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The Accountant's Helper Version 1.5 Copyright (c) 1990-1992 by Emerald Coast Software 2707 East 6th Place Panama City, Fl. 32401 Phone (904) 785-8946 All Rights Reserved "Do your books, Don't let your books do you!" The Accountant's Helper Page i Using READIT Index Printed \ / ----- Page# Screen# Line# Introduction................................. 1 6 106 Why Single Entry Bookkeeping................. 1 7 122 Shareware.................................... 2 8 159 License...................................... 3 10 208 Bulletin Board license....................... 4 12 261 SETUP MENU................................... 9 23 519 Other Software Programs...................... 23 55 1300 Account numbers & names, creating list....... 10 26 582 Account numbers & names, sorting list........ 19 47 1089 Account year, start a new.................... 9 23 526 The Accountant's Helper, starting............ 7 18 402 The Accountant's Helper, using............... 7 19 417 Company information, changing................ 10 25 568 Computer requirements........................ 4 13 287 CONFIG.SYS, modifying........................ 6 16 351 Copyright acknowledgements................... 2 9 192 Clients, creating list of.................... 11 29 664 Clients, sorting list........................ 19 47 1104 Expense details - all accounts............... 20 50 1160 Expense details - select account............. 21 51 1181 Expense entry, editing an.................... 18 44 1017 Expense files, sorting....................... 19 46 1071 Expense record, saving to disk............... 14 35 816 Expense summary - select month............... 20 49 1153 Expense summary - year-to-date............... 20 49 1134 Expense transaction, entering................ 12 31 698 Files and Buffers............................ 6 17 368 Floppy disk systems.......................... 8 21 469 Hard drive installation...................... 5 14 311 Hard drive, running TAH from................. 5 14 311 Internal Revenue Service..................... 2 9 182 The Accountant's Helper Page ii Using READIT Index Printed \ / ----- Page# Screen# Line# Main Menu at beginning....................... 9 22 502 Main Menu, activity from..................... 9 22 502 Main Menu, returning to...................... 11 30 678 Edit/Delete/Find Menu........................ 17 42 984 Mouse........................................ 6 17 384 Networks..................................... 6 18 390 Opening screen............................... 7 19 420 Profit/Loss statement........................ 22 54 1255 Profit/Loss Menu............................. 22 54 1252 Receipt details.............................. 21 52 1213 Receipt entry, editing a..................... 18 45 1037 Receipt files, sorting....................... 19 46 1080 Receipt summary - year-to-date............... 21 52 1203 Receipts record, saving to disk.............. 17 42 973 Receipts transaction, entering............... 15 37 846 Registration, User........................... 23 55 1274 Screen Reports Menu.......................... 20 49 1131 SETUP MENU................................... 9 23 519 Special note................................. 9 24 540 Thanks....................................... 23 55 1294 Vendors, creating list of.................... 11 29 667 Vendors, sorting list........................ 19 48 1115 The Accountant's Helper Page 1 Introduction ------------ The Accountant's Helper is a computer program that is designed to allow you to quickly and easily enter you business expenses and receipts into your computer, make a copy of them on a floppy disk, take the copy to your accountant, your accountant imports the data from your floppy disk into his bookkeeping system, completes your books and returns your disk along with your printed reports. You will not need to take a basket full of paper receipts and your check book to your accountant. Just take them a copy of your data disk and let them do the rest. 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. Most people have been told that you must use a double entry bookkeeping program in your business. This is simply not true. Ask your accountant! The single entry bookkeeping method is an Internal Revenue Service APPROVED 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 books than other methods, especially if you are using The Accountant's Helper. A previous unreleased version of The Accountant,s Helper has been used in the past in a successful electrical contracting business with annual gross receipts of near one million dollars. The Accountant's Helper is now written in Turbo Pascal and distributed for other's use and benifit. It has many more advanced features and enhancements than the previous version. The Accountant's Helper 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. You usually are granted a temporary license to use the software program for a specified period of time (usually 30 days) to see if it is useful to you. If you continue to use the program beyond the specified period of time, you are expected to send the requested registration/license fee directly to the author of the software program. 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. Internal Revenue Service ------------------------ I highly recommend that if you don't have the latest copy of "Tax Guide for Small Business" and "Business Expenses" ( published by the Department of the Treasury, Internal Revenue Service ), that you obtain one by writing or visiting your local office of the IRS. 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. The Accountant's Helper Page 3 License ------- The Accountant's Helper (TAH) is a copyrighted professional quality software program of Emerald Coast Software (ECS) of Panama City, Florida. The Accountant's Helper is being distributed under the "shareware" distribution method. Please note that many, many hours of effort and time has been invested in the development of this program. You are granted a temporary license to try The Accountant's Helper for a reasonable trial period (not to exceed sixty days) without risk. If you continue using The Accountant's Helper beyond the reasonable trial period (and we hope you do) you must remit a registration fee of fifteen dollars ( $15.00 ) 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 The Accountant's Helper. 