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LOST WAGES Version 1.1 CopyRight (C) 1989-1990 TengWare Enterprises A home accounting system for all PC & MS DOS computers INSTRUCTION MANUAL TengWare Enterprises 28162 Amable Mission Viejo, CA 92692 Phone: 714-587-1025 CompuServe ID: 71541,1317 Index 1. Introduction 3 2. Installation & Set Up 4 2.1 Installing The Program 4 2.2 Setting Up An Account 4 2.3 System Configuration 5 2.4 Income/Expense Codes 6 2.5 Vendor/Payees 7 3. Transactions 8 3.1 Enter Transactions 8 3.2 Account Reconciliation 11 3.3 Find Transactions 13 3.4 Budget Maintenance 14 4. Reports 15 4.1 Expense Comparison 15 4.2 Transaction Detail 16 4.3 Account Detail 17 4.4 Monthly Distribution 18 4.5 Report Formatter 19 4.6 Print Formatted Reports 22 5. Utilities 23 5.1 Change Company/Account 23 5.2 Accounting Year 23 5.3 Year End Update 23 5.4 Rebuild Index Files 24 5.5 Product Information 24 6. Quit 25 6.1 Backup 25 6.2 Quit 25 7. Function Keys 26 8. Product Disclaimer 27 9. Registration Form 28 - 2 - 1. Introduction. __________________ Welcome to Lost Wages, a fixed drive accounting system for the home or small business. This system is designed to be easy to use, yet provide detailed enough information to be effective. The program allows the user to keep track of more than a single account at a time. The accounts are carefully balanced and reconciled. A budget is entered to be used for comparison and reporting purposes. There is also a section to format your own report, in case you have needs that are not covered in the numerous report options. There is a year end update that sets up the account totals for the next year and allows you to begin a new year. The results of many of the reports can be written to separate files, which can be accessed later by spread sheet or balance sheet programs. - 3 - 2. Installation & Set Up. ___________________________ 2.1 Installing The Program. Lost Wages is designed to be copied onto a fixed disk and be run from the fixed disk. Although it is possible to run it from the floppy disk, it is not recommended. To copy the program and its files to the fixed drive, set up a subdirectory on your fixed drive (for our purposes we use C as the fixed drive) called \LW and copy the floppy from drive A to drive C. Then change to the the subdirectory \LW and run LW. Type: c: (press CR) Type: md \lw (press CR) Type: copy a:*.* \lw (press CR) Type: cd \lw (press CR) Type: lw (press CR) 2.2 Setting Up Accounts You will now see the first menu of the Lost Wages program. This would normally display all the accounts you have created and allow you to choose the one you are going to be working in. You can now press the F2 key to begin entering in accounts. 1. Enter a one character code. Duplicates are not allowed. Press CR (Carriage Return). 2. Enter the Account Name and press CR 3. Enter the Federal ID # or press CR if there is none. 4. Enter the State ID # or CR if there is none. Press CR to use this account, F2 to enter another one, or F3 to modify the account the cursor is resting at. If you choose F3 to modify an account, the cursor will remain at the beginning of the line but you can re-enter the information as in steps 1 through 4 above or press CR at each field to pass over correct information. Once you have entered the account, it is added to the list of accounts. You can either press CR to begin working in this menu, or press F2 to begin entering another account. If you press CR to use the current account your screen will change to display the main menu. To move around in the menu, simply press the arrow keys until the cursor is resting in front of the selection you wish to view and press CR. - 4 - If you enter the selection "Change Company/Account", located under the "Utilities" heading, you will once again find yourself at the beginning of the program so you can enter or change companies or accounts. 2.3 System Configuration. By moving the cursor to the selection "System Configuration" and pressing CR, you can change the system configuration. Here you can change the screen colors and set up the Net Worth Account. Text Color: To change the color of the text as it Text Color: appears on the screen, enter the number of the color you wish to see and press CR. On a monochrome monitor your only options are light (options 1 through 7), black (option 8), or bright (options 9 through 15). Note that if the background color is the same as any of the headings, text, or input colors, they will blend and you won't be able to see the text. Heading Color: This is the color of the headings you Heading Color: see on menus and in the program. Background Color: This is the background color of the Background Color: screen. If this is the same as any of your other color options, you won't be able to see the option that is in the same color. Input Color: This is the color of the data you will Input Color: be entering. Help Text Color: This is the color for the help text. Help Text Color: Help Heading Color: This is the color for the headings in Help Heading Color: the help program. Help Background: This is the color for the background of Help Background: the help program. Again, if this color is the same color as one of the other help color selections you will not be able to see the other option. Net Worth Account: This is the account number that your Net Worth Account: net worth balance will be kept in. The default code is ZZZZ. You may press CR to accept this code or enter you own code and press CR. - 5 - 2.4 Income/Expense Codes. The first step to the accounting program is setting up all the Income and Expense Codes. To do this, press the arrow keys until the cursor is resting in front of the selection "Income/Expense Codes" and press CR. The first screen in this program will show you a chart of all the codes you have currently entered, their type, tax category, whether or not you want to track quantities and the balance. At the bottom of the screen you will see the prompts to help you through the program: press F1 to view the help screen, press F2 to add a new code, press F3 to change or delete an existing code, or press F10 to exit the program. To add new codes press F2 and you will see a window insert where you will enter the new code and its information. Code: Enter a 4 character code. This can be any Code: combination of letters and numbers. It is wise to begin all your codes for your assets with the same character, different from the code for liabilities, income, or expenses. Description: Here you enter a short description of the Description: account code. This description is used in many other programs to give you the option to search for accounts by description instead of code. Therefore, it would be best if you have two or more accounts for similar things (ie. gas bills for 2 or more locations), to begin the description the same way for each similar account. Type: This is the type of account you are setting Type: up. There are four different options: L for liabilities, A for assets, M for income, and X for expenses. The default account type is "X", simply CR if you wish to use it. Category: Here you enter the tax category for this Category: account or leave it blank if there is none. Quantity: Enter Y here if you want to track quantities Quantity: for this account. Use this mainly for utility accounts. - 6 - 2.5 Vendors/Payees. If the code you enter was for an A (asset) or L (liability), the program will now put you in another window overlay to set up the address information for this account. This is mainly for computer check printing purposes. If you do not wish to set up each account as a vendor also, press F10 to go back to the first screen of the program. Otherwise, follow the same format as for setting up the account. Key: The account code will appear here. You do not Key: have the ability to change it here. Name: Enter the account name here as you would have Name: it appear on your checks. Account #: Enter your account number here. Account #: Address: Here you may enter up to three address lines. Address: Remember to press CR after each line. Phone: Enter the phone number here. Phone: Code: Enter the vendor code here. Code: Limit: If your account has overdraft protection or Limit: has a spending limit, enter it here. Otherwise leave it blank. When you have finished the last entry, the screen will go back to the first screen, and you may now modify the code by pressing F3 and following the previously discussed steps, or delete it by pressing F4. If you press F4, the question "Delete this code?" will appear. Once you enter "Y" to this question, the code will be deleted and will have to be completely re-entered if you need it again. If you re-enter a previously entered account code, the computer will act as though you have pressed F3 to modify and allow you to make changes. You may also enter the "Vendor/Payee" program directly from the menu by pressing the arrow keys until the cursor is resting before the menu selection "Vendor/Payee" and then pressing the CR key. Here you will see all the codes you have entered as either assets or liabilities. If you press F2 to add or F3 to change the codes, you will see only the SECOND window overlay mentioned above. The steps for adding and changing these codes are the same as listed above. - 7 - 3. Transactions. __________________ 3.1 Enter Transactions. Entering transactions is the most important aspect of this program. Like a well maintained checkbook, this aspect of the Lost Wages program sets up the account balances and allows for many different features. The first step is to decide which account you will be dealing with. As with any other place in the program, pressing the F9 key at this point will give you a screen display of all the accounts you currently have set up in the system. You will notice that at the bottom of the list of account codes you have the option to add new accounts here by pressing F2. If you press F2 here, you can enter new accounts as in section 2.4. If you do not want to scroll through many account codes, you may enter what you know of the description and the screen will display all the descriptions that begin with these characters and their corresponding codes. Enter the code here and all the account information, including the account name and number, its limit if there is one, and the current account balance will appear on the screen. Next enter the date in the format "MMDDYY". If you enter only one or two numbers, the computer will take that as the day and automatically add the month and year. You may also enter the complete date. Now enter the transaction type. There are 4 kinds of transaction types. These include numeric, as in check numbers, deposits, electronic or