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                SIMPLIFIED BUSINESS BOOKKEEPING

                                    Copyright 1985 by Donald Paritz

 GENERAL INFORMATION

SIMPLIFIED BUSINESS BOOKKEEPING is a collection of the following

programs:

      EXPENSES - check register type, prints and files checks
                 and maintains totals for each category.

        INCOME - designed for a small retail business using a
                 cash register, but may be adapted to any
                 business.  Maintains totals by category and
                 checks cash income against deposits.

  BANK ACCOUNT - uses totals from expense and income files to
                 balance checking account against bank statement.

       PAYROLL - full featured payroll allowing for deductions
                 consistent with most state and city regulations.
                 Prints checks and stubs, maintains all records
                 and gives monthly report with tax payments due.

      ACCOUNTS - enter all charges, payments, and credits for
    RECEIVABLE   each day.  Maintains files and prints bills at
                 end of month as well as aging statement.

    SUMMARY OF - income from sales, other income, income after
    OPERATIONS   expenses, cash flow.

The minimum hardware configuration for using these programs is

an IBM-PC or compatible computer with 128 K of memory, 2 DS DD

disk drives, and an IBM, Epson or other compatible printer.

A hard disk version is available for $35.00 as described at

the end of this document.

All of these programs are menu driven so that there will rarely

be an occasion to refer to this manual.  The manual should be

read through one time, however, to obtain a general overview

of the operation as well as pitfalls to avoid in data entry,

file handling, disk handling, etc..


In any case IT IS ABSOLUTELY NECESSARY TO READ AND RUN THE START

UP PROCEDURE since the program disk provided is not an operating

disk.
All programs are set to convert answers to capital letters.  This

is necessary since comparative evaluations are made by programs

and these comparisons require capital letters.


Number  input will request numbers as xx.xx,  i.e.  you  will  be

expected to use the decimal point.  This is not necessary in the

case of numbers with trailing zeros, however if you take this

shortcut be sure that you know what you are doing.  Examples:

Entering  77 is the same as 77.00; entering 77.5 is the  same  as

77.50,  but  if you wish to enter 50 cents you must enter .50  or



In most cases when you are prompted for input, pressing the Esc

key will return you to options for that program.  It may then

be necessary to read the files to determine last information

written to files.


It is always necessary to backup file disks after each session

by choosing "Close Files and End" from the bookkeeping menu.

If this is not done the backup file will be destroyed and a new

one created the next time you run the program.  This will lead

to some files not being backed up until the next time they are

used.


If you try to backup the wrong disk e.g. entering P for backup

payroll files and payroll disk is not in drive A, you will get

a message "file not found".  Insert correct disk and proceed.

There is no protection for having the wrong backup disk in drive

B so be very careful to insert the correct disk.



When ending the fiscal year it is always necessary to prepare new

bookkeeping  and  backup  bookkeeping disks and when  ending  the

calendar year it is always necessary to prepare new payroll and

accounts receivable file and backup disks.


Insert paper in your printer with ribbon guide in the far left

position (turn printer on and off) and paper guides positioned

so that top of ribbon guide is centered on top of paper and left

edge of  paper  (edge  that will remain  when  tractor  strip  is

removed).  Minor adjustments may later have to be made to adjust

for your printer.


After  closing  out  files at the end of each  month  the  backup

program will run check disk.  You will have to calculate for each

disk the probability of the disk holding another month's data and

in the case of the payroll disk, another quarter's data.


  Number of bytes in user files / months to date=bytes per month

The number of bytes remaining on disk must be greater than bytes

per month and in the case of the payroll disk, it must be 3 times

greater.  It is advisable to allow a 10% cushion to accommodate an

increase  in  data for month or more if you expect a  great  deal

more data in the next month.


It  is  probably a good idea to run all programs  for  one  month

while still maintaining your manual records.  If any serious

errors are made during this time or if you decide on changing

category names, etc.. you can then prepare new file disks and

restart with next month.


