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The VIANSOFT(R) CHURCH TREASURER IBM PC or Compatible PC DOS 2.0 (or higher) MS DOS 2.1 (or higher) ~~~~~~~~~~~~ User's Manual Copyright 1988 - 1993 by Vian Corporation 452 West Hill Rd., Glen Gardner, NJ 08826-9726 ALL RIGHTS RESERVED * * * W A R N I N G * * * This software and manual are both protected by U. S. Copyright Law (Title 17 United States Code). Unauthorized reproduction and/or sales may result in imprisonment of up to one year and fines of up to ten thousand dollars (17 USC 506). Copyright infringers may be subject to civil liability. No part of this program or documentation may be reproduced in any form whatsoever without the written permission of Vian Corporation, 452 West Hill Rd., Glen Gardner, New Jersey 08826-9726. VIANSOFT is a registered trademark of Vian Corporation. IBM PC is a registered trademark of International Business Machines Corporation. Table of Contents TABLE OF CONTENTS Introduction......................................................v How to Use This Manual........................................vi System Requirements..........................................vii System Capacities...........................................viii System Features.............................................viii Getting Started - How to Begin..................................1-1 Organizing Your Church Information...........................1-1 Set Up Bank Accounts.........................................1-4 Set Up Funds.................................................1-5 Set Up Budget Items/Categories...............................1-6 Set Up Report Groupings......................................1-6 Assigning Number Codes.......................................1-7 Installing the VIANSOFT(R) Church Treasurer on Your Computer.1-9 Starting the VIANSOFT(R) Church Treasurer...................1-10 Enter Church Information....................................1-11 Enter Fund Information......................................1-11 Enter Report Grouping Information...........................1-12 Enter Budget Item/Category Information......................1-12 Enter Bank Account Information..............................1-13 Set Bank Account and Fund Code Default......................1-13 Recording and Posting Income and Expenses to Date...........1-14 Quit........................................................1-17 Completing the Set Up of the System.........................1-18 General Information.............................................2-1 Selecting a Main Menu Option.................................2-1 Summary of Main Menu Options.................................2-1 Normal Recording and Posting Routine.........................2-2 Year End Routine.............................................2-3 Recording and Posting Church Activities to a Fund............2-7 Recording and Posting Income and Expenses for Organizations Within Your Church..........................................2-7 Start Up System..............................................2-8 Close Down System............................................2-9 Backup.......................................................2-9 Format (Formatting a floppy disk)...........................2-14 Basic Edit Commands.........................................2-16 Using a Key Disk With a Hard Disk System....................2-17 Non-Monetary Assets.........................................2-19 Troubleshooting.............................................2-20 ii Table of Contents Bank Account (Now ________).....................................3-1 Enter Transactions Menu.........................................4-1 Enter Income.................................................4-1 Enter Income Adjustment......................................4-7 Enter Expenses..............................................4-11 Enter Expense Adjustment....................................4-14 Enter Transfer (Bank Account to Bank Account)...............4-17 Enter Special Transaction...................................4-20 Enter Balance Forward.......................................4-23 Transactions by Entry Date (Journal)........................4-26 Quit........................................................4-29 Reports Menu....................................................5-1 Running a Report.............................................5-1 Transactions by Item Report..................................5-4 Transactions by Entry Type Report............................5-5 Transactions by Entry Date Report (Journal)..................5-6 Expenses by Posting Date Report..............................5-7 Expenses by Item Report......................................5-8 Income by Posting Date Report................................5-9 Transfers by Posting Date Report............................5-10 Adjustments by Posting Date Report..........................5-11 Specials by Posting Date Report.............................5-12 Budget vs Expenses Report...................................5-13 Income vs Expenses Report...................................5-14 Location of Funds Report....................................5-15 Single Bank Account Status Report...........................5-16 All Bank Accounts Summary Report............................5-17 Item Code List..............................................5-17 Bank Accounts Code List.....................................5-18 Quit........................................................5-18 Display/Edit Menu...............................................6-1 Budget Item/Category Display/Edit............................6-1 Report Grouping Display/Edit.................................6-5 Fund Display/Edit............................................6-8 Bank Account Display/Edit...................................6-11 Church Information Display/Edit.............................6-14 Quit........................................................6-17 Prove Bank Statement............................................7-1 Routine Bank Statement Reconciliation........................7-1 iii Table of Contents Utilities Menu..................................................8-1 New Disk (Floppy Data Disk Only).............................8-1 Year End.....................................................8-4 Repair Menu..................................................8-5 Disk Status..................................................8-6 Install (Toggles)............................................8-7 Translate Menu...............................................8-8 Quit........................................................8-10 Subdirectory (Now ________).....................................9-1 Hard Disk Only...............................................9-1 Set Posting Information Disk Name (Now ________)...............10-1 Floppy Disk Only:...........................................10-1 Change Posting Information Disk (Now ________).................11-1 Floppy Disk Only:...........................................11-1 Appendix.......................................................12-1 Edit Information............................................12-1 Update Program..............................................12-2 Dual Floppy Disk Set Up Procedure...........................12-3 Single Floppy Disk Set Up Procedure.........................12-6 Transaction Type Codes......................................12-8 Diskcopy....................................................12-9 Alternate Method of Recording and Posting Payroll..........12-11 Index...........................................................I-1 iv Introduction INTRODUCTION The VIANSOFT(R) Church Treasurer will save you time, place valuable information at your finger tips and allow you to record and post church income and expenses and generated reports more efficiently. << I M P O R T A N T >> To insure satisfactory results with the VIANSOFT(R) Church Treasurer, continue to use your present system in parallel with VIANSOFT(R) until you have seen that all features are working as you expect them to. NEVER touch actual disk surface (in unprotected area). NEVER write on disks with anything but a felt tip marker. NEVER touch disk drives while they are operating. (Red light usually indicates that the drive is operating.) NEVER change disks unless told to do so. NEVER use tractor and friction feed simultaneously on the printer. NEVER remove disks from disk drives unless told to do so. ALWAYS put the disk in its protective jacket when not in the disk drive. ALWAYS store disks as far away from magnetic fields as possible (including disk drives and monitors). ALWAYS make backup copies of any data disks you used at the end of each session. Have at least two backup disks for each data disk and alternate them. ALWAYS exit program by typing q (for Quit) from the MAIN MENU. ALWAYS clean disk drives in accordance with recommendation from the manufacturer. ALWAYS look at bottom of screen for a message when you hear a beep. Answer any single letter response in upper or lower case. Escape <Esc> key can be pressed instead of the letter q (for Quit) or Ctrl-q. v How To Use This Manual HOW TO USE THIS MANUAL The VIANSOFT(R) Church Treasurer End User's Manual is divided into two main sections, the Set Up Procedure (which includes General Information) and the Reference Section (with Appendices and Index). Tutorial If you have not worked through the Tutorial included on the Tutorial-Trial Disk, you should do so now. At the A>, place the copy of the Tutorial-Trial Disk in Drive A. Type Readme and press <Enter>. Print a copy of the tutorial using the Install program on the Tutorial-trial disk. The Tutorial will give you a chance to work with the software prior to setting it up for your church. Once you have become familiar with the general working of the software, it will be easier to set up the system for your church. The Tutorial is also used to train other church members to use the VIANSOFT(R) Church Treasurer when they are elected or appointed Treasurer of the church. Set Up Procedure The User's Manual will help you decide how to set up your Bank Accounts, Funds, Report Groupings and Budget Items/Categories for your church. After that, you will follow step-by-step instructions to set up the VIANSOFT(R) Church Treasurer on your computer. Take your time through the set up. After the VIANSOFT(R) Church Treasurer is set up on your computer, you should read through the General Information section. Reference Section The Reference Section of this manual is organized by Main Menu option. (A menu displays a list of choices; you choose one.) Procedures for using each option are discussed in detail. The Reports section includes how to access each report and what information is included on each report. The Index in the back of the manual will help you locate specific areas of the manual needed for reference. vi System Requirements SYSTEM REQUIREMENTS Hardware: IBM PC Computer or compatible. With 384K Memory (minimum) and Hard Disk and one floppy disk drive (360K minimum). -OR- Two disk drives (360K minimum each - double-sided). -OR- One disk drive (720K minimum) 80 column monitor. Compatible printer. Operating System: PC DOS 2.0 (or higher) -OR- MS DOS 2.1 (or higher (for compatible)) Disks: High quality (10 disks to start for floppy system) 5 1/4" floppy double-sided, double-density soft-sectored disks. (10 disks to start) 3 1/2" disks 720K or High Density (HD) based on your disk drive (more information can be stored on the HD disks). Paper: 9 1/2" x 11" fanfold (for tractor feed printer) Address Labels: Use pressure sensitive labels. 3 1/2" x 15/16" single column. vii System Capacities and Features SYSTEM CAPACITIES Maximum of 15 separate Bank Accounts (e.g., Checking, Savings, Money Market, Mutual Funds, etc.). Maximum of 500 Item Codes (Funds, Report Groupings or Budget Items/Categories). Number of transactions (line items) based on available disk space. Floppy Disks When the first floppy data disk is full, the recording and posting continues on the second floppy disk, and so on. SYSTEM FEATURES . Easy recording and posting of church income and expenses . Tracking of expenses for Budget Items . Posting to previous dates (with audit trail) . Translate information to ASCII format for spread sheet use . Reports: Transactions By Entry Date (Journal) Transactions By Item (Budget Item, etc.) Transactions By Entry Type (Income, Expenses, etc.) Expenses By Posting Date Expenses By Item Income By Posting Date Transfers By Posting Date Adjustments By Posting Date Specials By Posting Date Budget vs Expenses (Date Range or Year-To- Date) Income vs Expenses (Date Range or Year-To- Date) Location Of Funds Single Bank Account Status All Bank Account Summary Bank Account Code List Item Code List (Budget Item/Category, Report Group and Fund) viii GETTING STARTED - HOW TO BEGIN Before you set up the VIANSOFT(R) Church Treasurer on your computer, you will need to take a few minutes to decide how you will organize the church Bank Accounts into Funds, Report Groupings and Budget Item/Categories. ORGANIZING YOUR CHURCH INFORMATION First, it is important to understand what is meant by the terms Bank Account, Fund, Report Grouping and Budget Item/Category as they are used in the VIANSOFT(R) Church Treasurer. Read all of pages 11 through 18 regarding Bank Accounts, Funds, Report Groupings and Budget Item Categories. Bank Account A Bank Account refers to any money on deposit with a financial institution (Checking, Savings, CD, Money Market, Mutual Fund, etc.). Fund A Fund is used to keep track of income for specific areas such as budget items, church building and improvement within one or more Bank Accounts. The total money posted to all Funds that is deposited to a single Bank Account equals the total money in that Bank Account. Report Grouping A Report Grouping is used to group the Budget Item/Categories within a Fund into logical groupings (Example: Church, Parsonage, etc.). Budget A Budget Item/Category is used to record Item/Category specific expenses and designated (targeted) income within a Fund. Example: Bank Account: Checking Account 1-1 Getting Started Organizing Your Church Information FUND: General Operating Fund Report Grouping: Church Expenses Budget Item/Category: Phone Budget Item/Category: Electric Budget Item/Category: Heating Report Grouping: Parsonage Expenses Budget Item/Category: Phone Budget Item/Category: Electric Budget Item/Category: Heating FUND: Improvement Fund Report Grouping: Buildings Budget Item/Category: Church Budget Item/Category: Parsonage Report Grouping: Grounds Budget Item/Category: Church Budget Item/Category: Parsonage FUND: Pass-thru (Money To Other Agencies) Report Grouping: Outreach Budget Item/Category: Benevolence Budget Item/Category: World Hunger Bank Account: Savings FUND: Improvement Fund Report Grouping: Buildings Budget Item/Category: Church Budget Item/Category: Parsonage Report Grouping: Grounds Budget Item/Category: Church Budget Item/Category: Parsonage In the previous example, note that there is money in both the Checking Account and the Savings Account that belongs to the Improvement Fund. Funds, Report Groupings and Budget Item/Categories are not limited to a specific Bank Account. The computer will keep track of the money in specific Funds and Budget Item/Categories that have money in different Bank Accounts. Income is recorded and posted to: . A Fund for general use by any budget items or categories within the Fund 1-2 Getting Started Organizing Your Church Information . A specific Budget Item/Category within a Fund (This is money designated or targeted to be used for expenses only for the specific Budget Item or Category to which the money is posted.) Expenses are deducted only from specific Budget Item/Categories. Records of church income and expenses should be kept so actual income and actual expenses of the church are reflected on the reports. Example: Money is donated to Benevolence each week. This money is not actual income to the Local Church. This money is passed on to another church agency. This money should not show up as income to the Local Church when you print or display certain reports. You may want to put all moneys that are passed on to other agencies into a Pass Through Fund. This would allow you to choose not to include this Fund in reports that reflect actual church income and expenses, but could be included in reports that would include Benevolence donations. The following is a suggestion on how to set up your Bank Accounts, Funds, Report Groupings and Budget Item/Categories. If you are presently using a system of accounting (Funds, Budget Item/Category coding) that will adapt to the VIANSOFT(R) Church Treasurer, you may use the same system. You should read through the following suggested set up to determine if your current system is easily adaptable. After reading the suggested set up, you will have a better idea of how VIANSOFT(R) handles Funds, Report Groupings and Budget Item/Categories. Take the time now to determine your church's Budget Item/Category, Report Grouping and Fund requirements. You may be able to use the Treasurer's Annual Report from last year to help determine the Funds, Report Groupings and Budget Item/Categories you will need. 1-3 Getting Started Set Up Bank Accounts As you progress through the following instructions, you will make an outline showing all current Budget Items/Categories that would be attached to a Report Grouping and Fund. Hard Disk System: The number of transaction line items that can be stored on your hard disk is based on the available disk space. Floppy Disk System: Keep in mind as you set up your Bank Accounts, Funds, Report Groupings and Budget Items/Categories that the number of transaction line items that can be stored on one floppy disk is determined by disk space and the number of Bank Accounts, Funds, Report Groupings and Budget Items/Categories you enter into the computer. For example, a church with 5 Bank Accounts and a combined total of 150 Funds, Report Groupings and Budget Items/Categories will have room to store approximately 1600 line items on one 360K floppy disk (720K and high density disks will store proportionately more). (Remember that when the first disk is full, recording and posting will continue on a second disk, and so on.) Consider this flexibility as you set up your floppy disk system. SET UP BANK ACCOUNTS Take a sheet of paper. Write the type of Bank Account and Bank Name for each Bank Account. Put them in order from most active to least active. Example: Checking: Town Savings (#223-123-35) Checking: Morris Savings (#546-456-1) Savings: United Bank (#545-3456867) Savings: Washington Loan (#282-5647584) CD: Town Savings (#525-152-32) CD: City Savings (#6989-201-5) 1-4 Getting Started Set Up Funds A maximum of 15 Bank Accounts can be used with VIANSOFT(R). SET UP FUNDS A Fund is used to record income to be used for expenses for a specified group of budget items or categories. The total money within a Bank Account is recorded and posted to one or more Funds. A Fund can have money to be used for an expense of any Budget Item or Category within it. This is income to the Fund "At Large". The General Operating Fund (the Fund where Budget expenses are deducted) is one Fund that will receive income to the Fund "At Large". A Fund can have income that is posted to a specific Budget Item or Category within the Fund. The Improvement Fund can have money donated specifically for the church building improvement as well as money donated for overall improvement (Parsonage, grounds, etc.). From the sheet listing the church Bank Accounts you have just completed, locate the main checking account (this is the checking account that is most active in paying budget item expenses). On another sheet of paper, write the Fund name that would be used in this Bank Account (main checking account) to keep track of budget item expenses. (Suggestion: General Operation Fund). Leave room on the sheet to include all necessary Budget Items under the General Operation Fund. All Local Church income not donated to a specific area (a specific Fund, Budget Item or Category) is income to the General Operation Fund. This includes Local Church pledged and non-pledged contributions. Budget Item expenses for the operation of the church (heating, repairs, books, pastor salary, etc.) will be deducted from the General Operation 1-5 Getting Started Set Up Budget Items/Categories Fund automatically since they are Budget Items within that Fund. Down near the bottom of the sheet or on the other side, write the name of other Funds within the main checking account (Improvement, Building, Pass-thru, Organ, etc.). Leave room for the Budget Items or Categories to be written underneath each Fund name. Look at the other Bank Accounts (other checking, savings, CD, etc.). Are there any Funds in any of the remaining Bank Accounts that are not listed on your sheet? If so, add them to the same list leaving room to write budget items or categories underneath (you will have one list of Funds). Note: The Fund name need only be listed once in the computer although you may find that the same Fund has money in more than one Bank Account. (Example: The Building Fund has money in a Savings Account as well as the Main Checking Account). SET UP BUDGET ITEMS/CATEGORIES Once you have the Funds on your sheet, fill in the Budget Items/Categories under each Fund. Use last year's Treasurer's Report to assist you, if necessary. SET UP REPORT GROUPINGS A Report Grouping will group Budget Item/Category information within a Fund on a report. There are many reports that you can print by Report Grouping. Decide how you want the Budget Items/Categories within a Fund grouped for reporting purposes. (Refer to the last year's Treasurer's Report). The Report Grouping you choose should be the way you want the Budget Items/Categories to appear on the report most of the time. You will be able to get sub- totals for each Report Grouping. 1-6 Getting Started Assigning Number Codes Example: The Parsonage budget expenses under one Report Group and the Church budget expenses under another Report Group within the same Fund. Every Budget Item/Category in a Fund must be assigned to a Report Group. Note: VIANSOFT(R) allows you the flexibility of choosing any single Budget Item/Category or any combination of Budget Items/Categories to be included on a report at the time the report is printed. ASSIGNING NUMBER CODES Once you have your Bank Accounts, Funds, Report Groupings and Budget Item/Categories outlined, you will assign number codes to them. Bank Accounts You may use letters or numbers or a combination (up to 8 characters, no spaces) for each Bank Account. Example: Main Checking Account: MainCk Savings Account: Sav Funds Funds should be coded with numbers at even thousands. Example: General Operation Fund: 1000 Improvement Fund: 2000 Building Fund: 3000 Assign even thousand numbers to the Funds so you will be able to assign numbers (within the thousand number of the Fund) to the Report Groupings and Budget Items/Categories. Report Groupings Report Groupings should be coded with even hundreds (1100, 1200, 1300, etc.). 