P P GRAPHIC DISPLAY OF ACCOUNT P ========================== P P GENERAL DESCRIPTION P =================== P P 1. BUDGETS P P If you have selected the graphics function while displaying an Income P or Expenditure account, what you will see in this display is a set of P four sub-panels, ie two graphs at the top of the display and two bar P charts at the bottom. P P The information displayed is this year's net monthly movements of the P account whose name appears in the header section of each sub-panel, P the same figures for the previous year, and the figures that you have P budgeted for this account this year. P P If we start at the top left-hand sub-panel, and take each sub-panel in P turn in a clockwise direction, each sub-panel shows the following P comparison: P P 1. This Year Cumulative versus Last Year Cumulative. P P 2. This Year Cumulative versus Budget Cumulative. P P 3. This Year Monthly versus Last Year Monthly. P P 4. This Year Monthly versus Budget Monthly. P P 2. CASHFLOW P P If you have selected the graphics function while displaying a Bank or P Charge account, what you will see a different set of four sub-panels. P Three of these show the six previous months followed by six months P forecast of Receipts, Payments and Bank Balance in differnt P combinations. The fourth shows the daily evolution of the current P month versus forecast. P P If we start at the top left-hand sub-panel, and then follow the P sequence of top-right, bottom left, bottom-right, each sub panel shows P the following comparison: P P 1. Six months actual plus six months forecast payments versus P balance. P P 2. Six months actual plus six months forecast receipts versus P balance. P P 3. Current month daily receipts, payments and balance versus P forecast. P P 4. Six months actual plus six months forecast receipts and payments P versus net cash flow over the same period. P P In all of the sub-panels, the solid line or solid bar represents This P Year's figures. The broken line or hollow bar represents Last Year's P or Budget figures according to the heading of the sub-panel. P P UNDERSTANDING THE CASHFLOW CURRENT MONTH CHART P ============================================== P Chart 3 shows two sets of information at the same time, ie receipts P and payments daily together with the resulting balance since the P beginning of the month, and the progress versus this month's forecast P receipts and payments totals and month end balance. P P You will see that the bottom scale of the chart runs from 1 to 31, ie P days of the month. You will also see a vertical line aligned with P today's date. P P To the left of this dividing line you will see daily receipts and P payments shown in bar form above and below the horizontal zero value P line. A dotted line runs from day 1 to the current day showing the P actual account balance at the end of each day. P P To the right of the today's vertical dividing line you will see the P dotted account balance go in a straight line to your forecast end of P month balance. P P At the top and bottom of the chart you will see a solid line for your P forecast receipts and payments. You will see that each of these P forecast lines steps in toward the zero value line by the amount of P the actual receipts and payments each day. This gives you an immediate P picture of how you are doing against your current month's forecast and P the likelihood of achieving your projected month end balance. P P P FUNCTIONS AVAILABLE P =================== P P There are no visible instructions on the screen concerning functions P available. The following keystrokes however call the available P functions: P P By entering 1, 2, 3 or 4 at the keyboard you can get a full screen P display of any one of the four sub-panels. P P Any other character will re-display the screen of four sub-panels. P P Esc will take you back to the Panel 3 display of the monthly account P summary. P P P FRONT PANEL P =========== P P This is the first panel of the program. In the centre section there is P the static title information that never varies. There are also two P variable items: P P - The second line of the panel shows the amount of internal memory P currently free for program use. If you have a number of other P programs resident at the same time - eg SideKick, menus etc - you P may find that the MoneyBox program has to show some of your P longer displays in sections rather than all at one time. You can P also have the same effect if you have recorded a large number of P items, most of which are under a single account heading. P P The cure for the problem, if it arises, is to increase the memory P available - remove co-resident programs, install more memory in P your PC - or to subdivide any account headings that contain a lot P of items into several different account headings. P P - In the centre of the panel you will see the name, currency and P accounting year of the set of accounts that you are currently P accessing. P P If the information in the centre of the panel tells you that the P set of accounts is unavailable you should check the following: P P - have you correctly specified the name and year of the P account set? (see "Whose Accounts?") P P - do you have the necessary DOS directory/sub-directory P correctly set up? P P - if both the above are OK, you may have some sort of file P error, and will need to Restore from your back-up file. P P - Also in the centre of the panel you will see either P "Professional", "Expert" or "Beginner". This indicates the level P of expertise currently selected by using the up or down arrow P keys. P P At the "Beginner" level you have all the functions you need to P start to manage your finances. At the "Expert" level you will P find additional functions that let you build on the skills that P you have gained. At the "Professional" level you will find P automated handling of VAT. P P FUNCTIONS AVAILABLE P =================== P P "Account Names List".... PAN02 P P - shows you the complete list of account headings and the P accumulated total value of each. From this panel you can review P any of the accounts or make changes to the list. P P "Mnthly Paymts".... PAN19 P P - shows you a list of every repeating payment that you have told P the system to record automatically. P P "Back-up".... POP01 P P - will let you copy the files of the currently specified set of P accounts to another diskette / DOS directory. P P "Restore".... POP04 P P - will copy files from the specified diskette / DOS directory to P the currently specified set of accounts. At the same time it will P optimise subsequent sequential accessing to the direct access P file of account items. P P "Color/BW" P P - MoneyBox will check whether or not you have a colour or a P monochrome screen at each start-up. Many lap-top systems however P have monochrome screens that appear to the program as a colour P screen. The result of this may be unsatisfactory contrast between P the colours used by the program. P P Selecting the Colour On/Off facility flips the display P alternately between colour and monochrome. P P "Date Format".... POP46 P P - will let you switch freely between MM/DD/YY and DD/MM/YY date P formats for all data entry or display. P P "Financial Reports".... PAN05 P P - will take you first to the Income and Expenditure report, after P which you can select any of the other reports. You can also P review accounts directly from the reports. P P "Journal Entries".... PAN12 P P - gives you a list of all items that were not entered originally P from a Bank or Charge account. P P "Year End".... PAN08 P P - gives all the facilities you need to carry forward account values P from the end of one year to the beginning of the next. It also P lets you change the month that you have defined as your year end. P P "Whose A/c's?".... POP73 P P - lets you change to another set of accounts, or another year of P the same set of accounts. P P "Stmt Fmt".... POP48 P P - lets you chose whether you would prefer to have your Bank and P Charge accounts displayed in the same format as the statements P received, or in correct book-keeping form showing receipts as P debits and payments as credits in your own accounts P P P LIST OF ACCOUNT NAMES P ===================== P P What you see here is the complete list of all your account headings. P There are three levels of account: P P CATEGORY P P SUMMARY P 00000 Detail P P Detail accounts are totalled upwards to the preceding Summary P accounts, which in turn are totalled upwards to the preceding Category P account. Each Category account must be followed by at least one P Summary and Detail account. P P Scrolling through the list you will see the fixed sequence of Category P accounts: P P INCOME P P EXPENDITURE P P DEFICIT / SURPLUS P P FIXED ASSETS P P SECURED LIABILITIES P P NET FIXED ASSETS P P CURRENT ASSETS P P CURRENT LIABILITIES P P NET CURRENT ASSETS P P CAPITAL P P RESERVES P P On the right of the display are four columns of figures. P P The two left hand columns show the values accumulated for each detail P account - debit or credit. The debit and credit totals at the foot of P the two left hand columns should be equal to each other. If they are P not, there are some account items that refer to Detail accounts P missing from the list. P P The two right hand columns show the accumulated totals of the Summary P and Category accounts - debit and credit. The total in one of the two P right hand columns shows your Net Assets value if in the debit column P or your Net Liabilities if in the credit column. P P On the left hand side of the display are the account numbers allocated P to each of the Detail accounts. These account numbers, which are P allocated by the system, are used to help fast look-up of Detail P account names. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - This tells the system to stop searching, and returns the up and P down arrow keys to their normal operation. P P "Review A/c".... PAN03 P P - shows you a monthly summary of the account highlighted. You will P see the total of the debits and credits and resulting balance for P each month of the current year. You will also see for each month P the net amount - debits less credits, and the amount budgeted for P each month. From this monthly summary you can also look at the P same account for the previous year, and you can get a graphic P display of the current year versus both the previous year and P your budget for the current year. P P You can see this monthly summary for Category accounts, Summary P accounts and Detail accounts. If you are looking at a Detail P account, you can go on to review the list of all account items P that you have accumulated under this account heading. P P "Update".... PAN15 P P - shows you the same list of account names, but gives you the P option to make changes to this list. P P "Post A/c's".... POP60 P P - is displayed while Posting is in progress. Posting runs through P all your accounting items for this year and accumulates the P totals for all the Detail, Summary and Category accounts. These P updated totals are the ones that you will see in the four right P hand columns. If the Posting process completes successfully, you P will hear a high-pitched beep. If you hear a low-pitched beep, P then you have got some unposted items. P P "Items not Posted".... PAN13 P P - If you have made changes to your list of account names, you may P have removed an account heading under which account items have P already been accumulated. This means that when next you do P Posting, the system will have some items that it cannot P accumulate under any account name. Panel 13 will give you a list P of these items so that you can make any necessary corrections. P P "Hardcopy/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P You can also specify a number of different export file formats. P P "Last Year" P P - This will show you the list of account names that you had set up P for the previous year for the current set of accounts. P P "Forex".... PAN06 P P - will show you the foreign currencies that you have specified. You P will be able to update any currency that you like, display all P account items that have been entered in a particular currency, or P change the currency in which your accounts are normally P displayed. P P "VAT".... PAN07 P P - will show you the VAT rates you have set up together with the P accounts into which VAT summary totals will be accumulated. You P will also be able to display all VAT details automatically P calculated at each VAT rate. P P P ACCOUNT SUMMARY P =============== P P This panel shows a summary of the monthly totals of items accumulated P in this account. The account can be a Category, a Summary or a Detail P account. P P The left hand column shows the months of the year, ending with the P month that you have specified as your year end. P P The first line of the body of the display tells you any value that has P been brought forward from last year. The monthly totals of the amounts P "Going to" and "Coming from" this account are shown under the Debit P and Credit columns. The Balance column shows the cumulative total of P the account at the end of each month. P P Note that depending on which Bank account format option you have P chosen ("Stmt Fmt" on Panel 1), when looking at Bank or Charge P accounts you may see the headings Payments and Receipts, or Charged P and Paid, in place of Debit and Credit. P P The Month Net column shows the net total accumulated for this account P during each month. This set of figures is used to build the Graphic P display. P P The right hand column of the display shows the monthly figures that P you have set up as a budget against which you can track this account. P These budget figures also appear in the Graphic display. P P If you have requested the "Last Year" function, you will see the same P panel format, but with last year's figures and the words LAST YEAR P displayed in the panel header under the name of this account. P P The last line of the main body of the display shows you the net amount P "Going to" or "Coming from" the account for the year. It also P specifies the currency being displayed. P P The default display currency is either that which you have chosen P using the "Forex" function or, if the account is a Bank or Charge P account, the currency that you selected using the "Update" function. P Both these functions can be selected from Panel 3 - Account Names P List. P P You can use the "Change Currency" function to select a different P currency for this account summary display. If you do, you will notice P two asterisks appearing in the last line of the display. This is to P warn you that the figures displayed have been converted as total P figures, and not as an accumulation of all the detail items P individually converted. In practice this may give very small P differences between the monthly summary totals and the figures shown P if you next display the account details. P P If it is important to get a 100% accurate monthly summary in the new P currency selected, you should go back to Panel 6, change the Currency P in Use, Post your accounts again, and then re-display this account. P P FUNCTIONS AVAILABLE P =================== P P "Reconcile".... PAN17 P P - will show you the balance of the last Bank or Charge account P statement you received, followed by a list of all the account P items accumulated in the account but not yet checked off against P any statement received. Using this panel you will be able to P check off items against a new statement received. P P Note that the system will first Post your accounts if any updates P have been made. P P "Statement".... PAN18 P P - will let you select and display any statement for this Bank or P Charge account that you have previously reconciled. By comparing P the display against the relevant statement received from the Bank P or Charge company, you can check immediately that you have P correctly recorded all items. P P "Details".... PAN11 P P - shows you a complete list of all the items that you have P accumulated under this account heading, in date sequence and P showing the accumulated balance after each item. You can add new P items to this list, or make any deletions or changes that you P want. P P "Add Item".... POP30 P P - lets you add account items to this account - so long as the P account displayed is a Detail account. P P "Post A/c's".... POP60 P P - runs through all your accounting items for this year and P accumulates the totals for all the Detail, Summary and Category P accounts. If the Posting process completes successfully, you will P hear a high-pitched beep. If you hear a low-pitched beep, then P you have got some unposted items. P P "Transfer A/c".... POP15 P P - lets you transfer all the items in this account to another P account. This can be quite useful if you decide to change the P structure of your accounts some time after you initially set up P the account structure. P P "Hardcopy/Export".... POP09 P P - will let you specify how many lines to print on each paper page P before actually printing the current display on your printer. You P can save paper by specifying half page lengths for shorter P displays. You can also specify various export file formats. P P "Budget".... POP55 P P - contains a few simple but powerful functions to help you set up a P budget if this is an Income or Expenditure account. After you P have made changes to the budget figures, the new figures appear P in the right hand column of the account summary display. P P If this is a Bank or Charge account you can project your receipts P and payments through this account for the next six months. The P popup shows you last year's figures for the same period. It also P accumulates a running balance from your figures starting with P last month's closing balance. P P "Graphic".... PAN00 P P - shows a graphic comparison for an Income or Expenditure account P between this year's figures , last year's figures and your P budget. P P If this is a Bank or Charge Account you will see three charts P showing the last six months plus your projection for Receipts, P Payments and net Cashflow, together with a chart showing account P movement during the current month versus your projections. P P Any of these small charts can be enlarged to full size by P entering 1, 2, 3 or 4. Any other key shows the four charts in a P single display. P P "Last Year" P P - this takes you immediately to a display of the same account in P last year's set of accounts. From this display you can also P display and update the details of last year's account. P P "Change Currency".... PAN10 P P - lets you select a different currency for this account display. P P P DETAILED LIST OF VAT ITEMS P ========================== P P This panel will show you, in the currency that you request, a list of P all calculated VAT amounts at the selected VAT rate. P P The total of this display will equal the monthly summary items that P appear in the VAT summary account for this VAT rate. P P You can look at the detailed information behind any displayed item, P but you cannot change it via this display. This is because each of P these items represents the automatically calculated VAT amount on the P original gross amount entered. If you want to change any VAT rate for P any original entry, you must do so by retrieving and modifying that P original gross amount. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items for this account P at one time. There will be a set of symbols filling the last line P of the Balance column in this case. Selecting this function will P display the remaining items. P P "View Item".... POP34 P P - will show you a display that is similar to the "Add Item" P display. It shows you all the details of the original gross P account item from which the highlighted VAT display line is P calculated. You can only change the gross amount by retrieving P the entry from the relevant Bank or Charge account. P P "Re-Sequence".... POP38 P P - will let you sort on one of the fields of the account items P displayed. You can sort on Statement No, Reference, Date, P Description or Value. Panel 4 will be re-displayed with the P account items in the sequence requested. P P P FINANCIAL REPORTS P ================= P P GENERAL DESCRIPTION P =================== P The four key questions that you should be able to answer about your P finances are: P P - "Am I spending too much?" P - "Am I meeting the targets I set for myself?" P - "Where did the money go? - come from?" P - "How much am I worth?" P P "Am I spending too much?" P P - This is answered by the Income & Expenditure report. This lists P and totals all the accounts in which you have accumulated you P various sources of income. Next it lists and totals all your P expenses, and deducts that total from the income total. P P The result is shown either as a surplus if your income exceeds P your expenditure - or a deficit. P P Note that Income & Expenditure should not include money spent or P received for significant possessions or for borrowings. P P "How much am I worth?" P P - This is answered by the Balance Sheet which lists first of all P your fixed assets (eg real estate) then your borrowings against P those assets, giving the net value of your fixed assets. Next it P lists your current assets (eg furniture, automobile, investments, P Bank balances etc), then any money you currently owe (eg Charge P accounts, Bank overdrafts etc), giving the net value of your P current assets. P P The Balance Sheet then shows the net total of all your assets, P and then breaks this down into what you had at the beginning of P the year (Capital), how much this has increased or decreased P since then (Surplus or Deficit), and any amounts that you know P that you will have to pay out in the future (Reserves). P P An example of a reserve would be amounts that you may have P deducted from your income that you know you will have to pay P later in taxes. P P Where did the money go? - come from?" P P - This is answered by the Financing report. This report starts by P identifying how much Surplus or Deficit you have. (It will also P show any adjustments that you had made to reflect for example P payments which related to last year). It identifies a surplus as P "Money In" and a deficit as "Money Out". P P It then lists all those assets and liabilities which have changed P in value since the beginning of the year. This shows you where P money came in from (eg loans taken out, assets sold) and where P money went out to (eg loans repaid, assets purchased). P P As a general rule of thumb, you should be trying to reduce those P liabilities that cost you money and increase those assets that P earn money. This report shows you the changes in your assets and P liabilities. P P "Am I meeting the targets I set for myself?" P P - This is answered by the Actual vs Budget report. This lists all P those accounts for which you have set up a budget, and shows you P whether you are doing better or worse than your targets. You can P see very quickly where you may need to take action to improve P your financial position. P P Each of these reports show the Summary accounts totals. This makes the P reports more readable. You can however show the reports with all the P Detail account information by selecting the "Details On/Off" function. P If you need to investigate any of the report information in more P depth, you can use the "Review A/c" function to access individual P account information exactly as if you were starting from the Account P Names List. After selecting "Review A/c", use the down arrow key to P see the Detail accounts which follow the Summary account which you P selected in the report. P P There is one further report which acts as a list of all your Detail P accounts and their balances. The balances appear either in the Debit P or Credit columns according to the plus or minus value of the P accumulated items in each account. The totals of the Debit and Credit P columns should be the same. This is the proof in double entry P book-keeping that each item has been accumulated both in the account P it "Comes from" and the account it "Goes to". If the totals are P different, then go back to the Account Names List and select "Items P not Posted" to correct any problems that you might find. P P FUNCTIONS AVAILABLE P =================== P P "I & E" P P - The Panel header will show INCOME & EXPENDITURE. The body will P show all your Income accounts followed by all your Expenditure P accounts. It will then show whether there is an Income surplus or P deficit. P P "Balance Sheet" P P - The Panel header will show BALANCE SHEET. The body will show all P your assets and liabilities, and your Total Net Assets. It will P show how your Total Net Assets are represented by your Net Worth P plus any future liabilities, ie you will have to use some of your P assets in the future to pay the money you have reserved. P P "Financing" P P - The Panel header will show HOW FINANCED. The body will show the P movements of your assets and liabilities during the year. P P "Trial Balance" P P - The Panel header will show TRIAL BALANCE. The body will show a P list of all your Detail accounts and the value accumulated in P each account. At the bottom of the list, the totals shown in the P Debit and Credit columns should be equal. P P "Actual vs Budget" P P - The Panel will show ACTUAL vs BUDGET. The body will show a list P of all accounts - Category, Summary, Detail - for which you have P set up a budget. Against each account shown will be the amount by P which the budget differs from the actual amount accumulated in P the account. P P "Hardcopy".