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CSB Church Shareware Budget By Cedric Fairweather Copyright 1991 All Rights Reserved A Note From The Author Hello, my name is Cedric Fairweather and I want to thank you for trying out CSB. I wrote this program around the needs of a typical church treasurer (my wife). Probably the biggest headache for the treasurer is creating the monthly report for the business meeting. I sincerely hope this program will help you manage this job. Please remember that this is NOT Freeware. This version is SHAREWARE which simply means that you are required to send money to me if you continue to use the program for more than 30 days. While most authors require a set fee, I allow you to send me a donation in any amount you choose. I typically receive from $20.00 to $200.00 for software I develop. You may want to decide how much to give based on the number of members in your church (maybe 50 cents per member). Many people ask me why I trust people to send me money in this manner. This software is for Christian organizations and I believe most are honest and try to do God's will. This has become a ministry to me and a way to make extra money too. I don't worry about the people that steal from me, just pray for them. Please write or call about other church software I have developed such as Tithe and Church Shareware Software. Tithe is a program that manages contributions given by members to the church. The program makes it easy to keep up with this data and it prints nice reports such as the end-of-year contribution summary for each per- son. This is used for income tax purposes. Church Shareware Soft- ware tracks members, prospects, talents, committees, prior members, and also includes Tithe. This has a truly unique report creation system. You can send reports to the screen, to a disk file, to the printer or to a dBase III file. Call or write to get a copy to evaluate. Although you can't copy the manual, feel free to make copies of the disk and give to others. They will get a printed manual and the latest version when they register. A special thanks to Frank James for writing the view file function for me. His wife Shiela reviewed the program and had many valuable suggestions too. I also would like to thank my beta testers, Mary Ondako, Glenn Hartley and David Frampton for their help. Cedric Fairweather 4318 Ocean Ave. Cheyenne, WY. 82001-2021 (307) 632-3317 Copyright 1991 All Rights Reserved Feel Free to pass along the program to others to evaluate. If you want to evaluate the latest version, please call or write and I will send it to you. Use of the program for more than 30 days requires registration. To register, simply send me a donation and the registration form (as you exit the program). I will send registered users that donate $25.00 dollars or more a printed manual and the latest version. The printed copy of the manual may NOT be reproduced in any form or manner. Disclaimer No warranties are made as to the contents of this manual or the accompanying software. Although every effort has been made to insure that the manual is accurate and the software reliable, product distributors and the author can not be held responsible for any damages suffered from it's use. The user assumes all responsibilities. Installation and use implies your acceptance to this disclaimer. Who may have a need to use CSB? The program is designed specifi- cally for the church treasurer. It basically automates the manual bookkeeping and makes creating the monthly report a pleasure instead of a pain. You can print the reports or create a report in the form of a file. Once the file is created, you can make a few modifica- tions by using your favorite word processor and then print a hard copy of the report. Hardware requirements: It will run on any IBM compatible computer that has at least 384K of RAM. I recommend using a hard drive, but it will run on a dual floppy system too. Since you can enter your own printer information, most all printers will operate fine with CSB, including most lasers. Either color or monochrome monitors are acceptable. Installation Before installing, be sure to make a backup copy of the original disk using the DOS command DISKCOPY. Refer to your DOS manual for making backup diskettes. Installation of the program: The program may be installed in a hard drive subdirectory or on a floppy disk. The best place to put the program is on the hard drive. The only file required for the program to run is MENU.EXE. This is the main program file and if other required files are not present, the program will automatically create them. a. Hard Drive: To install the program on the hard drive, use one of two methods. First, if you are familiar with MS-DOS commands, simply make a subdirectory called \CSB and copy the CSB.EXE file to this directory. You can put the program in any subdirectory, but I recommend calling it \CSB. To install it on C: drive from