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Chapter 10 - Log Maintenance
[[Screen not in online version of documentation.]]
You get to the Log Maintenance Menu from the Main Menu by choosing
Log Maintenance. From there, you can choose to view the:
o Open Shares Log
o Closed Shares Log
o Distribution Log
You can limit the records displayed by specifying a date range.
Function keys at the bottom of the screen are:
o F2:Select Date Range - restrict the displayed records to a range of
dates.
o Enter - accept the highlighted choice.
o Esc:Exit - return to the Main Menu.
o F10:GoTo DOS - suspend Capital Gainz and invoke the DOS Shell.
The Open Shares Log represents unrealized gains and losses, the
Closed Shares Log represents realized gains and losses, and the
Distribution Log represents realized distributions. This means that
the gains and losses shown in the Open Shares Log can change based on
other changes, such as updating the price of the security. The gains
and losses shown in the Closed Shares Log only change if you
explicitly change the closed shares records. Likewise, an entry in the
Distribution log only changes if you modify the distribution record.
Capital Gainz Users Manual 10-1
10.1 Open Shares Log
[[Screen not in online version of documentation.]]
The Open Shares Log requires you to enter the symbol of the local
security whose open shares records you want to view. If you leave this
entry blank, or enter an invalid name, the Local Security Lookup Table
pops up. This table is described in Chapter 7. After you enter a valid
security symbol, the Open Shares Log shows the security's name, the
current date or the specified date range, and the security's current
price. The records of shares bought over the period and still held as
of the current date are sorted in ascending order by date, and show:
o The purchase Date.
o The number of Shares purchased.
o The Open Price (basis price), which is the same as the purchase
price if the average method is not being used.
o The Open Amount (basis amount), which is the same as the purchase
amount if the average method is not being used.
o The Open Commission or load.
o The current unrealized Open Gain/Loss.
At the bottom of the table, these values are totalled for the
specified date range.
The function keys at the bottom of the screen are:
o Ctrl-F1:Function List - popup a list of functions to choose from.
o Ins:Add - bring up the Buy Shares Form to record a purchase.
o Enter:Change - bring up the Buy Shares Form to change the
highlighted open shares record.
o Del:Delete - delete the highlighted open shares record.
o Esc:Exit - go to the symbol field, or exit from the Open Shares
Log, returning to the Log Maintenance Menu, if you are on the
symbol field.
o Ctrl-PgUp:Top - go to the first record.
o Ctrl-PgDn:Bottom - go to the last record.
o F2:Delete Range - delete the displayed range of open shares
records.
10-2 Capital Gainz Users Manual
o F3:Open Shares Detail Report - generate the Open Shares Detail
Report for the displayed local security and date range.
o F4:Goto Symbol - go to the symbol field to enter a different
symbol.
o F10:More - scroll the list of functions.
10.1.1 Add an Open Shares Record
If you hit the Ins key to add an open shares record, the Buy
Shares Form pops up. The fields in this form are described in Chapter
7. However, you can't go to the Sell Shares Form or Record
Distribution Form.
Adding an open shares record is the same as recording a share
purchase. However, while the Buy Shares Form is accepted repeatedly
when reached through the Activity Menu, it is only accepted once when
brought up from the Open Shares Log.
A price history entry is added.
After entering the purchase, you return to the Open Shares Log,
and the new record is highlighted.
10.1.1.1 Example - Add an Open Shares Record
Say you record the following purchases for Local Symbol TEST:
# Date Shares Price Amount Open
Bought Commission
1) 1/01/90 10.0000 4.9000 49.00 1.00 ($5.00 price with 2%
load)
2) 2/01/90 9.0909 5.3900 49.00 1.00 ($5.50 price with 2%
load)
3) 3/01/90 10.5263 4.6550 49.00 1.00 ($4.75 price with 2%
load)
o Three records containing purchase information are added to the open
shares file.
o Three records containing price information for the purchases are
added to the price history file.
o The local security file record has open shares set to 29.6172, open
amount set to $147.00, and open commission set to $3.00.
