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"Your fast, friendly, dedicated work saver" FOR ACCOUNTANTS ONLY Version 1.9 Copyright (c) 1990 - 1992 by Emerald Coast Software 2707 East 6th Place Panama City, Fl. 32401 Phone (904) 785-8946 All Rights Reserved FOR ACCOUNTANTS ONLY Page i Printed Using READIT INDEX \ \ / ----- Page Screen Line # # # Introduction................................. 1 7 135 THE ACCOUNTANT'S HELPER...................... 24 59 1392 Why Single Entry Bookkeeping................. 1 8 158 Shareware.................................... 2 9 176 License...................................... 3 11 219 Bulletin Board license....................... 4 13 270 Registration................................. 7 23 514 Other Software Programs...................... 25 60 1452 Accountants, Professional.................... 1 7 133 Account numbers & names, creating list....... 9 27 605 Account numbers & names, sorting list........ 18 47 1199 Account year, start a new.................... 8 25 568 Active client menu........................... 11 31 707 Add your client's names...................... 6 21 478 Backup of client files....................... 8 26 586 Company information, changing client's....... 6 22 487 Computer requirements........................ 3 14 295 CONFIG.SYS, modifying........................ 4 16 346 Copyright acknowledgements................... 2 10 205 Clients, creating list of.................... 10 29 662 Clients, sorting list of..................... 18 48 1114 Delete client name........................... 6 22 492 Edit a client name........................... 6 22 487 Edit/Delete/Export Menu...................... 16 43 992 Example files................................ 7 23 531 Expense details - all accounts - printer..... 21 55 1298 Expense details - all accounts - screen...... 19 50 1174 Expense details - select account - printer... 22 56 1314 Expense details - select account - screen.... 20 51 1197 Expense entry, editing an.................... 16 44 1014 Expense files, sorting....................... 17 46 1075 Expense record, saving to disk............... 13 36 828 Expense summary - select month - printer..... 21 55 1287 Expense summary - select month - screen...... 19 50 1167 Expense summary - year-to-date - printer..... 21 55 1276 Expense summary - year-to-date - screen...... 19 49 1144 Expense transaction, entering................ 11 31 710 Export client files.......................... 8 26 496 Files and Buffers............................ 4 17 362 For Accountants Only, starting............... 5 18 394 For Accountants Only, using.................. 5 18 407 Hard drive installation...................... 4 15 332 Hard drive, running FAO from................. 3 15 314 Import client files.......................... 5 20 436 List of your clients......................... 5 19 431 FOR ACCOUNTANTS ONLY Page ii Printed Using READIT Index \ \ / ----- Page Screen Line # # # Main Menu at beginning....................... 5 19 423 Main Menu, activity from..................... 5 19 423 Main Menu, returning to...................... 10 30 693 Mouse........................................ 4 17 377 Networks..................................... 4 17 382 New account year............................. 8 25 567 Opening screen............................... 5 19 410 Print Reports Menu........................... 21 54 1267 Printer Setting.............................. 21 54 1269 Professional Accountants..................... 1 7 134 Profit/Loss - printer........................ 23 58 1369 Profit/Loss - screen......................... 22 58 1350 Profit/Loss Menu............................. 22 57 1347 Receipt details - printer.................... 22 57 1336 Receipt details - screen..................... 20 53 1230 Receipt entry, editing a..................... 17 45 1046 Receipt files, sorting....................... 17 47 1084 Receipt summary - year-to-date - printer..... 22 57 1325 Receipt summary - year-to-date - screen...... 20 52 1219 Receipts record, saving to disk.............. 16 42 984 Receipts transaction, entering............... 13 37 852 Registration form............................ 7 23 514 Sample files................................. 7 23 531 Select your client........................... 5 23 430 Screen Reports Menu.......................... 19 49 1141 Setup Menu, Client's......................... 8 24 560 Shell to DOS................................. 6 22 496 Show calendar................................ 6 22 500 Thanks....................................... 23 58 1380 Vendors, creating list of.................... 10 30 684 Vendors, sorting list of..................... 18 48 1125 FOR ACCOUNTANTS ONLY Page 1 Introduction ------------ Designed especially for the Professional Accountant who keeps books each year for hundreds of sole proprietors, partnerships and small to medium size companies who do not require an eleborate, difficult to use, double entry bookkeeping system. You do not have to be a computer whiz to use FOR ACCOUNTANTS ONLY and take advantage of the speed and time saving features. You can complete one client's books and have the next client's files loaded and ready for you to go to work in less than one minute. FOR ACCOUNTANTS ONLY is a complete, full featured, fully functional, professional quality, single entry bookkeeping system which is designed to be very fast and very easy to use. A previous, unreleased version of FOR ACCOUNTANTS ONLY has been used in the past in a successful electrical contracting business with annual gross receipts of near one million dollars. Why single entry bookkeeping? ----------------------------- Single entry bookkeeping method is the oldest, most used, more simplified and most proven method of keeping a record of all receipt and expense transactions