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PC-SIG Diskette Library (Disk #857)
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Information about “LEDGER EXPRESS, REQUIRES LOTUS 1-2-3”
LEDGER EXPRESS is a menu-driven, macro-programmed demonstration disk of
a general ledger accounting system for use with Lotus 1-2-3. The
application extracted transactions from the 1GJRL.WKS into Extract
files and then posts the sorted and extracted information to the
respective ledger accounts. The application has a feature to print the
ledger accounts during posting and also has an account balance
extraction feature for posting to the balance sheet.
Although LEDGER EXPRESS is a demonstration, the experienced macro
programmer should be able to use this demo as a guide for producing
their own application.
The complete application is available for $49.95 for those desiring
INSTALLATION worksheets, subsidiary ledger worksheets
(payables/receivables), and a complete system for financial statements.
System Requirements: Lotus 1-2-3.
How to Start: Type GO (press enter).
Suggested Registration: $49.95
File Descriptions:
LEDGER-X ARC Archived file.
MANUAL BAT Prints manual.
PKXARC COM Unarchiving program.
INSTALL BAT Install files to hard drive.
FILES857.TXT
Disk No 857
Program Title: LEDGER EXPRESS Demo version 1.01
PC-SIG version 1.1
LEDGER EXPRESS is a menu-driven, macro-programmed demonstration disk of
a general ledger accounting system, which is available as a shareware
program. The application extracted transactions from the 1GJRL.WKS into
Extract files and then posts the sorted and extracted information to the
respective ledger accounts. The application has a feature to print the
ledger accounts during posting and also has an account balance extraction
feature for posting to the balance sheet.
Although this is a demonstration, the experienced macro programmer
should be able to use this demo as a guide for producing their own
application. A complete application is available for $49.95 for those
desiring INSTALLATION worksheets, subsidiary ledger worksheets
(payables/receivables), and a complete system for financial statements.
Usage: Financial
System Requirements: 256K memory, a hard disk drive and you need LOTUS
1-2-3 also.
How to Start: Type GO (press enter).
Suggested Registration: $49.95
File Descriptions:
LEDGER_X ARC Archived file
PKXARC COM Unarchiving utility
INSTALL BAT Installation batch file
PC-SIG
1030D E Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1987,88 PC-SIG, Inc.
GO.TXT
╔═════════════════════════════════════════════════════════════════════════╗
║ <<<< Disk No 857 LEDGER EXPRESS Demo version 1.01 >>>> ║
╠═════════════════════════════════════════════════════════════════════════╣
║ The file on this disk in in an archived format. To access this file, ║
║ you must unarchive the file to your hard disk drive. We have included ║
║ on this disk a BATCH file with will automatically create a ║
║ sub-directory on your hard disk called LEDGERX and unarchive the file ║
║ into this sub-directory. If you wish to do this at this time, type: ║
║ ║
║ INSTALL (press enter) ║
║ ║
║ Once the installation is complete, you may enter the new sub-directory ║
║ by accessing your C drive and typing: ║
║ ║
║ CD\LEDGERX (press enter) ║
║ ║
║ To print the documentation for Ledger Express, type: ║
║ ║
║ MANUAL (press enter) ║
╚═════════════════════════════════════════════════════════════════════════╝
LEDGER.DOC
LEDGER eXpress
PREFACE TO VERSION 1.01
In response to an article in the June/July 1988 issue of
"Shareware" magazine concerning demo programs, the demo
previously available has been replaced with this fully
functioning Version 1.01 of Ledger eXpress.
Release 2.0 of Ledger eXpress is currently available and is
a greatly enhanced Version of this worksheet based
Accounting package. The installation procedure for Release
2.0 has been greatly modified and eliminates the necessity
for the end user to modify Macro code. Although all V1.01
Macro code modifications are performed (you guessed it)
using Macros that position the cursor where modifications
are necessary, the chance of improper modifcations still
exists.
Release 2.0 has eliminated this danger and the installation
procedure for all worksheets is screen panel prompt driven
and the end user will only be responsible for proper input.
Users may obtain a copy of Release 2.0 by registering with
the author for $69.95 + $5 s/h. The original registration
for Version 1.01 was $49.95 but you may register for support
and notification of any future upgrades for $25.
A Description of the enhancements is as follows:
(1) V1.01 requires installation of your Chart of Accounts
into the General Journal worksheet and modification when any
new Account is added. V2.0 uses a seperate worksheet that is
imported into the General Journal each time you post your
transactions. Adding an Account is a simple addition to the
V2.0 worksheet versus Macro code installation (or deletion)
with V1.01 into the General Journal worksheet.
(2) V1.01 requires Macro code installation into the
Financial Statements, Subsidiary Ledger Control Accounts,
and General Journal. V2.0 only requires that you enter the
Account Names and Numbers, the application has been enhanced
to use this information to create "self-modifiying" Macro
code that executes at the appropriate time.
(3) The installation time has been reduced by approximately
60% due to the enhancements of V2.0. Also, the possibility
for improper installation has also been greatly reduced
because of the redesign.
(4) The speed of the V2.0 application is greatly increased
over V1.01 due to the fact that installation of "import and
extract Macro code" due to the enhancement has been
eliminated and creation of "self-modifying" Macro code only
when needed greatly increases execution speed versus the
line of "conditional operating" Macro code.
LEDGER eXpress
Copyright (c) 1987
MACRO X SERVICES
2442 Laura Drive
Flint, Mi. 48507
(313) 767-0127
Warren Fesmire
Application Author
System Requirements: A minimum of 320k RAM is required to
use this application, a 10 Megabyte Fixed (Hard) Drive,
Lotus 1-2-3 (tm) or a WKS compatible spreadsheet (excluding
Microsoft Works (tm)).
The interaction of this application is as follows:
1) Journalize the transactions into the General Journal
worksheet named GJRL.wk*. The journalizing
procedure is menu driven with the command
selection made from an Alternate Macro Menu. When
you have filled the General Journal worksheet you
will be able to automatically sort and extract the
Journal entries by Account for distributive
posting to the respective Ledger Accounts. You
will install the sorting and extracting commands
into the GJRL worksheet and your individual
accounts. A sample Chart of Accounts is offered
but this package will automatically fit to your
Chart of Accounts !
2) Distribute the Journal Transactions to the various
accounts. You will need to install your Chart of
Accounts. The application will create Extract
files that will be ready for posting to the
accounts. After you have installed your accounts
you will only need to Retrieve the lowest numbered
account and the computer will automatically
process the remaining extract files ,be there one
or one hundred ! The application will
automatically delete the extract files after each
account has had the respective journal entries
posted to it.
NOTE: This application will "Archive" the GJRL worksheets
when filled by making an Alternate Menu selection
(NEWPAGE from the GJRL or ARCHIVE from any other
worksheet). The NEWPAGE Macro Menu command will save
the current GJRL and prepare a blank GJRL worksheet and
increment the page number and File Name identifier (ie
1GJRL is saved and 2GJRL will be prepared for further
Journalizing of transactions).
3) Prepare the periodic financial statements. You will
install the Account Balance "import" commands for
your specific Chart of Accounts. (Most user
installed commands have been automated with Macro
commands that will require little more than
accurate keypunching.) You will extract the
Account Balances from each account by selecting
the Alternate Menu Selection AUTOFUNCTIONS.
NOTE: IF your accounting system is an accrual based system
then you may wish to create Subsidiary Ledger Control
Accounts which will require installation of "import"
commands. This is not absolutely necessary but if you
choose not to create Subsidiary Ledger Control Accounts
you will be required to install the "import" commands
into the BALSHEET (Financial Statement worksheet). You
will not be saving yourself any effort but you will
have a much cleaner and faster operating BALSHEET
worksheet. Overall, you will lessen the total
processing time of this application by installing
Subsidiary Ledger Control Accounts.
The Financial Statement (BALSHEET.wk*) consists of a Trial
Balance worksheet, Balance Sheet, and Income Statement. The
Financial Statement will require you to install your Chart
of Accounts. the information required will be the Account
Names, Account Numbers, and "import" commands for the
extracted Account balances.
This application has been created and designed with ease of
installation foremost as a product feature. If you follow
instructions carefully , you should be able to quickly
install this application to your specifications !
**********************IMPORTANT NOTE************************
If you are using Version 2.0 or 2.01 then you must first
save all worksheets in the WK1 format ! Failure to do so
will cause you to experience initial installation conflicts.
************************************************************
A Note about KeyNames: Throughout this manual you will
encounter instructions to press a key (eg <ALT><A> for the
Macro Menu. Do not type literally but the Key contained
within the angle Brackets <>. You will also encounter
KeyNames within {}. Also Key the contents. <F3> denotes the
Function 3: F3 key.
This application creates various types of worksheet files,
they are:
1) Data Input/Data Storage worksheets.
a) The General Journal worksheet (GJRL.wk*) which
is the point of entry for your transactions.
b) The Ledger Account worksheets of which there is
a separate format for General and Subsidiary
Ledger Accounts
c) The Financial Statement worksheet.
2) Extracted Data Transfer files.
These files are temporary files that are created
purpose of transfering information between the
various worksheets. This application relies
heavily upon the 1-2-3 commands FILE EXTRACT and
FILE COMBINE.
3) Variable Operator Storage Files.
These files (PRNTOPER.wk* and AUTOBAL.wk*) store
decision operator values that instruct the
computer to automatically Print the Accounts or
extract Account Balances. Setting the "switchs or
flags" off will increase the speed of the
application and can be set when you desire to
perform printing or creation of the financial
statement.
************************************************************
THE ORIGINAL DISK FILES ARE AS FOLLOWS:
1) 1GJRL.wk*: The worksheet where you will enter all
transactions. This application is a batch
processing system and will not post out of balance
batchs and has a preventive feature to prevent
duplicate posting of batchs.
2) LDGINSTL.wk*:The General Ledger Account Installation
worksheet. You will be able to quickly install
each individual account. The application will save
the account you create and present you with a new
LDGINSTL.wk* ready for installation of the next
account. Be certain that you use this worksheet
for installing your Ledger accounts and not
SUBINSTL.wk*.
3) SUBINSTL.wk*: The Subsidiary Ledger Installation
worksheet for Receivables/Payables.
4) BALSHEET.wk*: The Financial Statement worksheet.
5) CONTROL.wk*: Account Control Worksheet for Accounts
Receivables/Payables. Will require installation of
Account Balance "import" commands. Each Control
account will contain the summary or cumulative
balance of Accounts Receivable or Payable. Use
this worksheet for both, you will need to assign a
name to each to differentiate between the two. All
detail of the individual accounts will be stored
in separate worksheets.
