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1994-02-16
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CAS Accounting System
=====================
Version 2.6
Copyrighted (c) 1986-1993
ALL RIGHTS RESERVED
WHAT'S AVAILABLE
================================================================
Church Membership System............................. Call!
* Includes 30 Days of free telephone support.
Tracks Attendance, Members, Contributions and more!
A hard disk is required.
Church Accounting System............................ $179.00
* Includes 6 months of free telephone support.
Assets,
Liabilities,
Income,
Expenses,
Bank Accounts!
Reports include:
Income Statement,
Balance Sheet,
General Ledger,
Expense Statement,
Checkbook Statement
and many more.
** Both programs require 640K.
Office Hours: 9 am to 4 pm EASTERN TIME.
VOICE PHONE (910) 786-1236
FAX PHONE (910) 786-1550
BBS PHONE (910) 786-1487
REQUIREMENTS
=================================================================
Requirements:
At anytime you need help press the F3 key to view the online help.
You can also see the topics for help by pressing the "ctrl & F3"
together.
This software was written to do the accounting for your church.
The documentation provided herein is not to teach you how to do
accounting, you should have a good understanding of what a ledger
is and want a account is. This documentation is written to help
with an overview of the system, not how to make entries.
To run the system you must have a hard disk. Dos Version 3.0
or higher is also recommended. Ram Memory should be 640k or more.
You MUST have a CONFIG.SYS file on your startup disk. If you have
a hard disk then this file must be in your root directory
i.e."C:\".
The config.sys file must contain the following statements:
FILES=35
BUFFERS=30
If your existing config.sys file has at least these values then
you need not change them.
The system will not run unless these commands are added to your
CONFIG.SYS file. Once you have added them you must reboot your
system. This can be accomplished by "CTRL-ALT-DEL" sequence or
turning off the computer and turning it back on.
CREATE HEADINGS
=================================================================
Now we must create heading records to define our accounts. Go to
the menu item "CREATE HEADINGS". This is located on the "SETUP"
menu.
See the Appendix for an example of Headings.
Accounts are defined as follows:
'A' = Assets
'B' = Liabilities
'C' = Capital/Equity/Fund balance (Bottom Line)
'D' = Income
'E' = Expense
The first letter of the account tells the computer what section
the account number belongs in. The next (2) digits tell the
computer what Sub Group (Headings) the account belongs in.
Examples: A00 = Checking Accounts Assets
A10 = Fixed Assets Assets
A20 = Current Assets Assets
B00 = Notes Payable Liability
B10 = Accounts Payable Liability
C00 = Fund Balance Capital/Equity/Fund
D00 = Income From Operations Income
D10 = Misc Income Income
E00 = Direct Expenses Expense
E10 = Salaries Expense
E20 = Utilities Expense
Once the Heading is created, you cannot delete this record. Be
sure before you create the Heading what the number and
description is to be. If you have made a mistake, the only way
to correct is to either editor the description with a new name or
delete the Heading (only if not transactions are posted against
any account under this Heading).
Create all your Headings first. Print them out before assigning
Account Numbers. This list will come in handy.
CREATE ACCOUNTS
=================================================================
Once the Headings have been created we are now ready to create
the actual account numbers. Account Numbers must fall under a
predefined Heading.
Go to the section "CREATE ACCOUNT" on the "SETUP" menu.
Now create your Account Numbers for the Headings you have set up
previously.
Examples: Heading Account
A00 = Checking A00100 = General Fund
A00200 = Building Fund
A10 = Fixed Assets A10010 = Building
A10020 = Land
C00 = Fund Balance C00010 = Fund Balance Acct
** YOU MUST HAVE A FUND BALANCE ACCOUNT !!!
WE USE THIS ACCOUNT TO CLOSE THE YEAR
D00 = Income From Op. D00100 = Sales
D00200 = Programs
E00 = Direct Expenses E00005 = Advertising
E00100 = Paper
E00200 = Postage
The "Fund Account (Y/N)" tells the computer if this is an account
to which deposits will be made or checks written.
