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┌─────────────────────────────────┐ │ C A S H C O N T R O L │ │ Version 1.2S │ ├─────────────────────────────────│ │ by Adrian-Thomas │ └─────────────────────────────────┘ Cash Control Version 1.2S is a Shareware Program. Shareware is a form of software marketing that allows you to "try before you buy". Shareware has low advertising costs that result in lower software prices. You are granted a limited licence to use Cash Control Version 1.2S for a trial period of 60 days. If you decide to continue using Cash Control, you must Register with Adrian-Thomas. The registration fee is $29.95 ($34.95 in Canada). In return, we will send you: - Registered Version 1.2. This version includes: - A built in Calculator and Calendar. - Support for EGA and VGA color graphics. - Elimination of the Program Exit screen. - A high quality manual. - Technical support. - Information when new versions of Cash Control are available. You are encouraged to copy Version 1.2S and distribute to friends. You may not SELL copies of Version 1.2S except for the cost of distribution. Shareware forms of distribution are acceptable. You may not alter the program or documentation in any way. It must be left in its original form. To register, print out and mail in a registration form. Or call Adrian-Thomas at (613)-837-0684. This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at P.O. Box 5786, Bellevue, WA 98006 or send a Compuserve message via easyplex to ASP Ombudsman 70007,3536 Cash Control Registration Form (Version 1.2) -------------------------------------------- To register, fill out this form and mail it to: Adrian-Thomas Make Check or Money Order P.O. Box 532 payable to Adrian-Thomas Orleans, Ontario, Canada K1C 1S9 Name ___________________________________________________ Address ___________________________________________________ City _____________________ Prov/State __________________ Country _____________________ Postal Code / Zip ___________ Phone ( ) ______ - ________ DESCRIPTION PRICE --------------------------------------------------------------- Cash Control Version 1.2 with Registration $29.95 each US dollars ($34.95 Canadian) ......... $ _______ Shipping and Handling $3.00 US and Canada (Other countries $10.00) ..... $ _______ Total ..... $ _______ Disk Size: ( ) 5.35" ( ) 3.5" What processor type is in your Personal Computer? (Check one) __ 8088/86 __ 80386 __ Don't know __ 80286 __ 80486 __ Other, specify -> ____________ How did you hear about Cash Control? __________________________ _______________________________________________________________ THANK YOU for registering with us! What You Need ------------- Cash Control requires the following for its operation: 1. An IBM Personal Computer or compatible computer. 2. DOS 2.0 or later. 3. A minimum of 320 KB of main memory. 4. Any one of the following disk configurations: - Single diskette configuration, 360 KB or larger. - Dual diskette configuration, two 360 KB or larger. - Fixed disk configuration, One fixed disk and One diskette drive (360 KB or larger). 5. Optional printer compatible with the either the IBM Graphics Printer or a HP LaserJet Printer. About the Company ----------------- Adrian-Thomas Developments Inc. is a new company formed in 1989. We specialize in software for the home and are delighted to present you our first product, Cash Control. Our philosophy is to produce software that improves the quality of your life instead of adding more work and complexity. We are confident that you will enjoy Cash Control. Thank you for your support! Contents -------- Introduction. . . . . . . . . . . . . . . . . . . . . 1 Cash Control - Version 1.2. . . . . . . . . . . . . 1 Cash Control - Future Directions. . . . . . . . . . 1 Getting Started . . . . . . . . . . . . . . . . . . . 2 About this Manual . . . . . . . . . . . . . . . . . 2 Installing or Upgrading Cash Control. . . . . . . . 2 Running Cash Control. . . . . . . . . . . . . . . . 3 Fast Start. . . . . . . . . . . . . . . . . . . . . 3 The Cash Control Main Menu. . . . . . . . . . . . . . 4 Selecting Cash Control Commands . . . . . . . . . . 4 Using the Moving Bar. . . . . . . . . . . . . . . . 4 Getting Help. . . . . . . . . . . . . . . . . . . . 4 Press [Esc] to Exit . . . . . . . . . . . . . . . . 4 Main Menu Commands. . . . . . . . . . . . . . . . . 4 Setting the Program Date. . . . . . . . . . . . . . 5 Leaving Cash Control. . . . . . . . . . . . . . . . 5 Using Your Accounts . . . . . . . . . . . . . . . . . 6 Creating an Account . . . . . . . . . . . . . . . . 6 Viewing an Account. . . . . . . . . . . . . . . . . 7 Saving Your Data to Disk. . . . . . . . . . . . . . 7 Using the Register Screen . . . . . . . . . . . . . . 8 Register Screen Keys. . . . . . . . . . . . . . . . 8 Switching Display Modes . . . . . . . . . . . . . . 8 Withdrawing and Depositing Funds. . . . . . . . . . 8 Editing Transactions. . . . . . . . . . . . . . . . 9 Void Checks . . . . . . . . . . . . . . . . . . . . 9 Deleting Transactions . . . . . . . . . . . . . . . 9 Balancing Your Account. . . . . . . . . . . . . . . 9 Printing Checks . . . . . . . . . . . . . . . . . . . 12 Setting the Check Format. . . . . . . . . . . . . . 12 Writing Checks In the Register. . . . . . . . . . . 12 Using the Printcheck Screen . . . . . . . . . . . . 12 Reprinting Checks . . . . . . . . . . . . . . . . . 14 Ordering Checks . . . . . . . . . . . . . . . . . . 14 Autoentry and Codes-memos Lists . . . . . . . . . . . 15 Remembering Transactions, Codes and Memos . . . . . 15 Using the Codes-memos List. . . . . . . . . . . . . 15 Retrieving Matching Transactions. . . . . . . . . . 16 Using the Autoentry List. . . . . . . . . . . . . . 16 Entering Automatic Transactions into Your Account . 17 Transaction Reminder. . . . . . . . . . . . . . . . 18 Other Register Screen Commands. . . . . . . . . . . . 20 Transferring Funds. . . . . . . . . . . . . . . . . 20 Splitting Transactions. . . . . . . . . . . . . . . 20 Moving Transactions . . . . . . . . . . . . . . . . 21 Searching for Transactions. . . . . . . . . . . . . 21 Viewing Available Memory. . . . . . . . . . . . . . 22 After the First Year. . . . . . . . . . . . . . . . . 23 Creating a New Year of Transactions . . . . . . . . 23 Moving Through the Years. . . . . . . . . . . . . . 23 Charge Accounts . . . . . . . . . . . . . . . . . . . 24 Working with Your Account Files . . . . . . . . . . . 25 Changing an Account's Title . . . . . . . . . . . . 25 Changing the Order of Account Files . . . . . . . . 25 Deleting an Account File. . . . . . . . . . . . . . 25 Reports . . . . . . . . . . . . . . . . . . . . . . . 26 Using the Report Menus. . . . . . . . . . . . . . . 26 Viewing Reports on the Screen . . . . . . . . . . . 27 Making Quick Reports. . . . . . . . . . . . . . . . 28 Changing the Program Options. . . . . . . . . . . . . 29 Turning on the Color. . . . . . . . . . . . . . . . 