JCSM Shareware Collection 1993 November

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Black Cat Software AUTOPLAN Version 6.0 AUTOPLAN Program By BLACK CAT SOFTWARE June 1, 1990 Version 6.0 Copyright 1990,1991 This Car Expense program is in primary distribution and should not be copied, unless express written consent by BLACK CAT SOFTWARE. This program is designed to provide an easy way of keeping track of business related car expenses on a weekly basis. The program gives you an easy accounting total of yearly expenses pertaining to company reimbursements and allowable income tax deductions This should facilitate in the preparation of income tax and check your car plan for proper reimbursements to out of pocket expenses. All calculations in this program should be verified by supporting documents. BLACK CAT SOFTWARE 78 Bujold Court Kanata Ontario, K2L-3N8 Canada TABLE OF CONTENTS INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . 5 FILE MENU . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 File:. . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1.1) List File. . . . . . . . . . . . . . . . . . . . . 6 1.2) Open File. . . . . . . . . . . . . . . . . . . . . 6 1.3) Stats. . . . . . . . . . . . . . . . . . . . . . . 6 Stat file screen definitions.. . . . . . . . . . . 7 Stats Screens Con't... . . . . . . . . . . . . . . 8 1.4) Change Year. . . . . . . . . . . . . . . . . . . . 8 1.5) Exit.. . . . . . . . . . . . . . . . . . . . . . . 8 EXPENSES MENU . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Expenses:. . . . . . . . . . . . . . . . . . . . . . . . . . 9 2.1) Enter Record:. . . . . . . . . . . . . . . . . . . 9 Enter Record screen definitions. . . . . . . . . 10 2.1.1) Change a Record. . . . . . . . . . . . . . . . 11 2.2) List Records . . . . . . . . . . . . . . . . . . 11 2.3) Company YTD. . . . . . . . . . . . . . . . . . . 11 2.4) Tax YTD. . . . . . . . . . . . . . . . . . . . . 11 GAS MENU. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Gas: . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 3.1) Enter Record . . . . . . . . . . . . . . . . . . 12 3.2) List Gas Records:. . . . . . . . . . . . . . . . 13 MAINTENANCE MENU. . . . . . . . . . . . . . . . . . . . . . . . 14 Maintenance: . . . . . . . . . . . . . . . . . . . . . . . 14 4.1) Enter Record . . . . . . . . . . . . . . . . . . 15 4.2) Update Maintenance . . . . . . . . . . . . . . . 15 4.2.1) Updating from Expense file:. . . . . . . . . . 16 4.3) History: . . . . . . . . . . . . . . . . . . . . 16 UTILITIES MENU. . . . . . . . . . . . . . . . . . . . . . . . . 17 Utilities: . . . . . . . . . . . . . . . . . . . . . . . . 17 5.1) Calculator . . . . . . . . . . . . . . . . . . . 17 5.2) Calendar . . . . . . . . . . . . . . . . . . . . 17 5.3) Delete Print Files . . . . . . . . . . . . . . . 17 5.4) Delete Expense Files . . . . . . . . . . . . . . 17 REPORT MENU. . . . . . . . . . . . . . . . . . . . . . . . . . 18 Reports: . . . . . . . . . . . . . . . . . . . . . . . . . 18 6.1) Car Expenses . . . . . . . . . . . . . . . . . . 19 6.2) Gas Records. . . . . . . . . . . . . . . . . . . 20 6.3) Company Expenses (Operating Costs).. . . . . . . 21 6.4) Tax Report.. . . . . . . . . . . . . . . . . . . 22 6.5) Monthly Expenses (Operating Costs).. . . . . . . 23 6.6) Vehicle Statistics.. . . . . . . . . . . . . . . 24 6.8) Printer Setup. . . . . . . . . . . . . . . . . . 26 TABLE OF CONTENTS OPERATIONAL DATA . . . . . . . . . . . . . . . . . . . . . . . 27 Backspacing: . . . . . . . . . . . . . . . . . . . . . . . 27 Deleting a Record: . . . . . . . . . . . . . . . . . . . . 27 Depreciation:. . . . . . . . . . . . . . . . . . . . . . . 27 Exiting Screens: . . . . . . . . . . . . . . . . . . . . . 27 Expenses year: . . . . . . . . . . . . . . . . . . . . . . 27 Gas mileage: . . . . . . . . . . . . . . . . . . . . . . . 27 Installation:. . . . . . . . . . . . . . . . . . . . . . . 28 Floppy Installation:. . . . . . . . . . . . . . . . . 28 Hard Disk Installation: . . . . . . . . . . . . . . . 28 Mileage: . . . . . . . . . . . . . . . . . . . . . . . . . 28 Outputting reports to a file:. . . . . . . . . . . . . . . 28 Quitting Lists:. . . . . . . . . . . . . . . . . . . . . . 28 Reports: . . . . . . . . . . . . . . . . . . . . . . . . . 28 ERRORS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Errors Con't:. . . . . . . . . . . . . . . . . . . . . . . 30 SYSTEM INFORMATION: . . . . . . . . . . . . . . . . . . . . . . 31 Operating System:. . . . . . . . . . . . . . . . . . . . . 31 Memory Requirements: . . . . . . . . . . . . . . . . . . . 31 Config.sys:. . . . . . . . . . . . . . . . . . . . . . . . 31 PROBLEM REPORT. . . . . . . . . . . . . . . . . . . . . . . . . 32 MOUSE INFORMATION . . . . . . . . . . . . . . . . . . . . . . . 33 Mouse Operation: . . . . . . . . . . . . . . . . . . . . . 