Gold Medal Software 5/Gold Medal Software - Volume 5 (Gold Medal) (1995).iso/accounts/crispr.arj/CRISPR.DOC

Text File | 1993-09-13 | 94KB | 1,850 lines

Instructions For CRISP-R REAL ESTATE ACCOUNTING SOFTWARE
(c) Copyright 1991 James W. Funsten
All Rights Reserved

     The program CRISP-R, and the instructions for its use, are a
proprietary product of J. W. Funsten, and are protected by
copyright law.  When you are an owner of CRISP-R, you are
licensed to use the program on the following terms and
conditions:
     1.  You may use the program only on one computer or computer
terminal at a time.
     2.  You may transfer your right to use the program to
another party, which terminates your license.  You may not rent
or lease the program.  You may distribute copies of the program,
but not the manual, to other persons, but solely for their
evaluation, so that they may decide whether to become owners.
     3.  You may not decompile, disassemble, reverse engineer, or
in any way modify the program code without the prior written
consent of the author.  You may not employ components of the
product in any kind of derivative program, manual, or product.
     4.  No part of the manual may be reproduced or copied
without the written permission of the author.
     CRISP-R is not public domain or freeware.  Registration
entitles the user to the manual, one year of updates, and one
year of telephone support.  The cost of registration is $55.00
(US$55.00 in Canada), which may be charged on Visa or
Mastercharge by calling [phone].  The mailing address of
the author is:  J. W. Funsten, 140 Second Street, Suite 601, San
Francisco, California 94105.

          TABLE OF CONTENTS

DESCRIPTION
DEMONSTRATION
INSTALLATION THE PROGRAM FILE
OPERATION
  Setting Up the Data Files
  Property List
  Account List
  Payor/Payee List
  Enter Transaction
  Correct Transaction
  Repeat Prior Transactions
  Delete/Restore Transaction
  Print Checks
  Print Transactions
  Read/Print Selected Transactions
  Display Bank/Property Balances
  Read/Print/File Account Totals
  Delinquency Report
  Reconcile Bank Statement
  Backup Data Current Year
  Change To Another Year
  Exit Program

Description

CRISP-R is a bookkeeping system for up to 100 or more  different
properties or activities for one year using just one bank account
(or up to three bank accounts) for all properties.  It is perfect
for property management of multiple commercial, investment, or
residential properties.  (CRISP-R is a variation of CRISP,
another program by the same author which is similar to CRISP- R
but is designed for strict separation of accounting for each
property with separate bank accounts for each property.)

CRISP-R is menu-driven.  You select the year regarding which  you
want to perform bookkeeping and then make entries for one
property or allocate entries between several properties.  The
journal of receipts and disbursements for each year may contain
up  to 9,999 entries.  There is a property list of up to 250
properties, a chart of accounts of up to 250 accounts, and a
payor/payee list of up to 250 names (plus unlimited special
payor/payees).
CRISP-R enables the user to print checks (with or without
payee's address for window envelope), reconcile bank statements,
backup all data for a chosen year to another disk for
safekeeping, and have instant access to bank balances, property
balances and  account totals.  For any one property (or for all
properties in  one year), the user can create annual and monthly
account reports, and display delinquency reports to see which of
previously  designated payor/payees have paid rent.  CRISP-R
makes written  reports including reports of all transactions,
selected  transactions, and annual and monthly totals of
accounts.  In  addition, CRISP-R exports files of up to a year of
monthly account totals to Lotus 1-2-3 for one property or for
all.

Demonstration

The diskette which is delivered with this Manual contains the
program CRR.EXE together with other files containing sample data
which illustrate in a brief way how the program operates with
data.

While a user may understand how to operate the program without
seeing it operate with sample data, it may be easier to
understand when the program is operated with sample data
displayed.

A user who does not wish to see the demonstration of CRISP-R  may
go directly to the sections of this manual titled  "Installation"
and "Operation".

A user wishing to view the demonstration, may start the  computer
and move to the "A" drive and then place the diskette  which was
delivered with this Manual on that drive and begin the
demonstration by typing CRR and pressing Enter.  Then, the screen
will show an introduction.


When any key, except the 'Y' key, is pressed, the main menu  for
the year 1960 will appear on the screen.

The year 1960 was chosen for demonstration data because it is
distant from the current year and thus the data is not likely to
be confused with current user data.  When CRISP-R is started the
program always to the year upon which the user most recently was
working.  Later in this manual there is an explanation of how to
move to another year.

Shown on the screen are listed the various operations which  the
user may perform in relation to the year shown at the bottom of
the screen.

An individual operation may be chosen from the menu by moving
the highlight with the UpArrow or DnArrow keys and then pressing
Enter.  If more convenient, the user may use another method of
choosing an operation from the Main Menu.  On either side of each
line on the Main Menu there is a letter of the alphabet.  An
operation listed on a line may be chosen by pressing the keyboard
key which has the same letter as is shown on the screen opposite
that line.  The footnotes on the screen instruct the user how to
use these two methods of selection.    If "Enter Transaction" is
chosen from the Main Menu, before  going to the Enter Transaction
screen CRISP-R will show    the last three transactions in the
data to remind the user of the last activity.

As long as the user continues to work in this database, that  is
with respect to this year, the last line on the screen will show
the year for which accounting is being done.
The first and second of the three transactions shown above  have
a payor/payee from the Payor/Payee List which may contain up to
250 names of payors or payees.  The third transaction has a
special payor/payee (designated "SPC" rather than with a number).
Special payor/payees are entered at the time of entering a
transaction, rather than in the Payor/Payee List, and may be
unlimited in number.

The third item of the three is dated the 15th of December
whereas the first and second are dated December 31st.  This
illustrates the fact that transactions need not be entered in
chronological order.  This data indicates, at the right hand
center  of the display of each transaction, that the first and
second of the three transactions have been marked by the user as
having  cleared the bank but the third one apparently never did
and is yet outstanding.  The last two transactions are
disbursements whereas the first is a receipt.  Transactions which
may also appear are  bank transfers, and deleted transactions.
Pressing Enter again will bring the user to the screen in   which
a new transaction may be entered.

How to enter data will be explained later in this manual.

Now, as anywhere else in the program when working in a  specific
year, it is possible to return to the Main Menu by  pressing F10.


From the Main Menu, the user may again select another  function
in the same year either by pressing one of the letters in
the columns on either side of the screen or by the highlight
method as explained at the beginning of this section.  After
viewing that function the user may then press F10 to return to
the Main Menu  and view all of the screens with demonstration
data.  These other selections and screens are discussed later in
this Manual.

It is also possible anywhere in the program to go directly to
the Bank Balances screen for the year on which the user is
working by pressing F4 or to the Year List screen by pressing F5.
It is only by going to the Year List screen that the user may go
to  another year of accounting.  The other choices on the Main
Menu all relate to one year of accounting (except that it is
possible  to copy lists and transactions from one year to
another).

At the Main Menu the user may exit the program by pressing
uppercase or lowercase Q.  (It is also possible to exit the
program from any place by pressing Control-C or turning off the
computer; but (1) when returning to DOS in this manner the cursor
may not be blinking, and (2) when leaving the property, account
or payor/payee list in this manner, current data may be lost.)

                           INSTALLING THE PROGRAM FILE

The only file which is necessary for the installation of  CRISP-R
is the file named CRR.EXE which contains the entire  program.  It
may be installed either on a floppy disk or on a hard disk.  When
installing the program, no other file should be copied from the
diskette supplied by the author because new data files  will be
created by the program as needed.

The fastest and simplest operations occur if the program
(CRR.EXE) is installed on the hard disk.  On the other hand, the
user may transfer the program file (CRR.EXE) to a formatted
floppy diskette, and operate the program completely without the
use of a hard disk.

To install the program on a hard disk drive, the file CRR.EXE
should be copied (using the DOS command COPY) to the hard disk
from the floppy disk supplied by the author.  A typical command
would be:  COPY  A:CRR.EXE  C:

The program may be installed on a formatted floppy disk by
copying CRR.EXE to the floppy disk (using the DOS command COPY).
With the formatted diskette in the A drive and the diskette
furnished by the author in the B drive, the command would be:
COPY B:CRR.EXE  A:

As is the case with many software programs, the disk furnished
by the author does not contain any DOS operating system files,
because to include those files would be a violation of the
copyright of IBM or Microsoft.  Therefore before loading CRR.EXE
onto a floppy diskette the user should install DOS operating
system files on that diskette.

                            OPERATION

SETTING UP THE DATA FILES

The user has copied the program file (CRR.EXE) from the  diskette
on which it was furnished to a formatted diskette or a  hard disk
without transferring any of the other files which were on the
diskette.  The user keys in the characters CRR and presses Enter
to start the program.  A title screen will appear.  Then when any
key is pressed, the program will look on the current drive for
the Year List file CRRD.  Since CRISP-R is being installed and
the demonstration CRRD file (that is, the Year List file) was not
transferred at the time of installation, this file will not be
present.  The screen will ask the user whether to search again
for the Year List file, or create a new Year List file, or
terminate the program.

