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P C M O N E Y O P E R A T I O N S M A N U A L Copyright 1991 Keith Consulting TABLE OF CONTENTS PAGE CHAPTER 1 - INTRODUCTION...................................1 GENERAL DESCRIPTION....................................1 Registration...........................................1 Disclaimer.............................................1 GETTING STARTED........................................1 What You Need......................................1 Installing the Program on an Operating Disk........2 Fixed Disk Preparation.............................2 Floppy Disk Preparation............................2 Starting the Program the First Time................2 Subsequent Starts..................................3 Stopping the Program...............................3 PROGRAM OPERATION......................................3 General............................................3 Menus..............................................3 Mouse use..........................................3 Expert System......................................3 Forms..............................................4 Help Screens.......................................4 Organization of this Manual............................4 CHAPTER 2 - PROGRAM INITIALIZATION (Main Menu #6)..........5 General................................................5 Operation..............................................5 CHAPTER 3 - BANK ACCOUNT & TAX MANAGEMENT (Main Menu #1)..6 General................................................6 Operation..............................................6 Enter Deposits/Withdrawals.........................6 Display/Print Bank Data............................7 Balance Bank Account...............................7 Enter Tax Information..............................8 Display/Print Tax Data.............................8 Return to Main Menu................................8 CHAPTER 4 - FEDERAL INCOME TAX CONSOLIDATING/ESTIMATING...9 General................................................9 Operation..............................................9 INITIAL INCOME TAX FORM............................9 TAX RATE SCHEDULES................................10 Tax Data Input....................................10 CHAPTER 5 - HOME BUSINESS ACCOUNTING (Main Menu #3).......13 General...............................................13 Operation.............................................13 Make Journal Entries..............................14 Display/Print Journal.............................15 Journal Display--By Project...................15 Display/Print Income Statement....................16 Display/Print Balance Sheet.......................17 Print Bills/Statements............................18 Manage Projects & Account Codes...................19 Modify Account Codes..........................20 TABLE OF CONTENTS, Continued PAGE CHAPTER 6 - BOND PORTFOLIO MANAGEMENT (Main Menu #4)......21 General...............................................21 Operation.............................................21 Current Valuation.................................21 Portfolio Update..................................23 Schedule of Interest..............................24 Print List of Bonds/Funds.........................24 Annual Return Bonds/Funds by Tax Status...........24 CHAPTER 7 - STOCK PORTFOLIO MANAGEMENT (Main Menu #5).....25 General...............................................25 Operation.............................................25 Current Valuation.................................25 Portfolio Update..................................26 Appendix A - HINTS AND KINKS..............................28 Appendix B. - PCMONEY FILES...............................29 Page 1 CHAPTER 1 - INTRODUCTION GENERAL DESCRIPTION PCMONEY is a program designed to maintain personal, family, and small business financial and tax records. It includes a section that keeps busi- ness records for a home business, and one that consolidates tax information from personal and home business tax records and then estimates federal in- come tax liabilities. It also includes sections to maintain and evaluate stock, bond and money fund portfolios. PCMONEY is written in QuickBASIC (A product of The Microsoft Corpora- tion) for IBM-PC and compatible computers with DOS 2.0 or later Disk Oper- ating Systems. At least 512K of memory and one disk drive are required, al- though it will be more convenient if two drives are available. Registration PCMONEY is distributed as a User-Supported, or Shareware, 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, 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 en- couraged. 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 responsibility 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! 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. GETTING STARTED What You Need An IBM PC/XT/AT or PS/2 with 512K 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 high density disk drive or a fixed disk drive. The pro- gram can be installed from a double density drive to a fixed drive or to a high density drive. A diskette containing the PCMONEY 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). Page 2 Installing the Program on an Operating Disk Your original diskette is a double density diskette which has a packed version of all the program elements on it. It cannot be used as the "Operating Disk". If you have a fixed drive, you should install the pro- gram on it. If not, an operating disk should be made for your use on a high density (1.2 MB or 1.4 MB) floppy disk drive. Fixed Disk Preparation Create a suitable sub-directory on your fixed disk, for example, FINANCES. From the root directory, the command MD FINANCES<ENTER> should be entered. If you wish to keep your data in a different directory, create this sub-directory at this time also. Put the original diskette in drive A or drive B, make that disk "active" (e.g. by typing A:<ENTER>) and use the command INSTALL C:\FINANCES<ENTER> (assuming your fixed disk is drive C and you have created a sub-directory named FINANCES.) Floppy Disk Preparation Use the command INSTALL B:<ENTER> to copy the original diskette to an operating diskette. This latter diskette must have been previously format- ted before copying the program material onto it. Starting the Program the First Time Start your computer from your fixed disk or with a floppy diskette containing your Disk Operating System (DOS) in your normal way. It is im- portant that you have the correct date in your machine, especially the cur- rent year, so if you are asked the question "Date?", be sure you answer it correctly! Place the operating diskette in a disk drive or with a fixed disk, make "active" the sub-directory to which you copied the program and type PCMONEY <ENTER>. (Note: the <ENTER> key may be marked "RETURN" on your keyboard.) The first thing you should see on your screen is a "box" sur- rounding the program name and how and where to make contributions. The question at the bottom of the screen asks "What disk drive are the data files on. If you want to start your own files at this point, designate the place where you WANT to store your files. If you want to store your data in the same sub-directory, or on the same diskette as the PCMONEY program itself, just indicate this by pressing the <ENTER> key. NOTE: some data files for training/experimenting purposes are normally in- cluded with distribution copies of PCMONEY. If you have a complete copy of distribution diskette, then these training data files are located in the same directory (on the same diskette) as your operating program and can be accessed by pressing the <ENTER> key at this point. If there is not a file on your program diskette by the name of "PCMONEY.INI", the screen will next inform you that the initialization data is missing and will ask you if you want to start a new file. Since we are getting started, answer with Y (for "Yes"). 