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P "Review A/c".... PAN03 P P - shows you a monthly summary of the account highlighted. You will P see the total of the debits and credits and resulting balance for P each month of the current year. You will also see for each month P the net amount - debits less credits, and the amount budgeted for P each month. P P From this monthly summary you can also look at the same account P for the previous year, and you can get a graphic display of the P current year versus both the previous year and your budget for P the current year. P P You can see this monthly summary for Category accounts, Summary P accounts and Detail accounts. If you are looking at a Detail P account, you can go on to review the list of all account items P that you have accumulated under this account heading. P P "Post A/c's".... POP60 P P - Posting runs through all your accounting items for this year and P accumulates the totals for all the Detail, Summary and Category P accounts. These updated totals are the ones that you will see in P the four right hand columns. If the Posting process completes P successfully, you will hear a high-pitched beep. If you hear a P low-pitched beep, then you have got some unposted items. P P "Details On/Off" P P - tells the system to display the I & E, Balance Sheet and P Financing reports with Detail accounts in place of the Summary P accounts. Selecting this function again will flip back to a P display of Summary accounts. P P P LIST OF FOREIGN CURRENCIES P ========================== P P GENERAL DESCRIPTION P =================== P The system allows you to work with a maximum of 16 foreign currencies. P This panel shows you all these currencies and lets you scroll up and P down the list in order to pick the currency that you want to update or P display. P P You will see that unused currencies are called simply "Foreign P Currency". The system recognises this fact when scanning this list, P and will only scan down as far as the first of the "Foreign Currency" P entries. This is relevant when entering an item in a Detail account. P P The system expects you to use the first currency as your base P currency. P P The currency that is marked as "Currency in Use" is the one in which P your accounting information will be displayed. The only exception to P this is if you have defined a Bank or Charge account as being kept in P another currency, which will then be displayed in that currency. P P In order to change the "Currency in Use", just scroll the highlight P bar to the new currency that you want to use and then select the P "Currency to be used" function. You will be shown a Popup display of P the currency name that you have chosen, with the exchange rates for P each of the 12 months of the year. If you confirm that this is the P currency that you want to change to, you will see the "Currency in P Use" indication move to the line you selected. From now on, all P displays will be in the new currency. P P If you scroll to one of the currencies and select the "Update P Currency" function, you will be able to change the currency name, the P number of decimal places in normal use for that currency, and the P exchange rate for each of the 12 months of the year. P P "Update Currency" is used to change a dummy (Foreign Currency) entry P to an active currency. P P If you should need to see a list of all the items that you have P entered in a specific currency, just scroll the highlight bar to that P currency and then select the "Forex Items" function. P P You also have the option of looking at the foreign currencies for last P year. P P FUNCTIONS AVAILABLE P =================== P P "Currency to be used".... POP76 P P - will show you the name of the currency and the exchange rates for P each month of the year. It will ask you to confirm your selection P of this currency. If you do confirm this currency, you will see P the "Currency in Use" indicator move to the currency line that P you have selected. All account and report displays (except Bank P or Charge accounts which appear in their own currency) will P appear in this currency until you make a further change. P P "Update Currency".... POP75 P P - is a data entry panel that lets you change the name of the P currency, the number of decimal places conventionally used, and P the exchange rate for any or all of the months of the year. P P "Forex Items".... PAN14 P P - gives you a list of all items entered in the system in the P selected currency. The format of the list shows the Detail P account numbers of the both the "Comes From" (Debit) and the P "Goes to" (Credit) accounts, as well as the date, description and P amount of each item. P P "Last Year's Forex" P P - will change the body of this Panel to show the list of foreign P currencies that you had last year. The words LAST YEAR will P appear in the header. You are able to select all functions except P "Last Year" - since you are already looking at last year! P P P SALES AND VALUE ADDED TAX HANDLING P ================================== P P GENERAL DESCRIPTION P =================== P Sales tax, common in North America, is a system whereby a P business charges its customers a predefined percentage tax on the P sales of most goods and services. The amount charged to customers P must be accounted for and paid over to the tax authorities. P P Sales tax paid by the business for its own purchase of goods and P services is not separately identified. It is included as part of the P cost of those goods and services, and charged as a business expense. P P Value Added Tax, used throughout most of Europe, is a tax on the P difference between the amount paid by a business for goods and P services bought, and the amount charged by the business to its P customers for goods and services sold. P P On the sales side, it is recorded in the same way as a Sales Tax, ie P the amount of VAT charged on each sale is recorded for subsequent P payment to the tax authorities. P P On the purchases side, the VAT paid is also recorded separately and P offset against the VAT on sales payable to the tax authorities. P P This need for accurate accounting is further complicated by there P being different rates of tax for different categories of goods and P services. Also, if you have dealings in other Common Market countries,P you may have a fairly complex set of regulations for offsetting Value P Added Taxes in different countries. P P Rest assured - MoneyBox handles it all. P P VAT ACCOUNTING REQUIREMENTS P P The first requirement is to set up a detail account name for each P rate of VAT to be charged or offset. These accounts should be set P up under a separate summary account heading in the Current P Liabilities section of the Account Names List. P P The next requirement is to select the VAT option from the Account P Names List panel, and to define the VAT rates you will need to accountP for, and in which account the individual VAT amounts are to be P accumulated. P P MAKING VAT ENTRIES P P When you make accounting entries from a Bank or Charge account P you will find an additional input field immediately after the P amount field. This is the VAT field which allows you to select P from the VAT rates that you have set up by using the up and down P arrow keys, or alternatively to select No VAT. P P When you select a VAT rate, you should enter the gross amount of P money. The net amount will be posted to the normal offsetting account,P and the VAT percentage will be accumulated in the account specified P for this VAT rate. P P If you do select a VAT rate, a % sign will appear at the end of the P description in the detail item displayed after entry. This lets you P see at a glance in any Bank or Charge account, all items which have P had VAT automatically calculated. P P There is nothing to prevent you from entering VAT and net amounts as P separate manual entries posted specifically to whichever account is P relevant. P P HOW VAT ARE ENTRIES SHOWN P P All of the automatically calculated VAT debits and credits for P each month are shown as a separate summary item in the respective P VAT accounts. Any manually posted VAT amounts will be shown P individually and not accumulated with the automatically P calculated items. P P The reason for showing summarised monthly totals is to avoid an P account display with possibly hundreds of detail entries, and to help P with preparing your VAT returns to the tax authorities. P P If you need a detailed list of all VAT items for each VAT rate, you P should go to the VAT rate display, select the relevant rate and P request "Display VAT Items". This will give you a complete list of allP amounts calculated automatically at this VAT rate. P P OPERATIONAL RESTRICTIONS P P Automatically calculated VAT amounts can only be entered from P Bank or Charge accounts. You may need to define any Supplier or P Customer accounts as Charge accounts. P P You should not enter an automatic VAT entry with the offsetting P account being another Bank or Charge account. This will result in a P warning being given next time you Post your accounts. If this happens,P just follow the directions of the warning message. P P You will not be able to change or delete the Net amount of an P automatically calculated item in the offsetting account. This can onlyP be done from the originating Bank or Charge account. There is no such P restriction on non-Vat items. P P If you inadvertantly post the net amount of an automatically P calculated item to a VAT account, you will find that a ? appears at P the end of the description when you display the VAT account. You P should use the Transfer Item facility to move this net amount to the P correct account. P P If you delete one of the VAT rates from your list, any items already P processed at this rate in a Bank or Charge account will be displayed P with a ? instead of % at the end of the description in the detail P display. You will have to re-select the VAT rate for each of these P items, or alternatively re-enter the VAT rate in the list of VAT ratesP P If you delete a VAT account from the Account Names list, you may find P that the VAT Rate display shows ???????. This is because the system P is no longer able to find the account that you had previously P specified for that VAT rate. You will also find that your accounts areP out of balance when you next Post them. P P P VAT RATES & ACCOUNTS P ==================== P You can define a maximum of 16 different VAT rates together with the P accounts in which all the automatically calculated VAT amounts will be P accumulated. Note that you must have set up the VAT accounts in the P Account Names List before you can specify the account name in the VAT P rates list. P P Each line of the display consists of the VAT description you have P chosen, the VAT rate and the account in which VAT amounts at this rate P are to be accunulated. P P FUNCTIONS AVAILABLE P =================== P P "Display VAT Items".... PAN04 P P - This will display all automatically calculated VAT amounts P for the VAT rate selected. P P "Update VAT Rate".... POP65 P P - This allows you to add or change any of the 16 VAT rates, P their descriptions and the associated VAT accounts. P P "Last Year's VAT" P P - Displays last year's VAT rates and accounts. P P P YEAR END "HOUSEKEEPING" P ======================= P P GENERAL DESCRIPTION P =================== P There are probably three reasons that you will look at this Panel: P P 1. Because you are just in the process of starting a new year for P your accounts. P 2. Because you want to check up on the values that you brought P forward from the end of last year to the beginning of this year. P 3. Because you want to change the month in which your accounting P year ends. P P STARTING A NEW YEAR P =================== P Before starting here, you should have set up a new set of files for P this new year by following the instructions in "Whose A/c's?". This P new set will probably consist of a copy of last year's Account Name P list and Foreign Currency list, and an empty pool of accounting P entries. You should also have run Posting on the empty set of P accounts. P P If you select "B/Fwds Display" you will see that there are no values P brought forward from last year. P P The first thing to do is to transfer all the values of your assets and P liabilities from last year's accounts. Select "Suggest B/Fwds" and the P system will show you a list of these values. You will see that each P line ends with a "?". This shows that this line represents a value P that you have not yet entered into this year's accounts. You can P change or delete any of these items. P P If you want these items to be entered in this year's accounts, you P should select the "Accept B/Fwds" function. (If you do not want these P items to be entered, just press Esc.) P P If you now select "B/Fwds Display" you will see that the values that P you accepted now show as items in this year's accounts. P P In addition to bringing forward the balances of your assets and P liabilities, you may need to take account of items of Income or P Expenditure from last year that really belong in this year. These P items are called accruals and pre-payments. P P - Accruals are: Income due but not yet received, or P Expense due but not yet paid. P P - Pre-payments are: Income received in advance,or P Expense paid in advance P P If you chose to create an accrual or pre-payment item, it shows in P your accounts as an item carried forward from the end of last year to P the beginning of this year. P P This may sound a little complicated and you may well not want to P bother with any such item. However the system makes it quite easy if P you do decide to handle any of these accruals or pre-payments. P P This Panel shows you all your Income and Expenditure accounts at the P detail level. You can use the "Review A/c" and "Last Year" functions P to check any or all of these accounts to see whether any accruals or P pre-payment entries are needed. P P If you want to create a accrual or pre-payment to carry forward from P last year, scroll the highlight bar to the relevant account and select P the "Add C/Fwd" function. Popup 25 will lead you through the creation P of the carry forward item in last year's accounts. P P You can check these accruals and pre-payments that you have carried P forward at the end of last year by selecting "C/Fwds Display". P P The "Suggest B/Fwds" function will also find these carry forwards that P you have created and will provisionally create the equivalent brought P forward entry in this year - just the same as the asset and liability P brought forwards. P P CHECKING BROUGHT FORWARD VALUES P =============================== P At any time that you want to check what you have actually set up as P the starting values for this year, just select the "B/Fwds Display". P Note that if you have more than one B/Fwd item for an account, these P extra items will be marked with an "*". P P If you have made later changes to your last year's accounts, you may P want to check if any of the values brought forward to this year need P to be changed. P P Select the "Suggest B/Fwds" function. What the system now does is P create pro-forma B/Fwd items as before, but before showing you the P display, it will also retrieve all the B/Fwd items that actually exist P for this year. As each one is retrieved, the system checks to see P whether it matches a pro-forma item. If it does, the pro-forma item is P removed from the display. P P What you will now see is a list of B/Fwd items. If none of these items P is marked by a "?", an "*" or a "+", you know that all the B/Fwd P values for this year match the values at the end of last year - P without exception. P P You may however see some of the items marked "?", "*" or "+" at the P end of the description. The meaning of these symbols is as follows: P P "?" This is the value carried forward from last year. There is P no matching exact value brought forward this year. This item P is a pro-forma item which will changed into a real B/Fwd for P this year only if you select "Accept B/Fwds". P P "+" This symbol means that the value brought forward for this P account in this year is not matched by any value in this P account last year. P P " " The absence of any symbol at the end of the description P indicates that this B/Fwd item exactly matches the value to P be carried forward from the same account last year. P P "*" This symbol appears if you have more than one B/Fwd item for P a single account. P P "?*" These two symbols appear together where you have a pro-forma P item of a different value to the existing real B/Fwd item, P or where a pro-forma item value is a Debit and the real item P value is a Credit (or vice versa). This probably means that P you have made a change to last year's accounts that changed P the value of an asset or liability. If this is the case, you P should select "Delete Item" to remove the item showing the P wrong value. If you delete an item, the deletion will in P fact only take place when you select "Accept B/Fwds". P P "+*" These two symbols appear together where you have more than P one brought forward item for this account, and no carry P forward value from the same account last year. P P All this may sound a little complicated. However your probable P objective is to have the same values at the beginning of this year as P you had at the end of last year. To achieve this, simply delete all P items marked "+". Where you have "?