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LEDGER eXpress PREFACE TO VERSION 1.01 In response to an article in the June/July 1988 issue of "Shareware" magazine concerning demo programs, the demo previously available has been replaced with this fully functioning Version 1.01 of Ledger eXpress. Release 2.0 of Ledger eXpress is currently available and is a greatly enhanced Version of this worksheet based Accounting package. The installation procedure for Release 2.0 has been greatly modified and eliminates the necessity for the end user to modify Macro code. Although all V1.01 Macro code modifications are performed (you guessed it) using Macros that position the cursor where modifications are necessary, the chance of improper modifcations still exists. Release 2.0 has eliminated this danger and the installation procedure for all worksheets is screen panel prompt driven and the end user will only be responsible for proper input. Users may obtain a copy of Release 2.0 by registering with the author for $69.95 + $5 s/h. The original registration for Version 1.01 was $49.95 but you may register for support and notification of any future upgrades for $25. A Description of the enhancements is as follows: (1) V1.01 requires installation of your Chart of Accounts into the General Journal worksheet and modification when any new Account is added. V2.0 uses a seperate worksheet that is imported into the General Journal each time you post your transactions. Adding an Account is a simple addition to the V2.0 worksheet versus Macro code installation (or deletion) with V1.01 into the General Journal worksheet. (2) V1.01 requires Macro code installation into the Financial Statements, Subsidiary Ledger Control Accounts, and General Journal. V2.0 only requires that you enter the Account Names and Numbers, the application has been enhanced to use this information to create "self-modifiying" Macro code that executes at the appropriate time. (3) The installation time has been reduced by approximately 60% due to the enhancements of V2.0. Also, the possibility for improper installation has also been greatly reduced because of the redesign. (4) The speed of the V2.0 application is greatly increased over V1.01 due to the fact that installation of "import and extract Macro code" due to the enhancement has been eliminated and creation of "self-modifying" Macro code only when needed greatly increases execution speed versus the line of "conditional operating" Macro code. LEDGER eXpress Copyright (c) 1987 MACRO X SERVICES 2442 Laura Drive Flint, Mi. 48507 (313) 767-0127 Warren Fesmire Application Author System Requirements: A minimum of 320k RAM is required to use this application, a 10 Megabyte Fixed (Hard) Drive, Lotus 1-2-3 (tm) or a WKS compatible spreadsheet (excluding Microsoft Works (tm)). The interaction of this application is as follows: 1) Journalize the transactions into the General Journal worksheet named GJRL.wk*. The journalizing procedure is menu driven with the command selection made from an Alternate Macro Menu. When you have filled the General Journal worksheet you will be able to automatically sort and extract the Journal entries by Account for distributive posting to the respective Ledger Accounts. You will install the sorting and extracting commands into the GJRL worksheet and your individual accounts. A sample Chart of Accounts is offered but this package will automatically fit to your Chart of Accounts ! 2) Distribute the Journal Transactions to the various accounts. You will need to install your Chart of Accounts. The application will create Extract files that will be ready for posting to the accounts. After you have installed your accounts you will only need to Retrieve the lowest numbered account and the computer will automatically process the remaining extract files ,be there one or one hundred ! The application will automatically delete the extract files after each account has had the respective journal entries posted to it. NOTE: This application will "Archive" the GJRL worksheets when filled by making an Alternate Menu selection (NEWPAGE from the GJRL or ARCHIVE from any other worksheet). The NEWPAGE Macro Menu command will save the current GJRL and prepare a blank GJRL worksheet and increment the page number and File Name identifier (ie 1GJRL is saved and 2GJRL will be prepared for further Journalizing of transactions). 3) Prepare the periodic financial statements. You will install the Account Balance "import" commands for your specific Chart of Accounts. (Most user installed commands have been automated with Macro commands that will require little more than accurate keypunching.) You will extract the Account Balances from each account by selecting the Alternate Menu Selection AUTOFUNCTIONS. NOTE: IF your accounting system is an accrual based system then you may wish to create Subsidiary Ledger Control Accounts which will require installation of "import" commands. This is not absolutely necessary but if you choose not to create Subsidiary Ledger Control Accounts you will be required to install the "import" commands into the BALSHEET (Financial Statement worksheet). You will not be saving yourself any effort but you will have a much cleaner and faster operating BALSHEET worksheet. Overall, you will lessen the total processing time of this application by installing Subsidiary Ledger Control Accounts. The Financial Statement (BALSHEET.wk*) consists of a Trial Balance worksheet, Balance Sheet, and Income Statement. The Financial Statement will require you to install your Chart of Accounts. the information required will be the Account Names, Account Numbers, and "import" commands for the extracted Account balances. This application has been created and designed with ease of installation foremost as a product feature. If you follow instructions carefully , you should be able to quickly install this application to your specifications ! **********************IMPORTANT NOTE************************ If you are using Version 2.0 or 2.01 then you must first save all worksheets in the WK1 format ! Failure to do so will cause you to experience initial installation conflicts. ************************************************************ A Note about KeyNames: Throughout this manual you will encounter instructions to press a key (eg <ALT><A> for the Macro Menu. Do not type literally but the Key contained within the angle Brackets <>. You will also encounter KeyNames within {}. Also Key the contents. <F3> denotes the Function 3: F3 key. This application creates various types of worksheet files, they are: 1) Data Input/Data Storage worksheets. a) The General Journal worksheet (GJRL.wk*) which is the point of entry for your transactions. b) The Ledger Account worksheets of which there is a separate format for General and Subsidiary Ledger Accounts c) The Financial Statement worksheet. 2) Extracted Data Transfer files. These files are temporary files that are created purpose of transfering information between the various worksheets. This application relies heavily upon the 1-2-3 commands FILE EXTRACT and FILE COMBINE. 3) Variable Operator Storage Files. These files (PRNTOPER.wk* and AUTOBAL.wk*) store decision operator values that instruct the computer to automatically Print the Accounts or extract Account Balances. Setting the "switchs or flags" off will increase the speed of the application and can be set when you desire to perform printing or creation of the financial statement. ************************************************************ THE ORIGINAL DISK FILES ARE AS FOLLOWS: 1) 1GJRL.wk*: The worksheet where you will enter all transactions. This application is a batch processing system and will not post out of balance batchs and has a preventive feature to prevent duplicate posting of batchs. 2) LDGINSTL.wk*:The General Ledger Account Installation worksheet. You will be able to quickly install each individual account. The application will save the account you create and present you with a new LDGINSTL.wk* ready for installation of the next account. Be certain that you use this worksheet for installing your Ledger accounts and not SUBINSTL.wk*. 3) SUBINSTL.wk*: The Subsidiary Ledger Installation worksheet for Receivables/Payables. 4) BALSHEET.wk*: The Financial Statement worksheet. 5) CONTROL.wk*: Account Control Worksheet for Accounts Receivables/Payables. Will require installation of Account Balance "import" commands. Each Control account will contain the summary or cumulative balance of Accounts Receivable or Payable. Use this worksheet for both, you will need to assign a name to each to differentiate between the two. All detail of the individual accounts will be stored in separate worksheets. The Financial Statement will only contain the balance (summary or cumulative) and the Control Cards will contain the individual account balances. 6) REGISTER.wk*: A worksheet to accumulate a detailed transaction listing for Sales, Sales Returns and Allowances, Purchases, Purchases Returns and Allowances, Cash Receipts, Cash Disbursements, Summary Accounts Payables/Receivables. You will need to make a separate installation for each register that you desire. 7) CHKRGSTR.wk*: The check register that will "import" all the Checks Disbursed from the GJRL.wk* and allow you to reconcile your account at the end of the period. 8) AUTOBAL.wk*: This a variable operator file that contains the value that will be used as a "switch or flag" to control automatic extraction of account balances for posting to the financial statement. 9) PRNTOPER.wk*: This is also a variable operator file that contains the value that will be used as a "switch or flag" to control automatic Ledger card printing during the distributive posting process. 10)RUNDATE.wk*: This Variable storage file stores the date that is entered upon initial retrieval of the GJRL.wk*. This date will be stamped upon each Ledger worksheet to indicate the most recent date that transactions entered into the General Journal have been extracted and distributively posted to the Ledger accounts. 