The PC-SIG Library 10

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Text File | 1989-11-04 | 16KB | 339 lines

The Simple Bookkeeper An Easy Accounting System for Small Businesses Copyright 1989 A P Software All Rights Reserved Vers: Shareware ********************* INTRODUCTION - This program allows the user to keep track of business purchases/expenses (denoted by P/E) and sales/income (denoted by S/I) for a one year period. It uses a simple single entry system. The registered version has the following additional features: 1) create new monthly files and start the fiscal year at any month 2) keep track of 200 purchases/expenses, in 40 categories ( 33 deductible and 7 non deductible ) for each month of the year, for ONE entire year 3) sorting monthly expenses 5 different ways 4) keep track of sales/income, in 6 categories, on a daily basis, for each month of the year, for ONE entire year 5) Add daily comments to sales/income reports 6) Change all 40 Expense Account and 6 Income Account titles 7) examine and produce 6 different report formats including .... detailed P/E listing, daily S/I totals, current and year-to-date P/E, current and year-to-date S/I, current and year-to-date Income Statement and yearly profit summary. THE SHAREWARE VERSION IS A COMPLETE WORKING BOOKKEEPING SYSTEM WITH FEWER FEATURES THAN THE REGISTERED VERSION. TO OBTAIN A COPY OF THE LATEST REGISTERED VERSION : SEND $ 35 TO : A.P. SOFTWARE P.O. BOX 205 WESTFORD, MASS. 01886 A NOTE TO USERS: A.P. SOFTWARE MAINTAINS A COPYRIGHT ON THIS PROGRAM. THIS PROGRAM IS NOT COPY PROTECTED FOR YOUR BENEFIT. PLEASE REFRAIN FROM DISTRIBUTING ILLEGAL COPIES. ALL SUGGESTIONS AND COMMENTS SHOULD BE ADDRESSED TO THE ABOVE AND WILL BE CONSIDERED IN PREPARATION OF VERSION 3.0 A.P. SOFTWARE WILL NOT BE HELD RESPONSIBLE FOR ANY DAMAGES INCURRED BY USE OF THIS PROGRAM. This system contains 5 menu screens: Main - Allows you to set up the system, enter the purchase, sales screen report or print report menus Purchase - Allows you to enter and edit up to 200 expenditures each month Sales - Allows you to enter and edit up to sales every day for each month Screen Reports - Allows you to view summary reports on screen Print Reports - Allows you to get hard copy printout of all reports This program is designed for companies meeting the following criteria: The yearly total of any one expense account must be less then $100,000. The total of yearly sales must be less then $1,000,000. The total yearly gross expenses must be less then $1,000,000. HARDWARE :This program is intended for use on a PC or PC compatible, with a double sided 5 1/4 disk drive. The monitor may be monochrome or color. Memory requirements are 256 K of RAM. A printer is suggested but not required. HARD DISK SUPPORT :This program may be used on a hard disk drive. See instructions for installation below. PROGRAM FILES :There are 15 files used by The Simple Bookkeeper. They are.. BKKP2SW.EXE -The program file BKKP2SW.DOC -The documentation and 13 data files named... SUMMARY.DAT JAN.DAT FEB.DAT MAR.DAT APR.DAT MAY.DAT JUN.DAT JUL.DAT AUG.DAT SEP.DAT OCT.DAT NOV.DAT DEC.DAT INSTRUCTION FOR INSTALLATION : There is no installation necessary for operation using a 1 or 2 disk drive system. To install on a hard disk you must 1) Set up a separate directory 2) Copy BKKP2SW.EXE to the directory. 3) Copy ALL 13 name.DAT files to the SAME directory. They are listed above in PROGRAM FILES. (The Simple Bookkeeper does not support separate paths for data files) 1. Getting Started: 1.0 GETTING STARTED : The system is very easy to operate and start. 1 or 2 DRIVE SYSTEM : Boot your system with your DOS. Place the SIMPLE BOOKKEEPER in drive A (or your active drive). Enter "BKKP2SW" and hit the return key. (DO NOT USE QUOTES). The program introductory screen will present itself and the Main menu will appear. There are 7 options. HARD DISK DRIVE : Follow the instructions for installation above. Then enter "BKKP2SW" as described in the 1 or 2 Drive system. ******************* 2. Main Menu 2.0 MAIN MENU : This is the starting point for all operations. Use of the ESC key will always cancel the current operation and return to the Main Menu. 2.1 OPTION 1 - Enter/Edit Company Name and Year : This option allows you to enter the company name , and year of record. (NOTE: A change of company name and year will only be accepted if an active monthly file is accessed.) 2.2 OPTION 2 - Select a New Active Month : This option allows you to select the month you wish to work with. Only three letters are needed and they need not be capitals. E.G. JAN or dec. An active month must be selected to enter the P/E and S/I menus. You will also need an active month selection for most printed reports. 