Insta-Ledger Manuals
Contents
1. BEGIN AGAIN message The next piece of the Ledger Expense Record to be reguested will be the dollar amount The screen will display the following AMOUNT Enter the dollar amount of the transaction as reguested The system will accept amounts up to one million dollars Amounts of one million or over must be divided into multiple entries Again if you attempt to enter an amount over 999999 99 or less than 01 the screen will display the error message then clear and require that all the data for this transaction be re input When providing any dollar figures do not use a dollar sign or a comma as part of your entry The screen will next display the following ACCOUNT CODE XXX Enter the three digit Account Reference Number as requested Be sure that you have included this number on your previously established Chart of Accounts File If the number is not part of the Chart File an error will be created After you input the description of the expense the system will check the Account Reference Number against the Chart of Accounts File If no such number exists within the file the following error message will display THE ACCOUNT NUMBER YOU HAVE INPUT S NOT LISTED IN THE CHART OF ACCOUNTS NVALID INFORMATION BEGIN AGAIN INSTA LEDGER 11 The last data item to be requested is a description of the expense This is meant to be an elaboration of the Chart Title and give more detail of the expense itself The2. IND LA INSTA LEDGER BY JOHN C ANNALORO GENERAL LEDGER STYLE BOOKKEEPING SYSTEM FOR THE COMMODORE 64 COMPUTER 9929999 ooo MICROSCI 1983 MICROSCI Corporation COMMODORE 64 IS A TRADEMARK OF COMMODORE INSTA LEDGER GENERAL LEDGER STYLE BOOKKEEPING SYSTEM FOR THE COMMODORE 64 COMPUTER BY JOHN C ANNALORO MICROSCI INSTA LEDGER The INSTA LEDGER Financial System is a General Ledger Style Bookkeeping Program with Complete Data Retrieval and Report Generation Capabilities INSTA LEDGER is designed to be fully operable on Commodore equipment The program is compatible with the Commodore 64 series computers The system requires at least one disk drive such as the Commodore 1541 If the optional printer reports are to be produced a Commodore or compatible printer with interface may be used MICROSCI CORPORATION September 1984 1983 John C Annaloro All rights reserved under International and Pan American Copyright Conventions Published in the United States by Microsci Corporation No part of this publication may be transmitted or reproduced in any way including but not limited to photocopy photography magnetic or other record without prior agreement and written permission of the publisher DISCLAIMER Microsci Corporation makes no warranties either expressed or implied with respect to the program described herein its quality performance merchantability or fitness for any particular pur
3. 31 Deleting and Correcting Records 32 Record Sorting 33 Reorganizing the Data Disk 34 Checking Available Ledger Memory Space 34 Ending Program 35 Back up Files 35 Warranty Information 36 3 4 INSIA LEDGER Introduction INSTA LEDGER presents the basic fundamentals of accounting and bookkeeping for home finances or small business applications INSTA LEDGER has been designed primarily for those with no structured training in accounting practice yet who need to manage their financial records in a manner compatible with standardized bookkeeping principies and produce formal printed financial reports The outstanding feature of the program is the simple practical approach to the accounting system and the clear easy to understand documentation INSTA LEDGER is a General Ledger style financial bookkeeping system designed to make maximum use of your computer s abilities The program runs in color with all information uniformly color coded All user prompts and commands for example will display brightly in yellow throughout the program When the system is being used with a green screen or amber monitor user prompts and commands will display apart from the text for easy system control A major objective of the program is to treat each bookkeeping function as an independent activity This will help you in quickly mastering the System without diminishing the accounting concepts or program capabilities No com
4. Enter two digits for the month An input of 06 will produce all records for June Research Information amp Create Reports Entry 3 Ledger Account Number Search Finds all entries within a Chart of Accounts Reference Number grouping The screen will clear to display the following ACCOUNT NUMBER TO FIND XXX Enter a three digit Chart Reference Number An input of 520 would produce a report of all records with that Account Number Entry 4 Amount Search Finds all expense entries with a specific dollar amount The screen will clear to display the following AMOUNT TO FIND DO NOT USE DOLLAR SIGN OR COMMA USE DECIMAL POINT AND CENTS DIGITS 14 INSTA LEDGER Enter the amount you wish to find As requested use the decimal point and both decimal place digits An input of 20 00 will locate all expense records of exactly twenty dollars Entry 5 Type Cash Check Card Other Finds all expense entries made with a given payment medium The screen will clear to display the following SELECT CASH EXPENSE K CHECK EXPENSE R CREDIT CARD USE O OTHER EXPENSE As directed enter one of the four Two criterion search for ledger expense records A two factor search for expense records develops a report based on multiple pieces of information This function could be used for example to find all credit card purchases in May or how many checks were written on January 1st or
5. the number of banking expenses automatically deducted from your bank account Both screen displays and formal printed reports can be generated with this system feature When utilizing this function the system will clear to request the first criterion and display the following SELECT 1 SEARCH BY DAY OF EXPENSE 2 EXPENSES OF ENTIRE MONTH 3 LEDGER ACCOUNT NUMBER SEARCH 4 AMOUNT SEARCH 5 TYPE CASH CHECK CARD OTHER 6 SEARCH BY CHECK NUMBER symbols representing the expense type An input of R will produce a report of all expenses incurred by credit card use Entry 6 Search by Check Number Finds a given expense record by locating the check number on the file records The screen will clear to display the following CHECK NUMBER Enter up to four digits for the check number If there is a record in the Expense File containing that check number it will be produced A detailed explanation of each selection appears on the previous pages Enter a number The system will create a special Expense File of just those records that fall within the first category selected The screen will clear again to re display the selection menu Enter a second choice The system will search the special expense file to create your report An example of the screen display report can be found on page 15 An illustration of the printed report on page 16 If there are no records that satisfy both criterion the screen will clear to
