The Business Master (3rd Edition)

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Portfolio Manager Version 4.3 Copyright 1985-1993 by Shane Software International Shane Software International Steve Hane 107 17th Court Sequim, WA. 98382 Order (only) line 800-742-6303 (1-800 SHANE 03) Technical support 206-681-2402 CompuServe ID: 73060,2370 _______ ____|__ | (tm) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER I N S T R U C T I O N M A N U A L (some legal stuff) Portfolio Manager is Copyrighted 1985-1993 by Shane Software International and Steven C. Hane, and is protected by U.S. domestic and international copyright laws. ALL OF THE SHAREWARE AUTHOR'S RIGHT, TITLE AND INTEREST IN AND TO THE SOFTWARE NOT EXPRESSLY GRANTED ARE RESERVED EXCLUSIVELY BY THE AUTHOR." Users of the Portfolio Manager must accept this disclaimer of warranty: "Portfolio Manager is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of Portfolio Manager." Please see "Legal considerations" at the end of this manual PAGE I T A B L E O F C O N T E N T S CHAPTER 1: - GETTING STARTED 1.A Introduction .................................. 1 1.B About shareware ............................... 2 1.C Program description ........................... 3 1.C.a Unique features ........................ 4 1.C.b General information .................... 4 1.D Registration .................................. 5 1.E A short course in DOS ......................... 6 1.F Program installation .......................... 7 1.F.a Caution ................................ 7 1.F.b Preparation ............................ 7 1.F.c To start the install program ........... 8 1.F.d What will happen ....................... 8 1.F.e Install it yourself ???? ............... 9 1.F.f Important: (config.sys file) .......... 9 1.F.g In case of trouble (install) ........... 10 1.G Starting Portfolio Manager .................... 11 1.G.a The first time you use it .............. 11 1.H Starting YOUR data ............................ 12 1.H.a Quick start YOUR data .................. 12 1.H.b Starting YOUR data records ............. 13 1.H.c Ambitious start data entry ............. 13 1.I Creating and using sample data ................ 16 1.J Context sensitive HELP screens ................ 16 CHAPTER 2: - USING THE PROGRAM 2.0 General information ........................... 18 2.0.A The main menu .......................... 18 2.0.B The sub-menus .......................... 18 2.0.C Selecting accounts ..................... 19 2.0.D Creating hold (.HLD) files ............. 19 2.0.E Entering dates ......................... 21 2.0.F Editing entered data ................... 21 2.0.G Entering numeric data .................. 22 2.0.H Security selection ..................... 22 2.0.I Transaction remarks .................... 22 2.0.J Broker account during data entry ....... 23 2.1 EXIT MENU 2.1 General information ...................... 24 2.1.A Terminate the program .................... 24 2.1.B Review investment statistics ............. 25 2.1.C For technical assistance ................. 25 2.1.D Cancel entries this session .............. 27 2.1.E Create "HLD"; same as PM start ........... 28 2.1.F Info on program registration ............. 28 2.1.G Multiple portfolio manager ............... 29 PAGE II T A B L E O F C O N T E N T S - (continued) 2.2 REPORT MENU 2.2 General information ...................... 30 2.2.A Reports 2 - 9 listed below ............... 32 2.2.B Investment purchase records .............. 33 2.2.C Current value of portfolio ............... 33 2.2.D Dividend & interest reports .............. 33 2.2.E Report on sold investments ............... 34 2.2.F Summary report of accounts ............... 35 2.2.G 1099 verify form (div/intr) .............. 35 2.2.H Return on investment (ROI) ............... 36 2.2.I Broker transactions report ............... 37 2.2.J Combined information report .............. 38 2.2.K Income history of one stock .............. 40 2.2.L Miscellaneous reports .................... 41 2.2.L.a IRS 1040 Support statement ...... 41 2.2.l.a.1 Print tax schedules B & D ... 41 2.2.l.a.2 Screen tax schedules B & D .. 42 2.2.L.b Maturity-CD's, Bonds, etc. ...... 42 2.2.L.c Display entered remarks ......... 42 2.2.L.d Show num & % of portfolio ....... 43 2.2.L.e Compare cost to value ........... 43 2.2.L.f Expand one selected stock ....... 43 2.2.L.g Print rept from disk file ....... 44 2.3 PURCHASE MENU 2.3 General information ...................... 45 2.3.A Enter a new investment ................... 45 2.3.A.a Constant value investments ...... 46 2.3.A.b Bond interest buy or sell ....... 48 2.3.B Add shares to stock you own .............. 48 2.3.C Enter stk split or stk div ............... 49 2.3.D Sell a stock short ....................... 49 2.3.E Cover short sale position ................ 49 2.3.F Adjust original cost basis ............... 50 2.3.G Adjust for merger or buyout .............. 50 2.4 UPDATE VALUES MENU 2.4 General information ...................... 51 2.4.A Quick Form - Full portfolio .............. 51 2.4.B Long Form - Full portfolio .............. 51 2.4.C Long Form - Select security ............. 51 2.5 INCOME MENU 2.5 General information ...................... 52 2.5.A Dividend income .......................... 53 2.5.B Interest income .......................... 54 2.5.C Return of Capital dividend ............... 54 PAGE III T A B L E O F C O N T E N T S - (continued) 2.6 BROKER MENU 2.6 General information ...................... 55 2.6.A Debit broker cash account ................ 55 2.6.B Credit broker cash account ............... 55 2.6.C Review broker acct balance ............... 55 2.6.D Broker account with transactions ......... 56 2.7 SELL MENU 2.7 General information ...................... 57 2.7.A Sell an investment (all the shares) ...... 59 2.7.B Sell part of an investment ............... 59 2.7.C The treatment of bond interest ........... 61 2.7.D Covering short sale ...................... 61 2.8 MISCELLANEOUS MENU 2.8 General information ...................... 62 2.8.A Edit/Change/View a record ................ 62 2.8.B Delete an entry from records ............. 65 2.8.C Test & fix data &/or memory problem ...... 66 2.8.D Back data to a backup drive .............. 68 2.8.E Data from other years .................... 69 2.8.E.a Retrieve data from past year .... 70 2.8.E.b Restore data for CURRENT year ... 71 2.8.F Clear files for a new year ............... 72 2.8.G Recover back-ups ......................... 73 2.8.G.a From B/U made on start-up ....... 74 2.8.G.b From your B/U data disk ......... 74 2.8.G.c Select one file from B/U ........ 74 2.8.H Add/Delete/Rename an account ............. 75 2.8.H.a Create a new account ............ 76 2.8.H.b Delete existing account ......... 76 2.8.H.c Rename existing account ......... 76 2.8.H.d Transfer an account ............. 77 2.8.I CONFIGURE Portfolio Manager .............. 78 2.8.I.a Step thru 2 to E below .......... 79 2.8.I.b Color selection menu ............ 79 2.8.I.c Defined your accounts ........... 80 2.8.I.d Enter/change user name .......... 81 2.8.I.e Set a default response .......... 81 2.8.I.f Assign a backup drive ........... 82 2.8.I.g Numlock on/off- numeric ......... 82 2.8.I.h Set mouse sensitivity ........... 82 2.8.I.i Printer selection ............... 82 2.8.I.j Define report contents .......... 83 2.8.I.k Set cap gains period ............ 83 2.8.I.l Set the browse command .......... 83 2.8.I.m Automatic data testing .......... 84 2.8.I.n Set extra help screens .......... 85 2.8.I.o Clear all data files ............ 85 2.8.J Change name of an investment ............. 86 PAGE IV T A B L E O F C O N T E N T S - (continued) 2.9 BONUS MENU 2.9 General information ...................... 87 2.9.A Calculator program ....................... 87 2.9.B Calendar program ......................... 88 2.9.C Financial calculations ................... 88 2.9.D Loan computations ........................ 88 CHAPTER 3: - THE OTHER STUFF 3.A Legal considerations .......................... 89 3.A.a Disclaimer ............................. 89 3.A.b Limited warranty ...................... 89 3.B License agreement ............................. 90 3.B.a Distribution restrictions .............. 91 3.B.b Vendor distribution authorization ...... 91 3.C Registration form ............................. 92 3.D In case of trouble ............................ 93 3.D.a Error files ............................ 93 3.D.b Abnormal program termination ........... 93 3.D.c Technical assistance ................... 95 3.E History of PM ................................. 96 3.E.a Special note to history ................ 99 3.F Glossary ...................................... 100 The manual will cross reference related features and information using the appropriate Chapter and sub-chapter numbers (ex. See Chapter 1, section 1.F.c) PAGE 1 C H A P T E R 1: - G E T T I N G S T A R T E D ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 1.A I N T R O D U C T I O N ~~~~~~~~~~~~~~~~~~~~~~~ Chapter 2 of this manual is organized in the sequence of the menu options that appear in the main menu of the program. Each menu item is shown in the table of contents and the options available under that main menu feature are shown in the order they appear in the sub-menu. The program was designed to be intuitive in its use, however, some options may be require additional explanation to follow the logic I used for certain functions such as tracking a savings account or a CD. Throughout PM, context sensitive help screens are available with the F1 Key. To activate a help screen you may press the F1 at any point in the program. While the help screens are active, you may enter the letter "T" (no quotes) to activate a Topics menu which will allow you to examine any available help topic from a help menu. Portfolio Manager was written using the program commands from the Foxpro(tm) database package. The data files are in a standard DBF format. The distribution files were compiled with the run-time package supplied with Foxpro(tm). PAGE 2 1.B W H A T I S S H A R E W A R E ? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Shareware is a means of marketing Software at a reasonable price. Developers of software use Shareware to distribute their products because it provides a minimal distribution and advertising costs. Advertising costs money. In order to market a program on a retail basis, a developer typically needs to sell a minimum of 5000 copies a month. Shareware circumvents this somewhat and helps provide you, the customer, with a good value at a much lower price than you would receive from a commercial source. In order for shareware to work, IF users are actually using a product, they must register. Developers can't continue to develop and improve products if customers don't register and upgrade. Running a small business costs money. If you enjoy using a shareware product, either register it or tell the developer what they can do to provide a product that you will register. If you don't register, remove the product from your system and don't use it. Shareware is not Free or Public Domain Software. You can't expect timely upgrades and fixes from Free or Public Domain Software. With a Product like Portfolio Manager, if you register, and you find there are problems, I will do everything I can to see that the product works well for you. I will provide you as much assistance as I can. This unfortunately costs money. I can't do it without your registration. PAGE 3 1.C P R O G R A M D E S C R I P T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager is a record keeping system for investors. You may split your portfolio into as many as five accounts to separate your records into categories such as an IRA, an IRA for a spouse or child, a special purpose account, etc. PM measures portfolio performance to meet your long range goals. It computes ROI, estimated & actual yields, as well as other analytical data. It serves as an excellent tax planning and preparation tool. The main features include the ability to maintain the purchase and sale records; enter dividend, interest, and capital gain distributions; calculate gain/loss and total return on investments (ROI); automatically reinvest income distributions; perform stock splits; and periodically update security prices. It will allow the selective sales of multiple entries of a security using a variety of methods - first-in/ first-out (FIFO), last-in/ first-out (LIFO), or specific shares. The purchase, sale, or distribution information can be viewed on the screen, printed or sent to a disk file. The reports can be selected for one or more securities and one or more accounts. Reports sent to a file may be combined to build a custom report combination. There are 17 distinct reports and an unlimited number of report combinations. In addition, recently added options allow you to generate Schedule B and Schedule D 1040 support statements. You may customize the screen colors and 13 other user defined options. You may create a full disclosure report on investments, and select individual accounts for the reports. See PM-FEATU.DOC for full list of the new & improved features in Ver 4.3 Since PM calculates ROI and yields, income oriented investors can determine performance including dividends. Most other portfolio programs simply record distributions, but PM also factors distributions into calculated performance results. PAGE 4 1.C.a UNIQUE FEATURES ~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager automatically updates your investment if income is reinvested rather then require a separate entry. You may subdivide your portfolio in up to five separate accounts. Produces a check list for your 1099's. Creates supplemental tax statements that may be included with your 1040 tax return. PM generates reports that provide the information needed to prepare your tax returns. Reports may be sent to a disk file for later screening or printing. Maintains broker account records. The program is menu driven with error checking, on line help, backup routines, and multiple report options. Files may be automatically tested on program start. And, best of all, it's easy to use. A bonus calculator program can import results to a numeric input request. Two manuals (full & notes) are in a compressed file on disk #3. 1.C.b GENERAL INFORMATION ~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager requires an IBM or compatible. Due to the size of the program, a hard disk is required. It may be used used with any monitor and any printer. For best results, you should have a minimum of 440 KB of free memory - 520 KB is recommended. PM requires 1.7 MBytes of disk space. PAGE 5 1.D R E G I S T R A T I O N ~~~~~~~~~~~~~~~~~~~~~~~ This software package is SHAREWARE. This means an author or programmer has prepared software which you are free to copy, and share with others, but the author requests a REGISTRATION FEE for you to continue LEGAL use and to receive additional benefits. If you received this software from a shareware vendor or computer club who charged a few dollars, you've only paid a DISTRIBUTION or HANDLING FEE to produce an EVALUATION disk of which NO PORTION goes to the author of the software. You are encouraged to use the software and pay the REGISTRATION FEE to the author to become legally registered and receive further benefits specified below. Unregistered users may examine, search and evaluate the program but may NOT continue to use it past the evaluation period shown in the license agreement. The unregistered version of Portfolio Manager is functionally identical to the registered version, except the unregistered shareware version should only be used for a limited evaluation period. The unregistered version does NOT include the BONUS (see below) programs, however, the absence of these modules does NOT limit or restrict the program in the performance of its primary functions. Installation of the registered version, when purchased, will not affect the data entered in the unregistered version. ALL PREVIOUSLY ENTERED DATA STILL EXISTS AND IS RECOGNIZED BY THE REGISTERED VERSION. The registration fee for a single copy of Portfolio Manager is $49.00. (s&h - U.S.A. n/c, $3.00 Canada, $5.00 other). Payment of the registration fee entitles you to the following: 1) A disk with all the updates since release. 2) Notification of future releases of Portfolio Manager. 3) Unlimited technical support via E-mail, phone or US mail. 4) A module to save and retrieve data from past years. 5) Bonus programs as shown below: A) CALCULATOR - results may be transferred to the program if numeric input was requested when the F2 key was activated B) CALENDAR - check dates forward or backward C) FINANCIAL CALCULATIONS - 14 ways to evaluate an investment D) LOAN COMPUTATIONS - seven ways to evaluate a loan 7) An upgrade utility, if needed, to preserve your data from prior versions 8) My thanks & gratitude (now there is a real incentive !!!) PLEASE use the registration form included at the end of this manual OR the form in the file PM-INVOI included with the PM package. The form may be printed using the program PM-PRINT.COM or with the command COPY PM-INVOI PRN at the DOS prompt. To order, you may use your credit card and our TOLL FREE NUMBER Orders (only) line 800-742-6303 (1-800 SHANE 03) If you've encountered a problem OR you feel PM lacks certain features you would like to have, PLEASE, invest .29¢ (a stamp) and a few minutes of your time to drop me a note. THANKS PAGE 6 1.E A S H O R T C O U R S E I N D O S ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ In this program, as in most software on the market (shareware or commercial), a knowledge of some basic DOS commands is usefull, but NOT required. The following is not meant to teach a course in DOS, but rather to give a user new to computers some idea on how to do some basic housekeeping. Some definitions: Dr: = disk drive (a location in the computer where information is stored) ( A:>, B:>, C:>, etc.) filename (F/N) = name used for examples where you subsitute the actual name for the example name. Root directory = the main or top-most directory of a hard disk drive. Usually shown with backslash (C:\>) Sub-directory (Subdir) = a division of a drive created to hold a specific group of programs. File = a grouping accessed by the computer as a complete unit. Each file has its own directory entry. Throughout the documentation for PM, files are often referred to as data files (hold the data you entered) or program files (contain the commands needed to make the program work). File Extension = the letter (or numbers) following the period in a filename. ie. MANUAL.DOC - "DOC" is the file extension Some commands: Create Sub-directory: MD anyname ex. C:\>MD PM <enter/return> Make drive active Dr: <enter/return> ex. A: <enter/return> Make Subdir active: CD dirname ex. CD PM <enter/return> Move file(s): COPY Dr:sourceF/N Dr:destF/N ex. COPY A:PM-READ.ME C:\PM\PM-READ.ME PAGE 7 1.F P R O G R A M I N S T A L L A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager is being distributed in three self- extracting, compressed files on 3 distribution disks. The compressed files were produced by the compression program LHA written by Haruyasu Yoshizaki. Unpacking to a hard drive is required due to the size of the program. Also on disk # 3 is the file MANUALS.EXE which contains this manual and the abbreviated manual, PM-NOTES.DOC in a compressed format. The installation procedure is primarily for the first time installation of PM, however, the install program, PM-INSTL.EXE, is capable of upgrading from an earlier version of PM. The third question in the install program will ask if the installation is an UPGRADE from an earlier version. If you already have an earlier version of Portfolio Manager installed, install the new version in the same directory as the earlier version. The new version will NOT overwrite YOUR data files. The install program will ask if you're upgrading from an earlier version. If you respond (Y)es it will ask the location of the earlier version, confirm it, then install the required files. An upgrade utility will be invoked automatically when PM is started for the first time. IF YOU ARE UPGRADING, YOU MUST INSTALL THE NEW VERSION IN THE DIRECTORY CONTAINING THE OLD PROGRAM AND DATA FILES. YOUR DATA FILES FROM AN EARLIER VERSION OF PM ARE VALID IN VERSION 4.3. 1.F.a CAUTION: ~~~~~~~~~~~~~~~ The files PORTMGR1.EXE, PORTMGR2.EXE, PORTMGR3.EXE, on the distribution disks 1, 2, and 3 respectively are self-extracting compressed files. MANUALS.EXE on disk # # is also a compressed file containing this main manual and the abbreviated manual PM-NOTES.DOC If you start any of them on a floppy disk (ie. enter the name at the DOS prompt) they will begin the extraction process and fill the disk in short order producing a "disk write error". 1.F.b PREPARATION: ~~~~~~~~~~~~~~~~~~ You may install PM from ANY floppy disk drive. The program will ask the location of the distribution diskette and then confirm it. As the install program executes you'll be asked to enter the drive and directory where you want to install PM. The install program WILL create the directory you name on the drive you designate. PAGE 8 1.F.b PREPARATION: - (continued) ~~~~~~~~~~~~~~~~~~ ** I STRONGLY RECOMMEND YOU INSTALL PM IN ITS OWN DIRECTORY ** If the directory you name already exists, you'll be asked if you want to use the existing directory or create a new one. You'll also have the option to terminate the install program. PM requires approximately 1.7 MB of disk space. When the program is started, it requires about 500KB of disk space for temporary work files. When you exit PM these work files are erased, however, if the space to create them when the program starts is not available, the results are unpredictable. I suggest you have at least 2.2 MB of free space on the drive where you install the program. 1.F.c TO START THE INSTALL PROGRAM: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ At the DOS prompt enter the command: "PM-INSTL" (no quotes) For example, if A: is the active drive: A:>PM-INSTL <enter/return> ****** IMPORTANT NOTE ****** The normal distribution media for the program is on three 360KB, 5.25" floppy disks. You may have received the program on a different media depending on the source of your copy. You should be able to install the program from ANY media. IF YOU'RE INSTALLING THE PROGRAM FROM A HIGH CAPACITY DISKETTE (ALL DISTRIBUTION FILES ON THE SAME DISK), IGNORE THE CHANGE DISTRIBUTION DISK COMMANDS THAT APPEAR AS THE INSTALLATION PROGRAM EXECUTES. JUST PRESS ENTER WHEN ASKED TO CHANGE DISKS. 1.F.d WHAT WILL HAPPEN: ~~~~~~~~~~~~~~~~~~~~~~~~ The install program will lead you through the installation process by asking your preference on each item. For most questions a default response is shown in square brackets (ie. Y/N [Y], yes is the default ). To accept the default answer, press ENTER (return). You may use the ESC key anytime the program pauses for a response to terminate the installation procedure. PAGE 9 1.F.e DO IT YOURSELF ???? (ie. don't use pm-instl.exe) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ IF you're FAMILIAR with DOS and prefer to do it yourself - THEN:" 1 - Create, then change to, the directory where PM will reside 2 - Copy all files to your HARD disk from the 3 distribution disks 3 - Run each of the 3 PORTMGRx.EXE files (x = 1, 2, & 3). Each program, as it runs, will self-extract the compressed files. 4 - Run the file MANUALS.EXE to extract the manuals. 5 - Be SURE you have 'FILES=40' & 'BUFFERS=20' in your CONFIG.SYS 6 - I suggest you erase the three PORTMGRx.EXE and MANUAL.EXE files to save disk space after the installation is complete. These instructions are purposely vague. If you need examples or more instructions, you probably should let the install program do the installation. FOR USERS UPGRADING FROM AN EARLIER VERSION OF PORTFOLIO MANAGER ** NOTE ** THE FOLLOWING APPLIES TO UPGRADING ONLY: ** NOTE ** ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Once you've upgraded to version 4.3, you can NOT use YOUR data files in a version prior to 4.0. When PM is started for the first time a conversion program will be activated automatically. IF you're a REGISTERED USER, it will convert YOUR data files for use in Version 4.3. NOTE: After conversion, you can NOT use the converted data files in a version prior to 4.0. The ONLY way to revert to a previous version will be through the use of your back up disks. The install program has the capability to upgrade from an earlier version of Portfolio Manager, however, if you are NOT a registered user, the file conversion module will NOT convert YOUR data files for use with version 4.3. When the conversion menu has been activated (happens automatically when PM is started for the first time) you may elect to create EMPTY data files to EVALUATE the new version. My reasoning is this: if you've used the program long enough to accumulate sufficient data to warrant transferring, you "SHOULD BE REGISTERED". 1.F.f IMPORTANT: (CONFIG.SYS FILE) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Examine the main (root) directory of the drive that is used to start your computer (usually C: drive). Most computers have a file there named "CONFIG.SYS". This file is used by the computer during the start sequence to activate or set certain features in your computer. For additional information, I suggest you consult your DOS manual. PAGE 10 1.F.f IMPORTANT: (CONFIG.SYS FILE) - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager requires that the CONFIG.SYS file is present AND that it contains, as a minimum, the following statements: FILES = 40 (or more !!) BUFFERS = 20 (or more !!) Without these lines you'll get a FILE ERROR when you run the program. It may, of course, have other commands in addition to the above. If you already HAVE a CONFIG.SYS file, but it does not have the above lines or the assigned values are too small, you may use ANY text editor to add the required lines or change the existing values. The required lines may be located anywhere in the file but are generally placed at the end of the file. NOTE: BE SURE YOU ARE USING THE TEXT (ASCII) MODE OF YOUR WORD PROCESSOR TO CHANGE OR ADD THE LINES TO YOUR CONFIG.SYS FILE. If you do NOT HAVE a CONFIG.SYS file you'll need to create one. You may use your text editor to create the file and enter the two lines above OR, if you prefer, you may use the following commands at the DOS prompt: 1 - C:\ <enter> (to get to C: root directory) 2 - COPY CON:CONFIG.SYS <enter> (create the file) 3 - FILES = 40 <enter> (enter the data) 4 - BUFFERS = 20 <enter> (enter the data) 5 - ^Z (Ctrl + Z) <enter> (close file and write to disk) (hold down Ctrl key and press Z) NOTE: IF YOU CHANGE YOUR CONFIG.SYS FILE YOU MUST RE-START YOUR COMPUTER TO ACTIVATE THE CHANGES. The changes you made will NOT take effect until the computer is restarted. 