A: you would perform the following steps from the DOS prompt. The same basic steps apply if you downloaded the program from a bulletin board. MD C:\CSB CD C:\CSB COPY A:\CSB.EXE C:\CSB CSB DEL CSB.EXE Note: The file CSB.EXE is a self extracting file. All program files are contained in this file. When you enter the command CSB the files will extract into the subdirectory you created. After the files are finished decompressing, you should delete the CSB.EXE file. This will free up some space on the disk. The second method to install the program applies to people that obtained the program from a shareware distribution center or my- self. There will be a file on the disk called INSTALL.BAT. This is a batch file that will do all of this for you. For example, if you want to install the program on drive C: from the distribution disk in drive A:, enter the following command at the A: drive prompt: A:> INSTALL A: C: To install from B: drive to D: drive enter: B:> INSTALL B: D: b. Dual floppy disk installation: The first thing you need to do is decide which drive will be used as the startup drive. Select the smallest capacity drive as the startup disk and use the other drive for storing your data files. For example, if your A: drive is a 360K 5 1/4" drive and your B: drive is a 720K 3 1/2" drive, make drive A: the "startup" disk and use B: drive for your "Data." For explanation purposes, let's use this scenario to explain how to setup for this environment: Step 1. Format two new disks, a 360K and a 720K. Step 2. Copy the CSB.EXE file to the 360K disk. Step 3. Enter: CSB and the program will extract files. Step 4. DELETE the file called CSB. MENU.EXE is the important file to keep on the 360K floppy disk. Step 5. Startup the program from A: and put the formatted floppy data disk in drive B: Note: Keep in mind that when trying to use the FORMAT or DISK- COPY command, you must be in the subdirectory where these files (FORMAT.COM & DISKCOPY.COM) are located or have these direc- tories included in the PATH. See your MS-DOS manual about the PATH command. Normally, these files are located in a directory called C:\DOS. If you are using a system without a hard drive, these files are on one of your MS-DOS disks. If your system has a 5 1/4 inch 360K drive and you are trying to format a 360K disk (DSDD), enter one of these: FORMAT A: FORMAT B: If your system has a 5 1/4 inch 1.2M drive and you are trying to format a 1.2M disk (DSHD), enter one of these: FORMAT A: FORMAT B: If your system has a 5 1/4 inch 1.2M drive and you are trying to format a 360K disk (DSDD), enter one of these: FORMAT A:/n:9 /t:40 FORMAT B:/f:360 If your system has a 3 1/2 inch drive and you are trying to format a 1.44M disk (DSHD), enter one of the these: FORMAT A: FORMAT B: If your system has a 3 1/2 inch drive and you are trying to format a 720K disk (DSDD), enter one of these: FORMAT A:/n:9 /t:80 FORMAT B:/f:720 To copy a disk, simply enter DISKCOPY. If you are not familiar with the following commands, you should learn them: DISKCOPY, FORMAT, PATH, COPY, CD, MD, RD. See your DOS manual for more information. Starting CSB The only file that MUST be present is MENU.EXE. The program checks for the presence of other important files and automatically creates them if not found. MENU.EXE is executed by simply enter- ing the command: MENU <Enter> Note: Make sure you are in the directory (Normally C:\CSB) where this file is located or the program will not respond. Shortly after you enter the command, the main menu will appear. The menus I creat- ed are called "Pull-down" menus. Simply move to a different menu or option by moving the arrow keys. To execute the option, press enter. Use Data on Drive A: or B: Select the UTILITY pull-down menu. If you are running the program from a two floppy system you will first need to select the drive where your data is stored. If your startup drive was A:, then B: will be the data drive and vice versa. Once you do this, all instructions are basically the same as the hard drive use. Copying Data to Drive A: B: Select the UTILITY pull-down menu. Important notes on storing data and backing up data files. Before we get too far along let's talk about copying data to floppy disks. Yes, even if you are using a hard drive. There are two major reasons for using this UTILITY option. The first reason is simple. Backups are VERY important and will save you many hours of reloading data if something damages the current data files. The second reason to copy data to a floppy disk at the end of each month is because you may need to do a report for a previous month. Running totals are kept, so if you want to reprint a report for February and it is now June, you would have to use data on the February floppy disk in order to get accurate totals. I recommend formatting 12 data disks and label them NOW so you will not have to think to do this later. Label them January 199_ Data, February 199_ Data, etc. If you