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== P C - M O N E Y == Version 89 A Personal Finance Program from KEITH CONSULTING 3435 Mansfield Road Falls Church, Virginia 22041 O P E R A T I O N S M A N U A L Copyright 1989 Keith Consulting P C - M O N E Y O P E R A T I O N S M A N U A L TABLE OF CONTENTS PAGE GENERAL DESCRIPTION........................................1 Registration...........................................1 DISCLAIMER.................................................1 BRIEF MANUAL...............................................2 GETTING STARTED............................................3 What You Need..........................................3 Starting the Program the First Time....................3 Subsequent Starts......................................4 Stopping the Program...................................4 PROGRAM OPERATION..........................................4 General................................................4 Menus..................................................4 Forms..................................................5 Help Screens...........................................5 PROGRAM DETAILS........................................5 MAIN MENU..........................................5 PROGRAM INITIALIZATION.............................5 BANK ACCOUNT & TAX MANAGEMENT......................7 ENTER DEPOSITS/WITHDRAWALS.....................8 DISPLAY/PRINT/CORRECT BANK DATA................9 BALANCE BANK ACCOUNT...........................9 ENTER TAX INFORMATION.........................10 DISPLAY/PRINT/CORRECT TAX DATA................10 FEDERAL INCOME TAX ESTIMATING......................11 Entering Data.................................11 Expanded Tax Codes............................13 The Estimation................................15 Changing Data.................................15 HOME BUSINESS ACCOUNTING...........................17 Creation of new Home Business Data Files......18 Starting Balances.............................18 MAKE JOURNAL ENTRIES..........................19 DISPLAY/PRINT JOURNAL.........................20 JOURNAL DISPLAY--BY PROJECT...................20 DISPLAY/PRINT GENERAL LEDGER..................21 DISPLAY/PRINT INCOME STATEMENT................22 PRINT BILLS/STATEMENTS........................24 HINTS AND KINKS...........................................26 Converting old Data Files.............................27 P C - M O N E Y O P E R A T I O N S M A N U A L page 1 GENERAL DESCRIPTION PC-MONEY is a program designed to maintain personal, family, and small business financial and tax records. It includes a section that keeps business records for a home business, and one that consolidates tax information from personal and home business tax records and then estimates federal income tax liabilities. PC-MONEY is written in Turbo Pascal (a product of Borland International, Inc.) for IBM-PC and compatible computers with DOS 2.0 or later Disk Operating Systems. At least 256K of memory and only one disk drive is required, although it will be more convenient if two drives are available. PC-MONEY is distributed as a User-Supported program for personal use. It is available through computer bulletin boards and library (disk copying) services. Copying of the program for trial use by other users is encouraged. If users find this program useful, a contribution of $25 to become a Registered User is expected. On registration,the Registered User's name is put on a mailing list for notices concerning updates and new programs which will be available at a nominal price. Comments, criticisms and suggestions about the program, especially constructive ones, are encouraged. Send contributions and suggestions to: KEITH CONSULTING 3435 Mansfield Road Falls Church, VA, 22041 DISCLAIMER Although we are proud of this program, we make NO guarantees that it will keep your bank and tax records straight, nor that it will make your home business a success. Particularly, we disclaim any re- sponsibility for your income taxes. The income tax estimates in this program should be used ONLY as estimates and all figures should be double-checked separately prior to submission to the IRS! IT IS NOT NECESSARY TO READ THIS ENTIRE DOCUMENT BEFORE USING PC- MONEY. The program is generally self-explanatory. It is suggested that you learn to use it by using it! Then refer to this Operations Manual when you need to look up some fine point. To assist you in exploring the program, a short "manual" named BRIEFMAN.DOC is included on your original diskette. Follow its instructions as a training guide. A copy of this Brief Manual follows: P C - M O N E Y O P E R A T I O N S M A N U A L page 2 BRIEF MANUAL This document helps you get familiar with PC-MONEY by exploring it with data furnished on the diskette. It covers the highlights of PC-MONEY. Details will be found in the PC-MONEY Operating Manual. 1. Copy your original diskette onto a "practice" or "training" diskette and store the original in a safe place. 2. At each training session, start your computer in the normal manner with a DOS diskette, then insert your training diskette in drive A and type PC-MONEY followed by the <ENTER> key. 3. Press any key at the initial screen and at the MAIN MENU, se- lect #1 by pressing <ENTER>, which puts you in the BANK ACCOUNT & TAX MANAGEMENT area of the program. 4. Then select #2 - DISPLAY/CORRECT BANK DATA. (Menu selections are made by either typing the selection number or by moving the arrow with the cursor keys, then pressing the <ENTER> key.) When asked "Current Year?", reply with N (for "NO"), and then type 83<ENTER> to use the practice data which is furnished with the program diskette. 5. Explore the various ways of displaying this practice bank file. Don't be afraid to make corrections to some of the items--you can always go back to the original version (if you completely mess it up) by copying BANK83.DT8 from the original diskette. 6. Now return to the Bank/Tax Menu and do the same thing with each selection--explore it until you are thoroughly familiar with it. We suggest you do it in this order: 2,1,3,5,4. Then return to the MAIN MENU by selecting #6. 7. On the MAIN MENU, select number 3 - HOME BUSINESS ACCOUNTING. (If you are not interested in this subject, skip to para 8). The practice data for this section is called SMITH83. Here again, explore the menu and sub-menu items, and practice displaying, printing and correcting data just as you did in the BANK & TAX section above. 8. At the MAIN MENU, now select #2 - FEDERAL INCOME TAX ESTIMATING. Use the training data on the disk (use 83 as the year and SMITH83 for the business file). You'll find it easy to calculate taxes for this mythical tax account and small business. 