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1988-10-17
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$$$ $$$
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$$$ $$$
$$$ $$$
$$$ $$$
$$$ John MacEvoy's $$$
$$$ $$$
$$$ C A S H T R A C $$$
$$$ (R) $$$
$$$ $$$
$$$ Personal Finance Manager $$$
$$$ Version 6.08 $$$
$$$ $$$
$$$ $$$
$$$ $$$
$$$ Column One, Inc. $$$
$$$ P.O. Box 2607 $$$
$$$ Gaithersburg, MD 20879 $$$
$$$ $$$
$$$ $$$
$$$ Electronic Mail: 703-941-2386 or $$$
$$$ 703-941-5934 $$$
$$$ (24-Hour User Support) $$$
$$$ $$$
$$$ Program Order Line: 301-948-9599 $$$
$$$ $$$
$$$ ----====||====---- $$$
$$$ October 1988 $$$
$$$ $$$
$$$ $$$
$$$ $$$
$$$ $$$
$$$ $$$
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$$$ $$$
$$$ $$$
$$$ $$$
$$$ Manual written by $$$
$$$ $$$
$$$ John MacEvoy $$$
$$$ Lynn Gilley $$$
$$$ $$$
$$$ $$$
$$$ $$$
$$$ Copyright (c) 1987, 1988 Column One, Inc. All rights reserved. $$$
$$$ $$$
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10/17/88 CashTrac 6.08 Page [ii]
____________________________________________________________________
Table of Contents
-----------------
1.0 INTRODUCTION ............................................1
1.1 PLEASE READ THIS! ..................................1
1.1.1 Version 6 Enhancements ......................2
1.1.2 General Program Features ....................2
1.2 LICENSE ............................................3
1.3 WARRANTY AND LIMITATION OF LIABILITY: ..............4
1.3.1 Program Warranty ............................4
1.3.2 Disk Warranty ..............................5
1.3.3 Limitation of Remedies ......................5
1.4 CUSTOMER SUPPORT ...................................6
1.5 HARDWARE REQUIREMENTS ..............................7
2.0 INITIAL OPERATION .......................................8
2.1 CONVENTIONS ........................................8
2.2 GETTING STARTED ....................................8
2.2.1 Making an AUTOEXEC.BAT file .................8
2.2.2 Hard Disk Installation ......................9
2.2.3 Floppy Disk Installation ....................9
2.2.4 Loading Sample Purchase Groups .............10
2.3 SETTING THE DEFAULT CONFIGURATION .................11
2.3.1 Hard Disk Configuration ....................11
2.3.2 Floppy Disk Configuration ..................11
2.3.3 Setting the Default Configuration ..........11
2.3.4 Converting Old CT or PFM Data to New Format 13
2.4 RUNNING THE PROGRAM ...............................14
2.4.1 Starting CashTrac ..........................14
2.4.2 Key Assignments ............................16
2.4.3 Data Entry Considerations ..................17
2.4.4 The CashTrac-6 Program Structure ...........17
2.4.5 Initial Housekeeping .......................19
2.4.6 Menu Screens ...............................20
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10/17/88 CashTrac 6.08 Page
[iii]
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2.5 THE HELP SCREENS ..................................20
2.6 THE CALCULATOR ....................................21
3.0 THE CHECKING ACCOUNT ...................................22
3.1 ENTERING NEW CHECKS, CASH PURCHASES, ETC. .........22
3.1.1 Checking Transaction Types ................23
3.1.2 Mandatory and Optional Data ...............23
3.1.3 Valid Data Values .........................24
3.1.4 Entering Checking Data, General ...........24
3.1.5 Duplicating Entries .......................24
3.1.6 Entering Memos ............................24
3.1.7 Splitting Entries .........................24
3.1.8 Selecting Checks For Printing .............25
3.1.9 Sending Entries to Other Accounts .........25
3.1.10 Using the Credit Transaction ..............25
3.1.11 On-Screen Balance .........................25
3.1.12 Setting Up Budgets ........................25
3.1.13 Voiding Checks ............................26
3.2 UNPAID BILLS ......................................26
3.2.1 Entering Unpaid Bills ......................26
3.2.2 Paying Unpaid Bills ........................27
3.3 CHANGING ENTRIES ..................................27
3.3.1 Searching for Checking Records .............27
3.3.2 Changing Checking Records ..................28
3.4 DELETING ENTRIES ..................................28
3.4.1 Deleting One Record ........................28
3.4.2 Deleting an Entire Checking Account ........28
3.4.3 Deleting Batches of Checking Records .......29
3.5 PRINTING REPORTS ..................................29
3.5.1 The Check Register Report ..................29
3.5.2 Account Activity Summary Report ............29
3.5.3 Unpaid Bills Report ........................30
3.5.4 Monthly Budget Report ......................30
3.5.5 Yearly Budget Report .......................30
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10/17/88 CashTrac 6.08 Page [iv]
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3.6 BALANCING THE CHECKING ACCOUNT ....................31
3.7 CHANGING THE ACTIVE CHECKING ACCOUNT OR NAME ......32
3.8 THE CHECK WRITER ..................................32
3.8.1 Running the Check Writer ...................32
4.0 THE SAVINGS AND INVESTMENT ACCOUNTS ....................33
4.1 ENTERING INVESTMENT DATA ..........................33
4.1.1 Investment Transaction Types ...............33
4.1.2 Mandatory and Optional Data ................34
4.1.3 Valid Data Values ..........................34
4.1.4 Entering Investment Data, General ..........34
4.1.5 Duplicating Entries ........................35
4.2 CHANGING ENTRIES ..................................36
4.3 DELETING ENTRIES ..................................36
4.4 PRINTING INVESTMENT REPORTS .......................36
4.4.1 The Account Statement ......................36
4.4.2 The Account Activity Summary Report ........36
4.4.3 Summary of All Accounts ....................37
5.0 PROGRAM UTILITIES ......................................38
5.1 SORTING FILES BY DATE .............................38
5.1.1 Sorting Checking Files .....................38
5.1.2 Sorting the Investment Files ...............38
5.1.3 Packing the Unpaid Bills File ..............38
5.2 INVESTMENT ACCOUNT AND PURCHASE GROUP NAMES .......39
5.2.1 Adding New Names ...........................39
5.2.2 Changing Names .............................39
5.2.3 Deleting Names .............................39
5.2.4 Inserting Names ............................40
5.2.5 Displaying Names ...........................40
5.2.6 Renumbering Groups/Accounts ................40
5.3 IDENTIFYING THE DATA DISK .........................40
5.4 SET CHECKING ACCOUNT MINIMUM BALANCE WARNING ......41
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10/17/88 CashTrac 6.08 Page [v]
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6.0 DOS PORTAL .............................................42
6.1 CHANGE DATA DRIVE .................................42
6.2 CHANGE SYSTEM DRIVE ...............................42
6.3 DATA DISK DIRECTORY ...............................42
6.4 SYSTEM DISK DIRECTORY .............................42
6.5 TEMPORARY EXIT TO DOS .............................43
7.0 IMPORT, EXPORT AND TRANSFER OF DATA ....................44
7.1 IMPORTING DATA ....................................44
7.2 EXPORTING DATA ....................................44
7.3 TRANSFERRING DATA .................................44
8.0 GRAPHING AND UTILITIES PROGRAM .........................45
9.0 TROUBLESHOOTING ........................................46
9.1 REPORTING PROBLEMS ................................46
9.2 LEVELS OF ERROR MESSAGES ..........................46
9.3 SECOND LEVEL ERRORS ...............................47
9.4 THIRD LEVEL ERRORS ................................49
9.5 MISCELLANEOUS PROBLEMS ............................49
10.0 MISCELLANEOUS .........................................51
10.1 CT6 FILE DESCRIPTIONS ...........................51
10.2 PROGRAM SPEED ...................................52
10.3 EXITING THE PROGRAM .............................52
10.4 KEEPING BACKUPS .................................53
10.5 MAKING ADDITIONAL DATA DISKS ....................53
10.6 A NOTE FROM THE PROGRAM AUTHOR ..................53
11.0 PROGRAM SPECIFICATIONS ................................54
User Registration Form ......................................55
____________________________________________________________________
10/17/88 CashTrac 6.08 Page [1]
____________________________________________________________________
1.0 INTRODUCTION
1.1 PLEASE READ THIS!
CashTrac, version 6, is a major update of CashTrac version 5.15
and the TELEWARE Personal Finance Manager, and accepts data entered
using all prior CashTrac/Personal Finance Manager programs.
Paragraph 2.1 contains the necessary information to configure the
program properly and begin operation and should be followed closely.
Section 2.3.4 of this manual discusses how to convert old data to
the new format automatically.
The END key now replaces the ENTER key to enter a full screen of
data and continue.
Error 7 will result from not altering your boot disk to run
CashTrac. See section 2.2.1.
If your program fails to run properly, we have found that most
problems are, in order of frequency, the result of failure to follow
the setup instructions, damage in transit, or conflicts with memory
resident utility programs. Please refer to Troubleshooting, section
9.0 for assistance or see Customer Support, section 1.4 below for
information on how to get new copies of CashTrac from us.
The shareware version of CashTrac-6 is the complete main CashTrac
program. IT IS NOT A LIMITED DEMO PROGRAM. A companion graphing
and utilities program and a fully-indexed printed manual are also
available. Please see section 1.4 below for registration
information. This manual discusses features of both the main
CashTrac program and the companion Graphing and Utilities (G&U)
program, which is available to registered users, therefore not every
feature described in this manual is present in the shareware
program.
Version 6.08 accepts data from all earlier versions of
CashTrac/Personal Finance Manager. Data from version 6.08 CAN NOT
BE READ BY EARLIER VERSIONS, but it is fully compatible with the
commercial version of 6.08 and planned future versions 7. Data
files used with version 6.08 should not be used later with any older
version. Data run with version 6.08 and then any pre-6.08 version
may appear to be lost. If so, see Troubleshooting, section 9.0 for
the recovery procedure.
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10/17/88 CashTrac 6.08 Page [2]
____________________________________________________________________
1.1.1 Version 6 Enhancements (over version 5.15):
- Pop-up calculator (Use Ctrl-F10).
- Fast direct screen writing on most screens.
- Split Checking entries into an unlimited number of sub-
transactions.
- The cRedit transaction now is the opposite of a cash Purchase.
- New Opening Balance transaction.
- Add one-line memos to checking transactions.
- Monthly budgets or any-time-period budgets.
- Six digit check numbers.
- Track investments by dollars and dollars per share.