involved with running a business or profession. Single entry bookkeeping requires a lot less time with your clients books than other methods, especially if you are using FOR ACCOUNTANTS ONLY. FOR ACCOUNTANTS ONLY Page 2 A word about Shareware: ----------------------- If you are new to computers you may not have heard the term SHAREWARE. Basically this means an author has prepared a software program which you are free to copy and encouraged to share with others, but the author requests a REGISTRATION FEE. If you received this disk from a shareware distributor who charged $6 or $7 then you have not paid the required license or registration fee for use of the program. You have only paid a DISTRIBUTION/HANDLING FEE to the distributor to copy and handle a disk. NO PORTION of this fee goes to the author of the software for his programming time and effort. You are requested to pay the REGISTRATION FEE directly to the author of this software. This fee is also a matter of good conscience. The idea is that if the program is useful, you become a licensed user of the program. When you register FOR ACCOUNTANTS ONLY, you will receive the commercial version without the "beg" screens. You will also receive the next upgraded version free of charge. These will be shipped on a 5 1/4 inch 360kb disk unless a 3 1/2 inch 720kb disk is requested. Copyright Acknowledgements -------------------------- TURBO PASCAL is a registered trademark of Borland International, Inc. MS-DOS is a registered trademark of Microsoft Corporation. IBM is a registered trademark of International Business Machine Corporation. FOR ACCOUNTANTS ONLY Page 3 License ------- FOR ACCOUNTANTS ONLY is a copyrighted professional quality software program of Emerald Coast Software of Panama City, Florida and is being distributed under the "shareware" distribution method. Please note that many, many hours of time and effort has been invested in the development of this software package. You are granted a temporary license to try FOR ACCOUNTANTS ONLY for a resonable trial period, (not to exceed sixty days) without risk, to see if FAO is a program that will indeed save you time and money. If you continue using FOR ACCOUNTANTS ONLY beyond the reasonable trial period ( and we hope you do ) you must remit the registration fee directly to Emerald Coast Software. 1. No individual, organization or other entity may reproduce, print, duplicate, or copy the program, manual or any ancillary file herein for any commercial purpose, personal gain or commercial gain whatsoever without the expressed written permission of Emerald Coast Software. 2. The user is granted the right, and encouraged to print a hard copy version of this manual for his own use. 3. The user is also granted the right to give, copy, upload and otherwise distribute WITHOUT CHARGE the complete and full and true copy of the un-licensed version of FOR ACCOUNTANTS ONLY. 4. Emerald Coast Software makes no warranty, either expressed or implied, with respect to the software described herein, its quality, performance, marketability, or fitness for any particular purpose. 5. The user acknowledges that Emerald Coast Software is not liable for any damages, either consequential or direct, arising out of the use of, or inability to use, this software. The user assumes complete responsibility for any decisions made or actions taken based on information obtained or distributed through use of this software product and any accompanying instructional or reference materials provided by Emerald Coast Software. FOR ACCOUNTANTS ONLY Page 3 Bulletin Board License ---------------------- 1. Operators of electronic bulletin boards (Sysops) are hereby licensed and encouraged to post FOR ACCOUNTANTS ONLY for downloading by their users. 2. FOR ACCOUNTANTS ONLY may be uploaded to and downloaded from commercial systems such as CompuServe, The Source and BIX, so long as the only charge paid by the subscriber is for on-line time and there is no charge for the program. Those copying, sharing, and/or electronically transmitting the program are required not to delete or modify the copyright notice and restrictive notices from the program or documentation. 3. The FOR ACCOUNTANTS ONLY software program and/or documentation may not be modified and the program may not be separated from the documentation when distributed. 4. No entity or person other then Emerald Coast Software may accept payment or royalties for this program without an expressed written agreement with Emerald Coast Software. Computer Requirements --------------------- Your computer should have at least the following capabilities. - An IBM/PC or compatible computer. - DOS 3.0 or higher operating system. - 512 Kb of main memory. - A minimum of two floppy drives are required but, a hard drive is recommended although it is not a requirement. - Display card/monitor with graphics capability (Hercules monochrome, CGA, EGA, VGA, etc.) Running from Hard Disk ---------------------- FOR ACCOUNTANTS ONLY can be installed in virtually any directory on any hard disk drive of your system. Notation -------- - When you see <space> press the space bar on the keyboard. - When you see <enter> press the key marked ENTER on your keyboard. FOR ACCOUNTANTS ONLY Page 4 Hard Disk Installation ---------------------- Installing FOR ACCOUNTANTS ONLY is quite simple and a summary of the installation steps are listed below. 