9. You get the idea now. Explore the whole program. Whenever you see "F1 = " (anything) in the lower left box, press, F1 for a help screen or a list of Codes. Don't be afraid of fouling things up. It's highly unlikely you'll do anything to the program itself and the data is just there to be played with. You can always go back to the original diskette and copy it and start over if the data gets too jumbled... Good luck. P C - M O N E Y O P E R A T I O N S M A N U A L page 3 GETTING STARTED What You Need An IBM PC/XT/AT or PS/2 with 256K (or more) of random access memory, DOS 2.0 (or later Disk Operating System) or any other brand of computer and DOS that are compatible. At least one double density disk drive. (Two are better and a fixed disk is even better. And if you want to operate FAST, use RamDisk!. A diskette containing the PC-MONEY programs (or a copy of them on a fixed disk.) A formatted diskette for your data (or a fixed disk sub- directory for this purpose). Starting the Program the First Time Start your computer with a diskette containing your Disk Operat- ing System (DOS) in your normal way. It is important that you have the correct date in your machine, especially the current year, so if you are asked the question "Date?", be sure you answer it correctly! Place the program diskette in a disk drive and type PC-MONEY <ENTER>. (Note: the <ENTER> key may be marked "RETURN" on your keyboard.) The first thing you should see on your screen is a "box" surrounding the program name and how and where to make contributions. Press a key on the keyboard to go on. If there is not a file on your program disk- ette by the name of "INITDAT8", the screen will next inform you that the initialization data is missing and will give you the following choices: 1 - Try Again. 2 - Create new Initialization Data File. 3 - Quit. Since we are getting started, choose #2. You will now see on your screen a "form" for filling in data that your program will use each time you use it in the future. To get started, it is suggested you fill in only the first two items at this time. You can always come back to this form (via the INITIALIZATION selection described later) and change it or add to it as you wish. For now, fill in the "Data Disk" blank with an appropriate disk drive letter. If you have a single drive system, type A: If you have a two drive system, you probably will want to keep your checking account, tax data, and home business data on a diskette in drive B:, so enter B: in that case. If you have a fixed disk and want to keep your data there, type the drive designator AND the sub-directory name. For example C:\ACCOUNTS. If you need help working with this form, see the paragraph on forms in the Program Operation section later in this manual. P C - M O N E Y O P E R A T I O N S M A N U A L page 4 And now, move the cursor (press <ENTER>) to the blank by "Number of Bank Accounts" and enter a "1" to keep it simple when you're starting. If you know you have a graphics or color display adapter in your computer and you are using a monographic (non-color) video display unit, go down to the last form item and enter N. If you don't kow, don't worry about it. The only effect will be that your HELP screens will have a bad background "color". Press the <ESC> (escape) key and then answer the "ALL OKAY? (Y or N) (Use X to abort entry)" question at the bottom of your screen with a "Y". In a few seconds you should see the PC-MONEY Main Menu. Subsequent Starts Now that you have the initialization data on your diskette, each time you start PC-MONEY, you need only: 1) Start your computer with your DOS diskette or hard disk, making sure that you have entered the correct date. (You may wish to copy PC-MONEY to a diskette containing DOS and start from your program diskette.) 2) Insert your program diskette in a disk drive and your data diskette in a second drive (if you have one), and 3) type PC-MONEY <ENTER>. You should be off and running! Stopping the Program Normally the program is exited by selecting MAIN MENU selection "5 - QUIT". You may leave after any question in the program by an- swering with <CTRL><BREAK>, but you may lose data you've recently en- tered if you do this, so it's not advised! PROGRAM OPERATION General The operation of PC-MONEY is pretty much self-explanatory. There are no "Commands" to learn. Every operation is selected by menus and all data are entered into blanks on forms. Questions to be answered are always at the bottom of the screen. Menus Selection of menu items can be made two ways--either by typing the number in front of the item you want, or by moving the arrow up or down the menu until the arrow is opposite the item you wish to select and then pressing <ENTER> to select that item. If you use the latter method, you can use the F1 key (function key F1) at each menu item to see a help screen describing that item. P C - M O N E Y O P E R A T I O N S M A N U A L page 5 Forms Forms are used to enter Initialization information, Bank Account, Tax, and Home Business Journal information. In some cases, there is data already entered into the form, such as when a bank record has been selected for correction. In all cases, make corrections by locating the cursor on the blank and type over any data that is already there. Blanks may be filled in by typing over the underlines (______) on the form. The cursor is moved to the next blank by the <ENTER> key. It is moved to the previous blank by holding down <SHIFT> and pressing the <TAB> key. Within a blank the cursor can be moved forward or backward with the right and the left cursor keys and it may be moved up and down between lines with the up and down cursor keys. Note that blanks requiring numbers will accept ONLY numbers. You may exit the form at any point by pressing the escape <ESC> key and answering the "ALL OKAY" question with Y or X (for YES or Abort, respectively). Help Screens Whenever a "Help Screen" is available, it is indicated in one or both of the boxes at the bottom of the screen. Function Key F1 is usually used to display a help screen or a screen which identifies a set of codes. At times Function key F2 or F10 is also active. PROGRAM DETAILS ---------------------------------------------------------------------- P C - M O N E Y Vers 89 MAIN MENU 1 - BANK ACCOUNT & TAX MANAGEMENT 2 - FEDERAL INCOME TAX CONSOLIDATING 3 - HOME BUSINESS ACCOUNTING 4 - INITIALIZATION 5 - QUIT ---------------------------------------------------------------------- MAIN MENU SELECTION 4 - PROGRAM INITIALIZATION On selection of this menu item, you are presented with a form to fill. Most of the data on this form is optional and will be used only after you've had some experience with PC-MONEY and want to streamline your use of it. However, the first two blanks should be entered prior to your use of PC-MONEY. The first blank is where you designate the disk drive that will contain your data. This should be entered in the form: B: (including the colon). If you are using a fixed disk and want to keep your data in a sub-directory (a good idea!), use the full name of the disk and directories (up to three levels). For example: C:\FINANCES\DATA would indicate that your bank and tax data will be found in sub- directory DATA of directory FINANCES on drive C:. P C - M O N E Y O P E R A T I O N S M A N U A L page 6 The next blank is for your Number of Bank Accounts. The only ef- fect this has on operation of PC-MONEY is that if you indicate you have more than one account, you are asked which account you wish to use when you select the Bank Account and Tax Management section. The rest of the second line and the next three lines may be used to