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PC-SIG Diskette Library (Disk #2476)
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Information about “PFAS 2 OF 2 (#2475 ALSO)”
PERSONAL FINANCIAL ACCOUNTING SYSTEM (PFAS) is a small business
checkbook manager to make bank reconciliation much faster and easier.
PFAS provides the necessary information to get through any bank
reconciliation statement. It can handle 1000 transactions for each
account for a full calendar year. An outstanding feature lets you
configure a customized chart of accounts to properly track your
expenditures. This is a strong plus at tax time.
PFAS has full edit, insert, and delete features, and the current
bank balance and true account balance are posted at the top of the
screen. You can issue date-specified reports to the screen and/or
printer. You can search and list transactions to screen only, or
printer, by any whole or partial "issued to" name, by date, or by check
number.
Screens look very similar to many dBase programs in their style of
screen prompting. As a result, PFAS offers good, clear-cut instructions
to get any beginning user off the ground quickly.
EPSON.DOC
NOTE: If you want to access EPSON.EXE from within P.F.A.S., keep
EPSON.EXE on the same disk or drive as PERSONAL FINANCIAL
ACCOUNTING SYSTEM program files.
The file EPSON.EXE was put together by PC SOFT-E for the
convenience of those Epson and Epson compatible printer users. It's
a handy little program to quickly configure your Epson printer.
However, it does not substitute for any word processor functions
where you need to turn off and on special print types at will. But
if you want to print all emphasized, italic print, as an example,
then EPSON.EXE will facilitate that need. The skip over perforation
feature is very useful as another example.
Be advised that EPSON.EXE encompasses features that your Epson may
or may not have. If in doubt, please consult your printer manual.
To get an interesting print type that all Epson printers will
produce, choose option #5 to expand the print and then choose
option #2 to compress the expanded print. This print type allows
for about 60 column width instead of the standard 80 column. Its
another option that you may have not been aware of....HAVE FUN!
FILE.TXT
FILENAME: DESCRIPTION:
--------- ------------------------------------------------------------
PFAS.EXE Main program file for personal financial accounting system.
PFAS.DOC Documentation for main program program operation.
INSTALL.BAT Batch program to properly install P.F.A.S. to
floppy drive system or hard drive system.
PFASBKUP.BAT Batch program that is run from within P.F.A.S. to properly
backup data files for hard drive systems.
PFASRSTR.BAT Batch program that is run from within P.F.A.S. to properly
restore data files for hard drive system.
EPSON.EXE Epson printer configuration utility program.
EPSON.DOC Documentation for printer configuration program.
1.CF1 ASCII text config file containing category information for
main program file.
1.CF2 ASCII text config file containing category information for
main program file.
2.CF1 ASCII text config file containing category information for
main program file.
2.CF2 ASCII text config file containing category information for
main program file.
MONO.SCR Closing credit and copyright screens for monographics.
COLOR.SCR Closing credit and copyright screens for color graphics.
UPDATE.FIX Text file that keeps you updated as to the differences
from earlier versions to the latest.
REGISTER.FRM Registration form for those who would like to register
with author.(Stongly encouraged. Programmers eat too!)
90SAMPLE.DAT Sample data file as a tutorial to use with (P.F.A.S.)
PERSONAL FINANCIAL ACCOUNTING SYSTEM
PRINTDOC.BAT Type "PRINTDOC" at Dos prompt to print full documentation.
PERSONAL FINANCIAL ACCOUNTING SYSTEM version 1.9 is a small
business/personal checkbook manager designed to make bank
reconciliation absolutely painless. PERSONAL FINANCIAL ACCOUNTING
SYSTEM provides the necessary information to get through any bank
reconciliation statement. It can handle up to 1000 transactions in
one account file for the full year. You can have as many as 20
working account data files in each hard drive subdirectory or
floppy disk. An outstanding feature lets you define up to TEN
different customized charts to properly categorize all your
transactions. This is very much like a chart of accounts in a
general ledger program. Each transaction can then be included in a
neatly detailed expenditure report according to the nature of the
expenditure for any date specified fiscal period within the year.
This is a strong plus at tax time and for budget purposes. You also
have the full ability to edit, insert new or delete current
transactions and sort your transactions by Date, Check#/Deposit,
Issued To and even by $Amount. The current balances are posted at
the top of the screen to let you know how any transaction has
affected your bottom line at anytime, any place in the file.
File Pg. 1
The program can search out transactions by date, check number, or
by the nature of the expenditure by its "issued to" contents. If
you search out by "issued to", it will list on the screen and/or
printer all like transactions and sum the amounts at the bottom of
screen again within any specified fiscal period within the year.
This is useful if you would like an "on the spot" glance of a
category expenditure without printing the expenditure report.
P.F.A.S. offers just enough, clear instructions to get any beginner
user off the ground quickly in computing. The program has enough
structure in it to guide any newcomer in computing through the
program without confusion or puzzlement but not "boging" down the
experienced end user. The screens look very similiar to many DBASE
programs in their style of screen prompting which are the least
ambiguous of any screens used. The screens switch to monochrome or
color automatically when using Hercules, MDA, mono adapters or CGA,
EGA or VGA color adapters.