33 Button 1:. . . . . . . . . . . . . . . . . . . . . . . . . 33 Button 2:. . . . . . . . . . . . . . . . . . . . . . . . . 33 STATUSLINE. . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Serial #:. . . . . . . . . . . . . . . . . . . . . . . . . 34 Version: . . . . . . . . . . . . . . . . . . . . . . . . . 34 Working Year:. . . . . . . . . . . . . . . . . . . . . . . 34 Notice Board:. . . . . . . . . . . . . . . . . . . . . . . 34 Autoplan Reference Guide _________________________________________________________________ INTRODUCTION Version 6 has many performance enhancements and features over version 5. These include pull down menus, pop-up calculator, calendar plus many speed enhancements to screen and file I/O. Upon typing 'AP' the program will load and present you with a menu, select open file. At this prompt just enter the working year of the car expenses, ie: 88. This will create a data file to hold that year of expenses, ie: CAR88.exp. Autoplan comes with an install program to correctly install the product on the correct drive. Refer to the chapter on operational data for installation procedures. If used on a diskette a new diskette should be used for each year as the diskette will become full after a year of expenses are entered. ** Entries between < > are commands or a response to a prompt, in this README file. KEYWORD MEANINGS: DATE = Follows the format of (MMDDYY) FILE = Expense file used. IE: CAR89.EXP KEY = The key to finding each record RECORD = A completed expense report entered. FILE SYSTEM INFORMATION: EXP directory: Holds the yearly expense file. (EXPYY.EXP) Holds the yearly gas file. (EXPYY.GAS) Holds the global stats file. (CARYY.STA) Holds the printer configuration file. (PRINT.STA) Holds the maintenance history file. (modelYY.MNT) Holds the maintenance current file. (modelYY.NDX) PRT directory: Holds all file prints. (SUM1289.PRN) PROGRAM directory: Used for Autoplan program data. _________________________________________________________________ Black Cat Software 5 Autoplan Reference Guide _________________________________________________________________ FILE MENU File: This menu selection is for opening the desired working year of expense files. Also the Stats file is located here as it is a global file for all other menu items. If a file is not selected there will not be sub-menu options available that require the use of an expense data file. These will be shown in red. 1.1) List File This option will open a window and list out all the available expense year files. These are in a year format as (1989). The hi-light bar can be moved by using the cursor keys or by picking the hi-lite bar with the mouse cursor and moving it to the desired year. Select the hi-lite bar by putting the mouse cursor on the hi-lite bar and holding down button one on the mouse then moving the hi-lite bar to the desired year. Then releasing button 1 and pressing button two to load the selected year or you can select an option from the noticeboard. The hi-light bar will always placed on the most current year. 1.2) Open File This option will prompt for the expense file year to open. If the expense year is 1990 then <90> is all that has to be entered. Enter the desired expense year in the form of 89, 90 ...etc. Only 3 digits are allowed, the third digit is to designate a second car of the same year of expenses. In most cases only two digits will be required, but if a change of vehicles occurs during the year then append expense year with a 1,2 etc to designate a second, third vehicle. 1.3) Stats This is the entry screen for global data pertaining to all expenses entered for the particular year. This is an important screen and 'MUST' be filled in as completely as possible. If an automobile model and year are not entered a maintenance file will not created. The maintenance file name is made up of these entries. The field definitions follow on the next page _________________________________________________________________ Black Cat Software 6 Autoplan Reference Guide _________________________________________________________________ FILE MENU Stat file screen definitions. a) Name: Your full name to be used on reports. b) Auto make: The make of your car. c) Auto model: The model of your car. d) Auto year: The year the car was manufactured. e) Car purchase price: The full purchased price of the automobile used for business. f) Purchase date: The date the car was purchased.