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INSTRUCT
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╔════════════════════════════════════════╗
║ Home Budgets Template For 1-2-3 ║
║ ver 2.91 ║
╚════════════════════════════════════════╝
╔════════════════════════════════════════╗
║ Sacco Systems ║
║ Anthony J Sacco ║
║ 3224 Beverly Road ║
║ S Plainfield NJ 07080-4904 ║
╚════════════════════════════════════════╝
Copyright 1991 Anthony J. Sacco
Table of Contents
Home Budgets Template Pages:
Opening ................................................. 1 - 2
SaveScreen .............................................. 3
FormsData ............................................... 4 - 5
Main Menu ............................................... 6
AccountTitles ........................................... 7 - 10
Printer Setup Codes ..................................... 11
Input Budget Numbers .................................... 12 - 15
Graph Menu .............................................. 16 - 17
Input Actual Numbers .................................... 18 - 21
Print Reports ........................................... 22 - 24
Notes ................................................... 25
Year To Date: Pages:
About the Year To Date Worksheet ........................ 26
Y-T-D Menu Choices - Setup .............................. 27 - 28
Y-T-D Menu Choices - Create ............................. 29 - 30
Y-T-D Menu Choices - Save ............................... 31
Y-T-D Menu Choices - Print .............................. 32
Y-T-D Menu Choices - Retrieve & List .................... 33
Registration Information ................................ 34
- 1 -
Home Budgets Template For 1-2-3 Copyright 1991 Anthony J. Sacco
Sacco Systems
3224 Beverly Road
S Plainfield NJ 07080-4904
Home Budgets Template For 1-2-3 is a template to be used with Lotus
1-2-3 (R) Release 2.x. The worksheet is not protected and you are
advised to make several backup copies. Before you begin to use Home
Budgets Template, please see the "Readme.1st" file for instructions
on printing the program manual.
Every effort has been made to make Home Budgets Template for 1-2-3
as "Bug" free as possible. If you have any problems with the
program, please advise me at the above address and I will make any
necessary corrections. Any suggestions on how to improve on the
program are welcome. All purchasers are entitled to upgrades for a
nominal fee.
(Page Down)
Disclaimer
Sacco Systems makes no representation or warranties with respect to
the contents hereof and specifically disclaims any implied
warranties of merchantability or fitness for any particular purpose.
Home Budgets Template for 1-2-3 is provided "as is" without warranty
of any kind, either expressed or implied.
Sacco Systems shall have no liability or responsibility to you or
any other person or entity with respect to any loss or damage caused
by Home Budgets Template for 1-2-3, including but not limited to
loss of profits, interruption of service, loss of business or
consequential damages resulting from the use of such programs.
When starting the use of new software, it is a good practice to test
the programs with sample data, and to run the programs in parallel
with any previous system for a period of time sufficient to ensure
satisfactory results.
(Page Down)
Lotus 1-2-3 is a registered trademark of the Lotus Development
Corporation.
***************************************************
Press Return To Begin Program
***************************************************
- 2 -
The above screen is the first screen you will see when you file
retrieve the Home Budgets Template (BDGT.WK1) program. If you like,
retrieve the program as you go thru the instructions. As long as
you do not save the program under the original filename, you can
experiment as much as you like, and when ready to start using the
program, simply retrieve the master again.
When you file retrieve Home Budgets Template, you will be under
the control of a macro program. A macro program is indicated in
1-2-3 by the "CMD" indicator in the center of the bottom most line
on your display screen. While under the macro programs control, you
will be prompted for a response by either screen instructions or by
a question in the 123 status line at the top left corner of your
display screen. Two examples of screen instructions can be seen
above; "(Page Down)" and "Press Return to Begin Program".
If at any time you should break out of the macro program and wish
to return to it, press the "ALT - M" key combination.
- 3 -
SAVESCREEN:
Please Enter a Filename to Save Your Budgets Under:
------------------------------------------------------
FILENAME ===>>> BDGT1986
---------
Note: Filename Cannot Exceed 8 Characters and Should Not
Start With a Number.
Example of a Good Filename: Bdgt1986
------------------------------------
YEAR =======>>> 1991
---------
=======================================================================
The Savescreen is the next screen you will see when you "Press
Return to Begin Program". By responding to the on screen
instructions and the questions in the status line, you will be
giving your budget program a filename to save under so that you do
not save your budgets under the master filename. (NOTE: Always save
Home Budgets Template by choosing option # 6 of the main menu. Do
not use the 123 "Slash, File, Save" (/FS) commands).
The master file should only be used to retrieve the Home Budget
Template and then be stored away until it is time to start next
years budget. Another way to prevent saving on top of the master
file is to remove the original Home Budget diskette after you
retrieve the master file and replace it with a blank formatted
diskette to save your budgets. As soon as you enter your filename,
and the year for your budgets, the macro program will carry you to
the "FORMSDATA" screen...
- 4 -
FORMSDATA:
Please Enter a Title for Your Budget Reports:
---------------------------------------------
Title ===>>> SMITH FAMILY BUDGET 1991 Used To
BUDGET VS ACTUAL } Center
JULY 1991 } Heading
Only
Please Enter Your First Name:
------------------------------------
Your Name ===>>> JOHN
Please Enter Your Spouse's First Name:
---------------------------------------------
Spouse First Name ===>>> MARY
======================================================================
The Formsdata screen requests information to appear throughout the
budget program for both screen appearance and printouts. (If your
spouse does not produce an income, it is not necessary to input
his/her name). After your spouse's name, you will be prompted by the
status line to indicate whether your spouse produces an income. The
response is "Y" if they do and "N" if they don't. This is important as
the rest of the macro program will perform based on your answer.