PERSONAL FINANCIAL ACCOUNTING SYSTEM can issue date specified
report to screen and/or printer:
- expediture report by user defined categories for budget
and tax purposes.
PERSONAL FINANCIAL ACCOUNTING SYSTEM can search and list
transactions to screen only or printer too:
- by any whole or partial "issued to" name and add
dollar amounts at bottom of screen of those items
searched. Search may also be contained in a fiscal
period within the calendar year in the file.
- by date
- by check number
PERSONAL FINANCIAL ACCOUNTING SYSTEM can list transactions to
screen only or printer too:
- transaction to transaction number
- date to date
- total transactions
File Pg. 2
FILE2476.TXT
Disk No: 2476
Disk Title: PFAS 2 of 2 (#1129 also)
PC-SIG Version: S1.9
Program Title: Personal Financial Accounting System (PFAS)
Author Version: 1.9
Author Registration: $25.00
Special Requirements: None.
PERSONAL FINANCIAL ACCOUNTING SYSTEM (PFAS) is a small business
checkbook manager to make bank reconciliation much faster and easier.
PFAS provides the necessary information to get through any bank
reconciliation statement. It can handle 1000 transactions for each
account for a full calendar year. An outstanding feature lets you
configure a customized chart of accounts to properly track your
expenditures. This is a strong plus at tax time.
PFAS has full edit, insert, and delete features, and the current
bank balance and true account balance are posted at the top of the
screen. You can issue date-specified reports to the screen and/or
printer. You can search and list transactions to screen only, or
printer, by any whole or partial "issued to" name, by date, or by check
number.
Screens look very similar to many dBase programs in their style of
screen prompting. As a result, PFAS offers good, clear-cut instructions
to get any beginning user off the ground quickly.
PC-SIG
1030D East Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1989 PC-SIG, Inc.
GO.TXT
╔═════════════════════════════════════════════════════════════════════════╗
║ <<<< Disk #2476 PERSONAL FINANCIAL ACCOUNTING SYSTEM (PFAS) >>>> ║
║ (Disk 2 of 2, also #1129) ║
╠═════════════════════════════════════════════════════════════════════════╣
║ To print the documentation, insert Disk 2, type: PRINTDOC (press Enter) ║
║ ║
║ ║
║ NOTE: Before continuing with the following directions, make a backup ║
║ copy of the program. A counter is activated when the program ║
║ is opened or "browsed." Use the backup copy to install PFAS on ║
║ your hard drive. ║
║ ║
║ ║
║ To browse program temporarily, insert Disk 1, type: PFAS (press Enter) ║
║ ║
║ To install for full use, insert Disk 1, type: INSTALL (press Enter) ║
║ ║
║ ║
║ (c) Copyright 1990, PC-SIG Inc. ║
╚═════════════════════════════════════════════════════════════════════════╝
PFAS.DOC
AUTHOR COMMENTARY
I believe that software should be no harder to buy than a book or
magazine. I believe that the shareware concept will help evolve a
new way of marketing PC software. The new "niches" to marketing PC
software in the future is to provide software that:
1. provides practical features that will bring
80%-100% usage for the dollar paid. The
percentages are now around 20%-40% usage for
commercial pkgs. This suggests too many superfulous
"bells and whistles" that won't be used. Usually
when a predominate need has been met, the user
"plateau's out" and no increased "power usage" is
learned. Hence, the PC owner is using a small
percentage of the total dollar paid for the
product. Most users complain that it is too
belaboring and painful to learn more features even
though it may benefit them later. PC consumers are
usually encouraged to buy more than what they need.
2. that the "learning curve" time be decreased by
using more apparent and intuitive screens with "on
the spot" help screens when furthur instructions are
needed.(No more than two screens per function). This
would decrease the need for thick and involved
manuals if not eliminating the manual completely.
3. with items 1 & 2 in place, the cost per package
could be decreased to "bookstore" prices.
4. each package would have an introductory booklet
displaying the menu screens and other "picture
examples" to quickly and accurately show the features
and attributes of the program. This way the buyer
could browse software as easily as he could a book or
magazine.
I believe the emphasis should be more about approach to "apparent
learning" and "ease of productive use" than so called "power use"
of monumental content.
PERSONAL FINANCIAL ACCOUNTING SYSTEM will continue to strive to
have all the above criteria in place. Please stay tuned!
TITLE -------------- : PERSONAL FINANCIAL ACCOUNTING SYSTEM
COPYRIGHT (C) 1987,1988,1989,1990 PC SOFT-E
FILES -------------- : PFAS.EXE
PFAS.DOC
MONO.SCR
COLOR.SCR
1.CF1
1.CF2
2.CF1
2.CF2
EPSON.EXE
EPSON.DOC
90SAMPLE.DAT
INSTALL.BAT
PRINTDOC.BAT
PFASBKUP.BAT
PFASRSTR.BAT
REGISTER.FRM (for registration)
FILE.TXT
REVIEW.TXT
CATEGORY.MNU
UPDATE.FIX
READ.ME
DATE OF RELEASE ---- : 10/5/90 Release 1.9 and (British) 1.9Z
AUTHOR ------------- : Phillip C. Esch
PC SOFT-E
224 W. Hatcher Rd.
Phoenix, Az 85021
602-997-8894
MINIMUM
HARDWARE REQUIREMENTS: 640K of memory
two floppy drive 360k system
- or one 1.2 meg 5 1/4" drive
- or one 720k 3 1/2" drive
monochrome or any color graphics
Prefer DOS 3.1 or later
(Note: Cannot guarantee best
results with older DOS..