The Financial Statement will only contain the
balance (summary or cumulative) and the Control
Cards will contain the individual account
balances.
6) REGISTER.wk*: A worksheet to accumulate a detailed
transaction listing for Sales, Sales Returns and
Allowances, Purchases, Purchases Returns and
Allowances, Cash Receipts, Cash Disbursements,
Summary Accounts Payables/Receivables. You will
need to make a separate installation for each
register that you desire.
7) CHKRGSTR.wk*: The check register that will "import"
all the Checks Disbursed from the GJRL.wk* and
allow you to reconcile your account at the end of
the period.
8) AUTOBAL.wk*: This a variable operator file that
contains the value that will be used as a "switch
or flag" to control automatic extraction of
account balances for posting to the financial
statement.
9) PRNTOPER.wk*: This is also a variable operator file
that contains the value that will be used as a
"switch or flag" to control automatic Ledger card
printing during the distributive posting process.
10)RUNDATE.wk*: This Variable storage file stores the
date that is entered upon initial retrieval of the
GJRL.wk*. This date will be stamped upon each
Ledger worksheet to indicate the most recent date
that transactions entered into the General Journal
have been extracted and distributively posted to
the Ledger accounts.
11)SMPLGJRL.wk*: This is a sample of the appearance of
transactions that have been entered into the
General Journal.
**********************BEFORE YOU BEGIN**********************
It is recommended that you carefully read the documentation
for this application and experiment with a small Chart of
Accounts to be certain that you understand the installation
procedure and the method of operation. Failure to do so
could cause you immense frustration !
BE CERTAIN TO MAKE SEVERAL BACKUP COPIES OF THIS APPLICATION
BEFORE YOU BEGIN !
************************************************************
PLEASE NOTE THAT YOUR DISTRIBUTION DISK CONTAINS FILES NAMED
CONTROL3.wk*,CONTROL5.wk*,BALSHET3.wk*, and BALSHET5.wk*. If
your Accounts are 3 digits use the files with 3 (ie
Control3.wk*), or 5 digits use the files with 5 (ie
Control5.wk*) when installing the CONTROL.wk* or
BALSHEET.wk* worksheets. The default files are for 4 digit
Account numbers.
ABOUT THOSE .ARC FILES
In order to save disk space and provide you with several
other useful and compatible utility programs along with
LEDGER eXpress, you will find all programs have an extension
of .ARC. This is an archiving convention that squeezes files
and allows for greater storage on a single disk. The
archiving program employed was written by Phil Katz and the
"unarcing" program is included here. If you would like the
complete program that will allow you to Archive (squeeze)
files as well, you may obtain one from Macro X Services for
$4.00 dollars shipping and handling. This is a "Shareware"
product and you will find within the documentation Mr.
Katz's address and it is requested that you send Mr. Katz a
nominal amount of money if you are satisfied with his
product and wish to register with him as a registered user.
UNARCING THE FILES ON THE DISTRIBUTION DISK
To "Unarchive" the LEDGER eXpress files do the following.
1) Be certain that the program PKXARC.com is accessible
from your active drive. From the DOS prompt enter:
A>PKXARC A:\LEDGER.ARC C:\
If you wish to install the LEDGER X files into a
particular subdirectory then at the DOS prompt enter:
A>PKXARC A:\LEDGER.ARC C:\LEDGER
where C:\LEDGER is the name of the subdirectory. If for
example you copy to a subdirectory from within a 1-2-3
subdirectory type................. C:\123\LEDGER.
2) Follow the above procedure for the remaining Archive
files.
3) If you wish to quickly "Unarchive" all files onto
your Fixed (Hard) Drive or into a particular
subdirectory you process all .Arc files as a batch in
the following manner.
A>PKXARC A:* C: to install all files on the hard
drive.
A>PKXARC A:* C:\LEDGER to install all files on a
subdirectory named LEDGER.
**********LEDGER eXpress Installation Requirements**********
The Ledger worksheets that will require user installed
commands and the type of installation required is listed
below. Most installation procedures have been implemented
with self-modifying Macro /X program commands. The user will
responsible for accurate keypunching only. You will not need
to understand the 1-2-3 Macro programming language. For an
understanding of the Macro programming language the user is
referred to the 1-2-3 manual or to LOTUS magazine.
************************************************************
Installation Requirements (contd)
1) 1GJRL.wk*: requires installation of the extract
commands for each individual account in your Chart
of Accounts. Prior to installation it is required
that you assemble your Chart of Accounts, making
note of each account as a General or Subsidiary
Ledger Account.
2) LDGINSTL.wk*: this is your "generic" General Ledger
account installation worksheet. You will need to
install each individual Ledger account using this
worksheet. The installation procedure has been
automated making heavy reliance upon Self-
Modifying Macros. Be certain to follow
instructions carefully. There will be occasions
that your Panel will not display any messages to
help you ! At these times the program may be
waiting for you to "point" at a particular cell
using the cell cursor. Your status indicator will
be displaying CMD to help clue you. Each General
Ledger Account will require 31k of storage space
on your Fixed (Hard) Drive.
3) SUBINSTL.wk*: Like LDGINSTL above you will need to
install each subsidiary account. Each Subsidiary
Ledger Account Requires 60k of Disk storage space.
4) CONTROL.wk*: This is an optional installation. This
worksheet has been designed to accept the
Subsidiary Account Ledger balances that will be
extracted from each account. You will then post
the total balance of Subsidiary Ledger accounts
(Receivables and Payables) to the Financial
Statement. You will be required to install the
Account balance "import" commands. It is not
necessary but you will then be required to install
Account balance "import" commands into your
Financial Statement. You will not save yourself
any work but you will increase the speed of the
Financial Statement by creating Subsidiary Ledger
Control Accounts. You will need to rename this
account to indicate it is a Control Account.
(eg Your Payables are numbered 2001 to 2999, you
could number (name) your Payables control
account as 2000. Your Receivables are 5001 to
5999, you could number your Receivables
control account as 5000).
5) REGISTER.wk*: This worksheet will provide you with
a detailed, chronological transaction listing for
the type of register you desire to create. To
employ Special Registers you will need to install
"extract commands" in the GJRL.wk* and also
install "import" commands here in the Special
Register.
6) CHKRGSTR.wk*: This worksheet is your Check Register
that will receive the listing of disbursed checks
that you write using the "WriteChecks" command
that is available from the General Journal's
Alternate Macro Menu. You will not need to perform
any special installation to this worksheet
although you will need to manually extract the
disbursed checks from the General Journal from an
Alternate Macro Menu. This provides you with the
choice of implementing the CheckRegister or not
according to your desires.
7) BALSHEET.wk*: This is the worksheet that is your
Financial Statement. Contained within it are a
Trial Balance, Balance Sheet, Income Statement,
and Statement of Changes in Financial Position.
You will need to install the Account Names and
Numbers, the Extracted Account Balance import
commands and establish the Account categories for
the Income Statement and Changes in Financial
Position. Subscribers to LOTUS magazine will
recognize the format from the June through
September 1986 series on creating a General
Ledger. If you find the documented instructions
here to be insufficient then you may consult with
the September 1986 issue for assistance as well.
The format was incorporated into this application
in the hopes of providing you with a familiar
Financial Statement to work with and provide you a
format that you could modify easily if desired.
***********************GETTING STARTED**********************
Assemble your Chart of Accounts noting which are General
Ledger Accounts, Accounts Receivables, and Accounts
Payables. Make sure that they are in numerically ascending
order. You will be able to insert accounts after you have
installed your Chart of Accounts but for expediency you
should have the Account Names and their Account Numbers in
numerical order at hand.
When you begin to install any worksheet or account be sure
to first select "SetUp" or "Install" from the Alternate
Macro Menu commands. Each worksheet uses as it's entry into
the Macro Menu the Key combination of <ALT><A>. You should
press both Keys at the same time. The Macro Menu will then
appear. The menu operates in an identical manner as the
worksheets (/) commands.
IF YOU ARE USING VERSION 2.0 or 2.01 be certain that you
save the original disk files in a WK1 format before you
begin the installation procedure. Failure to do so will
hamper the installation procedure.
*****************SAMPLE CHART OF ACCOUNTS*******************
1oooo ASSETS
11ooo Current Assets
111oo Petty Cash
112oo Cash in Bank
1121o Cash: 1st National Bank
1122o Cash: 2nd National Bank
113oo Accounts Receivable Control Account
11301
thru {..Individual Accounts Receivable
11399
11400 Inventory
11401
thru {..Individual Inventory Accounts Detail
11499
15ooo Fixed Assets
151oo Automobiles
1511o Original Value-Automobile
1512o Depreciation-Automobiles
15130 Replacement Inventory
15131 Spark Plugs
15132 Brake Shoes
152oo Plant/Buildings
1521o Original Value-Plant Buildings
15212 Depreciation-Plant Buildings
153oo Land
154oo Prepaid Expenses
1541o Prepaid Rent
1542o Prepaid General Insurance
15421 Prepaid Automobile Insurance
15422 Prepaid Fire Insurance
2oooo LIABILITIES
21ooo Current Liability
211oo Accounts Payable Control Account
21101
thru {..Individual Accounts Payable
21199
215oo Taxes
2151o Sales Tax
21511 State Sales Tax Payable
21512 Local Sales Tax Payable
2152o Payroll Taxes
21521 Federal Withholding Taxes Payable
21522 Federal Unemployment Taxes Payable
21523 FICA Taxes Payable
2153o Income Taxes
21531 Federal Income Taxes Payable
21532 State Income Taxes Payable
22ooo Long Term Liability
221oo Notes Payable
2211o N/P: 1st National Bank
2212o N/P: 2nd National Bank
222oo Mortgages
5oooo STOCKHOLDERS EQUITY
51ooo Stock
511oo Stock: Par Value
512oo Stock Surplus
52ooo Retained Earnings
521oo Profit Previous Year
53ooo Profit/Loss
6oooo REVENUE
61ooo Sales
62ooo Other Revenue
621oo Interest
622oo Freight
623oo Miscellaneous
7oooo EXPENSES
71ooo Cost of Goods Sold
72ooo Purchases
73ooo Rent Expense
731oo Rent Expense:North Store Location
732oo Rent Expense:South Store Location
74ooo Repair Expense
75ooo Utility Expense
751oo Utility Expense:North Store Location
752oo Utility Expense:South Store Location
76ooo Depreciation Expense
77ooo Payroll Expense
771oo Employer FICA Tax Expense
772oo Other Payroll Tax Expense
78ooo Miscellaneous Expense
79ooo Income Tax Expense
It is assumed that you already have a Chart of Accounts with
corresponding Account Numbers unless you are a startup
business. If you are a startup it is strongly recommended
that you consult with an Accountant for assistance in
creating your Chart of Accounts. This Sample Chart of
Accounts is provided for illustration purposes.
