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DATACCOUNT GENERAL LEDGER PROGRAM FOR THE IBM PERSONAL COMPUTER COPYRIGHT (C) BY TECHDATA DATACCOUNT IS A MENU DRIVEN GENERAL LEDGER PROGRAM SUITABLE FOR INDIVIDUALS OR SMALL BUSINESSES. IT WILL ACCEPT UP TO 100 USER DEFINED ACCOUNTS AND WILL REPORT GENERAL JOURNAL TRANSACTIONS, ACCOUNT SUMMARIES, AND END-OF-PERIOD INCOME STATEMENT AND BALANCE SHEET. THE PROGRAM IS SO SIMPLE AND EASY TO USE FROM ITS MENU FORMAT THAT IT IS POSSIBLE FOR A NEW USER TO RUN THE PROGRAM EVEN WITHOUT READING THESE FEW INSTRUCTIONS (THOUGH WE DON'T RECOMMEND IT). DATACCOUNT EMPLOYS DOUBLE ENTRY BOOKEEPING--EACH TRANSACTION DEBITS ONE ACCOUNT AND CREDITS ANOTHER. ALTHOUGH THE USER IS NOT EXPECTED TO BE EXPERT IN ACCOUNTING, SOME BASIC KNOWLEDGE OF BOOKEEPING FUNDAMENTALS IS NEEDED BEFORE SETTING UP YOUR ACCOUNTS OR ENTERING DATA TO THE PROGRAM. A SAMPLE PROGRAM FILE ("DEMO") IS INCLUDED ALREADY ON THE DISK TO SHOW YOU WHAT THE PROGRAM WILL DO. STARTING UP A BLANK SINGLE-SIDED DISK WILL HOLD ABOUT 1200 ENTRIES, OR TRANSACTIONS OF YOUR BUSINESS. ALTHOUGH THESE ENTRIES CAN BE STORED ON THE SAME DISK WHICH CONTAINS DATACCOUNT, FEWER ENTRIES CAN BE STORED IN THIS MANNER, AND SO IT IS RECOMMENDED THAT A SEPARATE DISK BE USED TO STORE ENTRIES. IF BOOKS ARE TO BE KEPT FOR MORE THAN ONE COMPANY THEN EACH COMPANY SHOULD HAVE ITS OWN DISK. OF COURSE, THERE IS NO LIMIT TO THE NUMBER OF SEPARATE BOOK SYSTEMS WHICH CAN BE KEPT. BEFORE USING DATACCOUNT TO HANDLE REAL DATA, LET'S USE THE DEMONSTRATION FILE DEMO TO BECOME FAMILIAR WITH SOME OF THE FEATURES OF THE PROGRAM. FIRST, BOOT UP YOUR COMPUTER WITH DOS. NEXT, REMOVE THE DOS DISK AND INSERT THE DATACCOUNT DISK. ENTER DATAC. PRESS RUN. FROM HERE ON THE MENU AND PROMPTS SHOULD ENABLE YOU TO OPERATE THE PROGRAM. LET'S GO THROUGH THE VARIOUS OPTIONS: AFTER THE PROGRAM TITLE YOU ARE ASKED FOR FILE NUMBER. THIS IS THE TITLE OF THE FILE WHICH IS STORED. IT CAN BE ALPHABETIC OR NUMERIC OR MIXED, BUT SHOULD NOT CONTAIN COMMAS. CHOOSE A FILENAME WHICH DESCRIBES THE RECORDS BEING KEPT. TO OBTAIN THE FILE OF INTEREST TYPE DEMO AND ENTER. TYPE IN THE DATE (MONTH-DATE-YEAR, AS 8-8-82) AS REQUESTED. NOW THE MENU IS DISPLAYED. CHOOSE OPTION 2 TO SEE WHAT THE GENERAL JOURNAL ENTRIES MIGHT LOOK LIKE (HIT 2 ENTER. IN RESPONSE TO "DO YOU WANT A HARD COPY?" HIT N ENTER). IF YOU WISH TO HAVE A HARD COPY BE SURE YOUR PRINTER IS ON,. WHEN RESPONDING TO A Y OR N REQUEST BY THE COMPUTER, USE CAPITAL LETTERS. AS YOU CAN SEE FROM THE GENERAL JOURNAL, ENTRIES ARE COMPRISED OF A TRANSACTION NUMBER, DATE, DESCRIPTION, AND ACCOUNT NUMBERS TO DEBIT AND CREDIT. THE PROGRAM WILL AUTOMATICALLY ASSIGN THE TRANSACTION NUMBER, AND YOU WILL BE PROMPTED FOR THE OTHER INFORMATION. THE PROGRAM SCROLLS DOWN THE