*", check which of the values you P want to be brought forward and delete any others for the same account. P Where you have one or more "*" items for the same account, check which P values you do want and delete all others for this account. P P Remember, when you have got the list with the correct values, select P "Accept B/Fwds". If you press Esc, all the changes that you have made P to the list will be ignored. P P A final note: the brought forward values of your Bank and Charge P accounts are updated automatically each time you reconcile those P accounts. P P CHANGING YEAR-END P ================= P Before you start keeping a set of accounts, you must decide when your P accounting year starts and ends. For most people this will be the P calendar year from January to December. If you live in the UK, you may P want to define your year as running from April of one year to March of P the next year - to align (almost) with the Taxman's accounting year. P P Whatever you choose as your accounting year, use "Y/E Month" to P specify the last month of the year. P P If you want to change your accounting year-end after you have been P entering accounting items, you will have to go through all your P previous accounting years to re-combine all the items into new P year-end groupings. P P If for example you have been operating on a December year-end, and you P decide, eg in October, to change to a March year-end, you will need to P remove all January to March items from this year and transfer them to P last year. You would also need to change the January brought forward P values to April values. You will need to repeat this process for all P the previous years that you have recorded! P P If you do need to do this, you should first create a new DOS P sub-directory name for the re-constructed accounts. Next you should P create a back-up diskette. (Refer to Popup 1 and 4 if you need to P refresh your understanding of Back-up and Restore) P P Next, for each of your accounting years, you should select "New Y/E P File". If you follow the simple instructions for Popup 47, you will P create a Back-up file of accounting items for each of the new P accounting years, taken successively from the Last Year and This Year P sets of your existing records. Note that no items marked B/Fwd or P C/Fwd will be included in the new records. P P Next, you should use "Whose A/c's" on Panel 1 to set up the first of P your new accounting years. Next use the "Restore" facility to transfer P the accounting items from the Back-up that you have just created. P Repeat this process for all of the new accounting years. P P Now go back to the first of the new accounting years and enter all the P opening balances that you had in the first of your old accounting P years. (Take a printout of your Capital A/c for the first of your old P accounting years to help you). P P Now you are ready to progress through each of the new accounting years P using the "Suggest B/Fwds" facility to bring forward the correct P values at the start of each new accounting year. P P You will hopefully never have to do this, however if you do, at least P you do have the tools to do it! P P FUNCTIONS AVAILABLE P =================== P P "Review A/c".... PAN03 P P - shows you a monthly summary of the account highlighted. You will P see the total of the debits and credits and resulting balance for P each month of the current year. You will also see for each month P the net amount - debits less credits, and the amount budgeted for P each month. P P From this monthly summary you can also look at the same account P for the previous year, and you can get a graphic display of the P current year versus both the previous year and your budget for P the current year. P P You can see this monthly summary for Category accounts, Summary P accounts and Detail accounts. If you are looking at a Detail P account, you can go on to review the list of all account items P that you have accumulated under this account heading. P P "Add C/Fwd".... POP25 P P - will let you create an accrual or pre-payment in last year's P accounts. This will be picked up automatically as a brought P forward value in this year's accounts by "Suggest B/Fwds". P P "C/Fwds Display".... PAN16 P P - will show you all the accruals and pre-payments that you have set P up to be carried forward from last year. The panel header will P have the words LAST YEAR included. P P "Suggest B/Fwds".... PAN09 P P - will show a pro-forma list of values brought forward this year. P All items that have no indicator at the end of the description P field exist already as B/Fwd items in this year's accounts. All P changes that you make to the items in this list are provisional. P No action takes place until you select "Accept B/Fwds" P P "B/Fwds Display".... PAN16 P P - will show you all the B/Fwd items that currently exist in this P year's accounts. P P "Y/E Month".... POP45 P P - will let you select a different month to be the end of your P accounting year. It does not take any action to re-group your P accounting items in new accounting year files. P P "New Y/E File".... POP47 P P - lets you create new files in back-up form which re-group your P accounting items into new accounting year files. "Restore" on P Panel 1 will let you read these new files into the new DOS P sub-directory that you will have set up. P P P OPENING BALANCES FROM LAST YEAR P =============================== P P GENERAL DESCRIPTION P =================== P This is a listing, in Journal Entry format, of recommended values to P be brought forward from last year into this year's accounts. P P Journal Entry format shows the following information on each line of P the body of the display: P P - Detail A/c Number of the Debit - "Goes to" - account. P - Detail A/c Number of the Credit - "Comes From" - account. P - Date of the accounting item. P - Description of the accounting item. P - Amount of the accounting item. P - Currency of the accounting item. P P (If you would like to see the account names of the Debit or Credit P account, you should select "Change Item". You do not actually have to P make changes - you can simply press Esc after seeing what you want, P and the Popup will disappear.) P P The system has created pro-forma B/Fwd items for all last year values P to be carried forward, and it has also retrieved all the B/Fwd items P that actually exist for this year. As each one was retrieved, the P system checked to see whether it matched a pro-forma item. If it did, P the pro-forma item was removed from the display. P P Note that all the values of the brought forward items are offset to P account number 70000, which is your Capital account. This process of P bringing forward the value of all your assets and liabilities at the P beginning of each year, conveniently summarises your net worth in your P Capital account. P P If none of the items in this list is marked by a "?", an "*" or a "+", P you know that all the B/Fwd values for this year match the values at P the end of last year - without exception. P P You may however see some of the items marked "?", "*" or "+" at the P end of the description. The meaning of these symbols is as follows: P P "?" This is the value carried forward from last year. P Currently there is no matching exact value brought P forward this year. This item is a pro-forma item which P will changed into a real B/Fwd for this year only if P you select "Accept B/Fwds". P P "+" This symbol means that you have already entered a P brought forward value for this account in this year P which is not matched by any carried forward value in P this account last year. P P " " The absence of any symbol at the end of the description P indicates that this B/Fwd item exactly matches the P value to be carried forward from the same account last P year. P P "*" This symbol appears if you have more than one B/Fwd P item for a single account. P P "?*" These two symbols appear together where you have a P pro-forma item of a different value to the existing P real B/Fwd item. This probably means that you have made P a change to last year's accounts that changed the value P of an asset or liability. If this is the case, you P should select "Delete Item" to remove the item showing P the wrong value. If you delete an item, the deletion P will in fact only take place when you select "Accept P B/Fwds". P P "+*" These two symbols appear together where you have more P than one brought forward item for this account, and no P carry forward value from the same account last year. P P All this may sound a little complicated. However your probable P objective is to have the same values at the beginning of this year as P you had at the end of last year. To achieve this do the following: P P - delete all items marked "+"; P P - where you have "?*", check which of the values you want to be P brought forward and delete any others for the same account; P P - where you have one or more "*" items for the same account, check P which values you do want and delete all others for this account. P P Remember, when you have got the list with the correct values, select P "Accept B/Fwds". If you press Esc, all the changes that you have made P to the list will be ignored. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "Change Item".... POP34 P P - shows you all the information appearing on the highlighted line P on the display. It also will show you the names associated with P the Debit and Credit account numbers. You can change any or all P of the fields in the Popup display. P P "Delete Item".... POP35 P P - shows you all the information appearing on the highlighted line P on the display, together with a warning that you are about to P delete this item - unless you press Esc. P P "Accept B/Fwds" P P - If you select this function, the system will take the list of P suggested B/Fwds items as they are displayed, and make the P necessary additions, changes and deletions to the actual B/Fwd P items which existed up to this point. You can get confirmation of P the action by Esc-ing back to Panel 8 and then selecting "B/Fwds P Display" to see the current list of brought forward values at the P start of this year. P P "Print".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P P FOREX SELECTION FOR A/C DISPLAY P =============================== P P GENERAL DESCRIPTION P =================== P This Panel has a single function: to let you select a currency in P which to display a single account. P P What you see is the list of foreign currencies that you have already P defined. Using the scroll keys, you can select any one of these 16 P currency lines. P P If you use the "Select" function, the highlighted currency will be the P one used for the account summary that you will Esc back to. It will P remain in use through any functions you may select from that account P summary panel. P P When you subsequently Esc from from the account summary panel, the P Currency in Use will revert to your previous setting. P P FUNCTIONS AVAILABLE P =================== P P "Select".... POP76 P P - shows you the currency rates for the 12 months of the year for P the currency line highlighted. If you accept this currency, the P account display from which you requested "Change Currency" will P be shown in this currency. P P P ACCOUNT DETAILS P =============== P P GENERAL DESCRIPTION P =================== P The header of this Panel shows the name of the account that you are P currently looking at. It will also show LAST YEAR if you are looking P at last year's detailed items accumulated under this account. P P Each line of the body of the display shows one accounting item P accumulated in this account. All items in the account are displayed P and are visible by using the scrolling keys. The line currently P accessed is highlighted. P P The account items are displayed in date sequence starting with the P first month of your accounting year. P P Each line has the following fields: P P Statement Number only used for Bank and Charge accounts. P P Reference any two characters that you may want to use P to denote a particular type or source of P item, eg AM to denote an American Express P charge, or a cheque number. P P Description to tell you what this accounting item is. P P Debit Column a value in this column tells you that this P item has "Gone to" this account. P P Credit Column a value in this column tells you that this P item has "Come from" this account. P P Balance Column starting at the top of this display, all P debits are added and credits are subtracted P giving a running subtotal after every item in P the account. If CR appears immediately after P a value in this column, it shows that the P balance of the account at this point was in P credit. If this is a Bank account and you P have selected Bank format - "Stmt Fmt" on P Panel 1 - a DR appearing immediately after a P value in this column denotes an overdrawn P Bank balance; if Bank format is not selected, P a CR denotes an overdrawn Bank balance. P Similarly if Bank format is selected, and P this is a Charge account, a CR indicates P money owed by the Charge company to you; if P Bank format is not selected, a CR indicates P you owe money to the Charge company. P P The headings of the debit and credit columns reflect the type of P accounting items you would expect to find in each account: P P INCOME Expenses Receipts P P EXPENDITURE Expenses Receipts P P FIXED ASSETS Acquired Disposed P P SECURED LIABILITIES Repaid Owed P P CURRENT ASSETS Acquired Disposed P P * Bank A/c Receipts Payments P P CURRENT LIABILITIES Repaid Owed P P * Charge A/c Paid Charged P P CAPITAL Deficit Surplus P P RESERVES Paid Set Aside P P * Receipts/Payments will be shown as Payments/Receipts if you P have selected the Bank format option ("Stmt Fmt" on Panel P 1). Similarly Paid/Charged will be shown as Charged/Paid. P P If you have a very large number of items accumulated in the account P you are looking at, or if you have very limited internal memory P available in your PC, you may find that the system cannot display all P the items at one time. If this is the case, you will see in the bottom P right corner of the body of the display, a series of symbols filling P the Balance column. This indicates that there are more items to be P displayed. You will also notice that the "More" function in the footer P panel is highlighted. If you select "More" you will see the items that P there was not room to display on the first pass. P P You will note that the functions available with this panel enable you P to find quickly any specific item that you may be looking for. P P The "Search" function searches each line for the character combination P that you have specified, starting from the last line of the display, P and working up line by line. P P At the same time it changes the function of the up and down arrow P keys. These keys normally step the current highlighted bar up or down P one line. After selecting "Search", and until selecting "End Search", P the up and down arrow keys repeat the search starting at the current P highlighted line and continuing line by line in the direction P specified by the arrow key. P P Note that the Home, End, PgUp and PgDn keys continue to work normally P during the search. You can for example, while searching, use the Home P key to go to the top of the display, then use the down arrow key to P continue your search down from the first line of the display. P P You may find that the "Re-Sequence" function is particularly useful to P group together all your highest items of expenditure when you are P reviewing your performance against a budget that you have set. P P As you look at the items that you have accumulated in an account, you P may well find that you have an item that does not belong in that P account, eg a pair of shoes purchased that you have wrongly put into P your automobile running account. The "Transfer Item" function lets you P very quickly transfer such items to their correct accounts. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items for this account P at one time. There will be a set of symbols filling the last line P of the Balance column in this case. Selecting this function will P display the remaining items. P P "Add Item".... POP30 P P - will lead you through entering the details of a new account item. P If you request this function when the highlight line is not P aligned on an existing item, each of the fields of the item will P be initialised to their default values. If the highlight line is P aligned on an existing item, the values of each field will be P initialised to the same as the account item line currently P highlighted. After adding items, new account item lines are added P at the bottom of the display. P P "Change Item".... POP32 P P - will show you a display that is identical to the "Add Item" P display. It shows you all the details of the account item P currently highlighted, and lets you make any changes you want. P After changing items, their new details replace the original line P in the display. P P "Delete Item".... POP33 P P - shows you a similar display to the "Add Item" and "Change Item" P displays, warning you that you are about to delete the currently P highlighted line. If you press enter during this Popup, the P account item is removed from your accounts - both from this P account and from the opposing "Comes from" or "Goes to" account. P The highlighted line is removed from the Panel 11 display. P P "Re-Sequence".... POP38 P P - will let you sort on one of the fields of the account items P displayed. You can sort on Statement No, Reference, Date, P Description or Value. Panel 11 will be re-displayed with the P account items in the sequence requested. P P "Transfer Item".... POP16 P P - will ask you to identify the account to which you want the P highlight account item to be transferred. The item line will be P removed from the Panel 11 display after the transfer is made. P P "Import Items".... POP12 P P - lets you add items to the currently displayed account from an P external text file. Each item imported can either be a single P text line, or a sequence of prefixed text lines for each input P field. P P "Print/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P "Undo".... POP30 P P - lets you recreate the last item deleted. Particularly useful if P you delete an item by mistake. You can also invoke the "Undo" P function by pressing Ctrl + A. (This also works from the account P summary panel). P P P JOURNAL ENTRIES P =============== P P GENERAL DESCRIPTION P =================== P This is a listing, in Journal Entry format, of all items that have not P originated in a Bank or Charge account. P P Journal Entry format shows the following information on each line of P the body of the display: P P - Detail A/c Number of the Debit - "Goes to" - account. P - Detail A/c Number of the Credit - "Comes From" - account. P - Date of the accounting item. P - Description of the accounting item. P - Amount of the accounting item. P - Currency of the accounting item. P P (If you would like to see the account names of the Debit or Credit P account, you should select "Change Item". You do not actually have to P make changes - you can simply press Esc after seeing what you want, P and the Popup will disappear.) P P Most of the items that you record in your accounts will be the cheques P that you write and the charges that you make using your credit cards. P These originating entries are of course all grouped together in the P respective Bank and Charge accounts. P P You may however occasionally want to record a transaction that has P taken place that does not involve a cheque or charge slip. For P example, you would want to record the deductions that your employer P makes from your gross pay - social security, pension, tax, etc. P P Your net pay is shown has having "come from" - credited - your P employer and "gone to" - debited - your Bank account. If you left it P at that, your accounts would not show the full amount of your pay, P neither would they show the social security, pension or tax payments P made by your employer on your behalf. P P The way to handle this particular requirement is to go to the account P in which you record your pay and to add new items showing as receipts P in this account all other deductions from your pay slip. As you add P each item, specify the correct account for the amount to "Go to" - P social security, pension contributions etc. P P Another example might be the purchase of a significant item for cash. P Rather than just show a larger than usual amount of cash spent, you P might want to make a transfer from the account where you record cash P to the account appropriate to that particular purchase, ie enter an P item which "Comes from" - credits - cash and "Goes to" - debits - some P other expense or asset account. P P This Panel gives you the ability to review the complete list of all P such transactions and make any changes or deletions that you want. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items in this list at P one time. There will be a set of symbols filling the last line of P the Currency column in this case. Selecting this function will P display the remaining items. P P "Change Item".... POP34 P P - will show you all the details of the journal item currently P highlighted, and will let you make any changes you want. After P changing any item, the new details replace the original line in P the display. P P "Delete Item".... POP35 P P - shows you a similar display to the "Change Item" display, warning P you that you are about to delete the currently highlighted line. P If you press Enter during this Popup, the journal item is removed P both from the "Comes from" account and from the "Goes to" P account. After the Popup disappears, the highlighted line is P removed from the display. P P "Print/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P P UNPOSTED ITEMS P ============== P P GENERAL DESCRIPTION P =================== P After making any changes to the Account Name List, or making any P additions, changes or deletions to your accounting items, the system P will prompt you to Post your accounts. P P Posting is the process of going through all of your accounting entries P for this year, accumulating the totals of each of your accounts. P P In handwritten accounts, Posting is the process of taking the entries P written in, for example, the Cash Book, and transcribing them into P each of the relevant accounts. P P In the handwritten process it is possible to overlook an item. In this P system you can have a similar situation if you have deleted an account P name which has items already accumulated in it. P P At the end of the Posting process you will normally hear a P high-pitched beep to signify that all items have been successfully P posted. If you hear a low-pitched beep, you know that there are some P unposted items. P P This panel will give a list in journal entry format of all unposted P items. P P Journal Entry format shows the following information on each line of P the body of the display: Detail A/c Number of the Debit - "Goes to" - P account. P P - Detail A/c Number of the Credit - "Comes From" - account. P - Date of the accounting item. P - Description of the accounting item. P - Amount of the accounting item. P - Currency of the accounting item. P P (If you would like to see the account names of the Debit or Credit P account, you should select "Change Item". You do not actually have to P make changes - you can simply press Esc after seeing what you want, P and the Popup will disappear.) P P If you look at the two left hand columns of the display, you will find P the account numbers under which each item is accumulated. You will P find in many cases that only one column is displaying a number for an P item. That means that only one of the two account numbers associated P with every item has not been posted. Every number that appears in the P two left hand columns is a number that does not appear in your Account P Names List. P P Your first course of action should be to check whether you have P deleted any account names incorrectly. If so, re-insert them in your P Account Name List, and run Posting again. P P You can also use the "Change Item" or "Delete Item" functions to P correct individual items. P P You may find when looking at this display that you see an item with P arrows in the CR A/C column which point to the DR A/C column. In this P case you have specified both the "Comes from" - credit - and the "Goes P to" - debit - accounts for this item as the same account. You will P have to change one of these references. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items in this list at P one time. There will be a set of symbols filling the last line of P the Currency column in this case. Selecting this function will P display the remaining items. P P "Change Item".... POP34 P P - will show you all the details of the journal item currently P highlighted, and will let you make any changes you want. After P changing any item, the new details replace the original line in P the display. P P "Delete Item".... POP35 P P - shows you a similar display to the "Change Item" display, warning P you that you are about to delete the currently highlighted line. P If you press Enter during this Popup, the journal item is removed P both from the "Comes from" account and from the "Goes to" P account. After the Popup disappears, the highlighted line is P removed from the display. P P "Print/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P P FOREIGN CURRENCY ITEMS P ====================== P P GENERAL DESCRIPTION P =================== P This is a list in Journal Entry form of all the accounting items that P you have entered in the currency that was highlighted on Panel 6. P P Journal Entry format shows the following information on each line of P the body of the display: P P - Detail A/c Number of the Debit - "Goes to" - account. P - Detail A/c Number of the Credit - "Comes From" - account. P - Date of the accounting item. P - Description of the accounting item. P - Amount of the accounting item. P - Currency of the accounting item. P P (If you would like to see the account names of the Debit or Credit P account, you should select "Change Item". You do not actually have to P make changes - you can simply press Esc after seeing what you want, P and the Popup will disappear.) P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items in this list at P one time. There will be a set of symbols filling the last line of P the Currency column in this case. Selecting this function will P display the remaining items. P P "Change Item".... POP34 P P - will show you all the details of the journal item currently P highlighted, and will let you make any changes you want. After P changing any item, the new details replace the original line in P the display. P P "Delete Item".... POP35 P P - shows you a similar display to the "Change Item" display, warning P you that you are about to delete the currently highlighted line. P If you press Enter during this Popup, the journal item is removed P both from the "Comes from" account and from the "Goes to" P account. After the Popup disappears, the highlighted line is P removed from the display. P P "Print/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P P UPDATE ACCOUNT NAMES P ==================== P P GENERAL DESCRIPTION P =================== P What you see here is the complete list of all your account headings. P There are three levels of account: P P CATEGORY P P SUMMARY P 00000 Detail P P Detail accounts are totalled upwards to the preceding Summary P accounts, which in turn are totalled upwards to the preceding Category P account. Each Category account must be followed by at least one P Summary and Detail account. P P Scrolling through the list you will see the fixed sequence of Category P accounts: P P INCOME P P EXPENDITURE P P DEFICIT / SURPLUS P P FIXED ASSETS P P SECURED LIABILITIES P P NET FIXED ASSETS P P CURRENT ASSETS P P CURRENT LIABILITIES P P NET CURRENT ASSETS P P CAPITAL P P RESERVES P P On the right of the display there are four columns of figures, which P are not relevant to the functions selectable from this panel. P P Before explaining the facilities you have to update your Account Name P List, let us consider first of all the "Initial Search" function. This P lets you specify the default account name to be displayed if you P request "Search" from the Account Names List panel. P P In general use of this system you will find that most of your P accounting entries are made via one of your Bank accounts, and that P the first account that you want to access each time you use the system P is that account. If you specify that account name in "Initial Search", P you will find that you can access the account with a minimum number of P keystrokes from Panel 1. P P Moving on now to the updating of your Account Names List, you are free P to set up any combination of Summary and Detail names that you want, P within the framework of the Category accounts which is fixed. You must P also have at least one Summary and one Detail account name after each P of the Category accounts. P P In order to add a Detail account name, scroll the highlight bar to the P line after which you want to insert the new account. Next select "Add" P and follow the simple instructions. You will see the new Detail P account name appear as soon as the Popup disappears. P P You will note that the system has automatically allocated an account P number that falls between the Detail accounts on either side of the P new Detail account. You can enter a different number so long as this P stays between the numbers before and after this new account. P P If you are adding a Detail account name under the Current Assets or P Current Liabilities category, you will find that you are asked to P specify whether this is a Bank or Charge account, and if so, in what P currency is the account to be kept. P P In order to add a Summary account name, scroll the highlight bar to P the line after which you want to insert the new Summary account. Next P select "Summary Add" and again follow the simple instructions. You P will note that the system automatically capitalises your input in P order to distinguish it clearly in your display as a Summary account. P You will see the new Summary account name appear as soon as the Popup P disappears. P P Remember that it is the Summary accounts that appear in your Financial P Reports in order to make these reports clearer to read than if they P showed all your Detail accounts. P P If you select "Change", you can change the name of any Summary or P Detail account. You can also change the definition of whether a Detail P account is a Bank or Charge account, and the currency it is kept in. P You cannot change the name of any Category account. P P If you select "Delete", you can delete any Summary or Detail account P except the first Summary or Detail account following a Category P account. P P Note that if you delete a Detail account that already has accounting P items accumulated in it, the next time that you run "Post A/c's" you P will hear a low-pitched beep indicating that you have unposted items. P If you select "Unposted Items" from Panel 2, you will be able to see P quickly which Detail account(s) that you have deleted in error. Note P also that if you want to start from scratch in defining a set of P accounts, when first setting up a new set of accounts using "Whose P A/c's?" from Panel 1, do not copy from an existing set of account P names, but let the system set up a skeleton set. This consists of the P Category accounts, each of which is followed by one Summary account P and one Detail account. From this skeleton you are free to build up P any set of account names that you want. P P Remember however that the system will always assume detail account P number 70000 to be your Capital account, and will offset automatically P all carry forward and brought forward items to this account. P P FUNCTIONS AVAILABLE P =================== P P "Add".... POP84 P P - will let you add a Detail account name after the line currently P highlighted, so long as the current line highlighted is a Summary P or Detail account line. P P "Summary Add".... POP85 P P - will let you add a Summary account name after the line currently P highlighted, so long as the current line highlighted is a Summary P or Detail account line. P P "Change".... POP79 P P - will let you change the Summary or Detail account name currently P highlighted. You can also change the Bank or Charge account P information in a Detail account where relevant. P P "Delete".... POP88 P P - will let you delete the Summary or Detail account currently P highlighted, providing that it is not the first Summary or Detail P account following a Category account. P P "Initial Search" P P - designates the highlighted account name to be the default search P argument displayed when you request "Search" from the Account P Names List panel. This is useful for fast retrieval of your most P accessed account - probably one of your Bank accounts. P P P OPENING BALANCES BROUGHT FORWARD P ================================ P P GENERAL DESCRIPTION P =================== P This is a listing, in Journal Entry format, of recommended values to P be brought forward from last year into this year's accounts. P P Journal Entry format shows the following information on each line of P the body of the display: P P - Detail A/c Number of the Debit - "Goes to" - account. P - Detail A/c Number of the Credit - "Comes From" - account. P - Date of the accounting item. P - Description of the accounting item. P - Amount of the accounting item. P - Currency of the accounting item. P P (If you would like to see the account names of the Debit or Credit P account, you should select "Change Item". You do not actually have to P make changes - you can simply press Esc after seeing what you want, P and the Popup will disappear.) P P In the two left hand columns you will see the number of the Detail P account containing the brought forward value, and the offsetting P account number which is 70000 - your Capital A/c. P P You may see a "*" at the end of the description column of one or more P of the items displayed. This means that you have more than one brought P forward value for a specific account. This may indicate two separate P values that you want to show separately, or it may mean that you have P inadvertently duplicated a brought forward item. P P You can use the "Change Item" and "Delete Item" functions to make any P corrections. P P If you want to add another brought forward item you should either Esc P back to the Year End Housekeeping panel and then select "Suggest P B/Fwds", or you should display the relevant account and then use "Add P Item". P P If you add a brought forward item using "Add Item", remember to P pre-fix the description with "B/Fwd", and to make the offsetting P account number 70000. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items in this list at P one time. There will be a set of symbols filling the last line of P the Currency column in this case. Selecting this function will P display the remaining items. P P "Change Item".... POP34 P P - will show you all the details of the journal item currently P highlighted, and will let you make any changes you want. After P changing any item, the new details replace the original line in P the display. P P "Delete Item".... POP35 P P - shows you a similar display to the "Change Item" display, warning P you that you are about to delete the currently highlighted line. P If you press Enter during this Popup, the journal item is removed P both from the "Comes from" account and from the "Goes to" P account. After the Popup disappears, the highlighted line is P removed from the display. P P "Print/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P P BANK or CHARGE A/C RECONCILIATION P ================================= P P GENERAL DESCRIPTION P =================== P The header of this Panel shows the name of the Bank or Charge account P that you are currently looking at. P P The first line of the body of the display shows the closing balance of P the Bank/Charge statement that you last reconciled. P P Each subsequent line of the body of the display shows an accounting P item accumulated in this account that has not yet been checked off P against a Bank/Charge statement. All such unreconciled items are P displayed and are visible by using the scrolling keys. The line P currently accessed is highlighted. P P These unreconciled account items are displayed in date sequence P starting with the first month of your accounting year. P P Each line has the following fields: P P Statement Number all the lines of the display will have P blanks in this column to show that they have P not yet been checked off against any P Bank/Charge statement. P P Reference any two characters that you may want to P use to denote a particular type or source of P item, eg AM to denote an American Express P charge, or a cheque number. P P Description to tell you what this accounting item P is. P P Debit Column a value in this column tells you that P this item is money received if this is a Bank P account, or a a payment to a Charge company. P P Credit Column a value in this column tells you that P this item is a payment out of a Bank account, P or an amount charged on a Charge account. P P Balance Column starting with the closing balance of the P last statement reconciled, all unreconciled P debits are added and credits are subtracted P giving a running subtotal after every item in P the account. If CR appears immediately after P a value in this column, it shows that the P balance of the account at this point was in P credit. If this is a Bank account, a CR P balance means that you are overdrawn! P P There are probably two reasons that you will look at this panel: P P 1. You want to inspect or update the current status of this account. P 2. You want to reconcile this account against the latest statement P received from the Bank/Charge company. P P There are also some other topics that are relevant: P P - starting a new Bank or Charge account. P - statement numbering. P - actions required at year end. P - finding opening balance discrepancies. P P UPDATING THE ACCOUNT P ==================== P You will develop your own preference whether you normally update your P Bank and Charge accounts from this Panel or from Panel 11 which shows P you all the detailed items in the account. P P Your ability to search for, add, change or delete items is identical P from either Panel. You do not have a re-sequence ability from this P Panel, but then you will have less items to view in this Panel. P P Note however that if you select "Add Item" while the highlight bar is P on the first line of the display - Statement Balance - you will add P items to last year's account. The LAST YEAR indication will be clearly P displayed in the data entry Popup. P P RECONCILING THE ACCOUNT P ======================= P All the items that are displayed have yet to be checked off against P any statement sent to you by the Bank/Charge company. Occasionally you P may find that you have one or two old items stretching back into last P year. Don't worry, this is not a problem for the system. P P When you receive a statement, just follow this sequence: P P 1. Pull out the previous statement and check that the closing P balance is the same as the opening balance on the new statement, P and the same as that showing on the first line of this display. P P If it is not then you should read the suggestions for finding P opening balance discrepancies, below. I recommend that you find P out why there is a discrepancy in the opening balance before P checking the individual items on the current statement. P P 2. Check the number of the previous statement and make sure you P allocate the next sequential number to the new statement. P Remember that since the system treats this year and last year as P a single period, you should not use a duplicate statement number P for any specific account in two consecutive years. P P 3. With the new statement in front of you, start at the first entry P on the statement and look for the same amount in this display. P (Unless you have selected Bank format - "Stmt Fmt" on Panel 1 - P amounts appearing in the left hand column of the Bank statement P appear in the right hand column in your accounts, and vice P versa.) P P When you find the matching amount in your display, scroll the P highlight bar to that line and press T for "Tick-Off". The first P time you do this the system will show you a popup to ask you for P the current statement number. (In fact, the number that is shown P in the Popup will probably be the one that you have just P allocated.) Confirm the number to the system, and you will see P that number appear in the left hand column of the item that was P highlighted. P P Repeat checking off each item on the statement until there are no P more items to be checked. You will find that after you have P scrolled to the correct item in your display, all you have to do P is to press the Enter key because the "Tick-Off" function has P remained highlighted in the footer section of the Panel. P P 4. Whenever you find an item on the statement that does not match an P item in your record, you will need to update your record using P the "Change Item" or "Add Item" functions. P P The normal reasons for such discrepancies are: P P - you have forgotten to enter an item. P - you have entered an amount incorrectly. P - the Bank has made a charge or credit that you had not P previously been informed of. P P It is rare for the Bank or Charge company to make an incorrect P entry on your statement. However it can happen. P P 5. When you have checked off all items on the statement, then press P Esc to return to the previous Panel 3, and then select the P "Statement" function. P P Popup 6 will ask you first to confirm which statement number you P want to display. Next it will show you the opening balance that P it assumes for the statement to be displayed. You can either P accept this value, or change it as you require. It next assumes P that the balance is not an overdrawn balance - you can change P this. P P Having given the system this information, it builds a display of P the statement that you have just reconciled. A quick check that P the closing balance displayed is the same as the closing balance P on the statement itself, will tell you that you have successfully P checked off all items on the statement. P P If you have included any item in this statement incorrectly, then P use the "Un-Tick" function to remove it from the statement P display. P P If you need to correct an item in this statement display, then P use the "Change Item" function. P P If you need to include an additional item in the statement, go P first to the reconciliation display to see first if you have P already recorded but failed to "Tick-Off" this item. Otherwise P you should now add this item. P P Having followed these procedures, you will reach the point where you P are sure that your records agree with the records of the Bank or P Charge company. P P STARTING A NEW BANK OR CHARGE ACCOUNT P ===================================== P When you first start to make entries in a Bank or Charge account, you P will need to enter the balance in the account at the date you start to P make entries. P P The simplest way to make sure that you do not get confused is to start P your entries with the last statement you received. Make your first P account item "Opening Balance at (date)" together with the amount - ie P the opening balance of the statement. This amount should be shown as a P "Receipt" unless your Bank account balance is in overdraft, in which P case you should enter it as a "Payment". P P If you are starting a Charge account, your "Opening Balance at (date)" P item should be entered as "Owing" unless the balance at the start of P the statement is owed to you, which is unlikely. P P Remember when making this first opening balance entry, the account P that this amount should "Come from" is account number 70000. P P Having entered the opening balance, next enter each of the items that P appears on the statement. P P As a check on having entered all these items correctly, you should P return to tha account summary panel and select "Reconcile". Follow the P procedure described for reconciliation, but note that you will have to P tick-off the item that you entered as Opening Balance. Note also that P when you use "Statement" to display this first statement, you should P set a zero value in response to opening balance question. This is P because the system does not recognise the item you entered as your P opening balance as being any different from all other items you enter, P and it always calculates the opening balance from your items. P P Once you have got your first opening balance correctly entered, the P system will thereafter maintain the balance for you and carry it over P correctly from year to year. Even if you have to make a correction to P an amount in last year's account, the system will update the balance P brought forward from the end of last year to the beginning of this P year. P P STATEMENT NUMBERING P =================== P When reconciling your Bank or Charge accounts you can either use the P statement number printed on the statement, or a sequence number that P you allocate and write on the statement yourself. P P Bear in mind that the system always looks at this year and last year P when reconciling an account. If in this two-year cycle you use the P same statement number more than once, all items ticked off against P those two different statements will be combined by the system into a P single statement of that duplicated number. P P Since most Banks and Charge companies re-start the sequence of P statement numbering each year, you may need to allocate your own P number and write that number on the statement to make sure that you do P not duplicate numbers in the two-year period. P P ACTIONS REQUIRED AT YEAR-END P ============================ P Normally you need carry out no special actions at year end for Bank or P Charge accounts. Each time the system reconciles an account, it makes P sure that the correct balance is carried forward from last year to P this year. P P If however you come to the end of a year and there is still an P unreconciled item dating back to last year, you will need to transfer P this item out of the Bank/Charge account to a reserve account. P Alternatively, you can delete the item, but don't forget it. P P If you don't remove the item from the account, the system will not be P able to reach back across two years to find this item and adjust the P statement balance shown at the start of your reconciliation display. P This balance will be incorrect by the same amount as this old P unreconciled item. P P FINDING OPENING BALANCE DISCREPANCIES P ===================================== P If, when you are reconciling your account, you find that the Statement P Balance shown as the first line of your display is not the same as the P opening balance shown on the statement from the Bank or Charge P company, then you should use the following procedure to correct the P discrepancy: P P 1. Pull out the last statement that you successfully reconciled. P Check that the closing balance on that statement is the same as P the opening balance on the new statement. You may be missing a P statement. P P 2. Check that you have not forgotten to transfer out of the account P any unreconciled items dating from before last year. (See above - P Actions Required at Year end) P P 3. Assuming that you have successfully reconciled up to the previous P statement, it is probable that you have made a change to an P individual amount that you had previously ticked off to a P statement. This will have changed the balance of the account from P the date of that changed amount up to the present time. You will P need to check your account against previously reconciled P statements. P P 4. Use the "Statement" function from Panel 3 to check each statement P in