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PC-SIG Diskette Library (Disk #151)
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Information about “FINANCE MANAGER II”
Finance Manager II is an extremely flexible and comprehensive
accounting package for the non-professional accountant. It's an easy-
to-use and very cost-efficient package for the small to medium
businessperson.
Outstanding features of Finance Manager II include:
~ Maintaining up to 1999 accounts
~ Recording up to 32,000 transactions per year (3,800 on floppies)
~ Providing a listing of all transactions in a specified period of time
~ Tracing account activity against Chart of Account numbers
~ Displaying net income (or net loss) for specific period requested
~ Showing balance sheet for assets, liabilities, and equity accounts
~ Providing cumulative or trended source/use-of-funds statement
~ Showing budget variance on expenditures
~ Listing a current Chart of Accounts to be run after changes
~ Listing of budgeted income or expense accounts
FILES151.TXT
Disk No: 151
Program Title: FINANCE MANAGER II - General Ledger Lite version 1.3f
PC-SIG version: 2.9
The proper management of financial resources is the determining factor
in the survival of any business, large or small, public or private.
FINANCE MANAGER II is a splendid tool for you -- the small business
owner or individual, to easily manage your financial resources. The
program, moreover, is easy to follow and designed for those with a
minimum of bookkeeping experience.
An exceptionally easy and low-cost way of managing your financial
resources, FINANCE MANAGER II provides the best and most comprehensive
personal or small-business financial program available.
Usage: Business Bookkeeping/Financial Application.
Special Requirements: Two floppy disk drives.
How to Start: Type GO (press enter).
Suggested Registration: $40.00
File Descriptions:
CONFIG SYS Needed to run FINANCE MANAGER (see CONFIG.SYS in DOS manual).
FMGL COM FINANCE MANAGER II executable file. Type FMGL to run.
FMGL 000 GL main module overlay 0.
FMGL 001 GL main module overlay 1.
FMGL 002 GL main module overlay 2.
FMGL 003 GL main module overlay 3.
FMGL-DOC ARC GL Documentation manual archived (see PRINT-GL.BAT).
INSTALL COM Installation program.
RUN BAT To run FINANCE MANAGER.
EPSON CNF Sample EPSON printer configuration file.
HOME CHR HOME demo chart of accounts data.
HOME GLT HOME demo transaction data.
HP-LASER CNF Sample HP printer configuration file.
JUKI CNF Sample JUKI printer configuration file.
ORDER DOC Blank order form which can be printed.
PRINT-GL BAT Prints G/L documentation manual on printer (PRN).
PROWRITE CNF Sample PROWRITER printer configuration file.
README BAT Displays this file on screen.
WORK CHR WORK demo chart of accounts data.
WORK GLT WORK demo transaction data.
PC-SIG
1030D East Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1988,89 PC-SIG, Inc.
FMGL.DOC
FINANCE MANAGER II
GENERAL LEDGER Lite
USER'S MANUAL
Version 1.3f
Hooper International
P.O. Box 62219
Colorado Springs, CO 80962
Copyright (C) 1986-1989 by Hooper International, Inc.
All rights reserved.
COPYRIGHT NOTICE
FINANCE MANAGER is not a public domain program. It is Copyright (C)
1986-1989 by Hooper International.
No part of this manual may be reproduced, translated, in any form or
by any means, without the prior written permission of Hooper
International.
The software described in this manual is protected by copyright laws.
Copyright (C) 1986-1989 Hooper International
RESTRICTED PERMISSION TO COPY
Clubs and other non-profit organizations are granted permission by
Hooper International to copy the evaluation version of this program,
as well as its documentation, for member use only. It is imperative
that you be aware that said member use is subject to the following
strictly-enforced restrictions:
No price may be charged, by club or user group, for the software
or documentation. A distribution fee may be charged solely for
the cost of the diskette, as long as the total charge does not
exceed $8.
It is imperative that club members be informed of the
user-support concept, which allows them to become familiar with
FINANCE MANAGER through evaluation and hands-on use. It is also
imperative that member users be informed that the program as well
as its documentation is the sole property of Hooper
International. Members, without exception, must be encouraged to
support its use by sending their user payments directly to Hooper
International.
This software and documentation is fully copyrighted by Hooper
International and may not be modified in any way or manner
whatsoever. The complete package must be distributed intact, as
a self-complementing unit.
i
WARRANTY INFORMATION
HOOPER INTERNATIONAL LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT
WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT
LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT
WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR
REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE
UNINTERRUPTED OR ERROR FREE.
IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL,
INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS,
LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT
OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER
INTERNATIONAL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR
FOR ANY CLAIM BY ANY OTHER PARTY.
Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON
REGISTERED COPIES. Instead, we give you every opportunity to try the
software before you decide to register your copy. We will, however,
replace defective disks for a minimal shipping and handling charge of
$5.00, for up to a period of 90 days from initial shipping date.
Please note that defective disks must be returned prepaid and insured
by sender. In this way, we are assured of complete customer
satisfaction. And, as you can see, we value your business.
Information in this manual is subject to change without notice and
does not represent a commitment on the part of Hooper International.
This product could include technical inaccuracies or typographical
errors. Changes are periodically made to the information herein;
these changes may be incorporated in new additions of this
publication.
PRODUCT INFORMATION
FINANCE MANAGER II is an extraordinary, easy-to-understand,
user-supported software package. Since we are dedicated to customer
satisfaction, we heartily recommend that you take advantage of the
incredible money-saving opportunity that we offer, allowing you to use
the evaluation copy in order to determine its suitability to your
individual financial application. Please do this, and discover for
yourself that this software is easy to use and certainly what you've
been hoping it would be, before registering your copy with us. We
sincerely value customer satisfaction.
Since we are so confident of your satisfaction with our software, we
are able to offer evaluation copies at an unbelievable minimal cost to
you. We therefore urge you to take advantage of inspecting and
ii
evaluating this software, including hands-on use for your particular
needs and financial applications. This is an unprecedented
opportunity for complete customer satisfaction before you make any
outlay of money for an individually-registered copy. We want your
name to be added to our ever-growing list of satisfied customers
throughout the world!
Finance Manager II General Ledger is User-Supported (Shareware)
software. If you are using this software, and find it to be of value
to you, your payment is necessary and appreciated.
You are encouraged to copy this software and share it freely with
others. You have the luxury of trying out the complete programs, at
your own pace and in the comfort of your own home or workplace. This
is not a crippled or "demo" copy, but the complete working version of
the program.
After you have used Finance Manager for a reasonable evaluation period
you should either discontinue use of the program or purchase a
licensed copy from Hooper International or from an authorized dealer.
Your support is important and greatly appreciated. With it,
User-supported (Shareware) authors are encouraged to design and
distribute new products. Without it, a great deal of high quality,
low cost software will cease to be available.
_______
____|__ | (tm)
--| | |------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |--------------------
|___|___| MEMBER
Hooper International is a member of the Assocication of Shareware
Professionals and agrees with the association's standards of integrity
in software distribution.
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FINANCE MANAGER II - GENERAL LEDGER Lite
PREFACE
Before Reading Any Further . . .
If you are eager to get started, you might save time by reading the
guidelines listed in this preface. Depending on your level of
bookkeeping and computer expertise, certain sections of the manuals
are more essential than others.
If You've Already Used FINANCE MANAGER . . .
If you already have a working knowledge of some of the earlier
versions of FINANCE MANAGER, you will be pleased to see all of the
specially-enhanced features of the FINANCE MANAGER II program.
Before you start working, read the "Getting Started" section of this
manual, which explains the new installation procedures. If you have
any questions while you are working, simply refer to the
documentation.
If You Are An Experienced User of Menu-Driven Software . . .
If you have used quite a few software packages, especially those
designed for the IBM PC or compatibles, you are more familiar with the
terms used for configuring your system. You might, therefore, want to
take the following shortcuts:
- Read the Introduction and Getting Started section of this manual.
- Take a look at the sample accounts (HOME and WORK) on the
DOCUMENTATION AND DEMO disk, while using the documentation as a
guide and a reference.
- Set up your own set of books by using the sample accounts as an
example, or as a framework. Be sure to follow the guidelines and
procedures as presented in the manual, and you'll be on your way
to incredibly-easy, hassle-free bookkeeping.
If You Are An Experienced Bookkeeper . . .
If you have a working knowledge of bookkeeping and accounting, you
will have an easier time understanding the terms used in the FINANCE
MANAGER manuals. Initially, however, we recommend that you read all
of the manuals in order to learn how to properly and completely
utilize all of the fantastic features available to you.
If You Have Little Or No Experience With Software Or Bookkeeping...
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FINANCE MANAGER II - GENERAL LEDGER Lite
If you have used few menu-driven software packages in the past, and
you're not an expert bookkeeper, you would do well to make the whole
thing easier for yourself by reading all manuals completely --
mentally following all of the procedures outlined. We strongly
suggest that you read completely through the documentation at least
once, merely to become familiar with some of the terms you will be
expected to know. Next, repeat the documentation process, this time
using the program.
For All Users ...
When using FINANCE MANAGER, keep in mind the steps listed below:
- Format your new disks before beginning. (Inexperienced users
sometimes forget this basic DOS step.)
- Always use a backup copy of your program disk. (Inexperienced
users are inclined to forget to save their original disk, to fall
back on, should something happen to the disk they are using.)
- Carefully follow all instructions in the manuals, for optimum
understanding, before using FINANCE MANAGER.
This guide is intended for use by all users of FINANCE MANAGER II. It
does not assume that the user has extensive accounting expertise. It
is suggested, however, that users with no accounting or bookkeeping
background obtain a basic accounting textbook as a supplemental
reference.
If You Have Any Questions . . .
If you have any questions or opinions about FINANCE MANAGER II, please
return the User-Comment Form in the back of the manual.
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FINANCE MANAGER II - GENERAL LEDGER Lite
AUTHOR'S NOTES
History of FINANCE MANAGER
The FINANCE MANAGER series was created as a result of our own basic
need for an affordable financial software package. We needed a simple
and workable system, to keep track of both income and expenses.
Unfortunately, the price for available software packages was
prohibitive.
Consequently, it became clear that a new and affordable program would
have to be created and written by us, and it would have to eliminate
the piles of notes and receipts that were needed each year in order to
compute income taxes. In 1981, therefore, the original version of
FINANCE MANAGER was created. It was written for the Atari 800, with
64K bytes of memory. This program provided a one-timeframe look at
the entire fiscal year, while storing all necessary information from
the inevitable notes and receipts. If bookkeeping was to become a
"piece of cake", this was surely a sweet start!
In 1983, the initial basic FINANCE MANAGER was converted to the widely
accepted IBM PC format. This second version was splendidly enhanced,
and was able to track finances by month instead of merely by year.
Furthermore, it was now able to categorize assets and liabilities. At
this stage, it became a true mini-bookkeeping system, and it was
available to fit the limited budget of those who could not before
afford an expensive software package.
Friends and acquaintances, consequently, began using FINANCE MANAGER.
Some of these early users were small business owners and
entrepreneurs, while others simply needed FINANCE MANAGER to assist
them with their ordinary, everyday personal finances and bookkeeping.
They all, however, told their friends about the incredibly low cost
and easy system they were using, inviting them to try it.
This first group of users, many of whom had no accounting background,
sent us valuable input in the form of suggestions and ideas.
Expressing our sentiments, they wanted easy-to-use software that
required minimal setup time. And, like us, they disliked the idea of
spending outrageous amounts for expensive software packages.
User needs in mind, FINANCE MANAGER evolved into a simple, but
comprehensive, financial software package, yet offered at an
incredibly low price that any computer user could afford. By early
1984, many more people were using our program, and telling us they
loved it!
Availability of FINANCE MANAGER
An exceptional and workable program in hand, we decided to distribute
as many copies as needed to people in need of an inexpensive,
comprehensive bookkeeping system. As you are perhaps aware, we
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FINANCE MANAGER II - GENERAL LEDGER Lite
employed a user-support method of distribution, feeling it would prove
to be a viable method of exposing computer users to our grass-roots,
user-friendly program.
By mid 1984, the program became available throughout the country,
distributed through users' groups and computer clubs. We owe the
success of FINANCE MANAGER to all of these interested early supporters
who stood with us in the belief of quality, easy-to-use software, at
unbelievably low cost.
Today, most of our first users continue to use FINANCE MANAGER, and
they continue to feel it is the best bookkeeping package available to
them. Through the years, we have listened to what they needed and,
because of their comments, ideas, and suggestions, FINANCE MANAGER has
evolved and expanded to the greatly enhanced package that it is today.
We sincerely thank all of our users for their continued support. By
purchasing our program, and telling their friends how greatly it helps
them, while easing their record-keeping burden, they have made it
possible for us to offer further enhancements and welcome updates.
There is no doubt that user support has put us where we are today.
And it is gratifying to know that there are people who, on their own,
pay for something that they have been invited to try without any
initial pre-paid cash outlay. Our final pleasure and thanks comes
when these same people send us their check, to pay for the product,
because they genuinely enjoy using it.
At this time, we continue to employ the user-support concept of
distributing FINANCE MANAGER, knowing that most of you will register
your copies with us, making it legal for you to use them. Your
registration fee provides the resources to continually enhance FINANCE
MANAGER, thus providing newer, updated versions for your ongoing
needs.
Needless to say, we are proud to present this new version for your
inspection and, should you choose to use it, ask that you continue to
support FINANCE MANAGER by promptly paying your registration fee.
With your help, you may continue to count on our help. Moreover, we
want you to know that we sincerely appreciate your cooperation, as
well as your faith in us.
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FINANCE MANAGER II - GENERAL LEDGER Lite
FINANCE MANAGER SYSTEM FLOWCHART
-------------------
| FINANCE MANAGER |
| MASTER MENU |
-------------------
|
--------------------------------
| | | |
| | | |
SYSTEM GENERAL PRODUCT ORDER
UTILITIES LEDGER INFORMATION FORM
MENU MENU
--------------------
| SYSTEM UTILITIES |
| MENU |
--------------------
|
-------------------------
| | |
| | |
CHANGE CHANGE CHANGE
DATE COMPANY SYSTEM
NAME DEFAULTS
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FINANCE MANAGER II - GENERAL LEDGER Lite
TABLE OF CONTENTS
COPYRIGHT NOTICE ............................................... i
RESTRICTED PERMISSION TO COPY .................................. i
WARRANTY INFORMATION ........................................... ii
PRODUCT INFORMATION ............................................ ii
PREFACE ........................................................ 1
AUTHOR'S NOTES ................................................. 3
SYSTEM FLOWCHARTS .............................................. 5
INTRODUCTION ................................................... 8
SECTION ONE - GETTING STARTED .................................. 9
1a - Essential hardware .................................... 9
1b - Installing Finance Manager ............................ 9
1c - Starting up the Finance Manager program ............... 11
1d - The sample accounts ................................... 13
1e - Unique functions of Finance Manager ................... 13
SECTION TWO - FINANCE MANAGER II MASTER MENU.................... 16
2a - System utilities menu ................................. 16
2b - Changing the date ..................................... 17
2c - Changing the company name ............................. 17
2d - Changing the system defaults .......................... 18
SECTION THREE - USER SUPPORT ................................... 21
3a - The user-supported concept ............................ 21
3b - If you have comments, suggestions, or questions ....... 22
3c - Why should I pay? .................................... 22
3d - Upgrade policy ........................................ 23
SECTION FOUR - GETTING STARTED - THE GENERAL LEDGER
4a - Introduction .......................................... 24
4b - General Ledger flowcharts ............................. 25
4c - Setting up your own books ............................. 27
SECTION FIVE - THE GENERAL LEDGER MAIN MENU .................... 28
SECTION SIX - THE CHART OF ACCOUNTS ............................ 29
6a - What is a Chart of Accounts? ......................... 29
6b - Types of account numbers .............................. 29
6c - Organization of the Chart of Accounts ................. 30
6d - Subtotals ............................................. 31
6e - Chart of Account data fields .......................... 31
6f - Getting familiar with the Chart of Accounts ........... 32
6g - Entering your Chart of Accounts ....................... 33
6h - Making changes/modifying the Chart of Accounts ........ 35
6i - Deleting Chart of Account numbers ..................... 35
6j - Creating a new set of books with the same
Chart of Accounts ..................................... 36
6k - Suggested method for setting beginning balances ....... 36
SECTION SEVEN - INCOME AND EXPENSE BUDGET ...................... 38
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FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION EIGHT - TRANSACTIONS ................................... 40
8a - Entering transactions ................................. 40
8b - Entering multiple debit or credit transactions ........ 42
8c - Changing transactions ................................. 44
8d - Deleting transactions ................................. 45
8e - Points to remember .................................... 46
SECTION NINE - REPORTS ......................................... 47
9a - Explanations of reports ............................... 47
9b - General instructions for generating reports ........... 49
SECTION TEN - SORTING TRANSACTIONS ............................. 53
SECTION ELEVEN - CHANGING ACCOUNT NUMBERS ...................... 54
SECTION TWELVE - ENHANCEMENTS & HINTS .......................... 55
12a - Enhancements by version .............................. 55
12b - Helpful hints and suggestions ........................ 57
SECTION THIRTEEN - FINANCE MANAGER II DISK FILE NAMES .......... 58
APPENDIX A - BASIC ACCOUNTING PRINCIPLES ....................... 59
APPENDIX B - SAMPLE REPORTS .................................... 65
USER COMMENT FORM .............................................. 81
ORDER FORM ..................................................... 82
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FINANCE MANAGER II - GENERAL LEDGER Lite
INTRODUCTION
The proper management of financial resources is the determining factor
in the survival of any business, large or small, public or private.
