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TXT
A C C O U N T P R O V-1.0x
U S E R ' S M A N U A L
************************
CONTENTS
--------
1 GENERAL INFORMATION ABOUT ACCOUNT PRO
2 HARDWARE REQUIREMENTS
8 ENTERING TRANSACTIONS
8.1 General
8.2 Transaction input form
8.2.1 Date input field
8.2.2 Amount input field
8.2.3 A1- and A2-fields
8.2.4 Description input field / memos on
transactions / 'open' items
8.3 Summary/split transactions
8.4 Standard transactions
8.5 Automatic transactions (VAT, sales tax,
discount)
8.6 'Latest transactions
9 VIEWING THE ACCOUNTING SYSTEM ON SCREEN
10 PRINTING
11 CREATING A NEW ACCOUNTING PERIOD (CARRY OVER)
12 PLANNING OF EXPENDITURE AND REVENUE
12.1 Last-year data
12.2 Budget
12.3 Forecast
12.4 Memos on planning
12.5 Type definition
12.6 Yearly planning report
12.7 Monthly planning report
13 OPTIONS
13.1 Printer setup
13.1.1 Printer: page length
Page 1
MANUAL.TXT
13.1.2 Printer: ASCII-character set
13.1.3 Driver
13.1.4 Interface
13.2 Format of amounts
13.3 Exporting of data
14 CALCULATOR FUNCTION
*****************
+---------------------------------------------------------+
¦ ¦ Max. no. of transactions ¦
¦ Interim data storage +----------------------------¦
¦ ¦ Main memory size ¦
¦ ¦ 512 K ¦ 640 K ¦
Page 2
MANUAL.TXT
+----------------------------+-------------+--------------¦
¦ ACCOUNT's own RAM disk ¦ ¦ ¦
¦ RAM.SYS in main memory ¦approx. 2,150¦approx. 4,000 ¦
¦ ¦ ¦ ¦
¦ DOS RAM disk (VDISK.SYS ¦ up to 9,000 ¦ up to 16,300 ¦
¦ or RAMDRIVE.SYS) in exten-¦ depending on RAM disk size ¦
¦ ded or expanded memory ¦ ¦ ¦
¦ ¦ ¦ ¦
¦ Hard disk ¦approx. 9,000¦approx. 16,300¦
+---------------------------------------------------------+
The size required for a DOS ram disk to be installed by
VDISK.SYS or RAMDRIVE.SYS can be calculated from the desired
maximum number of transactions (double-entries) as follows:
+----------------------------------------------------------+
¦ RAM disk size [in Bytes] = Max. no. of transactions x 42 ¦
+----------------------------------------------------------+
2 HARDWARE REQUIREMENTS
---------------------
To run ACCOUNT PRO, you need an IBM-compatible PC with
- a hard disk
- DOS 3.0 or higher
Alternatively, you may copy all files from the ACCOUNT PRO
program diskette to a hard disk directory of your choice, make
that directory the default directory, and run INSTALL.EXE from
there.
On network servers, ACCOUNT PRO is installed with the server's
hard disk as its interim data storage. Use of a hard disk
cache will therefore always improve ACCOUNT PRO performance
quite considerably, especially when loading large accounting
systems and when displaying balance and profit & loss sheets.
CONFIG.SYS
files=30
device=c:\dos\himem.sys
dos=high,umb
device=c:\dos\emm386.exe ram
devicehigh=c:\dos\ramdrive.sys 348/e
devicehigh=c:\dos\smartdrv.sys 512
device=ram.sys
AUTOEXEC.BAT
path=c:\;c:\dos
lh c:\dos\keyb sg,,c:\dos\keyboard.sys
lh mouse
nc
Page 4
MANUAL.TXT
AUTOEXEC.BAT
path=c:\;c:\dos
lh c:\dos\keyb sg,,c:\dos\keyboard.sys
lh mouse
nc
6. Example (for Windows 3.1, with DOS RAM disk and Win-
dows disk cache)
CONFIG.SYS
files=30
device=c:\dos\himem.sys
dos=high,umb
device=c:\dos\emm386.exe ram
device=c:\dos\ramdrive.sys 384/e
STACKS=9,256
device=ram.sys
AUTOEXEC.BAT
lh c:\windows\smartdrv.exe
path=c:\windows;c:\;c:\dos
set temp=c:\windows\temp
keyb sg,,c:\dos\keyboard.sys
lh mouse
win
Page 6
MANUAL.TXT
ACCOUNT PRO can be operated using the keyboard or a mouse
which is fully Microsoft-compatible. If you are using a mouse,
you should note the following:
- To select from the menus, simply click the desired item with
the left mouse button.