29 Hints and Tips. . . . . . . . . . . . . . . . . . . . 30 Postdated Checks. . . . . . . . . . . . . . . . . . 30 Program Color Control . . . . . . . . . . . . . . . 30 The Files on Your Program Diskette. . . . . . . . . 30 Files on Dual Diskette Drives . . . . . . . . . . . 31 1 Introduction ------------ Cash Control - Version 1.2 -------------------------- Cash Control simplifies your home financial record keeping. It accomplishes this with a small investment of your time to learn and operate the program. Cash Control looks like your checkbook register. You can: - Enter transactions for checking, savings or charge accounts. - Transfer funds between accounts. - Print checks on your printer. - Balance your account with your bank statement. - Remind yourself when payments are due. - Prepare reports and graphs of your recorded transactions. Cash Control - Future Directions -------------------------------- Cash Control is a program under continuous development. While Version 1.2 satisfies much of your basic financial needs, many exciting enhancements are planned for future versions. The same style, ease of use and consistent user interface will be maintained. 2 Getting Started --------------- About this Manual ----------------- Square brackets [ ] indicate a key. The following represents the "Enter" key: [Enter] Round brackets ( ) indicate Cash Control Commands. The following shows the "Row" command followed by the "Edit" command: (Row/Edit) Some program menus have optional fields. These fields are identified with an * to the left of the field's description. Check the README File A README file is on your Cash Control Program diskette. It contains last minute manual corrections. Read this with any ASCII editor. Installing or Upgrading Cash Control ------------------------------------ Follow these directions to install Cash Control for the first time or to upgrade from an earlier version to Version 1.2. Important Upgrade Information Version 1.0 data files work with Version 1.2. So no conversion of data files is necessary. Use the following installation instructions to upgrade to Version 1.2. Only the program files are copied over and your data files are preserved. The program options will be reset to the default setting. Diskette Installation Follow these instructions to install or upgrade Cash Control on a system with Diskette drives only. The following example shows you how to install from drive A to drive B. Reverse the drive letters if you want to install from drive B to drive A. (NOTE: Single diskette Systems should follow this procedure. You will be prompted when to exchange diskettes.) 1. Place your Cash Control Program diskette in drive A. 2. From the DOS prompt, set the default disk drive to A by typing "a:" and pressing [Enter]. 3. Type "install b:" and press [Enter] to install Cash Control on a formatted diskette in drive B. 3 Fixed Disk Installation Follow these instructions to install or upgrade Cash Control on a Fixed Disk. This example shows how to install from diskette drive A to fixed disk drive C. You can also use diskette drive B and fixed disk drive D by substituting these letters in the following example. 1. Place your Cash Control Program diskette in drive A. 2. From the DOS prompt, set the default disk drive to A by typing "a:" and pressing [Enter]. 3. Type "install c:" and press [Enter] to install Cash Control on fixed disk drive C. Running Cash Control -------------------- From the DOS prompt, type "cashc" and press [Enter]. If you are using a Fixed Disk, first make sure that you are viewing the subdirectory where Cash Control is located. Dual Diskette Drive Notes When you run Cash Control, you need to tell it where to find your data files. Follow these instructions. - From the Cash Control Main Menu, select (Options). - At the Program Options Menu, move the Moving Bar to Data File Disk Drive. - Select (Edit) and change the Data File Disk Drive to the drive containing your data files. For example, type "B" if your data files are on diskette drive B. - Press Esc to exit the Program Options Menu. From now on, Cash Control will look for your data files on drive B. Fast Start ---------- If you are in a hurry to try out Cash Control, run the program and experiment with the commands using the sample data file provided. Be sure to press [F1] for help or refer to this manual. Next, create your own data files and start adding your transactions using the (Withdraw) and (Deposit) commands. Use the (Row/Remember) command to remember any frequently used transactions in the Autoentry List. You can print checks on your printer by: 1. Writing then into your register using the (Checkwrt) command. 2. Printing them on your printer using the (Global/Printcheck) command. 4 The Cash Control Main Menu -------------------------- Selecting Cash Control Commands ------------------------------- Cash Control's Main Menu displays commands below the Program Logo. On other screens, commands are usually listed on the top line. Pressing the capitalized letter in one of the command words causes Cash Control to execute it. For example, if you press [R], you will go to the Reports Menu. This will happen whether you press an upper or lower case [R]. The capitalized letter is usually highlighted with different color. On monochrome displays, it is underlined. While the capitalized or highlighted letter is usually the first letter in the command, note that this is not always the case. Using the Moving Bar -------------------- On many screens and menus, Cash Control uses a Moving Bar to indicate active files or transactions. Move this bar around the screen with the cursor movement keys. Getting Help ------------ Press [F1] whenever you want to view the help text. Cash Control has context sensitive help. While viewing Help, press [F1] again to view the Help Index screen. Some help screens show highlighted text and a Moving Bar. When you move the Moving Bar to a highlighted text area and press [Enter], you see a new help screen related to the highlighted text. After doing this, you can press [B] to Backup to the original help screen. Press [Esc] to exit Help. Press [Esc] to Exit ------------------- [Esc] allows you to exit from any command or menu except for disk error windows. Here, you must press either [Y] or [N]. Main Menu Commands ------------------ Accounts View or update your accounts. Reports Create Reports from your accounts. Date Change the Program Date. Options Change the program settings to suite your personal preference. 