turn. Just enter the statement number and opening balance, and P the system will display that individual statement. You can P quickly check the statement display against the actual statement P by checking the closing balance on the display against the P closing balance of the statement. P P When you find a statement where the closing balances of the P display and the statement itself do not agree, then look for P individual items that do not agree. P P When you have corrected any such errors, select the "Reconcile" P function again on Panel 3. Sooner or later, you will find any or P all errors that you have made, and the opening balance on the P reconciliation display will now be the same as the opening P balance on the statement that you are about to reconcile. P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items in this list at P one time. There will be a set of symbols filling the last line of P the Currency column in this case. Selecting this function will P display the remaining items. P P P "Which Stmt No?".... POP37 P P - lets you specify the statement number to be used in checking off P items in your account against the statement. Don't forget that P the system spans this year and last year during the P reconciliation process. You must not repeat a statement number P for this account that you have already used last year. P P "Tick-Off" P P - When you select this function, you will see the statement number P appear in the left hand column of the display in the highlighted P line. You will also hear a high-pitched beep to indicate that the P system has checked off this item. If you try to tick off an item P already checked, the system will give a low-pitched beep to warn P you. NB if you select "Tick-Off" before specifying the statement P number, the system will automatically select "Which Stmt No?" for P you. P P "Un-Tick" P P - resets the statement number in the highlighted line back to zero. P You need this facility when you check off the wrong item! P P "Add Item".... POP30 P P - will lead you through entering the details of a new account item. P If you request this function when the highlight line is not P aligned on an existing item, each of the fields of the item will P be initialised to their default values. If the highlight line is P aligned on an existing item, the values of each field will be P initialised to the same as the account item line currently P highlighted. After adding items, new account item lines are added P at the bottom of the display. NB if you add an item while the P highlight bar is on the "Statement Balance" first line of the P display, you will be adding the item to LAST YEAR's account. P P "Change Item".... POP32 P P - will show you all the details of the journal item currently P highlighted, and will let you make any changes you want. After P changing any item, the new details replace the original line in P the display. P P "Delete Item".... POP33 P P - shows you a similar display to the "Change Item" display, warning P you that you are about to delete the currently highlighted line. P If you press Enter during this Popup, the journal item is removed P both from the "Comes from" account and from the "Goes to" P account. After the Popup disappears, the highlighted line is P removed from the display. P P "Item Transfer".... POP16 P P - will ask you to identify the account to which you want the P highlight account item to be transferred. The item line will be P removed from the Panel 17 display after the transfer is made. P P "Hardcopy/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P P BANK or CHARGE A/C STATEMENT P ============================ P P GENERAL DESCRIPTION P =================== P The header of this Panel shows the name of the Bank or Charge account P that you are currently looking at. P P The first line of the body of the display shows the opening balance P specified in Popup 6. P P If this is a Bank account you should have entered the opening balance P as a debit (by default), unless the account is overdrawn, in which P case the balance should have been entered as credit. P P If this is a Charge account you should have entered the opening P balance as a credit (by default) since you are normally owing money to P the Charge company, rather than them owing you money. P P Each subsequent line of the body of the display shows an item in this P account that you have previously ticked off against this specified P Bank/Charge statement. All the items ticked off against this specific P statement number are displayed and are visible by using the scrolling P keys. The line currently accessed is highlighted. The last line of the P display is highlighted and shows the calculated closing balance of the P statement. P P These statement account items are displayed in date sequence starting P with the first month of your accounting year. P P Each line has the following fields: P P Statement Number all the lines of the display will have the P number of this specified statement shown in P this column. P P Reference any two characters that you may want to use P to denote a particular type or source of P item, eg AM to denote an American Express P charge, or a cheque number. P P Description to tell you what this accounting item is. P P Debit Column a value in this column tells you that this P item is money received if this is a Bank P account, or a payment to a Charge company. P P Credit Column a value in this column tells you that this P item is a payment out of a Bank account, or P an amount charged on a Charge account. P P Balance Column starting with the opening balance that you P specified, all reconciled (ticked off) debits P are added and credits are subtracted, giving P a running subtotal after every item in the P account. If you have selected Bank format - P "Stmt Fmt" on Panel 1 - a DR appearing P immediately after a value in this column P denotes an overdrawn Bank balance; if Bank P format is not selected, a CR denotes an P overdrawn Bank balance. Similarly if Bank P format is selected, and this is a Charge P account, a CR indicates money owed by the P Charge company to you; if Bank format is not P selected, a CR indicates you owe money to the P Charge company. P P The purpose of this display is to make sure that the items that you P have ticked off against a specific statement are the same as the items P on the statement itself. P P You will note that you only have the "Change Item" facility. The "Add P Item" and "Delete Item" facilities are not available from this Panel. P This is because when displaying a statement you are looking at only a P small part of the whole account. P P If an item is missing from the display, it does not necessarily mean P that you have not entered that item. It probably means that you have P either ticked it off against another statement, or not ticked it off P against any statement. To add the item on this Panel without first P checking this possibility would give you a lot of extra problems. P Similarly, if you find an item that appears in the display but does P not appear on the statement currently being checked, it would be wrong P to delete the item without checking to see if it properly belonged in P a different statement. P P If you find an item appearing incorrectly in the display for this P statement, then use the "Un-Tick" function to remove the statement P number from the item. The item will now be included in the P unreconciled items for this account. (It does however remain in this P display until you re-display this statement.) P P If you find an item appearing on the statement but not in the display, P go back to the account summary panel and select "Details", which will P show you all the items for this account. Next use the search P facilities to try to find this item. If you do find it, use the P "Change Item" facility to change the statement number reference. If P you don't find it, use the "Add Item" facility to add this missing P item. (You will also have to use "Change Item" after "Add Item" to P change the statement number of this new item. This is a little P cumbersome, but less of a nuisance than skipping past an unused field P on every Bank or Charge account item that you enter.) P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "More" P P - You will only need to use this function when the system signals P that it has been unable to display all the items in this list at P one time. There will be a set of symbols filling the last line of P the Currency column in this case. Selecting this function will P display the remaining items. P P "Change Item".... POP32 P P - will show you all the details of the journal item currently P highlighted, and will let you make any changes you want. After P changing any item, the new details replace the original line in P the display. P P "Un-Tick" P P - resets the statement number in the highlighted line to zero. The P line remains displayed and you can use "Change Item" to restore P the statement number if required. P P "Re-Sequence".... POP38 P P - will let you sort on one of the fields of the account items P displayed. You can sort on Statement No, Reference, Date, P Description or Value. Panel 11 will be re-displayed with the P account items in the new sequence. P P "Hardcopy/Export".... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P "New Stmt No.".... POP37 P P - lets you specify a new number for the statement currently P displayed. You must not use a statement number for this account P already used last year or this year. P P P MONTHLY STANDING ORDERS P ======================= P P GENERAL DESCRIPTION P =================== P This is a list in Journal Entry form of all the standing order items P that you have defined. P P The term "Standing Order" derives from the UK Banking facility of P repeating a specified transaction at fixed intervals (usually monthly) P according to your - the customer - specifications. P P The system gives you a similar facility. Any item whose description P field starts with "S/o " will be repeated on the same date each month. P (Note that the characters "S" and "O" can be either upper or lower P case.) P P You can also specify a number between 1 and 52 immediately after the P "S/o". "S/o1 " repeats the item every week, "S/o4 " repeats the item P every four weeks, etc. P P "S/o9", "S/o13 ", "S/o26 " and "S/o52 " repeat the item on the P two-monthly, quarterly, half-yearly and annual calendar anniveraries P instead of the exact week intervals. P P When you come to the end of the year and start a new year's accounts, P the system will carry on making the automatic entries on the correct P dates in the new year. P P To create a standing order, just add an item in the normal way, but P prefix the description with "S/o ". You can similarly change an P existing item to create a standing order. P P You can cancel a standing order either by changing the item to remove P the "S/o " prefix, or by using the "Cancel S/O" function from this P Panel. P P Journal Entry format shows the following information on each line of P the body of the display: P P - Detail A/c Number of the Debit - "Goes to" - account. P - Detail A/c Number of the Credit - "Comes From" - account. P - Date of the accounting item. P - Description of the accounting item. P - Amount of the accounting item. P - Currency of the accounting item. P P (If you would like to see the account names of the Debit or Credit P account, you should select "Change Item". You do not actually have to P make changes - you can simply press Esc after seeing what you want, P and the Popup will disappear.) P P FUNCTIONS AVAILABLE P =================== P P "Search".... POP42 P P - lets you specify what you are looking for in the list. It P searches up from the bottom of the list until it finds a match. P Until you select "End Search", the up and down arrow keys tell P the system to continue searching. If the system finds what you P are searching for, you will hear a high-pitched beep. If not, you P will hear a low-pitched beep. P P "End Search" P P - tells the system to stop searching, and returns the up and down P arrow keys to their normal operation. P P "Cancel S/O".... POP39 P P - removes the "S/o " prefix from the description of the highlighted P item, and removes the item from this display. No further P automatic monthly repetitions of this item will take place. It P does not delete the item itself, it only removes the "S/o " P prefix from the item. P P "Print/Export.... POP09 P P - will let you specify how many lines to print on each page before P actually printing the current display on your printer. You can P save paper by specifying half page lengths for shorter displays. P P P BACK-UP ACCOUNTS P ================ P P GENERAL P ======= P This allows you to copy from the currently accessed set of accounts to P a back-up file. P P It is recommended that you set up two diskettes as your back-up files, P each having a sub-directory with the same name as the sub-directory P name of your currently accessed account set. By using a sub-directory P on each of your back-up diskettes, you minimise the possibility of P over-writing back-up files with the data from a different set of P accounts. P P Each time you take a back-up copy of your account set, you should P overwrite the older of the two back-up copies. Don't forget to write P the date of this latest back-up on the label on the diskette. In this P way, if you transfer garbage during the back-up process you still have P the other (previous) back-up copy to fall back to. P P Note that during the back-up process, the internal linkages between P the accounting records are reset to optimise direct accessing of the P records after they are next restored. For this reason, YOU CANNOT USE P THE BACK-UP FILES AS A LIVE ACCOUNT SET. You must restore from the P back-up file to the working account set. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P TO: Specify the path and sub-library of the Back-up files. The P path assumed by the system is displayed as the initial P contents of this input field. You can change this as you P like. P P P RESTORE ACCOUNTS P ================ P GENERAL P ======= P This allows you to copy to the currently accessed set of accounts from P a back-up file. P P Note that during the restore process, the internal linkages between P the accounting records are reset to optimise direct accessing of the P records after they are next restored. For this reason, YOU CANNOT USE P THE BACK-UP FILES AS A LIVE ACCOUNT SET. You must restore from the P back-up file to the working account set. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P FROM: Specify the path and sub-library of the Back-up files P to be restored from. The path assumed by the system is P displayed as the initial contents of this input field. P You can change this as you like. P P P STATEMENT DISPLAY REQUEST P ========================= P P GENERAL P ======= P This Popup lets you specify which statement number you want the system P to display, what the opening balance of the statement should be, and P whether the opening balance is a debit or a credit balance. P P After entering the first two fields, the system will highlight either P "Debit" or "Credit" in one of the following two text lines in the P Popup. P P Remember that all debits on the statement you receive from the Bank or P Charge company are credits in your own accounts, and all credits shown P on the statement are debits in your accounts. P P To make things simpler, the system always assumes that your Bank P balance is not overdrawn, and highlights an assumed "Debit" balance in P your accounts. Similarly the system assumes that you are owing money P to the Charge company, and hence highlights an assumed "Credit" P balance in your accounts. P P To change from Debit to Credit just use the up or down arrow key when P the system highlights "Debit" or "Credit". P P If you confirm your input by pressing Enter, the system will display P all the items that you have marked as belonging to this statement P number. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P Statement No: Enter the sequence number that you have P written on this statement. The number P can be any number between 0 and 99. You P can increment the number displayed by P pressing the up arrow key, and decrement P the number by pressing the down arrow P key. P P Opening Balance: Enter the amount that appears at the P start of the statement received from the P Bank/Charge company. P P In Credit/Overdrawn Press Enter to accept the highlighted P choice. Press the up or down arrow key P in order to highlight the alternative P choice. P P P HARDCOPY/EXPORT REQUEST P ======================= P P GENERAL P ======= P This will either let you print the current display or write a text P file in up to three different formats (depending on the type of the P current display). P P You highlight your selection by using the left or right arrows or the P initial letter of the alternatives. P P Printer: This will let you print the current display on your P printer. The heading will appear at the top of each P page. The page length can be set to suit your P requirements. It is sometimes useful to set the number P of lines to print half pages where there are not many P lines in the body of the display. P P File: This will write print output to the file that you P specify. As with printed output there is a header and a P footer, but the body is a continuous set of text lines P without page breaks. P P 1-2-3: This produces a file to be read into a Lotus 1-2-3 P spreadsheet using the Numbers option. You will need to P set the width of the first column of the spreadsheet to P the width of the text prefix on each line: P P Account Summary 14 P P Account Details 42 P P Trial Balance 42 P P I & E A/c 45 P P Balance Sheet 37 P P Financing Report 45 P P Actual vs Budget 48 P P Note that the Account Details output using this option P produces a single column of detail amounts with credits P being shown as negative values. P P Export: This produces a text file to your specification from P any account detail display. You can write a structured P file with individual field types as single text line P pre-fixed by an alpha character. Alternatively you can P write the fields of each record at specified offsets in P a single text line. P P INPUT P ===== P P Printer P P - Paper length in print lines: P P This can be any number between 28 and 99. You can P increment or decrement the value by using the up and P down arrow keys. P P File / 1-2-3 / Export P P - OUTPUT FILE: P P Specify the path and name of the file to which you want P to export the current display. Note that the maximum P length of any export line will not exceed 80 P characters. P P Export P P - A/c Item Fields: P P By using the left and right arrow keys, you can P highlight the field specification to be updated. P P If you are exporting to a structured file, you can P specify the pre-fix alpha character of each field type. P If you specify a blank, the system will not create P output text for this field. P P If you are exporting to an unformatted text file, you P can specify the offset of each field from the start of P each text line. A zero offset tells the system not to P create output for this field. P P To change from structured (alpha prefix) to unformatted P (numeric offset) text or vice versa, use the up arrow P or down arrow keys. The system will switch between P displays of the field offsets and the field pre-fix P characters. P P Note that a credit value is output as a negative number when writing P an Export or a Lotus 1-2-3 file. P P Note also that A/c Nos. are written as a 5 character numeric text P field, Date as an 8 character field, Stmt No and Ref as 2 character P fields, Description as a 24 character field, and Value as an 11 P character signed numeric field. P P If you try to enter an offset that would result in the field P over-running the 80 character output record, the system will restrict P the offset to the maximum permissible for that field type. P P P IMPORT ITEMS P ============ P P GENERAL P ======= P This lets you add items to the currently displayed account from an P external text file. The following fields can be imported: Date, P Statement No, Reference, Description and Value. Date and Value are P mandatory fields, the others are optional. P P A negative imported value is assumed to be Credit unless you specify P that positive values are Credit. P P Each item imported can either be in a single text line, eg: P P 57 AM 1/ 5/89 Holiday Inn Portsmouth -72.97 P 58 AM 2/ 5/89 Tony P B'Day Champagne -24.4 P 59 AM 18/ 5/89 Castello di Gargonza -137.92 P 58 DD 23/ 5/89 Amex Paid 72.97 P 59 DD 23/ 6/89 Amex paid 24.4 P 59 AM 27/ 6/89 Avis Fecamp-Paris -43.09 P 59 AM 11/ 7/89 AB Amex annual fee -30 P P or can be a sequence of individual pre-fixed text lines for each input P item field,eg: P P C 1/ 5/89 P S57 P RAM P A18200 P DHoliday Inn Portsmouth P V -72.97 P ^ P P C23/ 5/89 P S58 P RDD P A58000 P DAmex Paid P V 72.97 P ^ P P If you are reading a structured text input file with a separate line P for each item field, the end of each item must be denoted with a text P line with a single ^ character. P P The system will only accept items with a date in the format of the P current display (DD/MM/YY or MM/DD/YY) that falls within the current P accounting year. Any item with a date outside the current year or with P an invalid date format is ignored. P P The system will also only accept a numeric non-zero value. Any item P with an invalid or zero value is ignored. P P This means that the system can effectively select accounting items P from a general text input file, eg a report produced by another P program, while ignoring all non account item lines, eg: P P ====================================================================== P P American Express Gold P P ====================================================================== P S# RE DATE DESCRIPTION PAID CHARGED BALANCE P ====================================================================== P 57 AM 1/ 5/89 Holiday Inn Portsmouth 72.97 72.97Cr P 58 AM 2/ 5/89 Tony P B'Day Champagne 24.40 97.37Cr P 59 AM 18/ 5/89 Castello di Gargonza 137.92 235.29Cr P 58 DD 23/ 5/89 Amex Paid 72.97 162.32Cr P 59 DD 23/ 5/89 Amex paid 24.40 137.92Cr P 59 AM 27/ 6/89 Avis Fecamp-Paris 43.09 181.01Cr P 59 AM 11/ 7/89 AB Amex annual fee 30.00 211.01Cr P 59 AM 11/ 7/89 SB Amex annual fee 70.00 281.01Cr P 60 AM 23/ 7/89 Lunch Brasserie Jo & Ian 87.30 368.31Cr P 60 DD 25/ 7/89 Amex paid 281.01 87.30Cr P Sterling P ====================================================================== P P Using the ability to specify where fields start in a text record, and P relying on the system to reject all invalid records, you could read P all the debit items of the above example in one