are running CSB from a dual floppy system, you will copy the data to next month's disk upon entering your last transac- tion and printing all desired reports. Then you will be ready to use this disk as your primary data disk for the new month. The previous month disk will be stored away in a safe place. If you are using a hard drive, copy the data to the current month floppy disk and store it away in a safe place. Although the option is mostly automatic, be sure the floppy disk is formatted and the drive closed before you execute the option. Key point about this option: Run this option after you enter your last transaction for the month and after you print all reports for the month. Now that you have a basic understanding of how to start the program and how to use the data on a given drive, let's see how easy it is to load data. The first thing you must do is setup your accounts. There are two types of accounts in most churches: Budgeted Accounts: A budgeted account is preplanned prior to the beginning of the new year and an estimate of projected spending is calculated. This amount is called the BUDGETED AMOUNT. Normally, all moneys that come into the church not specifically earmarked for a special project or fund are used to support the var- ious budgeted accounts of the church. A good example of a budgeted account is the pastor's salary account. Designated Accounts: This type is for special projects and funds that individuals give money SPECIFICALLY to. For example, First Baptist Church of Anytown has been raising money to send the youth on a ski retreat. No budgeted funds are used for this, only moneys earmarked for this activity. The money that is given to a DESIG- NATED account CANNOT be used for any other purpose. Note: You will need to setup a miscellaneous designated account for those times when money is designated to reimburse a BUDGETED account. Why? Because the money is DESIGNATED but affects a BUDGETED account. See transaction type I3 for more information. ACCOUNT OPTIONS Creating a New Budgeted Account: To create an account, highlight the ACCOUNTS menu and execute the first option on the menu. This option allows you to create a budgeted account. You will normally have many more budgeted accounts than designated so I recommend using 100-800 as the numbers for budgeted accounts and 900-999 for designated accounts. Budgeted account numbers are 3 digits. A letter may be entered after the 3 digits if you need a sub account. You need to enter a subtitle if you enter a letter after the 3rd digit in the number. You are NOT allowed to enter a subtitle unless you enter a letter identifier. The budgeted amount is the estimated amount that is authorized to be spent throughout the year. When money is spent from the account it is deducted from the budgeted amount to calculate the budgeted balance. Creating a New Designated Account: Loading a designated account is very similar to loading a budgeted account, except you cannot have subaccounts and you enter a begin- ning balance instead of a budgeted amount. View Totals/Edit Titles The Accounts view/edit screen provides you a fast way to know how much money is in an account and to edit a ledger amount. The fol- lowing options are available: F1 Displays a simple help screen. F2 Searches for an account by the number. F3 Allows editing of the title/beginning balances. F4 Displays Year-To-Date totals broken down by types. F5 Displays monthly totals. You select the month with a scrolling window. Use arrows to highlight the month desired. These totals are also grouped by transaction types. F6 Allows you to edit a ledger transaction. The one that will be edited is on the top line between the arrows ("> <"). PgUp The PgUp key displays the previous account data. PgDn The PgDn key displays the next account data. Up The Up arrow moves the ledger "Up" one transaction Dn The Dn arrow moves the ledger "Dn" one transaction Left This arrow moves the ledger "Up" five transactions Right This arrow moves the ledger "Dn" five transactions ESC The ESC key causes CSB to return to the main menu Misc. Notes about this screen: Note: The accounts data in CSB is constantly kept in order utilizing an index system. The order is: Account numbers and then by date of transaction. For example, Account 101A comes before 101B and applicable transactions for these accounts are sorted by date. Type I3: To edit a type "I3" ledger entry, you may enter 0 or negative numbers. This must be done in the budgeted account. When you edit the transaction here, the corresponding entry in the designated account is automatically edited. Deleting Transactions: To delete a transaction simply "Zero" the amounts in the income and spent blocks using the F6 option. To totally remove the "zeroed" transaction, use the UTILITY menu PURGE option. Type N2: When you press F4 or F5 you may note that the N2 value does not change from month to month. This value represents the beginning