JCSM Shareware Collection 1996 September

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Portfolio Manager Version 5.4 Copyright 1985-1995 by Shane Software International Shane Software International Steve Hane 107 17th Court Sequim, WA. 98382 Order (only) line 800-742-6303 (1-800 SHANE 03) (3 - 5pm PACIFIC time is the BEST time to call) Technical support 360-681-2402 CompuServe ID: 73060,2370 _______ ____|__ | (tm) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER P R O G R A M M A N U A L (some legal stuff) Portfolio Manager is Copyrighted 1985-1995 by Shane Software International and Steven C. Hane, and is protected by U.S. domestic and international copyright laws. ALL OF THE SHAREWARE AUTHOR'S RIGHT, TITLE AND INTEREST IN AND TO THE SOFTWARE NOT EXPRESSLY GRANTED ARE RESERVED EXCLUSIVELY BY THE AUTHOR." Users of the Portfolio Manager must accept this disclaimer of warranty: "Portfolio Manager is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of Portfolio Manager." Please see "Legal considerations" Chapter 3, section 3.A (pg 76) PAGE I T A B L E O F C O N T E N T S CHAPTER 1: - GETTING STARTED 1.A Introduction .................................. 1 1.B Program description ........................... 2 1.B.a Unique features ........................ 2 1.C Registration .................................. 3 1.D A short course in DOS ......................... 4 1.E Program installation .......................... 5 1.E.a Caution ................................ 5 1.E.b Preparation ............................ 5 1.E.c When to use the install program ........ 6 1.E.d Starting install in ** DOS ** .......... 6 1.E.e Starting install in ** WINDOWS *** ..... 6 1.E.f What will happen ....................... 6 1.E.g Adding a start-up icon in windows ...... 7 1.E.h Install it yourself ???? ............... 7 1.E.i Important: (config.sys file) .......... 8 1.E.j In case of trouble (install) ........... 8 1.F Starting Portfolio Manager .................... 9 1.F.a The first time you use it .............. 9 1.F.b Configuring the program ................ 10 1.G Creating an instruction manual ................ 10 1.G.a From context help screens in program ... 10 1.G.b From DOC files on distribution disks ... 10 1.H Starting YOUR data ............................ 10 1.H.a Quick start YOUR data .................. 11 1.H.b Starting YOUR data records ............. 11 1.H.c Ambitious start data entry ............. 12 1.I Creating and using sample data ................ 13 1.J Context sensitive HELP screens ................ 14 CHAPTER 2: - USING THE PROGRAM 2.0 General information ........................... 15 2.0.A The main menu .......................... 15 2.0.B The sub-menus .......................... 15 2.0.C Selecting accounts ..................... 16 2.0.D Creating hold (.HLD) files ............. 16 2.0.E Entering dates ......................... 18 2.0.F Editing entered data ................... 18 2.0.G Entering numeric data .................. 18 2.0.H Security selection ..................... 19 2.0.I Transaction remarks .................... 19 2.0.J Using the broker account ............... 19 2.1 EXIT MENU 2.1 General information ...................... 20 2.1.A Terminate the program .................... 20 2.1.B Review investment statistics ............. 21 2.1.C For technical assistance ................. 22 2.1.D Cancel entries this session .............. 23 2.1.E Create "HLD"; same as PM start ........... 24 2.1.F Info on program registration ............. 24 PAGE II T A B L E O F C O N T E N T S CHAPTER 2: - USING THE PROGRAM - (continued) 2.2 REPORT MENU 2.2 General information ...................... 25 2.2.A REPORT SETUP MENU (New in Version 5) ..... 25 2.2.B All the reports in order ................. 28 2.2.C Dividend & interest reports .............. 28 2.2.D Report on sold investments ............... 29 2.2.E Summary report of accounts ............... 29 2.2.F 1099 verify form (div/intr) .............. 30 2.2.G Return on investment (ROI) ............... 30 2.2.H Combined information report .............. 32 2.2.I IRS 1040 Support statement ............... 34 2.2.I.a Print tax schedules B & D ....... 34 2.2.I.b Screen tax schedules B & D ...... 35 2.2.J Print rept from disk file ................ 35 2.3 PURCHASE MENU 2.3 General information ...................... 36 2.3.A Enter a new investment ................... 36 2.3.A.a Constant value investments ...... 37 Constant value examples ......... 38 2.3.A.b Bond interest buy or sell ....... 38 2.3.B Add shares to stock you own .............. 39 2.3.C Enter dividend paid in stock ............. 39 2.3.D Sell a stock short ....................... 39 2.3.E Cover short sale position ................ 40 2.3.F Adjust original cost basis ............... 40 2.3.G Adjust for merger or buyout .............. 40 2.3.H Enter a company stock SPLIT .............. 41 2.4 UPDATE VALUES MENU 2.4 General information ...................... 42 2.4.A Quick Form - Full portfolio .............. 42 2.4.B Long Form - Full portfolio .............. 42 2.4.C Long Form - Select security ............. 42 2.5 INCOME MENU 2.5 General information ...................... 43 2.5.A Dividend income .......................... 44 2.5.B Interest income .......................... 45 2.5.C Return of Capital dividend ............... 45 2.6 BROKER MENU 2.6 General information ...................... 46 2.6.A Debit broker cash account ................ 46 2.6.B Credit broker cash account ............... 46 2.6.C Review broker acct balance ............... 46 2.6.D Using the broker acct with transactions .. 47 PAGE III T A B L E O F C O N T E N T S CHAPTER 2: - USING THE PROGRAM - (continued) 2.7 SELL MENU 2.7 General information ...................... 48 2.7.A Sell an investment (all the shares) ...... 48 2.7.B Sell part of an investment ............... 49 2.7.C The treatment of bond interest ........... 51 2.7.D Covering short sale ...................... 51 2.8 MISCELLANEOUS MENU 2.8 General information ...................... 52 2.8.A Edit/Delete/View/Name-change a record .... 52 2.8.A.a Delete an entry from records .... 54 2.8.A.b View (examine) a record ......... 55 2.8.A.c Change an investment name ....... 55 2.8.A.d Foxpro (tm) Browse command ...... 55 2.8.B Enter/Edit investment alerts ............. 55 2.8.B.a Enter High/Low value ............ 56 2.8.B.b Edit High/Low value ............. 56 2.8.B.c Delete High/Low value ........... 56 2.8.C Test & fix data &/or memory problem ...... 57 2.8.D Back data to a backup drive .............. 59 2.8.E Create customized PM manual............... 60 2.8.F Clear past closed positions .............. 60 2.8.G Recover back-ups ......................... 61 2.8.G.a From B/U made on start-up ....... 61 2.8.G.b From your B/U data disk ......... 61 2.8.G.c Select one file from B/U ........ 62 2.8.H Add/Delete/Rename an account ............. 63 2.8.H.a Create a new account ............ 64 2.8.H.b Delete existing account ......... 64 2.8.H.c Rename existing account ......... 64 2.8.H.d Transfer an account ............. 65 2.8.I CONFIGURE Portfolio Manager .............. 66 2.8.I.a Step thru 2 to D below .......... 67 2.8.I.b Color selection menu ............ 67 2.8.I.c Defined your account names ...... 67 2.8.I.d Enter/change user name .......... 69 2.8.I.e Set a default response .......... 69 2.8.I.f Assign a backup drive ........... 69 2.8.I.g Numlock on/off- numeric ......... 69 2.8.I.h Program DATE format ............. 69 2.8.I.i Printer selection ............... 70 2.8.I.j Define report contents .......... 70 2.8.I.k Set cap gains period ............ 70 2.8.I.l Set YOUR income tax bracket ..... 71 2.8.I.m Set PREFERENCE sub-menu ......... 71 Special note about browse command 71 Special note - auto data testing. 72 Special note - auto help screens. 72 2.8.I.n Clear all data files ............ 73 PAGE IV T A B L E O F C O N T E N T S CHAPTER 2: - USING THE PROGRAM - (continued) 2.9 BONUS MENU 2.9 General information ...................... 74 2.9.A Calculator program ....................... 74 2.9.B Calendar program ......................... 74 2.9.C Financial calculations ................... 75 2.9.D Loan computations ........................ 75 CHAPTER 3: - THE OTHER STUFF 3.A Legal considerations .......................... 76 3.A.a Disclaimer ............................. 76 3.A.b Limited warranty ...................... 76 3.B License agreement ............................. 77 3.B.a Distribution restrictions .............. 78 3.B.b Vendor distribution authorization ...... 78 3.C Registration form ............................. 79 3.D In case of trouble ............................ 80 3.D.a Error files ............................ 80 3.D.b Abnormal program termination ........... 80 3.D.c Technical assistance ................... 82 3.E Glossary ...................................... 83 The manual will cross reference related features and information using the appropriate Chapter and sub-chapter numbers (ex. See Chapter 1, section 1.E.c) PAGE 1 SPECIAL NOTE ON MANUAL FORMAT ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ In earlier versions of Portfolio Manager the manual included detailed instructions on the use of each menu option. These instructions were essentially the same as context sensitive help screens available with the F1 key in the program. New in version 5.x: A manual with the detailed instructions on the use of menu options may be created from within the program. I felt this would give you the option to determine how much printed material you needed. For information on how to create your custom printed manual or manual on a disk see Section 1.G.a C H A P T E R 1: - G E T T I N G S T A R T E D ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 1.A I N T R O D U C T I O N ~~~~~~~~~~~~~~~~~~~~~~~ This manual is offered as an overview of the program and how to get started with its use. The program has a feature that allows you to CREATE YOUR OWN MANUAL from the help files. For additional information on creating a manual see Section 1.G in Chapter 1. All the various documentation (.DOC) files that accompany this program may be viewed or printed from WITHIN THE INSTALL PROGRAM (see Sect 1.E.c for additional information on the file viewer). Each menu item is shown in the table of contents and the options available under that main menu feature are shown in the order they appear in the sub-menu. The program was designed to be intuitive in its use, however, some options may be require additional explanation to follow the logic that was used for certain functions such as tracking a savings account or a CD. Throughout PM, context sensitive help screens are available with the F1 Key. To activate a help screen you may press the F1 at any point in the program. While the help screens are active, you may enter the letter "T" (no quotes) to activate a Topics menu which will allow you to examine any available help topic from a help menu. Portfolio Manager was written using the program commands from the Foxpro(tm) database package. The data files are in a standard DBF format. The distribution files were compiled with the run- time package supplied with Foxpro(tm). PAGE 2 1.B PROGRAM DESCRIPTION ~~~~~~~~~~~~~~~~~~~ Portfolio Manager is a record keeping system for investors. You may divide your portfolio into as many as 5 accounts to separate your records for investments in a regular account, an IRA, a spouses IRA, a special purpose account, etc. PM measures the performance to meet your long range goals. It computes ROI, estimated & actual yields, as well as other analytical data. It serves as an excellent tax planning and preparation tool. The main features include the ability to maintain the purchase and sale of securities; enter dividend, interest and capital gains distributions; calculate gain/ loss and total return on investments (ROI); automatically reinvest income distributions; enter stock splits; and periodically update security prices. It will also allow grouped sales of a multiple purchase using a variety of methods - first-in/first-out (FIFO), last-in/first-out (LIFO), or specific shares. The purchase, sale, or distribution information can be viewed on the screen, printed or sent to a file, and the reports can be for one or more securities and one or more accounts. Reports sent to a file may be combined to build a custom report combination. There are 23 distinct reports and an unlimited number of report combinations. PM is menu driven and mouse compatible. Recently added options allow you to produce Schedule B and Schedule D 1040 support statements, customize the screen colors and 17 other user defined options, create a full disclosure report on investments, and select individual accounts for reports. See FEATURES.DOC for full list of the new & improved features in the current version. Since Portfolio Manager calculates ROI and yields, income oriented investors can determine performance including dividends. Most other portfolio managers simply record distributions, but PM also factors distributions into calculated performance results. 1.B.a UNIQUE FEATURES ~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager automatically updates your investment if income is reinvested. Most other programs require a separate entry. You may subdivide your portfolio in up to five separate accounts. Produce a check list for your 1099's. Create supplemental tax statements that may be filed with your tax return. PM generates reports that provide the information needed to prepare your tax returns. Reports may be sent to a disk file for later screening or printing. Create condensed OR expanded reports. Maintain broker account records. The program is menu driven with error checking, on line help, backup routines, and multiple report options. Files may be automatically tested on program start. You may CREATE YOUR OWN MANUAL from the context sensitive help screens. And, best of all, it's easy to use. PAGE 3 1.C R E G I S T R A T I O N ~~~~~~~~~~~~~~~~~~~~~~~ This software package is SHAREWARE. This means an author or programmer has prepared software which you are free to copy, and share with others, but the author requests a REGISTRATION FEE for you to continue LEGAL use and to receive additional benefits. If you received this software from a shareware vendor or computer club who charged a few dollars, you've only paid a DISTRIBUTION or HANDLING FEE to produce an EVALUATION disk of which NO PORTION goes to the author of the software. You are encouraged to use the software and pay the REGISTRATION FEE to the author to become legally registered and receive further benefits specified below. Unregistered users may examine, search and evaluate the program but may NOT continue to use it past the evaluation period shown in the license agreement. The unregistered version of Portfolio Manager is functionally identical to the registered version, except the unregistered shareware version should only be used for a limited evaluation period. The unregistered version does NOT include the BONUS (see below) programs, however, the absence of these modules does NOT limit or restrict the program in the performance of its primary functions. Installation of the registered version, when purchased, will not affect the data entered in the unregistered version. ALL PREVIOUSLY ENTERED DATA STILL EXISTS AND IS RECOGNIZED BY THE REGISTERED VERSION. The registration fee for a single copy of Portfolio Manager is $49.00. (s&h - U.S.A. n/c, $3.00 Canada, $5.00 other). Payment of the registration fee entitles you to the following: 1) A disk with all the updates since release. 2) Notification of future releases of Portfolio Manager. 3) Unlimited technical support via E-mail, phone or US mail. 4) A module to save and retrieve data from past years. 5) Bonus programs as shown below: A) CALCULATOR - results may be transferred to the program B) CALENDAR - check dates forward or backward C) FINANCIAL CALCULATIONS - 14 ways to evaluate an investment D) LOAN COMPUTATIONS - seven ways to evaluate a loan 7) An upgrade utility, if needed, to preserve your data from prior versions 8) My thanks & gratitude (now there is a real incentive !!!) PLEASE use the registration form included at the end of this manual OR the form in the file INVOICE included with the PM package. The form may be printed using the print option in the INSTALL PROGRAM or the command COPY INVOICE PRN at the DOS prompt. If you've encountered a problem OR you feel PM lacks certain features you would like to have, PLEASE, invest a stamp and a few minutes of your time to drop me a note. THANKS !!!!!! PAGE 4 1.D A S H O R T C O U R S E I N D O S ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ In this program, as in most software on the market (shareware or commercial), a knowledge of some basic DOS commands is usefull, but NOT required. The following is not meant to teach a course in DOS, but rather to give a user new to computers some idea on how to do some basic housekeeping. Some definitions: Dr: = disk drive (a location in the computer where information is stored) ( A:>, B:>, C:>, etc.) filename (F/N) = name used for examples where you subsitute the actual name for the example name. Root directory = the main or top-most directory of a hard disk drive. Usually shown with backslash (C:\>) Sub-directory (Subdir) = a division of a drive created to hold a specific group of programs. File = a grouping accessed by the computer as a complete unit. Each file has its own directory entry. Throughout the documentation for PM, files are often referred to as data files (hold the data you entered) or program files (contain the commands needed to make the program work). File Extension = the letter (or numbers) following the period in a filename. ie. MANUAL.DOC - "DOC" is the file extension Some commands: Create Sub-directory: MD anyname ex. C:\>MD PM <enter/return> Make drive active Dr: <enter/return> ex. A: <enter/return> Make Subdir active: CD dirname ex. CD PM <enter/return> Move file(s): COPY Dr:sourceF/N Dr:destF/N ex. COPY A:READ.ME C:\PM\READ.ME PAGE 5 1.E P R O G R A M I N S T A L L A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager is distributed on one to three disks depending on the media on which you received the program. The program is in three self-extracting, compressed files on the distribution disk(s). The compressed files were produced by the compression program LHA written by Haruyasu Yoshizaki. Unpacking to a hard drive is required due to the size of the program. 1.E.a CAUTION: ~~~~~~~~~~~~~~~ The files PORTMGR1.EXE, PORTMGR2.EXE, PORTMGR3.EXE, on the distribution disk(s) are self-extracting compressed files. MANUALS.EXE is also a compressed file containing this manual. If you start any of them on a floppy disk (ie. enter the name at the DOS prompt) they will begin the extraction process and fill the disk in short order producing a "disk write error". 1.E.b PREPARATION: ~~~~~~~~~~~~~~~~~~ You may install PM from ANY floppy disk drive. The program will ask the location of the distribution diskette and then confirm it. As the install program executes you'll be asked to enter the drive and directory where you want to install PM. The install program WILL create the directory you name on the drive you designate. The default drive & directory is C:\PM. ** I STRONGLY RECOMMEND YOU INSTALL PM IN ITS OWN DIRECTORY ** If the directory you name already exists, you'll be asked if you want to use the existing directory or create a new one. You'll also have the option to terminate the install program. PM requires approximately 1.7 MB of disk space. When the program is started, it requires about 500KB of disk space for temporary work files. When you exit PM these work files are erased, however, if the space to create them when the program starts is not available, the results are unpredictable. I suggest you have at least 2.2 MB of free space on the drive where you install the program. ****** IMPORTANT NOTE ****** The normal distribution media for the program is on three 360KB, 5.25" floppy disks. You may have received the program on a different media depending on the source of your copy. You should be able to install the program from ANY media. The INSTALL program will determine the media and the need, if any, to change disks during the install process. PAGE 6 1.E.c WHEN TO USE THE INSTALL PROGRAM: (FILE VIEWER & PRINTER) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ THE INSTALL PROGRAM MAY BE STARTED AS OFTEN AS YOU WISH !!! It contains a FILE VIEW AND FILE PRINT OPTION in the menu that may be used to read or print the ".DOC" (DOCumentation) files. If you select "INSTALL" from the main install menu AFTER the program has been installed, it'll ask if you want to continue. 1.E.d TO START THE INSTALL PROGRAM IN *** DOS *** ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ BE SURE THE DRIVE WITH THE PROGRAM FILES IS ACTIVE At the DOS prompt enter the command: "INSTALL" (no quotes) examples: A:\>INSTALL or B:\>INSTALL 1.E.e TO START THE INSTALL PROGRAM IN *** WINDOWS *** ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 1. Start Windows and select Program Manager window 2. Insert PM disk in Drive A: (or B: if using B: drive) 3. From the Windows Program Manager select FILE - RUN. In command line box type A:INSTALL (or B:INSTALL if using drive B:). Select OK. 1.E.f WHAT WILL HAPPEN - WINDOWS or DOS INSTALLATION: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The first screen will tell you about the required disk space (aprox 2.3 MB) and ask if you want to continue. The next window is the main menu with four options. INSTALL - Install Portfolio Manager. VIEW - Select and view an instruction/info file. PRINT - Select and print an instruction/info file. EXIT - EXIT the installation program. Select the desired option by using the arrow keys to hi-lite your choice and then press enter. If you select INSTALL after the program has already been installed, you will be so informed and asked if you want to continue. NOTE: you may use this feature to install a second copy of Portfolio Manager if needed. The install program will lead you through the installation process by asking your preference for each item. For most questions a default response is shown in square brackets (ie. Y/N [Y], (Y)es is the default ). To accept the default answer, press ENTER. Any time the program pauses for a response, you may use the ESC key to terminate the installation procedure. Each menu item returns to the main menu after completion. You may view or print the DOC files before and/or after installation. PAGE 7 FOR USERS UPGRADING FROM AN EARLIER VERSION OF PORTFOLIO MANAGER ** NOTE ** THE FOLLOWING APPLIES TO UPGRADING ONLY: ** NOTE ** ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The install program has the capability to upgrade from an earlier version of PM, however, if you are NOT a registered user, the file conversion module will NOT convert YOUR data files for use with version 5.4. When the conversion menu has been activated (happens automatically when PM is started for the first time) you may elect to create EMPTY data files to EVALUATE the new version. My reasoning is this: if you've used the program long enough to accumulate sufficient data to warrant transferring, you "SHOULD BE REGISTERED". 