Next, under your "Title" you will see "Budget vs Actual" appear and
under that "July 1991". Your "Title" will also appear on the status
line with the cursor under the first letter of the first word of your
title. Use the space bar to center your title over the second and third
line titles and press return. Don't worry if you don't center it
exactly right the first time as the macro will prompt you to try again.
Please respond either "Y" or "N" and continue with the program. The
screen will change to a message screen and instruct you how to proceed.
Below is the screen message that will appear when you are finished
centering your title.
MESSAGE:
The Information You Have Provided Will Be Copied
Throughout The Budget Worksheet. This Will Take A
Few Seconds. When The Information Has Been Copied,
You Will Be Returned To The Main Menu.
Please Press Return To Start The Copy Process
---------------------------------------------
- 5 -
Your responses will be copied throughout the budget worksheet and
then the cursor will put you in edit mode on the line that says
"Calendar Year 1991". This is the only date in the worksheet that
you will change manually (if needed). When you press enter, the
main menu will appear.
- 6 -
Home Budgets Template For 1-2-3
Main Menu
======================================================
1 Set Up Account Titles & Printer Commands
2 Input Budget Amounts for Each Account
3 Input Actuals for the Month
4 Graph Budget Data
5 Print Reports
6 Save File to Disk
7 Retrieve a New File
8 List All Files on Disk
======================================================
This is the main menu for the Home Budgets Template. From it,
you will access all sub menus or functions necessary to complete the
monthly and annual budget analysis. We will examine each menu
option in order and explain its use. If you wish, run the Home
Budget program as you read thru the instructions.
Lets begin with option number 1) Set Up Account Titles & Printer
Commands ... (Press 1 but do not press return)
- 7 -
ACCOUNTTITLES:
Account Titles & Printer Commands
===============================================================
1 Enter Your Account & Payroll Withholdings Titles
2 Enter Your Printer Set - Up Commands
3 Return To Main Menu
===============================================================
Choosing option number 1 from the Main Menu will take you to the
above Sub Menu. From this menu you will again choose Option 1 to
set up your Income and Expense Account Titles, and Payroll
Withholding Titles. The program will carry you to a list of
"Standard" accounts which you can either accept, one by one, by
pressing return as the cursor highlights an account or change it by
typing in a new account title. Input your Income Account Titles in
the order you wish them to appear on your reports. Input your
Expense Account Titles in any order; the program will sort the
Expense Accounts alphabetically before copying the titles throughout
the budget program.
After you have entered your account titles, another menu will
appear asking you if 1) you wish to make corrections to any of the
titles or 2) do you want to copy the titles, as entered, throughout
the budget program. This screen and a list of the "Standard"
account titles appear on the next three pages.
- 8 -
ACCOUNTS Enter The Names Of Your Income Accounts
& Your Expense Accounts
(If The Existing Title Is Correct, Press Return)
ACCT. # DESCRIPTION
-----------------------------
100 SALARY & WAGES
110 FEDERAL TAX RETURN
120 INSURANCE REFUNDS
130 PROPERTY TAX RETURN
140 STATE TAX RETURN
150 ALL OTHER
-----------------------------
TOTAL INCOME
-----------------------------
200 AMERICAN EXPRESS
210 AUTO EXPENSE
220 AUTO INSURANCE
230 CAR PAYMENT
240 CHURCH CONTRIBUTIONS
250 CLOTHES
260 EQUITY LOAN
270 GARBAGE DISPOSAL
280 GAS & ELECTRIC
290 GIFTS
300 GROCERIES
310 HOME INSURANCE
320 LIFE INSURANCE
330 MASTER CARD
340 MEDICAL
350 MORTGAGE
360 PHARMACY
370 PHONE BILL
380 SCHOOL TUITION
390 SEARS
400 SEWERS
410 SITTER
420 STERNS
430 VISA
440 WATER BILL
450 *
460 *
470 *
480 *
490 *
500 ALL OTHER
=======================================================================
These (and the Payroll Withholding Accounts on the next page) are
the standard accounts that come with Home Budgets Template. If you
wish to use any of these accounts as you set up your account titles,
simply press return to accept the title as it is, otherwise, type a
new title over it. Don't worry about putting your expense accounts
in alphabetical order, the program will do that for you. If you
don't need all 30 expense accounts, please put an asterisk (*) as
the account title, otherwise the accounts with no titles will
"float" to the top of the list when the program sorts.
- 9 -
PAYROLL
Enter The Names Of Your Payroll Deductions
(If The Existing Title Is Correct, Press Return)
YOUR SPOUSE
PAYROLL WITHHOLDING PAYROLL WITHHOLDING
-------------------- --------------------
FIT FIT
FICA FICA
STATE STATE
UI UI
UNITED WAY CHILDRENS CHARITY
ISSOP ANNUITY
SAVINGS UNITED WAY
* *
ALL OTHER ALL OTHER
-------------------- --------------------
=======================================================================
Input the titles for your payroll deductions in the order they
appear on your pay stub. This will make it easier when you input
your monthly deductions. If you do not need all of the titles or
space above, enter an asterisk (*) in place of the title.