1-7 Getting Started Assigning Number Codes Example: General Operation Fund: 1000 Report Groupings: Church: 1100 Parsonage: 1200 If you need more than nine report groupings within a Fund, you can code the Report Groupings by fifties (1050, 1100, 1150, 1200, etc.). Budget Budget Item/Categories should be coded with Items/Categories numbers that are within the Report Grouping number codes. Example: General Operation Fund: 1000 Report Grouping: Church 1100 Budget Items/Categories: Phone 1110 Electric 1120 Heating 1130 Report Grouping: Parsonage 1200 Budget Items/Categories: Phone 1210 Electric 1220 Heating 1230 If there are more than nine budget items within a Report Grouping, you may number the budget items by fives (1105, 1110, 1115, 1120, etc.). Numbers are skipped now to leave room to add numbers later if you want to include a new Budget Item/Category in a Report Group or Fund. Note: A new Fund, Report Grouping or Budget Item/Category can be added at any time. 1-8 Getting Started Installing the Church Treasurer The Funds, Report Groups and Budget Items/Categories will have the same numbers you assigned within all Bank Accounts. You may use any number from 1 to 99999 for a Fund, Report Grouping or Budget Item/Category. When you have completed your outline with the Bank Account, Fund, Report Grouping and Budget Item/Category Code numbers, you are ready to set up the program on your computer system. INSTALLING THE VIANSOFT(R) CHURCH TREASURER ON YOUR COMPUTER TAKE YOUR TIME. DO NOT RUSH THROUGH THE SET UP. The set up procedure will be done once. Refer to the monitor screen between each step to see how the instruction in the manual compares with the display on the screen. Check off each step as you complete it. Note: If you have a Dual Floppy Disk System turn to Appendix C. If you have a Single Floppy Disk System, turn to Appendix D. 1. Read the instructions supplied with your computer system on its proper hookup and operation. Follow them carefully. 2. (DOS should already be on your hard disk.) Turn on the power to the computer system. (If your computer system sets the date and time automatically, skip Steps 3 and 4.) 3. When the disk drive stops, type the date (mm/dd/yy) <Enter> 4. For the time, press <Enter> 5. At the prompt (>), put the VIANSOFT(R) Church Treasurer TUTORIAL-TRIAL DISK in drive A. 1-9 Getting Started Starting the Church Treasurer 6. Type: a:install <Enter> 7. At the First-time User Instruction Screen, press <Enter>. 8. From the Installation Menu, select N)otes to Printer. This will print information that was unavailable when this User's Manual was printed. 9. From the Installation Menu, select I)nstall Program and follow the instructions on the screen. STARTING THE VIANSOFT(R) CHURCH TREASURER Note: If you hear a beep while working with the program, look at the bottom of the screen for a message. The beep indicates that a key has been pressed that is not allowed at that time or when an important procedure should be brought to your attention. The message will tell you what has happened and what you should do. Hard Disk At C>, type: cd tr <Enter> Continue with Step 4 under Dual Floppy Disk that follows. Single Floppy Put DOS COPY disk in drive A. Start up computer system. When you see the A>, remove DOS COPY disk and put in your PROGRAM/POSTING INFORMATION DISK. Continue with Step 4 under Dual Floppy on the next page. Dual Floppy Disk (Do not power up system.) 1. Place the disk you labeled PROGRAM DISK in drive A. 2. Place the POSTING INFORMATION DISK in drive B. 3. If you are continuing from the previous section, you should see an A> on the screen (to the left of the cursor - the blinking underline). -OR- 1-10 Getting Started Enter Church Information If your computer system is not powered up, turn on the power at this time. (Answer questions for date and time (if applicable). Press <Enter> after each as you did before.) 4. Type: ct <Enter> Remember, wait for the disk drives to stop. 5. The Title Screen and Copyright Notice for the VIANSOFT(R) Church Treasurer is displayed on your monitor. Color (Y/N)? Type: y (for Yes) or n (for No) Are you an experienced computer user (Y/N)? Type: y (for Yes) or n (for No) 6. The MAIN MENU is displayed on the screen. A menu is a list of options of which you can choose one. Look at the options displayed on the MAIN MENU screen. 7. Type: d (for Display/Edit Menu) ENTER CHURCH INFORMATION You must enter your church information first to unlock the program so you can enter the Funds, Report Groupings and Budget Item/Categories. Turn to page 6-14 in this manual. Complete all entries in Church Information Display/Edit except the Default Bank Account Code and Default Fund Code and return here. (After entering your church information, the DISPLAY/EDIT MENU should again be displayed on your screen.) ENTER FUND INFORMATION You will now enter the Fund Codes you have assigned to your Funds (from your outline). 1-11 Getting Started Enter Report Grouping Information 1. From the DISPLAY/EDIT MENU, Type: f (for Fund) Fund Code files missing. Create new files (Y/N)? 2. You wish to establish files for the Funds during this set up procedure. Type: y (for Yes) The FUND DISPLAY/EDIT MENU is displayed on the monitor. You want to Add Funds. Turn to page 6-9. Enter all Fund information from your outline and return here. The DISPLAY/EDIT MENU should again be displayed on your screen after entering all Fund information. ENTER REPORT GROUPING INFORMATION You will now enter the Report Grouping Codes you have assigned to your Report Groups (from your outline). From the DISPLAY/EDIT MENU, Type: r (for Report Group) The REPORT GROUPING DISPLAY/EDIT MENU is displayed on the monitor screen. You want to Add a Report Group. Turn to page 6-6. Enter all Report Grouping Codes and information (from your outline) and return here. The DISPLAY/EDIT MENU should be displayed on the monitor. ENTER BUDGET ITEM/CATEGORY INFORMATION You will now enter the Budget Item/Category Codes you have assigned to your Budget Items or Categories (from your outline). From the DISPLAY/EDIT MENU, 1-12 Getting Started Enter Bank Account Information Type: b (for Budget Item/Category) The BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU is displayed on your screen. You want to Add Budget Items/Categories. Turn to page 6-3. Enter all Budget Item/Category Codes and information (from your outline) and return here. The DISPLAY/EDIT MENU should again be displayed on your screen after entering all Budget Items/Categories. ENTER BANK ACCOUNT INFORMATION You will now enter the Bank Account Codes you have assigned to your Bank Accounts (from your outline). From the DISPLAY/EDIT MENU, Type: a (for Bank Account) The BANK ACCOUNT DISPLAY/EDIT MENU is displayed on your screen. You want to Add Bank Accounts. Turn to page 6- 12. Enter all Bank Account Codes (from your outline) beginning with the most active to the least active and return here. The DISPLAY/EDIT MENU should again be displayed on your screen after entering all Bank Accounts. SET BANK ACCOUNT AND FUND CODE DEFAULT With the DISPLAY/EDIT MENU displayed on the monitor, type c (for Church Information). Turn to the Default Bank Account Code and Default Fund Code set up on page 6-16. Press <Enter> to move the cursor to the Default Bank Account Code position. Read explanation of the Default Bank Account Code. 1-13 Getting Started Recording and Posting Income and Expenses to Date Move the cursor to the Default Fund Code position. Read explanation of the Default Fund Code. Return to the DISPLAY/EDIT MENU. (Ctrl-q) Return to the MAIN MENU. (q (for Quit)) Note: It is recommended that you make a temporary backup of the information you have just entered using normal backup procedures as described in the General Information Section under Backup. This backup would be used if you make a mistake during the next phase of the set up process. You would not have to redo the set up from the beginning. RECORDING AND POSTING INCOME AND EXPENSES TO DATE You will enter all dollar amounts into the computer for all Funds and Budget Item/Category codes that contained money as of the first of the current year. The sum of all of the entries you make into the computer should equal the sum of the balances of all Bank Accounts as of the first of the year. 1. You will enter the total dollar amounts in each Fund or Budget Item/Category for all money as of the first of the year. For each Bank Account, you will do the following (complete all steps for one Bank Account before starting another) Note: be sure you are working in the correct Bank Account. Access the ENTER TRANSACTIONS MENU from the MAIN MENU. Access the BALANCE FORWARD screen (Type b (for Balance Forward). Set the Posting Date to: 1-1-YY (the current year). You want to enter money carried forward for each Fund and Budget Item/Category 1-14 Getting Started Recording and Posting Income and Expenses to Date from the previous year to the current year. Use as many BALANCE FORWARD screens as necessary to record and post the first of the year information to the Bank Account. 2. Enter total income for each Fund and Budget Item/Category from the first of the year through the last date of the previous month or the date of the last statement. Access the ENTER INCOME screen. (From the ENTER TRANSACTIONS MENU.) Set the Posting Date to the last date of the previous month or date of the last statement. The comment should show: 1-1-YY thru (last date of previous month or last statement date). Enter total income (one figure amount for each Fund and/or Budget Item/Category) from the first of the year through the last date of the previous month or last statement. 3. Access the ENTER EXPENSE screen. (From the ENTER TRANSACTIONS MENU.) Set the Posting Date to the last date of the previous month or date of the last statement. Press the Up Arrow key to move the cursor to the Check Number field. Do not use a check number for this entry. Press DEL (delete) to erase check number; leave set at zero. Payable to should be left blank (Press <Enter>). The comment should show: 1-1-YY thru (last date of previous month or last statement). 1-15 Getting Started Recording and Posting Income and Expenses to Date Enter total expense (one figure amount for each Budget Item/Category) from the first of the year through the last date of the previous month or date of last statement. 4. Repeat the preceding process (Steps 1-3) for each church Bank Account. 5. If you have more than one Bank Account and there have been transfers between them, use the ENTER TRANSFER screen to adjust balances for the Bank Accounts. 6. At this point, you will print the TRANSACTIONS BY ENTRY DATE (Journal) (type l (for List)) for a printed record of the transactions you just entered. Print the Journal for each Bank Account. 7. Next, print the ALL BANK ACCOUNTS SUMMARY report (from the REPORTS MENU). Compare each Bank Account balance in the computer with your record of the Bank Account balance as of the last date of the previous month or last statement. Note: If the balances are not the same, find and correct the error. The balance in the computer and the balance in your records as of the last date of the previous month (or last statement) must be the same before you continue. 8. Next, print the LOCATION OF FUNDS report (from the REPORTS MENU). This report will show the distribution of money in each Fund in each Bank Account. 9. Print a list of the Item Codes and Bank Account Codes (from the REPORTS MENU). 10. On a separate sheet of paper (or copies of the VIANSOFT(R) Church Treasurer Entry Sheet - found on the last page of this manual) mark the transactions for each Bank Account for the current month or after the last statement (to date). 1-16 Getting Started Quit Indicate the following information for each transaction from the first of the current month to date: Transaction Type (Tran. Type) (See page 180 for complete Transaction Type Code List)). Check Number (Check #) (if applicable for the entry). Posting Date (Posting Date). Total Entry Amount (Total Entry Amount). Payable To/Comment. Fund or Item Code (Fund/Item Code). Code Amount (The amount recorded and posted for the Fund or Budget Item/Category involved). Note: You may need to use more than one line in the Detail section of the Entry Sheet if the Total Entry Amount is distributed between more than one Code. 11. Enter into the computer all income, expenses, transfers, etc. into the correct Budget Item/Category or Fund from the beginning of the current month (or after last statement) to the current date (in date order) for each Bank Account. 12. Print the TRANSACTIONS BY ENTRY DATE (Journal) again for a final printed record of all the transactions you just entered. Print the Journal for each Bank Account. QUIT Exit (Quit) the program by typing q (for Quit) from the MAIN MENU. This completes the SET UP of the VIANSOFT(R) Church Treasurer. 1-17 Getting Started Completing Set up of System Make a backup copy (or two) of the posting information as it stands at this time. You should have all the information up to the current date. Put a copy of this backup away in case you need to refer to it in the near future. It is recommended that you keep an extra copy of the posting information as it is at the end of each month in your archives. This would mean that if the information on the disk you use became damaged, you would only have to reconstruct the information from the beginning of the current or previous month. COMPLETING THE SET UP OF THE SYSTEM IMPORTANT: MAKE A BACKUP OF THE SYSTEM (PROGRAM AND POSTING INFORMATION) AS IT IS AT THIS TIME. Hard Disk Follow back up procedure discussed in the GENERAL INFORMATION section of the manual. Dual Floppy Disk Follow the BACKUP procedure discussed in the GENERAL INFORMATION section of this manual. Make a copy of your Posting Information disk onto the Posting Information Back Up #1 and #2. Single Floppy Follow the Diskcopy (Back Up) procedure Disk discussed in Appendix F, page 181. Make a copy of your Program-Posting Information Disk onto the Program-Posting Information Disks Back Up #1 and #2. 1-18 GENERAL INFORMATION SELECTING A MAIN MENU OPTION The MAIN MENU is displayed after the Title Screen. To make a selection from a menu, choose one of the options listed on the screen. Press the key corresponding to the first letter of the option you choose. SUMMARY OF MAIN MENU OPTIONS Summary of the selections possible from the MAIN MENU. A) Bank Account The Bank Account Code you are presently (Now ________) working in is displayed. Change the Bank Account by choosing this option. E)nter Enter Income, Income Adjustments, Expenses, Transactions Menu Expense Adjustments, Transfers, Special Transactions and Balance Forward from this section of the program. R)eports Menu Print reports on Income, Expenses, Budget, Funds, Bank Accounts, etc. D)isplay/Edit Display, edit and add Budget Items, Report Menu Groupings, Funds, Bank Accounts, and Church Name and Address Information from this section. P)rove Bank Use this Main Menu option to assist you in Statement proving the bank statement each month. U)tilities Menu Choose this Main Menu option to set up a new disk (floppy data disk system), set up the files for the new year, repair index files, check to see how much disk space has been used for the records and translate information files into a format that can be read by a word processor or spread sheet program. S)ub Directory (Hard Disk Only) (Now ________) This Main Menu option displays the subdirectory of the files in with which you 2-1 General Information Summary of Main Menu Options are currently working. You can change the subdirectory by choosing this option. S)et Floppy Disk (Floppy Data Disk Only) Name (Now ________) This Main Menu option displays the name of the Posting Information Disk currently in your data drive. When a Posting Information Disk is first set up, the computer will assign the name CTDAT (Church Treasurer Data) to it. If you are using the program for more than one organization within the church (Example: Sunday School), you may rename a second Posting Information Disk to reflect the name of the organization. C)hange Floppy (Floppy Data Disk Only) Disk (Now ________) This Main Menu option displays the number of the Posting Information Disk in your data drive. The first Posting Information Disk you have will be automatically numbered 1. When it is nearly full, a message on the screen will indicate that you should prepare a second Posting Information Disk (using the New Disk option in the Utilities Menu). The second disk will be numbered 2, and so on. You can change to previous numbered disks at the Main Menu to display information and print reports. Note: (Floppy Disk) The Posting Information Disk number currently in your data drive will be displayed at the upper left on your screen along with the Posting Information Disk name. Q)uit End session (when selected from MAIN MENU). NORMAL RECORDING AND POSTING ROUTINE There are two basic ways you can approach the normal recording and posting of church transactions. 1. You can work directly with the computer and checkbook, entering the transactions 2-2 General Information Year End Routine into the computer at the time you write the checks. 2. During the month, at the time the checks are written or deposits are made, you can use a copy of the VIANSOFT(R) Church Treasurer Entry Sheet (found on the last page of this manual) to keep track of the information for each transaction. Use a separate sheet for each Bank Account. You can then enter all transactions (for the week, two weeks, or month) during a single session. When you go to enter the transactions into the computer, you will have all the information you need on the Entry Sheet. You will record and post income, expenses, transfers, etc. within each Bank Account. Change the Bank Account Code (at the Main Menu) to record and post to other Bank Accounts. Print the TRANSACTIONS BY ENTRY DATE (Journal) report. The list will show the order you entered the items into the computer. YEAR END ROUTINE At the end of the year, you will have to consider the following: The transactions for the year are not completed until all deposits, checks, interest, special charges, etc. have been processed through the computer. Some of the figures needed may not be available on 1st of the new year. To handle this special situation, follow the procedure below for EACH Bank Account: 1. Enter as many transactions for the old year as you can before the 1st of the new year. 2. Print a List (Journal) of the transactions entered in Step 1. 3. Before you enter any transactions for the new year, from the Main Menu, select 2-3 General Information Year End Routine Prove Bank Statement option. You want to print out the list of outstanding Income, Deposits and Expenses. Procedure Have you entered all charges and credits from your bank statement? (Y/N) Type: y Review: O)utstanding A)ll Q)uit Type: q (for Quit) Balance on Bank Account Statement: (Do not enter any amounts on this screen.) Press: Ctrl-q (or <Esc>) (to leave this screen) Output to: Type: p (for printer) Report Generated on printer. Keep this list of outstanding transactions until you receive the bank statement for the month. When you prove the bank statement, check off all transactions on the list that have cleared. Enter the total of income and total of expenses that have not cleared as "Outstanding transactions not on this disk" during the Prove Bank Statement option. Note: You will put any interest from December (or the last month of your fiscal year) on the old disk (for your yearly reports) and also on the new disk. You will use the Income entry option to enter last year's interest on the old disk (or the subdirectory containing last year's information). Use the Balance Forward entry option to enter last year's interest on the new disk (or in the current subdirectory). 2-4 General Information Year End Routine 4. Make a backup of the Posting Information for the old year. Floppy: Make a copy of the Posting Information Disk. Hard Disk: Backup all data files into a subdirectory named for the year. (Example: 1990) 5. In the Utilities Menu, choose the Year End Option (Chapter 8). This option will set up your disk (or subdirectory) for the new year. Note: There are several year-end options that may be set in the Install option found in the Utilities Menu. Review these before you use the Year End option. Note: If there has been a designated contribution to a Budget Item and you did not overspend your budget for that item, the total designated contribution amount will be carried forward for the new year. If you overspent your budget for an item that has a designated contribution made to it, the computer will deduct the amount overspent from the designated contribution amount before carrying the designated contribution amount forward to the new year. If there is designated contribution money in more than one Bank Account for a specific item, the computer will deduct the amount overspent from the most active to the least active Bank Account until either the designated contribution amount for the item reaches zero or the overspent amount is equaled. The remainder of the designated contribution amount for the item is then carried forward to the new year. 2-5 General Information Year End Routine Work through the Year End Option and return here. 6. After the Posting Information Disk (or subdirectory) is set for the new year, you may delete items with a zero balance that are no longer needed on the newly set up disk (or TR subdirectory). Note: On the disk or subdirectory set up for the new year, you may also rename, renumber or move any Fund, Report Grouping or Budget Item/Category. 7. Print the TRANSACTIONS BY ENTRY DATE (JOURNAL) report to show the balance forward transactions for each Bank Account on the new disk. 8. Print the LOCATION OF FUNDS report to show the distribution of money in all Bank Accounts for all items. 9. Use the newly set up files to enter transactions from the first of the new year. Note: Remember, if you find it necessary to make further entries under the old year on the old disk or subdirectory (to include interest, etc.), make a corresponding entry on the new disk or subdirectory using the BALANCE FORWARD option in the ENTER TRANSACTIONS MENU. 10. Once you have completed the Steps for all Bank Accounts, make a backup copy of the old disk (or subdirectory) for archive purposes. (Hard Disk: Also copy the completed old year posting information to the subdirectory you named for the old year.) 11. Back up the newly set up disk (or subdirectory) for the new year. Follow your normal procedures with your disk (or subdirectory) as you post information for the new year. 2-6 General Information Recording and Posting Church Activities to a Fund RECORDING AND POSTING CHURCH ACTIVITIES TO A FUND You can track income and expenses for church activities using a single church Bank Account. Note: If you use a different Bank Account to pay expenses for an activity, transfer money to cover expenses for the activity to that different Bank Account. After the activity, transfer the same amount back to the Bank Account from which it came. Example: Fund: Church Activities Report Group: Pork & Oyster Supper Budget Item/Categories: Food Supplies Advertising Donations Ticket Sales Report Group: Christmas Bazaar Budget Item/Categories: Food Supplies Donations Craft Sales RECORDING AND POSTING INCOME AND EXPENSES FOR ORGANIZATIONS WITHIN YOUR CHURCH Each church organization that has separate Bank Accounts (checking, savings, etc.) and Fund, Report Grouping, Budget Item/Category structure should use a separate subdirectory or set of floppy disks to store the information. Hard Disk The program will not be able to combine Posting Information from different subdirectories on a single report. 