION MENU: (MISC opt #9, sub #2)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The program may be use with ANY monitor. If you have a color
monitor, you may choose from eight color patterns. A black &
white or monochrome monitor will allow you two options, black
on white OR white on black (I prefer white on black).
After you select a color from the color menu, a demonstration
screen will be activated to ask if the colors are OK.
A "NO" response will return you to the color menu. With some
computers, it has been reported that the colors are reversed
upon a return to the menu. If this occurs, select another
color and you'll find that the problem has been corrected.
TIP: If you're using a mouse to select a color combination,
put the cursor on the desired option in the COLOR MENU,
NOT on the small color sample window on the screen.
NOTE: All users should use this option EVEN if you want to
maintain the existing colors. The reason is that the
feature will reset the opening screen presentation. If
you're newly registered, the registration solicitation
will be removed. If you were already registered, the
version number on the opening screen will be updated.
PAGE 80
2.8.I.c DEFINED YOUR ACCOUNTS: (MISC opt #9, sub #3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This option is for NEW USERS to establish the accounts you may
want to use to separate your portfolio into logical sub-
divisions.
Do not confuse the concept of separate accounts with separate
portfolios. The idea is to take your regular investment
portfolio and separate them into logical divisions for record
keeping purposes ONLY. This does NOT suggest the necessity of
separate brokers, funds, etc.
I am also NOT suggested that investments in mutual funds be
separated by the mutual fund "families" (unless it happens to
coincide with some other division you want to make).
ex. You own several funds in the Franklin group and several
funds in the Oppenheimer group. I am NOT implying that
you should put each group in a separate account.
NOTE: Do NOT confuse separate accounts with separate portfolios.
Portfolio Manager has the ability to manage an unlimited number
of investment portfolios for those having the need (brokers,
advisors, counselors, etc.). This module sold separately and
is available to REGISTERED USERS ONLY for an additional $50.00.
The MPM module is NOT required for the normal use of the program
by individuals. It may be a useful feature for those who
maintain portfolios for others. See chapter 2, section 2.1.G.
If you've been using the program and have investments entered
into some of the accounts you've already established, I suggest
you do NOT use this function. When you first select the option,
a warning window will appear if you've already established accts.
WARNING: To change or delete YOUR established accounts, I
STRONGLY suggest using MISC opt #8. It WILL protect
against problems in locating YOUR investments in the
account records. See Ch 2, sect 2.8.H.b & 2.8.H.c
Portfolio Manager can handle from 1 to 5 accounts in a single
portfolio. It was designed to track investments designated
for a SPECIAL purpose from within your portfolio.
You may want to separate an IRA from your other investments.
Investments for the education of your children may deserve a
separate account. You may want to maintain a separate records
for your spouse (a separate IRA ??). How about an account for
investments thru or for your business or employer.
When you first select the option, you'll be asked how many
accounts you wish to establish. You may enter a number from
1 to 5. You MUST have at least 1 account.
PAGE 81
2.8.I.c DEFINED YOUR ACCOUNTS: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
After you respond to the number of accounts you would like to
establish, you will be asked if ANY of the accounts will be a
retirement type account such as an IRA, 401K, etc.
If you respond "Y"es to the question, the next step, which
will ask you to name the accounts, will also ask if the
account will be a tax deferred account. If the account is to
be a retirement account, answer "Y"es.
NOTE: Each account you establish will have two names, a short
name (3 letters max) and a long name (14 ltrs max).
See Ch 2, sect 2.8.H (Add/Delete/Rename an acct) for a
explanation of account names and how they are used.
If the account is a retirement type, the short name will be
assigned by the program. If it isn't a retirement type, you'll
be asked to supply a short name (3 letter max). The next step
will ask you for the long (14 letter) name for your account.
WARNING: Each account MUST have a name EVEN IF YOU HAVE ONLY
ONE ACCOUNT.
Default names for both names (long and short) are shown on the
screen. If you want to accept the default name, press enter.
The program will repeat the above steps to name an account for
the number of accounts you indicated you wished to establish
when asked how many accounts.
2.8.I.d ENTER/CHANGE USER NAME: (MISC opt #9, sub #4)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Enter a name as you would like it to appear in the main menu
and on reports the program will generate. Limit is 25 chars.
ex. I. C. Wealth
ex. John and Mary Smith
2.8.I.e SET A DEFAULT RESPONSE: (MISC opt #9, sub #5)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The program uses default answers throughout the package.
This is shown by the highlighted option when a response is
required. The default is selected by pressing "ENTER"
(return) or by entering 1st letter of the option. If you're
using a mouse, you may point and click on the default.
One of the default options should be set by you, the user.
When you enter income to the records through the INCOME option
in the main menu, you'll be asked if the income is to be re-
invested. This is a Yes/No question and you should set the
default response (ie, Yes or No) with this option.
You, of course, must determine which response is most applicable.
PAGE 82
2.8.I.f ASSIGN A BACKUP DRIVE: (MISC opt #9, sub #6)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The program has a feature which will allow you to backup (or
recover) the data files to (from) ANOTHER disk drive.
If you done any reading in this manual, you'll know by now
that I'm a strong advocate of frequent backups. In this
procedure you may select the drive which will be used for the
BACKUP files. (I suggest using a FLOPPY disk drive).