1.F.g IN CASE OF TROUBLE: ~~~~~~~~~~~~~~~~~~~~~~~~~~ If the installation procedure is interrupted, you may restart it, however, the following may occur depending on when and where the procedure was interrupted. If some files were extracted from one or more of the compressed files before the interruption, you'll see the following question for EVERY file that has already been extracted: xxxxxxxx.xxx Overwrite [Y/N] (where xxxxxxxx.xxx is name of the existing file.) Enter an "N" (no quotes) to the question each time it appears. You may abort the install with a ^C (Ctrl + C) if desired. If you feel uncomfortable with the above, I suggest you erase ALL the files in the directory where you attempted to install PM and then restart PM-INSTL. PAGE 11 1.G S T A R T I N G P O R T F O L I O M A N A G E R: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ╔════════ STARTING PORTFOLIO MANAGER ════════╗ ║ ║ ║ TO START PORTFOLIO MANAGER, ENTER THE ║ ║ COMMAND "PM" (no quotes) AT DOS PROMPT ║ ║ ║ ╚════════════════════════════════════════════╝ When the installation process has been completed, the active directory will be the directory to which you installed Portfolio Manager. NOTE: You MUST make the drive and sub-directory containing Portfolio Manager the active drive and directory BEFORE entering the command "PM". If this is not the case change to the appropriate drive/directory. (See 1.E) To start the program enter the command: "PM" (no quotes) at the DOS prompt. ex. C:\PM>PM (assumes you installed PM on C: drive in a directory named PM) 1.G.a THE FIRST TIME YOU USE IT ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The first time the program is started a CONFIGURATION UTILITY should be automatically activated. It will allow you to select your preference on certain items that will customize Portfolio Manager for your personal use. The configuration utility should be activated EVEN if you are upgrading from an earlier version as there are many new features that should be initialized. If you start PM for the first time (as a new user OR upgrading from an earlier version), and you see an introduction screen with the following: CREATE BACK-UP OF DATA RECORDS Yes No You should respond with a "Y" or press ENTER and the MAIN MENU will appear. Next select "MISC" from the Main Menu then OPTION 9 (Configure...) from the MISC menu. This will activate the Configuration menu. Once in the Configuration menu, select Option # 2 (color selection) and select the option appropriate to your monitor (color, black & white, or monochrome). The use of option # 2 will reset certain screen features for the current version. PAGE 12 1.H GETTING STARTED WITH YOUR RECORDS (NEW USERS ONLY) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The most difficult part, in my opinion, of starting ANY new software package is bringing it up to date with YOUR data. It may help you determine the best way to enter your data if I explain how data is handled in the files and at the end of each year when the "Clear files for a new year" option is used. As you enter data during the course of the year, it is stored in the appropriate data file (See 3.E <glossary>). At the end of each year (when "Clear file for new year" is selected from the MISC menu) the following happens: 1 - All sales records are deleted. 2 - All income is transferred to a past income file and the current income records are cleared. 3 - All broker records are totaled and the net balance is entered as the "beginning balance" for each account for the new year. The broker files are then cleared. The income from past years will be retained in the past income file and provide more accurate information for ROI computation and yield but are NOT REQUIRED FOR ANYTHING ELSE. As you may have gathered from the above, Portfolio Manager does not normally maintain history files except for income. Even the income history file is used ONLY to compute ROI and yields. Considering the above, there isn't much benefit to trying to enter ALL your past transactions. Before you start, I strongly recommend you review the sections on entering data especially parts 2.3 (purchase), 2.5 (income), 2.6 (broker), and 2.7 (sales). I suggest you pay particular attention to constant value entries such as CD's, savings, etc. in section 2.3.A. Below are three different ways to start your data into the program. I suggest using # 2 below. 1.H.a 1 - QUICK START OF YOUR DATA: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As a very minimum, you may enter the total shares (including re-invested shares) currently held for each investment you own using the purchase option. Use the income option to post the total income received for each of those investments. If the income for a security was reinvested, you should still include the dollar amount in the total income entered. As you enter income you'll be asked if you want to re-invest the income. Answer NO while you're starting your data with this method. Enter all sales using the sales option. If you enter your data as suggested above, the ROI and yield will be inaccurate. A total or partial sale of the investment will not separate your long/short term gains/loss. The income reports will not reflect your correct past income figures. PAGE 13 1.H.b 2 - STARTING YOUR DATA RECORDS: (suggested method) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To enter YOUR data, I suggest you do the following: 1 - Select "Broker" from main menu. Make an entry for each of your accounts to reflects the balance on the FIRST of the CURRENT (this) year. 2 - Select "Purchase" from MAIN MENU and then "Enter a new investment", opt 1, from the submenu. Enter the total number of shares of EACH security currently owned on the FIRST day of the CURRENT year. Use a weighted average for the cost and the original purchase date for the record. 3 - While still in "Purchase..." menu, use "Add shares...", Opt #2, to reflect any shares that were added THIS year through an additional purchase and NOT reinvested from dividends. ie. Do NOT enter shares acquired during the current year due to the re-investment of dividends or capital gains at this time - they will be entered in the next step. 4 - Select "Income" from main menu. Enter ALL income received during the CURRENT year including dividends that were reinvested. The reinvested shares will be automatically posted to your total holdings IF they were reinvested. NOTE - Do NOT enter income, etc. for any prior years in the current year as it will distort the accuracy of the associated reports. 5 - Select "Sales" from main menu. Enter EACH sale for the CURRENT year. NOTE - For steps 3,4,& 5, debit or credit broker account as appropriate. 1.H.c 3 - AMBITIOUS START OF THE DATA ENTRY: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The entry methods suggested above will ONLY effect the accuracy of the analytical and evaluation data. This data (ROI, yield, etc.) is NOT part of the permanent records. It is computed each time a report is requested. If you're ambitious, you may consider entering all transactions from past years. If you choose to do this, consider the following. PAGE 14 1.H.c AMBITIOUS START DATA ENTRY: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you choose to enter data into past years, you should keep in mind that ALL entries for the year in question MUST be completed BEFORE proceeding to a subsequent year. This means that ALL the securities with transactions during the year in question MUST be entered before proceeding. When ALL entries for the year have been completed, use the procedure "Clear files for a new year", (MISC menu, option 6) to update the various records. Next start the procedure for the next year and continue this way until you've completed each year up to the current one. - in other words, if you're posting data for 1989, complete ALL entries needed for 1989 before entering data for 1990 etc. then use "Clear files for new year" before beginning 1990. EXAMPLE OF EACH START METHOD DISCUSSED ABOVE: The investment: You bought 1000 shares of XYZ fund 5 years ago (1/1/88) at $10/sh with income paid and re-invested quarterly. It is now 7/15/93 and you've received two quarterly $250 re-invested dividends thus far this year. You own 1600 shares on this date (7/15/93). I assumed a 10% yield and didn't calculate exact yields and share numbers for the example. 1 - QUICK START YOUR DATA: With PURCHASE option #1, enter 1600 shares of XYZ @ $10 (avg cost) with a purchase date of 1/1/88. Next use INCOME to enter $500 in dividends received YTD but do NOT enter as re- invested. Your next quarterly dividend will be entered thru INCOME and re-invested as normal. 2 - STARTING YOUR DATA RECORDS: (suggested method) With PURCHASE option #1, enter 1550 shares of XYZ @ $10 (avg cost) with a purchase date of 1/1/88. Next use INCOME to enter the $250, 1st qtr dividend and show it as re-invested (25 shrs). Use INCOME to repeat for the 2nd qtr div. You now have the 1600 shrs and your yield is accurate for the current year (ROI will not be accurate). 3 - AMBITIOUS START DATA ENTRY: With PURCHASE option #1, enter 1000 shares of XYZ @ $10 purchased on 1/1/88. Use INCOME to enter each $250 quarterly dividend for 1988 and show it as re-invested (25 shrs ea time). When you've entered all of 1988, generate any desired reports and then use the "Clear files for new year" option in the MISC menu BEFORE entering any data for 1989. Repeat the income posting for each year until current. SPECIAL NOTE: As part of the "Clear files for a new year" option, REGISTERED users will be asked if they want to preserve the current years data in recallable history files. See Ch 2, sect 2.8.E and Ch 2, sect 2.8.F. PAGE 15 HINT: If you expect to make MANY entries for a year other than the current year, such as when loading your initial data into the data files, you may consider changing the computer's active year to avoid the confirmation process in PM for every entry you make. Proceed as follows for each year you plan to enter. 1) Exit PM 2) At the DOS prompt enter a date in the desired year in the format mm-dd-yy ie. C:\>date 01-01-88 3) Restart PM 4) You must change the program's reference year with the "Clear for a new year" routine OR the configuration routine (select Configure from the MISC menu, change something and then exit back to the MISC menu). NOTE: DO NOT FORGET TO RESET THE COMPUTER'S YEAR TO THE CALENDAR YEAR WHEN YOU'RE FINISHED. NOTES TO GETTING STARTED: 1 - If you're a registered user and you elect to post records for prior years, you may preserve the data as part of the "Clear for New Year" procedure. This will allow you to recover past year data if needed. You will be asked if you want to use this feature when you select "Clear...". 2 - Yields will be inaccurate if income is posted in a lump sum. ie. If a $10.00 stock pays .25 per qtr and is posted as a $1.00 entry for the year, it will show as a 40% yield (4 x $1) because the program expects four payments per yr. ****** W A R N I N G ****** Portfolio Manager does NOT separate data by the year for reports, analytical data, etc. Because of this you should NOT enter data (primarily income and sales data) for different years until you have generated ALL the reports for that year AND run the "Clear for a new year" routine in the MISC menu. In other words: If you want to enter all your data for 1992 do NOT enter 1993 data UNTIL you have generated the desired reports for 1992 AND then ran the "Clear files for New Year" option. The above discussion doesn't apply to purchases. Purchases may be entered any time. SPECIAL NOTE: As part of the "Clear files for a new year" option, REGISTERED users will be asked if they want to preserve the current years data in recallable history files. See Ch 2, sect 2.8.E and Ch 2, sect 2.8.F. PAGE 16 1.I CREATING AND USING SAMPLE DATA ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you would like to experiment with entries prior to entering YOUR data, do the following: 1. Start the program (enter PM at DOS prompt) 2. Configure the program (automatic first time the program is started otherwise select MISC opt # 9) 3. When you exit Config, the program will restart with the new settings. The opening screen asks you to "Make backup...". Answer (Y)es !! 4. Enter your practice data (or real data if you like). 5. On subsequent starts, do NOT answer (Y)es to backup question on the opening screen UNTIL you have decided to KEEP the entered data. 6. When you want to remove all the practice data, select option # 9 from the MISC menu (Configure...) and then option "F" from the submenu (Clear all data files). This action will reset the files to the way they were on the distribution disk (ie. you'll have to re-enter your name, your account names, etc.). You will then be ready to enter YOUR real data. 1.J H E L P S C R E E N S ~~~~~~~~~~~~~~~~~~~~~~~ The help program was designed to be activated AFTER you've selected a desired feature from the menu. After you've activated the selected feature, use the F1 key for help. You'll be given suggestions and hints on how to use the selected function. There are several features which may not be intuitive or are used so seldom (EOY posting, Mergers, etc.) that additional help would be advisable. For these topics I've placed a reminder on the screen to "see F1 (Help) before using". If you prefer that the reminder windows do NOT appear on the screen, there is an option in the configuration menu (option E) to block most of them from appearing. The help will still be available by using the F1 key. You may select "Topics" from any help screen by using your mouse or by entering "T" on the keyboard. This will activate the HELP MENU with a list of topics that have help available. Use arrow keys OR point and click with a mouse to select the desired topic, then press enter. PAGE 17 1.J H E L P S C R E E N S - (continued) If you have a mouse, you may move or re-size the help window. Point to the lower right corner and hold down the left mouse button. Drag the window to the size you desire. To move the window, place the mouse on the top of the window, hold the left mouse button down and drag the window to the desired location. If you click the mouse on the top right corner, the window will expand to the full screen size. The next time you access help, it will appear in the size and location where you placed it the last time you exited help. Help may be exited with the escape (ESC) key or point your mouse to the top left corner. You'll be returned to what you were doing when you activated help. Most help "topics" apply to their corresponding listing in the program menus. Several subjects are used in many functions but are NOT called by the F1 key. (ie. numeric input, yes/no response, etc.). I suggest you review them once or twice with the "Topics menu" to become familiar with their use. In some features the F1 key will activate the "TOPICS" menu automatically. This will occur on subjects that I felt were self explanatory and, honestly, I couldn't think of anything more to say about the current subject. PAGE 18 C H A P T E R 2 ~~~~~~~~~~~~~~~~~ U S I N G T H E P R O G R A M ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2.0 G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The following subjects cover program features and functions that are not specific to any individual routine within the program. 2.0.A THE MAIN MENU: ~~~~~~~~~~~~~~~~~~~~~ The Main Menu items should be self descriptive of their function. Select your choice by moving the bar to your option with the arrow keys OR enter the first letter of your choice. You may use your mouse to point & click on your choice. The bar will move across the top row of the screen and a summary of the available options for that selection will be shown on row 2 of the screen. When you've entered a choice, a window will appear with the available options in the selected function. Feel free to examine the options as they ALL allow you to EXIT (return to main menu) without changing the data. 2.0.B THE SUB-MENUS: ~~~~~~~~~~~~~~~~~~~~~ SUB-MENU options, like the main menu options, should be self descriptive. As you move thru the options a brief description of the feature will appear on line 23 of the screen. All the options have a provision to exit without affecting the data files. In most options, when the program pauses for input from users, a CONTEXT SENSITIVE HELP SCREEN is available by pressing the "F1" key which expands on the information requested at that point. AFTER you select the desired option, the F1 key will activate help with information on the selected option. The "ESC" key is available to exit (cancel) ANY routine WITH- OUT a change to data." PAGE 19 2.0.C SELECTING ACCOUNTS: ~~~~~~~~~~~~~~~~~~~~~~~~~~ Many functions allow you to specify a specific account for the current function. This is especially true in the report options where you are always asked to specify the desired account (or all accounts). If the selected routine allows the selection of a specific account, a pop-up menu will appear on the screen listing the available accounts. These are, of course, the accounts you created when you configured the program. To select a specific account, move the bar to the desired account using the arrow keys or the PgUp/PgDn key and then press enter. You may also point and click with a mouse or enter the number of the desired account. Each pop-up menu will also allow you the option to chose all the accounts or return to the calling menu. You may exit the menu using the escape (ESC) key. 2.0.D CREATING HOLD (.HLD) FILES: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Files ending with the extension ".HLD" are data backup files created by the program when requested by you. These ".HLD" files will be in the same directory where you've installed PM. ex. PMPURCH.HLD is the backup file for PMPURCH.DBF There are 3 ways to create these ".HLD" files. All three methods will create the same files in the same way and put them in the same place. 1. Respond "Y" to the backup question on the opening screen. 2. Use the F3 key while working within the program. 3. Select option 5 in the EXIT menu. Any of the above will create six data files with an extension of ".HLD" in the same directory from which you're running PM. NOTE: Five of these files are the data files and the sixth is the file containing the user assigned variables. Every time you start the program or a program re-start is called by a function, you will be asked if you want to create the ".HLD" files. Usually answer "Y" (or press return ) unless you have a specific reason to not create the files. SUGGESTION: If you have reason to think there may be a problem with the data, do NOT respond Y(es) to the "backup" question as you may be overwriting the valid data in the ".HLD" files with the bad data from the active files. PAGE 20 2.0.D CREATING HOLD (.HLD) FILES: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ From within the program, you may use the F3 key any time a main or sub-menu is active on the screen. The F3 key is blocked from use when data files are in use. The program will inform you if it can't create backups when requested. You may find this feature useful if you're uncertain on the effect of a specific entry. For instance: I sometimes experiment with the sale of different combinations of securities to see the effect they will have on taxes, etc. Before starting to "fool" around, I make a current ".HLD" file with the F3 key then when I'm finished I use the recovery option to replace the altered data with the accurate (current) data. The exit menu has an option to create backup files (option #5). This function is identical to the other methods of ".HLD" file creation. Regardless of how you request the backup files, a backup of all your data up to that point will be created in the same directory as PM. The backup files will have the same file- name as the corresponding ".DBF" file but will have a ".HLD" extension instead of ".DBF". (ie. PMPURCH.HLD) Now, if there's a power failure, or the program fails, you will ONLY loose data that has been entered since last time you created the ".HLD" files. NOTE: You should answer "N" to the "backup" question if you suspect the current data may be corrupt and you want to examine the data to see if the problem can be found and resolved. NOTE: I'm a firm believer in backups. I've lost data in the past. I've tried to make it as easy as possible for you to keep a backup current. The ".HLD" files will help if there is a data problem. They will NOT help if there is a mechanical problem with your hard disk. NOTE I make it a personal practice to create ".HLD" files from the EXIT menu (opt # 5) when I have completed a session IF (and only if) I feel comfortable with the data I just entered. DO NOT NEGLECT MAKING REGULAR BACKUPS TO ANOTHER (FLOPPY) DISK FOR ADDED PROTECTION. To create a backup to another disk drive use MISC option # 4. PAGE 21 2.0.E ENTERING DATES: ~~~~~~~~~~~~~~~~~~~~~~ If a date is requested by the program, you may use the return key to accept the current date. In most places where a date is requested, the current date will be shown as the default. ie. Enter date (ret = 07/15/93) ________ To enter a different date, it's NOT necessary to type the year IF you want to accept the active record year. ie. for 07/15/93, enter 07 15 then press return. The year will default to 93 (assuming the record year is 93). In some date requests, the program expects you to enter the CURRENT record year. If you enter a different year, a window will appear and ask you to confirm the entry. You may confirm your entry or have the opportunity to re-enter the date. This feature applies to all the data that you would expect to apply to the active year such as income, and sales. You may, of course, enter a different year but expect to be challenged. NOTE: PM maintains a reference year in the PMMEMORY.MEM file. This allows you to post entries in January of a subsequent year without being challenged if the correct year was entered. The internal reference year is reset to the calendar (computer) year when you run the "Clear files for a New Year" option in the MISC menu. 2.0.F EDITING ENTERED DATA ~~~~~~~~~~~~~~~~~~~~~~~~~~~ At the end of every data input module you'll be asked to verify and accept the data just entered. If you made a mistake in responding to the requests for information you should respond "NO" to the "ENTRIES OK" question. You'll be asked if you want to edit the entry. A "NO" response to the "edit" question will exit the routine without making ANY changes to the records. To make a simple change of one or more items use the arrow keys to move the cursor to the desired item then press enter. After you've made the change, press enter and you will be asked again if you want to approve the entry. The cycle will repeat until you accept the entry OR you exit by pressing ESC or responding "NO" to the edit entry option. HINT: Often it is easier to use the ESC key to cancel an entry and then re-enter the entry from the beginning. PAGE 22 2.0.G ENTERING NUMERIC DATA ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Numeric input is straight forward, however, there are several things you may want to consider. Some numeric requests will NOT accept a zero (0) as the input. This would apply to a field where a zero (0) would produce a meaningless record. ie. amount of dividend you just received. If you are a "REGISTERED" user, you may use the calculator (F2) to compute the numeric input. The calculator results will be transferred to the requested input field when you exit the calculator. You will still have an opportunity to accept or change the results. 2.0.H SECURITY SELECTION: ~~~~~~~~~~~~~~~~~~~~~~~~~~ Whenever the selection of an individual security is required such as in the posting of income, a pop-up menu will appear with a pick list of all the securities. The securities shown in the pop-up menu may be selected by moving the bar with the arrow keys or by point and click with a mouse. You may also use PgUp, PgDn, Home, or End to locate the security. You may jump to a security by entering the first letter of the name. The bar will jump to the first security that starts with the letter you just entered. To exit the security selection menu WITHOUT choosing a security, press the ESC key. 2.0.I TRANSACTION REMARKS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~ Many of the transactions allow for the entry of a remark. If you respond "Y" (Yes) or click the mouse on Yes, you'll activate a window for you to enter the remark. Enter any appropriate remark. All remarks will be displayed at the end of the appropriate report. In some cases the same remark may appear in several reports. When you request a report, you'll be asked if you want to include your remarks with the selected report. PAGE 23 2.0.J BROKER ACCOUNT DURING DATA ENTRY: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Almost every transaction that involves money asks if you want to debit or credit the broker account. If you respond "Y" (Yes) or click the mouse on Yes, you'll be asked how much, where appropriate, and the amount you enter will be posted to the broker records. The amount will default to the amount of the transaction and the program will not let you enter an amount that exceeds the amount of the transaction. Of course, you may debit or credit the broker account directly with the broker function (see Chapter 2, section 2.6.A & B) SUGGESTION: I recommend you use the broker account for every monetary transaction to provide a paper trail for your funds. Why ??? While the income report will show that you received the income, the broker report will show where it went (and it does seem to go !!!!) Example: You receive a dividend check from a stock. Enter it with the INCOME option and credit the broker account when asked. Next use the BROKER option and debit the broker account for the same amount (with a remark ????). PAGE 24 2.1 E X I T M E N U ~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The exit menu contains features I felt were not miscellaneous functions and hence were not put in the MISC menu, but they also did not fit into other categories so here they are - in the exit menu. 2.1.A TERMINATE THE PROGRAM: (EXIT option # 1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This is, as the name implies, the point where a NORMAL program termination is executed. ****** W A R N I N G ****** DO NOT TERMINATE THE PROGRAM BY RE-BOOTING THE COMPUTER OR TURNING OFF THE POWER SWITCH. IF YOU TERMINATED THIS WAY, SEE BELOW FOR MORE INFORMATION ON REMOVING FOXPRO(tm) WORK FILES. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ When you complete your session with PM, you MUST exit the program via the "EXIT" option from the Main Menu and "TERMINATE PROGRAM" option from the EXIT Menu. There are two reasons: 1) During a normal program exit, PM will update your data files and any memory variables that were changed. If you terminate the program by turning the power off OR re- booting the computer, the regular data files will NOT be updated and closed properly. This COULD result in a loss of data. While the program is running, PM creates temporary work files. These files ALWAYS have a filename starting with "TEMP" (no quotes) as the first four letters. These files will be erased during a normal shutdown. ex. TEMPDNUM.DBF I created PM by using the programing commands provided with the Foxpro(tm) data base package. When you start Portfolio Manager with the PM command, you are actually starting the Foxpro(tm) runtime engine which in turn calls the main program. 2) When Foxpro(tm) starts it creates it's own work files on your hard disk. These files are named by Foxpro with random letters and numbers. They can be any combination but the work file name will NOT have an extension. For instance you may see a file in your PM directory like; AADXRETG. or E4VF5TTE. etc. The key to identify these files is there is NO extension (ie. the 3 letters following the period in a file name.) If you exit PM by re-booting or just turning off your computer while PM is still running, you WILL leave these Foxpro work files on your disk. They can be from 0K to over 400K in size. PAGE 25 2.1.A TERMINATE THE PROGRAM: - (continue) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ When you exit PM with the EXIT option # 1, these Foxpro work files are removed from your directory. NOTE: If you find the Foxpro(tm) work files in your PM directory when PM is NOT active, you should erase them with the DOS ERASE command. You can ALWAYS recognize them by the lack of an extension in the filename (they are the ONLY files in the PM directory without an extension). They will NOT be erased by the program the next time you use PM even if you exit normally. NOTE: Any time the program has an abnormal shut-down, the next re-start will activate a special screen suggesting the file testing functions be run. I recommend you run the tests as suggested. NOTE: If the program is terminated because of a program error (bug), the Foxpro(tm) work files WILL be cleared and the data files closed. The files starting with "TEMP" created by PM will remain on the disk but will be erased the next time you exit the program normally. 2.1.B REVIEW INVESTMENT STATISTICS: (EXIT option # 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The statistic review will display an overview of the entire portfolio. It has no setup options, but is intended to present the major numbers in a quick summary format. It was not designed to be printed. It's only there to massage your ego by showing the tremendous gains you've received from your judicious selection of investments and excellent timing in the sale of securities while earning maximum income in the interim. (now there's a sentence) 2.1.C FOR TECHNICAL ASSISTANCE: (EXIT option # 3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you've encountered a problem with the program or need technical assistance please contact: Steve Hane Shane Software Int'l 107 17th Court Sequim, WA 98382 Technical Support line (206) 681-2402 Technical assistance is NOT restricted just to registered users. I feel that if there is a problem, I want to know about it and make every effort to correct it whether it's a programing bug or confusion over how to do something. If I feel you're asking questions that should only be answered for a registered user, I'll say so. PAGE 26 2.1.C FOR TECHNICAL ASSISTANCE: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As of the preparation of this manual, Shane Software is not large enough to support a full time office. If you attempt to contact me by phone and don't get an answer, PLEASE try again. I will accept calls at any REASONABLE hour (9am to 9pm Pacific time) seven days a week. Generally early evening is best. Perhaps, by the time you read this, (and with your support), I'll have full time coverage. NOTE: Please see Chapter 3, section 3.D (In case of trouble) for additional information in resolving problems. If, during the execution of the program, a technical problem (bug) is encountered an error screen will be activated with the following message: The file,"xxxxxxxx.ERR", was created containing the information I NEED to trace the problem. Please send me a copy of the error file. I need the ACTUAL file, NOT a copy of this notice with the file name. You may send the file(s) on disk or as a printout(s). Without the actual error file, I can ONLY make an educated guess NOTE: xxxxxxxx.ERR is a randomly assigned filename for the error file This error file will be written to the same directory in which PM is located. Please do NOT send me a copy of the screen or just the name of the error file (xxxxxxxx.ERR) as it has NO value to me in resolving the problem. It is the actual file that is created that has the information that I will need to attempt to trace the problem. If you re-tried the SAME routine several times and the same error re-occurred, a new error file will be created each time the error occurs. Each of these error files will have a DIFFERENT name but will contain the SAME information. If this is the case, you need only send the file with the latest time and date stamp. If you're uncertain, by all means, send all the error files. It doesn't matter whether you send the error file(s) on a disk or as a print out. Do whichever is easiest for you. NOTE: To send all the error files on a disk enter the following command from the DOS prompt in the PM directory: ex. C:\PM>COPY *.ERR A: Thank you for your patience !!!!!! (sch) PAGE 27 2.1.D CANCEL ENTRIES THIS SESSION: (EXIT option # 4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you feel that you need to cancel ALL the entries you've made this session use option 4 in the EXIT menu. This is the OOP's, I goofed, option. Actual use of the option is straight forward. If you feel confident in your ".HLD" files, just respond "Y" (yes) to the continue question that appears when the option is selected. The primary use for the feature is to remove entries posted to the records incorrectly or in the wrong place. Using this routine is easier and safer in many cases than trying to edit the entries. Example - you enter a re-invested dividend and then realize you posted it to the wrong fund. You could delete the entry from the income records (income posted) and the purchase records (additional shares) - OR - you could cancel entries completely by recovering the ".HLD" files. Before using, consider the following: The ".HLD" files are created in one of 3 ways. 1. Responding "Y" to the backup question on the opening screen 2. When you use the F3 key during a session 3. Selecting option 5 in the EXIT menu. Any of the above will create six data files with an extension of ".HLD" in the same directory from which you're running PM. See Chapter 2, section 2.0.D (creating HLD files) for additional information on HLD files. CAUTION: The cancel option works by restoring data from the files with the ".HLD" extension. The restored data will be from the LAST time you created the ".HLD" files regardless of which method was used to create them. If you haven't saved the data with one of the above recently, the recovered data will be from the last time you DID create the ".HLD" files. Please consider the timeliness of your ".HLD" files if you decide to cancel the current entries with the selection of this option. CAUTION: If you backed your data during the program start and then discovered the data is corrupt, the ".HLD" files will contain the same problem. NOTE: This function is identical to MISC option 7, sub-option 1 (backup recovery). See Chapter 2, section 2.8.G.a. PAGE 28 2.1.E CREATE "HLD" FILES AS DURING PM START: (EXIT option # 5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Option 5 in the EXIT menu is one of the three ways to create ".HLD" files in the same directory where PM has been installed. Before using this option, be sure the data you've entered is valid and as you want it to be. See Ch 2, section 2.0.D (creating HLD files) for additional information on ".HLD" files. 2.1.F INFO ON PROGRAM REGISTRATION: (EXIT option # 6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ REGISTRATION - MY PERSONAL FAVORITE If you select option 6 in the EXIT menu, you'll be presented with the help screen informing you how and where to register the program. It will also tell you what to expect in return for your registration fee. The registration fee for a single copy of Portfolio Manager is $49.00. (s&h - U.S.A. n/c, $3.00 Canada, $5.00 other). Payment of the registration fee entitles you to the following: 1) A disk with all the updates since release 2) Notification of future releases of Portfolio Manager 3) Unlimited technical support via E-mail, phone or US mail 4) A module to save and retrieve data from past years 5) Bonus programs as shown below: A) CALCULATOR - results may be transferred to the program if numeric input was requested when the F2 key was activated B) CALENDAR - check dates forward or backward C) FINANCIAL CALCULATIONS - 14 ways to evaluate an investment D) LOAN COMPUTATIONS - seven ways to evaluate a loan 7) An upgrade utility, if needed, to preserve your data from prior versions 8) My thanks & gratitude (now there is a real incentive !!!) PLEASE use the registration form included at the end of this manual OR the form in the file PM-INVOI included with the PM package. The form may be printed using the program PM-PRINT.COM or with the command COPY PM-INVOI PRN at the DOS prompt. To order, you may use your credit card and our TOLL FREE NUMBER Orders (only) line 800-742-6303 (1-800 SHANE 03) Additional info on registration is available in Ch 1, Sect D. PAGE 29 2.1.G MULTIPLE PORTFOLIO MANAGER: (EXIT option # 7) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager has the ability to manage an unlimited number of investment portfolios for those having the need (brokers, advisors, counselors, etc.). This module sold separately and is available to REGISTERED USERS ONLY for an additional $50.00. This module is NOT required for the normal use of the program by individuals. It may be a useful feature for those who maintain portfolios for others. If you've purchased the MPM module, option 7 will activate the program. If you select option 7 and you don't have the MPM module, you will be given additional info on its purpose and use. PAGE 30 2.2 R E P O R T M E N U ~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You have the option to print, screen, or send the report to a disk file for later printing. The reports may displayed in an expanded or compressed format (see below). The configuration menu (MISC opt #9) has an option to suppress reports that will have NO entries to display. This feature was included to preclude the printing of pages with only a report title and no information. ie. You haven't sold any stock in the current year; the sold report would NOT be printed (or screened) if this feature had been selected. SPECIAL NOTE ON NUMERIC DISPLAYS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a line contains one or more asterisk (*) it means the computed data is unrealistic OR too large for the allotted space in the report. To create reports, the size (number of digits) of numerical output must be preset while programing. If the output exceeds the allotted spaces the digits are shown as asterisks. ie. an ROI of 1000.00% will be shown in the report as ***.**%. Maybe you did receive a 1000% ROI (good for you) but I had to format the output to 3 digits. REMARKS: ~~~~~~~ Most reports allow the inclusion of remarks you may have entered as you made the original entry for the transaction. In some cases, the same remarks will appear in different reports. For example the "Value" report will show the same remarks as the "Purchase" report. Some remarks from the income report will appear in the "Purchase" report if they were attached to a re-invested dividend. ACCOUNT SELECTION: ~~~~~~~~~~~~~~~~~~ You may designate a specific account for the report or select all the accounts. Where applicable, the reports will display the data separated by the accounts you established during configuration (if any). You may elect to show one or all accounts in the report. See chapter 2 section 0.C (account selection) To select a specific account, move the bar to the desired account and press enter. You may point and click with a mouse or enter the number of the desired account. PAGE 31 REPORT FORMATS: ~~~~~~~~~~~~~~~ There are two ways to prepare the contents of a report. For example, you buy 100 shares of a stock (XYZ corp) and then buy 10 additional shares each month for a year. 1. COMPRESSED: ALL transactions in ONE line for each security. This report format shows multiple transactions for an investment in a SINGLE line for the selected report subject. In most reports, the date shown will be the date of the last transaction. ie. In this example, the report will show all 13 entries for XYZ corp in a single line with 220 shrs, an average price, and the date of the last transaction. 2. EXPANDED: New line for EACH transaction for a security. This report format will show every transaction for the selected report subject. ie. In the example, the report will show 13 separate lines, one for each transaction. NOTE: The expanded report can be quite long if you own a large portfolio or have held and re-invested funds for a long time. To examine an expanded report of a selected individual security use Option 6 of the Misc report options. REPORT - DISPLAY OPTIONS: ~~~~~~~~~~~~~~~~~~~~~~~~~ SCREEN: The report will pause each time the screen is filled. You may press "ESC" anytime to exit the report prematurely. The report date and heading are not shown on a report to the screen as they are in a report to the printer or disk file. PRINTER: The program will verify that the printer is on. If it detects a problem, it will ask you to check if the printer is on line. Start the paper with the top of the paper aligned with the top of the back plate. The program does NOT eject the first sheet as a blank page. If you elected to print an expanded report be aware that it may require quite a bit of paper even you don't own many securities. For example, if you owned a fund for 10 years and reinvested monthly, the report for that one investment will require 120 lines (over 2 pages with headings, etc). PAGE 32 REPORT - DISPLAY OPTIONS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~ DISK: You may send the report to a disk file instead of the screen or the printer. By sending the report to a disk file, you may build your own custom report grouping in a single file which you may screen or print from DOS. Enter a UNIQUE file name for the report unless you're building a custom report. An extension of ".TXT" will be added to the name automatically. If the report name exists, you will be given three options; 1) Enter a new name 2) Add to file 3) Overwrite the existing report To build a custom report, select the option to add to an existing report (option 2). This will combine the previous report data with the currently selected report option. The report(s) you sent to a disk file may be screened or printed at any time from the DOS prompt. To PRINT: at the DOS prompt, enter the command: COPY filename.TXT PRN: To SCREEN:at the DOS prompt, enter the command: COPY filename.TXT CON: HINT: At the end of each year, I like to send all the reports in a COMPRESSED format to the printer and ALSO send all the reports in the EXPANDED format to a floppy disk to keep for future reference if needed. I usually name the disk file by the year. (ie. 1992) NOTE: A report that has been saved to a disk file may be printed using the MISC report menu option #7. See 2.2.l.g (print rept from disk file) below. REPORT PAGINATION: ~~~~~~~~~~~~~~~~~~ NOTE: If there appears to be a problem with report pagination, try changing the printer configuration (MISC menu opt 9, then config menu opt # 9) to indicate you're using a laser printer even if you're not. It will cause the page line count to be reduced. 2.2.A GENERATE REPORTS 2 - 9: (REPORT option # 1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature was included to allow you to generate all the primary reports with a single report preparation. As noted above, if you select the expanded information, the report could be quite lengthy. Be sure to have enough paper in the printer if it is to be printed. PAGE 33 2.2.B INVESTMENT PURCHASE RECORDS: (REPORT option # 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The report will show the pertinent information for each purchase. If you selected the compressed report, you'll see each investment in a single line with the date shown as the original purchase date even if there was a subsequent acquisition of additional shares. As with all the reports, you may limited the report to a selected account. 2.2.C CURRENT VALUE OF PORTFOLIO : (REPORT option # 3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The current value report will show the per share cost and the per share value. It will also show the total cost and the total value for the each security or record. If you selected the compressed report, you'll see the cost and value of each investment in a single line. The expanded will show the cost and value of each acquisition for the same security. As with all the reports, you may limited the report to a selected account. The values shown will be from the last time you used the update function. (Chapter 2, section 2.4) 2.2.D DIVIDEND & INTEREST REPORTS: (REPORT option # 4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The dividend report displays a date, the total income with a breakdown of the capital gains and tax free income. It also shows the estimated and year to date yields. If there were any re-invested shares they are shown also. If the compressed report is selected, the date will be the date of the LAST entry and the dollar amounts will be the total received to date in the current (active) year. Of course the expanded report will show each income entry. When you first purchased an investment, you were asked to enter the number of income payments you expected annually. This number is used to compute the estimated yields. If you did not enter an accurate number the yields will, of course, not be accurate. Another weakness in the estimated yields occurs if you receive a disproportional payment. NOTE: The estimated yield is computed by taking the average of the income received YTD and multiplying it by the number of times you indicated you expect to receive income each year. You may change the number (times per year) with the Edit option (Misc opt #1 (purchase recd's)). All the yield figures are based on averages. If the income is uneven, yields will be inaccurate. PAGE 34 2.2.D DIVIDEND & INTEREST REPORTS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ NOTE: All yield percentages are calculated as they are needed and do NOT become part of the permanent records. They are for analytical use only. TIP: If you entered the wrong number when asked "Number of income payments expected per year" during the initial entry of the investment in the PURCHASE menu, you may change it with the "EDIT" option in the "MISC" menu. (See chapter 2, section 2.8.A (edit a file)) 2.2.E REPORT ON SOLD INVESTMENTS: (REPORT option # 5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As with the other reports, you have the option to produce a compressed or expanded report. The sales report does NOT give you the option to select the account to be reported. The sales report will separate short and long term capital gains according to the capital gains period established during configuration. IRA sales are reported separately from the long and short term sales. If an IRA sale is a taxable event you will still have the information available for reporting. NOTE: Do not forget to change the "Capital Gain Period" if congress changes it. It may be changed from within the CONFIGURATION menu, option B. TIP: I won't pretend to understand the tax laws regarding IRA gains and losses, however, I strongly suspect you'll need this information at some time in the future. I suggest you keep the printed (or disk) sales report (as it pertains to IRA's). Remember the program does NOT preserve a sales history. When you run the "Clear for new year" function WILL remove the sales data. Example of a sales report: Name: PUGET SOUND BANCORP Shares sold = 48.902 Account: JNT Purchase date: 01/01/88 Date of sale: 06/22/92 Held 4.47 yrs Cost: $544.86 ( $11.142) | Sell: $1,969.91 ( $40.283) | G/L: $1,425.05 Comm: $0.00 ( $0.000) | Comm: $0.00 ( $0.000) | Gain: 261.542% Total: $544.86 ( $11.142) | Rec'd: $1,969.91 ( $40.283) | Gain/yr 58.423% The report shows the purchase and sale information with the per share amounts shown in parenthesis. The figures on the right show the dollar gain/loss and as well as the total and annual gain or loss as a percentage. PAGE 35 2.2.E REPORT ON SOLD INVESTMENTS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ At the end of the sales report you'll see a summary report showing the total of the long term, short term, and IRA sales for the year. If you choose the compressed report the following note will be included in the report: "The purchase DATE will NOT be accurate in a compressed report if there were added or reinvested shares. The original purchase date is shown. Avg/share and cost of purchase are the AVERAGE cost of the investment." 2.2.F SUMMARY REPORT OF ACCOUNTS: (REPORT option # 6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The summary report will show an overview of the selected account (or all accounts). Of course, if you only have one account established, this report is really an overview of the entire portfolio. At the beginning of the report, a listing of all the investments held in the selected account will be displayed. I find the report useful in analyzing how I'm doing in a selected area as opposed to the overall portfolio. Of particular interest to me is the growth of my IRA account. All dollar amounts are totaled for the entire account. If you have more than one account, and request that all the accounts be displayed, at the end of the report, a summary report of the entire portfolio will be displayed. 