2-7 General Information Start Up System Floppy Disk Set the Posting Information Disk name of the disk to the organization name. Do this at the Main Menu. Once you have set up the disk(s) and system, follow the procedure below to start up the VIANSOFT(R) Church Treasurer System. START UP SYSTEM Note: If you were just using another software product on your computer, restart your computer system. Hard Disk Power up system. At C>, type cd tr <Enter>. Continue from Step 6 under Dual Floppy System. Single Drive Put DOS Disk in drive A, power up computer System system. When you see the A>, replace the DOS disk with your PROGRAM/POSTING INFORMATION DISK. Continue from Step 6 under Dual Floppy System. Dual Floppy System: 1. Place PROGRAM DISK in drive A. 2. Place POSTING INFORMATION DISK in drive B. 3. Power up computer system. (If your computer sets the date and time automatically, skip Steps 4 and 5.) 4. Type: (current date - m/d/y) <Enter> 5. Type: (current time - h:m:s) <Enter> -OR- just press <Enter>. 6. Type: ct <Enter> (Always wait for disk drives to stop.) 7. The Title Screen and Copyright Notice for VIANSOFT(R) is shown on the monitor. <Enter> 2-8 General Information Close Down System 8. The MAIN MENU is displayed on the monitor screen. CLOSE DOWN SYSTEM 1. Type: q (for Quit) until you see on the monitor screen: Dual and Single Floppy Disk System: BACK UP POSTING INFORMATION DISK(S) USED. A>_ Note: Single Floppy System may not display the A> until you replace the PROGRAM DISK with the DOS COPY disk and press <Enter>. Hard Disk System: BACK UP THE FOLLOWING DATA AND INDEX FILES: (list of files are displayed on the screen) 2. Follow procedure found in this General Information section under the heading BACKUP. BACKUP It is most important that you follow a set backup procedure. There are a number of reasons why information on a disk may not be usable. If you have a backup, you will not have to redo all the information. After each session with VIANSOFT(R), you must make a backup of all information affected during the session. Note: If someone else sets up a backup procedure for you, be sure to have them explain how to get the backup information into your system if you need to restore information. 2-9 General Information Backup Floppy Disk System: Backup procedure begins on page 2-12. Hard Disk Backup You should have 3 sets of backup disks: Procedure: 1. BACKUP 1 #1 through BACKUP 1 #? 2. BACKUP 2 #1 through BACKUP 2 #? 3. BACKUP 3 #1 through BACKUP 3 #? You will need 1, 2 or 3 (or more) disks for each set of backup disks. The number of disks needed for each set depends on the size of your member information files. The first time you use a disk for the BACKUP Procedure, it must be blank and formatted (see FORMAT (page 2-14) in this section). After the first time the disk is used, it can be used again in the rotation of backups as discussed later without reformatting. At the conclusion of each session, you will leave VIANSOFT(R) by typing q (for Quit) from the Main Menu. A message on the screen will remind you to backup files displayed on the screen. Note: You may use any method to back up the files your system allows. The following procedure is to aid the new hard disk user. End of First Place the disk labeled BACKUP 1 #1 in drive A. Session (Hard Disk) At the C>, type: backup c:\tr\*.* a: <Enter> Note: Depending on the version of DOS you are using, a warning message may appear on the monitor. Press <Enter> after reading the message. If you are asked to put in a second backup disk, remove the first floppy disk and replace it with the disk labeled BACKUP 1 #2. Press 2-10 General Information Backup <Enter>. (Do this until the complete subdirectory TR is backed up.) End of Second The backup procedure will be almost the same Session (Hard as for the end of the first session. Disk) The only difference is that you will use the set of backup disks labeled BACKUP 2 #1 through BACKUP 2 #?. End of Third The backup procedure will be almost the same Session (Hard as for the end of the first and second Disk) session. The only difference is that you will use the set of backup disks labeled BACKUP 3 #1 through BACKUP 3 #?. End of Fourth The backup procedure will be exactly the same Session (Hard as for the end of the first session. Disk) Use the set of backup disks labeled BACKUP 1 #1 through BACKUP 1 #?. Continue to rotate backup disk sets in a similar manner after future sessions. Remember, you must make backups. Restore Backup If you used the BACKUP command to back up the Information to information in your TR subdirectory to a Hard Disk floppy disk, you will use the RESTORE command to transfer the information from your floppy disk backup to the hard disk. (Only follow this procedure when there has been a problem with the files on the hard disk - see Troubleshooting.) Use your most recent set of backup disks: The set you used before the problem occurred. Note: The RESTORE command does not alter or erase the information on the floppy disk. Put the disk labeled #1 of your most recent set of backup disks in drive A. At the C>, type: restore a: c:\tr\*.* <Enter> 2-11 General Information Backup Note: Depending on the version of DOS you are using, you may be asked to put Backup 1 in drive A. Press <Enter> after reading the message. Note: If you are asked to put a second backup disk in drive A, remove the first floppy disk and replace it with the second disk of the set. If you use a different method of copying the files from the backup to the hard disk, be careful to copy all the data files correctly to the hard disk. Floppy Disk << I M P O R T A N T >> Backup Procedure: IF YOU MUST RESORT TO YOUR BACKUP, ALWAYS MAKE A COPY OF THE BACKUP AND USE THE COPY IN THE SYSTEM. NEVER USE YOUR BACKUP DISK... ALWAYS MAKE A COPY OF IT AND USE THE COPY. IF SOMETHING WERE TO HAPPEN TO THE COPY, YOU STILL HAVE THE ORIGINAL BACKUP TO MAKE ANOTHER COPY. Single and Dual Floppy Disk System: You have 3 disks that will be used to store your posting information. 1. Posting Information Disk 2. Posting Information Disk Backup #1 3. Posting Information Disk Backup #2 Note: Every time you start up the system, you will always use the Posting Information Disk, not the backup disk. At the conclusion of the session, you will always leave VIANSOFT(R) by typing q (for Quit) (or <Esc>) from the MAIN MENU. 2-12 General Information Backup Single Floppy: You must rotate your backup disks. Read the following (under Dual Floppy Disk) to learn how to use the two backup disks. You will follow the instructions found in Appendix F to do the actual backup. The SOURCE disk is your PROGRAM DISK. The TARGET disk will be the appropriate numbered backup disk. Dual Floppy Disk: End of First Session 1. A message on the screen will remind you to BACK UP POSTING INFORMATION USED A>_ 2. Type: diskcopy b: a: <Enter> (Remember, wait until disk drives stop.) 3. Remove the Program Disk from drive A. 4. After the first session with VIANSOFT(R), you will place the disk marked Posting Information Disk Backup #1 in drive A. <Enter> All information stored on the disk in drive B is copied onto the disk in drive A. 5. Copy another? Type: n 6. Remove the disk from drive A. (This is the copy.) 7. Use a felt-tip marker to put the date on the label of the Posting Information Disk Backup #1. 8. Remove the disk from drive B. The backup procedure has been completed. 9. Turn off the power to the system. 2-13 General Information Format End of Second The backup procedure will be almost the same Session as for the end of the first session. For Step 4, you will use the disk marked Posting Information Disk Backup #2 instead of #1. End of Third Follow procedure for the end of first session. Session You will be making a copy onto the disk marked Posting Information Disk Backup #1. The old information from the end of session 1 will be replaced by the information recorded during session 3. End of Fourth Follow same procedure for the end of session Session 2. The information for session 4 will be copied onto the disk marked Posting Information Disk Backup #2. Continue to rotate backups in the sessions that follow. Monthly Backup Monthly, make a backup of the posting information and put it with the other archive disks. Do this once a month or more frequently if you feel there is a need. You do not have to keep these monthly backups past the end of the year. This is just extra insurance so that you will not have to redo the entire disk in case of a disk failure. FORMAT (FORMATTING A FLOPPY DISK) << C A U T I O N >> If you format a disk which contains data on it, you will erase the data on the disk. Be sure that you format the correct disk. (This is one reason it is so important to have backups.) If your computer system is already on, you should see the A>_ (Hard Disk: C>_ ) before you begin the formatting procedure. (Skip steps 3, 4, and 5.) 2-14 General Information Format Dual Floppy Disk 1. Place the DOS Copy in drive A. 2. Place disk to be formatted in drive B. 3. Power up system. 4. Type: (current date, if applicable) <Enter> 5. Type: (current time, if applicable) <Enter> -OR- just press <Enter>. 6. To format a blank disk to be used as a Program Disk: Type: format b:/s <Enter> -OR- To format a blank disk to be used as a Posting Information Disk: Type: format b: <Enter> 7. Be sure the disks are in the correct drives, then press <Enter>. 8. Format another? Type: y (for Yes) or n (for No) <Enter> Hard Disk System (to format a floppy disk in drive A): 1. Power up system. 2. Place disk to be formatted in drive A. 3. Type: format a: (to format disks to be used to backup subdirectory TR using the BACKUP command) 2-15 General Information Basic Edit Commands <<Be sure format a: is displayed on the monitor before pressing <Enter>.>> <Enter> 4. Disk to be formatted is in drive A. 5. When drive A stops, the disk in drive A is formatted. BASIC EDIT COMMANDS Press <Enter> to move the cursor (blinking underline) from one position to the next. When the cursor is at the position where you want to edit, press the <Del> (Delete) key. This will erase the information on the line. Type the correct information. (Backspace will erase the character before the cursor position.) The above basic editing procedure is used throughout the System. For more advanced edit techniques, refer to Appendix A. 2-16 General Information Using a Key Disk With a Hard Disk System USING A KEY DISK WITH A HARD DISK SYSTEM Using a Key Disk with a hard disk system will discourage the casual viewing of the income and expense information in the VIANSOFT(R) Church Treasurer. Note: If you require true security protection, you should investigate the many security programs available designed for the specific purpose of protecting data. Setting Up The Follow the directions for setting up the hard Key Disk System disk system and progress through the entire set up as if it were for a straight hard disk system. Once you have completed the regular set up, you will then set up the Key Disk. 1. Label a new disk, KEY DISK. 2. Place KEY DISK in drive A. 3. Format the KEY DISK in drive A. At the C>, Type: format a: <Enter> The Key Disk is in drive A, press <Enter>. After the disk formatting is completed, Format another? Type: n (for No) <Enter> 4. At the C>, Type: cd tr <Enter> You are now in the TR subdirectory which contains all of the VIANSOFT(R) Church Treasurer program and your church data. You will now copy the Treasurer program and your church name information onto the Key Disk in drive A. The data (Income and Expense information) will remain on the hard disk. 2-17 General Information Non-Monetary Assets 5. Type: copy ct.* a: <Enter> 6. Type: copy ctsys*.dat a: <Enter> You will now erase the Treasurer program from the subdirectory on the hard disk. 7. Type: erase ct.* <Enter> 8. Type: erase ctsys*.dat <Enter> Using The Key Once you have set up the KEY DISK following Disk the previous instructions, you are ready to use the Key Disk system when accessing the church income and expense information. To access the church income and expense information, at the C>: 1. Type: cd tr <Enter> 2. Place the KEY DISK in drive A. 3. Type: a: <Enter> 4. Type: ct <Enter> The VIANSOFT(R) Church Treasurer will function the same as for a hard disk system. The only difference is that you must put the Key Disk in drive A to access the church income and expense information. The computer is reading the program instructions from drive A instead of drive C. We suggest you make a duplicate copy of your KEY DISK and keep it in a safe place. Note: To change from a Key Disk system back to a straight hard disk system, you need only copy the files from the Key Disk to the hard disk subdirectory containing your church data (TR). 2-18 General Information Non-Monetary Assets NON-MONETARY ASSETS With the flexibility of the VIANSOFT(R) Church Treasurer you can keep track of non-monetary assets of the church. This is one example where the Special Transaction would be used. Set up a Bank Account called ASSETS. This is not an actual Bank Account. It will only be used to keep track of assets. Set up a Fund called Assets and a Report Grouping called Non-monetary. The Budget Items/Categories under the Report Grouping Non-monetary will be the names of your assets. After an expense has been recorded (using the ENTER EXPENSE screen) for what will be a major asset, you would add the amount of the asset (using the Special Transaction (S+)) to the appropriate Budget Item/Category in the Asset Fund. Include a comment describing the specific non-monetary asset. To depreciate the asset or when it is sold, subtract the amount (using the Special Transaction (S-)) to adjust the amount total for the appropriate Budget Item/Category. 2-19 General Information Troubleshooting TROUBLESHOOTING Data Not Possible causes: Correctly Displayed Leaving System without typing q (for Quit) (or pressing <Esc>) from the Main Menu. Break in electrical service. Fluctuation in power. Changed disk at the wrong time. Disk damaged. Track on disk not readable. If for any reason the data does not appear correct when displayed on the screen (or if you know one of the above has happened), you may try the Repair Index routine found in the Utilities section of this manual. If the information is still out of order, you must make a copy of your most recent backup and redo the entries from that point. After a break in electrical service or power fluctuation occurs, the member information data may appear to be correct on the screen. The internal commands linking the data and program may have been altered. It is wise to redo from the last backup whenever a power change occurs while the system is running and disks are in the drives. Improper Shutdown The VIANSOFT(R) Church Treasurer should always be exited by typing q (for Quit) from the Main Menu. If you no not do this, the information on your Posting Information Disk (or subdirectory) may not be stored correctly. VIANSOFT(R) will display a message the next time you start up the program alerting you to the situation. Best Solution: 1. If you have a series of backups, make a copy of a backup that would be prior to the problem occurring (This would not 2-20 General Information Troubleshooting necessarily be the most recent backup for you may have backed up the problem onto your most recent backup. You may have to check the directory on the disk - consult your DOS manual). 2. Re-enter the transactions from that backup to the current date. (This copy of the backup is now your current Posting Information. Use this information as your Posting Information when you make future entries.) 3. Print the Transactions By Entry Date (Journal) report. Include the dates for the transactions you just entered. 4. Compare the report you just printed with the previous report(s) for the same entries and/or verify the new entries made (not included on a previous report). 5. Make a backup of the corrected information. If You Do Not Have a Current Backup 1. Run the Repair option in the Utilities Menu. 2. Print the Transactions By Entry Date (Journal) report. Include the last two sessions information on the report. 3. Compare information on the report with the information you entered last time to see if it is all displayed correctly. 4. The next time you make a transaction entry (income, expense, transfer or special) print the Transactions By Entry Date (Journal) report from the same beginning date in Step 2 to the current date. 5. Compare the printed Journal from Step 2 to the one in Step 4. 2-21 General Information Troubleshooting If they both display the correct transaction information, the Posting Information is correct. If they both do not display the correct information, you will not be able to use the Posting Information. Reconstruct the Posting Information from the point of a previous backup (see Best Solution) or from initial set up. Be sure to make regular backups of the Posting Information (See BACKUP in this section of the manual). Computer Not Check power switches. Working Check cables (be sure cable connections are secure) Check for correct disk. Check to see if printer is "on line". Error Messages It is possible for the computer not to be able to read a damaged disk. If you see on the screen: Turbo Access I/O Error you should try running the Repair from the Utilities Menu. Error #243 If this error number appears on your screen, you may need to have a config.sys file on your DOS (or Root Directory for hard disk). The config.sys file may need to have FILES=20 Consult your DOS manual regarding this file. Error #153 Use the Repair option on the Utilities Menu. If this does not solve the problem, make a copy of your most recent backup of the Posting Information and redo from the last back up. 2-22 General Information Troubleshooting << I M P O R T A N T >> If you are not able to exit (Quit) the program through the normal procedure of typing q (for Quit) from the MAIN MENU, something has altered the information on the disks. Make a copy of your most recent POSTING INFORMATION and PROGRAM DISK and re-enter the data from the date of this backup to the present date. 2-23 BANK ACCOUNT (NOW ________) To change the Bank Account Code displayed on the monitor screen: From the MAIN MENU, Type: a (for Bank Account) The CHANGE BANK ACCOUNT screen is displayed. At the bottom of the screen, F10) Code List and Bank Account to change to is displayed. (The current Bank Account Code is displayed.) Press F10 (Function key 10) to display Bank Account Codes and Descriptions. Press F10 again (or <Esc> (Escape)) to return to the change BANK ACCOUNT screen. Press Del (Delete) to erase the Bank Account Code displayed. Type the Bank Account Code for the Bank Account you wish to display. <Enter> The MAIN MENU is displayed on your screen. The Bank Account (Now ________) displays the new Bank Account Code. The new Bank Account Code will also be displayed at the upper right on other appropriate screens. You can now enter transactions in this Bank Account. Note: When you exit the program and start it up again the next time, the default Bank Account Code will be displayed on the Main Menu. (Refer to page 6-16 for details on setting the Default Bank Account Code.) 3-1 ENTER TRANSACTIONS MENU From the Main Menu, Type: e (for Enter Transactions Menu) The ENTER TRANSACTIONS MENU is displayed on the monitor. From the ENTER TRANSACTIONS MENU, you can do the following: . Enter Income (and Income Adjustments) . Enter Expenses (and Expense Adjustments) . Enter Transfers (from one Bank Account to another) . Enter Special Transactions . Enter Balance Forward Amounts . Print the TRANSACTIONS BY ENTRY DATE (LIST) (Journal of entries made during the session) . Return to the MAIN MENU ENTER INCOME Notes on entering income: All money to be placed into the Bank Account displayed at the top right of the screen using the ENTER INCOME screen will be considered income. Interest is added to a Bank Account through the ENTER INCOME screen. VIANSOFT(R) handles as many as eight item codes on a single entry screen. If the total amount of income is to be distributed to more than eight Fund or Budget Item/Category codes, divide the total amount into two or more entry screens for recording and posting purposes. You would include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. Procedure From the ENTER TRANSACTIONS MENU, Type: i (for Income) 4-1 Enter Transactions Menu Enter Income The ENTER INCOME MENU is displayed on the monitor. Bank Account The Bank Account code is displayed (for the Bank Account you are presently working in) at the upper right of the screen. If this is not the Bank Account you want to enter income to, you can change the Bank Account code by choosing the Bank Account (Now _____) option from the Main Menu. From the ENTER INCOME MENU, Press <F2> (Function Key 2) (for Enter Income) The ENTER INCOME screen is displayed on the monitor. Posting Date The Posting Date field displays the current date. The cursor (blinking underline) is positioned in the Posting Date field. Edit: If you wish to change this date to a previous date, press DEL (Delete) to erase the date displayed and/or just type the date at which you wish this ENTER INCOME entry to be posted and press <Enter>. Note: Once you change the posting date, it will remain changed for other transactions until you change it again or leave the ENTER TRANSACTIONS section of the program. Note: If you post to a previous date and reports have already been printed, you may have to print new reports to accurately reflect this posting. When the correct posting date is displayed on the monitor, press <Enter>. Total Amount Type the total amount to be entered into the for this Entry Bank Account displayed for this ENTER INCOME screen. <Enter> 4-2 Enter Transactions Menu Enter Income Note: Do not use decimal point or comma. Include dollars and cents. Example: for: $6,756.89 type: 675689 Note: If the amount is left at zero, the entry will not be recorded or posted. Set the Amount field to zero if you want to leave the ENTER INCOME screen without recording and posting information. Comment You may include a comment regarding this ENTER INCOME transaction of up to 30 characters. Type: (comment) (Optional) <Enter> Funds Or Designated Budget Items/Categories To Add To You can add income to a Fund or Budget Item/Category. Code The Default Fund Code is displayed. This should be for the General Operation Fund (the most active fund that the donations for General Local Church operations (Budgeted Items) would be placed in). Edit: Edit this Code if you want to record and post to a different Fund or Budget Item/Category. Press DEL (Delete) to erase the code and/or just type correct code. Code List: Press <F10> (Function Key 10) to display a list of Fund, Report Group and Budget Item/Category Codes. Press <F10> again (or <Esc> (Escape) to return to the ENTER INCOME screen. With the correct code displayed, press <Enter>. Description The Code Description is displayed to the right of the Code. T (Type) The type of Code is displayed (F for Fund, B for Budget Item/Category). Amount The amount (same as the Total Amount for this Entry) is displayed to the right of the Type (T) for the Fund or Budget Item/Category selected. 