balance at the start of the year. All other types can change from month to month. Type T1: When you edit a type "T1" ledger entry, the corresponding entry is automatically edited. Remove an empty account. To remove an account you MUST first "zero" all transactions in the account and purge these transactions (see deleting transactions above). After the account is empty, exit by pressing ESC and select the ACCOUNTS menu / REMOVE AN EMPTY ACCOUNT option. This option will totally remove the account from the database. TRANSACTION OPTIONS Transaction Type I1 Budgeted Receipts Totals: This option is for entering the total amount of NON-DESIGNATED moneys each week. This money is typically considered general offering plate money that may be used for paying budgeted needs of the church. You can enter negative numbers to make corrections if required. To get a report of the amounts you enter, simply print the report titled "Type transaction report by dates." Normally, comments are not needed. One good reason to enter a comment is for making an error adjustment entry. Transaction Type I2 Designated Receipts Totals: This option is for entering the weekly total amount designated to specific purposes, i.e. Mission offering or new building fund. All you need to do is enter the total amount for each applicable designated account. Money designated to reimburse a budgeted account is not entered here. It is a transaction type "I3". Transaction Type I3 Reimburse a budgeted account: This type of transaction makes it easy to deal with one of the hardest types of manual ledger entries. The best way to explain this type is to provide a simple example. The treasurer wrote a check to Joe to purchase Sunday School supplies for 50.00. This money was "Spent" out of budgeted account 502A. The next week Joe returns five dollars of this money because he did not need it. This money must be considered DESIGNATED because it is for something specific. This money must be used to reimburse a BUDGETED account. Now comes the confusing part.... We MUST show this money as a DECREASE in the SPENT amount instead of income to the budgeted account. The following is a summary of what happens in Joe's situation: 1. You, the treasurer, wrote a check to Joe for $50.00 and SPENT the money out of budgeted account 502A. You recorded this with trans- action type S1. 2. Joe spent only $45.00 and returned the $5.00 he did not need. Now you are faced with the question, "What do I do with this $5.00?" 3. You enter this as type I3 income which is reimbursement for a budgeted account. You will be asked for a designated account number. We set up a miscellaneous designated account to handle this situation and other designated money for non-account things such as love offerings. You are asked for the budgeted account number to be reimbursed. CSB automatically posts the amount to the INCOME and SPENT columns of the DESIGNATED account you specified. It also posts a negative amount to the SPENT column of the specified BUDGETED account, thus reducing the amount of money spent in account 502A, in this instance. Transaction Type S1 Spend Budgeted Account money: This option is for entering checks written on budgeted accounts. Transaction Type S2 Spend Designated Account money: This option is for entering checks written on designated accounts. Transaction Type T1 Xfer Budgeted to Designated: This option is used to transfer money from a budgeted account to a designated account. An example of the use of this would be setting aside $300.00 every month for the new building fund (A designated account) from the building fund (A budgeted account). Note: If you leave the account number block blank, CSB will display a box with all the account numbers. This is handy if you forget an account number. REPORTS Note: After creating a report in the form of a file, you can view it on the screen by selecting the report again. CSB will know you created the report and ask you if you want to view it. After you are finished looking at the report, press Esc to exit. To move around in the report, use Pgup, PgDN, arrows, and these combinations with the control key. The home and end keys also will also help you. Print options that apply to all reports: You have the option to print reports to the printer, a file, or a file with embedded printer com- mands. If you have a good word processor and are familiar with its use, I recommend sending most reports to a file without printer commands. Then you can make any modifications to the report and print the report from within the word processor. If you do this, remember to select a type size (point/pitch) appropriate for the report. The following pitch sizes are recommended for each report: File Name Recommended CPI Description 1. REPORT1.??? 12 Summary 2. REPORT2.??? 12 Budgeted 3. REPORT3.??? 