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$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ J. MacEvoy's $$$ $$$ CashTrac $$$ $$$ (tm) $$$ $$$ $$$ $$$ Personal Finance Manager $$$ $$$ Version 6.06 $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ Column One, Inc. $$$ $$$ P.O. Box 11264 $$$ $$$ Alexandria, VA 22312 $$$ $$$ $$$ $$$ $$$ $$$ Electronic Mail: 703-941-2386 $$$ $$$ 703-941-5934 $$$ $$$ (24-Hour User Support) $$$ $$$ $$$ $$$ $$$ $$$ ----====||====---- $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ Written by $$$ $$$ John MacEvoy $$$ $$$ Lynn Gilley $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ $$$ Copyright (c) 1987 Column One, Inc. All rights reserved. $$$ $$$ $$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$ 10/10/87 CashTrac 6.06 Page [ii] -------------------------------------------------------------------- Table of Contents ----------------- 1.0 INTRODUCTION ............................................1 1.1 PLEASE READ THIS! ..................................1 1.1.1 Version 6 Enhancements ......................1 1.1.2 General Program Features ....................2 1.2 LICENSE ............................................3 1.2.1 License: Demonstration Version .............3 1.2.2 License: Commercial Version ................4 1.3 WARRANTY AND LIMITATION OF LIABILITY: ..............5 1.3.1 Program Warranty ............................5 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 .......................................9 2.1 CONVENTIONS ........................................9 2.2 GETTING STARTED ....................................9 2.2.1 Making an AUTOEXEC.BAT file .................9 2.2.2 Hard Disk Installation .....................10 2.2.3 Floppy Disk Installation ...................10 2.2.4 Loading Sample Purchase Groups .............11 2.3 SETTING THE DEFAULT CONFIGURATION .................11 2.3.1 Hard Disk Configuration ....................11 2.3.2 Floppy Disk Configuration ..................12 2.3.3 Setting the Default Configuration ..........12 2.3.4 Converting Old CT or PFM Data to New Format 14 2.4 INITIAL OPERATION .................................15 2.4.1 Starting CashTrac ..........................15 2.4.2 Key Assignments ............................16 2.4.3 Data Entry Considerations ..................17 2.4.4 The CT6 Program Structure ..................18 2.4.5 Initial Housekeeping .......................20 2.4.6 Menu Screens ...............................22 10/10/87 CashTrac 6.06 Page [iii] -------------------------------------------------------------------- 2.5 THE HELP SCREENS ..................................22 2.6 THE CALCULATOR ....................................23 3.0 THE CHECKING ACCOUNT ...................................24 3.1 ENTERING NEW CHECKS, CASH PURCHASES, ETC. .........25 3.1.1 Checking Transaction Types .................25 3.1.2 Mandatory and Optional Data ................27 3.1.3 Valid Data Values ..........................27 3.1.4 Entering Checking Data, General ............28 3.1.5 Duplicating Entries ........................29 3.1.6 Entering Memos .............................29 3.1.7 Splitting Entries ..........................30 3.1.8 Selecting Checks For Printing ..............32 3.1.9 Sending Entries to Other Accounts ..........32 3.1.10 Using the Credit Transaction ..............33 3.1.11 On-Screen Bal .........................33 3.1.12 Setting Up Budgets ........................33 3.1.13 Voiding Checks ............................35 3.2 UNPAID BILLS ......................................35 3.2.1 Entering Unpaid Bills ......................35 3.2.2 Paying Unpaid Bills ........................36 3.3 CHANGING ENTRIES ..................................37 3.3.1 Searching for Checking Records .............37 3.3.2 Changing Checking Records ..................38 3.4 DELETING ENTRIES ..................................39 3.4.1 Deleting One Record ........................39 3.4.2 Deleting an Entire Checking Account ........39 3.4.3 Deleting Batches of Checking Records .......39 3.5 PRINTING REPORTS ..................................40 3.5.1 The Check Register Report ..................40 3.5.2 Account Activity Summary Report ............43 3.5.3 Unpaid Bills Report ........................43 3.5.4 Monthly Budget Report ......................43 3.5.5 Yearly Budget Report .......................44 3.6 BALANCING THE CHECKING ACCOUNT ....................45 3.7 CHANGING THE ACTIVE CHECKING ACCOUNT OR NAME ......46 10/10/87 CashTrac 6.06 Page [iv] -------------------------------------------------------------------- 3.8 THE CHECK WRITER ..................................46 3.8.1 Running the Check Writer ...................46 3.8.2 Setting the Default Configuration ..........47 3.8.3 Printing a Test Pattern ....................49 3.8.4 Printing Batches of Checks .................49 3.8.5 Printing Selected Checks ...................49 4.0 THE SAVINGS AND INVESTMENT ACCOUNTS ....................51 4.1 ENTERING INVESTMENT DATA ..........................51 4.1.1 Investment Transaction Types ...............51 4.1.2 Mandatory and Optional Data ................52 4.1.3 Valid Data Values ..........................52 4.1.4 Entering Investment Data, General ..........53 4.1.5 Duplicating Entries ........................55 4.2 CHANGING ENTRIES ..................................55 4.3 DELETING ENTRIES ..................................55 4.4 PRINTING INVESTMENT REPORTS .......................56 4.4.1 The Account Statement ......................56 4.4.2 The Account Activity Summary Report ........57 4.4.3 Summary of All Accounts ....................58 5.0 PROGRAM UTILITIES ......................................61 5.1 SORTING FILES BY DATE .............................61 5.1.1 Sorting Checking Files .....................62 5.1.2 Sorting the Investment Files ...............63 5.1.3 Packing the Unpaid Bills File ..............63 5.2 INVESTMENT ACCOUNT AND PURCHASE GROUP NAMES .......63 5.2.1 Adding New Names ...........................63 5.2.2 Changing Names .............................64 5.2.3 Deleting Names .............................64 5.2.4 Inserting Names ............................65 5.2.5 Displaying Names ...........................65 5.2.6 Renumbering Groups/Accounts ................65 5.3 IDENTIFYING THE DATA DISK .........................66 5.4 SET CHECKING ACCOUNT MINIMUM BALANCE WARNING ......67 10/10/87 CashTrac 6.06 Page [v] -------------------------------------------------------------------- 6.0 DOS PORTAL .............................................68 6.1 CHANGE DATA DRIVE .................................68 6.2 CHANGE SYSTEM DRIVE ...............................68 6.3 DATA DISK DIRECTORY ...............................68 6.4 SYSTEM DISK DIRECTORY .............................68 6.5 TEMPORARY EXIT TO DOS .............................69 7.0 IMPORT, EXPORT AND TRANSFER OF DATA ....................70 7.1 IMPORTING DATA ....................................70 7.1.1 Source File Format .........................70 7.1.2 Import Data, Delimited Format ..............70 7.1.3 Import Data, Undelimited Format ............71 7.1.4 Imported Data Value Table ..................71 7.1.5 Import Data Selection Screen ...............72 7.1.6 Importing Split Entries ....................73 7.1.7 Importing Memos ............................73 7.2 EXPORTING DATA ....................................74 7.2.1 CT6 Source Files ...........................74 7.2.2 Export Data, Delimited Format ..............74 7.2.3 Export Data, Undelimited Format ............74 7.2.4 Export Data Selection Screen ...............74 7.3 TRANSFERRING DATA .................................75 8.0 GRAPHING AND UTILITIES PROGRAM .........................77 8.1 THE GRAPHING SETUP SCREEN .........................77 8.2 PRINTING THE LEGEND ...............................81 8.3 GRAPH PRECISION ...................................82 9.0 TROUBLESHOOTING ........................................83 9.1 REPORTING PROBLEMS ................................83 9.2 LEVELS OF ERROR MESSAGES ..........................83 9.3 SECOND LEVEL ERRORS ...............................84 9.4 THIRD LEVEL ERRORS ................................85 9.5 MISCELLANEOUS PROBLEMS ............................86 10.0 MISCELLANEOUS .........................................88 10.1 CT6 FILE DESCRIPTIONS ...........................88 10.2 PROGRAM SPEED ...................................89 10.3 EXITING THE PROGRAM .............................90 10/10/87 CashTrac 6.06 Page [vi] -------------------------------------------------------------------- 10.4 KEEPING BACKUPS .................................91 10.5 MAKING ADDITIONAL DATA DISKS ....................91 10.6 A NOTE FROM THE PROGRAM AUTHOR ..................91 11.0 PROGRAM SPECIFICATIONS ................................93 INDEX .......................................................93 User Registration Form .....................................101 ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [1] -------------------------------------------------------------------- 1.0 INTRODUCTION 1.1 PLEASE READ THIS! CashTrac, version 6, is a major update of CashTrac (CT) version 5.15 and the TELEWARE Personal Fin Manager (PFM). It accepts data entered using all prior CT/PFM programs. Paragraph 2.1 con- tains the necessary information to configure the program properly and begin operation and should be followed closely. Users with existing CT/PFM data **MUST** convert their data using the configuration program provided. Also, the END key now replaces the ENTER key to enter a full screen of data and continue. Exper- ie d users should read the list of enh ments below, and alter their AUTOEXEC.BAT files as describ d in section 2.2.1. Programs obtain d from bulletin boards and mass distributers of public domain software have usually been squeez d and unsqueez d (or "archived") prior to delivery. This frequently causes errors in the program. One popular squeez program almost always causes a loss of cursor control. Programs are also damaged on occasion by stray magnetic fields in the mail. Should you have problems with erratic program behavior, ask your supplier for a copy of the original, unsqueez d CashTrac. See Customer Support, section 1.4 below for information on how to get new copies from us. The troubleshooting section (9) may also be helpful in solving problems. The demonstration version is limited to 200 entries per checking account (for a total of 3200 checking entries) and 200 investment entries. At the entry limit, all functions except data entry remain operational. Demonstration program users may purchase the commercial version of CashTrac from Column One, Inc. using the registration form at the end of this documentation. 1.1.1 Version 6 Enh ments (over version 5.15): * Pop-up four-function calculator with memory (Use Ctrl-F10). * Six color text graphing--supports monochrome, mono-graphics, or standard color graphics/EGA monitors. * Check writer, supports almost any check style. * Spreadsheet/database data export and import feature. * Fast direct screen writing on most screens. Slower (DOS) screen printing is available if the program is started as CASHTRAC D. * Split Checking transactions on entry into an unlimited number of sub-transactions. Great for paying credit cards. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [2] -------------------------------------------------------------------- * The cRedit transaction now is the opposite of a cash Purchase. * New Opening Bal transaction. * Add one line memos to checking transactions from Data Entry or Change screens. * 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. * Enh d record search features. Search for character strings and continue searches for duplicate records. * Sort routine handles 32,700 records or to the limit of memory, whichever comes first. Memory and disk space remaining are reported when sorting. * DOS path support. Put files anywhere on a hard disk. Use the Configuration program for initial setup and the DOS Portal menu for temporary alterations. * Perform DOS commands from CashTrac. * Reports: there are many enh ments. 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. Sort checks by check number, everything else by date. Expand d investment summaries. Summariz all in one report. Compare perform of all investments in one report. * On line help files for almost every screen. Use Alt-F10. 1.1.2 General Program Features CashTrac is a flexible personal fin 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 purchases (including major cash purchases), withdrawals, interest, etc. Checking Accounts may also be assigned to credit cards. CT6 will operat all 16 Checking Accounts on each of an unlimited number of data disks or subdirectories. * 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. * An Investment and Savings account program that tracks where your money is invest d and how well those investments are performing on an annualiz d percentage rat basis. Up to 255 separate accounts may be stored on one disk or subdirectory. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [3] -------------------------------------------------------------------- * Flexible report features including tax-d ductible purchase reports, available for any time period, for coping with the IRS. * Budget reports to show how much was spent in any user-d fin d budget area such as food, movies, computer equipment, or any other budget categories (Purchase Groups). Each Checking Account may have up to 255 different Purchase Groups. Budgets may be set up for both monthly and flexible time period reporting. * 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 fe d check styles. * Data export and import features to send data to and receive data from most spreadsheet and data base programs in either a delimited or non-delimited format. This version of CT, lik all past versions of CT/PFM, is fully compatible with data files made with past versions, however, data entered with pre-version 6 programs must be converted using the Configuration program provided. The remainder of this manual provides detailed instructions for operating each function. 1.2 LICENSE CashTrac 6 comes in both a commercial version for sale and a demonstration version. The logo screen of CASHTRAC.EXE identifies the demo version as DEMONSTRATION Version 6.0. The commercial version opening screen does not say demonstration. The licenses below refer to their respective versions. 1.2.1 License: Demonstration Version This license applies to the CashTrac version 6 (CT6 DEMO) demonstration program comprising the files CASHTRAC.EXE, CTGRAF.EXE, CONFIG.EXE, CHELP.CT6, GHELP.CT6, CT6PART1.DOC, and CT6PART2.DOC or the same files if their names have been changed by users in ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [4] -------------------------------------------------------------------- violation of this license. CT6 DEMO is copyrighted by Column One, Inc. (C1I), and is protected by copyright, trademark and trade secret law. C1I hereby grants users the limit d right to copy CT6 DEMO and give it to third parties for their use, but C1I 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 refere to the author or the program trademark in the program or in this documentation. Failure to abide by this limit d license by modification or sale of CT6 DEMO in violation of the rights reserved by C1I will be consider d a violation of Title 17 of the U.S. Code and C1I will seek the remedies permitted under the applicable sections of the Copyright Act. 1.2.2 License: Commercial Version This license applies to the CashTrac version 6 Commercial program (CT6 Commercial) comprising the files CASHTRAC.EXE, CTGRAF.EXE, CONFIG.EXE, CHELP.CT6, GHELP.CT6, CT6PART1.DOC, and CT6PART2.DOC or the same files if their names have been altered by a user. CT6 Commercial is copyrighted by Column One, Inc. (C1I), and is protected by copyright, trademark and trade secret law. Bona fide purchasers (purchasers) of CT6 Commercial possess all the rights granted by Title 17 of the U.S. Code (Copyright Act). In addition, C1I hereby grants purchasers 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. Failure to abide by this license by violation of the rights conferred by Title 17 of the U.S. Code and those granted by the author will subject the purchaser to the sanctions permitted under the applicable sections of the Copyright Act. 1.2.3 Trademark Column One, Inc. has been distributing programs under the CashTrac trademark sin July, 1985. The name closely resembles that of a later program (CashTrack) issued by SubLogic Corp. There is no connection between the companies. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [5] -------------------------------------------------------------------- 1.3 WARRANTY AND LIMITATION OF LIABILITY: 1.3.1 Program Warranty The programs CT6 DEMO and CT6 COMMERCIAL are provided AS IS with no warranties express or implied including the warranties of: 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 If Column One, Inc. sells a copy of CT6 COMMERCIAL directly to the purchaser, then the disk containing the copy of CT6 is warrant d to be free of defects for a period of 60 days from receipt of the program by the purchaser. If the disk proves defective within the 60 day time period and the purchaser returns the disk to the author, the disk and CT6 COMMERCIAL programs on that disk will be replac d free of charge. 1.3.3 Limitation of Remedies Column One, Inc.'s entire liability and your exclusive remedy shall be the replac ment of any defective diskettes as specified in section 1.3.2, Disk Warranty, above. If Column One, Inc. is unable to deliver a disk free of material defects, then the purchaser is entitled to a refund of the purchase price upon return of the defective materials and a signed stat ment 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 CT6 DEMO AND CT6 COMMERCIAL PROGRAMS, EVEN IF COLUMN ONE, INC. HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [6] -------------------------------------------------------------------- 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. 1.4 CUSTOMER SUPPORT CashTrac purchasers from dealers or directly from Column One who register their programs using the registration form at the end of this instruction manual will be provided with: a. Program update notices whenever major program revisions are available. Users not responding to two consecutive mailings may be removed from the mailing list. b. Program updates at a nominal cost (presently $10, but subject to change). c. Replac ment programs (both DEMO and COMMERCIAL) at $10 for those who either receive bad copies from third parties or somehow damage their only copy. Damaged programs will be replac d for $3 if the original disks are sent to us with a postage prepaid self address d return mailer. d. Access to the customer support electronic mail system (bulletin board system, or BBS). This is a 24 hour, 7 day per week computeriz d 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, Receive replac ment copies of damaged software over the phone via the file transfer system (upon advanced notice), There are also several hundred public domain programs avail- able from the BBS at the 703-941-5934 number only. This is a good source of inexpensive and hard-to-find software, and is open to all callers. CashTrac customers may call in and leave a message to the SYSOP or John MacEvoy requesting access to the private CashTrac section of the BBS. Please leave your program serial number (located in the base of the column on the CT6 logo screen) when requesting private access. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [7] -------------------------------------------------------------------- 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) The 703-941-2386 number is for user support and downloading the CashTrac Demo program only. The 703-941-5943 number provides access to the investment forum and over a thousand public domain files as well as the same user support as the 2386 number. e. Users may write directly to the program author (John MacEvoy) care of Column One, Inc., P.O. Box 11264, Alexandria, VA 22312. We request that non-paying customers include stamped, self-address d envelopes for replies. NOTE: Customers who purchased the demonstration version of CT6 from a distributor at some nominal cost may deduct $8 from the purchase price listed on the registration form if they send us the original disks with the original labels attached and a self address d stamped return mailer. There's no sense in paying twice for the same disks. 1.5 HARDWARE REQUIREMENTS CT6 is designed to run on an IBM PC, XT, AT, or JR 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 monochrome, mono-graphics, composite graphics, color graphics, and enhanced graphics monitors. If your printer prints the complete IBM character set (the lines, boxes, and foreign language characters), it will support the MS DOS "extend d ASCII" character set used to make the graphs. A good way to test your printer is to do a "print screen" (hold the shift key and press the PrtSc key) of a menu screen and see if it prints the lines at the top and bottom of the screen. If your printer does not print these characters, it may be possible to switch the printer's default character set, as on some Epson and laser printers, install an additional ROM chip (such as the OKIDATA Plug 'n Play module in OKIDATA printers), or use a printing enhancement program. The user supported Image Print program produces excellent letter quality ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [8] -------------------------------------------------------------------- characters on Epson-compatible dot matrix printers and will print the MS DOS character set need d for printing CT6 graphs. Image Print is available from the user-support BBS and many other locations. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [9] -------------------------------------------------------------------- 2.0 INITIAL OPERATION 2.1 CONVENTIONS a. The characters <C/R> mean "press the Carriage Return or the Enter key." b. The F10 key refers to the function key mark d F10, NOT the F, 1, and 0 keys. 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> (remember, <C/R> is just a SET CT6=X <C/R> carriage return or Enter key) 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. Ctrl-Z is an end of file mark r. 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 "OUT OF MEMORY" error can occur. If it does, please refer to the Troubleshooting section, 9.0. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [10] -------------------------------------------------------------------- 2.2.2 Hard Disk Installation a. If you do not have a subdirectory on your hard disk for the CT6 program and data, use the MKDIR command (see DOS manual) to create one. If you are already using CT-5.15 or an earlier version of PFM, you may continue to use the same subdirectory. For example, to make a new subdirectory named FINANCE, type: MKDIR C:\FINANCE <C/R> Note: CT6 data should be in a subdirectory close to the root directory. CT6 relies heavily on data files for information storage; putting data in sub-subdirectories considerably slows down data access on CT6 and any other program, but does no harm. b. Copy all files from the distribution diskettes (System Disks 1 and 2) from your A: or B: floppy drive to your selected subdirectory. You may delete the documentation. 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 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>). c. Put the distribution disk mark d SYSTEM DISK 1 in drive A:. Put the newly formatted disk mark d SYSTEM DISK 1 (your working disk) in drive B:. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [11] -------------------------------------------------------------------- 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. Put the distribution disk mark d SYSTEM DISK 2 in drive A:. Put the newly formatted disk mark d SYSTEM DISK 2 (your working disk) in drive B:. f. 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 discuss s Purchase Groups and these files in more detail. If you would like to use the sample files (they are recommend d, 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 CT6 data disk or hard disk CT6 data subdirectory. Put the two 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. 2.3 SETTING THE DEFAULT CONFIGURATION This step sets the default colors (or highlighting for monochrome and composite monitors), tells CT6 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 CT or PFM data from versions prior to version 6 should back up their current data on a floppy disk or another subdirectory prior to proceeding. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [12] -------------------------------------------------------------------- b. Make the C: drive the default drive and the directory containing CT6 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. 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. (Color monitor users may find a background of 1 for the general screens, 4 for the warning screens, and 0 for the help screens and a foreground color of 10 or 14 for all screens to be a pleasing combination.) Press the End key to continue. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [13] -------------------------------------------------------------------- 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. 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. CT6 will expect the System drive for floppy disks to be A:. Hard disk users may have as many separate data subdirectories as they desire for different applications. Each DATA subdirectory should have a copy of its own configuration file. To do this, change to the "other" subdirectory (for example, FINANCE2) and run the CONFIG program as follows: CD \FINANCE2 (changes directory) C:\FINANCE\CONFIG (runs CONFIG on FINANCE directory) (Run configuration options and make C:\FINANCE2 the new data drive\path.) Later, when running CASHTRAC with FINANCE2 data, have C:\FINANCE2 as the default directory. 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 disk, or default directory for hard disks. 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 CT6 SPECIFICALLY PROMPTS FOR A DISK * * CHANGE. FAILURE TO FOLLOW THIS RULE COULD CAUSE DOS TO * * CLOSE FILES ON THE WRONG DISK AND RUIN THE DIRECTORY. * ************************************************************** ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [14] -------------------------------------------------------------------- 2.3.4 Converting Old CT or PFM Data to New Format Data stored with versions of PFM or CT prior to version 6 must be converted to the new CT6 format prior to use in CT6. 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 CT6. 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 CT6 or any other program. Disks fail and there are some nasty DOS bugs known to eat disk directories. b. Initial conditions: 1. Old CT 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:. 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). ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [15] -------------------------------------------------------------------- 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 INITIAL OPERATION 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. CT6 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 instructing you to press Esc twice and then exit. If this occurs, start CT6 with the command: CASHTRAC D <C/R> to use the (much slower) standard DOS screen printing. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [16] -------------------------------------------------------------------- c. If CASHTRAC can not find the configuration file (CONFIG.CT6) it will display a message to that effect. At his 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, Inc. address and electronic mail number, and will say "DEMONSTRATION" below the CashTrac name if it is the demo. version. The commercial version of CT6 will have a serial number in the base of the column. This number is imbedded 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 CT6/PFM versions that you may wish to learn about by reading further. 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 for 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 for 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [17] -------------------------------------------------------------------- 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. The Tab key acts as a Ctrl-right arrow key. Backspace acts as a left arrow key. 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. 2.4.3 Data Entry Considerations All numeric entries should be positive. Do not enter negative numbers unless specified by the documentation. The only place a negative number is accepted by CT6 is for an Opening Balance transaction. 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 CT6 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, CT6 puts the two valid amounts together because no invalid character separates them. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [18] -------------------------------------------------------------------- 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. For example, an attempt to enter the date 12/32/87 will result in a "BAD DATE" error message and the cursor will return to the 32. 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 CT6 Program Structure CT6 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 on a hard disk.All three CT6 programs (CASHTRAC.EXE, CTGRAF.EXE, and CONFIG.EXE) may be run from the respective main menus of the other programs. 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. 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [19] -------------------------------------------------------------------- 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 (see 3 below) | 1 Enter new data | 2 Change & display data 2 Investment Accounts---| 3 Delete data | 4 Investment reports | 5 Program utilities (see 3 below) | 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 ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [20] -------------------------------------------------------------------- | 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 | 7 Check writer ------------| 4 Check configur'n | 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 CT6 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 ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [21] -------------------------------------------------------------------- expenses. The groups in Checking Account two apply to business 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. You should enter a few Investment Account names in order to save investment data. To do this, starting at the main menu, press F3 to go to the Program Utilities menu. Press F5 to select the Investment Account Names menu. Think of a few names you may need and add them using the Add Name function. Press Esc when done adding names. There are several functions for manipulating names, so an exhaustive list need not be entered immediately. 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. Examples of investment account names are "Money Market Account," or "Boesky Fund, Ltd." Essentially, whatever you'd like to add to identify an account is acceptable. While in the Utilities menu, it may be 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. Select option 6 to identify the disk. Whatever you write in this field will be the name that appears at the upper left corner of most menu screens while that data disk or subdirectory is in use. For example, one of our disks is called "Column One, Inc." because it holds nothing but business data. Another is called "Personal Accounts." Whenever either of these disks is loaded, the appropriate name prints on the menu screens. One additional option worth setting is the checking account minimum balance flag (warning). If your bank charges service fees when your account balance falls below some level, then set the minimum balance warning to that level or even a few hundred dollars above it. If your balance falls below that level, reports showing the balance will change to the warning color chosen in the config- uration. When done, press Esc to return to the main menu. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [22] -------------------------------------------------------------------- 2.4.6 Menu Screens The menu screens, shown schematically below, contain useful data other than menus. +---------------------------------------------------------------+ | Data disk/account name Menu Name Clock Date| +---------------------------------------------------------------+ 1 Menu Options 2 . . . . . 3 . . . . . ================================================================= Default Data Drive\Path Error Messages & Prompts Reminders The Name is the data disk name unless a checking account function is active, then the name is that of the active checking account. The Clock Date is the system date set while booting. If you need to reset it, exit to DOS and do so, or use the DOS Portal menu. The Default Data Drive\Path selected during configuration or temporarily changed from the DOS Portal menu appears in the lower left. The Error Messages & Prompts warn of invalid data or when to press the Enter key to continue. 2.5 THE HELP SCREENS Both the main CT6 program (CASHTRAC.EXE) and the Graphing and Utilities program (CTGRAF.EXE) have context-specific help screens available for all menus, data entry, and report screens. Help is called from anywhere in the program by holding the Alt key and pressing the F10 key (Alt-F10). To exit the help screens, press any key. Some help screens consist of more than one page, in which case pressing a key other than Esc calls the next page. To exit help without reading the additional pages, press the Esc key. 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 and the file named GHELP.CT6 must be on the same disk and subdirectory as CTGRAF.EXE. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [23] -------------------------------------------------------------------- 2.6 THE CALCULATOR CT6 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 rather than 1 ENTER 2 +). Example: To add 123, 456, 789, and 987, then multiply by 11, press the following keys: Ctrl-F10 (calls calculator) 123 + 456 + 789 + 987 * 11 = To subtract 321 from the above result, enter: - 321 = Press Esc to return to normal operation. The calculator on test versions of CT6 shifted the keypad to a numeric state, but this proved incompatible with Keytronic keyboards. This feature may be added to future versions. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [24] -------------------------------------------------------------------- 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. * ************************************************************ For example, if Checking Account #3 is selected: a. The Checking Account Sort routine only operates on Account #3. b. Adding, Changing, Deleting, etc., Purchase Groups only affects the Purchase Groups associated with Account #3. c. Adding, Changing, or Deleting Checking Account records only affects Account #3, but new data may be redirected from the data entry screen. d. Printed reports will only select data from Account #3 unless another account is selected from the report selection screen. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [25] -------------------------------------------------------------------- e. For each of the functions listed above, the name of the active Checking Account will print at the upper left of each menu screen, rather than the data disk name. f. The Minimum Balance Warning applies only to Account #3. (i.e., it may be set to a different value for each account). g. Only Unpaid Bills for Account #3 will be called for payment. However, the unpaid bills warning will indicate the account in which bills are waiting to be paid. h. EXCEPTION: Most Unpaid Bill functions 1. The Unpaid Bills Report displays bills for all accounts, regardless of the account selected. 2. The Unpaid Bills Warning (on the Checking Account menu) flashes when a bill is overdue in any account, but it can only be PAID from the appropriate account. 3. The Change and Delete functions for one Checking Account operate on Unpaid Bills for all accounts. As mentioned, the Active Account is selected using option 7 on the Checking Account menu. Each account may also be named from within option 7. 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. Following them is a list of mandatory and optional data associated with each transaction. 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. Please refer to the budgets explanation paragraph, 3.1.12, for more details. b. Checks: Use a Check transaction to record a check written on the account. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [26] -------------------------------------------------------------------- c. Deposits: Use a Deposit transaction to record a deposit to the account. Deposits may be general, to the entire account, or specifically assigned to a purchase group. In the latter case, the deposit affects the balance for the entire account, but is "grouped" for printed reports. 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. It will not be treated as a deposit or withdrawal in reports. f. cash Purchases: Use this transaction for major purchases where a check was not written but a record of the purchase is desired. Cash Purchases do not affect the balance of the checking account. g. cRedits: The cRedit is the opposite of a cash Purchase and is used to negate the effect of a cash Purchase. In CashTrac version 5.15 the cRedit was a deposit to the account, but assignable to a Purchase Group. This is no longer true, and the cRedit has no effect on the account balance. h. Skip: When paying bills, use this feature to skip payment of a bill and go on to the next bill. The skipped bill is unaffected and will return to haunt you until you pay or delete it. 