Examples are: General Fund, Building Fund, Piano Fund, Flower
Fund, Youth Fund, Etc.
CHECKING ACCOUNTS/FUND BALANCES
=================================================================
This program allows for multiple checking accounts with 999 funds
under each checking account. A checking account is setup
automatically by the computer when you enter a fund account. The
checking account code is the first three digits of the account
number. When setting up an Checking account you must reserve
the heading for only those fund accounts under it.
Ex: I will use "A00" sub heading for my General Checking Account.
A00 General Checking
All accounts that start with A00 MUST be part of this
checking account.
A00100 General Fund
A00110 Building Fund
A00120 Youth Fund
* These 3 funds make up the General Checking Account
What these means is that I have ONE checking account and I want
to keep up how the money is divided between the funds.
My checking account may have a balance of $10,000 but is broken
down into the following:
General Fund = $7,000
Youth Fund = $ 500
Building Fund = $2,500
When you make a deposit or record a check you will select the
fund involved. The computer will then keep track of which
checking account is goes to. This is done by looking at the
first three digits of the Fund's Account Number.
BEGINNING BALANCES
=================================================================
We must decide which month we want to establish the beginning
balance. If your year starts in January, set the current period
backward to December, (use the close menu option to change
period); make a deposit to the account you want the beginning
balance (use the Posting Menu, then do checks and deposits). The
offsetting entry; the "D" account does not matter, because on the
close-year, the "D" and "E" are set to zeros. Finalize the
transaction. Close the year. You can do this operation as many
times as necessary before you start doing regular deposits and
checks, but you cannot do this after you have made entries in the
next year.
BUDGET MODULE
=================================================================
EDIT SECTION
If you are going to use the budget module then select the
"BUDGET" option from the main. Go to "EDIT BUDGET ACCOUNTS".
Here you may enter a twelve month budget value for each account.
After you have entered the first dollar amount you can press the
"F5" key to spread the previous value into the rest of the
fields.
PRINT SECTION
This option will allow you to print your budget on the printer.
You can print a single month or the totals for the year. When
the date menu appears simply select the month you want and press
enter.
CHECKS & DEPOSITS ENTRIES
=================================================================
The "normal-rule-of-thumb" for checks & deposits is:
Checks are posted as an "A" account at the top of the screen with
the initial pick of the account when you first enter into the
posting screen (which we will now call a split entry screen), the
offsetting entry goes at the bottom. On a check that was written,
the normal entry would be an "E" account at the bottom.
On a deposit, the "A" account is at the top and the offset will
normally be a "D" account at the bottom.
The "A/D" (deposit), and the "A/E" (expense) is a normal example
of posting.
POST MODULE
=================================================================
This module is used to enter Bank Deposits, Checks and Journal
Entries. This is the only place in the program where you can
enter data into the ledger.
* Note: When entering any type of transaction the date
entered must be in the current period you will
receive an error.
You can always look at the bottom of the Main Menu and see the
current period in which you are working.
ENTER CHECKS/DEPOSITS
Use this option to enter checks written from a bank account or
Deposits made to a Bank Account.
When you select this option a list of all your bank accounts will
appear on the screen. Select the account you are working with
and press enter.
* Note: If a bank account did not show up then you
will need to go to the Setup Menu, Edit
Account section, find the account number
and place a "Y" in the "Bank Account"
field.
When the screen appears you will be prompted for Date, Reference
Number (or check number), Amount, Whether it is a Check or a
Deposit, and a Description (Who you wrote the check to) or (Where
the Deposit came from).
After you have entered this information you can enter up to 50
accounts for this check or deposit. Only one is required. The
total of all entries is shown in the bottom right corner of
your screen. This number must be equal to the amount entered at
the top before the computer will accept the check or deposit.
If you need to look up an Account Number press the "F1" key. A
list of all Account Numbers will appear on the screen. Select
the one you want and press enter. The Number will be placed in
the field and the description will appear next to it.
