Section 1

Section 1
Introduction

General Description of GEORGE the BOOKKEEPER
Jobs and Sales
Clients
Accounts
Expenses
Expense Categories
Stock Purchases
Suppliers
Purchase Orders
Inventory
Options and Tools
Data Management
Logging on and off
Online Manual Button
Exit Button
GEORGE the BOOKKEEPER'S Reports and Printouts
System Requirements
Installation of GEORGE the BOOKKEEPER Version 1.7 GST
Setting GEORGE the BOOKKEEPER for use within Windows 3.1/3.11/NT3.51
Setting GEORGE the BOOKKEEPER for use within Windows 95/98/NT4.0
Starting GEORGE the BOOKKEEPER
Networking GEORGE the BOOKKEEPER
How to Use GEORGE the BOOKKEEPER
GEORGE the BOOKKEEPER Control

General Description of GEORGE the BOOKKEEPER
GEORGE the BOOKKEEPER (GEORGE) is a Personal Computer based Bookkeeping system for small business based from home or shop situation.
GEORGE will save you hours of paperwork and accountant's fees by producing reports and summaries in the way they want to see them.
Producing a BAS (Business Activity Statement) in either the calculation sheet or the accounts methods will never be a chore again.
You can check how well your business is doing at any time by using the business operation summary, which is similar to a profit and loss statement or find out how much stock you have bought from any one of your parts suppliers.
GEORGE can produce invoices based on either parts and labour, a fixed price quote or manual input.
GEORGE will also keep records of all your jobs and transactions, whether they are repairs, service calls, warranty claims, installations, quotes, sales, laybys, training sessions, rental agreements, contract labour, services rendered, stock purchases or expenses incurred in your business.
Each job and transaction is given a sequential number as it is entered into the system.
Records of your clients are maintained so that you can monitor how often they come back for further work or repeat business.
Your parts suppliers details are also kept including year to date totals and contact person for each supplier so as to assist in negotiation of further purchases.
An Inventory module is included which is optionally linked to the Stock Purchase and Jobs and Sales modules.
This allows Stock Valuations which are always up to date.
Expenses are split up into two types, Profit and Loss Expenses (Non Capital Expenses) and Balance Sheet Items (Capital Expenses) to assist your accountant in preparing your taxation return.
Each of the expense types can have it own categories.
The user sets up these categories for their own business and would consist of items such as lighting and power, water rates, telephone and communications, postage and stationary and Tools of Trade.
Each category has its own Input Tax Credit amount as well as an allowable amount so that personal use can be calculated.
Category one in the profit and loss expenses is pre set as "Written off as Bad Debt".
The program requires virtually no previous computer skills to operate and you will find that using this program will give you more time to earn money.
GEORGE the BOOKKEEPER was written by an electronics and computer technician and has been in use since 1991 and further enhanced by consultation with accountants and users also running their own businesses.

GEORGE the BOOKKEEPERS' main modules are:
Jobs and Sales
Clients
Accounts
Expenses
Stock Purchases
Suppliers
Purchase Orders
Inventory
Options and Tools
Data Management
Online Manual

Jobs and Sales
The Jobs and Sales module is used to enter all new jobs (Repairs, Service Calls, Warranty Claims, Installations, Quotes, Sales, Laybys, Rental Agreements, Training Sessions, Contract Labour, Services Rendered) and manage their progress.
Each job entered in to the system is given a job number starting at 1 and up to 20000.
This works out to at least 75 entries per working day of the financial year.
All numbers are also given the 2 digit suffix of the financial year that the record belongs to.
For example, in the financial year ending 30^th June 2001, job number 123 will be printed and referred to as 01-123.
All Quotes, Invoices, Remittance Advice and Receipts will have this job number printed on them as their number.
This makes finding a job record easy at a later stage.
From this module you can also add new clients to the system as the jobs are entered for them.
Jobs can be looked up by number or searched for by client, phone number, address, month of job, equipment repaired, goods sold or job type.
You can change details about jobs and print invoices, with or without a remittance advice, and receipts.
You can print to the printer or to file so that Quotes, Invoices, Accounts and Receipts can be faxed or emailed to your clients.
You can select to list jobs that have not been completed by using the Jobs and Sales to Complete option found within the summary listing.
You can choose either to list all jobs or repairs, service calls and quotations or sales, laybys and installations that have yet to be completed.
Lists of unpaid invoices can be brought to the screen and printed out if desired.
Unpaid invoices can be listed in either weekly, monthly, year to date, specified period or client total which allows you to check your clients payment progress.
The option, Job and Sale Summary can be used to list all jobs for the week, month, year to date, or all jobs related by equipment repaired, goods sold, job type or client to the screen and then get a hardcopy from your printer.
This allows you to get a history of certain equipment breakdowns and common faults as well as keeping track of fast moving stock.
The option Total of Income lets you obtain your daily, weekly, monthly, year to date and any specified periods takings.
This allows basic reconciliation of bank statements.
You can also list totals for a particular client or for repairs separately from goods sold or for any job type.

