The PC-SIG Library 10

home *** CD-ROM | disk | FTP | other *** search

/ The PC-SIG Library 10 / The PC-Sig Library - Shareware for the IBM PC and Compatibles (PC-SIG)(Tenth Edition Disks 1-2804)(1991).iso / PC_SIGCD / 05 / 4 / DISK0543.ZIP / GLV12.DOC < prev next >

Wrap

Text File | 1985-04-28 | 22KB | 591 lines

GENERAL LEDGER ______________ for the IBM Personal Computer Version 1.2 Copyright 1985 by Datawest Systems Inc. 307 Goldstream Avenue Victoria, BC V9B 2W4 Voice: (604) 478-1523 BBS: (604) 478-2234 ==== General Ledger Users Guide ==== Contents ________ 1.0 ... INTRODUCTION 1.1 ... Limited license 1.2 ... Contributions 1.3 ... Not a substitute 1.4 ... Keys and numeric keypad 1.5 ... System requirements/capacity 2.0 ... GETTING STARTED 2.1 ... Creating a control file, '.GL1' 2.2 ... Creating a chart of accounts, '.GL2' 2.3 ... Running the program 3.0 ... TRANSACTIONS 3.1 ... Entering transactions 3.2 ... Editing transactions 3.3 ... Listing transactions 4.0 ... ACCOUNTS 4.1 ... Adding an account 4.1 ... Deleting an account 5.0 ... REPORTS 5.1 ... Balance Sheet 5.2 ... Income Statement 5.3 ... General Ledger 6.0 ... HOUSEKEEPING 6.1 ... End of period 6.2 ... Program exit 7.0 ... ACCOUNTING RECORDS 7.1 ... Maintaining a history 7.2 ... Fixing data files 8.0 ... INTERFACING 8.1 ... Transaction file format 9.0 ... FEEDBACK / REGISTRATION / COMMENTS ==== General Ledger Users Guide ==== 1.0 ... INTRODUCTION This general ledger program is the result of many hours of of effort by a qualified accountant, K. W. Yerex CGA. This was done to provide a simple bookkeeping tool for small business that was easy to use, yet still maintained the double entry concept and full audit trails. This dedication to simplicity resulted in these features:- o full use of numeric keypad without key conflict o entry duplication with editing to speed input o limited use of only 2 function keys o plus and minus keys used as return keys o debit/credit entries assigned with plus/minus keys o automatic backup of data files o out-of-balance conditions require positive user action 1.1 ... Linited License Because of the importance of good accounting records for many purposes including income tax, banking, this software is made available to everyone under the following limited license. The user is granted a limited license to reproduce this software and documentation for distribution to others pro- vided it is not distributed - - in connection with any other product, - for any consideration or 'disk fee', - in any modified form whatsoever. These restrictions are for your benefit -- please cooperate. 1.2 ... Contributions It is intended that this and other accounting software will be developed and maintained and be made aavailable to all under the same terms and conditions. The latest versions will always be available for downloading over the BBS. To do all this obviously costs $$$$. If you find this software useful, your contribution will be appreciated. Please send your cheque or money order ( no cash please ) to: Datawest Systems Inc. 307 Goldstream Avenue Victoria, BC, Canada Postal Code: V9B 2W4 A contribution of $50 Canadian will go a long way to keeping me alive and able to maintain this software. Thank you. ==== General Ledger Users Guide ==== 1.3 ... Not A Substitute Bookkeeping is a skill that requires a minimum amount of training. It is recommended that you have some bookkeeping skills before you attempt to use this program. This program will not solve all your bookkeeping problems. It is designed to be a part of a total system which includes a proper filing system, an adequate system of internal control, and a periodic verification of account balances to ensure tha accuracy of the accounting records. If you are are having trouble with your books now it is not likely that this program will be of much value to you. 1.4 ... Keys and Numeric Keypad Throughout the program, the following key conventions are are used: [Esc] .. used to backup to a previous input field, to return to the main menu, or to exit the program. [BS] .. backspace, used to edit data in an input field. This is not a key on the numeric keypad,but the key above the [Return] key. [TAB] .. advance, used to edit data in an input field. This key is located above the [Ctrl] key. [+] .. plus, used as a [Return] key to exit an input field If the field is a dollar amount field, this key designates the transaction as a Debit. [-] .. minus, same as [+], assigns Credit. Since none of the above keys are on the numeric keypad, data entry can be speeded up by setting the Num Lock and using the numeric keypad for data entry. Only two function keys are used and only in the transaction transaction entry/edit modes, to select the Journal in use. [F1] flips through the journal forward, [F2} backward. 