- Four types of investment interest and dividends.
- Enhanced record searching features.
- Sort routine handles 32,700 records or to the limit of memory.
- DOS path support.
- Perform DOS commands from CashTrac.
- Reports: there are many enhancements.
Change form length, lines/page, headings, etc.
Print any record type from any account.
Printer setup command capability.
Budget and Purchase Summary are now one report.
Print by check number or date.
Expanded investment performance and summary reports.
- Online help files. Use Alt-F10.
* Six-color monochrome compatible graphing.
* Check writer, configurable to any check style.
* Spreadsheet/database data export and import feature.
Note: features marked with an * are available only to
registered users.
1.1.2 General Program Features
CashTrac is a flexible personal finance management program
designed to keep investment and checking records in a familiar
checkbook register format, not in spreadsheet or accounting ledger
format. The general features of the program are:
- Sixteen separate Checking Accounts to record all checking
account transactions including major cash purchases. Checking
Accounts may also be assigned to credit cards.
- An Unpaid Bills function to store one-time-only, monthly, or
yearly recurring bills and nag when they fall due. Bills are
automatically entered in the checking file when paid.
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10/17/88 CashTrac 6.08 Page [3]
____________________________________________________________________
- An Investment and Savings account program that tracks and
reports the performance of up to 255 investment accounts.
- Flexible report features including tax-deductible purchase
reports for any time period to cope with the IRS.
- Monthly or "other" time period budget reports to show how much
was spent in any of 255 user-defined budget areas (Purchase
Groups) such as food, computers, etc.
* Investment and Checking account bar-chart style graphing, in
color, compatible with all monitor types, and capable of
printing graphs to disk in a format compatible with most word
processor text files.
* A check printer capable of supporting most common form-feed
check styles.
* Data interface to send data to and receive data from most
spreadsheet and data base programs.
(* = registered users only).
CashTrac-6 is fully compatible with data files made with past
versions. Data entered with pre-version 6 programs must be
converted using the Configuration program provided.
1.2 LICENSE
CashTrac is available as either a commercial program for sale or
a shareware program for trial use before purchase. The commercial
program contains the registered user's serial number on the opening
logo screen.
This license applies to both the CashTrac version 6 shareware
and commercial programs. The shareware program comprises the files
CASHTRAC.EXE, CONFIG.EXE, CHELP.CT6, and CT6DOC.TXT (CT6DOC.SQZ) or
the same files if their names have been changed by users in
violation of this license. The shareware version of CASHTRAC.EXE
has the words SHAREWARE VERSION on the opening screen. The
commercial program comprises the files CASHTRAC.EXE, CONFIG.EXE,
CHELP.CT6, CT6.DOC, CTGRAF.EXE, and GHELP.CT6 or the same files if
their names have been changed by users in violation of this license.
The commercial version of CASHTRAC.EXE has a serial number in the
base of the column on the opening screen.
____________________________________________________________________
10/17/88 CashTrac 6.08 Page [4]
____________________________________________________________________
CashTrac-6 is copyrighted by Column One, Inc., and is protected
by copyright, trademark and trade secret law. Column One hereby
grants users limited license to copy the above identified CashTrac-6
shareware program files and give them to third parties for their
use, but Column One does not relinquish the right to:
a. Modify the programs, documentation, or the file names in any
way,
b. Sell or trade the program for money or any valuable
consideration, except for a nominal charge for postage,
handling, and materials,
c. Remove reference to the program name, the author or the
program trademark in the program or in this documentation.
Column One also hereby grants purchasers of the commercial
program limited license to make copies for their own use on one
computer at any one time. This license does not include the right
to make more than one copy for use on more than one machine at any
one time unless purchasers abide by the multiple copy agreement.
Violation of the above limited license may result in prosecution
under Title 17 of the U.S. Code and local trade secret acts. Column
One will seek the remedies permitted under the respective statutes.
1.2.3 Trademark
CashTrac is a federally registered trademark owned by John
MacEvoy and licensed to Column One, Inc. John MacEvoy and Column
One, Inc. have been distributing programs under the CashTrac
trademark since July 1985. The name closely resembles that of a
later program (CashTrack) issued by SubLogic Corp. There is no
connection between the companies or the programs.
1.3 WARRANTY AND LIMITATION OF LIABILITY:
1.3.1 Program Warranty
The programs CashTrac-6 SHAREWARE and CashTrac-6 COMMERCIAL are
provided AS IS with no warranties express or implied including the
warranties of:
____________________________________________________________________
10/17/88 CashTrac 6.08 Page [5]
____________________________________________________________________
M E R C H A N T A B I L I T Y
and
FITNESS FOR A PARTICULAR PURPOSE.
SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES, SO
THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. THIS WARRANTY GIVES YOU
SPECIFIC LEGAL RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY
FROM STATE TO STATE.
1.3.2 Disk Warranty
Disks sold by Column One directly to purchasers are warranted to
be free of defects for a period of 60 days from receipt of the disks
by the purchaser. If the purchaser returns the defective disks to
Column One within 60 days, the disk and CashTrac-6 programs on that
disk will be replaced free of charge.
1.3.3 Limitation of Remedies
Column One's entire liability and the purchaser's exclusive
remedy shall be the replacement of any defective diskettes as
specified in section 1.3.2, Disk Warranty, above.
If Column One is unable to deliver a disk free of material
defects, the purchaser is entitled to a refund of the purchase price
upon return of the defective materials, including any purchased
manuals along with a signed statement that all copies of the program
in the purchaser's possession have been destroyed.
UNDER NO CIRCUMSTANCES IS COLUMN ONE, INC., LIABLE
FOR ANY DAMAGES INCLUDING LOST PROFITS, LOST INCOME,
OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING
OUT OF THE USE OR FAILURE OF CashTrac-6 PROGRAMS,
EVEN IF COLUMN ONE, INC., HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH DAMAGES.
SOME STATES DO NOT ALLOW THE LIMITATION OR EXCLUSION
OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES,
THEREFORE THE ABOVE LIMITATION OR EXCLUSION OF
REMEDIES MAY NOT APPLY TO YOU.
____________________________________________________________________
10/17/88 CashTrac 6.08 Page [6]
____________________________________________________________________
1.4 CUSTOMER SUPPORT
"WHAT WILL I GET IF I REGISTER?"
CashTrac is not free software. You have already received a
program that was very expensive and time consuming to produce, and
continues to demand a large effort by the author and staff. If you
continue to use CashTrac beyond a reasonable trial period, we trust
you will purchase the program. Even though you may have paid a
shareware software distributor a small fee for disks and mailing,
this does not cover any of our operating costs. We ask you to
please register so that we may continue to provide you with user
support and high quality program updates.
CashTrac purchasers from dealers or directly from Column One who
pay for and register their programs according to the registration
form at the end of this instruction manual will be provided with:
a. The graphing and utilities program which includes graphing for
monochrome and graphics monitors, spreadsheet and data base
interface, batch transfer and delete options, and check
printer.
b. Program update notices whenever major program revisions are
available. Users not responding to two consecutive mailings
may be removed from the mailing list.
c. Program updates at a nominal cost (presently $19 with or $10
without a printed manual--subject to price change).
d. Replacement programs at $10 for those who either receive bad
copies from third parties or somehow damage their only copy.
e. A fully-indexed, 8 1/2 x 11, spiral-bound manual complete with
detailed examples. (May be purchased separately.)
f. Additional access time to the customer support electronic mail
system (bulletin board system, or BBS). This is a 24-hour, 7-
day-per-week computerized mail and file transfer system based
on the TCOMM BBS program written by The CommSoft Group.
Callers may send messages to and receive messages from the
author or other users.
There are also several hundred shareware programs available
from the BBS AT THE 703-941-5934 NUMBER ONLY. This is a good
____________________________________________________________________
10/17/88 CashTrac 6.08 Page [7]
____________________________________________________________________
source of inexpensive and hard-to-find software, and is open
to all callers.
When calling for the first time, registered users should leave
a message to Lynn Gilley or John MacEvoy requesting a higher
access level. Please also leave your program serial number
(located in the base of the column on the CashTrac-6 logo
screen).
Electronic Mail System Communication Parameters:
300, 1200, or 2400 baud
No parity, 8 data bits, 1 stop bit (IBM PC & compatibles)
Even parity, 7 data bits, 1 stop bit (Non-compatibles)
g. Users may write directly to the program author (John MacEvoy)
care of Column One, Inc., P.O. Box 2607, Gaithersburg, MD
20879. We request that non-paying customers include stamped,
self-addressed envelopes for replies.
h. Registered users may receive customer support over the Column
One voice line at 301-948-9599. No support will be provided
without a program serial (registration) number.
1.5 HARDWARE REQUIREMENTS
CashTrac-6 is designed to run on MS DOS computers with at least
256Kb RAM, two double density (362Kb) floppy disk drives, or one
floppy disk drive and a hard disk, either a color graphics or
monochrome display, and DOS 2.0 or higher.
Graphs will print on all types of monitors including monochrome
and on printers that support the complete IBM character set.
____________________________________________________________________
10/17/88 CashTrac 6.08 Page [8]
____________________________________________________________________
2.0 INITIAL OPERATION
2.1 CONVENTIONS
a. <C/R> means "press the Return or the Enter key."
b. F10 key refers to the single key marked F10.
c. Alt-F10 means to hold the Alt key and strike the F10 key.
Don't hold the F10 key! The same is true for Ctrl-F10.
2.2 GETTING STARTED
2.2.1 Making an AUTOEXEC.BAT file
An entry must be made in the AUTOEXEC.BAT file (which either
resides or must be created on your boot disk). Your DOS manual
explains the purpose of the AUTOEXEC.BAT file.
If your boot disk or hard disk already has an AUTOEXEC.BAT file,
use your word processor or DOS editor (EDLIN) to alter the file to
include the following line PRIOR TO ANY LINES THAT LOAD MEMORY
RESIDENT PROGRAMS:
SET CT6=X (no spaces between the CT6, =, or X)
If your boot disk has no AUTOEXEC.BAT file, put your boot disk in
the default drive (or change hard disk directories to the root
directory) and type:
COPY CON AUTOEXEC.BAT <C/R>
SET CT6=X <C/R>
Ctrl-Z <C/R> (or the F6 key)
If all went well, you just copied (COPY) from the console (CON)
the line "SET CT6=X" to the file named AUTOEXEC.BAT.
This operation simply reserves some scratch space in the DOS
environment and will not affect the operation of any other programs.