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, and the last three 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, indicate that you have only one bank ac- count in the first item. You may move the cursor between fields by press- ing the <ENTER> key or between lines by pressing the up or down arrow keys. If you need help working with this form, see the paragraph on forms in the Program Operation section later in this manual. Page 3 If you know you have a graphics or color display adapter in your com- puter and you are using a monographic (non-color) video display unit, go down to the "Color Monitor? form item and enter N. If you don't know, don't worry about it. The only effect will be that your HELP screens will have a bad background "color". Fill in the last two fields with the number of lines on a page and the width (number of columns) you normally use on your printer. These are usually 66 and 80, respectively. Press the F5 key to accept the entries that you have made. Subsequent Starts Now that you have the initialization data on your diskette, each time you start PCMONEY, 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 PCMONEY 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 PCMONEY <ENTER>. You should be off and running! Stopping the Program Normally the program is exited by selecting MAIN MENU selection "7 - QUIT". You may leave after any question in the program by answering with <CTRL><BREAK>, but you may lose data you've recently entered if you do this, so it's not advised! PROGRAM OPERATION General The operation of PCMONEY 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 from the keyboard--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. Mouse use If you have a Microsoft-compatible mouse installed on your computer, a number of operations can be performed with it. Questions at the bottom of the screen which require one of a few predetermined answers such as Y or N for Yes or No can be answered by clicking the left button of the mouse on the desired answer. Menu items can also be selected with a Mouse, if you have one installed on your computer. Move the cursor to the desired item and press the left button. Expert System When the lower right message on the screen displays ESC=EXPERT, you may press the ESC (Escape) key and display the main menu at the top of the screen. Selection of one of these--either by clicking the left button of the mouse or by using the cursor keys and the <ENTER> key will then display a pull-down sub-menu for further selection. By this means, you can go di- rectly to the portion of PCMONEY that you wish to use. Page 4 Forms Forms are used to enter most data, such as 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 spaces 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 num- bers. You may exit the form at any point by pressing the F4 or the F5 key. The F4 key aborts the entire entry and the F5 key accepts your entries. Help Screens Whenever a "Help Screen" is available, it is indicated in the left- hand box at the bottom of the screen. Function Key F1 is used to display a help screen. At some places the F8 key is available to display/select from a screen which identifies a set of codes. "Active" function keys are always identified at the bottom of the screen. ORGANIZATION OF THIS MANUAL The following chapters refer to items on the MAIN MENU of PCMONEY, which is shown below. The first, CHAPTER 2, describes the INITIALIZATION portion of the program. Subsequent chapters describe the MAIN MENU selec- tions in the order they appear on that menu ---------------------------------------------------------------------- M A I N M E N U 1 - BANK ACCOUNT & TAX MANAGEMENT 2 - FEDERAL INCOME TAX ESTIMATING 3 - HOME BUSINESS ACCOUNTING 4 - BOND PORTFOLIO MANAGEMENT 5 - STOCK PORTFOLIO MANAGEMENT 6 - INITIALIZATION 7 - QUIT ---------------------------------------------------------------------- Page 5 CHAPTER 2 - PROGRAM INITIALIZATION General This MAIN MENU selection will normally be used only when first start- ing to use the PCMONEY program and then after a little experience with the program. When Initialization items are entered, they are recorded in a file called PCMONEY.INI and usually do not have to be changed. However, at any time you do need to change any item, select MAIN MENU item 6 and do so. Operation 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 entered only after you've had some experience with PCMONEY and want to streamline your use of it. However, the first, and the last three blanks should be entered prior to your use of PCMONEY. The first blank is for your Number of Bank Ac- counts. The only effect this has on operation of PCMONEY 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 first line and the next three lines may be used to designate a particular Tax Code, called the "command Code" which will auto- matically 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 man- ner, when you enter your net salary deposit in Bank Transactions and iden- tify the Tax Code as Salary, the gross amount of your salary (for tax pur- poses) is entered into the tax data, along with any of the SubCodes you have identified on this INITIALIZATION form. A sample entry: ---------------------------------------------------------------------- Number of Bank Accounts 1 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 43 AND 44 if you so desire. The first 42 codes have been se- lected to perform with the Income Tax Estimating part of the program, so are not changeable, but you may find you wish additional categories. If so, enter them here and on subsequent runnings on PCMONEY they will be listed on the Tax Code Help Screen along with the first 42. 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 "Color Monitor" 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 pro- gram until the next time you start PCMONEY, so if you've made changes that are essential to this running, quit the program (via Main Menu Selection 8 - QUIT) and then restart PCMONEY. 