4-3 Enter Transactions Menu Enter Income Recording and Posting Options Total Amount to Default Fund The Amount to the right of the Code, Description and T (Type) is to be recorded and posted to the Default Fund (General Operation Fund). Record And Post Income To record and post the Total Amount for this Entry to the Default Fund (General Operation Fund), press Ctrl-q (or <Esc>). (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) The entry is recorded and posted. Total Amount to Default Fund and Other Funds or Budget Items/Categories To divide the Total Amount for this Entry between the Default Fund (General Operation Fund) and other Funds and/or Budget Items/Categories: The Code, Description, Type (T) and Amount should be displayed for the Default Fund. The cursor (blinking underline) should be positioned under the Amount (to the right of the T (Type)). The Total Amount for this Entry is displayed. Edit the amount to the right of the Type (T). Type the amount to be recorded and posted to the Default Fund (General Operation Fund). (Include dollars and cents. Do not use decimal point or comma.) <Enter> The cursor (blinking underline) is positioned under the Code column directly below the code for the Default Fund (General Operation Fund). You will type the Code for another Fund or Budget Item/Category that will receive another part of the Total Amount for this Entry. 4-4 Enter Transactions Menu Enter Income Code List: Press <F10> (Function Key 10) to display a list of Fund and Budget Item/Category Codes on the monitor. (Use <PgUp> (Page Up) and <PgDn> (Page Down) keys to view more than one code screen.) Press <F10> again (or <Esc> (Escape)) to return to the ENTER INCOME screen. Type the Code for the second Fund or Budget Item/Category to receive part of the Total Amount for this Entry (Total Amount For This Entry is displayed near the top of the screen.) <Enter> The Description is automatically displayed for the second Code number. The Type (T) is displayed, F for Fund, B for Budget Item/Category. The difference between the Total Amount For This Entry and the amount for the first Code (General Operation Fund) is automatically displayed for the second Code in the Amount field to the right of the Description and Type (T). If more Budget Items/Categories or Funds are to receive money from this same ENTER INCOME entry, edit the second code amount to the amount to be recorded and posted for the code number, then press <Enter>. Type another Code for a Fund or Budget Item/Category and so on for a maximum of 8 on this ENTER INCOME screen. The computer will monitor this entry to be sure the Amounts to the right of the Descriptions equal the Total Amount of the Entry displayed near the top of the screen. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type correct entry. Record And Post Income 4-5 Enter Transactions Menu Enter Income When the information is correctly displayed on the monitor, press Ctrl-q (or <Esc>) to record and post the information displayed on the monitor and return to the ENTER INCOME MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Total Amount to Funds or Budget Items/Categories other than the Default Fund To record and post the Total Amount for this Entry to Funds and/or Budget Items/Categories not including the Default Fund (General Operation Fund): With the Default Fund Code displayed in the Code column, press the DEL (Delete) key to erase the code displayed. Code List: Press <F10> (Function Key 10) to display a list of Fund and Budget Item/Category Codes on your screen. (Use <PgUp> (Page Up) and <PgDn> (Page Down) keys to view more than one code screen.) Press <F10> again (or <Esc> (Escape)) to return to the ENTER INCOME screen. Type the Code of the Fund or Budget Item/Category you wish to record and post to. <Enter> Edit the amount to the right of the Type (T) if you will not be posting the total amount to this one Fund or Budget Item/Category. The cursor position should be under the Amount (to the right of the T (Type)). Press the DEL (Delete) key to erase the amount. Type amount to be posted to the Fund or Budget Item/Category. (Include dollars and cents. Do not use decimal point or comma.) <Enter> If other Funds or Budget Items/Categories are to receive money on this ENTER INCOME entry, edit the second code amount, press <Enter>. Type another Code for a Fund or Budget 4-6 Enter Transactions Menu Enter Income Adjustment Item/Category and so on for a maximum of 8 on this ENTER INCOME entry screen. For each item entered, the difference between the Total Amount for this Entry and the sum of the Amounts for the Funds or Budget Items/Categories is automatically displayed for the last item code Amount. Note: For more than 8 items, divide the Total Amount to be placed into the Bank Account into sections and record and post each section separately. The computer will monitor this entry to be sure the Amounts to the right of the Descriptions equal the Total Amount of the Entry displayed near the top of the screen. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type correct entry. Record And Post The Income When the information is correctly displayed on the monitor, press Ctrl-q to record and post the information displayed on the monitor and display the ENTER INCOME MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. ENTER INCOME ADJUSTMENT The ENTER INCOME ADJUSTMENT screen is used to do the following: . Make a correction showing any money that was entered as income that should not have been entered as income . Correct an ENTER INCOME entry. Negate an income entry that was posted incorrectly . Enter amounts of member contribution checks returned for lack of funds (bounced 4-7 Enter Transactions Menu Enter Income Adjustment checks) (the amount of the check was originally posted as income, but now the church income must be adjusted to show that the amount of the returned check is not included as income) . Remove money from one Fund or Budget Item/Category to be placed into another Fund or Budget Item/Category. (The income will be adjusted out of one Fund or Budget Item/Category and entered as income into another Fund or Budget Item/Category.) Note: If you need to reference a previous incorrect Income entry, you can print the TRANSACTIONS BY ENTRY DATE (Journal) (List) to the screen or printer. IMPORTANT: To correct an incorrect income entry, adjust the TOTAL AMOUNT, then reenter the full, correct amount using Enter Income. Procedure From the ENTER TRANSACTIONS MENU, Type: i (for Income) The ENTER INCOME MENU is displayed on the monitor. To access the ENTER INCOME ADJUSTMENT screen, Press <F3> (Function Key 3) The ENTER INCOME ADJUSTMENT screen is displayed on the monitor. A message is displayed at the bottom of the screen to remind you that you are in Income Adjustment. If you wish to continue, type Y (for Yes). You will notice that the ENTER INCOME ADJUSTMENT screen looks almost exactly like the ENTER INCOME screen. Bank Account Code at the top right of the screen. Posting Date Current date is displayed (Can be edited. Type correct date) <Enter> 4-8 Enter Transactions Menu Enter Income Adjustment Amount Type Total Amount to be taken out of the Funds or Budget Items/Categories affected. <Enter> Comment Include a comment that will clarify this income adjustment. (Example: Correction - last entry) <Enter> Funds Or Designated Budget Items/Categories Affected The cursor is positioned under the heading Code. Code List: Press <F10> to access the Code List for reference. Use the <PgUp> (Page Up) and <PgDn> (Page Down) keys to view Codes. Press <F10> again (or <Esc> (Escape)) to return to the ENTER INCOME ADJUSTMENT screen. Type the Fund or Budget Item/Category Code affected. <Enter> The total amount of this Income Adjustment is automatically displayed to the right of the Description. Edit: If the amount for this Income Adjustment is to be recorded and posted to more than one Fund or Budget Item/Category, edit the amount displayed to the right of the Description. Type in the amount to be adjusted for this Fund or Budget Item/Category for this Income Adjustment. <Enter> Note: The computer will make sure the amounts to be adjusted for the Funds or Budget Items/Categories equal the Amount displayed below the Posting Date field. The cursor (blinking underline) is now positioned below the first Code. Type the Code for another Fund or Budget Item/Category that is affected by this Income Adjustment (if applicable). <Enter> 4-9 Enter Transactions Menu Enter Income Adjustment The Description is automatically displayed for the Code Number. The difference between the Amount displayed under the Posting Date (near the top of the screen) and the amount to the right of the Fund or Budget Item/Category Code Amount is automatically displayed. If more Funds or Budget Items/Categories are to be included in the Income Adjustment, edit the second Code amount, press <Enter>. Type another Fund or Budget Item/Category Code, press <Enter>, and so on for a maximum of 8 on this ENTER INCOME ADJUSTMENT screen. Note: For more than 8 items, divide the total adjustment amount into two or more sections. Use more than one ENTER INCOME ADJUSTMENT screen. Note: If you are correcting an error from the previous ENTER INCOME entry, be sure you enter the Fund or Budget Item/Category codes and amounts the same way you did for the ENTER INCOME entry. This Adjustment will negate the ENTER INCOME entry. Both entries will show on detail reports to provide an audit trail. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type the correct entry. Record and Post When the information is correctly displayed on Income the monitor, press Ctrl-q (or <Esc>) to record Adjustment and post the information and display the ENTER TRANSACTIONS MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) The ENTER INCOME MENU is displayed on the monitor. Quit Type: q (for Quit) (or <Esc>) to return to the ENTER TRANSACTIONS MENU. 4-10 Enter Transactions Menu Enter Expenses ENTER EXPENSES Notes on entering expenses: Expenses to be recorded and posted to the Bank Account code displayed at the top right of the screen will be entered using this menu option. If the total amount of an expense (for a single check) is to be deducted from more than eight Budget Item/Category codes, divide the total amount into two or more entry screens for recording and posting purposes. Include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. The same check number is used on each entry screen. Procedure From the ENTER TRANSACTION MENU, Type: e (for Expenses) The ENTER EXPENSE MENU screen is displayed on the monitor. Bank Account The Bank Account code is displayed for the Bank Account you are recording and posting to at the upper right of the ENTER EXPENSE MENU screen. If this is not the Bank Account you want to record and post to, return to the MAIN MENU. There you can change the Bank Account code by choosing the MAIN MENU option, Bank Account (Now ________). Press <F2> (Function Key 2). The ENTER EXPENSE screen is displayed on the monitor. Check Number The next check number for this Bank Account (checking account) is displayed. (If checks are not used with this Bank Account, a zero will be displayed.) Edit: If the check number is incorrect, press the Up Arrow (cursor control) key to move the cursor (blinking underline) to the Check Number field. Type the correct check number. Be sure the correct check number is displayed. Press <Enter> to move the cursor to the Posting Date field after editing. 4-11 Enter Transactions Menu Enter Expenses Posting Date The Posting Date field displays the current date. Edit: If you wish to change this date to a previous date, type the date you wish this ENTER EXPENSE entry to be posted to. <Enter> Amount Type the total amount of this expense for this Enter Expense screen. <Enter> Note: If this amount is zero, the ENTER EXPENSE entry will not be recorded or posted. Payable to Type the name of the person or business to whom the money is paid. <Enter> Comment Type a comment regarding this ENTER EXPENSE entry of up to 30 characters (optional). <Enter> Budget Items/Categories To Subtract From The cursor is positioned under the heading Code. Code List: Press <F10> to access the Budget Item/Category Code List for reference. Use the <PgUp> (Page Up) and <PgDn> (Page Down) keys to view Codes. Press <F10> again (or <Esc> (Escape)) to return to the ENTER EXPENSE screen. Type the Budget Item/Category Code affected. <Enter> The total amount of this expense is automatically displayed to the right of the Description. Note: Only a Budget Item/Category can have an expense. A Fund cannot have an expense. Edit: If the amount for this expense is to be recorded and posted to more than one Budget Item/Category, edit the amount displayed to the right of the Description. 4-12 Enter Transactions Menu Enter Expenses Type in the amount to be subtracted from this Budget Item/Category for this expense. <Enter> Note: The computer will make sure the amounts to be deducted from the Budget Items/Categories equal the Amount displayed below the Posting Date. The cursor (blinking underline) is now positioned below the first Code. Type the Code for another Budget Item/Category that part of the amount will be deducted from for part of this expense (if applicable). <Enter> The Description is automatically displayed for the Code Number. The difference between the Amount displayed under the Posting Date (near the top of the screen) and the amount to the right of the Budget Item/Category is automatically displayed. If more Budget Items/Categories are to be deducted from for this expense, edit the second Code amount, press <Enter>. Type another Budget Item/Category Code, press <Enter>, and so on for a maximum of 8 on this ENTER EXPENSE screen. Note: For more than 8 items, divide the total expense amount into two or more sections. Use more than one ENTER EXPENSE screen to record and post the expense to the same Check Number (if checking account). Edit: Use the Up and Down Arrows to move the cursor to the field needing correction. Type correct information. Record And Post When the information displayed on the monitor The Expense is correct, press Ctrl-q (or <Esc>) to record and post the expense and display the ENTER EXPENSE MENU. (Hold down the Ctrl (Control) Key and press the letter q key, then quickly release both keys.) 4-13 Enter Transactions Menu Enter Expense Adjustment Quit Type q (for Quit) from the ENTER EXPENSE MENU. The ENTER TRANSACTION MENU is displayed on the monitor. ENTER EXPENSE ADJUSTMENT The ENTER EXPENSE ADJUSTMENT is used to do the following: . Make a correction showing any money that was entered as an expense that should not have been entered as an expense . Correct an ENTER EXPENSE entry. Negate an expense that was entered incorrectly. Correct a mistake. . Record and Post Reimbursements This is money that was paid out by the church which is now being paid back to the church. The church paid this expense, but is now reimbursed for the amount. It was not an expense of the church. (Example: Church pays expense for Parsonage phone. Pastor reimburses church for personal long distance calls.) . Record and Post Refunds This is money refunded to the church for overpayment, etc. This is money that was thought to be an expense but has turned out to not be an expense. An adjustment is made to the expenses to show the refund. . Void Checks (church checking account checks) A check is written to pay an expense. For some reason, it had to be voided. It was an expense that was not deducted from the checking account at the bank. Therefore, it had not been an actual expense. An adjustment must be made to the expenses for this void check. Note: If you need to reference a previous incorrect Expense entry, you can print the TRANSACTIONS BY ENTRY DATE (List) to the screen or printer. 4-14 Enter Transactions Menu Enter Expense Adjustment IMPORTANT: To correct an expense entry, adjust the TOTAL AMOUNT of the entry, then enter the full, correct amount using Enter Expense. Procedure From the ENTER TRANSACTION MENU, Type: e (for Expenses) The ENTER EXPENSE MENU screen is displayed on the monitor. To access the ENTER EXPENSE ADJUSTMENT screen, Press <F3> (Function Key 3) The ENTER EXPENSE ADJUSTMENT screen is displayed on the monitor. A message is displayed at the bottom of the screen as a reminder to where you are in the program and asking you if you wish to continue. If you wish to continue, type Y (for Yes). You will notice that the ENTER EXPENSE ADJUSTMENT screen looks like the ENTER EXPENSE screen. Bank Account Code at the top right of the screen. Check Number Type church check number this Expense Adjustment is for (for Bank Account without checks, leave at zero) <Enter> Posting Date Current date displayed. (Edit: Type posting date) <Enter> Total Amount To Type Total Amount to be Adjusted for this Be Adjusted ENTER EXPENSE ADJUSTMENT screen. <Enter> Note: If this amount is zero, the ENTER EXPENSE ADJUSTMENT entry will not be recorded or posted. Payable to If a check, type the name of the person or business the check was payable to (or leave blank, if not a checking account) <Enter> Comment Type a comment regarding this expense adjustment of up to 30 characters. <Enter> 4-15 Enter Transactions Menu Enter Expense Adjustment Budget The cursor is positioned under the heading Items/Categorie Code. s Affected Code List: Press <F10> to access the Budget Item/Category Code List for reference. Use the <PgUp> (Page Up) and <PgDn> (Page Down) keys to view Codes. Press <F10> again (or <Esc> (Escape)) to return to the ENTER EXPENSE ADJUSTMENT screen. Type the Budget Item/Category Code affected. <Enter> The total amount of this expense is automatically displayed to the right of the Description. Note: Only a Budget Item/Category can have an expense adjustment. Edit: If the amount for this expense is to be recorded and posted to more than one Budget Item/Category, edit the amount displayed to the right of the Description. Type in the amount to be adjusted from this Budget Item/Category for this expense adjustment. <Enter> Note: The computer will make sure the amounts to be deducted from the Budget Items/Categories equal the Amount displayed below the Posting Date field. The cursor (blinking underline) is now positioned below the first Code. Type the Code for another Budget Item/Category that part of the amount will be adjusted from for this expense adjustment (if applicable). <Enter> The Description is automatically displayed for the Code Number. The difference between the Amount displayed under the Posting Date (near the top of the screen) and the amount to the right of the 4-16 Enter Transactions Menu Enter Transfer Budget Item/Category is automatically displayed. If more Budget Items/Categories are to be included in this expense adjustment, edit the second Code amount, press <Enter>. Type another Budget Item/Category Code, press <Enter>, and so on for a maximum of 8 on this ENTER EXPENSE ADJUSTMENT screen. Note: For more than 8 items, divide the total expense adjustment amount into two or more sections. Use more than one ENTER EXPENSE ADJUSTMENT screen to record and post the adjustment to the same Check Number (if checking account). Note: If you are correcting an error from the previous ENTER EXPENSE entry, be sure you enter the Budget Item/Category codes and amounts the same way you did for the ENTER EXPENSE entry. This Adjustment will negate the ENTER EXPENSE entry. Both entries will show on detail reports to provide an audit trail. Edit: You can edit the information displayed on the monitor by using the Arrow Keys to move the cursor (blinking underline) to the field needing correction. Press DEL (Delete) to erase the information at the cursor position. Type the correct information. Record And Post When the information displayed is correct, Expense press Ctrl-q (or <Esc>) to record and post the Adjustment Expense Adjustment and display the ENTER EXPENSE MENU on the monitor. Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. ENTER TRANSFER (BANK ACCOUNT TO BANK ACCOUNT) Note: To transfer money from Fund to Fund or Budget Item/Category to Budget Item/Category refer to Income Adjustment in this section of the manual. If you have more than eight Fund or Budget Item/Category codes, divide the total amount 4-17 Enter Transactions Menu Enter Transfer of the transfer into two or more entry screens for recording and posting purposes. You would include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. (The same check number would be used on each entry screen if transfer is from a checking account.) This option is used to transfer money from one Bank Account to another Bank Account. Procedure From the ENTER TRANSACTIONS MENU, Type: t (for Transfer) The ENTER TRANSFER MENU is displayed on the monitor. To display the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen, Press <F2> (Function Key 2) The ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen is displayed on the monitor. Posting Date The current date is displayed. (Edit: Type the correct Posting Date) <Enter> Bank Account To The current Bank Account Code is displayed in Transfer FROM the field. Edit: Type the code for the Bank Account you want to transfer money FROM. Code List: Press <F10> to display the Bank Account Code List on your screen. Press <F10> again (or <Esc> (Escape)) to return to the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen. When correct Bank Account Code is displayed on the monitor, press <Enter>. Total Amount Of Type the total amount to be transferred (Do This Transfer not use a decimal point. Include dollars and cents.) <Enter> Note: If the Amount is zero, the transfer will not be recorded. 