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1988-06-30
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MILLROSE CORPORATION
SMALL BUSINESS ACCOUNTING SYSTEM
Copyright (c) 1986, 1987, 1988
FOR NON-MANUFACTUARING BUSINESS
Version 1.33: A Shareware Program
DISCLAIMER
Millrose Corporation has taken due care in the preparation of
this program and the related documentation, including but not
limited to development and testing. Millrose makes no
expressed or implied warranty of any kind in regard to the
programs or the documentation. In no event shall Millrose be
liable for incidental or consequential damages in connection
with or arising from furnishing, performance or use of any of
these programs. Further Millrose reserve the right to revise
the programs and/or the related documentation from time to
time without any obligation ot notify any persons or
organizations of such revisions or changes.
Millrose Corporation
7210 Jordan Ave., B-22
Canoga Park, Calif., 91303
(818)348-3284
MILLROSE CORPORATION
SMALL BUSINESS ACCOUNTING SYSTEM
This program is written in dBase III in an attempt to
create a simple, easy to use program. We believe that an
operator, with a knowledge of bookkeeping can use the program
with a minimum of instruction. We have attempted to make all
of the menus self-explanatory. The single most important
portion of the program is the setting up the Chart of
Accounts. You must exercise a great amount of care in
establishing the Chart of Accounts. The Chart of Accounts
will determine what your financial reports will look like.
The order of the Chart of Accounts determines the order of
the account printing on the financial reports. Certain
accounts in your file will be for report titles, headings and
totals, and skipping to a new page. In the event your have
not printed 'MASTER.DOC' do so now so that you can refer to
it when reading the section on seting up the Chart of
Accounts.
The Chart of Accounts is completely user defined. The
Account number may be up to five digits. If you are
presently using a three or four digit account number we
suggest that you simply add zeros at the end of your number
to create a five digit number. A sample Chart of Accounts is
contained in the file 'MASTER.DOC'. This chart may be
printed by typing 'copy master.sav lpt1' at the 'A>'.
In our sample Chart of Accounts we are using the
following:
ASSETS 10000-29999
LIABILITIES 31000-39999
EQUITY 49900-49999
INCOME 50000-51990
EXPENSES 60000-69995
However, you may use any range of your preference.
The Chart of Accounts requires that you define the
account type, report type, normal balance, for each account.
In addition, you must indicate the total level for each
'total' account. The program allows you to have up to four
total levels in your reports.
ACCOUNT TYPE
------------
This will requires each account be identified as:
0 Posting Account
1 Title Account
2 Heading Account
3 Total Account
4 Retained Earnings (Current Year)
Title Accounts will identify the main sections of your
financial reports, ie. ASSETS, LIABILITIES, EQUITY, INCOME,
and EXPENSE.
-1-
Heading Accounts will identify the subsections of your
financial reports, ie. Cash in Bank, Accounts Receivable,
Fixed Assets, Current Liabilities, etc.
Total Accounts will identify when and where you will
print your subtotals and totals on your financial reports.
The program allows for up to four levels of totals on the
Balance Sheet. Your income statement can only have totals
for a.)total income, b)total expenses; the final Net Income
total is generated automatically.
Retained Earnings Account. The programs requires that
you identify one(and only one) account as account type 4.
The program, when printing the Balance Sheet will
automatically calculate the Current Year Retained Earnings
and reflect the amount in this account.
The above four classifications do not accept postings.
Only 'POSTING ACCOUNTS' will accept input of data.
REPORT TYPE
-----------
Each record in your Chart of Accounts must be identified
as either to appear on the Income Statement or the Balance
Sheet. All Income Statement Accounts must be Report Type '1'
and all Balance Sheet Accounts must be Report Type '2'.
NORMAL BALANCE
--------------
The program requires that all Asset and Expense Accounts
be identified as having a normal debit balance: Code 1. All
Liability, Equity, and Income accounts must be identified as
having a normal credit balance: Code 2.
