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The VIANSOFT(R) CHURCH TREASURER IBM PC or Compatible PC DOS 2.0 (or higher) MS DOS 2.1 (or higher) ~~~~~~~~~~~~ User's Manual Copyright 1988-89 by Vian Corporation R. D. 1, Box 36, Glen Gardner, NJ 08826 ALL RIGHTS RESERVED * * * W A R N I N G * * * This software and manual are both protected by U. S. Copyright Law (Title 17 United States Code). Unauthorized reproduction and/or sales may result in imprisonment of up to one year and fines of up to ten thousand dollars (17 USC 506). Copyright infringers may be subject to civil liability. No part of this program or documentation may be reproduced in any form whatsoever without the written permission of Vian Corporation, R.D. 1, Box 36, Glen Gardner, New Jersey 08826. VIANSOFT is a registered trademark of Vian Corporation. IBM PC is a registered trademark of International Business Machines Corporation CONTENTS TABLE OF CONTENTS TABLE OF CONTENTS Page Table of Contents i Introduction v How to Use This Manual vi System Requirements vii System Capacities viii TUTORIAL-TRIAL DISK Information ix GETTING STARTED -- HOW TO BEGIN Set Up Bank Account, Fund, Report Grouping and Budget Item/Category 1-1 Set Up Bank Accounts 1-5 Set Up Funds 1-5 Set Up Budget Item/Categories 1-6 Set Up Report Groupings 1-6 Assigning Numbers Codes 1-7 Set Up The VIANSOFT(R) Church Treasurer On Your Computer 1-9 Set Up VIANSOFT(R) Church Treasurer 1-10 Enter Church Information 1-11 Enter Fund Information 1-11 Enter Report Grouping Information 1-12 Enter Budget Item/Category Information 1-12 Enter Bank Account Information 1-13 Set Bank Account Code and Fund Code Default 1-13 Recording And Posting Income And Expenses To Date 1-14 GENERAL INFORMATION Selecting A Main Menu Option 2-1 Posting Routines Normal Posting Routine 2-3 Year End Routine 2-3 Recording And Posting Church Activities To A Fund 2-6 Recording And Posting Income And Expenses For Organizations Within Your Church 2-6 i CONTENTS TABLE OF CONTENTS Start Up System 2-7 Close Down System 2-8 Backup 2-9 Format 2-11 Basic Edit Commands 2-12 Key Disk 2-13 Non-monetary Assets 2-15 Troubleshooting 2-16 REFERENCE DETAILED EXPLANATION OF MAIN MENU OPTIONS Bank Account (Now ) 3-1 Enter Transactions Menu 4-1 Enter Income Enter Income 4-1 Enter Income Adjustment 4-7 Enter Expenses Enter Expenses 4-10 Enter Expense Adjustment 4-13 Enter Transfer 4-17 Enter Special Transaction 4-20 Balance Forward 4-23 Transactions By Entry Date (Journal) 4-26 Reports Menu 5-1 Transactions By Item 5-1 Transactions By Entry Type 5-5 Transactions By Entry Date (Journal) 5-8 Expenses By Posting Date 5-10 ii CONTENTS TABLE OF CONTENTS Expenses By Item 5-13 Income By Posting Date 5-15 Transfers By Posting Date 5-18 Adjustments By Posting Date 5-21 Specials By Posting Date 5-24 Budget vs Expenses 5-27 Income vs Expenses 5-30 Location Of Funds 5-32 Single Bank Account Status 5-35 All Bank Accounts Summary 5-36 Item Code List 5-37 Bank Accounts Code List 5-38 Display/Edit Menu 6-1 Budget Item/Category Display/Edit Menu 6-2 Report Grouping Display/Edit Menu 6-5 Fund Display/Edit Menu 6-8 Bank Account Display/Edit Menu 6-10 Church Information Display/Edit 6-13 Prove Bank Statement 7-1 Utilities Menu 8-1 New Disk (Floppy System) 8-1 Year End 8-2 Repair 8-4 Disk Status 8-5 Install (Toggles) 8-5 Translate 8-6 Hard Disk Only: Subdirectory (Now ) 9-1 Floppy Disk Only: Set Posting Information Disk Name (Now ______) 10-1 iii CONTENTS TABLE OF CONTENTS Floppy Disk Only: Change Posting Information Disk (Now ______) 11-1 APPENDIX A Other Editing Techniques 12-1 APPENDIX B Update Program Disk 12-2 APPENDIX C Set Up Dual Floppy Disk System 12-4 APPENDIX D Set Up Single Floppy Disk System 12-7 APPENDIX E Transaction Type (T) Codes 12-9 APPENDIX F Diskcopy 12-10 INDEX I-1 iv INTRODUCTION IMPORTANT INTRODUCTION The VIANSOFT(R) Church Treasurer will save you time, place valuable information at your finger tips and allow you to record and post church income and expenses and generated reports more efficiently. << I M P O R T A N T >> To insure satisfactory results with the VIANSOFT(R) Church Treasurer, continue to use your present system in parallel with VIANSOFT(R) until you have seen that all features are working as you expect them to. NEVER touch actual disk surface (in unprotected area). NEVER write on disks with anything but a felt tip marker. NEVER touch disk drives while they are operating. (Red light usually indicates that the drive is operating.) NEVER change disks unless told to do so. NEVER use tractor and friction feed simultaneously on the printer. NEVER remove disks from disk drive unless told to do so or after you exit the program (type q for Quit from the MAIN MENU). ALWAYS put the disk in its protective jacket when not in the disk drive. ALWAYS store disks as far away from magnetic fields as possible (including disk drives). ALWAYS make backup copies of any data disks you used at the end of each session. Have at least two backup disks for each data disk and alternate them. ALWAYS exit program by typing q (for Quit) from the MAIN MENU. ALWAYS clean disk drives in accordance with recommendation from computer manufacturer. ALWAYS look at bottom of screen for a message when you hear a beep. Answer any single letter response in upper or lower case. v HOW TO USE THIS MANUAL HOW TO USE THIS MANUAL The VIANSOFT(R) Church Treasurer End User's Manual is divided into two main sections, the Set Up Procedure (which includes General Information) and the Reference Section (with Appendices and Index). Tutorial If you have not worked through the Tutorial included on the Tutorial-Trial Disk, you should do so now. Make a copy of the Tutorial-Trial Disk. When you see the A> displayed on your screen, place the copy of the Tutorial-Trial Disk in Drive A. Type Readme and press ENTER. Print a copy of the tutorial (follow the instructions). The Tutorial will give you a chance to work with the software prior to setting it up for your church. Once you have become familiar with the general working of the software, it will be easier to set up the system for your church. The Tutorial would also be used to train other church members to use the VIANSOFT(R) Church Treasurer when they are elected or appointed treasurer of the church. Set Up Procedure The User's Manual will help you decide how to set up your Bank Accounts, Funds, Report Groupings and Budget Items/Categories for your church. After that, you will follow step-by-step instructions to set up the VIANSOFT(R) Church Treasurer on your computer. Take your time through the set up. After the VIANSOFT(R) Church Treasurer is set up on your computer, you should read through the General Information section so you will be familiar with the information it contains. Reference Section The Reference Section of this manual is organized by Main Menu option. (A menu displays a list of choices; you would choose one.) Procedures for using each option are discussed in detail. The Reports section includes how to access each report and what information is included on each report. The Index in the back of the manual will help you locate specific areas of the manual needed for reference. vi SYSTEM REQUIREMENTS SYSTEM REQUIREMENTS Hardware: 1. IBM PC Computer or compatible. With 384K Memory (minimum) and Hard Disk and one floppy disk drive (360K minimum). --OR-- Two disk drives (360K minimum each - double-sided). --OR-- One disk drive (720K minimum) 2. 80 column monitor. 3. Compatible printer. Operating PC DOS 2.0 (or higher) System: --OR-- MS DOS 2.1 (or higher (for compatible)) Disks: High quality (10 disks to start for floppy system) 5 1/4" floppy double-sided, double-density soft-sectored disks. (10 disks to start) 3 1/2" disks 720K or High Density (HD) based on your disk drive (more information can be stored on the HD disks). Paper: 9 1/2" x 11" fanfold (for tractor feed printer) Address Use pressure sensitive or dry gum labels. Labels: 3 1/2" x 15/16" Single column vii SYSTEM CAPACITIES SYSTEM CAPACITIES Maximum of 15 separate Bank Accounts (e.g., Checking, Savings, Money Market, Mutual Funds, etc.). Maximum of 500 Item Codes (Funds, Report Groupings or Budget Items/Categories). Number of transactions (line items) based on available disk space. Floppy Disks When the first floppy data disk is full, the recording and posting continues on the second floppy disk, and so on. Includes: * Easy recording and posting of church income and expenses * Tracking of expenses for Budget Items * Posting to previous dates (with audit trail) * Translate information to ASCII format for spread sheet use * Reports: Transactions By Entry Date (Journal) Transactions By Item (Budget Item, etc.) Transactions By Entry Type (Income, Expenses, etc.) Expenses By Posting Date Expenses By Item Income By Posting Date Transfers By Posting Date Adjustments By Posting Date Specials By Posting Date Budget vs Expenses Income vs Expenses Location Of Funds Single Bank Account Status All Bank Account Summary Item Code List (Budget Item/Category, Report Group and Fund) Bank Account Code List viii TUTORIAL-TRAIL DISK INFORMATION TUTORIAL-TRAIL DISK You may use the VIANSOFT(R) TUTORIAL-TRAIL DISK to work through the system. You can try all phases of the system. All functions are operational. Test information has been included. Some of the features are limited to a specific number and the church name and address will not appear on the headings of the reports during the Tutorial. For instructions, when you see the A>_ , put the TUTORIAL-TRAIL DISK in drive A and Type: readme ...................Press ENTER _______________________________________________ ix GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY HOW TO BEGIN --- Before you set up the VIANSOFT(R) Church Treasurer on your computer, you will need to take a few minutes to decide how you will organize the church Bank Accounts into Funds, Report Groupings and Budget Item/Categories. First, it is important to understand what is meant by the terms Bank Account, Fund, Report Grouping and Budget Item/Category as they are used in the VIANSOFT(R) Church Treasurer. Read all of pages 1-1 through 1-8 regarding Bank Accounts, Funds, Report Groupings and Budget Item Categories. Bank Account A Bank Account refers to any money on deposit with a financial institution (Checking, Savings, CD, Money Market, Mutual Fund, etc.). Fund A Fund is used to keep track of income for specific areas such as budget items, church building and improvement within one or more Bank Accounts. The total money in all Funds within a single Bank Account will equal the total money in the Bank Account. Report Grouping A Report Grouping is used to group the Budget Item/Categories within a Fund into logical groupings (Example: Church, Parsonage, etc.). Budget Item/Category A Budget Item/Category is used to record specific expenses and designated (targeted) income within a Fund. 1-1 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Example: Bank Account: Checking Account FUND: General Operating Fund Report Grouping: Church Expenses Budget Item/Category: Phone Budget Item/Category: Electric Budget Item/Category: Heating Report Grouping: Parsonage Expenses Budget Item/Category: Phone Budget Item/Category: Electric Budget Item/Category: Heating FUND: Improvement Fund Report Grouping: Buildings Budget Item/Category: Church Budget Item/Category: Parsonage Report Grouping: Grounds Budget Item/Category: Church Budget Item/Category: Parsonage FUND: Pass-thru (Money To Other Agencies) Report Grouping: Outreach Budget Item/Category: Benevolence Budget Item/Category: World Hunger Bank Account: Savings FUND: Improvement Fund Report Grouping: Buildings Budget Item/Category: Church Budget Item/Category: Parsonage Report Grouping: Grounds Budget Item/Category: Church Budget Item/Category: Parsonage 1-2 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY In the previous example, note that there is money in both the Checking Account and the Savings Account that belongs to the Improvement Fund. Funds, Report Groupings and Budget Item/Categories are not limited to a specific Bank Account. The computer will keep track of the money in specific Funds and Budget Item/Categories that have money in different Bank Accounts. Church income can be recorded and posted to: . A Fund for general use by any budget items or categories within the Fund . A specific Budget Item/Category within a Fund (This is money designated or targeted to be used for expenses only for the specific Budget Item or Category to which the money is posted.) Expenses will be deducted only from specific Budget Item/Categories. Records of church income and expenses should be kept so actual income and actual expenses of the church are reflected on the reports. Example: Money is donated to Benevolence each week. This money is not actual income to the Local Church. This money is passed on to another church agency. This money should not show up as income to the Local Church when you print or display certain reports. You may want to put all moneys that are passed on to other agencies into a Pass Through Fund. This would allow you to choose not to include this Fund in reports that reflect actual church income and expenses, but could be included in reports that would include Benevolence donations. Following is a suggestion on how to set up your Bank Accounts, Funds, Report Groupings and Budget Item/Categories. If you are presently using a system of 1-3 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY accounting (Funds, Budget Item/Category coding) that will adapted to the VIANSOFT(R) Church Treasurer, you may use the same system. You should read through the following suggested set up to determine if your current system is easily adaptable. After reading the suggested set up, you will have a better idea of how VIANSOFT(R) handles Funds, Report Groupings and Budget Item/Categories. Take the time now to determine your church's Budget Item/Category, Report Grouping and Fund requirements. You may be able to use the Treasurer's Annual Report from last year to help determine the Funds, Report Groupings and Budget Item/Categories you will need. Progress through the following instructions. You will make an outline showing all current Budget Items/Categories that would be attached to a Report Grouping and Fund. Hard Disk System: The number of transaction line items that can be stored on your hard disk is based on the available disk space. Floppy Disk System: Keep in mind as you set up your Bank Accounts, Funds, Report Groupings and Budget Items/Categories that the number of transaction line items that can be stored on one floppy disk is determined by disk space and the number of Bank Accounts, Funds, Report Groupings and Budget Items/Categories you enter into the computer. For example, a church with 5 Bank Accounts and a combined total of 150 Funds, Report Groupings and Budget Items/Categories will have room to store approximately 1600 line items on one 360K floppy disk (720K and high density disks will store proportionately more). (Remember that when the first disk is full, recording and posting will continue on a second disk, and so on.) Consider this flexibility as you set up your floppy disk system. 1-4 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY SET UP BANK ACCOUNTS Take a sheet of paper. Write the type of Bank Account and Bank Name for each Bank Account. Put them in order from most active to least active. Example: Checking : Town Savings (#223-123-35) Checking : Morris Savings (#546-456-1) Savings : United Bank (#545-3456867) Savings : Washington Loan (#282-5647584) CD : Town Savings (#525-152-32) CD : City Savings (#6989-201-5) There is a maximum of 15 Bank Accounts you can use with VIANSOFT(R). SET UP FUNDS A Fund is used to record income to be used for expenses for a specified group of budget items or categories. The total money within a Bank Account is recorded and posted to one or more Fund. A Fund can have money that will be used as seen fit for any expense of the Budget Items or Categories within it. This is income to the Fund "At Large". The General Operating Fund (the Fund where Budget expenses are deducted) is one Fund that will receive income to the Fund "AT Large". A Fund can have income that is posted to a specific Budget Item or Category within the Fund. The Improvement Fund can have money donated specifically for the church building improvement as well as money donated for overall improvement (Parsonage, grounds, etc.). From the sheet listing the church Bank Accounts you have just completed, locate the main checking account (this is the checking account that is most active in paying budget item expenses). On another sheet of paper, write the Fund name that would be used in this Bank Account (main checking account) to keep track of budget item expenses. (Suggestion: General Operation Fund). 1-5 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Leave room on the sheet to include all necessary Budget Items under the General Operation Fund. All Local Church income not donated to a specific area (a specific Fund, Budget Item or Category) is income to the General Operation Fund. This includes Local Church pledged and non-pledged contributions. Budget Item expenses for the operation of the church (heating, repairs, books, pastor salary, etc.) would be deducted from the General Operation Fund. Down near the bottom of the sheet or on the other side, write the name of other Funds within the main checking account (Improvement, Building, Pass-thru, Organ, etc.). Leave room for the Budget Items or Categories to be written underneath each Fund name. Look at the other Bank Accounts (other checking, savings, CD, etc.). Are there any Funds in any of the remaining Bank Accounts that are not listed on your sheet? If so, add them to the same list leaving room to write budget items or categories underneath (you will have one list of Funds). Note: The Fund name only need be listed once in the computer although you may find that the same Fund has money in more than one Bank Account. (Example: The Building Fund has money in a Savings Account as well as the Main Checking Account). SET UP BUDGET ITEMS/CATEGORIES Once you have the Funds on your sheet, fill in the Budget Items/Categories under each Fund. Use last year's Treasurer's Report to assist you if necessary. SET UP REPORT GROUPINGS A Report Grouping will group Budget Item/Category information within a Fund on a report. There are many reports that you can print by Report Grouping. Decide how you want the Budget Items/Categories grouped for reporting purposes. (Refer to the last year's Treasurer's Report). The Report 1-6 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Grouping you choose should be the way you want the Budget Item/Categories to appear on the report most of the time. Example: The Parsonage budget expenses under one Report Group and the Church budget expenses under another Report Group within the same Fund. Every Budget Item/Category in a Fund must be assigned to a Report Group. Note: VIANSOFT(R) allows you the flexibility of choosing any single Budget Item/Category or any combination of Budget Items/Categories to be included on a report at the time the report is printed. ASSIGNING NUMBER CODES Once you have your Bank Accounts, Funds, Report Groupings and Budget Item/Categories outlined, you will assign number codes to them. Coding Suggestion: Bank Accounts: You may use letters or numbers or a combination (up to 8 characters, no spaces) for each Bank Account. Example: Main Checking Account: MainCk Savings Account: Sav Funds: Funds should be coded with numbers at even thousands. Example: General Operation Fund: 1000 Improvement Fund: 2000 Building Fund: 3000 Assign even thousand numbers to the Funds so you will be able to assign numbers (within the thousand number of the Fund) to the Report Groupings and Budget Items/Categories. Report Grouping: Report Groupings should be coded with even hundreds (1100, 1200, 1300, etc.). 1-7 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Example: General Operation Fund: 1000 Report Groupings: Church 1100 Parsonage 1200 If you need more than nine report groupings within a Fund, you can code the Report Groupings by fifties (1050, 1100, 1150, 1200, etc.). Budget Item/Categories: Budget Item/Categories should be coded with numbers that are within the Report Grouping number codes. Example: General Operation Fund: 1000 Report Grouping: Church 1100 Budget Items/Categories: Phone 1110 Electric 1120 Heating 1130 Report Grouping: Parsonage 1200 Budget Items/Categories: Phone 1210 Electric 1220 Heating 1230 If there are more than nine budget items within a Report Grouping, you may number the budget items by fives (1105, 1110, 1115, 1120, etc.). Numbers are skipped now to leave room to add numbers later if you want to include a new Budget Item/Category in a Report Group or Fund. Note: A new Fund, Report Grouping or Budget Item/Category can be added at any time. The Funds, Report Groups and Budget Item/Categories will have the same numbers you assigned within all Bank Accounts. There are no restrictions on the numbers you can use for a Fund, Report Grouping or Budget Item/Category. Smallest Number: 1 Largest Number: 99999 1-8 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY When you have completed your outline with the Bank Account, Fund, Report Grouping and Budget Item/Category Code numbers, you are ready to set up your computer system. SET UP THE VIANSOFT(R) CHURCH TREASURER ON YOUR COMPUTER TAKE YOUR TIME. DO NOT RUSH THROUGH THE SET UP. The set up procedure will be done once. Refer to the monitor screen between each step to see how the instruction in the manual compares with the display on the screen. Check off each step as you complete it. Note: If you have a Dual Floppy Disk System turn to Appendix C. If you have a Single Floppy Disk System, turn to Appendix D. HARD DISK -- SET UP HARD DISK STEP NO. 1. Read the instructions supplied with the computer system on its proper hookup and operation. Follow them carefully. 