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1990-03-12
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VIANSOFT(R) Church Treasurer
NOTES
This section includes the following:
. Alternate Method of Recording and Posting
Payroll
. Budget vs Expenses Report (Date range or year-
to-date)
. Income vs Expenses Report (Date range or year-
to-date)
. Year End Routine (General)
. New Disk (Floppy System Only)
. Hard Disk Backup Procedure
. Single Drive System Only - Update Program Disk
. Key Disk System - Update Program Disk
Note: When you see the letter q (for Quit) or Ctrl-q
displayed on the monitor screen, you can press
the Esc (Escape) key instead of the letter q or
Ctrl-q.
ALTERNATE METHOD OF RECORDING AND POSTING PAYROLL
Purpose: To allow the total salary (Gross Pay) to be
shown as an expense at the time the Net Pay
check is issued even though the check issued
is only a portion of the total salary.
Procedure: Set up a Report Group under the General
Operating Fund for each employee.
Example:
General Operating Fund
Pastor Salary (Report Group)
Secretary Salary (Report Group)
Sexton (Report Group)
Under each Report Group, set up Budget Items
for Gross Pay and for each deduction to be made
from the Gross Pay.
Example:
General Operating Fund
Pastor Salary (Report Group)
Gross Pay (Budget Item)
Federal Withholding (Budget Item)
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VIANSOFT(R) Church Treasurer
NOTES
Posting And Recording Procedure (Alternate Payroll)
Example:
The pastor's gross pay is $1,000.00 with a
Federal Withholding of $300.00.
Using the example of the pastor's salary, at
the time the payroll check is issued to the
pastor, when entering the expense in the Church
Treasurer, enter the net amount of the check
(700.00) for the Total Amount for this Entry.
When you indicate Budget Items/Categories to
subtract from, enter the Gross Pay (1000.00)
and enter the Federal Withholding deduction as
a -300.00.
Enter all deductions to Gross Pay as a minus
number.
How The Payroll Entries Are Displayed On Reports
Transactions By Entry Date (Journal)
($1000.00) Pastor's Salary: Gross Pay
$300.00 Pastor's Salary: Federal W/H
($700.00) Entry Total
The $300.00 represents the amount included in
Gross Pay that a check has not been written for
yet. The amount of the Federal W/H is deducted
from the BUDGET ITEM Pastor's Salary: Gross Pay
when the payroll check is entered in the Church
Treasurer.
Enter Expense For Federal Withholding Check
After you write the check for the pastor's
Federal Withholding, enter an expense in the
Church Treasurer for the amount of the Federal
Withholding ($300.00). When you indicate the
Budget Items/Categories to subtract from, select
Federal Withholding for the amount of $300.00.
How The Payroll Entries Are Displayed On Reports
Once the Federal Withholding check amount is
entered, the budget item category Gross Pay is
shown with an expense total of $1,000.00. The
Budget Item/Category Federal Withholding is
shown with an expense total of zero.
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VIANSOFT(R) Church Treasurer
NOTES
BUDGET VS EXPENSES REPORT (Page 5-27)
From the Reports Menu,
Type: j (for Budget vs Expenses Report)
Year to Date or Date Range
Type: y (for Year to Date) or d (for Date Range)
If d (for Date Range),
Type first posting date to be included.
..............Press ENTER
Type last posting date to be included.
..............Press ENTER
When you print the report by date range, any
item that is budgeted will display the budgeted
amount for the date range selected. The amount
on the far right of the report indicates the
amount over or under budget.
(Continue with procedure on page 5-28.)
INCOME VS EXPENSES REPORT (Page 5-30)
From the Reports Menu,
Type: k (for Income vs Expenses Report)
Year to Date or Date Range
Type: y (for Year to Date) or d (for Date Range)
If d (for Date Range),
Type first posting date to be included.
..............Press ENTER
Type last posting date to be included.
..............Press ENTER
When you print the report by date range, any
item that is budgeted will display the budgeted
amount for the date range selected.
(Continue with procedure on page 5-30.)
