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P C - F l o w
(Personal Cash Flow Budgeting System)
User's Manual
Version 1 September 6, 1988
Copyright (c) 1987,1988
Danlware Systems Corporation
P.O. Box 6903, Station J
Ottawa, Ontario
K2A 3Z5
Canada
NOTE: This is the manual distributed with PC-Flow. Registered
users receive an expanded edition.
General Information
Included on the distribution disk is a file called README which
can be viewed by the DOS command:
TYPE README (press ENTER).
This file contains information not included in this manual such as
changes made for each program version.
-=-
Please note the following trademarks in this manual:
IBM PC is a registered trademark of International Business Machines
Corporation.
MS-DOS and PC-DOS are trademarks of Microsoft Corporation.
WARRANTY
THIS PROGRAM IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EXPRESS
OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY WARRANTIES OF MERCHAN-
TABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
IN NO EVENT WILL Danlware Systems Corp. BE LIABLE TO YOU FOR ANY
DAMAGES (INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL
OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE
THE PROGRAM) OR FOR ANY CLAIM BY ANY OTHER PARTY.
PC-Flow was designed and developed by Daniel Comeau.
The manuals were written by Sharon Allen and Daniel Comeau.
ii
Contents
1 Introduction To PC-Flow . . . . . . . . . . . . . . . . . . . . 1
1.1 What Is PC-Flow? . . . . . . . . . . . . . . . . . . . . 2
1.2 Computer Hardware And Software Requirements . . . . . . 2
1.3 Distributing And Paying For PC-Flow . . . . . . . . . . 2
1.4 Copying And Running PC-Flow . . . . . . . . . . . . . . 2
2 What Does PC-Flow Look Like? . . . . . . . . . . . . . . . . . 3
2.1 The Overall Picture . . . . . . . . . . . . . . . . . . 4
2.2 Getting Help From PC-Flow . . . . . . . . . . . . . . . 4
2.3 The Menus -- A Guided Walk Through PC-Flow . . . . . . . 4
2.4 The Starting Resources File -- PC-Flow's Starting Point 4
2.5 The Budget Transaction File -- PC-Flow's Ledger . . . . 4
2.6 Configuring PC-Flow To Your Equipment Or Taste . . . . . 5
3 A Scenario: Making PC-Flow Work For You . . . . . . . . . . . . 6
3.1 Sample Scenario . . . . . . . . . . . . . . . . . . . . 7
3.2 Analysis Of Scenario . . . . . . . . . . . . . . . . . . 7
3.3 Setting Up The Data Files . . . . . . . . . . . . . . . 7
3.3.1 Starting Resources . . . . . . . . . . . . . . . 7
3.3.2 Budget Transactions . . . . . . . . . . . . . . . 7
4 Maintaining The PC-Flow Files . . . . . . . . . . . . . . . . . 8
4.1 Modifying The Starting Resources . . . . . . . . . . . . 9
4.2 Adding And Changing The Budget Transactions . . . . . . 9
4.2.1 Known Versus Estimated Transactions . . . . . . . 9
4.2.2 Recurring Versus One Time Transactions . . . . . 9
4.2.3 Classifying The Transactions . . . . . . . . . . 9
5 Using PC-Flow As A Planning Tool . . . . . . . . . . . . . . . 10
5.1 Starting Resources . . . . . . . . . . . . . . . . . . . 11
5.2 Budget Transactions . . . . . . . . . . . . . . . . . . 11
6 PC-Flow Reports -- Their Features . . . . . . . . . . . . . . . 12
6.1 Starting Resources Report . . . . . . . . . . . . . . . 13
6.2 Transaction Reports . . . . . . . . . . . . . . . . . . 13
6.3 Cash Flow Report . . . . . . . . . . . . . . . . . . . . 13
6.4 Net Cash Flow Report . . . . . . . . . . . . . . . . . . 13
6.5 Classification Breakdown Report . . . . . . . . . . . . 14
6.6 Old Transactions Report . . . . . . . . . . . . . . . . 14
6.7 Determining A Date Range For The Analysis . . . . . . . 14
6.8 Using PC-Flow On A Regular Basis . . . . . . . . . . . . 14
7 What To Do If PC-Flow Misbehaves . . . . . . . . . . . . . . . 15