***************INSTALLING THE GENERAL JOURNAL***************
If you have your Chart of Accounts ready and have marked
your subsidiary accounts then you are ready to begin. Using
the Worksheet commands (/) select File Retrieve (/fr1GJRL)
to load the General Journal into the computers Main (RAM)
memory. You will be presented with a query in the Display
Panel. Answer the query with todays date. The query will
first ask for the Month, then Day, then Year. After you have
completed stamping the General Journal with the current
date, activate the Macro Menu by keying <ALT><A> together.
You will be presented with the menu listed below:
Commands Extract SetUp WriteChecks AccountList
Select <C>ommands and you will be presented with a SubMenu
listed below:
JrnlEntry Edit SubPost Print Quit NewPage AutoFunctions
Select <E>dit and your screen will become active. Your cell
cursor will rest upon the cell AP27 (Range Name:SubEdit).
The cell contents of AP27 (Range Name:SubEdit) will be:
/bbbbbb{esc}
Press the <Ret>urn key twice and the computer will insert a
blank cell.
NOTE: The reason you must key <Ret>urn twice is that
when you desire to alter your Chart of Accounts you
will need to insert the "extract" command for the new
account in the Extract "que". This will allow you to
highlight the cell to insert the new account before.
Notice that your panel display now contains a question as
to the type of account you wish to install. Make your
selection accordingly from your Chart of Accounts that you
assembled previously (If you do not have your Chart of
Accounts handy then stop here, do not continue, and assemble
them as described previously.).
If you desire to install a General Ledger Account the blank
cell will be stamped with text that appears as below:
{goto}crit~{?}~/dqeq/fxv{?}E~GenXtrac~r
The blinking panel cursor will come to rest under the left
bracket of the Left {?} Type the Account number and key
<Ret>urn. The cursor will shift right and rest under the
Left bracket of /fxv{?}. Type the Account number again and
key <Ret>urn. You will now be presented with the following
query:
Another? Yes=1;No=2:
Answer the query according to your wishes.
If you desire to install a Subsidiary Ledger Account the
blank cell will be stamped with text that appears as below:
{goto}crit~{?}~/dqeq/fxv{?}E~OutPut~r
Follow the procedure as described above for installing a
General Ledger Account since the procedure is the same but
if you inspect the two commands you will notice that the
difference between the commands is the GenXtrac v. Output.
THE FINISHED COMMAND for General Ledger Account #1000 (for
example) should appear as below:
{goto}crit~1000~/dqeq/fxv1000E~GenXtrac~r
Continue installing the extract commands until you have
created an extract command for every account, General and
Subsidiary, when finished answer No(2) to the panel query
and immediately return to the Alternate Macro Menu, key
<Alt><A> together. Select <C>ommands and you will be
presented with a SubMenu listed below:
JrnlEntry Edit SubPost Print Quit NewPage AutoFunctions
Select <Q>uit, Key <Ret>urn and <R>eplace to save your
1GJRL.wk* with your installed extract commands.
**************IF YOU MAKE AN INSTALLATION ERROR*************
There are two methods for dealing with a keypunch error.
Since you are operating within a Macro you cannot move back
to the erroneous cell and edit it during installation.
If You Make an Installation Error (contd)
If you make an error during the installation process you can
correct the error in one of two ways.
1) You will need to "break" the Macro command in order
to perform a "direct edit". Press <Control><Break>
NOTE:If you have a keyboard with a key marked
SysReq/Reset..next to the break key then be
extremely careful as to which key you press
!!!! If you should Key the
<Control><SysReq/Reset> combination by
mistake you will reset the computer and lose
your work. It is suggested that you Save your
work before you make any corrections. Use the
Macro Menu; <Alt><A>; <C>ommands, <Q>uit as
described on the previous page to save your
work.
together and move the cell cursor to the cell
containing the error. Use the 1-2-3 command Range
Unprotect (/ru) to unprotect the cell and make your
correction. Be sure to protect the cell using the 1-2-3
command Range Protect (/rp).
2) The second method of correction is to delete the
erroneous cell and reinstall the command. To do this:
a) First place your Cell Cursor on the Cell
containing the error , then Unprotect the
worksheet using the 1-2-3 Worksheet Global
Protection Disable command sequence (/wgpd).
b) Erase the erroneous cell using the Range Erase
(/re) 1-2-3 command.
c) Move the cell cursor down one cell. (You must
now move the block of extract commands up to
replace the now vacant cell you just erased.) Use
the 1-2-3 command Move (/m) and the {END}{DOWN},
<RET> keystroke sequence to indicate the range to
move. Now move your cell cursor up (using the {UP}
key) to the blank cell you erased and Key
<Ret>urn. Now reprotect the worksheet using the
1-2-3 command sequence Worksheet Global Protection
Enable (/wgpe). You may now resume installing the
extract commands.
To resume installing commands select from the Alternate
Macro Menu <ALT><A>; <C>ommands, <E>dit. The cell cursor
will move to the cell containing:
/bbbbbb{esc}
your panel will display the message:
Select Account to insert B4:<RET>1st:
Key <Ret>urn once and using the {Up} cursor key move the
cell cursor to the cell you wish to insert the extract
command in front of for example if you desire to insert the
extract commands for Account #7515 place the cursor on the
highlighted cell as below:
{goto}crit~7510~/dqeq/fxv7510E~GenXtrac~r
{goto}crit~7520~/dqeq/fxv7520E~GenXtrac~r
/bbbbbbb{esc}
Of the two methods of editing installation error it is
highly recommended that you use method #1 but if you should
make further errors and wish to reinstall the command then
you may use method #2.
Once you have finished installing your commands and any
edits then again save your worksheet using the Alternate
Macro Menu commands <ALT><A>, <C>ommands, <Q>uit. Your panel
cursor will present you with the message:
Enter Save File Name:1GJRL
Key Return and <R>eplace to update your worksheet. You will
now be free to Retrieve any other file.
************************************************************
INSTALLING THE LEDGER ACCOUNTS
Before you begin make certain that your Chart of Accounts
has been assembled in ascending numerical order. You may
create a worksheet with your Chart of Accounts, if you do
then you will have your Chart of Accounts "on-line" from the
GJRL.wk*. The Alternate Macro Menu command that will list
your Chart of Accounts is <Alt><A>, <A>countlist. If you do
not create a Chart of Accounts worksheet it will not hamper
performance but could be a nice convenience. Enter the
Information in the following format:
_____A___________________B_____________
1 | 1000 CASH
2 | 2000 ACCOUNTS PAYABLE
etc.
LEDGER ACCOUNT INSTALLATION
Depending on which type of Account you wish to install File
Retrieve (/fr) LDGINSTL.wk* or SUBINSTL.wk* from the 1-2-3
File Menu.
Tip: After selecting (/fr); press the <F3> key and your
screen will display all the files that are in the
active directory. Highlight the file name you wish
to retrieve and press <Ret>urn.
Once a Account installation worksheet is loaded into memory;
begin by:
1) Selecting from the Alternate Macro Menu, <Alt><A>,
<I>nstall, <S>etUp. Answer the prompts in your screen
panel as they appear. Remember this from the SetUp of
the GJRL.wk* ?? If you failed to do so for the GJRL.wk*
don't panic, but remember to do so the next time
GJRL.wk* is loaded into memory ! Always look for the
<S>etUp command each time you load the different
worksheets the first time. You will find it in the Main
Menu or under the Install Submenu.
LEDGER ACCOUNT INSTALLATION (contd)
2) Next select from the Alternate Macro Menu <Alt><A>,
<I>nstall, <C>reateAcct. In response to the screen
panel type in this accounts name, the journal page as
"1" or whatever number you wish the number the journal
page as.
The cell cursor and your screen will become active and the
cell cursor will come to rest on cell AC6 (Range Name:1E)
which means 1st cell to Edit and contains:
/XiTrans=0~/fcce{?}E~{calc}/XgSeq~
The blinking panel cursor will come to rest under the left
bracket of the {?} Type the Account number and key
<Ret>urn. The cell cursor will shift and come to rest on
cell AC16 (Range Name:2E) which contains:
/fe~{?}E~y
With The panel cursor resting under the Left {?} Type the
Account number and key <Ret>urn. You will now be presented
with the following query:
What is this Account Number Again?:
Key in the Account Number and <Ret>urn.
************************************************************
Be absolutely sure that you enter the account number
correctly ! Failure to do so will place a "bug" in the
program that will not become evident until you begin
processing ! Your response is stored at cell AB56 (Range
Name:FilSav) and it is part of the command sequence that
saves the Account you are installing. If you were to enter
10000 instead of 1000 then the account would be saved as
10000 and when you go to post the Account balance to the
Financial Statement The balance would not be posted (unless
of course you made an identical keypunching error when
installing the "import" commands in the Financial
Statement). If any accounts in the Financial Statement are
posted as 0.00 (Zero) during the import routine this would
be the likely culprit. If any edit is necessary then select
from the Alternate Macro Menu select <ALT><A>; <I>nstall;
<M>odifyAcct#.
************************************************************
Finally, the cell cursor will rest upon AC20 (Range Name:3E)
with the panel cursor resting under the left bracket of:
/fr{?}~
IMPORTANT: Key in the next account number in ascending
numerical order that you will be installing. The worksheet
will be automatically saved and then you will be presented
with the File Menu. Key <F3> and select the appropriate
installation worksheet for the next Account type you wish to
install (LDGINSTL or SUBINSTL).
You have now completed the General Ledger account
installation procedure.
INSTALLING SUBSIDIARY LEDGER ACCOUNTS
Installation of the Subsidiary Ledger accounts is performed
exactly as the General Ledger described above. The
difference between the two is that the Subsidiary Ledger has
been formatted to calculate totals for Invoice Discounts,
and Invoice Due Date. The commands that require installation
are physically located at different locations within the
SUBINSTL.wk*.
The first command you install:
/XiTrans=0~/fcce{?}E~{calc}/XgSeq~
is located at cell AY6, the Range Name is 1E (which stands
for 1st command to Edit).
