                                 CHARTER SOFTWARE'S
                         PC - GENERAL LEDGER - Version 1.4a
                      (Copyright 1984 - 1989 Gerald V. Fricke)


                               USER SUPPORTED SOFTWARE

          This program is being distributed as SHAREWARE. The concept is an
          individual or a company using a program and finding it of value
          will compensate the author by voluntarily sending him a nominal
          fee.

          You are encouraged to copy this program and give it to others who
          may have a use for it. The only restriction is you do not change
          any of the code and you do not charge anything for the programs.
          
          If you are using this program and find it has value, your payment
          of a registration fee of $50.00 (plus $3.00 postage and handling)
          would be appreciated.
          
          Upon receipt of the registration fee, you will be become a
          registered owner of PC - GENERAL LEDGER. You will receive copies
          of the latest programs and manual and be entitled to telephone
          support and notices of all upgrades to new versions as they
          become available. The registered name will appear on the initial
          screen and at the top of various reports.
          
          
          NOTE: DO NOT ATTEMPT TO RUN VERSION 1.4a USING DATA FILES CREATED
          BY VERSIONS 1.3, 1.3a, OR 1.4 OR ANY OTHER PREVIOUS VERSION OF
          THE PROGRAM OR YOU WILL LOSE YOUR EXISTING DATA. REFER TO THE
          FOLLOWING APPENDICES FOR DETAILS ON HOW TO CONVERT YOUR EXISTING
          DATA TO VERSION 1.4a. If you not sure of your current version
          number, start your existing program and note the version number
          that appears in the banner above the main menu.
          
                    APPENDIX A -   Convert 1.4a data from a previous copy
                                   of 1.4a to your registered copy of 1.4a.
          
                    APPENDIX B -   Convert 1.4 to 1.4a
          
                    APPENDIX C -   Convert 1.3 or 1.3a to 1.4a
          
          
          NOTE: Data created by versions earlier than 1.3 cannot be
          converted to version 1.4a. You will have to start 1.4a from
          scratch and enter your starting balances from a print out of a
          trial balance created from your old version.
          
          
          
          
          
          
          
                                  CHARTER SOFTWARE 
                                    P.O. Box 70 
                                Monticello, IL 61856 
                            217-762-7143   303-279-2060 
          
          
          
          
          
          
          
                                HARDWARE REQUIREMENTS 
          
          PC - General Ledger will run on the IBM-PC, XT, AT, PS/2 Series,
          and the PC-Jr. It will also run on most IBM Compatibles such as
          Compaq, Tandy 1000, 1200, 3000, Leading Edge, Zenith, and most
          IBM clones. 
          
          Any version of PC-DOS or MS-DOS will work. A minimum of 128K
          memory is required. 
          
          The programs will work on a single floppy, double floppy, or hard
          disk system. Either an 80 column or 132 column printer is
          required. 
          
          IF YOU ARE A REGISTERED OWNER, YOU CAN GET REGISTERED COPIES FOR
          RELATED COMPANIES BY SENDING A CHECK FOR $10.00 FOR EACH COMPANY
          ALONG WITH THE NAME AND ADDRESS FOR EACH. PLEASE ADD $3.00
          POSTAGE AND HANDLING FOR THE TOTAL ORDER.
          
          AN ACCOUNTANT'S OR MULTI-COMPANY VERSION OF THE PROGRAM (VERSION
          2.4) IS AVAILABLE WHICH ALLOWS FOR MULTIPLE CLIENTS/COMPANIES.
          THE COST IS $100.00 PLUS $3.00 SHIPPING & HANDLING ($53.00 IF YOU
          ARE ALREADY A REGISTERED OWNER OF ANOTHER VERSION OF THE
          PROGRAM.)
          
          
                                      WARRANTY
          
          CHARTER SOFTWARE WARRANTS THAT DISKS PURCHASED FROM CHARTER
          SOFTWARE ARE NOT DEFECTIVE, THAT THE MANUAL ON THE DISK IS
          SUBSTANTIALLY COMPLETE, AND THAT THE PROGRAM PERFORMS ESSENTIALLY
          AS INDICATED IN THE MANUAL.  
          
          CHARTER SOFTWARE EXCLUDES ANY AND ALL IMPLIED WARRANTIES OF
          MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, OTHER THAN
          THE PROGRAM'S USE AS A SIMPLE BOOKKEEPING SYSTEM.
          
          IN NO EVENT WILL CHARTER SOFTWARE BE LIABLE FOR ANY DAMAGES,
          INCLUDING LOST PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR
          CONSEQUENTIAL DAMAGES RESULTING FROM THE USE OF THE PROGRAM.
          CHARTER SOFTWARE LIMITS ANY REMEDY TO REPLACEMENT OF THE DISK OR
          REFUND OF PURCHASE PRICE.  
          
          
          
          
          
          
          
          
          
          
                                 CHARTER SOFTWARE  
                                    P.O. Box 70  
                               Monticello, IL 61856  
                            217-762-7143   303-279-2060 
          
          
          
          
          
          
          
          
          
          
                         TABLE OF CONTENTS (Version 1.4a) 
          
          GETTING STARTED. . . . . . . . . . . . . . . . . . . . . . . .  1
               HARD DISK SYSTEM. . . . . . . . . . . . . . . . . . . . .  1
               DOUBLE FLOPPY SYSTEM. . . . . . . . . . . . . . . . . . .  1
               SINGLE FLOPPY SYSTEM. . . . . . . . . . . . . . . . . . .  2
          
          CUSTOMIZING THE PROGRAM  . . . . . . . . . . . . . . . . . . .  3
               DETAILED INSTRUCTIONS . . . . . . . . . . . . . . . . . .  3
          
          BACKUPS. . . . . . . . . . . . . . . . . . . . . . . . . . . .  7
          
          USING THE PROGRAM. . . . . . . . . . . . . . . . . . . . . . .  8
               SAMPLE ENTRY. . . . . . . . . . . . . . . . . . . . . . .  8
          
          GENERAL COMMENTS . . . . . . . . . . . . . . . . . . . . . . . 11
               ACCOUNT NUMBERS . . . . . . . . . . . . . . . . . . . . . 11
               DATA ENTRY. . . . . . . . . . . . . . . . . . . . . . . . 12
               DISK SPACE USAGE. . . . . . . . . . . . . . . . . . . . . 13
          
          CUSTOMIZING THE CHART OF ACCOUNTS. . . . . . . . . . . . . . . 14
          
          SETTING UP BANK ACCOUNTS . . . . . . . . . . . . . . . . . . . 16
          
          OPENING ENTRIES. . . . . . . . . . . . . . . . . . . . . . . . 17
          
          SUMMARY OF MONTHLY ROUTINE . . . . . . . . . . . . . . . . . . 19
          
          GENERAL LEDGER - OVERVIEW. . . . . . . . . . . . . . . . . . . 20
               STARTING THE GENERAL LEDGER PROGRAM . . . . . . . . . . . 21
          
          MAKING ENTRIES - GENERAL . . . . . . . . . . . . . . . . . . . 21
               HEADER INFORMATION. . . . . . . . . . . . . . . . . . . . 23
               ACCOUNT NUMBERS AND AMOUNTS . . . . . . . . . . . . . . . 24
          
          VIEWING, EDITING, AND DELETING ENTRIES . . . . . . . . . . . . 25
          
          WRITING AND PRINTING CHECKS. . . . . . . . . . . . . . . . . . 26
          
          CASH RECEIPTS. . . . . . . . . . . . . . . . . . . . . . . . . 27
          
          JOURNAL ENTRIES. . . . . . . . . . . . . . . . . . . . . . . . 27
          
          CHANGE BANK ACCOUNT. . . . . . . . . . . . . . . . . . . . . . 28
          
          GENERAL LEDGER POSTING SCREENS . . . . . . . . . . . . . . . . 28
               USING POSTING SCREENS . . . . . . . . . . . . . . . . . . 29
          
          PRINTING AND UPDATING ENTRIES IN TRANSACTION FILE. . . . . . . 30
          
          GENERAL LEDGER DETAILS AND TRIAL BALANCE PRINT-OUT . . . . . . 31
          
          FINANCIAL STATEMENTS . . . . . . . . . . . . . . . . . . . . . 32
          
          MONTH OR YEAR END CLOSE  . . . . . . . . . . . . . . . . . . . 33
          
          CHART OF ACCOUNTS  . . . . . . . . . . . . . . . . . . . . . . 34
               ADD NEW ACCOUNT . . . . . . . . . . . . . . . . . . . . . 34
               DELETE ACCOUNT  . . . . . . . . . . . . . . . . . . . . . 35
               CHANGE ACCOUNT NAME . . . . . . . . . . . . . . . . . . . 35
               PRINT CHART OF ACCOUNTS . . . . . . . . . . . . . . . . . 35
          
          VENDOR MAINTENANCE . . . . . . . . . . . . . . . . . . . . . . 36
          
          
          
          UTILITY PROGRAMS . . . . . . . . . . . . . . . . . . . . . . . 37
               CHANGE BANK ACCOUNTS. . . . . . . . . . . . . . . . . . . 37
               CHANGE FROM DOUBLE FLOPPY SYSTEM TO HARD DISK . . . . . . 38
               CHANGE FROM A HARD DISK TO A DOUBLE FLOPPY SYSTEM . . . . 39
               CHANGE TO A SINGLE FLOPPY FROM HARD DISK. . . . . . . . . 39
               CHANGE DEPARTMENT INFORMATION . . . . . . . . . . . . . . 40
               CLEAR ALL BALANCES  . . . . . . . . . . . . . . . . . . . 41
               CREATING A DIF FILE . . . . . . . . . . . . . . . . . . . 41
               ERASE YEAR TO DATE DETAIL . . . . . . . . . . . . . . . . 42
          
          ERRORS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
          
          CHECKING THE INTEGRITY OF YOUR FILES . . . . . . . . . . . . . 45
          
          RECOVERY FROM POWER OR DISK PROBLEMS . . . . . . . . . . . . . 46
          
          BACKUP PROCEDURES  . . . . . . . . . . . . . . . . . . . . . . 46
               FLOPPY DISK BACKUP  . . . . . . . . . . . . . . . . . . . 47
               HARD DISK BACKUP  . . . . . . . . . . . . . . . . . . . . 48
          
          RESTORING DATA TO YOUR HARD DISK . . . . . . . . . . . . . . . 48
          
          CONVERTING DATA CREATED BY ANOTHER VERSION 1.4a  . . . APPENDIX A
          
          CONVERTING DATA CREATED BY VERSION 1.4 . . . . . . . . APPENDIX B
          
          CONVERTING DATA CREATED BY VERSION 1.3 AND 1.3A. . . . APPENDIX C
          
          DOUBLE ENTRY BOOKKEEPING . . . . . . . . . . . . . . . APPENDIX D
          
          OPENING BALANCES FOR SINGLE BANK ACCOUNT . . . . . . . APPENDIX E
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          



                                                                      1


                                 GETTING STARTED  
          
          NOTE: IF YOU RECEIVED YOUR DISK DIRECTLY FROM CHARTER SOFTWARE,
          IT HAS A WRITE PROTECT TAB ON IT. DO NOT REMOVE IT. DO NOT
          ATTEMPT TO RUN THE MASTER DISK.  USE IT ONLY TO MAKE WORKING
          COPIES OF THE PROGRAM OR TO COPY TO YOUR HARD DISK.
          
          DO NOT ATTEMPT TO RUN THESE PROGRAMS WITH DATA CREATED BY VERSION
          1.4 OR OTHER EARLIER VERSIONS. IF YOU HAVE DATA CREATED BY
          VERSION 1.3, 1.3a OR 1.4, SEE APPENDICES A, B, OR C. 
          
          In order to get the system up and running, follow the step by
          step instructions. Please read each step carefully so you will
          know exactly what to do. The steps are very easy to follow and
          you should not have any problems if you follow them exactly. The
          whole procedure to set up either a floppy disk or hard disk
          system should take less than 10 minutes.
          
          
                                  HARD DISK SYSTEM 
          
          1.   Set up a separate sub directory if you want. However, this
               step is not necessary for the operation of the programs. 
               
          2.   At the DOS prompt, ( usually C> ), put the master disk in 
               drive A and type: 
          
                                   COPY A:*.EXE 
          
          3.   After the files are copied, refer to page 3.
          
          
                      DOUBLE FLOPPY SYSTEM (5-1/4" or 3-1/2") 
           
          1.   Format two disks. Label them PROGRAMS (A) and DATA (B).
          
          2.   If you want the A disk to be a bootable disk, make sure you
               use DOS to put a system on it.
          
          3.   Get to the A> prompt using a DOS disk. 
          
          4.   Put the PROGRAMS (A) in the A drive. 
          
          5.   Put the master disk in the B drive. 
          
          6.   Type:          COPY B:*.EXE  and press ENTER.
          
          7.   After the files are copied to the A disk, remove the master
               disk from the B drive and put it in a safe place. 
          
          8.   The second disk DATA (B) you formatted will be used during
               the initialization procedure. Now refer to page 3. 
          
          
          
          
          
          
          
          
          
          
                                                               
                                                                      2
          
          
                      SINGLE FLOPPY SYSTEM (5-1/4" or 3-1/2") 
          
          PC - GENERAL LEDGER will run on a single floppy system. However,
          you will be limited in the number of entries you can enter. 
          
          1.   Format a blank disk. Do not put a system on it, since that
               will be an additional limitation on the number of entries. 
          