- The right mouse button has the same function as the [Esc]
key on the keyboard
- All screen areas which appear in high intensity white on red
(high intensity white on black, with monochrome monitors) are
mouse areas. To activate the corresponding function, simply
click the area with the left mouse button.
- On the displays 'Account sheet', 'Latest transactions',
'Journal view', 'Balance and profit & loss sheets',
'Expenditure/revenue of a month', 'Yearly planning report' and
'Monthly planning report' clicking in the upper or lower half
of the screen will scroll up or down by exactly one page,
respectively (same as [PgUp] and [PgDn]).
- To enter an account no., a transaction no., a time period in
a planning table, or to select from the list of accounting
systems or from the list of help topics, simply click the
desired line or item with the left mouse button.
8 ENTERING TRANSACTIONS
---------------------
8.1 General
-------
Under the 'View' item of the main menu, all principal displays
of ACCOUNT PRO can be accessed:
o Account sheet
- Entire sheet: Up to approx. 1,250 entries can be dis-
played. The exact number depends on how ACCOUNT PRO
has been installed, on the size of the current ac-
counting system, and on memory available. If an ac-
count contains more entries than can be displayed,
then you can ask ACCOUNT PRO to display the entries
pertaining to a shorter period of time: one month
only, or a sufficiently short 'period'.
- Month: The entries and the account turnover are dis-
played for a particular month.
- Period: The entries and the account turnover are dis-
played for a particular period of time.
- Current balance: Displays the account's current bal-
ance quickly. This feature especially useful for large
account sheets.
- Open items: Displays all entries marked as 'open
items' for a selectable time period.
Page 15
MANUAL.TXT
o Journal view: Displays all transactions sorted according
to transaction number (A) or sorted according to date/
transaction no. (B). Display A is particularly useful to
find erroneous entries (wrong date or wrong account num-
ber) which may have 'disappeared' anywhere in the system.
o Statistics:
- Expenditure/revenue: The statistical expenditure/
revenue table is useful to indicate an eventual gen-
eral trend.
10 PRINTING
--------
Before printing out any reports, you should set up ACCOUNT PRO
for the printer used ('Options'/'Printer').
ACCOUNT PRO provides easy on-screen access to all information,
and printing out of accounts is not necessary at all. For the
case however, where complete printouts of all accounts must be
available from time to time, ACCOUNT PRO has the special
capability of avoiding paper wastage. ACCOUNT PRO keeps a
record of the transactions it has printed, except when print-
ing out an individual account, and you can later ask ACCOUNT
PRO to print any 'unprinted' transactions only ('Reports'/
'Account sheets'/'Unprinted transactions'). ACCOUNT PRO will
then only reprint such pages where changes have occurred
(added, edited or deleted transactions) and skip any unchanged
pages.
At the end of this operation, ACCOUNT PRO will ask you whether
the printout is OK. If you answer with 'Yes', all transactions
will be marked as printed. If you answer with 'No', then
ACCOUNT PRO will consider the printout as having never oc-
curred.
12.2 Budget
------
If you recognize after some time that the budget figures will
not be reached in reality, then you should adapt the forecast
figures only (leaving the budget figures intact).
12.3 Forecast
--------
The forecast should be revised from time to time, according to
the latest actual development.
The 'Budget' figures serve as target figures and should not be
changed, once they have been finalized.
When entering the forecast for the first time, the 'Last year'
or the 'Budget' figures can easily be taken over, where appro-
priate: In the amount field of the planning table, enter [L]
or [B], respectively, or for bulk take over, select 'Take over
budget as forecast' from the menu.