1. Modify CONFIG.SYS if necessary, making sure you have a mininum of FILES=20 and BUFFERS=20. Once the above FILES & BUFFERS statements have been included in your CONFIG.SYS file, you are ready to complete the installation of FOR ACCOUNTANTS ONLY. Modifying CONFIG.SYS ==================== You should have a CONFIG.SYS file in your root directory. CONFIG.SYS is a file which is read by the computer during the power up boot and CTRL-ALT-DEL three-key boot sequence. CONFIG.SYS, which must be on the boot disk, contains configuration information for DOS as well as specifications for the loadable device drivers. While your CONFIG.SYS may contain more statements, the statements used by FOR ACCOUNTANTS ONLY are: FILES = <number of simultaneous files permitted> BUFFERS = <number of disk buffers available> FILES & BUFFERS --------------- You must have the following minimum values for the FILES and BUFFERS statements in CONFIG.SYS. More that the minimum is perfectly OK. FILES = 20 BUFFERS = 20 Note: If there are multiple FILES and or BUFFERS lines in your CONFIG.SYS (usually put there by different application installation programs) keep only the largest and delete all other lines. Mouse ---- Although FOR ACCOUNTANTS ONLY at this time does not support a mouse directly, it will work if you have a Microsoft compatible mouse hooked up to your computer. Networks -------- FOR ACCOUNTANTS ONLY is not generally network aware but can be used from a server. FOR ACCOUNTANTS ONLY Page 5 Starting FOR ACCOUNTANTS ONLY ============================= Since FOR ACCOUNTANTS ONLY is distributed as a self-desolving archive and you are reading this, it is assummed that FOR ACCOUNTANTS ONLY is ready to go to work for you. Start FOR ACCOUNTANTS ONLY by changing to the directory in which FAO resides and typing FAO at the DOS prompt, then press the <enter> key. Using FOR ACCOUNTANTS ONLY -------------------------- Opening Screen -------------- Upon typing FAO and pressing enter, you will first see the opening screen welcoming you to FOR ACCOUNTANTS ONLY. You will also see "Un-Licensed Copy - for evaluation use only". This notice is on the "shareware" version only. The commercial version of FOR ACCOUNTANTS ONLY will have the same welcome screen ( without the Un-licensed information ) the first time it is run only. Once you have entered your company information, the opening welcome screen will disappear forever. Main Menu --------- All activity within FOR ACCOUNTANTS ONLY starts from this Main Menu. ( See item D below ). A. Select Your Client. You will need to select the name of YOUR client for whom you are about to work with their books. You MUST have first added their names to your list of client names by selecting item D prior to attempting to "Select Client". B. Import Client Files. If your client's files are stored on a floppy disk, as probably is the case, you should "import" them to your hard drive for faster and easier working. You MUST have first added their names ( See item D below ) and then you should have used the select client procedure. ( See item A above ). When you press B or highlight "Import Client Files" and press <enter> you will be presented with a screen which asks you for the floppy drive that has the disk of your clients files. FOR ACCOUNTANTS ONLY Page 6 If this is the first time this client's files have been "imported" to your hard drive, FOR ACCOUNTANTS ONLY will not check to make sure you have the correct clients files. If this client's files have been imported to your hard drive and then save back to the floppy disk after preforming your work, a small file with the client's name, address, etc. will also be written to the disk. The next time this client's files is imported, FOR ACCOUNTANTS ONLY will check and make sure it is the correct client's files being imported. If the disk in the floppy drive does not match the "Selected" client name, you will be advised that the name on the disk does not match the selected name and will also be shown to whom the files actually belong. So, once you have imported and saved (or backed up) a clients files, you will be sure you have not mistakenly attempted to work with the wrong client's files because you will be checked. C. Active Client Menu. This is the main menu as far as working with a client's files are concerned. All activity with a client's files, all transactions, all reports, etc. are performed from here. D. Add Client Names. After entering your company information, this should be your first activity. It is here that you enter the names and addresses of YOUR clients ( the ones for whom you keep books ). As each of your client's name and address is entered it is saved in a file on your disk. You never have to enter their name again, even year after year. Your client file is automatically placed in alphabetical order after each new name is entered. E. Edit a Client Name. It is from here that you can make any change or correction in YOUR client's name, address, etc. Your client file is automatically placed in alphabetical order after any client name is edited. F. Delete Client Name. This is for deleting any client's name with whom you will not (Heaven forbid) be doing their books again. G. Export Client Files. If you have "imported" your client's files from floppy disk then you must use this feature to copy (backup) them back to your client's disk. You may also make an extra backup copy at this time if you wish. H. Shell to DOS. You may temporarly exit FOR ACCOUNTANTS ONLY, run a small program or perform DOS commands and return back to the main menu in FOR ACCOUNTANTS ONLY. FOR ACCOUNTANTS ONLY Page 7 I. Show Calendar. Shows this months calendar with today's date highlighted. Press Page/Up or Page/Down or Up/Down Arrow keys to move to next/previous month or year. J. Print Registration Form. You may use this handy feature to print your registration form. Turn on your printer and fill in the information requested and your registration form will be printed on your printer. A duplicate copy for your records may be printed without having to enter your information again if you wish. Just enclose your check or money order (is US funds) and mail to Emerald Coast Software. The