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******************************************************************
* PC-DEAL is distributed as SHAREWARE. That is, the program is *
* copyrighted but may be used freely for a 60 DAY TRIAL PERIOD. *
* This allows you to evaluate the program before paying for it. *
* After evaluation a rgistration fee of US$15 is required if the *
* program is adopted for use. Contributions support the *
* development and maintenance of PC-DEAL. Registered users *
* receive a copy of the latest release and information on how to *
* obtain future updates and upgrades. *
******************************************************************
tm
P C - D E A L
Double Entry Accounts Ledger
Version 2.61
User Supported Software
from
K I N D R E D S P I R I T S
1407 Finntown Road
Waldoboro, Maine 04572
_______
____|__ | (R)
──| |o |──────────────────
| ___||_ | Association of
| | |_| Shareware
|__| o | Professionals
────-| | |────────────────────
|___|___| MEMBER
*****************************************************************
* This program is produced by a member of the Association of *
* Shareware Professionals (ASP). ASP wants to make sure that *
* the shareware principle works for you. If you are unable *
* to resolve a shareware-related problem with an ASP member by *
* contacting the member directly, ASP may be able to help. The *
* ASP Ombudsman can help you resolve a dispute or problem with *
* an ASP member, but does not provide technical support for *
* members' products. Please write to the ASP Ombudsman at *
* 545 Grover Road, Muskegon, MI 49442-9427 or send a Compuserve *
* message via easyplex to ASP Ombudsman 70007,3536. *
*****************************************************************
(C)Copyright Kindred Spirits, 1984-1993. All rights reserved.
portions(C)Copyright Microsoft Corp., 1982. All rights reserved.
PC-DEAL User Guide
DISCLAIMER OF WARRANTY
**************************************************************
* *
* THIS SOFTWARE AND MANUAL ARE OFFERED "AS IS" AND WITHOUT *
* WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY *
* OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE *
* OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO *
* WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS *
* FOR A PARTICULAR PURPOSE IS OFFERED. *
* *
* GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM *
* BE THOROUGHLY TESTED WITH NON-CRITICAL DATA BEFORE *
* RELYING ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF *
* USING THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE *
* LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF *
* PURCHASE PRICE. *
* *
**************************************************************
(C)1984-93 KINDRED SPIRITS ii
PC-DEAL User Guide
------------------------------------------------- TABLE OF CONTENTS
SECTION page
USER SUPPORTED SOFTWARE......... 1
SYSTEM REQUIREMENTS............. 1
GETTING STARTED................. 2
ACCOUNTING PRINCIPLES........... 3
PROGRAM OVERVIEW................ 6
USE OF THE KEYBOARD............ 9
TOGGLE KEYS.................. 10
<Alt> COMBINATIONS........... 10
MENU SELECTION............... 11
INPUT.......................... 11
OUTPUT......................... 11
OPENING A LEDGER............... 12
CREATING A LEDGER.............. 13
MENU AND FUNCTION KEY OPTIONS.. 14
MAIN MENU
*---- ACCOUNTS..................... 14
ADD........................ 14
REVIEW & EDIT.............. 15
*---- TRANSACTIONS ................ 20
ADD........................ 20
REVIEW & EDIT.............. 21
*---- REPORTS...................... 22
*---- BAR GRAPHS................... 26
*---- OPEN/CLOSE/OPEN NEXT YEAR.... 28
*---- UTILITIES & OPTIONS.......... 28
LEDGER DATA................ 28
COPY CHART OF ACCOUNTS..... 28
OPTIONS.................... 29
SETTINGS.................
CHOICES..................
GOODS & SERVICES TAX.....
PURGE TRANSACTIONS......... 31
RESET BUDGETS TO ZERO...... 32
EXPORT DATA................ 32
*---- LEDGER CHANGE................ 33
*---- ABOUT PC-DEAL................ 33
ERRORS......................... 33
SWAPPING DISKS................. 33
SYSTEM FILES................... 34
SYSTEM LIMITATIONS............. 34
REGISTRATION FORM.............. 35
* denotes a MAIN MENU option.
(C)1984-93 KINDRED SPIRITS iii
PC-DEAL User Guide
------------------------------------------- USER SUPPORTED SOFTWARE
User supported software, also known as SHAREWARE, is a method of
distributing software based on the following principles:
1 - The value and utility of software is best
assessed by users on their own system.
2 - The creation of personal computer software can
and should be supported by the user community.
3 - The copying of programs should be encouraged
rather than restricted.
This provides the opportunity for users to evaluate the software in
their own chosen environment. If the software is found to be of
value, and placed in use, a registration fee is required.
Registration fees provide for the support, maintenance and continued
development of the software.
Free distribution of software for end user evaluation eliminates
costly advertising and copy protection schemes. Users obtain
quality software at greatly reduced cost. They can try it out
before buying, at their own pace, and in the comfort of their own
home or office. The better programs will survive on their merits
of quality and utility.
----------------------------------------------- SYSTEM REQUIREMENTS
PC-DEAL requires an IBM PC/XT/AT, PS/2, or compatible; 256 KB of
RAM; two 5.25", one 3.5" diskette drive(s), or a hard disk; MS-DOS
2.1 or above.
(C)1984-93 KINDRED SPIRITS 1
PC-DEAL User Guide
--------------------------------------------------- GETTING STARTED
First time users of PC-DEAL are encouraged to proceed as follows:
1 - Read the ACCOUNTING PRINCIPLES section if you
are unfamiliar with the basic concepts.
2 - Read the PROGRAM OVERVIEW section to get a
general idea of the program's structure and
MAIN MENU options.
3 - Read the sections on USE OF THE KEYBOARD
TOGGLE KEYS
<Alt> COMBINATIONS
MENU SELECTION
INPUT
OUTPUT
OPTIONS
These will acquaint you with the basic features
used throughout PC-DEAL and the available options
such as a MM-DD or DD-MM date format.
4 - Read the section on OPENING A LEDGER. Open the
demonstration ledger: DEMO.
5 - Using the reference sections on menu and
function key options as a guide work your way
through each of the options. The DEMO files
may be altered in the process. So long as you
have a backup of the DEMO files you can feel
free to try anything. This should serve to
acquaint you with the features and operational
details of PC-DEAL.
6 - Read the section on CREATING A LEDGER. Write
out your chart of accounts, budgets, opening
balances, account starting numbers and decide
on the year end date before trying to set up
your ledger.
(C)1984-93 KINDRED SPIRITS 2
PC-DEAL User Guide
--------------------------------------------- ACCOUNTING PRINCIPLES
PC-DEAL is an application of cash accounting. The objective is to
keep track of cash, or money; where is it coming from?; where is it
going?; how much is available?; how much is owed?
The basic mechanisms for doing this are the transaction and the
account.
A transaction describes an individual transfer of cash. It
consists of the following information - the date of the transfer,
the amount of cash involved, where the cash went, where it came
from and a check number if payment was in that form.
An account is used to describe where cash is going to or coming
from. PC-DEAL allows for four basic types of accounts or account
categories. They are INCOME, EXPENSE, ASSET and LIABILITY.
An INCOME account is used to keep track of a source of cash. Some
examples of income accounts are interest, dividends, sales, gifts
and inheritance.
An EXPENSE account is the opposite of an INCOME account. It
describes where cash goes, a cash sink in contrast to a cash
source. Examples are food, clothing, transportation, fuel,
telephone, postage and entertainment.
NET INCOME is the difference between the cash which is received
through INCOME and the cash which is spent on EXPENSEs.
A common way of controlling expenses and tracking income is through
the use of a BUDGET. The budget process requires an estimate of
the amount to be received from each income source as well as the
anticipated outlay for each expense. In a balanced budget the
total income expected will equal that budgeted for all expenses.
A bank account, either savings or checking, is an example of an
ASSET account. An ASSET represents cash which is available.
A loan is an example of a liability. A LIABILITY account is used
to keep track of what we owe. A credit card purchase; taxes
withheld from employees but not yet paid to the government; and a
mortgage are also examples of liabilities.
NET ASSETS are the difference between what we have in reserve
(ASSET) and what we owe (LIABILITY). Depending on how the books
are kept the NET ASSETS may equal what is known as your NET WORTH.
NET WORTH is the proverbial "bottom line", it's what you would have
left after you sold everything you owned and paid all your bills.
