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****************************************************************** * PC-DEAL is distributed as SHAREWARE. That is, the program is * * copyrighted but may be used freely for a 60 DAY TRIAL PERIOD. * * This allows you to evaluate the program before paying for it. * * After evaluation a rgistration fee of US$15 is required if the * * program is adopted for use. Contributions support the * * development and maintenance of PC-DEAL. Registered users * * receive a copy of the latest release and information on how to * * obtain future updates and upgrades. * ****************************************************************** tm P C - D E A L Double Entry Accounts Ledger Version 2.61 User Supported Software from K I N D R E D S P I R I T S 1407 Finntown Road Waldoboro, Maine 04572 _______ ____|__ | (R) ──| |o |────────────────── | ___||_ | Association of | | |_| Shareware |__| o | Professionals ────-| | |──────────────────── |___|___| MEMBER ***************************************************************** * This program is produced by a member of the Association of * * Shareware Professionals (ASP). ASP wants to make sure that * * the shareware principle works for you. If you are unable * * to resolve a shareware-related problem with an ASP member by * * contacting the member directly, ASP may be able to help. The * * ASP Ombudsman can help you resolve a dispute or problem with * * an ASP member, but does not provide technical support for * * members' products. Please write to the ASP Ombudsman at * * 545 Grover Road, Muskegon, MI 49442-9427 or send a Compuserve * * message via easyplex to ASP Ombudsman 70007,3536. * ***************************************************************** (C)Copyright Kindred Spirits, 1984-1993. All rights reserved. portions(C)Copyright Microsoft Corp., 1982. All rights reserved. PC-DEAL User Guide DISCLAIMER OF WARRANTY ************************************************************** * * * THIS SOFTWARE AND MANUAL ARE OFFERED "AS IS" AND WITHOUT * * WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY * * OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE * * OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO * * WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS * * FOR A PARTICULAR PURPOSE IS OFFERED. * * * * GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM * * BE THOROUGHLY TESTED WITH NON-CRITICAL DATA BEFORE * * RELYING ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF * * USING THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE * * LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF * * PURCHASE PRICE. * * * ************************************************************** (C)1984-93 KINDRED SPIRITS ii PC-DEAL User Guide ------------------------------------------------- TABLE OF CONTENTS SECTION page USER SUPPORTED SOFTWARE......... 1 SYSTEM REQUIREMENTS............. 1 GETTING STARTED................. 2 ACCOUNTING PRINCIPLES........... 3 PROGRAM OVERVIEW................ 6 USE OF THE KEYBOARD............ 9 TOGGLE KEYS.................. 10 <Alt> COMBINATIONS........... 10 MENU SELECTION............... 11 INPUT.......................... 11 OUTPUT......................... 11 OPENING A LEDGER............... 12 CREATING A LEDGER.............. 13 MENU AND FUNCTION KEY OPTIONS.. 14 MAIN MENU *---- ACCOUNTS..................... 14 ADD........................ 14 REVIEW & EDIT.............. 15 *---- TRANSACTIONS ................ 20 ADD........................ 20 REVIEW & EDIT.............. 21 *---- REPORTS...................... 22 *---- BAR GRAPHS................... 26 *---- OPEN/CLOSE/OPEN NEXT YEAR.... 28 *---- UTILITIES & OPTIONS.......... 28 LEDGER DATA................ 28 COPY CHART OF ACCOUNTS..... 28 OPTIONS.................... 29 SETTINGS................. CHOICES.................. GOODS & SERVICES TAX..... PURGE TRANSACTIONS......... 31 RESET BUDGETS TO ZERO...... 32 EXPORT DATA................ 32 *---- LEDGER CHANGE................ 33 *---- ABOUT PC-DEAL................ 33 ERRORS......................... 33 SWAPPING DISKS................. 33 SYSTEM FILES................... 34 SYSTEM LIMITATIONS............. 34 REGISTRATION FORM.............. 35 * denotes a MAIN MENU option. (C)1984-93 KINDRED SPIRITS iii PC-DEAL User Guide ------------------------------------------- USER SUPPORTED SOFTWARE User supported software, also known as SHAREWARE, is a method of distributing software based on the following principles: 1 - The value and utility of software is best assessed by users on their own system. 2 - The creation of personal computer software can and should be supported by the user community. 3 - The copying of programs should be encouraged rather than restricted. This provides the opportunity for users to evaluate the software in their own chosen environment. If the software is found to be of value, and placed in use, a registration fee is required. Registration fees provide for the support, maintenance and continued development of the software. Free distribution of software for end user evaluation eliminates costly advertising and copy protection schemes. Users obtain quality software at greatly reduced cost. They can try it out before buying, at their own pace, and in the comfort of their own home or office. The better programs will survive on their merits of quality and utility. ----------------------------------------------- SYSTEM REQUIREMENTS PC-DEAL requires an IBM PC/XT/AT, PS/2, or compatible; 256 KB of RAM; two 5.25", one 3.5" diskette drive(s), or a hard disk; MS-DOS 2.1 or above. (C)1984-93 KINDRED SPIRITS 1 PC-DEAL User Guide --------------------------------------------------- GETTING STARTED First time users of PC-DEAL are encouraged to proceed as follows: 1 - Read the ACCOUNTING PRINCIPLES section if you are unfamiliar with the basic concepts. 2 - Read the PROGRAM OVERVIEW section to get a general idea of the program's structure and MAIN MENU options. 3 - Read the sections on USE OF THE KEYBOARD TOGGLE KEYS <Alt> COMBINATIONS MENU SELECTION INPUT OUTPUT OPTIONS These will acquaint you with the basic features used throughout PC-DEAL and the available options such as a MM-DD or DD-MM date format. 4 - Read the section on OPENING A LEDGER. Open the demonstration ledger: DEMO. 5 - Using the reference sections on menu and function key options as a guide work your way through each of the options. The DEMO files may be altered in the process. So long as you have a backup of the DEMO files you can feel free to try anything. This should serve to acquaint you with the features and operational details of PC-DEAL. 6 - Read the section on CREATING A LEDGER. Write out your chart of accounts, budgets, opening balances, account starting numbers and decide on the year end date before trying to set up your ledger. (C)1984-93 KINDRED SPIRITS 2 PC-DEAL User Guide --------------------------------------------- ACCOUNTING PRINCIPLES PC-DEAL is an application of cash accounting. The objective is to keep track of cash, or money; where is it coming from?; where is it going?; how much is available?; how much is owed? The basic mechanisms for doing this are the transaction and the account. A transaction describes an individual transfer of cash. It consists of the following information - the date of the transfer, the amount of cash involved, where the cash went, where it came from and a check number if payment was in that form. An account is used to describe where cash is going to or coming from. PC-DEAL allows for four basic types of accounts or account categories. They are INCOME, EXPENSE, ASSET and LIABILITY. An INCOME account is used to keep track of a source of cash. Some examples of income accounts are interest, dividends, sales, gifts and inheritance. An EXPENSE account is the opposite of an INCOME account. It describes where cash goes, a cash sink in contrast to a cash source. Examples are food, clothing, transportation, fuel, telephone, postage and entertainment. NET INCOME is the difference between the cash which is received through INCOME and the cash which is spent on EXPENSEs. A common way of controlling expenses and tracking income is through the use of a BUDGET. The budget process requires an estimate of the amount to be received from each income source as well as the anticipated outlay for each expense. In a balanced budget the total income expected will equal that budgeted for all expenses. A bank account, either savings or checking, is an example of an ASSET account. An ASSET represents cash which is available. A loan is an example of a liability. A LIABILITY account is used to keep track of what we owe. A credit card purchase; taxes withheld from employees but not yet paid to the government; and a mortgage are also examples of liabilities. NET ASSETS are the difference between what we have in reserve (ASSET) and what we owe (LIABILITY). Depending on how the books are kept the NET ASSETS may equal what is known as your NET WORTH. NET WORTH is the proverbial "bottom line", it's what you would have left after you sold everything you owned and paid all your bills. At the beginning of the annual accounting period, which usually corresponds to the calendar year, the ASSET and LIABILITY accounts are assigned an OPENING BALANCE. (C)1984-93 KINDRED SPIRITS 3 PC-DEAL User Guide At the start of the year the books are said to be OPENED. BALANCE is used to describe the amount of cash associated with an account, the balance resulting from cash receipts and expenditures identified with the account. The term TOTAL is also used in PC-DEAL with reference to INCOME and EXPENSE accounts where the initial amount, or opening balance, is zero. Similarly the books are said to be CLOSED at the end of an accounting period such as a month or year. Each account will then have a CLOSING BALANCE. One of the first steps in setting up your books will be to define the accounts which will be maintained in each of the four categories - INCOME, EXPENSE, ASSET and LIABILITY. In PC-DEAL each account will be assigned a number and description such as 200, RENT in the expense category. Budgets may be assigned for INCOME and EXPENSE accounts and the OPENING BALANCE is required for ASSET and LIABILITY accounts. This information is known as the CHART OF ACCOUNTS. Constructing the CHART OF ACCOUNTS will be the most important, and time-consuming, step in setting up your accounting system. In PC-DEAL account numbers are of the form ###.