latest commercial version of FOR ACCOUNTANTS ONLY will be shipped to you within 24 hours of receipt of your registration/license fee. Q. Quit/Return to DOS. You should save ( export ) all your client's data files back to floppy disk before quitting FOR ACCOUNTANTS ONLY. Note: A number of sample (or example) files are included for your use. You may add client names to the existing client names and delete the sample names later if you wish or you may start from scratch. ( this is names of YOUR clients ). There are also sample data files which is typical of the data files created for each of your clients. These include sample account numbers, vendors and clients. ( this is THEIR clients ). In other words, YOUR client's clients. FOR ACCOUNTANTS ONLY Page 8 Active Client Menu ------------------ You will enter all of your expense and receipt transactions and access the other great features of FOR ACCOUNTANTS ONLY which lie beyond in the lesser menus. _____________________________________________ But, you must first go to the Client Setup Menu..... --------------------------------------------- Use the arrow keys to highlight the Client Setup Menu and press <enter>. Client Setup Menu ----------------- FOR ACCOUNTANTS ONLY is ready and eager to work for you but, first things first. Start a new account year For each of your NEW clients books ( UNLESS YOU ARE IMPORTING EXISTING CLIENT FILES ) you must first highlight "Start a new account year" and press <enter>. When you press enter your screen will clear and you will see a warning that all of your existing bookkeeping files from previous accounting period will be destroyed and asks you to confirm that you wish to continue. * * * * * * * * * * * * * * * * NOTE: If you have previously used FOR ACCOUNTANTS ONLY for this client and have not made a backup of your last accounting period, PLEASE answer "N" without the " and you will be returned to the menu. Move to the Edit/Delete/Export Menu and export your files of your previous accounting period to floppy disk for storage. PLEASE REST ASSURED that FOR ACCOUNTANTS ONLY WILL NOT destroy any of your other programs or files and this warning is simply to remind you to back up your last years bookkeeping files if you have not yet done so. * * * * * * * * * * * * * * * * FOR ACCOUNTANTS ONLY will make a number of data files. These are the files on disk in which the information which you have entered will be stored. This is the information that will be needed for all of your reports ( and if necessary, the IRS ). FOR ACCOUNTANTS ONLY Page 9 Enter Account numbers and names ------------------------------ Before you can make full use of FOR ACCOUNTANTS ONLY you must enter a list of account numbers and names. You may use the sample file "ACCOUNTS.DAT" which contain entries which are fairly general in nature but may be adequate for some users. If you choose to use or build on the sample file, you must copy "ACCOUNTS.DAT" to the drive and/or sub-directory where you will be storing your data files. You may then add to the account numbers and names by highlighting "Enter account numbers and names" and pressing <enter>. You MUST enter your account numbers and names in the same format as in the sample file. That is: a two digit number, followed by a <space>, followed by the account name. Example : 03 Advertising or 85 Personal or 01 Merchandise If you wish to edit the existing "ACCOUNTS.DAT" file, or start a new "ACCOUNTS.DAT" file you can do so by using any word processing program which saves it's file in pure ASCII. If you don't have a word processor that saves in pure ASCII, you may use EDLIN from your DOS package. If you choose to use the sample "ACCOUNTS.DAT" file, then you must copy it to your data disk AFTER you have "started a new account year" from the Setup Menu. If you wish to start another accounts number and names file it is ok to do so but the file MUST be named "ACCOUNTS.DAT". Note: Account numbers of 01 thru 84 are to be used for deductible expenses. Account numbers of 85 thru 99 are to be used for non- deductible expenses ( such as personal withdrawals ). FOR ACCOUNTANTS ONLY Page 10 Enter frequent client --------------------- This unique user friendly feature will become more clear and apparent as you use FOR ACCOUNTANTS ONLY. It is a feature that allows you to enter a frequent "Receipts" client's name only one time during the accounting period. Enter a list of clients who do business with you on a regular basis. You may do this in one "sitting", the names can selectivly be added to your list automatically as you work with FOR ACCOUNTANTS ONLY or you may add to the list at your convience. After it is entered once, then it is available to you at any time in the future at the touch of a key. You never have to type this client's name again. This file may also be created or edited with a word processing program that saves it's files in pure ASCII. Enter frequent vendor --------------------- This feature is similar to the above "Enter a frequent vendor" only you enter a business's name with whom you do business on a regular basis. This list may also be entered at one "sitting" or names may be added as you use FOR ACCOUNTANTS ONLY. Return to Main Menu ------------------- Highlight this and press <enter> and you will be returned to the Main Menu. FOR ACCOUNTANTS ONLY Page 11 Active Client Menu ================== Enter an expense transaction ---------------------------- Highlight this selection by using your arrow keys and then press <enter> and the screen will clear and you will be in the section where you will enter all of your client's EXPENSE transactions. Enter vendor name ----------------- The first item called for is the name of the vendor with whom your client made the expense purchase. You must now type in that business's