automatic transfers, and credits. Numeric: You may enter any number up to 5 digits. If the Numeric: transaction already exists, the program will pull up all current information on that transaction. If not, it will treat it as a new transaction. You may also press CR key and the computer will select the next available number and begin a new transaction. It is easiest, for future reference purposes, to make the transaction numbers match actual check numbers. Deposit: If your transaction number begins with a D, the Deposit: D transaction is assumed to be a deposit. You may enter D and up to 4 digits or you may enter D, D D in which case he computer will assign the next available number. Electronic: If your transaction number begins with an E, Electronic: E the transaction is assumed to be either an electronic transaction, such as a telephone - 8 - transfer or ATM withdrawal, or some other bank fee that does not necessarily have a transaction number associated with it. You may assign an E type transaction number the same E way you would assign a D type transaction D number. Credit: If your transaction number begins with a C, the Credit: C transaction is assumed to be a credit to your account. You may assign a C type number the C same way you would assign a D or an E type D E number. Once you have entered the transaction type and number you need to enter the account or person(s) the transaction has affected. You can either enter an F9 to list your account numbers, enter a portion of the person's name, or create your own. If you press F9 to list all your accounts, you have the option of adding new account codes to the file. To do this press F2 once the computer lists your existing accounts. You will then be moved into the account code entry program as discussed in section 2.4. If you enter a code for an existing account, all the pertinent information such as name and address will be displayed. If you have not entered a valid account code, you need to either enter the name and address or skip these fields by pressing CR when the cursor appears in each field. Now you can enter a short memo or note as a reminder for future reference purposes. Next you enter the amount of the transaction. It is not necessary to enter decimal points unless there are cents involved in the transaction. Note that the field called "Distribution Balance" has the transaction amount in it and the field "Distribution Amount" is blank or zero. Before the computer will allow you to end this transaction, the totals in those two fields must change places, ie. the "Distribution Amount" must match the "Transaction Amount" and the "Distribution Balance" must be zero. The way you do this is in the distribution area. Here you explain, in detail, the way the amount in the transaction was divided or distributed. You again enter account code by pressing F9 to search, entering a portion of the description for display, or entering the account code. For distribution purposes only the account codes that have been coded as assets or liabilities will be accepted. Once again, you can enter new codes here by pressing F2 after you have pressed F9 to list your accounts. This will put you into the account entry program as discussed in section 2.4. Now, if desired, you can enter the quantity. This might be used when keeping track of gasoline or electrical usage. - 9 - Enter the distribution amount either as a credit or a debit, depending on whether or not there is a negative sign before the amount. Each time you enter a distribution you will notice the distribution amount and distribution balance changing, the first increasing and the second decreasing, until finally, after entering all the distribution amounts, the balance is 0. Once the distribution balance is zero, you may exit this transaction and continue to another one by pressing F10. Here are some examples of possible distributions: In a payroll deposit, you might enter the gross pay as the transaction amount, and then in the distribution, enter a checking account and a Credit Union account that this check was credited to, along with the state and federal taxes that were subtracted from the check. This way, your checking account and Credit Union balances would be correct and you would also be keeping track of the taxes you have paid. In another example, you might enter the check sent to a mortgage company. The transaction amount is the amount you enter on the check, but the distribution may be divided between the interest, mortgage, insurance and applicable fees. After a transaction is finished you may change it by re- entering the date and the transaction number. The statement "Transaction on File, do you wish to modify it (Y/N)?" will appear on you screen. If you answer "N" the program will exit you back to the date entry. If you answer "Y" the program will allow you to continue and change the fields you wish to change. If you press F10 to end a transaction and the distribution balance is not zero, the message "Distribution Does Not Balance" will appear on the screen. Regardless of which key you press, the program will put you back in the distribution area to correct any mistakes. If you can not get the transaction to balance, one place to check for errors is in your debit and credit calculations. Entering "0" in a distribution amount, will cancel out that entry and add the amount back