## where # denotes a digit (0 through 9). A non-zero decimal portion is used to identify a SUB-ACCOUNT. Suppose we set up an account for UTILITIES in the EXPENSE category and also want to keep track of spending for telephone and electricity. The expense accounts might be set up as follows: Account Account Number Description 300 UTILITIES 300.1 TELEPHONE 300.2 ELECTRICITY Account number 300: UTILITIES is known as the MAIN ACCOUNT. 300.1 and 300.2 are SUB-ACCOUNTS. The balance in the MAIN ACCOUNT will be the sum of all three accounts. If you are interested in the expense for all utilities you need only examine the MAIN ACCOUNT. If a single utility such as TELEPHONE is of interest that account would be examined. When using sub-accounts it is recommended that transactions be entered to sub-accounts only. An option to prevent posting to main accounts is available. In defining the CHART OF ACCOUNTS it will be necessary to specify the starting account number for each category. That allows PC-DEAL to identify the type of account when the number is entered. (C)1984-93 KINDRED SPIRITS 4 PC-DEAL User Guide The suggested starting account numbers are: INCOME..... 100 ASSET...... 800 EXPENSE.... 400 LIABILITY.. 900 This assignment anticipates more accounts in the INCOME and EXPENSE categories than in those of ASSET and LIABILITY as is usually the case. With the CHART OF ACCOUNTS defined PC-DEAL provides two basic views of the transactions which are entered. These are referred to as JOURNAL and LEDGER. The JOURNAL is a listing in chronological order of the transactions. There is a master listing of all transactions and one for each account. As indicated above a transaction consists of the following information: date, description, amount($) involved, the number of the account which identifies where the cash went (the TO account), the account number which indicates where it came from (the FROM account), and an optional check number. The LEDGER is similar to your checking account record book. It maintains a chronological listing of transactions relating to the account in a form which shows the flow of cash and the balance, or total, after each transaction. Each entry consists of the date, description, the amount of cash going to (a TO entry), or coming from (a FROM entry), the account and the resultant balance, or total. For INCOME and EXPENSE accounts PC-DEAL gives you the option of displaying the ledger balance in terms of the budget remaining. The following table indicates what happens to the balance, or total, in an account when it is specified as the TO or FROM account. The plus denotes an increase and the minus a decrease. | INCOME | EXPENSE | ASSET | LIABILITY | ------------------------------------------------------ TO | - | + | + | - | DEBIT ------------------------------------------------------ FROM | + | - | - | + | CREDIT ------------------------------------------------------ In this guide the terms TO and FROM are used rather than the traditional accounting terms DEBIT and CREDIT in the belief that they reflect more clearly the flow of cash in relation to the account. PC-DEAL provides the option of substituting DEBIT for TO, and CREDIT for FROM, for those who prefer these terms. (C)1984-93 KINDRED SPIRITS 5 PC-DEAL User Guide -------------------------------------------------- PROGRAM OVERVIEW A PC-DEAL ledger is defined by specifying the following: * a ledger or organization name, e.g. The XYZ Company * the starting account number for each account category * the closing or year end date * a chart of accounts consisting of the account number, description and budget or opening balance for each account * a set of transactions consisting of a date, description, amount, TO account number, FROM account number and optional check number Account numbers may range from 1.00 to 999.99. A non-zero decimal portion denotes a sub-account. Four categories of accounts are allowed for: INCOME; EXPENSE; ASSET and LIABILITY. When the ledger is set up you are required to specify the starting account number for each category. This allows PC-DEAL to implicitly identify and display the account category or type during transaction data entry. PC-DEAL reserves account number 999.00 for posting of year end net income. This account is given a description of ACCUMULATED NET INCOME and an opening balance of zero when the ledger is created. The name and opening balance may be edited to provide a more appropriate description or bring the ledger into balance. PC-DEAL maintains a journal of transactions entered and a separate ledger and transactions journal for each account. Transactions are the principal input data. PC-DEAL is a cash accounting system which means that it keeps track of where the cash is coming from and where it ends up. The sign convention is such that a positive account total is interpreted as follows: INCOME = CASH RECEIVED EXPENSE = CASH PAID OUT ASSET = CASH AVAILABLE LIABILITY = CASH OWED. The amount of cash in the transaction is always entered as a positive number. The signs, whether a debit or credit is required, are handled automatically by the program in accord with the sign convention presented above. PC-DEAL is designed for double entry bookkeeping, that is, the specification of two account numbers (the TO and FROM accounts), for each transaction. The transaction is thus recorded in two account ledgers and a balance is maintained between the cash coming in and that going out. Single account entries may also be made. With double entry the books are automatically balanced (credits = debits). In the case of single entry it is up to the user to maintain a balance between credits and debits. (C)1984-93 KINDRED SPIRITS 6 PC-DEAL User Guide For those who prefer the traditional accounting terms DEBIT and CREDIT, PC-DEAL allows for the substitution of DEBIT for TO and CREDIT for FROM. PC-DEAL will maintain transaction journals and account ledgers for a period of thirteen months, the twelve month accounting period and the first month of the next year. The next year's transactions are carried over into next year's ledger at year end closing. PC-DEAL will generate a variety of printed reports. Printed copies may also be made of selected portions of the journal of all transactions as well as the ledgers and transaction journals for individual accounts. PC-DEAL will generate the following reports: CHART OF ACCOUNTS CASH FLOW MONTHLY TRANSACTIONS JOURNAL TRIAL BALANCE BALANCE SHEET MONTHLY INCOME AND EXPENSE MONTHLY ACTIVITY IN ASSET AND LIABILITY ACCOUNTS CHANGE IN NET ASSET VALUE BUDGET COMPARISON BUDGET PROJECTION ANNUAL INCOME AND EXPENSE ANNUAL ASSET AND LIABILITY ACTIVITY The annual reports present the activity in each account for all months to date. Bar graphs may be generated for month-to-month income, expense, net income, cash flow, net worth and individual account activity. Budgets may be included where applicable. If the maximum limit on transactions (1,200) is to be exceeded during the accounting period the transactions in earlier months may be purged, in monthly increments. PC-DEAL is menu driven, that is you will be presented with a list of options to choose from. The main menu options are: ACCOUNTS TRANSACTIONS REPORTS BAR GRAPHS OPEN ( or CLOSE) month UTILITIES & OPTIONS LEDGER CHANGE ABOUT PC-DEAL (C)1984-93 KINDRED SPIRITS 7 PC-DEAL User Guide ACCOUNTS will allow you to define the initial chart of accounts; add or delete accounts; restore an inactive account; review and edit the account data; examine an account ledger; review and edit the transactions on file which reference a given account; and reconcile an asset or liability account. TRANSACTIONS is used to add, review, edit and delete transactions. REPORTS is used to generate reports. The report output may be directed to the screen, printer or disk file. The output to a disk file creates an ASCII text file permitting these reports to be modified using most word processors. BAR GRAPHS is used to generate bar graphs for month to month income, expense, net income, cash flow and individual account activity. Like reports, the bar graphs may be output to the screen, printer, or disk file. OPEN (or CLOSE) month. The fifth menu option displayed depends on the setting of the Add/edit closed months option. If set to YES you may edit transactions over a period of up to twelve months. The option displayed in this case is OPEN month and is used to open another month for transaction