pass, and the credit P items in a second pass. (You should also tell the system to take P positive values as credits in the second pass.) P P INPUT P ===== P IMPORT FILE: Specify the path and name of the file from P which you want to import account items. Note P that the maximum length of any import line P must not exceed 80 characters. P P A/c Item Fields: By using the left and right arrow keys, you P can highlight the field specification to be P updated. P P If you are importing from a structured file, P you can specify the pre-fix alpha character P of each field type. If you specify a blank, P the system will not scan the import text for P this field. P P If you are importing from an unformatted text P file, you can specify the offset of each P field from the start of each text line. P P Note that the number of characters read for P each field type is Date - 8, Stmt No and Ref P - 2, A/c No - 5, Descr - 24 and Value P (signed) - 11. P P To change from structured (alpha prefix) to P unformatted (numeric offset) text or vice P versa, use the up arrow or down arrow keys. P The system will switch between displays of P the default field offsets and the field P pre-fix characters. P P -ve/+ve Credit: You can enter either - or +, or you can use P most other keys to toggle the value of this P field between - and +. P P If you select -, then all negative values P input will be credited to the account P currently displayed and all positive values P will be debited. P P If you select +, then all positive values P will be credited to the account currently P displayed and any negative values will be P debited. P P Normal convention shows Bank Account receipts P (debits) as + and payments (credits) as -. P You may need to experiment a few times before P you get it right! P P A/C NO: If you have offsetting account numbers in P your import file that match your account name P list, the system will use these in the P account items created. P P If any of the imported account numbers do not P match against your account names list, or if P you are not importing account numbers, the P system will use the default account number P that you specify in this field. P P You may want to create temporarily a separate P account for all defaulted items so that you P can easily identify and transfer them later. P P You can enter an account number, alphabetic P characters, or use the scroll keys. P P If you enter an account number, or part of an P account number and then press Enter, the P system will search the Account Names and P display the name that it finds. If you use P the Home, End, PgUp, PgDn, Up or Down arrow P keys, the system will move up or down the P Account Name list by the appropriate number P of entries, and display the name that it P finds. P P If you enter an alphabetic character as the P first character of the field, the system will P scan from the top of the Account Name list P until it matches that character in the first P position of a name. If you enter a second and P third character etc, the system will scan P from the top of the Account Name list until P it matches those characters as the first P characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you P press Enter you will see both the account P number and name displayed. If you press Esc, P the system will display the previous name and P number selected. P P Pressing Enter when you have a number and P name displayed will confirm your selection of P account number to the system. P P Pressing Enter when the system shows that you P have not found a valid account number will P cause the system to select the nearest P account number as your confirmed selection. P P Pressing Esc when you have number and name P displayed will confirm to the system that you P have quit entering data, and will reset the P field to the default value. P P P TRANSFER ACCOUNT REQUEST P ======================== P P GENERAL P ======= P This lets you transfer all the items in this account to another P account. It is very useful if you decide to change your account P structure. P P The system will not let you specify the same account number as the P displayed account for the "To" account. P P The transfer is not completed until you next Post your accounts. P Hence, if you have made a mistake in specifying the "To" account, you P can repeat the transfer - this time to the correct account. P P After Posting your accounts, you will see all the transferred items P now accumulated in the "To" account. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to transfer an account in last year's P accounts instead of this year. This can happen when you are displaying P last year's data. It is perfectly OK to transfer an account directly P in last year's accounts, just be careful that you don't do it by P mistake! Remember also that this may change the value of amounts P brought forward from last year into this year. (Select "Suggest P B/Fwds" in Panel 8). P P INPUT P ===== P P Account No: This input field is rather special. You can enter P an account number, alphabetic characters, or use P the scroll keys. P P If you enter an account number, or part of an P account number and then press Enter, the system P will search the Account Names and display the name P that it finds. If you use the Home, End, PgUp, P PgDn, Up or Down arrow keys, the system will move P up or down the Account Name list by the P appropriate number of entries, and display the P name that it finds. P P If you enter an alphabetic character as the first P character of the field, the system will scan from P the top of the Account Name list until it matches P that character in the first position of a name. If P you enter a second and third character etc, the P system will scan from the top of the Account Name P list until it matches those characters as the P first characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you press P Enter you will see both the account number and P name displayed. If you press Esc, the system will P display the previous name and number selected. P P Pressing Enter when you have a number and name P displayed will confirm your selection of account P number to the system. P P Pressing Enter when the system shows that you have P not found a valid account number will cause the P system to select the nearest account number as P your confirmed selection. P P Pressing Esc when you have number and name P displayed will confirm to the system that you have P quit entering data. The system will return to the P account display without transferring any items. P P P TRANSFER ITEM REQUEST P ===================== P P GENERAL P ======= P This lets you transfer the item that is currently highlighted in this P account to another account. P P The system will not let you specify the same account number as the P displayed account for the "To" account. P P After transferring the item, it is removed from the current display. P After Posting your accounts, you will see the transferred item in the P "To" account. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to transfer an item in last year's P accounts instead of this year. This can happen when you are displaying P last year's data or when you are highlighting a last year item during P account reconciliation. It is perfectly OK to transfer an item P directly in last year's accounts, just be careful that you don't do it P by mistake! Remember also that this may change the value of amounts P brought forward from last year into this year. (Select "Suggest P B/Fwds" in Panel 8). P P INPUT P ===== P P Account No: This input field is rather special. You can P enter an account number, alphabetic characters, or P use the scroll keys. If you enter an account P number, or part of an account number and then P press Enter, the system will search the Account P Names and display the name that it finds. If you P use the Home, End, PgUp, PgDn, Up or Down arrow P keys, the system will move up or down the Account P Name list by the appropriate number of entries, P and display the name that it finds. P P If you enter an alphabetic character as the first P character of the field, the system will scan from P the top of the Account Name list until it matches P that character in the first position of a name. If P you enter a second and third character etc, the P system will scan from the top of the Account Name P list until it matches those characters as the P first characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you press P Enter you will see both the account number and P name displayed. If you press Esc, the system will P display the previous name and number selected. P P Pressing Enter when you have a number and name P displayed will confirm your selection of account P number to the system. P P Pressing Enter when the system shows that you have P not found a valid account number will cause the P system to select the nearest account number as P your confirmed selection. P P Pressing Esc when you have number and name P displayed will confirm to the system that you have P quit entering data. The system will return to the P account display without transferring the P highlighted item. P P P ADD C/FWD ITEM P ============== P P GENERAL P ======= P This lets you take account of items of Income or Expenditure from last P year that really belong in this year. These items are called accruals P and pre-payments. P P Accruals are: Income due but not yet received P or P Expense due but not yet paid. P P Pre-payments are: Income received in advance P or P Expense paid in advance P P If you chose to create an accrual or pre-payment item, it shows in P your accounts as an item carried forward from the end of last year to P the beginning of this year. P P In fact this function creates a C/Fwd item in last year's accounts P that is picked up by the "Suggest B/Fwds" function to create a P matching B/Fwd in the accounts of this year. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P Debit/Credit: Press Enter to accept the highlighted choice. P Press the up or down arrow key to highlight the P alternative choice. P P If you are creating a C/Fwd from an Income P account, the alternatives highlighted will be P "Income recd in Advance" / " Income due but not P yet Recd". P P If you are creating a C/Fwd from an Expenditure P account, the alternatives will be "Expense Due but P not yet Paid" / "Expense Paid in Advance". P P Currency: Use the Up and Down arrow keys to scroll through P the list of defined currencies. P P Description: P P This is a normal alphameric field where you P can enter any appropriate description for P this item. Note that this field must be P prefixed with "C/Fwd ". P P Account No: This input field is rather special. You can enter P an account number, alphabetic characters, or use P the scroll keys. P P The initial value is set to 70000 which is the P account number that the system assumes for all P carry forward and brought forward items. You can P however change it. P P If you enter an account number, or part of an P account number and then press Enter, the system P will search the Account Names and display the name P that it finds. If you use the Home, End, PgUp, P PgDn, Up or Down arrow keys, the system will move P up or down the Account Name list by the P appropriate number of entries, and display the P name that it finds. P P If you enter an alphabetic character as the first P character of the field, the system will scan from P the top of the Account Name list until it matches P that character in the first position of a name. If P you enter a second and third character etc, the P system will scan from the top of the Account Name P list until it matches those characters as the P first characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you press P Enter you will see both the account number and P name displayed. If you press Esc, the system will P display the previous name and number selected. P P Pressing Enter when you have a number and name P displayed will confirm your selection of account P number to the system. P P Pressing Enter when the system shows that you have P not found a valid account number will cause the P system to select the nearest account number as P your confirmed selection. P P Pressing Esc when you have a number and name P displayed will confirm to the system that you have P quit entering data. The system will return to the P account display without transferring any items. P P Note the date of the item cannot be changed. It is P always the last day of the fiscal year for C/Fwd P items. P P P ACCOUNT ITEM INPUT P ================== P GENERAL P ======= P This is where you enter new payments and receipts into your accounts. P You will normally use this Popup in conjunction with a Bank or Charge P Account. P P If you select this function when an existing item in the account is P highlighted, you will see the details of that item as the default P values for each input field. You may find this useful as a short cut P to entering frequently repeated items. P P If the highlight bar was not on an existing item in the account, you P will see the system default values in each field. These system P defaults are specified in the input section below. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to add an item to last year's accounts P instead of this year. This can happen when you are displaying last P year's data; when you are highlighting a last year item during account P reconciliation or when highlighting the first line of the display of P an account reconciliation. It is perfectly OK to enter data directly P into last year's accounts, just be careful that you don't do it by P mistake! Remember also that this may change the value of amounts P brought forward from last year into this year. (Select "Suggest P B/Fwds" in Panel 8). P P The highlighting in the Popup will lead you through each input field P in turn. Instructions for entering data in each field will be found in P the Input section below. P P When you press Enter at the end of the Popup, you will hear a P high-pitched beep to tell you that the system has accepted your input. P The highlighting will then switch back to the first instruction in the P Popup - which gives you the choice of either entering another item, or P pressing the Esc key to finish entering items. P P Before pressing Enter at the end of the Popup, you may want to change P some data. Press any key other than Enter or Esc, and you will find P yourself at the start of the Popup again. You can now go through the P fields again, either pressing Enter to accept the contents of each P field or making changes to any fields. P P When you finish entering new items (by pressing Esc when at the start P of the Popup) you will see the new items you have entered are now P added to the end of the display of items accumulated in the account P you are currently accessing. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P If you press the Ctrl and left arrow key together, the cursor will P step back to the previous data entry field. P P Debit/Credit Press Enter to accept the highlighted choice. P Press the up or down arrow key in order to P highlight the alternative choice. The default P highlighted choice is credit. P P If you are entering items into a Bank P account, the alternatives highlighted will be P "RECEIPTS"/"PAYMENTS". P P If you are entering items into a Charge P account, the alternatives highlighted will be P "PAID"/"CHARGED". P P If you are entering data into any other type P of account, the alternatives highlighted will P reflect the meaning of Debit/Credit for that P type of account. P P Date: This is a pair of numeric fields for the P month and day of the date of the item. Date P format of MM/DD or DD/MM is selected using P the "Date Format" function from Panel 1. P P The default date is the current system date. P You cannot change the year. The system P updates this automatically according to the P month and the year end date that you have P pre-defined. P P In both fields, in addition to entering P numeric data, you can use the up and down P arrows to increment or decrement the value of P the field. P P In both fields the minimum value is 1. In the P month field the maximum value is 12. In the P day field the maximum value is 31. P P Ref: This field is only displayed when adding an P item to a Bank or Charge account. P P This is a two character alphameric field. In P addition to entering numeric data, you can P use the up and down arrows to increment or P decrement the value of the field. The default P value is zero. P P So long as the field contains a numeric P value, this value increases by one as you add P each new item. P P If you are entering details of cheques you P have paid, enter the last two digits of the P first cheque that you enter - the system will P automatically step this number as you enter P the details of each subsequent cheque. P P If the field is given non numeric value, no P change is made to the field as each new item P is added. P P Currency: Use the Up and Down arrow keys to scroll P through the list of defined currencies. The P default currency is that of the account. P P If you do not find the currency you want, go P back to the Account Names list (Panel 2) and P select the "Forex" function to add another P currency. P P Description: This is a normal alphameric field where you P can enter any appropriate description for P this item. The default value is a blank P field. P P You will find it helps later understanding of P this item if you describe "Who" and "What" P the item relates to. P P If you want this item to be re-entered P automatically by the system on the same date P of each subsequent month, just prefix the P description with "S/o ". P P Account No: Each item "Comes from" one account and "Goes P to" another account. You have specified in P the Debit/Credit field, above, whether this P item is a payment or a receipt. You now need P to specify the second half of the transaction P by telling the system in which account you P want this item accumulated. P P This input field is rather special. You can P enter an account number, alphabetic P characters, or use the scroll keys. P P The default value is set to 10000 which is P the first expenditure account number. If you P had changed this item to be a debit instead P of a credit, the default account number would P be 00000, which is the first income account. P This way, if you don't want to bother with P identifying specific accounts, the system P will record all your items automatically as P Income or Expenditure. P P If you enter an account number, or part of an P account number, and then press Enter, the P system will search the Account Names and P display the name it finds. If you use the P Home, End, PgUp, PgDn, Up or Down arrow keys, P the system will move up or down the Account P Name list by the appropriate number of P entries, and display the name it finds. P P If you enter an alphabetic character as the P first character of the field, the system will P scan from the top of the Account Name list P until it matches that character in the first P position of a name. If you enter a second and P third character etc, the system will scan P from the top of the Account Name list until P it matches those characters as the first P characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you P press Enter you will see both the account P number and name displayed. If you press Esc, P the system will display the previous name and P number selected. P P Pressing Enter when you have a number and P name displayed will confirm your selection of P account number to the system. P P Pressing Enter when the system shows that you P have not found a valid account number will P cause the system to select the nearest P account number as your confirmed selection. P P Pressing Esc when you have a number and name P displayed will confirm to the system that you P have quit entering data, and will reset the P field to the default value. P P P CHANGE ACCOUNT ITEM P =================== P P GENERAL P ======= P This is where you can make changes to existing items that you have P already entered into the system. P P You should have selected this function when an existing item in the P account was highlighted. You will see the details of that item as the P default values for each input field. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to change an item in last year's accounts P instead of in this year. This can happen when you are displaying last P year's data, or when you are highlighting a last year item during P account reconciliation. It is perfectly OK to change data directly in P last year's accounts, just be careful that you don't do it by mistake! P Remember also that this may change the value of amounts brought P forward from last year into this year. (Select "Suggest B/Fwds" in P Panel 8). P P The highlighting in the Popup will lead you through each input field P in turn. Instructions for entering data in each field will be found in P the Input section below. P P Before pressing Enter at the end of the Popup, you may want to change P some data. Press any key other than Enter or Esc, and you will find P yourself at the start of the Popup again. You can now go through the P fields again, either pressing Enter to accept the contents of each P field or making changes to any fields. P P When you press Enter at the end of the Popup, you will hear a P high-pitched beep to tell you that the system has accepted your P changed input. The Popup will disappear, and you will see the updated P item highlighted in the account displayed. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P If you press the Ctrl and left arrow key together, the cursor will P step back to the previous data entry field. P P Debit/Credit: Press Enter to accept the highlighted choice. P Press the up or down arrow key in order to P highlight the alternative choice. P P Date: This is a pair of numeric fields for the P month and day of the date of the item. Date P format of MM/DD or DD/MM is selected using P the "Date Format" function from Panel 1. P P You cannot change the year. The system P updates this automatically according to the P month and the year end date that you have P pre-defined. P P In both fields, in addition to entering P numeric data, you can use the up and down P arrows to increment or decrement the value of P the field. P P In both fields the minimum value is 1. In the P month field the maximum value is 12. In the P day field the maximum value is 31. P P Ref: This field is only displayed when changing an P item in a Bank or Charge account. P P This is a two character alphameric field. In P addition to entering numeric data, you can P use the up and down arrows to increment or P decrement the value of the field. P P Stmt No: This field is only displayed when changing an P item in a Bank or Charge account. P P This is a two character numeric field. In P addition to entering numeric data, you can P use the up and down arrows to increment or P decrement the value of the field. P P The value of this field is set by the P "Tick-Off" function when reconciling a Bank P or Charge account, in order to record in P which statement this item is to be found. P (When you add a new item, the field is P automatically set to blanks but not P displayed) P P Currency: Use the Up and Down arrow keys to scroll P through the list of defined currencies. P P If you do not find the currency you want, go P back to the Account Names list (Panel 2) and P select the "Forex" function to add another P currency. P P Description: This is a normal alphameric field where you P can enter any appropriate description for P this item. P P You will find it helps later understanding of P this item if you describe "Who" and "What" P the item relates to. P P If you want this item to be re-entered P automatically by the system on the same date P of each subsequent month, just prefix the P description with "S/o ". P P Account No: This input field is rather special. You can P enter an account number, alphabetic P characters, or use the scroll keys. P P If you enter an account number, or part of an P account number and then press Enter, the P system will search the Account Names and P display the name that it finds. If you use P the Home, End, PgUp, PgDn, Up or Down arrow P keys, the system will move up or down the P Account Name list by the appropriate number P of entries, and display the name that it P finds. P P If you enter an alphabetic character as the P first character of the field, the system will P scan from the top of the Account Name list P until it matches that character in the first P position of a name. If you enter a second and P third character etc, the system will scan P from the top of the Account Name list until P it matches those characters as the first P characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you P press Enter you will see both the account P number and name displayed. If you press Esc, P the system will display the previous name and P number selected. P P Pressing Enter when you have a number and P name displayed will confirm your selection of P account number to the system. P P Pressing Enter when the system shows that you P have not found a valid account number will P cause the system to select the nearest P account number as your confirmed selection. P P Pressing Esc when you have number and name P displayed will confirm to the system that you P have quit entering data, and will reset the P field to the default value. P P P DELETE ACCOUNT ITEM P =================== P P GENERAL P ======= P This is where you can delete an existing item you have already entered P into the system. P P You should have selected this function when an existing item in the P account was highlighted. You will see the details of that item as the P values displayed in each field. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to delete an item in last year's accounts P instead of in this year. This can happen when you are displaying last P year's data, or when you are highlighting a last year item during P account reconciliation. It is perfectly OK to delete data directly in P last year's accounts, just be careful that you don't do it by mistake! P Remember also that this may change the value of amounts brought P forward from last year into this year. (Select "Suggest B/Fwds" in P Panel 8). P P When you press Enter at the end of the Popup, you will hear a P high-pitched beep to tell you that the system has deleted this item. P The Popup will disappear, and you will see that the item has P disappeared from the display. P P INPUT P ===== P There is no data input. You can only press Enter to delete the item, P or any other key to quit without deleting the item. P P P CHANGE JOURNAL ITEM P =================== P P GENERAL P ======= P This is where you can make changes to existing items that you have P already entered into the system. P P Normally when looking at an item, you retrieve it from an account P display. In this case you see whether the item is a debit ("Goes to") P or credit ("Comes from") displayed in the top right hand of the Popup, P and you see the opposing account identified toward the bottom of the P Popup. P P When you look at an item from a list of items not all in the same P account - eg all items in a particular currency - you see both the P "Comes from" account and the "Goes to" account specifically displayed P toward the bottom of this Popup. P P You should have selected this function when an existing item in the P the list of journal items was highlighted. You will see the details of P that item as the default values for each input field. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to change an item in last year's accounts P instead of in this year. This can happen when you are displaying last P year's data. It is perfectly OK to change data directly in last year's P accounts, just be careful that you don't do it by mistake! Remember P also that this may change the value of amounts brought forward from P last year into this year. (Select "Suggest B/Fwds" in Panel 8). P P The highlighting in the Popup will lead you through each input field P in turn. Instructions for entering data in each field will be found in P the Input section below. P P Before pressing Enter at the end of the Popup, you may want to change P some data. Press any key other than Enter or Esc, and you will find P yourself at the start of the Popup again. You can now go through the P fields again, either pressing Enter to accept the contents of each P field or making changes to any fields. P P When you press Enter at the end of the Popup, you will hear a P high-pitched beep to tell you that the system has accepted your P changed input. The Popup will disappear, and you will see the updated P item highlighted in the journal item list. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P If you press the Ctrl and left arrow key together, the cursor will P step back to the previous data entry field. P P Date: This is a pair of numeric fields for the P month and day of the date of the item. Date P format of MM/DD or DD/MM is selected using P the "Date Format" function from Panel 1. P P You cannot change the year. The system P updates this automatically according to the P month and the year end date that you have P pre-defined. P P In both fields, in addition to entering P numeric data, you can use the up and down P arrows to increment or decrement the value of P the field. P P In both fields the minimum value is 1. In the P month field the maximum value is 12. In the P day field the maximum value is 31. P P Currency: Use the Up and Down arrow keys to scroll P through the list of defined currencies. P P If you do not find the currency you want, go P back to the Account Names list (Panel 2) and P select the "Forex" function to add another P currency. P P Description: This is a normal alphameric field where you P can enter any appropriate description for P this item. P P You will find it helps later understanding of P this item if you describe "Who" and "What" P the item relates to. If you want this item to P be re-entered automatically by the system on P the same date of each subsequent month, just P prefix the description with "S/o ". P P Goes to A/c: If this item is money received, the "Goes to" P account will be the Bank account into which P it was paid. If it is money paid, the "Goes P to" account will be the account where you P want to accumulate this type of expenditure. P P This input field is rather special. You can P enter an account number, alphabetic P characters, or use the scroll keys. P P If you enter an account number, or part of an P account number and then press Enter, the P system will search the Account Names and P display the name that it finds. If you use P the Home, End, PgUp, PgDn, Up or Down arrow P keys, the system will move up or down the P Account Name list by the appropriate number P of entries, and display the name that it P finds. P P If you enter an alphabetic character as the P first character of the field, the system will P scan from the top of the Account Name list P until it matches that character in the first P position of a name. If you enter a second and P third character etc, the system will scan P from the top of the Account Name list until P it matches those characters as the first P characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you P press Enter you will see both the account P number and name displayed. If you press Esc, P the system will display the previous name and P number selected. P P Pressing Enter when you have a number and P name displayed will confirm your selection of P account number to the system. P P Pressing Enter when the system shows that you P have not found a valid account number will P cause the system to select the nearest P account number as your confirmed selection. P P Pressing Esc when you have number and name P displayed will confirm to the system that you P have quit entering data, and will reset the P field to the default value. P P Comes from: If this item is a payment, the "Comes from" P account will be your Bank or Charge account. P If it is money received, the "Comes from" P account will be the account where you P accumulate items from this source of income. P P Data entry for this field is exactly the same P as for the "Goes to" A/c field above. P P P DELETE JOURNAL ITEM P =================== P P GENERAL P ======= P This is where you can delete an existing item you have already entered P into the system. P P You should have selected this function when an existing item in the P journal item list was highlighted. You will see the details of that P item as the values displayed in each field. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to delete an item in last year's accounts P instead of in this year. This can happen when you are displaying last P year's data. It is perfectly OK to delete data directly in last year's P accounts, just be careful that you don't do it by mistake! Remember P also that this may change the value of amounts brought forward from P last year into this year. (Select "Suggest B/Fwds" in Panel 8). P P When you press Enter at the end of the Popup, you will hear a P high-pitched beep to tell you that the system has deleted this item. P The Popup will disappear, and you will see that the item has P disappeared from the display. P P INPUT P ===== P There is no data input. You can only press Enter to delete the item, P or any other key to quit without deleting the item. P P P CONFIRM STATEMENT NUMBER P ======================== P P GENERAL P ======= P You will see this Popup each time you select "Which Stmt No?" from the P reconciliation Panel 17, or if you select "Tick-Off" without first P specifying the statement number against which you are going to check P off items. P P You will also see this Popup if you select "New Stmt No." from the P Statement Panel 18. P P The actual number displayed will be one higher than the highest P statement number already reconciled. You can change it to any number P between 1 and 99. P P INPUT P ===== P P Stmt No: This is a two character numeric field. In P addition to entering numeric data, you can P use the up and down arrows to increment or P decrement the value of the field. P P Although the new statement number will be P shown on each of the items of the display, P the final change does not take place until P you Esc back to the previous display. P P This means that you can change your mind P about which new statement number you want the P items to be allocated to as often as you like P while this statement remains displayed. P P P RE-SEQUENCE ACCOUNT ITEMS P ========================= P P GENERAL P ======= P This lets you sort the items in this account into a different P sequence. P P You can sort on the following fields: P P - Statement number P P - Reference P P - Date P P - Description P P - Value P P Where you have a large number of items accumulated in an account, this P function is useful for example in identifying quickly the most P expensive items of expenditure! P P Note that sequencing by date runs from the first month of your fiscal P year, not from calendar month 1. If your year runs from the April of P one calendar year to March of the next, then the date sequence will P reflect this. P P INPUT P ===== P Use either the left or right arrow keys, or the initial letter of the P field you require, and then press Enter. P P P CANCEL AUTOMATIC PAYMENT P ======================== P P GENERAL P ======= P This is where you tell the system that you do not want to make any P more automatic payments (or receipts) of this item. P P You should have selected this function when an existing item in the P standing order item list was highlighted. You will see the details of P that item as the values displayed in each field. P P Check the bottom line of the Popup. If you see the words LAST YEAR, P you know that you are about to cancel an automatic payment in last P year's accounts instead of in this year. This can happen when you are P displaying last year's data. It is perfectly OK to cancel automatic P payments directly in last year's accounts, just be careful that you P don't do it by mistake! P P When you press Enter at the end of the Popup, you will hear a P high-pitched beep to tell you that the system has cancelled this P automatic payment. The Popup will disappear, and you will see that the P item has disappeared from the display. P P INPUT P ===== P There is no data input. You can only press Enter to cancel the P automatic payment, or any other key to quit without cancelling it. P P P SPECIFY SEARCH ARGUMENT P ======================= P P GENERAL P ======= P This lets you specify what you are looking for after selecting P "Search". P P You can specify any combination of characters. The system will then P search each display line up from the bottom of the display, looking P for the same combination of characters anywhere in the lines P displayed. If the combination is found, the system highlights the line P concerned and sounds a high-pitched beep to signal success. If the P combination is not found, the system sounds a low-pitched beep. P P At the same time, the system changes the function of the up and down P arrow keys. P P Pressing the up or down arrow key will repeat the search with the same P arrow from the currently highlighted line and in the direction of the P arrow. P P The Home, End, PgUp and PgDn keys function normally and can be used to P change the current line before repeating the search with the up or P down arrow keys. P P Note that during this search process, the "End Search" function is P highlighted in the footer of the Panel. If you select this function, P the up and down arrow keys revert to their normal function of moving P the current line highlight up or down one line. P P Selection of any of the other functions available from this Panel also P terminates the search mode. P P INPUT P ===== P The initial value of this field is the previous value that you had P entered if the display is not the Account Names list or the Suggested P B/Fwds display. P P If it is the Account Name list (Panel 2), the initial value will be P the account name highlighted when you selected the "Initial Search" P function in Panel 15. P P If it is the Suggested B/Fwds display (Panel 9), it is an "*" since P you probably will want to search for duplicated B/Fwd items. P P The input field is a normal alpha numeric field. The system will give P a warning beep if you attempt to enter incorrect data or attempt to go P beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P P DEFINE YOUR YEAR END P ==================== P P GENERAL P ======= P The system assumes as a default that your year runs from January to P December. This Popup lets you specify any month you want as the last P month of your fiscal year. P P If you live in the UK for example, you may want to set your year end P as March to align (almost) with the UK tax year. P P The months of the year are shown in the Popup in the sequence of your P fiscal year. If you select a different year end month, the new P sequence will be displayed. P P Remember that this function effectively only changes the sequence of P display of your accounting information. It does not take any action to P transfer existing accounting items to a different accounting year - P which may be necessary if you change your year end. You should read P the section on changing year end in Panel 8. P P INPUT P ===== P The instructions currently to be followed are always highlighted. P P Use the up and down arrow keys to move the highlighting of the P required month up and down. P P When you press Enter, the month sequence of your newly defined fiscal P year is highlighted. P P When you press Enter a second time, the system accepts the new fiscal P year as defined. All displays will now reflect this new fiscal year. P P P PREFERRED DATE FORMAT P ===================== P P GENERAL P ======= P There are two date formats in common use. The American format is P Month/Day/Year. The European format is Day/Month/Year. P P This Popup highlights the format currently used by the system, and P allows you to change to the other format. P P All subsequent displays will appear in the newly-selected format. P P Changing the data format does not require any other complementary P changes to be made in the system. P P INPUT P ===== P Use the up and down arrows to highlight the format of your choice. P P Press Enter to confirm that choice to the system. P P P CREATE AN ACCOUNT SET WITH A NEW YEAR END P ========================================= P P GENERAL P ======= P This creates a new set of account files in back-up format containing P all the account items in the fiscal year ending in the month that you P specify. The system scans all items in this year and last year to find P those that fall in the new 12 month period. All C/Fwd and B/Fwd items P are ignored, since these relate only over a year end - which has now P changed. P P The system copies into the back-up set this year's Account Name list. P This may result subsequently in un-posted items if this year's Account P Names differ from last year's. The system also copies this year's P Foreign Exchange information to the back-up set. You will need to P review the relevance of this information. P P The back-up file created by this function can subsequently be loaded P to a new sub-directory by the Restore function. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P TO: Specify the path and sub-library of the P Back-up files. The path assumed by the system P is displayed as the initial contents of this P input field. You can change this as you like. P P P PREFERRED BANK ACCOUNT FORMAT P ============================= P P GENERAL P ======= P When the Bank sends you a statement of your account, it is showing you P how much of it owes you, ie it shows you as a creditor of the Bank. In P your accounts the money is owed to you and the Bank appears as your P debtor. Following normal accounting conventions, the statement from P the Bank shows your balance as a credit, and your accounts will show P the balance as a debit. P P Because this might be confusing to anyone not trained as an P accountant, the system gives you the option to display Bank and Charge P accounts either as they will appear in the statements you receive or P in normal accounting (Cash book) form. P P As a non-accountant you will probably want to select the Bank format. P P INPUT P ===== P Use the up and down arrows to highlight the format of your choice. P P Press Enter to confirm that choice to the system. P P P CREATE / UPDATE BUDGET OR CASHFLOW PROJECTION P ============================================= P P GENERAL P ======= P P 1. BUDGET P P A budget is a set of monthly target amounts against which you can P measure the performance of an account. P P The account can be a Category, a Summary or a Detail account. P P This Popup lets you set up or modify a budget for an individual P account. The budget figures that you set up will be displayed in the P right hand column of the account summary (Panel 3) when you return to P that display. The budget figures are also displayed graphically if you P select the "Graphics" function in Panel 3. P P You will see on the right hand side of this Popup, a column of 12 P monthly amounts and a total for the year. You will see on the left of P the Popup six functions that operate on these amounts. P P The simplest way to set up a budget is to use "Update Values" to set P the total expenditure for the year, and then use "Straight Line" to P spread that total equally over the 12 months. P P If you have last year's data available, you may want to use "Last P Year" to initialise the budget to the expenditure level of last year, P then to use "Update Values" to increase or decrease the total as P appropriate, and then use "Normalise" to spread the new total over the P 12 months in the same proportion as last year's figures. P P P 2. CASHFLOW PROJECTION P P You can set a cashflow projection for any level of account: Category, P Summary or Detail. Just go to the Account Names display and scroll the P highlight bar to the relevant Bank account. Next select the Review A/c P function to display the Account Balances for this account. P P As with setting up a Budget, which operates on Income and Expenditure P accounts, selecting the Budget function will display a Popup for you P to enter your Receipts and Payment projections for any of the current P and five coming months. P P You will see for each of the forecast months, the actual receipts and P payments for the same months in the previous year. You will see space P to enter your forecast receipts and payments over the coming months. P The balance figures at the bottom of the display represent the bank P balance at the end of each forecast month resulting from the actual P balance at the start of the period adjusted by your forecasts each P month. P P A simple approach to forecasting cash flow is to use last year's P figures plus some common sense to produce a gross estimate across the P next six months. You should next look more closely at amounts P expected to be paid or received in the first two months of your P forecast by referring back to the same period last year. P P P INPUT P ===== P The highlighted instructions will lead you through the Popup. P P Remember that you can select the functions as often as you like and in P any sequence until the budget or cashflow projection is the way you P want it. P P 1. BUDGET P P You can select the function you want either by