Business Assistant/Business Assistant.iso/acctg/bf018/bkpg.doc

Text File | 1988-02-16 | 25KB | 1,100 lines

                SIMPLIFIED BUSINESS BOOKKEEPING

                                    Copyright 1985 by Donald Paritz

 GENERAL INFORMATION

SIMPLIFIED BUSINESS BOOKKEEPING is a collection of the following

programs:

      EXPENSES - check register type, prints and files checks
                 and maintains totals for each category.

        INCOME - designed for a small retail business using a
                 cash register, but may be adapted to any
                 business.  Maintains totals by category and
                 checks cash income against deposits.

  BANK ACCOUNT - uses totals from expense and income files to
                 balance checking account against bank statement.

       PAYROLL - full featured payroll allowing for deductions
                 consistent with most state and city regulations.
                 Prints checks and stubs, maintains all records
                 and gives monthly report with tax payments due.

      ACCOUNTS - enter all charges, payments, and credits for
    RECEIVABLE   each day.  Maintains files and prints bills at
                 end of month as well as aging statement.

    SUMMARY OF - income from sales, other income, income after
    OPERATIONS   expenses, cash flow.

The minimum hardware configuration for using these programs is

an IBM-PC or compatible computer with 128 K of memory, 2 DS DD

disk drives, and an IBM, Epson or other compatible printer.

A hard disk version is available for $35.00 as described at

the end of this document.

All of these programs are menu driven so that there will rarely

be an occasion to refer to this manual.  The manual should be

read through one time, however, to obtain a general overview

of the operation as well as pitfalls to avoid in data entry,

file handling, disk handling, etc..


In any case IT IS ABSOLUTELY NECESSARY TO READ AND RUN THE START

UP PROCEDURE since the program disk provided is not an operating

disk.
All programs are set to convert answers to capital letters.  This

is necessary since comparative evaluations are made by programs

and these comparisons require capital letters.


Number  input will request numbers as xx.xx,  i.e.  you  will  be

expected to use the decimal point.  This is not necessary in the

case of numbers with trailing zeros, however if you take this

shortcut be sure that you know what you are doing.  Examples:

Entering  77 is the same as 77.00; entering 77.5 is the  same  as

77.50,  but  if you wish to enter 50 cents you must enter .50  or



In most cases when you are prompted for input, pressing the Esc

key will return you to options for that program.  It may then

be necessary to read the files to determine last information

written to files.


It is always necessary to backup file disks after each session

by choosing "Close Files and End" from the bookkeeping menu.

If this is not done the backup file will be destroyed and a new

one created the next time you run the program.  This will lead

to some files not being backed up until the next time they are

used.


If you try to backup the wrong disk e.g. entering P for backup

payroll files and payroll disk is not in drive A, you will get

a message "file not found".  Insert correct disk and proceed.

There is no protection for having the wrong backup disk in drive

B so be very careful to insert the correct disk.



When ending the fiscal year it is always necessary to prepare new

bookkeeping  and  backup  bookkeeping disks and when  ending  the

calendar year it is always necessary to prepare new payroll and

accounts receivable file and backup disks.


Insert paper in your printer with ribbon guide in the far left

position (turn printer on and off) and paper guides positioned

so that top of ribbon guide is centered on top of paper and left

edge of  paper  (edge  that will remain  when  tractor  strip  is

removed).  Minor adjustments may later have to be made to adjust

for your printer.


After  closing  out  files at the end of each  month  the  backup

program will run check disk.  You will have to calculate for each

disk the probability of the disk holding another month's data and

in the case of the payroll disk, another quarter's data.


  Number of bytes in user files / months to date=bytes per month

The number of bytes remaining on disk must be greater than bytes

per month and in the case of the payroll disk, it must be 3 times

greater.  It is advisable to allow a 10% cushion to accommodate an

increase  in  data for month or more if you expect a  great  deal

more data in the next month.


It  is  probably a good idea to run all programs  for  one  month

while still maintaining your manual records.  If any serious

errors are made during this time or if you decide on changing

category names, etc.. you can then prepare new file disks and

restart with next month.


START UP


Generally,  the  start  up procedure  involves  transferring  the

operating  system  to  the program disk and  then  preparing  two

copies of the program disk.  Two copies are necessary since some

files will be kept on the program disk and a backup copy will be

necessary.   The  original  program disk should be put away in  a

safe place when finished.


A total of 8 blank disks will be needed for complete bookkeeping.

If not using Accounts Receivable or Payroll programs, you will

need 2 less disks per program not used.


Boot  up  your  system using your DOS disk and  then  insert  the

program disk in drive  B.


Type and enter the following exactly as written:

                 B:STARTUP

Follow instructions as given by start up program.


Be sure to remove your DOS disk and insert a blank disk when

requested.  Failure to do so will erase your DOS disk.


When both new program disks have been prepared, place a write

protect tab on your original program disk to avoid accidentally

destroying it.


Label one of your new disks Program Disk and the other one

Backup Program Disk.  It is a good idea to boldly label all

backup disks with larger letters or another color, etc..



When  preparing  the  file and backup disks you do  not  have  to

prepare disks for Accounts Receivable or Payroll programs if you

are not using them.  When instructed to insert these disks just

leave the previous disk in drive  B.


FIRST  PROGRAM  TO  BE  RUN WHEN STARTING SYSTEM  MUST  BE  "BANK

ACCOUNT".











































BANK ACCOUNT

  THIS FILE MUST BE PREPARED FIRST BEFORE RUNNING ANY PROGRAM


Both  the expense program and income program write information to

the  bank  account file,  therefore this file must  be  initiated

before running any other program.


This program will check the disk for an existing checking account

file.  If there is none, you will be prompted for initialization

information.  This will only happen when you first use the system

since the checking account file will be transferred to each new

fiscal year.  If it happens at any other time, you may have the

wrong disk in drive  B  or the file may have been lost, etc..

If the file has been lost, reboot system and copy it from the

backup disk.


Generally this program will prompt you for the bank totals, any

outstanding checks or deposits from month not recorded by bank

and any bad checks.  Total expenses and income will be drawn from

their respective files and the previous bank account totals will

be obtained from then checking account file.


If all figures balance a report will be printed indicating all

balances and adjustments.  If they do not balance, corrective

choices will be given.


There maximum allowed for entries in this file are:

              4  Bad checks
             20  Checks outstanding
             10  D