(MMDDYY) format. g) Car payment: Enter your monthly car payment. h) Car loan: The actual loan used to purchase the car. i) Car loan Int/rate: The interest rate at which the car loan is. j) Interest paid: Enter interest paid on car loan. Enter at the end of the year if the calculated value is incorrect. k) Max car value: This is the maximum car value as stated in the tax guide. ie: 20000.00. l) First year of dep: This is the first year that the car was depreciated on your income tax. If it has never been depreciated before use the current tax year. m) Depreciation cost: Enter value at end of the year if the calculated value is incorrect. _________________________________________________________________ Black Cat Software 7 Autoplan Reference Guide _________________________________________________________________ FILE MENU Stats Screens Con't... n) Taxable allowance: If your monthly car allowance is taxable enter <Y>es. o) Licence plate cost: The cost of your car registration. p) Insurance: Your total car insurance. q) Mileage rate: This is the Kilometre (mileage) rate that the company allows you to charge for business mileage. If no rate is used 1.5 cents/km (mile) is used as default to assume a wear and tear rate of the car. r) Metric (Y/N): Enter <Y> if Metric headers are to be used. ie: Litres, etc. Enter <N> if using U.S. headers. ie: gallons, etc 1.4) Change Year. This is just the same as 1.2, except it will reload a new working year. 1.5) Exit. This will let you exit AUTOPLAN. _________________________________________________________________ Black Cat Software 8 Autoplan Reference Guide _________________________________________________________________ EXPENSES MENU Expenses: The expense menu is for entering and displaying expense records pertaining to the use of your personal vehicle. The mileage entered 'MUST' be in a continuous order or an error will result. Even if no business mileage is available to be entered an expense report screen should be completed. If an error does result, the program will give you an indication of which expense record is in error. The Company and Tax YTD (Year To Date) can give you an indication at any time of where you stand on company expenses vs reimbursements. Although this might not be a true picture of expenses if you spent an unproportionate amount of money on repairs or you have a vehicle that exceeds the mileage allowance by your company. The excess amounts will all be shown on the Tax YTD screen and possibly increase your Tax rebate for vehicle expenses. Note: This is applicable to State and Federal Laws. 2.1) Enter Record: This is the main data entry screen for weekly expenses. The key to each record is the date, so enter the date to correspond to the closing date of the expense report period. The last expense report date entered will be displayed on the screen. A record should be created for January 1 and December 31 of the year. This is done by entering the date, beginning and ending mileage should be set the same, there by generating a null record for mileage calculation only. This will create a starting mileage for the expense file. The same should be done for the end of the year. This will ensure a full accounting of costs for the expense year. Enter record screen definitions follow on the next page. _________________________________________________________________ Black Cat Software 9 Autoplan Reference Guide _________________________________________________________________ EXPENSES MENU Enter Record screen definitions a) Date of expense week: The ending date of the expenses report.(MMDDYY) format. b) Beginning mileage: The beginning mileage for that expense period. The previous expense report mileage will be displayed. This should be the mileage used, unless you are entering expense reports out of sequence. Be careful not to leave mileage gaps between expense periods. c) Ending mileage: The ending mileage of that expense period. d) Business mileage: The total business mileage for the expense period. e) Parking: Parking expenses. f) Gas: Gas cost for the expense period. This will be updated by the gas records file. g) Oil: Oil costs. h) Reimbursements: The reimbursements for the expenses period to cover out of pocket expenses. (Do not enter monthly car allowance in this field) i) Repairs: Enter any repair costs incurred for this expense period.This includes any maintenance or parts not included elsewhere in this screen. If a value is entered you will be prompted if you would like to update the maintenance file. Refer to the section on the maintenance file. j) Car allowance: If the car allowance pay period falls in this expense period enter it here. _________________________________________________________________ Black Cat Software 10 Autoplan Reference Guide _________________________________________________________________ EXPENSES MENU 2.1.1) Change a Record Use record entry to change a record. This is the same as adding a new record but it will display the previous values of each field and allows changes to those fields. The KEY to the record is the date. So just enter the date of the expense period and the record will be displayed for changes.If you <RETURN> through a field it will remain the same as previously entered. 