FINANCE MANAGER II is a splendid tool for you, the small business
owner or individual, to easily manage your financial resources. The
program, moreover, is easy to follow and designed for those with a
minimum of bookkeeping experience.
General Information
FINANCE MANAGER is a personal or small-business financial-management
program for the IBM PC, XT, AT, and PS/2 (or compatibles ). It is
thorough, efficient, and simple to use, consisting of a series of
modules designed to assist the beginning or advanced user in managing
all types of financial/bookkeeping systems. The modules may be used
exclusive of one another (except for Account Reconciliation), or they
may be used together, in any combination. The Accounts Payable,
Receivable, and Payroll modules do however require the General Ledger
module. Available separately, the modules are as follows (see order
form at the back of this manual to order):
General Ledger
Account Reconciliation
Accounts Payable
Accounts Receivable
Payroll
Financial Utilities
FINANCE MANAGER II will become an essential part of your own business
and/or personal financial-management program.
An exceptionally easy and low-cost way to manage your financial
resources, FINANCE MANAGER II provides the best and most comprehensive
personal or small-business financial program available. We look
forward to hearing from you, and any comments about this program may
be included on the user comment form on the last page of this manual.
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FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION ONE - GETTING STARTED
Before you initially start using FINANCE MANAGER II, be sure you take
the time to learn some of the basic preliminary procedures necessary
to operate the program, as well as being certain you know some of the
basic overall system features. In this section, these elements are
discussed in detail.
1a - ESSENTIAL HARDWARE
The minimum system hardware requirements and options are as follows:
REQUIRED:
- IBM PC, XT, AT, or PS/2 (or compatibles)
- Monochrome or color graphics board with 80-column display
- 256K bytes memory
- 2 floppy disk drives (or 1 high-density drive)
- PC-DOS or MS-DOS (DOS Version 2.0 through 4.0)
OPTIONAL:
- Hard disk
- 80-column (or 132-column) printer
- Up to 640K memory
- Hercules graphics card
- EGA graphics card
1b - INSTALLING FINANCE MANAGER
In order to run FINANCE MANAGER II for the first time, on your own
computer, be sure to format your new blank disks (beginners tend to
overlook this step). And remember, if you have received a new version
of FINANCE MANAGER, you need to re-install it as if it were a new
module. If you are installing a new version we suggest that you use
new blank disks or if you are using a hard disk to delete all the old
Finance Manager program files (be sure you do not delete your data
files). The procedures for installing the disks are outlined in the
steps below:
Quick install for advanced DOS users:
Make a backup copy of all the Finance Manager disks by using the
DOS COPY *.* command and put the original disks away. Next copy
all of the "HOME.*" and "WORK.*" files from these disks to a blank
data disk.
If you are using a hard disk, simply copy all of the Finance
Manager disks into any directory (suggest directory name \FMGL).
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FINANCE MANAGER II - GENERAL LEDGER Lite
Next copy the CONFIG.SYS file from the General Ledger Master
Program disk to your DOS power-up disk (or root directory for hard
disk users). If you already have a CONFIG.SYS file be sure that
you add the two commands "FILES=20" and "BUFFERS=20".
To run Finance Manager type in "RUN" or "FMGL". You may also add a
filename parameter when running FMGL (e.g. FMGL C:\FMGL\WORK).
If you have two 360K floppy disk drives:
1. Using the DOS "FORMAT" command, format two blank disks.
When installing Finance Manager the install procedure will ask you
for your DOS disk used when you power-up your computer. It will
add a CONFIG.SYS file to this disk (see DOS manual for details).
If a CONFIG.SYS file already exists on this disk it will modify it
(if nessessary).
You will also need one additional disk to be used as your data
disk when setting up your own set of books. (When formatting
disks beginners should remember that the DOS disk goes in drive A,
and the blank disk goes in drive B. Then type FORMAT B:).
2. Label each set of two disks as follows: The first is labeled
"Program Disk", the second is labeled "Documentation and Demo
Disk". Also label the additional data disk "Data Disk".
3. Put the ORIGINAL (not the blank disk) Finance Manager II General
Ledger Master Program Disk in drive A.
4. From the A> prompt type in the command: INSTALL
5. Follow the instructions on the screen while running the INSTALL
procedure.
6. After completing the INSTALL procedures, FILE AWAY the original
FINANCE MANAGER II disks for safe keeping. You should never use
the original disks.
7. Place your DOS power-up disk in drive A.
8. Re-boot the computer by using "Ctrl Alt Del" or by turning the
power off and on.
9. Take the DOS power-up disk out of drive A and put in your
newly-created FINANCE MANAGER II program disk (any module).
10. Place the Documentation and Demo Disk in drive B, in order to use
the demo accounts.
11. Type in the command: RUN (or FMGL).
12. You should now be running FINANCE MANAGER II. If you are not,
simply repeat steps 1 - 11.
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FINANCE MANAGER II - GENERAL LEDGER Lite
If you have a high density or 3 1/2" (at least 720K) disk drive:
Follow instructions for two floppy-disk drives above. After you have
completed the INSTALL procedure, you may opt to copy all of the files
from the PROGRAM DISK and the DOCUMENTATION AND DEMO DISK on to one
high-density disk.
Another option, if you have more than one module, would be to copy all
of the "FMGL.COM", "*.CHN", & "*.00?" files to one "PROGRAM DISK" (*
and ? = any character) which would eliminate the need to swap disks
when running different modules.
If you have a hard disk:
1. Create a directory on your hard disk (e.g., MD \FMGL).
2. Change to this newly-created directory by using the DOS "CD"
command (e.g., CD \FMGL). Remember, all programs, documentation
and data will be placed in this directory.
3. Put the ORIGINAL (not the blank disk) Finance Manager II General
Ledger Master Program Disk in drive A.
4. From the A> prompt type in the command: INSTALL
5. Follow the instructions on the screen while running the INSTALL
procedure.
6. After completing the INSTALL procedures, FILE AWAY the original
FINANCE MANAGER II disks for safe keeping. You should never use
the original disks.
7. Re-boot the computer by using "Ctrl Alt Del", or simply by turning
the power off and on.
8. Change to the newly created directory (as above).
9. Type in the command: RUN (or FMGL).
10. You should now be running FINANCE MANAGER II. If you are not,
simply repeat above steps 1-9.
1c - STARTING UP THE FINANCE MANAGER II PROGRAM
After you have installed your disks as outlined above, you are ready
to start using FINANCE MANAGER II. To execute FINANCE MANAGER II on a
regular basis, follow the procedures below:
1. Insert the FINANCE MANAGER II Program Disk, which you have created,
into drive A. If you use a hard disk, simply change to your
FINANCE MANAGER directory as above.
2. Insert your Data Disk (or Documentation and Demo Disk, to use the
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FINANCE MANAGER II - GENERAL LEDGER Lite
demo accounts) in drive B. This step is not necessary if you use a
hard disk.
3. Type RUN.
4. The first screen contains a FINANCE MANAGER II logon notice. Press
any key to continue.
5. The next screen asks you for your data disk drive, directory, and
file name:
ENTER DISK DRIVE(A-H):_: ENTER DIRECTORY:_______________________
ENTER FILE NAME:________
6. Insert your Data Disk (or your Demo Disk, if using demo accounts)
in drive B:. Then answer the "ENTER DISK DRIVE" prompt with "B".
If using a hard disk, answer with "C".
For advanced hard-disk users, you may wish to enter the directory
(see your DOS manual) to select files in other directories. If you
are using directories, enter your directory at the "ENTER
DIRECTORY:" prompt. If not, simply press RETURN at this point.
NOTE: When using the Demo accounts, use your DOCUMENTATION AND DEMO
DISK. And when you want to set up your own set of books, use
your blank DATA DISK which you created above.
7. At the "ENTER FILE NAME" prompt, type in the name of the file, or
simply press ENTER to accept the name as shown.
The existing files are listed at the bottom half of the screen. By
using the left and right keypad arrows, you can change the default
value in the "Filename" field. Typing in a filename which does not
exist automatically creates a new data file with that name.
To eliminate the need to enter the disk drive and the file name
each time you run FINANCE MANAGER, you should modify the RUN.BAT
file by adding a command line parameter to the "FMGL" command. For
example, if you want to use drive B: at all times, and also want to
use the file name "MYFILE", you should change (edit) the RUN.BAT
file command "FMGL" to "FMGL B:MYFILE". (See your DOS manual on
how to edit files using EDLIN). When you run FINANCE MANAGER, it
will automatically use the selected file in drive B:, without again
asking you.
8. You should now be at the FINANCE MANAGER II Master Menu (referred
to as the "Master Menu").
9. If, for example, you now want to run the General Ledger, press the
F2 key (use the "F2" key on the left (or top) side of your
keyboard) to run the General Ledger Main Menu.
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FINANCE MANAGER II - GENERAL LEDGER Lite
1d - THE SAMPLE ACCOUNTS
The HOME and WORK files mentioned above are two demo accounts which
are included on the FINANCE MANAGER II Documentation & Demo Disk.
They include a typical Chart of Accounts, to allow you to demo while
you are learning the different functions of FINANCE MANAGER. They
also provide you with a sample of the different types of transactions
you may employ on the module you are using. If you are new to FINANCE
MANAGER, print some reports while using the demo accounts, in order to
familiarize yourself with the reports and functions of the module (see
the reports section) Thoroughly analyze these reports, noting the
types of transactions and which accounts were being used. This will
be a tremendous help when you are entering your transactions, since
most people employ similar types of transactions.
It is important for you to understand that the sample packages
included in the program have been created exclusively as instruction
tools, to be used to help those who are learning to use FINANCE
MANAGER. Please, do not try to expand them for use as your own Chart
of Accounts, since they contain beginning balances as well as existing
transactions. They are intended to be used merely as samples to
facilitate the learning process.
In order to use these sample accounts, follow all of the steps in
"Starting Up the FINANCE MANAGER II Program" section above, selecting
either the "HOME" or "WORK" file at the file name prompt.
1e - UNIQUE FUNCTIONS OF FINANCE MANAGER II
THE ESCAPE (ESC) KEY: The Escape key plays a vital role when using
FINANCE MANAGER II. First of all, it allows you
to stop virtually any function, and get you back
to where you were before you called something
up. (Beginners, especially, will appreciate
this function.)
If you are at an input screen, and you do not
want to continue to a new screen or a new
transaction, the Escape key allows you to return
to the menu.
If you are entering data and you make an error
in a certain field, the Escape key allows you to
exit the function and return to the menu before
any input data is saved.
If you are already at a menu, Escape allows you
to return to a previous menu. Selection ESC on
the Master Menu is used to end the program, as
well as to select a different set of books.
If you would like to stop a report from
printing, you can do so via the Escape key.
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FINANCE MANAGER II - GENERAL LEDGER Lite
INPUT and EDIT MODE: There are two different modes for entering data:
the input mode and the edit mode. Certain
keystrokes allow you to switch from input mode
to edit mode. When entering data, the default
is INPUT mode.
To enter edit mode, press keypad "right arrow"
when in position 1 of any field. While in edit
mode, you may use the keypad arrows, as well as
the Home, End, Ins, Del, and Backspace keys.
To leave edit mode and enter input mode, move to
the first position of the field by using the
keypad "left arrow". Press the Backspace key.
You are now in input mode.
You can differentiate between edit and input
mode by the highlighting shades. Simply
remember that when the shading is solid, you are
in input mode; when it is dotted, you are in
edit mode.
THE FUNCTION KEYS: At each of the FINANCE MANAGER II Menus, there
is a series of "F" selections. The "F" or
"function" keys are the two vertical rows of
keys located on the far left side of the
keyboard. These keys are used at the screen
menus, in order to select the function you wish
to do.
BACKING UP TO When you are entering data in various fields,
PREVIOUS FIELDS for instance, when you are entering the Chart of
Accounts or transactions, you can back up to a
previous field by pressing the Backspace key
when you are in the first position of a given
field. Likewise, you can move back to a
previous field by pressing the keypad UP arrow
key.
You cannot use the keypad UP arrow when you are
in a "Select" field. Examples of a "Select"
field is the "Enter Filename" prompt discussed
earlier in this section. Other examples of
"Select" fields are the fields used for
selecting account numbers in Chart of Accounts,
budget, and transaction input.
PRINTER PAUSE KEY When you are printing reports to your printer,
or to the disk, you may "PAUSE" the report by
pressing any key (except Esc) while it is
printing. This will cause the report to pause
until you press any key to continue. When using
this feature, please remember that some printers
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FINANCE MANAGER II - GENERAL LEDGER Lite
have print buffers which will cause the printing
to continue until this buffer is completely
printed. It will only stop printing at that
time.
PAGE DOWN KEY (PgDn) The PgDn key may be used to accept the remaining
default inputs on the screen (i.e. skip to
bottom of screen) without the need to press the
Enter (or Return) key at each input field. This
is very useful, for example, when you need to
change only one input field on a screen and need
a fast way to skip to the bottom of the input
screen.
TAB & SHIFT TAB The Tab and Shift Tab keys duplicate the Enter
and Backspace keys respectively.
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FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION TWO - FINANCE MANAGER II MASTER MENU
The FINANCE MANAGER II Master Menu is the first menu to appear after
you log on (enter filename) to the system. The Master Menu appears as
follows:
--- FINANCE MANAGER II MASTER MENU ---
| |
| ESC End/Restart Program |
| F1 System Utilities Menu |
| F2 GENERAL LEDGER |
| F3 Product Information Menu |
| F4 Order Form |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
| |
--------------------------------------
This documentation discusses getting started, as well as the System
Utilities Menu. For explanations on how to use the other master menu
selections, see the Users Manual for that selection. In the sections
which follow, we will briefly discuss features of each of the other
financial modules.
2a - SYSTEM UTILITIES MENU
The System Utilities Menu, which is selection F1 on the Master Menu,
contains functions which affect all of the modules. By selecting
option F1, the System Utilities Menu appears as follows:
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FINANCE MANAGER II - GENERAL LEDGER Lite
------- SYSTEM UTILITIES MENU --------
| |
| ESC Return to Main Menu |
| F1 Change Date |
| F2 Change Company Name |
| F3 Change System Defaults |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
| |
--------------------------------------
The System Utilities menu allows you to change the system date (the
date that prints on your reports), as well as the company name that
prints on your reports, and the system defaults.
2b - CHANGING THE DATE
Changing the date is only necessary if you have not set the date at
the time you powered up your computer (either manually using the DOS
DATE command, or automatically with an internal clock board). This is
the date which will appear on your screen and on your printed reports.
It is not used for any other function. Remember, it does not change
the date of your system clock, and it will be automatically reset if
you exit the program. If your computer does not set the time
automatically, you should set a new date every time you run FINANCE
MANAGER, or your reports will have the wrong date. The currently set
date is shown in the upper left-hand corner of your screen.
1. To change the date, select F1 on the System Utilities Menu. The
following prompt appears:
REPORT HEADING DATE:__-__-__
2. After typing in the desired date, press ENTER.
2c - CHANGING THE COMPANY NAME
The "company name" is a two-line name which will appear at the top of
your screen and on all reports. This name is tied to the current
Chart of Accounts you are working on. It is, however, only used for
report purposes and does not change your data file name.
1. Select F2 from the System Utilities menu. The following prompts
appear:
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FINANCE MANAGER II - GENERAL LEDGER Lite
HEADING 1:______________________________
HEADING 2:______________________________
2. At Line 1, type the new company name.
3. At Line 2, type any title which you would like on all reports.
2d - CHANGING THE SYSTEM DEFAULTS
The system defaults are preset in the program. Remember, they do not
have to be changed in order to run the program. Some of the
parameters, however, may be reset or changed by you, depending on what
type of hardware you have. Each set of books (data file) has its own
configuration file, and must be set separately while using that set of
books.
To change the system defaults, follow the procedures listed below:
1. Select F3 from the System Utilities menu. The following screen
appears:
NUMBER OF LINES PER PAGE (Usually 66):__ SELECT PRINTER PORT:____
PRINTER CONTROL CODES (Escape Sequences):
Optional Initialization Setup:___ ___ ___ ___ ___ ___ ___ ___ ___ ___
Compressed Mode (17 cpi):___ ___ ___ ___ ___ ___ ___ ___ ___ ___
Normal Mode (10 cpi):___ ___ ___ ___ ___ ___ ___ ___ ___ ___
100% IBM COMPATIBLE (Y/N):_ DO YOU WANT NETWORK SUPPORT(Y/N):_
DO YOU WANT SOUND ON(Y/N):_ MOUSE SENSITIVITY 1=FAST,99=SLOW:_
DISPLAY DATE IN U.S. FORMAT(Y/N):_ DISPLAY SCREEN IN COLOR (Y/N):_
DOES PRINTER HAVE 14 INCH PAPER(Y/N):_ Foreground Color(0-15):_
PRINT ACCOUNTS WITH ZERO AMOUNTS(Y/N):_ Background Color(0-15):_
2. "NUMBER OF LINES PER PAGE" refers to the number of lines on a
page. This is usually 66 on 11-inch-long paper, printing at 6
lines per inch. For example, if the length of your paper is 11
inches long, you would multiply the paper length by the number of
lines per inch (e.g. 11 X 6 = 66) to arrive at the 66 lines per
page of paper. The number of actual lines printed is determined
by the system, and is somewhat less, in order to leave a top and a
bottom margin.
