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C H E C K E A S E THE ELECTRONIC CHECKBOOK (C)OPYRIGHT 1989 SOFTWARR 11919 Barrytree Drive Houston, Texas 77070 (713) 955-8210 CHECKEASE is really a personal finance manager for the everyday tedious details that nobody ever wants to tackle until it gets so far behind its a major chore to fix. THE ELECTRONIC CHECKBOOK This manual is organized sequentially, not necessarily the way you actually might use it. One of the best features of the program is its ability to move quickly from one function to any other by the quick use of a function key or mouse button. You do not have to exit through endless levels of menus to do something else. CheckEase has built in documentation; you can use and understand it all by simply reading the concise instructions on the screen. Therefore, this manual is intended to be only a reference document. It is a book which you would not want to read in its entirety, but use with the index or table of contents to clarify the on-screen instructions. CONTENTS OF THE MANUAL SUBJECT PAGE I. GENERAL 2 II. LOADING THE PROGRAM 2 III. COPYING CHECKEASE 2 IV. FORMATTING DISKETTE 3 V. ADDING OR OPENING AN ACCOUNT 3 VI. CHANGING COLORS AND DEFAULT DRIVE 4 VII. HARD DISK SETUP 4 VIII. PRINTING THIS MANUAL 4 IX PRINTING ORDER FORM/SHAREWARE 5 X. SELECTING AN ACCOUNT 5 XI. CHECKEASE MENU 5 XII. BILL ENTERING AND PAYING 6 XIII. WRITING CHECKS AND MAKING DEPOSITS 7 XIV. RECONCILING BANK STATEMENT 8 XV. PRINTING CHECKS AND REPORTS 9 XVI. ASSIGNING OR CHANGING BANK DATA 10 XVII. USING A MOUSE. 10 INDEX 11 1 I. GENERAL Anything enclosed by <> brackets refers to a single keystroke. For example <Enter> means to press the enter or return key and <F1> means to press the function key F1 along the left side of the keyboard or on the top row. The bottom line of each screen contains a command line. The numbers along the bottom refer to the function keys. Given the following command line: 1Bill 2Check 3Reconcile 4Report 5Bank The <F5> key would access bank information update and the <F2> key would allow you to enter checks and deposits. II. LOADING THE PROGRAM Dual or single Floppy drives: Place Program disk in drive A: and type CHECK <Enter>. Hard Disk: Make an appropriate directory on your hard drive using the DOS commands as follows: MkDir\Check <Enter> ChDir\Check <Enter> Place the program disk in drive A: and type: copy a:*.* <Enter> All the files will copy to the new directory. To run, type: CHECK <Enter>. III. COPYING CHECKEASE CheckEase and its associated files occupy only a little more than 140K, so there is ample space left on the program disk to store your data until you have a very large number of checks. Chances are good that you will never have to use a data disk, but it is a good idea to backup the program disk before using CheckEase and to make a habit of backing up all your data so that if your disk is damaged in any way, you will not lose everything. CheckEase is not copy protected, so it may be copied easily using any standard copy program. The MS-Dos COPY, DISKCOPY or BACKUP commands are probably the easiest. copy a:*.* b: <Enter> Diskcopy a:*.* b: <Enter> Backup a:*.* b: <Enter> 2 IV. FORMATTING DISKETTE Diskettes may be formatted using any standard format program. The MS-Dos command is: Format a: If you want to make the diskette a self-booting disk the command is: Format A:/s V. ADDING, OPENING OR DELETING AN ACCOUNT Type CHECK <Enter> to run CheckEase and select <A> from the opening menu. Enter your account name in the format specified by the pattern of Xs. You may have a maximum of eight characters then a period followed by two characters. Spaces or other periods are NOT allowed. Some examples: Kathy's.ch Mark_Act.1 To delete the Demo account or any other account select <D> and enter the number of the account to delete. IF YOU HAVE ACCIDENTALLY DELETED AN ACCOUNT YOU WANT TO KEEP, DO NOT ATTEMPT TO RECREATE IT. THIS WILL ASSUME YOU WANT A NEW ACCOUNT OF THAT SAME NAME AND THE CONTENTS OF THE ACCIDENTALLY DELETED ACCOUNT WILL BE DESTROYED. To reinstate an accidentally deleted account the FILENAME.CHK file must be altered using a text editor or word processor saved in ASCII format as follows: The contents of FILENAME.CHK is: 2 (This number indicates how many accounts are active) demo.1 (This begins the account list) demo.2 You accidentally deleted an account called MYACCONT.2. 3 (Add one to the number of active accounts) MYACCONT.2 (Enter the deleted account name anywhere) demo.1 demo.2 Save the new file in ASCII format on your data disk, and run CheckEase as usual. 