into the distribution balance. When you are in the transaction to change it, you may also press the up arrow key to delete the transaction. Then the question "Do you want to delete this transaction (Y/N)?" will appear. Answering "N" will abort the deletion and answering "Y" will COMPLETELY delete the transaction. - 10 - 3.2 Account Reconciliation. You can reconcile your account the same way you would balance a checkbook. Enter the reconciliation program by finding the option "Account Reconciliation" on the main menu and pressing CR. Enter the account code. Again, you can press F9 to search for the account or enter a partial description to search for. If you have pressed F9 you can enter new account codes by pressing F2. You will then be brought back to the account entry program as discussed in section 2.4. Enter the statement balance. Enter the statement date. Enter a six character date here. The computer will only use those transactions that occurred after the last update, and before or on the statement date. The computer will display each transaction, a running total, and the amount remaining. The cursor will pause in front of each transaction to give you the chance to include it in the reconciliation. If this transaction appears on the bank statement, enter CR to accept the transaction. A "*" will appear in front of each transaction you have selected to include in the reconciliation. The total for that transaction will be added to the running total and subtracted from the amount remaining. If you press CR again, the "*" will disappear and the transaction will be skipped for reconciliation purposes. If the totals had already been added to the running total and subtracted from the amount remaining, this will now be reversed and the transaction amount will be subtracted from the running total and added back into the amount remaining. You may also press F2 to change the transaction the cursor is resting at. This will put you back in the transaction entry program so you can proceed as in section 3.1. By pressing F10 after you finish changing the transaction, you will be brought back to the account reconciliation program so you can accept the transaction with the new changes you have made. To change the statement information at the top of the screen, press F3. This will allow you to change the heading information such as statement balance and statement date. - 11 - Once you have entered all the transactions as they appear on your statement, your running balance should be 0 and the running total should match the statement balance. If it is not you have problems that will be discussed further in this section. If your running balance is 0, you may press F10 to exit the reconciliation. You will see a congratulatory message and be asked whether or not you want to update. If you choose to update, make sure the entries are correct, since changes can not be made after the update. Once you have updated. the transactions become part of the permanent file and the work file will be cleared for a new month. The program will return you to the menu. If you press F10 to exit the program while you still have a running balance, the computer will assume that you do not balance. It will stop and give you three options: 1. Continue working on the statement. This will put you back in the program so you can make changes and corrections. 2. Leave the program but save what you have. This will allow you to leave the program, but it will save what you have so you can come back to it later. 3. Abort the program without saving. This will abort the program without saving anything. It will be as though you never started. - 12 - 3.3 Find Transaction. To find transactions that have been made in the current accounting year, press CR when the cursor is in front of the option "Find Transaction" on the menu. You can search for transactions by account code, transaction date, memo, or vendor code. First you must enter the code to search for. As with any other place in the program, pressing the F9 key at this point will give you a screen display of all the accounts you currently have set up in the system. You will notice that at the bottom of the list of account codes you have the option to add new accounts here by pressing F2. If you press F2 here, you can enter new accounts as in section 2.4. You may also press CR to look at all the codes that you have entered transactions for. Enter a beginning and ending date to search for, or simply press CR at these options to view all the dates that you have entered transactions for. If you enter only one or two numbers, the computer will accept these as the days for the current month, and if you enter three or four, the computer will accept these as the day and month of the current accounting year. You may next enter a vendor code or press CR to see the transactions for all the vendor codes. Here you may again press F9 to search for vendors or enter a partial vendor name to search for. You may also search for transactions by memo. You may enter the memo you wish to search for, and the computer will pull up all the transactions that have that memo on it. You may also search for an amount. If you enter the amount of the transaction you wish to search for, the computer will pull up all transactions that contain that amount. Once you have entered all the parameters to search for, the computer