|
VV
August 1985
Disk(s) under separate cover
Cash Accounting Program
COMPUTER SERIES Central Science
Library
Steven Peterson, Richard Levins JAN 30 1990
and Susan Phillips
University of Florida
101 aerative Extension Service / Institute of Food and Agricultural Sciences / University of Florida / John T. Woeste, Dean
F636c
681
guide
r alucriC 681
ABSTRACT
This is a reference manual for the Cash Accounting Program
(CAP). CAP is an easy to learn accounting system that runs on
IBM computers and IBM compatibles. It is designed for recording
cash transactions and monitoring the flow of inventory that
accompanies cash changing hands.
KEYWORDS: Record keeping, accounting, inventory, partial income
statement, microcomputers.
ACKNOWLEDGMENTS
Thanks to Tim Hewitt who helped develop a finished product.
TABLE OF CONTENTS
INTRODUCTION
GETTING STARTED .
SETTING UP ACCOUNTS
MAKING ENTRIES .
REPORTS AND LISTINGS
QUESTIONS THAT MIGHT
. 2
3
. 6
. 11
S 15
BE ASKED .
UW11VRSITY OF FLORIDA LIBRARIES
Cash Accounting Program
Steven Peterson, Richard Levins,and Susan Phillips
CHAPTER 1: INTRODUCTION
Welcome to the Cash Accounting Program (CAP). CAP is a
computer program for simple cash and inventory management. It is
designed to be easy to use and especially suited for agricultural
applications. If you are not experienced in accounting; CAP is
perfect for you. It allows you to keep track of your flow of
cash and inventory through any number of accounts and enter-
prises. It is also made for the novice computer user because CAP
is very friendly. You will be able to have the program working
in the first day of use.
If you are familiar with standard accounting, CAP is
somewhere between an accounts payable/receivable and a general
ledger system. It keeps track of your cash flow and inventory.
The best way to understand the uses of CAP is to examine the
kinds of reports that you can get. Like a general ledger, it
generates reports which summarize the activity of your accounts.
Here are some examples of reports:
Comparison of cash returns from your different
enterprises.
Total of how many head of cattle you sold.
Total dollars spent on fertilizer for your tomatoes
in the past year.
Total gallons of water you've used for irrigation.
The types of reports you can produce depend on how you've set up
your own accounting system.
The simplicity of CAP makes it ideal for the novice. And
it is this simplicity that makes it flexible enough to use for
many different farming operations. As you read through this
manual consider how your accounts, enterprises and inventory are
now organized or how you would like them to be organized. Your
system of accounting will determine the usefulness of CAP. If
you are satisfied with your current hand kept system then you
will probably want to use the same system with the computer.
Remember though that a computer is much faster than accounting by
hand so it couldn't hurt to add more accounts, as it won't cost
you any more time, and it will help you make better business
decisions by giving you more information.
Steven Peterson, Software Designer and Programmer; Richard
Levins, Farm Management Extension Specialist; and Susan Phillips,
Economic Analyst. Food and Resource Economics Department, Institute
of Food and Agricultural Sciences, University of Florida.
CHAPTER 2: GETTING STARTED
To run CAP you will need an IBM PC or an IBM compatible.
Two disk drives will be easier though one is enough. A printer
will be necessary to get reports. The first thing you should do
is to make a working copy of your CAP program disk. The master
disk that we send you will not have the DOS system on it. This
means that the master disk is not able to start or 'boot' your
computer. To create a working disk, use the DOS FORMAT/S command
on a blank disk, then use the DOS COPY command to copy all of the
files from the master disk onto the new working disk. These
files are AUTOEXEC.BAT, CAP.COM, and CAP.HLP. Now that you have
a working disk you can put the master disk in a safe place and
use the working disk for day-to-day activity.
To start the program, put the CAP working disk in the
'boot' disk drive (usually the one on the left or the bottom) and
turn on the machine. The program will start automatically.
