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Checkbook Management Program Version 5.0 by Marilyn Price M. P. Data 113 Foxport Dr. Kingsport, Tennessee 37664 Copyright 1985, 1986, 1987, 1988, 1989 by M. P. Data. All Rights Reserved. November 1989 Checkbook Management Program Table of Contents Introduction.............................................................. 1 Getting Started........................................................... 3 To Run.................................................................... 4 Help...................................................................... 5 First Appearances......................................................... 6 Initializing the data files............................................... 6 Main Menu................................................................. 8 Enter Transactions........................................................ 10 Enter a check........................................................ 11 Enter other transactions............................................. 13 Corrections............................................................... 16 Correct a check...................................................... 17 Correct other transactions........................................... 19 Deletions................................................................. 21 Delete a check....................................................... 22 Delete other transactions............................................ 24 Delete all before specified date..................................... 26 Bank Statement Reconciliation............................................. 28 Correct Reconciled Transactions...................................... 31 Reconciliation Report................................................ 32 Reports................................................................... 34 Check Register....................................................... 36 List Checks Only..................................................... 39 List Deposits........................................................ 41 List Automatic Teller Deposits....................................... 43 List Automatic Teller Withdrawals.................................... 45 List All Bank Transactions........................................... 47 List Uncleared Transactions.......................................... 50 List All Budget Categories........................................... 51 Transactions in a Category........................................... 52 Transactions in Category/All Categories.............................. 55 Annual Expenditure Report............................................ 57 Annual Income Report................................................. 60 Summary Report....................................................... 63 Utilities................................................................. 65 Name or Bias Change.................................................. 66 Category Maintenance................................................. 67 System Customization................................................. 69 Find by Contents..................................................... 70 Sort Transactions by Date............................................ 72 Checkbook Management Program Sort Transactions by Check Number.................................... 73 Print Checks.............................................................. 74 Print Checks......................................................... 75 Set Printer Options.................................................. 76 Print Grid........................................................... 79 Pop-Up Category Notes..................................................... 81 Cursor Key Movements...................................................... 82 Play Suggestions.......................................................... 83 To Change from Previous Versions.......................................... 84 New Features.............................................................. 86 To Transfer Data from a Floppy Diskette to a Hard Disk.................... 88 Multiple Accounts......................................................... 89 Special Tips.............................................................. 89 Glossary.................................................................. 90 Messages.................................................................. 91 Checkbook Management Program Introduction This program manages a checkbook's records. It is essentially a checkbook register with the following capabilities: 1. Create all the data files needed. 2. Enter all forms of checking account transactions, including: Numbered checks, Deposits, Automatic Teller withdrawals, Automatic Teller deposits, Bank charges, Interest for NOW accounts. 3. Correct any portion of any of the above transactions. 4. Reconcile a bank statement, clear transactions, find any errors that may show up as a result, and print a list of the transactions just cleared. 