3. "SELECT PRINTER PORT" allows you to select the port you would like
your printed reports to be sent to. If you have a parallel port
printer enter "LPT1", "LPT2", "LST:", or "PRN:". If you have a
serial port printer enter"COM1" or "COM2". If in doubt try "LST:"
first.
4. The "PRINTER CONTROL CODES" are used to customize FINANCE MANAGER
to your printer. The inputs for these fields are the escape
sequences which change your printer modes (see your printer manual
for proper codes). All inputs are numbers from 0 to 255. If you
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FINANCE MANAGER II - GENERAL LEDGER Lite
do not know what codes to use for your printer, simply leave all
fields blank.
a. The "Optional Initialization Setup" will allow you to send a
special setup string to the printer when you run FINANCE
MANAGER. It is usually blank, and usually is used only by
advanced users. It may, for example, be used to move your
printer's default left margin, or it may be used to change
printer font you are using.
b. The "Compressed Mode" is used to change your printer font to
its 17-characters-per-inch compressed-font mode. For Epson,
use "15" in the first field.
c. The "Normal Mode" is to change your printer font back to its
normal 10-characters-per-inch mode. For Epson, use "18" in
the first field.
5. Answer the "100% IBM compatible" with "Y" (yes) if you have an IBM
PC or a 100% clone equivalent to this machine.
6. Answer the "DO YOU WANT SOUND ON" prompt with "Y" if you want
beeps and other sound effects activated. Otherwise enter "N".
7. If you live in the U.S.A., you will probably want to answer the
"DISPLAY DATE IN U.S. FORMAT" prompt with "Y" (yes). This will
cause all date displays and prompts to be in the MM-DD-YY format.
If you answer with "N" (no), you will be using the DD.MM.YY date
format. Be sure to note that when using the DD.MM.YY format, the
time displays will be using a 24-hour time display, without "am"
or "pm" (i.e. 18:00 instead of 6:00pm).
8. If you happen to have a wide-carriage printer, and are using 14''
paper, you should answer "DOES PRINTER HAVE 14" PAPER" with a "Y"
(yes). This will allow you to print trended reports on the entire
width of the paper. A "N" (no) answer to this prompt will keep
all printouts within 8 1/2" (80 characters) of paper width.
9. If you prefer to skip the printing of accounts with zero amount
balances, on reports, answer the "PRINT ACCOUNTS WITH ZERO
AMOUNTS" prompt with a "N" (no).
10. Answer "DO YOU WANT NETWORK SUPPORT" with "Y" if you are using
Finance Manager on a multi-user network. Otherwise answer with a
"N".
11. Answer "MOUSE SENSITIVITY" with a number 1 through 99. The lower
the number makes the sensitivity (motion detection) more
sensitive. If you do not have a mouse enter zero "0".
12. Answer "DISPLAY SCREEN IN COLOR" with "Y" (yes) if you have a
color display board and you would like FINANCE MANAGER to use
color. If you select color, you will next be prompted for a
"Foreground Color" and "Background Color". You must enter a
number between 0 and 15 (as requested), and the Foreground Color
must be different from the Background Color. A list of
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FINANCE MANAGER II - GENERAL LEDGER Lite
approximate colors selections is as follows:
0 = Black 4 = Red
1 = Blue 5 = Magenta
2 = Green 6 = Brown
3 = Cyan 7 = White
8 - 15 Give you the same colors as above but
brighter (e.g. 9=light blue).
Change or add any necessary default parameters. To do this, refer to
the documentation for your individual hardware. After adding any
data, press ENTER. If you wish to leave any field as is, press ENTER.
In order to clear a field, enter a blank space.
The above procedure will create a file called "????.CNF" on your data
disk. The "????" will be replaced with the name of the data file you
are working on (i.e. if you are using the HOME demo files, the file
created will have a name of "HOME.CNF"). You should create a
configuration file for each of your data files. Each data file thus
has its own configuration. If you wish to save time, you may copy the
configuration file from one set of books to another set by using the
DOS "COPY" command.
Four sample printer configuration files are on the GENERAL LEDGER
DOCUMENTATION & DEMO DISK. These files can be copied to your DATA
DISK and renamed to "????.CNF", where the "????" is the name of your
data files. Select whichever file matches your printer brand.
However, it is not necessary to use these files since they are only
provided as sample configurations. These configuration filenames are
as follows:
EPSON.CNF, HP-LASER.CNF, JUKI.CNF, PROWRITE.CNF
PAGE 20
FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION THREE - USER SUPPORT
FINANCE MANAGER II IS USER-SUPPORTED SOFTWARE! If you are using this
software, and find it to be of value to you, your payment is necessary
and appreciated. The suggested purchase price is a true bargain.
Please send your check or money order to:
HOOPER INTERNATIONAL
P.O. Box 62219
Colorado Springs, CO 80962
(719) 528-8989
24 HOUR ORDER LINE
1-800-245-7789
As a user of FINANCE MANAGER II, we invite you to share with your
friends, and other users, by making a copy of the evaluation version
of this program. For payment, we continue to employ the honor system,
which has worked for us and for you, our user. In the long run, the
$49.95 suggested price is incidental when compared to the many
benefits and time-saving factors derived from using this superb
program. We invite you to use, share, and enjoy!
3a - THE USER-SUPPORTED CONCEPT
User-supported software is an experiment in the distribution of
computer programs. It is based on the following beliefs:
- The value and utility of software is best assessed by the user on
his or her own system.
- The creation of personal computer software can and should be
supported by the computing community.
- The copying of programs should be encouraged, rather than
restricted.
- Quality software should be available at reasonable cost.
Anyone may request a copy of a user-supported program by sending a
blank, formatted disk to the author of the program. An addressed,
postage-paid return mailer must accompany the disk. A copy of the
program, with documentation on the disk, is then sent by return mail.
The program carries a notice suggesting a payment of the registration
fee to the program's author.
Free distribution of software, and voluntary payment for its use,
eliminates costs for advertising and copy-protection schemes. Users
obtain quality software at reduced cost. They have the advantage of
trying the software before buying, and they can do so at their own
pace and in the comfort of their own home or office. We all know the
best programs survive, based purely on their quality and usefulness.
Please join in the experiment. If you believe in these ideals, and
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FINANCE MANAGER II - GENERAL LEDGER Lite
use the program, your payment is necessary and solicited to help make
the experiment viable and workable.
3b - IF YOU HAVE COMMENTS, SUGGESTIONS, OR QUESTIONS . . .
It is our express goal to provide you with the highest-quality,
easiest-to-use programs at the lowest price.
The best way to receive help with your questions, or response to your
suggestions, is to call or send a letter to us. Or simply use the
User Comment Form on the last page of this manual. Be sure to
carefully detail the problem and all symptoms (perhaps providing a
printout as an example, if applicable). Please include a stamped,
self-addressed return envelope. We will respond to all such
questions, as soon as possible.
Before writing or calling, however, we encourage you to please read
over the documentation one more time, looking for an answer to your
questions or a solution to your problem.
If you are a REGISTERED USER you may call us at (719) 528-8989 for
instant help with your problem or question. We do not charge for
customer support like others.
If you are NOT a REGISTERED USER (not having paid for your copy of the
program), we may not be able to answer your questions specifically.
The honor system must prove to be a viable method of distributing this
program, and registering it in your name, in order for us to answer
your questions about its use or specific applications of your needs.
We're sure you understand that our time is a limited resource, and
that it is only fair to spend it on our registered paid-in-full users.
As you know, that's the way the system works!
If you have any comments or suggestions regarding FINANCE MANAGER II,
please let us know. We appreciate all comments and, in future
versions of FINANCE MANAGER II, we will certainly implement the
suggestions that are advantageous to other users as well.
3c - WHY SHOULD I PAY?
You are trusted to use this copy of FINANCE MANAGER II for evaluation
purposes only, until the requested payment is made. Some of the
obvious reasons for sending in your payment are listed below:
- When we receive your payment, we will send you a FREE COPY of our
latest version of FINANCE MANAGER II. This is the version with the
newest features and enhancements. Please note: NEW FEATURES ARE
BEING ADDED REGULARLY TO THIS PROGRAM.
- You will also receive the latest version of our complete
Professional General Ledger package which includes many additional
features. Some of these additional features include, Graphics,
datafile merge capability, automatic updating of beginning balances
at the beginning of each year, income & expense departments,
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FINANCE MANAGER II - GENERAL LEDGER Lite
interface to our other financial modules, etc..
- You will receive the complete documentation on the disk, and also
have the option of purchasing a printed manual, as well as options
to purchase our other available financial modules.
- You will receive our quarterly newsletter which provides hints on
using Finance Manager as well as keeps you abreast of new
enhancements which become available.
- You will be entitled to our free customer support whenever you have
any questions or problems with operational procedures.
- We will add your name to our list of registered users. As each new
version comes out, you will automatically receive a mailing which
gives you the option of buying the new version for a very nominal
upgrade fee.
- MAKE MONEY! When your friends register their copies and put your
registration number on their order form YOU WILL RECEIVE A $10
COMMISSION CHECK FROM US. This commission does not apply for
subsequent orders and will be paid once a quarter.
- You will also receive a FREE CONVERSION PROGRAM (if necessary) to
convert your existing Finance Manager II data files into the latest
format without re-entering any of your data.
- You will feel better about using FINANCE MANAGER II if you know you
are a paid-in-full registered user.
- Last, but not least, you will receive priority treatment if you call
or write to us with problems or questions.
3d - UPGRADE POLICY
As more fully outlined above, when you send in your payment with the
version number of your copy, we will send you a registered copy of the
latest version of FINANCE MANAGER II. You will then be automatically
notified of all future releases. These will be available to you for a
nominal upgrade fee (usually under $10).
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FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION FOUR - GETTING STARTED - THE GENERAL LEDGER
4a - INTRODUCTION
The FINANCE MANAGER - General Ledger module is a menu-driven,
double-entry bookkeeping system which is suitable for personal or
small business use. It is easy to use, but you must understand
double-entry (debits and credits) bookkeeping. For the novice, sample
accounts are provided to assist you in setting up your accounts, and
examples of basic transactions are provided.
The General Ledger keeps track of assets, liabilities, net worth,
income, and expenses. It also assists the small business owner in
spotting financial trends. The program records transactions,
categorizes them into various accounts, and generates a variety of
financial statements, reports, and graphs.
In addition to being a powerful management tool for the small
business, this module assists you, the individual, in the tasks
necessary to keep track of your financial standing. It performs
day-to-day functions such as monitoring the balances of bank accounts,
credit cards, loans, etc. In addition, this module tracks how closely
you are sticking to a budget. It documents all of your belongings,
thus providing a backup record for insurance purposes. The General
Ledger Module also provides a record of earnings and expenses, to
assist you in preparing your income tax paperwork.
The outstanding bookkeeping features in the General Ledger program
include the following:
* Maintains Accounts
- Stores up to 1999 accounts
- Tracks monthly budget for income and expense accounts
- Maintains multiple sets of books (e.g. home and work)
- Provides three subtotal levels
- Maintains a detailed list of everything you own and everyone
you owe
- Variable fiscal year or accounting period capability
* Records Transactions
- Allows up to 32,000 transactions per year (3,800 with floppy
disks)
- Sorts transactions by date order or by input order
- Permits multiple debits and credits per transaction
- Allows user to easily correct and/or delete transactions
- Provides a check number input field when entering transactions
- Allows user to enter transactions from a previous month or
year
* Creates Financial Reports
- Provides full range of financial reports
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FINANCE MANAGER II - GENERAL LEDGER Lite
- Reports by month, quarter or year
- Provides summary or trended (by month) reports
System Features of the FINANCE MANAGER General Ledger Program
The advanced system features of FINANCE MANAGER include the following:
* Defaults for input fields to minimize data entry
* Validation of all inputs
* Customized configuration
* Ability to store reports to a disk file
* Pop-up Chart of Accounts listing window when entering transactions.
4b - System Flowcharts
-------------
| MAIN MENU |
-------------
|
----------------------------------------------
| | | | |
INPUT CHANGE/DELETE REPORTS CHART OF UTILITY
TRANS TRANSACTIONS MENU ACCOUNTS MENU
MENU
----------------
| REPORTS MENU |
----------------
|
----------------------------------------------------------------
| | | | | | | | |
GENERAL | INCOME | SOURCES | CHART OF | TRIAL
JOURNAL | STATEMENT | & USES | ACCOUNTS | BALANCE
ACCOUNT BALANCE OF BUDGET BUDGET
HISTORY SHEET FUNDS VARIANCE LISTING
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FINANCE MANAGER II - GENERAL LEDGER Lite
--------------------------
| CHART OF ACCOUNTS MENU |
--------------------------
|
---------------------
| |
UPDATE INPUT/CHANGE
CHART OF ACCOUNTS INCOME & EXPENSE
BUDGETS
------------------
| UTILITIES MENU |
------------------
|
---------------
| |
SORT CHANGE
TRANSACTIONS ACCOUNT NUM
FOR ALL
TRANSACTIONS
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FINANCE MANAGER II - GENERAL LEDGER Lite
4c - SETTING UP YOUR OWN BOOKS
Below is a list of steps to follow when using the FINANCE MANAGER
General Ledger for the first time. This list assumes that you have
read the getting started sections, and that you are now ready to set
up your own "live" data files. These brief steps are not intended to
replace reading the manual, but are merely intended to provide a
systematic step-by-step way of getting going on your own.
1. If you have not already done so, follow the INSTALL procedures in
section 1b.
2. Start FINANCE MANAGER (section 1c). To set up your own books you
should have a blank data disk in drive B: (not necessary if you
have a hard disk).
3. At the Disk drive prompt enter the drive letter where you want to
put your data files, usually B: (or C: if you have a hard disk).
4. At the Enter Filename prompt, enter the name (any name) of the
data file you want to create. Next, answer the Create File (Y/N)
with a "Y".
5. Enter the two line company name you wish to see on your reports.
(See Changing the company name in section 2c).
6. You will now be at the Master Menu.
7. OPTIONAL: If you wish you may go to the System Utilities Menu and
change any system defaults. This may, however, be done
at any time, and it is not necessary in order to run
the General Ledger.
8. Next you must set up your Chart of Accounts (See Section Six - The
Chart of Accounts).
9. After setting up your Accounts, you may print a copy of it using
the Chart of Account Report (Section Nine - Reports).
10. You are now ready to Enter Transactions (Section Eight -
Transactions).
11. After you have entered some transactions you may print a General
Journal Report to see what you have done so far (Section Nine -
Reports).
12. Print any other reports as required. The two most useful
financial reports are the Income Statement and the Balance Sheet.
Again these basic steps are only intended to show you the order of
getting started with your own books. Please read all related sections
before beginning.
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FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION FIVE - THE GENERAL LEDGER MAIN MENU
The General Ledger Main Menu is a starting point for virtually all of
the FINANCE MANAGER features which are needed to perform the General
Ledger functions. It may be compared to a "Table of Contents" for the
General Ledger program. It can also guide you to all of the other
sub-menus for the entire General Ledger program.
The General Ledger Main Menu appears as follows:
------ GENERAL LEDGER MAIN MENU ------
| |
| ESC Return to Master Menu |
| F1 INPUT TRANSACTIONS |
| F2 CHANGE/Delete Transactions |
| F3 REPORTS Menu |
| F4 CHART OF ACCOUNTS Menu |
| F5 Utility Menu |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
| |
--------------------------------------
Note that many of the selections are used to go on to other menus.
All of the "F" selections are discussed in later sections in this
documentation.
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FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION SIX - THE CHART OF ACCOUNTS
The Chart of Accounts is the foundation upon which your financial
management program is built. Creating an accurate and logical Chart
of Accounts is imperative, if you wish to correctly input and retrieve
data. We strongly recommend that you review the sample Chart of
Accounts on the two demo files, and use them as guides in setting up
your own accounts.
In this section, we first describe the elements included in a Chart of
Accounts; then we describe the procedures for entering, changing, or
deleting account numbers. If you don't have much expertise in
double-entry bookkeeping, or in the terminology used, you will find it
worthwhile to become acquainted with some of the basic principles
described in Appendix A.
The Chart of Accounts Menu is selection F4 at the General Ledger Main
Menu. It appears as follows:
------ G/L CHART OF ACCOUNTS MENU -----
| |
| ESC Return to GL Main Menu |
| F1 Update Chart of Accounts |
| F2 Input/Change Budgets |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
| |
---------------------------------------
6a - WHAT IS A CHART OF ACCOUNTS?
The Chart of Accounts is a detailed listing of all your financial
accounts. This listing includes all assets, liabilities, income and
expenses. Also included are a Capital account and a Retained Earnings
account.
6b - TYPES OF ACCOUNT NUMBERS
Each transaction posted to FINANCE MANAGER, must be posted to at least
two accounts from the Chart of Accounts. At least one account is
debited, and at least one account is credited, during each
transaction.
A total of 1999 different accounts may be listed in your Chart of
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Accounts. Each account must be assigned a type code, and a number
between 1 and 9999. The account types are represented as follows:
A = ASSETS Money you have. Things you own. Money owed to
you (includes cash, car, furniture, etc.).
L = LIABILITIES Debts (e.g., loans, credit cards).
C = CAPITAL OR EQUITY Starting net worth or money invested in company.
R = RETAINED EARNINGS Used by the system to record net income and net
equity (shows all profit related increases or
decreases in equity).
I = INCOME Earnings, paychecks, cash received.
E = EXPENSE Money you pay out for goods or services (e.g.,
rent, gas, food, etc.).
