Hall of Fame/HallofFameCDROM.cdr/misc3/ckbook.lzh/CKBOOK.DOC

Text File | 1987-01-22 | 12KB | 330 lines

                            PC-CHECK MANAGER  2.1
               For the IBM and MS DOS Personal Computers

                (c) copyright  Charles F. Little -- 1984



                             Charles Little
                            807 Lipton Drive
                        Newport News, Va. 23602
                             [phone]
                            Source ID BBI405



This program is distributed on the FreeWare concept at no charge except
for the actual expenses incurred by the author for postage and
handling. If you use this program and find it of value, a $25
contribution is suggested.  This will enable the author to continue
making updates and creation of other software.

You are encourgaged to copy this program and share it with others on
the conditions that the program is not distributed in modified form,
that no fee or consideration is charged, and that this notice is not
bypassed or removed.


Updates to this program will be made continuously.  User input is
encouraged.  You can obtain an updated copy of this program at any time
by sending a blank diskette and $5.00 for postage and handling.  A new
diskette will be furnished for $25.00.







                            PC-CHECK MANAGER

PC-CHECK MANAGER is menu driven and simple to use. It can handle
multiple checkbooks by assigning different names to each file. The
drive on which the data is located can be selected both at program
startup and when a new checkbook data file is selected.  The user can
assign unlimited Payees to which checks are regularly written and
unlimited Ledger Accounts, so as to speed data entry.  The program will
automatically assign the Ledger Account Number when a pre-assigned
Payee is selected.





                            GETTING STARTED

The PC-CHECK MANAGER disk does not have the Disk Operating System (DOS)
installed.  Put a copy of DOS 1.1 or later in your disk drive and
FORMAT three NEW disks with the SYSTEM installed using FORMAT A:/s or
using the instructions for your computer as found in your DOS Manual.

Copy the program CKBOOK.EXE, LEDGER.DAT and CK.DOC to your new disks.
Put the original in a safe place and store one copy off site.  Always
after completing a session entering data, make a backup copy of your
data file and on a regular basis, store a copy off site.


In order for your PC-CHECK MANAGER to automatically run when you boot
up the system, you must create an AUTOEXEC.BAT file. Follow these
instructions or the instructions in your DOS Manual.


With the prompt A>, type the following:


                A> COPY CON:AUTOEXEC.BAT         {ENTER}
                CKBOOK                           {ENTER}
                F6 key         (press the key)   {ENTER} *


       *When you press the F6 key, the symbol ^Z will appear.  When you
        press {ENTER}, the message  "1 File Copied" will appear.

Now boot the system using {Ctrl} {Alt} {Del}.  You are now ready to use
PC-CHECK MANAGER.


Alternatively, type CKBOOK and press {ENTER} to begin the program
without an autoexec.bat file.





                          PROGRAM INSTRUCTIONS


The first entry you will have to make is to choose the disk drive the
data is to be stored. The following prompt will appear.


      On which drive is the Checkbook Data (A, B, C, D):

Make your selection.



Next, you must select a name for your checkbook(s).  Use a name which
will be descriptive for the use, ie, personal, business, etc.  One data
file is pre-named "CKBOOK" for your convenience. The number of checkbooks
the program will handle is only limited by disk capacity.  If no
checkbook is on the diskette, the program will automatically create
the checkbook file CKBOOK and abort to the main title screen the first
time the program is run.




                               MAIN MENU


The Main Menu gives 9 choices.  Each selection from the Menu will be
explored in greater detail.  To make a selection from any Menu, Press the
corresponding Function  ( F ) key on the left of the keyboard.


Update Checkbook Data Menu

This selection will display the Update Checkbook Data Menu.  Use this
Menu to enter all of your data.  Each selection is self explanatory.
Within the Add Data and Modify Data selection, a series of prompts will
appear requesting information.  Each will be described in detail below.
The Delete Data prompt will only ask for the Check Number prior to
deleting the data for that check number.  It is recommended that the
Delete Data selection be used to a minimum and all changes be made from
the Modify Data selection.




Entering Data

    Date:     When ask for the date, enter the date as MM/DD/YY.  If the
date is entered in any other format, you will be ask to enter the date
again. If you want to return to the menu, press {ENTER}.  This prompt
will appear for each record. If you wish to change the date for a new
record, Press {ENTER} when the "Pay To:" prompt appears.

    Pay To:   This prompt will appear at the bottom of the screen with a
list of Payee's above.  You can either select a number corresponding to
a Payee or enter another Payee name directly. Pressing {ENTER} will
return you to the Date prompt to change the date. Pressing {ENTER}
TWICE will return you to the Menu. All Payee's can be modified as
explained later.  Using preselected Payee's will allow the program to
assign Ledger Account Numbers and you will not have to make a Ledger
entry.

    Purpose:  The purpose for which the check is written is entered
here.  There is a maximum of 25 characters. No entry is required.