3 VI. CHANGING COLORS AND DEFAULT DRIVE Type CHECK <Enter> to run CheckEase and select <C> from the opening menu. Press the indicated keys to change colors. Be sure you can read everything clearly. Some color combinations are difficult to read on some monitors. The last half of the sen- tence "Be sure you can read everything on this screen clearly." should be in REVERSE video. This is important because the menu choices are highlighted in this manner. If you get the colors confused, press <R> to start over. Press <Esc> to save your colors and return to the opening menu. Press <D> to assign a drive or path on a hard disk. If you are using only one or two floppy drives or intend to keep the program and data on the same directory on the hard drive, enter the drive letter designator followed by a colon (:) at the Program Path? prompt and Data Path? prompt. Program Path: C: <Enter> Data Path: A: <Enter> If you are using only one floppy drive, press <Enter> twice and A: will be assigned as defaults. VII. HARD DISK SETUP CheckEase allows you to assign drive and path designation (on a hard drive). If you want to do this, press <Esc> and <Q> to quit CheckEase and proceed as follows. You will have to create the necessary directories on your hard drive OUTSIDE OF CHECKEASE like the example below: MkDir\CheckEze <Enter> MkDir\ChData <Enter> Type CHECK <Enter> to run CheckEase and select <C> from the opening menu. Press <D> again and enter your drive path as: Program Path: C:\CheckEze\ <Enter> Data Path: C:\ChData\ <Enter> The names you enter here MUST BE THE SAME AS THE DIRECTORIES YOU CREATED. VIII. PRINTING THIS MANUAL Type CHECK <Enter> to run CheckEase and select from the opening menu. This choice will allow you to print the manual on paper or read it on the screen. 4 IX. PRINTING ORDER FORM/SHAREWARE Type CHECK <Enter> to run CheckEase and select <O> from the opening menu. CheckEase is marketed under a unique concept called shareware. You are encouraged to try it before you decide whether it is right for your situation and make copies to give free of charge to anyone else who might be interested. If you can use the program, however, you are expected to pay for it. You may mail payment by printing the order form provided on the disk. The registration fee includes payment for a printed manual, unlimited phone support and a certificate for a free copy of version 2.0, which will be released in the near future. You may make unlimited copies of the program to distribute to other persons free of charge (other than a small charge attributable only to the cost of media and labor). All copies must include all the following files: CHKSET CHK DEMO 1 DEMO 1C DEMO 1T DEMO 1B FILENAME CHK CHECK EXE ORDERFM CHK README CE CheckEase is NOT public domain and retains a copyright (C) under US law. No one is authorized to use the program for other than evaluation purposes unless a $25 registration fee is sent to SoftWarr 11919 Barrytree Drive Houston, TX 77070 (713) 955-8210 X. SELECTING AN ACCOUNT Type the number to the left of the account name you want and press <Enter>. XI. CHECKEASE MENU (Press <Esc> from anywhere in CheckEase to return to the Menu) Items on the CheckEase menu may be selected by using the up or down arrow keys and pressing <enter> or by pressing the appropriate function key as indicated in the menu or the command line on the bottom of the screen. All of these functions may be selected from anywhere in CheckEase and are referenced in the command line. 5 XII. BILL ENTERING AND PAYING. (Press <F1> from anywhere in CheckEase) BE SURE YOUR COMPUTER CONTAINS THE CORRECT DATE, AS ALL CHECKS DATED TODAY WILL PRINT. Up to 30 frequently written checks or bills may be entered in this spreadsheet. The command line items unique to the bill payer section are: 6See Bill 7Tax 8Add Bill 9Change 10Delete Press <F6> to see all information about a bill and a bank account. Press <Esc> to return to bill payer. Press <F7> to assign a tax category to the bill the cursor is currently designating. Press the <Ins> key to add up to eight tax categories. Cursor to the selected category with the arrow keys and press the <Ins> key to assign a tax category to the selected bill. The first letter of the tax category will appear in the Tax column of the selected bill. Press <Esc> to return to bill payer. Press <F8> to add a bill name, address, and amount. Any of this information may be left blank. Press <Esc> to return to bill payer. Press <F9> to change a bill name, address, or amount. Any of this information may be left blank. Press <Esc> to return to bill payer. Press <F10> to delete a bill. Press <Esc> to return to bill payer. You may select a bill by pressing the arrow cursor key pointing with the mouse or pressing the first letter of the bill name. If there is more than one bill beginning with the same letter they may be accessed by pressing the first letter repeatedly. Other special functions in bill payer are documented in bill payer on the top and bottom of the screen: See all bill may also be invoked by pressing the <?