START UP


Generally,  the  start  up procedure  involves  transferring  the

operating  system  to  the program disk and  then  preparing  two

copies of the program disk.  Two copies are necessary since some

files will be kept on the program disk and a backup copy will be

necessary.   The  original  program disk should be put away in  a

safe place when finished.


A total of 8 blank disks will be needed for complete bookkeeping.

If not using Accounts Receivable or Payroll programs, you will

need 2 less disks per program not used.


Boot  up  your  system using your DOS disk and  then  insert  the

program disk in drive  B.


Type and enter the following exactly as written:

                 B:STARTUP

Follow instructions as given by start up program.


Be sure to remove your DOS disk and insert a blank disk when

requested.  Failure to do so will erase your DOS disk.


When both new program disks have been prepared, place a write

protect tab on your original program disk to avoid accidentally

destroying it.


Label one of your new disks Program Disk and the other one

Backup Program Disk.  It is a good idea to boldly label all

backup disks with larger letters or another color, etc..



When  preparing  the  file and backup disks you do  not  have  to

prepare disks for Accounts Receivable or Payroll programs if you

are not using them.  When instructed to insert these disks just

leave the previous disk in drive  B.


FIRST  PROGRAM  TO  BE  RUN WHEN STARTING SYSTEM  MUST  BE  "BANK

ACCOUNT".











































BANK ACCOUNT

  THIS FILE MUST BE PREPARED FIRST BEFORE RUNNING ANY PROGRAM


Both  the expense program and income program write information to

the  bank  account file,  therefore this file must  be  initiated

before running any other program.


This program will check the disk for an existing checking account

file.  If there is none, you will be prompted for initialization

information.  This will only happen when you first use the system

since the checking account file will be transferred to each new

fiscal year.  If it happens at any other time, you may have the

wrong disk in drive  B  or the file may have been lost, etc..

If the file has been lost, reboot system and copy it from the

backup disk.


Generally this program will prompt you for the bank totals, any

outstanding checks or deposits from month not recorded by bank

and any bad checks.  Total expenses and income will be drawn from

their respective files and the previous bank account totals will

be obtained from then checking account file.


If all figures balance a report will be printed indicating all

balances and adjustments.  If they do not balance, corrective

choices will be given.


There maximum allowed for entries in this file are:

              4  Bad checks
             20  Checks outstanding
             10  Deposits outstanding



Should you have more of any of these items,  it will be necessary

to  enter  two  or more as  one  entry,  however,  this  is  very

unlikely.


The book balance reported after reconciliation takes into account

all adjustments and unrecorded charges and represents actual cash

in  account  on  closing  date.    Be  sure  to  enter  these  in

appropriate files as directed by the bank account report.



****************** VERY IMPORTANT *******************************

If new bookkeeping file disks are prepared before Expense, Income

and Bank Account files have been closed out for month, you will

have to copy the bank account file to the new disk after all of

these files have been closed out.

Return to DOS by using Close Files and End routine or by booting

with  DOS  disk.   Insert old disk with all files closed  out  in

drive   A   and  new disk in drive  B  .  Type and enter the

following:

              COPY CHECKING.ACC B:

******************************************************************

















EXPENSE PROGRAM


Two  files  must  be set up before entering  expenses  with  this

program.


CATEGORY OF EXPENSE FILE

First choose the Category of Expense option and enter up to 28

categories that you would like to have your expenses grouped

under.  Your monthly report will accumulate and give the total of

each expense for month and year-to-date.  Any expense that does

not specify one of these categories (OR SPELLS IT WRONG!) will

appear as a miscellaneous expense.


****************** VERY IMPORTANT *****************************

One of the categories must be called PURCHASES in order for

the summary of operations program to be able to obtain a cost of

goods sold.