ENTRIES IN THE GENERAL JOURNAL. TO STOP THE SCROLLING TO EXAMINE A PARTICULAR ENTRY PRESS CTRL AND NUM LOCK SIMULTANEOUSLY. PRESS ENTER TO RESUME SCROLLING. WHEN FINISHED REVIEWING THE GENERAL JOURNAL PRESS ENTER AND RETURN TO THE MENU. CHOOSE OPTION 7 TO EXAMINE THE CODE OF ACCOUNTS. EACH ACCOUNT HAS A USER-ASSIGNED NUMBER BETWEEN 0 AND 100 AND A COMPUTER-ASSIGNED SEQUENCE NUMBER STARTING FROM 1. EACH ACCOUNT ALSO HAS A TYPE CODE ASSIGNED TO IT ACCORDING TO WHETHER IT IS AN ASSET, LIABILITY, CAPITAL, EXPENSE, OR REVENUE ACCOUNT. THE DEMONSTRATION COMPANY HAS 13 ACCOUNTS. MORE ACCOUNTS CAN BE ADDED LATER AS ACCOUNTING NEEDS CHANGE. SPEND SOME TIME AT THE BEGINNING SETTING UP A LOGICAL AND COMPLETE CODE OF ACCOUNTS. IT IS MUCH EASIER TO DO THIS THAN TO REORGANIZE THE ACCOUNTING SYSTEM AFTER DATA HAVE BEEN ENTERED. NEXT CHOOSE OPTION 4 TO VIEW EACH ACCOUNT AND ITS ACTIVITY. THE PROGRAM WILL LIST ALL THE ACCOUNTS IN ORDER AND WILL SHOW EACH TRANSACTION INVOLVING THAT ACOUNT. IF YOU WISH TO EXAMINE THIS REPORT IN DETAIL GET A HARD COPY. OTHERWISE THE VIDEO DISPLAY WILL QUICKLY SCROLL THROUGH THE TRANSACTIONS. PRESSING CTRL-NUM LOCK WILL INTERRUPT THE SCROLLING, BUT IF HELD TOO LONG CAN TERMINATE THE PROGRAM. FOR EACH ACCOUNT EVERY TRANSACTION OCCURRING IN THAT ACCOUNT IS LISTED AND THE ACCOUNT TOTAL IS SHOWN. RETURN TO THE MENU. OPTION 5 WILL PRODUCE A SUMMARY OF ACCOUNT ACTIVITY -- THE TOTALS OF DEBITS, CREDITS, AND NET DEBITS MINUS CREDITS FOR EACH ACCOUNT. OPTION 9 WILL YIELD THE INCOME STATEMENT AND BALANCE SHEET. THE INCOME STATEMENT WILL LIST ALL THE REVENUES, ALL THE EXPENSES, AND THE NET INCOME FOR THE PERIOD. THE BALANCE SHEET WILL SHOW THE BALANCE IN ALL CAPITAL, ASSET, AND LIABILITY ACCOUNTS AND WILL SHOW THE NET INCOME REPORTED IN THE INCOME STATEMENT BEING ADDED TO THE RETAINED EARNINGS ACCOUNT. THE TRANSFER TO RETAINED EARNINGS WILL NOT ACTUALLY TAKE PLACE, HOWEVER, SO THAT AN INCOME STATEMENT AND BALANCE SHEET CAN BE REQUESTED AT ANY TIME DURING THE ACCOUNTING PERIOD WITHOUT CLOSING THE ACCOUNTS. WHEN THE BOOKS ARE TO BE CLOSED THE ACCOUNT TOTALS OF ALL ACCOUNTS OTHER THAN EXPENSE AND REVENUE ACCOUNTS ARE MANUALLY ENTERED AS STARTING AMOUNTS FOR THE ACCOUNTS FOR THE NEW PERIOD, AND THE NET INCOME TO RETAINED EARNINGS IS ENTERED AT THAT TIME. A NEW FILE NAME IS GIVEN TO THE NEW PERIOD, AND THE PREVIOUS PERIOD'S FILE IS PRESERVED. NORMAL OPERATIONS NOW LET'S ENTER DATA FOR YOUR BUSINESS PREPARE A BLANK FORMATTED DISK. INSERT THE DATACCOUNT DISK, BOOT UP AND ENTER DATAC. NOW REMOVE THE DATACCOUNT DISK AND INSERT THE FORMATTED BLANK DISK. THIS WILL BE THE WORK DISK AND WILL CONTAIN ALL TRANSACTIONS AND ACCOUNT FILES FOR YOUR COMPANY. IT IS BETTER TO KEEP THESE FILES ON A WORK DISK BECAUSE IT AVOIDS INADVERTANT ERASURE OF THE DATACCOUNT