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%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %% CHEX-MASTER Version 6.50 Written and produced by: %% %% * * * * %% %% TOTAL LOGISTICS CONSULTING * * * %% %% 2664 HIDDEN TERRACE We Serve YOU With * TLC * %% %% ARCATA, CA. 95521 (c) * * %% %% (707) 839-5403 * * %% %% * %% %% Copyright (c) Total Logistics Consulting 1992. All Rights Reserved. %% %% CHEX-MASTER and LOGO are trademarks of Total Logistics Consulting. %% %% %% %% This program is a "SHARE-WARE" package. It is NOT FREEware, nor is it %% %% Public Domain. Please copy and distribute the entire package "AS IS". %% %% You are NOT authorized to modify this program package in any way !!! %% %% Use it and see if you are satisfied with its performance ! If you %% %% are, please send $24 ($44) plus $5 S+H to the above address. You are %% %% allowed a 60 day FREE evaluation period. More details in user's guide. %% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% ****** NO WARRANTY ****** TLC (Total Logistics Consulting) makes NO WARRANTY of any kind, express or im- plied, including without limitation, any warranties of merchantability and/or fitness for a particular purpose. TLC shall not be liable for any damages, whether direct, indirect, special or consequential arising from a failure of this program to operate in the manner desired by the user. IN NO EVENT WILL TOTAL LOGISTICS CONSULTING BE LIABLE FOR ANY DAMAGES, INCLUD- ING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAM- AGES ARISING OUT OF YOUR USE OR INABILITY TO USE THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. Some states do not allow the exclusion or limitation of incidental or conse- quential damages. So the above limitation or exclusion may not apply to you ***************************************************************************** I may be reached at the address at the beginning of this guide. Address the mail to AL JENKE: My Phone Number is: (707) 839-5403 ***************************************************************************** TABLE of CONTENTS Section 1. - Operational & Hardware Specifications Section 2. - CHEX-MASTER System Overview Section 3. - CHEX-MASTER System Setup Section 4. - Account Updates & Maintenance Section 5. - Business & Account Summaries Section 6. - Utility Functions Section 7. - Order Form %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Section Number 1. ****** Operational and Hardware Specifications: ****** %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% HARDWARE REQUIREMENTS and RECOMMENDATIONS **** NOTE **** The FIRST recommendation is that you make BACKUP copies of the supplied CHEX-MASTER disk(s) using the DOS COPY or XCOPY command. Then, put the masters away in a safe place and work from the backup copies !!! CHEX-MASTER is a derivative of DBASE III, compiled with CLIPPER. As such, though it is a *STAND-ALONE* package, all data files can be manipulated with DBASE III. It will run on any 100% compatible IBM XT/AT/386/486 class computer. It runs under PC/MS-DOS Versions 3.0 to 5.0. 640 K memory(RAM) is required. While running CHEX-MASTER, it is STRONGLY suggested that all TSR's (if in- stalled) be removed, as CHEX-MASTER needs the recommended amount of memory FOR ITSELF in order to run properly ! A hard disk is required. A DISK-CACH- ING program is *HIGHLY* recommended ! A color monitor (CGA, EGA, preferably VGA) greatly improves the user interface, though a HERCULES GRAPHICS mono- chrome is quite usable. It will be necessary to make sure that your AUTOEXEC.BAT file (see your DOS User's Guide or local DOS guru if necessary) contains a path statement includ- ing the ROOT and DOS files Directories. This is so that DOS can find the COMMAND.COM, PRINT.COM, XCOPY.EXE, and BACKUP.EXE files. Examples: Path=C:\;C:\DOS for a hard drive system. Make sure that you don't erase what- ever else was already in the AUTOEXEC.BAT if one already existed. The CONFIG.SYS file should contain the statements: Files=30, Buffers=30 if you AREN'T using a disk-cache; Files=30, Buffers=10 if you ARE. ############################################################################## @@@@@@ PLEASE NOTE @@@@@@ : There are two GRAPHICS screens when CHEX-MASTER is first starting up, and one when it is ending. If your monochrome monitor WILL NOT display these, there is a MENU option to DISABLE graphics. There is also an option to DISABLE ALL SOUND EFFECTS. ############################################################################# CHEX - MASTER is a Check-book/Budget Management System with an OPTIONAL Small Business single entry Accounting/Bookkeeping module. It was designed to give the NOVICE computer user a simple, yet powerful way to manage their household Financial/Checking/Budget needs by simply entering check and deposit informa- tion into the computer. By the way, you computer EXPERTS can use it also !!! CHEX-MASTER was designed with many CUSTOM FEATURES, allowing it to be tai- lored (via the SETUP screen) to operate according to the CUSTOMERS desires !! It is also excellent for the person desiring a VERY simple-to-use bookkeeping system for a small HOME business. This system will allow them to manage their business books simply through the entering of normal checks and deposits. %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Section Number 2. ****** An overview of the features of CHEX-MASTER ****** %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% * 1 } Permanent file or manual entry of checks to be printed. * 2 } Entries may be added to the system from a manual check book. * 3 } Eight 'sub-accounts' within the master account, each automatically updated by codes added to check and deposit entries. * 4 } Auto-reconciliation to bank statement by entering check sequence number, deposit date and amount, and bank statement balance. * 5 } Direct, on-screen transfer of funds between accounts. * 6 } Prints CHECKS, as well as a variety of functional registers selected from a menu to either screen or printer. * 7 } Searches out a given check by 'pay-to' name