6c - ORGANIZATION OF THE CHART OF ACCOUNTS
A sample Chart of Accounts listing is included in Appendix B. After
reviewing this listing, notice the following characteristics:
- The Asset accounts are assigned the lowest numbers. Followed by
Liabilities, Capital/Equity, Retained Earnings, Income, and then
Expenses.
- There is only one Retained Earnings "R" account type.
- All accounts of the same type are grouped together.
- Numbers are not assigned in immediate sequence. This helps when
inserting new account numbers at a later date. New account
numbers can be inserted in the most logical sequence.
- We suggest assigning account numbers as listed below, so that all
accounts of the same type are grouped together in the same series
of account numbers:
1 - 1999 Assets
2000 - 2999 Liabilities
3000 - 3999 Capital and Retained Earnings
4000 - 4999 Income
5000 - 5999 Expenses
- Account numbers ending with a 9 or a 99 are subtotal account
numbers.
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6d - SUBTOTALS
Account numbers which end in "9" or "99" are reserved for subtotals in
the Chart of Accounts. They are provided exclusively for you to use
in defining your own subtotal groups.
Again, by referring to the sample Chart of Accounts listing in
Appendix B, or by looking at the Sample Accounts on your screen, you
can see how the subtotals may be labeled and used.
By referring to the sample Income Statement in Appendix B, you can see
how FINANCE MANAGER calculates your designated totals and subtotals:
- Subtotal group 1 consists of account numbers ending in "9".
These account numbers provide a subtotal of all accounts of the
same type since the last group 1 subtotal.
- Subtotal group 2 uses accounts ending in "99". These accounts
subtotal back to the previous 99. Also, group 2 accounts clear
the balance of any group 1 subtotal account.
- You do not need to assign an account number for Grand Totals. On
reports, the FINANCE MANAGER program automatically creates a
bottom line figure, or a Grand Total, for each account type.
- You may set up as many or as few subtotal accounts as you wish.
The only restriction is in the number of eligible account numbers
between 9 and 9999. The General Ledger Program allows a total of
1999 actual accounts.
- Subtotal numbers should be assigned the same account type as the
group of accounts for which they are creating subtotals.
- Subtotals should each be assigned a unique, descriptive name.
As mentioned above, these accounts are for subtotals only. They do
not have beginning balances, and you are not allowed to post
transactions to them.
6e - CHART OF ACCOUNTS DATA FIELDS
Each account in the Chart of Accounts includes several elements.
These elements, or fields, are used when entering data for each
account. The method for entering accounts is described later in this
section. The data fields are defined below:
ACCOUNT NUMBER The first field entered is the account number. If
the account is a normal account (as opposed to a
subtotal account), FINANCE MANAGER prompts you for
all of the fields listed below. If the account is a
subtotal account (determined by whether or not the
number ends with a "9"), the program prompts you for
all of the information listed below except the
Beginning Balance.
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ACCOUNT NAME The account name entered should clearly identify the
specific account or subtotal field.
ACCOUNT TYPE This field consists of a one-character account
identification. The following values are the only
values allowed: A, L, C, R, I, or E.
BEGINNING BALANCE The beginning balance is usually zero, but the
beginning-balance option is provided for your
convenience. Any time you enter a beginning balance
of more than zero, or make a change to a beginning
balance, you run the risk of an out-of-balance
situation. The default value for the beginning
balance is zero. You cannot enter a beginning
balance on subtotal accounts.
PLEASE NOTE: Income & expense accounts are period
accounts and thus do not have a
beginning balance. Balances for these
accounts are changed by entering
transactions.
NOTE: When you enter amounts, use a positive number. A positive
beginning balance is always the normal balance associated with
that specific account type (e.g., Assets = debit, Liabilities =
credit, etc.) See Appendix A for a detailed explanation.
6f - GETTING FAMILIAR WITH THE CHART OF ACCOUNTS
Before beginning to enter your own Chart of Accounts, follow the
procedures listed below, using only the Demo Accounts.
1. After starting FINANCE MANAGER , select your "set of books"
(see the Getting Started section). For learning purposes,
select the file "HOME". At the FINANCE MANAGER Master Menu,
select F2.
2. Now you are at the General Ledger Main Menu. Select F4. This
brings you to the General Ledger Chart of Accounts Menu.
3. At the General Ledger Chart of Accounts Menu, select F1. The
next screen displays the following fields:
Enter Account Number (1-9999):____
Enter Account Name:_________________________
Enter Account Type (A,L,C,R,I,E):_ Enter Beginning Balance:_________
4. The cursor will be positioned at the "Enter Account Number"
prompt.
On the lower half of your screen, you can see a portion of the
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active Chart of Accounts. Seeing your accounts as they appear
in the Chart of Accounts is helpful when you are inserting new
accounts into an existing Chart of Accounts.
The highlighted account is a pointer, showing the selected
account. To move the highlighted account up or down, press the
up or down arrows on the keypad while the cursor is positioned
at the Enter Account Number prompt. If you move the default
pointer down a few lines, notice how the list scrolls.
You may select an existing account number by moving the
highlighted pointer up or down to the desired account and then
press ENTER. To set up a NEW account number you must type in a
new account number.
Again, notice how the Demo file Chart of Accounts is organized.
These are typical examples of Chart of Accounts.
5. If you like, enter some data into the Sample Accounts for
practice.
6. To return to the Chart of Accounts Menu, press ESC.
Before entering your own Chart of Accounts, practice by entering a new
account number into one of the existing sample accounts. This will
familiarize you with how to enter/change account numbers.
6g - ENTERING YOUR CHART OF ACCOUNTS
When you actually enter your own Chart of Accounts, it would be a good
idea to collate your paperwork, checks, statements, etc. in a logical
account number and order type (i.e. Put all assets together in the
order you want them to appear on reports, but don't forget about
possible subtotals).
When you enter your Chart of Accounts, be sure to have an organized
plan of the different accounts you wish to enter. You may wish to use
the sample accounts as an example, but you should not use the Demo
files as your own accounts. You must create a new file and enter all
new accounts.
To create a new file, first return to the FINANCE MANAGER Master Menu
(Press the ESC key until your are there). When you are at the Master
Menu, enter one more ESC. The program will then prompt "DO YOU WANT
TO RESTART (Y/N):_" Enter "Y".
Read over the Getting Started Section for detailed instructions on
assigning/creating a filename and new database.
NOTE: Remember, if you have a hard disk, your new file should be
created on drive C:. If you have two floppy disks, your new
file should be created on drive B:. Keep this in mind when you
are entering the disk drive prompt data.
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After creating a new file, you are ready to enter your new Chart of
Accounts. The procedures listed below may be used as an example
either when trying to enter new accounts into the existing Sample
Accounts, or when entering your own Chart of Accounts.
1. Select F1 at the Chart of Accounts Menu.
2. At the input screen, the cursor should be positioned at the
"Enter Account Number" prompt. Unless you are entering your
very first account number into a new Chart of Accounts, there
should already be default data in this field.
3. Instead of using the default data, enter a new number. For
example, you might want to enter an account for a Certificate
of Deposit. Since this account is an asset, it would be
assigned a number between 1 and 1999.
4. First, enter the account number. For example:
Enter Account Number (1-9999):550_
5. Assign the account name:
Enter Account Name:Certificate of Deposit___
6. Assign the account type:
Enter Account Type (A,L,C,R,I,E):A
7. Enter the beginning balance:
Enter Beginning Balance:0________
When entering beginning balances the program will inform you
that you are out of balance. This is normal until you have
entered all of your beginning balances. See section 6k -
Setting Beginning Balances for more information.
8. If you make a mistake in a previous field and would like to
change it, you can go back to a previous field by pressing the
Backspace key.
9. Once all of the data has been entered correctly, answer "Y" at
the "ARE INPUTS CORRECT Y/N:". (If you want to answer "N", the
cursor returns to the account number prompt and the previous
input is ignored.)
10. Your new account is now entered into the FINANCE MANAGER Chart
of Accounts.
NOTE: Please note that the account number just added is now
inserted into the Chart of Accounts window at the bottom
half of your screen. Use the cursor keys, when at the
account number field described above, when you wish to
scroll through the active account numbers to find the one
you just added. If you have added your account
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correctly, it will now be in numeric order in this list.
11. The cursor should once again be at the account number field.
Repeat steps 2 - 10 until you have finished entering all of
your initial Chart of Account accounts. To return to the Chart
of Accounts menu at any time, enter ESC.
12. Any time you need to print a current Chart of Accounts listing,
you can do so by using the Reports Menu (see Section 9 - Chart
of Accounts report).
6h - MAKING CHANGES/MODIFYING THE CHART OF ACCOUNTS
The steps below outline the procedure for making a change in the Chart
of Accounts.
1. Select F1 at the Chart of Accounts Menu.
2. With the cursor at the account number prompt, type in the
account number you wish to change. Instead of typing a number,
you may accept the default account by simply pressing ENTER.
To choose a different account, move the highlighted pointer
line by using the up and down keypad arrows.
3. Because the account number you have entered is an existing
account, the system prompts:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
Answer this prompt with "M". You are now in the change mode.
4. Make any desired changes. Press ENTER to leave any field as
is. (the account number itself can not be modified, to change
account numbers you must delete the account and add a new
account).
5. If you would like to go back to a previous field while you are
entering data, you may do so by pressing the Backspace key.
6. After you have entered data in and/or skipped over all of the
input fields, the system prompts "ARE INPUTS CORRECT Y/N:"
Press "Y" to accept your changes. If you enter "N" instead,
the system ignores any modifications and the cursor returns to
the account number field.
6i - DELETING CHART OF ACCOUNT NUMBERS
When deleting account numbers from the chart of accounts there must be
a zero beginning balance on the account, and there may be no
transactions using that account number. If there is a beginning
balance or transactions for the account to be deleted, FINANCE MANAGER
will not allow the account to be deleted. If you have a beginning
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balance, or transactions for the account, you must follow the steps
listed below in order to delete the account.
Practice deleting accounts from the Sample Accounts before deleting an
account from your own Chart of Accounts.
1. If there is a beginning balance on the account, you must move
the beginning balance amount to a new account number. Do this
by ADDING the beginning balance from this account, to the
beginning balance of another account. Next, change the
beginning balance to zero on the account to be deleted. This
procedure will ensure that after you delete the account you
will still be in balance.
2. If there are any transactions for the account number you are
trying to delete, FINANCE MANAGER will tell you so. In order
to remove these transactions, you should follow the procedures
in Section Eleven - Changing Account Numbers.
3. After successfully following steps one and two, as shown above,
you will now be allowed to delete the account.
4. To actually delete the account, select F1 at the Chart of
Accounts Menu.
5. Then enter the number of the account to be deleted while at the
Enter Account Number prompt. The system will then prompt:
ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_
6. Select "D". The account is removed. If the account has either
a beginning balance, or transactions, the system will tell you
and the deletion will not be completed.
6j - CREATING A NEW SET OF BOOKS WITH THE SAME CHART OF ACCOUNTS
To create a set of books for a different company or name, but with the
same Chart of Accounts, copy the "[filename].CHR" file from your data
disk to a new data disk. Then, rename the file. By doing this, you
can avoid the process of re-entering the Chart of Accounts. Next, it
is important that you set the beginning balances for all accounts to
zero.
6k - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES
When setting up your books for the first time, you must set your
beginning balances. If you are starting a new company, your beginning
balances would be zero, so this section obviously wouldn't apply to
you.
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The method for setting the beginning balances is explained below:
1. This method is to enter beginning balances when setting up your
Chart of Accounts. Please note that while you are setting up
account numbers with beginning balances, the system will tell
you how much you are out of balance. Do not be concerned with
this out-of-balance condition before all of your Asset and
Liability accounts are added, and your beginning balances are
set.
2. After you have finished entering all of your Asset and
Liability beginning balances, you would normally be out of
balance by the difference between your total assets, less your
total liabilities (this is the out-of-balance amount shown on
your screen). Enter this difference in your first
Capital/Equity type "C" account beginning balance. This amount
is your starting Equity. After doing this, the out-of-balance
message will go away.
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SECTION SEVEN - INCOME AND EXPENSE BUDGET
FINANCE MANAGER allows you to keep track of your budget for any given
income or expense account. You can determine how closely you are
adhering to your budget by printing the Budget Variance report (See
section nine "Reports" and also Appendix B for examples).
The procedures in this section describe how to add budget amounts to
your FINANCE MANAGER database:
1. At the Chart of Accounts Menu, select F2.
2. The following screen appears:
Enter Month of Budget (1-13):__ (13=ALL MONTHS)
Enter Account Number (1-9999):____ Enter JANUARY Budget:_______
3. Enter the month number of the budget you would like to enter.
Enter Month of Budget (1-13):13
Month 13 is used for all months. For example, if you want to
set up a budget for your car payment, which is the same every
month, you would select month 13. When entering the monthly
Budget amount, this amount would be entered in all 12 months.
This eliminates having to enter the same budget figure 12 times
(one for each month).
4. At the Enter Account Number, you should enter the account
number for which you would like to set up a budget.
Enter Account Number (1-9999):5000
This account number must be an active Income or Expense account
which has previously been set up during your Chart of Accounts
setup. This field works similar to the account number field
used in the Chart of accounts setup. The active income and
expense accounts which may have budget amounts assigned to
them, are listed at the bottom half of the screen.
The current selected account, and it's default data, are
highlighted in the Chart of Accounts window. Remember, the
highlighted default account pointer can be moved up/down via
the up/down keypad arrow key. The selected budget month can
also be changed by using the left/right keypad arrow keys to
move to the next or previous month. The keypad arrow keys are
only active when at the Enter Account Number field.
5. Next,enter the monthly budget amount for the selected month.
Enter ALL MONTH Budget:200____
After you have entered this amount you will return to the Enter
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Account Number field and you may enter a budget for another
account or month.
You may now select another account number, or use the BACKSPACE key
(or left/right keypad keys) to change the month number.
When you have finished entering budget data, press ESC to return to
the Chart of Accounts Menu. At that point your budget will be written
to disk and saved. You may print a copy of all of your budget data by
printing the Budget Listing report (see Section Nine on reports).
As mentioned above, the budget data you enter is reported in the
Budget Variance report. The Budget Variance report can be run either
as a year-to-date cumulative report, or as a trended (by month)
report.
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SECTION EIGHT - TRANSACTIONS
Any transaction which changes your financial standing, such as from
making a savings account deposit to being charged interest on a loan,
should be recorded in your FINANCE MANAGER program. These
transactions are recorded via Journal Entries.
We refer to Journal Entries as "Transactions". Anything affecting
your Balance Sheet, or Income Statement position, (i.e. anything
involving money) needs to be stored in FINANCE MANAGER as a
transaction.
8a - ENTERING TRANSACTIONS
Each transaction involves the debiting of one account, and the
crediting of another account. When entering debits and credits, an
easy rule to remember is that a credit is where money (or funds) come
from, and a debit is where money goes to. If you are new to double
entry bookkeeping, some basic sample transactions are included on the
demo accounts. Print a General Journal report (see Section Nine) to
get a listing of these sample transactions.
As you enter each transaction, FINANCE MANAGER checks it to ensure
that it is in balance (i.e. Debit amounts = Credit amounts). If your
accounts in your Chart of Accounts have been set up in balance,
FINANCE MANAGER will always keep your accounts in balance.
1. To begin entering transactions, select F1 "Input Transactions"
at the General Ledger Main Menu. The following screen appears:
Item Date:__-__-__ Description:_____________________
DEBIT:Check Num:_____ Account Number:____ Amount:_________
CREDIT:Check Num:_____ Account Number:____ Amount:_________
2. When entering transactions, the last transaction entered always
provides the default data (unless, of course, this is your very
first FINANCE MANAGER transaction). To accept default data in
any field, simply press ENTER in that field.
3. Enter the Item Date:
Item Date:_1-12-87
The item date is the date on which the actual transaction
occurred.
4. Enter the description:
Description:Safeway Food Store___
The "Description" field may be used to specify the purpose of
the transaction. For example, you may want to indicate why or
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to whom a check was written.
5. Enter the debit check number:
DEBIT:Check Num:____
In the Check Num field, you may enter the check number for the
transaction, or you may use the field to indicate other
qualities about the transaction. For instance, if the
transaction involved an automated teller, you might indicate
"ATM" in the check number field. If the transaction involved a
deposit, you might want to indicate "DEP" in the check number
field. In this case, we would leave the field blank since the
check is written as a credit, and the check number would be
entered in the credit check number field. If this would have
been a deposit, we might have put "DEP" in this field.
FINANCE MANAGER can automatically increment the check number
for you, once the initial check number has been input. To
increment check numbers, press "+" and ENTER. Also, you have
an option of entering "=" which will make the check number the
same as your last transactions check number. To clear a check
number just enter a space and press ENTER.
6. Enter the debit account number:
Account Number:5050 [Food]
At the debit and credit Account prompt, you may fill in the
account number, or you can choose the account (the Chart of
Accounts are highlighted on the lower half of the screen) by
using the keypad arrows with Num Lock off. Press ENTER when
the highlighted account has been selected.
7. Enter the debit amount:
Amount:143.27___
This is the amount of the check written to Safeway Food Store.
8. Enter the credit check number:
CREDIT:Check Num:1234
As this example is for a check written the check number should
be entered. Also, see debit check number above.
9. Enter the credit account number:
Account Number:1010 [Checking Account]
10. Enter the credit amount:
Amount:143.27___
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The Debit Amount/Credit Amount should, in most cases, match one
another. If you do not enter a credit amount, the program
defaults to the same amount as the debit amount.