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VIANSOFT(R) Church Treasurer
NOTES
YEAR END ROUTINE (General)
Include the following steps after you complete
Step 1 on page 2-3 for each Checking Account.
1a. Print a List (Journal) of the transactions
just entered.
1b. From the Main Menu, select the Prove Bank
Statement option. You will not prove the
bank statement, but you will just print out
the list of outstanding Deposits and
Expenses.
Procedure:
Have you entered all charges and credits from
your bank statement? (Y/N) Type: y
Review: O)utstanding A)ll Q)uit
Type: q (for Quit)
Balance on Bank Account Statement:
(Do not enter any amounts on this screen.)
Press: Ctrl-q (to quit edit of amounts)
Output to: Type: p (for printer)
Report Generated on printer.
Keep this list of outstanding transactions
until you receive the bank statement for the
month.
When you prove the bank statement, check off
all transactions on the list that have
cleared. Enter the total of income and total
of expenses that have not cleared as
"Outstanding transactions not on this disk"
during the Prove Bank Statement option.
Note: You want to put any interest from
December on the old disk (for your
yearly reports) and also on the new
disk. Use the Income entry option to
enter last year's interest on the old
disk (or the subdirectory containing
last year's information). Use the
Balance Forward entry option to enter
last year's interest on the new disk
(or in the current subdirectory).
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VIANSOFT(R) Church Treasurer
NOTES
NEW DISK (Floppy System Only)
Read page 8-1, New Disk (Floppy Data Disk Only)
Before following the directions on page 8-2,
do the following:
1. Transactions for all Bank Accounts should be
brought up to date.
2. Print a List (Journal) for any transactions
just entered.
3. From the Main Menu, select the Prove Bank
Statement option. You will not prove the
bank statement, but you will just print out
the list of outstanding Deposits and
Expenses.
Procedure:
Have you entered all charges and credits from
your bank statement? (Y/N) Type: y
Review: O)utstanding A)ll Q)uit
Type: q (for Quit)
Balance on Bank Account Statement:
(Do not enter any amounts on this screen.)
Press: Ctrl-q (to quit edit of amounts)
Output to: Type: p (for printer)
Report Generated on printer.
Keep this list of outstanding transactions
until you receive the bank statement for the
month.
4. Follow directions at the top of page 8-2.
Proving The Bank Statement with the New Disk.
When the next statement comes from the bank,
follow the procedure outlined in the manual
(Prove Bank Statement option). When you
prove the bank statement, check off all
transactions on the list that have cleared.
Enter the total of income and total of
expenses that have not cleared as
"Outstanding transactions not on this disk"
during the Prove Bank Statement option.
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APPENDIX G
HARD DISK BACKUP PROCEDURE
Hard Disk Backup Procedure:
You should have 3 sets of backup disks:
1. BACKUP 1 #1 through BACKUP 1 #?
2. BACKUP 2 #1 through BACKUP 2 #?
3. BACKUP 3 #1 through BACKUP 3 #?
You will need 1, 2 or 3 (or more) disks for each set
of backup disks. The number of disks needed for each
set depends on the size of your member information
files. (The first time you use a disk for the BACKUP
Procedure, it must be blank and formatted (see page
2-12). After the first time the disk is used, it can
be used again in the rotation of backups as discussed
later without reformatting.)
At the conclusion of each session, you will leave
VIANSOFT(R) by typing q (for Quit) from the Main
Menu.
A message on the screen will remind you to backup
files displayed on the screen.
Note: You may use any method to back up the files
your system allows. The following procedure is
to aid the new hard disk user.
END OF FIRST SESSION (Hard Disk)
Place the disk labeled BACKUP 1 #1 in drive A.
At the C>, type: backup c:\ch\*.* a:
..............Press ENTER
Note: Depending on the version of DOS you are
using, a warning message may appear on the
monitor. Press ENTER after reading the
message.
If you are asked to put in a second backup disk,
remove the first floppy disk and replace it with
the disk labeled BACKUP 1 #2. Press ENTER. (Do
this until the complete subdirectory CH is
backed up.)