If it is loaded after memory resident programs, or is loaded
incorrectly, an "ERROR 7 OUT OF MEMORY" error can occur.
____________________________________________________________________
10/17/88 CashTrac 6.08 Page [9]
____________________________________________________________________
2.2.2 Hard Disk Installation
a. If you do not have a subdirectory on your hard disk for the
CashTrac-6 program and data, use the MKDIR command (see DOS
manual) to create one. If you are already using CashTrac-5.15
or an earlier version of the Personal Finance Manager, you may
continue to use the same subdirectory. For example, to make a
new subdirectory named FINANCE, type:
MKDIR C:\FINANCE <C/R>
Note: Do not bury CashTrac-6 data in sub-directories below
subdirectories. This slows down data access speeds.
b. Copy all files from the distribution diskettes (System Disks)
from your A: or B: floppy drive to your selected subdirectory.
You may omit the documentation file.
If your subdirectory name on the hard disk is FINANCE, then
the correct command to copy files from the A: floppy drive to
the FINANCE subdirectory is:
COPY A:*.* C:\FINANCE
Refer to your DOS manual if you need additional instructions
regarding file copying. Proceed to paragraph 2.2.4.
2.2.3 Floppy Disk Installation
Shareware program users will not have the graphing and utilities
program and therefore need only make one system disk, below.
a. Format two new diskettes as system disks using the FORMAT /S
command. (See your DOS manual for details). Label these
disks "SYSTEM DISK 1, MAIN AND CONFIGURATION PROGRAMS" and
"SYSTEM DISK 2, GRAPHING AND UTILITIES PROGRAM".
b. Format another new diskette as a "data" disk (do not use the
/S option with the FORMAT command).
Note: The following steps assume that your machine is turned
on, has been "booted" from your DOS diskette, and the default
drive is the A: drive (i.e., the prompt is currently A>).
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10/17/88 CashTrac 6.08 Page [10]
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c. Put the distribution disk marked SYSTEM DISK 1 in drive A:.
Put the newly formatted disk marked SYSTEM DISK 1 (your
working disk) in drive B:.
d. Copy three files from A: to B: with the commands:
COPY A:CASHTRAC.EXE B: <C/R>
COPY A:CHELP.CT6 B: <C/R>
COPY A:CONFIG.EXE B: <C/R>
e. Commercial program users: put the distribution disk marked
SYSTEM DISK 2 in drive A:. Put the newly formatted disk
marked SYSTEM DISK 2 (your working disk) in drive B:.
f. Commercial program users: copy two files from A: to B: with
the commands:
COPY A:CTGRAF.EXE B: <C/R>
COPY A:GHELP.CT6 B: <C/R>
COPY A:CHEKFORM.CT6 B: <C/R>
***********************************************
* DO NOT WRITE PROTECT YOUR NEW SYSTEM DISKS! *
* (Error 54 will result) *
***********************************************
2.2.4 Loading Sample Purchase Groups
There are two sample Purchase Group files on your system disk 1
distribution disk. Section 2.4.5 discusses Purchase Groups and
these files in more detail. If you would like to use the sample
files (they are recommended, and may be altered or removed later if
you would like to make your own personal files), then put the SYSTEM
DISK 1 distribution disk in drive A: and copy 6GROUP1.DAT and
6GROUP2.DAT to your CashTrac-6 data disk or hard disk CashTrac-6
data subdirectory.
Put the CashTrac distribution disks in a safe place. They should
not be used unless your newly created working disks become damaged.
System disks 1 (and 2) are now your new working disks.
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10/17/88 CashTrac 6.08 Page [11]
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2.3 SETTING THE DEFAULT CONFIGURATION
This step sets the default colors (or highlighting for monochrome
and composite monitors), tells CashTrac-6 where to find its system
and data files, sets the printer port, and specifies the default
checking account.
2.3.1 Hard Disk Configuration
a. Users with CashTrac or Personal Finance Manager data from
versions prior to version 6 should back up their current data
on a floppy disk or another subdirectory prior to proceeding.
b. Make the C: drive the default drive and the directory
containing CashTrac-6 the default subdirectory. If the
subdirectory is named FINANCE, the commands would be:
C: <C/R>
CD \FINANCE <C/R>
c. Proceed to paragraph 2.3.3.
2.3.2 Floppy Disk Configuration
a. Put System disk 1 in drive A:.
b. Put your new blank data disk in drive B:.
2.3.3 Setting the Default Configuration
This step runs the configuration program (CONFIG.EXE) to set
default colors, drives and paths, accounts, and the desired printer
port.
a. Type: CONFIG <C/R>
The configuration program should load. If it does not, do a
directory (DIR) and verify that CONFIG.EXE is on your default
disk. If it is not, then repeat the steps from 2.2 to find
your mistake.
If you receive an error other than BAD COMMAND OR FILE NAME
(which means the file does not exist on the default directory)
then refer to the troubleshooting guide.
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10/17/88 CashTrac 6.08 Page [12]
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b. Select option 1 (use F1, or 1 <C/R>, or 1 End Key.
Background color numbers are listed across the top of the
color table. Foreground color numbers appear in the table
against the background.
Monochrome and composite monitors will work well with the
default colors. Experiment or press the End key to continue
to the next screen. Numbers not in the table are not
accepted. Press the End key to continue.
c. Suggested defaults: Floppy disks Hard disks
System drive\path A: C:\FINANCE
Data drive\path B: C:\FINANCE
Printer Port 1 1
Checking Account 1 1
The system drive\path is where the following files must be
located: CASHTRAC.EXE, CHELP.CT6, CONFIG.EXE, CTGRAF.EXE,
GHELP.CT6. (The graphing and utilities program and associated
help file, CTGRAF.EXE and GHELP.CT6, are provided only upon
registration.) Floppy disk users will not be able to put all
these files on one disk, and if the configuration procedure
was followed faithfully, the files are separated on two system
disks. CashTrac-6 will expect the System drive for floppy
disks to be A:.
d. Press the End key to save the configuration on System disk 1
or the hard disk. The configuration file is named CONFIG.CT6.
It resides on the system floppy disk, or default directory for
hard disks.
Commercial program floppy disk users must also copy CONFIG.CT6
from System Disk 1 to System disk 2.
**************************************************************
* FLOPPY DISK USERS SHOULD NEVER CHANGE SYSTEM DISKS WITHOUT *
* EXITING TO DOS UNLESS CashTrac-6 SPECIFICALLY PROMPTS FOR *
* A DISK CHANGE. FAILURE TO FOLLOW THIS RULE COULD CAUSE *
* DOS TO CLOSE FILES ON THE WRONG DISK OR RUIN THE DIRECTORY.*
**************************************************************
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2.3.4 Converting Old CashTrac or Personal Finance Manager
Data to New Format
Data stored with versions of Personal Finance Manager or CashTrac
prior to version 6 must be converted to the new CashTrac-6 format
prior to use in CashTrac-6. This is done with option 3 from the
configuration program menu. First time users may skip to section
2.4.
All cRedits in the old checking accounts will be converted to
Deposits assigned to Purchase Groups. This has no effect on your
account balance since both transaction types were performing the
same purpose. The function of the cRedit transaction is different
in CashTrac-6. Please refer to Checking Account data entry, section
3.0 below, for a detailed explanation. The next check number on the
data entry screen will be 2781. Reset it to whatever the correct
number should be.
All Rollover dividend/Interest transactions in the old Investment
File will be converted to Interest (reinvested) transactions in the
new file.
a. Prior to running this option, make a backup of your existing
data. You should always keep data backups during normal
operation. Never rely on one floppy or hard disk copy of data
whether running CashTrac-6 or any other program. Disks fail
and there are some nasty DOS bugs known to eat disk
directories.
b. Initial conditions:
1. Old CashTrac data exists on any hard disk subdirectory
(FINANCE, for example) or floppy disk. Adequate space must
exist on the floppy or subdirectory for the new data. New
data files will require 1.55 times the space occupied by
the old files. Files may be split up among several disks
and converted in groups if necessary.
2. CONFIG is running. The A: drive is the default for
floppies or C:\FINANCE is the default for hard disks.
Again FINANCE is being used for example purposes. Any
valid name may be used.
c. Floppy users, put the new blank data disk in drive B: and put
the backup of the old data in drive A:.
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d. Select option 3 on the main configuration menu.
Select the drive\path containing the old data. This would be
A: (floppy disks) or C:\FINANCE (hard disks).
Select the drive\path to hold the new data. This would be B:
(floppies) or C:\FINANCE (hard disks).
Press the End key to begin the process. If errors occur, such
as running out of disk space, the process may be repeated as
many times as necessary by splitting up data files among more
than one disk. Old data is not erased. New files are created
having the same names as the old data files but preceded by a
6 (ex., CHECK1.DAT becomes 6CHECK1.DAT).
Eventually, you may erase the old data, but not until verifying
that the conversion process worked. This completes the
configuration. Floppy disk users, remember to put a copy of
CONFIG.CT6 on System Disk 2 if you have not yet done so. See
paragraph 2.3.3.
2.4 RUNNING THE PROGRAM
2.4.1 Starting CashTrac
a. Make sure that System Disk 1 is in drive A: and the new data
disk is in drive B: (floppy users), or C:\FINANCE is the
default subdirectory (hard disks).
Note: CASHTRAC.EXE, CHELP.CT6, CONFIG.EXE, COMMAND.COM, and
CONFIG.CT6 must reside on System Disk 1, and CTGRAF.EXE,
GHELP.CT6, COMMAND.COM, and CONFIG.CT6 must reside on System
Disk 2 for the program to function properly. After the
configuration and installation, all these files should be
present. COMMAND.COM is a file from your DOS disk that should
have been copied to your system disks automatically during the
format process.
b. If the Configuration program is still running, press Esc to
run CashTrac, or exit to DOS and type CASHTRAC.
CashTrac-6 uses fast screen printing that bypasses normal DOS
screen printing routines. Some "compatible" computers may not
be able to cope with the fast printing, in which case the
first screen will have a message in the upper left corner
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instructing you to press Esc twice and then exit. If this
occurs, start CashTrac-6 with the command:
CASHTRAC D <C/R>
to use the (much slower) standard DOS screen printing.
c. If CASHTRAC can not find the configuration file (CONFIG.CT6)
it will display a message to that effect. At this point,
either enter the location (drive\path) of CONFIG.CT6 (if it
exists) or press Esc to install the internal configuration
(monochrome, system and data drive\path is the default
drive\path).
d. The opening screen will present the Column One address and
electronic mail number, and will say "SHAREWARE VERSION" below
the CashTrac name if it is the shareware version. The
commercial version of CashTrac-6 will have a serial number in
the base of the column. This number is embedded in the
program, cannot be removed by most mortals without damaging
the program, and is registered to the legal owner.