Clients
This module is used to add new clients to the system as well as delete old ones.
You can look up clients by name, phone number or address and then change their details.
A list that contains all details of the client can be displayed and printed.
The list can be in Numerical or Alphabetical order or you can select to list only clients that match a search pattern.

Accounts
The Client Billing option is used to produce invoices and accounts.
Invoices can be printed with or without a remittance advice attached.
You can also print to file to allow faxing or emailing to your client.
You can set up accounts for your regular clients on a seven, fourteen, twenty-eight and ninety day billing cycle with the ability to print an up to date statement of account at any time.
The Client Payments option lets you record payments made to you and print out receipts.
Layby payments can also be entered here.
The Reports option contains a report generator that lets you select different reports about your business.
These reports are in the form of a Summary, Totals, Debtors, Creditors and Business Activity Statement.
The Summaries option lets you list Jobs and Sales, Stock Purchases, Expenses and Business Operation on either a monthly, or a year to date basis.
Some of the summaries can also be listed on a daily, weekly, selected period as well as reporting on other selected criterion and then printed out.
The Totals option gives you a total of all monies paid to your business as well as monies paid out by you on expenses and stockpurchases which can be listed or printed out.
You can list totals on a daily, weekly, monthly, year to date and any specified period allowing reconciliation with bank statements.
The Debtors option lets you list and print all unpaid invoices (money owed to you).
The Creditors option lets you list and print all unpaid monies owed by you to your suppliers as well as any expenses, either profit and loss expenses or balance sheet items that are outstanding payments.
The Business Operation Summary option is included in the summaries menu and will total your income, expenses, and stock purchases and present the information to you with amount of profit, cost per job, number of completed jobs and other relevant information.
The Business Operation Summary is presented in the form similar to a business profit and loss statement and is used to gauge business performance and to prepare your tax return.
The Business Operation Summary can be selected for a particular month or year to date.
The Business Activity Statement Option can be selected to create a new statement or view a particular Reporting period.
You can list all the transactions that were used to create the statement.

Expenses
This module allows you to enter a new expense in any of the categories for each of the Profit and Loss (Non Capital) Expenses or the Balance Sheet Item (Capital) Expenses.
These Categories are set up by the user to suit his own business, except for Category 1 in the Profit and Loss Expenses, which is pre-defined as "Written Off As Bad Debt".
Records can be looked up by invoice number as well as searched for by category, month of expense, or description and then the details can be changed if desired.
The option, Totals of Expenses can be used to list expenses in the Profit and Loss and/or Balance Sheet Items expense records.
Expenses can be selected by week, month, year to date specified period and category.
This list is itemised and can be printed if desired.
Unpaid Expenses as well as a Summary of your Expenses can also be listed and printed with overdue payments indicated.

Expense Categories
Expense Categories is a sub module accessed from the Expenses module that lets you add, delete and list your expense categories in either Profit and Loss Expenses or Balance Sheet Item Expenses.
It maintains the totals spent in each category.
Each Category has an individual Input tax Credit value so that you can record tax free or input taxed expenses.
A Proportion allowable amount is also allocated to each category to enable the calculation of the component used by the business.
An example would be the telephone at home being used for both private and business purposes.
A value of 20% for proportion allowable would calculate 20% for the Business and 80% of the total expense cost for private use.
Both the amounts are shown in listings.

Stock Purchases
This module is used to enter all new stock purchases and manage their payment.
You can look up stock purchases by supplier, invoice number, month of purchase or description of goods bought.
Totals of stock purchases can be listed and printed out as required by week, month, year to date, any specified period and supplier.
The Unpaid Stock Purchases option which is also found in the Accounts module under Creditors can be used to keep track of monies owed to your suppliers.
Overdue payments are indicated on screen.
A summary of your stock purchases for the month or financial year can also be listed and printed.
This feature is also found in the accounts module.
You can also return unwanted stock to your suppliers for credit and track the returns progress.

Suppliers
The Suppliers module allows you to add, delete and list your suppliers of stock.
A year to date total of monies spent with suppliers is also maintained by the system.
This module is a complete database of information about your suppliers including contact names and numbers.