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. Page 6 CHAPTER 3 - BANK ACCOUNT & TAX MANAGEMENT (Main Menu Select #1) General This section of PCMONEY 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. Operation Select MAIN MENU #1 and you will first be asked for the year. The current year will be displayed and can be accepted by just pressing the <ENTER> key. If you want to create new bank and tax files for the current year, press <ENTER> to accept the displayed year. If you wish to use files from a previous year (or the training data, which are dated 1983), just en- ter the last two digits of the desired year. You then will see the follow- ing sub-menu: ---------------------------------------------------------------------- BANK ACCOUNT & TAX MANAGEMENT 1 - Enter Deposits/Withdrawals 2 - Display/Print Bank Data 3 - Balance Bank Statement 4 - Enter Tax Information 5 - Display/Print Tax Data 6 - Return to Main Menu ---------------------------------------------------------------------- If you select one of the Menu selections concerning bank accounts (the first 3) and 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. If the Bank file for the Account Number and the Year you've identified is NOT found on the data disk or sub-directory you designated (at the first PCMONEY screen), you will see a message to that effect on the screen and asked if you wish to create such a file. 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. Enter Deposits/Withdrawals The form for entering Bank transactions now appears. A message ap- pears under the form which tells you where you left off the last time you made an entry to your bank data. It shows the last check number (or states that it was a deposit), its date, and the bank balance at that time. Note that you may correct the balance by pressing the F9 key. When first selecting this Menu selection, the cursor is on the blank for Transaction Type. By default this is a "W" for "Withdrawal" (the majority of transactions seem to be withdrawals!), 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 enter a Budget Code. (This is optional--you may leave it blank if you have not assigned Budget Codes.) The next blank is Page 7 for your check number. If the last entry you made was a withdrawal, the next check number will automatically be entered here. Overwrite it if this is a deposit or the check number is different. If this is a deposit, you will probably wish to just leave it blank. Then enter the date (in the form M/D/Y) and Amount of the withdrawal or the deposit. (Do NOT use com- mas or dollar signs when entering numerals such as Amounts.) If this transaction involves your Federal Income Taxes, enter the ap- propriate Tax Code in the next blank. Tax Codes can be seen on the screen by pressing Function Key F8. Move the cursor to the proper tax code, press the <ENTER> key, and the selected code will be entered on the transaction form. Press the <ESC> key if you do not want a tax code entered by this method. Review your form entry prior to pressing the F5 key. If you de- cide not to enter ANY data, press the F4 key 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.) Display/Print Bank Data The selection of this Menu Item, causes the next menu to be displayed: --------------------------------------------------------------------- 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. After answering any questions such as "Which Status" or "Which Purpose", 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-one lines of data are displayed. Press the space-bar to continue through the list if there are more than 21 lines to be shown. When all the data 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 record to be corrected. Corrections are made on the same form as was used for transaction en- try. Make your correction(s) and press the F5 key to proceed. 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", for "Cleared" vice "O" for "Open". You must first enter the amount of the previous balance. Then each canceled check is listed by number. You may enter groups of consecu- tive 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 Page 8 check, enter a "0" to so indicate. Then you are asked to enter deposits. 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". PCMONEY 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 Display/Correct Bank Data section and search for errors! Enter Tax Information This part of PCMONEY is used when there is tax information to be en- tered in your tax data file that is NOT part of a checking account transac- tion. 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 and selected by pressing the F8 key and then moving the cursor to the desired item. Fill in each blank and press the F5 key when you have correctly filled the blanks. Display/Print Tax Data The selection of this Menu Item, causes the next menu to be displayed: -------------------------------------------------------------------- P C M O N E Y Version XX 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. After identifying just what you want to display or print, you are asked if you wish to print. If you choose to display, twenty-one lines of data are dis- played. Continue by pressing the <SPACE BAR>. When 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 Information Entry. You may skip any items on the form that are already correct, and type over any items you wish to change. Return to Main Menu This selection takes you back to the beginning, the MAIN MENU. Page 9 CHAPTER 4 - FEDERAL INCOME TAX CONSOLIDATING/ESTIMATING (Main Menu Selection #2) General This section of PCMONEY is designed to assist the user in consolidat- ing and, if desired, 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 sched- ules A and B line items. Schedules C details are included to the extent such items are described in previously-developed (by PCMONEY) 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 independently before submitting to the IRS. Tax data can be entered in several different ways: 1. From a tax file developed by the PCMONEY program. 2. From a PCMONEY tax file , augmented from the keyboard. 