THANK YOU IN ADVANCE
I want to thank everyone who has helped me with this software,
especially my brother Roger and a good friend, Wayne Wilson from
New Zealand, who were instrumental in helping me find some real
problems by being my true blue "friendly users". If you find
PERSONAL FINANCIAL ACCOUNTING SYSTEM useful to your home or
business, you really should register with the author and get the
latest update. See registration form print out for instructions on
how to register.
1
LICENSE AGEEMENT INFORMATION
This software is sole property of PC SOFT-E and may not be bundled
with other hardware and/or software without first arranging a
licensing agreement with PC SOFT-E. PERSONAL FINANCIAL ACCOUNTING
SYSTEM may be included on a diskette to be sold at a nominal price
per disk as a shareware item only and that the disk include only
the PERSONAL FINANCIAL ACCOUNTING SYSTEM files and that no other
software be promoted on the same disk.
For shareware distributors, I need only a written notice of intent
to distribute PERSONAL FINANCIAL ACCOUNTING SYSTEM files as a
shareware distributor, business name and location, and any label
designation assigned to the PERSONAL FINANCIAL ACCOUNTING SYSTEM
disk.
PERSONAL FINANCIAL ACCOUNTING SYSTEM may not be sold across any
"store front" counter or as a mail order item for commercial profit
without obtaining written agreement from PC SOFT-E. PERSONAL
FINANCIAL ACCOUNTING SYSTEM (P.F.A.S.) is copyrighted material. You
may not make any changes or modifications to the files PFAS.EXE,
PFAS.DOC, COLOR.SCR or MONO.SCR; you may not decompile or
disassemble the file, PFAS.EXE. You may not rent or lease it to
others. Operators of electronic bulletin board systems may post
(P.F.A.S.) ARC or ZIP files for downloading by their users without
written permission only as long as the above conditions are met.
End users may make copies of all P.F.A.S. files contained in the
ARC or ZIP file as long as no fee is charged. A fee may be charged
for access to the BBS as long as no specific fee is charged for
access to the P.F.A.S. files.
GENERAL INFORMATION
This documentation will give you a general overview of each feature
of the program and will cover areas where there might be questions.
I have tried to keep things simple and as "user friendly" as
possible. Effective software is software that is simple and
powerful at the same time. But that doesn't mean to say that there
won't be questions. Hence, you will find my phone number and
address on page 1 of this documentation.
Once the main menu is on the screen, you will see some interesting
options that I'm sure you'll want to discover. I will cover every
option of the menu by highlighting certain aspects of those
options. Generally, every prompt that asks for dates with (MMDD)
should be entered month and day as in "1231" for December 31 or
"0123" as January 23. Most prompts will show options to escape out
of any situation, such as "M" for menu or "Press Any Key to
Continue..." or "Y/N". If you find no immediate escape out of a
situation, the "Esc" key will get you back to familiar territory.
If the program finds an error such as forgetting to turn on the
printer, a window at the bottom of the screen will appear. The
window will list the program location number and error message. You
have the option then to (R)etry,(N)ext,(M)enu or (S)top. If the
problem has been corrected, then choose "R" to retry. If (R)etry
continues to be unsuccessful then try (N)ext or (M)enu. If all else
fails, you will have to (S)top and reload P.F.A.S. again. If (S)top
continues to be the only option that works, please notify me as the
stop message indicates. But please try all other options first.
2
THE INVERSE INPUT WINDOW STRIP - EDIT COMMANDS
All data input is prompted by the "Inverse Input Window Strip". For
monochrome users, inverse is black letters on white background
and/or white underline with black background for data input. For
color users it will be white letters on blue background and/or red
letters on yellow background. Within this strip, the cursor is
waiting for you to type from the keyboard. If you type to the end
of the input strip, one of two things will happen. Either you will
hear a beep with the cursor stopping and going no further or the
cursor will go on to the next input window strip as in the case of
the main data input screen. (Choice #1 from the Main Menu).
The following are keypad edit commands:
"Home" = the cursor is put at the beginning of the text.
"End" = the cursor is put at the end of the text.
"Ins" key = the cursor will change to a full block and you may
insert a character from the keyboard.
"Del" key = the cursor will move to mid character point and delete
a character to the right of the cursor position for
every "Del" key pressed. (Please be aware that the
"Del" key is used a little differently when inputing
dollar amounts at the main data input screen. As you
will notice, the dollar amount window keeps the cursor
to the far right and will delete the whole number at
once. Experiment with it and you will see how it
works.)
