Monster Media 1994 #1/monster.zip/monster/BUSINESS/CRISPR13.ZIP/CRRTEXT.DOC

Text File | 1993-02-23 | 98KB | 2,010 lines

Instructions For CRISP-R REAL ESTATE ACCOUNTING SOFTWARE
(c) Copyright 1991 James W. Funsten
All Rights Reserved

     This manual and the program CRISP-R are a proprietary product
of J. W. Funsten, and are protected by copyright law.  When you are
registered as an owner of CRISP-R, you are licensed to use the
program on the following terms and conditions:
     1.  You may use the program only on one computer or computer
terminal at a time.
     2.  You may transfer your right to use the program to another
party, which terminates your license.  You may not rent or lease
the program.  You may distribute copies of the program, but not the
manual, to other persons, but solely for their evaluation, so that
they may decide whether to register and become users.
     3.  You may not decompile, disassemble, reverse engineer, or
in any way modify the program code without the prior written
consent of the author.  You may not employ components of the
product in any kind of derivative program, manual, or product.
     4.  No part of the manual may be reproduced or copied without
the written permission of the author.
     CRISP-R is shareware;  it is not public domain or freeware.
Registration entitles the user to the manual, one year of
updates, and one year of telephone support.  The cost of
registration is $55.00 (US$55.00 in Canada), which may be charged
on Visa or Mastercharge by calling [phone].  The mailing
address of the author is:  J. W. Funsten, 140 Second Street, Suite
601, San Francisco, California 94105.

          TABLE OF CONTENTS

DESCRIPTION
DEMONSTRATION
INSTALLATION THE PROGRAM FILE
OPERATION
  Setting Up the Data Files
  Property List
  Account List
  Payor/Payee List
  Enter Transaction
  Correct Transaction
  Repeat Prior Transactions
  Delete/Restore Transaction
  Print Checks
  Print Transactions
  Read/Print Selected Transactions
  Display Bank/Property Balances
  Read/Print/File Account Totals
  Delinquency Report
  Reconcile Bank Statement
  Backup Data Current Year
  Change To Another Year
  Exit Program

Description

CRISP-R is a bookkeeping system for up to 100 or more
different properties or activities for one year using just one bank
account (or up to three bank accounts) for all properties.  It is
perfect for property management of multiple commercial, investment,
or residential properties.  (CRISP-R is a variation of CRISP,
another program by the same author which is similar to CRISP-
R but is designed for strict separation of accounting for each
property with separate bank accounts for each property.)

CRISP-R is menu-driven.  You select the year regarding which
you want to perform bookkeeping and then make entries for one
property or allocate entries between several properties.  The
journal of receipts and disbursements for each year may contain up

to 9,999 entries.  There is a property list of up to 250
properties, a chart of accounts of up to 250 accounts, and a
payor/payee list of up to 250 names (plus unlimited special
payor/payees).

CRISP-R enables the user to print checks (with or without
payee's address for window envelope), reconcile bank statements,
backup all data for a chosen year to another disk for safekeeping,
and have instant access to bank balances, property balances and
account totals.  For any one property (or for all properties in
one year), the user can create annual and monthly account reports,
and display delinquency reports to see which of previously
designated payor/payees have paid rent.  CRISP-R makes written
reports including reports of all transactions, selected
transactions, and annual and monthly totals of accounts.  In
addition, CRISP-R exports files of up to a year of monthly account
totals to Lotus 1-2-3 for one property or for all.

Demonstration

The diskette which is delivered with this Manual contains the
program CRR.EXE together with other files containing sample data
which illustrate in a brief way how the program operates with data.

While a user may understand how to operate the program without
seeing it operate with sample data, it may be easier to understand
when the program is operated with sample data displayed.

A user who does not wish to see the demonstration of CRISP-R
may go directly to the sections of this manual titled
"Installation" and "Operation".

A user wishing to view the demonstration, may start the
computer and move to the "A" drive and then place the diskette
which was delivered with this Manual on that drive and begin the
demonstration by typing CRR and pressing Enter.  Then, the screen
will show an introduction:

  (Illustration)

When any key, except the 'Y' key, is pressed, the main menu
for the year 1960 will appear on the screen:

  (Illustration)

The year 1960 was chosen for demonstration data because it is
distant from the current year and thus the data is not likely to
be confused with current user data.  When CRISP-R is started the
program always to the year upon which the user most recently was
working.  Later in this manual there is an explanation of how to
move to another year.

Shown on the screen are listed the various operations which
the user may perform in relation to the year shown at the bottom
of the screen.

An individual operation may be chosen from the menu by moving
the highlight with the UpArrow or DnArrow keys and then pressing
Enter.  If more convenient, the user may use another method of
choosing an operation from the Main Menu.  On either side of each
line on the Main Menu there is a letter of the alphabet.  An
operation listed on a line may be chosen by pressing the keyboard
key which has the same letter as is shown on the screen opposite
that line.  The footnotes on the screen instruct the user how to
use these two methods of selection.

If "Enter Transaction" is chosen from the Main Menu, before
going to the Enter Transaction screen CRISP-R will show
the last three transactions in the data to remind the user of the
last activity:

  (Illustration)

As long as the user continues to work in this database, that
is with respect to this year, the last line on the screen will show
the year for which accounting is being done.

The first and second of the three transactions shown above
have a payor/payee from the Payor/Payee List which may contain up
to 250 names of payors or payees.  The third transaction has a
special payor/payee (designated "SPC" rather than with a number).
Special payor/payees are entered at the time of entering a
transaction, rather than in the Payor/Payee List, and may be
unlimited in number.

The third item of the three is dated the 15th of December
whereas the first and second are dated December 31st.  This
illustrates the fact that transactions need not be entered in
chronological order.  This data indicates, at the right hand center

of the display of each transaction, that the first and second of
the three transactions have been marked by the user as having
cleared the bank but the third one apparently never did and is yet
outstanding.  The last two transactions are disbursements whereas
the first is a receipt.  Transactions which may also appear are
bank transfers, and deleted transactions.

The first and third transactions shown in the illustration on
the previous page entirely involve specific properties whereas the
second transaction is allocated among several properties.

Pressing Enter again will bring the user to the screen in
which a new transaction may be entered:

  (Illustration)

How to enter data will be explained later in this manual.

Now, as anywhere else in the program when working in a
specific year, it is possible to return to the Main Menu by
pressing F10.

From the Main Menu, the user may again select another
function in the same year either by pressing one of the letters in
the columns on either side of the screen or by the highlight method
as explained at the beginning of this section.  After viewing that
function the user may then press F10 to return to the Main Menu
and view all of the screens with demonstration data.  These other
selections and screens are discussed later in this Manual.

It is also possible anywhere in the program to go directly to
the Bank Balances screen for the year on which the user is working
by pressing F4 or to the Year List screen by pressing F5.  It is
only by going to the Year List screen that the user may go to
another year of accounting.  The other choices on the Main Menu all
relate to one year of accounting (except that it is possible
to copy lists and transactions from one year to another).

At the Main Menu the user may exit the program by pressing
uppercase or lowercase Q.  (It is also possible to exit the program
from any place by pressing Control-C or turning off the computer;
but (1) when returning to DOS in this manner the cursor may not be
blinking, and (2) when leaving the property, account or payor/payee
list in this manner, current data may be lost.)

                           INSTALLING THE PROGRAM FILE

The only file which is necessary for the installation of
CRISP-R is the file named CRR.EXE which contains the entire
program.  It may be installed either on a floppy disk or on a hard
disk.  When installing the program, no other file should be copied
from the diskette supplied by the author because new data files
will be created by the program as needed.

The fastest and simplest operations occur if the program
(CRR.EXE) is installed on the hard disk.  On the other hand, the
user may transfer the program file (CRR.EXE) to a formatted floppy
diskette, and operate the program completely without the use of a
hard disk.

To install the program on a hard disk drive, the file CRR.EXE
should be copied (using the DOS command COPY) to the hard disk from
the floppy disk supplied by the author.  A typical command would
be:  COPY  A:CRR.EXE  C:

The program may be installed on a formatted floppy disk by
copying CRR.EXE to the floppy disk (using the DOS command COPY).
With the formatted diskette in the A drive and the diskette
furnished by the author in the B drive, the command would be:
COPY B:CRR.EXE  A:

As is the case with many software programs, the disk furnished
by the author does not contain any DOS operating system files,
because to include those files would be a violation of the
copyright of IBM or Microsoft.  Therefore before loading CRR.EXE
onto a floppy diskette the user should install DOS operating system
files on that diskette.

