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1990-01-01
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BUSINESS/PERSONAL RECORD KEEPING PROGRAM
COPYRIGHT (c) 1990
A Microcomputer Program System With
Versions Available for:
Tandy Radio Shack MS-DOS Models
IBM & IBM Compatables (MS-DOS Operating Systems)
Written by:
Dale L. Ratcliff
CalMo Agricultural Management Services
Rt. 3, Box 203A
California, MO. 65018
Telephone 314-796-2759
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
_________________________________________
BUSINESS/PERSONAL RECORD KEEPING PROGRAM
TABLE OF CONTENTS
_________________
STARTING
PAGE NUMBER ITEM DESCRIPTION
______________ _______________________________________________
1 - 3 Introduction - Protecting your data -- Making Backup
Copies
2 - 1 Master Menu Program -- (BMENU)
3 - 1 Parameters Files Creation Program - (BPARMETR)
4 - 1 Business/Personal Records Data Entry Program --
(BRECORDS)
Entering RECEIPTS and EXPENSES into the Computer
5 - 1 Data Entry ERROR HANDLING Procedures (BEDIT)
6 - 1 Creating the needed file at the beginning of
the year -- (BUDGET.DAT)
7 - 1 Reports Listing Program (video & hard copy --
(BREPORTS)
8 - 1 Enterprise Data Listing Program (Hard copy
only) -- (BENTRPRZ)
9 - 1 Financial Statement Program (BFINANCE)
10 - 1 Utilities Program - Monitor Type, Data Drive
Designation, & Printer Codes Setup Program
(BUTILITY)
11 - 1 Summary Information
12 - 1 Warranty Information
13 - 1 Registration Return Form
14 - 1 Sample Printouts of Programs Data
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
________________________________________
Introduction
========================================
Record Keeping is one of the MOST IMPORTANT TASKS THAT A PERSON
DOES, EVEN THOUGH IT USUALLY IS NOT ONE OF HIS FAVORITE TASKS. As
money continues to stay hard to come by, it is even more important to
keep good records.
The purpose of this set of programs is to help one do a better
and easier job of record keeping. These programs WILL NOT DO ANYTHING
THAT YOU CANNOT DO MANUALLY BY YOURSELF, the computer and computer
programs will just do it easier and faster.
The programs are designed to allow a person with limited knowledge
of computers to operate the system effectively and easily. If you will
read the information that is shown on the computer screen and then
answer the questions or follow the directions, you should have no
trouble in using the BUSINESS/PERSONAL RECORD KEEPING PROGRAM.
The programs that are a part of this system are described on the
following pages. Also shown are examples of what the computer screen
will look like at the various times during operation.
After starting up your computer and answering the "DATE" call,
etc., if applicable, in the manner that you desire, type BMENU to
execute the Menu program if the diskette does not have an automatic
execution file on it to do this for you. (You can create this file if
you wish by referring to your computer manual and following the section
on creating an automatic file - using AUTOEXEC.BAT file.)
After you loaded the menu program, you will notice that it offers
several options for you in using the BUSINESS/PERSONAL RECORD KEEPING
PROGRAM (as well as other programs that may be used along with this
program.)
All of programs in the MS-DOS Version are written in Compiler Basic
and as a result can be executed from the System Ready Prompt.
PROTECTING YOUR DATA -- MAKING BACKUP COPIES
============================================
As you should already know, few things in this world are permanent.
When you start to use this program, one of the first things that you
should do is to make a "BACKUP" copy of your ORIGINAL PROGRAM DISKETTE.
If you do this and then put the ORIGINAL DISKETTE IN A SAFE PLACE AND
USE THE BACKUP COPY YOU WILL ALWAYS BE SAFE IN CASE SOMETHING UNUSUAL
HAPPENS AND THE COPY GETS DESTROYED.
-- Page 1 - 1 --
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
__________________________________________
LIKEWISE YOU SHOULD PRACTICE GOOD COMPUTER PROCEDURE AND PERIODICALLY
BACKUP YOUR DATA DISKETTES. If you do this, you will always have a copy
to fall back on should something happen to the working diskette. Your
computer operation reference manual tells you how to do this BACKUP
PROCEDURE. If you follow those suggestions and PRACTICE GOOD, SAFE RULES
OF OPERATION, (KEEP SODA, COFFEE, FOOD, AND ASHES, ETC. AWAY FROM THE
COMPUTER) YOU SHOULD HAVE NO PROBLEMS.
