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PART1
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1988-09-25
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P C - A C C O U N T
VERSION 2.20
SEPTEMBER 1988
A Peppy Home Accounting Program
For The IBM PC
Formats Checks to Print
On Your Personal Checks
John P. Bauernschub, Jr.
Member of the Association of Shareware Professionals (ASP)
PC-ACCOUNT is NOT a public domain program. It is copyrighted and
distributed as SHAREWARE. PC-ACCOUNT may be distributed on bulletin
boards, by computer user groups and by others who distribute it for
$10 or less. PC-ACCOUNT may only be distributed if all three
original distribution files, PCACT220.TXT, PCACT220.ARC and
PCDOC220.ARC are distributed together and unaltered. If after
evaluating PC-ACCOUNT, you decide to use it, you must submit the
registration fee. The registration form is at the end of the
documentation and a copy can be printed from a menu in the program.
There is no warranty, expressed or implied with respect to this
manual, the software or any related items, their quality,
performance, or fitness for any particular use. It is the user's
responsibility to determine their suitability for any particular
purpose.
The author will in no event be held liable for direct, indirect or
incidental damages resulting from any defect or omission in this
manual, floppy disks, or other related items and processes, including
but not limited to any interruptions of service, loss of business or
anticipatory profit, or other consequential damages.
PC-ACCOUNT comes with a Microsoft program called BRUN20.EXE. This
copy of BRUN20.EXE is to be used only with PC-ACCOUNT.
PC-ACCOUNT is a trademark of John P. Bauernschub, Jr.
IBM is a registered trademark of International Business Machines,
Inc.
1-2-3 and Lotus are registered trademarks of Lotus Development
Corporation.
Diablo is a registered trademark of Xerox Corporation
Epson FX is A trademark of Epson America, Inc.
TABLE OF CONTENTS
INTRODUCTION..................................1
TUTORIAL......................................6
STARTING PC-ACCOUNT..........................29
SETUP CHECK FORMAT...........................36
REFERENCE SECTION............................47
MISCELLANEOUS TIPS...........................60
APPENDIX A
Using PC-ACCOUNT Data with Lotus 1-2-3....65
APPENDIX B Technical Information............68
APPENDIX C Hackers Information..............69
APPENDIX D Free Form Input Tutorial.........71
PC-ACCOUNT REFERENCE CARD....................75
CHECK FORMAT REFERENCE CARD..................77
REGISTRATION FORM............................78
Copyright 1986, 1987, 1988 John P. Bauernschub, Jr.
14809 Clavel Street
Rockville, Maryland 20853
301-460-0354
All Rights Reserved
INTRODUCTION
PC-ACCOUNT
PC-ACCOUNT is a personal accounting system with data base
retrieval capabilities. With it, you can discard your checkbook
ledger. This is a double entry system that is preset for a total of
75 accounts. 60 accounts are asset accounts and 15 are bank accounts
that are used for checking, savings and loan accounts. Its most
unique feature is its ability to print on any personal check.
Personal checks are usually not laid out for the normal line
spacing of 6 lines per inch. This program utilizes the variable line
spacing of most printers to achieve the efficiency and accuracy of
having your computer print checks. A utility lets you create formats
for fifteen different checking accounts. The check is printed as
soon as the transaction is completed. The amount is printed on the
check in words.
A directory is maintained of check payees and memo data to be
printed on the check, such as its purpose or your account number with
the payee. Payees are selected by number, and the name and memo are
automatically transferred to the check.
Searches can be made for all transactions against an account,
for a user defined code, for an amount, for a text string within the
comment, or for a check number. These searches can be made through
any selected consecutive months, so a full years transactions in a
specific category can be retrieved at tax time. Combinations of
these conditions may be used in a single search.
Recurring transactions such as loan payments and cash
distributions to accounts can be saved, edited and invoked on command
for auto entry. There is a routine which can reconcile your bank
statement swiftly. You can double check the line by line totals in
your checkbook.
The system works on a monthly cycle. At the end of the cycle
and on command, the current months account and transaction files are
closed and new files are created for the next month. However, the
closed months transactions and account balances are still available.
This system makes full use of the features of the IBM PC. All
10 function keys are used. The display color can be changed and the
color parameters saved. Listings of accounts and transactions can be
output to the screen, to the printer, to a disk text file, or to a
file that can be imported by Lotus 1-2-3.
This software works on the IBM PC/XT/AT and JR with 256K of free
memory and at least 1 double sided disk drive. It runs under PC DOS
2.0 and later versions.
-1-
INTRODUCTION
PROGRAM OVERVIEW
PC-ACCOUNT is a simple system for managing your finances. It
utilizes accounts and transactions. Accounts are identified by name
and number. The results of transactions are stored in these
accounts. Transactions take money out of one account and put it into
another.
The following is a simple example of the theory behind this
system. The account numbers, names and balances for this example are
given in figure 1. There are two types of accounts. Those with
assigned values of money are called asset accounts. Those that
represent actual cash are called bank accounts. The sum of the asset
accounts will always equal the sum of the bank accounts.
A transaction always involves two accounts. Money can be
transferred from one asset account to another. For example, if John
purchased something for $25 and charged it to the VISA card,
PC-ACCOUNT would process it as follows. $25 would be added to
account 10, the account for VISA. $25 would be subtracted from
account 8, John's account. There has not been an actual transfer of
cash so the totals for the asset and bank accounts will not be
changed.
ASSET ACCOUNTS
1 CASH 100.00
2 SAVINGS 250.00
3 UTILITIES -30.00
4 INSURANCE 70.00
5 MEDICAL -160.00
6 VACATION 0.00
7 CAR MAINTENANCE -40.00
8 JOHN 75.00
9 MARY -30.00
10 VISA 170.00
TOTAL 405.00
BANK ACCOUNTS
61 CHECKING ACCOUNT #1 42.55
62 CHECKING ACCOUNT #2 112.45
63 SAVINGS ACCOUNT 250.00
TOTAL 405.00
Figure 1. Accounts and Initial Values.