11)SMPLGJRL.wk*: This is a sample of the appearance of transactions that have been entered into the General Journal. **********************BEFORE YOU BEGIN********************** It is recommended that you carefully read the documentation for this application and experiment with a small Chart of Accounts to be certain that you understand the installation procedure and the method of operation. Failure to do so could cause you immense frustration ! BE CERTAIN TO MAKE SEVERAL BACKUP COPIES OF THIS APPLICATION BEFORE YOU BEGIN ! ************************************************************ PLEASE NOTE THAT YOUR DISTRIBUTION DISK CONTAINS FILES NAMED CONTROL3.wk*,CONTROL5.wk*,BALSHET3.wk*, and BALSHET5.wk*. If your Accounts are 3 digits use the files with 3 (ie Control3.wk*), or 5 digits use the files with 5 (ie Control5.wk*) when installing the CONTROL.wk* or BALSHEET.wk* worksheets. The default files are for 4 digit Account numbers. ABOUT THOSE .ARC FILES In order to save disk space and provide you with several other useful and compatible utility programs along with LEDGER eXpress, you will find all programs have an extension of .ARC. This is an archiving convention that squeezes files and allows for greater storage on a single disk. The archiving program employed was written by Phil Katz and the "unarcing" program is included here. If you would like the complete program that will allow you to Archive (squeeze) files as well, you may obtain one from Macro X Services for $4.00 dollars shipping and handling. This is a "Shareware" product and you will find within the documentation Mr. Katz's address and it is requested that you send Mr. Katz a nominal amount of money if you are satisfied with his product and wish to register with him as a registered user. UNARCING THE FILES ON THE DISTRIBUTION DISK To "Unarchive" the LEDGER eXpress files do the following. 1) Be certain that the program PKXARC.com is accessible from your active drive. From the DOS prompt enter: A>PKXARC A:\LEDGER.ARC C:\ If you wish to install the LEDGER X files into a particular subdirectory then at the DOS prompt enter: A>PKXARC A:\LEDGER.ARC C:\LEDGER where C:\LEDGER is the name of the subdirectory. If for example you copy to a subdirectory from within a 1-2-3 subdirectory type................. C:\123\LEDGER. 2) Follow the above procedure for the remaining Archive files. 3) If you wish to quickly "Unarchive" all files onto your Fixed (Hard) Drive or into a particular subdirectory you process all .Arc files as a batch in the following manner. A>PKXARC A:* C: to install all files on the hard drive. A>PKXARC A:* C:\LEDGER to install all files on a subdirectory named LEDGER. **********LEDGER eXpress Installation Requirements********** The Ledger worksheets that will require user installed commands and the type of installation required is listed below. Most installation procedures have been implemented with self-modifying Macro /X program commands. The user will responsible for accurate keypunching only. You will not need to understand the 1-2-3 Macro programming language. For an understanding of the Macro programming language the user is referred to the 1-2-3 manual or to LOTUS magazine. ************************************************************ Installation Requirements (contd) 1) 1GJRL.wk*: requires installation of the extract commands for each individual account in your Chart of Accounts. Prior to installation it is required that you assemble your Chart of Accounts, making note of each account as a General or Subsidiary Ledger Account. 2) LDGINSTL.wk*: this is your "generic" General Ledger account installation worksheet. You will need to install each individual Ledger account using this worksheet. The installation procedure has been automated making heavy reliance upon Self- Modifying Macros. Be certain to follow instructions carefully. There will be occasions that your Panel will not display any messages to help you ! At these times the program may be waiting for you to "point" at a particular cell using the cell cursor. Your status indicator will be displaying CMD to help clue you. Each General Ledger Account will require 31k of storage space on your Fixed (Hard) Drive. 3) SUBINSTL.wk*: Like LDGINSTL above you will need to install each subsidiary account. Each Subsidiary Ledger Account Requires 60k of Disk storage space. 4) CONTROL.wk*: This is an optional installation. This worksheet has been designed to accept the Subsidiary Account Ledger balances that will be extracted from each account. You will then post the total balance of Subsidiary Ledger accounts (Receivables and Payables) to the Financial Statement. You will be required to install the Account balance "import" commands. It is not necessary but you will then be required to install Account balance "import" commands into your Financial Statement. You will not save yourself any work but you will increase the speed of the Financial Statement by creating Subsidiary Ledger Control Accounts. You will need to rename this account to indicate it is a Control Account. (eg Your Payables are numbered 2001 to 2999, you could number (name) your Payables control account as 2000. Your Receivables are 5001 to 5999, you could number your Receivables control account as 5000). 5) REGISTER.wk*: This worksheet will provide you with a detailed, chronological transaction listing for the type of register you desire to create. To employ Special Registers you will need to install "extract commands" in the GJRL.wk* and also install "import" commands here in the Special Register. 6) CHKRGSTR.wk*: This worksheet is your Check Register that will receive the listing of disbursed checks that you write using the "WriteChecks" command that is available from the General Journal's Alternate Macro Menu. You will not need to perform any special installation to this worksheet although you will need to manually extract the disbursed checks from the General Journal from an Alternate Macro Menu. This provides you with the choice of implementing the CheckRegister or not according to your desires. 7) BALSHEET.wk*: This is the worksheet that is your Financial Statement. Contained within it are a Trial Balance, Balance Sheet, Income Statement, and Statement of Changes in Financial Position. You will need to install the Account Names and Numbers, the Extracted Account Balance import commands and establish the Account categories for the Income Statement and Changes in Financial Position. Subscribers to LOTUS magazine will recognize the format from the June through September 1986 series on creating a General Ledger. If you find the documented instructions here to be insufficient then you may consult with the September 1986 issue for assistance as well. The format was incorporated into this application in the hopes of providing you with a familiar Financial Statement to work with and provide you a format that you could modify easily if desired. ***********************GETTING STARTED********************** Assemble your Chart of Accounts noting which are General Ledger Accounts, Accounts Receivables, and Accounts Payables. Make sure that they are in numerically ascending order. You will be able to insert accounts after you have installed your Chart of Accounts but for expediency you should have the Account Names and their Account Numbers in numerical order at hand. When you begin to install any worksheet or account be sure to first select "SetUp" or "Install" from the Alternate Macro Menu commands. Each worksheet uses as it's entry into the Macro Menu the Key combination of <ALT><A>. You should press both Keys at the same time. The Macro Menu will then appear. The menu operates in an identical manner as the worksheets (/) commands. IF YOU ARE USING VERSION 2.0 or 2.01 be certain that you save the original disk files in a WK1 format before you begin the installation procedure. Failure to do so will hamper the installation procedure. *****************SAMPLE CHART OF ACCOUNTS******************* 1oooo ASSETS 11ooo Current Assets 111oo Petty Cash 112oo Cash in Bank 1121o Cash: 1st National Bank 1122o Cash: 2nd National Bank 113oo Accounts Receivable Control Account 11301 thru {..Individual Accounts Receivable 11399 11400 Inventory 11401 thru {..Individual Inventory Accounts Detail 11499 15ooo Fixed Assets 151oo Automobiles 1511o Original Value-Automobile 1512o Depreciation-Automobiles 15130 Replacement Inventory 15131 Spark Plugs 15132 Brake Shoes 152oo Plant/Buildings 1521o Original Value-Plant Buildings 15212 Depreciation-Plant Buildings 153oo Land 154oo Prepaid Expenses 1541o Prepaid Rent 1542o Prepaid General Insurance 15421 Prepaid Automobile Insurance 15422 Prepaid Fire Insurance 2oooo LIABILITIES 21ooo Current Liability 211oo Accounts Payable Control Account 21101 thru {..Individual Accounts Payable 21199 215oo Taxes 2151o Sales Tax 21511 State Sales Tax Payable 21512 Local Sales Tax Payable 2152o Payroll Taxes 21521 Federal Withholding Taxes Payable 21522 Federal Unemployment Taxes Payable 21523 FICA Taxes Payable 2153o Income Taxes 21531 Federal Income Taxes Payable 21532 State Income Taxes Payable 22ooo Long Term Liability 221oo Notes Payable 2211o N/P: 1st National Bank 2212o N/P: 2nd National Bank 222oo Mortgages 5oooo STOCKHOLDERS EQUITY 51ooo Stock 511oo Stock: Par Value 512oo Stock Surplus 52ooo Retained Earnings 521oo Profit Previous Year 53ooo Profit/Loss 6oooo REVENUE 61ooo Sales 62ooo Other Revenue 621oo Interest 622oo Freight 623oo Miscellaneous 7oooo EXPENSES 71ooo Cost of Goods Sold 72ooo Purchases 73ooo Rent Expense 731oo Rent Expense:North Store Location 732oo Rent Expense:South Store Location 74ooo Repair Expense 75ooo Utility Expense 751oo Utility Expense:North Store Location 752oo Utility Expense:South Store Location 76ooo Depreciation Expense 77ooo Payroll Expense 771oo Employer FICA Tax Expense 772oo Other Payroll Tax Expense 78ooo Miscellaneous Expense 79ooo Income Tax Expense It is assumed that you already have a Chart of Accounts with corresponding Account Numbers unless you are a startup business. If you are a startup it is strongly recommended that you consult with an Accountant for assistance in creating your Chart of Accounts. This Sample Chart of Accounts is provided for illustration purposes. ***************INSTALLING THE GENERAL JOURNAL*************** If you have your Chart of Accounts ready and have marked your subsidiary accounts then you are ready to begin. Using the Worksheet commands (/) select File Retrieve (/fr1GJRL) to load the General Journal into the computers Main (RAM) memory. You will be presented with a query in the Display Panel. Answer the query with todays date. The query will first ask for the Month, then Day, then Year. After you have completed stamping the General Journal with the current date, activate the Macro Menu by keying <ALT><A> together. You will be presented with the menu listed below: Commands Extract SetUp WriteChecks AccountList Select <C>ommands and you will be presented with a SubMenu listed below: JrnlEntry Edit SubPost Print Quit NewPage AutoFunctions Select <E>dit and your screen will become active. Your cell cursor will rest upon the cell AP27 (Range Name:SubEdit). The cell contents of AP27 (Range Name:SubEdit) will be: /bbbbbb{esc} Press the <Ret>urn key twice and the computer will insert a blank cell. NOTE: The reason you must key <Ret>urn twice is that when you desire to alter your Chart of Accounts you will need to insert the "extract" command for the new account in the Extract "que". This will allow you to highlight the cell to insert the new account before. Notice that your panel display now contains a question as to the type of account you wish to install. Make your selection accordingly from your Chart of Accounts that you assembled previously (If you do not have your Chart of Accounts handy then stop here, do not continue, and assemble them as described previously.). If you desire to install a General Ledger Account the blank cell will be stamped with text that appears as below: {goto}crit~{?