Press any key to go to the Main Menu. The following paragraph
describes cursor controls and general data input information.
There are major improvements over prior CashTrac-6/Personal
Finance Manager versions that you may wish to learn about by
reading further.
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2.4.2 Key Assignments
a. Keypad
Cursor up one field (or right if there's no up to go to).
|
+------+------+------+
| 7 | 8 | 9 |
| Home | (up) | PgUp | --- Page up, reports
+------+------+------+
| 4 | 5 | 6 | --- Ctrl-right arrow to jump right by one field
|(left)| |(rght)| --- Right arrow to move right by one character
+------+------+------+
| 1 | 2 | 3 |
| End |(down)| PgDn | --- Page down, reports
+------+------+------+
| |
| | Cursor down one field (or left if there's no down to go to)
| |
| AT ANY POINT ON THE SCREEN enters all data and continues to the
| next screen.
|
Left Arrow and Ctrl-left arrow perform the same function as the right
arrow and Ctrl-right arrow, but to the left.
b. Other Keys
The Enter (return) key acts as a cursor down key except on the
last field, where it acts as the End key and enters all screen data
to be processed.
Ins and Del do not function.
Alt-F10 calls the context-specific Help screens.
Ctrl-F10 calls the calculator. Esc returns to normal operation.
Function keys F1-F9 select menu options. Menu options may also
be selected by typing the option number and the Enter key ( i.e., 1
<C/R>).
Esc escapes from any screen without performing any function. It
also moves to the next higher menu.
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2.4.3 Data Entry Considerations
All numeric entries should be positive. Do not enter negative
numbers unless specified by the documentation.
Do not use punctuation other than a decimal point in numeric
entries. The following examples show valid and invalid entries and
the actual data stored by the program:
Screen Entry Data as stored
10001.01 10001.01
$10001.01 0.00
10,001.01 10.00
10 1.01 101.01
CashTrac-6 reads to the first invalid character and quits, hence
the 0.00 after the $ sign, and the 10 prior to the comma. In the
last example, CashTrac-6 puts the two valid amounts together because
no invalid character separates them.
Data entries are validated when the End key is pressed or when
the <C/R> is pressed on the last data field. If an error is
discovered, an error message will appear at the bottom of the screen
and the cursor will return to the field in error.
Any data initially highlighted by the cursor will be taken as
data for that field. To correct mistakes, type over existing data
or use the space bar to erase data.
2.4.4 The CashTrac-6 Program Structure
CashTrac-6 comprises 3 programs, 2 documentation files, 2 help
files, and numerous data files. See section 10.1 for information on
file names, descriptions, and uses. Please do not attempt to edit
these files.
When installed, both CashTrac-6 programs (CASHTRAC.EXE and
CONFIG.EXE) may be run from the respective main menus of the other
programs. Registered users may also run CTGRAF.EXE from the
commercial version menu. Put the disk containing the program in the
system drive PRIOR to running the menu option. Each program will
also run as a stand-alone program by putting the proper disk in the
default drive and typing the program name.
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Note: Make sure there is a configuration file (CONFIG.CT6) on
each system disk when running the program from multiple disks or
the program will revert to its internal configuration.
The Program Menu Structure:
MAIN MENU SUBMENU
========= =======
| 1 Enter new data
| 2 Change & display data
| 3 Delete entries
1 Checking Accounts ----| 4 Print reports
| 5 Balance checkbook
| 6 Pay bills
| 7 Change account or name
| 8 Check writer >>> runs CTGRAF.EXE
| 9 Program utilities >>> Main Menu, #3
| 1 Enter new data
| 2 Change & display data
2 Investment Accounts---| 3 Delete data
| 4 Investment reports
| 5 Program utilities >>> Main Menu, #3
| 1 Sort checking account
| 2 Sort investment account | 1 Add new name
| 3 Pack unpaid bills | 2 Change name
3 Program Utilities-----| 4 Purchase group names ----| 3 Delete name
| 5 Investment account names-| 4 Insert name
| 6 Identify data disk | 5 Display names
| 7 Minimum balance flag | 6 Renumber
| 8 Recover data
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10/17/88 CashTrac 6.08 Page [19]
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| 1 Graph checking data
| 2 Graph investment data
| 3 Import data
| 4 Export data | 1 Print batch checks
4 Graphing & Utilities--| 5 Transfer data | 2 Print selected cks
Runs CTGRAF.EXE | 6 DOS Portal (see 6 below) | 3 Print Test
(Registered user | 7 Check writer ------------| 4 Check configur'n
version only) | 8 Exit to DOS | 5 Graphing menu
| Esc to run CashTrac (goes to main menu)
| 1 Set colors, drives, ports, and accounts
| 2 Set drives, ports, and accounts only
5 Configuration---------| 3 Convert old data to new format
| 4 Exit to DOS
| Esc to run CashTrac (goes to main menu)
| 1 Change data drive
| 2 Change system drive
6 DOS Portal------------| 3 Data disk directory
| 4 System disk directory
| 5 Temporary exit to DOS
| (Type EXIT to return)
7 Program Exit----------| Saves all data, goes to DOS
****************************************************************
* Use the Esc key to jump from lower menus to higher menus *
* or from the configuration or graph to the main program menu. *
****************************************************************
****************************************************************
* Floppy diskers: When going from program to program via menu *
* selections, select the option to run the other program, then *
* when prompted, put the disk with the other program in drive *
* A: and press any key to continue. *
****************************************************************
2.4.5 Initial Housekeeping
CashTrac-6 stores checking expenditures in budget or expenditure
categories called "Purchase Groups," such as food, clothing,
telephone, mortgage, MasterCard, etc. Investments are stored by
Investment Account names. Your disk comes with two sets of sample
Purchase Groups compliments of Jon Holcombe, an attorney in
Syracuse, N.Y. The groups in Checking Account One apply to personal
expenses. The groups in Checking Account Two apply to business
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accounts and follow Schedule C of IRS form 1040. You may add,
change, delete, or insert new groups if you like, or even delete the
entire group files or move them to other accounts. See the Purchase
Group Names function on the Program Utilities menu, section 5.2.
Enter a few Investment Account names prior to saving investment
data (through the Program Utilities Menu). When done, press Esc to
return to the Utilities menu. If you'd like to add a few investment
account (or savings account) names, do so now.
While in the Utilities menu, it is helpful to identify the data
disk (or directory) on which this data is being stored, so that as
directories or data disks are changed the current disk is identified
by the kind of data it contains. This name prints on the menu
screens.
Also, while in the Utilities menu, one additional option worth
setting is the checking account minimum balance flag (warning). If
the checking account balance falls below the warning level, reports
showing the balance will change to the warning color chosen in the
configuration.
When done, press Esc to return to the main menu.
2.4.6 Menu Screens
The menu screens, shown schematically below, contain useful data
other than menus. Compare this example with your computer monitor.
+---------------------------------------------------------------+
| Data disk/account name Menu Name Clock Date|
+---------------------------------------------------------------+
1 Menu Options
2 . . . . .
3 . . . . .
=================================================================
Default Data Drive\Path Error Messages & Prompts Reminders
2.5 THE HELP SCREENS
Help is called from anywhere in the program by holding the Alt key
and striking the F10 key (Alt-F10). To exit help, press the Esc key.
Some help screens consist of more than one page, in which case
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pressing a key other than Esc calls the next help page.
**A BLANK HELP SCREEN INDICATES THAT THE HELP FILE IS MISSING FROM
THE DISK**. The file named CHELP.CT6 must be on the same disk and
subdirectory as CASHTRAC.EXE. Registered users should have the file
named GHELP.CT6 and CTGRAF.EXE on the same disk\subdirectory.
2.6 THE CALCULATOR
CashTrac-6 has a built in four-function calculator with memory,
which is called by holding the Ctrl key and pressing the F10 key
(Ctrl-F10).
The calculator instructions are on its face. It performs chain
calculations in the format of most "non-reverse polish" calculators
i.e., 1+1=2. When done, press Esc to return to normal operation.
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3.0 THE CHECKING ACCOUNT
The Checking Account:
a. Keeps a running list of all checks, deposits, withdrawals, and
interest in your account, as in a customary check register.
b. Keeps a record of major cash purchases and budget limits,
should you decide to enter them. (Cash purchases are recorded
in the Checking Account, but do not affect the account
balance. These purchases are available to the Detailed and
Summary report programs, and provide an accurate description
of what was spent in each Purchase Group.)
c. Maintains a list of Unpaid Bills that may be one time only, or
which recur monthly or yearly. A warning signals when bills
are due, and bills are automatically removed from the Unpaid
Bills file and placed in the Checking Account when paid. The
due date on monthly and yearly recurring bills is automatic-
ally updated and the bill is reentered in the Unpaid Bills
file. One-time-only bills are deleted.
Sixteen separate Checking Accounts may be operated on one disk or
subdirectory. Also, there is no practical limit to the amount of
data disks or subdirectories that may be used with the program. The
Active Account is selected or renamed from option 7 on the Checking
Account menu.
************************************************************
* Once an account is selected ALL TRANSACTIONS INVOLVING *
* CHECKING ACCOUNTS APPLY ONLY TO THAT ACCOUNT unless *
* specified otherwise. *
************************************************************
EXCEPTION: Most Unpaid Bill Functions.
The Active Account is selected and named from the Checking
Account menu.
3.1 ENTERING NEW CHECKS, CASH PURCHASES, ETC.
Option 1 from the Checking Account menu provides the data input
screen for the Checking Account. Listed below are the kinds of
transactions that may be entered and when to use them.
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3.1.1 Checking Transaction Types
a. Budget: There are actually two budget transactions--monthly
and yearly. Monthly budgets have no effect on yearly budget
reports, and vice versa.
b. Checks: Use a Check transaction to record a check written on
the account.
c. Deposits: Use a Deposit transaction to record a deposit to
the account.
d. Interest: Use this transaction for interest credited to your
account.
e. Opening Balance: (Called "OPEN" on the data entry screen).
Use this transaction to record the opening balance for an
account.
f. cash Purchases: Use this transaction for major purchases
where a check was not written but a record of the purchase is
desired.
g. cRedits: The cRedit is the opposite of a cash Purchase and is
used to negate the effect of a cash Purchase.
h. Skip: When paying bills, use this feature to skip payment of
a bill and go on to the next bill.
i. Unpaid Bills: Unpaid bills are explained in section 3.2.