Purchase Orders
This module allows the creation and tracking of purchase orders.
It can also print, email or fax (with a fax / modem card installed in your computer) the order to your supplier.
You can list orders with unfilled orders highlighted.

Inventory
The Inventory module is used to maintain records of inventory from saleable items to spare parts.
You can choose to link the Stock Purchases and Inventory modules so that stock levels increment automatically when you make your purchases.
You can also link the Jobs and Sales module as well, which will decrement stock levels as you make sales or use parts.
You can create your own item codes as well as mark locations of where items are stored.
This allows for easy management of stock.
You can elect to list items numerically, in item code order or based on a match to item code, description or location.
You can select for the list to be an inventory valuation.

Options and Tools
This module is a collection of useful options to enable you to monitor and maintain your business records.
Clicking the System Options presents you with a menu of choices to alter the basic functions of the program.
The selection, Authority Codes enables certain program actions to be separated into user and management only functions.
This is achieved by using separate user and management codes.
The management code can access all functions whereas the user code has limited access to the normal functions only.
The Management and User codes can be changed independently of each other.
The default codes set to prior to shipping are "manage" and "user" for the management and user codes respectively.
Auto Inventory update allows you to link either or both of the Jobs and Sales and Stock Purchases modules to the Inventory Module.
This link will adjust inventory levels automatically as you use or sell parts and items as well as purchase new stock.
The Costing option lets you set up commonly used parameters in the Jobs and Sales module such as automatic cost calculation of invoices and markup on goods sold to name a few.
(See section 10 on the available choices).
The George's Helpful Tips option lets you use choose if you want to use helpful tips until you become familiar with GEORGE the BOOKKEEPER'S operations.
The Date format option allows the choice of DD/MM/YYYY or MM/DD/YYYY date formats.
You should make sure that the Windows settings match your choice.
The Tax Reporting Method can be either Cash (default) or Accruals.
The Business Logos button is used to set up titles and fonts for your printouts.
The Record Lock and Unlock functions are used to enable and disable changes to be made to a record including archived data.
You need the management code to access this function.
Any completed records, like a receipted job for example, is locked for accounting purposes, but can still be changed if you use the unlock function.
All records will be unlocked until manually locked again or GEORGE the BOOKKEEPER is restarted.
All data from previous financial years is normally locked.
The Printer Setup lets you select the printer to use for GEORGE the BOOKKEEPER’s output.
You can use a networked printer as well.
The Register button is used to register and unlock GEORGE the BOOKKEEPER’s operations.
You need a 15 digit code (Registration Key) from ANKA Electronics to register the software.

Data Management
The Select Data Option allows you to work with archived data, that is, records from previous years.
All past financial year’s data is stored on the hard disk inside the computer, as well as being duplicated on floppy disks.
You can also export the selected financial years database to allow you to work with spreadsheets and wordprocessors.
The Create Disk Set, Backup and Restore buttons are used in the preparation, backup and restoration of data to and from floppy disks.
This protects your business records should the computer go faulty.
Backing up your data is a standard practice amongst computer users and businesses and should be performed regularly at intervals of at least one week.
GEORGE the BOOKKEEPER will automatically maintain a log of how many times you have exited the program without backing up your data and will offer reminders to the user to backup the data.
If the reminders are not acted upon, GEORGE the BOOKKEEPER will not permit the user to exit unless the data is backed up or the management code is used to override.
The Create Year option is used when you have data from an other financial year on floppy disk and want it to be available to the copy of GEORGE the BOOKKEEPER being installed on another computer.
This situation could happen after a computer failure and a re-installation has been necessary.
The Close Year option is used at the end of the financial year to "close off the books" (computer database) and "open new books" for the new financial year.
All unfinished transactions will be marked as carried over into the new financial year and will be issued with new numbers in the new year’s database.
The closed off books (database) will be put into the last financial years database and the transactions to be carried over will be put into the new years database.
This option is usually performed at the close of business on the 30th June but is not limited to being used then.
After using the End of Financial Year option, if you then go to the archived data mode and select the last financial year, the complete operations of your business for that year are available to you by using the Business Operation Summary which will produce a report similar to a profit and loss statement for your accountant to use in preparation of your tax return.
You can prepare the reports for your account in a fraction of the time it would take you using a manual system.
The Business Option allows creation of a new business database as well as select to work with another business already created.
The database can be initalised (cleared of all records) or business removed.

Logging On and Off
Some functions in GEORGE the BOOKKEEPER are only accessible by the Management code and some others only need the User code to function.
These codes are to stop unauthorised access to management data by users or user data by others.
If you try to access a function that requires either a management or a user access code, then you will be prompted for it each time you try to use that function unless you log on to the system.
You only need to logon and enter your access code once.
When GEORGE the BOOKKEEPER is first started, you will be prompted to logon.
If you are going to leave the system unattended for some time, then you should logoff by clicking the Logon/Logoff button on the Main Menu.
When either a User or Manager is logged on, the Logon button becomes a Logoff button.