}~/dqeq/fxv{?}E~GenXtrac~r The blinking panel cursor will come to rest under the left bracket of the Left {?} Type the Account number and key <Ret>urn. The cursor will shift right and rest under the Left bracket of /fxv{?}. Type the Account number again and key <Ret>urn. You will now be presented with the following query: Another? Yes=1;No=2: Answer the query according to your wishes. If you desire to install a Subsidiary Ledger Account the blank cell will be stamped with text that appears as below: {goto}crit~{?}~/dqeq/fxv{?}E~OutPut~r Follow the procedure as described above for installing a General Ledger Account since the procedure is the same but if you inspect the two commands you will notice that the difference between the commands is the GenXtrac v. Output. THE FINISHED COMMAND for General Ledger Account #1000 (for example) should appear as below: {goto}crit~1000~/dqeq/fxv1000E~GenXtrac~r Continue installing the extract commands until you have created an extract command for every account, General and Subsidiary, when finished answer No(2) to the panel query and immediately return to the Alternate Macro Menu, key <Alt><A> together. Select <C>ommands and you will be presented with a SubMenu listed below: JrnlEntry Edit SubPost Print Quit NewPage AutoFunctions Select <Q>uit, Key <Ret>urn and <R>eplace to save your 1GJRL.wk* with your installed extract commands. **************IF YOU MAKE AN INSTALLATION ERROR************* There are two methods for dealing with a keypunch error. Since you are operating within a Macro you cannot move back to the erroneous cell and edit it during installation. If You Make an Installation Error (contd) If you make an error during the installation process you can correct the error in one of two ways. 1) You will need to "break" the Macro command in order to perform a "direct edit". Press <Control><Break> NOTE:If you have a keyboard with a key marked SysReq/Reset..next to the break key then be extremely careful as to which key you press !!!! If you should Key the <Control><SysReq/Reset> combination by mistake you will reset the computer and lose your work. It is suggested that you Save your work before you make any corrections. Use the Macro Menu; <Alt><A>; <C>ommands, <Q>uit as described on the previous page to save your work. together and move the cell cursor to the cell containing the error. Use the 1-2-3 command Range Unprotect (/ru) to unprotect the cell and make your correction. Be sure to protect the cell using the 1-2-3 command Range Protect (/rp). 2) The second method of correction is to delete the erroneous cell and reinstall the command. To do this: a) First place your Cell Cursor on the Cell containing the error , then Unprotect the worksheet using the 1-2-3 Worksheet Global Protection Disable command sequence (/wgpd). b) Erase the erroneous cell using the Range Erase (/re) 1-2-3 command. c) Move the cell cursor down one cell. (You must now move the block of extract commands up to replace the now vacant cell you just erased.) Use the 1-2-3 command Move (/m) and the {END}{DOWN}, <RET> keystroke sequence to indicate the range to move. Now move your cell cursor up (using the {UP} key) to the blank cell you erased and Key <Ret>urn. Now reprotect the worksheet using the 1-2-3 command sequence Worksheet Global Protection Enable (/wgpe). You may now resume installing the extract commands. To resume installing commands select from the Alternate Macro Menu <ALT><A>; <C>ommands, <E>dit. The cell cursor will move to the cell containing: /bbbbbb{esc} your panel will display the message: Select Account to insert B4:<RET>1st: Key <Ret>urn once and using the {Up} cursor key move the cell cursor to the cell you wish to insert the extract command in front of for example if you desire to insert the extract commands for Account #7515 place the cursor on the highlighted cell as below: {goto}crit~7510~/dqeq/fxv7510E~GenXtrac~r {goto}crit~7520~/dqeq/fxv7520E~GenXtrac~r /bbbbbbb{esc} Of the two methods of editing installation error it is highly recommended that you use method #1 but if you should make further errors and wish to reinstall the command then you may use method #2. Once you have finished installing your commands and any edits then again save your worksheet using the Alternate Macro Menu commands <ALT><A>, <C>ommands, <Q>uit. Your panel cursor will present you with the message: Enter Save File Name:1GJRL Key Return and <R>eplace to update your worksheet. You will now be free to Retrieve any other file. ************************************************************ INSTALLING THE LEDGER ACCOUNTS Before you begin make certain that your Chart of Accounts has been assembled in ascending numerical order. You may create a worksheet with your Chart of Accounts, if you do then you will have your Chart of Accounts "on-line" from the GJRL.wk*. The Alternate Macro Menu command that will list your Chart of Accounts is <Alt><A>, <A>countlist. If you do not create a Chart of Accounts worksheet it will not hamper performance but could be a nice convenience. Enter the Information in the following format: _____A___________________B_____________ 1 | 1000 CASH 2 | 2000 ACCOUNTS PAYABLE etc. LEDGER ACCOUNT INSTALLATION Depending on which type of Account you wish to install File Retrieve (/fr) LDGINSTL.wk* or SUBINSTL.wk* from the 1-2-3 File Menu. Tip: After selecting (/fr); press the <F3> key and your screen will display all the files that are in the active directory. Highlight the file name you wish to retrieve and press <Ret>urn. Once a Account installation worksheet is loaded into memory; begin by: 1) Selecting from the Alternate Macro Menu, <Alt><A>, nstall, <S>etUp. Answer the prompts in your screen panel as they appear. Remember this from the SetUp of the GJRL.wk* ?? If you failed to do so for the GJRL.wk* don't panic, but remember to do so the next time GJRL.wk* is loaded into memory ! Always look for the <S>etUp command each time you load the different worksheets the first time. You will find it in the Main Menu or under the Install Submenu. LEDGER ACCOUNT INSTALLATION (contd) 2) Next select from the Alternate Macro Menu <Alt><A>, nstall, <C>reateAcct. In response to the screen panel type in this accounts name, the journal page as "1" or whatever number you wish the number the journal page as. The cell cursor and your screen will become active and the cell cursor will come to rest on cell AC6 (Range Name:1E) which means 1st cell to Edit and contains: /XiTrans=0~/fcce{?}E~{calc}/XgSeq~ The blinking panel cursor will come to rest under the left bracket of the {?} Type the Account number and key <Ret>urn. The cell cursor will shift and come to rest on cell AC16 (Range Name:2E) which contains: /fe~{?}E~y With The panel cursor resting under the Left {?} Type the Account number and key <Ret>urn. You will now be presented with the following query: What is this Account Number Again?: Key in the Account Number and <Ret>urn. ************************************************************ Be absolutely sure that you enter the account number correctly ! Failure to do so will place a "bug" in the program that will not become evident until you begin processing ! Your response is stored at cell AB56 (Range Name:FilSav) and it is part of the command sequence that saves the Account you are installing. If you were to enter 10000 instead of 1000 then the account would be saved as 10000 and when you go to post the Account balance to the Financial Statement The balance would not be posted (unless of course you made an identical keypunching error when installing the "import" commands in the Financial Statement). If any accounts in the Financial Statement are posted as 0.00 (Zero) during the import routine this would be the likely culprit. If any edit is necessary then select from the Alternate Macro Menu select <ALT><A>; nstall; <M>odifyAcct#. ************************************************************ Finally, the cell cursor will rest upon AC20 (Range Name:3E) with the panel cursor resting under the left bracket of: /fr{?}~ IMPORTANT: Key in the next account number in ascending numerical order that you will be installing. The worksheet will be automatically saved and then you will be presented with the File Menu. Key <F3> and select the appropriate installation worksheet for the next Account type you wish to install (LDGINSTL or SUBINSTL). You have now completed the General Ledger account installation procedure. INSTALLING SUBSIDIARY LEDGER ACCOUNTS Installation of the Subsidiary Ledger accounts is performed exactly as the General Ledger described above. The difference between the two is that the Subsidiary Ledger has been formatted to calculate totals for Invoice Discounts, and Invoice Due Date. The commands that require installation are physically located at different locations within the SUBINSTL.wk*. The first command you install: /XiTrans=0~/fcce{?}E~{calc}/XgSeq~ is located at cell AY6, the Range Name is 1E (which stands for 1st command to Edit). ************************************************* The second command you install: /fe~{?}E~y is located at cell AY16 (Range Name:2E). ************************************************* The response to the query: What is this Account Number Again?: is stored at cell location AX56 (Range Name:FilSav). ************************************************* The Final command that retrieves the next account in ascending order: /fr{?