5. Delete transactions. Transactions may be either deleted singly (for example, a voided check) or as a group (all transactions before a given date). The second option is used for file management. 6. Generate reports. Reports that can be generated by this program are: A. Check Register - a listing of all transactions in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those transactions in the interval will be listed. This report can be displayed on the screen or listed on a printer. B. Checks Only - a listing of all checks in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those checks in the interval will be listed. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. C. Deposits - A listing of all deposits in the order entered. Automatic teller deposits are not listed here. They are included in the list of Automatic Teller Deposits. You will be asked to supply dates defining the interval you wish displayed. Only those deposits with dates in the interval will be listed. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. D. List of all Automatic Teller Deposits - a listing of all automatic teller deposits, in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those automatic teller deposits with dates in the interval will be listed. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. E. List of all Automatic Teller Withdrawals - a listing of all automatic teller withdrawals, in the order entered. You will be asked to Page 1 Checkbook Management Program supply dates defining the interval you wish displayed. Only those automatic teller withdrawals with dates in the interval will be listed. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. F. List of all Bank Transactions - a listing of all bank transactions, interest, service and other charges, in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those bank transactions with dates in the interval will be listed. The total money deposited and withdrawn will be totaled separately and displayed. This report can be displayed on the screen or listed on a printer. G. List Uncleared Transactions - a listing of all transactions in the order entered which have not yet been marked as having cleared the bank. The total money for the listed transactions is also displayed. Deposits and withdrawals are totaled separately. This report can be displayed on the screen or listed on a printer. H. List of all Current Categories - a listing of all categories currently in use in your data file in alphabetical order. This report can be displayed on the screen or listed on a printer. I. Transactions in a Category - a listing of all transactions in the order entered which have the same category. You will be asked to supply dates defining the interval you wish displayed and the category you wish displayed. Only those transactions in the interval and exactly matching the category will be listed. The total money for the listed transactions is also displayed. Deposits and withdrawals will be totaled separately. This report can be displayed on the screen or listed on a printer. J. Transactions in Category for all Categories - a listing of all transactions, in the order entered, arranged by category. You will be asked to supply dates defining the interval you wish considered. All categories represented by transactions within this interval will appear on the report, each beginning on a fresh page. The total money for the listed transactions is also displayed. Deposits and withdrawals will be totaled separately. The categories will appear in alphabetical order. This report, which can take several pages to print, can only be printed on a printer. It is not available for screen display. For screen display of any one category, use the report described above. K. Annual Expenditure Report - lists a table of the total amounts spent per month for every category. Totals are given for each month and each category. The average monthly expenditure for each category is also displayed. Budget categories are displayed in alphabetical order. You will be asked to supply the last two digits of the year the report is to cover. This report can be displayed on the screen or listed on a printer. Page 2 Checkbook Management Program L. Annual Income Report - lists a table of the total amounts deposited per month for every category. Totals are given for each month and each category. The average monthly income for each category is also displayed. Budget categories are displayed in alphabetical order. You will be asked to supply the last two digits of the year the report is to cover. This report can be displayed on the screen or listed on a printer. M. Summary Report - lists the total expenditures and deposits for the account for each month and the total for the year. This report can be displayed on the screen or listed on a printer. 