Capital Gainz Users Manual 10-3
10.1.2 Change an Open Shares Record
If you hit the Enter key to change the highlighted open shares
record, the Buy Shares Form pops up. The fields in this form are
described in Chapter 7.
The fields in the Buy Shares Form are initialized to the record's
current values. You can change all of the fields except the security
symbol. Even if the average selling method is being used, the actual
purchase price and amount are displayed and used.
The price history entry is deleted, and a new one is added.
After changing the open shares record, you return to the Open
Shares Log, and the changed record is highlighted.
10.1.2.1 Example - Change an Open Shares Record
Using the previous example, say you change the second record's
Date, Price, and Commission:
# Date Shares Price Amount Open
Bought Commission
2) 1/31/90 9.0909 5.5000 50.00 0.00
o The record is changed in the open shares file.
o The old price history record is deleted, and a new one is added for
this date/price.
o The local security file record is changed, and now has open shares
set to 29.6172, open amount set to $148.00, and open commission set
to $2.00.
10.1.3 Delete an Open Shares Record
If you hit the Del key to delete the highlighted open shares
record, the Buy Shares Form pops up. The fields in this form are
described in Chapter 7.
The fields in the Buy Shares Form are initialized to the record's
current values. Even if the average selling method is being used, the
actual purchase price and amount are displayed and used in the
deletion.
If this was the only activity with this price/date for this
security, then the price history entry is deleted.
After deleting the open shares record, you return to the Open
Shares Log, and the record after the deleted record is highlighted.
10-4 Capital Gainz Users Manual
10.1.3.1 Example - Delete an Open Shares Record
Using the previous example, say you delete the second record.
o The record is deleted from the open shares file.
o The price history record is deleted.
o The local security file record is changed, and now has open shares
set to 20.5263, open amount set to $98.00, and open commission set
to $2.00.
10.1.4 Delete Range of Open Shares Records
The Delete Range function key allows you to delete the displayed
range of open shares records, based on the previously entered date
range. You will always be prompted for confirmation, regardless of the
Confirm Delete global setting, since many records could be affected.
The corresponding price history entries are not deleted.
After the deletion, you return to the Log Maintenance Menu.
10.1.5 Open Shares Detail Report
The Open Shares Detail Report can be printed for the displayed
local security and selected date range. See Chapter 15 for the format
of this report.
10.1.6 Goto Symbol
If you hit the Goto Symbol function key, you are taken to the
symbol entry field at the top of the table. This is the same as
hitting the Esc key.
Capital Gainz Users Manual 10-5
10.2 Closed Shares Log
[[Screen not in online version of documentation.]]
The Closed Shares Log requires you to enter the symbol of the
local security whose closed shares records you want to view. If you
leave this entry blank, or enter an invalid name, the Local Security
Lookup Table pops up. This table is described in Chapter 7. After you
enter a valid security symbol, the Closed Shares Log shows the
security's name and the current date or the specified date range.
Closed Shares records are sorted in ascending order first by the sell
date and then by the purchase date, and show:
o The selling Date.
o The number of Shares sold.
o The Sell Price.
o The Sell Amount.
o The Sell Commission or load.
o The realized Sell Gain/Loss. (Current position for short sales.)
At the bottom of the table, these values are totaled for the specified
date range.
The function keys at the bottom of the screen are:
o Ctrl-F1:Function List - popup a list of functions to choose from.
o Ins:Add - bring up the Sell Shares Form to record a sale.
o Enter:Change - bring up the Sell Shares Form to change the
highlighted closed shares record.
o Del:Delete - delete the highlighted closed shares record.
o Esc:Exit - go to the symbol field, or exit from the Closed Shares
Log, returning to the Log Maintenance Menu, if you are on the
symbol field.
o Ctrl-PgUp:Top - go to the first record.
o Ctrl-PgDn:Bottom - go to the last record.
o F2:Delete Range - delete the displayed range of closed shares
records.
o F3:Closed Shares Detail Report - generate the Closed Shares Detail
10-6 Capital Gainz Users Manual
Report for the displayed local security and date range.
o F4:Goto Symbol - go to the symbol field to enter a different
symbol.
o F5:Apply Holding Period - the current value for the holding period
in the User Settings is applied to the displayed records.
o F10:More - scroll the list of functions.