4-18 Enter Transactions Menu Enter Transfer Check Number Type church check number (if transfer FROM is a church checking account, then next check number for that account is displayed). <Enter> Bank Account To Type Bank Account Code of the Bank Account to Transfer TO transfer the money TO. The current Bank Account Code is displayed. <Enter> Code List: Press <F10> to display Bank Account Code list. Press <F10> (or <Esc> (Escape)) to return to the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen. Comment Type comment regarding this transfer. <Enter> Funds or Budget What Funds or individual Budget Items/Categorie Items/Categories will this transfer of money s Affected between bank accounts affect? The cursor is positioned in the Code field. Code Type the Fund or Budget Item/Category Code the transfer will be recorded and posted to. (The Default Fund Code is displayed.) Example: You transfer $100.00 from the Savings Account to the Checking Account. You want $50.00 to be transferred for the Building Fund (from Savings to Checking) and $50.00 to be transferred for the Organ Fund (Savings to Checking). Edit the Code if necessary. Type correct Code. Code List: Press <F10> to display Fund, Report Grouping and Budget Item/Category Codes. (Use <PgUp> and <PgDn> keys to view complete code list.) Press <F10> again (or <Esc> (Escape)) to return to the ENTER TRANSFER OF MONEY BETWEEN BANK ACCOUNTS screen. When the correct Code is displayed on the screen, press <Enter>. 4-19 Enter Transactions Menu Enter Special Transaction The Description, Type (T) and Amount of the Transfer is automatically displayed to the right of the Code. Note: The Type (T) indicates B (for Budget Item/Category) or F (for Fund). The cursor (blinking underline) is positioned in the Amount field to the right of the Description and the Type (T). If the transfer involves more than the one Budget Item/Category or Fund, edit the Amount. Edit: Press the DEL (Delete) key to erase the amount displayed and/or type the correct amount for this transfer (for this Budget Item/Category or Fund). <Enter> Type the second Fund or Budget Item/Category Code involved in this transfer (if applicable). <Enter> The computer will monitor the Amounts for the Funds and/or Budget Items/Categories affected so they equal the Total Amount of This Transfer. Note: For more than 8 items, you would divide the transfer into two or more sections. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type the correct entry. Record and Post When the information is displayed correctly on Transfer of the monitor, press Ctrl-q (or <Esc>) to record Money Between and post the Transfer and display the ENTER Bank Accounts TRANSFER MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) (or <Esc>) to return to the ENTER TRANSACTIONS MENU screen. ENTER SPECIAL TRANSACTION The Special Transaction option is included to give VIANSOFT(R) the flexibility of 4-20 Enter Transactions Menu Enter Special Transaction Transaction Entry for individual church accounting applications. This Special Transaction option will be used whenever you want to enter transactions that should not be considered income or expenses. The ENTER SPECIAL TRANSACTION is included for special needs of individual congregations. Under most situations, you will be able to record and post Income and Expenses using the Income and Expenses options on the ENTER TRANSACTIONS MENU. Any entries made using the ENTER SPECIAL TRANSACTION screen will not be included on reports as income or expenses. The Special Transaction will appear in a separate section on certain reports or on a separate report (All entries will appear on the Journal). Using the ENTER SPECIAL TRANSACTION screen, you will be able to Add or Subtract money from a Fund or Budget Item/Category within a Bank Account. If the total amount of a Special Transaction is to include more than eight Fund or Budget Item/Category codes, divide the total amount of the Special into two or more entry screens for recording and posting purposes. You would include a comment "Entry 1 of 2" and "Entry 2 of 2" to indicate how the entries are related. Procedure From the ENTER TRANSACTIONS MENU, Type: s (for Special) The SPECIAL ENTRY MENU screen is displayed on the monitor. A warning is displayed at the bottom of the screen that Special Entries will not be included on reports of income or expenses. At the SPECIAL ENTRY MENU, Press <F2> (Function Key 2) 4-21 Enter Transactions Menu Enter Special Transaction Bank Account The Bank Account Code is displayed for the Bank Account you are entering the Special Transaction to at the upper right of the ENTER SPECIAL TRANSACTION screen. Posting Date The current date is displayed. Edit: If you wish to change this date to a previous date, type the date you wish this ENTER SPECIAL TRANSACTION entry to be posted to. <Enter> Amount Type the total amount for this ENTER SPECIAL TRANSACTION entry. (Do not use decimal point. Include dollars and cents.) <Enter> Note: If the amount is zero, the ENTER SPECIAL TRANSACTION will not be recorded. Add To Or Subtract From Bank Account Balance You can add or subtract an amount from the Bank Account balance. To add, press a (for Add) <Enter>. -OR- To subtract, type s (for Subtract) <Enter> Comment Type a comment regarding this ENTER SPECIAL TRANSACTION entry of up to 30 characters. <Enter> Funds or Budget Items/Categories Affected The cursor is positioned at the Code field. Code List: Press <F10> to display the Budget Item/Category and Fund Code List for reference. (Use <PgUp> and <PgDn> keys to view the complete Code List.) Press <F10> again (or <Esc> (Escape)) to return to the ENTER SPECIAL TRANSACTION screen. Type the Budget Item/Category or Fund Code affected. <Enter> 4-22 Enter Transactions Menu Enter Balance Forward The Description, Type (T) and Amount is automatically displayed on the screen. The Amount to the right of the Description and Type (T) is the same as the Total Amount shown near the top of the screen. Edit the amount to the right of the Type (T) if there is more than one Fund or Budget Item/Category affected. Press the DEL (Delete) key to erase the amount displayed and/or type the correct amount. <Enter> Type a second Budget Item/Category or Fund Code affected (if applicable). <Enter> The difference between the Amount shown at the top of the screen and the Amount shown for the first Budget Item/Category is displayed for the second Budget Item/Category Amount. The computer will monitor the entries to be sure the Amounts to the right of the Descriptions equal the Total Amount of the entry displayed at the top of the screen. Note: For more than 8 items, divide the entry into two or more sections using two or more ENTER SPECIAL TRANSACTION screens. Edit: Use the Up and Down Arrow (cursor control) keys to move the cursor to the entry needing correction. Press the DEL (Delete) key. Type the correct entry. Record And Post When the information displayed on the screen SPECIAL is correct, press Ctrl-q (or <Esc>) to record TRANSACTION the SPECIAL TRANSACTION and display the SPECIAL ENTRY MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) (or <Esc>) to return to the ENTER TRANSACTIONS MENU. ENTER BALANCE FORWARD The Balance Forward option is used to do the following: 4-23 Enter Transactions Menu Enter Balance Forward . Enter amounts of money into Funds or Designated Budget Items/Categories (for each Bank Account) during the initial set up of the program. . Enter amounts of money into Funds or Designated Budget Items/Categories (in each Bank Account) once the Bank Account statements have arrived for the last month of the previous year (See Year End Routine). The transaction will be labeled Balance Forward (BF) and will be displayed on appropriate reports. IMPORTANT: To set up a new Posting Information Disk (floppy data disk system), see New Disk option in the Utilities Menu. To set up your Posting Information (Disk or Subdirectory) for the new year, see the Year End Procedure in the General Information section of this manual. If the total amount of a Balance Forward entry is to include more than eight Fund or Budget Item/Category codes, divide the total amount into two or more entry screens for recording and posting purposes. Procedure From the ENTER TRANSACTIONS MENU, Type: b (for Balance Forward) The Balance Forward Entry Menu is displayed on the monitor. Press <F2> (Function Key 2) to display the ENTER BALANCE FORWARD screen. Posting Date The current date is displayed. Edit: If you wish to change this date to a previous date, type the date you wish this Balance Forward entry to be posted to. <Enter> Amount Type the total amount for this BALANCE FORWARD entry. (Do not use decimal point. Include dollars and cents.) <Enter> 4-24 Enter Transactions Menu Enter Balance Forward Note: If the amount is zero, the entry will not be recorded. Balance Forward You can add or subtract Balance Forward Add To or amounts for a Fund or Budget Item/Category. Subtract From (Subtraction allows you to correct an error.) The letter A (for Add) is displayed. To add, press a (for Add) <Enter>. -OR- To subtract, type s (for Subtract) <Enter> Comment Type a comment of up to 30 characters regarding this Balance Forward entry. <Enter> Funds Or Budget Items/Categories Affected The cursor is positioned in the Code field. Code List: Press <F10> to display the Fund, Report Grouping and Budget Item/Category Code List for reference. (Use <PgUp> and <PgDn> keys to view the complete Code List.) Press <F10> again (or <Esc> (Escape)) to return to the ENTER BALANCE FORWARD screen. Type the Fund or Budget Item/Category Code affected. <Enter> The Description, Type (T) and Amount are automatically displayed on the monitor. The Amount to the right of the Description and Type (T) is the same as the Amount shown near the top of the screen. Edit the amount to the right of the Type (T) if there is more than one Fund or Budget Item/Category affected. Edit: Type the correct amount. With the correct amount displayed, press <Enter>. 4-25 Enter Transactions Menu Transactions By Entry Date (Journal) Type other Fund or Budget Item/Category codes affected (if applicable). Note: The difference between the Amount shown at the top of the screen and the Amount for the first Fund or Budget Item/Category is displayed for the second Fund or Budget Item/Category Amount. The computer will monitor the entries to be sure the Amounts to the right of the Descriptions equal the Amount displayed at the top of the screen. The system will not allow you to record and post the entry information until the Amounts are equal. Note: For more than 8 Funds or Budget Items/Categories, divide the entry into two or more sections using two or more Enter Balance Forward screens. Edit: Use Up and Down Arrow (cursor control) keys to move the cursor to the information needing correction. Press the DEL (Delete) key. Type the correct information. Record And Post When the information is displayed on the Balance Forward screen correctly, press Ctrl-q (or <Esc>) to post and record the BALANCE FORWARD entry and display the BALANCE FORWARD ENTRY MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Quit Type q (for Quit) to return to the ENTER TRANSACTIONS MENU. TRANSACTIONS BY ENTRY DATE (JOURNAL) The TRANSACTIONS BY ENTRY DATE report should be printed: . At the end of the session, for all Bank Accounts you have posted to (Journal) . To verify entries made between two dates . To display an incorrect entry's information so that you will be able to 4-26 Enter Transactions Menu Transactions By Entry Date (Journal) make an adjustment (you can print to the screen or printer for reference) . To provide information regarding the entries to determine errors when proving the Bank Account statement . To show an audit trail of entries made over specified dates You will be able to print the report for other Bank Accounts without changing the Bank Account Code at the Main Menu. You will indicate other Bank Account Codes after the report for each Bank Account is printed. Procedure From the ENTRY MENU, Type: l (letter L) (for List) Entry Dates First Date to be Included: The current date is displayed. If the report is to be printed for the current date displayed, just press <Enter>. Edit: You can specify the first Entry date to be included on the report. Type in the date you want this report to begin with, then press <Enter>. Last Date to be Included: If the last date to be included on the report is the current date, just press <Enter>. Edit: You can specify the last Entry date to be included on the report. Type in the date you want this report to end with, then press <Enter>. Floppy Disk: Run the report for dates recorded on the disk. The report cannot span disks. If the first date is not found on the Posting Information Disk in your designated data drive, a message is displayed with the first date on the disk. 4-27 Enter Transactions Menu Transactions By Entry Date (Journal) For multiple disks, run the report for each disk. Hard Disk: You will not be able to span the report over multiple subdirectories. Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Printer), Position paper, then turn on printer. <Enter> Report being generated. If s (for Screen), the TRANSACTIONS BY ENTRY DATE report is printed on the screen. (Type c (for Continue) to display the next page or type q (for Quit). Note: If you end a report before it is complete a message is displayed alerting you that the report is incomplete. Report complete. <Enter> Do you want to print report for another Bank Account? Type: y (for Yes) or n (for No) If y (for Yes), type Bank Account Code for report. Code List: Press <F10> to display list of Bank Account Codes and descriptions. (Press <F10> again to return to change the Bank Account.) Type Bank Account Code. <Enter> Note: The report for the second Bank Account will be generated using the same dates and Output To as the first report. You should print the report for all Bank Accounts with activity during the session by repeating the steps outlined previously. 4-28 Enter Transactions Menu Quit Report The following information is included on the Description TRANSACTIONS BY ENTRY DATE (Journal) report: . Date of the Report . Bank Account (Code) . Report Period Beginning (Date) . Report Period Ending (Date) The following information is listed for each Entry Date listed on the report: . Posting Date . Transaction Type Transaction Type (T) Codes I Income IA Income Adjustment E Expense EA Expense Adjustment TI Transfer In TO Transfer Out S+ Special Transaction (Add) S- Special Transaction (Subtract) BF Balance Forward . Item Code . Check Number (if applicable) . Item Amount (each amount within an entry) . Entry Total (Total Amount for the entry) . Description/Pay To/Comment . Totals for Bal Fwd, Expense (sum of E & EA), Income (sum of I & IA), Special (sum of), Transfer (sum of) . Beginning Balance (for beginning of report) . Total for Report Period (the sum of the transaction for the report (+ and -)) . Ending Balance (at the end of the report period) QUIT To return to the MAIN MENU from the ENTER TRANSACTIONS MENU, Type: q (for Quit) The MAIN MENU is displayed on the monitor. IMPORTANT: To EXIT (Quit) the VIANSOFT(R) Church Treasurer and to update your records on the computer, you must type q (for Quit) from the MAIN MENU. 4-29 REPORTS MENU From the REPORTS MENU, you can print the following (on the screen or to the printer): . Transaction Reports . Expense Reports . Income Report . Adjustment Report . Transfer Report . Special Transactions Report . Budget vs Expenses Report . Income vs Expenses Report . Location Of Funds Report . Bank Account Reports . Code Lists Note: An amount displayed in parentheses on a report is deducted from the Bank Account. To access the REPORTS MENU from the MAIN MENU, Type: r (for Reports). RUNNING A REPORT Before the Report After you select your report from the menu, is Printed one or more of the following questions will appear on the screen. Posting Dates Type the first date to be included on the report (current date or first date from previously printed report is displayed). <Enter> Type last date to be included on the report (current date or last date from previously printed report is displayed). <Enter> Predefined (This is only displayed if a report filter has Report Filter previously been saved) Type number of predefined filter or press <Enter>. Note: If you choose a Predefined Report Filter, you can edit the filter when it is displayed on the screen without changing the filter that is saved. 5-1 Reports Menu Running A Report Report Filter Type a (for ALL) if you wish to include all Funds, Report Groupings and Budget Items/Categories on the report. -OR- Use the Arrow (cursor control) keys to move the cursor to the Fund, Report Grouping or Budget Item/Category you wish to include on the report. Type s (for Select) to select the Fund, Report Grouping or Budget Item/Category (at the cursor position) to be included on the report. (Type s (for Select) again to cancel an individual Fund, Report Grouping or Budget Item/Category Code previously selected.) Note: If you select a Fund first, you will only be able to select Funds and the report will be organized by Fund. If you select a Report Grouping first, you will be able to select Report Groupings and Funds and the report will be organized by Report Grouping. If you select a Budget Item/Category first, you will be able to select any combination of Budget Items/Categories, Report Groupings or Funds to appear on the report and the report will be organized by Budget Item/Categories within Report Groupings. Type r (for Reset) to cancel all Fund, Report Grouping or Budget Items/Categories selected. Use the <PgDn> (Page Down) and <PgUp> (Page Up) keys to view other screens of Fund, Report Grouping or Budget Item/Category Descriptions and Codes. When the report filter is set, press <Enter>. Output To Type: p (for Printer), s (for Screen) or q (for Quit) Note: If s (for Screen), the report is displayed one screen at a time. (Press c 5-2 Reports Menu Running a Report (for Continue) to view the next screen on the monitor.) If p (for Printer), Position paper, then turn on printer. <Enter> After the Report Report complete. <Enter> Is Printed Print Report (Only if you have more than one Bank Account) For Other Bank Accounts Do you want to print report for another Bank Account? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type Bank Account Code to change to (<F10> for Bank Account Code List). When correct Bank Account Code is displayed, press <Enter>. Note: The dates and Output To for the report will be the same as set for the report for the previous Bank Account. You can print the report for as many Bank Accounts as you wish. Save Report (Only if a Report Filter was used.) Filter Save Report Filter? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), type the file code number to save it under. Type a description of the Report Filter. <Enter> Note: You do not have to save the report filter again if you saved it before. If you changed an existing Predefined Report Filter, you can choose not to save it, save the new one under a different code or overwrite an old code. 5-3 Reports Menu Transactions By Item TRANSACTIONS BY ITEM REPORT This report shows the Balance Forward, Income, Expenses, Specials and Transfers for each item within the dates selected for the report for a Bank Account. You can print the TRANSACTIONS BY ITEM report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: a (for Transactions By Item Report) Note: This report can be long so there is an option to print the report for items with activity only. When you see: Print Report for Items Selected On Report Filter A)ll Items W)ith Activity Only Type: a (for All Items selected in filter) -OR- Type: w (for Items With Transaction Activity selected in Report Filter) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The TRANSACTIONS BY ITEM report includes the Description following information: . Date of the Report . Bank Account (Code) 5-4 Reports Menu Transactions By Entry Type . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Dates (beginning and end dates for report) Information for each Fund, Report Grouping and/or Budget Item/Category for Balance Forward, Income, Expenses, Transfers and Special Transactions includes: . Item (Code and Description) . Posting Date . Check Number (if applicable) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Explanation (for checks, payable to) . Sub Total for Report Period (for each Transaction Type - Expenses, Income, Specials, Transfers) . Item Total (includes all Transaction Types for each item) TRANSACTIONS BY ENTRY TYPE REPORT This report is a listing of all transactions of the selected items arranged by Transaction Type - Balance Forward, Expenses, Income, Special, Transfers. Within the Transaction Type, the transactions are arranged by Posting Date for the dates selected. You can print the TRANSACTIONS BY ENTRY TYPE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: b (for Transactions By Entry Type Report) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. 5-5 Reports Menu Transactions By Entry Date (Journal) Report The TRANSACTIONS BY ENTRY TYPE report includes Description the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Dates (beginning and end dates for report) Information for each entry under the Entry Type headings Balance Forward, Income, Expenses, Transfers and Special Transactions includes: . Posting Date . Check Number (if applicable) . Item (Code) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Explanation (for checks, payable to) . Total for Posting Period (for each Entry Type) . Grand Total (Sum of all Transaction Types for the dates specified) TRANSACTIONS BY ENTRY DATE REPORT (JOURNAL) The TRANSACTIONS BY ENTRY DATE report lists the transactions in entry date order (Journal) for the Bank Account. This report is used to verify transaction entries dates (audit trail). This report does not have the Report Filter option. Note: This is the only Report based on Entry date rather than Posting date. From the ENTRY MENU, Type: c (for Transactions By Entry Date) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. 