6. will find the keyboard is controlled When numeric data is requested the alphabetic keys on your computer are disabled When descriptive information is requested only some non essential characters and graphic symbols do not function Date information is checked for accuracy automatically as are all other fields If you attempt to enter invalid information an error buzzer may sound and the system will request that the data be input again Lastly you may cancel a function at any time by entering three consecutive periods This will end the input sequence and return you to the system s MAIN DIRECTORY Open the first set of ledger files This section is for the first time use of the financial system A second use of this function could destroy records by erasing information on the Data Disk This sequence of tasks will be done only once First the system will format organize two blank diskettes to hold your financial records Then you will be guided through a logical progression of building an accounting records storage and retrieval system Step 1 Create a Data Disk Follow the screen directions that are displayed and remove the program disk from the disk drive unit Insert a blank unformatted disk into the drive This is now your Data Disk When the diskette is in press any key on the keyboard to continue Step 4 The screen will clear to display the file and the disk drive will whirl while the blank dis
7. RETURN key If you attempted to enter more or less than six characters the screen will clear and you will have to re enter the data If the date you input was acceptable the system will continue to the next question and display the following LEDGER ACCOUNT NUMBER XXX Enter the three digit Account Reference Number as requested Be sure that you have included this number on your previously established Chart of Accounts File Again if you attempt to enter more or less than three digits the screen will clear and you must re enter all the data Lastly the screen will display the following AMOUNT Enter the dollar amount of the transaction The system will accept amounts up to one million dollars Amounts of one million or over must be divided into multiple entries Again if you attempt to enter amounts greater than 999999 99 or less than DI the screen will clear and request that all data for this transaction be re input When providing any dollar figures do not use a dollar sign or a comma as part of your entry When your transactions have been completed you will be returned to the MAIN DIRECTORY HOW TO ACCESS SCREEN USE MAIN DIRECTORY Deposit Revenue To The Accounts ENTER 3 PRESS RETURN Single factor search for ledger expense records INSTA LEDGER 13 The Ledger Expense information search function gathers records from the Expense File and combines common groupings into special reports
8. automatically proceed to the next page of End of period totals by account class printed report This function provides a year to date or a period to date summary of all expenses and revenue The system totals all transactions then categorizes each by its account reference title A printed report s produced The report summarizes all activity in all account classes The format of the report is similar to the Monthly Income Statements so easy comparisons can be made for detailed financial analysis An example of the END OF PERIOD EXPENSE ACCOUNTING REPORT appears on the following page INSTA LEDGER 29 information An entry of Y for yes will convert the dollar amounts for all accounts displayed into a graphic display The bar graph diagrams plot the relative volume of each account After all REVENUE activity for the period has been displayed the system will provide EXPENSE information in a similar manner Again graphs may be produced on the screen with a single key stroke When all EXPENSE and REVENUE information has been given a last summary page will be displayed Expense totals will be subtracted from Revenue totals and the year s NET INCOME will be calculated and shown After the end of period or year to date report has been printed the system will provide the opportunity to graph the financial information The screen will clear to display GRAPH DATA Y N If you respond with an N you will be au
9. display the following ACCOUNT TITLE Here you may enter up to fifteen characters for the Account Title Press the RETURN key If you attempted to enter a title greater than fifteen characters long the following message will appear ACCOUNT TITLE TOO LONG The screen will clear to re request the Account Number and Title again and you must enter the data a second time At the completion of data entry all information will be recorded on the diskette in the Chart of Accounts File You will be automatically returned to the MAIN DIRECTORY HOW TO ACCESS SCREEN USE MAIN DIRECTORY Add New Account No amp Description ENTER 1 PRESS RETURN Account Ref Number HOME CHART OF ACCOUNTS Account Name 110 120 130 140 405 415 425 430 500 510 520 530 540 550 560 570 580 590 600 610 620 630 640 660 The examples illustrate two typical Charts of Accounts Design your own Chart of Accounts before House Vehicles Furniture Rental Property Primary Salary Second Income Interest amp Dividends Misc Income Entertainment Food Expenses Home Repairs Cable TV Utilities Taxes Insurance Costs Water Utilities Telephone Personal Expenses Professional Journals Gas Oil Medical Expenses Club Membership Clothing Misc Expense INSTA LEDGER BUSINESS CHART OF ACCOUNTS Account Ref Number Account Name 9 120 140 145 150 160 162 202 301 405 415 420 500 50
10. 05 3800 08 6021765 1766 98 821785 678 32 821785 450 90 222085 622385 22 INSIA LEDGER Revenue records Sample screen display REVENUE RECORD 060383 060583 062883 070583 072183 072183 080484 081583 082183 082583 082883 091383 092783 100783 101683 REVENUE TOTAL 420 420 405 415 405 405 420 415 415 420 405 420 420 415 415 1456 34 6 93 1976 00 30 50 1942 33 6721 49 400 00 30 50 30 50 1983 71 5821 32 299 32 108 42 30 12 212 33 21049 81 PRESS ANY KEY TO CONTINUE Month end income statement Screen display This function summarizes the budget activity of any given month for which data has been entered into the system The screen will clear to request the data necessary to retrieve the proper financial records and produce an on screen Income Statement The screen will display the following MONTH JAN 01 FEB 02 ETC Enter a two digit representation of the month desired then press the RETURN key The system will read the Ledger Expense File and the Cash amp Revenue File to make the calculations necessary to produce the report The REVENUE portion of the statement will appear on the screen first The total amount of revenue will display on the top portion of the screen along with the month of record At the bottom of the screen the system will display the following GRAPH DATA Y N HOW TO ACCESS SCREEN ist USE MAIN DIRECTORY Monthly Income Stateme
11. 3 520 522 530 534 550 565 580 585 Office Equipment Buildings Land Vehicles Furniture Fixtures Accounts Payable John Smith Capital Retail Sales Consulting Fees Commissions Earned Equipment Rental Exp Telephone Expense Utility Expense Office Rental Cleaning Fees Maintenance Costs Office Supplies Advertising Expense Salaries Paid Payroll Tax Exp loading the software for the first time and refer to your notes when putting the data on line Later this information may be reviewed printed changed or updated An example of a screen display of the Chart of Accounts is shown on page 19 and a sample print out on page 20 10 INSTA LEDGER Adding expense entries to the ledger The Ledger Expense Account File is designed to contain a listing of all outgoing funds and money spent Expense Accounts must be numbered at 500 or greater in order to appear on Income Statements and year end accounting reports Also as a convenience to the user Asset Accounts numbered 100 to 199 will appear on expense records This will allow you to list the cost of purchasing Asset items such as cars furniture land signs etc as an expense for reporting purposes When entering information the first data requested by the system will be the number of Expense Ledger Entries you wish to make Input that number and press the RETURN key The screen will then clear to display the following DATE OF EXPENDITURE MMDDYY Enter