> key as well as the <F6> key. AutoPay is a feature which allows you to designate bills to be paid automatically by pressing the <+> key. Bills which are the same amount every month would be those you might want to AutoPay. To designate a bill to be autoPaid, select the bill with the arrow keys , mouse or first letter of the bill name and press the <<> or <>> keys (<,> or <.>). An "A" will be printed in the Auto column next to the selected bill name and the bill will be printed in a contrasting color (blue is the default). To invoke or revoke the AutoPay press the <+> or <-> key and the AutoPay bills will be designated by a contrasting color (Red is the default), and a check will be automatically written for each. 6 Electronic Pay is a feature similar to AutoPay but is for bills which are paid electronically by your bank. The only difference is CheckEase will NOT print a check for these bills. To designate a bill to be Electr. Paid, select the bill with the arrow keys , mouse or first letter of the bill name and press the <[> or <]> keys (<{> or <}>). An "E" will be printed in the El column next to the selected bill name and the bill will be printed in a contrasting color (reverse video is the default). Electronic Pay is invoked or revoked by the <+> or <-> key in the same manner as AutoPay and bills will be designated by a contrasting color (Red is the default). To designate a normal bill to be Paid, select the bill with the arrow keys , mouse or first letter of the bill name and enter the amount of the bill or press the <Enter> key if the amount is correct. The paid bills will be designated by a contrasting color (Red is the default). XIII. WRITING CHECKS AND MAKING DEPOSITS. (Press <F2> from anywhere in CheckEase) The command line items unique to the Check/Deposit section are: 2Deposit 6See Bill 7Tax 8Add Bill 9Change 10Delete Or 2Check Check items are entered or changed by using the arrow keys or the mouse to designate a field and typing the entry. The WRITTEN OUT DOLLAR AMOUNT WILL BE PRINTED AUTOMATICALLY after you have finished entering all the fields and press <PgUp>, <PgDn>, <Home> or <End>. Any field except the dollar amount field may be omitted. <PgUp> moves to the next check. <PgDn> moves to the previous check. <Home> moves to the first check in an account. <End> Moves to the end of the account ready to enter a new check. To print the current check hold the <Ctrl> key and press . For other print options, see section XIV. PRINTING CHECKS AND REPORTS. (Page 9). Press <F2> to toggle between entry of checks or deposits. This will automatically position you at the end of the account and ready for entry. Deposits are entered as one lump sum or as eight separate items which may be listed on the left side with the left arrow or mouse. As you enter the first letter there will be a slight pause as the entry field is established, but you may continue entry with no effect even though what you enter will not appear on the screen for a few seconds. As you <Enter> each item the total will be updated in the Total Deposit box on the bottom of the screen. 7 If you want to print a deposit slip which may be attached to your bank's deposit slip press and hold the <Ctrl> key and press . Press <F7> to assign a tax category to the check currently displayed. Press the <Ins> key to add up to eight tax categories. Cursor to the selected category with the arrow keys and press the <Ins> key to assign a tax category to the selected check. The first letter of the tax category will appear in the Tax column of the selected check. Press <Esc> to return to check entry. Press <F8> to find a specific check. Enter part of the payee line of the check you want to find and press <Enter>. If the string is found, the appropriate check will be displayed. If it is not found, CheckEase will say that. Press <Esc> to return to check entry. You may search by another field than the payee line (except the amount field) by selecting that field before pressing <F8>. Press <F9> to void a check. This will print void on the screen and update the bank account. Use this if you want to keep a record of a voided check or if you want to save the time of deleting a check. Information may be left blank. Pressing <F9> on a voided check will unvoid it. Press <F10> to delete a check. This will take a very long time if the check is not near the end of the account. Press <Esc> to return to check entry. XIV. RECONCILING BANK STATEMENT (Press <F3> from anywhere in CheckEase) The command line items unique to the Reconcile section are: 3Statement All uncleared checks and deposits written on the current bank account will be listed in abbreviated form. Any previously cleared checks will NOT be displayed. Checks may be entered in reconcile by typing a payee or amount at the prompt. If anything other than a number is pressed, a window will open to accept payee information. Press <Esc> to close it. If you enter a number, the amount will be accepted. Press <Enter> to add the check to the account. If No payee is indicated, CheckEase will indicate it is a hand written check. If you press an arrow key or move the mouse, CheckEase will select an uncleared transaction. If you want to clear that item, press <Enter> or the right mouse button and the selected check will be printed in a contrasting color (Blue is the default) and a √ will be printed to the right of the check indicating that it is cleared. Checks may be uncleared in the same manner if you make a mistake. If you leave reconcile, and return, that check will no longer be listed. 