7. Print selected checks. This is a user supported program. Address any questions or comments to: Marilyn Price M. P. Data 113 Foxport Dr. Kingsport, Tennessee 37664 (615) 349-7744 If you feel this is a useful program, please send $35 to the above address. As a registered user, you will be informed of any updates to this program and receive a printed copy of this user manual. Functional changes to this program will be considered and may require an additional fee. M. P. Data is available for other program development, computer services, and consultation. Contact M. P. Data for your computing needs. Getting Started You received a disk containing the Checkbook Management program (CHECKS.EXE) and a listing of this documentation (CHECKS.1, CHECKS.2, CHECKS.3, CHECKS.4, and CHECKS.5). Before running the program the first time, list this document. Copy the program (CHECKS.EXE) to a new disk. Use this new disk as your working copy and keep the other in a safe place. Feel free to share copies of this program with other users. The Checkbook Management program is user supported software and copying it is encouraged. If the program and data files are kept on the same disk, the data files will have room for approximately 2000 transactions. If the program and data are kept on separate disks, the data files will have room for approximately 3000 transactions. Minimum configuration for this program is as follows. It needs at least 320K RAM, one or two disk drives, and a monitor. It supports both color and monochrome monitors. It was developed using PC-DOS 2.10. It is written in MS Pascal and Assembler and is available in compiled form only. Both program and data may be placed on a hard disk. Page 3 Checkbook Management Program To Run Depending on your computer system, use one of the following sets of instructions. A. One diskette drive with program and data kept on the same disk. 1. Start your computer, using your DOS disk, providing the date and time as requested. At the A> prompt, remove the DOS disk and insert the program disk in drive A:. 2. Type CHECKS and press <enter>. The program will guide you from here on. B. One diskette drive with program and data kept on separate disks. (Not recommended) 1. Start your computer, using your DOS disk, providing the date and time as requested. At the A> prompt, remove the DOS disk and insert the program disk in drive A:. 2. Type CHECKS and press <enter>. Once the title screen appears, remove the program disk and insert the data disk. The program will guide you from here on. (NOTE: This option cannot be customized.) C. Two diskette drives with program and data kept on separate disks. 1. Start your computer, using your DOS disk providing the date and time as requested. At the A> prompt, remove the DOS disk and insert the program disk in drive B:. 2. Insert the data disk in drive A:. 3. Type B:CHECKS and press <enter>. The program will guide you from here on. D. Hard disk system with program and data in same subdirectory. 1. Start your computer, providing the date and time as requested. At the C> prompt, change directories so that the data directory is the current directory. 2. Type CHECKS and press <enter>. The program will guide you from here on. E. Hard disk system with program and data in separate subdirectories. (Before following these instructions, enter a PATH command which includes the directory containing the copy of the program - see your DOS manual for details about this command.) 1. Start your computer, providing the date and time as requested. At the C> prompt, change directories so that the data directory is the current directory. Page 4 Checkbook Management Program 2. Type CHECKS and press <enter>. The program will guide you from here on. From these directions, you may have surmised that the data must be on the default drive and in the current directory for the program to find it. The program can be kept somewhere else, as long as the PATH command has been set for the subdirectory containing the program file. "Playing" around with the program to get the feel of it before entering your current checks is strongly recommended. The following pages will clarify the different functions built into this program and offer some suggestions of things to try during the exploration. Instructions for switching data files from a diskette environment to a hard disk setting are included at the end of this document. Instructions for setting up multiple accounts are also at the end of this document. Help At any time the program is waiting for input, you may press <F1> and get help for the particular activity that you are doing. The help message will appear on the bottom five lines of the screen and will disappear when you press any other key. Some of the messages are longer and take two or three screens to display. They will disappear after the last information has been displayed. The longer messages are all associated with menus. Page 5 Checkbook Management Program First Appearances The first time this version of the program is run, a question appears asking if your data will be kept on a floppy or hard disk system. Once this question has been answered, you will never see it again. When the program starts, the first screen to appear is a cover screen giving a brief statement of the program and the fact that it is user supported. Pressing <F1> at this