If you responded "Y" to the prompt "Does Spouse Produce An
Income? " on the Formsdata screen, you will be prompted to enter
Payroll Withholding Titles for him/her. It is possible and probable
that a working spouse would have voluntary withholdings other than
your own.
- 10 -
MESSAGE1:
Please Enter A Number From The Selection Below
And Press Return.
=============================================
1 = Make Corrections To Titles
2 = Titles Are Correct - Copy Titles
Throughout The Budgets
=============================================
======================================================================
After you have entered your Income and Expense Account Titles,
you will see the above screen appear. This gives you the
opportunity to make corrections to your account titles before the
macro program copies them throughout the budget program. If you
pick option 1, the program will run through all your account titles
again. If the title is correct, press return to acknowledge it.
If it is wrong, simply type in the new title. You must, however,
run through all the titles to allow the macro program to return to
the above screen. This is simply done by pressing return until the
screen appears again.
If you pick option 2, you are telling Home Budgets Template
that you are satisfied with the titles as they are and to copy them
throughout the budget program. NOTE: Corrections to your Account
Titles can be made at any time by choosing Option 1 from the main
menu and repeating the above procedure.
If by chance you should choose an option other than 1 or 2 from
the above menu, the error message below will appear and prompt you
the press return and try again.
ERRORMESSAGE:
======================================================
You Have Entered An Invalid Option !
Press Return And Try Again.
======================================================
- 11 -
Choosing option # 2 from the Account Titles & Printer Commands menu
will bring you to the following screen:
PRINTER:
Please Specify Your Printer Set - Up Commands
For The Following Print Styles:
(Example: Epson Printer Compressed Is \015)
Normal \018
Compressed \015
(If You Are Not Sure - Consult Your Printer Manual)
=====================================================================
Option 2 of the "Account Titles & Printer Commands" menu prompts
you to enter the setup strings your printer needs to print normal
draft quality print and compressed draft quality print. These are
the only print commands you must supply Home Budgets Template with
as all other print commands have been pre-specified. NOTE: the
setup strings above are the normal & compressed codes for all Epson
& Epson compatible printers. If you have one of these printers,
enter these codes at the prompts. DO NOT press enter without
retyping the codes as this will enter a blank space.
After you have entered your set-up strings, you will be returned
to the "Account Titles & Printer Commands" menu. You can run thru
Options 1 & 2 again to make changes to the information you have just
entered or pick Option # 3 to return to the main menu.
- 12 -
Main Menu: Option # 2 - Input Budget Amounts For Each Account
When you choose option 2 from the main menu, the screen below
appears to remind you to have the data ready before you start to
input your budget dollars. It will be much easier and go faster if
you have a good idea of what your spending will be like in the
coming year. Of course, we can't plan for everything, but by
reviewing your expenses for the prior year, you can plan the most
routine expenses pretty close. If after starting your budget for
the year, you suddenly remember that you have an unusual expense or
that some of your expenses are going to increase dramatically, you
can revise these accounts at any time.
Note: that's not to say that if you routinely overspend, you can
always change your budget to meet your spending. The idea of a
budget is to set realistic spending goals and try your best to stick
to them. Only by doing this can you gain control of your financial
situation.
BUDGETMESSAGE:
You Are Now Going To Set Up Your Expected (Budgeted)
Income & Expenses For The Year. To Do This, You Should
-------------
Have A Fair Idea Of Your Monthly Takehome Pay And
Expenses For The Accounts That You Have Set Up. Don't
Forget to Take Annual Raises Into Consideration When
Budgeting Your Income.
*********************************************
Press Return To Continue
*********************************************
======================================================================
- 13 -
MONTH BUDGETED SALARIES
─────────────────────────────────────────────
JOHN MARY TOTAL
─────────────────────────────────────────────
JAN ░░░░░░░░ $0.00
FEB $0.00
MAR $0.00
APR $0.00
MAY $0.00
JUN $0.00
JUL $0.00
AUG $0.00
SEP $0.00
OCT $0.00
NOV $0.00
DEC $0.00
─────────────────────────────────────────────
TOTAL $0.00 $0.00 $0.00
═════════════════════════════════════════════
After you "Press Return To Continue", the Budgeted Salaries
screen appears and the cursor moves to the appropriate cell for you
to begin entering your salary information (ie. "Take Home Pay").
The macro will control the cursor movement. All you need do is
enter the appropriate amount for the month and press return. When
you have completed entering your salary information, the cursor will
either move up to allow you to enter your spouse info (if you
previously entered "Y" to the prompt "Does Spouse Produce An
Income?"), or proceed to the next screen.
- 14 -
BUDGETED INCOME:
───────────────────
ACCOUNT TITLES JAN FEB MAR APR MAY
────────────────────────────────────────────────────────────────
SALARY & WAGES 0 0 0 0 0
FEDERAL TAX RETURN ░░░░░░
INSURANCE REFUNDS
PROPERTY TAX RETURN
STATE TAX RETURN
ALL OTHER
────────────────────────────────────────────────────────────────
TOTALS $0 $0 $0 $0 $0
════════════════════════════════════════════════════════════════
This screen will allow you to budget for the income categories
(other than salaries) you specified from the "Account Setup" menu.
