The Business Master (3rd Edition)

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FARM MANAGEMENT RECORD KEEPING PROGRAM Documentation for the Registered Version of the Software Version 2.O.O COPYRIGHT (c) 1988 A Microcomputer Program System With Versions Available for: Tandy Radio Shack Models 1OOO, 12OO, 2OOO, 3OOO, & 4OOO (MS-DOS) IBM & IBM Compatables (MS-DOS Operating Systems) Written by: Dale L. Ratcliff Rt. 3, Box 203A California, MO. 65018 Telephone 314-796-2759 Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 FARM MANAGEMENT RECORD KEEPING PROGRAM ______________________________________ TABLE OF CONTENTS _________________ STARTING PAGE NUMBER ITEM DESCRIPTION ______________ _______________________________________________ Setup Basic Operation & Setup Information Forward - MS Forward - MS-DOS Version (Tandy 1OOO, 12OO, 2OOO, IBM & Other IBM Compatibles) 1 - 3 Introduction - Protecting your data -- Making Backup Copies 2 - 1 Master Menu Program -- (MENU.EXE) 3 - 1 Parameters Files Creation Program - (PARAMETR.EXE) 4 - 1 Farm Management Records Data Entry Program -- (RECORDS.EXE) Entering RECEIPTS into the computer program Entering EXPENSES into the computer program 5 - 1 Data Entry ERROR HANDLING Procedures (EDIT.EXE) 6 - 1 Creating the needed file at the beginning of the year -- (CASHFLOW.DAT) 7 - 1 Reports Listing Program (video & hard copy -- (REPORTS.EXE) 8 - 1 Enterprise Data Listing Program (Hard copy only) -- (ENTRPRZ.EXE) 9 - 1 Conversion of Data Files -- (DATACONV.EXE) 10 - 1 Inventory Listing Programs Livestock Inventory (LSKINV.EXE) Machinery, Buildings Inventory (MACHINV.EXE) Crop, Crop & Lsk Supplies Inventory (CROPINV.EXE) 11 - 1 Farm Loan Listing Program (FARMLOAN.EXE) 12 - 1 Financial Statement Program (FINANCE.EXE) 13 - 1 Analysis Programs Livestock (LSKANAL.EXE) Crops (CROPANAL.EXE) Farm (FARMANAL.EXE) 14 - 1 Printer, Disk Drive, Monitor Type Configuration Program (UTILITY.EXE) 15 - 1 Printout Listing Page 16 - 1 Trouble Shooting Information 17 - 1 Summary Information 18 - 1 Warranty Information 19 - 1 Registration Return Form Survey Return Form Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Basic MS-DOS Setup and Startup Instructions ___________________________________________ Operation of a computer with the MS-DOS Operating System is a little different than the standard operation of other computer. The purpose of this set of instructions is to help you use the Farm Management Record Keeping Program without having to refer back to the MS-DOS Instruction Book which, at best is somewhat difficult for most people to understand. Thus, these instructions are designed to aid you in making backups of the Farm Management Record Keeping Program, making Data Diskettes that will be needed and used by the program and transferring files from one diskette to another as you may need to do from time to time. As far as operation of the computer is concerned, you need to remember that the disk drives are "numbered" A, B, C, D, etc., with Drive A being the primary floppy disk drive and Drive C usually being the primary Hard Disk Drive. To move from one of the drives to the other, at the A> Prompt type the Disk Drive designation followed by a colon (i.e. A>B:) if you want to move to the B Disk Drive or A>C: if you wanted to move to drive C. In the following examples <Return> means that you press the RETURN KEY! With the MS-DOS Operating System, you should have a system diskette in drive A during the operation of a program; however, you may use a Data Diskette (one that does not contain the MS-DOS Operating System) in drive B. If you are using a Hard Disk System, all of your files should be in a subdirectory on the Hard Disk. You may use either this subdirectory or a different one or a floppy disk for your data storage area. This will allow you additional storage space that may be needed by you during the year. The following MS-DOS programs will be explained as to their use within the operation of the Farm Management Record Keeping Program: COPY.COM, DEL. COPY.COM -- COPY.COM is the MS-DOS Program that is used to copy programs from one diskette to another. Making a backup (exact copy) of the Original Farm Management Record Keeping Diskettes is done in the following manner. At the A> Prompt type FORMAT B:/S and press <Return>. You will be prompted to place a new diskette in Drive B and press <Return>. After the new diskette is formatted, the MS-DOS Operating System will be transferred onto the new diskette. (Note: If you do not have 2 disk drives, you will have to perform these operations in Drive A.) --- Setup Information -- Page 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 After you gain control of the computer again, copy the following programs from your original MS-DOS System Diskette to the diskette you have just created: FORMAT.COM, & DISKCOPY. These programs are needed either to use the FARM MANAGEMENT RECORD KEEPING PROGRAM or to make backup copies of the program for your use. When you can gain control of the computer again, place the diskette that you have just created in Drive A and make at lease two backup copies of it for your use. Then place one of these copies in Drive A and one of the Farm Management Record Keeping System Diskettes in drive B. At the A> Prompt, type COPY B:*.* A: You will need to repeat this procedure for each of your Original Farm Management Record Keeping Diskettes. NEVER USE YOUR ORIGINAL DISKETTE FOR ANY PURPOSE OTHER THAN TO MAKE WORKING BACKUP COPIES!!! You will also need to create a Data Diskette for use with the program. To do this, at the A> prompt type FORMAT B: and press <Return>. Again you will be prompted to insert a new diskette into Drive B before continuing. As before, when you have created as many diskettes as you want, answer the FORMAT Another (Y/N) with N and you will be returned to System Control. If you have a hard disk, you should create an new subdirectory on your hard disk and then copy all of the files to this subdirectory. If you do this, you will not have to make the backup copies as described in the paragraphs above. DEL -- DEL is used to DELete a program from a diskette. Be very careful with this as the results are final! To use the program, at the proper Disk Drive Prompt (A>, B>, C> etc. depending upon which diskette you want the program DELeted from) type DEL Program.Name where "Program.Name" is the name of the program you wish to remove from the diskette. Using the information above should allow you to make working copies of your original diskettes, make data diskettes for your use and copy any program that you may have on one diskette onto another one. If you want additional information concerning the MS-DOS Operating System, refer to your Computers MS-DOS Manual or one of several books written on the subject. --- Setup Information -- Page 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 If you wish to create an automatic file on your diskette that will run the MENU.EXE Program you may do so using the following procedure (assuming you are using a Floppy drive system). 