2. (DOS should already be on your hard disk.) Turn on the power to the computer system. (If your computer system sets the date and time automatically, skip Steps 3 and 4.) 3. When the disk drive stops, type in the date (mm/dd/yy), then .........Press ENTER 4. For the time, just...............................Press ENTER 5. On the screen, you will see: C> 6. Put the original VIANSOFT(R) Church Treasurer TUTORIAL-TRIAL DISK in drive A. (Label side up, close the door or turn the latch.) 7. Type: a:prog hd ..................Press ENTER 1-9 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY 8. After the drive stops, remove the VIANSOFT(R) TUTORIAL-TRIAL DISK from drive A. The VIANSOFT(R) Church Treasurer is now installed on your hard disk. A subdirectory TR has been created. The program is in this subdirectory. The Church Treasurer Information will be recorded in this subdirectory. SET UP VIANSOFT(R) CHURCH TREASURER BEEP and If you hear a beep while working with the MESSAGE program, look at the bottom of the screen for a message. The beep indicates that a key has been pressed that is not allowed at that time or when an important procedure should be brought to your attention. The message will tell you what has happened and what you should do. Remember, refer to the monitor screen during each step (Step number 4 on). The instructions in the manual should correspond to the display on the monitor screen. Hard Disk: At C>, type: cd tr ..............Press ENTER Continue with Step 4 under Dual Floppy. Single Floppy: Put DOS COPY disk in drive A. Start up computer system. When you see the A>, remove DOS COPY disk and put in your PROGRAM/POSTING INFORMATION DISK. Continue with step 4 under Dual Floppy. Dual Floppy Disk: (Do not power up system.) STEP NO. 1. Place the disk you labeled PROGRAM DISK in drive A. 2. Place the POSTING INFORMATION DISK in drive B. 3. If you are continuing from the previous section, you should see an A> on the screen (to the left of the cursor - the blinking 1-10 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY underline). --OR-- If your computer system is not powered up, turn on the power at this time. (Answer questions for date and time (if applicable). Press ENTER after each as you did before.) 4. Type: ct ..............Press ENTER Remember, wait for the disk drives to stop. 5. The Title Screen and Copyright Notice for the VIANSOFT(R) Church Treasurer is displayed on your monitor. Color (Y/N)? Type: y (for Yes) or n (for No) Are you an experienced computer user (Y/N)? Type: y (for Yes) or n (for No) 6. The MAIN MENU is displayed on the screen. A menu is a list of options of which you can choose one. Look at the MAIN MENU on the screen. 7. Type: d (for Display/Edit Menu) ENTER CHURCH INFORMATION You must enter your church information first to unlock the program so you can enter the Funds, Report Groupings and Budget Item/Categories. You will enter your Church Information. Turn to page 6-13 in this manual. Complete all entries except the Default Bank Account Code and Default Fund Code on the Church Information Display/Edit screen and return here. (After entering your church information, the DISPLAY/EDIT MENU should again be displayed on your screen.) ENTER FUND INFORMATION You will now enter the Fund Codes you have assigned to your Funds (from your outline). From the DISPLAY/EDIT MENU, 1-11 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Type: f (for Fund) Fund Code files missing. Create new files (Y/N)? You wish to establish files for the Funds during this set up procedure. Type: y (for Yes) The FUND DISPLAY/EDIT MENU is displayed on the monitor. You want to Add Funds. Turn to page 6-8. Begin with Add (under Fund Display/Edit Menu, page 6-9). Enter all Fund Information from your outline and return here. The DISPLAY/EDIT MENU should again be displayed on your screen after entering all Fund information. ENTER REPORT GROUPING INFORMATION You will now enter the Report Grouping Codes you have assigned to your Report Groups (from your outline). From the DISPLAY/EDIT MENU, Type: r (for Report Group) The REPORT GROUPING DISPLAY/EDIT MENU is displayed on your screen. You want to Add a Report Group. Turn to page 6-5. Begin with Add (under Report Grouping Display/Edit Menu, page 6-6). Enter all Report Grouping Codes (from your outline) and information and return here. The DISPLAY/EDIT MENU should again be displayed on your screen. ENTER BUDGET ITEM/CATEGORY INFORMATION You will now enter the Budget Item/Category Codes you have assigned to your Budget Items or Categories (from your outline). From the DISPLAY/EDIT MENU, Type: b (for Budget Item/Category) 1-12 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY The BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU is displayed on your screen. You want to Add Budget Items/Categories. Turn to page 6-2. Begin with Add (under Budget Item/Category Display/Edit Menu, page 6-3). Enter all Budget Item/Category Codes (from your outline) and information and return here. The DISPLAY/EDIT MENU should again be displayed on your screen after entering all Budget Items/Categories. ENTER BANK ACCOUNT INFORMATION You will now enter the Bank Account Codes you have assigned to your Bank Accounts (from your outline). From the DISPLAY/EDIT MENU, Type: a (for Bank Account) The BANK ACCOUNT DISPLAY/EDIT MENU is displayed on your screen. You want to Add Bank Accounts. Turn to page 6-10. Begin with Add (under Bank Account Display/Edit Menu, page 6-11). Enter all Bank Account Codes (from your outline) beginning with the most active to the least active and return here. The DISPLAY/EDIT MENU should again be displayed on your screen after entering all Bank Accounts. SET BANK ACCOUNT CODE AND FUND CODE DEFAULT With the DISPLAY/EDIT MENU displayed on the monitor, type c (for Church Information). Turn to the Default Bank Account Code and Default Fund Code set up on page 6-15. Press ENTER to move the cursor to the Default Bank Account Code position. Read explanation of the Default Bank Account Code on page 6-15. Move the cursor to the Default Fund Code 1-13 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY position. Read explanation of the Default Fund Code on page 6-15. Return to the DISPLAY/EDIT MENU. (Ctrl-q) Return to the MAIN MENU. (q (for Quit)) Note: It is recommended that you make a temporary backup of the information you have just entered using normal backup procedures as described in the General Information Section under Backup. This backup would be used if you make a mistake during the next phase of the set up process. You would not have to redo the set up from the beginning. RECORDING AND POSTING INCOME AND EXPENSES TO DATE You will enter all dollar amounts into the computer for all Funds and Budget Item/Category codes that contained money as of the first of the current year. The sum of all of the entries you make into the computer should equal the sum of the balances of all Bank Accounts as of the first of the year. Step 1. You will enter the total dollar amounts in each Fund or Budget Item/Category for all money as of the first of the year. For each Bank Account, you will do the following (complete all steps for one Bank Account before starting another)(be sure you are working in the correct Bank Account): Access the ENTER TRANSACTIONS MENU from the MAIN MENU. Access the BALANCE FORWARD screen (Type b (for Balance Forward). Set the Posting Date to: 1-1-YY (the current year). You want to enter money carried forward for each Fund and Budget Item/Category from the previous year to the current year. Use as many BALANCE FORWARD screens as necessary to record and post the first of the year information to the Bank Account. 1-14 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Step 2. Enter total income for each Fund and Budget Item/Category from the first of the year through the last date of the previous month or the date of the last statement. Access the ENTER INCOME screen. (From the ENTER TRANSACTIONS MENU.) Set the Posting Date to the last date of the previous month or date of the last statement. The comment should show: 1-1-YY thru (last date of previous month or last statement date). Enter total income (one figure amount for each Fund and/or Budget Item/Category) from the first of the year through the last date of the previous month or last statement. Step 3. Access the ENTER EXPENSE screen. (From the ENTER TRANSACTIONS MENU.) Set the Posting Date to the last date of the previous month or date of the last statement. Press the Up Arrow key to move the cursor to the Check Number field. Do not use a check number for this entry. Press DEL (delete) to erase check number; leave set at zero. Payable to should be left blank (Press ENTER). The comment should show: 1-1-YY thru (last date of previous month or last statement). Enter total expense (one figure amount for each Budget Item/Category) from the first of the year through the last date of the previous month or date of last statement. Step 4. Repeat the preceding process (Steps 1-3) for each church Bank Account. Step 5. If you have more than one Bank Account and there have been transfers between them, use the ENTER TRANSFER screen to adjust balances for the Bank Accounts. Step 6. At this point, you will print the TRANSACTIONS BY ENTRY DATE (Journal) (type l (for List)) for a printed record of the transactions you just entered. Print the Journal for each Bank Account. 1-15 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Step 7. Next, print the ALL BANK ACCOUNTS SUMMARY report (from the REPORTS MENU). Compare each Bank Account balance in the computer with your record of the Bank Account balance as of the last date of the previous month or last statement. Note: If the balances are not the same, find and correct the error. The balance in the computer and the balance in your records as of the last date of the previous month (or last statement) must be the same before you continue. Step 8. Next, print the LOCATION OF FUNDS report (from the REPORTS MENU). This report will show the distribution of money in each Fund in each Bank Account. Step 9. Print a list of the Item Codes and Bank Account Codes (from the REPORTS MENU). Step 10. On a separate sheet of paper (or copies of the VIANSOFT(R) Church Treasurer Entry Sheet - found on the last page of this manual) mark the transactions for each Bank Account for the current month or after the last statement (to date). Indicate the following information for each transaction from the first of the current month to date: Transaction Type (Tran Type) (See page 12-9 for complete Transaction Type Code List)). Check Number (Ck #) (if applicable for the entry). Posting Date (Posting Date). Total Entry Amount (Tot Entry Amount). Payable To/Comment. Fund or Item Code (Fnd/Item Code). Code Amount (The amount recorded and posted for the Fund or Budget Item/Category involved). Note: You may need to use more than one line in the Detail section of the Entry Sheet if the Total Entry Amount is distributed between more than one Code. 1-16 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Step 11. Enter into the computer all income, expenses, transfers, etc. into the correct Budget Item/Category or Fund from the beginning of the current month (or after last statement) to the current date (in date order) for each Bank Account. Step 12. Print the TRANSACTIONS BY ENTRY DATE (Journal) again for a final printed record of all the transactions you just entered. Print the Journal for each Bank Account. QUIT Exit (Quit) the program by typing q (for Quit) from the MAIN MENU. This completes the SET UP of the VIANSOFT(R) Church Treasurer. Make a backup copy (or two) of the posting information as it stands at this time. You should have all the information up to the current date. Put a copy of this backup away in case you need to refer to it in the near future. It is always a good idea to keep a copy of the information as it is set at this time. It is recommended that you keep an extra copy of the posting information as it is at the end of each month in your archives. This would mean that if the information on the disk you use became damaged, you would only have to reconstruct the information from the beginning of the current or previous month. IMPORTANT - MAKE A BACKUP OF THE SYSTEM (PROGRAM AND POSTING INFORMATION) AS IT IS AT THIS TIME. Hard Disk: Follow back up procedure recommended by your computer and/or hard disk manufacturer. A list of files that must be backed up is displayed on the screen after typing q (for Quit) from the Main Menu. (Refer to the page in the GENERAL INFORMATION section under the heading BACKUP for rotation of backups.) Dual Floppy Disk: Follow the BACKUP procedure discussed in the GENERAL INFORMATION section of this manual. 1-17 GETTING STARTED SET UP BANK ACCOUNT, FUND, REPORT GROUPING, BUDGET ITEM/CATEGORY Make a copy of your Posting Information disk onto the Posting Information Back Up #1 and #2. Single Floppy Disk: Follow the Diskcopy (Back Up) procedure discussed in Appendix F. Make a copy of your Program-Posting Information Disk onto the Program-Posting Information Disks Back Up #1 and #2. _______________________________________________ 1-18 GENERAL INFORMATION SELECTING A MAIN MENU OPTION SELECTING A MAIN MENU OPTION MAIN MENU The MAIN MENU is displayed after the Title Screen. _____________________________________________ Selecting To make a selection from a menu, choose one from the of the options listed on the screen. Press MAIN MENU the key corresponding to the first letter of the option you choose. _____________________________________________ Summary of MAIN Summary of the selections possible from the MENU Options MAIN MENU. _____________________________________________ A) Bank Account (Now _______) The Bank Account Code you are presently working in is displayed. Change the Bank Account by choosing this option. _____________________________________________ E)nter Transactions Menu Enter Income, Income Adjustments, Expenses, Expense Adjustments, Transfers, Special Transactions and Balance Forward from this section of the program. _____________________________________________ R)eports Menu Print reports on Income, Expenses, Budget, Funds, Bank Accounts, etc. _____________________________________________ D)isplay/Edit Menu Display, edit and add Budget Items, Report Groupings, Funds, Bank Accounts, and Church Name and Address Information from this section. _____________________________________________ P)rove Bank Statement Use this Main Menu option to assist you in proving the bank statement each month. _____________________________________________ U)tilities Menu Choose this Main Menu option to set up a new disk (floppy data disk system), set up the files for the new year, repair index files, check to see how much disk space has been used for the records and translate information files into a format that can be read by a word processor or spread sheet program. _____________________________________________ 2-1 GENERAL INFORMATION SELECTING A MAIN MENU OPTION S)ub Directory (Now ______) Hard Disk Only: This Main Menu option displays the subdirectory of the files in with which you are currently working. You can change the subdirectory by choosing this option. S)et Floppy Disk Name (Now ________) Floppy Data Disk Only: This Main Menu option displays the name of the Posting Information Disk currently in your data drive. When a Posting Information Disk is first set up, the computer will assign the name CTDAT (Church Treasurer Data) to it. If you are using the program for more than one organization within the church (Example: Sunday School), you may rename a second Posting Information Disk to reflect the name of the organization. C)hange Floppy Disk (Now _________) Floppy Data Disk Only: This Main Menu option displays the number of the Posting Information Disk in your data drive. The first Posting Information Disk you have will be automatically numbered 1. When it is nearly full, a message on the screen will indicate that you should prepare a second Posting Information Disk (using the New Disk option in the Utilities Menu). The second disk will be numbered 2, and so on. You can change to previous numbered disks at the Main Menu to display information and print reports. Note: (Floppy Disk) The Posting Information Disk number currently in your data drive will be displayed at the upper left on your screen along with the Posting Information Disk name. _____________________________________________ Q)uit End session (when selected from MAIN MENU). 2-2 GENERAL INFORMATION POSTING ROUTINES NORMAL RECORDING AND POSTING ROUTINE There are two basic ways you can approach the normal recording and posting of church transactions. 1. You can work directly with the computer and checkbook, entering the transactions into the computer and writing the checks. 2. During the month, at the time the checks are written or deposits are made, you can use a copy of the VIANSOFT(R) Church Treasurer Entry Sheet (found on the last page of this manual) to keep track of the information for each transaction. Use a separate sheet for each Bank Account. You can then enter all transactions (for the week, two weeks, or month) during a single session. When you go to enter the transactions into the computer, you will have all the information you need on the Entry Sheet. You will record and post income, expenses, transfers, etc. within each Bank Account. Change the Bank Account Code (at the Main Menu) to record and post to other Bank Accounts. Print the TRANSACTIONS BY ENTRY DATE (Journal) report. The list will show the order you entered the items into the computer. This is a journal of your entries for the session. YEAR END ROUTINE At the end of the year, you will have to consider the following: The transactions for the year are not completed until all deposits, checks, interest, special charges, etc. have been processed through the computer. Some of the figures needed may not be available on 1st of the new year. To handle this special situation, follow the procedure below: 1. Enter as many transactions for the old year as you can before the 1st of the new year. 2. Make a backup of the Posting Information for the old year. Floppy: Make a copy of the Posting Information 2-3 GENERAL INFORMATION POSTING ROUTINES Disk. Hard Disk: Backup all data files into a subdirectory named for the year. (Example: 1988) Note: There are several year end options that may be set in the Install option found in the Utilities Menu. Review these before you use the Year End option. Note: If there has been a designated contribution to a Budget Item and you did not overspend your budget for that item, the total designated contribution amount will be carried forward for the new year. If you overspent your budget for an item that has a designated contribution made to it, the computer will deduct the amount overspent from the designated contribution amount before carrying the designated contribution amount forward to the new year. If there is designated contribution money in more that one Bank Account for a specific item, the computer will deduct the amount overspent from the most active to the least active Bank Account until either the designated contribution amount for the item reaches zero or the overspent amount is equaled. The remainder of the designated contribution amount for the item is then carried forward to the new year. 3. In the Utilities Menu, choose the Year End Option. This option will set up your disk (or subdirectory) for the new year. Work through the Year End Option and return here. 4. After the Posting Information Disk (or subdirectory) is set for the new year, you may delete items with a zero balance that are no longer needed on the newly set up disk (or subdirectory). Note: On the disk or subdirectory set up for the new year, you may rename, renumber or move any Fund, Report Grouping or Budget Item/Category. 5. Print the TRANSACTIONS BY ENTRY DATE (JOURNAL) report to show the balance forward transactions for each Bank Account on the new 2-4 GENERAL INFORMATION POSTING ROUTINES disk. 6. Print the LOCATION OF FUNDS report to show the distribution of money in all Bank Accounts for all items. 7. Use the newly set up files to enter transactions from the first of the new year. Note: If you find it necessary to make further entries under the old year on the old disk or subdirectory (to include interest, etc.), make a corresponding entry on the new disk or subdirectory using the BALANCE FORWARD option in the ENTER TRANSACTIONS MENU. 8. Once all the Bank Accounts are completed, make a backup copy of the old disk (or subdirectory) for archive purposes. (Hard Disk: Also copy the completed old year posting information to the subdirectory you named for the old year.) 9. Follow your normal backup procedure with the new disk. 2-5 GENERAL INFORMATION POSTING ROUTINES RECORDING AND POSTING CHURCH ACTIVITIES TO A FUND You can track income and expenses for church activities using a single church Bank Account. Note: If you use a different Bank Account to pay expenses for an activity, you would transfer money to cover expenses for the activity to that different Bank Account. After the activity, transfer the same amount back to the Bank Account from which it came. Example: Fund: Church Activities Report Group: Pork & Oyster Supper Budget Item/Categories: Food Supplies Advertising Donations Ticket Sales Report Group: Christmas Bazaar Budget Item/Categories: Food Supplies Donations Craft Sales RECORDING AND POSTING INCOME AND EXPENSES FOR ORGANIZATIONS WITHIN YOUR CHURCH Each church organization that has separate Bank Accounts (checking, savings, etc.) and Fund, Report Grouping, Budget Item/Category structure should use a separate subdirectory or set of floppy disks to store the information. Hard Disk: The program will not be able to combine Posting Information from different subdirectories on a single report. Floppy Disk: Set the Posting Information Disk name of the disk to the organization name. Do this at the Main Menu. 2-6 GENERAL INFORMATION START UP SYSTEM Once you have set up the disk(s) and system, follow the procedure below to start up the VIANSOFT(R) Church Treasurer System. START UP SYSTEM Note: If you were just using another software product on your computer, restart your computer system. Hard Disk - Power up system; At C>, type cd tr (Press ENTER). Continue from Step 6 under Dual Floppy System. Single Drive System - Put DOS Disk in drive A, power up computer system. When you see the A>, replace the DOS disk with your PROGRAM/POSTING INFORMATION DISK. Continue from Step 6 under Dual Floppy System. Dual Floppy System: STEP NO. 1. Put PROGRAM DISK in drive A. 2. Put POSTING INFORMATION DISK in drive B. 3. Power up computer system. (If your computer sets the date and time automatically, skip Steps 4 and 5.) 