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CHEQUE-IT-OUT USER'S MANUAL Version 1.1 Hooper International, Inc. P.O. Box 50200 Colorado Springs, CO 80949 (719) 528-8989 Copyright (C) 1989, 90 by Hooper International, Inc. All rights reserved COPYRIGHT NOTICE 'CHEQUE-IT-OUT' is not a public domain program. It is Copyright (C) 1989, 90 by Hooper International, Inc. No part of this manual may be reproduced, translated, in any form or by any means, without the prior written permission of Hooper International. The software described in this manual is protected by copyright laws. Copyright (C) 1989, 90 Hooper International, Inc. WARRANTY INFORMATION HOOPER INTERNATIONAL, INC. LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT WARRANT THAT THE 'CHEQUE-IT-OUT' SOFTWARE WILL MEET YOUR REQUIRE- MENTS, OR THAT THE OPERATION OF 'CHEQUE-IT-OUT' WILL BE UNINTERRUPTED OR ERROR FREE. IN NO EVENT WILL HOOPER INTERNATIONAL, INC. BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OF, OR INABILITY TO USE, THIS PROGRAM, EVEN IF HOOPER INTERNATIONAL, INC. HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY. Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON REGISTERED COPIES. Instead, we give you every opportunity to try the software before you decide to register your copy. We will, however, replace defective disks for a minimal shipping and handling charge of $5.50, for up to a period of 90 days from initial shipping date. Please note that defective disks must be returned prepaid and insured by sender. In this way, we are assured of complete customer satisfaction. And, as you can see, we value your business. Information in this manual is subject to change without notice and does not represent a commitment on the part of Hooper International, Inc. This publication could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes may be incorporated in new additions of this publication. AUTHOR'S NOTES The HOOPER Finance series was created as a result of our own basic need for an affordable financial software package. We needed a simple and workable system, to keep track of both income and expenses. Unfortunately, the price for available software packages was prohibitive. Page 2 CHEQUE-IT-OUT Consequently, it became clear that a new and affordable program would have to be created and written by us, and it would have to eliminate the piles of notes and receipts that were needed each year in order to compute income taxes. In 1981, therefore, Finance Manager I was created. It was written for the Atari 800, with 64K bytes of memory. This program provided a one-timeframe look at the entire fiscal year, while storing all necessary information from the inevitable notes and receipts. If bookkeeping was to become a "piece of cake", this was surely a sweet start! Since then we have developed the original FINANCE MANAGER II into a complete small business accounting package, which now consist of the General Ledger, Account Reconciliation, Financial Utilities, Accounts Receivables, Accounts Payables and a Payroll module. In 1989 we then developed a new product, just for personal use, 'CHEQUE-IT-OUT'. This new product is perfect for the individual who wants to keep track of more then just his checking account balance. With 'CHEQUE-IT-OUT' you can track all your account balances and reconcile your checking and credit card statements in minutes. Track your Income, Expenses, Liabilities, and it even prints your personal checks. 'CHEQUE-IT-OUT' is a complete personal accounting software package that uses intuitive user-friendly concepts to give you complete, personal financial statements. PREFACE Before Reading Any Further . . . If you are eager to get started, you might save time by reading the guidelines listed in this preface. Depending on your level of basic bookkeeping as well as computer expertise, certain sections of the manual are more essential than others. If You've Already Used 'CHEQUE-IT-OUT' . . . If you already have a working knowledge of 'CHEQUE-IT-OUT', you will be pleased to see all of the specially-enhanced features of the registered 'CHEQUE-IT-OUT' program. Before you start working, read the "Getting Started" section of this manual, which explains the new installation procedures. If you have any questions while you are working, simply refer to the documentation. If You Are An Experienced User of Menu-Driven Software . . . If you have used quite a few software packages, especially those designed for the IBM PC or compatibles, and you are more familiar with the terms used for configuring your system; you might want to take the following shortcuts: Page 3 CHEQUE-IT-OUT - Read the "Quick Start for advanced DOS users" section of the manual. - Take a look at the sample accounts (filename SAMPLE) while using the documentation as a guide and a reference. - Set up your own set of books by using the sample accounts as an example, or as a framework. Be sure to follow the guidelines and procedures as presented in the manual, and you'll be on your way to incredibly-easy, hassle-free bookkeeping. If You Have Experience In Bookkeeping. . . If you have a working knowledge of accounting and computers, you will have an easier time understanding the terms used in the 'CHEQUE-IT- OUT' manual. Initially, however, we recommend that you read all of the manual in order to learn how to properly and completely utilize all of the fantastic features available to you. If You Have Little Or No Experience With Software Or Accounting... If you have used few menu-driven software packages in the past, and are not a computer expert, you will find it easier by reading the entire manual completely, following all of the procedures outlined. We strongly suggest that you read through the documentation at least once, first merely to become familiar with some of the terms you will be expected to know. Next, re-read the documentation, this time using the program. For All Users ... When using 'CHEQUE-IT-OUT', keep in mind the steps listed below: - Floppy Disk Users, format your new disks before beginning - Always make a backup copy of your data files. It is important to save all of your work in case something happens to the disk you are using. - Carefully follow all instructions in the manual, for optimum understanding, before using 'CHEQUE-IT-OUT'. This guide is intended for use by all users of 'CHEQUE-IT-OUT'. It does not assume that the user has accounting expertise. It is suggested, however, that users with no bookkeeping knowledge obtain a basic bookkeeping textbook as a supplemental reference. A premier of accounting is included in Section 4a - Basic Accounting Skills. Page 4 CHEQUE-IT-OUT If You Have Any Questions . . . If you have any questions or comments about 'CHEQUE-IT-OUT', please return the User-Comment Form in the back of the manual or call our technical line at (719) 528-8989. 'CHEQUE-IT-OUT' SYSTEM FLOWCHARTS MAIN MENU | _________________________|________________________ | | | | | | | Quit | Trans | Accounts | Order ConFig Reports Utility Configuration Menu | ________________________|________________________ | | | | | | | | System Date | System | Screen | | | Configuration | Colors | Leave Report Passwords Backup Configuration Heading Name Menu Datafiles Transactions Menu | __________________________|___________________________ | | | | | | | | Enter & | Modify/Delete | Modify/Delete | | Print CHECKS | Transactions | Recurring | | | | Entries | Leave Enter Create Activate Transactions TRANSACTIONS Recurring Entries Recurring Menu Entries Reports Menu | ____________________________|____________________________ | | | | | | | | | | Transaction | Account | Balance | Budget | | Journals | History | Sheet | Variance | | | | | | Leave Recurring Income Chart of Budget Reports Entries Statement Accounts Listing Menu Page 5 CHEQUE-IT-OUT Chart of Accounts Menu | ___________|___________ | | | | Update Chart | | of Accounts | | | Leave Chart Update of Accounts Menu Expense Budgets Utility Menu | ______________|______________ | | | | | Sort | Check Writing | Transactions | Settings | | Leave Import Utilities Menu Transaction File Order Menu _________|__________ | | Order Software Order Checks Page 6 CHEQUE-IT-OUT TABLE OF CONTENTS COPYRIGHT NOTICE . . . . . . . . . . . . . . . . . . . . . . 2 WARRANTY INFORMATION . . . . . . . . . . . . . . . . . . . . 2 AUTHOR'S NOTES . . . . . . . . . . . . . . . . . . . . . . . 2 PREFACE. . . . . . . . . . . . . . . . . . . . . . . . . . . 3 SYSTEM FLOWCHARTS. . . . . . . . . . . . . . . . . . . . . . 5 INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . 9 SECTION ONE - GETTING STARTED 1a. Essential Hardware . . . . . . . . . . . . . . . . . . 10 1b. Quick Start for Advanced DOS Users . . . . . . . . . . 10 1c. Installing 'CHEQUE-IT-OUT' . . . . . . . . . . . . . . 11 1d. Starting Up 'CHEQUE-IT-OUT'. . . . . . . . . . . . . . 13 1e. Selecting/Creating Data Files. . . . . . . . . . . . . 14 1f. Using the Sample Accounts. . . . . . . . . . . . . . . 15 1g. CONFIG.SYS File. . . . . . . . . . . . . . . . . . . . 16 SECTION TWO - USING 'CHEQUE-IT-OUT' 2a. Main and Sub-Menus . . . . . . . . . . . . . . . . . . 17 2b. Making Selections and Special Keys . . . . . . . . . . 19 SECTION THREE - CONFIGURATION MENU . . . . . . . . . . . . . 23 3a. System Date. . . . . . . . . . . . . . . . . . . . . . 23 3b. Report Heading Name. . . . . . . . . . . . . . . . . . 24 3c. System Configuration . . . . . . . . . . . . . . . . . 24 3d. Passwords. . . . . . . . . . . . . . . . . . . . . . . 27 3e. Screen Colors. . . . . . . . . . . . . . . . . . . . . 29 3f. Backing Up Datafiles . . . . . . . . . . . . . . . . . 32 SECTION FOUR - ADDITIONAL INFORMATION 4a. Basic Accounting Skills. . . . . . . . . . . . . . . . 34 4b. Technical Support. . . . . . . . . . . . . . . . . . . 39 SECTION FIVE - SETTING UP YOUR OWN BOOKS . . . . . . . . . . 41 SECTION SIX - THE CHART OF ACCOUNTS 6a. What is a Chart of Accounts? . . . . . . . . . . . . . 43 6b. Types of Accounts. . . . . . . . . . . . . . . . . . . 43 6c. Organization of the Chart of Accounts. . . . . . . . . 43 6d. Subtotals. . . . . . . . . . . . . . . . . . . . . . . 44 6e. Chart of Accounts Data Fields. . . . . . . . . . . . . 45 6f. Getting Familiar with the Chart of Accounts. . . . . . 45 6g. Adding/Modifying/Deleting Accounts . . . . . . . . . . 46 6h. Entering your Chart of Accounts. . . . . . . . . . . . 47 6i. Suggested Method for Setting Beginning Balances. . . . 48 6j. Creating a New Filename with the same Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . 48 Page 7 CHEQUE-IT-OUT SECTION SEVEN - INCOME AND EXPENSE BUDGET. . . . . . . . . . 50 SECTION EIGHT - TRANSACTIONS . . . . . . . . . . . . . . . . 51 8a. Entering & Printing Checks . . . . . . . . . . . . . . 52 8b. Entering Transactions. . . . . . . . . . . . . . . . . 52 8c. Entering Multiple Debit and Credit Transactions. . . . 54 8d. Modifying/Deleting Transactions. . . . . . . . . . . . 55 8e. Creating Recurring Entries . . . . . . . . . . . . . . 56 8g. Activate Recurring Entries . . . . . . . . . . . . . . 57 8f. Modifying/Deleting Recurring Entries . . . . . . . . . 57 SECTION NINE - REPORTS . . . . . . . . . . . . . . . . . . . 60 9a. Explanation of Reports . . . . . . . . . . . . . . . . 60 9b. General Instructions for Generating Reports. . . . . . 61 SECTION TEN - UTILITIES. . . . . . . . . . . . . . . . . . . 64 10a. Sorting Transactions . . . . . . . . . . . . . . . . . 64 10b. Import Transaction File. . . . . . . . . . . . . . . . 64 10c. Check Writing Settings . . . . . . . . . . . . . . . . 65 SECTION ELEVEN - USER SUPPORT. . . . . . . . . . . . . . . . 69 SECTION TWELVE - DISK FILE NAMES . . . . . . . . . . . . . . 72 ORDER FORM . . . . . . . . . . . . . . . . . . . . . . . . . 73 Page 8 CHEQUE-IT-OUT INTRODUCTION With 'CHEQUE-IT-OUT' you will manage your money like a financial whiz. The determining factor of the survival of anyone's finances is proper management of their financial resources. 'CHEQUE-IT-OUT' is the tool needed for individuals who easily and efficiently need to manage their resources. An exceptionally easy and low-cost way to manage your finances, 'CHEQUE-IT-OUT' provides the best and most comprehensive personal finance program available. 'CHEQUE-IT-OUT' is a thorough, efficient, and easy to use program designed for the IBM PC, XT, AT, PS/2 and 100% compatibles. In short; 'CHEQUE-IT-OUT' is a personal double-entry financial program which creates complete financial reports, keeps track of your income, expenses, liabilities and budgets. It can also print single checks for you and keep track of all your Bank service charges and interest. Password protection and an automatic Datafile backup function makes is very safe. We look forward to hearing from you, and any comments about this program may be included on the user comment form on the last page of this manual. Thank you for selecting 'CHEQUE-IT-OUT'. Page 9 CHEQUE-IT-OUT SECTION ONE - GETTING STARTED Before you initially start using 'CHEQUE-IT-OUT', be sure you take the time to learn some of the basic preliminary procedures necessary to operate the program, as well as being certain you know some of the basic overall system features. In this section, these elements are discussed in detail. 1a - ESSENTIAL HARDWARE The minimum system hardware requirements and options are as follows: REQUIRED: - IBM, PC, XT, AT, PS/2, or 100% compatibles - DOS 2.0 or greater - 448K memory - One high density (>500K) floppy disk drive, or two 360K floppy disk drives OPTIONAL: - Hercules, Monochrome, CGA, EGA, or VGA monitors - printer, laserjet printer, mouse (Microsoft or compatible) - Hard disk and one floppy disk drive 1b - QUICK START FOR ADVANCED DOS USERS To run 'CHEQUE-IT-OUT' for the first time on your own computer, be sure to follow the appropriate install procedure outlined below. HARD DISK USERS: Create a new directory (i.e. MD\CHEQUE), then copy all of the ORIGINAL 'CHEQUE-IT-OUT' files into this new directory using the DOS "COPY" command. Next, copy the CONFIG.SYS file from the ORIGINAL 'CHEQUE-IT-OUT' program disk to your root directory. If you already have a CONFIG.SYS file, be sure to add the two commands "FILES=20" and "BUFFERS=20". To run 'CHEQUE-IT-OUT', change to your new directory and type in the command: "CHEQUE". You may also add a filename parameter when running CHEQUE-IT-OUT (e.g. CHEQUE C:\CHEQUE\WORK). FLOPPY DISK USERS: Have three blank formatted disks ready, one labeled 'CHEQUE-IT-OUT' PROGRAM DISK, one labeled 'CHEQUE-IT-OUT' SAMPLE DISK and one labeled DATA DISK. Copy all of the files from the Original 'CHEQUE-IT-OUT' Program Disk to your blank program disk. Now, copy the SAMPLE.* files from the Original 'CHECK-IT-OUT' Install and Sample Disk to your blank sample disk. Next, copy the CONFIG.SYS file from the ORIGINAL 'CHEQUE-IT-OUT' program disk to your DOS boot-up disk. If you already have a CONFIG.SYS file, be sure to add the two commands "FILES=20" and "BUFFERS=20". Page 10 CHEQUE-IT-OUT 1c - INSTALLING 'CHEQUE-IT-OUT' To run 'CHEQUE-IT-OUT' for the first time on your own computer, be sure to follow the appropriate install procedure outlined below. FLOPPY DISK DRIVE USERS: Before installing, have three blank formatted disks ready. If you do not, follow the commands below. Insert your DOS boot-up disk in drive A:. Insert the first blank disk in drive B:. Now type in the command "FORMAT B:". Repeat this step until all three disks are formatted. 1. Label your first disk 'CHEQUE-IT-OUT' PROGRAM DISK, the second 'CHEQUE-IT-OUT' SAMPLE DISK, and the third DATA DISK. 2. Insert the ORIGINAL (not the blank disk) 'CHEQUE-IT-OUT' Install and Sample Disk in drive A:. 3. From the A: prompt, type in the command: "INSTALL". 4. Follow the instructions on the screen for the INSTALL procedure as outlined below: INSTALL PROGRAM for 'CHEQUE-IT-OUT' Enter drive to install 'CHEQUE-IT-OUT' on (A,B,...):B Is Drive B: a hard disk(Y/N):N Enter directory to install 'CHEQUE-IT-OUT' on (if any):_______ Enter drive where the original 'CHEQUE-IT-OUT' DISK is:A 5. The first prompt (shown above) ask which disk drive you want 'CHEQUE-IT-OUT' to BE INSTALLED ON. Enter here the Disk Drive Letter where you have your blank Program Disk inserted in (usually B:). 6. The next prompt asks if this drive is a hard disk. Answer "N" for no. 7. The next prompt asks for your directory. Since you are using floppies, you leave this section blank. 8. Then, enter the drive where the original 'CHEQUE-IT-OUT' Program Disk is (usually A:) and press the ENTER key. 9. The screen will then display the amount of formatted disks needed for the INSTALL procedure. You will also need the disk you use to boot-up your computer. 