1. Insert your Backup Copy of the FARM MANAGEMENT RECORD KEEPING PROGRAM Diskette into Drive A. 2. At the A> Prompt type the following information after the prompts as they are shown below (i.e. part of the information will be shown by the computer on the screen and you will supply part of the information. REMEMBER <RETURN> MEANS PRESS THE <RETURN or ENTER> KEY & <F6> MEANS PRESS THE F6 FUNCTION KEY.) A>COPY CON AUTOEXEC.BAT <RETURN> DATE TIME MENU.EXE <F6> <RETURN> This will create a file that will cause the computer to automatically execute on power up the MENU.EXE Program. If you are using a hard disk system, you can follow the same procedure to create a batch file that might be located in your "Root Directory" which would change subdirectories and then load the menu program. For example, assume that you have created a subdirectory for the programs with the name of "RECORDS". You have copied all of the program files from your original diskettes into this subdirectory. Now you wish to create a file that will be located in your "Root Directory" (the directory that the computer first loads into when you power up) which will move to your new subdirectory and then execute the MENU.EXE program. You may follow the procedure below to do this. Move to Drive C by typing C: and pressing <RETURN> if you are not already logged into Drive C. Now make sure that you are in the "Root Directory" by typing CD\ <RETURN>. You are now ready to create your batch file using the instructions shown below. C>COPY CON RECORDS.BAT <RETURN> CD\RECORDS MENU.EXE CD\ <F6> <RETURN> --- Setup Information -- Page 3 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Introduction ______________________________________ Farm Record Keeping is one of the MOST IMPORTANT TASKS THAT A FARMER DOES, EVEN THOUGH IT USUALLY IS NOT ONE OF HIS FAVORITE TASKS. As profit margins continue to get closer and as more money has to be borrowed, a farmer MUST KEEP GOOD RECORDS. The purpose of this set of programs is to help the farmer do a better and easier job of Record Keeping. These programs WILL NOT DO ANYTHING THAT THE FARMER CANNOT DO MANUALLY BY HIMSELF, the computer and computer programs will just do it easier and faster. The programs are designed to allow a person with limited knowledge of computers to operate the system effectively and easily. If you will read the information that is shown on the computer screen and then answer the questions or follow the directions, you should have no trouble in using THE FARM MANAGEMENT RECORD KEEPING PROGRAM. The programs that are a part of this system are described on the following pages. Also shown are examples of what the computer screen will look like at the various times during operation. After starting up your Computer and answering the "DATE" call, etc., if applicable, in the manner that you desire, type MENU at the System Prompt (A>, C>, etc.) and press RETURN, if the diskette does not have an automatic execution file on it to do this for you. (You can create this file if you wish by referring to your computer manual and following the section on creating an automatic file - using AUTO or AUTOEXEC as the case may be.) After you have loaded the Menu Program, you will notice that it offers several options for you in using the FARM MANAGEMENT RECORD KEEPING PROGRAM (as well as other programs that may be used along with this program.) PROTECTING YOUR DATA -- MAKING BACKUP COPIES ============================================ As you should already know, few things in this world are permanent. When you start to use this program, one of the first things that you should do is to make a "BACKUP" copy of your ORIGINAL PROGRAM DISKETTE. If you do this and then put the ORIGINAL DISKETTE IN A SAFE PLACE AND USE THE BACKUP COPY YOU WILL ALWAYS BE SAFE IN CASE SOMETHING UNUSUAL HAPPENS AND THE COPY GETS DESTROYED. LIKEWISE YOU SHOULD PRACTICE GOOD COMPUTER PROCEDURE AND PERIODICALLY BACKUP YOUR DATA DISKETTES. If you do this, you will always have a copy to fall back on should something happen to the working diskette. Your computer operation reference manual tells you how to do this BACKUP PROCEDURE. If you follow those suggestions and PRACTICE GOOD, SAFE RULES OF OPERATION, (KEEP SODA, COFFEE, FOOD, AND ASHES, ETC. AWAY FROM THE COMPUTER) YOU SHOULD HAVE NO PROBLEMS. --- Page 1 - 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Master Menu Program (MENU.EXE) ______________________________ The first screen that is displayed is the main logo screen that displays the various information including program name, Version, etc. Pressing Any Key will then take you to the first Program Index Menu that is shown below: Program Index _________________________________________________ 1 = Farm Management Record Keeping Program 2 = Farm Management Record Keeping Parameters Program 3 = Inventory Programs 4 = Farm, Livestock, &/or Crop Analysis Programs 5 = Financial Statement Creation Program 6 = Farm Loan Reports Program 7 = Data Conversion & Summary.Dat File Reconstruction Program 8 = Printer, Disk Drive, & Monitor Type Configuration Program 9 = RETURN to MS-DOS System Ready Enter the choice of the program you want __ Press the number corresponding to the item you wish to do. If you select #1 or #3 you will be taken to additional menu's as follows. Each of the programs will be explained in documention that follows in this manual. Selecting #1 will take you to the menu below: Farm Management Record Keeping Programs _______________________________________ 1 = Records Data Entry Program 2 = Records Data Editing Program 3 = Records Report Listing Program 4 = Records Cashflow File Creation Program 5 = Records Enterprise Data Listing Program 6 = Records Parameters Program 7 = Return to the Master Menu Enter Your Choice Please (1 - 8) From this menu you will be taken to any of the main Record Keeping Programs. Note that you are given the option to return to this menu program from each of the programs in order to properly exit the system when you are finished for a session. --- Page 2 - 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Which Inventory Program do you want to Load ___________________________________________ 1 = Livestock Inventory Program 2 = Livestock Supplies, Crops, & Crop Supplies Inventory Program 3 = Machinery, Land, & Buildings Inventory Program 4 = Return to the Master Menu What is your choice __ On either of the two previous menu's, if you want to return to the Master Menu, you have that option. As previously stated, the various programs are on different diskettes. If you select a program and that program is not on a diskette that is in one of your computer disk drives, the following screen will be displayed: "Name of the Program You Selected" __________________________________ The program you have requested was not found on this diskette. It may be on a different Farm Management Record Keeping Diskette. Place the proper diskette in one of the disk drives. You may get a directory of the programs on the diskettes as follows: Press (*) for the Directory on Disk Drive * Press (*) for the Directory on Disk Drive * Press (*) to RETURN to the Main Menu Press (*) to try to continue without getting a directory Press The Key Of Your Choice To Continue. Make your choice by pressing any of the keys shown above. NOTE: THE * REPRESENTS THE KEY TO BE PRESSED FOR THAT PARTICULAR DISK DRIVE OR FUNCTION. IF YOU PRESS A KEY THAT RELATES TO A DISK DRIVE THAT IS NOT ON LINE YOU MAY GET THE FOLLOWING MESSAGE Illegal drive number Bad file name in ### Ready If this happens type MENU and press <ENTER or RETURN>. The program will start over with no harm done, OR restart the computer if control is not returned to you. --- Page 2 - 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 After you have found the proper diskette, you may continue either by returning to the Master Menu and selecting the program option again or by pressing the Proper Key which will make the computer attempt to load your program again. --- Page 2 - 3 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Parameters File Creation Program (PARAMETR.EXE) _______________________________________________ The Parameters File Creation Program is used to modify some of the Receipt, Expense, Farm Identification, and Enterprise Identification Heading Codes. The menu that will appear is shown below: FARM MANAGEMENT RECORD KEEPING PROGRAM PARAMETERS FILE ______________________________________ <1> Receipt & Expense Codes <2> Enterprise Codes <3> Farm/Business Id Codes <4> Print a Hard Copy of all Codes <5> RETURN to the Master Menu Enter your choice please (1 - 5) Choose from this menu and you will be allowed to see the various codes and change them if necessary. From this menu you may then change additional codes or return to the master menu. If you change the Receipt & Expense Codes, be sure that you re- copy your onto any diskette that contains that file (PARFIL.DAT); likewise, if you change any of the Enterprise Codes you will need to recopy the ENTCODE.DAT file to your working diskette, or the FMBUSID.DAT file if you changed any of the Farm/Business ID Codes. --- Page 3 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Records Data Entry Program (RECORDS.EXE) ________________________________________ The computer name of this program is "RECORDS.EXE". This is the part of the system that allows you to enter your RECEIPTS and EXPENSES for the month. You can enter data on a DAILY, WEEKLY, OR MONTHLY BASIS -- HOWEVER YOU DESIRE. Some of the headings that are used in this program are able to be changed. The ones that can be changed include some of the Receipt and Expense Codes Headings, all of the Farm Identification Codes and the first 28 Enterprise Codes. If you desire to change the headings, go back to the Master Menu, and choose the selection entitled "PARAMETERS PROGRAM." This program will allow you to change any of the headings that you wish (assuming that the heading is one that can be changed.) These headings are used throughout the remainder of the programs, therefore, make your changes at the beginning of a record year - NOT during a record year! THE FARM MANAGEMENT MENU IS SHOWN BELOW. FARM MANAGEMENT MENU _________________________________ 1 = Enter RECEIPTS & EXPENSES for A month 2 = Go to the CASHFLOW FILE creation program 3 = Go to the REPORTS LISTING program 4 = Go the the ENTERPRISE DATA LISTING Program 5 = Go to the Data Listing EDITING program 6 = RETURN to the Master Menu ENTER YOUR CHOICE (1 TO 6) IF YOU WISH TO ENTER RECEIPTS OR EXPENSES FOR THE MONTH, SELECT #1. You will then be ask for the number of the CURRENT MONTH that you are going to enter data for (Jan is 1, Feb is 2. etc.) You will also be ask if the SUMMARY.DAT and the RECEIPTS & EXPENSES Data Files are on the SAME Diskette. (This will allow you to have more than one diskette with files on it. There is a limit of about 600 monthly entries per diskette.) Simply answer the questions. If you make a mistake and PRESS ENTER BEFORE YOU CORRECT IT, you will be given a chance to make a change in the information by answering the "Is the Information CORRECT (Y/N)" QUESTION WITH N. --- Page 4 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 If this is your first time to use the program, the SUMMARY.DAT file may not be on the diskette. If the file is not found, the computer will default to a section where you will be given a choice to continue without creating the CASHFLOW.DAT file and simply enter your Beginning Cash & Beginning Credit Balances before continuing. If this is what you wish to do, answer Y to the question "Do you want to Continue without creating these files (Y/N) and you will be asked for the amount of the balances. The top portion of the computer screen will basically be clear except when you are asked to enter the 1) Account Code, 2) Farm Identification, & 3) Enterprise Code. The data that will be displayed at each of these times will be shown below in three different sections. The top portion of the screen that will be displayed when you are asked for the Account Code will be basically as follows: 01 Grain Sales 10 Rsd Fdr Lsk 22 Oper Loans Receipts 02 Hay Sales 11 Pur Fdr Lsk 23 Int/Lg Loans Account Codes 03 Seed Sales 12 Lsk Products 24 Non Farm Rec ____________ 04 Govt Pymts 13 Misc Rec 05 Custom Work 14 Crop Storage 06 Dividends 16 Qual Bdr Lsk 07 Refunds 17 No Ql Bdr Lsk 08 Resales 18 Equip Sold 09 Cash Rent 19 Assets Sold The top portion of the screen that will be displayed when you are asked for the Farm Identification will be basically as follows: 01 Home Farm 11 Farm 11 21 Farm 21 Farm 02 Farm 2 12 Farm 12 22 Farm 22 Identification 03 Farm 3 13 Farm 13 23 Farm 23 Codes 04 Farm 4 14 Farm 14 24 Farm 24 ______________ 05 Farm 5 15 Farm 15 25 Farm 25 06 Farm 6 16 Farm 16 26 Farm 26 07 Farm 7 17 Famm 17 27 Farm 27 08 Farm 8 18 Farm 18 28 Farm 28 09 Farm 9 19 Farm 19 29 Farm 29 10 Farm 10 20 Farm 20 30 Farm 30 --- Page 4 -- 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 The top portion of the screen that will be displayed when you are asked for the Enterprise Identification will be basically as follows: 01 Corn 11 Other Rsd Ls 21 Entrp 21 Enterprise 02 Beans 12 Entrp 12 22 Entrp 22 Identification 03 Wheat 13 Entrp 13 23 Entrp 23 Codes 04 Milo 14 Entrp 14 24 Entrp 24 ______________ 05 Hay & Seed 15 Entrp 15 25 Entrp 25 06 Pur Cattle 16 Entrp 16 26 Entrp 26 07 Pur Hogs 17 Entrp 17 27 Entrp 27 08 Other Pur Ls 18 Entrp 18 28 Entrp 28 09 Rsd Cattle 19 Entrp 19 29 Non Farm Items 10 Rsd Hogs 20 Entrp 20 30 Gen Farm/Ovhd (The bottom part of the Computer Screen will appear as follows in all cases with each additional piece of requested information having its heading displayed after the previous item was entered.) * Item # 1 * ======================================================================= Date (ESC Quits) ...... Dep # ......... Vendor .................... Amt. ......... Acct Code .. (Quant., Units, Head, or Lbs) Farm .. Enterprise .. Comments:........................................ Are The Entries Correct? (Y/N) .. NOTE: The ESC in the "Date (ESC Quits) ......" refers to the key that you need to press to Exit or Quit the Data Entry Routine. On a MS-DOS Computer this would be the ESCape Key. This is true for both Receipts & Expenses Data Entry. Refering to the Account Codes 1 to 13 are for GENERAL OPERATING type RECEIPTS. (10 = Raised Feeder Livestock, 11 = Purchased Feeder Livestock, 12 = Livestock Products, 13 = Miscellaneous Receipts). CODE 14 (Crop Storage) can be used to allow you to credit grain, hay, etc. that you have raised to a particular crop enterprise. The value of that grain, hay, etc. WILL NOT BE ADDED INTO THE FINANCIAL TOTALS FOR THE MONTH but it will be used in the ENTERPRISE Program to help in analyzing the ACTUAL RECEIPTS & EXPENSES FOR THAT ENTERPRISE. Codes 16 to 19 are for the sale of FARM ASSETS. (16 = Qualifying Breeder Livestock & 17 = NonQualifying Breeder Livestock. -- These headings were created when IRS allowed true Capital Gains treatment of Livestock. The headings have been retained to allow a better identification of your breeder livestock sales.) 18 = Equipment Sold. 19 = Assets Sold -- use these two as you wish.) CODE 22 = Operating Loans Received. CODE 23 = Intermediate & Long Term Loans Received. CODE 24 = Non-Farm Receipts. --- Page 4 -- 3 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 If you will record all operating money borrowed under Receipt Code 22, the program will track your outstanding operating loan balance for you (assuming that you then record all operating loan principal payments under expense code 55.) The Enterprise Codes are used to answer the ENTERPRISE QUESTION. These 30 Codes are used to categorize ALL RECEIPTS & EXPENSES so that your records can be analyzed at the end of the year to help you determine which enterprises are making you money and which ones are not. The Codes (in addition to the self-explanatory ones) are: 6 = Purchased Cattle, 7 = Purchased Hogs, 8 = Other Types of Purchased Livestock, 9 = Raised Cattle, 10 = Raised Hogs, & 11 = Other Raised Livestock. The last two enterprise categories are hard coded into the program. If "0" is entered and followed by the ENTER KEY being pressed to answer the "ENTERPRISE QUESTION" the item will be allocated to a category entitled "GENERAL FARM & OVERHEAD" UNLESS THE REC. CODE IS 24 (NON FARM REC) IN WHICH CASE THE CATEGORY WILL BE "NON FARM ITEMS." NOTE: If you have used the PARAMETR.EXE program to change the Receipt and/or Expense headings, Farm/Business ID Codes, or the Enterprise Codes, some of your codes may be different than those shown above. The following is an explanation of how to enter data into the program. Date (ESC Quits) ....... ======================== Enter the DATE of the transaction on the form MMDDYY. NOTE: This entry filed accepts ONLY NUMBERS when you are entering the date. Please enter in the form shown above, i.e. - January 3, 1988 would be entered as 10388 or 010388. When you have finished entering your RECEIPTS, Press the ESC Key at the DATE LINE prompt. You will be taken to the EXPENSE SECTION for EXPENSE DATA ENTRY. Dep # ......... =============== You may enter the DEPOSIT TICKET NUMBER, Initials of the bank, account #, etc., up to 9 digits and/or letters in length, on this line. Vendor ....................................... ============================================== Enter