using the up or down P arrow keys followed by pressing Enter, or by entering the initial P letter of the function required. P P When you are updating values and one of the values is highlighted, you P can use the up or down arrows to move up or down the month amounts. P You can also select another function directly by entering the initial P letter of that function. P P Update Values: Each value is a normal numeric input field. P The value of that field is changed if you end P your input to that field by pressing Enter or P either the up or down arrow key. P P If end your input to the field by you P pressing Esc, the field reverts to its former P value. P P Note that if you want to enter a credit P amount - eg for an Income budget - you must P enter the amount as a negative (minus). P P To select another function either press the P initial letter of that function or press Esc P and then select using the up or down arrows P or the initial letter. P P Last Year Actual: This will retrieve last year's account and P transfer the net monthly amounts to the P budget amounts. It will also calculate and P display the total. P P Note that the budget amounts will be P converted to the currency displayed in the P top right of this Popup if it is different to P the currency of last year's account. P P Add Total: This will sum the current budget values of P all 12 months and display the new total. P P Straight Line: This will set all 12 budget values to one P twelfth of the current total without changing P that total. P P Normalise: This will sum the current budget values and P adjust all 12 monthly amounts up or down a P proportional amount so that they add up to P the displayed total without changing that P total. P P This will let you change the currency of the P budget amounts displayed. It does not however P change the budget amounts. P P You should use the up and down arrow keys to P step through the list of currencies you have P pre-defined. Pressing Enter will change to P the currency displayed. Pressing Esc will P revert to the currency displayed before you P selected this function. P P Note that although the budget values will be P stored in the currency you have selected, P they will always be displayed in the account P summary (Panel 3) in whatever currency that P account is displayed in. P P 2. CASHFLOW PROJECTION P P You have six receipts forecast fields and six payments forecast fields P in which you can enter values. P P You are initially aligned on the first receipts forecast field. P P You can move from field to field by using the arrow keys. P P When you have entered a value into a field, hit Enter to confirm that P amount. If you just step to another field without hitting Enter, the P amount you just keyed in will be ignored! P P Note that the NET FORECAST, CUMULATIVE and BALANCE fields at the P bottom of the display are automatically updated every time you enter a P new amount. P P P POSTING P ======= P P GENERAL P ======= P Posting is the process of going through all your account items and P accumulating their values under the account headings indicated by the P "Comes from" and "Goes to" account numbers. P P At the same time the Detail account totals are accumulated in the P Summary and Category accounts. P P The system also links together like type of items, eg all standing P orders, brought forward items, foreign currency items etc. P P Before you can display the latest status of your accounts after P adding, deleting or changing items, you will need to run Posting. The P system will tell you when this is advised or necessary. P P When you select certain functions such as Bank account reconciliation P or Financial Reports, the system first checks to see whether Posting P is required. In this case it will run Posting automatically. P P You will see the system show the count of items as it processes them. P When it has read all the account items it then writes the file of P account balances. P P If Posting completes successfully, you will hear a high-pitched beep. P If the system has found any items where it is not able to find one or P both of the account numbers, you will here a low-pitched beep at the P end of posting. You will also note that the system highlights the P "Items not Posted" function in the footer. P P If you have unposted items, you should select "Items not Posted" and P follow the instructions given for Panel 13. P P If you are short of internal memory in your Personal Computer, it may P be necessary for the system to make several reading passes of your P account items in order to accumulate the balances of all the accounts. P This will slow down the posting process but otherwise is not a P problem. You should however consider increasing the internal memory of P your PC. P P INPUT P ===== P In response to the request to confirm posting in the currency in use, P you can make the following responses: P P Y(es) Go ahead and Post. P P N(o) The system displays Panel 10 for you to P select a different currency for your accounts P to be Posted in. P P Esc Do not Post. P P Note that where posting is done automatically as a pre-requisite to a P function you have requested, you do not have the option to change the P posting currency. P P P UPDATE VAT RATE P =============== P P GENERAL P ======= P Before setting up a new VAT rate, you must first create a liability P account in the Account Names List. (It is a liability account because P you must account to the VAT Authorities for all VAT charged to P customers and paid by you on purchases of goods and services). P P The tax description and rate that you choose will be displayed in the P account item input Popup when you enter receipts and payments in a P Bank or Charge account. P P The Tax account you choose will automatically accumulate all VAT P amounts calculated for the items that you enter at this VAT rate. P These amounts will be shown as a summary amount for each month in this P account. You can get a detailed list of all VAT amounts at this rate P by selecting Display VAT Items on Panel 4. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P P Tax Description: This is a normal alphameric field where you P can enter any appropriate description for P this VAT rate. P P Rate: This is a numeric decimal field with an P percentage value. P P VAT Account No: This input field is rather special. You can P enter an account number, alphabetic P characters, or use the scroll keys. P P If you enter an account number, or part of an P account number and then press Enter, the P system will search the Account Names and P display the name that it finds. If you use P the Home, End, PgUp, PgDn, Up or Down arrow P keys, the system will move up or down the P Account Name list by the appropriate number P of entries, and display the name that it P finds. P P If you enter an alphabetic character as the P first character of the field, the system will P scan from the top of the Account Name list P until it matches that character in the first P position of a name. If you enter a second and P third character etc, the system will scan P from the top of the Account Name list until P it matches those characters as the first P characters in a name. If you use the Up or P Down arrow keys, the system will continue the P search in the specified direction. When you P press Enter you will see both the account P number and name displayed. If you press Esc, P the system will display the previous name and P number selected. P P Pressing Enter when you have a number and P name displayed will confirm your selection of P account number to the system. P P Pressing Enter when the system shows that you P have not found a valid account number will P cause the system to select the nearest P account number as your confirmed selection. P P Pressing Esc when you have number and name P displayed will confirm to the system that you P have quit entering data, and will reset the P field to the default value. P P P SPECIFYING WHICH ACCOUNT SET P ============================ P P GENERAL P ======= P You can maintain as many account sets as you like with the MoneyBox P System. P P Each different set of accounts must be kept in a separate DOS P sub-directory. P P All the different years for a given account set should be kept in the P same DOS sub-directory. P P For example, if you keep your own accounts and those of your mother, P set up a DOS directory called \ACCOUNTS (containing the MoneyBox P program) and two sub-directories called \ACCOUNTS\SELF and P \ACCOUNTS\MOTHER. P P This Popup lets you select which set of accounts and which year you P want to work on. P P If you want to create a new set of accounts, first make sure that you P have set up a new DOS sub-directory, then specify that name in the P ACCOUNT SET NAME field (below), together with the first year for this P new account set. P P The system will tell you that the path to this new account set is not P ready because it has not been able to find any records for the year P that you have specified. P P If you now press Enter at the end of the input sequence to tell the P system to go ahead and retrieve the (non-existent) account set, a P sequence of three Popups (70-72) will quickly set up this new account P set to your specification. P P NB: To avoid possible error messages it is recommended that you run P the Posting function as the first thing you do after creating a new P set of accounts or a new year for an existing account set. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P DISK & LIBRARY: This is the complete DOS path up to but not P including the sub-library which contains the P account set. eg C:\ACCOUNTS P P ACCOUNT SET NAME: This is the name of the sub-library that P contains the account set, eg MOTHER P P You do not have to pre-fix the name with a P "\". P P YEAR: Specify this as a four digit calendar year. P The system will use the last two digits as P the suffix for each file type in the account P set. (You can keep as many years of data as P you like in an account set - subject only to P available disk space) eg 1990 P P The system will now show you whether the set of accounts that you have P specified is available: P P DOS Path (not) ready C:\ACCOUNTS\MOTHER\ACNAMES.90 P P ACNAMES is the name of the first record of the set that will be read P in from file by the system. The .90 suffix is set according to the P year that you specify. P P In fact the system always reads in the records for the year you P specify together with the records for the previous year. P P You can change the account set and/or year before continuing or P quitting. P P P UPDATE A FOREIGN CURRENCY P ========================= P P GENERAL P ======= P An empty foreign currency table as displayed in Panel 6 will show you P 16 entries, the first of which is "Your Base Currency" and the P remaining 15 entries are "Foreign Currency". P P Note that when you add or change account items, the system only P displays those entries that have been changed from the initial value P of "Foreign Currency". P P This Popup lets you update any of these entries. P P In each entry you can specify the name of any currency you like. You P can also specify the number of decimal places customarily used for P that currency - eg the Italian Lira has no decimal places, the US P Dollar has two decimal places, the Kuwaiti Dinar has three decimal P places. Finally, for each currency you can specify a rate of exchange P relative to your base currency. P P Do not forget that you should set up the first table entry as your P base currency with the exchange rate set as 1.0 . P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P Currency Name: This is a normal alphabetic field where you P can enter the name of any currency. P P No of Decimals: This is a single digit numeric field. You P should enter the number of decimal places P normally used when writing amounts in this P currency, eg two places for US Dollars. P P Set Rate for Whole Year?: P Y(es) response will display a numeric field P to be entered which will then set the same P exchange rate in all 12 months. Note that the P field displays a maximum of five decimal P places as standard. A zero value is not P accepted. P P N(o) response will transfer you to the input P field for the current month value. P P Month Values: Each value is a normal numeric input field. P The exchange rate that you enter should be P the rate in relation to your base currency. P Note that the field displays a maximum of P five decimal places as standard. A zero value P is not accepted. P P The value of that field is changed if you end P your input to that field by pressing Enter or P either the up or down arrow key. P P If you end your input to the field by you P pressing Esc, the field reverts to its former P value. P P P CHANGE CURRENCY IN USE P ====================== P P GENERAL P ======= P One line of the foreign currency table displayed in Panel 6 always P shows "Currency in Use". This means that all financial reports and all P accounts (except Bank or Charge accounts which are displayed in their P pre-defined currencies) will be displayed in this "Currency in Use". P P This Popup lets you change the "Currency in Use". It displays the name P of the currency highlighted in Panel 6, together with the exchange P rate values for each of the 12 months for the current year. P P INPUT P ===== P If you press Enter, you will see the Popup disappear and the "Currency P in Use" indication appear in the highlighted entry in Panel 6. P P If you press Esc, no change is made to the "Currency in Use" P selection. P P P CHANGE DETAIL ACCOUNT NAME P ========================== P P GENERAL P ======= P You can change any Detail Account name. If the Detail account is a P Current Asset or Current Liability account, you can also change P whether or not it is a Bank or Charge account and its pre-defined P currency. P P If you press Enter at the end of the Popup you will see the P highlighted line in the Account Names list reflect the changes you P have made. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. Data input fields may either be P numeric only or alpha numeric fields. The system will give a warning P beep if you attempt to enter incorrect data or attempt to go beyond P the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P Account Name: This is a normal alphameric field where you P can enter any name that is relevant to you. P P Bank A/c?: This field is only used if this Detail P account is in the Current Assets or Current P Liabilities section of the Account Names P list. P P The response is either Y(es) or N(o). P P Charge A/c?: This field is only used if this Detail P account is in the Current Assets or Current P Liabilities section of the Account Names P list, and you responded N(o) to "Bank A/c?". P P The response is either Y(es) or N(o). P P Currency: This field is used only if you have responded P Y(es) to either "Bank A/c?" or "Charge A/c?". P P Use the Up and Down arrow keys to scroll P through the list of defined currencies. The P default currency is the currency of the P account. P P If you do not find the currency you want, go P back to the Account Names list (Panel 2) and P select the "Forex" function to add another P currency. P P P CHANGE SUMMARY ACCOUNT NAME P =========================== P P GENERAL P ======= P You can change any Summary Account name. Note that the characters are P automatically put into upper case in order to distinguish this account P as a Summary account. P P If you press Enter at the end of the Popup you will see the P highlighted line in the Account Names list reflect the changes that P you have made. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P Account Name: This is an upper case alphameric field where P you can enter any name that is relevant to P you. P P P ADD NEW DETAIL ACCOUNT NAME P =========================== P P GENERAL P ======= P You can add a Detail Account name anywhere in the Account Names list P so long as it follows an existing Detail or Summary account name in P the Account Name list. P P You should first decide what sort of account you want to add, and then P scroll the highlight bar to the relevant section of the Account Names P list. Scrolling through the list you will see the fixed sequence of P Category accounts: P P INCOME: Salary, dividends, interest, fees, P commissions etc. P P EXPENDITURE: Rent/Mortgage, household, food, P clothing, medical, travel, personal etc. P P FIXED ASSETS: Things you own that cannot quickly be P turned into cash, usually real estate. P P SECURED LIABILITIES: Money borrowed against the security of P fixed assets, usually mortgages. P P CURRENT ASSETS: These things that can easily be turned P into cash eg your automobile, household P possessions, jewellery, hi-fi etc. Also P any money owed to you, and your Bank P accounts. P P CURRENT LIABILITIES: This is money that you owe to others and P includes all your charge accounts. P P CAPITAL: As an ordinary private individual you P will only have one account in this P category - your Net Worth. You need only P make entries directly to this account P when you enter the value of your assets P and liabilities for the very first time. P The system will look after this account P thereafter. P P RESERVES: These are any deferred liabilities that P you may have, ie things you will have to P pay next year but which really relate to P this year. Taxes not assessed until the P following year are one example. P P If you set up your accounts with the STARTER Account Names list, you P will be able to see quickly from the existing accounts where the new P account name should best be added. P P If you add an account name in the Current Asset or Current Liability P category, the system will ask you if the account is to be a Bank or P Charge account and if so, what currency the account is to be kept in. P P This is because the Bank or Charge company will always send you P statements in their own home currency. You will almost always want to P see the account displayed in that currency, even though you may keep P the rest of your accounts in a different currency. P P Each Detail account has an account number which is used by the system P to enable rapid access to the individual accounts. This number is P allocated automatically by the system when you add each new Detail P account. You can change this to a different number as you enter the P information about this new account. P P When you press Enter at the end of the Popup you will see the new P account line highlighted in the Account Names list. The system will P not let you add any items to this account until you have next run P Posting. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P New Account Number: This is an integer numeric field. The P system will check the number of the P preceding and following Detail accounts, P and will suggest the number to be used P for this new Detail account. You can P either accept this number by pressing P Enter or you can change it to any other P number that falls between the preceding P and following Detail account numbers. P P New Account Name: This is a normal alphameric field where P you can enter any name that is relevant P to you. P P Bank A/c?: This field is only used if this Detail P account is in the Current Assets or P Current Liabilities section of the P Account Names list. P P The response is either Y(es) or N(o). P P Charge A/c?: This field is only used if this Detail P account is in the Current Assets or P Current Liabilities section of the P Account Names list, and you responded P N(o) to "Bank A/c?". P P The response is either Y(es) or N(o). P P Currency: This field is used only if you have P responded Y(es) to either "Bank A/c?" or P "Charge A/c?". P P Use the Up and Down arrow keys to scroll P through the list of defined currencies. P The default currency is the currency of P the account. P P If you do not find the currency you P want, go back to the Account Names list P (Panel 2) and select the "Forex" P function to add another currency. P P P ADD SUMMARY ACCOUNT NAME P ======================== P P GENERAL P ======= P Although you may only accumulate individual amounts in the Detail P accounts, it is useful to be able to summarise groups of similar P accounts under a single heading. P P You can have as many Summary accounts as you like. Each Summary P account will contain the sum of all the Detail accounts which follow P it in the Account Names list until the next Summary or Category P account. P P The Summary accounts are the ones that appear by default in the P Financial Reports in order to make clearer reading of those reports. P (You can request that any report be displayed with Detail accounts P instead of Summary accounts). P P You can also maintain Budgets at the Summary account level. P P INPUT P ===== P The field next to be entered and/or the instructions currently to be P followed are always highlighted. P P Data input fields may either be numeric only or alpha numeric fields. P The system will give a warning beep if you attempt to enter incorrect P data or attempt to go beyond the limits of the input field. P P You can use the Home and End keys to go to the beginning or end of the P data in the input field. The left and right arrows will move the P cursor one position left or right without changing the contents of the P input field. Ins, Del and BkSp keys work in the normal manner. P P If you enter your first character in the first position of the field, P it will reset the contents of the field to blanks. If you first enter P a cursor movement key before a character, you can then overwrite the P first data character of the field without resetting the whole field to P blanks. P P Data entry is terminated by either the Enter or the Esc key. Enter P will accept the data in the field as displayed, Esc will replace the P data in the field with the contents of the field before you entered P anything. P P Account Name: This is an upper case alphameric field where P you can enter any name that is relevant to P you. P P P DELETE ACCOUNT NAME P =================== P P GENERAL P ======= P You can delete any Summary or Detail account from the list of Account P Names - except for the first Summary or Detail account in each P Category. P P If you delete a Detail account into which you have already accumulated P items, the next time that you run the Posting function, you will be P given a warning that there are now unposted items. The unposted item P display will show clearly the account number of the Detail account you P had deleted. (Adding the Detail account to the name list and P re-running Posting will correct this problem.) P P INPUT P ===== P You have only two options: P P Enter: to confirm that the account name displayed is P to be deleted. P P Esc: to quit without deleting the account name P displayed. P