}~ is located at cell location AY20 (Range Name:3E). This installation procedure will establish the Autoexec Macro that will execute each time you retrieve a Ledger Account file. It is required that you post each batch of extracted Journal Transactions after extraction from the General Journal. The Autoexec Macro will cause the program to cycle though your entire Chart of Accounts. It is recommended that you install {?} as the last account to retreive when presented with: /fr{?}~ during installation of your highest numbered account. Doing this will return you to the 1-2-3 File Menu when transaction posting is complete. NOTE: When you retrieve an Account worksheet and there are no extracted transactions to post ,the computer will beep and present you with a "File does not exist" error message. This is normal ! The Autoexec Macro will execute at all times but since there are no extracted transactions in a file to be posted (imported using the File Combine 1-2-3 command) you will receive an error message. Simply Key <C>ontrolreak together and proceed with whatever work you wish to perform with the particular file. IF YOU MAKE AN INSTALLATION ERROR...installing General or Subsidiary Ledger worksheets. Simply retrieve the appropriate installation worksheet and begin again. Due to the ease of installing the Ledger accounts this method is fastest and least prone to further errors ! Extract Files: The Program will save your sorted and extracted Journal transactions in files that have an imbedded E in the file name. For example after you have extracted from the General Journal you will find files with the E such as 1000E, 1010E. After posting the Extracted transaction files to the respective accounts the program will delete the Extract file from the 1-2-3 File Menu. Account Balance Extract Files: are similar in nature to the transaction Extract. These files have an imbedded B in the file name (eg. 1000, 1000B). These files will remain on your 1-2-3 File Menu until you prepare a Financial Statement. The program has a "switch" for (de)activating B account processing/extraction. *************MODIFYING YOUR CHART OF ACCOUNTS*************** If after you have completed installing your Chart of Accounts you discover that you omitted an account or in the future you desire to install a new account that did not exist at the time of initial installation you will be able to modify your Chart of Accounts. The procedure for modifying your Chart of Accounts is as follows: 1) File Retrieve the GJRL.wk* and select from the Alternate Macro Menu: <Alt><A>;<C>ommands;<E>dit. Your panel will display: Select Account to insert B4:<RET>1st: Press <Ret>urn once and then using your {UP} cursor key move the cell cursor to the cell containing the extract command you wish to insert before. For example if you wish to insert Account #7515 you would move the cell cursor to the cell containing the highlighted text as below and press <Ret>urn. {goto}crit~7510~/dqeq/fxv7510E~GenXtrac~r {goto}crit~7520~/dqeq/fxv7520E~GenXtrac~r /bbbbbbb{esc} The computer will insert a blank extract command ready for installation and prompt you for the Account information necessary. When you have completed the installation (Look for the CMD indicator to disappear) select from the Alternate Macro Menu; <Alt><A>;<C>ommands;<Q>uit. Key <Ret>urn in response to Enter Save File Name:1GJRL and <R>eplace to save your edit. 2) Retrieve the Account worksheet that is immediately lower in value to the account you wish to install. Using the example above, you would retrieve Account 7510 and select from the Alternate Macro Menu <Alt><A>;install;<M>odifyAcct#. Your cell cursor will be located at (Range Name:3E) the cell to modify. In the example the cell would contain: /fr7520~ Modifying Your Chart of Accounts (contd) 2) contd: with the blinking panel cursor resting under the 7 of 7520. Enter the number of the account you are inserting; in this case 7515. The command should now look like: /fr75157520~ with the blinking panel cursor under the right 7. Now press the {DEL} (Delete Key) until the command looks as it should..../fr7515~ and press <Ret>urn. 3) Select from the Alternate Macro Menu <Alt><A>;<C>ommands;<Q>uit. Follow the procedure for saving your modified worksheet as described previously by Keying <Ret>urn and <R>eplace in response to the panel messages. NOTE: If your Chart of Accounts has a numerical format of 3, 5, or 6 digits then the blinking cursor will not perform as described above, however, you will still be able to modify the command. You will need to use your cursor keys to position the panel cursor and make the modifications as needed. 4) Retrieve the appropriate Account Installation worksheet (LDGINSTL.wk* or SUBINSTL.wk*) and install the account as described in the section on LEDGER ACCOUNT INSTALLATION. When you have completed this you have finished the procedure for modifying your Chart of Accounts. *******SUBSIDIARY LEDGER CONTROL ACCOUNT INSTALLATION******* If your company has a large number of Accounts Receivable or Accounts Payable you may desire to create Subsidiary Ledger Control Accounts. Although this is not necessary, if you have a large number of accounts then you will be required to install the Account Balance Extract files "import" commands into the Financial Statement which will greatly slow the speed of creating a Financial Statement and you will not be saving yourself any work. The Control Account will provide you with a detailed listing of the balance for each individual account. Your Financial Statement will then only contain the cumulative balance for your Accounts Receivables and Payables. If you decide to install Subsidiary Ledger Control Accounts then you should first retrieve the worksheet CONTROL.wk* and rename it to some name you choose. Suggested names are AR_cntrl and AP_cntrl or some other name you choose that will clearly indicate what the name of these worksheets are. To do this retrieve the file using the 1-2-3 command File Retrieve (/fr) and once loaded Save the file using the 1-2-3 command File Save (/fs) to rename your file. When the panel reads: Enter Save File Name:Control...Type the name you wish to change the file to and press <Ret>urn. Then retrieve the file for the Control Account you wish to begin installing. BE SURE TO USE THE PROPER CONTROL.wk* FOR YOUR PARTICULAR CHART OF ACCOUNTS ! CONTROL3.wk*, CONTROL5.wk* ?? Control Account Installation (contd) 1) After the Renamed Control.wk* is loaded begin the installation by first performing the SetUp procedure from the Alternate Macro Menu <Alt><A>;nstall;<S>etUp. Answer the prompts as they appear in your display panel. 2) Select from your Alternate Macro Menu <Alt><A>;nstall;<A>cctCall. Your cell cursor will rest upon cell A10 (Range Name:Insert) which will contain the numerical value 9999. NOTE: This (9999) is the "stop operator" for the Macro programming code. If you have an Account numbered 9999 then you will need to edit the command. To do this you will need to contact the author for specific instructions. Your screen panel will display the following message: Mark Acct to Insert Before! <RETURN>1st Press <Ret>urn twice (again like the Ledger Account installation worksheets you need to key <Ret>urn twice) and the program will insert a blank prior to the 9999 stop operator. Enter the Account number and press <Ret>urn; the cursor will shift right, enter the Account Name and press <Ret>urn; the cursor will again shift right and you may enter the Account Balance for the Account you are installing. The cell cursor will move to cell Q131 (Range Name:Next). This cell will display the following: /XiXpost=9999~/xgend~ Press <Ret>urn twice and the program will insert the code you will need to install. /XiXpost={??}~{goto}test~{edit}{left}{left}{left}{LEFT} {LEFT}{LEFT}{DEL}{DEL}{DEL}{DEL}{??}~{down}{edit}{LEFT} {LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{DEL}{DEL}{DEL} {DEL}{??}~/xgRun~ NOTE: This is an extremely long command and you will not be able to see the entire command in your screen panel. (Inspect as much as you can.) The panel cursor will rest under the left bracket of: /XiXpost={??}~ Key in the Account number and press <Ret>urn. You will be able to see the panel cursor shift right in your panel, it will stop under the left bracket of: {DEL}{??}~{down}{edit} Again key the Account number of the account you are installing and press <Ret>urn. Again, you will be able to observe the panel cursor shifting right. The panel cursor will rest under the left bracket of: {DEL}{??}~/xgRun~ Control Account Installation (contd) Again key the Account number of the account you are installing and press <Ret>urn. The Account Balance "import" command is now installed ! Answer the screen prompt according to your desires. NOTE: Install these commands carefully ! It is strongly recommended that you visually inspect the Account Number as you enter them, be sure the number is correct before you press the <Ret>urn key. If you notice you have made an error you will be able to edit the entry before you continue. Simply use your cursor key to position the panel cursor under the error, press the {Del} key and enter the correct number then reposition the panel cursor back under the left bracket and press <Ret>urn. An error here will be very difficult to discover. Since the command scrolls off the screen panel, you will not be able to use your cell cursor to scroll through the commands and inspect the code. IF YOU MAKE A CONTROL ACCOUNT INSTALLATION ERROR If you make an installation you may correct your error in the following manner. 1) Break out of the Macro command if it is active by pressing <Control><Break> together. 2) Press the <Home> key to position the cursor and then scroll down to the Account that is in error. Use the 1-2-3 command Worksheet Global Protection Disable (/wgpd) unprotect the worksheet. With the cell cursor resting upon the cell containing the Account Number select the 1-2-3 command Worksheet Delete Row (/wdr). 3) Use the "Goto" Function Key <F5> to goto the cell named Next. In response to the screen message: Enter Address to Go to: type in Next and press <Ret>urn. The cell contents should be: /XiXpost=9999~/xgend~ use your cursor key to scroll up to the command cell containing the error. 