          2.   Get to the A> prompt using a DOS disk. 
          
          3.   Put the formatted disk in the A drive. 
          
          4.   Type           COPY B:*.EXE 
          
          5.   Follow the instructions on switching your working disk
               (destination) with the master disk (source).
          
          6.   Put the master disk in a safe place and refer to page 3.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      3
          
          
                             CUSTOMIZING THE PROGRAM 
          
          The following will set up the programs to run on your particular
          hardware and customize them for the type of business you have. 
          
          The procedure is very simple and all you need to do is to follow
          the instructions on the screen. 
          
          A couple of comments, first:
          
          -    Press the `ENTER' or `RETURN' key after you make any menu
               selection or type information in response to an entry
          
          -    ALWAYS LOOK AT THE BOTTOM OF THE SCREEN. IT ALMOST ALWAYS
               WILL TELL YOU WHAT TO DO NEXT.
          
          -    If you type something wrong, you will hear a tone and a
               message at the bottom of the screen will tell you what the
               problem is.
          
          -    The message `ENTER TO CONTINUE' means to press the `ENTER'or
               `RETURN' key.
          
          -    When you are instructed to use `ESC', this refers to the
               ESCAPE key, which has the letters Esc on it.
          
          -    WHEN YOU ARE FINISHED WITH THE PROGRAM, IT'S VERY IMPORTANT
               THAT YOU EXIT THE PROGRAM IN THE NORMAL MANNER (SELECTING
               OPTION 8 - END OF SESSION FROM THE MAIN MENU). IF YOU TURN
               OFF THE COMPUTER OR REMOVE DISKS BEFORE DOING THIS, YOU MAY
               LOSE ALL OF YOUR FINANCIAL INFORMATION.
          
               When you exit the program on a floppy disk system, and your
               `A' disk is not a system disk, you will see a message to
               `Insert a disk with Command.Com' on it. When you see this
               message, put a copy of a DOS disk in drive A and press any
               key. This will bring back the A> prompt. 
          
          
                               DETAILED INSTRUCTIONS 
          
          1.   If you are using a floppy system, put your PROGRAMS (A) disk
               in drive A and your DATA (B) disk in drive B. If you are
               using a hard disk and have set up sub directory, make sure
               you are in that sub directory. 
          
          2.   Type GLMENU and press ENTER 
          
          3.   The first screen you will see looks like this: 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      4    
  
          
                    No data files found. Make a selection below.
          
                    1 = Initialize files (Hard Disk System)
                    2 = Initialize files (Floppy Disk System)
                    3 = Return to DOS to check disks or hardware.
          
                    Make a Selection _
          
               NOTE: IF YOU DO NOT GET THE ABOVE SCREEN, THEN YOU MUST HAVE
               EXISTING DATA FILES. IF YOU WANT TO START FROM SCRATCH,
               SIMPLY USE THE DOS ERASE COMMAND AND ERASE ALL GL*.FIL FILES
               FROM YOUR A AND B DISKS OR FROM YOUR HARD DISK. THEN TRY
               STEP 2 AGAIN.
          
               If you want to run the programs on the hard disk, select
               option 1. The screen will then display a message asking you
               to type `OK' if you have copied the programs from the master
               to the hard disk. Press the ESC key if you have not copied
               the programs from the master to the hard disk. 
          
               If you want to run the programs on your floppy disk drives,
               select option 2 from the above menu. The screen will display
               a message stating that if you want to run on double floppy
               drives to have a blank formatted disk ready. If you are
               going to run on a single floppy type `OK'. If you are going
               to run on double floppy drives, and you have a blank disk
               ready, type `OK', otherwise, press the ESC key.
          
          4.   After you type `OK' for either the hard or floppy system,
               the following menu will appear on the screen:
          
                         MONITOR SELECTION:
                              1 = Monochrome Monitor
                              2 = Color Monitor
          
                         DRIVE SELECTION:
                           Programs on FLOPPY A Drive:
                              3 = Data on A drive
                              4 = Data on B drive
          
                           Programs on HARD Drive:
                              5 = Data on Hard drive
                              6 = Data on A drive
          
                              7 = ALL DONE
          
                    Enter SELECTION _
          
               Select the appropriate monitor choice and press ENTER. If
               you have a color monitor, you will have the option of
               selecting the colors that are used to highlight certain
               areas of the screen. After selecting your monitor, the
          
          
          
          
          
          
          
          
          
          
          
                                                                      5
          
          
               selection will be indicated on the above screen.
          
               If you wish to run on a single floppy, select option 3 (Data
               on A drive) and press ENTER. 
          
               If you want to run on double floppy, select option 4 (Data
               on B drive) and press ENTER. The program will ask you to
               type `OK' if you have a blank disk ready. Then it will ask
               you to type `OK' after you have put the disk in the B drive.
          
               You will then make a choice as to the size of disk that you
               have (5-1/4" or 3-1/2") and the capacity of your disks (1.4
               Meg, 1.2 Meg, 720K, or 360K)
          
          
               Select Option 5 if you want to run programs and data both on
               the hard disk. If you select this option, the following
               message will print at the bottom of the screen:
          
                    ENTER HARD DRIVE LETTER DESIGNATION (C IN MOST CASES)
          
               Enter the appropriate drive letter and press ENTER.
          
               Option 6 should be selected if you want to run the programs
               on the hard disk and data on a floppy. Follow the prompts to
               desiginate your hard disk drive and the size and capacity of
               your floppy disk drive.
          
               After you have made both the monitor and drive selections,
               select option 7 and press ENTER. 
          
          5.   At this point, a message stating that data files have been
               established will appear. Press ENTER and the following will
               appear on the screen:
          
          
               Address:
          
               City State Zip: 
          
               Fiscal Year:             0 
          
               Sound (H)igh or (L)ow:   H 
          
               Credit Entries:          1 
               (1 = Auto 2 = Manual) 
          
               Date Format:             1 
               (1 = US  2 = Europe) 
          
               Password Protection:     1 
               (1 = Off 2 = On) 
          
          
          
          
          
          
          
          
          
          
          
                                                                      6
          
          
          6.   Type in your address, city, state, and zip on the first two
               lines.
          
          7.   For the fiscal year line, type in the number for the month
               your fiscal year ends. December is 12, September is 9, etc. 
          
          8.   Next, you have the choice of a high or low tone for the
               sound you hear when the program wants to get your attention.
               The program alternates between these two tones until you
               select either H for high or L for low.
          
          9.   Standard accounting practice requires that credit entries be
               entered with a minus sign. All accounts in the 2000 through
               4999 series are normally credit balance accounts. If you
               select option 1, the program will automatically change
               amounts entered for those accounts to credit amounts. If you
               choose the manual option, you will have to enter a minus
               sign for credits to those accounts. 
          
               IF YOU ARE NOT AN ACCOUNTANT, WE SUGGEST YOU USE THE
               AUTOMATIC OPTION. 
          
               See Appendix D for additional information on accounting
               conventions and how this program works with them. 
          
          10.  Some countries use a different date format than the United
               States. Option 1 will format December 31, 1988 as 12-31-88
               while option 2 will format it as 31-12-88. 
          
          11.  You can have password protection if you want to limit access
               to your accounting records. You can use any 5 letter word as
               the password. DO NOT SET UP A PASSWORD UNLESS YOU NEED IT.
               ONCE YOU SET UP A PASSWORD, YOU WILL NEED TO TYPE IT EACH
               TIME YOU ENTER THE PROGRAM AND YOU MUST KNOW THE PASSWORD TO
               EITHER CHANGE OR DELETE IT. 
          
          
          After you have completed all the items on the screen, the
          following message will print at the bottom of the screen:
          
                    TYPE `A' TO ACCEPT  `ENTER TO MAKE CHANGES'
          
          Make any changes or corrections that are necessary, then type A
          and press the ENTER key.
          
          The next screen displays two possible formats for the Statement
          of Income. The format on the left (FORMAT 1) is normally used by
          retail, wholesale, or manufacturing businesses. The one on the
          right (FORMAT 2) is usually used by service and professional
          businesses and for personal books. 
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      7
          
          
          Select whichever format is best suited for you. 
          
          After making this selection, the program will take you back to
          DOS.
          
          
                                      BACKUPS 
          
          People, computers, and power failures can cause loss of important
          information. While hardware and software failures are rare, they
          do happen. The biggest potential for problems is power
          fluctuations. 
          
          If there is a thunderstorm in the area, turn off the computer
          after exiting the program in the normal manner. 
          
          Because things can happen that are outside of your control, it is
          important to backup your files on a regular basis.  
          
          You should maintain two backups. Make one at the end of each day
          (or more often, if desired). Make another at month end after you
          have completed the month end close. That way, if anything happens
          to your working disks and your daily backup, the worst that can
          happen is you will have to re-do only one month's work.
          
          The point in time when you make your daily backup is important.
          If something does go wrong, you will need to be able to remember
          where your work left off.
          
          See page 46 for details on how to back up your system. 
          
          See page 48 for details on how to restore your files after any
          problems have occurred. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      8
          
          
                                USING THE PROGRAM 
          
          
          WHILE IT IS NOT NECESSARY TO READ THE ENTIRE MANUAL TO USE THE
          PROGRAM, IT IS VERY IMPORTANT YOU READ THE FOLLOWING TO GET A
          GOOD UNDERSTANDING ON HOW ENTRIES ARE MADE. 
          
          The program is a traditional accountant's double entry
          bookkeeping system. However, we've made it easy to for a
          non-accountant to use it. To get an understanding of how debits
          and credits work in a double entry bookkeeping system, see
          Appendix D.
          
          
                                    SAMPLE ENTRY
          
          In order to understand how the system works, particularly if you
          are not familiar with bookkeeping, we suggest you follow the
          steps below to see how entries are made. Once you understand how
          entries are put into the system, the rest of the program is
          almost automatic.
          
          1.   At the DOS prompt, type  GLMENU  and press ENTER.
          
          2.   You will see the following at the top of the screen: 
          
                Type posting DATE (MMDDYY) (ENTER if OK)  
          
          3.   The `system' date will be displayed. Press ENTER to use that
               date or type a different date using six digits without any
               spaces, dashes, or slashes. For instance, January 8, 1989 is
               entered as 010889. 
          
               The program will format it to 01-08-89 and bring up the Main
               Menu. 
          
               The Main Menu looks like this: 
          
                         1 = ADD Entries or WRITE CHECKS 
                         2 = CHART of Accounts or VENDOR Maintenance 
                         3 = Print ENTRIES and UPDATE General Ledger 
                         4 = Print GENERAL LEDGER or TRIAL BALANCE 
                         5 = Print FINANCIAL Statements 
                         6 = Month or Year End CLOSE  
                         7 = UTILITY Programs 
                         8 = END of Session
          
          4.   Select option 1 - (POST Entries) 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      9
          
          
          5.   The next menu is: 
          
                         ADD, EDIT, OR VIEW ENTRIES: 
                              1 = CASH Receipts 
                              2 = CHECK STUBS 
                              3 = JOURNAL Entries 
                              .
                              .
                              .
                              etc.
          
          6.   Assume you are entering information from your check stubs.
               The first check is for your monthly rent as follows: 
          
                              Number   1221 
                              Payee    ABC Rental Agency 
                              Date     Jan 23, 1989 
                              Amount   $425.50 
          
               Since you want to enter a CHECK STUB, select option 2 from
               the menu. 
          
          7.   The next screen lets you select whether you want to add a
               new entry, edit an old one, or just view what is on file. 
          
               Select A to Add New Entries. The program will ask you if you
               want to use the vendor file for the description field. Type
               N for No. (See further information on using the vendor file
               for the description field on page 22.)
          
          8.   The next screen looks like this: 
          
          
                                   CHECK STUBS            Last Chk: 0 
                Adding New Entry 
                Check No. 1____  Description _______________  Date _______ 
          
                       Line  Account  Account Title             Amount 
          
          
          
          
          
                                                            __________
          
                Bank Balance $  0.00           ntry Balance       0.00 
          
                         TYPE CHECK NUMBER  `ESC' WHEN DONE 
          
          
          9.   Type the check number - 1221 - in the Check No field and
               press ENTER. 
          
          
          
          
          
          
          
          
          
          
          
                                                                      10
          
          
          10.  Type the payee - ABC Rental Agency - in the Description
               field and press ENTER
          
          11.  The date from the initial screen in shown in the date field.
               Since that is not the date of this check, type 01-23-89 and
               press ENTER.
          
          12.  The following message will now be at the bottom of the
               screen: 
          
               `A' TO ACCEPT HEADER `T' TRY AGAIN `P' FOR POSTING SCREEN 
          
          13.  Type A to accept what you have done so far. 
          
          14.  The program knows you are working on your check stubs, so it
               puts the checking account number and account name on line 1.
          
          15.  The cursor is waiting for you to type in the amount of the
               check. Type 425.50 and press ENTER. Again,the program knows
               you are posting check stubs, so it automatically shows the
               amount as a minus, thereby reducing your bank balance
               accordingly.
          
          16.  The program is now waiting for you to complete the other
               side of the double entry. 
          
          17.  Type in the account number for the Rent Expense - 6010 -.
               The program puts the title of the account on the screen. 
          
          18.  You can now type  B  at the Amount field and the program
               will automatically balance the entry by charging the rent
               expense for 425.50. 
          