See Chapter 2, sections 2.8.D and 2.8.G
2.8.I.g NUMLOCK ON/OFF- NUMERIC: (MISC opt #9, sub #7)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This feature is MOSTLY for those who do NOT have a 101 key
keyboard. This would apply to some older keyboards and to
most portable computers.
Portfolio Manager uses numeric and arrow input extensively.
This feature was designed to switch between numbers and arrows
automatically on the numeric keypad when appropriate.
ie. switch NUMLOCK on & off automatically
2.8.I.h SET MOUSE SENSITIVITY: (MISC opt #9, sub #8)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you use a mouse, you may use this feature to set the
sensitivity of your mouse controller to any speed from very
slow to very fast.
A window on the screen will display numbers from 1 to 10.
1 is the slowest setting while 10 is the fastest. The default
number will be highlighted.
Feel free to experiment with the different settings. Use the
arrow keys (or your mouse) to select the desired setting.
2.8.I.i PRINTER SELECTION: (MISC opt #9, sub #9)
~~~~~~~~~~~~~~~~~~~~~~~~~~~
This is a new feature with this release of Portfolio Manager.
Laser printers do not allow the same number of lines per page
as do standard (non laser) printers. As a result the
pagination of some reports may not be correct if this feature
is not set to ON.
If you're using a laser printer, respond "Y"es to the question
that asks if you are using a laser printer.
If you use a laser printer and set the feature at NO, you'll
find the reports may eject blank pages or continue the report
on the next page without proper headings.
TIP: If you're having a problem with the pagination of your
reports, and you aren't using a laser printer you might
try setting this feature to "ON" (YES) anyway to see if
that will correct the problem.
PAGE 83
2.8.I.j DEFINE REPORT CONTENTS: (MISC opt #9, sub #A)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This feature will determine if a report should be displayed or
printed depending on the contents of the report.
You may set the option to show ONLY those reports that have
data (information) to display/print.
The feature will ask if you want to display/print a report
even if it will be empty. If you respond "Y"es, a requested
report will be shown even if it does not contain any useful
information.
For example:
If you have entered a number of investments, but haven't sold
any of them yet - if you answer "NO", the "SOLD" report will
NOT display or print.
In other words; do NOT produce a report if there's nothing to
report.
2.8.I.k SET CAP GAINS PERIOD: (MISC opt #9, sub #B)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Periodically Congress, in its infinite wisdom, changes the
holding period for LONG TERM capital gains.
This feature allows you to set the current period. Be sure to
enter the time period in DAYS, not months or years.
The holding period you enter will be used primarily to
separate the sales report and tax reporting forms into long
and short term gains/losses.
Like ALL configuration features, this variable may always be
changed by selecting CONFIGURE from the MISC menu.
2.8.I.l SET THE BROWSE COMMAND: (MISC opt #9, sub #C)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
FOXPRO'S(tm) BROWSE COMMAND:
If you do not already know what "BROWSE" is, you should NOT
activate this feature.
The "BROWSE" command will allow direct access to the raw data
files. This means that, when chosen, the selected database
will appear on the screen as raw data. There will be no
protection for any changes you may make. The results of any
changes are unpredictable. It could range from loosing
records (don't appear where they should) to making the program
crash due to a conflict in data types.
PAGE 84
2.8.I.l SET THE BROWSE COMMAND: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you elect to activate the BROWSE command, be sure you have
a backup before you use it and test all the reports thoroughly
before continuing. If activated, the browse command will be
option #4 under MISC menu, option #1 (edit).
Unless you are comfortable using the BROWSE command in a dBASE
or FOXPRO environment, answer "N" when asked if you want to
activate it.
WARNING: If the browse feature is used improperly, it MAY
render your data files UNUSABLE.
2.8.I.m AUTOMATIC DATA TESTING: (MISC opt #9, sub #D)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The program has a module to test the data files. It may be
set to run the test automatically. When the tests are run
will depend on which option you chose for the activation of the
feature. The four available options are:
1 - Run tests on program start ** AND ** on exit
2 - Activate auto tests on program START only
3 - Activate auto tests on program EXIT only
4 - Do NOT activate ANY automatic file tests
When the test is activated, either through one of the automatic
options listed above - OR - selection from the MISC menu,
option #3, it will take 3 to 20 seconds to complete depending
on the CPU (Central Processor Unit - 8088, 286, 386, 486, etc.)
in your computer.
SUGGESTION: I recommend you activate the automatic test on
the program start. The tests are executed BEFORE you
are asked if you want to backup the data files to hold
files (".HLD") on the opening screen. If there is a
residual problem from the last time you used PM, the
problem will be reported prior to contaminating the
backup files. This will allow you to trace the problem
or recover the backups.
I recommend you review Chapter 2, section 2.8.C for a complete
explanation on file testing and Ch 2, section 2.8.G for infor-
mation on recovering backup files.
PAGE 85
2.8.I.n SET EXTRA HELP SCREENS: (MISC opt #9, sub #E)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
I feel most of the program is intuitive, however, there are
some areas that does require some additional information or an
explanation.
At these features a help screen or a suggestion to see a help
screen (use F1) may appear. As you become familiar with the
program, you may find these screens annoying.