12. 91883 279 08 32 INSTA LEDGER Deleting and correcting information This function is used to correct mis entered Expense Revenue and Chart of Accounts information The task is accomplished by removing the bad entry from the files You may then re introduce the proper information to your financial system by using MAIN DIRECTORY selections 1 2 or 3 For Expenses and Revenue the deletion procedure requires that you furnish the exact date as it appears on the record as well as the dollar amount of the entry The screen will clear to display DATE TO FIND MMDDYY Enter a six digit representation of the date two characters for the month first then the day then the year Press the RETURN key The system will respond with the next necessary data question AMOUNT TO FIND DO NOT USE DOLLAR SIGN OR COMMA USE DECIMAL POINT AND CENTS DIGITS As directed enter the amount as it appeared on the original entry and include the decimal point and both cent digit places Then press the RETURN key The system will search the files to find an exact match If one is found the entry will be deleted from your records The screen will display a message that the transaction was successful and display a copy of the now erased record in a manner similar to the following DELETED 102783 520 UTILITY EXPENSES 67 83 CHK 441 SEPTEMBER TELEPHONE BILL If you are correcting Chart of Accounts information the screen will re
13. 99 Number gaps are ordinarily left in between the account numbers in each block so that new accounts may be added when needed An example of two typical Chart of Accounts appears on the following page This system will accept any three digit account number from 100 to 999 For the purpose of producing reports however the following conventions must be observed when entering information Revenue must be numbered from 400 to 499 to be listed on your print outs as a Revenue Account Also owner equity accounts will conveniently display as revenue when numbered in the 300 range This allows all funds coming into the business from all sources to be documented Expense Accounts must be numbered at 500 or greater in order to appear on Income Statements and year end accounting reports Liability Accounts 200 to 299 may be entered into the system but do not appear on month end or year to date statements Net liabilities will be reflected as net loss on statements and reports that are produced on demand When entering information the first data requested by the system will be the number of accounts you wish to input Then the screen will clear to display the following ACCOUNT NUMBER XXX Enter the three digit Account Reference Number then press the RETURN key If you attempt to enter less than three digits or more than 3 characters you will be automatically returned to the ACCOUNT NUMBER XXX query Next the screen will
14. BEACH 45 08 030384 CHK 658 525 CAR REPAIRS NEW BRAKES FOR FORD 218 30 931284 CASH 519 FOOD GROCERIES lt gt 132 32 631384 CREDIT CARD 599 MISC EXPENSES FLOWERS FOR THE HOUSE 18 08 a 031484 CREDIT CARD 518 FODD GROCERIES BIRTHDAY PARTY 64 80 431684 CASH SES MEDICAL EXPENSE CDENTRL WORK DR HOLTZ 100 00 032184 OTHER 599 MISC EXPENSES BANK CHECKING CHARGE 7 32 8032304 CHK amp 659 540 UTILITIES ELECTRIC AND GAS 62 90 222484 CHK 8 67 580 TELEPHONE MCI CHARGES 90 82 0324894 CHK 671 Sep INSURANCE HOME POLICY RENEWAL 540 68 8 032504 CHK 8 672 570 CLUE MEMBERSHIP HEALTH SPA 30 00 422264 CREDIT CARD 500 ENTERTAINMENT VISA DINNER W SECRETARY 81 40 3015 20 e REVENUE E H T RY REPORT 838284 405 632 33 e 9821284 425 45 21 831784 436 1700 230184 425 168 00 e 932784 425 3630 00 TT 6235 54 e o End of period totals by accounting class screen displays This function summarizes the year to date activity for all data that has been entered into the system The Ledger Expense File and the Cash amp Revenue File will be read to make the calculations necessary to produce the report The Revenue portion of the statement will appear on the screen first The total amount of revenue will display on the top portion of the screen along with the title of this report At the bottom of the screen the system will display the following GRAPH DATA Y N If you respond with an N you will
15. BER 2 SEARCH BY ACCOUNT TITLE 3 DISPLAY THE CHART OF ACCOUNTS 18 INSTA LEDGER All expense records Sample screen display LEDGER INFORMATION SEARCH 060183 y 520 CK 265 061283 169 CK 266 061283 O 580 062283 534 062983 Y 503 CK 267 070283 120 CK 268 070483 Y 520 CK 269 071883 590 071983 Y 500 CK 270 072383 O 590 OFFICE RENTAL EXPENSE LEASE PAYMENT 5TH AVE SPACE FURNITURE NEW CHAIRS FOR RECEPTION AREA SALARIES PAID JUNE PAYROLL MAINTENANCE TYPEWRITER REPAIR TELEPHONE EXPENSE CHARGE FOR MAY MCI OFFICE EQUIPMENT TWO NEW FILE CABINETS OFFICE RENTAL EXPENSE JULY LEASE 5TH AVE SPACE MISCELLANEOUS EXPENSE FLOWERS FOR OFFICE EQUIPMENT RENTAL EXPENSE COMPUTER RENTAL MISCELLANEOUS EXPENSE LUNCH WITH STOCK HOLDERS PRESS ANY KEY TO CONTINUE 845 00 1261 64 4832 11 24 00 103 76 204 19 845 00 3 50 291 45 64 70 8475 35 Chart of Acounts Sample screen display CHART OF ACCOUNTS INSTA LEDGER 120 140 145 160 162 301 405 415 420 500 503 520 522 530 550 565 580 585 OFFICE BUILDINGS LAND FURNITURE FIXTURES J SMITH CAPITAL RETAIL SALES CONSULTING FEE COMMISIONS EQUIPMENT RENTAL TELEPHONE EXP UTILITY EXPENSE OFFICE RENTAL CLEANING FEES MAINTENANCE OFFICE SUPPLIES ADVERTISING EXPENSE SALARIES PAID PAYROLL TAXES PRESS ANY KEY TO CONTINUE 19 20 INSTA LEDGER Chart of Accounts Sample
16. ERSONAL EXP MAKE UP 57 80 070284 CHK 434 CABLE T V CHARGE FOR JULY B 670284 CHK 442 TELEPHONE BILL FOR JUNE 4 578384 CASH MISC EXPENSES CJENNY S5 ALLOWANCE 870464 CASH MISC EXPENSES FIREWORKS 16 68 676484 CREDIT CARD CAR REPAIRS TIRES AND TUNE UP 606 66 70784 MISC EXPENSES FLOWERS FOR GARDEN 5 92 671684 MISC EXPENSES MOM S BIRTHDAY 45 60 871284 CREDIT CARI CLOTHING SHOPPING SPREE IN N Y 1886 00 671484 CHK 444 HOME SECOND MORTGAGE 1668 66 671384 FOOD GROCERIES 671984 j FOOD GROCERIES DINNER PARTY 672864 CHK amp 452 CLOTHING PANTS FROM NEIMAN MARCUS gt 672184 CHK 466 j MEDICAL EXPENSE BRACES ON JENNY S TEETH CASH 5 ENTERTAINMENT MOVIES CHK 463 WATER CHK amp 464 MISC EXPENSES NEWSPAPER 472684 CASH MISC EXPENSES NEW KEY 672884 CHK 465 FUOD GROCERIES lt 672984 CREDIT CARD CLUE MEMBERSHIP HEALTH SPA CASH MISC EXPENSES STAMPS Display all expense records INSTA LEDGER 17 A screen display of the entire Ledger Expense File may be obtained by using this selection This function will only generate screen displays To produce a printed report use MAIN DIRECTORY selection 6 End of Period Accounting LIST ALL TRANSACTIONS At the end of the report you will be returned to the MAIN DIRECTORY An example of the screen display report is illustrated on the following page HOW TO ACCESS SCREEN tst USE MAIN DIRECTORY Re
17. RT Be sure to sort your accounting files before producing reports or doing any detailed financial analysis Sorting assures your data will appear in exact logical sequence INSTA LEDGER 25 Income statement Sample printed report OHIO ENGINEERING amp DEVELOPMENT INCOME STATEMENT FOR EHD OF MOMTH 1t 154 REVENUE RETAIL SALES 3296 68 CONSULTING FEES 3600 64 COMMISSIONS 4502 16 OTHER INCOME 2768 06 W SALE ACCOUNTS 4160 00 INTEREST INCOME 1629 32 INVESTMENTS 2666 68 TOTAL REVENUE 27021 42 EXPENHSES OFFICE EGUIF 6193 86 FURNITURE 4605 2 FIXTURES 2166 68 TELEPHONE EXP 741 16 UTILITY EXP 342 22 OFFICE RENTAL 2690 MAINTENANCE 305 68 OFFICE SUPPLIES 1296 86 ADVERTISING 3606 60 SALARIES 2305 DO PAYROLL TAXES 1606 68 MISC EXPENSES TOTAL EXPENSES NET INCOME 26 INSTA LEDGER Printed bar graphs of account totals After the Income Statement has been printed Two graphs will be produced one for revenue the system will provide the opportunity to graph and the second for expense records The scale the financial information The screen will clear to and range of the bar graphs will be automatically display the following calculated to accommodate the largest amounts GRAPH DATA Y N recorded If you respond with an N you will be Each graph will also include the total dollar automatically returned to the MAIN DIRECTORY If volume of either expense or revenue and the you answer Y th