TOTAL LEVEL
-----------
The Balance Sheet will have three columns of numeric
information. The first column will print the posting account
amounts, and the level 1 total amount. The second column
will print the level 2 total amount. The third column will
print the level 3 total amounts and the level 4 total
amounts. The use of a level 4 total will cause the program
to print a single line before the total amount, a double line
after the total amount and eject to a new page.
The Income Statement is largely predefined. However,
you must include a total account at the end of the Income
Accounts and at the end of the Expense Accounts. The final
Net Income/Loss total is automatic - (does not require a
total account
-2-
USERS GUIDE
-----------
DO NOT USE YOUR ORIGINAL DISK FOR ANYTHING BUT MAKING A
WORK COPY.
The first and most important item is to make a work copy
of the program disk, then put the original disk in a safe
place. The Original Disk should be used only for making work
copies of the programs disk. Place original disk in drive A
and a blank formated disk in drive b:
For Public Domain compiled version users (GL.EXE)
Copy gl.exe b:/v (SYSTEM PROGRAM)
Copy *.dbf b:/v (DATA FILES)
Copy *.ntx b:/v (INDEX FILES)
Copy *.mem b:/v (RETAINS MONITOR COLOR SETTING)
This program is designed to work on a computer with
floppy drives, or hard disk, under DOS. Insert the work copy
of your disk in Drive A, and at the A> GL {return}. dBASE
III is not required.
The program will first display an opening statement then
after you have read the information, press any key to see the
main menu. The Menu will look something like the following:
Company Name Accounting period ending xx/xx/xx
-------------------------------------------------------------------
Copyrighted by Millrose Corp., All rights reserved.
GENERAL LEDGER PROGRAM SELECTION
1. GENERAL INFORMATION FILE MAINTENANCE
2. ENTER/PRINT TRANSACTION
3. FINANCIAL REPORTS
4. CHART OF ACCOUNT FILE MAINTENANCE
5. EXIT
6. ADJUST MONITOR COLOR
7. REINDEX DATA FILES
Enter Choice --
-------------------------------------------------------------------
Your first selection should be '1' GENERAL INFORMATION
FILE MAINTENANCE. This screen asks you for nine(9) pieces of
information.
1. Company Number
Not significant to this version of the program.
2. First Sales Account:
This is very important as it starts the selection
for the calculation of gross income. We suggest
the account number entered be the Title Account for
your income.
-3-
3. Last Sales Account:
The is very important as it determines the ending
account for the calculation of gross income. We
suggest the account number entered be the last
Total account in the income group.
(BE SURE YOU UNDERSTAND ITEMS 2 & 3)
4. Fiscal Year Ends:
For information purposes, but not essential to the
operation of the program
5. Company Name:
Your Company name. After this has been entered it
will be reflected on the top of the screen of the
Main Menu and on all reports.(Screen or Printed)
6. 7. 8. Company Address, and Federal ID number. For
information purposes, but not essential to the
operation of the program.
9. Fiscal Month End:
This must be the ending date of the current
accounting period. This date will appear on the
top of all of your printed reports. NOTE: This is
NOT the fiscal year end, but the Current Accounting
period.
The completion of the above information may be as
important as the proper preparation of your Chart of
Accounts. Items 2 & 3 are absolutely essential in the
preparation of the Income Statement and Balance Sheet. Items
5 & 9 will be printed on the top lines of all your reports.
SELECTION '2' MAIN MENU
ENTER/PRINT TRANSACTIONS
The selection of '2' will bring you to a sub menu which
will be similar to the following:
ENTER/PRINT TRANSACTIONS
------------------------
1. ENTER CASH RECEIPTS
2. ENTER CASH DISBURSEMENTS
3. ENTER JOURNAL ENTRIES
4. PRINT TRANSACTIONS
5. RETURN TO PREVIOUS MENU
Enter Choice --
-4-
From this menu you select the type of transaction you
wish to record. When you select one of the 'Enter' programs
a screen format will appear. At the top left of your screen
it will identify the type of transaction you are about to
enter. On the top right of the screen will appear the fiscal
period to be used in recording these transaction. (This
fiscal period may be changed by selecting '1' GENERAL
INFORMATION FILE MAINTENANCE from the main menu.)