17 Designated 4. REPORT4.??? See 1,2,3 Combined 5. REPORT5 12 Ledger (one) 6. REPORT6 12 Ledger (all) 7. REPORT7 12 Trans. Type ??? The first three letters of month selected. CPI Characters Per Inch Note: The file names created correspond to the reports' menu by counting from the top down. In other words, REPORT2.??? is the file name given to the report when the second report option was high- lighted and executed. Financial Report 1 (Top Part) Title : Misc Totals: MAR Printed : 05/01/91 Page : 1 ------------------------------------------------------------------------------------------------ Summary of Totals ------------------------------------------------------------------------------------------------ * Beginning Cash On Hand.........................................$ 23,566.16 Budgeted (Undesignated Receipts) $ 11,795.30 Designated Receipts $ 3,302.10 ____________ Total Receipts...................$ 15,097.40 Total Cash Available...........................................$ 38,663.56 Less Budgeted Expenditures $ 10,220.09 Less Unbudgeted Expenditures $ 1,629.47 ____________ Total Expenditures...............$ 11,849.56 * Cash Balance...................................................$ 26,814.00 Less Designated Accounts.......................................$ 20,196.87 ============ Cash Balance Available.........................................$ 6,617.13 * The Creation of this report requires the user to enter the cash balance from the previous month. For example, the beginning Cash on Hand balance for APR (the next month) will be the Cash Bal- ance amount from the MAR report. In this case $26,814.00 will be the beginning balance for the next month's report. The asterisks do not appear on an actual report. Church Shareware Budget _____________________________________________ Financial Report 2 (Budgeted Totals) (Sample Report) Title : Account Totals: MAR Printed : 05/01/91 Page : 1 ------------------------------------------------------------------------------------------------ Acct # Titles Spent MO Spent YTD Budget AMNT Budget Bal ------------------------------------------------------------------------------------------------ 101 CO-OPERATIVE PROGRAM 2,005.20 5,120.54 20,184.54 15,064.00 102 FRONTIER BAPTIST ASSOC 707.72 1,807.25 7,123.95 5,316.70 103 SOUTH CHEYENNE BAPTIST 235.91 602.42 2,374.65 1,772.23 104 SPANISH MISSION 235.91 602.42 2,374.65 1,772.23 105 STATE CHURCH CAMP 25.00 75.00 300.00 225.00 201A PASTOR 1,030.84 3,092.52 12,370.00 9,277.48 B Housing Allowance 412.00 1,236.00 4,944.00 3,708.00 C Auto Expense 437.76 1,313.28 5,253.00 3,939.72 D Retirement 337.84 1,013.52 4,054.10 3,040.58 E Health Insurance 139.50 418.50 1,674.00 1,255.50 F Life Insurance 148.02 451.77 957.90 506.13 ___________________________________________________________________________________ Sub Total 2,505.96 7,525.59 29,253.00 21,727.41 203A ADMINISTRATIVE ASSISTANT 1,378.24 3,024.00 12,096.00 9,072.00 B FICA 231.33 231.33 925.34 694.01 C Backup 60.80 114.00 912.00 798.00 ___________________________________________________________________________________ Sub Total 1,670.37 3,369.33 13,933.34 10,564.01 204A CUSTODIAN 387.08 825.00 3,300.00 2,475.00 B FICA 63.09 63.09 252.45 189.36 ___________________________________________________________________________________ Sub Total 450.17 888.09 3,552.45 2,664.36 205 NURSERY WORKERS 0.00 66.50 464.00 397.50 206 INSTRUMENTALIST 96.00 252.00 1,200.00 948.00 207 PULPIT SUPPLY 0.00 0.00 120.00 120.00 301 PARSONAGE PAYMENT 90.42 271.26 1,086.00 814.74 302 BUILDING / LOAN PAYMENT 300.00 900.00 3,600.00 2,700.00 401 CHURCH UTILITIES 424.78 1,319.35 5,200.00 3,880.65 402 PARSONAGE UTILITIES 228.69 576.10 2,000.00 1,423.90 403 MAINTENANCE BLDS & GRNDS 28.58 1,468.12 1,985.00 516.88 404 JANITORIAL SUPPLIES 0.00 50.71 300.00 249.29 405 KITCHEN SUPPLIES 134.14 319.78 996.00 676.22 406 NURSERY SUPPLIES 0.00 0.00 24.00 24.00 407 OFFICE EQUIPMENT MAINT 0.00 0.00 968.00 968.00 408 NEW EQUIPMENT & FURNITURE 0.00 1,977.06 700.00 -1277.06 409 NEW COPIER 200.00 600.00 2,400.00 1,800.00 501 CHURCH LITERATURE 0.00 0.00 7,500.00 7,500.00 A Church 0.00 309.81 0.00 -309.81 B Sunday School -359.15 550.71 0.00 -550.71 C Discipleship Trng 11.88 242.55 0.00 -242.55 D WMU -9.00 129.01 0.00 -129.01 E Brotherhood 0.00 93.24 0.00 -93.24 F VBS 0.00 0.00 0.00 0.00 G Music 0.00 23.66 0.00 -23.66 H Music for Youth 0.00 0.00 0.00 0.00 I Music for Children 0.00 0.00 0.00 0.00 ___________________________________________________________________________________ Sub Total -356.27 1,348.98 7,500.00 6,151.02 502 S.S. AND D.T. SUPPLIES 0.00 0.00 850.00 850.00 A Sunday School 5.13 282.52 0.00 -282.52 B Discipleship Trng 18.91 18.91 0.00 -18.91 C S.S. Fellowships 0.00 60.82 0.00 -60.82 D D.T. Fellowships 0.00 0.00 0.00 0.00 ___________________________________________________________________________________ Sub Total 24.04 362.25 850.00 487.75 503 LIBRARY 0.00 0.00 48.00 48.00 504 VBS 0.00 0.00 300.00 300.00 A Supplies 0.00 0.00 0.00 0.00 B Refreshments 0.00 0.00 0.00 0.00 ___________________________________________________________________________________ Sub Total 0.00 0.00 300.00 300.00 601 WMU 0.00 0.00 800.00 800.00 A Supplies 125.42 279.84 0.00 -279.84 B Camps 100.00 100.00 0.00 -100.00 ___________________________________________________________________________________ Sub Total 225.42 379.84 800.00 420.16 602 BROTHERHOOD 0.00 0.00 480.00 480.00 A Supplies 0.00 215.92 0.00 -215.92 B Camps 0.00 0.00 0.00 0.00 ___________________________________________________________________________________ Sub Total 0.00 215.92 480.00 264.08 603 YOUTH 0.00 0.00 1,500.00 1,500.00 A Supplies 0.00 0.00 0.00 0.00 B Fellowships 0.00 0.00 0.00 0.00 C Camps/Trips 119.00 119.00 0.00 -119.00 ___________________________________________________________________________________ Sub Total 119.00 119.00 1,500.00 1,381.00 604 GLORIETA 0.00 0.00 550.00 550.00 605 MUSIC 0.00 0.00 950.00 950.00 A Maintenance/Tuning 0.00 0.00 0.00 0.00 B Hymnal Replacement 550.00 550.00 0.00 -550.00 C Contatas 6.29 11.29 0.00 -11.29 ___________________________________________________________________________________ Sub Total 556.29 561.29 950.00 388.71 606 FLOWERS 18.50 115.60 390.00 274.40 607 REVIVAL EXPENSE 34.60 34.60 300.00 265.40 608 OUTREACH: CUP OF WATER 0.00 0.00 240.00 240.00 609 BENEVOLENCE FUND 62.54 207.54 240.00 32.46 610 AUDIO TAPE MINISTRY 0.00 0.00 300.00 300.00 701 PASTOR'S CONVENTION EXP 0.00 0.00 500.00 500.00 801 POSTAGE 48.00 305.00 750.00 445.00 802 OFFICE SUPPLIES 109.12 567.24 1,500.00 932.76 804 MISCELLANEOUS 40.00 203.62 480.00 276.38 805 INSURANCE 0.00 2,252.00 2,600.00 348.00 ================================================================================================ Total 10,220.09 34,464.40 120,417.58 85,953.18 Financial Report 3 (Designated) Title : Account Totals: MAR Printed : 05/01/91 Page : 1 ----------------------------------------------------------------------------------------------------------------------------- Acct # Titles BEG BAL Spent MON SPENT YTD INCOME MON INCOME YTD BALANCE ----------------------------------------------------------------------------------------------------------------------------- 901 LOTTIE MOON 1,734.04 0.00 2,410.17 0.00 676.13 0.00 902 ANNIE ARMSTRONG 4.00 0.00 0.00 1,377.25 1,396.25 1,400.25 903 WORLD HUNGER 7.50 0.00 34.60 11.31 53.41 26.31 904 DELMAR STATE MISSION OFRN 0.00 0.00 0.00 0.00 0.00 0.00 905 EMANUEL SPANISH MISSION 1,186.53 0.00 0.00 235.91 602.42 1,788.95 906 SOUTH CHEYENNE BAPTIST 0.00 0.00 0.00 0.00 0.00 0.00 907 ELMORE MISSION ACCOUNT 1,031.59 100.00 800.00 0.00 175.00 406.59 908 COMPUTER FUND 791.84 88.64 291.39 0.00 0.00 500.45 909 BUILDING FUND 8,050.00 0.00 2,000.00 90.17 313.20 6,363.20 910 ACTEEN'S GARAGE SALE 25.82 0.00 0.00 0.00 0.00 25.82 911 NEW COPIER 2,400.00 0.00 0.00 200.00 600.00 3,000.00 912 NEW HYMNAL FUND 2,083.00 0.00 0.00 0.00 150.00 2,233.00 913 NEW CHURCH BUILDING 50.00 0.00 0.00 0.00 0.00 50.00 914 CHURCH BOWLING LEAGUE 163.00 0.00 0.00 0.00 63.50 226.50 915 PASTOR'S EYE SURGERY 2,050.00 0.00 0.00 20.00 1,430.00 3,480.00 916 NEW FRONT DOORS 500.00 0.00 0.00 0.00 0.00 500.00 917 RA'S 100.00 0.00 0.00 0.00 0.00 100.00 918 YOUTH SKI/CENTRIFUGE 170.80 105.00 105.00 0.00 0.00 65.80 919 MISCELLANEOUS 65.75 1,285.83 1,554.13 1,287.46 1,488.38 0.00 920 GLORIETA/BW LEADERSHIP 0.00 50.00 50.00 80.00 80.00 30.00 ============================================================================================================================= Total 20,413.87 1,629.47 7,245.29 3,302.10 7,028.29 20,196.87 Financial Report 4 (See 1, 2 and 3) Ledger Report (one account only) Account: 101: CO-OPERATIVE PROGRAM Date Type Spent Income Balance Comments 01/01/91 N1 0.00 20,184.54 20,184.54 Amount Budgeted 01/28/91 S1 1,361.82 0.00 18,822.72 WSBC 02/27/91 S1 1,753.52 0.00 17,069.20 03/31/91 S1 2,005.20 0.00 15,064.00 Ledger Report (all accounts) I recommend running this at the end of the year. This will give you a hard copy of the "books." Account: 101: CO-OPERATIVE PROGRAM Date Type Spent Income Balance Comments 01/01/91 N1 0.00 20,184.54 20,184.54 Amount Budgeted 01/28/91 S1 1,361.82 0.00 18,822.72 WSBC 02/27/91 S1 1,753.52 0.00 17,069.20 03/31/91 S1 2,005.20 0.00 15,064.00 Account: 102: FRONTIER BAPTIST ASSOC Date Type Spent Income Balance Comments 01/01/91 N1 0.00 7,123.95 7,123.95 Amount Budgeted 01/28/91 S1 480.64 0.00 6,643.31 02/27/91 S1 618.89 0.00 6,024.42 03/31/91 S1 707.72 0.00 5,316.70 Account: 103: SOUTH CHEYENNE BAPTIST Date Type Spent Income Balance Comments 01/01/91 N1 0.00 2,374.65 2,374.65 Amount Budgeted 01/28/91 S1 160.21 0.00 2,214.44 02/27/91 S1 206.30 0.00 2,008.14 03/31/91 S1 235.91 0.00 1,772.23 Etc.. Etc.. Etc.. Type Transaction Report The following report was created for only the type "N1" transactions (amounts budgeted). You can get a report on any type. The window where you select the type will scroll. Only two types are shown at a time. Title : Transactions Report: Amounts Budgeted.........N1 Printed : 05/01/91 