                            OPERATION

SETTING UP THE DATA FILES

The user has copied the program file (CRR.EXE) from the
diskette on which it was furnished to a formatted diskette or a
hard disk without transferring any of the other files which were
on the diskette.  The user keys in the characters CRR and presses
Enter to start the program.  A title screen will appear.  Then when
any key is pressed, the program will look on the current drive for
the Year List file CRRD.  Since CRISP-R is being installed and the
demonstration CRRD file (that is, the Year List file) was not
transferred at the time of installation, this file will not be
present.  The screen will ask the user whether to search again for
the Year List file, or create a new Year List file, or terminate
the program.  These choices appear as follows:

  (Illustration)

To make the choice of the items on the screen, the user
moves the highlight with the UpArrow and DnArrow keys to the item
"Make New Year List File" and presses Enter.   Then a new Year List
file (CRRD) will be created automatically on the current drive and
the blank Year List will appear on the screen:

  (Illustration)

When the program is started on subsequent occasions the
program will search for the Year List file (CRRD) on the current
drive, and will not continue until there is a Year List file on the
current drive.  If in fact there is a Year List file existing, the
user will not want to create a new Year List file, but should be
sure that the Year List File is located on the current drive before
the program is started or restarted.

In the year list screen, which is illustrated above on this
page, operations may only be performed on the year which is at the
center of the screen designated as "active".  To change this year
the entire list of years is moved up or down with the Up and Down
Arrow keys.  To choose a year for accounting the user must first
bring that year to the center of the screen at the active
position and then, if it has not already been done, key in the
letter of the disk drive where data for that year is to be located.

On a computer with just two floppy drives and no hard disk,
this may be either A or B.  In that case data for a particular
year may be sent either to the drive which contains the program
file or to the other drive for storage on another diskette.  On a
computer with a hard disk designated "C" the user may place the
data for a year on the main directory of the hard disk by entering
the drive name as C.

Many users may choose to place data on a sub-directory of the
hard disk.  Only one subdirectory may be used for CRISP-R data on
any one drive and it must be named "CRR".  Such a subdirectory will
be created by the program automatically whenever the user for the
first time directs data to the subdirectory.  After bringing the
chosen year of accounting to the active position on the screen, the
user presses the Alt key at the same time as the user presses the
drive letter.  Thus pressing Alt and C at the same time will result
in "C:\CRR\" appearing on the screen.  The data files for that year
will be located on the "CRR" subdirectory of the "C" drive.

The user may have subdirectories named "CRR" on two or more
hard drives or floppy drives.  The user may direct the data to any
drive and may direct the data for one year to a different drive
from that designated for another year, or if sufficient memory is
available on a floppy or hard disk, data for all years may be sent
to the same disk or subdirectory of a disk. (See Program & Data
Files for information on file names created by CRISP-R.)

When that choice has been entered on the line of the active
year, the user may press enter to go to the data files for that
year.  Since CRISP-R is being installed and the demonstration data
files were not transferred at the time of installation, these file
will not be present and the screen will report that the first of
the files, the Property List file, cannot be found.  (Indeed, the
demonstration data was for the year 1960, so there were no
demonstration files for current years.)  The screen will ask the
user for instructions as to whether to terminate the program, or
search for the Property List file, create a blank Property List
file on the current drive, copy a Property List file from another
year, or change to another year.  A picture of the screen showing
these choices is as follows:

  (Illustration)

To make the choice of the items on the screen, the user
moves the highlight with the UpArrow and DnArrow keys.  When
original setting up, the user will highlight the item "Make Blank
Property List File" and presses Enter.   Then a new Property List
file will be created automatically on the whatever drive or drive
and subdirectory that the user has designated for the year.  If
the user has already created a property list for another year and
the user may elect to direct the program to copy that list for use
in the new year.

As soon as the blank property list has been created a another
screen similar to the one shown above will appear asking the user
whether the program should create a blank account list for the
year.  After such a list is created by the program still another
screen similar to the one above will appear asking the user whether
the program should create a blank Payor/Payee List file.  Then, a
screen as pictured below will appear:

  (Illustration)

The user may press F7 to cause the program to create such a
file.  In fact, the only reason that the user would not want to
create any of these files is where the files have already been set
up and filled with data, but the user mistakenly is looking on the
wrong directory for them.  He then would not want to create
duplicate files.  After this file is created a similar message
appears on the screen regarding creation of a Special Payor/Payee
file, a Comment file, an Address file and a Breakdown file.  When
all of these files have been created by the program after the user
so directs, the screen will then show the Main Menu file for the
year:

  (Illustration)

When the program is started on subsequent occasions the
program will search for the Year List file (CRRD) on the current
drive, and will not continue until there is a Year List file on the
current drive.  Thus, before the program is started on subsequent
occasions after the data files have been set up, the current drive
should be the one where this Year List file is located.  If the
Year List file is found, the program will determine which year was
last worked on by the user and will go directly from the title
screen to the Main Menu for that last year.

Now all the necessary files for operation of the program have
been created on the drive or drive and directory which was designed
by the user for the year for which the user intends to perform
accounting, and the user is located at the Main Menu, which was
illustrated on the previous page.  The user may now commence
placing data in the Property List file, the Account List file and
the Payor/Payee List file preparatory to actually entering data for
specific transactions.

PROPERTY LIST

When the user is at the Main Menu, the user may move the
highlight on the screen with the UpArrow or DnArrow keys to
highlight the words "Property List" and then press the Enter key
whereupon the Property List screen will appear.  In the case where
the user has just set up the data files, it will be blank as
follows:

  (Illustration)

Instructions to the user appear at the bottom of the Property
List screen.  The user may now press F8 to "Amend or Add to List".
This activates the cursor, highlights the first line and causes the
screen footnote instructions to change as follows:

  (Illustration)

Now the user may enter the names of the properties or projects
for which accounting is to be done.  A name may have up to 40
characters.  When it has been keyed in the user should press Enter
and then the cursor will go on to the next line.  The data for a
particular line of the Property List screen, but is not recorded
to disk until the user exits the data entry mode.  Before exiting
the data entry mode, the user may enter another property name on
the next line or any of the 250 lines of the Property List screen.
An example of a Property List where several properties have been
entered is as follows:

  (Illustration)

The user has not yet left the data entry mode, the highlight
is still present on the line where data was last entered.  Also,
the footnotes are still the footnotes for data entry.

When the user is finished entering property names, at least
for the time being, the user returns to the initial Property List
screen mode by pressing ESC.  Now the data is recorded to
disk, the highlight and cursor disappear and the footnotes  return
to the original messages as follows:

  (Illustration)

The user is at the initial Property List screen from which the
user may return to the Main Menu by pressing F10.  Before returning
to the Main Menu, the user may want to rearrange the order of the
items in the Property List.  This subject appears in the Property
List screen footnotes as "Change Sequence of Items in List".  The
user may wish to change the sequence of the Property List either
when initially entering property names, or at some later date for
many different reasons.  This may be done without disturbing the
property number or the property data.

The user presses F2 when at the initial Property List screen
and the screen footnotes the property exchange mode appear as
follows:

  (Illustration)

The user now moves the highlight to the line which the user
wishes to relocate.  This movement of the highlight is accomplished
with the Up and Down Arrow keys.  When the highlight is over the
property name which the user wishes to relocate, the user
presses F8 to exchange that property name with whatever
are the contents of the line above, or F9 to make a similar
exchange with the contents of the line below.  Holding down F9 or
F8 will cause the exchange to be continued from one line to another
and from one page to another.  These changes are not recorded to
disk and made permanent until the user exits this mode by pressing
ESC.

When the desired relocation of a line has occurred, the
user may use the Up and Down Arrow keys to go to and highlight
another line for relocation and then following the same procedure
with the F8 and F9 keys to relocate that line.  When all desired
movement or exchange of lines has occurred, the user should press
ESC to record the changes to disk and return to the
initial screen of the Property List mode.

Whenever a line is relocated the property number goes to the
new location with the property name, so the program continues to
recognize the data for that property at the same places
in data storage.

A user may wish to relocate properties on the Property List
screen to place the most frequently referenced at the top where
they are most accessible.  As long as there are some receipts or
disbursements in the year regarding a property, it must remain on
the list, but may be moved to a later page of the list.  Also, it
may be convenient to move blank lines to separate previously
entered names.

The Property List screen previously entered now appears, after
relocation of lines and just before the user presses ESC.

When all of the lines of property names have been relocated,
the user presses ESC to record the changes to disk and
return to the initial Property List screen.

In the case of the Property List as well as the Payor/Payee
List and the Account List, the user may always return from the Main
Menu to these screens to add more items or change the order of
items.

As noted on the footnote of the initial Property List screen,
the user may print a copy of the Property List by pressing F7.  A
picture of part of the Property List screen showing the
footnote instructions including the Print List instruction is as
follows:

  (Illustration)

Messages regarding printing appear in the footnotes in place
of the words "F7 = Print List".  The message may be "Printer Not
Functioning" or "Now Printing" or "Printing Complete" or "Change
Paper" in the case of a particularly long list.  When printing is
complete the initial Property List screen appears.

Pressing F10 will cause a return to the Main Menu.

ACCOUNT LIST

Where the user it setting up a year of accounting the user
must enter the names of the accounts to be used.  (This may be
avoided when the user has been using CRISP-R for another year of
accounting from which the list of accounts could have been copied
.).  The Account List should be entered before the Payor/Payee list
because the user may want to refer to it when entering the
payor/payee names.

To get to the Account List screen the user must first go to
the Main Menu.  From all screens but the Year List screen, the Main
Menu may be reached by pressing F10.