          19.  When the Entry Balance amount is zero, the following message
               will be at the bottom of the screen: 
          
                    TYPE `A' TO ACCEPT AMOUNTS (`ENTER' TO MAKE CHANGES) 
          
          
               YOU CANNOT COMPLETE AN ENTRY UNLESS THE `ENTRY BALANCE'
               AMOUNT AT THE BOTTOM OF THE SCREEN IS ZERO. THIS HAPPENS
               WHEN ALL OF THE DEBITS (POSITIVE AMOUNTS) AND ALL OF THE
               CREDITS (MINUS AMOUNTS) OFFSET TO ZERO. 
          
          20.  Type  A  to accept the entry. 
          
          21.  The screen then clears and sets up for next entry. 
          
          22.  To get back to the menu, press the ESC key when the cursor
               is at the Check No. field. 
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      11
          
          
          This completes the sample entry. All entries are made in this
          manner. 
          
          The screens for Cash Receipts and Journal Entries are identical
          and work the same way except for the header information. 
          
          
          
                                  GENERAL COMMENTS
          
          Charter Software's programs are easy to use and we have done our
          best to see you can't get into trouble. However, we can't detect
          typing errors such as `10.00' when you mean `100.00' or `espense'
          when you mean `expense'. 
          
          The programs do provide two important safeguards: 
          
          1.   All entries must balance. You will not be able to post an
               entry that does not. 
          
          2.   There is a complete audit trail. Amounts cannot be posted to
               the General Ledger until the details have been printed on
               the printer. 
          
          
          WHEN YOU ARE FINISHED WITH THE PROGRAM, IT'S VERY IMPORTANT YOU
          EXIT THE PROGRAM IN THE NORMAL MANNER (SELECTING OPTION 8 - END
          OF SESSION FROM THE MAIN MENU). IF YOU TURN OFF THE COMPUTER OR
          REMOVE DISKS BEFORE DOING THIS, YOU MAY LOSE ALL OF YOUR
          FINANCIAL INFORMATION. 
          
          
                                   ACCOUNT NUMBERS
          
          Account numbers have a four digit format. The account numbers are
          set up by the type of account:
          
                         1000 - 1499   Current Asset
                         1500 - 1799   Fixed Asset
                         1800 - 1999   Other Asset
                         2000 - 2699   Current Liability
                         2700 - 2999   Long Term Liability
                         3000 - 3999   Equity
                         4000 - 4999   Revenue
                         5000 - 9999   Expense
          
          If you set up departments, your revenue and expense accounts will
          have two digits to the right of the decimal point to indicate the
          department. These two digits (department number) can be used for
          printing separate Statements of Income or for consolidating
          amounts for several accounts under one account. (See further
          discussion on page 40.)
          
          
          
          
          
          
          
          
          
          
          
                                                                      12
          
          
                                         DATA ENTRY
          
          When the program is waiting for you to type something, there is a
          row of `dashes' or a line for you to type on. The number of
          dashes or the length of the line indicates the maximum amount of
          characters for that entry. If you want to change what you have
          typed, you can use the arrow keys to move back and forth through
          in order to make corrections. New characters can be inserted
          using the `Ins' key and characters deleted by using the `Del'
          key.
          
          In addition to using the backspace key to make corrections, you
          can also use the left and right arrow keys to move the cursor as
          well as the `Del' and `Ins' keys to delete and insert characters.
          
          On the keyboard, there is a key called `Num Lock' above the
          numeric keypad. Pressing this key will change the status of the
          numeric keypad. It will operate either as an adding machine
          keyboard or as arrow keys. Pressing `Num Lock' switches the
          functions back and forth.
          
          When typing amounts, you do not have to put in the decimal point
          if it is a round dollar amount. For instance, if you type 10 for
          10 dollars, the program will automatically format and display it
          as 10.00. Entering 9.5 will result in 9.50. This can save a lot
          of keystrokes. Do not put in commas when typing numbers. The
          program, however, will automatically put them in.
          
          If you are entering a negative number, you can put the minus sign
          either before or after the number.
          
          IF YOU HAVE SELECTED THE `AUTOMATIC' CREDIT FEATURE, ANY AMOUNTS
          ENTERED FOR ACCOUNTS 2000 THROUGH 4999 WILL AUTOMATICALLY BE
          CHANGED TO A NEGATIVE OR CREDIT AMOUNT. IF YOU WANT TO `DEBIT' AN
          ACCOUNT IN THIS RANGE, USE THE MINUS SIGN AND THE PROGRAM WILL
          CHANGE THE AMOUNT TO A POSITIVE OR DEBIT AMOUNT. 
          
          The program will accept individual entries up to 9,999,999.99 and
          print values up to 99,999,999.99.
          
          NOTE: THE PROGRAM DOES NOT USE THE POSTING DATE YOU ENTER TO
          SEPARATE TRANSACTIONS BETWEEN MONTHS. THEREFORE, DO NOT MAKE
          ENTRIES IN A NEW MONTH UNTIL YOU HAVE MADE ALL POSTINGS TO THE
          OLD MONTH AND COMPLETED A MONTH END CLOSE. 
          
          Messages about what to do or type next are almost always on the
          bottom line of the screen.
          
          The program will `beep' if it wants to get your attention because
          you have typed something wrong, or about to do something that
          requires confirmation before proceeding. Again, there will be a
          message at the bottom of the screen. 
          
          
          
          
          
          
          
          
          
          
          
                                                                      13
          
          
          If in doubt as to what to do next, always look at the bottom of
          the screen. 
          
          There is always an `escape route' if you make a mistake. Pressing
          ENTER or the ESC key will normally take you back to a point where
          you can recover and start again. Before any significant item gets
          entered or changed, you will get a chance to change your mind. 
          
          
                                  DISK SPACE USAGE 
          
          NOTE: THE PERCENTAGE SHOWN ON THE BOTTOM OF THE MAIN MENU FOR
          FLOPPY SYSTEMS WILL NOT BE ACCURATE IF YOU HAVE PROGRAMS OR FILES
          NOT RELATED TO PC - GENERAL LEDGER ON THE A OR B DISKS. Our
          programs and files all start with `GL' except for BASRUN.EXE. 
          
          If you are working with a double floppy disk system, the bottom
          of the screen at the Main Menu will show the approximate amount
          of disk space used on the DATA disk in the B drive. See page 42
          for information if the percentage exceeds 90%.
          
          For a single floppy system, the percentage reflects space left on
          that disk. 
          
          On a hard disk, the number shown reflects the number of mega-
          bytes that the programs and data currently are using. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      14
          
          
                         CUSTOMIZING THE CHART OF ACCOUNTS
          
          The first thing to do is to customize the chart of accounts to
          your operations. The system already has 15 accounts built in. In
          order to load your accounts and delete those you do not need, you
          need to use the following instructions. The key thing to remember
          is that if you make a mistake, it can easily be corrected.
          
          NOTE: If you plan on setting up departments in order to have
          departmental income statements, read the section on Departments
          on page 40.
          
          1.   At the DOS prompt, type  GLMENU and press ENTER.
          
          2.   You will see the following at the top of the screen:
          
                 Type posting DATE  (MMDDYY)    (ENTER if OK)
          
          3.   Press ENTER to accept the date shown or type a different
               date using six digits without any spaces, dashes, or
               slashes. For instance, January 8, 1989 is entered as 010889.
               The program will format it to 01-08-89, and then the Main
               Menu will appear.
          
               The Main Menu looks like this:
          
                         1 = POST Entries or WRITE CHECKS
                         2 = CHART of Accounts or VENDOR Maintenance
                         3 = Print ENTRIES
                         4 = Print GENERAL LEDGER or TRIAL BALANCE
                         5 = Print FINANCIAL Statements
                         6 = Month or Year End CLOSE
                         7 = UTILITY Programs
                         8 = END of Session
          
          4.   Select option 2 (CHART of Accounts or VENDOR Maintenance).
          
          5.   The top section of the next menu looks like this:
          
                         CHART OF ACCOUNTS:
                              1 = Add NEW Account
                              2 = DELETE Account
                              3 = CHANGE Account Name
                              4 = PRINT Chart of Accounts
          
          6.   Select option 4 (PRINT Chart of Accounts) and press ENTER.
               The program will ask you to type `S' for screen or `P' for
               printer. Type  P to indicate you want a printout of the
               chart of accounts. The program will print a message at the
               bottom of the screen stating you should turn on the printer
               and press ENTER when ready. When you press ENTER, the chart
               of accounts that we built in will print out. Use this chart
          
          
          
          
          
          
          
          
          
          
          
                                                                      15
          
          
               to determine those accounts you need to add and those you
               need to delete.
          
          7.   Select option 1 (Add NEW Account) from the Chart of Accounts
               menu. The screen for adding accounts looks like this:
          
                    Account Number ____ Description ___________________
          
                         1000 - 1499   Current Asset
                         1500 - 1799   Fixed Asset
                         1800 - 1999   Other Asset
                         2000 - 2699   Current Liability
                         2700 - 2999   Long Term Liability
                         3000 - 3999   Equity
                         4000 - 4999   Revenue
                         5000 - 9999   Expense
          
                              TYPE ACCOUNT NUMBER (`ESC' TO EXIT)
          
          8.   Type in the number of the first account you want to add. The
               program will check to make sure the number has not already
               been used and then highlight the appropriate category on the
               lower part of the screen.
          
          9.   Type in the Description for the account. The following
               message will be at the bottom of the screen:
          
                    TYPE `A' TO ACCEPT  `T' TO TRY AGAIN
          
          10.  If you need to change something, type T and press ENTER to
               re-do the entry. When you have the correct information on
               the screen, type A and continue adding other new accounts.
               When you are finished adding accounts, press the ESC key at
               the Account Number field and the program will return to the
               Chart of Accounts Menu.
          
          11.  From that menu, select option 2 (DELETE Account). The screen
               looks like this:
          
                    Account Number ...... Description .................
          
               Type in the first account number you want to delete. The
               program checks whether it is a valid number and puts the
               description on the screen. The bottom of the screen shows
               this message:
          
                         TYPE `D' TO DELETE  `N' FOR NO DELETE
          
          12.  Check the account description. If it is the one to be
               deleted, type D and press ENTER. If you have made a mistake
               in typing the account number, type N. Continue in this
               manner until you have deleted all the accounts that you
          
          
          
          
          
          
          
          
          
          
          
                                                                      16
          
          
               don't need. When you are done, press the ESC key instead of
               an account number to return to the Chart of Accounts menu.
          
          13.  If you want to change the description of any accounts,
               choose option 3 (CHANGE Account Name) from the Menu and make
               whatever changes are necessary.
          
          14.  If desired, you can now print the revised Chart of Accounts
               (option 4) to check your work and to have as a reference.
               Otherwise, select option 8 (Return to MAIN MENU).
          
          You have now completed customizing the chart of accounts for your
          operations. The important thing to remember is you can make
          changes to the chart at any time. (Note: you will not be able to
          delete an account that has a balance.)
          
          
          
                              SETTING UP BANK ACCOUNTS
          
          The program has account number 1010 set up as the bank account to
          be used to enter cash receipts and check stubs. However, the
          program will allow you to set up 5 bank accounts in case you have
          more than one checkbook. The program will keep track of the
          balance in each account and display it in the lower left hand
          corner of the entry screens.
          
          To designate your bank accounts, select option 7 (Utility
          Programs) from the Main Menu. Then select option 2 (Change BANK
          Accounts). Enter in the account numbers for your various
          checking, savings, and money management accounts. After you have
          completed this, press the ESC key to return to the Utility
          Program Menu and then option 9 to return to the Main Menu.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      17
          
          
                                  OPENING ENTRIES
          
          This section will show you how to make your opening entries and
          bring the program in balance with your existing books. See
          Appendix E, if you want to set up a single entry to enter your
          check book balance only. Otherwise, if you have other accounts
          with beginning balances, follow the instructions below.
          
          1.   Before making your opening entry, it is important to make
               sure that all the accounts have zero balances. Select option
               7 (UTILITY Programs) from the Main Menu. Then select option
               5 (CLEAR All Balances) from the Utility Menu. The program
               will ask you to type  CLEAR  to erase any balances on file.
               After you have finished this step, return to the Main Menu.
          
          2.   Select option 1 (POST Entries or WRITE CHECKS) from the Main
               Menu. 
          
          3.   You will enter the year to date balance for each account
               using the Add JOURNAL Entries function.
          
          4.   Select option 3 (JOURNAL Entries) from the next menu. Type A
          
               to Add new entries.
          
          5.   At the Journal Number field, type 1. At the Description
               field, type OPENING ENTRY. At the Date field, enter the date
               for the month end trial balance you are entering. Accept the
               Header by pressing  A. 
          
          6.   The cursor will appear on line 1 of the entry. For the first
               14 lines, enter account numbers and the appropriate amounts.
          
          7.   If you have more than 14 accounts, type the RETAINED
               EARNINGS account number (3999) at line 15.
          
          8.   For the amount column, type a B and ENTER to balance the
               entry.
          
          9.   Do not make an entry for the RETAINED EARNINGS account when
               you come to it on the trial balance.
          
          10.  After you enter line 15 and the entry balances, type  A  to
               accept the entry. The program will then bring up another
               entry screen. Continue entering your accounts from your
               trial balance in the same manner always using account 3999
               on the last line to balance the entry.
          
          11.  After you have completed entering all balances from your
               trial balance using journal entries, press the ESC key at
               the Journal Number field and choose option 6 (Print
               ENTRIES).
          
