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Micro Accounting System ======================= Version 1.0 Copyrighted (c) 1989 SonShine Software, Inc P. O. Box 4761 Dublin, Georgia 31021-4761 (912) 272-1714 Ron Byxbe ================================================================= SHAREWARE STATEMENT ================================================================= This program is offered as Shareware on a trial basis. All features of this program work in Full except "Close End Of Year". The User is asked to register the program with the Author if he is going to use it. However, the program will only run for 12 periods unless it is registered. Registration is required to start a new year. Data entered into this system is directly compatible with the registered version that you will receive so feel free to enter any "real" data you have at this time. Upon registration you will receive the latest version of the program along with a manual and support for 6 months. Any suggestions for modifications should be done in writing and forwarded to me. They will be given close consideration when producing the next version of this program. Source code is not available for this program. Individual customizing is not available at this time unless the modification requested is beneficial to the entire system. If this is true then the modification will be considered and a new release offered to all. ================================================================= REGISTRATION FORM ================================================================= To register this program send $95.00 plus $4.00 shipping/Handling to: Sonshine Software, Inc P. O. Box 4761 Dublin, Georgia 31021 Please specifiy that you are registering: "Micro Accounting System - Version 1.0" Name to Register Software Under: Name:_____________________________________________________ Address:__________________________________________________ City/State/Zip:___________________________________________ Phone:____________________________________________________ Address to Ship to: Name:_____________________________________________________ Address:__________________________________________________ City/State/Zip:___________________________________________ Phone:____________________________________________________ Where did you get this Software Package? How much did you have to pay? ================================================================= GETTING STARTED ================================================================= Requirements: To run the system it is recommended that you have a hard disk. The system can be run on two floppies with limited disk space. Dos Version 3.0 or higher is also recommended. Ram Memory should be 512k or more. You MUST have a CONFIG.SYS file on your startup disk. If you have a hard disk then this file must be in your root directory i.e. "C:\". If you are using floppies then this file must be on your DOS diskette. The file must contain the following statements: FILES=30 BUFFERS=30 The system will not run unless these commands are added to your CONFIG.SYS file. Once you have added them you must reboot your system. This can be accomplished by CTRL-ALT-DEL sequence or turning off the computer and turning it back on. If you do not have an existing CONFIG.SYS file on your computer then copy the one supplied on the program disk to either your root directory (if using a hard disk) or to your DOS diskette (if using two floppies). Examples: Hard Disk: Copy A:CONFIG.SYS C:\ (Program Disk in drive A:) Floppy Disk: Copy B:CONFIG.SYS A: (Program Disk in drive B:) ================================================================= INSTALLATION ================================================================= To install the system on your computer simply follow the sequence below: Hard Disk: Place Accounting Diskette in Drive A: or B: Type INSTALLH <enter> Follow Instructions on the Screen Load the program by typing: MAS <enter> Floppy Disk: Place Accounting Diskette in Drive A: Type INSTALLF <enter> Follow Instructions on the Screen. Load the Program by type A:MAS <enter> *Note: You will be on Drive B: B> ================================================================= MAS-FIX Program ================================================================= The program MAS-FIX.EXE is a utility program that will build your data files if they do not exist and Re-Index all Index Files. This program MUST be run when installing the system for the first time. It will create all necessary data files. To run the program simply type: Hard Disk: MAS-FIX <enter> Floppy Disk: A:MAS-FIX (Program Disk in Drive A:) (Data Disk in Drive B:) This program can be run at any time after installation to Re- Index all files. If you are having trouble finding an Account Number and you are positive that it has been entered then you may have a bad Index File. Simply exit the Accounting System and run this program. ================================================================= SYSTEM SETUP ================================================================= Once the program is installed and loaded then you are ready to set it up for use. Follow the steps below to accomplish this. EDIT NAME: 1. Go to "Setup" from the Main Menu 2. Select "Edit Name" 3. Fill in all Spaces *Note: If you have a monochrome monitor that emulates color then you may wish to place an "M" in the Monitor field to specify that the program always comes up in Monochrome Mode. 4. If this is a registered version then enter your serial number. 