If the debit and credit amounts do not match, the program tells
you that your account is out of balance. If you need multiple
debit or credit transactions, refer to section 8b "Entering
Multiple Debit or Credit Transactions" below).
11. If you are entering a transaction and you want to go back to a
previous field, you can back up by using the Backspace key.
12. You may abort the transaction at any time by pressing ESC.
13. To accept the transaction:
ARE INPUTS CORRECT (Y/N):Y
Answer the prompt with "Y". FINANCE MANAGER will accept the
transaction. The cursor will then return to the Item Date
field ready for the next transaction. If you answer this
prompt with a "N" you will return to the date field and be
allowed to make any changes/corrections necessary.
14. After you have entered all desired transactions, press ESC to
return to the General Ledger Main Menu.
8b - ENTERING MULTIPLE DEBIT OR CREDIT TRANSACTIONS
Most transactions have only one debit and one credit. There are some
instances, however, when there are several debits or credits for a
single transaction. FINANCE MANAGER allows for multiple debit and/or
credit entry, thus preventing out of balance situations. The maximum
parts in one transaction is 25.
Multiple debit or credit transactions are entered just like any other
transaction, except the initial debit and credit amounts are
different. For example:
You would like to record a furniture purchase of $100.00. The
check was written for $105.50 because of sales tax. You have
decided to record your sales tax in a separate account, so you
need to debit both "Furniture" [Asset] and "Sales Tax" [Expense].
This transaction has two debits and one credit. To complete this
transaction, follow the steps outlined below:
1. Follow steps 1-5 in "Entering Transactions".
2. Enter the debit account number:
Account Number:1700 [furniture]
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3. Enter the subtotal purchase amount:
Amount:100.00
4. Enter the check number for the credit account:
CREDIT:Check Num:1023
5. Enter the account number:
Account Number:1010 [Checking Account]
6. Enter the credit amount:
Amount: 105.50
7. At the prompt, answer "Y".
ARE INPUTS CORRECT (Y/N):Y
8. At the "Out of Balance" prompt, answer "Y".
TRANSACTION IS OUT OF BALANCE, CONTINUE (Y/N):Y
9. When the screen reappears, notice that there is a column
labeled "CUM AMT", at the right,which registers the cumulative
credit and debit amounts.
10. Now the second part of the transaction needs to be recorded,
namely, the recording of the sales tax for the transaction.
11. Enter the debit account number:
Account Number:5670 [sales tax]
12. Enter the sales tax amount:
Amount:5.50
Note that the system default for the debit amount field is the
cumulative remaining amount to balance the transaction.
13. Answer the "ARE INPUTS CORRECT" prompt with a "Y":
ARE INPUTS CORRECT (Y/N):Y
14. In this example, the transaction would now be in balance.
You may, in some cases, have a situation in which there are more than
two debits for one credit, or multiple credits for one debit. FINANCE
MANAGER continues to prompt you for more debit/credit amounts until
the transaction is in balance, up to a maximum of 25 parts. You can
have FINANCE MANAGER calculate the amount needed to balance the
transaction by pressing ENTER while in the amount field.
Also of note: When you are entering multiple transactions, FINANCE
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MANAGER will go to either the debit or credit side of the transaction,
depending on which has a lower cumulative amount. If you wish to put
an amount on the other side of the transaction, move forward or
backward by using the return and backspace keys respectively.
8c - CHANGING TRANSACTIONS
If you discover an error in an earlier transaction, or if you would
like to change previously entered information, FINANCE MANAGER allows
you to do so. Outlined below are the procedures for changing
previously entered transactions:
1. Select "F2" at the General Ledger Main Menu.
2. The system prompts you for "Transaction Search Data".
3. Enter data in the fields which you want to match that data.
For example, if you want to search for all transactions which
have a description of "Safeway Food Store", you would move to
the description field and enter that description. Upper and
lower case do not matter, and you do not have to complete the
description. For example, if you entered only the first part
of the description, "safe", FINANCE MANAGER will find all
descriptions which begin with the letters "safe" (i.e.
"Safeway Food Store"). You could also add a month and year
parameter to the search, and you would find only the "safe"
descriptions in a particular month.
Any field left blank is an assumed wildcard for that field.
Therefore, if you leave ALL of the fields blank, all
transactions are selected by the search.
While you are at one of the Account Number fields and do not
remember the account number you are seeking press "F2" and a
pop-up window will appear to select your account number from.
To remove the select-an-account window press the Esc or Enter
keys.
4. Next, FINANCE MANAGER searches for all transactions containing
the values you have specified. As each transaction is
displayed, the program displays the following prompt:
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
You must select M,D,C,R,B,E,+,-, or Q. Where:
M = Modify (change) transaction shown.
D = Delete (remove) transaction shown.
C = Continue (find next transaction that matches search).
R = Reverse continue (find prior tran. that matches search).
B = Beginning (go to first transaction in file).
E = Ending (go to last transaction in file).
+ = Go to next consecutive transaction in file.
- = Go to prior consecutive transaction in file.
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Q = Quit transaction search.
5. As long as you continue to answer the above prompt with "C",
FINANCE MANAGER continues searching for all transactions
containing the values you have specified. Selecting "R" does
the same as "C" except it searches backwards.
6. Answering the prompt with a "+" causes FINANCE MANAGER to
display the next consecutive transaction; a "-" shows you the
previous transaction.
7. Entering a "B" or an "E" will take you to the Beginning or End
of the transaction file respectivly. It ignores your search
paramaters.
8. When the search function displays the transaction you wish to
change, answer the prompt with an "M" (Modify).
9. You are now in the change mode. ENTER leaves a field
unchanged. Change data in any field by typing in the new value
for the given field.
10. If you have made a mistake, or would like to return to a
previous field, use the Backspace key. Use the ESC key to
ignore your changes and return to the Main Menu.
11. If your changes cause the transaction to be out of balance, the
system will not accept your change. You must re-enter your
changes, making sure your cumulative debits equal cumulative
credits.
NOTE: If you are changing a transaction with multiple debits and/or
credits you can not change the number of parts the transaction
had originally. If you need to change the number of parts of a
transaction we suggest that you delete the old transaction and
add a completely new one.
8d - DELETING TRANSACTIONS
To delete or remove a transaction permanently, do the following:
1. Select F2 at the General Ledger Main Menu.
2. Enter search data and find desired transaction as described in
"Changing Transactions".
3. When the transaction you wish to delete is displayed on the
screen, answer "D" at the:
Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit:
4. When you are deleting a multiple part transaction, all parts of
the transaction are deleted.
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5. After you have deleted the desired transaction(s), you may use
the "Sort" function (See Section Ten). When sorting the
transactions, the program frees disk space formerly used by
deleted transactions.
8e - POINTS TO REMEMBER
Each transaction must have at least one debit and one credit.
When entering transactions, try to remember that when you write a
check, in most cases the transaction should reflect a credit to your
checking account. Likewise, when you make a deposit to a bank
account, the transaction usually should reflect a debit to the bank
account.
ANOTHER WAY OF REMEMBERING DEBITS AND CREDITS: A CREDIT IS WHERE MONEY
CAME FROM AND A DEBIT IS WHERE MONEY IS GOING TO.
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SECTION NINE - REPORTS
FINANCE MANAGER Reports Menu allows you to generate a full spectrum of
financial statements from your own database. The Reports Menu (F3 on
the General Ledger Main Menu) appears as follows:
----- GENERAL LEDGER REPORTS MENU ----
| |
| ESC Return to GL Main Menu |
| F1 GENERAL JOURNAL |
| F2 Account History |
| F3 INCOME STATEMENT |
| F4 BALANCE SHEET |
| F5 Sources & Uses of Funds |
| F6 Budget Variance |
| F7 CHART OF ACCOUNTS |
| F8 Budget Listing |
| F9 Trial Balance |
| |
| ENTER YOUR SELECTION: |
| |
--------------------------------------
Explanations of the available reports are listed below. Examples of
the reports are shown in Appendix B.
Reports can be generated to show financial standing for a month, a
range of months, a quarter, a year, etc. In this section, we discuss
how reports can help you to get optimum results from your FINANCE
MANAGER program.
9a - EXPLANATIONS OF REPORTS
Each of the available FINANCE MANAGER General Ledger reports are
described below. Samples of these reports are shown in Appendix B or
may be printed while using the DEMO accounts (see Getting Started
Section).
General Journal Report: This report is a listing of all transactions
which took place during a specified period of
time.
Account History: An Account History Report can trace the
transaction activity against given account
numbers from your Chart of Accounts. You can
specify only one account, or you can get a
history for all of your accounts. This report
is excellent for keeping track of your
checking account activity. It is also very
helpful in tracking loan payments, thus
monitoring your loan balance. It can help
keep track of variations in monthly utility or
phone bills. You may want to keep in mind
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FINANCE MANAGER II - GENERAL LEDGER Lite
that the Account History Report can be a very
long report if you select more than a few
accounts.
Income Statement: Also called a Profit and Loss report, the
Income Statement shows the net income (or net
loss, as the case may be) for a given period
of time. Simply stated, it is the total
income, less the total expenses. The report
may be run either as a cumulative report for a
specified period of time, or it may be trended
by month.
Balance Sheet Report: The Balance Sheet shows your financial
position or financial condition. The Balance
Sheet shows the ending balance for all of the
asset, liability, and equity accounts. For
more information on the basic elements of a
Balance Sheet, see Appendix A. The Balance
Sheet may also be run either as a cumulative
or as a trended report.
Sources and Uses This is a two-part report. The first part of
of Funds Report: the report shows each account that qualifies
as a source of funds. Adjacent to each
account name is the amount of the "source".
The second part of the report lists the
accounts which reflect the use of the source
funds listed above. The bottom line total for
each part of the report should match. This
report can be either cumulative or trended.
Budget Variance Report: This reports the difference between the
monthly amount budgeted for a particular
expense account, and the actual amount used
for that expense account. If the Budget
Variance report is being generated for more
than one month, the report shows only
cumulative amounts, with one variance for the
cumulative amounts.
Chart of Accounts: This report lists the most current Chart of
Accounts. This is the report that should be
run before and after you make any changes to
the Chart of Accounts.
Budget Listing: This, like the Chart of Accounts, is a listing
of accounts. The accounts listed, however,
are only those which may have budget amounts
assigned to them (i.e., income and expense
accounts). The account name is listed,
accompanied by all other account data.
Instead of including a column for "Beginning
Balances", there is a column for "Budget
Amounts".
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Trial Balance: This report provides a quick look at current
balances on all accounts. It is like a income
statement and balance sheet combined into one.
In old manual accounting systems, this report
would tell you if you are in balance. It is
provided here mainly as a convenience and for
completeness.
9b - GENERAL INSTRUCTIONS FOR GENERATING REPORTS
When using FINANCE MANAGER to generate financial reports, you have
three options. First, you can simply list reports to the screen.
Second, if you have a printer, you can print a hard copy of the
reports. You also have the option of sending your reports to a disk
file instead of to the printer. With this option, reports can be
stored and printed at a later date.
A "Destination" prompt is an option for each of the available reports.
To select the destination, answer the prompt below:
TO SCREEN/PRINTER/DISK (S/P/D):_
If you select "D" for disk, the system will prompt you for a disk
filename. Enter a filename of up to eight characters. The file will
be saved on your data disk with the file extension of ".RPT". If a
file with the name entered already exists, the system will tell you so
and ask if you want to delete the old file. If you answer "N", the
report will be appended to the already existing disk file.
When you select "P" for printer, you may pause the printing by
pressing any key. Please keep in mind that most printers have a print
buffer, so the report continues to print until the buffer is empty.
For most reports, you also need to specify reporting dates via the
"Date" prompt. The date prompt appears as follows:
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
These dates determine which months and years are shown on your
reports. The ending month and year must be within twelve months of
the starting month and year. To get a year-to-date report, you might
select the dates 1-87 through 12-87. Likewise, if you want a first
quarter report, you could select 1-87 through 3-87.
When entering prompts for reports, remember that you may back up to a
previous field by pressing the Backspace key. If you want to go back
to the reports menu while you are at the input screen, press ESC. If
you want to return to the reports menu after your report has finished
listing to the screen, press ENTER.
Since there are different reporting options within reports, below are
some of the different types of input screen displays and the reports
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FINANCE MANAGER II - GENERAL LEDGER Lite
to which they apply.
1. To print the GENERAL JOURNAL (F1), BUDGET VARIANCE (F6), or
TRIAL BALANCE (F9) reports the guidelines below apply:
a. Make your selection (F1 or F6).
b. The following screen appears:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
c. First, type in the destination for your report. Then,
enter the reporting dates.
2. When you are selecting ACCOUNT HISTORY (F2), the procedures
below apply:
a. Select F2 at the Reports Menu.
b. The following screen appears:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
DO YOU WANT COMPRESSED REPORT (Y/N):_
ACCOUNT NUMBER RANGE:
STARTING ACCOUNT:____
ENDING ACCOUNT:____
c. First, type in the destination for your report. Then,
enter the reporting dates.
d. Answer the "Compressed Reports" prompt. Compressed will
print more than one selected account per page to conserve
paper. See Appendix B for examples of a compressed and a
regular Account History report.
e. Enter the starting through the ending account numbers.
3. For the INCOME STATEMENT (F3), the BALANCE SHEET (F4), or the
SOURCES AND USES OF FUNDS Report (F5), follow the procedures
below:
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a. Select F3, F4, or F5 at the Reports Menu. The following
screen appears:
TO SCREEN/PRINTER/DISK (S/P/D):_
ENTER DATE RANGE FOR REPORTS:
STARTING Month:__ Year:__
ENDING Month:__ Year:__
DO YOU WANT A TRENDED REPORT(Y/N):_
b. First, type in the destination for your report.
c. Next, enter the reporting dates at the date range prompt.
d. Then, answer the "Trended Report" prompt. If you select
"Y", your reports will be trended by month. If you
select "N", your reports will show cumulative
year-to-date amounts. To see the difference between a
trended regular reports, refer to the examples in
Appendix B.
4. To print the CHART OF ACCOUNTS (F7) listing, do the following:
a. Select F7 at the Reports Menu.
b. The only prompt you need to answer is the "Destination"
prompt.
5. The BUDGET LISTING (F8) is similar to the Chart of Accounts
listing, with a few variations:
a. Select F8 at the Reports Menu. The following screen
appears:
TO SCREEN/PRINTER/DISK (S/P/D):_
STARTING MONTH:__
ENDING MONTH:__
DO YOU WANT A TRENDED REPORT(Y/N):_
b. Answer the Screen/Printer/Disk prompt.
c. At the designated prompt, enter the month for which you
want the listing.
d. Then, answer the "Trended Report" prompt. If you select
"N", your report will show a cumulative amount for all
months. If you select "Y", your reports will show the
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FINANCE MANAGER II - GENERAL LEDGER Lite
budget for each month on a seperate page.
NOTE: Do NOT try to print a report (e.g. the selection "P" at the
"S/P/D" prompt) if you don't have a printer. If you try to do
so, you will get an error message.
If you are unfamiliar with financial reports, try as many reports as
you like, using the sample accounts. Doing so will give you an idea
of how the reports look and how they might be used.
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SECTION TEN - SORTING TRANSACTIONS
FINANCE MANAGER always keeps transactions organized in the order in
which they are input. The Sort function allows the user to choose the
manner in which FINANCE MANAGER sorts or organizes the transactions.
Transactions may be sorted either by date of input or by transaction
date.
To start sorting transactions, select "F1" at the General Ledger
Utilities Menu. The following screen appears:
---------- SELECT SORT ORDER ---------
| |
| ESC Return to Utilities Menu |
| F1 Transaction Input Order |
| F2 Date Order |
| |
| |
| |
| |
| |
| |
| |
| ENTER YOUR SELECTION: |
| |
| |
--------------------------------------
1. Select the order in which you would like to sort the
transactions.
2. FINANCE MANAGER automatically sorts all transactions.
3. Press any key to exit and return to the Main Menu when the sort
is completed.
If you have more transactions than memory can hold at one time, the
default disk drive is used to store a temporary file while sorting
transactions. Therefore, the default drive must have enough free disk
space and must not be write-protected.
If there is not enough space on your default drive to sort your file,
you must put an empty disk in this drive (usually drive A:). If you
do run out of disk space, your sort is aborted and your transaction
file remains unchanged. Finance Manager will tell you before it
creates a temporary sort file to allow you to insert a blank disk in
your default drive.
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SECTION ELEVEN - CHANGING ACCOUNT NUMBERS
Selection F1 on the General Ledger Utilities Menu allows you to change
the account number of every transaction posted to a specific Chart of
Accounts account number. It is a sort of "Global Replace" feature.
For example, if you want to change the "Telephone" expense account
number from account 320 to account 4320, you could do so by using this
feature. First, you would create a new account 4320. Then, you would
run this utility to change all transactions for account 320 to account
4320.
WARNING: Since this is an advanced feature, we do not recommend it for
beginners. It is very important to first make a backup copy
of the data disk before proceeding any further with this
function. If you do something wrong, it is much easier if
you have a backup copy and are thus able to go back to the
old Chart of Accounts and transaction file.
To execute this function, follow the instructions below:
1. Select F3 at the General Ledger Utilities Menu. The following
appears:
Enter Old Account Number:____ Enter New Account Number:____
2. At the "Enter Old Account Number" prompt, type in the account
number you wish to change (in the example above, you would
enter account number 320).