          
          
          
          
          
          
          
          
          
          
                                                                      18
          
          
          
          12.  Select option 3 (Print JOURNAL Entries) from the menu. Type
               P  to print the entries on the printer. The program will
               print the following message on the screen:
          
                    Type `U' to UPDATE general ledger and delete these
                    entries from the transaction file. (`ESC' to exit)
          
          
               Press the ESC key. Review the print out for accuracy. If you
               have made any mistakes, go to option 1 (Post ENTRIES) from
               the Main Menu and then option 3 (Post JOURNAL Entries). Type
          
               E to edit your entries on file. Type in the journal entry
               number and make corrections to the lines that were
               incorrect.
          
          13.  After you are satisfied your entries are correct, print the
               JOURNAL Entries again on the printer. This time when it
               displays the message `Type `U' to UPDATE...', type  U. The
               program automatically updates the general ledger for the
               entries.
          
          14.  Select option 5 (Print SHORT FORM Trial Balance) from the
               menu. Double-check your figures to those from the trial
               balance you were entering from. Make any correcting entries
               that are necessary. Then select option 4 (Print GENERAL
               LEDGER Details), type A to print all accounts, and M for
               Month to Date.
          
          15.  Select option 8 (Return to Main Menu). The program will
               display the following message:
          
                       Type `OK' to complete month end close
          
               Type OK and press ENTER. From the next screen type 1 for
               month end close and then type the word MONTH when requested.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      19
          
          
          
          
                            SUMMARY OF MONTHLY ROUTINE 
          
          The best way to visualize how these programs work is to remember
          that instead of writing entries in ledgers or on columnar pads,
          you will be posting the amounts on the screen. The major
          difference is you do not have to add the columns, balance the
          pages, or post the totals to the General Ledger. The program
          takes care of that automatically.
          
          The timing of your daily, weekly, and monthly postings is up to
          you. You will probably find you can make entries to the programs
          using pretty much the same schedule you are now.
          
          NOTE: THE PROGRAM DOES NOT USE THE POSTING DATE YOU ENTER TO
          SEPARATE TRANSACTIONS BETWEEN MONTHS.
          
          THEREFORE, DO NOT MAKE ENTRIES IN A NEW MONTH UNTIL YOU HAVE MADE
          ALL POSTINGS TO THE OLD MONTH AND COMPLETED A MONTH END CLOSE.
          
               -    Cash receipts can be posted at any time. 
          
               -    Checks are posted as you print them or by entering the
                    information from the check stubs. 
          
               -    Journal entries are used for depreciation, corrections,
                    payroll summaries, etc.
          
               -    Entries which use the same accounts over and over again
                    are best handled using the Posting Screens set up. See
                    page 28. 
          
               -    Entries made with the program are held in a transaction
                    file until you want to update the General Ledger. There
                    is a maximum limit of 500 entries in the transaction
                    file for each type of transaction. Therefore, if you
                    have more than 500 checks (or cash receipts or journal
                    entries) to enter for one period, you need to update
                    before you reach the 500 limit. Entries in the
                    transaction file can be printed, viewed, or edited,
                    then updated to the General Ledger.
          
               -    The General Ledger can be updated at any time. However,
                    you will probably only want do it at month end. 
          
               -    Once all entries have been posted to the General
                    Ledger, the trial balance and financial statements can
                    be printed.
          
               -    After you have printed all the related reports, we
                    recommend you make a backup and then perform a month
                    end close. At the end of the year, you will do your
                    last month's close and then do a year end close.
          
          
          
          
          
          
          
          
          
                                                                      20
          
          
          
          
                                   GENERAL LEDGER - OVERVIEW 
          
          The General Ledger system consists of several segments: 
          
          
          ADD ENTRIES OR WRITE CHECKS
          
          This is the main part of the General Ledger program. You can make
          entries into the cash receipts journal or the general journal.
          You can either print checks on the printer or post check stubs to
          the check register. Mistakes can be corrected by editing or
          deleting entries.
          
          
          CHART OF ACCOUNTS OR VENDOR MAINTENANCE
          
          This part of the program allows you to add, change, or delete the
          chart of accounts or vendors' names and addresses you have on
          file for check printing. It also allows you to set up posting
          screens for recurring entries.
          
          
          PRINT ENTRIES AND UPDATE GENERAL LEDGER
          
          This part of the program enables you to print the entries you
          have made. After printing the entries, the trial balance and
          General Ledger can be updated. (Note: the entries MUST be printed
          on the printer in order to update the general ledger.)
          
          
          PRINT GENERAL LEDGER AND TRIAL BALANCE
          
          This will print entries that have been made to each account. The
          program maintains two detailed ledgers. One is for the month to
          date and the other for the year to date. The year to date general
          ledger prints monthly totals based upon entry dates.
          
          
          FINANCIAL STATEMENTS
          
          This enables you to print the Balance Sheet and Statement of
          Income with month and year to date totals. In addition, you can
          print departmental Statements of Income if you have departments
          set up.
          
          
          MONTH AND YEAR END CLOSE 
          
          This lets you close the books at month and year end in order to
          start the next accounting period.
          
          
          
          
          
          
          
          
          
          
          
                                                                      21
          
          
          
          
          UTILITY PROGRAMS
          
          Allows you to set up for more than one bank account. There is
          also the option to change colors (if you have a color monitor) or
          change hardware configuration (such as adding a hard disk). You
          can also change department information and income statement
          format, create a DIF file to translate into your spreadsheet
          software, clear all balances, and erase year to date detail.
          
          
          
                        STARTING THE GENERAL LEDGER PROGRAM 
          
          In order to start the program, type GLMENU at the DOS prompt. The
          first thing you have to do is accept the date or type the date
          that you want to use.
          
          Enter all dates as 6 digits such as 010489. The program will
          automatically format it to read 01-04-89. 
          
          NOTE: THE PROGRAM DOES NOT USE THE POSTING DATE YOU ENTER TO
          SEPARATE TRANSACTIONS BETWEEN MONTHS. THEREFORE, DO NOT MAKE
          ENTRIES IN A NEW MONTH UNTIL YOU HAVE MADE ALL POSTINGS TO THE
          OLD MONTH AND COMPLETED A MONTH END CLOSE. 
          
          After you have entered the date, the Main Menu will appear: 
          
                     1 = ADD Entries or WRITE CHECKS 
                     2 = CHART of Accounts or VENDOR Maintenance
                     3 = Print ENTRIES and UPDATE General Ledger
                     4 = Print GENERAL LEDGER or TRIAL BALANCE 
                     5 = Print FINANCIAL Statements 
                     6 = Month or Year End CLOSE 
                     7 = UTILITY Programs 
                     8 = END of Session 
          
          
          
          
                              MAKING ENTRIES - GENERAL
          
          The procedure for entering transactions is essentially the same
          whether you are doing cash receipts, posting check stubs or
          journal entries. There are only minor differences in the screen
          layout and how data is entered. 
          
          Each entry is a two step process. First you type in the header
          information such as the check number, date, payee/description,
          etc. The second part is entering account numbers and amounts. If
          you make a mistake there is a simple procedure to correct or
          change an entry so you do not have to start over. 
          
          
          
          
          
          
          
          
          
          
                                                                      22
          
          
          
          
          You can have up to 15 lines in a single entry. 
          
          Near the bottom right hand corner of the screen is the Entry
          Balance figure. The program updates this amount after every line
          is entered and shows how much the entry is out of balance at that
          point. 
          
          Until you are familiar with the program, the key to making
          entries is to keep an eye on the message line at the bottom of
          the screen. It will prompt you as to what is expected next. 
          
          If you select option 1 from the Main Menu you will see the menu
          for the posting entries. You can choose to enter cash receipts,
          check stubs, journal entries, or enter checks to be printed. 
          
          
                         ADD, EDIT OR VIEW ENTRIES:
                              1 = CASH Receipts 
                              2 = CHECK STUBS 
                              3 = JOURNAL Entries 
          
                              4 = Enter CHECKS for Printing
          
          The next section deals with entering CHECK STUBS. However, cash
          receipts and journal entries are entered in much the same way.
          
          After you select option 1, 2, or 3, the program shows:
          
               `A' to Add New Entries  `E' to Edit existing  `V' to View
          
          
          Note: If you have more than one bank account designated, the
          program will show you the bank account numbers, bank names, and
          the current balance in each account. One of the accounts is
          highlighted, indicating that it is the current or active bank
          account and any entries made will affect that account.
          
          Type  A  to add new check stubs. If you have vendors on file, the
          program will ask you if you want to use those vendor names for
          the description line. If you would like to use the vendor names
          you have on file, type  Y  for yes. This option comes in handy if
          you like to speed up entering checks because you will be able to
          enter a few letters of a vendor name and the program will
          automatically put the entire vendor name on the description line.
          See page 36 for information on vendor files.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      23
          
          
          
          
                                 HEADER INFORMATION 
          
          The screen layout for entering checks stubs looks like this: 
          
          
                                   POST CHECK STUBS   Last Check: 121 
          
          Check No 122.. Description ......................... Date ..... 
          
                     Line    Acct   Account Title               Amount 
                
          
          
          
          
                                                            -----------
          
          Cash Balance:           Entry Balance                    0.00
          
                         TYPE CHECK NUMBER  `ESC' WHEN DONE 
          
          
          The program shows your present cash balance for the current bank
          account in the lower left hand corner of the screen. It is
          automatically updated every time you make an entry to that
          account. 
          
          For reference purposes, the last check number you entered is in
          the upper right hand corner of the screen and the next number in
          sequence is shown next to the Check No field.
          
          You can type in a different check number or press ENTER and the
          number shown will be used. 
          
          For the Description, you have two choices. If you chose to use
          the vendor file for the description, you can type in a few
          letters of the vendor name. The program will search the vendor
          file for vendor names that contain those letters. When the
          correct vendor is shown, press the ENTER key. If you did not
          choose to use the vendor file, you may type in the payee name and
          other explanatory comments at the description line.
          
          After pressing ENTER at the date field or typing a new date, you
          will see the following message at the bottom of the screen:
          
               `A' TO ACCEPT `T' TO TRY AGAIN OR `P' FOR POSTING SCREEN
          
          If you are satisfied with the Header information, type A.
          Otherwise type T and you can start entering the header
          information again. (See page 28 for explanation of POSTING
          SCREENS) 
          
          
          
          
          
          
          
          
          
          
                                                                      24
          
          
          
          
                            ACCOUNT NUMBERS AND AMOUNTS 
          
          Once you have accepted the header, it is time to enter account
          numbers and amounts. The entry can be up to 15 lines. 
          
          The program puts the current bank account number and its
          description on line 1, then waits for you to make an entry in the
          Amount column. (Remember, you do not have to enter the decimal
          point if it is a whole dollar amount). Type in the amount as a
          debit. Since the program knows you are posting check stubs, it
          automatically changes it to a credit amount, displays it, and 
          updates the Entry Balance amount. 
          
          Then line by line, finish the accounting distribution. First type
          either the account number or up to four letters of the account
          name. If you enter the account number, the program will 
          automatically display the account description. 
          
          If you type RENT the program will search for the first account
          having `RENT' in the description and display the account number
          and account description. If you are looking for `RENT EXPENSE'
          and the first account with `RENT' is `RENTAL INCOME', the program
          will display that one first. However, pressing ENTER again will
          find the next account with `RENT' in it. You can continue to
          press ENTER until you find the right account or reach the end of
          the account number file. 
          
          If you type in an account number and that account is not on file,
          the program will ask you whether you want to add that number to
          the file. The following message will appear at the bottom of the
          screen: 
          
               NUMBER NOT ON FILE.  TYPE `A' TO ADD  `T' TO TRY AGAIN 
          
          
          If you want to add that number to the chart of accounts, type A
          and you will see the same screen that is used to set up new
          accounts in the Chart of Accounts section of the program. All you
          need to do is type in the description of the account and you will
          be taken back to where you were in the entry. The new account has
          been added to the chart of accounts and will be displayed on the
          line on which you were working. 
          
          Once you have the proper account, the next step is to enter the
          amount. If it is a simple two line entry, typing B  will
          automatically display the offsetting amount to balance the entry.
          Otherwise, you will have to type in the amount. When you get to
          the amount column on the last line of your entry, type  B to
          balance the entry to zero; this will automatically put the amount
          that offsets the Entry balance in the amount column.
          
          
          
          
          
          
          
          
          
          
          
                                                                      25
          
          
          
          
          IF YOU HAVE SELECTED THE `AUTOMATIC' CREDIT FEATURE, ANY AMOUNTS
          ENTERED FOR ACCOUNTS 2000 THROUGH 4999 WILL AUTOMATICALLY BE
          CHANGED TO A NEGATIVE OR CREDIT AMOUNT. IF YOU WANT TO `DEBIT' AN
          ACCOUNT IN THIS RANGE, USE THE MINUS SIGN AND THE PROGRAM WILL
          CHANGE THE AMOUNT TO A POSITIVE OR DEBIT AMOUNT. 
          
          As you enter amounts, the Entry Balance amount will be updated.
          When that amount is zero, the entry is in balance and the
          following message is at the bottom of the screen: 
          
               TYPE `A' TO ACCEPT   (`ENTER' TO MAKE CHANGES) 
          
          If you type A, the entry is added to the transaction file, the
          data is cleared from the screen, and you are ready for the next
          entry. (At that point, if you are done posting check stubs,
          pressing ESC at the Check Number field to return to the menu.) 
          
          If you need to make changes to the entry you were working on and
          pressed ENTER instead of A, then you have the opportunity to
          change any of the lines in the entry or to add additional lines.
          This saves having to re-do the entire entry. The program will ask
          you for the line number to be changed. That line will be erased
          and you then enter a new account number and amount. You can
          continue in this manner until you have the changes made and the
          entry balances. Type A to accept to move to the next entry. 
          