entry. Transaction entries may be limited to a period of two months, the current and next month. This is done by setting the Add/edit closed months switch to NO. In this case the MAIN MENU option will be CLOSE month. Selection of this option will close the current month, make the next month the current one, and open another month. Transaction entries will no longer be accepted for the closed month. Closing a month does not automatically eliminate the transactions for that month. They are retained on file but may not be edited. The Add/edit closed months switch setting may be changed at any time. Transactions for months prior to the current months may be purged if necessary to make room for added transactions. PC-DEAL allows for the transactions to be exported in a variety of formats. When the year is closed the next year's books may be opened carrying forward the closing account balances, budgets and transactions which have been entered for the coming year before closing the books. PC-DEAL allows transaction entries to be made for the first month of the new year before the books are closed for the current year. UTILITIES & OPTIONS contains options to edit ledger data and options; and utilities to make a copy of the chart of account; purge transactions; and export account budget or transaction data. (C)1984-93 KINDRED SPIRITS 8 PC-DEAL User Guide LEDGER CHANGE is used to change from one ledger to another. The current ledger is closed and the path, then ledger filename, for the new ledger is requested. If the change is cancelled by means of the Escape key the previous ledger will be reloaded. Sub-menus and function keys are used to provide access to subordinate options. Function key options are displayed at the bottom of the screen in the format F#: OPTION. ----------------------------------------------- USE OF THE KEYBOARD <key> will be used to denote a key, e.g. <Enter> means the ENTER key. Combination keying will be denoted by a "+" sign. <key1>+<key2> means hold down <key1> and press <key2>. <Up>, <Down>, <Left> and <Right> are the cursor control keys which are indicated by corresponding arrows on the keyboard. <Enter> is the data entry key. It is synonymous with <Return>. When entering a set of data, such as a transaction entry, all data items are entered at the designated locations on the screen first. Then press <Enter> to record the transaction. <Up> and <Down> are used to move vertically between data fields. <Esc> is the "panic button" in PC-DEAL. It will cancel data entry and editing changes, halt printing, return to the previous menu. PC-DEAL makes use of many of the special keys on the PC keyboard including the function keys, <F1> to <F10>. <F1> through <F6> are used to select options which are displayed on the bottom of the screen. In general, their function changes depending on the menu option selected so make sure you check the display before pressing them. <F4> EDIT and <F5> DELETE are used consistently in accounts and transactions REVIEW & EDIT. <F7> through <F10> are used as toggles or switching keys. Key combinations <Alt>+<key> are used to select display options. <PgUp> and <PgDn> are used in scrolling and editing. Their function is more readily appreciated if they are renamed mentally as <Previous> and <Next>. When scrolling, the screen display may be thought of as a page from a ledger or journal. <PgUp> serves to take you to the previous page and <PgDn> to the next. In editing these keys are used to go from the current transaction or account being edited to the previous, or next, for editing without returning to an intermediate display. WARNING: Do not attempt to exit PC-DEAL with <Ctrl>+<Break> or <Ctrl>+<C>. Always exit via the MAIN MENU option EXIT PC-DEAL. (C)1984-93 KINDRED SPIRITS 9 PC-DEAL User Guide ------------------------------------------------------- TOGGLE KEYS The function keys <F7> through <F10> are used to switch between options by repeated pressing of the key. The active toggle keys are presented at the bottom of the menu display in the format <F#>:option. The current setting is displayed immediately below. Repeated pressing of the toggle key will cycle through the available options. The following is a listing of toggle keys, their function, and the options available. <F7>:BUDGETS - used to select the bar graph budget option for INCOME and EXPENSE accounts. Options: INCLUDE, EXCLUDE and ONLY. <F7>:BROWSE - used to toggle the on screen browse. Options: ON or OFF. If OFF, reports more than 80 characters wide may not be viewed on screen. <F8>:NOTATION - accounting terminology toggle. Options: TO/FROM or DEBIT/CREDIT <F9>:SUB-ACCTS - to include sub-accounts in reports or displays. Options: INCLUDE or EXCLUDE. <F10>:OUTPUT - to select the destination for program output. Options: SCREEN, PRINTER or a DISK FILE. <F7> is also used to go directly from the transactions add screen to accounts add option screen. And, <Enter> is used as a toggle to mark/unmark transactions when reconciling ASSET or LIABILITY accounts. In all cases the function key notation <Fn> and the function, or parameter, which it refers to or alters is displayed on screen. ------------------------------------------------ <Alt> COMBINATIONS The following keys are used in combination with <Alt> i.e. <Alt> + <A> switches to accounts display in transaction entry <L> activates left window in accounts display <R> activates right window in accounts display <T> switches to transactions display in transaction entry (C)1984-93 KINDRED SPIRITS 10 PC-DEAL User Guide ---------------------------------------------------- MENU SELECTION PC-DEAL is primarily menu driven and a standard format is used. The ledger descriptive name and current menu name are displayed at top center of the screen. The available options are displayed at center screen. Menu selections may be made in either of two ways: by positioning a light bar with <Up> & <Down> and pressing <Enter> or by pressing the key corresponding to the character highlighted in the option. <Esc> may be used to exit all but the MAIN MENU. ------------------------------------------------------------- INPUT Input to the program is monitored. When entering numeric data only the numeric characters 0 to 9, a blank, or minus sign in the case of negative values will be accepted. The opening balance for ASSET and LIABILITY accounts is the only numeric entry which may be input as a negative value. For delimited numeric entry a delimiter, such as a period (.) in a dollars and cents entry, or a dash (-) in the date will be accepted. For character data entry such as an account or transaction description all characters are allowed except the double quote ("). The double quote is used to copy forward the field contents from the previous transaction (in date order). The data entry field is delimited by square brackets. <Left> and <Right> may be used to position the cursor within the data entry field. <End> will move the cursor to the end of the data entered and <Home> will move it to the first character position. <Del> will delete the character at the cursor. <Ins> will toggle the insert mode with insertion being made at the cursor location and data pushed to the right. <Backspace> will delete the character to the left of the cursor. <Enter> is used to enter the data and <Esc> to cancel data entry. When multiple data fields are being entered, for example a transaction, <Up> and <Down> are used to move vertically between fields. <Tab> and <Shift+Tab> are used to move horizontally, right and left, between fields (e.g. in entering monthly budgets). ------------------------------------------------------------ OUTPUT When output is being generated it may be routed to the screen or printer and sometimes a disk file. The destination for the output is indicated in the lower right corner of the display. <F10> is used to change, or toggle, the output destination. The available output options may be seen by repeated pressing of <F10>. When reports are displayed on screen using the BROWSE feature a printed copy may be obtained by pressing <F10>. <Esc> may be used to cancel, or terminate, output in progress. DO NOT terminate printer output by turning the printer off or taking it off line. Press <Esc> first. (C)1984-93 KINDRED SPIRITS 11 PC-DEAL User Guide -------------------------------------------------- OPENING A LEDGER The command to start PC-DEAL is PCDEAL. The path to the ledger and then the ledger filename will be requested unless startup values have been specified. The ledger files available in the path will be displayed for reference. The filename must follow the usual rules for naming files. Begin with an alphabetic character; do not include a drive designation or extension. If the ledger file is new, the ledger descriptive name (up to 30 characters), year end date (format MM-DD-YY or DD-MM-YY), and account category starting numbers (format ###) will be requested. If the chart of accounts has been copied over from another ledger only the name and date will be requested. If the system date and time have not been set they also will be requested. Next, the ledger name, opening and closing dates, current month, year-to-date totals, number of accounts and transactions read will be displayed. Pressing <space bar> will bring you to the MAIN MENU. PC-DEAL consists of five program modules: PCDEAL.EXE, and PCDEAL0n.OVL where n ranges from 1 to 4. PC-DEAL will select and load the appropriate module for the option selected from the MAIN MENU. This requires that PC-DEAL program disk be in the default drive at all times. When a MAIN MENU option is selected which requires a different module there will be a short delay while the module is loaded. With PC-DEAL on a floppy disk you will see the status light on the default drive come on and probably hear the file being loaded. In general, the transfer from one module to another does not take long. With a hard disk, the delay is hardly noticeable. In any event, wait for the display to change in response to your menu selection before pressing any other keys. (C)1984-93 KINDRED SPIRITS 12 PC-DEAL User Guide ------------------------------------------------- CREATING A LEDGER 1 - decide on a descriptive name, up to thirty characters for your ledger. This name will be used in report headings. Also choose a filename, up to eight characters. 