the NAME OF THE PERSON OR COMPANY FROM WHOM YOU RECEIVED THE MONEY. You will NOT BE ALLOWED to enter a name any longer than the flashing dots will accept. You may have to abbreviate some names. --- Page 4 -- 4 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Amt. ............. ================== Enter the AMOUNT of the RECEIPT in DOLLARS AND CENTS. DON'T INCLUDE ANY SPACES BETWEEN THE NUMBERS OR USE ANY COMMAS!! Acct Code .. ============ ENTER THE NUMBER OF THE RECEIPT CODE FROM THE CODES IN THE TWO LEFT HAND COLUMNS ON THE COMPUTER SCREEN. (Quant., Head, Units, or Lbs.) -- Depending upon the RECEIPT CODE Number that you entered, you will be ask to enter information concerning the nature of the item. You may be ask for the quantity involved and the type of unit of that quantity. The UNIT might be <AC>RES, <BA>LES, <BU>SHELS, <CW>T., <GA>LLONS, <HO>URS, <PO>UNDS, <TO>NS, OR <UN>ITS. Answer the UNITS .. question with one of the before shown TWO LETTER CODES. If you answered with <BU>, or <BA>, you will be ask for more information (weight/bu or bale). If the RECEIPT CODE related to livestock, you will be ask for the NUMBER OF HEAD and POUNDS involved. Farm .. ======= Enter 1 through 30 depending upon the type of identifier that you want to have this item identified with. Enterprise .. ============= Enter an ENTERPRISE CODE from the codes in the right hand column. If you do not want the receipt charged to any of those enterprises, enter a 0 and PRESS <ENTER> and the item will be charged to "GENERAL FARM AND OVERHEAD" in the Enterprise Listing Program. Comments: ........................................ ================================================== The COMMENTS Line will allow you to enter up to 4O Characters of additional data concerning the entry. This can be any type of information that you desire to help explain the item more fully for future reference. --- Page 4 -- 5 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Are The Entries Correct? (Y/N).. ================================ LOOK AT ALL OF YOUR ENTRIES. If they are all correct, PRESS <Y>, otherwise PRESS <N>. DO NOT PRESS <ENTER> after pressing Y or N. The computer will continue on its own. IF YOU DO PRESS <ENTER> AFTER PRESSING <Y>, THE COMPUTER/PROGRAM WILL THINK THAT YOU HAVE WANTED TO MAKE NO ENTRY INTO THE DATE DATA FIELD AND WILL TAKE YOU TO THE DEPOSIT/CHECK FIELD. This is because all MS-DOS computers and their operating systems REMEMBER KEYSTROKES! If the entries are correct, the data will be categorized and you will be ask to enter the next item. If incorrect, you will need to re-enter all of the information concerning that item as it is called for on the computer screen. Note that the screen and its data will not clear the information completely. Each item of data will remain on the screen until you are ready to re-enter that part. After one item has been entered, the statement shown below will appear: "Press <ENTER> to retain ------> ???????? <------ as this entry" The ???????? will be replaced by the value of the particular field that was entered at that location on the previous entry. If you wish to have the same data entered at that location, press ENTER and it will be done for you. If you DO NOT wish to have that data entered, press either 0 (if a numeric field), the Space Bar for NO data to be entered or your new data. When you are finished entering receipts, PRESS the proper key(s) at the date line and your data will be saved and you will be taken to the expense entry part of the program. NOTE: Be sure to not exit the program in any manner other than when you are at the FARM MANAGEMENT MENU. IF you do stop at any other point, you will have a good chance of losing some of your data. ENTERING EXPENSE DATA INTO THE PROGRAM ______________________________________ All of the information in the EXPENSE portion of the program is entered in the same manner as in the RECEIPT portion with ONE EXCEPTION. You will be ask for a CHECK # instead of a Deposit #. This number can also be up to 9 digits long and can be numbers or letters or a combination of both. (I.E. 12345 ABC). The expense ACCOUNT CODES are shown below. These codes will be displayed on the screen when you are ready to enter the Account Number as was the case with the Receipts Section. The Farm Identification and Enterprise Identfication Codes are exactly the same for Expenses and they were for Receipts. --- Page 4 -- 6 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 26 Feed 37 Hired Labor 49 Bdr Lsk Pur Expense 27 Vet & Med 38 Insurance 50 Lsk Equip Account 28 Breed Fees 39 Taxes 51 Crop Equip Codes 29 Fertilizer 40 Utilities 52 Improvements ____________ 30 Crop Chem 41 Truck Exp 55 Oper Prin Pd 31 Crop Seed 42 Auto Exp 56 Int/Lg Pn Pd 32 Mach Maint 43 Misc Exp 57 Non Farm Exp 33 Bldg & Fence 44 Interest 58 Non Ded Fl 34 Mach Hire 45 Supplies 59 Tx Ded Fl 35 Cash Rent 46 Fdr Lsk Pur 60 Sav & Inv 36 Fuel & Oil 47 Crop Usage As in the Receipts Section, the bottom portion of the screen will appear as follows as the information is entered from the screen prompts. * Item # ? * ======================================================================== Date (ESC Quits)....... Check # ......... Vendor .................. Amt. ......... Acct Code .. Quant., Head, Units, or Lbs.) Farm .. Enterprise .. Comments ....................................... Are The Entries Correct? (Y/N) .. EXPENSE CODES explainations: CODE 46 = Feeder Livestock Purchased. CODE 47 = Crop Usage. This code is used to "CHARGE" home raised Grain, Hay, etc. that is on inventory to a particular enterprise. The value of this entry will not be added into your financial expenses for the month; however, it will be used in the ENTERPRISE Program just as "CROP STORAGE" will be used for receipts. CODE 49 = Breeder Livestock Purchased. CODE 55 = Operating Principal Paid. CODE 56 = Intermediate/Long Term Principal Paid. CODE 57 = Non Farm Expense. CODE 58 = Non Tax Deductible Family Living Expense. CODE 59 = Tax Deductible Family Living Exp. CODE 60 = Savings & Investments. --- Page 4 -- 7 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Error Handling Procedures -- EDIT.EXE _____________________________________ From time to time we all make mistakes in entries. It is fairly simple to make a correction of an improperly entered item. The purpose of this program is to allow you to correct entries that you may have entered incorrectly. From the Menu, select 1 to EDIT Records Data if you wish to make corrections. You will then be requested to enter the month that you wish to make corrections in and the disk drive that the files are found on. Next your SUMMARY.DAT file will and the RECEIPTS file for the month that you selected will be loaded into memory. The first line on the screen will show that you are looking at the first entry of the total number of entries in the particular month that you selected. You will also be shown the entries that represent that item in the file. Then you are shown the following statement that allows you to choose what you wish to do: Do you want to <E>dit the Item, <D>elete the Item, List the <N>ext Item, List the <P>revious Item, <Q>uit Editing, or List a <C>ertain Item Choose the function that you wish to proceed. If you wish to make changes in the information that is shown, Press "E" for "<E>dit the Item". When you select this option, you will be shown the various account, etc. codes as well as the values of that entry. If you wish for a value to remain the same as shown at the lower part of the screen, Press <Enter>, otherwise enter your new data and then Press <Enter> so that you will be taken to the next item of data. When you get to the "Are the Entries Correct (Y/N)" prompt, enter "Y" if they are all correct or "N" if you still need to make changes. When the entries are all correct, you will be taken back to previous screen so that you can view addition entries, etc. If you want to get rid of the item entirely, Press "D" for "<D>elete the Item", and that item will be removed from the file -- NOTE: If you select this option, the item will be removed from the file COMPLETELY -- You cannot recover