They are automatic, recurring reminders to pay bills and
automatically enter data into the Checking Account.
j. Withdrawals: Use this transaction for removing money from the
account when no check is written. Automatic payments, service
charges, ordinary withdrawals, and automatic teller
transactions fall into this category.
3.1.2 Mandatory and Optional Data
Each transaction type has mandatory data that must be entered or
an error will result, and optional data that may be omitted without
causing an error. Data errors are indicated at the bottom of the
data entry screen.
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3.1.3 Valid Data Values
Data in mandatory fields is validated prior to disk storage.
Data in optional fields is generally entered as is. Invalid
mandatory data results in a data error message. See section 9.0 for
details.
An invalid entry in the "Send Entry to Account" field results in
all account names printing on the bottom half of the checking data
entry and change screens so that you can choose an account number.
3.1.4 Entering Checking Data, General
To enter a check from the Checking Data Entry screen:
a. Type a C after "Entry Type" then press the Enter or End key.
b. Enter the desired checking data. The cursor will return to
erroneous mandatory fields after the End key is pressed.
3.1.5 Duplicating Entries
The "Duplicate?" field at the upper right prevents the screen
from clearing between transactions and permits entry of a chain of
similar or identical transactions.
3.1.6 Entering Memos
A 65-character memo may be entered for every "main" transaction
(as opposed to a split, discussed below).
Memos print in reports and/or on checks as described on the Help
screens.
3.1.7 Splitting Entries
Checks, deposits, and withdrawals may be split into an unlimited
number (until you run out of disk space) of subentries. This would
be used if you have 2 checks to deposit: $100 and $200. You want
to make one bank deposit, but want CashTrac-6 to log separately the
identity of each check within the single deposit. CashTrac-6
permits the deposit to be entered as two splits and a main entry.
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3.1.8 Selecting Checks For Printing
The check writer prints checks either as a batch (any checks
falling within a range of record numbers), or as selected checks.
One way to select a check for printing is to answer Y to the field
"Write Check?". See section 3.8 on printing checks for a
description of printing selected checks.
3.1.9 Sending Entries to Other Accounts
This would be done if you're entering normal checking account
data to account 1, but you keep a detailed record of all MasterCard
purchases and payments in account 2. A new purchase may be added to
account 2 without changing the default account from the Checking
Account Menu by putting a 2 in the "Send Entry to Account Field."
3.1.10 Using the Credit Transaction
Use the cRedit transaction to credit cash purchases for budget
purposes. Credit does not affect the balance of the checking
account but it does affect the budget analysis.
3.1.11 On-Screen Balance
The Checking Account data entry screen shows the account balance
for the current account and is updated following each entry (or the
last split entry). The balance is stored on the data disk between
sessions. It can be rendered erroneous if you change disks, reboot,
or shut off the power without first returning to the main menu and
exiting (which properly closes the data file). See the Help screens
(Alt-F10) to reset the account balance starting with the first
record, should this happen.
3.1.12 Setting Up Budgets
Use the Budget transaction to set up conventional budget limits
for any Purchase Group. Budget transactions may be Monthly or
Yearly. A monthly budget limit prints on Monthly Budget reports and
check register reports restricted to one Purchase Group. A yearly
budget limit prints on Yearly Budget reports. The yearly budget
reports can be set up to print budgets for any period, not
necessarily a year.
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The rules are:
a. The Budget transaction takes effect for its Purchase Group on
the date indicated on the transaction. Therefore, after
entering the transaction, don't forget to sort the account to
put the records in order of date.
b. The Budget transaction remains in effect until superseded by
the entry of a new Budget transaction at a later date. Thus
you need enter only one, and that one will print on all
subsequent reports. You also may enter as many as you like.
c. Budget transactions do not affect the Checking Account
balance. They are used only by the budget reports and the
graphing program.
d. The Budget Reports subtract expenditures from the dollar
amount on the last Budget transaction entered prior to the
start date of the report.
e. Budget transactions occurring AFTER the start date of a Budget
Report, but prior to the end date, do not affect the balance
in the report.
3.1.13 Voiding Checks
Void a check by making its amount $0.00. This can be done from
the Change or Balance programs. During data entry CashTrac-6
assumes that a zero entry is a mistake, therefore to avoid the data
validation routine, enter the amount as .000001.
3.2 UNPAID BILLS
3.2.1 Entering Unpaid Bills
The Unpaid Bills feature allows you to enter a bill when it
arrives in the mail, and reminds you when it should be paid. This
feature also allows you to enter a monthly or yearly recurring bill
once and have CashTrac-6 debit your account automatically when you
decide to pay the bill.
Unpaid Bills may be either Nonrecurring, Monthly Recurring, or
Yearly Recurring. When a bill must be paid at some time in the
future, enter the specific information via the Checking Account Data
Entry Screen, with a "U" as the Transaction Type.
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When the bill is paid (see section 3.2.2) the information is
retrieved from the Unpaid Bills file and displayed on the Checking
Account Data Entry screen for additions, changes, and/or splitting
into subentries. The transaction is then automatically entered into
the Checking Account without retyping and is deleted from the Unpaid
Bills file. If it's a recurring bill, the date will be incremented
by one month or one year, and it will be returned to the Unpaid
Bills file to wreak havoc upon your financial security another day.
Bills may also be selected for automatic check printing when paid.
An overdue unpaid bill will nag you with a reminder at the top of
the Checking Account menu that bills are overdue. Unpaid bills may
also be used for automatic withdrawals, deposits, or even to create
more unpaid bills. They are not limited to just checks. Bimonthly,
quarterly, and semiannual unpaid bills may be created with
combinations of monthly and yearly unpaid bills.
3.2.2 Paying Unpaid Bills
Unpaid Bills entered according to the procedure above may be paid
from the Checking Account menu. Bills will be selected only for
the active account.
**********************************************************
* To pay a bill for a given account, you must already be *
* in that account. *
**********************************************************
Bills may be "paid" as Deposits (to accommodate periodic
electronic checking deposits), Withdrawals (for periodic electronic
withdrawals), or any other valid transaction. Also, bills may be
split when paid, memos written, and if paid as checks, they may be
selected for printing.
When paying a series of bills, use the Skip transaction on the
data entry screen to avoid paying a bill.
3.3 CHANGING ENTRIES
3.3.1 Searching for Checking Records
All data entered into the Checking or Unpaid Bills files may be
retrieved, displayed, and changed using the Change & Display Data
function on the Checking menu. The search screen requests the
characteristics of the record being sought.
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CashTrac-6 will search for records having ALL characteristics
specified, but any blank or zero fields are ignored. Since there is
no reason why two checks can't have the same number (a certainty if
you change banks) or two transaction amounts can't be the same, the
search must specify as much information as possible to ensure
finding the correct record.
3.3.2 Changing Checking Records
Any data in the record may be changed to any other valid value.
The same rules that apply to new entries apply to new changes.
Dates must be valid; use no negative numbers; some fields may not be
left blank.
No transaction type may be changed to an Unpaid Bill, nor may an
Unpaid Bill be changed to any other transaction type. The same
holds true for splits.
The dollar amount on a main record, that is, a record having
split entries associated with it, may not be changed. Instead,
change the amount of each split and the main record will change by a
corresponding amount.
Use the Esc key to cancel the changes and start over.
3.4 DELETING ENTRIES
3.4.1 Deleting One Record
Any record in the Checking or Unpaid Bills files may be searched
for, displayed, and deleted using the Delete function on the
Checking menu. Use the search method described above.
Deleting a split entry automatically corrects the amount of the
main entry to which it is attached. Deleting a main entry also
deletes its memo and all attached splits.
3.4.2 Deleting an Entire Checking Account
If it is necessary to delete an ENTIRE Checking Account, delete
the data file (6CHECK#.DAT) for that account from DOS, where # is
the number of the account.
To erase the Purchase Groups associated with that account, delete
the 6GROUP#.DAT file.
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3.4.3 Deleting Batches of Checking Records
The Transfer function (see section 7.3) in the graphics and
utilities program provided to registered users allows deletion of
records by date, record number, or Purchase Group. Please refer to
the instructions for that feature.
The Delete Name function on the Purchase Group Names menu deletes
all checking account data in one group.
3.5 PRINTING REPORTS
CashTrac-6 prints reports on the screen, printer ports 1,2, or 3,
or disk. The print screen (SHIFT-PrtSc) capability will also copy
single screens to the printer.
Many different reports are available using the options on the
report selection screens. The major reports are:
3.5.1 The Check Register Report
This report lists all transactions in the Checking file, displays
a running balance for each transaction (Cash Purchases, cRedits, and
Budget transactions do not affect the balance), and may be limited
to the transactions between any two dates (but the balance is calcu-
lated from the first entry in the data file). Transactions that
lower the balance below the minimum balance level are highlighted
(see the section 5.4).
Note: A warning will be displayed if records are found to be out
of order while printing. Press any key to clear the warning.
The report will continue to print, but under some conditions, it
may be in error until sorted.
3.5.2 Account Activity Summary Report
This report adds up the entries for each record type for the
duration of the account and for the time period selected, and prints
a one-page summary.
This report also reconciles the Checking Account Data Entry
screen balance to the actual contents of the account.
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3.5.3 Unpaid Bills Report
This report prints the contents of the Unpaid Bills file.
Many bills have due dates well into the future. This should be
considered when selecting starting and ending dates, otherwise it
may appear that some bills are missing.
3.5.4 Monthly Budget Report
This report shows in four columns from left to right:
a. The number and name of each Purchase Group. A final group,
called "*** GRAND TOTAL ***," added to the last line shows the
totals of the other three columns.
b. Dollars budgeted. This number is the last Monthly Budget
amount entered prior to the start date of the report.
c. Dollars spent: This is the total of all expenditures in each
group (checks, cash purchases, and withdrawals) minus all
credits and deposits to the groups during the month selected
in the start date. If credits and deposits to a group exceed
expenditures, then this figure can be negative.
d. Dollars remaining: This is the difference of Dollars Spent
subtracted from Dollars Budgeted. Again, it can be negative
if Dollars Spent exceed Dollars Budgeted.
The report START DATE must be the first day of the month to be
reported. Only the account number may be changed on the second
report selection screen.
3.5.5 Yearly Budget Report
This report shows, in five columns from left to right:
a. The number and name of each Purchase Group. A final group,
called "*** GRAND TOTAL ***," added to the last line shows the
totals of the four columns.