3. Entered entirely 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. Operation The first screen displayed is a brief description of THIS MODULE, fol- lowed by the question "Do you want the program to estimate your tax? (Y or N)". (Note that you can go back to the MAIN MENU at this point and at most places within PCMONEY by pressing the <ESC> key.) If you answer this ques- tion with an N, the program will consolidate your tax information for you but will not estimate your tax liability. If you answer Y, it will be nec- essary to fill in (or to have previously filled in) a tax schedule for the tax year in question and to fill in the following form: --------------------------------------------------------------------- INITIAL INCOME TAX FORM Name of Taxpayer(s) _______________________________ Tax Year __ Date of estimation (M/D/Y) ____________ Type of Return (1-5) __ Number of over 65 and or Blind Deductions __ Number of Exemptions __ Data Source (K=Kybd, P=PCMONEY,S=Saved) __ TAX RETURN TYPES 1 = Single 2 = Married, Joint Return 3 = Married, Separate Returns 4 = Unmarried Head of Household 5 = Qualifying Widow(er) ---------------------------------------------------------------------- Each of these questions should be answered. If you leave the number of deductions and number of exemptions blank, 0 will be used. You MUST fill in the Tax Year, the Type of Return and the Data Source. The program will next search the current disk/directory for the TAXTABLE file for the Tax Year specified. If found, it will then search that file to make sure you have a table for the Type of Return specified. if the file or the proper table is found, the program proceeds depending on the type of Data Source you specified, otherwise the Tax Table form is dis- played. Page 10 --------------------------------------------------------------------- TAX RATE SCHEDULES Tax Year __ Exemption Amount $ _____ Add'l Ded'n Blind or over 65 _____ Add'l Ded'n if Unmarried _____ Std Ded'n, Single (Type 1) _____ Std Ded'n, Married-Joint (Type 2) _____ Std Ded'n, Mrr'd-Sep (Type 3) _____ Std Ded'n, Head of Hhld(Type 4) _____ Std Ded'n, Widow(er) (Type 5) _____ TAX TABLE for Single But Not Over ________ Tax is $0 Plus % __ But Not Over ________ Tax is $ ________ Plus % __ But Not Over ________ Tax is $ ________ Plus % __ Enter Amount from Worksheet ________ --------------------------------------------------------------------- Information for filling in this form can be found in IRS Publication 1040-ES. You must fill in the Tax Year, Exemption Amount, the Standard de- duction and the TAX TABLE for the desired Return Type. The other blanks are optional but should be filled if they are involved with the Tax Esti- mate which is being performed. In other words, if the taxpayer is over 65 or blind, the Deduction amount should be entered. Tax Data Input If you indicated that the Data Source will be the keyboard, you will next see the TAX DATA INPUT screen as shown below. If you indicated that the source is a saved file, you will 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 PCMONEY as the Data Source you will be queried as follows: --------------------------------------------------------------------- Note: if your tax file was developed via the PCMONEY program, your tax file will be named TAXESxx.DAT, where xx represents the year. Enter the YEAR of the file <ENTER> --------------------------------------------------------------------- (Note: a practice file named TAXES83.DAT 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/directory, an error message will appear which allows you to either try again with a different year designa- tor or go back to the MAIN MENU. After the tax file is found you will next see a message that says: --------------------------------------------------------------------- If you have used the PCMONEY Home Business Accounting Section, your home business (Schedule C) data is in a disk file. Do you have such a file? ---------------------------------------------------------------------- Page 11 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 to iden- tify such a file again or to quit trying (by pressing the <ESC> key). Note: the practice file furnished with PCMONEY is named SMITH83. If your data source is either P (PCMONEY data files) or S (previously- Saved file) the computer next goes through your file and combines all en- tries 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 #34 will be totaled for "Deductible Home Mortgage Interest", and so on throughout the 42 Tax Codes. Furthermore, Interest Income, and Divi- dends entries will be sub-divided for purposes of displaying or printing details for your income tax form. The program next displays the following menu: ---------------------------------------------------------------------- FEDERAL INCOME TAX CONSOLIDATOR / ESTIMATOR 1 - FORM 1040 - INCOME 2 - FORM 1040 - ADJUSTMENTS, PAYMENTS, ETC. 3 - SCHEDULE A - ITEMIZED DEDUCTIONS 4 - SCHEDULE B - INTEREST/DIVIDEND INCOME 5 - ESTIMATE TAX 6 - MODIFY TAX TABLE(S) 7 - RETURN TO MAIN MENU ---------------------------------------------------------------------- Note 1: If you are entering all of your data from the keyboard, the first four items on this menu are used to present the forms for such entry. If you have used PCMONEY data or previously-saved data, these items can be used to change any of your entries prior to making an estimate. Note 2: If you earlier chose NOT to have the program estimate your taxes, this menu omits the ESTIMATE TAX and the MODIFY TAX TABLE(S) options. It substitutes 5 - DISPLAY/PRINT CONSOLIDATION which may be used to display and/or print the data that will be entered on your IRS tax forms. Selection of any of the first four Menu items will display a form for the selected subject. Information obtained from the PCMONEY tax file or from a previously-saved file will be displayed. These figures can be changed if you wish. When finished, press the F5 key to accept the dis- played amounts. Select Menu item 5 to estimate your tax (if that option was previously selected) or to show or print your data. 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 repre- sents 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 42 tax items. If you wish to save it, you are then asked to enter a file name. Enter one to eight Page 12 letters or numerals. These will be used by the program to form a file with the extension .TAX. (If you enter JACK91, for example, the file on the diskette will be named JACK91.TAX). A summary will appear on the screen in the following format: ---------------------------------------------------------------------- SUMMARY OF TAX ESTIMATION Summary for (Taxpayer's Name (Date) Adjusted Gross Income-- (Amount) Deductions-- (Amount) Adj Gross Income less Deductions-- (Amount) $(exempt amt.) times number of Exemptions-- (Amount) * Taxable Income-- (Amount) Computed Tax-- (Amount) * Tax Credits-- (Amount) Tax less Credits-- (Amount) Other Taxes-- Total Tax-- (Amount) (Amount) * Federal Tax Withheld (Amount) Estimated Taxes Paid (Amount) Other Payments-- Total Paid-- (Amount) (Amount) TAX OVERPAID or TAX OWED (Amount) * Do you wish to print? (Y or N) --------------------------------------------------------------------- Note: items marked * are not included unless you requested a tax estima- tion. Next you are queried as to whether or not you want to see the form 1040 details. 