Near the top right of your screen will appear the open
balance of the journals you are entering. In the event you
did not 'zero' out a prior journal, the open balance will be
displayed. Near the bottom of the screen will appear seven
(7) items to be completed in recording the transaction. In
the event you make an error in entering any item you will
have the opportunity to correct the information after you
have completed entering the seven items. The only exception
to this is your cannot change an account number. In the
event there is an error in the account number, your must
delete the entry (selection 99) and reenter the entire
transaction.
The Cash Receipts program will allow you to enter only
in the CREDIT field of the format. The DEBIT entries must be
entered as negative amounts. The Cash Disbursements program
will you to enter only in the DEBIT field of the format. The
CREDIT entries (including offset to Cash) must be entered as
a negative amount. The Journal Entry program allows you
enter both DEBITS & CREDITS on the screen format. You must
exercise care on the Journal Entry format to be sure you are
correctly entering the DEBIT & CREDIT amounts.
Your final entry on Receipts/Disbursemts must be an OFFSET
to your bank account. This is done by entering a negative
figure for the amount indicated on the top of your screen.
(You can have multiple bank accounts under this system.)
SELECTION '3' MAIN MENU
FINANCIAL REPORTS
The selection of Financial Reports will display a sub
menu of the various financial reports. The sub menu will be
similar to the following:
FINANCIAL REPORTS MENU
1. Trial Balance
2. General Ledger - Current Month
3. General Ledger - Year-to-Date
4. Balance Sheet
5. Income Statement
6. End of Accounting Period
7. Fiscal Year End
8. Return to Main Menu
Enter Choice --
-5-
TRIAL BALANCE
The Trial Balance may be viewed on the screen or printed
at any time during or at the end of an accounting period.
GENERAL LEDGER - CURRENT MONTH
The General Ledger may only be a printed report. This
report should be run after you have entered all of your Cash
Receipts, Cash Disbursements, and Journal Entries for the
current accounting period. Normally you would run the Trial
Balance before this report to be sure all of your accounts
are in balance. This report will start with the closing
balance of the previous month, and detail all of the
transactions of the period. Each detail transaction will be
identified by date, transaction number, and source of the
transaction. The source codes are: Cash Receipts 11, Cash
Disbursements 12, Journal Entries 13. In the event you have
a question on any detail item the transaction number and
source will enable you to quickly locate the original
transaction.
GENERAL LEDGER - YEAR-TO-DATE
This General Ledger - Year-To-Date may only be a printed
report. This report is similar to the Current Month General
Ledger, except each account starts with the beginning of the
fiscal year balance, and details all of the transactions for
the year. The same information is printed on the report as
the Current Month General Ledger.
NOTE: This report may only be run after you have
completed all of your monthly reports and run the "END OF
ACCOUNTING PERIOD" program.
BALANCE SHEET
This report is user defined. Please refer to prior
sections for preparation of the Chart of Accounts and General
File Maintenance Information for the information in
formatting the Balance Sheet to your specifications. The
Balance Sheet may be either previewed on the screen or
printed.
INCOME STATEMENT
This report is primarily pre-defined. Total accounts
must be included at the end of Income & Expenses items.
Please refer to prior sections for preparation of the Chart
of Accounts and General Information File Maintenance for
further information. The Income Statement will display or
print both the current month information and the year to date
information. In addition the report will what percentage
each sales category is of the total sales and what percentage
each expense is of the total sales.
-6-
END OF ACCOUNTING PERIOD
This program is run after you have printed and carefully
reviewed all of your monthly reports. This program will
transfer all of the monthly detail information to the year-
to-date History file and erase the same information from the
monthly detail file. In addition the account master file
will be updated to reflect the start of a new accounting
period.