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. Identify them, if necessary, with a note in the "To:" field. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [27] -------------------------------------------------------------------- 3.1.2 Mandatory and Optional Data The table below shows for each transaction type (Check, deposit, etc.) whether a particular field (Check number, date, etc.) is mandatory (m), optional (o), or ignored (i). Numbers in the table refer to notes following the table. Deposit Interest Credit | | cash Purchase Check | | | | Unpaid Bill Budget | | | | | | Withdrawal | | | | | | | | Check Number: i m i i i i i i Date: m m m m m m m m To: o o o o o o o o Amount: m m m m m m m m Tax Deduction: 1 o o o o o 1 o Purchase Group: m m m o o m m m Account: m m m m m m m m Duplicate: o o o o o o o o Enter Memo: i o o o o o i o Split Entry: i o i o i i i o Write Check: i o i i i i i i Note 1: For Budgets and Unpaid Bills, this field switches to M(onthly), Y(early), and for Unpaid Bills, N(on-recurring). It is mandatory for these transactions. 3.1.3 Valid Data Values The data in mandatory fields is validated against the acceptable values in the table below. Valid data for optional fields is generally "Y" or "N" for yes or no. If faced with invalid optional data, CT6 chooses the default value shown. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [28] -------------------------------------------------------------------- Minimum Maximum Default Value Value Value Check Number: 1 999,999 Note 1 Date: 1/1/20 12/31/99 Note 1 To: Blank Amount: .0001 9,999,999.99 Notes 1, 3 Tax Deduction: "N" Purchase Group: 1 Note 2 Note 1 Account: 1 16 Notes 1, 4 Duplicate? "N" Enter Memo? "N" Split Entry? "N" Write Check? "N" Note 1: There is no default value other than the value appearing on the screen. CT6 will not continue until a valid amount is entered. Note 2: A Purchase Group number may not exceed the number of exist- ing Purchase Groups by more than one. The "more than one" exception permits data to be entered now and the Group to be created later. Note 3: The amount may be negative for Opening Balance transac- tions. Negative balances, however, are to be avoided for most situations. The amount may be zero for data change transactions, such as voiding checks. Note 4: 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. 3.1.4 Entering Checking Data, General To enter an example check from the Checking Data Entry screen: a. Type a C after "Entry Type." Notice the prompt at the bottom of the screen. Press the Enter or End key. Either key works equally well here. b. Leave the check number as it is, or type a new number, then use the cursor keys to go to the date field. c. The date field starts off at the system date in your computer, but remembers the last date that's entered. Enter a valid date, such as 12/31/87, and "cursor down" to the "To:" field. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [29] -------------------------------------------------------------------- d. Enter the "payee" for the check, or any short memo desired. If the check will be printed on the printer later, then confine this entry to the payee. e. Enter the dollar amount. Remember to follow the general data entry rules--no punctuation (other than a decimal) and no negative values except for opening balances. f. Pick a Purchase Group number from the list at the bottom of the screen. To see additional groups not shown on the screen (if any), press F10. g. Leave the 1 to send this entry to checking account #1. h. Each of the remaining options will be discussed below. To keep this example simple, press the End key to enter the data. This bypasses the need to enter any data in the remaining four fields. Had the Enter key been pressed, the cursor would have stopped at each field. Pressing the End key completed this entry and the Account Balance figure dropped by the check amount. 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. BE CAUTIOUS! There will be data left on the screen other than the expected defaults. Enter a Y in this field to activate this function. 3.1.6 Entering Memos A 65-character memo may be entered for every "main" transaction (as opposed to a split, discussed below). To do so, enter a Y in the "Enter Memo?" field at the upper right. At the end of data entry for the current record, a "window" will open to receive the memo. Memos print in reports and on checks. Sometimes it's desirable for a memo to do one or the other but not both, therefore: A memo whose first character is an "at" sign (@) will print in the Unpaid Bills reports and will print on checks, but will not print on other reports. This way an address may be added to a recurring bill, such as a mortgage payment, and the address will print on the check, but will not clutter the other reports. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [30] -------------------------------------------------------------------- A memo whose first character is a caret (^) will print in reports, but not on checks. Sometimes it's desirable to have a memo show up in reports, but not print on checks. All other memos print both in reports and on checks. A backslash (\) in a memo causes the text following the backslash to print on a new line when printing checks. Therefore an entire address may be put into a memo. For example, "P.O. Box 11264\Alexandria, VA 22312" will print on the check as: P.O. Box 11264 Alexandria, VA 22312 Other reports will be unaffected. 3.1.7 Splitting Entries Checks, deposits, and withdrawals may be split into an unlimited (i.e., until you run out of disk space) number of subentries. For example, you have 2 checks to deposit: $100 and $200. You want to make one bank deposit, but want CT6 to separately log the identity of each check within the single deposit. Assume the first is a state tax refund, and the other is a rebate on your new car. CT6 permits the deposit to be entered as two splits and a main entry. To enter the example deposit: a. Starting at the Checking Data Entry screen, enter D as the "Entry Type," then press the End key. b. Enter a date, and a remark in the "To:" field. An appropriate entry may be that this is a "split" deposit. c. Skip the "Amount" field. Any amount entered will be discarded when the split option is activated. d. Deposits may be assigned to purchase groups for reporting purposes, but for this example let's leave the main deposit as a general deposit to the overall account. Therefore, leave Purchase Group blank. e. To simplify this example, do not change the "Account," "Duplicate," or "Memo" fields, but there's no reason why they can't be used here. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [31] -------------------------------------------------------------------- f. Enter Y for the "Split Entry?" field, then press the End key. The cursor will return to the "To:" field, ready to receive the first of the splits. g. Enter "1986 VA State tax return" in the "To:" field. h. Enter 100.00 in the "Amount" Field. i. Enter Y in the "Tax Deduction" field. This isn't formally a deduction, but now it will show up when you run a deduction report for 1987. That way you won't forget to report the income to the IRS in 1987. j. Assume you have a Purchase Group for taxes and registrations, and it's number 13, so enter a 13 for the Group. k. Press the End key. The "Split Subtotal" field (where "Account" was) now says $100, the Account Balance has not changed yet, and the cursor is back in the To: field. l. Enter "New Cordoba rebate" in the "To:" field 200 for the amount N(o) tax deduction 12 for the Group (assume 12 is for car expenses) m. Enter an N in the "Split Entry?" field to stop the split process, then press the End key. The screen goes back to normal for the next entry and the Account Balance increases by $300. n. On the Check Register report, discussed in section 3.5.1, the splits appear above the main entry and have no balance at the end of the line. The main entry shows the total of the splits and the resulting balance. The main entry will be the one used for balancing the account later, and will agree with the bank record of the deposit. o. By the way: if you hit the End key without selecting N to turn off the splits, no problem. Press Esc and the splits and main record will be saved as in (m) above. Another Example: Entering a credit card payment. Assume a Mastercard (purchase group 1) bill for a computer (purchase group 2), a couch (purchase group 3), and a camera (purchase group 4). a. Starting at the Checking Data Entry screen, enter C for check and press the End key. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [32] -------------------------------------------------------------------- b. Enter the appropriate check number, date, and payee. c. Skip the dollar amount, and enter 1 as the purchase group. The main record will be assigned to group 1 which we will assume is for Mastercard. d. Cursor down or over to the "Split Entry" field and enter a Y. Press the End key and the cursor will return to the To (payee) field. e. Enter the name of the computer vendor, then the dollar amount, then 2 for purchase group 2, in the respective fields. Press the End key. f. Repeat step (e) for the other two items on the bill, but use the appropriate information. After hitting the End key for the last split entry, press Esc. This enters the information for each purchase to each group AND the group for the main entry. This does not "double-debit" your account! On check register reports for all groups, only the main record amount (which equals the sum of the splits) is debited. On check register reports, budget reports, and graphs that look at individual group expenditures, only the split amounts are debited. The main records are displayed on the check register reports for information purposes only and do not affect the summed amounts. 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 details on printing selected checks. 3.1.9 Sending Entries to Other Accounts Why do this? For example, 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." ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [33] -------------------------------------------------------------------- 3.1.10 Using the Credit Transaction Here's a use by example: You pay $15 cash for 12 spark plugs for tuning up your Aardvark-ZXT11 automobile. Arriving home, and being eager to enter your purchase in CT6 in the engine, you enter the $15 as a cash purchase in Group 12, which we'll assume is car expendi- tures. Later, you notice that oddly, the ZXT11 only has 11 spark plugs, so you return one and receive $1.25 credit. You then rush home and enter the $1.25 as a cRedit in Group 12. The net cash expenditure is now $13.75 for spark plugs. The balance of the checking account has not been altered--cash transactions are kept outside the actual account balance. 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). Run an Account Summary report to reset the account balance starting with the first record should this happen. As a convenience when paying Unpaid Bills (discussed in section 3.2.2), if you send a payment to an account other than the account you are in, the balance of the other account will display until you begin adding more data. 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. 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [34] -------------------------------------------------------------------- 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. Example: Monthly budget for food. Assume "food" is Purchase Group 1, that the account has been running since 1/1/86, and the budget is to take affect on 4/1/87 and today is 4/15/87. To set up this budget: a. Go to the Checking Account Data entry screen. Enter a B for "Entry Type." b. Select any valid date prior to or on 4/1/87 as the budget date. For now, select 4/1/87. c. For "To:" enter "Monthly food budget." d. For "Amount:" enter 200.00. e. For "Yearly or Monthly . ." enter M, then press the End and Esc keys to return to the Checking Account menu. f. Go to the Utilities menu and sort the checking account. This physically moves the budget entry to the beginning of all the April 1987 records. g. Press Esc to return to the Checking menu, and select the Print Reports option. Print a Budget (monthly) report using a start date of 4/1/87 and an end date of 4/30/87. For more information on printing reports see section 3.5. The Budget entry of the example above will print at the beginning of all budget-related reports (i.e., Check Register for Group 1, and the monthly Budget) for all months after 4/1/87. That means that ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [35] -------------------------------------------------------------------- only one entry works essentially forever. There is no need for a new budget entry each month. Enter Yearly Budget transactions in the same manner. The Yearly only affects the Budget (yearly) report, which may be printed over any time span desired, not necessarily one year. 3.1.13 Voiding Checks Void a check by making its amount $0.00. This be done from the Change and Balance programs, but may not be done from the checking account data entry screen. During data entry CT6 assumes that a zero entry is a mistake, therefore to avoid the data validation routine, enter the amount as .000001. This is obviously intentional and the program does not assume the failure to enter any amount. CT6 expects checks to be voided from the Change and Balance programs. Zero amounts are acceptable there. 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. Thus money may be kept in your account until the last minute. Why should somebody else get interest on your money? This feature also allows you to enter a monthly or yearly recurring bill once and have CT6 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 (such as DATE DUE, TO, and AMOUNT) via the Checking Account Data Entry Screen, with a "U" as the Transaction Type. This sends the entry to the Unpaid Bills File. If the bill is one time only, enter it as a non-recurring bill. If the bill will repeat every month or year on the same day, enter it as monthly or yearly recurring bill. When the bill is paid (see section 3.2) the information is retrieved from 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 ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [36] -------------------------------------------------------------------- Bills file to wreak havoc upon your financial security another day. Bills may also be selected for automatic check printing when paid. (The Unpaid Bill file is also an invaluable date and appointment reminder and has been credited with saving several lives and mar- riages on anniversaries that otherwise might have been forgotten.) An overdue unpaid bill will nag you with a reminder at the top of the Checking Account menu that bills (or birthdays?) are overdue. The reminder switches on: a. When a bill is overdue in any Checking Account, regardless of which account you are in or the bill is in. b. When overdue bills have been paid, but the Unpaid Bills file should be packed to rearrange records or remove deleted records. Packing the file may be done from the Utilities menu or with the Pay Bills function (next paragraph). 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 bills. For example, a semiannual bill can be created from two yearly unpaid bills with six month staggered due dates. 3.2.2 Paying Unpaid Bills Unpaid Bills entered according to the procedure above may be paid using option 2 on 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. * ********************************************************** Once selected, the Pay Bills function asks for the "due date" for selecting bills. In other words, only bills falling due on or before that date will be selected. Bills due at any point in the future may therefore be paid on the present day. The second option allows you to select the first bill to be paid, by bill number (record number) on the Unpaid Bills report. Leave ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [37] -------------------------------------------------------------------- this number equal to 1 and CT6 selects the first due bill (according to the date selected) in the current Checking Account, regardless of the bill number. The second option also causes a "pack" of the Unpaid Bills file by entering "PACK" in lieu of a bill number. Packing removes deleted bills (which do not display on the report, but nevertheless are still in the file) and reorders the remaining bills according to date. When paying bills, the "Duplicate?" field on the data entry screen reads "Pay Next Bill?". If you select Y, CT6 retrieves the next bill for payment. If you select N, then the bill selection screen is returned for manual selection. Bills may be "paid" as Deposits (to accomodate 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. No entry is made to the checking account, nor is the date on the bill changed if it is a recurring bill. The bill will reappear the next time you pay bills. 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. Enter the type of transaction (B, C, etc., as requested) and either: a. The Record Number of the transaction (the number in the left column of the various reports). A record number search is fast. - or - b. One or preferably more of the following: Check number (for checks only) Transaction date Transaction amount Purchase Group To: (for a character string search of the "To:" field) ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [38] -------------------------------------------------------------------- CT6 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. Except for record number searches, the program searches the entire file for the record in question (time consuming for large files). If the record is near the end of the file, do a backwards search from end to beginning by putting a B, left justified, in the record number field. Character string searches look for matches between the specified strings and the entry in the "To:" field on the data record. As an example, to find all entries referring to aardvarks, one may search for the entire word or unique parts of the word. Specifying "ard" (without the quotes) will find the following entries: Aardvark-ZXT11 spark plugs Back Yard Shrubs, Inc. Capital and lower case distinctions are ignored. Left justify the search string or the search will attempt to match any leading blanks along with the string. Once a record matching the specified characteristics has been found, continue the search for other matching data by pressing the PgDn key. 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. See section 3.1.2, Checking Account Data Entry, for a description of the mandatory fields and valid data values. 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [39] -------------------------------------------------------------------- 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. Note: Deleted records remain in the file (but don't display or affect the balance) until the Sort routine purges them from the file. 