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MANUAL.TXT
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1996-10-20
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9KB
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234 lines
EASY SOFTWARE - PETTY-CASH
...............IMPORTANT IMPORTANT IMPORTANT......................
This program is supplied with the date format pre-set to the
North American format:- Month/Day/Year
If you normally write dates:- Day/Month/Year
Then you must reset the format before using the program. To change
the date format, select "Administration" from the main menu, then
"Configuration" then "Network Common Items" You can then choose
your prefered date order, date separator character and numeric
format.
...................................................................
OVERVIEW
Welcome to Easy Software's Petty-Cash record keeping system.
This program is designed for any organization that allocates
cash to branch or office levels for incidental expenses. The
program is very simple to operate and does not require the user
to have any accounting knowledge. The program keeps a running
balance of the petty-cash account plus an associated bank
account if required. All the user has to do is enter each
transaction: Cash Received , Cash to Bank, Cash withdrawal, Cash
purchases and cheque purchases, choosing an analysis (Nominal)
heading as he enters them. At the end of an accounting period
the program prints a full history of all transactions in a "Bank
Statement" format followed by an analysis of expenditure by
nominal heading. This printout can then be forwarded to the
accounts department and the system can be reset, carrying
forward the current balances in cash and at the bank.
The analysis (nominal) headings are not pre programmed, you can
enter any heading you wish and the accounting period is not
fixed, you can reset after any convenient period.
USING PETTY-CASH
The evaluation copy is shipped with headings and some example
data so that you can test and get a feel for it quickly:
Select "Make Cashbook Entries" from the main menu. The input
screen appears with the current date pre entered and a choice
list for the entry type displayed ( Cash Payment, Cheque
Payment, Cash to Bank, Bank Withdrawal or Cash Received )
Select "Cash Payment" and press return. Cash Payment is copied
to the type field and a choice list of all analysis headings is
displayed. Choose the heading under which you wish the payment
to be analyzed and press return. Your choice is copied to the
analysis field and all you have to enter is the amount with an
optional remark.
If the transaction was not for the current date, just press the
home key to take the cursor to the date field and edit it.
Press F2 to record the transaction. The input screen repeats
automatically for further transactions - Press Esc when
complete.
Now select the second menu item "List Cashbook Entries". First,
you are offered the choice to include or exclude the remarks.
Then you are asked whether the output is to go to the screen or
the printer. Select "Output To Screen" and press return. Two
reports are sent to the screen. The first is a full transaction
record to date with running balances for Cash and Bank. The
second is a period analysis.
At the end of your chosen accounting period you simply print
these two reports and reset the system for the next period.
If you wish to see the reports in print, select "Administration"
from the main menu followed by "Configuration" Select a suitable
printer driver and enter the paper size you are using first.
There are several other options you can choose in
"Configuration" including the screen colors, menu borders and
date / numeric formats.
With the "administration" menu on screen, you can add and delete
analysis headings with the first two menu items and the third
item resets for the next period by erasing all transactions and
carrying forward the Cash and Bank balances.
When you are familiar with the program and are ready to start
with live data, select item six ( Clear Existing Data ) on the
administration menu.
With "Clear the System" highlighted, press the return key to
clear all data. Now select item three, "Enter new Opening
Balances". Enter the current cash balance and the bank balance
if you have one and press F2.
Now go back to the Administration menu, select item one and
enter the analysis headings that you wish to use. The system is
now ready for your live data.
LOOKUP PREFERENCE
When you enter transactions, the choice list for transaction
type is a fixed list. The list of Analysis headings however is
looked up from a file containing the headings you have entered.
As supplied, Petty-Cash displays the entire list of analysis
headings as soon as you have chosen the entry type. This is
convenient if your list of analysis headings is small. If you
have entered many analysis headings, however, you may find it
more convenient to restrict the length of your list by entering
a wildcard lookup spec. To do this, select "Analysis Lookup
Preference" on the administration menu. Select "User Select" and
press F2.
Now, when entering transactions, after you choose the
transaction type, the cursor will enter the analysis field but
no list will appear. To select the analysis heading type one
or more characters of the heading you require followed by an *
followed by the return key.
The list will now appear but contain only those headings which
begin with the character or characters you have typed. If only
one analysis heading begins with the characters you have typed,
it will be entered directly to the field.
CORRECTIONS
If you realize that you have made an error after entering a
transaction, you can correct it using item three (Edit Entries)
on the main menu. In order to edit an entry, you have to know
its number in the records. "View entry numbers" will list
records with their numbers, either for the entire period or for
any one day and you can send the output to the screen or to the
printer. Once you know the number for the record to correct,
choose "Edit an Entry", enter the record number to edit, make
your correction and press F2 to correct the record on disk.
BACKUP AND RESTORE
Petty-Cash includes its own built in backup system. To backup
your data, insert a blank floppy disk and then select item 8 on
the main menu.
If your computer or hard disk ever fails, you can re-install
Petty-Cash on a new machine then restore your data by inserting
your backup disk and selecting "Restore Data" from the
administration menu.
REBUILD INDEX FILES
Petty-Cash uses BTree index files. These can be corrupted if you
suffer a power failure while entering records. If this ever
happens, select this item to re-write them.
.................................................
EVALUATION LICENCE
If this is an evaluation copy of Petty-Cash, you are licensed to
use it for a period of thirty days. If you wish to continue
using it beyond the evaluation period, you must purchase a
registered copy. The current price is $40 US or 25 Pounds UK for
use on a single machine. Easy Software also provide "Site
Licenses" for multiple use at discount. Please call or Fax for
details. Or check our WWW page at:
http://ourworld.compuserve.com/homepages/easysoftware
If you are still using the evaluation copy at the end of the
thirty day period, the program will remind you of your
obligation to purchase a registered version. At no time,
however, will it cease to function.
..................................................
USER MODIFICATIONS
Petty-Cash is written in Easy Base, Easy Software's relational
data management system and can be user modified by copying all
files to a sub directory of Easy Base.
Petty-Cash is copyright Easy Software Ltd. 1996
Easy Software, however, grant to any registered user of Easy
Base the right to use and modify the code in Petty-Cash provided
that such modified code is for their own use and is not re-sold.
All other rights are reserved.
..................................................