2.2) List Records This lists out the entered expense period records with some of the associated data. 2.3) Company YTD This screen totals the expense period records for actual expenses. This shows actual business day to day expenses verses company reimbursements. It totals them to-date and shows a profit or loss. See section 6.3 for a report on Company expenses 2.4) Tax YTD The tax screen will show most of the global data and the calculated data used for tax purposes. It will give you an approximate allowable tax deduction for the income tax period. It takes into account business mileage percentage, interest paid on loans and operating costs. Totals should be verified by supporting documentation. See section 6.4 for a report of on the Tax screen. _________________________________________________________________ Black Cat Software 11 Autoplan Reference Guide _________________________________________________________________ GAS MENU Gas: This option is used to enter gas receipts. The gas costs entered are transferred to the expense file to complete the cost figures for tax calculations, they will overwrite any value in this field. If a gas entry is not a fill-up, mileage calculations will not be reflected in km/litre (Miles/mile) total. A * will be placed beside the disregarded entry. Only one gas entry should be entered per day. If more than one is available then total the cost and cost/litre(gal). Divide the cost/litre(gal) by the number of entries to get the average. Enter these totals. A gas entry should be created for January 1 and December 31 of the year. The vehicle should filled up on or before January 1 and only the mileage entered in the gas record. This will create a starting mileage for the gas file. The same should be done for the end of the year. This will ensure a full accounting of operating costs for the expense year. An expense record should exist before gas entries are made. As gas entries are not applied to the expense file unless a record exists to put them into. To delete an entry just enter the desired date of the record. When it is displayed, then enter an underscore <_> in the mileage field and the record will be deleted. To force update gas records to the expense file, two consecutive <ESC>'s will force the update. Otherwise one <ESC> will exit normally from the screen and only update if necessary. 3.1) Enter Record a) Date: Enter the date of the gas purchase. b) Mileage: This mileage is for calculating your miles/litre (Gal) of your car. Enter the oedometer reading of the fill up. c) Gas cost: Enter the gas cost for the fill up. d) Cost/litre(Gal): Enter the cost/litre (Gal) for the above fill up. 3.2) List Gas Records: This will list out records from the gas file with some associated data. _________________________________________________________________ Black Cat Software 12 Autoplan Reference Guide _________________________________________________________________ MAINTENANCE MENU Maintenance: This file is for holding vehicle maintenance items that require regular use. ie: Oil changes, Tune-ups. The maintenance module will allow tracking of up to 150 different items for maintenance on a vehicle. These items are defined by entering them in the Enter Record option of the maintenance menu. They can be any desired item that you wish to classify for maintenance. Updating of Maintenance items can be done in one of two ways. They can be updated while entering a new record in the expenses menu. This is the desired way to update the maintenance module as all relevant data is transferred automatically to the maintenance module when the item is selected from the window to update. They can be manually updated through the maintenance menu update option. Although all fields must be filled in manually. The data entry is setup in the following manner: Item Change Last Last Mileage Mileage Date Oil Change 8000 60000 .......... | | | | a b c d a) The maintenance item you wish classify. b) The cycle mileage of a maintenance item. In this example you will be notified every 8000 kilometres(miles) that an oil change is due. c) The last time the item was done. Example: The last Oil change was at 60000 km(miles) the next one will be notified at 67500. (500km(mile) warning limit). A mileage must be entered. d) The date which the last maintenance was done. _________________________________________________________________ Black Cat Software 14 Autoplan Reference Guide _________________________________________________________________ MAINTENANCE MENU 4.1) Enter Record Enter the item you wish to classify in the item field. This is a 15 character field, spaces are allowed and proper name capitalization will occur automatically. This will be the KEY to the maintenance record. Item: The item you wish to classify for maintenance. Change Mileage: The change mileage field is a 6 value numeric field to hold the number of miles (Km) to elapse