Shareware Overload/ShartewareOverload.cdr/busi/checks90.zip/CHECKS.DOC

Text File | 1990-05-08 | 20KB | 436 lines

                                CHECKS Program
                        (Checkbook Maintenance Program)
                                  Licensed by
                              Software Solutions
                              6747 St. Highway 56
                              Athens, Ohio  45701



                               Copyright Notice
                               --------- ------

NOTICE: This program is copyrighted and is owned solely by Software Solutions.
        You are granted exclusive rights to use the licensed serial numbered
        program. This program is to be used only on one computer. If you have
        more than one checking account, you may use this program for each
        account, but it is unlawful to share this program with others. Each
        user must register the program with Software Solutions.

        This program is not sold, it is licensed. First time registration is
        $1.00. per month for the remaining months this year. This license fee
        includes the latest version of the program, phone support (no collect
        calls, please), the balance of the current year's license and the same
        term of supporting registration on Software Solutions BBS! (NOTE: the
        program's yearly registration expires on December 31 of each year.)

        Since this program is licensed and thus not sold, a yearly license
        renewal is required. The license renewal is $15.00. The renewal fee
        will automatically grant you a diskette with all new features, known
        "bugs" fixed, and an extension of the license for the balance of the
        current year (January through December), and a like period of time
        registration security level on Software Solutions BBS! Renewals are
        done in December on a first come, first served basis.


                               Disclaimer Notice
                               ---------- ------


        The author of this program assumes no responsibility or any damages
        loss of data, or loss of any monetary funds regarding the use or
        misuse of this program. CHECKS has been tested thoroughly on
        my computer and appears to be error free. If you have encountered a
        problem with it, I urge you to bring it to my attention promptly.


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                            Documentation to CHECKS
                            ------------- -- ------

        Now that all the legal stuff is out of the way, I want to personally
        welcome you to Software Solutions' version of CHECKS.

        I hate to read documentation files and assume most of you folks do
        too! Keeping this in mind, I decided to make the checkbook program
        menu driven. In fact, you can run the whole program without even
        breaking out the docs! But, since many little things are HIDDEN in
        the code to make life a little easier, I have written this
        documentation file to help the user along.


FIRST THINGS FIRST!

        My suggestion is to backup the original disk and place the original
        away in a safe place. Once you have done this, place your backup copy
        of checks into drive A:.

        If you are going to install this program on a hard drive, make a
        sub-directory on that drive where you want to store your files and
        copy all the files on this disk to that drive and subdirectory from
        drive A:. You can also use the backup disk to store your check data
        if you only have one checking account. There is not enough storage
        space on it for more than one checking account, though.

        Most people are familiar enough with setting up their drives and hard
        drives to understand how to make sub-directories and move into each
        sub-directory. If you are not familiar with these DOS commands,
        consult your Disk Operating System manual. From this point on, it
        is taken for granted that the (enter) key on the keyboard will be
        pressed after each command entered.

        Personally, I placed my checkbook programs in a sub-directory for each
        checking account I have. Lets say you have a checking account number
        19-000-00, then make a sub-directory like this at the DOS prompt:

        MD \19-000-00

        Then I change to that directory by typing at the DOS prompt:

        CD \19-000-00

        Then type:

        COPY A:*.*

        This will copy the files from the backup disk to the working disk or
        hard drive or another floppy drive. If you are using a floppy for
        storage, you should be able to get at least one year's activity on it.
        I use it on my business and I get about 2 years of activity on one
        double sided diskette.


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IMPORTANT: YOU MUST SET THE DATE IN YOUR COMPUTER TO USE THIS PROGRAM. If you
        do not set it, the code will ask you for it. The code will only run
        during the year of licensing so keep the CHECKS.EXE file with each
        years data diskettes. You might want to rename the file to
        CHECKS88.EXE (for the year 1988 data files) after you receive the new
        version upon renewal.

        If your computer does not have a clock card, you will be asked for the
        date when the program starts. If the file for that month does not
        exist on the disk, the "date" message will reappear, or if you did not
        set the clock upon boot-up of the computer.

        The CHECK program is set up on an end of the month statement
        schedule. If your bank sends your statements at other times of the
        month, ask them to change your statement schedule to the end of each
        month. You will need to run the new (M)onth sequence without
        reconciling the checkbook to begin the second and third month
        activity on a quarterly statement schedule.

NOW YOU ARE READY TO BEGIN!

        Type INSTALL and answer the questions.

        The bank number is the routing number usually located on the bottom
        line of the check and usually consists of 9 digits. This number is
        only for the graphic pictures and is not used for actual computation.