*************************************************
The second command you install:
/fe~{?}E~y
is located at cell AY16 (Range Name:2E).
*************************************************
The response to the query:
What is this Account Number Again?:
is stored at cell location AX56 (Range Name:FilSav).
*************************************************
The Final command that retrieves the next account in
ascending order:
/fr{?}~
is located at cell location AY20 (Range Name:3E).
This installation procedure will establish the Autoexec
Macro that will execute each time you retrieve a Ledger
Account file. It is required that you post each batch of
extracted Journal Transactions after extraction from the
General Journal. The Autoexec Macro will cause the program
to cycle though your entire Chart of Accounts. It is
recommended that you install {?} as the last account to
retreive when presented with:
/fr{?}~
during installation of your highest numbered account. Doing
this will return you to the 1-2-3 File Menu when transaction
posting is complete.
NOTE: When you retrieve an Account worksheet and there are
no extracted transactions to post ,the computer will
beep and present you with a "File does not exist" error
message. This is normal ! The Autoexec Macro will
execute at all times but since there are no extracted
transactions in a file to be posted (imported using the
File Combine 1-2-3 command) you will receive an error
message. Simply Key <C>ontrol<B>reak together and
proceed with whatever work you wish to perform with the
particular file.
IF YOU MAKE AN INSTALLATION ERROR...installing General or
Subsidiary Ledger worksheets. Simply retrieve the
appropriate installation worksheet and begin again. Due
to the ease of installing the Ledger accounts this
method is fastest and least prone to further errors !
Extract Files: The Program will save your sorted and
extracted Journal transactions in files that have an
imbedded E in the file name. For example after you have
extracted from the General Journal you will find files
with the E such as 1000E, 1010E. After posting the
Extracted transaction files to the respective accounts
the program will delete the Extract file from the 1-2-3
File Menu.
Account Balance Extract Files: are similar in nature to the
transaction Extract. These files have an imbedded B in
the file name (eg. 1000, 1000B). These files will
remain on your 1-2-3 File Menu until you prepare a
Financial Statement. The program has a "switch" for
(de)activating B account processing/extraction.
*************MODIFYING YOUR CHART OF ACCOUNTS***************
If after you have completed installing your Chart of
Accounts you discover that you omitted an account or in the
future you desire to install a new account that did not
exist at the time of initial installation you will be able
to modify your Chart of Accounts. The procedure for
modifying your Chart of Accounts is as follows:
1) File Retrieve the GJRL.wk* and select from the
Alternate Macro Menu: <Alt><A>;<C>ommands;<E>dit. Your
panel will display:
Select Account to insert B4:<RET>1st:
Press <Ret>urn once and then using your {UP} cursor key
move the cell cursor to the cell containing the extract
command you wish to insert before. For example if you
wish to insert Account #7515 you would move the cell
cursor to the cell containing the highlighted text as
below and press <Ret>urn.
{goto}crit~7510~/dqeq/fxv7510E~GenXtrac~r
{goto}crit~7520~/dqeq/fxv7520E~GenXtrac~r
/bbbbbbb{esc}
The computer will insert a blank extract command ready
for installation and prompt you for the Account
information necessary. When you have completed the
installation (Look for the CMD indicator to disappear)
select from the Alternate Macro Menu;
<Alt><A>;<C>ommands;<Q>uit. Key <Ret>urn in response to
Enter Save File Name:1GJRL
and <R>eplace to save your edit.
2) Retrieve the Account worksheet that is immediately
lower in value to the account you wish to install.
Using the example above, you would retrieve Account
7510 and select from the Alternate Macro Menu
<Alt><A>;<I>install;<M>odifyAcct#. Your cell cursor
will be located at (Range Name:3E) the cell to modify.
In the example the cell would contain:
/fr7520~
Modifying Your Chart of Accounts (contd)
2) contd: with the blinking panel cursor resting under
the 7 of 7520. Enter the number of the account you are
inserting; in this case 7515. The command should now
look like:
/fr75157520~
with the blinking panel cursor under the right 7. Now
press the {DEL} (Delete Key) until the command looks as
it should..../fr7515~ and press <Ret>urn.
3) Select from the Alternate Macro Menu
<Alt><A>;<C>ommands;<Q>uit. Follow the procedure for
saving your modified worksheet as described previously
by Keying <Ret>urn and <R>eplace in response to the
panel messages.
NOTE: If your Chart of Accounts has a numerical format
of 3, 5, or 6 digits then the blinking cursor will
not perform as described above, however, you will
still be able to modify the command. You will need
to use your cursor keys to position the panel
cursor and make the modifications as needed.
4) Retrieve the appropriate Account Installation
worksheet (LDGINSTL.wk* or SUBINSTL.wk*) and
install the account as described in the section on
LEDGER ACCOUNT INSTALLATION. When you have
completed this you have finished the procedure for
modifying your Chart of Accounts.
*******SUBSIDIARY LEDGER CONTROL ACCOUNT INSTALLATION*******
If your company has a large number of Accounts Receivable or
Accounts Payable you may desire to create Subsidiary Ledger
Control Accounts. Although this is not necessary, if you
have a large number of accounts then you will be required to
install the Account Balance Extract files "import" commands
into the Financial Statement which will greatly slow the
speed of creating a Financial Statement and you will not be
saving yourself any work. The Control Account will provide
you with a detailed listing of the balance for each
individual account. Your Financial Statement will then only
contain the cumulative balance for your Accounts Receivables
and Payables.
If you decide to install Subsidiary Ledger Control Accounts
then you should first retrieve the worksheet CONTROL.wk* and
rename it to some name you choose. Suggested names are
AR_cntrl and AP_cntrl or some other name you choose that
will clearly indicate what the name of these worksheets are.
To do this retrieve the file using the 1-2-3 command File
Retrieve (/fr) and once loaded Save the file using the 1-2-3
command File Save (/fs) to rename your file. When the panel
reads: Enter Save File Name:Control...Type the name you wish
to change the file to and press <Ret>urn. Then retrieve the
file for the Control Account you wish to begin installing.
BE SURE TO USE THE PROPER CONTROL.wk* FOR YOUR PARTICULAR
CHART OF ACCOUNTS ! CONTROL3.wk*, CONTROL5.wk* ??
Control Account Installation (contd)
1) After the Renamed Control.wk* is loaded begin the
installation by first performing the SetUp procedure
from the Alternate Macro Menu
<Alt><A>;<I>nstall;<S>etUp. Answer the prompts as they
appear in your display panel.
2) Select from your Alternate Macro Menu
<Alt><A>;<I>nstall;<A>cctCall. Your cell cursor will
rest upon cell A10 (Range Name:Insert) which will
contain the numerical value 9999.
NOTE: This (9999) is the "stop operator" for the
Macro programming code. If you have an Account
numbered 9999 then you will need to edit the
command. To do this you will need to contact the
author for specific instructions.
Your screen panel will display the following message:
Mark Acct to Insert Before! <RETURN>1st
Press <Ret>urn twice (again like the Ledger Account
installation worksheets you need to key <Ret>urn twice)
and the program will insert a blank prior to the 9999
stop operator. Enter the Account number and press
<Ret>urn; the cursor will shift right, enter the
Account Name and press <Ret>urn; the cursor will again
shift right and you may enter the Account Balance for
the Account you are installing. The cell cursor will
move to cell Q131 (Range Name:Next). This cell will
display the following:
/XiXpost=9999~/xgend~
Press <Ret>urn twice and the program will insert the
code you will need to install.
/XiXpost={??}~{goto}test~{edit}{left}{left}{left}{LEFT}
{LEFT}{LEFT}{DEL}{DEL}{DEL}{DEL}{??}~{down}{edit}{LEFT}
{LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{DEL}{DEL}{DEL}
{DEL}{??}~/xgRun~
NOTE: This is an extremely long command and you
will not be able to see the entire command in your
screen panel. (Inspect as much as you can.)
The panel cursor will rest under the left bracket of:
/XiXpost={??}~
Key in the Account number and press <Ret>urn. You will
be able to see the panel cursor shift right in your
panel, it will stop under the left bracket of:
{DEL}{??}~{down}{edit}
Again key the Account number of the account you are
installing and press <Ret>urn. Again, you will be able
to observe the panel cursor shifting right. The panel
cursor will rest under the left bracket of:
{DEL}{??}~/xgRun~
Control Account Installation (contd)
Again key the Account number of the account you are
installing and press <Ret>urn. The Account Balance
"import" command is now installed ! Answer the screen
prompt according to your desires.
NOTE: Install these commands carefully ! It is strongly
recommended that you visually inspect the Account Number as
you enter them, be sure the number is correct before you
press the <Ret>urn key. If you notice you have made an error
you will be able to edit the entry before you continue.
Simply use your cursor key to position the panel cursor
under the error, press the {Del} key and enter the correct
number then reposition the panel cursor back under the left
bracket and press <Ret>urn. An error here will be very
difficult to discover. Since the command scrolls off the
screen panel, you will not be able to use your cell cursor
to scroll through the commands and inspect the code.
IF YOU MAKE A CONTROL ACCOUNT INSTALLATION ERROR
If you make an installation you may correct your error in
the following manner.
1) Break out of the Macro command if it is active by
pressing <Control><Break> together.
2) Press the <Home> key to position the cursor and then
scroll down to the Account that is in error. Use the
1-2-3 command Worksheet Global Protection Disable
(/wgpd) unprotect the worksheet. With the cell cursor
resting upon the cell containing the Account Number
select the 1-2-3 command Worksheet Delete Row (/wdr).
3) Use the "Goto" Function Key <F5> to goto the cell
named Next. In response to the screen message:
Enter Address to Go to:
type in Next and press <Ret>urn. The cell contents
should be:
/XiXpost=9999~/xgend~
use your cursor key to scroll up to the command cell
containing the error.
4) Use the 1-2-3 command Range Erase to erase the
contents of the cell.
5) Move you cell cursor down one cell. (You should be
immediately below the cell you just erased.) Now use
the 1-2-3 Move command.
a) Use the 1-2-3 command Move (/m) and the
{END}{DOWN}, <RET> keystroke sequence to indicate
the range to move. Now move your cell cursor up
(using the {UP} key) to the blank cell you erased
and Key <Ret>urn. Now reprotect the worksheet
using the 1-2-3 command sequence Worksheet Global
Protection Enable (/wgpe). You may now resume
installing the account balance import commands.