1.E.g SETTING UP A PORTFOLIO MANAGER START-UP ICON IN WINDOWS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you plan to run PM under Windows, you should create an Icon in one of your program groups. I suggest the following steps: 1. In the Windows Program Manager click on the Program Group to be used to store the PM Icon. 2. From the Program Manager menu select FILE - PROGRAM ITEM and OK. 3. In the Program Item Properties Box type the following: Description: Portfolio Manager Command line: C:\PM\PM (or whatever location you installed the program) 4. In the Program Manager Program Item Properties box click on the Change Icon button and click OK. 5. Select an Icon from the Program Manager Icon Library by scrolling to the Chart Icon (or any of the other Icons you desire) and double click it to select the Icon. 6. In the Program Item Properties box click on OK. 1.E.h DO IT YOURSELF ???? (ie. don't use install.exe) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ IF you're FAMILIAR with DOS and prefer to do it yourself - THEN:" 1 - Create, then change to, the directory where PM will reside 2 - Copy all files to your HARD disk from the distribution disk(s) 3 - Run each of the 3 PORTMGRx.EXE files (x = 1, 2, & 3). Each program, as it runs, will self-extract the compressed files. 4 - Run the file MANUALS.EXE to extract the manual. 5 - Be SURE you have 'FILES=40' & 'BUFFERS=20' in your CONFIG.SYS 6 - I suggest you erase the three PORTMGRx.EXE and MANUALS.EXE files to save disk space after the installation is complete. These instructions are purposely vague. If you need examples or more instructions, you probably should let the install program do the installation. PAGE 8 1.E.i IMPORTANT: (CONFIG.SYS FILE) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Examine the main (root) directory of the drive that is used to start your computer (usually C: drive). Most computers have a file there named "CONFIG.SYS". This file is used by the computer during the start sequence to activate or set certain features in your computer. For additional information, I suggest you consult your DOS manual. Portfolio Manager requires that the CONFIG.SYS file is present AND that it contains, as a minimum, the following statements: FILES = 30 (or more !!) BUFFERS = 20 (or more !!) Without these lines you'll get a FILE ERROR when you run the program. The CONFIG.SYS file may, of course, have other commands in addition to the above. If you already HAVE a CONFIG.SYS file, but it does not have the above lines or the assigned values are too small, you may use ANY text editor to add the required lines or change the existing values. The required lines may be located anywhere in the file but are generally placed at the end of the file. NOTE: BE SURE YOU ARE USING THE TEXT (ASCII) MODE OF YOUR WORD PROCESSOR TO CHANGE OR ADD THE LINES TO YOUR CONFIG.SYS FILE. NOTE: IF YOU CHANGE YOUR CONFIG.SYS FILE YOU MUST RE-START YOUR COMPUTER TO ACTIVATE THE CHANGES. The changes you made will NOT take effect until the computer is restarted. 1.F.j IN CASE OF TROUBLE: ~~~~~~~~~~~~~~~~~~~~~~~~~~ If the installation procedure is interrupted, you may restart it, however, first you MUST erase ALL the files in the directory where you attempted to install PM BEFORE RESTARTING INSTALL. Failure to do so MAY create the impression the computer has locked up as soon as the install program encounters an existing file. Actually it is waiting input to an overwrite question as shown below that will NOT appear on the screen. xxxxxxxx.xxx Overwrite [Y/N] (where xxxxxxxx.xxx is name of the existing file.) If the program appears to be locked up, just press the "Y" (no quotes) key. This will make the program continue by overwriting a file that had been extracted on the earlier attempt to install. This "Y" input may be required multiple times depending at what point the program was interrupted. PAGE 9 1.F S T A R T I N G P O R T F O L I O M A N A G E R: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ╔════════ STARTING PORTFOLIO MANAGER ════════╗ ║ ║ ║ TO START PORTFOLIO MANAGER, ENTER THE ║ ║ COMMAND "PM" (no quotes) AT DOS PROMPT ║ ║ ║ ╚════════════════════════════════════════════╝ When the installation process is completed, the active directory will be the directory in which you installed Portfolio Manager. NOTE: Before attempting to start the program you must be sure the directory in which you installed PM is the ACTIVE directory. To change directories see 1.D above or your DOS/WINDOWS manual. To start the program enter the command: "PM" (no quotes) at the DOS prompt. ex. C:\PM>PM (assumes you installed PM on C: drive in a directory named PM) 1.F.a THE FIRST TIME YOU USE IT ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The first time the program is started a CONFIGURATION UTILITY should be automatically activated. It will allow you to select your preference on certain items that will customize Portfolio Manager for your personal use. The configuration utility should be activated EVEN if you are upgrading from an earlier version as there are many new features that should be initialized. If you start PM for the first time (as a new user OR upgrading from an earlier version), and you see an introduction screen with the following: CREATE BACK-UP OF DATA RECORDS Yes No You should respond with a "Y" or press ENTER and the MAIN MENU will appear. Next select "MISC" from the Main Menu then OPTION 9 (Configure...) from the MISC menu. This will activate the Configuration menu. From the Configuration menu, select Option # 2 (color selection) and select the option appropriate to your monitor (color, black & white, or monochrome). PAGE 10 1.F.b CONFIGURING THE PROGRAM: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The configuration menu offers 17 options for setting your preferences for using the program. I STRONGLY SUGGEST you examine EVERY menu item. Each item suggests a default which may be accepted by pressing return. At the very least, you will want to enter a name to be shown on reports. 1.G CREATING AN INSTRUCTION MANUAL ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 1.G.a FROM THE CONTEXT SENSITIVE HELP SCREENS IN THE PROGRAM ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager allows you to create your OWN users manual from within the program. This way you can choose which instructions you would like to have as a printed reference material. To Generate your own manual from within the program, select option # 5 (Create customized PM manual) from the MISC menu. A menu will appear giving you the following options: 1 - Print select subject 2 - Select multiple subjects 3 - Print entire manual 4 - Send manual to disk (for later printing or reading) To produce the desired manual select the desired option. 1.G.b FROM DOC FILES ON THE DISTRIBUTION DISKS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The distribution disk contains a number information files most of which end with the extension DOC (.DOC). To view these files you may use ANY word processor or file viewer. The install program, INSTALL, contains a built in file viewer which may be accessed from the main install menu. You may exit the install program WITHOUT actually installing the program OR, if the program is already installed it, will NOT re-install the program. See sections 1.E.c, 1.E.d, and 1.E.e for additional help. 1.H GETTING STARTED WITH YOUR RECORDS (NEW USERS ONLY) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The most difficult part, in my opinion, of starting ANY new software package is bringing it up to date with YOUR data. Before you start, I strongly recommend you review the sections on entering data especially the sections about purchase, income, broker transactions and sales. I suggest you pay particular attention to constant value entries such as CD's, savings, etc. Below are three different ways to start your data into the program. I suggest using # 2 below. PAGE 11 1.H.a 1 - QUICK START OF YOUR DATA: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As a very minimum, you should enter the total shares (including re- invested shares) currently held for each investment you own using the PURCHASE OPTION in the MAIN MENU. Use the INCOME OPTION to post the total income received for each of those investments. If the income for a security was reinvested, you should still include the dollar amount in the total income entered. As you enter income you'll be asked if you want to re-invest the income. Answer NO while you're starting your data with this method. Enter all sales using the SALES OPTION. If you enter your data as suggested above, the ROI and yield will be inaccurate. A total or partial sale of the investment will not separate your long/short term gains/loss. The income reports will not reflect your correct past income figures. 1.H.b 2 - STARTING YOUR DATA RECORDS: (suggested method) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To enter YOUR data, I suggest you do the following: 1 - Select "Broker" from main menu. Make an entry for each of your accounts to reflect the BROKER balance on the FIRST DAY of the CURRENT (this) year. 2 - Select "Purchase" from MAIN MENU and then "Enter a new investment" (opt 1) from the submenu. Enter the total number of shares of EACH security currently owned on the FIRST day of the CURRENT year. Use a weighted average for the cost and the original purchase date for the record. 3 - While still in "Purchase..." menu, use "Add shares...", Opt #2, to reflect any shares that were added THIS year through an additional PURCHASE (NOT reinvested from dividends). ie. Do NOT enter shares acquired during the current year due to the re-investment of dividends or capital gains at this time - they will be entered in the next step. 4 - Select "Income" from main menu. Enter ALL income received during the CURRENT year including dividends that were reinvested. The reinvested shares will be automatically posted to your total holdings IF they were reinvested. NOTE - Do NOT enter income, etc. for any prior years in the current year as it will distort the accuracy of the associated reports. 5 - Select "Sales" from main menu. Enter EACH sale for the CURRENT year. NOTE - For steps 3,4,& 5, debit or credit broker account as appropriate. PAGE 12 1.H.c 3 - AMBITIOUS START OF THE DATA ENTRY: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The entry methods suggested above will ONLY affect the accuracy of the analytical and evaluation data. This data (ROI, yield, etc.) is NOT part of the permanent records. It is computed each time a report is requested. If you're ambitious, you may consider entering all transactions from past years using the date it occurred. I recommend you enter only those investments in which you still hold an interest. EXAMPLE OF EACH START METHOD DISCUSSED ABOVE: The investment: (to set up the following examples) You bought 1000 shares of XYZ fund 5 years ago (1/1/90) at $10/sh with income paid and re-invested quarterly. It is now 7/15/95 and you've received two quarterly $250 re-invested dividends thus far this year. You own 1600 shares on this date (7/15/95). I assumed a 10% yield and didn't calculate exact yields and share numbers for the example. 1 - QUICK START YOUR DATA: With PURCHASE option #1, enter 1600 shares of XYZ @ $10 (avg cost) with a purchase date of 1/1/90. Next use INCOME to enter $500 in dividends received YTD but do NOT enter as re-invested. Your next quarterly dividend will be entered thru INCOME and re- invested as normal. 2 - STARTING YOUR DATA RECORDS: (suggested method) With PURCHASE option #1, enter 1550 shares of XYZ @ $10 (avg cost) with a purchase date of 1/1/90. Next use INCOME to enter the $250, 1st qtr dividend and show it as re-invested (25 shrs). Use INCOME to repeat for the 2nd qtr div. You now have the 1600 shrs and your yield is accurate for the current year (ROI will not be accurate). 3 - AMBITIOUS START DATA ENTRY: With PURCHASE option #1, enter 1000 shares of XYZ @ $10 purchased on 1/1/90. Use INCOME to enter each $250 quarterly dividend for 1990 and show it as re-invested (25 shrs ea time). HINT: If you expect to make MANY entries for a year other than the current year, such as when loading your initial data into the data files, you may consider changing the computer's active year to avoid the confirmation process in PM for every entry you make. Portfolio Manager tests EVERY entry for the correct year (among other things). If you enter year that is NOT current, you will be asked to confirm the entry EACH time. Proceed as follows for each year you plan to enter. PAGE 13 CHANGING THE COMPUTER'S INTERNAL (DOS) YEAR SETTING: 1) Exit PM 2) At the DOS prompt enter a date in the desired year in the format mm-dd-yy ie. C:\>date 01-01-90 3) Restart PM 4) The program will notify you that the calendar year and program year are different and it will ask if you want to change the program year. Respond "Y"es each time. NOTE: DO NOT FORGET TO RESET THE COMPUTER'S YEAR TO THE CALENDAR YEAR WHEN YOU'RE FINISHED. NOTE: Yields will be inaccurate if income is posted in a lump sum. ie. If a $10.00 stock pays .25 per qtr and is posted as a $1.00 entry for the year, it will show as a 40% yield (4 x $1) because the program expects four payments per yr. 1.I CREATING AND USING SAMPLE DATA ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you would like to experiment with entries prior to entering YOUR data, do the following: 1. Start the program (enter PM at DOS prompt) 2. Configure the program (automatic first time the program is started otherwise select MISC opt # 9) 3. When you exit Config, the program will restart with the new settings. The opening screen asks you to "Make backup...". Answer (Y)es !! 4. Enter your practice data (or real data if you like). 5. On subsequent starts, do NOT answer (Y)es to backup question on the opening screen UNTIL you have decided to KEEP the entered data. 6. When you want to remove all the practice data, select option # 9 from the MISC menu (Configure...) and then option "E" from the submenu (Clear all data files). This action will reset the files to the way they were on the distribution disk (ie. you'll have to re-enter your name, your account names, etc.). You will then be ready to enter YOUR real data. PAGE 14 1.J H E L P S C R E E N S ~~~~~~~~~~~~~~~~~~~~~~~ The help program was designed to be activated AFTER you've selected a desired feature from the menu. After you've activated the selected feature, use the F1 key for help. You'll be given suggestions and hints on how to use the selected function. There are several features which may not be intuitive or are used so seldom (Name changes, Mergers, etc.) that additional help would be advisable. For these topics I've placed a reminder on the screen to "see F1 (Help) before using". If you prefer that the reminder windows do NOT appear on the screen, there is an option in the configuration menu (option E) to block most of them from appearing. The help will still be available by using the F1 key. You may select "Topics" from any help screen by using your mouse or by entering "T" on the keyboard. This will activate the HELP MENU with a list of topics that have help available. Use arrow keys OR point and click with a mouse to select the desired topic, then press enter. If you're using a mouse, you may move or re-size the help window. Point to the lower right corner and hold down the left mouse button. Drag the window to the size you desire. To move the window, place the mouse on the top of the window, hold the left mouse button down and drag the window to the desired location. If you click the mouse on the top right corner, the window will expand to the full screen size. The next time you access help, it will appear in the size and location where you placed it the last time you exited help. Help may be exited with the escape (ESC) key or point your mouse to the top left corner. You'll be returned to what you were doing when you activated help. Most help "topics" apply to their corresponding listing in the program menus. Several subjects are used in many functions but are NOT called by the F1 key. (ie. numeric input, yes/no response, etc.). I suggest you review them once or twice with the "Topics menu" to become familiar with their use. In some features the F1 key will activate the "TOPICS" menu automatically. This will occur on subjects that I felt were self explanatory and, honestly, I couldn't think of anything more to say about the current subject. A NEW feature in version 5.x allows you to CREATE YOUR OWN MANUAL from these help screens. See 1.G.a above. PAGE 15 C H A P T E R 2 ~~~~~~~~~~~~~~~~~ U S I N G T H E P R O G R A M ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2.0 G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The following subjects cover program features and functions that are not specific to any individual routine within the program. 2.0.A THE MAIN MENU: ~~~~~~~~~~~~~~~~~~~~~ The Main Menu items should be self descriptive of their function. Select your choice by moving the bar to your option with the arrow keys OR enter the first letter of your choice. You may use your mouse to point & click on your choice. The bar will move across the top row of the screen and an overview of the available options for that selection will be shown on row 2 of the screen. When you've entered a choice, a window will appear with the available options in the selected function. Feel free to examine the options as they ALL allow you to EXIT (return to main menu) without changing or entering data. 2.0.B THE SUB-MENUS: ~~~~~~~~~~~~~~~~~~~~~ SUB-MENU options, like the main menu options, should be self descriptive. As you move thru the options a brief description of the feature will appear on line 23 of the screen. All the options have a provision to exit without affecting the data files. In most options, when the program pauses for input from users, a CONTEXT SENSITIVE HELP SCREEN is available by pressing the "F1" key which expands on the information requested at that point. AFTER you select the desired option, the F1 key will activate help with information on the selected option. The "ESC" key is available to exit (cancel) ANY routine WITHOUT a change to data. PAGE 16 2.0.C SELECTING ACCOUNTS: ~~~~~~~~~~~~~~~~~~~~~~~~~~ Many functions allow you to specify a specific account for a function. This is especially true in the report options where you are always asked to specify the desired account (or all accounts). If the selected routine allows the selection of a specific account, a pop-up menu will appear on the screen listing the available accounts. These are, of course, the accounts you created when you configured the program. To select a specific account, move the bar to the desired account using the arrow keys or the PgUp/PgDn key and then press enter. You may also point and click with a mouse or enter the number of the desired account. 2.0.D CREATING HOLD (.HLD) FILES: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Files ending with the extension ".HLD" are data backup files created by the program when requested by you. These ".HLD" files will be in the same directory where you've installed PM. ex. PMPURCH.HLD is the backup file for PMPURCH.DBF There are 3 ways to create these ".HLD" files. All three methods will create the same files in the same way and put them in the same place. 1. Respond "Y" to the backup question on the opening screen. 2. Use the F2 key while working within the program. 3. Select option 5 in the EXIT menu. Any of the above will create four data files with an extension of ".HLD" in the same directory from which you're running PM. NOTE: Three of these files are the data files and the fourth is the file containing the user assigned variables. Every time you start the program or a program re-start is called by a function, you will be asked if you want to create the ".HLD" files. Usually answer "Y" (or press return ) unless you have a specific reason to not create the files. SUGGESTION: If you have reason to think there may be a problem with the data, do NOT respond Y(es) to the "backup" question as you may be overwriting valid data in the ".HLD" files with bad data from the active files. PAGE 17 2.0.D CREATING HOLD (.HLD) FILES: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ From within the program, you may use the F2 key any time a main or sub-menu is active on the screen. The F2 key is blocked from use when data files are in use. The program will inform you if it can't create backups when requested. You may find this feature useful if you're uncertain on the effect of a specific entry. For instance: I sometimes experiment with the sale of different combinations of securities to see the effect they will have on taxes, etc. Before starting to "fool" around, I make a current ".HLD" file with the F2 key then when I'm finished I use the recovery option to replace the altered data with the accurate (current) data. The exit menu has an option to create backup files (option #5). This function is identical to the other methods of ".HLD" file creation. Regardless of how you request the backup files, a backup of all your data up to that point will be created in the same directory as PM. The backup files will have the same file-name as the corresponding ".DBF" file but will have a ".HLD" extension instead of ".DBF". (ie. PMRECORD.HLD) Now, if there's a power failure, or other interruption, you will ONLY loose data that has been entered since last time you created the ".HLD" files. NOTE: You should answer "N" to the "backup" question if you suspect the current data may be corrupt and you want to examine the data to see if the problem can be found and resolved. NOTE: I'm a firm believer in backups. I've lost data in the past. I've tried to make it as easy as possible for you to keep a backup current. The ".HLD" files will help if there is a data problem. They will NOT help if there is a mechanical problem with your hard disk. For this you MUST back to a floppy disk. NOTE I make it a personal practice to create ".HLD" files from the EXIT menu (opt # 5) when I have completed a session IF (and only if) I feel comfortable with the data just entered. DO NOT NEGLECT MAKING REGULAR BACKUPS TO ANOTHER (FLOPPY) DISK FOR ADDED PROTECTION. To create a backup to another disk drive use MISC option # 4. PAGE 18 2.0.E ENTERING DATES: ~~~~~~~~~~~~~~~~~~~~~~ NOTE: A new feature in version 5.x provides for the use of the British date format (DD/MM/YY). To change the date format activate the configuration program (MISC opt # 9) and then select option # 8 in the config menu. If a date is requested by the program, you may use the return key to accept the current date. In most places where a date is requested, the current date will be shown as the default. ie. Enter date (ret = 07/15/95) ________ To enter a different date, it's NOT necessary to type the year IF you want to accept the active record year. ie. for 07/15/95, enter 07 15 then press return. The year will default to 95 (assuming the record year is 95). In some date requests, the program expects you to enter the CURRENT record year. If you enter a different year, a window will appear and ask you to confirm the entry. You may confirm your entry or have the opportunity to re-enter the date. This feature applies to all the data that you would expect to apply to the active year such as income, and sales. You may, of course, enter a different year but expect to be challenged. 