After some whizzing and clicking you will see the greeting mes-
sage. After which, you will see the CAP main menu which looks
like this:
Figure 2.1
CAP TOP LEVEL
R REPORTS AND LISTINGS
E ENTER AND EDIT ENTRIES
M MAINTAINING YOUR ACCOUNTING SYSTEM
S SET TUTORIAL OFF
H HELP
R, E, M, S, OR H:
Throughout CAP, the screen will be divided into two
windows. The top is called the DISPLAY window, the bottom is
called the INSTRUCTION window. The display window will always
have the information that is relevant to you at a particular
time. The instruction window will have a list of possible res-
ponses, or a prompt for some action.
The display window in the main menu has a list of three
possible sub-menus that you can go to. These are the REPORTS AND
LISTINGS menu, the ENTER AND EDIT ENTRIES menu, and the
MAINTAINING YOUR ACCOUNTING SYSTEM menu. After these three sub-
menus you will see the SET TUTORIAL option and the HELP option.
What you see when you first turn on CAP is the TOP LEVEL
menu. From this menu you can go to three other sub-menus or quit
the program. From any sub-menu in CAP you can press to
QUIT and return to the menu from which you chose the sub-menu
alternative. This is an important point to remember. No matter
where you are in the program, you can always get out of it by
pressing . Here is an illustration of the menus and how
they are related:
Figure 2.2
TOP LEVEL MENU
/ I \
REPORTS AND ENTER/EDIT ENTRIES MAINTAINING YOUR
LISTINGS MENU MENU ACCOUNTING SYSTEM
MENU
Each of the three keys you could press from the top level
menu, R, E, or M, will put you into one of the three sub-menus
that CAP will operate in. Pressing while in any of the
menus will return you to the previous menu level. That is, if
you are in the ENTER/EDIT menu and press , you will return
one level which is the TOP LEVEL menu. Pressing from the
TOP LEVEL menu will QUIT the program.
Each of these three sub-menus is geared towards a specific
task. The REPORTING AND LISTING mode is how you will get
summaries of all the entries you've made. By specifying which
range of dates, and for which enterprises, you have a lot of
flexibility in how the information is summarized in reports.
The second mode is ENTER/EDIT ENTRIES, from which you can
post new entries or edit old ones. An entry is a transaction
that you have made. The idea is that whenever you buy or sell
something, whenever money changes hands, you would put it in as
an entry. Each entry has a (1) description which is a note to
yourself, (2) a date, (3) an amount, (4) a check number
(optional), (5) a note whether the entry is cash in or cash out,
(6) an enterprise, (7) an account, and (8) an optional quantity
and inventory unit. These eight parts are used by CAP to
generate the different reports.
The third mode is MAINTAINING YOUR ACCOUNTING SYSTEM. This
is where you set up your accounting system or change it later on.
There are three things to set up in this mode. They are the
enterprises, the income accounts, and the expense accounts. You
also have the option of having inventory units (e.g. BUSHELS,
GALLONS, POUNDS, etc.) associated with the income and expense
accounts. Setting up your accounts will be discussed in the next
chapter.
The three modes, REPORTING AND LISTING, ENTER AND EDIT
ENTRIES, and MAINTAINING YOUR ACCOUNTING SYSTEM, together give
you the complete CAP system.
The SET TUTORIAL option and the HELP option are both
designed to help you learn how to use CAP. The CAP system comes
with a completely integrated tutorial which will help you learn
how to use the program, and more importantly, how to set up an
accounting system. Beside the SET TUTORIAL option on the main
menu will be either the word ON or OFF. This indicates whether
the tutorial is currently working or not. When the tutorial is
ON, CAP will let you choose where to go in the program and then
give you extensive help in that area. For instance, if you need
help in setting up your accounts, turn the tutorial on and select
the MAINTAINING YOUR ACCOUNTING SYSTEM option. To change the
tutorial from OFF to ON or from ON to OFF, press the S option.
We highly recommend running the tutorial while going through all
of the menus before starting on your own.
Finally, there is the HELP option. This will give you a
brief summary of where you are and what you can do. It is
different from the tutorial because it gives a quick one page
summary instead of a complete lesson. There is help available in
every menu throughout CAP. The help you get will be relevant to
the menu you are in.