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 wish 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 TO- TAL amount will appear in your detailed display, but the individual lines in the expanded lists will NOT be changed. You will have to make note of these and adjust them accordingly. Schedule C can be displayed or printed if your Tax input was obtained from a PCMONEY home business accounting file and Schedule D can similarly be displayed/printed if your PCMONEY tax file includes short- or long-term schedule D items. Page 13 CHAPTER 5 - HOME BUSINESS ACCOUNTING (Main Menu #3) General This section of the program is for maintaining financial records of a small, unincorporated, 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 dis- played or printed in a number of ways, including income statements, balance sheets, and ledger reports. There are 40 "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 ex- pense accounts can be named to fit your particular business needs. Data developed by this section can be read and consolidated by the INCOME TAX CONSOLIDATING/ESTIMATING section of PCMONEY. Operation When you first select this section, the following question appears: --------------------------------------------------------------------- What is the name of your account file? ---------------------------------------------------------------------- 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 PCMONEY 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: --------------------------------------------------------------------- (FILENAME).ACC File not found PRESS ANY KEY TO CONTINUE ---------------------------------------------------------------------- On pressing a key, the program then asks: Do you want to create a new file? Y or N If you answer NO, the program again asks for the file name of your business file. If you answer YES, a new business file is created on your disk. Note that there are no "Projects" created, so it's a good idea to proceed from here to the Project Management selection of the Menu that next ap- pears. Here you should first enter a project number zero (0), which is as- signed by PCMONEY as your "Overhead" project and which contains your com- pany name and address. This information is used by the program to print bills. Other projects can be added at this time or at any time later that you choose. After your data files have been successfully found or newly created, the screen will clear and you will see the primary HOME BUSINESS ACCOUNTING MENU: Page 14 --------------------------------------------------------------------- P C M O N E Y Vers XX HOME BUSINESS ACCOUNTING 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 Project & 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 ".ACC" and the other the extension ".PRJ". 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). 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 ac- count numbers and project numbers are identified. The form that is used is as follows: ---------------------------------------------------------------------- BUSINESS JOURNAL FORM Date ++++++++ Amount Debit Code # Credit Code # Project Number Reference Payee/Payer Remarks ---------------------------------------------------------------------- The blanks are more or less self-explanatory. Function Key F1 may be used to display a "help screen". When the cursor is on the Debit or Credit Code blank, key F8 displays your Account Codes. They may be selected by moving the cursor to the account code desired and then pressing the <ENTER> key. Likewise, when the Project Number blank is high-lighted, F8 will dis- play all the projects which you have identified. The Date should be en- tered 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 Page 15 signs (1054.63 and NOT $1,054.63). The "Reference" blank may be used to identify check numbers or charge numbers. 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 XX DISPLAY/PRINT JOURNAL 1 - By Project Number 2 - By Transaction Number 3 - By Beginning Date 4 - By Account Code 5 - By Payee/Payer 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 First, you must identify the project you wish to see. Use F8 if you wish to see a list of these projects on the computer screen and choose from this screen. --------------------------------------------------------------------- Which Project? (by number) ---------------------------------------------------------------------- Do you wish 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 exam- ple) the following report: --------------------------------------------------------------------- J O U R N A L D I S P L A Y REC # DATE AMOUNT Db Cr PROJ REF PAYEE(R)/REMARKS 3 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) ---------------------------------------------------------------------- Page 16 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 ap- propriate blank(s) of the form. 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. When you have finished displaying/printing/correcting your journal, you may return to the HOME BUSINESS MENU by selecting #6 in the DIS- PLAY/PRINT JOURNAL Menu. The next menu item there is #3: Menu #3 - Display/Print General Ledger. Selection results in: --------------------------------------------------------------------- Which Account Code Number? (A=All) <ENTER> ---------------------------------------------------------------------- The F8 key may be used to identify/select the desired account number. (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). If for example, Account Code 30 is entered, the following would be a sample display: --------------------------------------------------------------------- Office Expense - # 30 JOURN DATE DEBIT CREDIT ACCT PAYEE OR PAYOR REMARKS 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" col- umn indicates the account which each item is credited if this is a debit or debited if this is a credit. Display/Print Income Statement series of questions is asked prior to displaying/printing an Income Statement: ---------------------------------------------------------------------- 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 wish 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. Page 17 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 140.77 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 ---------------------------------------------------------------------- Display/Print Balance Sheet When this MENU item is selected, the following appears: --------------------------------------------------------------------- What is ending date? 12/31/CY) ---------------------------------------------------------------------- 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: Page 18 -------------------------------------------------------------------- B A L A N C E S H E E T as of 12/31/91 Cash $ 1,234.56 Receivables $ 0.00 Inventory $ 0.00 Total Current Assets $ 1,234.56 Equipment $ 0.00 Investments $ 0.00 Miscellaneous Assets $ 0.00 Total Long Term Assets $ 0.00 TOTAL ASSETS $ 1,234.56 ------------------------------------------------------------ Payables $ 0.00 Notes $ 0.00 Total Current Liabilities $ 0.00 Long Term Payables $ 0.00 Total Long Term Liabilities $ 0.00 Proprietor $ 