4) Use the 1-2-3 command Range Erase to erase the contents of the cell. 5) Move you cell cursor down one cell. (You should be immediately below the cell you just erased.) Now use the 1-2-3 Move command. a) Use the 1-2-3 command Move (/m) and the {END}{DOWN}, <RET> keystroke sequence to indicate the range to move. Now move your cell cursor up (using the {UP} key) to the blank cell you erased and Key <Ret>urn. Now reprotect the worksheet using the 1-2-3 command sequence Worksheet Global Protection Enable (/wgpe). You may now resume installing the account balance import commands. ***************INSTALLING THE CHECK REGISTER**************** The installation of the Check Register is relatively simple in comparison to previous installation procedures. The register will require extracted information from the General Journal. If you have not previously extracted the Check Disbursement information from the General Journal the computer will issue a "File Does Not Exist" error message when you load the ChkRgstr.wk*. This means either you forgot to extract the information from the General Journal or you are loading the worksheet to inspect the contents or work with the CheckRegister. Simply press <Control><Break> and continue with your work or retrieve the General Journal and extract the Check Disbursement information. NOTE: This application has been designed in such a manner that you will need to extract information for the CheckRegister and the Special Registers from an Alternate Macro Menu. This allows you the flexibility to design your system without the Special Registers. Customization is available to automate the procedures ! To install the CheckRegister simply select from the Alternate Macro Menu <Alt><A>;nstall. Answer the questions that appear in your screen panel. When finished save your work..<Alt><A>; <C>ommands; <Q>uit; <Ret>urn; <R>eplace. ************A NOTE ABOUT THE SPECIAL REGISTERS************** If you desire to implement special registers into your system you will need to install "extract" commands into the General Journal worksheet and "import" commands into the individual special register worksheets. The instructions for performing installation will not be explained here ! Since you may not desire to implement special registers, the installation instructions will be explained after the installation instructions for the BALSHEET.wk* to avoid confusion to those of you who do not desire to implement the special registers. ************************************************************ *************INSTALLING THE FINANCIAL STATEMENT************* Upon completion of the installation of the Extract commands in the GJRL.wk* and all your General and Subsidiary Ledger Accounts you will be ready to install the Financial Statement. The Financial Statement worksheet (BALSHEET.wk*) requires installation of the Account Names and Numbers into the Trial Balance, the Balance sheet, and the Income Statement. NOTE: Remember to use the proper worksheet for installation of your particular Chart of Accounts. If your Accounts are numbered with 3 digits then use BALSHET3.wk* or BALSHET5.wk* if your Chart of Accounts employs 5 digit Account numbers. Installing The Financial Statement (contd) If you plan on installing Control accounts (Control.wk*) into your system make a note of the Control Account Number and install it into your Financial Statement worksheet. DO NOT install the Account Numbers for your Receivables and Payables Accounts if you plan on installing Control Accounts. If you do not plan on installing Control accounts then you will install import commands for your Receivables/Payables accounts into the Financial Statement if your Accounting system is an accrual system. Load the appropriate BALSHEET.wk* in memory using the 1-2-3 command File Retrieve (/fr). Once loaded into memory, begin installation: 1) Select the initial Setup from the Alternate Macro Menu <Alt><A>;nstall;<S>etup. Answer the prompts as they appear in your Screen Panel. 2) Select from the Alternate Macro Menu <ALT><A>;stall;<A>cctCall. The cell cursor will rest on cell B11 (Range Name:Insert) which will contain the value 9999 which is the stop operator. Your screen panel will now display: Mark Acct to Insert B4! <RET>1st: Press <Ret>urn twice and the program will insert a blank cell above the stop operator. Enter the Account number and press <Ret>urn. The cell cursor will shift right, enter the Account Name nd <Ret>urn. The cell cursor will now shift to AA155 (Range Name:MarkCall) which will contain: /XiXpost=9999~/xgend~ Press <Ret>urn twice and the program will insert the command you will need to install. The command is: /XiXpost={??}~{goto}test~{edit}{left}{left}{left}{LEFT} {LEFT}{LEFT}{DEL}{DEL}{DEL}{DEL}{??}~{down}{edit}{LEFT} {LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{DEL}{DEL}{DEL} {DEL}{??}~/xgRun~ *NOTE: If you are using BALSHET3.wk* or BALSHET5.wk* this command will not be exactly as listed. The total number of {LEFT} or {DEL} commands will vary depending on the particular installation worksheet you are using. The panel cursor will rest under the left bracket of: /XiXpost={??}~ Key in the Account number and press <Ret>urn. You will be able to see the panel cursor shift right in your panel, it will stop under the left bracket of: {DEL}{??}~{down}{edit} Again key the Account number of the account you are installing and press <Ret>urn. Again, you will be able to observe the panel cursor shifting right. The panel cursor will rest under the left bracket of: {DEL}{??}~/xgRun~ Again key the Account number of the account you are installing and press <Ret>urn. The Account Balance "import" command is now installed ! Answer the screen prompt according to your desires. NOTE: Install these commands carefully ! It is strongly recommended that you visually inspect the Account Number as you enter them, be sure the number is correct before you press the <Ret>urn key. If you notice you have made an error you will be able to edit the entry before you continue. Simply use your cursor key to position the panel cursor under the error, press the {Del} key and enter the correct number then reposition the panel cursor back under the left bracket and press <Ret>urn. An error here will be very difficult to discover. Since the command scrolls off the screen panel, you will not be able to use your cell cursor to scroll through the commands and inspect the code. IF YOU MAKE A FINANCIAL STATEMENT INSTALLATION ERROR If you make an installation you may correct your error in the following manner. 1) Break out of the Macro command if it is active by pressing <Control><Break> together. 2) Press the <Home> key to position the cursor and then scroll down to the Account that is in error. Use the 1-2-3 command Worksheet Global Protection Disable (/wgpd) to unprotect the worksheet. With the cell cursor resting upon the cell containing the Account Number select the 1-2-3 command Worksheet Delete Row (/wdr). 3) Use the "Goto" Function Key <F5> to goto the cell named Next. In response to the screen message: Enter Address to Go to: type in MarkCall and press <Ret>urn. The cell contents should be: /XiXpost=9999~/xgend~ use your cursor key to scroll up to the command cell containing the error. 4) Use the 1-2-3 command Range Erase to erase the contents of the cell. 5) Move your cell cursor down one cell. (You should be immediately below the cell you just erased.) Now use the 1-2-3 Move command. a) Use the 1-2-3 command Move (/m) and the {END}{DOWN}, <RET> keystroke sequence to indicate the range to move. Now move your cell cursor up (using the {UP} key) to the blank cell you erased and Key <Ret>urn. Now reprotect the worksheet using the 1-2-3 command sequence Worksheet Global Protection Enable (/wgpe). You may now resume installing the account balance import commands. When you have completed installing all the import commands into the Financial Statement you will have the capability to create a Trial Balance. NOTE: After you have finished installing all the commands you will need to "Set" the commands. Do this by selecting from the Alternate Macro Menu the command <ALT><A>; <C>ommands;<M>thEndPost. The program will run for a short period and the screen will "Flash and Shift", this is normal. After it is completed, save the worksheet. <ALT><A>;<C>ommands;<Q>uit. *********************TESTING THE SYSTEM********************* To test the system for proper operation and installation. Make a copy of your GJRL.wk*. Now that you have made a copy of the GJRL.wk* and stored it in a safe place, with a blank GJRL.wk* select from the GJRL.wk* Alternate Macro Menu <Alt><A>;<C>ommands;<A>utoFunctions. In your screen panel you will be presented with the message: Post Totals to Bal Sheet? Yes=1; No=2: You should answer Yes by keying <1> and <Ret>urn. The screen panel will next display the query: AutoPrint of Ledger Pages? Yes=1;No=2: You may answer Yes or No to this query ! Answering Yes will test the AutoPrinting during the posting process. This will, however, lengthen the processing time of the test run. After you have answered these queries you may begin the testing process by selecting from the GJRL.wk* Alternate Macro Menu <Alt><A>;<C>ommands;<S>ubpost. 1) The screen will become active and the program will begin the extraction process. Since you have no transactions to extract the Extract Files created will be empty. Depending on the number of Accounts you have and the particular computer you have the computer will continue extracting transactions for these approximate times. 4.77 mhz PC/XT will extract two (2) to (4) accounts per minute depending on the particular Hard Drive in your system. 8 mhz PC/XT will extract three (3) to five (5) accounts per minute depending on the particular Hard Drive in your system. 10 mhz PC/AT will extract eight (8) to ten (10) accounts per minute depending on the particular Hard Drive in your system. If your Chart of Accounts contains 50 Accounts and you are operating a 10mhz PC/AT then the extraction process should require approximately five to six minutes to complete. Testing the System (contd) 2) Next using your 1-2-3 File Retrieve command (/fr) and the <F3> key inspect the files that were created. For every account (ie 1000) there should be a corresponding E Extract file (ie 1000E). If there are any omissions then you should inspect the "extract" commands that are listed in your GJRL.wk* for a missing command. If you should discover an error (ie 1000 and 10000E) or something similar then you have committed a keypunch error. 