2.2.G 1099 VERIFY FORM (DIV/INTR): (REPORT option # 7) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This report was designed to be used at the end of the year (in reality, early the following year) AFTER you have received all your income for the proceeding year. The report is printed in the form of a check list with a check off place in the left column. I attempted to present the numerical data in the manor "most" payers send their 1099's. The report may be divided in up to four sections 1 - dividend income 2 - interest income 3 - IRA dividends 4 - IRA interest The IRA income is presented for information only unless you are using the IRA income as ordinary income. This is, of course, between you and your accountant. The gross payment amount should correspond to box 1a on the government form 1099-DIV. Ordinary income should correspond to box 1b, etc. PAGE 36 2.2.G 1099 VERIFY FORM (DIV/INTR): - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Assuming you entered your income correctly, your 1099's may still disagree with your records because of the way the payer reports the income. This usually happens with capital gains or tax free income. If a 1099 does not agree with your records, you should change your records to match the 1099 using EDIT (MISC opt #1). The 1099 is, after all, what the IRS is going to accept as the correct numbers. TIP: To change a record select the "DIVIDEND/INTEREST RECDS" under the edit options, select the applicable security and record, and make the appropriate change. See chapter 2, section 2.8.A for more on editing. I usually select the first record for the security (if there's more than one) and make the numbers work even though they will NOT agree with the actual payment I received at the time. If you forgot to post income during the year, you may do it now using the normal income posting options. NOTE: The ONLY way to ALTER the past entries is with EDIT. 2.2.H RETURN ON INVESTMENT (ROI): (REPORT option # 8) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The ROI is provided as an analytical tool. The information displayed in the report is calculated each time you request that report. It is NOT stored in the permanent records and therefore, if the numbers are inaccurate, it will not affect the permanent data. The accuracy of the numbers depend on many factors, not the least of which is the amount of effort expended in starting your data into the program when you first began using it. If you used the "QUICK" method of initial data entry, the ROI's will be inaccurate because the past income data is inaccurate or unavailable. (see below) The ROI/yr is the ANNUALIZED percentage return for each year held while the TOTAL ROI is the amount returned as a percentage of the amount invested. Money market and cash accounts are not shown because of the file structures. The ROI is calculated by subtracting the cost of the direct purchases (original + added shares - but NOT re-invested shares) from the current value. Next, the total income since the purchase date is added, and the result is then divided by the time held. PAGE 37 2.2.H RETURN ON INVESTMENT (ROI): - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Using the above method allows for inaccuracies under several conditions. In all honesty, I haven't been able to devise a way of obtaining a more accurate figure using the existing file structures under ALL conditions. For example, if you owned 1000 shares of XYZ @ $10.00/sh that paid a 10% dividend in past years, your income would be $1,000/yr. Over the past 3 years you've earned $3,000 or 30% total ROI. Now, as you begin the 4th year, you sell 900 shares at $10. When the ROI is computed it will show the show the past $3,000 as earned by the remaining 100 shares ($1,000 value). As you can see, this gives a rather distorted ROI. It gets even more complex if shares have been reinvested. A ratio is set up in the year of the sale which should make the ROI closer to accurate, however, in subsequent years, after the sales records are cleared, a ratio can not be determined from the available records. NOTE: ROI/yr is an annualized number. If you purchase a stk at $1000 and sell it 3 months later at $1100 you have an ROI of 10%, but an annualized return (ROI/yr) of 40% What all this means is, the ROI is accurate if you don't have partial sales of securities that are paying dividends or interest. The ROI calculations are a best guess effort on my part. They are presented as advisory only and are NOT recorded in any of data files. I think you'll find them accurate if you purchase an investment, post the income, and update the value periodically. Once you have partial sales, past re-invested income or any other factors, the ROI will lose its accuracy. NOTE: If any of you mathematicians can show me how to calculate an accurate ROI with the available data, I shall be happy to produce an update with the new formulas. Just contact me for the specifics of the available data. 2.2.I BROKER TRANSACTIONS REPORT: (REPORT option # 9) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The broker report, like the others, allows you to select a single account or report on all transactions for the year. Most of the time, when you debit or credit the broker account directly or through one of the other functions, you will be asked for the tax status of that transaction. If you indicate a debit is tax deductible or a credit is tax free income, it will be marked that way in the records. When you call for a broker report the tax status of the entry is shown in the report along with a total at the end of the report. PAGE 38 2.2.J COMBINED INFORMATION REPORT: (REPORT option # A) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ General information: The report format attempts to present as much data as possible on a single screen to allow you evaluate the performance of an investment. The menu setup allows you to create virtually any combination of securities you may wish to evaluate from a single security to the entire portfolio. Any single investment that has multiple transactions will use AVERAGE numbers for this report. Do to rounding and averaging some numbers may not be exact and may even differ slightly from other reports reporting on the same item. The numbers are for reference ONLY and are NOT entered into the records. For exact numbers use the expanded report of the desired type. ie. For an accurate sales report, use the SALES report (opt # 5) The numbers shown in parentheses are the per unit amount of the current item. Again, these ARE averages if it's a multiple entry invest. Example of combined report: ===>>> FIRST AUST PRIME (FAX) <<<=== ====================================== Orig purch date 06/24/86 | Acct: IRA | Date last sale N/A Last trans date 12/11/92 | Type: STK | Last inc rec'd 12/11/92 ------------------------------------------------------------------ Original purch 175.000 | Sale proceeds $0.00 ( $0.00) Add thru purch 920.000 | Cost stk sold $0.00 ( $0.00) Add thru reinv 14.900 | G/L on sales $0.00 ( $0.00) Num units sold 0.000 | Inc prior yrs $1,072.25 Net units held 1,109.900 | Income this yr $787.90 ( $0.71) ------------------------------------------------------------------ Original invest $1,754.44 ( $10.02) | Act yld YTD (cost) 6.32% Cost of added $10,559.22 ( $11.47) | Act yld YTD (valu) 6.96% Cost of reinv $147.00 ( $9.86) | Est yld on 12/ yr 5.42% Total invested $12,460.67 ( $11.22) | Est income $675.34 Less stock sold $0.00 ( $0.00) | ROI since purch 5.69% Cost of current $12,460.67 ( $11.22) | ROI per year 0.86% Value 01/04/93 $11,306.55 ( $10.18) | G/L on avg cost -9.26% G/L on avg cost $-1,154.11 ( $-1.04) | G/L on avg sale 0.00% Specific info on selected items in the report: Last value update: Last date ANY investment value was updated - May NOT have been the selected security. PAGE 39 2.2.J COMBINED INFORMATION REPORT: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Original purch: Number of units acquired on original purchase date. If the investment was purchased on 2 or more buy orders this will show ONLY those acquired on the first buy order executed. Remainder of shares shows as "add thru purch". Add thru purch: All units acquired EXCEPT original purchase or reinvested shares. The original shows in the "Original purch" while the reinvested shows in "Add thru reinv". Usually these are units you specifically purchased in addition to the units you already own. Add thru reinv: All units acquired thru an arrangement with the payer (usually a mutual fund) where all (or part) of your income is used to purchase additional units in the security paying the dividend. Net units held: Number of units you CURRENTLY own ((orig + added + reinv) - sold) Original invest: Total paid for "original purch". The cost INCLUDES the commission (if any) you paid on the purchase Cost of added: The cost of any additional units acquired EXCEPT the orig units or shares acquired thru reinvestment. This INCLUDES the commission paid on the units. This is the cost of the units you specifically purchased in addition to the units you already own. Cost of reinv: The amounts shown are based on the AVERAGE cost per unit. Due to rounding, the numbers may be inaccurate (± .05% error) Inc prior yrs: Income received prior to current year. Amount per share is not shown as it wouldn't be useful info. This is one of the places where the accuracy of the past income records comes into play. Actual AND estimated yields and income: The actual yld YTD (cost & value) is, as the name implies, based on what you actually have received YTD. Obviously, this doesn't become a true annual yield until all income for the year has been received for the security. The estimates (yld & income) are computed by taking the average of the income received YTD and multiplying it by the number of times you indicated you expect to receive income each year. You may change this number (times per year) with the Edit option (Misc opt #1 (purchase recd's)). All the yield figures are based on averages. If income is uneven, yields will be inaccurate. PAGE 40 2.2.J COMBINED INFORMATION REPORT: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ROI (Return on Investment): Return on investment (ROI) is calculated by subtracting the cost of DIRECT purchases (orig + added - but NOT re-invested shares) from current value. Total income since the purchase date is added, and the result is then divided by the time held. ROI/yr is the % for each yr held while TOTAL ROI is the amount returned as a % of the amount invested. Money market and cash accounts are not shown because of the file structures. (See Chapter 2, section 2.2.H) G/L on avg cost: Again, the dollar amount and percentage is based on the AVERAGE cost of the investment subtracted from the current value entered the last time you updated. 2.2.K INCOME HISTORY OF ONE STOCK: (REPORT option # B) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This option will allow you to view the income received in past years. Even though the past income is used in several reports, this and the "Expand one selected stock" option (2.2.L.f) are the only options that will allow you to actually view the past income data. The report will simply report every income entry for the investment in chronological order. This assumes, of course, that you've been using the program long enough to be in a second (or longer) year of use OR you went to the trouble of entering income from past years and then ran the "Clear files for a new year" option. PAGE 41 2.2.L M I S C E L L A N E O U S R E P O R T S ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2.2.L.a IRS 1040 SUPPORT STATEMENTS: (REPORT opt # C, sub # 1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ General information: The forms created were designed to be an attachment for your income tax return for Schedule B (dividend and interest income) and for Schedule D (Capital gains/losses). You will be asked if you want to include IRA transactions. Some of you may be drawing against you retirement accounts and therefore need to report the information to the IRS. NOTE: Most entries in a tax return are rounded to the nearest dollar. The forms generated by this option conform to that convention. If you use these forms you should indicate in the appropriate boxes on the 1040 "See attachments" and attach the forms to the back of your return. NOTE: This is the ONLY report that has different preparation options depending on the output option selected for the final report. One option will be to view the report on the screen and the other is to send it to the printer or a disk file. 2.2.L.a.1 PRINT TAX SCHEDULES B & D: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This function was designed to create PRINTED forms to use with your tax return. If you send the output to a printer or disk file, you'll have total control over the final report to assure you of producing EXACTLY what you need (want). You'll be asked how you want your name to appear, your SSN, if you want to show IRA transactions, and if you would like to REVIEW EACH LINE BEFORE it is printed. Every effort has been made to create a form in the format that is acceptable to the IRS as a supplemental statement to be attached to the back of your tax return and referenced in the appropriate boxes in the applicable schedule. TIP: I suggest you send the report to the screen to determine the accuracy of the numbers. If any changes are necessary, they may be made with MISC, option 1 (edit). You will have the option in Schedule D to combine a multiple entry sale into ONE line using the average cost of the investment to determine the gain or loss. Of course the report WILL still be separated into long & short term gains. PAGE 42 2.2.L.a.2 SCREEN TAX SCHEDULES B & D: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you send the report output to the screen you will NOT have several options that ARE available when the report is being prepared for a printer or a disk file. The on screen presentation is primarily to give you an overview of what the report will look like. It is also a good time to verify the accuracy and make notes of needed changes before you send it to the printer. SUGGESTION: Even if you don't attach these forms to your tax return, they should make a good source for the necessary information for the completion of the appropriate schedules in your 1040. 2.2.L.b MATURITY-CD's, BONDS, ETC.: (REPORT opt # C, sub # 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ When you acquire a new investment and enter it through the PURCHASE option 1, you will be asked if you want to enter a maturity date for that investment. Of course a maturity date only applies to certain types of investments such as bonds, CD's, etc. If you entered a maturity date, this report will display the purchase AND maturity date. Investments that did NOT have a maturity date entered will not be displayed. The intent of this report is to allow you to take a quick check to see if an investment is maturing. The program does NOT automatically activate any bells or whistles to alert you of a maturing investment. Tell me if you would like to see automatic notification in a future version. 2.2.L.c DISPLAY ENTERED REMARKS: (REPORT opt # C, sub # 3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ All functions requesting the input of investment information ask if you want to include a remark with your entry. Any remark you enter will be attached to that transaction. This will, in some instances, cause the same remark to appear in several reports, or the same remark to appear several times in a single report. For instance: If you add a remark to a sale that had multiple entries, the remark will appear attached to each entry. If you put the proceeds of that sale in the broker account, the same remark will also appear in the broker records. PAGE 43 2.2.L.d SHOW NUM & % OF PORTFOLIO: (REPORT opt # C, sub # 4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This report was designed as another analytical tool. It will calculate the current value of your portfolio and then compute the percentage of the total for each investment you own. It will also show the total number of units of each investment owned. The report does NOT separate the numbers according to the different accounts you may have created. If you're a proponent of a diversified portfolio, this report will quickly show if you are tending toward having "all your eggs in one basket". 2.2.L.e COMPARE COST TO VALUE: (REPORT opt # C, sub # 5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Quick & dirty - you can tell a glance how your different investments are doing. It doesn't tell you anything that isn't available in other reports, but it does do it quick and easy to view. 2.2.L.f EXPAND ONE SELECTED STOCK: (REPORT opt # C, sub # 6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This report will produce the same information as an expanded report from any of the available reports except this report will be limited to the selected investment. You may have a need to ascertain something about a single investment and you don't care to generate a full report in the subject area. An expanded report for all your investments can grow quite large in time even with a modest portfolio. For example, you need the purchase price of a particular stock. When this option is selected, you will be offered a menu of the available data with four options. 1 - Purchase records 2 - Current records 3 - Income records 4 - Sales records After you chose the desired record information, the pick list for your investments will appear. Just choose the desired investment. All the transactions on record for the selected area will be reported. PAGE 44 2.2.L.g PRINT REPORT FROM DISK FILE: (REPORT opt # C, sub # 7) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you have sent ANY report to a disk file, you may want to print it sometime in the future. To print a report that was originally sent to a disk file, you may use the suggested DOS command that was displayed at the end of the report generation: C:\PM>COPY fname.TXT PRN (fname = name you assigned) - OR - you may use option 7 in the MISC report menu. This option will ask for the name of the desired file to print and then send it to your printer. PAGE 45 2.3 P U R C H A S E M E N U ~~~~~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ It all begins here. In order to perform ANY of the useful functions for which the program was designed, you must enter one or more investments. IMPORTANT NOTE: It is VERY important that you enter investments with the correct menu option if you are to maintain accurate records. Here are some general rules which will be expanded below. 1) An investment may be entered only ONCE using option #1. 2) If you BUY additional shares, use option #2. 3) If you acquire shares through a stock split or stock dividend use option #3. 4) If you acquire shares through re-investment use the INCOME function from the main menu. SUGGESTION: If, during a calendar year, you purchase a stock (IBM for example), sell the stock, then later, during the same calendar year, re-purchase the same stock, I suggest you alter the name to distinguish the re-purchase from the original purchase (IBM-2 for example). Although the re-purchase above WILL be kept separate, if you were to sell the second purchase, the sales report could be confusing to read. 2.3.A ENTER A NEW INVESTMENT: (PURCHASE option #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ USE THIS OPTION ONLY ONCE FOR EACH INVESTMENT YOU ACQUIRE ========================================================= Use this option for the initial acquisition of an investment. If you increase your holding in a particular investment, use the appropriate function to reflect the change. When selected, the option presents a screen requesting information on the new investment. As you complete the form on the screen, an instruction window will appear on the right giving specific instructions for the requested item. Some items require you select from a menu of possible responses. ie. type, exchange, account, etc. Most items should be self explanatory, however, consider the following: EXCHANGE SYMBOL: Not required, but enter it if you know it. At the present it isn't used, however, I hope to add a modem download capacity to the program in the future at which time it will be needed. PAGE 46 2.3.A ENTER A NEW INVESTMENT: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ COST PER UNIT: If you enter a bond purchase you MUST enter the cost in the same format as shown in financial journals. ie. 10% of the actual price If you enter the full price per bond, the cost in your portfolio will show 10 times higher then it's supposed to be. example: you purchase a bond with $1,000 face value for $987.25. Enter the purchase cost as $98.725 per bond. This conforms to the way it's reported in the newspapers. TOTAL COMM & MISC: Always enter the FULL amount paid for ALL the extra charges OVER the basic cost of the investment. All charges such as commissions, taxes, misc, etc. should be included in this figure. The program will enter the per unit cost of the amount paid for future use. NO. DIV/INTR PER YR: The entry routine requests the number of income payments you expect to receive each year. This number is used to calculate the estimated yields. If you enter an incorrect number, the estimated yields will be distorted. If you enter a zero (0) and then receive an income payment(s), the program will always treat it as one payment per year for yield calculations. MATURITY DATE: If your investment is the type that has a maturity date (bonds, CD's, etc.), you may enter it here. It will be used to produce a report showing the maturity dates. 2.3.A.a CONSTANT VALUE INVESTMENTS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The second item on the entry screen is the type investment and the seventh option (7) in the pop-up menu is "Constant val". NOTE: If you select the type as "Constant val", the TYPE will be coded a "MMA". This is strictly for internal use and has no relation to the actual investment type. Many investments may be considered to hold a constant value (ie. will not fluctuate in market value) such as Money Market Accounts (MMA's), Cash Reserve (CR's), etc. Other type holdings COULD be treated as constant value investments such as savings accounts, CD's, annuities, limited partnerships, etc. My theory is that any investment can be reduced to $1.00 units (and fractions of a unit to represent cents). You may then acquire enough units to equal the actual dollar value of the investment. NOTE: Do NOT convert the other way - one unit at the dollar value of the investment. This would make it difficult to reinvest dividends, show gain or loss properly, etc. PAGE 47 2.3.A.a CONSTANT VALUE INVESTMENTS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Lets try a few examples of how to apply this theory: A savings account: Your current savings account balance is $5,345.36. Enter as 5,345.36 units (shares ??) at $1.00 per. If your account is credited with $23.85 interest, enter it using the INCOME option and then the PURCHASE opt #2 to "add" 23.85 units at $1.00 per. Your income earned will be reported properly through the income reports. If you withdraw $500.00 from the account, enter it as a regular sale of 500 units at $1.00 per share. This will NOT affect your sales gains or losses because you bought AND sold at the same price. A limited partnership: You buy into a limited partnership for $10,000. Enter 10,000 units at $1.00 per unit. If you receive a cash distribution, show it as a normal dividend. When you sell (liquidate), enter it through the sales option as a number of units equivalent to the amount received a $1.00 per unit. As you can see, this will reflect your true gain/loss. A Certificate of Deposit (CD'S): Treat similar to the above. If you roll it over to a new CD, treat it as a sell and then a new purchase. The interest received on the original purchase should be entered as an ordinary interest payment through the income option NOT as a gain on the sale of the CD. So, to sum the theory and use this program to cover almost any type investment, break it into $1.00 units, enter ALL income through the INCOME option, any increase (deposit) to the holding with the "Add shares to stock you own" option, and any reduction to the investment through the SOLD option. Treat it all at $1.00 per unit. NOTE: If after you enter a new investment, you run a CURRENT VALUE report, you may notice a difference between the cost and current value of the new investment. This is because, if you paid a comm/misc charge, the per share amount of the comm/misc has been added to the cost of the security for the report. PAGE 48 2.3.A.b BOND INTEREST BUY OR SELL: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Bond interest (if any) that is paid as part of the purchase of a bond will be entered as negative interest income. By treating it as negative income (will have minus sign), it causes the bond in question and the total interest income to show accurate numbers for the income reports. The current IRS codes (1992) allows interest paid on a bond purchase to be used to offset the income earned on that bond. If you don't receive the bond interest until the following year, you may use the interest expense to offset other similar interest received during the current year. I suggest you check with your tax advisor for a more definitive ruling. Interest received when you sell a bond will be posted to the income records as regular interest income. NOTE: The interest will be posted through the sell function and should NOT be entered through the regular income option to be sure it is NOT posted twice. In both cases (buy or sell) you will have the option to NOT have the interest posted as described above. This option will appear at the end of the function. 2.3.B ADD SHARES TO STOCK YOU OWN: (PURCHASE option # 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you purchase additional units of an investment use this option to enter them into the records. SUGGESTION: Do NOT use this option to enter shares acquired through the re-investment of dividends. Use the INCOME option and indicate that the income is to be re-invested. You could show a re-invested dividend by entering it as a cash dividend with the INCOME option and then adding the appropriate number of share with this option. If you use this approach, your totals will still be accurate but the source of shares, and the ROI will NOT be accurate. When selected, you'll be shown a pop-up menu with a list of the investments you currently own. Select the desired investment. The next screen will show a listing of the current holding and an entry form for the current purchase. When the form has been completed, you'll be asked to confirm your entries. The updated data will be shown in the top right of your screen. If you made a mistake you will have the option to edit or cancel the entries. PAGE 49 2.3.C ENTER STK SPLIT OR STK DIV: (PURCHASE option #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a security you already own declares a stock split or a stock dividend use this option to enter the newly acquired shares. It is NOT for stock acquired through re-investment. NOTE: Do NOT use this option if the stock was acquired due to a merger or buyout of the corporation (see sect 2.3.G) When selected, you'll be shown a pop-up menu with a list of the investments you currently own. Select the desired investment. On a stock split or stock dividend, the cost of the new stock is usually entered as zero (0). If you enter a zero (0), the cost basis of the entire holding will be adjusted to reflect the new cost basis of the entire investment. When the form has been completed, you'll be asked to confirm your entries. The updated data will be shown in the top right of your screen. If you made a mistake you will have the option to edit or cancel the entries. 2.3.D SELL A STOCK SHORT: (PURCHASE option #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~ A short sale is the sale of a security you don't own with the promise to supply (acquire) the actual shares at a later date. The entry form for a short sale is identical to the entry form "Enter a new investment". I suggest you review section 2.3.A. While a short sale is open, the purchase and current value reports will list the security and the number of shares but with a zero (0) cost as the basis and no purchase date. The sales report will show the sale as a gain of 100% of the invested amount since the cost basis at this point is zero(0). 