13 OPTIONS
-------
13.1 Printer setup
-------------
The settings for the printer can be made under the 'Options'/
'Printer' menu.
13.1.1 Printer: page length
--------------------
Enter that number of lines per page (at 6 lines/inch) which
your printer can really print onto one page, and do not enter
the number of lines which would theoretically fit on a page.
The correct lines per page settings for the various HP Deskjet
printer models are as follows:
US letter (11 inch): 63 lines/page
A4-paper: 67 lines/page
The DIP switches for 'Text Scale Mode' and 'Perforation Skip'
should be set to position 'OFF'.
13.1.3 Driver
------
Under menu item 'Driver', you can select a suitable printer
driver or (if none of the available drivers will fit), create
your own particular driver ('Create your own driver').
To create your own particular driver, consult your printer
manual about control by escape sequences. Enter the escape
Page 19
MANUAL.TXT
sequences required as decimal equivalents of the ASCII charac-
ters to be sent to the printer. Separate the individual num-
bers by commas.
Example: In the case of an Epson printer, you would have to
enter 27,48 to define the control sequence for printing with 8
lines/inch.
13.1.4 Interface
---------
Under menu item 'Interface', you can define the printer inter-
face to be used. Most printers are connected to the first
parallel interface (LPT1:). Therefore, select this option in
case of doubt.
+------Ê-----------------------------------------------------------+
¦Field ¦ 1. ¦ 2. ¦ 3. ¦ 4. ¦ 5. ¦ 6. ¦ 7. ¦ 8. ¦ 9. ¦ 10. ¦
+------Î-----+-----+-----+-----+-----+-----+-----+-----+-----+-----¦
¦Cont. ¦Day ¦Month¦Year ¦Date ¦Text ¦A2 ¦Debit¦Cred.¦Bal. ¦No. ¦
+------Î-----+-----+-----+-----+-----+-----+-----+-----+-----+-----¦
¦Type ¦Str. ¦Str. ¦Str. ¦Str. ¦Str. ¦Str. ¦Num. ¦Num. ¦Num. ¦Str. ¦
+------ð-----------------------------------------------------------+
'All transactions':
+------Ê-----------------------------------------------------+
¦Field ¦ 1. ¦ 2. ¦ 3. ¦ 4. ¦ 5. ¦ 6. ¦ 7. ¦ 8. ¦ 9. ¦
+------Î-----+-----+-----+-----+-----+-----+-----+-----+-----¦
¦Cont. ¦Day ¦Month¦Year ¦Text ¦A1 ¦A2 ¦Debit¦Cred.¦No. ¦
+------Î-----+-----+-----+-----+-----+-----+-----+-----+-----¦
¦Type ¦Str. ¦Str. ¦Str. ¦Str. ¦Str. ¦Str. ¦Num. ¦Num. ¦Str. ¦
+------ð-----------------------------------------------------+
+------Ê-----------------------+
¦Field ¦ 1. ¦ 2. ¦ 3. ¦ 4. ¦
+------Î-----+-----+-----+-----¦
¦Cont. ¦Acc. ¦Name ¦Debit¦Cred.¦
+------Î-----+-----+-----+-----¦
¦Type ¦Str. ¦Str. ¦Num. ¦Num. ¦
+------ð-----------------------+
14 CALCULATOR FUNCTION
-------------------
Wherever ACCOUNT PRO asks for input of an amount (transaction
input form and planning data input form), it also makes a
calculator available (press F8 to activate it).
Calculator operation is equivalent to that of a simple pocket
calculator usual in trade. The 'keys' of the calculator can be
'pressed' by mouse click or by pressing the corresponding key
of the PC keyboard. If using the keyboard, it should be noted
that to operate the 'keys' marked with two characters, the
Page 21
MANUAL.TXT
corresponding keys of the PC keyboard must be pressed consecu-
tively.
Key C : 'Clear', clears the main memory and sets the display
to zero
Key M+: 'Memory +', adds the displayed value to the value in
memory
Key MR: 'Memory Recall', calls the value in memory into the
display
Page 22