4. Type in the date ...................Press ENTER 5. Type in the time ...................Press ENTER OR just ...................Press ENTER 6. Type: ct ...................Press ENTER (Always wait for disk drives to stop.) 7. The Title Screen and copyright notice for VIANSOFT(R) is shown on the monitor. .................Press ENTER The MAIN MENU is displayed on the monitor screen. 2-7 GENERAL INFORMATION CLOSE DOWN SYSTEM CLOSE DOWN SYSTEM STEP NO. 1. Type: q (for Quit) until you see on the monitor screen: Dual and Single Floppy Disk System: BACK UP POSTING INFORMATION DISK(S) USED. A>_ Note: Single Floppy System may not display the A> until you replace the PROGRAM DISK with the DOS COPY disk and press ENTER. Hard Disk System: BACK UP THE FOLLOWING DATA AND INDEX FILES: (list of files are displayed on the screen) 2. Follow procedure found in this General Information section under the heading BACKUP (page 2-9). 2-8 GENERAL INFORMATION BACKUP BACKUP It is most important that you follow a set backup procedure. There are a number of reasons why information on a disk may not be usable. If you have a backup, you will not have to redo all the information. << FLOPPY DISK: I M P O R T A N T >> IF YOU MUST RESORT TO YOUR BACKUP, ALWAYS MAKE A BACKUP COPY OF IT AND USE THE COPY IN THE SYSTEM. NEVER USE YOUR BACKUP..... ALWAYS MAKE A COPY OF IT AND USE THE COPY. IF SOMETHING WERE TO HAPPEN TO THE COPY, YOU STILL HAVE THE ORIGINAL BACKUP TO MAKE ANOTHER COPY. After each session with VIANSOFT(R), you must make a backup of all information affected during the session. Note: If someone sets up a backup procedure for you, be sure to have them explain how to get the backup information into your system if you need to redo information. Hard Disk: Follow directions using the BACKUP command found in the NOTES file on the disk. Single and Dual Floppy Disk: You have 3 disks that will be used to store your posting information. 1. Posting Information Disk 2. Posting Information Disk Backup #1 3. Posting Information Disk Backup #2 Every time you start up the system, you will always use the Posting Information Disk, not the backup disk. At the conclusion of the session, you will always leave VIANSOFT(R) by typing q (for Quit) from the MAIN MENU. Single Floppy: Read the following on Rotation of Backups. You will follow the instructions found in Appendix F to do the actual backup. The SOURCE disk is your PROGRAM DISK. The TARGET disk will be the appropriate backup disk. 2-9 GENERAL INFORMATION BACKUP END OF FIRST SESSION Dual Floppy Disk: STEP NO. 1. A message on the screen will remind you to BACK UP POSTING INFORMATION USED and you will see the A>_ 2. Type: diskcopy b: a: ...........Press ENTER (Remember, wait until disk drives stop.) 3. Remove the Program Disk from drive A. 4. After the first session with VIANSOFT(R), you will place the disk marked Posting Information Disk Backup #1 in drive A. ...........Press ENTER All information stored on the disk in drive B will be copied onto the disk in drive A. 5. Copy another? Type: n ...........Press ENTER 6. Remove the disk from drive A. (This is the copy.) 7. Use a felt-tip marker to put the date on the label of the Posting Information Disk Backup #1. 8. Remove the disk from drive B. The backup procedure has been completed. 9. Turn off the power to the system. END OF SECOND SESSION The backup procedure will be almost the same as for the end of the first session. For Step 4, you will use the disk marked Posting Information Disk Backup #2 instead of #1. END OF THIRD SESSION Follow procedure for the end of first session. You will be making a copy onto the disk marked Posting Information Disk Backup #1. 2-10 GENERAL INFORMATION FORMAT The old information from the end of session 1 will be replaced by the information recorded during session 3. END OF FOURTH SESSION Follow same procedure for the end of session 2. The information for session 4 will be copied onto the disk marked Posting Information Disk Backup #2. Continue to rotate backups in the sessions that follow. Monthly Backup Monthly, make a backup of the month's posting information and put it with the other archive disks. Do this once a month or more frequently if you feel there is a need. You would not have to keep these monthly backups past the end of the year. This is just another insurance that you would not have to redo the entire disk in case of a power failure. FORMAT << C A U T I O N >> If you format a disk which contains data on it, you will erase the data on the disk. Be sure that you format the correct disk. (This is one reason it is so important to have backups.) << If the computer system is already powered, you should see the A>_ (Hard Disk: C>_ ) before you begin the formatting procedure. (Skip steps 3, 4, and 5.) >> STEP NO. Dual Floppy Disk: 1. Place the DOS Copy in drive A. 2. Place disk to be formatted in drive B. 3. Power up system. 2-11 GENERAL INFORMATION EDIT/CHANGE COMMANDS 4. Type date...........................Press ENTER 5. Type time...........................Press ENTER --OR-- just.........................Press ENTER 6. Type: format b:/s (to format PROGRAM DISK) -OR- format b: (Hard Disk: format a:) (to format POSTING INFORMATION DISK and Key Disk) ................Press ENTER 7. Disks are in correct drives.........Press ENTER 8. Format another? Type: y (for Yes) -OR- Type: n (for No) BASIC EDIT COMMANDS Press ENTER to move the cursor (blinking underline) from one position to the next. When the cursor is at the position you want to edit, press the DEL (Delete) key. This will erase the information on the line. Type the correct information. <<Backspace will erase the character before the cursor position.>> The above basic editing procedure is used throughout the System. For more advanced edit techniques refer to Appendix A. Number Pad If you wish to use the number pad for posting, press the NUM LOCK key once. This will activate the number pad. To delete information on a line when using the number pad hold down the shift key and press the DEL key. 2-12 GENERAL INFORMATION KEY DISK USING A KEY DISK WITH A HARD DISK SYSTEM Using a Key Disk with a hard disk system will discourage the casual viewing of the income and expense information in the VIANSOFT(R) Church Treasurer. Note: If you require true security protection, you should investigate the many security programs available designed for the specific purpose of protecting data. Setting Up The Key Disk System Follow the directions for setting up the hard disk system and progress through the entire set up as if it were for a straight hard disk system. Once you have completed the regular set up, you will then set up the Key Disk. Step 1. Label a new disk, KEY DISK. 2. Place KEY DISK in drive A. 3. Format the KEY DISK in drive A. At the C>, Type: format a: ..................Press ENTER The Key Disk is already in drive A..Press ENTER Format another? Type: n (for No) 4. At the C>, Type: cd tr ..................Press ENTER You are now in the tr subdirectory which contains all of the VIANSOFT(R) Church Treasurer program and data. You will now copy the Treasurer program and your church name information onto the Key Disk in drive A. The data (Income and Expense information) will remain on the hard disk. 5. Type: copy ct.* a: .............Press ENTER 6. Type: copy ctsys1.dat a: .........Press ENTER 2-13 GENERAL INFORMATION KEY DISK You will now erase the Treasurer program from the subdirectory on the hard disk. 7. Type: erase ct.* .............Press ENTER 8. Type: erase ctsys1.dat .........Press ENTER Using The Key Disk Once you have set up the KEY DISK following the previous instructions, you are ready to use the Key Disk system when accessing the church income and expense information. To access the church income and expense information, at the C>: Step 1. Type: cd tr ..................Press ENTER 2. Place the KEY DISK in drive A. 3. Type: a: ..................Press ENTER 4. Type: ct ..................Press ENTER The VIANSOFT(R) Church Treasurer will function the same as for a hard disk system. The only difference is that you must put the Key Disk in drive A to access the church income and expense information. The computer is reading the program instructions from drive A instead of drive C. We suggest you make a duplicate copy of your KEY DISK and keep it in a safe place. Note: To change from a Key Disk system back to a straight hard disk system, you need only copy the files from the Key Disk to the hard disk subdirectory containing your church data (tr). 2-14 GENERAL INFORMATION TRACKING NON-MONETARY ASSETS NON-MONETARY ASSETS With the flexibility of the VIANSOFT(R) Church Treasurer you can keep track of non-monetary assets of the church. This is one example where the Special Transaction would be used. Set up a Bank Account called ASSETS. This is not an actual Bank Account. It will only be used to keep track of assets. Set up a Fund called Assets and a Report Grouping called Non-monetary. The Budget Items/Categories under the Report Grouping Non-monetary will be the names of your assets. After an expense has been recorded (using the ENTER EXPENSE screen) for what will be a major asset, you would add the amount of the asset (using the Special Transaction (S+)) to the appropriate Budget Item/Category in the Asset Fund. Include a comment describing the specific non-monetary asset. To depreciate the asset or when it is sold, subtract the amount (using the Special Transaction (S-)) to adjust the amount total for the appropriate Budget Item/Category. 2-15 GENERAL INFORMATION TROUBLESHOOTING DATA NOT CORRECT Possible causes: Break in electrical service. Fluctuation in power. Changed disk at the wrong time. Disk damaged. Track on disk not readable. If for any reason the data does not appear correct when displayed on the screen (or if you know one of the above has happened), you may try the Repair Index routine found in the Utilities section of this manual. If the information is still out of order, you must make a copy of your most recent backup and redo the entries from that point. After a break in electrical service or power fluctuation occurs, the member information data may appear to be correct on the screen. The internal commands linking the data and program may have been altered. It is wise to redo from the last backup whenever a power change occurs while the system is running and disks are in the drives. IMPROPER SHUTDOWN The VIANSOFT(R) Church Treasurer should always be exited by typing q (for Quit) from the Main Menu. If you no not do this, the information on your Posting Information Disk (or subdirectory) may not be stored correctly. VIANSOFT(R) will display a message the next time you start up the program alerting you to the situation. Best Solution: 1. If you have a series of backups, make a copy of a backup that would be prior to the problem occurring (This would not necessarily be the most recent backup for you may have backed up the problem onto your most recent backup. You may have to check the directory on the disk - consult your DOS manual). 2. Re-enter the transactions from that backup to the current date. (This copy of the backup is now your current Posting 2-16 GENERAL INFORMATION TROUBLESHOOTING Information. Use this information as your Posting Information when you make future entries.) 3. Print the Transactions By Entry Date (Journal) report. Include the dates for the transactions you just entered. 4. Compare the report you just printed with the previous report(s) for the same entries and/or verify the new entries made (not included on a previous report). 5. Make a backup of the corrected information. If you do not have a current backup: 1. Run the Repair option in the Utilities Menu. 2. Print the Transactions By Entry Date (Journal) report. Include the last two sessions information on the report. 3. Compare information on the report with the information you entered last time to see if it is all displayed correctly. 4. The next time you make a transaction entry (income, expense, transfer or special) print the Transactions By Entry Date (Journal) report from the same beginning date in Step 2 to the current date. 5. Compare the printed Journal from Step 2 to the one in Step 4. If they both display the correct transaction information, the Posting Information is correct. If they both do not display the correct information, you will not be able to use the Posting Information. Reconstruct the Posting Information from the point of a previous backup (see Best Solution) or from initial set up. Be sure to make regular backups of the Posting Information (See BACKUP in this section of the manual for Rotation Of Backups). 2-17 GENERAL INFORMATION TROUBLESHOOTING COMPUTER NOT WORKING Check power switches. Check cables (be sure cable connections are secure) Check for correct disk. Check to see if printer is "on line". ERROR MESSAGES It is possible for the computer not to be able to read a damaged disk. If you see on the screen: Turbo Access I/O Error you should try running the Repair from the Utilities Menu. ERROR #243 If this error number appears on your screen, you may need to have a config.sys file on your DOS (or Root Directory for hard disk). The config.sys file may need to have FILES = 20 Consult your DOS manual regarding this file. ERROR #153 Try to repair the indexes. If this does not solve the problem, make a copy of your most recent backup of the Posting Information and redo from the last back up. << I M P O R T A N T >> If you are not able to exit (Quit) the program through the normal procedure of typing q (for Quit) from the MAIN MENU, something has altered the information on the disks. Make a copy of your most recent POSTING INFORMATION and PROGRAM DISK and re-enter the data from the date of this backup to the present date. 2-18 BANK ACCOUNT (NOW) TROUBLESHOOTING BANK ACCOUNT (Now _________) To change the Bank Account Code displayed, From the MAIN MENU, Type: a (for Bank Account) The CHANGE BANK ACCOUNT screen is displayed. At the bottom of the screen, F10) Code List and Bank Account to change to is displayed. (The current Bank Account Code is displayed.) Press F10 (Function key 10) to display Bank Account Codes and Descriptions. Press F10 again (or ESC (Escape)) to return to the change BANK ACCOUNT screen. Press DEL (Delete) to erase the Bank Account Code displayed. Type the Bank Account Code for the Bank Account you wish to display. .............Press ENTER The MAIN MENU is displayed on your screen. The Bank Account (Now ) displays the new Bank Account Code. The new Bank Account Code will also be displayed at the upper right of other appropriate screens. You can now enter transactions in this Bank Account. Note: When you exit the program and start it up again the next time, the default Bank Account Code will be displayed on the Main Menu. (Refer to page 6-15 for details on setting the Default Bank Account Code.) 3-1 ENTER TRANSACTIONS MENU INCOME ENTER TRANSACTIONS MENU From the ENTER TRANSACTIONS MENU, you can do the following: . Enter Income (and Income Adjustments) . Enter Expenses (and Expense Adjustments) . Enter Transfers (from one Bank Account to another) . Enter Special Transactions . Enter Balance Forward Amounts . Print the TRANSACTIONS BY ENTRY DATE (LIST) (Journal of entries made during the session) . Return to the MAIN MENU ENTER INCOME From the Main Menu, Type: e (for Enter Transactions Menu) The ENTER TRANSACTIONS MENU is displayed on the monitor. Notes on entering income: All money to be placed into the Bank Account displayed at the top right of the screen using the ENTER INCOME screen will be considered income. Interest is added to a Bank Account through the ENTER INCOME screen. VIANSOFT(R) handles as many as eight item codes on a single entry screen. If the total amount of income is to be distributed to more than eight Fund or Budget Item/Category codes, divide the total amount into two or more entry screens for recording and posting purposes. You would include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. Procedure From the ENTER TRANSACTIONS MENU, Type: i (for Income) The ENTER INCOME MENU is displayed on the monitor. 4-1 ENTER TRANSACTIONS MENU INCOME Bank Account The Bank Account code is displayed (for the Bank Account you are presently working in) at the upper right of the screen. If this is not the Bank Account you want to enter income to, you can change the Bank Account code by choosing the Bank Account (Now _____) option from the Main Menu. From the ENTER INCOME MENU, Press F2 (Function Key 2) (for Enter Income) The ENTER INCOME screen is displayed on the monitor. Posting Date The Posting Date field displays the current date. The cursor (blinking underline) is positioned in the Posting Date field. Edit: If you wish to change this date to a previous date, press DEL (Delete) to erase the date displayed and/or just type the date at which you wish this ENTER INCOME entry to be posted and press ENTER. Note: Once you change the posting date, it will remain changed for other transactions until you change it again or leave the ENTER TRANSACTIONS section of the program. Note: If you post to a previous date and reports have already been printed, you may have to print new reports to accurately reflect this posting. When the correct posting date is displayed on the monitor, ..................Press ENTER Total Amount for this Entry Type the total amount to be entered into the Bank Account displayed for this ENTER INCOME screen. Note: Do not use decimal point or comma. Include dollars and cents. 4-2 ENTER TRANSACTIONS MENU INCOME Example: $6,756.89 type: 675689 ..............Press ENTER Note: If the amount is left at zero, the entry will not be recorded or posted. Set the Amount field to zero if you want to leave the ENTER INCOME screen without recording and posting information. Comment You may include a comment regarding this ENTER INCOME transaction of up to 30 characters. Type comment (Optional) ............Press ENTER Funds Or Designated Budget Items/Categories To Add To You can add income to a Fund or Budget Item/Category. Code The Default Fund Code is displayed. This should be for the General Operation Fund (the most active fund that the donations for General Local Church operations (Budgeted Items) would be placed in). Edit: Edit this Code if you want to record and post to a different Fund or Budget Item/Category. Press DEL (Delete) to erase the code and/or just type correct code. Code List: Press F10 to display a list of Fund, Report Group and Budget Item/Category Codes. Press F10 again (or ESC (Escape) to return to the ENTER INCOME screen. With the correct code displayed ....Press ENTER Description The Code Description is displayed to the right of the Code. T (Type) The type of Code is displayed (F for Fund, B for Budget Item/Category). Amount The amount (same as the Total Amount for this Entry) is displayed to the right of the Type (T) for the Fund or Budget Item/Category selected. 4-3 ENTER TRANSACTIONS MENU INCOME Total Amount Recorded and Posted to Default Fund (General Operation Fund) The Amount to the right of the Code, Description and T (Type) is to be recorded and posted to the Default Fund (General Operation Fund). Record And Post Income To record and post the Total Amount for this Entry to the Default Fund (General Operation Fund), .............Press Ctrl-q (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) The entry is recorded and posted. Total Amount Recorded and Posted to Default Fund (General Operation Fund) And Other Funds or Budget Items/Categories To divide the Total Amount for this Entry between the Default Fund (General Operation Fund) and other Funds and/or Budget Items/Categories: The Code, Description, Type (T) and Amount should be displayed for the Default Fund. The cursor (blinking underline) should be positioned under the Amount (to the right of the T (Type)). The Total Amount for this Entry is displayed. Edit the amount to the right of the Type (T). Type the amount to be recorded and posted to the Default Fund (General Operation Fund). (Include dollars and cents. Do not use decimal point or comma.) ..............Press ENTER The cursor (blinking underline) is positioned under the Code column directly below the code for the Default Fund (General Operation Fund). You will type the Code for another Fund or Budget Item/Category that will receive another part of the Total Amount for this Entry. Code List: Press F10 (Function Key 10) to display a list of Fund and Budget 4-4 ENTER TRANSACTIONS MENU INCOME Item/Category Codes on the monitor. (Use Pg Up (Page Up) and Pg Dn (Page Down) keys to view more than one code screen.) Press F10 again (or ESC (Escape)) to return to the ENTER INCOME screen. Type the Code for the second Fund or Budget Item/Category to receive part of the Total Amount for this Entry (Total Amount For This Entry is displayed near the top of the screen.) ..............Press ENTER The Description is automatically displayed for the second Code number. The Type (T) is displayed, F for Fund, B for Budget Item/Category. The difference between the Total Amount For This Entry and the amount for the first Code (General Operation Fund) is automatically displayed for the second Code in the Amount field to the right of the Description and Type (T). If more Budget Items/Categories or Funds are to receive money from this same ENTER INCOME entry, you would edit the second code amount to the amount to be recorded and posted for the code number, then press ENTER. Type another Code for a Fund or Budget Item/Category and so on for a maximum of 8 on this ENTER INCOME screen. The computer will monitor this entry to be sure the Amounts to the right of the Descriptions equal the Total Amount of the Entry displayed near the top of the screen. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type correct entry. Record And Post Income When the information is correctly displayed on the monitor, press Ctrl-q to record and post the information displayed on the monitor and return to the ENTER INCOME MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) 4-5 ENTER TRANSACTIONS MENU INCOME Total Amount Recorded and Posted to Funds or Budget Items/Categories other than the Default Fund (General Operation Fund) To record and post the Total Amount for this Entry to Funds and/or Budget Items/Categories not including the Default Fund (General Operation Fund): With the Default Fund Code displayed in the Code column, press the DEL (Delete) key to erase the code displayed. Code List: Press F10 (Function Key 10) to display a list of Fund and Budget Item/Category Codes on your screen. (Use Pg Up (Page Up) and Pg Dn (Page Down) keys to view more than one code screen.) Press F10 again (or ESC (Escape)) to return to the ENTER INCOME screen. Type the Code of the Fund or Budget Item/Category you wish to record and post to. ..............Press ENTER Edit the amount to the right of the Type (T) if you will not be posting the total amount to this one Fund or Budget Item/Category. The cursor position should be under the Amount (to the right of the T (Type)). Press the DEL (Delete) key to erase the amount. Type amount to be posted to the Fund or Budget Item/Category. (Include dollars and cents. Do not use decimal point or comma.) ..............Press ENTER If other Funds or Budget Items/Categories are to receive money on this ENTER INCOME entry, you would edit the second code amount, press ENTER. Type another Code for a Fund or Budget Item/Category and so on for a maximum of 8 on this ENTER INCOME entry screen. For each item entered, the difference between the Total Amount for this Entry and the sum of the Amounts for the Funds or Budget Items/Categories is automatically displayed for the last item code Amount. Note: For more than 8 items, divide the Total Amount to be placed into the Bank Account 4-6 ENTER TRANSACTIONS MENU INCOME ADJUSTMENT into sections and record and post each section separately. The computer will monitor this entry to be sure the Amounts to the right of the Descriptions equal the Total Amount of the Entry displayed near the top of the screen. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type correct entry. Record And Post The Income When the information is correctly displayed on the monitor, press Ctrl-q to record and post the information displayed on the monitor and display the ENTER INCOME MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. ENTER INCOME ADJUSTMENT The ENTER INCOME ADJUSTMENT screen is used to do the following: . Make a correction showing any money that was entered as income that should not have been entered as income . Correct an ENTER INCOME entry. Negate an income entry that was posted incorrectly . Enter amounts of member contribution checks returned for lack of funds (bounced checks) (the amount of the check was originally posted as income, but now the church income must be adjusted to show that the amount of the returned check is not included as income) . Remove money from one Fund or Budget Item/Category to be placed into another Fund or Budget Item/Category. (The income will be adjusted out of one Fund or Budget Item/Category and entered as income into another Fund or Budget Item/Category.) Note: If you need to reference a previous incorrect Income entry, you can print the 4-7 ENTER TRANSACTIONS MENU INCOME ADJUSTMENT TRANSACTIONS BY ENTRY DATE (Journal) (List) to the screen or printer. Procedure From the ENTER TRANSACTIONS MENU, Type: i (for Income) The ENTER INCOME MENU is displayed on the monitor. To access the ENTER INCOME ADJUSTMENT screen, Press F3 (Function Key 3) The ENTER INCOME ADJUSTMENT screen is displayed on the monitor. A message is displayed at the bottom of the screen to remind you that you are in Income Adjustment. If you wish to continue, type Y (for Yes). You will notice that the ENTER INCOME ADJUSTMENT screen looks almost exactly like the ENTER INCOME screen. Bank Account Code at the top right of the screen. Posting Date Current date is displayed (Can be edited. Type correct date) ..................Press ENTER Amount Type Total Amount to be taken out of the Funds or Budget Items/Categories affected. ...............Press ENTER Comment Include a comment that will clarify this income adjustment. (Example: Correction - last entry) ...............Press ENTER Funds Or Designated Budget Items/Categories Affected The cursor is positioned under the heading Code. Code List: Press F10 to access the Code List for reference. Use the Pg Up (Page Up) and Pg Dn (Page Down) keys to view Codes. Press F10 again (or ESC (Escape)) to return to the ENTER INCOME ADJUSTMENT screen. 4-8 ENTER TRANSACTIONS MENU INCOME ADJUSTMENT Type the Fund or Budget Item/Category Code affected or for Default Fund, ...............Press ENTER The total amount of this Income Adjustment is automatically displayed to the right of the Description. Edit: If the amount for this Income Adjustment is to be recorded and posted to more than one Fund or Budget Item/Category, edit the amount displayed to the right of the Description. Type in the amount to be adjusted for this Fund or Budget Item/Category for this Income Adjustment. ...............Press ENTER Note: The computer will make sure the amounts to be adjusted for the Funds or Budget Items/Categories equal the Amount displayed below the Posting Date field. The cursor (blinking underline) is now positioned below the first Code. Type the Code for another Fund or Budget Item/Category that is affected by this Income Adjustment (if applicable). ...............Press ENTER The Description is automatically displayed for the Code Number. The difference between the Amount displayed under the Posting Date (near the top of the screen) and the amount to the right of the Fund or Budget Item/Category Code Amount is automatically displayed. If more Funds or Budget Items/Categories are to be included in the Income Adjustment, edit the second Code amount, press ENTER. Type another Fund or Budget Item/Category Code, press ENTER, and so on for a maximum of 8 on this ENTER INCOME ADJUSTMENT screen. Note: For more than 8 items, divide the total adjustment amount into two or more sections. Use more than one ENTER INCOME ADJUSTMENT screen. Note: If you are correcting an error from the 4-9 ENTER TRANSACTIONS MENU EXPENSES previous ENTER INCOME entry, be sure you enter the Fund or Budget Item/Category codes and amounts the same way you did for the ENTER INCOME entry. This Adjustment will negate the ENTER INCOME entry. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type the correct entry. Record and Post Income Adjustment When the information is correctly displayed on the monitor, press Ctrl-q to record and post the information and display the ENTER TRANSACTIONS MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) The ENTER INCOME MENU is displayed on the monitor. Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. ENTER EXPENSES Notes on entering expenses: Expenses to be recorded and posted to the Bank Account code displayed at the top right of the screen will be entered using this menu option. If the total amount of an expense (for a single check) is to be deducted from more than eight Budget Item/Category codes, divide the total amount into two or more entry screens for recording and posting purposes. You would include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. The same check number would be used on each entry screen. Procedure From the ENTER TRANSACTION MENU, Type: e (for Expenses) The ENTER EXPENSE MENU screen is displayed on the monitor. 4-10 ENTER TRANSACTIONS MENU EXPENSES Bank Account The Bank Account code is displayed for the Bank Account you are recording and posting to at the upper right of the ENTER EXPENSE MENU screen. If this is not the Bank Account you want to record and post to, return to the MAIN MENU. There you can change the Bank Account code by choosing the MAIN MENU option, Bank Account (Now _____). Press F2 (Function Key 2). The ENTER EXPENSE screen is displayed on the monitor. Check Number The next check number for this Bank Account (checking account) is displayed. (If checks are not used with this Bank Account, a zero will be displayed.) Edit: Press the Up Arrow (cursor control) key to move the cursor (blinking underline) to the Check Number field. Type the correct check number. Be sure the correct check number is displayed. Press ENTER to move the cursor to the Posting Date field after editing. Posting Date The Posting Date field displays the current date. Edit: If you wish to change this date to a previous date, type the date you wish this ENTER EXPENSE entry to be posted. ...............Press ENTER Amount Type the total amount of this expense for this Enter Expense screen. ...............Press ENTER Note: If this amount is zero, the ENTER EXPENSE entry will not be recorded or posted. Payable to Type the name of the person or business to whom the money is paid. ...............Press ENTER Comment Type a comment regarding this ENTER EXPENSE entry of up to 30 characters (Optional). ...............Press ENTER 4-11 ENTER TRANSACTIONS MENU EXPENSES Budget Items/Categories To Subtract From The cursor is positioned under the heading Code. Code List: Press F10 to access the Budget Item/Category Code List for reference. Use the Pg Up (Page Up) and Pg Dn (Page Down) keys to view Codes. Press F10 again (or ESC (Escape)) to return to the ENTER EXPENSE screen. Type the Budget Item/Category Code affected. ...............Press ENTER The total amount of this expense is automatically displayed to the right of the Description. Note: Only a Budget Item/Category can have an expense. A Fund cannot have an expense. Edit: If the amount for this expense is to be recorded and posted to more than one Budget Item/Category, edit the amount displayed to the right of the Description. Type in the amount to be subtracted from this Budget Item/Category for this expense. ...............Press ENTER Note: The computer will make sure the amounts to be deducted from the Budget Items/Categories equal the Amount displayed below the Posting Date. The cursor (blinking underline) is now positioned below the first Code. Type the Code for another Budget Item/Category that part of the amount will be deducted from for part of this expense (if applicable). ...............Press ENTER The Description is automatically displayed for the Code Number. The difference between the Amount displayed under the Posting Date (near the top of the screen) and the amount to the right of the Budget Item/Category is automatically displayed. 4-12 ENTER TRANSACTIONS MENU EXPENSE ADJUSTMENT If more Budget Items/Categories are to be deducted from for this expense, edit the second Code amount, press ENTER. Type another Budget Item/Category Code, press ENTER, and so on for a maximum of 8 on this ENTER EXPENSE screen. Note: For more than 8 items, divide the total expense amount into two or more sections. Use more than one ENTER EXPENSE screen to record and post the expense to the same Check Number (if checking account). Edit: Use the Up and Down Arrows to move the cursor to the field needing correction. Type correct information. Record And Post The Expense When the information displayed on the monitor is correct, press Ctrl-q to record and post the expense and display the ENTER EXPENSE MENU. (Hold down the Ctrl (Control) Key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) from the ENTER EXPENSE MENU. The ENTER TRANSACTION MENU is displayed on the monitor. ENTER EXPENSE ADJUSTMENT The ENTER EXPENSE ADJUSTMENT is used to do the following: . Make a correction showing any money that was entered as an expense that should not have been entered as an expense . Correct an ENTER EXPENSE entry. Negate an expense that was entered incorrectly. Correct a mistake. . Record and Post Reimbursements This is money that was paid out by the church which is now being paid back to the church. The church paid this expense, but is now reimbursed for the amount. It was not an expense of the church. (Example: Church pays expense for Parsonage phone. Pastor reimburses church for personal long distance calls.) 4-13 ENTER TRANSACTIONS MENU EXPENSE ADJUSTMENT . Record and Post Refunds This is money refunded to the church for overpayment, etc. This is money that was thought to be an expense but has turned out to not be an expense. An adjustment is made to the expenses to show the refund. . Void Checks (church checking account checks) A check is written to pay an expense. For some reason, it had to be voided. It was an expense that was not deducted from the checking account at the bank. Therefore, it had not been an actual expense. An adjustment must be made to the expenses for this void check. Note: If you need to reference a previous incorrect Expense entry, you can print the TRANSACTIONS BY ENTRY DATE (List) to the screen or printer. Procedure From the ENTER TRANSACTION MENU, Type: e (for Expenses) The ENTER EXPENSE MENU screen is displayed on the monitor. To access the ENTER EXPENSE ADJUSTMENT screen, Press F3 (Function Key 3) The ENTER EXPENSE ADJUSTMENT screen is displayed on the monitor. A message is displayed at the bottom of the screen as a reminder to where you are in the program and asking you if you wish to continue. If you wish to continue, type Y (for Yes). You will notice that the ENTER EXPENSE ADJUSTMENT screen looks like the ENTER EXPENSE screen. Bank Account Code at the top right of the screen. Check Number Type church check number this Expense Adjustment is for (if the Bank Account does not use checks, leave at zero) ...............Press ENTER 4-14 ENTER TRANSACTIONS MENU EXPENSE ADJUSTMENT Posting Date Current date displayed. (Edit: Type correct posting date) ...............Press ENTER Total Amount To Be Adjusted Type Total Amount to be Adjusted for this ENTER EXPENSE ADJUSTMENT screen. ...............Press ENTER Note: If this amount is zero, the ENTER EXPENSE ADJUSTMENT entry will not be recorded or posted. Payable to If a check, type the name of the person or business the check was payable to (or leave blank, if not a checking account) ...............Press ENTER Comment Type a comment regarding this expense adjustment of up to 30 characters. ...............Press ENTER Budget Items/Categories Affected The cursor is positioned under the heading Code. Code List: Press F10 to access the Budget Item/Category Code List for reference. Use the Pg Up (Page Up) and Pg Dn (Page Down) keys to view Codes. Press F10 again (or ESC (Escape)) to return to the ENTER EXPENSE ADJUSTMENT screen. Type the Budget Item/Category Code affected. ...............Press ENTER The total amount of this expense is automatically displayed to the right of the Description. Note: Only a Budget Item/Category can have an expense adjustment. Edit: If the amount for this expense is to be recorded and posted to more than one Budget Item/Category, edit the amount displayed to the right of the Description. 4-15 ENTER TRANSACTIONS MENU EXPENSE ADJUSTMENT Type in the amount to be adjusted from this Budget Item/Category for this expense adjustment. ...............Press ENTER Note: The computer will make sure the amounts to be deducted from the Budget Items/Categories equal the Amount displayed below the Posting Date field. The cursor (blinking underline) is now positioned below the first Code. Type the Code for another Budget Item/Category that part of the amount will be adjusted from for this expense adjustment (if applicable). ...............Press ENTER The Description is automatically displayed for the Code Number. The difference between the Amount displayed under the Posting Date (near the top of the screen) and the amount to the right of the Budget Item/Category is automatically displayed. If more Budget Items/Categories are to be included in this expense adjustment, edit the second Code amount, press ENTER. Type another Budget Item/Category Code, press ENTER, and so on for a maximum of 8 on this ENTER EXPENSE ADJUSTMENT screen. Note: For more than 8 items, divide the total expense adjustment amount into two or more sections. Use more than one ENTER EXPENSE ADJUSTMENT screen to record and post the adjustment to the same Check Number (if checking account). Note: If you are correcting an error from the previous ENTER EXPENSE entry, be sure you enter the Budget Item/Category codes and amounts the same way you did for the ENTER EXPENSE entry. This Adjustment will negate the ENTER EXPENSE entry. Edit: You can edit the information displayed on the monitor by using the Arrow Keys to move the cursor (blinking underline) to the field needing correction. Press DEL (Delete) to erase the information at the cursor position. Type the correct information. 4-16 ENTER TRANSACTIONS MENU TRANSFER Record And Post Expense Adjustment When the information displayed is correct, press Ctrl-q to record and post the Expense Adjustment and display the ENTER EXPENSE MENU on the monitor. (Hold the Ctrl (Control) key down and press the letter q key, then quickly release both keys). Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. ENTER TRANSFER (BANK ACCOUNT TO BANK ACCOUNT) Note: To transfer money from Fund to Fund or Budget Item/Category to Budget Item/Category refer to Income Adjustment in this section of the manual. If more than eight Fund or Budget Item/Category codes, divide the total amount of the transfer into two or more entry screens for recording and posting purposes. You would include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. (The same check number would be used on each entry screen if transfer is from a checking account.) This option is used to transfer money from one Bank Account to another Bank Account. Procedure From the ENTER TRANSACTIONS MENU, Type: t (for Transfer) The ENTER TRANSFER MENU is displayed on the monitor. To display the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen, Press F2 (Function Key 2) The ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen is displayed on the monitor. Posting Date The current date is displayed. (Edit: Type the correct Posting Date) ...............Press ENTER Bank Account To Transfer FROM The Default Bank Account Code is displayed. 4-17 ENTER TRANSACTIONS MENU TRANSFER Edit: Type the code for the Bank Account you want to transfer money FROM. Code List: Press F10 to display the Bank Account Code List on your screen. Press F10 again (or ESC (Escape)) to return to the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen. When correct Bank Account Code is displayed on the monitor, .................Press ENTER Total Amount Of This Transfer Type the total amount to be transferred (Do not use decimal point. Include dollars and cents.) .................Press ENTER Note: If the Amount is zero, the transfer will not be recorded. Check Number Type church check number (if transfer FROM a church checking account) (Next check number to be used is displayed if default account). .................Press ENTER Bank Account To Transfer TO Type Bank Account Code of the Bank Account to transfer the money TO Default Bank Account Code is displayed. .................Press ENTER Code List: Press F10 to display Bank Account Code list. Press F10 (or ESC (Escape)) to return to the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen. Comment Type comment regarding this transfer. ...............Press ENTER Funds or Budget Items/Categories Affected What Funds or individual Budget Items/Categories will this transfer of money between bank accounts affect? 4-18 ENTER TRANSACTIONS MENU TRANSFER The cursor is positioned in the Code field. Code Type the Fund or Budget Item/Category Code the transfer will be recorded and posted to. (The Default Fund Code is displayed.) Example: You transfer $100.00 from the Savings Account to the Checking Account. You want $50.00 to be transferred for the Building Fund (from Savings to Checking) and $50.00 to be transferred for the Organ Fund (Savings to Checking). Edit the Code if necessary. Type correct Code. Code List: Press F10 to display Fund, Report Grouping and Budget Item/Category Codes. (Use Pg Up and Pg Dn keys to view complete code list.) Press F10 again (or ESC (Escape)) to return to the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen. When the correct Code is displayed on the screen, .................Press ENTER The Description, Type (T) and Amount of the Transfer is automatically displayed to the right of the Code. Note: The Type (T) indicates B (for Budget Item/Category) or F (for Fund). The cursor (blinking underline) is positioned in the Amount field to the right of the Description and the Type (T). If the transfer involves more than the one Budget Item/Category or Fund, edit the Amount. Edit: Press the DEL (Delete) key to erase the amount displayed and/or type the correct amount for this transfer (for this Budget Item/Category or Fund). .................Press ENTER Type the second Fund or Budget Item/Category Code involved in this transfer (if applicable). .................Press ENTER The computer will monitor the Amounts for the Funds and/or Budget Items/Categories affected so they equal the Total Amount of This 4-19 ENTER TRANSACTIONS MENU SPECIAL Transfer. Note: For more than 8 items, you would divide the transfer into two or more sections. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type the correct entry. Record And Post TRANSFER OF MONEY BETWEEN BANK ACCOUNTS When the information is displayed correctly on the monitor, press Ctrl-q to record and post the Transfer and display the ENTER TRANSFER MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU screen. ENTER SPECIAL TRANSACTION The Special Transaction option is included to give VIANSOFT(R) the flexibility of Transaction Entry for individual church accounting applications. This Special Transaction option will be used whenever you want to enter transactions that should not be considered income or expenses. The ENTER SPECIAL TRANSACTION is included for special needs of individual congregations. Under most situations, you will be able to record and post Income and Expenses using the Income and Expenses options on the ENTER TRANSACTIONS MENU. Any entries made using the ENTER SPECIAL TRANSACTION screen will not be included on reports as income or expenses. The Special Transaction will appear in a separate section on certain reports or on a separate report (All entries will appear on the Journal). Using the ENTER SPECIAL TRANSACTION screen, you will be able to Add or Subtract money from a Fund or Budget Item/Category within a Bank Account. 4-20 ENTER TRANSACTIONS MENU SPECIAL If the total amount of a Special Transaction is to include more than eight Fund or Budget Item/Category codes, divide the total amount of the Special into two or more entry screens for recording and posting purposes. You would include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. Procedure From the ENTER TRANSACTIONS MENU, Type: s (for Special) The SPECIAL ENTRY MENU screen is displayed on the monitor. A warning is displayed at the bottom of the screen that Special Entries will not be included on reports of income or expenses. At the SPECIAL ENTRY MENU, Press F2 (Function Key 2) Bank Account The Bank Account Code is displayed for the Bank Account you are entering the Special Transaction to at the upper right of the ENTER SPECIAL TRANSACTION screen. Posting Date The current date is displayed. Edit: If you wish to change this date to a previous date, type the date you wish this ENTER SPECIAL TRANSACTION entry to be posted. ...............Press ENTER Amount Type the total amount for this ENTER SPECIAL TRANSACTION entry. (Do not use decimal point. Include dollars and cents.) ...............Press ENTER Note: If the amount is zero, the ENTER SPECIAL TRANSACTION will not be recorded. Add To Or Subtract From Bank Account Balance You can add or subtract an amount from the Bank Account balance. To add ...............Press ENTER -OR- 4-21 ENTER TRANSACTIONS MENU SPECIAL To subtract type s (for Subtract) ...............Press ENTER Comment Type a comment regarding this ENTER SPECIAL TRANSACTION entry of up to 30 characters. ...............Press ENTER Funds or Budget Items/Categories Affected The cursor is positioned at the Code field. Code List: Press F10 to display the Budget Item/Category and Fund Code List for reference. (Use Pg Up and Pg Dn keys to view the complete Code List.) Press F10 again (or ESC (Escape)) to return to the ENTER SPECIAL TRANSACTION screen. Type the Budget Item/Category or Fund Code affected. ...............Press ENTER The Description, Type (T) and Amount is automatically displayed on the screen. The Amount to the right of the Description and Type (T) is the same as the Total Amount shown near the top of the screen. Edit the amount to the right of the Type (T) if there is more than one Fund or Budget Item/Category affected. Press the DEL (Delete) key to erase the amount displayed and/or type the correct amount. ...............Press ENTER Type a second Budget Item/Category or Fund Code affected (if applicable). ...............Press ENTER The difference between the Amount shown at the top of the screen and the Amount shown for the first Budget Item/Category is displayed for the second Budget Item/Category Amount. The computer will monitor the entries to be sure the Amounts to the right of the Descriptions equal the Total Amount of the entry displayed at the top of the screen. 4-22 ENTER TRANSACTIONS MENU BALANCE FORWARD Note: For more than 8 items, divide the entry into two or more sections using two or more ENTER SPECIAL TRANSACTION screens. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type the correct entry. Record And Post SPECIAL TRANSACTION When the information displayed on the screen is correct, press Ctrl-q to record the SPECIAL TRANSACTION and display the SPECIAL ENTRY MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. BALANCE FORWARD The Balance Forward option is used to do the following: . Enter amounts of money into Funds or Designated Budget Items/Categories (for each Bank Account) during the initial set up of the program. . Enter amounts of money into Funds or Designated Budget Items/Categories (in each Bank Account) once the Bank Account statements have arrived for the last month of the previous year (See Year End Routine). The transaction will be labeled Balance Forward (BF) and will be displayed on appropriate reports. IMPORTANT - To set up a new Posting Information Disk (floppy data disk system), see New Disk option in the Utilities Menu. To set up your Posting Information (Disk or Subdirectory) for the new year, see the Year End Procedure in the General Information section of this manual. If the total amount of a Balance Forward entry is to include more than eight Fund or Budget Item/Category codes, divide the total amount into two or more entry screens for recording and posting purposes. 4-23 ENTER TRANSACTIONS MENU BALANCE FORWARD Procedure From the ENTER TRANSACTIONS MENU, Type: b (for Balance Forward) The Balance Forward Entry Menu is displayed on the monitor. Press F2 (Function Key 2) to display the ENTER BALANCE FORWARD screen. Posting Date The current date is displayed. Edit: If you wish to change this date to a previous date, type the date you wish this Balance Forward entry to be posted. ...............Press ENTER Amount Type the total amount for this BALANCE FORWARD entry. (Do not use decimal point. Include dollars and cents.) ...............Press ENTER Note: If the amount is zero, the entry will not be recorded. Balance Forward Add TO or Subtract FROM You can add or subtract Balance Forward amounts for a Fund or Budget Item/Category. (Subtraction allows you to correct an error.) The letter A (for Add) is displayed. To add a Balance Forward amount to a Fund or Budget Item or Category, ...............Press ENTER To subtract a Balance Forward amount from a Fund or Budget Item or Category, Type: s (for Subtract) .............Press ENTER Comment Type a comment of up to 30 characters regarding this Balance Forward entry. .......Press ENTER Funds Or Budget Items/Categories Affected The cursor is positioned in the Code field. Code List: Press F10 to display the Fund, Report Grouping and Budget Item/Category Code List for reference. 4-24 ENTER TRANSACTIONS MENU BALANCE FORWARD (Use Pg Up and Pg Dn keys to view the complete Code List.) Press F10 again (or ESC (Escape)) to return to the ENTER BALANCE FORWARD screen. Type the Fund or Budget Item/Category Code affected. ...............Press ENTER The Description, Type (T) and Amount are automatically displayed on the monitor. The Amount to the right of the Description and Type (T) is the same as the Amount shown near the top of the screen. Edit the amount to the right of the Type (T) if there is more than one Fund or Budget Item/Category affected. Edit: Type the correct amount. With the correct amount displayed, ...............Press ENTER Type other Fund or Budget Item/Category codes affected (if applicable). Note: The difference between the Amount shown at the top of the screen and the Amount for the first Fund or Budget Item/Category is displayed for the second Fund or Budget Item/Category Amount. The computer will monitor the entries to be sure the Amounts to the right of the Descriptions equal the Amount displayed at the top of the screen. The system will not allow you to record and post the entry information until the Amounts are equal. Note: For more than 8 Funds or Budget Items/Categories, divide the entry into two or more sections using two or more Enter Balance Forward screens. Edit: Use Up and Down Arrow (cursor control) keys to move the cursor to the information needing correction. Press the DEL (Delete) key. Type the correct information. 4-25 ENTER TRANSACTIONS MENU TRANSACTIONS BY ENTRY DATE (JOURNAL) Record And Post BALANCE FORWARD When the information is displayed on the screen correctly, press Ctrl-q to post and record the BALANCE FORWARD entry and display the BALANCE FORWARD ENTRY MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. TRANSACTIONS BY ENTRY DATE (Journal) The TRANSACTIONS BY ENTRY DATE report should be printed: . At the end of the session, for all Bank Accounts you have posted to (Journal) . To verify entries made between two dates . To display an incorrect entry's information so that you will be able to make an adjustment (you can print to the screen or printer for reference) . To provide information regarding the entries to determine errors when proving the Bank Account statement . To show an audit trail of entries made over specified dates You will be able to print the report for other Bank Accounts without changing the Bank Account Code at the Main Menu. You will indicate other Bank Account Codes after the report for each Bank Account is printed. Print Journal From the ENTRY MENU, Type: l (letter L) (for List) Entry Dates First Date to be Included: The current date is displayed. If the report is to be printed for the current date displayed, just ...............Press ENTER 4-26 ENTER TRANSACTIONS MENU TRANSACTIONS BY ENTRY DATE (JOURNAL) Edit: You can specify the first date to be included on the report. Type in the date you want this report to begin with, then press ENTER. Last Date to be Included: If the last date to be included on the report is the current date, just .............Press ENTER Edit: You can specify the last date to be included on the report. Type in the date you want this report to end with, then press ENTER. Floppy Disk: multiple disks. Run the report for dates recorded on the disk. If the first date is not found on the Posting Information Disk in your designated data drive, a message is displayed with the first date on the disk. For multiple disks, run the report for each disk. Hard Disk: You will not be able to span the report over multiple subdirectories. Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ...............Press ENTER Report being generated. If s (for Screen), the TRANSACTIONS BY ENTRY DATE report is printed on the screen. (Type c (for Continue) to display the next page or type q (for Quit). Note: If you end a report before it is complete a message is displayed alerting you that the report is incomplete. 4-27 ENTER TRANSACTIONS MENU TRANSACTIONS BY ENTRY DATE (JOURNAL) Report complete ....................Press ENTER Do you want to print report for another Bank Account? Type: y (for Yes) or n (for No) If y (for Yes), type Bank Account Code for report. Code List: Press F10 to display list of Bank Account Codes and descriptions. (Press F10 again to return to change the Bank Account.) Type Bank Account Code .............Press ENTER Note: The report for the second Bank Account will be generated using the same dates and Output To as the first report. You should print the report for all Bank Accounts with activity during the session by repeating the steps outlined previously. Report Description The following information is included on the TRANSACTIONS BY ENTRY DATE (Journal) report: . Date of the Report . Bank Account (Code) . Report Period Beginning (Date) . Report Period Ending (Date) The following information is listed for each Entry Date listed on the report: . Posting Date . Transaction Type Transaction Type (T) Codes I Income IA Income Adjustment E Expense EA Expense Adjustment TI Transfer In TO Transfer Out S+ Special Transaction (Add) S- Special Transaction (Subtract) BF Balance Forward . Item Code 4-28 ENTER TRANSACTIONS MENU TRANSACTIONS BY ENTRY DATE (JOURNAL) . Check Number (if applicable) . Item Amount (each amount within an entry) . Entry Total (Total Amount for the entry) . Description/Pay To/Comment . Totals for Bal Fwd, Expense (sum of E & EA), Income (sum of I & IA), Special (sum of), Transfer (sum of) . Beginning Balance (for beginning of report) . Total for Report Period (the sum of the transaction for the report (+ and -)) . Ending Balance (at the end of the report period) Quit To return to the MAIN MENU from the ENTER TRANSACTIONS MENU, Type: q (for Quit) The MAIN MENU is displayed on the monitor. Important: To EXIT (Quit) the VIANSOFT(R) Church Treasurer you must type q (for Quit) from the MAIN MENU. 4-29 REPORTS MENU TRANSACTIONS BY ITEM REPORTS MENU To access the REPORTS MENU from the MAIN MENU, Type: r (for Reports). From the REPORTS MENU, you can print (on the screen or to the printer) . Transaction Reports . Expense Reports . Income Reports . Adjustment Report . Transfer Report . Special Transaction Report . Budget vs Expenses Report . Income vs Expenses Report . Location Of Funds Report . Bank Account Reports . Code Lists Note: An amount displayed in parentheses on a report is deducted from the Bank Account. TRANSACTIONS BY ITEM REPORT This report shows the Balance Forward, Income, Expenses, Specials and Transfers for each item within the dates selected for the report for a Bank Account. You can print the TRANSACTIONS BY ITEM report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: a (for Transactions By Item Report) Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER 5-1 REPORTS MENU TRANSACTIONS BY ITEM Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. 5-2 REPORTS MENU TRANSACTIONS BY ITEM When the report filter is set, .....Press ENTER Print Report For Items Within Report Filter A)ll Items W)ith Activity Only Type: a (for All Items selected in filter) -OR- Type: w (for Items With Transaction Activity selected in Report Filter) Output To Type: p (for Printer), s (for Screen) or q (for Quit) Note: If s (for Screen), the report is displayed one item at a time. (Press c (for Continue) to view other items on the monitor.) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. 5-3 REPORTS MENU TRANSACTIONS BY ITEM Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. Report Description The TRANSACTIONS BY ITEM report includes the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Dates (beginning and end dates for report) Information for each Fund, Report Grouping and/or Budget Item/Category for Balance Forward, Income, Expenses, Transfers and Special Transactions includes: . Item (Code) . Posting Date . Check Number (Church Check - if applicable) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Explanation (for checks, payable to) . Sub Total for Report Period (for each Transaction Type - Expenses, Income, Specials, Transfers) . Item Total (includes all Transaction Types for each item) 5-4 REPORTS MENU TRANSACTIONS BY ENTRY TYPE TRANSACTIONS BY ENTRY TYPE REPORT This report is a listing of all transactions of the selected items arranged by Transaction Type - Balance Forward, Expenses, Income, Special, Transfers. Within the Transaction Type, the transactions are arranged by Posting Date for the dates selected. You can print the TRANSACTIONS BY ENTRY TYPE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: b (for Transactions By Entry Type Report) Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- 5-5 REPORTS MENU TRANSACTIONS BY ENTRY TYPE Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). 5-6 REPORTS MENU TRANSACTIONS BY ENTRY TYPE If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. Report Description The TRANSACTIONS BY ENTRY TYPE report includes the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Dates (beginning and end dates for report) Information for each entry under the Entry Type headings Balance Forward, Income, Expenses, Transfers and Special Transactions includes: . Posting Date . Check Number (Church Check - if applicable) . Item (Code) 5-7 REPORTS MENU TRANSACTIONS BY ENTRY DATE (JOURNAL) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Explanation (for checks, payable to) . Total for Posting Period (for each Entry Type) . Grand Total (Sum of all Transaction Types for the dates specified) TRANSACTIONS BY ENTRY DATE REPORT (Journal) The TRANSACTIONS BY ENTRY DATE report lists the transactions in entry date order (Journal) for the Bank Account. This report is used to verify transaction entry dates (audit trail). From the ENTRY MENU, Type: c (for Transactions By Entry Date) Entry Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER Floppy Disk: The report dates must be contained on the floppy disk. Output To Type: p (for Printer), s (for Screen) or q (for Quit) Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). 5-8 REPORTS MENU TRANSACTIONS BY ENTRY DATE (JOURNAL) When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Report Description The following information is included on the TRANSACTIONS BY ENTRY DATE (Journal) report for each Entry Date listed on the report: . Date of the Report . Bank Account (Code) . Posting Date . Transaction Type Transaction Type (T) Codes I Income IA Income Adjustment E Expense EA Expense Adjustment TI Transfer In TO Transfer Out S+ Special Transaction (Add) S- Special Transaction (Subtract) . Item Code . Check Number (if applicable) . Item Amount (each amount within an entry) . Entry Amount (Total Amount for an entry) . Pay To/Comment . Totals for Bal Fwd, Expense (sum of E & EA), Income (sum of I & IA), Special (sum of), Transfer (sum of) . Beginning Balance (for beginning of report) . Total for Report Period (the sum of the transactions for the report (+ and -)) . Ending Balance (at the end of the report period) This information will appear for all entries posted for the dates specified. 5-9 REPORTS MENU EXPENSES BY POSTING DATE EXPENSES BY POSTING DATE REPORT This report lists Expenses and Expense Adjustments arranged by Posting Date. You can print the EXPENSES BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and ending date for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: d (for Expenses By Posting Date Report) Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. 5-10 REPORTS MENU EXPENSES BY POSTING DATE Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). 5-11 REPORTS MENU EXPENSES BY POSTING DATE When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. Report Description The EXPENSES BY POSTING DATE report includes the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Check Number (Church Check, if checking account) . Amount . TR TP (Transaction Type: See Appendix E) . Payable To . Comment . Expenses for Posting Period (Total) (This total includes Expenses and Expense Adjustments only) 5-12 REPORTS MENU EXPENSES BY ITEM EXPENSES BY ITEM REPORT This report lists totals for each item in all Bank Accounts with summary totals for each Report Grouping and Fund. The EXPENSES BY ITEM report is a year-to-date report by item for all Funds, Report Groupings and Budget Items/Categories within all Bank Accounts. From the REPORTS MENU, Type: e (for Expenses By Item) Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget 5-13 REPORTS MENU EXPENSES BY ITEM Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. 5-14 REPORTS MENU INCOME BY POSTING DATE Report Description The EXPENSES BY ITEM report includes the following information: . Date of the Report . Funds (Descriptions) . Report Groupings (Descriptions) . Budget Items/Categories (Descriptions) . Amount (for each Budget Item/Category) . Report Grouping Total Expenses . Fund Total Expenses . Grand Total Expenses (year-to-date) (for items indicated) INCOME BY POSTING DATE REPORT This report lists the Income and Income Adjustment Transactions within the dates selected for the items selected for the Bank Account. You can print the INCOME BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORT MENU, Type: f (for Income By Posting Date Report) Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. 5-15 REPORTS MENU INCOME BY POSTING DATE Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) 5-16 REPORTS MENU INCOME BY POSTING DATE If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. 5-17 REPORTS MENU TRANSFERS BY POSTING DATE Report Description The INCOME BY POSTING DATE report includes the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Comment . Income for Posting Period (Total) TRANSFERS BY POSTING DATE REPORT This report lists Transfers In (TI) and Transfers Out (TO) Transactions within the dates selected for the items selected for the Bank Account. You can print the TRANSFERS BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: g (for Transfers By Posting Date) Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER 5-18 REPORTS MENU TRANSFERS BY POSTING DATE Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER 5-19 REPORTS MENU TRANSFERS BY POSTING DATE Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. 5-20 REPORTS MENU ADJUSTMENTS BY POSTING DATE Report Description The TRANSFERS BY POSTING DATE report includes the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount . TRAN TYPE (Transaction: See Appendix E) . Comment . Total Transfers for Posting Period ADJUSTMENTS BY POSTING DATE REPORT This report lists the Income Adjustments and Expense Adjustments Transactions within the dates selected for the items selected for the Bank Account. The ADJUSTMENTS BY POSTING DATE report lists only the adjustments made within the specified dates to the specified account. You can print the Adjustment Report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: h (Adjustments By Posting Date) Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously 5-21 REPORTS MENU ADJUSTMENTS BY POSTING DATE printed report is displayed). ..................Press ENTER Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report 5-22 REPORTS MENU ADJUSTMENTS BY POSTING DATE Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report 5-23 REPORTS MENU SPECIALS BY POSTING DATE Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. Report Description The ADJUSTMENTS BY POSTING DATE report includes the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Comment . Total Adjustments for Posting Period (This amount is the combined totals for adjustments into and out of the Bank Account.) SPECIALS BY POSTING DATE REPORT This report lists the Special Transactions (+ and -) within the dates selected for the items selected for the Bank Account. You can print the SPECIALS BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. Note: Special Transactions include Balance Forward. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: i (for Specials By Posting Date) 5-24 REPORTS MENU SPECIALS BY POSTING DATE Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget 5-25 REPORTS MENU SPECIALS BY POSTING DATE Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). When correct Bank Account Code is displayed, ..................Press ENTER Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. 5-26 REPORTS MENU BUDGET VS EXPENSES Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. Report Description The SPECIALS BY POSTING DATE report includes the following information: . Date of the Report . Bank Account (Code) . Bank Account (Description) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Comment . Total Special Transactions for Posting Period BUDGET VS EXPENSES REPORT This report lists the money designated to each item through Income and Balance Forward entries. The Budget and Expenses to date are displayed and the Amount Available is computed by subtracting Expenses from Balance Forward/Income plus Budget. The BUDGET VS EXPENSES report is a year-to-date report. From the REPORTS MENU, Type: j (for Budget vs Expenses Report) 5-27 REPORTS MENU BUDGET VS EXPENSES Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER 5-28 REPORTS MENU BUDGET VS EXPENSES Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. Report Description The BUDGET VS EXPENSES report includes the following information: . Date of the Report . Fund(s), Report Grouping(s) and Budget Items/Categories Included on the Report Information for each entry includes: . Balance Forward/Income . Budget . Expense . Amount Available (Expense subtracted from Bal Fwd/Income plus Budget amount) . Subtotals for each Report Grouping . Fund Totals . Grand Totals 5-29 REPORTS MENU INCOME VS EXPENSES INCOME VS EXPENSES REPORT This report lists the Income, Expenses and Balance Forward amounts for each item. The item balance is computed by subtracting Expenses from Income plus Balance Forward. This report includes all Bank Accounts. The INCOME VS EXPENSES report is a year-to-date report. From the REPORTS MENU, Type: k (for Income vs Expenses Report) Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report 5-30 REPORTS MENU INCOME VS EXPENSES Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. 5-31 REPORTS MENU LOCATION OF FUNDS Report Description The INCOME VS EXPENSES report includes the following information: . Date of the Report . Fund (Description) . Report Grouping (Description) . Budget Item/Category (Description) . Balance Forward (for Fund and Budget Item/Category) . Income (for Fund and Budget Item/Category) . Expenses (for Fund and Budget Item/Category) . Balance (for Fund and Budget Item/Category) (The Balance is the Expenses subtracted from the Income plus the Balance Forward amount.) . Fund Totals (Bal Fwd, Income, Expenses, Balance) . Totals (for report) An asterisk (*) to the right of an item description indicates that this Fund or Budget Item/Category has money in more than one Bank Account. LOCATION OF FUNDS REPORT This report lists the location of money for each Fund and Budget Item/Category within all Bank Accounts. The LOCATION OF FUNDS REPORT includes all Bank Accounts. It is a year-to-date report. From the REPORTS MENU, Type: l (letter L) (for Location Of Funds Report) Predefined Report Filter (displayed if a report filter has previously been saved) Type number of predefined filter or Press ENTER. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. 5-32 REPORTS MENU LOCATION OF FUNDS Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the Pg Dn (Page Down) and Pg Up (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, .....Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER 5-33 REPORTS MENU LOCATION OF FUNDS Save Report Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. ..................Press ENTER Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. Report Description The LOCATION OF FUNDS report includes the following information: . Date of the Report . Fund (Description) . Report Grouping (Description) . Item (Description) Information about each Fund and Item included: . Bank Account Description (all Bank Accounts that contain money for the Fund or for an Item within the Fund) . Amount (in each Bank Account) . Item Total . Fund Total . Summary of Fund (by Bank Account) . Final Fund Total 5-34 REPORTS MENU SINGLE BANK ACCOUNT STATUS SINGLE BANK ACCOUNT STATUS REPORT This report will summarize the activity for a single bank account for a specified period of time. You can set the beginning and end dates of the SINGLE BANK ACCOUNT STATUS report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: m (for Single Bank Account Status) Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed) ..................Press ENTER Type last date to be included on the report (current date or last date from previously printed report is displayed). ..................Press ENTER Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Print Report For Other Bank Accounts (if you have more than one Bank Account) Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (F10 for Bank Account Code List). When correct Bank Account Code is displayed, ..................Press ENTER 5-35 REPORTS MENU ALL BANK ACCOUNTS SUMMARY Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Report Description The totals will include money from all Funds and Budget Items/Categories within the specified Bank Account. The SINGLE BANK ACCOUNT STATUS report includes the following information: . Date of Report . Bank Account (Code) . Report Dates (begin and end date of report) Information for the Bank Account includes: . Beginning Balance . Income for Period . Expenses for Period . Transfers for Period . Special Transactions for Period . Ending Balance ALL BANK ACCOUNTS SUMMARY REPORT This report displays a year-to-date summary of activity for each Bank Account. The totals will include money from all Funds and Budget Items/Categories within each Bank Account and a Grand Total. From the REPORTS MENU, Type: n (for All Bank Accounts Summary Report) Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER 5-36 REPORTS MENU ITEM CODE LIST Report Description The ALL BANK ACCOUNTS SUMMARY report includes the following information: . Date of the Report Information for each Bank Account includes: . Bank Account (Code and Description) . Balance Forward . Income . Expenses . Transfers . Special . Balance . Totals (Year-to-date) ITEM CODE LIST This list includes the Code number and Description of the Fund with its Report Grouping and Budget Item/Category Codes and Descriptions. This option prints the same list that is displayed on the screen when you press F10 to reference a Fund, Report Grouping and Budget Item/Category Code. From the REPORTS MENU, Type: o (for Item Code List) Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER 5-37 REPORTS MENU BANK ACCOUNTS CODE LIST Report Description The ITEM CODE LIST includes the following information: . Date of the Report . Fund Code . Fund Description . Report Grouping Code . Report Grouping Description . Budget Item/Category Code . Budget Item/Category Description BANK ACCOUNTS CODE LIST This list includes the Code, Description and Comment for each Bank Account. This prints the same list that is displayed on the screen when you press F10 to reference a Bank Account Code. From the REPORTS MENU, Type: p (for Bank Accounts Code List) Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. ..................Press ENTER Report complete. ..................Press ENTER Report Description The BANK ACCOUNT CODE LIST includes the following information: . Date of the Report . Bank Account Code . Bank Account Description . Bank Account Comment QUIT To return to the MAIN MENU, Type: q (for Quit) from the REPORTS MENU. 5-38 DISPLAY/EDIT MENU DISPLAY/EDIT MENU From the DISPLAY/EDIT MENU you can do the following: . Display . Edit . Add . Delete To the following information: . Budget Item/Category . Report Grouping . Fund . Bank Account . Church Information (display and edit only) Notes on Display/Edit: When the DISPLAY/EDIT MENU is first displayed at the bottom of the monitor, choose one of the following options by typing the first letter of the option you choose (or F10 (for Code List)): . F10) Code List . Find . Add . Quit After a Code and its information is displayed on the monitor, choose one of the following options by typing the first letter of the option you choose (or F10 (for Code List)): . F10) Code List . Find . Edit . Previous (Display Previous Code) . Next (Display Next Code) . Add . Delete . Quit (Return to DISPLAY/EDIT MENU) Note: Edited information or additions made on the screen are included only after you press Ctrl-q. 6-1 DISPLAY/EDIT MENU BUDGET ITEM/CATEGORY BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU From the DISPLAY/EDIT MENU, Type: b (for Budget Item) The BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU is displayed on the monitor. Code List Press F10 to display a list of Codes for reference. (Use Pg Dn (Page Down) and Pg Up (Page Up) keys if list is more than one screen.) Press F10 again (or ESC (Escape)) to return to the BUDGET ITEM/CATEGORY DISPLAY/EDIT screen. Find Choose this option to locate a Budget Item/Category Code quickly. After typing f (for Find), you will type the Budget Item/Category Code .........Press ENTER (Code List) Press F10 to view a list of Codes. If the Code you typed cannot be located on the computer (you made a mistake in typing), a message at the bottom of the screen will tell you it is not a Budget Item/Category Code. Type the correct code (you can view the Code List again, if necessary (F10)). When the correct Budget Item/Category Code is displayed on the monitor, ..................Press ENTER Edit Once a Budget Item/Category Code is displayed on the monitor, choose this option to make a correction or change information. Type: e (for Edit). Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. Press the DEL (Delete) key to erase the information at the cursor position. (Code List) Press F10 to view a list of Codes. Type the correct information. Press Ctrl-q when all information is displayed correctly on the monitor. (Hold down the Ctrl 6-2 DISPLAY/EDIT MENU BUDGET ITEM/CATEGORY (Control) key and press the letter q key, then quickly release both keys.) Previous Once a Budget Item/Category Code is displayed on your screen, choose this option to view the previous Budget Item/Category Code information. Type: p (for Previous) Next Once a Budget Item/Category Code is displayed on your screen, choose this option to view the next Budget Item/Category Code information. Type: n (for Next) Add Choose this option to add a new Budget Item/Category Code. Type: a (for Add) The cursor (blinking underline) is positioned to the right of the words Item Code at the top of the screen. (Code List) Press F10 to view a list of Codes previously entered. Type the Budget Item/Category Code ................Press ENTER Type the Description of the Budget Item/Category Code (up to 15 characters) (Example: Pastor Salary) .................Press ENTER Type the Amount budgeted for the full year for this Budget Item/Category. This would only apply to budgeted items. (Do not use decimal point. Include dollars and cents.) .................Press ENTER Type a comment (up to 30 characters) for the Budget Item/Category Code. .................Press ENTER Type the Report Grouping Code this Budget Item/Category is attached to. .................Press ENTER The Fund Code the Report Grouping Code is attached to is automatically displayed on the monitor for reference. 6-3 DISPLAY/EDIT MENU BUDGET ITEM/CATEGORY Note: To leave the screen without entering a Budget Item/Category, set the Budget Item/Category Code to zero before you press Ctrl-q. Edit: Press ENTER to move the cursor (blinking underline) to the line needing correction. Press the DEL (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on your screen, ................Press Ctrl-q (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) If you need to Edit this item from this point on, you would choose the EDIT option from the BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU. To add other Budget Item/Category Codes, choose ADD from the BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU again. Initial Set Up: Type q (for Quit) to return to the DISPLAY/EDIT MENU after all Budget Item/Category Codes have been entered from your list. Delete Once a Budget Item/Category Code is displayed on the monitor, choose this option to delete the Budget Item/Category Code and its information. Notes: If a Budget Item/Category is active sometime during the year, you will not be able to delete it until the following year. A Budget Item/Category amount that has a designated contribution carried forward to the new year will not be able to be deleted. You can move the money to a different Fund or Budget Item/Category (Income Adjustment). You can edit the Budget Item/Category, change the Code, Description and/or Report Grouping it is attached to if you want to move it out of a specific Report Grouping or Fund. 6-4 DISPLAY/EDIT MENU REPORT GROUPING With the Budget Item/Category information displayed on the monitor, Type: d (for Delete) You will be asked if you are sure. Type: y (for Yes) or n (for No) Quit Choose this option to return to the DISPLAY/EDIT MENU. REPORT GROUPING DISPLAY/EDIT From the DISPLAY/EDIT MENU, Type: r (for Report Grouping) The REPORT GROUPING DISPLAY/EDIT MENU is displayed on your monitor. Code List Press F10 to display a list of Codes for reference. (Use Pg Dn (Page Down) and Pg Up (Page Up) keys if list is more than one screen.) Press F10 again (or ESC (Escape)) to return to REPORT GROUPING DISPLAY/EDIT screen. Find Choose this option to locate a Report Grouping Code quickly. After typing f (for Find), type the Report Grouping Code ..............Press ENTER (Code List) Press F10 to view a list of Codes. If the Code you typed cannot be located on the computer (you made a mistake in typing), a message is displayed at the bottom of the monitor. Edit After a Report Grouping Code is displayed on the monitor, choose this option to make a correction or change information. Type: e (for Edit) Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. 6-5 DISPLAY/EDIT MENU REPORT GROUPING Press the DEL (Delete) key to erase the information at the cursor position. (Code List) Press F10 to view a list of Codes. Type the correct information. Press Ctrl-q when all information is displayed correctly on your screen. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Previous After a Report Grouping Code is displayed on your screen, choose this option to view the previous Report Grouping Code with its information. Type: p (for Previous) Next After a Report Grouping Code is displayed on your screen, choose this option to view the next Report Grouping Code with its information. Type: n (for Next) Add Choose this option when you want to add a new Report Grouping Code. Type: a (for Add) The cursor (blinking underline) is positioned to the right of Report Grouping Code. Type the new Report Grouping Code...Press ENTER Type the Description of the Report Grouping Code (up to 15 characters) (Example: Christmas Music) .................Press ENTER Type a comment of up to 30 characters for the Report Grouping Code. .................Press ENTER Note: To leave the screen without entering a Report Grouping, set the Report Grouping Code to zero before you press Ctrl-q. Type the Fund Code this Report Grouping is attached to .................Press ENTER 6-6 DISPLAY/EDIT MENU REPORT GROUPING Edit: Press ENTER to move the cursor (blinking underline) to the line needing correction. Press the DEL (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on the monitor, ................Press Ctrl-q (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) If you need to Edit this item at this point, you would choose the option EDIT from the REPORT GROUPING DISPLAY/EDIT MENU. To add other Report Grouping Codes choose ADD from the REPORT GROUPING DISPLAY/EDIT MENU again. Initial Set Up: Type q (for Quit) to return to the DISPLAY/EDIT MENU after all the Report Grouping Codes have been entered from your list. Delete After a Report Grouping Code is displayed on your screen, you can choose this option to delete the Report Grouping Code. Notes: You can only delete a Report Grouping Code if all Budget Item/Categories under this Report Grouping Code have already been deleted. This is to ensure that you do not delete a Report Grouping Code with Budget Item/Categories attached to it by mistake. You may not want to delete a Report Grouping until after the year-end reports have been printed and the Posting Information files have been set up for the new year. (Code List) Press F10 to view a list of Codes. Type: d (for Delete) You will be asked if you are sure. If there are Budget Item/Categories attached to the Report Grouping Code you wish to delete, a message will be displayed on the screen. 6-7 DISPLAY/EDIT MENU FUND Type: y (for Yes) or n (for No) Quit Choose this option to return to the DISPLAY/EDIT MENU. FUND DISPLAY/EDIT From the DISPLAY/EDIT MENU, Type: f (for Fund) The FUND DISPLAY/EDIT MENU is displayed on the monitor. Code List Press F10 to display a list of Codes previously entered. (Use Pg Dn (Page Down) and Pg Up (Page Up) keys if list is more than one screen.) Press F10 again (or ESC (Escape)) to return to the FUND DISPLAY/EDIT screen. Find Choose this option to locate a Fund Code quickly. After typing f (for Find), you will type the Fund Code ..................Press ENTER If the Code you typed cannot be located on the computer (you made a mistake in typing), a message is displayed at the bottom of the screen. Note: New codes and information will not display on the monitor until after you leave the DISPLAY/EDIT MENU. Edit After a Fund Code is displayed on your screen, choose this option to make a correction or change information. Type: e (for Edit) Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. Press the DEL (Delete) key to erase the information at the cursor position. (Code List) Press F10 to view a list of Codes. Type the correct information. 6-8 DISPLAY/EDIT MENU FUND Press Ctrl-q when all information is displayed correctly on the monitor. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Previous After a Fund Code is displayed on your screen, choose this option to view the previous Fund Code with its information. Type: p (for Previous) Next After a Fund Code is displayed on your screen, choose this option to view the next Fund Code with its information. Type: n (for Next) Add Choose this option to add a new Fund Code. Type: a (for Add) The cursor (blinking underline) is positioned to the right of Fund Code. Type a new Fund Code .............Press ENTER Type the Description of the Fund Code (up to 15 characters) (Example: Improvement Fnd) .................Press ENTER Type a comment of up to 30 characters for the Fund Code. Edit: Press ENTER to move the cursor (blinking underline) to the line needing correction. Press the DEL (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on the monitor, ................Press Ctrl-q (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Note: To leave the screen without entering a Fund Code, set the code to zero before you press Ctrl-q. If you need to Edit this item at this point, you would choose the option EDIT from the FUND 6-9 DISPLAY/EDIT MENU BANK ACCOUNT DISPLAY/EDIT MENU. To add other Fund Codes choose ADD from the FUND DISPLAY/EDIT MENU again. (Code List) Press F10 to view a list of Codes. Initial Set Up: Type q (for Quit) to return to the DISPLAY/EDIT MENU after all Fund Codes have been entered from your list. Delete After a Fund Code is displayed on your screen, choose this option to delete a Fund Code. Note: You can only delete a Fund Code if all Budget Item/Categories and Report Groupings under this Fund Code have already been deleted. This is to ensure that you do not delete a Fund Code with Budget Item/Categories or Report Groupings attached to it by mistake. The Fund must have no money or any activity for the time period. Type: d (for Delete) You will be asked if you are sure. Type: y (for Yes) or n (for No) If there are Budget Item/Categories or Report Groupings attached to the Fund Code you wish to delete, a message is displayed on the monitor. Quit Choose this option to return to the DISPLAY/EDIT MENU. BANK ACCOUNT DISPLAY/EDIT There is a maximum of 15 Bank Account Codes that can be entered into the program. You can have 15 separate Bank Accounts (Checking, Savings, Money Market, Stocks, Mutual Fund, etc.). From the DISPLAY/EDIT MENU, Type: a (for Bank Account) The BANK ACCOUNT DISPLAY/EDIT MENU is displayed on the monitor. 6-10 DISPLAY/EDIT MENU BANK ACCOUNT Code List Press F10 to display a list of the Bank Account Codes (previous entered) for reference. Press F10 again (or ESC (Escape)) to return to the BANK ACCOUNT DISPLAY/EDIT screen. Find Choose this option to locate a Bank Account Code quickly. After typing f (for Find), type the Bank Account Code ...............Press ENTER If the Code you typed cannot be located on the computer (you made a mistake in typing), a message is displayed at the bottom of the screen. Edit After a Bank Account Code is displayed on your screen, choose this option to make a correction or change information. Type: e (for Edit) Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. Press the DEL (Delete) key to erase the information at the cursor position. (Code List) Press F10 to view a list of Bank Account Codes. Type the correct information. Press Ctrl-q when all information is displayed correctly on the monitor. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Previous After a Bank Account Code is displayed on your screen, choose this option to view the previous Bank Code with its information. Next After a Bank Account Code is displayed on your screen, choose this option to view the next Bank Account Code with its information. Add Choose this option to add a new Bank Account Code and information. Type: a (for Add) The cursor (blinking underline) is positioned 6-11 DISPLAY/EDIT MENU BANK ACCOUNT to the right of Bank Account Code. Initial Set Up: Be sure to enter Bank Account Codes in order of activity beginning with the most active (checking account for budget items) to the least active Bank Account). Type the Bank Account Code .......Press ENTER Type the Description of the Bank Account Code (up to 30 characters). Can be numbers or letters. (Example: Checking - First National Bank) .................Press ENTER Type a comment of up to 30 characters for the Bank Account Code. .................Press ENTER Type Next Check Number (this will only apply to an account that uses checks - leave at zero for accounts without checks). Edit: Press ENTER to move the cursor (blinking underline) to the line needing correction. Press the DEL (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on the monitor, ................Press Ctrl-q (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) If you need to Edit this item at this point, you would choose the option EDIT from the BANK ACCOUNT DISPLAY/EDIT MENU. To add other Bank Account Codes choose ADD from the BANK ACCOUNT DISPLAY/EDIT MENU again. Initial Set Up: Type q (for Quit) to return to the DISPLAY/EDIT MENU after all Bank Account Codes have been entered from your list. 6-12 DISPLAY/EDIT MENU CHURCH INFORMATION Delete After a Bank Account Code is displayed on your screen, choose this option to delete a Bank Account Code. Notes: You can only delete a Bank Account Code when there is no money in the Bank Account. You will not be able to delete a Bank Account that is active during the year. Type: d (for Delete) If there is money in the Bank Account you are trying to delete, a message will be displayed on the screen. You will be asked if you are sure. Type: y (for Yes) or n (for No) Quit Choose this option to return to the DISPLAY/EDIT MENU. CHURCH INFORMATION DISPLAY/EDIT You will enter your Church Information. From the DISPLAY/EDIT MENU, Type: c (for Church Information) The DISPLAY/EDIT CHURCH INFORMATION screen is displayed on the monitor. To edit the information on the screen, Press ENTER to move the cursor (blinking underline) to the line you wish to change. Press the DEL (Delete) key to erase the information at the cursor position. Type the correct information. Type the church name and address exactly as it is shown on the password slip or invoice from Vian Corporation. Church Name Type 1st line church name .........Press ENTER Type 2nd line church name .........Press ENTER (for no 2nd line, just Press ENTER) 6-13 DISPLAY/EDIT MENU CHURCH INFORMATION Address Type 1st line church address .......Press ENTER Type 2nd line church address .......Press ENTER Type 3rd line church address .......Press ENTER (for no 3rd line, just Press ENTER) Phone If you type the phone number in this field, it will appear on the reports below the church name and address. Type phone number (or just) ........Press ENTER Color If your computer system has a color monitor, Type: y (for Yes) If your system has black and white, green or amber monitor, Type: n (for No) Data Drive Indicate which drive your Posting Information data will be on: Type: a (for Drive A) Type: b (for Drive B) Type: c (for Drive C) (Hard Disk system) (A Hard Disk system may have the Posting Information data on drive A (a floppy disk) if you choose. The system would then be considered by the program as a floppy system.) You may type the letter corresponding to any valid drive on your system. Initial Set Up: Do not enter Default Bank Account or Default Fund until Funds and Bank Accounts have been added. Press Ctrl-q to Quit. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Password Type the PASSWORD you received from Vian Corporation. ...............Press ENTER 6-14 DISPLAY/EDIT MENU CHURCH INFORMATION Default Bank Account Code This should be the Bank Account Code for the most active Bank Account. This will usually be the most active checking account. When the MAIN MENU is displayed at the start up of the program, this Bank Account Code will be displayed on the screen (Bank Account (Now _____)). The first Bank Account you entered is displayed. If you wish to change the default Bank Account Code displayed, press the DEL (Delete) key, then type the new code. Type the Default Bank Account Code of your choice, or just ..................Press ENTER Note: If you change the Default Bank Account Code, it will be displayed at the Main Menu the next time you start up the system. Default Fund Code This should be the Fund Code of the General Operation Fund (the fund from which the expenses for the budget items will be deducted). This Fund Code will appear automatically on the Enter Income and Enter Income Adjustment screen for the 1st Budget Item/Category or Fund. The default Fund code is optional. Type the Default Fund Code (or leave blank). ..................Press ENTER Note: If you change the Default Fund Code, the new code will be in effect after you press Ctrl-q. Quit Press Ctrl-q to return to DISPLAY/EDIT MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) QUIT To return to the MAIN MENU from the DISPLAY/EDIT MENU, Type: q (for Quit) Note: To EXIT the program you must type q (for Quit) from the MAIN MENU. 6-15 PROVE BANK STATEMENT PROVE BANK STATEMENT Use the Prove Bank Statement option for a Bank Account where you receive a regular statement of transactions that may not include all transactions you have entered into your computer for the time period (as in a checking account with outstanding checks and deposits). If you have the type of Bank Account you can compare the actual amount in the account with the amount in the computer, there is no need to use the Prove Bank Statement option. Use the All Bank Account Summary to display the amount in the computer for the Bank Account in question. The Prove Bank Statement option will assist you when you prove the bank statement for the Bank Account displayed at the MAIN MENU. If the Bank Account Code is not displayed for the statement you wish to prove, you can change the Bank Account Code at the Main Menu. Routine Bank Statement 1. Enter all Income, Expenses, Transfers and Special Transactions to date into the computer. Enter any interest for the Bank Account through the Enter Income screen. Include a comment labeling the entry as interest for the statement period. 2. Enter service charges, charge for printing checks, charge for returned checks, etc., for the Bank Account through the Enter Expense screen. Include a comment labeling the entry as a service charge, etc. for the statement period. 3. Print the TRANSACTIONS BY ENTRY DATE (Journal) to include the transactions entered after you proved the last statement to the current date. This report can be selected from the ENTER TRANSACTION MENU (the L)ist) or the REPORTS MENU. You will use this report to help you determine which deposits and checks are outstanding. 4. Arrange your checks (if checking account) in numerical order. 7-1 PROVE BANK STATEMENT 5. Arrange the deposit slips in date order. Note: For the first few times you prove the Bank Account statement using this option, you should exit the program (by typing q (for Quit) from the Main Menu) and make a temporary backup of your Posting Information as it is at this time. This is to insure that you can easily redo the Prove Bank Statement if you have a problem. 6. From the MAIN MENU, Type: p (for Prove Bank Statement) The PROVE BANK STATEMENT screen is displayed on the monitor. 7. Have you entered all charges and credits from your bank statement? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), you will next review Outstanding transactions (Deposits and Checks) to determine which are still outstanding (not included on this statement). 8. Review: O)utstanding A)ll Q)uit Type: o (for Outstanding) Each outstanding transaction (Income - deposits Expenses - Checks, Transfers, etc.) for this Bank Account is displayed one at a time starting from the oldest outstanding transaction. Determine if each transaction has cleared. A cleared transaction is one that has been processed by the financial institution and is included on the statement or a transaction that will never appear on the statement (Example: A void check with a corresponding expense adjustment, transfer of money from one Fund to another Fund, etc.). Note: Each adjustment will have the same status as the transaction associated with it. If you have a question whether a transaction cleared or not, consult the Journal you printed and the deposit slips and/or checks. 7-2 PROVE BANK STATEMENT Did this transaction clear? (Y)es N)o Q)uit) Type: y (for Yes) or n (for No) or q (for Quit). Note: Remember to include the interest (if applicable) as a cleared transaction. 9. Balance on Bank Account Statement. Type ending balance as shown on the statement. ..................Press ENTER 10. You will now type the total amount of any outstanding income and/or deposits not on this Posting Information Disk. There are two situations where you may have outstanding income and deposits not included on the disk. The first, when you set up the system initially, if there are outstanding income and deposits prior to the first date you began using the system, the total amount would be entered here. The second, when you set up the disk for the new year (for floppy disk, this would also apply when a new disk is made using New Disk option), the total amount for previously and still outstanding income and deposits would be entered here. Type the total amount of outstanding income and deposits not included on this Posting Information Disk. ..................Press ENTER 11. You will now type the total amount of any outstanding checks and/or withdrawals not on this Posting Information Disk. There are two situations where you may have outstanding checks and withdrawals not included on the disk. The first, when you set up the system initially, if there are outstanding checks and withdrawals prior to the first date you began using the system, the total amount would be entered here. The second, when you set up the disk for the new year (for floppy disk, this would also apply when a new disk is made using New Disk option), the total amount of previously and still outstanding checks and withdrawals would be entered here. Type the total amount of outstanding checks and withdrawals not on this Posting Information Disk. 7-3 PROVE BANK STATEMENT Edit: Use Up and Down Arrow (cursor control) keys to move the cursor to the line needing correction. Press DEL (Delete) to erase the information at the cursor position. Type the correct information. When the information is displayed correctly on the monitor, .................Press Ctrl-q (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Print), Position paper, then turn on printer. ..................Press ENTER Report being generated on printer. Report complete. ..................Press ENTER The MAIN MENU is displayed on the monitor. Note: Amounts in parenthesis indicate a deduction from the Bank Account. If you accidentally mark a transaction as cleared when it has not, you may review all transactions using the "All" option to correct it. This option will display all transactions starting from the most recent date. It will ask you to indicate whether it has cleared or not. If you would like to review a transaction without changing its status, press ENTER to display the next transaction. If a transaction is outstanding, it is marked ** OUTSTANDING ** in the upper right of the screen. This will aid in locating the incorrect transaction quickly. When you have made the correction or completed the review of the transactions in question, press q (for Quit) to display the Balance screen where you can continue to prove the statement. Note: If the final total in the computer does not equal the ending balance on the bank 7-4 PROVE BANK STATEMENT statement, a message is displayed with the amount over or under. If you forgot to enter a transaction into the computer and you have begun the Prove Bank Statement option, continue to the end to see if the amount the ending balance is off is equal to the missed transaction. Enter the missing transaction into the Bank Account through the ENTER TRANSACTION MENU, then use the Prove Bank Statement again. This time the only transaction you will have to mark as having cleared is the missing transaction when it is displayed on the screen. If you made any corrections print the Journal again for your records. Report Description The PROVE BANK STATEMENT report includes the following information: . The Date of the Report . Bank Account (Code) . Balance on Bank Account Statement . Outstanding Income and Deposits . Outstanding Checks and Withdrawals . Adjusted Balance . Amount Over Or Under (if applicable) 7-5 UTILITIES MENU NEW DISK UTILITIES MENU The UTILITIES MENU includes the following: . New Disk (Floppy Data Drive only) . Year End (set up Posting Information Disk or subdirectory for new year) . Repair (for Indexes) . Disk Status . Install (on and off toggle options) . Translate (convert Posting Information to ASCII files with two types of formats) . Quit (return to Main Menu) NEW DISK (Floppy Data Disk Only) The New Disk option subtotals each Fund and Budget Item/Category and carries it forward. IMPORTANT - You must have a backup copy of the current Posting Information Disk before you use the New Disk Option. You will be using both the Posting Information Disk and the copy during the New Disk Option. Label the copy "Posting Information Disk #2" and include the current date. This option is used only by computer systems using floppy data disks. When the disk space used on the floppy data disk reaches a certain level, a message is displayed on the monitor to set up a new disk with the New Disk option. At this point, you can check the disk status (See Disk Status on the Utilities Menu) to see how much space there is actually on the disk. You can then plan when you will execute the New Disk Option. You should try to keep the complete month's record on the same disk, if possible. When you run the reports, the dates (Beginning and Ending dates) for the report must be on the same disk (year-to-date reports are correct from disk to disk). Hard disk systems will not have to use this feature for the disk can store the entire year's transactions in a single subdirectory. Start up the program using the current Posting Information disk as you would normally. 8-1 UTILITIES MENU YEAR END From the MAIN MENU, Type: u (for Utilities Menu) The UTILITIES MENU is displayed on the monitor. Type: n (for New Disk) A warning is displayed on the monitor. Read the warning and follow the directions. Do you want to continue? (Y/N) Type: y (for Yes) or N (for No). Do you have your OLD Posting Information Disk in your data drive? (Y/N) Type: y (for Yes) or n (for No). If n (for No), put your old Posting Information Disk in the data drive when told to do so. After a few seconds, a beep is heard and a message is displayed at the bottom of the monitor: Put your NEW Posting Information Disk in your data drive now. Press ENTER to continue. Follow the direction, then ........Press ENTER Posting Date For Fund and/or Budget Item/ Category amounts brought forward. Today's date is displayed. You may type in a date other than the current date, if desired. Note: The date you type in here is the first date for the new disk. ..................Press ENTER The Fund, Report Group and Budget Item/Category name is displayed as it is processed. New Disk complete.................. Press ENTER YEAR END The Year End option is used to set up the Posting Information files for the new church year. The Year End option will carry the amounts of 8-2 UTILITIES MENU YEAR END money remaining forward for each Fund and Budget Item/Category (having an amount designated specifically to the Fund or Budget Item/Category) and place it in the computer as a Balance Forward transaction for the new year. It will be automatically labeled Balance Forward (BF). If there has been designated income (donated amount) for a specific budgeted item, the computer will check to see if the amount spent on that item for the year exceeded the budget. If the amount spent exceeded the budgeted amount, the computer will deduct the amount overspent from the designated income amount before carrying it forward for the new year. The computer will deduct from the designated amount beginning from the most active to the least active Bank Account (if there is designated money in more than one Bank Account). Note: Any amount designated in the Special Transaction Type for a Budget Item/Category (or Fund) will be carried over to the new year for the Budget Item/Category (or Fund) under Special Transaction (S+ or S-). Note: There are toggles in the Utilities Menu (in the Install option) you should look at before you run this Year End procedure. Procedure Locate the procedure in the General Information section of the manual under the heading Year End Routine. You must progress through the Year End Routine in the General Information section of the manual before continuing here. Start up the program using the current Posting Information disk (or subdirectory) as you would normally. Floppy and Hard Disk System: From the MAIN MENU, Type: u (for Utilities Menu) The UTILITIES MENU is displayed on the monitor. 8-3 UTILITIES MENU REPAIR Type: y (for Year End) The following warning is displayed on the monitor: This procedure will erase the transaction data on this Posting Information Disk or subdirectory. Be sure you have a backup copy before continuing. Do you want to continue? (Y/N) Type: y (for Yes) or N (for No). Posting date for amounts brought forward. Current date shown. (Type previous date if necessary.) ..................Press ENTER The Fund, Report Group and Budget Item/Category name is displayed on the monitor as it is processed. Year End complete ..................Press ENTER Return to the Year End Procedure in the General Information section of this manual. REPAIR MENU The REPAIR MENU is used to repair indices and recalculate amounts when the Posting Information does not appear to be correct. If the recalculation and/or Index repair does not solve the problem, the data on the disk is not usable. You must reconstruct the data from the last good back up. This process may be lengthy. It is based on the number of transactions Bank Accounts and codes entered on your disk. From the UTILITIES MENU, Type: r (for Repair Menu) The REPAIR MENU is displayed on the monitor. Do you want to continue? (Y/N) Type: y (for Yes) or n (for No). Code Index being repaired. 8-4 UTILITIES MENU DISK STATUS-INSTALL Transactions for each Bank Account being repaired. Recalculation of all year to date totals in all Bank Accounts. Repair complete. ..................Press ENTER DISK STATUS The DISK STATUS option displays the following disk information: . First and last entry date . First and last posting date . Space available on the disk . The number of transactions for each Bank Account Type: d (for Disk Status) The first and last entry and posting dates are displayed. The space available on the disk is displayed. Press ENTER to continue. The Bank Account Codes and the number of transactions for each Bank Account are displayed. Press ENTER to return to the UTILITIES MENU. INSTALL (Toggles) The INSTALL screen allows you to turn the following options off or on: Use Report Filter ON: You have the option to save the report filter at the conclusion of each report. If report filters have been saved on the disk and the toggle is on, you have the option to use one of the saved report filters. OFF: No reference is made to saving or retrieving 8-5 UTILITIES MENU TRANSLATE report filters. Clear Budget Amounts (Balance Forward for New Year) ON: The Budget amount for each item is set to zero during Year End process. OFF: The Budget amount for each item remains unchanged after Year End process. Clear Designated Income (Balance Forward for New Year) ON: All money is put into the Fund (the Fund At Large). No money will be credited to an individual Budget Item/Category. OFF: Individual Budget Item/Categories with designated income that has not been totally spent, the designated amount left after deducting the amount overspent will be carried forward. If the budget was overspent, the amount overspent would be deducted from the designated amount before the amount is carried forward. If a Budget Item/Category has money in more than one account, it will keep deducting from each account until the amount overspent has been reached. (In the order the Bank Accounts are displayed on the Bank Account Code List.) TRANSLATE MENU Tutorial-Trial Disk: Use the Translate option using the Set Up Disk in drive A to store the translated information. There must be enough room on your disk to create a file for the translated information. Single Floppy: You can only save the translated information on the A drive (unless you have a RAM disk - refer to your computer manual or dealer). 