2.0.F EDITING ENTERED DATA ~~~~~~~~~~~~~~~~~~~~~~~~~~~ A new feature in version 5.x allows for the editing of ANY entry screen by using the direction keys on the numeric keypad. You may move around to change ANY item until the entry is correct. To exit from an input screen, enter a Ctrl+W (hold the Ctrl key down and then press the "W" key). To cancel an entry WITHOUT the option to save, press the ESC key. After exiting ANY input module (using Ctrl+W) you'll be asked to verify the newly entered data. 2.0.G ENTERING NUMERIC DATA ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Numeric input is straight forward, however, there are several things you may want to consider. Some numeric requests will NOT accept a zero (0) as the input. This would apply to a field where a zero (0) would produce a meaningless record. ie. amount of dividend you just received. PAGE 19 2.0.H SECURITY SELECTION: ~~~~~~~~~~~~~~~~~~~~~~~~~~ Whenever the selection of an individual security is required such as in the posting of income, a pop-up menu will appear with a pick list of all the securities. New in ver 5.x is the display of the account name and purchase date in the pick list. This should reduce the chance of confusion if one security is held in several accounts. The securities shown in the pop-up menu may be selected by moving the bar with the arrow keys or by point and click with a mouse. You may also use PgUp, PgDn, Home, or End to locate the security. You may jump to a security by entering the first letter of the name. The bar will jump to the first security that starts with the letter you just entered. To exit the security selection menu WITHOUT choosing a security, press the ESC key. 2.0.I TRANSACTION REMARKS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~ Many of the transactions allow for the entry of a remark. If you respond "Y" (Yes) or click the mouse on Yes, you'll activate a window for you to enter the remark. Enter any appropriate remark. All remarks may be displayed at the end of the appropriate report. In some cases the same remark may appear in several reports. When you request a report, you'll be asked if you want to include your remarks with the selected report. 2.0.J USING THE BROKER ACCOUNT DURING DATA ENTRY: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Almost every transaction that involves money asks if you want to debit or credit the broker account. If you respond "Y" (Yes) or click the mouse on "Yes", you'll be asked how much. The amount you enter will be posted to the broker records. The amount will default to the transaction amount. The program will not let you enter an amount in excess of the transaction amt. Of course, you may debit or credit the broker account directly through the broker function (BROKER opt in Main menu). SUGGESTION: I recommend you use the broker account for every monetary transaction to provide a paper trail for your funds. Example: You receive a dividend check from a stock. Enter it with the INCOME option and credit the broker account when asked. Next use the BROKER option and debit the broker account for the same amount (with a remark ??). PAGE 20 SPECIAL NOTE ON MANUAL FORMAT ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The balance of chapter 2 will refer to specific menu items and provide NOTES and SUGGESTIONS for the use of that function. For general instructions on a specific item, use the F1 key from within the program OR create your own manual using the procedures outlined in section 1.G.a above. 2.1 E X I T M E N U ~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The exit menu contains features I felt were not miscellaneous functions and hence were not put in the MISC menu, but they also did not fit into other categories so here they are - in the exit menu. 2.1.A TERMINATE THE PROGRAM: (EXIT option # 1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This is, as the name implies, the point where a NORMAL program termination is executed. ****** W A R N I N G ****** DO NOT TERMINATE THE PROGRAM BY RE-BOOTING THE COMPUTER OR TURNING OFF THE POWER SWITCH. IF YOU TERMINATED THIS WAY, SEE BELOW FOR MORE INFORMATION ON REMOVING FOXPRO(tm) WORK FILES. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ When you complete your session with PM, you MUST exit the program via the "EXIT" option from the Main Menu and "TERMINATE PROGRAM" option from the EXIT Menu. There are two reasons: 1) During a normal program exit, PM will update your data files and any memory variables that were changed. If you terminate the program by turning the power off OR re-booting the computer, the regular data files will NOT be updated & closed properly. This COULD result in a loss of data. While the program is running, PM creates temporary work files. These files ALWAYS have a filename starting with "TEMP" (no quotes) as the first four letters. These files will be erased during a normal shutdown. ex. TEMPDNUM.DBF I created PM by using the programing commands provided with the Foxpro(tm) data base package. When you start Portfolio Manager with the PM command, you are actually starting the Foxpro(tm) runtime engine which in turn calls the main program. PAGE 21 2.1.A TERMINATE THE PROGRAM: - (continue) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2) When Foxpro(tm) starts it creates it's own work files on your hard disk. These files are named by Foxpro with random letters and numbers. They can be any combination but the work file name will NOT have an extension. For instance you may see a file in your PM directory like; AADXRETG. or E4VF5TTE. etc. The key to identify these files is there is NO extension (ie. the 3 letters following the period in a file name.) If you exit PM by re-booting or just turning off your computer while PM is still running, you WILL leave these Foxpro work files on your disk. They can be from 0K to over 400K in size. When you exit PM with the EXIT option # 1, these Foxpro work files are removed from your directory. NOTE: If you find the Foxpro(tm) work files in your PM directory when PM is NOT active, you should erase them with the DOS ERASE command. You can ALWAYS recognize them by the lack of an extension in the filename (they are the ONLY files in the PM directory without an extension). They will NOT be erased by the program the next time you use PM even if you exit normally. NOTE: Any time the program has an abnormal shut-down, the next re-start will activate a special screen suggesting the file testing functions be run. I recommend you run the tests as suggested. NOTE: If the program is terminated because of a program error (bug), the Foxpro(tm) work files WILL be cleared and the data files closed. The files starting with "TEMP" created by PM will remain on the disk but will be erased the next time you exit the program normally. 2.1.B REVIEW INVESTMENT STATISTICS: (EXIT option # 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The statistic review will display an overview of the entire portfolio. It has no setup options, but is intended to present the major numbers in a quick summary format. It was not designed to be printed. It's only there to massage your ego by showing the tremendous gains you've received from your judicious selection of investments and excellent timing in the sale of securities while earning maximum income in the interim. (now there's a sentence) PAGE 22 2.1.C FOR TECHNICAL ASSISTANCE: (EXIT option # 3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you've encountered a problem with the program or need technical assistance please contact: Steve Hane Shane Software Int'l 107 17th Court Sequim, WA 98382 Technical Support line (360) 681-2402 Technical assistance is NOT restricted just to registered users. I feel that if there is a problem, I want to know about it and make every effort to correct it whether it's a programing bug or confusion over how to do something. If I feel you're asking questions that should only be answered for a registered user, I'll say so. NOTE: Please see Chapter 3, section 3.D (In case of trouble) for additional information in resolving problems. If, during the execution of the program, a technical problem (bug) is encountered an error screen will be activated with the following message: The file,"xxxxxxxx.ERR", was created containing the information I NEED to trace the problem. Please send me a copy of the error file. I need the ACTUAL file, NOT a copy of this notice with the file name. You may send the file(s) on disk or as a printout(s). Without the actual error file, I can ONLY make an educated guess NOTE: xxxxxxxx.ERR is a randomly assigned filename for the error file This error file will be written to the same directory in which PM is located. Please do NOT send me a copy of the screen or just the name of the error file (xxxxxxxx.ERR) as it has NO value to me in resolving the problem. It is the actual file that is created that has the information that I will need to attempt to trace the problem. If you re-tried the SAME routine several times and the same error re-occurred, a new error file will be created each time the error occurs. Each of these error files will have a DIFFERENT name but will contain the SAME information. If this is the case, you need only send the file with the latest time and date stamp. If you're uncertain, by all means, send all the error files. It doesn't matter whether you send the error file(s) on a disk or as a print out. Do whichever is easiest. PAGE 23 2.1.C FOR TECHNICAL ASSISTANCE: - (Continue) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ NOTE: To send all the error files on a disk enter the following command from the DOS prompt in the PM directory: ex. C:\PM>COPY *.ERR A: 2.1.D CANCEL ENTRIES THIS SESSION: (EXIT option # 4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you feel that you need to cancel ALL the entries you've made this session use option 4 in the EXIT menu. The primary use for the feature is to remove entries posted to the records incorrectly or in the wrong place. Using this routine is easier and safer in many cases than trying to edit the entries. Example - you enter a re-invested dividend and then realize you posted it to the wrong fund. You could delete the entry from the income records (income posted) and the purchase records (additional shares) - OR - you could cancel entries completely by recovering the ".HLD" files. Before using, consider the following: The ".HLD" files are created in one of 3 ways. 1. Responding "Y" to the backup question on the opening screen 2. When you use the F2 key during a session 3. Selecting option 5 in the EXIT menu. Any of the above will create four data files with an extension of ".HLD" in the same directory from which you're running PM. See Chapter 2, section 2.0.D (creating HLD files) for additional information on HLD files. CAUTION: The cancel option works by restoring data from the files with the ".HLD" extension. The restored data will be from the LAST time you created the ".HLD" files regardless of which method was used to create them. If you haven't saved the data with one of the above recently, the recovered data will be from the last time you DID create the ".HLD" files. Please consider the timeliness of your ".HLD" files if you decide to cancel the current entries with the selection of this option. CAUTION: If you backed your data during the program start and then discovered the data is corrupt, the ".HLD" files will contain the same problem. NOTE: This function is identical to MISC option 7, sub-option 1 (backup recovery). See Chapter 2, section 2.8.G.a. PAGE 24 2.1.E CREATE "HLD" FILES AS DURING PM START: (EXIT option # 5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Option 5 in the EXIT menu is one of the three ways to create ".HLD" files in the same directory where PM has been installed. Before using this option, be sure the data you've entered is valid and as you want it to be. See Ch 2, section 2.0.D (creating HLD files) for additional information on ".HLD" files. 2.1.F INFO ON PROGRAM REGISTRATION: (EXIT option # 6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ REGISTRATION - MY PERSONAL FAVORITE If you select option 6 in the EXIT menu, you'll be presented with the help screen informing you how and where to register the program. It will also tell you what to expect in return for your registration fee. The registration fee for a single copy of Portfolio Manager is $49.00. (s&h - U.S.A. n/c, $3.00 Canada, $5.00 other). Payment of the registration fee entitles you to the following: 1) A disk with all the updates since release 2) Notification of future releases of Portfolio Manager 3) Unlimited technical support via E-mail, phone or US mail 4) A module to save and retrieve data from past years 5) Bonus programs as shown below: A) CALCULATOR - results may be transferred to the program if numeric input was requested when the F2 key was activated B) CALENDAR - check dates forward or backward C) FINANCIAL CALCULATIONS - 14 ways to evaluate an investment D) LOAN COMPUTATIONS - seven ways to evaluate a loan 7) An upgrade utility, if needed, to preserve your data from prior versions 8) My thanks & gratitude (now there is a real incentive !!!) PLEASE use the registration form included at the end of this manual OR the form in the file PM_INVOI included with the PM package. The form may be printed using the program PM_PRINT.COM or with the command COPY PM_INVOI PRN at the DOS prompt. To order, you may use your credit card and our TOLL FREE NUMBER Orders (only) line 800-742-6303 Additional info on registration is available in Chapter 1, Sect C. PAGE 25 2.2 R E P O R T M E N U ~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The configuration menu (MISC opt #9) has an option to suppress reports that will have NO entries to display. This feature was included to preclude the printing of pages with only a report title and NO information. 2.2.A REPORT SETUP MENU (New in Version 5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ After you've select the desired report, the next screen will ask you to define the presentation of the report. You will have to respond to ALL the questions even though some may NOT APPLY to the selected report. If a question doesn't apply, the response will be ignored. To cancel the report, press ESC. The following is a brief explanation of the various options: DATE SELECTION: ~~~~~~~~~~~~~~~ NEW for ver 5.x: In the past, at the close of each year, you were required to clear the files for a new year. Now PM retains ALL data. Because of this NEW feature, you may generate a report for ANY selected period. ie. current year, 2nd quarter, last year, last June, etc. REPORT - DISPLAY OPTIONS: ~~~~~~~~~~~~~~~~~~~~~~~~~ SCREEN: The report will pause each time the screen is filled. You may press "ESC" anytime to exit the report prematurely. The report date and heading are not shown on a report to the screen as they are in a report to the printer or disk file. PRINTER: The program will verify that the printer is on. If it detects a problem, it will ask you to check if the printer is on line. Start the paper with the top of the paper aligned with the top of the back plate. The program does NOT eject the first sheet as a blank page. If you elected to print an expanded report be aware that it may require quite a bit of paper even you don't own many securities. For example, if you owned a fund for 10 years and reinvested monthly, the report for that one investment will require 120 lines (over 2 pages with headings, etc). PAGE 26 REPORT - DISPLAY OPTIONS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~ DISK: You may send the report to a disk file instead of the screen or the printer. By sending the report to a disk file, you may build your own custom report grouping in a single file which you may screen or print from DOS. Enter a UNIQUE file name for the report unless you're building a custom report. An extension of ".TXT" will be added to the name automatically. If the report name exists, you will be given three options; 1) Enter a new name 2) Add to file 3) Overwrite the existing report To build a custom report, select the option to add to an existing report (option 2). This will combine the previous report data with the currently selected report option. The report(s) you sent to a disk file may be screened or printed at any time from the DOS prompt. To PRINT: at the DOS prompt, enter the command: COPY filename.TXT PRN: To SCREEN: at the DOS prompt, enter the command: COPY filename.TXT CON: HINT: At the end of each year, I like to send all the reports in a COMPRESSED format to the printer and ALSO send all the reports in the EXPANDED format to a floppy disk to keep for future reference if needed. I usually name the disk file by the year. (ie. 1994) REPORT PAGINATION: ~~~~~~~~~~~~~~~~~~ NOTE: If there appears to be a problem with report pagination, try changing the printer configuration (MISC menu opt 9, then config menu opt # 9) to indicate you're using a laser printer even if you're not. It will cause the page line count to be reduced. REPORT FORMATS: ~~~~~~~~~~~~~~~ There are two ways to prepare the contents of a report. For example, you buy 100 shares of a stock (XYZ corp) and then buy 10 additional shares each month for a year. PAGE 27 REPORT FORMATS: - (Continue) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 1. COMPRESSED: ALL transactions in ONE line for each security. This report format shows multiple transactions for an investment in a SINGLE line for the selected report subject. In most reports, the date shown will be the date of the last transaction. ie. In this example, the report will show all 13 entries for XYZ corp in a single line with 220 shrs, an average price, and the date of the last transaction. 2. EXPANDED: New line for EACH transaction for a security. This report format will show every transaction for the selected report subject. ie. In the example, the report will show 13 separate lines, one for each transaction. NOTE: The expanded report can be quite long if you own a large portfolio or have held and re-invested funds for a long time. To examine an expanded rept of a selected individual security select that security in the report setup menu. REMARKS: ~~~~~~~~ Most reports allow the inclusion of remarks you may have entered as you made the original entry for the transaction. In some cases, the same remarks will appear in different reports. For example the "Value" report will show the same remarks as the "Purchase" report. Some remarks from the income report will appear in the "Purchase" report if they were attached to a re- invested dividend. INVESTMENT SELECTION FOR REPORT: (New in Version 5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Your may select an individual investment, or select a group of investments with no regard to which account they belong. You may designate a specific account for the report or select all the accounts. Where applicable, the reports will display the data separated into the accounts you established during configuration (if any). You may elect to show one or all accounts in the report. To select a specific account, move the bar to the desired account and press enter. You may point and click with a mouse or enter the number of the desired account. You may also create a report by the investment type. For example you may wish to see how your BONDS are doing as compared to your stocks for appreciation. PAGE 28 SPECIAL NOTE ON NUMERIC DISPLAYS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a line contains one or more asterisk (*) it means the computed data is unrealistic OR too large for the allotted space in the report. To create reports, the size (number of digits) of numerical output must be preset while programing. If the output exceeds the allotted spaces the digits are shown as asterisks. ie. an ROI of 1000.00% will be shown in the report as ***.**%. Maybe you did receive a 1000% ROI (good for you) but I had to format the output to 3 digits. SPECIAL NOTE ON AFTER TAX REPORTS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You may set your tax bracket in the configuration report. The default bracket is 28%. Several reports offer after tax results of your transactions. If the result of a trade or position is negative the report will show a "N/A" instead of an amount. The tax implications of a loss on an investment is beyond the scope of this program. SPECIAL NOTE ON DATES SHOWN WITHIN A REPORT: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a compressed report is selected, the date shown in the date column will be the date of the LAST entry for that investment. The expanded report will show the date of each transaction. 