7.1 PC-Flow Execution Errors . . . . . . . . . . . . . . . . 16
7.2 Emergency Exit Out Of PC-Flow . . . . . . . . . . . . . 16
8 Tips And Techniques . . . . . . . . . . . . . . . . . . . . . . 17
8.1 Recurring Estimates -- Regular Credit Card Use . . . . . 18
8.2 Saving Money . . . . . . . . . . . . . . . . . . . . . . 18
8.3 Planning For A Big Expense . . . . . . . . . . . . . . . 18
8.4 Reducing The Memory Requirements Of The Data Files . . . 18
iii
Contents
9 In The Future . . . . . . . . . . . . . . . . . . . . . . . . . 19
9.1 Features To Come . . . . . . . . . . . . . . . . . . . . 20
GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
iv
CHAPTER
1 Introduction To PC-Flow
1
PC-Flow 1 User Manual Introduction to PC-Flow
1.1 What Is PC-Flow?
"But payday isn't for another two weeks!"
R. Shaw.
The Personal Cash Flow Budgeting System (PC-Flow) enables the
forecast and analysis of budgetary data with an emphasis on daily cash
flow. Each transaction entered into PC-Flow may occur once or recur
daily, weekly, or monthly. PC-Flow transforms these transactions
within a user defined time period so that the budget may be analyzed.
This approach to budgeting lets the user quickly observe the cash flow
situation as the transactions are scheduled to occur. The information
can then be used for budget planning.
1.2 Computer Hardware And Software Requirements
To run PC-Flow, you will need an IBM-PC or look alike with the DOS
operating system version 2.1 or greater. PC-Flow requires 222KB of
available RAM to run. Your computer's CONFIG.SYS file should have
FILES set to at least 15.
1.3 Distributing And Paying For PC-Flow
You are encouraged to copy PC-Flow and distribute it to others.
To support and pay for the development of this product, please register
if you find this program to be of use. When you register you will
receive the latest version and a bound, printed manual describing the
basic and advanced concepts of PC-Flow. An order form can be printed
out via menu 5, option 2. As a registered user, you will be notified
of all major program updates.
1.4 Copying And Running PC-Flow
PC-Flow provides a command (on menu 4) to make a copy of itself.
This is the easiest way to make a copy for someone else. All the files
will be copied without any personal financial data. Otherwise, using
DOS commands to copy, you will probably want to purge the data in the
files. Purging the data can also be done via a menu command (menu
3.3). PC-Flow is executed in DOS using the command "pcflow".
2
CHAPTER
2 What Does PC-Flow Look Like?
3
PC-Flow 1 User Manual What Does PC-Flow Look Like?
2.1 The Overall Picture
PC-Flow provides a series of display screen menus which permit the
user to establish and modify the budgetary data to reflect the current
situation. This information can be output in reports to provide both
factual and analytical scrutiny.
2.2 Getting Help From PC-Flow
At any time while using PC-Flow, the Help facility can be ac-
tivated by pressing the <F1> function key. The Help facility provides
context sensitive aid on all the menus. If in doubt about the use of a
data field when entering expense or income data, Help will provide a
description and relevant hints for this field. Upon exiting Help, the
user is returned to the location from which Help was sought.
2.3 The Menus -- A Guided Walk Through PC-Flow
Menu screens provide command options available for execution.
Through the menus, the user is given a variety of options in maintain-
ing and analyzing his budgetary situation. The first menu presented is
the Master Menu. From it, all the other menus and commands of PC-Flow
are available.
2.4 The Starting Resources File -- PC-Flow's Starting Point
The Starting Resources File is a vital concept of PC-Flow.