18. TORY End Program ENTER 1 PRESS RETURN Back up files Making a copy of your records is a matter of significant importance This process eliminates the risk of losing all your accounting records or having to spend a great deal of time rebuilding the accounting files from receipts and bank records This copying procedure reads the records from the Data Disk then instructs you to remove the diskette and insert the Back Up Disk Your new accounting file is then duplicated exactly The new copy will replace any older version on the Back Up Disk Follow the screen directions carefully and insert each diskette as instructed The disk files are copied one at a time first the Chart of Accounts then the Cash and Revenue File and lastly the Ledger Expense File Store the Back Up Disk in a safe place This is your insurance of secure data HOW TO ACCESS SCREEN ist USE MAIN DIRECTORY Back Up Files And End Program ENTER 9 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Back Up Files ENTER 2 PRESS RETURN SCI MICROSCI A STANDUN CO Copyright MICROSCI DISTRIBUTED BY Corp All rights MICROSCI MARKETING reserved No part of this program may 2158 S HATHAWAY STREET be duplicated SANTA ANA copied transmitted CALIFORNIA 92705 or reproduced in TELEX 910 346 6739 any form or by any means without the EE written permission of Gm MICROSCI Corp gt lt lt lt lt
19. These reports may be either screen displays of data or formal print outs listing the requested information The records are presented in date order with the earliest records appearing first and the most recent near the end of the report If there is no data in the file that matches the report request the screen will display the following ENTRY NOT FOUND The following section lists the search factors and gives examples of typical results Page 15 is an illustration of a sample screen display from a Single Factor Search Page 16 illustrates the printed report feature After the report has been completed you will be returned to the MAIN DIRECTORY HOW TO ACCESS SCREEN Ist USE MAIN DIRECTORY ENTER 4 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Ledger Expense nformation ENTER 1 PRESS RETURN 3rd USE TERTIARY FUNCTION SELECTION Single Factor Search ENTER A PRESS RETURN Search criterion Entry 1 Search by Day of Expense Finds all expense records entered with a given date The screen will clear to display the following DATE TO FIND MMDDYY Enter a six digit representation of the date two characters for the month then the day then year An input of 010185 will produce all records for January 1 1985 Entry 2 Expenses of Entire Month Finds all expense records for a given month The screen will clear to display the following MONTH JAN 01 FEB 02 ETC
20. a six digit representation of the date two characters for the month then the day then year Press the RETURN key If you attempted to enter more or less than six characters the error buzzer will sound The screen will then clear to request that the date information be re entered When the date is acceptable the system will continue to the next required data item The screen will display the following TYPE CASH CHECK CARD OTHER This information records the type or source of funds used in the expenditure The system requires that you input the word CASH or the word CARD or the word CHECK or the word OTHER Responses different than these will produce the INVALID INFORMATION BEGIN AGAIN error message Use the word CASH to represent cash purchases Use the word CARD to represent credit card expenditures Use the word CHECK for items paid by checks Use the word OTHER for payments or out going charges that do not fall into the above categories An example might be bank charges that are automatically deducted from your accounts notes warrants or vouchers you may issue for goods or services received or to denote special payable classifications If you entered the word CHECK the system will reguire that the check number be entered and display the following CHECK NUMBER Here you may enter up to four digits for the check number Greater than four characters or no digits will result in the INVALID INFORMATION
21. checks that space to find how many additional ledger records may be accommodated by the system This is accomplished by loading the account files into the computer and measuring the remaining available memory After a few seconds the screen will clear for a statement providing the approximate number of new records that can be added It is important that you do not add more accounting records than the computer can process As the files become large with three to four hundred entries it is necessary to use this function frequently After the result has been displayed you will be returned to the MAIN DIRECTORY HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY File Maintenance Record Sorting ENTER 8 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Check Available Ledger Space ENTER 3 PRESS RETURN End program When data processing and data retrieval has been completed sign out of the system using this function The screen will clear to display the following LEDGER CLOSED READY INSTA LEDGER 35 Remove any diskette in the disk drive before turning the computer hardware off The exposed disk surfaces are sensitive and therefore must be returned to their protective envelopes Be sure to manage your diskettes with careful handling and secure storage HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY Back Up Files And End Program ENTER 9 PRESS RETURN 2nd USE SECONDARY FUNCTION DIREC
22. ction 4 Research Information amp Create Reports Request a screen report for all transactions for the month The printed entries are divided into two categories and provide a LEDGER ENTRY REPORT of all expense transactions and the REVENUE REPORT for all revenue of the month Each section lists all information stored in the data files associated with each entry of the given month The data is listed in date order with the earliest transactions appearing first and the most recent last Total dollar amounts for each category Revenue and Expense are provided at the end of the report An example of this report appears on the following page After the report has been produced you will be automatically returned to the MAIN DIRECTORY 1st USE MAIN DIRECTORY Monthly Income Statement And Balances ENTER 5 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Print Out All Transactions ENTER 2 PRESS RETURN Use quality diskettes and handle them carefully A flaw on the disk ette can prevent the disk drive from addressing old records or storing new information 28 INSTA LEDGER Month end listing of all transactions Sample printed report e e e FOR END OF MONTA O3 1554 e L E 6 E E N T RY RE PORT a 236184 CHK 624 595 CLOTHING NEW BLUE SUIT 432 34 552154 CHK 657 100 HOME MORTGAGE PAYMENT MARCH 1260 09 830384 CREDIT CARD 500 ENTERTAINMENT GREEN FEES PEBBLE