At the Main Menu the user either presses the letter on either
side of the words "Account List", that is, the letter "N" or "n",
or uses the highlight method.  To use the highlight method the user
presses Enter and then moves the highlight with the Down Arrow down
to cover the words "Account List" and then presses Enter again.

When either method of selection has been completed, the first
page of an Account List screen will appear, and, if this is a
new Year data base, will be blank.

To begin entering account names, the user presses F8 and then
the cursor and highlight will be on the first line ready for entry
of an account name.

The user may begin by entering an account name on the first
line, or may move to another line or another page to enter an
account name.

The user may enter an account name of up to 40 characters.
After each account name the user must press Enter and then key in
R or D to indicate whether the particular account is one for
receipts or for disbursements.  In the case of rents the user would
enter an R and in the case of utilities a D.  Subsequently, when
data is being entered, every transaction will be designated either
a receipt or a disbursement and a receipt transaction can only be
put in an account which has been designated "R".  Should the user
wish to disburse money from an "R" account, it may be done by
entering a receipt transaction in a negative amount.

It is not necessary to have a rent refund account as a
disbursement, because at the time of entering transactions a rent
refund may be entered as a negative receipt in the rent account.
It is not necessary to enter all possible accounts as the user may
return at any time to enter more.

When the user has finished entering account names, at least
for the present, the user presses ESC to record the data to disk
and to return to the initial Account List screen.

The accounts may be entered in any order, irrespective of
whether they are receipts or disbursements.  Should it later be
determined that it is desireable to rearrange the order in which
the accounts appear on the list, the sequence may be rearranged,
as detailed above for the Property List.

Because there are 250 possible account names for each year,
there are several pages to the Account List screen.

When the user has finished entering Account names the may then
return to the Main Menu by pressing F10.

PAYOR/PAYEE LIST

Before the entry of transactions the user may also wish to
enter payor/payee names in the Payor/Payee List.  The user need not
enter in the list payor/payee names which are to be used
infrequently, as it is possible to enter special payor/payees in
a transaction without putting them on the Payor/Payee List, as
explained in the discussion of the Enter Transaction section.

The user may go from the Main Menu to the Payor/Payee List
screen and press F8 to arrive at the Amend or Add to List mode of
the Payor/Payee List screen.  When a year data base is being set
up for the first time that list will have no entries.
The user may commence entering a payor or payee name of up to
40 characters.  After a payor/payee name had been keyed in, the
user presses Enter and the cursor advances on the same line to the
place were the user has the option of entering a tentative account
number under the words "Tentative Acct/Prop".  It is not necessary
to enter either a Tentative Account number or a Tentative Property
number.  Without making any entry the user may press Enter again
and pass the next column on the same line where the user may enter
a tentative property number.

Again without making any entry the user may press Enter and pass
on the next line where the user may enter the name of another
Payor/Payee.

There are two reasons for making these tentative account
entries:  first, when they are made, each time a transaction is
entered with that payor/payee, that account number and property
number will appear automatically and thus saving the user some
keying operation.  The user can override the tentative account and
property at the time of entering a transaction.  Second, on the
Delinquency Report only those payor/payees are shown who have been
designated as tentative account and property the same account and
property for which the delinquency report is made.

A case where it would be advisable to enter a tentative
account number is where the payor/payee is a tenant; then it would
be logical to enter, as a tentative account number for that
payor/payee, the number which the user designated in the Account
List for the rent account.  Since the payor/payee is probably a
tenant at only one property, it would also be logical to enter that
property number as the tentative property number.

If a payor/payee who is a tenant has a tentative account of
rent in the Payor/Payee List, that payor/payee will be listed
separately on the rent account delinquency report, rather than
under the collective title of "Other Payor/Payees" where the
delinquency report is for all properties.  If the delinquency
report is for just one property, that payor/payee will be listed
on the report if that property as well as the rent account have
both been listed opposite the payor/payee on the Payor/Payee List.

If the user wishes to enter a tentative account number for a
payor/payee in the Payor/Payee List, but does not know the number,
it may be found in the Account List window.  Pressing F1 in the
first column under the title "Tentative Acct/Prop" of the
Payor/Payee List data entry screen will bring up a window which
contains the Account List from which the user may choose a
tentative account number for automatic entry and use in the
Payor/Payee List screen.

By pressing F1 the user can return to the Payor/Payee List screen
without choosing an account to enter on the Payor/Payee List screen
as a tentative account.

When the user chooses an account by either pressing the letter
at either side of that account or by pressing Enter and using the
UpArrow and DnArrow keys to highlight an account and then pressing
Enter, the program will return to the Payor/Payee List screen and
the number of the account so chosen will appear in the tentative
account column.  Pressing Enter at that time will move the cursor
to the next column on the same line where the user has the option
of entering a tentative property number.  In the same manner as
described for the tentative account column, the user may key in a
tentative property number, press F1 to refer to the Property List,
or merely press Enter to pass this column without any entry.  When
Enter has been pressed, with or without entry of Tentative Account
number and/or Tentative Property number, the highlight and cursor
will pass on to the next line where the user may continue entering
payor/payee names.  When all desired names have been entered, at
least for the present, the user may press ESC to exit the data
entry mode, record the data to disk, and return to the initial
Payor/Payee List screen.

As described above for the Property List screen, the user
may rearrange the sequence of payor/payee names on the Payor/Payee
list.

After the user finishes setting up or amending the Payor/Payee
List, the user may exit the entry mode by pressing ESC when the
cursor is at the left hand side.  Then the user may return to the
Main Menu by pressing F10.

At any time later the user may return to either the Property
List screen, the Account List Screen, or the Payor/Payee List
screen and add or amend the items on each list.

At the Payor/Payee List screen the user may press F9 to enter
addresses for Payor/Payees, so that payor/payee addresses may be
printed on checks and window envelopes may be used.

ENTER TRANSACTION

To begin entry of transactions select Enter Transaction on the
Main Menu.  (The Main Menu appears after a particular year has been
chosen from the Year List screen or when the user presses F10
anywhere in the program.)

Items on the Main Menu are chosen either by pressing the
keyboard letter which appears opposite the item in the outside
columns, or by the highlight method.  To use the highlight method
the user follows the screen instruction to move the highlight over
the item to be selected and then presses Enter.  Immediately after

"Enter Transaction" has been chosen, the screen will display the
last four existing transactions, if any exist, and when Enter is
it will show the initial Enter Transaction screen.

The cursor will be blinking at "Bank Account 1".

At this time during installation the user may wish to enter
the name of a bank or bank account being used for the year on which
work is being done.  Designation of a bank is done by pressing F8,
when the cursor is in one of the bank boxes, entering the name of
the bank or bank account and then pressing Enter.

To name either of the other two bank accounts the user may
move over to another box following the screen footnote
instructions, and again press F8 and make that entry.

If the user has cash transactions not involving any bank
account, such as where the user pays currency for an item, then it
is useful to have one of the bank boxes named "Cash on Hand" or
"Non Bank Transactions".  When they are entered, these bank names
are recorded to disk and will not have to be reentered during the
entire year.

Now the user may enter a transaction, that is, a receipt, a
disbursement or a transfer of funds between bank accounts.  The
user begins in the Enter Transaction screen with the cursor in the
Bank Account 1 box and with "Disbursement" highlighted.  If the
transaction is a disbursement from Bank Account 1, since the screen
already shows that setting, the user merely presses Enter to move
on to the entry of month and day.

If, on the other hand, the transaction is to be a Receipt, the
user, while the cursor is in the bank box should press the Up Arrow
and "Receipt" will be highlighted.

If the transaction is to be a disbursement from bank number
2, then the user should move the highlight in the box of bank
number 1 down to the words "Not Used", then move the cursor with
the Right Arrow to the box of bank number 2 and there, with the Up
Arrow move the highlight from "Not Used" to "Disbursement".

If the transaction is a transfer from one bank account to
another, the user highlights "Receipt" in one bank account and
"Disbursement" in another bank account.

To leave the bank boxes the user presses Enter.  CRISP-R will
not accept disbursement settings in two bank accounts at the same
time or receipt settings in two bank accounts at the same time, nor
will it accept a transaction where all bank accounts are marked
"Not Used".  In any of these cases the warning box will have a
message noting the error and the cursor will not advance.

During the course of entering a transaction the user may
return to the bank boxes by pressing the Up Arrow and make a
change, and then go back down by pressing Enter.

After making the proper entries in the bank boxes, the user
may push Enter and pass down to the location for entry of
the month.  The screen footnote instructions will change.

  (Illustration)

F7 may be pressed to reveal date and time.  Pressing F7 again will
enter this month and day in the transaction.  Pressing another key
ignores this month and day.

Had the user entered a disbursement in one bank box and a receipt
in another, there would be a bank transfer.  The blanks for
property, payor/payee and account do not appear when the bank boxes
have been set for a bank transfer.  This is because in a bank
transfer does not involve a property, a payor/payee or an account.

Whether or not the transaction is a bank transfer, the user
enters the month, the day, and the amount of the transaction.  If
transactions have already been entered in this accounting session,
the date previously entered will appear automatically.  If F7 is
pressed the date appears in the window on the bottom part of the
screen as follows:

  (Illustration)

If F7 is pressed again, the current date will be entered from the
computer clock.  If any other key is pressed, the displayed date
will be erased without entering it in the transaction.  The date
may always be keyed in by the user.