10. Answer the prompt "Do you have all of the above disks formatted and labeled" with "Y" for Yes; or "N" if you still need to format the above mentioned disks. 11. You will then need to insert your boot-up disk in drive B: and press any key to continue. A CONFIG.SYS file will then be created on your boot-up and if you already have a CONFIG.SYS file, your Page 11 CHEQUE-IT-OUT original file will be saved as CONFIG.BAK file and your CONFIG.SYS file will be modified without losing any of your other configuration options. 12. The install procedure will then prompt you for: Insert the original 'CHEQUE-IT-OUT' PROGRAM DISK in drive A: Insert your blank disk labeled 'CHEQUE-IT-OUT' PROGRAM DISK in drive B: Press any key to continue 13. The screen will then show "INSTALLING 'CHEQUE-IT-OUT'" and files are being copied from drive A: to drive B:. 14. After all of the program files are copied, a new prompt will appear: Insert the original 'CHEQUE-IT-OUT' DEMO DISK in drive A: Insert your blank disk labeled 'CHEQUE-IT-OUT' SAMPLE DISK in drive B: Press any key to continue 15. After all the sample files are copied, the 'CHEQUE-IT-OUT' installation is complete. After completing the INSTALL procedures, FILE AWAY the original 'CHEQUE-IT-OUT' disks for safe keeping. Never use the original disks. HARD DISK USERS: 1. Create a new directory on your hard disk "MD\CHEQUE", you may substitute "CHEQUE" for a different directory name if you desire. 2. Insert the ORIGINAL 'CHEQUE-IT-OUT' Install and Sample disk in drive A:. 3. Now change to the A: prompt and from the A: prompt type in the command: "INSTALL". 4. Follow the instructions on the screen for the INSTALL procedure as outlined below: INSTALL PROGRAM for 'CHEQUE-IT-OUT' Enter drive to install 'CHEQUE-IT-OUT' on (A,B,...):C Is Drive C: a hard disk(Y/N):Y Enter directory to install 'CHEQUE-IT-OUT' on (if any):\CHEQUE\ Enter drive where the original 'CHEQUE-IT-OUT' DISK is:A 5. The first prompt (shown above) will ask which disk drive you want 'CHEQUE-IT-OUT' to BE INSTALLED ON. Usually your hard disk is Page 12 CHEQUE-IT-OUT called "C", if your hard disk has a different letter then "C", enter here your letter (e.g. "D"). 6. The next prompt asks if this drive is a hard disk. Answer "Y" for Yes. 7. Next, enter the directory name you want to install 'CHEQUE-IT-OUT' on. The default directory name is already displayed "\CHEQUE". To except the default, press ENTER. If you want to install the 'CHEQUE-IT-OUT' program into another directory, then simply enter here the new directory name with the "\" in front of the name. If this directory does not exist on your hard disk the system will then prompt you with: "DIRECTORY NOT FOUND. CREATE NEW DIRECTORY (Y/N):" Enter "Y" to create this new directory on your hard disk or "N" to enter a new directory name or to except the default \CHEQUE name. 8. Last, enter the drive where the original 'CHEQUE-IT-OUT' program disk is in (usually A:). 9. Once these steps have been completed, the screen will then display "CREATING CONFIG.SYS FILE ON DISK C:" and if you already have a CONFIG.SYS file, it will be saved as a CONFIG.BAK. 10. A new prompt will appear: Insert the Original 'CHEQUE-IT-OUT' Program Disk in Drive A: Press any key to continue 11. The screen will then display "INSTALLING 'CHEQUE-IT-OUT'" and files will be copied from drive A: to drive C:. 12. After all the program files are copied, a new prompt will instruct you to: Insert the original 'CHEQUE-IT-OUT' Install and Sample Disk in drive A: Press any key to continue 13. Once all of the Sample files are copied, the installation is complete. After completing the INSTALL procedures, FILE AWAY the original 'CHEQUE-IT-OUT' disks for safe keeping. Never use the original disks! 1d - STARTING UP 'CHEQUE-IT-OUT' After you have installed your disks as outlined above, you are ready to start using 'CHEQUE-IT-OUT'. To use 'CHEQUE-IT-OUT' on a daily basis, follow the procedures outlined below: Page 13 CHEQUE-IT-OUT FLOPPY DISK USERS: 1. Reboot (turn off & on, or press Ctrl & Alt & Del) your computer with your POWER-UP disk in drive A:. 2. Insert your newly created 'CHEQUE-IT-OUT' PROGRAM DISK in drive A: and your blank DATA DISK in drive B:. 3. From the A: prompt, type in the command "CHEQUE" to run 'CHEQUE- IT-OUT'. 4. The first screen displays a 'CHEQUE-IT-OUT' logon notice. Press any key to continue. 5. Next, you will be asked for the DISK DRIVE, PATH (directory name), and FILENAME (See Section 1e below). HARD DISK USERS: 1. Reboot (turn off & on, or press Ctrl & Alt & Del) your computer to enable the new CONFIG.SYS file. 2. Change to your new 'CHEQUE-IT-OUT' directory "CD\CHEQUE". 3. Then type in the command "CHEQUE" to run 'CHEQUE-IT-OUT'. 4. The first screen displays a 'CHEQUE-IT-OUT' logon notice. Press any key to continue. 5. Next, you will be asked for the DISK DRIVE, PATH (directory name), and FILENAME (See below). 1e - SELECTING/CREATING DATA FILES Before selecting any menu items from the 'CHEQUE-IT-OUT' Master Menu, you must first select the datafile you will be working on, as shown below: |-------- SELECT DATAFILE --------| | DISK DRIVE:C | | PATH:\CHEQUE___________________ | | FILENAME:________ | |---------------------------------| 1. SELECTING DISK DRIVE: The first prompt asks for "DISK DRIVE". Here you enter the disk drive letter in which your data disk has been inserted. Usually "B" for floppy disk users. Hard disk users type "C" unless you wish to store your data files on a floppy diskette. If so, type in the letter of the drive in which your blank data disk has been inserted. When your selection is complete, press "ENTER". 2. SELECTING PATH: The second prompt asks for "PATH" (Directory name). If you are using floppies, leave this field blank. For hard disk users: The default is the directory you are currently in, which contains your program files. If you want your datafiles Page 14 CHEQUE-IT-OUT to be stored in the same directory as your program files, hit the "ENTER" key. If you want your datafiles stored in a different directory, enter the ALREADY EXISTING directory name (i.e. \CHEQUE\DATA). New directories should be created from the DOS prompt using the DOS command MD\???????? (? = directory name). 3. SELECTING/CREATING DATAFILE NAMES: The last prompt asks for a "FILENAME". An automatic pop-up list of all of your filenames will appear every time you are at this filename prompt. To create a new datafile, you must first eliminate the pop-up filename selection window (if present) by pressing the "ESC" key. Next, enter a new filename up to eight characters long, without spaces, and press "ENTER". Then, answer "Y" to the "Create new file" prompt. If you answer "N" here, the system will then ask "Do you want to restart?". Answering "Y" will take you back to the "DRIVE, PATH, FILENAME" prompt. If you answer "N", you will leave the program. NOTE: To eliminate the need to enter the disk drive and a file name each time you run 'CHEQUE-IT-OUT', enter from the \CHEQUE Directory, the command "CHEQUE ????????" (? = datafile name). Another way to eliminate the need to enter the disk drive and the file name each time you run 'CHEQUE- IT-OUT' from anywhere in your directory, you should modify the RUN.BAT file by adding a command line parameter to the "CHEQUE" command. For example: if you want to use drive C: at all times, and also want to use the file name "MYFILE", you should change (edit) the RUN.BAT file command "CHEQUE" to "CHEQUE B:MYFILE". (See your DOS manual on how to edit files using EDLIN). When you run 'CHEQUE-IT-OUT', it will automatically use the selected file in drive C:, without asking you again. After you have selected your DISK DRIVE, PATH, AND FILENAME, you can now select the appropriate menu item from the 'CHEQUE-IT-OUT' master menu, as described in 2a. 1f - USING THE SAMPLE ACCOUNTS The "SAMPLE" datafiles are on the 'CHEQUE-IT-OUT' Samples Disk. It includes a typical Chart of Accounts, to allow you to learn the different functions of 'CHEQUE-IT-OUT'. It also provides you with samples of different types of transactions. If you are new to 'CHEQUE-IT-OUT', print some reports while using the Sample accounts, in order to familiarize yourself with the reports and functions of 'CHEQUE-IT-OUT'. See the Reports Section, in this Manual for more details on reports. Thoroughly analyze these reports, noting the types of transactions and which accounts were being used. This will be a tremendous help when you are entering your own transactions, since most people employ similar types of transactions. It is important for you to understand that the SAMPLE accounts included in the program, have been created exclusively as tutorial accounts, to be used to help those who are learning to use 'CHEQUE-IT- OUT'. Please, do not try to expand it for use as your own Chart of Accounts, since it contains beginning balances as well as existing transactions. The SAMPLE accounts are intended to be used merely as a Page 15 CHEQUE-IT-OUT sample to facilitate the learning process. In order to use these SAMPLE accounts, follow all of the steps in Section 1d - Starting Up 'CHEQUE-IT-OUT', except with the 'CHEQUE-IT- OUT' Samples disk in drive B:. At the filename prompt, select the "SAMPLE" datafile. 1g - CONFIG.SYS FILE Many of the programs you run will open several files at ones, DOS normally only allows a few, and will crash your program if you do not have a CONFIG.SYS file in your root directory or on your boot-up disk. This will tell DOS to allow 20 files to be open at the same time and you will not have any problems running 'CHEQUE-IT-OUT'. If you already have a CONFIG.SYS file make sure it has the commands listed below in it. If not, using your word processor or text editor program, input the following into your CONFIG.SYS file. FILES=20 BUFFERS=20 If you followed the 'CHEQUE-IT-OUT' INSTALL procedure outlined above, this was automatically done for you. Page 16 CHEQUE-IT-OUT SECTION TWO - USING 'CHEQUE-IT-OUT' 2a - MAIN MENU AND SUB-MENU'S MAIN MENU The 'CHEQUE-IT-OUT' Main Menu is the starting point for all of the features needed to perform the 'CHEQUE-IT-OUT' functions. It will also guide you to all of the other sub-menus for the entire 'CHEQUE- IT-OUT' program. The section that follows includes a brief explanation of each sub-menu and its capabilities. 'CHEQUE-IT-OUT' MAIN MENU |--------------------------------------------------------------------| | Quit conFig Trans Reports Accounts Utility Order | |--------------------------------------------------------------------| QUIT Used to leave the program or restart 'CHEQUE-IT-OUT'. If you wish to leave the program simply press "ENTER" on the highlighted QUIT and answer "N" to the "DO YOU WANT TO RESTART" prompt. To restart, simply enter "Y" at this prompt. CONFIGURATION - (conFig) The Configuration Menu allows you to change the system date, the report heading name and the system configuration. It also allows you to set up passwords, select screen colors, and backup datafiles. The Configuration Menu appears as follows: |- Configuration Menu -| | Leave Configuration | | System Date | | Report Heading Name | | System Configuration | | Passwords Menu | | Screen Colors | | Backup Datafiles | |----------------------| TRANSACTIONS - (Trans) The Transaction Menu allows you to record anything that changes your financial position (e.g. writing checks, deposits, loan payments, finance charges, etc.). The TRANSACTION MENU appears as follows: Page 17 CHEQUE-IT-OUT |------- Transactions Menu -------| | Leave Transactions Menu | | Enter & Print CHECKS | | Enter TRANSACTIONS | | Modify/Delete Transactions | | Create Recurring Entries | | Modify/Delete Recurring Entries | | Activate Recurring Entries | |---------------------------------| REPORTS - (Reports) The 'CHEQUE-IT-OUT' Reports Menu allows you to generate a complete range of financial statements from your own recorded information. The Reports Menu appears as follows: |---- Reports Menu ----| | Leave Reports Menu | | Transaction Journal | | Recurring Entries | | Account History | | Income Statement | | Balance Sheet | | Chart of Accounts | | Budget Variance | | Budget Listing | |----------------------| CHART OF ACCOUNTS - (Accounts) The Chart of Accounts is a detailed listing of all of your personal/business financial accounts. The Chart of Accounts Menu appears as follows: |--- Chart of Accounts Menu ---| | Leave Chart of Accounts Menu | | Update Chart of Accounts | | Update Expense Budgets | |------------------------------| UTILITY - (Utility) The options in the Utility Menu include important functions such as; sorting transactions, exporting, and closing your books at the end of the financial period. The Utility Menu appears as follows: |----- Utility Menu ------| | Leave Utilities Menu | | Sort Transactions | | Import Transaction File | | Check Writing Settings | |-------------------------| Page 18 CHEQUE-IT-OUT ORDER - (Order) A computerized order form for ordering software or pre-printed checks. |- Computerized Ordering -| | Leave Ordering Menu | | Order Software | | Order Checks | |-------------------------| 2b - MAKING SELECTIONS AND SPECIAL KEYS SELECTING MENU ITEMS Once you are at the MASTER MENU, the various menu items are listed across the top of your screen. The four methods for making menu selections are listed below: 1. Using the keypad arrows, move the highlighted cursor to your selection and press "ENTER". 2. Type in the capitalized letter of your selection. 3. On a color monitor, type in the highlighted letter of your selection. 4. Move your mouse to the appropriate menu item and press the left button for "ENTER". SPECIAL FUNCTION KEYS 1. PRINTER PAUSE KEY: When you are printing reports to your printer, or to the disk, you may "PAUSE" the report by pressing any key (except ESC) while it is printing. This will cause the report to pause until you press any key to continue. When using this feature, please remember that some printers have print buffers which will cause the printing to continue until the buffer is completely printed. It will only stop printing at that time. 2. HELP: There are two help systems present in the 'CHEQUE-IT-OUT' program. The first one is a one line help sentence that is displayed at the bottom of the screen at all times. The second help system is context sensitive. This means that the help screen will display help on the subject you are currently working on. To receive help at any time, anywhere in the program, press the "F1" key and a pop-up window will display an explanation of the field you are working on. Several of the help files include cross references at the bottom of the screen. To go to a cross reference, move the highlighted cursor to your selection and press "ENTER". If there is only one cross reference, simply press "ENTER". You may return to the field you were working on at any time by pressing the "ESC" key. Pressing the "F1" key once you are already at a help file will Page 19 CHEQUE-IT-OUT display a listing of the overall available Help topics allowing you to select a new area of help. Move the cursor or mouse to the specific Help item and press "ENTER". 3. SAVE/DONE: The "F10" key is used to save information that you have just entered into the system. 4. POP-UP ACCOUNTS: The "F2" key is used for the pop-up chart of accounts. When you are at an input field that requires an account number, pressing "F2" will display a pop-up chart of accounts which you can select from. Using the keypad arrow keys, move the highlighted cursor to your selection and press "ENTER", or enter the first digit of the account and the first account starting with that number will be found. If you would like an automatic pop-up chart of accounts listing when you are at any input field that requires one, then, in the system configuration settings, answer "Y" to the "AUTO POP-UPS". Answering "N" will require the use of the "F2" function key for any pop-up listings. 