2 - make a list of the accounts which you want to keep. That is, sources of income (INCOME) e.g. employment, interest, tips, gambling; the things you spend money on (EXPENSE) e.g. food, clothing, housing; where your money is (ASSET) e.g. checking and savings accounts; what you owe, or will owe (LIABILITY) e.g. credit cards; loans etc. 3 - place each of the accounts in one of the four account categories - INCOME, EXPENSE, ASSET or LIABILITY. 4 - select starting numbers for each account category and assign account numbers to each of the accounts. (Note: The recommended starting account numbers are: INCOME = 100, EXPENSE = 400, ASSET = 800 and LIABILITY = 900. Account number 999 is reserved for posting year end net income.) 5 - decide if you want to use a budget. If so write down an annual budget figure for each INCOME and EXPENSE account. It's a good idea for the sum of the amounts budgeted for EXPENSE to equal that for INCOME. For seasonal accounts such as heating break the annual budget down into monthly amounts. If sub-accounts are used DO NOT enter a budget for the main account. Sub-account budgets will total to the main account. 6 - for ASSET and LIABILITY accounts you will need an opening balance. That is how much is in the checking account or is owed on a loan at the start of the accounting period. For balanced books your assets and liabilities should be equal. This may be accomplished by using account number 999.00 ACCUMULATED NET INCOME to bring the ledger into initial balance. 7 - decide on a year end date. PC-DEAL will figure out the corresponding opening date. If you are starting at midyear and want to use the calendar year 19XX pick 12-31-XX as the year end date. PC-DEAL will use 01-01-XX as the first day and you will have to close the months prior to the month in which you want to start entering transactions. (C)1984-93 KINDRED SPIRITS 13 PC-DEAL User Guide --------------------------------------- MENU & FUNCTION KEY OPTIONS Function keys are used to select options or as toggle keys. For example, function keys are used to select the option to edit account or transaction data, to review an account ledger or the transactions journal, to delete, to mark for printing and generate a printout, and reconcile an asset or liability account statement. The sequence of calling menus and function key options will be displayed in the upper left hand corner of the screen. The MAIN MENU option will be first and the sequence may be used to locate the relevant reference section in this guide. Repeated pressing of <Esc> will allow you to "back-out" to the MAIN MENU. The main menu, sub-menu and function key options are described in the following sections. The section heading format is such that the menu or function key option is on the right and the calling or source menu is indicated on the left. Function key options are identified by the prefix F#, where # is a number from 1 to 10. MAIN MENU ------------------------------------------------ ACCOUNTS A subsidiary menu with the options ADD and REVIEW & EDIT will be displayed. <Esc> or <Q> will return you to the main menu. ACCOUNTS MENU ------------------------------------------------- ADD Option to add accounts to the chart of accounts. The following data must be entered for each account: ACCOUNT NUMBER: format ###.## where a non-zero decimal portion denotes a sub-account. Sub-accounts may not be entered until the main account has been defined. Only the digits 0 to 9 or blank and the decimal point (.) allowed. DESCRIPTION: 30 characters maximum, all characters except the double quote (") allowed. May not be blank. ANNUAL BUDGET/OPENING BALANCE: maximum magnitude is 9999999.99. The annual budget must be positive and will be distributed uniformly over months remaining in the year. Only the digits 0 to 9 or blank and the decimal point allowed. MONTHLY BUDGETS: applicable to INCOME and EXPENSE accounts only. Must be positive and between 0 and 999999.99. Initially set to a portion of the annual budget. The annual budget is adjusted automatically following a change to a monthly budget. Changes which result in negative monthly or annual budgets not allowed. (C)1984-93 KINDRED SPIRITS 14 PC-DEAL User Guide <Left>, <Right>, <Home>, and <End> will position the cursor and <Del>, <Ins> and <Backspace> may be used to edit within the data fields. <Up> and <Down> are used to move between fields vertically. <Tab> and <Shift+Tab> will allow you to move between horizontal fields. <Enter> will record the data. Each data item is checked as it is entered with highlighted error messages being displayed on line 25 at the bottom of the screen. The opening balance or budgets for sub-accounts are automatically added to the main account. Account category number ranges and existing account numbers and descriptions are displayed for reference. <Esc> will cancel the data entry and return you to the ACCOUNTS menu. ACCOUNTS MENU --------------------------------------- REVIEW & EDIT An intermediate menu will appear for selection of the account category to be reviewed. The account number, description, net activity for the current and next month, and year to date balance will be displayed. The last account in the category range will be the last on display. The totals presented for main accounts include those for the sub- accounts. Since either the main account number or sub-account numbers may be specified as the TO or FROM account in transactions, the main account total may not equal the total of the associated sub-accounts. The difference is the amount which has been posted directly to the main account. Posting to a main account when sub- accounts exist may be prevented by setting the MAIN ACCOUNT POSTING option to NO. A pointing arrow is initially placed next to the uppermost account. The pointer may be repositioned using <Up>, <Down>, <Home> and <End>. Six function key options are displayed at the bottom of the screen: F1:LEDGER, F2:TRANSACTIONS, F3:RESTORE, F4:EDIT, F5:DELETE, F6:BUDGET (INCOME and EXPENSE accounts) or F6:RECONCILE (ASSET and LIABILITY accounts). Each is described in more detail below. A tabulation of subtotals for selected accounts may be made on the fourth line from the bottom of the screen using <+> and <->. The display may be scrolled using <PgUp>, <PgDn>, <Up> and <Down>. <Esc> will return you to the ACCOUNTS menu. (C)1984-93 KINDRED SPIRITS 15 PC-DEAL User Guide ACCOUNTS REVIEW & EDIT OPTION --------------------------- F1:LEDGER The account ledger will be displayed for review or printout only. The account number, description and category are displayed at the top of the screen. If the ledger is with respect to the budget the annual budget will also be displayed. The ledger scrolls down onto the screen starting with the latest entry. The date, description, TO or FROM entry amount and resultant total, or account balance, are shown. The ledgers for main accounts include sub-account transactions. Sub-account ledgers consist of only transactions for that sub- account. The print related function key options F1:MARK BEGIN, F2:MARK END, and F3:PRINT are presented on the bottom line. Pressing <F3> will generate a printout of the ledger for all transactions from beginning (Beg) to end (End) markers. The dates for the beginning and ending transactions are also displayed. The markers may be reset by pointing to the transaction with the arrow to the left and pressing <F1> or <F2>. These are toggle keys. If the transaction pointed to is already marked the marker will be reset. For example, if it is marked Beg, pressing <F1> will remove the marker and place it at the first transaction on file, which may take it off the display. Scrolling of the display and positioning of the pointer is accomplished as described under REVIEW & EDIT above. For INCOME and EXPENSE accounts the ledger may be displayed with reference to the annual budget. This allows the budget balance to be displayed rather than the total received or expended. When a ledger is displayed with reference to the annual budget the budget amount will be displayed on line three, top right; the menu and function key option sequence on line one will indicate BUDGET LEDGER as the last selection; and the last display column will be labeled BALANCE. See F6:BUDGET below for additional information on the budget referenced ledger option. (C)1984-93 KINDRED SPIRITS 16 PC-DEAL User Guide ACCOUNTS REVIEW & EDIT OPTION --------------------- F2:TRANSACTIONS The transaction data posted to the account will be displayed - date, description, check number, TO account number, FROM account