"Right arrow/Left arrow" = will move cursor the right or left of
present cursor position.
"Ctrl-Y" = (press and hold the "Ctrl" key while pressing
the "Y" key at the same time). Delete text from cursor
point to end of line. If the cursor is in the first
position, then the whole line will be deleted.
CREATING NEW ACCOUNT FILES OR OPEN EXISTING ACCOUNT FILES
Just for practice, load in the filename "90SAMPLE" (Option #3 of
the Main Menu). The next screen will prompt you with "Enter Drive
A, B, C or (Esc) to Menu". If the ".DAT" file is on C: drive press
the "C" key, etc. The list of ".DAT" files will appear on the
screen. Use the up/down arrow keys to move the inverse input window
strip to the desired account file name and press "RETURN" or
"ENTER" key. If the file you want to load is already high lighted,
which means that the file is already loaded, then you can press the
"Esc" key to get back to the main menu. Pressing the "RETURN" key
will reload the file.
To create a new account file, just move the inverse input window to
an empty space and type in the new account name. Please start the
account name with the year first. An example would be, "90" or
"90CHECK" or "90SAVING" or "90ACCT1". P.F.A.S. gets it's year
3
reference for reports, etc. from the account name. You may with the
same inverse window, rename an account file by typing over the
existing file name. And, if you need to delete an account file,
overtype the letters "KILL" over the account name with no other
letters showing and press the "RETURN" key. I can't say enough
about the judicious use of this feature. The rule of thumb is press
the "Esc" key when in doubt. When exploring P.F.A.S., please use
the "90SAMPLE.DAT" file for your trial and errors, first.
PFAS.EXE uses memory for speedier searchs but when an edit or new
transaction occurs, the file on disk will be immediately updated to
reflect the change. Memory has an exact image of the account file
on disk. Remember that an account file can have up to 1000 entries.
After the transactions have been loaded, the last nine transactions
will be listed on the screen.
THE MAIN DATA INPUT SCREEN
The last nine transactions listed after loading the account file
will put you automatically in the data input screen. Otherwise, to
get to the main data input screen, choose option #1 from the main
menu. At the bottom of the data input screen, there is a menu
that gives control information. Try each control and see how they
work. For example, if you press the tab key, the inverse input
window will advance to the next input for data entry. It will be
given that you will press the "RETURN" or "ENTER" key at each data
entry point when entering new or editing existing information. To
start a new transaction data entry line, press the down arrow key.
Also a new data entry line will be created when pressing the
"RETURN" key at the "ISSUE TO" data point, assuming that you will
want a new transaction each time. However, please make note that
the new transaction data entry line will not be fully created until
you begin to enter data. When sorting or finding info (Alt-F), the
last data entry line will only be included for the function if you
have pressed the "RETURN" key at any of the data input points on
that line. Press "F10" to see your true last line of data.
DATA ENTRY POINTS ON THE INPUT SCREEN
The first data input point is the date. The date input is strickly
numeric. Just type (MMDD) as "0101" for January 1st to "1231" for
December 31 as examples. The next data entry is the check number or
deposit designation. The number can be up to 8 digits long. To
designate it as a deposit, just type the letter "D" or "d" and
press "RETURN" key. The word "DEPOSIT" will automatically be typed.
Notice how the balance at the far right is affected. If your
transaction is a "DEPOSIT" then the balance will reflect an
addition when you type in the the dollar amount. Similarly, you
will notice a subtraction if you have typed in a check number. For
your convenience the check number is automatically advanced so that
all you need to do is press the "RETURN" key to minimize
keystrokes. This also applies to the date as well. As mentioned
previously, the dollar amount input will enter digits from the
right. Just type the digits in the order in which you see them and
the decimal point will take care of itself. Again this is to
minimize keystrokes.
4
SORTING THE DATA FILE ON THE INPUT SCREEN
<<Please be aware that the P.F.A.S. preferred "DATE" sort will be
permanent on disk while all the other sorts are temporary in
computer memory.>>
The sort feature is probably one of the most helpful for organizing
your account file. This will be especially useful when printing
your entries. (See option #2 from the main menu.) "Alt-S" will give
you the option to sort on all the data types including $AMOUNT. If
you are loading in an existing, first time P.F.A.S. file, please
sort by "DATE" first. This will put all your transactions in the
P.F.A.S. preferred order. You will notice that the sort will also
rebalance the file and will rewrite it to disk. This sort not only
sorts the dates but also puts the check numbers and deposits in
numeric order within those dates with the deposits listed first for
each date. That is why the "DATE" sort may take a little longer
than the other sorts. If your data entry sequence does not follow
date order sequence as in the case of batching deposits for data
entry, don't forget to "DATE" sort after the data entry is
completed.
If on the other hand, you decide that you don't want to comply with
the preferred "DATE" sort, please do not use the "DATE" sort for
this will permanently reorder the file to disk. Instead, it will be
assumed that your preferred order is the order in which you have
manually assenmbled or entered the data. To know which sort you are
in, please notice the upper right screen. Even if you do not
actually sort for "DATE", P.F.A.S. will assume that you are in the
preferred sort when in the "DATE" mode. To quickly revert back to
the preferred mode from a temporary sort, type "Alt-R" for
reloading the file from disk. This is the correct way to get back
to the preferred ordered sequence.