This feature will allow you to activate or deactivate the
automatic pop-up help feature. If you respond NO to the "Allow
auto help screens & suggestions to appear", these help tips
and suggestions will NOT appear.
SUGGESTION: Leave the auto help feature active until you are
familiar with the program. Most of the tips and help
screens are in the seldom used areas of the program.
Normal help will still be available with the F1 key REGARDLESS
of the setting of this option.
2.8.I.o CLEAR ALL DATA FILES: (MISC opt #9, sub #F)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
WARNING: Use of this option will remove ALL data from the
data files. It will re-set all the memory variables.
The files will appear the same as the first time you
started the program. You will have to re-enter your
name, accounts, color settings, etc.
The option was included to allow you to remove practice
(test) data or start your records again if you're not
satisfied with the initial way you started your records.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
| WARNING WARNING WARNING WARNING |
| |
| DO NOT USE THIS OPTION UNLESS YOU WANT TO REMOVE |
| ALL DATA YOU HAVE ENTERED AND RESET ALL VARIABLES |
| TO THE WAY THEY WERE ON THE DISTRIBUTION DISK. |
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The "Clear... " feature is useful under certain circumstances.
For instance you may have entered some practice data to get a
feel for the program when you first received it. You may have
started to set up accounts and enter data then decided to do
things differently. Perhaps you entered some investments and
then discovered that you entered then wrong.
As usual, before you use this feature, I suggest you make a
backup of the data files just in case you change your mind.
WARNING: Do NOT confuse "Clear the data files" with "Clear
files for a New Year" (MISC opt #6). The "Clear..."
feature changes only selected files necessary to begin
a new record keeping year.
PAGE 86
2.8.I.o CLEAR ALL DATA FILES: - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Once you clear the data files, you will have to enter all the
basics such as your name, the acct names you wish to use, the
color settings, etc. The data files will be completely empty.
2.8.J CHANGE NAME OF AN INVESTMENT: (MISC, option #A)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This function may be called from either the EDIT sub-menu OR
from the MISC menu, Option A. Either way, the program performs
the identical function. The original name change routine was
in the edit option, but users were having trouble finding it
so I moved it to the MISC menu but saw no reason to delete it
from the edit menu.
Option #3 of the EDIT menu OR MISC opt "A" will assure that the
name is changed properly in all the files.
Several items appear in all the data files. The name of an
investment is one of them. If a company changes its name or
is merged into another company you will want to reflect that
change in the data files. You could go through all the files
and change the name manually at each occurrence, but that
could be tedious if you've had the investment for a while and
have created multiple entries for it.
This routine was designed to find each occurrence the old name
and replace it with the new. It will go through all the data
files (5) and update the indexes as well.
If you made a mistake, do the routine again and make the
correction. ie. You need only change the name again (back to
the original ???).
NOTE: If you've entered a security name but are having a
problem distinguishing it from other investments with a
similar name, you might consider using this routine to
change the name to a more unique or meaningful name for
your own use.
PAGE 87
2.9 B O N U S M E N U
~~~~~~~~~~~~~~~~~~~~
G E N E R A L I N F O R M A T I O N
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The bonus programs are offered as an incentive to register.
The unregistered version does not include the bonus programs,
however, the absence of the bonus modules does NOT limit or
restrict the program in the performance of its primary
functions.
In option # 3 (financial calculations) and option # 4 (loan
computations), after you make the initial entries for the
desired function, you may redo the calculation using YOUR
entries as the default variables in the next calculation. You
may then vary one (or more) of the variables to determine the
effect on the overall situation.
For example:
You borrow $10,000 at 10% for 10 years. How much is the
monthly payment ?? After the program calculates the result
($132.15), it will ask if you want to redo the problem and
change one (or more) of the variables. If you respond "Y"es,
the program will accept the original numbers as the starting
default and you only have to change the desired variable.
Maybe check the payment if it were a 5 year loan ($212.47).
2.9.A CALCULATOR PROGRAM: (BONUS, option # 1)
~~~~~~~~~~~~~~~~~~~~~~~~~~
The CALCULATOR functions as a normal basic calculator. It may
be ACTIVATED from within ANY Portfolio Manager operation.
The calculator may be activated by selecting option # 1 from
the BONUS menu - OR - pressing the "F2" key on the function
key pad.
If the calculator is called while the program is awaiting
numeric input, the results of the calculators will be returned
to the calling program. You will have the option to accept or
change the number in the input field.
For example:
You're entering a dividend and the program is waiting for you
to enter the amount of the dividend. Your dividend statement
contains three entries for the dividend (reg div, long term
capital gain, and a short term capital gain). To combine them
for the "Amount of dividend" entry, use the "F2" key to
activate the calculator and add the three amounts. When you
exit the calculator, you will be returned to the same place in
the program where you were when you pressed the "F2" key. The
result of the calculator computation will appear in the input
window. If you want to accept the number, press Enter (return).
PAGE 88
2.9.B CALENDAR PROGRAM: (BONUS, option # 2)
~~~~~~~~~~~~~~~~~~~~~~~~
The CALENDAR displays a month at a time. You may project
forward or backward in months or years.
I find the program helpful in checking on the expiration dates
of options and/or commodities. You may want to determine if
an expected payment date will fall on a weekend this month.
