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1991-02-15
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EZ-FINANCE
Copyright(c) 1989, 1990 by Danville Software
NOTICE
EZ-FINANCE is being distributed as SHAREWARE. You may make copies
for your friends, your computer club, your local bulletin board, etc.
However, you may not use this program for any commercial or other
profit making purpose without the express, written consent of the
author.
Commercial bulletin boards like CompuServe who list programs and
charge their customers to download them may ignore this prohibition.
Distributors of SHAREWARE programs may likewise distribute copies of
this program and charge their customers a fee as long as this
documentation accompanies the program. SHAREWARE distributors may also
list EZ-FINANCE in their sales catalog or other sales material. All
others may contact the author through the Company BBS at (415) 838-
7687, through CompuServe (ID 70025,174) or at the address listed
below.
EZ-FINANCE is not FREEWARE! You may test drive the program for 30
days. However, if at the end of 30 days you like the program and
continue to use it then you are required to send a registration fee of
$29.95 to:
Danville Software
137 Gerald Dr.
Danville, CA 94526
When you register you will be sent the information to order
special computer checks and envelopes that are compatible with EZ
FINANCE. In addition you be will advised of future enhancements to EZ-
FINANCE and you will be entitled to upgrade at a nominal charge.
The author makes no warranty, either expressed or implied, as to
the merchantability or fitness of this program for any particular
purpose.
OVERVIEW
EZ-FINANCE is a full featured, easy to use, personal finance
program designed to automate your routine financial chores such as
writing checks and keeping financial records.
With EZ-FINANCE you enter your cash transactions on electronic
forms that resemble the paper forms you now use. The information from
these forms is automatically entered in an electronic check register.
You can use your computer to print the checks you enter in the
register or you can simply use EZ-FINANCE to keep track of your income
and expenses. EZ-FINANCE uses the information you enter in the
register to produce many useful financial reports to help you control
your finances.
EZ-FINANCE can cut your bookkeeping time in half and at the same
time provide you with all the information you will need to effectively
manage your financial affairs. EZ-FINANCE produces these financial
reports:
Register
Deposit Details
Check Details (Expense Category by I.D. No.)
Check Distribution (Check Amounts by Expense Category)
Payee History (Expenses by Payee)
Cash Flow (A Summary of Income and Disbursements)
Tax Information Schedule
Bank Reconciliations
ON-LINE HELP
EZ-FINANCE has an extensive help system incorporated in the
program if you get stuck. You can press the F1 key from amost anywhere
in EZ-FINANCE and get help that is sensitive to the particular part of
the program you are currently working in.
FREQUENTLY USED KEYS
INS - Used to activate an entry form such as a check or deposit slip
for single entry transactions.
HOME - Used to activate an entry form such as a check or deposit slip
for multiple entry transactions.
ENTER - Used to accept data in the current field and go to the next
field. It is also used to activate the Edit function.
DEL - Used to delete a record.
ESC - This is EZ-FINANCES's "back-out key". Used to return to the
previous field, form, table, or menu.
F1 Function Key - Help Key. Used to activate context sensitive help
system.
F2 Function Key - Used to activate lookup tables.
F7 Function Key - Print key.
F9 Function Key - Activate pop-up calculator.
Ctrl + Spacebar - Used to mark checks and deposits.
Arrow Keys - Used to move up and down and left and right on menus.
PgUp - PgDn - Used to scroll a screen at a time.
STARTING THE PROGRAM
Before running the program set your Config.Sys file in your root
directory to:
Files = 30
Set up a directory on your hard disk called EZF (or any other
name you wish to use). Copy the EZ-FINANCE files to this directory.
The files that come with the program are:
EZF.EXE
ACCOUNTS.DAT
ACCOUNTS.K01
ACCOUNTS.K02
ACCOUNTS.K03
BANKS.DAT
BANKS.K01
EZF.DOC
NEWCHECK.HLP
CATEGORY.DAT
CATEGORY.K01
CATEGORY.K02
CATEGORY.K03
CATEGORY.K04
CATEGORY.K05
CONTROL.DAT
PAYEE.DAT
PAYEE.K01
PAYEE.K02
REGISTER.DAT
REGISTER.K01
REGISTER.K02
REGISTER.K03
BEG_BAL.DAT
BEG_BAL.K01
README.1ST
We recommend that you have 640K of RAM and a color monitor for
maximum efficiency and enjoyment of the program. You will also need a
dot matrix printer to prepare computer checks and print reports. If
you have a disk cache program we strongly recommend that you use it as
it will speed up the program considerably.