When you sort by CHECK#, ISSUE TO or $AMOUNT, the sort is
temporary. However, it will allow you to make edit changes to the
entries and still maintain proper "end balance" computation and
proper transaction sequence for the screen and disk file. You will
notice however, that P.F.A.S. will not allow you to add new entries
at the end of the file nor edit the BEGIN BALANCE at transaction #0
as only the preferred "DATE" sort will allow. Also the insert,
delete, mark and unmark functions do not work in the temporary
CHECK#, ISSUE TO or $AMOUNT sorts.
Please experiment with the sample file first if you have any
questions about how the sorts work. The sample file has already
been sorted by "DATE".
INSERT/DELETE FUNCTIONS ON THE INPUT SCREEN
The control function, "Alt-I" will allow you to insert a new entry
anywhere in the database. After an entry has been inserted, it will
be labeled in the "ISSUE TO" entry point as "INSERTED ENTRY". Think
of the file as a vertical file of cards that are spring loaded.
When a new entry is inserted, all entries below that point are
advanced to a new transaction number. Reversely, if "Alt-D"
function is used, all entries below the deleted entry, snap back to
their new transaction number one place further up the file. "Alt-I"
and "Alt-D", insert and delete respectively, will work only in the
"DATE" sort mode.
5
OTHER USEFUL CONTROL FUNCTIONS ON THE INPUT DATA SCREEN
The following is a list of all the control functions on the input
data screen some of which have been previously discussed.
Tab key = advance to next data input point on data entry line.
Alt-S = Sort account data file from sub-menu.
Alt-G = Goto any transaction number in the account file.
Alt-F = Find any information in any of the entry points.
RETURN or ENTER key is to search "forward" or further
down the file from the current transaction entry number.
Alt-B is to search "backward" or further up the file
towards the beginning from the current transaction entry
number.
Alt-C = to refer to the category chart codes when needed. (See option
#5 and #6 on main menu.)
Alt-I = insert new transaction data line.
Alt-D = delete old transaction data line.
Alt-R = reload preferred original sorted file from disk.
F9/F10 = go to first and last transaction, respectively.
F1/F2 = mark/unmark transactions for bank reconcilation
up arrow/down arrow = move transactions up and down from data entry
point, one at a time.
PgUp/PgDn = list full screen of transactions up and down the file.
Esc = escape back to Main Menu.
BANK RECONCILIATION
At the bottom menu in the data input screen, you will notice the
options, "F1/F2 = Mark/Unmark Reconciled Trc#". When you get your
bank statement for the month, you will be able to mark the checks,
deposits and ATM activity by pressing the F1 key at the respective
transaction. At the top of the screen, you will notice two
balances. One is "YOUR BALANCE" that reflects the balance for all
the transactions entered. The other is "BANK BALANCE" that accounts
for the marked transactions from your bank statement. If you have
marked all the transactions necessary for bank reconcilation, the
"BANK BALANCE" will equal to the balance in the bank statement. Its
just that simple. To unmark any transaction, move the input cursor
to the transaction with the "smiling face" symbol in the "ISSUED
TO" column with the arrow or PgUp/PgDn keys on the key pad and
press F2 key. The "BANK BALANCE" will immediately reflect the
change. If you need to "refresh" the "BANK BALANCE" to make sure
that it reflects all changes, just press F2 any time. Use the
sample data file and experiment with it to see how it works.
The sample data file, 90SAMPLE.DAT, shows both balances are the
same. This is because all the entries were marked. As you unmark
any of the entries, it will show a different "BANK BALANCE".
6
By the way, marking and unmarking is only allowed when you are in
the "DATE" sort. (Look in the upper right corner of the screen to
see which sort you are in.) Any other sort, takes away any
reference to marking/unmarking until you re-sort by "DATE" or
reload with "Alt-R".
ATM'S
If you use the ATM (Automated Teller Machine), you may assign any
kind of number sequence you like to denote ATM transactions in the
check number entry. The check number value can be as high as
99999999. Just make sure that the ATM or any other number sequence
does not conflict with the normal check number sequence.
EXPENDITURE REPORT PRINTOUT
I think you will find the printout report especially useful when it
comes tax time. P.F.A.S. allows you to categorize all of your
entries according to code letter/number sequence of any length
separated with a hyphen "-". This would be an excellent way to keep
track of your deductable items.
Option #5 from the Main Menu allows up to ten user defined category
files. There are two provided as examples, called "HOME" and
"TAXES". To define a new category file or rename another, type the
name while in the Category file menu window press the RETURN or
ENTER key.