2.2.B ALL THE REPORTS IN ORDER: (REPORT option "X") ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature was included to allow you to generate all the primary reports with a single report preparation. As noted above, if you select the expanded information, the report could be quite lengthy. Be sure to have enough paper in the printer if it is to be printed. 2.2.C INCOME REPORTS: (REPORT options "E" & "F") ~~~~~~~~~~~~~~~~~~~~~~ When you first purchased an investment, you were asked to enter the number of income payments you expected annually. This number is used to compute the estimated yields. If you did not enter an accurate number the yields will, of course, not be accurate. Another weakness in the estimated yields occurs if you receive a disproportional payment. PAGE 29 2.2.C INCOME REPORTS: - (continue) ~~~~~~~~~~~~~~~~~~~~~~ NOTE: The estimated yield is computed by taking the average of the income received YTD and multiplying it by the number of times you indicated you expect to receive income each year. You may change the number (times per year) with the Edit option (Misc opt #1 (purchase recd's)). All the yield figures are based on averages. If the income is uneven, yields will be inaccurate. NOTE: All yield percentages are calculated as they are needed and do NOT become part of the permanent records. They are for analytical use only. TIP: If you entered the wrong number when asked "Number of income payments expected per year" during the initial entry of the investment in the PURCHASE menu, you may change it with the "EDIT" option in the "MISC" menu. 2.2.D REPORT ON SOLD INVESTMENTS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ NOTE: Do not forget to change the "Capital Gain Period" if congress changes it. It may be changed from within the CONFIGURATION menu, option B. TIP: I won't pretend to understand the tax laws regarding IRA gains and losses, however, I strongly suspect you'll need this information at some time in the future. I suggest you keep the printed (or disk) sales report (as it pertains to IRA's). At the end of the sales report you'll see a summary report showing the total of the long term, short term, and IRA sales for the year. If you choose the compressed report the following note will be included in the report: "The purchase DATE will NOT be accurate in a compressed report if there were added or reinvested shares. The original purchase date is shown. Avg/share and cost of purchase are the AVERAGE cost of the investment." 2.2.E SUMMARY REPORT OF ACCOUNTS: (REPORT option "L") ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The summary report will show an overview of the selected account (or all accounts). Of course, if you only have one account established, this report is really an overview of the entire portfolio. At the beginning of the report, a listing of all the investments held in the selected account will be displayed. If you have more than one account, and request that all the accounts be displayed, at the end of the report, a summary report of the entire portfolio will be displayed. PAGE 30 2.2.F 1099 VERIFY FORM (DIV/INTR): (REPORT option "P") ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This report was designed to be used at the end of the year (in reality, early the following year) AFTER you have received all your income for the proceeding year. The report is printed in the form of a check list with a check off place in the left column. I attempted to present the numerical data in the manor "most" payers send their 1099's. The report may be divided in up to four sections: 1 - dividend income 2 - interest income 3 - IRA dividends 4 - IRA interest The IRA income is presented for information only unless you are using the IRA income as ordinary income. This is, of course, between you and your accountant. The gross payment amount should correspond to box 1a on the form 1099-DIV. Ordinary income should correspond to box 1b, etc. Assuming you entered your income correctly, your 1099's may still disagree with your records because of the way the payer reports the income. This usually happens with cap gains or tax free income. If a 1099 does not agree with your records, you should change your records to match the 1099 using EDIT (MISC opt #1). The 1099 is, after all, what the IRS is going to accept as the correct numbers. TIP: To change a record select the "DIVIDEND/INTEREST RECDS" under the edit options, select the applicable security and record, and make the appropriate change. See chapter 2, section 2.8.A for more on editing. If you forgot to post income during the year, you may do it now using the normal income posting options. 2.2.G RETURN ON INVESTMENT (ROI): (REPORT option "J") ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ROI is provided as an analytical tool. The information displayed in the report is calculated each time you request that report. It is NOT stored in the permanent records and therefore, if the numbers are inaccurate, it will NOT affect the permanent data. The accuracy of the numbers depend on many factors, not the least of which is the amount of effort expended in starting your data into the program when you first began using it. If you used the "QUICK" method of initial data entry, the ROI's will be inaccurate because the past income data is inaccurate or unavailable. PAGE 31 2.2.G RETURN ON INVESTMENT (ROI): - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The ROI/yr is the ANNUALIZED percentage return for each year held while the TOTAL ROI is the amount returned as a percentage of the amount invested. Money market and cash accounts are not shown because of the file structures. The ROI is calculated by subtracting the cost of direct purchases (original + added shares - but NOT re-invested shares) from the current value. Next, the total income since the purchase date is added, and the result is then divided by the time held. Using the above method allows for inaccuracies under several conditions. In all honesty, I haven't been able to devise a way of obtaining a more accurate figure using the existing file structures under ALL conditions. For example, if you owned 1000 shares of XYZ @ $10.00/sh that paid a 10% dividend in past years, your income would be $1,000/yr. Over the past 3 years you've earned $3,000 or 30% total ROI. Now, as you begin the 4th year, you sell 900 shares at $10. When the ROI is computed it will show the show the past $3,000 as earned by the remaining 100 shares ($1,000 value). As you can see, this gives a rather distorted ROI. It gets even more complex if shares have been reinvested. A ratio is set up in the year of the sale which should make the ROI closer to accurate, however, in subsequent years, after the sales records are cleared, a ratio can not be determined from the available records. NOTE: ROI/yr is an annualized number. If you purchase a stock at $1000 and sell it 3 months later at $1100 you have an ROI of 10%, but an annualized return (ROI/yr) of 40% What all this means is, the ROI is accurate if you don't have partial sales of securities that are paying dividends or interest. The ROI calculations are a best guess effort on my part. They are presented as advisory only and are NOT recorded in any of data files. I think you'll find them accurate if you purchase an investment, post the income, and update the value periodically. Once you have partial sales, past re-invested income or any other factors, the ROI will lose its accuracy. NOTE: If any of you mathematicians can show me how to calculate an accurate ROI with the available data, I shall be happy to produce an update with the new formulas. Just contact me for the specifics of the available data. PAGE 32 2.2.H COMBINED INFORMATION REPORT: (REPORT option "A") ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ General information: The report attempts to present as much data as possible on one screen to allow you evaluate the performance of an investment. The menu setup allows you to create virtually any combination of securities you may wish to evaluate from a single security to the entire portfolio. Any single investment that has multiple transactions will use AVERAGE numbers for this report. Do to rounding and averaging some numbers may not be exact and may even differ slightly from other reports reporting on the same item. The numbers are for reference ONLY and are NOT entered into the records. For exact numbers use the expanded report of the desired investment. Numbers shown in parentheses are the per unit amount of the current item. Again, these ARE averages if it's a multiple entry invest. Example of combined report: ===>>> FIRST AUST PRIME (FAX) <<<=== ====================================== Orig purch date 06/24/90 | Acct: IRA | Date last sale N/A Last trans date 05/11/95 | Type: STK | Last inc rec'd 7/15/95 ------------------------------------------------------------------ Original purch 175.000 | Sale proceeds $0.00 ( $0.00) Add thru purch 920.000 | Cost stk sold $0.00 ( $0.00) Add thru reinv 14.900 | G/L on sales $0.00 ( $0.00) Num units sold 0.000 | Inc prior yrs $1,072.25 Net units held 1,109.900 | Income this yr $787.90 ( $0.71) ------------------------------------------------------------------ Original invest $1,754.44 ( $10.02) | Act yld YTD (cost) 6.32% Cost of added $10,559.22 ( $11.47) | Act yld YTD (valu) 6.96% Cost of reinv $147.00 ( $9.86) | Est yld on 12/ yr 5.42% Total invested $12,460.67 ( $11.22) | Est income $675.34 Less stock sold $0.00 ( $0.00) | ROI since purch 5.69% Cost of current $12,460.67 ( $11.22) | ROI per year 0.86% Value 01/04/93 $11,306.55 ( $10.18) | G/L on avg cost -9.26% G/L on avg cost $-1,154.11 ( $-1.04) | G/L on avg sale 0.00% Specific info on selected items in the report: Original purch: Number of units acquired on original purchase date. If the investment was purchased on 2 or more buy orders this will show ONLY those acquired on the first buy order executed. Remainder of shares shows as "add thru purch". PAGE 33 2.2.H COMBINED INFORMATION REPORT: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Add thru purch: All units acquired EXCEPT original purchase or reinvested shares. The original shows in the "Original purch" while the reinvested shows in "Add thru reinv". Usually these are units you specifically purchased in addition to the units you already own. Add thru reinv: All units acquired thru an arrangement with the payer (usually a mutual fund) where all (or part) of your income is used to purchase additional units in the security paying the dividend. Net units held: Number of units you CURRENTLY own ((orig + added + reinv) - sold) Original invest: Total paid for "original purch". The cost INCLUDES the commission (if any) you paid on the purchase Cost of added: The cost of any additional units acquired EXCEPT the original units or shares acquired thru reinvestment. This INCLUDES the commission paid on the units. This is the cost of the units you specifically purchased in addition to the units you already own. Cost of reinv: The amounts shown are based on the AVERAGE cost per unit. Due to rounding, the numbers may be inaccurate (± .05% error) Inc prior yrs: Income received prior to current year. Amount per share is not shown as it wouldn't be useful info. This is one of the places where the accuracy of the past income records comes into play. Actual AND estimated yields and income: The actual yld YTD (cost & value) is, as the name implies, based on what you actually have received YTD. Obviously, this doesn't become a true annual yield until all income for the year has been received for the security. The estimates (yld and income) are computed by taking the average of the income received YTD and multiplying it by the number of times you indicated you expect to receive income each year. You may change this number (times per year) with the Edit option (Misc opt #1 (purchase recd's)). All the yield figures are based on averages. If income is uneven, yields will be inaccurate. ROI (Return on Investment): Return on investment (ROI) is calculated by subtracting the cost of DIRECT purchases (orig + added - but NOT re-invested shares) from current value. Total income since the purchase date is added, and the result is then divided by the time held. ROI/yr is the % for each yr held while TOTAL ROI is the amount returned as a % of the amount invested. Money market and cash accounts are not shown because of the file structures. (See 2.2.H) PAGE 34 2.2.I IRS 1040 SUPPORT STATEMENTS: (REPORT options "R" & "S") ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ General information: The forms created were designed to be an attachment for your income tax return for Schedule B (dividend and interest income) and for Schedule D (Capital gains/losses). You will be asked if you want to include IRA transactions. Some of you may be drawing against you retirement accounts and therefore need to report the information to the IRS. NOTE: Most entries in a tax return are rounded to the nearest dollar. The forms generated by this option conform to that convention. If you use these forms you should indicate in the appropriate boxes on the 1040 "See attachments" and attach the forms to the back of your return. NOTE: This is the ONLY report that has different preparation options depending on the output option selected for the final report. One option will be to view the report on the screen and the other is to send it to the printer 2.2.I.a PRINT TAX SCHEDULES B & D: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This function was designed to create PRINTED forms to use with your tax return. If you send the output to a printer or disk file, you'll have total control over the final report to assure you of producing EXACTLY what you need (want). You'll be asked how you want your name to appear, your SSN, if you want to show IRA transactions, and if you would like to REVIEW EACH LINE BEFORE it is printed. Every effort has been made to create a form in the format that is acceptable to the IRS as a supplemental statement to be attached to the back of your tax return and referenced in the appropriate boxes in the applicable schedule. TIP: I suggest you send the report to the screen to determine the accuracy of the numbers. If any changes are necessary, they may be made with MISC, option 1 (edit). You will have the option in Schedule D to combine a multiple entry sale into ONE line using the average cost of the investment to determine the gain or loss. Of course the report WILL still be separated into long & short term gains. PAGE 35 2.2.I.b SCREEN TAX SCHEDULES B & D: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you send the report output to the screen you will NOT have several options that ARE available when the report is being prepared for a printer or a disk file. The on screen presentation is primarily to give you an overview of what the report will look like. It is also a good time to verify the accuracy and make notes of needed changes before you send it to the printer. SUGGESTION: Even if you don't attach these forms to your tax return, they should make a good source for the necessary information for the completion of the appropriate schedules in your 1040. 2.2.J PRINT REPORT FROM DISK FILE: (REPORT option "W") ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you have sent ANY report to a disk file, you may want to print it sometime in the future. To print a report that was originally sent to a disk file, you may use the suggested DOS command that was displayed at the end of the report generation: C:\PM>COPY fname.TXT PRN (fname = name you assigned) - OR - you may use option "W" in the report menu. This option will ask for the name of the desired file to print and then send it to your printer. The name of the file is the name YOU assigned when you created the report plus an ending of ".TXT" (no quotes). PAGE 36 2.3 P U R C H A S E M E N U ~~~~~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ It all begins here. To perform ANY of the functions for which the program was designed, you must enter one or more investments. IMPORTANT NOTE: It is VERY important that you enter investments with the correct menu option if you are to maintain accurate records. Here are some general rules which will be expanded below. 1) An investment may be entered only ONCE using option #1. 2) If you BUY additional shares, use option #2. 3) If you acquire shares through a STOCK DIVIDEND use option #3. 4) If you acquire shares through a STOCK SPLIT use option #8 5) If you acquire shares through re-investment use the INCOME function from the main menu. SUGGESTION: If, during a calendar year, you purchase a stock (IBM for example), sell the stock, then later, during the same calendar year, re-purchase the same stock, I suggest you alter the name to distinguish the re-purchase from the original purchase (IBM-2 for example). Although the re-purchase above WILL be kept separate, if you were to sell the second purchase, the sales report could be confusing to read. 2.3.A ENTER A NEW INVESTMENT: (PURCHASE option #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ USE THIS OPTION ONLY ONCE FOR EACH INVESTMENT YOU ACQUIRE ========================================================= Use this option for the initial acquisition of an investment. If you increase your holding in a particular investment, use the appropriate function to reflect the change. When selected, the option presents a screen requesting information on the new investment. As you complete the form on the screen, an instruction window will appear on the right giving specific instructions for the requested item. Some items require you select from a menu of possible responses. ie. type, account, goal, etc. Most items are self explanatory, however, consider the following: PAGE 37 2.3.A ENTER A NEW INVESTMENT: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ COST PER UNIT: If you enter a bond purchase you MUST enter the cost at the FULL cost of the bond, NOT as shown in the financial journals ie. bond is listed @ $95.375, enter cost as $953.75 TOTAL COMM & MISC: Always enter the FULL amount paid for ALL the extra charges OVER the basic cost of the investment. All charges such as commissions, taxes, misc, etc. should be included in this figure. The program will enter the per unit cost of the amount paid for future use. NO. DIV/INTR PER YR: The entry routine requests the number of income payments you expect to receive each year. This number is used to calculate the estimated yields. If you enter an incorrect number, the estimated yields will be distorted. If you enter a zero (0) and then receive an income payment(s), the program will always treat it as one payment per year for yield calculations. MATURITY DATE: If your investment is the type that has a maturity date (bonds, CD's, etc.), you may enter it here. It will be used to produce a report showing the maturity dates as well as the automatic alert feature. (See configuration). 2.3.A.a CONSTANT VALUE INVESTMENTS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The second item on the entry screen is the type investment and the seventh option (7) in the pop-up menu is "Constant val". NOTE: If you select the type as "Constant val", the TYPE will be coded a "MMA". This is strictly for internal use and has no relation to the actual investment type. Many investments may be considered to hold a constant value (ie. will not fluctuate in market value) such as Money Market Accounts (MMA's), Cash Reserve (CR's), etc. Other type holdings COULD be treated as constant value investments such as savings accounts, CD's, annuities, limited partnerships, etc. My theory is that any investment can be reduced to $1.00 units (and fractions of a unit to represent cents). You may then acquire enough units to equal the actual dollar value of the investment. NOTE: Do NOT convert the other way - one unit at the dollar value of the investment. This would make it difficult to reinvest dividends, show gain or loss properly, etc. PAGE 38 2.3.A.a CONSTANT VALUE INVESTMENTS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Lets try a few examples of how to apply this theory: A savings account: Your current savings account balance is $5,345.36. Enter as 5,345.36 units (shares ??) at $1.00 per. If your account is credited with $23.85 interest, enter it using the INCOME option and then the PURCHASE opt #2 to "add" 23.85 units at $1.00 per. Your income earned will be reported properly through the income reports. If you withdraw $500.00 from the account, enter it as a regular sale of 500 units at $1.00 per share. This will NOT affect your sales gains or losses because you bought AND sold at the same price. A limited partnership: You buy into a limited partnership for $10,000. Enter 10,000 units at $1.00 per unit. If you receive a cash distribution, show it as a normal dividend. When you sell (liquidate), enter it through the sales option as a number of units equivalent to the amount received a $1.00 per unit. As you can see, this will reflect your true gain/loss. A Certificate of Deposit (CD'S): Treat similar to the above. If you roll it over to a new CD, treat it as a sell and then a new purchase. The interest received on the original purchase should be entered as an ordinary interest payment through the income option NOT as a gain on the sale of the CD. So, to sum the theory and use this program to cover almost any type investment, break it into $1.00 units, enter ALL income through the INCOME option, any increase (deposit) to the holding with the "Add shares to stock you own" option, and any reduction to the investment through the SOLD option. Treat it all at $1.00 per unit. NOTE: If after you enter a new investment, you run a CURRENT VALUE report, you may notice a difference between the cost and current value of the new investment. This is because, if you paid a comm/misc charge, the per share amount of the comm/misc has been added to the cost of the security for the report. 