To make the choice of the items on the screen, the user   moves
the highlight with the UpArrow and DnArrow keys to the item "Make
New Year List File" and presses Enter.   Then a new Year List
file (CRRD) will be created automatically on the current drive
and the blank Year List will appear on the screen.

When the program is started on subsequent occasions the  program
will search for the Year List file (CRRD) on the current drive,
and will not continue until there is a Year List file on the
current drive.  If in fact there is a Year List file existing,
the user will not want to create a new Year List file, but should
be sure that the Year List File is located on the current drive
before the program is started or restarted.

In the year list screen operations may only be performed on the
year which is at the center of the screen designated as "active".
To change this year the entire list of years is moved up or down
with the Up and Down Arrow keys.  To choose a year for accounting
the user must first bring that year to the center of the screen
at the active   position and then, if it has not already been
done, key in the  letter of the disk drive where data for that
year is to be located.

On a computer with just two floppy drives and no hard disk,  this
may be either A or B.  In that case data for a particular   year
may be sent either to the drive which contains the program  file
or to the other drive for storage on another diskette.  On a
computer with a hard disk designated "C" the user may place the
data for a year on the main directory of the hard disk by
entering the drive name as C.

Many users may choose to place data on a sub-directory of the
hard disk.  Only one subdirectory may be used for CRISP-R data on
any one drive and it must be named "CRR".  Such a subdirectory
will be created by the program automatically whenever the user
for the first time directs data to the subdirectory.  After
bringing the chosen year of accounting to the active position on
the screen, the user presses the Alt key at the same time as the
user presses the drive letter.  Thus pressing Alt and C at the
same time will result in "C:\CRR\" appearing on the screen.  The
data files for that year will be located on the "CRR"
subdirectory of the "C" drive.

The user may have subdirectories named "CRR" on two or more  hard
drives or floppy drives.  The user may direct the data to any
drive and may direct the data for one year to a different drive
from that designated for another year, or if sufficient memory is
available on a floppy or hard disk, data for all years may be
sent to the same disk or subdirectory of a disk. (See Program &
Data  Files for information on file names created by CRISP-R.)

When that choice has been entered on the line of the active
year, the user may press enter to go to the data files for that
year.  Since CRISP-R is being installed and the demonstration
data files were not transferred at the time of installation,
these file will not be present and the screen will report that
the first of the files, the Property List file, cannot be found.
(Indeed, the demonstration data was for the year 1960, so there
were no  demonstration files for current years.)  The screen will
ask the user for instructions as to whether to terminate the
program, or search for the Property List file, create a blank
Property List  file on the current drive, copy a Property List
file from another year, or change to another year.

To make the choice of the items on the screen, the user   moves
the highlight with the UpArrow and DnArrow keys.  When  original
setting up, the user will highlight the item "Make Blank Property
List File" and presses Enter.   Then a new Property List file
will be created automatically on the whatever drive or drive and
subdirectory that the user has designated for the year.  If  the
user has already created a property list for another year and the
user may elect to direct the program to copy that list for use in
the new year.

As soon as the blank property list has been created a another
screen similar to the one shown above will appear asking the user
whether the program should create a blank account list for the
year.  After such a list is created by the program still another
screen similar to the one above will appear asking the user
whether the program should create a blank Payor/Payee List file.
Then, a blank Payor/Payee list screen will appear.

The user may press F7 to cause the program to create such a
file.  In fact, the only reason that the user would not want to
create any of these files is where the files have already been
set up and filled with data, but the user mistakenly is looking
on the wrong directory for them.  He then would not want to
create  duplicate files.  After this file is created a similar
message  appears on the screen regarding creation of a Special
Payor/Payee file, a Comment file, an Address file and a Breakdown
file.  When all of these files have been created by the program
after the user so directs, the screen will then show the Main
Menu file for the year.

When the program is started on subsequent occasions the  program
will search for the Year List file (CRRD) on the current drive,
and will not continue until there is a Year List file on the
current drive.  Thus, before the program is started on subsequent
occasions after the data files have been set up, the current
drive should be the one where this Year List file is located.  If
the  Year List file is found, the program will determine which
year was last worked on by the user and will go directly from the
title  screen to the Main Menu for that last year.

Now all the necessary files for operation of the program have
been created on the drive or drive and directory which was
designed by the user for the year for which the user intends to
perform accounting, and the user is located at the Main Menu.
The user may now commence placing data in the Property List file,
the Account List file and the Payor/Payee List file preparatory
to actually entering data for specific transactions.

PROPERTY LIST

When the user is at the Main Menu, the user may move the
highlight on the screen with the UpArrow or DnArrow keys to
highlight the words "Property List" and then press the Enter key
whereupon the Property List screen will appear.  In the case
where the user has just set up the data files, it will be blank.

Instructions to the user appear at the bottom of the Property
List screen.  The user may now press F8 to "Amend or Add to
List".  This activates the cursor, highlights the first line and
causes the screen footnote instructions to change.

Now the user may enter the names of the properties or projects
for which accounting is to be done.  A name may have up to 40
characters.  When it has been keyed in the user should press
Enter and then the cursor will go on to the next line.  The data
for a particular line of the Property List screen, but is not
recorded to disk until the user exits the data entry mode.
Before exiting the data entry mode, the user may enter another
property name on the next line or any of the 250 lines of the
Property List screen.


The user has not yet left the data entry mode, the highlight  is
still present on the line where data was last entered.  Also, the
footnotes are still the footnotes for data entry.   When the user
is finished entering property names, at least  for the time
being, the user returns to the initial Property List screen mode
by pressing ESC.  Now the data is recorded to  disk, the
highlight and cursor disappear and the footnotes  return to the
original messages.

The user is at the initial Property List screen from which the
user may return to the Main Menu by pressing F10.  Before
returning to the Main Menu, the user may want to rearrange the
order of the items in the Property List.  This subject appears in
the Property List screen footnotes as "Change Sequence of Items
in List".  The user may wish to change the sequence of the
Property List either when initially entering property names, or
at some later date for many different reasons.  This may be done
without disturbing the property number or the property data.

The user presses F2 when at the initial Property List screen  and
the screen footnotes the property exchange mode appear.

The user now moves the highlight to the line which the user
wishes to relocate.  This movement of the highlight is
accomplished with the Up and Down Arrow keys.  When the highlight
is over the property name which the user wishes to relocate, the
user  presses F8 to exchange that property name with whatever
are the contents of the line above, or F9 to make a similar
exchange with the contents of the line below.  Holding down F9 or
F8 will cause the exchange to be continued from one line to
another and from one page to another.  These changes are not
recorded to disk and made permanent until the user exits this
mode by pressing ESC.    When the desired relocation of a line
has occurred, the   user may use the Up and Down Arrow keys to go
to and highlight  another line for relocation and then following
the same procedure with the F8 and F9 keys to relocate that line.
When all desired movement or exchange of lines has occurred, the
user should press ESC to record the changes to disk and return to
the  initial screen of the Property List mode.

Whenever a line is relocated the property number goes to the  new
location with the property name, so the program continues to
recognize the data for that property at the same places  in data
storage.

A user may wish to relocate properties on the Property List
screen to place the most frequently referenced at the top where
they are most accessible.  As long as there are some receipts or
disbursements in the year regarding a property, it must remain on
the list, but may be moved to a later page of the list.  Also, it
may be convenient to move blank lines to separate previously
entered names.

The Property List screen previously entered now appears, after
relocation of lines and just before the user presses ESC.

When all of the lines of property names have been relocated,
the user presses ESC to record the changes to disk and return to
the initial Property List screen.

In the case of the Property List as well as the Payor/Payee
List and the Account List, the user may always return from the
Main Menu to these screens to add more items or change the order
of  items.

As noted on the footnote of the initial Property List screen,
the user may print a copy of the Property List by pressing F7.
  Messages regarding printing appear in the footnotes in place
of the words "F7 = Print List".  The message may be "Printer Not
Functioning" or "Now Printing" or "Printing Complete" or "Change
Paper" in the case of a particularly long list.  When printing is
complete the initial Property List screen appears.

Pressing F10 will cause a return to the Main Menu.

ACCOUNT LIST

Where the user it setting up a year of accounting the user  must
enter the names of the accounts to be used.  (This may be
avoided when the user has been using CRISP-R for another year of
accounting from which the list of accounts could have been copied
.).  The Account List should be entered before the Payor/Payee
list because the user may want to refer to it when entering the
payor/payee names.
  To get to the Account List screen the user must first go to
the Main Menu.  From all screens but the Year List screen, the
Main Menu may be reached by pressing F10.

