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MICRO ACCOUNTING SYSTEM A Multi-purpose Check Register Accounting System Written by Donald R. Ramsey 727 Bunker Hill #70 Houston, Texas 77024 Version 1.0 TABLE OF CONTENTS Program Overview 1 System Requirements 2 Limitations 2 Program Standards 2 Installing System 2 Program Operation Main Menu 3 Initializing System 4 File Maintenance 5 Transaction Entry 6 Automatic Payments 6 Individual Entries 7 Handling Cash Entries 8 Print Checks 5, 8 Reports 9 Checkbook Reconciliation 10 Begin New Year 10 When a Data Disk is Full 11 The User-Supported Concept 12 Modifying the program 13 Copying Program for Other Users 13 Appendix MICRO ACCOUNTING SYSTEM A Multi-Purpose Check Register Accounting System PROGRAM OVERVIEW If you are like most people, you have only a vague idea as to where your money is spent each year. Of course, keeping better records is the solution, but this is usually a big job that never gets done. However, if only one entry was required for each transaction and this one entry would make available a wide variety of reports, almost everyone would take the time. That is what this program is all about. This software was written for the small business that can use just a check-register for it's accounting as well as for all individuals. Imagine sitting down to write checks and entering the information into the computer instead of your checkbook. That's all there is to it. The program will even print checks that have been addressed for use with window envelopes. But, that's only the beginning! The standard check register can be printed with a running balance, a memo report is available, and also an account distribution summary is yours for the asking. Probably more significant, especially at tax time, is the Budget Analysis and Average Month report. This report shows how much has been expended in each budget account for the current month and for the year. It also shows the amount that was budgeted so you can compare it to the actual expenditure and it computes an average monthly amount for each account. Ever wonder how much you are spending on a particular item or what the total cash value of all your bank accounts is? Simply run the Selected Account Detail or the Bank Account Summary and you will know in a minute. The Account Detail report searches the months you specify for all transactions in any account you choose and the Bank Account Summary lists all accounts and totals the balances of all bank accounts. The system is menu driven and well prompted for user ease. All corrections are very easily accomplished and can be done at any time (you never have to wait until all the data has been entered to make corrections). Once you have used this program for a while, you will wonder how you ever did without it. Page 2 SYSTEM REQUIREMENTS: IBM PC, IBM XT, or compatible 64K RAM 1 Disk Drive ( 2 preferred ) Printer PC-DOS or MS-DOS with BASIC or BASICA LIMITATIONS: 30 Bank Accounts 200 Budget Accounts PROGRAM STANDARDS: The software was designed to be very user friendly. It is a single program file, so moving from section to section is very fast since there are no modules to be chained. Data entry is fast and there are numerous reports to make your end-of-year or tax accounting almost painless. The software will even print checks with addresses for use with window envelopes if you wish. And you certainly can't beat the price. This manual and the program uses, in it's documentation, brackets ( < > ) to enclose any letter or KEY that should be pressed for a given action. For instance, if the letter <P> is to be pressed, all you need do is press P. It is not necessary to type the brackets. ***** IMPORTANT ***** The bottom two lines of the screen are reserved for user prompts. If you have a question as to what to do next, consult these lines. Also, the <F1> key will usually take you back one step so you may correct any errors that have been made. This <F1> key is VERY IMPORTANT. Using it allows immediate correction of all errors, so remember it! Number locks are automatically set when needed so the number key pad can be used for quick entry of numbers. It is not even necessary to type the decimal point in a dollar entry. Dates are entered by typing only the numbers, the slashes ( / ) are not required. To correct typing errors, use the backspace key ( large arrow by the = sign ) because the arrow keys are inoperative. INSTALLING SYSTEM: Simply copy MA.BAS to your system disk (a system disk is a disk you have formatted using the FORMAT [d:]/S command; see DOS manual. Hard disk users disregard this format procedure) that contains either BASIC or BASICA. For example, for a 2 disk system, put the MICRO ACCOUNTING Disk in Drive B and type COPY B:MA.BAS. To run the program after it has been installed on your system disk, you must enter BASIC and specify 4 files with a buffer Size of 256, e.g., BASIC MA.BAS/F:4/S:256. This may, of course, be put in a batch file for easy starting. This will NOT work unless BASIC (BASICA if you wish) is on your disk. Page 3 PROGRAM OPERATION: Starting the program: With the exception of the first time the program is run, all that is necessary to begin operation, is the date entry. If today's date is OK just press <ENTER> and the system will default to today's date. After a short pause this menu will be displayed. MAIN MENU <T> Transaction Entry <2> Reconcile Checkbook <3> Run Alternate Accounts <4> Begin New Year <5> End Program <R> Report Menu <F> File Maintenance Menu <D> Print Program Documentation <T> Transaction Entry: all transactions, both deposits and checks are entered in this section. Check printing is also done here. <2> Reconcile Checkbook: checks are cleared and bank statement is reconciled. <3> Run Alternate Accounts: starts the system again so that another data disk with other bank accounts and budget codes may be run. Hard disk users may specify a new path for data here. <4> Begin New Year: prepare a new data disk for the new year. <5> End Program: exit to DOS <R> Report Menu: go to the report section <F> File Maintenance Menu: add, delete, and make changes to budget, bank, and auto-payment files <D> Print Program Documentation: instructions for printing document. Page 4 INITIALIZING THE SYSTEM: Before the program can be run, your bank accounts and budget accounts must be defined. This is done in the File Maintenance section. Note: maximum number of characters in bank and budget codes is 4. You should take some time to decide what budget accounts you might need before making these entries because the budget accounts are sorted alphabetically in the report section. As a suggestion, group all similar codes under the same first letter, e.g. all household accounts might go under the letter H; HMOR for household mortgage, HUT for household utilities, etc.(see Appendix) After the accounts have been entered, you can go to the Report section and run the Budget Analysis to get a sorted list of the codes just to make sure you have what you want. If you are beginning this system after the first of the year you may enter an amount in the year-to-date column for the amount already expended. After both Budget Codes and Bank Codes have been entered, you can make entries in the Transaction section. ** Note to Hard Disk Users and anyone who will use the system with one or more sets of alternate Bank and Budget Codes ** Hard disk users may specify a path for their data disk. This is done at the DOS prompt with the MKDIR or MD Command (see DOS Manual). Once the directory is created, you may set a path to your data when specifying your data disk. This is useful if you need to use the system for other accounts and this alternate data needs to be on a separate disk. Example: C:\CRPER\ for check register personal. Hard disk users will have to answer one additional question on start-up. Each time the program is started, the current data disk will be displayed. If this is the data disk and the path you need, simply press <ENTER>. This protection is added for safety in assuring that the records you add in a session do go in the proper files. (To by-pass this feature, modify line 49035 of the program to be a remark line. Add a ' to the start of the line and save the modified program as MA.BAS). Floppy disk users may also use the system for alternate accounts by putting the different data on separate disks. Page 5 FILE MAINTENANCE: FILE MAINTENANCE MENU <1> Bank Account Information <2> Budget Information <3> Automatic Payment Accounts <4> Re-build Account Balances <5> Change Password or Data Disk <1> Bank Account Information: assign, delete, change bank account information. <2> Budget Information: same as bank accounts. Do not leave more than one space between words in account description because part of the description will not be printed in one of the reports if an extra space is added. <3> Automatic Payment Accounts: This file is to allow you to make quick entry of data for any bills that are paid on a regular basis. The amount and bank from which the payment is made can be easily changed when the bill is paid in the transaction section. There is also space for addresses that may be used to address checks for use with window envelopes. <4> Re-build Account Balances: use this section if you think that some of the accounts may have incorrect balances. All balances for budget and bank accounts are re-constructed. <5> Change Data Disk or Password: if you use a password it can be changed or if you initially elect not to use this protection it can be added here. Page 6 TRANSACTION ENTRY: TRANSACTION MENU <1> Automatic Payments <2> Individual Entries <3> Print Checks Upon entering this section you will be given an option for entering transactions. If you have defined automatic payment accounts in the File Maintenance section you can use option <1> of this menu. Otherwise, only individual entries may be made. AUTOMATIC PAYMENTS: This section allows quick and easy data entry for bills that are paid on a regular basis. To make payments, enter the month and year of transactions as requested. The records that may be paid are then displayed. Press <P> to pay a bill, then select the record to pay. The selection is then displayed and you may pay it as is, change the bank or amount and then pay, or you may skip the item entirely. If you elect to pay this selection, you then will be asked for the date. Pressing <ENTER> will default this to the last date entered or the system date if no date has been used. Next the check number will be required and again pressing <ENTER> will default this item to the last check # + 1 or you may enter any check number. The last item is a request to print a check. If you do NOT wish to print a check, press <ENTER>, otherwise, if you do wish to have the check printed, the printer must be turned on and the forms properly positioned. Once this last item is complete the check will be filed on disk and all accounts up-dated. Check