Charge Account Management Program Version 1.11 by Marilyn Price M. P. Data 113 Foxport Dr. Kingsport, Tennessee 37664 Copyright 1988, 1989 by M. P. Data. All Rights Reserved. September 1989 Charge Account Management Program Table of Contents Introduction.............................................................. 2 Getting Started........................................................... 4 To Run.................................................................... 5 Help...................................................................... 6 First Appearances......................................................... 7 Initializing the data files............................................... 8 Main Menu................................................................. 9 Enter Transactions........................................................ 11 Corrections............................................................... 13 Deletions................................................................. 16 Delete transactions.................................................. 17 Delete all before specified date..................................... 19 Reports................................................................... 20 List Transactions.................................................... 23 List Charges......................................................... 25 List Credits......................................................... 28 List Payments........................................................ 31 List Interest........................................................ 33 List all Categories.................................................. 36 Transactions in a Category........................................... 37 Transactions in Category/All Categories.............................. 40 List Account Names................................................... 43 Annual Expenditure Report............................................ 44 Summary Report....................................................... 47 Current Status Report................................................ 49 Utilities................................................................. 51 Name Change.......................................................... 52 Category Maintenance................................................. 52 System Customization................................................. 54 Find by Contents..................................................... 55 Sort Transactions.................................................... 57 Cursor Key Movements...................................................... 58 Play Suggestions.......................................................... 59 To Transfer Data from a Floppy Diskette to a Hard Disk.................... 60 Multiple Accounts......................................................... 60 Special Tips.............................................................. 61 Changes from Previous Version............................................. 61 Glossary.................................................................. 62 Messages.................................................................. 63 Page 1 Charge Account Management Program Introduction This program manages charge account records, allowing you to determine your charged expenses by category. It has the following capabilities: 1. Create all the data files needed. 2. Enter all forms of charge account transactions, including: Charges, Credits, Payments, Interest. 3. Correct any portion of any of the above transactions. 4. Delete transactions. Transactions may be either deleted singly or as a group (all transactions before a given date). The second option is used for file management. 5. Generate reports. Reports that can be generated by this program are: A. List_Transactions - a listing of all transactions in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those transactions in the interval will be listed. This report can be generated for a single charge account or for all charge accounts. This report can be displayed on the screen or listed on a printer. B. List_Charges - a listing of all charges in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those charges in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. C. List_Credits - a listing of all credits in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those credits in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. D. List_Payments - a listing of all payments in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those payments with dates in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. E. List_Interest - a listing of all interest charges, in the order entered. You will be asked to supply dates defining the interval you Page 2 Charge Account Management Program wish displayed. Only those interest charges with dates in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. F. List_of_all_categories - a listing of all categories currently in use in your data file in alphabetical order. This report can be displayed on the screen or listed on a printer. G. Transactions_in_a_category - a listing of all transactions in the order entered which have the same category. You will be asked to supply dates defining the interval you wish displayed and the category you wish displayed. Only those transactions in the interval and exactly matching the category will be listed. The total money for the listed transactions is also displayed. Charges, payments, credits, and interest will be totaled separately. You can request this report for one charge account only or for all accounts. This report can be displayed on the screen or listed on a printer. H. Transactions_in_category_for_all_categories - a listing of all transactions, in the order entered, arranged by category. You will be asked to supply dates defining the interval you wish considered. All categories represented by transactions within this interval will appear on the report, each beginning on a fresh page. The total money for the listed transactions is also displayed. Charges, payments, credits, and interest will be totaled separately. The categories will appear in alphabetical order. You can request this report for one charge account only or for all accounts. This report, which can take several pages to print, can only be printed on a printer. It is not available for screen display. For screen display of any one