screen will produce an overview of the program. Pressing any other key will continue execution. If this is the first time the program has been run, or if the data files have been deleted, the next thing you will see is the initialization sequence. (See Initializing the data files.) If the data files are on diskettes, the next screen you see will tell you approximately how many more transactions you can add to your current files. If this number is getting low, please see the deletion sequences to shrink the file. This is just for your information and to warn you if you are running out of disk space. This service is not provided for those keeping their data on a hard disk system. Initializing the Data Files The very first time this program is run, it will ask if the data is to be kept on a floppy diskette (Y or N). Press the letter <Y> then <enter> if the data files will be on diskettes. Press the letter <N> then <enter> if the data files will be on a hard disk or other high capacity (over 2M) storage device. If you ever need to change this information, see the directions near the end of this document. This step is initiated automatically the first time the program is run. The disk is checked for the presence of the data files. If they are not on the default disk, they will be created. You will be asked a series of questions about your checking account. This is to make your computerized account similar to your bank account. The following screen will appear: ╔═══════════════════════════════════════════════════════════╗ ║ Initializing Account ║ ║ ║ ║ Creating the files needed for this program. ║ ║ ║ ║ Please enter the name to be associated with this account ║ ║ (40 characters max). ║ ║ ┌────────────────────────────────────────┐ ║ ║ └────────────────────────────────────────┘ ║ ╚═══════════════════════════════════════════════════════════╝ Page 6 Checkbook Management Program Type in the name you want placed on this account (example - Mr. and Mrs. John Q. Public) then press <enter>. Up to 40 characters and spaces will be retained. This name will appear at the top of most reports and on the menu screens for several of the functions. This name can be changed at any time. See the "Name or Bias Change" on the Utility Menu for details on this. Once the name has been entered, the following will be added to the screen: ╔══════════════════════════════════════════════════════════╗ ║ Please enter the initial balance for this account ║ ║ .00 ║ ╚══════════════════════════════════════════════════════════╝ Enter the initial balance for this account. This can be your current balance for an existing account, the new balance for a brand new account, or the balance at any point you choose. Pressing the decimal point will align the amount. If the initial balance is $500.00, the extra zeroes need not be explicitly entered. The minimum amount to be entered in this case is <5> <0> <0> <enter>. If no initial balance is desired, press <enter> only. Once the initial balance has been entered, the following will be added to the screen: ╔══════════════════════════════════════════════════════════╗ ║ Enter any bias amount (minimum amount, to be kept out ║ ║ of current balance) ║ ║ .00 ║ ╚══════════════════════════════════════════════════════════╝ Some checking accounts require a minimum balance to avoid a service charge. To keep the balance above this amount, it isn't entered into the checkbook. If it's forgotten, it's not spent. However, in reconciling the bank statement, one must remember to add this amount back in, or the statement will be continually out of balance. This is the place in the program where that hidden amount can be entered. If you wish to take advantage of this option, enter an amount here. Press <enter> when satisfied with the amount. If you choose not to take advantage of this option, press <enter> only. This amount can be changed at any time. See the "Name or Bias Change" on the Utility Menu for details on this. Once the bias amount is entered, the files are fully initialized and the program is ready to go. The number of transactions that may be added to the files are displayed (if the data is on diskette). Page 7 Checkbook Management Program Main Menu The Main Menu looks like this: ╔══════════════════════════════════════════════════════════════════╗ ║ Checkbook Management Program ║ ║ Account: (account name) Main Menu ║ ║ Current Balance: xxxxx.xx ║ ║ ║ ║ ╔═════════════════════════════════════════╗ ║ ║ ║ ║ ║ ║ ║ (Q)uit ║ ║ ║ ║ (E) Enter Transactions ║ ║ ║ ║ (C) Corrections ║ ║ ║ ║ (D) Deletions ║ ║ ║ ║ (B) Bank Statement Reconciliation ║ ║ ║ ║ (R) Reports ║ ║ ║ ║ (U) Utilities ║ ║ ║ ║ (P) Print Checks ║ ║ ║ ║ ║ ║ ║ ╚═════════════════════════════════════════╝ ║ ║ ║ ║ Enter your choice ║ ╚══════════════════════════════════════════════════════════════════╝ When this first appears, the first option (Quit) is highlighted in reverse video. Use the arrow keys to move up and down the list until the function you wish to use is highlighted. Press <enter> to select that option. An alternate form of selecting an option