and date, or a deposit by amount and date. * 8 } Prints a detailed summary of account activity broken down by account and account codes for any selected year. * 9 } Displays an "ACCOUNT STATISTICS" screen summarizing various key account information. * 10 } Menu-selected "backup to floppy disk" option. * 11 } At the turn of the NEW YEAR, Automatically backs-up all previous years data files and prints summary of years activity. * 12 } Check sequence number and date automatically inserted into check and deposit entries. * 13 } Security feature requiring entry of bank account number in order to access check system. * 14 } Extensive error checking and reporting is used to maintain the integri- ty of the database at all points in the package. * 15 } Allows the EXPORTING of Year, Month, or Averages Summaries to LOTUS 123, etc. * 16 } **OPTIONAL** Single-Entry Small Business Bookkeeping Module with Cus- tomer Invoice Generation Option. A detailed discussion of the various features will follow as we go through the two basic parts of the package, the "SETUP" and "CHECK" sections. It is distributed as SHAREWARE. This concept allows you to try out the program of your choice first, at no cost, to see if you like it and if it meets your needs. If you decide to use it on a continuing basis, you are expected to become a REGISTERED USER. Menu *2* accesses various BUSINESS Functions, which are available on the BUSINESS VERSION. The Basic package is $24, and the Business Version is $44, or an upgrade fee of $20 to REGISTERED USER's. See the order form at the end of the manual, or from Menu *1* I suggest that the first thing that you do, after having read this discussion and operating instructions for the "CHEX-MASTER" system, is to select the "CHECK" option and, using the values already in the program, familiarize your- self with it. Experiment with it, select the various options, enter 'dummy' data and get the feel of how it works. Then, when you feel comfortable with the program and are ready to set it up to maintain YOUR check and budget system, select the "SETUP" program option. This will allow you to define the operating parameters and values that the "CHECK" program needs to operate. You will find (hopefully) that both the "CHECK" and "SETUP" programs are pretty much "self-defining", with helpful instructions at strategic points. %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Section Number 3. ****** Setup Procedure: ****** %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Upon entering the "SETUP" program, you will be confronted with a warning mes- sage! You will only be able to run the first part of "SETUP" once, as it zeros and defines numerous registers and variables. If you ever need to run this part again, it will be necessary to reinstall the whole package from scratch. Next you will be assigning account names and other data. The items on the FIRST Screen are Numbered 1 - 22, the SECOND 23 - 42: #1 defines the bank account number of the checking account which this program will be working with. This is needed for security access. Once it is entered into the program, entry can only be gained to the check system by entering this number. If NO number is assigned, the access entry screen will be BY- PASSED, and the system will proceed directly to the main MENU1. #2 assigns the starting sequence number of the checks you intend to print. Program requirements are that it must be 5,000 or above!! Remember this when you order checks. #3 defines the minimum amount that you want the bank balance to drop to. A warning message will be displayed if it drops below this value. #4-#10 assign names to the 8 individual accounts maintained within the 1 physical checking account. That is, you will have 1 checking account at the bank within which will be automatically maintained 8 separate accounts. These accounts may be each assigned names of up to 22 characters. The letters "A-H" will also be added to deposit entries so as to allow the deposits to be auto- matically distributed to the correct account. #11 and #12 will be defining first, the bank at which you maintain the check- ing account, and second, another financial institution with which you transfer funds. When you write a check TO the second institution, using ACCOUNT CODE "I", the balance of ACCOUNT A is decreased and the balance of BANK 2 is in- creased. If a deposit is made on the deposit screen, using ACCOUNT CODE "I", the balance of BANK 2 is decreased and the balance of ACCOUNT A is increased ! ALL check activity MUST be with BANK 1. BANK 2 is ONLY a holding point( one paying a higher rate of interest) in to and out of which funds can be trans- ferred (like a MONEY MARKET FUND). #13 provides for automatically maintaining the starting sequence number of checks to be printed, vs setting it manually. Set this option to { M } if the same series of checks are being used with ANOTHER program also. #14 - #18 are used in the AUTOMATIC TRANSFER FEATURE. At the first of the month, these amounts are credited to ACCOUNTS D,E,F,G and H, and the total of these amounts is subtracted from ACCOUNT A. ACCOUNT D has both a PERCENTAGE value, *as well as* a TRANSFER value. The percentage value can be used to credit interest to the account. NOTE: Enter the interest value as a WHOLE number (that is, 10.5 for ten and 1/2 percent). If you DO NOT want this fea- ture activated, leave these values set to zero !! #19 defines the rate of interest which will be applied and added to the amount in Account { D }. #20 is the monthly SERVICE CHARGE that your bank levies against your checking account. The program takes this amount as a ONE month value ( ie., it assumes that you get a bank statement and reconcile your account EVERY month). If this is not true, enter the amount of the service charge between statement periods. If you DO NOT have a service charge, leave this amount set to Zero. The next 6 items, #21 - #22 on Screen 1 and #23 - #26 on Screen 2, allow you to update and display two selected account codes on the ACCOUNT STATISTICS frame. #21 and #22 are the