CHAPTER 3: SETTING UP ACCOUNTS
The accounts and enterprises are the backbone of the CAP
accounting system. You can best picture them as a large piece of
paper with the accounts listed down the side and the enterprises
listed across the top. Putting in an entry means finding the
appropriate account and the appropriate enterprise. The "box"
where the row and column meet will be where you put the des-
cription, date, amount, check number, etc. As you add entries,
each of these boxes will accumulate entries. What CAP does for
you is keep track of the totals in the boxes, along all columns
and along all rows.
Pictured below is a sample accounting system. Note wherever
an enterprise column and an account row intersect is the "box"
where corresponding entries are stored.
FIGURE 3.1
ENTERPRISES
TOMATOES CORN CATTLE
EXPENSE ACCOUNTS
I 1. labor -salaried
2. labor -hire
3. tractor 1
4. tractor 2
5. utilities
6. irrigation
7. equipment
8. fertilizer,supp.
9. forage seed
10. cow feed
11. oil, gas,etc.
INCOME ACCOUNTS
1. tomatoes sold
2. corn sold
3. cattle sold
4. land rental
Many farm owners choose to add an extra enterprise called
overhead. You may want to do this if you have a lot of expenses
that are needed to operate the farm as a whole and that shouldn't
be charged to any one enterprise. Examples of this would be
costs of maintaining your office.
On the other hand, if you are able to allocate, for
example, machine and equipment repairs by enterprise then do so
since you will have a clearer picture of the actual expenses
associated with a particular enterprise. If for example you have
a repair bill on your tractor for $400.00, you could allocate 75%
of that expense to one enterprise and 25% of that expense to
another. Note that this would involve making two entries, one
for $300.00 and one for $100.00.
The first thing you must do is to work out on paper the
names of all the accounts, enterprises, and inventory units you
want to use. How you set up your accounting system is up to you
but bear in mind things like your tax forms and other legal
requirements that a well organized accounting system could help
you with. The important thing is that you plan what you want
before you start putting it in the computer.
Start the program and get to the main menu. Press 'M'
MAINTAINING YOUR ACCOUNTING SYSTEM. The following menu will
appear :
for
Figure 3.2
MAINTAINING YOUR ACCOUNTING SYSTEM
E ENTERPRISES
X EXPENSE ACCOUNTS
I INCOME ACCOUNTS
P PRINT ALL ENTERPRISES AND ACCOUNTS
H HELP
E, X, I, P, OR H :
We will go through all of these options. First press E
for ENTERPRISES. You will see a screen that looks like this:
Figure 3.3
YOUR CURRENT ENTERPRISES ARE :
NONE IN MEMORY
PRESS A TO ADD, C TO CHANGE, H FOR HELP
Press A to ADD. CAP will prompt you with ENTER NEW ENTER-
PRISE: Type in the first enterprise name. Remember to finish by
pressing the key. CAP will then reprint the screen and
you will see your first enterprise on the screen. Repeat this
process, pressing A to ADD, and typing in a new enterprise, until
all of your enterprises have been entered. If you've misspelled
an enterprise that you've already added, press C for CHANGE. CAP
will ask you to indicate which enterprise you want to change and
ask you to retype it. When you've finished entering all of your
enterprises the screen should look something like this:
Figure 3.4
YOUR CURRENT ENTERPRISES ARE :
1. TOMATOES
2. COWS
3. CORN
PRESS A TO ADD, C TO CHANGE, H FOR HELP
If all bookss well press to QUIT. You will return to
the Maintenance menu in Figure 3.2. Now you should enter
accounts for expenses and income as you did for enterprises.
Press X for EXPENSE ACCOUNTS. You will see this screen:
Figure 3.5
YOUR CURRENT EXPENSE ACCTS ARE :
NONE IN MEMORY
I PRESS A TO ADD, C TO CHANGE, H FOR HELP |
I I
This is exactly the same screen used when you were adding
enterprises, except of course that it says 'EXPENSE ACCOUNTS.'
The procedure for adding expense accounts or income
accounts is similar to adding enterprises with a few changes.
You still press A to ADD, C to CHANGE, to QUIT. The
difference is that when entering accounts, you are given the
option of associating an inventory unit with that account. This
unit can be used to keep track of quantities other than dollars
such as cwt. of cow supplement, or gallons of gas.