number and amount. The function key options F1:MARK BEGIN, F2:MARK END, F3:PRINT, F4:EDIT and F5:DELETE are presented on the bottom line. The dates for the transactions marked for beginning and ending printing are also shown. Only transactions posted directly to the account are displayed. Main account transaction displays do not include sub-account transactions. Scrolling of the display and positioning of the pointer is accomplished as described under REVIEW & EDIT above. The first three function key options are described in detail in the previous section. The F4:EDIT option will display the transaction data for editing in the same screen format as transaction data entry described under the ADD option of the TRANSACTIONS MENU. <Enter>, <PgUp> or <PgDn> may be used to record the edited transaction. <Enter> will return you to the transactions display. Pressing <PgUp>, or <PgDn>, will save any changes and cause the previous, or next, transaction to be presented for editing without returning to the transactions display. <Esc> will also cancel any editing changes and return you to the transactions display. Selection of the F5:DELETE option will cause the transaction description to be masked with a comment to press <Y> to confirm deletion. Pressing any other key will cancel the delete request. <Esc> will return you to the accounts display. The transactions may also be edited through the TRANSACTIONS option of the MAIN MENU. ACCOUNTS REVIEW & EDIT OPTION -------------------------- F3:RESTORE If the account pointed to is inactive it will be restored to active status and the asterisk removed from the left of the account number. The main account must be restored before the sub-accounts. (C)1984-93 KINDRED SPIRITS 17 PC-DEAL User Guide ACCOUNTS REVIEW & EDIT OPTION ----------------------------- F4:EDIT The account data - number, description, annual budget/opening balance and monthly budgets will be displayed for editing in the same screen format as used in the ADD option described above. Monthly budgets are applicable only to INCOME and EXPENSE accounts. The account number may not be edited. The monthly opening balance and corresponding activity display at the bottom of the screen is for reference only. These may not be edited and the display is not updated immediately to reflect editing changes made to the opening balance. To see these changes press <Enter> to return to the ACCOUNTS REVIEW & EDIT display and press <F3> once again. <Up> and <Down> are used to move vertically between fields. Similarly, <Tab> and <Shift>+<Tab> are used to move horizontally between monthly budget fields. Changes to the annual budget are distributed uniformly over the budgets for months not already closed. Alterations to monthly budgets are automatically incorporated in the annual budget. Editing changes which result in negative monthly or annual budgets are not allowed. The budgets for closed months may be edited. <Enter>, <PgUp> or <PgDn> may be used to record the edited account. <Enter> will return you to the accounts display. <PgUp> will cause the previous account to be presented for editing and <PgDn> the next without returning to the accounts display. <Esc> will cancel the editing changes and return you to the accounts display. Editing changes to the opening balance or budgets for sub-accounts are automatically made to that of the main account as well. After making such changes for sub-accounts it is advisable to review the main account to verify that the changes have been made as intended. ACCOUNTS REVIEW & EDIT OPTION --------------------------- F5:DELETE The account description will be masked with the request to press <Y> to confirm deletion. Pressing any other key will cancel the delete. All sub-accounts must be deleted before the main account may be deleted. Accounts with no transactions entered to date will be removed from the chart of accounts. If transactions have been posted to the account it will be marked as inactive with an asterisk to the left of the account number. For ASSET and LIABILITY accounts the opening balance must also be zero for the account to be removed. Use the F4:EDIT option to reset the opening balance. Inactive accounts may be reactivated using the RESTORE option. (C)1984-93 KINDRED SPIRITS 18 PC-DEAL User Guide ACCOUNTS REVIEW & EDIT OPTION ------------------------ F6:RECONCILE Applicable to asset and liability accounts only. The account number, description and account category are displayed at the top of the screen. The ledger scrolls down onto the screen starting with the latest entry. The date, transaction description, check number, entry amount and resultant account balance are shown. Deposits/charges are positive and checks/payments negative. The current balance, unrecorded deposits/charges and checks/payments, and the corresponding statement balance are displayed at the bottom of the screen. The pointing arrow along with <Enter> as the marking toggle are used to designate checks/payments and deposits/charges which are on file but not recorded on the statement. Position the arrow using <Up>, <Down>, <Home>, or <End> and mark the transaction by pressing <Enter>. A mark will be placed to the right of the check column to indicate an unrecorded transaction. The transaction may be unmarked in a similar manner. As transactions are marked the unrecorded check/payment and deposit/charge sums as well as the resultant statement balance are updated. To scroll the display use <PgUp>, <PgDn> for full screen scrolling or <Up> and <Down> for single line scroll with the pointer on the top or bottom line. ACCOUNTS REVIEW & EDIT OPTION --------------------------- F6:BUDGET This is more like a selection toggle key than an option key. <F6> is used to specify whether the ledger, selected with <F1>, will be displayed with reference to the annual budget or not. Press <F6> and the highlighted option changes from yes to no or vice versa. If the "yes" option is chosen the opening balance is set to the annual budget value and income received, or expenses paid, are subtracted off. The balance indicates the budget remaining. With a "no" setting the figure displayed represents the total amount either received in the case of an INCOME account or expended for an EXPENSE. When a ledger is displayed with reference to the annual budget the budget amount will be displayed on line three, top right; the menu/function key option sequence on line one will indicate BUDGET LEDGER as the last selection; and the last display column will be labeled BALANCE. (C)1984-93 KINDRED SPIRITS 19 PC-DEAL User Guide MAIN MENU -------------------------------------------- TRANSACTIONS A subsidiary menu with the options ADD and REVIEW & EDIT will be displayed. <Esc> will return you to the MAIN MENU. TRANSACTIONS MENU --------------------------------------------- ADD This option is used to add transactions to the ledger. The transaction record consists of the following: DATE - (MM-DD or DD-MM), the date must be input and must be within the open months; only the numbers 0 to 9 or blank and the dash (-) are accepted as entry. DESCRIPTION - up to thirty characters, all characters except double quotes (") accepted. This field may not be blank. AMOUNT - a positive number between 0 and 999999.99, (0 not allowed), only the numbers 0 to 9 or blank and a decimal point are acceptable entry. TO - the account number to which the cash is going. Format is ###.##, only the numbers 0 to 9 or blank and the decimal point are accepted as entry. Either the TO or FROM account number may be left blank (i.e. single entry) but not both. FROM - the account number from which the cash is coming. Format is ###.##, only the numbers 0 to 9 or blank and the decimal point are accepted as entry. Either the TO or FROM account number may be left blank (i.e. single entry) but not both. CHECK - check number. This may be an optional entry. Only the numbers 0 to 9 or blank are accepted as entry. The check number is limited to 7 digits (1 to 9999999). The transaction data item being entered is indicated by square brackets and a reverse video cursor. The date is carried forward from the last transaction or set to the calendar date for the first addition to the ledger. <Up> and <Down> are used to move from one data item to the next. Each item is checked as it is entered with error messages being displayed on line 25. When the TO or FROM account numbers are specified the account description and category will be displayed along with a plus or minus sign indicating whether the amount specified will be added to, or subtracted from, the account balance. If the account is not found on file, the ACCOUNTS>ADD display will be presented allowing the new account to be added. Upon exiting the ACCOUNTS>ADD display the TRANSACTIONS>ADD display is restored. The ACCONTS>ADD display may also be selected by pressing <F7>. (C)1984-93 KINDRED SPIRITS 20 PC-DEAL User Guide When entering delimited numeric data such as the date or amount only the numeric characters 0 to 9 or blank and the delimiter will be accepted. <Left> and <Right> may be used to position the cursor within the data field. <Home> will place the cursor at the beginning of the field and <End> will place it at the end of the data entered or displayed. <Del> will delete the character at the cursor location and <Backspace> the character to the left. <Ins> will toggle the insert mode with characters being entered at the cursor location and pushed to the