At the beginning of the annual accounting period, which usually
corresponds to the calendar year, the ASSET and LIABILITY
accounts are assigned an OPENING BALANCE.
(C)1984-93 KINDRED SPIRITS 3
PC-DEAL User Guide
At the start of the year the books are said to be OPENED. BALANCE
is used to describe the amount of cash associated with an account,
the balance resulting from cash receipts and expenditures
identified with the account. The term TOTAL is also used in
PC-DEAL with reference to INCOME and EXPENSE accounts where the
initial amount, or opening balance, is zero.
Similarly the books are said to be CLOSED at the end of an
accounting period such as a month or year. Each account will then
have a CLOSING BALANCE.
One of the first steps in setting up your books will be to define
the accounts which will be maintained in each of the four
categories - INCOME, EXPENSE, ASSET and LIABILITY. In PC-DEAL each
account will be assigned a number and description such as 200, RENT
in the expense category. Budgets may be assigned for INCOME and
EXPENSE accounts and the OPENING BALANCE is required for ASSET and
LIABILITY accounts. This information is known as the CHART OF
ACCOUNTS.
Constructing the CHART OF ACCOUNTS will be the most important, and
time-consuming, step in setting up your accounting system.
In PC-DEAL account numbers are of the form ###.## where # denotes a
digit (0 through 9). A non-zero decimal portion is used to
identify a SUB-ACCOUNT. Suppose we set up an account for UTILITIES
in the EXPENSE category and also want to keep track of spending for
telephone and electricity. The expense accounts might be set up as
follows:
Account Account
Number Description
300 UTILITIES
300.1 TELEPHONE
300.2 ELECTRICITY
Account number 300: UTILITIES is known as the MAIN ACCOUNT. 300.1
and 300.2 are SUB-ACCOUNTS. The balance in the MAIN ACCOUNT will
be the sum of all three accounts. If you are interested in the
expense for all utilities you need only examine the MAIN ACCOUNT.
If a single utility such as TELEPHONE is of interest that account
would be examined.
When using sub-accounts it is recommended that transactions be
entered to sub-accounts only. An option to prevent posting to main
accounts is available.
In defining the CHART OF ACCOUNTS it will be necessary to specify
the starting account number for each category. That allows PC-DEAL
to identify the type of account when the number is entered.
(C)1984-93 KINDRED SPIRITS 4
PC-DEAL User Guide
The suggested starting account numbers are: INCOME..... 100
ASSET...... 800
EXPENSE.... 400
LIABILITY.. 900
This assignment anticipates more accounts in the INCOME and EXPENSE
categories than in those of ASSET and LIABILITY as is usually the
case.
With the CHART OF ACCOUNTS defined PC-DEAL provides two basic views
of the transactions which are entered. These are referred to as
JOURNAL and LEDGER.
The JOURNAL is a listing in chronological order of the
transactions. There is a master listing of all transactions and
one for each account. As indicated above a transaction consists of
the following information: date, description, amount($) involved,
the number of the account which identifies where the cash went (the
TO account), the account number which indicates where it came from
(the FROM account), and an optional check number.
The LEDGER is similar to your checking account record book. It
maintains a chronological listing of transactions relating to the
account in a form which shows the flow of cash and the balance, or
total, after each transaction. Each entry consists of the date,
description, the amount of cash going to (a TO entry), or coming
from (a FROM entry), the account and the resultant balance, or
total.
For INCOME and EXPENSE accounts PC-DEAL gives you the option of
displaying the ledger balance in terms of the budget remaining.
The following table indicates what happens to the balance, or
total, in an account when it is specified as the TO or FROM
account. The plus denotes an increase and the minus a decrease.
| INCOME | EXPENSE | ASSET | LIABILITY |
------------------------------------------------------
TO | - | + | + | - | DEBIT
------------------------------------------------------
FROM | + | - | - | + | CREDIT
------------------------------------------------------
In this guide the terms TO and FROM are used rather than the
traditional accounting terms DEBIT and CREDIT in the belief that
they reflect more clearly the flow of cash in relation to the
account. PC-DEAL provides the option of substituting DEBIT for TO,
and CREDIT for FROM, for those who prefer these terms.
(C)1984-93 KINDRED SPIRITS 5
PC-DEAL User Guide
-------------------------------------------------- PROGRAM OVERVIEW
A PC-DEAL ledger is defined by specifying the following:
* a ledger or organization name, e.g. The XYZ Company
* the starting account number for each account category
* the closing or year end date
* a chart of accounts consisting of the account number,
description and budget or opening balance for each
account
* a set of transactions consisting of a date, description,
amount, TO account number, FROM account number and
optional check number
Account numbers may range from 1.00 to 999.99. A non-zero decimal
portion denotes a sub-account. Four categories of accounts are
allowed for: INCOME; EXPENSE; ASSET and LIABILITY. When the ledger
is set up you are required to specify the starting account number
for each category. This allows PC-DEAL to implicitly identify and
display the account category or type during transaction data entry.
PC-DEAL reserves account number 999.00 for posting of year end net
income. This account is given a description of ACCUMULATED NET
INCOME and an opening balance of zero when the ledger is created.
The name and opening balance may be edited to provide a more
appropriate description or bring the ledger into balance.
PC-DEAL maintains a journal of transactions entered and a separate
ledger and transactions journal for each account. Transactions are
the principal input data.
PC-DEAL is a cash accounting system which means that it keeps track
of where the cash is coming from and where it ends up. The sign
convention is such that a positive account total is interpreted as
follows:
INCOME = CASH RECEIVED
EXPENSE = CASH PAID OUT
ASSET = CASH AVAILABLE
LIABILITY = CASH OWED.
The amount of cash in the transaction is always entered as a
positive number. The signs, whether a debit or credit is required,
are handled automatically by the program in accord with the sign
convention presented above.
PC-DEAL is designed for double entry bookkeeping, that is, the
specification of two account numbers (the TO and FROM accounts),
for each transaction. The transaction is thus recorded in two
account ledgers and a balance is maintained between the cash coming
in and that going out. Single account entries may also be made.
With double entry the books are automatically balanced (credits =
debits). In the case of single entry it is up to the user to
maintain a balance between credits and debits.
(C)1984-93 KINDRED SPIRITS 6
PC-DEAL User Guide
For those who prefer the traditional accounting terms DEBIT and
CREDIT, PC-DEAL allows for the substitution of DEBIT for TO and
CREDIT for FROM.
PC-DEAL will maintain transaction journals and account ledgers for
a period of thirteen months, the twelve month accounting period and
the first month of the next year. The next year's transactions are
carried over into next year's ledger at year end closing.
PC-DEAL will generate a variety of printed reports. Printed copies
may also be made of selected portions of the journal of all
transactions as well as the ledgers and transaction journals for
individual accounts.
PC-DEAL will generate the following reports:
CHART OF ACCOUNTS
CASH FLOW
MONTHLY TRANSACTIONS JOURNAL
TRIAL BALANCE
BALANCE SHEET
MONTHLY INCOME AND EXPENSE
MONTHLY ACTIVITY IN ASSET AND LIABILITY ACCOUNTS
CHANGE IN NET ASSET VALUE
BUDGET COMPARISON
BUDGET PROJECTION
ANNUAL INCOME AND EXPENSE
ANNUAL ASSET AND LIABILITY ACTIVITY
The annual reports present the activity in each account for all
months to date.
Bar graphs may be generated for month-to-month income, expense, net
income, cash flow, net worth and individual account activity.
Budgets may be included where applicable.
If the maximum limit on transactions (1,200) is to be exceeded
during the accounting period the transactions in earlier months may
be purged, in monthly increments.
PC-DEAL is menu driven, that is you will be presented with a list
of options to choose from. The main menu options are:
ACCOUNTS
TRANSACTIONS
REPORTS
BAR GRAPHS
OPEN ( or CLOSE) month
UTILITIES & OPTIONS
LEDGER CHANGE
ABOUT PC-DEAL
(C)1984-93 KINDRED SPIRITS 7
PC-DEAL User Guide
ACCOUNTS will allow you to define the initial chart of accounts;
add or delete accounts; restore an inactive account; review and
edit the account data; examine an account ledger; review and edit
the transactions on file which reference a given account; and
reconcile an asset or liability account.
TRANSACTIONS is used to add, review, edit and delete transactions.
