Shareware Overload/ShartewareOverload.cdr/busi/hbms420.zip/TESTDRIV.DOC

Text File | 1990-12-10 | 11KB | 229 lines

                TEST DRIVE .....  the Home Budget Management System

          Welcome to the HBMS "test drive".  This file and the sample data
      has been included for demonstration purposes.  Following the steps in
      this document can be the most efficient way to acquaint you with HBMS,
      show off SOME of its capabilities, and help you decide if the program
      will serve your needs.

          The time period for this data is from January through April, 1984.
      However, in the interest of disk space, the ledger files for January,
      February, and March are missing.  This means that you will be unable
      to view or print transaction entries for these three months.  Also you
      should not try to reopen March.  The actual totals for these months
      are still recorded in the ACCOUNTS.84 file.

          Be aware that this data is fictitious.  If some of the amounts or
      descriptions seem odd, bear with me.

          Please follow the steps closely and resist the temptation to
      experiment on your own until you have been completely through this
      "Test Drive".

          Make sure that the files HBSETUP.EXE, HBMS.EXE, HBMS.OVR, CATS.84,
      ACCOUNTS.84, and LEDGR-4.84 are on your disk.  It might be helpful to
      check off the steps as you go along.  Having a printed copy of HBMS.DOC
      can be handy, but not absolutely necessary for the Test Drive.

          Throughout this document the verb "strike" will mean to tap the
      intended key only.  You will not have to use the ENTER key.  The verb
      "enter" will mean type in your data and then use the ENTER key.

      **********************************************************************
      **********************************************************************

      1.   Start the program by typing HBMS and strike ENTER.  You will be
           greeted with a message about Shareware.  Registered users are
           provided with information on how to bypass the short delay.  If
           you have not already run the HBSETUP program, you will be warned
           about it, but for now just continue.  HBMS will use the system
           date in your computer to prompt you for the Year of Account Data.
           We want to load the sample data for 1984 so change it to "84".
           This number also happens to be the file extension of all the data
           files.  If the sample data is in the same directory you ran HBMS
           from, the Data Path should be correct, so just hit ENTER.  You
           should now be at the Main Menu screen.  Notice that it reminds you
           of the current open month, fiscal year, and exactly where the data
           files are.

      First we will explore the Reports section, as these reports will be
      the end result of your financial record-keeping.

       2.  Select "R" for Reports.  Accept "4" as the Month to Report.



      At this point you will be prompted for an Account Code.  HBMS uses
      short codes (abbreviations), to refer to accounts.  Since you don't have
      a printed example of the different accounts in the sample data, you can
      strike the F1 key to bring up a Chart of Accounts help screen.  All the
      Categories and Accounts are available for your inspection, but for now
      use the ESCape key to get back to the Account Code prompt.

       3.  Enter "EL" to select Electricity, and you will be presented with
           the "Monthly" view  of this account.

      The data inside the heavy outlined box is for the "EL" Account only.
      Notice that an asterisk flags both April, and Year To Date Actuals as
      being outside the budgeted limits.  Looking below you will see that
      Electricity falls in the UTILITIES category.  Similarly, UTILITIES is
      part of the EXPENSES money group, which is used to calculate NET INCOME.

       4.  Notice the prompt on the bottom line of the screen, and strike
           "A" for an annual view of Electricity.

      The data in this screen is pretty much self-explanatory.

       5.  Strike the ENTER key and you will be prompted with the code of
           the next account to report on.  Striking the ENTER key again
           will accept that prompt.

      You will find that by just using the ENTER key alone you will be
      able to step through the accounts in the order they appear in the
      Chart of Accounts.

       6.  Bring the Repair/Improvement account on screen by entering "RI"
           at the account code prompt.

       7.  Strike "S" to select a Sorted Ledger view of Repair/Improvement.

       8.  You will be prompted with a beginning month of 4 (April).
           NOTE: In a normal budget you would be able to start at the
           beginning of the year, but since the first three months of ledger
           entries have not been included in the sample data, please accept 4
           as a starting point.

      All the transactions involving Repair/Improvement for April will be
      displayed.  The numbers under the "Rec" column are the record numbers
      of the transactions as they were entered in the Ledger Posting section.