5-6 Reports Menu Expenses By Posting Date Report Description The following information is included on the TRANSACTIONS BY ENTRY DATE (Journal) report for each Entry Date listed on the report: . Date of the Report . Bank Account (Code) . Posting Date . Transaction Type (see Appendix E) . Item Code . Check Number (if applicable) . Item Amount (each amount within an entry) . Entry Total (Total Amount for an entry) . Pay To/Comment . Totals for Bal Fwd, Expense (sum of E & EA), Income (sum of I & IA), Special (sum of), Transfer (sum of) . Beginning Balance (for beginning of report) . Total for Report Period (the sum of the transactions for the report (+ and -)) . Ending Balance (at the end of the report period) This information will appear for all entries posted for the dates specified. EXPENSES BY POSTING DATE REPORT This report lists Expenses and Expense Adjustments arranged by Posting Date. You can print the EXPENSES BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and ending date for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: d (for Expenses By Posting Date Report) For a detailed explanation of the questions preceding the printing of the report, see 5-7 Reports Menu Expenses By Item Running a Report at the beginning of this chapter. Report The EXPENSES BY POSTING DATE report includes Description the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Check Number (if checking account) . Amount . TR TP (Transaction Type: See Appendix E) . Payable To . Comment . Expenses for Posting Period (Total) (This total includes Expenses and Expense Adjustments for the included items for the selected date range only.) EXPENSES BY ITEM REPORT This report lists totals for each item in all Bank Accounts with summary totals for each Report Grouping and Fund. The EXPENSES BY ITEM report is a year-to-date report by item for all Funds, Report Groupings and Budget Items/Categories within all Bank Accounts. For expenses for a particular date range, use Budget vs. Expenses Report. There is no date range option for this report. From the REPORTS MENU, Type: e (for Expenses By Item) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The EXPENSES BY ITEM report includes the Description following information: 5-8 Reports Menu Income By Posting Date . Date of the Report . Funds (Descriptions) . Report Groupings (Descriptions) . Budget Items/Categories (Descriptions) . Amount (for each Budget Item/Category) . Report Grouping Total Expenses . Fund Total Expenses . Grand Total Expenses (year-to-date) (for items indicated) INCOME BY POSTING DATE REPORT This report lists the Income and Income Adjustment Transactions within the dates selected for the items selected for the Bank Account. You can print the INCOME BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORT MENU, Type: f (for Income By Posting Date Report) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The INCOME BY POSTING DATE report includes the Description following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount 5-9 Reports Menu Transfers By Posting Date . TRAN TYPE (Transaction Type: See Appendix E) . Comment . Income for Posting Period (Total) TRANSFERS BY POSTING DATE REPORT This report lists Transfers In (TI) and Transfers Out (TO) Transactions within the dates selected for the items selected for the Bank Account. You can print the TRANSFERS BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: g (for Transfers By Posting Date) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The TRANSFERS BY POSTING DATE report includes Description the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount . TRAN TYPE (Transaction: See Appendix E) . Comment . Total Transfers for Posting Period 5-10 Reports Menu Adjustments By Posting Date ADJUSTMENTS BY POSTING DATE REPORT This report lists the Income Adjustments and Expense Adjustments Transactions within the dates selected for the items selected for the Bank Account. The ADJUSTMENTS BY POSTING DATE report lists only the adjustments made within the specified dates to the specified account. You can print the Adjustment Report by any combination of Fund, Report Grouping or Budget Item/Category. You can set the beginning and end dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: h (Adjustments By Posting Date) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The ADJUSTMENTS BY POSTING DATE report Description includes the following information: . Date of the Report . Bank Account (Code) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Comment . Total Adjustments for Posting Period (This amount is the combined totals for adjustments into and out of the Bank Account.) 5-11 Reports Menu Specials By Posting Date SPECIALS BY POSTING DATE REPORT This report lists the Special Transactions (+ and -) within the dates selected for the items selected for the Bank Account. You can print the SPECIALS BY POSTING DATE report by any combination of Fund, Report Grouping or Budget Item/Category. Note: Special Transactions include Balance Forward. You can set the beginning and ending dates for the report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: i (for Specials By Posting Date) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The SPECIALS BY POSTING DATE report includes Description the following information: . Date of the Report . Bank Account (Code) . Bank Account (Description) . Fund(s), Report Grouping(s) or Budget Items/Categories Included on the Report . Posting Date(s) (beginning and end dates for report) Information for each Posting Date includes: . Item (Description) . Amount . TRAN TYPE (Transaction Type: See Appendix E) . Comment . Total Special Transactions for Posting Period 5-12 Reports Menu Budget Vs Expenses BUDGET VS EXPENSES REPORT This report lists the money designated to each item through Balance Forward, Income and Budget entries. The Amount Available is computed by subtracting Expenses from Balance Forward/Income plus Budget. This report includes all Bank Accounts. It cannot be run for a single Bank Account. The BUDGET VS EXPENSES report can be a year- to-date or date range report (Floppy: Date range must be on the floppy disk). Note: The Budget column reflects the budget for the full year if Year to Date is selected. The Budget column is calculated for the time span included in the report if Date Range is selected. From the REPORTS MENU, Type: j (for Budget vs Expenses Report) Year To Date OR Date Range Type: y (for Year To Date) or d (for Date Range) If d (for Date Range), type: The first posting date to be included. <Enter> The last posting date to be included. <Enter> For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The BUDGET VS EXPENSES report includes the Description following information: . Date of the Report . Fund(s), Report Grouping(s) and Budget Items/Categories Included on the Report . Date Range of the Report 5-13 Reports Menu Income Vs Expenses Information for each entry includes: . Balance Forward/Income . Budget . Expense . Amount Available (Expense subtracted from Bal Fwd/Income plus Budget amount) . Subtotals for each Report Grouping . Fund Totals . Grand Totals INCOME VS EXPENSES REPORT This report lists the Balance Forward, Income and Expense amounts for each item. The item balance is computed by subtracting Expenses from Balance Forward plus Income. This report includes all Bank Accounts. It cannot be run for a single Bank Account. The INCOME VS EXPENSES report can be a year- to-date or date range report. From the REPORTS MENU, Type: k (for Income vs Expenses Report) Year To Date OR Date Range Type: y (for Year To Date) or d (for Date Range) If d (for Date Range), type: The first posting date to be included. <Enter> The last posting date to be included. <Enter> For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The INCOME VS EXPENSES report includes the Description following information: . Date of the Report . Date Range of the Report . Fund (Description) . Report Grouping (Description) 5-14 Reports Menu Location of Funds . Budget Item/Category (Description) . Balance Forward (for Fund and Budget Item/Category) . Income (for Fund and Budget Item/Category) . Expenses (for Fund and Budget Item/Category) . Balance (for Fund and Budget Item/Category) (The Balance is the Expenses subtracted from the Income plus the Balance Forward amount.) . Fund Totals (Bal Fwd, Income, Expenses, Balance) . Totals (for report) Note: An asterisk (*) to the right of an item description indicates that this Fund or Budget Item/Category has money in more than one Bank Account. LOCATION OF FUNDS REPORT This report lists the current location of money for each Fund and Budget Item/Category within all Bank Accounts. It cannot be run for an individual Bank Account. The LOCATION OF FUNDS REPORT includes all Bank Accounts. It is a year-to-date report. From the REPORTS MENU, Type: l (letter L) (for Location Of Funds Report) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The LOCATION OF FUNDS report includes the Description following information: . Date of the Report . Fund (Description) . Report Grouping (Description) . Item (Description) Information about each Fund and Item included: 5-15 Reports Menu Single Bank Account Status . Bank Account Code (all Bank Accounts that contain money for the Fund or for an Item within the Fund) . Amount (in each Bank Account) . Item Total . Fund Total . Summary of Fund (by Bank Account) . Final Fund Total SINGLE BANK ACCOUNT STATUS REPORT This report will summarize the activity for a single bank account for a specified period of time. This report does not have the Report Filter option. You can set the beginning and ending dates of the SINGLE BANK ACCOUNT STATUS report. Floppy Disk: The report dates must be contained on the floppy disk. From the REPORTS MENU, Type: m (for Single Bank Account Status) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The totals will include money from all Funds Description and Budget Items/Categories within the specified Bank Account. The SINGLE BANK ACCOUNT STATUS report includes the following information: . Date of Report . Bank Account (Code) . Report Dates (begin and end date of report) Information for the Bank Account includes: . Beginning Balance . Income for Period . Expenses for Period . Transfers for Period . Special Transactions for Period . Ending Balance 5-16 Reports Menu All Bank Accounts Summary ALL BANK ACCOUNTS SUMMARY REPORT This report displays a year-to-date summary of activity for each Bank Account. For a summary for a particular date range, select Single Bank Account Status Report. The totals will include money from all Funds and Budget Items/Categories within each Bank Account and a Grand Total. From the REPORTS MENU, Type: n (for All Bank Accounts Summary Report) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The ALL BANK ACCOUNTS SUMMARY report includes Description the following information: . Date of the Report Information for each Bank Account includes: . Bank Account (Code and Description) . Balance Forward . Income . Expenses . Transfers . Special . Balance . Totals (Year-to-date) ITEM CODE LIST This list includes the Code number and Description of the Fund with its Report Grouping and Budget Item/Category Codes and Descriptions. This report does not have the Report Filter option. This option prints the same list that is displayed on the screen when you press <F10> to reference a Fund, Report Grouping and Budget Item/Category Code. From the REPORTS MENU, 5-17 Reports Menu Bank Accounts Code List Type: o (for Item Code List) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The ITEM CODE LIST includes the following Description information: . Date of the Report . Fund Code . Fund Description . Report Grouping Code . Report Grouping Description . Budget Item/Category Code . Budget Item/Category Description BANK ACCOUNTS CODE LIST This list includes the Code, Description and Comment for each Bank Account. This prints the same list that is displayed on the screen when you press <F10> to reference a Bank Account Code. From the REPORTS MENU, Type: p (for Bank Accounts Code List) For a detailed explanation of the questions preceding the printing of the report, see Running a Report at the beginning of this chapter. Report The BANK ACCOUNT CODE LIST includes the Description following information: . Date of the Report . Bank Account Code . Bank Account Description . Bank Account Comment QUIT To return to the MAIN MENU, Type: q (for Quit) from the REPORTS MENU. 5-18 DISPLAY/EDIT MENU From the DISPLAY/EDIT MENU you can do the following: . Display . Edit . Add . Delete To the following information: . Budget Item/Category . Report Grouping . Fund . Bank Account . Church Information (display and edit only) Display/Edit When the DISPLAY/EDIT MENU is first displayed Options: at the bottom of the monitor, choose one of the following options by typing the first letter of the option you choose (or <F10> (for Code List)): . F10) Code List . Find . Add . Quit After a Code and its information is displayed on the monitor, choose one of the following options by typing the first letter of the option you choose (or <F10> (for Code List)): . F10) Code List . Find . Edit . Previous (Display Previous Code) . Next (Display Next Code) . Add . Delete . Quit (Return to DISPLAY/EDIT MENU) Note: Edited information or additions made on the screen are included only after you press Ctrl-q (or <Esc>). BUDGET ITEM/CATEGORY DISPLAY/EDIT From the DISPLAY/EDIT MENU, 6-1 Display/Edit Menu Budget Item/Category Type: b (for Budget Item) The BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU is displayed on the monitor. Code List Press <F10> to display a list of Codes for reference. (Use PgDn (Page Down) and PgUp (Page Up) keys if list is more than one screen.) Press <F10> again (or <Esc> (Escape)) to return to the BUDGET ITEM/CATEGORY DISPLAY/EDIT screen. Find Choose this option to locate a Budget Item/Category Code quickly. After typing f (for Find), you will type the Budget Item/Category Code, press <Enter>. (Code List) Press <F10> to view a list of Codes. If the Code you typed cannot be located on the computer (you made a mistake in typing), a message at the bottom of the screen will tell you it is not a Budget Item/Category Code. Type the correct code (you can view the Code List again, if necessary (<F10>)). When the correct Budget Item/Category Code is displayed on the monitor, press <Enter>. Edit Once a Budget Item/Category Code is displayed on the monitor, choose this option to make a correction or change information. Type: e (for Edit) Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. Press the Del (Delete) key to erase the information at the cursor position. (Code List) Press <F10> to view a list of Codes. Type the correct information. 6-2 Display/Edit Menu Budget Item/Category Press Ctrl-q (or <Esc>) when all information is displayed correctly on the monitor. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Previous Once a Budget Item/Category Code is displayed on your screen, choose this option to view the previous Budget Item/Category Code information. Type: p (for Previous) Next Once a Budget Item/Category Code is displayed on your screen, choose this option to view the next Budget Item/Category Code information. Type: n (for Next) Add Choose this option to add a new Budget Item/Category Code. Type: a (for Add) The cursor (blinking underline) is positioned to the right of the words Item Code at the top of the screen. (Code List) Press <F10> to view a list of Codes previously entered. Type the Budget Item/Category Code. <Enter> Type the Description of the Budget Item/Category Code (up to 15 characters, for example: Pastor Salary) <Enter> Type the Amount budgeted for the full year for this Budget Item/Category. (This only applies to budgeted items.) Do not use decimal point. Include dollars and cents. <Enter> Type a comment (up to 30 characters) for the Budget Item/Category Code. <Enter> Type the Report Grouping Code this Budget Item/Category is attached to. <Enter> 6-3 Display/Edit Menu Budget Item/Category The Fund Code the Report Grouping Code is attached to is automatically displayed on the monitor for reference. Note: To leave the screen without entering a Budget Item/Category, set the Budget Item/Category Code to zero before you press Ctrl-q. Edit: Press <Enter> to move the cursor (blinking underline) to the line needing correction. Press the Del (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on your screen, press Ctrl-q (or <Esc>). (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) If you need to Edit this item from this point on, choose the EDIT option from the BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU. To add other Budget Item/Category Codes, choose ADD from the BUDGET ITEM/CATEGORY DISPLAY/EDIT MENU again. Initial Set Up: Type q (for Quit) (or <Esc>) to return to the DISPLAY/EDIT MENU after all Budget Item/Category Codes have been entered from your list. Return to page 1-13. and continue with the set up (Enter Bank Account Information). Delete Once a Budget Item/Category Code is displayed on the monitor, choose this option to delete the Budget Item/Category Code and its information. 6-4 Display/Edit Menu Report Grouping Note: If a Budget Item/Category is active sometime during the year, you will not be able to delete it until the following year. A Budget Item/Category amount that has a designated contribution carried forward to the new year will not be able to be deleted. You can move the money to a different Fund or Budget Item/Category (Income Adjustment). You can edit the Budget Item/Category, change the Code, Description and/or Report Grouping it is attached to if you want to move it out of a specific Report Grouping or Fund. With the Budget Item/Category information displayed on the monitor, Type: d (for Delete) You will be asked if you are sure. Type: y (for Yes) or n (for No) Quit Choose this option to return to the DISPLAY/EDIT MENU. REPORT GROUPING DISPLAY/EDIT From the DISPLAY/EDIT MENU, Type: r (for Report Grouping) The REPORT GROUPING DISPLAY/EDIT MENU is displayed on your monitor. Code List Press <F10> to display a list of Codes for reference. (Use PgDn (Page Down) and PgUp (Page Up) keys if list is more than one screen.) Press <F10> again (or <Esc> (Escape)) to return to REPORT GROUPING DISPLAY/EDIT screen. Find Choose this option to locate a Report Grouping Code quickly. After typing f (for Find), type the Report Grouping Code, press <Enter>. 6-5 Display/Edit Menu Report Grouping (Code List) Press <F10> to view a list of Codes. If the Code you typed cannot be located on the computer (you made a mistake in typing), a message is displayed at the bottom of the monitor. Edit After a Report Grouping Code is displayed on the monitor, choose this option to make a correction or change information. Type: e (for Edit) Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. Press the Del (Delete) key to erase the information at the cursor position. (Code List) Press <F10> to view a list of Codes. Type the correct information. Press Ctrl-q (or <Esc>) when all information is displayed correctly on your screen. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Previous After a Report Grouping Code is displayed on your screen, choose this option to view the previous Report Grouping Code with its information. Type: p (for Previous) Next After a Report Grouping Code is displayed on your screen, choose this option to view the next Report Grouping Code with its information. Type: n (for Next) Add Choose this option when you want to add a new Report Grouping Code. Type: a (for Add) 6-6 Display/Edit Menu Report Grouping The cursor (blinking underline) is positioned to the right of Report Grouping Code. Type the new Report Grouping Code. <Enter> Type the Description of the Report Grouping Code (up to 15 characters, for example: Christmas Music) <Enter> Type a comment of up to 30 characters for the Report Grouping Code. <Enter> Note: To leave the screen without entering a Report Grouping, set the Report Grouping Code to zero before you press Ctrl-q (or <Esc>). Type the Fund Code this Report Grouping is attached to. <Enter> Edit: Press <Enter> to move the cursor (blinking underline) to the line needing correction. Press the Del (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on the monitor, press Ctrl-q (or <Esc>) (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) If you need to Edit this item at this point, the option EDIT from the REPORT GROUPING DISPLAY/EDIT MENU. To add other Report Grouping Codes choose ADD from the REPORT GROUPING DISPLAY/EDIT MENU again. Initial Set Up: Type q (for Quit) to return to the DISPLAY/EDIT MENU after all the Report Grouping Codes have been entered from your list. Return to page 1-12 and continue with 6-7 Display/Edit Menu Fund the set up (Enter Budget Item/Category Information.) Delete After a Report Grouping Code is displayed on your screen, you can choose this option to delete the Report Grouping Code. Note: You can only delete a Report Grouping Code if all Budget Item/Categories under this Report Grouping Code have already been deleted. This is to ensure that you do not delete a Report Grouping Code with Budget Item/Categories attached to it by mistake. You may not want to delete a Report Grouping until after the year-end reports have been printed and the Posting Information files have been set up for the new year. (Code List) Press <F10> to view a list of Codes. Type: d (for Delete) You will be asked if you are sure. If there are Budget Item/Categories attached to the Report Grouping Code you wish to delete, a message will be displayed on the screen. Type: y (for Yes) or n (for No) Quit Choose this option to return to the DISPLAY/EDIT MENU. FUND DISPLAY/EDIT From the DISPLAY/EDIT MENU, Type: f (for Fund) The FUND DISPLAY/EDIT MENU is displayed on the monitor. Code List Press <F10> to display a list of Codes previously entered. (Use PgDn (Page Down) and PgUp (Page Up) keys if list is more than one screen.) Press <F10> again (or <Esc> (Escape)) to return to the FUND DISPLAY/EDIT screen. 6-8 Display/Edit Menu Fund Find Choose this option to locate a Fund Code quickly. After typing f (for Find), you will type the Fund Code, press <Enter>. If the Code you typed cannot be located on the computer (you made a mistake in typing), a message is displayed at the bottom of the screen. Note: New codes and information will not display on the monitor until after you leave the DISPLAY/EDIT MENU. Edit After a Fund Code is displayed on your screen, choose this option to make a correction or change information. Type: e (for Edit) Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. Press the Del (Delete) key to erase the information at the cursor position. (Code List) Press <F10> to view a list of Codes. Type the correct information. Press Ctrl-q (or <Esc>) when all information is displayed correctly on the monitor. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Previous After a Fund Code is displayed on your screen, choose this option to view the previous Fund Code with its information. Type: p (for Previous) Next After a Fund Code is displayed on your screen, choose this option to view the next Fund Code with its information. Type: n (for Next) Add Choose this option to add a new Fund Code. 6-9 Display/Edit Menu Fund Type: a (for Add) The cursor (blinking underline) is positioned to the right of Fund Code. Type a new Fund Code. <Enter> Type the Description of the Fund Code (up to 15 characters, for example, Improvement Fnd) <Enter> Type a comment of up to 30 characters for the Fund Code. Edit: Press <Enter> to move the cursor (blinking underline) to the line needing correction. Press the Del (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on the monitor, press Ctrl-q (or <Esc>). (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Note: To leave the screen without entering a Fund Code, set the code to zero before you press Ctrl-q (or <Esc>). If you need to Edit this item at this point, choose the option EDIT from the FUND DISPLAY/EDIT MENU. To add other Fund Codes choose ADD from the FUND DISPLAY/EDIT MENU again. (Code List) Press <F10> to view a list of Codes. Initial Set Up: Type q (for Quit) to return to the DISPLAY/EDIT MENU after all Fund Codes have been entered from your list. Return to page 1-12 6-10 Display/Edit Menu Bank Account and continue with the set up - Enter Report Grouping Information. Delete After a Fund Code is displayed on your screen, choose this option to delete a Fund Code. Note: You can only delete a Fund Code if all Budget Item/Categories and Report Groupings under this Fund Code have already been deleted. This is to ensure that you do not delete a Fund Code with Budget Item/Categories or Report Groupings attached to it by mistake. The Fund must have no money or any activity for the current fiscal year. Type: d (for Delete) You will be asked if you are sure. Type: y (for Yes) or n (for No) If there are Budget Item/Categories or Report Groupings attached to the Fund Code you wish to delete, a message is displayed on the monitor. Quit Choose this option to return to the DISPLAY/EDIT MENU. BANK ACCOUNT DISPLAY/EDIT There is a maximum of 15 Bank Account Codes that can be entered into the program. You can have 15 separate Bank Accounts (Checking, Savings, Money Market, Stocks, Mutual Fund, etc.). From the DISPLAY/EDIT MENU, Type: a (for Bank Account) The BANK ACCOUNT DISPLAY/EDIT MENU is displayed on the monitor. Code List Press <F10> to display a list of the Bank Account Codes (previous entered) for reference. 6-11 Display/Edit Menu Bank Account Press <F10> again (or <Esc> (Escape)) to return to the BANK ACCOUNT DISPLAY/EDIT screen. Find Choose this option to locate a Bank Account Code quickly. After typing f (for Find), type the Bank Account Code. <Enter> If the Code you typed cannot be located on the computer (you made a mistake in typing), a message is displayed at the bottom of the screen. Edit After a Bank Account Code is displayed on your screen, choose this option to make a correction or change information. Type: e (for Edit) Use the Up and Down Arrow (cursor control) keys to move the cursor to the line you wish to edit. Press the Del (Delete) key to erase the information at the cursor position. (Code List) Press <F10> to view a list of Bank Account Codes. Type the correct information. Press Ctrl-q (or <Esc>) when all information is displayed correctly on the monitor. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Previous After a Bank Account Code is displayed on your screen, choose this option to view the previous Bank Code with its information. Next After a Bank Account Code is displayed on your screen, choose this option to view the next Bank Account Code with its information. Add Choose this option to add a new Bank Account Code and information. 6-12 Display/Edit Menu Bank Account Type: a (for Add) The cursor (blinking underline) is positioned to the right of Bank Account Code. Initial Set Up: Be sure to enter Bank Account Codes in order of activity beginning with the most active (checking account for budget items) to the least active Bank Account). Type the Bank Account Code. <Enter> Type the Description of the Bank Account Code (up to 30 characters). Can be numbers or letters. (Example: Checking - First National Bank) <Enter> Type a comment of up to 30 characters for the Bank Account Code. <Enter> Type Next Check Number (this will only apply to an account that uses checks - leave at zero for accounts without checks). Edit: Press <Enter> to move the cursor (blinking underline) to the line needing correction. Press the Del (Delete) key to erase the information at the cursor position. Type correct information. When all information is displayed correctly on the monitor, press Ctrl-q (or <Esc>). (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) If you need to Edit this item at this point, choose the option EDIT from the BANK ACCOUNT DISPLAY/EDIT MENU. To add other Bank Account Codes choose ADD from the BANK ACCOUNT DISPLAY/EDIT MENU again. 6-13 Display/Edit Menu Church Information Initial Set Up: Type q (for Quit) (or <Esc>) to return to the DISPLAY/EDIT MENU after all Bank Account Codes have been entered from your list. Return to page 1-13. and continue with the set up (Set Bank Account and Fund Default.) Delete After a Bank Account Code is displayed on your screen, choose this option to delete a Bank Account Code. Note: You can only delete a Bank Account Code when there is no money in the Bank Account. You will not be able to delete a Bank Account that has had activity during the year. Type: d (for Delete) If there is money in the Bank Account you are trying to delete, a message will be displayed on the screen. You will be asked if you are sure. Type: y (for Yes) or n (for No) Quit Choose this option to return to the DISPLAY/EDIT MENU. CHURCH INFORMATION DISPLAY/EDIT You will enter your Church Information (name, address, etc.) From the DISPLAY/EDIT MENU, Type: c (for Church Information) The DISPLAY/EDIT CHURCH INFORMATION screen is displayed on the monitor. To edit the information on the screen, press <Enter> to move the cursor (blinking underline) to the line you wish to change. Press the Del (Delete) key to erase the information at the cursor position. 6-14 Display/Edit Menu Church Information Type the correct information. IMPORTANT: Type the church name and address exactly as it is shown on the password slip or invoice from Vian Corporation. (Press Del (Delete) to erase the information on each line before you begin to type your church information.) Church Name Type 1st line church name. <Enter> Type 2nd line church name. <Enter> (for no 2nd line, erase the information displayed, then just press <Enter>) Address Type 1st line church address. <Enter> Type 2nd line church address. <Enter> Type 3rd line church address. <Enter> (for no 3rd line, erase the information displayed, then just press <Enter>) Phone If you type the phone number in this field, it will appear on the reports below the church name and address. Type phone number. <Enter> Color If your computer system has a color monitor, Type: y (for Yes) If your system has black and white, green or amber monitor, Type: n (for No) Data Drive Indicate which drive your Posting Information data will be on: Type: a (for Drive A) Type: b (for Drive B) Type: c (for Drive C) (Hard Disk system) 6-15 Display/Edit Menu Church Information (A Hard Disk system may have the Posting Information data on drive A (a floppy disk) if you choose. The system would then be considered by the program as a floppy system.) You may type the letter corresponding to any valid drive on your system. Initial Set Up: Do not enter Default Bank Account or Default Fund until Funds and Bank Accounts have been added. Press Ctrl-q (or <Esc>) to Quit. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Password Type the PASSWORD you received from Vian Corporation. <Enter> Return to page 1-11 and continue with the set up - Enter Fund Information. Default Bank This should be the Bank Account Code for the Account Code most active Bank Account. This will usually be the most active checking account. When the MAIN MENU is displayed at the start up of the program, this Bank Account Code will be displayed on the screen (Bank Account (Now ________)). The first Bank Account you entered is displayed. If you wish to change the default Bank Account Code displayed, press the Del (Delete) key, then type the new code. Type the Default Bank Account Code of your choice, or just press <Enter>. Note: If you change the Default Bank Account Code, it will be displayed at the Main Menu the next time you start up the system. 6-16 Display/Edit Menu Quit Default Fund Code This should be the Fund Code of the General Operation Fund (the fund from which the expenses for the budget items will be deducted). This Fund Code will appear automatically on the Enter Income and Enter Income Adjustment screen for the 1st Budget Item/Category or Fund. The default Fund code is optional. Type the Default Fund Code (or leave blank). <Enter> Note: If you change the Default Fund Code, the new code will be in effect after you press Ctrl-q (or <Esc>). Quit Press Ctrl-q (or <Esc>) to return to DISPLAY/EDIT MENU. (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) QUIT To return to the MAIN MENU from the DISPLAY/EDIT MENU, Type: q (for Quit) Note: To EXIT the program and update all your records, you must type q (for Quit) (or <Esc>) from the MAIN MENU. 6-17 PROVE BANK STATEMENT Use the Prove Bank Statement option for a Bank Account where you receive a regular statement of transactions that may not include all transactions you have entered into your computer for the time period (as in a checking account with outstanding checks and deposits). If you have the type of Bank Account you can compare the actual amount in the account with the amount in the computer, there is no need to use the Prove Bank Statement option. Use the All Bank Account Summary to display the amount in the computer for the Bank Account in question. The Prove Bank Statement option will assist you when you prove the bank statement for the Bank Account displayed at the MAIN MENU. If the Bank Account Code is not displayed for the statement you wish to prove, you can change the Bank Account Code at the Main Menu. ROUTINE BANK STATEMENT RECONCILIATION 1. Enter all Income, Expenses, Transfers and Special Transactions to date into the computer. Enter any interest for the Bank Account through the Enter Income screen. Include a comment labeling the entry as interest for the statement period. 2. Enter service charges, charge for printing checks, charge for returned checks, etc., for the Bank Account through the Enter Expense screen. Include a comment labeling the entry as a service charge, etc. for the statement period. 3. Print the TRANSACTIONS BY ENTRY DATE (Journal) to include the transactions entered after you proved the last statement to the current date. This report can be selected from the ENTER TRANSACTION MENU (the L)ist) or the REPORTS MENU. You will use this report to help you determine which deposits and checks are outstanding. 7-1 Prove Bank Statement 4. Arrange your checks (if checking account) in numerical order. 5. Arrange the deposit slips in date order. Note: For the first few times you prove the Bank Account statement using this option, you should exit the program (by typing q (for Quit) from the Main Menu) and make a temporary backup of your Posting Information as it is at this time. This is to insure that you can easily redo the Prove Bank Statement if you have a problem. 6. From the MAIN MENU, Type: p (for Prove Bank Statement) The PROVE BANK STATEMENT screen is displayed on the monitor. 7. Have you entered all charges and credits from your bank statement? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), you will next review Outstanding transactions (Deposits and Checks) to determine which are still outstanding (not included on this statement). 8. Review: O)utstanding A)ll Q)uit Type: o (for Outstanding) Each outstanding transaction of Income (deposits), Expenses (checks), Transfers, etc. for this Bank Account is displayed one at a time starting from the oldest outstanding transaction. Determine if each transaction has cleared. A cleared transaction is one of the following: . A transaction that has been processed by the financial institution and is included on the statement. 7-2 Prove Bank Statement . A transaction that will never appear on the statement. Example: A void check with a corresponding expense adjustment, transfer of money from one Fund to another Fund, etc. Note: Each adjustment should have the same status as the transaction associated with it. If you are not sure whether a transaction cleared or not, consult the Journal you printed and the deposit slips and/or checks. Did this transaction clear? (Y)es N)o Q)uit) Type: y (for Yes) or n (for No) or q (for Quit). Note: Remember to include interest and service charges (if applicable) as cleared transactions. 9. Balance on Bank Account Statement. Type ending balance as shown on the statement. <Enter> 10. You will now type the total amount of any outstanding income and/or deposits not on this Posting Information Disk. There are two situations where you may have outstanding income and deposits not included on the disk. The first, when you set up the system initially, if there are outstanding income and deposits prior to the first date you began using the system, the total amount would be entered here. The second, when you set up the disk for the new year (for floppy disk, this would also apply when a new disk is made using New Disk option), the total amount for previously and still outstanding income and deposits would be entered here. 7-3 Prove Bank Statement Type the total amount of outstanding income and deposits not included on this Posting Information Disk. <Enter> 11. You will now type the total amount of any outstanding checks and/or withdrawals not on this Posting Information Disk. There are two situations where you may have outstanding checks and withdrawals not included on the disk. The first, when you set up the system initially, if there are outstanding checks and withdrawals prior to the first date you began using the system, the total amount would be entered here. The second, when you set up the disk for the new year (for floppy disk, this would also apply when a new disk is made using New Disk option), the total amount of previously and still outstanding checks and withdrawals would be entered here. Type the total amount of outstanding checks and withdrawals not on this Posting Information Disk. Edit: Use Up and Down Arrow (cursor control) keys to move the cursor to the line needing correction. Press Del (Delete) to erase the information at the cursor position. Type the correct information. When the information is displayed correctly on the monitor, press Ctrl-q (or Esc). (Hold down the Ctrl (Control) key and press the letter q key, then quickly release both keys.) Output To Type: p (for Printer), s (for Screen) or q (for Quit) If p (for Print), Position paper, then turn on printer. <Enter> Report being generated on printer. 7-4 Prove Bank Statement Report complete. <Enter> The MAIN MENU is displayed on the monitor. Note: Amounts in parenthesis indicate a deduction from the Bank Account. If you accidentally mark a transaction as cleared when it has not, you may review all transactions using the "All" option to correct it. This option will display all transactions starting from the most recent date. It will ask you to indicate whether it has cleared or not. If you would like to review a transaction without changing its status, press <Enter> to display the next transaction. If a transaction is outstanding, it is marked ** OUTSTANDING ** in the upper right of the screen. This will aid in locating the incorrect transaction quickly. When you have made the correction or completed the review of the transactions in question, press q (for Quit) (or Esc) to display the Balance screen where you can continue to prove the statement. Note: If the final total in the computer does not equal the ending balance on the bank statement, a message is displayed with the amount over or under. If you forgot to enter a transaction into the computer and you have begun the Prove Bank Statement option, continue to the end to see if the amount the ending balance is off is equal to the missed transaction. Enter the missing transaction into the Bank Account through the ENTER TRANSACTION MENU, then use the Prove Bank Statement again. This time the only transaction you will have to mark as having cleared is the missing transaction when it is displayed on the screen. If you made any corrections print the Journal again for your records. Report The PROVE BANK STATEMENT report includes the Description following information: . The Date of the Report 7-5 Prove Bank Statement . Bank Account (Code) . Balance on Bank Account Statement . Outstanding Income and Deposits . Outstanding Checks and Withdrawals . Adjusted Balance . Amount Over Or Under (if applicable) 7-6 UTILITIES MENU The Utilities Menu includes the following options: . New Disk (Floppy Data Drive only) . Year End (set up Posting Information Disk or subdirectory for new year) . Repair (for Indexes) . Disk Status . Install (on and off toggle options) . Translate (convert Posting Information to ASCII files with two types of formats) . Quit (return to Main Menu) NEW DISK (FLOPPY DATA DISK ONLY) This option is used only by computer systems using floppy data disks. The New Disk option subtotals each Fund and Budget Item/Category and carries it forward. IMPORTANT: You must have a backup copy of the current Posting Information Disk before you use the New Disk Option. You will be using both the Posting Information Disk and the copy during the New Disk Option. Label the copy "Posting Information Disk #2" and include the current date. When the disk space used on the floppy data disk reaches a certain level, a message is displayed on the monitor to set up a new disk with the New Disk option. At this point, you can check the disk status (See Disk Status on the Utilities Menu) to see how much space there is actually left on the disk. You can then plan when you will execute the New Disk Option. You should try to keep the complete month's record on the same disk, if possible. When you run the reports, the dates (Beginning and Ending dates) for the report must be on the same disk (year-to-date reports are correct from disk to disk). Note: Hard disk systems will not have to use this feature for the disk can store the 8-1 Utilities Menu New Disk (Floppy) entire year's transactions in a single subdirectory. 1. Transactions for all Bank Accounts should be brought up to date. 2. Print a List (Journal) for any transactions just entered. 3. From the Main Menu, select the Prove Bank Statement option. You will not prove the bank statement, but you will use this option to print out a list of outstanding Deposits and Expenses. . Have you entered all charges and credits from your bank statement? Answer yes, type: y . Review: O)utstanding A)ll Q)uit Type: q (for Quit) . Balance on Bank Account Statement: Do not enter any amounts on this screen. Press Ctrl-q (or <Esc>) . Output to: Type: p (for Printer) . Report generated on printer. 4. Start up the program using the current Posting Information disk as you would normally. 5. From the MAIN MENU, Type: u (for Utilities Menu) 6. The UTILITIES MENU is displayed on the monitor. Type: n (for New Disk) 7. A warning is displayed on the monitor. Read the warning and follow the directions. Do you want to continue? (Y/N) 8-2 Utilities Menu Year End Type: y (for Yes) or N (for No). 8. Do you have your OLD Posting Information Disk in your data drive? (Y/N) Type: y (for Yes) or n (for No). If n (for No), put your old Posting Information Disk in the data drive when told to do so. 9. After a few seconds, a beep is heard and a message is displayed at the bottom of the monitor: Put your NEW Posting Information Disk in your data drive now. Press <Enter> to continue. Follow the directions, then press <Enter>. 10. Posting Date For Fund and/or Budget Item/Category amounts brought forward. Today's date is displayed. You may type in a date other than the current date, if desired. Note: The date you type in here is the first date for the new disk. <Enter> 11. The Fund, Report Group and Budget Item/Category name is displayed as it is processed. 12. New Disk complete. <Enter> When the next statement comes from the bank, follow the procedure outlined in the manual (Prove Bank Statement). When proving the statement, check off all the transactions on the list that have cleared. Enter the total of the income and total of the expenses that have not cleared as "Outstanding transactions not on this disk" during the Prove Bank Statement option. Do this for each statement until all checks and deposits from the list have cleared. 8-3 Utilities Menu Year End YEAR END The Year End option is used to set up the Posting Information files for the new church year. The Year End option will carry the amounts of money remaining forward for each Fund and Budget Item/Category (having an amount designated specifically to the Fund or Budget Item/Category) and place it in the computer as a Balance Forward transaction for the new year. It will be automatically labeled Balance Forward (BF). If there has been designated income (donated amount) for a specific budgeted item, the computer will check to see if the amount spent on that item for the year exceeded the budget. If the amount spent exceeded the budgeted amount, the computer will deduct the amount overspent from the designated income amount before carrying it forward for the new year. The computer will deduct from the designated amount beginning from the most active to the least active Bank Account (if there is designated money in more than one Bank Account). Note: Any amount designated in the Special Transaction Type for a Budget Item/Category (or Fund) will be carried over to the new year for the Budget Item/Category (or Fund) under Special Transaction (S+ or S-). Note: There are toggles in the Utilities Menu (in the Install option) you should look at before you run this Year End procedure. 1. Locate the procedure in the General Information section of the manual under the heading Year End Routine. You must progress through the Year End Routine in the General Information section of the manual (page 2-3) before continuing here. 8-4 Utilities Menu Repair 2. Start up the program using the current Posting Information disk (or subdirectory) as you would normally. 3. Floppy and Hard Disk System: From the MAIN MENU, Type: u (for Utilities Menu) 4. The UTILITIES MENU is displayed on the monitor. Type: y (for Year End) 5. The following warning is displayed on the monitor: This procedure will erase the transaction data on this Posting Information Disk or subdirectory. Be sure you have a backup copy before continuing. Do you want to continue? (Y/N) Type: y (for Yes) or N (for No). 