In the example above, the cursor is positioned next to the Federal
Tax Return category for the month of January. You can either enter
a number (if you expect to get a tax refund in January), a "zero"
or press return to leave that month blank. The cursor will move to
each month within the "Federal Tax Return" category and allow you to
enter your expectations. When completed, the cursor moves to the
next category, "Insurance Refunds" and repeats the process until you
have completed all categories.
- 15 -
BUDGETED EXPENSES:
───────────────────
ACCOUNT TITLES JAN FEB MAR APR MAY
────────────────────────────────────────────────────────────────
AMERICAN EXPRESS ░░░░░░
AUTO EXPENSE
AUTO INSURANCE
CAR PAYMENT
CHURCH CONTRIBUTIONS
CLOTHES
EQUITY LOAN
GARBAGE & DISPOSAL
GAS & ELECTRIC
GIFTS
GROCERIES
HOME INSURANCE
LIFE INSURANCE
After you have completed entering your Budgeted (Other) Income,
the cursor will move to the above screen and exit the macro's
control. This screen allows free form entry of your budgeted
expenses, by month, for the expense categories you specified from
the "Account Setup" menu. After you have entered all your budgeted
expenses, hold the "Alt" key and press the letter "M" to return to
the main menu.
- 16 -
From the Main Menu, lets skip Option 3 for a moment and choose
Option 4, "Graph Budget Data". The following screen will appear:
GRAPHMENU:
Graph Menu
======================================================
1 Set Or Reset Graph Titles And Graphname
2 View Graph
3 Return To Main Menu
======================================================
Home Budgets Template allows you to graph your monthly Budget
versus Actual Expenses. All of the graph options are preset except
for the titles you wish to appear on the graph and the upper most
dollar range of your expenses. We will now provide this information
by choosing Option 1 from the graph menu. The following screen will
appear:
GRAPH:
The Information Below Must Be Completed To Give You
A Finished Graph. Please Respond To The Prompts By
Retyping The Information And Pressing Return.
FIRST TITLE: SMITH FAMILY BUDGET 1991
SECOND TITLE: FISCAL YEAR 1991
X-AXIS: JAN 91 - DEC 91 Y-AXIS: DOLLARS
MAXIMUM MONTHLY EXPENSES IN THOUSANDS: 7000
=======================================================================
Respond to the screen prompts and the status questions to
complete the above information. When completed, you will be
returned to the Graph Menu. From here, you can choose Option 2 to
view the graph or choose Option 3 to return to the main menu.
- 17 -
At this point, even though you have entered your budgeted
expenses, they will not yet appear on your graph because we have not
recalced the worksheet. Home Budgets Template is set up for manual
recalc to save time on data entry. Manual recalc means 1-2-3 will
not perform any calculations until you press the F9 Calc key. This
function is performed by the Home Budgets Template macro at the
appropriate time, or you can perform a recalc at any time by
breaking out of the macro and pressing F9. To break out of the
macro, hold the "CTRL" key and press the "BREAK" key, then press the
"ESC" key.
Home Budgets Template was originally set up for manual recalc
due to the extraordinary long pause between each press of the return
key and the automatic recalc of the worksheet upon data entry. With
the later release of Lotus 1-2-3 version 2.X, and its minimal recalc
abilities, and the advancement of computer processor speeds, it may
not be necessary for some users.
If you wish to try running Home Budgets Template on your
equipment under automatic recalc, break out of the macro as
described above and perform the following 1-2-3 keystrokes: /WGRA
You can always reset 1-2-3 to the manual recalc method by the
following 1-2-3 keystrokes: /WGRM
If you have not left the Graph Menu, choose Option 3 to return
to the Main menu.
If you are viewing your graph, press any key to return to the
Graph Menu and choose Option 3 to return to the Main Menu.
If you have broken out of the Home Budgets Template macro,
press the "Alt - M" key combination to return to the Main Menu.
- 18 -
Okay, we are ready to start entering some "Actual" income and
expense amounts. Choose Option 3 from the Main Menu, "Input Actuals
For The Month". The following screen appears:
ACTUALSMESSAGE:
You Are Now Going To Input Your Actual Income &
Expenses For A Month. Please Make Sure You Have
Your Earnings Records (Pay Stubs) And What You
Have Spent For The Month.
=============================================
Press Return To Continue
=============================================
When Prompted, Enter Name Of Month To Input
---------------------------------------------
=======================================================================
This screen is just a reminder to have the data you will need to
complete the actuals for the month. Note: keeping track of where
your money goes on a daily basis can be a tedious task. If I may
suggest, one way to make it easier is to deposit your paycheck into
your checking account and then your check book becomes your "Source
Document" for most of your spending. I say most because you will
probably make cash withdrawals for pocket money. In this case,
record those expenditures that you feel are worth putting under
specific accounts and the balance under the "All Other" account.
When you "Press Return to Continue", Home Budgets Template
prompts you to "Enter Month to Input". Type the name of the month
you wish to enter information for (ie. type "January", "February",
etc) and press return. Home Budgets Template is not case sensitive
so you can type the month name in upper, lower or proper case.
Lets enter January information. Type "January" and press
return.
- 19 -
The following screen appears for entry of your salary
information. The source for this information is your pay stub (or
stubs if you are paid more than once a month).
The cursor is positioned under January and against the
"Regular" earnings category. As you enter a number (or numbers) and
press enter, the cursor will move down the screen to the next
category. When you have finished entering your salary info, the
cursor will either move to a similar screen to enter your spouse's
pay stub or directly to the "Actual Income" screen to enter other
than salary income.