3. At the "Enter New Account Number" prompt, type in the account
number which replaces the old number. In the example above,
this account number would be 4320. As mentioned on the input
screen, the new account number must be a valid, active Chart of
Accounts number.
After the function has completed, FINANCE MANAGER returns to the
General Ledger Utilities Menu.
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FINANCE MANAGER II - GENERAL LEDGER Lite
SECTION TWELVE - ENHANCEMENTS & HINTS
12a - ENHANCEMENTS BY VERSION
FINANCE MANAGER I (by Genesis Software)
2.0 - First major release.
2.1 - Multiple debits/credits per transaction.
- Trended financial reports.
2.2 - Graphics capability.
- Adjustable fiscal year capability.
- Ability to send reports to disk file.
3.0 - Date input format changed.
- Ability to accept up to $9 million in balances.
- Better error checks added.
- Display of filenames on the disk.
4.0 - Check number field added to transactions.
- Multiple debit and credit transactions enhanced to include
cumulative totals and automatic default to balance
transactions.
- Configuration parameters for color.
- Monthly budget for income and expense accounts.
- Budget Variance report added.
- Elimination of zero amounts from reports.
- Defaults set for Y/N prompts.
- Elimination of extra ENTER keystrokes on completed input
fields.
- Automatic check increment added.
- Modification of "Change Transaction" selection to start
from a selected date and then step forward through each
transaction one by one until stopped by the user.
- Added time display when at menus.
- Report file sent to disk changed to an ASCII format.
4.1 - Transaction file always kept sorted in date order.
- Defaults shown on Y/N prompts.
- Added default disk drive and filename option when running
program.
- Fix alpha/numeric error on check number format.
FINANCE MANAGER II
1.0 - Major re-write of FINANCE MANAGER I.
- Sort options provided (input or date order).
- Much faster memory resident sort.
- Subdirectory support.
- International date/time option.
- Transaction search data expanded to include all input
fields.
- Up to 1,999 accounts available on Chart of Accounts.
- Full screen editing.
- Much faster, on-line Account Reconciliation added.
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FINANCE MANAGER II - GENERAL LEDGER Lite
- Support of 14"-wide printers.
- BCD math eliminates rounding errors.
- Active accounts displayed at Chart of Accounts input
screen.
- Default filename accepted as a command line parameter.
- Ability to have multiple years on-line in one disk file.
- Up to 30,000 transactions on-line.
- Ability to run in 256K. Will use up to 640K memory for
faster speed.
- Printer pause feature.
- Edit mode for changing data.
- Enhanced reporting format and features.
- Simplified installation procedures.
1.1 - Added some features from FINANCE MANAGER I which were not
originally included in FM II.
- Provided a "all 12 months the same" budget amount entry.
- Added error check to simplify account deletion.
- Allow transaction input of up to 99 million.
- Faster movement between menu selections.
- Smaller program files to save disk space.
- Default data disk drive and directories user definable.
1.2 - New simple one-step install procedure for all modules.
- Multiple transaction delete on one search.
- Enhanced transaction search:
* Description search will search entire string for
match (not position sensitive).
* Go to first or last record of transaction file.
* Added a "Reverse Search" to find prior transaction
match.
- PgDn (page down) key will skip to end of input screen for
faster inputs.
- TAB & SHIFT-TAB added for duplication of ENTER and
BACKSPACE keys respectively.
- Inputs will now accept international character inputs
(decimal 32-175).
- Calculation speed now 5 times faster than version 1.0 (with
hard disk).
- One graphics module supports CGA, EGA, PCJR, PS/2 and
Hercules boards.
- Color graphics display.
- Printer configuration input fields increased from 9 to 12.
- Editing of fields allowed during initial input of data.
- Insert toggle added for data input editing.
- Credit check number defaults to debit check number.
- Trended budget listing.
- Trial Balance report added.
1.3 - Pop-up windows for all select-an-account input fields.
- LAN Support
- Mouse supported.
- Network compatible.
- Multiple month trial balance report.
- Enhanced screen displays with pop-up windows.
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FINANCE MANAGER II - GENERAL LEDGER Lite
- Insert on/off toggle on input fields.
12b - HELPFUL HINTS AND SUGGESTIONS
* Keep a CURRENT backup copy of your data disk each time you
update your data. This will safeguard against loss of data due
to power outage or other equally frustrating problem.
* Use the Shift PrtSc keys to make a hardcopy of current screen
display.
* When End-of-Period posting is run, closing entries are made to
the first type "R" Retained Earnings account.
* To eliminate having to put in the disk drive and filename each
time you run FINANCE MANAGER, you should modify the RUN.BAT file
and add a command line parameter to the "FM" command. For
example, if you want to always use drive B: and filename "HOME",
you should change the RUN.BAT file command "FM" to "FM B:HOME".
When you run FINANCE MANAGER it will automatically use the file
"HOME" in drive B:.
* If when you are entering transactions you want the check number
to be the same as the last check number (only works for actual
decimal numbers) enter "=" at the check number input field. The
"+" key will increment last check number input.
* END OF YEAR CLOSING procedures in this evaluation version are
not automated. This function is completely automatic in the
REGISTERED VERSION and is well worth the expense. It is
possible to close your books at the end of the year manually by
performing the following steps:
1. Make a backup of all your data files.
2. Print a Balance Sheet report for the end-of-period
(usually December).
3. Delete (via DOS) the data file with the extention of
".GLT", (e.g. DEL [filename].GLT).
4. Run Finance Manager using the data file above. When it
says the [filename].GLT file is missing answer the
"Create New File" prompt with "Y".
5. Go to the "Update Chart of Accounts" selection and change
the beginning balances on ALL accounts to match the
balances on the Balance Sheet printed in step 2 above.
6. You are now ready to begin entering transactions for the
new year.
Again this process is automated completely in the FREE UPDATE we
will send to you when you REGISTER your copy of Finance Manager.
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SECTION THIRTEEN - FINANCE MANAGER II DISK FILE NAMES
Listed below is a description of files on your FINANCE MANAGER disks.
If you have an evaluation version, some of these files will not be
included due to disk space limitations.
PROGRAM DISK
File name Description
------------ -------------------------------------------------------
RUN BAT - Use to run FINANCE MANAGER.
CONFIG SYS - Needed to run FINANCE MANAGER (See CONFIG.SYS in your
DOS manual).
FMGL COM - FINANCE MANAGER II executable file.
FMGL 000 - GL main module overlay 0.
FMGL 001 - GL main module overlay 1.
FMGL 002 - GL main module overlay 2.
FMGL 003 - GL main module overlay 3.
INSTALL COM - Installation program (use to install this program).
README BAT - Display this information on screen.
DOCUMENTATION & DEMO DISK
File name Description
------------ -------------------------------------------------------
FMGL DOC - GL documentation manual (see PRINT-GL below).
HOME BUD - HOME demo budget data file.
HOME CHR - HOME demo Chart of Accounts data file.
HOME GLT - HOME demo transaction data file.
PRINT-GL BAT - Prints documentation manuals on your printer (PRN).
README BAT - Display this information on screen.
WORK BUD - WORK demo budget data file.
WORK CHR - WORK demo Chart of Accounts data file.
WORK GLT - WORK demo transaction data file.
EPSON CNF - Sample configuration file for EPSON printer.
HP-LASER CNF - Sample configuration file for HP LaserJet printer.
HP2LASER CNF - Sample configuration file for HP II LaserJet printer.
JUKI CNF - Sample configuration file for JUKI printer.
PROWRITE CNF - Sample configuration file for PROWRITER printer.
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APPENDIX A
BASIC ACCOUNTING PRINCIPLES
In this section, we would like to give you an overview of basic
accounting principles. Most of the examples in this section refer
primarily to various business transactions. They can, however, easily
be adapted to apply to an individual's financial transactions.
A1 - ACCOUNTING ELEMENTS
To have complete accounting records, all transactions and events which
affect the basic accounting elements must be recorded. The basic
accounting elements are ASSETS, LIABILITIES and CAPITAL or EQUITY.
These elements are defined below:
ASSETS: Items of value which are owned by the business or by
the individual are assets. Examples of assets are
money, accounts receivable, merchandise, furniture,
machinery, buildings, and land.
LIABILITIES: A liability is any obligation to pay a debt.
Liabilities include accounts payable, taxes payable,
bank loans, and notes to creditors.
CAPITAL/EQUITY: The amount by which the assets exceed the liabilities
is termed capital, or owner's equity in the business.
The word "equity", in this sense, means "interest in".
The terms proprietorship, net worth, or capital are
all synonyms for owner's equity. If there are no
liabilities, the owner's equity is equal to the total
amount of assets.
A2 - THE ACCOUNTING EQUATION
The relationship between the three basic accounting elements can be
expressed in the following simple equation:
ASSETS = LIABILITIES + CAPITAL/EQUITY
In order to increase equity in a business, the owner must either
increase the assets without increasing the liabilities or decrease the
liabilities without decreasing the assets. In order to increase the
assets and equity without investing more money or other property, the
business must operate at a profit (profit and losses are described
later).
Below are examples of the effect of transactions on the accounting
equation:
1. An increase in an asset offset by an increase in equity; for
instance, opening a bank account with a deposit of $5,000.
As a result of this transaction, the assets are increased.
Since no liabilities are involved, the equity also increases
by the same amount. The equation is as follows:
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ASSETS = LIABILITIES + CAPITAL/EQUITY
$5,000 = $0 + $5,000
(cash) (owner's equity)
2. An increase in an asset, offset by an increase in a
liability. For example, you purchase office equipment for
$4,000 on 30-day credit. The result is an increase in assets
and an increase in an accounts-payable liability. The
equation is as follows:
ASSETS = LIABILITIES + CAPITAL/EQUITY
$4,000 = $4,000 + $0
(office (accounts
equipment) payable)
3. An increase in one asset, offset by a decrease in another
asset. For example, the purchase of office supplies for $100
cash. In this case, the office supplies asset account
increases by $100, and the cash asset account decreases by
$100, causing the assets, liabilities, and equity to remain
unchanged. The equation is as follows:
ASSETS = LIABILITIES + CAPITAL/EQUITY
supplies $100
cash <$100>
____
$0 = $0 + $0
4. An increase in an asset, offset by an increase in equity
resulting from revenue. For example, you receive $500 cash
from a client for services. This increases your cash balance
and, since liabilities are not affected, the equity increases
as well. The equation is as follows:
ASSETS = LIABILITIES + CAPITAL/EQUITY
$500 = $0 + $500
cash owner's equity
5. A decrease in an asset offset by a decrease in equity
resulting from expense. For example, you paid $400 cash for
rent. This decreases your cash balance and, since
liabilities are not affected, the equity decreases by $400 as
well. The equation is as follows:
ASSETS = LIABILITIES + CAPITAL/EQUITY
<$400> = $0 + <$400>
cash owner's equity
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A3 - THE INCOME STATEMENT
This statement, sometimes called a Profit and Loss Statement or
Operating Statement, shows the net income (or net loss) for a
specified period of time. The Income Statement, simply stated, is the
total income, less the total expenses. A simple statement is shown
below:
Income from services $ 500
Rent expense <$ 400>
_____
Net Income $ 100
=====
A4 - THE BALANCE SHEET
The balance sheet is sometimes called a statement of financial
condition, or a statement of financial position. It shows the assets,
liabilities, and equity at a specific date. The balance sheet shows
the ending balance for all of the asset, liability, and equity
accounts. The balance sheet for the above five transactions would
appear as follows:
ASSETS
------
Cash $5,000
Equipment 4,000
Supplies 100
_____
Total Assets $9,100
=====
LIABILITIES
-----------
Accounts Payable $4,000
CAPITAL/EQUITY
--------------
Owner's Equity $5,100
_____
Total Liab & Equity $9,100
=====
(Notice that the accounting equation holds true: ASSETS = LIABILITIES
+ EQUITY.)
A5 - DOUBLE ENTRY ACCOUNTING
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The meanings of the terms asset, liability and capital/equity are
explained above. Examples have been given to show how each
transaction causes a change in one or more of the three basic
accounting elements. Note that in each of the transactions above,
there was a dual effect (two accounts were changed). This will always
be true. A change (increase or decrease) in any asset, liability or
capital/equity is always accompanied by an offsetting change.
The fact that each transaction has two elements is the basis for
double entry accounting. This does not mean that a transaction is
recorded twice; it instead means that both of the two elements of each
transaction are recorded. This method is very orderly, simple, and
very flexible. There is no transaction which cannot be recorded in a
double entry transaction.
A business or individual has many assets. Each one of these assets is
kept track of in a separate account (e.g., cash, furniture,
buildings). A separate account would be kept for each asset,
liability and equity. Thus, many accounts make up the total assets;
many accounts also make up the total liabilities.
To help you to understand double entry accounting, we will introduce
you to a way of describing an account. This is called a "T" account.
The T account has three major parts: the tile and account number, the
debit side, and the credit side. A sample of the T account form is
shown below.
ACCOUNT TITLE
------------------------
DEBIT SIDE | CREDIT SIDE
|
|
|
A6 - DEBITS AND CREDITS
To debit an account means to record an amount on the left, or debit
side, of the account. To credit an account means to record an amount
on the right, or credit side, of the account. Sometimes the word
CHARGE is used a substitute for debit. Another easy rule is: A credit
is where money is coming from and a debit is where money is going to.
Increases in assets are recorded on the left side of the accounts;
increases in liabilities are recorded on the right side of the
accounts.
Decreases in assets are recorded on the right side of the accounts;
decreases in liabilities and equity are recorded on the left side of
the accounts.
These relationships are shown below:
1. ASSETS = LIABILITIES & EQUITY
2. DEBITS = CREDITS
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3. ALL ASSET ACCOUNTS ALL LIABILITY ACCOUNTS
_____________________ ______________________
Debit to | Credit to Debit to | Credit to
Record | Record Record | Record
Increases | Decreases Decreases | Increases
(+) (-) (-) (+)
ALL EQUITY ACCOUNTS
______________________
Debit to | Credit to
Record | Record
Decreases | Increases
(-) (+)
To illustrate double entry accounting, the transaction 1 would be as
follows:
CASH EQUITY
_____________________ ___________________
Debit | Credit Debit | Credit
$5,000 | | $5,000
A7 - INCOME AND EXPENSES
The term "Income" refers to an increase in the equity account.
Likewise, the term "Expense" refers to a decrease in the equity.
Thus, there are two new ways in which the equity account can change.
All transactions involving income or expense always cause a change in
the equity account.
These changes could be recorded by debiting the equity account for
expenses and crediting that same equity account for income. However,
if you were to record income and expense in this manner, the
capital/equity account would have a mixture of increases due to
income, and the investment of assets in the business, while the debit
side would have a mix of decreases due to expenses and withdrawal of
assets from the business. This would make it very hard to analyze the
profitability or to determine the net income. Thus, all income and
expense transactions are recorded in separately classified income and
expense accounts. Only the net income (or net profit) is then
reflected in the capital/equity account.
The income and expense accounts also have debits and credits. Shown
below are the relationship of these accounts.
ALL EXPENSE ACCOUNTS ALL INCOME ACCOUNTS
____________________ _____________________
Debit to | Credit to Debit to | Credit to
Record | Record Record | Record
Increases | Decreases Decreases | Increases
(+) (-) (-) (+)
PAGE 63
FINANCE MANAGER II - GENERAL LEDGER Lite
The use of these accounts is illustrated in the following examples:
1. An increase in an asset offset by an increase in income. For
example, you receive $500 cash for services rendered. This would
appear as follows:
CASH INCOME
_____________________ _____________________
DEBIT | CREDIT DEBIT | CREDIT
| |
$500 | | $500
2. A decrease in an asset offset by an increase in expense. For
example, you pay $400 for office rent. This would be recorded as
follows:
CASH RENT EXPENSES
_____________________ _____________________
DEBIT | CREDIT DEBIT | CREDIT
| |
| $400 $400 |
This brief description of accounting principles and double entry
accounting is not intended to teach you everything about accounting.
You should refer to a basic accounting or bookkeeping text if you
would like more details. The intention of this section is to
familiarize our users with double entry accounting and to help users
get started with FINANCE MANAGER.
For further transaction examples, look at the sample "HOME" and "WORK"
files on your demo disk. By printing the General Journal report in
the sample accounts, you will be able to see some sample transactions
to apply to your set of books.