it except by re-entering it via the Records Data Entry Program (RECORDS.EXE)!!! If you want to go on to the next item, Press "N" for "List the <N>ext Item, and the next item in the file will be listed to the screen. If you Press "P", for "List the <P>revious Item", the item just before the last one will be shown on the screen. --- Page 5 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 You may also press "C" to "List a <C>ertain Item" on the screen. In this case you will then be asked for the number of the Item that you want. When you have made all of the changes in the Receipts (or Expenses) file that you want to make (or if you don't want to make any at all), Press "Q" to "<Q>uit Editing". You will use this option to exit both the Receipts File Editing and the Expense File Editing Routines. The same procedures are used for Editing entries in the Expenses File as well. After quitting the Expenses Editing, you will be taken back to the Main Menu for your selection of choices. You may then return to another program if you wish. --- Page 5 -- 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Cashflow Data File Creation -- CASHFLOW.EXE ___________________________________________ The purpose of this program is to allow you to create a projected Cashflow for the upcoming year if you wish to. If you do use this program, the data that you enter will be displayed on the Financial Accounts Report that is printed out by the Reports Program. Although this is not a true "spread sheet type" program; you will have the ability to enter data in much the same way that a spread sheet program works. Follow the instructions and you should not have any problems creating or modifing your cashflow. After you have entered the amounts that you wish, the file will be created onto your diskette. BE SURE THAT YOU HAVE 7.5 TO 8.0 K OF DATA SPACE LEFT ON THE DISKETTE THAT WILL CONTAIN THE CASHLOW.DAT FILE, otherwise an error will occur! When the file has been saved you will be taken to a menu that will allow you to exit the program. --- Page 6 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Reports Listing Program (REPORTS.EXE) _____________________________________ This program's name is "REPORTS.EXE" and is the portion of the FARM MANAGEMENT RECORD KEEPING PROGRAM which allows you to view the information that you entered into the Records data entry program either on the computer screen (Video copy) or produce a hard (printed) copy (or multiple copies) as well. If you want a hard copy, you will need a printer that will print at least 80 columns wide. Answer the question that comes up on the computer screen such as "Is the Date Correct (Y/N)", and then you will be shown a REPORTS MENU after the Summary.Dat File is loaded into memory. Farm Management Record Keeping Program REPORTS MENU ______________________________________ 1 = MONTHLY Listing of the Account Totals 2 = RECEIPTS & EXPENSES ENTRIES Data Listing 3 = Print CASHFLOW SUMMARY FORM (Hard Copy Only) 4 = RETURN To The Farm Records Data Entry Program 5 = RUN The ENTERPRISE Data Listing Program 6 = Return to the Data Listing EDITING Program 7 = RETURN to the Master Menu Enter Your Choice (1 TO 7) A brief explanation of each report follows: 1. MONTHLY Listing of the Account Totals (MONTHLY FARM FINANCIAL PLAN) = A listing that includes four types of information. Current month's actual activity, current month's projected cashflow, year to date's actual activity, year to date's projected cashflow. 2. RECEIPTS AND EXPENSES DATA LISTING = A listing of all of the receipt and expense entries for a month of your choice 3. Print CASHFLOW SUMMARY FORM (Hard Copy Only) = This will print out a hard copy of your Actual Account Cashflow For each of the first two reports, you will be asked if you want to see a VIDEO Printout of the Information before making a printed copy. If you want to see the information on the computer screen, then answer with <Y>es, otherwise you will be taken to the hard copy routine. --- Page 7 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 You also have the option to either view the information more than one time as well as make multiple copies of the information by making the proper responses to questions that will be asked as the program progresses. The third report is capable of being printed on the printer only (not the Computer Screen). You may use this with two types of printers -- Narrow Carriage (80 Column) and Wide Carriage (132 Column) in standard 10 character/inch format. You will need to know the DECIMAL VALUES FOR CONFIGURING YOUR PRINTER TO 16+ CHARACTERS PER INCH AS YOU WILL BE ASKED FOR THESE VALUES (OR VALUE). If your printer uses two values such as 27, 20 to condense print and 27,19 for standard print (as most Radio Shack Printers Use), or one value as does the IBM and Epson or IBM/Epson Compatible Printers (Code 15 to Condense Print and Code 18 for Standard Print) then you will need to enter these codes, as they are requested during the system parameters setting program (the "UTILITY" program sets these printer options as well as the Drive Configurations and the Monitor Type). In the Shareware Version, you are required to enter these codes each time you wish to produce a report. If you are using a Wide Carriage Printer, the report will be printed so that all 12 months and the totals are on one line with the report being two pages long. If you are using a Narrow Carriage Printer, then the report will be four pages long with January to June being on the first two pages and July through the end of the year and the totals being on the last two pages. After you have printed your reports, re-initialize the printer to standard 10 characters per inch by simply turning the printer off and then back on. You will then be taken back to the Main Reports Menu for your next selection. --- Page 7 -- 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Monthly Enterprise Data Listing Program (ENTRPRZ.EXE) _____________________________________________________ This program's name is "ENTRPRZ.EXE" and its purpose is to provide you with a listing of the RECEIPTS and EXPENSES for each of the enterprises that you specified in the data listing program. This program operates on hard copy (printed) ONLY. Shown below is the menu that you will be allowed to select from after you have answered the Date Question. ENTERPRISE ANALYSIS MENU NOTE: This routine is HARD COPY ONLY -- It does NOT produce any Screen Print Data -- a Printer IS REQUIRED!! 1 -- LOAD RECEIPTS & EXPENSES Data Files 2 -- RETURN To The RECORDS Data Entry Program 3 -- RETURN To The REPORTS Data Listing Program 4 -- RETURN To The Master Menu Enter Your CHOICE (1 TO 4) Enter your choice and then the screen will clear and you will be asked if you want the report to include <O>nly One Month or <M>ore than One Month. If you choose <M>ore than One Month, you will be ask for the first month that you want and the last month that you want. If you choose <O>ne Month, then you will be asked for the month you desire. These inputs will need to be in the form of the number of the month(s) that you desire (i.e. March = 3, etc.). You will also have the option to either include or exclude items that were categorized to "Non Farm Items" and/or "Gen Farm/Ovhd". From this point the computer will build a key file. When this Key File is completed, the computer will read the monthly file and print out a listing for EACH FARM AND ENTERPRISE that you saved data to in the Records Data Entry Program. Certain totals will also be created that relate to the particular Enterprise and Farm that was just printed. Selecting more than one month allows you to have the ability to create an enterprise data listing for up to the entire year if you desire. When you have completed this part, you may return to either the RECORDS Data Entry Program, to the REPORTS Data Listing Program, or to the Master Menu Program. --- Page 8 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Data Conversion Program (DATACONV.EXE) ______________________________________ The name of this program is DATACONV.EXE. Its purpose is to allow you to either convert your last years' SUMMARY.DAT