JOHN JAN FEB MAR APR
───────────────────────────────────────────────────────────────
REGULAR ░░░░░░░
OVERTIME
OTHER
───────────────────────────────────────────────────────────────
GROSS $0.00 $0.00 $0.00 $0.00
FIT
FICA
STATE
UI
UNITED WAY
ISSOP
SAVINGS
*
ALL OTHER
───────────────────────────────────────────────────────────────
NET $0.00 $0.00 $0.00 $0.00
═══════════════════════════════════════════════════════════════
MARY JAN FEB MAR APR
───────────────────────────────────────────────────────────────
REGULAR
OVERTIME
OTHER
───────────────────────────────────────────────────────────────
GROSS $0.00 $0.00 $0.00 $0.00
FIT
FICA
STATE
UI
CHILDRENS CHARITY
ANNUITY
UNITED WAY
*
ALL OTHER
───────────────────────────────────────────────────────────────
NET $0.00 $0.00 $0.00 $0.00
═══════════════════════════════════════════════════════════════
- 20 -
Upon completing the entry of your salary information, the
following screen appears:
ACTUAL INCOME:
───────────────────
ACCOUNT TITLES JAN FEB MAR APR MAY
────────────────────────────────────────────────────────────────
SALARY & WAGES 0 0 0 0 0
FEDERAL TAX RETURN ░░░░░░
INSURANCE REFUNDS
PROPERTY TAX RETURN
STATE TAX RETURN
ALL OTHER
────────────────────────────────────────────────────────────────
TOTALS $0 $0 $0 $0 $0
════════════════════════════════════════════════════════════════
Enter any additional income other than salary you may have
received during the month on this screen. The categories are those
specified by you in "Accounts Setup".
- 21 -
Upon completing the entry of your salary info, the following
screen appears:
ACTUAL EXPENSES:
───────────────────
ACCOUNT TITLES JAN FEB MAR APR MAY
────────────────────────────────────────────────────────────────
AMERICAN EXPRESS ░░░░░░░
AUTO EXPENSE
AUTO INSURANCE
CAR PAYMENT
CHURCH CONTRIBUTIONS
CLOTHES
EQUITY LOAN
GARBAGE & DISPOSAL
GAS & ELECTRIC
GIFTS
GROCERIES
HOME INSURANCE
LIFE INSURANCE
.
.
.
The cursor will move down the month column as you enter amounts
and press return. 1-2-3 allows you to enter several numbers into a
cell for mathematical calculations. Use the following example to
enter more than one number into a category. EXAMPLE: you wrote 3
checks during the month at your local grocery store in the amounts
of $125, $75, and $250. Under the category "Groceries", you would
type the following: 125+75+250 and press enter. 1-2-3 will enter
450 into the Groceries category. Continue entering your actual
expenses for the month for all the major categories you defined in
the "Accounts Setup" menu. When you get to the "All Other"
category, enter all the minor expenditures you had for that month
and press return when finished.
Home Budgets Template will recalc the worksheet and return you
to the Main Menu. Assuming there are no corrections to be made in
the info entered, we can now either look at our graph or print
reports, or both.
Lets look at your graph first. Choose Option 4 from the main
menu, and Option 2 from the Graph Menu and your graph will appear.
When you are ready, press any key to return to the Graph Menu and
choose Option 3 to return to the Main Menu.
- 22 -
Now we're ready to print our reports. Option 5 from the main
menu will bring you the "Reports Print Menu" below. This menu
allows you to print the following:
1) All Source Reports - will print all of the following reports
(except # 2) and then some. You may want to use this option to get
a better idea of the whole Home Budgets Template or after you have
set up your accounts and entered your budgeted dollars. (This
option does not print the 12 monthly budget analysis reports as they
will be printed on an individual basis from option 2).
2) Current Month Budget Analysis - after you have entered your
actuals for a given month, use this option to print the monthly
analysis. When prompted to "Type the Name of the Month to Print",
respond with the month name (ie. January, FEBRUARY, march, etc.) in
any case letters you wish.
3) Payroll Data - your actual income will come from your pay
stubs which you input into a payroll report. This report is useful
in showing year to date information on your earnings and deductions.
4) Budgeted Expenses - a list of all your expense accounts and the
dollars you have budgeted to them for each month of the year.
5) Actual Expenses - a list of all your expense accounts and the
dollars you actually spent for each month of the year.
6) Return To Main Menu - will leave the reports print menu and take
you back to the main menu.
PRINTMENU:
Reports Print Menu
======================================================
1 All Source Reports
2 Current Month Budget Analysis
3 Payroll Data
4 Budgeted Expenses
5 Actual Expenses
6 Return To Main Menu
======================================================
NOTE: all reports should fit on standard 8.5 x 11" paper if you
have provided the correct setup codes during the "Account Titles &
Printer Setup" procedure.
- 23 -
The next page is an example of the Budget vs Actual Analysis. The
report shows your actual income and expenses vs your budgeted income
and expenses and whether you are favorable (a positive difference) or
unfavorable (a negative difference) to your budget.
Lets examine some of the differences:
(g) is the difference between your actual earnings and expenses for the
month. This is a real number.
(h) is the difference between your budgeted income and budgeted
expenses for the month. This is the yardstick that your actuals are
measured against.