Online Manual Button
Clicking the Online Manual Button will display the Online Manual Menu.
You can read this manual to find out how a particular task is achieved.
You can also print out the relavent sections of interest.

Exit Button
Clicking the Exit Button will prompt you with "Do you want to Exit now", and clicking Yes will logoff the current user and close GEORGE the BOOKKEEPER.
When GEORGE the BOOKKEEPER is restarted then you will be working with the current financial year and can logon again.
A reminder to backup your data is given when BOOKKEEPER is closed.

GEORGE the BOOKKEEPER'S Reports and Printouts include: -

Jobs and Sales
Invoices with or without a Remittance Advice*
Receipts*
Job Sheets (workshop and client copies)
Quotations*
Layby Records
Jobs and Sales to be Completed
Summaries of Jobs and Sales
Unpaid Invoices
Totals of Income

Clients
Numerical listing of Clients
Alphabetical listing of Clients
Matches to various Client searches
Mailing Lists

Accounts
Invoices with or without a Remittance Advice*
Receipts*
Layby Records
Statement of Account*
Unpaid Invoices, Expenses and Stock Purchases
Totals of Income, Expenses and Stock Purchases
Summaries of Jobs and Sales, Expenses and Stock Purchases
Business Operation Summary
Business Activity Statement

Expenses
Summaries of Expenses
Totals of Expenses
Unpaid Expenses
Listings of Expense Categories
Itemised Expenses by Category

Stock Purchases
Summaries of Stock Purchases
Totals of Stock Purchases
Unpaid Stock Purchases

Suppliers
Numerical listing of Suppliers
Alphabetical listing of Suppliers
Matches to Supplier searches

Purchase Orders
Purchase Orders*
Listing of Purchase Orders

Inventory
Listings of Inventory
Valuations of Inventory
Matches to Inventory searches

* Can be printed to file to enable fax or email use.

System Requirements
Any Windows based computer 80486, 586, 686 or Pentium CPU Based Computer.
Minimum recomended system CPU 80486DX2 66Mhz CPU.
1 Floppy disk drive in 1.44 Mb format for installation and data backup.
1 CDROM drive for installation from CDROM and Tutorial operation.
1 Hard Disk Drive with a Minimum of 10 Megabytes available space for Program and Data Storage.
(20 Megabyte Recommended)

Operating System
Windows 3.1, 3.11
Windows 95
Windows 98
Windows NT3.51, 4.0
Windows 2000

Installation of GEORGE the BOOKKEEPER Version 1.7 GST

Floppy Disk Version.
1. Insert GEORGE the BOOKKEEPER installation disk in a floppy disk drive. (Drive A: or B:)
2. Use File manager (Windows 3.x) or Explorer (Windows 95/98/2000) to locate the file on the drive A: (WBKR17.exe)
3. Double click to start execution and the installation of GEORGE the BOOKKEEPER.

CDROM Version.
If installing from a CDROM, then the installation should start when the CD is inserted into the Drive.
If it doesn't then locate and double click the file SETUP.EXE on the CDROM to start installation.

Web Site Download Version.
If you obtained the file WBKR17.EXE from the Web site, locate it in your download directory
and then double click it to start execution.

The Software will Install itself automatically and give you instructions on what to do.

Setting GEORGE the BOOKKEEPER for use within Windows 3.1/3.11/NT3.51
The file wbkr.exe is found in the \BOOKKEEP directory on the drive that you installed GEORGE the BOOKKEEPER to.
From the program manager create a new program group called GEORGE the BOOKKEEPER.
Create a new program item from the program manager.
For the description enter GEORGE the BOOKKEEPER
For the command line enter C:\BOOKKEEP\WBKR.EXE whereC: is the drive letter installed to.
For the Working Directory enter C:\BOOKKEEP
The GEORGE the BOOKKEEPER icon will appear.
Click OK
Read your windows manual for further information.

Setting GEORGE the BOOKKEEPER for use within Windows 95/98/2000/NT4.00
The file wbkr.exe is found in the \BOOKKEEP directory on the drive that you installed GEORGE the BOOKKEEPER to.
Double click the "My computer" icon and find the directory "bookkeep"
Double click the directory icon and find the file wbkr.exe.
Right click the mouse after selecting the file.
From the pop up menu select the"Create Shortcut" option.
An icon will appear with the words"Shortcut to wbkr.exe"
Drag it to the Desktop
Rename the shortcut to "GEORGE the BOOKKEEPER" or a name that is suitable to you.
A shortcut can also be made to start a second business by modification of a standard shortcut command line.
Create a shortcut as described above.
Right click the shortcut and then select properties in the pop up menu.
Click the Shortcut tab
Edit the Target to end with bookkeep\wbkr.exe 2 to start the second business.
Click the Apply button and then close the properties window.
Read your windows manual for further information.