FILE to be used as the current year's CASHFLOW.DAT FILE. This is the only purpose of the program in the MS-DOS Version. Unless you have a desire to convert the file as mentioned, you will have no other use for the program. The Main Menu is shown below: Farm Management Record Keeping Program Data File Conversion Program Menu _______________________________________________________ 1 - Convert a SUMMARY.DAT File to use as a CASHFLOW.DAT File 2 - End the Conversion Session & Return to the Master Menu Please Enter Your Choice (1 - 2) The purpose of the program is to allow you to use LAST Years' SUMMARY.DAT File as THIS Years' CASHFLOW.DAT File. This will allow you to compare last years actual receipts and expenses to this year's. Although this is not as good as actually preparing a projected Cashflow for the upcoming year it does have some validity. After your conversions are done, you may select # 2 to return to the Master Menu. --- Page 9 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Inventory Listing Programs __________________________ There are three inventory programs that are included in the Farm Management Record Keeping System. The programs are for creating files that will allow you to track Livestock Inventories (LSKINV.EXE), Crop, Crop & Livestock Supplies Inventories (CROPINV.EXE), and Machinery, Land, and Buildings Inventories (MACHINV.EXE). NOTE: These ARE NOT designed specifically to be Depreciation Type File Listings. A Data Base File Program could be used for that as well as a specific Depreciation Program. A brief description of each of the programs follows: LSKINV.EXE - This program will allow you to create an inventory file that is very similar to MYFA Form 16. You will be able to edit an old file if you wish after it has been created and then save it under another name-date. The file name is created by beginning with "LINV" followed by the date that you specify (month & year -- i.e. Jan., 1988 --> 188) and then the extension ".DAT" ---> "LINV188.DAT". The menu that you select from is shown below: INVENTORY STATEMENT CREATION PROGRAM ____________________________________ 1 = Create a NEW Inventory 2 = EDIT an Inventory File 3 = LOAD an OLD Inventory File into Memory 4 = Make a HARD Copy of an Inventory File 5 = Return to the Master Menu 6 = RUN the CROP Inventory Program 7 = RUN the MACHINERY Inventory Program 8 = RUN the FARMLOAN Listing Program ENTER your choice (1 to 8) Choose # 1 if you are starting for the first time or you want to create a completely different inventory file. If you want to use some of the data from a previous file (make changes or update the old file, choose # 2. Choice # 3 is available so that you can load a file for the purpose of making a hard copy (Option #4). With each of the first three options, you will be asked for a file name and the disk drive that the file is located upon. If you chose option 2, you will also be asked if you want the new file to replace the old file. If you do not, you will be asked for another file name that will have to be different from the old one. --- Page 10 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Option 4, the Hard Copy Routine questions you as to whether or not your file in in memory, if you have previously used options 1, 2, or 3, and that is the file you want printed then you can reply with Yes and your file will be printed, otherwise you will need to load the proper file into memory first. After you have completed your the activities of your selected option, you will be brought back to the menu for another selection. The Crop, Crop, & Livestock Supplies, and the Machinery, Land, and Buildings Inventory Programs are very similar to the Livestock Inventory Program. A brief description of these follow. CROPINV.EXE - This program will allow you to create an inventory file that is very similar to MYFA Form 17 (Livestock - Crop Supplies & Growing Crops). You will be able to edit a file after it has been created and save it under another date-name. The file name includes the month and year that you provide. The file name begins with "CINV" followed by the numeric month and year, followed by ".DAT". You can also obtain a hard copy of the data file if you desire. MACHINV.EXE - This program will allow you to create a machinery inventory listing. You are ask for the type of item - Machinery or Equipment, Building, or Land. Then you provide an item description, purchase date, original cost, current value, model number, and serial number. The program allows you to have a total of up to 200 items into the file. --- Page 10 -- 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Farm Loan Program (FARMLOAN.EXE) ________________________________ FARMLOAN.EXE - This program will allow you to provide a listing of Farm Loan activities on up to 20 Loans with up to 40 transactions on each loan. Information such as Lender's Name, Original Amount, Purpose, Interest Rate, Date of Origin, Terms, Current Balance, and Total Interest Paid to Date will be either entered or retained for each loan. If you have more loans than this, you will need to use additional diskettes for the other loans as only one file name is used for the information. The Main Menu is shown below: FARM LOAN STATEMENT CREATION PROGRAM ____________________________________ 1 = Create a NEW FARM LOAN File 2 = EDIT a Farm Loan File 3 = Make a HARD Copy of a Farm Loan File 4 = DELETE Data on Loan with a ZERO Current Balance 5 = RETURN to the Master Menu 6 = RUN the LIVESTOCK Inventory Program 7 = RUN the CROP Inventory Program 8 = RUN the MACHINERY Inventory Program ENTER your choice (1 to 8) Choice 4 allows you to DELETE information on a loan that has been paid off and thereby recover the space for another loan. --- Page 11 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Financial Statement Program (FINANCE.EXE) _________________________________________ This program will allow you to create a Financial Statement for your home and/or farm business. If you select option #5 from the Main Menu, you will be allowed to change some of the headings in the program. The ones that can be changed are on blank lines on MYFA Form 28. This will allow you to provide for some customization. In addition, liquidity, solvency, and debt-net worth ratios are calculated on the end of the form on the printout. You can edit an old file if you want to make limited changes, and then save the information into a new file name if you wish. The menu will allow you to return to the Master Menu Program when finished. --- Page 12 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Farm, Livestock, & Crop Analysis Programs ----------------------------------------- The last set of programs allow you to complete an analysis of the Farm, your Livestock Enterprises, and your Crop Enterprises, each on an individual basis. These programs are designed to match the corresponding forms in the Missouri Young Farmer Record Book. The program to conduct a whole farm analysis is titled FARMANAL.EXE and matches Form 29 of the MYFA Record Book. One difference however, is that your Receipt and Expenses Parameters File is used as the Account Headings in this program also, as in the other programs in the series. The program to conduct a Livestock Analysis is titled LSKANAL.EXE and matches Form 59 of the MYFA Record Book. The program to conduct a Crop Analysis is titled CROPANAL.EXE and matches Form 60 of the MYFA Record Book. With each of the programs, multiple copies of the printout can be obtained if desired. --- Page 13 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Utilities Configuration Programs ________________________________ The purpose of this program is to allow you to set up your system so that you will not be required to enter the Disk Drive Designation or Printer Codes during the normal operation of the program. An additional feature is that if you have a color monitor, the program will be in a more pleasing blue background with yellow letters rather than the normal black background with white letters. Three files are used by the programs. 