forms may be obtained from: NEBS COMPUTER FORMS 12 SOUTH STREET TOWNSEND, MASS. 01469 1-800-325-1117 Product 9020 or 9024 Page 7 INDIVIDUAL ENTRIES: Checks or deposits in any bank account are made in this section. You must select a Bank code and the month and year for transactions before entering data. Once these items are selected they remain in effect until you return to the Transaction Menu. *** WARNING *** Entries in this section are NOT sorted by date. Also, if you have selected January as the month for transactions and entered checks that are dated in February, these February checks will be filed in the January file. Now, either checks or deposits may be selected. The date may be entered from the key pad or you may press <ENTER> to default to the last date entered. Check number is then entered or default to the last check #+1 by pressing <ENTER>. Another option for the check # is to enter the letter P. Entering a <P> will flag this check for later printing in the Print Check Section. Once the check portion of this entry has been made, budget accounts are then assigned. You may assign as many as six budget accounts or you can exit this portion of the transaction by pressing the <F3> key when entering the Budget code. To assign a Budget code enter any previously assigned code. If the code you chose has not been assigned, there will be a BEEP and you will be given the opportunity to either assign the code or change your entry. The tax code is then requested. This may be assigned or you can press <ENTER> for no assignment. These codes are not error checked and you have to keep up with your assignments personally (this is for future expansion). To assign the amount, you have two options. You may press <ENTER> and the entire amount of the check will be assigned to this budget code or you may enter a portion of the check amount. If this second option is taken, the remaining amount will be displayed and you will be allowed to assign the remainder to other budget codes ( max 6 ). After all entries for this transaction are made, there will be a last chance to make corrections ( did you remember that corrections could be made immediately during data entry by pressing the <F1> key ). Press <C> to make corrections and then use the <F1> and <F2> keys, as prompted on the bottom two lines, to scroll through the entries. To change an entry that the => selects, press <C> then make the change. You can exit changes at any time by pressing the <E> key. *** WARNING *** Once this last chance to make a change has passed, you will no longer be able to change this transaction. The reason for this is to give a good audit trail. You may, however, correct the entry by making another transaction to offset the error (Payee/Payor could be a note to yourself stating the change). Page 8 HANDLING CASH ENTRIES: Cash entries may be handled in one of two ways. You may assign a bank account called CASH or you may make a memo entry in any bank account. If you assign the bank account `CASH', deposits and withdrawals (checks) are handled as any other bank account. However, this bank balance will show in the Bank Account Summary Report (see Report Section). Maybe a better way would be to make a MEMO entry in any bank account that is assigned. To do this, write a check as usual but for the amount enter 0.00 or just press <ENTER>. This 0.00 amount will not affect the bank balance and then the entry can be assigned to any budget account as a cash paid item. PRINT CHECKS: This option of the Transaction Menu prints checks that have been flagged in the Individual Transaction entry section by entering a P for the check number. Load the check forms into the printer and the computer will then automatically print all checks that have been flagged and assign check numbers to the transaction. Check forms may be obtained from: NEBS COMPUTER FORMS 12 SOUTH STREET TOWNSEND, MASS. 01469 1-800-325-1117 Product 9020 or 9024 Page 9 REPORTS: REPORT MENU <1> List Transaction Register <2> Budget Analysis and Average Month <3> Memo Report <4> Bank Account Summary <5> Account Distribution Report (printer only) <6> Selected Account Detail (printer only) <7> Selected Tax Code Detail (printer only) <1> List Transaction Register: list the register of the bank of your choice with running balances and totals of all deposits and checks. An * by the check number indicates that this check has cleared the Bank and has been reconciled in your check register. <2> Budget Analysis and Average Month: A sorted list of all your budget accounts with a description of each, the amount that was budgeted in this category, what was spent in the month of the report, the average amount spent in a month, and the year-to-date amount. <3> Memo Report: list of memos that were made in transaction entry. An * by the amount in this report indicates that this transaction was a deposit. <4> Bank Account Summary: list all bank accounts and their current balance and give a total of all the balances. <5> Account Distribution Report: report to show how each check was distributed among the different budget codes. <6> Selected Account Detail: list all entries for any budget code you select over any period of time you choose. <7> Selected Tax Code Detail: same as <6> except for tax codes. Page 10 CHECKBOOK RECONCILIATION: Checks can be reconciled by checking off items just as you might if you were using a checkbook. Just read the last two lines of the screen for help. Once the checks are