   NO TWO CATEGORIES MAY HAVE THE SAME FIRST 3 LETTERS

***************************************************************


PAYEE FILE

The next file to be set up is the Payee File.  This file allows

you to select 3 letter abbreviations for your regular payees

and relieves you of the need to enter the category of expense

and the address of payee each time a check is written.  It also

eliminates the possibility of misspelling a category of expense

when entering a payment.


Print out a copy of this list to be sure that you do not dup-

licate an abbreviation when adding to list.

If  you  wish to pay one of these payees,  but  the  category  of

expense  is  different from that on file,  simply enter the  full

name of payee instead of the abbreviation.


The expense program is very straight forward.  You will be asked

to first open a file for the month by entering the month, year,

and first check number.


All entries after  will be made by  choosing "Add to File"  and

entering  the  information as required for either check  or  non-

check expenses.


There is a special procedure for entering type of expense when

the check is for more than one type.  An * is entered and you

will  then  be  prompted for up to 3 types of  expense  with  the

amount of each.  These amounts must total amount of check or an

error message will be issued.  An example is your Federal Tax

Deposit.   Part  of this will be for withheld federal income  tax

and   FICA  and  part  will  be  payroll  tax,   employers   FICA

contribution.


Checks may be printed at the time of entry or written at another

time and only the information entered in the file.


To void a check, use the read procedure and then choose revise.

Enter 0 for the amount of the check.


If you need to void a check from a previous month, enter as a

non-check expense with a minus value e.g. -50.00.




CHECK PRINTING

Checks  suitable  for  this  program may be  obtained  from  many

sources.  They must have a blank top stub and be compatible with

BPI, Accounting Plus or IMS Software.  One source is:

          NEBS Computer Forms
          12 South St.                   Form #9024
          Townsend, Ma. 01469

          1-800=225-9550  To obtain samples.


As with all programs in this system the checks should be inserted

in printer so that top of ribbon guide is centered on left  edge

of  checks  (edge that will remain when tractor strips  are  torn

off).   There  are two horizontal lines near the top of the  left

tractor strip on the check stub.   The starting point is with the

top  of the ribbon guide on the topmost of  these  lines.   Minor

adjustments may be necessary if you are not using an Epson or IBM

printer.


There are two options for printing information on check stub as

well as the option of not printing stub.  If you choose the

invoice type stub you will be prompted for the date invoice

number and amount.  The blank stub option allows you to print

anything you would like.


If you try to use the cursor keys to move around in the check

stub box and they print numbers instead, just press the Num

Lock key.







END OF MONTH - EXPENSE PROGRAM

When closing out the expense file at the end of the month you

will receive a detailed listing of each check printed as well

as a summary report.  Be sure to switch disks carefully as

indicated to have the current files renamed on both the file

disk and the backup disk.












































INCOME PROGRAM


CATEGORY OF INCOME FILE

      THIS FILE MUST BE CREATED BEFORE USING THIS PROGRAM

Follow instructions carefully for creating this file.  You will

be prompted for 3 categories of regular income, the second of

which will be Taxable Sales unless you have no taxable sales and

decide to change it.  These categories are usually cash register

departments  for a retail business.   DO NOT ENTER   TAX,  CHARGE

SALES OR RECEIVED ON ACCOUNT  AS ONE OF THESE CATEGORIES.  If you

have taxable sales a fourth category of Tax will automatically be

created.  Charge Sales and Received on Account are two additional

categories that are automatically programmed in.


You  will  also  be prompted for  two  miscellaneous  categories.

These are usually chosen from regular but infrequent income like

rents, interest, etc., but NOT SALES OF ANY TYPE.


All of your income entries will be collated under the categories

created in this file and any other income will be itemized and

accumulated as miscellaneous income in the monthly report.

MISCELLANEOUS  INCOME  CANNOT BE INCOME  THAT  IS  CHARGED.   ALL

CHARGE SALES MUST BE UNDER REGULAR INCOME CATEGORIES.