PAGE 64
FINANCE MANAGER II - GENERAL LEDGER Lite
APPENDIX B - SAMPLE REPORTS
Table of Contents
General Journal - Monthly.................................66
Account History...........................................67
Account History - Compressed..............................68
Income Statement - Year to date...........................69
Income Statement - Trended................................70
Balance Sheet - Year to date..............................71
Balance Sheet - Trended...................................72
Sources and Uses of Funds - Year to date..................73
Sources and Uses of Funds - Trended.......................74
Budget Variance - Year to date............................75
Budget Variance - Monthly.................................76
Chart of Accounts......................................77-78
Budget Listing - Month of June............................79
Trial Balance.............................................80
PAGE 65
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:36am WORK Demo Accounts Test
GENERAL JOURNAL
APR-89
DATE ACT# ACCOUNT NAME CL CHECK DEBITS CREDITS
-------- ---- ------------------------- -- ----- ----------- -----------
04-01-89 1010 Checking Account #1 DEP 44,500.00
3000 Owners capital/equity 45,000.00
1000 Petty Cash 500.00
initial investment in company
04-01-89 1500 IBM Personal Computer 3,500.00
1010 Checking Account #1 * 10001 5,000.00
1510 Computer Monitor 200.00
1520 Computer Printer 450.00
1550 Computer Software 700.00
1530 Other Computer Equipment 150.00
the computer store
04-05-89 1600 Office Building 50,000.00
2500 Building Loan 10002 45,000.00
1010 Checking Account #1 * 10002 5,000.00
first national bank
04-10-89 1700 Office Furniture 15,000.00
2400 Bank loan 15,000.00
purchase furniture
04-15-89 5620 Office expenses 280.00
1010 Checking Account #1 * 10003 280.00
OFFICE SUPPLY STORE
04-25-89 5200 Advertising 2,000.00
1010 Checking Account #1 * 10004 2,000.00
GRAND OPENING AD
04-30-89 5300 Depreciation 140.00
1595 Accumulated Depn Computer 140.00
monthly depreciation
04-30-89 1300 Software Inventory 5,000.00
1010 Checking Account #1 * 10005 5,000.00
purchase inventory
04-30-89 1400 Hardware Inventory 20,000.00
1010 Checking Account #1 * 10006 20,000.00
purchase inventory
04-30-89 5010 Labor & Payroll 3,210.00
1010 Checking Account #1 * 10007 3,210.00
WAGES FOR JOHN SMITH
----------- -----------
145,630.00 145,630.00
PAGE 66
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:37am WORK Demo Accounts Test
ACCOUNT HISTORY for 1010 Checking Account #1
APR-89 Through JUN-89
DATE DESCRIPTION CL CHECK DEBITS CREDITS
-------- ------------------------------ -- ----- ----------- -----------
Beginning Balance 0.00
04-01-89 initial investment in company DEP 44,500.00
04-01-89 the computer store * 10001 5,000.00
04-05-89 first national bank * 10002 5,000.00
04-15-89 OFFICE SUPPLY STORE * 10003 280.00
04-25-89 GRAND OPENING AD * 10004 2,000.00
04-30-89 purchase inventory * 10005 5,000.00
04-30-89 purchase inventory * 10006 20,000.00
04-30-89 WAGES FOR JOHN SMITH * 10007 3,210.00
05-01-89 sold equipment * DEP 5,250.00
05-02-89 SOFTWARE SOLD * DEP 840.00
05-12-89 office supply store * 10008 122.00
05-12-89 SOLD SOFTWARE/EQUIP * DEP 3,045.00
05-15-89 john doe * 10009 2,000.00
05-15-89 jane smith * 10010 1,900.00
05-18-89 modern computers * 10011 55.00
05-21-89 local paper add * 10012 345.00
05-31-89 loan payment 10013 600.00
05-31-89 bldg loan payment 10014 462.88
05-31-89 wages john doe * 10015 2,200.00
05-31-89 wages jane smith * 10016 2,550.00
06-06-89 sold equipment DEP 10,500.00
06-10-89 news paper ad 10017 440.00
06-11-89 sold software/hardwr DEP 6,090.00
06-15-89 wages john doe 10018 1,800.00
06-15-89 wages jane smith 10019 1,800.00
06-15-89 pay may sales tax 10020 435.00
----------- -----------
Ending Balance 15,025.12
PAGE 67
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:37am WORK Demo Accounts Test
ACCOUNT HISTORY
APR-89 Through JUN-89
DATE DESCRIPTION CL CHECK DEBITS CREDITS
-------- ------------------------------ -- ----- ----------- -----------
1000 Petty Cash
---------------
Beginning Balance 0.00
04-01-89 initial investment in company 500.00
----------- -----------
Ending Balance 500.00
1010 Checking Account #1
------------------------
Beginning Balance 0.00
04-01-89 initial investment in company DEP 44,500.00
04-01-89 the computer store * 10001 5,000.00
04-05-89 first national bank * 10002 5,000.00
04-15-89 OFFICE SUPPLY STORE * 10003 280.00
04-25-89 GRAND OPENING AD * 10004 2,000.00
04-30-89 purchase inventory * 10005 5,000.00
04-30-89 purchase inventory * 10006 20,000.00
04-30-89 WAGES FOR JOHN SMITH * 10007 3,210.00
05-01-89 sold equipment * DEP 5,250.00
05-02-89 SOFTWARE SOLD * DEP 840.00
05-12-89 office supply store * 10008 122.00
05-12-89 SOLD SOFTWARE/EQUIP * DEP 3,045.00
05-15-89 john doe * 10009 2,000.00
05-15-89 jane smith * 10010 1,900.00
05-18-89 modern computers * 10011 55.00
05-21-89 local paper add * 10012 345.00
05-31-89 loan payment 10013 600.00
05-31-89 bldg loan payment 10014 462.88
05-31-89 wages john doe * 10015 2,200.00
05-31-89 wages jane smith * 10016 2,550.00
06-06-89 sold equipment DEP 10,500.00
06-10-89 news paper ad 10017 440.00
06-11-89 sold software/hardwr DEP 6,090.00
06-15-89 wages john doe 10018 1,800.00
06-15-89 wages jane smith 10019 1,800.00
06-15-89 pay may sales tax 10020 435.00
----------- -----------
Ending Balance 15,025.12
1020 Checking Account #2
------------------------
Beginning Balance 0.00
----------- -----------
Ending Balance 0.00
PAGE 68
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:38am WORK Demo Accounts Test
INCOME STATEMENT
APR-89 Through JUN-89
ACT# ACCOUNT NAME BALANCE SUBTOTAL 9 SUBTOTAL 99
---- ------------------------- ------------ ------------ ------------
Income
------
4000 Software sales in-state 2,000.00
4010 Computer sales in-state 22,500.00
4020 Service sales in-state 0.00
4030 Other sales in-state 0.00
------------
4089 TOTAL SALES IN-STATE 24,500.00
4100 Sales out of state 0.00
------------ ------------ ------------
Total Income 24,500.00
Expense
-------
5000 Cost of software sold 1,000.00
5005 Cost of hardware sold 13,500.00
5010 Labor & Payroll 15,460.00
5020 Material and Supplies 0.00
5030 Other costs 0.00
------------
5089 TOTAL COST OF GOODS SOLD 29,960.00
5200 Advertising 2,785.00
5210 Bad debts from sales 0.00
5220 Bank service charges 0.00
5230 Car and Truck Expenses 0.00
5240 Sales Commissions 0.00
5250 Depletion expense 0.00
5300 Depreciation 280.00
5400 Employee Benefits 0.00
5410 Employee pension plan 0.00
5500 Freight & transportation 0.00
5510 Insurance 0.00
5600 Laundry and cleaning 0.00
5610 Legal & professional serv 0.00
5620 Office expenses 402.00
5625 Dues and subscriptions 55.00
5630 Rent on business property 0.00
5640 Repairs 0.00
5650 Other supplies 0.00
5660 TAXES - PROPERTY 0.00
5665 TAXES - Income 0.00
5670 Sales tax expense 0.00
5680 Travel and entertainment 0.00
5700 Utilities & telephone 0.00
5800 Interest on mortgage 0.00
5810 Interest other 600.00
5900 Misc other expenses 0.00
------------ ------------ ------------
Total Expense 34,082.00
------------
NET INCOME -9,582.00
PAGE 69
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:38am WORK Demo Accounts Test
INCOME STATEMENT
APR-89 Through JUN-89
ACT# ACCOUNT NAME APR-89 MAY-89 JUN-89
---- ------------------------- ------------ ------------ ------------
Income
------
4000 Software sales in-state 0.00 1,200.00 800.00
4010 Computer sales in-state 0.00 7,500.00 15,000.00
4020 Service sales in-state 0.00 0.00 0.00
4030 Other sales in-state 0.00 0.00 0.00
------------ ------------ ------------
4089 TOTAL SALES IN-STATE 0.00 8,700.00 15,800.00
4100 Sales out of state 0.00 0.00 0.00
------------ ------------ ------------
Total Income 0.00 8,700.00 15,800.00
Expense
-------
5000 Cost of software sold 0.00 600.00 400.00
5005 Cost of hardware sold 0.00 4,500.00 9,000.00
5010 Labor & Payroll 3,210.00 8,650.00 3,600.00
5020 Material and Supplies 0.00 0.00 0.00
5030 Other costs 0.00 0.00 0.00
------------ ------------ ------------
5089 TOTAL COST OF GOODS SOLD 3,210.00 13,750.00 13,000.00
5200 Advertising 2,000.00 345.00 440.00
5210 Bad debts from sales 0.00 0.00 0.00
5220 Bank service charges 0.00 0.00 0.00
5230 Car and Truck Expenses 0.00 0.00 0.00
5240 Sales Commissions 0.00 0.00 0.00
5250 Depletion expense 0.00 0.00 0.00
5300 Depreciation 140.00 140.00 0.00
5400 Employee Benefits 0.00 0.00 0.00
5410 Employee pension plan 0.00 0.00 0.00
5500 Freight & transportation 0.00 0.00 0.00
5510 Insurance 0.00 0.00 0.00
5600 Laundry and cleaning 0.00 0.00 0.00
5610 Legal & professional serv 0.00 0.00 0.00
5620 Office expenses 280.00 122.00 0.00
5625 Dues and subscriptions 0.00 55.00 0.00
5630 Rent on business property 0.00 0.00 0.00
5640 Repairs 0.00 0.00 0.00
5650 Other supplies 0.00 0.00 0.00
5660 TAXES - PROPERTY 0.00 0.00 0.00
5665 TAXES - Income 0.00 0.00 0.00
5670 Sales tax expense 0.00 0.00 0.00
5680 Travel and entertainment 0.00 0.00 0.00
5700 Utilities & telephone 0.00 0.00 0.00
5800 Interest on mortgage 0.00 0.00 0.00
5810 Interest other 0.00 600.00 0.00
------------ ------------ ------------
Total Expense 5,630.00 15,012.00 13,440.00
------------ ------------ ------------
NET INCOME -5,630.00 -6,312.00 2,360.00
============ ============ ============
PAGE 70
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:38am WORK Demo Accounts Test
BALANCE SHEET
APR-89 Through JUN-89
ACT# ACCOUNT NAME BALANCE SUBTOTAL 9 SUBTOTAL 99
---- ------------------------- ------------ ------------ ------------
Assets
------
1000 Petty Cash 500.00
1010 Checking Account #1 15,025.12
1020 Checking Account #2 0.00
1200 Accounts Receivable 0.00
1300 Software Inventory 4,000.00
1400 Hardware Inventory 6,500.00
------------ ------------
1499 CURRENT ASSETS 26,025.12
1500 IBM Personal Computer 3,500.00
1510 Computer Monitor 200.00
1520 Computer Printer 450.00
1530 Other Computer Equipment 150.00
1550 Computer Software 700.00
------------
1589 Gross Computer Assets 5,000.00
1595 Accumulated Depn Computer -280.00
------------ ------------
1599 Net Computer Assets 4,720.00
1600 Office Building 50,000.00
1700 Office Furniture 15,000.00
------------ ------------ ------------
Total Assets 95,745.12
============
Liabilities
-----------
2000 Accounts Payable 0.00
2100 Sales tax payable 790.00
------------ ------------
2399 Current Liabilities 790.00
2400 Bank loan 14,550.00
2500 Building Loan 44,987.12
------------ ------------
2999 Long Term Debt 59,537.12
------------ ------------ ------------
Total Liabilities 60,327.12
Capital/Equity
--------------
3000 Owners capital/equity 45,000.00
3500 Retained earnings -9,582.00
------------ ------------ ------------
Total Net Equity 35,418.00
------------
Total Liabilities & Equity 95,745.12
============
PAGE 71
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:38am WORK Demo Accounts Test
BALANCE SHEET
APR-89 Through JUN-89
ACT# ACCOUNT NAME APR-89 MAY-89 JUN-89
---- ------------------------- ------------ ------------ ------------
Assets
------
1000 Petty Cash 500.00 500.00 500.00
1010 Checking Account #1 4,010.00 2,910.12 15,025.12
1020 Checking Account #2 0.00 0.00 0.00
1200 Accounts Receivable 0.00 0.00 0.00
1300 Software Inventory 5,000.00 4,400.00 4,000.00
1400 Hardware Inventory 20,000.00 15,500.00 6,500.00
------------ ------------ ------------
1499 CURRENT ASSETS 29,510.00 23,310.12 26,025.12
1500 IBM Personal Computer 3,500.00 3,500.00 3,500.00
1510 Computer Monitor 200.00 200.00 200.00
1520 Computer Printer 450.00 450.00 450.00
1530 Other Computer Equipment 150.00 150.00 150.00
1550 Computer Software 700.00 700.00 700.00
------------ ------------ ------------
1589 Gross Computer Assets 5,000.00 5,000.00 5,000.00
1595 Accumulated Depn Computer -140.00 -280.00 -280.00
------------ ------------ ------------
1599 Net Computer Assets 4,860.00 4,720.00 4,720.00
1600 Office Building 50,000.00 50,000.00 50,000.00
1700 Office Furniture 15,000.00 15,000.00 15,000.00
------------ ------------ ------------
Total Assets 99,370.00 93,030.12 95,745.12
============ ============ ============
Liabilities
-----------
2000 Accounts Payable 0.00 0.00 0.00
2100 Sales tax payable 0.00 435.00 790.00
------------ ------------ ------------
2399 Current Liabilities 0.00 435.00 790.00
2400 Bank loan 15,000.00 14,550.00 14,550.00
2500 Building Loan 45,000.00 44,987.12 44,987.12
------------ ------------ ------------
2999 Long Term Debt 60,000.00 59,537.12 59,537.12
------------ ------------ ------------
Total Liabilities 60,000.00 59,972.12 60,327.12
Capital/Equity
--------------
3000 Owners capital/equity 45,000.00 45,000.00 45,000.00
3500 Retained earnings -5,630.00 -11,942.00 -9,582.00
------------ ------------ ------------
Total Net Equity 39,370.00 33,058.00 35,418.00
------------ ------------ ------------
Total Liabilities & Equity 99,370.00 93,030.12 95,745.12
============ ============ ============
PAGE 72
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:38am WORK Demo Accounts Test
SOURCES AND USES OF FUNDS
APR-89 Through JUN-89
ACT# ACCOUNT NAME BALANCE SUBTOTAL 9 SUBTOTAL 99
---- ------------------------- ------------ ------------ ------------
Sources of Funds
----------------
1595 Accumulated Depn Computer 280.00
2100 Sales tax payable 790.00
2400 Bank loan 14,550.00
2500 Building Loan 44,987.12
3000 Owners capital/equity 45,000.00
4000 Software sales in-state 2,000.00
4010 Computer sales in-state 22,500.00
------------ ------------ ------------
Total Sources 130,107.12
============
Uses of Funds
-------------
1000 Petty Cash 500.00
1010 Checking Account #1 15,025.12
1300 Software Inventory 4,000.00
1400 Hardware Inventory 6,500.00
1500 IBM Personal Computer 3,500.00
1510 Computer Monitor 200.00
1520 Computer Printer 450.00
1530 Other Computer Equipment 150.00
1550 Computer Software 700.00
1600 Office Building 50,000.00
1700 Office Furniture 15,000.00
5000 Cost of software sold 1,000.00
5005 Cost of hardware sold 13,500.00
5010 Labor & Payroll 15,460.00
5200 Advertising 2,785.00
5300 Depreciation 280.00
5620 Office expenses 402.00
5625 Dues and subscriptions 55.00
5810 Interest other 600.00
------------ ------------ ------------
Total Uses 130,107.12
============
PAGE 73
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:38am WORK Demo Accounts Test
SOURCES AND USES OF FUNDS
APR-89 Through JUN-89
ACT# ACCOUNT NAME APR-89 MAY-89 JUN-89
---- ------------------------- ------------ ------------ ------------
Sources of Funds
----------------
1010 Checking Account #1 1,099.88
1300 Software Inventory 600.00 400.00
1400 Hardware Inventory 4,500.00 9,000.00
1595 Accumulated Depn Computer 140.00 140.00
2100 Sales tax payable 435.00 355.00
2400 Bank loan 15,000.00
2500 Building Loan 45,000.00
3000 Owners capital/equity 45,000.00
4000 Software sales in-state 1,200.00 800.00
4010 Computer sales in-state 7,500.00 15,000.00
------------ ------------ ------------
Total Sources 105,140.00 15,474.88 25,555.00
============ ============ ============
Uses of Funds
-------------
1000 Petty Cash 500.00
1010 Checking Account #1 4,010.00 12,115.00
1300 Software Inventory 5,000.00
1400 Hardware Inventory 20,000.00
1500 IBM Personal Computer 3,500.00
1510 Computer Monitor 200.00
1520 Computer Printer 450.00
1530 Other Computer Equipment 150.00
1550 Computer Software 700.00
1600 Office Building 50,000.00
1700 Office Furniture 15,000.00
2400 Bank loan 450.00
2500 Building Loan 12.88
5000 Cost of software sold 600.00 400.00
5005 Cost of hardware sold 4,500.00 9,000.00
5010 Labor & Payroll 3,210.00 8,650.00 3,600.00
5200 Advertising 2,000.00 345.00 440.00
5300 Depreciation 140.00 140.00
5620 Office expenses 280.00 122.00
5625 Dues and subscriptions 55.00
5810 Interest other 600.00
------------ ------------ ------------