Before changing or deleting a sale, be sure to carefully read the
relevant questions and answers in Chapter 5. There are a number of
potential pitfalls you need to watch out for, especially if you use
the averaging sell method.
10.2.1 Add a Closed Shares Record
If you hit the Ins key to add a closed shares record, the Sell
Shares Form pops up. The fields in this form are described in Chapter
7. However, you can't go to the Buy Shares Form or Record Distribution
Form.
Adding closed shares records is the same as selling shares.
However, while the Sell Shares Form is accepted repeatedly when
reached through the Activity Menu, it is only accepted once when
brought up from the Closed Shares Log.
A price history entry is added.
After entering the sale, you return to the Closed Shares Log, and
the first new record added is highlighted.
10.2.1.1 Example - Add a Closed Shares Record
Say you recorded the following purchases for Local Symbol TEST:
Date Shares Price Amount Open
Bought Commission
1/01/90 10.0000 4.9000 49.00 1.00
2/01/90 9.0909 5.3900 49.00 1.00
3/01/90 10.5263 4.6550 49.00 1.00
and then executed a sale of 15 Shares at a Price of $5.292, using the
FIFO Sell Method. The closed shares records created are:
Date Shares Price Amount Close Open Open Open
Sold Comm Date Basis Comm
1/15/91 10.0000 5.2920 52.92 0.00 1/01/90 49.00 1.00
1/15/91 5.0000 5.2920 26.46 0.00 2/01/90 26.95 0.55
and the remaining open shares records are:
Capital Gainz Users Manual 10-7
Date Shares Price Amount Open
Bought Commission
2/01/90 4.0909 5.3900 22.05 0.45
3/01/90 10.5263 4.6550 49.00 1.00
o Two records with selling information are added to the closed shares
file.
o One record with price information is added to the price history
file.
o One open shares record is removed, and one open shares record is
changed.
o The local security file record is changed, and now has open shares
set to 14.6172, open amount set to $71.05, and open commission set
to $1.45.
10.2.2 Change a Closed Shares Record
[[Screen not in online version of documentation.]]
If you hit the Enter key to change the highlighted closed shares
record, the Sell Shares Form pops up. The fields in this form, except
for the ones listed below, are described in Chapter 7.
The fields in the Sell Shares Form are initialized to the record's
current values. You can change all of the fields except the security
symbol and the selling method. The selling method is not stored in the
closed shares record, and thus is not even displayed.
When changing a closed shares record, there is an additional field
you can set in the Sell Shares Form:
===>>>
o (Required) The Status of the sale: long term (LTERM), short term
(STERM), return of principal (RPRIN), or short sale (SSELL).
Remember that since the long term holding period can vary, the
status of a sale is determined when the sale is recorded. The
status is saved in the closed shares record, and closed shares
records are not affected by changes in the long term holding
period. This field is not available when adding records, as
multiple closed shares records may be created when recording a
sale.
There is a also panel to the right of the Sell Shares Form that shows
open shares information for the closed shares record. This is not
displayed when adding a sale, since multiple closed shares may be
created. The fields in this panel are:
o The Date of the purchase.
10-8 Capital Gainz Users Manual
o The purchase Price.
o The actual purchase Amount.
o The purchase Commission.
o The Basis used for the sale. Except for the averaging method, the
purchase amount and the purchase basis are the same.
===>>> To get to this panel, use the Open Information key. You should
be careful when changing the open amount or basis. These two are equal
unless you used the average selling method. If you are using the
averaging selling method, all open and closed shares records are used
to determine the price when you execute a sale. Modifying a sale that
used the average selling method affects any later sales. Thus, if you
are using the averaging method, you should delete/unsell all sales
from the most recent to the one you want to change, make your changes,
and then re-execute the sales in order.