(i) is the difference between your actual difference (g) and your
budgeted difference (h). If this number is positive, then you have
performed well against your budget. If this number is negative,
then you have not performed well against your budget and you should
now review the analysis to determine why you did not perform well.
Depending on the size of the difference, you may or may not have
anything to concern yourself with. A difference of a couple dollars
is not worth the time to try to analyze. However, if the difference
is considerable, (depending on what you believe to be considerable)
then you must review your earning and expenses and make adjustments
to your actual spending where appropriate.
It is also possible that in preparing your first budget, you may
not have taken everything into consideration. If this is the case,
review your budget numbers and make changes where necessary.
Another consideration is the unexpected. Occasionally, things
do pop up that there is no way for us to foresee. These items will
probably throw your actual spending out of whack in relation to your
budget. This does not mean that your budget is wrong, only that we
cannot be prepared for everything.
- 24 -
SMITH FAMILY BUDGET
BUDGET VS ACTUAL
JANUARY 1991
ACTUAL BUDGET
1991 1991 VARIANCE ACCT. # DESCRIPTION
-----------------------------------------------------------------
0.00 0.00 0.00 100 SALARY & WAGES
0.00 0.00 0.00 110 FEDERAL TAX REFUND
0.00 0.00 0.00 120 STATE TAX REFUND
0.00 0.00 0.00 130 CITY TAX REFUND
0.00 0.00 0.00 140 GIFTS
0.00 0.00 0.00 150 ALL OTHER
-----------------------------------------------------------------
(a) 0.00 (b) 0.00 (c) 0.00 TOTAL INCOME
-----------------------------------------------------------------
0.00 0.00 0.00 200 AMERICAN EXPRESS
0.00 0.00 0.00 210 AUTO EXPENSE
0.00 0.00 0.00 220 AUTO INSURANCE
0.00 0.00 0.00 230 CAR PAYMENT
0.00 0.00 0.00 240 CHURCH
0.00 0.00 0.00 250 CLOTHES
0.00 0.00 0.00 260 EQUITY LOAN
0.00 0.00 0.00 270 GARBAGE DISPOSAL
0.00 0.00 0.00 280 GAS & ELECTRIC
0.00 0.00 0.00 290 GIFTS
0.00 0.00 0.00 300 GROCERIES
0.00 0.00 0.00 310 HOME INSURANCE
0.00 0.00 0.00 320 LIFE INSURANCE
0.00 0.00 0.00 330 MASTER CARD
0.00 0.00 0.00 340 MEDICAL
0.00 0.00 0.00 350 MORTGAGE
0.00 0.00 0.00 360 PHARMACY
0.00 0.00 0.00 370 PHONE BILL
0.00 0.00 0.00 380 SCHOOL TUITION
0.00 0.00 0.00 390 SEARS
0.00 0.00 0.00 400 SEWERS
0.00 0.00 0.00 410 SITTER
0.00 0.00 0.00 420 STERNS
0.00 0.00 0.00 430 VISA
0.00 0.00 0.00 440 WATER BILL
0.00 0.00 0.00 450 *
0.00 0.00 0.00 460 *
0.00 0.00 0.00 470 *
0.00 0.00 0.00 480 *
0.00 0.00 0.00 490 *
0.00 0.00 0.00 500 ALL OTHER
-----------------------------------------------------------------
(d) 0.00 (e) 0.00 (f) 0.00 TOTAL EXPENSES
-----------------------------------------------------------------
(g) 0.00 (h) 0.00 (i) 0.00 NET
=================================================================
- 25 -
N O T E S
Making Corrections to Data - The Home Budgets Template macro does
not allow for error correction when entering information in response
to the prompts. If you make a mistake in entering data, finish
entering the rest of the data and allow the macro to return you to a
menu. From there, you can repeat the process, pressing the enter
key until the cursor comes to the cell that needs to be corrected.
Enter the correct data and press the enter key until you are again
returned to a menu.
The other option is to break out of the macro, after you are
returned to a menu, and manually move the cursor to the cell that
needs correcting to enter the data. To do this you must return to
1-2-3's "Ready" mode by holding the "CTRL" key and pressing "BREAK".
After that press the "ESC" key and the 1-2-3 upper right hand status
indicator should read "Ready". You can now move about the worksheet
to make corrections or to just become familiar with it. It is
suggested that you do examine the worksheet as this will help you
use it more efficiently and prepare better budgets. This will also
allow you to become more familiar with a Lotus 1-2-3 spreadsheet by
letting you examine the spreadsheet in detail.
Saving Your Work - Alway save your work by using Option 6 of the
Main Menu. Home Budgets Template will save the file under the name
you specified in the "SaveScreen" prompts. DO NOT use the 1-2-3
/ File Save commands as you could end up saving your work onto the
master spreadsheet. NOTE: the first time you save a new file
with Option 6, you must press enter after the file is saved to bring
back the Main Menu. Every time after the first save, the Main Menu
will return automatically.
This manual assumes you understand the basics of using 1-2-3 and are
familiar with the terms "cell", "worksheet", "spreadsheet",
"recalc", "template", "enter" and "return". If not, please refer to
your 1-2-3 reference manuals.
Being a one person operation, I regret that I am unable to offer
telephone support. However, I will attempt to answer any questions
you may have if you drop me a written note. In addition, any
suggestions you may have for improving Home Budgets Template For
1-2-3 will be given serious consideration for future upgrades.