right. To enter the transaction press <Enter>. <Esc> is used to quit or cancel transaction data entry. The year to date summaries and ledger balance at mid-screen will be updated as transactions are entered. TRANSACTIONS MENU ----------------------------------- REVIEW & EDIT The transaction data on file will be displayed - date, description, check number, TO account number, FROM account number and amount. The latest transaction will be the last on display. The function key options F1:MARK BEGIN, F2:MARK END, F3:PRINT, F4:EDIT, F5:DELETE and F6:COPY are presented on the bottom line. Pressing <F3> will generate a printout of the ledger for all transactions from beginning (Beg) to end (End) markers. The dates for the transactions marked for beginning and ending printing are also shown. The markers may be reset by pointing to the transaction with the arrow to the left and pressing <F1> or <F2>. These are toggle keys. If the transaction pointed to is already marked the marker will be reset. For example, if it is marked Beg, pressing F1 will remove the marker and place it at the first transaction on file which may remove it from the display. The F4:EDIT option will display the transaction data for editing in the same screen format as transaction data entry described under the ADD option of the TRANSACTIONS MENU. <Enter>, <PgUp> or <PgDn> may be used to record the edited transaction. <Enter> will return you to the transactions display. <PgUp> will cause the previous transaction to be presented for editing, and <PgDn> the next, without returning to the transactions display if that transaction has not been closed. <Esc> will cancel the editing changes and return you to the transactions display. Selection of the F5:DELETE option will cause the transaction description to be masked with a request to press <Y> to confirm deletion. Pressing any other key will cancel the delete. The transactions may also be edited through the ACCOUNTS menu (see F2:TRANSACTIONS under the ACCOUNTS REVIEW & EDIT OPTION above). (C)1984-93 KINDRED SPIRITS 21 PC-DEAL User Guide Pressing F6:COPY will cause the selected transaction to be presented for editing with the date changed to that of the last transaction entered. This feature may be used to copy forward recurrent transactions from month to month. <Enter> will record the new transaction, and <Esc> cancel it, with return to the transactions display. The <PgDn> and <PgUp> keys may be used to record the new transaction and then copy forward the next or previous transaction. The key combinations <Ctrl>+<PgDn> and <Ctrl>+<PgUp> will cause the previous or next transactions to be copied forward without recording the transaction copy on display, that is "skipping" it. A pointing arrow is initially placed next to the uppermost transaction. The pointer may be repositioned using <Up>, <Down>, <Home> and <End>. The display may be scrolled using <PgUp>, <PgDn>, <Up> with the pointer on the top line, and <Down> with it on the bottom. <Esc> will return you to the TRANSACTIONS menu. MAIN MENU ------------------------------------------------- REPORTS The REPORTS menu will be displayed. Twelve different report formats may be generated with these first twelve options: * LIST OF ACCOUNTS FLOW OF CASH JOURNAL OF TRANSACTIONS TRIAL BALANCE * BALANCE SHEET * INCOME & EXPENSE/MONTHLY * MONTHLY ASSET & LIABILITY * NET ASSET VALUE CHANGES * COMPARE BUDGETS * PROJECT BUDGETS * YTD INCOME & EXPENSE * ANNUAL ASSET & LIABILITY The thirteenth option SELECT ACCOUNTS may be used to mark the accounts which are to be included in the reports denoted by an asterisk(*) above. When this option is selected all accounts will be listed for marking. The function keys <F1> through <F4> are used for marking/unmarking accounts which are to be reported. <F5> and <F6> allow the account selection to be saved to a disk file or the retrieval of a previously saved account selection. A pointing arrow appears to the left of the list and is positioned with <Up>, <Down>, <Home> and <End>. The list may be scrolled with <PgUp> and <PgDn> or <Up> and <Down> when on the top or bottom lines. <Esc> will return you to the REPORTS MENU. (C)1984-93 KINDRED SPIRITS 22 PC-DEAL User Guide The reports generated by PC-DEAL may be output to the screen, printer or a disk file. The destination for the output is selected using <F10> and is displayed in the lower right corner of the screen. The screen output includes a BROWSE. This allows the display of reports up to 130 characters to be reviewed on screen. If the full report will not fit within the available memory, a message to that effect will be displayed and the report generated in segments which fit within the memory constraints. <F10> may be used to generate a printout of the report being reviewed on screen. The <F9>:SUB-ACCTS toggle key may be used to omit or include the sub-accounts in the reports which are generated. The status of the toggle is shown at the bottom of the menu display. Remember that sub-account totals are incorporated in the main account when checking totals on reports which include sub-accounts. For output to the printer, or a disk file, the report title will be displayed for editing. Make any desired changes then press <Enter>. If the title is satisfactory as displayed simply press <Enter>. The path and file name will be requested for disk file output. REPORTS MENU ------------------------------------- LIST OF ACCOUNTS The account number, description and annual budget (INCOME & EXPENSE) or opening balance (ASSET & LIABILITY) are listed. The accounts are listed in numerical order for each category. The option is available to generate a chart for all categories or a single category. REPORTS MENU ----------------------------------------- FLOW OF CASH Total income, total expense, net income and cash flow are output for each month and the year to date. The cash flow is defined as the net change in asset value (asset activity). REPORTS MENU ------------------------------ JOURNAL OF TRANSACTIONS Detailed record of transactions for a given month and selected account categories. Three line format for each transaction: Line 1 - date, transaction description and check number; Line 2 - TO (DEBIT) account description, number with amount in the TO (DEBIT) column; Line 3 - FROM (CREDIT) account description, number with amount in the FROM (CREDIT) column. (C)1984-93 KINDRED SPIRITS 23 PC-DEAL User Guide REPORTS MENU ---------------------------------------- TRIAL BALANCE Monthly listing of beginning, current and ending balance for all accounts in the TO (DEBIT) or FROM (CREDIT) columns depending on account category. Column totals confirm balance or indicate degree of imbalance if TO and FROM totals not equal. REPORTS MENU ---------------------------------------- BALANCE SHEET Presents ASSET and LIABILITY account balances and net income to confirm that: Assets = Liability + Net Income when the Assets and Liabilities are in balance at the beginning of the year. REPORTS MENU ----------------------------- INCOME & EXPENSE/MONTHLY The account number, account description, opening balance, monthly activity, and closing balance for a selected month, are output for each of the accounts in the INCOME and EXPENSE categories. Sums for each category and net income are also output. REPORTS MENU ---------------------------- MONTHLY ASSET & LIABILITY The account number, account description, opening balance, monthly activity, and closing balance for a selected month, are output for each of the accounts in the ASSET and LIABILITY categories. Sums for each category and net assets are also output. REPORTS MENU ------------------------------ NET ASSET VALUE CHANGES The account number, account description, year opening balance, current balance and change (current less year open) are output for each of the accounts in the ASSET and LIABILITY categories. Sums for each category are also output as well as net assets. REPORTS MENU -------------------------------------- COMPARE BUDGETS The account number, account description, budget, year to date activity and the difference between the budgeted amount and the year to date figure are output for each of the accounts in the INCOME and EXPENSE categories. Sums for each category and net income are also output. (C)1984-93 KINDRED SPIRITS 24 PC-DEAL User Guide REPORTS MENU -------------------------------------- PROJECT BUDGETS The account number, account description, budget amount, a linear projection of the annual activity anticipated based on year to date activity, and the difference between budgeted and projected amounts is output for each of the accounts in the INCOME and EXPENSE categories. Two budget projection methods are used. If the budget to date is greater than zero the projected value will be in the same proportion to the annual budget as year to date activity is to the budget to date that is: YEAR TO DATE PROJECTED ACTIVITY = ANNUAL BUDGET * ---------------- BUDGET TO DATE When the budget to date is zero the projected activity is set equal to the annual budget plus the amount projected at current rates. The current rate is defined as the average rate of income (or expense) for the account through the current month. The formula used is: 12 PROJECTED ACTIVITY = ANNUAL BUDGET + Y-T-D * --------------- CURRENT MONTH Sums for each category and net income are also output. REPORTS MENU --------------------------------- YTD INCOME & EXPENSE The account number, account description, monthly