name. If you entered the name in your "Add frequent vendor" list previously you may press <F1> and use the arrow keys to highlight the name, then press <enter> and the name will be "typed" for you in the correct location and your cursor will be placed at the beginning of the "enter account number". Enter account number -------------------- You must enter the two digit expense account number which corresponds with the expense account name. If you don't remember the account number you may press <F2> and use the arrow keys to highlight your selection then press <enter> and your account number and account name will be "typed" for you. You will then be placed at "enter date of expense". When the accounts list is called up from inside the Expense Entry Screen with the <F2> key, you may quickly locate the desired account number to match your account name by using the arrow, page up, page down, home and end keys, or by pressing the key which corresponds to the first letter of the account name. FOR ACCOUNTANTS ONLY Page 12 Enter date of expense --------------------- Type the date of the expense using the format of: MM/DD/YY. Where MM indicates the 2 digit month, DD indicates the 2 digit day of the month and YY indicates the year of the expense. Example : 01/01/91 or 10/12/92 meaning : January 1, 1991 or October 12, 1992 Expense entries do not have to be entered in chronological order. They may now be entered in any order and then sorted to chronological order. In other words, you may make an entry for February then May then January then December then January, etc. then sort the file. Before FOR ACCOUNTANTS ONLY can make good use of the data, you must first sort the expenses file. This will place them in chronological order ( starting with 01/01/YY and ending with 12/31/YY ). Enter your check number ----------------------- Enter the number of the check that you had written for the expense purchase and press <enter>. As you enter the check number, each previously entered digit will be scrolled to the left. If the expense was a cash purchase, enter a 0 ( zero ) or leave check number entry blank. Enter amount of purchase ------------------------ Enter the cost of the purchase just as you would if you were using a calculator. Each digit will be scrolled to the left as another digit is entered. You do not have to enter the decimal point. If you need to enter an amount larger than 999,999.99 then you will have to enter it in two or more entries ( with the largest entry being 999,999.99 ) and use the same check and/or invoice number. FOR ACCOUNTANTS ONLY Page 13 Enter description of expense ---------------------------- Enter here a short notation of the expense. After entering the description of expense press <F10> to save the expense information to your disk file. You do not have to press <enter> before pressing <F10>. You will be given the option to save the entry to the disk file or discard it. Saving your expense record -------------------------- You may edit any part of your entry prior to pressing <F10> by using the cursor keys to move to the desired location on the screen. If you have not previously enter the vendor's name in the list of regular vendors, you will be asked if you wish to add the name to the list. If this is a vendor with whom you do business in-frequently, then you will probably not want to add the name to the list. If this vendor is one from whom you make a regular purchase, then you will probably want to add the name to the list. If you wish to add the name to the list press <Y> and FOR ACCOUNTANTS ONLY will automatically add the name for you. Once you save your expense entry to your disk file, you will be asked if you wish to enter another expense record. If you have more entries to make, then press <Y>, if not press <N> and you will be returned to the main menu. Enter a Receipts transaction ---------------------------- While in the Active Client Menu, highlight the "Enter a receipts transaction" selection by using the arrow keys and press <enter>. You will then be presented with a screen upon which you will enter all of your receipts from your business or profession. Follow the on screen instructions and you will discover more about the power of FOR ACCOUNTANTS ONLY and how user friendly it is. FOR ACCOUNTANTS ONLY Page 14 Receipt entries do not have to be entered in chronological order. They may now be entered in any order and then sorted to chronological order. In other words, you may make an entry for February then May then January then December then January, etc. and then sort the file. Before FOR ACCOUNTANTS ONLY can make good use of the data, you must first sort the receipts file. This will place them in chronological order ( starting with 01/01/YY and ending with 12/31/YY ). Enter Client's name ------------------- The first item asked for is the name of your client from whom you have received payment. You must now type in the client's name. If you entered the name in your "Add frequent client" list previously you may press <F1> and use the arrow keys to highlight the name, then press <enter> and the name will be "typed" for you in the correct location and your cursor will be placed at the beginning of the "Date received". Enter date payment received --------------------------- Type the date of the receipt using the format of: MM/DD/YY. Where MM indicates the 2 digit month, DD indicates the 2 digit day of the month and YY indicates the year of the receipt. The default date is today's date. You may edit the default. Example : 01/01/91 or 10/12/92 meaning : January 1, 1991 or October 12, 1992 Enter invoice number -------------------- Enter the invoice number for which payment was received and press <enter>. Enter check number ------------------ Enter your client's check number for which