This program won't revolutionize the computer world, but, if
you need a date/day in the past or future, it will save you
from searching paper calendars.
2.9.C FINANCIAL CALCULATIONS: (BONUS, option # 3)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This module is a collection of fourteen assorted financial
calculations that MAY aid you in making investment decisions.
The function will calculate the following.
Present value of a bond
Yield to maturity of a bond
Net present value of investment cash flows
Interest earned between two dates
Internal rate of return on cash flow
Future value of one time investment
Future value of reg deposit (annuity)
Reg dep req'd for desired future value
Withdrawal for future value of $0.00
Single inv now for definite future value
Nominal interest earned on investment
Minimum investment required for income
Net cost of discounted notes/paper
Present value of a future amount
2.9.D LOAN COMPUTATIONS: (BONUS, option # 4)
~~~~~~~~~~~~~~~~~~~~~~~~~
This module is very helpful in evaluating loans. If you're
considering borrowing money, you might want to use this module
to compare all the possible variables such as term, interest
rate, and repayment options.
The following loan computations are available:
Amount of regular loan payment
Find the principal amount on a loan
Principal on loan after 'x' paym'ts
Interest rate paid on a loan
Time required to repay a loan
Amount of balloon payment on a loan
Amortization schedule (print/screen)
There are four basic parts to a loan computation (principal,
rate, term, and payment amount). In most of the above, if you
provide 3 variables, the fourth will be calculated for you.
You may then vary one (or more) of the 3 variables using your
input as the starting defaults to determine the effect on the
computations. See the example under 2.9 (general information).
PAGE 89
CHAPTER 3: - THE OTHER STUFF
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3.A L E G A L C O N S I D E R A T I O N S
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Definitions:
PM and Portfolio Manager shall be used interchangeably
SSI and Shane Software shall be used interchangeably
3.A.a DISCLAIMER - AGREEMENT
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Users of the Portfolio Manager must accept this disclaimer of
warranty: "Portfolio Manager is supplied as is. The author
disclaims all warranties, expressed or implied, including,
without limitation, the warranties of merchantability and of
fitness for any purpose. The author assumes no liability for
damages, direct or consequential, which may result from the
use of Portfolio Manager."
Portfolio Manager is a copyrighted program protected by both
U.S. and international copyright law. If you obtained the
program from a shareware disk vendor, an on-line computer
service or bulletin board, a friend or colleague, or other
similar sources, you have an UNREGISTERED version of PM.
A REGISTERED version of Portfolio Manager is a copy which was
purchased directly from Shane Software International OR an
authorized representative of SSI. It is evidenced by a disk
with a label bearing a serial number and the word "registered".
3.A.b LIMITED WARRANTY:
~~~~~~~~~~~~~~~~~~~~~~~~
Shane Software International warrants to owner of a registered
copy of Portfolio Manager that the software will operate in
accordance with the description given in the documentation,
and that the disk(s) will be free of physical defects which
might interfere with normal use. For a period of 90 days from
the date of your purchase of Portfolio Manager, SSI will,
subject to the restrictions above and below, repair or
replace any defective item, or refund the purchase price of
any diskette and/or any other parts or components of Portfolio
Manager found to be defective, IF such defect is the fault of
SSI and not the result of misuse or abuse. Such a refund,
repair, or replacement shall be your sole remedy for any
defects, program error(s), or documentation error(s). In no
event shall Shane Software International be responsible for
any other costs or damages whatsoever due to errors in usage
or your failure to read, understand, or follow instructions in
the documentation.
SHANE SOFTWARE INTERNATIONAL MAKES NO OTHER WARRANTIES, EXPRESSED
OR IMPLIED, INCLUDING WITHOUT LIMITATION THE WARRANTIES OF
MERCHANTABILITY AND OF FITNESS FOR A PARTICULAR PURPOSE. SHANE
SOFTWARE INTERNATIONAL WARRANTY IS EXPRESSLY LIMITED TO THE COST
OF REPLACEMENT OF ANY DEFECTIVE DISK(S).
PAGE 90
3.B L I C E N S E A G R E E M E N T
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Copyright laws apply to both Shareware and commercial software,
and the copyright holder retains all rights, with a few
specific exceptions as stated below. Shareware authors are
accomplished programmers, just like commercial authors, and
the programs are of comparable quality. (In both cases, there
are good programs and bad ones!) The main difference is in
the method of distribution. The author specifically grants
the right to copy and distribute the software, either to all
and sundry or to a specific group.
Shareware is a distribution method, not a type of software.
You should find software that suits your needs and pocketbook,
whether it's commercial or Shareware. The Shareware system
makes fitting your needs easier, because you can try before
you buy. And, because the overhead is low, prices are low.
It's only through your honest support that this and other
shareware programs can be offered at low costs.
PM, Version 4.3 and above, will usually be distributed on
three 5.25 diskettes. Disk 2 and disk 3 are identical for the
registered and evaluation copies of PM. The label on disk 1
provides the distinction between a registered copy and the
evaluation copy.
Unregistered "evaluation" copies of PM are distributed to
allow you to try the program before you pay for it. The
unregistered shareware version of the program may be used free
of charge for an evaluation period of up to 30 days. If you
decide you like PM and want to continue using it beyond the 30
day trial period, you should purchase a registered copy from
SSI or an authorized representative. Continued use of the
program beyond the trial period will not result in any
"hostile" action or limit program or data access. Like most
shareware programs, it is up to the individual user to
determine if the program provides enough value to warrant
continued use and hence a formal registration.