on this menu is to press the letter which appears inside the parentheses (R for Reports, for example). The help screen for this menu is longer than most of the rest - in fact, it covers two full screens. The information on those screens is included in the following explanations of each option. Quit - Selecting the quit option returns you to the DOS prompt (A> or C>). Enter transactions - This option allows you to enter information about a transaction (check, deposit, automatic teller transaction). For a check, the screen will appear as a giant check to be filled out. For the others, you can enter the date, amount, category, and memo fields. Corrections - This option allows you to change the entered information on any transaction in the file. If the amount is changed, this change is reflected in the displayed balance. The Corrections screen will ask you to specify the type of transaction being corrected. If it is a check, the screen will appear as a giant check filled out exactly as you filled it in earlier. For other transactions, the date, amount, category, memo, and bank clearance status will be displayed. Deletions - This option allows you to delete a specific transaction or remove obsolete records. The Deletion menu will have you specify which you want. If a specific transaction is deleted, the amount of that transaction is removed completely. If it was a debit, the amount will return to your account. If it was a credit, the amount will be removed from your Page 8 Checkbook Management Program balance. The requested record will be displayed and you must verify it is the one to be deleted. Once deleted, a record cannot be reactivated. If the Delete All option is selected, you will be asked to specify a date. All transactions with dates prior to that date will be deleted. It is strongly recommended that you make a back-up copy of the data files before using this option. Once deleted, the records cannot be recovered. Bank statement reconciliation - This option is designed to help you reconcile the bank statement for your account each month. You can mark those transactions which have cleared the bank, enter any bank charges, service charges, or (if you have a NOW account) interest earned, and the program will calculate the balance which should appear on your bank statement. It takes your current balance, deducts any uncleared deposits, adds any uncleared checks, and displays the result. If the amounts do not agree, there is an option included for reviewing the checks just cleared to see if the bank and the file disagree on the amount. This can be corrected while still in the reconcile option in an attempt to get the two amounts to agree. You can also print a list of the transactions just cleared. Reports - This option presents the report menu which allows you to choose among the thirteen reports available. (See Reports). Utilities - This option presents the Utility menu, which enables some specialized functions to do the following: allow you to change the account name or bias amount, allow you to globally change a category from one name to another, allow you to customize the program, allow you to find a transaction based on the contents of the "To Whom" and "Memo" fields, and allow you to sort the data file by date or check number. (See Utilities). Print Checks - This option presents the Check Printing Menu, which enables the user to select checks for printing, set the rows and columns for the check information, or print a grid which can be used to determine the proper row and column numbers to use in the set-up process. Page 9 Checkbook Management Program Entering Transactions This option allows you to enter information about a transaction (check, deposit, automatic teller transaction). For a check, the screen will appear as a giant check to be filled out. For the others, you can enter the date, amount, category, and memo fields. The Enter Menu looks like this: ╔═════════════════════════════════════════════════════════════════════════════╗ ║ Entering transactions for account (account name) ║ ║ Balance $ xxx.xx ║ ║ ║ ║(C)heck (D)eposit Auto-Teller (W)ithdrawal (A)uto-Teller Deposit (Q)uit ║ ╚═════════════════════════════════════════════════════════════════════════════╝ When this menu appears, the first option (Check) is highlighted by reverse video. Use the cursor keys (left and right) to change transaction types until your choice is highlighted. Press <enter> to select the highlighted type. Or, press the letter in parenthesis to select the option. Options are: (C)heck - Enter the details for a check. (D)eposit - Enter the details for a regular deposit. Auto-Teller (W)ithdrawal - Enter the details for an Automatic Teller Withdrawal. (A)uto-Teller Deposit - Enter the details for an Automatic Teller Deposit. (Q)uit - Return to the Main Menu. The displayed balance is the current account balance. As soon as a transaction is marked as satisfactory, the amount is added to or subtracted from the balance and the display is changed. Page 10 Checkbook Management Program Enter a Check When this option