The price history entry is deleted, and a new one is added.
After changing the closed shares record, you return to the Closed
Shares Log, and the changed record is highlighted.
10.2.2.1 Example - Change a Closed Shares Record
Using the previous example, say you change the records' Dates:
Date Shares Price Amount Close Open Open Open
Sold Comm Date Basis Comm
1/31/91 10.0000 5.2920 52.92 0.00 1/01/90 49.00 1.00
1/31/91 5.0000 5.2920 26.46 0.00 2/01/90 26.95 0.55
o The records are changed in the closed shares file.
o The old price history record is deleted, and a new one is added.
o It's rarely a good idea to change much in the closed shares file.
Unselling the shares and re-executing the sale is a better
approach.
10.2.3 Delete a Closed Shares Record
If you hit the Del key to delete the highlighted closed shares
record, the Sell Shares Form pops up. The fields in this form are
described in Chapter 7.
The fields in the Sell Shares Form are initialized to the record's
current values. The panel with open information is also displayed.
If this was the only activity with this price/date for this
Capital Gainz Users Manual 10-9
security, then the price history entry is deleted.
Before the record is deleted, you are given the option to 'unsell'
the shares.
[[Screen not in online version of documentation.]]
===>>> 'Unselling' closed shares records means that the open share
information is added back to the Open Shares File. The price used for
the open shares record is the actual purchase price, which may be
different from the basis price if you used the average selling method.
The net effect is that you reverse the selling of these open shares.
However, any note previously attached to the open shares is not
restored. Instead, a default note of UNSOLD is used. When reversing a
sale, be sure to unsell all closed shares records created by the sale,
using the Delete Range function after restricting the displayed
records by a date range from the Log Maintenance Menu.
If you choose not to unsell the shares, the closed shares record
is simply deleted.
You can unsell a sold shares record that was created for a return
of principal as well. Since the sold shares record has 0 shares, the
net effect is that you add the principal back to the basis of the open
shares.
When sold shares records are unsold, Capital Gainz tries to
recombine the shares with any existing open shares records. For
instance, say you sold 100 shares from a purchase of 200 shares, which
changes the open shares record to only have 100 shares. If you then
unsold the 100 shares, Capital Gainz will combine the 100 shares with
the remaining open shares record to recreate the original purchase.
Unsold records are only recombined with open shares records when the
symbol, date, and price match. Thus, the only way an incorrect
recombination can occur is if you made multiple purchases on the same
date at the same price.
After deleting the closed shares record, you return to the Closed
Shares Log, and the record after the deleted record is highlighted.
===>>> You shouldn't permanently delete closed shares records, since
they are used in performance calculations. Also, if you are using the
average selling method, all open and closed shares records are used to
determine the price when you execute a sale.
10.2.4 Delete Range of Closed Shares Records
The Delete Range function key allows you to delete the displayed
range of closed shares records, based on the previously entered date
range. You will always be prompted for confirmation, regardless of the
Confirm Delete global setting, since many records could be affected.
You will also be given the option of unselling the shares, as
described earlier.
10-10 Capital Gainz Users Manual
The corresponding price history entries are not deleted.
After the deletion, you return to the Log Maintenance Menu.
===>>> You shouldn't permanently delete closed shares records, since
they are used in performance calculations. Also, if you are using the
average selling method, all open and closed shares records are used to
determine the price when you execute a sale.
10.2.4.1 Example - Delete/Unsell Closed Shares Records
Using the previous example, let's delete/unsell the closed shares
records in order to change the selling price. In this example, this is
easily accomplished by simply changing the two records. But, if this
sale affected a large number of purchases, and thus created many
closed shares records, unsell/reselling is easier. To delete/unsell
the two closed shares records, specify a date range of 1/31/91 to
1/31/91 on the Log Maintenance Menu, bring up the Closed Shares Log,
and use the Delete Range key. Answer YES to the unsell question.
o The open information from the closed shares records will be
combined with the remaining open shares records. The net result is
that the closed shares records are deleted, and the three open
shares records that you had before the sale are restored.
o The price history record for the selling date is not deleted (since
this is a range delete).
o The local security file record is changed back to its pre-sale
values, with open shares set to 29.6172, open amount set to
$147.00, and open commission set to $3.00.