5 Setting the Program Date ------------------------ When you enter Cash Control, the Program Date is set to your computer system's date. Cash Control allows you to change the Program Date without affecting the system date. If your computer does not have a built-in system clock/calendar, this command will be very useful. From the Main Menu, select (Date). A window pops up which allows you to enter a new date. Key it in and press [Enter]. Press [Esc] to exit without changing the date. Leaving Cash Control -------------------- While viewing the Main Menu, press [Esc] to leave Cash Control 6 Using Your Accounts ------------------- Some Restrictions: - Maximum of 15 accounts per DOS Subdirectory. Create several subdirectories if more are necessary. - Maximum of 3000 transactions per year per account. - Maximum of 500 transactions per month per account. - Unlimited number of years per account. - Maximum dollar amount of $9,999,999.99. - Maximum of 50 unprinted checks. Accounts File Menu To view or update your accounts, select (Accounts) from the Main Menu. You see the Accounts File Menu. Creating an Account ------------------- Before you can add your deposits and withdrawals, you must create an account. While viewing the Accounts File Menu, select (Add) to create a new account. Enter the following in the Add window: Account Filename Key in up to 6 characters. You may use characters A through Z and numbers 0 through 9. Account File Title This is the account's title. Key in the title of your choice. For example, Tom's Checking Account. Year Key in the starting year for the account. For example, key in 90 for the year 1990. Starting Balance This is the initial amount contained in the account. Negative numbers are allowed here. For example, if you owe $150 on a Charge Account, enter -150. Charge Account Type [Y] if this is a Charge Account like a VISA Charge Card account. Type [N] if this is an account such as a checking or savings account. Press [Enter] and a new account is created. 7 Viewing an Account ------------------ While viewing the Accounts File Menu, move the Moving bar to the desired account with the cursor keys. Press [Enter] to Use or retrieve the account and you see the Register Screen. The following headings are displayed in the Heading Window below the command line: #### Check Number Dy Day of the month Description Transaction Description C Cleared Bank Statement indicator T Taxable transaction indicator Withdraw Withdrawal amount Deposit Deposit amount Balance Account Balance after this transaction The uppermost line of the Heading Window indicates the month and year, the Account File Title, and the Starting Balance prior to the first transaction on the screen. Saving Your Data to Disk ------------------------ Cash Control saves your data to disk when you exit the Register Screen or when you switch accounts. Changes to the Codes-memos List are saved when you exit the program. 8 Using the Register Screen ------------------------- Register Screen Keys -------------------- These keystrokes allow you to move through your account. If you have just created a new account, some of these keys will not function because you have no transactions. Refer to this chart after you have added some. Cursor Up Select the previous transaction. Cursor Down Select the next transaction. [PgUp] Page backwards though this account. [PgDn] Page forwards though this account. Cursor Left Go to the previous month. Cursor Right Go to the next month. [Home] Go to the first transaction in January. [End] Go to the last transaction of this year. [Ctrl]+[Home] Go to the first transaction in this month. [Ctrl]+[End] Go to the last transaction in this month. Switching Display Modes ----------------------- Select (Mode) to toggle between the normal display mode and the Memo display mode. The normal mode displays Withdrawals and Deposits under separate columns. The Memo mode displays the Memo and Code fields of the transactions. In this mode, the Amount column shows a positive value for Deposits. Withdrawals show negative values. The Heading Window displays a Line Balance value rather than a Starting Balance. This is the account balance for the transaction marked by the Moving Bar. You can switch between modes by pressing [M]. All Cash Control commands work the same regardless of the mode you choose. Withdrawing and Depositing Funds -------------------------------- Select (Withdraw) to withdraw funds and to enter Handwritten Checks into your account. Select (Deposit) to deposit funds. Enter the transaction in the pop up window. Fields marked with an * to the left are optional. Use the tab keys and cursor keys to move between fields. Press [Enter] when finished to add this transaction to your account. Setting the Date The date is preset in the entry window. To change it, press: [F9] Advance backwards by a single day. [F10] Advance forwards by a single day. [Ctrl]+[F9] Advance backwards by a single month. [Ctrl]+[F10] Advance forwards by a single month. 9 Setting the Check Number When using Withdraw, the check number value will automatically increment in the #### field. Press [Alt]+[C] if you want to clear out this field. This works even if the cursor is not located on the #### field. You can key in alphabetic letters in this field. For example, key in ATM for ATM transactions. Viewing the Codes-memos List Press [F3] to view the Codes-memos List. Refer to the section titled Using the Codes-memos List for more information. Retrieving Matching Transactions Press [F4] to retrieve a matching transaction from the Autoentry List. Refer to the section titled Retrieving Matching Transactions for more information. Press Esc to Exit While viewing the window, press [Esc] to exit without adding this transaction. Editing Transactions -------------------- Move the Moving Bar up or down to select the Active Transaction. Then select (Row/Edit) to edit it. A window pops up which looks very similar to the Withdraw or Deposit windows. Key in the changes and press [Enter]. Many keys work the same as in the Withdraw and Deposit windows. These are [F3], [F4], [F9], [F10], [Ctrl]+[F9], [Ctrl]+[F10], [Alt]+[C] and [Esc]. Void Checks ----------- Select (Void) to record Void checks in your account register. The Withdraw Window appears with the Check Number and Void already filled in. You can change the date or information in the fields if you wish. Press [Enter] to add the Void check to your account. Notice that Void checks are added to your register with the Cleared indicator on. Deleting Transactions --------------------- Select (Row/Delete/Delete) to delete the Active Transaction. Balancing Your Account ---------------------- Cash Control has a special screen for Balancing your account with your Bank Statement. 