1,234.56 Total Equity $ 1,234.56 TOTAL LIABILITIES & EQUITY $ 1,234.56 PRESS ANY KEY TO CONTINUE --------------------------------------------------------------------- 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 preprinted 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 po- sition so that window envelopes can be used for mailing. Here are the ques- tions you must answer prior to printing: --------------------------------------------------------------------- B I L L P R I N T I N G Print bill for which Project? Date of Statement? (M/D/Y) <ENTER> Statement Number? <ENTER> How many items on Statement? (1 to 9) <ENTER> --------------------------------------------------------------------- Answer the first question with a project number from your project list (which may be displayed by pressing F8). After the last question a "form" will be displayed as below. The number of Items will depend on your answer to the last question above. Page 19 --------------------------------------------------------------------- Date of Item # 1 Amount Description of Item Date of Item # 2 Amount Description of Item +++++++++++++++++++++ ---------------------------------------------------------------------- On completion of this form, and acceptance (by pressing F5), state- ments are then printed. 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 an Existing Project 3 - Modify Account Codes 4 - Return To Home Business Menu ---------------------------------------------------------------------- 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 ENTRY/MODIFY FORM Project Name ++++++++++++++++++++ Client/Company Name Street Address City State ZIP Code Date Project Started Date Project Finished Status (P=Pending, I=In Progress, C=Completed) ---------------------------------------------------------------------- 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. A Reminder: Project 0 is your Overhead "project" and should contain the name and address of your company. Page 20 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 already in the program. First, you are asked: ---------------------------------------------------------------------- Income or Expense Codes? (N=None) <I, E or N> I or E or N ---------------------------------------------------------------------- Choose whether income account codes or expense account codes are to be modified. The chosen group is then displayed on a "form". The codes cur- rently in the file will appear. Make any changes you wish by just typing over those you wish to change. 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 re- turn to the Main Menu of PCMONEY. Page 21 CHAPTER 6 - BOND PORTFOLIO MANAGEMENT (Main Menu #4) General This section and the STOCK PORTFOLIO MANAGEMENT section of PCMONEY are similar and in some instances can be used interchangeably. One difference is that the Stock Portfolio module calculates a broker commission when cal- culating the net value of a portfolio and the bond module ignores such com- missions. Another difference is that only one bond portfolio is permitted but multiple stock portfolios can be accommodated by the program. Operation On selection of MAIN MENU item 4, the program asks: ---------------------------------------------------------------------- Current Year? Y or N ---------------------------------------------------------------------- This question pertains to the file you wish to open. Bond files are named BONDSXX.DTA, where XX indicates the last two digits of the appropri- ate year. If you answer the above question with an N, you will then be asked: "Which Year?", so that you can identify the proper file. After the file is found, you will see the following Menu: ---------------------------------------------------------------------- MANAGE BOND PORTFOLIO 1 - Current Valuation 2 - Portfolio Update 3 - Schedule of Interest 4 - Print List of Bonds/Funds 5 - Annual Return Bonds/Funds by Tax Status 6 - Zero Annual Dividends/Interest 7 - Return to Main Menu ---------------------------------------------------------------------- Current Valuation When you select this menu item you are asked the question: ---------------------------------------------------------------------- As of date? (M/D/Y) (<ENTER> = yesterday)+ ---------------------------------------------------------------------- Press the <ENTER> key if you intend to enter yesterday's closing prices for you portfolio valuation, otherwise type the date in the form M/D/Y (Month/Day/Year). Then the following question is asked: ---------------------------------------------------------------------- Retrieve recorded prices/dividends? Y or N ---------------------------------------------------------------------- Here you have the opportunity to re-use any data (bond prices and/or interest/dividend receipts) you have previously entered and saved for THIS date. Answer Y if you have such data on file and the program searches a file named BONDPRIC.DAT for the given date. If the data is not found, an error message appears announcing that it wasn't found and the form for filling in the data appears with no values after the names of the bonds. If the data IS found, the form which appears will contain the previously- entered data. Here is the form: Page 22 ---------------------------------------------------------------------- ENTER CURRENT PRICES: 70TH UNIT MUN INV TRUST +++++++ 196TH MUN INV TRUST 215TH UNIT MUN INV TRUST FU SEARS MUN TRUST SR 11 SEARS VA. MUNI MPS 1 SEARS VA. MUNI MPS 4 SEARS VA. MUNI MPS 6 SEARS TEIT INTRM 10 SEARS L.T. MUN INV TR #49 NUVEEN TAX EXEMPT VA 190 SE TX HFC DLT 8.875% 3/95 VA HSG DEV AUTH 6.4% 11/20 VA HSG DEV 12 3/8% 11/13 VA. HDA 8.875% 9/09 ---------------------------------------------------------------------- Enter current prices per bond (or per bond fund) after each named bond and press the F5 key to accept your entries. If you have more than 34 bonds/funds in your portfolio, a second page will appear. After you have entered these prices, another form appears with the title ENTER CURRENT IN- TEREST/DIVIDENDS. Enter total interest or dividends received during the period of this report (usually monthly). Again, if the number of bonds in the portfolio exceeds 34, a second page will appear. After the above data have been entered, a report appears on the screen in the following format: ---------------------------------------------------------------------- BOND PORTFOLIO VALUE AS OF 01/31/91 B O N D OR F U N D QTY COST PRICE VALUE GAIN CURR DIV YEAR %C %V SE TX HFC DLT 8.875% 3/95 S 10 10,000 1,018.75 10,188 187.50 0.00 0.00 8.9 8.7 VA HSG DEV AUTH 6.4% 11/20 N 5 3,745 906.25 4,531 785.80 0.00 0.00 8.5 7.1 VA HSG DEV 12 3/8% 11/13 N 25 27,000 1,075.00 26,875 -125.00 0.00 0.00 11.5 11.5 VA. HDA 8.875% 9/09 N 20 19,750 1,042.50 20,850 1,100.00 0.00 0.00 9.0 8.5 VA HSG DEV AUTH 7.75% 2011 N 20 19,067 1,012.50 20,250 1,182.60 775.00 1,550.00 8.1 7.7 VIRGINIA HDA 9% 2012 N 20 20,000 1,053.75 21,075 1,075.00 