For instance, suppose you were entering an expense account
called PART TIME LABOR. A useful inventory unit for this account
would be hours worked. Later, when making entries into CAP, when
you post an entry to the account PART TIME LABOR in the amount of
$250.00, you could also indicate 80 hours worked. CAP will keep
track of the total hours worked in account PART TIME LABOR in
addition to the amount of money you have spent in this account.
The use of the inventory units is optional. If you don't
want any inventory units associated with a particular account,
just press when CAP asks you for the units. The units
associated with an account, if there are any, will appear in
parentheses after the account name. You can also add inventory
units to an account that didn't have them before by pressing C
for CHANGE, and indicating the appropriate account. Every time
you CHANGE an income account or an expense account, CAP will also
give you the opportunity to change the inventory units.
When you finish adding expense accounts, the screen should
look something like this:
Figure 3.6
YOUR CURRENT EXPENSE ACCTS ARE :
1. LABOR -SAL
2. LABOR -HIRE (HOURS WORKED)
3. TRACTOR 1
4. TRACTOR 2
5. UTILITIES
6. IRRIGATION (GALLONS WATER)
PRESS A TO ADD, C TO CHANGE, H FOR HELP
When your expense accounts are as you want them, press
to return to the MAINTAINING YOUR ACCOUNTING SYSTEM screen
in Figure 3.2. You should now add your income accounts in the
same way you added the expense accounts.
IMPORTANT: once you've added an enterprise or an account
it cannot be deleted. It can only be changed to a different
name. CHANGE has the effect of deleting an old account and
adding a new one only if you haven't made any entries to the old
account. If you've already made some entries using the ola
account name, they will all be changed to reflect the new account
name. This may or may not be what you want to do so be careful.
You can always add a new account. You can have up to 60 income
accounts, 60 expense accounts, and 60 enterprises.
Now go back to the Maintenance menu. Press E for ENTER-
PRISES. You will see all of your enterprises on the screen
exactly as you left them. You will find the same is true for
expense accounts and income accounts. These screens will always
be available whenever you run CAP and you will be able to ADD new
categories to each list or CHANGE old ones.
Finally you can get a listing of all the enterprises and
accounts that you have in the system. Go to the Maintenance menu
and turn the printer on before selecting the PRINT option. Press
P to PRINT ALL ENTERPRISES AND ACCOUNTS. This menu selection
will send a listing of all your enterprises and accounts to the
printer. The printer must be ON before you press P for PRINT or
the screen will display an error message.
CHAPTER 4: MAKING ENTRIES
If the accounts are the backbone of CAP, then entries are
the body. Each entry represents cash changing hands. To make
entries you must go back to the MAIN MENU. Do this by pressing
4ESC> for QUIT at the maintenance menu. From the main menu press
E for ENTER AND EDIT ENTRIES. You will then see the enter/edit
menu:
Figure 4.1
ENTER AND EDIT ENTRIES
A ADD NEW ENTRY
E EDIT OLD ENTRY
H HELP
A, E, OR H:
Then
display:
press A for ADD NEW ENTRY. You will see the entry
Figure 4.2
DESCRIPTION:
DATE : CHECK # :
ENTRY #: TYPE :
ACCOUNT : ENTERPRISE :
QUANTITY :
AMOUNT :
ENTER NEW DESCRIPTION:
For each entry you can fill out the description, type,
date, entry number (will be filled in for you), check number,
amount, quantity (inventory units), enterprise, and account.
CAP will prompt you through all of these parts for every
entry you make. Here are the parts of an entry and how to
respond to the prompt.
DESCRIPTION:
ENTER NEW DESCRIPTION: A short note to yourself about the
entry. It can be to whom the check was written, who gave you the
money, special circumstances of the transaction, etc. It is not
used by CAP at all but is for your own information.
DATE:
ENTER NEW DATE: The date of the transaction. This is used by
REPORTS. When a report is generated you can specify a range of
dates. All entries in this range will be included in the report.
Enter this as MM/DD/YY (2-digit month/2-digit day/2-digit year).
July 23, 1984 would be entered 07/23/84. Notice that when you
put the date in, CAP will assign an entry number to the entry.