After the month and day have been entered, the cursor will
advance for entry of the amount of the transaction.  Normally at
this point CRISP-R will be in the "typeover" mode, however, the
user may switch to the "insert" mode by pressing the insert key.

The amount of the transaction may be up to $9,999,999.99 and
may be either positive or negative (for instance a rent refund may
be entered as a receipt of a negative amount of money in the rent
account rather than as a disbursement of a positive sum of money
in some other account).  To enter the same amount as was entered
in the last transaction in the same accounting session, the user
may press F3.

Should the user enter an amount and then, after leaving the
amount entry location, decide to change the amount entered, the
user may return to the amount location by pressing the Up Arrow and
then make the correction.  If the correction desired is to make the
amount negative rather than positive, the user may enter a "-" at
the first space in the amount location, and then the negative of
the entered number will appear.  The user may press the F6 key to
erase an amount entry.

Upon pressing Enter, the cursor will pass to the location for
entry of check number.  The check number is merely an information
notation and not necessary to the CRISP-R program, so the user may
elect not to enter any check number and press Enter to move on to
the next location.  Later, in either the Correct Transaction mode
or the Reconcile Bank Statement mode, a check number may be entered
for an existing transaction.

Next, except in the case of bank transfers where no payor/payee is
specified, the cursor will go to the location on the Enter
Transaction screen at which the user must enter the payor/payee.

First Method of Entering Payor/Payee:  If the user wishes to
enter a payor/payee name which is on the Payor/Payee List, and
knows the Payor/Payee List number of that payor/payee, the user may
key in that number and press Enter and the payor/payee name will
appear on the Enter Transaction screen.

  (Illustration)

When the Payor/Payee number was entered as described in the last
paragraph, the cursor went down to the place for entry of the
property number.  If the Payor/Payee entry was satisfactory to the
user, the user may skip the other methods of entering Payor/Payee
number and go to the section regarding entry of property number.
Otherwise the user should press the UpArrow key to return to the
position for entering the Payor/Payee number.

Second Method of Entering Payor/Payee:  If the user wishes to
select a payor/payee name from the list but does not recall the
number he may press PgUp or PgDn to scroll through the Payor/Payees
names.

For greater access to the Payor/Payee List, the user may press
F1 and the Payor/Payee screen will appear as a window:

  (Illustration)

When the Payor/Payee List appears as a window, the user may
press the PgDn and PgUp keys to see the entire list.  Then the user
may select a payor/payee on the list, either by pressing the letter
shown in the left hand column opposite the payor/payee or by the
highlight method which is initiated by pressing Enter and then
completed by following the instructions then appearing in the
screen footnotes.  When a selection is made the program carries
both the number selected and the corresponding payor/payee name
back to the Enter Transaction screen.

Even though the Payor/Payee List is appearing as a window in
the Enter Transaction mode, the user may amend and add to the
Payor/Payee List while it appears as a window.  If the desired
payor/payee name is not on the Payor/Payee List, the user may add
it to that list by pressing F8 to enter a new payor/payee name,
exit that mode with ESC, and then choose the new payor/payee name
and send it to the Enter Transaction screen by either pressing the
letter in the left column opposite the new name or by pressing
Enter and using the highlight method.

Should the user wish to return to the Enter Transaction
screen without selecting a payor/payee from the Payor/Payee List
window, the user may do so by pressing F1.  The user may wish to
return without choosing a name because the user has decided to
pursue the third option.

Third Method of Entering Payor/Payee:  If the proposed
payor/payee name is not to be used frequently and the user does not
wish to have it cluttering up the Payor/Payee List, the user may
enter the name of a special Payor or Payee whose name will not
appear on the Payor/Payee List.  To do this the user, while at the
Payor/Payee location on the Enter Transaction screen, types *,
whereupon the cursor will move from the payor/payee number entry
position to the payor/payee name location of the Enter Transactions
screen and the user may commence typing the special payor/payee
name.  The first illustration on the next page shows an Enter
Transactions screen where the user has pressed * and keyed in the
name of a special payor/payee rather than entering the number of
a payor/payee shown on the Payor/Payee list.

The advantage to entering a special payor/payee is that the
Payor/Payee List is not cluttered up.  The disadvantage is that
data cannot be searched for a single special payor/payee, but only
for all special payor/payees, whereas it can be searched for each
payor/payee who is on the Payor/Payee List.  Entry of special
payor/payees consumes additional memory storage which is not
required when a payor/payee is chosen from the Payor/Payee List.

Entering Property or Allocating a Transaction:  After a
payor/payee has been chosen as discussed above and Enter has been
pressed, CRISP-R will go to the location on the Enter Transaction
screen where the user may either designate one property for the
transaction or direct that the dollar amount of the transaction be
allocated amongst several transactions.

If there was a tentative property number in the Payor/Payee
List, a property number may have been automatically entered on the
screen, but if the user does not wish that property number to be
used in the transaction, the user may erase that property number,
enter another, or enter an "*" for allocation of the dollar amount
to several properties.  If  no  property  number was automatically
entered, the property number space will be blank.

If the transaction involves just one property, and the user knows
the number of that property which appeared on the Property List,
the user may enter the number and the property name will appear on
the Enter Transactions screen.

If the user does not know the number of the property which the
user wishes to enter, the user may go through the various
properties by pressing the PgUp or PgDn keys or the user may bring
up the entire Property List as a window by pressing F1, and then
choose a property by highlighting the line where the property is
located and pressing Enter to return to the Enter Transactions
screen.

The user may wish to allocate a receipt or disbursement among
several properties.  To do this instead of entering the number of
one property, the user presses * and ENTER.  At this point the user
must either press F2 to go to the screen where the transaction may
be allocated among several properties, or must abandon the entry
of the transaction and return to the main menu by pressing F10.
If the user presses F2 the allocation screen appears.  As shown in
the screen footnotes, in the above screen, the user may move the
highlight from property to property and enter the amount to be
allocated to each property.  On the second line of the screen the
user can see the total amount of the transaction, the cumulative
amount which has been allocated, and the balance left to be
allocated.  To return to the Enter Transactions screen after making
the allocations, the user presses F2.  The program will not go back
to the enter transactions screen if the balance left to be
allocated is other than zero.

If the transaction is a receipt of interest income which the
user wishes to allocate between the properties according to their
daily average balance during the period when the interest was
earned, the user presses F9 while still on the allocation screen.
A screen appears in which the user enters the beginning and ending
dates of the period in which interest was earned and then the
program calculates the daily average balances and returns to the
allocation screen and automatically enters the allocations among
the properties.

After the user returns to the Enter Transactions screen, the
user will be at the place for entering the account.

Entering Account:  After a property has been chosen or an
allocation of a transaction to several properties made, and Enter
has been pressed, CRISP-R will go to the location on the Enter
Transaction screen for entry of an account number.

If there was a tentative account number entered in the Payor/Payee
List for the chosen payor/payee, then that account number and its
accompanying account name will automatically appear in the account
location of the Enter Transaction screen.  That tentative account
may be overruled by the user by entering another account number.

The user may enter an account number if known, or the user may
press PgUp or PgDn to scroll the account names.  Or, the user may
press F1 to bring up the Account List screen as a window and
proceed in the same manner as described above for entry of
Payor/Payee names from a window in the Enter Transactions screen.
The Account List window in the Enter Transaction screen will
appear.

The user may add to or amend the Account List while it appears
as a window from the Enter Transaction mode, just as the user could
have done by direct access to the Account List screen from the Main
Menu.  Thus, if the user when resorting from the Enter Transaction
mode to the Account List window does not find a suitable account,
the user may press F8 and enter that account in the Account List
which is displayed as a window.  Then the user presses ESC to
return to the initial Account List mode in the window, and chooses
the account so entered to return to the Enter Transaction mode.

No account may be used which is not entered on the Account
List.  Should the user attempt to proceed without entering an
account number or should the user enter a number for which no
account has been assigned, the user will not be able to proceed to
the next line of the Enter Transaction screen and an appropriate
message will appear on the warning line on the lower
part of the screen.

When the user has designated a bank action of "Receipt" the
program will not accept an account which on the account list was
designated with a "D" as a disbursement account.  Likewise, where
the bank action has been designated as "Disbursement" the program
will not accept an account which was designated "R" for receipt.
Thus, if the bank action was designated "Disbursement", when the
user attempts to enter as the account the "Rent" account, the
warning box will show a message and the program will not accept the
setting.

If the user was attempting to enter a rent receipt, the user may
press the UpArrow to move up to the bank box and move the highlight
from "Disbursement" to "Receipt".  If the transaction was a rent
refund, then the bank action should still be a "Receipt" but the
amount may be entered as a minus number.

After the Account number has been entered, the cursor will
move to the Comment location.  The user need not put anything at
this location or may enter up to 70 characters.