Page : 1 ------------------------------------------------------------------------------------------------ Date Acct Type Spent Income Comments ------------------------------------------------------------------------------------------------ 01/01/91 101 N1 0.00 20,184.54 Amount Budgeted 01/01/91 102 N1 0.00 7,123.95 Amount Budgeted 01/01/91 103 N1 0.00 2,374.65 Amount Budgeted 01/01/91 104 N1 0.00 2,374.65 Amount Budgeted 01/01/91 105 N1 0.00 300.00 Amount Budgeted 01/01/91 201A N1 0.00 12,370.00 Amount Budgeted 01/01/91 201B N1 0.00 4,944.00 Amount Budgeted 01/01/91 201C N1 0.00 5,253.00 Amount Budgeted 01/01/91 201D N1 0.00 4,054.10 Amount Budgeted 01/01/91 201E N1 0.00 1,674.00 Amount Budgeted 01/01/91 201F N1 0.00 957.90 Amount Budgeted 01/01/91 203A N1 0.00 12,096.00 Amount Budgeted 01/01/91 203B N1 0.00 925.34 Amount Budgeted 01/01/91 203C N1 0.00 912.00 Amount Budgeted 01/01/91 204A N1 0.00 3,300.00 Amount Budgeted 01/01/91 204B N1 0.00 252.45 Amount Budgeted 01/01/91 205 N1 0.00 464.00 Amount Budgeted 01/01/91 206 N1 0.00 1,200.00 Amount Budgeted 01/01/91 207 N1 0.00 120.00 Amount Budgeted 01/01/91 301 N1 0.00 1,086.00 Amount Budgeted 01/01/91 302 N1 0.00 3,600.00 Amount Budgeted 01/01/91 401 N1 0.00 5,200.00 Amount Budgeted 01/01/91 402 N1 0.00 2,000.00 Amount Budgeted 01/01/91 403 N1 0.00 1,985.00 Amount Budgeted 01/01/91 404 N1 0.00 300.00 Amount Budgeted 01/01/91 405 N1 0.00 996.00 Amount Budgeted 01/01/91 406 N1 0.00 24.00 Amount Budgeted 01/01/91 407 N1 0.00 968.00 Amount Budgeted 01/01/91 408 N1 0.00 700.00 Amount Budgeted 01/01/91 409 N1 0.00 2,400.00 Amount Budgeted 01/01/91 501 N1 0.00 7,500.00 Amount Budgeted 01/01/91 502 N1 0.00 850.00 Amount Budgeted 01/01/91 503 N1 0.00 48.00 Amount Budgeted 01/01/91 504 N1 0.00 300.00 Amount Budgeted 01/01/91 601 N1 0.00 800.00 Amount Budgeted 01/01/91 602 N1 0.00 480.00 Amount Budgeted 01/01/91 603 N1 0.00 1,500.00 Amount Budgeted 01/01/91 604 N1 0.00 550.00 Amount Budgeted 01/01/91 605 N1 0.00 950.00 Amount Budgeted 01/01/91 606 N1 0.00 390.00 Amount Budgeted 01/01/91 607 N1 0.00 300.00 Amount Budgeted 01/01/91 608 N1 0.00 240.00 Amount Budgeted 01/01/91 609 N1 0.00 240.00 Amount Budgeted 01/01/91 610 N1 0.00 300.00 Amount Budgeted 01/01/91 701 N1 0.00 500.00 Amount Budgeted 01/01/91 801 N1 0.00 750.00 Amount Budgeted 01/01/91 802 N1 0.00 1,500.00 Amount Budgeted UTILITIES Purge Zeroed transactions: This option automatically removes all transactions that have been "zeroed." The "zeroing" is done in the accounts edit area. Simply press F6 (in the accounts edit area) and enter a zero in the INCOME/SPENT blocks for any transaction you want to eliminate. Then use this purging utility to remove the transaction. Copy Data To A: B: You should ALWAYS copy data to a separate floppy disk at the end of each month after printing all reports and before loading any data for the next month. The main reason for doing this is because this program keeps "running" totals. This means if for some reason you want to print a report from a previous month, the totals will not be correct. This is not a problem if you keep a disk for each month of the year. i.e. The February disk will have Jan 1 - Feb 28 data on it. The May disk will have Jan - May data on it. Another reason to do this "copy to floppy" action is to insure backup data is available. If you do this monthly, the most data you can lose is one month (the current month you are loading). If something happened to your database in mid July, you will have your June disk available. Note: Should you ever need to restore the previous month due to corrupted data files, perform the following actions with the help of someone familiar with MS-DOS commands: 1. a. Hard Drive Use: Copy the entire contents of the previous month's data disk to the C:\CSB directory (assuming the drive is C: and the directory used is \CSB). Assuming the previous month's data was stored on a floppy used in drive A: you could enter: Copy A:*.* C:\CSB b. Dual Floppy System: Copy the previous month's data disk to current month's disk. If the data disk drive is B: you could do a simple DISKCOPY. Diskcopy B: B: 2. Then reload the current month's transactions/data. Note: You should format twelve disks and properly label them for each month of the year. Label each disk something like: "January 1991 Data Disk." I recommend storing previous month's data disks away for many years. Disks are cheap and don't occupy much space. Use Data On Drive A: or B: These options allow you to select the data drive. This should be the first option you select (after reaching the main menu) if you are using a dual floppy system. This must be done each time you start the program. Use Original Drive This option sets the "data drive" to the drive where the program was originally started. If you started the program from A:, then this will be used as the "data Drive." Select Colors: Three color groups are provided. I hope you like one of them. If