REPORTS is used to generate reports. The report output may be
directed to the screen, printer or disk file. The output to a disk
file creates an ASCII text file permitting these reports to be
modified using most word processors.
BAR GRAPHS is used to generate bar graphs for month to month
income, expense, net income, cash flow and individual account
activity. Like reports, the bar graphs may be output to the
screen, printer, or disk file.
OPEN (or CLOSE) month. The fifth menu option displayed depends on
the setting of the Add/edit closed months option. If set to YES
you may edit transactions over a period of up to twelve months.
The option displayed in this case is OPEN month and is used to open
another month for transaction entry.
Transaction entries may be limited to a period of two months, the
current and next month. This is done by setting the Add/edit
closed months switch to NO. In this case the MAIN MENU option will
be CLOSE month. Selection of this option will close the current
month, make the next month the current one, and open another month.
Transaction entries will no longer be accepted for the closed
month. Closing a month does not automatically eliminate the
transactions for that month. They are retained on file but may not
be edited.
The Add/edit closed months switch setting may be changed at any
time.
Transactions for months prior to the current months may be purged
if necessary to make room for added transactions. PC-DEAL allows
for the transactions to be exported in a variety of formats.
When the year is closed the next year's books may be opened
carrying forward the closing account balances, budgets and
transactions which have been entered for the coming year before
closing the books. PC-DEAL allows transaction entries to be made
for the first month of the new year before the books are closed for
the current year.
UTILITIES & OPTIONS contains options to edit ledger data and
options; and utilities to make a copy of the chart of account;
purge transactions; and export account budget or transaction data.
(C)1984-93 KINDRED SPIRITS 8
PC-DEAL User Guide
LEDGER CHANGE is used to change from one ledger to another. The
current ledger is closed and the path, then ledger filename, for
the new ledger is requested. If the change is cancelled by means
of the Escape key the previous ledger will be reloaded.
Sub-menus and function keys are used to provide access to
subordinate options. Function key options are displayed at the
bottom of the screen in the format F#: OPTION.
----------------------------------------------- USE OF THE KEYBOARD
<key> will be used to denote a key, e.g. <Enter> means the ENTER
key. Combination keying will be denoted by a "+" sign.
<key1>+<key2> means hold down <key1> and press <key2>.
<Up>, <Down>, <Left> and <Right> are the cursor control keys which
are indicated by corresponding arrows on the keyboard.
<Enter> is the data entry key. It is synonymous with <Return>.
When entering a set of data, such as a transaction entry, all data
items are entered at the designated locations on the screen first.
Then press <Enter> to record the transaction. <Up> and <Down> are
used to move vertically between data fields.
<Esc> is the "panic button" in PC-DEAL. It will cancel data entry
and editing changes, halt printing, return to the previous menu.
PC-DEAL makes use of many of the special keys on the PC keyboard
including the function keys, <F1> to <F10>. <F1> through <F6> are
used to select options which are displayed on the bottom of the
screen. In general, their function changes depending on the menu
option selected so make sure you check the display before pressing
them. <F4> EDIT and <F5> DELETE are used consistently in accounts
and transactions REVIEW & EDIT.
<F7> through <F10> are used as toggles or switching keys. Key
combinations <Alt>+<key> are used to select display options.
<PgUp> and <PgDn> are used in scrolling and editing. Their
function is more readily appreciated if they are renamed mentally
as <Previous> and <Next>. When scrolling, the screen display may
be thought of as a page from a ledger or journal. <PgUp> serves to
take you to the previous page and <PgDn> to the next. In editing
these keys are used to go from the current transaction or account
being edited to the previous, or next, for editing without
returning to an intermediate display.
WARNING: Do not attempt to exit PC-DEAL with <Ctrl>+<Break> or
<Ctrl>+<C>. Always exit via the MAIN MENU option EXIT PC-DEAL.
(C)1984-93 KINDRED SPIRITS 9
PC-DEAL User Guide
------------------------------------------------------- TOGGLE KEYS
The function keys <F7> through <F10> are used to switch between
options by repeated pressing of the key. The active toggle keys
are presented at the bottom of the menu display in the format
<F#>:option. The current setting is displayed immediately below.
Repeated pressing of the toggle key will cycle through the
available options. The following is a listing of toggle keys,
their function, and the options available.
<F7>:BUDGETS - used to select the bar graph budget option for
INCOME and EXPENSE accounts. Options: INCLUDE, EXCLUDE
and ONLY.
<F7>:BROWSE - used to toggle the on screen browse. Options:
ON or OFF. If OFF, reports more than 80 characters wide
may not be viewed on screen.
<F8>:NOTATION - accounting terminology toggle. Options:
TO/FROM or DEBIT/CREDIT
<F9>:SUB-ACCTS - to include sub-accounts in reports or
displays. Options: INCLUDE or EXCLUDE.
<F10>:OUTPUT - to select the destination for program output.
Options: SCREEN, PRINTER or a DISK FILE.
<F7> is also used to go directly from the transactions add screen
to accounts add option screen. And, <Enter> is used as a toggle to
mark/unmark transactions when reconciling ASSET or LIABILITY
accounts.
In all cases the function key notation <Fn> and the function, or
parameter, which it refers to or alters is displayed on screen.
------------------------------------------------ <Alt> COMBINATIONS
The following keys are used in combination with <Alt> i.e. <Alt> +
<A> switches to accounts display in transaction entry
<L> activates left window in accounts display
<R> activates right window in accounts display
<T> switches to transactions display in transaction entry
(C)1984-93 KINDRED SPIRITS 10
PC-DEAL User Guide
---------------------------------------------------- MENU SELECTION
PC-DEAL is primarily menu driven and a standard format is used.
The ledger descriptive name and current menu name are displayed at
top center of the screen. The available options are displayed at
center screen. Menu selections may be made in either of two ways:
by positioning a light bar with <Up> & <Down> and pressing <Enter>
or by pressing the key corresponding to the character highlighted
in the option. <Esc> may be used to exit all but the MAIN MENU.
------------------------------------------------------------- INPUT
Input to the program is monitored. When entering numeric data only
the numeric characters 0 to 9, a blank, or minus sign in the case
of negative values will be accepted. The opening balance for ASSET
and LIABILITY accounts is the only numeric entry which may be input
as a negative value. For delimited numeric entry a delimiter, such
as a period (.) in a dollars and cents entry, or a dash (-) in the
date will be accepted.
For character data entry such as an account or transaction
description all characters are allowed except the double quote (").
The double quote is used to copy forward the field contents from
the previous transaction (in date order). The data entry field is
delimited by square brackets. <Left> and <Right> may be used to
position the cursor within the data entry field. <End> will move
the cursor to the end of the data entered and <Home> will move it
to the first character position. <Del> will delete the character
at the cursor. <Ins> will toggle the insert mode with insertion
being made at the cursor location and data pushed to the right.
<Backspace> will delete the character to the left of the cursor.
<Enter> is used to enter the data and <Esc> to cancel data entry.
When multiple data fields are being entered, for example a
transaction, <Up> and <Down> are used to move vertically between
fields. <Tab> and <Shift+Tab> are used to move horizontally, right
and left, between fields (e.g. in entering monthly budgets).
------------------------------------------------------------ OUTPUT
When output is being generated it may be routed to the screen or
printer and sometimes a disk file. The destination for the output
is indicated in the lower right corner of the display. <F10> is
used to change, or toggle, the output destination. The available
output options may be seen by repeated pressing of <F10>. When
reports are displayed on screen using the BROWSE feature a printed
copy may be obtained by pressing <F10>.
<Esc> may be used to cancel, or terminate, output in progress. DO
NOT terminate printer output by turning the printer off or taking
it off line. Press <Esc> first.
(C)1984-93 KINDRED SPIRITS 11
PC-DEAL User Guide
-------------------------------------------------- OPENING A LEDGER
The command to start PC-DEAL is PCDEAL.
The path to the ledger and then the ledger filename will be
requested unless startup values have been specified. The ledger
files available in the path will be displayed for reference.
The filename must follow the usual rules for naming files. Begin
with an alphabetic character; do not include a drive designation or
extension.
If the ledger file is new, the ledger descriptive name (up to 30
characters), year end date (format MM-DD-YY or DD-MM-YY), and
account category starting numbers (format ###) will be requested.
If the chart of accounts has been copied over from another ledger
only the name and date will be requested.
If the system date and time have not been set they also will be
requested.