          
                       VIEWING, EDITING, AND DELETING ENTRIES 
          
          After an entry is made, it is stored in a transaction file until
          you print them and update the General Ledger. While entries are
          in the transaction file, they can be edited, deleted, or viewed. 
          
          You can have up to 500 transactions in the transaction file for
          each type of entry at one time. If you know you are reaching the
          500 maximum for cash receipts, check stubs, or journal entries,
          you must print the entries and update the general ledger before
          continuing.
           
          When you choose the option to view entries, the program first
          sorts them into reference number order (or check number order in
          the case of checks) and puts the first entry on the screen. At
          the bottom of the screen is the following message:
          
              `ENTER'=NEXT ENTRY  P=PREVIOUS  E=EDIT  D=DELETE  X=EXIT
          
          Pressing ENTER displays the next entry. P displays the previous
          entry. If you are at the last entry and press ENTER, the first
          entry is displayed. Likewise, if you are at the first entry, and
          press P for previous, the last entry is displayed.
          
          Pressing E allows you to edit the screen that is displayed. You
          
          
          
          
          
          
          
          
          
                                                                      26
          
          
          
          
          can change the header information and/or any accounts or amounts.
          
          Selecting D will allow you to delete the entry currently
          displayed.
          
          
          
                            WRITING AND PRINTING CHECKS 
          
          If you wish to use the program to print checks, they can be
          ordered from Colwell Systems, 201 Kenyon Road, Champaign, IL
          61820. Toll free telephone is 800-248-7000. (800-233-7777 in
          Illinois). The check is form 9045 (Source Code 340) and should be
          ordered without pre-numbering as the program will number the
          checks. 
          
          Using the check printing option enables you to print checks on
          the computer instead of writing them by hand and then making an
          entry for the check stubs. You can mix check stub entries and
          actual check printing without causing any problems.
          
          The program maintains a file of up to 200 names and addresses to
          make it easier to print checks. For instance, if you have ABC
          Contracting Company in the file, you can bring up their name and
          address by typing ABC. If you also have a company called ABC
          Sanitation Services, all you have to do is type N (for next) and
          the program will find the next match to `ABC'.
          
          If the name you type is not on file, you will be given the
          opportunity to add it to the file automatically, for use the next
          time. You also have the option of just typing in the name and
          address and not adding it to the file.
          
          The program puts a picture of a blank check on the screen and all
          you have to do is fill in the blanks. By pressing ENTER at the
          date, the last date you used will be entered. Pressing ENTER at
          the check number will automatically insert the next check number.
          
          The balance of the current bank account is shown on the left,
          above the check outline.
          
          After entering the payee, amount, and address, you can get a
          message printed on the check stub by typing something on the
          `For' line.
          
          After completing the check form and typing A to accept, the
          screen will change so you can enter the various accounts and
          amounts in order to complete the accounting entry. This segment
          is the same whether you are entering check stubs or actually
          entering checks to be printed. 
          
          The program saves all of the check information so that they are
          
          
          
          
          
          
          
          
          
                                                                      27
          
          
          
          
          all printed at one time. It saves the check form in a print file
          and the accounting portion in the check stub transaction file. If
          you decide you made a mistake entering a check before you print
          it, you can delete it through the View function of CHECK STUBS.
          Then you can reenter the check from scratch.
          
          You print checks by selecting `Print CHECKS' under the PRINT
          PROGRAMS menu. 
          
          You can print a test check to make sure that the check forms are
          lined up properly prior to printing the actual checks. After the
          checks are printed the check print file is cleared. In order to
          update the general ledger for checks printed, you will need to
          print and post check stubs. See discussion on page 30.
          
          
          
                                   CASH RECEIPTS 
          
          The program assumes you have already made a deposit and are
          entering an accounting summary of that deposit. 
          
          The header information is slightly different from the cash
          disbursements entries:
          
          
               Refer ......  Description .................  Date .....
          
          
          
          
          The Reference and Description fields can contain whatever
          information you want to describe the transaction. Pressing ENTER
          at either field will leave blanks in the print-outs and General
          Ledger for those fields. You can type the date or press ENTER to
          use the date shown. 
          
          The current bank account is automatically displayed on line 1. 
          
          Enter accounts and amounts in the same way as described in the
          section on entering Check Stubs. 
          
          
                                  JOURNAL ENTRIES 
          
          Again, the procedure is essentially the same as cash receipts or
          checks written with minor changes in the header. Also, no account
          number or description is automatically displayed on the first
          line. 
          
          Enter accounts and amounts in the same way as described in the
          section on entering Check Stubs. 
          
          
          
          
          
          
          
          
          
                                                                      28
          
          
          
          
                                 CHANGE BANK ACCOUNT
          
          If you have designated more than one General Ledger account as a
          bank account, Option 9 from the Add Entries Menu lets you
          identify another bank account as the `current' bank account.
          After you make the change, the bank balance shown on the screen
          will be for the new account and you will be able to enter cash
          receipts, check stubs, or checks for printing to the new account
          automatically.
          
          
                           GENERAL LEDGER POSTING SCREENS 
          
          You have the ability to design up to 30 posting screens to make
          it easier to post entries that use the same accounts each time.
          (Some people call these types of entries recurring entries.)
          
          For instance, payroll checks have certain accounts that are
          always used, such as the checking account number, FICA
          deductions, withholding deductions, etc. You can set up a posting
          screen so that the accounts are automatically put on the screen
          when you finish the header and all you have to do is enter the
          amounts. 
          
          For entries that are the same each month such as depreciation,
          you can also set up the amounts ahead of time. 
          
          Once you have set up a posting screen, the program keeps track of
          it for easy recall and use no matter whether you are posting
          check stubs, journal entries, or cash receipts to the General
          Ledger. 
          
          In order to set up posting screens, choose option 2 from the Main
          Menu and then option 6 from the Chart of Accounts and Vendor
          Maintenance Menu. 
          
          The Posting Screen Menu is as follows: 
          
                              1 = Set up NEW Posting Screen 
                              2 = DELETE Posting Screen 
                              3 = CHANGE Posting Screen  
                              4 = DISPLAY Individual Screen 
                              5 = Return to previous MENU 
          
          After selecting option 1, you will first identify the number to
          be used (any number 1 through 30) and then type the description
          of the screen. The description should identify the purpose of the
          screen, such as `Monthly Sales Summary' or `Payroll check'. After
          that, you identify the account numbers and the amount (if any) to
          be debited or credited to each account. If the amounts change
          from entry to entry, enter a zero in the amount column. 
          
          
          
          
          
          
          
          
          
          
                                                                      29
          
          
          
          
          If the amounts for an entry are the same each month, such as in a
          depreciation entry, you can put in dollar amounts. If there are
          amounts involved, you must balance the posting screen before the
          program will save it on disk. 
          
          Note: If you are going to set up a posting screen that will be
          used with the check printing option, you must put the checking
          account number on the first line of the entry.
          
          Option 2 allows you to delete screens you no longer need. 
          
          Option 3 will allow to make changes in screens you have
          previously set up. 
          
          Option 4 will display a screen, showing all of the account
          numbers, account names, and posting amounts for that screen.  
          
          
                               USING POSTING SCREENS 
          
          In order to use one of the posting screens, you type P when you
          see the following message at the bottom of the screen after
          typing in the header information: 
          
               `A' TO ACCEPT  `T' TO TRY AGAIN  `P' FOR POSTING SCREEN
          
          If you type P, the program will display the titles of the posting
          screen. You then select the posting screen number and press
          ENTER, the account numbers and amounts (if any) will be
          displayed. All you have to do is go down the right hand column
          and enter the appropriate amounts for each account. 
          
          If the posting screen has amounts pre-defined, you can change
          these amounts for that particular entry and it will not affect
          the posting screen that is saved on disk. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      30
          
          
          
          
                 PRINTING AND UPDATING ENTRIES IN TRANSACTION FILE
          
          As you make each entry during the course of the month, it is
          added to the transaction file until you print the entries and
          update the General Ledger.
          
          You can view, correct, edit, or delete entries prior to updating.
          
          When you are ready to update the General Ledger, select option 3
          (PRINT Entries) from the Main Menu. The following menu will come
          on the screen:
          
                         PRINT ENTRIES AND UPDATE GENERAL LEDGER:
                              1 = CASH Receipts
                              2 = CHECKS Written
                              3 = JOURNAL Entries
          
          Select 1, 2, or 3, whichever is appropriate. The program will ask
          you if you want to print on the screen or printer. If you select
          S for screen, the entries will be displayed one at a time. In
          order to update the General Ledger, select P for printer. 

          If you are printing cash receipts or checks written, and you have
          used more than one bank account, you must choose which account
          you want to print entries for. YOU MUST MAKE SURE You PRINT
          ENTRIES FOR ALL BANK ACCOUNTS, OTHERWISE YOU WILL NOT BE ABLE TO
          DO A MONTH END CLOSE.
          
          After a print-out is finished (if you selected P for printer),
          the following message is at the top of the screen: 
          
               Type `U' to UPDATE General Ledger and delete these entries
               from the transaction file. (`ESC' to exit). 
                
          If you type U, the printed entries will be posted to the General
          Ledger. A message will print at the bottom of the page indicating
          that the entries have been posted in detail to the General
          Ledger. The entries are then removed from the transaction file. 
          
          You will not get the update option if you display the entries on
          the screen. 
          
          You have to decide whether to update the General Ledger at the
          end of any transaction print-out. 
          
                                   CONSIDERATIONS
          
               1.   Financial Statements - The General Ledger, Statement of
                    Income, and Balance Sheet will only be updated when the
                    transactions are printed and the `U' option used. 
          
          
          
          
          
          
          
          
          
          
          
                                                                      31
          
          
          
          
               2.   Printed Reports - Updating the General Ledger several
                    times during the month will mean having your check
                    register, for instance, on several pieces of paper
                    rather than on one print-out. Updating only at month
                    end makes each print-out a `complete' one. (Keep in
                    mind the 500 entry limit for each type of entry.) 
          
               3.   Disk Usage - Updating the General Ledger may free up
                    disk space. Note: If you are continuously having a
                    problem with disk space (in excess of 80% usage), the
                    best alternative is to erase the year to date detail in
                    the General Ledger. See page 42 for more details on how
                    to do that. 
          
          
          
                 GENERAL LEDGER DETAILS AND TRIAL BALANCE PRINT-OUT 
          
          You have four options with respect to the General Ledger: 
          
                    1. Print a complete General Ledger 
                    2. Print a group of accounts. 
                    3. Display or print a single account. 
                    4. Print a Short Form trial balance.
          
          You can print any of the above by selecting the Print GENERAL
          LEDGER or TRIAL BALANCE from the Main Menu. (Other menus cross
          reference these options and use can use them also.)
          
          If you select option 4 (Print GENERAL LEDGER Details) from the
          Print Menu, the screen displays the following:
          
               Print  (S)ingle  (G)roup  (A)ll Accounts
          
          If you select G for group, the program will ask for the beginning
          and ending account numbers to be printed.
          
          After you make your selection, the program will ask you if you
          want month to date or year to date. If you select month to date,
          the printout will list all entries since your last month end
          close. If you select year to date, the program will print all
          entries since your last year end close and will print monthly
          totals based upon the dates of the entries. NOTE: if there are
          entries in the transaction file, they are printed with an
          asterisk before and after the date.
          
          The program prints the number of the account, its name, the
          beginning balance, all entries posted to that account during the
          month (or year to date), and the ending balance. For profit and
          loss accounts, the year to date ending balance is shown also. 
          
          The print-out can be stopped at any time by pressing ESC. 
          
          
          
          
          
          
          
          
          
                                                                      32
          
          
          
          
          The final line on the Complete General Ledger print-out shows a
          proof amount. It should show `zero'. However, the BASIC language
          that was used in writing this program will not always do its math
          properly. Any errors that occur are normally less than a penny.
          If the General Ledger and/or financial statements are off by a
          penny or two, it was not caused by your entries. The out of
          balance amount will be automically adjusted at the next month end
          close.
          
          You can also print a Short Form trial balance. This lists the
          account name, account number, month to date balance, and year to
          date balance. No detailed entries are shown.
          
          
          
                                FINANCIAL STATEMENTS 
          
          You can print the Balance Sheet or Statement of Income at any
          time. However, they will not include any entries that are still
          in the transaction file. 
          
          If you are set up for DEPARTMENTAL ACCOUNTING, you have several
          choices when printing the Statement of Income. The menu selection
          is shown below: 
          
                         COMPLETE STATEMENT OF INCOME 
                              1 = All accounts DETAILED 
                              2 = All accounts CONSOLIDATED 
          
                         DEPARTMENTAL STATEMENTS 
                              3 = G & A    (10) 
                              4 = Sales    (20) 
                              5 = Parts    (30) 
                              6 = Service  (40)  
          
          Note: The department names and numbers be different depending on
          your operations. See page 39 for discussion on how departments
          work and how to set departments up.
          
          Option 1 (Detailed) will print all of the accounts in the
          Statement of Income section of the chart of accounts. For
          instance, if you have account 6800 (Telephone) set up for three
          departments, all three will print. 
          
          Option 2 (Consolidated) will print all Statement of Income
          accounts, but will consolidate the amounts for each income and
          expense account. For instance, the TELEPHONE expense will be
          totalled for all departments and the amount shown on one line.
          (Note: The account description printed will be the first one
          within that group of accounts). 
          