A registered copy of PM will be registered in the name of the
person who purchased it. Your registered copy of PM may be
used on up to two separate computers, provided you are the
only person who uses it on both machines. This allows you to
install PM on a home computer and on a PC at work. The
REGISTERED copy of PM is not copy protected, and you may make
as many backup copies as you deem necessary as long as they
are not distributed or resold in any form.
PAGE 91
3.B LICENSE AGREEMENT - (continued)
3.B.a DISTRIBUTION RESTRICTIONS
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You may copy and distribute an UNREGISTERED shareware version
of PM only. The distribution disks may be passed to other
users provided you do NOT release the registration disk to ANY
other person. Regardless of the type media on which the
program was distributed (see 2 above), you may not give,
transfer, or otherwise allow another person to have, copy,
use, or obtain in any other way a copy of a disk with a label
bearing a serial number and/or the word "registered".
If you distribute the shareware "evaluation" copy of PM, the
program must be distributed in its entirety, including all
modules and documentation. Due to the size of Portfolio
Manager, the evaluation copy MUST be distributed on it's own
media and may NOT be combined with any other software without
the express written consent of the author. An exception to
the above is the addition of ".DOC" file(s) by a vendor or
distributor to explain or expand on information about the
program or it's distribution. The price charged for an
evaluation copy of PM should not exceed an amount which covers
the reasonable costs of distribution.
You are encouraged to pass a copy of Portfolio Manager along
to your friends for evaluation. Please encourage them to
register their copy if they find the program useful. All
registered users will receive a copy of the latest version of
the Portfolio Manager system plus the Bonus programs. See
chapter 1, section D.
Commercial users of Portfolio Manager must register and pay
for their copies of Portfolio Manager within 30 days of first
use or their license is withdrawn. Site-License arrangements
may be made by contacting Shane Software Int'l.
3.B.b VENDOR DISTRIBUTION AUTHORIZATION
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Authorization to distribute Portfolio Manager and charge a
reasonable distribution fee is granted, however, this fee may
not exceed the reasonable cost of per disk distribution
(suggest $6.00 or less per disk). If you're distributing
Portfolio Manager as a commercial vendor, PLEASE notify Shane
Software Int'l so you can be kept up-to-date with the latest
version of Portfolio Manager.
--==> NOTE <==--
FOR THE FULL REGISTRATION AND WARRANTY INFORMATION SEE THE
FILE PM-LICEN.DOC. TO PRINT THIS FILE SELECT OPTION # 4 IN
PM-PRINT.COM or TYPE "COPY PM-INSTL.DOC PRN" AT DOS PROMPT
PAGE 92
Portfolio Manager - Order Form
Return to: Steve Hane
Shane Software International
107 17th Court
Sequim, WA 98382
Name __________________________________________________
Address __________________________________________________
__________________________________________________
Diskette size: (Hi capacity disks used if wanted AND needed.)
__ 5.25" 360KB __ 5.25" 1.2MB __ 3.5" 720KB __3.5" 1.44MB
Please tell me which version of PM you're using. Ver # __.__
What was YOUR source of PM __________________________________
CompuServe ID (if applicable): ______________________________
Please include any comments or suggestions for enhancements
on a separate sheet of paper.
Thank you for registering your copy of PM. You'll be notified
of future upgrades. Upgrades will contain fixes and new
features, many of which you simply can't live without.
Quantity Price
Registration Fee ($49.00 each) _____ ______
Sales tax (Washington State only, 7.8% of total) ______
Shipping charges, per copy: ______
N/C US standard, $3.00 Canada, $5.00 others
Total enclosed: ______
Payment method: ___ Check ___ Mastercard ___ Visa
Card # ____________________________ Exp Date: ____/____
Signature______________________________________________
For credit card payment (M/C or VISA), use our TOLL FREE order
number 1-800-742-6303 (1-800 SHANE 03) (ORDERS ONLY PLEASE).
Upon receipt of this paid invoice, a copy of the BONUS programs,
all revisions, and all updates since release will be sent. You
will be notified of future upgrades.
THANK YOU FOR REGISTERING
PS. Even if you do not use this form PLEASE answer the questions
such as version number, program source, type media, etc.
NOTE - If you have NOT printed this manual, you may find it
easier to print the form PM-INVOI (use PM-PRINT.COM)
PAGE 93
3.D I N C A S E O F T R O U B L E
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3.D.a ERROR FILES
~~~~~~~~~~~~~~~~~~
If, during the execution of the program, a technical problem
(bug ????) is encountered an error screen will be activated
with the following message:
The file,"xxxxxxxx.ERR", was created containing the
information I NEED to trace the problem. Please send
me a copy of the error file. I need the ACTUAL file,
NOT a copy of this notice with the file name. You may
send the file(s) on disk or as a printout(s). Without
the actual error file, I can ONLY make an educated guess
NOTE: xxxxxxxx.ERR is a randomly assigned filename for
the error file
This error file will be written to the same directory in which
PM is located. Please do NOT send me a copy of the screen or
just the name of the error file (xxxxxxxx.ERR) as it has NO
value to me in resolving the problem. It is the actual file
that is created that has the information that I will need to
attempt to trace the problem.