At the Main Menu the user either presses the letter on either
side of the words "Account List", that is, the letter "N" or "n",
or uses the highlight method.  To use the highlight method the
user presses Enter and then moves the highlight with the Down
Arrow down to cover the words "Account List" and then presses
Enter again.   When either method of selection has been
completed, the first  page of an Account List screen will appear,
and, if this is a   new Year data base, will be blank.

To begin entering account names, the user presses F8 and then
the cursor and highlight will be on the first line ready for
entry of an account name.

The user may begin by entering an account name on the first
line, or may move to another line or another page to enter an
account name.

The user may enter an account name of up to 40 characters.
After each account name the user must press Enter and then key in
R or D to indicate whether the particular account is one for
receipts or for disbursements.  In the case of rents the user
would enter an R and in the case of utilities a D.  Subsequently,
when data is being entered, every transaction will be designated
either a receipt or a disbursement and a receipt transaction can
only be put in an account which has been designated "R".  Should
the user wish to disburse money from an "R" account, it may be
done by entering a receipt transaction in a negative amount.

It is not necessary to have a rent refund account as a
disbursement, because at the time of entering transactions a rent
refund may be entered as a negative receipt in the rent account.
It is not necessary to enter all possible accounts as the user
may return at any time to enter more.

When the user has finished entering account names, at least  for
the present, the user presses ESC to record the data to disk and
to return to the initial Account List screen.

The accounts may be entered in any order, irrespective of
whether they are receipts or disbursements.  Should it later be
determined that it is desireable to rearrange the order in which
the accounts appear on the list, the sequence may be rearranged,
as detailed above for the Property List.

Because there are 250 possible account names for each year,
there are several pages to the Account List screen.   When the
user has finished entering Account names the may then return to
the Main Menu by pressing F10.

PAYOR/PAYEE LIST

Before the entry of transactions the user may also wish to
enter payor/payee names in the Payor/Payee List.  The user need
not enter in the list payor/payee names which are to be used
infrequently, as it is possible to enter special payor/payees in
a transaction without putting them on the Payor/Payee List, as
explained in the discussion of the Enter Transaction section.

The user may go from the Main Menu to the Payor/Payee List
screen and press F8 to arrive at the Amend or Add to List mode of
the Payor/Payee List screen.  When a year data base is being set
up for the first time that list will have no entries.  The user
may commence entering a payor or payee name of up to  40
characters.  After a payor/payee name had been keyed in, the
user presses Enter and the cursor advances on the same line to
the place were the user has the option of entering a tentative
account number under the words "Tentative Acct/Prop".  It is not
necessary to enter either a Tentative Account number or a
Tentative Property number.  Without making any entry the user may
press Enter again and pass the next column on the same line where
the user may enter a tentative property number.

Again without making any entry the user may press Enter and pass
on the next line where the user may enter the name of another
Payor/Payee.

There are two reasons for making these tentative account
entries:  first, when they are made, each time a transaction is
entered with that payor/payee, that account number and property
number will appear automatically and thus saving the user some
keying operation.  The user can override the tentative account
and property at the time of entering a transaction.  Second, on
the  Delinquency Report only those payor/payees are shown who
have been designated as tentative account and property the same
account and property for which the delinquency report is made.

A case where it would be advisable to enter a tentative  account
number is where the payor/payee is a tenant; then it would be
logical to enter, as a tentative account number for that
payor/payee, the number which the user designated in the Account
List for the rent account.  Since the payor/payee is probably a
tenant at only one property, it would also be logical to enter
that property number as the tentative property number.

If a payor/payee who is a tenant has a tentative account of  rent
in the Payor/Payee List, that payor/payee will be listed
separately on the rent account delinquency report, rather than
under the collective title of "Other Payor/Payees" where the
delinquency report is for all properties.  If the delinquency
report is for just one property, that payor/payee will be listed
on the report if that property as well as the rent account have
both been listed opposite the payor/payee on the Payor/Payee
List.

If the user wishes to enter a tentative account number for a
payor/payee in the Payor/Payee List, but does not know the
number, it may be found in the Account List window.  Pressing F1
in the  first column under the title "Tentative Acct/Prop" of the
Payor/Payee List data entry screen will bring up a window which
contains the Account List from which the user may choose a
tentative account number for automatic entry and use in the
Payor/Payee List screen.

By pressing F1 the user can return to the Payor/Payee List screen
without choosing an account to enter on the Payor/Payee List
screen as a tentative account.

When the user chooses an account by either pressing the letter
at either side of that account or by pressing Enter and using the
UpArrow and DnArrow keys to highlight an account and then
pressing Enter, the program will return to the Payor/Payee List
screen and the number of the account so chosen will appear in the
tentative account column.  Pressing Enter at that time will move
the cursor to the next column on the same line where the user has
the option of entering a tentative property number.  In the same
manner as  described for the tentative account column, the user
may key in a tentative property number, press F1 to refer to the
Property List, or merely press Enter to pass this column without
any entry.  When Enter has been pressed, with or without entry of
Tentative Account number and/or Tentative Property number, the
highlight and cursor will pass on to the next line where the user
may continue entering payor/payee names.  When all desired names
have been entered, at least for the present, the user may press
ESC to exit the data entry mode, record the data to disk, and
return to the initial  Payor/Payee List screen.

As described above for the Property List screen, the user  may
rearrange the sequence of payor/payee names on the Payor/Payee
list.

After the user finishes setting up or amending the Payor/Payee
List, the user may exit the entry mode by pressing ESC when the
cursor is at the left hand side.  Then the user may return to the
Main Menu by pressing F10.

At any time later the user may return to either the Property
List screen, the Account List Screen, or the Payor/Payee List
screen and add or amend the items on each list.   At the
Payor/Payee List screen the user may press F9 to enter  addresses
for Payor/Payees, so that payor/payee addresses may be printed on
checks and window envelopes may be used.

ENTER TRANSACTION

To begin entry of transactions select Enter Transaction on the
Main Menu.  (The Main Menu appears after a particular year has
been chosen from the Year List screen or when the user presses
F10  anywhere in the program.)

Items on the Main Menu are chosen either by pressing the
keyboard letter which appears opposite the item in the outside
columns, or by the highlight method.  To use the highlight method
the user follows the screen instruction to move the highlight
over  the item to be selected and then presses Enter.
Immediately after  "Enter Transaction" has been chosen, the
screen will display the last four existing transactions, if any
exist, and when Enter is  it will show the initial Enter
Transaction screen.

The cursor will be blinking at "Bank Account 1".

At this time during installation the user may wish to enter  the
name of a bank or bank account being used for the year on which
work is being done.  Designation of a bank is done by pressing
F8, when the cursor is in one of the bank boxes, entering the
name of the bank or bank account and then pressing Enter.

To name either of the other two bank accounts the user may  move
over to another box following the screen footnote  instructions,
and again press F8 and make that entry.

If the user has cash transactions not involving any bank
account, such as where the user pays currency for an item, then
it is useful to have one of the bank boxes named "Cash on Hand"
or  "Non Bank Transactions".  When they are entered, these bank
names are recorded to disk and will not have to be reentered
during the entire year.

Now the user may enter a transaction, that is, a receipt, a
disbursement or a transfer of funds between bank accounts.  The
user begins in the Enter Transaction screen with the cursor in
the Bank Account 1 box and with "Disbursement" highlighted.  If
the  transaction is a disbursement from Bank Account 1, since the
screen already shows that setting, the user merely presses Enter
to move on to the entry of month and day.

If, on the other hand, the transaction is to be a Receipt, the
user, while the cursor is in the bank box should press the Up
Arrow and "Receipt" will be highlighted.

If the transaction is to be a disbursement from bank number  2,
then the user should move the highlight in the box of bank
number 1 down to the words "Not Used", then move the cursor with
the Right Arrow to the box of bank number 2 and there, with the
Up Arrow move the highlight from "Not Used" to "Disbursement".

If the transaction is a transfer from one bank account to
another, the user highlights "Receipt" in one bank account and
"Disbursement" in another bank account.     To leave the bank
boxes the user presses Enter.  CRISP-R will  not accept
disbursement settings in two bank accounts at the same time or
receipt settings in two bank accounts at the same time, nor will
it accept a transaction where all bank accounts are marked  "Not
Used".  In any of these cases the warning box will have a
message noting the error and the cursor will not advance.
During the course of entering a transaction the user may  return
to the bank boxes by pressing the Up Arrow and make a  change,
and then go back down by pressing Enter.

After making the proper entries in the bank boxes, the user  may
push Enter and pass down to the location for entry of   the
month.  The screen footnote instructions will change.   F7 may be
pressed to reveal date and time.  Pressing F7 again will enter
this month and day in the transaction.  Pressing another key
ignores this month and day.

Had the user entered a disbursement in one bank box and a receipt
in another, there would be a bank transfer.  The blanks for
property, payor/payee and account do not appear when the bank
boxes have been set for a bank transfer.  This is because in a
bank transfer does not involve a property, a payor/payee or an
account.