2.3.A.b BOND INTEREST BUY OR SELL: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Bond interest (if any) that is paid as part of the purchase of a bond will be entered as negative interest income. By treating it as negative income (will have minus sign), it causes the bond in question and the total interest income to show accurate numbers for the income reports. PAGE 39 2.3.A.b BOND INTEREST BUY OR SELL: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The current IRS codes (1995) allows interest paid on a bond purchase to be used to offset the income earned on that bond. If you don't receive the bond interest until the following year, you may use the interest expense to offset other similar interest received during the current year. I suggest you check with your tax advisor for a more definitive ruling. Interest received when you sell a bond will be posted to the income records as regular interest income. NOTE: The interest will be posted through the sell function and should NOT be entered through the regular income option to be sure it is NOT posted twice. In both cases (buy or sell) you will have the option to NOT have the interest posted as described above. This option will appear at the end of the function. 2.3.B ADD SHARES TO STOCK YOU OWN: (PURCHASE option # 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you purchase additional units of an investment use this option to enter them into the records. SUGGESTION: Do NOT use this option to enter shares acquired through the re-investment of dividends. Use the INCOME option and indicate that the income is to be re-invested. 2.3.C ENTER DIVIDEND PAID IN STOCK: (PURCHASE option #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a security you already own declares a stock dividend use this option to enter the newly acquired shares. NOTE: Do NOT use for stock acquired through re-investment OR for a stock split. Do NOT use this option if the stock was acquired due to a merger or buyout of the corporation. On a stock dividend, the cost of the new stock is usually entered as zero (0). If you enter a zero (0), the cost basis of the entire holding will be adjusted to reflect the new cost basis of the entire investment. 2.3.D SELL A STOCK SHORT: (PURCHASE option #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~ While a short sale is open, the purchase and current value reports will list the security and the number of shares but with a zero (0) cost as the basis and no purchase date. The sales report will show the sale as a gain of 100% of the invested amount since the cost basis at this point is zero(0). PAGE 40 2.3.E COVER SHORT SALE POSITION: (PURCHASE option #5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You can NOT cover a short sale if there are none. If you select this option with no short sales on record, you'll be told "there are no short sales" and returned to the main menu. After the short sale has been completed, the reports will appear as you would expect. The purchase report will no longer carry a record of the position and the sold report will show the normal information for any sale. It will reflect your true gain or loss on the transaction. 2.3.F ADJUST ORIGINAL COST BASIS: (PURCHASE option #6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ There are several reasons the cost basis of an investment may be changed. Most of them are done automatically in other functions, however, if you need to change the cost basis and it isn't covered elsewhere, this option is available. A "Return of Capital dividend" should be done from the INCOME menu (option #3). A stock split or stock dividend should be done from the PURCHASE menu (opt #8 & opt #3) to adjust the cost basis. If you enter a new amount, the ORIGINAL cost of the security will be change to the new amount. NOTE: If you acquired additional shares through subsequent purchases or share re-investment the cost of the additional shares will NOT be changed. Use edit if these shares should also be changed. 2.3.G ADJUST FOR MERGER OR BUYOUT: (PURCHASE option # 7) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a company in which you own stock is merged or bought by another company, use this option to make the necessary changes to the records. The module assumes that you'll receive an exchange ratio for your original shares. Enter the RATIO you receive NOT the total number of shares. The program will compute the adjusted number of shares you own. WARNING: You MUST enter the ratio of original shares NOT the number of new shares you now own. ie. 1.75 share for ea share you own ie. .5 share for ea share you own PAGE 41 2.3.G ADJUST FOR MERGER OR BUYOUT: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If, in addition to the share exchange, if you receive a cash distribution, it should be entered as cash received. It'll be recorded as tax free income (return of capital payment) and be shown in the income report. By implication, the name will be changed. If you answer YES to the name change question, the name change will be done to ALL of the files where the original name appeared. 2.3.H ENTER A COMPANY STOCK SPLIT: (PURCHASE option # 8) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ For a stock split enter the split ratio. When entering the ratio always enter number you will receive first and the number you need second. For example in a 2 for 1 split, enter the 2 first and then the 1. A negative split (1 for 3 for example) is entered same way (enter 1 first then the 3). If any cash was received as part of the transaction, enter the amount as part of the transaction. The new share total AND cost per shr will be computed and displayed on the screen before you are asked to approve the transaction. PAGE 42 2.4 U P D A T E V A L U E S M E N U ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To update the current value of your investments you must enter the current price into the records from an outside source such as a newspaper, broker report, etc. The information, when entered, will be stored into the permanent records. NOTE: If you enter a new investment on which you paid a commission, the current value will show as the cost less the commission paid on the purchase until you update the current value. There are 3 different formats you may use to enter the current price. 1. Quick form - Will step thru each investment sorted by type and then alphabetically. It'll present a minimum of information about the investment and request the new price. It will show the new total value and ask you to confirm the entry. To accept the current value as shown, press the Enter key. 2. Long form - ALL: Same as 1 above except it offers considerably more information about each investment as it appears on the screen. 3. Long form - SELECT: Like 2 above, it offers considerably more information about the selected security. This option will present a pop-up menu with all the investments listed. Select the desired security and press Enter. This option was designed to update just a few selected investments. NOTE: If an investment has multiple entries because of re- investments or added purchases, ALL the entries for the selected investment will be updated. PS: I've had requests for a communications module to allow updates through a modem service (Dow Jones, Genie, etc.). To be honest, I don't know how to program it. I'm making an effort to learn but, so far, I haven't been able to create anything reliable (no bugs). If any of you are knowledgeable on the subject and willing to help, PLEASE contact me. As soon as I develop a module I'll release it to the registered users. PAGE 43 2.5 I N C O M E M E N U ~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Any income you receive from your investment should be entered with the income module. There are a few exceptions to this rule: 1) Interest received as part of the sale of a bond will be entered through the SOLD option. (See Ch 2, section 2.7) 2) Income (distribution) received as part of a buyout or merger is entered through the PURCHASE option. (See Ch 2, sec 2.3.G) When you choose the income option from the main menu you will activate a pop-up menu with a listing of your investments. NOTE: You MAY post income to SOLD investments, however, when you choose a sold investment a WARNING will appear on the screen advising you that the security has been sold. After you've select your choice, the screen will show, in the top left, a window with basic information on the selected investment. Use this to confirm that you've selected the desired investment. The top right of the screen will show information about the income history for the selected investment. If investment has NOT received income in the CURRENT year, a note will be in the window to that effect. In the lower half of the screen will be a menu with the income options. ie: Dividend, Interest, or Return of Capital. If the normal type of income is a dividend as with a stock, the "DIVIDEND..." option will be highlighted. If the normal payment is interest as with a bond, the "INTEREST..." will be highlighted. If you select interest where a dividend is expected or visa versa, a warning window will appear asking you to confirm your choice. You may confirm the switch if that's the case. 2.5.A DIVIDEND INCOME: (INCOME option #1) ~~~~~~~~~~~~~~~~~~~~~~~ The dividend function will ask if the income is to be re-invested. A default response, "YES" or "NO", will be highlighted depending on how you responded to the "Set default response" question in the configuration menu (MISC opt #9, CONFIGURE opt #5). PAGE 44 2.5.A DIVIDEND INCOME: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~ NOTE: If you are making a PARTIAL re-investment of the income (usually through a mutual fund), you MUST enter the dividend as TWO SEPARATE entries. Make one entry as the re-investment using the amount of the dividend that has been re-invested. The other entry should be for the cash portion of the dividend. This situation will arise if you designate a re-investment of capital gains but have the dividends paid in cash. In this situation you MUST use TWO SEPARATE entries to post income. After you respond to the "re-invest" question, a data entry screen appears. Consider the following in completing the entry: DATE: If you enter a date that differs from the "active data year" (See Ch 2, section 2.0.E) the function will question the entry. The income function expects you to enter the current RECORD year. You may confirm your entry or re-enter the date. TAX FREE & CAPITAL GAIN: If the full amount of the payment is tax free or capital gains (or both), you may use the '+' sign to have the FULL entered payment amount enter automatically. If NEITHER applies, press Enter (Return). It will default to $0. NOTE: If you indicated a re-investment, you may NOT enter a zero as your response. If you intend to NOT re-invest, use the ESC key to exit and start over again. If you choose to NOT re-invest the payment, the "No. of shares" input line will NOT be activated. To make changes to the data, use the arrow keys to select the item then make the change. After you've completed the "entry form" use Ctrl+W to exit the form and confirm your entry. If you confirm your entries AND you indicated that you did NOT re-invest the payment, you'll be asked if you want to credit the broker account (See chapter 2, section 2.0.J). SUGGESTION: I recommend you use the broker account for every monetary transaction to provide a paper trail for your funds. Suppose you've received a income check from an investment. Enter the payment with the income option. Next, use the BROKER option to debit the broker account for the same amount (with a remark ??). Why ??? While the income report will show that you received the income, the broker report will show where it went (and it certainly does seem to go !!!!). PAGE 45 2.5.B INTEREST INCOME: (INCOME option #2) ~~~~~~~~~~~~~~~~~~~~~~~ Entering interest income is similar to entering dividends. Note the following differences: You will NOT be asked about re-investing the payment. SUGGESTION: If you're using my suggestion on "constant value investments" (See Ch 2, section 2.3.A.a) and you wish to leave the earned income with the investment such as with savings acct interest, enter the payment here as a regular interest payment and credit the broker account with the amount of the income at the end of the routine. When you've finished entering the income, use the PURCHASE opt # 2 to purchase (ADD) a number of units equivalent to the amount of the payment @ $1.00 per unit and debit the broker account to pay for the purchase. You will NOT be asked to input a capital gain amount. 2.5.C RETURN OF CAPITAL DIVIDEND: (INCOME option #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ A return of capital dividend is usually tax free income that requires an adjustment to the cost basis of the stock by the amount of the dividend. Enter the dividend as you normally would. (See Ch 2, Section 2.5.A). After the entry has been completed (after "credit broker" question), you'll be asked if you want to adjust the cost basis of the investment. The amount of the adjustment will be calculated and displayed on the screen. If you answer "YES" the purchase cost will be changed by the amount indicated. PAGE 46 2.6 B R O K E R M E N U ~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Selection of "Broker" from the main menu will allow you to make a direct entry to the broker records. This feature is primarily used to enter broker interest or margin charges. It may also be used to record funds sent to, or received from, your broker. When you select "Broker", you'll have the option to debit, credit, or display a brief summary of the current balances for each account you established with the configuration program. Regardless of the method of access you'll be asked the tax implication of most transactions. The full broker report will be divided into taxable and non-taxable entries to ease the preparation of your tax returns. 2.6.A & 2.6.B DEBIT/CREDIT BROKER CASH ACCOUNT: (BROKER opt #1 & 2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you indicate a debit or credit the broker account you'll be asked to select which of your accounts the transaction will affect (if you have more than one account). Use the bar menu to select the desired account. You will be asked to enter "Credit source" for credit entries and "Type expense" for debit entries. NOTE: This is should be used like a comment field. I suggest a short phrase such as "Margin interest" or "Funds deposit". This field will be shown in the reports to make them more meaningful when read in the future. You will still have the option of attaching a remark to the record. If you're posting a debit, you'll be asked if it is a tax deductible expense (yes or no). If its a credit, you'll be asked if its taxable income. Your response will be reflected in the full broker report. Enter the date of the transaction. Since most transactions will be entered after the fact, I suggest using the actual transaction date rather than today's date. 2.6.C REVIEW BROKER ACCT BALANCE: (BROKER opt #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You may create a quick summary of your account balances. This option will show the balance in each of your established accounts and a total of all the accounts. For a full broker report, use the Report menu, option #9. PAGE 47 2.6.D USING THE BROKER ACCOUNT WITH TRANSACTIONS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Almost every transaction that involves money asks if you want to debit or credit the broker account. If you respond "Y" (Yes) or click the mouse on Yes, you'll be asked how much, where appropriate, and the amount you enter will be posted to the broker records. The amount will default to the amount of the transaction and the program will not let you enter an amount that exceeds the amount of the transaction. Of course, you may still debit or credit the broker account directly with the broker function SUGGESTION: I recommend you use the broker account for every monetary transaction to provide a paper trail for your funds. Why ??? While the income report will show that you received the income, the broker report will show where it went (and it does seem to go !!!!). Example: You receive a dividend check from a stock. Enter it with the INCOME option and credit the broker account when asked. Next use the BROKER option and debit the broker account for the same amount (with a remark ??). PAGE 48 2.7 S E L L M E N U ~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Selling your entire position in an investment is a simple and direct entry. If you're selling part of a holding with multiple records, it gets a bit more involved. See "Partial sale of an investment" below for information on how to enter a partial sales. The top left of the screen will show the "Basic information" on the security and the top right window will show any "Additional info" relevant to the selected security. You will be asked to confirm your selection. If you confirm the investment selection, a window in the lower left of the screen, "Sale entry form", will request the pertinent information regarding the sale. You'll be asked for the date of sale, the price per share, the number of shares sold, the total comm/misc paid, and any accompanying remarks. If the sale involves a bond, you'll also be asked to enter the amount of interest you received as part of the transaction. The "Sale price/shr" is entered as the GROSS amount received per unit sold. IMPORTANT NOTE: If you enter a bond purchase you MUST enter the cost at the FULL selling price of the bond, NOT as shown in the financial journals ie. bond is listed @ $95.375, enter cost as $953.75 example: you sell a bond with $1,000 face value for $987.25. Enter the sale price as $987.25 per bond NOT $98.725 as shown in the financial journals. To sell your entire holding in the selected investment, press enter (return) when ask "No UNITS SOLD:". This will default to the number of units shown at the bottom of the window which is the total of ALL the units held for the selected investment. When entering the "Comm/misc" always be sure to enter the TOTAL amount that was deducted from the gross amount of the sale. ie. Commission + tax + misc + etc. The per unit commission will be calculated and entered into the records for use in reports. If the sale involves a bond, you'll be asked to enter the amount of interest you receive in the selling transaction. See Ch 2, section 2.3.A.b (Bond interest buy or sell) for additional information. PAGE 49 GENERAL INFORMATION - (continued) ~~~~~~~~~~~~~~~~~~~ Bond interest (if any) that was paid as part of the purchase of a bond was (or should have been) entered as negative interest income. By treating it as negative income, it causes the bond in question and the total interest income to show accurate numbers for the income reports. The current IRS code (1995) allows interest paid on a bond purchase to be used to offset the income earned on that bond. If you don't receive the bond interest until the following year, you may use the interest expense to offset other similar interest received during the current year. I suggest you check with your tax advisor for a more definitive ruling. Interest received when you sell a bond will be posted to the income records as regular interest income. NOTE: The bond interest received as part of the sale will be posted through the sell function and should NOT be entered through the regular income option to be sure it is NOT posted twice. In both cases (buy or sell) you will have the option to NOT have the interest posted as described above. This option will appear at the end of the function. 2.7.A SELL AN INVESTMENT (all the shares): ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To sell your entire position in an investment complete the form on the screen. You may use the arrow keys to make corrections. When you've completed the entry form, use Ctrl+W to exit to the confirm window. ESC will cancel the transaction. SUGGESTION: AFTER you exit the entry window, you may press the F5 key to see an example of how the results of the sale gain/loss was calculated using the numbers YOU just entered. NOTE: Again, as I do throughout the manual, I suggest you pass most transactions through the broker account. If you're going to receive (a check) and use the proceeds, all you would have to do is issue a debit to the broker account from the broker menu to be back to the true balance. 2.7.B SELL PART OF AN INVESTMENT: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you plan to sell part of an investment with multiple records, you have considerable control over which records will be sold. Multiple records are produced when you acquire additional shares through re-invested dividends or through direct purchase after the initial purchase. PAGE 50 2.7.B SELL PART OF AN INVESTMENT: - (continue) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The example setup: You purchased 100 shares of XYZ fund which pays a monthly dividend. The dividend is re-invested and buys 3 new shares a month. After a year you own 136 shares and decide to sell 40 shares. This investment produced 13 entries (records). The original + the 12 re-invested dividend entries. I feel one of the strong features of the program is the ability to select the shares you want to sell in a situation like the example. The sale is entered as any sale would be entered (as shown above). After you've completed the entry form use Ctrl+W to exit the entry window. A new window will appear in the lower left as shown below. In the lower right side of the screen will be an instruction window. To select shares to be sold, follow the instructions on the screen. The "Sale entry form" window ------------------------------------ 1 | | 2 | BUY DATE PRICE UNITS VALUE | 3 | 01/04/92 10.000 100.000 11.000 | 4 | | 5 | #TO SELL (─┘=xxx.xxx): _________ | 6 | | 7 | REMAINING UNITS TO MARK: yyyy.yyy | | This is record number x of xx | -------------------------------------- xxx.xxx = Units that may be sold from current record yyy.yyy = Units still needing to be marked as sold The window on the left also contains a suggestion to use the F5 key to see an example of the sale using YOUR numbers. Use the F6 key to review ALL the records in a multiple record transaction. This will be helpful in determining which shares to sell. The record shown in line three will be the first record for the security. The program will cycle through units on record until you mark a number of units equal to the number you indicated were sold. Each time you enter a number on line 5, line 3 will change to the next record and line 7 will reduce yyy.yyy by the number of units you just marked. xxx.xxx in line 5 will change to the number left to be sold (the same as line 7) - OR - all the shares shown in line 3. xxx.xxx will be which ever is smaller, shares left to mark - OR - available for sale in that record. PAGE 51 2.7.B SELL PART OF AN INVESTMENT - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you do NOT want to sell any shares from the current record, enter a 0 (zero) in line 5 for the record. The program will skip to the next record. Using this selection process you may use a FIFO or LIFO method of unit sales (assuming units were acquired at intervals over a period of time). As the program steps through the shares owned (in order of acquisition), you may mark all, some, or none of the records. Marking the securities in the order acquired is not necessary. NOTE: You may select ALL or PART (up to the number you sold) of EACH record. This will allow you to determine the tax consequence of a sale (long or short term). The program will continue to loop through the records UNTIL you select enough shares to cover the number you indicated were sold. The partial sale of securities is really not so complicated. If you make a partial sale of a security with only one record, the entry steps are identical to the steps used to sell an entire holding. If the investment has multiple records, the program loops through the records allowing you to select which shares (parts) of the sold security you want to sell. 2.7.C THE TREATMENT OF BOND INTEREST: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you are selling a bond, the interest received as part of the sale should be entered as part of the sale entry. NOTE: Enter BOND interest received with the sale of a bond when asked on the sale entry form, NOT with the income option. This applies bond interest ONLY. If the investment being sold was coded as bond, an input field will be shown in the window requesting you to enter any interest received as part of the sale process. 