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: a. Exit to the operating system (DOS) using the DOS Portal b. Delete the data file for that account on the data disk\subdirectory. The file names are 6CHECK1.DAT, 6CHECK2.DAT, etc., where the number after the word "CHECK" corresponds to the number of the account. WARNING: All data in that account will be deleted! c. To erase the Purchase Groups associated with that account, delete the 6GROUP?.DAT file, where the ? corresponds to the number of the Checking Account. 3.4.3 Deleting Batches of Checking Records The Transfer function (see section 7.3) 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. See section 5.2.3. This method is easiest for deleting one group. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [40] -------------------------------------------------------------------- 3.5 PRINTING REPORTS CT6 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. Use the PgUp and PgDn keys to page back and forth through the screen reports and Esc to return to the Report menu. 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. For example, Budget transactions may be out of place. There may be records at the end of the file that don't print because they are outside of the starting and ending dates, thus what looks like the ending balance may appear to be incorrect because the report hasn't displayed the last records. a. The report displays the following information: 1. Record Number (use this number for fast searches). If the record numbers are not consecutive, there are nondisplayed memos or deleted records lurking on the disk. The sort routine purges the deleted records. 2. Transaction Date 3. Check Number/Transaction Type 4. Tax Deductible (TX), yes or no (or budget entry type, Y or M) 5. Reconciled With Bank Statement (R?), yes or no 6. Purchase Group 7. REMARKS (The "To:" field) ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [41] -------------------------------------------------------------------- 8. AMOUNT 9. BALANCE (computed from the first account entry, regardless of the report dates selected). Balance is blank for a split entry and is only recalculated for the main entry. b. General Report Options (available to all reports): 1. Start and end dates: CT6 prints only those entries falling on or between the selected dates. The default start date is the date you last balanced the active checking account. 2. Print to screen or printer: Enter a P for printer or S for screen. 3. Print to disk: If you enter a file name (1 to 8 character) here, CT6 will ignore the screen/printer selection and print the graph as an ASCII text file to the data disk. The file is suitable for merging into word processing files or printing directly from the disk to a printer using the same "COPY FILENAME PRN" command used to print CT6 documentation. Do not use a file name extension. CT6 adds ".CTP" to the end of whatever name you select. 4. Report Heading: CT6 supplies a heading at the top of every report. However, for more personalized reports, an entry of a custom heading overrides the default heading. 5. Printer Setup: Enter a series of three digit numbers to alter your printer's print style, line spacing, etc. For example, on most Epson printers, the command Escape E switches the printer to emphasized mode. The printer manual also gives the decimal value of Escape as 27 and E as 69. Enter 027 069 in the first two fields of the printer setup line and these commands will be passed to your printer. As many 3 digit codes may be stacked on the line as will fit. 6. Printed lines on page and length of form: The length of form indicates the length of the paper in the printer, in lines, from the top to the bottom of the paper. The "Printed lines on page" indicates how many lines to print before going to the top of a new page. The default is for standard 8 1/2 by 11 inch paper, printing 6 lines per inch. If the printer is shifted, via ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [42] -------------------------------------------------------------------- the printer setup command, to 8 lines per inch, the length of form must be reset to 88 and the lines on page should be reset to somewhere around 80. c. Report Options Specific to the Check Register Report: 1. Purchase Group: All or any number. If "ALL" is selected, all transactions in the file selected under "Record Types to be Printed" will be shown along with the current account balance. Monthly Budget Details report: If a single purchase group is selected, then only the transactions associated with that group will print, including the first Monthly budget entry in that group prior to or equal to the start date of the report. To do a budget report, select the desired group. Select a start date starting at the first of the desired month, and ending at the end of the desired month. The report will show the monthly budget at the top with all expenditures subtracted from it, and the remaining balance at the right. 2. Deductions Only: Select Y to show a report consisting only of tax deductible records. Almost all records can be made tax deductible and provide a reminder on tax deduction reports. 3. Unreconciled Only: Select Y to show only unreconciled records. 4. Account Number: Select an account other than the current account, if desired. 5. Sort by: Reports will print in order of the records in the file, which should be by date if they have been sorted recently. A report can be made of checks only (plus splits and memos), printed in order of check number, if: - C is selected for "Sort by," AND - Under "Record Types to be Printed" at the right, only Checks, Split Entries, and Memos are marked Y, but Splits and/or memos may be N. 6. Record Types to be Printed: A Y next to a record type means that it will print on the report. An N suppresses printing of that record type. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [43] -------------------------------------------------------------------- 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. The General Report Options in paragraph 3.5.1 above are applicable here. On the second report selection screen, only the Account Number may be changed. This report also reconciles the Checking Account Data Entry screen balance to the actual contents of the account. 3.5.3 Unpaid Bills Report This report prints the contents of the Unpaid Bills file. The General Report Options in paragraph 3.5.1 above are applicable here. 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. For example, assume there are 4 monthly budget entries in group 1: 1. $1000 on 1/1/87 2. $2000 on 2/1/87 3. $3000 on 3/1/87, and 4. $4000 on 3/15/87. If the start date of the report is 3/1/87, the number in the "$ Budgeted" column will be $3000. The first 2 and the last monthly budget entries will not affect anything. c. Dollars spent: This is the total of all expenditures in each group (checks, cash purchases, and withdrawals) minus all ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [44] -------------------------------------------------------------------- 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 General Report Options in paragraph 3.5.1 above are applicable here. 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. b. Dollars budgeted. This number is the last Yearly Budget amount entered prior to the start date of the report. For example, assume there are 4 yearly budget entries in group 1: 1. $1000 on 1/1/85 2. $2000 on 1/1/86 3. $3000 on 1/1/87, and 4. $4000 on 3/1/87. If the start date of the report is 2/1/87, the number in the $ Budgeted column will be $3000. The first 2 and the last yearly budget entries will not affect anything. 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 to the last DAY, so if the report starts and stops at days other than ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [45] -------------------------------------------------------------------- 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. Assume you spent $100 on 5/2/87 and you asked for a yearly budget report from 5/1/87 to 5/15/87. The average expenditure per month would be about $217. If the end date is shifted to 6/15/87, the expenditure per month will drop to about $67. Only when one month is selected is the figure $100. 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. The General Report Options in paragraph 3.5.1 above are applicable here. 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, CT6 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 CT6 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. 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. After all entries have been "yessed or noed" the balance that your checkbook SHOULD display is shown next to the ACTUAL balance in your CT6 account. This reflects the information you entered (Garbage In = Garbage Out). It may be helpful to compare the bank statement with the Check Register report for the same time frame to ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [46] -------------------------------------------------------------------- see if entries were left out or dollar amounts are incorrect. Also run an "unreconciled only" report to see if some unreconciled entries have actually been included on the bank statement. The account may now be considered balanced. If it's too much trouble to find the error, then enter an Opening Balance transaction to cancel out the error. 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 CT6 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. To change the active account, select the account number and press the End key. To change the name of any account, just cursor down to the name, type the new name, and press the End key. The account name prints in the upper left hand corner of all Checking Account- related menu screens, on some reports, and on graphs. 3.8 THE CHECK WRITER CT6 has a built-in check printer that prints checks in practically any format that uses a check or a check and stub. The CT6 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. If you are using a hard disk, select Check Writer option on the Checking Account menu to load and run the program. If you are using a floppy disk, select the option to run the Check Writer, and when prompted, put System Disk 2 in the A: drive and press any key to continue. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [47] -------------------------------------------------------------------- 3.8.2 Setting the Default Configuration Run through the configuration function regardless of whether changes will be made. This sets the configuration file on the data disk, without which checks will not print. To use a check format other than the built-in format, or to modify the built-in format, select "Check Configuration" on the Check Writer menu. The default configuration assumes a printer using 10 characters per inch and 6 lines per inch. This can be changed if necessary from the second configuration screen. The types of things that may be printed on a check or stub are listed at the left of the screen, such as check number, numeric amount, etc. The next column, labeled Check Field, gives the maximum expected length of the field, in characters. The Row column is for the row, or line number, on which the selected field is to print. The Col column is for the column in which the selected field is to start printing. The next three columns repeat the same information, except these are for placing the fields on the stub. The height and width of the check plus stub in lines and columns is set from the second screen. To move a field from where it is and put it somewhere else on the check or stub, find the row and column where you would like it to print and set those numbers into the table. Practice printing on scratch paper until the proper configuration is attained. Hold a blank check and stub up to the light with the scratch paper behind it to verify alignment of the fields before printing on good checks. Make sure that two fields don't try to occupy the same space at the same time. One will lose. Field information to be printed beyond the selected form length or width will be ignored. To suppress a field from printing, set the row to zero. If the Check or Stub field length is too short for the data to be printed, the extra data will be discarded. The number $7,777,777.77 converted to text is a long line, so make sure you leave enough space for your expected data. Memos: A memo having a ^ (caret, or upper case 6) as its first character will not print on a check. Memos with backslashes (\) ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [48] -------------------------------------------------------------------- embedded in the text will skip to the next row at the \, and start printing again in the selected memo column. See Checking Data Entry, section 3.1, for an explanation of the uses of the "@", "^", and "\" characters in memos. On the second configuration screen, the contents of Notes 1, 2, and 3 from the previous screen may be specified. Each may be up to 30 characters long or as short as 1 character. The default Notes put the word "Dollars" after the text statement of the amount, and a dollar sign in front of the numeric amount. The Printer Setup allows up to 10 printer formatting commands, such as changing lines per inch, character size, etc., to be sent to the printer. The specific formatting commands are provided in your particular printer manual. Example: Set an Epson printer to emphasized print, 8 lines per inch. From the Epson manual, the code for emphasized print is Escape E, and the code for 8 lines per inch is Escape 0 (zero). The decimal values for each of the codes is 27 for Escape, 69 for E, and 48 for zero. The proper entries for the check writer setup would therefore be: 027 069 027 048 When set to Y, the "Fill Amount Field?" option will fill all blank spaces in the numeric and text amount fields, as printed on the check and stub, with asterisks (*). When N, the blanks remain blank. The Form Length is the number of lines from the top of one check to the top of the next check including the stub. If the printer is set to 6 lines per inch (which is what most printers do if not instructed otherwise), then the form length is the number of inches from the top of one form to the top of the next, times 6. Altering the printer's line-per-inch setting using the printer setup command requires adjustment of the form length. The Form Width is the number of characters that can be printed from one side to the other of the form. Most printers default to 10 characters per inch unless instructed otherwise. Thus if the check is 8 inches wide, the form width is 8 x 10 or 80 characters. Altering the printer character size or spacing using the printer setup command requires adjustment of the form width. In case of emergency (i.e., the configuration settings are reconfigured beyond recognition) the default configuration may be restored by erasing the check writer configuration file on the data ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [49] -------------------------------------------------------------------- disk and subdirectory. The file name is CHEKFORM.CT6. Either exit the program to DOS or use the DOS portal menu to find and erase the file. Do not attempt to modify it with a word processor/editor! 3.8.3 Printing a Test Pattern This feature does nothing more than to fill each field you selected in the configuration and print it on the printer. You must have set the configuration (even the default configuration) before the check printer will print. Just press End twice to enter each screen full of configuration data, even if you haven't changed it. 3.8.4 Printing Batches of Checks The Print Batch feature prints all checks falling between a spec- ified starting and ending record number in any selected Checking Account regardless of whether the checks have already been printed or selected. 3.8.5 Printing Selected Checks Prior to printing any checks, you must have saved the configura- tion (even the default configuration) by pressing the End key to enter each configuration screen. The Print Selected Checks feature prints only checks that have been selected during Checking Account Data Entry, paying Unpaid Bills, or those that have been manually selected from here. When this option is selected, and the Checking Account number is chosen, CT6 prints a screenful of checks starting from the end of the file. Checks already selected for printing elsewhere will have highlighted record numbers in the REC column. (The highlight color is the Warning Color from the initial CT6 configuration program.) To select or deselect a check for printing, use the cursor up and down keys to move the cursor (located between the record and check numbers) to the appropriate check and then press the space bar. Use the PgUp and Pg Dn keys as appropriate to page through the checking account and select/deselect more checks. The P or N at the right of each entry indicates that the check has already been printed (P) or not printed (N). To print one check only, press the 1 key (and not the End or Enter). The check next to the cursor will print, regardless of its printed/not printed, selected/not selected status. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [50] -------------------------------------------------------------------- To print all selected checks, press the A key. The check writer will start at the beginning of the file, find all selected checks, and print them continuously until done. To print the same test pattern as the one on the Check Writer menu, press T. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [51] -------------------------------------------------------------------- 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 Listed below are the types of investment transactions and when to use them. 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. It indicates that dollars went out of your pocket into an investment or asset. b. SALE: Use this transaction whenever an asset is liquified, stock sold, or money withdrawn from savings or a money market, etc. It indicates that money came out of the balance of the investment and into your pocket. c. INTEREST (reinvested): Use this transaction for interest earned by the investment, savings, or money market account that is rolled back into the account, where the interest is retained and compounded rather than being paid to you as cash or a check. d. INTEREST (paid): The same as (3) above, but the interest is paid to you and not retained. e. DIVIDEND (reinvested): This is similar to reinvested interest in (3) above, but for dividends paid and retained. f. DIVIDEND (paid): This transaction is a dividend that is paid to you in cash or check and is not retained. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [52] -------------------------------------------------------------------- g. BROKER FEE: This is money paid out of pocket to a broker for services, such as the broker's fee, for example, on a stock sale or real property rental. 