payment was received and press <enter>. If the payment was received in cash, enter a zero and press <enter> or leave the entry blank. FOR ACCOUNTANTS ONLY Page 15 Enter State sales tax collected ------------------------------- Enter here the portion of the payment received that must be paid to the State for sales tax. As you enter the figures, each digit will scroll to the left, in calculator style. If no portion of the payment received is to be paid to the State for sales tax, you may leave it blank and press <enter>. Enter City sales tax collected ------------------------------- Enter here the portion of the payment received that must be paid to the City for sales tax. As you enter the figures, each digit will scroll to the left, in calculator style. If no portion of the payment received is to be paid to the City for sales tax, you may leave it blank and press <enter>. Other tax collected ------------------- Follow the same procedure as with State and City Taxes above. Enter amount received --------------------- Enter here the TOTAL amount of the payment received including any taxes. As you enter the figures, each digit will scroll to the left, in calculator style. You do not have to enter the decimal point. Payment received for -------------------- Enter a short description for which the payment was received. If you have entered an invoice number, you may wish to leave this blank. You may edit any part of your entry prior to pressing <F10> by using the cursor keys to move to the desired location on the screen. FOR ACCOUNTANTS ONLY Page 16 Saving your receipt record -------------------------- When you have completed your receipt entry screen press <F10> to save your entry to disk. If you have entered a name which is not in your "list of frequent clients" you will be asked if you wish to add the name to the list. Edit/Delete/Export Menu ======================= It is from this menu that you will be able to do your editing of previous entries and sorting of your accounts list, vendor list, client list, expense and receipt records. The sorting of each of these lists will be in alphabetical order. The "ACCOUNTS.DAT" file which contains your account numbers and names will be sorted in ALPHABETICAL order, not in numerical order. This is done so that you may use the first letter of the account name to quickly locate correct number corresponding account number. Edit an expense entry --------------------- If you discover that you have made a mistake, or just wish to look at a particular entry, then highlight this selection by using the cursor keys and press <enter>. A box will be displayed informing you of how many entries are in the expense file and ask which record number you wish to edit. Enter the desired record number and press <enter>. You will be taken to the Edit Expense Entry screen and the complete record entry selected will be displayed in the exact format as it was entered. You will then be asked to confirm that you wish to edit the entry. If you have changed your mind after looking at the record, you may answer N and you will returned to the menu and no changes will be made to the entry. If you answer Y the cursor will be placed at the end of the vendor's name. You may use the arrow, insert and delete keys to make your correction. Once your corrections have been made, press <F10> and the original entry will be removed from the disk file and the corrected entry will be saved in it's place. FOR ACCOUNTANTS ONLY Page 17 Edit a receipt entry -------------------- If you discover that you have made a mistake, or just wish to look at a particular entry, then highlight this selection by using the cursor keys and press <enter>. A box will be displayed informing you of how many entries are in the expense file and ask which record number you wish to edit. Enter the desired record number and press <enter>. You will be taken to the Edit Receipt Entry screen and the complete record entry selected will be displayed in the exact format as it was entered. You will then be asked to confirm that you wish to edit the entry. If you have changed your mind after looking at the record, you may answer N and you will returned to the menu and no changes will be made to the entry. If you answer Y the cursor will be placed at the end of the cleint's name. You may use the arrow, insert and delete keys to make your correction. Once your corrections have been made, press <F10> and the original entry will be removed from the disk file and the corrected entry will be saved in it's place. Sort Expense File ----------------- You must sort the expense file after you have made entries that are not in chronological order before you can get a true indication of expenses or list expense details to screen in correct order. Sort Receipts File ------------------ You must sort the receipt file after you have made entries that are not in chronological order before you can get a true indication of receipts or list receipt details to screen in correct order. FOR ACCOUNTANTS ONLY Page 18 Sort accounts list ------------------ You should sort your list of accounts so that each account number may be quickly located while entering your expense information. When the accounts list is called up from inside the Expense Entry Screen with the <F2> key, you may quickly locate the desired account number to match your account name by using the arrow, page up, page down, home and end keys, or by pressing the key which corresponds to the first letter of the account name. Sort client list ---------------- You should sort your list of clients so that each client's name may be quickly located while entering your receipt information. Use the same procedure as used for the accounts list except you will use the <F1> key to call them up. Sort vendor list ---------------- You