2.7.D COVERING SHORT SALE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~ While the short position is open, the sales report will reflect a gain of the entire amount which was received for the short sale. To cover a short position, use Purchase opt #5. The security selection menu will appear but ONLY show the securities which have been sold short. If there are NO short sales active, a message window will inform you of that fact. When the selected security appears, enter the requested data. The sales report will now reflect the appropriate gain or loss. PAGE 52 2.8 M I S C E L L A N E O U S M E N U ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The miscellaneous functions will allow you to perform various maintenance and record keeping functions. Each menu item will provide a one line description of its function on line 23 of the screen. Move the cursor through the menu with the arrow keys to view the descriptions. AFTER an item HAS BEEN SELECTED by placing the menu bar on the desired function and pressing Enter (or using a mouse to point and click), a help screen will be available (F1) with specific information on the selected function. 2.8.A EDIT/DELETE/VIEW/NAME-CHANGE A RECORD: (MISC, option #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ TIP: I STRONGLY RECOMMEND you BACKUP the data files before you proceed with ANY of the options below. NOTE: Many securities have multiple entries. Some fields (ie. name, acct, etc.) MUST be changed in EACH data file to be consistent for the security. If you change one of these fields review the remaining records for the investment to verify that the needed changes were made where appropriate. FIRST, you'll be asked to which function to use. 1 - Edit (change) a record 2 - Delete record from file 3 - View (no changes) records 4 - Security name change ONLY 5 - Foxpro(tm) "browse" file Use Opt #1 to alter (edit) the data in a record. To completely remove a record from the data files, use option # 2. If you want to examine the records WITHOUT making any changes, use opt # 3. This will allow you to see the data in a record without making any changes. This is a useful feature in that it lets you locate and examine the data before you make any actual changes. If a company changes it's name, and there are NO other changes, use option # 4. Option # 4 will assure the name is changed properly throughout the data files. If you activated "browse" in the configuration menu, you will see a 5th choice, "Foxpro(tm) browse file". Do NOT use browse unless you're familiar with the xbase type "browse" function. PAGE 53 2.8.A EDIT/DELETE/VIEW/NAME-CHANGE A RECORD: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ After selecting the function you want, you'll be asked which data records you want to edit. Use the arrow keys (or point & click) to select the file you want to edit. 1 - Main purchase records 2 - Dividend/interest records 3 - Security sales records 4 - Broker cash/margin account 5 - Security alert records Some records offer an option to restrict access to the current year. This is because some investments may have many records. Ex. You've had a fund for 10 years reinvesting monthly. This will give you 120 records for that investment. If you just want to change one thing in the current year, I suggest you restrict access so you don't have to page through all 120 records to find the one you want to change. The next screen will offer a pop-up menu with a listing of the investments in the data file you selected. Move the menu bar to the desired investment and press enter (return). If the selected investment has multiple entries, you'll have an opportunity to step through each record that is part of the SELECTED security until you find the record you want to edit. Use the PgUp/PgDn keys to move through the records for the selected investment. If the investment has only one record, it will appear on the screen ready to edit. To edit, use the arrow keys to move the bar up or down the list of fields (items). As you step through the fields, an instruction window at the bottom of the screen will change to show help or suggestions for each field. When you've high-lited the desired field, press enter. You are now (finally) ready to make a change to the record. If there a additional changes to be made in the SAME record, use the arrow keys to select the next field within that record. To change another record for the SAME investment use the PgUp PgDn to select new record and proceed as above. When you have completed the change(s) for the record(s) use Ctrl+W to exit to the SAVE option. To CANCEL the changes use the ESC key OR answer "N" to the save the changes question. PAGE 54 2.8.A EDIT/DELETE/VIEW/NAME-CHANGE A RECORD: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ NOTE: If the interest amount is changed on a bond purchase or sale, the interest change will NOT be automatically entered or changed in the income records as it is when you use the regular buy/sell function. Use the regular "income" function to post the interest. NOTE: All the edit functions will be performed in a temporary file create for this purpose. At the end of the edit function (when you exit) you will have the opportunity to save or cancel the changes. BE -SURE- THE CHANGES ARE AS YOU WANT THEM. THE ORIGINAL FILES WILL BE PERMANENTLY CHANGED. !!! SUGGESTION: When you EXIT the edit option, if you made ANY changes to the records, you will be asked if you want to perform a validity test on the data files. I suggest you respond "YES" to the question to verify that any changes you made did NOT cause a problem in the format or content of the data files. TIP: The edit function is NOT bullet proof but is also NOT as complex as it may sound. Review the glossary in chapter 3 for the terms record, field, file, etc. Keep in mind that we have to zero in on the desired record and field and then make the appropriate changes before moving to another record. EVERY step of the way offers the opportunity to cancel. 2.8.A.a DELETE AN ENTRY FROM RECORDS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Record selection is identical to selecting a record when you EDIT a record. I suggest you review the above (section 2.8.A) on selecting a record. If the investment has only one entry, it will appear on the screen and ask you to confirm that it is the record you want to delete. Use Ctrl+W to MARK THE RECORD or ESC to CANCEL the selection. If the selected security has multiple entries, you may use the PgUp/PgDn key to step through the records. When the desired investment is on the screen, use Ctrl+W to exit to the save option. You'll be told that the record was deleted in a TEMPORARY file and asked if you want to make the deletion PERMANENT. If you respond "Y" the record will be PERMANENTLY REMOVED FROM THE DATA FILES. NOTE: The delete function will be performed in a temporary file created for this purpose. At the end of the delete function (when you exit) you will have the opportunity to save or cancel the deletion. This procedure provides for the deletion of ONE record at a time. If you need to delete additional shares, repeat the process until you've deleted all the desired records. PAGE 55 2.8.A.a DELETE AN ENTRY FROM RECORDS: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ SUGGESTION: When you EXIT the delete function, if you removed any records, you'll be asked if you want to perform a validity test on the data files. I suggest you respond "YES" to the question to verify that any changes you made did NOT cause a problem in the format or content of the data files. (see section 2.8.C) 2.8.A.b VIEW (EXAMINE) A RECORD: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The procedure to select a record for VIEWING a record is the same as in the proceeding sections. The purpose of this option is to allow you to view the records with NO risk of an accidental change. You may find it beneficial to use this feature to locate a record that you would like to change before using the edit or delete opt. 2.8.A.c CHANGE AN INVESTMENT NAME: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As above, the procedure to select a record for VIEWING a record is the same as in the proceeding sections. If a company changes its name through a buy-out or for some other reason, you will want your records to reflect that change. This procedure is your best assurance that ALL the records for the selected investment will be changed to reflect the new company name. 2.8.A.d FOXPRO (tm) BROWSE COMMAND: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Instructions on using the browse command have been intentionally omitted. If you need instructions, you shouldn't be using the opt. 2.8.B ENTER/EDIT INVESTMENT ALERTS: (New in Ver 5.x) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ PM will allow you to set a high and low alert value for every investment. The alerts may be set as part of the original entry of a NEW investment OR you may enter OR change the values through the use of this option. When this option is chosen, it will activate a menu of 3 options 1. Enter High/Low values 2. Edit High/low values 3. Delete a High/low value As with many other options, you must select the desired security from the list of investments. PAGE 56 2.8.B ENTER/EDIT INVESTMENT ALERTS: - (continue) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ After setting alert value(s), you may check on the alert(s) in several ways. 1. You may set the automatic test feature in the configuration menu (opt D - preference sub-menu) then option # 3 (set auto alert notice on/off) in the "preference sub_menu". This will cause the program to test the alert values (compared to the current value) EVERY time the program is started. If any values exceed the alert value, it will be shown on the screen. NOTE: The auto alert also activates a maturity alert feature. 2. You may select REPORT option "Q". This report will show ALL the pre-set values and flag values that exceed the set parameters. 3. By pressing the F3 key you will an alert report in the SAME format as is shown in 1 above. The F3 key may NOT be used while data files are open. A window will advise you if this is the happens and the report will NOT be generated. 2.8.B.a ENTER HIGH/LOW VALUE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you select an investment which already has a high/low value set an advisory window will appear informing you that it has been set and suggesting option 2 in the above menu to change the value. If NO alert values have been previously set, a form will appear for you to complete with the desired values. Once completed, use Ctrl+W to exit to the save option or ESC to cancel the entry. 2.8.B.b EDIT HIGH/LOW VALUE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ In this option security selection is restricted to those invest- ments which have already had alert values set. If you want to set initial alert values use option 1. When the "Set alert values" window appears, just type over the original value(s) with the new value(s). When the new value(s) have been entered use Ctrl+W to exit to the save option. 2.8.B.c DELETE HIGH/LOW VALUE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As above, security selection in this option is restricted to those investments which have already had alert values set. If you want to set initial alert values or change an existing value use, opt 1/2. When an investment is selected, a Yes/No option will appear asking you to confirm that you want to delete the selected alert values. PAGE 57 2.8.C TEST & FIX DATA &/OR MEMORY PROBLEM: (MISC, option #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ***** N O T I C E ***** PRIOR TO CONTACTING ME FOR ASSISTANCE, PLEASE RUN THE FILE TESTS AVAILABLE IN THE "MISC" MENU, OPTION #3. THIS TEST WILL RESOLVE MANY OF THE PROBLEMS THAT ARE RELATED TO DATA FILES. TIP: The file testing procedure may be used any time from the MISC menu. I suggest using it periodically to verify the data and index files are in order. You should also consider using the automatic test feature which may be activated from the config menu. See sect 2.8.I.m The testing function will NOT make ANY changes to the data files without YOUR consent. It will be activated automatically after the use of certain other program procedures such as backup recovery and file editing. The file test procedure performs the follow functions: 1 - Verify that all the required data files are present. 2 - Test and update the index (see glossary) files. 3 - Test totals (gross values) in the data files to be sure they're in balance when the data is interrelated across several data files. 4 - Test for the presence of a zero (0) in a field (see glossary) where a zero doesn't belong (a zero in a wrong field will cause a program crash by attempting to divide by 0). 5 - Test for proper coding needed to find an investments. 6 - Test if account names in the memory file matches the account names in data files. 7 - Test if each investment has a unique number. An explanation of the file test procedures listed above: 1 - The program uses 3 data files as follows: 1 - PMRECORD.DBF (purchased, added, sales, income, etc) 2 - PMMISC.DBF (alert values, current values) 3 - PMBROKER.DBF (all broker transactions) There is a file that stores the information you were asked to provide when you configured the program such as your name, accounts, etc. This file is named PMMEMORY.MEM. If any of these files are missing the program can't continue. NOTE: If, for any reason, you need to send me your data files to fix a problem, I will need the four files named above. 2 - The index files are used to locate data. If they are out of sequence with the data file they index, a problem will occur. All index files end with the extension ".IDX". PAGE 58 2.8.C TEST & FIX DATA &/OR MEMORY PROBLEM: - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3 - A gross value of an investment is maintained in a data file. If the gross value is not accurate, some of the analytical data the program offers will not be accurate. 4 - In certain fields, a zero value would make the applicable record meaningless. It will also cause a problem if the program attempts to use it. 5 - Every investment MUST have at least one record coded with a "B" (for internal use) in the purchase records, or the program will NOT find the investment although it is still in the file. This function will test for the proper codes. 6 - Account names are stored in a memory file (PMMEMORY.MEM). Any SHORT account name in the data files that does NOT match one of the names from the memory file will NOT be found when called. This test will determine if all the short names in the records matches a name from memory. 7 - Each investment MUST have a unique ID number. If two (or more) investments share the same number, only one investment will appear when called. This option will test for dups. If a problem is encountered, a window will be activated with info about the problem and the recommended action to resolve it. If a problem is found during file testing, I recommend you review the data to see if it can be found and resolved using the edit option. If possible, you may want to use your backup files to recover data. NOTE: In most cases, when a problem is discovered, you'll be given an opportunity to repair it. If you elect NOT to fix the problem with the programed fix, editing the data, or recovering data from your backup files, the problem WILL be noted EVERY time you run the file tests. SUGGESTION: Do NOT answer "Y" to "BACKUP DATA" question on the opening screen until you check the data. The problem usually isn't serious and may have been caused by back-up recovery, editing, deleting or tests. NOTE: The configuration module (MISC opt #9) has a feature to automatically activate the test every time the program is started. This is a good feature but it will cause the program to load slower depending on the speed of your CPU. See ch 2, sect 2.8.I.m. NOTE: If you've recovered backup(s), edited data, or deleted a record, it's a good idea to run the validity tests. Data from the memory (see glossary) file will (probably) NOT agree with the records but this is NOT a problem as it will be fixed when you run the file test routine. PAGE 59 2.8.D BACK DATA TO A BACKUP DRIVE: (MISC, option #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The configuration program (MISC option # 9), has a feature (option #6) which allows you to select a drive to be used for your backups. Although generally a floppy drive should be selected, you may designate any drive you desire. I recommend using a floppy drive - OR - a drive with removable media (tape drive ???). The backup option will transfer the memory (PMMEMORY.MEM) and the three data files (xxxxxxxx.DBF) to the backup drive you designated in the configuration routine. Before creating a backup be SURE the data you will transfer is OK. ie: Run a file test (MISC option #3) on the data. (See section 2.8.C) Insert the backup disk into the indicated drive and then press enter. As with all functions, you will have the chance to confirm your choice. The function will test to see if the drive door is closed and if there is sufficient space available on the diskette to hold ALL the data files. NOTE: The backup feature will NOT split files or allow changing disks. ie: There must be enough room on the disk for ALL the files to transfer. WARNING: Check to be SURE you do NOT have a write protect tab on the floppy diskette. If you do, you will get the famous DOS "abort, retry, fail" problem message. You may be able to remove the write protect and continue using "retry", however, testing has shown that this is NOT assured 100% of the time. The results are UNPREDICTABLE !!!!!!!!! The program will overwrite the previous backups on the disk with the current files. SUGGESTION: I recommend you maintain at least two sets of backups and rotate them each time you backup to a floppy disk. If you transfer bad data to one set you will still have the previous set from which you may recover valid data. NOTE: You may change the designated backup drive any time from the configuration program. PAGE 60 2.8.E CREATE CUSTOMIZED PM MANUAL: (MISC, option # 5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature allows you to select from a menu HELP TOPICS you would like to have printed in a manual format. You may select one topic, a group of topics, or the entire help manual. For additional information see Chapter 1, section G. 2.8.F CLEAR PAST CLOSED POSITIONS: (MISC, option # 6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Even if you are not a heavy trader, over time the data file for your records can grow quite large (mine is over 200KB). This can slow some features of the program. In earlier versions of Portfolio Manger, you were REQUIRED to clear the data files at the end of each year BEFORE you started posting information for the new year. This would remove ALL income and sales records from the previous year. This procedure is NOT required in the current (new) version of PM. NOTE: I suggest you do NOT clear the data files as one of the NEW features in this version is the ability to select date parameters for reports. If you remove closed transactions of prior years, you will NOT be able to generate reports for those periods. However, you may want to consider the following: There is a function, MISC opt # 6, which allows you to selectively remove investments that have been CLOSED in years PRIOR to the CURRENT year. The reason for this function is to allow you to speed up the program and free additional disk space. There is NO requirement to delete the records however, as the number of records increases over time, the data file can grow quite large (each record requires 213 bytes of disk space) and some program functions will become a little bit slower as the program must search the entire data base to locate requested / required information. If disk space isn't a problem and a slight decrease in speed does not bother you, I suggest you do NOT use this function. If you do choose the option, you'll activate a popup menu with a listing of securities that have been closed in PRIOR years. Place an "X" or "x" in the select (SEL) box for EACH security you wish to delete. When you've selected all the desired securities, use the ^W (Ctrl + W) to exit. The next window will tell you how many records will be deleted from each data file. IF you confirm the deletion, these records will be PERMANENTLY removed from the records. NOTE: If you later change your mind, you must use your backup disk to recover the data. PAGE 61 2.8.G RECOVER BACK-UPS: (MISC, option #7) ~~~~~~~~~~~~~~~~~~~~~~~~ MISC, option # 4 will allow you to create a backup of your data files to a disk drive designated by you in the configuration program; usually a floppy disk drive. See ch 2, sect 2.8.D. This feature will allow the recovery of the backup data in several different ways. NOTE: Generally you should recover backup data ONLY when all else fails. If you can resolve the problem with file test, edit, or delete you will probably be better off. I shall assume you want to recover data because there is a problem with the active data. If the problem is because you JUST made a mistake with several entries, then certainly backup recovery is the correct decision. If, however, you are initiating the recovery because you suspect a data problem, you should be sure in your own mind that the backups do not contain the same or worse problems. SUGGESTION: Before recovering data from your regular backup disk, use a different disk to make a temporary backup of current data. If there is a problem with your regular backup files, at least you will still be able to go back to square one. 2.8.G.a FROM B/U MADE ON START-UP: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you answered "Y" to the backup question on the opening screen, you'll have created four data files with the extension ".HLD" in the same directory from which you're running PM. This option will replace the regular data files with the data in the ".HLD" files. The hold (".HLD") files are as follows: PMRECORD.DBF = PMRECORD.HLD PMMISC.DBF = PMMISC.HLD PMBROKER.DBF = PMBROKER.HLD PMMEMORY.MEM = PMMEMORY.HLD CAUTION: If you backed your data during the program start and then discovered the data is corrupt, your ".HLD" files will contain the same problem. 