Incoming transactions, such as paycheck, are NOT recorded in this file.
The role of the Starting Resources is to establish a starting date for
the analysis and indicate any "cash on hand" that will be used to meet
financial commitments from this date forward. Entries may be left
blank, or may include balances of bank accounts or cash in your wallet
or purse. In either case, the starting date must be entered, as this
will be the "anchor" for budgetary analysis.
2.5 The Budget Transaction File -- PC-Flow's Ledger
The Budget Transaction file acts as a ledger to record recurring
financial activities. Entries might include "active" items such as
paycheck, mortgage, food, clothing, and car insurance. These transac-
tions record both incoming and outgoing activity. They can be set to
recur over different time frames. Within each time frame, a frequency
of occurrence can also be indicated.
4
PC-Flow 1 User Manual What Does PC-Flow Look Like?
2.6 Configuring PC-Flow To Your Equipment Or Taste
Various system parameters may be set to change the display of
screens and output reports. If the default setups are not adequate,
the configuration facility enables PC-Flow to accommodate: your
printer setup, your choice of date formats, and your choice of colors
for a color monitor. The <F10> key may be used from most menus to
change the output destination for the reports.
5
CHAPTER
3 A Scenario: Making PC-Flow Work For You
6
PC-Flow 1 User Manual A Scenario: Making PC-Flow Work For You
3.1 Sample Scenario
To illustrate the capabilites of PC-Flow, let's consider a sample
scenario. Mr. Ric Shaw gets a regular paycheck and pays various
expenses weekly and monthly. In addition, he is paying off last year's
vacation on his credit card and would like to put some money aside for
a holiday next year. Ric's situation will be used as a sample of how
to set up and use PC-Flow as an aid to budgetary analysis.
3.2 Analysis Of Scenario
Ric's first step in setting up PC-Flow is to take a look at the
known aspects of his situation. This is done before any information is
actually entered. He looks at what he has as resources; ie., bank
accounts and cash on hand. Then he decides if he wants these amounts
included in his analysis. Next, he looks at the regular flow of income
and expenses over a month: paycheck, mortgage, etc. Finally, he
considers what irregular expenses he will have. These include such
items as his car repairs and vacation next year.
3.3 Setting Up The Data Files
3.3.1 Starting Resources
Having analyzed his budget items, Ric can begin to set up his
files. He begins with his Starting Resources. He enters the current
date as the starting date of the analysis. Ric feels that he may have
to rely on his resources to meet his expenses, so he chooses not to
leave these items blank. He identifies one resource as "Savings
Account" and another as "Checking Account." For each account he
records the appropriate balance. Then he enters the cash in his wallet
as another item. Because the bank penalizes Ric if his checking
account falls below a certain balance, he indicates this amount as the
minimum balance for that Starting Resource item.
3.3.2 Budget Transactions
Next, Ric enters his "active" or "coming and going" items into the
Budget Transaction file. He has two basic types of financial transac-
tions. Some recur on a regular basis: paycheck (every two weeks),
mortgage (first of each month), groceries (every second Saturday),
spending money (every Friday), and credit card payments (22nd of each
month). Each of these transactions is entered indicating its unique
period, starting date, and optional ending date. Other items such as
his vacation next year, are one time expenses and are entered as such.
7
CHAPTER
4 Maintaining The PC-Flow Files
8
PC-Flow 1 User Manual Maintaining The PC-Flow Files
4.1 Modifying The Starting Resources
Ric will update his Starting Resources file before running the
Cash Flow Report. This allows him to change the starting date for his
analysis and ensures that these items reflect his current financial
situation. The five Starting Resource items will be summed and shown
collectively on his Cash Flow Report, or he may view them individually
through the Starting Resources Report. He has indicated a minimum
balance for these resources. This will be useful in spotting cash flow
problems in the output reports.