You can now re-execute the sale at the correct price.
10.2.5 Closed Shares Detail Report
The Closed Shares Detail Report can be printed for the displayed
security and selected date range. See Chapter 15 for the format of
this report.
10.2.6 Goto Symbol
If you hit the Goto Symbol function key, you are taken to the
symbol entry field at the top of the table. The is the same as hitting
the Esc key.
10.2.7 Apply Holding Period
If you had an incorrect value for the holding period in the User
Settings form at the time you recorded a sale, change it and then
apply the new value with the Apply Holding Period function. The
holding periods of the displayed records are determined based on the
Capital Gainz Users Manual 10-11
current holding period setting.
The holding period is originally applied and recorded at the time
of sale since this value could vary from year to year.
10-12 Capital Gainz Users Manual
10.3 Distribution Log
[[Screen not in online version of documentation.]]
The Distribution Log requires you to enter the symbol of the local
security whose distribution records you want to view. If you leave
this entry blank, or enter an invalid name, the Local Security Lookup
Table pops up. This table is described in Chapter 7. After you enter a
valid security symbol, the Distribution Log shows the security's name
and the current date or the specified date range. The distribution
records are sorted in ascending order by date, and show:
o The distribution Date.
o The Type of distribution.
o The Amount of the distribution.
o The Per Share amount of the distribution.
At the bottom of the table, these values are totaled for the specified
date range.
The function keys at the bottom of the screen are:
o Ctrl-F1:Function List - popup a list of functions to choose from.
o Ins:Add - bring up the Record Distribution Form to record a
distribution.
o Enter:Change - bring up the Record Distribution Form to change the
highlighted distribution record.
o Del:Delete - delete the highlighted distribution record.
o Esc:Exit - go to the symbol field, or exit from the Distribution
Log, returning to the Log Maintenance Menu, if you are on the
symbol field.
o Ctrl-PgUp:Top - go to the first record.
o Ctrl-PgDn:Bottom - go to the last record.
o F2:Delete Range - delete the displayed range of distribution
records.
o F3:Distribution Detail Report - generate the Distribution Detail
Report for the displayed local security and date range.
o F4:Goto Symbol - go to the symbol field to enter a different
symbol.
Capital Gainz Users Manual 10-13
o F5:Recalc Per Share - recalculate the per share values for
displayed records.
o F10:More - scroll the list of functions.
10.3.1 Add a Distribution Record
If you hit the Ins key to add a distribution record, the Record
Distribution Form pops up. The fields in this form are described in
Chapter 7. However, you can't go to the Buy Shares Form or Sell Shares
Form.
Adding a distribution record is the same as recording a
distribution. However, while the Record Distribution Form is accepted
repeatedly when reached through the Activity Menu, it is only accepted
once when brought up from the Distribution Log.
A price history entry is added.
After entering the distribution, you are returned to the
Distribution Log, and the new record is highlighted.
10.3.1.1 Example - Add a Distribution Record
Say you record the following distributions for Local Symbol TEST:
Date Type Amount Per Share
1) 2/01/90 DIV 2.40 0.24
2) 3/01/90 LTCG 0.59 0.03
o Two records with distribution information are added to the
distribution file.
o Two records containing per share information for the distributions
are added to the price history file.
10.3.2 Change a Distribution Record
If you hit the Enter key to change the highlighted distribution
record, the Record Distribution Form pops up. The fields in this form
are described in Chapter 7.
The fields in the Record Distribution Form are initialized to the
record's current values. You can change all of the fields except the
security symbol.
The price history entry is deleted, and a new one is added.
After changing the distribution record, you return to the
Distribution Log, and the changed record is highlighted.