6. Posting date for amounts brought forward. Current date shown. (Type previous date if necessary.) <Enter> 7. The Fund, Report Group and Budget Item/Category name is displayed on the monitor as it is processed. Year End complete. <Enter> Return to the Year End Procedure in the General Information section (page 2-6) of this manual. REPAIR MENU The REPAIR MENU is used to repair indices and recalculate amounts when the Posting Information does not appear to be correct. If the recalculation and/or Index repair does not solve the problem, the data on the disk is not usable. You must reconstruct the data from the last good back up. 8-5 Utilities Menu Disk Status This process may take a long time. It is based on the number of transactions Bank Accounts and codes entered on your disk. From the UTILITIES MENU, Type: r (for Repair Menu) The REPAIR MENU is displayed on the monitor. Do you want to continue? (Y/N) Type: y (for Yes) or n (for No). If y (for Yes), Code Index being repaired. Transactions for each Bank Account being repaired. Recalculation of all year to date totals in all Bank Accounts. Repair complete. <Enter> DISK STATUS The DISK STATUS option displays the following disk information: . First and last entry date . First and last posting date . Space available on the disk . The number of transactions for each Bank Account Type: d (for Disk Status) The first and last entry and posting dates are displayed. The space available on the disk is displayed. Press <Enter> to continue. The Bank Account Codes and the number of transactions for each Bank Account are displayed. Press <Enter> to return to the UTILITIES MENU. 8-6 Utilities Menu Install (Toggles) INSTALL (TOGGLES) The INSTALL screen allows you to turn the following options off or on: Use Report Filter ON: You have the option to save the report filter at the conclusion of each report. If report filters have been saved on the disk and the toggle is on, you have the option to use one of the saved report filters. OFF: No reference is made to saving or retrieving report filters. Clear Budget ON: Amounts (Balance Forward for New Year) The Budget amount for each item is set to zero during Year End process. OFF: The Budget amount for each item remains unchanged after Year End process. Clear Designated ON: Income (Balance Forward for New Year) All money is put into the Fund (the Fund At Large). No money will be credited to an individual Budget Item/Category. OFF: Individual Budget Item/Categories with designated income that has not been totally spent, the designated amount left after deducting the amount overspent will be carried forward. If the budget was overspent, the amount overspent will be deducted from the designated amount before the amount is carried forward. 8-7 Utilities Menu Translate If a Budget Item/Category has money in more than one account, it will keep deducting from each account until the amount overspent has been reached. (In the order the Bank Accounts are displayed on the Bank Account Code List.) TRANSLATE MENU Tutorial Mode (floppy disk): Use the Tutorial- Trial Disk to store the Translate information. There must be enough room on your disk to create a file for the translated information. Single Floppy: You can only save the translated information on the A drive (unless you have a RAM disk - refer to your computer manual or dealer). Dual Floppy: Format a new disk before you proceed with the Translate option. You will be instructed on the screen during the procedure to remove the Program Disk from drive A and place a newly formatted disk in drive A. The translated information will be stored on the formatted disk in drive A. (Do not use your program disk to store the translated information.) Hard Disk: You can store the translated information in the subdirectory of your choice or on a formatted floppy in drive A. To store the information on a floppy in drive A, place a newly formatted disk in drive A before you begin the Translate option. You can translate the files to be use by word processor or spread sheet software. 1. From the Utilities Menu, Type: t (for Translate) 2. Type the letters of the items you want included from the list on the screen. 3. Press <Enter> when list is complete. 8-8 Utilities Menu Translate C)odes Y) Entry Type D)escription R)eport Group F)und G) Budgeted Amount B)alance Forward E)xpenses I)ncome T)ransfers S)pecial Transactions M) Comment Your Choice: _______ Note: The file containing the translated information will be arranged in the same order it appears on the choice screen (Codes, Entry Type, etc.). 4. Enter name of file to send to: (Hard disk include path name) The disk drive name and file name to be sent to is displayed on the monitor. A:ITMCODE.ASC__________________________ (Tutorial: Send the translated information to the file name displayed on your screen.) You can edit the name if necessary. <Enter> 5. C)arriage return after each field. Q)uotes around each field and commas between each field. Type: c (for Carriage Return) or q (for Quotes). 6. Information being sent to disk file. Press any key to stop (to stop before end of translation). 8-9 Utilities Menu Quit Field Types: C)odes - Numeric Y) Entry Type - Text D)escription - Text R)eport Group - Numeric F)und - Numeric G) Budgeted Amount - Numeric B)alance Forward - Numeric E)xpenses - Numeric I)ncome - Numeric T)ransfers - Numeric S)pecial Transactions - Numeric M) Comment - Text QUIT Type: q (for Quit) to return to the MAIN MENU. 8-10 SUBDIRECTORY (NOW ________) HARD DISK ONLY To change the subdirectory you are currently working in, from the MAIN MENU, Type: s (for Subdirectory) Type the new subdirectory name (valid DOS name) <Enter> Note: If Church Treasurer files are not in the subdirectory you typed, you will be asked if the files should be created in the new subdirectory. Change subdirectories if you want to view last year's activity that is saved in a separate subdirectory. You can only print reports within one subdirectory at a time. The current subdirectory is displayed at the MAIN MENU. 9-1 SET POSTING INFORMATION DISK NAME (NOW ________) FLOPPY DISK ONLY: The name of the Posting Information Disk (floppy disk) is automatically set to CTDAT (Church Treasurer Data). This is used for the Church Income and Expenses. If there are other church organizations (Sunday School, etc.) with their own Bank Accounts, Funds, Report Groupings and Budget Items/Categories, you will have to use a different set of Posting Information Disks (set up as described in Appendix C) and name them accordingly. To set the floppy disk name for the new Posting Information Disk, from the MAIN MENU, Type: s (for Set) Type the name of the new Posting Information Disk in your data drive (maximum: 8 characters). <Enter> You will know which Posting Information Disk is in you data drive by the Posting Information Disk name displayed at the upper left of the appropriate screens. The current Posting Information Disk name is also displayed at the MAIN MENU. 10-1 CHANGE POSTING INFORMATION DISK (NOW ________) FLOPPY DISK ONLY: To change your Posting Information Disk from the one presently in your data drive, at the MAIN MENU, Type: c (for Change) You are instructed (on the screen) to put the disk you want to use in your data drive. <Enter> The number (and name) of the Posting Information Disk currently in your data drive is displayed at the Main Menu. The number and name of the Posting Information Disk is also displayed on other appropriate screens. 11-1 APPENDIX EDIT INFORMATION Left Arrow Moves cursor left one character at a time. Ctrl and Left Moves cursor left one word at a time. Arrow Right Arrow Moves cursor right one character at a time. Ctrl and Right Moves cursor right one word at a time. Arrow Backspace Moves cursor left one character at a time and erases character. Delete (Del) Erases entire line of characters. Ctrl-g Erases one character. Down Arrow Moves cursor to next field position. Up Arrow Moves cursor to previous field position. ____________________________________________ Edit Words You may insert characters or words into a line. Position the cursor at the insertion point by using a combination of the above commands. Begin to type. The characters or words to the right of the cursor will shift right one space for each character inserted. Edit Numbers To replace old number information with new, position the cursor on the line to be changed. Begin to type. If you type a wrong number, press the BACKSPACE or Del (Delete) key and re-enter the number. If you use the number pad, you must press the shift and Del (Delete) keys. 12-1 Appendix B Update Program UPDATE PROGRAM Single Floppy, Dual Floppy and Hard Disk System: 1. Put the new Tutorial-Trial Disk in drive A. 2. Type: a:install (Press <Enter>) 3. At the First-time User Instruction Screen, press <Enter> 4. Select: Update Program Note: For Single Floppy System, enter the letter A for both SOURCE and DESTINATION. 5. Follow the instructions on the screen. 12-2 Appendix C Dual Floppy Disk Set Up Procedure DUAL FLOPPY DISK SET UP PROCEDURE TAKE YOUR TIME. DO NOT RUSH THROUGH THE SET UP. The following procedure for Set Up System will be done once. Refer to the monitor screen between each step to see how the instruction in the manual compares with the display on the screen. Check off each step as you complete it. Set Up Disks 1. Read the instructions supplied with the computer system on its proper hookup and operation. Follow them carefully. 2. Take 7 new blank disks and label as follows: (Use felt tip marker.) 1. DOS Copy 2. Program Disk 3. Program Disk BACKUP 4. Posting Information Disk 5. Posting Information Disk BACKUP #1 6. Posting Information Disk BACKUP #2 7. Posting Information Disk / ARCHIVE COPY 3. (Do not turn computer system power on.) Put DOS Disk (PC DOS or MS DOS) in drive A (Label side up). Close the door or latch (if 5 1/4" disk). 4. Put blank disk you just labeled DOS Copy in drive B. Always close the door or latch to the disk drive after a disk has been inserted if you are using 5 1/4" disks. 5. Turn computer system power on. (Printer, monitor, then computer.) If your computer system sets the date and time automatically, skip steps 6 and 7. 12-3 Appendix C Dual Floppy Disk Set Up Procedure 6. When disk drives stop, type in the date (m/d/y). <Enter> 7. For the time, press <Enter>. 8. On the screen, you see: A>_ Type: diskcopy a: b: <Enter> 9. Disks are in correct drives. <Enter> 10. Always wait for disk drives to stop before going on to the next step. Copy another? Type: n 11. Remove DOS (original) from drive A. Put it in a safe place. 12. Remove DOS Copy from drive B, and place it in drive A. 13. Put the new blank disk you labeled POSTING INFORMATION DISK in drive B. 14. Type: format b: <Enter> 15. Be sure the disks are in the correct drives. <Enter> 16. Always wait for disk drives to stop. Remove the POSTING INFORMATION DISK from drive B. Format another? Type: n 17. Put the new blank disk you marked PROGRAM DISK in drive B. 18. Type: format b:/s <Enter> 19. Be sure the disks are in the correct drives. <Enter> 20. Always wait for disk drives to stop. Format another? Type: n 21. At the A>, type: copy a:diskcopy.com b: <Enter> 12-4 Appendix C Dual Floppy Disk Set Up Procedure 22. When disk drives stop, remove DOS Copy from drive A. 23. Put the original VIANSOFT(R) Church Treasurer TUTORIAL-TRIAL DISK in drive A. 24. At the A>, type: a:install <Enter> 25. At the First-time User Instruction Screen, press <Enter>. 26. After the installation is completed, remove both disks. Continue with the Set Up VIANSOFT(R) Church Treasurer in the Getting Started section of this manual. 12-5 Appendix D Single Floppy Disk Set Up Procedure SINGLE FLOPPY DISK SET UP PROCEDURE TAKE YOUR TIME. DO NOT RUSH THROUGH THE SET UP. The following procedure for Set Up System will be done once. Refer to the monitor screen between each step to see how the instruction in the manual compares with the display on the screen. Check off each step as you complete it. Set Up Disks 1. Read the instructions supplied with the computer system on its proper hookup and operation. Follow them carefully. 2. Take 5 new blank disks and label as follows: (Use felt tip marker.) 1. DOS Copy 2. Program Disk (with Posting Information) 3. Program Disk (w/Posting Info) BACKUP #1 4. Program Disk (w/Posting Info) BACKUP #2 5. Program Disk (w/Posting Info) ARCHIVE COPY Note: All references to Program Disk or Posting Information Disk will refer to your Program Disk (with Posting Information). 3. (Do not turn computer system power on.) Put DOS Disk (PC DOS or MS DOS) in drive A (Label side up). Close the door or latch, if applicable. Always close the door or latch to the disk drive after a disk has been inserted. 4. Turn computer system power on. (Printer, monitor, then computer.) 12-6 Appendix D Single Floppy Disk Set Up Procedure If your computer system sets the date and time automatically, skip the next two steps. 5. When disk drives stop, type in the date (m/d/y). <Enter> 6. For the time, just press <Enter>. 7. You will now make a copy of the DOS Disk. On the screen, you see: A>_ Refer to Appendix F for Diskcopy instructions. When making the copy of DOS: Your source disk is the original DOS disk. Your target disk is the disk you labeled DOS COPY. 8. Format the Program Disk (w/Posting Information) using the /s option: Put the DOS copy in drive A. Type: format b:/s <Enter> The computer will prompt you to put your Program Disk (Disk B) at the appropriate time. 9. After the format is completed, place the Tutorial-Trial Disk in drive A. Type: a:install <Enter> 10. Select Single Disk System on the Installation Menu. Follow the instructions on the screen. Continue with the Set Up VIANSOFT(R) Church Treasurer in the Getting Started section of this manual. 12-7 Appendix E Transaction Type Codes TRANSACTION TYPE CODES Transaction Type Codes (T, TRAN TYPE, TR TP) I Income IA Income Adjustment E Expense EA Expense Adjustment TI Transfer In TO Transfer Out S+ Special Transaction (Add) S- Special Transaction (Subtract) BF Balance Forward 12-8 Appendix F Diskcopy DISKCOPY 1. Put MS DOS Disk or PC DOS Disk in drive A. (Label side up; close the latch on the disk drive if applicable) 2. Turn system power on. (Always wait for disk drives to stop before going on to the next step.) Skip Steps 3 and 4 if your computer performs them automatically. 3. Type today's date (MM/DD/YY). <Enter> 4. Type time or just press <Enter>. 5. When you see the A> on the screen, Type: diskcopy a: a: <Enter> 6. A message on the monitor reads: Insert source diskette in drive A: Strike any key when ready Note: The messages may vary depending on the version of DOS you are using, but the intent is the same. Follow the instructions on the screen. Remove the DOS disk from drive A (put it back in its protective jacket, if applicable). 7. Place SOURCE disk in drive A. <Enter> 8. A message on the monitor states that the computer is copying the information from the disk. When the disk drive stops, a message on the monitor reads: Insert target diskette in drive A: 12-9 Appendix F Diskcopy Strike any key when ready Remove the SOURCE disk from drive A (put it back in its protective jacket). 9. Take your TARGET disk and place it in drive A. <Enter> Depending on your computer, you may be asked to put your SOURCE disk in drive A again. (Follow the instructions on the screen.) Note: When using a new blank disk, a message may be displayed: Formatting while copying. 10. After the disk drive stops, a message on the monitor is displayed: Copy complete Copy another (Y/N)? Type: y (for Yes) or n (for No). 12-10 Appendix G Alternate Method of Recording and Posting Payroll ALTERNATE METHOD OF RECORDING AND POSTING PAYROLL This method of recording and posting payroll allows the total salary (Gross Pay) to be shown as an expense at the time the net pay check is issued even though the check issued reflects only a portion of the total salary. Set Up Report Set up a Report Group under the General Group and Budget Operating Fund for each employee. Items for Payroll Example: General Operating Fund Pastor Salary (Report Group) Secretary Salary (Report Group) Sexton (Report Group) Under each Report Group, set up Budget Items for Gross Pay and for each deduction to be made from Gross Pay. Example: General Operating Fund Pastor Salary (Report Group) Gross Pay (Budget Item) Federal Withholding (Budget Item) Posting and Example: Recording Procedure for Payroll Pastor's Salary (Gross Pay): $1,000.00 (Federal Withholding): $300.00 Using the previous example of the pastor's salary, at the time the payroll check is issued to the pastor, when the expense is entered into the Church Treasurer, enter the amount of the check ($700.00) for the total amount of the entry. When you indicate Budget Items/Categories to subtract from, enter the Gross Pay ($1,000.00) and enter the Federal Withholding as -300.00. All deductions to Gross Pay are entered as a minus number. 12-11 Appendix G Alternate Method of Recording and Posting Payroll How The Payroll The Transactions By Entry Date (Journal) will Entries Are display the following based on the previous Displayed On example: Reports Pastor's Salary: Gross Pay ($1000.00) Pastor's Salary: Federal W/H $300.00 Entry Total ($700.00) The $300.00 represents the amount included in Gross Pay that has been deducted from the Pastor's salary. The $300.00 is being held (for the Pastor) to be forwarded to the government agency for Federal Withholding at a later date. Note: The amount of the Federal Withholding is deducted from the Budget Item Pastor's Salary:Gross Pay when the payroll check amount is entered in the Church Treasurer. Enter Expense For After you write the check for the Pastor's Deductions Federal Withholding amount, enter the expense in the Church Treasurer for the full amount of the Federal Withholding ($300.00) following the procedure you would to enter normal expenses. How The Payroll Once the Federal Withholding check amount is Entries Are entered in the Church Treasurer, the Budget Displayed On Item/Category GROSS PAY is shown with an Reports expense total of $1,000.00. The Budget Item/Category FEDERAL WITHHOLDING is shown with an expense total of zero. 12-12 INDEX Activities, recording and Church Info posting to a fund 2-7 display/edit 6-14 Adjustment enter 1-11 expense 4-14 Church organizations, recording income 4-7 and posting 2-7 Adjustments by posting date Close down system 2-9 report 5-11 Closing year routine 2-3 All bank accounts summary Code report 5-17 assign number 1-7 Assigning number codes 1-7 default bank account 6-16 Backup 2-9 default bank and fund 1-13 Balance forward default fund 6-17 enter 4-23 Code list Bank Account bank account 5-18 add 6-12 item 5-17 change 3-1 Codes default code 6-16 transaction type 12-8 definition 1-1 Computer delete 6-14 not working 2-22 display/edit 6-11 Computer, set up edit 6-12 VIANSOFT(R) 1-9 find 6-12 Data Disk, change 11-1 information 1-13 Data Not Correct 2-20 set up 1-4 repair menu, Utilities 8-5 set up suggestions 1-3 Date, report 5-1 Bank account code list 5-18 Default Bank code default, set 1-13 bank account code 6-16 Bank statement bank and fund code 1-13 reconciliatiion 7-1 fund code 6-17 Budget Item Disk add 6-3 hard disk set up 1-9 delete 6-4 new floppy data disk 8-1 edit 6-4 status 8-6 find 6-2 Disk space available 8-6 information, enter 1-12 Diskcopy 12-9 set up suggestions 1-3 Display/Edit Budget item, display/edit 6-1 bank account 6-11 Budget Item/Category Budget Item 6-1 definition 1-1 church information 6-14 maximum entered per default bank account screen 4-5 code 6-16 Budget items/Categories fund 6-8 set up 1-6 fund code 6-17 Budget vs expenses report 5-13 overview 6-1 Change bank account 3-1 report grouping 6-5 Change hard disk Dual Floppy subdirectory 9-1 set up 1-10, 12-3 Change Posting Information start up 2-8 Disk 11-1 Edit commands 12-1 I-1 Index Edit commands, basic 2-16 Income End of the year 8-4 adjustment 4-7 End of year routine 2-3 by posting date report 5-9 Enter definition 1-2 bank account enter 4-1 information 1-13 enter in default and other budget item information 1-12 areas 4-4 church information 1-11 enter in default fund 4-4 report grouping enter to date 1-14 information 1-12 enter to other than default Enter Transactions Menu 4-1 fund 4-6 Entry date Income vs expenses report 5-14 last 8-6 Install Toggles Error messages 2-22 Clear designated income Expense on/off 8-7 adjustment 4-14 Report filter on/off 8-7 definition 1-3 Interest enter 4-11 enter enter to date 1-14 Item code list 5-17 Expenses Journal (by entry date) 4-26 by item report 5-8 Key disk, using 2-17 by posting date report 5-7 List Files for word processing 8-8 bank account code 5-18 Filter item code 5-17 predefined report 5-1 Location of funds report 5-15 report 5-2 Main Menu, selecting save report 5-3 options 2-1 Floppy disk, backup 2-12 Menu Fund repair 8-5 add 6-9 translate 8-8 code default 1-13 utilities 8-1 default code 6-17 Messages, error 2-22 definition 1-1 Monthly bank statement 7-1 delete 6-11 New disk (floppy data disk display/edit 6-8 only) 8-1 edit 6-9 Non-monetary assets 2-19 enter information 1-11 Not working, computer 2-22 find 6-9 Number codes, assign 1-7 maximum entered per Payroll, posting and screen 4-5 recording 12-11 recording and posting church Posting activities 2-7 disk Name (floppy only), set up 1-5 Set 10-1 set up suggestions 1-3 for church organizations 2-7 Hard disk routine, normal 2-2 backup 2-10 Posting date restore backup 2-11 last 8-6 set up 1-9 Posting Information Disk, start up 2-8 change 11-1 subdirectory change 9-1 Program, update 12-2 How To Begin 1-1 Prove bank statement 7-1 I-2 Index Recalculate amounts 8-5 see Report 4-26 Reconcile bank statement 7-1 Restore backup to hard Record and post to date 1-14 disk 2-11 Recording Selecting options, main church activities 2-7 menu 2-1 for church organizations 2-7 Set routine, normal 2-2 Posting Disk Name (floppy Repair file index 8-5 only) 10-1 Repair menu 8-5 Set up Report bank accounts 1-4 adjustments by posting budget items/categories 1-6 date 5-11 computer files 1-9 all bank accounts dual floppy 1-10, 12-3 summary 5-17 funds 1-5 budget vs expenses 5-13 hard disk 1-9 expenses by item 5-8 report groupings 1-6 expenses by posting date 5-7 single floppy 1-10 filter 5-2 suggestions 1-3 income by posting date 5-9 Set up, single floppy 12-6 income vs expenses 5-14 Shutdown, improper 2-20 location of funds 5-15 Single bank account status multiple bank accounts 5-3 report 5-16 output to 5-2 Single drive, start up 2-8 Posting dates 5-1 Single Floppy, set up 1-10, predefined filter 5-1 12-6 Running 5-1 Special transactions save filter 5-3 enter 4-21 single bank account Specials by posting date status 5-16 report 5-12 specials by posting Start up VIANSOFT(R) 2-8 date 5-12 Status Transaction by item 5-4 disk 8-6 transactions by entry date Subdirectory (journal) 5-6 change hard disk 9-1 transactions by entry Transaction type 5-5 type codes 12-8 transfers by posting Transaction by item report 5-4 date 5-10 Transactions Report filter 5-2 balance forward 4-23 Report Grouping by bank account 8-6 add 6-6 by entry date report definition 1-1 (journal) 5-6 delete 6-8 by entry type report 5-5 display/edit 6-5 enter expense edit 6-6 adjustment 4-14 enter information 1-12 enter expenses 4-11 find 6-5 enter income 4-1 set up 1-6 enter income to default set up suggestions 1-3 fund 4-4 Reports enter income to default fund menu 5-1 and other areas 4-4 I-3 Index enter interest 4-1 enter menu 4-1 enter special 4-21 enter transfer 4-17 income adjustment 4-7 income to other than default fund 4-6 Transactions by entry date, report 4-26 Transfer bank account to bank account 4-17 Transfers by posting date report 5-10 Translate menu 8-8 Troubleshooting 2-20 Update program 12-2 Utilities Menu 8-1 Wordprocessing files 8-8 Year End 8-4 Year end routine 2-3 NOTE: The printed copy of the VianSoft(R) Church Treasurer Entry Sheet will be found on the last page of the perfect bound copy of the manual you receive after registration. I-4