4.2 Adding And Changing The Budget Transactions
4.2.1 Known Versus Estimated Transactions
Most of Ric's expenses are predictable. His mortgage payment is a
fixed amount, due on the first of each month. For these transactions
he can enter the period and amount without further deliberation. Other
expenditures, such as the grocery bill, vary from time to time. In
this case, Ric estimates a workable amount for the transaction. This
is flagged for his attention on the output reports and may later be
revised to reflect the true expense.
4.2.2 Recurring Versus One Time Transactions
Ric's mortgage, paycheck, and credit card transactions recur in a
periodic cycle. He indicated this period when entering transactions.
Last month he used his credit card extensively and will pay more than
the regular amount due for this month only. He compensates for this
variation by entering a one time transaction for the amount that the
payment is over his regular amount. One time transactions can also be
used to allocate money for a special expense such as his vacation.
4.2.3 Classifying The Transactions
PC-Flow allows each transaction to be classified by group. When
entering transaction expenditures concerning his house such as the
mortgage, insurance, and maintenance costs, Ric indicates that these
are to be classified as housing expenses. This enables him to see the
combined expenditures of all the transactions related to his housing
expenses. Similar predefined categories exist to classify items such
as income, clothing, food, home operation, housing, savings, transpor-
tation, and general expenses.
A transaction's classification determines whether its dollar
amount is treated as an expense or income item. There is only one
income classification, 'INC'; all others are expense classifications.
9
CHAPTER
5 Using PC-Flow As A Planning Tool
10
PC-Flow 1 User Manual Using PC-Flow As A Planning Tool
5.1 Starting Resources
In its simplest form, Ric could enter zero money for his Starting
Resources. In this case, his financial analysis would be based solely
on income and expense transactions over the specified time period. Ric
prefers a more interesting use of this facility. He maintains separate
entries for each of his savings and checking accounts. By using the
minimum balance feature he can ensure that all personal checks will be
covered in his checking account and that he maintains a "buffer" amount
in his savings account for the unexpected.
5.2 Budget Transactions
"Oops... I seem to be a little short for the mortgage!"
R. Shaw.
Some budget transactions are flexible in their execution date and
amount. Some are not. Having run the Cash Flow Report, Ric sees that
he will be a little short for the mortgage next month. To accommodate
this, he adjusts the date and amount of his credit card payment since
this is a flexible payment. He may decide that a short term loan is
necessary. PC-Flow can help him determine the amount and term of the
loan, through altering the budget transactions and the ending date for
the analysis.
11
CHAPTER
6 PC-Flow Reports -- Their Features
12
PC-Flow 1 User Manual PC-Flow Reports -- Their Features
6.1 Starting Resources Report
Ric uses the Starting Resources Report to confirm the amount of
cash that he has at the beginning of the analysis. He can see the
summed total of these items, or view them individually, as well as the
minimum balances that he has set. The date set with the Starting
Resources is important since it is used by other reports as the
starting date to apply the Starting Resources to the income and
expenditures for budgetary analysis. This date can be changed by
modifying the Starting Resources file.
6.2 Transaction Reports
The Transaction Reports exhibit the ledger of income and expense
items. Ric can document and confirm his transactions by looking at
this report. The Transaction Reports offer more flexibility than would
a written ledger. Ric can have the transactions listed by (1) transac-
tion ID number, (2) frequency of recurrence, (3) transaction ending
date, or (4) classification. This will assist him in planning his
allocation of expenditures for both the date and amounts that he will
pay. Ric may see that he is spending more than he thought in a certain
area, and can look for ways of decreasing this expense. A listing by
transaction ID number will assist him when he modifies this file.
6.3 Cash Flow Report
The real picture of Ric's financial situation is obtained by
looking at the Cash Flow Report. He can pick any time period. The
start date is modified through the Starting Resources file. The ending
date can be any date later than this. Each transaction is shown as it
occurs throughout the time period. This is followed by his cash
balance as a result of that transaction. Estimated transactions are
highlighted with a question mark. Low cash flow balances are high-
lighted with an asterisk. Ric uses this report often, especially when
he would like to know how he will stand financially at any given date.