23. display the following message NO RECORD FOUND A two factor selection is a powerful search routine that can produce many valuable reports from information held in your data base At the conclusion of your report you will be returned to the MAIN DIRECTORY HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY Research Information amp Create Reports ENTER 4 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Ledger Expense Information ENTER 1 PRESS RETURN 3rd USE TERTIARY FUNCTION SELECTION Two Factor Search ENTER B PRESS RETURN Ledger expense records search Sample screen display LEDGER INFORMATION SEARCH 052483 565 061283 565 083083 565 091383 565 INSTA LEDGER 15 ADVERTISING EXPENSE DISPLAY AD LA TIMES ADVERTISING EXPENSE PRODUCT DISPLAY WALL ST JOURNAL ADVERTISING EXPENSE EMPLOYMENT SEARCH AD TIMES ADVERTISING EXPENSE PHOTOGRAPH amp FILM NEW PRODUCT PRESS ANY KEY TO CONTINUE 102 50 2500 00 640 12 1400 00 4642 62 Back up your financial records by making copies of your data disk This can be done automatically using MAIN DIRECTORY selection 9 As your accounting files become large you may consider the possi bility of making more than one back up copy of your records 16 INSTA LEDGER Ledger expense records search Sample printed report 270184 CHK 454 HOME HOUSE PAYMENT FOR JULY gt 1288 08 670184 CHK 440 P
24. e date two characters for the month first then the day then the year Press the RETURN key The system will respond with the next necessary data question AMOUNT TO FIND DO NOT USE DOLLAR SIGN OR COMMA USE DECIMAL POINT AND CENTS DIGITS As directed enter the amount as it appeared on the original entry and include the decimal point and both cent digit places Then press the RETURN key The system will search the files to find an exact match If one is found the entry will be deleted from your records The screen will display a message that the transaction was successful and display a copy of the now erased record in a manner similar to the following DELETED 102783 520 UTILITY EXPENSES 67 83 CHK 441 SEPTEMBER TELEPHONE BILL If you are correcting Chart of Accounts information the screen will request that the Account Reference Number be furnished The screen will clear to display ACCOUNT NUMBER TO FIND XXX Atter the entry has been erased proceed by entering the corrected information using the normal procedures as earlier described If the system could not match your deletion request with a corresponding records entry the screen will display the following message NO ENTRY FOUND This means you have mis entered your deletion request Continue by obtaining a screen display of your records and note the erroneous entry exactly as it appears on the screen Return to the DELETION function and successful
25. e expense transaction and provide at least one revenue or income item to file Prepare your computer disk drive and monitor as per the operational instructions provided with the equipment Insert the program disk into the disk drive unit In uppercase letters enter LOAD INSTA LEDGER 8 Press RETURN The disk drive will be activated and your program will load into the computer When the red indicator light on the drive unit goes off the flashing cursor will return to the monitor screen Enter RUN Press RETURN The title page of the program will display and you may now begin 6 INSIA LEDGER Using the main directory A system overview All functions are accessed through the MAIN DIRECTORY The following information illustrates the proper use and Capabilities of each section 0 Open the First Set of Ledger Files This section is for the first time use of the accounting system It formats the Data Disk and Back Up Disk and files the first Revenue Expense and Chart of Accounts information m Add New Account Number and Description This function is utilized when adding new account classifications to the Chart of Accounts 2 Post New Expenditures to the Ledger All continuing listings of financial expenses are entered into the system using this function 3 Deposit Revenue to the Accounts This section builds the Revenue Record Files and is used to furnish the system with all income cas
26. e total dollar amounts for all percentage each account classification account Classifications will be converted into a contributes to the total Percentage factors are diagram that plots the relative volume of each account rounded to the nearest whole figure 54 WETS FRIMARY SALARY vr ERE SECOND INCOME 2166 sm he a a fo NI I I I IU I de 1 3RD INTEREST REF 300 EK i x HOME 2800 lt GAU FOOD GROCERIES 405 21 lt lt lt 622 CABLE T V 31 8 TOTAL EXPENSES 12147 91 Monthly printouts of all transactions INSTA LEDGER 27 A print out of all records for any given month for which data has been entered is produced with this function When performing this task the screen will clear to request the data necessary to structure the report The screen will display the following MONTH JAN 01 FEB 02 ETC Enter a two digit representation of the month as requested Then press the RETURN key Next the screen will display the following YEAR Enter four digits for the year such as 1985 Lastly the screen will request the company name You may enter up to 30 characters here A printed report is produced and there is no screen display associated with this function Screen display may be obtained by using MAIN HOW TO ACCESS SCREEN DIRECTORY sele
27. ests are self explanatory If you have not used this system before if you need assistance or if you wish to review the input conventions for adding Revenue Records refer to the complete guide to adding Revenue Records on page 12 Open Journal and List Expenses The Expense Records File contains a financial trail of all out going funds Here all expenditures are listed in date order and by their individual reference number Follow the screen directions when listing expenses If you have not used this system before if you need assistance or if you need to review the input conventions for adding Expense Entries to the ledger see pages 10 and 11 HOW TO ACCESS SCREEN USE MAIN DIRECTORY Open The First Set of Ledger Files ENTER 0 PRESS RETURN 8 INSTA LEDGER Building the Chart of Accounts It is important to structure the Chart of Accounts to match your exact accounting needs Since all business and financial groups have many different accounts it is necessary to create a system that allows each category to be quickly identified Every account therefore is given a number as well as a name Similar accounts are grouped and assigned a certain block of numbers The standard accounting practice is to number your Chart of Accounts as follows Assets Accounts from 100 to 199 Liability Accounts from 200 to 299 Owner Equity from 300 to 399 Revenue Accounts from 400 to 499 Expense Accounts from 500 to 5
28. h revenue and funding information A Research Information and Create Reports Almost all report and information retrieval from the data base is obtained with this function The Chart of Accounts can be accessed as well as all Ledger Expense Entries and Revenue Records Searches will locate records in any file by date account number or other groupings Special reports may be produced to provide in depth financial analysis and accounting data 5 Monthly income Statement and Balances Formal income statements are generated in this division Account totals by class are given A print out of all expenditures for the month can be obtained in report and bar graph fashion 6 End of Period Accounting Transactions For Year End or Accounting Period End totals of all activity in the accounting files A report or graphs of the totals by account class is generated as well as a final printing of the year s records 7 Journal Adjustments Deletions Entries containing errors or that need to be changed may be accessed with Section 7 8 File Maintenance Record Sorting Functions available are date sorting all files checking available space to add more accounting information and reorganizing the files to speed the reading of data 9 Back up Files and End Program This section is used when making a back up copy of the accounting files and for signing out of the system A note on data entry As you add information into the system you