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b. Dollars budgeted. This number is the last Yearly Budget
amount entered prior to the start date of the report.
c. Dollars spent: This is the total of all expenditures in each
group (checks, cash purchases, and withdrawals) minus all
credits and deposits to the groups from and including the
start day selected, to and including the end day selected,
even though it may be more or less than one year. If credits
and deposits to a group exceed expenditures, then this figure
can be negative.
d. Average (dollars) Spent per Month: The amount in the "Dollars
Spent" column is divided by the number of months from the
selected start and end dates to arrive at an average
expenditure. The time period runs from the first DAY selected
to the last DAY selected (unlike the monthly budget report),
so if the report starts and stops at days other than the
beginning and end of a month, the numbers may not be
intuitively obvious. The report uses 30.4 days per month, so
there could be a very small round off error.
e. Dollars remaining: This is the difference of Dollars Spent
subtracted from dollars Budgeted. Again, it can be negative
if Dollars Spent exceed Dollars Budgeted.
Only the account number may be changed on the second report
selection screen.
3.6 BALANCING THE CHECKING ACCOUNT
Now that all your checking transactions are in the Checking file,
CashTrac-6 will help balance your account. (Cash purchases and
credit transactions have no effect on the account balance.) Start
the Balance program from the Checking Account menu. The date the
account was last balanced will be displayed (if it was balanced)
followed by a request for the ending balance from the new bank
statement.
Note: When using data files from an older version of CT/PFM,
this date may be incorrect the first time CashTrac-6 balances the
account. It will correct itself.
After entry of that information, each transaction (except for
cash purchases) displays on the screen with a request as to whether
this transaction has been reported in the latest bank statement.
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Answer Y or N as appropriate. The program does the math. Use the
End key to go to the next entry or . . .
Should you notice a mistake in your data record, cursor down to
the field in error and change the entry. The new values will be
entered to the account.
The report selection screen uses the "Date Last Balanced" as a
convenient starting date for printing reports.
3.7 CHANGING THE ACTIVE CHECKING ACCOUNT OR NAME
Each account may have its own name, Purchase Groups, data, etc.
Also, any CashTrac-6 function that works on a Checking Account
record or a Purchase Group record generally only works on the active
Checking Account and its own Purchase Groups file unless specified
otherwise.
The active Checking Account may be changed or renamed using the
Change Account or Name option on the Checking Account menu.
3.8 THE CHECK WRITER
CashTrac-6 has a built-in check printer that prints checks in
practically any format that uses a check or a check and stub. The
CashTrac-6 default format is set for the "Deluxe Computer Forms"
general purpose check #1004 or equivalent. We are not connected in
any way with "Deluxe." By changing the check printing
configuration, practically any format check can be accommodated.
3.8.1 Running the Check Writer
The Check Writer is located within the Graphing and Utilities
program supplied to users upon registration with Column One. The
check writer has a built-in configuration function that allows you
to use any check style.
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4.0 THE INVESTMENT AND SAVINGS ACCOUNTS
The Investment Account section of CT6 is a general purpose
savings account and investment tracking program that records,
analyzes, and reports investments using either dollars or dollars-
per-share format. The program manages up to 255 investments on one
disk or subdirectory. Enter the name of each investment account via
the Investment Account Names function on the Program Utilities menu.
4.1 ENTERING INVESTMENT DATA
To use the Investment Accounts program from the Main Menu select
Investment Accounts. Option 1 from the Investments menu provides
the data input screen for all investments.
4.1.1 Investment Transaction Types
a. PURCHASE: Use this transaction whenever money is invested,
deposited in a savings or money market account, or is paid for
a rental property, etc.
b. SALE: Use this transaction whenever an asset is liquefied,
stock sold, or money withdrawn from savings or a money market,
etc.
c. INTEREST (reinvested): Use this transaction for interest
earned by the investment, savings, or money market account
that is rolled back into the account.
d. INTEREST (paid): The same as (c) above, but the interest is
paid to you and not retained in the account.
e. DIVIDEND (reinvested): This is similar to reinvested interest
in (c) above, but for dividends.
f. DIVIDEND (paid): This transaction is a dividend that is paid
to you in cash or check.
g. BROKER FEE: This is money paid out of pocket to a broker for
services. This is for use where the fee does not decrease the
value of your investment/asset but does reduce the profit
earned.
h. CHANGE VALUE: This transaction changes the value of all
shares of stock existing as of the date on the transaction.
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Therefore as share values fluctuate periodically, the CHANGE
VALUE command adjusts the balance of the CashTrac-6 investment
account to reflect that value. It only affects accounts
having assets with share values.
A CHANGE VALUE transaction is automatically inserted in the
file whenever a purchase or sale is made or share dividends
are entered, based on the assumption that the latest transac-
tion reflects the current value of all shares. This is almost
always true. If not, the CHANGE VALUE transaction may be
modified or deleted.
4.1.2 Mandatory and Optional Data
The Date, Dollar Value per Share, and Account Number are
mandatory fields and must be valid or an error message will print on
the bottom of the screen and the data will not be accepted.
Number of Shares may not be entered for Interest, Fee, and Change
Value transactions.
4.1.3 Valid Data Values
Date: 1/1/20 to 12/31/99
Memo: Anything goes
Values per Share: .0001 to 9,999,999.99
Number of Shares: 0 to 9,999,999.999
Account Number*: 1 to 255
Duplicate? Y or N
* The Account Number must be the number of an account that
already exists.
4.1.4 Entering Investment Data, General
CashTrac-6 expects to see two kinds of investments--those whose
values fluctuate based on market pressures (for example, the stock
market, or oil paintings), and those whose values go up as interest
is earned and never go down unless money is removed by the owner or
trustee. Examples of the latter are savings accounts, money
markets, and certificates of deposit.
a. Initial Purchase:
Any investment that may have a fluctuating value, such as a
stock, mutual fund, or even a collector's item, should be
entered with a number of shares and a value per share.
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b. Subsequent purchases:
If you purchase more shares of stock, enter them as you would
an initial purchase. If you purchase shares of a different
stock, enter them in another account.
Each subsequent purchase automatically inserts a Change Value
transaction into the account to alter all share values to the
current value. This is almost always a valid assumption, but
if not, then change the Change Value transaction or delete it
entirely. Entering Change Value transactions to track current
market conditions provides the advantage of being able to
graph current value over time.
c. Interest and Dividends:
Interest is interest and dividends are dividends. Statements
from your bank, broker, or trustee should indicate which is
which.
d. Sales:
As with the purchase and dividend (reinv) transactions, a sale
of shares also automatically inserts a Change Value to update
all shares to the sale price.
The program will let you sell more shares than you bought.
The feature could be useful, so we left it in. If you see
negative shares, be warned that you sold more than you had.
e. Miscellaneous:
Accounts may mix transactions having share values and non-
share values. The program will keep them straight.
An investment account without shares behaves like a savings
account.
4.1.5 Duplicating Entries
If the answer to "Duplicate?" is Y, the screen will not clear
between entries, permitting a record to be duplicated as many times
as desired.
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4.2 CHANGING ENTRIES
All data entered in the Investment file may be retrieved,
displayed, and changed using the Change function on the Investment
menu.
4.3 DELETING ENTRIES
Any Record in the Investment file may be searched for, displayed,
and deleted using the Delete function on the Investment menu.
A single investment account, or batches of records by date or
record number may be deleted by transferring and deleting. This is
done through the Transfer Function in the graphics and Utilities
program. A single investment account may be deleted from the
Investment Account Names menu, also through the Transfer Function.
ALL investment data may be deleted by exiting to DOS and deleting
the file named 6INVEST.DAT.
4.4 PRINTING INVESTMENT REPORTS
CashTrac-6 prints reports on the screen, printer ports 1, 2, or
3, or disk. The print screen (SHIFT-PrtSc) function will also copy
single screens to the printer. The major reports are:
4.4.1 The Account Statement
If ALL accounts are selected, the report shows every transaction
for every account in one report. If one account is selected, the
report shows each transaction for that account and the current value
of that account after each transaction.
4.4.2 The Account Activity Summary Report
This report summarizes the Purchases, Sales, Fees, etc., in the
selected time period and for the entire report and reports gains and
potential profits.
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********************************************************************
* Do not use the "GAINS DURING TIME" value reported for income tax *
* reporting without considering the initial basis of the asset, *
* which may fall outside of the reported time frame. *
********************************************************************
4.4.3 Summary of All Accounts
The contents of this report are obvious from the report heading,
except for Average Annual Return. This figure is the percent
increase in value of the investment, including cash payments, from
the first day of the investment to the end day of the report,
normalized to an annualized percentage rate. Note that the rate
calculation tracks from the FIRST DAY to the REPORT END DAY.
The BOTTOM LINE summarizes, for ALL investments, the values
shown. The Account Activity Summary report presents similar
numbers, but for each account.
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5.0 PROGRAM UTILITIES
5.1 SORTING FILES BY DATE
The Sort and Pack options take all entries in the respective data
files and rearrange them first by date and then by other fields as
discussed below. Thus, records may be entered in any order, or
disorder actually, and the program will sort them out.
a. The sort and pack routines can and should be run often. If no
records are out of order, the function automatically terminates in
order to save time and displays the message "NO SORT NECESSARY."
b. The sort function purges deleted records. Until a file is
sorted, the deleted records remain hidden in the file taking up disk
and memory space. Deleted records do not normally print on reports,
but can be selected for printing from the report selection screen.
c. Some reports may give confusing results when records are not
in order, therefore all reports, when detecting records out of
order, print a "sort warning." Press any key to ignore the warning
and continue with the report, then sort when possible.
5.1.1 Sorting Checking Files
Select the Sort Checking Account Option from the Program
Utilities menu. The sort routine only acts on the active checking
account. To sort a different account, return to the Checking
Account menu and change the account.
5.1.2 Sorting the Investment Files
Select the Sort Investment Account Option from the Program
Utilities menu. All investment accounts will be sorted by date.
Within any one day, records remain in the order entered.
5.1.3 Packing the Unpaid Bills File
Select the Pack Unpaid Bills Option from the Program Utilities
menu. This is really a sort, but as the word packing implies, it's
more useful to purge out the deleted bills and shrink the file size.
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5.2 INVESTMENT ACCOUNT AND PURCHASE GROUP NAMES
Use the Purchase Group Names option on the Program Utilities menu
for adding, deleting, etc., Group Names. Use the Investment Account
Names option on the Program Utilities menu to do equally wonderful
things to Account Names.