    Check or Deposit Number:  Enter your check or deposit number.  If you
make no entry, the default is the record number.

    Amount of Check:  Make a positive numeric entry if a check or Press
{ENTER} if a deposit. Checks or deposits up to $99,999.00 may be
entered.  Do not enter the $ or any commas.

    Amount of Deposit:  This prompt will not appear if an entry is made
to the Amount of Check. See the prompt Amount of Check for limitations.

    Out Code:  This prompt refers to checks and deposits which have
cleared the bank.  If the check you are entering has cleared the bank,
then enter the number 1, else Press {ENTER}.  This field is used to List
Outstanding Checks and to balance your checkbook as explained later.

    Ledger Code:  This prompt is displayed at the bottom of the screen
with a list of Ledger Accounts above.  The Ledger Categories were
obtained from IRS Form Schedule C.  This list can be customized as
explained later.  Make your selection by entering a number that
corresponds to the Ledger Category. Automatic entry of this field is
accomplished by using a preselected Payee.  Below is the list and
corresponding numbers of Ledger Codes included in the program.

General Ledger Codes

Expenses                               Expenses/Income

 1) Advertising                        20) Telephone
 2) Bank Service Charges               21) Permits/Licenses
 3) Car & Truck Expenses               22) Gifts
 4) Commissions Paid                   23) Employee Taxes
 5) Dues                               24) Other Taxable Expenses
 6) Publications                       25)
 7) Freight                            26)
 8) Insurance                          27)
 9) Interest Paid                      28)
10) Laundry & Cleaning                 29)
11) Legal & Professional Fees          30)
12) Office Supplies                    31)
13) Postage                            32)
14) Rent on Business Property          33)
15) Repairs                            34)
16) Supplies                           35)
17) Travel & Entertainment             36)
18) Taxes                              37)
19) Utilities                          38)




Compute Checkbook Balance

This menu selection will compute your existing checkbook balance. Press
F2 to compute the balance.




List Outstanding Checks

All checks and deposits which have not cleared the bank will be displayed
in numerical order. For a print out, Press F10 when prompted.  After
displaying your outstanding checks, Press {ENTER} and you will be
prompted for your checkbook balance.  If you have just updated your
outstanding checks, enter the statement balance and you will be informed
if your checkbook balances. You should use this report to compare with
your bank statement prior to using the Balance Checkbook Routine
explained below.




List All Checks

All checks and deposits with positive amount will be listed in order of
entry. For a print out, Press F10 when prompted.  Ranges can be
selected.




Balance Checkbook Routine

This routine inserts a "1" in the Out Code for all checks entered to
indicate the check has been received on your statement.  First compare
your statement with the report "List Outstanding Checks" and List All
Checks".  If there are entries on the statement that cannot be found in
the data file, investigate. Either you have not entered the data or the
bank statement is in error.  Add any new data before using this
routine.

Select F5 from the Main Menu.  You will be prompted first for the Check
Number then the Check Amount. From your bank statement, enter the check
number and the amount.  The prompt will continue to appear until you
Press {ENTER} without an entry in the Check Number prompt.  The computer
will then add a "1" to all records which match your entries from the bank
statement. You will then be prompted for your Deposits. Make similar
entries.  Deposit numbers may be obtained from the report "List
Outstanding Checks".  Exception reports show "NO MATCHES".

You must now return to the report "List Outstanding Checks".  Compare the
print out with your statement. Checks listed on the computer report and
on the statement indicated an erroneous entry was made. Investigate.
Update your checkbook data if necessary using F1 on the MAIN MENU.




New Checkbook File

Press F6 and you will be returned to the prompt requesting the drive on
which the checkbook data is located.




Run Ledger Account Listing

Selecting F7 will display the Ledger Accounts with the prompt "Ledger
Account" at the bottom of the screen.  For a listing and totals of the
Ledger, select the corresponding number and press {ENTER}. To get year to
date totals, it is recommended that only the current years data be stored
in each data file.  Print outs are available.




All Ledger Accounts

This will run all Ledger Accounts in order.




Update/Change Automatic Data Entry

This is a house keeping function.  It allows you to customize the Payee
and Ledger account numbers for automatic entry.

In the Automatic Data Entry Menu, select the Ledger or Payee update. It
is recommended you modify the Ledger and then obtain a print out of the
General Ledger screen in the program using {Ctrl} {PrtSc} prior to
updating the Payees.  This allows you to assign the correct GLA Account
Number to the Payee.  Select the appropriate F10 key to gain entry to
these functions.  Enter the Payee, address, and Ledger Account Number as
prompted. The preset Ledger Accounts are included in this documentation.



                                CONTACTS


If you have any questions on the operation of this program, please
contact me at [phone] after 6 pm EST weekdays and any weekend or
through the Source at BBI405.













                                 page 6
edger Accounts above.  The Ledger Categories were
obtained from IRS Form Schedule C.  This list