Next, the ledger name, opening and closing dates, current month,
year-to-date totals, number of accounts and transactions read will
be displayed.
Pressing <space bar> will bring you to the MAIN MENU.
PC-DEAL consists of five program modules: PCDEAL.EXE, and
PCDEAL0n.OVL where n ranges from 1 to 4. PC-DEAL will select and
load the appropriate module for the option selected from the MAIN
MENU. This requires that PC-DEAL program disk be in the default
drive at all times. When a MAIN MENU option is selected which
requires a different module there will be a short delay while the
module is loaded.
With PC-DEAL on a floppy disk you will see the status light on the
default drive come on and probably hear the file being loaded. In
general, the transfer from one module to another does not take
long. With a hard disk, the delay is hardly noticeable. In any
event, wait for the display to change in response to your menu
selection before pressing any other keys.
(C)1984-93 KINDRED SPIRITS 12
PC-DEAL User Guide
------------------------------------------------- CREATING A LEDGER
1 - decide on a descriptive name, up to thirty
characters for your ledger. This name will be used
in report headings. Also choose a filename, up to
eight characters.
2 - make a list of the accounts which you want to keep.
That is, sources of income (INCOME) e.g.
employment, interest, tips, gambling; the things you
spend money on (EXPENSE) e.g. food, clothing,
housing; where your money is (ASSET) e.g. checking
and savings accounts; what you owe, or will owe
(LIABILITY) e.g. credit cards; loans etc.
3 - place each of the accounts in one of the four
account categories - INCOME, EXPENSE, ASSET or
LIABILITY.
4 - select starting numbers for each account category
and assign account numbers to each of the accounts.
(Note: The recommended starting account numbers are:
INCOME = 100, EXPENSE = 400, ASSET = 800 and
LIABILITY = 900. Account number 999 is reserved for
posting year end net income.)
5 - decide if you want to use a budget. If so write
down an annual budget figure for each INCOME and
EXPENSE account. It's a good idea for the sum of
the amounts budgeted for EXPENSE to equal that for
INCOME. For seasonal accounts such as heating break
the annual budget down into monthly amounts. If
sub-accounts are used DO NOT enter a budget for the
main account. Sub-account budgets will total to the
main account.
6 - for ASSET and LIABILITY accounts you will need an
opening balance. That is how much is in the
checking account or is owed on a loan at the start
of the accounting period. For balanced books your
assets and liabilities should be equal. This may be
accomplished by using account number 999.00
ACCUMULATED NET INCOME to bring the ledger into
initial balance.
7 - decide on a year end date. PC-DEAL will figure out
the corresponding opening date. If you are starting
at midyear and want to use the calendar year 19XX
pick 12-31-XX as the year end date. PC-DEAL will
use 01-01-XX as the first day and you will have to
close the months prior to the month in which you
want to start entering transactions.
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--------------------------------------- MENU & FUNCTION KEY OPTIONS
Function keys are used to select options or as toggle keys. For
example, function keys are used to select the option to edit
account or transaction data, to review an account ledger or the
transactions journal, to delete, to mark for printing and generate
a printout, and reconcile an asset or liability account statement.
The sequence of calling menus and function key options will be
displayed in the upper left hand corner of the screen. The MAIN
MENU option will be first and the sequence may be used to locate
the relevant reference section in this guide. Repeated pressing of
<Esc> will allow you to "back-out" to the MAIN MENU.
The main menu, sub-menu and function key options are described in
the following sections. The section heading format is such that
the menu or function key option is on the right and the calling or
source menu is indicated on the left. Function key options are
identified by the prefix F#, where # is a number from 1 to 10.
MAIN MENU ------------------------------------------------ ACCOUNTS
A subsidiary menu with the options ADD and REVIEW & EDIT will be
displayed. <Esc> or <Q> will return you to the main menu.
ACCOUNTS MENU ------------------------------------------------- ADD
Option to add accounts to the chart of accounts. The following
data must be entered for each account:
ACCOUNT NUMBER: format ###.## where a non-zero decimal
portion denotes a sub-account. Sub-accounts may not be
entered until the main account has been defined. Only
the digits 0 to 9 or blank and the decimal point (.)
allowed.
DESCRIPTION: 30 characters maximum, all characters except
the double quote (") allowed. May not be blank.
ANNUAL BUDGET/OPENING BALANCE: maximum magnitude is
9999999.99. The annual budget must be positive and will
be distributed uniformly over months remaining in the
year. Only the digits 0 to 9 or blank and the decimal
point allowed.
MONTHLY BUDGETS: applicable to INCOME and EXPENSE
accounts only. Must be positive and between 0 and
999999.99. Initially set to a portion of the annual
budget. The annual budget is adjusted automatically
following a change to a monthly budget. Changes which
result in negative monthly or annual budgets not allowed.
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<Left>, <Right>, <Home>, and <End> will position the cursor and
<Del>, <Ins> and <Backspace> may be used to edit within the data
fields. <Up> and <Down> are used to move between fields
vertically. <Tab> and <Shift+Tab> will allow you to move between
horizontal fields. <Enter> will record the data. Each data item
is checked as it is entered with highlighted error messages being
displayed on line 25 at the bottom of the screen.
The opening balance or budgets for sub-accounts are automatically
added to the main account.
Account category number ranges and existing account numbers and
descriptions are displayed for reference.
<Esc> will cancel the data entry and return you to the ACCOUNTS
menu.
ACCOUNTS MENU --------------------------------------- REVIEW & EDIT
An intermediate menu will appear for selection of the account
category to be reviewed. The account number, description, net
activity for the current and next month, and year to date balance
will be displayed. The last account in the category range will be
the last on display.
The totals presented for main accounts include those for the sub-
accounts. Since either the main account number or sub-account
numbers may be specified as the TO or FROM account in transactions,
the main account total may not equal the total of the associated
sub-accounts. The difference is the amount which has been posted
directly to the main account. Posting to a main account when sub-
accounts exist may be prevented by setting the MAIN ACCOUNT POSTING
option to NO.
A pointing arrow is initially placed next to the uppermost account.
The pointer may be repositioned using <Up>, <Down>, <Home> and
<End>. Six function key options are displayed at the bottom of the
screen: F1:LEDGER, F2:TRANSACTIONS, F3:RESTORE, F4:EDIT, F5:DELETE,
F6:BUDGET (INCOME and EXPENSE accounts) or F6:RECONCILE (ASSET and
LIABILITY accounts). Each is described in more detail below.
A tabulation of subtotals for selected accounts may be made on the
fourth line from the bottom of the screen using <+> and <->. The
display may be scrolled using <PgUp>, <PgDn>, <Up> and <Down>.
<Esc> will return you to the ACCOUNTS menu.
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ACCOUNTS REVIEW & EDIT OPTION --------------------------- F1:LEDGER
The account ledger will be displayed for review or printout only.
The account number, description and category are displayed at the
top of the screen. If the ledger is with respect to the budget the
annual budget will also be displayed. The ledger scrolls down onto
the screen starting with the latest entry. The date, description,
TO or FROM entry amount and resultant total, or account balance,
are shown.
The ledgers for main accounts include sub-account transactions.
Sub-account ledgers consist of only transactions for that sub-
account.
The print related function key options F1:MARK BEGIN, F2:MARK END,
and F3:PRINT are presented on the bottom line. Pressing <F3> will
generate a printout of the ledger for all transactions from
beginning (Beg) to end (End) markers. The dates for the beginning
and ending transactions are also displayed. The markers may be
reset by pointing to the transaction with the arrow to the left and
pressing <F1> or <F2>. These are toggle keys. If the transaction
pointed to is already marked the marker will be reset. For
example, if it is marked Beg, pressing <F1> will remove the marker
and place it at the first transaction on file, which may take it
off the display.
Scrolling of the display and positioning of the pointer is
accomplished as described under REVIEW & EDIT above.
For INCOME and EXPENSE accounts the ledger may be displayed with
reference to the annual budget. This allows the budget balance to
be displayed rather than the total received or expended. When a
ledger is displayed with reference to the annual budget the budget
amount will be displayed on line three, top right; the menu and
function key option sequence on line one will indicate BUDGET
LEDGER as the last selection; and the last display column will be
labeled BALANCE. See F6:BUDGET below for additional information on
the budget referenced ledger option.