PROGRAM AND PROVIDES MORE STORAGE SPACE. THE PROGRAM WILL ASK THAT YOU BE IN ALL CAPS MODE. NEXT YOU WILL BE PROMPTED FOR FILE NUMBER. TYPE IN THE NAME YOU WISH YOUR COMPANY FILE TO BE CALLED, DELETING ANY COMMAS IN THE NAME. THEN CHOOSE OPTION 6 FROM THE MENU -- ESTABLISH CODE OF ACCOUNTS. OPTION 6 WILL ASK FOR COMPANY NAME, THEN FOR ACCOUNT INFORMATION. YOU SHOULD BE PREPARED TO INPUT YOUR CODE OF ACCOUNTS CONSISTING OF ACCOUNT NUMBER, ACCOUNT NAME, AND ACCOUNT TYPE (ASSET, LIABILITY, CAPITAL, REVENUE, OR EXPENSE). AFTER EACH ACCOUNT THE PROGRAM WILL ASK YOU TO VERIFY ENTRY. WHEN ALL ACCOUNTS HAVE BEEN ENTERED EXIT THIS OPTION BY ENTERING E. THE ACCOUNT INFORMATION WILL AUTOMATICALLY BE WRITTEN TO DISK. IT IS A GOOD IDEA TO CHECK AT THIS POINT WHETHER ALL INFORMATION HAS BEEN ENTERED CORRECTLY. CHOOSE OPTION 7 TO LIST ACCOUNTS. IN CASE AN ERROR HAS BEEN MADE OR TO ADD ACOUNTS USE OPTION 8. THIS OPTION WILL ASK FOR THE SEQUENCE NUMBER OF THE ACCOUNT TO CHANGE. REMEMBER THAT THIS IS THE PROGRAM-ASSIGNED SEQUENTIAL NUMBER AND NOT THE USER-ASSIGNED ACCOUNT NUMBER. SUPPLY THE NEW ACCOUNT NUMBER, ACCOUNT NAME, AND ACCOUNT TYPE AS PROMPTED. LIST THE ACCOUNTS WHEN FINISHED TO SEE THAT WHAT WAS ENTERED IS WHAT WAS INTENDED. NOW THAT THE ACCOUNTS ARE SET UP JOURNAL ENTRIES CAN BE MADE. USE OPTION 1 AND PROCEED AS PROMPTED. THE PROGRAM WILL ASK FOR THE DATE AND THEN WILL REQUEST INFORMATION ON THE TRANSACTION, AMOUNT, AND ACCOUNT NUMBERS TO DEBIT AND CREDIT. IF THE DATE ON SUBSEQUENT ENTRIES IS THE SAME SIMPLY HIT ENTER WHEN DATE IS REQUESTED. WRITING TO DISK IS AUTOMATIC. THERE IS A 20 SPACE LIMIT ON TRANSACTION DESCRIPTION AND A 10 SPACE LIMIT ON ACCOUNT DESCRIPTION. STARTING A NEW YEAR AT THE END OF THE ACCOUNTING PERIOD YOU WILL WANT TO CLOSE OUT THE ACCOUNTS AND START OVER WITH BEGINNING BALANCES, ERASING PAST HISTORY. BUT YOU WILL WANT TO KEEP THE CODE OF ACCOUNTS AND THE ACCOUNT NUMBERING SYSTEM. WHEN DATACCOUNT CREATES A FILE, SAY CALL IT DEMO, IT ALSO CREATES A FILE TO KEEP TRACK OF THE ACCOUNTS AND ONE TO KEEP TRACK OF THE NUMBER OF ENTRIES WHICH HAVE BEEN MADE. EXAMINE THE FILES ON THE DISK IN SYSTEM MODE USING THE DIR COMMAND. NOTE THAT THERE ARE FILES CALLED DEMO, DEMOA, AND DEMON. THE TWO FILES SUPPORTING DEMO HAVE A AND N ADDED TO THE BASE NAME. DEMON CONTAINS ONLY TWO ENTRIES: THE NAME OF THE COMPANY AND THE CURRENT NUMBER OF TRANSACTIONS. DEMOA CONTAINS THE ACCOUNTS. IN THE NEW YEAR DEMOA WILL BE RETAINED COMPLETELY. DEMON MUST BE MODIFIED TO RESET THE NUMBER OF TRANSACTIONS TO 0. DEMO MUST BE ERASED ENTIRELY FOR THE NEW ACCOUNTING PERIOD. TO ERASE DEMO, PLACE THE WORK DISK IN DRIVE A IN DOS. TYPE ERASE DEMO. TO MODIFY DEMON, PLACE THE DOS DISKETTE IN DRIVE A AND THE WORK DISK IN DRIVE B. INVOKE THE UTILITY PROGRAM EDLIN ON