5. When you have entered the last field then the program will save the system parameters. CREATE HEADING RECORDS Now we must create heading records to define our accounts. Go to the menu item "CREATE HEADINGS". This is located on the "SETUP" menu. See the Appendix for an example of Headings. Accounts are defined as follows: 'A' = Assets 'B' = Liabilities 'C' = Capital/Equity/Fund balance 'D' = Income 'E' = Expense The first letter of the account tells the computer what section the account number belongs in. The next (2) digits tell the computer what Sub Group (Headings) the account belongs in. Examples: A01 = Checking Accounts Assets A10 = Fixed Assets Assets A21 = Current Assets Assets B10 = Notes Payable Liability B24 = Accounts Payable Liability C22 = Retained Earnings Capital/Equity/Fund C24 = Fund Balance Capital/Equity/Fund D05 = Income From Operations Income D10 = Misc Income Income E10 = Direct Expenses Expense E11 = Salaries Expense E34 = Utilities Expense Create all your Headings First. Print them out before assigning Account Numbers. This list will come in handy. CREATE ACCOUNT NUMBERS Once the Headings have been created we are now ready to create the actual account numbers. Account Numbers must fall under a predefined Heading. Go to the section "CREATE ACCOUNT" on the "SETUP" menu. Now create your Account Numbers for the Headings you have set up previously. Examples: Heading Account A01 = Checking A01100 = General Checking A01200 = MIA Checking A10 = Fixed Assets A10010 = Building A10020 = Land D05 = Income From Op. D05100 = Sales D05200 = Programs E10 = Direct Expenses E10005 = Advertising E10100 = Paper E10200 = Postage The "Bank Account (Y/N)" tells the computer if this is an account to which deposits will be made or checks written. If it is place a "Y" in this field. ================================================================= BUDGET MODULE ================================================================= EDIT SECTION If you are going to use the budget module then select the "BUDGET" option from the main. Go to "EDIT BUDGET ACCOUNTS". Here you may enter a twelve month budget value for each account. After you have entered the first dollar amount you can press the "F5" key to spread the previous value into the rest of the fields. The can be done from any month at any time. PRINT SECTION This option will allow you to print your budget on the printer. You can print a single month or the totals for the year. When the date menu appears simply select the month you want and press enter. VIEW SECTION This option will print the budget to a disk file and allow you to view the file on the screen. The disk file is called "ACCOUNT.PRN". After selecting this option you transport this file to another software package if you so desire. ================================================================= POST MODULE ================================================================= This module is used to enter Bank Deposits, Bank Checks, and Journal Entries. This is the only place in the program where you can enter data into the ledger. *Note: When entering any type of transaction the date entered must be in the current period you will receive an error. You can always look at the bottom of the Main Menu and see the current period in which you are working. ENTER CHECKS Use this option to enter checks written from a bank account. When you select this option a list of all your bank accounts will appear on the screen. Select the account you are working with and press enter. *Note: If a bank account did not show up then you will need to go to the Setup Menu, Edit Account section, find the account number and place a "Y" in the "Bank Account" field. When the checking screen appears you will be prompted for Date, Reference Number (or check number), Amount, and Description (Who you wrote the check to). After you have entered this information you can enter up to seven debit accounts for this check. Only one is required. The balance off all entries is shown in the bottom right corner of your screen. This number must be zero before the computer will accept the check. If you need to look up an Account Number press the "F1" key. A list of all Account Numbers will appear on the screen. Select the one you want and press enter. The Number will be placed in the field and the description will appear next to it. Next enter a short description for this transaction and the amount of the transaction. In most cases the Transaction amount is the same as the check amount. After you have entered all information you must press the PAGEDOWN key to record this transaction. DO NOT PRESS THE ESCAPE KEY UNLESS YOU WISH TO ABORT THIS CHECK. ENTER DEPOSITS Use this option to enter Bank Deposits made to Checking or Saving Accounts. When you select this option a list of all your bank accounts will appear on the screen. Select the account you are working with and press enter. *Note: If a bank account did not show up then you will need to go to the Setup Menu, Edit Account section, find the account number and place a "Y" in the "Bank Account" field. When the deposit screen appears you will be prompted for Date, Reference Number (or deposit number), Amount, and Description (Where the Money came from). After you have entered this information you can enter up to seven credit accounts for this deposit. Only one is required. The balance off all entries is shown in the bottom right corner of your screen. This number must be zero before the computer will accept the deposit. If you need to look