You are encouraged to freely distribute copies of Home Budgets
Template For 1-2-3, however, you may not change or modify the
program or manual in any way.
IF YOU FIND HOME BUDGETS TEMPLATE FOR 1-2-3 TO BE USEFUL, PLEASE
REGISTER YOUR COPY BY RETURNING THE REGISTRATION FORM ON PAGE 34
WITH A CHECK OR MONEY ORDER FOR $35.00. THROUGH THE SHAREWARE
CONCEPT AND YOUR SUPPORT, I CAN CONTINUE TO DEVELOP HOME BUDGETS
FOR 1-2-3 (AND OTHER GOOD SOFTWARE) TO ITS FULLEST POTENTIAL.
- 26 -
About the Year To Date Worksheet
The YTD worksheet is used with the Home Budgets Template to produce
a YTD Budget vs Actual report identical to the one in the Home
Budgets Template. The YTD worksheet will also provide a worksheet
that gives you a monthly "average" analysis of your budget vs actual
numbers. When you retrieve the YTD worksheet, the Budget vs Actual
analysis will appear on the screen and there will be a menu in the
1-2-3 top status line. An example of the opening screen follows:
Print Create Save Retrieve List Setup
Pick Report to Print
YTDBGT
Budget vs Actual 19-Feb-91
Actual Budget
Y - T - D Y - T - D Variance % ACCT. # DESCRIPTION
──────────────────────────────────────────────────────────────────────────
0.00 0.00 0.00 N/A 100 SALARY & WAGES
0.00 0.00 0.00 N/A 110 FEDERAL TAX RETURN
0.00 0.00 0.00 N/A 120 INSURANCE REFUNDS
0.00 0.00 0.00 N/A 130 PROPERTY TAX RETURN
0.00 0.00 0.00 N/A 140 STATE TAX RETURN
0.00 0.00 0.00 N/A 150 ALL OTHER
───────────────────────────────────────────────────────────────────────────
0.00 0.00 0.00 TOTAL INCOME
───────────────────────────────────────────────────────────────────────────
The top status line menu gives you the following menu options:
Print - will allow you to print the Y-T-D report, the Average
Analysis or Both reports.
Create - will prompt you for information to appear on your reports
and extract data from the Home Budgets Template.
Save - will save your Y-T-D worksheet to a filename that you will
provide through the "Setup" menu option. NOTE: always use
the Save menu option to save your work. DO NOT use the 1-2-3
/ File Save Commands.
Retrieve - use to retrieve a file from disk.
List - will list all files on your disk.
Setup - is used in the beginning of each year to set up the new
Y-T-D budget worksheet and provide the worksheet with
information necessary to pull data from the Home Budgets
Template.
- 27 -
Y-T-D Menu Choices - Setup
Lets walk through the menu choices in the order they should be
performed ...
The first time you use the Y-T-D worksheet (and at the beginning of
each new year) you must perform a "Setup". Choose the "Setup"
option and the following screen appears:
Filename to Save YTD Worksheet Under ?
Message:
The "Setup" menu choice is run at the beginning of
the new budget year to create the Year To Date
worksheet and provide some information necessary to
extract data out of the "Home Budgets Template For
1-2-3".
Please respond to the prompt by entering an 8 character
filename. A good filename structure to use would be the
letters YTDBGT followed by the last two numbers of the
current year (ie "91" for 1991). In this example, you
would respond YTDBGT91.
Please respond in all capital letters.
--------------------------------------------------------------------
You are prompted to enter a "Filename to Save YTD Worksheet
Under ?". As indicated above, type your filename in capital letters
as this filename will appear on your report printouts for reference.
The above file structure is recommended, however, you may type any 8
character filename you choose as long as it is a valid DOS filename.
After you enter your filename, the following screen appears:
Filename of New Years Home Budget ?
Message1:
The next prompt will ask you for the filename you
saved your Home Budgets Template under. This is
necessary to extract your current years accounts and
copy them into the Y-T-D budget analysis.
Later on, this information will be used to extract the
data necessary to build your Year To Date Budget vs
Actual Analysis.
-------------------------------------------------------------------
You are prompted to enter the "Filename of New Years Home
Budgets". This is the filename you entered on the "Savescreen" in
the Home Budgets Template (see page 3). The Y-T-D worksheet needs
this information to extract certain data on a monthly basis to
prepare your year to date analysis.
- 28 -
As soon as you respond to the above, the worksheet changes and
performs several functions very quickly. It will erase the current
set of account names and extract the account names you entered in
the Home Budgets Template. It will also extract the Title you gave
your budget analysis. The program now puts you in edit mode and
waits for you to center the title it extracted from the Home Budgets
Template. Use the space bar and delete key to center your title
over the words "Budget vs Actual" that appears on the screen. When
you press enter, the program asks if you wish to center your title
again. If you did not center your title to your satisfaction,
respond "Y" and try again. When your title is properly centered,
respond "N" and press enter. NOTE: a "yardstick" appeared on the
screen to assist you in centering your title. When finished, the
yardstick will disappear.
The program will now extract your printer setup strings from
the Home Budgets Template and modify its own program code. In
1-2-3, this is known as a "self modifying macro". When this step is
complete, the menu will return and await your next choice.