before this item is due for maintenance. Last Mileage: The last mileage field is also a 6 value numeric field and should be entered with the mileage of the last time this item was in for maintenance. Date: The date field is a 6 character standard (MMDDYY) field for holding the date of the last time maintenance was performed on this item. 4.2) Update Maintenance On entering the update option a window will be display the available item to update. The items my be browsed by using the cursor keys or the noticeboard arrows. By entering the item number you will be prompted through sub-windows to enter more data to complete the transaction. Multiple items my be updated at one time by repeating the process. Pressing the <ESC> key will exit the update window. The enter record option in the expenses menu will call this facility if a repair cost is entered. After an item is selected all required data is pasted to the update module and no other information will be required to be entered. _________________________________________________________________ Black Cat Software 15 Autoplan Reference Guide _________________________________________________________________ MAINTENANCE MENU 4.2.1) Updating from Expense file: When entering a value in the repairs field you will be prompted if you would like to update the maintenance file. If a <Y> is entered the maintenance file items will to be displayed in the maintenance window. Select the desired item number and the record will be updated with the current information from the expense screen. 4.3) History: This option will list out the history file. Mouse and cursor keys are supported to preview the records. See section 6.7 for report print-out of the history file. _________________________________________________________________ Black Cat Software 16 Autoplan Reference Guide _________________________________________________________________ UTILITIES MENU Utilities: This menu pertains to options that are not required to enter or retrieve data. There is a pop-up calendar for convenience of the user and a pop-up calculator which has the ability to output the transaction to the printer. The two delete options are used for the deletion of unwanted entries in the PRT and EXP directories. 5.1) Calculator This is a 4 function pop-up calculator that is available by selecting it on the menu. The results can also be sent to the printer by pressing F7 when a calculation is to be performed and Q to quit the calculator. 5.2) Calendar This is a pop-up calendar that is displayed on the main screen. It is turned on by selecting this item and turned off by selecting it a second time. 5.3) Delete Print Files When selecting this option a maximum of 30 print files will be displayed in the window. By using the cursor keys or mouse to move the hi-light bar to the file you wish to delete, then by pressing the delete key or selecting [DEL] on the noticeboard with the mouse, then the file will be deleted. This holds true for delete expense files. 5.4) Delete Expense Files See delete print files. _________________________________________________________________ Black Cat Software 17 Autoplan Reference Guide _________________________________________________________________ REPORT MENU Reports: A menu will appear with a selection of report options to print. Select an option and it will print on the local printer. If the printer is offline or you don't have a printer, it can then be sent out to a file in the PRT directory with a date stamp. The file can then be printed remotely or taken to another PC with a printer. To output reports to a file, just turn off your printer and select the option you would like to print. The output will be sent to the PRT directory and the file will be date stamped will the current date. The following sub-sections describe the output reports from the report menu module of the AUTOPLAN report generator. _________________________________________________________________ Black Cat Software 18 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.1) Car Expenses Car expenses by weekly report. CAR EXPENSES Date Begin Ending b/m Park Gas Oil Rib Rep Allow 010789 46300 46789 467 $ 0.00 $ 22.00 $ 0.00 $ 22.00 $ 0.00 $ 0.00 011489 46789 47400 574 $ 1.40 $ 34.00 $ 0.00 $ 35.40 $ 0.00 $275.00 012189 47400 47585 70 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 012889 47585 48160 525 $ 0.00 $ 44.00 $ 0.00 $ 44.00 $ 0.00 $ 0.00 _________________________________________________________________ Black Cat Software 19 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.2) Gas Records Gas expenses broken down on a weekly basis. GAS RECORD Mileage Total Mileage Valid Avg. for gas from records cost expense expense last only per period fill-up litre Date Begin End Total Gas Miles Cost Cost/litre 010189 46300 46789 489 $ 22.00 0 $ 0.00 0.00 011489 46789 47400 611 $ 34.00 