1) DISKDRV.DAT, 2) MONITOR.DAT, & 3) PRINTER.DAT. The purposes of these files are as follows: 1) DISKDRV.DAT - Sets up the Drive Designation that will be used to store and access your data files. You have 2 types of system choices: A) Floppy Drive System - (Normally Use Drive B for the Data Disk Drive.) B) Hard Disk System - (Normally your Hard Disk will be Designated as Drive C) If you have a Hard Drive System, you are allowed to also designate the Subdirectory that will contain the Data Files. 2) MONITOR.DAT - Sets the program to either monochrome or color. 3) PRINTER.DAT - Contains the Printer Codes that set the printer to both Compressed (16 - 17 cpi) and Standard (10 cpi) print sizes. You will need to consult your printer manual to set these codes. Some example codes are shown below. 16-17 cpi code 10 cpi code Printer Type (Code -->) #1 #2 #3 #1 #2 #3 ___________________________ ______________ ____________ IBM/Epson Type Printers 15 0 0 18 0 0 Radio Shack Printers (Tandy Mode - Most Models) 27 20 0 27 19 0 C.Itoh Printers 27 81 0 27 78 0 The codes in each of these three files MUST be set up to fit your system if it is to operate properly with the various modules in the program. --- Page 14 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 DATA PRINTOUT LISTING _____________________ 1. Monthly Account Totals (REPORTS.EXE Program - Selection 1) 2. Monthly Receipt & Expense Listings (REPORTS.EXE Program - Selection 2) 3. Cashflow Printout (REPORTS.EXE Program - Selection 3) 4. Monthly Enterprise Data Listing for a Month (ENTRPRZ.EXE Program) 5. Livestock Inventory Listing (LSKINV.EXE Program) 6. Crops, Crop & Livestock Supplies Inventory Listing (CROPINV.EXE Program) 7. Machinery Inventory Listing (MACHINV.EXE Program) 8. Farm Loan Listing (FARMLOAN.EXE Program) 9. Financial Statement (FINANCE.EXE Program) 10. Farm Analysis (FARMANAL.EXE Program) 11. Livestock Enterprise Analysis (LSKANAL.EXE Program) 12. Crop Enterprise Analysis (CROPANAL.EXE Program) 13. FARM MANAGEMENT RECORD KEEPING PROGRAM Parameters Files Listings (PARAMETR.EXE Program) --- Page 15 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 TROUBLE SHOOTING PROBLEMS _________________________ Much time and effort has been spent attempting to make the programs as error free as possible; however, some things are beyond the control of anyone, including "Murphy's Laws!" In the documention following, an attempt will be made to help you know what to do if you do have trouble. The text will be divided into two parts; A) information that may be applicable to several of the programs, and B) information that may apply to individual programs. General Problem Information ___________________________ FILE NOT FOUND ERROR: This could result from 1) the computer file that you or the program requested is not on the diskette that is in the logged disk drive, 2) you have entered an improper filename identifier at the request of the computer, or 3) you may have enter an incorrect disk drive identifier. SOLUTIONS: If the program control stops and returns a system Prompt to you, you may type DIR Dr:*.* where Dr is the Disk Drive Designation (A, B, C, etc.) to list the files on that particular diskette. If you found that you have the improper diskette then replace the current diskette with the proper one. You may then restart the program by typing in the name of the program that you were using and Pressing ENTER or RETURN. .................... DISK FULL ERROR: You have filled up the diskette with files. There is no more room for additional files. SOLUTIONS: You will need to return to the SYSTEM level and create another data disk if you do not have another one on hand. After you have done this you may need to move your current SUMMARY.DAT, CASHFLOW.DAT, AND MONTH.DAT files to the new diskette so that you can continue entering receipts and expenses (If you were in fact entering receipts and expenses). If you were working with any of the other programs that create files, you will just need to use the new diskette for your new files. Type in the name of the program you were using and Press ENTER or RETURN to restart the program after a solution has been found for the problem. .................... --- Page 16 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 WRITE PROTECT ERROR: (FLoppy Drive Only!) You have a write protect tab on the diskette that you accessed. SOLUTIONS: You will need to remove the write protect tab from that diskette. Type in the name of program you were using and Press ENTER or RETURN to restart the program if necessary. Specific Program Problem Information ------------------------------------ RECORDS.EXE Program: The computer bypasses the Date Prompt when entering receipts or expenses. SOLUTION: You SHOULD NOT press the ENTER or RETURN Key AFTER answering the "Is the Information Correct (Y/N) " question!! If you have already saved some entries that lack dates, etc. you may go to the EDIT.EXE Program to correct these entries as you desire. .................... REPORTS.EXE Program: The printer won't print the Cashflow Printout in compressed print (16 to 17 characters per inch). SOLUTION: You must go to your printer manual and determine the Decimal Codes that configure your printer to compressed and pica print. After you have made these determinations, you must go back to the Master Menu, select #8 Utilities and re-enter your printer codes as they are requested by that program. .................... RECORDS.EXE Program: The Account, Farm Identification, or Enterprise headings are not the ones that I want to use. SOLUTION: Go to the PARAMETR.EXE Program to change the headings to fit your needs. NOTE: Not all of the Receipt and Expense Headings CAN be changed. Only the 9 Receipt Headings can be changed and only Expense Heading Codes 27 to 45 can be changed. Any of the 30 Farm Identification Codes can be changed. Only the first 28 of the 30 Enterprise Codes can be changed. You will not be able to change Codes 29 Non Farm Items or 30 General Farm & Overhead. The Code files (PARFIL.DAT, FMBUSID.DAT, and ENTCODE.DAT) should then be copied onto any other diskette that contains these files. (Especially the Diskette the contains the Analysis Programs. --- Page 16 -- 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 MS-DOS Error Code Messages __________________________ Error Code Error Message _________________________________________________________________________ 1 Next Without For 2 Syntax Error 3 Return Without Gosub 4 Out Of Data 5 Illegal Function Call 6 Overflow 7 Out of Memory 8 Undefined Line xxxxx in yyyyy 9 Subscript out of Range 10 Redimensioned Array 11 Division By Zero 12 Illegal Direct 13 Type Mismatch 14 Out of String Space 15 String Too Long 16 String Formula Too Complex 17 Can't Continue 18 Undefined User Function 19 No Resume 20 Resume Without Error 21 Unprintable Error 22 Missing Operand 23 Line Buffer Overflow 26 For Without Next 29 While Without Wend 50 Field Overflow 51 Internal Error 52 Bad File Number 53 File Not Found 54 Bad File Mode 55 File Already Open 57 Device I/O Error 58 File Already Exists 61 Disk Full 62 Input Past End 63 Bad Record Number 64 Bad File Name 66 Direct Statement in File 67 Too Many Files NOTE: These references are repeated here for easy referral, should a problem occur. More complete descriptions may be found in your MS-DOS Reference Manual. --- Page 16 -- 3 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Summary Information ___________________ The various references to MYFA Record Book relate to the fact that this records system was patterned after the Missouri Young Farmer Record Book, Developed by the Missouri Department of Elementary & Secondary Education, Jefferson City, Mo., and the University of Missouri, Agricultural Education Division of the College of Agriculture and College of Education. This concludes the description of the FARM MANAGEMENT RECORD KEEPING PROGRAM and its parts. Additional segments may be added in the future. All bonafide owners of the FARM MANAGEMENT RECORD KEEPING PROGRAM will be informed as to updates and additions and will be allowed to acquire them if desired. If you acquired your copy from a bulleting board, etc. you have received the Shareware Version of the program. This version