Business Assistant

home *** CD-ROM | disk | FTP | other *** search

/ Business Assistant / Business Assistant.iso / acctg / ezf221 / ezf.doc < prev next >

Wrap

Text File | 1991-08-11 | 28.3 KB | 639 lines

EZ-FINANCE Copyright(c) 1989, 1990, 1991 by DanSoft 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 continue to use it then you are required to send a registration fee of $29.95 to: DanSoft 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. F4 Function Key - Selects the Browse mode in the Register. F7 Function Key - Print key. F8 Function Key - Activate pop-up calendar. 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 = 35 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 EZFREAD.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 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 your 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. 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 on the fly when you enter 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. 5. Enter default values for reports - i.e, bank account name, your name, period covered by the report, etc. 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 in when printing. The Register displays check entries by date by I.D. number. 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 complete the date field the Check Allocation form and the Chart of Accounts will pop up on the screen. These forms are used to tell EZ-FINANCE how to distribute the check (i.e. what expense categories?). Place the light bar over the expense account you want to be charged and press the ENTER key. You must make an entry on the Check Allocation Form for each expense category that you want to charge the check to. 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. 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 exit the Allocation Form. 5. When you press ESC Key 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.). 6. 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. 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. Press the F8 Key to activate the pop-up calendar. 9. 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 by I.D. number. 4. 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. 5. 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. 6. 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. 7. 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. 8. 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. EZ-FINANCE will display forms in the same sequence as it does when you are entering checks or deposits. 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. 5. When you print a check EZ-FINANCE will place an "*" next to the ID No. to let you know the check has been printed. 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. 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 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. 3. 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.