          
          
          
          
          
          
          
          
          
          
                                                                      33
          
          
          
          
          In each of the first two options the final Income or Loss amount
          will be the same and represents the month and year to date total
          corporate profit or loss. 
          
          If you choose one of the options for departmental statements, the
          program will print income and expense items for the individual
          department only, and show the income or loss for that department.
          
          Remember, departments numbered other than those you have set up
          in the Utility program (see page 40) cannot be printed. If you
          need to print a department not shown, go to the Utility program
          and substitute the department you want to print for another
          department.
          
          There is no option for printing Departmental Balance Sheets.
          
          Again, you can stop any print-out at any time by pressing ESC. 
          
          
          
                              MONTH OR YEAR END CLOSE 
          
          Option 6 (Month or Year End CLOSE) from the Main Menu allows you
          to do a month or year end close.
          
          When all transactions for the month have been updated to the
          General Ledger, and you have made all print-outs you want,  you
          are ready to close the General Ledger for the month. You will not
          be able to close out if any there are in entries in the
          transaction file. 
          
          The month end close changes all of the monthly Statement of
          Income accounts to zero and updates all of the year to date
          totals. It also adds the month to date General Ledger detail to
          the year to date detail.  
          
          The year end close is the same except that it also zeros out the
          Statement of Income year to date amounts, erases the year to date
          General Ledger detail, and automatically updates the Retained
          Earnings account with the annual profit. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      34
          
          
          
          
                                 CHART OF ACCOUNTS 
          
          The chart of accounts numbering system has been pre-set as shown
          below. You are limited to 500 different account numbers. You can
          allocate them between the various categories such as assets,
          liabilities, income, etc. however you wish. 
          
          The original disk has 15 sample accounts on it. You should delete
          any of those accounts you do not want. It will reduce the number
          of pages in the General Ledger, since all accounts are  printed,
          whether they have activity or not. 
          
          The chart of accounts maintenance menu looks like this: 
          
                         CHART OF ACCOUNTS: 
                              1 = Add NEW Account 
                              2 = DELETE Account 
                              3 = CHANGE Account Name 
                              4 = PRINT Chart of Accounts 
          
                         OTHER: 
                              5 = VENDOR Maintenance 
                              6 = POSTING Screens 
          
          Note: Vendor Maintenance is covered on page 36. Posting Screens
          are on page 28. 
          
          
                                  ADD NEW ACCOUNT 
          
          The screen for adding new accounts is shown below: 
          
               Account Number ........  Description ...............
          
                              1000 - 1499 Current Asset 
                              1500 - 1899 Fixed Asset 
                              1900 - 1999 Other Asset 
                              2000 - 2699 Current Liability 
                              2700 - 2999 Long Term Liability 
                              3000 - 3999 Equity 
                              4000 - 4999 Revenue 
                              5000 - 5999 Cost of Sales 
                              6000 - 6999 Expenses 
                              7000 - 9999 Other Income/Expense 
          
          Note: Accounts 5000 through 9999 will be in different categories
          depending on which Statement of Income Format you are using. 
          
          When you enter a new account number, the program checks whether
          or not the number has already been used. If not, the type of
          account is highlighted at the bottom of the screen and you can
          then type in the name of the new account. 
          
          
          
          
          
          
          
          
          
                                                                      35
          
          
          
          
          The following message will appear at the bottom of the screen: 
          
                         TYPE `A' TO ACCEPT  `T' TO TRY AGAIN.  
          
          If you haven't made any errors, type A and the account will be
          added to the chart of accounts. Typing a T will allow you to
          start over. 
          
          When you are finished adding accounts, pressing ENTER at the
          account number field will take you back to the menu. 
          
          Note: You can also add new accounts as you make entries. If you
          type in the number of an account that is not on file, you will
          get the opportunity to add the account at that time. The screen
          you will see and the procedure is the same as when you are adding
          an account in the Chart of Accounts section of the program. 
          
          
                                   DELETE ACCOUNT 
          
          This option enables you get rid of an account you are no longer
          using. In order to safeguard the system, you can only delete an
          account when: 
          
               -    The month and year to date balances for that account
                    are zero.
                                             and 
          
               -    There are no entries in the transaction register for
                    that account. 
                                             and 
          
               -    There are no posting screens using that account. 
          
          When you type in the account number the program checks all of the
          above. If all the conditions are met, the program then displays
          the account name and asks you to confirm you want to make the
          deletion. Type D to delete the account or N for no delete.
          
          
                                CHANGE ACCOUNT NAME 
          
          This option lets you change the name of the account in order to
          better describe it or to correct spelling errors. 
          
          
                              PRINT CHART OF ACCOUNTS 
          
          You can display the current chart of accounts on the screen or
          print them on the printer for easy reference. The print shows the
          account number, description and type of account (asset,
          liability, etc.) 
          
          
          
          
          
          
          
          
          
                                                                      36
          
          
          
          
                                   VENDOR MAINTENANCE 
          
          The program provides a simple and easy way to maintain up to 200
          names and addresses of people you write checks to on a regular
          basis. You can use the vendor file in two different ways: (1) to
          make it easier to add the payee to the description line when
          entering check stubs and (2) to put the vendor name and address
          on checks you enter to print through the program.
          
          Choose option 2 from the Main Menu. This will take you to the
          Chart of Accounts and Vendor Maintenance menu. Choose option 5
          from that menu and you will see the following: 
          
                              1 = Add NEW Vendor 
                              2 = CHANGE Vendor Data 
                              3 = DELETE Vendor 
                              4 = Print Vendor LISTING 
          
          No vendor numbers are needed or used. All selections are done by
          typing a few letters of the company name. If there are several
          vendors having similar letter combinations, simply typing a `N'
          for next will find the next match. 
          
          For instance, typing CO will find the following names:
          
                              COLORADO MAGAZINE 
                              ABC COMPANY 
                              INTERCONTINENTAL MOTORS 
          
          If you are adding a new name you will have to type in the name,
          street address, and city, state, and zip. Four lines are
          provided. 
          
          Note: If you plan to use the vendor file for adding check stubs
          and not for printing checks, there is no need to add the street
          address, city, state, or zip because these will not be used in
          entering check stubs; only the vendor name will be used.
          
          The screen to add new names looks like this: 
          
                         Vendor Name:     ..................... 
          
                         Vendor Address:    ..................... 
          
                         Vendor Address:    ..................... 
          
                         Vendor City & State: ..................... 
          
          After filling in the blanks, you will be given an opportunity to
          make any corrections. The name is then added to the file. 
          
          The screens to Change Data and Delete Vendors are identical. You
          
          
          
          
          
          
          
          
          
                                                                      37
          
          
          
          
          locate the vendor you want by typing a few letters of the name
          and then either make changes or delete the name from the file.
          Deleting names makes space for additional names, up to 200 total
          at any one time. 
          
          You can also add names to the file while you are writing checks.
          See page 26. 
          
          Option 4 will give you an alphabetic listing (either on the
          screen or printer) of all vendors on file. 
          
          
                                  UTILITY PROGRAMS 
          
          Select option 7 (Utility Programs) for the Main Menu. The menu
          for the Utility Programs is shown below: 
          
                              1 = Change BASE Information 
                              2 = Change BANK Accounts 
                              3 = Change HARDWARE Configuration 
                              4 = Change DEPARTMENT Information 
                              5 = CLEAR All Balances 
                              6 = Create DIF File 
                              7 = Select INCOME STATEMENT Format 
                              8 = ERASE Year to Date Detail 
          
          When you first started up your system, you made selections for
          options 1 and 7 above. This part of the program allows you to
          make changes in those selections whenever it is appropriate to do
          so. See page 5for details on how to make changes. 
          
          
                                CHANGE BANK ACCOUNTS
          
          Choose option 2 from the above menu to designate which account
          numbers are bank accounts.
          
          The program allows you to designate up to five different accounts
          as bank accounts for ease in making entries when you have more
          than one bank account. Designate those checking, savings, or
          money management accounts for which you plan to make cash
          receipts and cash disbursements entries.
          
          Whenever you post a cash receipt or cash disbursement, the
          program will display all bank accounts and will show which
          account is current. The account that is current will show up on
          the first line of the entry. To change the account that is
          current, you can select option 9 from the Post Entry Menu. 
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      38
          
          
          
          
                            CHANGE HARDWARE CONFIGURATION
          
          NOTE: WE RECOMMEND YOU DO NOT RUN THESE PROGRAMS USING RAM DISKS.
          
          Option 3 from the Utility Programs Menu allows you to tell the
          programs you have changed monitors or to change the colors
          displayed if you are using a color monitor. 
          
          After the system is operating you can also change from a floppy
          drive system to a hard drive system if you add a hard drive at a
          later date. You can also change from a hard disk to a floppy
          system. 
          
          
          NOTE: MAKE SURE YOU MAKE AN EXTRA SET OF BACKUPS BEFORE YOU
          ATTEMPT TO MAKE ANY DISK DRIVE CHANGES. 
          
          
                   CHANGE FROM DOUBLE FLOPPY SYSTEM TO HARD DISK 
          
          1.   Set up a sub directory on your hard disk if desired.
          
          2.   At the DOS prompt in the subdirectory, with PROGRAMS (A) in
               the A drive and DATA (B) in the B drive, type:
          
                              COPY A:*.*
          
               The files on the A disk will be copied to the hard disk.
               After you get back to the prompt, type:
          
                              COPY B:*.*
          
               The files on the B disk will be copied to the hard disk. 
               Leave the disks in their drive for step 3.
                    
               (Note: See below if you no longer have a B drive)
          
          3.   Type GLMENU and immediately select option 7 from the Main
               Menu to get to the Utility Programs Menu. 
           
          4.   Select option 3 from the Utility Programs Menu and then
               option 5 from the next menu. 
          
          If you no longer have a B drive, copy your B disk to the hard
          drive from drive A. Exit our program, and put you DOS master disk
          in the A drive. Type A:ASSIGN B=C and press ENTER. YOU SHOULD NOT
          SEE ANY MESSAGE. Then proceed with step 3 above.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      39
          
          
          
          
                 CHANGE FROM A HARD DISK TO A DOUBLE FLOPPY SYSTEM 
          
          1.   At the prompt in the directory where you are running the
               programs, put a blank formatted disk labelled PROGRAMS (A)
               in the A drive and type:
          
                              COPY GL*.EXE A:
                              COPY BASRUN.EXE A:
          
          2.   After it finishes copying, put a blank formatted disk
               labelled DATA (B) in the B drive and type:
          
                              COPY GL*.FIL B:
                              ERASE B:GLDRIVE.FIL
          
               Leave these disks in their drives for step 3.
          
          3.   Get to the A> prompt and type GLMENU and immediately select
               option 7 from the Main Menu to get to the Utility Programs
               Menu. 
          
          4.   Select option 3 from the Utility Programs Menu and then
               option 4 from the next menu. 
          
          
                      CHANGE TO A SINGLE FLOPPY FROM HARD DISK
          
          1.   At the prompt in the directory where you are running the
               programs, put a blank formatted disk labelled PROGRAMS/DATA
               in the A drive and type:
          
                              COPY GL*.* A:
                              COPY BASRUN.EXE A:
                              ERASE A:GLDRIVE.FIL
          
               Leave the disk in the drive for step 2.
          
          2.   Get to the A> prompt and type GLMENU and immediately select
               option 7 from the Main Menu to get to the Utility Programs
               Menu. 
          
          3.   Select option 3 from the Utility Programs Menu and then
               option 3 from the next menu. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      40
          
          
          
          
                          CHANGE DEPARTMENT INFORMATION 
          
          The department feature in PC - GENERAL LEDGER can be used in two
          different ways:
          
               1.   You can set up departments to record income and/or
                    expenses related to profit or expense centers in order
                    to be able to print a separate Statement of Income for
                    each.
          
                    For example, assume you have three apartment buildings
                    or three construction projects. You can set up
                    department 10 for the first one, department 20 for the
                    second, and department 30 for the third.
          
                    You would then set up accounts in the chart of accounts
                    accordingly. 4000.10 would be receipts for the first,
                    4000.20 for the second, etc. Expense accounts would be
                    set up in a similar fashion.
          
                    With this arrangement in place, making the appropriate
                    income and expense entries will let you print a
                    statement of income for any one of the three apartment
                    units or construction projects.
          
                    The other alternative is to set up departments based on
                    cost centers. For instance, you may want to set up a
                    sales department, engineering department, and shipping
                    department in order to accumulate costs associated with
                    those functions.
          
               2.   The second use of department numbers is to accumulate
                    similar income or expenses items. For instance, assume
                    that you want to print a single line on the Statement
                    of Income for utilities which includes gas, water, and
                    electricity. You would set up account 6050.00 as
                    Utilities, account 6050.10 for gas, 6050.20 for water,
                    and 6050.30 for electricity. No expense entries are
                    made to the 6050.00 account as this account is used for
                    printing purposes only. 
          
                    When you print a Statement of Income (Detailed), you
                    will get the gas, water, and electricity accounts
                    printed separately. If you select the Consolidated
                    Statement of Income, you will get all the total value
                    of all three combined under the heading of Utilities.
          
          
          Option 4 of the Utility Programs Menu allows you to designate
          departments for printing income statements. Through this option
          you can add new departments or change the name of existing
          departments. 
          
          
          
          
          
          
          
          
          
                                                                      41
          
          
          
          
          You can create accounts in the chart of accounts using up to 90
          different department numbers (10 through 99). However, only eight
          are shown in the Utility Program and on the Statement of Income
          print menu at any one time.
          