will find and display a brief overview of the transactions that fit your specifications. It will display a screen with all the account codes, transaction types, transaction numbers, dates, amounts, vendors, and memos, that fit your guidelines. You may also look at a specific transaction in more detail by moving the arrow keys to the transaction you wish to see and pressing CR. The computer will now display a window that contains the detail information of the transaction you have selected. It will show you the transaction information from the previous screen as well as vendor address information, the memo, and distribution information. Once you have looked at the information press F10 to leave the program. - 13 - 3.3 Budget Maintenance. To set up your budget, press CR when the cursor is resting by the selection "Budget Maintenance" on the main menu. The screen will display the current year and descriptions of the 12 months. First enter the accounting year you wish to maintain the budget for. Next enter the account code. As with any other place in the program, pressing the F9 key at this point will give you a screen display of all the accounts you currently have set up in the system. You will notice that at the bottom of the list of account codes you have the option to add new accounts here by pressing F2. If you press F2 here, you can enter new accounts as in section 2.4. The computer will then display all the transaction balances for each month as a guideline for choosing the budget amount. As you enter the budget for each month the computer will automatically jump to the next line entry. You may press F2 at each line to accept the budget amount from the previous line or press F10 to default to the bottom of the screen. At the bottom of the screen you will be given the option to CR to accept the budget, F3 to delete it, up arrow to change it, and F10 to abort completely. If you press CR, the budget will be written to the file for future reference and comparison. If you press F3 you will be given the option to delete the budget from the file. If you do not wish to delete, answer "N" or press F10. If you wish to delete answer "Y" and the budget will be deleted. If you press the up arrow key, you will be sent to the last entry you made. If you continue to press the up arrow key, you will continue to move from the bottom to the top of the screen. If you press F10 you will abort the budget and go back to the menu. Any changes you have made will be lost. - 14 - 4. Reports. ___________ 4.1 Expense comparison. This report allows you to compare one month to another, or one month to the budget. To enter this report select the option "Expense Comparison" off the main menu. 1. Enter the reporting month and year as "MMYY". 2. Enter the month to compare to or "B" to compare to the budget. 3. Enter the output device. Enter either "S" for screen, "P" for printer, "F" for a file, or F10 to exit the program. 4. Enter CR to continue. If you selected to print to a file, you will be asked for a file name. The information from the report will then be stored in this file so you can retrieve it later in a balance sheet or spread sheet program. The program will now list all the totals for Month to Date and Year to Date for the reporting month and the comparison month or budget for that month, along with the percentage difference, in each account category: Assets, Liabilities, Net Worth, Income, Expenses, Profit/Loss. - 15 - 4.2 Transaction Detail. This report shows each transaction in detail. To enter this program select the option "Transaction Detail" off the main menu. 1. Enter the account code. Here you can press F9 to search for an account code or enter a partial description to search for. 2. Enter the beginning and ending dates. You must enter a six digit date or the computer will zero fill the date. 3. Enter the transaction type: "A" if you want to see all the transactions for an account code, "D" if you only want to see the debit transactions, "E" if you only want to see electronic transactions, "C" if you only want to see credit transactions, "N" for all numeric transactions. 4. Enter the output device: "S" if you want to view the information on the screen, "P" if you want it to go to a printer, "F" if you want it to go to a file, F10 to end. If you selected to print to the printer, enter "N" if you wish the information to print in a narrow format (80 columns), or "W" if you wish to print in a wide format (132 columns). If you selected to print to a file, you will be asked for a file name. The information from the report will then be stored in this file so you can retrieve it later in a balance sheet or spread sheet program. The report will show you all the information for each transaction. If you selected to print to the screen, you will be asked to CR at the bottom of each screen, otherwise the program will run without stopping until it reaches the end, where it will exit and return to the menu. - 16 - 4.3 Account Detail. This report shows all the detail transactions for a selected account. To enter this report select the option "Account Detail" off the main menu. 1. Enter the account code. Here you can press F9 to search for a code or enter a partial description to search for. 2. Enter the beginning and ending report dates. You must enter full six digit dates or the computer will zero fill the dates. 