611 $ 34.00 45.00 012189 47400 47585 185 $ 0.00 0 $ 0.00 0.00 012889 47585 48160 575 $ 44.00 0 $ 0.00 0.00 _________________________________________________________________ Black Cat Software 20 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.3) Company Expenses (Operating Costs). AUTOPLAN OPERATING COSTS REPORT Business Percentage rate of 73.23025 For Period Ending: <DATE> <NAME> Automobile make: Oldsmobile Automobile model: Cutlass Automobile year: 1986 Month Total Bus Total Total Total Bus Profit Mile Mile Gas Oil Repairs Reb Loss January 1860 1636 $ 73.23 $ 0.00 $ 0.00 $101.40 $ 28.17 Feburary 1790 1487 $ 93.73 $ 0.00 $ 52.86 $141.79 $ -4.80 March 2275 2110 $101.23 $ 2.56 $ 0.00 $151.01 $ 47.22 April 2020 1472 $ 94.25 $ 27.80 $ 0.00 $148.66 $ 26.61 May 2312 851 $ 82.48 $ 0.00 $128.09 $ 59.67 $-150.90 June 2567 1703 $114.24 $ 0.00 $ 0.00 $133.20 $ 18.97 July 2243 1662 $ 92.36 $ 2.77 $ 0.00 $116.34 $ 21.21 August 2183 1814 $ 82.02 $ 0.00 $ 0.00 $133.19 $ 51.17 Sept. 2450 1816 $112.77 $ 0.00 $ 0.00 $156.57 $ 43.80 Oct. 1289 695 $ 46.14 $ 0.00 $ 0.00 $ 52.96 $ 6.82 Nov. 1881 1458 $ 86.45 $ 0.00 $ 0.00 $102.06 $ 15.61 Dec. 1187 913 $ 45.77 $ 0.00 $362.98 $ 63.91 $-344.84 ------ ----- -------- -------- ------- ------- -------- Totals 24057 17617 $1024.67 $ 33.12 $543.93 $ 1360.77$-240.95 Operating Costs by Km Gas: 5.816 Oil: 0.188 Repairs: 3.088 ------- Total: 9.092 This report is for total operating costs on a company basis. Costs are on company use and based on business use only. Operating cost = (gas + oil + repairs). Profit/Loss figures are for reimbursement - (operating costs). A (-)neg amount represents out of pocket costs to operate vehicle for business use. A positive amount represents a profit of operating the vehicle for business use. _________________________________________________________________ Black Cat Software 21 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.4) Tax Report. Actual expenses incurred during the year. AUTOPLAN TAX REPORT For Period Ending: <DATE> <NAME> Business Mileage: 14556 Total mileage: 20400 Fuel & Oil: $1220.29 * Total gas & oil costs. Repairs: $ 2.19 * Total all repairs. Insurance: $ 650.00 * Yearly insurance costs. Licence: $ 48.00 * Automobile licence cost. Capital cost: $4950.00 * Automobile depreciation. Car Interest: $ 0.00 * Interest paid on loan -------- Total debits: $ 6940.48 Allowable claim: $ 4955.64 Reimbursements: $ 1146.50 Allowance: $ 2475.00 * Non-Taxable claim --------- Tax claim: $ 1334.13 * claimable portion Allowable automobile expenses Expenses______ ____ Possible TAX claim. | | Bus. mileage 14556 | | ----- X $6940.48 = $ 4955.64 Tot. Mileage 20400 _________________________________________________________________ Black Cat Software 22 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.5) Monthly Expenses (Operating Costs). AUTOPLAN EXPENSE MONTHLY REPORT By Total Operating Costs For Period Ending: <DATE> <NAME> Automobile make: Oldsmobile Automobile model: Cutlass Automobile year: 1986 Month Total Bus. Total Total Total Bus. Profit Miles Miles Gas Oil Repairs Reimb. Loss January 1860 1636 $ 100.00 $ 0.00 $ 0.00 $ 101.40 $ 1.40 Feburary 1790 1487 $ 127.99 $ 0.00 $ 72.19 $ 141.79 $ -58.39 March 2275 2110 $ 138.24 $ 3.49 $ 0.00 $ 151.01 $ 9.28 April 2020 1472 $ 128.70 $ 37.96 $ 0.00 $ 148.66 $ -18.00 May 2312 851 $ 112.63 $ 0.00 $174.91 $ 59.67 $-227.87 June 2567 1703 $ 156.00 $ 0.00 $ 0.00 $ 133.21 $ -22.79 July 2243 1662 $ 126.12 $ 3.78 $ 0.00 $ 116.34 $ -13.56 August 2183 1814 $ 112.00 $ 0.00 $ 0.00 $ 133.19 $ 21.19 Sept 2450 1816 $ 154.00 $ 0.00 $ 0.00 $ 156.57 $ 2.57 October 1289 695 $ 63.01 $ 0.00 $ 0.00 $ 52.96 $ -10.05 November 1881 1458 $ 118.05 $ 0.00 $ 0.00 $ 102.06 $ -5.99 December 1187 913 $ 62.50 $ 0.00 $495.67 $ 63.91 $-494.26 ---- ---- ------- ------ ------ ------- ------- Totals 24057 17617 $1399.24 $ 45.23 $742.77 $1360.77 $-826.47 This report is for total vehicle operating costs. It includes business and personal operating costs on a monthly basis. Operating cost = (gas + oil + repairs) Profit/Loss figures are for reimbursement - (operating costs). A (-)neg amount represents out of pocket costs to operate vehicle. A positive amount represents a profit of operating the vehicle paid for by business use. _________________________________________________________________ Black Cat Software 23 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.6) Vehicle Statistics. AUTOPLAN EXPENSE SUMMARY REPORT For Vehicle Statistics For Period Ending: <DATE> <NAME> Automobile make: Oldsmobile Automobile model: Cutlass Automobile year: 1986 Month Mile Costs C/L C/Km Km/L Reimb. Lit. January 1860 $ 100.00 45.900 5.38 8.54 $101.40 47.93 Feburary 1790 $ 127.99 0.000 7.15 0.00 $141.79 March 2275 $ 141.73 0.000 6.23 0.00 $151.01 April 2020 $ 166.66 47.883 8.25 5.80 $148.66 162.27 May 2312 $ 112.63 47.750 4.87 9.80 $ 59.67 