***************INSTALLING THE CHECK REGISTER****************
The installation of the Check Register is relatively simple
in comparison to previous installation procedures. The
register will require extracted information from the General
Journal. If you have not previously extracted the Check
Disbursement information from the General Journal the
computer will issue a "File Does Not Exist" error message
when you load the ChkRgstr.wk*. This means either you
forgot to extract the information from the General Journal
or you are loading the worksheet to inspect the contents or
work with the CheckRegister. Simply press <Control><Break>
and continue with your work or retrieve the General Journal
and extract the Check Disbursement information.
NOTE: This application has been designed in such a
manner that you will need to extract information for
the CheckRegister and the Special Registers from an
Alternate Macro Menu. This allows you the flexibility
to design your system without the Special Registers.
Customization is available to automate the procedures !
To install the CheckRegister simply select from the
Alternate Macro Menu <Alt><A>;<I>nstall. Answer the
questions that appear in your screen panel. When finished
save your work..<Alt><A>; <C>ommands; <Q>uit; <Ret>urn;
<R>eplace.
************A NOTE ABOUT THE SPECIAL REGISTERS**************
If you desire to implement special registers into your
system you will need to install "extract" commands into the
General Journal worksheet and "import" commands into the
individual special register worksheets. The instructions for
performing installation will not be explained here ! Since
you may not desire to implement special registers, the
installation instructions will be explained after the
installation instructions for the BALSHEET.wk* to avoid
confusion to those of you who do not desire to implement the
special registers.
************************************************************
*************INSTALLING THE FINANCIAL STATEMENT*************
Upon completion of the installation of the Extract commands
in the GJRL.wk* and all your General and Subsidiary Ledger
Accounts you will be ready to install the Financial
Statement. The Financial Statement worksheet (BALSHEET.wk*)
requires installation of the Account Names and Numbers into
the Trial Balance, the Balance sheet, and the Income
Statement.
NOTE: Remember to use the proper worksheet for
installation of your particular Chart of Accounts.
If your Accounts are numbered with 3 digits then
use BALSHET3.wk* or BALSHET5.wk* if your Chart of
Accounts employs 5 digit Account numbers.
Installing The Financial Statement (contd)
If you plan on installing Control accounts (Control.wk*)
into your system make a note of the Control Account Number
and install it into your Financial Statement worksheet. DO
NOT install the Account Numbers for your Receivables and
Payables Accounts if you plan on installing Control
Accounts. If you do not plan on installing Control accounts
then you will install import commands for your
Receivables/Payables accounts into the Financial Statement
if your Accounting system is an accrual system.
Load the appropriate BALSHEET.wk* in memory using the 1-2-3
command File Retrieve (/fr). Once loaded into memory, begin
installation:
1) Select the initial Setup from the Alternate Macro
Menu <Alt><A>;<I>nstall;<S>etup. Answer the prompts as
they appear in your Screen Panel.
2) Select from the Alternate Macro Menu
<ALT><A>;<I>stall;<A>cctCall. The cell cursor will rest
on cell B11 (Range Name:Insert) which will contain the
value 9999 which is the stop operator. Your screen
panel will now display:
Mark Acct to Insert B4! <RET>1st:
Press <Ret>urn twice and the program will insert a
blank cell above the stop operator. Enter the Account
number and press <Ret>urn. The cell cursor will shift
right, enter the Account Name nd <Ret>urn. The cell
cursor will now shift to AA155 (Range Name:MarkCall)
which will contain:
/XiXpost=9999~/xgend~
Press <Ret>urn twice and the program will insert the
command you will need to install. The command is:
/XiXpost={??}~{goto}test~{edit}{left}{left}{left}{LEFT}
{LEFT}{LEFT}{DEL}{DEL}{DEL}{DEL}{??}~{down}{edit}{LEFT}
{LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{LEFT}{DEL}{DEL}{DEL}
{DEL}{??}~/xgRun~
*NOTE: If you are using BALSHET3.wk* or
BALSHET5.wk* this command will not be exactly as
listed. The total number of {LEFT} or {DEL}
commands will vary depending on the particular
installation worksheet you are using.
The panel cursor will rest under the left bracket of:
/XiXpost={??}~
Key in the Account number and press <Ret>urn. You will
be able to see the panel cursor shift right in your
panel, it will stop under the left bracket of:
{DEL}{??}~{down}{edit}
Again key the Account number of the account you are
installing and press <Ret>urn. Again, you will be able
to observe the panel cursor shifting right. The panel
cursor will rest under the left bracket of:
{DEL}{??}~/xgRun~
Again key the Account number of the account you are
installing and press <Ret>urn. The Account Balance
"import" command is now installed ! Answer the screen
prompt according to your desires.
NOTE: Install these commands carefully ! It is strongly
recommended that you visually inspect the Account Number as
you enter them, be sure the number is correct before you
press the <Ret>urn key. If you notice you have made an error
you will be able to edit the entry before you continue.
Simply use your cursor key to position the panel cursor
under the error, press the {Del} key and enter the correct
number then reposition the panel cursor back under the left
bracket and press <Ret>urn. An error here will be very
difficult to discover. Since the command scrolls off the
screen panel, you will not be able to use your cell cursor
to scroll through the commands and inspect the code.
IF YOU MAKE A FINANCIAL STATEMENT INSTALLATION ERROR
If you make an installation you may correct your error in
the following manner.
1) Break out of the Macro command if it is active by
pressing <Control><Break> together.
2) Press the <Home> key to position the cursor and then
scroll down to the Account that is in error. Use the
1-2-3 command Worksheet Global Protection Disable
(/wgpd) to unprotect the worksheet. With the cell
cursor resting upon the cell containing the Account
Number select the 1-2-3 command Worksheet Delete Row
(/wdr).
3) Use the "Goto" Function Key <F5> to goto the cell
named Next. In response to the screen message:
Enter Address to Go to:
type in MarkCall and press <Ret>urn. The cell contents
should be:
/XiXpost=9999~/xgend~
use your cursor key to scroll up to the command cell
containing the error.
4) Use the 1-2-3 command Range Erase to erase the
contents of the cell.
5) Move your cell cursor down one cell. (You should be
immediately below the cell you just erased.) Now use
the 1-2-3 Move command.
a) Use the 1-2-3 command Move (/m) and the
{END}{DOWN}, <RET> keystroke sequence to indicate
the range to move. Now move your cell cursor up
(using the {UP} key) to the blank cell you erased
and Key <Ret>urn. Now reprotect the worksheet
using the 1-2-3 command sequence Worksheet Global
Protection Enable (/wgpe). You may now resume
installing the account balance import commands.
When you have completed installing all the import commands
into the Financial Statement you will have the capability to
create a Trial Balance.
NOTE: After you have finished installing all the
commands you will need to "Set" the commands. Do
this by selecting from the Alternate Macro Menu
the command <ALT><A>; <C>ommands;<M>thEndPost. The
program will run for a short period and the screen
will "Flash and Shift", this is normal. After it
is completed, save the worksheet.
<ALT><A>;<C>ommands;<Q>uit.
*********************TESTING THE SYSTEM*********************
To test the system for proper operation and installation.
Make a copy of your GJRL.wk*. Now that you have made a copy
of the GJRL.wk* and stored it in a safe place, with a blank
GJRL.wk* select from the GJRL.wk* Alternate Macro Menu
<Alt><A>;<C>ommands;<A>utoFunctions. In your screen panel
you will be presented with the message:
Post Totals to Bal Sheet? Yes=1; No=2:
You should answer Yes by keying <1> and <Ret>urn. The screen
panel will next display the query:
AutoPrint of Ledger Pages? Yes=1;No=2:
You may answer Yes or No to this query ! Answering Yes will
test the AutoPrinting during the posting process. This will,
however, lengthen the processing time of the test run. After
you have answered these queries you may begin the testing
process by selecting from the GJRL.wk* Alternate Macro Menu
<Alt><A>;<C>ommands;<S>ubpost.
1) The screen will become active and the program will
begin the extraction process. Since you have no
transactions to extract the Extract Files created will
be empty. Depending on the number of Accounts you have
and the particular computer you have the computer will
continue extracting transactions for these approximate
times.
4.77 mhz PC/XT will extract two (2) to (4) accounts per
minute depending on the particular Hard Drive in
your system.
8 mhz PC/XT will extract three (3) to five (5) accounts
per minute depending on the particular Hard Drive
in your system.
10 mhz PC/AT will extract eight (8) to ten (10)
accounts per minute depending on the particular
Hard Drive in your system.
If your Chart of Accounts contains 50 Accounts and you are
operating a 10mhz PC/AT then the extraction process should
require approximately five to six minutes to complete.
Testing the System (contd)
2) Next using your 1-2-3 File Retrieve command (/fr)
and the <F3> key inspect the files that were created.
For every account (ie 1000) there should be a
corresponding E Extract file (ie 1000E). If there are
any omissions then you should inspect the "extract"
commands that are listed in your GJRL.wk* for a missing
command. If you should discover an error (ie 1000 and
10000E) or something similar then you have committed a
keypunch error.
3) If everything looks accurate then retrieve your
lowest numbered Account. The computer will now begin
the posting process. Again the speed of processing will
be dependent upon your particular computer and the
speed of your Hard Drive. If you have installed the
Autoexec commands correctly then the program will
"import" all extract files into the respective accounts
in sequence until processing is completed.
a) If the computer should "hang" then look for a
nonexistent E Extract file or an improperly
installed Autoexec (check Range Name cells;
ie <F5> 1E; 1E,2E,3E, and FilSav) command
within the file that has "hung". Once you
have corrected the error, check for the
existence of the E Extract file for that
particular Account, if the Extract file
exists then reload the Account that "hung
up". If the file does not then load the next
Account in ascending numerical order.
4) Once the posting process is complete you should load
a Control.wk* Account worksheet and select
<Alt><A>;<C>ommands;<B>alPost. This will import the
Account Balances for the Accounts.
*******************************************************
Note: You will receive an error message "File Does not
Exist" if you failed answer Yes to the
AutoFunctions query:
Post Totals to Bal Sheet? Yes=1; No=2:
If you failed to do this you will need to rerun
the process..BE CERTAIN TO ANSWER YES !
*******************************************************
After the Account Balances have been imported you will
need to extract the Control Account Balance for posting
to the Financial Statement. To do this select from the
Alternate Macro Menu <Alt><A>;<C>ommands;<E>xtractBal.
Be certain to repeat the balance import processing for
the other Control.wk* account.