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ACCOUNTS REVIEW & EDIT OPTION --------------------- F2:TRANSACTIONS
The transaction data posted to the account will be displayed -
date, description, check number, TO account number, FROM account
number and amount. The function key options F1:MARK BEGIN, F2:MARK
END, F3:PRINT, F4:EDIT and F5:DELETE are presented on the bottom
line. The dates for the transactions marked for beginning and
ending printing are also shown.
Only transactions posted directly to the account are displayed.
Main account transaction displays do not include sub-account
transactions.
Scrolling of the display and positioning of the pointer is
accomplished as described under REVIEW & EDIT above. The first
three function key options are described in detail in the previous
section.
The F4:EDIT option will display the transaction data for editing in
the same screen format as transaction data entry described under
the ADD option of the TRANSACTIONS MENU. <Enter>, <PgUp> or <PgDn>
may be used to record the edited transaction. <Enter> will return
you to the transactions display. Pressing <PgUp>, or <PgDn>, will
save any changes and cause the previous, or next, transaction to be
presented for editing without returning to the transactions
display. <Esc> will also cancel any editing changes and return you
to the transactions display.
Selection of the F5:DELETE option will cause the transaction
description to be masked with a comment to press <Y> to confirm
deletion. Pressing any other key will cancel the delete request.
<Esc> will return you to the accounts display. The transactions
may also be edited through the TRANSACTIONS option of the MAIN
MENU.
ACCOUNTS REVIEW & EDIT OPTION -------------------------- F3:RESTORE
If the account pointed to is inactive it will be restored to active
status and the asterisk removed from the left of the account
number. The main account must be restored before the sub-accounts.
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ACCOUNTS REVIEW & EDIT OPTION ----------------------------- F4:EDIT
The account data - number, description, annual budget/opening
balance and monthly budgets will be displayed for editing in the
same screen format as used in the ADD option described above.
Monthly budgets are applicable only to INCOME and EXPENSE accounts.
The account number may not be edited. The monthly opening balance
and corresponding activity display at the bottom of the screen is
for reference only. These may not be edited and the display is not
updated immediately to reflect editing changes made to the opening
balance. To see these changes press <Enter> to return to the
ACCOUNTS REVIEW & EDIT display and press <F3> once again.
<Up> and <Down> are used to move vertically between fields.
Similarly, <Tab> and <Shift>+<Tab> are used to move horizontally
between monthly budget fields. Changes to the annual budget are
distributed uniformly over the budgets for months not already
closed. Alterations to monthly budgets are automatically
incorporated in the annual budget. Editing changes which result in
negative monthly or annual budgets are not allowed. The budgets
for closed months may be edited.
<Enter>, <PgUp> or <PgDn> may be used to record the edited account.
<Enter> will return you to the accounts display. <PgUp> will cause
the previous account to be presented for editing and <PgDn> the
next without returning to the accounts display. <Esc> will cancel
the editing changes and return you to the accounts display.
Editing changes to the opening balance or budgets for sub-accounts
are automatically made to that of the main account as well. After
making such changes for sub-accounts it is advisable to review the
main account to verify that the changes have been made as intended.
ACCOUNTS REVIEW & EDIT OPTION --------------------------- F5:DELETE
The account description will be masked with the request to press
<Y> to confirm deletion. Pressing any other key will cancel the
delete. All sub-accounts must be deleted before the main account
may be deleted. Accounts with no transactions entered to date will
be removed from the chart of accounts. If transactions have been
posted to the account it will be marked as inactive with an
asterisk to the left of the account number. For ASSET and LIABILITY
accounts the opening balance must also be zero for the account to be
removed. Use the F4:EDIT option to reset the opening balance.
Inactive accounts may be reactivated using the RESTORE option.
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ACCOUNTS REVIEW & EDIT OPTION ------------------------ F6:RECONCILE
Applicable to asset and liability accounts only. The account
number, description and account category are displayed at the top
of the screen. The ledger scrolls down onto the screen starting
with the latest entry. The date, transaction description, check
number, entry amount and resultant account balance are shown.
Deposits/charges are positive and checks/payments negative.
The current balance, unrecorded deposits/charges and
checks/payments, and the corresponding statement balance are
displayed at the bottom of the screen. The pointing arrow along
with <Enter> as the marking toggle are used to designate
checks/payments and deposits/charges which are on file but not
recorded on the statement.
Position the arrow using <Up>, <Down>, <Home>, or <End> and mark
the transaction by pressing <Enter>. A mark will be placed to the
right of the check column to indicate an unrecorded transaction.
The transaction may be unmarked in a similar manner. As
transactions are marked the unrecorded check/payment and
deposit/charge sums as well as the resultant statement balance are
updated.
To scroll the display use <PgUp>, <PgDn> for full screen scrolling
or <Up> and <Down> for single line scroll with the pointer on the
top or bottom line.
ACCOUNTS REVIEW & EDIT OPTION --------------------------- F6:BUDGET
This is more like a selection toggle key than an option key. <F6>
is used to specify whether the ledger, selected with <F1>, will be
displayed with reference to the annual budget or not. Press <F6>
and the highlighted option changes from yes to no or vice versa.
If the "yes" option is chosen the opening balance is set to the
annual budget value and income received, or expenses paid, are
subtracted off. The balance indicates the budget remaining. With
a "no" setting the figure displayed represents the total amount
either received in the case of an INCOME account or expended for an
EXPENSE.
When a ledger is displayed with reference to the annual budget the
budget amount will be displayed on line three, top right; the
menu/function key option sequence on line one will indicate BUDGET
LEDGER as the last selection; and the last display column will be
labeled BALANCE.
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MAIN MENU -------------------------------------------- TRANSACTIONS
A subsidiary menu with the options ADD and REVIEW & EDIT will be
displayed. <Esc> will return you to the MAIN MENU.
TRANSACTIONS MENU --------------------------------------------- ADD
This option is used to add transactions to the ledger. The
transaction record consists of the following:
DATE - (MM-DD or DD-MM), the date must be input and must be within
the open months; only the numbers 0 to 9 or blank and the dash (-)
are accepted as entry.
DESCRIPTION - up to thirty characters, all characters except double
quotes (") accepted. This field may not be blank.
AMOUNT - a positive number between 0 and 999999.99, (0 not
allowed), only the numbers 0 to 9 or blank and a decimal point are
acceptable entry.
TO - the account number to which the cash is going. Format is
###.##, only the numbers 0 to 9 or blank and the decimal point are
accepted as entry. Either the TO or FROM account number may be
left blank (i.e. single entry) but not both.
FROM - the account number from which the cash is coming. Format is
###.##, only the numbers 0 to 9 or blank and the decimal point are
accepted as entry. Either the TO or FROM account number may be
left blank (i.e. single entry) but not both.
CHECK - check number. This may be an optional entry. Only the
numbers 0 to 9 or blank are accepted as entry. The check number
is limited to 7 digits (1 to 9999999).
The transaction data item being entered is indicated by square
brackets and a reverse video cursor. The date is carried forward
from the last transaction or set to the calendar date for the first
addition to the ledger.
<Up> and <Down> are used to move from one data item to the next.
Each item is checked as it is entered with error messages being
displayed on line 25.
When the TO or FROM account numbers are specified the account
description and category will be displayed along with a plus or
minus sign indicating whether the amount specified will be added
to, or subtracted from, the account balance. If the account is not
found on file, the ACCOUNTS>ADD display will be presented
allowing the new account to be added. Upon exiting the
ACCOUNTS>ADD display the TRANSACTIONS>ADD display is restored.
The ACCONTS>ADD display may also be selected by pressing <F7>.
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When entering delimited numeric data such as the date or amount
only the numeric characters 0 to 9 or blank and the delimiter will
be accepted.
<Left> and <Right> may be used to position the cursor within the
data field. <Home> will place the cursor at the beginning of the
field and <End> will place it at the end of the data entered or
displayed. <Del> will delete the character at the cursor location
and <Backspace> the character to the left. <Ins> will toggle the
insert mode with characters being entered at the cursor location
and pushed to the right.
To enter the transaction press <Enter>. <Esc> is used to quit or
cancel transaction data entry.
The year to date summaries and ledger balance at mid-screen will be
updated as transactions are entered.
TRANSACTIONS MENU ----------------------------------- REVIEW & EDIT
The transaction data on file will be displayed - date, description,
check number, TO account number, FROM account number and amount.