        When you are finished with the install feature, the checks program
        will automatically load and run. From now on, you only need to type
        CHECKS to run this program (of course you need to be within the
        correct sub-directory unless you make a batch file to install checks
        for you.) Check your DOS manual for more information regarding batch
        files.

PRE-PRINTED CHECKS

        This program will print the checks on pre-printed blank checks. It is
        set up for NEBS form # F6009 22889 computer printer checks. I chose
        this blank check because the blanks do not have check numbers on them
        and they do not have attached check stubs. This program prints the
        check register whenever you need it, so there is no need to have an
        attached stub.

        If you have pre-printed checks of different style already on hand, we
        can convert the code for you for $10.00 one time cost. Just send us 10
        of your checks (not separated) with VOID printed on the signature line
        of each check. We will return them to you with your new version of the
        program altered to print your blank checks.


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DISCLAIMER:

        New England Business Systems (NEBS) is in no way affiliated with
        Software Solutions and we only suggest them because we use their
        products and have been satisfied with the quality.

        NEBS's phone number is: 1-800-225-9550



THE MENU

        All major commands are listed within the Main Menu. Simply type the
        letter of the command and the code will proceed with that command.
        Usually if the "X" is typed in a sub-command, the code will return to
        the Main Menu. Although you can run the program from this point
        without further assistance, there are some time saving niceties that
        makes life a little easier. As we go though each of the commands, I
        will explain these niceties for your convenience.



ENTERING A (D)EPOSIT

        Type the letter "D" at the command prompt and the code will display
        the deposit slip, automatically number it (the deposits will all be a
        negative number), date it (current date in the computer), and ask you
        for your amount of deposit. All you do is fill in the amount and the
        code will prompt you for accuracy. If the information is correct,
        simply type the letter "Y". If the amount is incorrect, type "N". You
        will be prompted to re-enter the amount. When you are satisfied with
        the amount of the deposit, type the letter "Y". The code lets you
        enter as many deposits as you wish! Aren't we so lucky! When you are
        finished, type the letter "X" and you will be returned to the Main
        Menu.


ENTERING A (C)HECK

        Type the letter "C" at the command prompt to enter your check data.
        The code will support check data for multiple check books with the
        same account number. The check number may be changed by typing the
        number you wish to use over top of the default. By depressing the
        (enter) key the default number will be used. You should use the CMn
        (n=number of credit memos for NSF, etc. experienced each month.)
        (Don't we all have these now and then?) If you need to make an entry
        to void a check, it is easier to do that under the reconciliation
        section which will be covered later in this documentation.

        The date is automatically entered as the current date in the
        computer's memory. If you need to change it, do so when the prompt
        asks, "Is the information correct?"

        Enter the name of the payee where prompted.
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        The code is setup to save keystrokes. Two of these features are here
        in the address entry. If the address is to be a Post Office Box
        number, the code will type out P. O. Box  if you type the slash (/)
        character. Then all you need to type is the box number and then
        depress the <enter> key.

        Another quick one key entry is used in the City, State, Zip prompt. If
        the slash (/) key is depress at this prompt, it will default the city,
        state, and zip code of your town and also includes the (enter) key
        entry! If you used Zip + 4 zip code in your address in the
        INSTALL program, the four extra digits in the zip code will be removed
        here.

        The amount is, of course, to be entered here. Please do not use any
        spaces or commas here. The CHECK program has been tested to amounts
        for accuracy of up to $99,999.99 without any errors. Computers do some
        crazy things with numbers that are over 7 digits long, so there may be
        some rounding off with numbers over the $100,000.00 amount. Be
        forewarned! (Who could be so lucky?)

        The memo is optional. I usually put my account number here of the
        payee so they can find my account number easier.

        At this point, you are asked if all entries are correct. If all data
        is correct, type the letter "Y". If the data is not correct, type the
        letter "N" and then the number of the area that is not correct and
        then you can re-enter the correct data.

        If for some reason you want to cancel the entire entry, simply type
        the letter "X". Otherwise, depressing the (enter) key will save the
        information in the computer's memory.

        Now, the code will ask if the check is to be printed. If you want to
        print the check on the printer, type the letter "Y" and answer the
        questions. If you do not want the check printed, type the letter "N".
        You will then be prompted to enter more checks or return to the Main
        Menu.

        Note - any entry on the check number prompt other than an entry of the
        (enter) key will not change the number of the next check. Example: if
        your current check number is 1555 and a number of 121 is entered from
        a pre-printed check book, Your next default check number will be 1555.