After EZ-FINANCE has been copied to your hard disk simply type
EZF at the DOS prompt to run the program:
C> EZF
The Main Menu will now appear on your screen:
Enter Reports Maint Utilities Quit
Each of the Main Menu functions will be explained in detail
later. Here is a quick summary of what each item does:
1. Enter - This takes you to the Register (the centerpiece of the
program). This is where you enter your checks, deposits, and
other cash transactions.
2. Reports - This is where you print checks and most financial
reports (The bank reconciliations report is printed using a hot
key from within the bank reconciliation module).
3. Maint - This option is used to maintain (add, edit, and
delete) the Payee List, the Chart of Accounts and the Bank List.
4. Utilities - This is where you tell EZ-FINANCE which bank
account you want to use, enter the starting bank balance and
enter certain default (start-up values) you want to use. This is
also where you reconcile your bank accounts.
5. Quit - You select this option to return to the DOS prompt.
HOW TO USE EZ-FINANCE
You begin using EZ-FINANCE at the Main Menu. You can get to the
Main Menu with the ESC key (the "back-out key").
You scroll across the Main Menu with the left and right arrow
keys. You select an option from the menu by placing the light bar over
it and pressing the ENTER key.
When you select an item from the Main Menu bar a drop down menu
appears on the screen with additional choices. You move up and down
the sub menu with the up and down arrow keys. You make selections by
placing the light bar over the item you wish and pressing the ENTER
key. A brief description of what each menu items does is displayed for
you at the top of the screen.
SETUP
1. The first time you start the program a form appears on the
screen to select the bank account you want to use (A dummy name
appears on the form until you enter a new default name). Press the F2
Key to pop-up the Bank Account List. Enter the names (or numbers) of
all the bank accounts you want to use with the EZ FINANCE program.
After you are done entering all your accounts delete the dummy bank
account name and press the ESC key to return to the Main Menu. Select
Utilities option and highlight "Defaults" on the sub menu. Enter the
default bank account (the account you want to automatically select
each time you start up EZ FINANCE).
2. Setup your starting bank balance. Select Utilities from the
Main Menu and select Setup. Press the ENTER key. A pop-up window will
appear for entering your starting cash balance. Enter the amount and
press the ENTER key. Press the F10 key to accept and exit. If you need
to change the amount simply re-enter the correct amount and press the
ENTER key again.
3. Enter Payee names and addresses. The information on this list
will be used to create a Pick List that you can use to select payee's
names and addresses to be automatically entered on your checks. Select
Maint from the Main Menu. Select Payee List from the sub menu and
press the ENTER key. To enter payee's names and addresses press the
INS key to activate the data entry form. Complete the form and press
the ENTER key. Repeat this procedure for each payee that you want to
add to your list. Press the ESC Key when done.
4. Chart of Accounts. You can use the Chart of Accounts that
comes with the program or you can enter your own income and expense
accounts. Select Maint from the Main Menu. Select Chart from the sub
menu. To enter an account press the INS key to activate the data entry
form. Complete the form and press the ENTER key. Repeat this procedure
for each account. Your income accounts must be numbered from 1 to 199.
Your expense accounts must be numbered 200 or greater. Account numbers
are 3 digits long. Press the ESC Key when done.
4. Enter default values for reports - i.e, bank account name,
your name, period covered by the report, start and stop dates.
MODE
The Register has two modes - the CHECK mode (used to enter, edit,
or delete checks) and the DEPOSIT mode (used to enter, edit, or delete
deposits OR OTHER CASH TRANSACTIONS). The mode is indicated in the
upper left corner of the Register. You enter the Check or Deposit mode
by selecting either "Checks" or "Deposits" from the Enter Menu on the
Main Menu.
HOW TO ENTER TRANSACTIONS
Select ENTER from the Main Menu and press the ENTER key. The drop
down menu will display:
Checks
Deposits
Select the transaction mode you want by highlighting the option
and pressing the ENTER key. This will take you to the Register. The
EZ-FINANCE register, like your paper check register, is used to keep
track of all cash transactions affecting your bank account. Checks and
deposits are displayed in I.D. number order (The I.D. number is a
sequential number assigned to each entry by EZ-FINANCE). EZ FINANCE
also keeps a running tally of your checkbook balance which is updated
after each checkbook entry.
ENTERING CHECKS
Checks are entered in the Register on an electronic check form
that is activated by pressing the INS key or the HOME key. Press the
F1 key if you need help while in the Register.