should sort your list of vendor so that each vendor's name may be quickly located while entering your expense information. Use the same procedure as used for the accounts list except you will use the <F1> key to call them up. FOR ACCOUNTANTS ONLY Page 19 Screen Reports Menu =================== Expense summary - year to date ( quick look ) ------------------------------ I call this a quick look because all information is on the screen and when you return to the menu, it will be disappear from view. ( no, it will not be deleted or gone forever ). Highlight this selection by using the arrow keys and press <enter>. The screen will clear and you will be shown twenty rows of expense account numbers and names in two columns. You may look at these expense entries for a quick check of totals for the year to date of expenses for each account number. When you have reviewed the displayed expenses, you may move to the next screen of expenses and account numbers by pressing the <enter> key. When the last screen has been displayed ( a maximum of five ) you may press <enter> to return to the Menu. Expense summary - single month ( quick look ) ------------------------------ This summary is similar to the "year to date" summary except this is for one selected month at the time for all accounts. Expense Details - all accounts ( quick look ) ------------------------------ Make this selection and press <enter>. You will be shown a window in which you are asked to enter the starting date and ending dates for a quick look at each expense entry that has been entered. Each entry that has an expense date from (and including) the starting date thru the ending date will be displayed on the screen for your review. These will be shown on a single line for each record. You will be shown twenty lines of entries for your review. You must press <enter> when you are ready for the next screen. FOR ACCOUNTANTS ONLY Page 20 Expense Details - single account ( quick look ) --------------------------------- Make this selection and press <enter>. You will be shown a window in which you are asked to enter the account number that you wish to check or review. Enter your 2 digit account number and press <enter>. You will then be shown a window in which you are asked to enter the starting date and ending dates for a look at each expense entry that has been entered with the desired account number. Each entry that has an expense date from (and including) the starting date thru the ending date that corresponds with the desired account number will be displayed on the screen for your review. These will be shown on a single line for each record. You will be shown twenty lines of entries for your review. You must press <enter> when you are ready for the next screen. Receipt summary to screen ( quick look ) ------------------------- Highlight this selection and press <enter>. The screen will clear and you will instantly be shown a year to date summary of all receipts for each month and a grand total for the year to date. (Note: If you are using sample files and it has entries beyond today's date - all totals will be shown. In real life, you do not make entries ahead of today's date ).(Ed) Receipt details to screen ( quick look ) ------------------------- Highlight this selection and press <enter>. the screen will clear and you will be in a window in which you will be asked to enter the starting date and the ending date ( inclusive ) for which you wish details of receipts. Enter the respective dates and press <F10>. You will be shown all entries of receipts from ( and including ) the beginning date thru the ending date. At the end of the listing, you will be shown Gross Sales, State sales tax collected, City tax collected, Other tax collected, Net Sales and an "Exempt Sales" entry. The dollar amounts under the taxes are INCLUDED in the dollar amount under "Gross Receipts" and they represent that portion of total receipts which was collected for taxes. FOR ACCOUNTANTS ONLY Page 21 The dollar amount under "Net Sales" is INCLUDED in the dollar amount under "Gross Sales" and represents total receipts LESS the amounts under all "taxes". ( In other words - add the "Net Sales" and all "taxes" and you will have the same total as indicated under "Gross Receipts" ). The dollar amount under "Exempt Sales" is INCLUDED in the dollar amount under "Gross Receipts" and represents that portion of total receipts for which no taxes ( of any kind ) were collected. Print Reports Menu ------------------ NOTE: Set your printer to 12 characters per inch for all printing operations. Expense summary - year to date ( hard copy ) ------------------------------ This function is the same as the "Expense summary - year to date" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Expense summary - select month ( hard copy ) ------------------------------ This function is the same as the "Expense summary - single month" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Expense details - all accounts ( hard copy ) ------------------------------ This function is the same as the "Expense details - all accounts" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- FOR ACCOUNTANTS ONLY Page 22 Expense details - select account ( hard copy ) -------------------------------- This function is the same as the "Expense details - single accounts" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Receipt summary to printer ( hard copy ) -------------------------- This function is the same as the "Receipt summary to screen" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Receipt details to printer ( hard copy ) -------------------------- This function is the same as the "Receipt details to screen" in the "Screen Reports Menu" except that all information will be sent to