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 ECS is not liable for any damages, either consequential or direct, arising out of the use of 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. The Accountant's Helper Page 4 Bulletin Board License ---------------------- 1. Operators of electronic bulletin boards (Sysops) are hereby licensed and encouraged to post The Accountant's Helper for downloading by their users. 2. The Accountant's Helper 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 The Accountant's Helper 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.) The Accountant's Helper Page 5 Running from Hard Disk ---------------------- The Accountant's Helper 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. Installation ------------ Installation is quiet simple. Just run the install program. All directories will be created for you if they do not exist. The files will automatically uncompress into the directory you select and you will be left with the operational files along with documentation and supporting files. Modify CONFIG.SYS if necessary, making sure you have a mininum of FILES=20 and BUFFERS=20. ( see below ). Once the above FILES & BUFFERS statements have been included in your CONFIG.SYS file, make sure you are in the directory from which you will run TAH and type TAH and press <enter> The Accountant's Helper Page 6 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 The Accountant's Helper 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 The Accountant's Helper does not at this time support a mouse directly, it will work if you have a Microsoft compatible mouse hooked up to your computer. Networks -------- The Accountant's Helper is not generally network aware but can be used from a server. The Accountant's Helper Page 7 Starting The Accountant's Helper ================================ Since The Accountant's Helper is distributed as a self-desolving archive and you are reading this, it is assummed that The Accountant's Helper is ready to go to work for you. Start The Accountant's Helper by changing to the directory where you have installed TAH and typing TAH at the DOS prompt, then press <enter>. Note: You must be in the same directory as TAH.EXE which can be any drive or sub-directory in your system. Using The Accountant's Helper ------------------------------- Opening Screen -------------- Upon typing TAH and pressing enter, you will first see the opening screen welcoming you to The Accountant's Helper. You will also see "Un-Licensed Copy - for evaluation use only". The next screen just gives you a little information about TAH. These notices do not appear in the commercial version which will be shipped to you upon receipt of your registration fee. Press the <enter> key again and, if this is the first time you have started The Accountant's Helper, you will be taken to a screen where you must enter your company information and, MOST IMPORTANTLY, the drive and directory path where your data files will be created and stored. The entries are straight-forward and simple. Just enter your company name and address, etc. Pay particular attention to the "drive for data" input. You MUST enter the destination drive ( and sub-directory if used ) as in the following example: C:\TAH\DATA\ where C:\ is the destination drive for your data and TAH\DATA\ is the destination sub-directory for your data The Accountant's Helper Page 8 NOTE --------- You must enter your data drive information even if it is the same directory from which you are running TAH. Once you have entered your company information ( this information will be used by your accountant ) press <enter> and you taken to the Main Menu. "Floppy Disk" Systems. ---------------------- If you are using a floppy disk system ( yes, it works great on floppies also ) then you should enter similar to: B:\ or B:\DATA\ where B:\ is your floppy disk in drive B or where B:\DATA\ is your sub-directory on your floppy disk in drive B Once you have entered your company information (this information will be used by your accountant) press <enter> to continue with your program. If you are using "floppy" disks, and if you have indicated that you wish to have, for example: A:\data\ as your data directory, and you receive an error message on screen. DO NOT disregard this error message. Check your system. In all probability, the drive door is open of you have forgotten to insert your FORMATTED data disk. Correct the problem and continue. The Accountant's Helper Page 9 Main Menu All activity with The Accountant's Helper takes place from this Main Menu. You will enter your company name, copy your data files to floppy disk (for backup or to take to your accountant), Shell to the Disk Operating System (DOS) to run another program and return to TAH and access the other great features of The Accountant's Helper which lie beyond in the lesser menus. _____________________________________________ But, you must first go to the Setup Menu..... --------------------------------------------- Use the arrow keys to highlight the Setup Menu and press <enter>. Setup Menu ---------- The Accountant's Helper is ready and eager to work for you but, first things first. Start a new account year ------------------------ NOTE: You may wish to use the "Sample" data files until you 'get the hang' of things, if not then, You must first highlight the "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 The Accountant's Helper 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 Main Menu and highlight the "Copy files to floppy" feature and MAKE A BACKUP of your previous accounting period. PLEASE REST ASSURED that The Accountant's Helper 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. * * * * * * * * * * * * * * * * Once your company information has been entered, The Accountant's Helper 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 your accountant, all of your reports (and if necessary, the IRS). The Accountant's Helper Page 10 Company info/Data drive ----------------------- This is the same company information that