is selected, the screen changes to this: ╔════════════════════════════════════════════════════════════════════════════╗ ║ Entering transactions for account (account name) ║ ║ Balance $ xxx.xx ║ ║ ║ ║ Enter Check Check Number _____ ║ ║ ║ ║ Date __/__/__ ║ ║ ║ ║ To Whom _________________________________________ Amount ________0.00 ║ ║ ║ ║ Memo ____________________________________________ ║ ║ ║ ║ Budget Category __________ ║ ║ ║ ║ Cleared the bank NO_ ║ ║ ║ ║ Keep? (Y/N) X ║ ╚════════════════════════════════════════════════════════════════════════════╝ Use the cursor keys to move from field to field, filling in the pertinent details. Each field is described below. Cursor keys are detailed on page 70. Fields: Check Number - The number of this check. Up to five characters are allowed for this. You may use any combination of letters and numbers that make sense to you. However, keep in mind that the Correction and Deletion routines will require an exact match (including spaces) to find these checks again. Duplicate numbers are allowed, but not encouraged. Press <enter> or <tab> to move to the next field. A <Q> entered in this field will return you to the Enter Menu without adding this check to the data file. If numbers only are entered for this field, the program will prefill this area with the next check number. This will begin with the second check entered to the program. This field cannot be left blank. Date - The date of this check. It must be a valid date (February 30 is not a valid date). Dates in the future are not allowed (unless changed by customization). "The future" is deemed to be any day after the entered system date. If the date is invalid, the program will not allow you to leave this field. Press <enter> or <tab> to move to the next field. A <Q> pressed while in this field will return you to the Enter Menu without adding this check to the data file. This field is prefilled with the system date for the first transaction, each time the program is run. If you change the date, this new date is repeated for the next transaction. To Whom - The recipient of this check. Forty characters are allowed for this information. There are few restraints for this field. Pressing <enter> or pressing <tab> are two ways to continue to the next field. A <Q> pressed while in this field is assumed to be part of the name and will not return you to the Enter Menu. Page 11 Checkbook Management Program Amount - The amount of the check. Only leading blanks, valid digits, and a decimal point are allowed in this field. Pressing the decimal point will align the amount in the field. Pressing <enter> or pressing <tab> are two ways to continue to the next field. A <Q> pressed while in this field will return you to the Enter Menu without adding this check to the data file. This amount is subtracted from the balance as soon as the check is marked as satisfactory. If the amount is left zero when you indicate you are satisfied with the check, you will be asked if you want to void, edit, or quit. Void will enter the check with a zero amount. Edit will allow you to change the check as it appears. Quit will ignore this check. Memo - A forty character field for entering any additional details you wish kept about this check. This is similar to the small line in the lower left corner of most checks for writing a note to yourself about the purpose of the purchase. For example, a check written to J. C. Penney's might have the words "shoes for Mom" in the memo area. This is printed in the Transactions in a Category Reports only. There are few restraints for this field. Pressing <enter> or <tab> are two ways to continue to the next field. A <Q> pressed while in this field is assumed to be part of the memo and will not return you to the Enter Menu. Budget Category - A ten character field used to classify transactions for the Annual Expenditure Report and the Transactions in a Category Report. Up to fifty unique categories can be used. These categories are your choice. Three are preassigned. All Automatic Teller Withdrawals have budget categories of 'CASH '. All bank charges and deposits have budget categories of 'BANK '. All deposits (ATD and regular) have categories of 'INCOME '. Notice that I have used all capital letters for these and left justified them. As you enter letters into this field, they will be converted from lower to upper case. This decreases the chance of a mismatch. Default category names for checks, deposits, bank transactions, and automatic teller withdrawals can be customized through the System Customization option. Pressing <F10> while in this field will bring up a "pop-up" window of the categories currently in use. You can select the desired category from this list. See Pop-up Category Notes for the keys used to navigate this option. Pressing <enter> or <tab> are two ways to continue to the next field. A <Q> pressed while in this field is assumed to be part of the category and will not return you to the Enter Menu. Please note: the program does not distinguish between deposit and withdrawal categories for