6.4 Net Cash Flow Report
To view his net cash flow changes from day to day, week to week,
month to month, or year to year, Ric uses the Net Cash Flow Report. It
shows him the beginning and ending balances as well as the total for
any income and expense items across time periods of days, weeks,
months, or years. The starting and ending dates for this report work
in the same way as for the Cash Flow Report.
13
PC-Flow 1 User Manual PC-Flow Reports -- Their Features
6.5 Classification Breakdown Report
Ric is thinking of moving from his house into an apartment. He
would like to see how much the house has been costing him, and there-
fore, how much money he could save by going to an apartment. The
Classification Breakdown Report will sum such items as mortgage, in-
surance, maintenance, etc. that Ric has classified as housing expenses.
In addition, this report shows the percentage of total expenses that
Ric is spending on housing. Ric can use this facility to sum any of
the transactions that have been classified as income, clothing, food,
home operation, housing, savings, transportation, or general expense.
6.6 Old Transactions Report
After Ric has been using PC-Flow for a number of months, he
notices that there are quite a few transactions that are no longer
needed for his budget planning. Some transactions have an ending date
less than the starting date for the analysis. To clean the data files
of these transactions, Ric can use the facility on menu 3, option 2.
However, before purging these old transactions, he would like to have a
hard copy of the transactions that PC-Flow would purge. This report
shows Ric the transactions that would be purged by running the Purge
Old Transactions facility -- provided that the same date is used for
both the report and the purge facility.
6.7 Determining A Date Range For The Analysis
The budget analysis reports cover a specific time period. The
dates chosen will depend on the type of analysis desired. The starting
date is determined by the date set in the Starting Resources file. The
ending date is chosen when running the reports. A period of a few
weeks to a few years may be selected depending on whether a short or
long term analysis is desired.
6.8 Using PC-Flow On A Regular Basis
After Ric has been using PC-Flow for a while, he begins to develop
a pattern of use whenever analyzing his budget. He first updates his
Starting Resources to reflect the current situation. Next, he updates
and adds any transactions if required. Then, using the Cash Flow, Net
Cash Flow, or Classification Breakdown Report to analyze his budget, he
will go back and change the input data until satisfied about his
planned budget. To document all of this when finished, he prints out
the Starting Resources Report and the Transactions Report plus any of
the analysis reports that were useful. He can, at some point in the
future, use these printed reports to determine if he should redo his
budget analysis.
14
CHAPTER
7 What To Do If PC-Flow Misbehaves
15
PC-Flow 1 User Manual What To Do If PC-Flow Misbehaves
7.1 PC-Flow Execution Errors
Serious run time errors that cause PC-Flow to stop execution can
happen for a number of reasons. The most likely errors are DOS
oriented, such as being out of RAM (DOS error 8) or having a required
file not available (DOS error 2). Other errors can exist because of
program bugs. Should you be faced with a query on the upper right hand
corner asking you to answer "Q, A, or I", answer 'Q' to quit PC-Flow or
'I' to ignore the problem and continue. Use 'A' to abort only as a
last measure since it may not properly close files that are open. If
the problem persists, contact Danlware Systems Corporation. The
address is shown on the title page of this manual.
7.2 Emergency Exit Out Of PC-Flow
To exit out of PC-Flow in an emergency, use the Alt-C key combina-
tion. Answering 'Q' to the subsequent query will result in exit from
PC-Flow with the data files being properly closed. In the case that
your computer locks up, you may have to re-boot it using either the
Alt-Ctrl-Del key combination or power off and on.
16
CHAPTER
8 Tips And Techniques
17
PC-Flow 1 User Manual Tips And Techniques
8.1 Recurring Estimates -- Regular Credit Card Use
Because it is difficult to know a correct transaction amount to
use for such things as a credit card, a workable estimate should be
input. Whenever a notable discrepancy occurs between the estimated and
actual amount, a supplemental one time transaction can be input to take
care of the difference. When the actual amount is known, it may
already be in the past. In that case, the discrepancy may be ignored
since the Starting Resource amounts and date can be updated according-
ly.