The latest transaction will be the last on display. The function
key options F1:MARK BEGIN, F2:MARK END, F3:PRINT, F4:EDIT,
F5:DELETE and F6:COPY are presented on the bottom line.
Pressing <F3> will generate a printout of the ledger for all
transactions from beginning (Beg) to end (End) markers. The dates
for the transactions marked for beginning and ending printing are
also shown. The markers may be reset by pointing to the
transaction with the arrow to the left and pressing <F1> or <F2>.
These are toggle keys. If the transaction pointed to is already
marked the marker will be reset. For example, if it is marked Beg,
pressing F1 will remove the marker and place it at the first
transaction on file which may remove it from the display.
The F4:EDIT option will display the transaction data for editing in
the same screen format as transaction data entry described under
the ADD option of the TRANSACTIONS MENU. <Enter>, <PgUp> or <PgDn>
may be used to record the edited transaction. <Enter> will return
you to the transactions display. <PgUp> will cause the previous
transaction to be presented for editing, and <PgDn> the next,
without returning to the transactions display if that transaction
has not been closed. <Esc> will cancel the editing changes and
return you to the transactions display.
Selection of the F5:DELETE option will cause the transaction
description to be masked with a request to press <Y> to confirm
deletion. Pressing any other key will cancel the delete. The
transactions may also be edited through the ACCOUNTS menu (see
F2:TRANSACTIONS under the ACCOUNTS REVIEW & EDIT OPTION above).
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Pressing F6:COPY will cause the selected transaction to be
presented for editing with the date changed to that of the last
transaction entered. This feature may be used to copy forward
recurrent transactions from month to month. <Enter> will record
the new transaction, and <Esc> cancel it, with return to the
transactions display. The <PgDn> and <PgUp> keys may be used to
record the new transaction and then copy forward the next or
previous transaction. The key combinations <Ctrl>+<PgDn> and
<Ctrl>+<PgUp> will cause the previous or next transactions to be
copied forward without recording the transaction copy on display,
that is "skipping" it.
A pointing arrow is initially placed next to the uppermost
transaction. The pointer may be repositioned using <Up>, <Down>,
<Home> and <End>. The display may be scrolled using <PgUp>,
<PgDn>, <Up> with the pointer on the top line, and <Down> with it
on the bottom.
<Esc> will return you to the TRANSACTIONS menu.
MAIN MENU ------------------------------------------------- REPORTS
The REPORTS menu will be displayed. Twelve different report
formats may be generated with these first twelve options:
* LIST OF ACCOUNTS
FLOW OF CASH
JOURNAL OF TRANSACTIONS
TRIAL BALANCE
* BALANCE SHEET
* INCOME & EXPENSE/MONTHLY
* MONTHLY ASSET & LIABILITY
* NET ASSET VALUE CHANGES
* COMPARE BUDGETS
* PROJECT BUDGETS
* YTD INCOME & EXPENSE
* ANNUAL ASSET & LIABILITY
The thirteenth option SELECT ACCOUNTS may be used to mark the
accounts which are to be included in the reports denoted by an
asterisk(*) above. When this option is selected all accounts will
be listed for marking. The function keys <F1> through <F4> are
used for marking/unmarking accounts which are to be reported. <F5>
and <F6> allow the account selection to be saved to a disk file or
the retrieval of a previously saved account selection.
A pointing arrow appears to the left of the list and is positioned
with <Up>, <Down>, <Home> and <End>. The list may be scrolled with
<PgUp> and <PgDn> or <Up> and <Down> when on the top or bottom
lines. <Esc> will return you to the REPORTS MENU.
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The reports generated by PC-DEAL may be output to the screen,
printer or a disk file. The destination for the output is selected
using <F10> and is displayed in the lower right corner of the
screen.
The screen output includes a BROWSE. This allows the display of
reports up to 130 characters to be reviewed on screen. If the full
report will not fit within the available memory, a message to that
effect will be displayed and the report generated in segments which
fit within the memory constraints. <F10> may be used to generate a
printout of the report being reviewed on screen.
The <F9>:SUB-ACCTS toggle key may be used to omit or include the
sub-accounts in the reports which are generated. The status of the
toggle is shown at the bottom of the menu display. Remember that
sub-account totals are incorporated in the main account when
checking totals on reports which include sub-accounts.
For output to the printer, or a disk file, the report title will be
displayed for editing. Make any desired changes then press
<Enter>. If the title is satisfactory as displayed simply press
<Enter>. The path and file name will be requested for
disk file output.
REPORTS MENU ------------------------------------- LIST OF ACCOUNTS
The account number, description and annual budget (INCOME &
EXPENSE) or opening balance (ASSET & LIABILITY) are listed. The
accounts are listed in numerical order for each category. The
option is available to generate a chart for all categories or a
single category.
REPORTS MENU ----------------------------------------- FLOW OF CASH
Total income, total expense, net income and cash flow are output
for each month and the year to date. The cash flow is defined as
the net change in asset value (asset activity).
REPORTS MENU ------------------------------ JOURNAL OF TRANSACTIONS
Detailed record of transactions for a given month and selected
account categories. Three line format for each transaction: Line 1
- date, transaction description and check number; Line 2 - TO
(DEBIT) account description, number with amount in the TO (DEBIT)
column; Line 3 - FROM (CREDIT) account description, number with
amount in the FROM (CREDIT) column.
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REPORTS MENU ---------------------------------------- TRIAL BALANCE
Monthly listing of beginning, current and ending balance for all
accounts in the TO (DEBIT) or FROM (CREDIT) columns depending on
account category. Column totals confirm balance or indicate degree
of imbalance if TO and FROM totals not equal.
REPORTS MENU ---------------------------------------- BALANCE SHEET
Presents ASSET and LIABILITY account balances and net income to
confirm that: Assets = Liability + Net Income when the Assets and
Liabilities are in balance at the beginning of the year.
REPORTS MENU ----------------------------- INCOME & EXPENSE/MONTHLY
The account number, account description, opening balance, monthly
activity, and closing balance for a selected month, are output for
each of the accounts in the INCOME and EXPENSE categories. Sums
for each category and net income are also output.
REPORTS MENU ---------------------------- MONTHLY ASSET & LIABILITY
The account number, account description, opening balance, monthly
activity, and closing balance for a selected month, are output for
each of the accounts in the ASSET and LIABILITY categories. Sums
for each category and net assets are also output.
REPORTS MENU ------------------------------ NET ASSET VALUE CHANGES
The account number, account description, year opening balance,
current balance and change (current less year open) are output for
each of the accounts in the ASSET and LIABILITY categories. Sums
for each category are also output as well as net assets.
REPORTS MENU -------------------------------------- COMPARE BUDGETS
The account number, account description, budget, year to date
activity and the difference between the budgeted amount and the
year to date figure are output for each of the accounts in the
INCOME and EXPENSE categories. Sums for each category and net
income are also output.
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REPORTS MENU -------------------------------------- PROJECT BUDGETS
The account number, account description, budget amount, a linear
projection of the annual activity anticipated based on year to date
activity, and the difference between budgeted and projected amounts
is output for each of the accounts in the INCOME and EXPENSE
categories.
Two budget projection methods are used. If the budget to date is
greater than zero the projected value will be in the same
proportion to the annual budget as year to date activity is to the
budget to date that is:
YEAR TO DATE
PROJECTED ACTIVITY = ANNUAL BUDGET * ----------------
BUDGET TO DATE
When the budget to date is zero the projected activity is set equal
to the annual budget plus the amount projected at current rates.
The current rate is defined as the average rate of income (or
expense) for the account through the current month. The formula
used is:
12
PROJECTED ACTIVITY = ANNUAL BUDGET + Y-T-D * ---------------
CURRENT MONTH
Sums for each category and net income are also output.
REPORTS MENU --------------------------------- YTD INCOME & EXPENSE
The account number, account description, monthly activity and year
to date activity are output for each of the accounts in the INCOME
and EXPENSE categories. Sums for each category and net income are
also output. Figures are rounded to the nearest dollar in this
report.
REPORTS MENU -------------------- ANNUAL ASSET & LIABILITY ACTIVITY
The account number, account description, monthly activity and year
to date activity are output for each of the accounts in the ASSET
and LIABILITY categories. Sums for each category and net assets
are also output. Figures are rounded to the nearest dollar in this
report.