FISCAL YEAR END
This program is run only at the end of your fiscal year
after all of the monthly reports and the Year-to-Date General
Ledger have been completed. Each of the aforementioned
reports should be reviewed carefully for accuracy before this
program is run. This program will erase all of the detail
for the fiscal year and change information in the Account
Master file for the new fiscal year.
SELECTION '4' MAIN MENU
CHART OF ACCOUNT FILE MAINTENANCE
This selection takes you to a sub menu which allows you
to: 1. ADD A NEW ACCOUNT 2. CHANGE/DELETE AN EXISTING
ACCOUNT 3. LIST ACCOUNTS.
The ADD and CHANGE selections is used for entering or
changing all posting accounts, title accounts, heading
accounts and total accounts. In the event you discover you
have made an error in entering an account the information may
be corrected or the account deleted by selection 2.
The LIST ACCOUNTS allows you list all accounts,
including posting, title, heading, & total accounts or only
the posting accounts. The listing of posting accounts
usually would be made available to the bookkeeper and the
data entry operator for verification of the posting accounts.
The complete list usually would be for the person who is
responsible for formatting of the financial reports.
---------------------------------
dBase III is a trade mark of Ashton-Tate. This program is
not authorized or sponsered by Ashton-Tate
-7-
In the event you access the data files by dBASE III or
any other program your index files may become corrupted, the
following databases and indexes are used: All files are
automatically reindexed by using option 7 of the Main Menu.
If your reports do not display or print properly we suggest
you reindex your files. Option 7 of the Main Menu.
DATA BASES USED
MASTER.DBF
Index on account to acct
DETAIL.DBF
Index on account to acctno
Index on trans to transnmbr
CMASTER.DBF
No index
CTRL
No index
HISTORY
Index on account to hacct
NOTE:
We have now added an additional DBF to the program. SAV.
DBF This DBF contains a sample chart of accounts. In the
event you wish to use it for testing or ?: At the A> prompt
do the following:
A> rename master.dbf master.sav
A> rename sav.dbf master.dbf
When reentering the Main Menu you must use Option 7, and
reindex your data files before attempting any entries or
reports.
In the event, you append the sav.dbf and do any
testing you must make a new work copy for your actual
operations. The testing may (and probably will) leave
information in the history.dbf or other files.
TRY THE PROGRAM - IF YOU LIKE IT PLEASE USE THE
FOLLOWING REGISTRATION FORM. (Registration is optional)
Version 2.+ provides additional features which include faster
entry for receipts/disbursement and journal entries. On
multiple entries from the same receipt of disbursement
REFERENCE, DATE, REC'D FROM/PAID TO and COMMENTS will repeat
from the prior entry.
The Income Statement allows for a sub-total within either
the Sales or Expense Classifications, plus sub-total for Cost
of Sales and Gross Profit on Sales.
-8-
REGISTRATION AND
ORDER FORM
Date: ______________
To: Millrose Corporation
7210 Jordan Avenue B-22
Canoga Park, Ca., 91303
|___| Please register my copy of Version 1.3 of the SMALL
BUSINESS ACCOUNTING SYSTEM - SBAS GENERAL LEDGER.
& receive lastest copy of Ver. 1.3+. & 60 days free
customer service.
I wish to receive the complete dBASE III source code
|___| and the compiled program for the version 2.0-+
(Includes resigtration fee) (Source code not available with
registration fee only.) Includes 120 day customer
service.
Register to:
Name: __________________________________________
Company:________________________________________
Address: _______________________________________
City,State,Zip: ________________________________
Telephone: _____________________________________
1.) Registration fee $20.00 _________
2.) Version 2.0 $49.95 _________
Shipping/Handling _________
USA $3.00, Outside USA $6.00
Calif.residents (6 1/2 % sales tax) _________
TOTAL (Only US funds)
=========
bbd