1.5 ... System Requirements / Capacity The minimum system requires DOS 2.x or later, a 132-column printer, 1 disk drive and 256K. Be sure your printer is on- line and ready. The program capacity is 200 accounts and 2400 transactions per accounting period. ==== General Ledger Users Guide ==== 2.0 ... GETTING STARTED Before your run the program, you must create two files using any ASCII text editor, such as EDLIN or EDIX. The program expects these files and will abort without them. Select a filename not exceeding 8 characters. For simplicity use a short form of the Company name. All data files used by the program will use this filename plus the following extentions: .GL1 program control file ( see 2.1 below ) .GL2 chart of accounts / balance forwards ( see 2.2 ) .GL3 transaction data file, created by the program The program makes backups of .GL2 and .GL3, assigning a '~' to the file name, in the same manner as EDIX. 2.1 ... Creating a Control File Create a control file called "filename.GL1" using your text editor. The file contains one line, the full name of the company. Do not use any commas in the name. 2.2 ... Creating a Chart of Accounts Using your text editor, create a file, "filename.GL2" using one line per account. The accounts must be in account number order and in the following format. NUMBER , POSITION , TYPE , NAME , OPENING BALANCE NUMBER is the general ledger account number, in the range 1- 9999. POSITION is the column number where the account name is to be printed on the Balance Sheet and Income Statement. This is useful for centering headings, etc. POSITION is ignored for postable accounts ( see TYPE ). TYPE refers to the type of account. Generally there are two account types; postable and header. Header accounts are used to format the financial statements and control the totals. Postable accounts are are accounts to which data is entered. Balance Sheet Postable accounts are assigned a TYPE 0, while Income Statement Postable accounts use TYPE 10. TYPES 1-5 are Balance Sheet Header accounts and 11-15 are Income State- ment Headers. Use the following guide to assign the Header types. ==== General Ledger Users Guide ==== ASSETS..................1 Major Heading Current Assets............2 First Section Heading Fixed Assets................3 Subsequent Sections Intangible Assets...........3 LIABILITIES.............4 Major Heading Current Liabilities.......2 First Section Heading Other Liabilities...........3 Subsequent Sections EQUITY..................5 Major Heading Capital...................2 First Section Heading Other Equity Sections.......3 Subsequent Sections SALES...................11 Major Heading COST OF SALES.............12 First Section Heading EXPENSES....................13 SUBTOTAL......................14 OTHER INCOME/EXPENSES...........15 Use DOS's 'type' command to view the SAMPLEGL.GL2 file for examples. NAME is the account name, limited to 24 characters in length no commas. OPENING BALANCE is the opening balance of the account. Enter the amount without a decimal, but including cents. Assign a preceeding minus sign for credit amounts. For example, $123.50 Cr would be entered -12350 Make sure that the accounts are in balance! 2.3 ... Running The Program Ensure that the date and time are correctly set, type 'GLV11' and press return. In a few moments the copyright notice will be displayed. Press any key to continue. The next screen will prompt you for Company: ________ Enter the short company name selected for a filename. Use the [BS] and [TAB] keys to position the cursor to make corrections. Press [Return] or [+] or [-]. [Esc] here will send you back back to DOS. The program will load the .GL1 and .GL2 files and check that the accounts are in balance. In a moment the following prompt will appear Period Ending: ______ ==== General Ledger Users Guide ==== Enter a date corresponding to the end of the current accounting period, mormally a month end date. Use the format 'MMDDYY such as 033185 for March 31, 1985. Note that the date is all numeric so that it can be easily input from the numeric keypad. In a moment, the MAIN MENU will appear. 3.0 ... TRANSACTIONS Select menu option 1. To return to the main menu, press [Ecs] at the first input field. Transactions can usually be catagorized as to their source document. Cheques, deposits, payroll are examples. Use the [F1] or [F2] keys to select the document type (journal) to be entered. This can be done at any time while the cursor is on a data input line. Enter an account number from the chart of accounts,press [+] or [-] or [Return] to advance to the next input field. The account number is verified and its name is displayed. Enter the date of the transaction in the format 'MMDDYY'. To backup to re-enter the account number, press [Esc]. Next, enter a reference from the source document such as a cheque number or an invoice number. This is the cross- referencing system between the printed reports and the original source document. Next is a 24 character field for describing the transaction. Common descriptions include a payee, the name of a payor. Enter the dollar amount, including cents. There is no need enter a decimal point. Two decimals are assumed. Use [+] if the amount is debit, [-] if the amount is credit. Once the line of data has been input, corrections can only be made using main menu function 2. Before that, you can back- up through the fields using the [Esc] key. A running total is kept of all transactions to ensure the books are kept in balance. Hit [Esc] on a new line to return to the main menu. The previous line of data may be duplicated simply by pressing return at the start of any input field. Account Number and amount cannot be duplicated. Duplicating and editing speed data input.To edit a field, use the arrow keys, [BS] and [TAB] to position the cursor and type in the new value. Note that everything to the left of the cursor is truncated. Advance the cursor to the right-most valid character and press [Return]. ==== General Ledger Users Guide ==== 3.2 ... Editing Transactions Select 2 from the main menu. To return to the main menu, press [Esc]. Once a transaction has been entered, it may be edited using this function. Enter the key number of the transaction you wish to edit,then follow the instructions for Entering Transactions. 