3. Enter the output device. This can be "S" for screen, "P" for printer, "F" for another file. You can also press F10 to exit the report. If you selected to print to a file, you will be asked for a file name. The information from the report will then be stored in this file so you can retrieve it later in a balance sheet or spread sheet program. The report will show you all the transaction information for the selected account. If you selected to print to the screen, you will be asked to CR at the bottom of each screen, otherwise the program will run without stopping until it reaches the end, where it will exit and return to the menu. - 17 - 4.4 Monthly Distribution. This report shows monthly distribution of all accounts for either the budget amounts or the actual transaction amounts. To enter this report select the option "Monthly Distribution" off the main menu. 1. Enter the reporting month. Enter a six digit date or the computer will zero fill the date. 2. Enter "A" if you wish to see the report based on actual transactions or "B" if you wish to see the report based on budget amounts. 3. Enter the output device: "P" for printer, "S" for screen, "F" for another file, F10 to exit the report. If you ask to view the report on the screen, you must realize that the report is designed for 132 columns, which will wrap around on the screen and create a confusing mess. If you selected to print to the printer and only have an 80 column printer, select "C" to print in compressed print. This will make the print small enough so all 132 columns will fit on an 80 column page. If you selected to print to a file, you will be asked for a file name. The information from the report will then be stored in this file so you can retrieve it later in a balance sheet or spread sheet program. This will show you the transaction totals for each month, for each account, in the categories Assets, Liabilities, Net Worth, Income, Expenses, Profit/Loss. - 18 - 4.5 Report Formatter. If you wish to create a report in a format that is not offered on the main menu, you can format your own report using the report formatter. Choose the option "Report Formatter" off the main menu to begin formatting you own report. You will then see the report formatter screen. In this screen you can set up different parameters for each of up to 8 columns and have the program do summaries and subtotals for you. Each column can be set up differently and it is not necessary to set up all of them. When you have finished setting up the columns, press F10 to continue to the actual report layout. For each column you wish to set up, you must enter these prameters: 1. Accounting year. Enter the accounting year you wish to draw the information from. If you are going to do a calculation you may leave this field blank, since it will be ignored. 2. Type. You have 7 options here. Either enter option 1 through 6 or enter your own calculation. If you enter a number from 1 to 6, the screen will print the description for that option: 1. Act MTD - Actual Month To Date information for the month you select. 2. Act YTD - Actual Year To Date information for the year you select. 3. Bud MTD - Budget Month To Date information for the month you select. 4. Bud YTD - Budget Year To Date information for the year you select. 5. Qty MTD - Quantity Month To Date information for the month you select. 6. Qty YTD - Quantity Year To Date information for the year you select. To enter a calculation enter the column number you wish to do the calculation on by using the character "C" for column plus the column number, ie. C1 would be column 1. Then you can add (+), subtract (-), divide (/), or multiply (*). The figure to calculate to is the Income or Sales figure, denoted by "S" plus the column number, ie., S1 would be Sales from column 1. - 19 - You may do multiple calculations in one column, but the length of the calculation may not be larger than the width of the column. For example the calculation C1-C3/C3 which means, the number in column 1 minus the number in column 3, divided by the number in column 3, is as wide as the column, so is the largest possible calculation you could have. Any time you divide, the program also multiplies by 100 so that your total is in percent. 3. Mask. Enter the numeric mask here. Enter it as the number of digits before and after the decimal point, ie., 5:2 to represent 12345.67. Negative numbers will automatically have a negative sign after them. 4. The X position. Enter the X position you wish to print the information on. Make sure that your masks are not so large that the columns overlap. If you do not enter an X position, the computer will assign one for you. 5. Description Line 1. This is the first line of description and will appear in the page heading over the column. 