2.8.G.b FROM YOUR B/U DATA DISK: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This option will transfer ALL files from your B/U disk and replace the active data files in the PM directory with these B/U files. If you use a rotating backup system, be sure you're using the latest and/or safest data for your replacement data. This routine will replace ALL data files with the backup data. PAGE 62 2.8.G.c SELECT ONE FILE FROM B/U: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you know which file was damaged or has bad data, this option will allow you to replace a single selected file. Selecting this option will present a list of all the data files along with a brief description of the file. Use the arrow keys or point and click with the mouse to select the desired file from the backup disk. Consider when choosing this option that some files interrelate with other files when compiling data or reports. If you're not sure, its best to replace ALL the files. This option is mostly for catastrophic failure of data. PAGE 63 2.8.H ADD/DELETE/RENAME AN ACCOUNT: (MISC, option #8) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature allows you to make certain changes to the account names you've assigned to maintain a record keeping separation of your investment portfolio. You may add or create new names, change existing names, delete an account or move investments from one account to another. This feature should be used with a bit of caution !!!!!! An explanation of how the program searches for report data may give you some thoughts on how to use the feature and where the problem might be if data APPEARS to be lost after you've used this option. ABOUT THE ACCOUNT NAMES: (how the program searches for data) ~~~~~~~~~~~~~~~~~~~~~~~~ The long name you assigned is ONLY used to make the account more readable in the report headings, etc. and doesn't really matter for the following discussion. In other words - the long name of your account is for YOUR use, NOT the program's. The short name (2 or 3 letter) is used as THE key in locating securities when they are searched for as part of an account group. The short name YOU assigned (or, in the case of a retirement account, was assigned by the program) is stored in two locations. One is in the memory variable file ("pmmemory.mem") and the other is as a part of the record for each investment. This applies even if you use only ONE account. Any time data is requested (usually for reports) and the data is to be grouped by accounts, the program will search for the data based on the short account name you've assigned. First the program will look in the memory file to find the name and use the SHORT NAME it finds stored in the memory file to search the data files (".DBF") for the requested account. NOTE: Here is where a problem can arise. If the short name has been changed in the memory file, PMMEMORY.MEM, but NOT in the data files, the program will NOT find the data for the requested account although the data is still in the records. THE FILE TESTING ** CAN ** FIND AND CORRECT THIS PROBLEM. WARNING: If you attempt to change the name through the configure program (MISC opt #9, sub # ), the situation described above WILL probably occur, hence the warning if you select the option from configure AFTER the initial use of the configure program. ie: After you initially assign your account names use option # 8 in the MISC menu to protect against a conflict in the account names. This option will also test the account names for validity. PAGE 64 2.8.H.a CREATE A NEW ACCOUNT: (MISC opt #8, sub #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To CREATE a new account, enter the new long and short names. If the account will be a retirement type account (IRA, 401K, etc.), the short name will be assigned automatically if the account is created in the configuration program. If the new account is created in the MISC program you will see a message window on the screen on how to assign the short name in this type of account. (the message reads) If the new account is to be an IRA, 401K, etc. type acct, the short name MUST be in the form IRx, where x is the next sequ- encial number of the number of retirement accounts you have. ie. IR1, IR2, IR3, etc. In a retirement type account the short name is used to key several reports for tax free status. The program will test the first two letters of the name to determine if the account should be treated as a retirement account. 2.8.H.b DELETE EXISTING ACCOUNT: (MISC opt #8, sub #2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To DELETE an account, the account MUST be EMPTY. The program will check all the data files before deleting. If ANY records are found in the account you'll be notified and the program will NOT allow you to delete it. The best time to delete an account is after you transfer your records from one account to another (see below). If you created an account you didn't need, DELETE will remove it from the records. 2.8.H.c RENAME EXISTING ACCOUNT: (MISC opt #8, sub #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ To RENAME an account select the name to be changed from the list of existing names and then enter the new name. This is one of the key areas of protection referred to in the warning above. If changes are made with the configuration program rather than with MISC option #8 a problem could occur. When you rename an account with MISC opt #8, after confirming your choice, the program will search ALL the data files and change the name at each occurrence of the OLD account name. PAGE 65 2.8.H.d TRANSFER AN ACCOUNT: (MISC opt #8, sub #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Use the TRANSFER option to move ALL records from one EXISTING account to another EXISTING account. SUGGESTION: If you need to move one or two securities from one account to another, I suggest you use the edit option, MISC opt # 1. Be SURE you change all the records for the designated investment. A menu of the existing accounts will be shown in a window on the left. You will be asked to select which account you want to transfer FROM. After you select the FROM account, the function will ask you to select the destination (TO) account. A window on the right will display the FROM and TO accounts and ask you to confirm the transfer. Use this function with CAUTION: Once completed, the records in the sending account WILL be mixed with records in receiving account. The process can NOT be reversed (except with your back- ups). NOTE: The account name of sending acct will NOT be removed, but the account will be empty. NOW would be a good time to use the DELETE an account function !! SUGGESTION: I strongly suggest making a BACKUP of your files before proceeding. As soon as you complete the changes, go to the report menu and generate a couple of reports to the screen. This is where a problem will be evident if one was created. PAGE 66 2.8.I CONFIGURE PORTFOLIO MANAGER: (MISC option #9) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ SPECIAL NOTE: Each item, when selected, will display the applicable instructions for the selected item. If you want to explore an item, just select it. You may use ESC or accept the default response to return to the configuration menu. The configuration program may be used ANY time you wish to change the defaults or the way you use the features of the program. NOTICE: The first time the program is started by a NEW user * OR * a "REGISTERED" user after receiving a new update, the configuration menu should be activated automatically. If this is not the case you may call the configuration menu through MISC opt #9. You may change ANY or ALL of the user set options to meet your requirements. You may experiment with different color combinations or block the printing of empty reports. If Congress changes the capital gain holding period, this is where the new period should be entered. You can reset the automatic numlock feature or change the name you want to appear on reports. Automatic data testing OR alert values tests may be activated from the configuration menu. You may exit any individual menu item in the configuration menu with the ESC key. If you use the ESC key to exit the main configuration program, and IF you've changed any user set options, you'll be asked if you want to save the changes. When you select option "F" (Confirm selections/Exit) you'll be shown all your choices and asked to confirm any changes you may have made. If you answer "N" to the "Save the changes" question, you'll be shown all the current settings and asked if you want to EDIT the changes. A "Y" response will return you to the configuration menu while a "N" response will cause the program to retain the original user set options and return to the main program menu. If you've made any changes, exiting the configuration module will cause Portfolio Manager to be re-started. This is to allow the changes you made become effective. NOTE: If you change your mind on an option, just re-select the item from the menu and enter your preference. NOTE: The automatic activation feature WILL remain set UNTIL you CHANGE AT LEAST ONE ITEM in the configuration menu AND SAVE the change. I assume all user will change the name (unless your name really is "I.C. Wealth"). PAGE 67 THE FOLLOWING IS AN EXPLANATION OF THE CONFIGURATION MENU ITEMS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2.8.I.a STEP THRU 2 TO D BELOW: (MISC opt #9, sub #1) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you're a new user, you may find it easier to use menu option #1 "Step thru 2 to D below" (all the options). If you select opt #1, the configuration program will execute each menu option in sequence with the exception of the last item (Clear all data files). As each user defined option is called, the instructions for that feature will appear on the screen. In each case a default response will be indicated. The default response is highlighted. If you press enter or click with the mouse, the program will accept the indicated default response. 2.8.I.b COLOR SELECTION MENU: (MISC opt #9, sub #2) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program may be use with ANY monitor. If you have a color monitor, you may choose from eight color patterns. A black & white or monochrome monitor will allow you two options, black on white OR white on black (I prefer white on black). After you select a color from the color menu, a demonstration screen will be activated to ask if the colors are OK. A "NO" response will return you to the color menu. With some computers, it has been reported that the colors are reversed upon a return to the menu. If this occurs, select another color and you'll find that the problem has been corrected. TIP: If you're using a mouse to select a color combination, put the cursor on the desired option in the COLOR MENU, NOT on the small color sample window on the screen. 2.8.I.c DEFINED YOUR ACCOUNTS: (MISC opt #9, sub #3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This option is for NEW USERS to establish the accounts you may want to use to separate your portfolio into logical subdivisions. Do not confuse the concept of separate accounts with separate portfolios. The idea is to take your regular investment portfolio and separate them into logical divisions for record keeping purposes ONLY. This does NOT suggest the necessity of separate brokers, funds, etc. ex. You own several funds in the Franklin group and several funds in the Oppenheimer group. I am NOT implying that you should put each group in a separate account. PAGE 68 2.8.I.c DEFINED YOUR ACCOUNTS: - (continue) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you've been using the program and have investments entered into some of the accounts you've already established, I suggest you do NOT use this function. When you first select the option, a warning window will appear if you've already established accts. WARNING: To change or delete YOUR established accounts, I STRONGLY suggest using MISC opt #8. It WILL protect against problems in locating YOUR investments in the account records. See Ch 2, sect 2.8.H.b & 2.8.H.c Portfolio Manager can handle from 1 to 5 accounts in a single portfolio. It was designed to track investments designated for a SPECIAL purpose from within your portfolio. You may want to separate an IRA from your other investments. Investments for the education of your children may deserve a separate account. You may want to maintain a separate records for your spouse (a separate IRA ??). How about an account for investments thru or for your business or employer. When you first select the option, you'll be asked how many accounts you wish to establish. You may enter a number from 1 to 5. After you respond to the number of accounts you would like to establish, you will be asked if ANY of the accounts will be a retirement type account such as an IRA, 401K, etc. If you respond "Y"es to the question, the next step, which will ask you to name the accounts, will also ask if the account will be a tax deferred account. If the account is to be a retirement account, answer "Y"es. NOTE: Each account you establish will have two names, a short name (3 letters max) and a long name (14 ltrs max). See Ch 2, sect 2.8.H (Add/Delete/Rename an acct) for a explanation of account names and how they are used. If the account is a retirement type, the short name will be assigned by the program. If it isn't a retirement type, you'll be asked to supply a short name (3 letter max). The next step will ask you for the long (14 letter) name for your account. WARNING: Each account MUST have a name EVEN IF YOU HAVE ONLY ONE ACCOUNT. Default names for both names (long and short) are shown on the screen. If you want to accept the default name, press enter. The program will repeat the above steps until you assign a name to a number of accounts equal to the number you indicated at the start of the procedure. PAGE 69 2.8.I.d ENTER/CHANGE USER NAME: (MISC opt #9, sub #4) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Enter a name as you would like it to appear in the main menu and on reports the program will generate. Limit is 25 chars. ex. I. C. Wealth ex. John and Mary Smith 2.8.I.e SET A DEFAULT RESPONSE: (MISC opt #9, sub #5) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program uses default answers throughout the package. This is shown by the highlighted option when a response is required. The default is selected by pressing "ENTER" (return) or by entering 1st letter of the option. If you're using a mouse, you may point and click on the default. When you enter income to the records through the INCOME option in the main menu, you'll be asked if the income is to be re-invested. This is a Yes/No question and you should set the default response. 2.8.I.f ASSIGN A BACKUP DRIVE: (MISC opt #9, sub #6) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program has a feature that allows you to backup (or recover) the data files to (from) ANOTHER disk drive. If you done any reading in this manual, you'll know by now that I'm a strong advocate of frequent backups. In this procedure you may select the drive which will be used for the BACKUP files. (I suggest using a FLOPPY disk drive). See Chapter 2, sections 2.8.D and 2.8.G 2.8.I.g NUMLOCK ON/OFF- NUMERIC: (MISC opt #9, sub #7) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature is MOSTLY for those who do NOT have a 101 key keyboard. This applies to some older keyboards and to most portable computers. Portfolio Manager uses numeric and arrow input extensively. This feature was designed to switch between numbers and arrows automatically on the numeric keypad when appropriate. ie. switch NUMLOCK on & off automatically 2.8.I.h PROGRAM DATE FORMAT: (MISC opt #9, sub #8) - NEW in Ver 5 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Portfolio Manager has the capacity to use the American OR British date format for input and reports. AMERICAN (MM/DD/YY) or BRITISH (DD/MM/YY) Use the arrows to move the cursor to the desired format. PAGE 70 2.8.I.i PRINTER SELECTION: (MISC opt #9, sub #9) ~~~~~~~~~~~~~~~~~~~~~~~~~~~ Laser printers do not allow the same number of lines per page as do standard (non laser) printers. As a result the pagination of some reports may not be correct if this feature is not set to ON. If you're using a laser printer, respond "Y"es to the question that asks if you are using a laser printer. If you use a laser printer and set the feature at NO, you'll find the reports may eject blank pages or continue the report on the next page without proper headings. TIP: If you're having a problem with the pagination of your reports, and you aren't using a laser printer you might try setting this feature to "ON" (YES) anyway to see if that will correct the problem. 2.8.I.j DEFINE REPORT CONTENTS: (MISC opt #9, sub #A) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This feature will determine if a report should be displayed or printed depending on the contents of the report. You may set the option to show ONLY those reports that have data (information) to display/print. The feature will ask if you want to display/print a report even if it will be empty. If you respond "Y"es, a requested report will be shown even if it does not contain any useful information. For example: If you have entered a number of investments, but haven't sold any of them yet - if you answer "NO", the "SOLD" report will NOT display or print. In other words; do NOT produce a report if there's nothing to report. 2.8.I.k SET CAP GAINS PERIOD: (MISC opt #9, sub #B) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Periodically Congress, in its infinite wisdom, changes the holding period for LONG TERM capital gains. This feature allows you to set the current period. Be sure to enter the time period in DAYS, not months or years. The holding period will be used primarily to separate the sales report and tax reporting forms into long and short term gains/losses. PAGE 71 2.8.I.l SET YOUR INCOME TAX BRACKET: (MISC opt #9, sub #C) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ There are MANY new features in Version 5. One of them is the inclusion of the after tax results of some of your transactions. In order to compute the after tax result the program needs to know your nominal tax bracket. The DEFAULT value is 28%. 