you entered when you first started The Accountant's Helper. It is here just in case that you need it for a change of address, other company information or change data drive, etc. * * * * NOTE: You MUST be in the same directory in which TAH.EXE resides to change ANY information from this selection. * * * * Enter Account numbers and names ------------------------------ NOTE: Account numbers 01 thru 84 are deductible expenses. Account numbers 85 thru 99 are non-deductible expenses. Before you can make full use of The Accountant's Helper 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 they 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. The Accountant's Helper Page 11 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 ). Enter Clients names ------------------- This unique user friendly feature will become more clear and apparent as you use The Accountant's Helper. It is a feature that allows you to enter a frequent "Receipts" client's name only one time during the accounting period or possibly for as long as you use TAH. Enter a list of client's 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 The Accountant's Helper 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 (payee) --------------------------------- This feature is similar to the above "Enter clients names" 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 The Accountant's Helper. Return to Main Menu ------------------- Highlight this and press <enter> and you will be returned to the Main Menu where you may continue with your bookkeeping. The Accountant's Helper Page 12 Main Menu ========= Transaction Menu ---------------- All transactions for your business will be entered and recorded in the Transaction 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 EXPENSE transactions. Follow the on screen instructions and you will find out one of the reasons the program is called The Accountant's Helper. Enter vendor name ----------------- The first item called for is the name of the vendor (payee) with whom you made the expense purchase. You must now type in that business's name. If you entered the name in your "Add vendor's names" 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. The Accountant's Helper Page 13 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 be entered in any order and then sorted to chronological order from the "Sort Menu". In other words, you may make an entry for February then May then January then December then January, etc. then sort the file. Before The Accountant's Helper 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 in calculator style. 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. The Accountant's Helper Page 14 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 The Accountant's Helper 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. The Accountant's Helper Page 15 Enter a Receipts transaction ---------------------------- While in the Transaction 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 The Accountant's Helper and how user friendly it is. Receipt entries do not have to be entered in chronological order. They may 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 The Accountant's Helper 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 clients names" 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 The Accountant's Helper Page 16 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. 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. The Accountant's Helper Page 17 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. 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/Find 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>. The Accountant's Helper Page 18 Edit an expense entry (cont.) ----------------------------- 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. 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 client'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. The Accountant's Helper Page 19 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. 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 (payee) list ------------------------ You should sort your list of vendors 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. The Accountant's Helper Page 20 Screen Reports Menu =================== Expense summary - year to date ------------------------------ 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 ------------------------------ 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 ------------------------------ 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 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. The Accountant's Helpers Page 21 Expense Details - single account -------------------------------- 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 ------------------------- 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 ------------------------- 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 Receipts 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. The Accountant's Helper Page 22 Receipt details to screen (cont.) --------------------------------- 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. Profit/Loss Menu ================ Profit/Loss report to screen ---------------------------- 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. The Accountant's Helper Page 23 Registration: ------------- Upon receipt of the registration fee, you will be mailed the latest commercial version that will authorize you unlimited telephone support for a period of one (1) year from the date of registration. You will no longer see "Un-Licensed copy - for evaluation use only" and the advertisment upon exiting TAH. Please make checks payable to Emerald Coast Software and mail to the address listed below. Thank you for your consideration of my programming efforts, and for supporting the "Shareware" concept. Send check or money order in US funds to: Emerald Coast Software 2707 East 6th Place Panama City, Fl. 32401-5227 * * * * * * * * Thank you for using The Accountant's Helper. My sincere hope is that you find that the drudgery of the day to day bookkeeping chore has become much less painful or maybe even "Painless". Ed Nolin * 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.