Whether or not the transaction is a bank transfer, the user
enters the month, the day, and the amount of the transaction.  If
transactions have already been entered in this accounting
session, the date previously entered will appear automatically.
If F7 is pressed the date appears in the window on the bottom
part of the screen.

If F7 is pressed again, the current date will be entered from the
computer clock.  If any other key is pressed, the displayed date
will be erased without entering it in the transaction.  The date
may always be keyed in by the user.

After the month and day have been entered, the cursor will
advance for entry of the amount of the transaction.  Normally at
this point CRISP-R will be in the "typeover" mode, however, the
user may switch to the "insert" mode by pressing the insert key.

The amount of the transaction may be up to $9,999,999.99 and  may
be either positive or negative (for instance a rent refund may be
entered as a receipt of a negative amount of money in the rent
account rather than as a disbursement of a positive sum of money
in some other account).  To enter the same amount as was entered
in the last transaction in the same accounting session, the user
may press F3.

Should the user enter an amount and then, after leaving the
amount entry location, decide to change the amount entered, the
user may return to the amount location by pressing the Up Arrow
and then make the correction.  If the correction desired is to
make the amount negative rather than positive, the user may enter
a "-" at the first space in the amount location, and then the
negative of the entered number will appear.  The user may press
the F6 key to erase an amount entry.

Upon pressing Enter, the cursor will pass to the location for
entry of check number.  The check number is merely an information
notation and not necessary to the CRISP-R program, so the user
may elect not to enter any check number and press Enter to move
on to the next location.  Later, in either the Correct
Transaction mode or the Reconcile Bank Statement mode, a check
number may be entered for an existing transaction.

Next, except in the case of bank transfers where no payor/payee
is specified, the cursor will go to the location on the Enter
Transaction screen at which the user must enter the payor/payee.

First Method of Entering Payor/Payee:  If the user wishes to
enter a payor/payee name which is on the Payor/Payee List, and
knows the Payor/Payee List number of that payor/payee, the user
may key in that number and press Enter and the payor/payee name
will appear on the Enter Transaction screen.  When the
Payor/Payee number was entered as described in the last
paragraph, the cursor went down to the place for entry of the
property number.  If the Payor/Payee entry was satisfactory to
the user, the user may skip the other methods of entering
Payor/Payee number and go to the section regarding entry of
property number.  Otherwise the user should press the UpArrow key
to return to the position for entering the Payor/Payee number.

Second Method of Entering Payor/Payee:  If the user wishes to
select a payor/payee name from the list but does not recall the
number he may press PgUp or PgDn to scroll through the
Payor/Payees names.

For greater access to the Payor/Payee List, the user may press
F1 and the Payor/Payee screen will appear as a window.  When the
Payor/Payee List appears as a window, the user may  press the
PgDn and PgUp keys to see the entire list.  Then the user may
select a payor/payee on the list, either by pressing the letter
shown in the left hand column opposite the payor/payee or by the
highlight method which is initiated by pressing Enter and then
completed by following the instructions then appearing in the
screen footnotes.  When a selection is made the program carries
both the number selected and the corresponding payor/payee name
back to the Enter Transaction screen.

Even though the Payor/Payee List is appearing as a window in  the
Enter Transaction mode, the user may amend and add to the
Payor/Payee List while it appears as a window.  If the desired
payor/payee name is not on the Payor/Payee List, the user may add
it to that list by pressing F8 to enter a new payor/payee name,
exit that mode with ESC, and then choose the new payor/payee name
and send it to the Enter Transaction screen by either pressing
the letter in the left column opposite the new name or by
pressing  Enter and using the highlight method.

Should the user wish to return to the Enter Transaction   screen
without selecting a payor/payee from the Payor/Payee List window,
the user may do so by pressing F1.  The user may wish to return
without choosing a name because the user has decided to  pursue
the third option.

Third Method of Entering Payor/Payee:  If the proposed
payor/payee name is not to be used frequently and the user does
not wish to have it cluttering up the Payor/Payee List, the user
may enter the name of a special Payor or Payee whose name will
not  appear on the Payor/Payee List.  To do this the user, while
at the Payor/Payee location on the Enter Transaction screen,
types *,  whereupon the cursor will move from the payor/payee
number entry position to the payor/payee name location of the
Enter Transactions screen and the user may commence typing the
special payor/payee  name.

The advantage to entering a special payor/payee is that the
Payor/Payee List is not cluttered up.  The disadvantage is that
data cannot be searched for a single special payor/payee, but
only for all special payor/payees, whereas it can be searched for
each payor/payee who is on the Payor/Payee List.  Entry of
special  payor/payees consumes additional memory storage which is
not  required when a payor/payee is chosen from the Payor/Payee
List.

Entering Property or Allocating a Transaction:  After a
payor/payee has been chosen as discussed above and Enter has been
pressed, CRISP-R will go to the location on the Enter Transaction
screen where the user may either designate one property for the
transaction or direct that the dollar amount of the transaction
be allocated amongst several transactions.

If there was a tentative property number in the Payor/Payee
List, a property number may have been automatically entered on
the screen, but if the user does not wish that property number to
be used in the transaction, the user may erase that property
number, enter another, or enter an "*" for allocation of the
dollar amount to several properties.  If  no  property  number
was automatically entered, the property number space will be
blank.

If the transaction involves just one property, and the user knows
the number of that property which appeared on the Property List,
the user may enter the number and the property name will appear
on the Enter Transactions screen.

If the user does not know the number of the property which the
user wishes to enter, the user may go through the various
properties by pressing the PgUp or PgDn keys or the user may
bring up the entire Property List as a window by pressing F1, and
then choose a property by highlighting the line where the
property is located and pressing Enter to return to the Enter
Transactions  screen.

The user may wish to allocate a receipt or disbursement among
several properties.  To do this instead of entering the number of
one property, the user presses * and ENTER.  At this point the
user must either press F2 to go to the screen where the
transaction may be allocated among several properties, or must
abandon the entry of the transaction and return to the main menu
by pressing F10.  If the user presses F2 the allocation screen
appears.  As shown in the screen footnotes, in the above screen,
the user may move the highlight from property to property and
enter the amount to be allocated to each property.  On the second
line of the screen the user can see the total amount of the
transaction, the cumulative amount which has been allocated, and
the balance left to be allocated.  To return to the Enter
Transactions screen after making the allocations, the user
presses F2.  The program will not go back to the enter
transactions screen if the balance left to be allocated is other
than zero.

If the transaction is a receipt of interest income which the
user wishes to allocate between the properties according to their
daily average balance during the period when the interest was
earned, the user presses F9 while still on the allocation screen.
A screen appears in which the user enters the beginning and
ending dates of the period in which interest was earned and then
the  program calculates the daily average balances and returns to
the allocation screen and automatically enters the allocations
among the properties.

After the user returns to the Enter Transactions screen, the
user will be at the place for entering the account.   Entering
Account:  After a property has been chosen or an  allocation of a
transaction to several properties made, and Enter has been
pressed, CRISP-R will go to the location on the Enter
Transaction screen for entry of an account number.

If there was a tentative account number entered in the
Payor/Payee List for the chosen payor/payee, then that account
number and its accompanying account name will automatically
appear in the account location of the Enter Transaction screen.
That tentative account may be overruled by the user by entering
another account number.

The user may enter an account number if known, or the user may
press PgUp or PgDn to scroll the account names.  Or, the user may
press F1 to bring up the Account List screen as a window and
proceed in the same manner as described above for entry of
Payor/Payee names from a window in the Enter Transactions screen.
The Account List window in the Enter Transaction screen will
appear.

The user may add to or amend the Account List while it appears
as a window from the Enter Transaction mode, just as the user
could have done by direct access to the Account List screen from
the Main Menu.  Thus, if the user when resorting from the Enter
Transaction mode to the Account List window does not find a
suitable account, the user may press F8 and enter that account in
the Account List which is displayed as a window.  Then the user
presses ESC to return to the initial Account List mode in the
window, and chooses the account so entered to return to the Enter
Transaction mode.

No account may be used which is not entered on the Account  List.
Should the user attempt to proceed without entering an  account
number or should the user enter a number for which no  account
has been assigned, the user will not be able to proceed to the
next line of the Enter Transaction screen and an appropriate
message will appear on the warning line on the lower   part of
the screen.

When the user has designated a bank action of "Receipt" the
program will not accept an account which on the account list was
designated with a "D" as a disbursement account.  Likewise, where
the bank action has been designated as "Disbursement" the program
will not accept an account which was designated "R" for receipt.
Thus, if the bank action was designated "Disbursement", when the
user attempts to enter as the account the "Rent" account, the
warning box will show a message and the program will not accept
the setting.