category, use the report described above. I. List_of_all_Account_Names - a listing of all account names currently in use in your data file in alphabetical order. This report can be displayed on the screen or listed on a printer. J. Annual_Expenditure_Report - lists a table of the total amounts charged per month for every category (charges and interest). Totals are given for each month and each category. The average monthly expenditure for each category is also displayed. Budget categories are displayed in alphabetical order. You will be asked to supply the last two digits of the year the report is to cover. You can request this report for one charge account only or for all accounts. This report, which takes two pages to print, can only be printed on a printer. It is not available for screen display. K. Summary_Report - lists the total charges, payments, credits, and interest for the system for each month and the total for the year. You can request this report for one charge account only or for all accounts. This report can be displayed on the screen or listed on a printer. Page 3 Charge Account Management Program L. Current_Status_Report - lists the total charges, interest, credits, and payments for each account and the difference between them. Account names appear in alphabetical order. This report can be displayed on the screen or listed on a printer. This is a user supported program. Address any questions or comments to: Marilyn Price M. P. Data 113 Foxport Dr. Kingsport, Tennessee 37664 (615) 349-7744 If you feel this is a useful program, please send $25 to the above address. As a registered user, you will be informed of any updates to this program and receive a printed copy of this user manual. Functional changes to this program will be considered and may require an additional fee. M. P. Data is available for other program development, computer services, and consultation. Contact M. P. Data for your computing needs. Getting Started You received a disk containing the Charge Account Management program (CHARGE.EXE) and a listing of this documentation in three parts (CHARGE.1, CHARGE.2, and CHARGE.3). Before running the program the first time, list this document. Copy the program (CHARGE.EXE) to a new disk. Use this new disk as your working copy and keep the other in a safe place. Feel free to share copies of this program with other users. The Charge Account Management program is user supported software and copying it is encouraged. If the program and data files are kept on the same disk, the data files will have room for approximately 2000 transactions. If the program and data are kept on separate disks, the data files will have room for approximately 3000 transactions. Minimum configuration for this program is as follows. It needs at least 192K RAM, one or two disk drives, and a monitor. It supports both color and monochrome monitors. It was developed using PC-DOS 2.10. It is written in MS Pascal and Assembler and is available in compiled form only. Both program and data may be placed on a hard disk. Page 4 Charge Account Management Program To Run Depending on your computer system, use one of the following sets of instructions. A. One diskette drive with program and data kept on the same disk. 1. Start your computer, using your DOS disk, providing the date and time as requested. At the A> prompt, remove the DOS disk and insert the program disk in drive A:. 2. Type CHARGE and press . The program will guide you from here on. B. One diskette drive with program and data kept on separate disks. (Not recommended) 1. Start your computer, using your DOS disk, providing the date and time as requested. At the A> prompt, remove the DOS disk and insert the program disk in drive A:. 2. Type CHARGE and press . Once the title screen appears, remove the program disk and insert the data disk. The program will guide you from here on. (NOTE: This option cannot be customized.) C. Two diskette drives with program and data kept on separate disks. 1. Start your computer, using your DOS disk providing the date and time as requested. At the A> prompt, remove the DOS disk and insert the program disk in drive B:. 2. Insert the data disk in drive A:. 3. Type B:CHARGE and press . The program will guide you from here on. D. Hard disk system with program and data in same subdirectory. 1. Start your computer, providing the date and time as requested. At the C> prompt, change directories so that the data directory is the current directory. 2. Type CHARGE and press . The program will guide you from here on. E. Hard disk system with program and data in separate subdirectories. (Before following these instructions, enter a PATH command which includes the directory containing the copy of the program - see your DOS manual for details about this command.) 1. Start your computer, providing the date and time as requested. At the C> prompt, change directories so that the data directory is the current directory. Page 5 Charge Account Management Program 2. Type CHARGE and press . The program will guide you from here on. From these directions, you may have surmised that the data must be on the default drive and in the current directory for the program to find it. The program can be kept somewhere else, as long as the PATH command has been set for the subdirectory containing the program file. "Playing" around with the program to get the feel of it before entering your current transactions is strongly recommended. The following pages will clarify the different functions built into this program and offer some suggestions of things to try during the exploration. Instructions for switching data files from a diskette environment to a hard disk setting are included at the end of this document. Instructions for setting up multiple accounts are also at the end of this document. Help At any time the program is waiting for input, you may press and get help for the particular activity that you are doing. The help message will appear on the bottom five lines of the screen and will disappear when you press any other key. Some of the messages are longer and take two or three screens to display. They will disappear after the last information has been displayed. The longer messages are all associated with menus. Page 6 Charge Account Management Program First Appearances The first time this program is run, a question appears asking if your data will be kept on a floppy or hard disk