is a complete working version, as far as the entry of receipts and expenses are concerned. That is, it includes the following modules: MENU, RECORDS, REPORTS, CASHFLOW, EDIT, UTILITY, & ENTRPRZ. If you will register the program, you will receive the remaining modules that are a part of the system. These modules include the: PARAMETR Module, the Inventory Modules (Livestock, Crop, & Machinery/Buildings), the Analysis Modules (Livestock, Crop, & Farm), the Farm Loan Module, and the Financial Statement Module. Please feel free to make copies of the shareware version of the program and give to your friends. If you find that you will be using the program, please register it. (This is true also of any shareware programs that you may be using.) None of the programs are backup protected; the reason being that we believe that you should be able to make additional copies for your use as necessary. On the other hand, be sure to make a backup copy (or copies) when you first get the diskette. Please do no attempt to make any changes in the program modules. To the best of our knowledge, the modules are free of errors as long as you follow the instructions and do not attempt to use any type of keystrokes that are not specifically called for. Please be honest, do not call us and tell us that the program suddenly isn't working IF YOU HAVE MADE ANY CHANGES IN IT IN ANY MANNER. We won't have any idea as to what you were trying to do. If you have any questions concerning the program(s) or suggestions that you feel will help make the program more efficient or useful, please send us a listing of those suggestions, along with a description of what you would like for the program to do. --- Page 17 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Very few programs are unable to be improved. We're sure that many things could be changed and/or added to this one to make it more useful -- rest assured that we have a list of new items that we would like to incorporate into a new version if it is developed; however, changes take time to make and debug. Be sure to send in the Registration Information sheet so that you will be able to be informed as to updates, etc. Also please fill out and return the survey form so that we analyze whether or not it would be feasible to release additional software into the "shareware arena!" Thank you for allowing us to attempt to help you with your agricultural operation. Best wishes and good luck. --- Page 17 -- 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 Warranty Information ____________________ FINAL NOTICE: Just as the INFORMATION THAT IS RECEIVED IS NO BETTER THAN THE INFORMATION THAT IS PROVIDED, this software package is therefore provided on an "AS IS BASIS" WITH NO WARRANTY, GIVEN, EXPRESSED OR IMPLIED, other than replacement of defective Original Diskettes. The Author assumes, nor shall have any liability for loss or damage caused or alleged to be caused in any manner as a result of the use of the FARM MANAGEMENT RECORD KEEPING PROGRAM nor will anyone who is serving as a bonified agent of the author in the legal distribution of this program. No liability shall be assumed or applied for improper decisions being made as a result of information obtained by using the program and ESPECIALLY IF any of the programs have been MODIFIED IN ANY MANNER. Should you have a problem with the program that you believe is due to improper programming in the ORIGINAL PROGRAM, follow the procedure below and every attempt will be made to correct the problem to everyone's satisfaction. 1. Make a BACKUP COPY of your "ORIGINAL" Diskettes and a BACKUP COPY of your WORKING DISKETTES - (The ones you are using.) 2. Send those Backup Copies with a description of your problem, what you were doing when the problem occured, and if possible, a printout showing what happened as a result of the problem. 3. Pack the diskettes and the your description of the problem SAFELY and ship them to the address on the top of the pages of this documentation. Every attempt will be made to emulate and correct the problem you had to everyone's satisfaction and the diskettes will be returned as soon as possible. --- Page 18 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 PROGRAM REGISTRATION ____________________ Please return the form on the next page as soon as you have read it so that your name can be entered into the data base of registered owners. When you register, you will be sent a copy of the complete FARM MANAGEMENT RECORD KEEPING PROGRAM and all of the modules, along with your own Serial Number. When you get this copy, please copy all of the data files to your working diskette so that your printouts, etc. will be more nearly customized to yourself. It is very important that you at least read the manual when attempting to use the programs at first. Note that one of the diskettes contain a complete year's data files including files for all of the programs that can be printed out on your own printer if you wish. Make a copy of this diskette and then use these files to learn how to use the program if you wish. If you will use a little common sense you should have no problem as generally the information requested is very straight forward and the questions asked are simple. The registration information is shown below. Please copy the serial number from the opening screen when you bring the program up so that we can have a better idea of which bulletin boards, etc. are providing the best access. Also enter your name as the Registered Owner as well. Thank you for your support and business. Registered Name: _________________________________________________ Serial Number: ___________________________________ --- Page 19 -- 1 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 REGISTRATION RETURN FORM ________________________ REGISTERED OWNER: ______________________________________________ SERIAL NUMBER: __________________________________________________ I hereby acknowledge that I have read the FARM MANAGEMENT RECORD KEEPING PROGRAM Manual. I also acknowledge that there is "No warranty, expressed or implied," other than that of replacement of original program diskettes if found to be defective and that I am responsible for the information both entered into the program and the use of the data received as a result of the use of the program. I realize that I alone am responsible for the results of the use of that information and that I can not hold the creator or sellor of the program in any way responsibile for my use of that information. Name: __________________________________________________________________ Address: _______________________________________________________________ City: _______________________________ State: _____________ Zip: ________ Telephone: (________) - _______________________ I agree that the above information is correct and fair: /Signed/ _______________________________________________________________ (Please mail this completed form to the address at the top of the page as soon as possible. Thank you. Dale L. Ratcliff, Programmer and Owner). --- Page 19 -- 2 --- Farm Management Record Keeping Program CalMo AGRICULTURAL MANAGEMENT SERVICES DALE L. RATCLIFFF Rt. 3, Box 203A -- Telephoe 314-796-2759 California, MO 65018 SURVEY FORM ----------- Thank you, in advance, for answering the questions below. 1. Your Name: ________________________________________________________ 2. Your Address: _____________________________________________________ 3. City: _____________________________ State: ________ Zip: _________ 4. Brand of Computer: ____________________ # Floppy Drives: __________ Hard Drive ?__________ Size _________ 3-1/2" ____ 5-1/4" ____ Amount of Memory ______________ Type of Monitor __________________ 5. What do you use your computer for? a. Accounting? (Y - N) b. Budgeting? (Y - N) c. DataBase Management? (Y - N) d. Word Processing? (Y - N) e. Livestock Records? (Y - N) 6. What type of applications would you like to use your computer for but that you do not have software to do. (Please be as specific as possible, we may have something that will help you!) ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ --- Page 19 -- 3 ---