The entry number is an eight digit number made from the date in
the following form YYMMDDVV, where YY, MM, and DD are the year,
month, and day respectively and VV indicates how many entries
with this same date have been made. For instance the first entry
dated July 23, 1984 would be 84072301. The next entry of that
date would be 84072302. The date is required. The "default" is
the last date you entered, that is, a value that is entered
automatically if no other values are put in. To put in the
default value, simply press .
ENTRY#:
Is filled in by CAP when you type in the date. See DATE for
more information.
CHECK#:
ENTER NEW CHECK #: This is the check number used in the
transaction.
TYPE:
PRESS X FOR EXPENSE, I FOR INCOME: This is how you specify
whether the entry is income (money coming in) or an expense
(money going out). The value you choose for this determines
which set of accounts you are shown when asked which account the
entry should go in. If you say it is an expense you will choose
from the expense accounts. If an income you will choose from the
income accounts. The default is expense.
ACCOUNTS:
ENTERPRISES:
These are both entered in the same way. CAP will give you a
list of the possible options, which will be a list of the enter-
prises, expense accounts or income accounts that you originally
entered in the Maintenance menu (see Chapter 3). Directions for
how to indicate which enterprise/account to use are within the
program.
AMOUNT:
ENTER NEW AMOUNT: This is the amount of money that changed
hands. It should be entered DDDDD.CC (no dollar sign and no
commas). It can be any number up to 99999.99. The amounts in
the entries are what is totalled in REPORTS. It is required and
the default is 0.00.
QUANTITY:
HOW MANY xxxxxxx WERE INVOLVED: Any number up to 10000.
xxxxxxx will be the-Inventory units you associated with the
account that you chose for this entry. If you didn't specify any
inventory units, CAP will skip over this question.
CAP tries to make the entry process as painless as pos-
sible. You've seen the word default used several times. The
default entry is what you get when you press the key -
and only the key in response to a prompt. Most of the
time the default is nothing; if you press only the key
it will be like typing in nothing. But other times as with the
DATE, AMOUNT, and TYPE, pressing will give some pre-
defined value. There are defaults for everything in CAP inc-
luding the menu selections. When you are in doubt of what to do,
simply press the and see what happens. Anything you do
can be changed later so don't worry about experimenting.
When you've finished making the entry, CAP will ask you if
you want to go on and make another entry or edit the current one.
If you don't edit the current entry CAP will start you on making
another one. You will continue in this cycle of entering an
entry, then possibly editing it for efrors, then entering another
until you press the key at the start of an entry.
The Editor
The editor is used to fix mistakes or fill in blanks that
you left in entries you've already made. The editor can be used
from two places. One is at the completion of every entry. After
filling in all the parts, you will be given a chance to change
them before the entry is saved on the disk.
The other way to call the editor is from the ENTER/EDIT
menu. From here you press E for EDIT OLD ENTRY.
CAP will then show you a list of all the entries that
you've made on the current disk. This of course will not all fit
on the screen, but you can scroll through the list using the
up/down arrow keys and the page up/page down keys. The entries
will be in order by their entry number which is based on the date
of the entry. TO get a complete listing of your entries, see the
reports and listings section.
When you find the entry that you wish to edit, use the
arrow keys to highlight it and press ; the display will
look something like this:
Figure 4.3
A) DESCRIPTION: BRONSON FEED STORE
B) DATE : JUL 26, 1984 C) CHECK # : 399
ENTRY #: 84072603 D) TYPE : EXPENSE
E) ACCOUNT : SUPPLIES G) ENTERPRISE : COWS
F) QUANTITY : 100 LBS.
H) AMOUNT : $59.29
ENTER THE LETTER OF THE FIGURE TO EDIT
To change a part of an entry or fill in one that was left
blank you simply type in the letter that appears before the
faulty part. CAP will prompt you for the new value to go in that
part just as it did when you first made the entry. For instance,
to change the description you would type A. CAP would prompt you
with DESCRIPTION: and you would type in the new description.
After you've changed all the parts of an entry that you want,
press to QUIT. You will go back to whatever you were doing
before using the editor.