amounts that the respective register will be re- duced by when it is activated. #23 and #24 are the Account Codes whose name will be displayed (ie: A02 and B10). #25 and #26 is where you will enter the starting value that you wish to decrement from. Each check that is written with the respective code on it will be subtracted from its corresponding value. This may be used to keep track of the outstanding balance on an credit account, or, if "VALUE" is left set to zero, to keep a running balance of checks with that particular code. This information is displayed on the bottom line of the "CHECKING ACCOUNT STATISTICS" frame. The "A" and "B" SWITCH en- tries allow you to manually update these two values from the STATISTICS frame. #27 - #32 make up a very unique feature. The "B" account reference is a type of automatic calculator that only works with the "B" account. When you enter the "CHANGE AMOUNT" frame, it displays the balance in account "B" at that moment, including the checks that were just written. As a check entry is displayed, the balance is increased by the amount of that check. Put another way, the amount of that check is returned back to the account. Then, if you change the amount, or leave it as is, the check is again deducted from the balance as you advance to the next check entry. This allows you to see how the amount of a particular check affects the account balance IMMEDIATELY. The B11A1, B11B1, and B11C1 allow the B11 code to be divided into three "sub- accounts", which you assign names to. The B11A2, B11B2, and B11C2 entries are an additional line for each 'sub-account' that can contain whatever informa- tion you wish, such as an account number. Their purpose is as follows: Say you want to write only ONE check to an organization that will pay for THREE dif- ferent activities, bills, etc. The NAME of each activity would be entered into B11A1, B11B1, and B11C1. Their respective AMOUNT would be entered into the VALUE field following each name in the "UPDATE CHECK" option when you write your checks. This VALUE field can have the amount changed each time you run a new check writing pass. When the check with the B11 code in it is written, the three amounts are totaled together and the total written on the check. On the statement portion of the check, there are six lines printed; three with the names of the activities, bills, etc. with their respective amounts and three with the additional information, such as account numbers, that you entered. The way I used this option was to have the check entry in the "PERMANENT CHECK REGISTER" with the AMOUNT set to zero and "SEE STATEMENT" in the NOTE field. #33 is the ACCT.CODE whose name you want to appear as the Title on the ACCOUNT [ D ] activity screen. The last nine entries on this screen apply to the MONTHLY TRANSFER ACCOUNT FRAME. The MONTHLY TRANSFER FRAME can be used for an activity where three items are charged each month against a specific account code, as well as updating and tracking a "DAYS" and "HOURS" value. #34 is the ACCOUNT CODE that you want this activity to be logged under. You have the option of having three recurrent items being debited monthly. #35 - #40 define the names and values of these items. #41 - #43 are used with the DAYS-HOURS Menu Selection. #41 and #42 allow Days and Hours to be Updated on a monthly basis. #43 allows you to specify the month in which the Days and Hours are set to ZERO (0)(ie. JULY=7). Entering a ZERO (0) disables the [ set to ZERO ] option. You are now ready to define the system account codes. These codes will also be added to your check entries when they are made. This way, the checks may be totaled by category, and accounts automatically updated. Acts."A" and "C" each have 13 codes. Acct."B" has 14. Acts."D","E", and "F" each have 2. Acts. "G" and "H" have none. However, each account in reality has one more code since "00" (ie, A00 ) is also a usable code. ****** NOTE ****** While there ARE 13 available ACCOUNT CODES for ACCOUNT C, they are really ONLY usable if you get the BUSINESS UPGRADE. This is because you will NOT be able to get a SUMMARY printout without it. ACCOUNT C is defined as the BUSINESS ACCOUNT !! Codes { A03 and A04 } are unique from the others. The amount is entered into 2 sepa- rate fields, and then the computer totals the 2 fields to generate the check amount. The purpose of this is so that 2 separate bills to the same place can be paid with one check. With each of these codes, one entry goes to the re- spective A ACCOUNT and the second entry goes to the BUSINESS ACCOUNT. An example would be a personal phone and a "home office" phone. If you only want one entry, leave the second one at zero ! Codes { A02, A05 and A06 } are summed each month and the value also entered into the BUSINESS ACCOUNT file, where they are adjusted by the "percent of use" value. This value is generated from the TOTAL # of ROOMS and ROOMS USED for BUSINESS figures. The SUM of A05+A06 is entered as C15, and A02 as C16. This feature would be useful where one or more rooms of your home are used for Business purposes. If you have the BUSINESS VERSION, you will be greeted at this point with an additional array of codes to assign. There are TWO categories of business codes, EXPENSES and RECEIVABLES. Codes "C01"-"C12" are expense codes. You have a possibility of assigning UP TO 66 separate RECEIVABLE categories. To save memory space, however, you are granted three options: assign ZERO receiv- able codes, 33, or the full 66. BE CAREFUL with this option !!! Going from a LARGER to a SMALLER value will destroy any defined RECEIVABLE codes, and you will have to assign them again. The "T00" EXPENSE code is used to remove funds from the business account as a "DRAW", without totaling it into expenses. The last frame of business codes has 15 Entries: #1 define the Sales Tax Rate as a WHOLE NUMBER ( ie. 7.25 percent ). #2 assign the STARTING Customer Account Number. #3 assign a name to the "C99" code. When placed on a check entry, this code takes you to the BUSINESS DISTRIBUTION frame, where you can