activity and year to date activity are output for each of the accounts in the INCOME and EXPENSE categories. Sums for each category and net income are also output. Figures are rounded to the nearest dollar in this report. REPORTS MENU -------------------- ANNUAL ASSET & LIABILITY ACTIVITY The account number, account description, monthly activity and year to date activity are output for each of the accounts in the ASSET and LIABILITY categories. Sums for each category and net assets are also output. Figures are rounded to the nearest dollar in this report. (C)1984-93 KINDRED SPIRITS 25 PC-DEAL User Guide MAIN MENU ---------------------------------------------- BAR GRAPHS The BAR GRAPHS menu will be displayed. With the exception of accounts within a chosen category, bar graphs may be output to the screen, printer or a disk file. The bar graph of year to date activity and/or budget, where applicable, for accounts within a given category may be generated on the screen only. A sample bar graph is shown below. <F7>:BUDGETS is used to toggle or select whether the budgets are to be included, excluded or be the only quantity plotted. Graphs from which budgets are excluded are plotted through the current month only. The scale may be different for each graph since the minimum and maximum values are used to define full scale. The bars are created in increments of one character. The purpose of the graphs is primarily to communicate the qualitative relationship of several quantities. The half scale value will be indicated and the actual value may only be estimated from the plot to within plus or minus the value associated with one-half character space. SAMPLE BAR GRAPH: CASH FLOW 0 ACTUAL **********************| JAN 351- |********* FEB 146 *****************************| MAR 462- |******* APR 109 0 * ACTUAL +/- $8 The characters which are used to form the bar graphs may be selected through UTILITIES & OPTIONS>OPTIONS. BAR GRAPHS MENU -------------------------------------------- INCOME EXPENSE NET INCOME CASH FLOW NET WORTH Generates a bar graph of monthly activity and/or budget values if applicable (C)1984-93 KINDRED SPIRITS 26 PC-DEAL User Guide BAR GRAPHS MENU -------------------------------- ACCOUNT CATEGORIES A subsidiary menu will be presented for selecting the account category. The year to date totals and/or annual budget for INCOME and EXPENSE accounts and the current balance for ASSET and LIABILITY accounts will be plotted on the screen for the category chosen. A pointing arrow appears to the left and the account number, description, year to date amount, budget if applicable and percentages are displayed at the bottom of the screen for the pointer location. The percentages are given in terms of the total amount greater than or less than zero. That is, if the amount is positive, the percentage is relative to the sum of all amounts in the category which are positive. Similarly, if the amount is negative, the percentage is relative to the sum of all amounts in the category which are negative. Usually all amounts will be positive. The pointing arrow may be positioned using <Up>, <Down>, <Home> and <End>. BAR GRAPHS MENU ------------------------------------------ ACCOUNTS A list of account numbers and descriptions will be displayed for selecting the bar graph. The pointer to the left is positioned using <Up>, <Down>, <Home>, and <End>. The list may be scrolled using <PgUp>, <PgDn> and <Up> or <Down> when on the top or bottom lines. <Enter> is used to request the bar graph for the account pointed to. The option toggles <F7>:BUDGETS and <F10>:OUTPUT are active and may be reset with the indicated keys. The bar graph will display monthly activity and/or budget for the account selected. (C)1984-93 KINDRED SPIRITS 27 PC-DEAL User Guide MAIN MENU ---------------------------------------------- OPEN month This option will appear if the Add/edit closed months switch is set to YES. Selection will open another month. Transaction entry/edit may still be made for up to ten prior months. MAIN MENU --------------------------------------------- CLOSE month This option will appear if the Add/edit closed months switch is set to NO. Selection will close the current month. To avoid inadvertent closing a second entry is necessary to confirm the request. Transactions are accepted for only two months at a time, the current month and next month. Closing a month does not automatically eliminate the transactions for that month. They are retained on file but may not be edited, that is they are closed. When the twelfth month is closed the ledger is closed for the year and no additional transaction entries may be made. MAIN MENU ------------------------------------------ OPEN NEXT YEAR When the twelfth month is closed this menu option will appear in the place of CLOSE MONTH. The next year's books will be opened carrying forward the closing account balances, budgets and transactions which have been entered for the coming year before closing the books. The INCOME and EXPENSE account balances will be reset to zero. The net income for the year will be posted to 999 ACCUMULATED NET INCOME to maintain a balanced ledger. UTILITIES & OPTIONS MENU ------------------------------ LEDGER DATA This option is used to edit the ledger data: ledger name, account category starting numbers and the year end date if no transactions have been entered. UTILITIES & OPTIONS MENU ------------------- COPY CHART OF ACCOUNTS PC-DEAL will make a copy of the current chart of accounts for use in a new ledger. The filename for the new ledger will be requested and the transaction and account data files will be created. A temporary ledger descriptive name of "<copy>" is assigned. A new name will be requested when the copy is first used as will the year end date. The account numbering and descriptions are maintained. Only active accounts are copied, inactive accounts are ignored. Account opening balances are set to zero and budgets may be either carried forward or reset to zero. Accounts may be added or deleted as necessary once the new ledger has been opened. (C)1984-93 KINDRED SPIRITS 28 PC-DEAL User Guide UTILITIES & OPTIONS MENU ---------------------------------- OPTIONS There are a number of parameter settings and option choices which may be selected or edited in PC-DEAL. These are divided into three subsidiary menu choices - SETTINGS, CHOICES, and GOODS & SERVICES TAX if that choice is made. UTILITIES & OPTIONS MENU>OPTIONS ------------------------- SETTINGS The parameters which may be set are described below. The default settings are indicated in parentheses. CURRENCY SCREEN CODE: The character code for the currency symbol to be displayed. Default is 36($). Range allowed 33-255. CURRENCY PRINTER CODE: The character code for the currency symbol to be printed. Default is 36($). Range allowed 33-255. PAGE LENGTH (66): Lines per page. Must be greater than 7 and greater than or equal to the text length. Set for sixty-six lines or six lines per inch on eleven inch paper. TEXT LENGTH (60): Lines of text per page. Must be greater than 7 and less than or equal to the page length. Set to sixty lines which corresponds to three line margins at top and bottom with a page length of sixty-six. COMPRESSED TYPE CODE (15): Code for compressed type of 132 character width. If your printer does not have a compressed type but allows for a width of 132 characters set the code to zero (0). If your printer will not print to a width of 132 characters you will not be able to generate annual reports once the 80 character limit has been exceeded. NORMAL TYPE CODE (18): Code for normal type of 80 character width. If the compressed type code is set to zero set this code to zero also. BAR GRAPH DISPLAY CODE #1 (176): ASCII character code for screen display of account and category balances in bar graphs. BAR GRAPH DISPLAY CODE #2 (177): ASCII character code for screen display of budgets in bar graphs. BAR GRAPH PRINTER CODE #1 (223): ASCII character code for printing of account and category balances in bar graphs. BAR GRAPH PRINTER CODE #2 (185): ASCII character code for printing of budgets in bar graphs. PRNTER SETUP CODES: Codes, separated by spaces, to be sent to printer. eg. 27 82 8 to select the international characters for Japan on an Epson FX printer. (C)1984-93 KINDRED SPIRITS 29 PC-DEAL User Guide UTILITIES & OPTIONS MENU>OPTIONS -------------------------- CHOICES There are a number of choices which may be made from set options within PC-DEAL. These are selected by pressing the indicated function key, or <ALT> + key combination which will cycle through the available options. NOTATION: the TO/FROM or DEBIT/CREDIT terminology may be selected using <F1> as a toggle switch. The notation may also be selected from within the program. This sets the opening, or default, value. PRINTER: type of printer. Toggling <F2> presents the options: PARALLEL, NONE and OTHER. With the PARALLEL option PC-DEAL will check printer status prior to printout. The NONE option will remove the PRINTER from the list of output options. OTHER will suppress the printer status check. SOUND: ON or OFF. Toggle <F3>. Error messages are accompanied by a sound if the ON option is selected. REQUIRED CHECK #: ON or OFF. Toggle <F4>. If ON, pressing <Enter> at the FROM entry in TRANSACTIONS>ADD will move the entry mask to the CHECK NO field. If OFF, pressing <Enter> will record the transaction without requesting the check number. MAIN