10 Entering the Balance Screen Select (Global/Balance) to enter the Balance Screen. This screen shows your uncleared and Just Cleared transactions only. Just Cleared transactions are those that you have recently cleared. Exiting the Balance Screen Press [Esc] to exit this screen. You can exit while in the middle of balancing your account. Later you can return to the Balance Screen and continue. Marking Your Cleared Transactions Move the Moving Bar to the desired transaction and select (Clear). The Just Cleared indicator will turn on for this line. Repeat for all of the cleared transactions in your bank statement. After you clear an item, the Moving Bar automatically advances down one row if you set the Move Cursor on Clear option to YES in the Program Options Menu. Editing Transactions Sometimes a transaction in your bank statement does not agree with the one in your Cash Control account. For example, your bank statement shows a check for $39.99. You entered $39.49 in Cash Control. To correct this, move the Moving Bar to this transaction and make your changes using the (Edit) command. Adding and Deleting Transactions Press [Esc] to exit (Global/Balance). Use the (Withdraw), (Deposit) or (Row/Delete) commands. Select (Global/Balance) again to continue balancing. Finished Clearing - Comparing Your Balances The Heading Window displays the Cleared Balance. It should match your bank statement balance when you have completed clearing transactions. If it doesn't, double check those transactions that you Just Cleared. If it still doesn't balance, you can set the Ending Statement Balance using (Global/Ending) so that the Required Adjustment may be calculated. A positive amount for the Required Adjustment means that you must deposit funds to balance. Withdraw funds if it is negative. Also notice that the Uncleared Amount is the sum of all transactions which have not cleared your account. Archiving Just Cleared Transactions Once your account balances with your bank statement, select (Global/Archive) to change all Just Cleared indicators to Cleared indicators. Then these transactions will no longer be seen when you enter the Balance Screen. Just Cleared transactions have a different character than Cleared transactions. These characters may be changed using the Program Options Menu. 11 Other (Global/Balance) Commands While in Balance, use the following commands to aid you: Unclear Turn off the Just Cleared indicator for this transaction. First Find the first uncleared transaction in this year. Next Find the next uncleared transaction. Year Change years. Global/Order Switch between Date ordering and Type ordering for this list. You can set the default order using the Program Options Menu. Balancing New Accounts When you create a new account, the Cleared Balance is set to the same value as your Starting Balance. The Cleared Balance will not match your bank statement balance during the transition period from your old accounting method to Cash Control as long as you have uncleared transactions in your old accounting method. During this transition period, use the Uncleared Amount to assist you in balancing your account. Once all the checks have cleared in your old accounting method, the Cleared Balance should match with your bank statement after you balance your account. 12 Printing Checks --------------- Setting the Check Format ------------------------ Before you print checks with Cash Control, you need to describe the Check format. The program is preset for Deluxe format #091004 on Printer Port 1. If you need a different format: - Select (Options) from the Main Menu. - Press [PgDn] until you reach Page 3 of the Program Options Menu. - Select (eXplain) to give an explanation of each option. - Select (Format) to set the Check Format to another preset format. If your checks are different than these, set the field positions individually using (Edit). - Select (Test) to print a test check on your printer. - When you are satisfied with the result, Press [Esc] to return to the Main Menu. Note: Cash Control only uses checks with preprinted Check Numbers. Writing Checks In the Register ------------------------------ From the Register Screen or the Autoentry List, select (Checkwrt) to write a check for later printing on your printer. Enter your data similar to the (Withdraw) command. Check Address With (Checkwrt) you can enter the Address of the Payee. Later, you can save the address with this transaction in the Autoentry List by selecting (Row/Remember/Autoentry). Press [Enter] to Add to Your Register When you press [Enter], the check is added to your Register. Since it is an unprinted check, ***** is visible in the Check Number column. Also, a C is visible in the lower right hand side of the screen showing that there are unprinted checks in this account. Unprinted Check Commands You can Edit, Split, Move, or Remember unprinted checks similar to Withdrawals or Deposits. Using the Printcheck Screen --------------------------- You can print out all the checks you wrote with (Checkwrt) at the Printcheck Screen. From the Register Screen, select (Global/Printcheck). This screen lists all unprinted checks for this year. The right portion of the screen shows more information about the check marked by the Moving Bar. 13 Printcheck Keys Cursor Up Move the Moving Bar up. Cursor Down Move the Moving Bar down. [PgUp] Page backwards. [PgDn] Page forwards. [Home] Go to the first Unprinted check. [End] Go to the last Unprinted check. Selecting Checks for Printing The Printcheck Screen allows you to print All or Some of the checks listed. If you only want to print some of the checks, select those you want printed with (Mark). First move the Moving Bar to the desired check and press [M] to mark it. Similarly, use (Unmark) to unmark checks. If you want to print a single check or all checks, no marking is necessary. Start Printing Select (Print) to print checks. Next select: Row Print the check marked by the Moving Bar. Marked Print only Marked checks. All Print all checks. (Even those not Marked) Which Checks Printed OK? After printing is done, you must tell Cash Control how many checks printed correctly. Select: All All checks printed correctly. Then: 1. Enter the Check Number visible on the first check that was printed. None None of the checks printed correctly. Some Some checks printed correctly and some did not. Then: 1. Enter the Check Number visible on the first check that was printed. 2. Enter the Check Number of the first BAD check printed. After these steps, the checks that printed successfully have Check Numbers assigned in the Register. They are removed from the Printcheck Screen. Other Printcheck Screen Commands Edit Edit the check marked by the Moving Bar. Checknumber Assign a Check Number to this unprinted check and remove it from the Printcheck Screen. This is helpful if you decide to write this check by hand rather than printing it on your printer. Remember Remember this check in the Autoentry List or remember its Code and Memo in the Codes-memos list. Remembering in the Autoentry List also remembers the Address. Year Select the Previous or the Next year. This allows you to view another year with unprinted checks. 