designate a particular Tax Code, called the "command Code" which will automatically trigger multiple entries in your Tax File each time you use it. For example, the Tax Code for Salary might be used to trigger SubCode entries for Withholding Taxes, Hospitalization Insurance, etc. In this manner, when you enter your net salary deposit in Bank Trans- actions and identify the Tax Code as Salary, the gross amount of your salary (for tax purposes) is entered into the tax data, along with any of the SubCodes you have identified on this INITIALIZATION form. A sample entry: ---------------------------------------------------------------------- Command Code 1_ Command Code Amount 2788.00___ SubCode A 21 A Amount -800.00___ A Payee IRS_______ A Purpose W/H___ SubCode B 24 B Amount -84.69____ B Payee Blue Cross B Purpose Ins___ SubCode C 0_ C Amount __________ C Payee __________ C Purpose______ ---------------------------------------------------------------------- The next section of the INITIALIZATION form permits you to add Tax Codes numbers 41 through 44 if you so desire. The first 40 codes have been selected to perform with the INCOME TAX CONSOLIDATING program, so are not changeable, but you may find you wish additional categories. If so, enter them here and on subsequent runnings on PC- MONEY they will be listed on the Tax Code Help Screen along with the first 40. Note that these codes are useful only for displaying and printing. They are not used in the Income Tax Estimating section of the program. If you have a graphics or color display adapter in your computer and you are using a monochrome (non-color) video display unit, go down to the last form item and enter N. This change will make your HELP screens easier to read by changing the background "color". NOTE: Some changes you make to this form will not be used by the program until the next time you start PC-MONEY, so if you've made changes that are essential to this running, quit the program (via Main Menu Selection 5 - QUIT) and then restart PC-MONEY. Use the blank after "Number of Printer Lines per Page if you wish to print fewer than 66 lines (the default if you leave this space blank) on a page. This may be required if you have a laser printer. Use the blank after "Printer Page Width (80 or 132) if your printer is set up for 132 columns. This will keep some reports from printing two lines for a record and will put the record on one line. The default, if you leave this blank is 80. P C - M O N E Y O P E R A T I O N S M A N U A L page 7 ---------------------------------------------------------------------- MAIN MENU SELECTION 1 - BANK ACCOUNT & TAX MANAGEMENT This section of PC-MONEY makes it possible to keep records for as many as 9 bank accounts. It also maintains an annual Tax record which includes up to 44 tax categories for easy consolidation and compilation of items for income tax estimating and preparation. Entries such as checks or deposits that affect both a bank account and your tax account are made in a single entry. Bank and Tax records can be displayed (and printed) a number of different ways. All operations are selected by menus that are easy to use. All account data is entered via fill-in forms with editing capabilities. Select MAIN MENU #1 and you will see the following sub-menu: ---------------------------------------------------------------------- P C - M O N E Y Vers 89 BANK ACCOUNT & TAX MANAGEMENT 1 - ENTER DEPOSITS/WITHDRAWALS 2 - DISPLAY/PRINT/CORRECT BANK DATA 3 - BALANCE BANK ACCOUNT 4 - ENTER TAX INFORMATION 5 - DISPLAY/PRINT/CORRECT TAX DATA 6 - RETURN TO MAIN MENU ---------------------------------------------------------------------- On selection of any of the first five of the above menu items, you will be asked the question: Current Year? (Y or N). At this point, you will normally answer with Y or y, (for "yes") but you may want to look at last year's (or earlier) data, so you may select the year at this juncture. Practice data dated 1983 is on your original diskette, so you may wish to use it at this time. If so, answer the above question with an N and the next question with 83<ENTER>. If you want to create new bank and tax files for the current year (or if you have already done so), answer Y to the "Current Year?" question. IF you have indicated on the PROGRAM INITIALIZATION form that you have more than one Bank Account, you will now be asked "Which Ac- count?". You may have accounts numbered 1 to 9. At this point, if the Bank file for the Account Number and the Year you've identified is NOT found on the data disk you've designated (via the Initialization procedure), you will see a message to that effect on the screen. Take one of the 4 choices. If you choose #3 - Create a New Bank File, you will be asked to furnish the starting balance of your bank account. Similarly, if your Tax file for the year you've designated is not found on the data diskette, you will have the opportunity to create a new one or to redesignate your drive identification. P C - M O N E Y O P E R A T I O N S M A N U A L page 8 SELECTION 1 - ENTER DEPOSITS/WITHDRAWALS A message appears which tells you where you left off the last time you made an entry to your bank data. It shows the last check number, its date, and the bank balance at that time. Press any key to proceed. The form for entering Bank transactions now appears. (A transac- tion is either a withdrawal or a deposit.) You will note that the cursor is on the blank for Transaction Type. By default this is a "W" for "Withdrawal" (the majority of transactions seem to be with- drawals!), but you may type a "D" if this is a deposit. Press <ENTER> to move the cursor to the Budget Code blank, where you may wish to en- ter a Budget Code. (This is optional--you may leave it blank if you have not assigned Budget Codes.) The next blank is for your check number. If this is a deposit, you will probably wish to just skip it (leave it blank). Then enter the month, day and Amount of the with- drawal or the deposit. Note that the year is not entered since all records are kept on a calendar year basis and you have already indicated the year (see above). (Do NOT use commas or dollar signs when entering numerals such as Amounts.) If this transaction involves your Federal Income Taxes, enter the appropriate Tax Code in the next blank. Tax Codes can be seen on the screen by pressing Function Key F1. If the total amount of your transaction, or the Purpose or the Payee is okay for your bank trans- action but NOT correct for your Tax records, you may at this point, call up the Tax Transaction Entry form, by putting number 91 in the tax code space. If you put a 92, you will be able to enter two tax entries, 93 for 3, and so on up to 99 for nine entries. Example: A bank deposit of $250 might represent $150 stock dividend plus a $100 interest payment you have received. In the Bank Entry form, place $250 for the amount, 92 for the Tax Code, and "Various" in the Payee/Payer and Purpose blanks. When the Tax Code form appears on the screen, enter Tax Code 2, Amount 100, etc. in the first one and Tax Code 3, Amount 150 in the second one. Review your form entry when "ALL OKAY? <Y or N> (Use X to abort entry)" is