If the user was attempting to enter a rent receipt, the user may
press the UpArrow to move up to the bank box and move the
highlight from "Disbursement" to "Receipt".  If the transaction
was a rent refund, then the bank action should still be a
"Receipt" but the amount may be entered as a minus number.

After the Account number has been entered, the cursor will  move
to the Comment location.  The user need not put anything at this
location or may enter up to 70 characters.

When Enter is pressed at the Comment location of the  Enter
Transaction screen the transaction is recorded to disk and the
screen is ready for entry of the next transaction.  The user may
enter another transaction or press F10 to return to Main Menu.
To quit, the user should choose "Exit Program" at the Main Menu
(which will insure that the cursor appears on the screen after
the exit).

CORRECT TRANSACTION

At the Main Menu the user may highlight "Correct Transaction"
and press Enter with the result that the Correct Transaction
screen will appear.  It is the same as the Enter Transactions
screen  except that the screen footnotes are different and that
the cursor is blinking in an empty transaction number box, rather
than at the bank boxes.  A transaction must be chosen before the
cursor moves to the bank account boxes.

The user may choose the transaction to be correct either by
keying in the number of that transaction or by pressing the
UpArrow or DnArrow keys to have successive transactions appear
upon the screen from which the user may choose.

If the user presses the UpArrow key, to find a transaction to
be corrected when no transaction is displayed or transaction
number one is displayed, then there will be a message in the
warning box "No More Items in Backward Search".  Pressing the
UpArrow again  will bring up on the screen the last transaction
in the transaction journal.

If the user presses the DnArrow when the last transaction in the
transaction journal is displayed on the screen, there will be a
message  in the warning box "No More Items in Forward Search".
Pressing the DnArrow again will bring up the first transaction in
the journal.  When there are many transactions, these are handy
ways to get to the end or the beginning of the transactions
journal.

When the transaction which the user wishes to correct is
displayed on the screen, the user may choose it for correction by
pressing Enter, and the cursor will advance to the bank account
box.  Then the user may make any changes to the transaction.
Corrections are made in exactly the same manner as described
earlier in this manual for entry of transactions and the user
merely presses Enter to pass through data which is to remain the
same as it was.  It is necessary to pass beyond the comment line
to record the corrected data to disk.

After choosing a transaction for correction, if the user  wishes
to eliminate the transaction altogether, the user may  presses F9
to go directly to the Delete/Restore module for deletion of that
transaction.  (See Delete/Restore Transaction).

When a user has completed correction of a transaction and
pressed Enter at the comment line of the correct transactions
screen, the data will be entered and the program will return to
the screen from which the user may choose another transaction to
be  corrected.  At this time the transaction just corrected will
appear on the screen.  The user may choose another transaction to
be  corrected or the user may press F10 to return to the Main
Menu.

REPEAT PRIOR TRANSACTIONS

When a user has transactions in a year which are repeated  every
month, it is convenient to be able to duplicate them, with a new
date, for entry in the next month in the same year without the
necessity of making all of the keystrokes.  Even repeating one
transaction with a new date may be more convenient that keying it
in anew, especially where the dollar amount of the transaction
was allocated to several properties in a manner which the user
wishes to repeat.

As described later in this section, it is also possible to  copy
a transaction from one year to another year which has similar
Property List, Account List and Payor/Payee list.  While rarely
done, this is useful when a data base for a new year is being
opened.    To repeat a prior transaction with a new date, the
user  selects Repeat Prior Transactions at the Main Menu.

The user must select the first and last transactions to be
repeated.  In the example, the box for entering the number of the
first transaction is highlighted.  The user may key in the number
of the first transaction to be repeated and press Enter and that
transaction will appear. Or, the user may bring transactions to
the screen by pressing the UpArrow or the DnArrow.

If the user sees that the transaction shown at the top of the
screen is not a transaction which the user wishes to copy the
user can bring up another transaction.  This is done either by
entering another number and pressing Enter or by pressing the
Uparrow or  Dnarrow keys to cause successive transactions to
appear on that  part of the screen.

Finally, when a transaction appears which the user wishes as  the
first transaction to be copied, the user presses Enter and the
cursor passes down to the place on the screen for the last
transaction to be copied.

Initially the same transaction chosen as first transaction to  be
copied will show up on the bottom half of the screen as the last
transaction to be copied.  Unless the user makes a change, only
that one transaction will be copied.  The user may choose the
last transaction to be copied in the same manner as the first
transaction to be copied was chosen and both will appear on the
screen.  Then the user presses Enter again and the user must
choose the date to be given to the new transaction or
transactions.    At this time the user, by pressing F7, may
request the computer to display the current date.

The user may press F7 again to automatically choose the current
date for the new transactions, or may key in another date.  Then
when Enter is pressed, the transactions will be copied and the
first and last new transactions will appear on the screen.  This
completes the normal copying procedure in which the user will be
copying transactions in the same year.  It should be noted that
if the dollar amount of a transaction has been allocated among
several properties, the same allocation will appear in the new
transaction which appeared in the old.

Only rarely, as when starting a new data base for a new year of
accounting, will the user wish to copy transactions from the data
base of one year to the data base of another year.  It should not
be done where the Property, Account and Payor/Payee lists for the
two years are different.  To copy transactions from one year to
another the user proceeds in the Repeat Prior Transactions mode
just as described above.  When the beginning and ending
transactions and the date have been designated, the footnote will
announce that by pressing F2 the user  may  copy  to  a
different  year.  A screen will appear in which the user may
choose the  destination year.

There is a warning that because the procedure involves opening
more than the usual number of files, the user's computer system
must be able to accommodate at least eight open files.  If the
user's system is DOS 3.0 or later, nothing need be done because
DOS 3.0 allows the opening of eight files at one time without any
special setting.  Even with an earlier version of DOS, the user
may already have set up a "CONFIG.SYS" file to increase the
allowable number of files in connection with some other program
such as a  word processing program.  Details of how an earlier
version of DOS may be set up to accommodate more files are found
in the user's DOS manual under the subject "CONFIG.SYS".  Except
for this routine and the routine for copying Property List,
Account List and Payor/Payee List files from one year to another,
CRISP-R operates without the necessity of capacity for opening
eight files at once.

While normally the user will wish the old dates and check
numbers eliminated, when the user elects to copy transactions to
another year data base a message comes on the screen that the old
dates and check numbers may be retained by pressing F8.

DELETE/RESTORE TRANSACTION

CRISP-R will allow a transaction to be either corrected or
deleted.  In the Correct Transaction mode the user can change a
transaction in any way, but cannot cause the dollar effect to be
zero.  If that is the objective of the user, the Delete/Restore
Transaction mode must be used.

When a transaction is deleted, it is not removed from the data
base.  When deleted, it no longer appears in any search of the
data, except in the Delete/Restore mode.  It will not appear in
any report or in any account totals or bank balances, but it is
saved so that it may be restored.  A deleted transaction can be
seen when the Delete/Restore Transaction mode is selected from
the Main Menu.

To delete a transaction, or to restore a transaction that has
been deleted, or to see the details of a deleted transaction,
select the Delete/Restore Transaction mode at the Main Menu.

Before taking any action with regard to a transaction the user
must first bring the transaction to the Delete/Restore
Transaction screen.  To bring deleted transactions to the screen
the user  presses the UpArrow or DnArrow keys and each deleted
transaction will successively appear.  This method will only
bring any  transactions to the screen if no transactions are
currently  deleted.  The user may bring a transaction to the
screen, whether currently deleted or not, by keying in the
transaction number and then pressing Enter.

If the user does not wish to take any action regarding the
transaction displayed, the user may key in the number of another
transaction and press Enter to bring it to the display, or the
user may press the UpArrow or DnArrow keys to see another deleted
transaction.

If the user decides, after viewing one or more transactions,  not
to take any Delete or Restore action, F10 should be pressed to
return to the Main Menu.

When the user wishes to delete or restore a transaction which
has been brought to the screen in the Delete/Restore Transaction
mode, the user again presses Enter and the screen footnotes
change.

The user may toggle between Delete and Not Deleted by pressing
the "+" and "-" keys.  Each time the user toggles from Delete to
Not Deleted or from Not Deleted to Deleted, the change is
immediately recorded to the transaction file on the disk.   If
the user wishes to correct a transaction which is currently
"Not Deleted", the user may press F9 and the Correct Transaction
screen will appear with this transaction number.

After the user deletes or restores a transaction and presses
Enter, the program will return to the initial screen of the
Delete/Restore Transaction mode and the user may go to another
transaction for action.  On the other hand, if the user was
finished with the delete and restore actions, the user may press
F10 to return to the Main Menu.

PRINT CHECKS

The Print Checks mode is chosen at the Main Menu.

Checks are only printed for transactions which have already
been entered in the data.  Accordingly, the user must select from
the existing transactions the first and last transactions for
which
checks are to be printed.