14 Reprinting Checks ----------------- When you edit a check with a Check Number assigned in the Register Screen, changing its Check Number to ***** makes it an unprinted check. Then you can reprint it with (Global/Printcheck). Ordering Checks --------------- You can customize Cash Control to support a variety of computer checks. Cash Control also supports the following preset check formats: - #091050 Tractor Feed Check (6" x 2 5/6") - #091004 Tractor Feed Check (8 1/2" x 7") - #081004 Laser Check (8 1/2" x 7") You can order these from: DELUXE Computer Forms & Supplies 1275 Red Fox Road Call Toll Free: 1-800-328-0304 P.O. Box 64046 In Canada: 1-800-826-3714 St. Paul, MN 55164-0046 In Minnesota: 1-612-631-8500 U.S.A. When ordering checks, indicate Key Code X00029 so DELUXE knows that you are ordering checks for Cash Control. 15 Autoentry and Codes-memos Lists ------------------------------- Remembering Transactions, Codes and Memos ----------------------------------------- Remembering Transactions When you have a transaction that occurs frequently, you can remember it in the Autoentry List. At the Register Screen, move the Moving Bar to the desired transaction and select (Row/Remember/Autoentry). The transaction is added to the end of the Autoentry List. Remembering Codes and Memos You can remember the Code and Memo field of a transaction in the Codes- memos List by selecting (Row/Remember/Codes-memos). Using the Codes-memos List -------------------------- This list contains Codes and their related Memo descriptions that you frequently use. For example, if you are writing a check for car insurance and you can't remember the proper code or memo to use, consult the Codes- memos List. You may have up to 100 entries in the Codes-memos List. This list can be used to help you choose the same Codes and Memos in all data files. The list is sorted alphabetically. You can view, add, edit or delete Codes and Memos by selecting (Global/Codes). A pop up window appears displaying your Codes and Memos. The following commands are available: Add Add a new Code-memo to the list. You must enter the Code field. The Memo field is optional. Add a unique code and memo pair. You can add the same code several times as long as the Memo field is different. Enter the Code Type (Income, Expense or neither). Row/Edit Edit this Code-memo. Row/Delete Delete this Code-memo. Code Type (Income, Expense or neither) Setting the Code Type tells Cash Control whether this is an Income or Expense code. For example, you spend money on Clothes most months. One month, you may return clothes to the store for a refund and receive money. To make sure that Cash Control thinks this is always an expense, set the Code Type to E for Expense. Sometimes you will want to leave the Code Type blank. An example is for Funds Transfer. When transferring funds between a checking and savings account, you want it recorded neither as an expense nor as income. In this case leave the Type field blank. 16 Other examples of leaving the Code Type blank are for refundable payments. An example is for Medical payments where you expect to get a refund later from your insurance company. Here, you don't want the payment to add to your expenses nor the refund to add to your income. If a partial refund is received, you can Split the transaction as shown in the section Splitting Transactions. The non-refundable portion can have an Expense Code Type so it will be included in your expenses. Using Codes and Memos in Entry Windows The use and Select commands are not operable unless this window overlays another window such as Withdraw, Deposit or Checkwrt. If you are viewing windows like these, press [F3] to view the Codes-memos List. While viewing the Codes-memos List, press [Enter] to copy the Code-memo marked by the Moving Bar into the window. If you use (Select), you can choose whether to copy the Code only, Memo only or both in the window. Retrieving Matching Transactions -------------------------------- To save on keystrokes, you can retrieve transactions from the Autoentry List. For example, if you are writing a check for "Dick's Auto Repair" from the Withdraw window, type "di" in the Description field and press [F4]. If the Autoentry List has a transaction called "Dick's Auto Repair", it will be copied into this entry window. In the above example, the Autoentry List is searched for all transactions that start with the letters "di". Several matches may occur. When this happens, you are informed of the number of occurring matches. Press [F4] repetitively until you see the transaction you want. (Withdraw), (Deposit), (Checkwrt), (Row/Edit) and (Row/Split) commands allow you to retrieve matching transactions. Using the Autoentry List ------------------------ You record frequently used transactions in the Autoentry List. This section shows you how to work with it. Viewing the Autoentry List To view the Autoentry List, select (Autoentry) from the Register Screen. There are actually two Autoentry Lists; one for Withdrawals and one for Deposits. Select (Listchg) to switch lists. Leaving the Autoentry List Press [Esc] to exit the Autoentry List and return to the Register Screen. Adding Automatic Transactions Select (Add) to add a transaction to the Autoentry List. A pop up window appears. Key in the data and press [Enter]. Fields identified with an * are optional. The Amount field should be filled in for fixed payments like your mortgage. Grocery bills are variable, so leave 0 in the amount field. 17 Editing Automatic Transactions Select (Row/Edit) while viewing the Autoentry List to edit an Automatic Transaction. Make your changes and press [Enter]. Setting the Address If you want Addresses printed on your checks, you can enter the addresses of reoccurring checks in the Autoentry List. Later when you use (Checkwrt), the saved Address will appear. Select (Row/Address) to add or edit Addresses of an Automatic Transaction. You may save up to 50 Addresses in the Autoentry List. Deleting Automatic Transactions Select (Row/Delete/Delete) while viewing the Autoentry List to delete an Automatic Transaction. Moving Automatic Transactions Steps 1. Move the Moving Bar to the transaction to be moved. 2. Select (Row/Move). 3. Move the Moving Bar to the destination transaction and press [Enter]. The transaction is moved after the destination transaction. Preventing Check Numbers on (Withdraw) Whenever you use (Withdraw), a Check Number usually appears in the Check Number field. You can press [Alt]+[C] to clear this field, but some withdrawal transactions never need a Check Number. Examples are Cash withdrawals or Electronic Funds withdrawals. While viewing the Autoentry List, select (#) by pressing # to prevent a Check Number from appearing when using (Withdraw) on this transaction. Selecting (#) repetitively toggles the # indicator. Entering Automatic Transactions into Your Account ------------------------------------------------- Select (Withdraw), (Deposit), or (Checkwrt) while viewing the Autoentry List to enter an Automatic Transaction in your account. Enter your data in this window in the same fashion as you would from the Register Screen. Change Months You can change the month shown in the upper left corner of the Autoentry List by pressing Cursor Left or Cursor Right. This is the default month value when using (Withdraw), (Deposit), or (Checkwrt). 