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1988-02-16
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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