Business Heaven/Business Heaven.iso/spredsht/mym2qkn/mym2qkn.doc

Text File | 1993-09-11 | 16KB | 439 lines

                    M Y M 2 Q K N    version 2.01

A Utility to convert data from Managing Your Money v7.1 or higher to
     Quicken v4.0 or higher as well as Quicken for Windows.

Written by Charles E. Jackson, III, CPA.
COPYRIGHT, November, 1992, April, 1993, September, 1993
- MAY BE DISTRIBUTED WITHOUT PERMISSION, BUT MAY  N O T  BE SOLD
  WITHOUT PERMISSION.

This program is shareware.  If you find the program useful,  I hope
you will register with me.  I believe a fee of $10 to $15 is appropri
ate,  although anything is appreciated (I don't want to make money,
just cover my CI$ bill).   Let your  conscience  and  the  amount of
effort it saved you be  your  guide.

You may register by sending your name, address, COMPUSERVE number (and
fee) to:

     Charles E. Jackson, III, CPA
     121 Lafayette Circle
     West Monroe, LA 71291

I will be glad to provide assistance or answer questions.  My phone
number is [phone] (W) and [phone] (H), my COMPUSERVE
number is 73020,2645.  I'm sorry, but I cannot return long-distance
calls except on a collect basis.

PLEASE NOTE:  If you can't get this program to work on your machine,
but really want to move to Quicken, I'm will try to convert your
data on my machine.  Same "shareware" basis; send a data disk to the
address above.  For faster turnaround, some have zipped their files
and sent them via CI$ mail.  No fee unless you are satisfied with the
result.

Thanks...


P.S.  There should be a total of 8 pages in this documentation file
      with instructions for operating the program.



                    The Conversion Process

Overview

This program is designed to take a text data file produced by the
MYM  7.x or higher report generator and convert it into a QIF
(Quicken  Interface  File) in the format specified by the Quicken
manual  for importing data.   While text data files for the accounts
can all be  produced  during one MYM session,  it is important to
have  a separate  file for each MYM account and to convert them one
at a time.

The QIF file is imported into Quicken.   Quicken for DOS prompts the
user to  set up new categories (MYM budget categories) as they are
encountered during conversion.  Quicken for Windows 1.0 does not auto-
matically prompt for new categories;  you should print out the file
"error.txt" created during conversion and use it to identify catego-
ries to be created.  You may also need to review MYM to identify other
categories to be added in advance.  After you have created those cate-
gories, proceed to import the QIF file into Quicken.

After  importing the data for all accounts,  go into Quicken  and
cleanup category names, setup subaccounts and classes, and gener-
ally finish configuring Quicken.

This program can be used to convert any MYM money accounts (cash,
non-cash, credit card, CMA) to Quicken.  It cannot convert the port-
folio portion of CMA accounts at the present time.

Note that because of the significant changes in the MYM report generator
made in V9.0, several additional manual steps may be needed, most notably
the need to manually convert any transfers to or from the MYM account
being converted.

As an accomodation to the CA-Simply Money program, the conversion also allows
bypassing of allocations and generates an appropriate warning.

















                              Page 2

Preparing the Input Files (MYM Version 7.1 - 8.x)

1.  Get into Managing Your Money, Money Menu and into the report
    generator for the money accounts (enter "G")

2.  Enter the desired date range, leave payee and memo selection empty
    NOTE: if you have already begun to enter transaction manually in
          Quicken, this allows you to mechanically convert the rest of
          the transactions

3.  Select the money account to be converted
      - F6 "Select Money Accounts"
      - F7 "Erase All"
      - "X" the one you want to convert
      - F10 "Save selection and back up"

4.  Choose F10 "Account/Transaction Reports"
      - Make note of how many transaction are selected for
        later conversion verification
      - F9 "Sort transactions by  D A T E"
      - F10 "Specify report layout"

          Priority            Order        Title As      Totals

          Date                  1          Note:          N
          Amount In             2            delete
          Amount Out            3              all
          Check Number          4              titles
          Payee/Payor           5                         N
          Account               0                         N
          Account Number


          Print addresses   YES
          Print allocations YES
          Print memos       YES


      - F4 "Print"
           - Select "disk", enter a filename, select "123" format
      - F4 "Print"

At this point Managing Your Money will produce a file on your disk us-
ing the name you specified.  Note that if you do not specify a drive
and path, MYM will default into its own directory or a 1-2-3 directory
if you have specified one.