18 Transaction Reminder -------------------- The Transaction Reminder feature tells you when it's time to pay bills or when deposits should occur. Choose an Automatic Transaction with the Moving Bar. Select (Notify/Yes) to view the Notify Yes window. In this window, enter: 1. Repeat This tells Cash Control how often this transaction occurs. For example, enter M for a monthly repetition. Other repetition choices are listed in the Notify Yes window. P for Postdate is a special case. Use it to remind you of a single payment or deposit due in the future. 2. Starting Month, Day and Year This is the date of the first occurrence of this transaction. Succeeding occurrences are based on the Repeat value. Setting the Day value to 31 tells Cash Control that this transaction should occur on the last day of the month. (for Monthly, Bimonthly, Quarterly, Semiannually, and Annually Repeats only) Press [Enter] and you see an On indicator appear under the Nt column of the screen. This means that Notification is On for this transaction. Changing Display Modes Select (Mode) while viewing the Autoentry List and you see the date when each Automatic Transaction is due. In this mode, the Due date, Repeat value and AN column are visible. The AN column is be discussed later. Select (Mode) again to view the Memo and Code fields. The Due indicator This indicator appears on the lower right of the display screen when you have Automatic Transactions that are due for payment or deposit. The Autoentry List indicates which items are overdue by displaying the number of overdue occurrences under the O column. Move the Moving Bar to this transaction and select (Withdraw), (Deposit), or (Checkwrt). After using one of these commands, notice that the overdue occurrence number is one less than before. The due date is updated to the next time this transaction occurs. This indicator disappears when there are no more overdue occurrences. Advanced Notification Cash Control will remind you up to a month in advance of the due date. After setting the Notification date for a transaction, you can select (Notify/Advnotice) and enter the number of days of advanced notification. For example, if you want 10 days of advanced notice for your Mortgage payment, select (Notify/Advnotice) and enter 10. The Due indicator will turn on 10 days prior to the actual due date of your Mortgage payment. Each Automatic Transaction may have a different value for advanced notice. This value appears under the AN column of the screen and may be changed by selecting (Notify/Advnotice) again. 19 Turning Off Notification Select (Notify/No) to turn off notification for a selected transaction. Transaction Reminder Across Years The Transaction Reminder feature works across the years. Sometimes you may see a PY or an NY indicator under the O column. PY tells you that the occurrence is in a Previous Year. NY means the Next Year. Normally, you should select the correct year before entering the transaction in your register. For example, if you are viewing 1991 and see PY for a transaction, you should enter it from the year 90. Cash Control does allow you to enter it from the viewed year if you wish. 20 Other Register Screen Commands ------------------------------ Transferring Funds ------------------ You can transfer funds from one account to another. This includes transfers between bank accounts and charge accounts. For example, Tom wants to write a check for a payment to his Visa account: 1. While viewing "Tom's Checking Account", he writes a check to his Visa charge company for $57. 2. He selects (Row/Transfer) when the Moving Bar is on this transaction. 3. At the File Selection window, he selects "Tom's Visa Charge" as the destination account. 4. Cash Control adds an opposite transaction in "Tom's Visa Charge". In this case, this is a deposit of $57 which shows that a payment is made to the Visa charge account. Similarly, transfers may be used between other accounts like a transfer of funds from Savings accounts to Checking accounts. Additional Transfer Rules - Transferring a Cleared or Just Cleared transaction produces an uncleared transaction in the destination account. - Each account has a Transfer Area containing up to 4 transferred transactions. They are removed from the Transfer Area whenever you Use this account. - Once the transfer has taken place, if you edit a transferred transaction, the opposite transaction in the other account will not change without editing it manually. Splitting Transactions ---------------------- Sometimes, splitting a transaction may be necessary. For example, you might withdraw $100 in cash split into: - $25 spending money - $50 groceries - $25 gas for the car Steps 1. Select (Withdraw) and enter a transaction called "Cash Withdrawal". This is called the Primary transaction. 2. Select (Row/Split) and enter the first Split transaction called "Spending Money" for $25. 3. Select (Row/Split) again. This time enter "Groceries" for $50. 4. Repeat once more for gas for the car. Notice that the amount of the Primary transaction equals the sum of its Split transactions. While viewing the Split window, use [F3] to view the Codes-memos List and use [F4] to retrieve a matching transaction. 21 You may have up to 10 Split transactions for each Primary transaction. You may edit or delete them similar to normal transactions. Just move the Moving Bar to the desired transaction and select (Row/Edit) or (Row/Delete/Delete). Split Transaction Rules - When you split a transaction, the Code field for the Primary transaction is blanked out. This prevents the possibility of double- counting. - When splitting, the Tax field is inherited from the Primary transaction. - Cash Control warns you when Split transactions have the same Description or Memo field as the Primary transaction. Avoid this to prevent the possibility of double-counting. Moving Transactions ------------------- Use this command to re-order transactions that occur on the same day. Also, you can re-order your Split transactions. To move a transaction: 1. Locate the Moving Bar on the transaction to be moved. 2. Select (Row/Move). 3. Move the Moving Bar to the destination transaction. 4. Press [Enter] and the transaction is moved after the destination transaction. Searching for Transactions -------------------------- The Search command lets you find a transaction anywhere within the year. You can find transactions by searching for a matching: - Check Number (####) - Description - Amount - Code - Memo - Taxable transactions - Cleared or Uncleared transactions Select (Global/Search). Then enter what you are searching for in the Search window. The following shows how to search for a transaction with an amount of $34.62: 1. Type 34.62 in the Amount field of the Search window. 