       9.  Before leaving the sorted ledger screen, enter "CK" in the
           account code field to view the checking account.  Notice that the
           screen will pause when it fills so you can view the data before
           it scrolls off.  At this point you can strike <ENTER> to continue
           scrolling or strike <ESC> to end this account and select another.

      By now you should have the idea of how to select the different views
      and step through the accounts, but there is one more way of observing
      data on screen, and it resides in the Ledger Posting section.

      10.  Leave the Screen Reports section by using the ESC key.

      11.  From the Main Menu, strike "L" for the Ledger Posting section.


      12.  Notice the bottom line on the screen and enter a "V" at the
           action prompt to view the previously entered transactions.

      13.  Accept month 4 as a starting point.

      You will be presented with the first transaction screen in April,
      exactly as it was entered.  You can browse through the other
      transactions by using the Up, Down, PgUp, PgDn, Home, and END keys.

      14.  When finished, use the ESC key to get back to the Ledger Posting
           screen.

      At this point you have seen SOME of the screen reporting capabilities
      of HBMS.  The printed reports are just as informative, but please
      wait until later to try them.  You will have to configure your printer
      first, by using HBSETUP.

      If you have stayed with me this far and have been favorably impressed,
      please continue and I'll demonstrate two different methods of entering
      ledger data into the system.

      15.  You should be at the Ledger Posting screen with the Action prompt
           waiting.  Accept "D" for Decrease.

      16.  Enter "CK" for Checking as the "source" account.  The current
           balance for that account will be displayed.

      17.  Enter "123" as the check number.

      18.  Enter "16" as the date.

      19.  Enter "The Drug Store" for the Payee. (Source description)

      20.  Enter $14.73 for the amount of the check.  Notice how the amount
           turns to a negative value.  That's because you will be decreasing
           the balance of the CHECKING ACCOUNT (by writing a check).

      Now you will disburse the money to the "target" accounts.

      21.  Instead of accepting the full amount, enter $9.95 as a target
           amount.

      22.  Enter "FC" for the target code.

      23.  Enter "Processing" for the target description.

      24.  You will be prompted with the remaining $4.78 as the value for
           the next target amount.  Accept it.

      25.  Enter "RX" for the account code.

      26.  Type in "Vitamins" for the description but DO NOT hit ENTER.

      27.  This will be a good chance to experiment with the editing keys
           of HBMS.  Try the HOME key, the END key, the INSERT and DELETE
           keys.  Save the ESC key for last.


      28.  Striking ESC should blank the description field.  Type in the
           Tilde "~" character only and hit ENTER.

      This action will automatically enter whatever was in the Payee/Payor
      field above.  It can come in handy on certain types of transactions.

      29.  At this point you will have to decide whether the above
           information is ok.  Strike "N" for no.  Now you are in the "EDIT"
           mode.  Use the ENTER key to step through the fields by accepting
           each value until you get back to the Rx Drugs description.
           Change the description back to "Vitamins".

      30.  Accept the information as being ok.

      For the second and last screen we will do a Spending Cash transaction.

      31.  Strike "D" for Decrease, enter "SC" for Spending Cash, and accept
           the same date.  There is no check number, and in this case, enter
           nothing in the Payee field.

      32.  Leave the source amount field empty also for this transaction.

      When the source amount is left empty, HBMS will keep a running total
      as you disburse the money to the target accounts listed below.

      33.  Enter $2.05, "BM" for Books/Magazines, and any description you
           desire.

      34.  Enter $3.53 and "EO" for Eating Out.

      Notice how a running total is being tallied for Spending Cash in the
      source amount field.

      35.  At this point you could continue to list all the items that you
           bought with spending cash on this date.  When finished leave an
           amount value empty and you should be prompted for the "Above Ok"
           decision.

      36.  You can return to the Main Menu by striking ESC at the Action
           prompt.



      Please be aware that HBMS has many more features, and even some short
      cuts.  By now though, you should have an idea of what HBMS is designed
      to do.  I hope it suits your needs.  If you haven't done so already,
      please print (and READ) the documentation, and run the setup program
      HBSETUP.EXE.  Then you will be able to print the sample data reports.
      This is something I highly recommend.  There are examples of many
      things that you may have questions about, before you start your own
      budget system.  You should start by printing the Sample Chart of
      Accounts as a minimum.