END OF SECOND SESSION (Hard Disk)
The backup procedure will be almost the same as
for the end of the first session.
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APPENDIX G
HARD DISK BACKUP PROCEDURE
The only difference is that you will use the set
of backup disks labeled BACKUP 2 #1 through
BACKUP 2 #?.
END OF THIRD SESSION (Hard Disk)
The backup procedure will be almost the same as
for the end of the first and second session.
The only difference is that you will use the
set of backup disks labeled BACKUP 3 #1 through
BACKUP 3 #?.
END OF FOURTH SESSION (Hard Disk)
The backup procedure will be exactly the same
as for the end of the first session.
Use the set of backup disks labeled BACKUP 1 #1
through BACKUP 1 #?.
Continue to rotate backup disk sets in a
similar manner after future sessions.
Remember, you must make backups.
RESTORE BACKUP INFORMATION TO HARD DISK
If you used the BACKUP command to back up the
information in your CH subdirectory to a floppy
disk, you will use the RESTORE command to
transfer the information from your floppy disk
backup to the hard disk. (Only follow this
procedure when there has been a problem with
the files on the hard disk - see
Troubleshooting.)
Use your most recent set of backup disks: The
set you used before the problem occurred.
Note: The RESTORE command does not alter or
erase the information on the floppy disk.
Put the disk labeled #1 of your most recent set
of backup disks in drive A.
At the C>, type: restore a: c:\ch\*.*
..............Press ENTER
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APPENDIX G
HARD DISK BACKUP PROCEDURE
Note: Depending on the version of DOS you are
using, you may be asked to put Backup 1
in drive A. Press ENTER after reading
the message.
Note: If you are asked to put a second backup
disk in drive A, remove the first floppy
disk and replace it with the second disk
of the set.
If you use a different method of copying the files
from the backup to the hard disk, be careful to copy
all the data files correctly to the hard disk.
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APPENDIX B
UPDATE PROGRAM DISK
SINGLE DRIVE SYSTEM - UPDATE PROGRAM DISK
This procedure will replace the one found on
page 12-2.
PROCEDURE
1. Make a copy of the new Tutorial-Trial Disk using
the DISKCOPY Command (DISKCOPY a: a:).
2. Place the COPY of the new disk in drive A.
3. At the A>, type: setup ............Press ENTER
4. After the setup is completed,
Type: copy a:ct.ext b: ...........Press ENTER
5. After the disk drive stops, a message on the
screen will instruct you to remove the disk in
drive A (the copy of 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
6. When the disk drive stops, remove your Program
Disk (w/ Posting Information) from drive A.
7. Place the set up copy of the Tutorial-Trial Disk
back in drive A.
Type: copy a:ct.ovr b: ...........Press ENTER
8. After the disk drive stops, a message on the
screen will instruct you to remove the disk in
drive A (the copy of the new Tutorial-Trial
Disk) and place your target disk in drive A.
Again, place your PROGRAM DISK (w/ Posting
Information) in drive A.
............Press ENTER
9. When the disk drive stops, the update is
completed. You Program Disk (w/ Posting
Information) has been updated.
Note: Make a copy of your newly updated Program
Disk (w/ Posting Information).
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APPENDIX B
UPDATE PROGRAM DISK
UPDATE PROGRAM DISK
Key Disk System (for Hard Disk):
STEP
1. At the C>, place the new Tutorial-Trial Disk in
drive A.
2. You will temporarily copy the church program
files from the new Tutorial-Trial Disk to the
root directory of your hard disk.
Type: copy a:ct.* c: .............Press ENTER
3. When the disk drive stops, remove the disk in
drive A.
4. Place the disk you have been using as the Key
Disk in drive A.
5. Type: copy c:ct.* a: ..............Press ENTER
6. When the disk drive stops, remove your updated
Key Disk.
7. You will now erase the CT program files you
temporarily copied to the root directory of your
hard disk.
Type: erase c:ct.* ...............Press ENTER
Note: Make a backup of the newly updated Key
Disk and put the backup in a safe place.
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