distribute the value into the business detail file and assign each entry a code. **NOTE** When using the "C99" code on a check, the "LUMP SUM" value of the check is not entered anywhere. It is the DISTRIBUTED values that are put into the system. #4 assign the STARTING Invoice Number. #5 sets the STARTING VALUE of the BUSINESS ACCOUNT if you are transferring from some other system. If you are starting fresh, set this value to ZERO. #6 assign the auto mileage rate used to compute auto expense under CODE "C12". #7 enter the BASIS value of your home or office for computing depreciation. #8 and #9 are needed in order to compute depreciation for business use of your home. If this system will be used in an office environment instead of a home, set both values to one(1) for 100% usage. #10 enter your *HOURLY* labor rate for the Invoice Generation Module to use. #11 enter a "Y" here if you want OVERSTRIKE used on the opening and closing sections when printing the C/D invoice. This will cause these sections to print darker than the Main Body. Set this to "N" if the DEFAULT print mode of your printer is LQ (Letter Quality) or NLQ (Near Letter Quality), or if you are using something other than a DOT MATRIX PRINTER. #12 - #15 define two expense and two income codes that will be totaled by the UPDATE option, and displayed on the BUSINESS STATISTICS frame. If your DOS Files ARE NOT in a the standard \DOS or \DRDOS Directory, you will be asked if you wish to use the DOS "XCOPY" command or "BACKUP" command to save your data files at the end of a session. If you have DOS "XCOPY" avail- able, by ALL means use it (see HARDWARE REQUIREMENTS section at beginning)!! It will allow a save of only those files that were actually changed, rather than backing up everything. If they ARE, this value will be set Automatically. As I said at the beginning, these steps that we have just gone through can be repeated at ANY time to reconfigure your check system. However, there will be some things set up on the FIRST run of "SETUP" which WILL NOT repeat. These values will be AUTOMATICALLY protected in as much as that portion of the pro- gram will be 'locked out' from running again. %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Section Number 4. ****** File Updates and Maintenance ****** %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% I suggest that you run the check program and become familiar with it using the values and data that are installed when you receive it. Then, when you are comfortable with the program, go ahead and configure it to your specifica- tions. We will next be looking at the "CHECK" program screen by screen, and becoming familiar with its varied functions, features, and operations. As I said earlier, as you run the "CHECK" program, you will find scattered throughout it many instruction messages, telling you what to enter or what to do at various places. Therefore, a detailed set of operating instructions should NOT be necessary. If you should have any questions or problems, please feel free to contact me by letter or phone (*NOT* collect ---- PLEASE). The first thing that you will need to do is to enter the account access number that you assigned in "SETUP". If you enter an invalid number, you will be taken back to the DOS prompt and will have to start over again. If NO number was assigned, the system will proceed directly to the main MENU1. Also, at the changing of the year, a message will be displayed advising you that it is time to run an account summary and transfer last years files to an archive file. This is an automatic function; just reply { Y } and it will all be taken care of. The MENU SYSTEM consists of 2 Menu Screens, labeled 1 and 2, each with five Selection Boxes. We will now go through and take a closer look at the func- tions in these Boxes. ******************** MENU 1 ******************** %%%%%% Account Update %%%%%% There are three different forms of check entry that you will be presented with. The first is the PERMANENT CHECK FILE which you should have already set up. The next is the option to print additional checks NOT found in the PERMA- NENT FILE. The last allows you to also use a regular manual check register to write misc. everyday checks from, and then enter the register information into the computer file. If you do this, make sure that each check also includes a usage code (A01, B01, etc.) so that the internal accounts will be updated. Direct CASH WITHDRAWALS should be assigned a Code of [ A01 ]. This will auto- matically assign them a sequence number of between 100-490 and place "Cash Withdrawal" in the PAY TO field. When purchasing MANUAL CHECKS, start with a sequence number of AT LEAST 500 !! Also, the checks MUST be written from the SAME physical bank account with the SAME account number. The manual checks must have sequence numbers from 500 to 4,9999. The note field is just for your information. The program doesn't use it for anything. It is a very helpful idea to put the account number for bills you are paying in it. The ACCOUNT CODE entry is the A01, B01, C01, etc. codes that you assigned in "SETUP". These will automatically update the 8 accounts, give you a means of budget control, and provide a detailed printout of where money is spent. This is one of the POWERFUL features of this package. These codes are NOT an option. The program WILL NOT WORK without them! There- fore, you are REQUIRED to enter them. You will get an error message if you don't, or they are not correct. I also strongly recommend that ALL entries be made in UPPER CASE for the sake of uniformity within the database. Some impor- tant fields are forced to uppercase. A *NOTE* about "ACCOUNT CODE I"! This code is used when you want to transfer funds OUT OF BANK 1 INTO BANK 2. Moving along, you will next be asked if you wish to change the AMOUNT of any check entry. 