2. Press [Enter] to search forwards for a transaction matching $34.62. You can press [F10] instead of [Enter] to search forwards. Press [F9] to search in a backwards direction. 22 After the search is performed, you can repeat the search from the Register Screen by pressing [F9] or [F10] again. Similarly, you can search for transactions with matching Check Numbers, Descriptions, Codes, Memos, Tax indicators or Cleared items. Multiple Field Searches You can do Multiple Field Searches. To search for all uncleared transactions with a code field of "food", type food in the Code field and type N in the Cleared Item field. Start the search by pressing [F9], [F10] or [Enter]. You can search with combinations using other fields as well. Wildcard Searches You can do Wildcard Searches by pressing [F8] while the cursor is on the designated field. For example, if "bi" and [F8] are typed while on the Memo field, Cash Control will find transactions with memo fields of "Gas Bill", "New Bicycle" or "Utility Bill". A "W" indicator is turned on when a Wildcard Search is on for a given field. Press [F8] again to turn it off. Clear Search Window Fields When you enter the Search window again, the old search values remain in the entry fields. Press [F5] to clear the fields. Viewing Available Memory ------------------------ Select (Global/Memory) to view how much memory is available for transactions. This window also shows how many transactions are in this year for this account. Press any key to exit this window. 23 After the First Year -------------------- Creating a New Year of Transactions ----------------------------------- Select (Year/neWyear) when you are reaching the end of a year and want to create a new year for transactions. As a precaution for selecting (Year/neWyear) by mistake, you are asked to: Create year 91 for Joe's Checking Account? Yes No Select (Yes) to create a new year. WARNING When using diskettes for storing your data, make sure that you don't open the drive door while creating a new year. This could seriously damage your data files and require you to restore them from your backup copy. After creating the new year, you can still change the old year. Cash Control carries over the balance to the new year. For each account, the newest 2 years are Active Years. Older years are Archived. For example, if 4 years of data exist for Joe's Checking Account; 1989, 1990, 1991 and 1992. 1991 and 1992 are Active Years. 1989 and 1990 are Archived. A limited set of Cash Control commands are available for Archived years. Similar to Active Years, you can View, Edit transactions, Search and make Reports. You can't Add, Delete or Split transactions. Moving Through the Years ------------------------ When you have more than one year for an account, you can change years by selecting: (Year/Next) View the next year. (Year/Previous) View the previous year. (Year/Select) Choose a specified year. (Year/Next) and (Year/Previous) also work while in Global/Balance, the Autoentry List or Global/Printcheck. 24 Charge Accounts --------------- Cash Control allows you to create and manage Charge Accounts. Typical charge accounts are for credit cards like Visa or Master Card. You manage charge accounts using the same commands as checking or savings accounts. Creating a Charge Account Create a Charge Account using (File/Add). Be sure to type Y in the Charge Account field. Also, enter a negative amount in the Starting Balance field if you owe money. Entering Charges Select (Withdraw) when you charge items to the account. Select (Withdraw) whenever interest is charged against the account. Making Payments Select (Deposit) when you make payments to your charge card company. Other Commands You can use other commands when necessary such as (Global/Search), (Row/Split), etc. Also use (Global/Balance) to balance your account with your Charge Statement. You can use the Codes-memos List and the Autoentry List. Making Reports You can make Reports with your Charge Account transactions. They may be combined in Reports with checking and savings accounts. Reports will account for a Charge in the same way as a check from a checking account. 25 Working with Your Account Files ------------------------------- Changing an Account's Title --------------------------- From the Accounts File Menu select (Row/Edit). A window appears for you to change the Account File Title. Press [Enter] when finished. Changing the Order of Account Files ----------------------------------- At the Accounts File Menu, you can change the order of your accounts. Order them any way you wish. A suggestion is to place the most frequently used accounts at the top of the screen. To move an account entry: 1. Move the Moving Bar to the account to be moved. 2. Select (Row/Move). 3. Move the Moving Bar to the destination account and press [Enter]. The account is moved after the destination account. Deleting an Account File ------------------------ Account file entries may be deleted from the Accounts File Menu. Move the Moving Bar to the desired account and select (Row/Delete/Delete). Only the entry is deleted. You must use the DOS ERASE command to erase the actual data files on disk. 26 Reports ------- You can find out where your money went using Cash Control Reports. You can create a variety of reports using the transactions you entered in your accounts. From the Main Menu, select (Reports) and you see the Reports Menu. This menu presents you with 5 report choices: A Account Register Print Out Print out an Account Register on your printer. The result looks like a checkbook register. Two report styles are available. B Matching Transaction Report Report the transactions that matched your search criteria. For example, list all payments made to Sears for clothing between February and August of 1990. C Monthly Amounts Report Total up the amounts of transactions for each month selected. For example, find out the amount spent on Clothing for each month of 1990. D Code Summary Report Total up the amounts for all Code categories used over a specified period of months. This report shows you where your money is being spent. E Tax Summary Report Use this report at tax time to total up taxable transactions. They are totalled by Code so be sure to organize this well in advance. You can select one of these five reports by pressing the letter preceding the report name. For example, press [B] to select the Matching Transaction Report. Press [Esc] while viewing the Reports Menu to return to the Cash Control Main Menu. Using the Report Menus ---------------------- While viewing the Report Menus, some or all of the following fields may be entered. Remember to press [F1] to get help on a particular menu. Before you print your first report, set up your printer port and printer type at the Program Options Menu. Account Data Files Press [F7] to select the Account Data Files for this report. Report Dates (mm-yy) Enter the starting and ending month and year for this report. The dates may span up to a maximum of 5 years. 