When Enter is pressed at the Comment location of the  Enter
Transaction screen the transaction is recorded to disk and the
screen is ready for entry of the next transaction.  The user may
enter another transaction or press F10 to return to Main Menu.  To
quit, the user should choose "Exit Program" at the Main Menu (which
will insure that the cursor appears on the screen after the exit).

CORRECT TRANSACTION

At the Main Menu the user may highlight "Correct Transaction"
and press Enter with the result that the Correct Transaction screen
will appear.  It is the same as the Enter Transactions screen
except that the screen footnotes are different and that the cursor
is blinking in an empty transaction number box, rather than at the
bank boxes.  A transaction must be chosen before the cursor moves
to the bank account boxes.

The user may choose the transaction to be correct either by keying
in the number of that transaction or by pressing the UpArrow or
DnArrow keys to have successive transactions appear upon the screen
from which the user may choose.

If the user presses the UpArrow key, to find a transaction to
be corrected when no transaction is displayed or transaction number
one is displayed, then there will be a message in the warning box
"No More Items in Backward Search".  Pressing the UpArrow again
will bring up on the screen the last transaction in the transaction
journal.

If the user presses the DnArrow when the last transaction in the
transaction journal is displayed on the screen, there will be a
message  in the warning box "No More Items in Forward Search".
Pressing the DnArrow again will bring up the first transaction in
the journal.  When there are many transactions, these are handy
ways to get to the end or the beginning of the transactions
journal.

When the transaction which the user wishes to correct is
displayed on the screen, the user may choose it for correction by
pressing Enter, and the cursor will advance to the bank account
box.  Then the user may make any changes to the transaction.
Corrections are made in exactly the same manner as described
earlier in this manual for entry of transactions and the user
merely presses Enter to pass through data which is to remain the
same as it was.  It is necessary to pass beyond the comment line
to record the corrected data to disk.

After choosing a transaction for correction, if the user
wishes to eliminate the transaction altogether, the user may
presses F9 to go directly to the Delete/Restore module for deletion
of that transaction.  (See Delete/Restore Transaction).

When a user has completed correction of a transaction and
pressed Enter at the comment line of the correct transactions
screen, the data will be entered and the program will return to the
screen from which the user may choose another transaction to be
corrected.  At this time the transaction just corrected will appear
on the screen.  The user may choose another transaction to be
corrected or the user may press F10 to return to the Main Menu.

REPEAT PRIOR TRANSACTIONS

When a user has transactions in a year which are repeated
every month, it is convenient to be able to duplicate them, with
a new date, for entry in the next month in the same year without
the necessity of making all of the keystrokes.  Even repeating one
transaction with a new date may be more convenient that keying it
in anew, especially where the dollar amount of the transaction was
allocated to several properties in a manner which the user wishes
to repeat.

As described later in this section, it is also possible to
copy a transaction from one year to another year which has similar
Property List, Account List and Payor/Payee list.  While rarely
done, this is useful when a data base for a new year is being
opened.

To repeat a prior transaction with a new date, the user
selects Repeat Prior Transactions at the Main Menu.

The user must select the first and last transactions to be
repeated.  In the example, the box for entering the number of the
first transaction is highlighted.  The user may key in the number
of the first transaction to be repeated and press Enter and that
transaction will appear. Or, the user may bring transactions to the
screen by pressing the UpArrow or the DnArrow.

If the user sees that the transaction shown at the top of the
screen is not a transaction which the user wishes to copy the user
can bring up another transaction.  This is done either by entering
another number and pressing Enter or by pressing the Uparrow or
Dnarrow keys to cause successive transactions to appear on that
part of the screen.

Finally, when a transaction appears which the user wishes as
the first transaction to be copied, the user presses Enter and the
cursor passes down to the place on the screen for the last
transaction to be copied.

Initially the same transaction chosen as first transaction to
be copied will show up on the bottom half of the screen as the last
transaction to be copied.  Unless the user makes a change, only
that one transaction will be copied.  The user may choose the last
transaction to be copied in the same manner as the first
transaction to be copied was chosen and both will appear on the
screen.  Then the user presses Enter again and the user must choose
the date to be given to the new transaction or transactions.
At this time the user, by pressing F7, may request the computer to
display the current date.

The user may press F7 again to automatically choose the current
date for the new transactions, or may key in another date.  Then
when Enter is pressed, the transactions will be copied and the
first and last new transactions will appear on the screen.  This
completes the normal copying procedure in which the user will be
copying transactions in the same year.  It should be noted that if
the dollar amount of a transaction has been allocated among several
properties, the same allocation will appear in the new transaction
which appeared in the old.

Only rarely, as when starting a new data base for a new year of
accounting, will the user wish to copy transactions from the data
base of one year to the data base of another year.  It should not
be done where the Property, Account and Payor/Payee lists for the
two years are different.  To copy transactions from one year to
another the user proceeds in the Repeat Prior Transactions mode
just as described above.  When the beginning and ending
transactions and the date have been designated, the footnote will
announce that by pressing F2 the user  may  copy  to  a  different
year.  A screen will appear in which the user may choose the
destination year.

There is a warning that because the procedure involves opening
more than the usual number of files, the user's computer system
must be able to accommodate at least eight open files.  If the
user's system is DOS 3.0 or later, nothing need be done because DOS
3.0 allows the opening of eight files at one time without any
special setting.  Even with an earlier version of DOS, the user may
already have set up a "CONFIG.SYS" file to increase the allowable
number of files in connection with some other program such as a
word processing program.  Details of how an earlier version of DOS
may be set up to accommodate more files are found in the user's DOS
manual under the subject "CONFIG.SYS".  Except for this routine and
the routine for copying Property List, Account List and Payor/Payee
List files from one year to another, CRISP-R operates without the
necessity of capacity for opening eight files at once.

While normally the user will wish the old dates and check
numbers eliminated, when the user elects to copy transactions to
another year data base a message comes on the screen that the old
dates and check numbers may be retained by pressing F8.

DELETE/RESTORE TRANSACTION

CRISP-R will allow a transaction to be either corrected or
deleted.  In the Correct Transaction mode the user can change a
transaction in any way, but cannot cause the dollar effect to be
zero.  If that is the objective of the user, the Delete/Restore
Transaction mode must be used.

When a transaction is deleted, it is not removed from the data
base.  When deleted, it no longer appears in any search of the
data, except in the Delete/Restore mode.  It will not appear in any
report or in any account totals or bank balances, but it is saved
so that it may be restored.  A deleted transaction can be seen when
the Delete/Restore Transaction mode is selected from the Main Menu.

To delete a transaction, or to restore a transaction that has
been deleted, or to see the details of a deleted transaction,
select the Delete/Restore Transaction mode at the Main Menu.

Before taking any action with regard to a transaction the user
must first bring the transaction to the Delete/Restore Transaction
screen.  To bring deleted transactions to the screen the user
presses the UpArrow or DnArrow keys and each deleted transaction
will successively appear.  This method will only bring any
transactions to the screen if no transactions are currently
deleted.  The user may bring a transaction to the screen, whether
currently deleted or not, by keying in the transaction number and
then pressing Enter.

If the user does not wish to take any action regarding the
transaction displayed, the user may key in the number of another
transaction and press Enter to bring it to the display, or the user
may press the UpArrow or DnArrow keys to see another deleted
transaction.

If the user decides, after viewing one or more transactions,
not to take any Delete or Restore action, F10 should be pressed to
return to the Main Menu.

When the user wishes to delete or restore a transaction which
has been brought to the screen in the Delete/Restore Transaction
mode, the user again presses Enter and the screen footnotes change.

The user may toggle between Delete and Not Deleted by pressing
the "+" and "-" keys.  Each time the user toggles from Delete to
Not Deleted or from Not Deleted to Deleted, the change is
immediately recorded to the transaction file on the disk.

If the user wishes to correct a transaction which is currently
"Not Deleted", the user may press F9 and the Correct Transaction
screen will appear with this transaction number.

After the user deletes or restores a transaction and presses
Enter, the program will return to the initial screen of the
Delete/Restore Transaction mode and the user may go to another
transaction for action.  On the other hand, if the user was
finished with the delete and restore actions, the user may press
F10 to return to the Main Menu.

PRINT CHECKS

The Print Checks mode is chosen at the Main Menu.

Checks are only printed for transactions which have already
been entered in the data.  Accordingly, the user must select from
the existing transactions the first and last transactions for which
checks are to be printed.

The cursor will be blinking in the empty transaction number box for
the first check to be printed.  By keying in a number and pressing
Enter, or by pressing the UpArrow or DnArrow keys, the user may
bring successive transactions to the screen as possible first
transactions for which checks are to be printed.  If the last
transaction in the data base is to be printed, it may be brought
to the screen by pressing the UpArrow twice before any transaction
is showing on the screen.  Once the user has decided that the
transaction on the screen is the first one for which a check is to
be printed, the user presses Enter and the cursor passes to the box
for the last transaction to be printed.  The program automatically
displays as the last transaction for which a check is to be printed
the same transaction which was chosen as first transaction to be
printed.  If this setting is not disturbed only one check will be
printed.  This choice may be overridden by the user by keying in
another check number or pressing the UpArrow or DnArrow keys.