2.8.I.m SET PREFERENCE SUB-MENU: (MISC opt #9, sub #D) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The follow items are available through a preference sub-menu 1 - Set auto DATA test on/off 2 - Set auto HELP scr on/off 3 - Set auto ALERT notice on/off 4 - Set auto MATURE notice 5 - Activate BROWSE command Each of the above features may set on or off from the sub-menu. I suggest you use the program with the defaults and change them at a later date after you've become more familiar with the program. As with ALL features in the configuration program, an instruction screen will be activated AFTER the item is selected. SPECIAL NOTE ABOUT THE BROWSE COMMAND: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ FOXPRO'S(tm) BROWSE COMMAND: If you do not already know what "BROWSE" is, you should NOT activate this feature. The "BROWSE" command will allow direct access to the raw data files. This means that, when chosen, the selected database will appear on the screen as raw data. There will be no protection for any changes you may make. The results of any changes are unpredictable. It could range from loosing records (don't appear where they should) to making the program crash due to a conflict in data types. If you elect to activate the BROWSE command, be sure you have a backup before you use it and test all the reports thoroughly before continuing. If activated, the browse command will be option # 5 under MISC menu, option #1 (edit). Unless you are comfortable using the BROWSE command in a dBASE or FOXPRO environment, answer "N" when asked if you want to activate it. WARNING: If the browse feature is used improperly, it MAY render your data files UNUSABLE. PAGE 72 SPECIAL NOTE ABOUT AUTOMATIC DATA TESTING: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The program has a module to test the data files. It may be set to run the test automatically. When the tests are run will depend on which option you chose for the activation of the feature. The four available options are: 1 - Run tests on program start ** AND ** on exit 2 - Activate auto tests on program START only 3 - Activate auto tests on program EXIT only 4 - Do NOT activate ANY automatic file tests When the test is activated, either through one of the automatic options listed above - OR - selection from the MISC menu, opt #3, it will take 3 to 20 seconds to complete depending on the CPU (Central Processor Unit - 8088, 286, 386, 486, 586, etc.) in your computer AND on the size of the data file (PMRECORD.DBF). SUGGESTION: I recommend you activate the automatic test on the program start. The tests are executed BEFORE you are asked if you want to backup the data files to hold files (".HLD") on the opening screen. If there is a residual problem from the last time you used PM, the problem will be reported prior to contaminating the backup files. This will allow you to trace the problem or recover the backups. I recommend you review Chapter 2, section 2.8.C for a complete explanation on file testing and Ch 2, section 2.8.G for information on recovering backup files. SPECIAL NOTE ABOUT AUTO HELP SCREENS: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ I feel most of the program is intuitive, however, there are some areas that may require additional information or an explanation. At these features a help screen or a suggestion to see a help screen (use F1) may appear. As you become familiar with the program, you may find these screens annoying. This feature will allow you to activate or deactivate the automatic pop-up help feature. If you respond NO to the "Allow auto help screens & suggestions to appear", these help tips and suggestions will NOT appear. SUGGESTION: Leave the auto help feature active until you are familiar with the program. Most of the tips and help screens are in the seldom used areas of the program. Normal help will still be available with the F1 key REGARDLESS of the setting of this option. PAGE 73 2.8.I.n CLEAR ALL DATA FILES: (MISC opt #9, sub #E) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ WARNING: Use of this option will remove ALL data from the data files. It will re-set all the memory variables. The files will appear the same as the first time you started the program. You will have to re-enter your name, accounts, color settings, etc. The option was included to allow you to remove practice (test) data or start your records again if you're not satisfied with the initial way you started your records. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ | WARNING WARNING WARNING WARNING | | | | DO NOT USE THIS OPTION UNLESS YOU WANT TO REMOVE | | ALL DATA YOU HAVE ENTERED AND RESET ALL VARIABLES | | TO THE WAY THEY WERE ON THE DISTRIBUTION DISK. | ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The "Clear... " feature is useful under certain circumstances. For instance you may have entered some practice data to get a feel for the program when you first received it. You may have started to set up accounts and enter data then decided to do things differently. Perhaps you entered some investments and then discovered that you entered then wrong. As usual, before you use this feature, I suggest you make a backup of the data files just in case you change your mind. Once you clear the data files, you will have to enter all the basics such as your name, the acct names you wish to use, the color settings, etc. The data files will be completely empty. PAGE 74 2.9 B O N U S M E N U ~~~~~~~~~~~~~~~~~~~~ G E N E R A L I N F O R M A T I O N ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The bonus programs are offered as an incentive to register. The unregistered version does not include the bonus programs, however, the absence of the bonus modules does NOT limit or restrict the program in the performance of its primary functions. In opt #3 (financial calculations) and opt #4 (loan computations), after you make the initial entries for the desired function, you may redo the calculation using YOUR entries as the default variables in the next calculation. You may then vary one (or more) of the variables to determine the effect on the overall situation. For example: You borrow $10,000 at 10% for 10 years. How much is the monthly payment ?? After the program calculates the result ($132.15), it will ask if you want to redo the problem and change one (or more) of the variables. If you respond "Y"es, the program will accept the original numbers as the starting default and you only have to change the desired variable. Maybe check the payment if it were a 5 year loan ($212.47). 2.9.A CALCULATOR PROGRAM: (BONUS, option # 1) ~~~~~~~~~~~~~~~~~~~~~~~~~~ The CALCULATOR functions as a normal basic calculator. It may be activated by selecting option # 1 from the BONUS menu. 2.9.B CALENDAR PROGRAM: (BONUS, option # 2) ~~~~~~~~~~~~~~~~~~~~~~~~ The CALENDAR displays a month at a time. You may project forward or backward in months or years. I find the program helpful in checking on the expiration dates of options and/or commodities. You may want to determine if an expected payment date will fall on a weekend this month. This program won't revolutionize the computer world, but, if you need a date/day in the past or future, it will save you from searching paper calendars. PAGE 75 2.9.C FINANCIAL CALCULATIONS: (BONUS, option # 3) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This module is a collection of fourteen assorted financial calculations that MAY aid you in making investment decisions. The function will calculate the following. Present value of a bond Yield to maturity of a bond Net present value of investment cash flows Interest earned between two dates Internal rate of return on cash flow Future value of one time investment Future value of reg deposit (annuity) Reg dep req'd for desired future value Withdrawal for future value of $0.00 Single inv now for definite future value Nominal interest earned on investment Minimum investment required for income Net cost of discounted notes/paper Present value of a future amount 2.9.D LOAN COMPUTATIONS: (BONUS, option # 4) ~~~~~~~~~~~~~~~~~~~~~~~~~ This module is helpful in evaluating loans. If you're considering borrowing money, you might want to use this module to compare all the possible variables such as term, interest rate, and repayment options. The following loan computations are available: Amount of regular loan payment Find the principal amount on a loan Principal on loan after 'x' paym'ts Interest rate paid on a loan Time required to repay a loan Amount of balloon payment on a loan Amortization schedule (print/screen) There are four basic parts to a loan computation (principal, rate, term, and payment amount). In most of the above, if you provide 3 variables, the fourth will be calculated for you. You may then vary one (or more) of the 3 variables using your input as the starting defaults to determine the effect on the computations. See the example under 2.9 (general information). PAGE 76 CHAPTER 3: - THE OTHER STUFF ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3.A L E G A L C O N S I D E R A T I O N S ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Definitions: PM and Portfolio Manager shall be used interchangeably. SSI and Shane Software shall be used interchangeably. 3.A.a DISCLAIMER - AGREEMENT ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Users of the Portfolio Manager must accept this disclaimer of warranty: "Portfolio Manager is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of PM. Portfolio Manager is a copyrighted program protected by both U.S. and international copyright law. If you obtained the program from a shareware disk vendor, an on-line computer service or bulletin board, a friend or colleague, or other similar sources, you have an UNREGISTERED version of PM. A REGISTERED version of Portfolio Manager is a copy which was purchased directly from Shane Software International OR an authorized representative of SSI. It is evidenced by a disk with a label bearing a serial number and the word "registered". 3.A.b LIMITED WARRANTY: ~~~~~~~~~~~~~~~~~~~~~~~~ Shane Software International warrants to owner of a registered copy of Portfolio Manager that the software will operate in accordance with the description given in the documentation, and that the disk(s) will be free of physical defects which might interfere with normal use. For a period of 90 days from the date of your purchase of Portfolio Manager, SSI will, subject to the restrictions above and below, repair or replace any defective item, or refund the purchase price of any diskette and/or any other parts or components of Portfolio Manager found to be defective, IF such defect is the fault of SSI and not the result of misuse or abuse. Such a refund, repair, or replacement shall be your sole remedy for any defects, program error(s), or documentation error(s). In no event shall Shane Software International be responsible for any other costs or damages whatsoever due to errors in usage or your failure to read, understand, or follow instructions in the documentation. SHANE SOFTWARE INTERNATIONAL MAKES NO OTHER WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING WITHOUT LIMITATION THE WARRANTIES OF MERCHANTABILITY AND OF FITNESS FOR A PARTICULAR PURPOSE. SHANE SOFTWARE INTERNATIONAL WARRANTY IS EXPRESSLY LIMITED TO THE COST OF REPLACEMENT OF ANY DEFECTIVE DISK(S). PAGE 77 3.B L I C E N S E A G R E E M E N T ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And, because the overhead is low, prices are low. It's only through your honest support that this and other shareware programs can be offered at low costs. PM, Version 5.x and above, may be distributed on one, two or three disks depending on the source. The label on disk 1 (or the only disk if distributed on one disk) provides the distinction between a registered copy and the evaluation copy. Unregistered "evaluation" copies of PM are distributed to allow you to try the program before you pay for it. The unregistered shareware version of the program may be used free of charge for an evaluation period of up to 30 days. If you decide you like PM and want to continue using it beyond the 30 day trial period, you should purchase a registered copy from SSI or an authorized representative. Continued use of the program beyond the trial period will not result in any "hostile" action or limit program or data access. Like most shareware programs, it is up to the individual user to determine if the program provides enough value to warrant continued use and hence a formal registration. A registered copy of PM will be registered in the name of the person who purchased it. Your registered copy of PM may be used on up to two separate computers, provided you are the only person who uses it on both machines. This allows you to install PM on a home computer and on a PC at work. The REGISTERED copy of PM is not copy protected, and you may make as many backup copies as you deem necessary as long as they are not distributed or resold in any form. PAGE 78 3.B LICENSE AGREEMENT - (continued) 3.B.a DISTRIBUTION RESTRICTIONS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ You may copy and distribute an UNREGISTERED shareware version of PM only. The distribution disks may be passed to other users provided you do NOT release the registration disk to ANY other person. Regardless of the type media on which the program was distributed (see 2 above), you may not give, transfer, or otherwise allow another person to have, copy, use, or obtain in any other way a copy of a disk with a label bearing a serial number and/or the word "registered". If you distribute the shareware "evaluation" copy of PM, the program must be distributed in its entirety, including all modules and documentation. Due to the size of Portfolio Manager, the evaluation copy MUST be distributed on it's own media and may NOT be combined with any other software without the express written consent of the author. An exception to the above is the addition of ".DOC" file(s) by a vendor or distributor to explain or expand on information about the program or it's distribution. The price charged for an evaluation copy of PM should not exceed an amount which covers the reasonable costs of distribution. You are encouraged to pass a copy of Portfolio Manager along to your friends for evaluation. Please encourage them to register their copy if they find the program useful. All registered users will receive a copy of the latest version of the Portfolio Manager system plus the Bonus programs. See chapter 1, section D. Commercial users of Portfolio Manager must register and pay for their copies of Portfolio Manager within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting Shane Software Int'l. 3.B.b VENDOR DISTRIBUTION AUTHORIZATION ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Authorization to distribute Portfolio Manager and charge a reasonable distribution fee is granted, however, this fee may not exceed the reasonable cost of per disk distribution (suggest $6.00 or less per disk). If you're distributing Portfolio Manager as a commercial vendor, PLEASE notify Shane Software Int'l so you can be kept up-to-date with the latest version of Portfolio Manager. --==> NOTE <==-- FOR THE FULL REGISTRATION AND WARRANTY INFORMATION SEE THE FILE LICENSE.DOC ON THE MAIN DISTRIBUTION DISK. PAGE 79 Portfolio Manager - Order Form Return to: Steve Hane Shane Software International 107 17th Court Sequim, WA 98382 Name __________________________________________________ Address __________________________________________________ __________________________________Phone __________ Diskette size: __ 5.25 __ 3.5 (default size is 5.25 disk) Please tell me which version of PM you're using. Ver # __.__ What was YOUR source of PM __________________________________ Compuserve address (if applicable): _________________________ Please include any comments or suggestions for enhancements on a separate sheet of paper. Quantity Price Registration Fee ($49.00 each) _____ ______ Sales tax (Washington State only, 8.1% of total) ______ Shipping charges, per copy: ______ N/C US standard; $3.00 Canada; $5.00 others Total enclosed: ______ Payment method: ___Check ___Mastercard ___Visa Card # ____________________________ Exp Date: ____/____ Signature (if cr card) ________________________________ For credit card payment (M/C or VISA), you may use our special TOLL FREE order number 1-800-742-6303 (orders ONLY please). (You're calling the PACIFIC time zone - Please consider the hour) Upon receipt of this paid invoice, a copy of the BONUS programs, all revisions, and all updates since release will be sent. You will be notified of future upgrades. THANK YOU FOR REGISTERING PS. Even if you do not use this form please answer the questions asked such as version number, program source, type media, etc. PSS. CUSTOM SOFTWARE DEVELOPMENT: Do you or your business have a need for custom software. I can create a custom database program(s) to YOUR specifications at a reasonable cost. Do you need to maintain club records, produce invoices, set up a Christmas mailing list, etc. ?? I'll create a database program to automate some of those repetitive tasks. PAGE 80 3.D I N C A S E O F T R O U B L E ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3.D.a ERROR FILES ~~~~~~~~~~~~~~~~~~ If, during the execution of the program, a technical problem (bug ????) is encountered an error screen will be activated with the following message: The file,"xxxxxxxx.ERR", was created containing the information I NEED to trace the problem. Please send me a copy of the error file. I need the ACTUAL file, NOT a copy of this notice with the file name. You may send the file(s) on disk or as a printout(s). Without the actual error file, I can ONLY make an educated guess NOTE: xxxxxxxx.ERR is a randomly assigned filename for the error file This error file will be written to the same directory in which PM is located. Please do NOT send me a copy of the screen or just the name of the error file (xxxxxxxx.ERR) as it has NO value to me in resolving the problem. It is the actual file that is created that has the information that I will need to attempt to trace the problem. If you re-tried the SAME routine several times and the same error re-occurred, a new error file will be created each time the error occurs. Each of these error files will have a DIFFERENT name but will contain the SAME information. If this is the case, you need only send the file with the latest time and date stamp. If you're uncertain, by all means, send all the error files. You may send the error file(s) on a disk or as a printout. Do whichever is easiest for you. NOTE: To send all the error files on a diskette enter the following command from the DOS prompt in the PM directory: ex. C:\PM>COPY *.ERR A: (assuming diskette is in Drive A:) If you have ".ERR" files on your disk and you feel the problem has been resolved to your satisfaction, or you don't feel a need to send the files to me, you may erase the ".ERR" files. 3.D.b ABNORMAL PROGRAM TERMINATION: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If a program was terminated in ANY way other than the EXIT menu and the TERMINATION option (opt 1), the next time you start PM a help screen will activate automatically. NOTE: See Chapter 2, section 2.1.A for additional information. PAGE 81 3.D.b ABNORMAL PROGRAM TERMINATION - (continued) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The purpose of the help screen is to advise you that the last time you used PM, you may have had a problem and you should run the file tests to determine if any files or data records were damaged because of the irregular program termination. To leave the help screen, press the ESC key. The next screen will ask you if you want to test the files. I suggest you respond Y(es) to the question. If the file tests report any problems, you may want to review the data to see if the problem can be found and resolved via the edit option. If possible, you may want to use your backup files. NOTE: See Chapter 2, section 2.8.C (file testing) for more information on the file tests. File testing may also be activated anytime you wish using MISC option # 3. In some cases you'll know why the program was terminated abnormally the last time it was used. For example, little Bobbie pulled the plug, you turned the power before exiting, etc. SUGGESTION: Do NOT answer "Y" to "BACKUP DATA" question on the opening screen UNTIL you check the data to be sure it is complete and accurate. PAGE 82 3.D.c TECHNICAL ASSISTANCE: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you've encountered a problem with the program or need technical assistance please contact: Steve Hane Shane Software Int'l 107 17th Court Sequim, WA 98382 Technical Support line (360) 681-2402 ***** N O T I C E ***** PRIOR TO CONTACTING ME FOR ASSISTANCE, PLEASE RUN THE FILE TESTS AVAILABLE IN THE "MISC" MENU, OPTION # 3. THIS TEST WILL RESOLVE MANY OF THE PROBLEMS THAT ARE RELATED TO DATA FILES. Technical assistance is NOT restricted to registered users. I feel if there is a problem, I want to know about it and make every effort to correct it whether it's a programing bug or confusion over how to do something. If I feel you're asking questions that should only be answered for a registered user, I'll say so. As of the preparation of this manual, Shane Software is not large enough to support a full time office. If you attempt to contact me by phone and don't get an answer, PLEASE try again. I will accept calls at any REASONABLE hour (9am to 9pm PACIFIC time) seven days a week. The best time is usually 3 - 5pm PACIFIC. If the program fails due to a programing OR data error, a special error screen will be activated (see above). The error screen will offer you the option to cancel, ignore, retry, or try the main menu. Cancel - Terminate the program Ignore - Return to next programing command line Retry - Return and retry same program command Try main menu - Return to the top (main) menu Of course it's impossible to say which choice is best as it depends on the circumstances at the time of the failure. The safest is generally to CANCEL until the problem is resolved. Do NOT attempt more then one "retry" or "ignore" for an error. Even if all seems OK after the "retry" or "ignore", PLEASE check your data closely before proceeding. The best way to check your data is through the report menu. Generate a report for the area that is under suspicion. I also recommend running the file tests from the "MISC" menu, option # 3. PAGE 83 3.E G L O S S A R Y ~~~~~~~~~~~~~~~ The following is a list of some terms used in the program, the help screens, and this manual. PM: Portfolio Manager FUNCTION: ROUTINE: OPTION: MODULE: Used interchangeably to refer to a menu option that performs a specific task in the program. The following is a brief explanation of data files: DATABASE: Group of records with related information. Think of or FILE it as a drawer in a file cabinet. Three data files: PMRECORD.DBF, PMBROKER.DBF, PMMISC.DBF RECORD: Group of FIELDS with information on a single item. Think of it as a file folder within a file drawer. FIELD: A single piece information within a record. An individual page within the file folder. Example: Best Stock Inc | 07/15/92 | 100 | 10.00 The line above is a record. Each data item between the "|" marks is a field. A group of these lines (records) would be a database. INDEX FILE: Allows for a quick search for a particular record; like the labels on file folders. Three index files: PMRNUM.IDX, PMNAME.IDX, PMMNUM.IDX MEMORY FILE: A collection of stored or user set variables such as account names, portfolio value, user name, etc. The memory file is named PMMEMORY.MEM The following is a brief explanation of DOS terminology: Dr: = disk drive (a location in the computer where information is stored) ( A:>, B:>, C:>, etc.). filename (F/N) = Name used for examples where you substitute the actual name for the example name. Root directory = Main or top-most directory of a hard disk drive. Sub-directory (Subdir) = a division of a drive created to hold a specific group of programs. File = a grouping accessed by the computer as a complete unit. Each file has its own directory entry. Throughout the documentation for PM, files are often referred to as data files (hold the data you entered) or program files (contain the commands needed to make the program work). File Extension = the letter (or numbers) following the period in a filename. ie. MANUAL.DOC - "DOC" is the file extension