up an Account Number press the "F1" key. A list of all Account Numbers will appear on the screen. Select the one you want and press enter. The Number will be placed in the field and the description will appear next to it. Next enter a short description for this transaction and the amount of the transaction. In most cases the Transaction amount is the same as the check amount. After you have entered all information you must press the PAGEDOWN key to record this transaction. DO NOT PRESS THE ESCAPE KEY UNLESS YOU WISH TO ABORT THIS DEPOSIT. JOURNAL ENTRIES The journal entry program is used to make entries to the ledger that does not effect a bank account (Check or Deposit). Many entries will be posted to a Bank Account but not in the form of a check or deposit. This program was written in the form of a single entry ledger. HOWEVER, the balance of the entry you are making must equal zero when you are finished or you will not be able to finalize your entries. The program will ask you for several fields of information. Date, Account Number, Debit or Credit (D/C), Description, and Amount. Enter all this information and press enter. The balance of the Journal Entry will be displayed in the lower right corner of your screen. You can stop at any time, exit the journal entry screen, and return later to complete the entry. However, if you do this the Journal Balance in the lower right screen will reset to zero. This does not mean that you entry does not balance. When you print the edit report you will find out if you balance or not. You can also press the "F1" key to locate an Account Number. EDIT REPORT This option is used to print an Edit Report of all entries posted so far. This is the report that tells you if the Posting File is in Balance. You should print this report periodically while posting to verify that you are in balance. FINALIZE After you have entered your checks, deposits, and journal entries you should print an edit report. If the report is in balance you MUST Finalize. The Finalize program will take all the entries that have been posted so far and move them to the permanent ledger. ================================================================= REPORTS MODULE ================================================================= The Reports Section has several reports and can be run for one month or the entire year. Please note that in some cases when you select Year-To-Date the computer will look at the current period and print the report from the beginning of the year to the current period (not December unless the current period is December). To print a report simply select the desired report from the menu and press enter. You will be prompted with a date screen. The menu bar will automatically be positioned on the current period. If this is the month you wish just press enter. If you want another month then place the menu bar over that month and press enter. A message will appear requesting that you start your printer. Verify that your printer is ready and press enter. The reports are: - Income Statement - Balance Sheet - Trial Balance - General Ledger - Account Analysis (One Account) - Account Analysis (Multiple Accounts) - Expense Statement - Check Book Statement (Or Savings) - Current Income Statement versus Budget - Current Income Statement versus Last Month *Note: If you feel that other reports need to be added please write down what you are looking for and mail to me. ================================================================= VIEW MODULE ================================================================= I will not take up much time here. This section does the exact same thing as the reports section except it prints the report to a file called "VIEW.PRN" and allows you to view this file on the screen. You can always View or Print the last file generated by selecting the option "VIEW GENERATED" or "PRINT GENERATED". If so desired you can exit the program and copy the file "VIEW.PRN" to another computer or send it across the phone line to someone else. The file always contains the last Report Viewed. ================================================================= CLOSE MODULE ================================================================= This module allows you to change the current period or close the year. CURRENT PERIOD To change the current period simply select this option and enter the desired month. The computer will change the period to that month. All entries posted will now go into this period. CLOSE YEAR The "Close End of Year" does more than change the period. This option adds up all the months and places this number into the beginning balance for the next year. It also places zeroes in all the months. The entire Income/Expense section will be blanked out to start the next year. ERRORS: If you have not Finalized the entries made on the "Posting" menu then you cannot close the Year. If you have not made an entry to move Net Income to the Balance Sheet you cannot close the year. ============================================================================== APPENDIX ============================================================================== ACCOUNT HEADING LISTING "My Church" Dublin, Georgia 31021 Wednesday February 22, 1989 ============================================================================== ASSET HEADINGS Current Assets..............................................A10 Fixed Assets................................................A11 LIABILITY HEADINGS Current Liabilities.........................................B10 