2.3.E COVER SHORT SALE POSITION: (PURCHASE option #5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You can NOT cover a short sale if there are none. If you select this option with no short sales on record, you'll be told "there are no short sales" and returned to the main menu. The form for covering is the same as used in "Add shares..." or "Enter stk split...". Complete the form as you would the above mentioned forms. When the form has been completed, you'll be asked to confirm your entries. The updated data will be shown in the top right of your screen. If you made a mistake you will have the option to edit or cancel the entries. After the short sale has been completed, the reports will appear as you would expect. The purchase report will no longer carry a record of the position and the sold report will show the normal information for any sale. It will reflect your true gain or loss on the transaction. PAGE 50 2.3.F ADJUST ORIGINAL COST BASIS: (PURCHASE option #6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ There are several reasons the cost basis of an investment may be changed. Most of them are done automatically in other functions, however, if you need to change the cost basis and it isn't covered elsewhere, this option is available. A "Return of Capital dividend" should be done from the INCOME menu (option #3). A stock split or stock dividend should be done from the PURCHASE menu (option #3) to adjust the cost basis. A use for this option might be an incorrect initial broker confirmation slip. Use of this function is very simple. After you've selected the desired security you will be asked to enter the new cost per unit or press enter to retain the original cost. If you enter a new amount, the ORIGINAL cost of the security will be change to the new amount. NOTE: If you acquired additional shares through subsequent purchases or share re-investment the cost of the additional shares will NOT be changed. Use edit if these shares should also be changed. 2.3.G ADJUST FOR MERGER OR BUYOUT: (PURCHASE option # 7) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a company in which you own stock is merged or bought by another company, use this option to make the necessary changes to the records. The module assumes that you'll receive an exchange ratio for your original shares. Enter the RATIO you receive NOT the total number of shares. The program will compute the adjusted number of shares you own. WARNING: You MUST enter the ratio of original shares NOT the number of new shares you now own. ie. 1.75 share for ea share you own ie. .5 share for ea share you own If, in addition to the share exchange, you receive a cash distribution, it should be entered as cash received. It'll be recorded as tax free income (return of capital payment) and be shown in the income report. By implication, the name will be changed. If you answer YES to the name change question, the name change will be done to ALL of the files where the original name appeared. PAGE 51 2.4 U P D A T E V A L U E S M E N U ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To update the current value of your investments you must enter the current price into the records from an outside source such as a newspaper, broker report, etc. The information, when entered, will be stored into the permanent records. NOTE: If you enter a new investment on which you paid a commission, the current value will show as the cost less the commission paid on the purchase until you update the current value. There are 3 different formats you may use to enter the new current price. 1. Quick form - Will step thru each investment sorted by exchange and then alphabetically. It'll present a minimum of information about the investment and request the new price. It will show the new total value and ask you to confirm the entry. To accept the current value as shown, press the Enter (return) key. 2. Long form - ALL: Same as 1 above except it will offer considerably more information about each investment as it appears on the screen. 3. Long form - SELECT: Like 2 above, it offers considerably more information about the selected security. This option will present a pop-up menu with all the investments listed. Select the desired security and press Enter. This option was designed to update just a few selected investments. NOTE: If an investment has multiple entries because of re- investments or added purchases, ALL the entries for the selected investment will be updated. NOTE: If ANY value is updated, the date of the update is stored and shown in several reports as the date of the last update EVEN if only ONE investment was updated at the time. PS: I've had requests for a communications module to allow updates through a modem service (Dow Jones, Genie, etc.). To be quite honest, I don't know how to program it. I'm making an effort to learn but, so far, I haven't been able to create anything reliable (no bugs). If any of you are knowledgeable on the subject and willing to help, PLEASE contact me. As soon as I develop a module I'll release it to the registered users. PAGE 52 2.5 I N C O M E M E N U ~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Any income you receive from your investment should be entered with the income module. There are a few exceptions to this rule: 1) Interest received as part of the sale of a bond will be entered through the SOLD option. (See Ch 2, section 2.7) 2) Income (distribution) received as part of a buyout or merger is entered through the PURCHASE option. (See Ch 2, section 2.3.G) When you choose the income option from the main menu you will activate a pop-up menu with a listing of your investments. NOTE: Sold securities are listed in the pop-up menu until you use MISC option #6 "Clear for a new year" to clear the files. This is to allow you to post income received AFTER an investment has been sold. After you've select your choice, the screen will show, in the top left, a window with basic information on the selected investment. Use this to confirm that you've selected the desired investment. The top right of the screen will show information about the income history for the selected investment. If investment has NOT received income in the CURRENT year, a note will be in the window to that effect. In the lower half of the screen will be a menu with the income options. ie: Dividend, Interest, or Return of Capital. If the normal type of income is a dividend as with a stock, the "DIVIDEND..." option will be highlighted. If the normal payment is interest as with a bond, the "INTEREST..." will be highlighted. If you select interest where a dividend is expected or visa versa, a warning window will appear asking you to confirm your choice. You may confirm the switch if that's the case. PAGE 53 2.5.A DIVIDEND INCOME: (INCOME option #1) ~~~~~~~~~~~~~~~~~~~~~~ The dividend function will ask if the income is to be re- invested. A default response, "YES" or "NO", will be highlighted depending on how you responded to the "Set default response" question in the configuration menu (MISC opt #9, CONFIGURE opt #5). NOTE: If you are making a PARTIAL re-investment of the income (usually through a mutual fund), you MUST enter the dividend as TWO SEPARATE entries. Make one entry as the re-investment using the amount of the dividend that has been re-invested. The other entry should be for the cash portion of the dividend. This situation will arise if you designate a re- investment of capital gains but have the dividends paid in cash. In this situation you MUST use TWO SEPARATE entries to post the income. After you respond to the "re-invest" question, a data entry screen appears. Consider the following in completing the entry: DATE: If you enter a date that differs from the "active data year" (See Ch 2, section 2.0.E) the function will question the entry. The income function expects you to enter the current RECORD year. You may confirm your entry or have the opportunity to re-enter the date. NOTE: PM maintains a reference (record) year in the PMMEMORY.MEM file. This allows you to post entries in January (or later) of a subsequent year without being challenged. The internal reference year is reset to the calendar (computer) year when you run the "Clear for a New Year" option in the MISC menu (option 6). TAX FREE & CAPITAL GAIN: If the full amount of the payment is tax free or capital gains (or both), you may use the '+' sign to have the FULL entered payment amount enter automatically. If neither applies, press Enter (Return). It will default to $0. No. OF SHARES: If, at the start of the function, you indicated that you were re-investing, enter the number of shares here. The cost per share will be calculated. If the calculated cost per share is more than ± 25% different from the average cost per share, your input will be challenged. NOTE: If you indicated a re-investment, you may NOT enter a zero as your response. If you intend to NOT re-invest, use the ESC key to exit and start over again. If you choose to NOT re-invest the payment, the "No. of shares" input line will NOT be activated. PAGE 54 2.5.A DIVIDEND INCOME - (continued) ~~~~~~~~~~~~~~~~~~~~~~ After you've completed the "entry form" an "Updated income report" window will appear in the lower right corner. You will be asked to confirm your entries. If all is correct, press enter to confirm. If there is a mistake, a "NO" response will allow you to edit the entries OR you may cancel. If you confirm your entries AND you indicated that you did NOT re-invest the payment, you'll be asked if you want to credit the broker account (See chapter 2, section 2.0.J). SUGGESTION: I recommend you use the broker account for every monetary transaction to provide a paper trail for your funds. Enter the payment with the income option. Later, use the BROKER option to debit the broker account for the same amount (with a remark ??). Why ??? While the income report will show that you received the income, the broker report will show where it went (and it certainly does seem to go !!!!). 2.5.B INTEREST INCOME: (INCOME option #2) ~~~~~~~~~~~~~~~~~~~~~~~ Entering interest income is similar to entering dividends. Note the following differences: You will NOT be asked about re-investing the payment. SUGGESTION: If you are using my theory on "constant value investments" (See Ch 2, section 2.3.A.a) and you wish to leave the earned income with the investment such as with savings account interest, enter the payment here as a regular interest payment and credit the broker account with the amount of the income at the end of the routine. When you've finished entering the income, use the PURCHASE opt # 2 to purchase (ADD) a number of units equivalent to the amount of the payment @ $1.00 per unit and debit the broker account to pay for the purchase. You will NOT be asked to input a capital gain amount. 2.5.C RETURN OF CAPITAL DIVIDEND: (INCOME option #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ A return of capital dividend is usually tax free income that requires an adjustment to the cost basis of the stock by the amount of the dividend. Enter the dividend as you normally would. (See Ch 2, Section 2.5.A). After the entry has been completed (after "credit broker" question), you'll be asked if you want to adjust the cost basis of the investment. The amount of the adjustment will be calculated and displayed on the screen. If you answer "YES" the purchase cost will be changed by the amount indicated. PAGE 55 2.6 B R O K E R M E N U ~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Selection of "Broker" from the main menu will allow you to make a direct entry to the broker records. This feature is primarily used to enter broker interest or margin charges. It may also be used to record funds sent to, or received from, your broker. When you select "Broker", you'll have the option to debit, credit, or display a brief summary of the current balances for each account you established with the configuration program. Regardless of the method of access you'll be asked the tax implication of most transactions. The full broker report will be divided into taxable and non-taxable entries to ease the preparation of your tax returns. 2.6.A & 2.6.B DEBIT/CREDIT BROKER CASH ACCOUNT: (BROKER opt #1 & 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you indicate a debit or credit the broker account you'll be asked to select which of your accounts the transaction will affect (if you have more than one account). Use the bar menu to select the desired account. Enter the amount of the transaction. You will be asked to enter "Credit source" for credit entries and "Type expense" for debit entries. NOTE: This is should be used like a comment field. I suggest a short phrase such as "Margin interest" or "Funds deposit". This field will be shown in the reports to make them more meaningful when read in the future. You will still have the option of attaching a remark to the record. If you're posting a debit, you'll be asked if it is a tax deductible expense (yes or no). If its a credit, you'll be asked if its taxable income. Your response will be reflected in the full broker report. Enter the date of the transaction. Since most transactions will be entered after the fact, I suggest you use the actual transaction date rather than today's date. 2.6.C REVIEW BROKER ACCT BALANCE: (BROKER opt #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You may create a quick summary of your account balances. This option will show the balance in each of your established accounts and a total of all the accounts. For a full broker report, use the Report menu, option #9. PAGE 56 2.6.D BROKER ACCOUNT WITH TRANSACTIONS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Almost every transaction that involves money asks if you want to debit or credit the broker account. If you respond "Y" (Yes) or click the mouse on Yes, you'll be asked how much, where appropriate, and the amount you enter will be posted to the broker records. The amount will default to the amount of the transaction and the program will not let you enter an amount that exceeds the amount of the transaction. Of course, you may still debit or credit the broker account directly with the broker function SUGGESTION: I recommend you use the broker account for every monetary transaction to provide a paper trail for your funds. Why ??? While the income report will show that you received the income, the broker report will show where it went (and it does seem to go !!!!). Example: You receive a dividend check from a stock. Enter it with the INCOME option and credit the broker account when asked. Next use the BROKER option and debit the broker account for the same amount (with a remark ??). PAGE 57 2.7 S E L L M E N U ~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Selling your complete interest in an investment is a simple and direct entry. If you're selling part of a holding with multiple records, it gets a bit more involved. See "Partial sale of an investment" below for information on how to enter a partial sales. Select the desired investment from the pop-up menu of all your current investments. The top left of the screen will show the "Basic information" on the security and the top right window will show any "Additional info" relevant to the selected security. You will be asked to confirm your selection. If you confirm the investment selection, a window in the lower center of the screen, "Sale entry form", will request the pertinent information regarding the transaction. You'll be asked for the transaction date, the price per share, the number of shares sold, the total comm/misc paid, and any accompanying remarks. If the sale involves a bond, you'll also be asked to enter the amount of interest you received as part of the transaction. The "Sale price/shr" is entered as the GROSS amount received per unit sold. IMPORTANT NOTE: If you enter a bond sale you MUST enter the selling price in the same format as shown in financial journals. ie: Use the same format you used when you acquired the initial investment. ie. 10% of the actual price If you enter the full price per bond, the sale proceeds shown in your portfolio will show 10 times higher then the correct amount example: you sell a bond with $1,000 face value for $987.25. Enter the sale price as $98.725 per bond. This conforms to the way it's reported in the newspapers. To sell your entire holding in the selected investment, press enter (return) when ask "No UNITS SOLD:". This will default to the number of units shown at the bottom of the window which is the total of ALL the units held for the selected investment. PAGE 58 GENERAL INFORMATION - (continued) ~~~~~~~~~~~~~~~~~~~ When entering the "Comm/misc" always be sure to enter the TOTAL amount that was deducted from the gross amount of the sale. ie. Commission + tax + misc + etc. The per unit commission will be calculated and entered into the records for use in reports. If the sale involves a bond, you'll be asked to enter the amount of interest you receive in the selling transaction. See Ch 2, section 2.3.A.b (Bond interest buy or sell) for additional information. Bond interest (if any) that was paid as part of the purchase of a bond was (or should have been) entered as negative interest income. By treating it as negative income, it causes the bond in question and the total interest income to show accurate numbers for the income reports. The current IRS codes (1992) allows interest paid on a bond purchase to be used to offset the income earned on that bond. If you don't receive the bond interest until the following year, you may use the interest expense to offset other similar interest received during the current year. I suggest you check with your tax advisor for a more definitive ruling. Interest received when you sell a bond will be posted to the income records as regular interest income. NOTE: The bond interest received as part of the sale will be posted through the sell function and should NOT be entered through the regular income option to be sure it is NOT posted twice. In both cases (buy or sell) you will have the option to NOT have the interest posted as described above. This option will appear at the end of the function. PAGE 59 2.7.A SELL AN INVESTMENT (all the shares): ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you're selling your complete interest in an investment or you're selling part of an investment with a SINGLE purchase record, the transaction entry is almost complete. After the request for a remark, a "Verify sales data" window will appear in the lower right corner of the screen. You'll be asked to confirm the data shown in the window on the right in a window in the lower left of the screen. The right window will also indicate the availability of the F5 function key to show how the data was derived. SUGGESTION: You may press the F5 key at this time to see an example of how the results of the sale gain/loss was calculated using the numbers YOU just entered. If you confirm the sale, you'll be asked if you want to credit the broker account. If the numbers are incorrect, you'll have the opportunity to edit the entry or cancel with the ESC key. NOTE: Again, as I do throughout the manual, I suggest you pass most transactions through the broker account. If you're going to receive (a check) and use the proceeds, all you would have to do is issue a debit to the broker account from the broker menu to be back to the true balance. 2.7.B SELL PART OF AN INVESTMENT: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you plan to sell part of an investment with multiple records, you have considerable control over which records will be sold. Multiple records are produced when you acquire additional shares through re-invested dividends or through direct purchase after the initial purchase. The example setup: You purchased 100 shares of XYZ fund which pays a monthly dividend. The dividend is re-invested and buys 3 new shares a month. After a year you own 136 shares and decide to sell 40 shares. (don't try to figure a yield - it's an example) This investment produced 13 entries (records). The original + the 12 re-invested dividend entries. I feel one of the strong features of the program is the ability to select the shares you want to sell in a situation like the example. The sale is entered as any sale would be entered (as shown above). After the request for a remark, a "Verify sales data" window will appear in the lower right corner of the screen. The window will contain, in the first line, a suggestion that you use the F5 function key for information and an example of the sale using YOUR data. I suggest you use the F5 key to look at the example YOUR data with the current numbers. PAGE 60 2.7.B SELL PART OF AN INVESTMENT - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The "verify sales data" window ------------------------------------ 1 | SEE "F5" FOR AN EXAMPLE | 2 | BUY DATE PRICE UNITS VALUE | 3 | 01/04/92 10.000 100.000 11.000 | 4 | | 5 | #TO SELL (─┘=xxx.xxx): _________ | 6 | | 7 | REMAINING UNITS TO MARK: yyyy.yyy | -------------------------------------- xxx.xxx = Units that may be sold from current record yyy.yyy = Units still needing to be marked as sold The record shown in line three will be the first record for the security. The program will cycle through units on record until you mark a number of units equal to the number you indicated were sold. Each time you enter a number on line 5, line 3 will change to the next record and line 7 will reduce yyy.yyy by the number of units you just marked. xxx.xxx in line 5 will change to the number left to be sold (the same a line 7) - OR - all the shares shown in line 3. xxx.xxx will be which ever is smaller, shares left to mark - OR - available for sale in that record. If you do NOT want to sell any shares from the current record, enter a 0 (zero) in line 5 for the record. The program will skip to the next record. Using this selection process you may use a FIFO or LIFO method of unit sales (assuming units were acquired at intervals over a period of time). As the program steps through the shares owned (in order of acquisition), you may mark all, some, or none of the records. Marking the securities in the order acquired is not necessary. NOTE: You may select ALL or PART (up to the number you sold) of EACH record. This will allow you to determine the tax consequence of a sale (long or short term). The program will continue to loop through the records UNTIL you select enough shares to cover the number you indicated were sold. The partial sale of securities is really not so complicated. If you make a partial sale of a security with only one record, the entry steps are identical to the steps used to sell an entire holding. If the investment has multiple records, the program loops through the records allowing you to select which shares (parts) of the sold security you want to sell. PAGE 61 2.7.C THE TREATMENT OF BOND INTEREST: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you are selling a bond, the interest received as part of the sale should be entered as part of the sale entry. NOTE: Enter BOND interest received with the sale of a bond when asked on the sale entry form, NOT with the income option. This applies bond interest ONLY. If the investment being sold was coded as being a bond, an input field will be shown in the window requesting you to enter any interest paid as part of the sale process. NOTE: Be sure to enter the selling PRICE of the bond as it is shown in the financial journals. ie. A $1,000 face value bond that is sold for $1005.45 is entered with a selling price of $100.55. 2.7.D COVERING SHORT SALE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you sell a stock short (sell a stock you do not yet own), you MUST use Purchase opt #4. The entry of the transaction is very similar to the procedure followed for the purchase of a new investment but it will be coded internally as a short sale. The entry form for a short sale is identical to the entry form "Enter a new investment". I suggest you review section 2.3.A. While the short position is open, the sales report will reflect a gain of the entire amount which was received for the short sale. To cover the position, use Purchase opt #5. The security selection menu will appear but show ONLY the securities which have been sold short. If there are NO short sales active, a message window will inform you of that fact. When the selected security appears, enter the requested data. The sales report will now reflect the appropriate gain or loss. PAGE 62 2.8 M I S C E L L A N E O U S M E N U ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The miscellaneous functions allow you to perform various maintenance and record keeping functions. Each menu item will provide a one line description of its function on line 23 of the screen. Move the cursor through the menu with the arrow keys to view the descriptions. AFTER an item HAS BEEN SELECTED by placing the menu bar on the desired function and pressing Enter (or using a mouse to point and click), a help screen will be available (F1) with specific information on the selected function. 