3) If everything looks accurate then retrieve your lowest numbered Account. The computer will now begin the posting process. Again the speed of processing will be dependent upon your particular computer and the speed of your Hard Drive. If you have installed the Autoexec commands correctly then the program will "import" all extract files into the respective accounts in sequence until processing is completed. a) If the computer should "hang" then look for a nonexistent E Extract file or an improperly installed Autoexec (check Range Name cells; ie <F5> 1E; 1E,2E,3E, and FilSav) command within the file that has "hung". Once you have corrected the error, check for the existence of the E Extract file for that particular Account, if the Extract file exists then reload the Account that "hung up". If the file does not then load the next Account in ascending numerical order. 4) Once the posting process is complete you should load a Control.wk* Account worksheet and select <Alt><A>;<C>ommands;alPost. This will import the Account Balances for the Accounts. ******************************************************* Note: You will receive an error message "File Does not Exist" if you failed answer Yes to the AutoFunctions query: Post Totals to Bal Sheet? Yes=1; No=2: If you failed to do this you will need to rerun the process..BE CERTAIN TO ANSWER YES ! ******************************************************* After the Account Balances have been imported you will need to extract the Control Account Balance for posting to the Financial Statement. To do this select from the Alternate Macro Menu <Alt><A>;<C>ommands;<E>xtractBal. Be certain to repeat the balance import processing for the other Control.wk* account. Testing The System (contd) 5) After you have posted the Subsidiary Ledger Account Balances to the Control Accounts (if you installed Control accounts) then you will "import" account balances into the Financial Statement. To do this you will select from the Alternate Macro Menu <Alt><A>;<C>ommands;<M>thEndBal. The computer will begin importing the Account Balances into the Financial Statement. 5a) If the program should "hang" during the Account Balance import processing you should check: i) for a Non-existent Balance (eg 1000, 1000b) extract file. If you find that it is non-existent then inspect cell AG28 (Range Name:Xbal) in the Account that hung. ii)for an improperly installed Balance import command. Goto the cell (Range Name:Next) and scroll up using your cursor keys to inspect the commands. NOTE: Any time the computer hangs in the Financial Statement you should inspect the Self-Modifying Macro that performs the importing. It is located at cell Range Name:Test..... <F5>;Test;<Ret>urn. The cell contents and the cell immediately below it should appear as follows: /fcce1000b~ /fe~1000b~y If the cell contents of "test" do not appear exactly as above then you must edit the cell contents to restore the integrity of the command ! ************************************************************ If you have correctly installed the commands into the various worksheets then the program should step down through the Accounts listed in the Balance Sheet and stop when the cell cursor reachs the "stop operator" 9999. If the program is now properly Extracting Transactions and creating Extract files , Posting the Extract files to the proper Accounts, Extracting and Creating Account Balance files and properly importing the Account Balance files into the Financial Statement then you are now ready to create the Balance Sheet, Income Statement, and Statement of Changes in Financial Position. You will notice that column 'A' of the Balance Sheet worksheet is labeled Report Line. If you scroll down column A you will notice the Report Line format numbers. These represent the various categories that the Accounts are grouped into for the Balance Sheet, Income Statement, and Financial Changes Statement. You may categorize the Accounts as you see fit for your reporting purposes. Simple use the 1-2-3 command Worksheet Insert Row (/wir) to insert the report lines for the various accounts where desired and fill in the information. When you prepare your Periodic Financial Reports you will be able to select the particular report to produce form an Alternate Macro Menu (<Alt><A>;<C>ommand;rint). NOTE: For further information on setting up your statement you may find the June through July 1986 issues of LOTUS magazine to be a helpful reference source. If you find the illustration provided to be inadequate and do not have access to the noted LOTUS magazines issues then contact the program author for further assistance. If you are equipped for MODEM operations, you may leave messages on the Electronic Bulletin Board at: Kinkers Print Shop 313-767-7269 300, 1200, 2400 N,8,1 Please address all E-Mail to the Program Author: WARREN FESMIRE If you are not equipped for modem operation please contact the author at the Address or Phone Number listed on the title page. *******************THE SPECIAL REGISTERS******************** Since this application was written to allow you, the user, some flexibility in assembling the various worksheets into an Accounting information system; there has been some necessary tradeoffs. If you desire to use the Special Registers you will need to extract the information from the GJRL.wk* by making a specific Alternate Macro Menu Selection. Extraction of information for the Special Registers is not automatic like the Journal Transactions. This includes the extractions of Check Disbursement information for posting to the Check Register. You will also need to install the extract commands into the GJRL.wk*. Do not be intimidated, this is an easy and painless process. The Special Registers are not extravagant. They will provide you with a detailed listing of all your specific transactions. Hopefully, you will find this to be sufficient. The Special Registers play no integral role to the functioning of the application but should be viewed as a repository for your transactions to help you quickly view the transactions history for the Accounting period. ***************INSTALLING THE SPECIAL REGISTERS************* To install the special registers you should first determine what you desire to name the Account Files. Suggested Names are AcctPybl for Sales on Account, AcctRcvb for Purchases on Account, CashRcpt for Cash Receipts, and Disbursmnt for Cash Disbursements. You may leave the CheckRegister named as it is; ChkRgstr; or change to your preference but determine what you wish to name the Special Registers before you begin the installation. To rename the Register.wk* simply retrieve the file and use the 1-2-3 command File Save (/fs). When you see in your panel: Enter Save File Name:Register Type in the name of the File you wish to save the blank Register worksheet under. Repeat this process for all Special Registers you wish to create. NOTE: The default names of the extract files that will be created when extracting the information from the General Journal (GJRL.wk*) are as follows: a) AcctPybl..........XAcctPay b) AcctRcvb..........XAcctRcv c) CashRcpt..........XCashRct d) Disbrsmt..........XDisBurs e) Checks............XChkReg It is these e<X>tract files that you will import into the Various Special Registers that you create. When you have completed creating the blank worksheets use the 1-2-3 command File Retrieve (/fr) to load the particular file you wish to install. Once the file is loaded in memory you should proceed as follows: For illustration purposes assume we are going to install the Special Register AcctPybl. 1) With the particular Special Register loaded into memory (in this case Acctpybl) select from the Alternate Macro Menu <ALT><A>;nstall. The program will query you for your company name , the current year and the Name of the Special Register be installed. 2) Your cell cursor will move to cell AA25 (Range Name:1E).Your screen panel will display the following: /XiTrans=0~/fcce{?}~{calc}/XgAuto_dwn~ with the blinking panel cursor resting under the Left bracket of: /fcce{?} type in the name of the e<X>tract file to be "imported" which is XAcctPay and press <Ret>urn. The cell cursor will drop down to cell AA29 (Range Name:Auto_dwn) and the screen panel will display: /fe~{?}~y with the blinking panel cursor resting under the Left Bracket of...............{?} Again type in the e<X>tract file name....XAcctPay and press <Ret>urn. Finish the installation by selecting from the Alternate Macro Menu <ALT><A>;<C>ommands;<Q>uit and Save the worksheet. You are now finished installing the Special Register. Repeat this process for the other Special Registers you wish to install. If you have not already installed the Check Register then refer to the section on Check Register installation earlier in the manual. ******INSTALLING THE SPECIAL REGISTER EXTRACT COMMANDS****** Now that you have created the Special Registers with names that are clear to you, you will now need to install the Special Register Extract commands in the General Journal worksheet (GJRL.wk*). 1) Use the 1-2-3 command File Retrieve (/fr) to load the GJRL.wk* worksheet. 2) Press the <F5> "Goto" Key to go to cell AG32 (Range Name:X) it will read as AcctPybl. Using your cursor key scroll down seven (7) cells to cell AG39 or until your screen panel displays the following: {Goto}Crit~+first>2100#AND#+first<2200~/dqeq Assuming that you have installed an Accounts Payable Control Account #2100 then this command would be correct if your Accounts Payable are numbered #2101- 2199. Notice that the formula is > greater than 2000 and < less than 2200. a) Let's assume your Chart of Accounts is using Account #3100 as the Control Account and your Accounts Payable are numbered #3101 thru #3199. You would first use the 1-2-3 command Range Unprotect to unprotect the cell. Then press the "Edit" key <F2>. Use your cursor keys to move the blinking panel cursor until it rests under the 2 of 2100 as illustrated below: {Goto}Crit~+first>2100#AND#+first<2200~/dqeq Use the del key to delete 2100 and enter the appropriate account number. Then move your blinking panel cursor until it rests under the 2 of 2200 and repeat the procedure. If the command looks good you may use the 1-2-3 command Range Protect (/rp) to lock up the cell. Installing the Special Register Commands (contd) 3) Repeat the process for your Accounts Receivable. The cell to edit is located directly next to the cell you just edited and the procedure is identical excepting for the Account numbers that you install. 