8 You may enter amounts directly from the bank statement by pressing <F3> or the left mouse button. A window will open which can be moved right or left by the arrow keys or mouse. You can enter the amount from the statement in the window. If the check is present, it will automatically be cleared. If there is more than one check of the same amount, ALL will be cleared and the number found will be indicated in the window next to the amount. You will have to unclear any not listed on the statement by pressing <Esc> and using the arrow keys or mouse to select it. Any checks on the statement which have not been entered into CheckEase will be noted in the window and you will be asked whether you want to add the check (Y/N). If you press Y, CheckEase will automatically add the check with the title "Added during reconciliation". Press the <Esc> key to exit or one of the function keys listed in the command line to go to another part of the program. XIV. PRINTING CHECKS AND REPORTS (Press <F4> from anywhere in CheckEase). From the pop-up men select: RINT CHECKS. ROUTINE ILL REPORT. VARIOUS <C>HECK REPORTS. RINT CHECKS. Suitable checks may be obtained by contacting your bank. Any which include a copy and a check should be all right. Print a few samples of the check format on plain paper before you talk to your bank. Check for proper alignment of the checks in the printer by pressing <T> to print a period directly above where the check number will print on the check. Press to print the checks when you are sure the printer is properly positioned. Only those checks which contain the current date will be printed. Those checks which are generated by an electronically paid bill will NOT print. ROUTINE ILL REPORT. This will print a list of bills, with the amount and date last paid for your records. VARIOUS <C>HECK REPORTS. This will print a list of all checks or deposits, outstanding checks or deposits, or checks written in a tax category. CheckEase will print a list of check for whatever time period you desire. 9 XV. ASSIGNING OR CHANGING BANK DATA. (Press <F5> from anywhere in CheckEase). Press <T> to change the current bank account. If you are in check entry <F2> and have a check or deposit displayed which has already been entered in an account, CheckEase will ask you if you want to remove it from the old account and put it in the new before allowing the change. If you are in Reconcile <F3>, you will be asked if you want to reconcile another account. Press <A> to add a bank name, address, and amount. Any of this information may be left blank. Press <Esc> to return where you were. Press <C> to change a bank name, address, or amount. Any of this information may be left blank. Press <Esc> to return where you were. Press <D> to delete a bank account. Press <Esc> to return where you were. XIV. USING A MOUSE. Any mouse may be used with CheckEase. It works best with the following assignments: Left Button = <F3>. Right Button = <Enter>. Both Buttons = <Esc). The directions of movement coincide with the arrow keys. The MicroSoft Mouse comes with a default file which configures the mouse for the above, so it is automatically compatible with CheckEase. 10 INDEX PAGE PAGE accounts 3,5 | diskette 4 bank 6, | data 4 adding 3 | formatting 3 deleting 3 | program 4 recovering 3 | disk drive 2,4 selecting 5 | drive, disk 2,4 using 5 | pathnames 4 assign drive 2,4 | Elect. Pay 7,9 AutoPay 6 | electronic pay 7,9 bank accounts 6,10 | find check 8 adding 10 | function keys 1,2,5,9 changing 10 | invoke AutoPay 6,7 deleting 10 | manual 4 toggle 10 | mouse 10 bills 6 | orderform 5 electronic payment 7,9 | paper checks 9 printing 9 | <PgUp> <PgDn> 7 reports 9 | printing 4,5,7,9 checks 7,8 | checks 7,9 adding during | manual 4 reconcile 9 | reports 9 clearing 9 | orderform 5 hand written 8,9 | registration 5 list 9 | reports 9 printing 7,9 | revoke AutoPay 6,7 paper 9 | screen colors 4 reconciling 9 | search string 8 reports 9 | shareware 5 voiding 7 | tax code 6,7,9 writing 6 | tax category 6,7,9 colors 4 | copyright 5 | date 6 | deposits 7 | print deposit slip 7 | printing 7,9 | reports 9 |