2.8.A EDIT/CHANGE/VIEW A RECORD: (MISC, option #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Use the edit options with CAUTION. They were included to allow the user to alter the basic records. When you first select the option, a "WARNING" window will appear asking if you want to continue. TIP: I STRONGLY RECOMMEND you BACKUP the data files before proceeding. TIP: I suggest you review the glossary in Ch 3, sect 3.F for an explanation of the terms used in this procedure. Many securities have multiple entries. Some fields (ie. name, acct, etc.) MUST be changed in EACH data file to be consistent for the security. If you change one of these fields in a data file, examine the other files to see if the field also needs to be changed (or was changed automatically) in that file as well. ex. If you change the account name for XYZ stock in the purchase records, be sure it is also changed in the income, sold, and broker records (if any of them are applicable). First you'll be asked which data file you want to edit. Use the arrow keys (or point & click) to select the file you want to edit. 1 - Main purchase records 2 - Dividend/interest records 3 - Security sales records 4 - Broker cash/margin account PAGE 63 2.8.A EDIT/CHANGE/VIEW A RECORD: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Next, you'll be asked to which function to use. 1 - Edit (change) a record 2 - View (no changes) records 3 - Security name change ONLY 4 - Foxpro(tm) "browse" file Use Opt #1 to alter (edit) the data in a record. If you want to examine the records WITHOUT making any changes, use opt #2. This will allow you to see the data in a record without making any changes. This is a useful feature in that it lets you locate and examine the data before you make any actual changes. If a company changes it's name, and there are NO other changes, use option #3. Option #3 is exactly the same as option A in the MISC menu. The original name change function was in the edit options (here) but users were having trouble finding it so I gave it its own position in the menu but saw no reason to delete it from the edit menu. Option #3 or MISC opt "A" will assure that the name is changed properly in all the files. NOTE: If you activated "browse" in the configuration menu, you will see a 4th choice, "Foxpro(tm) browse file". CAUTION: Do NOT use browse unless you're familiar with xbase type "browse" function. See ch 2, sect 2.8.I.l The next screen will offer a pop-up menu with a listing of the investments in the data file you selected. Move the menu bar to the desired investment and press enter (return). If the selected investment has multiple entries, you'll have an opportunity to step through each record that is part of the SELECTED security until you find the record you want to edit. Use the PgUp/PgDn keys to move through the records for the selected investment. If the investment has only one entry, it will appear on the screen ready to edit. After the security has been selected, there will be limited instructions on the screen to help you edit the record. To edit, use the arrow keys to move the bar up or down the list of fields (items). When you've high-lited the desired field, press enter. You are now (finally) ready to make a change to the record. After making the change, you will have the first of several chances to confirm the change. PAGE 64 2.8.A EDIT/CHANGE/VIEW A RECORD: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ After you enter the change to the selected record, you'll be asked if you want to make more changes to THAT record. This question refers to the information you see on the screen. You may edit other fields in the selected record if desired. When you're finished with the selected record you'll have a chance to change other records for the selected investment (if it's a multiple entry security). NOTE: If the interest amount is changed on a bond purchase or sale, the interest change will NOT be automatically entered or changed in the income records as it is when you use the regular buy/sell function. Use the regular "income" function to post the interest. NOTE: All the edit functions will be performed in a temporary file create for this purpose. At the end of the edit function (when you exit) you will have the opportunity to save or cancel the changes. BE -SURE- THE CHANGES ARE AS YOU WANT THEM. THE ORIGINAL FILES WILL BE PERMANENTLY CHANGED. !!! SUGGESTION: When you EXIT the edit option, if you made ANY changes to the records, you will be asked if you want to perform a validity test on the data files. I suggest you respond "YES" to the question to verify that any changes you made did NOT cause a problem in the format or content of the data files. TIP: The edit function is NOT bullet proof but is also NOT as complex as it may sound. Review the glossary in chapter 3 for the terms record, field, file, etc. Keep in mind that we have to zero in on the desired record and field and then make the appropriate changes before moving to another record. EVERY step of the way offers the opportunity to cancel. PAGE 65 2.8.B DELETE AN ENTRY FROM RECORDS: (MISC, option #2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Use the option with CAUTION. When you select the option, a "WARNING" window will appear asking if you want to continue. TIP: I RECOMMEND you BACKUP the data files before proceeding. Record selection is identical to selecting a record when you indicate you want to EDIT a record. I suggest you review the above (section 2.8.A) on selecting a record. First you'll be asked which data file has the record(s) you want to delete. Use the arrow keys (or point & click with a mouse) to select the appropriate file. Select the desired investment from the list. If the security has multiple entries, you WILL have the opportunity to step through each record for the selected security until you select the record(s) you want to mark for deletion. If the investment has only one entry, it will appear on the screen and ask you to confirm that it is the record you want to delete. If the selected security has multiple entries, you may use the PgUp/PgDn key to step through the records of the security. You may mark one or more records to be deleted by pressing "enter" (return) when it is on the screen. You will be asked to confirm your choice. When you indicate that you've marked all the records you want to delete, you will be asked to confirm your selections. NOTE: You'll be asked a second time to confirm the deletions. Once the data is removed (deleted), it can NOT be recovered except through the use of your backup files. SPECIAL NOTE: If you've marked a record to be deleted and then you change your mind, you should select the same record again. The function will ask if you want to "un-delete" the record. ie: If you select a deleted record, you'll be asked if you want to un-delete it. NOTE: The delete function will be performed in a temporary file created for this purpose. At the end of the delete function (when you exit) you will have the opportunity to save or cancel the deletions. BE SURE YOU HAVE DELETED ONLY THE RECORDS YOU PLANNED TO DELETE. THE MARKED RECORDS WILL BE PERMANENTLY REMOVED. !!! SUGGESTION: When you EXIT the delete function, if you removed any records, you'll be asked if you want to perform a validity test on the data files. I suggest you respond "YES" to the question to verify that any changes you made did NOT cause a problem in the format or content of the data files. (see section 2.8.C) PAGE 66 2.8.C TEST & FIX DATA &/OR MEMORY PROBLEM: (MISC, option #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ***** N O T I C E ***** PRIOR TO CONTACTING ME FOR ASSISTANCE, PLEASE RUN THE FILE TESTS AVAILABLE IN THE "MISC" MENU, OPTION #3. THIS TEST WILL RESOLVE MANY OF THE PROBLEMS THAT ARE RELATED TO DATA FILES. TIP: The file testing procedure may be used any time from the MISC menu. I suggest using it periodically to verify the data and index files are in order. You should also consider using the automatic test feature which may be activated from the configuration menu. See sect 2.8.I.m The testing function will NOT make ANY changes to the data files without YOUR consent. It will be activated automatically after the use of certain other program procedures such as backup recovery. The file test procedure performs the follow functions: 1 - Verify that all the required data files are present. 2 - Test and update the index (see glossary) files. 3 - Test totals (gross values) in the data files to be sure they're in balance when the data is interrelated across several data files. 4 - Test for the presence of a zero (0) in a field (see glossary) where a zero doesn't belong (a zero in a wrong field will cause a program crash by attempting to divide by 0). 5 - Test for proper coding needed to find an investments. 6 - Test if account names in the memory file matches the account names in data files. 7 - Test if each investment has a unique number. An explanation of the file test procedures listed above: 1 - The program uses 5 data files as follows: 1 - PMPURCH.DBF (purchased, added, or re-invested investments) 2 - PMSOLD.DBF (record of sales) 3 - PMDIV.DBF (income records - current year) 4 - PMDIVOLD.DBF (income records - past years) 5 - PMBROKER.DBF (all broker transactions) Also used is a file that stores the information you were asked to provide when you configured the program such as your name, accounts, etc. This file is named PMMEMORY.MEM. If any of these files are missing the program can't continue. NOTE: If, for any reason, you need to send me your data files to fix a problem, I will need the six files named above. 2 - The index files are used to locate data. If they are out of sequence with the data file they index, a problem will occur. All index files end with the extension ".IDX". PAGE 67 2.8.C TEST & FIX DATA &/OR MEMORY PROBLEM: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3 - A gross value of an investment is maintained in a data file. If the gross value is not accurate, some of the analytical data the program offers will not be accurate. 4 - In certain fields, a zero value would make the applicable record meaningless. It will also cause a problem if the program attempts to use it. 5 - Every investment MUST have at least one record coded with a "B" (for internal use) in the purchase records, or the program will NOT find the investment although it is still in the file. This function will test for the proper codes. 6 - Account names are stored in a memory file (PMMEMORY.MEM). Any SHORT account name in the data files that does NOT match one of the names from the memory file will NOT be found when called. This test will determine if all the short names in the records matches a name from memory. 7 - Each investment MUST have a unique ID number. If two (or more) investments share the same number, only one investment will appear when called. This option will test for dups. If a problem is encountered, a window will be activated with information about the problem and the recommended action to resolve it. If a problem is found during the file testing, I recommend you review the data to see if it can be found and resolved using the edit option. If possible, you may want to use your backup files to recover data. NOTE: In most cases, when a problem is discovered, you'll be given an opportunity to repair it. If you elect NOT to fix the problem with the programed fix, editing the data, or recovering data from your backup files, the problem WILL be noted EVERY time you run the file tests. SUGGESTION: Do NOT answer "Y" to "BACKUP DATA" question on the opening screen until you check the data. The problem usually isn't serious and may have been caused by back-up recovery, editing, deleting or tests. NOTE: The configuration module (MISC opt #9) has a feature to automatically activate the test every time the program is started. This is a good feature but it will cause the program to load slower depending on the speed of your CPU. See ch 2, sect 2.8.I.m. NOTE: If you've recovered backup(s), edited data, or deleted a record, it's a good idea to run the validity tests. Data from the memory (see glossary) file will (probably) NOT agree with the records but this is NOT a problem as it will be fixed when you run the file test routine. PAGE 68 2.8.D BACK DATA TO A BACKUP DRIVE: (MISC, option #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The configuration program (MISC option # 9), has a feature (option #6) which allows you to select a drive to be used for your backups. Although generally a floppy drive should be selected, you may designate any drive you desire. I recommend using a floppy drive - OR - a drive with removable media (tape drive ???). The backup option will transfer the memory (PMMEMORY.MEM) and the five data files (xxxxxxxx.DBF) to the backup drive you designated in the configuration routine. Before creating a backup be SURE the data you will transfer is OK. ie: Run a file test (MISC option #3) on the data. (See section 2.8.C) Insert the backup disk into the indicated drive and then press enter. As with all functions, you will have the chance to confirm your choice. The function will test to see if the drive door is closed and if there is sufficient space available on the diskette to hold ALL the data files. NOTE: The backup feature will NOT split files or allow for changing disks. ie: There must be enough room for ALL the files to transfer. WARNING: Check to be SURE you do NOT have a write protect tab on the floppy diskette. If you do, you will get the famous DOS "abort, retry, fail" problem message. You may be able to remove the write protect and continue using "retry", however, testing has shown that this is NOT assured 100% of the time. The results are UNPREDICTABLE !!!!!!!!! The program will overwrite the previous backups on the disk with the current files. SUGGESTION: I recommend you maintain at least two sets of backups and rotate them each time you backup to a floppy disk. If you transfer bad data to one set you will still have the previous set from which you may recover valid data. NOTE: You may change the designated backup drive any time from the configuration program. PAGE 69 2.8.E DATA FROM OTHER YEARS: (MISC, option #5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ NOTE: This function will only work if you have saved data from past years as part of the "Clear files for a new year" option (MISC menu, opt #6). The ability to restore data from past years is available for REGISTERED users only. Why ?? If you've been using Portfolio Manager long enough to accumulate more than the current years data, I feel you SHOULD be a "REGISTERED USER". When you execute the "Clear files for a new year" option in the MISC menu (opt #6), you will be asked if you would like to preserve the data for the current year BEFORE the files are cleared for the new year. Portfolio Manager has the ability to preserve the current year's data in special files prior to clearing the data for a new year. These files may be restored by using MISC opt #5 If restored, the data may be used as if it were the current data. You may produce reports, enter data, etc. When done, you may retrieve the current data for the active year. If you have just registered the program and you have data files from a previous year you may convert the files for use with the program by using DOS. From DOS do the following: 1. Change to the disk containing the data you want to access. ie: the past data files. This should be a floppy or a different dir from the directory containing PM. 2. Enter the following commands: (xx = year) COPY PMPURCH.DBF 19xxPUR.DBF COPY PMBROKER.DBF 19xxBKR.DBF COPY PMDIV.DBF 19xxDIV.DBF COPY PMDIVOLD.DBF 19xxOLD.DBF COPY PMSOLD.DBF 19xxSLD.DBF COPY PMMEMORY.MEM 19xxMEM.MEM 3. Copy the newly created files to the same directory where you have installed PM. WARNING: This procedure will NOT work on data files for ANY version PRIOR to 4.0. If you have the need to convert earlier (prior to ver 4.0) data files, you will HAVE TO CONTACT ME. Each case is unique and therefore I can NOT distribute a pre-written module for the conversion. The program can now load the past year data if you find a need to do so. You MUST still be a "REGISTERED" user for the program to load the data files even if they exist in the directory. PAGE 70 2.8.E DATA FROM OTHER YEARS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ SPECIAL NOTE: The wording of MISC, option #5 will change depending on the status of the past data. If the current year is active, the option will read "Retrieve data from past year" and will perform that function. If data from a past year is active, the option will read "Restore data for current year". ie: The same option (MISC, opt #5) is use to retrieve AND restore data from different years. The menu item changes depending on the circumstance. 2.8.E.a RETRIEVE DATA FROM PAST YEAR: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This module will allow you to retrieve data from past years IF you elected to save the data when you did the EOY clearing for the year in question. Your PM directory will contain 5 data files and one memory (see glossary) file. Each will start with the year in question and have the extension ".DBF" (5) or ".MEM" (1). ex. 1991PUR.DBF 1991MEM.MEM SUGGESTION: I STRONGLY recommend you create a backup of the CURRENT data to a FLOPPY DISK BEFORE proceeding with the function. Use MISC, opt #4 to create the backup. The retrieval function operates as follows: 1. You'll have the option to create backup data files with the ".HLD" extension (same as during the program start). See ch 2, section 2.0.D. 2. You will be asked to enter the desired year (ie. 1991). The function will verify that the files are in the directory before continuing. 3. The requested year will be loaded into active data work files IF data files for the requested year are available. 4. A file called "pastyear.mem" is created to tell the program the data is NOT for the current year. This file will block certain backup functions to prevent you from overwriting current data contained in the ".HLD" files. You may now use the data AS IF it were the data for the current year. You may change data, generate reports, or anything else the program normally does. PAGE 71 2.8.E.b RESTORE DATA FOR CURRENT YEAR: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ When you have completed your work with the past year, you MUST select the PAST YEAR option (MISC opt #5) again to retrieve the current year's data. If you made changes you want to PRESERVE, use MISC option #4 to create a backup (to a floppy disk) of the changes. I suggest you copy the changes to the disk where you keep the data for that year. Any changes will also be reflected in the data files for the selected year that are stored in your PM directory -IF- you choose the save option during the recovery process for the current year. WARNING: DO NOT COPY DATA CHANGES TO THE DISK WHERE YOU'VE BACKED THE CURRENT DATA. YOU MAY OVERWRITE IT. ALWAYS BE AWARE OF WHICH FILES BELONG ON WHICH DISKS. NOTE: You can NOT go from one past year to another. You MUST FIRST restore the current year. You may then use the function as before to retrieve another year. SPECIAL NOTE: If you encounter a situation where the program is telling you the data is NOT current (ie. past data active), BUT you're SURE you have CURRENT data loaded, do the following. 1. Exit the program to DOS 2. Change to the PM directory 3. Erase PASTYEAR.MEM. PM looks for the existence of this file to determine if the data is from the past. PAGE 72 2.8.F CLEAR FILES FOR A NEW YEAR: (MISC, option #6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The year end clearing is straight forward, but you MUST take the following into consideration before using the procedure. When used, the function will clear all sales and broker records. All the income records from the previous year will be transferred to an income history file (PMDIVOLD.DBF). All reference to investments that were sold during the previous year will be removed. To use the feature, select option #5 from the MISC menu and press Enter (return). You'll be asked to confirm the selection twice due to the importance of using this feature with care. WARNING: Do NOT post any information for a New year until AFTER you've cleared the previous year. If you've entered data for the new year, you MUST re-enter the data AFTER you have run the EOY clearing function. WARNING: Do NOT use EOY function UNTIL you've posted ALL transactions for the previous year and you have produced ALL the reports you need or desire. Do NOT continue the function if you have not made a backup to a floppy disk of the data files. NOTE: I STRONGLY recommend you wait until you've received ALL your 1099's for the past year and compared them to your records. If there's a difference you may want to change your data to conform to the 1099's. ============================================== The following is available to "REGISTERED" users ONLY. The module is offered as an incentive to register. Why you ask !!! I feel if you've used the program long enough to warrant saving data over the course of several years, you should register. Portfolio Manager has the ability to preserve the current year's data in special files PRIOR to clearing the data for a new year. These files may be restored by using MISC opt # 5. If restored, the data may be used as if it were the current data. You may produce reports, enter data, etc. When done, you may retrieve the current data for the active year. If you have just registered the program and you have data files from a previous year you may convert the files for use with the program by using DOS. From DOS do the following: 1. Change to the disk containing the data you want to access. ie. the past data files. This should be a floppy or a different dir from the directory containing PM. PAGE 73 2.8.F CLEAR FILES FOR A NEW YEAR: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2. Enter the following commands: (xx = year) COPY PMPURCH.DBF 19xxPUR.DBF COPY PMBROKER.DBF 19xxBKR.DBF COPY PMDIV.DBF 19xxDIV.DBF COPY PMDIVOLD.DBF 19xxOLD.DBF COPY PMSOLD.DBF 19xxSLD.DBF COPY PMMEMORY.MEM 19xxMEM.MEM 3. Copy the newly created files to the same directory where you have installed PM. WARNING: This procedure will NOT work on data files for ANY version PRIOR to 4.0. If you have the need to convert earlier (prior to ver 4.0) data files, you will HAVE TO CONTACT ME. Each case is unique and therefore I can NOT distribute a pre-written module for the conversion. The program can now load the past year data if you find a need to do so. You MUST still be a REGISTERED user for the program to load the data files even if they exist in the directory. 2.8.G RECOVER BACK-UPS: (MISC, option #7) ~~~~~~~~~~~~~~~~~~~~~~~~ MISC, option #4 will allow you to create a backup of your data files to a disk drive designated by you in the configuration program; usually a floppy disk drive. See ch 2, sect 2.8.D. This feature will allow the recovery of the backup data in several different ways. NOTE: Generally you should recover backup data ONLY when all else fails. If you can resolve the problem with file test, edit, or delete you will probably be better off. I shall assume you want to recover data because there is a problem with the active data. If the problem is because you JUST made a mistake with several entries, then certainly backup recovery is the correct decision. If, however, you are initiating the recovery because you suspect a data problem, you should be sure in your own mind that the backups do not contain the same or worse problems. SUGGESTION: Before recovering data from your regular backup disk, use a different disk to make a temporary backup of the current data. If there is a problem with your regular backup files, at least you will still be able to go back to square one. PAGE 74 2.8.G.a FROM B/U MADE ON START-UP: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you answered "Y" to the backup question on the opening screen, you'll have created six data files with the extension ".HLD" in the same directory from which you're running PM. This option will replace the regular data files with the data in the ".HLD" files. The hold (".HLD") files are as follows: PMPURCH.DBF = PMPURCH.HLD PMBROKER.DBF = PMBROKER.HLD PMDIV.DBF = PMDIV.HLD PMSOLD.DBF = PMSOLD.HLD PMDIVOLD.DBF = PMDIVOLD.HLD PMMEMORY.MEM = PMMEMORY.HLD CAUTION: If you backed your data during the program start and then discovered the data is corrupt, your ".HLD" files will contain the same problem. NOTE: Option #4 in the EXIT menu will perform EXACTLY the same function as this option. See Ch 2, sect 2.1.D. 2.8.G.b FROM YOUR B/U DATA DISK: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This option will transfer ALL the files from your backup data disk and replace the active data files in the PM directory with these B/U files. If you use a rotating backup system, be sure you're using the latest and/or safest data for your replacement data. This routine will replace ALL data files with the backup data. 2.8.G.c SELECT ONE FILE FROM B/U: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you know which file was damaged or has bad data, this option will allow you to replace a single selected file. Selecting this option will present a list of all the data files along with a brief description of the file. Use the arrow keys or point and click with the mouse to select the desired file from the backup disk. Consider when choosing this option that some files interrelate with other files when compiling data or reports. If you're not sure, its best to replace ALL the files. This option is mostly for catastrophic failure of data. PAGE 75 2.8.H ADD/DELETE/RENAME AN ACCOUNT: (MISC, option #8) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature allows you to make certain changes to the account names you've assigned to maintain a record keeping separation of your investment portfolio. You may add or create new names, change existing names, delete an account or move investments from one account to another. This feature should be used with a bit of caution !!!!!! An explanation of how the program searches for report data may give you some thoughts on how to use the feature and where the problem might be if data APPEARS to be lost after you've used this option. ABOUT THE ACCOUNT NAMES: (how the program searches for data) ~~~~~~~~~~~~~~~~~~~~~~~~ The long name you assigned is ONLY used to make the account more readable in the report headings, etc. and doesn't really matter for the following discussion. In other words - the long name of your account is for YOUR use, NOT the program's. The short name (2 or 3 letter) is used as an important key in locating securities when they are searched for as part of an account group. The short name YOU assigned (or, in the case of a retirement account, was assigned by the program) is stored in two locations. One is in the memory variable file ("pmmemory.mem") and the other is as a part of the record for each investment. This applies even if you use only ONE account. Any time data is requested (usually for reports) and the data is to be grouped by accounts, the program will search for the data based on the short account name you've assigned. First the program will look in the memory file for the name and use the SHORT NAME it finds in the memory file to search the data files (".DBF") for the requested account. NOTE: Here is where a problem can arise. If the short name has been changed in the memory file, PMMEMORY.MEM, but NOT in the data files, the program will NOT find the data for the requested account although the data is still in the records. The file testing, however, will find AND correct this problem. WARNING: If you attempt to change the name through the configuration program (MISC opt #9, sub #3), the situation described above WILL probably occur, hence the warning if you select the option from configure AFTER the initial use of the configuration program. ie: After you initially assign your account names use option #8 in the MISC menu to protect against any conflict in account names. This option will test for the account names for validity. PAGE 76 2.8.H.a CREATE A NEW ACCOUNT: (MISC opt #8, sub #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To CREATE a new account, enter the new long and short names. If the account will be a retirement type account (IRA, 401K, etc.), the short name will be assigned automatically if the account is created in the configuration program. If the new account is created in the MISC program you will see a message window on the screen on how to assign the short name in this type of account. (the message reads) If the new account is to be an IRA, 401K, etc. type acct, the short name MUST be in the form IRx, where x is the next sequ- encial number of the number of retirement accounts you have. ie. IR1, IR2, IR3, etc. In a retirement type account the short name is used to key several reports for tax free status. The program will test the first two letters of the name to determine if the account should be treated as a retirement account. 