                              Page 3

Preparing the Input Files (MYM Version 9.0)

1.  Get into Managing Your Money, Money Menu, Financial reports and
    then into the report generator.

2.  Create a report from one of the templates.  The format should be
    as follows:

Fields:             Width  Totals
Date                   10  No
Tx total IN            13
Tx total OUT           13
Check Number            7  No
Payee/Payor            25  No
Budget Allocation Amt  15
Category:Subcategory   20  No
Category Type           7  No

Memo   Yes             Cents  Yes              Page Brks  No
Addresses  Yes         Legend? No              Tx?  Detail lines


2.  Select F7 - Select Filters

    Enter the desired date range, leave payee and memo selection empty
    NOTE: if you have already begun to enter transaction manually in
          Quicken, this allows you to mechanically convert the rest of
          the transactions
    Select the money account to be converted
      - F10 "Save selection and back up"

4.  Choose F10 Print report
      - Make note of how many transaction are selected for
        later conversion verification
      - Select "disk", enter a filename, select "123" format
      - F10 "Print"

At this point Managing Your Money will produce a file on your disk us-
ing the name you specified.  Note that if you do not specify a drive
and path, MYM will default into its own directory or a 1-2-3 directory
if you have specified one.








                              Page 4

Preparing the Input Files (continued)

If you have followed these steps correctly, you should have a text
file that can be printed on a printer, and it will look like this:

(MYM VERSION 7.1 - 8.x)

"" ,"" ,"" ,"" ,""
"1/2/1991" ,"" ,10.00 ,1181 ,"William Ober"
               10.00, "Books & Magazines", "Expense"

"1/2/1991" ,"" ,840.00 ,1180 ,"Fleet Mortgage"
               724.75, "Mortgage: Interest", "Expense"
               33.78, "Mortgage: Prin XX", "Expense"
               23.13, "Taxes: Real Estate", "Expense"
               58.34, "Insurance: Home/Liab", "Expense"

"1/3/1991" ,"" ,167.99 ,1 ,"Equitable - DI GJ"
               167.99, "Insurance: DI", "Expense"

"1/3/1991" ,1300.00 ,"" ,"" ,"Hibernia - T/54-30-0533-9"
     "Transferred by ATM from account #54-30-0533-9"




(MYM VERSION 9.x)

"","","","","","","",""
"1/8/1992","",100.00,"","cash",-100.00,"TRF/Cash Acct     XX","Income"

"1/9/1992","",60.00,"","cash",-60.00,"TRF/Cash Acct     XX","Income"
"","","","","","","","","cash w/d"
"1/9/1992",126.95,"","","ac",126.95,"ClientCosts Advanced","Income"

"1/13/1992","",40.00,"","cash",-40.00,"TRF/Cash Acct     XX","Income"
"","","","","","","","","cash w/d"
"1/15/1992","",55.11,"","TCI Cablevision of WA",-55.11,"Cable TV","Expense"
"","","","","Seattle Office"
"","","","","1140 N. 94th Street"
"","","","","Seattle, WA  98103"

"1/16/1992","",45.63,4089,"Crown Books",-45.63,"Education","Expense"

Note that because of a quirk in the MYM 9.0 report generator, there will
usually be a blank line between records UNLESS the transaction contains
a memo.



If you wish, you can repeat the steps described above at this time and
prepare the input files for all of your MYM accounts.  BE SURE to
specify a different report file each time.  You want a separate text
data file for each MYM account.


                              Page 5

Translating the Data Files

Execute the program MYM2QKN for each data file you have created.  The
program requires 2 parameters: an input file, and an output file.  For
example:

MYM2QKN d:\quicken4\mymdata1 d:\quicken4\import01.qif

Be sure to specify a different output file for each input file you
process.

Note the following:

1.  You need to specify full file paths unless the files are in the
    same directory as the conversion program.  If you gave your files
    an extension, that must also be specified.  While Quicken does not
    require a "QIF" file extension on the converted file, it is pro-
    bably a good idea from a documentation standpoint.

2.  The program will give you an error if you fail to specify both
    parameters or if the input file cannot be found.

3.  If the output file already exists, you will be given the option
    to erase it.  If you choose not to overwrite, the program will
    terminate and you will have to either rename the existing file or
    execute using a different output filename.

4.  The characters ":" and "/" have special meanings in Quicken.  The
    program edits each MYM category name and replaces any of these
    characters it finds with a "*" and a "@" respectively.  A message
    is printed in the error file to this effect.  Note that only the
    first occurrence of this character is replaced in each transaction.

5.  Quicken limits category names to 15 characters in length.  The
    program edits each MYM category name and truncates to 15 char-
    acters if necessary.