The menus and input screens are essentially self explanatory.
Purchase Groups are the same as budget categories, such as food,
clothing, insurance, gasoline, etc. Investment Accounts are the
names of your investment and savings accounts, such as Beneficial
Theft and Trust, or G.F. Mutton.
5.2.1 Adding New Names
Select the Add New Names option from the Purchase Group or
Investment Accounts menu.
You may enter up to 255 different Purchase Groups (for each
Checking Account) and 255 Investment Accounts. Purchase Groups are
entered only for the active Checking Account.
5.2.2 Changing Names
Select the Change Name option from the Purchase Group or
Investment Accounts menu. The program will request the number of
the Group or Investment Account name to be changed.
5.2.3 Deleting Names
Select the Delete Name option from the Purchase Group or
Investment Accounts menu.
This feature not only deletes the name of a Group or Investment
Account in the Group or Account list, IT ALSO DELETES ALL DATA IN
THE ACTIVE CHECKING ACCOUNT OR INVESTMENT FILE (depending on the
kind of name being deleted) ASSIGNED TO THAT GROUP OR ACCOUNT! Use
this feature with care.
If the records assigned to the Group or Investment Account are
not to be deleted, renumber them to an empty Group or Account prior
to deleting the name.
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5.2.4 Inserting Names
Use the Insert Name option to insert a new group or account name
in the group/account names list. This renumbers data assigned to
accounts that are moved.
NOTE: If you store old data in another file on the same or
another disk (see the Transfer function), and you renumber the
groups and accounts, you should also renumber the "archive" file
to correspond to the changes. It may be necessary to transfer
data back to the active file in the future for processing and
this will keep the group and account names straight.
5.2.5 Displaying Names
Select the Display Names option from the Purchase Group or
Investment Accounts menu. The names of the Groups or Accounts, as
appropriate, will print on the screen.
5.2.6 Renumbering Groups/Accounts
This is another feature to be used with care! The Renumber
function changes the Purchase Group/Investment Account number of all
checking/investment data assigned to that group/account to a new
group or account number.
Potential Problem: If you unintentionally renumber data from one
group to have the same number as existing data in another group, it
is difficult to renumber back again because both sets of data have
the same number.
5.3 IDENTIFYING THE DATA DISK
Select this option from the Program Utilities menu. The data
disk name provided from this option displays at the top left corner
of most menus and serves to identify the current data disk being
processed.
When a menu applies only to a Checking Account function, the data
disk name is replaced by the active Checking Account name.
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*************************************************************
* When changing data disks, ALWAYS return to the main menu *
* to close the old data files before using the new disk. *
* This closes the old files and prevents the file buffer *
* in memory from confusing old and new data. *
*************************************************************
5.4 SET CHECKING ACCOUNT MINIMUM BALANCE WARNING
Use the Minimum Balance Flag option on the Utilities menu to
select a dollar value that causes your Checking Account reports to
shift from normal colors to a warning color when the balance drops
below the selected value. Any number greater than zero may be used.
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6.0 DOS PORTAL
The DOS portal is the program user's interface with DOS. It
permits executing DOS commands and changing the drives and paths
where CashTrac-6 finds both data and programs.
6.1 CHANGE DATA DRIVE
This temporarily changes the drive and/or path where CashTrac-6
looks to find its data files. Examples are shown on the DOS Portal
screen. Use only valid path names as defined by your DOS manual.
With this command, you may maintain several different sets of
data on several different subdirectories.
6.2 CHANGE SYSTEM DRIVE
This alters the drive or subdirectory where CashTrac-6 looks to
find its help files and associated programs.
6.3 DATA DISK DIRECTORY
This executes a DOS DIR /P command on the currently chosen data
disk and subdirectory. For it to work, the DOS command processor
(COMMAND.COM) must be on the disk in the A: drive (or the "SET
COMSPEC=" DOS command must have been used to alter the DOS
environment to direct the operating system to look elsewhere). For
most floppy disk users, formatting the CashTrac-6 system disk using
the DOS FORMAT /S command (as stated in the Installation section of
this manual) will ensure COMMAND.COM is where it should be. Hard
disk users may cure any problems by putting a DOS disk in drive A:
until they sort out the use of the COMSPEC command (see the DOS
manual).
6.4 SYSTEM DISK DIRECTORY
This is identical to the Data Disk Directory option above, but
displays a directory of the chosen CashTrac-6 system disk or subdi-
rectory.
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6.5 TEMPORARY EXIT TO DOS
This allows you to leave CashTrac-6 resident in memory while
running DOS commands or other programs (Terminate and Stay
Resident--TSR mode). When finished frolicking in DOS, type EXIT
<C/R> to instantly return to the CashTrac-6 DOS Portal Menu.
If you have trouble with this function, please note that the
discussion of COMMAND.COM in section 6.3 above applies equally here.
BASIC programs will not run while in the TSR mode.
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7.0 IMPORT, EXPORT AND TRANSFER OF DATA
These three functions are all executed from the Graphing and
Utilities (G&U) program, which may be obtained when you register
with Column One. Run the G&U program as a "stand alone" program or
as an option from the CashTrac-6 main menu. (If an OUT OF MEMORY
error occurs when loading the G&U program from the CashTrac-6 main
menu, make sure you installed SET CT6=X <not SET CT6 = X> in your
AUTOEXEC.BAT file as required in the Installation section.)
7.1 IMPORTING DATA
Use this option to take data created by any other program into a
CashTrac-6 data file. Data must exist on a disk (source) file in
the below specified format. The source data file may be created by
any program, such as a spreadsheet, database manager, word
processor, etc.
7.2 EXPORTING DATA
This option takes data created by CashTrac-6 and puts it into a
disk file in a delimited or undelimited format suitable for being
"imported" by most spreadsheet, data base, or other programs. See
the instructions for the receiving program to determine if it needs
delimited or undelimited data.
7.3 TRANSFERRING DATA
This function transfers batches of data among the various
CashTrac-6 data files. Data may be transferred from the investment
file, or a checking account on a drive\path to any other investment
file or checking account on any other drive\path.
The transfer options and process for transferring data are
identical to those for exporting data. The only difference is that
data will go to a CashTrac-6 account rather than an export account.
The program will transfer checking data to the investment file
and vice versa. The feature can prove handy every now and then, but
each record may need to be changed from the change function.
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8.0 GRAPHING AND UTILITIES PROGRAM
The Graphics and Utilities program is an additional program
available only from Column One upon registration. Run the graphing
program from the CashTrac main menu or as a stand-alone program
(CTGRAF.EXE). Floppy disk users should select the menu option, then
put System Disk 2 in drive A: when prompted and press any key to
continue. (If an OUT OF MEMORY error occurs when loading the G&U
program from the CashTrac-6 main menu, make sure you installed SET
CT6=X in your AUTOEXEC.BAT file as required in the Installation
section.) Use the graphing program to make bar charts, in 6 colors
on color monitors, or black and "white" on monochrome monitors. The
graphs consist entirely of text characters, therefore no graphics
capability is necessary.
Graphs may be printed on the screen, a disk file, or a printer.
If printed to a printer, the printer must be able to print the
entire MS-DOS character set, sometimes called graphics, but actually
special text characters that have nothing to do with MS DOS
graphics. If your printer printed the menu screen as suggested in
section 1.5, it will print the graphs.
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9.0 TROUBLESHOOTING
CashTrac-6 was written on an IBM PC-AT and is compatible with the
IBM PC/XT/AT series of microcomputers and has proven 100% compatible
with a wide range of IBM compatible MS-DOS computers. However, not
all MS-DOS computers are 100% IBM compatible, regardless of
advertising claims. There are too many different machines and
special circuit board combinations to test all of them, therefore
program functions and features were selected to be as compatible as
possible with a wide range of computers, and so far the program has
been successful. No incompatibilities except for the Hyperion are
known as of June 1988. We are therefore confident that most
problems can be solved using the troubleshooting guide below.
9.1 REPORTING PROBLEMS
If you cannot solve your CashTrac problems, please send us a note
or call us on the BBS. We'll help resolve the problem. If you
experience problems that are not covered by the guidelines below,
then they could be caused by memory-resident utility programs such
as multitaskers, calculators, calendars, screen blankers, etc. They
cause so many unpredictable problems that vary with the particular
programs installed, the machine, and its operating system that it's
essentially impossible to trace the problem without testing the
machine with its software (sorry, we don't do that).
To see if memory-resident utility programs are causing problems,
they must be removed. Make sure you get those loaded from
AUTOEXEC.BAT and those loaded from CONFIG.SYS. Test CashTrac-6
again in a "clean," rebooted machine. If the problem can not be
resolved with the information in this section, then please request
help from us. Indicate the model of computer, operating system
version, and add-on circuit boards such as screen adapters, LANs,
etc.
9.2 LEVELS OF ERROR MESSAGES
There are three levels of errors, each easily spotted by the form
of the error message. The first level consists of data validation
errors, indicated at the bottom of the screen by a brief message and
the cursor returning to the field in error. See the data entry
section for the field in question regarding data specifications.
These errors are not discussed here.
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The second level is heralded by a box in the center of the screen
with the words "ERROR MESSAGE" and "ERROR ## in LINE ####" usually
followed by a short description of the error. These errors are
generated from the operating system, are fairly serious, and require
the corrective actions outlined under "Second Level Errors" below.
Third level errors are biggies, but are fortunately rarely
experienced. These errors can't be intercepted and controlled by
the program, and result in the program shutting down after
displaying the error message. They are discussed in section 9.4.
9.3 SECOND LEVEL ERRORS
These errors are indicated by a box on the screen with the error
message listed within. Usually program operation will continue
unaffected once the error condition is cleared, or operation will
return to a menu to be started over. The most common errors are
listed immediately below.
ERROR NUMBER CORRECTIVE ACTION
7, 14 Out of memory. First, make sure you've got SET CT6=X
as the first line in your AUTOEXEC.BAT file. If yes,
then type SET (in DOS) to make sure the line is in
place. If the line is not present, then the computer
is not using that copy of AUTOEXEC to boot.
If all is well with AUTOEXEC.BAT, then either more
memory must be added to the computer, data files must
be made smaller with the TRANSFER function, or
resident utility programs must be removed from memory.
11 An internal math error occurred. Program will
continue by itself. Please notify the author.
24, 25 Check the printer.
27 The printer is out of paper.
52 Internal file error. Please notify the author.
53 The program could not find an expected data file. No
action necessary.
54 Internal file processing error. System disk is write
protected or damaged. Remove write protect tab.