If you re-tried the SAME routine several times and the same
error re-occurred, a new error file will be created each time
the error occurs. Each of these error files will have a
DIFFERENT name but will contain the SAME information.
If this is the case, you need only send the file with the
latest time and date stamp. If you're uncertain, by all means,
send all the error files. It doesn't matter whether you send
the error file(s) on a disk or as a print out. Do whichever
is easiest for you.
NOTE: To send all the error files on a diskette enter the
following command from the DOS prompt in the PM directory:
ex. C:\PM>COPY *.ERR A: (assuming diskette is in Drive A:)
If you have ".ERR" files on your disk and you feel the problem
has been resolved to your satisfaction, or you don't feel a
need to send the files to me, you may erase the ".ERR" files.
3.D.b ABNORMAL PROGRAM TERMINATION:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If a program was terminated in ANY way other than the EXIT menu
and the TERMINATION option (opt 1), the next time you start
PM a help screen will activate automatically.
NOTE: See Chapter 2, section 2.1.A for additional information.
PAGE 94
3.D.b ABNORMAL PROGRAM TERMINATION - (continued)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The purpose of the help screen is to advise you that the last
time you used PM, you may have had a problem and you should
run the file tests to determine if any files or data records
were damaged because of the irregular program termination.
To leave the help screen, press the ESC key. The next screen
will ask you if you want to test the files. I suggest you
respond Y(es) to the question. If the file tests report any
problems, you may want to review the data to see if the
problem can be found and resolved via the edit option. If
possible, you may want to use your backup files.
NOTE: See Chapter 2, section 2.8.C (file testing) for more
information on the file tests. File testing may also
be activated anytime you wish using MISC option # 3.
In some cases you'll know why the program was terminated
abnormally the last time it was used. For example, little
Bobbie pulled the plug.
SUGGESTION: Do NOT answer "Y" to "BACKUP DATA" question on the
opening screen UNTIL you check the data to be sure
it is complete and accurate.
PAGE 95
3.D.c TECHNICAL ASSISTANCE:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If you've encountered a problem with the program or need
technical assistance please contact:
Steve Hane
Shane Software Int'l
107 17th Court
Sequim, WA 98382
Technical Support line (206) 681-2402
***** N O T I C E *****
PRIOR TO CONTACTING ME FOR ASSISTANCE, PLEASE RUN THE FILE
TESTS AVAILABLE IN THE "MISC" MENU, OPTION # 3. THIS TEST WILL
RESOLVE MANY OF THE PROBLEMS THAT ARE RELATED TO DATA FILES.
Technical assistance is NOT restricted only to registered
users. I feel if there is a problem, I want to know about it
and make every effort to correct it whether it's a programing
bug or confusion over how to do something. If I feel you're
asking questions that should only be answered for a registered
user, I'll say so.
As of the preparation of this manual, Shane Software is not
large enough to support a full time office. If you attempt to
contact me by phone and don't get an answer, PLEASE try again.
I will accept calls at any REASONABLE hour (9am to 9pm Pacific
time) seven days a week. Generally early evening is best.
Perhaps by the time you read this, (and with your support),
I'll have full time coverage.
If the program fails due to a programing OR data error, a
special error screen will be activated (see above). The error
screen will offer you the option to cancel, ignore, retry, or
try the main menu.
Cancel - Terminate the program
Ignore - Return to next programing command line
Retry - Return and retry same program command
Try main menu - Return to the top (main) menu
Of course it's impossible to say which choice is best as it
depends on the circumstances at the time of the failure. The
safest is generally to CANCEL until the problem is resolved.
Do NOT attempt more then one "retry" or "ignore" for an error.
Even if all seems ok after the "retry" or "ignore", PLEASE
check your data closely before proceeding. The best way to
check your data is through the report menu. Generate a report
for the area that is under suspicion. I also recommend
running the file tests from the "MISC" menu, option # 3.
PAGE 96
3.E H I S T O R Y O F P O R T F O L I O M A N A G E R
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
---- April 1985 - version 1.0
First release. Released as a .WKS to be used with Lotus 123.
---- June 1985 - version 1.1
Bug fixes. Allowed 0 in shares cell, caused divide by zero
error. Sales report did not separate long/short term sales.
---- June 1987 - version 1.2
Fixed minor reported bugs. Added method to separate IRA
income from regular income.
---- March 1989 - version 2.0
Complete rewrite of PM. Converted to Foxbase+. Used the
Foxbase runtime compiler to release a stand alone product.
---- April 1990 - version 2.1
Changed version number to reflect correction of numerous bugs.
Added file testing, multiple accounts, and IRA separation.
---- October 1990 - version 2.2
Added ability to produce ROI reports
Added expanded and improved yield (est & actual)
---- January 1991 - version 3.0
Complete re-write. Converted to Foxpro to take advantage of
the many new features.
Test if ALL data files exist before doing Getsummary
Moved dimension dbf_file from PROC to START - now permanent
Change year shown in help for "clear for new year"
Re-write Getdate proc to function. Changed getdate in all prgs
If year entered differs from records year, the entry is no
longer blocked - it IS challenged to verify if correct
Dropped warnings about dates that are no longer required
Total gain or loss on sales moved 1 col to right to line up
If data entry for a PARTIAL sale is edited after entering, the
data display numbers are wrong - actual data is correct.