system. Once this question has been answered, you will never see it again. When the program starts, the first screen to appear is a cover screen giving a brief statement of the program and the fact that it is user supported. Pressing at this screen will produce an overview of the program. Pressing any other key will continue execution. If this is the first time the program has been run, or if the data files have been deleted, the next thing you will see is the initialization sequence. (See Initializing the data files.) If the data files are on diskettes, the next screen you see will tell you approximately how many more transactions you can add to your current files. If this number is getting low, please see the deletion sequences to shrink the file. This is just for your information and to warn you if you are running out of disk space. This service is not provided for those keeping their data on a hard disk system. Page 7 Charge Account Management Program Initializing the Data Files The very first time this program is run, it will ask if the data is to be kept on a floppy diskette (Y or N). Press the letter then if the data files will be on diskettes. Press the letter then if the data files will be on a hard disk or other high capacity (over 2M) storage device. If you ever need to change this information, see the directions near the end of this document. This step is initiated automatically the first time the program is run. The disk is checked for the presence of the data files. If they are not on the default disk, they will be created. You will be asked to provide a name for this system of charge accounts. The following screen will appear: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Initializing Account º º º º Creating the files needed for this program. º º º º Please enter the name to be associated with this account º º (40 characters max). º º ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ º º ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Type in the name you want placed on this account (example - Mr. and Mrs. John Q. Public) then press . Up to 40 characters and spaces will be retained. This name will appear at the top of most reports and on the menu screens for several of the functions. This name can be changed at any time. See the "Name Change" option on the Utility Menu for details on this. Once the name is entered, the files are fully initialized and the program is ready to go. The number of transactions that may be added to the files are displayed (if the data is on diskette). Page 8 Charge Account Management Program Main Menu The Main Menu looks like this: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º Account: (account name) Main Menu º º º º ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º º º º º º (Q)uit º º º º (E) Enter Transactions º º º º (C) Corrections º º º º (D) Deletions º º º º (R) Reports º º º º (U) Utilities º º º º º º º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ º º º º Enter your choice º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ When this first appears, the first option (Quit) is highlighted in reverse video. Use the arrow keys to move up and down the list until the function you wish to use is highlighted. Press to select that option. An alternate form of selecting an option on this menu is to press the letter which appears inside the parentheses (R for Reports, for example). The help screen for this menu is longer than most of the rest - in fact, it covers two full screens. The information on those screens is included in the following explanations of each option. Quit - Selecting the quit option returns you to the DOS prompt (A> or C>). Enter transactions - This option allows you to enter information about a transaction (charge, payment, credit, or interest). Corrections - This option allows you to change the entered information on any transaction in the file. Deletions - This option allows you to delete a specific transaction or remove obsolete records. The Deletion menu will have you specify which you want. If a specific transaction is deleted, the amount of that transaction is removed completely. The requested record will be displayed and you must verify it is the one to be deleted. Once deleted, a record cannot be reactivated. If the Delete All option is selected, you will be asked to specify a date. All transactions with dates prior to that date will be deleted. It is strongly recommended that you make a back-up copy of the data files before using this option. Once deleted, the records cannot be recovered. Reports - This option presents the report menu which allows you to choose among the twelve reports available. (See Reports). Page 9 Charge Account Management Program Utilities - This option presents the Utility menu, which enables some specialized functions to do the following: allow you to change the system name, allow you to globally change a category from one name to another, allow you to customize the program, allow you to find a transaction based on the contents of the "Details" field, and allow you to sort the data file by date. (See Utilities). Page 10 Charge Account Management Program Entering Transactions This option allows you to enter information about a transaction (charge, payment, or interest). The Enter Menu looks like this: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Entering transactions for (system name) º º º º (C)harge (P)ayment C(R)edit (I)nterest (Q)uit º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ When this menu appears, the first option (Charge) is highlighted by reverse video. Use the cursor keys (left and right) to change transaction types until your choice is highlighted. Press to select the highlighted type. Or, press the letter in parenthesis to select the option. Options are: (C)harge - Enter the details for a charge. (P)ayment - Enter the details for a payment. C(R)edit - Enter the details for a credit. (I)nterest - Enter the details for an interest or service charge. (Q)uit - Return to the Main Menu. Once Charge, Payment, or Interest is selected, the screen changes to this: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Entering transactions for (system name) º º º º Enter [transaction type] º º º º Which Account: __________ Date: 99/99/99 º º º º Details: _________________________________________ º º º º Category: __________ Amount: ______0.00 º º º º Satisfied? X Or Abort? X