Next enter a short description for this transaction and the
amount of the transaction. In most cases the Transaction amount
is the same as the check amount.
After you have entered all information you must press the F10 key
to record this transaction. Remember to press the F10 to record!
DO NOT PRESS THE ESCAPE KEY UNLESS YOU WISH TO ABORT THIS CHECK.
JOURNAL ENTRIES
=================================================================
The journal entry program is used to make entries to the ledger
that does not effect a bank account (Check or Deposit). Many
entries will be posted to a Bank Account but not in the form of a
check or deposit.
This program was written in the form of a single entry ledger.
HOWEVER, the balance of the entry you are making must equal zero
when you are finished or you will not be able to finalize your
entries.
The program will ask you for several fields of information. Date,
Account Number, Debit or Credit (D/C), Description, and Amount.
Enter all this information and press enter. The balance of the
Journal Entry will be displayed in the lower right corner of your
screen.
You can stop at any time, exit the journal entry screen, and
return later to complete the entry. However, if you do this the
Journal Balance in the lower right screen will reset to zero.
This does not mean that you entry does not balance. When you
print the edit report you will find out if you balance or not.
You can also press the "F1" key to locate an Account Number.
* NOTE: If you are posting an entry that will effect
a Bank Account the entry will not show up on
the Bank Book Reconciliation. You will be out
of balance that amount unless the charge was
a Bank Charge and is listed on the Bank
Statement.
You may consider using the "Post Checks" or "Post Deposits"
option when making entries that effect a Bank Account.
EDIT REPORT
This option is used to print an Edit Report of all entries posted
so far. This is the report that tells you if the Posting File is
in Balance. You should print this report periodically while
posting to verify that you are in balance.
FINALIZE
After you have entered your checks, deposits, and journal entries
you should print an edit report. If the report is in balance you
MUST Finalize.
The Finalize program will take all the entries that have been
posted so far and move them to the permanent ledger.
REPORTS MODULE
=================================================================
The Reports Section has several reports and can be run for one
month or the entire year. Please note that in some cases when
you select Year-To-Date the computer will look at the current
period and print the report from the beginning of the year to the
current period (not December unless the current period is
December).
To print a report simply select the desired report from the menu
and press enter. You will be prompted with a date screen. The
menu bar will automatically be positioned on the current period.
If this is the month you wish just press enter. If you want
another month then place the menu bar over that month and press
enter.
A message will appear requesting that you start your printer.
Verify that your printer is ready and press enter.
The reports are:
- Income Statement
- Balance Sheet
- General Ledger
- Account Analysis (One Account)
- Account Analysis (Multiple Accounts)
- Expense Statement
- Check Book Statement (Or Savings)
- Current Income Statement versus Budget
- Current Income Statement versus Last Month
* Note: If you feel that other reports need to be added please
write down what you are looking for and mail to me.
CLOSE MODULE
=================================================================
This module allows you to change the current period or close the
year.
CURRENT PERIOD
To change the current period simply select this option and enter
the desired month. The computer will change the period to that
month. All entries posted will now go into this period.
CLOSE YEAR
The "Close End of Year" does more than change the period. This
option adds up all the months and places this number into the
beginning balance for the next year. It also places zeroes in
all the months. The entire Income/Expense section will be
blanked out to start the next year.
The Computer will ask you for the Fund Balance Account. Enter the
Account that you created under Capital. It should have been
called "FUND BALANCE". This this account is not found you will
NOT be able to close the year until it is created under the Setup
Accounts Option.
ERRORS:
If you have not Finalized the entries made on the "Posting" menu
then you cannot close the Year.