displayed. If it is NOT okay, reply with an N and the cursor will return to the form so that you may make corrections. If all is okay, answer with a Y. If you decide not to enter ANY data, answer with an X to abort the entry--that is , to make NO entry. If you have not aborted your entry, you will then be asked if you wish to make another entry. Answer Y or N (for Yes or No respectively.) P C - M O N E Y O P E R A T I O N S M A N U A L page 9 SELECTION 2 - DISPLAY/PRINT/CORRECT BANK DATA The selection of this Menu Item, causes the next menu to be dis- played: ---------------------------------------------------------------------- P C - M O N E Y Vers 89 DISPLAY/PRINT BANK ACCOUNT 1 - Entire Bank File 2 - By Check Numbers 3 - By Status 4 - By Budget Code 5 - By Payee/Payer 6 - By Purpose 7 - Return to Bank/Tax Menu ---------------------------------------------------------------------- All of these display functions work in essentially the same way. First you are asked if you wish to print. ("Print" refers to printer output on paper as opposed to displaying on the screen.) If you choose to display, twenty lines of data are displayed, after which you may quit by entering the letter "Q", or continue by pressing the <SPACE BAR>. When you have quit or when all the data has been dis- played, you are asked if there are any corrections to be made. If you do have corrections to make in the displayed data, answer with a Y and then identify the number of the record to be corrected. Corrections are made on the same form as was used for transaction entry. Make your correction(s) and press the <ESC> key to and answer with a Y to proceed. Note that you can correct Transaction number 0, (even though it is never displayed or printed) to correct your bank balance. SELECTION 3 - BALANCE BANK ACCOUNT This selection is used to reconcile periodic statements from the bank with your own data. It also marks those transactions which have cleared the bank by setting their Status field to "C" vice "O". You must first enter the amount of the previous balance. Then each can- celed check is listed by number. You may enter groups of consecutive numbers by using First-Last inclusive. For example, if you enter 100- 110, all checks from 100 through 110 will be cleared. After the last check, enter a "0" to so indicate. Then you are asked to enter de- posits. These are entered by the amount of the deposit rather than a number. Again, indicate the last one has been entered by entering a "0". PC-MONEY will then go through your data, search for each check and deposit, and keep a running total of those found in your data. It will then give you a total which should, of course, be the same as your bank statement total. If not, it's time to go back to the Dis- play/Correct Bank Data section and search for errors! P C - M O N E Y O P E R A T I O N S M A N U A L page 10 SELECTION 4 - ENTER TAX INFORMATION This part of PC-MONEY is used when there is tax information to be entered in your tax data file that is NOT part of a checking account transaction. On selection, you will see a form similar to that which is used for entering Bank Deposits/Withdrawals. Tax Codes may be displayed on the screen by pressing the F1 key. Fill in each blank and answer the "OKAY?" question with a "Y" when you have correctly filled the blanks. SELECTION 5 - DISPLAY/PRINT/CORRECT TAX DATA The selection of this Menu Item, causes the next menu to be displayed: ---------------------------------------------------------------------- P C - M O N E Y Vers 89 DISPLAY/PRINT TAX DATA 1 - Entire Tax File 2 - By Tax Codes 3 - By Payee/Payer 4 - By Purpose 5 - Return to Bank/Tax Menu All of these display functions work in essentially the same way. First you are asked if you wish to print. If you choose to display, twenty lines of data are displayed, after which you may quit by enter- ing the letter "Q", or continue by pressing the <SPACE BAR>. When you have quit or all the records have been displayed, you are asked if there are any corrections to be made. If you do have corrections to make in the displayed data, answer with a "Y" and then identify the number of the line to be corrected. Corrections are made on the same form as was used for Tax Infor- mation Entry. You may skip any items on the form that are already correct, and type over any items you wish to change. SELECTION 6 - RETURN TO MAIN MENU This selection takes you back to the beginning, the MAIN MENU. P C - M O N E Y O P E R A T I O N S M A N U A L page 11 MAIN MENU SELECTION #2 - FEDERAL INCOME TAX ESTIMATING This section of PC-MONEY is designed to assist the user in consolidating and estimating federal income taxes. Output from the computer, which includes a summary report and an optional detailed report can be either displayed on the screen or printed. Details include schedules A and B line items. Schedules C and D details are included to the extent such items are described in previously developed (by PC-MONEY) tax files. NOTE: There is NO guarantee that the figures produced by this estimator are accurate enough to use directly on your income tax forms. You must double-check them independantly before submitting to the IRS. Tax data can be entered in several different ways: 1. From a tax file developed by the PC-MONEY program. 2. From a PC-MONEY tax file , augmented from the keyboard. 3. Entered from the keyboard. 4. From a previously-saved file which was developed by any of the above. Recalculations using changed data can be rapidly made so that the user can see the effects of various actions that might be taken to change tax liabilities. The first screen displayed is a brief description of INCTAX, fol- lowed by the question "Do you want to proceed with this program (Y or N)? ". If you answer with any letter other than a "Y" (or a "y"), the program will go back to the MAIN MENU. Normally, you will answer with a "Y" and INCTAX will ask for some initial information as follows: ---------------------------------------------------------------------- INITIAL DATA INPUT Name of Taxpayer(s) _______________________________ Date of estimation (M/D/Y) ____________ Type of Return (1-5) __ Nmbr of over 65 and or Blind Deductions__ Number of Exemptions __ Data Source (K=Kybd, P=PC-MONEY,S=Saved) __ TYPE OF RETURNS 1 = Single 2 = Married, Joint Return 3 = Married, Separate Returns 4 = Unmarried Head of Household 5 = Qualifying Widow(er) ---------------------------------------------------------------------- P C - M O N E Y O P E R A T I O N S M A N U A L page 12 Each of these questions should be answered. If you leave the Date of estimation blank, the current date will be used. If you leave the number of deductions and number of exemptions blank, 0 will be used. You MUSt fill in the Type of Return and the Data Sourceh. If you indicate that the Data Source will be the keyboard, you will immediately see the TAX DATA INPUT screen as shown below. If you indicate that the source is a saved file, you will then be asked for the name of that file. If the file is found, the program calculates the tax and shows the Summary screen as shown below. If the file is not found, the cursor returns to the INITIAL DATA INPUT form above so