Option #6 provides the user the ability to edit, add, insert or
delete any category entry from within P.F.A.S. Option #6 from the
Main Menu will bring up two windows. The first window lists out the
standard categories and the second window lists the sub or
dispersement categories. Each has the capacity of 132
expenditure/income categories or 6 pages of 22 entries. "PgUp" and
"PgDn" keys will advance to the desired page in the window, the
"F1" key toggles the input strip from one window to the other and
the "Esc" key will get you back where you started from. Another
control that is not listed on the screen is "Alt-P". This control
will print out the two category files on the printer as another
convenient reference when determining what code will be assigned to
each new data entry at the "ISSUE TO" point when entering new data
in the input data screen. To start a new category file, just name
it first in option #5 then choose option #6 from the main menu or
"Alt-C" from the input data screen and begin typing in your own
codes. Just be sure to place a "-" between the code and discription
of the code. The HOME example provided should be a good guide to
follow.
The code letters/numbers separated by a hyphen in the category file
is what P.F.A.S. looks for to match up your entries for the
expenditure report. For example, if you have a listing in the HOME
- CATEGORY window of H-HOUSEHOLD ITEMS, all of the entries in the
account data file with the first letter H-SMITHS DRUGS or
H-WALGREENS will be included together in the expenditure report
under the category H-HOUSEHOLD ITEMS. Letters and/or numbers
(alphanumeric) can be used for the code designation. For those who
are using a standard chart of accounts for the business, one could
use the same four digit account numbers-nature of
expenditure/income. Example: 6000 to 7999-(Names of expenses).
7
You will probably find that you will need to incorporate an
appropriate code letter/number sequence to the budget category file
(option #6) to allow for miscellaneous and extemperaneous entries
that would cover interest earned, service charges or any other
miscellaneous charges. You may incorporate your own defined number
series for automatic withdrawals or deposits. When you enter data
in the data input screen, you may put a (-) sign in front of the
dollar amount to allow for numbered credits to the file such as
interest earned instead of denoting those transactions as
positive(+) dollar deposits. The negative amount with check numbers
does the same as if the amount were entered as a deposit. (See data
file 90SAMPLE.DAT and how the entry "IE-INTEREST EARNED" is
applied.)
The sub or dispersement file is meant to be an extension of the
main category listing. For example, if you want to know what you
spent just at H-SMITHS DRUGS and H-WALGREENS separately, you would
then list those two sources of expenditures in the HOME -
DISPERSEMENT window as a way of designating dispersement for the
main category of H-HOUSEHOLD ITEMS. Go to option #6 in the Main
Menu to see the examples.
Now let's go to option #4 to actually produce the report with the
the category codes in place. After hearing the complaints of how
the expenditure report was such a paper waster in previous releases
of P.F.A.S., I set forth to implement a suggestion that I received
from Wayne Wilson from New Zealand. First, when option #4 is chosen
from the Main Menu, you will notice that P.F.A.S. detects a report
file previously defined. I put a sample screen report file on the
disk so that you can see how the report can be put to screen first
and then to the printer frame by frame. To view the file on disk,
press the "Y" key to say yes to view the current report file. Use
the "PgUp" and "PgDn" keys to page through the file frame by frame.
This file is the short version report which is an option you can
choose when compiling the report. That option will be covered later
when we make an actual report from scratch. "PgUp" and "PgDn" keys
will take you to any part of the report frame by frame. The
"F9/F10" keys will take you to the first or last frame
respectively. Each frame contains evenly segmented parts of the
report so that one could be selective in its final printing. If the
whole report was not required for printing, just page to the frame
desired and press "Alt-P" and you will notice that only the printed
portion of the frame is printed. With "Alt-P" it is very easy to
print frames together or separately for a whole or partial report
from the screen to the printer.
To actually make a report, lets go to option #4 from the Main Menu
again. Instead of answering "Y" to viewing the current file on
disk, press the "N" key. Now the window will prompt you for a start
and end date. Type "0101" for the start date and "0131" for the end
date. After answering, "Y" to "Are You Sure?", you will be asked to
choose between creating the (M)ain or (S)ub-Dispersement Category
report or (B)oth reports, either (L)ong or (S)hort forms to either
(S)creen only or (P)rint only. Lets choose "B" for both categories,
"L" for long form and "S" for the screen. If you have an Epson or
Epson compatible printer, the last question can be answered "Y".
This allows for a nicer printout. If you just want to inspect the
report on the screen only, answer "N". Immediately, the screen will
blank and begin to print the opening screen then blank again as it
calculates and assembles the report frame by frame. After the
report is finished, press the "Y" key to say yes to view the
8
current report from disk. Use the "PgUp" and "PgDn" keys to page
through the file frame by frame.
All new reports will erase and cover over any previous report file.
If you want to keep any previous information, please print out the
required frames first before compiling another report. Please
experiment as many times as you need to get the feel for what is
happening. Of course, you always have the option to print the
complete report straight to the printer bypassing any screen action
if you know that is what you need. (I am kind and allow you to
"Esc" escape out anytime, while in the "direct to printer" mode.)
SEARCHING AND PRINTING TRANSACTIONS
The Main Menu #2 is for the purpose of viewing and/or printing
categorized entries from the ledger which can be very useful and
interesting. (Do not confuse this with "Alt-F" or "Find" while in
the data input screen.) The sub-menu option #1 asks you whether or
not you would like to establish a fiscal period from which to
search. If you answer "N" or no, it will search the whole file.