29. is no screen display activity associated with this function Screen displays may be obtained by using MAIN DIRECTORY selection 4 Research Information amp Create Reports Request a screen report of all transactions in each category The printed entries are divided into two categories and produce a LEDGER ENTRY REPORT of all expense transactions and a RECORD OF REVENUE REPORT for all revenue transactions Each section lists all information stored in the data files associated with each entry Data is listed in date order with the earliest transactions appearing first and the most recent last Total dollar amounts for each category Revenue and Expense is given at the end of the report An example of this report appears below HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY End Of Period Accounting Transactions ENTER 6 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY List All Period Transactions ENTER 2 PRESS RETURN EMD OF PERIOD EZPENSE ACCOUNTING CHK 554 TELEPHONE EXP MCI CHARGE FOR AUGUST CHK 543 OFFICE RENTAL LEASE PA YMENT SEPT gt OTHER SALARIES PAYROLL AUGUST gt CHK 432 PAYROLL TAXES CHE 535 EQUIP RENTAL COMPUTER EQUIP SEPTEMBER gt CREDIT CARD 640 MISC EXPENSES LUNCH FOR STAFF OTHER CHK CHK 3 296123 CHK 636983 CHK CREDIT 858953 CREDIT 691283 4002 16 91283 etary 83128 1290 op CHK j CR 991883 4606 06 8
30. iskette can prevent the disk drive from addressing old records or storing new ones Disk failure can be prevented however by using high quality diskettes and maintaining a standard of careful handling of your storage media Be sure not to bend the diskette or touch the diskette surface Return the disks to their protective jackets and store in a secure place Dust fingerprints temperature extremes magnetic fields pressing while writing on disk labels and even smoke can damage your diskette and make it unsuitable for use INSTA LEDGER 5 To summarize the most successful manner to approach this powerful bookkeeping system is with care and organization By following the simple directions in the manual the automatic organization of your financial records with graphs displays and reports will be a smooth operational process Remember Read the user manual before loading software Design a good Chart of Accounts Routinely check your input for accuracy Keep Accounting Periods reasonable Sort records before producing reports Back up your data Use quality diskettes and handle them carefully Loading your accounting program For your first use of this accounting program you will need the following items 1 The accounting program disk 2 Two blank unformatted diskettes for record storage 3 The program s user manual for instruction 4 Financial information to be journalized To start you must record at least on
31. kette is being prepared When the disk drive stops remove the diskette and label it LEDGER DATA FILES Step2 Creating a Back up File Continue to follow the screen directions and insert a second blank diskette into the drive unit This second disk will later hold a duplicate copy of your financial records for security purposes The screen will clear to display the back Step 5 up file being formatted When the drive stops remove the diskette and label it FILE BACK UP DISK Set the BACK UP disk aside and place the DATA DISK back into the disk drive Step 3 Create a Chart of Accounts The Chart of Accounts sets up the system by which all financial entries are classified It is also the system by which INSTA LEDGER 7 many records are located to produce reports A proper understanding of Chart of Account Reference Numbers within this financial system is the essential key to maximum access of all accounting features Chart Numbers must be three digits and conform to standard accounting practice formats for numbering A complete guide to building the Chart of Accounts appears on pages 8 and 9 of this user manual Refer to it for assistance if you are unfamiliar with this system or if you need to review the information Deposit Revenue to Accounts The Revenue Files hold all records of incoming revenue Follow the screen directions when adding information to the financial system The data requ
32. lt lt lt
33. ly complete the procedure HOW TO ACCESS SCREEN ist USE MAIN DIRECTORY Journal Adjustments Deletions ENTER 7 PRESS RETURN 2nd SELECT 1 LEDGER EXPENSE INFORMATION 2 CHART OF ACCOUNTS 3 REVENUE RECORDS INSTA LEDGER Record sorting The record sorting functions organize your recorded data into logical sequences This is helpful to you when reviewing your data It is also necessary to produce meaningful printed reports Ledger Expense Records and Revenue Records are ordered by the date entered on each transaction The earliest record will appear first and the latest or most recent will display last The Chart of Accounts is sorted in ascending chart number sequence The lowest Chart Reference Number and Description will appear first and the highest number last Record sorting uses a considerable amount of computing power and therefore may take some time to complete This can range from a few seconds to sort a small file or to place a new record into an already ordered file up to minutes to organize a jumbled expense file of three or four hundred detailed records Because of this time involved record sorts are not done automatically after each entry It is an On Demand Function for you to use as necessary It should always be done before producing any printed reports or before doing any financial analysis from displayed data Correct file organization makes your records quicker to comprehend and
34. much easier to understand After all sorting has been finished you will be returned to the MAIN DIRECTORY 33 HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY File Maintenance Record Sorting ENTER 8 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Sort Files ENTER 1 PRESS RETURN 34 INSTA LEDGER Reorganizing the data disk The accounting information and expense records you have saved is organized into files on your diskette The Disk Drive Operating System DOS locates these records in each file by reading a Directory in the middle of the diskette and then going to the disk address to read the information stored there The Directory can become disorganized when you have used the files for a long time adding records and canceling transactions Deleting records leaves gaps on the disk which are too small to be useful By reorganizing the data disk you move the records together to maximize available storage space on the diskette the Directory is updated and your data can be accessed faster This function needs only occasional use and only i some records have been deleted HOW TO ACCESS SCREEN ist USE MAIN DIRECTORY File Maintenance Record Sorting ENTER 8 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Reorganize Data Disk ENTER 2 PRESS RETURN Checking available ledger space Your persona computer has a finite amount of memory space This function