The cursor will be blinking in the empty transaction number box
for the first check to be printed.  By keying in a number and
pressing Enter, or by pressing the UpArrow or DnArrow keys, the
user may bring successive transactions to the screen as possible
first transactions for which checks are to be printed.  If the
last transaction in the data base is to be printed, it may be
brought to the screen by pressing the UpArrow twice before any
transaction is showing on the screen.  Once the user has decided
that the transaction on the screen is the first one for which a
check is to be printed, the user presses Enter and the cursor
passes to the box for the last transaction to be printed.  The
program automatically displays as the last transaction for which
a check is to be printed the same transaction which was chosen as
first transaction to be printed.  If this setting is not
disturbed only one check will be printed.  This choice may be
overridden by the user by keying in another check number or
pressing the UpArrow or DnArrow keys.

When the user has upon the screen the first and last
transactions for which checks are to be printed, the user presses
Enter and the checks will be printed using the parallel printer
port.

CRISP-R will not print checks for a negative amount of  dollars.
CRISP-R will skip, and not print checks for, (1)  disbursement
transactions for a negative amount of dollars, (2)  receipt
transactions for a positive amount of dollars, (3) bank  transfer
transactions, or (4) deleted transactions.

MODIFYING THE CHECK FORMAT

At the upper right hand side of the Print Checks screen either
the words "Standard Check Format" or the words "User Check
Format" will appear.  The user is given the option of either
using the  standard check format which was created by the author,
or creating and using his own check format.  Creating a User
Check Format will not overwrite the Standard Check Format, so the
user may toggle  back and forth between a format created by the
author and one  created by himself.

A check printed in standard format will fit on Moore Business
Forms multi-purpose check Series 7010 or Series 7020.

As detailed on the next page, the program lists all the items
of data which the user may wish to put on a check, either just
once or in two or more places, and the program, in User Check
Format, allows the user to place those pieces of information at
any  position on the check or voucher.

Should the user wish to create a User Check Format, or   switch
between "User Check Format" and "Standard Check Format", the user
presses F9 and a screen appears with three choices.  By moving
the highlight with the UpArrow and DnArrow keys the  user may
choose to modify or create a User Print Format, or to  toggle
between User Print Format and Standard Print Format.
Highlighting "Modify User Check Format" and pressing Enter brings
up a screen for creation of a User Check Format.

When the disk is delivered, the User Check Format is the same
as the Standard Check Format.  User Check Format may be modified
by the user, and when modified is recorded to disk.  At first,
the cursor is blinking in the box for the number of lines in the
check.

In the standard check format this is set at 42 lines, the number
of lines in a standard two part check.  To change this entry, or
any other entry on this screen, the user presses the "+" or "-"
keys.  Normally the user will not change this check length entry.
Pressing Enter brings the cursor to the line showing the first
matter to be printed.  The screen footnotes now change.

The two numbers on the left half side of this line are the row
and column of the location on the check where the first item is
to be printed.  The last item is the description of the item to
be printed at that location.  The first half line directs that
the name of the payee will be printed on  line 1 and column 9 of
the check.

Line 1 will be the place on the check where the printer head  is
located when printing starts.  In the Standard Check Format the
first printing of the payee name is set for line 1 and assumes
that before printing commences the printer head will be located
about 13 lines below the top of the voucher section of the first
check blank.

The user may direct that selected information be printed anywhere
on the check or in two or more places.  The possible items to be
printed are as follows:

DATE               CHECK NUMBER
COMMENT            1ST LINE ADDRESS
ALPHA DOLLARS      2ND LINE ADDRESS
NUMERAL DOLLARS    3RD LINE ADDRESS
PAYEE              ACCOUNT #
TRANSACTION #      PROPERTY #

The user changes the row and column by pressing the "+" or "-"
keys and then the Enter key.  When the cursor is blinking in the
third column, those same keys change the description of the item
to be printed at that location.  Then the user presses Enter to
move on to the next line.  However, the program refuses data
which will not print correctly.  So, if the instructions would
cause overprinting of the next or previous item or printing past
the right hand edge of the check, a warning will appear in the
warning box and the program will refuse to move forward from that
line.

The user may make room for another line by pressing the insert
key that is, Ins, and then a blank line will appear at the cursor
and the remaining lines will move down.  The user may eliminate
one or more lines by pressing the delete key, that is, Del, and
the  current line will disappear and all subsequent lines
will move back a line.

The user may print on a check any of the items which are  listed
on the previous page at more than one place.  For instance, in
the Standard Check Format, several of the items including the
date and the amount are printed twice - once to appear on the
stub and once to appear on the check.

Changes will be recorded to disk, when the user has gone
entirely through the list and the first blank line at the end of
the list, by pressing Enter.

After the user has modified the User Check Format, the program
returns to the Print Checks screen, but now the upper right hand
corner specifies "User Check Format" rather than  "Standard Check
Format".  Without losing the new User Check   format, the user
may elect to return to Standard Check Format by pressing F9 at
the Print Checks screen, highlighting "Standard  Check Format"
and press Enter.  Whichever of the two, Standard  Check Format or
User Check Format, is being used will continue to be the chosen
format when the program is terminated and restarted, until
another election is made.  Both formats are kept in disk  memory.


PRINT TRANSACTIONS

To enter this mode, select "Print Transactions" from the Main
Menu.  Transactions may be printed for a hard copy either in this
mode, or in the Read/Print Selected Transactions mode, or, in
abbreviated form, in the Reconcile Bank Balances mode.  The Print
Transactions mode prints all of the transactions starting with a
chosen transaction.  It is normally used to create or update a
hardcopy backup of all of the transactions.  In the Print
Transactions mode the user may elect that in the case of
transactions where the amount involved has been allocated
between two or more properties, the allocations are listed after
each allocated transaction.

At the initial screen the cursor is blinking in a box for   the
transaction number.  The user may bring a transaction to the
screen either by keying in a number and pressing Enter, or by
pressing the UpArrow or DnArrow keys.  The screen asks the user
for a beginning transaction number because the user may have
already a printed record of most of the transactions and may want
only the most recent transactions printed for a complete record.

When the user has upon the screen the transaction which the  user
wishes to be the first transaction printed, the user presses
Enter and the screen footnotes change and the line for choosing
paper change mode appears.  When Enter is pressed again the line
for electing whether or not allocations will be printed.

By pressing the Right Arrow and the Left Arrow, the user may
toggle between "auto paper change" and "manual paper change".  In
the case of a laser printer or a printer with continuous form
paper, the user would choose "auto paper change" and the program
will advance to the top of each page without stopping.  In
"manual paper change" the program will stop the printer at the
end of each page to afford the user the opportunity of putting
new paper in the printer.

By pressing the Right Arrow and the Left Arrow on the next  line,
the user may toggle between ""Print Allocations" and "Do Not
Print Allocations".  Normally the user would want to print the
allocations, as this printing is probably for a hard copy backup
of the data, and it would be hard to reconstruct the data without
knowing how the allocated transactions had been allocated between
the properties.  An example of printed transactions is in the
Sample Reports section of this manual.

For selective search, viewing and printing the mode Read/Print
Selected Transactions is used rather than the Print Transactions
mode.

READ/PRINT SELECTED TRANSACTIONS

This mode, selected from the Main Menu, allows the user to search
for selected transactions of the active year and send them either
to the screen or to the printer.  The various options in the mode
are listed on the screen.

When the screen first appears the cursor is blinking on the
top line over the word "ALL".  If the user wants to select data
from all months, the user merely presses Enter to leave the line
as it is and move on to the next line.  If the user wishes to
search for entries with the date of one month only, the user
presses the Left or Right Arrow keys to move the highlight to the
desired month changing that portion of the screen.

If the user desires all transactions from one month through a
later month, the user first moves to the desired first month with
the  Left and Right Arrow keys and then presses Control and Right
Arrow at the same time to highlight a blocks of months.  When the
month or months have been highlighted, the user presses Enter to
move on to the next line.  On that line the user may use the Left
and Right Arrow keys to choose whether to search for all Receipts
& Disbursements, or for Receipts Only, or for Disbursements Only,
or for Bank Transfers Only.

The next line allows the user to elect whether, when  displaying
data on the screen, the transactions will be displayed four at a
time, one at a time, or continuously until all are  displayed.
This election is made by moving the highlighted with the Left and
Right Arrow keys.

The next line allows the user to choose whether the selected
transactions shall merely be displayed on the screen or   shall
be printed, and, if printed, whether the computer should  pause
at the end of each page for manual paper change.  This  election
is made by moving the highlighted with the Left and Right
Arrow keys.

After the screen or print option is completed, the cursor  will
be blinking in the box where the user may choose whether the
search will be limited to transactions with a designated
property, or not.  If the space is left blank the  search will
not be limited to any one property and the full amount of each
transaction will be shown.

If a property number is entered the  search will be limited to
transactions with that property, and,  where a transaction has
been allocated between several properties, only the amount
allocated to the chosen property will be shown.