27 Compressed Print (Y/N) You can choose Compressed Print for special report effects for the Account Register Print Out. To (S=screen/P=Printer) Specify whether you want the report to go to the display screen or to the printer. Type (D=dep/W=withdraw/B=both) Indicate whether the report should include Deposits only, Withdrawals only, or both Deposits and Withdrawals. ####, Description, Code, Memo, Tax Item, Cleared Item Enter the search keys for the Matching Transaction Report and the Monthly Amounts Report. They tell Cash Control what transactions to search for. This works similar to the Accounts (Global/Search) command. You can press [F8] to toggle the Wildcard Search indicator. Also, you can press [F3] to view and select from the Codes-memos List. Clear All Entry Fields Press [F5] to clear all entry fields. Some Restrictions - The Matching Transaction Report has a maximum of 100 matching transactions. If more than 100 are found, restrict the Report Dates to fewer months or reduce the number of Account Data Files. - The Code Summary Report and Tax Summary Report are limited to a maximum of 200 different codes. If you ever reach this number, restrict your Report Dates or data files to reduce the number of codes found. Viewing Reports on the Screen ----------------------------- While viewing a report, press [F1] to get help describing the various report headings. Some reports may have several pages of data. Use [PgDn] and [PgUp] to view the other pages. Cursor Up and Cursor Down scroll one line at a time. Press [Home] to view the first page. Press [End] to view the last page. Press [Esc] to exit the report. Graphing Your Income or Expense Trends While viewing the Monthly Amounts Report, press [F4] to view a Bar Chart showing trends in your income or expenses. The dotted line marked with A indicates the average amount over the selected Report Dates. 28 Viewing the Code Summary or Tax Summary Reports While viewing either of these reports, press [F3] to view the Codes- memos List. The C-m column of the report shows you the codes that are not in the Codes-memos List. You can add these codes directly to the Codes-memos List if you wish. While viewing these reports, the %Type column shows how your income and expenses are spread. For an Expense code, this is its ratio of all Expense codes. For an Income code, this is its ratio of all Income codes. When ***.**% is visible in this column, this means that this is either an Expense code with more money coming "in" or an Income code with more money going "out". When this happens, this code is ignored when summing all Expense or Income codes. While viewing these reports, press [F4] to view a Pie Chart of these percentages. Making Quick Reports -------------------- Cash Control gives you the ability to make reports while viewing or updating your accounts. While these reports are limited in capability when compared to the Reports Menu, they can be made quickly and easily. At the Register Screen, move the Moving Bar to the desired transaction and select (Global/Quickreport). Next, select one of the following: Description Make a report based on a matching Description. Code Make a report based on a matching Code. Memo Make a report based on a matching Memo. A window appears with the Quick Report. Press any key to exit. Repeat Report Select (Global/Quickreport/Repeat) to produce the same report again. This comes in handy when you want to make the same report after switching years or changing Accounts. 29 Changing the Program Options ---------------------------- The Cash Control Program Options Menu allows you to change the program settings. These are contained in the file CASHC.PRO. Select (Options) from the Main Menu to get to the Program Options Menu. Three pages of options are available. Use [PgUp] or [PgDn] to change pages. Changing an Option Move the Moving Bar to the desired option and select (Edit). Follow the instructions to change the setting. Changes are saved to disk when you exit this menu. Explaining More About an Option Press [X] for an explanation of the option marked by the Moving Bar. As you move the Moving Bar, the explanation changes to match the selected option. This window remains on the screen until you press [X] again to turn it off. Exiting Press [Esc] to exit the Program Options Menu. Turning on the Color -------------------- The default color setting is White on a Black background. To change this, edit the Screen Colors Choice option at the Program Options Menu. This has no effect on Monochrome or Black & White monitors. 30 Hints and Tips -------------- Postdated Checks ---------------- Cash Control has 2 ways of handling postdated checks: 1 Using the Transaction Reminder Feature Rather than writing out a postdated for some time in the future, you can write this check when it becomes due. The Transaction Reminder feature will tell you when it is due, up to a month in advance. 2 Write a Postdated Transaction Directly into Your Account You can write a check, using (Checkwrt) or (Withdraw), setting the transaction date to a date in the future. This transaction is added to your account. Notice that your Ending Balance for this account changes. Keep in mind that the Ending Balance includes postdated checks. Program Color Control --------------------- Cash Control uses the current DOS Mode setting to determine whether the program should display in Monochrome, Black & White or Color. MODE MONO Display in Black & White or Monochrome. MODE BW40 Display in Black & White. MODE BW80 Display in Black & White. MODE CO40 Display in Color. MODE CO80 Display in Color. If you have a color display and see a Black & White screen, use the Program Options Menu to turn the color on. If you still don't see colors, enter MODE CO80 at the DOS prompt prior to entering Cash Control. If you have a Black & White display and Cash Control screens are not clearly visible, enter MODE BW80 at the DOS prompt. Restoring CASHC.PRO from the Program diskette also could solve the problem. The Files on Your Program Diskette ---------------------------------- CASHC.EXE Executable program code CASHC.OVR Program overlay code CASHC.PRO Profile for program settings CASHC.COD Account Codes and Memos and Account index information CASHC.HLP Help text file CASHC.DOC Program Documention in ASCII SAMPLE.ATO Sample data file index SAMPLE90.ACC Sample data file for 1990 transactions README Last minute documentation changes INSTALL.BAT Installation batch file CGA.BGI Graphics driver file (CGA & MCGA) 31 Files on Dual Diskette Drives ----------------------------- If you operate Cash Control on a system with Dual Diskette Drives, follow these tips: - Place your Data Files on the drive with the largest capacity. - Separate the Program Files from your Data Files as in the following example. DRIVE A (360KB) DRIVE B (720KB) CASHC.EXE TOM.ATO CASHC.OVR TOM90.ACC CASHC.HLP TOM89.ACC CASHC.PRO TOM88.ACA CASHC.COD JANE.ATO CGA.BGI JANE90.ACC EGAVGA.BGI