USING THE PROGRAM

At the beginning of each month you will asked for month, year and

sales tax rate.  (Sales tax rate may only be changed at beginning

of month).



Once file has been opened for the month all entries will be made

by choosing "Add to File".  You will be asked to choose regular

or  miscellaneous  income  for  each  entry,  with  miscellaneous

referring  to either of the two misc.  categories you have chosen

or some other type of income.


If  you  choose regular income you will be prompted for  deposit,

total cash,  total charge,  received on account and each  regular

income category.   You will not be prompted for a tax entry.  The

program will calculate the tax as:

(Total Cash+Charge)-(Total of Income Categories+Rec'd on Acct.)

Program will allow for a 10% excess or a 5% deficiency in tax

collected.  If tax figure is not in that range an error message

will be issued and you will have to reenter all amounts.


When entering miscellaneous income you will be prompted for the

deposit, amount of income, source and type of income.


No verification is done to assure that deposits are equal to cash

collected  so  file  should be read occasionally to  assure  that

there is only an acceptable difference between these figures.

Reading  file  will  give you a total cash  collected  and  total

deposit figure.


When closing out month you will receive an itemized daily income

report  as well as a summary report containing monthly and  year-

to-date total cash,  charge,  received on account, taxable sales,

tax  exempt  sales (does not include miscellaneous  income  since

this income is assumed not to be sales),  cash over or under  per

deposits as well as totals for each category of income.
PAYROLL PROGRAM


**** THIS PROGRAM CAN ONLY BE RUN FROM THE EXPENSE PROGRAM ****


Two files must be created before using the payroll program, an

Employee Data File and a Payroll Deductions File.


Employee Data File

For each employee you will be prompted for personal information

like address, phone, licenses, etc.. as well as for payroll

deduction information like dependents, withholding options,

miscellaneous deductions.


If you enter a fixed percentage for a state or city deduction

this percentage will be fixed per state or city method, i.e. of

gross, federal tax, etc..  The fixed percentage must be more

than 1.2 to assure accuracy.  Do not enter the % sign.


If discontinuing a miscellaneous deduction for an employee, just

enter 0 for the amount.  Do not remove name of deduction until

starting new year, since you will still have year to date amounts

that require name of deduction.


PAYROLL DEDUCTIONS FILE

Must be set up and must be revised each year for new tax rates.

A variety of choices for basing state and city taxes are given

and will meet most situations.  The tax table for Federal

Withholding must be set up using the PERCENTAGE METHOD in the

employers tax guide.


The maximum income for unemployment taxation assumes that the

federal is the same as the state maximum.  If this is not true

an adjustment will have to be made at the end of the year when

filing the federal unemployment tax form.


USING THE PROGRAM

There are two methods of paying wages.  An individual may be

paid and his deductions may be calculated automatically or

entered manually or you may choose automatic weekly payroll,

in which case you will only be prompted for each employees

regular and overtime hours.  When last employee has been paid

a summary of tax information for month to date will be given.


Checks may be printed at time of payroll entry or at some other

time, however, if checks are not printed at time of entry they

will  not be entered in expense file until actually printed using

expense  program  or  entered (if issued  without  using  expense

program).


REVISING FILE

The only method of revising file is to use Pay Individual option

with manual option.  Entries may then be entered to offset the

error, e.g. -10.00 for $10.00 overpayment, however all entries

must be made so that gross equals total of deductions + net.

The adjustment to the employee may be made by voiding the check

in the expense file and issuing a new check or by issuing an

additional check for adjustment.  No entries may be made in a

month already closed out.  Adjustment will have to be made in

the new month if not known before closing out month.


When closing out month a report will be issued giving the totals

for each month, quarter and year to date as well as monthly tax

information and year to date tax information.  If the month

closed out ends a quarter , a report for each employee will also

be  issued for that quarter with monthly,  quarterly and  year  to

date totals.