that you can either try again with another file name, or change the data source field. If you indicated PC-MONEY as the Data Source you will be queried as follows: ---------------------------------------------------------------------- Note: if your tax file was developed via the PC-MONEY program, your tax file will be named TAXESxx.DTA, where xx represents the year. Enter the YEAR of the file (e.g. 89) <ENTER> ---------------------------------------------------------------------- (Note: a practice file named TAXES83.DTA is on your original diskette. If you wish to use it for practice, type 83<ENTER> here. Enter only the last two digits of the year. If the tax file is not found on the designated data disk drive, an error message will appear which allows you to either try again with a different year designator or go back to the MAIN MENU and change the drive designator. After the tax file is found you will next see a message that says: ---------------------------------------------------------------------- If you have used the PC-MONEY Home Business Accounting Section, your home business (Schedule C) data is in a disk file. Do you have such a file? ---------------------------------------------------------------------- If your answer is yes (Y), you then will be asked: What is the name of your data file? <ENTER> If the file whose name you input is not found, you will be given the opportunity (after a "File Not Found" error message) to either try again or to quit trying to identify such a file. Note: the practice file furnished with PC-MONEY is named SMITH83. Next you will see on the screen this message: "NOW ANALYZING DATA IN DISK FILE....." P C - M O N E Y O P E R A T I O N S M A N U A L page 13 While this message is displayed, the computer is going through your tax file and combining all entries with the same Tax Code. In other words, all entries with Tax Code #1, will be added up under "Wages, Salaries, Tips, etc.", all entries for Tax Code #30 will be totaled for "Home Mortgage Interest", and so on throughout the 40 Tax Codes. Furthermore, certain entries will be sub-divided for purposes of displaying or printing details for your income tax form. Entries that will be sub-divided (by Payee/Payer) are: Tax Code Tax Item 2 Interest Income 3 Dividends 25 Other Medical Expenses 29 Other Deductible Taxes 32 Other Interest Paid 38 Other Miscellaneous Deductions When all items have been analyzed and summed up, the screen will clear and the computer will then display each item and its total as follows: ---------------------------------------------------------------------- TAX DATA INPUT Wages, Salaries, Tips, etc. 18000.00 As each item is displayed, enter any additions <ENTER> ---------------------------------------------------------------------- Each total is displayed near the center of the screen. If you wish to add to the amount displayed, type the amount of the addition, followed by the <ENTER> key. If the displayed total is correct, just press the <ENTER> key. The new total will then be displayed in the far right column and the next tax item will then appear: 18000.00 Interest Income NOW ACCOUNT 334.09 CREDIT UNION 434.64 34.50 MUTUAL LIFE INS 172.77 Interest Income 976.00 976.00 The above is example of the display of an "expanded" Tax Code item. As each of the individual lines are displayed, the computer pauses and waits for any additions you may wish to make. One of these is shown in the CREDIT UNION line above, where 34.50 was added to the displayed total. If the total shown is acceptable as is, press the <ENTER> key. At the end of the expanded list, the total for the tax code item is shown in the column near the center of the screen. Here, too, you may make any corrections or you may accept the total with the <ENTER> key. The accepted total is then shown at the right and the next Tax Code item is displayed. P C - M O N E Y O P E R A T I O N S M A N U A L page 14 If there are no line items in your tax file for one of the expan- sion items, it will be displayed as follows: Dividends Dividends 0.00 After some items, an additional question will be asked IF the amount for the item is not zero. These items, and the questions are as follows: Other Pensions/Annuities-Total Taxable amount of Other Pensions? <ENTER> Social Security Benefits Taxable amount of Social Security Benefits? <ENTER> Note: If you make an error and have passed the point of correcting it, do not despair, you will be able to correct any Tax item amount after the first estimation. The order of display of the items follows, in general, the order of form 1040--Name, Filing Status, Exemptions, Income, Adjustments to income, Deductions, Credits and Other Taxes. Payments (Withholding and Estimated payments) are between Adjustments to Income and Deduc- tions. Deductions entered via the PC-MONEY program will be preceded by negative signs since they represent withdrawals from your account. To increase them, precede your amount with a negative sign. (For example, if Prescription Medicine, Drugs shows -300 and you want to add $150, you should enter it as -150. Capital Gains and Business Income (Sked C) can be either gains or losses by preceding the amounts with a negative sign if they are losses. P C - M O N E Y O P E R A T I O N S M A N U A L page 15 The Estimation When you have finished the last Tax item (Other Taxes), INCTAX will rapidly estimate your Federal Income tax and present a summary on the screen in the following format: ---------------------------------------------------------------------- Summary for (NAME) (DATE) Adjusted Gross Income-- (AMOUNT) Deductions-- " Adj Gr Income less Deductions-- " $1950 times Number Dependents-- " Taxable Income-- " Computed Tax-- (AMOUNT) Tax Credits-- " Tax less Credits-- " Other Taxes-- " Total Tax-- " Federal Tax Withheld-- (AMOUNT) Estimated Taxes Paid-- " Tax Overpaid-- (AMOUNT) (or Tax Owed-- " ) Do you want to change any data and re-estimate? (Y or N) ---------------------------------------------------------------------- Here you have the opportunity to change any of the previously entered amounts and have the program re-estimate your tax. If you wish to do this, answer with a "Y". You will then see two successive "forms" on the screen. The first will contain items 1-20 of the list below and the second will have items 21 to 40 on it. 1 Wages, Salaries, Tips, etc. 21 Federal Taxes Withheld 2 Interest Income 22 Estimated Federal Taxes Pd 3 Dividends 23 Prescription Medicine, Drugs 4 Refunds of State Income Taxes 24 Doctors,Dentists,Ins.Premium 5 Alimony Received 25 Other Medical 6 Business Income or (loss) 26 State & Local Income Taxes 7 Short Term Cap Gains (Sked D) 27 Real Estate Taxes 8 Long Term Cap Gains (Sked D) 28 9 Capital Gains Distributions 29 Other Taxes (Pers.Property) 10 Taxable Pensions/IRA/Annuity 30 Home Mortgage Interest 11 Other Pensions/Annuities-Taxbl 31 Charge Account Interest Expn 12 Rents, Royalties, etc (Sked E) 32 Other Interest Paid 13 Unemployment Compensation- 33 Cash Contributions 14 Social Security Benefits 34 Other than cash Contribution 15 Other Income 35 Casualty or Theft Losses 16 Moving Expense (3303) 36 Union & Professional Dues 17 Employee Bus. Expenses (2106) 37 Tax Return Preparation Fee 18 IRA Deduction 38 Other Miscellaneous Deduction 19 Keogh Payments 39 Tax Credits (Energy, etc.) 20 Alimony Paid 40 Other Taxes (Self-employment) P C - M O N E Y O P E R A T I O N S M A N U A L page 16 Make all the changes you wish to make on these forms. Use the Escape key and answer All OKAY? with a Y when you finish each form. NOTE: changes are NOT additive as they were on the preliminary input. In other words, to change an item from say, 1000 to 1200, enter 1200 (not 200 as before). After all changes are made, your taxes will be rapidly re-estimated and the summary screen will reappear. This data change and re-estimation may be done as many times as you wish. When you have the data adjusted to your satisfaction, an- swer the question at the bottom of the summary with an N and then you will be asked if you wish to print the summary. After making this choice, you are asked if you want to save this data. This is your opportunity to save a file on your diskette that represents all of the input and the latest changes you have made to your tax data. It is NOT the same as the tax file developed by the Bank and Tax Management section, but a total of each of the 40 tax items. If you wish to save it, you are then asked to enter a file name. Enter one to eight letters or numerals. These will be used by the program to form a file with the extension .TAX. (If you enter JACK89, for example, the file on the diskette will be named JACK89.TAX). Next you are queried as to whether or not you want to display/print the details. This is usually done only when you are ready to prepare form 1040 for submission, but of course, may be done at any time. You may either just look at the details on the screen or you may print them by selecting the proper answer at the next (Do you want to Print?) question. After displaying (or printing, if you so chose) the information which normally appears on the basic Form 1040, you are then asked in succession if you wish to display/print schedules A and B. Note that if you have changed any amounts for items such as Interest or Dividend Income, the TOTAL amount will appear in your detailed display, but if you changed individual lines in the expanded lists, they will NOT appear opposite those line items. You will have to make note of these and adjust them accordingly. Schedules C and D can be displayed or printed if your Tax input was obtained from a PC-MONEY home business accounting file and a tax file. P C - M O N E Y O P E R A T I O N S M A N U A L page 17 MAIN MENU SELECTION #3 - HOME BUSINESS ACCOUNTING This section of the program is for maintaining financial records of a home (small) business. It accepts data via single entries (debit and credit accounts are both identified when a transaction is entered). These entries are made via a simple "form" that appears on the computer screen. Help screens are available throughout. Business data can be displayed or printed in a number of ways, including income statements, balance sheets, and ledger reports. There are 39 "accounts" to which items can be credited/debited. These are designed to assist in preparation of Federal Income Tax Schedule C. Five of these income accounts and 18 of the expense accounts can be named to fit your particular business needs. Data developed by this section can be read and consolidated by the INCOME TAX ESTIMATING section of PC-MONEY. When you first select this section, the following screen appears: ---------------------------------------------------------------------- H O M E B U S I N E S S A C C O U N T I N G This is an accounting program for "home" (small) businesses. It has facilities for keeping a general journal, displaying and printing income statements, balance sheets, journals and ledgers. Enter the name of your account file below. Use Q to quit. The Name of your account file? <ENTER> ---------------------------------------------------------------------- Enter the name of your account file, and press the ENTER key. You may keep records on as many businesses as you wish by giving their account files different names. (Note: the practice Home Business data furnished with PC-MONEY is named SMITH83.) It is suggested that you include the year in the file name, to facilitate keeping records straight in future years. Names can be up to 8 characters long. If this is the first time you are starting an account file, or if you make an error when entering the account file name you will see this message: ---------------------------------------------------------------------- Account File and/or Project File not found on disk: A:\ [or whatever disk you've identified] PRESS ANY KEY TO CONTINUE ---------------------------------------------------------------------- (Note: if disk or directory in error, Quit & return to Program Initialization in Main Menu.) Rename File, Create new file, or Quit (R C or Q)? ---------------------------------------------------------------------- P C - M O N E Y O P E R A T I O N S M A N U A L page 18 Reply with R, C or Q. Use R if you made an error in naming the file the first time, C to create a new file with the name you gave, or Q if you want to quit or go back to the PC-MONEY MAIN MENU. Creation of new Home Business Data Files. If you chose C - Create new file, you will next see a form that looks like this (for this example, we assume you named your account SMITH89): ---------------------------------------------------------------------- CREATING NEW ACCOUNT FILE SMITH89 Project Name or ID OVERHEAD____________ Client Name_________________ Address _____________________________City_____________________________ State __ ZIP ________________ NOTE: This is your OVERHEAD "project". You should use the Client Name and address space to record your own company name and ad- dress. ---------------------------------------------------------------------- As stated in the above NOTE on the screen, you should use this "project" form (more on "projects" later in these instructions) to record YOUR business name and address. The "project" is automatically named OVERHEAD. Next you will see a screen like this: ---------------------------------------------------------------------- Starting Balances SMITH89 ACCOUNT Cash ______ Receivables ________ Inventory ________ Equipment _____ Investments ________ Miscellaneous Assets ________ Payables ________ Notes ________ Long Term Payables ________ NOTE: Enter 0 if starting balance is 0. ---------------------------------------------------------------------- This form gives you the opportunity to establish any starting as- set or liability amounts for the period of this record. Note: once these are entered, they can be corrected by display- ing any of the Journal entries and when the "Any Corrections <Y or N>" question has been answered affirmatively, selecting Journal Transac- tion number 0 to be corrected. P C - M O N E Y O P E R A T I O N S M A N U A L page 19 After your data files have been successfully found or newly cre- ated, the screen will clear and you will see the primary HOME BUSINESS ACCOUNTING MENU: ---------------------------------------------------------------------- P C - M O N E Y Vers 89 H O