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56 The target file in a Transfer operation cannot hold
all the records to be transferred. Pick another file
or send fewer records.
57 Faulty input or output device (disk or printer). This
is a hardware problem.
61 Disk is full. Start a new disk or delete files.
63 Invalid file data. Try again. Report to author.
64 Invalid file name. Refer to your DOS manual.
67 Bad path name or too many files on disk.
68 Device is unavailable. Use another printer port.
70 Remove the write protect tab from the disk.
71 Put a disk in the drive and shut the door. If you
have the C: drive selected on your configuration file,
and your machine only has two floppy drives, but can
accept a C: RAM drive which is currently not loaded,
you will find it very difficult to shut a door that
doesn't exist. Reboot, erase the configuration file,
and make a valid one.
72 Faulty disk or drive. Exit and run CHKDSK (see DOS
manual) or reformat the disk, or toss it out and use a
good one.
75 Bad path name. Refer to your DOS manual.
76 Path does not exist. Try again.
Errors not listed in the table are not expected. If they do
occur, please notify us. A detailed description of each error can
also be found in your BASIC manual under these same numbers.
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9.4 THIRD LEVEL ERRORS
Third level errors are those that terminate program operation and
return control to the operating system. They are fortunately rare
during program operation and most are easily and permanently
rectified. The most common are:
a. PARITY CHECK 1 or 2: Memory chip failure. See your DOS
manual.
b. OUT OF MEMORY: If this occurs while attempting to execute one
CashTrac-6 program from the menu of another CashTrac-6
program, then the computer is probably not out of memory, but
rather the command SET CT6=X was not entered or was improperly
entered. See the initial installation instructions. Type SET
<C/R> while in DOS to verify the presence of CT6=X.
c. STRING SPACE CORRUPT DURING G.C.: Believe it or not, the G.C.
stands for garbage collection. This error is the result of
CashTrac-6 competing for space with incompatible memory-
resident utility programs.
9.5 MISCELLANEOUS PROBLEMS
Data Disappears:
. . . after running version 6.08 data with a pre-6.08 CashTrac
version. CashTrac 6.08 automatically alters older version data
files to a new format that is not compatible with older version
programs. In some cases, running the version 6.08 data files with
an older version could result in "lost" data, i.e., the data is
still there, but NO version of CashTrac will access it. To recover
the data, go to DOS, run a directory of data files (DIR *.DAT), and
look at the size in bytes of the "lost" checking file. Divide the
file size by 62, and subtract 1 from the result. This is the number
of records that should be in the file.
Go to the Recover Data option on the Utilities menu and follow
the steps of selecting the account and resetting the record counter.
Cursor Misbehaves:
If the cursor goes to a part of the screen where it doesn't
belong and won't come back, then your program has probably been
damaged by being squeezed or archived prior to arrival. A few
popular archive and squeeze programs have bugs and they usually
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cause this problem. The solution is to write to us for an undamaged
copy of the program (see section 1.4.c.).
Help Screens Won't Print:
If you call for help (hold the Alt key, and press the F10 key),
and the screen comes up blank (but with a border), then the help
file for the program is not on the disk selected as the system disk
or subdirectory. The file CHELP.CT6 must be on the same disk and
subdirectory as CASHTRAC.EXE, and GHELP.CT6 must be with CTGRAF.EXE.
Go to the DOS Portal and do a directory of the system drive and see
whether the help files are present. If not, copy them from the
distribution diskettes.
Help screens show a musical note character:
The help file has been damaged. Replace it with a copy of the
original.
Checking Account Names Disappear:
The names are stored in a file named ACCOUNT.CT6. If it's not on
your data disk\subdirectory then you didn't enter names or somehow
erased it.
If the program starts to behave erratically on startup, look for
problems in the configuration file (CONFIG.CT6) on the system disk
subdirectory. Erase it and run the configuration program again or
test the program without a configuration file.
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10.0 MISCELLANEOUS
10.1 CashTrac-6 FILE DESCRIPTIONS
Depending on how many Checking Accounts you use, there could be
many different data and program files on your disks.
a. Following installation, system disk 1 (or the hard disk system
subdirectory) should contain the following files:
COMMAND.COM CONFIG.CT6 CASHTRAC.EXE
CHELP.CT6 CONFIG.EXE
b. Following installation, system disk 2 (or the hard disk system
subdirectory) should contain the following files:
COMMAND.COM CONFIG.CT6 CTGRAF.EXE
GHELP.CT6 CT6PART?.DOC, CT6DOC.TXT or CT6DOC.SQZ
c. After you have used CashTrac and entered data, the data disk
(or hard disk data subdirectory, which may be the same as the
system subdirectory) will contain some or all of the following
files based on the number and types of accounts used:
6CHECK?.DAT Checking Account number ? data, where ? is
1-16.
6GROUP?.DAT Checking Account number ? Purchase Group
names.
6INVEST.DAT Investment data
6INVCAT.DAT Investment Account Names
6UNPAID.DAT Unpaid Bills file
SORT.DAT Temporary sort file; may be erased
ERASE.ME Temporary scratch file; may be erased
ACCOUNT.CT6 Checking Account name file
********.CTP Any report printed to disk
d. Files ending in .DAT are random access data files and will be
damaged if they are read into a text editor and then saved.
They should only be read and written to by CashTrac-6. If you
experiment, do so with a backup copy.
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10/17/88 CashTrac 6.08 Page [52]
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Files may be copied into each other, i.e., if you need to
duplicate a group file or want to copy all Checking Account #5 data
to account #1. Use only the DOS Copy command to manipulate .DAT
files. Reading the file into a word processor/editor and writing it
into another file will result in a wrecked file!
10.2 PROGRAM SPEED
CashTrac-6 depends heavily on disk storage of data, as the memory
of most machines can't handle a fraction of the program's data
requirements. Unfortunately, floppy disk drives and some hard disk
drives are very slow, holding up sorting and report writing. Some
hints that will speed up program operation are:
a. For a tremendous increase in program speed, use an electronic
RAM drive if possible.
b. Keep hard disk subdirectories close to the root directory.
c. Put the extra files and buffers in your CONFIG.SYS file.
d. Beware of memory-resident utility programs that severely
retard program speed. Prime examples are the multitasking and
windowing programs. For comparisons, run CashTrac-6 with and
without resident utilities to see if marked speed differences
result.
10.3 EXITING THE PROGRAM
ALWAYS use the EXIT routine when leaving CashTrac-6, NEVER quit
by rebooting or turning off the power. The reason is that data are
stored in buffers prior to being written on the disk file. Buffers
accumulate data until they are full and then, when good and ready,
they write to the disk. If you exit by removing the disk and
turning off the computer or by rebooting, there will be unwritten
data in the buffers that will be lost. If you exit by using the
Exit routine, the buffers will first be emptied, data will be
properly stored, and then the program will quit.
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10/17/88 CashTrac 6.08 Page [53]
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10.4 KEEPING BACKUPS
After a few months you'll have sizable data files. You MUST keep
one, and preferably more than one, floppy disk or tape backup of
your CashTrac data, as you would any other important data. It's not
a question of whether your disk will go bad, but WHEN it will go
bad. Once a disk error occurs (error 72), we can't help you recover
the data.
10.5 MAKING ADDITIONAL DATA DISKS
Any number of data disks or subdirectories may be used with the
program.
10.6 A NOTE FROM THE PROGRAM AUTHOR
CashTrac-6 represents a lot of work by a lot of people, including
those users who took the time to submit suggestions, and especially
those who volunteered their time to "beta" test the program. Their
help was greatly appreciated. We also appreciate those who support
the shareware concept. Shareware is not free software. Without
your registration we can't afford to provide user support and
program upgrades. Lest you forget, those who register with us will
receive the previously described graphing and utilities program,
udpdate notices for major program revisions, updates at a reduced
price, and user support on the Column One voice line and increased
time for access to software on the Column One BBS.
A fully indexed, 8 1/2 x 11, spiral-bound manual with detailed
examples is available without registration.
-John MacEvoy
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10/17/88 CashTrac 6.08 Page [54]
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11.0 PROGRAM SPECIFICATIONS
a. Minimum Hardware Requirements PC or MS DOS
Computer
Disk Drives 2 DS DD floppy or
1 DS DD floppy and
a hard disk
Monitor Monochrome or
color/graphics
Memory 256 Kb
b. Checking Account Capabilities
# of Checking Accounts 16
# of Budget Categories per Account 255
# of Records per Account 32,700
Sort Routine Capacity per account 32,700 records
Unpaid Bills Functions Yearly Recurring
Monthly Recurring
Non-Recurring
Automatic transfer
to check file
Check Writer Format Configurable to
any check
c. Investment Account Capabilities
# of Investment Accounts 255
Total # of Investment Records 32,700
Sort Routine Capacity 32,700 records
[55]
CashTrac 6.08
User Registration and Order Form
Use this form to purchase copies of CashTrac commercial version from
Column One, Inc. or to register a program purchased from another source.
Purchases may also be made directly by calling 301-948-9599 (voice),
703-941-2386 (modem), or 703-941-5934 (modem).
Shareware program and short documentation on disk: $10
Commercial program with short documentation on disk: $35
8 1/2 x 11 spiral bound manual with either of the above programs: $10
8 1/2 x 11 spiral bound manual ordered alone: $17
Shipping and handling included. Overnight delivery, add $12.
Non-U.S. delivery, add $3 for surface mail, $11 for air mail.
Purchasers from dealers, send no money, but enter serial number below.
Please make checks payable to: Column One, Inc.
at: P.O. Box 2607
Gaithersburg, MD 20879
Purchasers will receive the requested number of programs, including help
files, documentation files, and the main, configuration, and graphing &
utilities programs, along with printed manuals if requested.
______________________________________________________________________
Number of programs: _______ at $________ per program. Total $_____.__
Number of manuals: _______ at $________ per manual. Total $_____.__
Sales tax (Maryland, 5%, Virginia 4.5%) _____.__
Check, VISA, or MasterCard (CIRCLE ONE). Grand total: $______.__
Card No. |_|_|_|_|_|_|_|_|_|_|_|_|_|_|_|_|_|_|_|_| Ex Date: __/__/__
First Name: _______________ Last Name: ___________________________
Company Name (if applicable):_________________________________________
Street: _______________________________________________________
City: ____________________________ State: ___ Zip: __________
Home Phone: ( ) ____-________ Bus. Phone: ( ) ____-________
Where did you get this program? _____________________________________
Serial number (if purchased from dealer): ____________________________
______________________________________________________________________