report purposes. Cleared the bank - This is a flag indicating whether or not the check has cleared the bank. For almost all checks that you enter, this will stay NO. However, if a check is entered into the program after it clears the bank, press <Y> here. Pressing <Y>, <N>, <enter>, or <tab> are some of the ways to continue to the next field. A <Q> pressed while in this field will return you to the Enter Menu without adding this check to the data file. Page 12 Checkbook Management Program Keep? (Y/N) - If the check, as you see it on the screen is the way you want it to appear in the permanent copy, position the cursor in the box following Keep? and press <enter> or <Y>. An <N> pressed while in this box will return you to the Enter Menu without adding this check to the data file. Pressing <enter> or <Y> here is the only way to add this check to the data file. If the amount has been left zero, you will be asked if you want to void, edit, or quit. Void will enter the check with a zero amount. Edit will allow you to change the check as it appears. Quit will ignore this check. Enter Other Transactions Non-check transactions have the same general entry appearance. They are grouped here for convenience. When entering a non-check transaction (Deposit, Auto-Teller Withdrawal, or Auto-Teller Deposit), the screen changes to this: ╔══════════════════════════════════════════════════════════╗ ║ Entering transactions for account (account name) ║ ║ Balance $ xxxx.xx ║ ║ ║ ║ Enter [transaction type] ║ ║ ║ ║ Date __/__/__ Amount ______.00 ║ ║ ║ ║ Category __________ ║ ║ ║ ║ Memo ___________________________________________ ║ ║ ║ ║ Cleared the bank NO_ ║ ║ ║ ║ Keep? (Y/N) X ║ ╚══════════════════════════════════════════════════════════╝ The phrase [transaction type] will be replaced with the actual type chosen (Deposit, Automatic Teller Withdrawal, or Automatic Teller Deposit). Use the cursor keys to move from field to field, filling in the pertinent details. Each field is described below. Cursor keys are detailed on page 70. Fields: Date - The date of this transaction. It must be a valid date (February 30 is not a valid date). Dates in the future are not allowed (unless changed by customization). "The future" is deemed to be any day after the entered system date. If the date is invalid, the program will not allow you to leave this field. Press <enter> or <tab> to move to the next field. A <Q> pressed while in this field will return you to the Enter Menu without adding this transaction to the data file. This field is prefilled with the system date for the first transaction, each time the program is run. If you change the date, this new date is repeated for the next transaction. Page 13 Checkbook Management Program Amount - The amount of the transaction. Only leading blanks, valid digits, and a decimal point are allowed in this field. Pressing the decimal point will align the amount in the field. Pressing <enter> or pressing <tab> are two ways to continue to the next field. A <Q> pressed while in this field will return you to the Enter Menu without adding this transaction to the data file. This amount is subtracted from the balance if this is a withdrawal, added to the balance if it is a deposit, as soon as the transaction is marked as satisfactory. If the amount is left zero when you indicate you are satisfied with the transaction, you will be asked if you want to void, edit, or quit. Void will enter the transaction with a zero amount. Edit will allow you to change the transaction as it appears. Quit will ignore this transaction. Budget Category - A ten character field used to classify transactions for the Annual Expenditure Report and the Transactions in a Category Report. Up to fifty unique categories can be used. These categories are your choice. Three are preassigned. All Automatic Teller Withdrawals have budget categories of 'CASH '. All bank charges and deposits have budget categories of 'BANK '. All deposits (ATD and regular) have categories of 'INCOME '. Notice that I have used all capital letters for these and left justified them. As you enter letters into this field, they will be converted from lower to upper case. This decreases the chance of a mismatch. Default category names for checks, deposits, bank transactions, and automatic teller withdrawals can be customized through the System Customization option. Pressing <F10> while in this field will bring up a "pop-up" window of the categories currently in use. You can select the desired category from this list. See Pop-up Category Notes for the keys used to navigate this option. Pressing <enter> or <tab> are two ways to continue to the next field. A <Q> pressed while in this field is assumed to be part of the category and will not return you to the Enter Menu. Please note: the program does not distinguish between deposit and withdrawal categories for report purposes. Memo - A forty character field for entering any additional details you wish kept about this transaction. This is printed in the Transactions in a Category Reports only. There are few