6. Description Line 2. This is the second line of description and it will appear below the first in the heading of the column. Once you have entered all the information for the column, press CR to go to the next column. If you do not want to create any more columns, press F10 to go to the detail report layout. There are three types of detail lines you can create: a heading line, a detail line, or a subtotal line. They will be explained in detail in the next few sections. The first type of detail line you can create, is a heading line. The heading line precedes the detail on the printed report. Enter an "H" to create a heading line. If you want a page change before the heading enter a "Y" otherwise enter an "N" and the heading will be printed after the total line. Enter a "C" if you want the heading to be centered on the line, otherwise the heading will appear at the beginning of the line. Finally, enter the heading description. This will appear at the center or beginning of the line, depending on whether or not you chose to center the line. - 20 - If you approve of all the entries, enter CR to accept the line. Press F2 to insert a new line, F3 to delete the line, or F10 to exit. The second type of line you can create is a detail line. A detail line prints selected information for one account. To enter a detail line, type a "D". Enter the beginning and ending account numbers. If you want to see all the accounts press CR at the beginning account and enter the highest account number for the ending account number. Enter the account category or the first category and "*" to see all of one category type. Enter "Y" if you wish to reverse the sign. You would need to do this in a general ledger report or income report. Enter the subtotal number or numbers to subtotal to. If you wish to subtotal to more than one subtotal, enter the numbers without commas, "12" would subtotal to subtotal 1 and subtotal 2. Enter a description. This is for reference purposes only, and will not appear anywhere on the report. If you approve of all the entries, enter CR to accept the line. Press F2 to insert a new line, F3 to delete the line, or F10 to exit. The third type of line you can create is a subtotal line. Here you display the subtotals you have been accumulating to during the report. To enter a subtotal line, enter "S" at the beginning of the line. You are allowed to create nine subtotals. If you clear one after it prints, it can be reused. Then enter the subtotal number. This is for identification purposes. This is the number that you will use in the detail line entry as the number to subtotal to. Enter "Y" if you wish to see an underline under each subtotal. If you leave this field blank, the program will line feed once before printing the subtotal line. Enter a "Y" if you wish to reverse the sign. Again this is mainly for general ledger and income accounts. - 21 - If you wish to clear the subtotal after it prints, enter "Y" here. If you clear the subtotal, it can be used again for another subtotal, otherwise it will continue to increase for totaling purposes. Remember that you only have nine subtotals, so each time you clear one, it allows you to reuse it. Finally, enter the description. This will print at the beginning of the subtotal line. If you approve of all the entries, enter CR to accept the line. Otherwise press F2 to insert a new line, F3 to delete the line, or F10 to exit. You are now ready to print the report you have just formatted. 4.6 Print Formatted Report. To print a report you have previously formatted, select the option "Print Formatted Report" off the main menu. You will then see a list of all the formatted reports you have created. First choose the number of the report. The screen will display the report option you have chosen. Enter the month for which you want to see the report. Enter the output device. You can enter S to see the report on the screen, P if you want it to go to a printer, F if you want it to go to a file, or F10 to exit the report program. If you choose to print to the screen, the program will ask you to CR after each full screen to continue. If you send the information to a file, you can later retrieve it using a balance sheet or spread sheet program. - 22 - 5. Utilities. _______________ 5.1 Change Company/Account. To change to another company or main account, or add a new company or main account, choose the selection "Change Company/Account" off the main menu. You will then find yourself at the screen to enter an existing account or begin entering a new account, as discussed in section 2.2. 5.2 Accounting Year. If you want to change the accounting year you are working in select the option "Accounting Year" off the main menu. You may now change to a different accounting year. Remember, that if you make changes in a previously updated year, you MUST run the year end update again for the changes to become permanent. See section 5.3 for the Year End Update. 5.3 Year End Update. The Year End Update will create files for the next accounting year if they do not exist. It creates balance forward information for all asset and liability accounts and transfers any non-reconciled transactions to the new year. This procedure may be run more than once, even if you have already entered transactions for the new year, as long as they have not been reconciled. This will retransfer transactions that were not reconciled at the end of the year. However, if you HAVE reconciled transactions for the new year, running another year end update could cause reconciliation errors in new year balances. The Year End update will transfer all the unreconciled transaction into the new year. However, it will do this only once. After that it will leave the transactions in the new year, regardless of how often you run the update. If you go back into the old year and change a reconcile transaction, you must rerun the update to fix the year end balances. The first screen you see when you enter this program, has a lengthy explanation of the program purpose. Then you will see a question asking whether or not you wish to continue. If you answer anything except "YES", you will go back to the menu. If you answer "YES" you will see the next screen. Here you will see a list of all your accounts and you will be asked whether or not you want to reconcile each one. - 23 - If you do not normally reconcile an account, there is no reason to transfer the totals for that account to the new year, so you can answer "N" , otherwise answer "Y" so the account can be updated. Then you will see a final question asking whether or not you wish to continue. This will give you one last chance to abort the update. If you choose to continue here, the program will continue as previously discussed. 