4 lines will be displayed; the first the name of the "B" account, and B11A - B11B - B11C along with four values. These were explained back in SETUP. Enter the amounts that you want to set now. The important thing here is that those check entries that were given a zero AMOUNT in the PERMANENT CHECK FILE can now be filled in. Remember, ANY CHECK WITH A ZERO AMOUNT beyond this point will neither print nor be saved in the check register !! Finally, before account updating takes place, you will be given one last opportunity to verify ALL of your entries and make any needed changes or cor- rections. As I said earlier, extensive error checking is built into ALL phases of this package in order to maintain the integrity of the databases. Here, as well as in the DEPOSIT OPTION, if an data error is detected, the accounts are NOT updated and you are returned to the "MENU SYSTEM". You will then need to find the source of the problem and reenter all of your data for that transac- tion. As you exit to the "ACCOUNT SUMMARY SCREEN", another message will appear to warn you if the bank balance is below the level that you specified. * DEPOSIT UPDATE * This is the option used to enter deposit information. The first screen allows you to use the current date as defined by the system clock, or to manually enter whatever date you wish. On this first screen, enter your actual BANK deposits, just as they went into the bank, using for "DATE" the date you MADE the deposit. If you receive INTEREST on your checking account, enter the interest in just as a deposit !! On the next screen, you will distribute EACH deposit to the individual ac- counts. For "ACCOUNT CODE" enter "A - I". You MUST enter a code and it MUST be "A-I", or you will see an error message on the screen. You will also see a line that reads "REMAINING $". This is an automatic calculator that displays how much of your deposit remains to be distributed as it is assigned to the various accounts. When the full value of the deposit has been distributed, the program automatically goes on to the next deposit. A ### NOTE ### on "ACCOUNT CODE I". This code is used when you want to make a deposit IN TO BANK 1 OUT OF BANK 2. When using the ACCT. C BUSINESS OPTION, with codes beginning with "C", you will be taken to another screen where you will assign additional deposit distribution codes. Here, as in the check portion, any deposits with a zero AMOUNT will be delet- ed. As we leave this option, you will be given an opportunity to verify your deposit entries. Under "ACCT.CODE", there will appear not only the letters "A-I", but also "T". The "T" entries are the actual bank deposits that will be saved in the deposit register. The other entries are for account distribution, and will not be saved. Error checking also takes place here before the updates actually occur. If an error is detected, you will be returned to MAIN 1. It will be necessary to find and correct the problem, and then reenter your deposit transaction. * RECONCILE ACCOUNT * This option is used, of course, to verify that the computer account agrees with your bank statement. This is one of the real 'work savers' of CHEX-MASTER. No more balancing your check book by hand. No more fighting to get a jumbled stack of checks into sequence order. No more going through your checkbook, pen in hand, marking off which checks just came back from the bank. Finally, no more adding and subtracting columns of figures !!! Now its as easy as ABC: A } Enter the seq. # off your bank statement of checks that have cleared. B } Enter the date and amount of deposits that have cleared. C } Enter the account balance from your bank statement. You will then be asked if you wish to verify your entries. Extensive error checking is done in this phase of the operation. The errors that you MAY see reported (hopefully, there won't be any) can consist of the following: A } One of the check sequence numbers was NOT found. B } A deposit was NOT found for a date you entered. C } A deposit for a given date was found, but the amount does NOT match. D } Your account does NOT reconcile against the bank statement. You will have to research the reason. There could be many. E } The total of cleared vs uncleared deposits does NOT equal the DEPOSIT REGISTER total. F } The total of cleared vs uncleared checks does NOT equal the CHECK REGISTER total. G } Subtracting the checks that were just cleared from the old uncleared check total does NOT equal the current uncleared check total. H } Subtracting the deposits that were just cleared from the old uncleared deposit total does NOT equal the current uncleared deposit total. AS you can see, a great deal of error checking is done to give you peace of mind that your accounts are being maintained without error. It would be very difficult for most of these errors to develop. A-D can result from operator error. E-H would require an internal program or machine failure to occur. If a problem did develop, I would be available for possible assistance to REGIS- TERED USER'S. ### NOTE ### When you access this option, you are asked if you wish to enter NEW Data or use the OLD Data. Answer { NEW } to reconcile your account. You would answer { OLD } if there was an error during the reconcile process, you had found the error, and you were going to try again. This way, you WOULD NOT have to reenter the check and deposit information. * TRANSFER FUNDS BETWEEN ACCOUNTS * At this screen, you can easily transfer funds between accounts. The introductory screen is self-explanatory. One error check is made. It verifies that the sum of the individual accounts is equal to ACCOUNT TOTAL BALANCE. If this error is detected, you are returned to MENU 1. If the ACCOUNT "A" line is flashing, it means that a value was either moved into or out of the account to keep the system balanced. THIS IS NORMAL !! %%%%%% MAINTENANCE %%%%%% * DISPLAY ACCOUNT STATISTICS * This is self explanatory. It is a screen show- ing various summary statistics. It is a good idea after every CHECK and DEPOSIT update, to use the { PRINT-SCREEN } key to print off a copy of this screen to refer to as needed. Consider this your 'computer statement'. The bottom line displays the names and values of "CODE A" and "CODE B" that were defined in SETUP. When the [ A ] or [ B ] button