221.99 June 2567 $ 156.00 50.487 6.08 8.31 $133.21 308.99 July 2243 $ 119.90 52.667 5.79 9.09 $116.34 171.11 August 2183 $ 112.00 49.917 5.13 9.73 $133.19 224.37 September 2450 $ 154.00 49.900 6.29 7.94 $156.57 184.37 October 1289 $ 63.01 50.875 4.89 10.41 $ 52.96 226.06 November 1881 $ 118.05 47.675 6.28 7.60 $102.06 221.50 December 1187 $ 62.50 44.900 5.27 8.53 $ 63.91 139.20 ---- ------- ------ ---- ----- ------ ------ Total 24057 $1444.47 48.795 5.97 8.57 $1360.77 1907.80 This report is for total vehicle statistics. It represents vehicle mileage costs. Costs = (gas + oil) Fields averaged are: Cost/litre, Cost/Km , Km/litre. These values are reported from actual gas receipts entered. If some costs are 0.00 then no gas receipts were entered for those dates. _________________________________________________________________ Black Cat Software 24 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.7) Maintenance Report. AUTOPLAN MAINTENANCE REPORT Date Item Change Last Mileage Mileage Cost 010289 Test Pattern 5000 35000 $ 45.00 120989 Test Pattern 5000 74357 $ 45.00 120989 Test Pattern 5000 70357 $ 1.00 123089 Tune Up 35000 75000 $ 20.00 120989 Tire Rotation 30000 70357 $ 10.00 121089 Oil Change 4000 78000 $ 23.00 -------- Total Cost $ 144.00 _________________________________________________________________ Black Cat Software 25 Autoplan Reference Guide _________________________________________________________________ REPORT MENU 6.8) Printer Setup. This screen is to setup DOT MATRIX printers. This allows report headers and main body, char and styles to be setup differently. Turning the printer characteristics off can be used for printers that do not support this functionality. The printer characteristics are Epson standard esc codes. Default Printer characteristics: Header: Pica, Condensed, Double Strike, Emphasized Body : Pica Printer characteristics off: Header: Pica Body: Pica Printer Port (1,2,3) * Printer port number NOTE: Reports printed to a file DO NOT have any print characteristics. _________________________________________________________________ Black Cat Software 26 Autoplan Reference Guide _________________________________________________________________ OPERATIONAL DATA Backspacing: You are able to backspace back through a screen to edit any field. The cursor must be on the first character of the field or the data will be deleted. This is valid on the all screens EXCEPT the maintenance screen. Refer to the maintenance section on its operation. Deleting a Record: By using the record entry item(2) and bring up the desired record then typing an <<_>> (underscore) will delete the record. Depreciation: Depreciation is calculated on the remaining balance by 30% from the first year of depreciation. This is used from the STATS screen. Calculated depreciation can be overridden by entering a depreciation paid in the STATS screen. Exiting Screens: An ESC at the first field of any screen will bring you back to the main menu. Expenses year: If a second car is used part way through a year create a second expense file. This is done by using expense year. eg: 891,892 etc. Gas mileage: Calculations of gas mileage are more accurate on the reports than on the totals screen. This is due to the amount decimal places carried on each module. Data entered in the gas records is transferred to the correct week in main EXPense file if they exist. _________________________________________________________________ Black Cat Software 27 Autoplan Reference Guide _________________________________________________________________ OPERATIONAL DATA Installation: Autoplan comes with an install program. Follow the instructions to correctly install Autoplan on the correct drive. Floppy Installation: Copy the master floppy to make a work disk. Insert the work disk into drive A: and type <A:INSTALL> The install program will load and prompt for the destination drive enter the drive that the work disk is in. Hard Disk Installation: Insert the master diskette in drive A: and type <A:INSTALL> Enter the destination drive [ either C or D] The directory AUTOPLAN with the necessary sub-directories will be created. Mileage: Mileage will follow oedometer readings of the vehicle. Beginning and ending mileages are oedometer readings and MUST be consecutive from week to week. All entries are oedometer readings unless asked differently. ie: Business mileage (actual mileage used for business). Outputting reports to a file: Enter the print menu. Turn off your printer. select the appropriate item. Testing Printer Support will be displayed, the report will then output to a data file in PRT with a date stamp. ie: sum1231.prn Quitting Lists: Q or N at the <More?