2.8.H.b DELETE EXISTING ACCOUNT: (MISC opt #8, sub #2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To DELETE an account, the account MUST be EMPTY. The program will check all the data files before deleting. If ANY records are found in the account you'll be notified and the program will NOT allow you to delete it. The best time to delete an account is immediately after the "YEAR END" processing or after you transfer the records from one account to another (see below). If you created an account you didn't need, DELETE will remove it from the records. 2.8.H.c RENAME EXISTING ACCOUNT: (MISC opt #8, sub #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To RENAME an account select the name to be changed from the list of existing names and then enter the new name. This is one of the key areas of protection referred to in the warning above. If changes are made with the configuration program rather than with MISC option #8 a problem could occur. When you rename an account with MISC opt #8, after confirming your choice, the program will search ALL the data files and change the name at each occurrence. PAGE 77 2.8.H.d TRANSFER AN ACCOUNT: (MISC opt #8, sub #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Use the TRANSFER option to move ALL records from one EXISTING account to another EXISTING account. SUGGESTION: If you need to move one or two securities from one account to another, I suggest you use the edit option, MISC opt #1. Be SURE you change all the records for the designated investment. A menu of the existing accounts will be shown in a window on the left. You will be asked to select which account you want to transfer FROM. After you select the FROM account, the function will ask you to select the destination (TO) account. A window on the right will display the FROM and TO accounts and ask you to confirm the transfer. Use this function with CAUTION: Once completed, the records in the sending account WILL be mixed with records in receiving account. The process can NOT be reversed (except with your back-ups). NOTE: The account name of sending acct will NOT be removed, but the account will be empty. NOW would be a good time to use the DELETE an account function !! SUGGESTION: I strongly suggest making a BACKUP of your files before proceeding. As soon as you complete the changes, go to the report menu and generate a couple of reports to the screen. This is where a problem will be evident if one was created. PAGE 78 2.8.I CONFIGURE PORTFOLIO MANAGER: (MISC option #9) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The configuration program may be used any time you wish to change the defaults or the way you use the features of the program. NOTICE: The first time the program is started by a NEW user * OR * a "REGISTERED" user after receiving a new update, the configuration menu should be activated automatically. If this is not the case you may call the configuration menu through MISC opt #9. The automatic call feature was designed to make it easier for a NEW user to get started. If you're a previously registered user, the automatic call of the configuration program is to activate new features in the updated version. You may change ANY or ALL of the user set options to meet your requirements. You may experiment with different color combinations or block the printing of empty reports. If Congress changes the capital gain holding period, this is where the new period should be entered. You can reset the automatic numlock feature or change the name you want to appear on reports. Automatic data testing may be activated from the configuration menu. You may exit any individual menu item in the configuration menu with the ESC key. If you use the ESC key to exit the main configuration program, and IF you've changed any user set options, you'll be asked if you want to save the changes. When you select option G (Exit...) you'll be shown all your choices and asked to confirm any changes you may have made. If you answer "N" to the "Save the changes" question, you'll be shown all the current settings and asked if you want to EDIT the changes. A "Y" response will return you to the configuration menu while a "N" response will cause the program to retain the original user set options and return to the main program menu. If you've made any changes, exiting the configuration module will cause Portfolio Manager to be re-started. This is to allow the changes you made become effective. NOTE: If you change your mind on an option, just re-select the item from the menu and enter your preference. SPECIAL NOTE: Each item, when selected, will display the applicable instructions for the selected item. If you want to explore an item, just select it. You may use ESC or accept the default response to return to the configuration menu. PAGE 79 2.8.I CONFIGURE PORTFOLIO MANAGER: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ NOTE: The automatic call feature WILL remain set UNTIL you CHANGE AT LEAST ONE ITEM in the configuration menu AND SAVE the change. I assume all user will change the name (unless your name really is "I.C. Wealth"). Registered users upgrading from an earlier version SHOULD use the color selection option as it will reset the version number on the opening screen. You may re- select the same color to meet this requirement. THE FOLLOWING IS AN EXPLANATION OF THE CONFIGURATION MENU ITEMS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2.8.I.a STEP THRU 2 TO E BELOW: (MISC opt #9, sub #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you're a new user, you may find it easier to use menu option #1 "Step thru 2 to E below" (all the options). If you select option #1, the configuration program will execute each menu option in sequence with the exception of the last item (Clear all data files). As each user defined option is called, the instructions for that feature will appear on the screen. In each case a default response will be indicated. The default response is highlighted. If you press enter or click with the mouse, the program will accept the indicated default response. 2.8.I.b COLOR SELECTION MENU: (MISC opt #9, sub #2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program may be use with ANY monitor. If you have a color monitor, you may choose from eight color patterns. A black & white or monochrome monitor will allow you two options, black on white OR white on black (I prefer white on black). After you select a color from the color menu, a demonstration screen will be activated to ask if the colors are OK. A "NO" response will return you to the color menu. With some computers, it has been reported that the colors are reversed upon a return to the menu. If this occurs, select another color and you'll find that the problem has been corrected. TIP: If you're using a mouse to select a color combination, put the cursor on the desired option in the COLOR MENU, NOT on the small color sample window on the screen. NOTE: All users should use this option EVEN if you want to maintain the existing colors. The reason is that the feature will reset the opening screen presentation. If you're newly registered, the registration solicitation will be removed. If you were already registered, the version number on the opening screen will be updated. PAGE 80 2.8.I.c DEFINED YOUR ACCOUNTS: (MISC opt #9, sub #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This option is for NEW USERS to establish the accounts you may want to use to separate your portfolio into logical sub- divisions. Do not confuse the concept of separate accounts with separate portfolios. The idea is to take your regular investment portfolio and separate them into logical divisions for record keeping purposes ONLY. This does NOT suggest the necessity of separate brokers, funds, etc. I am also NOT suggested that investments in mutual funds be separated by the mutual fund "families" (unless it happens to coincide with some other division you want to make). ex. You own several funds in the Franklin group and several funds in the Oppenheimer group. I am NOT implying that you should put each group in a separate account. NOTE: Do NOT confuse separate accounts with separate portfolios. Portfolio Manager has the ability to manage an unlimited number of investment portfolios for those having the need (brokers, advisors, counselors, etc.). This module sold separately and is available to REGISTERED USERS ONLY for an additional $50.00. The MPM module is NOT required for the normal use of the program by individuals. It may be a useful feature for those who maintain portfolios for others. See chapter 2, section 2.1.G. If you've been using the program and have investments entered into some of the accounts you've already established, I suggest you do NOT use this function. When you first select the option, a warning window will appear if you've already established accts. WARNING: To change or delete YOUR established accounts, I STRONGLY suggest using MISC opt #8. It WILL protect against problems in locating YOUR investments in the account records. See Ch 2, sect 2.8.H.b & 2.8.H.c Portfolio Manager can handle from 1 to 5 accounts in a single portfolio. It was designed to track investments designated for a SPECIAL purpose from within your portfolio. You may want to separate an IRA from your other investments. Investments for the education of your children may deserve a separate account. You may want to maintain a separate records for your spouse (a separate IRA ??). How about an account for investments thru or for your business or employer. When you first select the option, you'll be asked how many accounts you wish to establish. You may enter a number from 1 to 5. You MUST have at least 1 account. PAGE 81 2.8.I.c DEFINED YOUR ACCOUNTS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ After you respond to the number of accounts you would like to establish, you will be asked if ANY of the accounts will be a retirement type account such as an IRA, 401K, etc. If you respond "Y"es to the question, the next step, which will ask you to name the accounts, will also ask if the account will be a tax deferred account. If the account is to be a retirement account, answer "Y"es. NOTE: Each account you establish will have two names, a short name (3 letters max) and a long name (14 ltrs max). See Ch 2, sect 2.8.H (Add/Delete/Rename an acct) for a explanation of account names and how they are used. If the account is a retirement type, the short name will be assigned by the program. If it isn't a retirement type, you'll be asked to supply a short name (3 letter max). The next step will ask you for the long (14 letter) name for your account. WARNING: Each account MUST have a name EVEN IF YOU HAVE ONLY ONE ACCOUNT. Default names for both names (long and short) are shown on the screen. If you want to accept the default name, press enter. The program will repeat the above steps to name an account for the number of accounts you indicated you wished to establish when asked how many accounts. 2.8.I.d ENTER/CHANGE USER NAME: (MISC opt #9, sub #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Enter a name as you would like it to appear in the main menu and on reports the program will generate. Limit is 25 chars. ex. I. C. Wealth ex. John and Mary Smith 2.8.I.e SET A DEFAULT RESPONSE: (MISC opt #9, sub #5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program uses default answers throughout the package. This is shown by the highlighted option when a response is required. The default is selected by pressing "ENTER" (return) or by entering 1st letter of the option. If you're using a mouse, you may point and click on the default. One of the default options should be set by you, the user. When you enter income to the records through the INCOME option in the main menu, you'll be asked if the income is to be re- invested. This is a Yes/No question and you should set the default response (ie, Yes or No) with this option. You, of course, must determine which response is most applicable. PAGE 82 2.8.I.f ASSIGN A BACKUP DRIVE: (MISC opt #9, sub #6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program has a feature which will allow you to backup (or recover) the data files to (from) ANOTHER disk drive. If you done any reading in this manual, you'll know by now that I'm a strong advocate of frequent backups. In this procedure you may select the drive which will be used for the BACKUP files. (I suggest using a FLOPPY disk drive). See Chapter 2, sections 2.8.D and 2.8.G 2.8.I.g NUMLOCK ON/OFF- NUMERIC: (MISC opt #9, sub #7) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature is MOSTLY for those who do NOT have a 101 key keyboard. This would apply to some older keyboards and to most portable computers. Portfolio Manager uses numeric and arrow input extensively. This feature was designed to switch between numbers and arrows automatically on the numeric keypad when appropriate. ie. switch NUMLOCK on & off automatically 2.8.I.h SET MOUSE SENSITIVITY: (MISC opt #9, sub #8) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you use a mouse, you may use this feature to set the sensitivity of your mouse controller to any speed from very slow to very fast. A window on the screen will display numbers from 1 to 10. 1 is the slowest setting while 10 is the fastest. The default number will be highlighted. Feel free to experiment with the different settings. Use the arrow keys (or your mouse) to select the desired setting. 2.8.I.i PRINTER SELECTION: (MISC opt #9, sub #9) ~~~~~~~~~~~~~~~~~~~~~~~~~~~ This is a new feature with this release of Portfolio Manager. Laser printers do not allow the same number of lines per page as do standard (non laser) printers. As a result the pagination of some reports may not be correct if this feature is not set to ON. If you're using a laser printer, respond "Y"es to the question that asks if you are using a laser printer. If you use a laser printer and set the feature at NO, you'll find the reports may eject blank pages or continue the report on the next page without proper headings. TIP: If you're having a problem with the pagination of your reports, and you aren't using a laser printer you might try setting this feature to "ON" (YES) anyway to see if that will correct the problem. PAGE 83 2.8.I.j DEFINE REPORT CONTENTS: (MISC opt #9, sub #A) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature will determine if a report should be displayed or printed depending on the contents of the report. You may set the option to show ONLY those reports that have data (information) to display/print. The feature will ask if you want to display/print a report even if it will be empty. If you respond "Y"es, a requested report will be shown even if it does not contain any useful information. For example: If you have entered a number of investments, but haven't sold any of them yet - if you answer "NO", the "SOLD" report will NOT display or print. In other words; do NOT produce a report if there's nothing to report. 2.8.I.k SET CAP GAINS PERIOD: (MISC opt #9, sub #B) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Periodically Congress, in its infinite wisdom, changes the holding period for LONG TERM capital gains. This feature allows you to set the current period. Be sure to enter the time period in DAYS, not months or years. The holding period you enter will be used primarily to separate the sales report and tax reporting forms into long and short term gains/losses. Like ALL configuration features, this variable may always be changed by selecting CONFIGURE from the MISC menu. 2.8.I.l SET THE BROWSE COMMAND: (MISC opt #9, sub #C) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ FOXPRO'S(tm) BROWSE COMMAND: If you do not already know what "BROWSE" is, you should NOT activate this feature. The "BROWSE" command will allow direct access to the raw data files. This means that, when chosen, the selected database will appear on the screen as raw data. There will be no protection for any changes you may make. The results of any changes are unpredictable. It could range from loosing records (don't appear where they should) to making the program crash due to a conflict in data types. PAGE 84 2.8.I.l SET THE BROWSE COMMAND: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you elect to activate the BROWSE command, be sure you have a backup before you use it and test all the reports thoroughly before continuing. If activated, the browse command will be option #4 under MISC menu, option #1 (edit). Unless you are comfortable using the BROWSE command in a dBASE or FOXPRO environment, answer "N" when asked if you want to activate it. WARNING: If the browse feature is used improperly, it MAY render your data files UNUSABLE. 2.8.I.m AUTOMATIC DATA TESTING: (MISC opt #9, sub #D) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program has a module to test the data files. It may be set to run the test automatically. When the tests are run will depend on which option you chose for the activation of the feature. The four available options are: 1 - Run tests on program start ** AND ** on exit 2 - Activate auto tests on program START only 3 - Activate auto tests on program EXIT only 4 - Do NOT activate ANY automatic file tests When the test is activated, either through one of the automatic options listed above - OR - selection from the MISC menu, option #3, it will take 3 to 20 seconds to complete depending on the CPU (Central Processor Unit - 8088, 286, 386, 486, etc.) in your computer. SUGGESTION: I recommend you activate the automatic test on the program start. The tests are executed BEFORE you are asked if you want to backup the data files to hold files (".HLD") on the opening screen. If there is a residual problem from the last time you used PM, the problem will be reported prior to contaminating the backup files. This will allow you to trace the problem or recover the backups. I recommend you review Chapter 2, section 2.8.C for a complete explanation on file testing and Ch 2, section 2.8.G for infor- mation on recovering backup files. PAGE 85 2.8.I.n SET EXTRA HELP SCREENS: (MISC opt #9, sub #E) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ I feel most of the program is intuitive, however, there are some areas that does require some additional information or an explanation. At these features a help screen or a suggestion to see a help screen (use F1) may appear. As you become familiar with the program, you may find these screens annoying. This feature will allow you to activate or deactivate the automatic pop-up help feature. If you respond NO to the "Allow auto help screens & suggestions to appear", these help tips and suggestions will NOT appear. SUGGESTION: Leave the auto help feature active until you are familiar with the program. Most of the tips and help screens are in the seldom used areas of the program. Normal help will still be available with the F1 key REGARDLESS of the setting of this option. 2.8.I.o CLEAR ALL DATA FILES: (MISC opt #9, sub #F) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ WARNING: Use of this option will remove ALL data from the data files. It will re-set all the memory variables. The files will appear the same as the first time you started the program. You will have to re-enter your name, accounts, color settings, etc. The option was included to allow you to remove practice (test) data or start your records again if you're not satisfied with the initial way you started your records. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ | WARNING WARNING WARNING WARNING | | | | DO NOT USE THIS OPTION UNLESS YOU WANT TO REMOVE | | ALL DATA YOU HAVE ENTERED AND RESET ALL VARIABLES | | TO THE WAY THEY WERE ON THE DISTRIBUTION DISK. | ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The "Clear... " feature is useful under certain circumstances. For instance you may have entered some practice data to get a feel for the program when you first received it. You may have started to set up accounts and enter data then decided to do things differently. Perhaps you entered some investments and then discovered that you entered then wrong. As usual, before you use this feature, I suggest you make a backup of the data files just in case you change your mind. WARNING: Do NOT confuse "Clear the data files" with "Clear files for a New Year" (MISC opt #6). The "Clear..." feature changes only selected files necessary to begin a new record keeping year. PAGE 86 2.8.I.o CLEAR ALL DATA FILES: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Once you clear the data files, you will have to enter all the basics such as your name, the acct names you wish to use, the color settings, etc. The data files will be completely empty. 2.8.J CHANGE NAME OF AN INVESTMENT: (MISC, option #A) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This function may be called from either the EDIT sub-menu OR from the MISC menu, Option A. Either way, the program performs the identical function. The original name change routine was in the edit option, but users were having trouble finding it so I moved it to the MISC menu but saw no reason to delete it from the edit menu. Option #3 of the EDIT menu OR MISC opt "A" will assure that the name is changed properly in all the files. Several items appear in all the data files. The name of an investment is one of them. If a company changes its name or is merged into another company you will want to reflect that change in the data files. You could go through all the files and change the name manually at each occurrence, but that could be tedious if you've had the investment for a while and have created multiple entries for it. This routine was designed to find each occurrence the old name and replace it with the new. It will go through all the data files (5) and update the indexes as well. If you made a mistake, do the routine again and make the correction. ie. You need only change the name again (back to the original ???). NOTE: If you've entered a security name but are having a problem distinguishing it from other investments with a similar name, you might consider using this routine to change the name to a more unique or meaningful name for your own use. PAGE 87 2.9 B O N U S M E N U ~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The bonus programs are offered as an incentive to register. The unregistered version does not include the bonus programs, however, the absence of the bonus modules does NOT limit or restrict the program in the performance of its primary functions. In option # 3 (financial calculations) and option # 4 (loan computations), after you make the initial entries for the desired function, you may redo the calculation using YOUR entries as the default variables in the next calculation. You may then vary one (or more) of the variables to determine the effect on the overall situation. For example: You borrow $10,000 at 10% for 10 years. How much is the monthly payment ?? After the program calculates the result ($132.15), it will ask if you want to redo the problem and change one (or more) of the variables. If you respond "Y"es, the program will accept the original numbers as the starting default and you only have to change the desired variable. Maybe check the payment if it were a 5 year loan ($212.47). 2.9.A CALCULATOR PROGRAM: (BONUS, option # 1) ~~~~~~~~~~~~~~~~~~~~~~~~~~ The CALCULATOR functions as a normal basic calculator. It may be ACTIVATED from within ANY Portfolio Manager operation. The calculator may be activated by selecting option # 1 from the BONUS menu - OR - pressing the "F2" key on the function key pad. If the calculator is called while the program is awaiting numeric input, the results of the calculators will be returned to the calling program. You will have the option to accept or change the number in the input field. For example: You're entering a dividend and the program is waiting for you to enter the amount of the dividend. Your dividend statement contains three entries for the dividend (reg div, long term capital gain, and a short term capital gain). To combine them for the "Amount of dividend" entry, use the "F2" key to activate the calculator and add the three amounts. When you exit the calculator, you will be returned to the same place in the program where you were when you pressed the "F2" key. The result of the calculator computation will appear in the input window. If you want to accept the number, press Enter (return). PAGE 88 2.9.B CALENDAR PROGRAM: (BONUS, option # 2) ~~~~~~~~~~~~~~~~~~~~~~~~ The CALENDAR displays a month at a time. You may project forward or backward in months or years. I find the program helpful in checking on the expiration dates of options and/or commodities. You may want to determine if an expected payment date will fall on a weekend this month. This program won't revolutionize the computer world, but, if you need a date/day in the past or future, it will save you from searching paper calendars. 