1. To write a check and record the entry in the register, press
the INS key or the HOME key (you are returned to the register
after each check is written when you use the INS key; if you want
to enter multiple checks without being returned to the register
each time, then press the HOME key instead of the INS key). The
message "Record will be Added" will be displayed at the top of
the check form if you use the INS key. If you use the HOME key
the message will read "Add Multiple Records".
2. Enter check I.D. number. This may be any number you want. You
can use the preprinted number on your checks if you like but we
do not recommend it because this method will require you to
renumber checks in the register if any checks are destroyed when
printing. The Register displays check entries sorted by date and
then by I.D. number. EZ-FINANCE will not accept duplicate I.D.
numbers. If you enter a duplicate number EZ-FINANCE will beep and
display the message "Creates Duplicate" at the top of the check
form. Press the ENTER key to move the cursor to the next field on
the check form.
3. The date is entered on the check form for you automatically if
the information is available from your computer. If not, press
the space bar to blank the field then enter the date manually in
the mmddyy format. Press the ENTER key to move to the next field.
4. After you enter the date, the cursor will move to the payee
field on the check. Enter the name and address of the payee or
press the F2 Key to select a payee from the payee list. Select
the payee you want to enter on the check by highlighting your
choice and pressing the ENTER key. You must press the F2 Key and
the Enter Key once for the payee's name, once for the street
address, and once again for the City, State, and ZIP code. The
payee's name, address, and ZIP code will be entered on the check
for you. (Payees are entered on the Payee List by either
selecting the Maint option from the Main Menu or you can enter a
payee's name and address at the time you are writing the check by
pressing the INS key when the Payee List window is displayed on
your screen. The Payee's name, street, and CSZ can each be up to
25 characters.).
5. After you enter the Payee's name and address EZ-FINANCE will
place you in the memo field, the last field on the check form.
You may enter remarks in this field - up to 25 characters. Press
the ENTER key to record the check in the register.
6. After you complete the memo field the Check Allocation form
will pop up on the screen. This form is used to tell EZ-FINANCE
how to distribute the check (i.e. what expense categories). Press
the INS key to make an entry. You must make an entry on the Check
Allocation Form for each expense category. You can split a check
into as many expense categories as you want. You can enter
negative amounts to offset positive amounts as long as the
positive amount(s) are entered first and provided the check total
is positive. If you want to enter a negative amount press the
grey minus key after you enter the amount. Enter the 3 digit
account number or press the F2 key to pop-up the scrolling chart
of accounts. Place the light bar over the account you want to be
charged and press the ENTER key. The entry now appears on the
form and the cumulative check total is shown at the bottom of the
form. Note that EZ-FINANCE keeps track of the cumulative total of
the check at the bottom of the "Check Allocation" form and
updates the check total. Enter a T in the tax field if you want
to keep track of the item for tax purposes. Press the ESC key to
return to the register and to record the check.
7. The beginning cash balance, deposit total, check total, and
ending cash balance is shown at the bottom of the register. These
totals are updated each time you make an entry in the register.
8. You can activate a pop-up calculator by pressing the F9 key.
This calculator works like a typical ten key calculator.
Instructions are displayed on the screen next to the calculator.
ENTERING DEPOSITS AND OTHER CASH TRANSACTIONS
Deposits and other cash transactions are entered in the register
on an electronic form that is activated by pressing the INS key or the
HOME key. Press the F1 key if you need help while in the register.
1. Select Enter at the Main Menu and press the ENTER key. Select
Deposits from the pull down menu. This will place you in the
Register.
2. To enter a deposit in the register press the INS key or the
HOME key (You are returned to the register after each deposit is
written when you use the INS key. If you want to enter multiple
deposits (or other cash transactions) without being returned to
the register after each entry then press the HOME key instead).
The message "Record will be Added" will be displayed at the top
of the form if you use the INS key. If you use the HOME key, the
message will read "Add Multiple Records".
3. Enter I.D. number of the deposit or other cash transaction.
You may use any series of numbers you want. Deposits are
displayed in the register by date and then by I.D. number.
3. The date is entered on the form for you automatically if
supported by your computer. If not, press the space bar to blank
the field and enter the date manually in the mmyydd format. Press
the ENTER key to move the cursor to the next field on the form.
4. The next field is to record the reference or the name of the
person or company the deposit was received from. You may type in
up to 25 characters. Press the ENTER key to move to the next
field.