cleared, the checkbook may be reconciled. The report to the screen does not give the detail that is available in the printed report. The printout contains a listing of all items that have not been cleared that is not available in the screen report. BEGIN NEW YEAR: This procedure is used to prepare a new data disk for the new year. ** IMPORTANT ** USE ONLY A BACKUP DATA DISK FOR THIS PROCEDURE! Once the backup data disk has been made, put it in the drive normally used for data and follow the screen instructions. All transactions for last year are erased from the new data disk, all budget code year-to-date balances are set to zero, and all bank balances are set to last year's ending balance. Page 11 WHEN A DATA DISK IS FULL: Most people should be able to keep an entire year of data on a single disk. However, should you run out of space, follow these steps: 1. Return to DOS by the End Program Option. 2. Format a new data disk (see DOS manual) 3. COPY mmmyy.TRX to the new data disk. mmm = the month in which you were entering data when the disk became full (e.g. JAN) yy = the year in which you are working ( e.g. 84) 4. DEL mmmyy.TRX on the FULL data disk. 5. Use the new data disk and re-run the program. 6. Re-enter the transaction on which the disk became full. Example: If you were entering data in November 1985 and you got a `DISK FULL' error message, you would ( assuming a 2 drive system ) return to DOS by the End Program option of the Main Menu, format a new data disk, and put the new data disk in Drive B and the full Data disk in Drive A. Then type COPY NOV85.TRX B:. Once the copy was complete, type DEL NOV85.TRX. Replace the full data disk with the MICRO ACCOUNTING Program Disk and type MA ( MA.BAT if you prefer ). Page 12 tm ====================== F R E E W A R E ========================= User-supported Software If you have received this program from another user and find it of value, your contribution will be appreciated ( $35.00 suggested ). ______________________ Donald R. Ramsey 727 Bunker Hill #70 Houston, Texas 77024 _______________________ Regardless of whether you make a contribution, you are encouraged to copy and distribute this program. =============================================================== The user-supported concept: Anyone may request a copy of a user-supported program by sending a blank, formatted disk to the program author together with an addressed, postage-paid return mailer. A copy of the program, with documentation, will be sent by return mail on user's disk. The program carries a notice suggesting a contribution for the software. Making a contribution is voluntary on the part of the user. Regardless of whether a contribution is made, the user is is encouraged to copy the program for trial use by others on a private, non-commercial basis. Payment for use is discretionary on the part or each subsequent user. FREEWARE is a trademark of: The Headland Press P.O. Box 862 Tiburon, CA. 94920 Page 13 MODIFYING THE PROGRAM I have made every effort to supply a program that is free of bugs and will provide the user with an easy to use, fast operating system. However, many people may feel that this version of the program could be modified to better meet their needs. I fully encourage you to make any modifications that you feel necessary. ** Please do not distribute a modified program to ** other users. The reason for this is if people ** have problems with the program, they contact me. ** If the program is modified, I do not know what ** they have and may not be able to help. If you do come up with useful modifications, please keep them in a merge file that can be incorporated into the system at the user's option. I also encourage you to contact me regarding any problems, suggestions, or modifications to the program. To facilitate the modification process, on request, I will supply a commented version of the program. Also included is a listing of all major variables, file structures, and comments on the major routines. For this disk, I do request a $10.00 contribution. COPYING THE PROGRAM FOR OTHER USERS: The following files must be on the new user's disk: MA.BAS MA.DOC MADOC.BAT MACOPY.BAT MACOPY.BAT is a batch file for copying the required files to a user's disk. It assumes a 2 drive system with Drive A as the source disk. EXAMPLE USE OF MACOPY.BAT: 1. Put Original MICRO ACCOUNTING disk in Drive A 2. Put New user's Formatted System disk in drive B (User's disk should contain BASIC or BASICA) 3. Type MACOPY.BAT and press <ENTER>. 4. The required files will be copied to Drive B. APPENDIX SAMPLE BUDGET CODE: Code Description ==== =========== AEX1 Auto- car 1 expense AEX2 Auto- car 2 expense AGAS Auto- gas APMT Auto- payments AZ BCOM Business- computer BENT Business- entertaining BSUP Business- supplies BTEL Business- telephone BZ CASH Pocket cash CLTH Clothes CONT Contributions DUMP Catch all category FUN Hobbies & entertainment GIFT Gifts H HADU Home- association dues HEL Home- electric bill HFUR Home- furnishings HINS Home- insurance HMOR Home- mortgage HTEL Home- telephone HWAT Home- water HZ IHUS Income- husband IWIF Income- wife IDIV Income- dividends IINT Income- interest IMIS Income- miscellaneous IZ MAG Magazines MAIL Stamps & postage MED Medical TAX Taxes UNDU Union dues XFER Transfer $ acc to acc SAMPLE BANK CODE: CK__ Bank checking account CKCU Checking account credit union S___ Saving account SAMPLE BANK CODE: CK__ Bank checking account CKCU Checking account credit union S___