Fixed display. Change - if stock has only ONE record in
purchase record AND a partial sale is made the "select which
shrs to sell" screen is bypassed.
Test amount of DOS memory left before calling DOS ERASE to remove
all WORK (TEMPxxxx.xxx) files. Error occurs if insufficient
On ROI report show time held in years instead of days
Don't allow a name of less than 3 char for a stock name
Improved screen presentation of an account transfer (opt4)
On restart removed ! ERASE TEMP*.*. Added test to see if
TEMP.MEM exists - if not create it
On sale of bond, comm inaccurate. Added ncomm/10 to prg.
Restricted use of "PM" or "TEMP" as name on disk report file
Created capability for reports to be sent to a disk file. "fcnt"
new variable for line counting.
PAGE 97
---- March 1991 - version 3.1
Reference to sample data dropped for users upgrading to V3.1
Clarify language of on screen instructions for some features
Clarified color language. Added block against SAME color
Added section to suggest how to enter data to start records
Record count in heading wrong if "edit more - same stk"- fixed
Changed % G/L to G/L per share in "value report"
Clarified instructions on how to modify "CONFIG.SYS" to 40
Minor language changes to clarify
Clarified procedure on exiting PM after use
Correct typing errors
Purchase report "TOT COST" was wrong due to comm. Corrected.
Blocked duplicate entry of "short" account name
Trim menu selection number from display - created bstring var
Dropped "WRONG VERSION OF PM" message on initial upgrade
Modified printing of amortization schedule. added loan info
---- July 1991 - version 3.2
Added registration screen to exit menu.
ERROR in broker acct review. Changed FOR i=1 to mmACCTNO to DO
WHILE i <= mmACCTNO. Error appeared to be intermittent.
Added "ORDINARY INCOME" column to 1099 report.
(Ckbkramt) added routine NOT to multiply by 10 if interest
payment on bond. Added ESC test while waiting for bkr amt.
"1099" report now extracts IRA income and reports it separately
Intr on bond sale not cleared before "short term" rept - fixed
Sold report extracts IRA info to a separate report added to
the end of the regular report.
Added capability of multiple IRA accounts. Acct name set by
program to allow separation in repts.
(Getname) Display default on a acct name change.
Before getting account names ask if any will be IRA's
If acct is IRA and $0.00 is entered for TF amt, challenge
---- November 1991 - version 3.3
(Ckprton) add col to center screen display for "writing" file
On 1099 repts correct totals at end of the report
Added acctnameS(6) & acctnameL(6) = ' '
Error if ESC entered at "COST": added IF done; exit
Compressed purch report total cost inaccurate due comm fixed by
totaling comm then divide by tot shrs; replace comm in temp
(Getdate) Intermittent error if illegal date entered. Broke
dates tomonth, day, year; test each individually.
Acct summary went to new page - added PROW() test to check page
(Getrecd) - error, more then 60 securities went off scr; fixed
---- March 1992 - version 3.4
Added color change name to first screen on startup
Added color change to closing phrase IF NOT registered
Removed TIMEOUT 30 from options in EXIT menu
Changed cost of program to $45.00: source to $26.00
Added "restore from pmmemory" to "recover hld" routine. Also
added "return to pmstart" to active recovered "hld" files
PAGE 98
---- March 1992 - version 3.4 - (continued)
Added 800 number to program for registration
On goodby screen dropped color change to B & W (left set color)
(Ckprtoff) ERROR if all repts added to existing disk file
rept. Added !all_file to proc (stops write loop until
rept is done)
(Getinc) ERROR: had EXIT but not in loop - changed to RETURN
If purchase opt 2 selected, stk selected then "NO" to correct
stk then another (or same) stk selected the "AVG COST" is
inaccurate. Corrected by moving set values to 0 inside
loop. NO harm to perm data.
If "return to select", redo not reset to .F. causes exit
from subsequent entry before posting. Put "redo=.F."
inside the loop.
Added comma to "is it tax deferred" Y/N question (line 287)
Error produced if div added to sold stock. Test for 0 in
avg (cost) and tshrs. Block divide if 0. Caused divide
by 0 error.
Added bkramt1 > 0 to test if amount was entered to be posted
to the broker records. Before if "YES" then 0 entered
full amt posted.
When covering short pos bkr slip needs to subtract comm.
Added 'on key F2 do nocalc" to disable calc in bonus programs.
It caused the prg to lockup if calc called from other
bonus programs.
Added "TYPE WITH ntype" to sold DBF if purchase short pos.
When short position fully sold it did not clear the SHRS
field. Added "REPLACE SHRS WITH 0, TYPE WITH ' '".
Cost to val rept (opt 8/opt 5) did not pause on full scr-fixed.
---- September 1992 - version 4.0
Portfolio manager completely re-written to incorporate
suggestions from registered users. Released to Beta test
sites. See the file "PM-FEATU.DOC" on disk # 1 of
distribution disks for an expanded listing of all the changes
made to PM during the current upgrade. Version 4.0 was not
released to distributors due to many suggested changes.