3.3 ... Listing Transactions Select 3 from the main menu Ensure that the printer is online and ready! A listing of all data in the transaction file is printed. Printing may be aborted using the [Esc] key. It is a good idea to make a listing of all transactions at sitting, just in case!! 4.0 ... ACCOUNTS New accounts may be added or old accounts may be deleted from the chart of accounts as long as the account does not have a balance. 4.1 ... Add an Account Enter the account number,print position,type and account name following the rules above under 2.2. The account is not physically added to the file until you exit the program using main menu function 9. 4.2 ... Delete an Account Enter the account number of the account to be deleted. If the account has a balance, the account cannot be deleted. The account is displayed, and deletion must be confirmed. 5.0 ... REPORTS Any of the three reports may be produced at any time. Simply select main menu function 6, 7, or 8. Printing may be aborted using the [Esc] key. ==== General Ledger Users Guide ==== 5.1 ... Balance Sheet A two page report,the Balance Sheet is printed with Assets on one page and liabilities / equity on the other. Year-To-Date income or loss is shown. 5.2 ... Income Statement A current period/year-to-date P&L with percentages is printed. The 100% figure is the sum of all accounts numbered 1000-1999. Income/loss is determined separately for the current period and year-to-date. 5.3 ... General Ledger Each postable account is printed together with any current period transactions which affect the account. 6.0 ... HOUSEKEEPING At the end of a current accounting period, the balances are updated and the current transaction file is purged. Always exit the program using the main menu function 0. 6.1 ... End of Period To update the account balance forward balances and clear the current transaction file, select this function. Ensure that all reports have been printed for the current period. Befor you panic,the current transaction file is not destroyed. it is renamed `~filename.GL3'. If you wish to keep a history copy this file to another disk,renameing it to a more descrip- tive file name, such as `MAY1985.GL'. Subsequent end of period functions will destroy any GL3 file that has been created by a previous end of period - `~` file. 6.2 ... Program Exit ALWAYS EXIT THE PROGRAM USING THIS FUNCTION. If any accounts were added / deleted or an end of period function selected, the chart of accounts will be modified. Any such modification will cause a new .GL2 file to be created ONLY on proper exit from the program. The old .GL2 file is assigned the `~' to denote a backup. ==== General Ledger Users Guide ==== 7.0 ... ACCOUNTING RECORDS This program only retains the transactions from the current period and one previous period. Sometimes it is beneficial to retain all transactions on disk. This can be accomplished by following the instructions below under 7.1. For whatever reason, the data files may get stotally screwed up. Refer to section 7.2 below for emergency procedures. 7.1 ... Maintaining a History All transaction files created by the program use the same file name, the name you selected plus the extention `.GL3'. At each period end ( function 9 ), the latest transaction file is renamed with a preceding tilde `~'. To maintain an account history, copy the `~filename.GL3' to another disk, renaming it to `MMMYYYY.GL3'. 7.2 ... Fixing Data Files All data files created can be read by any good ASCII text editor. To make massive changes to data files, it may be easier to use EDLIN or EDIX. Be sure to maintain the file formats, section 8.1 below. 8.0 ... INTERFACING All files created are ASCII files. As long as the data format is maintained, other programs may be used to generate data to be used by this program. To that end, the format of the data file is given below. The files GL1 and GL2 were described above and are not repeated here. 8.1 ... Transaction File Format A logical record length of 56 characters is fielded as follows 1- 4 - GL Account Number, left justified 5, 6 - Journal type. Upper case only. CR, CP, DE, CK, AR, AP, PR, JE, OT are acceptable. 7-12 - date, mmddyy 13-18 - reference, left justified 19-42 - description, left justified 43-52 - amount, left justified,no decimal, including cents 53,54 - carriage return, line feed to permit text editor to read the data file. ==== General Ledger Users Guide ==== 9.0 ... FEEDBACK / REGISTRATION / COMMENTS Although there is no requirement to register the program, I would be interested in how far this program travels. Even if you cannot contribute to its existence, please complete and mail the attacted registration form. Your comments and suggestions will be taken into account in subsequent versions. REGISTRATION FORM ================= Name: _______________________________________________________ Address: ___________________________________________________ ___________________________________________________ Zip Code: _______________________ Phone: __________________ Enclosed is my contribution of $__________ to assist you in maintaining and updating this software. Comments/Suggestions: ______________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ ============================================================= Mail to: Datawest Systems Inc., 307 Goldstream Avenue, Victoria, B.C., Canada V9B 2W4