5. ESCAPE (ESC): The Escape key allows you to stop any function and will take you back to your previous menu selection. Pressing the ESC key several times will also take you out of the 'CHEQUE- IT-OUT' program. If you are at an input field, and you do not want to continue your current task, the ESC key allows you to abort and return to the previous menu. If you are at a menu, using the ESC key allows you to return to the previous menu. Selecting ESC at the Master Menu will end the program, as well as allow you to select a different filename. If you would like to abort the printing of a report, you may do so via the Escape key. EDITING KEYS This section briefly describes the commands recognized by the data input editor (the keys you can use to move around the input fields). MOVING ONE CHARACTER TO THE LEFT: Press the left arrow key once for each character you want to move to the left. MOVING ONE CHARACTER TO THE RIGHT: Press the right arrow key once for each character you want to move to the right. MOVING CURSOR TO BEGINNING OF A FIELD: Press the <Home> key. MOVING CURSOR TO END OF A FIELD: Press the <End> key. DELETING SINGLE CHARACTERS: Press the <Del> key. Page 20 CHEQUE-IT-OUT DELETING SINGLE CHARACTERS TO THE LEFT OF THE CURSOR: Press the Backspace key (key with the arrow pointing to the left). DELETING AN ENTIRE FIELD: Press <Ctrl/Y> or hit the space bar. DELETE FROM CURSOR ON TO END OF FIELD: Press <Ctrl/End> or hit the space bar. DELETE FROM BEGINNING OF FIELD TO CURSOR: Press <Ctrl/Home>. INSERTING A MISSING LETTER: Press the "INSERT" key once, move the cursor to where the letter will be inserted, enter the appropriate letter and press the "INSERT" key again to turn INSERT off. Fat cursor indicated insert mode ON, thin cursor indicates insert mode OFF. RESTORE ORIGINAL CONTENTS OF FIELD: Press <Ctrl/R>. ACCEPT THE CURRENT ENTRY AND MOVE TO THE NEXT INPUT FIELD: <Enter> MOVE CURSOR TO PREVIOUS FIELD: Press the UP arrow key or press the <Shift/Tab> keys. MOVE CURSOR TO FIRST FIELD ON SCREEN: Press <Ctrl/PgUp>. MOVE CURSOR TO LAST FIELD ON SCREEN: Press <Ctrl/PgDn>. QUIT: Press <Esc>. SELECT NEXT INCREMENT VALUE: Press <+> & <Spacebar> (multiple choice fields only). DROP TO DOS At any time when using 'CHEQUE-IT-OUT', you may temporarily drop down to DOS to perform a DOS command and return back to 'CHEQUE-IT-OUT' and continue where you left off. To drop to DOS, simply press <Alt/D>. To return to the program, type in the command "Exit". WARNING: It is very important that you DO NOT load any memory resident program (i.e. PRINT.COM or SIDEKICK) while running 'CHEQUE-IT-OUT' as it will corrupt 'CHEQUE-IT-OUT's memory and it will crash the program. MOUSE: (MICROSOFT OR COMPATIBLE) You may also use a mouse instead of the keypad arrow keys for your selections from the menu's, filename listing, pop-up chart of account or prompts that require a single key stroke. Two-Button Mouse: The right button is for ESC. The left button is for ENTER. Pressing both buttons at the same time will display the HELP system (F1) for the field you are current field working on. Three-Button Mouse: Pressing the left or middle button represents "ENTER". The right button is for "ESC" and pressing both the right Page 21 CHEQUE-IT-OUT and left button at the same time will call up the Help system. The mouse cursor can be moved directly to the input field you wish to change by clicking on that field. On multiple choice prompts you can increment the value by pressing the left button several times. Page 22 CHEQUE-IT-OUT SECTION THREE - THE CONFIGURATION MENU The Configuration Menu contains menu selections important to the overall setup and performance of the 'CHEQUE-IT-OUT' program. Select conFig from the Master Menu, and the Configuration Menu will appear as follows: |- Configuration Menu -| | Leave Configuration | | System Date | | Report Heading Name | | System Configuration | | Passwords Menu | | Screen Colors | | Backup Datafiles | |----------------------| The Configuration menu allows you to change the system date and the report heading name. Here you can also change the system configuration or except the default configuration. You can also create passwords, change screen colors and make backup copies of your datafiles. Follow the detailed procedures outlined below for proper setup: 3a - SYSTEM DATE 1. Changing the date is only necessary if you did not set the system date at the time you powered up your computer (manually using the DOS DATE command). It is done automatically for you if you have an internal clock board in your computer. The date, shown at the bottom right hand corner of your screen, also prints on all of your reports. Changing the date here will also change the date of your system clock. If your computer does not have an internal clock, you will need to enter the correct time and date each time you turn on your computer, or your reports will have the wrong date, which makes it difficult when comparing reports by dates. Depending on how you have entered your date format in the System Configuration (the default is mm-dd-yy), you will need to use the same format here. 2. To change the system date, select SYSTEM DATE at the Configuration Menu. The following prompt will appear: |- Change Date -| | DATE:07-20-89 | |---------------| 3. The default date format is mm-dd-yy. Make any changes as needed. mm - month dd - day yy - year 4. When complete, press "F10" or "ENTER" to save your changes. Page 23 CHEQUE-IT-OUT 3b - REPORT HEADING NAME The report heading name is a two line name, each line can have a name up to 28 characters long. The first line will always appear at the top of your screen, and when printing reports both lines will always show on your report as your report heading name. (Creating a name here will not change your data file name). 1. Select REPORT HEADING NAME at the Configuration Menu. The following prompt appears: |---------- Change Report Heading Name -------| | Report Heading 1:__________________________ | | Report Heading 2:__________________________ | |---------------------------------------------| 2. On line 1, type in your name. 3. On line 2, type in any additional information you would like to appear on all of your reports. If you do not want an additional title, simply leave this line blank, by pressing the spacebar. 4. If you do not want to change the heading name, press "ENTER" to accept what is already shown. 3c - SYSTEM CONFIGURATION The system configuration settings are pre-defined for your convenience. They do not need to be changed in order to use the program, however, you may change them at any time, depending on your preference, or the type of hardware you have. When you have completed your changes you may save your new configuration by pressing the "F10" function key and answer "Y" to the "Inputs Correct" prompt. In order to have your changes activated, you must return to the Master Menu.. Select SYSTEM CONFIGURATION at the Configuration Menu. The following prompt will appear: |----------------- CONFIGURATION SETTINGS ------------------| | Date Mask:mm-dd-yy Time Mask:hh:mm:sste | | Error Sounds On:Y Window Sounds On:Y | | Exploding Windows:Y Auto Pop-up:N | |Print Zero Balance:Y Pause Between Pages:N | | Decimal Character:. | | | | Printer Port:LPT1 Lines per Page:66_ | | Top Margin:1_ Bottom Margin:2_ | | Wide Carriage:Y | | Init String:0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | | 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | | Forms Init String:0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | | Normal (10cpi):0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | | 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | |Compressed (17cpi):0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | | 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | | Exit String:0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | |-----------------------------------------------------------| Page 24 CHEQUE-IT-OUT NOTE: When ever you are modifying the system configuration, it is important to know that pressing "ENTER" will take you to the next input field and pressing the up arrow key will take you back one field and pressing the ESC key will take out of this menu to your previous menu. If you do make changes, remember to press the "F10" key to save your new input and that you need to return to the Master Menu before your changes take effect. 1. DATE MASK - Here you would select the date format of your choice. The date is always displayed on the bottom left side of your screen. The date also prints on all your reports and when entering transactions the date will be displayed in the format selected here. The system default is set to the mm-dd-yy format (i.e. 12-31-89). The date mask can show any combination (i.e. dd-mm-yy, yy-mm-dd, mm-yyyy, mm-dd), you even can display the month and date without the year. The date separator may be a dash "-", period ".", or any other separator of your choice. mm = month dd = day yy = year Enter here your new date format and press "ENTER" to continue to the next field, or "F10" (done/save) if this was your only change. 2. TIME MASK - The time format is preset in the system for "hh:mm:sste". This displays every digit including "am" and "pm" (i.e. 05:02:32pm). The break down of the time mask configuration is as follows: h; H = hours m; M = minutes s; S = seconds t = a or p e = m Notice, in the above example, that the time format is in lowercase letters, therefore displaying all zeros before single digit times. Using capital letters will eliminate the leading zeros (i.e. HH:MM:SSte = 5: 2: 5pm). If you want the leading zero on minutes and seconds, you may simply only capitalize the hours (i.e. HH:mm:sste = 5:02:05pm). There is no requirement to use all lowercase or all uppercase letters. It is important, however, that you use the double-letter format hh:mm:ss. If you use a single letter format (h:m:s), the time readout will only show one digit whether it is a double digit hour, minute, second or not. Using the "te" at the end of the time format allows the "am" and "pm" to appear on the screen. If want only the single letter "a" or "p" to show you may do so by only entering the letter "t" ( the letter "e" cannot stand alone, it must be accompanied by a corresponding "t"). If you choose to eliminate the "te" all together, then your time will appear in Page 25 CHEQUE-IT-OUT military format (i.e. 05:03:32pm will then be 17:03:32). 3. ERROR SOUNDS ON - Here you can select if you want error sounds on (i.e. the sound you hear when an entry is entered incorrectly, or a file cannot be found). Enter here "Y" for yes or "N" for no. This selection does not effect any other sounds. 4. WINDOW SOUNDS ON - Here you can select to hear a sound when ever a window pop-ups and closes on your screen. Select "Y' for yes or "N" for no. This has no effect if Exploding Windows are set to "N" (See below). 5. EXPLODING WINDOWS - The exploding windows start from the center and explode outward. If you do not want this feature answer here "N" for no and the windows will pop-up instantly rather than explode outward. Disabling exploding windows allows much faster execution speed of the screen displays. 6. AUTO POP-UP - Answering "Y" to auto pop-up will give you an automatic pop-up of the chart of accounts listing whenever you are at an input field that would require one. If you answer "N" for no, you may manually request a pop-up chart of accounts listing by simply pressing the "F2" function key. 7. PRINT ZERO BALANCE - Here you have a "Y/N" option to include zero balance accounts on your reports, answer"Y" and your reports will include all your accounts. Answer "N" and all accounts that have a zero balance will not be printed. 8. PAUSE BETWEEN PAGES - This selection is for all owners of single sheet feeding printers. If you would like a pause between each printed page, for paper re-loading, answer here "Y" for yes or "N" for no. 9. DECIMAL CHARACTER - This unique feature was explicitly developed for foreign countries that use commas instead of decimals in their currency. Here simply enter the character you would like to appear as your decimal ("," ".", or "N" for no decimal character). The decimal point appears on all reports and when entering amount data. 10. PRINTER PORT - This is multiple choice input field. Enter here the appropriate port code for your printer, depending on whether it is a parallel or serial port hook up. For parallel port printers use the codes "LPT1", "LPT2", "PRN:", or "LST:". For serial port printers use "COM1", "COM2","COM3" or "COM4". If in doubt, of your printer port, select "LST:". Pressing the <Space> bar or the <+> key (on three button mice, the left button) will display the above mentioned printer port options, one at a time. The code that is showing in this field can then be selected by pressing ENTER. 11. LINES PER PAGE - This refers to how many lines one sheet of paper has. An 8 1/2" x 11" page has usually 66 lines, printing at 6 lines per inch. To figure the total lines per page, you would multiply the length of the paper by the number of lines per inch, usually 6 (i.e. 11x6=66). The actual lines printed on a page are determined by the top and bottom margin. It is very Page 26 CHEQUE-IT-OUT important that your printer is set to the same page length as you have entered here, if they are not the same you will experience difficulty with the page line-ups. 12. TOP MARGIN - Entering a number here will indicate how many blank lines from the top of the page your printing will start. We suggest you enter a "1" here. 13. BOTTOM MARGIN - Entering a number here will indicate how many lines from the bottom of page the printing will stop. We suggest you enter a "2" here. 14. WIDE CARRIAGE - A wide-carriage printer can use 14" wide paper, if you have one answer "Y" for yes here. This will allow you to print trended reports on the entire width (vertical) of the paper. Answering "N" for no here will keep all print outs within the 8 1/2" of paper width. 15. INIT STRING - This function will allow you to send a special setup string to the printer when you run 'CHEQUE-IT-OUT'. It is usually blank, and most often used by advanced users. It may be used to move your printer's left margin, or to change the printer font you are using. 16. FORMS INIT STRING - The inputs for this field are the escape sequences which change your printer modes when using pre- printed forms (like checks). It is usually used to turn off special modes in the init string above (see your printer manual for proper codes). All inputs are numbers from 0 to 255. If you do not know what codes to use for your printer, simply leave all fields blank. 17. NORMAL - The "Normal Mode" tells your printer to print in 10- characters-per-inch mode. If you have an Epson printer enter "18". 18. COMPRESSED - The "Compressed Mode" changes your printer to print in 17-characters-per-inch mode. If you have an Epson printer enter "15" in the first field. 19. EXIT STRING - This is an optional field for advanced users to reset their printer after printing reports. Beginners should leave this section blank. 3d - PASSWORDS 1. Passwords are used to protect your personal and/or confidential information from any unauthorized use by others. Using passwords allows you be confident and ensures that no one will tamper with your information. In 'CHEQUE-IT-OUT' we are giving you this outstanding feature at different levels. Each password is created by you and can be up to 8 characters long. Once a password has been created, it can be changed, but not bypassed. Another safety precaution is that the password NEVER appears on the screen when you are typing it in, but instead dot characters will appear. Your password will only appear on the Page 27 CHEQUE-IT-OUT screen when it is being created. This is to ensure proper spelling. There are three levels of password protection available. You can either select one, or all for ultimate safety. Should you forget your password you will need to send your data files to us for password removal. First Option: "System Password", creating a password here will prohibit others from entering into that datafile. Second Option: "Acct Rec Password", creating a password here will prohibit the use of the Account Reconciliation module. Third Option: "Access to Reports". Creating a passwords here will prohibit only the printing of reports, but all other menu items will be available. 