---- October 1992 - version 4.1
The following changes made due to input from Beta test sites.
Create a "HLD" after conversion to 4.x- if not done and "HLD"
is recalled, data mis-match error will occur.
When accts selected, the report did NOT show any sold stk
from the acct. Added loop thru sold recds to add to array.
Changed _plineno var to 58 from 60 lines (prt page length)
New feature - Print a report that was originally sent to disk.
Replace menu numlock feature with a mouse sensitivity
speed control feature. Added new variable mmMOUSE default 5
Added mouse control to Yesno proc. Used mdown(). (SM-1162)
Changed window size on Ask_ok proc to allow shadow on Y/N (SM)
Added ability to print/disk the percent report (SM-1162)
If exit/ESC with no change, go to PMSTART to reset colors (SM)
opt 5 if neg amortization- set error trap err #58 (RK)
PAGE 99
---- October 1992 - version 4.1 - (continued)
Misc opt 10, if ESC used at "new name" request, the
variable "opt8" missing. Set opt8 to 3 in line 6 (RK-1013)
Window title on short sale change to show short sale (RK)
Incorrect picture format (lines 52 & 85) chg . to , (RK)
Changed wording on the error screen about sending me err file.
Bkr rept - skipped page number because of pge=pge+1 entered
twice. Deleted this line at line 7 in program.
Many changes to improve pagination. Main change - created
ck_pageP in prg to handle paging for purch/value/sales.
Fixed spacing on "Paper gain for acct" If () pushed column over
Changes to improve pagination. Kept PROC in program (ck_pageD)
Fixed pagination - put separate paging (ck_pageR) in prg.
Version number changed in screen creation routine
---- December 1992 - version 4.2
Most changes for version 4.2 were with report presentation and
controls for selection of a laser printer in the configuration
program.
Option 5 rewrite to single column and added print option (1211)
If user has only ONE acct, all repts that allow acct
selection are NOT shown. Assigned the acct name to the var
"wh_acct" in line 42. This var is used in search loops. (1186)
Add module (opt F) to clear all data files - reset memory var
Added "RETURN OF CAP" prog instructions starting at line 475
Added mmLASER to new variable list. Added separate test for
new var. If exist show notice and initialize to .F.
(Yesno) Test for mouse position if used for yes/no response.
Changed ALL specific page lengths to var pge_len to
work with assigned page length depending on type printer.
Added "to_scr" test just before summary to stop page eject
Added "IF to_scr" after current ROI - maintain proper line cnt
Added a test to see if enough disk space for backup to floppy
---- January 1993 - version 4.3
Changed version number to reflect changes in some screens and
documentation to reflect new membership in the Association of
Shareware Professionals (ASP)
Blocked seeing BONUS menu if not registered (ASP - required)
Changed wording in registration request on opening scr (ASP)
3.E.a SPECIAL NOTE TO HISTORY
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Why all the above ????? The main reason is to show you, the
potential REGISTERED user, that Portfolio Manager has been
supported in the past and, hopefully, to assure you it will
continue to be supported in the future.
*** Lotus 123 is a registered trademark of Lotus corp.
*** Foxbase+ & Foxpro are registered trademarks of Fox Software.
PAGE 100
3.F G L O S S A R Y
~~~~~~~~~~~~~~~
The following is a list of some terms used in the program,
the help screens, and this manual.
PM: Portfolio Manager
MPM: Multiple Portfolio Manager - A module sold separately to
manage multiple portfolios. See Opt # 7 in the EXIT menu.
FUNCTION: ROUTINE: OPTION: MODULE:
Used interchangeably to refer to a menu option that
performs a specific task in the program.
The following is a brief explanation of data files:
DATABASE: Group of records with related information. Think of
or FILE it as a drawer in a file cabinet. Five data files
PMPURCH.DBF, PMDIV.DBF, PMSOLD.DBF, PMBROKER.DBF, PMDIVOLD.DBF
RECORD: Group of FIELDS with information on a single item.
Think of it as a file folder within a file drawer.
FIELD: A single piece information within a record. An
individual page within the file folder.
Example:
Best Stock Inc | 07/15/92 | 100 | 10.00
The line above is a record.
Each data item between the "|" marks is a field.
A group of these lines (records) would be a database.
INDEX FILE: Allows for a quick search for a particular record;
like the labels on file folders. Five index files:
PMPNUM.IDX, PMNAME.IDX, PMBOTH.IDX, PMSNUM.IDX, PMDNUM.IDX
MEMORY FILE: A collection of stored or user set variables such
as account names, portfolio value, user name, etc.
The memory file is named PMMEMORY.MEM
The following is a brief explanation of DOS terminology:
Dr: = disk drive (a location in the computer where information
is stored) ( A:>, B:>, C:>, etc.).
filename (F/N) = name used for examples where you substitute
the actual name for the example name.
Root directory = the main or top-most directory of a hard
disk drive.
Sub-directory (Subdir) = a division of a drive created to hold
a specific group of programs.
File = a grouping accessed by the computer as a complete unit.
Each file has its own directory entry. Throughout the
documentation for PM, files are often referred to as
data files (hold the data you entered) or program files
(contain the commands needed to make the program work).
File Extension = the letter (or numbers) following the period
in a filename.
ie. MANUAL.DOC - "DOC" is the file extension