2.9.C FINANCIAL CALCULATIONS: (BONUS, option # 3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This module is a collection of fourteen assorted financial calculations that MAY aid you in making investment decisions. The function will calculate the following. Present value of a bond Yield to maturity of a bond Net present value of investment cash flows Interest earned between two dates Internal rate of return on cash flow Future value of one time investment Future value of reg deposit (annuity) Reg dep req'd for desired future value Withdrawal for future value of $0.00 Single inv now for definite future value Nominal interest earned on investment Minimum investment required for income Net cost of discounted notes/paper Present value of a future amount 2.9.D LOAN COMPUTATIONS: (BONUS, option # 4) ~~~~~~~~~~~~~~~~~~~~~~~~~ This module is very helpful in evaluating loans. If you're considering borrowing money, you might want to use this module to compare all the possible variables such as term, interest rate, and repayment options. The following loan computations are available: Amount of regular loan payment Find the principal amount on a loan Principal on loan after 'x' paym'ts Interest rate paid on a loan Time required to repay a loan Amount of balloon payment on a loan Amortization schedule (print/screen) There are four basic parts to a loan computation (principal, rate, term, and payment amount). In most of the above, if you provide 3 variables, the fourth will be calculated for you. You may then vary one (or more) of the 3 variables using your input as the starting defaults to determine the effect on the computations. See the example under 2.9 (general information). PAGE 89 CHAPTER 3: - THE OTHER STUFF ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3.A L E G A L C O N S I D E R A T I O N S ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Definitions: PM and Portfolio Manager shall be used interchangeably SSI and Shane Software shall be used interchangeably 3.A.a DISCLAIMER - AGREEMENT ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Users of the Portfolio Manager must accept this disclaimer of warranty: "Portfolio Manager is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of Portfolio Manager." Portfolio Manager is a copyrighted program protected by both U.S. and international copyright law. If you obtained the program from a shareware disk vendor, an on-line computer service or bulletin board, a friend or colleague, or other similar sources, you have an UNREGISTERED version of PM. A REGISTERED version of Portfolio Manager is a copy which was purchased directly from Shane Software International OR an authorized representative of SSI. It is evidenced by a disk with a label bearing a serial number and the word "registered". 3.A.b LIMITED WARRANTY: ~~~~~~~~~~~~~~~~~~~~~~~~ Shane Software International warrants to owner of a registered copy of Portfolio Manager that the software will operate in accordance with the description given in the documentation, and that the disk(s) will be free of physical defects which might interfere with normal use. For a period of 90 days from the date of your purchase of Portfolio Manager, SSI will, subject to the restrictions above and below, repair or replace any defective item, or refund the purchase price of any diskette and/or any other parts or components of Portfolio Manager found to be defective, IF such defect is the fault of SSI and not the result of misuse or abuse. Such a refund, repair, or replacement shall be your sole remedy for any defects, program error(s), or documentation error(s). In no event shall Shane Software International be responsible for any other costs or damages whatsoever due to errors in usage or your failure to read, understand, or follow instructions in the documentation. SHANE SOFTWARE INTERNATIONAL MAKES NO OTHER WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING WITHOUT LIMITATION THE WARRANTIES OF MERCHANTABILITY AND OF FITNESS FOR A PARTICULAR PURPOSE. SHANE SOFTWARE INTERNATIONAL WARRANTY IS EXPRESSLY LIMITED TO THE COST OF REPLACEMENT OF ANY DEFECTIVE DISK(S). PAGE 90 3.B L I C E N S E A G R E E M E N T ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And, because the overhead is low, prices are low. It's only through your honest support that this and other shareware programs can be offered at low costs. PM, Version 4.3 and above, will usually be distributed on three 5.25 diskettes. Disk 2 and disk 3 are identical for the registered and evaluation copies of PM. The label on disk 1 provides the distinction between a registered copy and the evaluation copy. Unregistered "evaluation" copies of PM are distributed to allow you to try the program before you pay for it. The unregistered shareware version of the program may be used free of charge for an evaluation period of up to 30 days. If you decide you like PM and want to continue using it beyond the 30 day trial period, you should purchase a registered copy from SSI or an authorized representative. Continued use of the program beyond the trial period will not result in any "hostile" action or limit program or data access. Like most shareware programs, it is up to the individual user to determine if the program provides enough value to warrant continued use and hence a formal registration. A registered copy of PM will be registered in the name of the person who purchased it. Your registered copy of PM may be used on up to two separate computers, provided you are the only person who uses it on both machines. This allows you to install PM on a home computer and on a PC at work. The REGISTERED copy of PM is not copy protected, and you may make as many backup copies as you deem necessary as long as they are not distributed or resold in any form. PAGE 91 3.B LICENSE AGREEMENT - (continued) 3.B.a DISTRIBUTION RESTRICTIONS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You may copy and distribute an UNREGISTERED shareware version of PM only. The distribution disks may be passed to other users provided you do NOT release the registration disk to ANY other person. Regardless of the type media on which the program was distributed (see 2 above), you may not give, transfer, or otherwise allow another person to have, copy, use, or obtain in any other way a copy of a disk with a label bearing a serial number and/or the word "registered". If you distribute the shareware "evaluation" copy of PM, the program must be distributed in its entirety, including all modules and documentation. Due to the size of Portfolio Manager, the evaluation copy MUST be distributed on it's own media and may NOT be combined with any other software without the express written consent of the author. An exception to the above is the addition of ".DOC" file(s) by a vendor or distributor to explain or expand on information about the program or it's distribution. The price charged for an evaluation copy of PM should not exceed an amount which covers the reasonable costs of distribution. You are encouraged to pass a copy of Portfolio Manager along to your friends for evaluation. Please encourage them to register their copy if they find the program useful. All registered users will receive a copy of the latest version of the Portfolio Manager system plus the Bonus programs. See chapter 1, section D. Commercial users of Portfolio Manager must register and pay for their copies of Portfolio Manager within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting Shane Software Int'l. 3.B.b VENDOR DISTRIBUTION AUTHORIZATION ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Authorization to distribute Portfolio Manager and charge a reasonable distribution fee is granted, however, this fee may not exceed the reasonable cost of per disk distribution (suggest $6.00 or less per disk). If you're distributing Portfolio Manager as a commercial vendor, PLEASE notify Shane Software Int'l so you can be kept up-to-date with the latest version of Portfolio Manager. --==> NOTE <==-- FOR THE FULL REGISTRATION AND WARRANTY INFORMATION SEE THE FILE PM-LICEN.DOC. TO PRINT THIS FILE SELECT OPTION # 4 IN PM-PRINT.COM or TYPE "COPY PM-INSTL.DOC PRN" AT DOS PROMPT PAGE 92 Portfolio Manager - Order Form Return to: Steve Hane Shane Software International 107 17th Court Sequim, WA 98382 Name __________________________________________________ Address __________________________________________________ __________________________________________________ Diskette size: (Hi capacity disks used if wanted AND needed.) __ 5.25" 360KB __ 5.25" 1.2MB __ 3.5" 720KB __3.5" 1.44MB Please tell me which version of PM you're using. Ver # __.__ What was YOUR source of PM __________________________________ CompuServe ID (if applicable): ______________________________ Please include any comments or suggestions for enhancements on a separate sheet of paper. Thank you for registering your copy of PM. You'll be notified of future upgrades. Upgrades will contain fixes and new features, many of which you simply can't live without. Quantity Price Registration Fee ($49.00 each) _____ ______ Sales tax (Washington State only, 7.8% of total) ______ Shipping charges, per copy: ______ N/C US standard, $3.00 Canada, $5.00 others Total enclosed: ______ Payment method: ___ Check ___ Mastercard ___ Visa Card # ____________________________ Exp Date: ____/____ Signature______________________________________________ For credit card payment (M/C or VISA), use our TOLL FREE order number 1-800-742-6303 (1-800 SHANE 03) (ORDERS ONLY PLEASE). Upon receipt of this paid invoice, a copy of the BONUS programs, all revisions, and all updates since release will be sent. You will be notified of future upgrades. THANK YOU FOR REGISTERING PS. Even if you do not use this form PLEASE answer the questions such as version number, program source, type media, etc. NOTE - If you have NOT printed this manual, you may find it easier to print the form PM-INVOI (use PM-PRINT.COM) PAGE 93 3.D I N C A S E O F T R O U B L E ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3.D.a ERROR FILES ~~~~~~~~~~~~~~~~~~ If, during the execution of the program, a technical problem (bug ????) is encountered an error screen will be activated with the following message: The file,"xxxxxxxx.ERR", was created containing the information I NEED to trace the problem. Please send me a copy of the error file. I need the ACTUAL file, NOT a copy of this notice with the file name. You may send the file(s) on disk or as a printout(s). Without the actual error file, I can ONLY make an educated guess NOTE: xxxxxxxx.ERR is a randomly assigned filename for the error file This error file will be written to the same directory in which PM is located. Please do NOT send me a copy of the screen or just the name of the error file (xxxxxxxx.ERR) as it has NO value to me in resolving the problem. It is the actual file that is created that has the information that I will need to attempt to trace the problem. If you re-tried the SAME routine several times and the same error re-occurred, a new error file will be created each time the error occurs. Each of these error files will have a DIFFERENT name but will contain the SAME information. If this is the case, you need only send the file with the latest time and date stamp. If you're uncertain, by all means, send all the error files. It doesn't matter whether you send the error file(s) on a disk or as a print out. Do whichever is easiest for you. NOTE: To send all the error files on a diskette enter the following command from the DOS prompt in the PM directory: ex. C:\PM>COPY *.ERR A: (assuming diskette is in Drive A:) If you have ".ERR" files on your disk and you feel the problem has been resolved to your satisfaction, or you don't feel a need to send the files to me, you may erase the ".ERR" files. 3.D.b ABNORMAL PROGRAM TERMINATION: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a program was terminated in ANY way other than the EXIT menu and the TERMINATION option (opt 1), the next time you start PM a help screen will activate automatically. NOTE: See Chapter 2, section 2.1.A for additional information. PAGE 94 3.D.b ABNORMAL PROGRAM TERMINATION - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The purpose of the help screen is to advise you that the last time you used PM, you may have had a problem and you should run the file tests to determine if any files or data records were damaged because of the irregular program termination. To leave the help screen, press the ESC key. The next screen will ask you if you want to test the files. I suggest you respond Y(es) to the question. If the file tests report any problems, you may want to review the data to see if the problem can be found and resolved via the edit option. If possible, you may want to use your backup files. NOTE: See Chapter 2, section 2.8.C (file testing) for more information on the file tests. File testing may also be activated anytime you wish using MISC option # 3. In some cases you'll know why the program was terminated abnormally the last time it was used. For example, little Bobbie pulled the plug. SUGGESTION: Do NOT answer "Y" to "BACKUP DATA" question on the opening screen UNTIL you check the data to be sure it is complete and accurate. PAGE 95 3.D.c TECHNICAL ASSISTANCE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you've encountered a problem with the program or need technical assistance please contact: Steve Hane Shane Software Int'l 107 17th Court Sequim, WA 98382 Technical Support line (206) 681-2402 ***** N O T I C E ***** PRIOR TO CONTACTING ME FOR ASSISTANCE, PLEASE RUN THE FILE TESTS AVAILABLE IN THE "MISC" MENU, OPTION # 3. THIS TEST WILL RESOLVE MANY OF THE PROBLEMS THAT ARE RELATED TO DATA FILES. Technical assistance is NOT restricted only to registered users. I feel if there is a problem, I want to know about it and make every effort to correct it whether it's a programing bug or confusion over how to do something. If I feel you're asking questions that should only be answered for a registered user, I'll say so. As of the preparation of this manual, Shane Software is not large enough to support a full time office. If you attempt to contact me by phone and don't get an answer, PLEASE try again. I will accept calls at any REASONABLE hour (9am to 9pm Pacific time) seven days a week. Generally early evening is best. Perhaps by the time you read this, (and with your support), I'll have full time coverage. If the program fails due to a programing OR data error, a special error screen will be activated (see above). The error screen will offer you the option to cancel, ignore, retry, or try the main menu. Cancel - Terminate the program Ignore - Return to next programing command line Retry - Return and retry same program command Try main menu - Return to the top (main) menu Of course it's impossible to say which choice is best as it depends on the circumstances at the time of the failure. The safest is generally to CANCEL until the problem is resolved. Do NOT attempt more then one "retry" or "ignore" for an error. Even if all seems ok after the "retry" or "ignore", PLEASE check your data closely before proceeding. The best way to check your data is through the report menu. Generate a report for the area that is under suspicion. I also recommend running the file tests from the "MISC" menu, option # 3. PAGE 96 3.E H I S T O R Y O F P O R T F O L I O M A N A G E R ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ---- April 1985 - version 1.0 First release. Released as a .WKS to be used with Lotus 123. ---- June 1985 - version 1.1 Bug fixes. Allowed 0 in shares cell, caused divide by zero error. Sales report did not separate long/short term sales. ---- June 1987 - version 1.2 Fixed minor reported bugs. Added method to separate IRA income from regular income. ---- March 1989 - version 2.0 Complete rewrite of PM. Converted to Foxbase+. Used the Foxbase runtime compiler to release a stand alone product. ---- April 1990 - version 2.1 Changed version number to reflect correction of numerous bugs. Added file testing, multiple accounts, and IRA separation. ---- October 1990 - version 2.2 Added ability to produce ROI reports Added expanded and improved yield (est & actual) ---- January 1991 - version 3.0 Complete re-write. Converted to Foxpro to take advantage of the many new features. Test if ALL data files exist before doing Getsummary Moved dimension dbf_file from PROC to START - now permanent Change year shown in help for "clear for new year" Re-write Getdate proc to function. Changed getdate in all prgs If year entered differs from records year, the entry is no longer blocked - it IS challenged to verify if correct Dropped warnings about dates that are no longer required Total gain or loss on sales moved 1 col to right to line up If data entry for a PARTIAL sale is edited after entering, the data display numbers are wrong - actual data is correct. Fixed display. Change - if stock has only ONE record in purchase record AND a partial sale is made the "select which shrs to sell" screen is bypassed. Test amount of DOS memory left before calling DOS ERASE to remove all WORK (TEMPxxxx.xxx) files. Error occurs if insufficient On ROI report show time held in years instead of days Don't allow a name of less than 3 char for a stock name Improved screen presentation of an account transfer (opt4) On restart removed ! ERASE TEMP*.*. Added test to see if TEMP.MEM exists - if not create it On sale of bond, comm inaccurate. Added ncomm/10 to prg. Restricted use of "PM" or "TEMP" as name on disk report file Created capability for reports to be sent to a disk file. "fcnt" new variable for line counting. PAGE 97 ---- March 1991 - version 3.1 Reference to sample data dropped for users upgrading to V3.1 Clarify language of on screen instructions for some features Clarified color language. Added block against SAME color Added section to suggest how to enter data to start records Record count in heading wrong if "edit more - same stk"- fixed Changed % G/L to G/L per share in "value report" Clarified instructions on how to modify "CONFIG.SYS" to 40 Minor language changes to clarify Clarified procedure on exiting PM after use Correct typing errors Purchase report "TOT COST" was wrong due to comm. Corrected. Blocked duplicate entry of "short" account name Trim menu selection number from display - created bstring var Dropped "WRONG VERSION OF PM" message on initial upgrade Modified printing of amortization schedule. added loan info ---- July 1991 - version 3.2 Added registration screen to exit menu. ERROR in broker acct review. Changed FOR i=1 to mmACCTNO to DO WHILE i <= mmACCTNO. Error appeared to be intermittent. Added "ORDINARY INCOME" column to 1099 report. (Ckbkramt) added routine NOT to multiply by 10 if interest payment on bond. Added ESC test while waiting for bkr amt. "1099" report now extracts IRA income and reports it separately Intr on bond sale not cleared before "short term" rept - fixed Sold report extracts IRA info to a separate report added to the end of the regular report. Added capability of multiple IRA accounts. Acct name set by program to allow separation in repts. (Getname) Display default on a acct name change. Before getting account names ask if any will be IRA's If acct is IRA and $0.00 is entered for TF amt, challenge ---- November 1991 - version 3.3 (Ckprton) add col to center screen display for "writing" file On 1099 repts correct totals at end of the report Added acctnameS(6) & acctnameL(6) = ' ' Error if ESC entered at "COST": added IF done; exit Compressed purch report total cost inaccurate due comm fixed by totaling comm then divide by tot shrs; replace comm in temp (Getdate) Intermittent error if illegal date entered. Broke dates tomonth, day, year; test each individually. Acct summary went to new page - added PROW() test to check page (Getrecd) - error, more then 60 securities went off scr; fixed ---- March 1992 - version 3.4 Added color change name to first screen on startup Added color change to closing phrase IF NOT registered Removed TIMEOUT 30 from options in EXIT menu Changed cost of program to $45.00: source to $26.00 Added "restore from pmmemory" to "recover hld" routine. Also added "return to pmstart" to active recovered "hld" files PAGE 98 ---- March 1992 - version 3.4 - (continued) Added 800 number to program for registration On goodby screen dropped color change to B & W (left set color) (Ckprtoff) ERROR if all repts added to existing disk file rept. Added !all_file to proc (stops write loop until rept is done) (Getinc) ERROR: had EXIT but not in loop - changed to RETURN If purchase opt 2 selected, stk selected then "NO" to correct stk then another (or same) stk selected the "AVG COST" is inaccurate. Corrected by moving set values to 0 inside loop. NO harm to perm data. If "return to select", redo not reset to .F. causes exit from subsequent entry before posting. Put "redo=.F." inside the loop. Added comma to "is it tax deferred" Y/N question (line 287) Error produced if div added to sold stock. Test for 0 in avg (cost) and tshrs. Block divide if 0. Caused divide by 0 error. Added bkramt1 > 0 to test if amount was entered to be posted to the broker records. Before if "YES" then 0 entered full amt posted. When covering short pos bkr slip needs to subtract comm. Added 'on key F2 do nocalc" to disable calc in bonus programs. It caused the prg to lockup if calc called from other bonus programs. Added "TYPE WITH ntype" to sold DBF if purchase short pos. When short position fully sold it did not clear the SHRS field. Added "REPLACE SHRS WITH 0, TYPE WITH ' '". Cost to val rept (opt 8/opt 5) did not pause on full scr-fixed. ---- September 1992 - version 4.0 Portfolio manager completely re-written to incorporate suggestions from registered users. Released to Beta test sites. See the file "PM-FEATU.DOC" on disk # 1 of distribution disks for an expanded listing of all the changes made to PM during the current upgrade. Version 4.0 was not released to distributors due to many suggested changes. ---- October 1992 - version 4.1 The following changes made due to input from Beta test sites. Create a "HLD" after conversion to 4.x- if not done and "HLD" is recalled, data mis-match error will occur. When accts selected, the report did NOT show any sold stk from the acct. Added loop thru sold recds to add to array. Changed _plineno var to 58 from 60 lines (prt page length) New feature - Print a report that was originally sent to disk. Replace menu numlock feature with a mouse sensitivity speed control feature. Added new variable mmMOUSE default 5 Added mouse control to Yesno proc. Used mdown(). (SM-1162) Changed window size on Ask_ok proc to allow shadow on Y/N (SM) Added ability to print/disk the percent report (SM-1162) If exit/ESC with no change, go to PMSTART to reset colors (SM) opt 5 if neg amortization- set error trap err #58 (RK) PAGE 99 ---- October 1992 - version 4.1 - (continued) Misc opt 10, if ESC used at "new name" request, the variable "opt8" missing. Set opt8 to 3 in line 6 (RK-1013) Window title on short sale change to show short sale (RK) Incorrect picture format (lines 52 & 85) chg . to , (RK) Changed wording on the error screen about sending me err file. Bkr rept - skipped page number because of pge=pge+1 entered twice. Deleted this line at line 7 in program. Many changes to improve pagination. Main change - created ck_pageP in prg to handle paging for purch/value/sales. Fixed spacing on "Paper gain for acct" If () pushed column over Changes to improve pagination. Kept PROC in program (ck_pageD) Fixed pagination - put separate paging (ck_pageR) in prg. Version number changed in screen creation routine ---- December 1992 - version 4.2 Most changes for version 4.2 were with report presentation and controls for selection of a laser printer in the configuration program. Option 5 rewrite to single column and added print option (1211) If user has only ONE acct, all repts that allow acct selection are NOT shown. Assigned the acct name to the var "wh_acct" in line 42. This var is used in search loops. (1186) Add module (opt F) to clear all data files - reset memory var Added "RETURN OF CAP" prog instructions starting at line 475 Added mmLASER to new variable list. Added separate test for new var. If exist show notice and initialize to .F. (Yesno) Test for mouse position if used for yes/no response. Changed ALL specific page lengths to var pge_len to work with assigned page length depending on type printer. Added "to_scr" test just before summary to stop page eject Added "IF to_scr" after current ROI - maintain proper line cnt Added a test to see if enough disk space for backup to floppy ---- January 1993 - version 4.3 Changed version number to reflect changes in some screens and documentation to reflect new membership in the Association of Shareware Professionals (ASP) Blocked seeing BONUS menu if not registered (ASP - required) Changed wording in registration request on opening scr (ASP) 3.E.a SPECIAL NOTE TO HISTORY ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Why all the above ????? The main reason is to show you, the potential REGISTERED user, that Portfolio Manager has been supported in the past and, hopefully, to assure you it will continue to be supported in the future. *** Lotus 123 is a registered trademark of Lotus corp. *** Foxbase+ & Foxpro are registered trademarks of Fox Software. PAGE 100 3.F G L O S S A R Y ~~~~~~~~~~~~~~~ The following is a list of some terms used in the program, the help screens, and this manual. PM: Portfolio Manager MPM: Multiple Portfolio Manager - A module sold separately to manage multiple portfolios. See Opt # 7 in the EXIT menu. FUNCTION: ROUTINE: OPTION: MODULE: Used interchangeably to refer to a menu option that performs a specific task in the program. The following is a brief explanation of data files: DATABASE: Group of records with related information. Think of or FILE it as a drawer in a file cabinet. Five data files PMPURCH.DBF, PMDIV.DBF, PMSOLD.DBF, PMBROKER.DBF, PMDIVOLD.DBF RECORD: Group of FIELDS with information on a single item. Think of it as a file folder within a file drawer. FIELD: A single piece information within a record. An individual page within the file folder. Example: Best Stock Inc | 07/15/92 | 100 | 10.00 The line above is a record. Each data item between the "|" marks is a field. A group of these lines (records) would be a database. INDEX FILE: Allows for a quick search for a particular record; like the labels on file folders. Five index files: PMPNUM.IDX, PMNAME.IDX, PMBOTH.IDX, PMSNUM.IDX, PMDNUM.IDX MEMORY FILE: A collection of stored or user set variables such as account names, portfolio value, user name, etc. The memory file is named PMMEMORY.MEM The following is a brief explanation of DOS terminology: Dr: = disk drive (a location in the computer where information is stored) ( A:>, B:>, C:>, etc.). filename (F/N) = name used for examples where you substitute the actual name for the example name. Root directory = the main or top-most directory of a hard disk drive. Sub-directory (Subdir) = a division of a drive created to hold a specific group of programs. File = a grouping accessed by the computer as a complete unit. Each file has its own directory entry. Throughout the documentation for PM, files are often referred to as data files (hold the data you entered) or program files (contain the commands needed to make the program work). File Extension = the letter (or numbers) following the period in a filename. ie. MANUAL.DOC - "DOC" is the file extension