CURRENT BALANCE

        By depressing the letter "B" the current balance will be displayed.
        After this has been done, the (enter) key must be pressed to continue
        with another command.
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THE (L)OAD COMMAND

        The code automatically loads the current check data when it is first
        run, but if for some reason a mistake has been made and there is a
        need to start over, simply type the letter (L) to reload the data that
        was last saved. A warning prompt will prompt you if the "L" was
        mistakenly pressed.


THE (S)AVE COMMAND

        The data can be saved anytime during the process, but be warned,
        anytime the letter "S" is typed, all data in the current month's disk
        file will be over-writen by the data within the computer. It is
        strongly suggested that you backup the disk after each session.


THE (N)EW REGISTER COMMAND

        This command prints the current check register to the screen.


THE (P)RINT REGISTER COMMAND

        This command prints the current check register to the printer. It is
        recommended that you make "hard copy" of the entries after finishing
        each posting session.


THE E(X)IT COMMAND

        Type "X" when finished. The code will save all entries made during the
        current session along with the entries made since the previous
        reconciliation.


(R)ECONCILE COMMAND

        This command is used to either reconcile the bank statement with your
        checkbook, or correct information in the data file.

        At the end of each month, you will need to reconcile (check off) the
        returned checks and deposits that have been processed by your bank.
        Just type in the check number as a positive number (no minus sign) for
        checks, or a minus number (example -143) for deposits.

        Check charges such as service charges are entered as checks with the
        "C" command from the main menu. If "SC" is used as the check number,
        the code will automatically reconcile the service charge.


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IMPORTANT NOTE:

        If you need to use this program after the end of the month, but before
        the bank statement has been reconciled, you MUST change the date to
        the last day of the un-reconciled month. The (M) command begins the
        next month's data file. Do not use this command until you have the
        bank statement and have reconciled your bank statement. (If your bank
        only processes returns quarterly, you will need to do the new (M)onth
        command to continue to use the program until you receive your bank
        statement.)

        This will be rather automatic because if the code does not find the
        current month's data, it will ask for the date. Be sure to type in the
        month of the statement, not the current date. It is best to type in
        the last day of that month.

        When in the (R)econciliation sub-menu, you can correct any entries in
        a check or the amount of a deposit by typing the letter "C" in the sub
        command. Duplicate entries are cancelled out by changing the amount of
        the second document to 0 in this command and then reconciling it.
        This will remove it from the data file when you begin the new (M)onth.



NEW (M)ONTH COMMAND

        This entry balances your checkbook with the statement from your bank.
        It automatically saves the check data for the statement month, but it
        is highly suggested that you (P)rint your check register before you
        begin the new month activity. In the event that you forget to print
        out your register, simply change the date on the system to the
        previous month - in DOS - and re-run the checks program. You can
        then print the previous month's check register and then change the
        computer date back to the current date when you are done. If for some
        reason you need to print a different month's check register, simply
        set the computer's date to the month of the period you wish to print
        and then run the program. NOTE: if the monthly file is not on the disk,
        you will be prompted with the appropriate message. Also, previous
        year's activity will need to be run on that year's CHECKS.EXE file.

        When the (M) command is entered, the current data is automatically
        saved and the data is processed. You then will be prompted for the
        statement balance. Enter the information and press the (enter) key and
        your checkbook program will inform you if the checkbook and statement
        agree.


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        If they have balanced, you will be asked to enter the date - this is
        the current date. After you enter the current date you are ready to
        process the current month's activities. If you just depress the
        (Enter) key, the computer will default to the previous month's date.
        This is another way to load up the previous month's data to print the
        check register if you have forgotten to before you began the new
        month's activities.

        But, if your checkbook did not balance, there are a few reasons listed
        below that is usually the reason:

                1. Either did not check your amount on the check
                   against what you posted in the program when you
                   entered the check (discrepancy only possible if
                   you entered the amount from a pre-printed checkbook),

                2. Made multiple entries for either a check or a deposit,

                3. Did not post a check charge or service charge,

                4. Neglected to reconcile all documents.


        Find your posting error and re-run the new (M)onth command.


        This completes the documentation regarding Software Solutions' CHECKS
        program. Any problems or questions may be answered by writing to:

                                  Software Solutions
                                 6747 St. Highway 56
                               Athens, Ohio  45701-9781
            (Registered users only)   614 593-3683 10-5 EST weekdays only
            (Software Solutions BBS!) 614 594-2285 24 hours. Set modem 8-N-1

        Any improvements or suggestions are welcome and will be considered in
        future releases.




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