900.00 1,800.00 9.0 8.5 VA HDA 8.00% 2038 N 20 20,000 1,006.25 20,125 125.00 800.00 1,600.00 8.0 8.0 VA HDA 7.625 2017 N 20 20,325 1,012.50 20,250 -75.00 762.50 1,525.00 7.5 7.5 PENINSULA PORTS 7.1% 2007 N 10 10,226 987.50 9,875 -350.80 355.00 710.00 6.9 7.2 ------------------------------------------------------------------------ Most of this valuation report is self-explanatory with the following exceptions. The letter after the name of the bond indicates the tax-status of the security. The numbers under the %C column indicate the per cent an- nual return based on the cost and the numbers under the %V are the per cent annual return based on current values. When this report if printed, the last 4 columns are printed on the same line as the first columns if your printer is set up (in the PCMONEY Initialization form) for widths wider than 80. After the report is viewed on the screen, you are given the opportu- nity to go back to the forms where you entered current prices and interest and make corrections. You may wish to do this if you note an error in the report. You are then asked a series of questions: Page 23 Do you want to save this data? Answer Y if you want to save the data in the BONDPRIC file for a subsequent viewing. Do want to print? Answer Yes if you want to print a copy of the re- port as viewed on the screen. Adjust Reinvestment Funds Shares? Answer Y if you have such funds and you want the amount of the interest or dividend to be added to the cost of the security and the number of shares to be adjusted according to the num- ber of units that can be purchased with this amount at the price per share entered. Add dividend/interest to data files? Answer Y to add the current div- idends and interest to the Interest/Dividends this Year totals. Portfolio Update This Menu item should be selected to add securities to your bond port- folio or to change data that has previously been entered. Your portfolio is displayed on the screen with the notation "PRESS 'C' TO CONTINUE, 'Q' TO QUIT C or Q" at the bottom of each screenful. If you continue to the end of your list of bonds, or if you press Q (to quit displaying), you then see the message "Delete, Add, or Change Line? D or A or C or N". If you choose to Delete, Add, or Change a line, you will next be asked which line. On selection, you will be shown the following form with information about your bond or fund: ------------------------------------------------------------------------ BOND/FUND INFORMATION FORM Type (B,F or R) + Tax Status (S,F,Y or N) Nr of Bonds/Shares Name of Security Broker Total Cost Annual Return per unit No. of payments/Year 1st Paymt Mo. each Year Int/Dividends This Year ------------------------------------------------------------------------ Fill in this form with the requested information. Note that B, F, or R in the "Type" field refers to Bond, Fund, or Reinvestment Fund. The last-named can be used to update the cost basis and number of shares of a fund if the proceeds are automatically re-invested in the same fund. The codes S, F, Y or N in the "Tax Status" field refer respectively to State (only) taxable, Federal (only) Taxable, Taxable by Both Federal and State, and Not Taxable by either. The last field will be automatically updated (if you choose to do so) when valuation reports are displayed/printed. Page 24 Schedule of Interest This section displays or prints a monthly schedule of interest for your portfolio. It is dependent upon your having entered in the BOND/FUND INFORMATION FORM the correct Annual Return per unit, No. of payments per year, and the First Payment Month of the year. Here is the format of the report: ------------------------------------------------------------------------ BOND/FUND MONTHS: AS OF (current date) 1 2 3 4 5 6 7 8 9 10 11 12 STATE & FEDERAL TAX EXEMPTS (list of bonds by name) Sub-total: 0 FEDERAL TAX EXEMPTS (list of bonds by name) Sub-Total: 0 MONTHLY TOTALS 0 0 0 0 0 0 0 0 0 0 0 0 GRAND TOTAL: 0 ------------------------------------------------------------------------ Print List of Bonds/Funds This section prints a double-spaced list of bonds and funds in your portfolio with space to enter the current prices and current divi- dends/interest. It is handy for accumulating data for entry into the Cur- rent Valuation Report. Annual Return Bonds/Funds by Tax Status This section is useful at the end of the year if your portfolio in- cludes bonds/funds which are taxable by one jurisdiction and not the other. It separates the federal- and state- taxable items and lists them and a to- tal for each group. 6 - Zero Annual Dividends/Interest This selection is used to start a new year by making the "Interest/Dividends" field of each security equal to zero. Page 25 CHAPTER 7 - STOCK PORTFOLIO MANAGEMENT (Main Menu #5) General This section of PCMONEY is designed to keep records of stocks in as many stock portfolios as you wish and to periodically display or print Val- uation Reports based on current prices. An estimated broker commission is included in the Valuation Report in order to give a truer picture of actual cash values of stocks. Operation When this MAIN MENU item is selected, the following sub-Menu appears: ------------------------------------------------------------------------ MANAGE STOCK PORTFOLIO 1 - Current Valuation 2 - Portfolio Update 3- Return to Main Menu ------------------------------------------------------------------------ Current Valuation The date of the valuation is first requested. If you intend to use the previous day's stock prices, the date can be entered by just pressing the <ENTER> key, otherwise, type the date in the form M/D/Y. The next question pertains to the name of the portfolio which you wish to valuate. You may have as many stock portfolios as your disk will accom- modate. Each portfolio has a file name which you give it when you create the portfolio (with the "Portfolio Update" sub-menu selection). This file name is then appended with the extension ".DTA". For example, if you name your file JACK91, it will actually appear on your disk as JACK.DTA. Do not include the extension when entering the portfolio name from the keyboard. You will next be asked the current margin rate in per cent. If you have no stocks in your portfolio bought on margin, you may just ignore this question by pressing the <ENTER> key. You are then asked if you wish to retrieve data which may have been previously entered (and saved) for the date you have specified. If you have saved such data it will be in a file named with the first four letters of your Portfolio file name plus PRIC.DAT. For example, if your file were named JACK, the prices would be saved in a file named JACKPRIC.DAT. Here is the form that must be filled for the valuation report: ------------------------------------------------------------------------ ENTER CURRENT STOCK DATA Stock: (symbol) Price: +++++++ Div: Number Shares Bought: Stock: (symbol) Price: Div: Number