º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ The phrase [transaction type] will be replaced with the actual type chosen (Charge, Payment, or Interest). Use the cursor keys to move from field to field, filling in the pertinent details. Each field is described below. Page 11 Charge Account Management Program Fields: Which Account - The name of the account to apply this transaction to. You can use up to 10 characters to name this account. Beginning with the second transaction entered during this session, this field is prefilled with the last account name used. Date - The date of this transaction. It must be a valid date (February 30 is not a valid date). Dates in the future are not allowed (unless changed by customization). "The future" is deemed to be any day after the entered system date. If the date is invalid, the program will not allow you to leave this field. Press or to move to the next field. A pressed while in this field will return you to the Enter Menu without adding this transaction to the data file. This field is prefilled with the system date for the first transaction, each time the program is run. If you change the date, this new date is repeated for the next transaction. Details - A forty character field for entering any additional details you wish kept about this transaction. There are few restraints for this field. Pressing or are two ways to continue to the next field. Category - A ten character field used to classify transactions for the Annual Expenditure Report and the Transactions in a Category Report. Up to fifty unique categories can be used. These categories are your choice. As you enter letters into this field, they will be converted from lower to upper case. This decreases the chance of a mismatch. Pressing or are two ways to continue to the next field. A pressed while in this field is assumed to be part of the category and will not return you to the Enter Menu. Amount - The amount of the transaction. Only leading blanks, valid digits, and a decimal point are allowed in this field. Pressing the decimal point will align the amount in the field. Pressing or pressing are two ways to continue to the next field. A pressed while in this field will return you to the Enter Menu without adding this transaction to the data file. Satisfied? - If the transaction, as you see it on the screen is the way you want it to appear in the permanent copy, position the cursor in the box following Satisfied? and press . A pressed while in this box will return you to the Enter Menu without adding this transaction to the data file. Pressing here is the only way to add this transaction to the data file. Abort? - If the transaction, as you see it on the screen is not the way you want it to appear in the permanent copy, position the cursor in the box following Abort? and press . This will return you to the Enter Menu without adding this transaction to the data file. Page 12 Charge Account Management Program Corrections This option allows you to change the entered information on any transaction in the file. The Corrections screen will ask you to specify the type of transaction being corrected. The Correction menu screen looks like this: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Correcting transactions for (system name) º º º º (C)harge (P)ayment C(R)edit (I)terest (Q)uit º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ When the menu appears, the first option (Charge) is highlighted in reverse video. Use the arrow keys (left and right) to highlight the type of transaction you wish to correct. When the correct one is highlighted, press to select it. Or, press the letter in parenthesis to select the option. Options: (C)harge - Correct a charge entered through the Enter Charge option. (P)ayment - Correct a payment entered through the Enter Payment option. C(R)edit - Correct a credit entered through the Enter Credit option. (I)nterest - Correct an interest or service charge entered through the Enter Interest option. (Q)uit - Return to the Main Menu. Once a charge, payment, or interest is specified, the screen changes to the following: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Correcting transactions for (system name) º º º º [transaction type] º º º º Date? __/__/__ º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ The phrase [transaction type] will be replaced with the actual type chosen (Charge, Payment, Credit, or Interest). Enter the date on the transaction you want to correct. It must be a valid date (February 30 is not a valid date), and must match the one on the actual transaction as it appears in the file. Press when the date is correct. Page 13 Charge Account Management Program The program searches for the proper transaction type with that date. There are three possible outcomes to this search. 1. The requested transaction is not found. 2. More than one transaction of that type for that date is found. 3. The requested transaction is found. Case 1: The screen displays: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Correcting transactions for (system name) º º º º Not found º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Check the date you entered. It must be an exact match. Press any key to continue. The screen will clear and you will see the Correction menu. Case 2: The screen displays: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Correcting transactions for (system name) º º º º More than one found. Indicate which you want (1, 2, 3..)