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MAIN MENU ---------------------------------------------- BAR GRAPHS
The BAR GRAPHS menu will be displayed. With the exception of
accounts within a chosen category, bar graphs may be output to the
screen, printer or a disk file. The bar graph of year to date
activity and/or budget, where applicable, for accounts within a
given category may be generated on the screen only.
A sample bar graph is shown below.
<F7>:BUDGETS is used to toggle or select whether the budgets are to
be included, excluded or be the only quantity plotted.
Graphs from which budgets are excluded are plotted through the
current month only.
The scale may be different for each graph since the minimum and
maximum values are used to define full scale. The bars are created
in increments of one character. The purpose of the graphs is
primarily to communicate the qualitative relationship of several
quantities. The half scale value will be indicated and the actual
value may only be estimated from the plot to within plus or minus
the value associated with one-half character space.
SAMPLE BAR GRAPH:
CASH FLOW
0 ACTUAL
**********************| JAN 351-
|********* FEB 146
*****************************| MAR 462-
|******* APR 109
0
* ACTUAL +/- $8
The characters which are used to form the bar graphs may be
selected through UTILITIES & OPTIONS>OPTIONS.
BAR GRAPHS MENU -------------------------------------------- INCOME
EXPENSE
NET INCOME
CASH FLOW
NET WORTH
Generates a bar graph of monthly activity and/or budget values if
applicable
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BAR GRAPHS MENU -------------------------------- ACCOUNT CATEGORIES
A subsidiary menu will be presented for selecting the account
category. The year to date totals and/or annual budget for INCOME
and EXPENSE accounts and the current balance for ASSET and
LIABILITY accounts will be plotted on the screen for the category
chosen.
A pointing arrow appears to the left and the account number,
description, year to date amount, budget if applicable and
percentages are displayed at the bottom of the screen for the
pointer location. The percentages are given in terms of the total
amount greater than or less than zero. That is, if the amount is
positive, the percentage is relative to the sum of all amounts in
the category which are positive. Similarly, if the amount is
negative, the percentage is relative to the sum of all amounts in
the category which are negative. Usually all amounts will be
positive.
The pointing arrow may be positioned using <Up>, <Down>, <Home>
and <End>.
BAR GRAPHS MENU ------------------------------------------ ACCOUNTS
A list of account numbers and descriptions will be displayed for
selecting the bar graph. The pointer to the left is positioned
using <Up>, <Down>, <Home>, and <End>. The list may be scrolled
using <PgUp>, <PgDn> and <Up> or <Down> when on the top or bottom
lines. <Enter> is used to request the bar graph for the account
pointed to.
The option toggles <F7>:BUDGETS and <F10>:OUTPUT are active and may
be reset with the indicated keys.
The bar graph will display monthly activity and/or budget for the
account selected.
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MAIN MENU ---------------------------------------------- OPEN month
This option will appear if the Add/edit closed months switch is set
to YES. Selection will open another month. Transaction entry/edit
may still be made for up to ten prior months.
MAIN MENU --------------------------------------------- CLOSE month
This option will appear if the Add/edit closed months switch is set
to NO. Selection will close the current month. To avoid
inadvertent closing a second entry is necessary to confirm the
request. Transactions are accepted for only two months at a time,
the current month and next month. Closing a month does not
automatically eliminate the transactions for that month. They are
retained on file but may not be edited, that is they are closed.
When the twelfth month is closed the ledger is closed for the year
and no additional transaction entries may be made.
MAIN MENU ------------------------------------------ OPEN NEXT YEAR
When the twelfth month is closed this menu option will appear in
the place of CLOSE MONTH. The next year's books will be opened
carrying forward the closing account balances, budgets and
transactions which have been entered for the coming year before
closing the books.
The INCOME and EXPENSE account balances will be reset to zero. The
net income for the year will be posted to 999 ACCUMULATED NET
INCOME to maintain a balanced ledger.
UTILITIES & OPTIONS MENU ------------------------------ LEDGER DATA
This option is used to edit the ledger data: ledger name, account
category starting numbers and the year end date if no transactions
have been entered.
UTILITIES & OPTIONS MENU ------------------- COPY CHART OF ACCOUNTS
PC-DEAL will make a copy of the current chart of accounts for use
in a new ledger. The filename for the new ledger will be requested
and the transaction and account data files will be created. A
temporary ledger descriptive name of "<copy>" is assigned. A new
name will be requested when the copy is first used as will the year
end date. The account numbering and descriptions are maintained.
Only active accounts are copied, inactive accounts are ignored.
Account opening balances are set to zero and budgets may be either
carried forward or reset to zero. Accounts may be added or deleted
as necessary once the new ledger has been opened.
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PC-DEAL User Guide
UTILITIES & OPTIONS MENU ---------------------------------- OPTIONS
There are a number of parameter settings and option choices which
may be selected or edited in PC-DEAL. These are divided into three
subsidiary menu choices - SETTINGS, CHOICES, and GOODS & SERVICES
TAX if that choice is made.
UTILITIES & OPTIONS MENU>OPTIONS ------------------------- SETTINGS
The parameters which may be set are described below. The default
settings are indicated in parentheses.
CURRENCY SCREEN CODE: The character code for the currency symbol to
be displayed. Default is 36($). Range allowed 33-255.
CURRENCY PRINTER CODE: The character code for the currency symbol
to be printed. Default is 36($). Range allowed 33-255.
PAGE LENGTH (66): Lines per page. Must be greater than 7 and
greater than or equal to the text length. Set for sixty-six
lines or six lines per inch on eleven inch paper.
TEXT LENGTH (60): Lines of text per page. Must be greater than 7
and less than or equal to the page length. Set to sixty lines
which corresponds to three line margins at top and bottom with
a page length of sixty-six.
COMPRESSED TYPE CODE (15): Code for compressed type of 132
character width. If your printer does not have a compressed
type but allows for a width of 132 characters set the code to
zero (0). If your printer will not print to a width of 132
characters you will not be able to generate annual reports
once the 80 character limit has been exceeded.
NORMAL TYPE CODE (18): Code for normal type of 80 character width.
If the compressed type code is set to zero set this code to
zero also.
BAR GRAPH DISPLAY CODE #1 (176): ASCII character code for screen
display of account and category balances in bar graphs.
BAR GRAPH DISPLAY CODE #2 (177): ASCII character code for screen
display of budgets in bar graphs.
BAR GRAPH PRINTER CODE #1 (223): ASCII character code for printing
of account and category balances in bar graphs.
BAR GRAPH PRINTER CODE #2 (185): ASCII character code for printing
of budgets in bar graphs.
PRNTER SETUP CODES: Codes, separated by spaces, to be sent to printer.
eg. 27 82 8 to select the international characters for Japan on
an Epson FX printer.
(C)1984-93 KINDRED SPIRITS 29
PC-DEAL User Guide
UTILITIES & OPTIONS MENU>OPTIONS -------------------------- CHOICES
There are a number of choices which may be made from set options
within PC-DEAL. These are selected by pressing the indicated
function key, or <ALT> + key combination which will cycle through
the available options.
NOTATION: the TO/FROM or DEBIT/CREDIT terminology may be selected
using <F1> as a toggle switch. The notation may also be
selected from within the program. This sets the opening, or
default, value.
PRINTER: type of printer. Toggling <F2> presents the options:
PARALLEL, NONE and OTHER. With the PARALLEL option PC-DEAL
will check printer status prior to printout. The NONE option
will remove the PRINTER from the list of output options.
OTHER will suppress the printer status check.
SOUND: ON or OFF. Toggle <F3>. Error messages are accompanied by
a sound if the ON option is selected.
REQUIRED CHECK #: ON or OFF. Toggle <F4>. If ON, pressing <Enter>
at the FROM entry in TRANSACTIONS>ADD will move the entry mask
to the CHECK NO field. If OFF, pressing <Enter> will record
the transaction without requesting the check number.
MAIN ACCOUNT POSTING: YES or NO. Toggle <F5>. If YES, posting
will be allowed to a main account whether or not sub-accounts
exist. If NO, posting to the main account is not permitted if
the main account has sub-accounts.
REPORT BROWSE ON SCREEN: YES or NO. Toggle <F6>. If YES, the
complete report will be prepared and displayed in the BROWSE
mode. If NO, the report will be displayed on screen as it is
prepared, pausing at each full screen.
ADD/EDIT CLOSED MONTHS: YES or NO. Toggle <F7>. If YES,
transactions may be added or edited in up to ten prior months.