> prompt will exit the list. Reports: All reports print on 8 1/2 inch by 11 inch paper unless expanded print is used. ________________________________________________________________ Black Cat Software 28 Autoplan Reference Guide _________________________________________________________________ ERRORS (1) Must be greater than beginning mileage. The ending mileage must be greater than the beginning mileage. (2) Must be less than total mileage. Business mileage must be less than (ending - beginning) mileage. (3) Enter only 3 numbers 001-991. Expense year must be 2 digits ie: 89. If a second car is used part way through the year a second account file is used. Then enter 891. (4) Warning totals do not balance. <date> The totals between the FILE beginning to ending mileage do not match the total by adding up weekly mileage totals. This could be the result of not having the beginning mileage the same as the ending mileage of the previous week. All mileage MUST be continuous with no gaps. Date is the expense week in error. (5) Year must be file year.year Account records must end in the same year as account file. (6) Record already exists. Can't add already existing record. (7) Record <XXX> not on file Can't change a record not on file. (8) Field is <XXX> long with 2 decimal places. You are trying to enter data that is to long for the field. (9) Warning Stats file empty. Calculations can not be accurate unless the stat file is completed. ________________________________________________________________ Black Cat Software 29 Autoplan Reference Guide _________________________________________________________________ ERRORS Errors Con't: (10) No values to display. There are no values calculated from the data entered. (11) Printer offline or out of paper. The printer is offline or out of paper. If printing to a file is required another carriage return will output to a file. (12) No space left on disk. There is less than 5000 bytes available on the disk. You will have to delete some files to make room to write the print file to disk. ________________________________________________________________ Black Cat Software 30 Autoplan Reference Guide _________________________________________________________________ SYSTEM INFORMATION: Operating System: Requires Ms-Dos 3.2 or greater. Memory Requirements: 512kb or greater. Config.sys: BUFFERS = 10 FILES = 10 _________________________________________________________________ Black Cat Software 31 Autoplan Reference Guide _________________________________________________________________ PROBLEM REPORT AUTOPLAN PERSONAL REPORT Name:_______________________ Telephone :(_____) ________ Address :__________________________ Fax number:(_____)_________ City :____________________ Postal Code:____________________ Product Name:_______________ Software Revision :____________ Error code:________ *** Supply a diskette of the directories (exp prt). Description of problem: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Send to: Black Cat Software 78 Bujold Court Kanata, Ontario, K2L-3N8 Canada Attn: Problem reports. _________________________________________________________________ Black Cat Software 32 Autoplan Reference Guide _________________________________________________________________ MOUSE INFORMATION Autoplan Version 6.0 has the ability to detect if a mouse is present of your PC. With This functionality, prompts on the noticeboard section of the statusline can be selected with the mouse cursor. Note: See the section on the statusline for the definitions on the noticeboard. Mouse Operation: Button 1: This is used to select the hi-lite bar by pressing button 1 while the mouse cursor is positioned on the hi-lite bar then moving the hi-lite bar to the desired item to be selected. Then releasing button 1 will execute the menu option or just select it for input if it is a window. Then the noticeboard can be used to further control the display or button 2 pressed to load the desired option. Button 2: This is the same as pressing the return key on the keyboard.With the mouse cursor positioned on any prompt and clicking button 2 will execute the prompt. _________________________________________________________________ Black Cat Software 33 Autoplan Reference Guide _________________________________________________________________ STATUSLINE Serial #: This is the serial number assigned to your copy of AUTOPLAN and should be referenced in any communications with Black Cat Software. Version: The version of Autoplan that you are currently using. Working Year: The selected expense year that all options will access. Notice Board: This is where prompt information will be displayed. [ ] up-arrow, dn-arrow. Selecting either arrow will move the data on the screen up or down. [ESC] Will escape from the current window. [DEL] Will delete the selected item from the file. [CONTINUE] Will continue the list of data. Serial#: XXXX | Version 6.0 | Working Year: XXXX | NOTICE BOARD _________________________________________________________________ Black Cat Software 34