CHAPTER 5: REPORTS AND LISTINGS
The reports that CAP generates are summaries of a parti-
cular group of entries. To get to the REPORTS AND LISTINGS menu,
press R for REPORTS AND LISTINGS from the TOP LEVEL menu. You
will see a display that looks like this:
Figure 5.1
There are three kinds of reports: a partial income
statement, a report on your inventory, or a summary of entries.
These are the first three selections on your REPORTS menu (S, A,
or P).
When you select either S, A, or P, CAP will look at three
guidelines while making the report. These are the beginning
date, the ending date, and the enterprise. You will see these
three guidelines in the REPORT menu. Whenever you generate a
report, CAP will include only the entries that were posted to the
given enterprise with dates between and including the beginning
and ending dates.
By changing the values of beginning date, ending date, and
enterprise, and by using the three different REPORT types, you
have a wide range of reports that are possible. When you go into
the REPORTS AND LISTINGS menu, CAP will fill in the beginning and
ending dates based on the date of your last entry. CAP will
always put 'ALL' beside the enterprise (meaning all enterprises
will be combined in the report). CAP only does this for con-
venience; it is up to you to change them to what you want. To
change one of these values, type the menu letter beside the
REPORTS AND LISTINGS
S PARTIAL INCOME STATEMENT
A REPORT ON INVENTORY
P PRINT ENTRIES IN REPORT
B BEGINNING DATE OF REPORT: JULY 1, 1984
E ENDING DATE OF REPORT : JULY 31,1984
N ENTERPRISE REPORTED : ALL
H HELP
S, A, P, B, E, N, OR H:
value. That is, B for beginning date, E for ending date, and N
for enterprise. CAP will prompt you for the new value.
For instance, if you want a report that includes all of
July and August for enterprise COWS, you need to change the
beginning date to July 1, 1984, the ending date to August 31,
1984, and the enterprise to COWS. Press B for beginning date.
CAP will prompt you with ENTER NEW DATE:; you type in 07/01/84.
Press E for ending date. CAP wil- prompt you with ENTER NEW
DATE:; you type in 08/31/84. Press N for enterprise, CAP will
ask you to select which enterprise you want the report for or if
you want to include all enterprises. Each time you change one of
these values the screen will be rewritten to reflect the change.
Reports will all be sent to the printer. Make sure it is
on before you start or the system will stop running and give you
an error message. Press S for PARTIAL INCOME STATEMENT. The
report that is generated will look something like this:
Figure 5.2
ACCOUNTS FOR ENTERPRISE COWS FROM JUL 1, 1984 TO AUG 31, 1984
INCOME ACCT
TOMATOES SOLD $ 0.00
CORN SOLD $ 0.00
CATTLE SOLD $ 5000.00
LAND RENTAL $ 0.00
TOTAL CASH INCOME ACCT $ 5000.00
EXPENSE ACCT
LABOR-SALARIED $ 200.00
LABOR-HIRE $ 190.00
TRACTOR 1 $ 0.00
TRACTOR 2 $ 0.00
UTILITIES $ 499.00
IRRIGATION $ 0.00
EQUIPMENT $ 320.00
FERTILIZER $ 970.00
FORAGE SEED $ 0.00
COW FEED $ 859.00
OIL-GAS-ETC $ 67.00
TOTAL CASH EXPENSE ACCT $ 3105.00
TOTAL CASH INCOME MINUS CASH EXPENSES = $ 1895.00
Now press A for REPORT ON INVENTORY. You will get a
report looking something like this:
Figure 5.3
INVENTORY FOR ENTERPRISE COWS FROM JUL 1, 1984 TO AUG 31, 1984
ACCOUNT
BOUGHT
SOLD
LABOR HIRE
IRRIGATION
FERTILIZER
FORAGE SEED
COW FEED
TOMATOES SOLD
CORN SOLD
CATTLE SOLD
LAND RENTAL
50 HOURS
0 GALLONS
0 C-WEIGHT
20 C-WEIGHT
150 C-WEIGHT
0 BUSHELS
0 BUSHELS
100 HEAD
0 ACRE-MONTHS
It also may be useful to see all of the entries that meet
the guidelines that you've set up for your report. Press P for
PRINT ENTRIES IN REPORT and CAP will print all entries that meet
the beginning date, ending date, and enterprise requirements.