Testing The System (contd)
5) After you have posted the Subsidiary Ledger Account
Balances to the Control Accounts (if you installed Control
accounts) then you will "import" account balances into the
Financial Statement. To do this you will select from the
Alternate Macro Menu <Alt><A>;<C>ommands;<M>thEndBal. The
computer will begin importing the Account Balances into the
Financial Statement.
5a) If the program should "hang" during the
Account Balance import processing you should
check:
i) for a Non-existent Balance (eg 1000,
1000b) extract file. If you find that it
is non-existent then inspect cell AG28
(Range Name:Xbal) in the Account that
hung.
ii)for an improperly installed Balance import
command. Goto the cell (Range Name:Next)
and scroll up using your cursor keys to
inspect the commands.
NOTE: Any time the computer hangs in the
Financial Statement you should inspect the
Self-Modifying Macro that performs the
importing. It is located at cell Range
Name:Test..... <F5>;Test;<Ret>urn. The cell
contents and the cell immediately below it
should appear as follows:
/fcce1000b~
/fe~1000b~y
If the cell contents of "test" do not appear
exactly as above then you must edit the cell
contents to restore the integrity of the
command !
************************************************************
If you have correctly installed the commands into the
various worksheets then the program should step down through
the Accounts listed in the Balance Sheet and stop when the
cell cursor reachs the "stop operator" 9999.
If the program is now properly Extracting Transactions and
creating Extract files , Posting the Extract files to the
proper Accounts, Extracting and Creating Account Balance
files and properly importing the Account Balance files into
the Financial Statement then you are now ready to create the
Balance Sheet, Income Statement, and Statement of Changes in
Financial Position.
You will notice that column 'A' of the Balance Sheet
worksheet is labeled Report Line. If you scroll down column
A you will notice the Report Line format numbers. These
represent the various categories that the Accounts are
grouped into for the Balance Sheet, Income Statement, and
Financial Changes Statement. You may categorize the Accounts
as you see fit for your reporting purposes. Simple use the
1-2-3 command Worksheet Insert Row (/wir) to insert the
report lines for the various accounts where desired and fill
in the information. When you prepare your Periodic Financial
Reports you will be able to select the particular report to
produce form an Alternate Macro Menu
(<Alt><A>;<C>ommand;<P>rint).
NOTE: For further information on setting up your
statement you may find the June through July 1986
issues of LOTUS magazine to be a helpful reference
source.
If you find the illustration provided to be inadequate and
do not have access to the noted LOTUS magazines issues then
contact the program author for further assistance. If you
are equipped for MODEM operations, you may leave messages on
the Electronic Bulletin Board at:
Kinkers Print Shop
313-767-7269
300, 1200, 2400
N,8,1
Please address all E-Mail to the Program Author:
WARREN FESMIRE
If you are not equipped for modem operation please contact
the author at the Address or Phone Number listed on the
title page.
*******************THE SPECIAL REGISTERS********************
Since this application was written to allow you, the user,
some flexibility in assembling the various worksheets into
an Accounting information system; there has been some
necessary tradeoffs. If you desire to use the Special
Registers you will need to extract the information from the
GJRL.wk* by making a specific Alternate Macro Menu
Selection. Extraction of information for the Special
Registers is not automatic like the Journal Transactions.
This includes the extractions of Check Disbursement
information for posting to the Check Register. You will also
need to install the extract commands into the GJRL.wk*. Do
not be intimidated, this is an easy and painless process.
The Special Registers are not extravagant. They will provide
you with a detailed listing of all your specific
transactions. Hopefully, you will find this to be
sufficient. The Special Registers play no integral role to
the functioning of the application but should be viewed as a
repository for your transactions to help you quickly view
the transactions history for the Accounting period.
***************INSTALLING THE SPECIAL REGISTERS*************
To install the special registers you should first determine
what you desire to name the Account Files. Suggested Names
are AcctPybl for Sales on Account, AcctRcvb for Purchases on
Account, CashRcpt for Cash Receipts, and Disbursmnt for Cash
Disbursements. You may leave the CheckRegister named as it
is; ChkRgstr; or change to your preference but determine
what you wish to name the Special Registers before you begin
the installation.
To rename the Register.wk* simply retrieve the file and use
the 1-2-3 command File Save (/fs). When you see in your
panel:
Enter Save File Name:Register
Type in the name of the File you wish to save the blank
Register worksheet under. Repeat this process for all
Special Registers you wish to create.
NOTE: The default names of the extract files that will
be created when extracting the information from
the General Journal (GJRL.wk*) are as follows:
a) AcctPybl..........XAcctPay
b) AcctRcvb..........XAcctRcv
c) CashRcpt..........XCashRct
d) Disbrsmt..........XDisBurs
e) Checks............XChkReg
It is these e<X>tract files that you will import
into the Various Special Registers that you
create.
When you have completed creating the blank worksheets use
the 1-2-3 command File Retrieve (/fr) to load the particular
file you wish to install. Once the file is loaded in memory
you should proceed as follows:
For illustration purposes assume we are going to install the
Special Register AcctPybl.
1) With the particular Special Register loaded into
memory (in this case Acctpybl) select from the
Alternate Macro Menu <ALT><A>;<I>nstall. The program
will query you for your company name , the current year
and the Name of the Special Register be installed.
2) Your cell cursor will move to cell AA25 (Range
Name:1E).Your screen panel will display the following:
/XiTrans=0~/fcce{?}~{calc}/XgAuto_dwn~
with the blinking panel cursor resting under the Left
bracket of:
/fcce{?}
type in the name of the e<X>tract file to be "imported"
which is XAcctPay and press <Ret>urn.
The cell cursor will drop down to cell AA29 (Range
Name:Auto_dwn) and the screen panel will display:
/fe~{?}~y
with the blinking panel cursor resting under the Left
Bracket of...............{?}
Again type in the e<X>tract file name....XAcctPay and
press <Ret>urn. Finish the installation by selecting
from the Alternate Macro Menu
<ALT><A>;<C>ommands;<Q>uit and Save the worksheet. You
are now finished installing the Special Register.
Repeat this process for the other Special Registers you wish
to install. If you have not already installed the Check
Register then refer to the section on Check Register
installation earlier in the manual.
******INSTALLING THE SPECIAL REGISTER EXTRACT COMMANDS******
Now that you have created the Special Registers with names
that are clear to you, you will now need to install the
Special Register Extract commands in the General Journal
worksheet (GJRL.wk*).
1) Use the 1-2-3 command File Retrieve (/fr) to load
the GJRL.wk* worksheet.
2) Press the <F5> "Goto" Key to go to cell AG32 (Range
Name:X) it will read as AcctPybl. Using your cursor key
scroll down seven (7) cells to cell AG39 or until your
screen panel displays the following:
{Goto}Crit~+first>2100#AND#+first<2200~/dqeq
Assuming that you have installed an Accounts Payable
Control Account #2100 then this command would be
correct if your Accounts Payable are numbered #2101-
2199. Notice that the formula is > greater than 2000
and < less than 2200.
a) Let's assume your Chart of Accounts is using
Account #3100 as the Control Account and your
Accounts Payable are numbered #3101 thru #3199.
You would first use the 1-2-3 command Range
Unprotect to unprotect the cell. Then press the
"Edit" key <F2>. Use your cursor keys to move the
blinking panel cursor until it rests under the 2
of 2100 as illustrated below:
{Goto}Crit~+first>2100#AND#+first<2200~/dqeq
Use the del key to delete 2100 and enter the
appropriate account number. Then move your
blinking panel cursor until it rests under the 2
of 2200 and repeat the procedure. If the command
looks good you may use the 1-2-3 command Range
Protect (/rp) to lock up the cell.
Installing the Special Register Commands (contd)
3) Repeat the process for your Accounts Receivable. The cell
to edit is located directly next to the cell you just edited
and the procedure is identical excepting for the Account
numbers that you install.
4) To install the Extract commands for extraction of Cash
Receipts and Cash Disbursements is similar to the procedure
for installing Receivables/Payables. The command you will
need to edit for installing the extract command for Cash
Receipts is located at cell AI39 and appears as below:
{Goto}Crit~+first=1000~{goto}drcrit~+firstdeb>0~/dqeq
To edit this command you should again first unprotect (/ru)
the cell and place your blinking cell cursor under the 1 of
+first=1000~
Use your delete key to edit the cell and be sure to
reprotect the cell when you have completed installing the
Account Number of you cash accounts.
**********************************************************
NOTE: If you have more than one Cash Account that you
would like to post to the Cash Receipts Journal then
follow these instructions below !
Assume you have four Checking Accounts and you wish to have
all transactions for each account extracted posted to the
Cash Receipts Journal. For example, you have assigned the
Four Checking Accounts the Account numbers 1000,1001,1002,
and 1003. To install the command so that all four accounts
will have the transactions extracted you should proceed as
follows:
Edit the command below:
{Goto}Crit~+first=1000~{goto}drcrit~+firstdeb>0~/dqeq
To read as below:
{Goto}Crit~+first>=1000#AND#+first<=1003~{goto}drcrit~
+firstdeb>0~/dqeq
The significant changes are highlighted.
************************************************************
Follow the previous procedure to install the extract command
for your Cash Disbursements transactions.
********************INSTALLATION SUMMARY********************
Use this list to check that you have installed all necessary
items for each WK* that requires installation.
1) GJRL.wk*: Company Name; Time Period; Installation of
all Account Transaction Extract Commands.
2) SUBINSTL.wk*: SetUp; CreateAcct( Install Acct Name,
Page#, Import Command to Import Extracted
Transactions File (ie 1000E), Retrieval Command to
Retrieve Next Account during Posting Process.
3) LDGINSTL.wk*: This WK* has installation requirements
like SUBINSTL.wk*
4) BALSHEET.wk*: SetUp; CreateAcct (install listing of
G/L Acct Numbers and Names, and the Ledger Account
Balance import commands of extracted B (ie 1000B)
Account Balance files.
THIS IS THE MINIMUM REQUIREMENT FOR A FUNCTIONING ACCOUNTING
INFORMATION SYSTEM.
5) CONTROL.wk*: SetUp(Name, Time Period, and Control
Account #) AcctCall( Install Account Names,
Install and Subsidiary Account Balance Import
Commands).
6) REGISTER.wk*: Install(Name,Year,Name of Register,
Name of Xtrac(eg. XAcctPay) File to import into
the SPECIAL REGISTER, erase import file command.