Starting GEORGE the BOOKKEEPER
1. Double click the GEORGE the BOOKKEEPER icon on the desktop
2. The startup screen will appear for a couple of seconds, and then the GEORGE the BOOKKEEPER Main Menu will appear.
From then on just follow the instructions on the screen.
3. Use ALT/TAB to switch between GEORGE the BOOKKEEPER and other programs currently running.
Consult your Windows Manual for further instructions.

Networking GEORGE the BOOKKEEPER
1. Install GEORGE on the computer which will become the network server.
2. On the server share the Drive that contains the BOOKKEEP Directory.
3. On the client computers, mount/map the shared drive and allocate a drive letter for it.
4. The BOOKKEEPER directory now appears in the ROOT Directory of the client computers.
5. The icon/shortcut can be set up as described above.
Consult your Windows Manual for further instructions.

NOTE You should arrange the networked computers so that one is used to enter jobs and sales (front counter), one
for modifying records(workshop) and one for bills and stock purchases etc (Managers Office).

How to Use GEORGE the BOOKKEEPER
GEORGE the BOOKKEEPER is a menu driven program which means a list of choices are presented to you of which you select an item by clicking the desired choice.
For example, In the menu shown below, clicking the button "Expenses" will start the module Expenses.
It's that easy.
You can also use the Tab key or the arrow keys on the keyboard to select buttons as well.
Then pressing the ENTER key will start the selected module.
You can also press "ALT" and the underlined letter on the desired button to operate it.
For example, to start the Expenses module, Press and Hold the ALT Key and then press the E Key.
In Most cases, pressing Escape will take you back to the parent menu.

Screen Presentation of Main Menu

Referring to the above menu and in most other menus presented to you in GEORGE the BOOKKEEPER, the following information is displayed.
In the top left hand corner of the screen is the module you are currently working in, In this case, as we are in the Main Menu, GEORGE the BOOKKEEPER is displayed instead of Main Menu.
Next is the financial year that the data being used belongs to.
In most cases this will be the year that the current financial year ends.
For example, In the financial year 1st July 1998 to the 30th June 1999 the displayed year will be 1999.
This is followed by the trading name of the business that has registered the software.
In this example it is "Unregistered Copy" until the software is registered to your business.
From the main menu you can start the other modules running.
All the other modules have menus similar in operation to the main menu.
You can only work within one module at a time, so some functions are repeated in various modules for convenience.
An example is the accounts module which contains a reports option combining the following functions, total of income and the summaries from the jobs and sales, expenses and stock purchases modules.
To exit the program, select exit from the main menu.
The computer should not be shut down or switched off while the program is running or you may lose data.

GEORGE the BOOKKEEPER Control
The Jobs and Sales menu shown has similar buttons to the other menus in GEORGE the BOOKKEEPER.
The New Button is used to add a new job or a sale to GEORGE the BOOKKEEPER's records.
The Show button is used to display a single record based on its job number, or allow a search for a record or records based on different search critera.
The List button is used to produce a list of records, 50 to a page, one page at a time, based on different critera.
The Left arrow button is used to step backwards through the records or pages.
The Right arrow is used to step forward through the records or pages.
When a single record is showing the arrow keys will step through to the next record or match from the current search.
When a list is showing the arrow buttons will step to the next page of records if there is more than one page of information.
The Print Button is used to print either invoices, receipts, or information produced from listings and searches.
If George's Helpful Tips is turned on then messages will appear prompting you to click the Print button.
If you click the Print button when a job record is showing, the printout will be based on the status of the job.
An example would be if the job was invoiced, then an invoice would be printed, and if the status was receipt issued then a receipt would be printed.
If a record is displaying, and any details are changed and saved, then a message will prompt you to produce a printout based on the job status.
Clicking the Clients, Accounts or Main Menu Buttons will put you in that module.
You can use the Tab key to select the option you want and then press the Enter key to start it.
You can use the ALT key and Underlined letter on the option button you want to start it.
If you press the Escape key whilst in a menu, you will be returned to its parent menu.
An example is when in Jobs and Sales, pressing the Escape key will return you to the Main Menu.

Screen Presentation of Jobs and Sales Menu

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