          Account numbers that use departments are entered as `####.##'
          such as 4000.10 or 5060.70, etc. with the last two digits
          indicating the department number. 
          
          You cannot use department numbers with Balance Sheet accounts
          (1000 through 3999). 
          
          Use the following procedure to print departmental statements if
          you have more than eight departments. After you have updated all
          your entries for the month, go to option 4 of the Utilities
          program and designate eight of your departments for printing
          purposes. Then go to the Print Financial Statement option of the
          program and select Print Statement of Income. Print those eight
          departments that were designated. After printing, return to the
          Utility Program and designate eight other departments for
          printing. Return to Print Financial Statement and print the
          Statement of Income for those departments. Follow this process
          until you have designated and printed all your departments.
          
          
          
                                 CLEAR ALL BALANCES 
          
          Option 5 allows you to clear all of your balances without
          affecting the chart of accounts or names in the vendor file. This
          option lets you `play' with the system by setting up your regular
          chart of accounts, make practice entries, and then erase all
          entries when you are ready to start entering real data.
          
          
          
                                CREATING A DIF FILE 
          
          Several spreadsheets, including Lotus 1-2-3 have the ability to
          read `DIF' files and bring that data into their work area. DIF
          stands for Data Interchange Format. You can create DIF files by
          choosing option 6 from the UTILITY Programs Menu. 
          
          You can transfer all or some of the following information: 
          
                                   Account Number 
                                   Account Name 
                                   Month Balance 
                                   Year to Date Balance 
          
          The information when read by the spreadsheet will be in column
          
          
          
          
          
          
          
          
          
          
                                                                      42
          
          
          
          
          form. For instance, you could transfer the account number and
          year to date balance for all accounts to two side by side columns
          in the spreadsheet. 
          
          The program will ask you to identify the information you want to
          transfer. You can select any or all of the above four items and
          in any columnar order. 
          
          You can also select which accounts you want to transfer: 
          
                                        FILE NAME CREATED 
          
                    All accounts           PCGENALL.DIF 
                    Balance Sheet only     PCGENBAL.DIF 
                    Income Statement only  PCGENINC.DIF 
          
          The files created by the program will be on the A disk for floppy
          system or in the current directory of a hard disk. 
          
          You will then need to use the DOS COPY command to transfer them
          to your spreadsheet work disk. Consult your spreadsheet manual on
          how to convert a DIF file to one your spreadsheet can read. 
          
          
                             ERASE YEAR TO DATE DETAIL 
          
          This option is offered in order to free up space on your floppy
          disks if you are at 80%+ usage and still have more than one month
          to go before year end. Important: Be sure to print the year to
          date General Ledger detail before you erase it. (The complete
          General Ledger print out is Option 4 on the Transaction File and
          General Ledger Menu.) Erasing the year to date detail does not
          affect any balances. It simply means you will no longer be able
          to display or print all entries that have been made to the
          various accounts. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      43
          
          
          
          
                                      ERRORS 
          
          
          IMPORTANT: AFTER RECEIVING AN ERROR MESSAGE, IT IS ESSENTIAL You
          CHECK THE INFORMATION ON YOUR DISKS. SEE PAGE 45. HOWEVER, READ
          THE FOLLOWING FIRST. 
          
          There are two types of errors. The first is a DOS or System error
          and was not caused by the programs. It normally occurs because
          you have a defective disk or the floppy disk is not in the drive
          properly. If it does occur, you will probably see it while
          `Programs Changing. Please Wait' is on the screen or while you
          are making backups. The error will read something like the
          following:
          
               Data error reading (or writing) drive A  (or B or C) 
          
               Not ready error reading (or writing drive A  (or B or C) 
          
               Abort, Retry, Ignore? 
          
          If you see either of the above errors, try opening the drive
          door, taking out the disk, replacing it, closing the door and
          typing R. 
          
          The second type of error occurs because of something happening
          during the running of one of the programs. It could be an actual
          programming error, but most likely it is caused by printer or
          disk drive problems. 
          
          If you run into this type of error, the screen will clear and you
          will get a message something like the following: (The error
          number and line number will probably be different.) 
          
               PROGRAM ERROR NUMBER 71 IN LINE 15010 
          
               CHECK YOUR MANUAL FOR POSSIBLE EXPLANATIONS BEFORE
               CONTINUING 
          
               MAKE A NOTE OF THE ABOVE 
          
               Do not make any backups until you have checked the integrity
               of your files. See your manual. Making backups may write bad
               data over good. 
          
          If you have any questions about error messages, please call. 
          
          See the next page for some of error numbers you may be able to do
          something about. 
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      44
          
          
          
          
          Some of the errors that may be listed in the error message are
          shown below: 
          
          
          Error 24  There is a problem with the printer. It is either not
                    turned on or the cable is not connected properly. 
          
          Error 25  Same as above. 
          
          Error 27  Printer is out of paper. 
          
          Error 52  The wrong disk is probably in the B drive. 
          
          Error 61  There is no more room on the disk. You need to clear
                    some files from the disk, such as the year to date
                    detail in the General Ledger.
          
                    YOU MAY HAVE FILES ON THE A OR B DISK THAT ARE NOT
                    RELATED TO PC - GENERAL LEDGER. ALL OUR FILES BEGIN
                    WITH `GL' EXCEPT FOR BASRUN.EXE WHICH SHOULD BE ON THE
                    A DISK.
          
                    If your percentage disk space usage is not above 90%,
                    this error could mean the same as Error 71 or 72. 
          
          Error 70  There is a write protect tab on a disk. 
          
          Error 71  The floppy disk is not inserted properly or the disk
                    drive door is open. 
          
                    TRY OPENING THE DRIVE DOORS, TAKING OUT THE DISKS,
                    PUTTING THEM BACK IN, AND CLOSING THE DRIVE DOORS. 
          
          Error 72  There is something physically wrong with one of the
                    floppy disks. Go immediately to your backups and
                    prepare new working disks. Destroy the old working
                    disks. 
          
                    If you have a hard disk, and get this message you may
                    have to re-format your hard disk. When you re-format
                    your hard disk you loose all data on the disk. That is
                    why backups are so important. 
          
          If you get an error number than those above, please call us
          immediately. We need to know what part of the program you were in
          and circumstances under which the error occurred. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      45
          
          
          
          
                       CHECKING THE INTEGRITY OF YOUR FILES 
          
          You can check out the integrity of the information in your files
          by printing various reports and doing the following steps: 
          
          1.   Select option 3 (Print Entries) from the Main Menu. 
          
          2.   Print the transaction registers on the printer to see if
               they reflect the most recent entries you have made. 
          
          3.   Print the month to date General Ledger. It should show Zero
               Proof at the end. If it is off a penny or two, ignore that.
               See page 32.
          
          4.   Look at the General Ledger. Review the accounts that were
               most recently updated (the last time you typed `U' to update
               after printing a transaction register) to make sure that the
               entries printed within an account relate to that account. 
          
          5.   Go to the Financial Statements Menu. 
          
          6.   Print the Statement of Income and Balance Sheet. Make sure
               that the year to date profit on the Statement of Income
               agrees with the year to date profit on the Balance Sheet.  
          
          If all of the above checks out, your books are probably in
          balance and you can continue. 
          
          IF IN DOUBT, USE YOUR BACKUP DISKS TO RESTORE THE BACKUP
          INFORMATION TO YOUR WORKING FLOPPY DISKS OR HARD DISK. THEN RE-DO
          WHATEVER WORK YOU HAVE DONE SINCE THE BACKUP DISKS WERE MADE. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      46
          
          
          
          
                       RECOVERY FROM POWER OR DISK PROBLEMS 
          
          
          DO NOT, AT ANY TIME, ATTEMPT TO OPERATE OFF OF YOUR BACKUP DISKS.
          THEY ARE ONLY USED TO CREATE NEW WORKING DISKS OR TO RESTORE YOUR
          HARD DISK INFORMATION. 
          
          If power outage or fluctuation occurs while the computer is at
          the DOS prompt, there has probably been no damage done. However,
          there is always the possibility of problems. If you have any
          question about the integrity of your data, refer to the section
          of manual called CHECKING THE INTEGRITY OF YOUR FILES. (See page
          45.) 
          
          If you have a power problem while in the middle of the program,
          the computer will probably come back to the DOS prompt when the
          power comes back. At that point, do not attempt to continue with
          the programs. Go immediately to your back up disks and copy them
          onto your working disk. If you have a floppy disk system, reverse
          the backup procedure, putting your backup disks in drive A and
          your working disks in drive B. If you have a hard disk system,
          see page 48. 
          
          Before making entries on the `new' disks, check their integrity.
          See page 45. Then, re-do whatever work occurred between the time
          you last backed up and the time of the power problem. 
          
          
          
                                 BACKUP PROCEDURES 
          
          
          DO NOT MAKE BACKUPS OF YOUR FILES IF YOU HAVE RECEIVED AN ERROR
          MESSAGE OR IF YOU HAVE HAD POWER PROBLEMS. YOU MAY DESTROY YOUR
          BACKUP INFORMATION. WHEN IN DOUBT AS TO THE INTEGRITY OF YOUR
          INFORMATION, FOLLOW THE INSTRUCTIONS ON PAGE 45. 
          
          People, computers, and power failures can cause loss of important
          information. While hardware and software failures are rare, they
          do happen. The biggest potential for problems is power
          fluctuations. 
          
          If there is a thunderstorm in the area, turn off the computer
          after exiting the program in the normal manner. 
          
          Because things can happen that are outside of your control, it is
          important to backup your files on a regular basis. 
           
          You should maintain two backups. One is made at the end of each
          day (or more often, if desired). Make another backup at month end
          after you have completed the month end close. That way, if
          anything happens to your working disks and your daily backup, the
          
          
          
          
          
          
          
          
          
                                                                      47
          
          
          
          
          worst that can happen is you will have to re-do only one month's
          work.           
              
          The point in time when you make your daily backup is important.
          If something does go wrong, you will need to be able to remember
          where your work left off. 
          
          
                                 FLOPPY DISK BACKUP 
          
          
          Complete instructions for copying disks is included in the
          operating manuals for your computer. The easiest way to backup
          your disks is as follows: 
          
          1.   Make sure you have marked your disks as to the drive they
               are used in as well as whether they are your working disks,
               daily backups, or monthly backups. 
          
          2.   At the A> prompt, put your DOS disk in the A drive. 
          
          3.   Type  DISKCOPY A: B: 
          
          4.   The program will ask you to confirm that the source disk
               PROGRAMS (A) is in drive A and the destination disk (backup
               disk-A) is in drive B. 
          
          5.   When you are sure you have the right disks in the right
               drives, press any key. 
          
          6.   The program will automatically copy the information on the
               disk in drive A to the disk in drive B. The disk in drive B
               becomes an exact duplicate of the one in drive A. 
          
          7.   Follow the same procedure for your B disk, placing the DATA
               (B) in drive A and the backup disk-B in drive B. 
          
          The procedure is the same for your monthly backup. You can make
          that backup either before or after you have completed the month
          end close each month. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                                      48
          
          
          
          
                                  HARD DISK BACKUP 
          
          To backup your hard disk, you need to have the DOS backup
          programs BACKUP.COM and RESTORE.COM on your hard disk. You will
          also need formatted blank floppy disks labelled GL BACKUP 1, GL
          BACKUP 2, GL BACKUP 3. The number of disks will depend on how
          many entries you have made and the capacity of your floppy disks.
          Initially you should be able to backup on one disk.
          
          The following assumes your General Ledger is in the Root
          Directory of your hard disk. 
          
          At the DOS C> prompt, type: 
          
                    BACKUP C:GL*.* A:  and press ENTER 
          
          Use your numbered GL BACKUP disks. The program will prompt you to
          insert and change disks as necessary. 
          
          If you have the program in a sub directory, the command is the
          same except you must insert the name of the sub directory in the
          backup command, such as:
          
                    BACKUP C:\ACCT\GL*.* A:  and press ENTER
          
          if the name of your sub directory is ACCT.
          
          
          
                          RESTORING DATA TO YOUR HARD DISK 
          
          The standard DOS restoration program is used to take information
          from your floppy backup disks and put it onto the hard disk. 
          
          At the DOS C> prompt, type: 
          
                    RESTORE A: C:/S and press ENTER 
          
          The program will prompt you to insert your backup disks one at a
          time. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                            APPENDIX A
          

          
               CONVERTING DATA CREATED BY ANOTHER COPY OF VERSION 1.4a
          
          
          First and most important:
          
          DO NOT REMOVE THE WRITE PROTECT TAB FROM THE DISK THAT YOU
          RECEIVED FROM US. IT IS THERE SO THE DISK CANNOT BE WRITTEN ON IN
          CASE IT IS EVER NECESSARY TO START OVER FROM SCRATCH.
          