THE DOS DISK BY THE COMMAND EDLIN B:DEMON. DISPLAY THE FIRST LINE OF DEMON BY L ENTER. NOTE THAT THE NAME OF THE COMPANY IS DISPLAYED AND ALSO THE NUMBER OF TRANSACTIONS. TYPE 1 ENTER TO DISPLAY LINE 1 FOR EDITING. USE THE RIGHT CURSOR CONTROL ARROW TO MOVE THE CURSOR BELOW THE TRANSACTION NUMBER, AND THEN USE THE SPACE BAR TO REPLACE THE NUMBER WITH BLANKS, THEN ENTER. TYPE E ENTER TO WRITE THIS CHANGE TO DISK. (GOOD THING THIS HAPPENS ONLY ONCE PER YEAR!) NOW YOU ARE READY TO BEGIN THE NEW YEAR WITH THE SAME CODE OF ACCOUNTS AS BEFORE. READ IN THE DOS MANUAL ABOUT EDLIN IF YOU HAVE DIFFICULTY WITH THIS PROCEDURE. DISCLAIMER OF WARRANTY TECHDATA AND ITS AFFILIATES MAKE NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO CONTENT OR FUNCTION OF DATACCOUNT, AND SPECIFICALLY DISCLAIM ANY IMPLIED WARRANTY OR FITNESS FOR ANY SPECIFIC PURPOSE. IN NO EVENT WILL TECHDATA BE LIABLE FOR DAMAGES, INCLUDING INCIDENTAL OR CONSEQUENTIAL DAMAGES AND LOST PROFITS, ARISING OUT OF THE USE OR INABILITY TO USE DATACCOUNT. PERMISSION TO COPY PERMISSION IS HEREBY GIVEN TO CLUBS, OTHER NON-PROFIT ORGANIZATIONS, AND INDIVIDUALS TO COPY THIS PROGRAM AND ITS DOCUMENTATION AS LONG AS THE FOLLOWING TWO CONDITIONS ARE MET: 1. NO CHARGE MAY BE MADE, EXCEPT FOR A DISTRIBUTION CHARGE NOT TO EXCEED $5.00 TO COVER COST OF THE ACTUAL DISKETTE. 2. THE PROGRAM AND ITS DOCUMENTATION MAY NOT BE MODIFIED IN ANY WAY AND MUST BE DISTRIBUTED TOGETHER. THE USER SUPPORTED CONCEPT USER-SUPPORTED SOFTWARE IF YOU ARE USING THIS PROGRAM AND FIND IT TO BE OF VALUE YOUR CONTRIBUTION ($30.00 IS SUGGESTED) WILL BE APPRECIATED. TECHDATA 6615 LA MORA HOUSTON, TX 77083 REGARDLESS OF WHETHER YOU MAKE A CONTRIBUTION, YOU ARE ENCOURAGED TO COPY AND SHARE THIS PROGRAM. COPIES OF THIS PROGRAM ARE AVAILABLE FROM TECHDATA. SEND A BLANK, FORMATTED DISK WITH A POSTAGE-PAID RETURN MAILER. NO EXCEPTIONS ON POSTAGE, PLEASE. A COPY OF THE PROGRAM WITH DOCUMENTATION ON THE DISK WILL BE SENT. FREE DISTRIBUTION OF SOFTWARE WITH VOLUNTARY PAYMENT IS AN IDEA WHOSE IDEA HOPEFULLY HAS COME. IT IS A MEANS OF AVOIDING RUINOUS ADVERTISING COSTS AND THE PROBABLY UNSUCCESSFUL EFFORTS TO COPY PROTECT. IT ENABLES USERS TO TRY THE PROGRAM BEFORE BUYING TO SEE WHETHER THEIR PARTICULAR APPLICATIONS ARE SERVED. PAYMENT IS OPTIONAL, BUT IF YOU FIND THIS PROGRAM USEFUL YOUR CONTRIBUTION IS SOLICITED. FOR YOUR CONVENIENCE (AND FOR YOUR TAX RECORDS) AN INVOICE IS PROVIDED. MAY 16, 1983 INVOICE PURCHASED FROM TECHDATA 6615 LA MORA HOUSTON, TX 77083 DATE: / / ----------------------------------------------------------------- PRICE TOTAL PRODUCT QTY EACH DUE ----------------------------------------------------------------- DATACCOUNT GENERAL LEDGER PROGRAM 1 $30.00 $30.00 PLEASE MAKE CHECK PAYABLE TO TECHDATA. SIG/ACCESS: GRAM