When the user has upon the screen the first and last
transactions for which checks are to be printed, the user presses
Enter and the checks will be printed using the parallel printer
port.

CRISP-R will not print checks for a negative amount of
dollars.  CRISP-R will skip, and not print checks for, (1)
disbursement transactions for a negative amount of dollars, (2)
receipt transactions for a positive amount of dollars, (3) bank
transfer transactions, or (4) deleted transactions.

MODIFYING THE CHECK FORMAT

At the upper right hand side of the Print Checks screen either
the words "Standard Check Format" or the words "User Check Format"
will appear.  The user is given the option of either using the
standard check format which was created by the author, or creating
and using his own check format.  Creating a User Check Format will
not overwrite the Standard Check Format, so the user may toggle
back and forth between a format created by the author and one
created by himself.

A check printed in standard format will fit on Moore Business
Forms multi-purpose check Series 7010 or Series 7020.

As detailed on the next page, the program lists all the items
of data which the user may wish to put on a check, either just once
or in two or more places, and the program, in User Check Format,
allows the user to place those pieces of information at any
position on the check or voucher.

Should the user wish to create a User Check Format, or
switch between "User Check Format" and "Standard Check Format",
pressing F9 brings the following screen:

  (Illustration)

By moving the highlight with the UpArrow and DnArrow keys the
user may choose to modify or create a User Print Format, or to
toggle between User Print Format and Standard Print Format.
Highlighting "Modify User Check Format" and pressing Enter brings
up a screen for creation of a User Check Format:

  (Illustration)

In the above example the user has directed that a three line
address of the payee will be printed on the check so that window
envelopes may be used.  (The user must have previously entered an
address for the payee by going to the Payor/Payee List from the
Main Menu and then pressing F9 to add addresses.)

When the disk is delivered, the User Check Format is the same
as the Standard Check Format.  User Check Format may be modified
by the user, and when modified is recorded to disk.  At first, the
cursor is blinking in the box for the number of lines in the check.

In the example this is set at 42 lines, the number of lines in a
standard two part check.  To change this entry, or any other entry
on this screen, the user presses the "+" or "-" keys.  Normally the
user will not change this check length entry.

Pressing Enter brings the cursor to the line showing the first
matter to be printed.  The screen footnotes now change:

  (Illustration)

The two numbers on the left half side of this line in the
previous illustration are the row and column of the location on the
check where the first item is to be printed.  The last item is the
description of the item to be printed at that location.  The first
half line directs that the name of the payee will be printed on
line 1 and column 9 of the check:

  (Illustration)

Line 1 will be the place on the check where the printer head
is located when printing starts.  In the Standard Check Format the
first printing of the payee name is set for line 1 and assumes that
before printing commences the printer head will be located about
13 lines below the top of the voucher section of the first check
blank.

The user may direct that selected information be printed anywhere
on the check or in two or more places.  The possible items to be
printed are as follows:

DATE               CHECK NUMBER
COMMENT            1ST LINE ADDRESS
ALPHA DOLLARS      2ND LINE ADDRESS
NUMERAL DOLLARS    3RD LINE ADDRESS
PAYEE              ACCOUNT #
TRANSACTION #      PROPERTY #

The user changes the row and column by pressing the "+" or "-" keys
and then the Enter key.  When the cursor is blinking in the third
column, those same keys change the description of the item to be
printed at that location.  Then the user presses Enter to move on
to the next line.  However, the program refuses data which will not
print correctly.  So, if the instructions would cause overprinting
of the next or previous item or printing past the right hand edge
of the check, a warning will appear in the warning box and the
program will refuse to move forward from that line.

The user may make room for another line by pressing the insert
key that is, Ins, and then a blank line will appear at the cursor
and the remaining lines will move down.  The user may eliminate one
or more lines by pressing the delete key, that is, Del, and the
current line will disappear and all subsequent lines
will move back a line.

The user may print on a check any of the items which are
listed on the previous page at more than one place.  For instance,
in the Standard Check Format, several of the items including the
date and the amount are printed twice - once to appear on the stub
and once to appear on the check.

Changes will be recorded to disk, when the user has gone
entirely through the list and the first blank line at the end of
the list, by pressing Enter.

After the user has modified the User Check Format, the program
returns to the Print Checks screen, but now the upper right hand
corner specifies "User Check Format" rather than
"Standard Check Format".  Without losing the new User Check
format, the user may elect to return to Standard Check Format by
pressing F9 at the Print Checks screen, highlighting "Standard
Check Format" and press Enter.  Whichever of the two, Standard
Check Format or User Check Format, is being used will continue to
be the chosen format when the program is terminated and restarted,
until another election is made.  Both formats are kept in disk
memory.

PRINT TRANSACTIONS

To enter this mode, select "Print Transactions" from the Main
Menu.  A screen will appear as follows:

  (Illustration)

Transactions may be printed for a hard copy either in this
mode, or in the Read/Print Selected Transactions mode, or, in
abbreviated form, in the Reconcile Bank Balances mode.  The Print
Transactions mode prints all of the transactions starting with a
chosen transaction.  It is normally used to create or update a
hardcopy backup of all of the transactions.  In the Print
Transactions mode the user may elect that in the case of
transactions where the amount involved has been allocated
between two or more properties, the allocations are listed after
each allocated transaction.

At the initial screen the cursor is blinking in a box for
the transaction number.  The user may bring a transaction to the
screen either by keying in a number and pressing Enter, or by
pressing the UpArrow or DnArrow keys.  The screen asks the user for
a beginning transaction number because the user may have
already a printed record of most of the transactions and may want
only the most recent transactions printed for a complete record.

When the user has upon the screen the transaction which the
user wishes to be the first transaction printed, the user presses
Enter and the screen footnotes change and the line for choosing
paper change mode appears.  When Enter is pressed again the line
for electing whether or not allocations will be printed appears.
Then the screen is follows:

  (Illustration)

By pressing the Right Arrow and the Left Arrow, the user may
toggle between "auto paper change" and "manual paper change".  In
the case of a laser printer or a printer with continuous form
paper, the user would choose "auto paper change" and the program
will advance to the top of each page without stopping.  In "manual
paper change" the program will stop the printer at the end of each
page to afford the user the opportunity of putting new paper in the
printer.

By pressing the Right Arrow and the Left Arrow on the next
line, the user may toggle between ""Print Allocations" and "Do Not
Print Allocations".  Normally the user would want to print the
allocations, as this printing is probably for a hard copy backup
of the data, and it would be hard to reconstruct the data without
knowing how the allocated transactions had been allocated between
the properties.  An example of printed transactions is in the
Sample Reports section of this manual.

For selective search, viewing and printing the mode Read/Print
Selected Transactions is used rather than the Print Transactions
mode.

READ/PRINT SELECTED TRANSACTIONS

This mode, selected from the Main Menu, allows the user to search
for selected transactions of the active year and send them either
to the screen or to the printer.  The various options in the mode
are listed on the screen, an example of which is below:

  (Illustration)

When the screen first appears the cursor is blinking on the
top line over the word "ALL".  If the user wants to select data
from all months, the user merely presses Enter to leave the line
as it is and move on to the next line.  If the user wishes to
search for entries with the date of one month only, the user
presses the Left or Right Arrow keys to move the highlight to the
desired month changing that portion of the screen as follows:

  (Illustration)

If the user desires all transactions from one month through a later
month, the user first moves to the desired first month with the
Left and Right Arrow keys and then presses Control and Right Arrow
at the same time to highlight a blocks of months, resulting in the
appearance of the month line as follows:

  (Illustration)

When the month or months have been highlighted, the user presses
Enter to move on to the next line, which is:

  (Illustration)

On that line the user may use the Left and Right Arrow keys
to choose whether to search for all Receipts & Disbursements, or
for Receipts Only, or for Disbursements Only, or for Bank Transfers
Only.

The next line allows the user to elect whether, when
displaying data on the screen, the transactions will be displayed
four at a time, one at a time, or continuously until all are
displayed.  This election is made by moving the highlighted with
the Left and Right Arrow keys:

  (Illustration)

The next line allows the user to choose whether the selected
transactions shall merely be displayed on the screen or
shall be printed, and, if printed, whether the computer should
pause at the end of each page for manual paper change.  This
election is made by moving the highlighted with the Left and Right

Arrow keys:

  (Illustration)

After the screen or print option is completed, the cursor
will be blinking in the box where the user may choose whether the
search will be limited to transactions with a designated property,
or not.  If the space is left blank, as illustrated below, the
search will not be limited to any one property and the full amount
of each transaction will be shown.

  (Illustration)

If a property number is entered, as illustrated below, the
search will be limited to transactions with that property, and,
where a transaction has been allocated between several properties,
only the amount allocated to the chosen property will be shown.

  (Illustration)


At the next line the user determines whether transactions will
be chosen on the basis of the identity of the payor/payee.
This line appears as follows:

  (Illustration)

If the user merely presses Enter at this location allowing the
payor/payee number space to remain blank as shown in the above
illustration, no transaction will be excluded on the basis of the
identity of the payor/payee in that transaction.