At the next line the user determines whether transactions will
be chosen on the basis of the identity of the payor/payee.  If
the user merely presses Enter at this location allowing the
payor/payee number space to remain blank as shown in the above
illustration, no transaction will be excluded on the basis of the
identity of the payor/payee in that transaction.

If an asterisk (*) is entered on that line only transactions
with Special payor/payees will be selected.

If a payor/payee number is entered on this line, no  transaction
will be selected which does not involve that payor/payee.

CRISP-R will refused to continue when a number is entered to
which no payor/payee name has been assigned on the Payor/Payee
List, and a message will appear in the warning box advising the
user of that problem.

After the user as pressed Enter and left the payor/payee line,
the cursor will be at the number box of the Account line.

Entries here may be made in the same manner as for the
payor/payee line, except that the asterisk (*) is not used.
Pressing Enter without putting a number in this field will cause
the program to display or print transactions with all account
numbers.  Entering an account number will limit the search to
transactions with that account number.

On either the property line, the payor/payee line or the  Account
line of the Read/Print Selected Transactions screen the  user may
press F1 and call up the Property List, or the Payor/Payee List
screen or the Account List screen and make a selection of a
payor/payee or an Account in the same manner as is done when the
user is located in the Enter Transaction screen.  Instead of
bringing up the window for the list, the user may press PgUp or
PgDn to run through the list items.

Now the cursor will go down to the place for designation of the
number of the transaction at the search is to begin.  This number
is pre-set at 1 and unless the user knows of a particular
transaction where he wishes to start, he should allow the setting
to remain at 1. It is usual to enter transactions out of
chronological sequence so the only safe way to search for all
transactions of a month is to begin the search at transaction 1.

The last selection on the screen allows the user to sort the
transactions so that the chosen items will appear in order by
date or by other criteria.

After Enter is pressed again, the search and display or printing
will commence.  Totals of Receipts and Disbursements for the
transactions selected are shown on the screen or printed by the
printer at the end of the selected transactions.

When the search is complete, the program will display the  words
"Search Complete" at the bottom center of the screen.

DISPLAY BANK/PROPERTY BALANCES

The Display Bank/Property Balances mode is selected either  from
the Main Menu or by pressing F4 at any time when accounting in
any year.  In this mode the user may see the current balance of
all three of the bank accounts, the balance in each account after
the date of each bank statement (which should conform to the bank
statement amount), and by pressing F7, the net of receipts and
disbursements for each of the properties.

The user does not enter data or take any action in this mode,
with the single exception that the user may enter or amend the
name of any of the three possible bank accounts.  The user could
also have entered or amended these bank account names in the
"Enter  Transaction" mode.  When the Display Bank Balances mode
is selected the program goes through all non-deleted transactions
and makes a current calculation of the bank balance of each of
the three  possible bank accounts for the chosen year.  At the
same time the program notes the entries which the user has made
in the Reconcile Bank Balances mode and shows the balances of
items which have  cleared each bank statement.

When the checks, deposits and charges from each bank statement
are marked off by the user in the  Reconcile Bank Statement mode,
the figures in the lower part of the screen in the Display Bank
Balances mode should be the same as the balance figures in the
user's bank statements.

When F4 is pressed, the program will go to this screen at any
time except when the user is in the change to another year mode,
and each time it will recalculated from all the data, so any
change in data is always reflected.

It is also important to know the net balance of Receipts and
Disbursements for all of the properties.  This may be determined
in the "Read/Print/File Account Totals" mode for an individual
property, however, it may be important to check all properties at
once to be sure that none has a negative balance.  This might be
particularly important if the properties were been managed by a
trustee.  When in the Display Bank/Property Balances mode, the
user presses F7 and a property list screen appears on which the
net of receipts and disbursements is shown opposite the name of
each property.

If the user were acting as a trustee for others in managing
the properties shown in the above example, the user would be
concerned about the negative balance in Property 3 because this
would be an invasion of trust funds.  The user might want to
advance funds to Property 3 from the "Property" 4, the Western
Management Company, which is presumable the user's company.

READ/PRINT/FILE ACCOUNT TOTALS

In the Read/Print/File Account Totals mode, the program
calculates the totals of entries in each account for each month
and the totals of each account for the year.  The user may elect
to  either display these totals on the screen, print these totals
in a report, or create a Lotus123 import file whereby these
totals may be imported by Lotus123 and then manipulated with all
the features of Lotus123.

The user need not use the Lotus123 method, and merely use the
written reports generated by CRISP-R.  Importing the data to
Lotus123 gives the user the power to re-arrange the data in a
manner useful to the user.  At the initial screen, the cursor
will be blinking in the box where the user may  choose whether
the report will be limited to transactions with a designated
property, or not.  If the space is left blank the report will be
for all properties combined.

If a property number is entered, as illustrated below, the report
will be for transactions with that property, and, where a
transaction has been allocated between several properties, only
the amount allocated to the chosen property will be included in
the report.

After Enter is pressed at the property number location, the
program moves down to the box where the user determines whether
the report will go to the screen, to the printer, or to a
Lotus123  Import file.  The user may press the UpArrow and
DnArrow keys to move the highlight from one to another of the
Read/Print/File Account Totals options, and press Enter to
select.

The screen footnotes direct how the user may select three
different reports for the screen or the printer.

If the user presses the Left or Right Arrow key without
pressing the control key, the first column of the report shows
the account totals for the highlighted month and the second
column of the report shows the totals for a period beginning in
January  through that highlighted month.  After the totals appear
on the  screen, the user may press the Left or Right Arrow keys
to change all the totals to reflect a different last month.

In this example the user had left the property selection blank so
the report is for all properties combined.  If all the account
totals do not fit on the screen, pressing Enter or PgDn will
reveal the remainder.  Pressing Enter or PgDn again will take the
user  back to the beginning of the list of account totals.
Pressing F10 will exit to the Main Menu.  Pressing ESC will take
the user back to the beginning of the Read/Print/File Account
Totals module.

If, when designating months, the user presses the Control key
with the Right Arrow key this will designate a middle group of
months starting after January for the report.

If when designating the months for the report the user presses
the "+" or "-" keys, the two columns of the report will show two
successive months side by side, and after they appear on the
screen the user may scroll through the totals for each of the
twelve  months by pressing the "+" or "-" keys.

If the user had chosen the third or the fourth option to  "Create
Lotus123 File" which were in the lower part of the box at the
first Read/Print/File Account Totals screen, the account totals
would not go to the screen or the printer, but would go to a disk
file capable of being imported by Lotus123.   The third and
fourth options create Lotus123 import files with a filename
".PRN"  similar to "CRR91001.PRN" (the 91 signifie the year 1991
and the 001 signifies property number 1).  Once such a file is
created, the user may run Lotus123 and pick the data up in the
Lotus123 "File Import - Numbers Mode", and then the user may
manipulate the data in Lotus123.

The third option on the Read/Print/File Account Totals screen
will list several months, as chosen by the user, which in this
example is January through July.

After the resulting file is picked up in Lotus 123, using the
Lotus123 commands the user may widen the columns and  change the
format to present proper appearance.  On the next page is an
example of how such data will appear after a few Lotus123
commands have been used to widen the columns, and set the decimal
places. the appearance.  Of course, many more operations may be
performed on the information in Lotus123.

If the last option on the Read/Print/File Account Totals  screen
is chosen, only the account totals for the entire year will be
shown.

As CRISP-R is creating the Lotus123 Import file, it will report
on the screen the name of that file, located on the same  drive
and subdirectory, if any, as was designated for the remainder of
the files year data base being worked on.  For example, a
directory, subdirectory and name might be  "C:\CRR\CRR91001.PRN".

With the many features of Lotus123 the user may make many
different reports from this data imported from CRISP-R.

DELINQUENCY REPORT

The Delinquency Report mode is principally for the purpose of
providing a list which shows which of the tenants have paid their
rent for a chosen month and the preceding month.  It can also be
used to report the activity of any of several payor/payees with
respect to a chosen account.  After the initial screen of the
Delinquency Report has appeared, the user chooses a property
regarding which the report is to be made, or leaves the property
space blank in which case the report will be for all properties.
Then the user chooses the account about which the report is to be
made.  This will usually be whatever account the user has
designated for rent.  The delinquency report will show the last
months in which there has been an entry in the chosen account.

Then, when Enter is pressed, the program will search the data
and make its report.

CRISP-R lists all of the payor/payees who had a tentative
account of the same number as account which was designated for
the Delinquency Report and a Property number the same as that
designated for the Delinquency Report.  If any rent was received
from payees who did not have these tentative account numbers, it
will be shown on the delinquency report after the title "Other
Payor/Payees".  If the property choice was left blank, the report
is for all properties, and then all Payor/Payees who had the
tentative account number will be listed, no matter what tentative
property number they had.