APPENDIX
=================================================================
ACCOUNT HEADING LISTING
"My Business"
Mount Airy, N. C. 27030
Wednesday January 1, 1993
=================================================================
ASSET HEADINGS
General Checking ...........................................A00
Fixed Assets................................................A10
LIABILITY HEADINGS
Current Liabilities.........................................B00
Longterm Liabilities........................................B10
CAPITAL/EQUITY HEADINGS
Fund Balance................................................C00
INCOME HEADINGS
Member Giving...............................................D00
Other Income................................................D10
EXPENSE HEADINGS
Salaries....................................................E00
Utilities...................................................E10
Insurance...................................................E20
Music.......................................................E30
Education...................................................E40
Library.....................................................E50
Nursery.....................................................E60
Evangelistic................................................E70
Missions....................................................E80
Activities..................................................E90
CHART OF ACCOUNTS Page 1
"My Business"
Mount Airy, N.C. 27030
Wednesday January 1, 1993
=================================================================
CURRENT ASSETS
General Fund ..............................................A00100
Building Fund .............................................A00110
Youth Fund ................................................A00120
Piano Fund ................................................A00130
Flower Fund ...............................................A00140
* Please note that "A10" is the Checking Account
for all these funds
FIXED ASSETS
Vehicles...................................................A10110
Office Equipment...........................................A10120
Furniture & Fixtures.......................................A10130
Building...................................................A10140
Land.......................................................A10150
Pastor's Home..............................................A10160
CURRENT LIABILITIES
Reimbursable Expenses......................................B00110
Accounts Payable...........................................B00120
LONGTERM LIABILITIES
First Bank Mortgage........................................B10110
Church Bus Note............................................B10120
Education Center Note......................................B10130
FUND BALANCE
Fund balance...............................................C00100
MEMBER GIVING
General Giving.............................................D00110
Building Fund..............................................D00120
Missions Gifts.............................................D00130
Youth Fund Receipts........................................D00140
Memorial Gifts.............................................D00150
Special Project Gifts......................................D00160
Loose Plate Offerings......................................D00170
OTHER INCOME
Rent Income................................................D10110
Interest Income............................................D10120
Other Income...............................................D10130
CHART OF ACCOUNTS Page 2
"My Business"
Mount Airy, N.C. 27030
Wednesday January 1, 1993
=================================================================
SALARIES
Pastor.....................................................E00100
Education Director.........................................E00110
Music Director.............................................E00120
Nursery Worker.............................................E00130
UTILITIES
Church Electricity.........................................E10100
Church Natural Gas.........................................E10120
Church Water/Sewage........................................E10130
Pastorium Electricity......................................E10140
INSURANCE
Church Insurance...........................................E20100
Pastorium Insurance........................................E20200
Church Bus.................................................E20300
MUSIC
Choir Robes................................................E30100
Sheet Music................................................E30200
Education Seminars.........................................E30300
EDUCATION
Literature.................................................E40100
Magazines..................................................E40200
LIBRARY
Equipment..................................................E50100
Books/Magazines............................................E50200
NURSERY
General Supplies...........................................E60100
Teaching Aids..............................................E60200
Toys.......................................................E60300
EVANGELISTIC
Revival Costs..............................................E70100
Pulpit Supply/Pastor.......................................E70200
Pulpit Supply/Music........................................E70300
CHART OF ACCOUNTS Page 3
"My Business"
Mount Airy, N.C. 27030
Wednesday January 1, 1993
=================================================================
MISSIONS
Foreign Missions...........................................E80100
Home Missions..............................................E80200
State Missions.............................................E80300
Children's Home............................................E80400
ACTIVITIES
Youth......................................................E90100
Royal Ambassadors..........................................E90200
Girls in Action............................................E90300
SHAREWARE
=================================================================
This program is "shareware". Shareware is a marketing method by
which a user can "test drive" the program before paying for it.
The normal "test drive" period is 1 to 2 months. After that
period, continued use requires registration.
Included with registration is the right to use the program, the
latest version of the program, and 30 days of free telephone
installation support. Additional telephone support time may be
purchased on a "PER YEAR" Basis.
** Note: All prices subject to Change without Notice!
Call for Current prices.
Fees paid for a copy of this program do not constitute
registration. This means that when you pay a shareware
distributor $3-4 for a copy, you have not paid for continued use
of the program. It means you have paid for an evaluation copy.