8-6 UTILITIES MENU TRANSLATE Dual Floppy: Format a new disk before you proceed with the Translate option. You will be instructed on the screen during the procedure to remove the Program Disk from drive A and place a newly formatted disk in drive A. The translated information will be stored on the formatted disk in drive A. (Do not use your program disk to store the translated information.) Hard Disk: You can store the translated information in the subdirectory of your choice or on a formatted floppy in drive A. To store the information on a floppy in drive A, place a newly formatted disk in drive A before you begin the Translate option. You can translate the files to be use by word processor or spread sheet software. Procedure From the UTILITIES MENU, Type: t (for Translate) Type the letters of the items you want included from the list on the screen. Press ENTER when list is complete. C)odes Y) Entry Type D)escription R)eport Group F)und G) Budgeted Amount B)alance Forward E)xpenses I)ncome T)ransfers S)pecial Transactions M) Comment Your Choice: _______ ..................Press ENTER Note: The file containing the translated information will be arranged in the same order it appears on the choice screen (Codes, Entry Type, etc.). 8-7 UTILITIES MENU TRANSLATE Enter name of file to send to: (Hard disk include path name) The disk drive name and file name to be sent to is displayed on the monitor. A: ITMCODE.ASC__________________________ (Tutorial: Send the translated information the this file name.) You can edit the name if necessary. ..................Press ENTER C)arriage return after each field. Q)uotes around each field and commas between each field. Type: c (for Carriage Return) or q (for Quotes). Information being sent to disk file. Press any key to stop (to stop before end of translation). Field Types: C)odes - Numeric Y) Entry Type - Text D)escription - Text R)eport Group - Numeric F)und - Numeric G) Budgeted Amount - Numeric B)alance Forward - Numeric E)xpenses - Numeric I)ncome - Numeric T)ransfers - Numeric S)pecial Transactions - Numeric M) Comment - Text Quit Type: q (for Quit) to return to the MAIN MENU. 8-8 SUBDIRECTORY (NOW) SUBDIRECTORY (Now ________) Hard Disk Only: To change the subdirectory you are currently working in, from the MAIN MENU, Type: s (for Subdirectory) Type the new subdirectory name (valid DOS name) .................Press ENTER Note: If Church Treasurer files are not in the subdirectory you typed, you will be asked if the files should be created in the new subdirectory. Change subdirectories if you want to view last year's activity that is saved in a separate subdirectory. You can only print reports within one subdirectory at a time. The current subdirectory is displayed at the MAIN MENU. 9-1 SET POSTING INFORMATION DISK NAME SET POSTING INFORMATION DISK NAME (Now _____) Floppy Disk Only: The name of the Posting Information Disk is automatically set to CTDAT (Church Treasurer Data). This would be for the Church Income and Expenses. If there are other church organizations (Sunday School, etc.) with their own Bank Accounts, Funds, Report Groupings and Budget Items/Categories, you will have to use a different set of Posting Information Disks (set up as described in Appendix C) and name them accordingly. To set the floppy disk name for the new Posting Information Disk, from the MAIN MENU, Type: s (for Set) Type the name of the new Posting Information Disk in your data drive (maximum: 8 characters). .................Press ENTER You will know which Posting Information Disk is in you data drive by the Posting Information Disk name displayed at the upper left of the appropriate screens. The current Posting Information Disk name is also displayed at the MAIN MENU. 10-1 CHANGE POSTING INFORMATION DISK CHANGE POSTING INFORMATION DISK (Now __) Floppy Disk Only: To change your Posting Information Disk from the one presently in your data drive, at the MAIN MENU, Type: c (for Change) You are instructed (on the screen) to put the disk you want to use in your data drive. ...............Press ENTER The number (and name) of the Posting Information Disk currently in your data drive is displayed at the Main Menu. The number and name of the Posting Information Disk is also displayed on other appropriate screens. 11-1 APPENDIX A OTHER EDITING TECHNIQUES EDIT INFORMATION EDIT WITH CURSOR CONTROL KEYS Left Arrow Moves cursor left one character at a time. CTRL and Left Arrow Moves cursor left one word at a time. Right Arrow Moves cursor right one character at a time. CTRL and Right Arrow Moves cursor right one word at a time. Backspace Moves cursor left one character at a time and erases character. Delete (DEL) Erase entire line of characters. Down Arrow Moves cursor to next position. Up Arrow Moves cursor to previous position. _____________________________________________ --OR-- Character Word Right CTRL-f Left CTRL-s Delete Entry CTRL-y Character Right CTRL-d Delete Character CTRL-g Word Left CTRL-a Edit Words You may insert characters or words into a line. Position the cursor at the insertion point by using a combination of the above commands. Begin to type. The characters or words to the right of the cursor will shift right one space for each character inserted. ______________________________________________ Edit Numbers To replace old number information with new, position the cursor on the line to be changed. Begin to type. If you type a wrong number, press the DEL key and re-enter the number. -- If you use the number pad, you must press the shift and DEL keys.-- 12-1 APPENDIX B UPDATE PROGRAM DISK UPDATE PROGRAM DISK Single Floppy System: Place DOS COPY disk in drive A. Power up system. Answer questions for date and time, if applicable. (Press ENTER after each.) When you see the A>, Make a copy of the new Tutorial-Trial Disk. (See Appendix F) With the copy of the new disk in drive A, Type: prog sf .................Press ENTER ..........Press ENTER After the disk drive stops, Type: copy A:ct.ext B: .........Press ENTER After the disk drive stops, a message on the screen will instruct you to remove the disk in drive A (the new Tutorial-Trial Disk) and place your target disk in drive A. Place your Program Disk (w/ Posting Information) in drive A. ..........Press ENTER When the disk drive stops, remove your Program Disk (w/ Posting Information) from drive A. Place the new Tutorial-Trial Disk in drive A. Type: copy A:ct.ovr B: ..........Press ENTER After the disk drive stops, a message on the screen will instruct you to remove the disk in drive A (the new Tutorial-Trial Disk) and place your target disk in drive A. Place your Program Disk (w/ Posting Information) in drive A. ..........Press ENTER When the disk drive stops, the update is complete. Your Program Disk (w/ Posting Information) has been updated. Make a copy of your newly updated Program Disk (w/ Posting Information). 12-2 APPENDIX B UPDATE PROGRAM DISK Dual Floppy Disk System: Place your DOS COPY disk in drive A. Power up system. Answer questions for date and time, if applicable. (Press ENTER after each.) You will see the A>_ Remove your DOS COPY disk from drive A. Place the new TUTORIAL-TRIAL DISK in drive A. Place your PROGRAM DISK in drive B. Type: prog uddf ....................Press ENTER When the disk drives stop, remove both disks. The UPDATE is complete. Your PROGRAM DISK has been updated. All posting information should remain as before. Back up your PROGRAM DISK onto your PROGRAM DISK BACKUP. Hard Disk System: When you are in the tr subdirectory, place the new TUTORIAL - TRIAL DISK in drive A. Type: a:prog udhd ..................Press ENTER When the disk drive stops, remove the TUTORIAL- TRIAL DISK from drive A. The UPDATE is complete. Your HARD DISK SUBDIRECTORY TR has been updated. All posting information should remain as before. 12-3 APPENDIX C DUAL FLOPPY DISK SET UP PROCEDURES DUAL FLOPPY DISK SET UP PROCEDURES --- TAKE YOUR TIME. DO NOT RUSH THROUGH THE SET UP. The following procedure for Set Up System will be done once. Refer to the monitor screen between each step to see how the instruction in the manual compares with the display on the screen. Check off each step as you complete it. SET UP DISKS 1. Read the instructions supplied with the computer system on its proper hookup and operation. Follow them carefully. 2. Take 7 new blank disks and label as follows: (Use felt tip marker.) 1. DOS Copy 2. Program Disk 3. Program Disk BACKUP 4. Posting Information Disk 5. Posting Information Disk BACKUP #1 6. Posting Information Disk BACKUP #2 7. Posting Information Disk / ARCHIVE COPY 3. (Do not turn computer system power on.) Put DOS Disk (PC DOS or MS DOS) in drive A (Label side up). Close the door or latch. 4. Put blank disk you just labeled DOS Copy in drive B. Close the door or latch. Always close the door or latch to the disk drive after a disk has been inserted. 5. Turn computer system power on. (Printer, monitor, then computer.) If your computer system sets the date and time automatically, skip steps 6 and 7. 6. When disk drives stop, type in the date (m/d/y), then .................Press ENTER 7. For the time, just ...............................Press ENTER 12-4 APPENDIX C DUAL FLOPPY DISK SET UP PROCEDURES 8. On the screen, you see: A>_ Type: diskcopy a: b: ............Press ENTER 9. Disks are in correct drives. .......Press ENTER 10. Always wait for disk drives to stop before going on to the next instruction. Copy another? Type: n 11. Remove DOS (original) from drive A. Put it in a safe place. 12. Remove DOS Copy from drive B, and place it in drive A. 13. Put the new blank disk you labeled POSTING INFORMATION DISK in drive B. 14. Type: format b: .................Press ENTER 15. Be sure the disks are in the correct drives. ............................Press ENTER 16. Always wait for disk drives to stop. Remove the POSTING INFORMATION DISK from drive B. Format another? Type: n 17. Put the new blank disk you marked PROGRAM DISK in drive B. 18. Type: format b:/s ..............Press ENTER 19. Be sure the disks are in the correct drives..............................Press ENTER 20. Always wait for disk drives to stop. Format another? Type: n 21. At the A>, type: copy a:diskcopy.com b: ....Press ENTER 22. When disk drives stop, remove DOS Copy from drive A. 23. Put the original VIANSOFT(R) Church Treasurer TUTORIAL-TRIAL DISK in drive A. 12-5 APPENDIX C DUAL FLOPPY DISK SET UP PROCEDURES 24. At the A>, type: prog df ...................Press ENTER 25. After disk drives stop, remove both disks. Continue with the Set Up VIANSOFT(R) Church Treasurer on page 1-10 in the Getting Started section of this manual. 12-6 APPENDIX D SINGLE FLOPPY DISK SET UP PROCEDURES SINGLE FLOPPY DISK SET UP PROCEDURES --- TAKE YOUR TIME. DO NOT RUSH THROUGH THE SET UP. The following procedure for Set Up System will be done once. Refer to the monitor screen between each step to see how the instruction in the manual compares with the display on the screen. Check off each step as you complete it. SET UP DISKS 1. Read the instructions supplied with the computer system on its proper hookup and operation. Follow them carefully. 2. Take 5 new blank disks and label as follows: (Use felt tip marker.) 1. DOS Copy 2. Program Disk (with Posting Information) 3. Program Disk (w/Posting Info) BACKUP #1 4. Program Disk (w/Posting Info) BACKUP #2 5. Program Disk (w/Posting Info) ARCHIVE COPY Note: All references to Program Disk or Posting Information Disk will refer to your Program Disk (with Posting Information). 3. (Do not turn computer system power on.) Put DOS Disk (PC DOS or MS DOS) in drive A (Label side up). Close the door or latch (if applicable). Always close the door or latch to the disk drive after a disk has been inserted. 4. Turn computer system power on. (Printer, monitor, then computer.) If your computer system sets the date and time automatically, skip the next two steps. 5. When disk drives stop, type in the date (m/d/y), then .................Press ENTER 6. For the time, just ...............................Press ENTER 7. You will now make a copy of the DOS Disk and the original Tutorial-Trial Disk. 12-7 APPENDIX D SINGLE FLOPPY DISK SET UP PROCEDURES On the screen, you see: A>_ Refer to Appendix F for Diskcopy instructions. When making the copy of DOS: Your source disk is the original DOS disk. Your target disk is the disk you labeled DOS COPY. When making the copy of the original Tutorial- Trial Disk: Your source disk is the original Tutorial- Trial Disk. Your target disk is the disk you labeled PROGRAM DISK (Program Disk (with Posting Information)). 8. Put the disk you labeled PROGRAM DISK in drive A. 9. Type: prog sf .....................Press ENTER 10. After disk drives stop, remove the disk from drive A. Continue with the Set Up VIANSOFT(R) Church Treasurer on page 1-10 in the Getting Started section of this manual. 12-8 APPENDIX E TRANSACTION TYPE CODES TRANSACTION TYPE CODES Transaction Type Codes (T, TRAN TYPE, TR TP) I Income IA Income Adjustment E Expense EA Expense Adjustment TI Transfer In TO Transfer Out S+ Special Transaction (Add) S- Special Transaction (Subtract) BF Balance Forward 12-9 APPENDIX F DISKCOPY MAKE A DISKCOPY OF THE TUTORIAL-TRIAL DISK To set up the VIANSOFT(R) Church Treasurer for use by your church, you need to make a copy of the Tutorial-Trial Disk. It is important that you make a backup of the original Tutorial-Trial Disk (including all information on the disk) so you will have the information on the original disk for future reference. Note: If you know how to back up a disk, use the method you are most familiar with (After the backup is made, continue with Set Up System). The following backup procedure is to aid the new user. DISKCOPY Step NO. 1. Put MS DOS Disk or PC DOS Disk in drive A. (Label side up; close the latch on the disk drive - if applicable) 2. Turn system power on. (Always wait for disk drives to stop before going on to the next step.) Your computer may perform steps 3 and 4 automatically. 3. Type today's date (MM/DD/YY)......Press ENTER 4. Type time.........................Press ENTER --OR-- just.......................Press ENTER 5. When you see the A> on the screen, Type: diskcopy a: a: ...........Press ENTER 6. A message on the monitor reads: Insert source diskette in drive A: Strike any key when ready Note: The messages may vary depending on the version of DOS you are using, but the intent is the same. Follow the instructions on the screen. 12-10 APPENDIX F DISKCOPY Remove the DOS disk from drive A (put it back in its protective jacket, if applicable). 7. Place SOURCE disk in drive A. (Close the latch on the disk drive). ................Press ENTER 8. A message on the monitor states that the computer is copying the information from the disk. When the disk drive stops, a message on the monitor reads: Insert target diskette in drive A: Strike any key when ready Remove the SOURCE disk from drive A (put it back in its protective jacket). 9. Take your TARGET disk and place it in drive A. .................Press ENTER Depending on your computer, you may be asked to put your SOURCE disk in drive A again. (Follow the instructions on the screen.) Note: When using a new blank disk, a message may be displayed: Formatting while copying. 10. After the disk drive stops, a message on the monitor is displayed: Copy complete Copy another (Y/N)? Type: y (for Yes) or n (for No). 12-11 INDEX A Add Bank Account Code, 6-11 Budget Item/Category, 6-3 Fund Code, 6-9 Report Grouping, 6-6 Adjustment Correct Income Entry, 4-7 Correction: Expense Entry, 4-13 Expense, 4-13 Income, 4-7 Income Amount, 4-7 Returned Checks, 4-7 to Expense- Refund, 4-14 to Expense- Reimbursement, 4-13 to Expense- Void Check, 4-14 Transfer Money: Fund to Fund, 4-7 Transfer Money: Item to Item, 4-7 Adjustments By Posting Date Report, 5-21 All Bank Accounts Summary Report, 5-36 Assets Non-monetary, 2-15 Assigning Codes, 1-7 B Balance Forward, 4-23 Bank Account (Now), 2-1 Bank Account Code List, 5-38 Bank Account Code Add, 6-11 Default, 6-15 Delete, 6-13 Edit, 6-11 Find, 6-11 Set Default, 1-13 Bank Account Information Enter, 1-13 Bank Account to Bank Account Transfer, 4-17 Bank Account, Code List, 6-11 Bank Account Display/Edit, 6-10 Post to other, 3-1 Set Up, 1-5 Bank Statement Prove, 7-1 Reconciliation, 7-1 Beep, 1-10 Begin How to, 1-1 Budget Item/Category Add, 6-3 Delete, 6-4 Edit, 6-2 Enter, 1-12 I-1 INDEX Find, 6-2 Budget vs Expenses Report, 5-27 C Change Bank Account, 3-1 Change Posting Information Disk, 11-1 Church Activities Fund for, 2-6 Church Information Display/Edit, 6-13 Enter, 1-11 Close Down System, 2-8 Code List, 6-8 Code List Bank Account, 6-11 Report Grouping, 6-5 Code Bank Account, Default, 6-15 Fund, Default, 6-15 Codes Assigning, 1-7 Commands Basic Edit, 2-12 Computer Not Working, 2-18 Computer Set Up, 1-9, 1-10 D Damaged disk, 2-16 Data Drive Select, 6-14 Default Bank Account Code, 6-15 Fund Code, 6-15 Delete Bank Account Code, 6-13 Budget Item/Category, 6-4 Fund Code, 6-10 Report Grouping, 6-7 Disk Status, 8-5 Disk Key, 2-13 Program, format, 2-12 Disks Dual Floppy Set Up, 12-4 Single Floppy Set Up, 12-7 Display Bank Account, 6-10 Budget Item/Category, 6-2 Church Information, 6-13 Fund, 6-8 Report Grouping, 6-5 Display/Edit Menu, 2-1, 6-1 Dual Floppy Set Up Disks, 12-4 I-2 INDEX E Edit Information, 12-1 Edit Numbers, 12-1 Edit Words, 12-1 Edit Bank Account, 6-10 Bank Account Code, 6-11 Basic Commands, 2-12 Budget Item/Category, 6-2 Display Edit Menu, 2-1 Fund, 6-8 Fund Code, 6-8 Report Grouping, 6-5 Electrical power out, 2-16 Enter Balance Forward, 4-23 Enter Expense, 4-10 Enter Income, 4-1 Enter Income Code List, 4-4, 4-6 Correct Entry, 4-7 Quit, 4-7 Total Amount To Gen Op Fund, 4-4 Total Amount To Other Budget Items, 4-6 Total Amount To Gen Op & Other Funds, 4-4 Enter Transactions Menu, 2-1 Enter Transactions Menu Options, 4-1 Enter Bank Account Information, 1-13 Budget Item/Category Information, 1-12 Church Information, 1-11 Fund Information, 1-11 Password, 6-13 Report Grouping Information, 1-12 Special Transaction, 4-20 Entry Menu Enter Expense, 4-10 Expense Adjustment, 4-13 Expense Correction, 4-13 Correction: of Entry, 4-13 Report, 5-10 Expenses By Item Report, 5-13 F Find Bank Account Code, 6-11 Budget Item/Category, 6-2 Fund Code, 6-8 Report Grouping Code, 6-5 First Session End of, 2-10 Format Key Disk, 2-12 I-3 INDEX Posting Information Disk, 2-12 Fourth Session End of, 2-11 Fund Code Add, 6-9 Default, 6-15 Delete, 6-10 Edit, 6-8 Find, 6-8 Set Default, 1-13 Fund Information Enter, 1-11 Fund, Display/Edit, 6-8 Fund for Church Activities, 2-6 Funds Set Up, 1-5 G General Information Backup, 2-9 Close Down System, 2-7 Format, 2-11 Main Menu Options, 2-1 Posting Routines, 2-3 Start Up System, 2-7 Troubleshooting, 2-16 H Hard Disk Set Up, 1-9 How To Begin, 1-1 I Improper Shutdown, 2-16 Income Adjustment Correct Income Entry, 4-7 Not Income, 4-7 Returned Checks, 4-7 Transfer Money Fund to Fund, 4-7 Transfer Money Item to Item, 4-7 Income Amount Correction of, 4-7 Income vs Expenses Report, 5-30 Income Enter, 4-1 Report, 5-15 Install Toggle, 8-5 Item Code List, 5-37 K Key Disk Format, 2-12 Using, 2-13 I-4 INDEX L List Code, 6-8 List Bank Account Code, 5-38 Item Code, 5-37 Location of Funds Report, 5-32 M MAIN MENU Options Summary, 2-1 Main Menu, Bank Account (Now), 2-1 Main Menu Display/Edit Menu, 2-1 Enter Transactions Menu, 2-1 Prove Bank Statement, 2-1 Quit, 2-2 Reports Menu, 2-1 Sub Directory (Now), 2-2 Utilities Menu, 2-1 Menu Display/Edit, 6-1 Enter Expense, 4-10 Enter Transactions, 4-1 Enter Transactions, 2-1 Expense Report, 5-10 Income Report, 5-15 Repair, 8-4 Reports, 2-1, 5-1 Translate, 8-6 Utilities, 2-1 Monitor B/W - Amber - Green, 6-14 Color, 6-14 N New Disk (Floppy Only), 8-1 Non-monetary Assets, 2-15 O Other Church Organizations, 2-6 P Password Enter, 6-13, 6-14 Posting Detail By Entry Type, 5-5 Posting Information Disk Change Disk, 11-1 Format, 2-12 Set Name, 10-1 Posting Routine, 2-3 Print Journal, 4-26 Problem with data, 2-16 I-5 INDEX Program Disk Update, 12-2 Program Disk format, 2-12 Prove Bank Statement, 2-1, 7-1 Q Quit from Main Menu, 2-2 R Reconciliation of Bank Statement, 7-1 Refunds, 4-14 Reimbursements, 4-13 Repair Menu, 8-4 Report Grouping Add, 6-6 Code List, 6-5 Delete, 6-7 Display Edit, 6-5 Edit, 6-5 Enter, 1-12 Find, 6-5 Set Up, 1-6 Report Adjustments By Posting Date, 5-21 All Bank Accounts Summary, 5-36 Budget vs Expenses, 5-27 Transactions By Entry Type, 5-5 Expense, 5-10 Expenses By Item, 5-13 Income, 5-15 Income vs Expenses, 5-30 Location of Funds, 5-32 Single Bank Account Status, 5-35 Special Transactions, 5-24 Transaction By Item, 5-1 Transactions By Entry Date, 5-8 Transfer, 5-18 Reports Menu, 5-1 Returned Checks Income Adjustment, 4-7 Routine Posting, 2-3 S Second Session End of, 2-10 Set Subdirectory, 9-1 Set Up - Hard Disk, 1-9 Set Up Disk New Year, 8-2 Set Up System: How To Begin, 1-1 Set Up Your Computer, 1-9 Set Up Bank Account Code Information, 1-13 I-6 INDEX Bank Accounts, 1-5 Budget Item/Category, 1-6 Budget Item/Category Information, 1-12 Church Information, 1-11 Defaults, 1-13 for New Year, 2-3 Fund Information, 1-11 Funds, 1-5 Income and Expenses to Date, 1-14 Other Church Organizations, 2-6 Report Grouping Information, 1-12 Report Groupings, 1-6 VIANSOFT(R) Church Treasurer, 1-10 Set, Default Bank Account Code, 1-13 Set Default Fund Code, 1-13 Posting Information Disk Name, 10-1 Single Bank Account Status Report, 5-35 Single Floppy Set Up Disks, 12-7 Special Transaction, 4-20 Special Transactions Reports, 5-24 Spread Sheet Files, 8-6 Status Disk, 8-5 Sub Directory (Now), 2-2, 9-1 Summary of MAIN MENU Options, 2-1 System Close Down, 2-8 Start Up, 2-7 T Third Session End of, 2-10 Toggle options, 8-5 Transactions By Entry Date (Journal), 4-26 Transactions By Entry Date Report, 5-8 Transactions By Item Report, 5-1 Transfer By Posting Date Report, 5-18 Transfer Money Fund to Fund, 4-7 Item to Item, 4-7 Transfer, Bank Account to Bank Account, 4-17 Translate Menu, 8-6 Troubleshooting, 2-16 U Utilities Menu, 8-1 Update Program Disk, 12-2 Update Program Disk Single Floppy, 12-2 Dual Floppy and Hard Disk, 12-3 I-7 INDEX V Void Check, 4-14 W Word Processing Files, 8-6 Y Year End Option, 8-2 Year End Set Up Disk, 8-2 Year-End Routine, 2-3 I-8 _____________________________________________ For the latest revisions and/or additions to the User's Manual, power up your computer system. Set your printer ready to print. Put the Tutorial-Trial Disk in drive A. At the A>, Type: notes <Press ENTER> _____________________________________________