is pressed, a "window" opens up to allow a value to be entered. This value will be subtracted from CODE A or CODE B respectively. These values can also be set in the setup area. ### NOTE ### If a NEGATIVE number is entered, it will be ADDED. The PRESS [ C ] will allow you to credit INTEREST( or any other DIRECT deposit or withdrawal {use a (-) sign before the number} to the second financial institu- tion account. The amount is also added to or subtracted from ACCOUNT "A". Switch [ D ] is tied to the { A10 } Code. The screen title is the name as- signed to this code in SETUP. The value accumulated in this register will automatically print on the check setup to Code { A10 } in the PERMANENT CHECK REGISTER. The register will then be reset to zero (0). * PRINT CHECKS * Here you select to have the checks printed. The first display will tell you how many checks will be printing, as well as the starting se- quence number. If this number does NOT match the next blank check, you have an error somewhere. Find and correct it, and then return here to continue with print. When the message "PLACE CHECKS IN PRINTER" appears, do so and physical- ly position them for proper print alignment. If you have HELP messages turned ON, an alignment screen will appear at this point to help you align your checks. As the message will say, correct alignment will be when there is about 1/8" space between the top of the X's and the top of the check, and the "A" in ALIGN is about 1/4" from the left edge. If you have a PULL tractor, the first check in each run will NOT be usable ! The reason is that the tractor feed needs something to feed, and the check is too far down in the printer. You can overcome this problem by using the "CHECK SAVERS" offered by the company I will discuss shortly. You may also accomplish the same end by taping a piece of pin feed paper to the top of the first check. This problem DOES NOT exist if you have a PUSH tractor ! I have made arrangements with American Check Printers for CHEX-MASTER user's to obtain a special "Computer Check Ordering Kit" for only $19.95. This revo- lutionary way to order checks gives you a full color check catalog, 20 full size check samples, a personalized diskette and a stamped, self addressed return envelope to place your order. User's receive savings of up to 45% off the normal retail price of checks and 100 free "Getting Started" Checks. If you decide to purchase 250 or more checks, you receive $20.00 off your initial order. CHEX-MASTER uses the "Money Counts Format", and is set up for the pin feed Multipurpose Checks WITHOUT attached statement (Model 200, 205, 207). After the checks have been PRINTED, this option will then also allow you to REPRINT one or more checks. Simply follow the directions on the screen. * SEARCH ON CHECK OR DEPOSIT * This option does just what it says. Any check entry may be found and displayed by just entering the month and year along with the "PAY-TO" field. It is NOT necessary to enter the full "PAY-TO" name. It will search on any part of the name as long as it is enough to distinguish it from another name. Also, if there is more than one entry that meets the search parameters, they will be displayed in succession and you will be asked if this is the one you want. In the same way, deposits are searched by month, year, and amount. * ACCOUNT { D } * Here we open up a Data Entry screen linked to ACCOUNT [ D ]. All checks and deposits generate detail entries into a special file that can be accessed from this screen. Detail entries may also be entered directly. Interest may also be automatically computed and entered into this account, as well as listing the detail file to screen or print. Three sub-accounts, D00, D01, and D02 are available to facilitate further tracking. * DAYS-HOURS * This selection takes us to another data entry screen which can be used to track an activity with up to THREE entries made automatically into the business expense file at the beginning of each month, plus the ability to keep a running total on an DAYS and HOURS entry. The days and hours can be updated from this screen, the entered value being subtracted from its respec- tive total (if a [-] value is used, it is added). The desired "C" account code is chosen in the SETUP frame. The name assigned to this code is displayed as the title of the screen, as well as being the code used with the three ex- penses associated with this screen when they are entered into the BUSINESS DETAIL file. The names and values of the three expenses, as well as of the DAY and HOUR entries, are set in the SETUP frame. * FILE BACK-UP * This has already been discussed in sufficient detail under the "SETUP" option. Use this selection to back up your database AT LEAST once a month, maybe more often. %%%%%% DISPLAY REGISTERS %%%%%% This option presents us with a number of registers to either display or print using the { S } or { P } choice. Just a brief word of explanation should be sufficient. The "CHECK" and "DEPOSIT REGISTERS" contain the CLEARED checks and deposits. You will also notice that the "CHECK" REGISTER option allows a print or display sorted by EITHER SEQUENCE NUMBER or ACCOUNT CODE , plus a request as to which year you want to display. The "CHECK RECONCILE REGISTER" is updated each time the RECONCILE option is run. In it are placed the value of cleared and uncleared checks and deposits, as well as an item labeled "CMPT_BAL". This is computed by taking the balance from the bank statement, and subtracting from it the UNCLEARED checks while adding the UNCLEARED deposits. This value must be equal to the CHECKING AC- COUNT TOTAL BALANCE, or an error exists. You should find this information of value if your account DOESN'T reconcile one day ! When the RECONCILE selection is made, a summary will also be printed out which displays the DATE of each check run, total checks written to each account, total value of checks, and an average of ALL the check runs for the year. The ACCOUNT TRANSFER Register contains a running summary of all activity initiated through the Account