5. Enter the amount of the deposit. EZ-FINANCE will turn on the
NUM LOCK key so that you can use the ten key pad on your
computer. Press the ENTER key to move to the next field.
6. The last field is the account number field. When the cursor
moves to this field enter the 3 digit account number, or press
the F2 key to activate the scrolling Chart of Accounts. Highlight
the account you want to code the deposit to and press the ENTER
key. At this point you will be returned to the register if you
used the INS key to activate the form or to a blank form if you
used the HOME key.
7. Press the F9 key to activate the pop-up calculator.
HOW TO EDIT TRANSACTIONS
1. Go to the Main Menu and select the Enter Option. If you want
to edit a check then select "Checks" from the drop down menu. If you
want to edit a deposit (or other cash transaction) then select
"Deposits".
2. Place the cursor over the entry you want to edit (change) and
press the ENTER key. This will activate a filled-in electronic check
or deposit form. Move the cursor to the field you want to change by
pressing the ENTER key. Make the correction and press the ENTER key to
record it. Continue pressing the ENTER key until you reach the last
field or the Check Allocation Form. Press the F10 key and you will
then be returned to the check memo field. If you press the ENTER key
from there you will be returned to the register. If you want to edit
the account number or amount on the Check Distribution Form, follow
the same procedure.
3. If you attempt to edit a deposit when in the Check mode (the
mode is indicated in the upper left corner of the register) EZ-FINANCE
will beep and send you an error message. Likewise if you attempt to
edit a check while in the Deposits mode EZ-FINANCE will beep and send
you an error message. If this happens press the ENTER key (this places
you in the correct mode automatically) and re-select the entry you
want to edit and press the ENTER key again.
HOW TO DELETE TRANSACTIONS
1. Go to the Main Menu and select the Enter Option. If you want
to delete a check then select "Checks" from the drop down menu. If you
want to delete a deposit (or other cash transaction) then select
"Deposits".
2. Place the cursor over the entry you want to delete and press
the DEL key. The filled-in electronic form will appear with the
message "Press Enter to Delete". At this point press the ENTER key and
the item will be deleted from the register.
3. If you attempt to delete a deposit when in the Check mode EZ-
FINANCE will beep and send you an error message. Likewise if you
attempt to delete a check when in the Deposit mode EZ-FINANCE will
beep and send you an error message. If this happens press the ENTER
key (this places you in the correct mode automatically) . Re-select
the entry you want to edit and press the ENTER key again.
CASH BALANCE
EZ-FINANCE keeps a running tally of your cash balance at the
bottom of the register. The balance is updated after each transaction
so that you always know how much cash you have in the bank.
HOW TO PRINT
One of the most useful features of EZ-FINANCE is its ability to
print computer prepared checks and a variety of useful financial
reports:
1. Check Register - This is a listing of your beginning bank
balance, deposits during the period, checks written during the
period, and the ending cash balance. This report serves the same
purpose as the paper check register you are now using.
2. Deposit Details - This report lists the details for each
deposit recorded in the register by I.D. number.
3. Check Details - This report lists the details for all checks
written during the period by I.D. number and displays the expense
category each check was allocated to.
4. Check Distribution - This report shows each expense category
and the details of each check allocated to that category. The
total for each expense category is also displayed in the report.
5. Payee History - This report shows checks by payee for the
period you specify.
6. Bank Reconciliation - This report shows the items which
reconcile your register cash balance to your bank cash balance.
7. Cash Flow - This report summarizes your income and expenses
for the period you specify.
8. Tax Information Schedule - This report summarizes by expense
classification all register entries you annotated with a "T" on
the Check Allocation form for the period you specify.
PRINTING OPTIONS
In EZ-FINANCE you are given the option to print most reports to
the screen, a DOS file or to your printer.
PRINTING CHECKS
In order to print checks you will need the special check stock
that is customized for EZ-FINANCE.
1. If you already have the special check stock, all you have to
do is line the printer platen up with the top edge of the check
form and turn your printer on. Your printer should be on LPT1.
2. Go to the Main Menu and select the Reports option. When the
sub menu appears select the Print Checks option by placing the
light bar over it and pressing the ENTER key.
3. A pop-up window will appear on your computer screen. Enter the
first and last check numbers that you want to print. Press the F2
key to activate the check look-up window if you forget the check
numbers.
4. EZ-FINANCE enters the computer I.D. number on the check. This
number is used instead of the preprinted check number because it
obviates the need to change the computer check number sequence
whenever you destroy or spoil a check. Use the preprinted number
to control the physical stock of your checks.