If an asterisk (*) is entered on that line only transactions
with Special payor/payees will be selected:

  (Illustration)

If a payor/payee number is entered on this line, no
transaction will be selected which does not involve that
payor/payee:

  (Illustration)

CRISP-R will refused to continue when a number is entered to
which no payor/payee name has been assigned on the Payor/Payee
List, and a message will appear in the warning box advising the
user of that problem.

After the user as pressed Enter and left the payor/payee line,
the cursor will be at the number box of the Account line:

  (Illustration)

Entries here may be made in the same manner as for the
payor/payee line, except that the asterisk (*) is not used.
Pressing Enter without putting a number in this field will cause
the program to display or print transactions with all account
numbers.  Entering an account number will limit the search to
transactions with that account number.

On either the property line, the payor/payee line or the
Account line of the Read/Print Selected Transactions screen the
user may press F1 and call up the Property List, or the Payor/Payee
List screen or the Account List screen and make a selection of a
payor/payee or an Account in the same manner as is done when the
user is located in the Enter Transaction screen.  Instead of
bringing up the window for the list, the user may press PgUp or
PgDn to run through the list items.

Now the cursor will go down to the place for designation of the
number of the transaction at the search is to begin.  This number
is pre-set at 1 and unless the user knows of a particular
transaction where he wishes to start, he should allow the setting
to remain at 1. It is usual to enter transactions out of
chronological sequence so the only safe way to search for all
transactions of a month is to begin the search at transaction 1:

  (Illustration)

The last selection on the screen allows the user to sort the
transactions so that the chosen items will appear in order by date
or by other criteria.

After Enter is pressed again, the search and display or printing
will commence.  Totals of Receipts and Disbursements for the
transactions selected are shown on the screen or printed by the
printer at the end of the selected transactions.

When the search is complete, the program will display the
words "Search Complete" at the bottom center of the screen.

DISPLAY BANK/PROPERTY BALANCES

The Display Bank/Property Balances mode is selected either
from the Main Menu or by pressing F4 at any time when accounting
in any year.  In this mode the user may see the current balance of
all three of the bank accounts, the balance in each account after
the date of each bank statement (which should conform to the bank
statement amount), and by pressing F7, the net of receipts and
disbursements for each of the properties.

The user does not enter data or take any action in this mode,
with the single exception that the user may enter or amend the name
of any of the three possible bank accounts.  The user could also
have entered or amended these bank account names in the "Enter
Transaction" mode.  When the Display Bank Balances mode is selected
the program goes through all non-deleted transactions and makes a
current calculation of the bank balance of each of the three
possible bank accounts for the chosen year.  At the same time the
program notes the entries which the user has made in the Reconcile
Bank Balances mode and shows the balances of items which have
cleared each bank statement.  All of this is illustrated on the
screen as follows:

  (Illustration)

When the checks, deposits and charges from each bank statement
are marked off by the user in the  Reconcile Bank Statement mode,
the figures in the lower part of the screen in the Display Bank
Balances mode should be the same as the balance figures in the
user's bank statements.

When F4 is pressed, the program will go to this screen at any
time except when the user is in the change to another year mode,
and each time it will recalculated from all the data, so any change
in data is always reflected.

It is also important to know the net balance of Receipts and
Disbursements for all of the properties.  This may be determined
in the "Read/Print/File Account Totals" mode for an individual
property, however, it may be important to check all properties at
once to be sure that none has a negative balance.  This might be
particularly important if the properties were been managed by a
trustee.  When in the Display Bank/Property Balances mode, the user
presses F7 and a property list screen appears on which the net of
receipts and disbursements is shown opposite the name of each
property:

  (Illustration)

If the user were acting as a trustee for others in managing
the properties shown in the above example, the user would be
concerned about the negative balance in Property 3 because this
would be an invasion of trust funds.  The user might want to
advance funds to Property 3 from the "Property" 4, the Western
Management Company, which is presumable the user's company.

READ/PRINT/FILE ACCOUNT TOTALS

In the Read/Print/File Account Totals mode, the program
calculates the totals of entries in each account for each month and
the totals of each account for the year.  The user may elect to
either display these totals on the screen, print these totals in
a report, or create a Lotus123 import file whereby these
totals may be imported by Lotus123 and then manipulated with all
the features of Lotus123.

The user need not use the Lotus123 method, and merely use the
written reports generated by CRISP-R.  Importing the data to
Lotus123 gives the user the power to re-arrange the data in a
manner useful to the user.  The initial screen in this mode is as
follows:

  (Illustration)

The cursor will be blinking in the box where the user may
choose whether the report will be limited to transactions with a
designated property, or not.  If the space is left blank, as
illustrated below, the report will be for all properties combined:

  (Illustration)

If a property number is entered, as illustrated below, the report
will be for transactions with that property, and, where a
transaction has been allocated between several properties, only
the amount allocated to the chosen property will be included in the
report:

  (Illustration)

After Enter is pressed at the property number location, the
program moves down to the box where the user determines whether the
report will go to the screen, to the printer, or to a Lotus123
Import file.  The user may press the UpArrow and DnArrow keys to
move the highlight from one to another of the Read/Print/File
Account Totals options, and press Enter to select.

If either of the top two options are selected, the bottom part
of the screen will appear as follows:

  (Illustration)

The screen footnotes direct how the user may select three different
reports for the screen or the printer.

If the user presses the Left or Right Arrow key without
pressing the control key, the first column of the report shows the
account totals for the highlighted month and the second column of
the report shows the totals for a period beginning in January
through that highlighted month.  After the totals appear on the
screen, the user may press the Left or Right Arrow keys to change
all the totals to reflect a different last month.

  (Illustration)

In this example the user had left the property selection blank so
the report is for all properties combined.  If all the account
totals do not fit on the screen, pressing Enter or PgDn will reveal
the remainder.  Pressing Enter or PgDn again will take the user
back to the beginning of the list of account totals.  Pressing F10
will exit to the Main Menu.  Pressing ESC will take the user back
to the beginning of the Read/Print/File Account Totals module.

If, when designating months, the user presses the Control key
with the Right Arrow key this will designate a middle group of
months starting after January for the report.

If when designating the months for the report the user presses
the "+" or "-" keys, the two columns of the report will show two
successive months side by side, and after they appear on the screen
the user may scroll through the totals for each of the twelve
months by pressing the "+" or "-" keys.

An example of a report to the screen where property number one
was designated and two successive months were chosen is as follows:

  (Illustration)

If the user had chosen the third or the fourth option to
"Create Lotus123 File" which were in the lower part of the box at
the first Read/Print/File Account Totals screen, the account totals
would not go to the screen or the printer, but would go to a disk
file capable of being imported by Lotus123.   The third and fourth
options create Lotus123 import files with a filename  ".PRN"
similar to "CRR91001.PRN" (the 91 signifie the year 1991 and the
001 signifies property number 1).  Once such a file is created, the
user may run Lotus123 and pick the data up in the Lotus123 "File
Import - Numbers Mode", and then the user may manipulate the data
in Lotus123.

The third option on the Read/Print/File Account Totals screen
will list several months, as chosen by the user, which in this
example is January through July.  The result when picked up in
Lotus123 will be as follows:

  (Illustration)

Using the Lotus123 commands the user may widen the columns and
change the format to present proper appearance.  On the next page
is an example of how such data will appear after a few Lotus123
commands have been used to widen the columns, and set the decimal
places. the appearance.  Of course, many more operations may be
performed on the information in Lotus123.

If the last option on the Read/Print/File Account Totals
screen is chosen, only the account totals for the entire year will
be shown.  When the file is imported to Lotus123 it will appear:

  (Illustration)

After the user in Lotus123 has adjusted format and column
widths, the result will be as follows:

  (Illustration)

As CRISP-R is creating the Lotus123 Import file, it will report on
the screen the name of that file, located on the same  drive and
subdirectory, if any, as was designated for the remainder of the
files year data base being worked on.  For example, a directory,
subdirectory and name might be
"C:\CRR\CRR91001.PRN".

With the many features of Lotus123 the user may make many
different reports from this data imported from CRISP-R.

DELINQUENCY REPORT

The Delinquency Report mode is principally for the purpose of
providing a list which shows which of the tenants have paid their
rent for a chosen month and the preceding month.  It can also be
used to report the activity of any of several payor/payees with
respect to a chosen account.  After the initial screen of the
Delinquency Report has appeared, the user chooses a property
regarding which the report is to be made, or leaves the property
space blank in which case the report will be for all properties.
Then the user chooses the account about which the report is to be
made.  This will usually be whatever account the user has
designated for rent.  The delinquency report will show the last
months in which there has been an entry in the chosen account.
After this has been chosen and Enter has been
pressed, the screen will appear as follows:

  (Illustration)

Then, when Enter is pressed, the program will search the data
and make its report on the screen as follows:

  (Illustration)

CRISP-R lists all of the payor/payees who had a tentative
account of the same number as account which was designated for the
Delinquency Report and a Property number the same as that
designated for the Delinquency Report.  If any rent was received
from payees who did not have these tentative account numbers, it
will be shown on the delinquency report after the title "Other
Payor/Payees".  If the property choice was left blank, the report
is for all properties, and then all Payor/Payees who had the
tentative account number will be listed, no matter what tentative
property number they had.