6.  The program places any messages into a file called "errfile.txt" in
    the default directory.  THIS FILE IS OVERWRITTEN EVERY TIME THE
    PROGRAM IS RUN, so it should be reviewed and printed out immed-
    iately after each execution.  If it does accidently get over-
    written, simply rerun the program using the proper input and out-
    put files (you'll have to say "Y" to overwrite the output file.

7.  Quicken will only support 1 memo line.  This program will translate
    up to 10 lines from MYM in anticipation of the day Quicken will
    support more.  Multi-line memos may have to be manually corrected.

8.  The program give you a reminder after every 25 txns processed.
    It will also report the total number of allocation records processed
    BE SURE TO COMPARE THE FINAL RECORD COUNT WITH THE TRANSACTION
    TOTAL YOU RECORDED IN  M Y M.





                              Page 6

Importing into Quicken

Once the files are translated, you are ready to import them into
Quicken.  Start Quicken and go to the Account Setup window.  Make sure
that each of the Accounts you plan to load have been created.  If you
are loading from the beginning of the year, or the day you opened an
account, use that account balance and date as your beginning.

1.  Go to the Register Screen.

2.  F2 Acct/Print"
       - Select option 6 Import data
       - Specify the file you wish to load into Quicken
       - Special handling should not apply ("N")

3.  Quicken for DOS automatically prompts you to set up any category
    it doesn't already have on file.  The first records on the first
    file will all kick up, but gradually they all get entered and the
    process picks up speed.  You clean up category names later.  BE
    SURE TO COMPARE THE FINAL RECORD COUNT WITH THE TRANSACTION TOTAL
    YOU RECORDED IN  M Y M.

4.  Select the next Quicken account to be loaded and repeat steps
    1 - 3 above.

5.  After all files are converted, go into category maintenance and
    make any changes necessary.  Quicken will globally change all af-
    fected transactions.

6.  Reconcile the accounts, AND AWAY YOU GO!!!





SPECIAL NOTE:  Quicken 1.0 for Windows DOES NOT automatically prompt to
    create new categories.  After converting the MYM file, print the
    file "errfile.txt".  Go into Quicken and create categories to match
    any that were renamed.  You will also need to make sure that any
    MYM categories that were not renamed also have been setup in
    Quicken.  Later versions of QFW do not have this problem.

SPECIAL NOTE FOR MYM V9.0

The new format for the report writer does not allow you to generate
a file detail allocation transaction unless the txn has at least a
portion allocated to a category.  MYM does not allow transfers between
MONEY accounts to be allocated to a category.  Thus, no inter acct
transfers can be automatically converted.

To easily identify these transfers, create an MYM report that identifies
only the date, check number, payor, txn in, and txn out fields.  Select
filters, budget categories, and erase all choices.  Then select ONLY
"NOT ALLOCATED" for income and for expense.  Run this report and print
the results.  This should show you your transfers. Enter them manually
into your Quicken account.

                              Page 7


SPECIAL NOTE FOR CA-SIMPLY MONEY

The inital release of CASM, while allowing import in the QIF format, does
not handle txns with multiple allocations.  To accomodate this, MYM2QKN
asks if you wish to bypass allocations.  If you answer yes, txns with
multiple allocations are created with a single category record.  A warning
is placed in the error file to allow you to make a manual correction.



Trouble-shooting Tips


This program was written in Turbo Pascal 7.0.  It was compiled to run
on any 80286 machine or better, without a math coprocessor.

(1) Try running without parameters and see is you get an error message

(2) Try running with a non-existent input file and see if you get an
error message.

(3) Print your input file and compare it to the example on page 5
above.  The MYM report generator can sometimes include bogus or scram-
bled records, although the new validation routines should reduce the
amount present.  If you find some, delete them out of the input file
using any standard text editor.



Note that a double quote (") in a payor/payee, memo or address field
may cause problems... the MYM 123 report generator uses that as a de-
limiter, so I have to as well.  Commas (,) could conceivably cause a
similar problem, but I've not been able to prove it.




D I S C L A I M E R

While  every effort has been made to adequately test and  bullet-
proof this product, it is possible that problems may still occur.
I  can  not accept any responsibility for inaccuracies which  may
occur during conversion,  nor can I accept responsibility for any
other  interactions which may occur on your machine or its files,
programs,  and  data as a result of configuration or other incom-
patibilities.   I  will  try to provide reasonable assistance  in
correcting any program bugs which are brought to my attention.

There  is  NO  SUBSTITUTE for good  controls  during  conversion.
Match  your MYM register for the account being converted  against
the Quicken register after conversion.


This is the end of the documentation file.


                              Page 8