Business Assistant/Business Assistant.iso/acctg/chkbk301/quikstrt.txt

Text File | 1990-07-15 | 7KB | 131 lines

                        Chekbook Quick Startup


    With the CHEKBOOK.EXE, CBCONFIG.EXE, and CHEKBOOK.CFG files in the same
    directory or on the same floppy disk; run the CBCONFIG program to setup
    the configuration of accounts for both programs.  You might want to
    change the account names somewhat to reflect the way your expenses are
    structured, the sample configuration files provided with this package
    reflect what was useful to me.  Be sure to heed the warnings the
    CBCONFIG.EXE module gives as you consider changing "reserved" account
    names.  The menu selections should be self explanatory, if in doubt try
    the function and you will see what it does.

    When changing the color setup bear in mind that you must type in a color
    number at the prompt, hitting <ENTER> will input a value of zero and the
    color will be black so if you press <ENTER> for both the text color and
    background color you will get black on black and not be able to read the
    screen.

                    Starting the Chekbook Program

    You can begin a new file at any time, but the data might be of most
    benefit to you at tax time if a complete accounting period is entered
    and available, so I recommend that you go back to Jan 1 of the current
    year and enter your checkbook transactions from that point on.
    Depending on how many check and deposit transactions you do in
    a year the capacity of the program may allow a whole year's data
    or could require you to run it on a quarterly basis.  If you have less
    than 900 checks and deposit transactions annually there should be room
    for a full years data within the 900 transaction capacity of the
    program.  Otherwise you will need to maintain a quarterly (3 months)
    data file.

    To start off, after the accounts are "configured" with the CBCONFIG.EXE
    module type CHEKBOOK at the DOS prompt, input the system date at that
    prompt, and from the main menu select the "A> Entry" command.  Input
    the date as 01-01 (Jan 1) and at the Item prompt enter the "#" symbol
    which will assign 1 as the Item number.  For "name" type in "Balance
    Forward" and at the "account" prompt enter the "$" character.  (Account
    code flagged "$" will add into checkbook balance but will not sum into
    a tabulation of "D" for deposits.  Use "D" for subsequent deposits
    since the "$" is intended for initial balance forward entries only.)
    At the "subacct" prompt just press <ENTER> at this time, and at the
    "amount" prompt enter the dollar amount of the balance forward as of
    Jan 1st to two decimal places unless that balance forward is in whole
    dollars.

    If you don't know what the Jan 1 checking account balance was either
    make the best educated guess you can or create this entry but with a
    zero dollar amount at this time anyway.  You have to balance your
    checkbook to bank statements at some time and can then edit the
    computer initial balance forward to an adjusted figure that will cause
    the recalculated checkbook balance to agree with your next reconciled
    bank statement.

    Now you can begin entering checks and deposits from your check stubs.
    The first check number will have to be entered manually at the item
    number prompt, from there entering "n" will assign the next check
    number in sequence.  If skipping a "voided" check, enter the next valid
    number manually and the "n" function will pick up the sequence for the
    next check number.  If you happen to be starting this process out with
    a brand new bank account use the "#" deposit transaction item number
    sequence until you recieve your preprinted checks.  In this program
    it's not wise to have both check number and deposit transaction
    number sequences start with 1.  Each item number has to be unique for
    the "D> Change" data function to work.  Most new bank accounts begin
    the check number sequence with #101 as I remember.

    Remember to make periodic saves (about every 10 entries and before each
    save do a file summary - "E> Summaries" command on the main menu and
    enter zero for the month) to insure against significant work loss in
    case of power failure.  And at the end of the entry session be sure to
    save the data, the program will warn you ONCE ONLY if you attempt the
    exit the program without saving new data or data changes.  When you have
    the first whole month's data entered try out the various LIST and
    SUMMARIES options and you will begin to see just how useful this package
    can be to you.

    During each subsequent data entry session remember to load in the
    current data file before adding entries, otherwise the first save using
    the data filename will overwrite all your previous work.

    CAUTION:  BEFORE doing the end of accounting period procedure in the
              next paragraph BACKUP DATA FILES TO ANOTHER DISK OR
              DIRECTORY!!!

    At the end of an annual (or quarterly) accounting period rename the
    MAINACCT.HOM to something else (I use CHECKS88.HOM, CHECKS89.HOM,
    CHECKS90.HOM or QTR1-90.HOM, QTR2-90.HOM etc) that can be accessed using
    the SPECIAL filename option on the load/save menus.  Then you can start
    a new MAINACCT (or ALTACCT) file by making a balance forward entry as
    before and proceeding from that point.


                             Final note:

    Good luck and BACKUP data files frequently.  The greatest potential for
    losing data files will be from getting in a hurry with the end of
    accounting period "close old file" and "begin new file" procedures.  Be
    careful the old file you've been working on is not overwritten with the
    new file before you've copied the old one to another disk.

    Proper and wise backup practice will allow you to recover from this
    kind of disaster a lot easier.


    If you operate a small business and like the approach this program
    takes to maintaining a personal\household checkbook, there is a
    similarly structured and easy to use business accounting package.  It
    uses 2 versions of this program concept, one to record sales
    transactions coded by sales department with a feature to identify and
    report recievables too, and one to record and summarize expense data,
    maintain checkbook balance, and figure profit and loss.  Priced at $35
    its an incredibly effective small business accounting package that not
    only tells you where your money went and how much (or little) is left,
    but also how much others owe you!  And that with much the same ease of
    implementation and use as this checkbook program you are looking at
    now.

    To order, send payment to:

                             Bruce Foreman
                            2643 University
                          San Angelo TX 76904