Before showing a Delinquency Report, the user may, in the
Payor/Payee List mode, see that all the payor/payees whose names
he wishes to have appear on the Delinquency Report, are given the
tentative account number and the tentative property number which
is the same as those for which the report is to be made.  Here the
report was made about the rent account (account number 8) and 3002
Pine Street Apartments (property number 1), so the payees listed
were all payees who, on the Payor/Payee List screen, had a
tentative account number of 8 and a tentative property number of
1.

Press the Left and Right Arrows to see other months without leaving
that screen.  Press ESC to restart the Delinquency Report mode.

RECONCILE BANK STATEMENT

In the Reconcile Bank Statement mode the user may mark
transactions to reflect what is shown on a bank statement as having
cleared the bank.  After the transactions have been marked, the
result will be reflected in the Display Bank Balances screen where
the balance shown for items which have cleared the bank prior to
a specified date will equal the balance on the bank statement of
that date.

The first screen appearing in this mode gives the user the
option of selecting which of three bank accounts the user wishes
to reconcile:

  (Illustration)

After the user chooses a bank account, by moving the highlight
with the UpArrow or DnArrow keys and pressing Enter, the next
screen shows a list of the dates of the bank statements.  The
statement dates are not entered until the user receives each bank
statement, so the list will be blank until the user enters a
statement date or dates.  The example below shows December of the
year 1960 where twelve bank statements have been entered and
reconciled for the first bank account and the cursor is in position
to enter another statement date if the user has received another
statement from the bank:

  (Illustration)

The statement dates are stored in the same file where the
Payor/Payee List is stored.  Therefore if a user has copied a
payor/payee list from another year using DOS rather than the
facility in CRISP-R, statement dates from that year will also be
copied.  Accordingly, the program provides an option to erase the
statement dates by pressing F8.

If the user has just received a new bank statement for this
account, the user should first enter the date of that new statement
below the last statement date presently appearing.  If the user
wishes to view transactions related to one of the twelve statements
whose dates are shown on the screen, the user may highlight the
date of that statement and press F1 to go on to the next screen.
Usually the user will wish to choose the last statement date or
the one which the user has just entered.

Now the user has several choices to make, all of which are set
forth in the screen footnotes as seen above.  The user must choose
one of four options in respect to the next screen - (1) to see all
items which have not been marked as having cleared the chosen bank
account, or (2) to see those items which have been marked as having
cleared the chosen bank account in the chosen statement period, or
(3) to see both the items above described at the same time, or (4)
to see all items, cleared and uncleared, relating to the chosen
bank account.  Most frequently the user will choose option (1) to
see and amend what has not cleared the bank.

Before making those choices, the user may press F8 to sort the
transactions, as explained later in this section of this manual.

After the user chooses (1), (2), (3), or (4), a new screen
with a list of transactions and new footnotes appears.  Below is
an example of a screen resulting from the (1) option with the
demonstration data.  This option is for a list of the items which
have not cleared any statement.  An "r" after the dollar amount
indicates that the item is a receipt.

In the Reconcile Bank Balance mode the user may enter a check
number for a transaction, if the user has not already done so, and
may indicate whether or not the transaction has cleared the bank
statement currently being examined.  Pressing * records in disk
memory that the transaction has cleared the bank statement
currently being worked on and notes the statement date currently
being examined.  This statement date will appear on the transaction
line in the column titled "CLRD?".  If the user wished to enter
another statement date, the user must return to the statement
screen and choose that date before pressing *.  Pressing F1 will
restore the "-NO-" to that column, again showing the transaction
as not cleared.  Pressing Enter, *, or F1 records to disk the check
number and the bank statement action.  The user may key in a check
number, without any statement action, and press Enter to record
that number to disk and go to the next line.

The user may pass up or down in the lines of data with
either the "+" or "-" keys or the UpArrow or the DnArrow keys.
When using these keys rather than the Enter key, or the "*" after
keying in a check number, the check number would not be recorded
to disk and would be lost.  Thus, if the user wishes to go
up in the list after keying in a check number, the user must first
press either Enter or "*" before pressing "-" or UpArrow to go up
in the list, or the check number will not be recorded to disk.


After the user has finished entering check numbers and marking
items as cleared, there are several things the user may do.  These
are noted in the footnotes of the current screen.

By pressing F4 the user may see the results of the check
reconciliation in the Bank Balance screen.  There the user may see
the balances according to his or her books as well as the balance
after each check reconciliation with the bank records.

By pressing F9 the user may go to the Correct Transaction
screen, and the transaction at which the cursor was blinking in the
Reconcile Bank Statements screen will appear on the Correct
Transaction screen.  This would be useful if, in performing the
bank reconciliation, an error in the transaction was noted.

By pressing F10 the user goes directly to the Main Menu.

By pressing ESC the user goes to the previous screens in
Reconcile Bank Statements mode.  This would be useful where the
user wishes to go back one screen and choose to view the cleared
transactions rather than the uncleared transactions.  It would also
be useful if the user wishes to go back two screens and choose a
different statement date.  Or, the user could go back three screens
and choose a different bank account.  When notation has been made
of all items which are shown as cleared on a given statement
it is possible to view all of those items on the screen in
abbreviated form by using option (2) in the third screen of the
Reconcile Bank Statement mode.

When at the third screen of the Reconcile Bank Balance mode,
a hard copy of any of the lists above referred to may be made by
pressing ALT and the mode number desired, that is 1, 2, 3, or 4.
For such a hard copy see the end of this manual.

Also at the third screen of the Reconcile Bank Balances mode, the
user may press F8 to go to the sort screen where the transactions
may be put in order according to date, dollar amount, check number
or payor/payee name.  Then it will be easier to find an item on the
screen or the user may print items in the selected order.

If during bank reconciliation it appears that an item shown
as cleared in the bank statement never was entered in the CRISP-R
program (possibly a handwritten check), the user returns to the
Enter Transaction mode to put that item in and then back to the
Reconcile Bank Statement mode to note it as cleared.

Reference must be made to the Display Bank Balance mode to see
the results of the bank reconciliation.  Rather than go through the
Main Menu, the user may go directly from the final Reconcile Bank
Statement screen to the Display Bank Balances by pressing F4.  The
Display Bank Balances screen is illustrated in the Display Bank
Balances section of this manual.

SORTING IN RECONCILE BANK STATEMENT

If the user presses F6 at the third screen of the Reconcile
Bank Balances mode, the sort instructions appear.

In the Reconcile Bank statements mode, the user may sort
out certain transactions.

All the transactions with the chosen bank may be sorted according
to any one, or more, of four criteria.  After the sorting process
the user chooses the display or print options in the footnote, and
then, in the case of a sort by amount, the transactions will be
shown.

This sorting does not affect the data base.  The sorted sequence
is kept in temporary memory and is gone as soon as the user leaves
the Reconcile Bank Balance module.

While the sorting facility appears as part of the Reconcile
Bank Balance mode, it may be used to locate and view or print
selected transactions even though the user is not presently
reconciling the bank balance.

BACKUP DATA CURRENT YEAR

In the Backup mode CRISP-R will copy all data files for the active
year to the drive and directory designated by the user.  The user
must designate the disk to which backup is to be sent as directed
in the screen instructions.

If the program and the data are on a hard disk, then the
backup of any year can be sent to any floppy disk drive.  If the
user has just two floppy drives and one has the program and the
other the data, the user may remove the program disk, put the
backup disk in its place and then backup the active year, being
careful to replace the program disk before entering more data.

Note that backup is only of the current year and to backup
another year the user makes that year the current year and repeats
the backup procedure.  To back up all years on the subdirectory CRR
of the hard disk C the user can return to DOS and enter a command
in the form COPY C:\CRR\CRR????? A:   This will copy all CRISP-R
data files on the "CRR" subdirectory of the "C" drive to the "A"
drive, but will not copy the CRISP-R program file which is
"CRR.EXE".

CHANGE TO ANOTHER YEAR

By selecting the "Change to Another Year" mode at the Main
Menu or pressing F5 at any point in the program, the user is taken
to the Year screen and may switch to another year.

To change to another year the user moves the desired year to
the center of the screen with the UpArrow and DnArrow keys and then
presses Enter.  If no disk drive has been specified for the
year a warning will appear so stating, and the user must designate
a disk drive before proceeding.  If no files exist for the year,
successive screens will appear asking whether the user wishes to
create new files for the new year.  There are illustrations of
these screens earlier in this manual under the topic of Setting Up
the Data Files.

EXIT PROGRAM

Selecting the "Exit Program" mode at the Main Menu, either by
the highlight method or by pressing q or Q at the Main Menu,
terminates the program and returns control to DOS with the blinking
cursor restored.  Anywhere in the program, the program may be
terminated by pressing Control-C.  With some operating systems,
using Control-C to terminate the program will leave the user in DOS
without a blinking cursor.  Also, terminating the program with
Control-C while entering data in the Property, Payor/Payee or
Account Lists results in loss of the currently entered data.  For
those reasons, the user may not want to terminate the program using
Control-C.