Transfer Screen. All UNCLEARED Checks and Deposits can be viewed using the UNCLEAR Choice. The PERMCHEX Option not only allows for the Display and printing of the Perma- nent Check Register, but ALSO opens up a Data Entry Screen to allow the Regis- ter to be manipulated. ******************** MENU 2 ******************** %%%%%% BUSINESS %%%%%% * STATISTICS * The RUNNING TOTAL is a year-to-year accumulated total of GROSS Income and Expenses. The Expense and Income entries are reset to zero at the first of each year. The third line, right-hand entry indicates whether or not there is a net profit for the month, using the RUNNING TOTAL and NET INCOME. The left-hand entry uses values set in the SET-UP frame. Using two expense and two income codes, it computes and displays the result when the [ UPDATE ] option is selected. The displayed NAME is that of the EXPENSE code. At the bottom of the frame are Quarterly Sales Tax stats. These are: accumulated Sales Tax DUE and Taxable, Exempt, and Total Sales since the LAST RESET. These values should be reset at the END of the quarter AFTER filing your tax form. * ADD TO DETAIL FILE * The [ ADD ] option allows entries to be made manually into the detail file. Entries are also made automatically into this file from CHECK and DEPOSIT entries carrying a "C" account code. As was described earli- er, using a "C99" code on a check brings you to the detail screen to make entries, as does a "C" code on a deposit. DO NOT enter INCOME items this way ! They MUST ONLY be entered through the Checking Deposit Entry Option. * PRINT DETAIL FILE * The [ PRINT ] option allows printing the detail file to screen or printer. The printer MUST be the Default DOS printer or on LPT1. * INVOICE * This is where Customer Invoices are generated. Upon making this selection, a Customer Name Database will open up. Be sure to make an entry for EACH customer that you will be billing. A brief word regarding some of the fields: Upon entering this screen, the next sequential Customer Number will appear for the next entry. Select the EDIT option to enter data. If additional customers are to be entered at this time, select the ADD option after the first one is completed. You will need to fill in subsequent Customer Numbers. The COMPANY field MUST have an entry. Enter a [ Y ] into the TAX field if the customer is exempt from sales tax. Enter a [ Y ] into the CASH field if you wish this customer to be flagged as a "Cash Only" customer. The PHONE1 entries are for Area Codes. The ZIPS field is for the Zip Code Suffix. The actual INVOICE functions are selected from the [ OTHER ] menu selection. We will now take a look at them one by one : 1. The GENERATE option is used to create the actual invoice. First select the customer name from the database, then select the GENERATE function. For Labor charges, first enter the word "LABOR", followed by whatever else you wish. The program will use the labor rate that you defined in Setup. 2. The EDIT/DISPLAY option performs a variety of functions, depending upon option selection. If there are current, UN-PRINTED invoices, these will be selected automatically. These may be EDITED, other choices may only be dis- played. If an invoice number is entered, it will be displayed. If the first name in the database is selected ( YOUR Company), and Invoice # is left at zero, you may display a listing, by date, for ALL the invoices for ALL of the customers. **See item #4 for more on this selection**. Finally, if a customer name is selected in the name database and Invoice # is left blank, you may select a date range to display THAT customers invoices. If NO date is entered, all of that customers CURRENT year invoices will be displayed. You may also use this Option in order to put an Invoice that HAS NOT yet been printed on HOLD. To do this, set the HOLD field for all the items in said invoice to [ Y ]. This Invoice will NOT Print until the HOLD fields are reset to [ N ]. 3. The PRINT options are the same as those of EDIT in #2 above. 4. VIEW REPORT was referred to in option #2 above. It will allow a re- display of the last generated report of all invoices for all companies. 5. Using LIST NAME, you may display to screen a listing of the Customer Name Database. Enter a "?" to display the list of available commands from the display screen. For example, "P" will print what is on the screen. 6. INVOICE MEMO allows for the creation and/or editing of a message to be added to the bottom of your invoice. Standard Word Processor commands apply. 7. FILTER to INVOICE - If you have the MLM-MASTER Integrated System, use this option to display ONLY the Invoice generated names. 8. NUMBER of COPIES selects one or two copies per invoice. 9. This QUITS the OTHER menu option. * UPDATE * This option automatically runs the INCOME and EXPENSE Summary Rou- tines in order to update all Business Statistics. There is NO print output. %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Section Number 5. ****** Business and Account Summaries ****** %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% ##### BUSINESS EXPENSE ###### BUSINESS INCOME ####### ACCOUNT SUMMARY ##### The following three Menu Screens all enable the same functions, except with different Data Files. BUSINESS EXPENSE deals with the Business Expense File, BUSINESS INCOME with the Business Income File, while ACCOUNT SUMMARY deals with the Checking Account Files. * DISPLAY REGISTER * Here you will see a listing of which YEAR, AVERAGE, and MONTH Summaries have already been generated and are stored, ready for use. A 99 preceding the year denotes a YEAR Summary, a 13 an AVERAGE, and a 1 - 12 indicates a MONTH Summary (ie 991989, 131990, 81991). * MONTH DELETE * This option deletes ALL Month Summaries. * SELECTED DELETE * This option will allow you to select which record you want to delete. Use the Record Numbers displayed in the Display Register option to make your selection. Depending upon your choice, you may receive a warning message advising you of the advisability of deleting that particular record. * GENERATE SUMMARY * It is from this selection that the various summaries are generated. These summaries are a totaling of each of the account codes into a separate sum. This information is then stored in a file to be printed now, or accessed at a later time. When a FULL YEAR is selected, BOTH an average and summary file are stored in a file called [ STATS.DBF ]. Averages will be produced for the number of months that entries are present in the files. For a single month entry, only the summary file is produced. From the [ STATS ] file, the data may be EXPORTED to another program such as LOTUS 123 or a graphing program. The EXPENSE summary STATS for the "C" account are in a file called CSTATS.DBF, the INCOME summary STATS are in separate files BY DATE. Their names are of the format XX1990.DBF; where the "XX" is either a month number (1-12), a "99" denoting a full year, or a "13" for an average summary; and the "1990" is the current year. As I said earlier, the other account summaries are in a file called STATS.DBF. These are DBASE III format files. They may be converted to another format, as the using program may require, with the DBASE "COPY" command (see DBASE USER's MANUAL). %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Section Number 6. ****** Utility Functions ****** %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% ###### UTILITY ###### %%%%%% UTILITY FUNCTIONS MENU 1 %%%%%% * DISPLAY USER'S GUIDE * Provides a display where the User's Guide may be scrolled through. There is also a SEARCH Option, where a selected word or phrase may be searched for. Enter a { ? } to display the various commands associated with the Display Screen. * PRINT USER'S GUIDE * This choice allows for generating a hard-copy output of the USER's GUIDE to the printer. To work, the printer must be on the DOS default port or LPT1. The computer will use the TYPE > PRN command. There are also four functions to enable you to Select ON-OFF Sound, Graphics, Help Messages, and Auto-Manual Year Entry. * QUIT * Exit to DOS. * DESIGN SCREENS * Allows you do change the Design (colors, box shadows, boarders, etc.) * AUTHOR * Information about the Author and Distribution Company of this program. * INFORMATION * A word about this and other available programs. * ORDER * Outputs an Order Form to the Printer ( LPT1 ). * CATALOG * This last option makes available an ON-LINE software catalog. It is offered as a convenience and a service to our customers. %%%%%% UTILITY FUNCTIONS MENU 2 %%%%%% * MENU 1 * Returns to the Main Menu. * SETUP * You should already be familiar with this entry, as you have no doubt already run SET-UP, and it is well explained at the beginning of this USER's GUIDE. * REINDEX * This option will Recreate the index files for ALL the DATA-BASE Files used in the CHEX-MASTER System. The ONLY reason that it should be neces- sary to use this option is if the system does not seem to be operating cor- rectly. It may be that one of the index files has become damaged !!! The easiest way to setup CHEX-MASTER is, of course, to start from scratch with a blank account ! However, since this is probably NOT the way most people will be proceeding, here is ONE WAY (there are others, I am sure) to transfer an existing manual check register over onto CHEX-MASTER. Again, an EASIER way will be to allow the account to lie dormant until all checks and deposits have cleared the bank. Then, merely transfer your balance into CHEX-MASTER as a deposit and begin using it. If this is NOT feasible, then it will be necessary to determine the CURRENT balance. To do this, take your checkbook balance, ADD to it all UNCLEARED deposits and SUBTRACT all UNCLEARED checks. Copy ALL of these UNCLEARED items into the CHEX-MASTER system, along with a deposit entry reflecting the CURRENT balance that you determined above. A good time to do this would be when you get your statement from the bank ! ## NOTE ## This is VERY important !! Whether you leave the account dormant for a while or compute a CURRENT balance, the balance value that you enter into CHEX-MASTER will have to be reconciled as a deposit along with all other deposits when you run the "RECONCILE" option !!! %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Section Number 7. ****** Order Form ****** %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% ============================================================================== ORDER FORM =============================================================================== Mail to: TOTAL LOGISTICS CONSULTING 2664 HIDDEN TERRACE ARCATA, CA. 95521 From: Name________________________________________________________ Number & Street_____________________________________________ City________________________________________________________ State_____ Zip____________ Phone # ________________________ Where did you receive demo copy ? __________________________ ____________________________________________________________ Copies of CHEX-MASTER at $24.00 ea. # ordered ____ $________ Copies of BUSINESS VERSION at $44.00 ea. # ordered ____ $________ Copies of CHECK ORDERING KIT at $19.95 ea. # ordered ____ $ _______ Upgrade for REGISTERED USERS to the BUSINESS VERSION $20.00 ea. $________ REGISTERED Version of MARKET-MASTER at $44.00 ea. # ordered ____ $________ REGISTERED Version of MLM - MASTER at $79.00 ea. # ordered ____ $ _______ Master Product File for AMWAY ( Only with REGISTERED MARKET/MLM - MASTER ). An Update is available EACH year at $20.00 / year. at $20.00 ea. # ordered ____ $ _______ SHAREWARE Version of MARKET-MASTER at $5.00 Each. # ordered ____ $________ SHAREWARE Version of MLM - MASTER at $5.00 Each. # ordered ____ $ _______ If 3 1/2" or 5 1/4" 360K is wanted, Circle One : please indicate at the right ! X-3 1/2" X-5 1/4" 360K Disks will otherwise be shipped as 5 1/4" HD ( 1.2M ) Shipping + Handling $ 5.00 If ordering in CA., 7.5% Tax $________ Total Amount enclosed $________ =============================================================================== ===============================================================================