M E B U S I N E S S A C C O U N T I N G ==> 1 MAKE JOURNAL ENTRIES 2 DISPLAY/PRINT JOURNAL 3 DISPLAY/PRINT GENERAL LEDGER 4 DISPLAY/PRINT INCOME STATEMENT 5 DISPLAY/PRINT BALANCE SHEET 6 PRINT BILLS/STATEMENTS 7 MANAGE PROJECTS & ACCOUNT CODES 8 RETURN TO MAIN MENU ---------------------------------------------------------------------- Each of the MENU elements will be explained in detail below. But first, a word about the data files that are created and maintained by this part of the program. There are two files are used each time you invoke HOME BUSINESS. One has the extension ".AC8" and the other the extension ".PR8". These files will contain your transaction activity and the names of your projects. "Projects" in this program are individual "cost centers" or individual "divisions" of your work. Project 0 is automatically assigned to "Overhead". You may assign (or not if you so choose) project names to as many consecutive numbers as you wish. This is done by selecting MENU item 7 - MANAGE PROJECTS & ACCOUNT CODES (described later). MENU SELECTION #1 - MAKE JOURNAL ENTRIES MENU item #1 is selected to make journal, or transaction entries. This is the heart of your bookkeeping system--when amounts, credit and debit account numbers and project numbers are identified. The form that is used is as follows: ---------------------------------------------------------------------- J O U R N A L E N T R Y # 44 Date _____ Amount _______ Debit Account # __ Credit Account # __ Project ___ Reference __________ Payee/Payer ____________________ Remarks ________________________________________ ---------------------------------------------------------------------- P C - M O N E Y O P E R A T I O N S M A N U A L page 20 The blanks are more or less self-explanatory. Function Key F1 may be used to display a "help screen" that includes all the debit and credit account numbers. Likewise, F2 will display all the projects which you have identified. The Date should be entered in the form MM/DD/YY (M/D/YY is also suitable if the day and/or month are single digit ones). Amounts should not include any commas nor dollar signs (1054.63 and NOT $1,054.63). The "Reference" blank may be used to identify check numbers or charge numbers. MENU #2 - DISPLAY/PRINT JOURNAL Selection of this MENU item (#2) will produce a sub-menu on the screen as follows: ---------------------------------------------------------------------- P C - M O N E Y Vers 89 DISPLAY/PRINT JOURNAL ==> 1 BY PROJECT NUMBER 2 BY TRANSACTION NUMBER 3 BY BEGINNING DATE 4 BY ACCOUNT CODE 5 BY PAYEE 6 RETURN TO HOME BUSINESS MENU ---------------------------------------------------------------------- As you can see, you may select journal entries to display or print in a number of different ways. The different categories are self-explanatory, so we will describe only one, the first one: ---------------------------------------------------------------------- JOURNAL DISPLAY--BY PROJECT Which Project Journal do you wish to display? <ENTER> ---------------------------------------------------------------------- Do you want to Print? (Y or N) ---------------------------------------------------------------------- The screens above are typical of all of the Journal Display/Print screens. In this case, if we choose Project 1, you would see (as an example) the following report: P C - M O N E Y O P E R A T I O N S M A N U A L page 21 ---------------------------------------------------------------------- J O U R N A L D I S P L A Y No. DATE AMOUNT DB CR PROJ REFERENCE PAYEE /REMARKS 1 2/4/85 400.00 1 11 1 CHECK NOPA QUARTERLY SERVICE FEE 5 3/11/85 20.78 30 1 1 CASH SIR SPEEDY COPY NOPA ROSTER COPIES 10 6/1/85 400.00 1 11 1 CHECK 685 NOPA QUARTERLY SERVICE FEE Any Corrections? (Y or N) ---------------------------------------------------------------------- As you can see, each time you display your journal (or any portion of it), you are given the opportunity to make any corrections necessary. If you want to do this, answer the "Any Corrections?" question with a "Y" and then you will be asked which journal entry you wish to correct. Use one of the numbers in the left hand column. You will then see a form just like the one used for the original entry, except this one will be filled with the existing information for that entry. Make your corrections on the appropriate blank(s) of the form. Reminder: select Journal Entry #0 if you wish to correct your starting balances for this accounting period. When you have finished displaying/printing/correcting your jour- nal, you may return to the HOME BUSINESS MENU by selecting #6 in the DISPLAY/PRINT JOURNAL Menu. The next menu item there is #3: Note that the Journal Display shown above will print each item on a single line if your printer is set up for 132 columns and you have put 132 in the proper space on the INITIALIZATION form. MENU #3 - DISPLAY/PRINT GENERAL LEDGER. Selection results in: ---------------------------------------------------------------------- L E D G E R D I S P L A Y Which Ledger (Acct Code) do you wish? (A=All) <ENTER> ---------------------------------------------------------------------- (Note, if All is selected, only those items which have a balance will be displayed or printed. In other words, if the amount in an account equals zero it will not be displayed or printed). P C - M O N E Y O P E R A T I O N S M A N U A L page 22 If for example, Account Code 30 is entered, the following would be a sample display: ---------------------------------------------------------------------- Office Expense (30) LEDGER JOURN DATE DEBIT CREDIT ACCT PAYEE/PAYER R E M A R K S 5 3/11/85 20.78 1 SIR SPEEDY COPY CTR NOPA ROSTER 9 4/4/85 0.56 1 US POSTAL SERVICE MAILED DISK 14 6/15/85 70.51 1 ACTION COPY CENTER NOPA ROSTER 35 10/4/85 29.12 1 AMER. SPEEDY PRINT NOPA ROSTER 41 11/29/85 18.80 1 U.S. Postal Service Stamps TOTALS 139.77 0.00 ---------------------------------------------------------------------- Note that amounts debited or credited to the selected account, will be listed in the proper column and totaled. The number under the "ACCT" column indicates the account which each item is credited if this is a debit or debited if this is a credit. MENU #4 - DISPLAY/PRINT INCOME STATEMENT A series of questions is asked prior to displaying/printing an Income Statement: ---------------------------------------------------------------------- I N C O M E S T A T E M E N T What is date (M/D/Y) period begins? (<ENTER> = 1/1/CY) What is date (M/D/Y) period ends? (<ENTER> = 12/31/CY) Include Overhead and all Projects? (Y or N) Which Project? <ENTER> Do you want to Print? (Y or N) ---------------------------------------------------------------------- Note that, if you want the Income Statement for the whole (current) year, the first two questions may be answered by pressing the ENTER key, otherwise you must enter the appropriate dates. If the third question is answered affirmatively, then the "Which Project?" question is omitted. P C - M O N E Y O P E R A T I O N S M A N U A L page 23 Here's the format of the Income Statement: ---------------------------------------------------------------------- INCOME STATEMENT 1/1/89 to 12/31/89 Service