the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Profit/Loss Menu ================ Profit/Loss report to screen ( quick look ) ---------------------------- Highlight this selection and press <enter>. The screen will clear and you will be in a window where you are asked to enter a starting date and an ending date. Enter the respective dates and press <F10>. You will be shown a screen that lists the dollar amounts for: Total receipts from sales/service/profession, Gross expense total, Non deductible expenses, Net deductible expenses and Total Profit ( or Loss ) for the dates selected. FOR ACCOUNTANTS ONLY Page 23 Profit/Loss report to printer ( hard copy ) ----------------------------- This function is the same as "Profit/Loss report to screen" except that all information is printed on the printer. You must have your printer turned on and have paper in it! ---------------------------------------------------------- Thanks ------ Thanks for your interest in FOR ACCOUNTANTS ONLY. I hope it lives up to your expectations. If it doesn't, please let us know. We would like to hear from you regarding your likes, dislikes, what you expected to find, how you expected FAO to work, what you think is missing, what you would like to see in future updates, etc., Ed. FOR ACCOUNTANTS ONLY Page 24 THE ACCOUNTANT'S HELPER ----------------------- The Accountants Helper is a companion program to FOR ACCOUNTANTS ONLY. It is a computerized bookkeeping system which allows the entry of bookkeeping data by your clients. The data files are compatible with FOR ACCOUNTANTS ONLY. It is designed for the accountant's clients to enter their bookkeeping data on a daily or weekly basic and then take this data to their accountant who can then import the data into FOR ACCOUNTANTS ONLY and put everything together and print reports for the client. The Accountant's Helper has all of the capabilities of the "Active Client" screen features of FOR ACCOUNTANTS ONLY. It does not have the ability to obtain printed reports, import files, etc. The registration/license fee for the commercial version of The Accountant's Helper is $15.00. If you are a registered user of FOR ACCOUNTANTS ONLY and wish to have your clients with IBM compatible computers use The Accountant's Helper for their data, your clients may register (if you wish) through you or directly with Emerald Coast Software. If your clients register through you, then you may retain $6.00 of the $15.00 registration fee. An arrangement can be made where Emerald Coast Software will issue you a block of registration/license numbers and a master copy of the commercial version of The Accountant's Helper. If you wish, you may issue a registration number and a copy of the commercial version of The Accountant's Helper, send me a copy of the registration sheet, and a check for $9.00 for each copy registered. or If you wish to have your clients register through you and you do not wish to issue the registration number or a copy of the commercial version of The Accountant's Helper, you may still retain $5.00 of the $15.00 registration fee, send me a copy of the registration sheet and a check for $10.00 for each copy registered. I will send your client a copy of the commercial version and a registration number. or As a registered/licensed user of FAO you will be authorized to purchase a "Site License" for THE ACCOUNTANT'S HELPER which would allow you to make as many copies as needed (for your site or street address clients) and issue copies of TAH to as many of your clients as you wished. The site license fee for THE ACCOUNTANT'S HELPER is $100.00 plus tax (if applicable) plus $2.00 for shipping & handling. Even though registered through you, they will receive FULL program support from Emerald Coast Software for a period of one year from the date of registration. * Other excellent software programs by Emerald Coast Software * For Accountants Only. ( Version. 2.9 ) (Requires 2 floppy or 1 floppy & hard drive) A single entry type bookkeeping software package designed especially for the professional accountant who does books for any small to medium size company. Works as a stand alone bookkeeping system similar to Bookkeeping Made Painless but it can import & export files produced by The Accountant's Helper (below) to produce desired reports, etc. $29.00 The Accountant's Helper. ( Version 2.5 ) (Requires 2 floppy or 1 floppy & hard drive) A companion program to For Accountants Only. It is designed to allow the professional accountant's clients to prepare their bookkeeping data in real time and then be imported into For Accountants Only by your accountant for preparation of your reports, etc. $15.00 Bookkeeping Made Painless. ( Version 3.6 ) (Requires 2 floppy or 1 floppy & hard drive) A complete single entry bookkeeping software package designed for the small to medium size company that doesn't need a hard to use double entry bookkeeping system. $17.00 Magartda. ( Version 2.01 ) (Requires 2 floppy or 1 floppy & hard drive) A magazine articles database. Keep track of all of your magazine articles. Search for and locate any article on any subject in any magazine quickly. $12.00 SortIt. ( Version 1.1 ) A text sort utility that will quickly sort any text files of almost any length. It is not limited to the size of you DOS RAM. $3.00 ReadIt. ( Version 2.7 ) A text file read, browse and search program for use in veiwing text files, on disk manuals, letters, etc. of any size. I have used it to view and search a text file of greater than 3 million characters. $7.00 UpToDate. ( Version 1.0 ) A calendar program, dedicated to the public domain, which highlights today's date and allows you to look at a calendar of any month of almost any year. Free. Note: Florida residents must add 6.5% sales tax per copy. Add $2.00 for shipping & handling to above prices.