35. nt And Balances ENTER 5 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Month End Income Statement ENTER 1 PRESS RETURN 3rd SELECT SCREEN DISPLAY INSTA LEDGER 23 If you respond with an N you will automatically proceed to the next page of information If you enter a Y for yes the total dollar amounts for all accounts displayed will be converted into a graphic display This function changes the numerical figures into a diagram that plots the relative volume of each account After all REVENUE activity for the month has been displayed the system will provide EXPENSE information in a similar manner Again graphs may be produced on the screen with a single key stroke if desired When all EXPENSE and REVENUE information has been displayed a last summary page will appear Expense totals will be subtracted from Revenue totals and the month s NET INCOME will be calculated and shown You will be automatically advanced to the MAIN DIRECTORY at the conclusion of the report Additional user information can be found on line when running the program Simply select the accounting function from the MAIN DIRECTORY then press T for Instruction 24 INSTA LEDGER Month end income statement printed copy This function produces a printed formal accounting report called an Income Statement also known as a Profit amp Loss Statement or Statement of Income amp Expenses The Income Statement p
36. pose This program is sold as is The entire risk as to its quality and performance is with the buyer Should the program prove defective following its purchase the buyer and not the creator of the program Microsci their distributors or their retailers assumes the entire cost of all necessary servicing repair or correction and any incidental or consequential damages In no event will Microsci Corporation be liable for direct indirect incidental or consequential damages resulting from any defect in the program even if it has been advised of the possibility of such damages Some laws do not allow the exclusion or limitation of implied warranties or liabilities for incidential or consequential damages so the above limitation or exclusion may not apply Printed in the United States of America Table of contents INSTA LEDGER Introduction 4 Loading the Program 5 Using the Main Directory A System Overview 6 Open the First Set of Ledger Files 7 Building the Chart of Accounts 8 Adding Expense Entries 10 Posting Revenue to the Account 12 Single Factor Search for Expense Records 13 Two Criterion Search for Ledger Expense Records 14 Display All Expense Records 17 Chart of Accounts Entry Search 17 Revenue Information Search 21 Month End Income Statements 23 Income Statement Graphs 26 Monthly Print out of All Transactions 27 End of Period Totals by Account Class 29 Year to Date Listing of All Transactions
37. printed report VEHICLES FURNITURE RENTAL PROPERTY PRIMARY SALARY SECOND INCOME INTEREST INCOME MISC INCOME ENTERTAINMENT FOOD GROCERIES CABLE T V HOME REPAIRS CAR REPAIRS PERSONAL EXP UTILITIES WATER TAXES INSURANCE CLUE MEMBERSHIF TELEPHONE MEDICAL EXPENSE CLOTHING MISC EXPEHSES Revenue information search The first three functions locate a specific Revenue entry by either date amount or account number classification The screen will clear and request your selection All revenue records within your specified grouping will display If however there are no records that match the input parameters the foliowing message will display ENTRY NOT FOUND INSTA LEDGER 21 The last selection provides a listing of all Revenue Records contained in the file The system wili read the file then clear to display the following message SELECT 1 SCREEN DISPLAY 2 PRINTED REPORT Sample screen displays and printed reports are shown below and on page 22 HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY Research information amp Create Reports ENTER 4 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Revenue Records ENTER 3 PRESS RETURN 3rd SELECT 1 SEARCH BY DATE OF RECORD 2 SEARCH BY AMOUNT OF REVENUE 3 SEARCH BY ACCOUNT NUMBER 4 DISPLAY ALL REVENUE INFO 1686 68 4606 06 624285 34 4264285 446 96 388 32 489 06 2693 22 3700 ap 2804 23 g21385 35 66 0216
38. puter system can completely replace the expert advice of a good accountant C P A or tax attorney INSTA LEDGER is made to complement the work of your financial planners by logically and efficiently organizing your records and by printing reports that emphasize internal control over your revenue and expenses The program is designed to be the strong and helpful foundation of an excellent overall financial records management system Using the system for the first time Before using the bookkeeping software read the complete user manual This will save much time later and familiarity with the manual will allow you to locate the answers to your questions as they arise This understanding of the bookkeeping system will also help you in organizing your financial records Next collect your record of expenses by gathering receipts cancelled checks current books etc and your records of income and revenue from bank records or deposit slips and any other channels Sort the expenses by type and sort the revenue by source Give each grouping or classification a name and number This will become your index system called the Chart of Accounts These account titles and reference numbers will be used to summarize your financial activities This is an essential part of the bookkeeping program for even the smallest accounting system should have a Chart of Accounts Review pages 8 and 9 of the user manual This will provide additional assis
39. quest that the Account Reference Number be furnished The screen will clear to display ACCOUNT NUMBER TO FIND XXX After the entry has been erased proceed by entering the corrected information using the normal procedures as earlier described If the system could not match your deletion request with a corresponding records entry the screen will display the following message NO ENTRY FOUND This means you have mis entered your deletion request Continue by obtaining a screen display of your records and note the erroneous entry exactly as it appears on the screen Return to the DELETION function and successfully complete the procedure HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY Journal Adjustments Deletions ENTER 7 PRESS RETURN 2nd SELECT 1 LEDGER EXPENSE INFORMATION 2 CHART OF ACCOUNTS 3 REVENUE RECORDS 32 INSTA LEDGER Deleting and correcting information This function is used to correct mis entered Expense Revenue and Chart of Accounts information The task is accomplished by removing the bad entry from the files You may then re introduce the proper information to your financial system by using MAIN DIRECTORY selections 1 2 or 3 For Expenses and Revenue the deletion procedure requires that you furnish the exact date as it appears on the record as well as the dollar amount of the entry The screen will clear to display DATE TO FIND MMDDYY Enter a six digit representation of th
40. resents the results of business operations for any given month for which data has been entered three line heading at the top of the Statement gives the business name the report title and the month of coverage The last line of the report provides the net income or net loss This figure is the difference between the revenue from goods and services and the expenses incurred during that particular month When using this function the screen will clear to re request the data necessary to complete the tasks of building the Income Statement The screen will display the following MONTH JAN 01 FEB 02 ETC Enter a two digit representation of month as requested then press the RETURN key Next the screen will display the following YEAR Enter four digits for the year such as 1985 Press the RETURN key The screen will request the company name You may enter up to 30 characters here If you are doing home accounting enter the word HOME or other appropriate title for your report The system will read the Ledger Expense Files and the Cash amp Revenue Files to make the calculations necessary to produce the report An example of the Income Statement appears on the following page HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY Monthly Income Statement And Balances ENTER 5 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Month End Income Statement ENTER 1 PRESS RETURN 3rd SELECT PRINTED REPO