This listing will look something like this:
Figure 5.4
ENTRIES IN ENTERPRISE COWS FROM JUL 1, 1984 TO AUG 31, 1984
DESC. X/I ENTERP ACCNT
UNITS QUAN
84071201 COW CHOW X
84071206 FEED STORE X
84071239 SOLD MACDO I
COWS COW FEED C-WEI
COWS OIL-GAS-ETC
COWS CATTLE SOLD HEAD
1 $ 50.00
$ 67.00
10 $ 5000.00
and so on
*The X/I refers to whether the entry is an expense or income.
ENTRY
AMOUNT
. .
CHAPTER 6: QUESTIONS THAT MIGHT BE ASKED
Q: Why do I get error messages when I first start using CAP?
A: It is possible that you did not format the disk correctly or
the disk may be full. Check the instructions for formatting
data disks in the DOS manual.
Q: How many entries can CAP hold?
A: CAP can hold 1500 entries per disk.
Q: What happens if I reach 1500 entries before the end of the
year?
A: CAP will not allow you to make any more entries after the 1500
limit is reached. If you foresee making more than 1500 entries
in one year, the best solution is to divide the year up into
halves or quarters and have a different CAP disk for each period.
Q: How do I start a new data disk?
A: If you look at the directory on your data disk after one run
of CAP, you will see two files. CAP.ID holds all of
the names of your accounts, enterprises, and inventory units.
CAP.TRAN holds all of your entries. At the beginning of
every run, CAP checks for the presence of these two
files. If they are present, it reads them in. If they are
not present, it creates them. A new data disk, then, is any
formatted disk without these files.
Q: How do I back up my data?
A: You should always back up your data. As noted above, your
data is contained in two files, CAP.ID and CAP.TRAN. Backing
up your data is a simple matter of copying these files after
each run of CAP to another disk. This must be accomplished
in DOS using the COPY command. IMPORTANT: the names of these
files are always the same. As a result you can not use the
same disk for backing up data from two different farm
businesses. This would result in erasing the oldest set.
This may or may not be what you want to do.
Backing up your data is a simple matter of copying the CAP
disk after each run of CAP to another disk. This must be
accomplished in DOS using the DISKCOPY command. If you are
keeping records for more than one farm business then you will
need a separate disk for each business.
One backup method often used is to have 3 disks labeled A, B,
and C. On day 1 use disk A and at the end of the session
back up disk A onto disk B. On day 2 use disk B and at the
end of the session back up disk B onto disk C. On day 3 use
disk C and at the end of the session back up disk C onto disk
A. On day 4 use disk A thus starting the cycle over again.
This backup method insures that at most you will lose 2
sessions worth of data if a disk error occurs. Some people
prefer to just make one backup copy and keep it in a
different location than the working copy. Whichever backup
method you use it is important that you back up your data
after each session. The cost of an extra disk or two is
cheap insurance against losing your data.
ORDERING INFORMATION
For a copy of CAP and this manual, or for more information
about other IFAS software, contact your county extension agent or
write to:
IFAS Software Communication and Distribution
G022 McCarty Hall
University of Florida
Gainesville, FL. 32611
Due
MAY 1 5 199B
Date Due
,Returned Due
APR 2 6 1990 ________
,i
Returned
This public document was produced at a cost of $189.32, or 99.6 cents per copy, to explain the use of the Cash Ac-
counting Program to potential users. 8-190-85
COOPERATIVE EXTENSION SERVICE, UNIVERSITY OF FLORIDA, INSTITUTE OF FOOD AND AGRICULTURAL
SCIENCES, K. R. Tefertiller, director, In cooperation with the United States Department of Agriculture, publishes this Infor-
matlon to further the purpose of the May 8 and June 30, 1914 Acts of Congress; and Is authorized to provide research, educa-
tional Information and other services only to Individuals and Institutions that function without regard to race, color, sex or
national origin. Single copies of Extension publications (excluding 4-H and Youth publications) are available free to Florida
residents from County Extension Offices. Information on bulk rates or copies for out-of-state purchasers is available from
C. M. Hinton, Publications Distribution Center, IFAS Building 664, University of Florida, Gainesville, Florida 32611. Before publicizing this
publication, editors should contact this address to determine availability.
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