2.3 OPTION 3 - Enter/Edit All Purchases/Expenses Of Active Month : This option allows you to enter , edit and display all your purchases for any month. It has its own menu which will be described in Section 3. 2.4 OPTION 4 - Enter/Edit All Sales/Income of Active Month : This option allows you to enter and edit your daily sales receipts for any month. It has its own menu which will be described in Section 4. 2.5 OPTION 5 - Screen Reports : This option allows you to view, on the screen, 3 different reports. It has its own menu which will be described in Section 5. 2.6 OPTION 6 - Printed Reports : This option allows you to get hard copy printouts of 3 different reports. It has its own menu and will be described in Section 6. 2.7 OPTION 7 - End : This option allows you to end your session with The Simple Bookkeeper. You should ALWAYS end a session with 2.7 Option 7. Failure to do so will result in loss of data for the last active month selected. ***************** 3. Purchase Menu 3.0 PURCHASE MENU - The Purchase Menu is entered by selecting 2.3 Option 3 from the Main Menu. There are 5 Purchase Menu options to choose from. 3.1 OPTION 1 - Enter a Purchase/Expense : This option allows you to enter up to 100 expenditures (200 in registered version) for any month of the year. They are numbered automatically and the program will prompt you for necessary information. DATE must be from 1-31 . PAID TO is a maximum of 30 characters in length. CASH/CHECK should be used to enter a 5 digit CHECK # or the word CASH ( actually any 5 letters will be accepted ). ACCOUNT # is to be 1-40. These correspond to the accounts listed in the upper portion of the screen. Accounts # 1 - 33 are deductible and shown in green. Accounts # 34 - 40 are non deductible and are shown in red. AMOUNT must be less than 100,000 . The program keeps track of totals and no account may total 100,000. Hitting the ESC key before the above process is completed will cancel the entry and return you to the Main menu. You may return to the purchase menu by hitting the return key in response the DATE. 3.2 OPTION 2 - Delete a Purchase/Expense : This option allows you to delete any previous entry made. Deletions are made by the corresponding purchase or item number associated with the entry. A check of these numbers can be made by exercising 3.4 Option 4 of the Purchase Menu. It is suggested that you check these numbers before any deletions are made. These numbers can be made to change by selecting different display orders in 3.4 Option 4 of this menu. Therefore it is extremely important that you have the correct numbers. A hard copy printout of all individual purchases can be obtained from the Print Menu ( Section 5 ) and may prove useful before any deletions are attempted. There is a verification question before the deletion is performed. All deleted purchases are displayed as RECORD DELETED in the listing of 3.4 Option 4. They are sorted and listed in the order of their actual data but are not displayed. These records are physically deleted when a new Active Month is selected or the program is ended and will not appear in any future display or list. You may return to the Purchase Menu by hitting the return key in response to PURCHASE # FOR DELETION. Hitting the ESC key will return you to the Main Menu. 3.3 OPTION 3 - Edit a Purchase/Expense : This option allows the user to edit any of the previous entries. Again editting is done using the purchase or item number associated with the entry.( See explanation 3.2 Option 2- Purchase Menu ). The user is asked for the item number and then the particular line of data that is to be changed. Select the appropriate number of the item to be changed. Enter the change as asked. When the editing of an item is completed the user may enter a 6 for Changes Complete or hit Return with no entry. You may return to the Purchase Menu by hitting the return key in response to PURCHASE # FOR CHANGE . Hitting the ESC key will return you to the Main Menu. 3.4 OPTION 4 - Display All Purchases/Expenses : This option allows the user to display and list all 100 expenditures entered for any active month. This list is displayed 20 items at a time.