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. Therefore as share values fluctuate periodically, the CHANGE VALUE command adjusts the balance of the CT6 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 (see below) 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 (the field is skipped entirely). 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 Note: The Account Number must be the number of an account that already exists. (Account Names are created from the Investment Account Names option on the Program Utilities menu.) The only exception is that an Account Number may be used that is one digit beyond the number of the last Account Name entered. This is a convenience that permits entering data now and entering a new Account Name later. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [53] -------------------------------------------------------------------- 4.1.4 Entering Investment Data, General CT6 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. Consider a stock purchase in Amalgamated Fungibles (AF) of 20 shares at $12 per share. The initial purchase data entry should be obvious from the facts; Value per Share = 12, Number of Shares = 20. Consider the purchase of an investment diamond for $15,000. The Value per Share (or value per diamond) = $15,000. The Number of Shares (or number of diamonds) = 1. As the value of a share (or the diamond) fluctuates based on market conditions, you may enter a Change Value transaction to keep a current record of the value of the investment. If the AF stock rises to $15 per share, then enter that amount and the program will assume all shares purchased to date are at that value. If the value of the diamond drops to $12,000, then the program will now report that value for the diamond. b. Subsequent purchases: If you purchase more shares of AF stock, enter them as you would an initial purchase. If you purchase shares of Consolidated Comestibles instead, enter them in another account. The value of Consolidated's shares will not track the value of AF's shares, and CT6 assumes that all shares in one account will have the same value at any one time. If a second diamond is purchased for $9,000, the value per share is $9,000 and number of shares of new diamonds is 1. But, CT6 will only assume a unified value for all shares owned. There are now 2 diamonds at two different values per share, therefore the second diamond should have its own ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [54] -------------------------------------------------------------------- account because CT6 will assume both shares (diamonds) are worth $9000 unless told otherwise. 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. At this point it should be obvious that CT6 can be used to list and chart the DOW-JONES INDEX and other popular indicators. c. Interest and Dividends: Interest is interest and dividends are dividends. Statements from your bank, broker, or trustee should indicate which is which. When the interest or dividend is paid in cash or check directly to you, then use the interest or dividend (paid) transactions. When the interest or dividend is paid back into your account, or you receive a dividend in stock or other share values, then use the interest or dividend (reinvested) transactions. When a Dividend (reinvested) is paid as shares, CT6 enters an automatic Change Value with the Dividend (reinv) transaction to update all shares to the current value of the dividend shares. This is almost always correct, but if not, then delete or modify the inserted Change Value transaction. d. Sales: Back to Amalgamated Fungibles. You have now purchased 6000 shares. The value per share on the last purchase was $300. You are rich. Some or all of the shares may be sold and recorded as a Sale transaction. 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. Change or delete it if you don't need it. 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [55] -------------------------------------------------------------------- e. Miscellaneous: Accounts may mix transactions having share values and non- share values. The program will keep them straight. If all automatic Change Value transactions are removed in share based accounts, the balance will be computed on the share weighted average value of all the transactions. Savings account users may ignore the discussions of shares and Change Value transactions and use Purchases (deposit), Sales (withdrawal), and Interest (reinv) transactions. 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. 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. The method for searching, continuing searches, and changing records is identical to the method for changing checking account records described in section 3.3.2. 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. The method is identical to that used to delete checking account records described in section 3.4 with the exception of deleting entire accounts. A single investment account, or batches of records by date or record number may be deleted by transferring and deleting. See the Transfer Function in the Graphics and Utilities program. A single investment account may be deleted from the Investment Account Names menu. Please refer to the Program Utilities section. ALL investment data may be deleted by exiting to DOS and deleting the file named 6INVEST.DAT. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [56] -------------------------------------------------------------------- 4.4 PRINTING INVESTMENT REPORTS CT6 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. Use the PgUp and PgDn keys to page back and forth through the screen reports and Esc to return to the Report menu. Many different reports are available using the options on the report selection screens. 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. a. The report displays the following information: 1. Record Number: Use this number for fast searches for changing and deleting. 2. Transaction Date 3. Account Number: If ALL transactions are selected for printing, this field is listed, otherwise it is not on the report. 4. Transaction Type/Entry Type 5. Remarks 6. Dollars Per Share: This figure is the dollars per share for the listed transaction, providing shares were entered. If the transaction does not include shares, such as a savings deposit (purchase), then it is just the dollars of the transaction. 7. Shares: If one account is selected AND the transaction has shares associated with it, the number of shares prints just below the dollars per share. 8. Dollar Value: If one account is selected, this number is the current value of the investment after the transaction. If ALL accounts were selected, this field is not printed. 9. Number of Shares: Shows the number of shares in the account. If one account is selected and there are no shares, the printing of the 0.000 is suppressed. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [57] -------------------------------------------------------------------- b. General Report Options (available to all reports): These options are identical to the Checking Account general report options. Please refer to section 3.5.1. Select the Account Statement report and desired options, then press the End key to go to the next screen. c. Report Options Specific to the Account Statement Report: RECORD SELECTION OPTIONS: Actually, there is only one option: to select ALL accounts or one account. Select all accounts to "dump" all transactions to a report. Select one account to see the history and current value of that account. RECORD TYPES TO BE PRINTED: Put a Y next to each transaction type to be printed on the report. 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. The General Report Options in section 3.5.1 are applicable here. On the second report selection screen only the Account Number may be changed. If ALL accounts are selected, then a summary prints for each account (including the last, unnamed account, that may have data in it). Use PgUp and PgDn to page through the report on the screen. The report prints one summary per page on the printer. Two will fit on a page by altering the Lines per Page and Length of Page in the General Report Options. At the bottom of the report are: a. Start Date Value: This is the current value as of the selected starting date. b. End Date Value: This is the current value as of the selected end date. c. Gains During Time: This is the change in current value between the selected dates that resulted from other than interest, dividends, sales, or purchases. In other words, it reflects capital gains, but only gains during the ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [58] -------------------------------------------------------------------- interval. For a strict income tax evaluation of capital gains, take into account the values of shares outside the reporting time frame. 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. e. Current Value: This is the value of the investment today, or as of the last entry in the account. It is not affected by the selected dates. f. Potential Profits: If the investment were liquidated today, these are the profits you would have, based on the current value. This figure comprises: Current Val - Purch & Fees + Int & Div (paid) Current Value includes Interest and Dividends reinvested. 4.4.3 Summary of All Accounts This report shows, in five columns (from left to right): a. Account Name as entered from the Utilities menu. b. Current Value of the investment as of the last transaction entered. c. Total Shares Owned is the number of shares currently owned. d. Duration of the investment from the date of the first transaction to the end date selected on the report (on the upper right corner of the screen). The number is in years, i.e., 1.5 years is 18 months. e. 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. Ten percent interest earned in a month with 31 days will have a lower annualized percentage rate than 10% earned in a month with 28 days, because the interest is earned in a shorter time period and therefore at a slightly higher rate. Example: (Assume a savings account with interest compounded at 6% per year or 0.5% per month). A savings account has $1000 ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [59] -------------------------------------------------------------------- deposited on 3/1/87. On 4/1/87 the bank pays $5 interest. Assume the bank pays interest through 9/1/87 as shown in the table below. Also assume that on 10/1/87 you do not enter an interest payment into the investment account. On each month the bank pays interest, and the account statement report will show: REC DATE TYPE REMARK AMOUNT BALANCE === ====== ======= ================ ======== ======== 21 3/1/87 PURCHAS Initial Deposit $1000.00 $1000.00 22 4/1/87 INT-rnv Interest payment $5.00 $1005.00 23 5/1/87 INT-rnv Interest payment $5.03 $1010.03 24 6/1/87 INT-rnv Interest payment $5.05 $1015.08 25 7/1/87 INT-rnv Interest payment $5.07 $1020.15 26 8/1/87 INT-rnv Interest payment $5.10 $1025.25 27 9/1/87 INT-rnv Interest payment $5.13 $1030.38 Successive "Summary of All Investment" reports will report the average annualized return on the $1000 deposit on successive dates as: Start Date End Date Rate Reported 3/1/87 3/1/87 0.0% 3/1/87 4/1/87 5.9% 3/1/87 5/1/87 6.0% 3/1/87 6/1/87 6.0% 3/1/87 7/1/87 6.0% 3/1/87 8/1/87 6.0% 3/1/87 9/1/87 6.0% 3/1/87 10/1/87 5.2% Each line above represents one separate report for each set of dates. Note that the the percent is 5.9 after the first payment. The interest is calculated from the first day of the investment to the last day of the report; on 4/1/87 the interest period is 32 days--slightly more than an average month. For the subsequent time periods the effect of the single end day added to the total period gets smaller, and the percent approaches the expected interest paid of 6%. For October, no interest was entered, therefore CT6 bases its calculations on the interest earned over the total time period, and the effective annualized rate begins to drop to reflect the decreased earnings as seen by CT6. CT6 performs in a similar manner for stock based accounts, calculating the performance on an annualized rate for any combination of purchases, sales, changes in value, etc. The performance calculation considers the number of days ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [60] -------------------------------------------------------------------- each purchase was invested, and tracks an unlimited number of transactions. Obviously the report gives a general per- formance figure for many different kinds of investments. A later module (enhancement) to CashTrac will provide specific performance analyses geared to each type of investment, such as Treasury Bills, analyses of each block of stock purchased, bonds, etc. f. THE BOTTOM LINE summarizes, for ALL investments, the values shown. The Account Activity Summary report presents similar numbers, but for each account. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [61] -------------------------------------------------------------------- 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. Some common features of the sort and pack functions are: a. Up to 32,700 records may be sorted at one time depending on how much memory and disk space you have. The Sort Window (when sorting) shows: File Records remaining: The number of records that may be entered in the data file before hitting the 32,700 record limit. Each of the 16 checking accounts will hold 32,700 records (200 for DEMO program). Disk Space: Shows the amount of disk space remaining on your data drive. If it is too small to support the new sorted file, it will so indicate. No data will be lost. You must, prior to sorting again, transfer the data file to a new, less cluttered disk, or delete some files from the existing data disk to free some space. After sorting, you may wish to transfer data (see Transfer function) from the sorted account to another account or disk to keep the files at a reasonable size. Bytes RAM: Shows the amount of memory remaining after space has been taken to do the sort. This will get smaller as the data files get bigger. When no more memory space remains, data may no longer be sorted. PRIOR to reaching the limit, you must transfer data out of the data file, add more memory, or remove memory resident utility programs. DON'T WAIT UNTIL AFTER REACHING THE LIMIT. A transfer and delete operation leaves deleted records in the file to be removed by the sort routine. If the file index won't fit in memory, the deleted records can't be removed and the file can not be sorted. Feel free to remove the memory resident utilities at any time; most cause memory and data problems. See section 9.0, Troubleshooting section. b. The new sort routine handles about ten times the records as the older sort routine, and it's a bit slower. To keep sort speeds high, sort periodically. The CT6 sort routine is specially designed for this application and only sorts records ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [62] -------------------------------------------------------------------- that are out of order. Sorting 3000 records with one out of order takes a few seconds. Most of the time is spent reading and rewriting the data file and depends on the type of disk drive used. Standard floppy drives are very slow. Sorting 3000 records with 2000 out of order will take a few minutes for the actual sort. c. 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." d. 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. e. 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. Checking Account records are sorted in the following order: a. By date, then b. By record type, for each day, in this order: BUDGET (Opening) BALANCE CASH PURCHASES CREDIT DEPOSIT INTEREST WITHDRAWAL CHECK c. For checks, for each day, by check number, then d. Split entries are located before their main entries, then e. Memos are located after their main entries, and . . . That's why the new sort routine takes a little longer. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [63] -------------------------------------------------------------------- Checks may be printed from the Check Register report in order of check number rather than date. Please refer to the Check Register report section. 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. The 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. During operation the Unpaid Bills file is checked frequently for overdue bills. When the file is full of deleted records, the Checking Account menu runs slower. Bills are arranged by date. This same function may also be run from the "Pay Bills" screen by typing "Pack" in place of a record number. 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. See section 5.2 above for instructions on how to get to this menu. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [64] -------------------------------------------------------------------- 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. Thus account #1 may have one set of Purchase Groups, account #2 may have a different set, and so on. To copy one set of Purchase Groups to more than one account without retyping them, do the following: a. Enter all the Purchase Groups for one account b. Exit the program to the operating system (DOS). This can be done without terminating CT6 by using the DOS Portal. c. Copy the Purchase Groups from the first file into the second by using the DOS COPY command. For example, to copy the Purchase Groups from account #4 to account #3, type: COPY 6GROUP4.DAT 6GROUP3.DAT <C/R> The two Purchase Group files will now be duplicates. d. Return to operating the program. If using the DOS Portal, type EXIT <C/R> to return to CT6. 5.2.2 Changing Names Select the Change Name option from the Purchase Group or Investment Accounts menu. See section 5.2 above for instructions on how to get to this menu. The program will request the number of the Group or Investment Account name to be changed. (Use the Display Names option below to scroll through the list.) Enter the number of the account or group, press End, change the name and press End to continue, or press Esc to leave it unchanged and quit. 5.2.3 Deleting Names Select the Delete Name option from the Purchase Group or Investment Accounts menu. See section 5.2 above for instructions on how to get to this 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [65] -------------------------------------------------------------------- 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. To delete, the program will ask for a Group or Investment Account number. (Use the Display Names option below to review the names if necessary.) Enter the desired number and press the End key. The program will display the name and ask if you are sure. Answer Y and press the End key to delete, or press Esc to leave all as it is. 5.2.4 Inserting Names Select the Insert Name option from the Purchase Group or Investment Accounts menu. See section 5.2 above for instructions on how to get to this menu. Enter the number of the location in the Group or Investment Account name file where the name will be inserted. (Use the Display Names option below to review the names if necessary. The inserted name will have that number.) All checking or investment data records in Groups or Investment Accounts numbered less than the inserted name will be unaffected. All data records in groups or accounts numbered the same as or higher than the inserted name will be renumbered to reflect the change. NOTE: a. If you have macro files for graphing, the graphing options will not be renumbered. b. 