***************JOURNALIZING YOUR TRANSACTIONS***************
Now that you have installed all the worksheets and are ready
to begin using LEDGER eXpress it is time to begin
Journalizing Transactions.
GETTING STARTED.... After you have loaded the GJRL.wk* using
the 1-2-3 command File Retrieve (/fr) your screen panel will
query you for the current date. Activate the Alternate Macro
Menu by pressing <Alt><A> and the menu will appear in your
screen panel.
NOTE: If you have not yet "SetUp" the GJRL.wk* then you
may do so at this time.
The menu in your screen panel should appear as below:
Commands Extract SetUp WriteChecks AccountList
Select <C>ommands and a submenu will appear in your screen
panel that will appear as below:
JrnlEntry Edit SubPost Print Quit NewPage AutoFunctions
Select <J>ournalEntry. The cursor will become active and
when it stops use your cursor key to place the cell cursor
at cell A7. You are now ready to begin entering transaction
information.
*****ENTERING JOURNAL TRANSACTIONS****
It is of the utmost importance that you assign all
transactions a Transaction Number in Column A. IF you do not
then you will cause the system to "crash" and you will not
be able to use the system for any productive purpose. You
may if you wish to enter the month of the transaction or
enter a number that will be incremented with each
transaction. It is recommended that you use the incremental
method. If you like to leave a blank between Transactions
you may, but you should still enter a transaction number in
the A column. An example of transactions is shown below:
Trans#|Date Description Invoice # Check #
1 |1-5 CASH |
1 |1-5 SALES |
1 | |
2 |1-5 RENT EXPENSE |
2 |1-5 CASH-rent |
2 | |
3 |1-5 UTILITY EXPENSE |
3 |1-5 CASH-utility |
3 | |
The format for entering transactions is as follows:
1) Enter the Trans# and press <Ret>urn. The cursor will
shift right.
2) Key in the Current Mth (1..12) and <Ret>urn. Key the
Current Date (1..31) and <Ret>urn. The cell cursor will
shift right.
3) Enter the Transaction Item Description and press
<Ret>urn. The cell cursor will shift right.
4) Enter the Invoice # if this is a Sale or Purchase
and press <Ret>urn. The cell cursor will shift right.
5) Enter the Check# if applicable
NOTE: Since this column is used as an extraction
key field you must enter Check# in two manners. If
it is a transaction you desire to extract to the
CheckRegister or Cash Disbursements registers then
enter the number as a value. If it is a
Transaction you do not wish to extract to the
CheckRegister or Cash Disbursements Register (eg
You desire to keep a record of which checks were
used to pay expenses) then you enter the Check
Number as a label. You do this by first entering
an apostrophe ' (eg '1000) before you key in the
number. This will prevent the extraction process
from erroneously extracted information that should
not be posted to the CheckRegister or Cash
Disbursements register.
and press <Ret>urn. The cell cursor will shift right.
6) Enter the current Journal page number and the cell
cursor will shift right.
7) Enter the Account Number and press <Ret>urn.
Journalizing Transactions (contd)
8) Enter the Debit amount to $999,999.99 and press
<Ret>urn.
9) Enter the Credit amount to $999,999.99 and press
<Ret>urn.
10) If your transaction is a sale or purchase you mat
wish to enter the date of the sale or purchase. This
will help in computing Due Dates and Date Stamping the
Check Register. First enter the Month and <Ret>urn, the
Date and <Ret>urn , the Year and <Ret>urn.
11) The cell cursor will shift right to the "Disc %"
field. Enter appropriate terms (eg 2%) offered and
<Ret>urn.
12) Enter the invoice term (eg 30 days) and <Ret>urn.
NOTE: The application does not perform
calculations on "Prox" Terms (eg 10th and 25th
Prox).
IF YOU MAKE A KEYPUNCH ERROR: You may back up to an error
made without breaking out of the Macro command. Simply use
your cursor key to back up and use your edit <F2> key to
make corrections and then use the down arrow key NOT THE
RETURN KEY to write the correction to the cell. Then use
your cursor key to return to your original cell, That may
sound confusing but experiment little and you will find it
to be a great time saver versus breaking out of the Macro to
make corrections.
NOTE: IF you desire to have a blank row between
transactions; when you go to stamp a Transaction number
to column A of the blank row, key in the Trans# number
for the blank row and use the down arrow cursor key to
move down to the next Transaction and the Macro will
still perform normally !
After you have filled the General Journal, you may print the
Journal before extracting the transactions by selecting from
the Alternate Macro Menu <Alt><A>;<C>ommands;<P>rint. When
you are satisfied with the Journal you may begin the
extraction process by selecting from the Alternate Macro
Menu <Alt><A>;<C>ommands;<S>ubpost.
After the computer extracts transactions to a file it will
beep to let you know that it is processing properly. If the
computer does not beep it means that it has "hung" or you
are overwriting previous Extract Files that were not posted
to the Ledger Accounts this is a serious problem. Watch and
listen to the program extract the first few accounts to be
certain it is not overwriting files. If the computer is
silent then immediately break out of the Macro
<Control><Break> and contact the Program Author for
assistance.
After you have completed extracting the information frm the
filled General Journal you will need to create a Blank
Journal.
Journalizing Transactions (contd)
Select from the Alternate Macro Menu
<Alt><A>;<C>ommands;<N>ewpage. The computer will save the
old General Journal worksheet increment the Journal page
number, and offer you the option of saving the new
worksheet.
After you have extracted the Journal information; it is
recommended that you inspect the list of extracted files.
You may use the 1-2-3 command File List (/fl). Make sure
that every Account has a corresponding Extract file (ie
1000, 1000E, 2000, 2000E, etc.). If everything is in order
then you may post the extracted transactions (1000E,2000E,
etc) to the Ledger Accounts. Simply retrieve the lowest
numbered Ledger Account and the computer will cycle through
your Chart of Accounts posting the transactions. This
assumes you have properly installed and inspected the
transaction extract commands in the General Journal and have
properly installed and inspected the Autoexec Macro in each
respective Ledger Account. If you set the Autofunctions to
Print and Extract Account Balances you will have a "hard
copy" of your Ledger and you will be ready to prepare a
Financial Statement.
************THE ALTERNATE MACRO MENU COMMANDS***************
All Alternate Macro Menu's are invoked by keying <Alt><A> t
the same time. This listing of the Macro Menu commands will
be made by worksheet.
Common Commands: There are several commands that are common
to all worksheets, these are:
1) Print..follow your screen prompts.
2) Quit..This command will calculate the worksheet,
protect the worksheet globally and offer to save
the worksheet.
3) Archive..use this command when you have filled a
worksheet and are ready to start a new worksheet.
(Note: The equivalent command in the General
Journal is NewPage). The Archive command will name
the Archive file in ascending order and perform
housekeeping chores such as incrementing the page
number, resetting input forms, and forwarding
account balances.
Alternate Macro Menu Commands (contd)
WK*: GJRL...The General Journal
<Alt><A>:<C>ommands:<J>rnlEntry
Journalizes your transactions into the General
Journal.
<Alt><A>:<C>ommands:<E>dit
Editor for the Account Extract Command Listing.
Use this during initial installation or during any
subsequent additions to your Chart of Accounts.
Use care when installing the commands, it is
suggested that you set you {NUMLOCK} to on for
keying in numbers. Be careful (if you do not have
an "enhanced 101 key keyboard") when instructed to
use your cursor key that the {NUMLOCK} key is off
or you use the {SHIFT} key to disable the
{NUMLOCK} key. Failure to do so will cause the
program to behave erratically and make accurate
installation difficult.
<Alt><A>:<C>ommands:<S>ubPost
This command should be used only after you have
installed the Extract commands into the GJRL.wk*
and you have filled a General Journal with
transaction information. This command will Sort
the transactions by account and Save the Sorted
information into <E>xtract Files (i.e. 1000E,
1001E, 1002E, etc.) ready for posting (importing
into) to respective Ledger Accounts.
<Alt><A>:<C>ommands:<N>ewPage
This command will prepare a new GJRL.wk* after you
have extracted Transactions into the respective
<E>xtract files. BE CERTAIN TO EXTRACT the
transactions using <S>ubPost before you create a
"NewPage" !!!! this command will Save the Current
GJRL (eg. 1GJRL), then erase the input fields,
increment the Page#, and Rename the GJRL.wk* (eg
2GJRL). A Confirmation Submenu exists to prevent
accidental selection.
<Alt><A>:<C>ommands:<A>utoFunctions
This command sets the Automatic Print and Account
Balance Extract Functions. Setting the "AutoPrint"
Function to "YES=1" will cause all individual
Ledgers tp print during the posting of extracted
transactions (<E>xtract files) to the respective
Ledger Accounts. Printing the Ledger Accounts will
slow the processing of the application. If you set
the "AutoBal" Function to "YES=1" the program will
extract each individual Accounts Balance after
posting of the extracted transactions has
occurred. This will create the extracted <B>alance
files that will be used for transfering the
Account Balance into the Financial
Statement/Balance Sheet. (more)....
Alternate Macro Menu Commands (contd)
This command (AutoFunctions) can be called from
within the General Journal (GJRL.wk*) or each
individual Ledger Account (Accounts created with
LdgInstl.wk* or SubInstl.wk*).
<Alt><A>:<E>xtract:<A>cctPybl
This command which requires user-installation for
operation. This command will extract all Purchases
on Account for transfer posting to the Special
Registers.
<Alt><A>:<E>xtract:<A>cctRcvb
This command which requires user-installation for
operation. This command will extract all Sales on
Account for transfer posting to the Special
Registers.
<Alt><A>:<E>xtract:<C>ashRcpt
This command which requires user-installation for
operation. This command will extract all Cash
Receipts for transfer posting to the Special
Registers.
<Alt><A>:<E>xtract:<D>isbursmnt
This command which requires user-installation for
operation. This command will extract all Csh
Disbursements for transfer posting to the Special
Registers.
<Alt><A>:<E>xtract:<C>hecks
This command which requires user-installation for
operation. This command will extract all Disbursed
Checks for transfer posting to the Check
Register.
<Alt><A>:<S>etup
Installs your Company Name, Date Info, and other
Miscellaneous Items. Follow the panel prompts
during SetUp. It is recommended to use this
command first when you load the worksheet.
<Alt><A>:<W>riteChecks
Allows you to Write Checks from within the
Application. If the format of the Check Writing
feature does not fit your needs then please
contact the author for a customized worksheet.