8.2 Saving Money
A simple strategy for saving money in a savings account is to
treat that transaction as any other expense. When it comes time to
update the Starting Resource amounts, and the savings account is one of
the Starting Resource accounts, you may change the minimum balance for
that account. In that way, your savings are protected from being used
for expense coverage without PC-Flow warning you. Long term savings
can be classified as a savings expense and not kept in the Starting
Resources.
8.3 Planning For A Big Expense
The most straightforward way of planning for a major expense is to
enter a one time transaction for that expense. In such a case, with a
date range extended well past the planned expense, the Cash Flow Report
will show the effects of that expense -- perhaps a few months past the
expense. That would ensure that the effect of the expense on the cash
flow would be fully observed. Possibly, a loan will be needed to help
the cash flow.
8.4 Reducing The Memory Requirements Of The Data Files
As you use the system over time, many transactions will be entered
into the data files. As they expire -- as noted in the ending date
field -- they can be purged. Old transactions may be purged using menu
3, option 2. This will reduce the amount of space needed on your disk
to store the data. To confirm which transactions will be purged, use
option 4 on the same menu. If you have a serious shortage of disk
space, then the analysis time period may be shortened so that the file
which stores the analyzed data is kept small.
18
CHAPTER
9 In The Future
19
PC-Flow 1 User Manual In The Future
9.1 Features To Come
Many future enhancements are planned for PC-Flow. Among these
are: the ability to add and change the transaction classifications
(there are eight predefined now); a new type of transaction that is
dependent on the execution of others; and more analysis reports. Your
comments are welcome concerning new features for PC-Flow.
20
PC-Flow 1 User Manual
GLOSSARY
DOS
Disk Operating System. Sometimes known as PC-DOS or MS-DOS.
KB
One KB (kilo-byte) is equal to 1024 bytes. One alphabetic character
may be stored in one byte. It is used in reference to computer
internal and external memory space.
Minimum Balance
This amount is set with the Starting Resources. Each Starting Resource
item may have a minimum balance associated with it. The sum of these
amounts is used by PC-Flow as the minimum balance used in the analysis
of the transactions. For example, on the Cash Flow Report (menu 2.1),
any balance below the minimum balance is output with an '*' character
to its right.
PC
Personal Computer. Also referred to as an IBM-PC or a compatible look
alike.
RAM
Random Access Memory. This is the memory that your personal computer
uses to execute programs.
Recurring Transaction
A transaction that occurs more than once in a known period of time such
as a day, week, or month. For example, loan payments are usually done
once every month.
Running Transactions
Same as transformed transactions.
21
PC-Flow 1 User Manual Glossary
Shareware
Also known as freeware. A concept for software distribution whereby
the user can copy and evaluate software without having to pay full
costs of purchasing it. It is not public domain software. Regular
users are asked to make a donation to the author in return for addi-
tional services; they then become registered users.
Starting Resource Item
One of the five components of the Starting Resources. Each Starting
Resource item reflects a different area of where you are keeping your
money. For example, your bank checking account may be entered as one
Starting Resource item.
Starting Resources
The sum of the five Starting Resource items. This is money that will
be used to cover expenses on a day-to-day basis. Contrast this to
retirement savings which would not (normally) be part of the resources.
This money reflects the cash situation at the beginning of the budget-
ary analysis.
Transaction
An expense or income item that may occur once or repeatedly. For
example, a grocery transaction may occur every week and a pay bonus
transaction may occur only once.
Transformed Transactions
These are transactions that have been positioned with a scheduled
execution date in a temporary data file. The input transactions are
transformed so that they may be analyzed over time. For example, the
Cash Flow Report uses the transformed transaction to output the cash
flow analysis.
22