- 29 -
Y-T-D Menu Choices - Create
The next menu choice is "Create". This will extract & combine
information from the Home Budgets Template to prepare your Y-T-D
report using the information you provided in "Setup" as well as
information you are about to be prompted for.
When you choose "Create", you are asked to enter a month and
year. This will appear on your YTD reports and should be entered
the way you want it to appear (ie Proper, upper or lower case). As
soon as you type the month & year and press return, the yardstick
reappears and you are again in edit mode. Use the space bar and
delete key to center your date in the same way you centered your
Title. The program will prompt you to "Center Date Again ?" to
allow you to try again if you did not center the date to your
satisfaction. As with the Title, Respond "Y" to try again or "N" to
proceed to the next step. If you respond "N" and press enter, the
yardstick will disappear.
You are now prompted to "Enter range name or address:". The
program needs to know the month name of the information to extract
from the Home Budgets Template. If you are preparing January's YTD
report, respond "january". If you are extracting February's data,
respond "february", etc. (do not type the quotation marks) and press
enter. The program will read the data in the appropriate month of
the Home Budgets Template and add it to the YTD worksheet.
NOTE: You must prepare a January YTD report even if you do not wish
to print it out. This is necessary to create all subsequent YTD
reports.
- 30 -
After the program extracts the data, the screen changes to the
one below:
Input the Month # (Jan=1, Feb=2, Etc.)
YTDBGT
Budget vs Actual 19-Feb-91
Average Spending
Month # 0
Average Budget
Actual Average Variance % ACCT. # DESCRIPTION
───────────────────────────────────────────────────────────────────────────
ERR ERR ERR ERR 100 SALARY & WAGES
ERR ERR ERR ERR 110 FEDERAL TAX RETURN
ERR ERR ERR ERR 120 INSURANCE REFUNDS
ERR ERR ERR ERR 130 PROPERTY TAX RETURN
ERR ERR ERR ERR 140 STATE TAX RETURN
ERR ERR ERR ERR 150 ALL OTHER
───────────────────────────────────────────────────────────────────────────
ERR ERR ERR TOTAL INCOME
───────────────────────────────────────────────────────────────────────────
This report will take the data from the YTD Budget vs Actual
and divide each number by the number of month's data to come up with
an "Average" amount for each category. This report is helpful in
preparing next years budget and will quickly show you where you are
overspending on average.
As soon as you respond to the prompt, the main menu will
reappear.
- 31 -
Y-T-D Menu Choices - Save
You have finished preparing your YTD reports and should now
save your work. Use the "Save" menu option rather than the 1-2-3
/ File Save Commands. The filename that you gave your YTD analysis
in the "Setup" will be used by the macro program to save your work.
PLEASE REMEMBER TO SAVE YOUR WORK AFTER YOU PREPARE EACH MONTHLY YTD
REPORT.
- 32 -
Y-T-D Menu Choices - Print
Use the "Print" option to print out either the Y-T-D Budget vs
Actual Analysis, the Average Analysis or both reports. The "Setup"
option prepared the worksheet to print out these reports using the
setup strings you provided in the Home Budgets Template. The Setup
strings were extracted and used to "self modify" the macro program.
The reports will print in "normal" size type and will fit on a
standard 8.5 x 11" paper.
- 33 -
Y-T-D Menu Choices - Retrieve & List
The last two menu choices perform utility function in that they
need not be performed at all. You may use the 1-2-3 /FR and /FLO
menu commands to perform either of these functions, however, it is
suggested that you get used to using the YTD menu.
REMEMBER NOT TO RETRIEVE ANOTHER WORKSHEET BEFORE YOU HAVE SAVED THE
ONE YOU ARE WORKING ON!
Home Budgets Template For 1-2-3 ver 2.91 - 34 -
<∙> <∙> <∙> Registration Form <∙> <∙> <∙>
Register and get the latest version of Home Budgets Template For
1-2-3, a printed manual, and notification of upgrades. All
registered purchasers are entitled to upgrades for a nominal fee.
Name: _____________________________
Address: _____________________________
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State: __________ Zip: ____________
Please provide the following information:
Make and Model of your computer system: ________________________
Make and Model of your printer: ________________________
CPU ________________________
(8088, 80286, 80386 or 80486 processor):
Floppy Disk Drives: ________________________
(5.25", 3.5", both)
Hard Disk Drive: (Y/N) ________________________
Version of 1-2-3 you are running:
(2.0, 2.1, 2.2, 3.0 or 3.1) ________________________
Can your monitor display upper ASCII characters ?
(Refer to your 1-2-3 manual to determine if your
1-2-3 is set up to display upper ascii characters) _______________
Please enclose Check or Money Order for $35.00 per copy.
(NJ residents add 7% State Sales Tax)
Number of copies: _______ at $35.00 each Sub-Total: ___________
State Sales Tax (NJ Residents) at 7% Tax: ___________
Total Remitted: Total: ___________
Remit to: Sacco Systems
Anthony J. Sacco
3224 Beverly Road
S Plainfield NJ 07080-4904
This product is shareware. You may copy the programs and
distribute it to friends and co-workers. After evaluating the
program, if the user decides to continue using it, he/she is
trusted to register the copy.
Copyright Acknowledgements:
Lotus 1-2-3 is a registered trademark of the Lotus Development
Corporation
Home Budgets Template For 1-2-3 is a registered trademark of
Anthony J. Sacco