4) To install the Extract commands for extraction of Cash Receipts and Cash Disbursements is similar to the procedure for installing Receivables/Payables. The command you will need to edit for installing the extract command for Cash Receipts is located at cell AI39 and appears as below: {Goto}Crit~+first=1000~{goto}drcrit~+firstdeb>0~/dqeq To edit this command you should again first unprotect (/ru) the cell and place your blinking cell cursor under the 1 of +first=1000~ Use your delete key to edit the cell and be sure to reprotect the cell when you have completed installing the Account Number of you cash accounts. ********************************************************** NOTE: If you have more than one Cash Account that you would like to post to the Cash Receipts Journal then follow these instructions below ! Assume you have four Checking Accounts and you wish to have all transactions for each account extracted posted to the Cash Receipts Journal. For example, you have assigned the Four Checking Accounts the Account numbers 1000,1001,1002, and 1003. To install the command so that all four accounts will have the transactions extracted you should proceed as follows: Edit the command below: {Goto}Crit~+first=1000~{goto}drcrit~+firstdeb>0~/dqeq To read as below: {Goto}Crit~+first>=1000#AND#+first<=1003~{goto}drcrit~ +firstdeb>0~/dqeq The significant changes are highlighted. ************************************************************ Follow the previous procedure to install the extract command for your Cash Disbursements transactions. ********************INSTALLATION SUMMARY******************** Use this list to check that you have installed all necessary items for each WK* that requires installation. 1) GJRL.wk*: Company Name; Time Period; Installation of all Account Transaction Extract Commands. 2) SUBINSTL.wk*: SetUp; CreateAcct( Install Acct Name, Page#, Import Command to Import Extracted Transactions File (ie 1000E), Retrieval Command to Retrieve Next Account during Posting Process. 3) LDGINSTL.wk*: This WK* has installation requirements like SUBINSTL.wk* 4) BALSHEET.wk*: SetUp; CreateAcct (install listing of G/L Acct Numbers and Names, and the Ledger Account Balance import commands of extracted B (ie 1000B) Account Balance files. THIS IS THE MINIMUM REQUIREMENT FOR A FUNCTIONING ACCOUNTING INFORMATION SYSTEM. 5) CONTROL.wk*: SetUp(Name, Time Period, and Control Account #) AcctCall( Install Account Names, Install and Subsidiary Account Balance Import Commands). 6) REGISTER.wk*: Install(Name,Year,Name of Register, Name of Xtrac(eg. XAcctPay) File to import into the SPECIAL REGISTER, erase import file command. ***************JOURNALIZING YOUR TRANSACTIONS*************** Now that you have installed all the worksheets and are ready to begin using LEDGER eXpress it is time to begin Journalizing Transactions. GETTING STARTED.... After you have loaded the GJRL.wk* using the 1-2-3 command File Retrieve (/fr) your screen panel will query you for the current date. Activate the Alternate Macro Menu by pressing <Alt><A> and the menu will appear in your screen panel. NOTE: If you have not yet "SetUp" the GJRL.wk* then you may do so at this time. The menu in your screen panel should appear as below: Commands Extract SetUp WriteChecks AccountList Select <C>ommands and a submenu will appear in your screen panel that will appear as below: JrnlEntry Edit SubPost Print Quit NewPage AutoFunctions Select <J>ournalEntry. The cursor will become active and when it stops use your cursor key to place the cell cursor at cell A7. You are now ready to begin entering transaction information. *****ENTERING JOURNAL TRANSACTIONS**** It is of the utmost importance that you assign all transactions a Transaction Number in Column A. IF you do not then you will cause the system to "crash" and you will not be able to use the system for any productive purpose. You may if you wish to enter the month of the transaction or enter a number that will be incremented with each transaction. It is recommended that you use the incremental method. If you like to leave a blank between Transactions you may, but you should still enter a transaction number in the A column. An example of transactions is shown below: Trans#|Date Description Invoice # Check # 1 |1-5 CASH | 1 |1-5 SALES | 1 | | 2 |1-5 RENT EXPENSE | 2 |1-5 CASH-rent | 2 | | 3 |1-5 UTILITY EXPENSE | 3 |1-5 CASH-utility | 3 | | The format for entering transactions is as follows: 1) Enter the Trans# and press <Ret>urn. The cursor will shift right. 2) Key in the Current Mth (1..12) and <Ret>urn. Key the Current Date (1..31) and <Ret>urn. The cell cursor will shift right. 3) Enter the Transaction Item Description and press <Ret>urn. The cell cursor will shift right. 4) Enter the Invoice # if this is a Sale or Purchase and press <Ret>urn. The cell cursor will shift right. 5) Enter the Check# if applicable NOTE: Since this column is used as an extraction key field you must enter Check# in two manners. If it is a transaction you desire to extract to the CheckRegister or Cash Disbursements registers then enter the number as a value. If it is a Transaction you do not wish to extract to the CheckRegister or Cash Disbursements Register (eg You desire to keep a record of which checks were used to pay expenses) then you enter the Check Number as a label. You do this by first entering an apostrophe ' (eg '1000) before you key in the number. This will prevent the extraction process from erroneously extracted information that should not be posted to the CheckRegister or Cash Disbursements register. and press <Ret>urn. The cell cursor will shift right. 6) Enter the current Journal page number and the cell cursor will shift right. 7) Enter the Account Number and press <Ret>urn. Journalizing Transactions (contd) 8) Enter the Debit amount to $999,999.99 and press <Ret>urn. 9) Enter the Credit amount to $999,999.99 and press <Ret>urn. 10) If your transaction is a sale or purchase you mat wish to enter the date of the sale or purchase. This will help in computing Due Dates and Date Stamping the Check Register. First enter the Month and <Ret>urn, the Date and <Ret>urn , the Year and <Ret>urn. 11) The cell cursor will shift right to the "Disc %" field. Enter appropriate terms (eg 2%) offered and <Ret>urn. 12) Enter the invoice term (eg 30 days) and <Ret>urn. NOTE: The application does not perform calculations on "Prox" Terms (eg 10th and 25th Prox). IF YOU MAKE A KEYPUNCH ERROR: You may back up to an error made without breaking out of the Macro command. Simply use your cursor key to back up and use your edit <F2> key to make corrections and then use the down arrow key NOT THE RETURN KEY to write the correction to the cell. Then use your cursor key to return to your original cell, That may sound confusing but experiment little and you will find it to be a great time saver versus breaking out of the Macro to make corrections. NOTE: IF you desire to have a blank row between transactions; when you go to stamp a Transaction number to column A of the blank row, key in the Trans# number for the blank row and use the down arrow cursor key to move down to the next Transaction and the Macro will still perform normally ! After you have filled the General Journal, you may print the Journal before extracting the transactions by selecting from the Alternate Macro Menu <Alt><A>;<C>ommands;rint. When you are satisfied with the Journal you may begin the extraction process by selecting from the Alternate Macro Menu <Alt><A>;<C>ommands;<S>ubpost. After the computer extracts transactions to a file it will beep to let you know that it is processing properly. If the computer does not beep it means that it has "hung" or you are overwriting previous Extract Files that were not posted to the Ledger Accounts this is a serious problem. Watch and listen to the program extract the first few accounts to be certain it is not overwriting files. If the computer is silent then immediately break out of the Macro <Control><Break> and contact the Program Author for assistance. After you have completed extracting the information frm the filled General Journal you will need to create a Blank Journal. Journalizing Transactions (contd) Select from the Alternate Macro Menu <Alt><A>;<C>ommands;<N>ewpage. The computer will save the old General Journal worksheet increment the Journal page number, and offer you the option of saving the new worksheet. After you have extracted the Journal information; it is recommended that you inspect the list of extracted files. You may use the 1-2-3 command File List (/fl). Make sure that every Account has a corresponding Extract file (ie 1000, 1000E, 2000, 2000E, etc.). If everything is in order then you may post the extracted transactions (1000E,2000E, etc) to the Ledger Accounts. Simply retrieve the lowest numbered Ledger Account and the computer will cycle through your Chart of Accounts posting the transactions. This assumes you have properly installed and inspected the transaction extract commands in the General Journal and have properly installed and inspected the Autoexec Macro in each respective Ledger Account. If you set the Autofunctions to Print and Extract Account Balances you will have a "hard copy" of your Ledger and you will be ready to prepare a Financial Statement. ************THE ALTERNATE MACRO MENU COMMANDS*************** All Alternate Macro Menu's are invoked by keying <Alt><A> t the same time. This listing of the Macro Menu commands will be made by worksheet. Common Commands: There are several commands that are common to all worksheets, these are: 1) Print..follow your screen prompts. 2) Quit..This command will calculate the worksheet, protect the worksheet globally and offer to save the worksheet. 