º º º º xxx.xx º º xx.xx º º xxxx.xx º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ You have more than one transaction of this type for that date. The amounts for all such transactions made on that day are displayed. Select the one you want. If you want the first on the list, press <1> then . If the one you want isn't on this list, press <0> then . The one selected will appear on the screen in the same form as case 3 below. If you enter a number larger than the list is long (for example, you enter 4 and there are only 3 amounts on the screen), you will receive a warning that the number is out of range. Please reenter your selection, keeping within the range. Up to forty transactions may appear. If you have more than forty transactions of this type for this date, only the first forty will be shown. Case 3: The screen displays: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Correcting transactions for (system name) º º º º Correct [transaction type] º º º º Which Account: AAAAAAAAAA Date: 99/99/99 º º º º Details: aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa º º º º Category: AAAAAAAAAA Amount: ______0.00 º º º º Satisfied? X Or Abort? X º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Page 14 Charge Account Management Program The screen will be displaying the transaction you requested. You may now use the arrow keys to make any changes you need to for this transaction. When satisfied with the changes, position the cursor on the box following satisfied and press . This will change the transaction in the file to match the one on the screen, then return you to the Correction menu. If you don't want to change this one, or make a mistake and change the wrong items, position the cursor on the box following abort and press . This will return you to the Correction menu without making any changes to the transaction in the file. Page 15 Charge Account Management Program Deletions This option allows you to remove a specific transaction or remove obsolete records. The Deletion menu will ask you to specify which you want. The requested record will be displayed and you must verify it is the one to be deleted. Once deleted, a record cannot be reactivated. If the Delete All option is selected, you will be asked to specify a date. All transactions with dates prior to that date will be deleted. It is strongly recommended that you make a back-up copy of the data files before using this option. Once deleted, the records cannot be recovered. They may be reentered. The Deletion menu: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º(system name) Deletion Menuº º º º (Q)uit º º (1) Delete Charge º º (2) Delete Payment º º (3) Delete Interest º º (4) Delete Credit º º (5) Delete all before specified date º º º º Enter your choice: _ º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ When this menu first appears, the first option (Quit) is highlighted in reverse video. Use the arrow keys (up and down) to maneuver the highlighting to the option you want. Press when the option you wish is highlighted. As an alternate on this menu, you may press the number in parentheses to select the option associated with that letter. For example, to delete an interest entry, either move the highlighting to the line saying Delete Interest and press or press <3> only. The options on this menu are: Quit - Return to the Main Menu. Delete Charge - Delete a charge. Delete Payment - Delete a payment. Delete Interest - Delete an interest or service charge entry. Delete Credit - Delete a credit entry. Delete all before specified date - Delete all transactions with dates which are earlier than the date you will be asked to provide. Page 16 Charge Account Management Program Delete Transactions Once you have selected the type of transaction to delete, the screen changes to the following: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º (system name) º º º º Deleting a [transaction type] º º º º Date? __/__/__ º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ The phrase [transaction type] will be replaced with the actual type chosen (Charge, Payment, Credit, or Interest). Enter the date on the transaction you want to delete. It must be a valid date (February 30 is not a valid date), and must match the one on the actual transaction as it appears in the file. Press when the date is correct. The program searches for the proper transaction type with that date. There are three possible outcomes to this search. 1. The requested transaction is not found. 2. More than one transaction of that type for that date is found. 3. The requested transaction is found. Case 1: The screen displays: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º (system name) º º º º Deleting a [transaction type] º º º º Date? xx/xx/xx º º º º Not found º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Check the date you entered. It must be an exact match. Press any key to continue. The screen will clear and you will see the Deletion menu. Case 2: The screen displays: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º (system name) º º º º Deleting a [transaction type] º º º º Date xx/xx/xx º º º º More than one found. Indicate which you want (1, 2, 3..)º º º º xxx.xx º º xx.xx º º xxxx.xx º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Page 17 Charge Account Management Program You have more than one transaction of this type for that date. The amounts for all such transactions made on that day are displayed. Select the one you want. If you want the first on the list, press <1> then . If the one you want isn't on this list, press <0> then . The one selected will appear on the screen in the same form as case 3 below. If you enter a number larger than the list is long (for example, you enter 4 and there are only 3 amounts on the screen), you will receive a warning that the number is out of range. Please reenter your selection, keeping within the range. If more than forty transactions with this date are found, only the first forty occurrences will appear on the screen. Case 3: The screen displays: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º º º Deleting a [transaction type] º º º º Which Account: __________ Date: 99/99/99 º º º º Details: _________________________________________ º º º º Category: __________ Amount: ______0.00 º º º º Delete? X Or Keep? X º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ The screen will be displaying the transaction you requested. You may now use the arrow keys to move the cursor back and forth between the two boxes marked Delete and Keep. Doublecheck the details of the displayed transaction. If it is the one you want to delete, place the cursor in the box following Delete and press . If this is not the one to be deleted, place the cursor in the box following Keep and press . Once it has been deleted, it cannot be recovered. Page 18 Charge Account Management Program Delete all Before Specified Date This option is particularly unfriendly to use. It will try to keep you from destroying your account records. It's not difficult, but it will continually ask you to verify that this is what you really want to do. When this option is chosen, the screen displays this warning message: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º If you have not copied the data file recently, it is º º recommended that you do so before continuing. Press º º to