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. See section 5.2 above for instructions on how to get to this menu. The names of the Groups or Accounts, as appropriate, will print on the screen. 5.2.6 Renumbering Groups/Accounts Select the Renumber option from the Purchase Group or Investment Accounts menu. See section 5.2 above for instructions on how to get to this menu. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [66] -------------------------------------------------------------------- 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. Select the old (existing) number and the new number. All records having the old number will be revised to have the new 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. Solutions: a. The Hard Way: Use the appropriate Change routine and change each record one at a time. b. The Easier Way: Do not sort the file! If the records to be changed back are all in the same time frame or range of records, use the Transfer function in the Graphics and Utilities program to copy them to a new file, and delete them in the old file. Renumber them in the new file to what they should be, then transfer them back. 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. You may use any name you like such as your own, or a separate name for each data disk or subdirectory. Naming each set of disk files prevents confusion if you have several different copies of CT6 data in use at any one time. When a menu applies only to a Checking Account function, the data disk name is replaced by the active Checking Account name. ************************************************************* * 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [67] -------------------------------------------------------------------- 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. If your account no longer pays interest when the balance falls below $100, then use $100 or slightly more as the entry here. The minimum balance warning may be set to a different value for each active Checking Account. To set the warning for a different account, change the active account from the Checking Account menu, then return here to set the new warning. The colors for the warning (and any other aspect of the program) may be set with the configura- tion program, which is run from the main menu. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [68] -------------------------------------------------------------------- 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 CT6 finds both data and programs. 6.1 CHANGE DATA DRIVE Use this option to temporarily change the drive and or path where CT6 looks to find its data files. To change a drive only, enter the drive letter followed by a colon, for example, B: and then press the End key. To change a path, enter the new path using the form C:\FINANCE\DATA and press the End Key. Use only valid path names as defined by your DOS manual. In either case, if the drive or path is not found, the data drive will be reset to the DOS default drive. Try again. With this command, you may maintain several different sets of data on several different subdirectories. 6.2 CHANGE SYSTEM DRIVE Use this option to alter the drive or subdirectory where CT6 looks to find its help files and associated programs. The format for entering the changes is the same as for changing the data drive. 6.3 DATA DISK DIRECTORY This option 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 CT6 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 option is identical to the Data Disk Directory option above, but displays a directory of the chosen CT6 system disk or subdi- rectory. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [69] -------------------------------------------------------------------- 6.5 TEMPORARY EXIT TO DOS This option allows you to leave CT6 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 CT6 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [70] -------------------------------------------------------------------- 7.0 IMPORT, EXPORT AND TRANSFER OF DATA These three functions are all executed from the Graphing and Utilities (G&U) program menu. Run the G&U program as a "stand alone" program or as an option from the CT6 main menu. (If an OUT OF MEMORY error occurs when loading the G&U program from the CT6 main menu, make sure you installed 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 CT6 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. 7.1.1 Source File Format The source file data may be in a delimited format or an undelimited format. 7.1.2 Import Data, Delimited Format In delimited data records, each field is separated by a comma. Each character field is enclosed within quotes. The valid values and lengths from the table in paragraph 7.1.4 must be observed. Numeric values may be shorter than the table value, but not longer. Here is a sample delimited record (with the "To" field shortened to fit on this page): CHECKING RECORD "O",12,1,85,123456,"N","Y",123,"Payee goes here",355.75,"*" | | | | | | | | | | | | | | Year| | | | To: Amount | | | Day | | | Purchase Group Split Subtype | Month | | Reconciled Record Type | Tax Deduction Check Number ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [71] -------------------------------------------------------------------- INVESTMENT RECORD "P",2,27,81,123,"BORROW BIG BUCKS TODAY ",1234567.89,1234567.890 | | | | | | | | | | | Year | For: $ Amount # of Shares | | Day Investment Account Number | Month Record Type 7.1.3 Import Data, Undelimited Format Undelimited data record fields have a space between each field. Commas and quotes are assumed to be text data and are imported. In the sample undelimited record below, each field must be of the length specified in paragraph 7.1.4, even numeric data. The example date is 9/ 9/85. Each 9 is preceded by a blank (in addition to the delimiter) to make it two digits long. Note the slashes. CT6 actually doesn't care what separates each field so long as the fields are the correct length and separated by something. CHECKING RECORD O 9/ 9/85 123456 N Y 123 Must be 25 char long 1234567.89 * | | | | | | | | | | | | | | Year | | | | To: Amount | | | Day | | | Purchase Group Split Subtype | Month | | Reconciled Record Type | Tax Deduction Check Number INVESTMENT RECORD P 2/25/81 123 INITIAL STOCK PURCHASE 1234567.89 1234567.890 | | | | | | | | | | | Year | For: $ Amount # of Shares | | Day Investment Account Number | Month Record Type 7.1.4 Imported Data Value Table The table below shows the required length of each data field for both checking and investment records. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [72] -------------------------------------------------------------------- FIELD LENGTH MAX MIN VALID CHARACTERS --------------+----+-------------+---+-------------------------------- Record Type | 1 |Upper Case only! | C D I M O P R S W Y (Checking) | | | C D F I N P S V (Investment) Month (MM) | 2 | 12 | 1 | Day (DD) | 2 | 31 | 1 | Year (YY) | 2 | 99 | 0 | Check Number | 6 | 999999 | 1 | (MIN=0 for non-checks) Tax Deduction | 1 | | | Y or N only, in caps. Reconciled | 1 | | | Y or N only, in caps. Purchase Group| 3 | 255 | 0 | Invest. Acc't | 3 | 255 | 0 | To or For | 25 | | | Must be this length! $ Amount | 10 | 9999999.99 | 0 | Open Balance may be negative. No. of Shares | 11 | 9999999.999 | 0 | Split Subtype | 1 | | | C D I W * (Checking only) --------------+----+-------------+---+-------------------------------- 7.1.5 Import Data Selection Screen The following selections apply to Importing Data: SEND DATA TO: Pick a 0 to send imported data to the Investment file, or 1 through 16 to send data to Checking Accounts 1 to 16 respectively. This is the "target" file. DRIVE\PATH: Select the drive\path where the above selected account resides. DOS rules for naming paths apply. Examples of valid drive\path formats are: B: C:\DATA\FILES DATA FORMAT: Select a 1 if character data in the file to be imported are delimited by quotes and commas. Select 0 if all data are separated by a space or other character. DRIVE\PATH: The drive\path where the FILE NAME below resides. FILE NAME: The name of the file containing the data to be imported. This is the file created by your spreadsheet, database manager, etc. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [73] -------------------------------------------------------------------- After all selections have been made, CT6 will begin importing records and appending them to the end of the existing data file. In the process, each field is checked for validity. If all fields in a record are valid, the record is saved. If any field is invalid, an error message gives the type of error, the number of the record in the source file, and gives an option to skip the record and continue or stop to fix the data and start over from the first source record. If starting over, the data already appended to the "target" file will make the file physically bigger according to the DOS file directory; however, that data will be inaccessible. The next time data are written to the target file, the inaccessible data will be overwritten. Therefore you may start over as many times as you wish. 7.1.6 Importing Split Entries Split entries are somewhat tricky. a. Use an "S" for the record type. b. The split entry will attach itself to the first main record following the split or series of splits. c. The "attached" main record must be the same type as indicated in the Split Subtype field shown above. d. The date for all splits and their main record will be set to the date of the first split. They must be the same. e. The check number for all splits and their main record will be set to the check number of the first split. They must be the same. f. A mismatch between the split subtype and the attached main record type will result in an error message and all splits in the series being deleted from the target file, as well as the main record. 7.1.7 Importing Memos Memo records are synthesized from combinations of numeric and character fields in the two records following a main record in the CT6 data files, therefore they may not be imported. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [74] -------------------------------------------------------------------- 7.2 EXPORTING DATA Use this option to take data created by CT6 and put 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 to be delimited or undelimited. 7.2.1 CT6 Source Files Data may be taken from the Investment file, or any of the 16 checking account files. 7.2.2 Export Data, Delimited Format Delimited data records are created in the same form as shown in section 7.1.2 and obey the value and size limits given in section 7.1.4. 7.2.3 Export Data, Undelimited Format Undelimited data records are created in the same form as shown in section 7.1.3 and obey the value and size limits given in section 7.1.4. 7.2.4 Export Data Selection Screen The following selections apply to Exporting Data: TAKE DATA FROM: Pick 0 to take data from the Investment file, or 1 to 16 to take data from Checking Accounts 1 to 16 respectively. DRIVE\PATH: The drive\path where the above selected account resides. DOS rules for naming drives and paths apply. Examples of valid drive\path formats are: B: C:\DATA\FILES OUTPUT FORMAT: Select 1 to delimit the exported data with quotes and commas. Select 0 to delimit the data with spaces. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [75] -------------------------------------------------------------------- DRIVE\PATH: The drive\path where the data file named below will reside. FILE NAME: The name of the file that will receive the exported data. Choose a file name compatible with the program that will eventually import the data. For example, LOTUS 123 expects a numerical import file to have a .PRN file extension and will not recognize files with other endings. PURCHASE GROUPS} Select one or all Purchase Groups or Investment INVEST. ACCOUNT} Accounts to be exported. For a list, type 999 and press End. DELETE DURING TRANSFER: Select Y to delete data from the CT6 source file as it is being exported (i.e., this is a batch delete). STARTING AND ENDING RECORD NUMBERS: Use record numbers (from main program reports) to select data for export, or . . . STARTING AND ENDING DATES: Use dates to select data for export. MEMO records will not be exported. 7.3 TRANSFERRING DATA Use this function to transfer batches of data among the various CT6 data files. Data may be transferred from the investment file, or a checking 8account 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 in the above paragraph for exporting data. The only difference is that data will go to a CT6 account rather than an export account, therefore the following field replaces the "FILE NAME" and "OUTPUT FORMAT" specified above: SEND DATA TO: Use 0 for an investment account, or 1 through 16 for a checking account. Do not transfer data from an account back to itself, that is, the same account on the same drive and subdirectory. Data may be sent from and to accounts by the same name, so long as the target account is on a different disk or subdirectory. 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [76] -------------------------------------------------------------------- CAVEATS: a. When transferring by record number and deleting, be sure to not transfer a main record without its split or memo and vice versa. A freestanding split or memo will attach itself to the closest main record. A main record deprived of its splits can not have its dollar amount altered. If any of these events occur, the safest course of action is to delete the parasitic memo or splits, and delete the lone main record transferred without its split entries. Transfers by date avoid these problems b. Records transferred and deleted may affect account balances. For checking accounts, jot down the ending balance before and after the transfer and add an opening balance transaction to adjust for the loss of records. For investment accounts, it is probably best to transfer only dormant or closed invest- ments in order to avoid removal of important early transac- tions in the account. c. It may be helpful to verify that there are no unreconciled checking account transactions in the block of data to be transferred. Use the "unreconciled only" option on the Check Register report. It's hard balance a checking account if some unreconciled records aren't in the account. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [77] -------------------------------------------------------------------- 8.0 GRAPHING AND UTILITIES PROGRAM 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 CT6 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. If not, then section 1.5 provides instructions on how to develop an MS-DOS character printing capability. 8.1 THE GRAPHING SETUP SCREEN There are several graphing options that must be selected prior to printing a graph. The first fourteen are common to both investment and checking data graphing and are: a. MACRO: A macro, in this sense, is a series of memorized options stored in a file for later use. In other words, the options necessary to make a specific graph may be stored and used again. TO MAKE A NEW MACRO: Type a name in the MACRO field. Follow DOS filename conventions, but do not use an extension (i.e., a period and one to three extra characters). CT6 adds .MAC to the end of the name. Enter the options desired (see the remainder of this section). When ready to print the graph, press the End key. The word "NONEXISTENT" will print at the bottom of the screen telling you that this macro does not exist. Press the End key again and continue. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [78] -------------------------------------------------------------------- TO LIST EXISTING MACROS: Type LISTMAC in the MACRO field and press the End key. Note: To list macros, the file COMMAND.COM must be present on the A: drive or the drive\path specified in the DOS environment under COMSPEC. See the troubleshooting section for details. TO CHANGE A MACRO: Enter the MACRO name in the MACRO field. Press the End key. The macro data will load, or the word "NONEXISTENT" will print at the bottom of the screen if the MACRO doesn't exist. Enter the new data and press the End key to continue. The new options will replace the old ones. TO DELETE A MACRO: MACROS are nothing more than files on your data disk\subdirectory. The name is the MACRO name you selected followed by .MAC (example: BIG.MAC) and may be erased in the same manner as any other file. BAD TYPE ERROR: This happens when an investment MACRO is called to the check graphing screen or vice versa. b. TIME UNITS (D, W, M, Y): Select whether the graph will plot data by days, weeks, months, or years. c. ROLLING TIME FRAME: This permits the graphing program to always plot the last however many days, weeks, etc. regardless of the current date and is a handy feature for MACROs. If only one set of data will be plotted, up to 37 time periods may print on one graph. Selecting more than 37 will result in an error. If more than one data set (discussed below) will be plotted on one graph, then the maximum number of time units will automatically drop to fit more bars on the graph. A ROLLING TIME FRAME overrides the Starting and Ending dates. To print by dates, leave this field zero or blank. d. START and END DATES: If the ROLLING TIME FRAME above is zero or blank, then the graph will print data between the selected dates. If the time period is larger than will fit on one ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [79] -------------------------------------------------------------------- graph, the number of days, weeks, etc., that can fit will be plotted, ending on the END DATE. If the TIME UNITS chosen are MONTHLY, the day is ignored and all data in the selected month are plotted. If the TIME UNITS are YEARLY, then all data in the selected year are plotted, regardless of the selected month or day. e. PRINT TO SCREEN OR PRINTER: Select S to print on the screen, or P to print on the printer. f. PRINT TO DISK: Enter a filename here to override the above printer or screen selection and print the graph to a text file. The file may then be merged with a word processor file, edited (or not) and printed. Graphs printed to disk lose their color information, so different STYLES should be selected for each data set rather than COLORS. Do not use an extension on the filename. CT6 will add .CTG to the end. To print a list of existing graph file names, type LISTCTG and press the End key. Note: For this feature to work, the file COMMAND.COM must be on the disk in the A: drive on the drive\path specified under COMSPEC in the DOS environment. See the Troubleshooting, section 9.0, for details. g. ACCUMULATE TOTALS: If no, then the graph shows only the activity in each time period. If yes, then each time period reflects the activity in the time period plus the activity in the previous time period. For example, the graphing options are chosen to show weekly deposits. If $1000 was deposited each week, with accumulated totals: week 1 is $1000, week 2 is $2000, etc. With no accumulated totals, week 1 is $1000, week 2 is $1000, etc. h. POLARITY: With + polarity, positive values (deposits, interest, credits) are plotted above the time axis and negative values (expenditures) are plotted below. Zero polarity causes all values to plot above the axis regardless of whether they are positive or negative values. Negative polarity is the opposite of positive--deposits are down, expenditures are up. i. SHOW GRID LINES: Yes or no. If plotting checking data, then select the account to be plotted (1 to 16). If plotting investment data, then go on to the next entries. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [80] -------------------------------------------------------------------- j. SELECT *** OR E FOR ENTIRE FILE: If graphing checking data, then *** stands for PURCHASE GROUP. If graphing investment data, then *** stands for INVESTMENT ACCOUNT. CT6 will plot four separate sets of data on one graph. Each of the four columns on the setup screen permits selection of options for each data set. In each of the four columns in this row, select either a Purchase Group or Investment Account number (as appropriate) or an E to plot data from the entire file. If the group or account number is unknown, then enter 999 and press the End key to display the group/account list. A blank field causes the data selected underneath to be ignored. If all four fields are blank, then no graph will plot. When graphing checking data, if E is selected for a data set, CT6 plots the data values associated with the main records and ignores splits. If just one Purchase Group is selected, CT6 plots splits and main records with no splits. It does not graph a split and its associated main record as this would show a falsely large data value. k. SELECT TRANSACTIONS TO BE PLOTTED: For each of the next eight lines, select the type of transaction you would like to see plotted. Put a Y in the first column if you would like a certain transaction type to be included in the first data set. Put a Y in the second column for the second data set, etc. If more than one transaction is selected in a column, it will add algebraically to the others selected in that column. For example, Purchases add to the total, Sales subtract from the total, etc. There are some exceptions below. For Checking Account graphing: Monthly and Yearly Budget values will print only in data sets where one Purchase Group is selected. They will not print where E is selected. For Investment Account graphing: The current value of an account will print only in data sets where one Investment Account is selected. It will not print where E is selected. For long time frames (weeks, months, year) the current value plotted reflects the value at the end of each time interval on the axis. A Y for Current Value overrides all other transactions. l. COLOR: The color of the bar used to plot each of the four data sets may be selected here. The value of each color in ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [81] -------------------------------------------------------------------- its respective color is printed just above this line. At least one color will not print on the line because it is the same color as the background and is therefore invisible. This is the correct color to pick for invisible graphs (joke). Monochrome monitor users may want to select all one color (or highlighted and normal) and vary the appearance of the data sets with the Style option (below). m. STYLE: The style of the bar used to plot each of the four data sets may be selected here. The styles are shown next to A, B, C, and D. Color monitor users may want to pick all Style A, but vary the colors, above. Printing to disk or the printer removes the color information, therefore it is usually more effective to vary the graph style when multiple data sets are printed rather than varying the color. Press End to continue and print the graph. A window displays pertinent data as CT6 prepares the graph. The information necessary to create a graph is stored in memory, therefore the first time CT6 graphs a file, the "READING ENTIRE FILE" message displays. Under that message are three status lines. The first indicates the amount of space, in records, remaining in the data file. The second indicates the amount of free memory after the file has been read into memory. When this number reaches zero, CT6 will no longer be able to graph your account. Before that happens, either transfer data out of the account, free more space by removing resident utility programs, or add memory to your machine. The third status line indicates how many records CT6 found within the selected time frame. A number here does not mean any data meet the selection criteria, just that it's within the time frame and that the computer is working. If the next graph requests data from the same data file as the first graph, then the window indicates that the file index is still in memory, and also shows the number of records within the time frame. 8.2 PRINTING THE LEGEND If the graph prints on the screen, press L <C/R> to print a legend or summary of the selection criteria. If the graph prints on the printer or disk, then the legend prints automatically. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [82] -------------------------------------------------------------------- 8.3 GRAPH PRECISION To permit graphing on monochrome, mono-graphics, and color/enhanced graphics equipped computers, and to provide full color graphing without shifting into the rather tacky 40 column mode, CT6 produces graphs with text characters. In addition to hardware compatibility, this permits graph files to be saved to disk and merged with any text file for word processing. The main disadvantage is that in the text mode only 25 lines are available on which to place a character, whereas in the standard graphics mode there are 200 lines. The result (the bottom line, so to speak) is a sacrifice of some accuracy. CT6 plots values on any of 20 lines, therefore a graph may only display 20 discrete values. The characters used for graphing, like this X, extend from the bottom of one line almost to the bottom of the next line. As a result, the height of a bar is only a close approximation of the value graphed. See the Help screen (available from the graph screen) for a graphic example. It shows sample bars and the values they represent. The same example will not print on most printers, therefore it is omitted from here. If a very large value (e.g., $50,000) is plotted next to a very small value (e.g., $5) the latter will be too small to be represented by a full character on the graph and will plot as zero. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [83] -------------------------------------------------------------------- 9.0 TROUBLESHOOTING CT6 was written on an IBM PC-AT and is compatible with the IBM PC/XT/AT series of microcomputers. During testing it also proved 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 are known as of 4/87. We are therefore confident that most problems can be solved using the troubleshooting guide below. 9.1 REPORTING PROBLEMS If you cannot solve your problems, please send us a note or call us on the BBS. We'll help resolve the problem. But 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. 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 CT6 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. The second level is heralded by a box in the center of the screen with the words "ERROR MESSAGE" and "ERROR ## in LINE ####" usually ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [84] -------------------------------------------------------------------- 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. Section 9.5 below deals with some common problems that may occur during operation. 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. It's either off, broken, not "on line" or not "selected." 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [85] -------------------------------------------------------------------- 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 configura-tion 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. 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: ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [86] -------------------------------------------------------------------- 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 CT6 program from the menu of another CT6 program, as shown in the situations below: Press Esc to run CashTrac from the Configuration program menu, Press Esc to run CashTrac from the Check Writer menu, Press Esc to run CashTrac from the Graphing program menu, Run the Graphing program from the main menu, Run the Check Writer from the Checking Account menu, 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 CT6 competing for space with incompatible memory resident utility programs. Follow the steps in section 9.1 to see if the problem could be caused by a memory resident program. 9.5 MISCELLANEOUS PROBLEMS 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 cause this problem. The solution is to write to us for an undamaged copy of the program (see section 1.4). 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [87] -------------------------------------------------------------------- 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. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [88] -------------------------------------------------------------------- 10.0 MISCELLANEOUS 10.1 CT6 FILE DESCRIPTIONS Depending on how many Checking Accounts you use, there could be many different data and program files on your disks. a. System disk 1 (or the hard disk system subdirectory) should contain the following files: COMMAND.COM DOS command processor, put there by formatting CONFIG.CT6 CT6 configuration file CASHTRAC.EXE Main program CHELP.CT6 Main program help file CONFIG.EXE The configuration program; makes CONFIG.CT6. b. System disk 2 (or the hard disk system subdirectory) should contain the following files: COMMAND.COM DOS command processor CONFIG.CT6 CT6 configuration file CTGRAF.EXE Graphing & Utilities program GHELP.CT6 Graphing help file CT6PART?.DOC CashTrac documentation file. May be removed if documentation has been printed. c. The data disk (or hard disk data subdirectory, which may be the same as the system subdirectory) should contain: 6CHECK1.DAT Checking Account number 1 data 6CHECK2.DAT " " " 2 " . . . . . . . . . . . . 6CHECK16.DAT (Accounts will not be present until used). 6GROUP1.DAT Checking Account number 1 Purchase Group names 6GROUP2.DAT " " " 2 " " " . . . . . . . . . . . . . . . . 6GROUP16.DAT (Groups will not be present until used ) 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 ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [89] -------------------------------------------------------------------- CHEKFORM.CT6 Check writer configuration file ********.CTP Any report printed to disk ********.MAC Any graphing macro file ********.CTG Any graph printed to disk ********.PRN Database/spreadsheet export files. d. Files ending in .COM and .EXE are executable program files and should not be altered. e. 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 CT6. If you experiment, do so with a backup copy. f. Files ending in .CT6 or .MAC are sequential files and may be read and altered by standard text editors, but at your own risk. Changed and missing data can cause serious program problems. The cure is to erase the file and let CT6 rebuild it. No harm will be done in that case. g. .CTG, .CTP, and .PRN files are designed to be accepted and used by other programs. No harm will result from the deletion or alteration of these files. 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 CT6 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. Very large data files slow down reporting because the program calculates balances from the first record in the file as a safety measure. Use the Transfer function (section 7.3) to move ancient data to a backup file. b. Use an electronic RAM drive if possible. It will provide a tremendous increase in program speed. But caution, remember to copy data back to your floppy or hard disk when done. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [90] -------------------------------------------------------------------- c. Hard disk users, use subdirectories close to the root directory. The more "buried" the data files are on a hard disk, the slower the program runs. Data subdirectories of the form: C:\FINANCE are superior to subdirectories of the form: C:\CASHTRAC\FINANCE\DATA. This holds true for any program that needs to frequently read disk data. Each time file data are requested, the drive must first check the root directory, then the subdirectory, etc. until it finds the data. That results in slow operation. d. Put the following statements in your CONFIG.SYS file on your boot disk or hard disk root directory: FILES=10 BUFFERS=15 This increases the ability of your computer to quickly find disk data. It will not affect other programs unless they require even more files and buffers, in which case use the number they require. The same result is obtained. e. Some memory resident utility programs severely retard program speed. Prime examples are the multitasking and windowing programs. For comparisons, run CT6 with and without resident utilities to see if marked speed differences result. 10.3 EXITING THE PROGRAM ALWAYS use the EXIT routine when leaving CT6, 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 via the Exit routine, the buffers will first be emptied, data will be properly stored, and then the program will quit. ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [91] -------------------------------------------------------------------- 10.4 KEEPING BACKUPS After a few months you'll have sizable data files. Both floppy disk and hard disk users should keep an original and two backups of their CT6 data--an "odd day" backup and an "even day" backup. When backing up data on an odd numbered day of the month, use the odd day backup disk, and when backing up data on an even numbered day use the "even" disk. If the disk goes bad, as sometimes happens, and you unwittingly back up bad data on your backup disk, you may have a bad original and a perfect backup of the bad data. With two backup disks, and only one in use every other time you backup data, there will always be a second disk to use to restore both the original and the bad backup. The method works. 10.5 MAKING ADDITIONAL DATA DISKS Any number of data disks or subdirectories may be used with the program. To make a new data disk, starting at the main menu, put a formatted disk in the selected data drive and start entering data. To make a new data disk without having to rewrite all the Purchase Groups and Investment Accounts, copy the following files from the old data disk to the new data disk: a. For Investment Account names, copy 6INVCAT.DAT from the old to the new disk. b. For Purchase Group names, copy 6GROUP*.DAT from the old to the new disk. The * represents the number of the checking account purchase groups to be copied. 10.6 A NOTE FROM THE PROGRAM AUTHOR CT6 represents a lot of work by a lot of people, such as 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. Unsolicited suggestions are a major source of ideas for program improvements. If you made a suggestion and it wasn't included this time around, it may be that it conflicted with requests from other users, I may not have liked it at the time (it happens), or possibly I didn't have the tools to program it, and set it aside. Please feel free to harass me about future improvements. Speaking of tools, CT6 is written in structured and compiled IBM BASIC linked to an additional library of assembly language functions for compiled BASIC written by Thomas Hanlin III at 6812 ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [92] -------------------------------------------------------------------- Sydenstricker Road, Springfield, VA 22512. His Advanced BASIC Library made possible the windows, fast screen writing, and several other less obvious features that are not possible using the "plain vanilla" compiler. I highly recommend this library for serious compiled BASIC programmers. Good Luck. If you have any functions you would like to see added, please send a me a note at the address on the registration form at the end of this documentation, or call the CT6 BBS at 703- 941-2386. Ditto if you have any problems. Functions that will show up in future revisions include printing all purchase groups in one report, checkbook balancing using the same display screen as the check writer selection screen, making changes directly from report screens, pull down menus, investment analysis modules for specific investment types, and quarterly and semiannual unpaid bills. -John MacEvoy The response to our user survey was almost unanimous regarding the "plain brown wrapper" concept. Program quality and performance are more important than pretty packaging therefore we'll stick to a simple format. If you would like to see a change in the packaging, please tell us. A large percentage of users asked for bound documentation, but an equally large percentage said they preferred the self-printed documentation, therefore we plan to provide a bound manual in the near future, but as an option. -Lynn Gilley ____________________________________________________________________ 10/10/87 CashTrac 6.06 Page [93] -------------------------------------------------------------------- 11.0 PROGRAM SPECIFICATIONS a. Minimum Hardware Requirements Computer IBM PC/XT/AT/Jr or compatible Disk Drives 2 DS DD floppy or 1 DS DD floppy and a hard disk Monitor Color/Composite, Monochrome, Mono-graphics. EGA Memory 256 Kb b. Checking Account Capabiilities # 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 ____________________________________________________________________ 10/10/87 CashTrac 6.0 Page [94] -------------------------------------------------------------------- INDEX ----- <C/R> defined ....................................................9 aardvark, spark plugs ...........................................38 account statement report, investment ............................56 account summary report, checking ................................43 account, checking, on data entry ................................32 