2. At the Configuration Menu select PASSWORDS MENU. The following prompt will appear. |-- Passwords Menu --| | Leave Passwords | | System Passwords | | Acct Rec Password | |--------------------| Using the keypad arrow keys, move the highlighted cursor to either the System Password or the Acct Rec Password and press "ENTER". (The Account Reconciliation has only one password). The next prompt will be as follows: |----- Passwords ----| | Access to System | | Access to Reports | |--------------------| From this prompt you have the option to select one password for the system and/or the reports menu. Using the keypad arrow keys, move the highlighted cursor to the appropriate selection and press ENTER. If you want to create a password for both, you will need to do so one at a time. Once you have selected the system or reports, the following prompt will appear: |--- Change Password ---| | Old Password:________ | | | |-----------------------| This prompt (shown above) asks for the old password. If you are creating a password for the first time, there will be no old password, so you would simply leave this field blank. If you are changing your old password to a new password, you will need to enter the old password first. It is very important that Page 28 CHEQUE-IT-OUT you spell this word correctly, because it does not appear on the screen as you type in, if you type in your password incorrectly, or enter the wrong one, the prompt "INVALID ENTRY" appears. Remember each password can be up to eight characters long. For each letter you type, a dot ( ) will appear to indicate each letter. When you have entered the appropriate password, press "ENTER" to continue to the next field. The next prompt to appear is as follows: |--- Change Password ---| | Old Password:________ | | New Password:________ | |-----------------------| Once you have entered your old password then enter here the new password whether you are creating or changing a password. When complete press the ENTER key. NOTE: Remember that your password will only appear on the screen once, when entering a new password. Other than a new entry, your password will NEVER appear on the screen. Instead, for each password character you enter a "" will appear. Therefore, we recommend that you choose a password that is easy or write it down on a piece of paper and file it away. Once you have established a password, it cannot be bypassed. You must have the right password in order to access the System, Account Reconciliation or Reports. If there is ever a time where you feel you no longer are in need of a password, simply enter the old password and leave the "New Password" blank (press spacebar), and press "ENTER" when complete. 3e - SCREEN COLORS 1. If you have a color display board, 'CHEQUE-IT-OUT' will automatically display all screens in color. The colors that appear are the default colors and are defined in the system configuration. To change the color configuration, follow the steps below: 2. Select "Screen Colors" at the Configuration Menu and the following menu will appear: Page 29 CHEQUE-IT-OUT |- Colors Configuration Menu -| | Leave Color Selections | | Main Screen Color | | Error Window Colors | | Input Window Colors | | Select-Acct Window Colors | | Main Menu Colors | | Sub-Menu Colors | | Acct Rec Menu Colors | | Help Screen Colors | | Reset to defaults - Color | | Reset to defaults - B&W | |-----------------------------| There are ten color selections available in this menu. Please find below a brief explanation for each color selection: A. Main Screen Color - this is your background screen color. B. Error Window Colors - the color of the window that appears when an incorrect entry has been made or a file name cannot be found. C. Input Window Color - color of all input field windows. D. Select-Acct Window Colors - color of the pop-up chart of accounts and the filename windows. E. Sub-Menu Colors - colors in the sub-menu's. F. Acct Rec Menu Colors - colors of the Account Reconciliation Menu. G. Help Screen Colors - the colors of the Help window. H. Reset to default - COLOR - resets the colors to the programs original default color configuration. I. Reset to default - B&W - resets the color configuration for a black and white monitor. 3. Each menu item, excluding the Main Menu Color selection, has its own color menu. The section that follows explains the color selection menus: The Error Window Colors, Input Window Colors and Select-Acct Window Colors have identical menus. (Shown below using the Select-Acct Window Colors menu as an example) |- Select-Acct Window Colors -| | Window Frame Colors | | Window Title Colors | | Window Body Colors | | Selected Colors | | Prompt Colors | | Input Colors | |-----------------------------| Page 30 CHEQUE-IT-OUT A. Window Frame Colors - the frame color around the windows. B. Window Title Colors - the color of the window heading title. C. Window Body Colors - the color of the body of the window. D. Selected Colors - the color of the currently selected item in the window. E. Prompt Colors - the color of each field title in a window. F. Input Colors - the color of the input field (the field you enter your information into). 4. The Main Menu Colors, Sub-Menu Colors, Utility Menu Colors and Acct Rec Menu Colors also share identical menus (shown below using the Main Menu Colors menu as the example). NOTE: The first four menu items are explained above #A - #D. |- Main Menu Colors --| | Window Frame Colors | | Window Title Colors | | Window Body Colors | | Selected Colors | | Pick Colors | | Help Colors | | Shadow Colors | |---------------------| G. Pick Colors - the color of the highlighted "Pick" letter of each menu selection (color monitors only). H. Help Colors - color of the one line help sentence which is displayed at the bottom of the screen. I. Shadow Colors - the color of the shadow behind every window. 5. The Help Screen Colors are as shown below. Again, the first four selections are described above in #A - #D. |- Help Screen Colors -| | Window Frame Colors | | Window Title Colors | | Window Body Colors | | Selected Colors | | Un-Selected Colors | | Hi-Lite Color 1 | | Hi-Lite Color 2 | | Hi-Lite Color 3 | |----------------------| J. Un-Selected Colors - the un-selected cross-reference selection of a Help Topic (e.g. the help topic "Filename" has the cross-reference "MOUSE COMMANDS" at the bottom of the screen). Page 31 CHEQUE-IT-OUT K. Hi-Lite Colors 1,2&3 - important words and information in the help screen that are highlighted. 6. The last two selections in the Colors Configuration Menu are Reset default to color or B&W. If you have selected a color combination you do not like, simply select the Reset to default - Color or B&W and press "ENTER". A window will then appear stating "Colors reset to defaults". Before leaving the Color Menu press "F10" and at the "SAVE INPUTS [Y]" prompt, answer "Y" for yes. To make color selections, make your selection from the Colors Configuration Menu. Then, use the keypad arrows to select the item you would like changed (i.e. window frame, window title, etc.). Press "ENTER", and a pop-up window with a color chart will then appear. The color choices for background and foreground are listed below in the order they appear on the screen: BACKGROUND COLORS - are: black, blue, green, cyan, red, magenta, brown, and light grey. FOREGROUND COLORS - are: black, blue, green, cyan, red, magenta, brown, light grey, dark grey, light blue, light green, light cyan, light red, light magenta, yellow, and white. The background colors are displayed vertically, and the foreground colors are displayed horizontally on the color chart. To make a color selection, use the keypad arrows (or your mouse) to move the highlighted cursor to your color choice, press "ENTER", and the color chart will then disappear. Your new colors are set. Return to the Master Menu to activate your new color selection. NOTE: When the cursor is on any selected item, the colors are reversed. (e.g. green on red will appear red on green). 3f - BACKING UP DATAFILES 1. Making daily back-up copies of your real data files is strictly for your own protection. If there is ever a time when your hard disk or your floppy should crash, you should have a current backup copy of your data files that you could fall back on instead of having to re-enter all your information. Therefore, we encourage you to make a backup copy of your datafiles at the end of each day. We also recommend that you have more then one back-up disk so you can rotate the disks (one for each day of the week). To make a back-up you need to have a new blank formatted disk ready, labeled "BACKUP DISK FOR ????????" (? = filename). The backup procedure will only backup the datafile you are currently in. During the back-up the following extension are copied: .GLA, .CNF, .CKF, .GLT, .GLR. To make a back-up of your datafiles please follow the steps below: 2. From the Configuration Menu, select Backup Datafiles. The Page 32 CHEQUE-IT-OUT following prompt will appear: |--- Datafile Backup --| | BACKUP DISK DRIVE:A | |----------------------| This prompt is asking you for the disk drive letter in which you have inserted your backup disk, the default is drive A:, to except the default press "ENTER", otherwise enter your disk drive letter. Hard disk users can only back-up their files to a floppy disk drive. The following screen will then appear: Put a BLANK FORMATTED disk in drive A: **** PRESS ANY KEY WHEN READY **** 'CHEQUE-IT-OUT' will then copy all of the above mentioned extensions of your data file to your backup disk. If you run out of disk space on your backup disk , 'CHEQUE-IT-OUT' is smart enough to tell you to insert a new disk to continue the backup procedure. Page 33 CHEQUE-IT-OUT SECTION FOUR - ADDITIONAL INFORMATION 4a - BASIC ACCOUNTING SKILLS BASIC ACCOUNTING PRINCIPLES In this section, we would like to give you an overview of basic accounting principles. Most of the examples in this section refer primarily to various business transactions. They can, however, easily be adapted to apply to an individual's financial transactions. ACCOUNTING ELEMENTS To have complete accounting records, all transactions and events which affect the basic accounting elements must be recorded. The basic accounting elements are ASSETS, LIABILITIES and CAPITAL or EQUITY. These elements are defined below: ASSETS: Items of value which are owned by the business or by the individual are assets. Examples of assets are: money, accounts receivable, merchandise, furniture, machinery, buildings, and land. LIABILITIES: A liability is any obligation to pay a debt. Liabilities include: accounts payable, taxes payable, bank loans, and notes to creditors. CAPITAL/EQUITY: The amount by which the assets exceed the liabilities is termed "Capital", or "Owner's Equity" in the business. The word "equity", in this sense, means "interest in". The terms proprietorship, net worth, or capital are all synonyms for owner's equity. If there are no liabilities, the owner's equity is equal to the total amount of assets. THE ACCOUNTING EQUATION The relationship between the three basic accounting elements can be expressed in the following simple equation: ASSETS = LIABILITIES + CAPITAL/EQUITY In order to increase equity in a business, the owner must either increase the assets without increasing the liabilities or decrease the liabilities without decreasing the assets. In order to increase the assets and equity without investing more money or other property, the business must operate at a profit (profit and losses are described later). Below are examples of the effect of transactions on the accounting equation: 1. An increase in an asset offset by an increase in equity; for instance, opening a bank account with a deposit of $5,000. As a result of this transaction, the assets are increased. Since no liabilities are involved, the equity also increases by the same Page 34 CHEQUE-IT-OUT amount. The equation is as follows: ASSETS = LIABILITIES + CAPITAL/EQUITY $5,000 = $0 + $5,000 (cash) (owner's equity) 2. An increase in an asset, offset by an increase in a liability. For example: you purchase office equipment for $4,000 on 30-day credit. The result is an increase in assets and an increase in an accounts-payable liability. The equation is as follows: ASSETS = LIABILITIES + CAPITAL/EQUITY $4,000 = $4,000 + $0 (office (accounts equipment) payable) 3. An increase in one asset, offset by a decrease in another asset. For example: the purchase of office supplies for $100 cash. In this case, the office supplies asset account increases by $100, and the cash asset account decreases by $100, causing the assets, liabilities, and equity to remain unchanged. The equation is as follows: ASSETS = LIABILITIES + CAPITAL/EQUITY supplies $100 cash <$100> ____ $0 = $0 + $0 4. An increase in an asset, offset by an increase in equity resulting from revenue. For example: you receive $500 cash from a client for services. This increases your cash balance and, since liabilities are not affected, the equity increases as well. The equation is as follows: ASSETS = LIABILITIES + CAPITAL/EQUITY $500 = $0 + $500 cash owner's equity 5. A decrease in an asset offset by a decrease in equity resulting from expense. For example: you paid $400 cash for rent. This decreases your cash balance and, since liabilities are not affected, the equity decreases by $400 as well. The equation is as follows: ASSETS = LIABILITIES + CAPITAL/EQUITY <$400> = $0 + <$400> cash owner's equity Page 35 CHEQUE-IT-OUT THE INCOME STATEMENT This statement, sometimes called a Profit and Loss Statement or Operating Statement, shows the net income (or net loss) for a specified period of time. The Income Statement, simply stated, is the total income, less the total expenses. A simple statement is shown below: Income from services $ 500 Rent expense <$ 400> _____ Net Income $ 100 ===== THE BALANCE SHEET The balance sheet is sometimes called a statement of financial condition, or a statement of financial position. It shows the assets, liabilities, and equity at a specific date. The balance sheet shows the ending balance for all of the asset, liability, and equity accounts. The balance sheet for the above five transactions would appear as follows: ASSETS ------ Cash $5,000 Equipment 4,000 Supplies 100 _____ Total Assets $9,100 ===== LIABILITIES ----------- Accounts Payable $4,000 CAPITAL/EQUITY -------------- Owner's Equity $5,100 _____ Total Liab & Equity $9,100 ===== (Notice that the accounting equation holds true: ASSETS = LIABILITIES + EQUITY.) DOUBLE ENTRY ACCOUNTING The meanings of the terms asset, liability and capital/equity are explained above. Examples have been given to show how each transaction causes a change in one or more of the three basic Page 36 CHEQUE-IT-OUT accounting elements. Note that in each of the transactions above, there was a dual effect (two accounts were changed). This will always be true. A change (increase or decrease) in any asset, liability or capital/equity is always accompanied by an offsetting change. The basis for double entry accounting is that each transaction has two parts. The first part is where the money is coming from, this is called a credit. The second part is where the money is going to, this is called a debit. There is no transaction which cannot be recorded in a double entry transaction. A business or individual has many assets. Each one of these assets monitored in a separate account (e.g., checking account, savings account, furniture, buildings). A separate account is kept for each asset, liability and equity. There is no limit to how many accounts make up your total assets, liabilities or equity. To help you to understand double entry accounting, we will introduce you to a way of describing an account. This is called a "T" account. The T account has three major parts: the title and account number, the debit side, and the credit side. A sample of the T account form is shown below. ACCOUNT TITLE ------------------------ DEBIT SIDE | CREDIT SIDE | | | DEBITS AND CREDITS An easy rule to remember is, that a credit is where money is coming from and a debit is where money is going to. For example: If you wrote a check totaling $100 for clothes, you would then credit your checking account (where the money came from), and debit your clothing account (what the money was used for). Increases in assets are recorded as debits (on the left side of the "T" account). Increases in liabilities are recorded as credits (on the right side of the "T" account). Decreases in assets are recorded as credits (on the right side of the "T" account). Decreases in liabilities and equity are recorded as debits (on the left side of the "T" account). These relationships are shown below: 1. ASSETS = LIABILITIES & EQUITY 2. DEBITS = CREDITS 3. ALL ASSET ACCOUNTS ALL LIABILITY ACCOUNTS _____________________ ______________________ Debit to | Credit to Debit to | Credit to Record | Record Record | Record Increases | Decreases Decreases | Increases (+) (-) (-) (+) Page 37 CHEQUE-IT-OUT ALL EQUITY ACCOUNTS ______________________ Debit to | Credit to Record | Record Decreases | Increases (-) (+) To illustrate double entry accounting, the transaction would be as follows: CASH EQUITY _____________________ ___________________ Debit | Credit Debit | Credit $5,000 | | $5,000 INCOME AND EXPENSES The term "Income" refers to an increase in the equity account. Likewise, the term "Expense" refers to a decrease in the equity. Thus, there are two new ways in which the equity account can change. All transactions involving income, and all transactions involving expense cause a change in the equity account. These changes could be recorded by debiting the equity account for expenses and crediting that same equity account for income. However, if you were to record income and expense in this manner, the capital/equity account would have a mixture of increases due to income, and the investment of assets in the business, while the debit side would have a mix of decreases due to expenses and withdrawal of assets from the business. This would make it very hard to analyze the profitability or to determine the net income. Thus, all income and expense transactions are recorded in separately classified income and expense accounts. Only the net income (or net profit) is then reflected in the capital/equity account. The income and expense accounts also have debits and credits. Shown below are the relationship of these accounts. ALL EXPENSE ACCOUNTS ALL INCOME ACCOUNTS ____________________ _____________________ Debit to | Credit to Debit to | Credit to Record | Record Record | Record Increases | Decreases Decreases | Increases (+) (-) (-) (+) The use of these accounts is illustrated in the following examples: 1. An increase in an asset offset by an increase in income. For example, you receive $500 cash for services rendered. This would appear as follows: Page 38 CHEQUE-IT-OUT CASH INCOME _____________________ _____________________ DEBIT | CREDIT DEBIT | CREDIT | | $500 | | $500 2. A decrease in an asset offset by an increase in expense. For example, you pay $400 for office rent. This would be recorded as follows: CASH RENT EXPENSES _____________________ _____________________ DEBIT | CREDIT DEBIT | CREDIT | | | $400 $400 | This brief description of accounting principles and double-entry accounting is not intended to teach you everything about accounting. You should refer to a basic accounting or bookkeeping text if you would like more details. The intention of this section is to familiarize our users with double-entry accounting and to help users get started with 'CHEQUE-IT-OUT'. For further transaction examples, look at the "SAMPLE" files on your Sample disk. By printing the Transactions Journal report in the sample accounts, you will be able to see some sample transactions to apply to your set of books. 