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INTRODUCTION
During a month there may be other purchases made with the VISA
card. These could transfer funds from other accounts such as medical
and car maintenance to the VISA account.
When the VISA bill arrives, and we will say it is for $150, it
will be paid from checking account #1. This is PC-ACCOUNT account
number 61. For this transaction, the $150 will be subtracted from
both accounts. Not only will the balances of account 10, the VISA
account, and account 61, the checking account, decrease by $150, but
so will the totals of the asset and bank accounts. Figure 1 does not
represent any output from PC-ACCOUNT; it is only used as an
illustration for the above explanation.
Now, it probably occurred to you that when you make a deposit
into a bank account, the reverse of what was just said is true. And
you are correct. Deposits are added to the bank account and to an
asset account. Also, the totals of the asset and bank accounts will
increase.
This is not as complex as it sounds. PC-ACCOUNT takes care of
everything for you, so do not be concerned. In fact, this is a
reason to use PC-ACCOUNT to make it easy for you to keep the
arithmetic correct.
Sounds simple enough to do with an adding machine. Why use a
computer and PC-ACCOUNT? Well, PC-ACCOUNT does many things with your
transactions. It actually creates a data base so that information
can be retrieved quickly. For example, you can find all transactions
for a specific account, amount, search code, comment text or check
number.
PC-ACCOUNT makes a record for each transaction. This record
will include the amount, the account numbers, the date, a comment,
the check number and a search code that you create for your own use.
This search code can be used to indicate medical expenses, tax items
or whatever you desire. Transaction records can be edited, and any
data item can be changed.
PC-ACCOUNT has other automated features. An important one is
printing on your checks. There is a utility for creating a set of
instructions for PC-ACCOUNT to print on the personal checks you now
have. So, expensive form fed checks are not necessary for you to
enjoy the efficiency and neatness of computer printed checks.
You can also create a file of people and institutions to whom
checks are to be paid along with a reference or memo to be printed on
the check, such as an account number. This data is scrolled in a
window whenever you are entering a transaction that will print a
check. You then select the payee by its sequence number.
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INTRODUCTION
PC-ACCOUNT will also let you create files of standard
transactions. This means that recurring transactions that are the
same each month, such as mortgage, loan payments and distributions
from cash to other accounts, can be automatically processed. New
account and transaction files are created each month. However,
transaction files for all or selected sequential months can be
searched at one time.
PC-ACCOUNT was written specifically for the IBM PC, and takes
advantage of many of its features. For example, a ledger of all
accounts with their name, current and previous month's balance and
account totals can be displayed in a flash with the touch of a
function key. Function key 1 displays the information for accounts 1
to 40. Function key 2 displays accounts 41 through 75 and the totals
of the asset and bank accounts.
Any function key can be pressed at any time. Function keys 1
and 2 are often used while entering a transaction to get the number
of the account that you wish to use. When these screens are
displayed, the touch of a key will return the screen that you were
using and position the cursor exactly where you were. Function key 4
will display the list of what all the function keys do.
Function key 6 will let you change both the foreground and
background colors to what you like, and will save the color
information for the next time you use the program.
Another feature of PC-ACCOUNT is its calendar. Often in
financial planning it is necessary to look at a calendar to find a
date, such as when to mail a check to pay the mortgage. PC-ACCOUNT
has its own calendar routine. The current, previous and next two
months can be displayed by the touch of function key 3.
PC-ACCOUNT prompts for all input. A list of commands are
displayed whenever a command choice is requested. There are some
other capabilities that will present themselves in the HELP displays
and in the rest of this manual.
The best way to start using PC-ACCOUNT is to first read the
Tutorial section and, at the same time, use the tutorial software.
Then follow the instructions in the Getting Started section to
initiate your own data files. Two other sections that are available
when you have the need are the Setup Check Format and the command
Reference sections.
-4-
INTRODUCTION
PC-ACCOUNT EFFICIENCY FEATURES
PC-ACCOUNT is a tool that is designed to be easy and efficient
to use. The following are some of the features that accomplish this
goal.
When PC-ACCOUNT starts, it sets the NUM LOCK and CAP LOCK ON so
you may use the numeric keypad on the right of the keyboard for all
numeric inputs. PC-ACCOUNT does not use any of the cursor key
functions. Forward and backward scrolling is performed with function
keys 9 and 10. PC-ACCOUNT turns the Num Lock OFF when it ends.
All of the PC-ACCOUNT commands and menu selections require only
a single key to be pressed and do not require the use of the RETURN
key. In addition, many of the prompts have a default answer
displayed in brackets. The default is selected simply by pressing
the RETURN key.
Transactions can be entered using a free form input to minimize
keystrokes. Payee and transaction search codes are displayed in
scrolling windows that pop up just when you need them.
The status of all accounts can be flashed to the screen whenever
you need to see them by touching a function key.
PC-ACCOUNT keeps all of the account and transaction data for the
month being worked in memory for instant access. If you make any
changes or additions, the data will automatically be written to the
file when you exit that section.
PC-ACCOUNT is programmed to give you the option of writing
account and transaction data to the disk before the program
terminates in the event of an error that it cannot correct.
PC-ACCOUNT lets you jump to DOS to execute other DOS functions
or programs while it stays resident. You then return instantly to
PC-ACCOUNT with the DOS EXIT command.
PC-ACCOUNT can be customized to your preferences. If you prefer not
to have the caps and/or num locks turned on, or if you desire the
prompted transaction input mode, and many other choices can be made
to your liking.
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