ACCOUNT POSTING: YES or NO. Toggle <F5>. If YES, posting will be allowed to a main account whether or not sub-accounts exist. If NO, posting to the main account is not permitted if the main account has sub-accounts. REPORT BROWSE ON SCREEN: YES or NO. Toggle <F6>. If YES, the complete report will be prepared and displayed in the BROWSE mode. If NO, the report will be displayed on screen as it is prepared, pausing at each full screen. ADD/EDIT CLOSED MONTHS: YES or NO. Toggle <F7>. If YES, transactions may be added or edited in up to ten prior months. If NO, entries may be made to only two months. ADD REPORT MARGIN YES or NO. Toggle <F8>. If YES, reports will be printed in compressed type and a half inch left margin will be added to facilitate storing reports in ring binders. STARTUP PATH. Toggle <F9>. The toggle will cycle through the choices: existing startup path; existing startup path+ledger; current path; current path+ledger; blank (none). This is the path and ledger to be selected automatically when PCDEAL is run. DATE FORMAT. Toggle <F10>. MM-DD and DD-MM are the two formats. (C)1984-93 KINDRED SPIRITS 30 PC-DEAL User Guide DEFAULT EDIT MODE. Toggle <Alt>+<F1>. Options are INSERT or OVERWRITE. The insert key may still be used to switch between modes when editing. An optional status message "inserting" or "overwrite", displayed on screen at upper right, may be toggled on and off with the <F1> key during field edit or entry. GOODS & SERVICES TAX. Toggle <Alt>+<F2>. Options are YES or NO. This feature has been added at the request of users in New Zealand where income and expense amounts include a tax. The user may then specify the tax rate and the tax liability account. During transaction entry a tax liability transaction may be automatically generated at the discretion of the user. COLOR DISPLAY Toggle <Alt>+<F3>. Options are Yes or No. If Yes the display will be in color if No monochrome ("black & white"). UTILITIES & OPTIONS MENU>OPTIONS ------------- GOODS & SERVICES TAX TAX RATE. The tax rate as a percent in the format nn.nn may be entered. The transaction entry amount is assumed to include the tax. That is, if the entry is $99, and the tax rate 10%, the tax will be computed as $9. LIABILITY ACCOUNT. The tax liability account number. For an income entry, the tax will be computed, the income account will be debited and the tax liability account credited. For an expense entry the expense account will be credited and the tax liability account debited. UTILITIES & OPTIONS MENU ----------------------- PURGE TRANSACTIONS Transactions for closed months may be erased if necessary to make room for added transactions. Since the transactions are permenantly removed a backup copy should be made prior to purging. A tansactions journal should also be printed if a permanant record of transactions is desired. A sub-menu will be presented which allows the month through which transactions are to be erased to be selected. That is, if the first month is January and March is chosen all transactions dated from January through March will be erased. (C)1984-93 KINDRED SPIRITS 31 PC-DEAL User Guide UTILITIES & OPTIONS MENU -------------------- RESET BUDGETS TO ZERO This option may be used to reset all budgets to zero. UTILITIES & OPTIONS MENU -------------------------- ACCOUNTS EXPORT The account data may be exported in any one of six different formats: dBASE II (DBF), dBASE III (DBF), standard (SDF), continuous (CON), mail merge (MMF), comma delimited (CDF), and spreadsheet (PRN). The file extension assigned by PC-DEAL is indicated in parentheses. The structure of the account data is as follows: field name length type decimals NUMBER 6 N 2 account number CATEGORY 1 N 0 1=income, 2=expense 3=asset, 4=liability NAME 30 C 0 account description TYPE 2 N 0 1=TO(DEBIT), -1=FROM(CREDIT) OPEN 13 N 2 opening account balance PERIOD_01 13 N 2 account activity for month 1 . . . PERIOD_12 13 N 2 account activity for month 12 where N denotes numeric and C, character data. For the PRN format the length of the TYPE field is increased to three. UTILITIES & OPTIONS MENU --------------------------- BUDGETS EXPORT The formats are the same as given above and the data structure is similar to that for accounts except that the field name OPEN is replaced by ANNUAL and contains the annual budget. The PERIOD_nn data gives the monthly budgets. Budgets are only applicable to account categories 1 (INCOME) and 2 (EXPENSE). UTILITIES & OPTIONS MENU ---------------------- TRANSACTIONS EXPORT The export formats are the same as those indicated for accounts. The date range for transactions to be exported may be specified. The data structure for exported transactions is as follows: field name length type decimals DATE 7 N 4 transaction date, YY.MMDD DESCRIPT 30 C transaction description ACCOUNT 6 N 2 account number CHECK_NO 7 N 0 check number TO 13 N 2 TO (DEBIT) amount FROM 13 N 2 FROM (CREDIT) amount (C)1984-93 KINDRED SPIRITS 32 PC-DEAL User Guide MAIN MENU ------------------------------------------- LEDGER CHANGE The current ledger will be closed and the path, then ledger filename, for the new ledger requested. If <Esc> is used to back out the previous ledger will be reloaded. MAIN MENU ------------------------------------------- ABOUT PC-DEAL Information on PC-DEAL as shareware and registration form. ------------------------------------------------------------ ERRORS PC-DEAL will trap most errors and display a highlighted error message on line 25 at the bottom of the screen. Most of the error messages relate to limitations on data entry and are self explanatory. Certain hardware related errors will be trapped. If the program is capable of recovering from the error you will be given an opportunity to take the necessary corrective action before continuing. For example, if you neglected to close the disk drive tab do so before making another keyboard entry. PC-DEAL may return to the menu from which the option in which the error occurred was selected. In that case, repeat the selection process once the cause of the error has been dealt with. Printer errors which result from turning the printer off or taking it off line while printing is in progress may result in error detection at DOS level. This will terminate the program returning you to the DOS prompt and should be avoided. Printing should be halted first by pressing <Esc>, then turn the printer off or take it off line. ---------------------------------------------------- SWAPPING DISKS The disk containing the PC-DEAL program files must remain in the default drive at all times. The data disk, in a two-drive system, may be changed at the time the disk drive is requested at start-up or following the selection of the CHANGE LEDGER option. The data disk should be changed while the disk drive request is displayed and prior to pressing <Enter>. (C)1984-93 KINDRED SPIRITS 33 PC-DEAL User Guide ------------------------------------------------------ SYSTEM FILES There are five program files - PCDEAL.EXE, and PCDEALCn.OVL where n ranges from 1 to 4. PC-DEAL creates and maintains up to six data files for each ledger. The filename is specified by the user and extensions .GL, .ACD, .ACI ,.BUG, .TRD, and .TRI are used to distinguish them. BASRUN.EXE is the Microsoft BASIC Compiler's runtime module. PC-DEAL uses the file DEAL.DAT to store the parameters selected for your system. If the working PC-DEAL disk does not contain DEAL.DAT the UTILITIES & OPTIONS>OPTIONS screen will automatically appear upon startup. When the destination for output from PC-DEAL is specified as a disk file, an ASCII text file with the extension TXT will be created by PC-DEAL. The text files are intended to be used with a wordprocessor allowing customized reports to be created. The extensions DBF, SDF, CON, MMF, CDF and PRN are used for exported data files. ------------------------------------------------ SYSTEM LIMITATIONS Accounts.......................... 300 Transactions...................... 1,200 on file Main account numbering ........... 3 digits Sub-account numbering ............. 2 digits Maximum transaction amount ....... $999999.99 Maximum amount output............. $9999999.99 Check numbering .................. 1 to 9999999 Budgeting ........................ monthly Accounting period ................ 12 months Ledger name, account and transaction descriptions ..... 30 characters PC-DEAL allows for purging of closed transactions which permits the entry of up to 14,400 double entry transactions per year. (C)1984-93 KINDRED SPIRITS 34 PC-DEAL User Guide ------------------------------------------------- REGISTRATION FORM The development and maintenance of PC-DEAL is supported through user registration fees. The registration fee is US$15. Registered users receive a copy of the latest release, and information on how to obtain future updates and upgrades. PC-DEAL is supported by mail. ----------------------------------------------------------------- ------------------- PC-DEAL REGISTRATION FORM ----------------- Version: 2.61 Obtained from: ____________________ Name: _________________________________________ Date: _________ Address: _______________________________________________________ City: ____________________________ State: ______ Zip: ________ Disk size: ______ 3.5" ______ 5.25" (check one) Send with your check or money order for US$15 to: KINDRED SPIRITS 1407 Finntown Road Waldoboro, Maine 04572 COMMENTS: (C)1984-93 KINDRED SPIRITS 35