4b - TECHNICAL SUPPORT It is our goal to provide you with the best and friendliest customer support as well as the highest-quality and easiest-to-use program at the lowest price. In order for us to do so, we do have some guidelines we would like to bring to your attention: WHO: All REGISTERED users are entitled to FREE, unlimited technical support. HOW: Our support staff is on call from 8:30am to 5:30pm, mountain time, Monday through Friday. When calling us please have your registration number at hand and your computer turned on with 'CHEQUE-IT-OUT' already loaded. You also may send letters containing questions but for fastest service it is recommend that you call our technical support line. WHERE: 24 HOUR ORDER LINE: 1-800-245-7789 24 HOUR FAX LINE: (719) 528-8997 Technical Support/Questions: (719) 528-8989 COMPUSERVE: 75236,2326 Mailing address: HOOPER INTERNATIONAL, INC. P.O. Box 50200 Colorado Springs, CO 80949 Page 39 CHEQUE-IT-OUT If you have any suggestions regarding 'CHEQUE-IT-OUT', we would like to hear them. We welcome all comments, and in future versions of 'CHEQUE-IT-OUT', we will certainly implement the suggestions that are advantageous to other users as well. Page 40 CHEQUE-IT-OUT SECTION FIVE - SETTING UP YOUR OWN BOOKS Below is a list of steps to follow when using 'CHEQUE-IT-OUT' for the first time. These steps are for those who have read Section One - Getting Started, and are now ready to set up their own "live" data files. The brief steps below are intended to provide a systematic step-by-step way to get started on your own. They are not intended to replace reading the manual! If you have not already done so, follow the INSTALL procedures in Section 1c Installing 'CHEQUE-IT-OUT', otherwise please follow the instructions below: 1. To set up your own books, you will need your program disk in drive A: and a blank data disk in drive B:. Change to the A: prompt. Hard disk users change to your newly created 'CHEQUE-IT-OUT' directory (e.g. CD\CHEQUE). 2. Type in the command "CHEQUE" to start up 'CHEQUE-IT-OUT'. At the "DRIVE" prompt, enter the letter of the disk drive where you want your datafiles to be stored, usually B:. C: for hard disk users, unless you want your data to be stored on a floppy disk, then enter the drive letter where your blank data disk is. Hard disk users will notice substantial speed increase if datafiles are kept on the hard disk. 3. At the "PATH" (directory name) prompt, press "ENTER" to accept the directory you are currently in, or enter the already existing directory name in which you would like your datafiles stored. Floppy disk users leave this section blank. 4. At the "FILENAME" prompt, enter the name of the data file you want to create. This can be any name up to eight characters long without spaces or special characters (A-Z only). Next, answer the "Create new file" prompt with "Y" for yes. 5. You will then be at the 'CHEQUE-IT-OUT' Master Menu. At this time you may go to the Configuration menu (CONFIG) and change any system defaults, such as; system date, report heading names, screen colors, set up passwords, and backup datafiles. However, this may be done at any time and is not necessary in order to run 'CHEQUE-IT-OUT'. We do however, recommend that you set up the report heading name at this time (see Section 3b - Report Heading Name). 6. Next, select the Chart of Accounts Menu (Accounts) to set up your own Chart of Accounts. You need to have accounts active before you can enter any transactions or print reports. See Section Six - The Chart of Accounts. 7. After you have set up accounts, select the Transaction Menu (Trans) from the Master Menu to start entering transactions and printing checks. See Section Eight- Transactions. 8. Once you have entered transactions, select the Reports Menu (Reports) from the Master Menu to print a Transaction Journal Report (or other required reports) to see what you have done Page 41 CHEQUE-IT-OUT so far. The two most useful reports are the Income Statement and the Balance Sheet. See Section Nine - Reports. 9. Then you may select the Utility Menu (UTILITY) from the Master Menu to set up your check configuration, sort transactions, export transactions, or perform the end-of- period posting. See Section Ten - Utility. Please remember that the above steps are only intended to show you the order of getting started with your own books. We highly recommend that you read ALL related sections before beginning. Page 42 CHEQUE-IT-OUT SECTION SIX - THE CHART OF ACCOUNTS 6a - WHAT IS A CHART OF ACCOUNTS? The Chart of Accounts is the foundation upon which your 'CHEQUE-IT- OUT' program is built. Creating an accurate and logical Chart of Accounts is important if you wish to correctly input and retrieve data. We strongly recommend that you review the sample Chart of Accounts on the Sample file and use it as a guideline in setting up your own accounts (see Sample datafile for a sample Chart of Accounts). In this section, the elements included in a Chart of Accounts will be described. Also, the procedures for entering, changing or deleting account numbers will be discussed. If you do not have much experience in double-entry bookkeeping or the terminology used, you may find it worth while to become acquainted with some of the basic principles described in Section 4a - Basic Accounting Skills. 6b - TYPES OF ACCOUNTS Each transaction entered into the program requires a minimum of two accounts. One account must be debited and one account must be credited during a transaction. Often times, however, there may be several accounts that are debited and/or credited in one transaction. A total of 2000 different accounts may be set up in your Chart of Accounts. Each account must be assigned a type code, and an account number between 1 and 999999. The account types are listed as follows: A = ASSETS - Money you have, things you own, and money owed to you. L = LIABILITIES - debts (e.g. loans, credit cards, etc.) C = CAPITAL OR EQUITY - Starting net worth or money invested in a company. R = RETAINED EARNINGS - Used by the system to track your net income and net equity (shows all profit related increases or decreases). You must set up at least one type "R" account (The first "R" account is used by the system). I = INCOME - Earnings, paychecks, or cash received. E = EXPENSE - Money you pay out for goods or services (e.g. rent, gas, food, etc.). 1 = SUBTOTAL GROUP 1 - Subtotals for reports only. 2 = SUBTOTAL GROUP 2 - Subtotals for reports only. N = NET INCOME - "Net Income Subtotal" used only for Expense Accounts (Type "E") and appears only in reports. 6c - ORGANIZATION OF THE CHART OF ACCOUNTS A sample Chart of Accounts listing is included in the Sample datafile. Please review this listing to notice the following characteristics: Page 43 CHEQUE-IT-OUT 1. The Asset accounts are assigned the lowest account numbers, followed by Liabilities, Capital/Equity, Retained Earnings, Income, and then Expenses. 2. There should be at least one Capital (Type "C") and one Retained Earnings (Type "R") account set up. 3. All accounts of the same type are grouped together and you may set up sub-total accounts within these groups. 4. Account numbers do not have to be assigned in immediate sequence. We do recommend, however, that you leave large spaces between account numbers to help you when adding new account numbers at a later date. 5. We also suggest assigning account numbers so that all accounts of the same type are grouped together in the same series of account numbers. Below is an example of account number groupings: 1 - 1999 Assets 2000 - 2999 Liabilities 3000 - 3999 Capital and Retained Earnings 4000 - 4999 Income 5000 - 5999 Expenses 6d - SUBTOTALS Specific account numbers may be reserved for subtotals in the Chart of Accounts. All subtotal accounts are defined with the account type "1", "2" or "N". This allows you to organize your subtotal accounts to best suit your needs. Refer to the sample Chart of Accounts in the Sample files, to see how the subtotals may be labeled and used. 1. Subtotal Group "1" will give you a subtotal of account numbers of the same account type (A,L,C,R,I,or E). FOR EXAMPLE: You have three checking accounts, #100, #110, and #120. If you would like a subtotal for those three accounts, assuming that there are no other accounts between those numbers, you should create an "Account Type 1" with the account number 121. 2. Subtotal Group "2" will subtotal all of the accounts back to the previous group "2" subtotal. Group "2" subtotals will also clear the group "1" subtotal accounts. 3. The Type "N" (Net Income) account is used only in the Expense account group (Type "E"). This account type will determine your cumulative net income to this point in the Expense Account group. Net Income = Income - Expenses. 4. You may enter as many subtotal accounts as needed. 5. You do not need to enter any Grand Total accounts (i.e.Total Income). On Reports, the 'CHEQUE-IT-OUT' program automatically creates a Grand Total for each account type Page 44 CHEQUE-IT-OUT grouping. 6. You cannot get a combined subtotal for two account types (e.g. assets "A" and liabilities "L") as all subtotal balances are cleared between account types. Subtotal accounts do not have beginning balances and you cannot enter transactions into them. 6e - CHART OF ACCOUNTS DATA FIELDS Each account in the Chart of Accounts includes several input fields. These fields contain important information for that account. The data fields are as follows: ACCOUNT NUMBER - First enter the new account number, up to six digits long, making sure you are following the suggested guidelines for organizing your Chart of Accounts (section 6c.). You cannot mix account types together. All accounts must be organized in account type order (A,L,C,R,I,E). ACCOUNT NAME - The account name should clearly identify the purpose of that account or subtotal field (i.e. "Checking First National Bank" not "Checking Account"). ACCOUNT TYPE - This field consists of a one-character account type identification. Only the following types are allowed: A, L, C, R, I, E, 1, 2, N (See Section 6b - Types of Accounts). BEGINNING BALANCE - The beginning balance is usually zero. Any time you enter a beginning balance, you run the risk of an out-of-balance situation. If you choose to enter a beginning balance, you must always enter a positive number. This is the normal balance associated with any given account (e.g. Assets = debit, Liabilities = credit, etc.). The default value for beginning balances is zero. You cannot enter a beginning balance for type "1", "2", or "N" subtotal accounts (See Section 6j - Suggested Method for Setting Beginning Balances). NOTE: Income and Expense accounts are period accounts and therefore, do not have beginning balances. Any beginning balances need to be entered as transactions. 6f - GETTING FAMILIAR WITH THE CHART OF ACCOUNTS Before you enter your own chart of accounts, follow the steps below using the sample accounts. 1. After you have started up 'CHEQUE-IT-OUT' select the filename "SAMPLE". 2. Once at the Main Menu, move the highlighted cursor to "Accounts" and press "ENTER". Page 45 CHEQUE-IT-OUT 3. From the Chart of Accounts Menu, select "Update Chart of Accounts". Notice how the sample Chart of Accounts is organized. This is a typical example of a Chart of Accounts. 4. When selecting account numbers, use the keypad arrows to make your selection. The screen will display eighteen account numbers at a time. To see more accounts use the key pad arrows to scroll up or down. To save time, if you know the account number, simply type it in (the account number you enter will appear at the bottom of the screen), and the cursor will automatically go to that account. If you are unsure of the account number, you can also enter the first number of the account, and the cursor will move to the first account with that number (i.e. entering 5 will take you to account number 5000) Before setting up your own Chart of Accounts, enter some samples into the sample Chart of Accounts. This will familiarize you with how to enter/change account numbers. 6g - ADDING/MODIFYING/DELETING ACCOUNTS From the Chart of Accounts Menu, select Update Chart of Accounts. At the bottom of the Chart of Accounts screen, please notice three available functions: <F3>Add, <F4>Mod, and <F5>Del. Selecting one of these functions, enables you to add, modify, or delete an account. Follow the appropriate steps below: 1. TO ADD AN ACCOUNT - press the <F3> function key and a pop-up window will appear. If there are no already existing accounts, this add account window will automatically appear. |------------- ADD ACCOUNT --------------| | | | Number:1000____ | | Name:First National Bank Checking__ | | Type:A | | Beg Bal:______0.00 | | | |------ 1 Active, Maximum is 2000 ------| Here, enter the account number you want to add, account name, account type (A, L ,C, R, I, E. For subtotal accounts, enter "1","2" or "N") and a beginning balance (if any). Once complete press "F10" or "ENTER" and your new account will immediately appear in the Chart of Accounts window. Press "ESC" and the Add Account window will disappear. 2. TO MODIFY AN ACCOUNT - press the <F4> function key and a pop-up window will appear. Page 46 CHEQUE-IT-OUT |------------ MODIFY ACCOUNT ------------| | | | Number:0_______ | | Name:______________________________ | | Type:A | | Beg Bal:______0.00 | | | |------ 0 Active, Maximum is 2000 ------| Here, you can change the account name and change or add a beginning balance. Once your changes are complete press <F10> or "ENTER" and your changes will be saved. Press "ESC" and the Modify Account window will disappear. To change an account number, you must add a new account, change any existing transactions to this new account, and then delete the old account number as described below. 3. TO DELETE AN ACCOUNT - this account must first have a zero beginning balance and no transactions. If it does have transactions, you must delete them in order to delete the account. To delete an account, move the highlighted cursor to the appropriate account number, and press the <F5> function key. Answer "Y" to the "Are you sure" prompt, and the account is now deleted. 