Total Uses 105,140.00 15,474.88 25,555.00
============ ============ ============
PAGE 74
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:39am WORK Demo Accounts Test
BUDGET VARIANCE
APR-89 Through JUN-89
ACT# ACCOUNT NAME ACTUAL % BUDGET VARIANCE
---- ------------------------- ------------ --- ------------ -----------
Income
------
4000 Software sales in-state 2,000.00 8% 2,200.00 -200.00
4010 Computer sales in-state 22,500.00 92% 20,000.00 2,500.00
4020 Service sales in-state 0.00 0% 0.00 0.00
4030 Other sales in-state 0.00 0% 0.00 0.00
------------ --- ------------ -----------
4089 TOTAL SALES IN-STATE 24,500.00 100% 22,200.00 2,300.00
4100 Sales out of state 0.00 0% 0.00 0.00
------------ --- ------------ -----------
Total Income 24,500.00 100% 22,200.00 2,300.00
Expense
-------
5000 Cost of software sold 1,000.00 4% 1,100.00 100.00
5005 Cost of hardware sold 13,500.00 55% 14,000.00 500.00
5010 Labor & Payroll 15,460.00 63% 0.00 -15,460.00
5020 Material and Supplies 0.00 0% 0.00 0.00
5030 Other costs 0.00 0% 0.00 0.00
------------ --- ------------ -----------
5089 TOTAL COST OF GOODS SOLD 29,960.00 122% 15,100.00 -14,860.00
5200 Advertising 2,785.00 11% 5,500.00 2,715.00
5210 Bad debts from sales 0.00 0% 0.00 0.00
5220 Bank service charges 0.00 0% 0.00 0.00
5230 Car and Truck Expenses 0.00 0% 0.00 0.00
5240 Sales Commissions 0.00 0% 0.00 0.00
5250 Depletion expense 0.00 0% 0.00 0.00
5300 Depreciation 280.00 1% 450.00 170.00
5400 Employee Benefits 0.00 0% 0.00 0.00
5410 Employee pension plan 0.00 0% 0.00 0.00
5500 Freight & transportation 0.00 0% 0.00 0.00
5510 Insurance 0.00 0% 0.00 0.00
5600 Laundry and cleaning 0.00 0% 0.00 0.00
5610 Legal & professional serv 0.00 0% 0.00 0.00
5620 Office expenses 402.00 2% 375.00 -27.00
5625 Dues and subscriptions 55.00 0% 0.00 -55.00
5630 Rent on business property 0.00 0% 0.00 0.00
5640 Repairs 0.00 0% 0.00 0.00
5650 Other supplies 0.00 0% 0.00 0.00
5660 TAXES - PROPERTY 0.00 0% 0.00 0.00
5665 TAXES - Income 0.00 0% 0.00 0.00
5670 Sales tax expense 0.00 0% 0.00 0.00
5680 Travel and entertainment 0.00 0% 0.00 0.00
5700 Utilities & telephone 0.00 0% 0.00 0.00
5800 Interest on mortgage 0.00 0% 242.50 242.50
5810 Interest other 600.00 2% 599.82 -0.18
------------ --- ------------ -----------
Total Expense 34,082.00 139% 22,267.32 -11,814.68
------------ --- ------------ -----------
NET INCOME -9,582.00 -39% -67.32 -9,514.68
============ === ============ ===========
PAGE 75
FINANCE MANAGER II - GENERAL LEDGER lite
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10:39am WORK Demo Accounts Test
BUDGET VARIANCE
MAY-89
ACT# ACCOUNT NAME ACTUAL % BUDGET VARIANCE
---- ------------------------- ------------ --- ------------ -----------
Income
------
4000 Software sales in-state 1,200.00 14% 1,000.00 200.00
4010 Computer sales in-state 7,500.00 86% 10,000.00 -2,500.00
4020 Service sales in-state 0.00 0% 0.00 0.00
4030 Other sales in-state 0.00 0% 0.00 0.00
------------ --- ------------ -----------
4089 TOTAL SALES IN-STATE 8,700.00 100% 11,000.00 -2,300.00
4100 Sales out of state 0.00 0% 0.00 0.00
------------ --- ------------ -----------
Total Income 8,700.00 100% 11,000.00 -2,300.00
Expense
-------
5000 Cost of software sold 600.00 7% 500.00 -100.00
5005 Cost of hardware sold 4,500.00 52% 7,000.00 2,500.00
5010 Labor & Payroll 8,650.00 99% 0.00 -8,650.00
5020 Material and Supplies 0.00 0% 0.00 0.00
5030 Other costs 0.00 0% 0.00 0.00
------------ --- ------------ -----------
5089 TOTAL COST OF GOODS SOLD 13,750.00 158% 7,500.00 -6,250.00
5200 Advertising 345.00 4% 2,000.00 1,655.00
5210 Bad debts from sales 0.00 0% 0.00 0.00
5220 Bank service charges 0.00 0% 0.00 0.00
5230 Car and Truck Expenses 0.00 0% 0.00 0.00
5240 Sales Commissions 0.00 0% 0.00 0.00
5250 Depletion expense 0.00 0% 0.00 0.00
5300 Depreciation 140.00 2% 150.00 10.00
5400 Employee Benefits 0.00 0% 0.00 0.00
5410 Employee pension plan 0.00 0% 0.00 0.00
5500 Freight & transportation 0.00 0% 0.00 0.00
5510 Insurance 0.00 0% 0.00 0.00
5600 Laundry and cleaning 0.00 0% 0.00 0.00
5610 Legal & professional serv 0.00 0% 0.00 0.00
5620 Office expenses 122.00 1% 100.00 -22.00
5625 Dues and subscriptions 55.00 1% 0.00 -55.00
5630 Rent on business property 0.00 0% 0.00 0.00
5640 Repairs 0.00 0% 0.00 0.00
5650 Other supplies 0.00 0% 0.00 0.00
5660 TAXES - PROPERTY 0.00 0% 0.00 0.00
5665 TAXES - Income 0.00 0% 0.00 0.00
5670 Sales tax expense 0.00 0% 0.00 0.00
5680 Travel and entertainment 0.00 0% 0.00 0.00
5700 Utilities & telephone 0.00 0% 0.00 0.00
5800 Interest on mortgage 0.00 0% 121.25 121.25
5810 Interest other 600.00 7% 299.91 -300.09
------------ --- ------------ -----------
Total Expense 15,012.00 173% 10,171.16 -4,840.84
------------ --- ------------ -----------
NET INCOME -6,312.00 -73% 828.84 -7,140.84
============ === ============ ===========
PAGE 76
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:39am WORK Demo Accounts Test
CHART OF ACCOUNTS
ACT# ACCOUNT NAME TYPE BEGIN BAL
---- ------------------------------ ---- -----------
1000 Petty Cash A 0.00
1010 Checking Account #1 A 0.00
1020 Checking Account #2 A 0.00
1200 Accounts Receivable A 0.00
1300 Software Inventory A 0.00
1400 Hardware Inventory A 0.00
1499 CURRENT ASSETS A
1500 IBM Personal Computer A 0.00
1510 Computer Monitor A 0.00
1520 Computer Printer A 0.00
1530 Other Computer Equipment A 0.00
1550 Computer Software A 0.00
1589 Gross Computer Assets A
1595 Accumulated Depn Computer A 0.00
1599 Net Computer Assets A
1600 Office Building A 0.00
1700 Office Furniture A 0.00
2000 Accounts Payable L 0.00
2100 Sales tax payable L 0.00
2399 Current Liabilities L
2400 Bank loan L 0.00
2500 Building Loan L 0.00
2999 Long Term Debt L
3000 Owners capital/equity C 0.00
3500 Retained earnings R 0.00
4000 Software sales in-state I
4010 Computer sales in-state I
4020 Service sales in-state I
4030 Other sales in-state I
4089 TOTAL SALES IN-STATE I
4100 Sales out of state I
5000 Cost of software sold E
5005 Cost of hardware sold E
5010 Labor & Payroll E
5020 Material and Supplies E
5030 Other costs E
5089 TOTAL COST OF GOODS SOLD E
5200 Advertising E
5210 Bad debts from sales E
5220 Bank service charges E
5230 Car and Truck Expenses E
5240 Sales Commissions E
5250 Depletion expense E
5300 Depreciation E
5400 Employee Benefits E
5410 Employee pension plan E
5500 Freight & transportation E
5510 Insurance E
5600 Laundry and cleaning E
5610 Legal & professional serv E
5620 Office expenses E
5625 Dues and subscriptions E
5630 Rent on business property E
PAGE 77
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 2
10:39am WORK Demo Accounts Test
CHART OF ACCOUNTS
ACT# ACCOUNT NAME TYPE BEGIN BAL
---- ------------------------------ ---- -----------
5640 Repairs E
5650 Other supplies E
5660 TAXES - PROPERTY E
5665 TAXES - Income E
5670 Sales tax expense E
5680 Travel and entertainment E
5700 Utilities & telephone E
5800 Interest on mortgage E
5810 Interest other E
PAGE 78
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:39am WORK Demo Accounts Test
BUDGET LISTING
JUN-89
ACT# ACCOUNT NAME TYPE BUDGET AMT
---- ---------------------------- ---- -----------
4000 Software sales in-state I 1,200.00
4010 Computer sales in-state I 10,000.00
4020 Service sales in-state I 0.00
4030 Other sales in-state I 0.00
4089 TOTAL SALES IN-STATE I
4100 Sales out of state I 0.00
5000 Cost of software sold E 600.00
5005 Cost of hardware sold E 7,000.00
5010 Labor & Payroll E 0.00
5020 Material and Supplies E 0.00
5030 Other costs E 0.00
5089 TOTAL COST OF GOODS SOLD E
5200 Advertising E 1,500.00
5210 Bad debts from sales E 0.00
5220 Bank service charges E 0.00
5230 Car and Truck Expenses E 0.00
5240 Sales Commissions E 0.00
5250 Depletion expense E 0.00
5300 Depreciation E 150.00
5400 Employee Benefits E 0.00
5410 Employee pension plan E 0.00
5500 Freight & transportation E 0.00
5510 Insurance E 0.00
5600 Laundry and cleaning E 0.00
5610 Legal & professional serv E 0.00
5620 Office expenses E 75.00
5625 Dues and subscriptions E 0.00
5630 Rent on business property E 0.00
5640 Repairs E 0.00
5650 Other supplies E 0.00
5660 TAXES - PROPERTY E 0.00
5665 TAXES - Income E 0.00
5670 Sales tax expense E 0.00
5680 Travel and entertainment E 0.00
5700 Utilities & telephone E 0.00
5800 Interest on mortgage E 121.25
5810 Interest other E 299.91
PAGE 79
FINANCE MANAGER II - GENERAL LEDGER lite
JUN-30-89 YOUR COMPUTER COMPANY PAGE 1
10:39am WORK Demo Accounts Test
TRIAL BALANCE
JUN-89
ACT# ACCOUNT NAME DEBITS CREDITS
---- ------------------------- ----------- -----------
1000 Petty Cash 500.00
1010 Checking Account #1 15,025.12
1300 Software Inventory 4,000.00
1400 Hardware Inventory 6,500.00
1500 IBM Personal Computer 3,500.00
1510 Computer Monitor 200.00
1520 Computer Printer 450.00
1530 Other Computer Equipment 150.00
1550 Computer Software 700.00
1595 Accumulated Depn Computer 280.00
1600 Office Building 50,000.00
1700 Office Furniture 15,000.00
2100 Sales tax payable 790.00
2400 Bank loan 14,550.00
2500 Building Loan 44,987.12
3000 Owners capital/equity 45,000.00
3500 Retained earnings 11,942.00
4000 Software sales in-state 800.00
4010 Computer sales in-state 15,000.00
5000 Cost of software sold 400.00
5005 Cost of hardware sold 9,000.00
5010 Labor & Payroll 3,600.00
5200 Advertising 440.00
----------- -----------
121,407.12 121,407.12
PAGE 80
FINANCE MANAGER II - GENERAL LEDGER lite
FINANCE MANAGER II USER COMMENT FORM
_ _
Product being used: |_|General Ledger |_|Account Reconciliation
_ _
|_|Accounts Receivable |_|Accounts Payable
_ _
|_|Financial Utilities |_|Payroll
_ _ _
Use of product: |_|Business |_|Personal |_|Other____________________
What type of computer are you using:__________________________________
Do you have a unique use for this product?_____ If so please explain.
______________________________________________________________________
Please circle your rating: Poor Fair Average Very Good Excellent
---- ---- ------- --------- ---------
Performance. x x x x x
Documentation. x x x x x
Ease of learning. x x x x x
Ease of use. x x x x x
Manual Reliability. x x x x x
Error Handling. x x x x x
Support. x x x x x
Value. x x x x x
Did you find any problems in using this product? Please describe.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Do you have any suggestions for improving this program and/or
documentation. Use the reverse side of this form if necessary:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Please add any other comments about product on reverse side of form.
RETURN THE COMPLETED FORM AND HOOPER INTERNATIONAL
ANY ADDITIONAL CORRESPONDENCE TO: P.O. Box 62219
Colorado Springs, CO 80962
PAGE 81
-----------------------------------------------------------------------
| F I N A N C E M A N A G E R II O R D E R F O R M |
| |
| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
| Colorado Springs, CO 80962 |
| U.S.A. Tech Support:(719) 528-8989 |
|---------------------------------------------------------------------|
| Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) |
| |
| Card Number:________________________________ Expiration:__________ |
| |
| Name:______________________________ Signature:_____________________ |
| |
| Company Name:_______________________________ PC Brand:_____________ |
| |
| Address:____________________________________ DISK SIZE:3"___ 5"___ |
| |
| City:____________________________ State:____ Zipcode:____________ |
| |
| Country:______________________________ Phone:(____)_____________ |
| |
| Registration number on disk you were evaluating:___________________ |
| |
| How did you hear about FINANCE MANAGER?____________________________ |
|---------------------------------------------------------------------|
| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
|-----------------------------------------------------------|---------|
| ADD Shipping/Handling charge | $ 3.00 |
|-----------------------------------------------------------|---------|
| ADD AIR MAIL POSTAGE for orders $3.00 | |
| shipped out of North America per module | $ |
|-----------------------------------------------------------|---------|
| TOTAL | $ |
|-----------------------------------------------------------|---------|
| Colorado residents add 6.5% sales tax | $ |
|-----------------------------------------------------------|---------|
| Prices subject to change. | |
| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
PAGE 82
ORDER.DOC
-----------------------------------------------------------------------
| F I N A N C E M A N A G E R II O R D E R F O R M |
| |
| MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 |
| TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 |
| Colorado Springs, CO 80962 |
| U.S.A. Tech Support:(719) 528-8989 |
|---------------------------------------------------------------------|
| Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) |
| |
| Card Number:________________________________ Expiration:__________ |
| |
| Name:______________________________ Signature:_____________________ |
| |
| Company Name:_______________________________ PC Brand:_____________ |
| |
| Address:____________________________________ DISK SIZE:3"___ 5"___ |
| |
| City:____________________________ State:____ Zipcode:____________ |
| |
| Country:______________________________ Phone:(____)_____________ |
| |
| Registration number on disk you were evaluating:___________________ |
| |
| How did you hear about FINANCE MANAGER? PC-SIG_____________________ |
|---------------------------------------------------------------------|
| ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT |
|--------------------------------------------|---|----------|---------|
| FINANCE MANAGER II - REGISTERED COPIES: | | | |
| | | | |
| GENERAL LEDGER (Main module) | _ | $49.95 | $ |
| | | | |
| Accounts Receivable | _ | $36.95 | $ |
| | | | |
| Accounts Payable | _ | $36.95 | $ |
| | | | |
| Payroll | _ | $41.95 | $ |
| | | | |
| Account Reconciliation | _ | $14.95 | $ |
| | | | |
| Financial Utilities | _ | $25.95 | $ |
| | | | |
| | | | |
| EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ |
|-----------------------------------------------------------|---------|
| SUBTOTAL | $ |
|-----------------------------------------------------------|---------|
| LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | |
| 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >|
|-----------------------------------------------------------|---------|
| ADD Shipping/Handling charge | $ 3.00 |
|-----------------------------------------------------------|---------|
| ADD AIR MAIL POSTAGE for orders $3.00 | |
| shipped out of North America per module | $ |
|-----------------------------------------------------------|---------|
| TOTAL | $ |
|-----------------------------------------------------------|---------|
| Colorado residents add 6.5% sales tax | $ |
|-----------------------------------------------------------|---------|
| Prices subject to change. | |
| All amounts in US currency. GRAND TOTAL (US $) | $ |
-----------------------------------------------------------------------
Directory of PC-SIG Library Disk #0151
Volume in drive A has no label
Directory of A:\
CONFIG SYS 22 1-01-89
EPSON CNF 182 1-01-89
FMGL 000 8448 1-01-89
FMGL 001 49408 1-01-89
FMGL 002 63744 1-01-89
FMGL 003 25344 1-01-89
FMGL COM 36421 1-01-89
FMGL-DOC ARC 79530 1-01-89
HOME CHR 3060 1-01-89
HOME GLT 4816 1-01-89
HP-LASER CNF 182 1-01-89
HP2LASER CNF 182 1-01-89
INSTALL COM 28413 1-01-89
JUKI CNF 182 1-01-89
ORDER DOC 4844 1-01-89
PKUNPAK EXE 15112 8-02-88
PRINT-GL BAT 469 1-01-89
PROWRITE CNF 182 1-01-89
README BAT 1347 1-01-89
RUN BAT 21 1-01-89
WORK CHR 3105 1-01-89
WORK GLT 4558 1-01-89
GO BAT 1347 1-01-89
FILES151 TXT 2035 7-17-89 3:12p
24 file(s) 332954 bytes
15360 bytes free