<Alt><A>:<A>cctList
This command will import your Chart of Accounts
for Viewing into the General Journal worksheet for
viewing if you create a worksheet named
AcctList.wk*
WK*: SUBINSTL.....Subsidiary Ledger Installation Worksheet
<Alt><A>:<I>nstall:<S>etUp
This command is for installing your company name
and the current year. Be certain to use this
command before you begin installing accounts.
Alternate Macro Menu Commands (contd)
<Alt><A>:<I>nstall:<C>reateAcct
This command is used to create each individual
Ledger Account. Install the Account Name, Ldger
Page#, the Import Extract File command, the Erase
Extract File command (which occurs after posting
the Ledger Account), the Account number, and the
Automatic retrieval command for the next Account
in ascending numerical order.
<Alt><A>:<I>nstall:<M>odifyAcct#
Use this command when inserting a new account into
your Chart of Accounts. You will edit the command
and install(modify) the command to retrieve the
next higher Account number in ascending order.
<Alt><A>:<I>nstall:<P>aidInvoice
This a command that is unique to the Subsidiary
Ledger. This command may be used in conjunction
with the <L>ist/Tabulate command. If you entered
invoice information when Journalizing transactions
in the General Journal then you will need to Mark
those invoices as paid in order to prepare an
accurate aging report. (Before you mark your
invoices you should use the List/Tabulate command
to create a status report on the invoices.) Upon
command selection the cell cursor will move to
cell F8 (Range Name:Marker) containing: INV # :
The screen panel will display the message:
Select Invoice to Mark Pd:<RETURN>1st
Press <Ret>urn and use your cursor keys to
highlight the cell containing the invoice number
you wish to mark as paid. Once you have
highlighted the proper cell press <Ret>urn, The
cursor will shift right to the "Day" column. The
computer will place brackets () around the day.
Assume the date is "1 1 87" the marked date will
appear as "1 (1) 87". If you make an error and
mark an invoice incorrectly then you will need to
"break" out of the Macro command and edit the
error using the edit <F2> key. Simply type a 1
into the Day column to restore the original entry.
<Alt><A>:<C>ommands:<L>ist/Tabulate
This command will list all invoices in a special
area of the worksheet then tabulate the total
Debits and Credits to a particular invoice even
partial payments will be accepted. For an accurate
Report it is imperative that you correctly enter
all invoices into the General Journal.
<Alt><A>:<C>ommands:<B>alExtract
This command allows you to extract the Account
Balance for th particular account. This is a
duplicate of the AutoBal command and you will
probably find little use for it.
Alternate Macro Menu Commands (contd)
However, if you need to edit the account and
desire to "manually" extract, the <B>alExtract
command will be handy.
<Alt><A>:<C>ommands:<R>ptAge
Use this command when you desire to produce an
aging report for the invoices. Again; if you have
not properly entered the invoices into the General
Journal, then the inaccuracy will be carried
through the system. The program will remind you
that all invoices should be marked; ask if you
wish to print the report; and then display the
aging report. Follow the panel prompts, if you
wish to view the report then press <Ret>urn once
and use your cursor key to view the report, your
second <Ret>urn will print the report or return
program control to you.
WK*: LDGINSTL.....The Ledger Installation Worksheet
The commands here are essentially the same as the
commands the for SUBINSTL.wk*. No further discussion
will be made here.
WK*: BALSHEET.....The Financial Statements Worksheet
contains the Trial Balance, Balance Sheet, and Income
Statement
<Alt><A>:<I>nstall:<S>etUp
Installs your Company Name, the Current Month and
Year.
<Alt><A>:<I>nstall:<A>cctCall
Installs the Account Balance import command into
the worksheet. Each General and Subsidiary Ledger
Account will require an import command to be
installed into the worksheet to transfer import
the Account Balance into the Financial Statement
worksheet (BALSHEET.wk*).
<Alt><A>:<C>ommands:<M>thEndPost
Use this command when you desire to produce a
Trial Balance, Balance Sheet, or Income Statement.
After you have completed installing the Account
Balance import commands you will need to run this
command with no Account <B>alance files for
importing in order to "set" the commands for
proper operation. You should also "set" the
commands again any time you edit the Account
Balance import command listing.
WK*: CONTROL.....The installation worksheet for Subsidiary
Ledger Control Accounts.
<ALT><A>:<I>nstall:<S>etUp
Installs the Company Name; the Time Period to
Account for; and the Control Account Number.
<ALT><A>:<I>nstall:<A>cctCall
This command is installed in an identical manner
to BALSHEET.wk* Here, install the Account numbers
of the Subsidiary Ledger Accounts for import of
Alternate Macro Menu Commands (contd)
Subsidiary Ledger Account Balances into the
CONTROL account. Again, you should set the
commands after installation or modification of the
transfer import command listing.
<ALT><A>:<C>ommands:<B>alPost
This command will import the individual Account
Balances into the CONTROL.wk*. Be sure that all
import commands have been installed using the
<I>nstall;<A>cctCall command. Also be certain that
you previously Extracted the Account Balances from
the Subsidiary Ledger Accounts into Extract
<B>alance Files (eg 1300b).
<ALT><A>:<C>ommands:<E>xtractBal
This command will allow you to Extract the CONTROL
ACCOUNT BALANCE into a EXTRACT <B>ALANCE FILE for
posting to the Financial Statement (BALSHEET.wk*)
worksheet.
NOTE: It will be necessary for you to Extract
the CONTROL Account Balance using this
command. Failure to do so will cause the
importation of Balances into the Trial
Balance to cease before completion of the
importing routine. ALWAYS BE CERTAIN TO
IMPORT SUBSIDIARY LEDGER ACCOUNT BALANCES
INTO THE CONTROL ACCOUNTS AND EXTRACT THE
CONTROL ACCOUNT BALANCES BEFORE YOU ATTEMPT
TO CREATE A FINANCIAL STATEMENT.
**************************************************
WK*: CHKRGSTR.....The Check Register
<ALT><A>:<I>nstall:
Install Company Name and Current Year.
<ALT><A>:<C>ommands:<M>arkClear
Assign Trans#, Date Description, & Amount of
Deposit.
<ALT><A>:<C>ommands:<E>xtract
This command will access a SubMenu... The SubMenu
choices are:
1) OutStdItem
This command will extract all
outstanding items- be sure that you have
marked cleared (<M>arkClear) items from
the bank statement.
2) Deposit
will provide a detailed listing of all
deposits.
WK*: REGISTER..... The Special Register Installation
worksheet
<ALT><A>:<I>nstall:
Install Company Name, Current Year, Register Name
installed (eg Cash, Cash Receipts, Sales etc) You
edit the extract commands in the General Journal
before you use the Special Registers.
For installation requirements on any worksheet please refer
to the documentation for specific instructions !
MACRO X SERVICES SOFTWARE LICENSE
1) GRANT OF LICENSE: In consideration of payment of the
LICENSE fee, which is a part of the price you paid
for this product, Macro X Services, as licensor
grants you, the LICENSEE, a non-exclusive right to
use this SOFTWARE and make copies for distribution
2) OWNERSHIP OF SOFTWARE: As the LICENSEE, you own the
magnetic media or other physical media on which
the software is originally distributed but Macro X
Services retains title and ownership of the
SOFTWARE recorded on the original disk and any
subsequent copies of the SOFTWARE.
3) USE RESTRICTIONS: As the LICENSEE you are allowed to
transfer the SOFTWARE from one computer to another
4) TRANSFER RESTRICTIONS: This SOFTWARE is licensed
only you, the LICENSEE, but may be trnsfered to
others provided you do not charge any money.
5) UPDATE POLICY: Macro X Services may, from time to
time, create updated versions of this software. At
it's option, Macro X Services will make available
such updates as they become available to those
licensees who have paid the update fee (if any)
and have Registered this license by mailing the
enclosed form.
DISCLAIMER OF WARRANTY
This software; LEDGER eXpress ; and the documentation is
distributed on an as-is basis. and without warranty as to
performance. Any statements by the author do not constitute
warranties and shall not be relied on by the user as
warranties.
LEDGER eXpress is distributed without any express or implied
warranties whatsoever ! Because of the diversity of
conditions under which this application may be used; no
warranty of fitness for a particular purpose is offered. The
user is advised to test this application thoroughly before
relying on it.
LIMITED WARRANTY
THE AUTHOR SHALL NOT BE HELD LIABLE FOR ANY DIRECT,
INDIRECT, CONSEQUENTIAL OR INCIDENTAL DAMAGES (INCLUDING
DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION,
LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING FROM THE
USE OR INABILITY TO USE SUCH PRODUCT EVEN IF THE AUTHOR HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Because
some states do not allow the exclusion or limitation of
liability for consequential damages or incidental damages,
The above limitation may not apply to you.
User Registration Form
License Number:_____________
LICENSEE NAME________________________________________
COMPANY NAME_________________________________________
ADDRESS______________________________________________
CITY, STATE__________________________________________
PHONE________________________________________________
Other Products by Macro X Services
PASSWORD..A password program for Hard Drive users. $ 15.00
PERSONNEL.wk*..1-2-3 Employe Database System. $ 25.00
Store Information on your employees
SETPRINT..Control Epson or Okidata from the Keyboard $ 15.00
MANUCOST..Compute Manufacturing Cost Variance $ 50.00
MENU DIRECTOR..Hard Drive Program Director $ 20.00
BUDGET.wk*..Requires Modification to your Specs $ 25.00
Charge for Modification + ???
SPECIALIZED TEMPLATE DEVELOPMENT AVAILABLE FOR:
DBASE III, LOTUS 1-2-3, MICROSOFT WORKS, PFS FIRST CHOICE
Macro X Services also distributes Public Domain and
"Shareware" programs that have been tested for operational
functionality for a nominal distribution charge.
IF YOU WOULD BE INTERESTEDS IN BETA TESTING A 1-2-3 WK1
TEMPLATE FOR A PAYROLL SYSTEM PLEASE CONTACT MACRO X
SERVICES.
Directory of PC-SIG Library Disk #0857
Volume in drive A has no label
Directory of A:\
FILES857 TXT 1337 1-01-80 12:17a
GO BAT 38 6-14-88 10:13a
GO TXT 1541 6-14-88 10:08a
INSTALL BAT 465 6-14-88 10:21a
LEDGER_X ARC 187167 6-08-88 11:40a
MANUAL BAT 21 6-14-88 10:09a
PKXARC COM 11482 12-15-86
7 file(s) 202051 bytes
115712 bytes free