continue, anything else to abort. º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ This is displayed because there is no way to restore transactions once they have been deleted. If you make an error in the date, your only recourse is having a back-up copy of the data files. If your back-up copy is not identical to your working copy, please stop here and make another copy. Once that is done, return to this point and press . If you do not press , you will return to the Deletion Menu. If you do press , this is the next screen: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º º º Delete all prior to what date? __/__/__ º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Enter the date requested. All transactions with dates earlier than this date will be deleted in a few minutes. Those with dates identical to or later than this date will be retained. You must press at the end of the date. This will give you the chance to change it if you accidentally press the wrong key. Once the date has been entered, the screen changes to this: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º º º Delete all prior to what date? xx/xx/xx º º º º Is this date correct? (Y or N) º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ You're given one last chance to verify the date. If it is the date you want, press . If you press anything else, the screen asking for the date will repeat, then this one will. Once you press , the deletion process begins. When the program is finished deleting transactions, it will display this screen: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º º º xxx Records deleted º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ This informs you how many transactions were actually deleted. Press any key to return to the Deletion Menu. Page 19 Charge Account Management Program Reports This option presents the Report Menu which allows you to choose among the twelve reports currently available. This menu follows: ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º Charge Account Management Program º º (system name) Report Menuº º º º (Q)uit º º (1) List Transactions º º (2) List Charges º º (3) List Credits º º (4) List Payments º º (5) List Interest º º (6) List all Categories º º (7) Transactions in category º º (8) Transactions in category/all categories º º (9) List Account Names º º (0) Annual Expenditure Report º º (A) Summary Report º º (B) Current Status Report º º º º Enter choice º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ This menu appears with the first option (Quit) highlighted with reverse video. Use the arrow keys (up and down) to change the highlighting to rest on the report you want generated. Press when the proper one is highlighted. Or press the number or letter in parentheses to select any of the reports. These options are: Quit - Return to the Main Menu. List Transactions - a listing of all transactions in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those transactions in the interval will be listed. This report can be generated for a single charge account or for all charge accounts. This report can be displayed on the screen or listed on a printer. List Charges - a listing of all charges in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those charges in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. List Credits - a listing of all credits in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those credits in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. Page 20 Charge Account Management Program List Payments - a listing of all payments in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those payments with dates in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. List Interest - a listing of all interest charges, in the order entered. You will be asked to supply dates defining the interval you wish displayed. Only those interest charges with dates in the interval will be listed. You can request this report for one charge account only or for all accounts. The total money for the listed transactions is also displayed. This report can be displayed on the screen or listed on a printer. List of all categories - a listing of all categories currently in use in your data file in alphabetical order. This report can be displayed on the screen or listed on a printer. Transactions in a category - a listing of all transactions in the order entered which have the same category. You will be asked to supply dates defining the interval you wish displayed and the category you wish displayed. Only those transactions in the interval and exactly matching the category will be listed. The total money for the listed transactions is also displayed. Charges, payments, and interest will be totaled separately. You can request this report for one charge account only or for all accounts. This report can be displayed on the screen or listed on a printer. Transactions in category for all categories - a listing of all transactions, in the order entered, arranged by category. You will be asked to supply dates defining the interval you wish considered. All categories represented by transactions within this interval will appear on the report, each beginning on a fresh page. The total money for the listed transactions is also displayed. Charges, payments and interest will be totaled separately. The categories will appear in alphabetical order. You can request this report for one charge account only or for all accounts. This report, which can take several pages to print, can only be printed on a printer. It is not available for screen display. For screen display of any one category, use the report described above. List of all Account Names - a listing of all account names currently in use in your data file in alphabetical order. This report can be displayed on the screen or listed on a printer. Annual Expenditure Report - lists a table of the total amounts charged per month for every category (charges and interest). Totals are given for each month and each category. The average monthly expenditure for each category is also displayed. Budget categories are displayed in alphabetical order. You will be asked to supply the last two digits of the year the report is to cover. You can request this report for one charge account only or for all accounts. This report, which takes two pages to print, can only be printed on a printer. It is not available for screen display. Page 21