PRINTING REPORTS
You print reports (except for the bank reconciliations) by going
to the main menu and selecting the Reports option. A sub menu appears
on the screen listing all the reports that you can print with EZ-
FINANCE. When you select a report by pressing the ENTER key, a pop-up
window called PRINT REPORTS will appear on your computer screen.
Enter the main title you want to use with the report (up to 35
characters), and the period to be covered by the report (up to 35
characters). EZ FINANCE will center these entries for you
automatically. Next enter the first and last date of the report in
mm/dd/yy format using the numeric key pad. EZ-FINANCE turns on the NUM
LOCK key for you. EZ-FINANCE will include all checks and deposits that
fall within the two dates that you enter. Next a window will pop-up on
the screen asking you to indicate whether you want the report sent to
the screen, a DOS file, or to the printer. If you select Printer then
a pop up window will appear on your screen asking you how many copies
you want to print. Make sure your printer is turned on before making a
selection if you plan to send the report to the printer.
The Bank Reconciliation is printed from inside the Bank
Reconciliation utility.
MAINTENANCE
This is the section of the program where you maintain the Chart
of Accounts and the Payee List.
CHART OF ACCOUNTS
A Chart of Accounts is included with the program. You may use the
chart "as is", or you can modify it to suit your own needs. You can
also create your own chart. You may have up to 199 income accounts.
These accounts must be assigned account numbers between 1 and 199. You
may have up to 800 expense accounts and these accounts must be
numbered 200 or greater.
To add an account to the chart press the INS key and a data entry
form will pop-up on the screen. A message "Record will be Added" will
appear at the top of the form. Enter a name and account number and
press the ENTER key. Repeat this procedure until all accounts are
entered. You can edit an account by placing the cursor over the
account you want to change and pressing the ENTER key. A filled-in
data entry form will pop-up on the screen. A message "Record will be
Changed" will appear at the top of the form. Make your changes and
press the ENTER key to update the chart. If you want to delete an
account, place the cursor over the account you want to delete and
press the DEL key. A message "Press Enter to Delete" will appear at
the top of the form. Press the ENTER key to confirm and the account
will be deleted from the chart.
PAYEE LIST
We strongly recommend that you pre-enter a list of payees into
the Payee List. This will obviate the need to type in the payee name
and address when you are writing the check.
To add, edit, or delete payee names and addresses follow the same
procedures as outlined above for the Chart of Accounts.
BANK LIST
You should enter a list of all bank accounts you want to use with
the EZ FINANCE program here.
To add, edit, or delete a bank name follow the same procedures as
outlined above for the Chart of Accounts.
UTILITIES
EZ-FINANCE comes with two utilities:
1. Setup - This is where you enter your starting bank balance.
EZ-FINANCE needs this information so that it can calculate your
current bank balance. Select Setup from the Utilities menu and
press the ENTER key. A pop-up data entry form will appear on the
screen. Enter your starting balance and press the ENTER key to
record it. Press the F10 key when done to exit the form.
2. Reconcile - This is a bank reconciliation utility. To use this
utility first go to the register and mark (using the Ctrl key +
Spacebar) the deposits and checks clearing the bank.
A. Enter the "As of" date for the reconciliation. This is
usually the last day of the month.
B. EZ-FINANCE will prepare outstanding deposit and check
lists for you based on your markings in the register. You
can view the deposit in transit list by pressing the F2 key
and the outstanding check list by pressing the F4 key.
C. After these steps are completed see if the adjusted bank
balance figure is the same as the adjusted book balance
figure. If they are the same then the reconciliation is
completed and you may print the reconciliation by pressing
the F7 key.
D. If the two figures are not in agreement, enter the
necessary adjustments to the bank and book figures in the
space provided on the reconciliation form. This will require
that you scan the bank statement to ascertain adjustments
made by the bank that have not been recorded in the check
register. Likewise, you will need to scan the register to
ascertain adjustments made in the check register that were
not recorded by the bank.
Remember that the purpose of the bank reconciliation is to make
sure that your personal records agree with the bank. Any adjustments
to the book balance must be recorded in the register when you are done
in order to correct the check register balance.
4. Set up default values for bank name, report name and
period and the start and end date for report purposes.
QUIT
You may return to the DOS prompt by going to the Main Menu and
selecting the Quit option and pressing the ENTER key.
SUPPORT
You may contact the author on CompuServe (ID 70025,174) or call
the EZ-FINANCE BBS at (415) 838-7687 for program support. The latest
version of the program is available on this BBS.