account, graphing ...............................................80 accumulate graphing totals ......................................79 active checking account .........................................24 active checking account, changing ...............................46 activity summary report, investment .............................57 add new group/account name ......................................63 Alt-F10 (help) ..................................................17 AUTOEXEC.BAT file ................................................9 backing up data .................................................91 backspace key ...................................................17 bad type error, macro ...........................................78 balance, amount on entry screen .................................33 balance, resetting on data entry screen .........................33 balancing the checking account ..................................45 broker fee transaction, investment ..............................52 budget report, monthly ..........................................43 budget report, yearly ...........................................44 budget transaction ..............................................25 budgets, how to set up ..........................................33 bulletin board system ............................................6 calculator, operation ...........................................23 calculator, turning on ..........................................17 cash purchase transaction .......................................26 CASHTRAC.EXE ....................................................15 change data drive ...............................................68 change system drive .............................................68 change value record, automatic ..................................52 change value transaction, investment ............................52 changing active checking account ................................46 changing data, checking .........................................37 changing data, investments ......................................55 changing group/account names ....................................64 check format/configuration ......................................47 check register report ...........................................40 check transaction ...............................................25 check writer operation ..........................................46 check writer, check configuration/format ........................47 check writer, general ...........................................46 check writer, print batch .......................................49 ____________________________________________________________________ 10/10/87 CashTrac 6.0 Page [95] -------------------------------------------------------------------- INDEX ----- check writer, printing selected checks ..........................49 check writer, selecting checks on entry .........................32 check writer, test print ........................................49 checking account name ...........................................46 checking account, active account ................................24 checking account, data entry ....................................25 checking account, default .......................................13 checking account, general .......................................24 checking account, transactions ..................................25 clock, system ...................................................22 color, graphs ...................................................80 colors, configuration ...........................................12 COMMAND.COM .....................................................15 CONFIG.CT6, saving ..............................................13 CONFIG.EXE ......................................................12 configuration, default ..........................................12 configuration, floppy disk ......................................12 configuration, hard disk ........................................11 conventions ......................................................9 converting data .................................................14 copyright ........................................................4 credit transaction ..............................................26 credit transaction, detailed use ................................33 CTGRAF.EXE ......................................................77 Ctrl-F10 (calculator) ...........................................17 cursor controls .................................................16 cursor problems (error) .........................................86 customer support .................................................6 data disk directory .............................................68 data disk name ..................................................66 data disks, additional ..........................................91 data drive, changing ............................................68 data drive, default .............................................13 data entry, checking ...........................................25 data entry, checking, procedure .................................28 data entry, general .............................................17 data entry, interest and dividends ..............................54 data entry, investment ..........................................51 data entry, investment, mandatory/optional ......................52 data entry, investment, share based accounts ....................53 data entry, sales ...............................................54 data export .....................................................74 data file descriptions ..........................................88 data format, delimited (import/export) ..........................70 ____________________________________________________________________ 10/10/87 CashTrac 6.0 Page [96] -------------------------------------------------------------------- INDEX ----- data format, undelimited (import/export) ........................71 data transfer ...................................................75 data validation .................................................18 data value table (import) .......................................71 data values, investment, validity ...............................52 data, checking, mandatory/optional ..............................27 data, converting ................................................14 data, importing .................................................70 data, validity, checking ........................................27 date, system ....................................................22 dates, graphing .................................................78 default checking account ........................................13 default configuration ...........................................12 delete entire checking account ..................................39 delete, batch, checking .........................................39 deleting an entire investment account ...........................55 deleting entire investment file .................................55 deleting entries, checking ......................................39 deleting entries, investment ....................................55 deleting group/account names ....................................64 delimited data format (import/export) ...........................70 deposit transaction .............................................26 directory, data disk ............................................68 directory, system disk ..........................................68 discount .........................................................7 displaying group/account names ..................................65 dividend (paid) transaction, investment .........................51 dividend (reinvested) transaction, investment ...................51 DOS portal ......................................................68 drives, default .................................................13 duplicating entries, checking ...................................29 duplicating entries, investments ................................55 electronic mail system ...........................................6 End key .........................................................16 enhancements .....................................................1 Enter key .......................................................17 entering data, general ..........................................17 error messages, level 2 .........................................84 error messages, level 3 .........................................85 error messages, levels ..........................................83 errors, validation ..............................................83 Esc key .........................................................20 exit ............................................................90 exit to DOS, temporary ..........................................69 ____________________________________________________________________ 10/10/87 CashTrac 6.0 Page [97] -------------------------------------------------------------------- INDEX ----- export data selection screen ....................................74 exporting data ..................................................74 features, general ................................................2 fee, broker .....................................................52 file descriptions ...............................................88 function keys ...................................................17 graphing and utilities program ..................................77 graphing setup screen ...........................................77 grid lines, graph ...............................................79 hardware requirements ............................................7 help files, where to put ........................................15 help screen error ...............................................86 help screens, discussion ........................................22 help screens, if blank ..........................................22 help, calling ...................................................17 import data screen ..............................................72 importing data ..................................................70 initial operation ................................................9 inserting group/account names ...................................65 installation, floppy disk .......................................10 installation, hard disk .........................................10 interest (reinvested) transaction, investment ...................51 interest transaction, checking ..................................26 investment (paid) transaction, investment .......................51 investment account activity summary report ......................57 investment account names ........................................63 investment account names, general ...............................20 investment account statement report .............................56 investment accounts, general ....................................51 investment data entry ...........................................51 investment reports ..............................................56 investment transaction types ....................................51 keys, keypad ....................................................16 legend, graph ...................................................81 license, commercial version ......................................4 license, demo version ............................................3 macro, bad type .................................................78 macro, graphing .................................................77 macros, changing ................................................78 macros, deleting ................................................78 macros, listing .................................................78 memory resident utilities .......................................83 memos, entry ....................................................29 menu screens ....................................................22 ____________________________________________________________________ 10/10/87 CashTrac 6.0 Page [98] -------------------------------------------------------------------- INDEX ----- menus, general structure ........................................19 minimum balance warning .........................................67 monthly budget details report ...................................42 name checking account ...........................................46 name, adding new ................................................63 names, investment account .......................................63 names, purchase group ...........................................63 naming the data disk ............................................66 opening balance transaction .....................................26 operation, initial ...............................................9 options, graphing ...............................................77 out of memory error .............................................86 packing unpaid bills file .......................................63 parity check error ..............................................86 PgDn, PgDn ......................................................16 polarity, graph .................................................79 port, printer ...................................................13 portal, dos .....................................................68 precision, graph ................................................82 printer port ....................................................13 printing checking reports .......................................40 printing graphs .................................................79 printing investment reports .....................................56 printing, screen, speed .........................................15 purchase group names ............................................63 purchase groups, general ........................................20 purchase groups, sample .........................................11 purchase transaction, investment ................................51 RAM drives ......................................................89 remedies .........................................................5 renumbering groups/accounts .....................................65 report options, general, checking ...............................41 report options, investments .....................................57 report, check register ..........................................40 report, checking account summary ................................43 report, monthly budget ..........................................43 report, monthly budget details ..................................42 report, unpaid bills ............................................43 report, yearly budget ...........................................44 reporting problems ..............................................83 reports, investment .............................................56 reports, printing, checking .....................................40 resident utilities ..............................................83 Return key ......................................................17 ____________________________________________________________________ 10/10/87 CashTrac 6.0 Page [99] -------------------------------------------------------------------- INDEX ----- rolling time frame ..............................................78 sale transaction, investment ....................................51 savings accounts, data entry ....................................55 savings accounts, general .......................................51 Searching .......................................................37 serial number ...................................................16 SET CT6=X ........................................................9 skip unpaid bill transaction ....................................26 sort by check number, report ....................................42 sorting checking files ..........................................62 sorting files by date ...........................................61 sorting investment files ........................................63 speed, program ..................................................89 split entries, importing ........................................73 splitting entries, checking .....................................30 starting program ................................................15 string space corrupt ............................................86 style, graph ....................................................81 subdirectories, data ............................................13 summary of all accounts investment report .......................58 support, customer ................................................6 system disk directory ...........................................68 system drive, changing ..........................................68 system drive, default ...........................................13 tab key .........................................................17 terminate and stay resident mode ................................69 time frame, rolling .............................................78 time units, graphing ............................................78 transaction types, graphing .....................................80 transaction types, investments ..................................51 transactions, checking ..........................................25 transfer data ...................................................75 troubleshooting .................................................83 undelimited data format (import/export) .........................71 unpaid bill, "nag-flag" .........................................36 unpaid bills report .............................................43 unpaid bills transaction ........................................26 unpaid bills, entry .............................................35 unpaid bills, paying ............................................36 updates, program .................................................6 utilities, main program .........................................61 utilities, memory resident ......................................83 validation ......................................................18 voiding checks ..................................................35 ____________________________________________________________________ 10/10/87 CashTrac 6.0 Page [100] -------------------------------------------------------------------- INDEX ----- warning, minimum balance ........................................67 warranty, disk ...................................................5 warranty, program ................................................5 withdrawals .....................................................26 ____________________________________________________________________ [101] CashTrac 6.06 User Registration and Order Form Use this form to register your copy of CashTrac in or