6h - ENTERING YOUR CHART OF ACCOUNTS When you actually create your own Chart of Accounts, it is important that you have an organized plan of the different accounts and types you wish to enter. Organize your paperwork, checks, statements, etc. into a logical account type and account number order. (i.e. Put all of your assets in the order you want them to appear in your Chart of Accounts, but don't forget to save room for additional accounts and subtotals.) To enter your new accounts, follow the steps below. If you are unsure about how to enter accounts, you may practice using these steps with the sample Chart of Accounts. DO NOT try to modify the sample Chart of Accounts for your own personal use. You must first create a new file for your own datafile as described in Section 5. 1. Once at the Master Menu, select Accounts. At the Chart of Accounts Menu, select Update Chart of Accounts. |--- Chart of Accounts Menu -----| | Leave Chart of Accounts Menu | | Update Chart of Accounts | | Update Expense Budgets | |--------------------------------| 2. Since you are creating a new Chart of Accounts at this point, a blank window will appear asking for your first account number, name, type, and beginning balance. It is very important, that you to group your accounts appropriately (e.g. 1-1999 = Assets, 2000-2999 = Liabilities etc.). You Page 47 CHEQUE-IT-OUT cannot mix account types together, so be sure to leave plenty of space between account numbers and types for additional accounts in the future. We suggest that you increment account numbers by ten or twenty. |------------- ADD ACCOUNT --------------| | | | Number:1000____ | | Name:First National Bank Checking__ | | Type:A | | Beg Bal:______0.00 | | | |------ 1 Active, Maximum is 2000 ------| 3. Input all of the required information for your first account, once completed press "ENTER". At this time your first active account will appear in the Chart of Accounts Window. To add additional accounts, press the <F3> function key and the pop- up "Add Account" window will re-appear. Follow the above procedure until all accounts are entered. 'CHEQUE-IT-OUT' automatically sorts your new accounts in numerical order. When you have entered all of your accounts, simply press "ESC" and the "Add Account" window will disappear displaying only your new Chart of Accounts. 4. You may, at any time, print a current Chart of Accounts listing from the Reports menu (See Section 9 - Reports). 6i - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES When setting up your chart of accounts for the first time, you might have beginning balances. If you do, please follow the instructions below: 1. Please note: that while you are creating new account numbers with beginning balances, the system will tell you how much you are out of balance. Do not be concerned with this out-of-balance condition before you have finished entering all of your Asset and Liability accounts with their beginning balances. 2. After you have finished entering all of your Asset and Liability beginning balances, you would normally be out of balance by the difference between your total assets less your total liabilities (the out-of-balance amount shown on the screen). Enter this difference in your first Capital/Equity type "C" account beginning balance. This amount is your starting Equity. After doing so, the out of balance message will disappear. 6j - CREATING A NEW FILE NAME WITH THE SAME CHART OF ACCOUNTS To create a new file name for your Chart of Accounts, do the following: At the DOS prompt, change to the disk and directory where the datafile with the chart of accounts you want to copy is. Then type in the following command: "COPY OLDNAME.CHR NEWNAME.CHR" (where "OLDNAME" is the old datafile name and "NEWNAME" is the new datafile Page 48 CHEQUE-IT-OUT name). By doing this, you avoid the process of having to re-enter the Chart of Accounts. Next, it is important to set all beginning balances in your NEWNAME Chart of Accounts to zero. (Then follow the procedure in Section 1d - Starting Up 'CHEQUE-IT-OUT'). Page 49 CHEQUE-IT-OUT SECTION SEVEN - INCOME AND EXPENSE BUDGETS 'CHEQUE-IT-OUT' allows you to keep track of your budgets for income and expenses. You can determine how closely you are adhering to your budget by printing the Budget Variance report (See Section Nine - Reports). Follow the procedure below to add budget amounts to your 'CHEQUE-IT-OUT' database: 1. Select "Update Expense Budgets" at the Chart of Accounts Menu. The following prompt will appear: |--------------- Enter Budgets -----------------| | Enter Account:______ | | Type: Name: | | | | ENTER BUDGET: Month:__ Amount:________0.00 | |-----------------------------------------------| 2. First, enter the account number you would like to set a budget for. This account number must be an active Income or Expense account which has been previously set up. If you are unsure of which account you would like to budget, you can press "F2" for a pop-up Chart of Accounts. The system will only accept an Income or Expense account number in this field. Once you have entered the account number, the type of account and name will appear. 3. Next, enter the month number for the budget you would like to create. Month 13 is used for all months. If you have a consistent monthly payment which is the same every month, you would select month 13 here. Enter the amount for one month, and this amount will be entered in each of the 12 months. This is to eliminate having to enter the same budget amount 12 times. 4. Next, enter the budget amount. After you have entered the amount and press "ENTER", you will then be back at the "Enter Account:" field. At this time you may enter another account to budget or press "ESC" to return to the Chart of Accounts menu. At that point your budget has been saved. You may print a copy of all of your budget data by printing the Budget Listing report (See Section Nine - Reports). The budget data you enter is reported to the Budget Variance report. This report can be run either as a year-to-date cumulative report, or as a trended (by month) report. Page 50 CHEQUE-IT-OUT SECTION EIGHT - TRANSACTIONS When entering transactions into 'CHEQUE-IT-OUT', you have three options. First - "Entering & Printing Checks": this input screen looks and works like your actual checkbook with an option to print live checks. Second, "Entering Transactions": this is an input screen that requires a debiting and crediting of accounts. This field is also used for multiple distribution transactions. Third, "Creating Recurring Entries": Here you are able to create a consistent transaction to occur weekly, bi-weekly, semi-monthly, or monthly. This section will cover the above options in detail. 8a - ENTERING & PRINTING CHECKS This method of entering transactions is recommended for beginners. It is a simplified transaction entering process that looks and works just like writing real checks. Follow the steps below: 1. From the Transaction Menu, select "Entering Checks". The following prompt appears: |-------- SELECT ACCOUNT --------| | Checking Account Number:0_____ | |--------------------------------| Enter here the checking account number that is being used (where money is coming from). If you are unsure of the account number, press the <F2> function key for a pop-up Chart of Accounts. Move the highlighted cursor to the appropriate account number and press "ENTER" to accept the account number. The following screen will then appear: |--------------------------------------------------------------------| | Check:2000___ | | Date:09-03-89 | | Pay to | | the order of:Acme Computers_________________ $ ____1000.00 | | One Thousand and no/100___________________________________ Dollars | | Address:1234 Weeping Willow Blvd.____ | | :Colorado Springs, CO 80900___ | | :_____________________________ | | | | Expense:1200__ computer hardware ____________________ | | | |--------------------------------------------------------------------| 2. The first prompt asks for the check number. 'CHEQUE-IT-OUT' can automatically increment the check number for you. To increment to the next check number, press the <+> key and then "ENTER", or simply enter the check number manually. The check number will be entered and the cursor will move to the next input field. Page 51 CHEQUE-IT-OUT 3. The next input field is the date. Enter the date the check was written and press "ENTER" to move to the next field. 4. Next, enter who the check was/is made out to and press "ENTER" to continue. 5 Next, enter amount of the check. 'CHEQUE-IT-OUT' automatically fills out the written amount for you. 6. At the address prompt enter an optional three line address for the person or company to which the check was made out to. 7. In the last field, enter the Expense (or Asset) account number you wish to debit (where money is going to). Again, if you are unsure of the account number, press the <F2> function key for a pop-up Chart of Accounts. 8. Press the <F10> key when complete and the following prompt will appear: |------------------------------------------| | Print check (P) or Inputs Correct Y/N): | |------------------------------------------| 8. If you want to print this check, press "P". If you are simply entering a check that has already been written, press "Y" for "Inputs Correct" and the check will be saved. If your inputs are not correct, press "N" and the cursor will take you to the first input field so you may re-enter the information. NOTE: When you print a check, you must also enter "Y" to the "Inputs Correct" prompt in order to save that transaction after the check is printed. If you are simply printing a check again or for a transaction that has already been entered, answer "N" to "Inputs Correct" AFTER printing the check, and the transaction will not be saved. 9. Once a check has been saved, you will be back at the check number input field ready to enter the next check. If you do not need to enter more checks, you may return to the Transaction Menu by pressing "ESC". NOTE: When using the "Entering Check" feature you can only enter one debit account. If you used one check to pay for several items, you should enter this as a multiple distribution. See Section 8c - Entering Multiple Debit and Credit Transactions. 8b - ENTERING TRANSACTIONS Each transaction involves the debiting of one account, and the crediting of another account. When entering debits and credits, one easy rule to remember is that a credit is where money comes from and a debit is where money goes to. If you are new to double-entry bookkeeping, you may wish to review Section Four - Basic Accounting Skills, or refer to the sample account for examples. Page 52 CHEQUE-IT-OUT As you enter each of your transactions, 'CHEQUE-IT-OUT' will check it to ensure that it is in balance (Debit $ = Credit $). If your accounts in your Chart of Accounts have been set up in balance, 'CHEQUE-IT-OUT' will always keep them in balance. To begin entering transactions, follow the steps below: 1. From the Transaction Menu select "Enter Transactions". The following screen will appear: |-------------------------- ADD TRANSACTION ----------------------------| |Date:08-07-89 | |Pt Check Description Acct Debit Credit | |-- ------- ---------------------------- ------ ----------- -----------| |1_ 101____ Safeway_____________________ 5460__ ______57.74 _______0.00| |2_ 101____ Safeway_____________________ 200___ _______0.00 ______57.74| | ___________ ___________| | TRANSACTION TOTAL 57.74 57.74| |-----------------------------------------------------------------------| 2. Enter the date on which the actual transaction occurred and press "ENTER" (e.g. 08-07-89). 3. Next, enter the check number for the transaction. 'CHEQUE-IT-OUT' can automatically increment the check number for you. To do so, press the <+> key and then "ENTER" (e.g. 101). 4. Enter the description of the actual transaction. This could be who the check was written to or why the check was written (e.g. Safeway). 5. Next, enter the Debit account number. If you are unsure about the account number, press the <F2> key for a pop-up chart of accounts. In this example we debited account 5460 (Food). 6. Now enter the amount of this transaction. In this case we want to debit account 5460 (Food) so we would enter the amount in the debit column and press "Enter". If we wanted to credit account 5460 we could have entered the amount in the credit field by pressing "Enter" to skip the debit amount field. 7. You will now be on the second line of the transaction. Enter a check number for the second part of the transaction (default is the check number entered in part one). 8. Enter the description for part two of this transaction. Again, the description default is as entered in part one. 9. As we entered the debit account number in part one we now should enter the account number to be credited in the part 2 account field. If you are unsure about the account number, press the <F2> key for a pop-up chart of accounts. In the above example we entered account 200. 10. Last, enter the amount to credit to account 200. In most cases this is the same amount entered in the debit amount above. In Page 53 CHEQUE-IT-OUT fact the default for the credit amount will be the amount entered in the debit amount. You now must skip over to the credit amount field (press "Enter"), and enter the amount (e.g. 57.74). 11. When the last credit/debit amount is entered, press "ENTER" and an "Are Inputs Correct" prompt will appear with a "Y" default. Press "ENTER" to save all entries and you will be back at the first input field to enter another transaction. If you do not need to enter more transactions, you may ESC to the Transaction Menu. When entering your debits and credits, it doesn't matter which order you enter the accounts, just be sure to debit or credit the correct account number. If you need multiple debits or credits in one transaction, refer to the section that follows, "Entering Multiple Debit and Credit Transactions". 8c - ENTERING MULTIPLE DEBIT AND CREDIT TRANSACTIONS Most transactions have only one debit and one credit. However, there are some instances when there are several credits and/or debits for a single transaction. 'CHEQUE-IT-OUT' allows you to make multiple credit and/or debit entries. It will allow up to 26 transaction parts in each transaction. Multiple debit or credit transactions are entered just like any other transaction, except the initial debit and credit amounts are different. Follow the example outlined below to record a multiple debit/credit account: You wrote a check totaling $253.00 for your car payment, $107.00 went to loan principle and $146.00 went to finance charges. You decide to enter this transaction in separate accounts, so you would debit both your "Auto Loan" [Liability] and "Finance Charge" [Expense] accounts. 1. First, follow steps 1 - 10 in the above section "Entering Other Transactions". Enter your first two parts of this transaction (Debit your loan principle account for $107 and credit your checking account for $253. 2. After entering your credit amount of $253 a message will appear which says "Transaction is OUT OF BALANCE , continue: [N]", press "Y" to continue. 3. At this point your transaction entry will scroll and you will see a new (part 3) blank entry line. As above enter the check number and description. 4. Now select the account to debit to finish the transaction. In this example select the Finance charge expense account and press "Enter". 5. Lastly, enter the $146 to make the transaction balance in the debit amount field. Page 54 CHEQUE-IT-OUT 6. A new input line (part 3) will appear displaying the last entry made on line 1. On line 2, enter the second account number to debit/credit, and the final total of the transaction will appear in the "Amount" field. Press "ENTER" or <F10> to accept that amount and You have now made a multiple debit transaction. 7. In this example, you would now be in balance (total debit amounts = total credit amounts). Answer "Y" to the "Are inputs correct" prompt. If you are recording more than two debits or credits, repeat steps 3 through 5 until you have entered all transaction parts and are in balance. 