          
          If you have just received your registered disk and have created
          data with another copy of version 1.4a, do the following:
          
          
          
                                  HARD DISK SYSTEM
          
          1.   If you have our programs in a sub directory on your hard
               disk, change to that sub directory.
          
          2.   Put your new Master Disk you received from us in the A
               drive.
          
          3.   Type       COPY A:*.EXE  and press ENTER
                          
          4.   You will see the names of files as they are copied.
          
          5.   Type  GLMENU  and your name and registration number should
               appear on the opening screen.
          
          
                                DOUBLE FLOPPY SYSTEM
          
          1.   At the A> prompt, put your PROGRAM (A) disk in the A drive.
          
          2.   Put your new Master Disk you received from us in the B
               drive.
          
          3.   Type       COPY B:*.EXE  and press ENTER
          
          4.   You will see the names of files as they are copied.
          
          5.   Put your DATA (B) disk in the B drive.
          
          6.   Type  GLMENU and your name and registration number should
               appear on the opening screen.
          
          
          
          
          
          
          
          
          
          
          
          
        
          
          
          
       
                                                       APPENDIX A    (cont)


          
                                SINGLE FLOPPY SYSTEM
          
          1.   At the A> prompt, put your PROGRAM/DATA (A) disk in the
               floppy drive.
          
          2.   Type       COPY B:*.EXE  and press ENTER
          
          3.   Follow the prompts and switch your existing disk
               (destination disk) with the new disk (source disk) as
               instructed.
          
          4.   When the copying is complete, put your PROGRAM/DATA (A) in
               the floppy drive.
          
          5.   Type  GLMENU and your name and registration number should
               appear on the opening screen.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          






                                                               APPENDIX B



                       CONVERTING DATA CREATED BY VERSION 1.4
          
          First and most important:
          
          DO NOT REMOVE THE WRITE PROTECT TAB FROM THE DISK THAT YOU
          RECEIVED FROM US. IT IS THERE SO THE DISK CANNOT BE WRITTEN ON IN
          CASE IT IS EVER NECESSARY TO START OVER FROM SCRATCH.
          
          MAKE COMPLETE BACKUPS OF ALL EXISTING PROGRAMS AND FILES BEFORE
          STARTING THE CONVERSION PROCEDURE IN CASE ANYTHING GOES WRONG,
          AND YOU HAVE TO GO BACK TO THE OLD SYSTEM.
          
          See the next page for some of the improvements included in 1.4a
          
                                  HARD DISK SYSTEM
          
          1.   Put the Version 1.4a disk in your floppy drive.
          
          2.   At the C> prompt (be sure you are in the subdirectory where
               the programs currently reside), type  COPY A:*.EXE and press
               ENTER. You will see the names of the programs as they are
               copied to your hard disk.
          
          3.   Type  GL14TO4A  and press ENTER. The program will ask you to
               identify the drive configuration you have. After that, you
               should see the message  CONVERSION SUCCESSFUL.
          
          
          
                                DOUBLE FLOPPY SYSTEM
          
          1.   Put your PROGRAMS (A) disk in the A drive.
          
          2.   Put the Version 1.4a disk in the B drive.
          
          3.   At the A> prompt, type  COPY B:*.EXE  and press ENTER. You
               should see the names of the files being copied from B to A.
          
          4.   Replace the Version 1.4a disk with your DATA (B) disk.
          
          5.   Type  GL14TO4A  and press ENTER. The program will ask you to
               identify the drive configuration you have. After that, you
               should see the message  CONVERSION SUCCESSFUL.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                                                         APPENDIX B (cont)
         

 
                                SINGLE FLOPPY SYSTEM
          
          1.   At the A> prompt, put your PROGRAM/DATA (A) disk in the
               floppy drive.
          
          2.   Type       COPY B:*.EXE  and press ENTER
          
          3.   Follow the prompts and switch your existing disk
               (destination disk) with the new disk (source disk) as
               instructed.
                                                                           
          4.   When the copying is complete, put your PROGRAM/DATA (A) in
               the floppy drive.
          
          5.   Type  GL14TO4A  and press ENTER. The program will ask you to
               identify the drive configuration you have. After that, you
               should see the message  CONVERSION SUCCESSFUL.
          
          
                          CHANGES FROM VERSION 1.4 TO 1.4a
          
          Note: Some of the features in version 1.4a appear in recent
                copies of version 1.4.
          
          -    Ability to use the vendor file for ease of putting the payee
               in the description field of check stubs.
          
          -    Subtotals by month in the year to date General Ledger.
          
          -    Entries in the transaction register show in the General
               Ledger when viewing a single account.
          
          -    Ability to edit existing posting screens instead of deleting
               the screen and starting over.
          
          -    Support for 3-1/2" disks.
          
          -    Ability to automatically balance an entry at any time by
               typing a B in the amount column.
          
          -    If you have a double floppy system, you only need to backup
               the B disk. Data is no longer stored on the A disk.
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
         

                                                                APPENDIX C



          
                   CONVERTING DATA CREATED BY VERSION 1.3 AND 1.3A
          
          First and most important:
          
          DO NOT REMOVE THE WRITE PROTECT TAB FROM THE DISK THAT YOU
          RECEIVED FROM US. IT IS THERE SO THE DISK CANNOT BE WRITTEN ON IN
          CASE IT IS EVER NECESSARY TO START OVER FROM SCRATCH.
          
          
          Files created by Version 1.3 and 1.3a have different file
          structures than 1.4a. Therefore, IF YOU THE RUN THE NEW PROGRAMS
          USING DATA CREATED BY 1.3 OR 1.3a, YOU WILL LOSE ALL OF YOUR
          EXISTING DATA UNLESS YOU RUN THE CONVERSION PROGAM FIRST.
          
          MAKE COMPLETE BACKUPS OF ALL EXISTING PROGRAMS AND FILES BEFORE
          STARTING THE CONVERSION PROCEDURE IN CASE ANYTHING GOES WRONG,
          AND YOU HAVE TO GO BACK TO THE OLD SYSTEM.
          
          You do not have to complete a month end close but YOU MUST UPDATE
          THE GENERAL LEDGER FOR ALL OPEN TRANSACTION FILES BEFORE
          ATTEMPTING CONVERSION.
          
          See the next page of this appendix for the improvements of
          version 1.4a over previous versions.
          
                                  HARD DISK SYSTEM
          
          1.   Put the Version 1.4a disk in your floppy drive.
          
          2.   At the C> prompt (be sure you are in the subdirectory where
               the programs currently reside), type  COPY A:*.EXE and press
               ENTER. You will see the names of the programs as they are
               copied to your hard disk.
          
          3.   Type  GL13TO4A  and press ENTER. The program will ask you to
               identify the drive configuration you have. After that, you
               should see the message  CONVERSION SUCCESSFUL.
          
          
                                DOUBLE FLOPPY SYSTEM
          
          1.   Put your PROGRAMS (A) disk in the A drive.
          
          2.   Put the Version 1.4a disk in the B drive.
          
          3.   At the A> prompt, type  COPY B:*.EXE  and press ENTER. You
               should see the names of the files being copied from B to A.
          
          4.   Replace the Version 1.4a disk with your DATA (B) disk.
          
          
          
          
          
          
          
          
          
          
                    
          
                                                          APPENDIX C (cont)
         

 
          5.   Type  GL13TO4A  and press ENTER. The program will ask you to
               identify the drive configuration you have. After that, you
               should see the message  CONVERSION SUCCESSFUL.
          
                                SINGLE FLOPPY SYSTEM
          
          1.   At the A> prompt, put your PROGRAM/DATA (A) disk in the
               floppy drive.
          
          2.   Type       COPY B:*.EXE  and press ENTER
          
          3.   Follow the prompts and switch your existing disk
               (destination disk) with the new disk (source disk) as
               instructed.
          
          4.   When the copying is complete, put your PROGRAM/DATA (A) in
               the floppy drive.
          
          5.   Type  GL13TO4A  and press ENTER. The program will ask you to
               identify the drive configuration you have. After that, you
               should see the message  CONVERSION SUCCESSFUL.
          
          
                   MAJOR DIFFERENCES BETWEEN VERSION 1.4a AND 1.3
          
          -    Ability to edit, change, delete, and correct entries prior
               to updating.
          
          -    Maintain up to five bank accounts.
          
          -    Departmental accounting
          
          -    Choice of colors if you have a color monitor.  
          
          -    Support for 3-1/2" disks.
          
          -    Choice of two Income Statement formats.
          
          -    Optional password protection and international date format.
          
          -    Up to 200 vendor names and addresses with four lines instead
               of three.
          
          -    Enhanced recurring entries, now called Posting Screens.
          
          -    For additional features, see the comments at the end of
               Appendix B.
          
          
          
          
          
          
          
          
          
          
          
          
          
                 
          
                                                           APPENDIX D 


          
                              DOUBLE ENTRY BOOKKEEPING 
          
          This program is based on the traditional double entry bookkeeping
          system used by accountants. However, you do not have to be an
          accountant to use this program. Below are a few simple rules you
          need to know. 
          
          1.   All entries must balance. That is, the debits (positive
               amounts) and credits (negative or minus amounts) must offset
               each other. 
          
          2.   There can be more than two lines to an entry. The following
               is an example: 
          
               1010 Checking Account             345.32- 
               5010 Shipping supplies            233.21 
               5020 Office expense               112.11 
          
               Another example: 
          
               1010 Checking Account             100.00 
               4000 Rental Income                100.00- 
          
          3.   The second example can be confusing to non-accountants,
               since an income account has a minus or negative amount. 
          
               This illustrates one of the basic rules of accounting: 
          
               IF YOU WANT TO INCREASE A REVENUE, LIABILITY, OR CAPITAL
               ACCOUNT YOU HAVE TO `CREDIT' THE ACCOUNT WITH A NEGATIVE
               AMOUNT. If you want to decrease any accounts in these
               categories, you must `DEBIT' the account with a POSITIVE
               amount. 
          
          4.   In the Utility Programs, you have the option of having the
               program automatically make entries to the above accounts as
               credit amounts. 
          
               For instance, if you enter 120.00 to account 4010, the
               program will change it to 120.00-. This will effectively
               increase the value in that account. Similarly, if you enter
               120.00- to account 4010, the program will change it to
               120.00 and reduce the value in that account. 
          
               If you choose the manual option for entering entries, you
               will have to type the minus sign to get credit entries for
               accounts 2000 through 4999. 
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
                   
                                                                APPENDIX E


   
                      OPENING BALANCES FOR SINGLE BANK ACCOUNT
          
          1.   Before making your opening entry, it is important to make
               sure that all the accounts have zero balances. Select option
               7 (UTILITY Programs) from the Main Menu. Then select option
               5 (CLEAR All Balances) from the Utility Menu. The program
               will ask you to type  CLEAR  to erase any balances on file.
               After you have finished this step, return to the Main Menu.
          
          2.   Select option 1 (POST Entries) from the Main Menu. 
          
          3.   Select option 1 (CASH RECEIPTS Entries) from the next menu.
               Type A  to Add new entries.
          
          4.   At the Reference field, type 1. At the Description field,
               type OPENING ENTRY. At the Date field, press ENTER to select
               the date shown or type a different date. Accept the Header
               by pressing  A. 
          
          5.   The number you have designated as your bank account will
               appear on the first line along with account description.
          
          6.   In the amount column, type the amount that is in your
               checking account.
          
          7.   On the second line, type the RETAINED EARNINGS account
               number (3999).
          
          8.   For the amount column, type a B and ENTER to balance the
               entry.
          
          9.   Type  A  to accept the entry. The program will then bring up
               another entry screen. Press the ESC key at the Reference
               field and choose option 6 (Print ENTRIES).
          
          10.  Select option 1 (Print CASH RECEIPTS Entries) from the menu.
               Type P  to print the entry on the printer. The program will
               print the entry and show the following message on the
               screen:
          
                    Type `U' to UPDATE general ledger and delete these
                    entries from the transaction file. (`ESC' to exit)
          
               Type  U and press ENTER. The program automatically updates
               the general ledger for the entry.
          
          11.  Go to page 19      
          
          
          
                            
          
          
          
          
          
          
          
          
 
          
                                      INDEX
          
          change account name                                            35
          account numbers                                        11, 24, 34
          add new account                                            14, 34
          add, edit or view entries                                      22
          automatic credit function                                       6
          backup                                                  7, 46, 47
          balance sheet                                                  32
          bank accounts                                              16, 37
          cash receipts                                              27, 30
          change bank account                                            28
          change bank accounts                                           16
          change department information                                  40
          change from floppy system to hard disk                         38
          change from hard disk to double floppy system                  39
          Change hardware configuration                              21, 38
          change to a single floppy from hard disk                       39
          chart of accounts                                      14, 20, 34
               add new account                                           34
               change account name                                       35
               delete account                                            35
               print chart of accounts                                   35
          check stubs                                                    22
          clear all balances                                             41
          color monitor                                               4, 38
          corrections                                                    12
          customizing                                                 3, 14
          data entry                                                     12
          delete account                                                 35
          departments                                            11, 32, 40
          DIF file                                                       41
          disk problems                                                  46
          disk space                                                     31
          disk space usage                                               13
          editing                                                        25
          entries - general                                           19-21
          erase year to date detail                                      42
          errors                                                     43, 44
          financial statements                                   20, 30, 32
          floppy disk backup                                             47
          general introduction                                       11, 20
          general ledger posting screens                                 28
          hard disk backup                                               48
          header information                                             23
          journal entries                                                27
          Lotus 1-2-3                                                    41
          month end close                                                33
          opening entries                                                17
          password                                                        5
          post entries                                               20, 21
          posting screens                                                28
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          power failure or problems                                      46
          print chart of accounts                                        35
          print general ledger                                           31
          printing and updating entries                                  30
          printing checks                                                26
          proof                                                          32
          restoring data                                                 48
          sample entry                                                    8
          short form trial balance                                       31
          Statement of Income                                         6, 32
          summary of monthly routine                                     19
          trial balance print-out                                        31
          updating general ledger                                        30
          utility programs                                           21, 37
          vendor maintenance                                             36
          viewing                                                        25
          writing and printing checks                                    26
          year end close                                                 33
                                                                           
                                                                   