5.4 Rebuild Index Files. If you have a power failure while you are working in the programs, or your computer is turned off or rebooted, or you experience strange problems that indicate your data files may be corrupted, you can rebuild the index files. If you have rebooted after a power failure or surge, and the data files are corrupted, you will hear a warning beep when you go into the program and see a message telling you that you should rebuild your index files. Do this by finding the selection "Rebuild Index Files" off the main menu and pressing CR. The program will then rebuild the data files. It will make them more concise thereby speeding up all the programs. The rebuilding could take some time, depending on how much information you have in your files. 5.5 Product Information. This program shows you how and where to get a registered copy of this program. It also displays all the copyright information and the product disclaimer. - 24 - 6. Exiting The Program. _________________________ 6.1 Backing Up. You should back up the data files every time you make changes. The files that need to be backed up can be specified by '*.DAT'. If you need to restore you should use the Rebuild Index Files function immediately after restoring. 6.2 Exiting The Program To exit the program simply find the selection off the main menu called "Quit" and press CR. You will then exit to DOS or a menu if you have connected the Lost Wages program to a menu system. - 25 - 7. Function Keys. ___________________ With the aid of the function keys, it is possible to move around in the Lost Wages program with very few key strokes. CR: The CR or Carriage Return key accepts the CR: information you have typed in. On some key boards this is also called the ENTER key. F1: The F1 key calls the help program. At any time F1: when you see the prompt "F1 For Help" at the bottom of your screen, pressing the F1 key will bring up the help program. F2: The F2 key generally allows you to make F2: changes. F3: In most programs F3 is the delete key. If you F3: are prompted to press F3 to delete, you will see a question "Do you wish to delete? Y/N". This gives you one last chance to abort the deletion. F10: The F10 key is the end or abort key. Pressing F10: the F10 key will end the program and return to the menu. Arrow Keys: The arrow keys allow you to move within the Arrow Keys: main menu. Pressing the up arrow key moves you to the previous entry. Pressing the down arrow key moves you to the next entry. Pressing the right or left arrow keys moves you to the right or left. - 26 - 8. Product Disclaimer. ______________________ TengWare Enterprises makes no warranty of any kind, either express or implied. TengWare Enterprises shall not be liable for any damages, whether direct, indirect, special or consequential arising from a failure of this program to operate in a manner desired by the user. TengWare Enterprises shall not be liable for any damage to data or property which may be caused directly or indirectly by use of this program. IN NO EVENT WILL TengWare Enterprises BE LIABLE TO YOU FOR ANY DAMAGES, INCLUDING BUT NOT LIMITED TO, ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THIS PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. - 27 - INVOICE Remit To: Ship To: TengWare Enterprises _____________________________ 28162 Amable _____________________________ Mission Viejo, CA 92692 _____________________________ (714) 587-1025 _____________________________ _____________________________ Current Version _____ Contact: How did you get your copy of this product? Name:_______________________ ____________________________ Phone:______________________ ------------------------------------------------------------------ Quantity Description Unit Price Total ------------------------------------------------------------------ Lost Wages: Home/Small Business Accounting System ____ Single User Registration $35.00 ________ ____ Demo Copy $7.50 ________ SeriaLabel: Serialized Label System ____ Single User Registration $30.00 ________ ____ Demo Copy $7.50 ________ Easy Access: Professional PC/MS-DOS Menu System ____ Single User Registration $25.00 ________ ____ Site License Registration $200.00 ________ ____ Demo Copy $7.50 ________ Total ________ Check One: ___ 5 1/4" Disks ___ 3 1/2" Disks Note that the Computer Software has been delivered and accepted by the customer. Upon receipt of this paid invoice, a registered copy of the latest version of the software which does not display the TengWare logo upon system start up will be sent. Comments/Suggestions: - 28 -