Fees 3375.06 Royalties 1000.00 Net Sales 2500.00 TOTAL INCOME: 6875.06 Advertising 17.10 Depreciation 5047.40 Dues & Publications 301.95 Freight 35.00 Insurance 60.00 Office Expense 139.77 Supplies 477.21 Taxes 180.06 Travel & Entertainment 3.80 Utilities & Telephone 4.28 Other Expenses 5.00 TOTAL EXPENSES: 6271.57 TOTAL NET: 603.49 ---------------------------------------------------------------------- MENU #5 - .c.::DISPLAY/PRINT BALANCE SHEET. When this MENU item is selected, the following appears: ---------------------------------------------------------------------- B A L A N C E S H E E T What is date (M/D/Y) period ends? (<ENTER> = 12/31/CY) Do you want to Print? (Y or N) ---------------------------------------------------------------------- Note that December 31 of the current year can be indicated by pressing the ENTER key without entering a date. Then the question re printing should be answered with a Y or an N. Here is the form of the Balance Sheet: P C - M O N E Y O P E R A T I O N S M A N U A L page 24 ---------------------------------------------------------------------- BALANCE SHEET as of 12/31/89 Cash 603.49 Receivables 0.00 Inventory 0.00 Total Current Assets 603.49 Equipment 0.00 Investments 0.00 Miscellaneous Assets 0.00 Total Long Term Assets 0.00 TOTAL ASSETS 603.49 ------------------------------------------------------- Payables 0.00 Notes 0.00 Total Current Liabilities 0.00 Long Term Payables 0.00 Total Long Term Liabilities 0.00 Proprietor 603.49 Total Equity 603.49 TOTAL LIABILITIES & EQUITY 603.49 ---------------------------------------------------------------------- MENU #6 - PRINT BILLS/STATEMENTS. This item on the MENU is used to print bills and/or statements which can be sent to clients listed in your Project file. It does not calculate the amount of the bill from your journal, but asks you to itemize each item that should appear on the bill. It then totals these items. Bill printing and statement printing is designed around blank forms that are obtainable from stationers. Little is pre- printed on these forms other than an outline as to where each item goes. It is suggested that you experiment with this on plain paper. In fact, plain paper, with very little addition, can be used for your bills. Note that the clients' name and address appear in position so that window envelopes can be used for mailing. Here are the questions you must answer prior to printing: P C - M O N E Y O P E R A T I O N S M A N U A L page 25 ---------------------------------------------------------------------- B I L L P R I N T I N G For which Project do you wish to print a bill? <ENTER> Date of Statement? (M/D/Y) <ENTER> = current date. Statement Number? <ENTER> How many items on Statement? (1 to 9) <ENTER> Date of Item # 1 (M/D/Y) Description of Item # 1: | | Amount of Item # 1: ---------------------------------------------------------------------- (Note: the last three questions are repeated as many times as you have items for the statement/bill. The vertical marks after "Description of Item # " are to indicate to you where the lines to be printed will end, so that you can make sure a space appears here rather than splitting a word in two. Type the whole description be- fore pressing <ENTER>). MENU #7 -MANAGE PROJECTS & ACCOUNT CODES. When this MENU item is selected, the following MENU is shown: ---------------------------------------------------------------------- MANAGE PROJECTS & ACCOUNT CODES 1 - START A NEW PROJECT 2 - MODIFY EXISTING PROJECT 3 - MODIFY ACCOUNT CODES 4 - RETURN TO HOME BUSINESS MENU ---------------------------------------------------------------------- P C - M O N E Y O P E R A T I O N S M A N U A L page 26 If you choose to Modify an existing project description, you will next be asked for the project number. After that OR if you want to start a new project you will see the form below: ---------------------------------------------------------------------- Project Name or ID ________________________ Client Name __________________ Address _________________________ City _________________________ State __ ZIP ________________ Date Started (M/D/Y) ________ Date Ended (M/D/Y) ________ Status (C=Current, P=Pending, F=Finished) __ ---------------------------------------------------------------------- If you are modifying an existing project, this form will be filled with the existing information. You may change any field you wish to change. For a new project, fill all the fields you wish. 3 - MODIFY ACCOUNT CODES This section makes it possible for you to set up your income account codes and 18 of your expense account codes to meet the requirements of your business. It is not, however, necessary to change any of these if you wish to accept the codes that are built-in the program. On selection of this menu item, the Income codes are first displayed on a "form". These will be filled with the built-in account names, so just type over those you wish to change. The second screen displays the 18 expense accounts whose names may be similarly altered to suit your needs. Menu Item #4 in the MANAGE PROJECTS & ACCOUNT CODES Menu will return you to the HOME BUSINESS ACCOUNTING Menu and Menu item #8 there will return to the Main Menu of PC-MONEY. HINTS AND KINKS No matter how hard one tries, there are bound to be glitches when someone else runs a computer program. We don't know of any in PC- MONEY, but they'll be found by you, the user. Let us know, so we can continue to improve the program. Some things you might run into and what to do about them: If, when starting to enter withdrawals or deposits in your bank account, the message you receive shows an incorrect balance, you may correct this balance by selecting (after you've finished entering the transaction) one of the "Display Bank Account" selections and then correcting record number 0. Record 0 does not display on the screen, but it is used to store the current balance and can be brought up on the screen for purposes of correcting it. P C - M O N E Y O P E R A T I O N S M A N U A L page 27 If you should get a "Disk Not ready" message, you may have the wrong disk designated in your Initialization form. Check it to make sure its a valid disk drive. Other possibilities: you may have failed to put a diskette in the drive, or the drive door may be open, or the diskette may be "Write-protected". We hope you don't see an "I/O Error" message, but if you do, just start PC-MONEY again. Look at your display (Bank or Tax, whichever you were working on) and make sure all the recent data you entered is in the file. If not, re-enter it. Users of previous versions of PC-MONEY: Data files developed with version 88 of PC-MONEY do NOT have to be converted, however if you wish to use data developed with earlier versions, several files must be converted to work with PC-MONEY version 89. Use the program on the distribution diskette called PC-CONV8. Run it by typing PC-CONV8<ENTER> at the DOS prompt and then follow instructions. It converts, for example, BANK188.DTA to BANK188.DT8 SMITH88.PRO to SMITH88.PR8 SMITH88.ACT to SMITH88.AC8 The file TAXESXX.DAT does not need to be converted as it will work with old and new versions of PC-MONEY. GOOD LUCK!