************************ VERY IMPORTANT *************************

A new file disk must be created at the beginning of each calendar

year regardless of room left on disk.

*****************************************************************


New file disks may not be started during the year unless they are

at the beginning of a quarter.  Be sure to check disk after each

quarter is closed out to determine if enough space remains for

another  quarter.   If  you  are sure at the end  of  the  second

quarter that there will not be enough room for the remainder of

the year, that would be a good time to start a new disk.
























ACCOUNTS RECEIVABLE PROGRAM


A  list  of  accounts  must be prepared first using  the  add  an

account option.   Each account must have a unique account  number

of up to 7 letters and/or numbers.  If customer has only a two

line address, enter at least a space for the street address.

A message may be printed on the statement for each account.  This

is useful if statement is addressed to a guardian or addressed

to same person for more than one type of account.  The message

could say for example: "For Ted Jones Policy 1024" or "Medication

for Mary Smith" etc..  If there is an opening balance when

system is started, you will be able to enter the amount.


USING THE PROGRAM

Entries can be made daily, weekly, or monthly - just be sure that

all entries have been made before doing the monthly billing.  It

is not possible to revise any entries.  Corrections must be made

with  a  new  entry  and minus values  will  be  accepted.   When

entering  payments  or  credits DO NOT  ENTER  AS  MINUS  VALUES,

program will automatically designate these as minus values.


BILLING

Statements must be of the type compatible with Apple, SBSG, or

Star Software systems.  One source is NEBS Computer Forms (See

address in expense program section).  Their catalog number is

#9060.


Insert  statements  in  printer  with ribbon  guide  in  leftmost

position.  Top of ribbon guide should be at top of statement and

centered on statement edge (edge with tractor strip removed).

After first statement is printed you will be asked if printer is

set correctly.  If it is not, adjust paper without shutting off

printer or pressing off-line button.


If you choose regular billing, statements will start at first

entry after last billing and will go to end of file, even if

there are entries past billing date.  The total due for each

account will be changed to amount due after last entry.


If you choose to bill using a start and stop date, statement

will only show entries between these dates and amount due will

be amount due after last of these entries.  The total amount due

for each account will not be changed in the file, however, unless

the stop date includes an entry past the last entry previously

billed, e.g. you did regular billing at the end of June, but

customer needs a bill from May 15 to June 15 - statement will

be issued, but total due in customers file will remain the same

as it was at the end of June.


If you choose the print bills with balances not equal to zero and

you are billing with dates rather than regular billing, the zero

bills may still be printed.


After all statements have been printed, you will be instructed to

remove statements and insert regular paper.  When you continue, a

summary of all accounts as well as their aging balances and total

of new billings for month will be printed.


If  you  are billing one account,  there will be  no  summary  of

accounts printed and this file will not be updated until billing

of all accounts is done.


************************ VERY IMPORTANT *************************

Billing  must  be  done at end of calendar  year.   If  you  bill

earlier in December then enter remaining charges as January and

enter actual date in "for" column.

*****************************************************************







SUMMARY OF OPERATIONS PROGRAM


This program requires only entering the month recently closed out

and if files have not been closed out an error message will be

issued and you will have to return to menu.


If you forgot to run this program and have already run it for the

next month, you can still run it for the missing month, however

the year-to-date figures will be those including the last month

closed out.


In order for this report to correctly handle cost of goods sold,

one of the categories of expense must have been designated as

"PURCHASES".  In the case of a business not dealing in a product

this is unnecessary and the cost of goods sold will always be 0

and the gross profit on sales will be 100%.





If you find this software useful in your business, a contribution

of $35.00 would be appreciated to enable continued developement

of this and similar programs.

A hard disk version is available, but not as shareware.  This

version may be purchased for $35.00.  Be sure to specify hard

disk version.


Send remittance to:

        Donald Paritz

        Box 602

        Johnson, Vt. 05656

                             Thank you