-- Page 1 - 2 --
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
__________________________________________
Master Menu Program (BMENU)
---------------------------
The first screen that is displayed is the main logo screen that
displays the various information including program name, Version,
Registered Owner, etc. Pressing Any Key will then take you to the
first Program Index Menu that is shown below:
Business/Personal Record Keeping Programs
_________________________________________________
1 = Records Data Entry Program
2 = Records Data Editing Program
3 = Records Reports Listing Program
4 = Records Budget File Creation Program
5 = Records Enterprise Data Listing Program
6 = Records Parameters Program
7 = Financial Statement Creation Program
8 = RETURN to System Ready
Enter the choice of the program you want __
Press the number corresponding to the item you wish to do. Each
of the programs will be explained in documention that follows in this
manual.
-- Page 2 - 1 --
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
__________________________________________
Parameters File Creation Program (BPARMETR)
-------------------------------------------
The Parameters File Creation Program is used to modify some of the
Receipt, Expense, and Enterprise Identification Heading Codes.
The menu that will appear is shown below:
BUSINESS/PERSONAL RECORD KEEPING PROGRAM
PARAMETERS FILE
----------------------------------------
<1> Receipt & Expense Codes
<2> Enterprise Codes
<3> Print a Hard Copy of all Codes
<4> RETURN to the Master Menu
Enter your choice please (1 - 4)
Choose from this menu and you will be allowed to see the various
codes and change them if necessary. From this menu you may then change
additional codes or return to the master menu.
If you change the Receipt & Expense Codes, be sure that you re-copy
your new file (BPARFILE.DAT) onto any diskette that contains the file
BPARFIL.DAT.
Likewise, if you change any of the enterprise codes, you must also
re-copy the enterprise codes file (BENTCODE.DAT) onto any diskette that
contains that file.
-- Page 3 - 1 --
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
__________________________________________
Records Data Entry Program (BRECORDS)
-------------------------------------
The computer name of this program is "BRECORDS". This is the part
of the system that allows you to enter your RECEIPTS and EXPENSES for the
month. You can enter data on a DAILY, WEEKLY, OR MONTHLY BASIS --HOWEVER
YOU DESIRE.
All of the headings that are used in this program are able to be
changed.
If you desire to change the headings, go back to the Master Menu,
and choose the selection entitled "PARAMETERS PROGRAM." This program
will allow you to change any of the headings that you wish.
These headings are used throughout the remainder of the programs,
therefore, make your changes at the beginning of a record year - NOT
during a record year!
THE BUSINESS/PERSONAL MENU IS SHOWN BELOW.
ACCOUNTING MENU
................................
1 = Enter RECEIPTS & EXPENSES for A month
2 = Go to the BUDGET FILE creation program
3 = Go to the REPORTS LISTING program
4 = Go the the ENTERPRISE DATA LISTING Program
5 = Go to the Data Listing EDITING program
6 = RETURN to the Master Menu
ENTER YOUR CHOICE (1 TO 6)
IF YOU WISH TO ENTER RECEIPTS OR EXPENSES FOR THE MONTH, SELECT #1.
You will then be ask for the number of the CURRENT MONTH . You may
also be ask if the SUMMARY.DAT and the RECEIPTS & EXPENSES Data Files are
on the SAME Diskette. (This will allow you to have more than one diskette
with files on it. There is a limit of about 600 monthly entries per
diskette.) Simply answer the questions. If you make a mistake and PRESS
ENTER BEFORE YOU CORRECT IT, you will be given a chance to make a change
in the information by answering the "Is the Information CORRECT (Y/N)"
QUESTION WITH N.
If this is your first time to use the program, the BSUMMARY.DAT file
may not be on the diskette. If the file is not found, the computer will
default to a section where you will simply enter your Beginning Cash
Balance (or your end of December Cash Balance) before continuing.
-- Page 4 - 1 --
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
__________________________________________
You will then be shown a short example of how dates should be entered
in the proper form (I.E. 010190 FOR January 1, 1990)
After you have read the information, PRESS ENTER, the screen will
clear and the RECEIPTS DATA INFORMATION will be shown on the computer
screen. The next page will show you an example of what the computer
screen will look like and describe the information that will need to be
entered.
The computer screen will appear as follows for the RECEIPTS &
EXPENSES DATA ENTRY PORTION OF THE RECORD KEEPING PROGRAM.
01 Income 1 14 Adv - TV 28 Misc. Exp. 01 Enterprise 1
02 Income 2 15 Auto Exp. 29 Office Exp. 02 Enterprise 2
03 Income 3 16 Clothing 30 Postage Exp. 03 Enterprise 3
04 Income 4 17 Entertainment 31 Rent Paid 04 Enterprise 4
05 Int. Rec. 1 18 Equip Pur. 32 Repair-Maint 05 Enterprise 5
06 Int. Rec. 2 19 Food 33 Salaries Pd 06 Enterprise 6
07 Gifts 20 Freight Pd. 34 Sal - Whld 07 Enterprise 7
08 Other Rec. 21 Interest Pd. 35 Sal - FICA 08 Enterprise 8
09 Loan Rec 1 22 Insurance Pd 36 Sal - State 09 Enterprise 9
10 Loan Rec 2 23 Janitor Srv. 37 Util - Elec 10 Enterprise 10
--------------- 24 Lease Fees 38 Util - Gas 11 Taxable Inc.