If NO, entries may be made to only two months.
ADD REPORT MARGIN YES or NO. Toggle <F8>. If YES, reports will be
printed in compressed type and a half inch left margin will be
added to facilitate storing reports in ring binders.
STARTUP PATH. Toggle <F9>. The toggle will cycle through the
choices: existing startup path; existing startup path+ledger;
current path; current path+ledger; blank (none). This is the
path and ledger to be selected automatically when PCDEAL is
run.
DATE FORMAT. Toggle <F10>. MM-DD and DD-MM are the two formats.
(C)1984-93 KINDRED SPIRITS 30
PC-DEAL User Guide
DEFAULT EDIT MODE. Toggle <Alt>+<F1>. Options are INSERT or
OVERWRITE. The insert key may still be used to switch between
modes when editing. An optional status message "inserting" or
"overwrite", displayed on screen at upper right, may be toggled
on and off with the <F1> key during field edit or entry.
GOODS & SERVICES TAX. Toggle <Alt>+<F2>. Options are YES or NO.
This feature has been added at the request of users in New
Zealand where income and expense amounts include a tax. The
user may then specify the tax rate and the tax liability
account. During transaction entry a tax liability transaction
may be automatically generated at the discretion of the user.
COLOR DISPLAY Toggle <Alt>+<F3>. Options are Yes or No. If Yes
the display will be in color if No monochrome ("black & white").
UTILITIES & OPTIONS MENU>OPTIONS ------------- GOODS & SERVICES TAX
TAX RATE. The tax rate as a percent in the format nn.nn may be
entered. The transaction entry amount is assumed to include
the tax. That is, if the entry is $99, and the tax rate 10%,
the tax will be computed as $9.
LIABILITY ACCOUNT. The tax liability account number. For an income
entry, the tax will be computed, the income account will be
debited and the tax liability account credited. For an expense
entry the expense account will be credited and the tax
liability account debited.
UTILITIES & OPTIONS MENU ----------------------- PURGE TRANSACTIONS
Transactions for closed months may be erased if necessary to
make room for added transactions. Since the transactions are
permenantly removed a backup copy should be made prior to purging.
A tansactions journal should also be printed if a permanant record
of transactions is desired.
A sub-menu will be presented which allows the month through which
transactions are to be erased to be selected. That is, if the
first month is January and March is chosen all transactions dated
from January through March will be erased.
(C)1984-93 KINDRED SPIRITS 31
PC-DEAL User Guide
UTILITIES & OPTIONS MENU -------------------- RESET BUDGETS TO ZERO
This option may be used to reset all budgets to zero.
UTILITIES & OPTIONS MENU -------------------------- ACCOUNTS EXPORT
The account data may be exported in any one of six different
formats: dBASE II (DBF), dBASE III (DBF), standard (SDF),
continuous (CON), mail merge (MMF), comma delimited (CDF), and
spreadsheet (PRN). The file extension assigned by PC-DEAL is
indicated in parentheses. The structure of the account data is as
follows:
field name length type decimals
NUMBER 6 N 2 account number
CATEGORY 1 N 0 1=income, 2=expense
3=asset, 4=liability
NAME 30 C 0 account description
TYPE 2 N 0 1=TO(DEBIT), -1=FROM(CREDIT)
OPEN 13 N 2 opening account balance
PERIOD_01 13 N 2 account activity for month 1
.
.
.
PERIOD_12 13 N 2 account activity for month 12
where N denotes numeric and C, character data. For the PRN format
the length of the TYPE field is increased to three.
UTILITIES & OPTIONS MENU --------------------------- BUDGETS EXPORT
The formats are the same as given above and the data structure is
similar to that for accounts except that the field name OPEN is
replaced by ANNUAL and contains the annual budget. The PERIOD_nn
data gives the monthly budgets. Budgets are only applicable to
account categories 1 (INCOME) and 2 (EXPENSE).
UTILITIES & OPTIONS MENU ---------------------- TRANSACTIONS EXPORT
The export formats are the same as those indicated for accounts.
The date range for transactions to be exported may be specified.
The data structure for exported transactions is as follows:
field name length type decimals
DATE 7 N 4 transaction date, YY.MMDD
DESCRIPT 30 C transaction description
ACCOUNT 6 N 2 account number
CHECK_NO 7 N 0 check number
TO 13 N 2 TO (DEBIT) amount
FROM 13 N 2 FROM (CREDIT) amount
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PC-DEAL User Guide
MAIN MENU ------------------------------------------- LEDGER CHANGE
The current ledger will be closed and the path, then ledger
filename, for the new ledger requested. If <Esc> is used to back
out the previous ledger will be reloaded.
MAIN MENU ------------------------------------------- ABOUT PC-DEAL
Information on PC-DEAL as shareware and registration form.
------------------------------------------------------------ ERRORS
PC-DEAL will trap most errors and display a highlighted error
message on line 25 at the bottom of the screen. Most of the error
messages relate to limitations on data entry and are self
explanatory.
Certain hardware related errors will be trapped. If the program is
capable of recovering from the error you will be given an
opportunity to take the necessary corrective action before
continuing. For example, if you neglected to close the disk drive
tab do so before making another keyboard entry. PC-DEAL may return
to the menu from which the option in which the error occurred was
selected. In that case, repeat the selection process once the
cause of the error has been dealt with.
Printer errors which result from turning the printer off or taking
it off line while printing is in progress may result in error
detection at DOS level. This will terminate the program returning
you to the DOS prompt and should be avoided. Printing should be
halted first by pressing <Esc>, then turn the printer off or take
it off line.
---------------------------------------------------- SWAPPING DISKS
The disk containing the PC-DEAL program files must remain in the
default drive at all times. The data disk, in a two-drive system,
may be changed at the time the disk drive is requested at start-up
or following the selection of the CHANGE LEDGER option. The data
disk should be changed while the disk drive request is displayed
and prior to pressing <Enter>.
(C)1984-93 KINDRED SPIRITS 33
PC-DEAL User Guide
------------------------------------------------------ SYSTEM FILES
There are five program files - PCDEAL.EXE, and PCDEALCn.OVL where n
ranges from 1 to 4.
PC-DEAL creates and maintains up to six data files for each ledger.
The filename is specified by the user and extensions .GL, .ACD,
.ACI ,.BUG, .TRD, and .TRI are used to distinguish them.
BASRUN.EXE is the Microsoft BASIC Compiler's runtime module.
PC-DEAL uses the file DEAL.DAT to store the parameters selected for
your system. If the working PC-DEAL disk does not contain DEAL.DAT
the UTILITIES & OPTIONS>OPTIONS screen will automatically appear
upon startup.
When the destination for output from PC-DEAL is specified as a disk
file, an ASCII text file with the extension TXT will be created by
PC-DEAL. The text files are intended to be used with a
wordprocessor allowing customized reports to be created.
The extensions DBF, SDF, CON, MMF, CDF and PRN are used for
exported data files.
------------------------------------------------ SYSTEM LIMITATIONS
Accounts.......................... 300
Transactions...................... 1,200 on file
Main account numbering ........... 3 digits
Sub-account numbering ............. 2 digits
Maximum transaction amount ....... $999999.99
Maximum amount output............. $9999999.99
Check numbering .................. 1 to 9999999
Budgeting ........................ monthly
Accounting period ................ 12 months
Ledger name, account and
transaction descriptions ..... 30 characters
PC-DEAL allows for purging of closed transactions which permits the
entry of up to 14,400 double entry transactions per year.
(C)1984-93 KINDRED SPIRITS 34
PC-DEAL User Guide
------------------------------------------------- REGISTRATION FORM
The development and maintenance of PC-DEAL is supported through
user registration fees. The registration fee is US$15.
Registered users receive a copy of the latest release, and
information on how to obtain future updates and upgrades.
PC-DEAL is supported by mail.
-----------------------------------------------------------------
------------------- PC-DEAL REGISTRATION FORM -----------------
Version: 2.61 Obtained from: ____________________
Name: _________________________________________ Date: _________
Address: _______________________________________________________
City: ____________________________ State: ______ Zip: ________
Disk size: ______ 3.5" ______ 5.25" (check one)
Send with your check or money order for US$15 to:
KINDRED SPIRITS
1407 Finntown Road
Waldoboro, Maine 04572
COMMENTS:
(C)1984-93 KINDRED SPIRITS 35