3) Archive..use this command when you have filled a worksheet and are ready to start a new worksheet. (Note: The equivalent command in the General Journal is NewPage). The Archive command will name the Archive file in ascending order and perform housekeeping chores such as incrementing the page number, resetting input forms, and forwarding account balances. Alternate Macro Menu Commands (contd) WK*: GJRL...The General Journal <Alt><A>:<C>ommands:<J>rnlEntry Journalizes your transactions into the General Journal. <Alt><A>:<C>ommands:<E>dit Editor for the Account Extract Command Listing. Use this during initial installation or during any subsequent additions to your Chart of Accounts. Use care when installing the commands, it is suggested that you set you {NUMLOCK} to on for keying in numbers. Be careful (if you do not have an "enhanced 101 key keyboard") when instructed to use your cursor key that the {NUMLOCK} key is off or you use the {SHIFT} key to disable the {NUMLOCK} key. Failure to do so will cause the program to behave erratically and make accurate installation difficult. <Alt><A>:<C>ommands:<S>ubPost This command should be used only after you have installed the Extract commands into the GJRL.wk* and you have filled a General Journal with transaction information. This command will Sort the transactions by account and Save the Sorted information into <E>xtract Files (i.e. 1000E, 1001E, 1002E, etc.) ready for posting (importing into) to respective Ledger Accounts. <Alt><A>:<C>ommands:<N>ewPage This command will prepare a new GJRL.wk* after you have extracted Transactions into the respective <E>xtract files. BE CERTAIN TO EXTRACT the transactions using <S>ubPost before you create a "NewPage" !!!! this command will Save the Current GJRL (eg. 1GJRL), then erase the input fields, increment the Page#, and Rename the GJRL.wk* (eg 2GJRL). A Confirmation Submenu exists to prevent accidental selection. <Alt><A>:<C>ommands:<A>utoFunctions This command sets the Automatic Print and Account Balance Extract Functions. Setting the "AutoPrint" Function to "YES=1" will cause all individual Ledgers tp print during the posting of extracted transactions (<E>xtract files) to the respective Ledger Accounts. Printing the Ledger Accounts will slow the processing of the application. If you set the "AutoBal" Function to "YES=1" the program will extract each individual Accounts Balance after posting of the extracted transactions has occurred. This will create the extracted alance files that will be used for transfering the Account Balance into the Financial Statement/Balance Sheet. (more).... Alternate Macro Menu Commands (contd) This command (AutoFunctions) can be called from within the General Journal (GJRL.wk*) or each individual Ledger Account (Accounts created with LdgInstl.wk* or SubInstl.wk*). <Alt><A>:<E>xtract:<A>cctPybl This command which requires user-installation for operation. This command will extract all Purchases on Account for transfer posting to the Special Registers. <Alt><A>:<E>xtract:<A>cctRcvb This command which requires user-installation for operation. This command will extract all Sales on Account for transfer posting to the Special Registers. <Alt><A>:<E>xtract:<C>ashRcpt This command which requires user-installation for operation. This command will extract all Cash Receipts for transfer posting to the Special Registers. <Alt><A>:<E>xtract:<D>isbursmnt This command which requires user-installation for operation. This command will extract all Csh Disbursements for transfer posting to the Special Registers. <Alt><A>:<E>xtract:<C>hecks This command which requires user-installation for operation. This command will extract all Disbursed Checks for transfer posting to the Check Register. <Alt><A>:<S>etup Installs your Company Name, Date Info, and other Miscellaneous Items. Follow the panel prompts during SetUp. It is recommended to use this command first when you load the worksheet. <Alt><A>:<W>riteChecks Allows you to Write Checks from within the Application. If the format of the Check Writing feature does not fit your needs then please contact the author for a customized worksheet. <Alt><A>:<A>cctList This command will import your Chart of Accounts for Viewing into the General Journal worksheet for viewing if you create a worksheet named AcctList.wk* WK*: SUBINSTL.....Subsidiary Ledger Installation Worksheet <Alt><A>:nstall:<S>etUp This command is for installing your company name and the current year. Be certain to use this command before you begin installing accounts. Alternate Macro Menu Commands (contd) <Alt><A>:nstall:<C>reateAcct This command is used to create each individual Ledger Account. Install the Account Name, Ldger Page#, the Import Extract File command, the Erase Extract File command (which occurs after posting the Ledger Account), the Account number, and the Automatic retrieval command for the next Account in ascending numerical order. <Alt><A>:nstall:<M>odifyAcct# Use this command when inserting a new account into your Chart of Accounts. You will edit the command and install(modify) the command to retrieve the next higher Account number in ascending order. <Alt><A>:nstall:aidInvoice This a command that is unique to the Subsidiary Ledger. This command may be used in conjunction with the <L>ist/Tabulate command. If you entered invoice information when Journalizing transactions in the General Journal then you will need to Mark those invoices as paid in order to prepare an accurate aging report. (Before you mark your invoices you should use the List/Tabulate command to create a status report on the invoices.) Upon command selection the cell cursor will move to cell F8 (Range Name:Marker) containing: INV # : The screen panel will display the message: Select Invoice to Mark Pd:<RETURN>1st Press <Ret>urn and use your cursor keys to highlight the cell containing the invoice number you wish to mark as paid. Once you have highlighted the proper cell press <Ret>urn, The cursor will shift right to the "Day" column. The computer will place brackets () around the day. Assume the date is "1 1 87" the marked date will appear as "1 (1) 87". If you make an error and mark an invoice incorrectly then you will need to "break" out of the Macro command and edit the error using the edit <F2> key. Simply type a 1 into the Day column to restore the original entry. <Alt><A>:<C>ommands:<L>ist/Tabulate This command will list all invoices in a special area of the worksheet then tabulate the total Debits and Credits to a particular invoice even partial payments will be accepted. For an accurate Report it is imperative that you correctly enter all invoices into the General Journal. <Alt><A>:<C>ommands:alExtract This command allows you to extract the Account Balance for th particular account. This is a duplicate of the AutoBal command and you will probably find little use for it. Alternate Macro Menu Commands (contd) However, if you need to edit the account and desire to "manually" extract, the alExtract command will be handy. <Alt><A>:<C>ommands:<R>ptAge Use this command when you desire to produce an aging report for the invoices. Again; if you have not properly entered the invoices into the General Journal, then the inaccuracy will be carried through the system. The program will remind you that all invoices should be marked; ask if you wish to print the report; and then display the aging report. Follow the panel prompts, if you wish to view the report then press <Ret>urn once and use your cursor key to view the report, your second <Ret>urn will print the report or return program control to you. WK*: LDGINSTL.....The Ledger Installation Worksheet The commands here are essentially the same as the commands the for SUBINSTL.wk*. No further discussion will be made here. WK*: BALSHEET.....The Financial Statements Worksheet contains the Trial Balance, Balance Sheet, and Income Statement <Alt><A>:nstall:<S>etUp Installs your Company Name, the Current Month and Year. <Alt><A>:nstall:<A>cctCall Installs the Account Balance import command into the worksheet. Each General and Subsidiary Ledger Account will require an import command to be installed into the worksheet to transfer import the Account Balance into the Financial Statement worksheet (BALSHEET.wk*). <Alt><A>:<C>ommands:<M>thEndPost Use this command when you desire to produce a Trial Balance, Balance Sheet, or Income Statement. After you have completed installing the Account Balance import commands you will need to run this command with no Account alance files for importing in order to "set" the commands for proper operation. You should also "set" the commands again any time you edit the Account Balance import command listing. WK*: CONTROL.....The installation worksheet for Subsidiary Ledger Control Accounts. <ALT><A>:nstall:<S>etUp Installs the Company Name; the Time Period to Account for; and the Control Account Number. <ALT><A>:nstall:<A>cctCall This command is installed in an identical manner to BALSHEET.wk* Here, install the Account numbers of the Subsidiary Ledger Accounts for import of Alternate Macro Menu Commands (contd) Subsidiary Ledger Account Balances into the CONTROL account. Again, you should set the commands after installation or modification of the transfer import command listing. <ALT><A>:<C>ommands:alPost This command will import the individual Account Balances into the CONTROL.wk*. Be sure that all import commands have been installed using the nstall;<A>cctCall command. Also be certain that you previously Extracted the Account Balances from the Subsidiary Ledger Accounts into Extract alance Files (eg 1300b). <ALT><A>:<C>ommands:<E>xtractBal This command will allow you to Extract the CONTROL ACCOUNT BALANCE into a EXTRACT ALANCE FILE for posting to the Financial Statement (BALSHEET.wk*) worksheet. NOTE: It will be necessary for you to Extract the CONTROL Account Balance using this command. Failure to do so will cause the importation of Balances into the Trial Balance to cease before completion of the importing routine. ALWAYS BE CERTAIN TO IMPORT SUBSIDIARY LEDGER ACCOUNT BALANCES INTO THE CONTROL ACCOUNTS AND EXTRACT THE CONTROL ACCOUNT BALANCES BEFORE YOU ATTEMPT TO CREATE A FINANCIAL STATEMENT. ************************************************** WK*: CHKRGSTR.....The Check Register <ALT><A>:nstall: Install Company Name and Current Year. <ALT><A>:<C>ommands:<M>arkClear Assign Trans#, Date Description, & Amount of Deposit. <ALT><A>:<C>ommands:<E>xtract This command will access a SubMenu... The SubMenu choices are: 1) OutStdItem This command will extract all outstanding items- be sure that you have marked cleared (<M>arkClear) items from the bank statement. 2) Deposit will provide a detailed listing of all deposits. WK*: REGISTER..... The Special Register Installation worksheet <ALT><A>:nstall: Install Company Name, Current Year, Register Name installed (eg Cash, Cash Receipts, Sales etc) You edit the extract commands in the General Journal before you use the Special Registers. For installation requirements on any worksheet please refer to the documentation for specific instructions ! 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