not, I can provide a utility to customize it just for you. Simply enter a number from 1 to 3 and view the program. If you have a monochrome system, the option will not respond. Select Printer This option allows almost any printer to be used with CSB. If your printer will not work directly with CSB you can still print reports to a file and use a word processor to print the report. This is the recom- mended method for the monthly report anyway. Postscript printers are not supported; however, most postscript printers will emulate another printer that will work. Printer select options include: Q Quit (returns to main menu) N Next (displays the next printer) P Previous (displays the previous printer) E Edit (edit the printer codes for a printer) A Add (add a new printer to the printer database) R Remove (remove the printer from the database) S Save (saves the printer as the default printer) F Find (finds a printer that you specify) Hint: Enter only part of the name to find. i.e. Pan (for Panasonic) T Test (Sends a test printout to the printer) Always verify the printout when installing a new printer. Editing Printer Codes: The following information is provided to assist you in adding printer data. Helpful information is also avail- able on the printer test sheet (See option T). Please refer to your printer manual for the codes and use the guidance below to enter the code information into CSB. Printer manuals can be confusing. I have created a system to help simplify this process. Remember that printer codes normally begin with an ESC. You can enter decimal, alpha and literal values in CSB: ESC Normally the first entry into a code. () Indicates a decimal number. i.e. (27) is the same as ESC <> Indicates an alpha code. i.e. ESC<M> {} Indicates the literal printer command. ESC{&110} is the Landscape Code for the HP IIP laser. Literals are good for long laser codes that don't use any extended characters. Upon completion of editing printer codes, the printer is saved as the default printer. You should test the printer using option T. More information on the printer is provided on the test print sheet. Setup For A New Year This option simply removes all transactions and enters zeros in the account summary totals. Be sure to copy data to a disk before using this option. This should be run after the DECEMBER re- ports have been created and verified. Copy the data to floppy and then run this option. You are now ready to begin a new year. Files Information: MENU EXE Main Program file creates all files ACCOUNTS DBF Accounts Database GEN_D DBF General Ledger Data for Designated Acct GEN_B DBF General Ledger Data for Budgeted Acct DEFAULTS CNF Misc Defaults for the program ACCTNUM FDX Index File GEN_D_ND FDX Index file GEN_B_ND FDX Index File TYPE_TOT ALL Total summary by types year to date TYPE_TOT JAN Total summary for a month TYPE_TOT FEB Total summary for a month TYPE_TOT MAR Total summary for a month TYPE_TOT APR Total summary for a month TYPE_TOT MAY Total summary for a month TYPE_TOT JUN Total summary for a month TYPE_TOT JUL Total summary for a month TYPE_TOT AUG Total summary for a month TYPE_TOT SEP Total summary for a month TYPE_TOT OCT Total summary for a month TYPE_TOT NOV Total summary for a month TYPE_TOT DEC Total summary for a month PRINTERS DBF Printers Database NOTES: 1. Use CSB on a hard drive if you have one. 2. CSB will create any files that it needs from the file: MENU.EXE. 3. Always exit CSB using the QUIT option. Never turn off the computer until you exit properly. Why? Data files can be damaged. 4. The first time the program starts, files will be created. This can take up to a couple of minutes on slow floppy drives. After the files are created, the program will start much faster. PROBLEMS: Note: If you have a problem with the program, try deleting the index files and the TYPE_TOT.??? files. These files are stored on the data disk for floppy users or in the hard drive subdirectory where CSB is installed (i.e. C:\CSB). They will be rebuilt when you start CSB. DEL C:\CSB\*.FDX DEL C:\CSB\TYPE_TOT.* If you encounter a runtime error, please write down what you were doing at the time, and call me. If you write, please include a disk with all files on it and a detailed explanation of what you were doing when the error occurred. It is my hope that this program aids the record keeping of your church. I look forward to supporting you in the use of my program and thank you for supporting me in this ministry. All registrations and donations should be sent to: Cedric Fairweather 4318 Ocean Ave. Cheyenne, WY. 82001-2021 (307) 632-3317 Please provide the following minimum information to me when you register: Name of Church : Church Address : Church Phone : Contact Name : Contact Phone : Computer Type : i.e. IBM Compatible 386 Floppy Types : i.e. 3 1/2" 1.44M and 5 1/4 1.2M" Monitor Type : i.e. VGA Color Printer Name : Version of CSB : Copyright 1991. All rights reserved.