Otherwise it will search only within that fiscal period. Let's say
you want to search out all of your insurances. Enter the code
letter "I" and all of your insurances will be listed. However,
suppose you want to list out only your car insurances. Let's say
you forgot how they were entered except that you're pretty sure
they were listed under "STATE FARM". To find out, just enter "I-S"
or "I-STATE" or "I-STATE FARM". The search string that will be sure
to include all "STATE FARM" would be "I-S". Be sure to notice that
there will be a total amount listed at the bottom of the screen in
the amount column. This is very nice if you want to check a total
of expenses or income at a glance and didn't want to use the
report.
From that same sub-menu you can see that there are other options to
list your transactions to screen and/or printer. You will find that
just putting your checks out on paper instead of dealing with the
checkbook ledger is so much easier to track. After working with
P.F.A.S., you will find that you won't need to rely on the
checkbook ledger as much. Of course, you should still keep account
of your checks as you write them if for nothing else but to enter
them into the computer.
BACK-UP AND RESTORE FEATURES FOR HARD DRIVE USERS
Options "B" and "R", back up and restore, allow the user to back up
the ".DAT" files more conveniently from within P.F.A.S. There are
two ".BAT" files provided that will back up and restore your ".DAT"
files given that the "BACKUP" and "RESTORE" DOS utility files are
in the subdirectory, "C:\DOS". If you need to taylor the back up
and restore features to another utility such as PCTOOLS or FASTBACK
etc., you may use your word processor or text editor to load each
".BAT" file and change the contents accordingly. However, please do
not change the file names, "PFASBKUP.BAT" or "PFASRSTR.BAT". Also
be sure to save the files out in "unformatted" ASCII form. A small
text editor or processor would suit best for this work. You may use
EDLIN, which is provided with DOS.
To be real easy about it, you could insert the line in the file
"PFASBKUP.BAT" as follows: COPY *.DAT A:. "PFASRSTR.BAT" could
have the line: COPY A:*.DAT. The disadvantage to COPY command
instead of BACKUP or RESTORE is you will get a "Disk Full" error if
9
you run out of disk space during the transfer. BACKUP and RESTORE
utilities allow full usage of disk space on each required
successive disk until transfer is complete.
EPSON PRINTER CONFIGURATION
You will notice that option #7 on the main menu allows the user to
configure an Epson or Epson compatible printer. This option uses
the file "EPSON.EXE" supplied on this disk. You may also use
"EPSON" outside the P.F.A.S. enviornment if you wish. Read the
Epson documentation text, EPSON.DOC, for more details about this
file.
HARD DRIVE SYSTEM INSTALLATION
The file "INSTALL.BAT" is a new file to correctly install the
necessary files onto the hard drive. Just type "INSTALL HD" from
the "A:>" prompt with P.F.A.S. program disk #1 inserted in A:
drive. I tried to make the instructions as simple as I could. If
you have any questions, you may call me at the phone number listed
above and ask for Phil.
FLOPPY DRIVE SYSTEM INSTALLATION
If you would like to make a bootable disk exclusively for the
P.F.A.S. program files, format and pass the system over to a new
disk. To do this, put a new disk in drive B: and your DOS system
disk in drive A: and type at the "A:>" prompt: 'FORMAT/S B:' (See
your DOS manual if in question.) After you have formatted and
transferred the system to your new disk then label the new
formatted disk as #A-PFAS PROG. (The installation procedure,
"INSTALL" will refer to this disk name later.)
An optional tip to make things more convenient, create the file
"AUTOEXEC.BAT" on the #A-PFAS DOC by typing at the B:> prompt,
'COPY CON AUTOEXEC.BAT '.
With the cursor waiting, type in the following:
(It is given that you press the "Return" Key after each line.)
CLS
DATE
TIME
PFAS
The last keystroke will be a 'CTRL Z'. Hold down the 'CTRL' key and
then press the 'Z' key. This will copy the above instructions to
the file "AUTOEXEC.BAT". What this does is upon immediate boot, the
screen will be cleared or blanked, it will prompt you for the date,
time and then will run the P.F.A.S. program automatically for you.
To start the installation for floppy drive systems, insert the
original P.F.A.S. Disk #1 and type "INSTALL FL" at the "A:>" prompt
and follow its instructions.
NOTE: In a TWO FLOPPY DRIVE SYSTEM, putting the expenditure report
in option #4 to the screen from the main menu may be limited and
you may get a "Disk Full" error. If that is the case, you will have
to print the report direct to the printer.
10
If however, you have a 5 1/4" or 3 1/2" high capacity floppy drive,
there should be no limitations to any function. Also with the high
capacity drive, the file "90SAMPLE.DAT" and the other ".DAT" files
could be copied to the same program disk as well, eliminating a
need for drive B:, depending on data storage requirements.
FAMOUS LAST WORDS
I cannot guarantee that you will not run into a program error or
"bug". Even commercial programs have a bug or two. However, you can
be assured that every precaution has been taken to minimize any
catastrophic errors. I would appreciate any word on these "bugs" if
and when they occur. That way, we all can benefit. Please include
the situation in which the error occured and the error window
information. I have discovered all of the real major problems.