41. screen will display the following DESCRIPTION As stated you have up to 24 characters to describe the expense An example of use might be a description such as TELEPHONE CHARGE FOR FEB or NEW OFFICE CHAIRS HOW TO ACCESS SCREEN USE MAIN DIRECTORY Post New Expenditures To Ledger ENTER 2 PRESS RETURN If you are using a color monitor the screen displayed information will be color coded All user prompts and commands for example will display brightly in yellow throughout the program When the system is being used with a green screen or amber monitor user prompts will display apart from the text for easy system control 12 INSTA LEDGER Posting revenue to the accounts The Revenue Accounts track all cash income and funding coming into the system Revenue must have an Account Reference Number between 400 and 499 to be listed on your print outs as a Revenue Account Also Owner Equity Accounts will conveniently display as revenue when numbered in the 300 range This allows all incoming funds from all sources to be documented When entering information the first data requested by the system will be the number of transactions you wish to put into the files Enter the quantity and press the RETURN key The screen will clear to display the following DATE OF REVENUE RECEIPT MMDDYY Enter a six digit representation of the date two characters for the month then the day then year Press the
42. search information amp Create Reports ENTER 4 PRESS RETURN l2nd USE SECONDARY FUNCTION DIRECTORY Ledger Expense Information ENTER 1 PRESS RETURN 3rd USE TERTIARY FUNCTION SELECTION Display All Expense Records ENTER C PRESS RETURN Chart of Accounts entry search This section retrieves information about your Chart of Accounts There are three functions available one that finds an account number if you know the name a second that displays the name if you input the number and a third that prints the entire Chart of Accounts When using the first two functions the screen will clear to display the following ACCOUNT TITLE TO FIND or ACCOUNT NUMBER TO FIND XXX Enter the appropriate information If matching data resides within the system the complete record will display The third selection produces either a screen display or a printed listing of the entire Chart of Accounts The screen will clear to display the following SELECT 1 SCREEN DISPLAY 2 PRINTED REPORT Enter your choice At the end of the report you will be returned to the MAIN DIRECTORY Pages 19 and 20 illustrate the Chart of Accounts screen display and print out HOW TO ACCESS SCREEN st USE MAIN DIRECTORY Research Information amp Create Reports ENTER 4 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Chart of Accounts Information ENTER 2 PRESS RETURN 3rd SELECT 1 SEARCH BY ACCOUNT NUM
43. tance in building your Chart Design a Chart of Accounts before loading the software for the first time and refer to your notes when putting the data on line When putting information into the system the program will always ask how many entries you wish to make You may enter up to 20 items or records at a time If you enter you will be returned to the program s MAIN DIRECTORY If you have more than 20 records to add you may use the MAIN DIRECTORY selections 1 2 and 3 as many times as necessary to complete the task Pages 10 and 12 should be re read prior to adding your first financial records These two sections are titled Adding Expense Entries to the Ledger and Posting Revenue to the Accounts The chapters will assist you in the mechanics of getting your financial records onto the data diskettes The Data Disk itself will easily hold up to 400 or 500 records depending on the length of each of your entries Use this information to determine the length of your system s Accounting Period MAIN DIRECTORY selection number 6 End of Period Accounting Transactions is used to tota and give a final report on ail the information held on your data disk In light use applications these end of period functions need only be done at the end of the year With more moderate use the accounting period should be shortened to semi annually quarterly monthly or some other logical time frame Also by keeping the period reasonabl
44. tomatically returned to the MAIN DIRECTORY If you answer Y the total dollar amounts for all the end of period accounts will be converted into two bar graph displays A sample bar graph appears on page 26 HOW TO ACCESS SCREEN 1st USE MAIN DIRECTORY End Of Period Accounting Transactions ENTER 6 PRESS RETURN 2nd USE SECONDARY FUNCTION DIRECTORY Totals By Account Class ENTER 1 PRESS RETURN 3rd SELECT SCREEN DISPLAY OR PRINTED REPORT 30 INSTA LEDGER End of period totals by account class Sample printed report e EHD OF PERIOD e EXPENSE ACCOUNT ING e e REWENUE PRIMARY SALARY 36319 12 SECOND INCOME 24672 32 INTEREST INCOME 3899 56 vier INCOME 12687 28 e TOTAL REVENUE 77576 28 e EXPENSES e HOME 16800 08 VEHICLES 12034 32 e ENTERTAINMENT 516 40 FO0D GROCERIES 5376 63 CABLE T V 181 80 CAR REPAIRS 600 00 PERSONAL EXP 1457 80 WATER 346 95 hd CLUE MEMBERSHIP 239 25 TELEPHONE 635 44 MEDICAL EXPENSE 3023 33 e CLOTHING 6845 06 NISC EXPENSES 4389 76 e TOTAL EXPENSES 52437 68 e NET INCOME Year to date listing of all transactions INSTA LEDGER 31 A print out of all records is produced with this function It should be done at the end of the accounting period for your record keeping purposes It may be done at any time however to provide a year to date listing of all transactions A printed report is produced and there
45. y short such as quarterly you speed up the time of reading your records and producing reports because the physical length of your accounting files is smaller Occasionally you should read through a screen display of your financial records and check them for accuracy If you find that an item has been incorrectly entered delete that record then add a new entry with the proper data Periodically sort your bookkeeping files Sorting takes some time to complete it is not done automatically after each entry Instead it is done on demand MAIN DIRECTORY selection 8 and the function may be used whenever necessary Sorting should always be done prior to producing any reports so that your data appears in exact logical sequence There are two last areas to be considered when using the system Backing up your financial records by making copies of your data disk and care of the diskette itself Accidents happen and disks become damaged or lost It is important that you minimize the risk of losing all your accounting data and avoid having to rebuild the files from old records The reasons for backing up your data disk are Obvious It can be done automatically using the MAIN DIRECTORY selection 9 As your files become large you may consider the possibility of making more than one back up copy of your records As the system archives your records the program makes continuous use of your computer s read write capabilities A flaw on the d
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