restraints for this field. Pressing <enter> or <tab> are two ways to continue to the next field. A <Q> pressed while in this field is assumed to be part of the memo and will not return you to the Enter Menu. Cleared the bank - This is a flag indicating whether or not the transaction has cleared the bank. For almost all transactions that you enter, this will stay NO. However, if a transaction gets missed somehow, and gets entered into the program after it clears the bank, press <Y> here. Pressing <Y>, <N>, <enter>, or <tab> are some of the ways to continue to the next field. A <Q> pressed while in this field will return you to the Enter Menu without adding this transaction to the data file. Page 14 Checkbook Management Program Keep? (Y/N) - If the transaction, as you see it on the screen is the way you want it to appear in the permanent copy, position the cursor in the box following Keep? and press <enter> or <Y>. An <N> pressed while in this box will return you to the Enter Menu without adding this transaction to the data file. Pressing <enter> or <Y> here is the only way to add this transaction to the data file. If the amount has been left zero, you will be asked if you want to void, edit, or quit. Void will enter the transaction with a zero amount. Edit will allow you to change the transaction as it appears. Quit will ignore this transaction. Page 15 Checkbook Management Program Corrections This option allows you to change the entered information on any transaction in the file. If the amount is changed, this change is reflected in the displayed balance. The Corrections screen will ask you to specify the type of transaction being corrected. If it is a check, the screen will appear as a giant check filled out exactly as you filled it in earlier. For other transactions, the date, amount, category, memo, and bank clearance status will be displayed. The Correction menu screen looks like this: ╔═════════════════════════════════════════════════════════════════════════════╗ ║ Correcting transactions for account (account name) ║ ║ Balance $ xxxx.xx ║ ║ ║ ║(C)heck (D)eposit AT (W)ithdraw (A)T Deposit (B)ank Charge (I)nterest (Q)uit║ ╚═════════════════════════════════════════════════════════════════════════════╝ When the menu appears, the first option (Check) is highlighted in reverse video. Use the arrow keys (left and right) to highlight the type of transaction you wish to correct. When the correct one is highlighted, press <enter> to select it. Options: (C)heck - Correct a check entered through the Enter Check option. (D)eposit - Correct a deposit entered through the Enter Deposit option. These have the key letters DEP in the check number column of the various reports. AT (W)ithdraw - Correct an Automatic Teller Withdrawal entered through the Enter Automatic Teller Withdrawal option. These have the key letters ATW in the check number column of the various reports. (A)T Deposit - Correct an Automatic Teller Deposit entered through the Enter Automatic Teller Deposit option. These have the key letters ATD in the check number column of the various reports. (B)ank Charge - Correct a bank charge entered during the Bank Statement Reconciliation option. These have the key letters CHAR in the check number column of the various reports. (I)nterest - Correct an interest entry entered during the Bank Statement Reconciliation option. These have the key letters INT in the check number column of the various reports. (Q)uit - Return to the Main Menu. Pressing the letter in parentheses is another way to select the desired option. Page 16 Checkbook Management Program Correct a Check When this option is chosen, the screen changes to the following: ╔══════════════════════════════════════════════════════════╗ ║ Correcting transactions for account (account name) ║ ║ Balance $ xxxx.xx ║ ║ ║ ║ Check ║ ║ ║ ║ Check Number? ______ ║ ╚══════════════════════════════════════════════════════════╝ Enter the number of the check you want to correct. Five characters are allowed. Press <enter> when finished. The program searches for the check with that number. There are three possible outcomes to this search. 1. The check is not found. 2. More than one check with that number is found. 3. The check is found. Case 1: The screen displays: ╔══════════════════════════════════════════════════════════╗ ║ Correcting transactions for account (account name) ║ ║ Balance $ xxxx.xx ║ ║ ║ ║ Check ║ ║ ║ ║ Check Number? XXXXX ║ ║ ║ ║ Not found ║ ╚══════════════════════════════════════════════════════════╝ Check the number you entered. Alignment in the field must be exactly as it was when you entered the check in the first place. Press any key to continue. The screen will clear and you will see the Correction menu. Case 2: The screen displays: ╔══════════════════════════════════════════════════════════╗ ║ Correcting transactions for account (account name) ║ ║ Balance $ xxxx.xx ║ ║ ║ ║ Check ║ ║ ║ ║ More than one found. Indicate which you want (1, 2, 3..)║ ║ ║ ║ xx/xx/xx ║ ║ xx/xx/xx ║ ╚══════════════════════════════════════════════════════════╝ Page 17