However, please exercise all file keeping protective practices. One
of which I can't say enough about; maintain backup data files!
I would advise that you practice all options on the sample file,
"90SAMPLE.DAT", to get a full understanding of its operation before
you actually create your own database. GOOD LUCK!
TELEPHONE ASSISTANCE AND SUPPORT
If you have any questions about anything that has been discussed in
this documentation or other questions including "DOS", you may give
me a call at 602-997-8894. If you give me your phone number, I then
can call you right back. That's about as close to an 800 number
service that I can get.(Registered users only, please?). All
international calls, are on there own nickel! If you would like to
write, use the address on page 1 of this "doc".
NEXT RELEASE
Version 2.0 + will include the ability to print checks, facilitate
other fiscal years as well as the calendar year, provide HELP
screens, and include more than one account in the expenditure
reports. Be assured that we will continue to keep SIMPLICITY as
its prime directive for the new computer enthusiast. All data from
previous releases of PERSONAL FINANCIAL ACCOUNTING SYSTEM will be
completely forward compatible.
DISCLAIMER
PC SOFT-E made a sincere effort to ensure the accuracy of the
material described herein; however, PC SOFT-E makes no warranty,
expressed or implied, with respect to the quality, correctness,
reliablity, currentness, accuracy, or freedom from error of this
document or the products it describes. PC SOFT-E makes no
representation or warranty with respect to the contents hereof and
specifically disclaims any implied warranties of fitness for any
particular purpose. PC SOFT-E disclaims any liability for any
direct, indirect, incidental or consequential, special or exemplary
damages resulting from the use of the information in this document
or from the use of any products described in this document. Mention
of any product does not constitute an endorsement by PC SOFT-E of
that product. Data used in examples and sample files are intended
to be fictional. Any resemblance to real persons or companies is
coincidental.
11
REVIEW.TXT
REVIEW OF PERSONAL FINANCIAL ACCOUNTING SYSTEM (P.F.A.S.)
PERSONAL FINANCIAL ACCOUNTING SYSTEM version 1.9 is a small
business/personal checkbook manager designed to make bank
auto-reconciliation absolutely painless. PERSONAL FINANCIAL
ACCOUNTING SYSTEM provides the necessary information to get
through any bank reconciliation statement. It can handle up to
1000 transactions in one file for the full year. You can have as
many as 20 working account data files in each hard drive
subdirectory or floppy disk. An outstanding feature lets you define
up to ten different customized charts to properly categorize all
your transactions for reports. This is very much like a chart of
accounts in a general ledger. Each transaction can then be included
in a neatly detailed expenditure report according to the nature of
the expenditure for any date specified fiscal period within the
year. This is a strong plus at tax time and for budget purposes.
You also have the full ability to edit, insert new or delete
current transactions and sort your transactions by Date,
Check#/Deposit, Issued To and even by $Amount. The current balances
are posted at the top of the screen to let you know how any
transaction has affected your bottom line at anytime, any place in
the file.
P.F.A.S. offers just enough, clear instructions to get any beginner
user off the ground quickly in computing. The program has enough
structure in it to guide any newcomer in computing through the
program without confusion or puzzlement but not "boging" down the
experienced end user. The screens look very similiar to many DBASE
programs in their style of screen prompting which are the least
ambiguous of any screens used. The screens switch to monochrome or
color automatically when using Hercules, MDA, mono adapters or CGA,
EGA or VGA color adapters.
The program can search out transactions by date, check number, or
by the nature of the expenditure by its "issued to" contents. If
you search out by "issued to", it will list on the screen and/or
printer all like transactions and sum the amounts at the bottom of
screen again within any specified fiscal period within the year.
This is useful if you would like an "on the spot" glance of a
category expenditure without printing the expenditure report.
Transactions can be listed to screen only and printer too by
transaction to transaction number, date to date or total
transactions in file.
Comments include:
"The sorts are fast"
"Easy access to data by variety of options"
"P.F.A.S. has the potential of managing simple or complex needs"
"Great for business or personal checking"
"Tidy program that leaves no assumptions about the user"
"Good, quick screen action"
"P.F.A.S. leaves you feeling in complete control of your finances"
Review Pg.1
Directory of PC-SIG Library Disk #2476
Volume in drive A has no label
Directory of A:\
PRINTDOC BAT 149 6-20-90 10:56p
PFAS DOC 40346 10-10-90 3:36a
EPSON DOC 1275 6-25-90 2:55p
UPDATE FIX 7298 10-11-90 5:40a
REGISTER FRM 1876 10-06-90 6:20p
FILE TXT 5516 10-11-90 7:26a
REVIEW TXT 3224 10-11-90 5:13a
READ ME 732 10-06-90 6:21p
GO BAT 38 8-22-88 3:06p
GO TXT 1540 1-01-80 9:18a
90SAMPLE DAT 4500 10-09-90 10:13a
FILE2476 TXT 2665 10-31-90 5:10p
12 file(s) 69159 bytes
87552 bytes free