Shares Bought: Stock: (symbol) Price: Div: Number Shares Bought: Stock: (symbol) Price: Div: Number Shares Bought: ------------------------------------------------------------------------ PCMONEY inserts the stock symbol and, if you have retrieved previ- ously-saved data, it inserts that information in the above form. You may omit filling the Dividend field if there was no dividend during the period of this report and omit the Number Shares Bought if this is not a Reinvest- ment fund or stock. After entering the above data, accept it by pressing the F5 key. Page 26 The resulting Valuation Report appears on the screen in this form: ------------------------------------------------------------------------ JACK.DTA PORTFOLIO VALUE as of (date) QTY STK COST MARGIN B PRICE NTVAL GAIN %GAIN %D-I DIVS YRDIVS 18187 AAA 18187 0 D 1.00 18187 0 0.0 8.0 92.69 270.83 27634 CMA 27634 0 M 1.00 27634 0 0.0 8.0 154.37 445.91 200 T 3693 0 M 33.25 6510 2817 76.3 3.7 66.00 132.00 2500 TSY 20174 0 M 9.03 22062 1887 9.4 8.5 0.00 0.00 TOTALS 69689 0 74393 4704 313.06 848.74 ------------------------------------------------------------------------ The %D-I column is the percent of Dividends less the percent that mar- gin costs, as entered earlier. (In this case, 0 was entered, so the column reflects rate of return of the various stocks/funds listed.) The program next asks if you want to make corrections in the input data and if you answer Y, it takes you back to the ENTER CURRENT STOCK DATA form and then re-displays the Valuation Report as above. You are next given the opportunity to save this input data for later retrieval and then you are asked if you wish to print the report. After this, the program asks if you wish to update your portfolio file. If you answer yes, the current dividends will be added to the Year Dividends, and any stocks or funds where you have filled in the "Number Shares Bought" field will be updated with a new Total Cost and Number of Shares (quantity). Portfolio Update This section allows you to change data in your stock portfolio and to create new portfolio files. The number of such files is limited only by your computer's disk space. On selection, you are asked: ------------------------------------------------------------------------ Which Portfolio? (N=None) ------------------------------------------------------------------------ Answer with the name of one of your portfolios, or if creating a new portfolio file, enter the name you wish to use. Names can contain up to eight characters. Your portfolio (if an old one was chosen) is then dis- played on the screen with the following question at the bottom of the screen: ------------------------------------------------------------------------ Delete, Add, Change, or None D or A or C or N ------------------------------------------------------------------------ Page 27 Enter the letter which designates what action you want to take. If you choose Delete, Add, or Change, you will next be asked for the line num- ber--the number that appears in the far left column of the display. (If you are creating a new file, choose A to add, and number 1 as the line to add). If you are Adding or Changing, you will next see the following form: ------------------------------------------------------------------------ STOCK INFORMATION FORM Stock Symbol ++++ Broker ID Number of Shares Annual Dividend per share Amount Borrowed (Margin) Total Amount Paid First Dividend Month Dividend Day of Month Date Stock Bought (M/D/Y) Gross Dividend This Year Type Indicator (M, N, or R) ------------------------------------------------------------------------ The blanks to be filled on this form are generally self-explanatory. The Broker ID is a single character which you can use if you choose, or leave blank. The Type Indicators are M for Money Fund, N for Normal Stock and R for Reinvestment Fund. The Valuation Report section uses the Stock Symbol, Number of Shares, Annual Dividend per share, Amount Borrowed, and Total Amount Paid fields, so these are the most important fields to be filled on this form. Page 28 Appendix A - 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 PCMONEY, but they'll be found by you, the user. Let us know, so we can continue to im- prove 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 ac- count, the message you receive shows an incorrect balance, you may correct this balance by pressing the F9 key and entering the correct figure. If you should get a "Disk Not ready" message, you may have designated the wrong disk or directory when answering the very first PCMONEY question: "What disk drive are the data files on?". If so, exit the program via the MAIN MENU and start over. 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 PCMONEY 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 86 through 89 of PC-MONEY will not work with PCMONEY. If it's too much of a burden to re-enter the data, let us know and we'll see if we can convert your old data for you. GOOD LUCK! Page 29 Appendix B. - PCMONEY FILES PCMONEY.EXE - The main program file. Contains the Bank Management, Tax Management, Home Business, and Initialization sections of PCMONEY. Required for running the other two program modules. PCMONEY2.EXE - Program module that contains the Income Tax Consolidating/ Estimating section of the program. Is run from the Main Menu of PCMONEY. PCMONEY3.EXE - Program module that contains the Stock and Bond sections of PCMONEY. Is run from the Main Menu of PCMONEY. BRUN45.EXE - Microsoft Corp. run-time file. Required for running the above programs. PCMONEY1.HLP - The "Help" messages for PCMONEY.EXE. PCMONEY2.HLP - The "Help" messages for PCMONEY2.EXE and PCMONEY3.EXE. BANK183.DAT - the first bank file for 1983 (the familiarization and train- ing file included with PCMONEY) When you start your own files, they will be given the number you designate ( 1 to 9) and current year (e.g. BANK191.DAT for the first checking account file in 1991.) TAXES83.DAT - the file that contains income tax information. The current year is appended to the word "TAXES". TAXES83 is a training file. SMITH83.ACC, SMITH83.PRJ - Files created by the Home Business section of the program. The first contains the Journal activity, the second contains the list of project names. The name SMITH83 is a home business normally included with PCMONEY for familiarization and training. When you start your own business files, they will be named with the name you select, with the .ACC and .PRJ extensions TAXTABLE.90 - The Tax Table file for 1990. Used with the Income Tax Esti- mating portion of the program. BONDS83. DTA - The bond portfolio file. The current year (or year you des- ignate if the current year isn't wanted) is appended to the word "BONDS" and the DTA extension is added by the program. SMITH83.DTA - A typical name for a Stock Portfolio file. The name preced- ing the DTA extension (which is added by the program) can be any valid DOS file name.