10-14 Capital Gainz Users Manual
10.3.2.1 Example - Change a Distribution Record
Using the previous example, say you change the second record's
amount and per share:
Date Type Amount Per Share
2) 3/01/90 LTCG 5.73 0.30
o The record is changed in the distribution file.
o The old price history record is deleted, and a new one is added for
this per share/date.
o Any purchase information created by reinvesting these shares is not
modified. You probably need to adjust the open shares record
created by reinvesting.
10.3.3 Delete a Distribution Record
If you hit the Del key to delete the highlighted distribution
record, the Record Distribution Form pops up. The fields in this form
are described in Chapter 7.
The fields in the Record Distribution Form are initialized to the
record's current values.
If this was the only activity with this per share/date for this
security, then the price history entry is deleted.
After deleting the distribution record, you return to the
Distribution Log, and the record after the deleted record is
highlighted.
===>>> You shouldn't permanently delete distribution records, since
they are used in performance calculations.
10.3.3.1 Example - Delete a Distribution Record
Using the previous example, say you delete the second record.
o The record is deleted from the distribution file.
o The price history record is deleted.
o Any purchase information created by reinvesting these shares is not
deleted. You probably need to delete the open shares record created
by reinvesting.
Capital Gainz Users Manual 10-15
10.3.4 Delete Range of Distribution Records
The Delete Range function key allows you to delete the displayed
range of distribution records, based on the previously entered date
range. You will always be prompted for confirmation, regardless of the
Confirm Delete global setting, since many records could be affected.
Any corresponding price history entries are not deleted.
After the deletion, you return to the Log Maintenance Menu.
===>>> You shouldn't permanently delete distribution records, since
they are used in performance calculations.
10.3.5 Distribution Detail Report
The Distribution Detail Report can be printed for the displayed
local security and selected date range. See Chapter 15 for the format
of this report.
10.3.6 Goto Symbol
If you hit the Symbol function key, you are taken to the symbol
entry field at the top of the table. This is the same as hitting the
Esc key.
10.3.7 Recalc Per Share
The Recalc Per Share function key exists to easily correct a
common mistake. Some users don't understand what the Per Share field
on the Distribution Form is for, and set it to the reinvestment price.
When the meaning of this field becomes clear, there's already a number
of incorrectly recorded distributions. This function will go through
the distributions, recalculating the per share values and updating the
distribution records. The calculated values may not be exact, but will
be very close. To get exact values, you must enter the figures from
your statements. The recalculation process is slow, but it's easier
than doing it by hand.
===>>> Before calculating the values, you can specify whether or not
to account for partial distribution periods. Chapter 20 contains
details on how the distribution per share value is affected by partial
distribution periods.
10.3.7.1 Accuracy
The accuracy of this recalculation process varies. Cash securities
and many income mutual funds account for partial distribution periods.
For example, if the mutual fund pays dividends at the end of the
month, and you make a purchase in the middle of the month, then those
shares only receive half of the distribution per share. The result is
that you come up with a slightly lower per share figure if you simply
10-16 Capital Gainz Users Manual
divide the number of shares into the distribution amount.
To determine the effectiveness of this feature, I executed it
against three years of data for: a stock that pays quarterly
dividends, and a mutual fund that pays monthly dividends and bi-annual
capital gains distributions. As expected, the results from
recalculating the stock exactly matched the actual values. The results
from the 42 distribution log entries for the mutual fund varied, but
not by much:
o The total per share figure calculated when not accounting for
partial dividends differed from the actual total by less than 3.5%
(3.2028 actual, 3.0919 calculated). When partial periods were
considered, the difference was less than 1.4% (3.2028 actual,
3.2460 calculated). For a three year period, these differences are
insignificant.
o Only 2 per share values calculated differed more than 10% from the
actual values when not accounting for partial periods. This figure
was reduced to 1 when partial periods were considered. The largest
difference in both cases occurred on the distribution paid on the
large initial investment made near the end of the month.
Capital Gainz Users Manual 10-17