Longterm Liabilities........................................B11 CAPITAL/EQUITY HEADINGS Fund Balance................................................C10 INCOME HEADINGS Member Giving...............................................D10 Other Income................................................D11 EXPENSE HEADINGS Salaries....................................................E10 Utilities...................................................E11 Insurance...................................................E12 Music.......................................................E13 Education...................................................E14 Library.....................................................E15 Nursery.....................................................E16 Evangelistic................................................E17 Missions....................................................E18 Activities..................................................E19 CHART OF ACCOUNTS Page 1 "My Church" Dublin, Georgia 31021 Wednesday February 22, 1989 ============================================================================== CURRENT ASSETS Checking - General Fund.....................................A10100 Checking - Special Account..................................A10110 Checking - Memorial Account.................................A10120 General Savings Account.....................................A10130 Petty Cash..................................................A10140 FIXED ASSETS Vehicles....................................................A11110 Office Equipment............................................A11120 Furniture & Fixtures........................................A11130 Building....................................................A11140 Land........................................................A11150 Pastor's Home...............................................A11160 CURRENT LIABILITIES Reimbursable Expenses.......................................B10110 Accounts Payable............................................B10120 LONGTERM LIABILITIES First Bank Mortage..........................................B11110 Church Bus Note.............................................B11120 Education Center Note.......................................B11130 FUND BALANCE Fund balance................................................C10100 MEMBER GIVING General Giving..............................................D10110 Building Fund...............................................D10120 Missions Gifts..............................................D10130 Youth Fund Receipts.........................................D10140 Memorial Gifts..............................................D10150 Special Project Gifts.......................................D10160 Loose Plate Offerings.......................................D10170 OTHER INCOME Rent Income.................................................D11110 Interest Income.............................................D11120 Other Income................................................D11130 CHART OF ACCOUNTS Page 2 "My Church" Dublin, Georgia 31021 Wednesday February 22, 1989 ============================================================================== SALARIES Pastor......................................................E10100 Education Director..........................................E10110 Music Director..............................................E10120 Nursery Worker..............................................E10130 UTILITIES Church Electricity..........................................E11100 Church Natural Gas..........................................E11120 Church Water/Sewage.........................................E11130 Pastorium Electricity.......................................E11140 INSURANCE Church Insurance............................................E12100 Pastorium Insurance.........................................E12200 Church Bus..................................................E12300 MUSIC Choir Robes.................................................E13100 Sheet Music.................................................E13200 Education Seminars..........................................E13300 EDUCATION Literature..................................................E14100 Magazines...................................................E14200 LIBRARY Equipment...................................................E15100 Books/Magazines.............................................E15200 NURSERY General Supplies............................................E16100 Teaching Aids...............................................E16200 Toys........................................................E16300 EVANGELISTIC Revival Costs...............................................E17100 Pulpit Supply/Pastor........................................E17200 Pulpit Supply/Music.........................................E17300 CHART OF ACCOUNTS Page 3 "My Church" Dublin, Georgia 31021 Wednesday February 22, 1989 ============================================================================== MISSIONS Foreign Missions............................................E18100 Home Missions...............................................E18200 State Missions..............................................E18300 Children's Home.............................................E18400 ACTIVITIES Youth.......................................................E19100 Royal Ambassadors...........................................E19200 Girls in Action.............................................E19300