8d - MODIFYING/DELETING TRANSACTIONS If you discover that a transaction was entered wrong or should not have been entered at all, 'CHEQUE-IT-OUT' allows you to go back to correct or delete the incorrect entry. Follow the steps below to modify or delete a previously entered transaction: 1. From the Transaction Menu, select "Modify/Delete Transactions". The following screen will appear: |-------------------- TRANSACTION SEARCH PARAMETERS --------------------| | Month:__ Day:__ Year __ | | Check Description Acct Debit Credit | | ------- ----------------------------- ------ ----------- ----------- | | _______ _____________________________ ______ ___________ ___________ | | | |-----------------------------------------------------------------------| 2. At this point, the system prompts you for transaction search parameters. Enter appropriate search data (e.g. description). It is not necessary to make an entry in every field. You can simply enter one description of the transaction and 'CHEQUE-IT-OUT' will search for any transactions with that description (i.e. Check #6, or "Food"). If you remember the check number, enter it in the "Check" field and press the <F10> key to initiate the search (you may also enter the date of the transaction to display all transactions entered on that date). A "Search Match" screen will then appear displaying the transaction. The bottom of the window will display: "Modify/Delete/Search/Reverse/Begin/End/+/-/Quit:S" At this point, select M, D, S, R, B, E, +, -, or Q. M = Modify/change transaction shown D = delete transaction shown S = Find the next transaction which matches search R = Find prior transaction which matches search B = Go to first transaction in file E = Go to last transaction in file + = Go to next consecutive transaction - = Go to prior consecutive transaction Q = Quit transaction search Page 55 CHEQUE-IT-OUT 3. As long as you continue to answer the above prompt with "S" (default), 'CHEQUE-IT-OUT' will search for all transactions containing the values you have specified. "R" does the same thing as "S" except it searches in reverse order. 4. TO MODIFY A TRANSACTION: Press "M" (Modify) and you will be in the change mode. Type in the correct information in the appropriate field or press "ENTER" to leave a field unchanged. Use the "up" arrow key to go to a previous field. You MUST make sure that your new cumulative credits equal your cumulative debits. Your change will not be accepted if it causes the transaction to be out of balance. Pressing "ESC", will ignore your changes and take you back to a new parameter search. The <F10> key will save inputs and record your changed transaction. 5. TO DELETE A TRANSACTION: Press "D" (Delete). All parts of the transaction will be deleted. To delete this transaction, answer the "Transaction has 2 parts, Delete OK? [N]" prompt with "Y". The transaction is now deleted, press "ESC" to go to a new parameter search. Press "ESC" again to return to the Transaction Menu. NOTE: If you are deleting a multiple part transaction, the "DELETE OK?" prompt will display how many parts are in that transaction. Most transactions will have only 2 parts. 8e - CREATING RECURRING ENTRIES Recurring Entries are designed for those who have consistent deposits or payments on a weekly (W), bi-weekly (B), semi-monthly (S) or monthly (M) basis. To eliminate the process of re-entering a transaction, follow the steps below: 1. From the Transaction Menu select "Creating Recurring Entries". The following prompt will appear: |---------------------- ADD RECURRING TRANSACTION ----------------------| |Frequency(W,B,S,M):M | |Pt Check Description Acct Debit Credit | |-- ------- ---------------------------- ------ ----------- -----------| |1 _______ Rent________________________ 5400__ _____445.00 _______0.00| |2 _______ Rent________________________ 200___ _______0.00 _____445.00| | ___________ ___________| | TRANSACTION TOTAL 445.00 445.00| |-----------------------------------------------------------------------| 2. The first prompt asks for the frequency. Enter here, how often you would like this transaction to occur, weekly (W), bi-weekly (B), semi-monthly (S), or monthly (M). The default is "M" (monthly), press "ENTER" to accept your selection. 3. The next field, Check Number, is usually left blank and filled in when the transaction is activated at a later date. 4. Next, enter the description of the transaction (i.e. car payment). Page 56 CHEQUE-IT-OUT 5. Then enter the account number to debit or credit. Remember, you will be entering both a debit and a credit part of this transaction. One account must be credited, and one account debited. See Section 8b - Entering Transactions for further information on entering transaction data. 6. When the transaction is complete, press <F10> to save all inputs and the "ESC" key to return to the Transaction Menu. You have now created a recurring entry, however, it will not be automatic show up until it is activated. See Section 8f - Activating Recurring Entries. 8f - ACTIVATE RECURRING ENTRIES Once you have entered a recurring entry, it is not a live transaction until it is activated. When activated, the system will generate a live transaction based on the information in the recurring entry. The steps below explain how to activate a recurring entry. 1. From the Transaction Menu, select "Activate Recurring Entries". The following prompt will appear: |--------------------------------------| | Select Activate Frequency(W,B,S,M): | |--------------------------------------| 2. Select the frequency of the recurring entries you would like to activate. 3. The screen will then display all of the entries with that frequency. Under the transaction window the following prompt appears: |-- Activate Recurring --| | Activate/Next/Quit: | |------------------------| 4. When you find the entry you wish to activate, press "A"(activate). The screen will then display the complete entry. You may now make needed changes to this transactions as described above in Modifying transactions. When the transaction is correct, press <F10> and answer "Y" to the "Are inputs correct" prompt. Your transaction is now activated. If there is more than one transaction with the same frequency, they will be displayed one at a time. To skip the activation of any particular entry press "N" (next) and the next entry (if any) will be displayed. 8g - MODIFYING/DELETING RECURRING ENTRIES If you entered a recurring entry incorrectly, or no longer wish to have it, you may change or delete that entry at any time. To change/delete a recurring entry, follow the steps below: Page 57 CHEQUE-IT-OUT 1. Select "Modifying/Deleting Recurring Entries" at the Transaction Menu. The following will appear on the screen: |--------------------- RECURRING SEARCH PARAMETERS ---------------------| | Frequency(W,B,S,M):_ | | Check Description Acct Debit Credit | | ------- ----------------------------- ------ ----------- ----------- | | _______ _____________________________ ______ ___________ ___________ | | | |-----------------------------------------------------------------------| 2. At this point, the system prompts you for transaction search parameters. Enter appropriate search data (e.g. description). It is not necessary to make an entry in every field. You can simply enter one description of the transaction and 'CHEQUE-IT-OUT' will search for all entries with that description. 3. For example, to search for a particular frequency, enter the frequency code for the recurring entry you wish to modify/delete. At this point, you may press the <F10> key to initiate a search of entries with the same frequency. If you are unsure, you may skip this field simply just enter the description, account number, and/or the amount of the entry. Press <F10> to initiate the search. 4. Once the search is complete, a "Search Match" screen will then appear displaying the recurring entry. At the bottom of the window the following will appear: "Modify/Delete/Search/Reverse/Begin/End/+/-/Quit:S" At this point, select M, D, S, R, B, E, +, -, or Q. M = Modify/change transaction shown D = delete transaction shown S = Find the next transaction which matches search R = Find prior transaction which matches search B = Go to first transaction in file E = Go to last transaction in file + = Go to next consecutive transaction - = Go to prior consecutive transaction Q = Quit transaction search 5. As long as you continue to answer the above prompt with "S" (default), 'CHEQUE-IT-OUT' will search for all transactions containing the values you have specified. "R" does the same thing as "S" except it searches in reverse. 6. TO MODIFY A RECURRING ENTRY: Press "M" (Modify) and you will be in the change mode. Type in the correct information in the appropriate field or press "ENTER" to leave a field unchanged. Use the "up" arrow key to go to a previous field. You MUST make sure that your new cumulative credits equal your cumulative debits. Your change will not be accepted if it causes the entry to be out of balance. Pressing "ESC", will ignore your changes and take you back to a new recurring search parameter. The <F10> key will save your inputs and record your new entry. Page 58 CHEQUE-IT-OUT 7. TO DELETE A RECURRING ENTRY: Press "D" (Delete). All parts of this entry will be deleted. To delete this entry, answer the "Transaction has 2 parts, Delete OK? [N]" prompt with "Y". The entry is now deleted. Press "ESC" to return to the Transaction Menu. NOTE: If you are deleting a multiple part entry, the "DELETE OK?" prompt will display how many parts this particular transaction has. Most recurring entries will have only 2 parts. Page 59 CHEQUE-IT-OUT SECTION NINE - REPORTS The 'CHEQUE-IT-OUT' Reports Menu allows you to generate a full spectrum of financial reports from your database. Reports can be generated to show financial standing for a day, month, several months, a quarter, a year, etc. This section will discuss how reports will get you optimum results from your 'CHEQUE-IT-OUT' program. 9a - EXPLANATION OF REPORTS Each of the available 'CHEQUE-IT-OUT' reports are described below. Samples of these reports may be printed while using the SAMPLE accounts. TRANSACTION JOURNAL REPORT - This report is a listing of all transactions recorded in a given time period. RECURRING ENTRIES REPORT - This report is a listing of all recurring entries. ACCOUNT HISTORY - This report traces the transaction activity for any given account number from the Chart of Accounts. You can get a history for all of your accounts or a history for only one account. This report is excellent for keeping track of your checking account activity, loan payments, and monitoring your loan balance. It can also keep track of variations in monthly utility and phone bills. Please keep in mind that the Account History Report can be rather long when several accounts are selected. INCOME STATEMENT - The Income Statement shows the total income and expenses for a given period of time. It also shows your net income which is the total income less the total expenses. This report may either be a cumulative report for a specific period, or a trended, by month report. BALANCE SHEET - This report shows your financial position. It gives you the balance of all asset, liability, and equity accounts. The Balance Sheet may also be run as a cumulative or trended report. CHART OF ACCOUNTS - This is a report of your most current Chart of Accounts. You should run this report after making any changes to the Chart of Accounts. BUDGET VARIANCE REPORT - This report shows the difference between the actual amounts and the budgeted amounts for both income and expenses. When generated for more than one month, the Budget Variance Report shows only cumulative amounts with one variance for that amount. BUDGET LISTING - This is a listing of all accounts that have been assigned budget amounts. The account is listed, followed by the budget amount for that account. Page 60 CHEQUE-IT-OUT 9b - GENERAL INSTRUCTIONS FOR GENERATING REPORTS When using 'CHEQUE-IT-OUT' to generate reports, you have three options. 1. You may list reports to the screen (S), 2. you may print a hard copy on your printer (P), or 3. you may send your reports to a disk file (D). The destination prompt is an option for each of the reports. It appears as follows: Screen, Printer, Disk(S,P,D):_ If you select "D" (disk), the system will prompt you for a disk filename. You may enter a name up to eight characters long. This file will be saved on your data disk with the file extension of ".RPT". If you enter a filename that already exists, the system will ask if you want to delete the old file. Answering "NO" will append the report to the already existing file. For most reports, you also need to specify a date range. The date prompt appears as follows: Starting Date:08-01-89 Ending Date:08-31-89 These dates determine which days, months and years will show on your reports. The ending date must be within one year of the starting date (i.e. maximum date range of 01-01-89 through 12-31-89). To get a year-to-date report, you might select the dates 01-01-89 through 12- 31-89. If you would like a quarterly report, you could select 01-01-89 through 03-31-89. When entering prompts for reports, you can back up to a previous field via the "up" arrow key. Below are examples of the different report options: 1. The Chart of Accounts and the Budget Listing Reports options are as follows: |-------- Chart of Accounts ----------| | | | Screen,Printer,Disk(S,P,D):S | | | | | | | | | | | | | | | | | | | | | |-------------------------------------| Enter the destination as described above. 2. The General Journal and Budget Variance Reports options are as follows: Page 61 CHEQUE-IT-OUT |--------- Budget Variance -----------| | | | Screen,Printer,Disk(S,P,D):S | | | | | | Starting Date:08-01-89 | | Ending Date:08-31-89 | | | | | | | | | | | | | |-------------------------------------| Enter the destination and date range as described above. 3. The Account History Report options are as follows: |--------- Account History -----------| | | | Screen,Printer,Disk(S,P,D):S | | | | | | Starting Date:08-01-89 | | Ending Date:08-31-89 | | | | Accounts on separate pages:Y | | | | Account Starting:1000__ | | Ending:5000__ | | | |-------------------------------------| Enter the destination prompt and date range as described above. Then, if you would like each account listed on a separate page, answer "Y" at the "Accounts on separate pages" prompt. If not, simply answer "N" and more than one account will be printed on a page in order to conserve paper. Next, enter the account number range you would like printed on this report. If you are only printing one account, enter that account number at both of the account prompts. 4. The Income Statement and Balance Sheet Reports options are as follows: Page 62 CHEQUE-IT-OUT |---------- Balance Sheet ------------| | | | Screen,Printer,Disk(S,P,D):S | | | | | | Starting Date:08-01-89 | | Ending Date:08-31-89 | | | | | | | | Trended Report:N | | | | | |-------------------------------------| Enter the destination and date range as described above. Next, answer the trended report prompt. Answering "Y" to "Trended Report" will give you a spreadsheet type report with each month shown in a separate column. Answering "N" will give you a cumulative total of the months you have chosen in one column. 5. The Recurring Transactions Report options are as follows: |------ Recurring Transactions -------| | | | Screen,Printer,Disk(S,P,D):S | | | | | | | | | | | | | | Recurring Frequency(A,M,S,B,W):A | | | | | | | |-------------------------------------| Enter the destination prompt as described above. Then enter the recurring frequency code you wish to have a report of. The frequency code default is "A", which will give you a report of all recurring entries. NOTE: If the screen already displays the correct information for your report, you can simply press <F10> to initiate the report. If you do not have a printer and try to print a report to the printer, you will get an error message. If you are unfamiliar with financial reports, try as many reports as you like, using the SAMPLE accounts. Doing so will give you an idea of how the reports look and how they might be used. Page 63 CHEQUE-IT-OUT SECTION TEN - UTILITIES The Utilities menu contains important menu items such as; Sorting transactions, Exporting Files, Check format settings, and utility that automatically closes your books at the end of the year. From the 'CHEQUE-IT-OUT' master menu select the Utility sub-menu and the following screen will appear: |------ Utility Menu ------| | Leave Utilities Menu | | Sort Transactions | | Import Transaction File | | Check Writing Settings | |--------------------------| 10a - SORT TRANSACTIONS: 'CHEQUE-IT-OUT' normally keeps your transactions and checks organized in the order in which they are input. The Sort function allows the user to choose the manner in which you want your transactions and checks organized (sorted). You also may sort as often or as little as you want, as the sort order does not affect the operation of 'CHEQUE-IT- OUT'. If you have removed (deleted) some transactions, sorting your datafile will free disk space which was previously occupied by the now deleted transactions. The sort function is also very useful when reconciling your accounts as you can sort transactions in date or check number order. 