Before showing a Delinquency Report, the user may, in the
Payor/Payee List mode, see that all the payor/payees whose names
he wishes to have appear on the Delinquency Report, are given the
tentative account number and the tentative property number which
is the same as those for which the report is to be made.  Here
the report was made about the rent account (account number 8) and
3002 Pine Street Apartments (property number 1), so the payees
listed were all payees who, on the Payor/Payee List screen, had a
tentative account number of 8 and a tentative property number of
1.

Press the Left and Right Arrows to see other months without
leaving that screen.  Press ESC to restart the Delinquency Report
mode.

RECONCILE BANK STATEMENT

In the Reconcile Bank Statement mode the user may mark
transactions to reflect what is shown on a bank statement as
having cleared the bank.  After the transactions have been
marked, the  result will be reflected in the Display Bank
Balances screen where the balance shown for items which have
cleared the bank prior to a specified date will equal the balance
on the bank statement of that date.

The first screen appearing in this mode gives the user the
option of selecting which of three bank accounts the user wishes
to reconcile.

After the user chooses a bank account, by moving the highlight
with the UpArrow or DnArrow keys and pressing Enter, the next
screen shows a list of the dates of the bank statements.  The
statement dates are not entered until the user receives each bank
statement, so the list will be blank until the user enters a
statement date or dates.  The example below shows December of the
year 1960 where twelve bank statements have been entered and
reconciled for the first bank account and the cursor is in
position to enter another statement date if the user has received
another statement from the bank.

The statement dates are stored in the same file where the
Payor/Payee List is stored.  Therefore if a user has copied a
payor/payee list from another year using DOS rather than the
facility in CRISP-R, statement dates from that year will also be
copied.  Accordingly, the program provides an option to erase the
statement dates by pressing F8.

If the user has just received a new bank statement for this
account, the user should first enter the date of that new
statement below the last statement date presently appearing.  If
the user  wishes to view transactions related to one of the
twelve statements whose dates are shown on the screen, the user
may highlight the  date of that statement and press F1 to go on
to the next screen.  Usually the user will wish to choose the
last statement date or the one which the user has just entered.

Now the user has several choices to make, all of which are set
forth in the screen footnotes as seen above.  The user must
choose one of four options in respect to the next screen - (1) to
see all items which have not been marked as having cleared the
chosen bank account, or (2) to see those items which have been
marked as having cleared the chosen bank account in the chosen
statement period, or (3) to see both the items above described at
the same time, or (4) to see all items, cleared and uncleared,
relating to the chosen  bank account.  Most frequently the user
will choose option (1) to see and amend what has not cleared the
bank.

Before making those choices, the user may press F8 to sort the
transactions, as explained later in this section of this manual.
After the user chooses (1), (2), (3), or (4), a new screen  with
a list of transactions and new footnotes appears.  Below is an
example of a screen resulting from the (1) option with the
demonstration data.  This option is for a list of the items which
have not cleared any statement.  An "r" after the dollar amount
indicates that the item is a receipt.

In the Reconcile Bank Balance mode the user may enter a check
number for a transaction, if the user has not already done so,
and may indicate whether or not the transaction has cleared the
bank statement currently being examined.  Pressing * records in
disk  memory that the transaction has cleared the bank statement
currently being worked on and notes the statement date currently
being examined.  This statement date will appear on the
transaction line in the column titled "CLRD?".  If the user
wished to enter  another statement date, the user must return to
the statement  screen and choose that date before pressing *.
Pressing F1 will restore the "-NO-" to that column, again showing
the transaction as not cleared.  Pressing Enter, *, or F1 records
to disk the check number and the bank statement action.  The user
may key in a check number, without any statement action, and
press Enter to record  that number to disk and go to the next
line.

The user may pass up or down in the lines of data with   either
the "+" or "-" keys or the UpArrow or the DnArrow keys.   When
using these keys rather than the Enter key, or the "*" after
keying in a check number, the check number would not be recorded
to disk and would be lost.  Thus, if the user wishes to go   up
in the list after keying in a check number, the user must first
press either Enter or "*" before pressing "-" or UpArrow to go up
in the list, or the check number will not be recorded to disk.

After the user has finished entering check numbers and marking
items as cleared, there are several things the user may do.
These are noted in the footnotes of the current screen.

By pressing F4 the user may see the results of the check
reconciliation in the Bank Balance screen.  There the user may
see the balances according to his or her books as well as the
balance after each check reconciliation with the bank records.

By pressing F9 the user may go to the Correct Transaction
screen, and the transaction at which the cursor was blinking in
the Reconcile Bank Statements screen will appear on the Correct
Transaction screen.  This would be useful if, in performing the
bank reconciliation, an error in the transaction was noted.

By pressing F10 the user goes directly to the Main Menu.

By pressing ESC the user goes to the previous screens in
Reconcile Bank Statements mode.  This would be useful where the
user wishes to go back one screen and choose to view the cleared
transactions rather than the uncleared transactions.  It would
also be useful if the user wishes to go back two screens and
choose a different statement date.  Or, the user could go back
three screens and choose a different bank account.  When notation
has been made of all items which are shown as cleared on a given
statement  it is possible to view all of those items on the
screen in  abbreviated form by using option (2) in the third
screen of the  Reconcile Bank Statement mode.

When at the third screen of the Reconcile Bank Balance mode,  a
hard copy of any of the lists above referred to may be made by
pressing ALT and the mode number desired, that is 1, 2, 3, or 4.
For such a hard copy see the end of this manual.    Also at the
third screen of the Reconcile Bank Balances mode, the user may
press F8 to go to the sort screen where the transactions may be
put in order according to date, dollar amount, check number or
payor/payee name.  Then it will be easier to find an item on the
screen or the user may print items in the selected order.

If during bank reconciliation it appears that an item shown
as cleared in the bank statement never was entered in the CRISP-R
program (possibly a handwritten check), the user returns to the
Enter Transaction mode to put that item in and then back to the
Reconcile Bank Statement mode to note it as cleared.

Reference must be made to the Display Bank Balance mode to see
the results of the bank reconciliation.  Rather than go through
the Main Menu, the user may go directly from the final Reconcile
Bank Statement screen to the Display Bank Balances by pressing
F4.

SORTING IN RECONCILE BANK STATEMENT

If the user presses F6 at the third screen of the Reconcile  Bank
Balances mode, the sort instructions appear.

In the Reconcile Bank statements mode, the user may sort   out
certain transactions.

All the transactions with the chosen bank may be sorted according
to any one, or more, of four criteria.  After the sorting process
the user chooses the display or print options in the footnote,
and then, in the case of a sort by amount, the transactions will
be shown.    This sorting does not affect the data base.  The
sorted sequence is kept in temporary memory and is gone as soon
as the user leaves the Reconcile Bank Balance module.

While the sorting facility appears as part of the Reconcile  Bank
Balance mode, it may be used to locate and view or print
selected transactions even though the user is not presently
reconciling the bank balance.

BACKUP DATA CURRENT YEAR

In the Backup mode CRISP-R will copy all data files for the
active year to the drive and directory designated by the user.
The user must designate the disk to which backup is to be sent as
directed in the screen instructions.

If the program and the data are on a hard disk, then the  backup
of any year can be sent to any floppy disk drive.  If the user
has just two floppy drives and one has the program and the  other
the data, the user may remove the program disk, put the  backup
disk in its place and then backup the active year, being  careful
to replace the program disk before entering more data.

Note that backup is only of the current year and to backup
another year the user makes that year the current year and
repeats the backup procedure.  To back up all years on the
subdirectory CRR of the hard disk C the user can return to DOS
and enter a command in the form COPY C:\CRR\CRR????? A:   This
will copy all CRISP-R data files on the "CRR" subdirectory of the
"C" drive to the "A" drive, but will not copy the CRISP-R program
file which is  "CRR.EXE".

CHANGE TO ANOTHER YEAR

By selecting the "Change to Another Year" mode at the Main
Menu or pressing F5 at any point in the program, the user is
taken to the Year screen and may switch to another year.    To
change to another year the user moves the desired year to  the
center of the screen with the UpArrow and DnArrow keys and then
presses Enter.  If no disk drive has been specified for the  year
a warning will appear so stating, and the user must designate a
disk drive before proceeding.  If no files exist for the year,
successive screens will appear asking whether the user wishes to
create new files for the new year.

EXIT PROGRAM

Selecting the "Exit Program" mode at the Main Menu, either by
the highlight method or by pressing q or Q at the Main Menu,
terminates the program and returns control to DOS with the
blinking cursor restored.  Anywhere in the program, the program
may be  terminated by pressing Control-C.  With some operating
systems,  using Control-C to terminate the program will leave the
user in DOS without a blinking cursor.  Also, terminating the
program with  Control-C while entering data in the Property,
Payor/Payee or  Account Lists results in loss of the currently
entered data.  For those reasons, the user may not want to
terminate the program using Control-C.