(Registered Version has 200) All items are displayed as entered. Any entry that has been deleted will appear as RECORD DELETED. It will be positioned in the appropriate order for its original data. The deleted entries will be physically deleted when a new Active Month is selected or the program is properly ended. You can move to the next 20 entries or the previous 20 entries by using the cursor keys. The Return key will bring back the purchase menu. The ESC key will return you to the Main menu. 3.5 OPTION 5 - Return to Main Menu : This option returns control to the Main Menu. Hitting Return performs the same task. ****************** 4. Sales Menu 4.0 SALES MENU : This menu is entered using 2.4 Option 4 of the Main Menu. There are 3 options to choose from. 4.1 OPTION 1 - Enter Sales/Income : This option allows the user to enter individual receipts for the month. All entries go in Account 1, day 1. (The registered version allows selection of an account 1-6 and day 1-31). All entries are recorded in the upper portion of the screen. The total receipts for the shareware version must be less than $1,000,000. Each individual entry must be less than $100,000. Hitting the ESC key in response to Amount will return you to the Sales Menu. 4.2 OPTION 2 - Delete Sales/Income : This option allows the user to delete sales/income receipts for the month. You are prompted for an amount. This amount is then deducted from the month's records. You may not deduct more than the total amount. Errors will be called to your attention. Hitting the ESC key in reponse to Amount will return you to the Sales Menu. 4.3 OPTION 3 - Return to Main Menu : This option returns control to the Main Menu. Hitting Return performs the same task. ********************* 5. Screen Reports Menu 5.0 SCREEN REPORTS MENU : This menu is entered by using 2.5 Option 5 of the Main Menu. It has 4 options. 5.1 OPTION 1 - Monthly and YTD Sales/Income Summary : This option allows you to examine monthly S/I totals and also gives you a PRIOR and YEAR TO DATE (total) column. It also allows you to move through the months of the year and obtain the same information for each month. Changing months for examination does not change the Active Month. If there is no active month selected, the program selects the first fiscal month of the year. 5.2 OPTION 2 - Monthly and YTD Purchase/Expense Summary : This option allows you to examine monthly expense totals and also gives you a PRIOR and YEAR TO DATE(total) column. It also allows you to move through the months of the year and obtain the same information for each month. Changing months for examination does not change the Active Month. If there is no active month selected, the program selects the first fiscal month of the year. Due to screen limitations, only the first 7 characters of each account title are displayed. 5.3 OPTION 3 - Full Year Profit Summary : This option allows you to get a full years profit analysis. There are 3 lines printed for each month. The first line is total receipts or sales . The second line is total deductible expenses ( THESE ARE ACCOUNT # 1-33 ONLY ). The third line is the difference between the first two. Located between each month's statistics is a YEAR TO DATE column. At the far right of the screen is a breakdown by quarters only. The quarters are 3 consecutive months, starting with your first fiscal month . Also located at the bottom of the screen is YEAR END TOTALS. 5.4 OPTION 4 - Return to Main Menu : This option will return the Main Menu. Hitting Return performs the same task. ******************** 6. Print Reports Menu 6.0 PRINT REPORTS MENU : This menu is entered by using 2.6 Option 6 of the Main Menu. It has 4 options. 6.1 OPTION 1 - All Purchases of Current Active Month : This option will produce a hard copy on the printer of all the current purchase entries for the active month. The order of the list is determined by the entry order. 6.2 OPTION 2 - Current Active Month and YTD Purchases/Expenses : This option will produce a hard copy on the printer of the expense summary for the active month. It will contain CURRENT, PRIOR and YTD columns. It will also contain deductible and non-deductible sub totals. All 14 characters of the account titles are printed. This report is identical to Section 5.2 Option 2. 6.3 OPTION 3 - Full Year Profit Summary : This option will produce a hard copy on the printer of the Full Year Profit Summary identical to the one seen in the Screen Reports menu. This report is identical to Section 5.3 Option 3. 6.4 OPTION 4 - Return to Main Menu : This option will return the Main Menu. Hitting Return performs the same task. ADDITIONAL: 1. USING THE ESCAPE KEY WILL ALWAYS RETURN THE MAIN MENU. COMMENTS : 2. BEFORE PRINTING PLEASE PUT PAPER IN THE PRINTER AND TURN THE PRINTER ON. IF NO PRINTER IS CONNECTED, USE OF THE ESCAPE KEY WILL RETURN THE MAIN MENU. 3. IF ALL 200 PURCHASES ARE TO BE USED FOR ALL 12 MONTHS OF THE YEAR, IT IS SUGGESTED THAT NO OTHER PROGRAMS BE PLACED ON THIS DISK. THIS MUST BE DONE TO INSURE ENOUGH DISK STORAGE SPACE. TO INSURE ENOUGH DISK STORAGE SPACE.