1. To start sorting select the Sort Transactions from the Utility Menu and the following screen will appear: |----- Select Sort Order ------| | Leave Sort Transactions Menu | | Input Order | | Date Order | | Check Number Order | |------------------------------| Select the order in which you would like to sort your transactions, by moving the highlighted cursor or mouse to the appropriate item and pressing the "ENTER" key. If you have a mouse press the left button from the appropriate menu selection. 'CHEQUE-IT-OUT' will then sort your transactions in the order you have selected. 10b - IMPORT TRANSACTION FILE This is an advanced feature and is primarily used by experienced DOS users. It allows you to IMPORT ASCII text files into your 'CHEQUE-IT- OUT' transaction file. To import transactions into 'CHEQUE-IT-OUT', you must create an ASCII fixed length file (one record per line). The format of this record layout is as follows: Page 64 CHEQUE-IT-OUT FIELDNAME STARTING LENGTH MASK --------- -------- ------ ---- DATE 1 8 User defined in the configuration DESCRIPTION 9 30 TEXT CHECK 39 7 TEXT ACCOUNT 46 6 1-999999 DEBIT/CREDIT TYPE 52 1 "D", "C" AMOUNT 53 11 ########.## CLEARED 64 1 "Y", "*", " " When importing transactions all records are error checked to be sure the transaction meets the mask edits before accepting the transaction. If a transaction does not meet the mask specifications that specific transaction will not be imported. Select "Import Transaction File" from the Utility menu, and the following prompt will appear. |-------- IMPORT TRANSACTIONS ---------| | | | Import File Name:________.TXT | | | | | | | | | |--------------------------------------| Enter the datafile name you wish to import. The import file must be on the same disk and directory as the database you are currently using. When the import is complete, you will then be back at the Utility menu. 10c - CHECK WRITING SETTINGS The Check Writing Settings allow you to set-up important printing positions for the check printing function of 'CHEQUE-IT-OUT'. If you are not going to print checks, you may skip this section. 'CHEQUE-IT- OUT' allows you to print on ANY checks regardless of layout. You can even print checks on your current personal checks. Pre-printed checks can be purchased from our recommended forms supplier, Deluxe Computer forms (1-800-328-0304). 'CHEQUE-IT-OUT' also has a On-Line Order form for ordering checks from Deluxe. The following checks are recommended and can be ordered from DELUXE. When ordering please reference this fast service number # TO9023. LaserJet Checks # 091193 Personal Checks # 091050 Non-Stub Checks # 091065 Stub Checks # 091004 Select the Check Writing Settings from the Utility Menu and the following screen will appear: Page 65 CHEQUE-IT-OUT |-------------------- CHECK WRITING SETTINGS ---------------------| | | | Last Check Number USED:1004___ Check Size, Length:17 Width:60 | | | | ---- CHECK ----- ----- STUB ----- | | Check writing Position: Row Column Row Column | | Check Number(7), 1_ 47 0_ 0_ | | Check Date(8), 3_ 40 0_ 0_ | | Pay to Name(30), 8_ 8_ 0_ 0_ | | Address(30), 9_ 8_ 0_ 0_ | | Check Amount(12), 5_ 45 0_ 0_ | | Amt with words(55), 6_ 3_ 0_ 0_ | | Expense Description(30), 12 3_ 0_ 0_ | | | | Check Init String:0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | | Check Exit String:0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ 0__ | |-----------------------------------------------------------------| NOTE: The Check Writing Settings must be set-up for each one of your datafiles if you will be printing checks. The above settings are for the personal size continuous form checks from Deluxe. The Check Writing positions are used to customize your check writing. By changing these positions you can virtually use any check with this software. Select the row and column printing position for each of this fields. If you want to omit an item from printing on the check put a zero (0) in the row field. To move from one input field to the next press "ENTER". Recommended settings for each of the other pre-printed checks are as follows: Laserjet Checks: Check Size, Length:60 Width:85 ---- CHECK ----- ----- STUB ----- Check writing Position: Row Column Row Column Check Number(7), 1_ 68 22 68 Check Date(8), 8_ 50 29 50 Pay to Name(30), 8_ 9_ 29 9_ Address(30), 9_ 9_ 30 9_ Check Amount(12), 8_ 66 29 66 Amt with words(55), 6_ 7_ 27 7_ Expense Description(30), 15 4_ 36 4_ No-Stub Checks: Check Size, Length:21 Width:85 ---- CHECK ----- ----- STUB ----- Check writing Position: Row Column Row Column Check Number(7), 1_ 68 0_ 0_ Check Date(8), 6_ 53 0_ 0_ Pay to Name(30), 12 8_ 0_ 0_ Address(30), 13 8_ 0_ 0_ Check Amount(12), 6_ 67 0_ 0_ Amt with words(55), 8_ 7_ 0_ 0_ Expense Description(30), 16 5_ 0_ 0_ Page 66 CHEQUE-IT-OUT Stub Checks: Check Size, Length:42 Width:85 ---- CHECK ----- ----- STUB ----- Check writing Position: Row Column Row Column Check Number(7), 1_ 68 22 68 Check Date(8), 9_ 52 30 52 Pay to Name(30), 9_ 10 30 10 Address(30), 9_ 10 30 10 Check Amount(12), 9_ 67 30 67 Amt with words(55), 7_ 9_ 28 10 Expense Description(30), 16 5_ 37 5_ NOTE: ROW indicates the starting line from the top of the check (i.e. rows are down). COLUMN is the starting vertical position from the left side of the check (i.e. columns are across). Last Check Number USED: Enter here your last check number written. Valid numbers are 1 - 999999. Check Size, Length:60, Width:17:. These are the total numbers of rows and columns available on a personal check. Usually a personal check with no stub is 6"x10="60" in width and 2.83"x6="17" in length. CHECK NUMBER: Location of your check number on the check. If you have pre-numbered checks enter here "0". This field is seven characters long. CHECK DATE: Location of the date on your check. This field is eight characters long. PAY TO NAME: Location of the name, who this check is payable to. This field is thirty characters long. ADDRESS: Location of the three line address on your check. The address field is optional (if you do not want the address printed enter "0" here). The address itself is entered at the time you enter your check. Each line can be up to thirty characters long. CHECK AMOUNT: Location of the decimal amount on your check (i.e. 500.00). This amount is twelve characters long. AMOUNT WITH WORDS: Location of the amount in words on your check (i.e. ****FIVE HUNDRED and NO/100). This line is 55 characters long. EXPENSE DESCRIPTION: Location of the Expense account name. This field is thirty characters long. The inputs for the fields below are the escape sequences which change your printer modes (see your printer manual for proper codes) when printing checks. All inputs are numbers from 0 to 255. If you do not know the codes to use for your printer, simply set all fields to zero. Page 67 CHEQUE-IT-OUT CHECK INIT STRING: The initialization codes allows you to send a special setup string to the printer before printing checks. It may, for example, be used to turn off your out-of-paper sensor and setting a half-line advance when you are using your personal checks in your printer. CHECK EXIT STRING: This is an optional field to reset your printer after printing checks. Once you have answered the above questions press the "F10" function key to save your new Check Writing Settings. Page 68 CHEQUE-IT-OUT SECTION ELEVEN - USER SUPPORT CHEQUE-IT-OUT IS USER-SUPPORTED (Shareware) SOFTWARE! If you are using this software, and find it to be of value to you, your payment is necessary and appreciated. The $49.95 purchase price is a true bargain. Please send your payment to: HOOPER INTERNATIONAL, INC. P.O. Box 50200 Colorado Springs, CO 80949 (719) 528-8989 24 HOUR ORDER LINE 1-800-245-7789 As a user of CHEQUE-IT-OUT, we invite you to share with your friends, and other users, by making a copy of the shareware version of this program. For payment, we continue to employ the honor system, which has worked for us and for you, our user. In the long run, the $49.95 suggested price is incidental when compared to the many benefits and time-saving factors derived from using this superb program. We invite you to use, share, and enjoy! THE USER-SUPPORTED CONCEPT User-supported software (also referred to as Shareware) is an experiment in the distribution of computer programs. It is based on the following beliefs: - The value and utility of software is best assessed by the user on his or her own system. - The creation of personal computer software can and should be supported by the computing community. - The copying of programs should be encouraged, rather than restricted. - Quality software should be available at reasonable cost. Anyone may request a copy of a user-supported program by sending a blank, formatted disk to the author of the program. An addressed, postage-paid return mailer must accompany the disk. A copy of the program, with documentation on the disk, is then sent by return mail. The program carries a notice suggesting a payment of the registration fee to the program's author. Free distribution of software, and voluntary payment for its use, eliminates costs for advertising and copy-protection schemes. Users obtain quality software at reduced cost. They have the advantage of trying the software before buying, and they can do so at their own pace and in the comfort of their own home or office. We all know the best programs survive, based purely on their quality and usefulness. Please join in the experiment. If you believe in these ideals, and use the program, your payment is necessary and solicited to help make Page 69 CHEQUE-IT-OUT the experiment viable and workable. IF YOU HAVE COMMENTS, SUGGESTIONS, OR QUESTIONS . . . It is our express goal to provide you with the highest-quality, easiest-to-use programs at the lowest price. The best way to receive help with your questions, or response to your suggestions, is to call or send a letter to us. Or simply use the User Comment Form on the last page of this manual. Be sure to carefully detail the problem and all symptoms (perhaps providing a printout as an example, if applicable). Please include a stamped, self-addressed return envelope. We will respond to all such questions, as soon as possible. Before writing or calling, however, we encourage you to please read over the documentation one more time, looking for an answer to your questions or a solution to your problem. If you are a REGISTERED USER you may call us at (719) 528-8989 for instant help with your problem or question. We do not charge for customer support like others. If you are NOT a REGISTERED USER (not having paid for your copy of the program), we may not be able to answer your questions specifically. The honor system must prove to be a viable method of distributing this program, and registering it in your name, in order for us to answer your questions about its use or specific applications of your needs. We're sure you understand that our time is a limited resource, and that it is only fair to spend it on our registered paid-in-full users. As you know, that's the way the system works! If you have any comments or suggestions regarding CHEQUE-IT-OUT, please let us know. We appreciate all comments and, in future versions of CHEQUE-IT-OUT, we will certainly implement the suggestions that are advantageous to other users as well. WHY SHOULD I PAY? You are trusted to use this copy of CHEQUE-IT-OUT for evaluation purposes only, until the requested payment is made. Some of the obvious reasons for sending in your payment are listed below: - When we receive your payment, we will send you a FREE COPY of our latest version of CHEQUE-IT-OUT. This is the version with the newest features and enhancements. Please note: NEW FEATURES ARE BEING ADDED REGULARLY TO THIS PROGRAM. - You will recieve a complete 96 page printed and bound manual. - Unlimited FREE technical support for one year. Support is available by phone, Fax, or mail. - You will receive FREE additional software to go with your CHEQUE-IT-OUT software. This includes: Graphics, Account Reconciliation software, datafile export capability, automatic Page 70 CHEQUE-IT-OUT updating of beginning balances at the beginning of each year, etc.. - You will receive our quarterly newsletter which provides hints on using CHEQUE-IT-OUT as well as keeps you abreast of new enhancements which become available. - We will add your name to our list of registered users. As each new version comes out, you will automatically receive a mailing which gives you the option of buying the new version for a very nominal upgrade fee. - You will also receive a FREE CONVERSION PROGRAM (if necessary) to convert your existing CHEQUE-IT-OUT data files into the latest format without re-entering any of your data. - You will feel better about using CHEQUE-IT-OUT if you know you are a paid-in-full registered user. - Last, but not least, you will receive priority treatment if you call or write to us with problems or questions. UPGRADE POLICY As more fully outlined above, when you send in your payment with the version number of your copy, we will send you a registered copy of the latest version of CHEQUE-IT-OUT. You will then be automatically notified of all future releases. These will be available to you for a nominal upgrade fee (usually under $10). Page 71 CHEQUE-IT-OUT SECTION TWELVE - DISK FILE NAMES PROGRAM DISK File Name Description ------------ ------------------------------------------------------ CHEQUE EXE - Main Program executable file. CHEQUE OVR - Program Overlay File. CHEQUE HLP - Context-sensitive help file. ORDER DOC - Blank order form which can be printed. SAMPLE GLA - Sample - Chart of Accounts data file. SAMPLE GLT - Sample - Transaction data file. SAMPLE GLR - Sample - Recurring Transaction data file. SAMPLE CKF - Sample - Reconciliation data file. CONFIG SYS - Needed to run 'CHEQUE-IT-OUT' (See your DOS manual) README BAT - Displays this file on screen DOCUMENTATION DISK File Name Description ------------ ------------------------------------------------------- CHEQUE DOC - Documentation Manual. PRINTDOC BAT - Batch file which prints documentation on printer. README BAT - Displays this file on screen ORDER DOC - Blank order form which can be printed. Page 72 CHEQUE-IT-OUT ----------------------------------------------------------------------- | O R D E R F O R M | | | | MAIL: Hooper International, Inc. 24 Hr ORDER LINE:1-800-245-7789 | | TO P.O. Box 50200 24 Hr FAX line:(719) 528-8997 | | Colorado Springs, CO 80949 Tech Support:(719) 528-8989 | | U.S.A. | |---------------------------------------------------------------------| | Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) | | | | Card Number:________________________________ Expiration:__________ | | | | Name:_______________________________ Signature:___________________ | | | | Company:________________________________________ | | | | Address:_______________________________ Disk Size,5 1/4, 3 1/2:___ | | | | City:____________________________ State:____ Zipcode:____________ | | | | Country:_________________________ Phone:(____)____________________ | | | | Registration number on disk you were using:________________________ | | | | How did you hear about this software:______________________________ | |---------------------------------------------------------------------| | ITEMS ORDERED |QTY|UNIT PRICE| AMOUNT | |--------------------------------------------|---|----------|---------| | CHEQUE-IT-OUT - Personal Accounting | _ | $49.95 | $ | | | | | | | | | | | | | | | | | INTEGRATED ACCOUNTING SYSTEM FOR BUSINESS: | | | | | FINANCE MANAGER II - General Ledger | _ | $49.95 | $ | | | | | | | - Account Reconciliation| _ | $14.95 | $ | | | | | | | - Financial Utilities | _ | $24.95 | $ | | | | | | | - Accounts Receivable | _ | $39.95 | $ | | | | | | | - Accounts Payable | _ | $39.95 | $ | | | | | | | - Payroll | _ | $49.95 | $ | | | | | | | | | | | | | | | | | | | | | |-----------------------------------------------------------|---------| | SUBTOTAL | $ | |-----------------------------------------------------------|---------| | ADD Shipping/Handling charge (Shipped UPS Blue in USA) | 5.00 | |-----------------------------------------------------------|---------| | TOTAL | $ | |-----------------------------------------------------------|---------| | Colorado residents add 6.5% sales tax | $ | |-----------------------------------------------------------|---------| | Prices subject to change | | | All amounts in US currency GRAND TOTAL (US $) | $ | ----------------------------------------------------------------------- Page 73