11 Adv - Direct 25 Loan Pymts 39 Util - Tele 12 Tax-Ded. Exp
12 Adv - Paper 26 Merch. Pur. 40 Util - Other 13 NonTx Ded Exp
13 Adv - Radio 27 Medical Exp
* Item # 1 *
....................... January Bookkeeping Entries ..................
Date (ESC Quits) ...... Dep/Chk # ......... Vendor ....................
Amt. ......... Acct Code .. Enterprise ..
Comments:........................................
Is The RECEIPT (EXPENSE) Entry Correct? (Y/N) ..
The three columns on the left are the Receipt/Expense account codes;
with codes 1 - 10 being for receipts and 11 - 40 being for expenses. Any
or all of these codes can be changed by returning to the PARAMETR.EXE
program and changing the code headings.
The column to the right of the screen is used to answer the
ENTERPRISE QUESTION. These 13 Codes are used to categorize ALL RECEIPTS
and EXPENSES Entries. This will allow for dividing receipts and expenses
into different enterprise units for your use.
NOTE: If you have used the PARAMETR.EXE program to change the
Receipt and/or Expense headings, or the Enterprise Codes, some of your
codes may be different than those shown above.
-- Page 4 - 2 --
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
_________________________________________
The following is an explanation of how to enter data into the
program.
Date (ESC Quits) .......
========================
Enter the DATE of the transaction on the form MMDDYY. When you have
finished entering your REEEIPTS and EXPENSES, Press the proper Key(s) at
the DATE LINE prompt. You will be taken to back to the main menu for
other action.
Dep/Chk # .........
===================
You may enter the DEPOSIT TICKET NUMBER, CHECK NUMBERS, Initials of
the bank, account #, etc., up to 9 digits and/or letters in length, on
this line.
Vendor ....................
===========================
Enter the NAME OF THE PERSON OR COMPANY FROM WHOM YOU RECEIVED THE
MONEY OR PAID THE MONEY TO. You will NOT BE ALLOWED to enter a name any
longer than the flashing dots will accept. You may have to abbreviate
some names.
Amt. .............
==================
Enter the AMOUNT of the RECEIPT OR EXPENSE in DOLLARS AND CENTS.
DON'T INCLUDE ANY SPACES BETWEEN THE NUMBERS.
Acct Code ..
============
ENTER THE NUMBER OF THE ACCOUNT CODE FROM THE CODES IN THE THREE
LEFT HAND COLUMNS ON THE COMPUTER SCREEN.
Enterprise ..
=============
Enter an ENTERPRISE CODE from the codes in the right hand column.
Comments: ........................................
==================================================
The COMMENTS Line will allow you to enter up to 4O Characters of
additional data concerning the entry. This can be any type of
information that you desire to help explain the item more fully for
future reference.
-- Page 4 - 3 --
Business/Personal Record Keeping Program
CalMo AGRICUTURAL MANAGEMENT SERVICES
DALE L. RATCLIFF
Rt. 3, Box 203A -- Telephone 314-796-2759
California, MO. 65018
__________________________________________
Is the RECEIPT (EXPENSE) Entry Correct? (Y/N)..
===============================================
LOOK AT ALL OF YOUR ENTRIES. If they are all correct, PRESS <Y>,
otherwise PRESS <N>. DO NOT PRESS <ENTER> after pressing Y or N. The
computer will continue on its own. If the entries are correct, the data
will be categorized and you will be ask to enter the next item. If
incorrect, you will need to re-enter all of the information concerning
that item as it is called for on the computer screen. Note that the
screen and its data will not clear the information completely. Each item
of data will remain on the screen until you are ready to re-enter that
part.
After one item has been entered, the statement shown below will
appear:
"Press <ENTER> to retain ------> ???????? <------ as this entry"
The ???????? will be replaced by the value of the particular field
that was entered at that location on the previous entry. If you wish to
have the same data entered at that location, press ENTER and it will be
done for you.
When you are finished entering receipts and expenses, PRESS the
proper key(s) at the date line and your data will be saved and you will
be taken back to the main menu for further action.
NOTE: Be sure to not exit the program in any manner other than when
you are at the ACCOUNTING MENU. IF you do stop at any other point, you
will have a good chance of losing some of your data.